02-17-09-Adjourned MeetingBOARD PACKET
BOARD OF SUPERVISORS
ADJOURNED MEETING
FEBRUARY 17, 2009
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
ADJOURNED MEETING
TUESDAY, FEBRUARY 17, 2009
GENERAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
AGENDA
1. Call to Order - ~:00 p.m.
2. Roll Call
3. Invocation
4. Pledge of Allegiance
5. Items to be Added to the Agenda
(a) Consideration of Text Amendments to the Pittsylvania County Zoning Ordinance -
Pages - 1-9
(b) 2007 Homeland Security Program Grant - Page - 10
(c) Assignment of Contract - Economic Development Office - Pages - 11-15
(d) Assignment of Lease Contract - Pittsylvania County Economic Development
Pages - 16-17
(e) Change Order #1 - Witcher Road Water & Sewer System Project - Pages -18-20
( fl Change Order #2 - Ringgold/Tom Fork Road Water System - Pages - 21-23
(g) CPMB Supplemental Allocation Request - Pages - 24-26
Approval of Agenda
Hearing of Citizens
8. Consent Agenda:
(a) Regional One - Page - 27
(b) Resolution - Clara Stone Burch Tucker - 100 years old - Pages - 28-29
(c) Mt. Zion Water System - Amend Contract - Pages - 30-33
(d) Out of State Travel - Page - 34
Public Hearings
9. Rezoning Cases
Case 1: Roofing Solutions, Inc. - Callands-Gretna District: R-09-003
Case 2: Eva Willis - Tunstall District: R-09-004
Case 3: Michael B. Moore & Donna Moore - Tunstall District: R-09-005
Case 4: Jeff Perkins - Callands-Gretna District: R-09-006
New Business
10. Consideration of Updating/Enforcing the Pittsylvania County's Mineral Tax -
Karen Maute - Pages - 35-38
11. Award Contract for new Compactor Site on SR 839 -Pages - 39-41
12. SCAAP Appropriation - Pages - 42-44
13. CEDS Projects - Pages - 45-47
14. Recommendations from the Finance Committee -
(a) RT 40 W Waterline - Pages - 48-49
(b) Budget Recommendations - Page - 50
15. Regional One EMS Contract - Mr. Ecker - Page - 51
16. Uranium Mining Study - Mr. Davis - Pages - 52-53
17. Contract with the Health Department - Pages - 54-65
18. Fire & Rescue Association - Proposed Guideline Amendments - Pages - 66-75
19. Contract - Verizon Database Interface - Pages - 76-92
20. Contract Amendment; Reynolds-Clark-Whispering Pines Waterline - Pages - 93-95
Reports from Board Members
Reports from Officers and Committees
Reports from County Administrator
Closed Session
21. Discussion concerning a prospective business or industry or the expansion of an
existing business or industry where no previous announcement has been made of the
business' or industry's interest in locating or expanding its facilities in the community.
Authority: Section 2.2-3711 (A) (5) of the Code of Virginia, 1950, as amended.
22. Discussion, consideration or interviews of prospective candidates for employment:
assignment, appointment, promotion, performance, demotion salaries, disciplining or
resignation of specific public officers, appointees or employees of any public body; and
evaluation of performance of departments or schools of public institutions of higher
education where such evaluation will necessarily involve discussion of the performance
of specific individuals. Authority: Section 2.2-3711 (A) (1) of the Code of Virginia,
1950, as amended.
Adiournment
ITEMS TO BE ADDED
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Consideration of Text Amendments to the Pittsylvania
County Zoning Ordinance
SUBJECT/PROPOSAL/REOUEST•
Recommended Zoning Changes - Karen Maute
STAFF CONTACT(Sl:
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
5 (a)
INFORMATION:
INFORMATION:
BACKGROUND:
The Boazd of Supervisors has an existing Zoning Ordinance that relates to activities concerning use of property and
of environmental controls. Kazen B. Maute has submitted to the Boazd of Supervisors a recommendation of a
number of text changes for the Pittsylvania County Zoning Ordinance and has requested that these proposals be
submitted to the Board of Supervisors.
DISCUSSION:
Attached hereto, you will find copies of proposed amendments to the Pittsylvania County Zoning Ordinance
recommended by Karen B. Maute
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
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Information for February 17 Board of Supervisors' meeting. Karen B. Maute 434-797-
3460
Consideration of Text Amendments to the Pittsylvania County Zoning Ordinance
February 6, 2009
Honorable Members of the Pittsylvania County Board of Supervisors,
The Pittsylvania County Zoning Ordinance was enacted for the purpose of
promoting the health, safety and general welfare of our citizens. The Ordinance
states that our governing body may regulate "the excavation of mining of soil and
other natural resources (Chapter 35, Article I, Sec. 35-1, 4)
Please consider text amendments to the text to the Pittsylvania County Zoning
Ordinance. Refer to the excerpts enclosed re: our Zoning Ordinance.
Highlighted on red are numerous references re: protection of life health and
property.
Bold italic refers to amendment changes or additions.
Do we have the opportunity to ban uranium mining and milling in Pittsylvania
county according to Chapter 35, Article I, Sec. 35-1, 4? If so, should we have a
non-binding referendum re: doing so? If we are to truly protect health, safety and
general welfare of the citizens of Pittsylvania County, we should at least explore
this option.
Notes for discussion:
CHAPTER 35
Article I.
General Considerations
l. DIVISION 1. AUTHORITY, ESTABLISHMENT, PURPOSE AND
OFFICIAL ZONING MAP
SEC. 35-1. AUTHORITY TO ESTABLISH ZONING.
This Ordinance, to be cited as the Zoning Ordinance of Pittsylvania County, is hereby
ordained, enacted and published by the Board of Supervisors of Pittsylvania County,
Virginia, pursuant to the provisions of Title 15.2, Chapter 22, Article 7 of the Code of
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Virginia, 1950, and amendments thereto. The governing body of any County or
municipality may, by ordinance, divide the territory under its jurisdiction into districts of
such number, shape and area as it may deem best suited to carry out the purpose of
zoning, and in each district it may regulate the following:
1. The use of land, buildings, structures, and other premises for agricultural,
commercial, industrial, residential and other specific uses.
2.The size, height, area, bulk, location, erection, construction, reconstruction,
alteration, repair, maintenance, razing or removal of structures.
3. The areas and dimensions of land, water, and air space to be occupied by
buildings, structures, and uses, and of courts, yards and other open spaces to be
left unoccupied by uses and structures, including variations in the sizes of lots
based on whether a public or community water supply or sewer system is
available and in use.
4. The excavation or mining of soil or other natural resources.
SEC. 35-2. ENACTMENT.
Therefore, be it ordained by the Board of Supervisors of Pittsylvania County, Virginia,
for the purpose of promoting the health, safety, or general welfare of the public and of
further accomplishing the objectives of Section 15.2-2200 and Title 15.2, Chapter 22,
Article 7 of the Code of Virginia, 1950, as amended, that this document, Chapter 35, be
adopted as the Zoning Ordinance of Pittsylvania County, Virginia.
SEC. 35-3. PURPOSE AND INTENT.
The Zoning Ordinance of Pittsylvania County, Virginia is intended to promote the health,
safety, and general welfare of the public and to implement the adopted Pittsylvania
County Comprehensive Plan for the orderly and controlled development of the County.
To these ends, such zoning ordinances shall be designed to give reasonable consideration
to each of the following purposes, where applicable:
1. To provide for adequate light, air, convenience of access and safety from fire,
flood and other dangers.
2. To reduce or prevent congestion in public streets.
3. To facilitate the creation of a convenient, attractive and harmonious
community.
4. To facilitate the provision of adequate police and fire protection, disaster
evacuation, civil defense, transportation, water, sewerage, flood protection,
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schools, parks, forests, playgrounds, recreational facilities, airports and other
public requirements.
5. To protect against destruction of, or encroachment upon, historic areas.
6. To protect against one or more of the following: overcrowding of land, undue
density of population in relation to the community facilities existing or available,
obstruction of light and air, danger and congestion in travel and transportation, or
loss of life, health, or property from fire, flood and panic or other dangers.
7. To encourage economic development activities that would provide desirable
employment and enlarge the tax base.
8. To provide for the preservation of agricultural and forest lands, and other lands
of significance for the protection of the natural environment.
9. To protect approach slopes and other safety areas of licensed airport.
10. To promote affordable housing.
SEC. 35-3.1 NON-EXCLUSIONARY INTENT.
It is not the intent of this Ordinance to exclude any economic, racial, religious, or ethnic
group from enjoyment of residence, land ownership, or tenants within Pittsylvania
County, nor is it the intent of this Ordinance to use public powers in any way to promote
the separation within Pittsylvania County of economic, racial, religious, or ethnic groups,
except as may be the incidental result of ineeting the purposes outlined in Section 35-3.
SEC. 35-4. RELATION TO THE ENVIRONMENT.
This Ordinance is designed to treat lands which are similarly situated and
environmentally similar in like manner with reasonable consideration for the existing use
and character of properties, the Pittsylvania County Comprehensive Plan, the suitability
of property for various uses, the trends of growth and change, the current and future land
and water use and sewerage treatment requirements of the community for various
purposes as determined by County sanctioned studies, the transportation requirements of
the community, and the requirements for housing, schools, parks, playgrounds, recreation
areas and other public services; for the conservation of natural resources and agricultural
land, including groundwater; and preservation of floodplains and for the conservation of
properties and their values and the encouragement of the most appropriate use of land
throughout the County.
SEC. 35-5. RELATION TO THE COMPREHENSIVE PLAN.
In drawing the Zoning Ordinance and districts with reasonable consideration of the
Pittsylvania County Comprehensive Plan, it is a stated and express purpose of this zoning
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ordinance to create land use regulations which shall encourage the realization and
implementation of the Pittsylvania County Comprehensive Plan. To this end,
development is to be encouraged to take place in clusters to promote efficient and cost
effective use of land; to be situated as to make possible future economies in the provision
of services by the private and/or public sector; to be so located as to protect the
watersheds and shoreline areas, protect surface and groundwater supplies, discourage
development in floodplains, wetlands, and conservation areas and strips.
SEC. 35-135. BORROW, FILL OR WASTE AREAS. RESERVED No such use
shall be established without the express approva[ of the Pittsylvania County Board of
Supervisors and in compliance with the Pitlsylvania County Zoning Ordinance and the
Pittsylvania County Waste Ordinances.
SEC. 35-139. EXTRACTION OF NATURAL RESOURCES; EXPLORATION.
Extraction of natural resources shall include removal of soil, sand, gravels, stone or other
minerals by excavating, stripping, quarrying and mining together with necessary
buildings, machinery and appurtenances related thereto but not including excavation for
construction of agricultural purposes.
l. No extraction or processing of natural resources may be conducted within two
hundred (200) feet of a property line except in operations that cross property lines.
2. Vegetation shall be retained and/or fully developed to screen extraction
processes from nearby residential areas and adjoining roadways.
3. Quarry and mine areas being excavated shall be entirely enclosed within a
fence located at least fifteen (15) feet back from the edge of any excavation.
4. At the time of obtaining a zoning permit, the operators or owners of the quarry
or mine shall present to the Planning Commission comprehensive plans and
proposals for the reuse of the property at the cessation of the quarry or mine
operation.
5. Any extension of quarrying or mining operations beyond the property lines
actually being quarried or mined at the effective date of this Ordinance shall be
considered as a new operation and shall obtain a zoning permit, such permit to be
renewed every two (2) years, or at such longer interval as may be specified by the
Commission.
6. If quarrying or mining operations are discontinued for a period exceeding one
(1) year, all excavated areas must be returned to a safe condition with adequate
vegetative care.
7. The provisions of Chapter 16, Title 45.1, Code of Virginia 1950, as amended,
shall be met.
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9. Uranium exploration, mining and milling are prohibited in Pittsylvania
County.
10. County taxes on mineral rights, mineral [eases, mineral resources ("measured
"and "indicated") and mineral reserves may be levied and collected by Pittsylvania
County.
DIVISION l. AGRICULTURAL DISTRICT, A-1
SEC. 35-177. PURPOSE.
This district includes unincorporated portions of the County that are occupied by various
open uses such as farms, forests, lakes, reservoirs, streams, and park lands. This district is
established for the purpose of facilitating existing and future farming operations,
preserving farm and forest lands, conservation of agricultural, water and other natural
resources, reducing soil erosion, preventing water pollution, and protecting watersheds
and reducing hazards from flood and fire.
It is expected that certain desirable rural areas of this rural district may logically develop
residentially, at low density. It is the intent, however, to discourage the random scattering
of residential, commercial, or industrial uses in this district. It should also be presumed
that the agricultural and forestry activities may produce some noise, odors and other
effects and a certain level of tolerance for these effects must be expected of those who
would dwell in this district. Special use permits will be employed to seek improved level
of compatibility between uses.
SEC. 35-179. SPECIAL USE PERMITS. (A-1)
The following uses shall be permitted only by special use permit:
mining-conforming to State regulations-(uranium mining prohibited)
DIVISION 11. INDUSTRIAL DISTRICT (M-1); LIGHT INDUSTRY
SEC. 35-382. PURPOSE.
This district is established to encourage the development of manufacturing and wholesale
business establishments which do not produce high levels of smoke, smell, noise, light,
dust and other nuisances; who operate primarily within enclosed structures and who do
not deal with large volumes
of customers on a continuous basis throughout the day.
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Limitations on (or provisions relating to) height of building, horsepower, heating,
flammable liquids or explosives, controlling emission of fumes, odors, or noise,
landscaping and the number of persons employed may be imposed to protect and foster
environmental desirability while permitting industries of certain types to locate near a
labor supply, provided buffering districts or buffering land is provided, buffer zones may
be required by the Zoning Administrator to mask industry operations from adjacent non-
industrial zoned districts. This buffering may take several forms including but not limited
to fencing, barriers, trees, shrubs, or other ornamental landscaping. This buffering action
will be the responsibility of the industry and the requirements described on the zoning
document and/or building permit.
SEC. 35-383. PERMITTED USES.
Within the light industry industrial district (M-1) the following uses are permitted:
manufacture of products from bone, canvas, cellophane, cloth cork, feathers, felt, fiber,
fur, glass, hair, horn, leather, paint, plastic, precious metals, precious stones, rubber,
shell, textiles, wood-previously prepared
There is the need to either delete or define
precious metals processing
precious stones processing
precious metals &
precious stones
SEC. 35-384. SPECIAL USE PERMITS. (M-1)
Mining - (uranium mining prohibited)
DIVISION 12. INDUSTRIAL DISTRICT (M-2); HEAVY INDUSTRY
SEC. 35-401. PURPOSE.
This district is established to provide locations for larger scale manufacturing, processing,
and warehousing operations which may require extensive community facilities and access
to transportation facilities have open storage and service areas and generate heavy truck
traffic. These districts may be established by amendment to the Zoning Map to permit
industries which have a public nuisance potential and will therefore be subject to
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intensive review for locational impact on surrounding land uses and environment. These
districts may be established in areas: a) that are served by major highways, rail or air
service, or secondary road improved to state standards; b) that are either served by public
water and sewer or meet requirements of the local office of the State Health Department,
and c) that are clearly suitable for intended uses with regard to physical characteristics
and relationship to surrounding development. This district is designed to encompass
heavy manufacturing with large outside storage, warehousing, and large product display
areas. Buffering zones may be required by the Zoning Administrator to mask industry
operations from adjacent non-industrial zoned districts. This buffering may take several
forms including but not
limited to fencing, barriers, trees, shrubs, or other ornamental landscaping. This buffering
action would be the responsibility of the industry and requirements described on the
zoning document and/or building permit.
SEC. 35-402. PERMITTED USES.
Within the heavy industry industrial district (M-2), the following uses are permitted:
Delete or define "cut stone operations", "non-ferrous foundry"
SEC. 35-403. SPECIAL USE PERMITS.
Delete or define crushed stone operations
mining-(mining of uranium prohibited)
DIVISION 13. CONSERVATION DISTRICT, C-1
SEC. 35-529. PURPOSE.
This district covers portions of the County which are occupied by various open spaces
such as steep slopes, forest, parks, marshland, lakes, watersheds needing protection since
they supply public water impoundments, or stream valleys. This district is established for
the specific purpose of conserving water and other natural resources, reducing soil
erosion, protecting watersheds, reducing hazards from flood and fire and preserving
wildlife areas of the County. This district is distinguished from agricultural districts in
that fewer permitted uses and special uses are allowed secondly, density and intensity of
land use activities should be less overall to produce less chance for pollution problems to
critical water supplies, for example, and thus protect public health.
SEC. 35-531. SPECIAL USE PERMIT REQUIRED. ~C-1~
The following uses shall be permitted only by special use permit:
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Additional definitions are needed for the zonin ordinance Some are•
minerals
mi_ nin~
recious metals
precious stones
milling of ore
mineral rights
mineral leases
mineral resource
mineral reserve
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
2007 Homeland Security Program Grant
SUBJ ECT/PROPOSAUREQUEST:
Amend and Appropriate Budget
STAFF CONTACT(Sl:
Davis, Sleeper
AGENDA DATE: ITEM NUMBER:
February 17, 2009 5(b)
ACTION: INFORMATION:
Yes
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS:
REVIEWED BY:
BACKGROUND:
On December 1, 2008 the Board of Supervisors by adopted a resolution to accept The Commonwealth of Virginia
Department of Emergency Management grant for $25,000.00. (2007 Homeland Security Program Grant).
DISCUSSION:
This grant was awarded to Pittsylvania County for our Citizen Corp Program (CERT). This funding enables
Pittsylvania County to teach adults and Teenagers the CERT program. To date we have trained over 260 adults
and 89 teenagers.
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate and amend $25,000.00 to the current FY08/09
Budget for Pittsylvania County to include this grant.
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Assignment of Contract
SUBJECT/PROPOSAL/REQUEST:
Assignment Contract - Economic Development
Office
STAFF CONTACT(S):
Mr. Sleeper
AGENDA DATE:
02-17-09
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY: ~
ITEM NUMBER:
TBA 5(c)
INFORMATION:
INFORMATION:
BACKGROUND:
Whereas, the Board of Supervisors has voted to create a Department of Economic Development under the
County Administrator; thus closing the current office of Economic Development under Pittsylvania County
Economic Development, Incorporated and certain business items and changes have to occur.
DISCUSSION:
Attached hereto, is an assignment of a contract between Pittsylvania County Economic Development and the
County of Pittsylvania and Office Plus Business Centre for a copy machine currently located in the
Pittsylvania County Economic Development office. This machine is also used by the Pittsylvania County
Agricultural Development Board.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the assignment of the contract and authorize the
Chairman of the Board to sign on the behalf of Pittsylvania County.
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lncludes all service parts, labor, and supplies excluding paper.
• • . . . : •. . . •. -
D8/01/0$ to 0~01/09 B11N $0: ~15. per copy $p:09 per copy
Golor 2149
BU~INESS CENTRE SECOND YEAR CONTRACT
Company: Pittsylvanla County Economic Development, lnc. Key Operator: Carol Motley
Address: 34 North Main Street Cell:
City, Chatham State: VA Zip: 24591 Phone: 432-1669 Date Pu~chased; 07131/fl7
Office Plus Business CenUe, hereinafter called "OPBC", agrees to render ser~ice for a tertn of one year, commencing on 081Q1l08 and ending
on 08/01/09 fo~ the above Iisted party, hereinafter called the "Customer", oh the equipment listed below. ALL ~QUIPIUIENT UNDEF2
MAINTENANCf MUST BE FROTECTED BY AN OPB~ APPROVED SURGE PROTECTOR: If service is required, and there is NO surge
protector in place, the contract may be canceied on site with any service requir~d being billed at oUr nartrial service ]abor and parts rates.
OPBC agrees, during such term to provide service cails to be made only during normaf business hours; to keep the Equipment in good. working
order, to make ell necessary adjustments and re;pairs, p[qvide ihat such adjustmehCs, repairs, or parts rep~acement is not required beEause of
aocident, neglect, misuses, €ailure of:electricai power or causes oth~r fhan ordinary wse: 5uch service will be rendered only vpor~ the epproval
by the Gustorner and after an estimate ~f #he additivnal charge has been made. Serviee v~ill be furraished on the Equipmenf; howeyer, no
inspections will be pedormed under this contract. It is undetstood #hat the Equipment is in good working condition at the dafe of acceptanae of
fhis agreement.
This agreement INCLUDES the fumishing of ALL expendable operating suppiies such as toner, developer, drums, fuser rollers, stc., EXCEPT;
paper or any produCt the copies are applie'd to. This cdntrao# inctud8s all ser±vice anii supp1y items (except paper and s#apies),
maintenance parts, and la6or, at a chat'ge ofi $U.015 per co.py. for blaak and white copies, and $U.09 per copy forcoior copies billed
quarterly {minimum btlling..annually ~f $ 250.Q0). 'Qbvi~us operator errQr~" will be subject<to the full cost of the senrice cap. Foreign
objects such;as ~a^~air clip's and st~ples'Faund in the docum~nt feed~r, causin/p~ datrta p ~s an example of ar~ obv,ious operator errar.
.. ,. ..s_ i.~~. ,~.. ~ .~. ... ~YY."fl'YY4"ir4:-1_~:1_ 4~{NW...'Y' P.r ._ "4?t.8v)_'°e~~_I_a_~.4"_".~_~?'!i~i ~.~~.'a.~Y~".5~.~~1.~.u..1: E~S^...~_
in5#ail~ u~iA' 2i~ ~pl~ded as.a part of t~.e triitlal det~ery: AnY aon'~it~t~dh ~it~e r.~4ti~f1`et~~ts7~ tne #t~st.t~~r{1 ii~~`1-~~- ~,~~u~;ai.au~
norrr+al'hourly ~srv+ii~'rate.
The Gus#omer agrees to pay in advance the sum of $.000.00 (minimum billing annually of $ 350.0~) ior the above .senrice, and that OFBC
author~zed serv+ce personnel shafl have full and free ascess to the Equipment to perForm ser~ice thereon. Op~C shall not be responsible for
failure to render se~vice due to oauses beyond its cantr.ol. Th~ Customer ag~ee5 that seniic~e outsicie ~3PBC's nomial business hou~s be
fumished at OPBCs estabfished seNiee rates t#ierl ih effect. The Customer agrees tha# OPBC shall not be required to adjust or repair the
Equipment, or any part tfiereo#, if it would be impcacti,cal for OPBC personnei to db so because nf alteration ofi the ~quipt~tent, placing the
machine outside the m~nufaC#ures re:quired specifications, or its cor~neetioh to anoth'er ma~hine or d~vice. i# the toEal CPC (meter) biAing does
not meei or exceed the annual minimum, an additional charge will be applied with the last quaderly meier billing #o brir~g the total billing to the
$ 250.00 annual miriitt~um.
Charles R. Havnsworth, Iil President
Offered by Title
Print Name
Print Title
840 Memorial Drive - Danville, VA 2dS41 ~ha~~~~
(434) 787-9090 - FAX (434) 797-9096 - Toil Free (800) 533-6681 (vA-NC) ~~~~9i~~m~
[tb . IAI MI ~ ~nu ~. He {n ~IMI ~71~9 Ldl~
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NO OTHER V1IARRANTIES EXPRE3SED OR IMPLiED., INGLUDING TNE 1NAiRf~ANTY 4f MERCHAIVTABILITY, Fll'NESS FOR PURROSE;
OR OTHERWISE ~H.ALL ARFLY TO THE 3ER~/IGE OR i~ART~. Either Party may terminate this agraement at any Ume by giving a thirty- (30)
day written notice to the ofher party. The ter~s and conditions ;Merein shall,p[s~rail. not withsEand~ri5 ~-?Y varianrse with tNe lefms and condftions
of any order subrnik~ed by the Customer with respeat x6 Mainterialice Service. Any tefrralhing ~overage on th~ listed equipmer~t may be refunded
if repair parts, maintenance par~s, or supply if~ms become unavailable from the otiginai.marwfad~'er at arrytime.
ASSIGNMENT OF CONTRACT
THIS ASSIGNMENT OF CONTRACT ("Assignment") made as of the lst day of
February, 2009, by and among PITTSYLVANIA COUNTY ECONOMIC
DEVELOPMENT, INC., a Virginia corporation ("Assignor"); THE COUNTY OF
PITTSYLVANIA, VIRGINIA, a political subdivision of the Commonwealth of Virginia
("Assignee"); and OFFICE PLUS BUSINESS CENTRE ("OPBC");
WITNESSETH:
That for good, valuable, and sufficient consideration, the receipt and sufficiency of which
is hereby acknowledged, Assignor hereby assigns to Assignee all of its right, title, and interest in
the certain GDCX Copier Maintenance Contract and all addenda thereto (the "Contract"), entered
into between Assignor and OPBC, covering the use of a certain GDCX Copier Machine as more
fully described in said Contract.
Assignee does hereby accept the assignment of all of the right, title, and interest of
Assignor in the said Contract, effective the 1 st day of February, 2009.
OPBC joins in the execution of this Assignment to evidence its consent to the assignment
of the Contract by Assignor to Assignee. The parties understand and agree that, upon the
execution of this Assignment, Assignor shall be fully relieved of all of its obligations and duties
under the Contract, and Assignee shall be fully responsible for all of Assignor's obligations and
duties under the Contract as if Assignee had been the original party thereto.
IN WITNESS WHEREOF, the parties hereto have set their hands the date first shown
above.
PITTSYLVANIA COUNTY ECONOMIC
DEVELOPMENT, INC., a Virginia corporation
By: ~cu-~
Title:
THE COUNTY OF PITTSYLVANIA, VIRGINIA, a
political subdivision of the Commonwealth of Virginia
By:
Chairman, Board of Supervisors
OFFICE PLUS BUSINESS CENTRE
By: G~ • '~ Lw~~
Title:
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LAW OFFICES
CL~M~NT ~ WHEATL,E~'
Ci~enn ~. ~ey ~ ~ ~
R. Lee Yancey A ProfeSS~Of7Ci~ COt~70YC1ftOf1
Harry P. Sajze~~arist
Mic}~ae~ L'. liuanzon~
Edward F. Hodges, )c Rutledge C. C~ement (1906-1979)
W. Huntington Bymea' C. Stuart W~eat~ey (1905-1982)
Daaen W. Bent~ey' Josep}~ M. Winston, Jx., Retired
l~manda M. Morgan
Rachae~ A. San~ord aww.c~ementw~eat~ey.com
Set}~ M. Iand
Anne Louise Mason
H~ E. Snedden, Il
Brian T. ~. ~2eddan
'l1~so ~icanaad in Nortl~ Caro~ina
tf~~so ~'cenFed in (~'¢orgio
January l4, 2009
Mr. Charles R. Haynsworth, III
President
Office Plus Business Centre
840 Memorial Drive
Danville, VA 24541
Main O{{ice
$49 Main Street
JAN l 5~~~ Po`Bo= azoo
D-a e, Vuginia 24543-8200
Telepkone (434) 793-8200
` ' Facsimi~e (434) 793-8436
. Squtq B'oston Omce
Tke Security Bui~diag
554 Nort~ A9ain Street, Suite 111
P.O. BoX 246
Sout~ Boaton, V'irginia 24592
Te~ep~one (434) 575-8200
Facsimi~e (434) 575-8436
RE: GDCX Copier Maintenance Contract between
Pittsylvania County Economic Development, Inc.
and Office Plus Business Centre
Dear Charles:
I have enclosed with this letter three (3) originals of an Assignment of Contract made as
of February 1, 2009 (the "Assignment"), by and among Pittsylvania County Economic
Development, Inc., a Virginia corporation ("PCED"), the County of Pittsylvania, Virginia, a
political subdivision of the Commonwealth of Virginia (the "County"), and Office Plus Business
Centre ("Office Plus"). I have also enclosed a copy of the GDCX Copier Maintenance Contract
for your convenience. Please have the three (3) originals of the Assignment executed on behalf
of Office Plus, then forwazd the three (3) originals of the Assignment to William D. Sleeper,
County A.dministrator, at P.O. Box 426, Chatham, VA 24531, for execution on behalf of the
County. By copy of this letter to Mr. Sleeper, we are asking that he obtain the County's
execution of the Assignment and then forward the three (3) originals of the Assignment to PCED
for its execution thereof. Upon PCED's execution of the Assigrunent, we are asking that all three
(3) originals of the Assignment be returned to us, for distribution to each of the three (3) parties.
If you have any questions or concerr~s, please feel free to contact me.
Very truly yours,
`~i~
R. Lee ad
/lrp
Enclosures
S,e! Mr. William D. Sleeper, County Administrator
P14
PITTSYLVANIA COUNTY
VIRGINIA
William D. Sleepet
County Administrator
P.O. Box 426
Chatham, Virginia 24531
dan.sleeper@pittgov.org
Phone (434) 432-7710
Fax (434) 432-7714
Grema/Hurt (434) 656-6211
Bachelors Hall/Whitmell (434) 797-9550
Memorandum
To: Otis S. Hawker, Assistant County Administrator ,,`~ I~
Kim Van Der Hyde, Director of Finance ~~
Donna Meeks, Director of Central Purchasing
Darrell Dalton, Director of General Property
From: William D. Sleeper, County Administrator
Date: February 6, 2009
Su6ject: Economic Development Office
Attached hereto, you will find copies of the Assignment Contracts for the copy machine
in the Pittsylvania County Economic Development office and for the Assignment of the
rental agreement with Billie Reynolds for the Economic Development office. In addition,
you will be receiving bills for the telephone and electricity and the water and sewer will
come to the County as soon as we modify our lease agreement. Ms. Reynolds has agreed
to accept the assignment of the lease agreement as long as we combine the Pittsylvania
County Economic Development office with our Agricultural Development office into one
lease.
If you should have questions concerning this notification, or attachment or materials,
please do not hesitate to contact my office.
WDS/kp
Attachment
Cc: File
P15
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Assignment of Lease Contract
SUBJECT/PROPOSAL/REQUEST:
Lease Agreement - Pittsylvania County Economic
Development
STAFF CONTACT(S):
Mr. Sleeper
AGENDA DATE:
02-17-09
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY: ~i
ITEM NUMBER:
TBA 5(d)
INFORMATION:
INFORMATION:
BACKGROUND:
The Board of Supervisors has voted to establish an office of Economic Development under the County
Administrator. Cunent actions and activities of the Pittsylvania County Economic Development,
Incorporated, must be transferred and assigned to this new department.
DISCUSSION:
Attached hereto, you will find an Assignment of Lease between Pittsylvania County Economic Development,
Incorporated, The County of Pittsylvania and Ms. Billie W. Renolds. The current lease runs through
December 15, 2009. It is the intent of Ms. Reynolds to work out Pittsylvania County a combination of the
existing lease for the Economic Development office and the Agricultural Development Board office into one
(1) lease. This will be brought to the Board at a later date.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the assignment of lease and authorize the Chairman
of the Board to sign on the behalf of Pittsylvania County.
P16
ASSIGNMENT OF LEASE
THIS ASSIGNMENT OF LEASE ("Assignment") made as of the lst day of
February, 2009, by and among PITTSYLVA1vIA COUNTY ECONOMIC
DEVELOPMENT, INC., FORMERLY PITTSYLVANIA ECONOMIC DEVELOPMENT
ORGANIZATION, INC., a Virginia corporation ("Assignor"); THE COi1NTY OF
PITTSYLVAIVIA, VIRGINIA, a political subdivision of the Commonwealth of Virginia
("Assignee"); and BILLIE W. REYNOLDS ("Lessor");
WITNESSETH:
That for good, valuable, and sufficient consideration, the receipt and sufficiency of which
is hereby acknowledged, Assignor hereby assigns to Assignee all of its right, title, and interest in
the certain Lease and any and all addenda thereto (the "Lease"), entered into between Assignor,
as Lessee, and Lessor, covering the real estate located at 34 North Main Street, Chatham,
Virginia„ and as more fully described in said Lease.
Assignee does hereby accept the assignment of all of the right, title, and interest of
Assignor in the said Lease, effective the 1 st day of February, 2009.
Lessor joins in the execution of this Assignment to evidence her consent to the
assignment of the Lease by Assignor to Assignee. The parties understand and agree that, upon
the execution of this Assignment, Assignor shall be fully relieved of all of its obligations and
duties under the Lease, and Assignee shall be fully responsible for all of Lessee's obligations and
duties under the Lease as if Assignee had been the original Lessee.
above.
IN WITNESS WHEREOF, the parties hereto have set their hands the date first shown
PITTSYLVAlvIA COUNTY ECONOMIC
DEVELOPMENT, INC., FORMERLY
PITTSYLVAI~TIA ECONOMIC DEVELOPMENT
ORGA1vIZATION, INC., a Virginia corporation
By:
Title:
THE COUNTY OF PITTSYLVANIA, VIRGI1vIA, a
poGtical subdivision of the Commonwealth of Virginia
By:
Chairman, Board of Supervisors
.!'~iGI~C
BILLIE W. REYNOLDS
P17
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Change Order #1 -Witcher Road Water & Sewer
System Project
SUBJECT/PROPOSAL/REOUEST:
Change Order #1 -Witcher Road Water & Sewer
System Project
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
STAFF CONTACT(S):
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
5 (e)
INFORMATION:
INFORMATION:
BACKGROUND:
The County has issued a contract with Crews Construction to make the water and sewer system improvements to
the community under a CDBG grant. This project also coincides and ties into the Ringgold waterline.
DISCUSSION:
When obtaining the permit from the Virginia Department of Transportation (VDOT) to bore under U.S. RT58 East
and tie the sewer line into the existing force main running from VIR to the new Cane Creek pump station, VDOT
required an additional 40 feet of casing be added to the bore to meet VDOT standards and clear a filled area in RT
58 when originally constructed. Staff and engineering have negotiated with Crews Construction to a unit price in
the existing contract in the amount of $7,899.30 for this change.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve this Change Order with Crews Construction in the amount of
$7,899.30 and authorize the County Administrator to sign all necessary documents.
P18
~~~
January 29, 2009
Mr. Dan Sleeper
County Administrator
Pittsylvania County, Virginia
21 North Main Street
Chatham, V ~~ 24531
Re: Change Order 1
Witcher Road Water & Sewer System
Ringgold, Virginia
Dear Mr. Sleeper:
HURT~'w PROFFITT
E~
1 N C O N P O R A T E D
Enclosed please find Change Order #1 for your approval. To meet VDOT LUP requirements, the
length of casing required for the bore of the force main under the westbound lane of Rte 58
needed to be extended by 40'. VDOT will not allow any excavation to occur in the fill section of
the road way. The change results in a net increase of $7,899.30. If you have any questions, please
feel free ta contact me.
Sincerely,
Hurt & Pr
Brian L. Cossman, PE, LEED AP
Project Manager
~`ENGINEERING » SURVEYING » PLANNING
P19
2524 LANGHORNE ROAD
LYNCHBURG VA 24501
$OO.Z~{Z.~i9OG TOLL FREE
434.847.7796 rnn~N
434.847.0047 rnx
W W W.HAMDP.COM
HURT
PROFFITT
i N C O R P O R A T E D
rEhGiNEERIku » SURVFVING » PLANNIY.G
2524 LANGHORNE ROAD LYNCHBURG, VA 24501
TouFRee 800.242k906 MniN 434.847.7796 Fnx 434.847.0047
WWW.HANDP.COM
Change Order
Change Order #
Project Witcher Rd Water & Sewer
oace 1 /29/2009
Project # 20070523
owner Pittsylvania County, Virginia commission #
contractor Crews Construction Company, Inc. Contract Date 13-Nov-08
For .Water & Sewer System Installation ------ -
ro Crews Construction Company, I-1C. Contractor
You are directed fo make the changes nofed be/ow in the above contract:
owner Pittsylvania County, Virginia
By
Date
Description of Changes DECREASE INCREASE
in Contract Price in Contract Price
1 Additional bore under Rte 58 for force main I $7,899.30
2 I
3 ~
4
5
Totals » $0.00 $7,899.30
Net Change in Contract Price » $0.00 $7,899.30
Justi~cation:
The plans show casing for the force main crossing of Rte 58 for 5' off EP to 5' off EP of the westbound lane. To meet
VDOT LUP requirements, the length of casing will need to be extended an additional 40' to not disturb the soil in the fill
area of the roadway.
The changes result in the following adjustment of contract price and time:
Contract price prior to this Change Order $502,199.70
Net INCREASE resulting from this Change Order $7,899.30
Current contract price including this Change Order $510,099.00
Contract time prior to this Change Order 150 CalendarDays
Net O Increase OO ~ecrease resulting from this Change Order O CalendarDays
Current contract time including this Change Order 150 CalendarDays
The above changes are approved:
Engineer ___ H roffitt, Inc. conrracror __ Crews Construction Company, Ine.
By - - --- ------ By - -~~~~'~ --
oate L ~ ~, ~ _ p
_ __ - ~- - ----- --- - - - -- ---- -- Date
~ -_ _ __ - __ Q
~
P20
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Change Order 2; RinggoldJTom Ford Road Water
System
SUBJECT/PROPOSAL/REOUEST:
Change Order 2; Ringgold/Tom Ford Road Water
System
STAFF CONTACT(Sl:
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
5 (fl
INFORMATION:
INFORMATION:
BACKGROUND:
The Board of Supervisors has awazded a construction contract to Warrco, Inc., for the installation of the
Ringgold/Tom Fork Road waterline.
DISCUSSION:
In the original bid proposal jacking under Stanton Drive was a costly item. Finding that it is not a State maintained
road does not require the jacking and boring. Therefore, this section can be open cut with the rest of the shoulder
installation of the Ringgold/Tom Fork Road waterline. The deduction from the contract is submitted to the Board of
Supervisors, with a net change of $8,365. $135 was added to replace the driveway with gravel after its open cut and
$8,365 was removed from the requirement of not jacking under the road.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve this change order and authorize the County Administrator to
sign on the behalf of Pittsylvania County.
P21
~~~
'a:-iu ~ry 29, 2~04
Mr. Dan Sleeper
County Administrator
Pittsylvania County, Virginia
21 North Main Street
Chatham, VA 24531
Re: Change Order 2
Ringgold/Tom Fork Road Water System
Ringgold, Virginia
Dear Mr. Sleeper:
, ~ HURT~~. PROFFITT
`T.
I N C O R P O R A T E D
Enclosed please find Change Order #2 for your approval. After the'uids had been opened and the
contracto~ applied for the VDOT Land Use Permit, we were informed Staton Drive was not a
VDOT maintained road. Because of this, the road crossing does not require a bore as shown on
the design plans. The contrac±or will oper, cut the road to install the water line and repair the road
to previous conditions or better. This change results in a net deduct to the pro;ect. If you have
any qt~estions, please feel free to contact me.
Sincerely
Hurt &~
Brian L. Cossman, PE, LEED AP
Project Manager
*ENGINEERING»SURVEYING» PIANNING
P22
ZSZ4 LANGHORNE ROAD
LYNCHBURG VA 24501
HOO.2~LZ.A9O~I TOLL FREE
434.847.7796 Mn~N
434.847.0047 rnx
W W W.M~xoV.COM
HURT€,>:
..= PROFFITT
1 N C O R P O R A T E D
'aE~L-iNEERIfiG )) SURVEYING >) DIANNING
2524LANGHORNEROAD LYNCHBURG,VA 24501
To«FRee 800.242.4906 MniN 434.847.7796 Fnx 434.847.0047
WWW.HANDP.COM
Change Order
Change Order # 2
Date 1 /29/2009
Pro~ecr Ringgold & Tom Fork Road Water System Project # 20070523
owner Pittsylvania County, Virginia commission #
Contractor Warrco, InC. Contract Date 13-Nov-08
For Water Line Installation
ro Warrco, Inc. Contracror
You are directed to make the changes noted below in the above contract:
owner Pittsylvania County, Virginia
By
Date
Description of Changes DECREASE
in Contract Price INCREASE
in Contract Price
1 Remove Jack & Bore of Staton Drive $8,500.001
2 Gravel Drive Replace ~ $135.00
3
4
5 ,
Totals » $8,500.00 $135.00
Net Change in Contract Price » $8,365.00 $0.00
Justi~cation:
A bore was called out on the plans for Staton Drive. VDOT has stated this is not a road in their system, therefore they
will not require a bore. Open cut of the road will be allowed as long as road is returned to like or better condition upon
completion.
The changes resu/t in the fol/owing adjustment of contract price and time:
Contract price prior to this Change Order $1,469,813.07
Net DECREASE resulting from this Change Order $8,365.00
Cu~rent contract price including this Change Order $1,461,448.07
Contract time prior to this Change Order 250 CalendarDays
Net O Increase OO Decrease resulting from this Change Order O CalendarDays
Current contract time including this Change Order 250 CalendarDays
The above changes are approved:
Engineer rt roffitt, InC. Contractor WarrCO, InC.
By - -- BY
Date -- --- - - Date / Q
_ ~
P23
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
CPMB Supplemental Allocation Request
SUBJECT/PROPOSAL/REOUEST:
Supplement to the Commonwealth of Virginia-CPMB
STAFF CONTACT(S):
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
5 (g)
INFORMATION:
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
Pittsylvania County is the fiscal agent for the Comprehensive Planning Management Board (CPMB) for Danville
and Pittsylvania County. The operations of that program keeps the expenditures for the City of Danville and
Pittsylvania County separate for the caseloads in each individual locality.
DISCUSSION:
Each year as we get through the process of making allocations for the number of cases before the CPMB,
supplements to the Commonwealth of Virginia are required to determine whether or not we will receive necessary
funds to complete the yeaz. Currently, there is approximately $1.6 million balance of Pittsylvania County; however,
there are allocations in approved cases totaling $6,963,261, which exceeds the current proposed budget by
$1,701,215. This is the amount of additional funding above what we originally proposed from the Commonwealth
of Virginia, which would require the County to match it by .2355%. This will require a local allocation by the end of
the year of $400,636.
RECOMMENDATION:
Staff recommends the Board of Supervisors authorize the Comprehensive Planning Management Board to apply to
the Commonwealth for supplemental funds. Upon notification of approval, it be brought back to the Board of
Supervisors to supplement the required matching funds in accordance with State law.
P24
CSA SUPP~,EMENTAL ALLOC,A,TION QLT~ST M,A,~N REQUEST
G5A RERORT7NG--SUPPLEMENTA~ A-~I,OCATION QUEST-FYp9
CSA Supplemental A(location
http://www.esa.state.va.us/supp/2009/view.c i ?recordid=l5&~ips=%20I43&methoc(-2
RequlstForm--FY09
Page 1 of 4
Fabruaty 11, 20A~
DATE Februa 11 20p9
FIPS 143
LOCAUTY itts Iv~nia
CONTACT PERSON Bsrbara Helmidc
TELEPHONE 34 e{32-8371
E-MAfLADDRES5 rbers.helmidc 'ttt oV.o
REPORT #
certify that tl1e information provided in this request for a supptemental allOCation is accurabe, and that the cogts vyithin the request wer~
unanticinated and are required costs for spedflc mand ated children pursua~t to 5eetion 2,2-5211.C of the Gomprehens ive Senrtces Act
II ce~s have been assessed, where required, by th~ .
Family Assessment and Planning Team and comply with the provfsions of the Code
f Vi infa the CSA Manual, afld the ro riatlons A~ Ct,
THIS REQUE5T IS FpR FISCAL YEAR FYp9
Case July 08-1]ec OS Jsn 09.lune 09 Totai
Actual+~y~~
Count Actual+F.stimaLad Ach,at+Estimated Program Year
EXpandlturas Expendltures Expendl4uns
(a) (b) {c} (b t c ~ d)
1. Iw1NDATED S~RVICES I RESIDENTIAL
'1a. Foster Cale - N-E d+lldren in Licansad Reeiden 'at Congregate
~~ ;
pool axpenditures for costs not covered by IV-E
i.e., non room- 6 31,375.00 18,412.00 49,787,00
and-b0~rcl)
1 b. Foster Care - all others i~ l,icensed Residantfal ongregate
Care 14 224,598.00 205,930.00 430,52B.00
1c. Reaidentlal Congregate Care - CSA Parantal A~ reements ;
DSS Nona,stodia-Agreements o U.00 0.00 0.00
1d. Educa6onal Servioes - Congregate Carp 21 236,a~7,pp 217,231,00 453,688.00
7e. MANDATED $ERVICES 1 RESIDEN'f'IAL SUB bTAt
(Sum of Nnes 1a. through id.) , 41 4yZ~430 ~0 ,94~ ~5~3 00 g34~pp3.00
T. OTH~R MANDATED S~RVIC~S Actual*Est~mated Expendl~res be~ew ara ior servi~os
from July 1, 20pg . June 30, x009.
2a. Trierapeutlc Foster Care - IV•E 2 -
2a.1 Therspeutic Foster Care 8,741.00
6 8,741.00
2s.2 Therapeutic Fost~r Care _ CSq Parental Apree
ents ; DSS - 194,592.pp tgq,5g2.pp
NOncustadial Agreemen~ 0
- 0.00
0.00
2b. Specialized Foster Care -- IV-E ; Gommunity Ba 5ervlc~s 2
2b.7 SpecializedFosterCare - 19,436.00
1 19,438,00
zc. Family Foster Care - Iv-E ; Community Based 5
~rvicas - 1,085.00
o . 1,095.00
~d. Family Foster Care Maintenance onfy o.~
3 -
0,00
Ze. Family Foster Care - Chlldren rec~lving mainten
~nCe and b
i 7,6a4,p0 7,694.00
acuvides payments; independent living Stfpend/ as
c
ngements
3 ' ~7,592•00
17,592.00
tf. Community - Based Servlces 75
tf.1 Community Transl6on Services _ p;,~ect Fam;y s
N;ces t - 1,439,530.00 1,439,530.00
Transition f~om Ftasidential to Community o
0 - 0.00
0.00
!g. Altematlve Day Piecement/ SPED Private Day 78
!h. Services In the Publlc School - 2,751,762.00 2,751,762,00
:i. Psychiatric Fios Ital~/Crisis Stsbilization Units 62 • 1,b85,828.00 1,585,826.00
~. SUBTOTqL 1 - 3,000.00
3,000,00
(Sum of categories 1e. through 2i.) 272 492,430.00 6,a70,831.00 6,963,281,00
I.ess Estlm7lted Refunds for tl1e Fiscal Year.
Net Estimatad Mandated Eapendituros for the IsCA~ Ysar: 82,~00.00
~.
~
~`'/~ e~~."t O 0 6~887 ~281,00
;omments:
~ No Comments
ffeCtive With fisCal yesr 20p6 supplemental r~equests, a hy lopllty whose ~gtimaled mandated spend111g in fisca- year 2009 will exCeed
2/i 1/2009
P25
l:~A ~UYYL~1V1~1V lAL ALLVl:Al1VN tVCIjU~~I MA,~N ~C~.l1V,G5~l~
CSA Supplem~ntal Allacation Requ~kst Farm-FY09
Yage 3 of ~4 .
DA7E Februa 11 2009
LOCALITY-FIPS Pitts Ivania-143
CONTACT PERSON Barbara Melmick
TELEPHQNE 3A 432-6371
E-MAIL AODRESS arbara,helmidc ' ov.or
REPORT # 1
cerdfy that the informahon provided in this request for a supplemental ellocation 3s acwrate, and that the costs w~thln the request were
nanticip~ted and are required oosts for speci~c mand ted chiidren pursuant to Section 2.2-5211.C of the Comprahensive Services Act.
fl ceses have been assessed, where required, by the Family Assessment and Planning T~am and comply with the provisions of the Cod~
f Vi inia the CSA Manual and the A r0 ~IaUOns A t.
7HI3 REQUEST IS FOR F'tSCAL YEAft ~Y~9
l.ocat 8ase Rate Lxal Share State Share Totals
A. Current Totaf Pool Allocatfon:
Total dollar amount of pool funds allocated for FYO whlCh
indudes inifial-alloCapon and any approved supple e~tal
aAocatlons. 0.2355 812,598.84 2,637,828.38 3,A50,525.00
This indudes mandated and non-mandated pool nds
avaAable.
Iniddl Allocetion ; 3,a50,525.00 Supplements A ed : p.00
B. FY09 NOn.JNandated Protected Amouo~
Total dollar amount oi ament non-mandated prote ed funds - - - 47,385.00
cannot axaeed OCS authorized amounL
C. FY09 NonaYlandated Coa1a:
Amount of notrmandated actual + estimated expe ditures for . - - 3,403,140.00
FY09,
D. Uoused Non~lAandated Pro~ecLed Funds Availa ble;
(Li~e B minus Une C ' - - -3,355,755.00
E. MBqdatbd Fnnds Available:
This number represents the exisdng alioceted fund ~ available
for the ma~dated populatlon. ' ~ • 47,385.00
line A minus Line B plus Line D
F. Net EsfJmaxed Mandated Expanditures Needed ~or tha
Fiscal Year;
This number shoufd be the actual mandated total d Ilar amount - - - 6
881
261
00
that your locelity projeds that it will need to pay for actual ,
,
.
mandated e~enses ina,rred through the end of d na 30, 2008.
G. • Cang~egate Care July 08 - Dec 08 (~ine 1e Col 6.) 0,2355 115,967.27 376,462.74 48Z,43~.00
H. • Congregare Care Jan 08 - June 08 (Line 7e Col ~. 0.2709 119,577,97 321,595.03 441,573.00
I. • Other Mandated - NeutrAl Rate
(Sum of Iines 2s+2s1+2a2+2b+2b1+2d+2e*2g+2i) 0.2355 707,418.92 2,286,483,08 3,003
,902.00
J. • Other Mandated - 509b Less (Sum of lines 2c+ 2f1+2h) 0,1178 356,386.94 2,688,889.08 3,025,356.00
K. Total Estimated FY09 ~~endRures
(Sum of lines G. through J. - 1,299,351.10 5,663,909.91 6,963,261.p0
l. ~ess Estimated Refunds for the Fiscal Year: 0.2355 19,311.00 62,889.00 82,000.00
M. supplemental A1locatlon Funds Requested
(Additional Mandated Funds Needed):
(line K-Line L- Line A) - 467,441.46 2,863,294.55 3,430,736.00
IMPORTANTI
All signature5 indicated on the COVer page aro require . DOCURIerrtation must be 9ubmitted demonslrating that the supplemental allocation
being requested is only f~r mandated (or "sum sufficie t") children, and that reasonable projectlons have bee~ made to estimate the
amount of funds needed.
CPAAT GHAIRNWN:
Name
C1TY/COUNTY ADMINIBTRATOR:
Name
http://www, csa. state.va.us/supp/2009/vi ew
~~ Signature
~~ Signature
7recordid=l S&fi.ps~/o20143&mEthod=2 2/11/2009
P26
CONSENT AGENDA
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
2-17-09
ITEM UMBER:
8(a)
Consent Agenda: Regional One
ACTION:
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
Approval of Contract Payment
CONSENT AGENDA:
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
Sleeper, VanDerHyde
ATTACHMENTS:
No
BACKGROUND:
At an adjourned meeting, December 22, 2008, the Board of Supervisors approved to appropriate $50,000 from
unappropriated surplus to pay Regional One for ambulance service. Approval was made at that time for the first
payment, which covered services from September-December 2008. The Board reyuired that monthly approval be
given before payment is made.
DISCUSSION:
It is time to approve payment for Regional One for the months of Janaury -March. Requests for approval in
the future will be presented to you at the adjourned meeting of the Board of Supervisors.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve payment to Regional One for January - March
2009.
P27
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Resolution for Clara Stone Burch Tucker - 100 Years
SUBJECT/PROPOSAL/REOUEST:
Resolution for resident - 100 years of age
~ STAFF CONTACT(S):
~ Mr. William D. Sleeper
AGENDA DATE:
02-17-2009
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
8 (b)
1NFORMATION:
INFORMATION:
BACKGROUND:
Attached hereto, you will find a resolution for Clara Stone Burch Tucker. Ms. Tucker is currently a resident in the
Masonic Home of Virginia in Richmond, Virginia.
DISCUSSION:
Ms. Tucker obtained 100-years of age as of January 13, 2009 and it is a normal practice of the Board of Supervisors
to pass resolutions congratulating citizens of the County who reach the age of 100.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve and adopt the attached resolution.
P28
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2009-02-04
WHEREAS, Clara Stone Burch Tucker was born in Pittsylvania County, Virginia, on
January 13, 1909; and
WHEREAS, Claza Stone Burch Tucker was born at home in the Chalk Level community
as the eldest daughter of Joel Lafayette and Mary Gilbert "Mamie" Thompson Burch, where Mr.
Joel Burch was a farmer; and
WHEREAS, Claza Stone Burch Tucker attended the nearby Greenfield Elementary
School and later graduated from high school as Valedictorian of her class at Gretna High
School, in Gretna, Virginia, in 1926; and
WHEREAS, After graduating from Longwood University in Fazmville, Virginia, she
returned to Pittsylvania County and the ehalk Level community to teach school before
mazrying Royal Stevens "Roy" Tucker, son of John William "Jack" Tucker and Nell Jennette
"Nellie" Tucker, on Mazch 27, 1929; and
WHEREAS, after the death of her beloved husband on December 30, 1945, Ms.
Tucker and her only child, Royal Stevens "Roy" Tucker, Jr, moved to Danville, Virginia,
where she worked at the L. Herman Department store that was later acquired by Tha,lhimers,
Richmond, Virginia, where Ms. Tucker retired in 1974; and
WHEREAS, In 1994, Ms. Clara Stone Burch Tucker moved to Richmond, Virginia
and since 1998, has resided in the Masonic Home of Virginia, where she continues to live, is
very alert and spry, and aside from some deafn~ss, continues to live a productive life, enjoying
crocheting and making gifts for her family members and friends; now
THEREFORE, BE IT HEREBY RESOLVED, that the Pittsylvania County Board of
Supervisors express their sincere congratulations to Clara Stone Burch Tucker as she has
reached her 100`~ yeaz milestone on January 13, 2009; and
BE IT FURTHER RESOLVED, that the Boazd of Supervisors directs that a copy of
this resolution be presented to Claza Stone Burch Tucker on the behalf of the Board and the
Citizens of Pittsylvania County.
Given under my hand this 2nd day of February, 2009.
Coy E. Harville, Chairman
Pittsylvania County Board of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Board of Supervisors
P29
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Mt. Zion Water Line
SUBJECT/PROPOSAL/REOUEST:
02-17-2009
ACTION:
8 (c)
INFORMATION:
Amendments to Ringgold Waterline Design
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
Yes
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
The Board of Supervisors has an engineering contract with Reynolds-Clark, of Gretna, Virginia, for the development
of the Ringgold waterline. This was incorporated with Hurt & Proffitt for a project of the Ringgold/Tom Fork Road
Waterline.
DISCUSSION:
At the end of the Tom Fork Road area, at SR 729, there is a subdivision currently on a water system with the
Pittsylvania County Service Authority. We aze trying to reach that system and put the people on the public water
from Tom Fork Road. This requires some additional engineering necessary to provide a tie-in to the Ringgold
Church Road waterline. The County Administrator has signed this in order to keep the project moving on time. We
aze requesting the Board of Supervisors to ratify this Change Order with Reynolds-Clark.
RECOMMENDATION:
Staffrecommends the Board of Supervisors ratify the action of the County Administrator for February 4, 2009, with
Reynolds-Clazk for the contract amendments to the Ringgold Waterline design.
P30
1~
Re~nolds Clark
February 3, 2009
Mr. Otis Hawker, Asst. County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
RE: Mt. Zion Water System
Amendment to Ringgold Waterline Design Contract
Dear Mr. Hawker:
V
FEB - 5 20pg
Reynolds-Clark Development, Inc. (R-C) is pleased to submit the following proposal to provide
engineering services for the design of an additional public waterline extension in the Ringgold
area of Pittsylvania County. If accepted, this proposal will be an amendment to our existing
Ringgold design proposal dated April 30, 2007 and approved by the County on May 5, 2007.
Our understanding of the project, proposed scope of services and related fees are described
below.
PROJECT UNDERSTANDING
The Mt. Zion neighborhood (Mr. Zion Circle, Williams Drive & McCain Drive) is currently
served by an aging well and pump system that requires frequent testing and maintenance by
PCSA. The current waterline elctension project along Ri.nggold, Tom Fork and Ringgold Church
Road will bring a new line adjacent to this neighborhood. By making relatively short extensions
along Williams Dr. (SR 1101) and Mt. Zion Circle (SR 1102), we can tie-in to the existing
system and take the pump and well system out of service. ~This would also benefit the' new
waterline by adding services at its termfnation which'should keep water moving through the new
line.
SCOPE OF SERVICES
Any item not contained in the following scope of services will be deemed additional services and
will be billed accordingly.
We will utilize existing maps and data obtained from the County GIS Department to
produce the base maps. No field survey is proposed for this project.
R-C will produce a plan sheet of the area showing the existing water system as field
located by PCSA and the proposed new improvements, including the necessary tie-in to
the new line along Ringgold Church Road (SR 726) that is currently under construction.
112 South Main SUeet - PO BOX 556 - Gretna, VA 24557 - 434.656.8961 p- 434.656.8995 i- www.reynoldsdark.wm
P31
Mr. Otis Hawker
Mt. Zion Water System - Amendment to Ringgold Proposal
February 4, 2009, Page 2 of 3
• We will not produce a profile drawing (elevation views) of this extension as we do not
feel it necessary for a project of this size.
• Biddin~? Documents - R-C understands that this project be incorporated into the existing
Ringgold waterline contract as a change order. R-C will not have to develop any bid
documents for this amendment, but will require the contractor to complete the work
according to the existing Ringgold/Tom Fork Water Line Project Manual.
• Revisions - R-C will submit preliminary plans to the County and PCSA for review and
comment. After receipt of all comments we will make any necessary drawing revisions,
perform a fmal quality control review, and prepare final sealed plans to be used for
pricing and construction.
• Construction Administration - R-C will obtain pricing from the contractor and prepaze
the change order for approval by the County. R-C will provide five (5) sets of plans to
the contractor for construction purposes. Shop drawings and material submittals will be
reviewed. A Preconstruction Conference will be conducted to discuss and align the
change order into the existing construction schedule. Site visits will be made according
to the construction inspection schedule. One thorough site visit will be made monthly
for the purpose of reviewing the contractor's pay request.
FEES
R-C proposes to provide the services detailed above in the SCOPE OF SERVICES for the
following fees:
Construction Document Preparation ---___________~____~_____ $ 2~g50 Lump Sum
Construction Administration ----------------______________________ $ 550 Lump Sum
SCHEDULE
R-C can produce the construction drawings within 2 weeks of proposal acceptance. We
anticipate 1 week for contractor review and pricing.
SPECIAL CONDITIONS AND OUALIFICATIONS
l. Any items not specifically described in our Scope of Services above are not included in this
proposal.
2. Should the scope of services as described above increase, R-C would negotiate additional
fees for services beyond those originally proposed.
3. The County is responsible for payment of all review and permit fees, if any.
4. This proposal does not include environmental or testing services of any nature.
112 Soulh Main Street - PO BOX 556 - Gretria, VA 24557 - 434.656.8961 p- 434.656.8995 f- www. reynoldsclark.com
P32
Mr. Otis Hawker
Mt. Zion Water System - Amendment to Ringgold Proposal
February 4, 2009, Page 3 of 3
PROPOSAL ACCEPTANCE
We appreciate the opportunity to submit a proposal for your project. Please do not hesitate to
call if you have any questions or wish to discuss this proposal further. If acceptable, please sign
and return a copy of this proposal to us for our records.
Sincerely,
Reynolds-Clark Development, Inc.
/.,~C~W~ ~
Timothy C. Reynolds, P.E.
Vice President
S:Vuluketing~Proposal}Ringgold W~terline Extrnsion Ammend)Mt Zion}020309.doc
~~~ ~~ CQa~k_
Gretchen B. Clark, P.E.
President
This proposal of Reynolds-Clark Development, Inc. is accepted:
C.J/
Print (type) Name of AuthorizeQ Representative
112 South Main Street - PO BOX 556 - Gretna, VA 24557 - 434.656.8961 p- 434.656.8995 f- www.reynoldsGark.com
P33
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Out of State Travel
SUBJECT/PROPOSAL/REOUEST:
02-17-2009
ACTION:
8 (d)
INFORMATION:
Agricultural Development Agent
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
Yes
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
No
REVIEWED BY:
BACKGROUND:
County employees require approval by the Board of Supervisors for work related travel outside the Commonwealth
of Virginia.
DISCUSSION:
Fred Wydner, Agricultural Development Agent for Pittsylvania County, attends a number of out-of-state conferences
to benefit the farm community in Pittsylvania County. We are requesting approval for Mr. Wydner to travel to
Chicago for an agricultural development product show, representing Pittsylvania County on the cattle industry.
Funds aze in the agricultural budget.
RECOMMENDATION:
Staff recommends the Board of Supervisors authorize the out of state travel for the Agricultural Development Agent
for Pittsylvania County.
P34
PUBLIC HEARINGS
(BOOKLET and/or ENCLOSURE)
NEW BUSINESS
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Update/Enforcement of the Pittsylvania County
Minerals Tax
AGENDA DATE:
02-17-2009
ITEM NUMBER:
10
SUBJECT/PROPOSAL/REOUEST:
Recommendations from Karen B. Maute
STAFF CONTACT(S):
Mr. William D. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
Pittsylvania County has Minerals Ta~c for natural resources extracted from Pittsylvania County.
DISCUSSION:
Attached hereto are recommendations for updating the Pittsylvania County Minerals Tax submitted by Karen B.
Maute to the Pittsylvania County Board of Supervisors.
RECOMMENDATION:
Staff submits this the Board of Supervisors for their review and consideration.
P35
information for February 17, 2009 Board of Supervisors' meeting. Karen
B. Maute 434-797-3460
Consideration of updating and enforcing the Pittsylvania County's
Mineral Tax
February 6, 2009
Honorable Members of the Pittsylvania County Board of Supervisors,
The current county assessment must include accurate identification and assessment of mineral
lands. The Pittsylvania County Board of Supervisors' Finance Committee should explore the
current mineral tax and make much needed changes to the Tax Code. The BOS could appoint a
study Commission which includes a Commissioner of Revenue member, the BOS
Finance chairman and citizen representation to update our current mineral tax law.
At present, the mineral tax is appears unenforced. The county collected only $33 in mineral tax
last year. As I understand it, only one individual who excavated minerals paid the mineral tax.
We have other individuals and corporations who excavate minerals.
In addition to excavated/mined minerals we have the authority to levy taxes on mineral rights (as
identified by deed), known mineral resouces and mineral reserves at different rates.
Examples of tiered mineral tax codes should be available form Virginia counties who are engaged
in coal mining activities. These could serve as a framework for devising our county's code.
According to the Feb. 2, 2009 Technical Report on the Coles Hill Property prepared for Santoy
Resources LTD. and Virginia Uranium, Inc. http://www.santov.ca/i/pdf/43-101ColesHillpdi the
following mineral lands were noted:
"VUI has leased or purchased the mineral rights to approximately 2,940 acres that includes
associated surface rights to 2,296 acres covering the SCHD and NCHD, as well as areas for
exploration, mining operations, milling, waste management areas, and setbacks. An area (the
"Protected Area") of about 637 acres exists around the Coles Hill historical buildings and cultural
areas where only underground mining is allowed."
Maps and information in the Technical Report should help in correctly identifying and assessing
the mineral lands at Coles Hill.
The Treasurer's Office has no record of Virginia Uranium, Inc. Therefore may be assumed that
they have paid no county taxes even though there was equipment onsite for exploratory drilling
and related activities. Their budget supports an ongoing exploration initiative, vigorously lobbying
to lift the uranium mining moratorium, payroll and philanthropic donations. Plans are undervvay
for them to merge with Canadian Santoy Resources, Ltd.
Just as those of us that own homes, personal property, equipment for our jobs have to pay taxes,
those who claim mineral rights, and reserves should too.
It is time to update the mineral tax.
P36
Code Of Virginia references:
§ 58.1-3000. Real estate, , tangible personal property and merchants' capital
subject to local taxation only.
All taxable real estate, all taxable coal and other , and all taxable tangible personal
property and the tangible personal property of public service corporations, except rolling stock of
corporations operating railroads, and also the capital of inerchants are hereby segregated and
made subject to local taxation only.
(Code 1950, § 58-9; 1971, Ex. Sess., c. 33; 1984, c. 675. )
§ 58.1-3286. to be specially and separately assessed; severance tax.
The several commissioners of the revenue shall, as soon as practicable after Januar 1 of each
year, specially and separately assess at the fair market value all ~~ and the
improvements thereon and shall enter the same on the land books of their respective counties
separately from other lands charged thereon.
The commissioner, in assessing ~, shall set forth upon the land book:
1. The area and the fair market value of such portion of each tract as is improved and under
development;
2. The fair market value of the improvements upon each tract; and
3. The area and fair market value of such portion of each tract not under development.
In the alternative to the procedure outlined in subdivision 1 above, any county or city may impose
by ordinance a severance tax on all coal and gases extracted from the land lying within its
jurisdiction. The rate of such tax shall not exceed one percent of the gross receipts from such
coal or gases. Any such county or city may further require any producer of such coal or gases
and any common carrier to maintain records showing the quantities of coal and gases which they
have produced or transported, respectively.
If the surface of the land is held by one person, and the coal, iron and other minerals, mineral
waters, gas or oil under the surface are held by another person, the estate therein of each and
the relative fair market value of their respective interests shall be ascertained by the
commissioner. If the surtace of the land and the coal, iron and other minerals, mineral waters, gas
or oil under the surface are owned by the same person, the commissioner shall ascertain the fair
market value of the land, exclusive of the coal, iron, other minerals, mineral waters, gas or oils.
He shall also ascertain the fair market value of the coal, iron, other minerals, mineral waters, gas,
and oils and shall assess each at such ascertained values, stating separately in every case the
value of the surface of the ~and and the value of the coat, iron, other minerals, mineral waters, gas
and oils under the surface.
(Code 1950, § 58-774; 1972, c. 715; 1976, c. 53; 1984, c. 675.)
§ 58.1-3287. ~~ and minerals to be included in general reassessment of real estate.
P37
Notwithstandin 58.1-3286, whenever there is a general reassessment of real estate in any
county or city, and minerals shall be included in the general reassessment, but
shall be separately assessed from other real estate, and the assessor or assessors shall be
overned b the provisions of § 58.1-3286 in making the assessment. Taxes for each year on the
~~ and minerals assessed under this section shall be extended by the commissioner
of the revenue on the basis of the last general reassessment made prior to such year, subject to
such changes as may be made by him in performing his annual duties under § 58.1-3286. In
performing such annual duties he shall adjust the assessed values in such manner as to reflect
such changes as may have occurred during the preceding year, especially such changes as may
have operated to increase or decrease (i) the area and the value of such portion of each tract as
is improved and under development, (ii) the value of the improvements upon each tract, and (iii)
the area and value of such portion of each tract as shall not be under development.
Every county in which there are shall have a general reassessment of real estate
in the ear~rescribed by law, even though the greater part of the area of the county consists of
~
The Department shall render advisory aid and assistance of a technical nature to the assessor or
assessors, in making a general reassessment of ~~~ and minerals, upon request of
the governing body of the county or city, or to the commissioner of the revenue, upon his request,
provided moneys are available to the Department to defray the cost thereof.
(Code 1950, § 58-774.2; 1950, p. 1269; 1964, c. 296; 1983, c. 304; 1984, c. 675.)
P38
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
02-17-09
ITEM NUMBER:
11
Award Contract
ACTION:
Yes
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
Award Contract for new compactor site on SR 839,
W.I. Powell Road
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeaer
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
A new compactor site on SR 839, W.I. Powell Road, was budgeted into the County's FY 2008-2009 budget.
DISCUSSION:
The County put out to bid for a new compactor site on SR 839. Attached it the bid sheet received after bid
openings were held on 01-28-09. F& B Contractors, Ltd. of Bedford was the lowest responsive bidder on
the Base Bid. The County recommendsthe Base Bid plus Aternate #2, in the amount of $134,047, be
awarded to F& B Contractors, Ltd. of Bedford.
RECOMMENDATION:
Staff recommends that the Board award the Base Bid plus Alternate #2 contract, in the amount of $134,047,
to F& B Contractors, Ltd. of Bedford and authorize the County Administrator to sign all necessary
documents pending review by Legal Counsel.
P39
~~~
~~~~~~~~~- `~ ~~~~~~
~ DEVEL~PMENT, INC.
January 28, 2009
Mr. Ernie Hoch
Director of Solid Waste
382 Rainbow Lane
Dry Fork, VA 24549
RE: State Road #83S (W.I. Powell Road) Solid Was~e Collection Center
Dear Mr. Hoch,
Enclosed is the tabulation of the bids received yesterday for the above referenced project
The low bidders for the different combinations of base bid and base bid plus slternates is
detailed below:
LOW CONTRACTOR PRICE
Base Bid only F& B Contractors, Ltd. of Bedford $123,212.00
Base Eid plus Alternate #1 Quality Construction, Inc. $180,000.00
avin
Base Bid plus Alternate #2 (east F& B Contractors, Ltd. of Bedford $134,047.00
side slabs
Base Bid plus Alternate #i f~uality Construction, Inc. $189,500.00
and Alternate #2
If the existing funding dces not allow for paving the site during tbis budget year, we
recommend awarding tt~e projcxt to F& B Contactors, Ltd. for the base bid only at a price of
$123,212.U0 or the base bid plus alternate #2 (east side lower slabs) for a totat price of
$134,047.00, at the Courity's discretion.
At your direction, we can proceed with issuance of the Notice of Award and the other items
necessary to get project started.
If you have any questions, please do not hesitate to contact me.
Si e ly,
O~ "
Chris Adco k, P.E.
Project Engineer
Enclosure: Bid Tabulation
112 South AAain Street PO BOX 556 G~etna, VA 24557
434.656$961 p 434.666.8995 f
x~a.reynoldsdarkcom
P40
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P41
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
02-17-09
ITEM NUMBER:
12
Budget Amendments
ACTION:
Yes
INFORMATION:
SUBJECT/PROPOSAL/REOUEST •
SCAAP Appropriation
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Sleeper, Van Der Hvde
ATTACHMENTS:
Yes
BACKGROUND:
The Sheriff's Office has been working in conjunction with Justice Benefit Services, Inc. to obtain monetary
benefits for housing illegal aliens in Pittsylvania County's Jail. Justice Benefit Services, Inc. has assisted the
County in securing funds from the Bureau of Justice Assistance through a program known as State Criminal
Alien Assistance Program (SCAAP). Justice Benefit Services receives 22% of this benefit as payment for
their services.
DISCUSSION:
Pittsylvania County recently received a total of $4,382.00 from the Department of Justice for housing illegal
aliens during FY2008. Justice Benefit Services is therefore due a total of $964.04 for their work in securing
these funds for Pittsylvania County.
RECOMMENDATION:
Staff recommends that the Board amend the Jail budget and appropriate $964.04 to line item 100-4-033100-
5899 (SCAAP Administration Fee).
P42
Justice Benefits, Inc. IriVO1Ce
2010 Valley View Lane Invoice Number:
Suite 300 200905490
Dallas, TX 75234 Invoice Date:
Jan 6, 2009
`7~Ce: 972-406-3700
F~: 972 - 40 6-3 7 56 Page:
1
Sold To:
PITTSYLVANIA COUNTY, VA
JF~TNX NEWMAN
P. 0. BOX 336
CI~,TFII+M, VA 29531
Customer ID Customer PO P ent Terms
A6UJ9A00029M Net Due
Descriptian Extension
CAAP FY 2008 AWARD
4~RD AMOUNT X 22$
$9,382.00 X 22$
969.04
Thank you for your business. It is a pleasure to serve your Counry. sub~~ 9 69 . 04
Saies Tax
TOt81 IriVO1CC AIIIOUIlt 9 69 . 09
Paymern/Credit Applied
TOTAL 9 64 . 04
P43
Linda hkilis
From: Dan Sleeper
Sent: Monday, September 29, 2008 2:09 PM
To: Linda Milis
Subject: FW: Fiscal Year 2008 SCAAP Award Announcement
Linda: FYI
From: SCAAP [mailto:SCAAP@usdoj.gov] _ _~----- . --.---- ------- ------ --------
Sent: Friday, September 26, 2008 4:18 PM
To: SCAAP
Subject: Fiscal Year 2008 SCAAP Award Announcetnent
Dear SCAAP Redpient:
The Bureau of Justice Assistance (BJA) is pleased to announce that your FY 2008 State Criminal Alien Assistance Program
(SCAAP) award amounts are now available to view on the SCAAP website at: htt~://www oip usdoj gov/BJA/granUscaap htmi.
BJA will notity your jurisdiction when the 2008 SCAAP awards are ready for drawdown.
If you have any questions, please email the SCAAP Helpdesk at SCAAP(cDusdoj gov.
Congratulations on your SCAAP award.
SCAAP Program Team
Darius LoCicero
Division Chief, Special Projects
Bureau of 7ustice Assistance
U.S. Depariment of Justice
Eileen M. Garry
Deputy Director
Bureau of Justice Assistance
U.S. Department of Justice
9/29/2008
P44
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
02-17-09
ITEM NUMBER:
13
Comprehensive Economic Development Strategy
(CEDS) Priority Projects
SUBJECT/PROPOSAL/REOUEST:
Comprehensive Economic Development Strategy
(CEDS) Priority Projects -
July O1, 2009-June 30, 2010
STAFF CONTACT(S):
Mr. Sleener
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
Each year staff annual submits a listing of Comprehensive Economic Development Strategy (CEDS) Priority
Projects to the Board of Supervisors for their review and approval. Once approved, it is sent to West
Piedmont Planning to apply for EDA funding.
DISCUSSION:
Attached hereto is the list of Comprehensive Economic Development Strategy (CEDS) Priority Projects for
July 01, 2009 - June 30, 2010 with priorities as listed. Staff requests the Board of Supervisor review and
approve, with any changes or deletions, the list as presented at the meeting.
RECOMMENDATION:
Staff submits the priorty projects for CEDS for the Board to consider and approve.
P45
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P47
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Recommendations - Finance Committee
AGENDA DATE:
02-17-2009
ITEM NUMBER:
14 (a)
SUBJECT/PROPOSAL/REOUEST:
ACTION:
Yes
INFORMATION:
RT 40W Waterline
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
No
REVIEWED BY:
BACKGROUND:
The Board of Supervisors has approved the engineering for the RT 40 W Waterline, west of the Town of Gretna.
DISCUSSION:
At the February 2, 2009 meeting of the Finance Committee, the Finance Committee passed a motion to approve
transfer of a balance of funds from the 325 account on Completed Projects in the amount of $300,000 to the 310
account for a new line for the RT 40 W Waterline construction.
RECOMMENDATION:
This is submitted to the Board of Supervisors from the Finance Committee. Staff recommends approval for the
required transfer.
P48
Roube 40 West Water Exbension
Pittsylvania County, vrginia
ITENI QTY UNR Unit Prke Price
Nbbilaation 1 LS S12 000.00 512 000
~p• yy~ V~g 4158 LF 539.00 5162 762
1" Service Connec:tion ior RBStureM 7 EA S1 200.00 i1 200
Stream Crossi 1 LS S15 000.00 S15 000
R' Cuts 8 R irs 200 LF S?2.00 i4 400
Gate Vahrea 10" 2 EA i1 700.00 S3 400
Gate VdNes 6" 2 EA 5800.00 51600
Blow OfF. Indude Tee VaNe 8 Assem 2 EA 51400.00 S2 600
Zebra ROad -10" Bare 8 Casi Pi 50 LF 5250.00 i12 500
10" DIP Cartier Pi 50 LF i40.00 i2 000
Erosion and SedimeM Control 1 LS S10 000.00 S70 000
Site Restoretlon 1 LS 58,000.00 58,000
Sub-Total i235,082
Contenpetwy (10'/a) 523.506
Conatruetlon Total 5258,588
Er-gin Design 8 Inspe i28,000
EssemenTs(2)_T??
Total Coat i286,600
258568
28000
286568
P49
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Recommendations - Finance Committee
SUBJECT/PROPOSAL/REOUEST•
Budget Recommendations 2010
STAFF CONTACT(Sl:
Mr. William D. Sleeper
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
ITEM NUMBER:
14 (b)
INFORMATION:
INFORMATION:
BACKGROUND:
The Finance Committee of the Board of Supervisors has been working on recommendations from the County
Administrator as well as changes going on in the economy at both the state and national level concerning finances
for Pittsylvania County.
DISCUSSION:
The Finance Committee will meet on Tuesday, February 17, 2009. Some modifications or changes to the County
Administrators budget will probably occur and therefore, it will be a Finance Committee recommended budget for
advertisement.
RECOMMENDATION:
Staff will submit required recommendations from the Finance Committee at the February 17, 2009 meeting.
P50
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Regional One EMS Contract
SUBJECT/PROPOSAL/REOUEST:
Clarification - Regional One Contract
STAFF CONTACT(Sl:
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
15
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
No
REVIEWED BY:
INFORMATION:
BACKGROUND:
The Boazd of Supervisors has approved a contract for Regional One EMS to provide back up emergency medical
service throughout Pittsylvania County.
DISCUSSION:
The Honorable Marshall Ecker has requested a review of the contract and the service relating to whether or not the
County of Pittsylvania can require Regional One or the citizens being picked up by Regional One could required to a
different hospital than Danville Memorial Hospital, which is designated as the EMS contact center for our region.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration. Representatives from Regional
One will be present at the meeting.
P51
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Uranium Mining Study
SUBJECT/PROPOSAL/REOUEST:
Resolution Concerning Uranium Mining Study
STAFF CONTACT(Sl:
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
16
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
BACKGROUND:
The citizens have appeared at a number of ineetings of the Boazd of Supervisors requesting some resolution or stand
from the Board of Supervisors on a Uranium Mining Study.
DISCUSSION:
The Honorable Hank Davis has made a request to the Board of Supervisors that they consider a resolution requesting
the State Mining and Study Commission, that no damage or harm will be done to Pittsylvania County, its businesses,
institutes or environment, or its citizens by the uranium mining. See attached resolution.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P52
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2009-02-OS
WHEREAS, the Board of Supervisors expresses its appreciation to the Coal and Energy
Commission's Uranium Study Group for holding a public hearing at Chatham High School; and
WHEREAS, the Coal and Energy Corr~mission's Study Group respectfully took every
question asked by the 400 plus interested citizens who attended; and
~ WHEREAS, the Board of Supervisors appreciates that the Coal and Energy
Commission's Study Group extended the deadiine for the public to submit any comments or
concerns to the group; and
WHEREAS, the Pittsylvania County Board of Supervisors reiterates the position taken
by the Board in 2007 that called for an independent study and safety concerns; and
WHEREAS, it is the Board of Supervisors highest concern that the safety and welfare
of the people and property in Pittsylvania County remain unharmed and undamaged by
uranium mining; then
THEREFORE, BE IT HEREBY RESOLVED, that the Pittsylvania County Board of
Supervisors express their sincere gratitude that the Coal and Energy Commission is undertaking
a science driven study of the pertinent issues involving uranium mining; and
BE IT FURTHER RESOLVED, that the Board of Supervisors directs that a copy of
this resolution be presented to Coal and Energy Commission Study Group on the behalf of the
Board and the Citizens of Pittsylvania County.
Given under my hand this 17th day of February, 2009.
Coy E. Harville, Chairman
Pittsylvania County Board of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Board of Supervisors
P53
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Contract - Danville-Pittsylvania Health Department
SUBJECT/PROPOSAL/REOUEST:
2008-2009 Budget
STAFF CONTACT(S):
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
17
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
BACKGROUND:
Each year the Boazd of Supervisor of Pittsylvania County establishes funding that they submit the Pittsylvania -
Danville District for the operation for their annual budget.
DISCUSSION:
Attached hereto are copies of the local government agreement for the 2008-2009 budget year for approval by the
Board of Supervisors.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the agreement as submitted, authorizing County payment of
$908,495 for fiscal year 2009.
P54
~,
~ ,
v
COI~~O~TVV~~.L'TI~ o f ~~R~IIeT~A.
DANVILLE: (434) 799-5190 Pittsylr,etnia-Danville Health District
FAX: (434) 799-5022 Headquarters Offtce
Danville Health Department
326 Taylor Drive
Danville, Virginia 24541
February 6, 2009
Mr. William D. Sleeper, Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
Dear Mr. Sleeper:
,':
: ~,
'` -
i~
i
F
CHATHAM: (434) 432-7232
FAX: (434) 432-7235
- ` 3~U~~ ',
r ~-=_. .........._~~~ ' .
Three copies of the Local Government Agreement for the 2008-2009 budget year are
attached for your review and approval.
If the agreement is acceptable, please have all three copies signed and returned. They
will be forwarded to Richmond for signature by the Commissioner of Health, and a fully
executed copy will be returned to you for your files.
If you have any questions or concerns, please let me know.
Thanks for your assistance.
Sincerely,
~~Llr.(G`~.
James Midkiff
Business Manager
ls
Attachments
~~~~~~
naK,:,~ ~.~d ra,r ~.-~
P55
COMMONWEALTH OF VIRGINIA
DEPARTMENT OF HEALTH
STATEMENT OF AGREEMENT WITH the Pittsylvania County Board of Supervisors.
Under this agreement, which is created in satisfaction of the requirements of 3 32.1-31 of the Code
of Virginia (1950), as amended, the Virginia Department of Health, over the course of one fiscal year, will
pay an amount not to exceed $908,495.00, from the state genera] fund to support the cooperative budget in
accordance with appropriations by the General Assembly, and in like time frame, the Pittsylvania County
Board of Supervisors will provide by appropriation and in equal quarterly payments a sum of ~556,] 10.00.
These joint funds will be distributed in timely installments, as services are rendered in the operation of the
Pittsylvania Counry Health Department, which shall perform public health services to the Commonwealth
as indicated in Attachment A(1.), and will perform services required by local ordinances as indicated in
Attachment A(2.). Payments from the local government are due on:
First Quarter August 16, 2008
Second Quarter November 16, 2008
Third Quarter February 16, 2009
Fourth Quarter May 16, 2009
The term of this agreement begins July 1, 2008. This agreement will be automatically extended
on a state fiscal year to year renewal basis under the terms and conditions of the original agreement unless
written notice of termination is provided by either party. Such written notice shall be given at least 60 days
prior to the beginning of the fiscal year in which the termination is to be effective. Any increase or decrease
in funding allocation shall be made by an amendment to this agreement.
The parties agree that:
Under this agreement, as set forth in paragraphs A, B, C, and D below, the
Commonwealth of Virginia and the Virginia Department of Health shall be responsible
for providing liability insurance coverage and will provide legal defense for state
employees of the local health department for acts or occurrences arising from
performance of activities conducted pursuant to state statutes and regulations.
A. The responsibility of the Commonwealth and the Virginia Department of Health
to provide liability inswance coverage shall be limited to and governed by the
Self-Insured General Liability Plan for the Commonwealth of Virginia,
established under 3 2.2-1837 of the Code of Virginia. Such insurance coverage
shall extend to the services specified in Attachments A(1.) and A(2.), unless the
localiry has opted to provide coverage for the employee under the Public
Officials Liability Self-Insurance Plan, established under 3 2.2-1839 of the Code
or under a policy procured by the locality.
B. The Commonwealth and the Virginia Department of Health will be responsible
for providing legal defense for those acts or occurrences arising from the
performance of those services listed in Attachment A(1.), conducted in the
performance of this contract, as provided for under the Code of Virginia and as
provided for under the terms and conditions of the Self-Insured General
Liability Plan for the Commonwealth of Virginia.
LGA09.doc Dec 2008
P56
C. Services listed in Attachment A(2.), any services performed pwsuant to a local
ordinance, and any services authorized solely by Title 15.2 of the Code of
Virginia, when performed by a state employee, are herewith expressly excepted
from any requirements of legal defense or representation by the Attorney
General or the Commonwealth, For purposes of assuring the eligibility of a state
employee performing such services for liability coverage under the Self-Inswed
General Liability Plan of the Commonwealth of Virginia, the Attorney General
has approved, pursuant to 3 2.2-507 of the Code of Virginia and the Self-Insured
General Liability Plan of the Commonwealth of Virginia, the legal
representation of said employee by the city or county attorney, and the
Pittsylvania County Board of Supervisors hereby expressly agrees to provide the
legal defense or representation at its sole expense in such cases by its local
attomey.
D. ln no event shall the Commonwealth or the Virginia Department of Health be
responsible for providing legal defense or insurance coverage for local
govemment employees.
2. Title to equipment purchased with funds appropriated by the local government and
transferred to the state, either as match for state dollars or as a purchase under
appropriated funds expressly allocated to support the activities of the local health
department, will be retained by the Commonwealth and will be entered into the Virginia
Fixed Asset Accounting and Control System. Local appropriations for equipment to be
locally owned and controlled should not be remitted to the Commonwealth, and the local
government's procurement procedures shall apply in the purchase. The locality assumes
the responsibility to maintain the equipment and all records thereon.
3. Amendments to or modifications of this contract must be agreed to in writing and signed
by both parties.
State Health Commissioner
Virginia Department of Health
Date
Local authorizing officer signature
Authorizing officer printed name
Authorizing officer title
Date
Approved as to form by the Office of Attorney General on Apri126, 2002.
Attachments: Local Government Agreement, Attachment A(1.)
Loca] Government Agreement, Attachment A(2.)
LGA09.doc Dec 08
P57
PITTSYLVANIA COUNN LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.)
VIRGINIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
BASIC PUBLIC HEAITH SERVICES TO BE ASSURED BY LOCAL HEALTH DEPARTMENTS
INCOME LEVEL A IS DEFINED BY THE BOARD OF HEALTH TO BE MEDICALLY INDIGENT (32.1-11)
For Each Service Provided, Check Block for Highesl Income Level Served
Defined by
Income Federal Ali
COMMUNICABLE DISEASE SERVICES A only Regulations
Childhood Immunizations
As provided for in 32.1-46 X
Sexually transmitted disease screening, diagnosis,
treatment, and surveillance x
32.1-57
Surveillance and investigation of disease X
32.1-35 and 32.1-39
HIWAIDS surveillance, investigation, and
seroprevalence survey x
32.1-36, 32.1-36.1, 32.1-39
Tuberculosis control screening,
diagnosis, treatment, and surveillance
32.1-49 and 32.1-54 X
Defined by
Income Federal All
CHILD HEALTH SERVICES A only Regulations
Children Specialty Services; diagnosis,
treatment, follow-up, and parent teaching x
32.1-77, 32.1-89 and 32.1-90
Screening for genetic traits and inborn errors
of inetabolism, and provision of dietary X
supplements
32.1-65 and 32.1-69
Well child care up to age 16 (enter year)
Board of Health x
WIC
Federal grant requirement x
EPSDT
DMAS MOA X
Blood lead level testing
CDC X
Outreach
Community Education
32.1-11.3 and 32.1-23 X
Pre-school Physicals for school entry
22.1-270 X
Disabled disability Waiver Screenings
DMAS MOA X
Services for Children with Special health care needs
Title V, Social Security Act X
Child restraints in motor vehicles
46.2-1095, 46.2-1097
Babycare
DMAS MOA x
rcevisea iuniuu
P58
PITTSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.)
VIRGINIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
BASIC PUBLIC HEALTH SERVICES TO BE ASSURED BY LOCAL HEALTH DEPARTMENTS
INCOME LEVEL A IS DEFINED BY THE BOARD OF HEALTH TO BE MEDICALLY INDIGENT (32.1-11)
For Each Service Provided, Check Block for Highest income Level Seroed
Defined by
Income Federal All
MATERNAL HEALTH SERVICES A onl Re ulations
Prenatal and post partum care for low X
risk and intermediate risk women
32.1-77, Title V, Social Securit Act
Babycare Services X
DMAS MOA
WIC X
Federal grant requirement
Defined by
Income Federal All
FAMILY PLANING SERVICES A onl Re ulations
C~inic services including drugs and
Contraceptive supplies X
Family Planning Population Research Act of 1970,
Title X
Pregnancy testing and counseling
Family Planning Population Research Act of 1970, X
Title X
Revised 10/1/00
P59
PITfSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.)
VIRGINIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
ENVIRONMENTAL HEALTH SERVICES
BASIC PUBLIC HEALTH SERVICES TO BE ASSURED BY LOCAL HEALTH DEPARTMENTS
The Tollowing services performed in
accordance with the provisions of the
Code of Virginia, the regulation oi the
Board of Health and/or VDH agreements
with other state or federal a encies.
Ice cream/frozen desserts
MOA A riculture
Investigation of communicable X
diseases
32.1-35 and 32.1-39
Marinas
32.1-246 X
Migrant labor camps
32.1-203 X
Milk
3.1-530.4
ARernative discharging sewage
systems X
32.1-163
On-site sewage disposal
32.1-163 X
Rabies control
3.1-796.97-98 X
Restaurants/eating
establishments X
35.1.14
Sanitary surveys
X
Single home sewage discharge
32.1-164 X
Hotels/Motels
35.1.13 X
Water supply sanitation
X
Wells
32.1-176.2 X
Homes for adults
DSS MOA X
Juvenile Justice Institutions
35.1-23 X
Jail Inspections
DOC MOA X
Daycare centers
DSS MOA X
Radon
32.1-229 X
Summer camps/ Campgrounds
35.1.16-17 X
West Nile Virus
X
Revised 10/1l00
P60
PITTSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.)
VIRGINIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
OTHER PUBLIC HEALTH SERVICES
BASIC PUBLIC HEALTH SERVICES TO BE ASSURED BY LOCAL HEALTH DEPARTMENTS
The following services performed in accordance with
the provisions of the Code of Virginia, the regulations
of the Board of Health and/or the policies and
procedures of the State Department of Health
Medicaid Nursing Home Screening
DMAS MOA X
Comprehensive Services Act
2.1-746, 2.1-751, 2.1-752, 2.1-753, 2.1-754, 2.1-747 X
Vital Records (Death Certificates)
32.1-254-255, 272 X
Earl Intervention Services X
Revised 10/1/00
P61
PITTSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.)
VIRGINIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
OPTIONAL PUBLIC HEALTH SERVICES
For Each Service Provided, Check Block for Highest Income Level Served
COMMUNICABLE DISEASE SERVICES
Income
A onl Defined by
Federa~
Re ulations
All
Forei n Travel Immunizations x
CHILD HEALTH SERVICES
School heatth services
Sick child care x
Other:
MATERNAL HEALTH SERVICES
Income
A on Defined by
Federal
Re ulations
All
Funds for deliveries
Funds for special tests and drugs
Diagnosis, treatment, and referral for
gynecological problems
FAMILY PLANNING SERVICES
Income
A on Defined by
Federal
Re ulations
Ail
Other:
Revised 10/1/00
P62
PITTSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(1.)
VIRGiNIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
~PTIONAL Pl18LIC HFAI TH SFRVICFS
For Each Service Provided, Check Biock for Highest Income Level Served
GENERAL MEDICAL SERVICES Income
A only Defined by
Federal
Re ulations All
Activities of Dail Livin
Communi Education
General Clinic Senrices
Home Health Services (skilled nursing and
thera
Outreach
Occu ational health services
Personal care x
Pharmac services
Hypertension screening, referral, and
counselin
Res ite care services
Other:
SPECIALTY CLINIC SERVICES (List) Income
A only Defined by
Federal
Re ulations All
DENTAL HEALTH SERVICES
Income
A only Deflned by
Federal
Regulations
All
Preventive Clinic Services - Children x
Preventive Clinic Services - Adults
Restorative Clinic Services X
Communit Education X
Other: Aduft preventive, restorative, and
emergency as time permits. X
Revised 10/1 /00
P63
PITTSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(2.)
VIRGINIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
PUBLIC HEALTH SERVICES PROVIDED
UNDER LOCAL ORDINANCE
Neither the Code of Virginia nor
Regulations of the Board of Health
requires the following services to
be provided by the local health
de artment
Accident Prevention
Air Poilution
Bird Control
Em lo ee Ph sicals
General Environmental
Housing - BOCA 8 local building
Codes
Insect control
Noise
Plumbin
Radiolo ical Health
Rodent Control
Solid Waste
Swimmin facilities
Weeds
Smokin Ordinances
Other environmental services identi
Revised 10/1/00
P64
PITTSYLVANIA COUNTY LOCAL GOVERNMENT AGREEMENT, ATTACHMENT A(2.)
VIRGINIA DEPARTMENT OF HEALTH
COMMUNITY HEALTH SERVICES
PUBLIC HEALTH SERVICES PROVIDED UNDER
LOCAL ORDINANCES OR CONTRACT WITH LOCAL GOVERNMENTS
OPTIONAL PUBLIC HEALTH SERVICES
For Each Service Provided, Check Block for Highest income Level Served
Defined by
income Federal All
A ont Re ulations
Employee physicals
Primary care for inmates in local
'ails or correctional institutions
Other medical services (List)
Other (please list)
Revised 10/1/00
P65
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Fire and Rescue Association
AGENDA DATE:
02-17-2009
ITEM NUMBER:
18
SUBJECT/PROPOSAL/REOUEST:
ACTION:
Yes
INFORMATION:
Proposed Guideline Amendments
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
INFORMATION:
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
The Board of Supervisors approved guidelines and procedures for the volunteer fire departments and rescue squads
and at the February 2, 2009 meeting of the Boazd of Supervisors, they amended Section 4 to incorporate $100,000
each for fire trucks and equipment.
DISCUSSION:
The Fire & Rescue Association are requesting that the Board of Supervisors consider further amends to the
guidelines that agencies that provide both fire and ambulance transport services be able to combine their capital
funding at their discretion when purchasing fire or EMS equipment and that the capital funding may be used for debt
service on station on squad construction loans. This will be a modification to Section 3, Capital Funding A, Fire and
Rescue Equipment Reimbursement.
RECOMMENDATION:
Staff submits this to the Board of Supervisors modify Section 3 to incorporate the language that fire and rescue
agencies that provide EMS transport to use their combined capital funds to use at their discretion when purchasing
fire and EMS equipment and that the capital funding may be used for debt service on station on squad construction
loans.
P66
GUIDELINES AND PROCEDURES
FOR
VOLUNTEER FIRE DEPARTMENTS
AND RESCUE SQUADS
Mission of the guidelines is to provide a written guide to carry from year to year and from
administration to administration on how the County of Pittsylvania will fund Fire and
Rescue service.
I. Eligibility Requirements
II. Ineligible Cost
III. Capital Operating Equipment
IV. Capital Vehicle Equipment
V. Capital Cost Buildings
VI. Block Funding
VII. Grant Funding
VIII. Retirement Requirements
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Page 2
Section I. Items Eligible for Direct Payment or Direct Reimbursement
Insurance for Building and Equipment
2. Oil for Fire Fighting Vehicles
Fuel for Fire Fighting Vehicles
4. Electricity
Heating Fuel
6. New Tires and Batteries installed on Fire Fighting Vehicles
7. County-Wide Fire Training Programs, held within the County
Fax line provided by the County for E-911 dispatch.
Section I.-A Procedures for Reimbursement
Departments will submit copy of ORIGINAL invoice to the Office of
Central Accounting seven days BEFORE the first Monday of each month.
2. Invoices will follow regular County procedures and be placed on the Bill List for
approval by the Boazd of Supervisors at each regular meeting (the first Monday
of each month).
3. Invoices received by the Office of Central Accounting or the Office of County
Administrator after the 25th will have to be held for the following month.
4. Only expenses incurred within the fiscal year will be reimbursed.
5. Reimbursements will be made on a-monthly basis only. Invoices submitted that
are over 60 days old WILL NOT BE PAID.
6. . Reimbursements will not be made for purposes of inventory built up; only actual
expenses.
7. All records kept by each fire department will be subject to audit by the County.
Reimbursement Policy - Enforcement on 60 Day Invoice Requirement
Strict enforcement of the sixty (60) day policy on invoices must be adhered to. The Board
of Supervisors and the County Administrator have charged the Central Accounting
Department with strict compliance to the Board's guidelines on reimbursements to
volunteer fire departments.
P68
Page 3
The Following Examples are to help clarify the process.
Example 1 is where a volunteer fire department incuned a bill and got the goods involved
on that same date then sent this to Central Accounting for reimbursement after the sixty
(60) day deadline. In the future Central Accounting will not reimburse this, they will send
it back to the department marked "ineligible - 60 day deadline violated". If you want to
pursue this reimbursement further you must take it to the Board of Supervisors for special
approval.
Example 2 is where a volunteer fire department's insurance bill is without any policy
breakdown on the aspects of coverage. If the County cannot deternune that the coverage is
within the guidelines the County will reject reimbursement pending prompt return of the
breakdown data. Remember the sixty (60) day deadline will still be in effect. The best way
to solve this is to send a copy of the policy with your reimbursement request.
NOTE concerning the sixty (60) day deadline on invoices, several dates that always come
into consideration as the County reviews them:
1. Original invoice date from vendor.
2. Date materials were actually received from vendor.
3. Original date of purchase.
4. Date invoice received by volunteer fire department/rescue squad.
5. Date sent to Central Accounting by volunteer fire dept/rescue squad.
6. Date received by Central Accounting.
7. Date volunteer fire department/rescue squad paid invoice.
The County will accept onlv those with the date in item #1 above - the ori~inal date of
invoice from vendor - as bein~, the prerequisite required for the Count '~y (60Z day
timetable. However, if for some explainable reasons (such as back orders, transportation
strike, etc.) the volunteer fire department/rescue squad must express this at the time any
invoices over sixty (60) days old are submitted. This does not necessarily mean Central
Accounting will authorize the reimbursement, however will give the volunteer fire
department/rescue squad due consideration to the reason involved. Again, if rejected for
reimbursement, the volunteer fire department can pursue this reimbursement further with
the Boazd of Supervisors. All other dates above ( items 2 through 7) will not be
considered by Central Accounting in regard to the sixty (60) day deadline.
There are many items which by the policy are classified ineligible, these should not be
submitted for reimbursement, however, if grouped in a statement with other eligible items,
the County will reimburse only those eligible reimbursable items.
P69
Page 4
Section I.-B $1 500.00 MATCHING MONEY
1. Matching fund money may be used for any purpose.
2. Itemized evidence of fund raising proceeds equal to or exceeding $1,500.00 must
be submitted before an appropriation of the County matching funds by the Board
of Supervisors.
3. Only fully organized and active departments shall be eligible for the matching
funds.
4. In the event a department does not offer itemized evidence of matching funds,
NO appropriation will be made by the Board of Supervisors in any amount, to
that department.
5. Matching funds must be requested within the current fiscal yeaz (July 1 through
June 30). The County will not match funds raised from previous yeazs. The
County will not carryover matching funds to allow an agency to build up
balances.
6. The volunteer fire department or rescue squad must request the matching funds in
writing, providing the proper documentation. Matching funds will not be sent
without the proper documentation.
Section II. Items NOT eligible for Direct Pavment or Reimbursement
1. Capital expenditures for ma.intenance and improvements to buildings and
grounds.
2. Vehicle purchases and accessories for those vehicles.
3. Telephone charges (except fax lines provided by the County for E-911 Dispatch).
4. Bookkeeping services.
5. Individual travel or training for individuals
Section III. Capital Fundin~
A. Fire & Rescue Equipment Reimbursement
The County will reimburse for fire and rescue equipment that is purchased within
the fiscal year, July 1 through June 30. The amount of reimbursement is subject
to the appropriation by the Board.
P70
Page 5
B. Direct Bank Paxment on Vehicle Loans
The County will make direct payments to the lending institution for payments on
fire and rescue vehicles. The volunteer fire department or rescue squad must
provide a copy of the loan payment schedule. Payment must be due within the
fiscal yeaz, July 1 through June 30. The amount of the payment is subject to
appropriation by the Board.
C. Reimbursement on Vehicle Payments
The County will reimburse for payments made on fire and rescue vehicles. A copy
of the check must be provided when requesting reimbursement. Payment must be
made within the fiscal yeaz, July 1 through June 30. The amount of reimbursement
is subject to appropriation by the Board.
Section IV. Procedures and Guidelines for the Pittsvlvania County Fire and Rescue
Association Vehicle Program
Subject to annual appropriation by future Boards of Supervisors, the Board of Supervisors
will budget and appropriate $250,000.00 for fire and rescue vehicles. The $250,000 may
be subject to review based on the annual inflation rate. An inflation factor will be put in
place. This money will be used as hereafter described to annually purchase or finance two
(2) fire trucks and equipment at $85,000.00 each and one (1) rescue squad vehicle and
equipment at $70,000.00. In addition, $10,000.00 will be donated directly by the Board of
Supervisors to three rescue squads located outside of Pittsylvania County and to a
specialized agency.
A. QUALIFYING DEPARTMENTS
Fire Departments:
Bachelors Hall Blairs Brosville Callands
Cascade Chatham Climax Cool Branch
Dry Fork Gretna Hurt Keeling
Kentuck Laurel Grove Mt. Cross Mt. Hermon
Renan R.iceville-Java Ringgold Riverbend
Tunstall
Rescue Squads:
Chatham Cool Branch Gretna 640 Rescue
Other Specialized ag,encies and Non-County SquadsZ
Altavista Life Saving Crew
Angel Search & Rescue
Axton Life Saving Crew
Danville Life Saving Crew
P71
Page 6
Qualifying fire departments and qualifying rescue squads shall participate in the procedure
and guidelines for the Pittsylvania County Fire and Rescue Association's Vehicle Program.
The other agencies shall divide a$10,000.00 annual appropriation, with $3,000.00 going to
each of the three (3) rescue squads located outside of Pittsylvania County, but serving
residents of Pittsylvania County, being Danville Life Saving Crew, Axton Life Saving
Crew and Altavista Life Saving Crew, and $1,000.00 going to Angel Search and Rescue.
B. ANNUAL SELECTION OF RECIPIENTS
In January of each year, each fire department and rescue squad requesting funding in the
upcoming year shall submit a detailed request, including evidence of financial need, to the
Pittsylvania County Fire and Rescue Association. The following procedure shall apply to
the selection of each of the fire departments and rescue squad that shall receive funds from
the Pittsylvania County Fire and Rescue Association's Vehicle Program:
a. An annual meeting shall be set for the chiefs of all qualifying fire
departments to meet and review all requests for fire fighting
vehicles. Each department requesting funding shall be given the
opportunity to make a presentation to the chiefs. After the
presentations and the requests have been considered, the chiefs shall
recommend, by majority vote of chiefs present and voting, funding
for the upcoming year. Similarly, an annual meeting shall be set for
the captain or chief operating officer of each rescue squad to meet
and review all requests for rescue vehicles. Each department
requesting funding shall be given the opporlunity to make a
presentation to the captains. After the presentation and the requests
have been considered, the captain shall recommend, by majority vote
of the captains present and voting, funding for the upcoming year.
b. The following criteria shall be considered by the chiefs and captains
at the selection meeting:
1. Eligibility for funding
2. Adequacy of existing vehicles
3. Financial need
4. Call volume, length of call, etc.
5. Evidence of planning
6. The applicant's ability to provide such matching funds as
may be required pursuant to applicant's request.
7. Emergency medical transport agencies must apply for grant
funding from the Rescue Squad Assistance Fund prior to
consideration for local funding.
c. The fire and rescue recommendations shall be presented by the
President of the Pittsylvania County Fire and Rescue Association to
the Board of Supervisors at their Februazy meeting, along with a
current inventory of all fire and rescue vehicles in the County.
P72
Page 7
d. Funding shall be available after July 1 of each year upon receipt of
an invoice or contract by the County and subject to budgetary
considerations and future appropriations.
e. No fire or rescue agencies shall receive more than one full share
of the amount appropriated until each agency has received a full
share. After any fire department or rescue squad has received an
allocation from the capital improvements program, they cannot
receive another allocation until all other fire and rescue squads have
received an allocation. The only exception to this requirement shall
be a fire department or rescue squad that looses a vehicle by an
accident.
C. VEHICLE PURCHASE
Specifications for fue and rescue vehicles will be developed by the
President of the Fire and Rescue Association, one fire chief and one rescue squad captain,
with the help from the County Administrator or his designee.
The specifications will reflect the needs of the fire departments andlor
rescue squad that will receive the vehicle.
These specif cations, along with the recommended recipient of the vehicle
funding, will be given to the Board of Supervisors. If a fire department or rescue squad
desires to purchase a vehicle that cost more than the established amount ($85,000.00 for
fire trucks and $70,000.00 for rescue squads), it will be the responsibility of the fire
department or rescue squad to produce the extra funds.
Requests for participation in the vehicle funding program by qualified fire departments and
qualified rescue squads may be granted for the purchase of new vehicles and equipment,
used vehicles and equipment, or to reduce debt service on vehicles and equipment
purchased and financed outside of these procedures and guidelines.
D. OTHER REQUIREMENTS
1. The Board of Supervisors' staff shall produce and submit a request
for proposals for the purchase of the vehicles, based upon the specifications developed,
once funding for the purchase has been reasonably identified. The Board of Supervisors
shall awazd the purchase of vehicles and equipment. All requirements for procurement by
a local government as mandated by the Code of Virginia shall be complied with.
2. All vehicles and equipment shall be titled in the name of the recipient
agency and the County of Pittsylvania, or the appropriate lending institution, if required.
No debt shall be incurred by or guaranteed by the County of Pittsylvania.
P73
Page 8
3. The term rescue vehicle shall include ambulances and crash trucks, as well
as all equipment reasonably necessary to outfit and supply the vehicle. The term fire truck
shall include pumpers, tankers, mini-pumpers (4x4 utility body, tank and pump), brush
truck and first responder vehicles, as well as all equipment reasonably necessary to outfit
and supply the vehicle.
(These policies for the Pittsylvania County Fire & Rescue Association tie back to the
motion made by Mr. Ingram at the Boazd of Supervisors meeting on July 6, 1998)
Section V. Capital Cost Buildin~s
1. Start up funding for new departments shall be for new buildings only. Not
to exceed $30,000. Request shall be submitted through the Fire and Rescue
Association's budget process.
2. Construction Funds for new buildings for existing department shall be
submitted through the Fire and Rescue Association's budget process, not to
exceed $30,000 for a building located within Pittsylvania County.
3. When an existing volunteer fire department begins a rescue squad, which
requires the construction of a new bay, tha.t department is eligible for
$30,000 of construction funds.
Section VI. Block Funding
Annual block funding is available to agencies that are located outside of Pittsylvania
County, that provide initial response to areas of Pittsylvania County. The following
agencies provide initial response to Pittsylvania County:
Danville Life Saving Crew $15,000
Altavista Life Saving Crew $ 7,500
Axton Life Saving Crew $ 5,000
Smith Mt. Lake Marine VFD . $ 7,500
Angel Search & Rescue $ 1,000
Funding for those agencies shall be as listed above, pending appropriation of funds by the
Board.
P74
Page 9
Section VII. Grant Fundin~
Fire Pro~rams
Distributed annually from the Department of Fire Programs. Fire Programs funds are
typically distributed equally among the fire departments in the County.
Two for Life
Two for Life funds are typically divided with one full share going to each County
emergency medical transporting agency and one half share going to each agency outside of
Pittsylvania County that responds in the County. The Pittsylvania County Fire & Rescue
Association determines how the funds will be divided for appropriation.
Section VIII. Retirement Requirements
P75
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Verizon Database InterFace
SUBJECT/PROPOSAUREQUEST:
Contract Approval
STAFF CONTACT(S):
Davis, Sleeper
AGENDA DATE: ITEM NUMBER:
February 17, 2009 19
ACTION: INFORMATION:
Yes
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS:
Contract
REVIEWED BY:
BACKGROUND:
On February 2, 2009 at the Regular Business meeting of the Boazd of Supervisors a contract was awarded with 21 St
Century Communications for a reverse 911 system. This system will require weekly database updates from our
primary E-911 Service provider Verizon.
DISCUSSION:
In order for the E-911 telephone records to be current and accurate within the 21 St Century Communications
system, we will need for Verizon to provide weekly database updates. The purpose of the updates will allow all
E-911 records to be current in case an emergency notification is required by the E-911 Center to the citizens of
Pittsylvania County. In the traditional use, the citizens ca11911 when they have an emergency, in this system,
Pittsylvania County will be able to dial the citizens in the affected area of the emergency providing them timely
warning information so they can react accordingly. This contract with Verizon will provide Pittsylvania County
the weekly updates to be uploaded into the reverse 911 system.
RECOMMENDATION:
Staff recommends that the Board of Supervisors award this contract with Verizon with a one time costs of
$1,435.62 and there after a monthly fee of $26.20. The one time cost is covered with the Citizens Alert System
grant. The monthly recurring fee will be paid out of the E-911 Budget. Staff further recommends that the Board
authorize the County Administrator to sign the contract with Verizon.
P76
~
EMERGENCY SUBSCRIBER LIST INFORMATION LICENSE AGREEMENT
This Emergency Subscriber List Information License Agreement (the "Agreement"), effective as
specified in Section 8.1 below, is entered into by and between Pittsylvania County E-911 (the "Licensee")
and the undersigned Verizon company ("Verizon").
WHEREAS, the Wireless Communications and Public Safety Act of 1999, PL 106-81, codified in
47 USC 222 (g) (the "Act") requires, inter alia, that telecommunications carriers provide certain data and
make certain services available to providers of Emergency and Emergency Support Services, as defined
in the Act; and
WHEREAS, Verizon, through the Verizon Operating Companies, maintains certain subscriber
list information data with respect to its own telephone subscribers as well as subscribers of other
telecommunications carriers that are located within the territories served by the Verizon Operating
Companies; and
WHEREAS, Section 222(g) of the Act, as amended, requires a telecommunications carrier to
provide subscriber list information in its possession or control on a timely and unbundled basis, under
non-discriminatory and reasonable rates, terms and conditions to the providers of emergency services and
providers of emergency support services, solely for the purpose of delivering those emergency services;
WHEREAS, Licensee, as a provider of Emergency Services and/or Emergency Support Services,
desires to receive such subscriber list information solely for the purpose of delivering or assisting in the
delivery of Emergency Services; and
WHEREAS, Verizon will license to Licensee such subscriber list information for use in providing
Emergency Services in accordance with the Act and subject to the terms and conditions set forth in this
Agreement.
NOW THEREFORE, in consideration of the mutual covenants and agreements contained herein,
Licensee and Verizon hereby agree as follows:
ARTICLE 1
DEFINITIONS
The following terms as used herein have the following meaning.
1.1 "Emergenc,y Services" means 9-1-1 Emergency Services and Emergency Notification
Services collectively.
1.2 "Information" means any information identifying the listed names of subscribers and their
telephone numbers, addresses, or any combination of such listed names, numbers, addresses,
or classifications including information pertaining to subscribers (i) whose information is
unlisted or unpublished (also referred to as non-listed and non-published) and (ii) subscribers
of other carriers in the possession or control of Verizon; provided on a timely and unbundled
basis under non-discriminatory and reasonable rates, terms and conditions to providers of
Verizon ESG Copyright ~ 2001-2004
4/04/2004 DR
1 of 16
P77
~~IB~I"~
Emergency Services and Emergency Support Services solely for the purposes of delivering or
assisting in the delivery of Emergency Services.
13 "Dailv U dp ates„ means an extract containing only those records that have had a
Modification/Add/Delete (MAD) activity since the last update for the geographic area(s) or
jurisdiction(s) with respect to which such Information has been requested. Daily Updates are
available by 10:00 am each calendar day (Eastern Time in DC, DE, CT, FL, IL, IN, MA, MD,
ME, MI, NC, NH, NJ, NY, OH, PA, RI, SC, VA, VT, WI, WV; and Pacific Time in AZ, CA,
HI, ID, NV, OR, TX, WA).
1.4 "Weekl,~ dp ates„ means an extract containing only those records that have had a
Modification/Add/Delete (MAD) activity since the last update for the geographic area(s) or
jurisdiction(s) with respect to which such Information has been requested. Weekly Updates
are available by 10:00 am on the weekday mutually selected by the Licensee and the
Company (Eastern Time in DC, DE, CT, FL, IL, IN, MA, MD, ME, MI, NC, NH, NJ, NY,
OH, PA, RI, SC, VA, VT, WI, WV; and Pacific Time in AZ, CA, HI, ID, NV, OR, TX, WA).
1.5 "Emer~ency Notification Services" means services that notify the public of an emergency.
1.6 "Emergenc ~~Su~port Services" means information or database management services used in
support of Emergency Services.
1.7 "Full File Extract" means an extract containing all Information for the geographic area(s) or
jurisdiction(s) with respect to which such information has been requested.
1.8 "PSAP" or "Public Safety Answerin PoinY' means a facility that has been designated to
receive emergency calls and route them to emergency services personnel.
ARTICLE 2
GRANT OF LICENSE
2.1 In consideration of the promises and covenants contained herein, Verizon hereby grants to
Licensee for the Term of this Agreement a non-exclusive limited license to use the
Information solely for the purposes of delivering or assisting in the delivery of Emergency
Services.
2.2 Licensee shall not sell, lease, grant, copy, disclose or sub-license the Information received
pursuant to this License to any other party without the written consent of Verizon or as
otherwise provided herein. Under no circumstances shall the Information provided herein be
used or disclosed in any manner for purposes other than providing Emergency Services or
Emergency Support Services.
2.3 Licensee may enhance the Information and append other information to the Information,
subject to and consistent with the provisions of this Agreement including, but not limited to,
the limitations set forth in Sections 2.2 and 5.1 hereof.
2.4 The terms and conditions that shall apply in connection with this License, and the rights and
liabilities of the Parties, shall be as set forth herein.
Verizon ESG Copyright ~ 2001-2004
4/04r2004 DR
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P78
~
ARTICLE 3
LISTING INFORMATION PRODUCTS
3.1 Verizon will furnish to Licensee the Information set forth in Exhibit A indicated on the
Request Form (Exhibit C), using Verizon's standard transfer method specified in Exhibit A.
3.2 Technical Specifications - Verizon shall provide the Information to Licensee via compact
disc (CD) and/or electronic transfer in such format as Verizon may determine in its sole
discretion. Current Verizon technical specifications are contained and incorporated herein as
Exhibit A.
3.2.1 Full File Extract - No later than thirty (30) days after the Licensee requests
Information under this Agreement, and in compliance with a mutually agreeable
schedule, Verizon shall provide Full File Extracts via compact disk (CD) delivered
by certified mail.
3.2.2 Updates - Provided Licensee subscribed to Daily or Weekly Updates, subsequent to
the provision of each Full File Extract, Verizon shall provide Licensee with Updates.
3.2.3 Verizon will provide thirty (30) days advance notification in writing to Licensee
regarding any significant changes that affect Information handling procedures that
may affect Licensee's handling or use of the Information. Verizon will designate a
representative to confer with Licensee on issues and requirements relating to such
initiatives and changes.
ARTICLE 4
LICENSE FEES
4.1 Licensee will pay the rates and charges set forth in the attached Exhibit(s) and shall also pay
all applicable ta~Les, fees and charges.
4.2 The recurring license fees listed on Exhibit B for Updates to the Emergency Service Listing
Information is based on the number of records contained in the Full File Extract, on a per
10,000 records basis (as defined in Exhibit B). Verizon will reassess the number of Records
in what would then comprise the Full File Extract for the Licensee's selected coverage area
on an annual basis without notice to Licensee and make changes to the Recurring Fees based
on that reassessment, for the subsequent year.
4.3 Licensee shall be responsible for payment of all rates and charges, as set forth in the
Attachments within thirty (30) days after date of invoice. A late payment charge of one and
one-half percent (1.5%) per month, or the maximum amount allowed by law, shall be
applicable to any unpaid balance not received by Verizon by the late payment date printed on
the invoice.
Verizon ESG Copyright ~ 2001-2004
4/04/2004 DR
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~
ARTICLE 5
CONFIDENTIALITY
5.1 In order for the Parties to perform their respective obligations under this Agreement, it may
be necessary for either Party to disclose to the other technical, customer, personnel and/or
business information in written, graphic, oral or other tangible or intangible forms including,
but not limited to Information, including unpublished and unlisted Information (unpublished
and unlisted information means Information that telephone subscribers have designated as not
to be published in telephone directories, provided by directory assistance, or otherwise
disclosed), specifications, records, data, computer programs, drawings, schematics, know-
how, notes, models, reports and samples. Such information may contain proprietary or
confidential material, or material subject to applicable laws regarding secrecy of
communications or trade secrets ("Confidential Information").
5.2 Each Party acknowledges and agrees that all Information is Confidential Information and all
other information exchanged by the Parties shall be mazked "Confidential" in order for such
information to be considered to be Confidential Information or if orally disclosed, shall be
reduced to writing and submitted to the non-disclosing Party within thirty (30) days of
disclosure.
5.3 In addition, Information shall not, for any reason, be disclosed or used for marketing,
advertising, public relations or other commercial purposes of any nature.
5.4 The Parties agree as follows:
5.4.1 To receive in confidence any Confidential Information; to limit access to such
Confidential Information to authorized employees, agents (including their
employees) and contractors (including their employees), (covered by written
obligations of confidentiality at least as restrictive as those set forth in this Article)
who have a need to know the Confidential Information in order for the Party to
perform its obligations under this Agreement and who have been informed of the
confidential and proprietary nature; not to disclose, reveal or divulge any
Confidential Information or authorize any other person to do so except as specifically
approved in writing by the disclosing Party;
5.4.2 To use such Confidential Information only for the purposes of performing their
obligations under this Agreement and for such other purposes as may be agreed upon
between the Parties in writing.
5.4.3 Upon request of the disclosing Party, to return all Confidential Information to such
Party, or to destroy any documents, computer media or records, in written, graphic,
or other tangible form, that contain any Confidential Information;
5.4.4 That the confidential obligations with respect to the Information shall never terminate
and shall extend beyond completion of the Term of this Agreement. That the
obligations with respect to all other Confidential Information shall extend for a
period of five (5) years following the date of initial disclosure of that Confidential
Information, and such obligations shall extend beyond completion of the Term of this
Agreement; and
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5.4.5 That nothing contained in this Article 5 shall be construed as a license or permission
to make, use, or sell the Confidential Information or products derived therefrom.
5.5 If a receiving Party receives a request to disclose any Confidential Information (whether
pursuant to a valid and effective subpoena, an order issued by a court or other governmental
authority of competent jurisdiction or otherwise, including the Electronic Communications
Privacy Act of 1986, 18 U.S.C. 2703, that requires disclosure of Information to governmental
entities only upon issuance of a court order) on advice of legal counsel that disclosure is
required under applicable law, such Party agrees that, prior to disclosing any Confidential
Information, it shall (i) notify the disclosing Party of the existence and terms of such request
or advice, (ii) cooperate with the disclosing Party in taking legally available steps to resist or
narrow any such request or to otherwise eliminate the need for such disclosure, if requested to
do so by the disclosing Party, and (iii) if disclosure is required, use its best efforts to obtain a
protective order or other reliable assurance that confidential treatment will be afforded to
such portion of the Confidential Information as is required to be disclosed;
5.5.1 The obligations contained in this Article 5 do not apply to Confidential Information
that is authorized in writing by the disclosing Party to be released or is designated in
writing by the disclosing Party as no longer being Confidential Information or
proprietary.
5.6 LICENSEE REPRESENTS THAT TO THE BEST OF ITS KNOWLEDGE
THE CONFIDENTIAL INFORMATION TO BE PROVIDED PURSUANT TO
THIS AGREEMENT IS EITHER EXEMPT FROM OR OTHERWISE NOT
REQUIRED TO BE PROVIDED UNDER ANY APPLICABLE FEDERAL,
STATE OR LOCAL PUBLIC INFORMATION LAW OR REGULATION (E.G.
PUBLIC RECORDS LAW, "FREEDOM OF INFORMATION" LAW,
"GOVERNMENT IN THE SUNSHINE" LAW) WHICH LICENSEE MAY BE
SUBJECT TO, AND THAT LICENSEE WILL ASSERT ANY EXEMPTIONS
OR EXCLUSIONS AVAILABLE IF CONFIDENTIAL INFORMATION IS
SOUGHT PURSUANT TO SUCH LAW OR REGULATION.
5.7 It is agreed that a violation of any of the provisions of this Article 5 will cause irreparable
harm and injury to the disclosing Party and that Party shall be entitled, in addition to any
other rights and remedies it may have at law or in equity, to seek an injunction enjoining and
restraining the receiving Party from doing or continuing to do any such act and any other
violations or threatened violations of this Article 5.
ARTICLE 6
PERFORMANCE OBLIGATIONS
6.1 Verizon will use commercially reasonable efforts to provide accurate and complete
Information and will take steps to correct inaccurate Information upon receipt of changes
from the PSAP following normal Verizon's error correction procedures.
6.2 EXCEPT AS OTHERWISE PROVIDED HEREIN, ALL DATA AND OTI~R MATERIAL
ARE PROVIDED BY VERIZON "AS IS" WITH ALL FAULTS. VERIZON MAKES
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ABSOLUTELY NO EXPRESS OR IMPLIED WARRANTIES WHATSOEVER
REGARDING THE COMPLETENESS OR ACCURACY OF THE INFORMATION
PROVIDED OR THE TECHNICAL QUALITY OF ANY MEDIA SUPPLIED
HEREUNDER, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
63 Licensee represents and warrants that it is a provider of Emergency Services or Emergency
Support Services and offers such service(s) in the geographic areas or jurisdictions for which
it is requesting Information, and that any such Information it obtains from Verizon under this
License will be used solely for the purposes of delivering or assisting in the delivery of
Emergency Services.
6.4 Licensee will not permit anyone other than its duly authorized employees and agents to
inspect or use the Information. Licensee agrees to use commercially reasonable security
measures to prevent copying or downloading of the Information by third parties, including
governmental agencies, and to prevent any other unauthorized use of such information. Any
unauthorized use or disclosure of the Information provided to Licensee and Verizon shall be
entitled to terminate this Agreement immediately pursuant to section 8.2.2 hereof, shall be
deemed to be a material breach of the Agreement. If Licensee ceases providing Emergency
Services for a period in excess of ninety (90) days in any area for which it has received
Information under this Agreement, it will notify Verizon, destroy any data it has received
from Verizon under this Agreement for that area, and remove said data from its databases
within thirty (30) days.
6.5 Except as may otherwise be provided herein, the Licensee agrees to indemnify, defend and
hold Verizon harmless from and against any and all liability, suits, damages, claims and
demands, costs, expenses (including attorneys' fees and costs of court), made by a third party
that arise in any manner out of Licensee's use of the Information or arising from a breach of
Article 5.
ARTICLE 7
LIMITATION OF LIABILITY
7.1 EXCEPT FOR THE INDEMNITIES SET FORTH IN SECTION 6.5 HEREOF, NEITHER
PARTY WILL BE LIABLE TO THE OTI~R FOR ANY EXEMPLARY, INDIltECT,
INCIDENTAL, CONSEQUENTIAL, RELIANCE, OR SPECIAL DAMAGES SUFFERED
BY A PARTY (INCLUDING WITHOUT LIMITATION DAMAGES FOR HARM TO
BUSINESS, LOST REVENUES, LOST SAVINGS, OR LOST PROFITS SUFFERED BY
SUCH OTHER PARTY TO THE EXTENT COMPRISING INDIRECT, INCIDENTAL,
CONSEQUENTIAL, RELIANCE, OR SPECIAL DAMAGES), REGARDLESS OF THE
FORM OF ACTION, WHETHER IN CONTRACT, WARRANTY, STRICT LIABILITY,
OR TORT, INCLUDING WITHOUT LIMITATION, NEGLIGENCE OF ANY KIND
WHETHER ACTNE OR PASSNE, AND REGARDLESS OF WHETHER THE PARTY
KNEW OF THE POSSIBILITY THAT SUCH DAMAGES COULD RESULT. EACH
PARTY HEREBY RELEASES THE OTHER PARTY (AND ITS SUBSIDIARIES AND
AFFILIATES, AND ITS RESPECTNE OFFICERS, DIRECTORS, EMPLOYEES,
AGENTS, CONTRACTORS AND SUPPLIERS) FROM, AND WANES ANY SUCH
DAMAGE CLAIMS.
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7.2 OTHER THAN THE REMEDY IDENTIFIED IN SECTION 5.7, VERIZON'S SOLE AND
EXCLUSNE LIABILITY FOR ANY FAILURE BY VERIZON TO DELNER,
INFORMATION SHALL BE LIMITED TO A CREDIT OR REFUND OF THE CHARGES
PAID FOR THE DATA IN QUESTION DURING THE PRECEDING 12 MONTH
PERIOD, WHICH SHALL IN NO EVENT EXCEED $10,000.00 IN THE AGGREGATE
FOR ALL CLAIMS BROUGHT DURING THE TERM OF THIS AGREEMENT
7.3 Except for actions to enforce the Parties' rights under Article 5 or Section 6.5, and unless
otherwise required by state or federal law or regulation, no action or proceeding hereunder
brought by one Party against the other Party may be commenced more than two (2) years
after the cause of action becomes known to, or should have been known by, the complaining
Party.
7.4 Licensee and Verizon each acknowledge that the provisions of this Agreement were
negotiated to reflect an informed, voluntary allocation between the Parties of all risks (both
known and unknown) associated with the transactions associated with this Agreement. The
remedy limitations, and the limitations of liability, are separately intended to limit the relief
available to the Parties.
ARTICLE 8
TERM AND TERMINATION
8.1 This Agreement will become effective (Effective Date) on the date the Agreement is fully
executed, and will remain in effect for the term of months identified in Exhibit B(the
"Term") which will commence on the in-service date. For purposes of this agreement, the in-
service date is the date after the Effective Date, when Verizon provisioning has been
completed and the Information is available for Licensee's use. If, at the time of expiration of
the Term, a new agreement with Verizon is not effective, as defined in this Agreement, the
License will be terminated and Licensee shall return or, at Licensor's option, destroy all
documents, computer media or records, in written, graphic, or other tangible form, that
contain any Verzion Confidential information including without limitation, all Information.
Licensee shall certify in writing that all Confidential Information has been destroyed (if
applicable). Licensee's obligation to pay fees accrued prior to termination, will survive
termination or expiration and remain in full force and effect.
8.2 Either Party may terminate this Agreement:
8.2.1 Upon prior written notice of a material breach of this Agreement, and the breach
continues without cure for ninety (90) days, or if reasonable steps to correct such
breach are not taken within ninety (90) days following written notice of such breach.
Termination due to Licensee's breach will not relieve Licensee of its obligations to
pay all fees accrued prior to termination and Licensee will be liable for Termination
Charges as set out in Exhibit B, which shall be due and payable upon such early
termination; or
8.2.2 Immediately upon written notice to Licensee in the event of a breach of Article 5 or
Article 6. Termination due to Licensee's breach of Articles 5 or 6 will not relieve
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Licensee of its obligations to pay all fees accrued prior to termination and Licensee
will be liable for Termination Charges as set out in Elchibit B, which shall be due and
payable upon such early termination.
8.2.3 Bankruptcy or dissolution of the other Party. Bankruptcy with respect to any party to
this Agreement, shall be deemed to have occurred (i) if any proceedings are initiated
by or against any party under any law relating to the relief or reorganization of
debtors, which in the case of an involuntary proceeding is not dismissed within 120
days after filing, or (ii) upon the appointment of any receiver or trustee to take
possession of its properties, any assignment for the benefit of its creditors, or any
other similar action by or on behalf of its creditors which is not vacated or stayed
within ninety (90) days of such appointment or action. Termination under this sub-
section 8.2.3 will not relieve Licensee of its obligations to pay all fees accrued prior
to termination and Licensee will be liable for Termination Charges as set out in
Exhibit B, which shall be due and payable upon such early termination.
8.3 In the event it is determined that this service must be provided pursuant to the authority and
or requirements of the public utilities commission of the applicable state, the Parties agree to
take all steps necessary to comply with such requirements, including but not limited to the
filing of this Agreement. In addition, if this service is determined to be regulated, and if the
Services provided in this Agreement become available under a tariff filed with the Public
Service Commission or Public Utilities Commission of Licensee's State, this Agreement shall
terminate at such time as the tariff becomes effective and the tariff services shall be approved
for Licensee's use (if approval is required by the state commission). The tariff term and rates
to be applied will be those of the available tariff term closest to the term then remaining on
the Agreement.
8.4 In the event either Party terminates this Agreement pursuant to section 8.2, Licensee shall
return or destroy the Confidential Information in conformance with the procedure set out in
8.1 as if the Term had expired.
ARTICLE 9
MISCELLANEOUS PROVISIONS
9.1 No Exclusivitv. Nothing in this Agreement or elsewhere gives Licensee any exclusive right to
the Information, and Verizon is free at any time to gant similar licenses and information to
others in conformance with law.
9.2 Notices. Notices under this Agreement shall be sent by first-class U.S. mail, postage prepaid
to the following addresses:
Verizon Address
Verizon National Contracts Repository
MC: HQW02L25, 700 Hidden Ridge
Irving, TX, 75038
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with a copy to Emergency Services Offer Manager, 1095 Ave. of Americas, 19`~ Floor, New
York, NY, 10036
Licensee Address:
Pittsylvania County Board of Supervisors
Department of Emergency Management & Communications
P.O. Box 426
Chatham, VA 24531
The foregoing notice data may be changed at any time by written notice to the other Party.
93 Entire Agreement. This Agreement, including all Exhibits hereto, and all applicable tariffs,
contain the entire understanding of the Parties and supersedes any and all prior written and
oral communications to the extent that they related in any way to the subject matter hereof.
9.4 Amendments. This Agreement may not be amended or modified orally, nor any of its terms
waived, except in a writing signed by duly authorized representatives of both the Licensee
and Verizon and only upon complying with any state or federal regulatory filing or approval
requirements.
9.5 Waiver. No failure of or delay by either Party hereto in exercising any right or power
hereunder will operate as a waiver thereof nor will any single or partial exercise thereof
preclude any other or further exercise thereof or the exercise of any other right or power.
9.6 Successors and Assi ns. Verizon may assign or transfer part or all of this Agreement to any
affiliate or successor to substantially all of its assets in the locations where Information is
provided hereunder. With written consent from Verizon, Licensee may assign or transfer this
Agreement to any company that is the successor to substantially all of its assets, provided all
Fees for Information provided prior to such transfer or assignment are paid in full when due.
Except as otherwise required by law or regulation, all other attempted assignments shall be
void without the prior written consent of the other Party.
9.7 Severabilitv. The invalidity or unenforceability of any provision hereunder will not affect the
validity or enforceability of any other provision hereunder.
9.8 Headings: Schedules. The headings in this Agreement are for convenience only and will not
be construed to define or limit any terms herein or otherwise affect the meaning or
interpretation of this Agreement. All Exhibits attached hereto are herein incorporated by
reference and made part of this Agreement.
9.9 Counterparts. This Agreement or any amendment may be executed in separate counterparts,
each of which when so executed and delivered will be an original, but all of which together
will constitute one instrument. In proving this Agreement, it will not be necessary to produce
or account for more than one such counterpart.
9.10 Force Maieure. Neither Party will be held liable for any delay or failure in performance of
any part of this Agreement from any cause beyond its control such as acts of God, acts of
civil or military authorities, government regulations, embargoes, epidemics, war, terrorist
acts, riots, insurrections, fires, explosions, earthquakes, nuclear accidents, floods, strikes,
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power blackouts, volcanic action, other major environmental disturbances, inability to secure
products or services from other persons or facilities, or acts or omissions of common carriers.
9.11 Choice of Law. This Agreement will be governed by and construed under the laws of the
state to which the Information pertains without regard for its choice of law principles.
9.12 Compliance with Law. Each Party shall comply with all federal, state, and local statutes,
regulations, rules, ordinances, judicial decisions, and administrative rulings applicable to its
performance under this Agreement.
9.13 Publici . Unless required by state or federal regulatory filing requirements, any news
release, public announcement, advertising, or any form of publicity pertaining to this
Agreement, provision of Services, or association of the Parties with respect to provision of
the services described in this Agreement shall be subject to prior written approval of both
Parties.
9.14 Use of Trademark. Nothing in this Agreement shall grant, suggest, or imply any authority for
one Party to use the name, trademarks, service mazks, or trade names of the other for any
purpose whatsoever.
IN WITNESS WHEREOF, the Parties have caused this Agreement to be effective as of the day, month
and year specified herein.
Licensee:
VERIZON LEGAL ENTITY:
Pittsvlvania Countv E-911 Verizon Network Services Inc. on behalf of
Verizon Virginia lnc.
By: gy:
Printed Name: Printed Name:
Title: Title:
Date: Date:
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EXHIBIT A(Page 1 of 3)
TECI~NICAL SPECIFICATIONS
The following tields will be provided if available
Data Format Fields'
Function Code
NPA
'I'N
House Number
House Number Suffix
Prefix Directional (only if iYs presented in its own field)
Street Name (as defined by PSAP)
Street Suffix
Post Directional (only if iYs presented in its own field)
Community Name (as specified by PSAP)
State
Location
Customer Name
Main NPA
Main TN
County ID
Comments
End of Record
Header Format Fields Z
Header Indicator
Extract Date
Customer Name
Cycle Counter
End of Record
Trailer Format Fields 3
Trailer Indicator
Extract Date
Customer Name
Record Count
End of Record
Note: Verizon reserves the right to change the fields provided with a thirty (30) day notice to the
Licensee.
'All fields are left justified, with Vailing spaces.
Z All Fields are left-justified, with trailing spaces, except the G~cle Counter, this field will be right justified with leading spaces in the former Bell
Atlantic azea and leading zeros if the fonner GTE area.
' All Fields are left justified, with trailing spaces, except for the Rewrd Count; this field will be right justified with leading spaces in the former
Bell Atlantic area and leading zeros in the former GTE azea.
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Exhibit A(page 2 of 3)
FULL FILE EXTRACT DELIVERY BY CD
Full file extracts (and any subsequent updates of excessive size) will usually be provided on a password
protected compact disk (CD) by certified mail to an address and recipient designated by Licensee.
ESL ELECTRONIC TRANSFER
Descrintion
Licensee will receive the Information electronically from Verizon using one of Verizon's preferred
transmission methods. Transmissions will be encrypted and Verizon will coordinate with Licensee to
work with Licensee to set up the decryption process. Licensee may be required to procure additional
hardware, software, TCP/IP addresses, static login/passwords, additional security features, etc. as required
by Verizon E911 Corporate Security requirements - some of which may result in additional charges from
Verizon.
Verizon will provide an initial copy of the entire database via an encrypted CD that will be overnighted to
Licensee.
Verizon will follow up with electronic updates if Licensee has contracted for Daily or Weekly updates.
Verizon will work with Licensee on determining the optimal electronic transmission method for the
Licensee, as follows:
Included in the monthly rate is the charge for Verizon to deposit the updates on the Licensee's
computer system. It is the responsibility of the Licensee to ensure that each electronic update has
been received, and is incorporated into its database. If Licensee does not receive an electronic
update, Licensee has to notify Verizon within seven (7) calendar days after the Licensee's regular
transmission date, so that the update can be resent. Failure to do so may result in the loss of
updates, and Licensee will be required to purchase a new Full File Extract at the rate of the Initial
Setup chazge.
If Licensee is unable to receive downloads from Verizon, Licensee does have the option of using
Encrypted E-mail to retrieve the updates. If Licensee opts for delivery of incremental data via
encrypted e-mail, Licensee must provide a valid e-mail address, secure a digital certificate from
an accredited supplier (ie: Verisign) and exchange public keys with Verizon. Licensee must be
able to invoke clients that support digital encryption, such as Microsoft Outlook or Outlook
Express. The process will be tested and confirmed prior to the initial extract being created and
sent via overnight delivery (UPS). Once this process in implemented, the daily updates will
follow at an agreed upon time, if weekly updates are selected, they will be processed Mondays at
approximately noon local time, plus/minus 1 hour for time zone differences.
• If Licensee is unable to receive the updates from either of the above methods, Licensee does have
the option of retrieving the updates by additionally subscribing to the following dial up
applications, based on the location of Licensee's data:
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Exhibit A(page 3 of 3)
SCAN for Licensees located in DE, MA, MD, ME, NH, NJ, NY, PA, RI, VA, VT, WV &
Washington DC
DEMARCS for Licensees located in all other states
Licensee must extract each update from DEMARCS or SCAN within seven (7) calendar days of
the update's availability. If updates are not retrieved, the updates may be permanently lost. In
such an event, Licensee will be required to purchase a new Full File Extract at the rate of the
Initial Setup charge.
Electronic Transfer methods are subject to change by Veri~on upon sixty (60) days notice.
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EXHIBIT B(Page 1 of 2)
LISTING INFORMATION PRODUCTS
STANDARD OFFERINGS:
Full File Extract - a snapshot of all requested Information in a standard format.
Full File Extract and Dail,~pdates - a snapshot of all requested Information in a standard format
followed by that set of Information provided on a daily basis that reflects changes made to such
information as a result of Move/Add/Change activity.
Full File Extract and Week1Y Updates - a snapshot of all requested Information in a standard format
followed by that set of Information provided on a weekly basis that reflects changes made to such
information as a result of Move/Add/Change activity.
TERM:
36 Months
STANDARD LICENSE FEES:
Non-recurrin Fees Fre uenc
FULL FILE As requested by
EXTRACT: $ 2,051.00 per full file Licensee, but no
(No Updates) extract request more than once a
quarter. Transfer
Fee included in
NRC fee.
Non-recurrin Fees Monthl Recurrin Fees Fre uenc
FULL FILE EXTRACT Initial full file
with Dail U dates: $ 1,435.62 extract.
Daily Updates -* $15.27 per month per Daily
10,000 records in full file
extract.
Non-recurrin Fees Monthl Recurrin Fees Fre uenc
FULL FILE EXTRACT Initial full file
with Weekl U dates: $ 1,435.62 extract.
Weekly Updates -* $6.55 per month per 10,000 Weekly
records in full file extract.
TRANSNIISSION Non-recurring Fees Monthly Recurring Fees
METHOD (if not
Verizon downloads
SCAN or DMARCS
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Exhibit B(Page 2 of 2)
*The Update Monthly Recurring Charge (MRC) is based on the number of records contained in the full
extract and will be adjusted annually as described in Article 4, section 4.2. The MRC is calculated on a
"per 10,000 record basis" with number of records being rounded up to the nearest 10,000 for charge
determination.
• Invoice will include all applicable federal, state, and local fees, charges, and taxes.
• Verizon will render invoices: (i) promptly after delivery for Full File Extracts and Electronic
Transfer; and (ii) monthly for Updates and Electronic Transfer.
• Daily or Weekly extract fees apply regardless of whether Licensee actually extracts updates.
Fee Adiustment
In the event that Verizon no longer has any customers purchasing Automatic Location
Identification (ALI) service for the geographic region for which ESL is provided under this
Agreement or any portion of that geographic region, Verizon may in its' sole discretion and upon
60 days written notice to Licensee adjust the Fees of this Agreement. Prior to the expiration of
the 60 day notice period, Licensee may, by written notice to Verizon, cancel the Agreement
without incurring termination liability. As with all early terminations prior to the end of the
Agreement Term not otherwise covered by Article 8.2, such termination by Licensee shall be
subject to all other terms of the Agreement including, without limitation, Article 8.1, with such
termination date being deemed the expiration of the Term.
EARLY TERMINATION FEE:
If Licensee terminates the Agreement prior to the end of the Term or breaches the Agreement as set out
under 8.2, Licensee shall pay to Verizon, as alternative performance and not as a penalty, all unpaid non-
recurring charges, and if Licensee is receiving Updates, a termination charge equal to seventy-five percent
(75%) of the Monthly Recuning Fee for updates multiplied by the number of months remaining in the
Term.
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EXHIBIT C
LISTING INFORMATION PRODUCTS
REQUEST FORM
Name•
Address:
Phone•
FAX:
Email:
Name:
Address:
Phone:
FAX:
Email•
Full File CD Mailin Address
Name•
Address:
Phone•
Note: CD will be sent by Certified/Overnight Mail which requires a person to be named recipient
(i.e., not entity name) and physical address (i.e., not P.O. Box)
Order Information
Requested Date:
Re uested Delive Date:
Select one of the followin :
ESN: ESN #: 9-1-1 Enti : State:
Or Communi Name: Communi Name: State:
Or 9-1-1 Enti : Enti Name: State:
Choose ONLY One of the following options by marking ~~X" in the column next to the desired
option:
Full File Extract Onl
OR
Full File E~tract and Daily
U dates
OR
Full File Extract and Weekly
U dates
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Contact Amendment - Whispering Pines Water Line
SUBJECT/PROPOSAL/REOUEST:
Engineering Contract Amendment - Whispering Pines
STAFF CONTACT(Sl:
AGENDA DATE:
02-17-2009
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
20
Mr. William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
The Board of Supervisors have a current contract with Reynolds-Clark of Gretna, Virginia, for doing engineering
and surveying of the Whispering Pines waterline off U.S. RT 58 for 7500 linear feet of waterline in the Whispering
Pines area.
The attached amendment to the Reynolds-Clark contract would authorize changes to do an additional survey and
design work for 6000 linear feet of waterline on Inman Road to serve the Foxberry Lane and northwest along
Whispering Pines Road, approximately 1400 feet, in addition to eliminating Danmaz Circle and Deerwood Tract
Court from the current project.
RECOMMENDATION:
Staffrecommends the Board of Supervisors authorize the approval of the County Administrator to sign the contract
with Reynolds-Clazk, totaling $18,500, for surveying and design of the extension of services for the Whispering
Pines waterline project.
P93
~
Reynolds Clark ,
February 9, 2009
Mr. Otis Hawker, Asst. County Administrator
Pitt~sylvania County
P.O. Box 426
Chatham, VA 24531
ItE: Whispering Pines Water Line - Revised Project 5cope
Pittsylvania County, VA
Dear Mr. Hawker:
Per our recent discussion, we understand the County desires to extend the subject waterline
project northea.st along Inman road to Foxberry Lane and northwest along Whispering Pines
Road approximately 1400' beyond the ovexhead power line. The new termination on
Whispering Pines Road will be in the vicinity of the creek crossing, neaz residence #5264.
Our original proposal of December 17, 2008 assumed 75001ineaz feet (1~ of waterline and our
fees were based on this amount. The changes outlined above will increase the project footage by
approximately 6000 lf. We understand some of the additional footage will be covered by the
elimination of the extension down Danmaz Circle and Deerwood Tract Ct. Since we have not
campleted any design on these two ctreets, ow additional fees incarporate this footage removal.
However, our survey of these areas is already completed.
The additional fees are as follows:
Survey: $6,000.00
Design: $13,500.00
If accepted, this change will be an amendment to our original design proposal as referenced
above. All of the specifics of that proposal will apply to this amendment.
Sincerely,
Reynolds-Clark Development, Inc.
Gre~''e~e~ ~~ ~ ~Q~v~ ~..
Gretchen B. Clark, P.E.
President
S~ Wmjctta\Whi.rycring PinccVtev Dcsigu Propnaal ~ Howkcr I.doc
Whispering Pines Waterline
Revised Design Proposal - Page 1 of 2
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Reynolds Clark
Whispering Pines Water Line - Revised Projcct Scope - February 9, 2009
Pitlsylvania County, VA
PROPOSAL ACCEPTANCE
This proposal of Reynolds-Clark Development, tnc. is accepted:
Name of firm, municipality or individual
Signature of Aulhorized Representative Date
Print (type) Name of Authorized Representative
Whispering Pines Waterline
Revised Design Proposal - Page 2 of 2
P95
REPORTS
FROM
BOARD MEMBERS
REPORTS FROM OFFICERS
AND C OMMITTEE S
REPORTS
FROM
C OUNTY
ADMINISTl~:ATOR