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04-04-2016 BOS Regular Meeting Agenda PKT6�a�& � 4y BOARD PACKET BOARD OF SUPERVISORS REGULAR MEETING APRIL 4, 2016 767 PI PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, APRIL 4, 2016 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Barber Hagerman Blackstock Davis Scearce Warren Barksdale 3. 4. Moment of Silence 5. Pledge of Allegiance 6. Items to be added to the Agenda (a) APPROVAL OF AGENDA Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale HEARING OF CITIZENS CONSENT AGENDA 6. (a) Minutes: March 7, 2016 — Regular Meeting Pages: to -21 March 15, 2016 — Adjourned Meeting Pages: 22 -27 March 21, 2016 — Public Hearings: FY 2016/17 School & County Budgets Pages. 28 -31 (b) Bill List — March 2016 (on line) (c) Proclamation - National County Government Month: April 2016 Pages: 32 -33 (d) Proclamation - National Animal Control Appreciation Week: April 10 -16, 2016 Pages. 34 -35 (e) Proclamation - National Public Safety Telecommunications Week: April 10 -16, 2016 Pages: 36 -37 (f) Proclamation — National Child Abuse Prevention Month: April 2016 Pages: 38 -39 (g) Resolution — VDOT Rural Rustic Road: Cooksburg Road; Information Revision to Resolution 2013 -08 -04 Pages. 4041 (h) Proclamation — County Day of Recognition for National Service — April 7, 2016 Pages. 42-43 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale 7. Expenditure Refunds — January / February 2016 - At the March 7, 2016 meeting, a motion was made by Mr. Barber, seconded by Mr. Hagerman, which required a 10 -Day Layover that has now been met. Roll Call Vote Required Pages: 45 -48 Roll Call Vote Y N A Comments: Barber Hagerman Blackstock Scearce Davis Warren Barksdale 8. Appropriation — Landfill Compactor Repair — At the March 7, 2016 meeting, a motion was made by Mr. Blackstock; seconded by Mr. Barber, which required a 10 -Day Layover that has now been met. Roll Call Vote Required Pages: 49 -54 Roll Call Vote Y N A Comments: Barber Hagerman Blackstock Scearce Davis Warren Barksdale NEW BUSINESS 9. Finance (a) Proposed FY 2016/17 Pittsylvania County Public Schools Budget - Requires a Motion and a Roll Call Vote Pages: 56 -61 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstack Davis Scearce Warren Barksdale Roll Call Vote Y N A Comments: Barber Hagerman Blackstock Scearce Davis Warren Barksdale (b) Proposed FY 2016/17 Pittsylvania County Budget - Requires a Motion and a Roll Call Vote Pages. 62 -89 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Roll Call Vote Y N A Comments: Barber Hagerman Blackstock Scearce Davis Warren Barksdale 10. Proposal Award for Reassessment Appraisal Services Pages: 90 -132 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Comments: 11. Proclamation — Annual Countywide Spring Cleanup Month (April) and Request for Landfill Tipping Fee Waiver Requires a Motion and a Roll Call Vote Pages: 133 -134 Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Roll Call Vote Y N A Comments: Barber Hagerman Blackstock Scearce Davis Warren Barksdale BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR 1. Buildings /Grounds March 2016 Reports: Pages: 138 -139 2. Animal Control March 2016 Reports: Pages: 140 -141 3. Letter from Governor McAuliffe /Certificate of Approval for Designation of Banister River Extension as a State Scenic River: Pages: 142 -143 4. Code Compliance March 2016 Report: Page: 144 CLOSED SESSION ADJOURNMENT Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale Time: TO BE ADDED P7 HEARING OF CITIZENS P8 CONSENT AGENDA P9 Regular Meeting March 7. 2016 Pittsylvania County Board of Supervisors Monday, March 7, 2016 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, March 7, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Elton W. Blackstock Tim Barber Ronald S. Scearce Jerry A. Hagerman Robert W. Warren Joe B. Davis Banister District Staunton River District Tunstall District Westover District Callands- Gretna District Chatham - Blairs District Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, Matthew Rowe, Director of Economic Development, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Alliance. Mr. Barksdale recognized the presence of Troopers Dickie and Jason Deal of Boy Scout Cub Pack #362 of Redwood Church. Approval of Aeenda Motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to approve the agenda with the following deletions: Item 8: Report from Agricultural Development Board (ADB) by Jay Calhoun, ADB Chairman Item 15: Fircfighter Training Program — Discussion from the Honorable Jerry A. Hagerman Mr. Blackstock's motion was unanimously approved by the Board. Hearine of the Citizens Hugh Mitchell of the Chatham/Blairs District made comments to the Board concerning the City of Danville Electric rates, as approximately 19,000 County residents are customers of it. Mr. Mitchell felt there should be more Pittsylvania County representation on the Utilities' board, and Mr. Mitchell did not feel the Utility Company should not be using power generated dollars for the City of Danville's budget. Grant Hearn, a Pittsylvania County resident who was diagnosed with autism in grade school and is a counselor at several autism camps in Virginia, said he wanted to create a setting where students could learn from those who specifically understood their needs and would like the Board of Supervisors to consider such a use for the National Guard Armory in Chatham that the U.S. Army Reserves had vacated. Karen Maute of the Westover District stated at the February Agricultural Development Board (ADB) meeting it was discussed by that board it wanted the Board of Supervisors to look at NO Regular Meeting March 7, 2016 integrated poultry industries again. Ms. Maute asked that studies be made now on the water quality so should such industries come into Pittsylvania County the water quality impact could be monitored. Ms. Maute asked that the Board work with the DEQ, the Dan River Basin and Roanoke Basis Associations in conducting these studies. Karen Maute of the Westover District again stated she felt the Agricultural Development Board was meeting illegally since member terms had not been approved by the Board of Supervisors for 2016 and questioned the "Hold Over Rule" opinioned by the Attorney General's office in that those in place would continue serving until new term appointments were made. She also asked the Board postpone discussion of the proposed Agricultural Development Board's By -Laws on the night's agenda until member seats /terms were appointed for 2016. Richard Shumate of the Westover District offered a word of prayer. Mr. Shumate again commented on the older county vehicles parked in the salvage yard and he not understanding why the County didn't issue the cars to departments for use. Lastly, Mr. Shumate said he didn't know why the County didn't build the new animal pound facility on land the County had already owned instead of buying the property located on U.S. HWY 29. Mary Catherine Plaster of the Chatham/Blairs District stated she was concerned about the disposition of the Chatham Armory as it was across the street from her home. Debra Dix of the Chatham/Blairs District echoed Ms. Maine's concerned with the ADB Bylaws and appointments, and she felt that Board should be made up of 'h members representing various agribusiness' and V2 the members being county citizen representatives from each district. Ms. Dix also felt the waterways in the County were already compromised from farm storm water runoff and integrated poultry industries would only compound the problem. James Dehart of the Westover District stated that during the February 25, 2016 Finance Committee meeting, the question arose about the 3 -year school bus lease the schools had entered into. Mr. Dehart said according to his calculations, another 4.5 buses more could have been bought than were leased. This concluded the Hearing of the Citizens. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Minutes: February 1, 2016 — Regular Meeting February 16, 2016 — Adjourned Meeting (b) Bill List — February 2016 (on line) (c) Proclamation — Boys & Girls Club Week, March 7 -13, 2016 (d) Proclamation - National Agriculture Day, March 15, 2016 (e) Declaration of Surplus Property & Authorization for Sale Mr. Barber's motion was unanimously approved by the Board. Vittfsplbania Couutp 27WRoarb of Ouperbi org i3rodamation BOYS & GIRLS CLUB WEEK March 7 -13, 2016 Whereas, the youngpeople ofPittsylvania County, Virginia, are tomorrow's leaders; and Pit Regular Meeting March 7, 2016 Whereas, many such young people need professional youth services to help them cope with a wide range ofsocial and financial hardships; and Whereas, the Chatham Unit of the Boys & Girls Clubs of the Danville Area organization is providing .services to more than 80 young people last year; and Whereas, the Boys & Girls Clubs are at the forefront of efforts in academic success, healthy lifestyles and good character and leadership; and Whereas, the Boys & Girls Club organizations in our state help ensure that our young people keep off the streets, offering them a safe and supportive place to go and providing them with quality programs; and Whereas, the Boys & Girls Clubs of Pittsylvania County will celebrate National Boys & Girls Club Week, along with some 4,100 Clubs and more than four million young children and teenagers; then Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors do hereby proclaim March 7 through March 13, 2016 as Boys & Girls Club Week in Pittsylvania County, and call on our citizens to join in recognizing and commending the Boys & Girls Club organizations in our state for providing comprehensive, effective services to young people in our communities. Ms. Cindy Martin, Director for the Chatham branch of the Boys & Girls Club was present to accept the proclamation. Vitt!gptbania Countp 7,190oarb of 6uperbi oro vrodamation NATIONAL AGRICULTURE DAY March I5, 2016 "AGRICULTURE: STEWARDS OFA HEALTHYPLANET" WHEREAS, agriculture development in Pittsylvania County is one of the major economic resources of the County and ranks in the top 10 of Agribusiness Counties in the Commonwealth with over $62 million in agriculture receipts based on crops and livestock, and WHEREAS, the Virginia Department of Agriculture and Consumer Services suggests this a perfect opportunity to give credit to the farmers of our state and county; and WHEREAS, National Agriculture Day is an important celebration in Virginia because agriculture is the Commonwealth's largest industry that contributes $52 billion to the state's economy each year, creates hundreds of thousands of jobs and involved more than 40,000 farms that occupy over 8 million acres of Virginia, constituting 33 percent of its total land area; and WHEREAS, agriculture in the Commonwealth is a diversified industry with products encompassing livestock field crops, fruits, vegetables, poultry, dairy, aquaculture, vineyards, and more; and the mild climate and rich soil of Virginia provide an environment in which crops are harvested nearly year- around; and P12 Regular Meeting March 7, 2016 WHEREAS, the National Ag Day Program believes every American should understand how food, fiber and renewable resource products are produced and should value the essential role of agriculture in maintaining a strong economy, and appreciate the role Virginia agriculture plays in providing safe, abundant, and affordable products, and WHEREAS, because only two percent of the population is engaged in production of agriculture, basic knowledge about and experience with the industry is on the decline, and National Agriculture Day helps young people to understand and consider career opportunities in the agriculture like farm productions, agribusiness management and marketing, agricultural research and engineering, food science, processing and retailing, banking, education, landscape agriculture, urban planning, energy, and many other fields; then BE IT HEREBY PROCLAIMED by the Pittsylvania County Board of Supervisors that March 15, 2016 be proclaimed "National Agriculture Day" in Pittsylvania County and all citizens of Pittsylvania County are encouraged to thank a farmer for the products they provide which enrich our daily lives and urges parents, grandparents, and educators to inform young children on the importance of local agriculture and to consider career opportunities in the agriculture, food and fiber industries. Ms. Jessica Jones, Agricultural Educator /FFA Advisor with Pittsylvania County Schools, was present to accept the Proclamation. Ms. Jones thanked the Board of Supervisors for their support of agricultural education and the FFA students in Pittsylvania County. Vftt!gplbanta Countp 38oarb of 6uperbioors; RESOLUTION 2016 -03 -02 DECLARATION OF SURPLUS PROPERTY AND AUTHORIZATION FOR SALE VIRGINIA: At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, March 7, 2016, the following resolution was presented and adopted: WHEREAS, § 15.2 -951, Code of Virginia, 1950, as amended, provides broad authority for counties to dispose of personal property for the purpose of exercising their powers and duties; and WHEREAS, various personal property and loose fittings owned by Pittsylvania County (the "County ") located in the old Theatre, 25 Pruden Street, Chatham, Virginia, 24531, Quonset hut, 25 Pruden Street, Chatham, Virginia, 24531, and the old Piedmont Chevrolet Building (not including property of the Sheriffs Office), 11880 U.S. Highway 29, Chatham, Virginia, 24531 (collectively the "premises "), are obsolete and no longer serve any useful purposes; and WHEREAS, the Pittsylvania County Board of Supervisors (`BOS ") is of the opinion that it is in the best interest of the County to dispose of said property. P13 Regular Meeting March 7, 2016 NOW, THEREFORE, BE IT RESOLVED by the BOS that the above - referenced property is hereby declared surplus property; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the County Administrator is directed and authorized to proceed with the sale of said items placing them for public auction to be held in the Spring or Summer of 2016; and NOW, THEREFORE, BE IT FURTHER RESOLVED that no County employees may participate in the bidding on any surplus property described herein; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the proceeds from the sale of this property shall be deposited in the County's General Fund; and NOW, THEREFORE, BE IT FURTHER RESOLVED that all property for which no bid is received, or for which such property is not removed from the above - referenced premises by the successful bidder, under authorization from the County Administrator, said appropriate property shall be disposed of in the County's landfill, and the BOS shall waive all associated tipping fees. Presentations Matthew Rowe, Director of Economic Development for Pittsylvania County, presented the Board of Supervisors with an update on economic development in Pittsylvania County. His PowerPoint presentation gave an overview of the process associated with the Board's work session, "A Strategic Conversation on Economic Development" in October 2014; the Board's creation of the Economic Development Department that included the hiring of an Economic Development Director; the need for additional infrastructure within the County to attract new businesses; and the Mr. Rowe's thoughts on the need create strategies to focus towards small businesses, agribusinesses, tourism, and advanced manufacturing. New Business The Finance Committee met on February 25, 2016, March 4, 2016, and March 7, 2016. No recommendations for the Board came from the February 251h and March 7th meetings. Motion came from the Finance Committee to approve the proposed school and county budgets presented at the Committee's meeting to advertise for a public hearing to receive citizen input on March 21, 2016 as follows: SCHOOL BOARD Adopted Proposed Budget Budget 2015 -2016 2016 -2017 REVENUES From Sales Tax 9,638,784 10,185,738 From State Funds 48,056,835 50,189,397 From Federal Funds 8,195,423 7,866,361 From Local Funds 16,910,298 16,736,709 Cafeteria Receipts 5,175,138 5,066,404 From Other Funds 1,697,663 1,445,024 P14 Regular Meeting March 7, 2016 Total $ 89,674,141 $ 91,489,633 COUNTY 2015 -2016 2016 -2017 EXPENDITURES ADOPTED PROPOSED General Gov't Expense 3,477,553 3,953,532 Judicial Admin. Expense 1,603,931 1,631,627 Public Safety 15,735,991 16,014,035 Health Dept. /Social Services 10,596,526 10,838,399 Public Works 3,289,084 3,062,347 Education Expense 89,683,146 91,499,245 Parks, Rec. & Cultural 1,784,975 1,667,827 Grants 3,503,949 5,461,638 Community Dev. Expense 10,082,174 8,383,865 Capital Projects 875,656 1,402,901 Debt Service 12,707,348 12,857,171 Transfers 19,649,496 18,652,420 Misc/Non- Departmental 319,525 375.025 TOTAL $ 173,309,354 $175,800,032 2015 -2016 2016 -2017 REVENUES ADOPTED PROPOSED Local Funds 49,929,224 48,307,107 State Funds 83,695,184 84,548,740 Federal Funds 16,086,532 18,272,794 CIP Carryover 1,563,324 2,526,564 Carryover 579,594 239,700 Fund Balance 1,806,000 3,252,707 Transfers 19,649,496 18,652,420 TOTAL $ 173,309,354 $175,800,032 The Finance Committee's motion passed by a 4 to 3 majority vote of the Board, with Mr. Barber, Mr. Hagerman, and Mr. Scearce opposing. Motion was made by Mr. Barber, seconded by Mr. Hagerman, for the reappropriation of $41,184.32 as follows: $200.00 to Clerk of Court- Copier Lease (100 -4- 021600 - 60051), $538.50 to Sheriff - Printing (100 -4- 031200 - 3500), $74.63 to Sheriff - Postage (100-4-031200-5210), $43.74 to Sheriff - Office Supplies (100 -4- 031200- 6001), $4,700.00 to Sheriff - Rental (100 -4- 031200 - 6005), $240.49 to Sheriff -Fuel, $697.80 to Sheriff -Parts (100 -4- 031200 - 6030), $380.00 to Sheriff -Labor (100 -4- 031200 - 6031), $33.23 to VFD- United Way Contribution (100 -4- 032200 - 5667), $418.10 to Extradition (100 -4- 033100 - 5550), $106.90 to Jail -Food Supplies (100 -4- 033100- 6002), $10,542.54 to E911- Telephone (100 -4- 035500 - 5230), $507.00 to B &G- Boiler Insurance (100 -4- 043100 - 5301), $3,933.00 to B &G -Fire Insurance (100 -4- 043100 -302), $250.00 to CSA- Training & Education (100- 4- 053500 - 5540), $260.00 Library - Postage (100 -4- 073100 - 5210), $797.00 to Library -Office Supplies P15 Regular Meeting March 7, 2016 (100 -4- 073100 - 6001), $11.08 to Library- Furniture &Fixtures (100 -4- 073100 - 6003), $500.00 to Library-Books & Subscriptions (100 -4- 073100- 6012), $14,429.42 to WIA -Rent (251- 4- 353853- 6014), $2,500.00 to WIA -Other Operating (251 -4- 353878- 6014), $20.89 to SW Disposal - Telephone (520 -4- 042400 - 5230). This motion required a 10 -Day Layover. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate $37,934 from unappropriated funds to line item 520 -4- 042400 - 603400 for repairs to the 836G Caterpillar Compactor as this is the machine used as a backup machine to achieve the compaction rates and provide the daily cover required by the Department of Environmental Quality. Mr. Blackstock's motion required a 10 -Day Layover. Dean Fowler, President of the Fire & Rescue Association and a member of the Fire & Rescue Study Committee, told the Board the Study Committee was made up of the following: Dean Fowler, Jim Davis — Director of Emergency Management for Pittsylvania County; Ron Merricks -Mt Hermon VFD, Gracie Mays, Mike Neal -Chief of the Ringgold VFD; Scott Hutcherson - Chief of the Renan VFD; Scottie Adams - Captain of the Cool Branch VFD; Steve Bowman- Pittsylvania County Fire Marshal; Anthony Eric Colbert-Hurt VFD. Mr. Fowler stated the Study Committee would report back to the Board of Supervisors with updates sometime mid - summer. Mr. Fowler also gave the Board the Study Committee's Mission and Vision Statements as follows: Mission Statement: "The Mission Statement of the Pittsylvania County Fire and Rescue Association is "To provide equitable fire, rescue, and emergency services to all residents and locations of Pittsylvania County through an organized and sustainable structure offre and emergency volunteers. " Vision Statement: "We envision a unified network of volunteer fire and rescue departments that will provide uniform services to the entire area of Pittsylvania County. To accomplish this, we feel a need to review the organizational structure of the existing system including training, reporting, budgeting, and delivery of services, and communication procedures that will ensure Pittsylvania County receives the best level of service available. We envision all departments operating under an adopted set of Standard Operating Guidelines. These guidelines will be county wide and also adopted by the governing body of the County. We envision an equitable system for allocating funds to departments. We envision a centralized purchasing department for all departments to ensure proper management of limited resources. We envision all departments willingly participating in a comprehensive county wide structure that will move the County forward in services and accountability. We envision accountability at all levels of departmental management. We envision the fire and rescue program of Pittsylvania County to be funded primarily by County funds, relieving the individual departments from excessive fund raising. P16 Regular Meeting March 7, 2016 We envision an aggressive recruitment and retention program to ensure adequate service volunteers for all emergency needs, both present and future. " No action by the Board was taken. Greg Sides, Assistant County Administrator for Planning & Development, presented the Agricultural Development Board's proposed revised By -Laws. Mr. Sides states some of the proposed revisions were: 1) that the name be changed from Pittsylvania County Agricultural Development Board to Pittsylvania County Agricultural Advisory Committee ( PCAAC), to emphasize its advisory role; 2) that the eleven non - voting members be eliminated, with PCAAC membership consisting of 13 members representing identified sectors of agricultural activities and agribusinesses. The PCAAC would continue to submit membership nominees to the Board of Supervisors for appointment. Mr. Sides stated that staff recommended the following amendment to the presented draft revisions for Article II: Purpose; Item 6: that Chairman, or his designee, shall serve on the County wig eversee Me feria* of s search committee to recruit, interview and recommend a replacement for said vacancy, in accordance with all applicable Pittsylvania County policies and procedures. that %, Motion was made by Mr. Warren, seconded by Mr. Barber, to approve the bylaws are presented, and to include staff recommendations brought forth by Mr. Sides. After discussion, a substitute motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to include the following revisions: • Under Article II; Purpose; Provide feedback on the Director of Agribusiness' job performance in accomplishing the PCAAC's goals as part of his /her annual performance evaluation conducted by the County's Director of Economic Development. Periedieally evaluate the r .. vets of Agribusiness Deyele.. ing in aeeemplishing the ("CA"). • In the event of a vacancy in the position of Director of Agribusiness Development, the PCAAC Chair, or his designee will serve on the County will eve_see the forming of a search committee to recruit, interview, and recommend a replacement for said vacancy, in accordance with the all applicable County policies and procedures. that will submit e adatien to the GA to fill said ....ea flee and to bring the final draft back on the March 15, 2016 Consent Agenda for the Board to consider. Mr. Blackstock's motion passed by a majority 5 to 2 vote of the Board, with Mr. Barber and Mr. Warren opposing. Mr. Monday explained the bill known as House Resolution 2929, Supporting Home Owner's Rights Enforcement Act (hereinafter H.R. 2929, SHORE Act) was included in the North American Energy Security and Infrastructure Act of 2015, H.R. 8, as Section 1201, for the purpose to require the Federal Energy Regulatory Commission (hereinafter FERC) to minimize infringement on the exercise and enjoyment of private property rights when issuing hydro - electric power licenses, and for other purposes. The Tri-County Lakes Administrative Commission (TLAC) has respectfully requested the Counties of Bedford, Campbell, Franklin and Pittsylvania endorse the provisions of H.R. 2929 as being essential for the protection of private property rights for owners of shoreline property along the nation's hydro - electric property. Submitted to the Board of their consideration was Resolution 2016- 03 -01; acknowledging the Pittsylvania County Board of Supervisors' support of H.R. 2929; Supporting Home Owners Rights Enforcement (SHORE) Act. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to approve Resolution 2016 -03 -01 and P17 Regular Meeting March 7, 2016 authorize the County Administrator to forward an executed copy to TLAC. Mr. Hagerman's motion was unanimously approved by the Board. Vittglbauia County Jgoarb of Ouperbigorg RESOLUTION 2016 -03 -01 A RESOLUTION AUTHORIZING THE SUPPORT OF THE S.H.O.R.E. ACT VIRGINIA: At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, March 7, 2016, the following resolution was presented and adopted: WHEREAS, Congressman Robert Hurt has introduced into the House of Representatives, House Resolution 2929 ( "HR 2929'), known as the Supporting Home Owner Rights Enforcement Act ( "S.H.O.R.E. Act"); and WHEREAS, the Tri- County Lake Administration Commission ('TLAC'), at its meeting held on February 9, 2016, passed a resolution authorizing TLAC to submit to Congress a letter in support of HR 2929. TLAC farther suggested that the four (4) TLAC Counties sign letters in support of the Bill; and WHEREAS, through the relicensing process for the Smith Mountain Lake hydro project, as well as the amendments to the Shoreline Management Plan, the localities were hampered by the failure of the Federal Power Act to minimize the infringement on the exercise and enjoyment of property rights; and WHEREAS, because of this the Federal Energy Regulatory Commission has failed to give due consideration of private property and private use and enjoyment of land adjoining the Smith Mountain Lake Project. Now, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors does hereby approve this resolution and authorize the County Administrator to prepare a letter to be signed by the Chairman of the Board of Supervisors; and further directs the County Administrator to forward the letter to the sponsors of the Bill, the Clerk of the House of Representatives, and to the Chairman of the Committee on Energy and Commerce. Mr. Davis stated to the Board of Supervisors that the County was poised for new technology and opportunities for solar energy. Given that, the Board needed to implement legality and put zoning regulations in place for solar farms, particularly covering decommission of such as most solar farms are obsolete after approximately 20 years. Motion was then made by Mr. Davis, seconded by Mr. Blackstock, to refer this subject to the Legislative Committee, which was unanimously approved by the Board. Mr. Monday explained on April 28, 1954 the Pittsylvania County Board of Supervisors passed a resolution and entered into an agreement with the Commonwealth of Virginia to construct a P18 Regular Meeting March 7, 2016 standard one unit Armory in Pittsylvania County. The Board also conveyed to the Commonwealth a lot not less than 5 acres known as part of the Old Chatham Elementary School lot situated on the western side of South Main Street in the Town of Chatham, Pittsylvania County, Virginia. The Board of Supervisors also contributed $20,000 toward the construction of the Armory. The anticipated cost of the Armory was not to exceed $160,000. The Board also agreed to assume costs of repair, maintenance and operation of said armory, landscaping, supplying necessary facilities such as water, electricity, sewers and sewage disposal, to a point designated by the architects within five (5) feet of the building, and such caretaker and/or janitorial personnel as may be necessary. An amendment was made to the original agreement on the 22 "d day of April 1985. Mr. Monday continued that over the past five years the approximate cost to the County for water, sewer, electrical, gas, janitorial supplies, and labor has averaged around $30,000 per year. Of that cost, the Department of Military Affairs has reimbursed the County 25 %. Mr. Monday said Armory was in relatively good condition considering the age. The roof has been recently replaced, a new boiler system has been installed, and it has a new gas backup generator. The Armory consisted of approximately 13,500 square feet with the dominant space of approximately 7,500 square feet as the gymnasium set up for basketball. Well over 50% of the facility is gymnasium. Since 1985, the upkeep of the Armory has been included in the Building and Grounds budget. All necessary repairs has been provided by Building & Grounds or contracted out and that department has continued to maintain the facility. Mr. Monday said on 02 -04 -2016, the Virginia National Guard announced closure of the Chatham Armory. Disposition of the property will be decided by the Commonwealth of Virginia. It is believed that the County may have the right of first refusal. The Virginia National Guard's leadership has asked the Board of Supervisors if the County wants to own the building and grounds that it donated for the construction of the same. Mr. Monday the Board of Supervisors needed to decide if it wishes to own the property by a simple majority vote by the Board. If the Board does decided it wished to own the property, Staff would notify the Virginia National Guard leadership. Mr. Monday said the next steps for the County would include adoption of a resolution authorizing the acceptance of the property by the County and approval of an Interim Agreement to occupy the property prior to final transfer of the property to the County. Motion was made by Mr. Warren, seconded by Mr. Barber, which the Board wished to own the property, and authorized staff to notify the Virginia National Guard leadership of the Board's wishes. Mr. Warren's motion was unanimously approved by the Board. Mr. Blackstock stated that he wished for an environmental assessment on the property prior to accepting it. Mr. Monday explained the Wildlife Foundation of Virginia now owned 845 Georges Lane in Blairs, GPIN 2421 -35 -4527, measuring 212.7 acres in size. The Foundation intended to operate the property as a wildlife management area with restricted access to the public. The current state maintained Georges Lane extends over 650 feet into the Foundation property before it dead ends. In order to place a gate at the entrance to the Foundation property, the last approximately 650 foot section of the road needed to be abandoned and removed from the public highway system. There are no other properties served by the section of road proposed for abandonment, Mr. Monday said. Furthermore, Mr. Monday said the required procedure for the Board of Supervisors to abandon an existing road, or portion of a road, is as follows: 1) The Board of Supervisors must decide that no public necessity exists for the continuance of the public road; 2) After an affirmative majority vote, the Board of Supervisors must send a formal notice of its intent to abandon the road to the VDOT Commissioner; 3) The Board of Supervisors must post notice in at least three (3) places on and along the road P19 Regular Meeting March 7, 2016 sought to be abandoned for at least thirty (30) days; 4) The Board of Supervisors must publish notice of its intent to abandon the road in two (2) or more issues of a newspaper having general circulation in the County; 5) The Board of Supervisors must then wait thirty (30) days for any interested party to request a public hearing of or related to the road abandonment; and 6) If a request for a public hearing does not occur, the Board of Supervisors, within the four (4) months of the thirty (30) day posting period, must pass an ordinance or resolution requesting VDOT to abandon the road. Motion was made by Mr. Warren, seconded by Mr. Barber, that the Board of Supervisors has determined that no public necessity exists for the continuance of the public road, as delineated on the attached plat, and authorizing posting and publishing a Notice of Intent to Abandon, including a willingness to hold a public hearing, and authorizing the County Administrator to forward the required documentation to VDOT. Mr. Warren's motion was unanimously approved by the Board. Mr. Monday stated that as directed by the Board at their February 16, 2016 meeting, staff contacted the County's local VDOT Residency office with the Board's inquiry on whether the County was required to have a local Road Viewers Board. Staff was told that according to §33.2 -706 of the Code of Virginia, 1950, as amended, the Board is not required to appoint Road Viewers. Furthermore, said Mr. Monday, staff has not located any activity of the Road Viewers Board since 2009. Prior to that rime, it appeared the Road Viewers met with VDOT representatives in the fall to review petitioners' requests for roads to be taken into the Secondary System. The last located report/recommendation from the Road Viewers was in 2007. Some contributing factors to this appeared to be: 1) with better subdivision ordinances that are enforced, development of less than standard roads in subdivisions has diminished; and 2) most of the roads eligible under Rural Addition have already been constructed. Motion was then made by Mr. Blackstock, seconded by Mr. Scearce, to dissolve the Pittsylvania County Road Viewers Board and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis - Yes; Mr. Warren-Yes; and Mr. Barksdale -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Closed Session Motion was made by Mr. Warren, seconded by Mr. Barber, to enter into Closed Session, with the inclusion of Mr. Sides and Mr. Rowe, for the following: Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community. Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project Bell Propose: Discussion of Potential Economic Development Incentive Package Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community. Legal Authority: §2.2- 3711(A)(5), Code of Virginia, 1950, as amended Subject: Project 950 P20 Regular Meeting March 7, 2016 Propose: Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating its facilities in the community The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock- Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Warren's motion was unanimously approved by the Board and the Board entered into Closed Session at 9:05 PM. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to re -enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on March 7, 2016, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. The Board re- entered into Open Session at 9:42 PM. Adiournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 9:43 pm. P21 Vote Tim R. Barber Yes Jerry A. Hagerman Yes Elton W. Blackstock Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Jessie L. Barksdale Yes The Board re- entered into Open Session at 9:42 PM. Adiournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 9:43 pm. P21 Adjourned Meeting March 15, 2016 Pittsylvania County Board of Supervisors Tuesday, March 15, 2016 Adjourned Regular Meeting VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was held on Tuesday, March 15, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The following members were present: Jessie L. Barksdale Elton W. Blackstock Tim Barber Ronald S. Scearce Jerry A. Hagerman Robert W. Warren Joe B. Davis Banister District Staunton River District Tunstall District Westover District Callands -Gretna District Chatham - Blairs District Dan River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Moment of Silence, and then the Pledge of Alliance. Approval of Aaenda Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the agenda, with the addition of a Closed Session under the Authority of $2.2- 3711(A)(1) of the Code of Virginia, as amended; Subject Matter: County Administrator; Purpose: Employment Contract, which was unanimously approved by the Board. Hearin¢ of the Citizens Karen Maute of the Westover District again commented on her feeling that the "Hold Over Rule" of members to board/commission /committee seats until another appointment was made and commented on by the Attorney General's Office, was not correct and until evidence was proved otherwise, she felt that half of the Agricultural Development Board was not legal. And, she continued, if it is not legal, the Board of Supervisors should not be entertaining any of the Agricultural Board's recommended bylaws. Richard Shumate of the Westover District commented on a letter submitted to the Chatham Star Tribune from Delegate Danny Marshall on lottery dollars that go towards schools and wanted to know just where these dollars contributed were at. Mr. Shumate also disagreed with the General Assembly's not removing Pittsylvania County from the code allowing its ability to impose a Solid Waste Collection fee, and since it was not removed, it would allow the Board to reinstate it whenever they felt like doing so. Mr. Shumate also stated he felt the Board was spending too much money on the new Animal Shelter property, and that the County needs to save more and spend less. This concluded the Hearing of the Citizens. P22 Adjourned Meeting March 15, 2016 Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Warren, to approve the Consent Agenda, which was approved by the Board of Supervisors. (a) Congratulatory Letter — Diane Adkins, retired Director of Pittsylvania County Public Library (b) Purchase of Service Weapon — retiring Deputy Ricky Mayo (c) Agriculture Development Board Amended By -Laws Approval Mr. Barber's motion was approved by a majority 5 to 2 vote of the Board, with Mr. Hagerman and Mr. Scearce opposing. Public Hearing Public Hearing to receive citizen input on the proposed amendment to Section 35 -819; Maintenance and Removal of Signs, of the Pittsylvania County Zoning Ordinance. Mr. Monday stated the amendment to Section 35 -819; Maintenance and Removals of Signs of the Pittsylvania County Code would eliminate "and it shall he the duty of the applicant at the hearing to prove by affidavit that he has fully complied with the requirements of this section and has continuously maintained the sign or signs up to the time ofthe public hearing. Mr. Barksdale opened the public hearing at 7:16 PM. No one signed up to speak and Mr. Barksdale closed the hearing at 7:18 PM. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the amendment to Section 35 -819; Maintenance and Removals of Signs of the Pittsylvania County Code as presented and the following Roll Call Vote was recorded: Mr. Barber - Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Blackstock's motion was unanimously approved by the Board. This concluded the Public Hearing. Presentations As Mr. Jay Calhoun was not present, no report from the Agricultural Development Board was presented and no action was taken by the Board of Supervisors. Katie Millner, CSA Coordinator for Pittsylvania County, presented the Community Policy Management Team's (CPMT) Quarterly Report. Ms. Millner stated all members were currently in compliance with the Board of Supervisors' Resolution 2014 -10 -20 for Calendar Year 2016. Ms. Millner did state Ms. Kathryn Plumb missed her fourth CPMT meeting on December 17, 2015. Ms. Plumb had submitted a letter requesting approval of mitigating circumstances for lack of attendance due her retiring from the Pittsylvania - Danville Health District on January 29, 2016, and during the week of December 17, 2015, she was in attendance at mandated training. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve Ms. Plumb's request for mitigating circumstances for her 4`h missed CPMT meeting, which was unanimously approved by the Board of Supervisors. New Business The Personnel Committee met at 4:00 PM on Wednesday, March 9, 2016 under Closed Session for the following purposes: (a) Discussion or consideration of assignment, promotion, performance or salaries of specific employees of a public body. P23 Adjourned Meeting March 15, 2016 Authority: Subject Matter: Purpose: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended County Attorney Annual Performance Review (b) Discussion or consideration of assignment, promotion, performance or salaries of specific employees of a public body. Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Employment Contract No recommendations came from the Personnel Committee. The Legislative Committee met at 5:00 PM on Tuesday, March 15, 2016 for the following purposes: (a) Statement of Economic Interest & Annual Filing Requirements Mr. Hunt (b) Model of Excellence Form Mr. Hunt (c) Board of Supervisors Agenda & Public Meeting Notice — Mr. Monday & Mr. Hunt (d) Discussion of Solar Panel Use/Restrictions — The Honorable Joe Davis; Mr. Sides, Mr. Shelton, & Mr. Hunt (e) Taxicab Ordinance — The Honorable Shirley Hammock (f) Other Items of Discussion - TBD (g) Recommendations to the Board of Supervisors No recommendations came from the Legislative Committee. Mr. Sides stated in December 2015, the Board of Supervisors began discussions with VDOT representatives on requests by citizens for Watch for Children signs. VDOT explained the County would need to file Land Use Permits (to include an adopted resolution) with VDOT as the first step. VDOT would also need to approve the location of such a sign. The Board of Supervisors directed Staff to begin the application process. Included in the packet information before the Board was the VDOT Land Use Permit Application (LUP -A), the required resolution; Resolution 2016- 03 -03; and VDOT Land Use Permit Erosion & Sediment Control Contractor Certification (LUP- ESCCC). Mr. Sides stated a $100 application fee was required to be submitted with the application and funds for the fee were already available in Line #100 -4- 043100 -6048. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to: (a) approve submission of the Land Use Permit Applications; (b) authorize the County Administrator to sign all necessary documentation; and (c) approve Resolution 2016- 03 -03, which would accompany the LUP Application. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock- Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Blackstock's motion was unanimously approved by the Board. P24 Adjourned Meeting March 15, 2016 i9ittolbauia Couutp 38oarb of 6uperbi ors RESOLUTION 2016 -03 -03 LAND USE PERMIT RESOLUTION VIRGINIA: At a regular meeting of the Board of Supervisors of Pittsylvania County, Virginia, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, March 15, 2016, the following resolution was presented and adopted: WHEREAS, it becomes necessary from time to time for the Board of Supervisors of County of Pittsylvania, Virginia to obtain land use permits from the Virginia Department of Transportation to install, construct, maintain and operate certain public works and public utilities projects along, across, over and upon highway systems of the Commonwealth of Virginia; and WHEREAS, expense, damage or injury may be sustained by the Commonwealth of Virginia growing out of granting to the Board of Supervisors of Pittsylvania County, Virginia by the Department of Transportation of said permits for the work aforesaid; and NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Pittsylvania County, Virginia this 15th day of March, 2016: Section 1: That in accordance with the provision of Section 24VAC30 -151 -720 of the Land Use Permit Regulations of the Virginia Department of Transportation, the Board of Supervisors of Pittsylvania County, Virginia does hereby grant assurances to the Virginia Department of Transportation (VDOT) that it shall in all respects comply with all of the conditions of the permit or permits that have been, or will be, granted to the Board of Supervisors of Pittsylvania County, Virginia and that said jurisdiction does hereby certify that it will carry liability insurance for personal injury and property damage that may arise from the work performed under permit and/or from the operation of a permitted activity as follows: up to one - million dollars ($1,000,000,000) each occurrence to protect the Commonwealth Transportation Board members and the Virginia Department of Transportation's agents or employees; seventy-five thousand dollars ($75,000) each occurrence to protect the Commonwealth Transportation Board, the Virginia Department of Transportation or the Commonwealth of Virginia in the event of suit. Section 2: That the County Administrator, Chair for the Board of Supervisors, or their designee, be, and hereby is authorized to execute on behalf of the Board of Supervisors for Pittsylvania County, Virginia all land use permits and related documents of the Virginia Department of Transportation. Section 3: That is resolution shall be a continuing resolution and shall not be revoked until and until sixty (60) days written notice of any proposed revocation be submitted to the Virginia Department of Transportation. P25 Adjourned Meeting March 15, 2016 Section 4: That the Board of Supervisors for Pittsylvania County, Virginia shall, if requested by the Virginia Department of Transportation, provide a letter that commits to using the surety provided by its contractor or to have the contractor execute a dual obligation rider that adds the Virginia Department of Transportation as an additional obligee to the surety bond provided to the locality, with either of these options guaranteeing the work performed within state maintained right -of -way under the terms of the land use permit for that purpose. BE IT STILL RESOLVED that all the County Administrator, Chair for the Board of Supervisors for Pittsylvania County, Virginia, or their designee, be, and hereby is authorized and directed to procure insurance required by Section 1 herein. The foregoing Resolution was adopted by the Board of Supervisors for Pittsylvania County, Virginia at its adjourned meeting held on Tuesday, March 15, 2016 in Chatham, Virginia. Mr. Sides stated than in conjunction with approval to submit the LUP Application with VDOT, the Board had also directed staff to draft and bring back to the Board for approval a Watch of Children Sign Application/Agreement for a 50/50 cost share agreement between the County and citizens requesting such a sign. Before the Board was the draft application/agreement for the Board's consideration. Mr. Sides stated that at this time the cost of such sign is $150, which would be a 50/50 cost share of $75 each between the County and the applicant. Motion was made by Mr. Davis, seconded by Mr. Blackstock, to approve the Watch of Children Sign Application/Agreement as presented, which was unanimously approved by the Board. Apnointments Motion was made by Mr. Davis, seconded by Mr. Warren, to appoint Ruth Walden as a representative for Pittsylvania County to serve a three (3) year term on the Southern Area Agency on Aging, Inc. Board beginning March 16, 2016 and ending March 15, 2019. Mr. Davis' motion was unanimously approved by the Board. Board Announcements Mr. Barksdale stated Mr. Monday, County Administrator, had added valued to the County; that he had not worked with anymore more professional than Mr. Monday, and felt Mr. Monday had helped the Board of Supervisors move forward, and in turn, had helped the County to move forward. Mr. Barksdale thanked Mr. Monday for everything he had done since coming to Pittsylvania County. County Administrator Comments Mr. Monday thanked Mr. Barksdale for his kind words, which were greatly appreciated. Mr. Monday reminded all the Board members that the 21" Annual Pittsylvania County Employee Service Awards would be held on Wednesday, March 23, 2016 at 3:00 PM in the General District Courtroom. Closed Session Motion was made by Mr. Barber, seconded by Mr. Warren, to enter into Closed Session and to include Mr. Hunt, Mr. Sides and Mr. Rowe in Closed Session for discussion of the following: Discussion or consideration of assignment, promotion, performance or salaries of specific employees of a public body. P26 Adjourned Meeting March 15, 2016 Authority: §2.2- 3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Employment Contract/Letter of Resignation The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman-Yes; Mr. Blackstock -Yes; Mr. Scearce -Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr. Barber's motion was unanimously approved by the Board. The Board entered into Closed Session at 7:50 PM. Motion was made by Mr. Warren, seconded by Mr. Blackstock, to re -enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on Tuesday, March 15, 2016, the Committee hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. The Board re- entered into Open Session at 8:20 PM. Motion was made by Mr. Blackstock, seconded by Mr. Barber, directing the County Attorney to amend Mr. Monday's employment contract through December 31, 2016 via discussions with Mr. Warren, and to bring the amended contract back to the Board of Supervisors for their approval. Mr. Blackstock's motion was unanimously approved by the Board. Adiournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:21 PM. P27 Vote Tim R. Barber Yes Jerry A. Hagerman Yes Elton W. Blackstock Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Jessie L. Barksdale Yes The Board re- entered into Open Session at 8:20 PM. Motion was made by Mr. Blackstock, seconded by Mr. Barber, directing the County Attorney to amend Mr. Monday's employment contract through December 31, 2016 via discussions with Mr. Warren, and to bring the amended contract back to the Board of Supervisors for their approval. Mr. Blackstock's motion was unanimously approved by the Board. Adiournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn the meeting, which was unanimously approved by the Board. The meeting ended at 8:21 PM. P27 FY2016 -17 Proposed Budget Public Hearings March 21. 2016 Pittsylvania County Board of Supervisors Monday, March 21, 2016 FY2016 -17 Proposed Budget Public Hearings VIRGINIA: The FY2016 -17 Proposed Budget Public Hearings of the Pittsylvania County Board of Supervisors were held on Monday, March 21, 2016 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 PM. The following members were present: Tim R. Barber Ronald S. Scearce Joe B. Davis Jerry A. Hagerman Robert W. Warren Elton W. Blackstock, Jr. Tunstall District Westover District Dan River District Callands- Gretna District Chatham - Blairs District Staunton River District Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Kim Van Der Hyde, Director of Finance, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also present. Mr. Barksdale led the Pledge of Alliance. Mr. Barksdale recognized in attendance Boy Scouts Chaz Nickens and Brian Morris of Trooper #374. Mr. Barksdale also recognized in attendance members of the Pittsylvania County School Board, the Honorables Calvin D. Doss, J. Samuel Burton, R. Todd Sanders, and George Henderson, and School Superintendent Dr. Mark Jones. Mr. Barksdale also recognized the Honorable Mike Taylor, Sheriff, present during the meeting. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda, which was unanimously approved by the Board. Public Hearings The Board of Supervisors of Pittsylvania County, Virginia, held a public hearing to hear citizen input on the proposed School Budget for fiscal year 2016 -2017. The School Budget was part of the overall County Budget, which did not include a tax increase. A separate public hearing was to be held on the proposed County Budget. A summary of the proposed School Budget was presented as follows: P28 FY2016 -17 Proposed Budget Public Hearings March 21, 2016 SCHOOL BOARD From Sales Tax From State Funds From Federal Funds From Local Funds Cafeteria Receipts From Other Funds Total EXPENDITURES Instruction Admn. /Attend & Health Svcs Pupil Transportation Operation & Maintenance Non - Instructional Operations Technology Cafeteria Total Adopted Budget 2015 -2016 9,638,784 48,056,835 8,195,423 16,910,298 5,175,138 1.697.663 $ 89,674,141 61,238,429 3,219,622 6,123,227 7,980,840 3,256,106 2,680,779 5,175,138 $ 89,674,141 Proposed Budget 2016 -2017 10,185,738 50,189,397 7,866,361 16,736,709 5,066,404 1,445.024 $ 91,489,633 62,216,811 3,370,527 6,634,246 7,964,335 3,412,865 2,824,445 5,066,404 $ 91,489,633 Mr. Monday summarized the proposed FY2016/17 Pittsylvania County School Budget, noting the proposed school budget of $91,489,633 that contained local funding of $16,736,709; was part of the County's FY 2016 -17 Budget, and cannot be approved until 7 days after this public hearing. This public hearing, said Mr. Monday, was advertised in the Chatham Star Tribune on March 9, 2016, which met the requirement of State Code section 15.2 -2506 concerning publication and notice. Mr. Barksdale opened the public hearing at 7:1 Opm. The following citizens signed up to speak: Rev. Joan Tarpley- Robinson of the Banister District, Pastor of the Rosebud Baptist Church, and former educator, made comments supporting the advertised proposed school budget. Gracie Mays of the Tunstall District made comments that referred to the referendum held in December 2000 for the middle schools that were built/closed/and renovated, and again on the referendum held in November 2007 for high school renovations, and that in both there appeared be lack of planning during construction that resulted in higher construction costs. Ms. Mays say in both cases, funds did not appear to be handled well and while she supported funds for education, she also felt the funds for schools should be more closely supervised and wisely spent. Ms. Mays encouraged the Board of Supervisors to visit all four high schools to see how they were already showing signs of overcrowding and the renovations were only recently completed in the last couple of years. No one else signed up to speak and Ms. Bowman closed the public hearing at 7:16 PM. P29 FY2016 -17 Proposed Budget Public Hearings March 21, 2016 The Board of Supervisors of Pittsylvania County, Virginia, held a public hearing to hear citizen input on the proposed 2016 -2017 County Budget. This Budget would not be considered for adoption until seven (7) days after the public hearing. Below is a brief synopsis of the Budget, which shall be for informative and fiscal planning purposes only. The budget did not propose a tax increase. A separate public hearing was held earlier to hear citizen input on the proposed School Budget. GOVERNMENT Mr. Monday summarized the proposed FY2016/17 Pittsylvania County Budget, noting a proposed total budget of $175,800,032 that did not contain any proposed tax increases, and cannot be approved until 7 days after this public hearing. This public hearing, said Mr. Monday, was advertised in the Chatham Star Tribune on March 9, 2016, which met the requirement of State Code section 15.2 -2506 concerning publication and notice. Mr. Barksdale opened the public hearing at 7:24 PM. The following citizens signed up to speak: Rev. Joan Tarpley- Robinson of the Banister District, Pastor of the Rosebud Baptist Church, and former educator, thanked the Board for all they did, realized in meeting the needs of P30 2015 -2016 2016 -2017 EXPENDITURES ADOPTED PROPOSED General Gov't Expense 3,477,553 3,953,532 Judicial Admin. Expense 1,603,931 1,631,627 Public Safety 15,735,991 16,014,035 Health Dept. /Social Services 10,596,526 10,838,399 Public Works 3,289,084 3,062,347 Education Expense 89,683,146 91,499,245 Parks, Rec. & Cultural 1,784,975 1,667,827 Grants 3,503,949 5,461,638 Community Dev. Expense 10,082,174 8,383,865 Capital Projects 875,656 1,402,901 Debt Service 12,707,348 12,857,171 Transfers 19,649,496 18,652,420 Misc/Non- Departmental 319,525 375,025 TOTAL $ 173,309,354 $175,800,032 2015 -2016 2016 -2017 REVENUES ADOPTED PROPOSEI Local Funds 49,929,224 48,307,107 State Funds 83,695,184 84,548,740 Federal Funds 16,086,532 18,272,794 CIP Carryover 1,563,324 2,526,564 Carryover 579,594 239,700 Fund Balance 1,806,000 3,252,707 Transfers 19,649,496 18,652,420 TOTAL $ 173,309,354 $175,800,032 Mr. Monday summarized the proposed FY2016/17 Pittsylvania County Budget, noting a proposed total budget of $175,800,032 that did not contain any proposed tax increases, and cannot be approved until 7 days after this public hearing. This public hearing, said Mr. Monday, was advertised in the Chatham Star Tribune on March 9, 2016, which met the requirement of State Code section 15.2 -2506 concerning publication and notice. Mr. Barksdale opened the public hearing at 7:24 PM. The following citizens signed up to speak: Rev. Joan Tarpley- Robinson of the Banister District, Pastor of the Rosebud Baptist Church, and former educator, thanked the Board for all they did, realized in meeting the needs of P30 FY2016 -17 Proposed Budget Public Hearings March 21, 2016 the citizens came with it great responsibilities on the part of the Board, and that she supported the proposed budget. Gracie Mays of the Tunstall District stated she did not feel there needed to be funds budgeted for another Jail Study, just that the jail situation just needed to be fixed. Ms. Mays stated that perhaps the Board should consider a cell phone tax to go towards funding needs for fire /rescue. Jim Scearce of the Westover District was opposed to the proposed budget, was opposed to County tax dollars going towards the new Animal Shelter project, that the proposed budget did not should any cuts, and made comments in disapproval of board members who lobbied the General Assembly in not removing Pittsylvania County from §15.2 -2159 of the Virginia State Code concerning approved counties applying Solid Waste Collection fees on their citizens; and felt Pittsylvania County taxes were higher than any of the surrounding localities. Richard Shumate of the Westover District offered a word of prayer. Mr. Shumate stated he agreed with everything Mr. Scearce said, believed the County needed to review its salary and classification plan; that only employees on the lower end of the scale should get a raise during this budget and higher salaried employees could "lay". Everlena Ross, Interim Executive Director for Pittsylvania County Community Action, gave a summary of her agency's accomplishments during FY 2015 -16, noting that the County's funding helped make those accomplishments possible, and she looked forward to working with County in the upcoming year, and thanked the Board for their support. Tricia Siebert of the Chatham - Blairs District and PTO President at Chatham Middle School, stated the local school system was very behind compared to other localities and the County needed to give every funding possible to support the schools since the County's children were the key to its future economic development success. Ms. Seibert closed her remarks with asking the Board to not cutting any funding for schools from the proposed budget. Mary Catherine Plaster of the Chatham - Blairs District stated she did not feel Pittsylvania County fairly set tax rates, and felt very unfair evaluations were in place for assessed property values of real estate. No one else signed up to speak and Ms. Bowman closed the hearing at 7:42 PM. Adiournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn, which was unanimously approved by the Board. The meeting ended at 7:43 PM. Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P31 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Proclamation — National County Government Month 04 -04 -2016 6(c) ACTION: INFORMATION: CONSENT AGENDA: SUBJECT/PROPOSAL/REQUEST: ACTION: INFORMATION: Proclamation on County Government Month Yes ATTACHMENTS: Proclamation STAFF CONTACT(S): REVIEWED BY: 6*17 Mr. Monday The National Association of Counties participates in the recognition of National County Government Month, of which Pittsylvania County also recognizes on an annual basis. DISCUSSION: Attached hereto is a proclamation declaring the month of April 2016 as National County Government Month in Pittsylvania County. RECOMMENDATION: Staff recommends the Board of Supervisors proclaim April as National County Government Month in Pittsylvania County and direct the County Administrator to notify all news media covering Pittsylvania County. P32 i9ittgp1banta County Jgoarb of 6uperbi0oro Proclamation NATIONAL COUNTY GOVERNMENT MONTH April 2016 "Safe and Secure Counties" Whereas, the nation's 3,069 counties serving more than 300 million Americans provide essential services to create healthy, safe, vibrant and economically resilient communities; and Whereas, Pittsylvania County and all counties take pride in their responsibility to protect and enhance the health, welfare and safety of its residents in efficient and cost - effective ways; and Whereas, through National Association of Counties (NACo) President Sallie Clark's "Safe and Secure Counties" initiative, NA Co is encouraging counties to focus on strengthening the safety and security of their communities; and Whereas, in order to remain healthy, vibrant, safe and economically competitive, America's counties provide public health, justice, emergency management and economic services that play a key role in everything from resident's daily lives to disaster response; and Whereas, each year since 1991 the National Association of Counties has encouraged counties across the country to actively promote their own programs and services to the public they serve; and Whereas, Pittsylvania County has invested in creating healthy, vibrant and economically resilient communities for its citizens in providing public health, justice, emergency management and economic services; then Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors do hereby proclaim April 2016 as National County Government Month and encourage all county officials, employees, schools and residents to participate in county government celebration activities. Given under my hand this day 4`t' day of April, 2016 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P33 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation - National Animal Control Appreciation 04 -04 -2016 Week ACTION: SUBJECT/PROPOSAL/REQUEST: Proclamation of Appreciation CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Proclamation STAFF CONTACT(S): Mr. Monday V ITEM NUMBER: 6(d) INFORMATION: INFORMATION: BACKGROUND: Each year, the Board of Supervisors supports the Animal Control Officers in Pittsylvania County, as well as those in other jurisdictions that provide the public safety of animal control in their communities. DISCUSSION: Attached hereto, is a proclamation on Animal Control Appreciation Week for the week of April 10`h -16', 2016. The Board of Supervisors is encouraging citizens to join in expressing their sincere appreciation and gratitude for the many hours of service and safety for our community provided by Animal Control Officers and Animal Control Department Personnel. Staff recommends the Board of Supervisors approve the attached proclamation and direct the County Administrator to submit it to local news media. P34 Vittorlbauia (County �Boarb of *uperbioorq; ,prodauratiou NATIONAL ANIMAL CONTROL APPRECL4TION WEEK April 10`h —April 16`h, 2016 Whereas, the National Animal Control Association has designated the second week in April each year as Animal Control Appreciation Week; and Whereas, the various Federal, State, and Local Government Officials throughout the Country take this time to recognize, thank and commend all Animal Control Officers for the dedicated service they provide to the Citizens, various Public Safety, Public Service Agencies and Departments throughout the Country; and Whereas, the Pittsylvania County Board of Supervisors would like to express its sincere thanks and appreciation for the outstanding service the Pittsylvania County Animal Control Department who risk their lives and spend huge amounts of personnel resources including time away from family and friends while serving the public like all other public safety and law enforcement agencies involved and empowered with the same duties; and Whereas, the Pittsylvania County Board of Supervisors recognizes and commends the Animal Control Officers for the many dedicated and long hours of service they perform in serving this community, and for fulfilling their commitment to providing the highest and most efficient level ofservice; and Whereas, the Pittsylvania County Board of Supervisors wishes to commend each and every Animal Control Officer for their service, which is in keeping with the long and distinguished tradition of the Animal Control Profession; then NOW, THEREFORE, BE IT HEREBY RESOLVED, by the Pittsylvania County Board of Supervisors officially recognize and proclaim the week of April 10`h through 16t , 2016 as National Animal Control Appreciation Week and respectfully asks all Citizens, Public Safety, Health, and Public Service Personnel alike to join in expressing their sincere thanks, gratitude and appreciation for the many long hours of outstanding service and quality performance these outstanding individuals provide throughout the year to assure the safety and welfare of all. Given under my hand this 4`h day of April, 2016 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P35 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Proclamation — National Public Safety Telecommunications Week SUBJECT/PROPOSAL/REQUEST: Proclamation of Appreciation STAFF CONTACT(S): Mr. Monday EXECUTIVE SUMMARY AGENDA DATE: 04 -04 -2016 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Proclamation ITEM NUMBER: 6(e) INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors annually passes proclamations to support the dispatchers in the County E -911 Center for the work they do to provide safety for the community throughout the year. Attached hereto, is a proclamation establishing April 10 -16, 2016 as National Public Safety Telecommunications Week in Pittsylvania County. The Board of Supervisors expresses their sincere appreciation and honors the men and women whose diligence and professionalism keeps the County and citizens of our community safe. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached proclamation and direct the County Administrator to submit it to local news media. P36 Vittopibania Countp 36oarb of buperbiboro i3rodamation NATIONAL PUBLIC SAFETY TELECOMMUNICATIONS WEEK April 10' —16', 2016 Whereas, emergencies can occur anytime that require police, fire or emergency medical services; and Whereas, when an emergency occurs the prompt response ofpolice officers, firefighters and paramedics is critical to the protection of life and preservation of property; and Whereas, the safety of our police officers and firefighters is dependent upon the quality and accuracy of information obtained from citizens who telephone the Pittsylvania County E -911 Communications Center; and Whereas, Public Safety Dispatchers are the first and most critical contact our citizens have with emergency services; and Whereas, Public Safety Dispatchers are the single vital link for our police officers and firefighters by monitoring their activities by radio, providing them information and insuring their safety; and Whereas, Dispatchers in Pittsylvania County Emergency Management have contributed substantially to the apprehension of criminals, suppression offcres and treatment ofpatients; and Whereas, each dispatcher, the unseen individual providing a calm voice when emergencies arise, has exhibited compassion, empathy, and professionalism, keeping our county and citizens safe, and providing moral support to citizens in distress; and Whereas, each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year; then THEREFORE, BE IT HEREBY PROCLAIMED that the Pittsylvania County Board of Supervisors proclaims the week of April 10'" through le, 2016 to be National Telecommunications Week in Pittsylvania County, Virginia, in honor of the men and women whose diligence and professionalism keep our County and citizens safe. Given under my hand this day 4' day of April, 2016 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P37 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — National Child Abuse Prevention Month — April 2016 SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): Mr. Monday BACKGROUND: AGENDA DATE: 04 -04 -2016 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: (X ITEM NUMBER: 6(f) INFORMATION: INFORMATION: DISCUSSION: Attached hereto is a proclamation declaring the month of April 2016 as National Child Abuse Prevention Month in Pittsylvania County. RECOMMENDATION: Staff recommends the Board of Supervisors proclaim April as National Child Abuse Prevention Month in Pittsylvania County and direct the County Administrator to notify all news media covering Pittsylvania County. P38 Vittopibania (tCountp 3oarb of Ouperbi0ore; Vrodamation NATIONAL CHILD ABUSE PREVENTIONMONTH April, 2016 Whereas, regardless of who they are or the circumstances of their birth, every child deserves care and to be kept safe from harm; and Whereas, April is Child Abuse Prevention Month; and Whereas, during Child Abuse Prevention Month, Virginians are reminded of the courage it takes to raise a child and that fundamental human rights means living free from violence and abuse; and Whereas, child abuse is considered to be one of our nation's most serious public health problems, with scientific studies documenting the link between the abuse and neglect of children and a wide range of medical, emotional, psychological, and behavioral disorders; and Whereas, child abuse can disrupt early brain development, and serious chronic stress can impair the development of nervous and immune systems; and Whereas, keeping children safe from abuse means playing an active role in their life, having check -ins, and teaching them the warning signs of abuse and how to protect themselves; and Whereas, empowering our children and providing them with safe places to live, learn, and play is vital to keeping them safe from harm; and Whereas, Pittsylvania County remains committed to sustaining safe, nurturing, and supportive environments within its communities for families raising children; and Whereas, effective child abuse prevention programs succeed because ofpartnerships between families, social services agencies, schools, faith communities, civic organizations, law enforcement agencies, and the business community; and Whereas, displaying a pinwheel during the month of April will serve as a positive reminder that together we can prevent child abuse and neglect and in doing so keep children safe; then NOW, THEREFORE, BE IT HEREBY RESOLVED, by the Pittsylvania County Board of Supervisors does hereby recognize April, 2016 as National Child Abuse Prevention Month in Pittsylvania County. Given under my hand this 4rh day of April, 2016. Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P39 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution 2016- 04 -02: Correction to Resolution 2013 -08 -04 — Cooksburg Rd/SR644 SUBJECT/PROPOSAL/REQUEST: Resolution STAFF CONTACT(S): Mr. Monday AGENDA DATE: 04 -04 -2016 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: 1. Resolution 2016 -04 -02 2. Resolution 2013 -08 -04 3. Email from VDOT ITEM NUMBER: 6(g) INFORMATION: INFORMATION: BACKGROUND: At their regular meeting on August 5, 2013, the Board of Supervisors passed Resolution 2013- 08 -04, requesting the Virginia Department of Transportation (VDOT) include a portion of Cooksburg Road / SR 644 in the Rural Rustic Program. Upon recent review, VDOT discovered an error in the description and requested a new resolution from the Board of Supervisors with the corrected description. Attached hereto, is Resolution 2016- 04 -02, with the description corrected as supplied by VDOT. RECOMMENDATION: Staff recommends the Board of Supervisors approve Resolution 2016 -04 -02 and authorize the County Administrator to sign and forward to VDOT. P40 Vittolbania Countp JRoarb of *uperbiooro RESOLUTION 2016 -04 -02 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Monday, April 4, 2016, the following resolution was presented and adopted: WHEREAS, Section 33.1 -70.1 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low- density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (`Board ") desires to consider whether Route 644 (Cooksburg Road), From: Oxford Road/State Route 750 to a point 2.29 miles west of Route 750 at the end of existing pavement, a distance of 2.29 miles, should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six -year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right -of -way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: Yeas: A Copy Teste: Signed Printed Name Clarence C. Monday Nays: Title Clerk P41 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — County Day of Recognition for National Service — April 5, 2016 SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): Mr. Monday AGENDA DATE: 04 -04 -2016 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: 1. Proclamation 6(h) INFORMATION: INFORMATION: BACKGROUND: The nation's mayors and county officials are increasingly turning to national service as a cost - effective strategy to address local challenges. By unleashing the power of citizens, AmeriCorps and Senior Corps programs have a positive and lasting impact — making our cities and counties better places to live. To spotlight the impact of national service and thank those who serve, mayors and country officials will participate in the fourth - annual Mayor and County Recognition Day for National Service on April 5, 2016. DISCUSSION: Attached hereto, is a Proclamation for County Day of Recognition for National Service. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached Proclamation and authorize the County Administrator to forward it to local media sources. P42 i9itt .qp1banta Countp �Soarb of 6uperbioorfs J)rodamation COUNTY DAY OF RECOGNITION FOR NATIONAL SERVICE April 5, 2016 Whereas, service to others is a hallmark of the American character, and central to how we meet our challenges; and Whereas, the nation's counties are increasingly turning to national service and volunteerism as a cost - effective strategy to meet county needs; and Whereas, participants in AmeriCorps and Senior Corps address the most pressing challenges facing our cities, towns, and counties, from educating students for jobs ofthe 21s` century and supporting veterans and military families to providing health services, and helping communities recover from natural disasters; and Whereas, national service expands economic opportunity by creating more sustainable resilient communities and providing education, career skills, and leadership abilities for those who serve; and Whereas, national participants of all ages and backgrounds serve in Pittsylvania County, providing vital support to county residents and improving the quality of life in our county, and bolstering the civic, neighborhood, and faith -based organizations that are so vital to our county's economic and social well- being; then Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors do hereby proclaim April S, 2016 as County Day of Recognitionfor National Service, and encourage all citizens to recognize the positive impact of national service in our county, and thank those who serve; and to find ways to give back to their communities. Given under my hand this day 4`h day ofApril, 2016 Jessie L. Barksdale, Chair Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P43 UNFINISHED BUSINESS P44 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for January & February 2016- 10 -Day Layover SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): AGENDA DATE: 04 -04 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 7 INFORMATION: INFORMATION: ATTACHMENTS: 1. Executive Summary from 03 -07 -2016 2. Expenditures Refunds Memo REVIEWED BY: v BACKGROUND: At the Board of Supervisors' March 7, 2016 meeting, a motion for the reapproprations of the following was made by Mr. Barber, seconded by Mr. Hagerman, which required a I O -Day Layover. DISCUSSION: Staff recommends the reappropriation of $41,184.32 as follows: $200.00 to Clerk of Court- Copier Lease (100 -4- 021600 - 60051), $538.50 to Sheriff - Printing (100 -4- 031200- 3500), $74.63 to Sheriff - Postage (100 -4- 031200- 5210), $43.74 to Sheriff - Office Supplies (100 -4- 031200 - 6001), $4,700.00 to Sheriff - Rental (100 -4- 031200- 6005), $240.49 to Sheriff -Fue (00 -4- 031200- 6008), $697.80 to Sheriff -Parts (100 -4- 031200 - 6030), $380.00 to Sheriff -Labor (100 -4- 031200- 6031), $33.23 to VFD- United Way Contribution (100- 4- 032200- 5667), $418.10 to Extradition (100 -4- 033100 - 5550), $106.90 to Jail -Food Supplies (100 -4- 033100 - 6002), $10,542.54 to E911- Telephone (100 -4- 035500 - 5230), $507.00 to B &G- Boiler Insurance (100- 4- 043100- 5301), $3,933.00 to B &G -Fire Insurance (100 -4- 043100 - 5302), $250.00 to CSA- Training & Education (100- 4- 053500 - 5540), $260.00 Library - Postage (100 -4- 073100 - 5210), $797.00 to Library - Office Supplies (100 -4- 073100- 6001), $11.08 to Library- Furniture &Fixtures (100 -4- 073100 - 6003), $500.00 to Library -Books & Subscriptions (100 -4- 073100 - 6012), $14,429.42 to WIA -Rent (251 -4- 353853- 6014), $2,500.00 to WIA- Other Operating (251 -4- 353878- 6014), $20.89 to SW Disposal- Telephone (520 -4- 042400 - 5230). ROLL CALL VOTE REQUIRED. P45 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for January & February 2016 - Requires a motion and a 10 -day layover. SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): AGENDA DATE: 3 -07 -16 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: 4> ITEM NUMBER: 9(b) INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of January & February 2016 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. RECOMMENDATION: Staff recommends the reappropriation of $41,184.32 as follows: $200.00 to Clerk of Court- Copier Lease (100 -4- 021600 - 60051), $538.50 to Sheriff - Printing (100-4-031200-3500), $74.63 to Sheriff - Postage (100 -4- 031200- 5210), $43.74 to Sheriff - Office Supplies (100 -4- 031200 - 6001), $4,700.00 to Sheriff - Rental (100 -4- 031200- 6005), $240.49 to Sheriff -Fue (00 -4- 031200 - 6008), $697.80 to Sheriff -Parts (100 -4- 031200 - 6030), $380.00 to Sheriff -Labor (100 -4- 031200- 6031), $33.23 to VFD- United Way Contribution (100- 4- 032200- 5667), $418.10 to Extradition (100 -4- 033100 - 5550), $106.90 to Jail -Food Supplies (100 -4- 033100 - 6002), $10,542.54 to E911- Telephone (100 -4- 035500 - 5230), $507.00 to B &G- Boiler Insurance (100- 4- 043100- 5301), $3,933.00 to B &G -Fire Insurance (100 -4- 043100 - 5302), $250.00 to CSA- Training & Education (100- 4- 053500 - 5540), $260.00 Library - Postage (100 -4- 073100 - 5210), $797.00 to Library - Office Supplies (100 -4- 073100- 6001), $11.08 to Library - Furniture &Fixtures (100 -4- 073100 - 6003), $500.00 to Library-Books & Subscriptions (100 -4- 073100 - 6012), $14,429.42 to WIA -Rent (251 -4- 353853- 6014), $2,500.00 to WIA- Other Operating (251 -4- 353878- 6014), $20.89 to SW Disposal- Telephone (520 -4- 042400 - 5230). THIS ITEM REQUIRES A MOTION AND A 10 -DAY LAYOVER. P46 Finance Department P. 0. Box 426 Chatham, Virginia 24531 PITTSYLV , NIA COUNTY +iyM"104ra MEMO TO: Clarence C. Monday County Administrator 6 FROM: Kim Van Der Hyde # Finance Director SUBJECT: January Expenditure Refunds DATE: March 1, 2016 Phone (434) 432 -7740 Fax (434) 482-7746 Gretna /Hurt (434) 656 -6211 Bachelors Fiala /Whitmell (434) 797 -9550 The list below shows all expenditure refunds that were sent to the Finance Department during the months of January and February. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100 -4- 021600 -60051 Clerk of Court - Copier Lease 200.00 Reimbursement 100 -4- 031200 -3500 Sheriff- Printing 538.50 Virginia Rules Camp Reimbursement 100 -4- 031200 -5210 Sheriff - Postage 74.63 Reimbursement 100 -4- 031200 -6001 Sheriff - Office Supplies 43.74 Virginia Rules Camp Reimbursement 100 -4- 031200 -6005 Sheriff - Rental 4,700.00 Virginia Rules Camp Reimbursement 100 -4- 031200 -6008 Sheriff -Fuel 240.49 Virginia Rules Camp Reimbursement 100 -4- 031200 -6030 100 -4- 031200 -6031 Sheriff-Parts Insurance Claim Sheriff Labor Insurance Claim 100 -4- 032200 -5667 VFD- United Way Contribution Contributions (100 -3- 000000 - 189912) P47 697.80 380.00 33.23 100 -4- 033100 -5550 Extradition 418.10 100 -4- 033100 -6002 Jail -Food Supplies 106.90 Reimbursement 100 -4- 035500 -5230 E911- Telephone 10,542.54 Reimbursement 100 -4- 043100 -5301 B &G- Boiler Insurance 507.00 Reimbursement 100 -4- 043100 -5302 B &G -Fire Insurance 3,933.00 Reimbursement 100 -4- 053500 -5540 CSA- Training & Education 250.00 Reimbursement 100 -4- 073100 -5210 Library- Postage 260.00 Contribution 100 -4- 073100 -6001 Library - Office Supplies 797.00 Contribution 100 -4- 073100 -6003 Library- Furniture & Fixtures 11.08 Contribution 100 -4- 073100 -6012 Library -Books & Subscriptions 500.00 Contribution 251 -4- 353853 -6014 WIA -Rent 14,429.42 Rent Payments (251 -3- 000000 - 150201) 251 -4- 353878 -6014 WIA -Other Operating Supplies 2,500.00 Community Impact Grant (251 -3- 000000 - 353878) 520 -4- 042400 -5230 SW Disposal - Telephone 20.89 Reimbursement TOTAL JANUARY & FEBRURARY EXPENDITURE REFUNDS $41,184.32 P48 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE• Appropriation — Landfill Compactor Repair SUBJECU/PROPOSAUREOUEST: 10 -Day Layover STAFF CONTACT(S): Mr. Monday; Mr. Hawker AGENDA DATE: 04 -04 -2016 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 8 INFORMATION: INFORMATION: ATTACHMENTS: 1. 03 -07 -2016 Executive Summary 2. CAT Quote 3. Compactor Photo BACKGROUND: At the Board of Supervisors' March 7, 2016 meeting, a motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate $37,934 from unappropriated funds to line item 520 -4- 042400 - 603400 for the purpose of repairing the 836G Caterpillar Compactor used as a backup machine to achieve the compaction rates and provide the daily cover required by the Department of Environmental Quality. This motion required a 10 -Day Layover that has now been met. DISCUSSION: Staff recommends the Board of Supervisors appropriate $37,934 from unappropriated funds to line item 520- 4- 042400 - 603400. This (notion requires a Rod Cali Vote. P49 PITTSYI.,VANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appropriation — Landfill Compactor Repair SUBJECT/PROPOSAL/REQUEST: Appropriation for Landfill Compactor Repair STAFF CONTACT(S): Mr. Monday; Mr. Hawker BACKGROUND: AGENDA DATE: 3/7/2016 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: 1. CAT Quote 2. Compactor Photo ITEM NUMBER: 9c INFORMATION: INFORMATION: For the 836G Caterpillar Compactor to be put back in service, it will need repairs that total $37,934. This machine is used as a backup machine to achieve the compaction rates and provide the daily cover required by the Department of Environmental Quality. RECOMMENDATION: Staff recommends the Board of Supervisors appropriate $37,934 from unappropriated funds to line item 520- 4- 042400 - 603400; P50 PITTSYLVANIA COUNTY VIRGINIA 1 5] LV�� Otis S. Hawker �` 1 Center Street Assistant County y �� o Chatham, Virginia Administrator a 4 z Phone (434) 432 -1768 ° P.O. Box 426 Fax (434) 432 -7714 T Chatham, Virginia 24531 wv ;,%v.pittsylvaniacouniyia.gov Otis.hawker @pittgov.org jROih�� To: Clarence C. Monday, County Administrator From: Otis S. Hawker a Date: March 2, 2016 Subject: 836G Caterpillar Compactor The County owns an 836G Caterpillar Compactor that was purchased in 2004. It has approximately 17,600 hours on the machine. The overall machine is in good condition with the engine and wheels with about 80% capacity left. The transmission and the torque converter need to be rebuilt. We have currently taken the machine out of service to ensure no further damage occurs. This machine is used as a backup machine to achieve the compaction rates and provide the daily cover required by the Department of Environmental Quality. The current County budget does not have funds available to make this repair. The County has received quotes to rebuild the transmission and torque converter with the low quote being CAT at $37,934. I am hereby requesting the Board of Supervisors to consider appropriation in the amount of $37,934 in order to make repairs and put the machine back in service. If you should have any questions regarding this matter, please do not hesitate to contact me. OSH /km Attachment P51 Carter M Carter Bryan Watkins - Product Support Representive Cell Phone: 1 -434- 841 -6651 Email: bryan_watkins @cartennachinery.com Inc. Spring Hill Industrial Park 45 Industrial Circle Lynchburg, VA 24501 Phone: 434- 821 -7701 Toll -Free: 800 - 768 -0010 Fax: 434- 821 -3758 UNIT REPAIR ESTIMATE Quotation No VAccount Name: Pittsylvania County Landfill Account #: 067119 Address: 382 Rainbow Lane Other Costs City: Dry Fork State: VA Zip: 24549 Est Req By: Lester Burgess Title: Manager Machine $3500.00 Manufacturer: Caterpillar Model: 836G Serial: BRL00395 SMR: 10,000+ Equip. With: Comments: Inspector: Bryan Watkins Date: This is an Estimate Only' Repair Description: Parts Labor Other Costs Travel time and mileage for duration of repairs. $814.00 Remove and install transmission, torque, $3500.00 $4520.00 $100.00 transmission pump and transmission all cooler.'" Parts to include new u joint to transmission only and all necessary seals and gaskets to install transmission. AN necessary oil and filters to transmission. Raman oil cooler and gaskets. ""ALL CATERPILLAR PARTS. " Hard parts found bad will be additional. Hoses found bad will be additional. Recon level one rebuild on transmission - Comes $17000.00 with a 12 month warranty. "' Level one rebuild Includes all necessary gaskets, seals, friction disc and beatings. "—ALL CATERPILLAR PARTS. Hard parts found bad will be additional. Recon before failure rebuild on torque. Comes $10000.00 with a 12 month warranty. "` Rebuild includes all necessary gaskets, seals, friction disc and bearings. ""ALL CATERPILLAR PARTS.'" Hard parts found bad will be additional. Recon rebearing and reseal transmission pump. $2000.00 " "ALL CATERPILLAR PARTS. "' Hard parts found bad will be additional. — Special financing available through Cat Commerical accounts 0 % for 18 months. Ask PSR for details. www.ca rtermachinery.com P52 Pagel THIS ESTIMATE DOES NOT INCLUDE FREIGHT, TAXES, OR ENVIRONMENTAL CHARGES This Estimate is good for 30 Days Parts: $3,500.00 ?his Estimate does not obligate Customer or Carter in any way. Labor $4,520.00 Should Customer later request Carter to perform the work, and if Other Costs: $29,914.00 Carter agrees to do so, the work will be done in accordance with Carters Customary Terms and Conditions as contained in its standard Total Repair Estimate: $37,934.00 fors, and the cost will be based on the work actually performed and on prices in effect at the time THE ABOVE ESTIMATE COVERS ONLY THE WORK DESCRIBED HEREIN. ANY ADDITIONAL WORK WILL BE PERFORMED ONLY AFTER CUSTOMER AUTHORIZATION. www.cartermachinery.com P53 Paget ,.,,�,_ w ..,:. . �, �= 7 �. �� NEW BUSINESS P55 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proposed FY 2016 -2017 Pittsylvania County Public 04 -04 -2016 Schools Budget ACTION: SUBJECT/PROPOSAL/REOUEST: Yes Approval of the FY 2016 -2017 Pittsylvania County Public Schools Budget CONSENT AGENDA: ACTION: STAFF CONTACT(S): Mr. Monday; Ms. Van Der Hyde ATTACHMENTS: Yes ITEM NUMBER: 9(a) INFORMATION: INFORMATION: BACKGROUND: It is a statutory requirement that the Pittsylvania County Board of Supervisors hold a public hearing for citizen input on the school's budget. A public hearing was held on Monday, March 21, 2016 to allow citizens to comment on the proposed FY 2016/17 Pittsylvania County Public Schools Budget with a proposed total of $91,489,633. This public hearing was advertised in the Chatham Star Tribune on March 9, 2016, which met the requirement of State Code §15.2-2506 concerning publication and notice. A copy of the affidavit and advertisement is attached. DISCUSSION: Attached is a copy of the summary of the school budget which outlines the categories associated with the total school budget of $91,489,633 that contains local funding of $16,736,709. This budget of $91,489,633 includes the school nutrition program. This budget also includes an increase in State revenues totaling $2,679,516 while there is a decrease of Federal revenues totaling $391,894. RECOMMENDATION: Staff recommends the Board of Supervisors consider the approval of the FY 2016 -2017 Pittsylvania County Public Schools Budget in the amount of $91,489,633 that includes a local appropriation of $16,736,709. Since more than seven (7) days have passed from the budget public hearing, the statutory requirement has been satisfied in order to approve the FY 2017 budget. This motion requires a Roll Call Vote. P56 STARiiiiiiiiii,TRIBUNE Serving Pittsylvania County Since 1869 Certificate of Publication I hereby certify that the attached order of publication has been pub- lished once a week for I successive weeks in the Star - Tribune, a newspaper published at the Chatham office in Pittsylvania County, Virginia, beginning on T TLS 1 20 1(,: acting agent for the publisher //, SHIRLEYH ADKINS Notary Pub11C Commonweaim or Virginia 158484 My Commission Expires Apr 30, 2019 STATE OF VIRGINIA, AT LARGE County of Pittsylvania, To -wit: The foregoing instrument was acknowledged before me this day of%AP &, .Z6 4z'!iX My commission expires SHIRLEY AOKINS Notary Public Commonwealth of Virginia � 158484 Notary Public My Commission Expires Apr 30, 2019 28 N. Main Street P.O. Box 111 Chatham, VA 24531 P57 Tel.: (434) 432 -2791 Fax: (434) 432-4033 legals@chathamstartribune.com ConBnusip7aiorlde lob fair Planned for Ibminadons bent suteited for Tun" Nddk Seboal students The Pittsylvania County Sd Board will hold a public hea . on the proposed 2016-: School Budget on Thuds March 24, 2016, at 6:00 I The hearing will be held at Pittsylvania County Sd Board Administrative Of Chatham, Virginia. Lions Club donates 3Te DanriBe Nowt lions Club paexnled an annual donation to rBe Danville Sheri Me Olfion. PsojM Lifeeavn Pmgam. rimmed 4om hR ro A& are Depmy Billy Payne, Coeponl Mishear amilkersoq ti. ons vhe posidme Tammy wanert Lion Chuck Sampson, and Lt., Resident Sheriff Mike MnndW. TAB mono of M. shark- 11,0G6Ap. The rks Program operates solely on daoafian4 and is p—id,d is Ne ciliaM of DaRadh at s,9 mm. Condoned from page 11A a. A mavil funding comes horn rive Pinsylvaoa Canto mamba m join Tama 1duEese by sponannum a Make Mort Harp mllabonuw of Common Infwry GkDJ. No4 an awn. Wvudsiog 1)o me Podean, from horn Ne Dmvilk IlegiooN 4s, Middle Bosdv Forward. Fast- mjaNay de Fnamnarr ors Cinle. FowWStion and caVSrde arms - em Inal Manurnammf. Darenpon nukonal mfomatioa abom Id, ship from ]Van Tbi assn Imesm Enerfy, Fw Piedmom Cortana n, aFen dam be fmad n www.idnarm- somakumCiya0.aAjnMSeof and Sryph, RUOwas. Regiomlkau- darral —an, Famrs. Develogrcm, Amednn mrson, —.is mgeairsoms and Namnal Bank &TOe CO.. the Dam malivicual en4ermaros art mArad NOTICE OF PUBLIC HEARING The Board of Supervisors, of Prikylvania County, Virginia, will hold a public hearing W the General Dis4kt Courtroom located on the second floor of the Edwin R. Shields Cousin... Addition. Chatham, Virginia, MorMay, March 21, 2016 at 7:00 p.m. to hear citizen input on the proposed School Budget for fiscal year 2017. The School Budget is pad of the overall County Budget, which does not include a Wx incresee. A separate public hearing will be held on the proposed County Budget. A summery copy of the proposed School Budget is available for public examination at the County Administrator's Office, 1 Center Street, Virginia, Monday through Friday, 8:00 a m. to 5:00 p.m. This summary budget will also be available on the County" websae stwww. pitlsylvaniacountyva.org. Below is a brief synopsis of the School Budget, which shall be for Informative and fiscal planning purposes only. SCHOOL BOARD Adopbd P -Toad Barisal sweet 2016.4Me 70163917 REVENUES From Sales T. 9,638,784 10,18$.738 From Slos Fund, 18,458,835 50.189.397 From Faii FUnds 8,195,423 7,861 From Local Funds 16.910R98 16,736,709 Corsi Recedes 5,175,136 5,068,401 From char Funds 107 1 m15,024 Tool 889,674,141 691.89.633 EJUPENDITURES InsWctam 61.238,429 62,216,an AdmnlMeM 6 Nemla 6vw 3,219,622 3.37o.R7 Pupil Transportation 6.123.'!27 8631,216 Comes. & Meimommon 7.960.811) 7,981.335 Non- Inslmclmal opemtione 3.256.106 3.112,865 Teammogy 2.680.779 2.824,15 cmeteda 6176138 5.M 404 road $w,671,141 891;091633 L--P-58 NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition, Chatham, Virginia, Monday, March 21, 2016 at 7:00 p.m. to hear citizen input on the proposed School Budget for fiscal year 2017. The School Budget is part of the overall County Budget, which does not include a tax increase. A separate public hearing will be held on the proposed County Budget. A summary copy of the proposed School Budget is available for public examination at the County Administrator's Office, 1 Center Street, Virginia, Monday through Friday, 8:00 a.m. to 5:00 p.m. This summary budget will also be available on the County's website at www.pittsvivaniacountvva.org. Below is a brief synopsis of the School Budget, which shall be for informative and fiscal planning purposes only. From Sales Tax From State Funds From Federal Funds From Local Funds Cafeteria Receipts From Other Funds Total Instruction Admn. /Attend & Health Svcs Pupil Transportation Operation & Maintenance Non - Instructional Operations Technology Cafeteria Total SCHOOL BOARD Adopted Proposed Budget Budget 2015 -2016 2016 -2017 9,638,784 10,185,738 48,056,835 50,189,397 8,195,423 7,866,361 16,910,298 16,736,709 5,175,138 5,066,404 1,697,663 1,445,024 $ 89,674,141 $ 91,489,633 61,238,429 62,216,811 3,219,622 3,370,527 6,123,227 6,634,246 7,980,840 7,964,335 3,256,106 3,412,865 2,680,779 2,824,445 5,175.138 5,066,404 $ 89,674,141 $ 91,489,633 P59 P60 d C W L6 ui� OQ tDNMOOQ .' m u y ` a5c a, �y N o o "N NM N E pajO M O� N N tO 000 M r r N to M m w N R (D N to n td co o r' N Cl) L" V p m M tin v m LL a c C m N m N v T m E v v a a LL CO r mQ 01 ^N V M O tm m m M fP tp O N r M M t O N N N M GO V N Q O c 0 m m O u)tn 10 t0 M to N O MtQON N N w p m'O N php mtO m nY N N M co 0) Q td N N c CL m 4 r to th m n tM N W 'DO O d N N y c m m t0 .y aOOin M N O OtOiO_O DOi_W pp aO w W O O m Mtt0�1 NtD °tn m N 0 0 N+�'0 W N W O u) n MNr O O W N N N N Y m m W M NO N~ m vi M N H Q d0 n v E N c i m �J3 C ' ' 0 O 00 CO O N O W' O act E O m O OI m N N ' O Q ' t0 O m ; 9 ap N • O O M N Mtpp M ttpp MNN OO n MO 'n e-I m d N L CL ao Mt a0Q N(O O Q CO C4 ro.- , r O H w n O M O I N N OW t~i f N C O C19 M N N tO O -- MlO O I OI w NN SON W N Q n ra p O O O rvi N Q 0 m c N N a0 v m m N a, N N m cq ON' M N 0O N oN rNN ISON C) r O N N 0 o N N N N NO0N0 y G M= to O 6 Q M r W M N ro W d 0 V ti � m O ` O w 0 ti m N y yIp 2 c m (n 00 V m 41 '" c c c a m a a LL v c v a t/1 r 1�p � m .E- F m11 LL K ui dO '.30^ y li Il 0 o a W41 « m N u ~ c (A cc 01 o O w ui m o O c_ 1a 0 a m ni Z W(0 LL J J Z 1- C T C J r C W Q 0 0 0 0 Q x N m J 0fOfl N O m n a LL LL LL IL LL h W C (9 a O Z LL 1- H • N N P60 PITTSYLVANIA COUNTY SCHOOLS SCHOOL NUTRITION PROGRAM BUDGET FOR FY 2016 - 2017 RECEIPTS Lunch, Breakfast, Milk Sales A La Carte & Adult Sales Rebates Interest Earned Other Revenue (Catering, ect.) Other Revenue (Misc.) Program Reimbursement (Federal) State Funds TOTAL RECEIPTS EXPENDITURES Personal Services Employee Benefits Purchased Services Other Charges Materials & Supplies Food Products Capital Outlay TOTAL EXPENDITURES * Includes $0.10 increase for all meals. Subject to School Board approval. P61 $1,561,937.00 $131,157.40 $40,000.00 $350.00 $97,750.85 $2,753.98 $3,147,139.21 $85,315.00 $1,485,918.00 $671,790.42 $94,500.00 $38,395.84 $244,297.28 $2,489.501.90 $42,000.00 $5,066,403.44 $5,066,403.44 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Proposed FY 2016 -2017 Pittsylvania County Budget — 04 -04 -2016 Requires a Roll Call Vote SUBJECT/PROPOSAL/REOUEST: Approval of FY 2016 -2017 County Budget STAFF CONTACT(S): Mr. Monday; Ms. Van Der Hyde ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 9(b) INFORMATION: INFORMATION: It is a statutory requirement that the Pittsylvania County Board of Supervisors hold a public hearing for citizen input on the county's budget. A public hearing was held on Monday, March 21, 2016 to allow citizens to comment on the proposed FY 2016 -2017 Pittsylvania County Budget with a proposed total budget of $175,800,032. This public hearing was advertised in the Chatham Star Tribune on March 9, 2016, which met the requirement of State Code § 15.2 -2506 concerning publication and notice. A copy of the affidavit and advertisement are attached. DISCUSSION: Attached is the budget resolution along with exhibits A -D that outlines the categories associated with the total budget of $175,800,032. This budget includes a new compactor site in Keeling; the initial expenses of reassessment; the 1% VRS Mandate; a 2% COLA for full -time County employees and Constitutional employees; the tourism project with the Danville - Pittsylvania Chamber of Commerce and the City of Danville; and the principal plus interest payment to start paying down the remaining $15 million (to be paid over a 15 -year period) of High School Construction capital costs. The County Budget, which includes the School Budget in the amount of $91,489,633, provides the schools with a local appropriation of $16,736,709. It also authorizes up to $349,992 in carryover funds from FY16 to the FY17 School Operating Budget, contingent upon such savings in the current fiscal year's School Operating Budget. This would provide level local funds for education to accompany additional funding included in the State Budget. Other important budget items include: the authorization for Fire & Rescue to carryover up to $160,000 of unexpended funds from FYI to FYI to be used for training and communications, and the cost of a second ambulance; $25,000 for an updated jail study; and the balloon payment of $1,864,300 for the final payment of the 2009 Refinance of School/Landfill Bonds. P62 RECOMMENDATION: Staff recommends the Board of Supervisors consider the approval of the FY 2016 -2017 Pittsylvania County Budget in the amount of $175,800,032. Since more than seven (7) days has passed from the budget public hearing, the statutory requirement has been satisfied in order to approve the FY 2016 -2017 budget. This motion requires a Roll Call Vote. P63 STARmTRIBUNE Serving Pittsylvania County Since 1869 Certificate of Publication I hereby certify that the attached order of publication has been pub- lished once a week for I successive weeks in the Star- Tribune, a newspaper published at the Chatham office in Pittsylvania County, Virginia, beginning on 61 20 l � Chad,Harrison , Pu isher ✓c� Editor, acting agent for the publisher 20,�/ SHIRLEY H ADKINS Notary Public Cr);, 1, iwealni or Virginia 158484 My Cmn,nission Expires Apr 30, 2019 STATE OF VIRGINIA, AT LARGE County of Pittsylvania, To -wit: The foregoing instrument was acknowledged before me this /6 day of r n/,�> by XA& 4'q My commission expires /1 �137/T 28 N. Main Street P.O. Box 111 Chatham, VA 24531 P64 Notary Tel.: (434) 432 -2791 Fax: (434) 432 -4033 legals@chathamstartribune.com Slur- Tnhune. CTe16em,VUgivia, WW.. Marl9, 2016 -Page 11A Whittle announces campaign for council OpNVBLE Pr N M d, NTn de fw Dam II Ch< eel Camping Matl inn ill k f Jly c a�i. rag Nat he din Ri 8 m, dl Gh Councl @e prom u May 3M elxdon. H - Dam ill a M manna comma sh IaMselsom au of George Was6ivyaav Nips SeWN Hyannis abur omaneneus withova W6iale m smeled, Woman itieau. her fins ohms to I Ons", M ily it inter w su pats, "1 ooh n it I with marry new Wvnmeo and one to Denville and 1 am awu of the imptam ink they play in gevuativ8 amomic &awed (wamciry. 1 welid alp late W wor, me maintaining r pvassaming aM Am., pram bich 'a he), anda, the Feed notma mapsce for 11 as am. it causes I wassm ands u eAb ,he. the pnlunts,M namers Was Dawdle School Install and deCity Consul lk faults . mas p pe awn pbys m al mIn in the mccus aft Dmvilk Public School a'.. not floe wllsomis, nlelionsbip advrcettd by Has new m,mrs, undent, Me. Jmxs. thereby alanwing seven fa mwaw dry andarm in8 icegwvI Heatdl bus ieves Assembly as We mppn of the Cepswne product, n Tj m- bad'fensThi e .Ibmawam oon . in anred rearm, 6nm ll Communist, C llege, along sb lour prawandmisms. nommes the Prv®am na athe ball 1. M is whardis - is a Pad Harris Fellow d a drumbar of the thismillso Scum, Club, are Imandle Chamber of Com- Or D Mo. essimmus. Nc Durnift Canca Sine y As wall u a know, monste, of Ceres Ready counters Comm4og Maim Bad a mamba. the VIR in Allm,Viipnia. "1M Bivu Thomas is the owner sear of Cannot I twit lmwand to small my mbnandal was Nvnill bun- .-e etpuwn. an its cmtinued PtrBtcs and to eewcand 'be .,.am, by working with Council Memhrs and Oty Send, Annual Touch a Truck' event returns April 23 By BOBBVALLBN ROACH war be secured a Amnami NmN CUnpus aM bouncy hwaa. small 'Beemiddni t..nownsagun.r parking IM "we will also Mae a Teddy Bw Clinic Dmvilk mass minor WAKG will "Wean expcdng outs 40 WVka sue Ibe yen, The kids cam Ming Neo sNHW brovGVt lima during Ne amain. IM "... WWnuaay Club will ck ywW we have addal.T.& Show imp animals and Balls to get v phut up form This can is 85 in Wamm and $6 m the hWdhg iIV ands AwuJ To a tyuG fiewmtBOm rats. was drclon. RUidem54om lJavvJle Be- gas, ebildun2avd mdamhee. ev on AM] 23. azwNing to pan IOv- Then will be a SI0 entry fa and the Blood McNW Center will be available h. Tickets will W sold is Danville Tolls ee Midas SUmI)W grade kno,co use, uugmies arc harder. alders am CUnom- ao mday;'Namaland. sob armul ardamilkwuGewckligored. WcMr lame. Ban.. iced ApMeuimel Dy will ban she—at win -via Facebark by searching "foab He will be from l l a. m. to 3 p. m.. Them .01 h a Kids Lme with arms "We rte Was bopkg w have uveN ft al aTmsle- DmvOk." " dice from 11 am sus 1 pm., and it Application deadline for 2016 IdeaFest March 21 DANVB -There iesnwvememafamweMngtEm and _`m the muepeessunal eroryPem in the Dan Riser rtgcn. I@aFeu, a dnimu Pilch conewidon, is ve ampvem of Nis rmvemem. o Fiat envisioned by ui young Professionals in summer 2013, Ideareest is a cwnmunhy Papers to encw,nge and muspas <nvepannuship sawn, awasm. of Ne region. Itr group. which ask its& "Ram Iandena. bwu m the w0) Annual WuFea, ..-a. Nteb Comp".- - is lumv, APN 1. loom pins will 5:3o p.m at the trauma Rr Assumed teaming & Resemh in Collins, Twenty [Pplicmrs will be selected as Phm a sunup idea Worm a panel of "part judges and a Use maiarmA,rye Exports Combined from "Be 20A As, three aemluitms. as aeknm by on judges. wire be, awudM $5,000 for led place, 53,00) for s1mM pea, anus $1_500 for third Plese TO aWiure will ukn Ns mwr a the 5509 Americo NauwJ Audi ame Owes Awed. The detlline to submit an applicants w p¢M1 is Mon- day. March 21. The Few co rmenion is frte us anmd and is spy m amoven. Artlessness and an summm steads Jable m bay valenfesrMmil neremorch Two, Mydratm "leaning oP ormaraeswill be offered m IN cams ar. VT Ke.wledgewma win laond[ a savela p called ")rye Entrepreneurship opil(9 -1030 sto,)ms Um Le bilice- Vpearm-pmel maawd hmdivg 111 v m; U p.m). Tea ^IhaPmw" retw"Aft evmrs x uhed.s. fw ThusNr, Much 31, and 1=.,.ApN 28, MN t 6'.30 Ian ircbds: Meuw,S29 dubts, Japan, 5175 m0400, h held claps fell a .a Mowug —..-a ma nxwd r.Me in key aft swersaw mntelland an lower mop pates I5.. For eamund, pee handed pans of eoy6una, m�sere .15ovsionaNto�U:�Des,Wl3- dAgriculture (USDA). Ovena11, rlu.due of US Purchasing Department seeking bids from qualified vendors to colon or equipment, materials and bus necessary to install guordraab at von Pointe Drive, Gretna, VA. Bids are le in the Purchasing Department, I enter Sheet, Chatham. VA 24531, no Her than 200 p.m., Tuesday, March 29, 96, A copy of the IFB may be obtained of (434) 432 -7744 or by email of Coni Gibsonapittgov.org, The IFB b , available on the County's awhile Proposal: The Town a Ix Sacral : Requeal bra pmyeak to le Towns fnantial eudnt ra me ft.] June 30, 2016. Audit must be done in a wise l nreroM accepted amid. stare wrist Avon, aM.deal. hsued by thy air Geromi a Bn united Slates: the PI to OMB circular A-128, Andes a Some; GovemmeMa: am Bra Specnhcetions M omn0e1 Cifies and T na, This will nee �lieRut vfler July 1, 2010 ape, me ...alma fo submittal A 4:00 i, April 9. 2016. Bide received after thus i by accepted. Bads will be opened and on April 11, 2016 at 7:00 PM In the Gr Hen, The T nurse sus led fight to Arms any a an bass. Pkasa contact Tam H: 564572 or email at playstlearasgrah have any ques5ons. pm. it 2 whahes winery A Roses., Co In rtat. The Hurt Iduflow W Nit yew was bead an Fubm]5, Famon, ewnarmaky namirn sobaud to shave oe, Mus and dorm. mvepurcaew opfaurutiea io na now Rive re ioa FvwiNinduals pi¢hW tbeu buunessidw and maimed friendly vM conmammum feedback from IM and arms New this yen, Team IdeaFeal has launched a pock., es, ldu8eu Radius The ran 'mors, wNch feaemu am munraw, rah -sal muepmew humid Omean, ss activated on Meth 9 TM spiaode cm G IisuuE en wmpleer or smart pion as Wpuqufasdmmiue. ehdmleneaNaepis W n I rmtchmlduouu M 4vncA Plaa is An paxnnin8 sposm Ise Ideal'. sac 1DENEST, Past IM bit- Mned by the Vveiou Fem Bureau FMemion, x M=AWif(e's saaugk palm fm tutor M a-mny i er. lel %rag main- feamrc[ dopyi- mmaum'sausaw. R. Wm esmvdNl; .—install mute. mN Nq M motif& same tc in—,—.a HIM,, wlWifg amain, Was GOVersari 1M Pon y lannimes as"kpmem Food, IM[[r. Ib N Nose acv, Aseorthng [o a Small, way conduced by the UeivuGry Egg Ear npu Can- fm Public Somme. mu Cbm are f or Vtryivie s lugul pan- aWi,iwn sus 4 --I, answer of $70 a. of MS,a rtna- AgialnW Trwaeiew NOTICE OF PUBLIC HEARING The Board of Supervisors of Pitlsylvania County, Virginia, will hold a public hearing In the General District Courtroom boosted on floe second floor of the Edwin R, Shields CouMouse Addition, Chatham. Virginia, Monday, March 21, 2016 at 7:00 p.m. W hear Ggzen Input on the proposed 2016 -2017 County Budget. This Budget will not be considered for adoption until seven (7) days after the public hearing. This nodce is published pursuant to §§ 15,2 -2503, 15.2 -2506, and 22.1 -93 of Me Code of Virginia, 1950, as amended. Below is a brief synopsis of the Budget, which shall ber for informative and fiscal planning purposes only. This budget does not propose a tax increase. A separate public hearing will be held to hear citizens input on the proposed School Budget. A full text is available for public viewing at the County Administrators Office at 1 Center Street Chatham, Virginia, Monday - Friday, 8:00 9m. - 5:01) p.m. An electronic version will be available on the County's websile at www.pfi sylvaniacountyva org. GMERNMEHT 2018-3016 2019-2012 xP uF F�FS ADOPTED PROPOSED Commit Gov't Expense 3.422,553 3,953532 Aftyal Adman. Experse 1,603.931 1,631,627 Public 6Ney 15,235.991 16,014,035 Heats Dept25gael Serv'ues 10.596.526 10,839.399 Par IsemMS 3.289,054 3.062,347 EODUIial Expme 091683146 91,499.245 Parka, Res, 8 Cultural 1]84,825 1.667.827 Grano 3,503,948 5.461.638 Community Dew E.W. 10,002,124 8,383,865 caphal Patents 875,856 1,402901 De6l9ervi[m 12,707,348 12.852.171 Palmation 19,649,496 18.652.420 Miar/IleapepaNnental 319M ,375,025 TOTAL 8173,3!19354 8176,800,032 20154!016 20162017 SULU ES AWKED PROPOSED Local Funds 49,929,224 48,302,102 suite Funds 83,695,184 84,518,240 Federal Fluids 16,086,532 18,272,794 CIPCm sever 1,563.324 2,526,564 Carryover 579,594 239.700 Fund Sharce 1,EW,WO 3,252,702 Transfers 29649495 1865242a TOTAL S173,309,354 8175,300,032 P65 NOTICE OF PUBLIC HEARING The Board of Supervisors of Pitlsylvania County, Virginia, will hold a public hearing In the General District Courtroom boosted on floe second floor of the Edwin R, Shields CouMouse Addition, Chatham. Virginia, Monday, March 21, 2016 at 7:00 p.m. W hear Ggzen Input on the proposed 2016 -2017 County Budget. This Budget will not be considered for adoption until seven (7) days after the public hearing. This nodce is published pursuant to §§ 15,2 -2503, 15.2 -2506, and 22.1 -93 of Me Code of Virginia, 1950, as amended. Below is a brief synopsis of the Budget, which shall ber for informative and fiscal planning purposes only. This budget does not propose a tax increase. A separate public hearing will be held to hear citizens input on the proposed School Budget. A full text is available for public viewing at the County Administrators Office at 1 Center Street Chatham, Virginia, Monday - Friday, 8:00 9m. - 5:01) p.m. An electronic version will be available on the County's websile at www.pfi sylvaniacountyva org. GMERNMEHT 2018-3016 2019-2012 xP uF F�FS ADOPTED PROPOSED Commit Gov't Expense 3.422,553 3,953532 Aftyal Adman. Experse 1,603.931 1,631,627 Public 6Ney 15,235.991 16,014,035 Heats Dept25gael Serv'ues 10.596.526 10,839.399 Par IsemMS 3.289,054 3.062,347 EODUIial Expme 091683146 91,499.245 Parka, Res, 8 Cultural 1]84,825 1.667.827 Grano 3,503,948 5.461.638 Community Dew E.W. 10,002,124 8,383,865 caphal Patents 875,856 1,402901 De6l9ervi[m 12,707,348 12.852.171 Palmation 19,649,496 18.652.420 Miar/IleapepaNnental 319M ,375,025 TOTAL 8173,3!19354 8176,800,032 20154!016 20162017 SULU ES AWKED PROPOSED Local Funds 49,929,224 48,302,102 suite Funds 83,695,184 84,518,240 Federal Fluids 16,086,532 18,272,794 CIPCm sever 1,563.324 2,526,564 Carryover 579,594 239.700 Fund Sharce 1,EW,WO 3,252,702 Transfers 29649495 1865242a TOTAL S173,309,354 8175,300,032 P65 NOTICE OF PUBLIC HEARING The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition, Chatham, Virginia, Monday, March 21, 2016 at 7:00 p.m. to hear citizen input on the proposed 2016 -2017 County Budget. This Budget will not be considered for adoption until seven (7) days after the public hearing. This notice is published pursuant to §§ 15.2 -2503, 15.2 -2506, and 22.1 -93 of the Code of Virginia, 1950, as amended. Below is a brief synopsis of the Budget, which shall be for informative and fiscal planning purposes only. This budget does not propose a tax increase. A separate public hearing will be held to hear citizen input on the proposed School Budget. A full text is available for public viewing at the County Administrator's Office at 1 Center Street, Chatham, Virginia, Monday - Friday, 8 :00 a.m. - 5:00 p.m. An electronic version will be available on the County's website at www. pittsylvaniacountyva.org. EXPENDITURES General Gov't Expense Judicial Admin. Expense Public Safety Health Dept. /Social Services Public Works Education Expense Parks, Rec. & Cultural Grants Community Dev. Expense Capital Projects Debt Service Transfers Misc/Non- Departmental TOTAL Local Funds State Funds Federal Funds CIP Carryover Carryover Fund Balance Transfers TOTAL 2015 -2016 2016 -2017 ADOPTED PROPOSED 3,477,553 3,953,532 1,603,931 1,631,627 15,735,991 16,014,035 10,596,526 10,838,399 3,289,084 3,062,347 89,683,146 91,499,245 1,784,975 1,667,827 3,503,949 5,461,638 10,082,174 8,383,865 875,656 1,402,901 12,707,348 12, 857,171 19,649,496 18,652,420 319.525 375,025 $ 173,309,354 $175,800,032 2015 -2016 2016 -2017 ADOPTED PROPOSEI 49,929,224 48,307,107 83,695,184 84,548,740 16,086,532 18,272,794 1,563,324 2,526,564 579,594 239,700 1,806,000 3,252,707 19,649,496 18,652,420 173,309,354 $175,800,032 P66 Presented: April 4, 2016 Adopted: April 4, 2016 RESOLUTION 2016 -04 -01 VIRGINIA: At a regular meeting of the Pittsylvania County Board of Supervisors on Monday, April 4, 2016 in the General District Courtroom in the Edwin R. Shields Courthouse Addition in Chatham, Virginia, the following resolution on the annual budget for Fiscal Year 2017 was presented and adopted. WHEREAS, the laws of the Commonwealth of Virginia require the governing body to prepare and approve a budget for fiscal and planning purposes, not withstanding additional requirements for the schools, including revenues and expenditures for the ensuing year by May 1, 2016; and WHEREAS, the laws of the Commonwealth of Virginia control the distribution of funds by appropriations giving the Board of Supervisors authority to set such appropriations at such periodic basis as outlined in Section 15.2 -2506 of the Code of Virginia, being further identified in this Resolution with Exhibit A and Exhibit B; and WHEREAS, a public hearing has been properly advertised and held on March 21, 2016, in accordance with state statute as shown by the affidavit of the publisher; then, BE IT HEREBY RESOLVED, by the Board of Supervisors of the County of Pittsylvania, that there be hereby adopted and appropriated a budget for Fiscal Year 2017, the full and complete budget is contained in the document entitled: "PITTSYLVANIA COUNTY ADOPTED BUDGET" FISCAL YEAR 2017 JULY 1, 2016 - NNE 30, 2017 TOTALING: $ 175,800,032 BE IT FURTHER RESOLVED, that the estimated budget total of $175,800,032 includes $16,736,709 total local effort for the Pittsylvania County Schools, and $1,646,045 in reallocated carryovers for Industrial Development Local. Included in this budget is an approval of supplements for employees of all five (5) Constitutional Offices. These offices include the Sheriff, Treasurer, Commissioner of Revenue, Clerk of Courts and Commonwealth's Attorney. Personnel costs for these offices, which include an appropriation of local funding and compensation board funding cannot be overspent. P67 BE IT STILL FURTHER RESOLVED, that the funds of the School Budget, the Library Board, and the Welfare Board shall be expended only by order and approval of those respective boards and that no money shall be paid out for such contemplated expenditures unless and until there has first been made an appropriation for such contemplated expenditures by the Board of Supervisors; and, BE IT STILL FURTHER RESOLVED that the School Budget estimate for FY 2016 -2017 be set at $91,489,633 with the local funds provided by the Board of Supervisors set at $16,736,709 to be funded by classification as allowed by the Code of Virginia, 1950 as amended, and the school board to report back in amounts requested to be funded in each classification if different than shown in the approved budget. The local funds include the following: General Fund Local $16,736,709 (Includes $45,000 Solid Waste) BE IT STILL FURTHER RESOLVED, that the Board of Supervisors shall receive quarterly revenue and expenditure reports comparing receipts and expenditures to the approved budget from the Office of the County Administrator as well as a list of transfers approved by the County Administrator and, BE IT STILL FURTHER RESOLVED, that the unit tax levy for the year commencing January 1, 2016 shall be as follows: Real Property: Mobile Homes and Barns: Machinery and Tools: Contract Carrier: $.59 per $100 of assessed value, 100% market value $.59 per $100 of assessed value, 100% market value $ 4.50 per $100 of assessed value at 10% of original cost $4.50 per $100 of assessed value at fair market value Personal Property: $8.75 per $100 of assessed value, 30% of market value. In accordance with the requirements set forth in Section 58.1 -3524 (C) (2) and Section 58.1 -3912 (E) of the Code of Virginia, as amended by Chapter 1 of the Acts of Assembly (2004 Special Session 1) and as set forth in Item 503.E (Personal Property Tax Relief Program) of Chapter 951 of the 2005 Acts of Assembly any qualifying vehicle sitused within the county commencing January 1, 2016, shall receive personal property tax relief in the following manner: ■ Personal use vehicles valued at $1,000 or less will be eligible for 100% tax relief; P68 • Personal use vehicles valued at $1,001 to $20,000 will be eligible for 52% tax relief, • Personal use vehicles valued at $20,001 or more shall only receive 52% tax relief on the first $20,000 of value; and • All other vehicles which do not meet the definition of "qualifying" (business use vehicles, farm use vehicles, motor home, etc.) will not be eligible for any of tax relief under this program. Generating Equipment: Capital Merchant Tax: Consumer Utility Tax: $.59 per $100 of assessed value, 100% of market value $ 2.75 per $100 of assessed value, 30% of inventory value 20% of the first $15.00 monthly for residential users and 20% of the first $100.00 monthly for commercial or industrial users, except as required for Gas and Electricity, as defined by Chapter 6 Section 13 of the Pittsylvania County Code 1975 as amended AND BE IT FURTHER RESOLVED that the following fees will also be collected by Pittsylvania County for tax year beginning January 1, 2016 and for the fiscal year beginning on July 1, 2016: Motor Vehicle Fee: Building Inspection Fees: Fire Prevention Fees: $38.75 per vehicle, except as specified by ordinance These fees included in Exhibit C These fees included in Exhibit D AND BE IT FURTHER RESOLVED by the Pittsylvania County Board of Supervisors that, for the fiscal year beginning on July 1, 2016, and ending on June 30, 2017, the following sections are hereby adopted. Section 1. The cost center shown on the attached table labeled Appropriations Resolution, Exhibit A, are hereby appropriated from the designated estimated revenues as shown on the attached table labeled Appropriations Resolution, Exhibit A. This appropriation does include the unappropriated surplus. Funds may be appropriated by the Board of Supervisors as needed during FY 2017 subject to the Board's by -laws for appropriations. P69 Section 2. Appropriations, in addition to those contained in this general Appropriations Resolution, may be made by the Board of Supervisors only if there is available in the fund unencumbered or unappropriated sums sufficient to meet such appropriations. Section 3. All appropriations herein authorized shall be on the basis of cost centers for all departments and agencies excluding schools. The regular school fund is specifically appropriated by category as listed on Exhibit A. Section 4. The School Board and the Social Services Board are separately granted authority for implementation of the appropriated funds for their respective operations. By this resolution the School Board and the Social Services Board are authorized to approve the transfer of any unencumbered balance or portion thereof from one line item of expenditure to another within the same classification in their respective funds in any amount. Transfers between classification or funds require approval of the Board of Supervisors. Section 5. The County Administrator is authorized to make intra- departmental transfers. This allows for the transfer of any unencumbered balance or portion thereof from one line item of expenditure to another within the same cost center for the efficient operation of government. The County Administrator is also authorized to make inter - departmental transfers up to $25,000. This type of transfer allows for the transfer of any unencumbered balance or portion thereof from one department to another. Inter- departmental transfers in excess of $25,000 require the approval of the Board of Supervisors. Section 6. All outstanding encumbrances, both operating and capital, at June 30, 2016 shall be reappropriated to the FY 2017 fiscal year to the same cost center and account for which they are encumbered in the previous year. A report of which shall be submitted to the Board. Section 7. At the close of the fiscal year, all unencumbered appropriations lapse for budget items other than the School Cafeteria Receipts Fund 209, the State Restricted Seizure Fund - Sheriff 241, the Federal Restricted Seizure Fund 242, the State Restricted Seizure Fund — Commonwealth's Attorney 243, the Federal Restricted Seizure Fund — Commonwealth's Attorney 244, the Animal Friendly Plates Fund 245, the Grants Fund 250, the Work Force Investment Act Fund 251, Law Library Fund 260, the Library P70 Memorial Gift Fund 265, Cash Bonds Fund 305, the County Capital Improvements Fund 310, the Jail Inmate Management Fund 311, the Courthouse Maintenance Fund 312, the Courthouse Security Fund 314, the Jail Processing Fund 315, the Rural Roads Fund 320, the Industrial Development Local Fund 325, the Industrial Development Cyclical Fund 330, the School Bond Fund 410, the Landfill Bond Fund 415, the E911 Bond Fund 416, the Social Services Bond Fund 420, the Debt Service Reserve Fund 425, the Bond Fund - Schools 435, the Rescue Billing Fund 530, the Special Welfare Fund 733 and the Pittsylvania County Employees Health Plan 734. Thus, all cancelled cash balances shall revert back to the General Fund. Section 8. Appropriations designated for capital projects will not lapse at the end of the fiscal year but shall remain appropriated until the completion of the project or until the Board of Supervisors, by appropriate ordinance or resolution, changes or eliminates the appropriation. Upon completion of a capital project, the County Administrator is hereby authorized to close out the project and transfer to the funding source any remaining balances. This section applies to all existing appropriations for capital projects at June 30, 2016 and appropriations in the FY 2017 Budget. The County Administrator is hereby authorized to approve construction change orders to contracts up to $50,000.00 and approve all change order for reduction of contracts. Section 9. The approval of the Board of Supervisors of any grant of funds to the County shall constitute the appropriation of both the revenue to be received from the grant and the County's expenditure required by the terms of the grant, if any. The appropriation of grant funds will not lapse at the end of the fiscal year but shall remain appropriated until completion of the project or until the Board of Supervisors, by appropriate resolution, changes or eliminates the appropriation. The County Administrator may increase or reduce any grant appropriation to the level approved by the granting agency during the fiscal year. The County Administrator may approve necessary accounting transfers between cost centers and funds to enable the grant to be accounted for the in correct manner. Upon completion of a grant project, the County Administrator is authorized to close out the grant and transfer back to the funding source any remaining balance. This section applies to appropriations for grants outstanding at June 30, 2016 and appropriations in the FY 2017 Budget. P71 Section 10. The County Administrator may reduce revenue and expenditure appropriations related to programs funded all or in part by the Commonwealth of Virginia and/or the Federal Government to the level approved by the responsible state or federal agency. Section 11. The County Administrator is authorized to make transfers to the various funds for which there are transfers budgeted. The County Administrator shall transfer funds only as needed up to amounts budgeted or in accordance with any existing bond resolutions that specify the matter in which transfers are to be made. Section 12. The Treasurer may advance monies to and from the various funds of the County to allow maximum cash flow efficiency. The advances must not violate County bond covenants or other legal restrictions that would prohibit an advance. Section 13. All purchases with funds appropriated herein shall be made in accordance with the County purchasing ordinance and applicable state statutes. Section 14. It is the intent of this resolution that funds be expended for the purposes indicated in the budget; therefore, budgeted funds may not be transferred from operating expenditures to capital projects or from capital projects to operating expenses without the prior approval from the Board of Supervisors. Also, funds may not be transferred from one capital project to another without the prior approval of the Board of Supervisors. Section 15. The County Administrator is authorized, pursuant to state statute, to issue orders and warrants for payments where funds have been budgeted, appropriated, and where sufficient funds are available. A warrant register shall be presented to the Board of Supervisors not less frequently than monthly. Section 16. Subject to the qualifications in this resolution contained, all appropriations are declared to be maximum, conditional and proportionate appropriations — the purpose being to make the appropriations payable in full in the amount named herein if necessary and then only in the event the aggregate revenues collected and available during the fiscal year for which the appropriations are made are sufficient to pay all the appropriations in full. Otherwise, the said appropriations shall be deemed to be payable in such proportion as the total sum of all realized revenue of the respective funds is to the total amount of revenue estimated to be available in the said fiscal year by the Board of Supervisors. P72 Section 17. All revenue received by any agency under the control of the Board of Supervisors or by the School Board or by the Social Services Board not included in its estimate of revenue for the financing of the fund budget as submitted to the Board of Supervisors may not be expended by said agency under the control of the Board of Supervisors or by the School Board or by the Social Services Board without the consent of the Board of Supervisors being first obtained. Nor may any of these agencies or boards make expenditures, which will exceed a specific item of an appropriation. Section 18. Allowances out of any of the appropriations made in this resolution by any or all county departments, bureaus or agencies under the control of the Board of Supervisors to any of their officers and employees for expense on account of the use of such officers and employees of their personal automobiles in the discharge of their official duties shall be paid at the same rate as that established by the Internal Revenue Service and shall be subject to change from time to time to maintain like rates. Section 19. The County Administrator is directed to maintain eight (8) petty cash accounts and establish any other petty cash accounts authorized by the Board of Supervisors. The current petty cash accounts are located in central purchasing, the landfill, building inspections, zoning and recreation. These petty cash accounts are maintained in accordance with Section 15.2 -1229 of the Code of Virginia as amended, 1950 with management plans as directed by the County Auditor. Section 20. All previous appropriation ordinances or resolutions to the extent that they are inconsistent with the provisions of this resolution shall be and the same are hereby repealed. Section 21. This resolution shall be effective on July 1, 2016. P73 Given under my hand this day April 4, 2016. Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P74 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2017 ADMINISTRATION AND MANAGEMENT OF GOVERNMENT: Board of Supervisors County Administrator County Attorney Human Resources Auditors Commissioner of Revenue Reassessment Treasurer Central Accounting Information Technology Fleet Management Central Purchasing Grants Administration Board of Elections General Registrar Non - Departmental Total Administration and Management of Government PUBLIC WORKS: Public Works Building and Grounds Zoning Public Works ADMINISTRATION OF JUSTICE: Circuit Court General District Court Magistrates Court Services Juvenile & Domestic Relations Court VJCCCA - J & D Court Services Grant Misc - Records Preservation Commissioner of Accounts Clerk of Circuit Court P75 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET 199,790 303,490 190,463 111,952 81,500 636,403 377,245 703,665 322,968 350,701 183,190 115,462 82,266 139,971 154,466 375,025 4,328,557 174,314 995,975 251,817 1,422,106 140,475 11,706 4,500 384,326 20,950 41,765 5,000 1,850 659,964 EXHIBIT A April 4, 2016 EXHIBIT A April 4, 2016 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2017 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET Commonwealth's Attorney 741,382 State Restricted Seizure - Commonwealth Attorney 20,000 Federal Restricted Seizure - Commonwealth Attorney 5,000 Law Library Fund 25,800 Victim/Witness Grant 72,827 Total Administration of Justice 2,135,545 LAW ENFORCEMENT: Sheriff 6,429,529 Corrections 4,464,626 State Seizure - Sheriff 150,000 Federal Seizure - Sheriff 30,000 Medical Examiner 2,500 DUI Select Enforcement 36,996 DMV Occupant Grant 6,048 Crisis Intervention Prevention Team Grant 45,520 Speed Grant 10,044 CITAC Grant 43,800 Justice Assistance Grant (JAG) 25,000 DCJS- Fingerprinting Grant 11,000 USDA -Sheriff Grant 50,000 Byme/JAG- Software 2,500 BJA- Bulletproof Vest Partner Grant 15,000 Law Enforcement - Mobile Forensics 3,440 DCJS -Body Cameras 50,000 DCJS - Chatham SRO 37,078 DCJS -Dan River SRO 37,078 DCJS- Gretna SRO 37,078 DCJS- Tunstall SRO 37,078 Jail Inmate Management Fund 26,100 Jail Processing Fund 2,200 Courthouse Security 125,000 Total Law Enforcement 11,677,615 PUBLIC SAFETY: Volunteer Fire/Rescue Departments 1,880,213 VA Fire Program Grant 192,000 VFIRS Computer Grant 6,000 Four for Life -DMV 75,000 Fire Marshal 95,151 State Forestry 33,600 E911 Wireless Grant 59,807 P76 EXHIBIT A April 4, 2016 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2017 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET VA Emergency Management 22,803 P77 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2017 PSAP - Wireless Education Program Animal Control Animal Shelter Veterinary Fund Building Inspections Rescue Billing Emergency Management Services Total Public Safety ENVIRONMENTAL PRESERVATION AND PROTECTION: Solid Waste Collections Solid Waste Disposal Litter Control Grant VPI & SU Extension Resource Conservation Total Environmental Preservation and Protection HUMAN AND SOCIAL SERVICES: Public Health Mental Health Comprehensive Services Act - Pool Social Services Administration/Administrative Expense Public Assistance Family Preservation Total Human and Social Services ECONOMIC DEVELOPMENT: Industrial Development - Local Agricultural Economic Development Specialist Economic Development Industrial Development Authority Workforce Investment Board Community & Industrial Development Total Economic Development P78 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET 2,000 258,259 150,301 900 316,982 495,500 1,202,448 4,790,964 1,064,630 827,428 24,000 83,416 125,564 2,125,038 507,570 293,913 4,502,141 4,369,775 1,120,000 45,000 10,838,399 7,269,879 108,058 147,903 14,045 4,234,878 358,183 12,132,946 EXHIBIT A April 4, 2016 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2017 PLANNING, HOUSING AND COMMUNITY DEVELOPMENT: Planning Commission Chatham Train Depot Restoration CDBG - Clarkstown IRP - Clarkstown Total Planning, Housing and Community Development PUBLIC LIBRARIES: Libraries State Library Grant Library Memorial Fund Total Public Library CULTURAL & RECREATIONAL PROGRAMS: Recreation Department Total Cultural & Recreational Programs CAPITAL INVESTMENTS: Debt & Interest- General Fund Computer - Capital Outlay Solid Waste - Capital Outlay Landfill - Capital Outlay Building & Grounds - Capital Outlay Community & Industrial Development Capital Outlay Rural Road Capital Outlay Total Capital Investments P79 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET 176,959 118,687 2,300 2,200 300,146 1,115,654 154,711 10,000 1,280,365 331,614 331,614 12,857,171 14,609 550,500 120,000 290,000 427,792 25,000 14,285,072 EXHIBIT A April 4, 2016 EXHIBIT A April 4, 2016 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT A EXPENDITURES BY COST CENTERS FOR FY 2017 COST CENTERS TOTAL ADOPTED ADOPTED BUDGET BUDGET PUBLIC EDUCATION: School Fund Instruction 62,216,811 Admin. /Attend & Health Services 3,370,527 Pupil Transportation 6,634,246 Operation & Maintenance 7,964,335 Non - Instructional Operations 3,412,865 Technology 2,824,445 Cafeteria 5,066,404 91,489,633 Danville Community College 9,612 Total Public Education 91,499,245 TRANSFERS: Law Library Transfer 9,800 Social Services Department Transfer 975,375 School Board Transfer 16,736,709 Capital Improvements Fund Transfer 522,382 Economic Development Transfer 408,154 Total Transfers 18,652,420 GRAND TOTAL ALL EXPENDITURES $ 175,800,032 P80 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS APPROPRIATIONS RESOLUTION, EXHIBIT B REVENUES BY FUND FOR FY 2017 REVENUES Local Funds State Funds Federal Funds CIP Carryover Carryovers Fund Balance Transfers GRAND TOTAL ALL REVENUES PSl Total Adopted Budget 48,307,107 84,548,740 18,272,794 2,526,564 239,700 3,252,707 18,652,420 $175,800,032 EXHIBIT B April 4, 2016 BUILDING PERMIT FEE SCHEDULE RESIDENTIAL - 1 & 2 FAMILY DWELLING NEW CONSTRUCTION - STRUCTURAL ONLY (INCLUDES MODULAR HOMES) ADDITIONS - STRUCTURAL ONLY MINIMUM FEE $ 31.25 LIVING AREA .10 1SQ. FT. GARAGE OR CARPORT .025 /SQ. FT. PORCH DECKS & PATIOS .025 1SQ. FT. BASEMENTS (UNFINISHED) .025 1SQ. FT. MINIMUM FEE $ 31.25 LIVING AREA .10 /SQ FT GARAGE /CARPORT .05 1SQ FT PORCH, DECK PATIO .05 /SQ. FT. REPAIRS & REMODELING - STRUCTURAL ONLY MINIMUM FEE ($5,000.00 OR LESS) $ 31.25 EACH $1,000 OR FRACTION THEREOF OVER $5000. $ 5.00 CLOSE IN PORCH,PATIO.CARPORT DECK $ 31.25 RELOCATION OF HOME DEMOLITION $ 31.25 ELECTRICAL PLUMBING RESIDENTIAL - 1 & 2 FAMILY DWELLING NEW SERVICE/ SERVICE CHANGE $ 18.75 RELOCATION OR REPLACEMENT OF METER BASE, PANEL BOX OR ENTRANCE WIRE $ 18.75 EXTEND WIRING $ 18.75 BASE FEE $ 18.75 EACH PLUMBING FIXTURE AN ADDITIONAL $ 1.25 P82 Page 1 Appendix C MECHANICAL HEATING SYSTEM $ 18.75 COOLING SYSTEM $ 18.75 MISCELLANEOUS - NOT COVERED BY OTHER PERMITS $ 31.25 CHIMNEY OR STEM $ 18.75 SWIMMING POOL (PRIVATE: INCLUDES WIRING & PLUMBING) $ 62.50 FARM STRUCTURES EXEMPT FROM USBC REQUIREMENTS. HOWEVER, WHEN A WIRING, PLUMBING OR MECHANICAL SYSTEM FOR A FARM STRUCTURE IS AN EXTENSION OF A RESIDENTIAL SYSTEM, A PERMIT IS REQUIRED PER THE FOLLOWING SCHEDULE: PLUMBING MECHANICAL $ 18.75 BULK BARN $ 18.75 BUILDING PERMIT FEE SCHEDULE RESIDENTIAL MULTI - FAMILY (INCLUDING MOTELS) NEW CONSTRUCTION AND ADDITIONS - STRUCTURAL ONLY MINIMUM FEE $ 50.00 PER SQUARE FOOT $ 0.10 REPAIR & REMODELING - STRUCTURAL ONLY ELECTRICAL PLUMBING MINIMUM FEE ($10,000.00 OR LESS) $ 50.00 EACH $1,000 OR FRACTION THEREOF OVER ELECTRICAL (PER DWELLING UNIT) $ 18.75 SERVICE CHANGE $ 18.75 RELOCATION OR REPLACEMENT: METER BASE, PANEL BOX. ENTRANCE WIRE $ 18.75 PLUMBING (PER DWELLING UNIT) $ 18.75 EACH PLUMBING FIXTURE AN ADDITIONAL $ 1.25 P83 Page 2 Appendix C MECHANICAL HEATING (PER DWELLING UNIT) $ 18.75 COOLING (PER DWELLING UNIT) $ 18.75 BUILDING PERMIT FEE SCHEDULE MOBILE HOMES BEARING HUD LABEL & MOBILE HOME PARKS MANUFACTURED HOMES WITH HUD LABEL(INCLUDES PORCHES UP TO 24 SO. FT.) MH'S (PER SO FT) $ 0.10 PLUS: ELECTRICAL $ 12.50 PLUMBING $ 12.50 HEATING $ 12.50 COOLING $ 12.50 PORCH, DECK, CARPORT, PATIO & ADDITIONS COST THE SAME AS RESIDENTIAL 1 & 2 FAMILY DWELLINGS - STRUCTURAL ONLY RELOCATION OR REPLACEMENT: MOBILE HOME PARKS METER BASE PANEL BOX ENTRANCE WIRE $ 18.75 EACH SITE $ 25.00 SERVICE CHANGE $ 18.75 RELOCATION OR REPLACEMENT METER BASE, PANEL BOX, ENTRANCE WIRE $ 18.75 MAXIMUM FEE $ 2,500.00 BUILDING PERMIT FEE SCHEDULE COMMERCIAL. BUSINESS & INDUSTRIAL NEW CONSTRUCTION ADDITIONS & TEMPORARY MOBILE OFFICES NEW TOWERS AND ANTENNA STRUCTURAL ONLY Page 3 P84 Appendix C MINIMUM FEE $ 50.00 STRUCTURE .05 /SO. FT. MAXIMUM FEE $ 2,500.00 STRUCTURAL ONLY - REPAIR. REMODELING RELOCATING RE- ROOFING AND REPLACEMENT l MENT OR N EW ANTENNA DEMOLITION ELECTRICAL MINIMUM FEE ($10,000.00 OR LESS) $ 50.00 EACH $1,000.00 OR FRACTION THEREOF OVER $10,000.00 $ 5.00 MAXIMUM FEE $ 2,500.00 MINIMUM FEE ($2,000.00 OR LESS) $ 31.25 EACH $1,000.00 OR FRACTON THEREOF OVER $2.000.00 $ 5.00 NEW SERVICE (UNDER $2,000.00) $ 25.00 EACH $1,000 OR FRACTION THEREOF ABOVE $2,000 $ 5.00 SERVICE CHANGE $ 25.00 RELOCATION OR REPLACEMENT: METER BASE, PANEL BOX, ENTRANCE WIRE $ 18.75 MAXIMUM FEE $ 2,500.00 BUILDING PERMIT FEE SCHEDULE COMMERCIAL. BUSINESS & INDUSTRIAL (CONTINUED) PLUMBING MECHANICAL MINIMUM FEE ($2,000.00 OR LESS) $ 31.25 EACH PLUMBING FIXTURE AN ADDITIONAL $ 1.25 EACH $1,000.00 OR FRACTION THEREOF OVER $2,000.00 $ 5.00 MAXIMUM FEE $ 2,500.00 ELEVATOR $ 31.25 HEATING MINIMUM FEE ($2,000.00 OR LESS) $ 31.25 EACH $1,000.00 OR FRACTION THEREOF OVER $2,000.00 $ 5.00 P85 Page 4 Appendix C COOLING SWIMMING POOL MAXIMUM FEE $ 2,500.00 MINIMUM FEE ($2,000.00 OR LESS) $ 31.25 EACH $1,000.00 OR FRACTION THEREOF OVER $2,000.00 $ 5.00 MAXIMUM FEE $ 2,500.00 PUBLIC OR SEMI - PUBLIC (INCLUDES WIRING 8 PLUMBING) $ 156.25 BUILDING PERMIT FEE SCHEDULE COMMERCIAL BUSINESS B INDUSTRIAL (CONTINUEDI SIGNS - STRUCTURAL ONLY NEW TANKS: ESTIMATED COST: $1.00 TO $1.000 $ 31.25 EACH $1,000.00 OR FRACTION THEREOF OVER $1,000.00 (INCLUDES ELEC. IF NEEDED) $ 5.00 AST AND UST INSTALLATION (PER TANK) 1 INSPECTION $100.00 AST AND UST REMOVAL (PER TANK) i INSPECTION $100.0 0 AMUSEMENTS RIDES' SHOWS CONCESSIONS CONCESSION (PERMIT) $ 12.50 MOBILE UNITS (PER UNIT) $ 12.50 BOOTH (PER UNIT) $ 12.50 TENT (PER UNIT) $ 12.50 MAJOR RIDE" $ 55.00 KIDDIE RIDE ° $ 35.00 SPECTACULAR RIDE ° $ 75.00 ' FEE SCHEDULES ASSOCIATED WITH RIDES SHALL BE REDUCED BY 75 %, IF PRIVATE INSPECTORS ARE UTILIZED BY THE OWNER OR LESSEE. " RIDE CLASSIFICATION IS DEFINED BY VA. DEPT. OF HOUSING 8 COMMUNITY DEVELOPMENT Page 5 P86 Appendix C BUILDING PERMIT FEE SCHEDULE COMMERCIAL OR BUSINESS (CONTINUED) MISCELLANEOUS - NOT COVERED BY OTHER PERMITS $ 31.25 $25.00+ $5.00 PER LAND DISTURBING PERMIT FEES (COMMERCIAL) ACRE LAND DISTURBING PERMIT FEES (SINGLE - FAMILY RESIDENTIAL) $ 10.00 REINSPECTION FEES: $25.00 ALL REINSPECTION FEES SHALL BE PAID PRIOR TO ISSUANCE TO CERTIFICATE OF OCCUPANCY Page 6 P87 Appendix C Appendix D Permit Fee Schedule for Pittsylvanin County Fire Marshal's Office pursuant to Virginia Code § 27 -97 & Virginia Statewide Fire Prevention Code §§ 107.12 & 107.15 Routine Fire Prevention Inspection: Original inspection and first follow -up: No Charge Each additional re- inspection: $25.00 Child day centers, assisted living facilities and adult day care centers: (Inspection required by any Virginia Regulatory Agency) Licensed capacity as follows: 1. 1 -8 $50 2.9 -20 $75 3.21 -50 $100 4.51 -100 $200 5. 101 or more $400 Hospitals, nursing homes, mental hospitals, detoxification facilities $100 Blasting, Explosives, Fireworks: An operational permit is required for the manufacture, storage, handling, sale or use of any quantity of explosive, explosive material, fireworks, or pyrotechnic special effects within the scope of Chapter 33 of the Virginia Statewide Fire Prevention Code. Blasting: 1 -30 days Blasting: 31 days or more Explosives, Blasting Agents and Fireworks: Annual Storage Permit (per Magazine) Fireworks: Retail Sales of Permissible Fireworks, Outside Stand (60 Day Permit) Fireworks: Retail Sales of Permissible Fireworks, Mercantile Occupancy (60 Day Permit) Fireworks: Outdoor Fireworks Display (Aerial/Proximate Audience (One Day Permit) Pyrotechnics: Indoor Pyrotechnic Display & Special Effects (One Day Permit) Hazardous Materials: An operational permit is required to store, transport on site, dispense, use or handle hazardous materials in excess of the amounts listed below. Annual Hazardous Material Permit Combustible Fiber Loose 100 cubic feet Baled 1000 cubic feet Flammable Gas 120 gallons Gaseous 1000 cubic feet $75 $90 $40 $25 $25 $35 $35 $100 Liquefied (except propane) 30 gallons LP Gas: Storage and use inside or outside of any building. Exception: 1. Individual containers with 500 gallons water capacity or less serving occupancies in Use group R -3. 2. Operation of cargo tankers that transport LP gas. Flammable Liquid Class IA 30 gallons Class 1B and 1C 120 gallons Combustible Liquid Class II 120 gallons Class IIIA 330 gallons Class IIIB 13,200 gallons Flammable Solid Flammable Solid 125 pounds Pyrophoric Material Solid 4 pounds Liquid 4 pounds P88 Gas 50 cubic feet Water Reactive — Solid or Liquid Class 3 •5 pounds Class 2 50 pounds Class 1 No permit required Unstable (reactive) Material — Solid or Liquid Class 4 1 pounds Class 3 5 pounds Class 2 50 pounds Class 1 No permit required Oxidizer - Solid or Liquid Class 4 1 pound Class 3 10 pounds Class 2 250 pounds Class 1 4000 pounds Oxidizing Gas Gaseous 1500 cubic feet Liquefied 15 gallons Organic Peroxide - Solid or Liquid Class UD 1 pound Class I 5 pounds Class II 50 pounds Class 111 125 pounds Class IV No permit required Class V No permit required Toxic Material Solid 500 pounds Liquid 500 pounds Gas 810 cubic feet Highly Toxic Material Solid 10 pounds Liquid 10 pounds Gas 20 cubic feet Corrosive Material Solid 5000 pounds Liquid 500 gallons Gas 810 cubic feet Cryogenic - Liquid Cryogenic (Flammable) 45 gallons Cryogenic (Oxidizing) 45 gallons P89 Unstable (reactive) Material - Gas Class 4 10 cubic feet Class 3 50 cubic feet Class 2 250 cubic feet Class 1 No permit required Appendix PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proposal Award for Reassessment Appraisal Services SUBJECT/PROPOSAL/REOUEST: Award contract to Wingate Appraisal Services STAFF CONTACT(S): Mr. Monday, Kim Van Der Hyde, Otis Hawker, Greg Sides and Connie Gibson AGENDA DATE: 04 -04 -2016 ACTION: Yes CONSENT AGENDA: ACTION: 10 INFORMATION: INFORMATION: ATTACHMENTS: 1) Request For Proposals (RFP) 2) Tally Sheet 3) Amendment BACKGROUND: The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations with one qualified firm to appraise all real property at its fair market value as of January 1, 2018, as stated in 58.1 -3201, Code of Virginia, 1950, as amended and to appraise new construction (additions and improvements), land splits, and new subdivisions in the County. DISCUSSION: The Purchasing Department mailed out 6 copies of the RFP 2/1/16. We advertised in 2 local newspapers, posted on the County's public notice board and posted on the County's website. We received two responses, Wingate Appraisal Services and Pearson's Appraisal Services. Wingate scored higher on the evaluations including the cost per parcel. Wingate's cost proposal was $12.95, which was $9.05 less than the cost for Pearson's. The County savings will be approximately $450,147.00. After the initial reassessment is complete, Wingate will complete any new constructions for 2 years, 2019 and 2020. County Fee Approximate cost for the reassessment will be $644,133.00, not including new construction after the reassessment is complete. RECOMMENDATION: Staff recommends the Board of Supervisors award the proposal to Wingate Appraisal Services. 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N o v p- a F O P91 ATTACHMENT A Amendment OWNER: Pittsylvania County Board of Supervisors CONTRACTOR: Wingate Appraisal Services SERVICES: County Reassessment and New Construction Appraisals DATE OF AMENDENT: March 11, 2016 The Contractor and Agency agrees to the negotiation items listed below: ATTACHMENT A The Contractor and Agency agrees to the negotiation items listed below: • Wingate Appraisal Service will provide new construction assessments during the course of the reassessment project for the years 2016 and 2017. • Wingate will create and maintain a log of building permits during the project. This log shall include a description of assessment action taken by Wingate and date of visit(s). At the end of the project the log will be turned over to the Commissioner of the Revenue's office. • In visiting properties where the distinction between real estate and personal property is not clear, Wingate will consult with the Personal Property Deputy in the Commissioner of the Revenue's office to be sure no overlap or underlap of assessment has occurred. P92 a 1767 Ct'l_i PITTSYLVANIA COUNTY BOARD OF SUPERVISORS i REQUEST FOR PROPOSAL 16 -02 -28 COUNTY REASSESSMENT AND NEW CONSTRUCTION APPRAISAL SERVICES FEBRUARY 1, 2016 CONTACTS: CONNIE GIBSON, PURCHASING MANAGER (434) 432 -7744 CLARENCE MONDAY, COUNTY ADMINISTRATOR (434) 432 -7910 P93 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REQUEST FOR PROPOSAL (RFP) ISSUE DATE: February 1, 2016 RFP #16 -02 -28 TITLE: County Reassessment ISSUED BY: Pittsylvania County Purchasing Department P.O. Box 426 1 Center Street Chatham, Virginia 24531 Sealed Proposals Will Be Received Until 2:00 p.m., Monday, February 29, 2016, For Furnishing the Services Described Herein. All Inquiries for Information Should Be Directed To: Connie Gibson, Purchasing Manager. Phone: (434) 432 -7744, Fax: (434) 432 -7746, E -mail: connie.gibson2pittgov.org. PROPOSALS MAY BE MAILED OR HAND DELIVERED TO THE ADDRESS LISTED ABOVE. ANY PROPOSALS RECEIVED AFTER THE DEADLINE WILL BE RETURNED UNOPENED. In compliance with this request for proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiations. Full, Legal Name and Address of Firm: FEI /FIN NO.: E -mail address: By:_ Nam Title: (Signature in Ink) Telephone Number: Fax Number: CERTIFICATION PAGE RETURN THIS PAGE WITH PROPOSAL SUBMISSION P94 2 TABLE OF CONTENTS SECTION NO. SECTION HEADING PAGE NO. 1 PURPOSE 3 2 BACKGROUND 3 3 STATEMENT OF NEEDS 5 4 PROPOSAL PREPARATION AND SUBMISSION 23 REQUIREMENTS 5 EVALUATION AND AWARD CRITERIA 25 6 SPECIAL INSTRUCTIONS TO OFFERORS 26 GENERAL TERMS, CONDITIONS AND INSTRUCTIONS 29 STATE OF DISCLAIMER 35 CONTRACTOR ELIGIBILITY CERTIFCATION 36 INSURANCE CHECKLIST 37 PROPRIETARY INFORMATION FORM 38 EXCEPTIONS TO RFP FORM 39 ATTACHMENT A IMPROVEMENT & GENERAL PROPERTY DATA 40 3 P95 1.0 PURPOSE The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations with one qualified firm to appraise all real property at its fair market value in money as of January 1, 2018, as stated in 58.1 -3201, Code of Virginia, 1950, as amended and to appraise new construction (additions and improvements), land splits, and new subdivisions in the County. All services shall be provided in accordance with the specifications contained herein and attached hereto. The County currently averages approximately 1,400 field appraisals per year. The information is compiled, entered into the system, and printed on the land books. The land books are usually printed during the month of April, each year. 1.1 This solicitation is issued by the Pittsylvania County Purchasing Department, on behalf of the Pittsylvania County Board of Supervisors, a political subdivision of the Commonwealth of Virginia, herein referred to as "Owner" and /or "County'. The issuing office is the sole point of contact for the contractual provisions of this RFP and resulting proposals. 1.2 For ease of reference, each organization submitting a response to the RFP will hereinafter be referred to as an "Offeror ". An Offeror whose proposal would result in a formal agreement will hereinafter be referred to as a "Contractor ". 1.3 The following acronyms are used in this document: The Pittsylvania County Board of Supervisors may be referred to as "BOS ". The Pittsylvania County Board of Assessors may be referred to as "BOA ". The Pittsylvania County Reassessment Liaison /Project Manager in combination with Pittsylvania County Administration may be referred to as "the County ". The Pittsylvania County Geographic Information Systems Department shall herein be referred to as "GIS ". The Pittsylvania County Information Technology Department herein shall be referred to as "IT ". Pittsylvania County's Geographic Information System, shall herein be referred to as the GIS application Pittsylvania County's computer- assisted mass appraisal, shall herein be referred to as the "CAMA application ". 1.4 The contents of the proposal submitted by the successful Offeror, this RFP (including general and special terms and conditions), and all modifications made thereof, will become part of any contract awarded as a result of this solicitation. The successful Offeror will be required to sign a contract with the Owner. 2.0 BACKGROUND 2.1 Pittsylvania County is located in Southside Virginia, and encompasses a land area of 4 P96 approximately 980 square miles. Pittsylvania County is surrounded by several other local jurisdictions including the Counties of Franklin, Henry, Campbell, and Halifax, and the City of Danville. 2.2 The work performed shall include a field visit and inspection of all parcels and mobile homes. It is estimated that as of January 1, 2015, the County will have approximately 49,724 parcels and 7,500 mobile homes. The following chart shows the projected parcel increase by class code from January, 1, 2014: Parcel By class 2014 I 2015 2016 (Estimated) 2017 (Estimated) 2018 (Estimated) Commercial (4) 1,177 1,185 1,193 1,201 1,209 Residential (1 -3) 40,308 40,449 40,590 40,731 40,872 Agricultural (5 -6) 6,429 6,436 6,443 6,450 6,457 Tax Exempt (E70 -79) 1,663 1,654 1,663 1,672 1,681 Total Parcels 49,577 49,724 49,889 50,054 50,219 Mobile Homes 6,059 6,035 7,500 8,220 8,196 3.0 STATEMENT OF NEEDS The intent of these specifications is to have all real property appraised at its fair market value in money as of January 1, 2018 as stated in 58.1 -3201, of the Code of Virginia, 1950, as amended: "All general reassessments or annual assessments in those localities which have annual assessments of real estate, except as otherwise provided in Title 58.1 -2604 of the Code of Virginia, shall be made at 100% of fair market value..." Fair market value is defined by the International Association of Assessing Officers "1AAO" as "the most probable price expressed in terms of money that a property would bring if exposed for sale in the open market in an arms - length transaction between a willing seller and a willing buyer, both of whom are knowledgeable concerning all the uses to which it is adapted and for which it is capable of being used." The reassessment shall be conducted in a manner consistent with all applicable laws, regulations, rules, standards and case law. Assessments shall be complete, uniform and at 100% fair market value. All taxable and nontaxable properties shall be visited and all elements of value appraised. In all cases, uniformity and equality are required under the laws of the Commonwealth of Virginia with respect to each class of property. All aspects of this general reassessment shall be conducted in accordance with the laws of the Commonwealth of Virginia. All procedures shall be in accordance with all applicable Statutes of Virginia being Title 58.1 Chapter 32 Code of Virginia, 1950, as amended, relating to the assessment of property. The BOA will review all decisions as to procedure followed and forms used. Under this contract, the Contractor is responsible for advising the County as to the current market value of each item of property appraised. I P97 To be appointed to perform the reassessment by the BOS, the Contractor shall be certified as qualified by the Virginia Department of Taxation. The Contractor's duties include but are not limited to, the following: 3.1 The Contractor shall appraise all property entitled to classification under 58.1 -3230, Code of Virginia,1950 as amended, at its fair market value without easement in money. 3.2 The Contractor shall work with the Commissioner of the Revenue to ensure that parcels which qualify for land use assessment or are under perpetual easement are assessed using a methodology that is not inconsistent with the need of Commissioner of the Revenue to apply easement values. After the completion of the Reassessment, the County will apply the land use value schedule on those parcels which qualify for land use assessment under the appropriate statutes, and apply easement values on those parcels under perpetual easement in accordance with the appropriate statutes. 3.3 The Contractor shall prepare and maintain an Assessors' Manual in which the final resultant schedule of values, standards and rules, when properly applied, will result in appraising all property in accordance with Title 58.1 -3200 et seq. of the Code of Virginia. All schedules, standards, and rule shall conform to IAAO standards, and acceptance is contingent on BOA and County review and approval. 3.4 The Contractor shall appraise manufactured homes in accordance with 58.1 -3522 et seq. of the Code of Virginia, 1950, as amended. 3.5 The Contractor shall provide a fixed cost per parcel basis for new construction assessments on an annual renewable contract subsequent to the 2018 reassessment until the BOS resolves to conduct another reassessment or a period of four (4) tax years, whichever comes first. New construction permits to be assessed every quarter. The selected individual or firm will appraise new construction (additions and improvements), land splits and new subdivisions in the County. The work will be coordinated with the Commissioner of Revenue's Office. The County will match the permits to the proper field card(s), together with a copy of the County map(s). 3.6 The Contractor shall furnish assistance to the Board of Equalization, herein referred to as the BOE, with a qualified staff member of the Contractor present on an as- needed basis until appeals from BOE or to the courts, arising within the statutory period, have been heard and resolved. 3.7 Mobile Home Assessments All single -wide mobile and double -wide homes which have been modified into more permanent structures by the addition of rooms and /or roofs and a permanent foundation shall be appraised as real property. The Contractor shall collect the data on field sheets and record the data in the County's CAMA application using the same methodologies as used for residential housing. 0 P98 The following conditions should help in this real property test: - Is it a single wide mobile home? - Has been underpinned, crawl space enclosed, or with additions or improvements in excess of $10,000 valuation? - Other similar condition that may reflect the owner's intent to make permanent? Non - permanent single and double -wide homes which have not been modified into more permanent structures are assessed as personal property, but as part of this contract are to be assessed by the Contractor. Using the County provided mobile home assessment field sheet, the Contractor shall collect data and assess all non - permanent double wide and single wide mobile homes. The Contractor will also document the current use (i.e., housing, storage, dog kennel, etc.) of each mobile home. Although these non - permanent structures are not real property, for tracking purposes, the Contractor will enter these structures into the CAMA application with zero value and the appropriate code indicating the mobile home usage. Mobile /Manufactured Homes hook -ups (sites) must be appraised and so noted on field data sheets. All mobile home parks and camping parks must be noted and appraised at their fair market value inclusive of hook ups. 3.8 Time of Completion /Performance of Work It is specifically agreed, and so declared, that time is of the essence in the performance of this contract. The Contractor shall carry on the project of reassessment as set forth in this contract, and shall complete and deliver said work on or before the dates specified in this document. Any anticipated adjustments to specified dates shall be stated in the proposal, or the Contractor shall be expected to adhere to the timetable referenced below unless changes are approved by the County. 3.8.1 Hearings The Contractor shall schedule, hold, and document informal hearings with a projected starting date of October 1, 2017 and ending in December 2017. A member of the BOA and an assessor shall be present at each hearing. Where possible, the assessor who worked in the area of the property being reviewed should be present. 3.8.2 Timetable /Schedule The Contractor shall set forth a time table or schedule of work to be performed against which the County can measure contract progress. This timeline /schedule shall include the deliverables, work tasks, and associated dates applicable to each item. With the exclusion of those items where dates are specified, the timeline /schedule shall be mutually agreed upon by the Contractor and the County. 7 P99 3.8.2.1 Start of Work The Contractor shall be prepared to begin the work to be performed under the contract after acceptance by the BOS, starting approximately April 1, 2016, although obtaining required personnel and other tasks may begin directly after award of the contract. The Contractor may occupy the County - provided office space (reference Section 3.12.4) on or about July 1, 2016. 3.8.2.2 Field Work The Contractor shall provide a schedule of how data collection and field work across the County shall progress prior to beginning field work. The Contractor shall complete all field work and review all assessments by September 19, 2017, in order to meet the reassessment notice mailing vendor's submission deadline of September 24, 2017. 3.8.2.3 New Construction Assessments The new construction assessments shall be delivered to the Commissioner of the Revenue on a monthly basis. New construction data entry shall be entered in accordance with the processes of the Office of the Commissioner of the Revenue. The Contractor shall conduct hearings. 3.8.2.4 New Construction and Partially Completed Construction The Contractor shall appraise buildings partially completed as their value based on the percentage of completion as of January 1, 2018. All new construction completed between November 1, 2017 and December 31, 2017 and new construction ap rtially completed as of January 1, 2018, shall be appraised at the finalized 2018 values and delivered to the Commissioner of the Revenue by the Contractor on or before January 10, 2018. This component of the project is not considered part of the final reassessment book value, but will be supplemental thereto and included as a part of the reassessment contract. 3.8.2.5 Document Deliverables The Contractor shall provide each document deliverable in electronic Microsoft Word format. The Contractor shall be responsible for the cost associated with the production of bound copies. 3.8.2.6 Project Data It is understood that the Contractor shall maintain an organized office with field data being kept in hanging folders and file cabinets. At the end of the Reassessment project, the contractor shall ensure that all project data is organized into files by PIN in readiness to be turned over to the "BOE" 8 P100 Any paper locator maps shall be organized into a separate set of folders by PIN order at the end of the project. Any income data shall be kept separate from all other data. Project data includes, but is not limited to field notes, cards, and work sheets of all kinds and classes of properties valued in the assessments, identified as to property and owner, and the detailed data developed and used to determine the unit land values and which serve to substantiate these values. 3.8.2.7 Status Reports The Contractor shall at a minimum provide quarterly status reports to County Administration and at request present these reports to the BOS. The Contractor shall at a minimum provide monthly status reports to the BOA and to the County to ensure that the general reassessment is progressing satisfactorily against the agreed upon timeline /schedule. The status reports shall include informal summary ratio results when appropriate and when requested by the County. The format of both the BOS and the County status reports shall be mutually agreed upon by the County and the Contractor. Suggested formats may be put forth in the Offeror's proposal. For those tasks not progressing on schedule, the Contractor shall provide within these reports adequate explanations and recommended corrective actions. Any corrective action taken shall be mutually agreed upon by the Contractor and the County. 3.9 Performance of Work The Contractor's quality of work performed is of the utmost importance in this contract. 3.9.1 The Contractor's performance of the reassessment project shall be deemed to be complete after all informal BOA hearings with taxpayers have been heard; after all appeals to the BOE have been completed; and after all deliverables are accepted by the County. 3.10 Site Visits The Contractor shall deem the terms "visit" or "visited" as used in these specifications to mean the on -site review of existing property record cards or data in order to verify accuracy as well as touching and physical measuring of all new primary structures with an Engineer's tape, and talking with available occupants or owners while seeing the property with your eyes. 3.10.1 The Contractor shall use County's standard paper or electronic field cards for data gathering. 3.10.2 The Contractor shall measure and sketch new buildings and other major building 9 P101 improvements and record said data in the County's CAMA application 3.10.3 The Contractor shall capture general property data and improvement data. The Contractor shall record said data in the County's CAMA application. 3.10.4 The Contractor shall photograph the main structure. The Contractor shall load these photographs into the CAMA application or into an archival system of the County's choice. 3.10.5 In those cases where the homeowner is not at home and the Contractor cannot obtain all necessary information, Contractor shall leave a door hanger to notify the homeowner of the visit and request the homeowner to furnish the information. The Contractor shall keep a log to track these hangers, follow -up, and resolution. 3.10.6 In those cases where a property is locked or otherwise inaccessible, the Contractor shall use the current GIS aerial maps and other maps, such as Google Earth, to check for the existence of real estate structures and to estimate structure size. The Contractor shall also validate these estimates against any existing permits. The Contractor shall document in the CAMA application that size estimation and building type assignment were made using map discovery and provide a reason for using maps in lieu of a physical measurement. 3.10.7 In those cases where a property is designated as vacant and is over ten (10) acres, the Contractor shall use the current GIS aerial maps and other maps, such as Google Earth, to check for the existence of previously undiscovered /non - permitted real estate structures. If the property is accessible, the Contractor shall visit and do an on- site review of the structure(s). If inaccessible, the Contractor shall use maps to estimate size and determine building type. The Contractor will document this use of map estimation in the CAMA application. 3.10.8 The Contractor shall keep a log of all previously undiscovered /non - permitted structures by PIN and building number. The CAMA application may be used to maintain this information. 3.10.9 BOA members or County personnel may periodically accompany assessors and /or data collectors during their site visits. 3.11 Real Property Assessments The Contractor shall conduct cost, market and income research, and analyses in the development of the schedules and tables of values. All schedules and tables shall reflect market value. The Contractor shall include all schedule and tables used in the Assessors' Manual. The Contractor shall make careful investigations of the fair market value of all improvements making a complete exterior and reasonable interior inspection. The Contractor shall train any personnel designated by the County in the assessment techniques and procedures utilized by the Contractor to appraise all real property in the 10 P102 County. 3.11.1 Urban and Rural Property The Contractor shall analyze sales data and make careful investigations of the fair market value of all classes of land, giving due consideration to all factors enumerated in these specifications such as topography, soil type, road type, neighborhood trends, and "open space easements ". 3.11.1.1 Small Acreage Tracts The Contractor shall prepare a pricing schedule applicable to small acreage tracts, especially those of twenty -five (25) acres or less, which have potential other than farm usage, from local market data. Size of tracts may have a direct bearing on land value. This schedule must be flexible to allow all acreage tracts, regardless of size, to be appraised at market value. 3.11.1.2 Mineral Rights The Contractor shall make a careful investigation of assessable mineral rights and make the assessment pursuant to 8.1 -3286 and 3287,Code of Virginia, and consultation with the Commissioner of the Revenue. 3.11.1.3 Properties spanning Towns and County The Contractor shall specify in the County's CAMA application if all or part of any property is within the boundaries of any incorporated town as well as define and list the part within such town. 3.11.2 Improvements The Contractor shall make careful investigations of the fair market value of all improvements making a complete exterior and reasonable interior inspection. The Contractor shall measure all improvements and record data in the County's CAMA application. The Contractor shall measure and sketch new buildings and other major building improvements and record said data in the CAMA application. The Contractor shall capture general property data and improvement data and record data in the County's CAMA application. Data shall include, but is not limited to, the applicable fields shown in Attachment A. Basic cost data shall be applied to existing construction for the determination of accurate and consistent replacement costs, less any physical depreciation, functional or economic obsolescence. For each property with multiple improvements, the Contractor shall create an 8 %2 x 11 structure locator map. Locator maps shall show the location of each structure relative 11 P103 to the main dwelling. Structures shall be labeled to identify the use, type of construction, and size. Paper locator maps shall be attached to the associated PRC. 3.11.3 Suburban and Farm Dwellings The Contractor shall visit and inspect suburban and farm dwellings and other farm buildings /structures in the same complete manner as other residential buildings. 3.11.4 Farm (non - residential), Commercial and Industrial properties The Contractor shall visit and inspect Farm (non - residential), Commercial and Industrial properties in the same complete manner as residential properties. Basic cost data shall be applied to existing construction for the determination of accurate and consistent replacement costs, less any physical depreciation, functional or economic obsolescence. Income and expense data and market data shall be used where applicable and available to assist in assessing the properties. Income data shall be requested from the property owners. Commercial properties which are not assessed using standard tables, such as for sound value or income approach, the Contractor shall create and maintain a file showing the methodology used to assess each of these properties. This information shall be delivered as part of the Assessor's Manual. Locator Maps shall include the name of the building as known to the industry. 3.11.5 Apartment Properties and Rental Properties The Contractor shall consider all apartments or two or more connected dwelling units designed or re- designed for rental occupancy and all groups of apartment buildings to be classified as apartment property. All apartments shall be reviewed to determine if the housing is subsidized. Subsidized housing shall be assessed in accordance with Title 58.1 -3295 of the Code of Virginia. The Income Approach to value shall be considered and all assessments shall be complete with analysis of income and expense data, if obtainable. Economic rental estimates shall be used where actual rents are not available. 3.11.6 Industrial Complexes The Contractor shall visit and inspect each industrial complex and develop an Industrial Complex Report for all such properties. This report shall be attached as an addendum to the Assessors' Manual. The Industrial Complex report shall include 12 P104 Building -by- building component part description of construction and fixed equipment taxable real property, showing individual replacement value and depreciation for each. All yard improvements shall be listed individually and shall be priced and depreciated separately. 3.11.7 Common Open Space The Contractor shall appraise and apportion Common Open Space according to 58.1- 3284.1 of the Code of Virginia, 1950, as amended. 3.11.8 Other Properties and Structures 3.11.8.1 Grain Bins, Silos, and Other Farm Buildings For the purpose of this reassessment, grain bins, silos, and other farm buildings are to be considered as real property and valued based on their contribution to the overall property value with consideration given to the functional use of single purpose structures that have little adaptability. 3.11.8.2 Income Producing Structures For the purpose of this reassessment, incoming producing structures including but not limited to cell towers on commercial and non - commercial properties are to be considered as real property and valued based on their contribution to the overall property value. 3.11.8.3 Miscellaneous Structures For the purpose of this reassessment, miscellaneous including but not limited to airstrips, golf courses, generators, are to be considered as real property and valued based on their contribution to the overall property value. 3.11.8.4 Exempt Property It is specifically understood that property wholly or partially excluded from taxation will be appraised and valued by the Contractor, including all governmental units located within the County. This will be done in the same manner in which property that is nonexempt is appraised, including correct parcel identification number and special (class code) coding for retrieval by the County's CAMA application. 3.11.8.5 Property for Public Service Companies The Contractor shall not appraise property of public service companies that is appraised by the Virginia State Corp. Commission and Department of Taxation. However, the Contractor shall appraise all real property of such companies situated in the County, which is not appraised by the aforementioned agencies. 13 P105 3.11.9 Personal Property This contract does not provide for the assessment of commercial furniture and fixtures, industrial machinery and equipment, or other personal property by the Contractor with the exception of mobile home properties. 3.11.10 All Other Property The Contractor shall assess all other real property not covered under this section, but required by law to be appraised at fair market value using acceptable assessment standards including common open space, 58.1- 3284.1, Code of Virginia, and Leasehold interests, 58.1 -3203, Code of Virginia, 1950, as amended. 3.11.11 Construction Costs The Contractor shall use Marshall and Swift or a similar construction cost index as a basis for determining initial construction costs. The Contractor shall make adjustments based on random testing against known local construction costs to verify the accuracy and to determine Fair Market Value before being applied. The Contractor shall obtain local construction costs through the County Building, Permits, and Inspections Department and local contractors, realtors, and appraisers. The Assessor's Manual shall include an appendix setting forth which construction cost index was used and why, and detailing the factors used in determining local adjustments. Factors included shall include material costs, prevailing wage scales, labor resources, overhead, profit A & E Fees and all other factors which impact upon the cost of building construction and its value within the County. Unit construction costs shall be inclusive of the items mentioned above. Separate unit costs for each different type of construction (residential, commercial, industrial, etc.) as well as for each district construction subsystem of component, such as paving, roofing, fencing, wells, septic systems, etc., to be used in conjunction with the Sales Ratio Study. Unit costs for materials and labor in place, including all normal service charges and profit. 3.11.12 Assessor's Manual The Contractor shall develop and maintain an Assessor's Manual. This manual shall include cost and sales data, and any other information used to compile the schedule of values for the final 2018 computations as part of the Assessor's Manual. This document shall be used as a working document by the Contractor. The BOA and County will review each delivery of the document, and submit edits /modifications to the Contractor for incorporation as part of document maintenance until such time as the final version is approved by the County. Upon request, the County will provide a copy of the 2014 Assessor's Manual which can be used as a starting point for the 2018 Assessor's Manual. 14 P106 The Assessor's Manual shall be set up in an easily comprehensible manner enabling the County to show the taxpayer how property valuations are determined. Calculations methods and calculations shall be the same as those implemented in the County's CAMA application and all codes and custom calculations used by the County's CAMA application shall be reflected in the Assessor's Manual. All data used in the composition of the manual and to substantiate sales must be turned over to the County. The Contractor shall provide updated versions of this manual and manual training. Specific dates shall be provided by the Offeror as part of their proposal. The Contractor shall train designated County personnel in the use of the Assessor's Manual for assessing all types of real property. 3.11.13 Sales Studies and Sales Ratio Studies The Contractor shall conduct a Sale Study and then subsequent Sales Ratio Studies to aid in the pricing of real property and as the project progresses to ensure that the assessments are reflecting market value. The Contractor shall contact property owners to determine validity of sales and values. 3.11.13.1 Sales Studies shall contain a sufficient number of valid real property sales and /or transactions stratified into homogeneous neighborhoods by property class (1, 2, 3, 4, 5, 6, and exempt) within each neighborhood. Neighborhoods shall be divided into real property classes, by vacant and occupied land within each class. 3.11.13.2 Where valid sales are limited, the Contractor shall augment the supply of usable sales by adjusting rejected sales to reflect the cash equivalent value of the real property, and expand the sales period adjusting for time of sale. Timeframes need not be the same for each class of property, but the studies must detail the techniques used and indicate when adjusted sales values were used. 3.11.13.3 Where sales are comparatively scarce and complex, such as with commercial, industrial, and agricultural sales, the Contractor can consider appraisals as a basis for valuation. Appraisals should be tested against actual sales as well as against appraisals and assessments of other similar properties. Acceptable appraisals must contain a narrative of the valuation methods used and a value conclusion. Where valid sales data and adjusted sales data is available, appraisals should not be used. 3.11.13.4 The Contractor shall provide a study for each of the County's Districts using the same stratification listed above. District studies are informational only and should not be used as a means to assess, since Pittsylvania County districts are based on census data and thus real property 15 P107 within Districts is not homogenous by nature. 3.11.13.5 The Contractor shall run periodic Sales Ratio Studies to ensure that the project assessments are falling within an acceptable Sales Ratio. 3.12 Office Administration 3.12.1 Property Record Cards, Reports and Other Required Forms The Contractor shall use County's standard paper or electronic field cards, and PRCs for data gathering. The Contractor shall use the County's CAMA application for updating property records as well as printing current and updated PRC and field cards. The County will assist the Contractor with the design and development of forms and reports to be used in the reassessment project including, but not limited to mailers, computer reports, and valuation notices. At the start of the reassessment project, the reassessment data in the CAMA application will match the assessment data. Prior to the start of field work and on a mutually agreed upon date, the County will have one complete set of PRCs printed in PIN order. The Contractor must specify if the printed PRCs should reflect the assessment data, or should wait until the Contractor has entered new code table information, updated the custom calculation, and made any other preliminary adjustments based upon the initial sales study. 3.12.2 Printing The Contractor will be responsible for the printing costs associated with the reassessment project. Printing will include door hangers, property record cards, reassessment notices, public relations pamphlets, reports, and deliverables. It will be the joint responsibility of the County and the Contractor to design these items. It shall be incumbent upon the Contractor to maximize the use of electronic tools such as the County's LAMA application, the GIS application, spreadsheets, etc. to view data rather than print data. 3.12.3 Postage The County will be responsible for reasonable postage necessary for mailing income and expense requests for commercial properties, reassessment notices, and hearing result notices. Re- mailings due to error on the part of the Contractor shall be done at the Contractor's expense. 3.12.4 Space Requirements & Office Arrangements The County will provide office and meeting space for the Reassessment Office with the space and location to be determined by the County. The County will furnish all necessary utilities such as power, water, heat and air conditioning; reasonable office furniture; telephones and phone lines, and provide networking capabilities through the 16 P108 County's network. 3.12.5 Computers and Related Office Software 3.12.5.1 Computers The County shall provide computers for full time contractor use. These computers shall be shared within the Reassessment Office and the BOA. The Contractor and BOA computers will be standardized with the following: - Microsoft Office for word processing and spreadsheet capabilities; - Microsoft Outlook for County e-mail and calendar access; - The CAMA application for assessment work; and - The GIS application for map queries and locator map creation. No software or hardware modifications shall be made to the provided PCs without coordination and permission of IT. 3.12.5.2 Microsoft Office The County has standardized on using the Office Suite products. All deliverables shall be provided in a format compatible with these products. 3.12.5.3 Microsoft Outlook The Contractor, County, and BOA shall use Outlook as a standard mode of communication. Both the Contractor and the County shall also use this product for scheduling. To this end, each member of the Contractor's staff as well as the BOA shall be setup with a Microsoft Outlook email account. These accounts are accessible both inside the County and through an internet version of the application. 3.12.6 Vehicles The Contractor shall furnish all vehicles used by the personnel of the Contractor in performance of duties herein described. The Contractor must ensure that all contractor staff conducting County business have a valid driver's license and that all vehicles used for the purposes of this project are at least covered with valid liability auto insurance. Vehicles must be identifiable by signs located on each side or in the front and back windows of said vehicle. The Contractor shall provide and use their own vehicle identification signs that meet the following requirements: - Letters at least 2" high - Contain the words "County Reassessment" Variations are only as directed by the County. 17 P109 3.13 Use of County Records and Maps Subject to schedules and procedures approved by the BOS, all maps, tax records, data and information in the possession of the Commissioner of the Revenue and GIS, pertaining to properties covered by these specifications will be made available to the Contractor. 3.13.1 The CAMA application The County will provide the Contractor with access to the County's CAMA application for the purpose of recording data and assessing properties. The County does not ensure the accuracy of this product. The Contractor must report any application discrepancies to the Office Manager. It is understood that the County is licensed by Keystone Information Systems, Inc., herein referred to as Keystone, to use their Property Assessment Administration System, herein referred to a PAAS, as the County's CAMA application. PAAS provides the ability to maintain both current assessment and reassessment data through a split database. The Contractor shall be required to utilize the PAAS Reassessment module to collect, store, and maintain property information and calculate property values for the purposes of Reassessment. 3.13.1.1 CAMA Training Prior to the Contractor's use of the CAMA application, the Contractor will be trained on applicable PAAS modules. Training will be conducted in the County facilities by Keystone staff and at the County's expense. The County will coordinate the timing and location of training to maximize the number of Contractor and County attendees. 3.13.1.2 CAMA Availability Reassessment data will be available for use by Contractor through the Reassessment module of the PAAS software after training. The Contractor shall use PAAS throughout the contract period to update reassessment data. At the end of the reassessment, this data shall be reconciled and merged into the Commissioner's current year data. It is incumbent upon the Contractor, the County, and the BOA to review the data to ensure validity and accuracy throughout the project and before the merge takes place. 3.13.1.3 CAMA Support The functioning of the CAMA application is critical to this project. The County Office Manager will serve as the initial point of contact between Keystone and the Contractor for questions and problem reporting and any issues with the CAMA application. IN Pilo Upon discovering an issue, the Contractor must immediately email the County's Office Manager the following: - Description of the problem; - Applicable screen shots; - Where the issue occurred (screen name(s) and fields); and Description of the affected data (PIN, Building or Segment, associated field). Data issues caused by the Contractor using the application in a manner inconsistent with training or by not reporting on going issues, may necessitate data correction by Keystone. If costs are incurred due to the reasons above, the Contactor shall pay these costs. For the duration of the Reassessment project, the County will provide the Contractor with access to PAAS for up to four (4)non- exclusive user licenses. These licenses shall provide the Contractor with inquiry and update access into the PAAS Reassessment module. The Contractor shall agree that proprietary rights to the application and modifications shall remain with Keystone and further agrees not to sell, lease, or use the said application for any project in any other county unless said county is licensed for such use by Keystone. 3.14 Contractor Personnel The Contractor shall use on the job, competent employees of good character and of adequate numbers to expeditiously perform the work required. The Contractor's staff shall at all times be expected to display courtesy and professionalism in dealing with citizens, County staff, and members of the various Boards. No employee of the Contractor is to be deemed an employee or agent of the County and is not entitled to any benefits from the County. 3.14.1 Employees The Contractor shall furnish to the County a list of contractor employees who will be working on this project. For good cause, the County will have the right to request the Contractor to remove any employee from work on this project. All personnel at all times shall display a personal identification badge provided by the County. 3.14.2 Training and Instruction The Contractor shall supply complete instruction and direction of all personnel 19 P111 connected with the reassessment. Contractor shall train field personnel, appraisers and clerical personnel employed by the Contractor to measure and list all properties. 3.14.3 Staffing 3.14.3.1 Project Manager The Contractor shall have at least one (1) Project Manager on site in the County at all times. The intent is to have a member of the Contractor's staff that is authorized to act on the Contractor's behalf available throughout the project. The Project Manager will be approved by the County and will not be shifted, replaced or transferred to another job without written consent from the County. 3.14.3.2 Office Manager The County shall provide a qualified Office Manager for the purpose of managing the front of the Reassessment Office and the clerical staff. This Office Manager shall be the secretarial support to the BOA. The Office Manager, in conjunction with the Contractor Project Manager will ensure that all reports and data entry routines required or necessary for the reassessment are available at no additional expense to the County. The County shall provide qualified clerical support personnel for the purpose of data entry and phone support throughout the Reassessment project. The Office Manager, or another individual designated by the Contractor's Project Manager, shall serve as the primary point of contact for citizens. This individual shall work in the front office and be immediately accessible when a citizen enters the Reassessment Office. When this individual is unavailable, another member of the staff should be assigned. During business hours, the Contractor shall always have at least one (1) staff member available to answer phones, and to greet and help citizens. 3.14.3.3 field Personnel and Assessors All field personnel and Assessors shall display a personal identification badge provided by the County. Once reassessment notices are mailed, the Contractor shall provide qualified assessment staff to answer citizen questions about the assessments. All call backs in response to voicemail messages must be made within one (1) working day. Answers to detailed phone calls must be made within two (2) working days. An assessor shall be present at each hearing with a BOA member. Where possible, the assessor who worked in the area of the property being reviewed should be present. The assessor shall document the hearing. Enough information must be captured about the hearing results so that personnel reviewing these notes will be able to have an understanding of why the resulting 20 P112 3.15 decision was made. 3.14.3.4 Clerical Personnel All clerical personnel shall have experience with Microsoft Office products and answering phones. The Contractor shall provide general scripts so that the phone responses shall be consistent and informative. All call backs in response to voicemail messages must be made within one (1) working day. Notification, BOA Hearings, and Support of Values 3.15.1 Reassessment Notices Upon the completion of assessment field work and assessment review, notices of the new assessments will be prepared for all real property owners by the Contractor, subject to review by the BOA and the County. All field work, data entry, and final reviews by the Contractor and the BOA must be complete by September 2017, in order to meet the reassessment notice mailing deadline of September 25, 2017. 3.15.2 Additional Staffing The first working day after notices are mailed, the Contractor shall provide additional qualified support staff to schedule hearings, appointments and answer questions. Prior to informal BOA hearings, the Contractor shall make every attempt to accommodate and resolve citizen concerns regarding any notice of change in assessment. The Contractor shall log all calls and emails and track responses to such. These services shall be provided at least through December 20, 2017, or at such date that the BOA deems necessary to accommodate the public at no additional cost to the County. 3.15.3 BOA Informal Hearings The informal public hearings will be conducted by qualified Contractor representatives and /or the Board of Assessors in a mutually agreed upon place furnished by the County. The County will cooperate by giving public notification of these meetings. The Contractor's Project Manager in charge of this project and sufficient other qualified personnel satisfactory to the County shall be assigned to explain, discuss and hear all complaints concerning values established. Contractor employees shall immediately make any necessary field reviews of properties of disputed value. They shall also be expected to assist the Board of Assessors in substantiating the assessed value in question and the methods employed in the reappraisal as a whole. Additionally, they shall furnish recommendations for the disposition of any such complaints. The intent is to hold hearings through December 6, 2017, or at such date that the BOA 21 P113 deems necessary to accommodate the public, but no later than December 13, 2017 3.15.4 Revisions and Notifications The Contractor shall complete any necessary revisions to the assessments before December 18, 2017, with all hearing results notifications mailed to the property owner on or before December 20, 2017. The Contractor shall develop a list of codes to be used in the CAMA application which will indicate the general results of a hearing or phone call on a specific date. Within five (5) working days after a hearing, the Contractor shall make any necessary revisions in the CAMA system and documenting the outcome of the hearing in the CAMA system using a code and hearing date. Within five (5) working days of a citizen call which results in a revision of the original mailed notice, the Contractor shall make the change in the CAMA system and document the reason for the revision in the CAMA system using a code and call date. The Contractor can mail hearing results notifications on a rolling basis once hearings have begun or as a single mailing sent on or before December 20, 2017. In the CAMA application, the Contractor shall keep a log of all follow -up notices sent. For at least a four ()4 week period following the final mailing of hearing results notifications, the Contractor shall provide a qualified employee to answer questions pertaining to hearing result notifications. 3.15.5 BOE Support The Contractor shall furnish a qualified staff member (Contractor employee) to assist the County BOE as needed. This service shall be provided at no additional cost to the County. 3.15.6 Court Support The Contractor shall provide qualified appraisers to assist the County in the event of appeals from the BOE to the Courts. This service shall be provided at no additional cost to the County. 3.16 Public Relations 3.16.1 All press releases or other publicity proposed by the Contractor must be presented to the County Administration to acquire BOS written clearance before being released. Unless release is otherwise required by law, the Contractor shall not release any proposed values, reassessments, data, or any other information either acquired or in the possession of the Contractor to any person, firm or association unless approved, in writing, in advance by the BOS. 22 P114 4.0 PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS 4.1 General Requirements RFP Response - In order to be considered for selection, Offerors must submit a complete response to the RFP. One (1) original and four (4) copies of each proposal must be submitted to the Purchasing Department. The Offeror shall make no other distribution of the proposal. 4.1.1 An authorized representative of the Offeror shall sign proposal. All information requested should be submitted. Failure to submit all information requested may result in the Purchasing Department requiring prompt submission of missing information and /or giving lowered evaluation of the proposal. Proposals which are substantially incomplete or lacking key information may be rejected by the County. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation. 4.1.2 Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. 4.1.3 Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, and repeat the text of the requirement as it appears in the section of the RFP. If a response covers more than one page, the paragraph number should be repeated at the top of the next page. The proposal should contain a table of contents, which cross - references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed. The Offeror's proposal should provide all the information that it considers pertinent to its qualifications for the project and which respond to the Statement of Needs described. 4.1.4 Each copy of the proposal should be bound or contained in a single volume where practical. All documents submitted with the proposal should be contained in that single volume. 4.1.5 Ownership of all data, materials and documentation originated and prepared for the Owner pursuant to the RFP will belong exclusively to the Owner and be subject to public inspection in accordance with the Virginia Freedom of Information Act (FOIA). Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia FOIA; however, the Offeror must invoke the protections of Section 2.2- 4342(D) of the Code of Virginia, on the Proprietary Information form provided (reference page 38), at the time the data or other material is 23 P115 submitted. The Owner reserves the right to ask for additional clarification prior to establishing protection. 4.1.6 The Owner will not be responsible for any expenses incurred by the Offeror in preparing and submitting a proposal. 4.1.7 Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the Owner. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact - finding and explanation session only, and does not include negotiation unless specified by the Owner. The Purchasing Department will schedule the time and location of these presentations. Oral presentations are an option that may or may not be utilized. 4.1.8 State Corporation Commission (SCC) registration requirements effective July 1, 2010. All proposals shall include the identification number issued by the State Corporation Commission. Use the form on page 36 to provide your State Corporation Commission Identification Number or justification for non - registration. The SCC may be reached at (804) 371 -9733 or at www.scc.virginia.gov/default.aspx. Failure to include this form with your proposal submission may result in rejection of your proposal. 4.2 Specific Proposal Requirements Proposals should be as thorough and detailed as possible so that the Owner may properly evaluate the Offeror's capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal: 4.2.1 Certification Certification page and the return of this completed RFP inclusive of all required forms and any Addenda, signed and completed. 4.2.2 Organization Chart Organization chart depicting key personnel proposed for the contract by assigned area(s) of responsibility, corporate affiliation and job title. Include the name, qualifications, resumes and experience of the Project Manager proposed to handle this project. Include the same for additional personnel who may handle other aspects of the Reassessment. 4.2.3 Approach to Completion Written narrative detailing approach to completion of the Reassessment project. The Offeror shall outline all additional responsibilities it expects the Owner to assume if different from those specified herein. 4.2.4 References Offeror shall include a list of a minimum of three references, from similar reassessment projects only, who could attest to the Offeror's knowledge, quality of work, timeliness, 24 P116 diligence, flexibility, and ability to meet budget constraints. Include names, addresses, email addresses, contact persons, and phone numbers of all references. 4.2.5 Timeline /Schedule Offeror shall include with their proposal response, a monthly schedule in spreadsheet format for the work plan that addresses all activities listed in the Statement of Needs, commencing within ten days of contract award. Offeror may amend the specific tasking to conform to their proposal and procedures, however, the format of the work plan /schedule shall cover all duties and responsibilities outlined in the Statement of Needs. Offeror shall provide current and planned workload schedule using the same format for both, for ease of evaluation. 4.2.6 Fee Proposal Offeror shall identify a fee proposal for reassessment based on the deliverables expected and outlined herein. Offerors shall also provide a fixed fee per parcel for new construction assessments. All fees shall be in the form of firm, fixed prices to remain in effect for the first two years of the contract. Negotiations of price may be allowed only for new construction fees. 4.2.7 Payment Terms Offeror shall submit a payment schedule for services provided during the term of the resulting contract; said payment schedule shall also be directly related to the successful production of deliverables as noted in the Statement of Needs. The Owner reserves the right to retain 10% of each invoice submitted until final completion and acceptance of the reassessment project. 4.2.8 Compliance to Request for Proposals Offerors shall provide the confirmation that they intend to comply with these specifications by submitting a statement of compliance attesting that all specifications contained in this document are acceptable and will be adhered to, unless specific exceptions are noted on the Exceptions to RFP form provided on page 39 of the RFP. 5.0 EVALUATION AND AWARD CRITERIA 5.1 Evaluation Criteria. An Evaluation Committee will evaluate the proposals using the following criteria. 5.1.1 Expertise, qualifications, and experience of the Offeror in providing and conducting reassessment services relevant to the Owner's requirements, to include qualifications of proposed staff. (25 points) 5.1.2 Approach to completing the reassessment services as specified in the Statement of Needs. (25 points) 5.1.3 Proposed schedule for completion of all tasks outlined herein. (20 points) 25 P117 5.1.4 Proposed fees, as specified in Section 4.2.6. (30 points) 5.2 Award of Contract Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation criteria included in the Request for Proposals, including fees, if so stated in the Request for Proposals. Negotiations shall be conducted with the Offeror(s) so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the Owner shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to those Offerors. The Owner may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous (Section 2.2- 4359(D), Code of Virginia). Should the Owner determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified that the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Contractor's proposal as negotiated. 5.3 Ownership of Documents Any reports, studies, photographs, negatives, or other documents prepared by the Offeror(s) for the specific, limited performance of its obligations under this contract shall be the exclusive property of the Owner, and all such materials shall be remitted to the Owner by Offeror upon completion, termination or cancellation of the contract. Offeror shall not use, willingly allow, or cause to have such materials used for any purpose other than performance of Offeror's obligations under this contract without the prior written consent of the Owner. 6.0 SPECIAL INSTRUCTIONS TO OFFERORS /ADDITIONAL INFORMATION 6.1 Contract Period /Renewals The Contractor shall commence work to be performed under this on April 1, 2016, provided the contract has been approval by the Board of Supervisors, and shall complete and deliver said work based upon the schedule dates included within this contract. The term of this contract shall be for an initial four (4) year term (the initial reassessment and 2 years for new construction). Negotiations of price may be allowed at the renewal period of each year for new construction only. Contract Administration The successful administration of this contract will require close coordination with the Contract Administrator. The County Administrator shall serve as the Contract Administrator. This individual is the interpreter of the conditions of the contract and the judge of its performance. 26 Pi 18 6.2 Insurance By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the insurance coverage specified on the attached Insurance Checklist at the time the work commences. Additionally, it will maintain this coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of contract, Owner requires the Contractor to furnish certificates of insurance for the coverage required, naming Pittsylvania County Board of Supervisors as additional insured. 6.3 Progress Reports The Contractor shall submit a written progress report when requested by the Board of Supervisors, to include quantitative status of work completed or progress made on the negotiated assessment schedule. 6.4 Method of Payment The Owner will pay the Contractor based on contract prices for invoices submitted monthly, for the work satisfactorily performed and in accordance with the final negotiated fee proposal. Ten percent (10 %) of each invoice approved for payment shall be retained to insure satisfactory compliance and performance from the contractor. The Owner will make payment within forty - five (45) days of receipt of complete and accurate invoice. No monies shall be paid until fiscal year 2017. 6.5 Performance, Labor and Materials Bonds The Contractor shall deliver to the County Administrator an executed Commonwealth of Virginia Standard Performance and Labor and Material Payment Bonds, each in the sum of the contract amount, with the County of Pittsylvania, a political subdivision of the Commonwealth of Virginia as obligee. The surety shall be a surety company or companies approved by the State Corporation Commission to transact business in the Commonwealth of Virginia. No payment shall be due and payable to the Contractor, even if the contract has been performed in whole or in part, until the bonds have been delivered to and approved by the County Administrator. Power -of- attorney is required for all bond signatures. In lieu of a payment or performance bond, the Contractor may furnish a certified check or cash escrow in the face amount required for the bond. The Contractor may furnish a letter of credit in a form acceptable to the Owner and from a bank or savings and loan institution acceptable to the Owner. Alternative forms of security provided under this subsection must afford the same protection to the Owner as equivalent to the corporate surety bond. 6.6 Liquidated Damages The Contractor and the Owner realize that time is of the essence and that the Owner will suffer financial loss if the reassessment services specified herein, including the completion and acceptance of the Reassessment Land Book, are not completed by December 31, 2017. The parties also recognize the delays, expense and difficulties involved in proving in a legal 27 P119 preceding the actual loss suffered by the Owner if the work is not completed on time. Accordingly, instead of requiring any such proof, the Owner and the Contractor agree that as liquidated damages for delay (but not as a penalty), the Contractor shall pay the Owner $500 for each day that expires after the completion date. m P120 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PURCHASING DEPARTMENT L GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS /OFFERORS Reservation of County Rights: The County reserves the right to accept or reject any or all bids, to waive any informality and to make an award to a party other than the low bidder, if deemed in the best interest of the County, subject to the provisions under the Virginia Public Procurement Act. The County does not discriminate against faith -based organizations. 2. Laws of the Commonwealth: Any purchase order /contract resulting from this bid process shall be governed; in all respects whether as to its validity, construction, capacity, performance or otherwise; by the laws of the Commonwealth. Successful bidders providing goods to the County herewith assure the County that they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2- 4311 of the Virginia Public Procurement Act which provides: In every contract of over $10,000 the provisions in 1 and 2 below apply: (1) During the performance of this contract, the contractor agrees as follows: A. Nondiscrimination Clause: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. (2) Subcontractors: The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. (3) Drug Free Workplace : During the performance of this contract, the contractor agrees to (i) provide a drug - free workplace for the contractor's employees; (ii) post in conspicuous places, available to 29 P121 employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug -free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that such provision will be binding upon each subcontractor or vendor. 3. Tax Exemption: The County is exempt from State sales, and use taxes and will issue a Certificate of Exemption upon request. Deliveries against any items of this bid procedure shall be free from any excise or transportation taxes. Excise exemption registration NO. 54- 600 -1508 may be used when required or necessary on behalf of the County. 4. Modifications Additions. or Changes: Modifications, additions, or changes to the terms and conditions of this invitation to bid may be cause for rejection of your bid. All bids shall be entered on the official bid forms, if provided. Bidders who attach or submit bids on their or any other forms may be considered unresponsive and may be rejected if an official bid form is provided. 5. Delivery Point: Except when otherwise specified herein, all items shall be F.O.B. delivered to any point within the County as directed by the Central Purchasing Department. 6. Transportation and Packaging: The authorized agent by signing this bid certifies and warrants that the bid price offered for F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is based on the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description and number, size and quantity. 7. Evaluation of Bid Documents: If any prospective bidder is in doubt as to the true meaning of any part of the specifications or other bid documents, the prospective bidders shall submit a written request, within the time frame provided, after receipt of the invitation to bid to the Central Purchasing Department. The Central Purchasing Department will have final authority to review any discrepancies or deficiencies in the specifications and then make the necessary interpretations or revisions. Interpretations or revisions shall be made official by the issuance of any necessary addendum and distributed to all potential bidders. The Central Purchasing Department will not be responsible for explanations or interpretations of the bid documents, except as issued in writing by the Purchasing Manager and/or County Administrator. 8. Default: 30 P122 In the case of default by the successful bidder or failure to deliver the goods or services ordered by the time specified, the Department of Central Purchasing, after due written notice may procure these goods or services from other sources and hold the defaulting vendor responsible for any excess cost occasioned thereby. 8. Anti- Collusion Certification: The authorized agent by signing this bid certifies and warrants that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The signing agent understands collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The signing agent also agrees to abide by all conditions of this bid and certifies that he or she is duly authorized to sign this bid for the bidder represented herein. 9. Kickbacks: The signing agent certifies and warrants that neither he /she nor the bidder from whom he /she is authorized to act has offered or received any kickback from any other bidder, suppliers, manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchange. Further, no person shall demand or receive any payment, loan, subscription, advance, deposit of money, services or anything of value in return for an agreement not to compete on a public contract. 10. Gifts by Bidder Offeror Contractor, or Subcontractor: No bidder, offeror, contractor, or subcontractor, shall confer on any public employee or official having formal responsibility for a procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. 11. Termination/Cancellation of Contract Subject to the provisions below, the contract may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience In the event that this contract is terminated or cancelled upon request and for the convenience of the County, without the required thirty (30) days advance written notice, then the County shall negotiate reasonable termination costs, if applicable. B. Termination for Cause Termination by the County for cause, default or negligence on the party of the appraiser or firm shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination of Cause. 31 P123 C. Non-Appropriation Clause /Termination due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be cancelled and the contractor shall be reimbursed for the reasonable value of any non - recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. 12. Quantities: Quantities set forth in this invitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such total quantities are more or less than those shown. 13. Ordering: All orders from the County shall be issued by the Central Purchasing Department. A County purchase order number is required for the contract; yet partial order quantities and deliveries will be accepted upon request or as outlined in the Special Specifications, by the Central Purchasing Department. No other department or personnel other than those in the Central Purchasing Department of the County are qualified to issue purchase orders, make changes in orders, or accept delivery on orders under this contract without specific written authorization being received by the contractor from the Central Purchasing Department or as otherwise specified in the Special Specifications. 14. invoices/Billing Process: Invoices for items ordered, delivered, and accepted by the Central Purchasing Department or authorized departments shall be submitted by the contractor directly to the Accounting Department, at the address shown on the purchase order. The purchase order number must be referenced on all invoices regardless of quantities delivered, backordered, etc. Any outstanding quantities not included in the billing or invoice should be shown on a separate statement specifically marked, as not being an invoice for payment yet is an accountability of items and cost outstanding. 15. Discounts: All bids will be evaluated and awarded on net prices. Cash discounts will not be considered in making awards. If cash discounts for prompt payment are offered, it must be clearly shown on the bid forms in the space provided. On monthly invoices any payment terms must be clearly marked. The County will attempt to take advantage of any such discounts provided our timetable allows us to do so. 16. Hold Harmless: The successful contractor assumes and agrees to indemnify, defend and hold harmless Pittsylvania County, Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, labor, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence on the part of the using 32 P124 agency or to the manner outlined by the contractor and description literature or specifications submitted with the contractor's bid. 18. Warranty: The contractor shall provide warranty documents on any material, goods or equipment of any kind or nature provided by the contractor, his subcontractor or other agents. The warranty shall be in effect for the period of time specified. 19. Contractual Intent Upon successful award of this bid by the County, it is the County's intent to have a written contract fully executed by all participating parties. This contract shall delineate the capacity, performances and considerations for all parties involved. The contents of the bid submitted by the successful bidder and the bid specifications shall become a part of any contract awarded as a result of these specifications. The successful vendor will be expected to sign a "Standard Contract for Services" with the County. Sample contracts may be submitted by either party at the time of the bid, however, the County reserves the right to use its uniform contract format over all samples submitted. 20. Insurance By signing and submitting a bid/proposal under this solicitation, the Bidder /Offeror certifies that if awarded the contract, it will maintain all required Worker's Compensation, Employer's Liability, Commercial General Liability and Automobile Liability insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Copies of insurance certificates shall be submitted with all bids /proposals. 21. Use of Name Brands Within These Specifications: The name of a certain brand, make, manufacturer, or definite specification is to denote the quality to the specific brand, make, manufacturer, or specification named; it is to set forth and convey to prospective bidders the general style, type, character and quality of article desired, and wherever in specifications or contract documents a particular brand, make of materials, device or equipment shall be regarded merely as a standard. Any other brand, make of material, device or equipment which is recognized the equal of that specified, considering quality, workmanship and economy of operation and is suitable for the purpose intended, shall be considered responsive to the specifications. 22. Access To Records: The County Administrator or his duly authorized agent, shall, until the expiration of three (3) years following the final payment on this Agreement, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Lessor and Assignee involving transactions related to this Agreement. Lessor and Assignee shall have the reciprocal right, until the expiration of three (3) years following final payment on this Agreement, to have access to and examine and copy any directly pertinent books, documents, papers and records of the County Administrator in the event of litigation or arbitration involving this Agreement, rights 33 P125 of access, examination and copying hereunder granted to Lessor, Assignee, and Lessee shall continue until such claims have been finally disposed of 34 P126 M STATEMENT OF DISCLAIMER (BID OR RFP #) This is to certify that no employee, official, or elected officer of the County of Pittsylvania has a proprietary interest in the company, corporation, partnership, or other organization, famishing the goods and/or services, or stands to benefit personally from the furnishing of such goods or services as referenced above. Attest: Secretary STATE OF I' M TITLE: To -Wit: Date I, the undersigned, a Notary Public in and for the State aforesaid, whose commission as such will expire on the day of , 20_, do hereby certify that the foregoing statement bearing date of whose name(s) is /are signed to 20 this day personally appeared before me in the State aforesaid and acknowledged the same before me. GIVEN under my hand and seal this day of Notary Public RETURN THIS PAGE 35 P127 20 CONTRACTOR ELIGIBILITY CERTIFICATION This is to certify that this person/film/corporation has not been barred from bidding on contracts by any agency of the Commonwealth of Virginia, nor is this person/fun/ corporation a part of any firm/corporation that has been barred from bidding on contracts by any agency of the Commonwealth of Virginia. Name of Official Title Firm or Corporation RETURN THIS PAGE 36 P128 Required X 1. X DIVISION OF RISK MANAGEMENT INSURANCE CHECKLIST Items marked "X" are required to be provided if award is made to your firm. Limits Coverage Required (figures denotes minimum) Workers' Compensation 1. Statutory Limits of the and Employers' Liability; Commonwealth of VA Admitted in Virginia Yes Employers' Liability $500,000/$500,000 /$100,000 All States Endorsement Statutory USL & H Endorsement Statutory Voluntary Compensation Endorsement Best's Guide Rating -A -VIII or better, or its equivalent 2. Commercial General Liability 2. $1,000,000 (CSL) Each Occurrence General Aggregate $2,000,000 Products /Completed Operations $2.000,000 Personal and Advertising Injury $1,000,000 Fire Legal Liability $50,000 Per Occurrence Best's Guide Rating -A -VIII or better, or its equivalent 3. Automobile Liability 3. $1,000,000 combined Owned, Hired, Borrowed & Non -owned Single Limit Bodily Motor Carrier Act End. Injury and Property Best's Guide Rating -A -VIII or Damage Each Occurrence better, or its equivalent (note, symbol "1" on liability coverage) 4. Prof. Errors and Omissions 4. $1,000,000 (CSL) Each Claim Best's Guide Rating -A -VIII or better, or its equivalent S. Garage Liability 5. $1,000,000 CSL Each Occurrence 6. Garage Keeper's Legal Liability 6. a) Maximum Value of One Vehicle Best's Guide Rating -A -VIII or better, b) Maximum Value of All Vehicles Or its equivalent Held by Contractor 7. Umbrella Liability 7. $1,000,000 Best's Guide Rating -A -VIII or better, or its equivalent. S. Other Insurance: X 9. Pittsylvania County named as additional insured on Auto and General Liability Policies (This coverage is primary to all other coverage the County may possess and must be shown on the certificate) X 10. 30 day written notice of cancelation of any policy referenced on the certificate of insurance shall be given to Pittsylvania County. — Ref. Code of Virginia Section 38.2 -231. Also, the words "endeavor to" and "failure to mail such notice" clause shall be removed from the cancellation notice. X 11. The Certificate must state Bid /RFP No. and Bid /RFP Title. X 12. Contractor shall submit Certificate of Insurance within five (5) business days from notification of award, and shall provide updated Certificates for the duration of the contract. OFFEROR STATEMENT We understand the Insurance Requirements of these specifications and will comply in full if awarded this contract. FIRM SIGNATURE RETURN THIS PAGE 37 PI 29 PROPRIETARY INFORMATION Ownership of all data, materials, and documentation originated and prepared for the Owner pursuant to the REQUEST FOR PROPOSAL shall belong exclusively to the Owner and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act, however, the Offeror must invoke the protections of Section 2.2 -4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. NOTICE OF PROPRIETARY INFORMATION Confidentiality References Protection in Accordance with the Code of Virginia, Section 2.2 -4342F Section Title Page Number Reason(s) for Withholding from Disclosure INSTRUCTIONS: Identify the data or other materials to be protected and state the reasons by using the codes listed below. Indicate die specific words, figures, or paragraphs that constitute trade secrets or proprietary materials. A- This page contains information relating to trade secrets', and "proprietary information" including processes. Operations, style of work, or apparatus, identified as confidential statistical data, amount or source of any income of any person (or) partnership. See Virginia Public Procurement Act, Section 2.2- 4342E ". Unauthorized disclosure of such information would violate the Trade Secrets Act 18 U.S.C. 1905. B- This page contains proprietary information including confidential, commercial or financial information which was provided to the Government on a voluntary basis and is of the type that would not customarily be released to the public. See Virginia Public Procurement Act, Section 2.2- 4342F; 5 U.S.C. 552 (b) (4); 12 C.F.R. 309.5(c) (4). C- This page contains proprietary information including confidential, commercial or financial information. This disclosure of such information would cause substantial harm to competitive position and impair the Government's ability to obtain necessary information from contractors in die future. 5 U.S.C. See Virginia Public Procurement Act. Section 2.2- 4342F; 552 (b) (4); 12 C. F. R 309.5(c) (4). RETURN THIS PAGE IF APPLICABLE W] P130 EXCEPTIONS TO RFP Name of Offeror: RFP Title: County Reassessment and New Construction Appraisal Services RFP #12 -02 -01 Please list any deviations to HPP speaJlcacmns aeluw: Page Number Explanation of exception and any proposed Section Title RETURN THIS PAGE IF APPLICABLE 39 P131 ATTACHMENT A IMPROVEMENT AND GENERAL PROPERTY DATA 40 P132 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Proclamation — Annual Countywide Spring Cleanup 04 -04 -2016 Month and Request for Landfill Tipping Fee Waiver SUBJECT/PROPOSAL/REQUEST: Proclamation STAFF CONTACT(S): Mr. Monday ACTION: Yes CONSENT AGENDA: ACTION• ATTACHMENTS: Yes REVIEWED BY: CT _ J ITEM NUMBER: 11 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County supports an annual countywide spring cleanup during the month of April 2016. DISCUSSION: Attached hereto, you will find a proclamation from the Pittsylvania County Board of Supervisors for the countywide cleanup for April 2016. The proclamation contains a special action by the Board of Supervisors for the citizens to bring in any of their trash to the landfill Friday, April 22, 2016 from 7:30am until 3:30pm AND from 10:00am until 2:00pm on Saturday, April 23, 2016, waiving the tipping for the citizens to bring in their trash to the landfilL The County is only limited by the items it can take in at the landfill that must be non- hazardous and permitted under the County's permit. RECOMMENDATION: Staff recommends the Board of Supervisors pass the proclamation which establishes the special wavier of tipping fees to citizens Friday, April 22, 2016 from 7:30am until 3:30pm AND from 10:00am until 2:00pm on Saturday, April 23, 2016. This motion would require a Roll Call Vote. P133 Vittfsplbania Countp 38oarb of 6uperbiooro proclamation COUNTYWIDE SPRING CLEANUP April 2016 VIRGINIA: AT THE REGULAR MEETING OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS IN THE GENERAL DISTRICT COURTROOM IN CHATHAM, VIRGINIA ON MONDAY, APRIL 4, 2016, THE FOLLOWING PROCLAMATION WAS PRESENTED AND ADOPTED: Whereas, Pittsylvania County is rich in beauty and natural resources; and Whereas, the Board of Supervisors of Pittsylvania County and the Pittsylvania County Beautification Committee strive to improve the quality of life in our community through enhanced community awareness, education, and public /private partnerships working together on projects that keep our environment clean and free of debris, beautify our neighborhoods and public spaces, and instill pride and a sense of ownership in our community; and Whereas, Pittsylvania County Citizens realize a cleanup effort is needed to display pride in our community for ourselves, our visitors, and for industrial prospects; and Whereas, all people, regardless of race, gender, income, or geography, have a moral right to a healthy, sustainable environment with economic growth; and Whereas, all residents of Pittsylvania County have a citizenship responsibility to protect and care for the beauty and natural resources of Pittsylvania County, and a countywide cleanup campaign will encourage individuals to participate in the improvement of their community's environment through the three main focus areas of litter prevention, waste reductions and recycling, and beautification; and Whereas, the Pittsylvania County Board of Supervisors will sponsor a "Take Your Trash to the Landfill On Us" from 7:30am until 3:30pm on Friday, April 22, 2016 AND from 10.00am until 2:06pm on Saturday, April 23, 2016, waiving tipping fees for citizens bringing their trash to the landfill on that day; then Now, Therefore, Be It Proclaimed, that the Pittsylvania County Board of Supervisors proclaims April 2016 as Countywide Spring Cleanup Month in Pittsylvania County, Virginia, and encourages all communities, civic and professional groups, businesses, churches, schools, families and individual citizens to take an active role in making the communities in Pittsylvania County a more beautif d place to live, work and play. Given under my hand this day 4`h day of April, 2016 Jessie L. Barksdale, Chairman Pittsylvania County Board of Supervisors Clarence C. Monday, Clerk Pittsylvania County Board of Supervisors P134 REPORTS FROM MEMBERS P135 REPORTS FROM LEGAL COUNSEL P136 REPORTS FROM COUNTY ADMINISTRATOR P137 VIRGINIA Darrell W. Dalton, Director of Buildings & Properties t r. Building & Grounds Department 51 N. Main St. `u (7) P.O. Box 426 Chatham, Virginia 24531 �'t � G I E -mail: darrell.dalton @pittgov.org Phone (434) 432 -1768 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 Bachelors HaB /Whitmell (434) 797 -9550 To: Otis S. Hawker, Assistant County Administrator From: Kaylyn Myers, Administrative Assistant III, County AdministratiorrQA`�` Date: March 31, 2016 Subject: COMPLETED WORK ORDERS — MARCH 2016 Attached please find a listing, by department, of completed work orders for the month of March. This list does not reflect work orders in progress but not yet completed, actual expenses incurred, or routine maintenance necessary for the smooth operation of the County facilities. However, it does reflect the total number of man - hours. Presently, there are approximately 7 work orders still outstanding. If you have any questions concerning this, please do not hesitate to contact me. KM Attachment cc: Clarence Monday, County Administrator Darrell W. Dalton, Superintendent of Building & Grounds P138 WORK ORDERS COMPLETED FOR MONTH OF MARCH 2016 P139 CLERK OF COURT 2 2 CODE COMPLIANCE (PLANNING COMMISSSION & ZONING) 2 3 COMMISSIONER OF REVENUE 2 2 COMMONWEALTH ATTORNEY COMPACTOR SITE COUNTY ADMINISTRATOR AND ASST ". COUNTY ADMIN. 2 4 COUNTY ATTORNEY COURTHOUSE (1968 ANNEX) COURTHOUSE (EDWIN R. SHIELDS) CSA -CPMB DEPOT BUILDING EMERGENCY 911 FACILITY ENVIRONMENTAL HEALTH FINANCE FIRE MARSHAL GENERAL DISTRICT COURT I 1 GRANTS ADMINISTRATION HEALTH DEPARTMENT 4 6 HUMAN RESOURCES HUMAN SERVICES FACILITY INDUSTRIAL PARKS INFORMATION TECHNOLOGY JAIL 42 28 JUVENILE & DOMESTIC COURT 3 3 JUVENILE & DOMESTIC COURT SERVICES UNIT 1 I LANDFILL 2 6 LIBRARY 5 40 LITERACY MAGISTRATE MOSES BUILDING 2 4 OLD DOMINION AG. COMPLEX PCED BUILDING PURCHASING 3 3 REASSESSMENT RECREATIONS RAIL-TRAIL & WAYSIDE PARK RECREATIONAL REGISTRAR -VOTING PRECINCTS 1 8 SHERIFF 3 4 SOCIAL SERVICES 3 10 TREASURER 2 4 VICTIM WITNESS OTHER, 4380 BERRY HILL RD RINGGOLD DEPOT CALLANDS CLERKS OFFICE 1 2 OLD BLAIRS SCHOOL KENTUCK WALKING TRAIL TOTAL WORK ORDERS COMPLETED - MARCH 1016 90 149 YEAR TO DATE 07/01/1015 - 06/30/2016 703 1,075 P139 PITTSYLVANIA COUNTY Otis Hawker, Interim County Administrator P.O. Box 426 Chatham, Virginia 24531 e -mail: dsleeper @pittgov.org VIRGINIA ���1% \ \I uiu� Q MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: April 1, 2016, Subject: Animal Control Activity Report Phone (434) 432 -7710 Fax (434) 432 -7714 Gretna /Hurt (434) 656 -6211 During the period of March 1,2016, through March 31,2016_1 the Animal Control Officers responded to 284 calls; and 101 follow up calls as per Pete Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 78 Dogs 45 Cats 31 Other 2 1- OPOSSUMS 1 -skunk Animals on hand at month end 13 Animals dispatched 8 2 -due to injuries and Idog bite Licenses checked 56 Court cases 9 Summons 11 Animals Adopted 5 Animals returned to owners 4 Cats taken to the Humane Society 31 Animals Transferred 26 LAP 2 ---- FCHS 12 ----- DAHS 4 ---- MHCSPCA 8 Injured animals picked up 8 Animals found in traps 28 Exposures: Human/Saliva 0 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 2 Cat Bites 0 Cruelty Checks 2 Well -being Checks 5 Cat/Dog Fights 3 Investigated killings by dogs/cats 1 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. 1 still born, P140 PITTSYLVANIA COUNTY VIRGINIA .455 1, V9 Otis Hawker, Interim C y County Administrator n Phone (434) 432 -7710 L '�1 F P.O. Box 426 a S. ., c Fax ( 434 ) 432 -7714 4 ✓ c7 z Gretna /Hurt 434 656 -6211 Chatham, Virginia 24531 ;� W ti✓ �. ( ) e -mail: dsleeper @pittgov.org J' MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: April 1, 2016 Subject: Conservators of the Peace Solid Waste Monitoring Report The Animal Control Officers whom have been appointed to the position of Conservators of the Peace monitoring solid waste sites in Pittsylvania County, as per Pete Boswell, Chief Animal Control Officer, for the period of March 1, 2016 through, March 31,2016 Description Number Remarks 5 hr Total hours monitored 31 Vehicles enterinS sites 7 Vehicles checked 0 Summons' issued 0 Court Cases 0 Convictions If you have any questions concerning this, please do not hesitate to contact me. P141 �Ip u, y — N COMMONWEALTH of ° VI1RG11NIA Office of the Governor Terence R. McAuliffe 11, n'ernur April 1, 2016 Mr. Clarence Monday Pittsylvania County Administrator Post Office Box 426 Chatham, Virginia 24531 Dear Mr. Monday Thank you and congratulations on the designation of the Banister River Extension as a state Scenic River under the Virginia Treasures initiative. I am pleased to present you with the enclosed certificate of recognition. For centuries and around the world, our Commonwealth has been known for the beauty of our environment and for the rich diversity found in our forests, wetlands, streams and fields. These treasures benefit all Virginians and are economic and environmental assets. Most importantly, they are a huge part of our culture. Whether it is through land conservation, establishment of new parks or park facilities, trails, wildlife habitats, or protection of historic or scenic resources, the actions you have taken join you with others across Virginia in fostering a stewardship ethic for our natural and cultural resources. Thank you for taking this step to help protect and showcase Virginia's many and diverse treasures. It is my hope that as more citizens become aware of our natural and cultural resources, they will be inspired to protect and preserve Virginia's many treasures for future generations to enjoy. Thank you again for being a part of this legacy. Enclosure Patrick Henry Building • III l East Broad Street • Richmond, Virginia 23219 (804) 786 -2211 • TTY (800) 828 -1120 www.governonvirginia.gov P142 MIA NOR PI 43 Rx: R a-� 7 C z a o u m u z C " w j F c°� 0 • � v u W U V W r q y U O L v i1e u N O U U p � C/1 v ��G! a+ t G cd [� O C Con [ [ ® cn 03 G N ono O cd v cd ~ N V] l v q r. Q O O Cd W W v w p 0 0 CZ n v Wh >_/ a� E�+1 ,, w -i r n : cv • cu U V o y 4 j��•�•!� H ® ® � w N w y cl N 421 PI 43 Rx: R a-� 7 C z a o u m u z C " w j F c°� 0 • � v u W K V W r q y U O L N O U PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES March 2016 TYPES OF PERMITS 92 BUILDING PERMIT FEES COLLECTED $8,287.48 92 LEVY COLLECTED $166.01 0 SUBDIVISION FEES COLLECTED $0.00 23 ZONING PERMIT FEES COLLECTED $105.00 0 REINSPECTION FEES COLLECTED $0.00 9 LAND DISTURBING FEES COLLECTED $80.00 216 TOTAL FEES COLLECTED $8,638.49 MONTHLY BUILDING VALUES 7 NEW DWELLINGS $2,343,600.00 8 MOBILE HOMES /OFFICE TRAILERS 157,000.00 3 DOUBLE -WIDE MOBILE HOMES 205,000.00 1 MODULAR 263,283.00 9 COMMERCIAL CONSTRUCTION 311,921.00 64 MISCELLANEOUS 652,870.00 92 TOTAL $3,933,674.00 NONTAXABLE: $58,730.00 $7,939,441.00 MONTHLY ACTIVITY REPORT UMBER OF UMBER OF REJECTIONS OF WORK UMBER OF E & S INSPECTIONS BER OF MILES INSPECTORS TRAVELED MONTHLY ZONING FEES 234 33 33 0 REZONING FEES COLLECTED $0.00 0 SPECIAL USE PERMIT FEES COLLECTED 0.00 0 VARIANCE & APPEAL FEES COLLECTED 0.00 0 APPEALS 0.00 0 TOTAL $0.00 Respectfully Submitted, Odle H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator P144 ADJOURNMENT P145