10-03-2016 BOS Regular Meeting Agenda PKTREGULAR MEETING
OCTOBER 3, 2016
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
REGULAR MEETING
MONDAY, OCTOBER 3, 2016
GENERAL DISTRICT COURTROOM
11 BANK STREET, CHATHAM, VA 24531
AGENDA
1. Call to Order — 7:00 p.m.
2. Roll Call
Barber Hagerman Blackstock Davis Scearce Warren Barksdale
3. Moment of Silence
4. Pledge of Allegiance
5. Items to be added to the Agenda
(a)
Motion: Barber Hagerman Blackstock
Second. Barber Hagerman Blackstock
Davis
Davis
Scearce
Scearce
Warren
Warren
Barksdale
Barksdale
APPROVAL OF AGENDA
Motion: Barber Hagerman
Second. Barber Hagerman
Blackstock
Blackstock
Davis
Davis
Scearce
Scearce
Warren
Warren
Barksdale
Barksdale
HEARING OF CITIZENS
CONSENT AGENDA
Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
6. (a) Minutes: September 6, 2016 — Regular Meeting Pages 12-16
September 20, 2016 — Adjourned Meeting Pages 17-52
(b) Bill List: September (Online)
(c) Proclamation — Countywide Cleanup Month; October 2016 Pages 53-54
(d) Proclamation — National Fire Prevention Week; October 9 — 15, 2016 Pages 55-56
PUBLIC HEARINGS
7. Public Hearing to receive public comment on Emergency Medical Advisory Committee
Pittsylvania County Code Amendment Pages 58-60
Open: Close:
Speakers.
Motion: Barber Hagerman Blackstock Davis Seearce Warren Barksdale
Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote YorN)
8. Public Hearing to receive public comment on proposed budget resolution amendment related
to new Merchants' Capital Tax methodology Pages 61403
Open: Close:
Speakers:
Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote Yor N)
41SHED BUSINESS
9. Library Appropriation for Mt. Hermon Library — At their adjourned meeting on September
20, 2016, motion by Mr. Warren, and seconded by Mr. Barber; required a 10 -Day Layover
has been met. Roll Call Vote Required Pages 105-106
Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote YorN)
10. Expenditure Refunds for September 2016— Requires a Motion and a 10 -Day Layover
Pages 108-110
Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale
11. County Administrator Interviews Closed Session Certification Pages I11-112
Pursuant to Virginia Code X2.2 -3712(B), the Pittsylvania County Board of
Supervisors will be holding closed meetings at undisclosed locations within the
following 15 days for the purpose of interviewing candidates for the position of
Pittsylvania County Administrator
Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale
12. Upcoming term appointments
(a) Planning Commission: expires 11/30/2016 Page 114
(b) Industrial Development Authority: expires 11/30/2016 Page 114
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM COUNTY ADMINISTRATOR
1. Animal Control/CoP September 2016 Monthly Report Pages 118-119
2. Code Compliance September 2016 Monthly Report & Fees Page 120
CLOSED SESSION
Time Entered in Closed Session:
Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Second. Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Roll Call Vote
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Warren
Barksdale
(Roll Call Vote YorN)
13. (a) Discussion of the expansion of an existing business or industry where no
previous announcement has been made of the business' or industry's interest in
expanding its facilities in the community.
Legal Authority: Virginia Code §2.2-3711(A)(5)
Subject: Project Optimization
Purpose: Discussion of Potential Economic Development Incentive
Package
Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Second: Barber Hagerman Blackstock Davis Scearce Warren Barksdale
Comments:
(b) Discussion concerning a prospective business or industry where no previous
announcement has been made of the business' or industry' interest in locating
its facilities in the community; and Discussion/consideration of records
excluded under Virginia Code §2.2-3705.6(3), including without limitation
those certain confidential proprietary records voluntarily provided by a private
business pursuant to a promise of confidentiality from the Pittsylvania County
Board of Supervisors (the `BOS"), and used by the BOS for business and trade
development.
Legal Authority:
Virginia Code §§2.2-3711(A)(5) and 2.2-3711(A)(40)
Subject:
Project S8
Purpose:
Discussion concerning a prospective business or industry
where no previous announcement has been made of the
business' or industry's interest in locating its facilities in
the community; and Discussion/consideration of Non -
Disclosure Agreement
Motion: Barber
Hagerman Blackstock Davis Scearce Warren Barksdale
Second: Barber
Hagerman Blackstock Davis Scearce Warren Barksdale
Comments.
RETURN TO OPEN SESSION
Motion to return to Open Session:
Motion: Barber Hagerman
Second. Barber Hagerman
Time Returned to Open Session:
Blackstock Davis Scearce Warren Barksdale
Blackstock Davis Scearce Warren Barksdale
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at meetings of the Pittsylvania County Board of Supervisors (`BOS") to
interview candidates for the position of County Administrator on Monday, September 26, 2016 and
Wednesday, September 28, 2016, the BOS members hereby certify, by a recorded vote, that to the best of
each BOS member's knowledge only public business matters lawfully exempted from the open meeting
requirements of the Virginia Freedom of Information Act were heard, discussed or considered in the closed
meeting. If any BOS member believes that there was a departure from the requirements of the Virginia
Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be
recorded in the BOS' minutes.
Tim R. Barber
Jerry A. Hagerman
Elton W. Blackstock
Joe B. Davis
Ronald S. Scearce
Robert W. Warren
Jessie L. Barksdale
Motion: Barber Hagerman
Second. Barber Hagerman
Time:
Vote
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Yes/No
Blackstock Davis Scearce Warren Barksdale
Blackstock Davis Scearce Warren Barksdale
TO BE ADDED
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HEARING OF
CITIZENS
Plo
CONSENT
AGENDA
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Regular Meeting
September 6, 2016
Pittsylvania County Board of Supervisors
Tuesday, September 6, 2016
Regular Meeting
VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held
on Tuesday, September 6, 2016 in the General District Courtroom of the Edwin R. Shields Addition
in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m. The
following members were present:
Jessie L. Barksdale
Elton W. Blackstock
Tim Barber
Ronald S. Scearce
Jerry A. Hagerman
Robert W. Warren
Joe B. Davis
Banister District
Staunton River District
Tunstall District
Westover District
Callands-Gretna District
Chatham -Blairs District
Dan River District
Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr.
Greg L. Sides, Assistant County Administrator for Planning and Development, Mr. Matthew Rowe,
Director of Economic Development, Ms. Kim Van Der Hyde, Director of Finance, Ms. Lisette
Jordan, Human Resource Manager, Mr. Cory Stephens, Programs Manager for Parks and Recreation,
Katie Millner, CSA Coordinator, and Ms. Rebecca Flippen, Deputy Clerk to the Board were also
present.
Mr. Barksdale led the Moment of Silence, and then the Pledge of Allegiance.
Approval of Agenda
Motion was made by Mr. Barber, seconded by Mr. Warren, to approve the agenda, which was
unanimously approved by the Board.
Hearing of the Citizens
No one signed up to speak.
Consent Agenda
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the Consent
Agenda, which was unanimously approved by the Board of Supervisors.
(a) Minutes: August 1, 2016 — BOS Regular Meeting
August 16, 2016 — BOS Adjourned Meeting
(b) Bill List — August 2016 (Online)
(c) 2016/17 Youth Commission — Appointments
(d) Ratification of Letter of Support: VDH Grant Application for funding Virginia
International Raceway (VIR) Interconnection
(e) Amended Section 125 Flexible Benefit Plan Adoption Agreement
(f) Resolution — Intertape Polymer Group (IPG); Winner of the Environmental Protection
Agency's (EPA) Virginia NASCAR E3 Challenge (Energy -Economy -Environment) Award
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Regular Meeting
September 6, 2016
Mr. Cory Stephens, Programs Manager for Parks & Recreation, introduced the newly
appointed 2016/17 Youth Commission, whose appointment terms begin August 1, 2016 thru July 31,
2017:
Connie Weaver - Tunstall High School
Mallorie Patrick - Tunstall High School
Johnte Lipford - Gretna High School
Lauryn Jones - Gretna High School
TaCoreia Webb - Dan River High School
Josh Miller - Chatham High School
Also, the following Youth Advisory Board members were reappointed with terms beginning August
1, 2016 thm July 31, 2017: Carly Pearce, Lesley Villarose, Laurie Moran, Shannon Hair, Mike
Taylor, W. Neal Oakes, and Jessie L. Barksdale.
(Ratified Letter of Support to be inserted here)
(Resolution 2016-09-02 to be inserted here)
Public Hearings
Public Hearing as required by §15.2-1800(B) of the Code of Virginia, 1950, as amended, to
receive citizen input on the proposed execution of a lease between the Pittsylvania County
Board of Supervisors and the Trustees of United Steelworkers Local Union 9428 of
approximately 1,100 square feet of the premises located at 123 Tightsqueeze Industrial Road,
Chatham, Virginia 24531, a publicly owned building, for use as Union meeting and office place.
Mr. Barksdale opened the public hearing at 7:14pm. Mr. Monday explained that at a recent
Pittsylvania County Board of Supervisors' ("BOS") meeting, the BOS authorized the purchase of real
property located at 123 Tightsqueeze Industrial Road, Chatham, Virginia (the "Premises"), utilizing
Sheriff asset forfeiture money. The Sheriff will utilize the building primarily for storage purposes.
The Trustees of United Steelworkers Local Union 9428 seek to continue to lease approximately 1,100
square feet on the Premises for use as a Union meeting and office place. Mr. Monday stated that
since the Premises is now publicly owned, per Virginia Code § 15.2-1800(B), a public hearing is
required before execution of the Agreement. No one signed up to speak and Mr. Barksdale closed the
public hearing at 7:15pm. For the purpose of discussion a motion was made by Mr. Blackstock,
seconded by Mr. Barber, to approve the Agreement. Mr. Warren stated that he was very concerned
about the language in Items 5 & 6 of the Agreement. His concerns related to the Lessor's
responsibility of water and electricity, and the language of insurance coverage. Mr. Warren made a
substitute motion, seconded by Mr. Barber, to table this issue, have the County Attorney clean up the
language in these two sections, and then bring the Agreement back to the Board of Supervisors for
their consideration. Mr. Warren's substitute motion was unanimously approved by the Board.
Public Hearing to receive citizen input on potentially changing the County's current
Merchants' Capital Tax assessment method from $2.75 per $100 of assessed value, 30% of
original value; to the following:
MERCHANTS' CAPITAL TAX
$2.75 rate (a
lied to all below tiers; effective January
1, 2016)
Tier I
Tier 2 1Tier
3
30% of original inventory cost
10% of ori final inventory cost 5% of original inventory cost
$1 to $1,000,000
$1,000,001 to $5,000,000
$5,000,001 to unlimited
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Regular Meeting
September 6, 2016
Mr. Barksdale opened the public hearing at 7:23pm. Mr. Monday explained that a recent Pittsylvania
County Board of Supervisors' ( BOS") Finance Committee Meeting, the BOS determined it
potentially desired to change the way the County assesses its Merchants' Capital Tax from its current
assessment method, $ 2. 75 per $ 100 of assessed value, 30% of original value; to the following:
MERCHANTS' CAPITAL TAX
$2.75 rate (applied to all below tiers; effective Jan
1, 2016
Tier 1 Tier 2 1
Tier 3
30% of original inventory cost 10% of original inventory cost
5% of original inventory cost
$1 to $1,000,000 $1,000,001 to $5,000,000
$5,000,001 to unlimited
with an effective date of January 1, 2016.
The first person to sign up to speak was John Merricks of the Dan River District. Mr. Merricks
thanked the Board for making this amendment which was easy the burdern of taxes on his business
located in Ringgold, and in doing so, he would not have to move his business out of the County plus
this amendment also helped save the 50 jobs his company fills. The last person to speak was Mr.
Edmund Milam, who opposed the Merchant's Capital Tax and its methodology all together. Mr.
Milam stated it was likely he would move his business out of the County, and could cost 50-75
people their jobs. No one else signed up to speak and Mr. Barksdale closed the hearing at 7:29 pm.
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the amendment as
presented and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -No; Mr.
Blackstock -Yes; Mr. Scearce - Yes; Mr. Davis -Yes; Mr. Warren - Yes; and Mr. Barksdale -Yes. Mr.
Blackstock -s motion passed by a 6-1 majority vote, with Mr. Hagerman opposed. Mr. Blackstock
publicly stated many comments had been said about the Commissioner of Revenue's office and this
tax, and he wanted it clear to the public that Ms. Shirley Hammock, Commissioner of the Revenue,
has only been following the ordinance's methodology on this tax that the Board of Supervisors
adopted and had been approving each year.
Public Hearing, pursuant to Virginia Code §15.2-2507 to hear citizen input on proposed
amendments to the county budget for fiscal year 2017
Mr. Barksdale opened the public hearing at 7:37 pm. Mr. Monday stated that this public
hearing is necessary because amendments to the 2017 budget exceeded 1% of the fiscal budget and
the amendments developed as follows:
(a) At the 8-16-16 adjourned meeting, the Board of Supervisors was asked to consider
appropriating a total of $103,271.90 to increase the employer's share of health insurance
coverage for County employees for the upcoming plan year. A motion came from the Finance
Committee which does not require a second. It has met the 10 -Day Layover requirement and
will require a Roll Call vote.
(b) At the 8-16-16 adjourned meeting, the Board of Supervisors was asked to consider
appropriating a total of $3,243,000.00 for the construction of a new animal shelter to be
located on Highway 29. This amount includes the base amount of $3,149,000 plus alternate
#2. A motion had been made by Mr. Blackstock and seconded by Mr. Davis, has met the 10 -
Day Layover requirement and will now require a Roll Call vote.
(c) At the 8-16-16 adjourned meeting, the Board of Supervisors was asked to consider
reappropriating 2016 carryover balances to the 2017 budget. Tonight's public hearing was set
to consider citizen input on these items. These items were separated into two categories:
encumbered amounts and discretionary amounts. Encumbered amounts are funds that are
necessary to cover items that were purchased at year-end but were not received until the new
fiscal year. It also includes funds that were collected during the year for specific programs.
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Regular Meeting
September 6, 2016
Discretionary amounts are funds that were requested by departments for a specific purpose for
the FY 2017 budget year. Staff recommends that the board reapporpriate a total of
$676,930.17 in encumbered carryover amounts. The discretionary carryovers totaled
$421.986.83. Combined this amount is $1,098.917 This item does require a motion and a
second since it was included in the public hearing; does not require a 10 -Day Layover, but
does require a Roll Call Vote.
(d) At the 8-16-16 adjourned meeting, the Board of Supervisors was asked to consider
reappropriating $2,956,004.88 of School Board carryover requests to the 2017 budget.
Tonight's public hearing was set to consider citizen input on these items. This item would
require a motion and second but does not require a 10 -Day Layover since it was included in
the public hearing. It will require a Roll Call Vote.
No one signed up to speak and Mr. Barksdale closed the hearing at 7:38pm.
The following Roll Call Vote was recorded for Item (a) for appropriating a total of
$103,271.90 to increase the employer's share of health insurance coverage for County employees for
the upcoming plan year.: Mr. Barber -Yes, Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-
Yes; Mr. Davis -Yes; Mr.Warren-Yes; and Mr. Barksdale -Yes. The Finance Committee's motion was
unanimously passed by the Board of Supervisors.
The following Roll Call Vote was recorded for Item (b) for appropriating a total of
$3,243,000.00 for the construction of a new animal shelter to be located on Highway 29. This amount
includes the base amount of $3,149,000 plus alternate #2. Mr. Barber -Yes; Mr. Hagerman -Yes; Mr.
Blackstock -Yes; Mr. Warren -Yes; Mr. Davis -Yes; Mr. Warren -Yes and Mr. Barksdale -Yes. Mr.
Blackstock's motion was unanimously approved by the Board.
Motion was made by Mr. Davis, seconded by Mr. Warren, concerning Item (c) to
reappropriating 2016 carryover balances to the 2017 budget totaling $1,098.917 which is comprised
of $676,930.17 in encumbered carryover amounts and discretionary carryovers totaled $421.986.83.
The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -
Yes; Mr. Warren -Yes; Mr. Davis -Yes; Mr. Warren -Yes and Mr. Barksdale -Yes. Mr. Davis's motion
was unanimously approved by the Board.
Motion was made by Mr. Warren, seconded by Mr. Davis, concerning Item (d) for
reappropriating $2,956,004.88 of School Board carryover requests to the 2017 budget. The following
Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Warren -
Yes; Mr. Davis -Yes; Mr. Warren -Yes and Mr. Barksdale -Yes. Mr. Warren's motion was
unanimously approved by the Board.
This concluded the public hearing.
New Business
Motion was made by Mr. Barber, seconded by Mr. Davis, for the recommends the
reappropriation of $64,133.91 as follows: $400.80 to Treausrer-Legal Services (100-4-012410-
3150), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $100.00 to Sheriff -
Undercover Work (100-4-031200-6024), $1,185.38 to Sheriff -Parts (100-4-031200-6030), $217.80 to
Sheriff -Labor (100-4-031200-6031), $50.00 to Jail -Food Supplies (100-4-033100-6002), $10,336.38
to B&G-Repairs & Maintenance (100-4-043100-3320), $4,495.00 to CSA -Pool Program (100-4-
053500-7003), $150.00 to Recreation -Field Maintenance (100-4-071100-6006), $175.00 to Ag
Development -Farmer's Market (100-4-082500-6014), $30,614.18 to WIA-Rent (251-4-353853-
6014), $16,309.37 to Building & Grounds Improvements (310-4-094130-8158). This motion
required a 10 -Day Layover.
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Regular Meeting
September 6, 2016
Motion was made by Mr. Blackstock, seconded by Mr. Warren, to authorize advertising a
public hearing for citizen input on a proposed amendment of Pittsylvania County Code Sec. 31-3.1
(iii); Service Free for Emergency Ambulance Transport as follows: iii. EMAC will distribute on
monthly quarterly basis to the respective Participating Agencies a percentage of the internally
audited, un -obligated revenues generated by the fee-for-service program. Mr. Blackstock's motion
was unanimously approved by the Board.
Ms. Katie Millner, CSA Coordinator, presented the Board with a copy of the CSA Program's
Annual Audit Final Report and Quality Improvement Plan, and reported that all CPMT members
were in attendance compliance with the quarterly report. Mr. Monday told the Board Ms. Millner is
resigning her position with Pittsylvania County and that her position is already being advertised.
Mr. Monday stated the Board of Supervisors held a Special Meeting, under Closed Session on
September 1, 2016 at 5:00 pm for the following purpose:
Discussion, consideration, or interviews of prospective candidates for employment;
assignment, appointment, promotion, performance, demotion, salaries, disciplining, or
resignation of specific public officers, appointees, or employees of any public body.
Authority: 2.2-3711(A)(1) of the Code of Virginia, 1950, as amended
Subject Matter: County Administrator Recruitment/Selection
Purpose: Hear Preliminary Report of Candidates & Recruitment Process
Mr. Monday stated the Board adjourned that meeting and reconvened at 5:00 PM, also under Closed
Session for the same matter. Mr. Monday then gave the following Public Statement:
"Pursuant to Virginia Code Section 2-2.3712(B), the Pittsylvania County Board of
Supervisors will be holding closed meetings at undisclosed locations within the following 15
days for the purpose of interviewing candidates for the position of Pittsylvania County
Administrator. "
Amointments
Motion was made by Mr. Hagerman, seconded by Mr. Warren, so appoint Kim Van Der Hyde
as the Callands-Gretna representative on the Danville-Pittsylvania Community services Board of
Directors for a term beginning August 1, 2016 thru June 30, 2019. Mr. Hagerman's motion was
unanimously approved by the Board.
Board Announcements
Mr. Scearce thanked everyone for their thoughts and prayers during his recent surgery.
Mr. Barksdale reminded everyone of the Economic Development announcement to be made
by Governor McAuliffe on September 8, 2016 at 1:OOPM at the Gene Haas Center located at the
Institute for Advanced Learning and Reserach.
Adiournment
Motion was made by Mr. Warren, seconded by Mr. Barber, to adjourn the meeting, which was
unanimously approved by the Board. The meeting ended at 8:10 pm.
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Adjourned Meeting
September 20, 2016
Pittsylvania County Board of Supervisors
Tuesday, September 20, 2016
Adjourned Meeting
VIRGINIA: The Adjourned Meering of the Pittsylvania County Board of Supervisors was
held on Tuesday, September 20, 2016 in the General District Courtroom of the Edwin R. Shields
Addition in Chatham, Virginia. Jessie L. Barksdale, Chair, called the meeting to order at 7:00 p.m.
The following members were present:
Jessie L. Barksdale
Elton W. Blackstock
Tim Barber
Ronald S. Scearce
Jerry A. Hagerman
Robert W. Warren
Joe B. Davis
Banister District
Staunton River District
Tunstall District
Westover District
Callands-Gretna District
Chatham -Blairs District
Dan River District
Mr. Clarence C. Monday, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr.
Greg L. Sides, Assistant County Administrator for Planning and Development, Mr. Matthew Rowe,
Director of Economic Development, Ms. Kim Van Der Hyde, Director of Finance, Ms. Lisette
Jordan, Human Resource Manager, Mr. Odie H. Shelton, Jr., Director of Code Compliance, Mr. Mark
Narron, Animal Shelter Manager, and Ms. Kaylyn McCluster, Administrative Assistant III were also
present.
After a Moment of Silence, Mr. Barksdale led the Pledge of Allegiance.
Approval of Agenda
Motion was made by Mr. Davis, seconded by Mr. Warren, to approve the agenda with
the added closed session Project Little Light to be added to the agenda, which was unanimously
approved by the Board.
Hearing of the Citizens
No one signed up to speak for the Hearing of the Citizens.
Public Hearings
Rezoning Cases
Case 1: : Jason Karl Keesee & Beth Calloway Keesee — Callands-Gretna Election District R-
16-021 M-1, Industrial District, Light Industry to A-1, Agricultural District
Mr. Barksdale opened the public hearing at 7:05 pm. Mr. Shelton explained Jason and Beth
Keesee had petitioned to rezone 42.10 acres, located off of U.S. Highway 29 (off Dual Track Road),
in the Callands-Gretna Election District from M-1, Industrial District, Light Industry to A-1,
Agricultural District. Once the property is rezoned to A-1, all uses listed under Section 35-178 are a
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Adjourned Meeting
September 20, 2016
permitted use. The Planning Commission, with no opposition, recommended granting the petitioners'
request. Jason and Beth Keesee were there to represent the petition. No one signed up to speak and
Mr. Barksdale closed the hearing at 7:06 pm. Motion was made by Mr. Hagerman, seconded by Mr.
Blackstock, to approve rezoning Case R-16-021 from M-1 to A-1 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. Hagerman's motion was unanimously
approved by the Board.
Case 2: K H C Associates, LLC — Banister Election District R-16-022
R-1, Residential Suburban Subdivision District to A-1, Agricultural District
Mr. Barksdale opened the hearing at 7:07 pm. Mr. Shelton explained K H C Associates, LLC
had petitioned to rezone a total of 182.49 acres, located on State Road 640/Spring Garden Road and
on State Road 706/Abbott Place in the Banister Election District from R-1, Residential Suburban
Subdivision District to A-1,Agricultural District. Once the property is rezoned to A-1, all uses listed
under Section 35-178 are a permitted use. The Planning Commission, with no opposition,
recommended granting the petitioners' request. No one signed up to speak and Mr. Barksdale closed
the hearing at 7:10pm. Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to approve
rezoning Case R-16-022 from R-1 to A-1 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. Hagerman's motion was unanimously approved by the Board.
Case 3: Shonitra A. Slayton — Banister Election District R-16-023
R-1, Residential Suburban Subdivision District to A-1, Agricultural District
Mr. Barksdale opened the public hearing at 7:11 pm. Mr. Shelton explained Shonitra A.
Slayton had petitioned to rezone a total of 24.14 acres, located on State Road 600/Cedar Forest Road
in the Banister Election District from R-1, Residential Suburban Subdivision District to A-1,
Agricultural District. Once the property is rezoned to A-1, all uses listed under Section 35-178 are a
permitted use. The Planning Commission, with no opposition, recommended granting the petitioners'
request. Shonitra Slayton was there to represent the petition. No one signed up to speak and Mr.
Barksdale closed the hearing at 7:12 pm. Motion was made by Mr. Blackstock, seconded by Mr.
Warren, to rezone Case R-16-023 from R-1 to A-1 and the following Roll Call Vote was recorded:
Mr. Barber -Yes; Mr. Hagennan-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.
Case 4: Adam E. Cooper & Jennifer Reynolds Cooper: Callands-Gretna Election District R-
16-024 A-1, Agricultural District to R-1, Residential Suburban Subdivision District
Mr. Barksdale opened the public hearing at 7:13 pm. Mr. Shelton explained Adam and
Jennifer Cooper had petitioned to rezone a total of 1.00 acre (part of 104.32 acres located on U.S.
Highway 40/W Gretna Road in the Callands-Gretna Election District from A-1, Agricultural District
to R-1,Residential Suburban Subdivision District. Once the properties are rezoned to R-1, all uses
listed under Section 35-222 are a permitted use. The Planning Commission, with no opposition,
recommended granting the petitioners' request. Adam Cooper was there to represent the petition No
one signed up to speak and Mr. Barksdale closed the hearing at 7:15 pm. Motion was made by Mr.
Hagerman, seconded by Mr. Barber, to rezone Case R-16-024 from A-1 to R-1, and the following
Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-
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Adjourned Meeting
September 20, 2016
Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Blackstock's motion was
unanimously approved by the Board.
This concluded the public hearing.
Unfinished Business
At the September 6, 2016 meeting a motion was made by Mr. Barber, seconded by Mr. Davis,
for a reappropriation of $64,133.91 as follows: $400.80 to Treasurer -Legal Services (100-4-012410-
3150), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $100.00 to Sheriff -
Undercover Work (100-4-031200-6024), $1,185.38 to Sheriff -Parts (100-4-031200-6030), $217.80 to
Sheriff -Labor (100-4-031200-6031), $50.00 to Jail -Food Supplies (100-4-033100-6002), $10,336.38
to B&G-Repairs & Maintenance (100-4-043100-3320), $4,495.00 to CSA -Pool Program (100-4-
053500-7003), $150.00 to Recreation -Field Maintenance (100-4-071100-6006), $175.00 to Ag
Development -Farmer's Market (100-4-082500-6014), $30,614.18 to WIA-Rent (251-4-353853-
6014), $16,309.37 to Building & Grounds Improvements (310-4-094130-8158). This motion required
a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Barber -
Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes;
and Mr. Barksdale -Yes. Mr. Barber's motion was unanimously approved by the Board.
New Business
David Hoback, Executive Director for the West Piedmont Planning District (WPPDC), briefly
discussed the WPPS's Regional Strategic Planning Effort and its legislative agenda to be more
concise and more focused on local government issues that broadly impact all our localities. He
invited the Board to attend the West Piedmont Regional Summit on October 19, 2016 and said that
their goals are to make everyone aware of the process, ask for support and participation, and advocate
with stakeholders in the community.
Based on the Board of Supervisors' recent action on September 3, 2016 to adjust the
methodology used for assessing Merchants Capital Tax, a motion was made by Mr. Blackstock,
seconded by Mr. Barber, to authorize the Treasurer to issue the refund of $113,616.32 under §58.1-
3990 of the Code of Virginia, 1950, as amended. 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.
P19
Adjourned Meeting
September 20, 2016
Cnn!:r r.:inn: r
OFFICF OF
COMMISSIONER OF SHE REVENUE
Mr. Clercrive Monday
Pitrsylv,ni, C'ouuly Administrator
PO Eoc 126
Chathatn,VA 74531
NY -S" rE'.4Y:1i C,..�xrY
NI.MIX 1.11 14.33. •-I]- ;1.yfl
iIIAI H'..M. n IVI I\" -iii
RE: I.IFRl:HANIS CAPITAL ME I Hf.)DOLOGY f:HA14GE
Dear Mr. lvlondey:
Fnciosed please find a letters of ra-fund thal will nerA the tfoard (if supervisor's approval based
un the county (Iminancc.
These ivfunds arc ) result of the incept changes made to the Merchants Capital metho0olopy.
Rogards,
Shirley 'r. Hare monk
Commissiuner of the Revenue
SYH
Fnclosures
P20
Adjourned Meeting
September 20, 2016
OFF ICE OF
COMMISSIONER OF THE REVENUE
r,. ism r_
September 14. 2016
Vincent Shorter. 'I'reasurer
Pitisylvania County
Chatham, VA 24531
Dear Mr. Shorter:
I he lollowing taxpayer's assessment on Merchants Capital was adjusted based on the Board of
Supervisors revising the methodology in assessment. ]'his was retro -active to January I, 2016.
The taxpayer states taxes have been paid and is requesting a refund under See.58.1-3990 Code of
Virginia.
NAME & ADDRESS:
ATKINSON TRUCK SALES
11541 tJ S Ii WY 29 NORTH
CHATHAM VA 24531
BILL NtJMBER:16A64004.00
ACCOUNT #64004
Full or Partial: Partial
Merchants Capital - 2016 ASSESSED VALUE: $2268750 TAX: $62390.63
2016 REFUND DUE: $39,617.33
']'hank you for your attention in this matter.
Regards,
Shirley Y. I-fantmock
Commissioner ofthe Revenue
SYH/syh
P21
Adjourned Meeting
September 20, 2016
OFFICE OF
COMMISSIONER OF THE REVENUE
I'll Ill A �'W,( nl ' .
JW
•, h.namai6-i pn Cm w_
September 14. 2016
Vincent Shorter. Treasurer
Pinsylvania County
Chatham. VA 24511
Dear Mr. Shorter:
The following taxpayei s assessment on Merchants Capital was adjusted based on the Board of
Supervisors revising the methodology in assessment. This was retro -active to January I, 2016.
The taxpayer states taxes have been paid and is requesting a refund under Sec.58.1-3990 Code of
Virginia.
NAME & ADDRESS:
3 & 3 TRUCK SALES
7441 DRY FORK RD
DRY FORK VA 24549
RILL NUMBER: 16A128972.00
ACCOUNT N 128972
Full or Partial: Partial
Merchants Capital - 2016 ASSESSED VALUE: $3.976,960 TAX: 5109J66.4U
2016 REFUND DUE: 539.381.79
"I -hank you for your attention in this matter.
Regards,
Shirley Y. IIar1(5jmock
Commissioner of the Revenue
SYH/syh
P22
Adjourned Meeting
September 20, 2016
September 14. 2016
OFFICE OF
COMMISSIONER OF THE REVENUE
rlll-tinr.l�nn n
hulc'. 1) ..nolo,
Vincent Shorter. 'Ircasurer
Pinsylvania C'ounq
Chatham. VA 24531
Dear Mr. Shorter:
the following taxpayer's assessment on Merchants Capital was adjusted based on the Board of
Supervisors revising the methodology in assessment. 'I his was retro -active to January I; 2016.
The taxpayer states taxes have been paid and is requesting a refund under Sec.58.1-3990 Code of
Virginia.
NAME & ADDRESS:
SMITH MOUNTAIN INDUSTRIES
Dba VIRGINIA CANDLE COMPANY
200 TOY LANE
RLAIRS VA 24527
BILL NUMBER: 16A220633.00
ACCOUNT H 220633
Full or Partial: Partial
Merchants Capital - 2016 ASSESSED VALUE: 51,895,190 TAX: $52,117.73
2016 REFUND DUE: $31,846.10
thank you for your attention in this matter.
Regards.
Shirley Y. Hammock
Commissioner of the Revenue
Syl l/syh
P23
Adjourned Meeting
September 20, 2016
Bryan Haskins, Commonwealth Attorney, was made aware at the end of last fiscal year that
he had vacancy savings remaining at the Compensation Board that could be reallocated to current
employees in his office. A request was made by Mr. Haskins to utilize these funds. Since this was
done after the adoption of the FY2017 budget, these funds were not included in the original state
revenue figures for the Commonwealth's Attorney's office nor in the Commonwealth's Attorney's
budget. A motion was made by Mr. Barber, seconded by Mr. Davis to amend the Commonwealth's
Attorney's budget and appropriate $4,059.00 to the salary and fringe line items (100-4-022100) from
the additional funds that will be received from the State Compensation Board (100-3-000000-2301).
The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -
Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Barksdale -Yes. Mr. Barber's
motion was unanimously approved by the Board. Mr. Blackstock then explained to the public that
this was money from the state to the Commonwealth Attorney's office.
Motion was made by Mr. Warren, seconded by Mr. Davis, to approve and appropriate a total
of $150,000.00 to the WIA Fund. 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.
P24
Adjourned Meeting
September 20, 2016
VIRGINIA COMMUNITY COtEEGk SV!TEM
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NOTICE OF OBIIGATION
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P25
i i 1 \ llrlNh
Adjourned Meeting
September 20, 2016
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P26
Adjourned Meeting
September 20, 2016
Since the adoption of the FY 2017 budget, the Courthouse has needed major roof repairs.
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve an amendment to the
Courthouse Maintenance budget and appropriate a total of $37,000. 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. Mr. Blackstock also explained that this is money that is taken out of court
costs and fees; it's not costing the County money.
Pittsylvania County Juvenile and Domestic Court Services Unit requested proposals for The
Outreach Detention program which provides supervision & intervention of youth before the Court
and on supervision to the CSU and electronic monitoring. The goal of the program is to reduce the
number of new law violations while awaiting trial, the need for secure detention or other out of home
placement, and ensure court appearances for juveniles in the program by providing close monitoring,
crisis intervention and referral for services. The goal of the Electronic Monitoring Services program
is to reduce the number of new law violations while awaiting trial, the need for secure detention or
other out of home placement, and ensure court appearances for juveniles in the program by providing
close monitoring, crisis intervention and referral for services. The Purchasing Department emailed to
seven vendors, the RFP dated 06/28/2016. It was advertised in 2 local newspapers, posted on the
County's public notice board and posted on the County's website. Five responses were received. All
response was evaluated. The top 2 ranking vendors, Intercept Youth and WW Moore gave
presentations on 8/23/16. The evaluation committee consisting of Joyce Green, Jay Gaylor, Brenda
Gee, and Linda Mills voted that Intercept Youth Inc. was the best choice for the County.
The contract will be for 2 years with one- 2 year renewal. A motion was made by Mr. Blackstock,
seconded by Mr. Hagerman, to authorize the County Administrator to execute the contract with
Intercept Youth Services, Inc. Mr. Blackstock's motion was unanimously approved by the Board. Mr.
Warren asked if there was an opportunity for receiving funds back and Mr. Hunt said that he will get
back with an answer.
P27
Adjourned Meeting
September 20, 2016
County of Pittsylvania, VA
C anuact Nutube,; 'oI... o fn
]"hie contract entered mill thi_c I. 0—.,l t t, iob�m by Intercept Youth Serv'ces, In=herei lilt
called the "Contractor" and C'.punty yf Pittsvivania called the "Purchasing Agency."
W'ITNESSET11 dwt the Contractor and dte Purchasing Agency, in consideration of the normal
cosenams. promises and agreements herein contained, agree as f9lowv:
SCOPE OF SERVICES: The Contractor+hall provide the services w the County of P1115yl,,uua as
lel lbnh in the REP 16-06-28 and proposal recciced.
PERIOD OF PERFORMANCE: PERIOD OF PERFORMANCE: From 10'012016 through 06,302018
.with ame optional 2 ycar renewal.
The contract documcncs .shall c , .n, int pl':
A. This signed Rum
B. l'hc following portions ofthe Request for Proposals dated .lune 28. 2016:
(II Scope pl'sen-ices
(2) The General Conditions
C. The Provider's Proposal dated July 18, 2016 and;
D. "1'he negotiated modification, (auachmem A) u. the RIr P: Propnsa L. all of" which dnpmnuns arc
ineorpomted herein.
IN WITNESS WHEREOF. the Pattie, have caused this Contract to be duly eaecmed intending tp
be bound Ihereby-
C'ONTRAC'TOR:
By. _ — By _
PURC'MASINO A(iENC'Y:
e:
- ---APPJibVE b A T* F011hV—
J. VAGER .... ES
ATTORNEY, NT TSYNANIA OOUNTY
Note: This public body does not discriminate against faith -based orgunirations in accordance .with
the Code NJ'Virginia, § 2.2-4311.1 or against a bidder or offeror because of race, religion, color, sex,
national origin, age, disablllr), or any other basis prohibited b,Y state ]an relating to dlserimination in
em play nrcul.
P28
Adjourned Meeting
September 20, 2016
ATTACHMENT
Amendment
OWNER:
Pittsylvania County Board or Supervisors
CONTRACTOR:
Intercept Youth Services, Inc.
SERVICES:
Outreach Detention and Electronic Monitoring
DATE OF AMENDENT:
September 7, 2016
* * * * t * A A A . * * * * * i f
% I 1 * * * k rt S M * * *
ATTACHMENT
The Contractor and Agency agrees to the negotiation items listed below:
• Intercept has up to 24 hours from the time J&D Court Services contacts them to install the
GPS on the juvenile at any location in the State of Virginia.
• Charge of $39.00 per hour for any court -related matters. This includes attending
Pittsylvania County J&D Court or Court services to testify in court, sign petitions and any
other necessary needs we may have. Time will be billed in increments of 15 minutes to
begin when the Contractor arrives at the Courthouse and end when Contractor leaves the
Courthouse.
• Make a telephone contact on the days there will be no face-to-face contact. There will he no
charges for telephone calls.
• Pittsylvania County will able to use other resources that Intercept may offer. Price will be
negotiated when determined the need is necessary.
Lisette Jordan, Human Resources Manager, provided an update to the Board covering the
work of the Committee. Mr. Davis asked where we are ranked as far as with other localities, and Ms.
Jordan's response was that we are pretty much in line with Martinsville, Henry County, and Campbell
County. Mr. Warren asked about there being a healthy lifestyle coaching program. Ms. Jordan said
that was a long term goal.
P29
Adjourned Meeting
September 20, 2016
Pittsylvania County Library Board and staff acting by the direction of the Pittsylvania County
Board of Supervisors looked throughout the Mount Herman community for a location that would be
suitable to accommodate the citizens of the community for the placement of a library. There was
concern that the existing location was inadequate space wise and too costly to renovate. The existing
facility consists of an estimated 2,000 square feet, but due to conditions of the facility, only about
1,000 square feet can be utilized. The library staff identified a new location for the library at 4058,
4060, 4062, and 4064 Franklin Turnpike consisting of 5,000 square feet. This property is owned by
Tuscarora Farms, Inc. A motion was made by Mr. Warren, seconded by Mr. Davis, to approve the
lease for Mt. Hermon Library and authorize the County Administrator to execute it. Mr. Warren's
motion was unanimously approved by the Board. Mr. Warren then thanked the Library Board and
expressed his excitement about the new location. Mr. Barksdale also commented on his excitement
and Mr. Blackstock thanked the Library board.
P30
Adjourned Meeting
September 20, 2016
LEASE
THIS LEASE, made this _ day of , 2016, by
and between TUSCARORA FARMS. INC., hereinafter referred to as
''Lessor," party of the first part, and the (BOARD OF
SUPERVISORS OF PITTSYLVANIA COUNTY. VIRGINIA,) hereinafter
collectively referred to as 'Lessee,'' party of the second part.
W I T N E S S E T H
THAT FOR AND IN CONSIDERATION of the mutual covenants and
agreements herein contained, the parties do hereby covenant and
agree as follows:
1. LEASE OF PROPERTY: WARRANTIES AND COVENANTS OF LESSOR:
Lessor hereby leases and demises and Lessee hereby rents the
following property:
That certain real property at the addresses of 4058.
4060, 4062, and 4064 Franklin Turnpike. Danville,
Virginia, consisting of 5.000 square feet, and all
fixtures and equipment which is the property of Lessor
located on the real property (hereinafter, the
"Premises").
2. TERM OF LEASE:
The initial term of this Lease shall be for a period of ten
(10) years, commencing the _ day of . 2016, with a
maturity of August 31, 2026.
3. RENT:
The rent during Lease, shall be:
1 of 18
P31
Adjourned Meeting
September 20, 2016
a) Three thousand five hundred and 00/100 dollars
($3,500.00) per month. All rent payments shall be paid to
Tuscarora Farms, Inc .470 Piney Forest Road, Danville, Virginia,
24540. Monthly rental installments shall be due and payable on
the first (1-�) day of each month during the Lease, Should any
monthly payment of rent remain overdue and unpaid for a period of
fifteen (15) days, Lessee shall be in default, and Lessor. at its
option, may be entitled to any and all of the remedies provided
under Paragraph 17 of this Lease.
4. LATE CHARGES:
In the event Lessee does not pay monthly rentals or other
charges which Lessee is required to pay to Lessor under this
Lease within ten (10) days of the date such payments are due,
Lessee shall pay to Lessor, at the option of Lessor, ten percent
(10%) of the monthly installment. If a monthly rental installment
is paid by check and the check is returned seven (7) days after
the due date, the late charge shall apply.
5. NON -APPROPRIATION PROVISION:
Notwithstanding any other provision in this Lease to the
contrary, if the Lessee fails during any fiscal year to
appropriate or allocate sufficient funds to pay the amounts to be
paid by the Lessee pursuant to the provisions of this Lease,
which become due or payable during such fiscal year, then this
Lease, and all the obligations of the Lessee hereunder shall
automatically terminate at the end of the fiscal year in which
2 of 18
P32
Adjourned Meeting
September 20, 2016
such non -appropriation occurs. The Lessee agrees to use its
reasonable efforts to obtain any necessary funding contemplated
by this Lease on an annual basis.
6. UTILITIES AND SERVICES:
Lessee shall be responsible for the payment of all
utilities, including, but not limited to, water. gas, sewer,
electric power. fuel consumed or used in or at the Premises, and
any other utility or service used or attributable to the
Premises.
7. TAXES:
Lessor will pay all real estate taxes assessed against the
Premises. Lessee shall be responsible for all business, license,
capital, or other taxes, levies, or other charges applicable to
Lessee's business/use.
8. USE OF PREMISES:
The Premises shall be used for the operation of a public
library and other appropriate public uses, and for no other
purpose without the express written consent of the Lessor.
9. REPAIRS AND ALTERATIONS:
A. LESSOR'S REPAIRS;
Lessor shall, at its own cost and expense, make such
repairs, alterations, and replacements to the parking area and
structure, roof, and exterior of the building and to the
Premises, and all buildings systems and equipment provided by
Lessor to include plumbing, electrical, and heating and air
3 of 18
P33
Adjourned Meeting
September 20, 2016
conditioning, as shall be reasonably necessary for Lessee's
occupancy of, and conduct of business/use in the Premises and use
of the parking areas, unless the need for such repairs is
occasioned by the negligent or willful act of Lessee, its agents,
employees, or invitees.
B. LESSEE'S REPAIRS:
Lessee covenants that during the Lease it will maintain the
interior of the Premises and, subject to Lessor's express
obligations under this Lease. Lessee will, at its sole cost and
expense, keep the same in as good a condition and repair
throughout the Lease as when first occupied, subject to
reasonable wear and tear. Lessee shall have no obligation to make
any replacements to the Premises, and Lessor has elsewhere in
this Lease agreed to be responsible for the maintenance. repair,
and replacement of all building systems, including systems for
the Premises such as fixtures, equipment, and systems for heating
and air conditioning, electrical, plumbing, light fixtures. and
fire alarm. Lessee will deliver the Premises, at the expiration
or sooner termination of the Lease, in the order and condition
when first occupied, ordinary wear and tear and matters outside
the reasonable control of Lessee excepted. Unless Lessor has
specifically agreed to do so, Lessee shall have the obligation to
repair, and/or to replace. at Lessee's cost and expense, any
refrigerator, ice maker, or similar fixtures in Lessee's kitchen
during the Lease. Lessee further agrees to be responsible for all
4 of 18
P34
Adjourned Meeting
September 2O, 2016
landscaping, grass maintenance, and the replacement of light
bulbs during the Lease All installations, repairs. restorations,
and replacements required of a party hereunder shall be equal in
quality to the original work.
C. TRADE FIXTURES:
All trade furnishings, fixtures, and equipment supplied
and/or installed at the sole expense of Lessee, shall remain
Lessee's property. Lessee may remove these items within five (5)
days after termination of this Lease, provided:
(a) Lessee is not in default hereunder at the time of
termination;
(b) Removal of the items can be accomplished without major
damage to the Premises; and
(c) Lessee. within a reasonable time (not exceeding ten
(10) days after removal). repairs or reimburses Lessor for
the cost of repairing all resulting damages.
D. ALTERATIONS:
Lessee shall maintain the Premises, and every part thereof,
in at least as good repair and conditions as when Lessee took
occupancy, damages by causes beyond the control of Lessee,
reasonable use, and ordinary wear and tear excepted. Lessee shall
not make, or suffer to be made any alterations, additions, or
improvements to or of the Premises, or any part thereof, without
prior written consent of Lessor, which consent the Lessor
covenants and agrees shall not be unreasonably withheld,
5 of i8
P35
Adjourned Meeting
September 20, 2016
conditioned, or delayed: provided, however, no consent shall be
required for any alterations, so long as such alterations are
non-structural. do not decrease the value of the Premises, and do
not alter the exterior appearance of the Premises, In the event
Lessor consents to the proposed alterations, additions, or
improvements. the same shall be at Lessee's sole cost and
expense, except as otherwise provided in this Lease, or as
otherwise agreed in writing by Lessor, and Lessee, to the extent
allowed by Virginia law, shall hold the Lessor harmless on
account of the cost thereof. Any such alterations shall be made
at such time, and in such manner, as not to unreasonably
interfere with the occupation, use. and enjoyment of the
remainder of the building by the other tenants thereof. The
Lessor has the right to promulgate regulations consistent with
the above. All such alterations, additions, and improvements
shall become the property of Lessor, and shall be surrendered
along with the Premises. at the expiration or earlier termination
of this Lease.
E. LIENS:
Lessee shall promptly pay its contractors and
materialmen for all work done and performed by Lessee, so as to
prevent the assertion or imposition of liens upon or against the
Premises.
In the event a Memorandum of Mechanic's lien is filed, and
Lessee fails to remove the lien within ten (10) days. Lessor may
6 of 18
P36
Adjourned Meeting
September 20, 2016
elect to satisfy and remove the lien by paying the full amount
claimed, without investigating the validity thereof, and Lessee
shall pay Lessor, upon demand, the amount so paid by Lessor,
including Lessor's costs and expenses. with interest. If Lessee
fails to pay Lessor the amount as paid, including Lessor's costs
and expenses with interest within ten (10) days after demand.
Lessee shall be in default hereunder.
F. LESSOR'S LIABILITY:
Lessor shall not be liable to Lessee for any damages which
may result from any failure of the Lessor to make any repairs
required by this Lease to be made by the Lessor, unless the
Lessor has received written notice of the needed repairs, in
reasonable detail, or has actual knowledge of the need for such
repairs sufficiently in advance of the occurrence of such damages
or losses to allow adequate time for the Lessor to effect such
repairs. In the event the Lessor fails to make any repairs
required to be made by the Lessor pursuant to this Lease after
reasonable receipt of such notice from Lessee, due allowance
being made for the time reasonably necessary to effect such
repairs, Lessee may, at Lessee's option. make such repairs.
Lessee may abate rents by the cost of such repair or maintenance.
Lessee's only remedy under this Lease shall be for money
damages or specific performance. In no event. shall Lessee have
the right to levy executicn against any property of Lessor other
than his interests in the Premises. In the event of a sale or
7 of 18
P37
Adjourned Meeting
September 20, 2016
other transfer of Lessor's right, title, and interest in the
leased Premises. Lessee shall be released from all liability and
obligation under this Lease at the option of the Lessee.
10. RULES AND REGULATIONS:
In addition to other covenants and conditions under this
Lease. Lessee agrees as follows:
fa) Lessee shall, at all times, maintain the premises in a
clean and neat condition;
(b) Lessee shall not engage, permit. or allow on the
Premises any act or practice which is unlawful or immoral,
which might injure the reputation of the Premises, or which
constitutes waste or a nuisance: and
(c) Lessee shall not conduct any auction, fire, bankruptcy,
sales, or close-out sales, on the Premises, without the
prior written consent of Lessor.
11. INSURANCE:
A. CASUALTY INSURANCE ON CONTENTS:
Lessee shall maintain, at its expense, fire and casualty
insurance coverage, protecting its property and the property of
others located on the Premises from loss, damage, or injuries.
B. INCREASE IN FIRE INSURANCE PREMIUMS:
Lessee shall not keep in or upon the Premises any property
which is prohibited by the standard policy form of fire
insurance,
C. LIABILITY INSURANCE DURING THE LEASE:
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September 20, 2016
Lessee shall provide and keep in force, for the protection
of the general public and Lessor. liability insurance against
claims for property damage, bodily/personal injury, or death upon
the Premises, to the extent of not less than five hundred
thousand and 00/100 dollars ($500,000.00), with respect to
property damage, bodily/personal injury, or death to any one (1)
person and to the extent of not less than one million and 00/100
dollars ($1.000.000.00) for property damage. bodily/personal
injury, or death to any number of persons arising out of one
accident.
D. NOTICE TO LESSOR REGARDING INSURANCE:
Any form of insurance provided in Paragraph 11(C). shall be
in a form approved by Lessor. Unless otherwise provided, such
policy shall name Lessor as an additional insured and shall
contain a clause that the insurer shall not cancel, materially
modify, or fail to renew the insurance without first giving
Lessor thirty (30) days' prior written notice. Any such insurance
shall be with an insurance company approved by the Lessor,
authorized to do business in the Commonwealth of Virginia, and
have a policyholder's rating of no less than ''the most current
edition of best insurance reports.'' A copy of the policy or
certificate evidencing the insurance shall be delivered to the
Lessor.
12. INDEMNIFICATION OF LESSOR:
Lessor shall not be liable for any damage to property or
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September 20, 2016
injury arising from Lessee's occupation or use of the Premises,
except as may be caused by Lessor's failure to perform under the
Lease.
To the extent allowed by Virginia law, Lessee shall protect,
indemnify, defend, and save harmless the Lessor, his agents, or
servants from and against any and all claims, actions, damages,
liabilities, and expenses {including reasonable attorneys' fees)
resulting from the negligent, unlawful, or willful acts or
omissions of Lessee, Lessee's employees, representative, agents,
customers, invitees. or visitors, or from Lessee's failure to
perform any obligation imposed upon it by law or the provisions
of this Lease, notwithstanding any possible negligence (whether
sole, concurrent, or otherwise) on the part of Lessor, its
agents,
contractors. or servants.
13. DAMAGES TO PREMISES:
If the Premises is made untenantable in whole or in part by
fire or other casualty, the Lessor or Lessee, if it elects, may:
A. Terminate this Lease, effective as of the date of such
fire or casualty, by written notice given to the Lessee/Lessor
within thirty (30) days after such date. in which event rents
shall abate from the date the Premises becomes untenantable as a
result of such fire or casualty: or
B. Repair, restore, or rehabilitate said Premises at
Lessor's/Lessee's expense within sixty (60) days after the date
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September 20, 2016
of such fire or casualty. in which event the term thereof shall
not terminate, but any rents herein reserved shall be abated on a
per diem basis for such period which the Premises remaining
untenantable. If only a portion of the Premises is untenantable
during such period. rents shall abate in proportion to that part
of the total floor space which is untenantable in relation to the
total floor space of the Premises.
C. The right of termination under this Paragraph is
separate and independent of any other provisions of this Lease
relative to termination.
14. ASSIGNMENT AND SUBLETTING:
Lessee shall not assign or sublet the Premises without prior
written consent of Lessor. Such consent shall not be unreasonably
withheld.
15. EMINENT DOMAIN:
In the event the whole of the Premises shall be taken by any
public authority under the power of eminent domain or like power.
this Lease shall terminate as of the date possession is required
to be delivered to the appropriate authority. In the event of
only a partial taking under such power, which does not materially 4
render the Premises unsuitable for Lessee's purposes. this Lease
shall not terminate, but there shall be an equitable abatement of
the rent proportionate to the part of the Premises taken under
such power. In the event of total or partial taking under the
powers of eminent domain. Lessors shall be entitled to all awards f
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September 20, 2016
or damages which may be allowed.
16. ENTRY OF LESSOR:
Lessor may, at all reasonable times, upon reasonable
notice, enter the Premises:
A. To inspect or protect the Premises:
B. To effect compliance with any law. order, or regulation
of any lawful authority:
C. To make or supervise repairs, alteration, or additions:
D. To exhibit the Premises to prospective tenants,
purchaser, or other persons: and
E. To alter or otherwise prepare the Premises for
reoccupying at any time after Lessee has vacated the Premises.
Entry by Lessor shall not constitute an eviction of Lessee,
or a deprivation of Lessee's rights, alter the obligation of the
Lessee, or create any right in Lessee adverse to Lessor's
interest hereunder.
17. DEFAULT:
As used in this Lease, the term "event of default" shall
mean any of the following:
A. Lessee's failure to pay any rental payment within
fifteen (15) days after such rents are due and payable, or to pay
any other amounts payable by Lessee to Lessor hereunder within
ten (10) days after such are due and payable:
B. Lessee's failure, within ten (10) days after receipt of
demand from Lessor, to fulfill any obligation imposed on Lessee
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September 20, 2016
by this Lease.
C. Lessee becomes insolvent. bankrupt, files, or has filed
against him a bankruptcy proceeding, or makes an assignment for
the benefit of creditors;
D. A receiver is appointed for Lessee or Lessee's
leasehold interest hereunder or property used in connection
therewith shall be taken upon writ of execution:
E. Lessee abandons or vacates the Premises: and/or
F. Lessor's failure to make repairs pursuant to Paragraph
9 within ninety (90) days of receipt of written notice from
Lessee.
Upon the happening of an "event of default," Lessor, at its
option, may:
(a) Accelerate the entire balance of the rent for the
remainder of the Lease:
(b) Terminate this Lease;
(c) If default consists in whole or in part of Lessee's
failure to expend funds as may be required of Lessee under
this Lease. Lessor may make the necessary expenditure for
the account of Lessee who shall reimburse Lessor therefore
with interest at the rate of ten percent (10%) from date of
expenditure: and/or
(d) Terminate Lessee's right to possession of the Premises.
without terminating the term of this Lease.
Upon termination of this Lease, for any reason. or upon
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September 20, 2016
termination of the Lessee's right of possession. Lessee shall
promptly surrender possession to Lessor and vacate the Premises,
or Lessor may re-enter the Premises and expel the Lessee or
anyone claiming under the Lessee. and remove the property of any
of them upon reasonable notice. Lessor being absolved of any
liability or claim for damages in doing anything reasonably
necessary or appropriate in connection therewith. If Lessor
elects to take possession without terminating the remainder of
the Lease. Lessor may, at its option. lease or sublease all or
any part of the Premises on such reasonable terms and conditions
as Lessor may elect and collect from Lessee any deficiency
remaining due on the rent for the balance of the term, or any
other obligations payable to Lessee under this Lease.
18. NOTICE AND REPORTS:
Any notice, report, statement, approval, consent,
resignation, demand, or request to be given, and any option or
election to be exercised by a Party under the provisions of the
Lease. shall be effective only when made in writing and delivered
by hand -delivery or by certified mail, return receipt requested,
to the other Party at the applicable address set forth below.
However. either Party may designate a different address by giving
the other Party written notice of the change. Rentals payable to j
Lessor shall be paid by Lessee at the same address prescribed for
delivery of written notice.
19. NOTICE TO LESSOR/NOTICE TO LESSEE:
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Notice to Lessor or Lessee shall be deemed given when mailed
by certified mail, return receipt requested, as follows:
A. TO LESSOR: Tuscarora Farms. Inc., J.W. Bolton,
President, 470 Piney Forest Road. Danville, Virginia
24540
B. TO LESSEE; Pittsylvania County, Virginia, County
Attorney, 1 Center Street, P.O. Box 426, Chatham.
Virginia 24531
20, SURRENDER AND HOLDING OVER:
Lessee shall surrender the Premises to Lessor on expiration
of this Lease, or upon termination of this Lease, as provided for
herein. At the time of surrender, the Premises shall be in the
same condition as when received, normal wear and tear excepted.
If Lessee holds the Premises after termination of this Lease for
any reason, at the election of the Lessor, a tenancy from month-
to-month shall be created thereby at the same rent as provided at
the termination. The acceptance from Lessee of the rental or
other payment by Lessor will not reinstate or extend the term of
this Lease.
21. ATTORNEYS' FEES AS ADDITIONAL RENT:
If Lessor is compelled to incur any expenses, including
reasonable attorneys' fees, in instituting and prosecuting any
action or proceeding by reason of any default of Lessee
hereunder, the sum or sums so paid by Lessor. with all interest
as set forth in Paragraph 17 hereof, costs, and damages, shall be
15 of 18
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September 20, 2016
deemed to be additional rent hereunder and shall be due from
Lessee to Lessor on the first (1-') day of the month following
the incurring of such respective expenses. Lessee shall have the
right to recover reasonable attorneys' fees and costs of court
for enforcement of this Lease.
22. CONSTRUCTION OF LEASE:
This Lease shall be construed according to the laws of the
Commonwealth of Virginia. References to Lessee. whenever
consistent with the context of this Lease, shall include the
plural, neuter, feminine, and masculine. Paragraph headings
relating to the contents of particular paragraphs are inserted
only for the purpose of convenience and are not to be construed
as parts of the particular paragraphs to which they refer. Any
exhibit attached shall be deemed in an original part of this
Lease. only if initialed by the Parties, and bearing the same
date as this Lease. This Lease contains all of the understandings
between the Parties and may not be modified, except in writing,
signed by all parties hereto or their successors. The failure of
the Lessor to insist upon strict performance of any of the
covenants or conditions of this Lease shall not be construed as a
waiver of any such covenants, conditions, or options, but the
same shall be and remain in full force and effect.
23. BINDING EFFECT OF LEASE;
All rights and liabilities hereunder shall benefit and bind
the respective successors, heirs, and assigns of the Parties.
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September 20, 2016
IN WITNESS WHEREOF, Lessor and Lessee have each caused this
Lease to be appropriate executed.
TUSCARORA FARMS. INC.
By: (SEAL)
Its:
STATE OF VIRGINIA AT LARGE. to -wit:
The foregoing instrument was acknowledged before me this
_day Of .2016.
By:
My commission expires:
Notary Public
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Adjourned Meeting
September 20, 2016
THE BOARD OF SUPERVISORS OF
PITTSYLVANIA COUNTY. VIRGINIA
By (SEAL)
Its:
STATE OF VIRGINIA AT LARGE; to -wit:
The foregoing instrument was acknowledged before me this
day of ,2016.
By:
My commission expires:
Notary Public
APPROVED AS TO FORM
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
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Adjourned Meeting
September 20, 2016
The staff has reviewed the renovations needed at the new location for the Mount Herman
library located at 4058 Franklin Turnpike. The existing facility has been toured by the Pittsylvania
County Board of Supervisors as well as the Library Board. It consists of approximately 4,800 square
feet that in the current state was set up to operate as a private school. In order to change the current
use to a library it will be necessary to redesign the interior sections of the facility to more of an open
concept to function as a library. This will require considerable demolition, reworking restrooms,
lighting and new floor coverings throughout the entire facility. It will be necessary for the county to
follow the Procurement Policy and send out an RFP of A&E services, to prepare the plans and bid
specifications and assist with contract administration for the project. A motion was made by Mr.
Warren, seconded by Mr. Barber, to appropriate from unappropriated funds $190,000 for the
renovations of the Mount Hermon Library. This requires a ten day layover.
Mark Narron, Animal Shelter Manager, gave an updated report on the County's new Animal
Shelter. He stated that on 9/8/2016, they contracted with a professional services group for fundraising
efforts. They are also currently looking into developing a volunteer program and so far, they have
received $11,640 in gifts for the shelter. Mr. Blackstock said that he would like to have updates on
the fundraising ideas.
The Olde Dominion Agricultural Foundation (ODAF) requested an endorsement from the
Board of Supervisors so ODAF can submit grant applications to expand the horse/cattle barn and
arena facilities at the Olde Dominion Agricultural Center. There is no financial commitment for the
County. A motion was made by Mr. Warren, seconded by Mr. Barber, to approve the Resolution of
Support 2016-09-04. Mr. Warren's motion was unanimously approved by the Board.
P49
Adjourned Meeting
September 20, 2016
A RESOLUTION OF THE BOARD OF Si-PF.RVISORS
OF ['HE C'UL!`TY OF PFITfiYT,I!.ANiA C OUNTV, VIRGINIA
lll:SUI_ Li'1'lUl+'' 016-09-04
VIRGINIA TOBACCO I V DF.AINiFIC.ATiON ANi] COMM UNITY
RE1 1TALiZATION COMMISSION
PH0,I F,C T i:NDORSENIENT RESOLUTION
%VIIER EAS, IIIc virgniia I ubavw bedcl:uuLcit Cpn snd C'mmtinmtty Revan:irclinn
CuC UI.liLRVJJ N'aa ctualud to Lelp 16ACt CC Mrml a &,,.lInpincni in the rob -co dqp Arnl
coni-nwirct at Snnihs cic. and Smrrhn-,t Virginia; end
t<TIF..REAS, rhe Olga T)nminion Agricultural Hiundalnw SualLi IUCHWd iL Pillsylsnti
Counry, ViT£inln would like to �uhntiI a grant appliculi.•u in :lie auiuum nt 5!i0ii,ilCi1 tr. ncc
Virgin'.a Tnbacw Indrnati li:;ati M mid evu ,L aunty tt t:?yralizAr ion Conn imicin uti l i zing 1--r
AgJibtlainct, Prgjtats Cil Atli 11r.1pIanr and
WILEREAS, the Oldr. Ikrnininn Agr rulnrr.:l Foundation 91.azra 19eatld nl Pitky-1Wnta
C:rnrnry V •ginin r.'onld alsa like to suhmu Z LTaT.1 appiludun in dw alnuilu. r•' SSD'l.I100 to the
0xnvi 1" Regional fewr.d ion: and
Wlllil: F'.Ati, the tinul; an^ to housed for the erparu ion vtd upgrade of the Oldc
Dow -a on AgricultunJ Crats r anal wall be Lilly Frndsd tln�v£°,1•, gram aTu'cx•� Sax Its:cd ahuv:e),
auo crdte Oldrhoininiw: Apicnitnin1 Fmundstinn, u'i-;: nu financial annTnitnxut 10 111k;
Pini;ylv.Tnia f •eon:y l3rard of 5uperv.sorx: and
.sONV,171IiBFFORF, H'. 11 HYSO V EI), that the Bourd tllSapehisols el'tlle
L'cunty ri Yitsy:vanta; %iiTrnnia, does :Jraeby suppotl a E1an1 arplicarinn to the Vru!ria l nbaec•e
htdeJJMfjCtniwl and Cwl=Urjt V %n iralizaYmJ C•nni nicsion in the alnourl of S 0,0130 and a
grmn application to the DawilL Rogiona, fotni&Lictn in the:nnuulf.. Ll $600,000 li)r tho
CSIkln5lt?R Or111C hU}Nr:lLlle bunt a]]d .talk? litfiliiix'J a'. C",:. (Ala Uanlinion ,>,r.r. hursi
Fuundatiuu. It is aallicipal'Al tlxi 411e4 conlplal. the nitgn de to the Agricultural Cenitt x'111
continue to cnecntrago addmcnal bT.sir_esacz and rvtiilaliaal io^ to The arca, and
RF Fr FURTHER RFSDLVEII, that the hoard ur Suprrcison ul'lh. C'cunly or
Piluylroaninde? hrrebe•uuthodze.brBuild u'Supur?'ixas("1aitnllnandinrt;nunry
.•U:nu:dAra1m .o s?u: UL PiVjcwt @aadurstanCi It Csnhu on for ncc f tide 1)aniwan Aprietdtur'.ii
Foutl(INI ion.
Sc?rJi:rat"un
! heirj,:xrzjt1' lila the ,kww !urng maths{un rtes dwi.r cnns;:irn•;; Uv Ar th,4r:7 »f
_sirpen-ix4ilx r+%rll
rhe Coldirtj 'AYt)tlilun:a. I•;rgroiu ;r7 n r;'gt.?r+r JYvn t: me:arirtr, in Hwxf?ve:n a
C ttnfr, !'ir{in:rq n: mhicir is yta,:wn mer p, woll anld Aw sena. was rnxrrd thiv 7(ah day nr
.l'ap!eurh'r lilt h. ,
)tibi:u C, HarkxAs:..c, i'haim:sn
PoASyhan� Ceu Ly. Board otSnptn�i:nrq
Clan•i. r C:. Monday°, (%mut • Admini;tralor
PntaylvaviaCounlyBuard ISape-vim`s
P50
Adjourned Meeting
September 20, 2016
At the 9/6/16 Pittsylvania County Board of Supervisors' (`BOS") meeting, the BOS, as
authorized by Virginia Code § 2.2-3712(B), announced it, within fifteen (15) days of said
announcement, would be interviewing potential County Administrator candidate(s), in Closed
Session, at undisclosed time(s) and location(s). The Board of Supervisors met on September 20,
2016 to conduct interviews for the County Administrators position. The clerk read the required
certification of such closed session and the clerk called the roll of the Board per normal guidelines.
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. The Board
unanimously certified that the meeting to interview the candidates was conducted within the statutory
requirements.
Board Announcements
Mr. Hagerman spoke on the Climax Sorghum Festival and how much he enjoyed the food and
vendors. He also invited everyone to the Gretna Alzheimer's group walk on October 6th.
Closed Session
Motion was made by Mr. Davis, seconded by Mr. Barber, to enter into Closed Session and to
include Mr. Hunt, Mr. Sides and Mr. Rowe in Closed Session for discussion of 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 or expanding its facilities in the community.
Legal Authority: Virginia Code Section 2.2-3711(A)(5)
Subject Matter: Project Little Light
Purpose: Discussion of Potential Economic Development Incentive Package
The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr.
Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Warren -Yes; and Mr. Blackstock -Yes. Mr.
Barber's motion was unanimously approved by the Board.
The Board entered into Closed Session at 8:13 PM.
Motion was made by Mr. Barber, seconded by Mr. Warren, 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
September 20, 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
P51
Adjourned Meeting
September 20, 2016
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 8:44 PM.
Adiournment
Motion was made by Mr. Barber, seconded by Mr. Hagerman, to adjourn the meeting, which
was unanimously approved by the Board. The meeting ended at 8:47 pm.
P52
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 8:44 PM.
Adiournment
Motion was made by Mr. Barber, seconded by Mr. Hagerman, to adjourn the meeting, which
was unanimously approved by the Board. The meeting ended at 8:47 pm.
P52
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Proclamation — Countywide Fall Cleanup Month
SUBJECT/PROPOSAL/REQUEST:
Proclamation
STAFF CONTACT(S):
Mr. Monday
AGENDA DATE:
10-03-2016
ACTION:
Yes
ITEM NUMBER:
6(c)
INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS:
Proclamation
D Vivi xxly" BV.
BACKGROUND:
The Pittsylvania County Beautification Committee is working to have a countywide fall cleanup during the month
of October 2016. To support the Beautification Committee, the Board of Supervisors is making a proclamation
concerning countywide cleanup.
DISCUSSION:
Attached hereto, you will find a proclamation from the Pittsylvania County Board of Supervisors for the
countywide cleanup for October 2016.
RECOMMENDATION:
Staff recommends the Board of Supervisors approves the attached proclamation and authorize it to be forwarded to
all necessary news media.
P53
pitts'plbania QCountp 38oarb of *uperbi orq
Vrodamation
COUNTYWIDE CLEANUP
During October 2016
"Keeping Our Communities Clean"
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, every citizen can contribute to the protection and preservation of the beauty of
Pittsylvania County by participating in a countywide cleanup campaign; and
Whereas, Pittsylvania County Citizens realize a cleanup effort is needed to display pride in
our communityfor ourselves, our visitors, and for industrial prospects; and
Whereas, a countywide cleanup campaign will engage individuals to take greater
responsibilityfor improving their community's environment through the three main focus areas of
litter prevention, waste reductions and recycling, and beautification; then
Now, Therefore, Be It Proclaimed, that the Pittsylvania County Board of Supervisors
proclaims October 2016 as Countywide 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 beautiful place to live, work and play.
Given under my hand this day 3rd day of October, 2016
Jessie L. Barksdale, Chair
Pittsylvania County Board of Supervisors
Clarence C. Monday, Clerk
Pittsylvania County Board of Supervisors
P54
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Proclamation — National Fire Prevention Week
SUBJECT/PROPOSAL/REQUEST:
Annual Proclamation
STAFF CONTACT(S):
Mr. Monday; Mr. Bowman
AGENDA DATE:
10-03-2016
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Proclamation
G'2
ITEM NUMBER:
6(d)
INFORMATION:
INFORMATION:
BACKGROUND:
Each year Pittsylvania County following the United States non-profit Fire Protection Association declares a Fire
Prevention Week in Pittsylvania County.
DISCUSSION:
Attached hereto, is a Proclamation for the Pittsylvania County Board of Supervisors declaring October 9d' through
October 15th, 2016 as Fire Prevention Week in Pittsylvania County.
RECOMMENDATION•
Staff recommends the Board of Supervisors approves the attached Proclamation and authorize it to be forwarded to
all necessary news media.
P55
Vi tgprbania Countp 313oarb of Ouperbtgorg
i3rodamatton
NATIONAL FIRE PREVENTION WEEK
OCTOBER 9-15,2016
"DON'T WAIT - CHECK THE DATE! REPLACE SMOKE ALARMS EVERY 10 YEARS"
WHEREAS, Pittsylvania County is committed to ensuring the safety and security of all those living in and visiting Pittsylvania County; ani
WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are where people are at greatest risk from fire;
and
WHEREAS, U.S. fire departments responded to 369,500 home fires in 2014, according to the National Fire Protection Association (NFPA;
and
WHEREAS, U.S. home foes resulted in 2,745 civilian deaths in 2014, representing the majority (84 percent) of all U.S. fire deaths;
WHEREAS, in one-fifth of all homes with smoke alarms, the smoke alarms are not working; and
WHEREAS, three out of five home fire deaths result from fires in properties without smoke alarms (38 percent) or with no working smoke
alarms (21 percent); and
WHEREAS, working smoke alarms cut the risk of dying in reported home fires in half; and
WHEREAS, many Americans don't know how old the smoke alarms in their homes are, or how often they need to be replaced; and
WHEREAS, all smoke alarms should be replaced at least once every ten years; and
WHEREAS, the age of a smoke alarm can be determined by the date of its manufacture, which is marked on the back of the smoke alarm;
WHEREAS, Pittsylvania County's first responders are dedicated to reducing the occurrence of home fires and home fire injuries through
prevention and protection education; and
WHEREAS, Pittsylvania County's residents are responsive to public education measures and are able to take personal steps to increase thei
safety from fire, especially in their homes; and
WHEREAS, the 2016 Fire Prevention Week theme, "Don't Wait — Check the Date! Replace Smoke Alarms Every 10 Years" effective]
serves to educate the public about the vital importance of replacing the smoke alarms in their homes at least every ten years, and to
determine the age of their smoke alarms by checking the date of manufacture on the back of the alarms.
THEREFORE, the Pittsylvania County Board of Supervisors does hereby proclaim October 9-15, 2016, as Fire Prevention Week
throughout this county and urges all the people of Pittsylvania County to find out how old the smoke alarms in their homes are, to replace
them if they're more than 10 years old, and to participate in the many public safety activities and efforts of Pittsylvania County's fire and
emergency services during Fire Prevention Week 2016.
Given under my hand this 3rd day of October 2016.
Jessie L. Barksdale, Chair
Pittsylvania County Board of Supervisors
Clarence C. Monday, Clerk
Pittsylvania County Board of Supervisors
P56
PUBLIC HEARING
P57
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
EMAC Pittsylvania County Code Revision
SUBJECT/PROPOSAL/REQUEST:
Public Hearing
STAFF CONTACT(S):
Mr. Monday; Mr. Davis
AGENDA DATE:
10/3/16
ACTION:
Yes
ATTACHMENT: (2)
(1) PCC § 31-3.1; and
(2) Public Hearing Ad �j
RF.VIF.WF.D RV_ C0 //`
ITEM NUMBER:
7
BACKGROUNDMISCUSSION:
At its last meeting, the Pittsylvania County Board of Supervisors (`BOS") authorized the advertisement and
holding of public hearing to make the attached one (1) word change to Pittsylvania County Code ("PCC") § 31-
3.1(3)(b)(iii). Said revision, unanimously recommended to the BOS by EMAC, would allow the funding
distribution to change from "quarterly" to "monthly." Under the current PCC ordinance, EMAC funds are
withheld for an entire quarter before allowing the agencies to receive its distribution of audited funds from the
County Finance Department. Making the proposed PCC change will provide funding on a monthly basis, rather
than the present quarter distribution.
RECOMMENDATION:
For the BOS' consideration. After holding the above -referenced public hearing, if the BOS desires to make the
proposed PCC change, an affirmative majority vote is required to amend PCC § 31-3.1 from quarterly to monthly
distributions.
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SEC. 31-3.1 SERVICE FEE FOR EMERGENCY AMBULANCE TRANSPORT.
b. EMAC shall generate a bill for ambulance transports and service performed by all ambulances
operated by any Participating Agency.
i. All revenues generated by Participating Agencies will be placed in a designated fund within
the County Treasury. Revenues in that designated fund will be used only to support and improve
the emergency medical services delivery system in Pittsylvania County.
ii. Revenues generated by Participating Agencies are non -supplanting. The Board of Supervisors
agrees that it is morally obligated to continue to provide no less than their current level of
financial support to the Participating Agencies and the overall Emergency Medical Transport
System so long as the agencies continue to provide their regular emergency medical services in
the County. The distribution by EMAC of any audited, un -obligated funds from the fee -for
service program to the Participating Agencies is in addition to their regular support and in
recognition of their participation in the program.
iii. EMAC will distribute on monthly ""basis to the respective Participating Agencies a
percentage of the internally audited, un -obligated revenues generated by the fee-for-service
program. These funds will be prorated based on the number of calls for service answered by the
Participating Agencies and will be used to recruit and retain qualified volunteer EMS responders.
An additional percentage of revenues generated by the program will be used to support a paid,
staffed, back-up system that will provide 24-hour transport/ALS coverage for unanswered calls.
Any remaining revenue will be placed in Capital Improvement Fund to be used to enhance the
County's overall Emergency Medical Transport System. These distributions, when combined
with other regular County financial support will not exceed the respective Participating Agency's
cost to provide emergency medical services in Pittsylvania County. The respective distributions
shall be made by EMAC based upon its determination of the best interests of the overall
Emergency Medical Transport System. (B.S.M, 10-16-12)
iv. Permitted Agencies may ask EMAC to charge a fee-for-service in their primary response area
in adjoining localities
P59
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on October
3, 2016, at 7:00 p. in., in the General District Courtroom, located on the second floor of the
Edwin R. Shields Courthouse Addition in Chatham, Virginia, to receive citizen input on the
proposed amendment to Pittsylvania County Code § 31-3.1(3)(b)(iii), to potentially allow the
funding distribution of fees generated by the fee-for-service medical transport program by
EMAC to participating medical transport agencies to change from "quarterly" to "monthly." A
full text concerning this public hearing is available in Pittsylvania County Administrator's
Office, 1 Center Street, Chatham, Virginia, Monday through Friday, from 8:00 a.m. to 5:00 p.m.
for public viewing, and on the County's website at http://.pittsylvaniacountyva.gov.
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Proposed Amendment to County FYI Budget
Resolution
Conduct Duly Advertised Public Hearing
STAFF CONTACTS:
Mr. Monday; Mr. Hunt
AGENDA DATE:
10/3/16
ACTION:
Yes
ITEM NUMBER
8
ATTACHMENTS: (4)
(1) Current FY 2017 Budget Resolution
(2) Proposed Revised FY 2017 Budget Resolutioi
(3) Proposed Resolution for Budget Resolution
Revision
(4) Proposed Advertisement for Budget
Resolution Revision
REVIEWED BY: f JW
BACKGROUND/DISCUSSION:
At the September 6, 2016, Pittsylvania County Board of Supervisors' (`BOS") meeting, the BOS
unanimously voted to change the way the County assesses its Merchants' Capital Tax to the
following:
MERCHANTS' CAPITAL TAX
$2.75 rate (a plied to all below tiers; effective January1, 2016)
Tier 1 Tier 2 Tier 3
30% of original inventory cost 10% of original invento cost 50%/oof (original inventory cost
$1 to $1,000,000 $1,000,001 to $5,000,000 1 $5,000,001 to unlimited
At the same BOS meeting, the BOS also recommend County Staff advertise and conduct a public
hearing, per Virginia Code § 15.2-1427, to begin the process of amending the County's FY
20107 Budget Resolution (Resolution 2016-04-01).
RECOMMENDATION:
Conduct the above -referenced duly advertised public hearing. No action can occur on this matter
at the present meeting following said public hearing. Per Virginia Code § 15.2-2506, the BOS is
legally required to wait at least seven (7) days before approving any amendment to the County's
FY 2017 Budget Resolution (Resolution 2016-04-01). If it is the BOS' pleasure following the
above -referenced public hearing, County Staff will place said budget amendment action on the
adjourned October BOS meeting.
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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 F,dwin 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 -JUNE 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.
P62
0 -1 -to
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 he 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;
P63
• 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.
P64
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
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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.
P66
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.
P67
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
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Given under my hand this day April 4, 2016.
P69
ssie L. Barksdale, Chairman
Pittsylvania County Board of Supervisors
-'larence C. Monday, Clerk
Pittsylvania County Board
EXHIR11 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
ADMINISTRATION AND MANAGEMENT
OF GOVERNMENT:
Board of Supervisors
199,790
County Administrator
303,490
County Attorney
190,463
Human Resources
111,952
Auditors
81,500
Commissioner of Revenue
636,403
VJCCCA - J & D Court Services Grant
377,245
Reassessment
703,665
Treasurer
322,968
Central Accounting
659,964
Information Technology
350,701
183,190
Fleet Management
115,462
Central Purchasing
82,266
Grants Administration
Board of Flections
139,971
154,466
General Registrar
375,025
Non -Departmental
Total Administration and
Management or Government
4,328,557
PUBLIC WORKS:
174,314
Public Works
Building and Grounds 995,975
251,817
"Zoning
Public Works 1,422,106
ADMINISTRATION OF JUST ICE;
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140,475
Circuit Court
11,706
General District Court
4,500
Magistrates
384,326
Court Services
20,950
Juvenile & Domestic Relations Court
41,765
VJCCCA - J & D Court Services Grant
5,000
Misc - Records Preservation
1,850
Commissioner of Accounts
659,964
Clerk of Circuit Court
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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
25,800
Law Library Fund 72,827
Victim/Witness Grant
Tolal Administration of Justice 2,13.5,545
LAW ENFORCEMENT:
PUBLIC SAFETY:
6,429,529
Sheriff
4,464,626
Corrections
150,000
State Seizure - Sheriff
30,000
Federal Seizure - Sheriff
2,500
Medical Examiner
36,996
DUI Select Enforcement
6,048
DMV Occupant Grant
45,520
Crisis Intervention Prevention Team Grant
10,044
Speed Grant
43,800
CITAC Grant
25,000
Justice Assistance Grant (JAG)
11,000
DCJS-Fingerprinting Grant
50,000
USDA -Sheriff Grant
'),500
Byme/JAG-Soflware
15,000
BJA-Bulletproof Vest Partner Grant
3,440
Law Enforcement -Mobile Forensics
50,000
DCJS-Body Cameras
37,078
DCJS-Chatham SRO
37.078
DCJS-Dan River SRO
37,078
DCJS-Gretna SRO
37,078
DCJS-Tunstall SRO
26,100
Jail Inmate Management Fund
2,200
Jail Processing Fund
125,000
Courthouse Security
11 677,615
Total Law Enforcement
PUBLIC SAFETY:
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1,880,213
Volunteer Fire/Rescue Departments
192,000
VA Fire Program Grant
6,000
VFIRS Computer Gram
75,000
Four for Life -DMV
95,151
Fire Marshal
33,600
Slate Forestry
59,807
E911 Wireless Grant
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EXHIBIT A
April 4, 2016
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FV 2017
COST CENTERS
TOTAL
ADOPTED ADOPTED
BUDGET BUDGET
VA Emergency Management 22,803
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EXHIBIT A
April 4. 2016
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2017
ENVIRONMENTAL PRESERVATION
AND PROTECTION:
COST CENTERS
Solid Waste Collections
TOTAL
Solid Waste Disposal
ADOPTED ADOPTED
Litter Control Grant
BUDGET BUDGET
VPl & SU Extension
2.000
PSAP-Wireless Education Program
258,259
Animal Control
150,301
Animal Shelter
900
Veterinary Fund
316,982
Building Inspections
495,500
Rescue Billing
1,202,448
Emergency Management Services
4, 790,964
Total Public Safety
ENVIRONMENTAL PRESERVATION
AND PROTECTION:
HUMAN AND SOCIAL SERVICES:
1,064,630
Solid Waste Collections
827,428
Solid Waste Disposal
24,000
Litter Control Grant
83,416
VPl & SU Extension
125,564
Resource Conservation
45,000
Total Environmental Preservation
2,125,038
and Protection
HUMAN AND SOCIAL SERVICES:
ECONOMIC DEVELOPMENT:
507,570
Public Ilealth
293,913
Mental Health
4,502,141
Comprehensive Services Act - Pool
4.369,775
Social Services Administration/Administrative Expense
1,120,000
Public Assistance
45,000
Family Preservation
10,838,399
Total Human and Social Services
ECONOMIC DEVELOPMENT:
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7,269,879
Industrial Development - L.ocal
108,058
Agricultural Economic Development Specialist
147,903
Economic Development
14,045
Industrial Development Authority
4,234,878
Workforce Investment Board
358,183
Community & Industrial Development
12,132,946
Total Economic Development
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EXHIBIT A
Apri14, 2016
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2017
COST CENTERS
TOTAL.
ADOPTED ADOPTED
BUDGET BUDGET
PLANNING, HOUSING AND COMMUNITY
DEVELOPMENT:
PUBLIC LIBRARIES:
176.959
Planning Commission
118,687
Chatham Train Depot Restoration
2,300
CDBG - Clarkstown
2,200
IRP - Clarkstown
290,000
Total Planning, 1lousing and Community
300,146
Development
25,000
PUBLIC LIBRARIES:
CULTURAL & RECREATIONAL
PROGRAMS:
331,614
Recreation Department
Total Cultural & Recreational 331,614
Programs
CAPITAL INVESTMENTS:
1,115,654
Libraries
154,711
State Library Grant
10,000
Library Memorial Fund
1,280,365
Total Public Library
290,000
CULTURAL & RECREATIONAL
PROGRAMS:
331,614
Recreation Department
Total Cultural & Recreational 331,614
Programs
CAPITAL INVESTMENTS:
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12,857,171
Debt & Interest -General Fund
14,609
Computer - Capital Outlay
550,500
Solid Waste - Capital Outlay
120,000
Landfill - Capital Outlay
290,000
Building & Grounds - Capital Outlay
427,792
Community & Industrial Development Capital Outlay
25,000
Rural Road Capital Outlay
14,285,072
Total Capital Investments
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EXHIBIT A
April 4. 2016
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
APPROPRIATIONS RESOLUTION, EXHIBIT A
EXPENDITURES BY COST CENTERS
FOR FY 2017
COSfCENTERS
TOTAL
ADOPTED ADOPTED
BUDGET BUDGET
PUBLIC EDUCATION:
School Fund:
62,216,811
Instruction
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
5,066,404 91,489,633
Cafeteria
9,612
Danville Community College
91,499,245
Total Public Education
TRANSFERS: 9,800
Law Library'I'ransfer 975,375
Social Services Department Transfer 16,736,709
School Board Transfer 522,382
Capital Improvements Fund Transfer 408,154
Economic Development Transfer 18,652,420
Total Transfers
GRAND TOTAL ALL EXPENDITURES
$ 175,800,032
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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
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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
LXH1811 0
Apri14, 2016
BUILDING PERMIT FEE SCHEDULE
RESIDENTIAL - 1 & 2 FAMILY DWELLING
NEW CONSTRUCTION STRUCTURAL ONLY (INCLUDES MODULAR HOMESI
MINIMUM FEE $ 31.25
LIVING AREA .10/SQ. FT.
GARAGE OR CARPORT .025/SQ. FT.
PORCH DECKS & PATIOS .025/SQ. FT.
BASEMENTS (UNFINISHED) .0251SQ. FT.
MINIMUM FEE
S 31.25
LIVING AREA
.10/SQ FT
GARAGE /CARPORT
.05/SQ FT
PORCH DECK, PATIO
.05/SQ. FT.
MINIMUM FEE ($6 ,000.00 OR LESS) $ 31.25_
EACH $1,000 OR FRACTION THEREOF OYER 55000• S 5.00
CLOSE IN PORCH PATIO CARPORT DECK $ 31.25
HOME
DEMOLITION S 31.25
ELECTRICAL
RESIDENTIAL - 1 6 2 FAMILY DWELLING
NEW SERVICE/ SERVICE CHANGE S 18.75
RELOCATION OR REPLACEMENT OF METER
BASE PANEL BOX OR ENTRANCE WIRE $ 18.75
EXTEND WIRING S 18.75
PLUMBING
BASE FEE S 18.75
EACH PLUMBING FIXTURE AN ADDITIONAL S 1.25
Page 1
P77
Appendix C
MECHANICAL
HEATING SYSTEM f 18.75
COOLING SYSTEM S 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 REQUIREMENT$. 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:
WIRING f 18.75
PLUMBING S 18.75
MECHANICAL S 18.75
BULK BARN S 18.75
NEW CONSTRUCTION AND ADDITIONS STRUCTURAL ONLY
MINIMUM FEE f 50.00
PER SQUARE FOOT S 0.10
MINIMUM FEE ($10 ,000,00 OR LESS) f_ 50.00
EACH $1,000 OR FRACTION THEREOF OVER
$10000.00 S 5.00
ELECTRICAL
ELECTRICAL (PER DWELLING UNIT) $ 13.75
SERVICE CHANGE $ 18.75
RELOCATION OR REPLACEMENT: METER BASE, PANEL
BOX, ENTRANCE WIRE $ 18.75
PLUMBIN
PLUMBING (PER DWELLING UNITI $ 18.75
EACH PLUMBING FIXTURE AN ADDITIONAL S 1.2S
Page 2
P78
Appendix C
MECHANICAL
HEATING (PER DWELLING UNIT) $ 18.75_
COOLING (PER DWELLING UNIT) S 18.75
BUILDING PERMIT FEE SCHEDULE
MOBILE HOME§ BEARING HUD LABEL & MOBILE HOME PARKS
MH'S (PER SQ FT)
f
0.10
PLUS: ELECTRICAL
$
12.50
PLUMBING
$
12.50
HEATING
$
12.50
COOLING
$
12.50
PORCH. DECK. CARPORT. PATIO & ADDITIONS COST THE SAME AS
RESIDENTW 1 &Z FAMILY DWELLINGS. STRUCTURAL ONLY
RELOCATION OR REPLACEMENT;
METER BASE PANEL BOX ENTRANCE WIRE S 18.75
EACH SITE
$
25.00
SERVICE CHANGE
$
18.75
RELOCATION OR REPLACEMENT
METER BASE PANEL BOX ENTRANCE WIRE
S
18.75
MAXIMUM FEE
f
2.50D.00
BUILDING PERMIT FEE SCHEDULE
• .,
Page 3
P79
Append, C
MINIMUM FEE S 50.00
STRUCTURE .05150. FT.
MAXIMUM FEE f 2500.00
STRUCTURAL ONLY REPAIR REMODELINf oEI OCATING RE -ROOFING
AND REPLACEMENT! MENT OR N EW ANTENNA
MINIMUM FEE If 10 000 00 OR LESS} f 50.00
EACH $1,000.00 OR FRACTION THEREOF OVER
$10000.00 S 5.00
MAXIMUM FEE S 250 .00
DEMOLITION
MINIMUM FEE ($2,000.00 OR LESS) S 31.25
EACH $1,000.00 OR FRACTON THEREOF OVER
$2000.00 S 5.00
ELECTRICAL
NEW SERVICE (UNDER$200000) $ 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 5 2 500.00
PLUMBING
MINIMUM FEE 1$2,000-00 OR LESS) $ 31.25
EACH PLUMBING FIXTURE AN ADDITIONAL $ 1.25
EACH $1,000.00 OR FRACTION THEREOF
OVER $2,00.00 S 5.00
MAXIMUM FEE $ &600.00
MECHANICAL
HEATING
f 31.25
MINIMUM FEE ($2,000-00 OR LESS) $ 31.25
EACH $1,000.00 OR FRACTION THEREOF
OVER $2,000.00 $ 5.00
P80
Page 4
Appendw C
COOLIN
SWIMMING POOL
MAXIMUM FEE S 2,500.00
MINIMUM FEE J$2,000.00 OR LESSI S 31.25
EACH $1,000.00 OR FRACTION THEREOF OVER
$2,000.00 3 5.00
MAXIMUM FEE $ 2500.00
PUBLIC OR SEMI-PUBLIC
(INCLUDES WIRING i PLUMBING) $ 156.25
BUILDING PERMIT FEE SCHEDULE
COMMERCIAL BUSINESS & INDUSTRIAL (CONTINUED)
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
A3T AND U91 'OVAL IPER TANK) 11N5PECTION Stoo.00
AMUSEMENTS;RIDES' SHOWS CONCESSIONS
CONCESSION (PERMIT)
MOBILE UNITS PER UNI
S
12.50
S
12.50
BOOTH PER UNI
TENT PER UNIT
S
12.60
S
55-00
MAJOR RIDE "
$
35.00
KIDDIE RIDE ^
SPECTACULAR RIDE "
S
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 6 COMMUNITY DEVELOPMENT
Page 5
P81
AppenOlx G
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 REJNSPECIIM FEES SHALL SE PAID PRIOR TO ISSUANCE TO CERTIFICATE OF OCCUPANCY
Page 6
P82
Appendix C
Appen(
Permit Fee Schedule for Pitts)hanis County Fire Marshal's Omce pursuant to Virginia Code § 27-97 & Virginia Stateside Fire Pre,ention Codr §§ 107
107.15
Routine Fire Prevention Inspection:
25.00
Original inspection and first follow-up: SCharge
Each additional re -inspection: $2
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
S. 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 materi
fireworks, or pyrotechnic special effects within the scope of Chapter 33 of the Virginia Statewide Fire Prevention Code.
Blasting: 1-30 days
$75
$90
Blasting: 31 days or more
Explosives, Blasting Agents and Fireworks: Annual Storage Permit (per Magazine)
$40
Fireworks: Retail Sales of Permissible Fireworks, Outside Stand (60 Day Permit)
$25
Fireworks: Retail Sales of Permissible Fireworks, Mercantile Occupancy (60 Day Permit)
$25
Fireworks: Outdoor Fireworks Display (Aerial/Proximate Audience (One Day Permit)
$35
Pyrotechnics: Indoor Pyrotechnic Display & Special Effects (One Day Permit)
$35
Hazardous Materials:
An operational permit is required to store, transport on site, dispense, use or handle
13,200 gallons
hazardous materials in excess of the amounts listed below.
Annual Hazardous Material Permit:
$100
Combustible Fiber
Loose 100 cubic feet
Baled 1000 cubic feet
Flammable Gas
Gaseous 1000 cubic feet
Liquefied (except propane) 30 gallons
LP Gas: Storage and use inside or outside of any building.
Exception:
I. 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 I B and I C
120 gallons
Combustible Liquid
Class II
120 gallons
Class IIIA
330 gallons
Class 1116
13,200 gallons
Flammable Solid
Flammable Solid
125 pounds
Pyrophoric Material
Solid
4 pounds
Liquid
4 pounds
P83
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 I
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
I pound
Class 1
5 pounds
Class 11
50 pounds
Class III
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
No permit required
Cryogenic (Flammable)
45 gallons
Cryogenic (Oxidizing)
45 gallons
P84
Unstable (reactive) Material - Gas
Class 4
10 cubic feet
Class 3
50 cubic feet
Class 2
250 cubic feet
Class I
No permit required
Appendix
F�
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 1T 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 - JUNE 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.
P85
J�
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;
P86
• 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:
$.59 per $100 of assessed value, 100% of
market value
75 peF $400 of assessed Value0
e ntafy value
MERCHANTS' CAPITAL TAX
$2.75 rate a lied
to all below tiers effective Janua y 1. 2016
Tier I
Tier 2
Tier 3
30% of original inventory
10% of original inventory
5% of original inventory
cost
cost
cost
$1 to $1.000.000
$1,000.00 1 to $5.000.000
$5.000.001 to unlimited
Consumer Utility Tax:
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.
P87
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.
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.
P88
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
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
P89
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.
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
P90
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.
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.
P91
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
P92
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 - JUNE 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.
P93
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: $.59 per $100 of assessed value, 100%
market value
Mobile Homes and Barns:
Machinery and Tools:
Contract Carrier:
$.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,
P94
■ 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:
$.59 per $100 of assessed value, 100% of
market value
Capital Merehant"
0
.. 75 PeF $100 of assessed value. 30 o
invefitoty N al
ue
MERCHANTS' CAPITAL TAX
30% of original inventory
Consumer Utility Tax:
10% of original inventory I 5% of original inventory
un
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.
P95
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.
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.
P96
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
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
P97
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.
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
P98
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.
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.
P99
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
P100
RESOLUTION 2016- -
A RESOLUTION TO AMEND RESOLUTION 2016-04-01
WHEREAS, on April 4, 2016, the Pittsylvania County Board of Supervisors (the
"Board") approved Resolution 2016-04-01, adopting and appropriating a County budget for
Fiscal Year 2016, that included a tax levy for "Capital Merchant Tax" at "$2.75 per $100 of
assessed value, 30% of inventory value;" and
WHEREAS, on September 6, 2016, the Board, following a duly advertised and lawfully
conducted public hearing, by an affirmative majority vote, approved the following revision to the
County's Merchants' Capital Tax assessment methodology, effective January 1, 2016:
MERCHANTS' CAPITAL TAX
$2.75 rate (a
lied to all below tiers; effective J nary 1, 2016)
Tier 1
Tier 2 1 Tier 3
30% of original inventory cost
10% of original inventor cost 5% of original invento cost
$1 to $1,000,000
$1,000,001 to $5,000,000 $5,000,001 to unlimited
NOW THEREFORE, BE IT RESOLVED BY THE PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS, that Resolution 2016-09-01 hereby amends Resolution 2016-04-
01 as described above.
Adopted this day of October, 2016.
ATTEST:
Clarence C. Monday, Clerk
Pittsylvania County Board of Supervisors
APPROVED AS TO FORM:
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
P101
Jessie L. Barksdale, Chair
Pittsylvania County Board of Supervisors
N
Vote
Jessie L. Barksdale, Chair
Elton W. Blackstock, Vice Chair
Ronald S. Scearce
Joe B. Davis
Robert W. "Bob" Warren
Jerry A. Hagerman
Tim R. Barber
Ayes _ Nays Abstentions
P102
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on October
3, 2016, in the General District Courtroom of the Edwin R. Shields Courthouse Addition in
Chatham, Virginia, to receive citizen input on potentially revising Resolution 2016-04-01 (the
County's FY 2017 Budget Resolution) by changing the County's current Merchants' Capital Tax
assessment method from $2.75 per $100 of assessed value, 30% of original value; to the
following:
MERCHANTS' CAPITAL TAX
$2.75 rate (ap lied to all below tiers; effective January 1, 2016)
Tier ] ITier 2
1Tier 3
30% of original inventory cost 10% of original inventory cost
5% of original inventory cost
$1 to $1,000,000 $1,000,001 to $5,000,000
$5,000,001 to unlimited
A complete text of the proposed change is available in the Office of the County Administrator, 1
Center Street, Chatham, Virginia, Monday through Friday between the hours of 8:00 a. m. and
5:00 p. m, as well as on the County's website at www.pittgov.org
P103
UNFINISHED
BUSINESS
P104
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE: ITEM NUMBER:
Library Appropriation for the Mt. Hermon
10-03-2016 9
Library — At their adjourned meeting on
September 20, 2016, motion was made by Mr.
ACTION:
Warren, and seconded by Mr. Barber,; required
Yes
a 10 -Day Layover which has now been met.
Roll Call Vote Required
ATTACHMENTS:
SUBJECT/PROPOSAL/REOUEST:
REVIEWED BY:
STAFF CONTACTS:
Mr. Monday; Mr. Hawker
DISCUSSION:
The staff has reviewed the renovations needed at the new location for the Mount Herman library
located at 4058 Franklin Turnpike. The existing facility has been toured by the Pittsylvania
County Board of Supervisors as well as the Library Board. It consists of approximately 4,800
square feet that in the current state was set up to operate as a private school. In order to change
the current use to a library it will be necessary to redesign the interior sections of the facility to
more of an open concept to function as a library. This will require considerable demolition,
reworking restrooms, lighting and new floor coverings throughout the entire facility. It will be
necessary for the county to follow the Procurement Policy and send out an RFP of A&E services,
to prepare the plans and bid specifications and assist with contract administration for the project.
County staff, consulting with engineering and contractors are recommending the Pittsylvania
County Board of Supervisors set a renovation budget of $190,000. If the Board of Supervisors
decides to proceed with this project, the county staff recommends the following.
RECOMMENDATION•
County Staff recommends the Board of Supervisors to appropriate from unappropriated funds
$190,000 for the renovations of the Mount Herman Library. This will require a motion, a second
and a ten day layover.
P105
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE: ITEM NUMBER:
Renovation Appropriation for the Mt. Hermon
09-20-2016 13
Library
ACTION•
SUBJECT/PROPOSAL/REQUEST:
ATTACHMENTS:
STAFF CONTACTS:
REVIEWED BY:
Mr. Monday; Mr. Hawker
BACKGROUND:
DISCUSSION:
The staff has reviewed the renovations needed at the new location for the Mount Herman library
located at 4058 Franklin Turnpike. The existing facility has been toured by the Pittsylvania
County Board of Supervisors as well as the Library Board. It consists of approximately 4,800
square feet that in the current state was set up to operate as a private school. In order to change
the current use to a library it will be necessary to redesign the interior sections of the facility to
more of an open concept to function as a library. This will require considerable demolition,
reworking restrooms, lighting and new floor coverings throughout the entire facility. It will be
necessary for the county to follow the Procurement Policy and send out an RFP of A&E services,
to prepare the plans and bid specifications and assist with contract administration for the project.
County staff, consulting with engineering and contractors are recommending the Pittsylvania
County Board of Supervisors set a renovation budget of $190,000. If the Board of Supervisors
decides to proceed with this project, the county staff recommends the following.
County Staff recommends the Board of Supervisors to appropriate from unappropriated funds
$190,000 for the renovations of the Mount Herman Library. This will require a motion, a second
and a ten day layover.
P106
NEW BUSINESS
P107
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Expenditure Refunds for September 2016 -Requires a
motion and a 10 -day layover.
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
BACKGROUND:
AGENDA DATE:
10-03-16
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Expenditures Refunds Memo
REVIEWED BY: 6;
ITEM NUMBER:
10
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is a list of expenditure refunds for the month of September 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 $122,739.99 as follows: $100.00 to Clerk of Court -Copier Lease,
$232.39 to Sheriff -Subsistence & Lodging (100-4-031200-5530), $200.00 to Sheriff -Undercover Work (100-
4-031200-6024), $2,093.51 to VFD-Communication Equipment, $10,293.28 to E911 -Telephone (100-4-
035500-5230), $800.00 to Recreation -Field Maintenance (100-4-071100-6006), $1,282.00 to Library -Office
Supplies (100-4-073100-6001), $65.00 to Ag Development -Farmer's Market (100-4-082500-6014), $300.38
to WIA-OfSce Supplies (251-4-353661-6001), $107,373.43 to WIA-Rent (251-4-353853-6014). THIS ITEM
REQUIRES A MOTION AND A 10 -DAY LAYOVER.
P108
Finance Department
P. 0. Box 426
Chatham, Virginia 24531.
l
MEMO TO: Clarence C. Monday
County Administrator
FROM: Kim Van Der Hyde
Finance Director
SUBJECT: September Expenditure Refunds
DATE: September 27, 2016
Phone (434) 432-774a
Paz (434) 432-774,6
Gretna/Burt (434) 656-6211
Bachelors Hall/wllhitmell (434) 797-9560
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of September. I am recommending that all of the following expenditure
refunds be reappropriated by the Board of Supervisors:
100-4-021600-60051 Clerk of Court -Copier Lease 100.00
Reimbursement
100-4-031200-5530 Sheriff -Subsistence & Lodging 232.39
i Reimbursement
100-4-031200-6024 Sheriff -Undercover Work 200.00
Restitution
100-4-032200-6004
VFD-Communication Equipment
2,093.51
Reimbursement -Hurt VFD
100-4-035500-5230
E911 -Telephone
10,293.28
Reimbursement
100-4-071100-6006
Recreation -Field Maintenance
800.00
Reimbursement -Dan River Youth
Football Booster, Inc.
100-4-073100-60011
Library -Oise Supplies
1,282.00
Donation
100-4-082500-6014
Ag Development -Farmer's Market
65.00
Vendor Fees (100-3-000000-189918)
251-4-353661-6001
WIIA-Of ice Supplies
300.38
Reimbursement
P109
251-4-353553-6014 WIGS, -hent 107,373.43
Rent Payments (251-3-000000-150201)
TOTAL SEPTEMBER EXPENDITURE REFUNDS $122,739.99
Pilo
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: I AGENDA DATE:
County Administrator Interviews Closed 10/03/16
Session Certification
REQUEST:
Approve Certification
STAFF CONTACT:
Mr. Monday; Mr. Hunt
ACTION:
Yes
ITEM NUMBER:
11
ATTACHMENT:
(1) Statement from 09-20-2016 BOS Meeting
(2) Closed Session Certification Form
REVIEWED BY:
G�
At the 9/20/16 Pittsylvania County Board of Supervisors' (`BOS") meeting, the BOS, as
authorized by Virginia Code § 2.2-3712(B), announced it, within fifteen (15) days of said
announcement, would be interviewing potential County Administrator candidate(s), in Closed
Session, at undisclosed time(s) and location(s). Attached please find a Closed Session
Certification.
RECOMMENDATION:
Staff recommends approving the attached Closed Session Certification for such interviews.
Pill
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at meetings of the Pittsylvania County Board of Supervisors (`BOS") to
interview candidates for the position of County Administrator on Monday, September 26, 2016 and
Wednesday, September 28, 2016, the BOS members hereby certify, by a recorded vote, that to the best of
each BOS member's knowledge only public business matters lawfully exempted from the open meeting
requirements of the Virginia Freedom of Information Act were heard, discussed or considered in the closed
meeting. If any BOS member believes that there was a departure from the requirements of the Virginia
Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be
recorded in the BOS' minutes.
Vote
Tim R. Barber Yes/No
Jerry A. Hagerman Yes/No
Elton W. Blackstock Yes/No
Joe B. Davis Yes/No
Ronald S. Scearce Yes/No
Robert W. Warren Yes/No
Jessie L. Barksdale Yes/No
P112
APPOINTMENTS
P113
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Upcoming Term Appointments
SUBJECT/PROPOSAL/REQUEST:
Upcoming Term Appointments
STAFF CONTACT(S):
Mr. Monday
AGENDA DATE:
10-03-2016
ACTION:
CONSENT AGENDA:
ITEM NUMBER:
12
INFORMATION:
ACTION: INFORMATION:
ATTACHMENTS: /�
REVIEWED BY: 64
/
DISCUSSION:
The following term appointments will expire on 11/30/2016
(a) Planning Commission — Chatham -Blairs District
(b) Industrial Development Authority — Banister District
Callands-Gretna District
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration. Separate motions would need to
be made for each appointment.
PL14
REPORTS FROM
MEMBERS
P115
REPORTS FROM
LEGAL COUNSEL
PI 16
REPORTS FROM
COUNTY
ADMINISTRATOR
P117
PITTSYLVANIA COUNTY
Otis Hawker, Interim
County Administrator
P.O. Box 426
Chatham, Virginia 24531
e-mail: dsleeper@pittgov.org
VIRGINIA
MEMORANDUM
To: Otis S. Hawker, Assistant County Administrator
From: Pete Boswell., Chief Animal Control Officer
Date: September 30 2016, Subject: Animal Control Activity Report
Phone (434) 432-7710
Fax (434) 432-7714
Gretna/Hurt (434) 656-6211
During the period of September 1 2016, through September 30 2016_, the Animal Control Officers
responded to calls; 345 and 83 follow up calls as per Pete Boswell, Chief Animal Control Officer,
resulting in the following:
Description
Number
Remarks
Animals taken into custody:
118
Dogs
57
Cats
56
Other
5
4 OPPOSSUMS 1 RACCOON
Animals on hand at month end
17
17 DOGS
Animals dispatched
10
Licenses checked
32
Court cases
8
Summons
11
Animals Adopted
3
Animals returned to owners
13
13 DOGS
Cats taken to the Humane Society
51
Animals Transferred
30
25 FCHS 5 DAHS
Injured animals picked up
4
Animals found in traps
37
Exposures: Human/Saliva
0
Exposures: Dogs/Cats/Wildlife
0
Dog Bites
5
Cat Bites
2
Cruelty Checks
15
Well-being Checks
7
Cat/Dog Fights
1
Investigated killings by dogs/cats
0
Investigate killings by Coyotes
1
If you have any questions concerning this, please do not hesitate to contact me.
P118
PITTSYLVANIA COUNTY
VIRGINIA
�t SYLV9
Ods Hawker, Interim as
County Administrator 9n phone (434) 432-7710
P.O. Box 426 y �1 p Fax (434) 432-7714
a ., C
s
Chatham, Virginia 24531 O z Gretna/Hurt (434) 656-6211
W � N y
e-mail: dsleeper@pittgov.org '^ 7767 '� Y
MEMORANDUM
To: Otis S. Hawker, Assistant County Administrator
From: Pete Boswell., Chief Animal Control Officer
Date: September 30, 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 June 29,2016 through, July 27,2016
Description
Number
Remarks
8
Total hours monitored
65
Vehicles entering sites
2
Vehicles checked
0
Summons' issued
0
Court Cases
0
Convictions
If you have any questions concerning this, please do not hesitate to contact me.
Pi 19
PITTSYLVANIA COUNTY CODE COMPLIANCE
MONTHLY REPORT & FEES
September 2016
TYPES OF PERMITS
96
BUILDING PERMIT FEES COLLECTED
$8,388.52
96
LEVY COLLECTED
$167.88
0
SUBDIVISION FEES COLLECTED
$0.00
14
ZONING PERMIT FEES COLLECTED
$65.00
0
REINSPECTION FEES COLLECTED
$0.00
5
LAND DISTURBING FEES COLLECTED
$40.00
211
TOTAL FEES COLLECTED
$8,661.40
MONTHLY BUILDING VALUES
4
NEW DWELLINGS
$828,000.00
4
MOBILE HOMES/OFFICE TRAILERS
126,200.00
4
DOUBLE -WIDE MOBILE HOMES
470,000.00
2
MODULAR
448,777.00
28
COMMERCIAL CONSTRUCTION
7,365,781.00
54
MISCELLANEOUS
958,497.00
96
TOTAL
$10,197,255.00
NONTAXABLE: $4,513,123.00
$32,548,946.00
MONTHLY ACTIVITY REPORT
NUMBER OF REJECTIONS OF WORK
NUMBER OF E & S INSPECTIONS
NUMBER OF MILES INSPECTORS TRAVELED
MONTHLY ZONING FEES
45
41
136
2
REZONING FEES COLLECTED
$341.64
2
SPECIAL USE PERMIT FEES COLLECTED
409.04
0
VARIANCE & APPEAL FEES COLLECTED
0.00
0
SIGN PERMIT
0.00
4
TOTAL
$750.68
Respectfully Submitted,
Odie H. Shelton, Jr.
Director of Code Compliance/
Zoning Administrator
P120
CLOSED SESSION
P121
ADJOURNMENT
P122