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02-06-2017 Meeting PKTBOARD PACKET BOARD OF SUPERVISORS MEETING February 6, 2017 a 1767 Pi P2 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING MONDAY, FEBRUARY 6, 2017 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call Barber Hagerman Blackstock Davis Scearce Barksdale Warren 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda (a) Barber Hagerman Blackstock Davis Scearce Barksdale Warren Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren HEARING OF CITIZENS CONSENT AGENDA 6. (a) Minutes — January 3, 2017 Pages 10-14 January 17, 2017 Pages 17-31 (b) Bill List — January 2017 (Online) (c) Ratify Proclamation — Axxor's 5a' Anniversary Pages 32-33 (d) Ratify Letters of Birthday Recognitions: Pages 34-36 Ellawease Thompson — 90th Birthday James Edward Alderson — 100th Birthday (e) Resolutions of Support: (1) Kentuck Volunteer Fire Department Pages 37-40 (2) Bachelors Hall Volunteer Fire Department Pages 41-48 (f) Position Description Changes Pages 49-94 (g) Proclamation — Black History Month — February 2017 Pages 96-97 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren PUBLIC HEARINGS 7. As required by Virginia Code § 15.2-1800(B), the Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Monday, February 6, 2017, at 7:00 p. m., in the General District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition at 11 Bank Street, Chatham, Virginia, 24531, to receive citizen input on the potential sale of County owned property and appurtenances thereon located at the corner of Bank and Purden Streets in the Town of Chatham, Virginia. Pages 99-100 Open: Close: Speakers. Motion: Barber Hagerman Blackstock Davis Scearce Warren Barksdale Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roll Call Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis _ Barksdale Warren _ (Roll Call Vote Y or A9 8. The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Monday, February 6, 2017, at 7:00 p. m., in the General District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition at 11 Bank Street, Chatham, Virginia 24531, to receive citizen input on the proposed amendments to Articles 1.2, 2.1, 2.6, and 5.1, of the Pittsylvania County Board of Supervisors' Bylaws. Pages 101-113 Open: Close: Speakers:_ Motion: Second. Roll Call Vote Y Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Rall Call Vote YorA9 Barber Hagerman Blackstock Davis Scearce Warren Barksdale Barber Hagerman Blackstock Davis Scearce Barksdale Warren N A Comments. UNFINISHED BUSINESS 9. Expenditure Refunds — December for 2016 —At the Board's meeting on January 17, 2017, a motion was made by Mr. Barksdale, seconded by Mr. Davis, which required a 10 -Day Layover that has now been met. Roll Call Vote required Pages 115-118 Roll Call Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Cal[ Vote Yor N) NEW BUSINESS Financial Matters 10. (a) Recommendations from Finance Committee — Page 120 The Finance Committee met at 4:30pm on Monday, February 6, 2017 and any recommendations from that meeting will be submitted to the full Board of Supervisors (i) Budget Background -Overview (ii) FY2018 Revenue Projections (iii) Commissioner of Revenue Update — The Honorable Shirley Hammock (iv) Delinquent Tax Collections — The Honorable Vincent Shorter (v) Budget Considerations Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren (b) Expenditure Refunds — January 2017 —Requires a Motion, Second and a 10 - Day Layover Pages 121-123 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren (c) Technology Trust Funds (TF) - Clerk of Court - Roll Call Vote required Pages 124-125 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roll Call I bte Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Boll Call Vote Y or N) 11. Application for Tax Exempt Designation under Pittsylvania County Code 6.6-3 Pages 126-127 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren 12. Modification to Personnel Policies Manual Pages 128-138 Motion: Barber Hagerman Blackstock Davis Scearce Second. Barber Hagerman Blackstock Davis Scearce Barksdale Barksdale Warren Warren 13. Letter of Intent for Pittsylvania County to be part of the Staunton River Regional Industrial Facility Authority (SRRIFA) Pages 139-140 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren 14. Chatham Armory Acquisition Pages 141-150 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren BOARD ANNOUNCEMENTS REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR CLOSED SESSION ADJOURNMENT Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren TO BE ADDED P7 HEARING OF CITIZENS P8 CONSENT AGENDA P9 January 3, 2017 Re -organizational Meeting Pittsylvania County Board of Supervisors Re -Organizational Meeting January 3, 2017 VIRGINIA: The re -organizational meeting of the Pittsylvania County Board of Supervisors was held on Monday, January 3, 2017 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia. David M. Smitherman, County Administrator, called the meeting to order at 7:00 p.m. The following members were present: Tim R. Barber Joe B. Davis Ronald S. Scearce Jessie L. Barksdale Jerry A. Hagerman Robert W. Warren Elton W. Blackstock,Jr. Tunstall District Dan River District Westover District Banister District Callands-Gretna District Chatham -Blairs District Staunton River District Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Virden Hunt, County Attorney; and Rebecca Flippen, Deputy Clerk were also present. After a Moment of Silence, Mr. Smitherman led the Pledge of Allegiance. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda with the addition of adding `Board Appointment to Pittsylvania County Community Action", which was unanimously approved by the Board. Re -Organization of the Board: Election of Chairman Mr. Smitherman explained that under the By-laws adopted at the January 2016 Re - organizational Meeting, nominations for Chairman and Vice -Chairman required both a nomination and a second; that votes will be taken in the order the nominations were made; and that it takes four votes, the majority of the board, in order to select a Chairman. He further read the responsibilities of the Chairman, as per named in the Board's By-laws. Mr. Smitherman opened the floor for nominations for Chairman of the Board of Supervisors for 2016. Nomination was made by Mr. Blackstock, seconded by Mr. Davis for Mr. Robert W. "Bob" Warren as Chairman. No other nominations were made. The Board then voted unanimously to elect Robert W. "Bob" Warren as Chair of the Board of Supervisors for 2017. Mr. Smitherman then turned the meeting over to Mr. Warren as the newly elected Chair for the Board. Election of Vice -Chairman Nomination was made by Mr. Barber, seconded by Mr. Hagerman, for Ronald S. Scearce as Vice -Chairman. A nomination was made by Mr. Barksdale, seconded by Mr. Blackstock, for Joe B. Davis as Vice -Chairman. No other nominations were made. The Board first voted on Mr. P10 Re -Organisation Meeting January 3, 2017 Barber's nomination of Ronald Scearce for Vice -Chairman, which failed by a 3-4 majority vote of the Board, with Mr. Blackstock, Mr. Davis, Mr. Barksdale, and Mr. Warren opposing. The Board then voted on Mr. Barksdale's nomination of Mr. Davis as Vice -Chair, which was approved by a 4-3 majority vote of the Board, with Mr. Barber, Mr. Hagerman, and Mr. Scearce opposing. Mr. Joe B. Davis was elected as Vice -Chair of the Board of Supervisors for 2017. By Laws and Rules of Order Motion was made by Mr. Blackstock seconded by Mr. Barber, to approve the Board of Supervisors' By -Laws as presented in the Board packet. Mr. Blackstock's motion was unanimously approved by the Board. Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve Robert's Rules of Order, Newly Revised I I i' Edition, as modified, by the Board of Supervisors to meet the necessary requirements of the State Code of the Commonwealth of Virginia as the official Rules of Order for Pittsylvania County, Virginia, which was unanimously approved by the Board Set Day and Time of Regular Meeting Motion was made by Mr. Barksdale, seconded by Mr. Davis, to adopt Option 3: Meet the 1St Monday and 3`d Tuesday of the month, at 7pm; No Work Session; Layover threshold removed or increased; one July meeting to be held July 18, 2017; Adjourned meeting in November to be held November 28, 2017 due to Thanksgiving holiday schedule. Mr. Barksdale's motion failed by a 2-5 majority vote of the Board, with Mr. Barber, Mr. Hagerman, Mr. Blackstock, Mr. Scearce, and Mr. Warren opposing. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to approve Option 1: Meet the 3`d Tuesday of each month, beginning at 4:30pm; Work Session with staff from 4:30pm until 6pm; Dinner from 6pm — 7pm; Public Hearings, if any, beginning at 7pm; Regular meeting following any public hearings (if any); meeting in November to be held November 28, 2017 due to Thanksgiving holiday schedule; layover threshold removed or increased. Mr. Barber's motion to approve Option 1 passed by a 5-2 majority vote of the Board, with Mr. Barksdale and Mr. Davis opposing. Mr. Hunt, County Attorney, explained that since Option I would initiate a change in the By -Laws, as per Article 8.1 of the By -Laws requirement, an advertised public hearing for citizen input would be required before the Board could officially vote to make the change. Appointments of Committees by Chairman: Mr. Warren appointed the following Board members to: Standing Committees (a) Finance/Insurance Committee: Mr. Elton W. Blackstock- Chair, Mr. Joe B. Davis; Mr. Robert W. Warren; and Mr. Ronald S. Scearce (b) Personnel Committee: Mr. Joe B. Davis- Chair, Mr. Tim R. Barber, Mr. Elton W. Blackstock (c) Property/Building Committee: Mr. Joe B. Davis - Chair, Mr. Robert W. Warren, Jerry A. Hagerman (d) Legislative Committee: Mr. Ronald S. Scearce - Chair, Joe B. Davis, Mr. Jessie L. Barksdale Pll Re -Organization Meefing January 3, 2017 Special Committees (e) Solid Waste Committee: Mr. Tim R. Barber -Chair, Mr. Robert W. Warren; Mr. Elton W. Blackstock (n Computer/Radio/Telecommunications Committee: Mr. Ronald S. Scearce- Chair, Mr. Joe B. Davis, Mr. Jessie L. Barksdale (g) Board of Supervisors/School Board Liaison Committee: Mr. Jerry A. Hagerman -Chair, Mr. Ronald S. Scearce, Mr. Jessie L. Barksdale (h) Fire & Rescue Policies and Procedures Committee: Mr. Jessie L. Barksdale -Chair, Mr. Tim R. Barber, Mr. Elton W. Blackstock (i) Economic Development Committee: Mr. Tim R. Barber -Chair, Mr. Joe B. Davis, Mr. Robert W. Warren (j) Agricultural Development Board: Mr. Robert W. Warren (a) Animal Welfare Facility Committee: Mr. Elton W. Blackstock - Chair, Mr. Ronald S. Scearce, Mr. Jerry A. Hagerman Other Appointments by Mr. Barksdale were: (a) Danville-Pittsylvania Regional Industrial Facility Authority — (Primary) — Mr. Robert W. "Bob" Warren (Secondary) — Mr. Jessie L. Barksdale (Alternate) — Mr. Elton W. Blackstock, Jr. (h) Board Member (1) to the Pittsylvania County Planning Commission — Mr. Joe B. Davis (c) Board Member (1) to the Virginia Association of Counties (VACO) — Mr. Robert W. "Bob" Warren (d) Board Members (3) to the Metropolitan Planning Organization (MPO) — Mr. Jessie L. Barksdale, Mr. Ronald S. Scearce, Mr. Jerry A. Hagerman (e) Elected Officials (2) to the SARA Title III (LEPC) — Mr. Elton W. Blackstock, Mr. David M. Smitherman (n Board Member (1) to the Pittsylvania County Social Services Board — Mr. Ronald S. Scearce (g) Board Member (1) to the Roanoke River Basin Association — Mr. Jessie L. Barksdale (h) Board Member to the Dan River Business Development Center (DRBDC) — Mr. Joe B. Davis (i) Board Members (2) to the West Piedmont Planning District Commission (WPPD) — Mr. Ronald S. Scearce; Mr. Joe B. Davis 6) Board Member (1) to the Fire/Rescue Emergency Medical Advisory Committee (EMAC) — Mr. Elton W. Blackstock, Jr. (k) Board Member (1) to the Local Elected Officials (LEO) — Mr. Robert W. "Bob" Warren (J) Board Member (1) to the Tri -County Lake Administrative Commission (TLAC) — Mr. Jerry A. Hagerman (m) Pittsylvania County Community Action Agency: Mr. Jessie L. Barksdale Pie Re -Organization Meeting January 3, 2017 (n) Danville-Pittsylvania Community Services Board — Mr. Jessie L. Barksdale (o) Pittsylvania County Youth Commission — Mr. Jessie L. Barksdale Hearine of the Citizens No one signed up to speak. Consent Aeenda Motion was made by Mr. Barber, seconded by Mr. Davis, to approve the Consent Agenda, which was unanimously approved by the Board. (a) Minutes: December 5, 2016 Regular Meeting December 13, 2016 Adjourned Meeting (b) Bill List: December 2016 News Business Mr. Hunt explained the Virginia Conflict of Interest Act ("VA COIA") legally requires certain local employees, elected officials, committee members, board members, and appointees to complete and submit at least some of the following VA COIA forms: (1) Disclosure of Real Estate Holdings ("DOREH"); (2) Statement of Economic Interests ("SOEI"); and (3) Financial Disclosure Statement ("FDS"). VA COIA also grants the Pittsylvania County Board of Supervisors (`BOS") discretion to designate, via Ordinance or Resolution, certain additional individuals to file at least some of the above -referenced VA COIA forms. Submitted for the Board's approval was Resolution 2017-01-01, designating individuals to file. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve Resolution 2017-01-01 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. The Board unanimously approved Resolution 2017-01-01. VA COIA FORMS DISCRETIONARY FILING RESOLUTION WHEREAS, the Virginia Conflict of Interest Act ("VA COIA") legally requires certain local employees, elected officials, committee members, board members, and appointees to complete and submit at least some of the following VA COIA forms: (1) Disclosure of Real Estate Holdings ("DOREH"); (2) Statement of Economic Interests ("SOEI"); and (3) Financial Disclosure Statement ("FDS"); and WHEREAS, VA COIA also grants the Pittsylvania County Board of Supervisors ("PC BOS") discretion to designate, via Ordinance or Resolution, certain additional individuals to file at least some of the above -referenced VA COIA forms. NOW THEREFORE, BE IT RESOLVED BY THE PC BOS that it does hereby exercise its legal discretion and designate that the following additional individuals are required to complete and submit the following VA COIA form(s): • DOREH: County Attorney, as an "executive officer" under Virginia Code § 2.2- 3115(G); and P13 Re -Organization Meeting January 3, 2017 • SOEI: County Attorney, all County Department Heads, Assistant County Administrators, and Service Authority Director, as "persons holding positions of trust" under Virginia Code § 2.2-3115. Adopted this 3`d day of January, 2017. Cheryl Boswell, CSA Coordinator for Pittsylvania County submitted the Community Policy Management Team (CPMT) attendance report, noting all team members were in compliance. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to appoint Amy Edwards as the Parent Representative to the CPMT, effective December 15, 2016 -June 30, 2017, which was unanimously approved by the Board. Appointments by the Board Motion was made by Mr. Barksdale, seconded by Mr. Blackstock, to appointment Mr. Ronald Scearce as the local government representative to the Community Policy Management Team (CPMT), which was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Barber, to appoint David Smitherman to the Tri -County Lake Administrative Commission for a one (1) year term beginning February 1, 2017 through January 31, 2018, which was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Barber, to appoint Lionel Reynolds as the Pittsylvania County Citizen Representative to the Tri -Lakes Administrative Commission for a one (1) year term beginning February 1, 2017 through January 31, 2018, which was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to recommend to the Circuit Court Judge the re -appointment of Kenneth Talbot to the Board of Zoning Appeals, which was unanimously approved by the Board. Mr. Hunt was directed to send the Board's recommendation the Honorable Judge Stacy Moreau, Circuit Court Judge for Pittsylvania County. Adjournment Motion was made by Mr. Barber, seconded by Mr. Davis, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 7:55pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P14 January 17, 7017 Adjourned Meeting Pittsylvania County Board of Supervisors Adjourned Meeting January 17, 2017 VIRGINIA: The Adjourned meeting of the Pittsylvania County Board of Supervisors was held on Monday, January 17, 2017 in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia. Chair Robert W. "Bob" Warren, called the meeting to order at 7:00 p.m. The following members were present: Tim R. Barber Joe B. Davis Ronald S. Scearce Jessie L. Barksdale Jerry A. Hagerman Elton W. Blackstock,Jr Robert W. Warren Tunstall District Dan River District Westover District Banister District Callands-Gretna District Staunton River District Chatham -Blairs District Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt, County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Development; Mr. Odie H. Shelton, Jr., Director of Code Compliance, Mr. Matt Rowe, Director of Economic Development, Ms. Kim Van Der Hyde, Director of Finance, and Rebecca Flippen, Deputy Clerk were also present. After a Moment of Silence, Mr. Smitherman led the Pledge of Allegiance. Aooroval of Aeenda Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the agenda with the addition of moving Item # 15 before Item #6, which was unanimously approved by the Board. Since Item 15 was one of three Closed Session items, an amended motion by Mr. Blackstock, seconded by Mr. Barber, was made to immediately enter into Closed Session for the following: (a) Consultation with legal counsel employed or retained by public body regarding specific legal matters requiring provision of legal advice by such counsel Authority: 2.2-3711(A)(7) of the Code of Virginia, 1950, as amended Subject: Project Internet Purpose: Discussion of Lease Agreement (b) Discussion of the disposition of publicly held property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body Authority: 2.2-3711(A)(3) of the Code of Virginia, 1950, as amended Subject: Project Turtle Purpose: Discussion of the disposition of publicly held property (c) Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject: Project S8 Purpose: Project Update P17 Re -Organization Meeting January 3, 2017 Mr. Blackstock's motion was unanimously approved and the Board entered into Closed Session at 7:02pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to return to Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on January 17, 2017, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. 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 Jessie L. Barksdale Yes/No Robert W. Warren Yes/No The Board returned to Open Session at 7:41pm. Motion was made by Mr. Barber, seconded by Mr. Scearce, to hold a public hearing for citizen input concerning the disposal of public property, which was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to enter into a tower lease agreement with AcelaNet LLC (dba SCS Broadband). Under the agreement, the County will lease its existing county -owned towers to AcelaNet LLC, who will be responsible for placing wireless intemet transmitting and receiving equipment on the structures. Mr. Blackstock's motion was unanimously approved by the Board. Clay Stewart, Chief Operating Officer for AcelaNet LLC, was present at the Board meeting and gave a short presentation about the Company and their planned course of action for Pittsylvania County to the Board and those in attendance. He highlighted their current service and rate structure and explained that there was no "data cap" on their service packages. Hearine of the Citizens Mr. Coy E. Harville, of the Westover District, commented that the Board of Supervisors needed to be more respectful of their citizens when going into Closed Sessions at the beginning of meetings. Several elderly citizens were present at the meeting and had to go wait in the hallway outside the courtroom, without anywhere to sit, for 40 minutes while the Board met under Closed Session. No one else signed up to speak. Pts Re -Organization Meeting January 3, 2017 Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve the Consent Agenda, which was unanimously approved by the Board. (a) Purchase of Phone by outgoing County Administrator Public Hearings Rezoning Cases Case 1: William S. Harville & Stacey D. Harville — Dan River Election District R-17-001 R-1, Residential Suburban Subdivision District to B-2, Business District, General Mr. Warren opened the hearing at 8:00pm. Mr. Shelton explained that Scott and Stacey Harville had petitioned to rezone 1.030 acre, located on State Road 730/Wilkerson Road in the Dan River Election District from R-1, Residential Suburban Subdivision District to B-2, Business District, General. Once the property is rezoned to B-2, all uses listed under Section 35-365 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners' request. Scott Harville was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 8:02pm. Motion was made by Mr. Davis, seconded by Mr. Barksdale, to approve rezoning Case R-17-001 from R-1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Davis' motion to rezone Case R-17- 001 from R-1 to B-2 was unanimously approved by the Board. Case 2: Dodson Snack Sales, Inc. — Dan River Election District R-17-002 B-2, Business District, General to R-1, Residential Suburban Subdivision District Mr. Warren opened the public hearing at 8:03 pm. Mr. Shelton explained that Dodson Snack Sales, Inc., had petitioned to rezone 0.444 acre, located on State Road 730/Wilkerson Road in the Dan River Election District from B-2, Business District, General to R-1, Residential Suburban Subdivision District. Once the property is rezoned to R-1, all uses listed under Section 35-222 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner's request. Howard Dodson, Jr., was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 8:04pm. Motion was made by Mr. Davis, seconded by Mr. Barksdale, to approve rezoning Case R-17-002 from B-2, Business District, General to R-1, Residential Suburban Subdivision District and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Davis' motion to rezone Case R-17- 002 from B-2, Business District, General to R-1, Residential Suburban Subdivision District was unanimously approved by the Board. Case 3: David W. Prillaman & Patsy F. Prillaman — Callands-Gretna Election District R- 17-003 R-1, Residential Suburban Subdivision District to A-1, Agricultural Mr. Warren opened the public hearing at 8:05pm. Mr. Shelton explained that David and Patsy Prillaman had petitioned to rezone a total of 10.87 acres, two (2) parcels of land, located on State Road 57/Callands Road in the Callands-Gretna Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. Once the properties are 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. David Prillaman was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 8:06pm. Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to approve rezoning Case R- 17-003 from R-1, Residential Suburban Subdivision District to A-1, Agricultural District and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock - Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. P19 Re -Organization Meeting January 3, 2017 Hagerman's motion to rezone Case R-17-003 from R-1, Residential Suburban Subdivision District to A-1, Agricultural District was unanimously approved by the Board. Public Hearin¢ Public hearing to receive citizen input on potentially granting Intertape Polymer Group, Inc., a temporary construction easement on Tax Parcel 2338-50-3839 (10.27 acres), currently owned by Pittsylvania County, Virginia (the "County'). Mr. Warren opened the public hearing at 8:07pm. Mr. Sides explained Intertape has contacted the County about possibly using a piece of property owned by Pittsylvania County on Eagle Springs Road for a temporary truck turn around area. With this turn around area, the company's trucks would be able to access the existing facility from either Ringgold Industrial Parkway or Eagle Springs Road. Pittsylvania County currently owns parcel 2338-50-3839, which measures 10.72 acres. Only a small portion of the property, located east of the existing rail line and south of Eagle Springs Road, would be needed. Because this property is publicly owned, a Public Hearing would be required before taking any action relating to use of the property. Prior to the Public Hearing, the County Attorney would need to draft an agreement stipulating the temporary use of the property along with addressing stabilization and liability issues. Mr. Coy Harville, of the Westover District and retired member of the Board of Supervisors, spoke in favor of granting the temporary construction easement, noting Intertape been a successful business in Pittsylvania County for over 25 years. No one else signed up to speak and Mr. Warren closed the hearing at 8:08pm. Motion was made by Mr. Barber, seconded by Mr. Blackstock, to authorize the County Administrator to sign the easement agreement, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. DEED OF TEMPORARY CONSTRUCTION EASEMENT This DEED OF TEMPORARY CONSTRUCTION EASEMENT (the "Deed"), made and entered into this day of 2017, by and between Pittsylvania County, Virginia, a political subdivision of the Commonwealth of Virginia, Grantor, and Intertape Polymer Group Corporation, a Canadian Corporation, Grantee. That for and in consideration of the sum of TEN DOLLARS ($10.00), cash in hand paid, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Grantor hereby grants and conveys to the Grantee, a Temporary Construction Easement (the "easement") on, over, across, and through property owned by Grantor, more particularly described as GPIN 2338-50-3839, MB 44/148L. As more fully detailed in the Exhibits attached hereto and fully incorporated herein by said reference, Grantee and its contractors shall have the right to utilize the easement for the purpose of construction site access during a building improvement project to provide a vehicle turn around area, and for the removal of soil material to be used for construction purposes. The term of this easement shall be for such period of time as is necessary for the completion of the P20 Re -Organization Meeting January 3, 2017 construction of the aforesaid improvements, but in any event, it shall terminate no later than one - hundred and eighty (180) days from the date of execution of this Deed. Grantee agrees that the construction work shall be pursued as diligently and expeditiously as reasonably possible. Grantee agrees to repair or to pay for any actual damage that may be caused by it or its contractors in the exercise of any of the rights granted herein, to the extent permitted by law. At the conclusion of all construction work, Grantee shall see that Grantor's property is restored to a stabilized and vegetated condition. Grantee also agrees that neither it, nor its successors or assigns, shall construct or install anything within the easement area prior to or during the term of the easement, including fences and shrubbery, without Grantor's written permission. Temporary access and turn around facilities must be constructed in compliance with all Virginia Department of Transportation rules and regulations. All easement activities must comply with all applicable regulations and all required permits must be obtained at the grantee's expense. No damage or restoration is expected other than is indicated on the attached Exhibits. At the conclusion of the Easement period, all work that is indicated in the attached Exhibits will be left in place. Grantee agrees to indemnify and save harmless Grantor, its officers, agents, employees, and volunteers from any and all losses, expenses, costs and claims, including but not limited to costs of investigation, all reasonable attorneys' fees (whether or not litigation results), and the cost of any appeal, occurring or arising in connection with the Contractor's, its agents', subcontractors', employees', or volunteers' negligence or wrongful acts or omissions in connection with its performance of any and all of the activities covered by this Deed. Nothing contained in this Deed shall be deemed to be a waiver of Grantor's sovereign immunity. The terms, covenants, and provisions of this easement shall extend to and be binding upon the heirs, executors, administrators, personal representatives, successors, and assigns of the parties hereto. Grantor covenants that it has the right to convey the easement herein granted. WITNESS the following signatures and seals: GRANTOR: PITTSYLVANIA COUNTY, VIRGINIA Title: County Administrator P21 Re -Organization Meeting January 3, 2017 COMMONWEALTH OF VIRGINIA COUNTY OF PITTSYLVANIA, to -wit: I, a Notary Public in and for the County of Pittsylvania, Virginia, whose term of office expires on , 20, do hereby certify that David M. Smitherman, Pittsylvania County Administrator, whose name is signed to the foregoing Deed of Temporary Construction Easement, has acknowledged the same before me in the County and State aforesaid. He is personally known to me or has produced a driver's license as identification. Given under my hand this day of 12017 Notary Public Registration No. APPROVED AS TO FORM: J. Vaden Hunt, Esq. Pittsylvania County Attorney GRANTEE: INTERTAPE POLYMER GROUP CORPORATION in Title: COUNTY OF , to -wit: I, a Notary Public in and for the whose term of office expires on , 20, do hereby certify that , whose name is signed to the foregoing Deed of Temporary Construction Easement, has acknowledged the same before me in the County and State aforesaid. He/She is personally known to me or has produced a driver's license as identification. Given under my hand this day of 2017 Notary Public Registration No. P22 Re -Organization Meeting January 3, 2017 Unfinished Business At the Board of Supervisors' meeting on December 5, 2016, a motion was made by Mr. Barber, seconded by Mr. Davis, for the reappropriation of $37,143.22 as follows: $.44 to Human Resources -Training (100-4-012220-5540), $11.99 to Electoral Board -Office Supplies (100-4- 013100-6001), $1.55 to Registrar -Office Supplies (100-4-013100-6001), $100.00 to Clerk of Court -Copier Lease, $225.00 to Sheriff -Undercover Account (100-4-031200-6024), $230.00 to Sheriff -Halloween Contributions (100-4-031200-5878), $51.28 to Sheriff -Fuel (100-4-031200- 6008), $2,691.61 to Sheriff -Parts (100-4-031200-6030), $2,652.49 to Sheriff -Labor (100-4- 031200-6031), $50.53 to VFD-United Way Contribution (100-4-032200-5667), $88.00 to Extradition (100-4-033100-5550), $117.40 to Jail -Food Supplies (100-4-033100-6002), $1.88 to Landfill -Telephone (100-4-042400-5230), $13.71 to Library -Office Supplies (100-4-073100- 6001), $85.00 to Non -departmental -Awards & Certificates (100-4-091200-5840), $30,822.34 to WIA-Rent (251-4-353853-6014). This motion required a 10 -Day Layover that had now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. At the Board of Supervisor's December 13, 2017 meeting, a motion was made by Mr. Warren, seconded by Mr. Davis, for the appropriation of $146,100, from Unappropriated Surplus, for the base bid of the Courthouse Chiller Project ($130,500) plus $15,600 for a 5 -year warranty. Mr. Warren's 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. Barksdale -Yes; and Mr. Warren -Yes. Mr. Warren's motion was unanimously approved by the Board. News Business Financial Matters Motion came from the Finance Committee to approve the Budget Calendar, which was unanimously approved by the Board. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve the reappropriation of $59,470.46 as follows: $226.66 to Board of Supervisors -Travel (100-4- 011010-5500), 100-4- 011010-5500), $1,000.00 to Circuit Court -Salaries & Wages (100-4-021100-1100), $6.00 to Circuit Court -Meals for Jurors (100-4-021100-6002), $100.00 to Clerk of Court -Copier Lease, $5.02 to Sheriff -Postage (100-4-031200-5210), $200.00 to Sheriff -Undercover Account (100-4- 031200-6024), $250.00 to Sheriff -Parts (100-4-031200-6030), $326.67 to Extradition (100-4- 033100-5550), $32.00 to Jail -Food Supplies (100-4-033100-6002), $9,086.64 to E911 - Telephone (100-4-035500-5230), $.54 to Landfill -Engine Accessories (100-4-042300-6032), $908.00 to CPMT-Pool Programs (100-4-053500-7003), $35.00 to Recreation -Park Maintenance (100-4-071100-60065), $4,599.61 to Library -Telephone (100-4-073100-5230), $34,854.72 to Library -Internet Services (100-4-073100-5240), $5.00 to Victim/Witness-Travel (250-4- 021900-5500), $7,834.60 to WIA-Rent (251-4-353853-6014). This motion required a 10 -Day Layover. The Board was informed that the Courthouse Maintenance Fund has been used to keep the original Chiller running until the new Chiller is installed. A total of $3,286.12 needed to be appropriated to cover these maintenance costs. There are sufficient funds to cover this appropriation. These 2 items have tremendously reduced the balance in the Courthouse Maintenance Fund. Future repairs to the Courthouse will need to be charged elsewhere until this fund is restored. The balance in the Courthouse Maintenance Fund stands at $4,017.21 after all costs are accounted for. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to P23 Re -Organization Meeting January 3, 2017 approve an amendment to the Courthouse Maintenance budget and appropriate a total of $3,286.12, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Sceazce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Ms. Van Der Hyde explained the Board of Supervisors awarded a contract to Dewberry on June 21, 2016 to provide Architectural & Engineering services to design a secure main entry to the Courthouse complex. The total amount needed for construction is $269,000.00. These funds need to be appropriated to the Courthouse Security Fund in line item 314-4-043201-8212. The Courthouse Security Fund currently has a balance of $767,691.32 and will be used for this Courthouse security project. Motion was made by Mr. Barber, seconded by Mr. Davis, for $269,000 be appropriated to the Courthouse Security Fund line item 314-4-043201-8212, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock - Yes; Mr. Sceazce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. Mr. Rowe explained The Virginia Brownfields Restoration and Economic Redevelopment Assistance Fund (VBAF) was established to promote the restoration and redevelopment of brownfield sites in the Commonwealth and to address environmental problems or obstacles to reuse so that such sites can be effectively marketed to new economic development prospects. Pittsylvania County economic development staff applied for the grant on behalf of Southern Virginia Multimodal Park, LLC for the Southern Virginia Multimodal Park in Hurt, VA. Staff has been notified that they have successfully received a $50,000 grant award. No tax payer funds are being utilized as part of this project. The County and the Southern Virginia Multimodal Park, LLC, (SVMP, LLC) are working together on a public-private partnership to establish a world-class industrial park in Hurt, VA; known as the Southern Virginia Multimodal Park (SVMP). As part of this effort, County economic development staff has applied for the VBAF grant on behalf SVMP, LLC to identify, delineate, and perform activities regarding 3 areas of concern within the property known as the SVMP (formerly the Klopman Mills site). The grant requires a dollar -for -dollar match, which is being provided by SVMP, LLC. SVMP, LLC has committed to paying $84,500 for its portion of the $134,500 project; with the remaining being funded by the $50,000 grant. The VBAF performance agreement has been reviewed by the County's Attorney with no additional changes or comments. In addition, to eliminate any fiscal risk to the County, county staff has worked with SVMP, LLC to develop a performance agreement between SVMP, LLC and the County, which states that the County shall only disburse grant funds on a reimbursement basis dependent upon SVMP, LLC providing the County will acceptable receipts of work completed. The agreement also states that SVMP, LLC is responsible for outstanding work required or repayments to be made (which will be eliminated based upon the reimbursement method). The performance agreement between SVMP, LLC and the County has been reviewed by the County's attorney with no additional changes or comments. Motion was made by Mr. Blackstock, seconded to Mr. Barksdale, to accept the $50,000 VBAF grant and to direct the County Administrator to sign the accompanying performance agreements with VEDP and SVMP, LLC and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. P24 Re -Organization Meeting January 3, 2017 VIRGINIA BROWNFIELDS RESTORATION AND ECONOMIC REDEVELOPMENT ASSISTANCE FUND PROGRAM SITE ASSESSMENT AND PLANNING GRANT PERFORMANCE AGREEMENT This PERFORMANCE AGREEMENT made and entered this day of November, 2016, by and between the VIRGINIA ECONOMIC DEVELOPMENT PARTNERSHIP AUTHORITY ("VEDP"), a political subdivision of the Commonwealth of Virginia (the "Commonwealth") and the COUNTY OF PITTSYLVANIA, VIRGINIA (the "Grantee"), a political subdivision of the Commonwealth. WITNESSETH: WHEREAS, the Virginia Brownfields Restoration and Economic Redevelopment Assistance Fund (the "VBAF") was established pursuant to § 10.1-1237 of the Code of Virginia of 1950, as amended (the "Virginia Code"), to promote the restoration and redevelopment of brownfield sites in the Commonwealth and to address environmental problems or obstacles to reuse so that such sites can be effectively marketed to new economic development prospects; WHEREAS, the VBAF is administered by the Virginia Resources Authority ("VRA"), and VEDP directs the distribution of grants from the VBAF; WHEREAS, VEDP, in consultation with the Virginia Department of Environmental Quality ("DEQ"), has established guidelines for the awarding of Site Assessment and Planning Grants from the VBAF; WHEREAS, VEDP, in consultation with DEQ, has approved an application submitted by the Grantee to identify, delineate and characterize materials associated with three Areas of Concern ("AOC") identified as Recognized Environmental Conditions and perform related activities (the "Project') at the former Burlington Industries - Klopman Mills site in Hurt, Virginia (the "Site"); WHEREAS, VEDP, in consultation with DEQ and based upon the VBAF priorities, has awarded a Site Assessment and Planning Grant in the amount of $50,000 (the "Grant) to the Grantee for the Project; WHEREAS, VEDP and the Grantee desire to set forth their understanding and agreement as to the payout of the Grant, the use of the Grant proceeds, the obligations of the Grantee, and the repayment by the Grantee of all or part of the Grant under certain circumstances; and WHEREAS, the restoration and redevelopment of brownfield sites and addressing environmental problems or obstacles to reuse constitutes a valid public purpose for the expenditure of public funds and is the animating purpose in making the Grant: NOW, THEREFORE, in consideration of the foregoing, the mutual benefits, promises and undertakings of the parties to this Agreement, and other good and valuable consideration, the P25 Re -Organization Meeting January 3, 2017 receipt and sufficiency of which are hereby acknowledged, the parties covenant and agree as follows. Section 1. Definitions For the purposes of this Agreement, the following terms shall have the following definitions: "Investment" means expenditures by or on behalf of the Grantee associated with the Project, including the Grant proceeds and the Local Match. "Investment Schedule" means the timetable of the Investment. "Local Match" means the required one-to-one match by the Grantee of the amount of the Grant from public and/or private sources in either cash or documented reasonable and necessary costs associated with the Project. "Performance Date" means July 1, 2017, which is the date by which the Grantee expects to have completed the Project. If VEDP, in consultation with DEQ, deems that good faith and reasonable efforts have been made and are being made by the Grantee to complete the Project, the Performance Date may be extended by up to 15 months and the date to which the Performance Date has been extended shall be the "Performance Date" for the purposes of this Agreement. Section 2. Disbursement of Grant: Use of Grant Proceeds. (a) Disbursement: The Grant will be paid to the Grantee in one payment of $50,000. Promptly upon the execution and delivery of this Agreement by the Grantee, VEDP will forward to VRA a copy of this Agreement, together with a direction to disburse $50,000 to the Grantee. (b) Use of Grant Proceeds: The Grantee will expend the proceeds of the Grant only as permitted by § 10.1-1237 of the Virginia Code and as part of the Investment and on the Investment Schedule, as both are set forth on Exhibit A hereto. Section 3. Investment and Investment Schedule. (a) Investment: The Grantee is expected to make the Investment and to complete the Project on or before the Performance Date. As the Project is undertaken, adjustments to the Investment may be needed. Except for de minimis adjustments (adjustments impacting, in the aggregate, less than 10% of the Grant proceeds), adjustments to the Investment require the prior written approval of VEDP and must be reflected on a revised Exhibit A provided to VEDP. (b) Investment Schedule: Investment is expected to be made on the Investment Schedule, but no later than the Performance Date. If adjustments to the Investment Schedule are needed, such adjustments do not require prior written approval from VEDP, but must be reflected on a revised Exhibit A provided to VEDP. (c) Supplemental Grant: If the Investment proves insufficient to allow the Grantee to complete the Project or other associated work identified through the results of the Project, a supplement grant in an amount of up to 20% of the Site Assessment and Planning Grant may be awarded if that additional amount, plus other identified funds, will be sufficient to allow P26 Re -Organization Meeting January 3, 2017 completion and if monies are available from the VBAF. If such supplemental Site Assessment and Planning Grant is awarded, the Grantee must provide an additional Local Match. Section 4. Local Match. Evidence provided by the Grantee to VEDP demonstrates that the Grantee will make the Local Match on or before the Performance Date. Section 5. Reyortine. (a) Grant Report: The Grantee may provide a written detailed report reasonably satisfactory to VEDP and DEQ indicating that the Grant proceeds have been expended and the Local Match has been made ("Grant Report") at any time prior to the Performance Date. The Grantee must provide the Grant Report no later than September 1, 2017. The Grant Report must include: (i) a brief summary of the outcome of the Project; (ii) whether or not the Site may be effectively marketed to new economic development prospects; (iii) any adjustments made to the Investment and Investment Schedule; (iv) if the Site was not enrolled in the Virginia Voluntary Remediation Program ("VRP"), certification that Project has met remediation and risk standards of care for reuse of the Site and that the Grantee will maintain all records for facilitating potential future brownfrelds revitalization of the Site, to demonstrate appropriate care, and to facilitate potential future VRP enrollment if necessary; and (v) statement that data collected reflects certification by the Virginia Environmental Laboratory Accreditation Program ("VELAP"). (b) Status Report: The Grantee must provide a written detailed report reasonably satisfactory to VEDP providing an update on the Site including whether the Site was successfully marketed to a new economic development prospect and the Project generated any additional private investment and job creation, at such other time as VEDP and DEQ may require, including after the Performance Date. (d) Costs of Reporting: The cost of reporting will be borne by the Grantee. Section 5. Repayment Oblieations. (a) If Investment is Less than Expected: If the Grant Report indicates that the Grantee was able to complete the Project for less than the expected Investment, such that the amount of the Grant proceeds exceeds the Local Match or the Grantee will not need all of the Grant proceeds previously disbursed to the Grantee, the Grantee must repay to VEDP an amount equal to the excess amount or the amount of the Grant proceeds no longer required. P27 Re -Organization Meeting January 3, 2017 (b) If Grant Proceeds are Misspent: If the Grant Report indicates, or any evidence gathered by VEDP reveals, that any Grant proceeds have been expended on anything other than the expected Investment, the Grantee must repay to VEDP the amount so misspent. (c) Failure to Complete by Performance Date: To the extent that the Grant proceeds are not expended by the Performance Date or if the Performance Date is not extended, the unspent proceeds as of the Performance Date must be repaid to VEDP. (d) Repayments to Fund. VEDP will provide written notification to the Grantee if any repayment is due from the Grantee to VEDP under this Agreement. Within 60 days of receiving such notification, the Grantee will make the repayment to VEDP, subject to appropriation. Any repayment received by VEDP will be promptly transferred by VEDP to the VRA for redeposit to the Fund. Section 6. Notices. Formal notices and communications among the Parties shall be given either by (i) personal service, (ii) delivery by a reputable document delivery service that provides a receipt showing date and time of delivery, (iii) mailing utilizing a certified or first class mail postage prepaid service of the United States Postal Service that provides a receipt showing date and time of delivery or (iv) delivery by facsimile or electronic mail (email) with transmittal confirmation and confirmation of delivery, addressed as noted below. Notices and communications personally delivered or delivered by document delivery service shall be deemed effective upon receipt. Notices and communications mailed shall be deemed effective on the second business day following deposit in the United States mail. Notices and communications delivered by facsimile or email shall be deemed effective the next business day, not less than 24 hours, following the date of transmittal and confirmation of delivery to the intended recipient. Such written notices and communications shall be addressed to: if to the Grantee, to: County of Pittsylvania, Virginia 1 Center Street Chatham, Virginia 24531 Facsimile: Email: matthew.rowe@pittgov.org Attention: Matthew D. Rowe, Director of Economic Development if to VEDP, to: Virginia Economic Development Partnership One James Center, Suite 900 901 East Cary Street Post Office Box 798 (zip: 23218-0798) Richmond, Virginia 23219 Facsimile: 804.545.5611 Email: dgundersen@yesvirginia.org Attention: Interim President & CEO and COO Section 7. Miscellaneous. with a copy to: Samet Corporation 309 Gallimore Dairy Road Suite 102 Greensboro, North Carolina 27409 Facsimile: Email: bhall@sametcorp.com Attention: Brian Hall, Project Manager with a copy to: Virginia Economic Development Partnership One James Center, Suite 900 901 East Cary Street Post Office Box 798 (zip: 23218-0798) Richmond, Virginia 23219 Facsimile: 804.545.5611 Email: smcninch@yesvirginia.org Attention: General Counsel P28 Re -Organization Meeting January 3, 2017 (a) Entire Agreement; Amendments: This Agreement constitutes the entire agreement between the parties hereto as to the Grant, and may not be amended or modified, except in writing, signed by each of the parties hereto. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns. The Grantee may not assign its rights and obligations under this Agreement without the prior written consent of VEDP. (b) Governing Law; Venue: This Agreement is made, and is intended to be performed, in the Commonwealth and shall be construed and enforced by the laws of the Commonwealth. Jurisdiction and venue for any litigation arising out of or involving this Agreement shall lie in the Circuit Court of the City of Richmond, and such litigation shall be brought only in such court. In the event this Agreement is subject to litigation, each party shall be responsible for its own attorney's fees. (c) Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be an original, and all of which together shall be one and the same instrument. (d) Severability: If any provision of this Agreement is determined to be unenforceable, invalid or illegal, then the enforceability, validity and legality of the remaining provisions will not in any way be affected or impaired, and such provision will be deemed to be restated to reflect the original intentions of the parties as nearly as possible in accordance with applicable law. IN WITNESS WHEREOF, the parties hereto have executed this Performance Agreement as of the date first written above. VIRGINIA ECONOMIC DEVELOPMENT PARTNERSHIP AUTHORITY By Name: Daniel C. Gundersen Title: Interim President & CEO and COO Date: 2016 COUNTY OF PITTSYLVANIA, VIRGINIA By Name: Title: Date: SEEN AND ACKNOWLEDGED: 2016 VIRGINIA RESOURCES AUTHORITY VIRGINIA DEPARTMENT OF ENVIRONMENTAL QUALITY P29 Re -Organization Meeting January 3, 2017 By Name: Title: Date: .2016 Exhibit A: Investment and Investment Schedule EXHIBIT A By Name: Title: Date: 2016 INVESTMENT INVESTMENT SCHEDULE INVESTMENT Cost Item Amount AOC l: Tris Drum Site Investigation $40,300 AOC 2: Drum & Debris Area Investigation 14,000 AOC 3: Boiler Ash & Slag Area Investigation 11,500 On Site Labor 18,500 Equipment 23,400 Materials 17,850 Project Management 8,950 Total $134,500 INVESTMENT SCHEDULE Date Amount Total $134,500 The Honorable Michael Taylor, Sheriff for Pittsylvania County, and Kenny Lewis, former NFL professional football player and long-time Danville public school administrator, were present to speak to the Board about the Department of Criminal Justice Services grant received for the 21St Century Policing Grant Program — Heroes & Kids. The purpose of the grant is for the Pittsylvania County Sheriffs Department, the Danville Police Department, and the Danville Sheriffs Office to partner with the Danville Church -Based Tutorial Program, the Boys & Girls Clubs of the Danville Area, and the Danville Family YMCA to positively impact the lives of more than 600 youth ages 6-17. These agencies will provide social, emotional and academic support through one-to-one and small group mentoring, while at the same time promotion respectful relationships. The County received notification that the Byrne/JAG-Policing in the 21St Century Grant Program — Heroes & Kids had been approved in the amount of $36,000 with $4,000 of matching funds that had already been budgeted in the Sheriff's Department. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to accept the grant and appropriate $36,000 to the Policing in the 21St Century Grant Program — Heroes & Kids, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barksdale's motion was unanimously approved by the Board. P30 Re -Organization Meeting January 3, 2017 Aaoointments by the Board Motion was made by Mr. Davis, seconded by Mr. Barber, to re -appoint Bobby Gene Atkinson to the Pittsylvania County Service Authority as the Dan River Representative for a four (4) year term, beginning 01-09-2017 until 01-08-2021. Mr. Davis' motion was unanimously approved by the Board. Motion was made by Mr. Barber, seconded by Mr. Davis, to re -appoint Glenda H. Motley as a Pittsylvania County representative to the Dan River Alcohol Safety Action Program for a 3 -year term that will begin on March 22, 2017 and end on March 21, 2020. Mr. Barber's motion was unanimously approved by the Board. Adiournment Motion was made by Mr. Barber, seconded by Mr. Blackstock, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 8:45pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P31 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Ratify Proclamation SUBJECT/PROPOSAL/REQUEST: Axxor's 5`h Anniversary STAFF CONTACT(S): Mr. Smitherman BACKGROUND: EXECUTIVE SUMMARY AGENDA DATE: 02-02-2017 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: 5:z ITEM NUMBER: 6(c) INFORMATION: INFORMATION: DISCUSSION: The Axxor Group located its first U.S. manufacturing facility, Axxor North America, from the Netherlands to the Ringgold East Industrial Park in Pittsylvania County in 2011 and has successfully operated for five years. On January 31, 2017, Axxor held a 5 year anniversary celebration at which the attached proclamation was presented to the company by Chairman Warren and Mr. Davis on behalf of the Board of Supervisors, congratulating Axxor on its five year anniversary. RECOMMENDATION: Staff recommends the Board of Supervisors ratify the attached proclamation. P32 fttvpfbauia C4untp 39carb of 6uperbior.5 Axxor Group Recognizing Five -Years of Business Operations in Pittsylvania County WHEREAS, the Axxor Group (Axxor) is a recognized leader in the development, production, and sale of honeycomb made from paper and water-based glues, that is used in numerous furniture, packaging, and automotive products; and; WHEREAS, Axxor located its first U.S. manufacturing facility, Axxor North America, from the Netherlands to the Ringgold East Industrial Park in Pittsylvania County in 2011 with an announced investment of $4.96 million; and; WHEREAS, Axxor is a valued employer of Pittsylvania County residents, and is an active and engaged business member in the surrounding community and Danville-Pittsylvania County Chamber of Commerce; and; WHEREAS, Axxor has successfully operated its Pittsylvania County production facility located at 2275 Cane Creek Parkway, in the community of Ringgold, for five (5) years; then BE IT PROCLAIMED, that the Pittsylvania County Board of Supervisors expresses both its congratulations to the Axxor Group (Axxor) for celebrating its five-year anniversary of its commercial operations of Axxor North America in Pittsylvania County; and, its thanks to the local Axxor North America plant and management for the great economic benefits they bring to Pittsylvania County. BE IT FURTHER PROCLAIMED that a copy of this proclamation be presented to representatives of the Axxor Group (Axxor). Given under my hand this 31 s` day of January, 2017. P33 Wberl W. "Bob" arren, Chairman Pittsylvania County Board of Supervisors CaXxidd'S—mitlhYn_nan, Clerk Pittsylvania County Board of Supervisors PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Ratify Letters of Birthday Recognition SUBJECT/PROPOSAL/REQUEST: Ellawese Thompson — 90`h Birthday James Edward Alderson — 100' Birthday STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 02-02-2017 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: 4 �r ITEM NUMBER: 6(d) INFORMATION: INFORMATION: BACKGROUND: Upon request by families, the Chairman, on behalf of the Board of Supervisors, sends a congratulatory letter to County citizens reaching milestone birthdays. Attached hereto, are two (2) such letters; one to Ms. Ellawese Thompson for her 90th birthday and one to James Edward Alderson for his 100th birthday. RECOMMENDATION: Staff recommends the Board of Supervisors ratify both letters of recognition for Ms. Thompson and Mr. Alderson reaching such milestone birthdays. P34 CD 1767 January 16, 2017 Mrs. Ellawese Tompkins 22o Hodnett's Mill Road Chatham, Virginia 24531 Dear Mrs. Tompkins: Happy 901h Birthday! On behalf of the Pittsylvania County Board of Supervisors I would like to express my sincerest wishes on this memorable occasion. What a pleasure it is to share this important occasion with you. You have experienced 90 years amongst family and friends, witnessed many events and milestones. As you reflect on your cherished memories, I hope that your heart will be filled with happiness. Congratulations on your special birthday, and may you enjoy many more happy years to come. Sincerely, Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors (Ronnie Jones 434-432-8007 — not to be included on printed letter) P35 `.NV, O \ 170 February 6, 2017 Mr. James Edward Alderson 2332 Beverly Heights Road Chatham, Virginia 24531 Dear Mr. Alderson: Happy 100th Birthday! On behalf of the Pittsylvania County Board of Supervisors I would like to express my sincerest wishes on this memorable occasion. What a pleasure it is to share this important occasion with you. You have experienced loo years amongst family and friends, witnessed many events and milestones. As you reflect on your cherished memories, I hope that your heart will be filled with happiness. Congratulations on your special birthday, and may you enjoy many more happy years to come. Sincerely, Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors P36 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Tax Exempt Bonds — Ringgold Volunteer Fire 02-02-2017 Department ACTION: SUBJECT/PROPOSAL/REOUEST: Resolution Authorizing Tax Exempt Bonds STAFF CONTACT(S): Mr. Smitherman CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 6(e-1) INFORMATION: INFORMATION: BACKGROUND: The Federal Government under the Internal Revenue Service sets requirements concerning tax exempt bonds and the cap on those bonds each year. DISCUSSION: Kentuck Volunteer Fire Department is entering into an agreement for financing for an amount not to exceed $333,886.00 with tax exempt status for the purchase of one (1) 2016 Pierce Responder Multi -Use Pumper Mounted on a2016 Freightliner Chassis. On December 22, 2016, the Kentuck Volunteer Fire Department held their legally advertised public hearing (see attached). A supplement to their financing requirements is a resolution from the Board of Supervisors authorizing Kentuck Volunteer Fire Department to participate in financing on a tax exempt status for equipment utilized by them for public use. Attached is Resolution 2017-02-02. RECOMMENDATION: Staff recommends the Board of Supervisors approve Resolution 2017-02-02, noting that the County is not approving/accepting any financial responsibility to this financial transaction; has not exceeded its maximum of $10,000,000 in tax exemption P37 ptttgplbanta Countp 38oarb of 6uperbtfsor!5 RESOLUTION 2017-02-02 WHERAS, the Pittsylvania County Board of Supervisors under the United States Internal Revenue Code receives a $10 -million dollar allocation for tax exempt bonds each year beginning January 1; and WHEREAS, the tax exempt bonds cover boards, agencies and commissions under the Board of Supervisors; and WHEREAS, the Kentuck Volunteer Fire Department is an authorized Volunteer Fire Department identified in Section 31-2:1 of the Pittsylvania County Code, authorizing them to participate in financing on tax exempt status for equipment utilized by the Volunteer Fire Department for public use; and WHEREAS, the Kentuck Volunteer Fire Department has held a public hearing on December 22, 2016 on the tax-exempt financing after publishing the required notice by code; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors hereby approves the Kentuck Volunteer Fire Department entering into a financial agreement as required under the United States Internal Revenue Code for financing to be carried out on a tax exempt basis in the amount not to exceed $333,886.00.00 to finance one (1) 2016 Pierce Responder Multi -Use Pumper Mounted on a 2016 Freightliner Chassis; and BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Kentuck Volunteer Fire Department in order to supplement their financing requirements. Given under my hand this 6u' day of February, 2017. Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P38 VOLUNTEER FIRE DEPARTMENT PUBLIC HEARING LEGAL NOTICE Notice is hereby given, pursuant toPublic Law A _T B UNE No. 100-647 51013(ax24xA) (11188), the the under- L{�1i■ signed will hold public hearing on December 22, 2016 at 7 p.m. at the location of the under- signed list, below to discuss ft acquisition Ig Pittsylvania County Since 1869 by lease purchase of one (1) 2016 Pierce Responder MuIB-Use Pumper Mounted on a 2016 Freightliner Chassis and financial arrange- ments related thereto- APProximate amount of Certificate of Publication issue., $333,886.00. All interested persons are invited to attend. IN WRNESS WHEREOF, I have hereunto set my hand and Official Seal at my office in Ringgold this 21st day of November, 2018. John Robert Barkan the attached order of publication has been pub - Corporate Secretary Kentuck Vol unteer ggoFire arch Rd. Inc. :or t successive weeks in the Star -Tribune, 2li0 Ringgold Church Rd. Ringgold, Va. 24586 12-7-1tu hed at the Chatham office in Pittsylvania County, -I 1 1 Virginia, beginning on `7 20 1 �. Chad Harrison. Publisher ditor, acting agent for the publisher c ;21, 20 � STATE OF VIRGINIA, AT LARGE County of Pittsylvania, To -wit: The foregoing instrument was acknowledged before me this �t G2L day of - My commission expires 3 Jr dal k JOANN H. AMOS NOTARY Pl43LIC Commonwealth of Virginia Reg.#1585 My Commission Expires 28 N. Main Street P.O. Box 111 Chatham, VA 24531 L X/- -� Notary Public P39 Tel.: (434) 432-2791 Fax: (434) 432-4033 legals@chathamstartribune.com PITTSYLVANIA COUNTY Finance Department P.O. Box 426 Chatham, Virginia 24531 January 3, 2017 United Financial of NC, Inc. 58 Wilkie Way Fletcher, NC 28732 Gentlemen: VIRGINIA Phone(434)432-7740 Fax (434) 432-7746 Gretna/Hurt (434)656-6211 The funding for Kentuck Volunteer Fire Department, Inc. has been progressive as per the following schedule: FISCAL YEAR FISCAL YEAR APPROPRIATION FY 2017 (Year to Date) $ 7,500.00 (Capital Funding) $ 1,500.00 (Matching Funds) $ 9,000.00 FY 2016 $ 2,666.66 (EMS Supplement) $ 1,500.00 (Matching Funds) $ 9,426.15 (VA Fire Programs) $ 7,500.00 (Capital Funding) $21,092.81 FY 2015 $ 2,000.00 (EMS Supplement) $ 1,500.00 (Matching Funds) $ 9,028.90 (VA Fire Programs) $ 7,500.00 (Capital Funding) $ 5.000.00 (Carryover Capital) $25,028.90 If you have any questions, please contact my office accordingly. Sincerely, fa'LJULL t 'L Ki berly G. Van Der Hyde Finance Director P40 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Tax Exempt Bonds — Bachelors Hall Volunteer Fire 02-02-2017 Department ACTION: SUBJECT/PROPOSAL/REOUEST: Resolution Authorizing Tax Exempt Bonds STAFF CONTACT(S): Mr. Smitherman CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: 11 ; ITEM NUMBER: 6(e-2) INFORMATION: INFORMATION: BACKGROUND: The Federal Government under the Internal Revenue Service sets requirements concerning tax exempt bonds and the cap on those bonds each year. DISCUSSION: Bachelors Hall Volunteer Fire Department is entering into an agreement for financing for an amount not to exceed $245,000.00 with tax exempt status for the purchase of one (1) 2016 Pierce Responder Multi -Use Pumper Mounted on a 2016 Freightliner Chassis . On January 30, 2017, the Bachelors Hall Volunteer Fire Department held their legally advertised public hearing (see attached). A supplement to their financing requirements is a resolution from the Board of Supervisors authorizing Bachelors Hall Volunteer Fire Department to participate in financing on a tax exempt status for equipment utilized by them for public use. Attached is Resolution 2017-02-03. RECOMMENDATION: Staff recommends the Board of Supervisors approve Resolution 2017-02-02, noting that the County is not approving/accepting any financial responsibility to this financial transaction; has not exceeded its maximum of $10,000,000 in tax exemption P41 Vittolbania QCountp 36oarb of 6uperbi!5om RESOLUTION 2017-02-03 WHERAS, the Pittsylvania County Board of Supervisors under the United States Internal Revenue Code receives a $10 -million dollar allocation for tax exempt bonds each year beginning January 1; and WHEREAS, the tax exempt bonds cover boards, agencies and commissions under the Board of Supervisors; and WHEREAS, the Bachelors Hall Volunteer Fire Department is an authorized Volunteer Fire Department identified in Section 31-2:1 of the Pittsylvania County Code, authorizing them to participate in financing on tax exempt status for equipment utilized by the Volunteer Fire Department for public use; and WHEREAS, the Bachelors Hall Volunteer Fire Department has held a public hearing on December 22, 2016 on the tax-exempt financing after publishing the required notice by code; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors hereby approves the Bachelors Hall Volunteer Fire Department entering into a financial agreement as required under the United States Internal Revenue Code for financing to be carried out on a tax exempt basis in the amount not to exceed $245,000.00.00 to finance one (1) 2016 Pierce Responder Multi -Use Pumper Mounted on a 2016 Freightliner Chassis; and BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Bachelors Hall Volunteer Fire Department in order to supplement their financing requirements. Given under my hand this 6`l day of February, 2017. Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P42 Jan 26 17 04:43p BHVFD vULUN I CtK riKt UtFAKTMENT NBL1C HEARING .mAL NOTICE dce is hel�bMiven, pursuant to Public Law 100-647 S'i013(a)(24)(A) (1988), the under- ned will hold public hearing on Jan. 30, 2017, 7;30 p.m. at the location of the undersigned ed below to discuss its acquisition by lease thase of one (1) 2016 Pierce. Responder it! -Use Pumper Mounted on a 2016 Freight - ,r Chassis and financial arrangements related rete. Approximate amount of issue: $245;000. interested persons are invited to attend. IN rNESS WHEREOF, I have hereunto set my rd and Official Seal at my orfice in Danville 13th day of January, 2017. Wendy Mills, Treasurer Bachelors Hall Volunteer Fire Dept. 1301 Berry Hili Rd. Danville, Va. 24541 — - _ 1-18.1tp P43 4346851653 p.6 Jar 26 1704:40p BHVFD 4346851653 p.1 Serving Pittsylvania County Since 1869 Certificate of Publication I hereby certify that the attached order of publication has been pub- lished once a week for ; successive weeks in the Star -Tribune, a newspaper published at the Chatham office in Pittsylvania County, Virginia, beginning on Chad Harrison Publisher C Editor, acting agent for the publisher 20� STATE OF VIRGINIA, AT LARGE County of Pittsylvania, To -wit: The foregoing instrument was acknowledged before me this � r 2 day of � o/�7 T 4 My commission expires Yk" 3), � o a IoANN H. AMOS N77ARY PUBLIC •� C;;r,,m,onwealth of Virginia g Feg. k -I585 My Cemmissioo Expires 3% /ai * "/ i` Notary Public 213 N. Main Street P.O. Box 111 Chatham, VA 24531 P44 TO.: (434) 4.32-2791 Fax: (434) 432-4033 legals@eh atbamstartribnne. coil] Jan 26 17 04:40p BHVFD 4346851653 p.2 Jan 12,1709:29a DSVF 2766382282 p.1 This Purchase Agreement (together with all attachments referenced herein, the "Agreement ), made and entered into by and between Atlantic Emergency Solutions Inc., a Virginia corporation ("Atlantic"), and Bachelors Hall VPD INC.("Customer") is effective as of the date specified in. Section 3 hereof. Definitions. a. "Produce" means the fire apparatus and any associated equipment manufactured or famished for the Customer by Pierce pursuant to the Specifications. b. "Specifications" means the general specifications, technical specifications, training, and testing requirements for the Product contained in the Atlantic Proposal for the Product prepared in response to the Customer's request forproposal. c. "Atlantic Proposal' means the proposal provided by Atlantic attached as Exhibit C prepared in response to the Customer's request for proposal. d. "Delivery" means the date Atlantic is prepared to make physical possession of tlic. Product available to the Customer. e. "Acceptance' The Customer shall have fifteen (15) calendar days of Delivery to inspect the Product for substantial conformance with the material Specifications; unless Atlantic receives a Notice of Defect within fifteen (15) calendar days of Delivery, the Product will be deemed to be in conformance with the Specifications and accepted by the Customer. 2. Purpose. This Agreement sets forth the terms and conditions of Atlantic's sale of the Product to the Customer. 3. Term of Agreement. This Agreement will become effective on the date it is signed and approved by Atlantic's authorized representative pursuant to Section 22 hereof ("Effective Date") and, unless earlier terminated pursuant to the terms of this Agreement, it will terminate upon the Customer's Acceptance and payment in full of the Purchase Price. 4. Purchase and Payment. 'Ilse Customer agrees to purchase the Product specified on Exhibit A for the total purchase price of $ _244,886.00 ("Purchase Price'). Prices are in U.S. fonds. 5. Future Changes. Various state or federal regulatory agencies (e.g. NI -PA, DOT, EPA) may require changes to the Specifications andror the Product and in any such event any resulting cost increases incurred to comply therewith will be added to the Purchase Price to be paid by the Customer. In addition, any future drive train upgrades (engine, transmission, axles, etc.), or any other specification changes have not been calculated into our annual increases and will be provided at additional cost. To the extent practicable, Atlantic will document and itemize any such price increases for the Customer_ 6_ Agreement ChanLes_ The Customer may request that Atlantic incorporate a change to the Products or the Specifications for the Products by delivering a charge order to Atlantic; provided, however, that any such chance order must be in writing and Include a description of the proposed charge sufficient to permit Atlantic to evaluate the feasibility of such change ("Change Order"). Within (seven (7) business days} of receipt of a Change Order, Atlantic will inform the Customer in writing of the feasibility of the Change Order, the earliest possible implementation date for the Change Order, of any increase or decrease in the Purchase Price resulting from such Change Order, and of any effect on production scheduling or Delivery resulting from such Change Order. Atlantic shall not be liable to the Customer for any delay in performance or Delivery arising from any such Change Order. A Change Order is only effective when counter-sigocd by Atlantic's authorized representative. 7. Cancellation;Tetminat_ion. In the event this Agreement is cancelled or terminated by a party before completion, Atlantic may charge a cancellation fee. The following charge schedule based on costs incurred may be applied: (a) 10% of the Purchase Price after order is accepted and entered by Atlantic; (b) 20% of the Purchase Price after completion of approval drawings, and; (c) 30% of the Purchase Price upon any material requisition. The cancellation fee will increase accordingly as costs ate incurred as the order progresses through engineering and into manufacturing. Atlantic endeavors to mitigate any such costs through the sate of such Product to another purchaser; however Customer shall remain liable for the difference between the Purchase Price and, if applicable, the sate price obtained by Atlantic upon sale of the Product to another purchaser, plus any costs incurred by Atlantic to conduct any such sale. S. Delivery, hisnection and Accemance. (a) Delivery. Delivery of the Product is scheduled to be within 60 calendar days of the Effective Date of this Agreement, F.O.B. Piereds plant. Appleton, Wisconsin or Bradenton FE.. Risk of loss shall pass to Customer upon Delivery. (b) inspection and. Acceptance. Upon Dciivcry. Customer shall have fifteen [IS) days within which to P45 Jan 261704:41p BHVFD Jan 12 1709:29a DSVF 4346851653 p.3 2766382282 p.2 inspect the Product for substantial conformance to the material Specifications., and in the event of substantial non-conformance to the material Specifications to furnish Atlantic with written notice sufficient to permit Atlantic to evaluate such non- conformance ("Notice of Qefeci"). Any Product not in substantial conformance to material Specifications shall be remedied by Atlantic within thirty (30) days from the Notice of Defect. In the event Atlantic does not receive a Notice of Defect within ffifreen (15) days of Delivery, Product will be deemed to be in conformance with Specifications and Accepted by Customer. 9. Notice. Any required or permitted notices hereunder must be given in writing at the address of each party set forth below, or to such other address as either party may substitute by written notice to the other in the manner contemplated bercin, by one of the following methods: hand delivery; registered, express, or certified mail, return receipt requested, postage prepaid; or nationally -recognized private express courier: Atlantic Emergency Solutions, Inc. Director of Order Management 12351 Randolph Ridge Lane Manassas, VA 20109 Fax (703)257-2572 Customer Bachelors Hail VFD INC 1301 Berrvhill Road _ Danville Va. 25451 434685-3120 ., 434 -66o5 -t653 _.._ f0. Standard Warranty. Any applicable Pierce warranties are attached hereto as Exhibit B and made a par hereof. Any additional warranties must be expressly approved in writing by Fierce's authorized representative. a. Disclaimer. OTHER TI -IAN AS EXPRESSLY SET FORTH IN T141S AGREEMENT, NEITHER PIERCE, ITS PARENT COMPANY, AFFILIATES, SUBSIDIARIES, LICENSORS OR SUPPLIERS, THEIR RESPECTIVE OFFICERS, DIRECTORS, EMPLOYEES, SHAREHOLDERS, AGENTS OR REPRESENTAT[VES, MAKE ANY EXPRESS OR IMPLIED WARRANTIES WITH RESPECT TO THE PRODUCTS PROVIDED HEREUNDER OR OTHERWISE REGARDING THIS AGREEMENT, WHETHER ORAL. OR WRITTEN, EXPRESS, iMP1,1E1) OR STATUTORY. WITHOUT LIMITING THE FOREGOING. ANY IMPLIED WARRANTY OR CONDITION OF MERCHANTABILITY, THE IMPLIED WARRANTY AGAINST INFRINGEMENT, AND THE IMPLIED WARRANTY OR CONDITION OF FITNESS FOR A PARTICULAR PURPOSE ARE EXPRESSLY RXCLUDFD AND DISCLAIMED. STATEMENTS MADE BY SALES REPRESENTATIVES OR IN PROMOTIONAL MATERIALS DO NOT CONSTITUTE WARRANTIES. b. Exclusions of Incidental and Consequential Damages In no event shall Atlantic be liable for consequential, incidental or punitive damages incurred by Customer or any third party in connection with any matter arising out of or relating to this Agreement, or [fie breach thereof, regardless of whether such damages arise out of breach of warranty, tort, contract, strict liability, statutory liability, indemnity., whether resulting from non-delivery or from Atlantic's own negligence, or otherwise. I L Insurance. Pierce maintains the following limits of insurance wilt, a carrier(s) rated A- or better by A.M. Best. Commercial General Liability hwitcance_ Products/Complctud Operations Aggregate: $1,000,000 Each Occurrence: 51,000,000 UmbrclIo/£scess LtabAay Inrrrrance_ : Aggregate: $25.000.000 Each Occurrence: $25,000,000 The Customer may request: (z) Pierce to provide the Customer with a copy of a current Certificate of Insurance with the coverages listed above; (y) to be included as an additional insured as Customer's interests may appear (subject to the terms and conditions of the applicable Pierce insurance policy); and (.) request that, prior to cancellation or non -renewal of the applicable Pierceinsurance policy, that the issuing carrier endeavor to provide thirty (30) days advance notice to the Customer of any such cancellation or non -renewal. 12. Indemnity. The Customer shall indemnify, defend and hold harmless Pierce, Atlantic, its officers, employees, dealers, agents or subcontractors, 6nm any and all claims, costs, judgments, liability, loss, damage, arornoys•' fees or expenses of any kind or nature whatsoever (including, but without: limitation, personal injury and death) to all property and persons caused by, resulting from, arising out of or occurring in connection with the Customer's purchase, installation or use of goods sold or supplied by Pierce which are not caused by the sole negligence of Pierce. 13. Force Maieure. Pierce, Atlantic shall not be responsible nor deemed to be in default on account of delays in prrfornance due to causes which are beyond Pierce, Atlantic's control which Inake their performance impracticable, including but: not P46 Jan 26 17 04:41 p Jan 12.1709:30a BHVFD DSVF 4346851653 p.4 2766382282 p.3 limited to civil wars, insurrections, strikes, riots, fires, storms, floods, other acts of nature, explosions, earthquakes, accidents, any act of government, delays in transportation, inability It) obtain necessary labor supplies or manufacturing facilities, allocation regulations or orders affecting materials, equipment, facilities or completed products, failure to obtain any required license or certificates, acts of God or rite public enemy or terrorism, failure of transportation., epidemics, quarantine restrictions, failure of vendors (due to causes similar to those within the scope of this clause) to perform their contracts or labor troubles causing cessation, slowdown, or interruption of work 14. Default The occurrence of one or more of the following shall constitute a default under this Agreement: (a) the Customer fails to pay when due any amounts under this Agreement or to perform any of its obligations under this Agreement; (b) Atlantic fails to perform any of its obligations under this Agreemeni; (c) either parry becomes insolvent or become subject to a bankruptcy or insolvency proceedings; (d) any representation made by either party to induce the other to enter into this Agreement is false in any material respect; (e) the Customer dissolves, merges, consolidates or transfers a substantial portion of its property to twother entity; or (f) the Customer is in defaul(or has breached any other contract or agreement with Atlantic. 15. Manufacturer's Statement of Origin it is agreed that the manufaetarer's statement of origin ("MSO") for the Product covered by this Agreement shall remain in the possession of Atlantic until the entire Purchase Price has been paid. If more than one Product is covered by this Agreement, then the MSO for each individual Product shall remain in the possession of Atlantic until the Purchase Price for that Product has been paid in full. In case of any default in payment, Atlantic may take full possession of the Product, and any payments that have been made shall be applied as payment for the use of the Product up to the date of taking possession. 16. Independent Contractors. The relationship of the paries established under this Agreement is that of independent contractors and neither panty is a partner, employee, agent or joint venturer of or with the other. 17. Assi,-nment. Neither party may assign, its rights and obligations under this Agreement unless it has obtained the prior written approval of the other party. i 8.. — rilmL Aw--ulisdiction. Without regard to any conflict of laws provisions, this Agreement is to be governed by and under the laws of the state of V irginia. 19. Facsimile Signatures. The delivery of signatures in this Agreement by Facsimile transmission shall be binding as original signatures. 20. Entire Agreement. This Agreement shall be the exclusive agreement between the parties for the Product. Additional or different terms proposed by the Customer shall not be applicable, unless accepted in writing by Atlantic's authorized representative. No change in, modification of, or revision of this Agreement shalt be valid unless in writing and signed by Atlantic's authorized representative. 2t. Conflict. In the event of a conflict between the Customer Specifications and the Atlantic Proposal, the Atlantic Proposal shall control. In the event there is a conflict between the Atlantic Proposal and this Agreement, the Atlantic Proposal shall control. 22. Signature. 'Phis Agreement is not effective unless and until it is approved, signed and dated by Atlantic Emergency Solutions, Enc.'s authorized representative. Accepted and agreed to: Atlantic Emergene Solutjans, }nc. No to: r r Dater CUSTOMER:7q �`��C'�. Q; �,{�vcC lyanle:�_,_C,,u..y,Gyn/al �1'9 !�•4'�4 -j Titles __\lY,—L.'r,.e )f --- Date;—_ Date; _—I=—U --4- CUSTOMER: P47 Jan 26 17 04:43p BHVFD 4346851653 p.5 Jan 1217 09:31a DSVF 2766382282 p.4 Name:-- ---- Title: Title: Date: -- CUSTOMER: OMER: Name: Title: Date: P48 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Position description revisions SUBJECT/PROPOSAL/REOUEST: STAFF CONTACT(S): Mr. Smitherman BACKGROUND: AGENDA DATE: 02-6-2017 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Job descriptions REVIEWED BY:1 ITEM NUMBER: 6(f) INFORMATION: INFORMATION: The Pittsylvania County Organizational Chart provides a snapshot of the chain of command as designated by the County Administrator. As permitted by Section 4 of the Personnel Policies manual, the County Administrator may re -organize positions as needed to improve workflow efficiency. As aware, the Administrator did make several revisions to the organizational chart that necessitated revisions to affected positions. The affected positions are outlined below; the associated position descriptions have been modified to reflect new duties/structure. Additionally, the Director of Economic Development has assumed the duties of a former position, Director of Agribusiness. This position has been revised to assume a new role titled Research & Marketing Manager. DISCUSSION: As a result of restructuring the Director of Economic Development position, Mr. Smitherman is proposing a Grade change from 17 to 19 as permitted by the Personnel Policies Manual Section 4, along with the following changes to title and/or job description: Director of Economic Development (grade change from 17 to 19) Assistant County Administrator Planning & Administration Assistant County Administrator Operations Grants Administrator Director of Emergency Management & Safety Research & Marketing Manager (formerly Director of Agribusiness) P49 The following positions were changed in reporting structure: Administrative Assistants report to County Administrator and/or designee; Director of Information Technology reports to Assistant County Administrator Planning & Administration; Grants Administrator reports to Assistant County Administrator Planning & Administration; Human Resources Manager reports to Assistant County Administrator Planning & Administration; Director of Parks & Recreation reports to Assistant County Administrator Planning & Administration; Building & Fire Inspections reports to Assistant County Administrator Operations; Director of Emergency Management & Safety reports to Assistant County Administrator Operations. RECOMMENDATION: Staff recommends the Board of Supervisors approve the requested revisions outlined above. P50 t Position Title: Director of Economic Development FLSA: Exempt Reports To: County Administrator SALARY GRADE: 19 SUMMARY OF POSITION: Under the general supervision of the County Administrator; the incumbent performs difficult professional and administrative work in developing economic initiatives to create jobs, investments and promote economic growth by recruiting new businesses, and expanding industries and growing small businesses. ESSENTIAL Jos FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Initiates, develops, and maintains programs to encourage business and industry to locate and retain location in Pittsylvania County and to promote entrepreneurship and new business formation; • Develops and implements comprehensive long-range economic development strategies in coordination with the Department of Planning and Development, the Industrial Development Authority, the County Administrator, the Pittsylvania County Board of Supervisors and regional partners; • Develops and administers a program of researching, collecting and furnishing information and materials marketing Pittsylvania County to business firms and companies seeking to locate in the County and prepares brochures for interested business and industrial firms; • Seek funding sources for identified agribusiness projects, prepare grant applications, retain necessary documentation and reporting mechanisms, and provide grant follow-ups as needed; • Draft County policies, as directed, to enhance, protect and promote the agricultural base and resources of the County; work with public and private partnerships to enhance the positive exposure of agriculture in the County; • Serves as staff and advisor to the Pittsylvania County Industrial Development Authority; • Prepares marketing plans and development strategies for the Department of Economic Development and Industrial Development Authority, in coordination with the County Administrator; • Works with engineers, architects, contractors, County officials, planners and business executives to acquire and develop parks, sites and buildings, and develop coordinated marketing plans; • Establishes and maintains a database of available, underutilized or vacant industrial and commercial properties in the County, in coordination with state and regional partners; • Consults and confers with regional economic development organizations, local businesses, realtors and advisory committees regarding developmental activity planning and implementation; • Acts as a liaison with State Partnerships and Governor's office in the development of projects, and the Tobacco Commission in coordination with the Assistant County Administrator for Planning Equal Opportunity Employer P51 & Development; • Develops positive relationships between the County, surrounding governmental localities, regional economic development organizations, business and industry, media and general public; • Represents the County in multi -jurisdictional endeavors that focus on economic development; • Develops and maintains the economic development website, in coordination with the County Webmaster; • Provides administrative and marketing support for the County's Virginia Enterprise Zone program; • Delivers presentations regarding economic development activities and prepares comprehensive reports as required • Supervises support personnel and prepares the office budget; • Attends economic development conferences and seminars on behalf of Pittsylvania County; • Submits periodic updates to Board of Supervisors; receives input and feedback; • Participates in planning initiatives for tourism strategies and programs; • Performs related tasks as required. REQUIRED KNOWLEDGE AND SHILLS: • Comprehensive knowledge of modern principles and practices of economic development; • Comprehensive knowledge of the principles and practices of public and business administration; • Ability to attract industry and business for Pittsylvania County; • Plan, assign and coordinate the work programs of office and technical staff; • Prepare clear and comprehensive financial, administrative and economic reports; • Communicate ideas clearly and concisely, both orally and in writing; • Establish and maintain effective working relationships with County officials, employees and the general public. EDUCATION AND EXPERIENCE: Bachelor's Degree from a four-year accredited college or university with major course work in public administration, business administration, marketing or related field and considerable professional experience in economic development activities, or one to two years related experience and/or training; or any experience that combined with education to be equivalent to a Bachelor's Degree in above referenced fields. Master's Degree in public administration, economics, or political science preferred. CERTIFICATIONS AND LICENSES: A valid driver's license issued by the Commonwealth of Virginia. ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily in an indoor environment, but may require visits to outdoor project sites. May be exposed to dangerous machinery, hazardous chemicals and extreme weather conditions. Moderate noise (business office with computers/copiers and printers, light traffic). PHYSICAL REQUIREMENTS: May be required to exert up to 20 to pounds. Requires walking or standing to a significant degree. Occasional overnight travel (up to 201/o) by land and/or air. Work requires standing, walking, and fingering; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal Equal Opportunity Employer PS2 spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of motor vehicles or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities. EQUIPMENT AND TOOLS UTILIZED: Standard equipment includes motor vehicle, personal computer and standard office equipment This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE -REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Signature/Job Title of Supervisor Comments: Date Date Equal Opportunity Employer P53 Position Title: Assistant County Administrator Planning & Administration FLSA: EXEMPT REPORTS TO: COUNTY ADMINISTRATOR SALARY GRADE: 20 SUMMARY OF POSITION: Under the general supervision of the County Administrator; performs difficult professional and administrative work in assisting the County Administrator in directing planning and community development related activities and coordinate with other departments, boards, agencies, and commissions as a representative of the County Administrator. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Develop, Present, and Maintain the Comprehensive Plan • Work with and advise the West Piedmont Planning District on County Projects. • Prepares research reports to serve as a basis for action by the County Administrator. • Represents the County Administrator at conferences and meetings. • Prepares grant applications. • Receives inquiries from County departments, other public agencies, and the public by telephone, in person, mail, electronically, and furnishes information or directs the inquiry to the proper department. • Attends meetings of the Board of Supervisors and provides information as required. • Make presentations to Boards, Agencies and Commissions as directed. • Provide County Administration assistance in the GIS system and mapping system. • Advise and assist the County Administrator in the development and operation of economic development policies, procedures, plans and strategies, including such areas as site development, workforce development, regional cooperation, engineering, studies, funding, and long-range strategic plans; in coordination with the Director of Economic Development. • Act as a liaison with State Partnership and Governor's office for the development of projects, and the Tobacco Commission for project development. • Advise and assist with long-range planning in the County. • Advise and assist with transportation planning in coordination with the Virginia Department of Transportation and the Danville-Pittsylvania County Metropolitan Planning Organization. • Performs other related duties as assigned by County Administrator. REQUIRED KNOWLEDGE AND SKILLS: Equal Opportunity Employer P54 • Knowledge of the principles, practices and techniques of general management and office organization principles and practices. • Knowledge of the organization, function, and methods of operation of the County's departments and Divisions, including budgeting. • Thorough knowledge of the basic laws, ordinances and regulations underlying the municipal corporation. • Knowledge of GIS Computer Program. • Ability to express ideas effectively orally and in writing. • Ability to establish and maintain effective working relationships with other County officials, employees, and the public. • Skill in understanding interpreting and applying relevant statutes, ordinances, rules and regulations. • Skill in working within deadlines to complete projects and assignments. • Skill in assessing, analyzing, identifying and recommending solutions to problems. • Skill in working independently or as a team member. • Skill in operating a personal computer and software applications. • Ability to read, analyze, and interpret the most complex documents. • Ability to write speeches and articles using original or innovative techniques or style. • Ability to make effective and persuasive speeches/presentations on controversial or complex topics to top management, public groups, and/or boards of directors. • Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry; to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. • Proficient in computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, graphics, etc. • Handle multiple projects simultaneously. EDUCATION AND EXPERIENCE: Bachelor's Degree (B.A.) from four-year accredited college or university in public administration, political science, planning, or a related field; or one to two years related experience and/or training; or any experience that combined with education to be equivalent to a Bachelor's Degree in above referenced fields. CERTIFICATIONS AND LICENSES: A valid driver's license issued by the Commonwealth of Virginia. ENVIRONMENTAL FACTORS AND CONDITIONS: • Work is performed primarily in an indoor environment, but may require visits to outdoor project sites. • May be exposed to dangerous machinery, hazardous chemicals and extreme weather conditions. Equal Opportunity Employer P55 • Moderate noise (business office with computers/copiers and printers, light traffic) PHYSICAL REQUIREMENTS: • May be required to exert up to 20 to pounds. Requires walking or standing to a significant degree. • Occasional overnight travel (up to 20%) by land and/or air. • Manual dexterity sufficient to reach/handle items, work with fingers, and perceives attributes objects and materials. EQUIPMENT AND TOOLS UTILIZED: Standard equipment includes motor vehicle, personal computer and standard office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE -REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Date Comments: Equal Opportunity Employer P56 Position Title: Assistant County Administrator Operations FLSA: Exempt REPORTS To: County Administrator SALARY GRADE: 20 SUMMARY OF POSITION: Under the general supervision of the County Administrator; assists in preparing plans, reports and projects; supervises operations of Buildings and Grounds, Animal Services, Solid Waste, Building & Fire Inspections, and serves as County Project Manager; performs various tasks assigned by the County Administrator and fills in from time to time in the absence of the County Administrator due to the close working relationship to the Board on County Operations. Significant contact with the public requiring a decision-making ability. Must represent the County to Federal and State officials/agencies, as well as other board, agencies and commissions ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Reviews and approves or disapproves project site development plans and specifications; • Oversees plans and specifications for County projects/industrial projects, landfill operations, development and maintenance, County buildings and grounds construction, and animal control; • Prepares research reports to serve as a basis for action by the County Administrator; • Excellent interpersonal communication skills; • Represents the County Administrator at conferences and meetings; • Provides technical support in the form of reports, plans, specifications, cost estimates, and technical ordinances as required and provides support to other departments; • Prepares estimates of County projects for budgeting purposes; • Prepares annual budget for Public Works, Solid Waste, Parks & Recreation, Animal Control, and assists the County Administrator in the preparation of the County budget; • Answers questions and resolves complaints from the public regarding engineering, public works, solid waste management, and animal control; • Works with engineers and construction companies on site development, engineering, studies, construction plans and funding of County projects; • Acts as a liaison with Department of Environmental Quality, the Environmental Protection Agency and other Federal and State agencies for County; • Attends professional conferences and seminars on behalf of Pittsylvania County; • Acts as a liaison with other departments within the Commonwealth of Virginia, North Carolina and other states as may be needed to help work with industrial prospects; • Advises and assists with long-range planning in the County; Equal Opportunity Employer Rev 2016 P57 • Speaks to public gatherings and civic groups on engineering and public works projects; • Performs other related duties as assigned by County Administrator. MINIMUM QUALIFICATIONS: • Ability to read, analyze, and interpret the most complex documents; • Ability to write speeches and articles using original or innovative techniques or style; • Ability to make effective and persuasive speeches/presentations on controversial or complex topics to top management, public groups, and/or boards of directors; • Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry; to apply concepts such as fractions, percentages, ratios, and proportions to practical situations; • Ability to define problems, collect data, establish facts, and draw valid conclusions; • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables; • Proficient in computer skills including electronic mail, record keeping, routine database activity, work processing, spreadsheet, graphics, etc. • Ability to handle multiple projects simultaneously. REQUIRED KNOWLEDGE AND SKILLS: • Knowledge of the principles, practices and techniques of general management and office organization principles and practices; • Thorough knowledge of the basic laws, ordinances and regulations underlying the municipal corporation; • Ability to interpret an extensive variety of technical instructions including blueprints, HVAC specifications for industrial buildings, mathematical and electrical diagram forms, as well as general construction knowledge of water, sewer, roads and a wide variety of buildings/industrial buildings; • Knowledge of GIS Computer Program; • Ability to express ideas effectively orally and in writing; • Ability to establish and maintain effective working relationships with other County officials, employees, and the public; • Ability to understand, interpret and apply relevant statutes, ordinances, rules and regulations; • Work within deadlines to complete projects and assignments; • Ability to assess, analyze, identify and recommend solutions to problems; • Work independently or as a team member; • Ability to operate a personal computer and software applications. EDUCATION AND EXPERIENCE: Bachelor's Degree (B.A.) from a four-year accredited college or university in public administration, political science, planning, or related field; with Equal Opportunity Employer Rev 2016 PSS 2-4 years related experience and/or training; or any experience that combined with education to be equivalent to a Bachelor's Degree in above referenced fields. Commensurate experience will be considered in lieu of bachelor's degree. CERTIFICATIONS AND LICENSES: A valid driver's license issued by the Commonwealth of Virginia. ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily in an indoor environment, but may require visits to outdoor project sites. May be exposed to dangerous machinery, hazardous chemicals and extreme weather conditions. Moderate noise (industrial buildings, business office with computers/copiers and printers, light traffic). May require additional duties after normal working hours in order to complete tasks necessary for operations and facilities. PHYSICAL REOUIREMENTS: May be required to exert up to 20 to pounds. Requires walking or standing to a significant degree. Occasional overnight travel (up to 20%) by land and/or air. Manual dexterity sufficient to reach/handle items, work with fingers, and perceives attributes objects and materials. Work requires vocal communication for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of motor vehicles or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities. EQUIPMENT AND TOOLS UTILIZED: Standard equipment includes motor vehicle, personal computer and standard office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE—REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Date Equal Opportunity Employer Rev 2016 P59 Comments: Equal Opportunity Employer Rev 2016 P60 Position Title: Grants Administrator FLSA: Non -Exempt Reports To: Assistant County Administrator Planning & Administration Salary Grade: Grade 13 SUMMARY OF POSITION: Serves as a liaison between departments, and government entities to identify, obtain and coordinate grants. Ensures grants are properly utilized in accordance with the stipulations, and responsibilities associated with the grants. Coordinates with County departments, outside agencies, and grant issuing organizations to comply with documentary and disbursement requirements. Provides administrative support and service to departments to ensure compliance of grant utilization and review. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Monitors the availability of federal and state grants, keeps the Assistant County Administrator informed of such grants, and works to obtain grants for the County; • Works with all County departments to identify funding needs, and to obtain funds for Countyprojects; • Submits grant applications, or renewals to appropriate organizations, offering grants for special projects or services; • Maintains filing systems, both hard copy and electronic; with knowledge and/or training in Laserfiche; • Provides administrative support to the Assistant County Administrator for Planning & Development • Contacts citizens, private corporations, government agencies, and other local governments in a timely fashion to establish cooperation on grants and special projects; • Develops and presents reports on grants and special projects as required for Board approval; • Monitors grant expenditures, and prepares the annual budget for all active grants; • Prepares and submits all documentary, budgetary, and financial requirements to the issuing organization(s); meet deadlines as required by the organization(s); Rev 2016 P61 • Performs related tasks as directed by the Assistant County Administrator. REQUIRED KNOWLEDGE AND SHILLS: Knowledge of the workings of federal, state, and local government; ability to communicate clear and concise specifications (both verbal and written); ability to present information clearly and concisely in public and in person; ability to multi -task, work under minimum supervision; ability to work well under pressure, and carry out independent sound decisions; meet strict deadlines; interact with the public effectively and diplomatically; ability to work well with County staff, and management of other divisions. EDUCATION AND EXPERIENCE: Bachelor's degree, or have worked in related discipline with a minimum of three (3) years experience, and proven track record in grant writing, and program development. Post -graduate certificated study in grant management from the National Grants Management Association (NGMA) preferred. Proficient in research, interpreting and analyzing diverse data. Ability to work collaboratively, and independently to achieve stated goals, and meet deadlines. ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily inside of buildings. Works alone or closely with others. PHYSICAL REQUIREMENTS: Performs work while standing or sitting. Must be able to communicate verbally and in writing with co-workers and other individuals. Use fingers or both hands. Be able to hear well; see clearly and up close. Position may require incumbent to stand or walk a portion of the time with bending, stooping, squatting, twisting, reaching, working on irregular surfaces. May require light physical effort which includes infrequent lifting of up to fifteen (15) pounds, and occasional lifting of up to twenty-five (25) pounds. EQUIPMENT and TOOLS UTILIZED: Telephone, computer, printer, scanner, copier, fax machine, laserfiche, calculator and other commonly used office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE — REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Signature/Job Title of Supervisor Date Date P62 Rev 2016 Comments: P63 Rev 2016 Position Title: Director of Emergency Management & Safety FLSA: EXEMPT REPORTS TO: ASSISTANT COUNTY ADMINISTRATOR OPERATIONS SALARY GRADE: 17 SUMMARY OF POSITION: Under the direct supervision of the County Administrator, the Director of Emergency Management & Safety performs complex administrative and technical work required to develop, organize, direct and maintain an effective, comprehensive emergency services program, E-911 System, Computer -Aided Dispatch (CAD), and Communications system for Pittsylvania County. Provides technical assistance in the prevention of fires through fire investigations. Respond to and provide assistance as requested as a firefighter or hazardous material incidents. Must be able to work closely with, and maintain a positive working relationship with the Sheriffs Office, Town Police Chiefs of Chatham, Gretna, Hurt, the Fire and Rescue Squads, Local Emergency Planning Committee, State and Federal Officials for Emergency Management. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position - specific tasks. • Serves as the Coordinator of Emergency Services; • Serves as Chairman of the Local Emergency Planning Committee; • Advises and helps implement the planning and coordination of, mitigation of, preparedness for, response to, and recovery from all disasters; • Develops and coordinates an overall set of goals and objectives for a total Emergency Services Program and related communications; • Ensures the maintenance and update of the County Emergency Operations Plan; • Develops and coordinates table top exercises, full functional exercises, and properly documents actual incidents for EMA funding; • Fosters a positive working relationship with State and Federal Officials as related to Emergency Management situations; • Provides coordination of training as related to Emergency Services Operations; • Ensures the development and maintenance of the County Hazardous Materials Contingency Plan and related with the Fire Marshal; • Serves as a Deputy Fire Marshal; • Responds to structural fires and other emergency scenes when called upon; • Assists in firefighting operations to preserve fire scene for investigation and evidence recovery; • Conducts origin and cause investigations for fires including fire scene examination, Equal Opportunity Employer P64 evidence recovery, witness interviews, and documentation (photography, sketches, field notes); • Maintains chain of custody and requests laboratory analysis of evidence. • Works with the Deputy Director of Emergency Services (County Administrator) in conducting a Hazard Identification and vulnerability analysis that will focus on mitigation activity; • Establish, implement, maintain, test and evaluate the actual operational systems for responding to known threats to the jurisdiction. Which includes, communications, warning, emergency public information, shelters, radiological defense, and the emergency operations center; • Develops policies and procedures for the law enforcement agencies and fire and rescue programs in Pittsylvania County as it relates to communications or as needed. • Coordinates the physical communications needs of the fire, rescue and law enforcement agencies in Pittsylvania County in conjunction with the Sheriffs Office, Fire and Rescue and other agencies and groups using the communications systems in Pittsylvania County; • Manage complex wireless radio communications systems which includes the coordination of installation and maintenance of wireless mobiles, base stations, control stations, and point to point microwave radio systems; • Manage Information's Systems Network as applicable to the E-91 1 call delivery system and the Emergency Services Program. Which includes Alpha Pagers, text paging, remote fire and rescue printers, and Satellite Weather receiver systems; • Serves as the 9-1-1 Coordinator; • Analyzes and evaluates existing, and potential complex E-911 telecommunications systems for cost effective and efficient operations and recommend new systems and/or modifications, gather requirements and general information regarding users needs relating to new development or enhancements, prepares feasibility studies, monitor technical design in relation to system changes; • Promotion of Public Education relating to E-91 1 system and Emergency Services Programs; • Coordinate the use of mapping, E-911, GIS, and other databases with the County Administrator, Director of Code Compliance, Systems Manager, Fire and Rescue, and Sheriffs Office; • Supervises all telecommunicators in operation and use of all communications equipment and facilities; • Responsible for Government Operations Phone System Maintain department records as needed. • Other duties as required by Assistant County Administrator. REQUIRED KNOWLEDGE AND SHILLS: A comprehensive knowledge of all aspects of Emergency Services Operations. Must have an extensive working knowledge of E-911, Computer, and Communications Systems, Fiber -Optic Wide Area Networking, Local Area Networking, and must possess the skills and abilities to implement an effective system Equal Opportunity Employer P65 within Pittsylvania County. Must possess supervisory skills related to all phases of Emergency Services, Communications and Project Management; ability to communicate effectively both orally and in writing; coordinate system development: implement, operate and maintain in conjunction with the Sheriffs Office, Director of Code Compliance, Systems Manager, County Administrator, and other agencies and groups utilizing the Emergency Operations Center and the E-911 communication system and databases. Must possess excellent inter -personal relationship skills to effectively implement these systems. Technical skills in communications, and E-911 equipment preferred; must be able to coordinate, interface and/or supervise a broad range of programs and personnel as needed. Maintain and foster positive working relationships with all involved agencies, administration, employees, public officials, and the public. Must possess broad knowledge of firefighting, practices, and appropriate use of related equipment. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from high school, supplemented by college level courses in emergency services, or degree in criminal justice, communications, supervision and/or E-911 system. Minimum of two (2) years of supervisory experience; previous experience in budget development and administration; emergency services, law enforcement, fire & rescue. Telecommunications, dispatching, computer usage and networking preferred. Previous technical experience in communications design and repair in a fire, rescue or law enforcement field preferred. CERTIFICATIONS AND LICENSES: Must be willing to obtain Firefighter II certification. Possession of an appropriate valid driver's license issued by the Commonwealth of Virginia. Ability to acquire and maintain National Certified Emergency Number Professional. ENVIRONMENTAL FACTORS AND CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Work is performed primarily in office, vehicles, and outdoor settings, in all weather conditions, including temperature extremes, during day and night shift; • Work is often performed in emergency and stressful situations; • Employee is regularly exposed to hearing alarms and hazards associated with fighting fires including smoke, noxious odors, fumes, chemicals, liquid chemicals, solvents and oils; • Tripping hazards from site debris and unstable walking surfaces; • The employee may be required to respond to and work in natural and/or man-made disaster situations; • The noise level in the work environment is usually moderate in office settings, and loud at emergency scenes. Equal Opportunity Employer P66 (t PHYSICAL REQUIREMENTS: Physical condition that permits activities including, but not limited to, walking and standing for extended periods, crawling, climbing, driving, and working under adverse temperatures and/or weather conditions. The employee is regularly required to stand; sit; walk; talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee frequently exerts between 10 to 20 pounds of force on a regular, and recurring basis and 50 to 75 pounds of force on an occasional basis. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE—REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Comments: Date Equal Opportunity Employer P67 Position Title: Research & Marketing Manager FLSA: Non- Exempt REPORTS To: Director of Economic Development SALARY GRADE: 11 SUMMARY OF POSITION: Under the general supervision of the Director of Economic Development; this position will assist with economic development projects and programs. This is accomplished by coordinating and assisting with special events; assisting companies with hosting site visits and travel, providing administrative support to the Industrial Development Authority (IDA), and the Pittsylvania County Agricultural Advisory Committee (PCAAC). Coordinates with applicable local, state, and federal agencies regarding incentive funding and their associated draw down requests. Maintains a contact and scheduling list for economic development activities. Other duties include working with applicable County staff to distribute news releases, and represent the Economic Development Director as needed in their absence. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Assists with scheduling, and occasionally attends meetings with prospective clients; • Assists with travel arrangements, site visits, managing incentive payments and programs; • Provides assistance to County Attorney's office with Freedom of Information Act (FOIA) requests; • Administers the Virginia Tobacco Indemnification & Community Revitalization Commission draw downs and grants; • Gathers and compiles information, data, and statistics; compiles and maintains a property and buildings database; • Assists the director in responding to request for information inquiries; mailing and emailing documentation in coordination with other departments; • Provides advanced administrative support by typing various correspondence; scheduling meetings, maintaining calendars and contact lists; • Supports committees; • Generates and distributes agendas and documentation for meetings, maintains projects and office files; orders and maintains office supplies; • Assists with maintenance and review of website; • Coordinates announcements and special events by aligning dates and times with all involved parties; • Establishes venue, invitation and catering lists overseeing the execution of events; • Performs other related duties as assigned. Equal Opportunity Employer Rev 2016 P68 MINIMUM QUALIFICATIONS: Possession of a valid State of Virginia Driver's License. Ability to read and interpret most complex documents, to write speeches and articles using original or innovative techniques and styles. Make effective and informative speeches and presentations on controversial or complex subjects to top management, public groups and /or boards, agencies and commissions. Define problems, collect data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of technical instructions relating to agricultural development and /or programs and certifications for farming and agricultural use. Proficient in computer skills including electronic mail, record keeping, routine data base activities, processing spreadsheets and graphics. Handle multiple projects simultaneously. REQUIRED KNOWLEDGE AND SKILLS: • Knowledge of the principles, practices and techniques of general management and office organization principles and practices; • Knowledge of agricultural development programs at the federal, state and local level. • Knowledge of the organizational function of the PCAAC, County departments, and other agencies necessary to assist with successful implementation of agricultural and economic development within the County; • Thorough knowledge of the basic laws, codes and ordinances of regulation underlying a municipal corporation and the agricultural development both on public and private sectors; • Knowledge of the Geographic Information System (GIS) computer program; • Proficient in computer skills, including electronic mail, record keeping, routine data base activities, word processing, spreadsheets, graphics, various marketing techniques to include website, and PowerPoint presentations; • Ability to establish and maintain effective working relationships with County officials and employees, the public and agricultural development specialists, boards, agencies, and commissions. EDUCATION AND EXPERIENCE: Bachelor's Degree (B.A.) from an accredited college or university in agricultural science, public administration, economics, or political science with 2-4 years' experience in administrative support. Commensurate experience will be considered in lieu of bachelor's degree. ENVIRONMENTAL FACTORS AND CONDITIONS/PHYSICAL REQUIREMENTS: Work is performed primarily in an indoor environment, but may require visits to outdoor project sites. May be exposed to dangerous machinery, hazardous chemicals and extreme weather conditions. Moderate noise (industrial buildings, business office with computers/copiers and printers, light traffic). Occasional overnight travel by land and/or air may be required. May require additional duties after normal working hours in order to complete necessary tasks. May be required to lift and carry items up to 25 pounds. EOUIPMENT AND TOOLS UTILIZED: Standard equipment includes motor vehicle, personal computer and standard office equipment. Equal Opportunity Employer Rev 2016 P69 This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE -REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Signature/Job Title of Supervisor Comments: Date Date Equal Opportunity Employer Rev 2016 P70 representatives would likely be on -hand to celebrate the region's, and regions', willingness to work together. This type of an agreement is highly encouraged by Virginia's GoVirginia economic development program. As currently scheduled, this Letter of Intent is expected to be considered by the Town of Hurt and City of Danville at their respective council meetings on February 7s', and by the Town of Altavista's council on February 14`h P71 Position: Director of Parks & Recreation FLSA: Exempt Reports To: Assistant County Administrator Planning & Administration Salary Grade: 17 Summary of Position: Performs complex professional and administrative work directing the activities of the County recreation program, the County park system, and grounds maintenance operations at other County facilities; does related work. An employee of this class is responsible for planning, organizing, directing, and coordinating all activities of the recreation system and for developing and maintaining adequate park facilities. The employee is also responsible for grounds maintenance, including planning and maintenance scheduling, at other County facilities. Work is performed under the general supervision of the Assistant County Administrator. Employee may be subject to varying hours of work, including nights and weekends. Essential Job Functions: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Directs the acquisition, planning, construction, improvement, and maintenance of all department facilities and equipment. Oversees grounds maintenance and operations at all County locations; • Prepares and oversees the operational and capital improvements budgets; • Seeks and maintains memberships and associations with local, regional and state level agencies necessary to effectively promote and enhance existing and create new recreational opportunities; • Coordinate with local recreation leagues and assist in scheduling use of County facilities; • Directs and supervises a comprehensive recreation program; • Directs and maintains an effective public relations program; • Meets with community organizations and the general public to consider current and future recreation needs; • Initiates and prepares media releases concerning department programs; • Prepares reports, surveys and studies for County Administration, and other duties as required by Assistant County Administrator. Knowledge and Abilities: Comprehensive knowledge of all phases of community recreational activities and administration; thorough knowledge of the principles and Recreation Program Coordinator P72 Rev 2016 methods of park and playground planning, development, and maintenance; ability to develop and execute a well-rounded program of recreational activities; thorough knowledge of computer programs including Microsoft Excel, Word, Outlook and the ability to navigate the Internet; ability to develop and maintain effective working relationships with subordinates and other County officials; good knowledge of grounds maintenance. Education and Experience: A four (4) year Bachelor's degree from an accredited college or university with major course work in parks and recreation administration, public administration, or a related field and at least four years experience in parks and recreation administration. Environmental Factors and Conditions/Physical Requirements: Work is performed in both an indoor and outdoor environment. Ability to exert up to 75 pounds of force on occasion, and/or up to 25 pounds of force constantly to move objects. Must be able to communicate verbally with co-workers and other individuals. Ability to listen to and understand information and ideas presented through spoken words and sentences. Use fingers or both hands. Ability to hear and see clearly up close and distantly. Position may require incumbent to stand or walk a portion of the time with bending, stooping, squatting, twisting, and reaching, while working on irregular surfaces. May be exposed to dangerous equipment, hazardous chemicals and extreme weather conditions. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE—REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Signature/Job Title of Supervisor Comments: Date Date Recreation Program Coordinator Rev 2016 P73 t Position Title: Director of Information Technology FLSA: Exempt REPORTS To: Assistant County Administrator Planning & Administration SALARY GRADE: 17 SUMMARY OF POSITION: Performs complex professional and administrative work associated with directing and coordinating all information systems activities of the County; does related work as required. Work is performed under the general supervision of the Assistant County Administrator Planning & Administration. Supervision is exercised over Information Technology Department personnel. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position - specific tasks. • Directs and supervises centralized staff activities for systems development and operations including geographic information systems, and communications networks; • Assesses proposed information systems and recommends appropriate action; • Coordinates all information activities within the County to insure compatibility where necessary and consistency with County -wide Information Systems Plan; • Develops and monitors long term plans established for the County; • Develops plans and budgets for thedepartment; • Ensures that appropriate training and service for hardware and software is provided to users; • Reports to the Assistant County Administrator regarding performance of resources and identifies significanttrends; • Prepares, promulgates and enforces policies and standards for the County in the area of information systems; • Employs, supervises, trains, motivates, and disciplines authorized personnel in a consistent, fair, and uniform manner in accordance with the County's personnel policies including equal employment opportunity and affirmative action; • Reports to work on assigned duty schedule; • Utilizes computer terminal for input, and retrieval of data in the preparation ofvarious reports anddocuments; • Serves on special committees or teams as assigned; • Performs other reasonable duties as assigned. REQUIRED KNOWLEDGE AND SKILLS: Comprehensive knowledge of information systems design and installation; complex problem -solving; thorough knowledge of public administration Equal Opportunity Employer P74 and management; ability to plan and implement techniques for major projects. Ability to establish effective working relationships with County officials and staff, prepare and present complex studies in a clear and precise manner; effectively supervise work of professional personnel. Ability to determine accuracy and thoroughness of work, and observe general surroundings and activities. EDUCATION AND EXPERIENCE: A Bachelor's degree in computer science, management information systems, or related supplemented by extensive professional experience in positions of progressively increased responsibility in information systems, including experience in directing professional personnel inproject implementation. CERTIFICATIONS AND LICENSES: A valid driver's license issued by the Commonwealth of Virginia. ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily in an indoor environment. Noise level is moderate. PHYSICAL REQUIREMENTS: May be required to exert up to 20 to pounds. Use fingers, and hands to operate machines to ensure accuracy and thoroughness of work. Frequent to constant sitting, talking, seeing, hearing and typing. Must be able to effectively communicate verbally, and in writing with co-workers, and the public. Visual acuity is required for preparing, and analyzing written or computer data, and operation of daily equipment. Ability to operate a motor vehicle. EQUIPMENT AND TOOLS UTILIZED: Ability to use standard office equipment, computer, IPad, laptop, servers, software and hardware applications. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE—REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Equal Opportunity Employer P75 Signature/Job Title of Supervisor Date Comments: Equal Opportunity Employer P76 Position Title: Fire Marshal (Fire Official) FLSA: EXEMPT REPORTS To: Assistant County Administrator Operations SALARY GRADE: 15 SUMMARY OF POSITION: Under general supervision from the Assistant County Administrator Operations, the Fire Marshal provides technical assistance in the prevention of fires through fire inspections, public education, and fire investigations. Respond to and provide assistance as requested at fires and emergency or hazardous material incidents. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Performs technical inspections on commercial and industrial facilities to ensure compliance with fire and life safety codes; • Performs technical inspections on one -and two family dwellings (upon request) to insure compliance with fire and life safety codes; • Enforces fire safety codes and issues citations, notices and warnings; • Conducts inspection of certain facilities for licensure under various departments (i.e., Virginia Department of Social Services, Virginia Department of Behavioral Health & Developmental Services, etc.); • Obtain fire inspection warrants and summons for code enforcement; • Conduct inspections or investigations based on citizen complaints or inquiries including code violations and open burning; • Issues fire prevention permits (i.e., fireworks, blasting, explosive storage); • Assists the Office of Building Inspections in the review and examination of building construction plans/drawings to ensure compliance with all fire and life safety codes; recommends corrective action as needed; • Assists the Office of Building Inspections with on-site inspections of residential, commercial, and industrial structures at various stages of construction to ensure compliance with all fire and life safety codes; recommends corrective action as needed; • Provides information and technical assistance to contractors, architects, engineers, developers and the public; • Provides education to citizens regarding fire safety; responds to questions from the general public; provides information relating to fire protection and prevention systems; • Prepares logs, forms, and reports documenting results of inspections and other events or activities; • Issues notices of violation for code violations; pursues other legal remedies, as necessary, to stop violations; testifies in court in code violation cases as necessary; • Prepares correspondence to clarify policy, notices of violation and plan review comments; • Provides technical assistance to other staff, Rev 1/2016 P77 • Develops policies and operating procedures; • Develops and administers an operational budget for the Office of the Fire Marshal; • Responsible for assigning, training and evaluating all departmental personnel; • Supervise employees and makes recommendations relative to hiring, discharge, layoff, suspension, disciplinary action and grievances; • Coordinates the functions of the department with other county departments and other units of government; • Performs routine office tasks, such as typing, filing, faxing, phoning, and copying; • Participates in meetings with representatives of other jurisdictions regarding fire prevention, fire investigation and code enforcement issues; • Responds to structural fires and other emergency scenes when called upon; • Assists in firefighting operations to preserve fire scene for investigation and evidence recovery; • Conducts origin and cause investigations for fires including fire scene examination, evidence recovery, witness interviews, and documentation (photography, sketches, field notes); • Maintains chain of custody and requests laboratory analysis of evidence; • Prepares necessary documents and reports; • Coordinates with the Sheriffs Office, Commonwealth's Attorney, insurance companies and private investigators in the investigation and/or prosecution of fires and fire -related crimes; • Serves as Hazardous Materials Coordinator for Pittsylvania County; • Responds to hazardous materials incidents. Assists the Incident Commander in establishing and following the incident command system to manage emergencies as the need requires; • Assists in classification, identification, and verification of known and unknown materials by using monitoring equipment, shipping papers, vehicle and package markings, and various resource manuals; • Provides defensive action assistance as needed to contain leaks and spills by the use of dams, dikes, and pads; • Assists spiller and /or responsible party in notifying proper agencies which require reporting of a hazardous materials incident; • Assists local, state and federal agencies as needed which may be called in to assist with hazardous materials incidents; • Assists with the evacuation of the general population as needed; • Develops and participates in public information and education programs, including presentations and demonstrations; distributes pamphlets, brochures and other informational/educational material; • Drive and maintains vehicle assigned for use for inspection, investigation, enforcement, emergency response and other duties; • Ensures proper compliance with county and departmental safety procedures; ensures that each employee has the proper safety equipment as needed to perform their respective job functions and duties; ensures that all equipment, materials, and work conditions are adequately maintained to prevent accidents; • Attends code update training as mandated by the Virginia Department of Housing and Community Development (DHCD); • Maintains recertification requirements for Fire Inspector 1031 and Fire Investigator 1033 in accordance with the Virginia Fire Marshal Academy; • Maintains continuing education requirements in accordance with Virginia Department of Housing and Community Development (DHCD) requirements; 2 Rev 1/2016 P78 • Performs other such duties and functions as are necessary or incidental for the proper performance of the position. REQUIRED KNOWLEDGE AND SHILLS: • Working knowledge of fire prevention techniques; • Working knowledge of fire inspection methods; • Working knowledge of effective techniques and methods of fire suppression and control; • Working knowledge of training techniques and practice; • Working knowledge of state fire prevention and building codes; • Ability to effectively enforce codes; • Ability to read and interpret blueprints, drawings, plans and specifications accurately; • Ability to perform accurate inspections during various phases of construction and under varying conditions; • Ability to detect installation, construction, and maintenance violations and recommend corrective action; • Ability to communicate effectively, both orally and in writing; • Ability to deal courteously and effectively with the public; • Ability to perform accurate inspections during various phases of construction and under varying conditions; • Ability to perform fire investigations under dangerous and stressful conditions; • Ability to present public fire education and training programs; • Ability to work under variable schedules, including nights, weekends and on-call; • Ability to operate specialized fire investigation equipment and tools. EDUCATION AND EXPERIENCE: Requires an Associate's Degree with an emphasis in Fire Science, Criminal Justice, or a closely related field and at least five (5) years of experience in fire code enforcement, fire investigation, or criminal investigation experience with at least two (2) years supervisory experience, or any combination of education and experience that would confer equivalent knowledge and ability shall be deemed to satisfy this requirement. CERTIFICATIONS AND LICENSES: • Requires a comprehensive background investigation to include a local, state and federal criminal history check and sex offender registry check; • Requires a valid Virginia driver's license with an acceptable driving record; • Requires current Virginia Department of Fire Programs certification as: Firefighter II (or civilian equivalent qualifications); Hazardous Material Operations; Fire Investigator 1033 and Fire Inspector 1031; • Must obtain Fire Inspector 1031 and Hazardous Material Operations certification within one year of appointment. Must obtain Fire Investigator 1033 certification within eighteen months of appointment; • Must maintain continuous certification in all of the above areas and maintain a valid Virginia driver's license with an acceptable driving record for continued employment; • This position requires being on-call on a rotational basis, after normal work hours for emergency recall. Once notified, a reasonable response time (within one hour) is required. Rev 1/2016 P79 44. +f ENVIRONMENTAL FACTORS AND CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Work is performed primarily in office, vehicles, and outdoor settings, in all weather conditions, including temperature extremes, during day and night shift; • Work is often performed in emergency and stressful situations; • Employee is regularly exposed to hearing alarms and hazards associated with fighting fires including smoke, noxious odors, fumes, chemicals, liquid chemicals, solvents and oils; • Tripping hazards from site debris and unstable walking surfaces; • Unrestrained animals; • Contact with dissatisfied or abusive individuals; • The employee may be required to respond to and work in natural and/or man-made disaster situations; • The noise level in the work environment is usually moderate in office settings, and loud at emergency scenes. PHYSICAL REQUIREMENTS: Physical condition that permits activities including, but not limited to, walking and standing for extended periods, crawling, climbing, driving, and working under adverse temperatures and/or weather conditions. The employee is regularly required to stand; sit; walk; talk or hear; use hands and forgers, handle, feel or operate objects, tools, or controls; and reach with hands and arms. Occasionally required to climb or balance; stoop, kneel, crouch, or crawl. Frequently exerts between 10 to 20 pounds of force on a regular, and recurring basis and 50 to 75 pounds of force on an occasional basis. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. EQUIPMENT AND TOOLS UTILIZED: Operates county vehicle, radio, pager, cell phone; general office equipment, including telephone, computer keyboard, calculator, copy machine and fax machine; binoculars, gas detection devices, specialized fire investigation equipment, standard firefighting equipment, personal protective gear, power tools and hand tools. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE—REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Date 4 Rev 1/2016 P80 Comments: PSI Rev 1/2016 Position Title: Building Official FLSA: EXEMPT REPORTS TO: ASSISTANT COUNTY ADMINISTRATOR OPERATIONS SALARY GRADE: 15 SUMMARY OF POSITION: Under supervision of Assistant County Administrator, the building official performs supervisory, and administrative duties in planning and coordinating the operation of the Office of Building Inspections which includes complex technical duties in enforcing construction codes to ensure public safety and health. Performs technical and skilled inspection work in the Office of Building Inspections in enforcing compliance with the Virginia Uniform Statewide Building Code (USBC), county code, and other related codes pertaining to the construction, erection, repair, alteration, demolition, removal and occupancy of buildings or structures in Pittsylvania County. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list, it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Performs technical review of construction plans to determine and assure compliance with building, fire, plumbing, mechanical, energy conservation, accessibility and related construction codes, ordinances and regulations; • Performs on-site inspections of residential, commercial, industrial and accessory structures at various stages of construction to determine and assure compliance with building, fire, plumbing, mechanical, energy conservation, accessibility and related construction codes, ordinances and regulations; • Provides information and technical assistance related to building codes, construction issues, and county administrative procedures to the public, developers, architects, engineers, and contractors; • Resolves interpretation issues for inspections of buildings under construction and existing buildings for compliance with the Virginia Uniform Statewide Building Code (USBC) and other related codes; • Reviews and approves or disapproves requests for a modification of the Virginia Uniform Statewide Building Code (USBC) and other related codes upon written request. • Prepares logs, forms, and reports documenting results of inspections and other events or activities and maintains building permit and plans records; • Issues notices of violation and stop work orders for code violations; pursues other legal remedies, as necessary, to stop violations; testifies in court in code violation cases as necessary; • Responds to citizen complaints of code violations; inspects and verifies compliance or non- compliance with applicable codes; Rev 1/2016 P82 • Issues Certificates of Occupancy; • Prepares correspondence to clarify policy, notices of violation and plan review comments; • Provides technical assistance to other staff, • Develop policies and operating procedures; • Recommends amendments to the County Building Ordinance pertaining to the respective inspection, enforcement, and investigation functions and duties performed by the Office of Building Inspections; • Develops and administers an operational budget for the Office of Building Inspections. • Responsible for assigning, training and evaluating all departmental administrative and inspection personnel; • Supervise employees and makes recommendations relative to hiring, discharge, layoff, suspension, disciplinary action and grievances; • Coordinates the functions of the department with other county departments and other units of government; • Participates in meetings with representatives of other jurisdictions regarding code enforcement issues or code related issues; • Performs routine office tasks, such as typing, filing, faxing, phoning, and copying. Additional Job Functions: • Performs limited residential and commercial erosion and sediment control inspections. • Drive and maintain county vehicle assigned for use for inspection and enforcement functions and duties; • Ensures proper compliance with county and departmental safety procedures; ensures that each employee has the proper safety equipment as needed to perform their respective job functions and duties. REQUIRED KNOWLEDGE AND SHILLS: • Working knowledge of any combination of electrical, plumbing/mechanical, and building practices, procedures, methods, materials, and equipment; • Working knowledge of applicable state and local codes; • Ability to effectively enforce codes; • Ability to perform accurate inspections during various phases of construction; • Ability to detect installation, construction, and maintenance violations and recommend corrective action; • Ability to read and interpret blueprints, drawings, plans, and specifications accurately; • Ability to communicate effectively, both orally and in writing; • Ability to maintain effective working relationships with building owners and contractors; • Ability to deal courteously and effectively with the public; • Physical condition that permits activities including, but not limited to, walking and standing for extended periods, crawling, climbing, driving, and working under adverse temperatures and/or weather conditions. 2 Rev 1/2016 P83 EDUCATION AND EXPERIENCE: A minimum of five (5) years of building experience as a licensed professional engineer or architect, building, fire or trade inspector, contractor, housing inspector or superintendent of building, fire or trade construction, or at least five (5) years of building experience after obtaining a degree in architecture or engineering, with at least three (3) years in responsible charge of work. Any combination of education, and experience that would confer equivalent knowledge, and ability shall be deemed to satisfy this requirement. Shall have general knowledge of sound engineering practice in respect to the design, and construction of structures, the basic principles of fire prevention, the accepted requirements for means of egress, and the installation of elevators and other service equipment necessary for the health, safety and general welfare of the occupants and the public. CERTIFICATIONS AND LICENSES: Requires a Comprehensive background investigation to include a local, state and federal criminal history check, and sex offender registry check. Requires a valid Virginia driver's license with an acceptable driving record. Shall be certified as a building official in accordance with the Virginia Certification Standards within one (1) year of employment. Must maintain certification in accordance with Virginia Department of Housing and Community Development (DHCD) requirements, and other job related training as required. Maintain a valid Virginia driver's license with an acceptable driving record for continued employment. ENVIRONMENTAL FACTORS AND CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job including, but not limited to the stated hazardous conditions: • Outside weather conditions, including temperature extremes; • Working near moving mechanical parts, on or around heavy equipment, traffic, ladders, open trenches, scaffolding and heights; • Exposure to various dust, chemicals, fumes, odors and gases; • Risk of electrical shock and vibration; • Tripping hazards from construction site debris and unstable walking surfaces; • Unrestrained animals. Contact with dissatisfied or abusive individuals; • May be required to respond to and work in natural and/or man-made disaster situations; • Work is performed primarily in office, vehicles, and outdoor settings; • The noise level in the work environment is usually quiet in the office and moderate to loud in the field. PHYSICAL REQUIREMENTS: The employee is regularly required to stand; sit; walk; talk or hear; use hands and fingers, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Rev 1/2016 P84 EQUIPMENT AND TOOLS UTILIZED: Must be physically able to operate a variety of machinery, and equipment including copiers, computers and or other electronic devices, two-way radios, levels, measuring gauges, circuit testers, meters, hand tools, etc. The employee must be able to wear safety equipment required for each duty including, but not limited to, safety goggles/glasses, hard hats, hearing protection, vests, gloves and safety shoesiboots. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE—REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Signature/Job Title of Supervisor Comments: P8.5 Date Date Rev 1/2016 Position Title: Secretary III / Administrative Assistant — Operations FLEA: NoN-ExEMPT REPORTS TO: COUNTY ADMINISTRATOR SALARY GRADE: GRADE 11 SUMMARY OF POSITION: Under the supervision of County Administrator and/or assigned designee, the incumbent is responsible for performing a wide and complex variety of secretarial, clerical, research and administrative activities which often require the interpretation and application of established policies, rules and regulations. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Takes and transcribes difficult and confidential memoranda, minutes and other correspondence; • Maintains and stays informed of schedule for the Assistant County Administrator; • Serves as backup to the Deputy Clerk for the Board of Supervisors (BOS); • Maintains the indexing of the Board of Supervisors official minutes as needed; • Prepares requisitions and budget requests for Public Works; • Maintains filing systems, both hard copy and electronic; with knowledge of Laserfiche; • Assists Buildings & Grounds with budget reports; • Assists Solid Waste Department; • Generates timesheets and maintains leave accruals for Buildings & Grounds employees; • Assists with inventory of County fleet vehicles; • Conducts research as directed into administrative matters relating to the functioning of the department; • Compiles data and prepares monthly reports as assigned; • Maintains master record of Boards, Commissions, Agencies and Committees; sends updates to BOS and other departments; • Prepares appointment letters and distributes to appropriate Board, Commissions, Agencies and Committees; • Coordinates the County Work Program records, correspondence and reports implemented by the Circuit Court, General District Court, Juvenile & Domestic Relations Court, Adult Probation and Piedmont Community Services; • Types a variety of technical and statistical reports, special studies, documents and correspondence; FMV0jr.-1 P86 • Screens a variety of visitors and telephone calls, and when appropriate, refers to other staff members or personnel; researches and corresponds to citizen requests; • May process payments for departmental expenditures; • Performs routine office duties, including word processing, receiving and making phone calls, routing mail for staff as assigned; duplicating, filing and faxing; • Coordinates the distribution and collection of Economic Interest forms, including financial disclosure statements, and real estate withholdings; • Performs related tasks as directed by the County Administrator. REQUIRED KNOWLEDGE AND SHILLS: • Must possess a thorough knowledge of office methods and practices; • A comprehensive knowledge of filing systems; • Receptionist and telephone techniques; • Experience developing business forms, letters, agendas, transcriptions and other necessary documents; • Must be skilled in report writing, including business English usage, spelling, grammar, punctuation and office terminology; • Ability to prioritize work and complete in a timely fashion; • Must be skilled in various computer software including Microsoft Word, Excel, PowerPoint, Adobe Acrobat and a form of Desktop Publishing; • Ability to type at an acceptable speed with acceptable accuracy; • Possess the ability to deal courteously, effectively and cooperatively with the public and other employees, especially in situations that require tact and discretion, and when answering questions in person and over the telephone; • Ability to exercise good judgment in identifying and handling confidential information and the importance of maintaining confidentiality; • Virginia Notary or the ability to become a Virginia Notary. EDUCATION AND EXPERIENCE: Specific knowledge in vocational, administrative, or technical field obtained with a two-year Associate's Degree, diploma or equivalent from a college, business or technical school. Minimum four (4) years experience as an administrative or clerical assistant. An Associate's Degree with courses in business fields may substitute for two (2) years of experience. ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily inside of buildings. Work alone or closely with others. Rev 2016 PS7 PHYSICAL REQUIREMENTS: Perform work while standing or sitting. Must be able to communicate verbally and in writing with co-workers and other individuals. Use fingers or both hands. Be able to hear well; see clearly and up close. Position may require incumbent to stand or walk a portion of the time with bending, stooping, squatting, twisting, reaching, working on irregular surfaces. May require light physical effort which includes infrequent lifting of up to fifteen (15) pounds and occasional lifting of up to twenty-five (25) pounds. Equipment and Tools Utilized: Telephone, computer, printer, scanner, copier, fax machine, laserfiche, dictaphone, calculator and other common office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE -REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Comments: P88 Date Rev 2016 Position Title: Secretary III / Administrative Assistant — Planning & Administration FLSA: NON-EXEMPT REPORTS TO: COUNTY ADMINISTRATOR SALARY GRADE: GRADE 11 SUMMARY OF POSITION: Under the supervision of the County Administrator and/or assigned designee, the incumbent is responsible for performing a wide and complex variety of secretarial, clerical, research, and administrative activities, which often require interpretation of and application of established policies, rules, and regulations. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Ability to create presentations and marketing materials; • Ability to work with government officials and stakeholders; • Updates Comprehensive Plan as needed; • Ability to plan and coordinate events; • Ability to interpret and apply legal specifications; • Takes and transcribes memoranda and other correspondence; • Maintains and stays informed of schedules and appointments for assigned departments; • Serves as department liaison to the public and keeps department administration informed of public complaints, questions and suggestions; • Routes mail to appropriate staff as assigned; • Maintains filing systems, both hard copy and electronic; with knowledge and/or training in Laserfiche; • Generate monthly reports for work orders on County property; • Provides administrative support to the Assistant County Administrator for Planning & Development, Director of Economic Development and Human Resources Manager; • Prepares and files work orders and purchase orders for assigned departments; • Maintains inventory levels for assigned departments; • Maintain credit card logs for purchases; • Performs related tasks as directed by the County Administrator. Rev Jan 2017 P89 REQUIRED KNOWLEDGE AND SHILLS: • Must possess a thorough knowledge of office methods and practices; • A comprehensive knowledge of filing systems; • Experience developing business forms, letters, agendas, transcriptions and other necessary documents; • Must be skilled in report writing, including business English usage, spelling, grammar, punctuation and office terminology; • Ability to prioritize work and complete assignments in a timely fashion; • Must be skilled in various computer software including Microsoft Word, Excel, PowerPoint, Adobe Acrobat; • Ability to type with accuracy at an acceptable speed; • Possess the ability to deal courteously, effectively and cooperatively with the public and other employees, especially in situations that require tact and discretion, and when answering questions in person and over the telephone; • Ability to exercise good judgment in identifying and handling confidential information and the importance of maintaining confidentiality; • Virginia Notary or the ability to become a Virginia Notary. EDUCATION AND EXPERIENCE: Specific knowledge in vocational, administrative, or technical field obtained with a two-year Associate's Degree, diploma or equivalent from a college, business or technical school. Minimum four (4) years experience as an administrative or clerical assistant. An Associate's Degree with courses in business fields may substitute for two (2) years of experience. ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily inside of buildings. Work alone or closely with others. PHYSICAL REQUIREMENTS: Perform work while standing or sitting. Must be able to communicate verbally and in writing with co-workers and other individuals. Use fingers or both hands. Be able to hear well; see clearly and up close. Position may require incumbent to stand or walk a portion of the time with bending, stooping, squatting, twisting, reaching, working on irregular surfaces. May require light physical effort which includes infrequent lifting of up to fifteen (15) pounds and occasional lifting of up to twenty-five (25) pounds. EQUIPMENT and TOOLS UTILIZED: Telephone, computer, printer, scanner, copier, fax machine, laserfiche, dictaphone, calculator and other common office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. Rev Jan 2017 P90 SIGNATURE — REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Date Comments: P91 Rev Jan 2017 Position Title: Human Resources Manager FLSA: Exempt Reports To: Assistant County Administrator Planning & Administration Salary Grade: 19 SUMMARY OF POSITION: Under the direction of the Assistant County Administrator Planning & Administration, the candidate performs complex administrative and professional work, planning and managing the County's Human Resources programs and activities. Responsible for recruitment and employee selection in close coordination with County departments; designing, planning, and implementing human resource programs and policies; employee classification and compensation; benefit coordination and implementation; employee wellness; coordination of workers' compensation programs; providing training for supervisors on employee evaluations and ensuring that evaluations are completed in a timely manner. Other duties include counseling and advising department managers on employee matters, and advising the County Administrator on employment related issues. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Plans, implements, and manages the County's Human Resource functions, programs, and activities; • Works with County departments for employee recruitment, screening, selection, and succession planning. Ensures standardized recruitment and selection processes and procedures; • Conducts new employee orientation and workplace acclimation; • Reviews, develops, and recommends policies and procedures for effective Human Resource practices and operations; • Prepares, revises, and classifies County position descriptions; • Examines pay scale annually and recommends adjustments for internal and market equity; • Coordinates and implements employee benefits and employee wellness programs; • Assists employees with effective resolutions to benefit concerns; • Establishes relationships with brokers and providers to negotiate annual renewals while adhering to County procurement policies; • Coordinates, with County departments, workers'compensation programs; oversees OSHA compliance reporting and record keeping; • Ensures timely completion of employee evaluations; trains supervisory personnel on methods of performance improvement; develops and revises evaluation instruments. Rev 2015 P92 • Counsels and advises department managers on employee matters. Mediates personnel matters, oversees disciplinary measures and formal grievance processes. • Works with the County Attorney, as necessary, to ensure compliance with Federal, State, and Local regulations regarding public personnel management; • Investigates and documents claims of discrimination, harassment, retaliation, and other matters that could lead to legal implications. Consults with legal counsel as directed by the County Administrator. • Conducts exit interviews and prepares annual report of employee recruitment, turnover and demographics; • Organizes and coordinates professional development programs; • Prepares and distributes monthly employee newsletter; • Advises the Assistant County Administrator on workplace issues involving personnel; performs related work and special projects as directed. REQUIRED KNOWLEDGE AND SHILLS: Thorough knowledge of human resources laws, policies, and practices and the ability to apply principles and logical thinking to a wide range of practical problems. General knowledge of the public service environment, governmental organization and administration. Advanced interpersonal and management skills to successfully communicate with all levels of the organization and to build and sustain effective relationships with County officials, employees, and the general public. Ability to facilitate collaboration, reconcile disagreements and build alternative solutions to problems or concerns. Ability to respond effectively to sensitive inquiries or complaints. Ability to make effective and persuasive speeches and presentations on controversial and complex topics. Ability to use multiple sources of data and information, analyze facts and arrive at timely, fair, appropriate and legally defensible and logical decisions. Ability to prepare related reports and recommendations. EDUCATION AND EXPERIENCE: Bachelor's Degree with major coursework in Human Resource Management, Public Administration, Business Administration or related field with five (5) years' experience in personnel management; or document knowledge and experience which provides the specifically stated knowledge, skills and abilities. ADDITIONAL QUALIFICATIONS (preferred but not required): Public sector HR experience; Senior Professional or Professional Human Resource certification (SPHR or PHR) from the Society for Human Resource Management (SHRM). ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily inside of buildings. Works alone or closely with others. PHYSICAL REQUIREMENTS: Performs work while standing or sitting. Must be able to communicate verbally and in writing with co-workers and other individuals. Use fingers or both hands. Be able to hear well; see clearly and up close. Position may require incumbent to stand or walk a portion of the time with bending, stooping, squatting, twisting, reaching, working on irregular surfaces. May require light physical effort which includes infrequent lifting. EQUIPMENT and TOOLS UTILIZED: Telephone, computer, printer, scanner, copier, fax machine, laserfiche, calculator and other commonly used office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all Rev 2015 P93 the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE - REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Date Comments: P94 Rev 2015 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation — Black History Month sUBJECUPROPOSAL/REOUEST: Proclamation for Black History Month STAFFCONTACTM: Mr AGENDA DATE: 02-06-2017 ACTION: ITEM NUMBER: 6(g) INFORMATION: CONSENT AGENDA: ACTION: INFO�ATION: Yes ATTACHMENTS: Proclamation uFVll .wF.n Ry: BACKGROUND: Each year the Pittsylvania County Board of Supervisors passes a Proclamation in the month of February to commemorate Black History Month. DISCUSSION: Attached hereto, you will find a Proclamation for Black History Month for February 2016. RECOMMENDATION: The staff recommends to the Board of Supervisors to approve the attached Proclamation for Black History Month and authorize the County Administrator to notify the necessary news media. P96 Vittoplbanta County 39oarb of 6uperbi ori vrodamatlon BLACK HISTORY MONTH "The Crisis of Black Education" Whereas, the Board of Supervisors of Pittsylvania County takes pride in joining Americans throughout the country in recognizing February 2017 as National Black History Month; and Whereas, African Americans play an important role in Pittsylvania County, Virginia, and American history, and the famous historian Dr. Carter G. Woodson, a native Virginian and the son of former slaves, brought this fact to the world's attention by founding the Association for the Study of Negro Life and History, publishing significant scholarly works and establishing Negro History Week, the precursor to Black History Month; and Whereas, the theme of this year's celebration is "The Crisis of Black Education" focusing on the crucial role of education in the history ofAf •ican Americans; and Whereas, African Americans have made substantial contributions in human progress in the fields of Economics, Medicine, Law, Science, TechnoloNy, Literature, and in many other phases of human endeavors, and continue to have an important impact on technological advances in the information age and in everyfrontier of science and art; and Whereas, Pittsylvania County is committed to meeting our education challenge and improving our education system for all students, and is honored to celebrate the contributions of African Americans to the fabric of our state; then Now, Therefore, Be It Resolved, that the Pittsylvania County Board of Supervisors do hereby proclaim the month of February, 2017, as Black History Month, and encourage we remember that no matter a person's color, ethnicity, or background, all our County's citizens can make a positive difference in their communities. Given under my hand this day 6`h day of February, 2017. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P97 PUBLIC HEARING P98 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Public Hearing for the Disposition of Public Property 2-6-2017 Associated with Project Turtle SUBJECT/PROPOSAL/REOUEST: -The Board has directed County Staff to advertise and conduct a public hearing for the consideration of disposing public property as part of an economic development initiative. -The Board has the option of either approving or denying the request. STAFF CONTACT(S): Mr. Rowe ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 7 INFORMATION: INFORMATION: ATTACHMENTS: Final deed to be given to Board at meeting REVIEWED BY: BACKGROUND: County Staff have been actively engaged and working with accomplished and proven investors and developers to revitalize and enhance the main streets of the County's towns. The Town of Chatham has been of particular interest to investors and developers, and one of the County's current buildings being utilized for storage has been identified as a unique component of a larger project. The prospective buyer is offering to buy the building under a deed agreement with restrictions for market value. DISCUSSION: In an effort to enhance and revitalize the County's Towns, Staff has arranged for numerous visits by prospective investors to tour properties for possible development and/or redevelopment. The public hearing and proposed sale of County property (the "old Chatham Movie Theatre building") is the result of this effort, and is a unique component of a larger project(s) that will benefit main street Chatham. The buyer has offered to purchase the building and property for $50,000.00; Staff estimates the offer to meet market value. The buyer is proposing to conduct a niche retail operation that will not only result in increased sales revenue, but will also indirectly act as a tourism asset for the Town while creating several new jobs. If the sale is approved by the Board, it will place a currently non -taxed or contributing asset back onto the tax rolls, and will result in the restoration of an aging existing structure. This particular property is part of a larger Chatham main street project that is known as "Project Turtle". The buyer has a proven track record of successfully developing and redeveloping properties in a main street setting. The requesting purchaser will be in attendance at the Board meeting to make a presentation regarding this property only, and will answer any questions regarding this property from the Board. Additional aspects and announcements regarding Project Turtle will be forthcoming in the near future. RECOMMENDATION: After holding the duly advertised public hearing, Staff recommends the Board of Supervisors approve disposing of said property. P99 PUBLIC HEARING NOTICE As required by Virginia Code § 15.2-1800(B), the Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Monday, February 6, 2017, at 7:00 p. m., in the General District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition at 11 Bank Street, Chatham, Virginia, 24531, to receive citizen input on the potential sale of County owned property and appurtenances thereon located at the corner of Bank and Purden Streets in the Town of Chatham, Virginia, more fully described as being property identified as Tax Map # 2426-01-3521 and measuring 0.28 acres. A full text and Documents/materials related to this public hearing topic are available in the 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 www.pittsylvaniacountyva.gov. P100 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing to receive citizen input on the proposed amendments to Articles 1.2, 2.1, 2.6, and 5.1, of the Pittsylvania County Board of Supervisors' Bylaws SUBJECT/PROPOSAL/REQUEST: Public Hearing STAFF CONTACT(S): Mr. Smitherman; Mr. Hunt AGENDA DATE: 02-06-2017 ACTION: Yes CONSENT AGENDA: ACTION: INFORMATION: ITEM NUMBER: 8 INFORMATION: ATTACHMENTS: Proposed changes to Articles 1.2, 2.1, 2.6, and 5.1, of the Pittsylvania County Board of Supervisors' Bylaws BACKGROUND: At the Board of Supervisors' Re -Organizational Meeting, the Board approved Option 1 as presented for 2017 dates/meeting times as follows: Meet the P Tuesday of each month, beginning at 4:30pm; Work Session with staff from 4:30pm until 6pm; Dinner from 6pm — 7pm; Public Hearings, if any, beginning at 7pm; Regular meeting following any public hearings (if any); meeting in November to be held November 28, 2017 due to Thanksgiving holiday schedule; layover threshold increased to $50,000. The Board of Supervisors' By -Laws requires holding a public hearing for citizen input prior to implementation of any amendments. DISCUSSION: The public hearing has been duly advertised in the Chatham Star Tribune. Attached are the draft changes to Articles 1.2, 2.1, 2.6, and 5. 1, of the Pittsylvania County Board of Supervisors' Bylaws. RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration. P101 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Monday, February 6, 2017, at 7:00 p. m., in the General District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition at 11 Bank Street, Chatham, Virginia 24531, to receive citizen input on the proposed amendments to Articles 1.2, 2.1, 2.6, and 5.1, of the Pittsylvania County Board of Supervisors' Bylaws. 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 www.pittsylvaniacountyva.gov. P102 BY-LAWS RULES OF PROCEDURE, AND STANDARDS OF CONDUCT OF THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA (B.S.M. 2/02/04, 4/15/08, 2/02/09, 2/01/10, 4/20/10, 9/20/11, 6/19/12, 2/4/13, 7/01/13, 10/06/14,11/03/14,6/06/16, 2/6/17) To establish and set forth certain rules to provide for the orderly conduct of County business, to prescribe the manner and procedure by which the Board of Supervisors shall conduct matters of business, and to provide for the efficient handling thereof. GENERAL: The term `Board of Supervisors" shall also be understood to mean "the Board" wherein it appears. ARTICLE 1. Election, Composition, and Function of the Board. I.I. The Board shall be composed of seven (7) members who shall be elected by the qualified voters of the County; one (1) member shall be elected from each of the seven (7) election districts. Pursuant to § 24.2-219 of the Code of Virginia, 1950, as amended, beginning with the November 2015 General Election, the Pittsylvania County Board of Supervisors shall be elected to staggered terms as follows: the voters in the Banister, Callands-Gretna, and Dan River Election Districts shall elect a member of the Board of Supervisors for a two-year term, and the voters in the Chatham -Blairs, Staunton River, Tunstall, and Westover Election Districts shall elect a member of the Board of Supervisors for a four-year term. At the November 2017 General Election, the voters in the three (3) Election Districts in which a Supervisor was elected for a two -year term shall elect a Supervisor for a four-year term, and thereafter elections for all Supervisors will be held on a biennial basis for four-year terms. 1.2. At the first regular meeting of the Board in January each year, there shall be elected a Chairman to serve for a period of one (1) year expiring on December 31st, or until replaced by the Board membership. The County Administrator, serving as temporary Chairman, shall take nominations. Nominations require a second, and the vote will be taken in the order the nominations are made. A majority vote is required; a majority shall mean four (4) votes. It shall be the Chairman's duty to preside at all Board meetings, to maintain the orderly conduct thereof, and rule on all matters of parliamentary procedure. He shall sign all voucher warrants of the County; and when the Board is not in session, he shall provide policy guidance to the County Administrator and the County Attorney. The Chairman shall continue to be a voting member of the Board. 1.3. The Board shall also elect a Vice -Chairman to serve a concurrent term with the Chairman. In absence or incapacity of the Chairman, the Vice -Chairman shall assume all the duties and Page 1 of 11 P103 functions of the Chairman. In the case where the Chairman and Vice Chairman are absent from a meeting, the members present shall choose one of their number as temporary Chairman. 1.4. The Board shall have both administrative and legislative responsibilities, some of which shall be discharged in their role as governing body and some of which they derive as an administrative political subdivision of the Commonwealth. The powers and duties of the Board shall include, but not be limited to, the following: preparation and adoption of the County Budget, levying of taxes, appropriating funds, constructing and maintaining County buildings, making and enforcing ordinances, providing for the general health safety and welfare of the public, and generally exercising all other powers and functions normally attributed to government and permitted by the Laws of the Commonwealth. ARTICLE II. Meetinas. 2.1. The Board shall meet regularly on the third Tuesday of each month at 4.30 in the County Administration Building. Main Conference Room:P.Wp.m. for the purpose of discharging their administrative and legislative responsibilities. 2.2. All such meetings shall be open to the public and shall be conducted in an orderly fashion with "Robert's Rules of Order" modified by State Law, being used as the parliamentary procedure. 2.3. The Sheriff of the County or his designee shall act as "Sergeant of Arms" at all meetings of the Board and shall, when so directed by the Chairman, expel any person or persons from such meetings. 2.4. For the purpose of address and order, the Board and its staff shall sit in front of the "public rail" in the Courtroom and all other persons shall sit behind the "public rail." 2.5. Agendas shall be prepared by the Board's staff and used at all meetings. All items requested to be placed on the agenda shall be submitted in writing to the County Administrator five (5) working days before the meeting; however, members of the Board of Supervisors may make oral requests. Any items received after that time shall appear on the next regular meeting agenda unless all members of the Board are present and by a unanimous vote to place such items upon the agenda. 2.6. The order of business at all regular meetings of the Board shall be as follows. No additional items of business shall be considered after the agenda is approved. Call to Order (430 gm • County Administration Building; Main Conference Room) Roll Call ReH Call Pledge of Allegianee Items to be Added to 4:30 p.m.4he-Agenda Approval of 4:30 p.m. Agenda Page 2 of 11 P104 Staff Committee and/or Constitutional Officer Reports Closed Sessions (if any) Recess to 7 p.m. Reconvene Meeting (7.00 m • Pittsylvania County General District Courtroom) Roll Call Moment of Silence Pledge of Alle ig ance Items to be Added to 7:00 p.m. Agenda Approval of 7.00 p.m. Agenda Hearing of the Citizens Consent Agenda Public Hearings (if any) Presentations/Recognitions if an Unfinished Business New Business Appointments Reports from Board Members County Administrator Reports Adjournment 2.7. All presentations to the Board shall normally be limited to no more than ten (10) minutes, except as herein provided. 2.8. Public hearings shall be conducted as follows and any person wishing to address the Board shall do so in this manner: Each person addressing the Board shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time unless the consent of the Board is affirmatively given to extend the speakers allotted time. No person shall be permitted to address the Board more than once on the same subject in any one (1) meeting, but may also address the Board once on more than one (1) subject. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than the Board and the person having the floor, shall be permitted to enter into any discussion, either directly or indirectly or through a member of the Board, without first being recognized by the Chairman. No question shall be asked a Board member except through the Chairman. 2.8.1. Hearing of Citizens shall be identified on the agenda of regular meetings of the Board of Supervisors. Each person addressing the Board shall be a resident or land owner of Pittsylvania County, or the registered agent of such resident or land owner. Each person shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Page 3 of 11 P105 Chairman, shall limit his/her address to three (3) minutes. Speakers shall conclude their remarks at that time, unless the consent of the Board is affirmatively given to extend the speaker's allotted time. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than the Board and the person having the floor, shall be permitted to enter into any discussion, either directly or indirectly or through a member of the Board, without first being recognized by the Chairman. No question shall be asked a Board member except through the Chairman. 2.9. The Board may from time -to -time hold special, adjourned, and informational meetings in accordance with the laws of the Commonwealth. 2.10. Each oral motion or resolution shall be taken down by the Deputy Clerk or Chairman and read back to the whole Board by the Deputy Clerk or the Chairman before any vote is taken. 2.11. Matters presented by the Board are generally used for individual Board members to share information with other members of the Board and the public. Prior to the agenda being prepared, a member of the Board may contact the Clerk or Deputy Clerk and have an item included under this heading. The County Administrator shall prepare an Executive summary which will inform other members of the Board of the particulars pertaining to this item. 2.12. Closed Meetings of the Board shall be requested in the same manner as prescribed in Section 2.5, or by a motion to suspend the rules carried by a majority of the Board; provided all Board members are present. 2.13. Quorum and Method of Voting At any meeting a majority of the supervisors shall constitute a quorum. All questions submitted to the Board for decision shall be determined by a viva voce vote of a majority of the supervisors voting on any such question, unless otherwise provided by law. The name of each member voting and how he or she voted must be recorded. The Board of Supervisors has elected not to have a tie breaker as provided for by the Code of Virginia, and a tie vote on any motion shall be considered defeated as provided for in Section 15.2-1420 of the Code of Virginia, 1950, as amended. Each member present when a question is put shall vote "yes" or "no." No member shall be excused from voting except on matters involving the consideration of his own official conduct or where his own financial interests are involved or where he may have a conflict of interest, pursuant to the Virginia State and Local Government Conflict of Interests Act (Title 2.2, Chapter 31 of the Code of Virginia, Section 2.2-3100,1950, as amended). 2.14. Procedure for Roll Call for Board Members (1) The Members of the Board shall cast votes in district order on a rotating basis (2) The Chairman of the Board of Supervisors shall cast the last vote. Page 4 of 11 P106 2.15. Remote Participation in Board Meeting As authorized by § 2.2-3708.1 of the Code of Virginia, 1950, as amended, the Board of Supervisors of Pittsylvania County, Virginia, shall allow the participation of members of the Board in a meeting through electronic communication means from a remote location that is not open to the public subject to complying with all parts of the following written policy: 1. On or before the day of a meeting, the Supervisor shall notify the Board Chairman that the Supervisor is unable to attend the meeting due to an emergency or a personal matter and the Supervisor shall identify with specificity the nature of the emergency or personal matter, or the Supervisor shall notify the Board Chairman that the Supervisor is unable to attend a meeting due to a temporary or permanent disability or other medical condition that prevents the Supervisor's physical attendance. The Board shall record the specific nature of the emergency, personal matter, or fact of temporary or permanent disability, and the remote location from which the absent Supervisor participated in its minutes. 2. If the absent Supervisor's remote participation is disapproved because such participation would violate the strict and uniform application of this written policy, such disapproval shall be recorded in the Board's minutes. 3. Such participation by the absent Supervisor shall be limited in each calendar year to two (2) meetings, or 25 percent (25%) of the meetings of the Board, whichever is fewer. 4. A quorum of the Board shall be physically assembled at the primary or central meeting location. 5. The Board shall make arrangements for the voice of the absent Supervisor to be heard by all persons in attendance at the primary or central meeting location. Article III. Countv Administrator. 3. 1. The Board may appoint a County Administrator who shall serve at the pleasure of the Board. Once appointed, the County Administrator shall be the Chief Administrative Officer of the County and shall perform his/her duties in accordance with the laws of the commonwealth and the policies of the County as established by the Board in regular or special session for that purpose. When the Board is not in session, the County Administrator shall receive guidance concerning policy from the Chairman, and in his absence, the Vice -Chairman. 3.2. The County Administrator shall be in complete charge of personnel of the County and shall, in accordance with established policy, hire and fire. Any action of the County Administrator concerning dismissal of personnel is subject to review by the Board and can be reversed by a two-thirds vote of the Board. Such review shall be limited to charges of discrimination and failure to follow personnel policies on the part of the Administrator in the conduct of dismissal. 3.3. The County Administrator shall serve as the purchasing agent for the County as defined by Chapter 26, Section 2, of the Pittsylvania County Code. Page 5 of 11 P107 3.4. He shall have charge of the administration of the financial affairs of the County, and to that end, shall have authority and be required to: (a) Cooperate with the Board of Supervisors in compiling estimates for the current expense and capital budgets. (b) Supervise and control all encumbrances, expenditures, and disbursements to insure that budget appropriations are not exceeded; and keep the Board of Supervisors advised as to the financial needs of the County. (c) Require at such intervals as he may deem expedient or as instructed by the Board of Supervisors, report of receipts from each of the departments, boards, commissions, agencies, and he may prescribe the times at, and the manner in which, money is received by them shall be paid to the County Treasurer or deposited subject to modifications as prescribed and set forth in the general laws of the Commonwealth of Virginia. Examine all contracts, purchase orders, and other documents, which create financial obligations against the County, and approve the same only upon ascertaining that money has been appropriated and allotted therefore, subject, however, to the provision that the Board of Supervisors may in its discretion and judgment, amend, modify, and alter this requirement to meet a specific need or requirement of a particular piece of legislation approved by the Board of Supervisors. ARTICLE IV. Standing Committees. 4.1. The Standing Committees of the Board shall be as follows: (a) Finance/Insurance: To aid and advise in the preparation on the County Budget and make recommendations concerning Fiscal Policy. (b) Personnel: To review policies and practices and make recommendations regarding the same. (c) Property/Building: To view buildings and grounds and make recommendations regarding the same. (d) Legislative Committee: The Legislative Committee, in collaboration with the County Attorney, shall review, propose changes, and maintain current revisions to the Bylaws, Rules of Order and Standards of Conduct of the Pittsylvania County Board of Supervisors; review, propose changes and maintain current revisions to the Pittsylvania County Board of Supervisors Policies and Procedures Manual; and review, propose changes, set public hearings for any proposed changes, and maintain current revisions to the Pittsylvania County Codes and Compliances. Page 6 of 11 P108 4.2. Membership to the above -committees shall be appointed by the Board Chairman from the membership of the Board and may include citizen membership. Any appointment so made shall be for a specific term of office as determined by the Chairman. 4.3. The Board may, from time -to -time, direct that the Chairman appoint committees for a specific purpose with a limited duration. 4.4. The Chairman shall be authorized to temporarily participate, including voting, in any committee of the Board of Supervisors for the purpose of creating a quorum and/or taking action. ARTICLE V. Certain Ordinances and Resolutions to Lie Over. 5.1. No ordinance or resolution imposing taxes or appropriating money from general fund balances, not included in the adopted budget, in excess of $50,000, shall be passed until after ten (10) days from the introduction thereof. This shall not restrict the appropriation of State, Federal, or other funds not in the current General Fund balances. ARTICLE VI. Recordation of Ordinances and Resolutions. 6.1. Every resolution upon its final passage shall be recorded in a book kept for that purpose, and shall be authenticated by the signature of the presiding officer and the County Administrator. 6.2. Every resolution shall be authenticated and recorded in the same manner as in 7.1 -above. 6.3. Every motion appropriating funds or adopting an ordinance shall be by roll call vote. 6.4. Every ordinance passed by the Board of Supervisors shall be incorporated into the Pittsylvania County Code. ARTICLE VII. Standards of Conduct. Preamble The citizens and businesses of Pittsylvania County, Virginia, are entitled to have fair, ethical, and accountable local government, which has earned the public's full confidence for integrity. The effective functioning of democratic government requires that public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government; that public officials be independent, impartial, and fair in their judgment and actions; that public office be used for the public good, not for personal gain; and that public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility. To this end, the Pittsylvania County Board of Supervisors has adopted this Standards of Conduct for members of the Board and of the County's boards, commissions, and committees, to assure public confidence in the integrity of local government and its effective and fair operation. Page 7 of 11 P109 1. Act in the Public Interest Recognizing that stewardship of the public interest must be their primary concern, members will work for the common good of the people of Pittsylvania County and not for any private or personal interest, and they will assure fair and equitable treatment of all persons, claims, and transactions coming before the Pittsylvania County Board of Supervisors, boards, commissions, and committees. 2. Comply with the Law Members shall comply with the laws of the nation, the Commonwealth of Virginia, and the County of Pittsylvania, Virginia, in the performance of their public duties. These laws include, but are not limited to: the United States and Virginia constitutions; the Code of the County of Pittsylvania, Virginia; laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities, and open processes of government; and County ordinances and policies. 3. Conduct of Members The professional and personal conduct of members must be above reproach and avoid even the appearance of impropriety. Members shall refrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of other members of the Board of Supervisors, boards, commissions, and committees, the staff or public. 4. Respect for Process Members shall perform their duties in accordance with the processes and rules of order established by the Board of Supervisors and boards, committees, and commissions governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the Board of Supervisors by County staff. 5. Conduct of Public Meetings Members shall prepare themselves for public issues, listen courteously and attentively to all public discussions before the body, and focus on the business at hand. They shall refrain from interrupting other speakers, making personal comments not germane to the business of the body, or otherwise interfering with the orderly conduct of meetings. 6. Decisions Based on Merit Members shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. 7. Communication Page 8 of 11 Pilo Members shall publicly share substantive information that is relevant to a matter under consideration by the Board of Supervisors or boards, committees, and commissions, which they may have received from sources outside of the public decision-making process. 8. Conflict of Interest In order to assure their independence and impartiality on behalf of the common good, members shall not use their official positions to influence government decisions in which they have a material financial interest and shall disclose any substantial organizational responsibility or personal or business relationship to the parties in any matter coming before them. This paragraph is not intended to unduly restrict members who have minor business or professional dealings with clients whose matters come before them. In accordance with the law, members shall disclose investments, interests in real property, sources of income, and gifts; and they shall abstain from participating in deliberations and decision-making where conflicts my exist. 9. Gifts and Favors A member should never accept for himself or herself or for family members, favors or benefits under circumstances which might be construed by reasonable persons as influencing the performance of governmental duties. 10. Confidential Information Members shall respect the confidentiality of information concerning the property, personnel, or affairs of the County. They shall neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial, or other private interests. 11. Use of Public Resources Members shall not use public resources that are not available to the public in general, such as County staff time, equipment, supplies, or facilities, for private gain or personal purposes. 12. Representation of Private Interests In keeping with their role as stewards of the public interest, members of the Board shall not appear on behalf of the private interests of third parties before the Board of Supervisors or any board, committee, commission, or proceeding of the County, nor shall members of boards, committees, or commissions appear before their own bodies or before the Board of Supervisors on behalf of the private interests of third parties on matters related to the areas of service of their bodies. 13. Advocacy Members shall represent the official policies or positions of the Board of Supervisors, boards, commissions, or committees to the best of their ability when designated as delegates for this Page 9 of 11 P111 purpose. When representing their individual opinions and positions, members shall explicitly state they do not represent their body or Pittsylvania County, nor will they allow the inference that they do. 14. Policy Role of Members The Board of Supervisors determines the policies of the County with the advice, information, and analysis provided by the public, boards, commissions, and committees, and County staff. The Board of Supervisors delegates authority for the administration of the County to the County Administrator. Members, therefore, shall not interfere with the administrative functions of the County or the professional duties of County staff, nor shall they impair the ability of staff to implement Board policy decisions. Inquiries to staff shall be made through the County Administrator or the appropriate department manager or director. 15. Independence of Board and Commissions Because of the value of the independent advice of boards, committees, and commissions to the public decision-making process, members of the Board of Supervisors shall refrain from using their positions to unduly influence the deliberations or outcomes of board, committee, or commission proceedings. 16. Positive Work Place Environment Members shall support the maintenance of a positive and constructive workplace environment for County employees and for citizens and businesses dealing with the County. Members shall recognize their special role in dealings with County employees and in no way create the perception of inappropriate direction to staff. 17. Implementation As an expression of the standards of conduct for members expected by the County, the Pittsylvania County Standards of Conduct is intended to be self -enforcing. Therefore, it becomes most effective when members are thoroughly familiar with and embrace its provisions. For this reason, ethical standards shall be included in the regular orientations for candidates for the Board of Supervisors, applicants to boards, committees, commissions, and newly elected and appointed officials. Members entering office shall sign a statement affirming they have read and understood the Pittsylvania County Standards of Conduct. In addition, the Board of Supervisors, boards, committees, and commissions, shall annually review the Standards of Conduct and the Board of Supervisors shall consider recommendations from boards, committees, and commissions to update it as necessary. 18. Compliance and Enforcement The Pittsylvania County Standards of Conduct expresses standards of ethical conduct expected of members of the Pittsylvania County Board of Supervisors, boards, committees, and commissions. Members themselves have the primary responsibility to assure that ethical standards are understood and met, and that the public can continue to have full confidence in the integrity of government. Page 10 of 11 P112 The chairs of boards, committees, and commissions and the Chairman of the Board of Supervisors have the additional responsibility to intervene when actions of members that appear to be in violation of the Standards of Conduct are brought to their attention. A violation of this Standards of Conduct shall not be considered a basis for challenging the validity of a Board of Supervisors, board, committee, or commission's decision. ARTICLE VIII. Amendments and Adoutions. 8.1. Amendments to these By -Laws, Rules of Procedure, and Standards of Conduct may be made at any meeting of the board by a majority vote of the Board present, after a notice of intent to amend has been given to each Board member not less than ten (10) days prior to such meeting and after a duly advertised and conducted public hearing on said amendment(s). 8.2. Adoption of the By -Laws and procedures shall be by simple majority vote of the Board and shall be in force and effect on the day after their passage. Page 11 of 11 PI 13 UNFINISHED BUSINESS P114 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for December 2016 -Motion made by Mr. Barksdale and seconded by Mr. Davis and has now met the 10 -day layover requirement. Requires a roll call vote. SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): Smitherman, VanDerH; BACKGROUND: AGENDA DATE: 2-06-17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: ITEM NUMBER: 9 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of December 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. Staff recommends the reappropriation of $59,470.46 as follows: $226.66 to Board of Supervisors -Travel (100-4-011010-5500), $1,000.00 to Circuit Court -Salaries & Wages (100-4-021100-1100), $6.00 to Circuit Court -Meals for Jurors (100-4-021100-6002), $100.00 to Clerk of Court -Copier Lease, $5.02 to Sheriff - Postage (100-4-031200-5210), $200.00 to Sheriff -Undercover Account (100-4-031200-6024), $250.00 to Sheriff -Parts (100-4-031200-6030), $326.67 to Extradition (100-4-033100-5550), $32.00 to Jail -Food Supplies (100-4-033100-6002), $9,086.64 to E911 -Telephone (100-4-035500-5230), $.54 to Landfill -Engine Accessories (100-4-042300-6032), $908.00 to CPMT-Pool Programs (100-4-053500-7003), $35.00 to Recreation -Park Maintenance (100-4-071100-60065), $4,599.61 to Library -Telephone (100-4-073100-5230), $34,854.72 to Library -Internet Services (100-4-073100-5240), $5.00 to Victim/Witness-Travel (250-4- 021900-5500), $7,834.60 to WIA-Rent (251-4-353853-6014). MOTION MADE BY MR. BARKSDALE AND SECONDED BY MR. DAVIS AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE. Pi 15 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for December 2016 -Requires a motion, second and a 10 -day layover SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 1-17-17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: ITEM NUMBER: 10(b) INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of December 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 $59,470.46 as follows: $226.66 to Board of Supervisors -Travel (100-4-011010-5500), $1,000.00 to Circuit Court -Salaries & Wages (100-4-021100-1100), $6.00 to Circuit Court -Meals for Jurors (100-4-021100-6002), $100.00 to Clerk of Court -Copier Lease, $5.02 to Sheriff - Postage (100-4-031200-5210), $200.00 to Sheriff -Undercover Account (100-4-031200-6024), $250.00 to Sheriff -Parts (100-4-031200-6030), $326.67 to Extradition (100-4-033100-5550), $32.00 to Jail -Food Supplies (100-4-033100-6002), $9,086.64 to E911 -Telephone (100-4-035500-5230), $.54 to Landfill -Engine Accessories (100-4-042300-6032), $908.00 to CPMT-Pool Programs (100-4-053500-7003), $35.00 to Recreation -Park Maintenance (100-4-071100-60065), $4,599.61 to Library -Telephone (100-4-073100-5230), $34,854.72 to Library -Internet Services (100-4-073100-5240), $5.00 to Victim/Witness-Travel (250-4- 021900-5500), $7,834.60 to WIA-Rent (251-4-353853-6014). REQUIRES A MOTION, SECOND AND A 10 -DAY LAYOVER. P116 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLYANIA. COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator FROM: Kim Van Der Hyde Nrl Finance Director SUBJECT: December Expenditure Refunds DATE: January 11, 2017 Phone (434) 432-7740 Fax (434) 432-7746 Gretna/Hurt (434) 656-6211 The list below shows all expenditure refunds that were sent to the Finance Department during the month of December. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-011010-5500 Board of Supervisors -Travel 226.66 Tax/Travel Reimbursement 100-4-021100-1100 Circuit Court -Salaries & Wages 1,000.00 Christmas Bonus Received Judge Moreau 100-4-021100-6002 Circuit Court -Meals for Jurors 6.00 Meal Reimbursement 100-4-021600-60051 Clerk of Court -Copier Lease 100.00 Reimbursement 100-4-031200-5210 Sheriff -Postage 5.02 Overpayment 100-4-031200-6024 Sheriff -Undercover Account 200.00 Restitution 100-4-031200-6030 Sheriff -Parts 250.00 Insurance Claim 1004-033100-5550 Extradition 326.67 Extradition 100-4-033100-6002 Jail -Food Supplies 32.00 Reimbursement P117 TOTAL 1004-035500-5230 E911 -Telephone 9,086.64 Reimbursement 100-4-042300-6032 Landilll-Engine Accessories .54 Tax Reimbursement 100-4-053500-7003 CPMT-Pool Programs 908.00 IV -E Reimbursements 100-4-071100-6006 Recreation -Park Maintenance 35.00 Donation 100-4-073100-5230 Library -Telephone 4,599.61 USAC Payment 100-4-073100-5240 Library -Internet Services 34,854.72 USAC Payment 250-4-021900-5500 Vic/Wit-Travel 5.00 Travel Reimbursement 251-4-353853-6014 WIA-Other Operating 7,834.60 Rent Payments (251-3-000000-150201) EXPENDITURE REFUNDS HIS $59,470.46 NEW BUSINESS P119 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: Recommendations from Finance Committee SUBJECT/PROPOSAL/REQUEST: Recommendations from Finance Committee STAFF CONTACT(S): Mr. Smitherman BACKGROUND: AGENDA DATE: 02-06-2017 ACTION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No 91 ITEM NUMBER: 10 (a) INFORMATION: DISCUSSION: The Finance Committee of the Pittsylvania County Board of Supervisors will meet at 4:30 pm on Monday, February 6, 2017. Any recommendations from that committee will be presented to the full Board of Supervisors. (a) Budget Background -Overview (b) FY2018 Revenue Projections (c) Commissioner of Revenue Update — The Honorable Shirley Hammock (d) Delinquent Tax Collections — The Honorable Vincent Shorter (e) Budget Considerations RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration. P120 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for January 2017 -Requires a motion, second and a 10 -day layover SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds AGENDA DATE: 2-06-17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo STAFF CONTACT(S): e..,;•>.o....�. v...,n,.A4. 4a I REVIEWED BY: BACKGROUND: ITEM NUMBER: 10(b) INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of January 2017 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 $19,244.06 as follows: $117.39 to Fleet -Travel (100-4-012520- 6008), $100.00 to Clerk of Court -Copier Lease, $1.18 to Comm Atty.-Office Supplies (100-4-022100-6001), $150.00 to Sheriff -Undercover Account (100-4-031200-6024), $2,037.31 to Sheriff -Capital Outlay -Vehicles (100-4-031200-8105), $35.75 to Extradition (100-4-033100-5550), $62.00 to Jail -Food Supplies (100-4- 033100-6002), $100.00 to Animal Control -Donations (100-4-035100-5883), $42.73 to B&G-Bldg Maint Supplies (100-4-043100-6007), $1,593.58 to Library -Office Supplies (100-4-073100-6001), $425.99 to Library -Furniture & Fixtures (100-4-073100-6003), $1.33 to Library -Bldg Maint Supplies (100-4-073100- 6007), $540.00 to Library -Books & Subscriptions (100-4-073100-6012), $14,036.80 to WIA-Rent (251-4- 353853-6014). REQUIRES A MOTION, SECOND AND A 10 -DAY LAYOVER. P121 Finance Department P.O. Sox 426 Chatham, Virginia 24531 FITTSYLVANIA COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: January Expenditure Refunds DATE: January 31, 2017 Phone (434( 432-7740 Fax (434)432-7746 Gretna/Hurt(434)656.6211 The list below shows all expenditure refunds that were sent to the Finance Department during the month of January. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-012520-6008 Fleet -Travel 117.39 Out of State Gas Reimbursement 100-4-021600-60051 Clerk of Court -Copier Lease 100.00 Reimbursement 100-4-022100-6001 Comm. Atty-Office Supplies 1.18 Tax Reimbursement 100-4-031200-6024 Sheriff -Undercover Account 150.00 Restitution 100-4-031200-8105 Sheriff -Capital Outlay -Vehicles 2,037.31 Insurance Claim 100-4-033100-5550 Extradition 35.75 Extradition 100-4-033100-6002 Jail -Food Supplies 62.00 Reimbursement 100-4-035100-5883 Animal Control -Donations 100.00 Donation 100-4-043100-6007 B&G-Bldg Maint Supplies 42.73 Restitution P122 100-4-073100-6001 Library -Office Supplies 1,593.58 Donations 100-4-073100-6003 Library -Furniture & Fixtures 425.99 Donations 100-4-073100-6007 Library -Bldg Maint Supplies 1.33 Donations 100-4-073100-6012 Library -Books & Subscriptions 540.00 Donations 251-4-353853-6014 WIA-Other Operating 14,036.80 Rent Payments (251-3-000000-150201) TOTAL JANUARY EXPENDITURE REFUNDS P123 $19,244.06 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Technology Trust Funds (TTF)-Clerk of Court - Requires a roll call vote SUBJECT/PROPOSAL/REOUEST: Budget Amendment for Technology Trust Fund monies STAFF CONTACT(S): Smitherman VanDerH} BACKGROUND: During the budget process, undetermined at the time. AGENDA DATE: 2-06-17 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 10(c) INFORMATION: INFORMATION: ATTACHMENTS: Memo -Clerk of Court Request Technology Trust Fund monies were not included because the amount was Mark W. Scarce, Clerk of Court received notification from the State Compensation Board that there are additional technology trust funds available to Pittsylvania County in the amount of $14,300.00 for FY 2017. These funds will be used for office supplies and data processing. These funds will be reimbursed 100% from the State Compensation Board. Therefore, the following budget amendment needs to be approved and the monies appropriated from the State Compensation Board. 100-4-021600-3161 12,000.00 100-4-021600-6001 2,300.00 14,300.00 RECOMMENDATION: Staff recommends that the Board of Supervisors appropriate $14,300.00 to the Clerk of Court Budget. The breakdown of these funds is listed above. THIS MOTION REQUIRES A ROLL CALL VOTE. P124 a erh of Court Pittsylvania County Circuit Court P.O. Drawer 31 Chatham, Virginia 24531 434-432-7887 Mark W. Scarce Clerk of Court Amt Roach Chief Deputy TO: Kim %%Van Iger Hyde, Director of Finance FROM: Mar"I(V1r Scarce, Clerk SUBJECT: Line Item Transfer DATE: January 12, 2017 Deputies: Terri Clark Heidi Jones Kathy K. Jones Leecy Painter Jane Marsh Suzanne Meadows Katie Owen Judy W. Pierce Arlene Worle-v PLEASE INCREASE THE FOLLOWING LINE ITEMS FROM TTF STATE TRUST FUNDS: LINE ITEM 21600-31610 $12,000.00 LINE ITEM 21600-6001 $2,300.00 P125 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Public Hearing to Amend Pittsylvania County Code (PCC) Section 6-6.3; Property Exempt by Classification or Designation: Properties owned by Patrick Henry Community College SUBJECT/PROPOSAL/REQUEST: Request for Public Hearing STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 01-19-2016 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 11 INFORMATION: INFORMATION: ATTACHMENTS: 1) Letter from the Honorable Shirley Hammock, Commissioner ofthe Revenue RWA BACKGROUND: The Patrick Henry Community College is a 501(c)(3) non-profit organization holding the following properties within Pittsylvania County: GPIN 2420-52-1667; 2420-53-0687; 2420-64-1663; 2420-4-2210; and 2420-41-1685. DISCUSSION: Patrick Henry Community College (PHCC) has submitted applications to the Office of the Commissioner of the Revenue requesting tax exemption on these properties. Pittsylvania County Code § 6-6.3 requires a public hearing for citizen input on proposed amendments to that section before the Board of Supervisors could approve granting such types of tax exemptions. Commissioner Hammock's letter of February 1, 2017 is attached. Should the Board of Supervisors approve holding a public hearing on amending PCC § 6-6.3, a public hearing would be held at the Board's next meeting. RECOMMENDATION: Staff recommends the Board of Supervisors approve the request for a Public Hearing to be held at their next meeting for the purpose of citizen input on amending PCC § 6-6.3 to include Parcels GPIN 2420-52-1667; 2420- 53-0687; 2420-64-1663; 2420-4-2210; and 2420-41-1685 owned by Patrick Henry Community College as tax exempt by classification/designation. P126 Shirley Ycaus Hummock Commissioner February 1, 2017 OFFICE OF COMMISSIONER OF THE REVENUE Mr. David Smitherman Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 PITT'SYLVANIACOUNTY P.1). BOX 272 (11 IVI I ]A%I, %, IR61NIA 24�', 1 (434)432-7940 (434)6i6-6211 FAX14',4)433-7957 shiricy.haunnock(a pittgoc.or- RE: REVISION TO PREVIOUSLY SUBMITTED TAX EXEMPT DESIGNATION APPLICATIONS Dear Mr. Smitherman: On December 7, 2016 1 forwarded to your office applications for tax exempt designation for nine parcels of land owned by PHCC Real Estate Foundation (Patrick Henry Community College Real Estate Foundation). Since the submission of the applications, this office has received deeds of transfer on four of the nine parcels. Deeds of transfer were recorded in the Clerk's office on December 2, 2016 for parcels 2420-43-2534, 2420-43-3426, 2420-43-4307 and 2420-43-0721. I am of the opinion since PHCC Real Estate Foundation no longer owns these properties only the following parcel's applications should be acted upon by the Board of Supervisors: GPIN 2420-52-1667 2420-53-0687 2420-64-1663 2420-4-2210 2420-41-1685 Assessed Value 15,000 2,000 162,500 99,000 16,000 Exempt levy @.59 88.50 11.80 958.75 584.10 94.40 Total Assessed Value: 294,500 Total Levies: 1,737.55 Should you need any further information, please let me know. Regards, Shirley Y. Ham ock Commissioner of the Revenue P127 AGENDA TITLE: Personnel Policies Manual PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 02-6-2017 SUBJECU/PROPOSAUREOUEST: I ACTION: Modification to policies as permitted by Section 1.1 of Yes the Personnel Policies Manual. STAFF CONTACT(S): Mr. Smitherman; Ms. Jordan; Mr. Sides BACKGROUND: CONSENT AGENDA: ACTION: ATTACHMENTS: Memo WE ITEM NUMBER: 12 INFORMATION: INFORMATION: The Pittsylvania County Personnel Policies Manual is a living document that requires continuous review and from time to time modifications. Therefore, the accompanying memo outlines modifications deemed necessary to increase efficiency and consistency throughout county departments. DISCUSSION: The sections as outlined in the memo define paid status relative to benefits. The ability to accrue leave will become consistent for all county employees actively at work. The Workers' Compensation and Injury Leave policy sections are updated to minor the reimbursement process through the county's workers' compensation carrier and payroll. Staff recommends the Board of Supervisors approve the requested revisions as outlined in the personnel memo. P128 PITTSYLVANIA COUNTY VIRGINIA C.� S Y L Lisette Jordan c� 9 1 Center Street Human Resources Manager L o Chatham Virginia P.O. Box 426 a �� a ae Phone (434) 432-1976 Chatham, Virginia 24531 �' ,n ✓ Y t Fax (434) 432-7714 Lisette.Jordan@pittgov.org ` 1767 P www12ittsyiyaniacouniyyagoy MEMORANDUM To: David Smitherman, County Administrator Greg Sides, Assistant County Administrator Planning & Administration From: Lisette Jordan, Human Resources Manager Date: 2-6-2017 Subject: Personnel Manual Clarifications / Updates The following language is requested to update the County's Personnel Policies Manual effective the date of this memo. The definition of paid status is actively at work relative to benefits. Personnel covered under the grievance process is narrowed to full-time employment. The donation of vacation leave will be removed from the manual in order to prevent any conflict, and perception of bias between departments and amongst staff. Donation requests approved prior to the date of this memo will be honored. The following sections will reflect the above changes: • Section 6.2, F (Donation of Vacation Leave), page 20. Section removed. • Section 6.2, G, 5a (Sick Leave Bank - Procedures Concerning Use), page 21. Sentence added: employees do not accrue leave until he/she returns to work. • Section 6.3 (Hybrid Leave Program), page 23. Paid status is when an employee physically returns to work. Regardless of VRS plan type, employees will not accrue vacation and sick time when out on leave. • Section 6.3 (Hybrid Leave Program), page 24. Remove section 6, no longer applies. • Section 6.5 (Injury Leave) remove wording "leave without pay" replace with "workers' compensation." • Section 16.2 Coverage of Personnel, Grievance. Wording narrowed to full-time employees. Other classifications are covered by required Equal Employment Opportunity and Department of Labor laws. P129 • Section 19.4 (Workers' Compensation) third paragraph revised wording — employee will receive regular salary according to Section 6.5 (Injury Leave). The County will be reimbursed wages it pays to the employee in the amount of 66 2/3 percent from workers' compensation. Removed wording in sixth paragraph "leave without pay" replace with "workers' compensation." See attached for Sections 6.5 & 19.4. P130 The absence of an employee for the reasons stated shall be a charge against earned sick leave credits time in one-hour increments: A An illness, condition, or non -work related injury incapacitating the employee to perform his duties; B. An exposure to a Contagious disease such that presence on duly would jeopardize the health of fellow employees or the public; C. Appointment for examination and treatment related to health when such appointment cannot reasonably be rescheduled during non -work hours; on the basis of the availability of local resources in the area of employment. the County Administrator may establish limits upon the charge of sick leave for keeping such appointments; D. Sick leave is also available when dependents/spouse requires the employee's assistance not to exceed three (3) days at one time. In situations where the employee is required to care for a child, parent, or spouse exceeds three days and the medical situation meets the defindion of a serious medical condition, the absence may be considered a qualifying event under the Family and Medical Leave Act. (See Family and Medical Leave Act) Other legitimate causes which, in the discretion of the County Administrator and/or the Elected Constitutional Officer, may be classified as sick leave. E. Final Sick Leave Settlement Whenever possible, department heads shall budget when a retirement is foreseeable. Upon retirement with ten (10) or more years of service, an employee shall be paid his/her hourly rate, up to a maximum of $1,250 for unused sick leave or S2,5D0 for twenty (20) or more years of service. (This applies to VRS Plan 1 & 2 Employees to include prior years of service). F. Donation of vacation Leave fimpleyeas may vokunite-vesalian-leave�eanether-empbyeewge-hasexhauste9 h» her-siek-and-vacati m4eave4ue4o-an-extended non jogs;-or far AR employee fG eu sy-&tse-as-sieJcaeave-A71l Only �-leaveararsl-9e appwvad-by thefeunly-Admkustsabr-andbr�onstitubenaNy-Eleoted... _._ _. _._.....____.... G Sick Leave Bank - (Non -Hybrid Employees) 1. The purpose of the Sick Leave Bank is to provide additional sick leave for those eligible employees who have prolonged, catastrophic or long term illness or injury and who have exhausted their sick leave. 2. The Bank will be maintained as long as at least one-third (113) of the eligible employees agree to participate and will be declared inoperative at a specific time to be determined by the County Administrator and/or his designee. 3. Membership Eligibility a. Eligible employees are those who are members of the Virginia Retirement System (VRS) Plan i and Plan 2 programs and who earn sick leave benefits according to division policy. Employees under the VRS Hybrid Retirement Plan. which includes short-term and long-term disability coverage, will not be eligible to participate in the Sick Leave Bank b. Membership shall be voluntary on the part of the employee. 4. Enrollment Period a. An eligible employee becomes a member of the Sick Leave Bank by submitting the Sick Leave Bank Enrollment Form. By Completing this form, the employee donates two (2) days of his/her sick leave to the Sick Leave Bank and one day thereafter when an assessment is required. b. An employee may enroll within the first thirty (30) days of employment. 20 P131 wrmrental fuq_aenwve_ c. An employee who does not enrol when first eligible may do so between any subsequent August 1st through August 31st by completing a Sick Leave Bank Enrollment Form. d. Membership in the Bank shall be continuous unless the employee informs the County Administrator and/or his designee in writing of his/her intent to discontinue participation at the time that an additional assessment is required in order to maintain the Sick Leave Bank. 5. Procedures Concerning Use a. Sick Leave Bank members must exhaust their own sick leave prior to drawing from the Sick Leave Bankemployees do not accrue leave until he/she returns to work .. cararrented (Uz7: Samna• aeeea r•r•i•tlsr.Uen. b. A member must make application for the use of the Sick Leave Bank entitlement by completing and filing a Sick Leave Utilization Application with the Human Resources Manager anWor designee). c. For the participating member to be eligible to receive sick leave benefits, a doctor's cert8icate is required. The certificate is to be submitted to the Human Resources Manager, and must contain the lob title of the applicant, medical certification, and statement that the member is totally unable to work as a result of the illness or disability and the approximate length of absence. d. All applications will be reviewed by the (Human Resources Manager and County Administrator) whose decision to approve or disapprove the application will be final, binding and not subject to appeal. e. The Human Resources Manager and/or his designee shall maintain a current list of Bank members. I , A "day' in each case refers to eight (8) hours. g. The first thirty (30) consecutive days of illness or disability will not be covered by the Bank but must be covered by the employee's own accumulated sick leave or leave without pay. In. Employees on Worker's Compensation shall not be permitted to draw from the Bank. i. A member may discontinue participation by giving written notice to the Human Resources Manager and/or designee within ten (10) calendar days from the date of notification of any additional assessment to be made. 1. An individual member may draw thirty (30) days from the Bank during any one fiscal year. Any period of eligibility must be consecutive except as provided below. If the member suffers a recurrence of the same illness, disability or condition that resulted in the initial utilization of Sick Leave Bank benefits and if the member has not drawn the maximum number of days (thirty (30) for one (1) fiscal year), then the member will not be required to complete an additional eligibility period of thirty (30) consecutive days prior to being eligible for continuation of Sick Leave Bank benefits. k. Any Sick Leave Bank days not used at the end of one (1) fiscal year will carry over to the next fiscal year.. I. Upon termination of employment or withdrawal of membership from the Bank, a participating employee shall not be permitted to withdraw his/her contributed day (s). m. Sick Leave Bank days are for employee use only and do not apply to absence due to family illness. 6. Additional Assessment a. Members of the Bank shall be assessed a maximum of one (1) day of sick leave per year if the Bank falls below ninety (90) days. A member may withdraw from the Bank if he/she does not accept the additional assessment but shell lose all contributed days to that point. Members who do not have leave to contribute will be assessed this day from the first sick leave subsequently accumulated. 21 P132 12 11 96 Eligible full-time employees hired from July 1 through December 31 Sick Leave Credit in Sick Leave Credit in Hours Days 6 48 3. Effect of Leave without Pay on Sick Leave Credit If an employee is on leave without pay on the day that the sick leave credit is granted the sick leave credit is not granted until the employee is on paid status. Paid status is when an employee physically returns to krk;._ commented [u31: Pam MM ii 4. No Carry Over or Payment Upon Separation The sick leave credit does not accrue. No carryover of the sick leave credit from year to year is allowed. Sick leave credit balances are not paid out upon separation. 5. Use of Sick Leave Credit Sick leave may only be used to cover any absence from work because of a personal illness, injury, or physical incapacity that prevents the employee from performing hislher job or exposure to contagious disease, when the employee's presence on duty would jeopardize the health of fellow workers or the public. An illness, injury, or medical condition that involves inpatient care in a hospital, hospice, or residential medical care facility, or an incapacity that lasts more than three consecutive work days may be considered a serious health condition and subject to the requirements of the Family Medical Leave Act. The County may also designate the leave as FMLA leave without a request from the employee. Medical appointments that cannot be scheduled outside of work hours (regularly scheduled, routine appointments should be scheduled outside of work hours, when possible). When an employee is absent for sick leave they shall inform their supervisor at the earliest possible time, to assure full coverage of departmental work responsibilities - If an employee is away from work for three (3) or more consecutive work days, the employee may be asked to provide a doctor's statement and may be asked to provide a written release from his physician to return to work An employee must keep his supervisor informed of his work status through regular contact. Employees may use sick leave or any other accrued leave balance to supplement their short term disability to receive up to 100% of their pay The sick leave credit cannot be used until it is granted. There is no borrowing against future credits. Sick leave is charged against employees as used in one-hour increments, unless it Is used to supplement their short term disability. Abuse of sick leave is considered grounds for counseling and/or discipline Sick leave is also available when dependents/spouse requires the employee's assistance not to exceed three (3) days at one time In situations where the employee is required to care for a child, parent, or spouse exceeds three days and the medical situation meets the definition of a serious medical condition, the absence may be considered a qualifying event under the Family and Medical Leave Act. (See Family and Medical Leave Act). 23 P133 6.4 6.6 Other legitimate causes which, In the discretion of the County Administrator and/or the Elected Constitutional Officer, may be classified as sick leave. & Sisk-Leave-BalanBOB of Fmp iyeeaADptfrig-In4o4he-Hybrid-Retirenlent j7len! Upar�-parirrnpatian-iR�lae �iRB-4{ybild-{iaiirEmEnl-plan,—mthe Sok leave blikinaea-@1-el�gil4e ema6yees-epUxj4A-+4 b _ ... _-#re stale. At :�-�isarelion-ot-Ehe-C,auntY Administrator these balances -may -be used to offsetlreptase income when the employee 4aon she# soannual seaversien-ef-a-{re#wn-ef-Dalanea-irr-tnaireaerr- state e-annual-4eave{ret-te Exseed-the maximum-mrvyevsr-fer-annuaPeave)- 7. County's Sick Leave Bank Employees under the VRS Hybrid Retirement Plan which includes short-term and long-term disability coverage will not be eligible to participate in the County's Sick Leave Bank. BEREAVEMENT LEAVE When there is a death in the employee's family, full-time employees are allowed a leave of absence with pay in order to attend the funeral or memorial service of a family member, to experience the initial grieving process, and to lake care of personal business specifically related to the death in the family. Bereavement leave will be granted for a period not to exceed three (3) working days. The leave is not automatic and should not be requested or granted unless used as intended. Bereavement leave does not accumulate from year to year and must be approved by the department head and/or elected constitutional officer. For purpose of bereavement leave, employee's family is defined as parent/stepparent. child/stepchild, spouse, brother/stepbrother, sister/stepsister, grandparent. grandchildren, father-in-law, mother-in-law, brother-in-law. sister-in-law of employee or spouse, or any relative living in the household of the employee. INJURY LEAVEL._._--- _......__-____........_..__.._. _._... .....__ __._ Injury leave may be granted during the seven (7) day Workers' Compensation waiting peri0d disability requirement. because of an employee's incapacity to work as a result of an injury or illness that occurred during the course of an employee's job performance. Injury leave during the first seven (7) days pays an employee hisrher regular rale of pay. Should leave extend beyond the seven day period, the County will pay the difference between workers compensation benefits, and the employee's full salary otherwise payable, so that total payments will not exceed the normal salary for a period of (92 Calendar days). Such payments by the County will not be charged against the employee's sick leave, compensatory leave or vacation credits, The County will continue to maintain the employees health and life insurance coverage. The employee must pay for other benefits that are usually deducted from his or her salary. If the absence continues beyond the (92 calendar days) limit, employees will be allowed to use accumulated sick leave, compensatory leave, and vacation leave to continue receiving the difference between compensation paid under the Workers Compensation Act and full salary otherwise payable. Charges against balances to earned leave will be made in the same proportion to full days as the earned leave payments are to full pay. The injured employee will not accrue sick leave and annual leave credits while on leave without pay. If the Workers' Compensation carrier makes a determination an injury or illness is not job- related, the absence will be charged to sick leave until a proper ruling is made. If sick leave is exhausted, the absence will be charged to vacation leave, and if necessary, leave without pay. If the injury is finally ruled to be job-related all sick leave and/or vacation leave will be restored according to the terms of injury leave. (See section 19.4 Workers' Compensation and Family and Medical Leave section 6.16 as described in this manual). 6.6 PERSONALLEAVE 24 P134 cammented[Lly: remove, no bnreran gxim --1 ....-�4narr6lr[ad [US]: Wartachmembr updaud wortlira. paragraph, the action shall be upheld upon a showing by the County that: a) There was a valid business reason for the action, and b) the employee was notified of the reason in writing prior to the'eRective date of the action. 16.2 COVERAGE OF PERSONNEL All non-pmbabonary full -time -and Piet -time employees are eligible to file grievances under this —_ ---. nxedu w«ibihe exception of ihefpliowing:_.___........... . A. Key officials o1 the County. For purposes of this procedure, a key official is defined as the ^^e.r arse tamnaon uve _-_ head of any County department. B. Members of boards and commissions. C. Employees whose terms of employment are limited by law. D. Officials and employees who serve at the will or pleasure of an appointing authority. E. Appointees of elected individuals or elected groups. Temporary, part-time and probationary employees may, however, use this procedure if there is a claim of unlawful discrimination or retaliation. An employee who has voluntarily resigned may not have access to the grievance procedure after the effective date of the resignation. Temporary aulea-termantl .......... _________._..... __._..... I cammerted NTI: ow:^i.rvlraa.rmoron 16.3 STEPS OF THE GRIEVANCE PROCEDURE A. Step t. An employee who believes he has a grievance and wishes to utilize this procedure shall discuss the grievance informally with his immediate supervisor within twenty (20) calendar days of the occurrence of the incident giving rise to the grievance, or within twenty (20) calendar days following the occurrence of the incident, given the employee reasonably should have gained knowledge of its occurrence, or twenty (20) calendar days after the disciplinary process. A response to the grievance shall be communicated, either orally or In writing, to the grievant within ten (10) calendar days, Now: If the complaint is alleging discrimination or retaliation by the immediate supervisor the grievance may be presented at Step 1 to the department head or, if there is no department head above the immediate supervisor to the County Administrator. If Step 1 is with the County Administrator, Step 2 is omitted, and the written grievance is presented to the County Administrator. The grievance proceeds immediately to Step 3. B. Step 2. If the grievant is not satisfied with and does not accept the Step 1 response, or if a response is not provided within the required time frame, the gnevant may proceed by putting the grievance in writing on the Grievance Form which follows this procedure. The Grievance Form shall be delivered, by mail or in person, to the department head within ten (10) calendar days of receipt of the supervisors response or the deadline for that response, whichever occurs first. If the immediate supervisor is the department head, the mitten grievance should be presented to the County Administrator and it will proceed as if it were at Step 3. The grievant shall specify the relief that he expects to gain through the use of this procedure. The department head shall promptly meet with the grievant. Normally, the only persons who may be present at the meeting or hearing shall be the agency head, the grievant, and the appropriate witnesses. The department head shall render a written response to the grievance within tan (10) calendar days following receipt of the completed request form with a copy of the response being sent to the County Administrator. By mutual consent of the grievant and the department head, the grievant may skip Step 2 and proceed directly to Step 3 C. Step 3. If the grievant does not accept the response at Step 2, or if the department head fails to respond within the required time frame, the grievant shall indicate his desire to advance the grievance to Step 3 on the Grievance Form. The Grievance Form shall be 44 P135 Some preliminary information gathered will include: L Wilnesslnterviews Witnesses include those present at the time of the incident and also those who were in the area just before or atter the incident as well. They should also be questioned about whether they have discussed the incident with others. Z Corrective Actions Corrective actions will be determined for each and every cause identified during the investigation process. The minimum corrective action will be a brief retraining session for all department employees that conduct the same task as employe(s) involved in the incident. It may be possible to yield greater benefils by including procedural and physical changes in the environment where the incident occurred. Follow Up of Corrective Actions The lead investigator will report to the Risk Management Coordinator at the end of 6 (six) months as to how effective the corrective actions have been. If corrective actions resulted in the creation of new hazards, this will be included in the report as well. 19.4 `liORKERS'COMPENSATIOK. The immediate supervisor is responsible for setting a good example for employees. Supervisors should encourage safe work practices and make safety an integral pert of the day- to-day activities. Employees are required to comply with safety policies, including proper operation of machinery and use of safety equipment. Disciplinary action may be taken where unsafe practices are observed. When an accident or qualifying illness occurs while at or the result of work, an employee may be entitled to compensation to help offset the loss of wages during the period that the employee is unable to work. The employee must report any work-related accident to the supervisor, no matter how insignificant. In case of a life or limb threatening emergency, the employee's supervisor should call 911. State law allows the County to designate physicians that will treat Workers Compensation illnesseslinjuries- The supervisor will provide the employee with a copy of the Panel of Physicians list and appropriate paperwork and instructions. If an employee chooses to be treated by a physician other than one on the County's panel of physicians, the employee may be responsible for medical expenses related to the treatment. If the injury is determined to be compensable, the injured employee will receive Workers' Compensation benefits in an amount equal to 66 213 percent of his/her gross average weekly wage. Workers' Compensation benefits are paid directly to the employee and are non-taxable. If the injury is determined to be non -compensable. all absences will first be charged to accrued sick leave and/or other leave as approved by the supervisor. Under the Virginia Workers' Compensation Act, a disability of over seven (7) days is required before payment of Workers Compensation salary benefits can be made. If the disability exceeds twenty-one (21) days. Workers' Compensation will be provided, retroactively for the first seven (7) days (Rel. Code of Virginia, Section 65.2-509). During the first seven (7) calendar days that an employee is absent from work because of a job- related illness or injury, the County will place the employee on Injury Leave with pay. Absences away from work because of an accident on the job should be recorded on employee time records as a "Workers' Compensation' credit. Should the absences continue for more than seven (7) days. the employee will be placed on leave according to the Injury Leave policy (see section 6.5, Injury Leave). The injured employee will not accrue sick and annual leave while out on leave ;without pat?._ If the employee is not paid wages for the entire day on which the injury occurred, the seven day waiting period shall include the day of the injury regardless of the hour of the injury. All days or parts of days when the injured employee is unable to earn a full day's wages due to injury, shall be counted in computing the seven-day wailing period even though the days may not be consecutive. The immediate supervisor will periodically monitor the employee's progress and keep lines of So P136 Commented [U61: seeamcnmemrorupdrtadwoNine- Commented [U9]: 0.emovewoNing wikhputpw. 6.5 INJURY LEAVE Injury leave may be granted during the seven (7) day Workers' Compensation waiting period disability requirement, because of an employee's incapacity to work as a result of an injury or illness that occurred during the course of an employee's job performance. Injury leave during the first seven (7) days pays an employee his/her regular rate of pay. Should leave extend beyond the seven day period, the County will pay the employees regular salary, so that total payments will not exceed a period of (92 Calendar days). Such payments by the County will not be charged against the employee's sick leave, compensatory leave or vacation leave accruals. The County will continue to maintain the employee's health and life insurance coverage. If the absence continues beyond the (92 calendar days) limit, employees will be required to use accumulated sick leave, compensatory leave, and vacation leave to continue receiving their full salary. Charges against balances will equal 1/3 of earned leave for workers' compensation, The injured employee will not accrue sick and annual leave while out on workers' compensation. If the Workers' Compensation carrier makes a determination an injury or illness is not job-related, the absence will be charged 100% to sick leave. If sick leave is exhausted, the absence will be charged to vacation leave, and if necessary, leave without pay. The employee must pay for other benefits that are usually deducted from his or her salary. (See section 19.4 Workers' Compensation and Family and Medical Leave section 6.16 as described in this manual). Part-time employees will receive benefits according to the workers' compensation guidelines. 19.4 WORKERS' COMPENSATION The immediate supervisor is responsible for setting a good example for employees. Supervisors should encourage safe work practices and make safety an integral part of the day-to-day activities. Employees are required to comply with safety policies, including proper operation of machinery and use of safety equipment. The employee must report any work-related accident to the supervisor, no matter how insignificant. In case of a life or limb threatening emergency, the employee's supervisor should call 911. Disciplinary action may be taken where unsafe practices are observed. State law allows the County to designate physicians that will treat Workers' Compensation illnesses/injuries. The supervisor will provide the employee with a copy of the Panel of Physicians list and appropriate paperwork and instructions. If an employee chooses to be treated by a physician other than one on the County's panel of physicians, the employee may be responsible for medical expenses related to the treatment. If the injury is determined to be compensable, the injured employee will receive their regular salary according to Section 6.5, Injury Leave. The County will be reimbursed the 66 2/3 percent from Workers' Compensation for the wages the County P137 pays directly to the employee. If the injury is determined to be non -compensable, all absences will first be charged to accrued sick leave and/or other leave as approved by the supervisor. Under the Virginia Workers' Compensation Act, a disability of over seven (7) days is required before payment of Worker's Compensation salary benefits can be made. If the disability exceeds twenty-one (21) days, Workers' Compensation will be provided, retroactively for the first seven (7) days (Ref. Code of Virginia, Section 65.2-509). During the first seven (7) calendar days that an employee is absent from work because of a job-related illness or injury, the County will place the employee on Injury Leave with pay. Absences away from work because of an accident on the job should be recorded on employee time records as a "Workers' Compensation" credit. Should the absences continue for more than seven (7) days, the employee will be placed on leave according to the Injury Leave policy (see section 6.5, Injury Leave). The injured employee will not accrue sick and annual leave while out on workers' compensation. If the employee is not paid wages for the entire day on which the injury occurred, the seven day waiting period shall include the day of the injury regardless of the hour of the injury. All days or parts of days when the injured employee is unable to earn a full day's wages due to injury, shall be counted in computing the seven-day waiting period even though the days may not be consecutive. The immediate supervisor will periodically monitor the employee's progress and keep lines of communication open so that the employee will feel part of the work group. The Family and Medical Leave Act requires that the County provide up to 12 weeks of unpaid, job -protected leave to eligible employees when a serious health condition makes an employee unable to perform his or her job. Any Workers' Compensation injury or illness that qualifies as a serious health condition will be designated as FMLA and counted against the employee's annual FMLA entitlement. For the duration of the FMLA leave, the County will maintain the employee's health and life insurance coverage. The employee must pay for other benefits that are usually deducted from his or her salary. If an injured employee is unable to return to work at the conclusion of the 12 weeks, the employee will remain on leave of absence until a determination is made by management. Should an employee believe he/she is eligible for disability retirement under the Virginia Retirement System, he/she should discuss this with the department head. P138 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Letter of Intent for Pittsylvania County to be a part of 2-6-2017 the Staunton River Regional Industrial Facility Authority ACTION: Yes SUBJECT/PROPOSAL/REOUEST: The Board is requested to consider if it would like to be a part of a regional effort to create a second Regional Industrial Facility Authority to promote the development of the Southern Virginia Multimodal Park in Hurt. STAFF CONTACT(S): Mr. Rowe CONSENT AGENDA: ACTION: ITEM NUMBER: 13 INFORMATION: INFORMATION: ATTACHMENTS: Letter of Intent to be given to Board at meeting REVIEWED BY: BACKGROUND: County Staff has been working with the Southern Virginia Multimodal Park, LLC (SVMP, LLC) to create and develop a world class industrial park on 800 acres in Hurt, VA, that is anchored by an intermodal facility. Staff has successfully coordinated a feasibility analysis of the site for a possible inland port facility, as was recently highlighted through a signed and executed Memorandum of Understanding with numerous stakeholders. Staff has also been working with neighboring locales to begin the creation of a multi - jurisdiction and regional effort to assist in facilitating the location of large industry to the site that would greatly impact the region. The result of this effort is the proposed creation of an additional Regional Industrial Facility Authority; the Staunton River Regional Industrial Facility Authority. DISCUSSION: County Staff has initiated an effort of creating a revenue -and -cost sharing mechanism amongst neighboring locales and regions, and SVMP, LLC, for the purpose of developing the Southern Virginia Multimodal Park in Hurt, VA. Staff has had productive conversations and has regional support for a second, larger Regional Industrial Facility Authority. As is currently proposed, Pittsylvania County, Town of Hurt, City of Danville, and Town of Altavista, would comprise the membership of the Staunton River Regional Industrial Facility Authority. The letter of intent is simply a mechanism that all mentioned locales must approve to show support for the concept, and to direct their respective staffs to work together to create the required by-laws and ordinances to establish the Authority. The document also states that all approving locales support the location of Virginia's second inland port site in Hurt, VA. If Mproved by all governing bodies, there will be a formal Letter of Intent signing ceremony at the Willows of Runk and Pratt in Hurt, VA, at 1:00pm on February 16, 2017. Local, regional, and State dignitaries and P139 representatives would likely be on -hand to celebrate the region's, and regions', willingness to work together. This type of an agreement is highly encouraged by Virginia's GoVirginia economic development program. As currently scheduled, this Letter of Intent is expected to be considered by the Town of Hurt and City of Danville at their respective council meetings on February 7`h, and by the Town of Altavista's council on February 14`h. P140 AGENDA TITLE: Chatham Armory Acquisition Deed Execution Approval STAFF CONTACTS: Mr. Smitherman; Mr. Hunt PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 2/6/17 ACTION: Yes ITEM #: 14 ATTACHMENTS: (1) Resolution 2017-02-01 (Ex. `B"); (2) Deed (Ex. "C") 6e! BACKGROUND/DISCUSSION: The Commonwealth of Virginia, Department of Military Affairs ("DMA") is the owner of the property located on the West side of South Main Street (U.S. Highway No. 29) near the intersection of Memorial Drive and South Main Street in the Town of Chatham, Virginia, in Pittsylvania County, Virginia, known as the Chatham Readiness Center ("Chatham Armory"). Recently, the DMA decommissioned the Chatham Armory. DMA has agreed to sell the Chatham Armory to Pittsylvania County, Virginia (the "County"), for $1.00. Currently, the County is utilizing the Chatham Armory for recreational purposes, deemed a valid "public interest" by the Commonwealth of Virginia (the "Commonwealth"). The Commonwealth has stated in the email attached hereto as Exhibit "A," that as long as the Chatham Armory is being used for the "public interest" when ownership is transferred, the Commonwealth is satisfied, and said "public interest" requirement "does not need to be a promise of that in perpetuity." RECOMMENDATION: For the BOS'consideration. If the BOS desires to own the Chatham Armory, Staff recommends the BOS pass Resolution 2017-02-01, attached hereto as Exhibit `B", authorizing the transfer of ownership of the Chatham Armory from the DMA to the County via the Deed attached hereto as Exhibit "C." P141 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2017-02-01 RESOLUTION AUTHORIZING CHATHAM ARMORY ACQUISITION WHEREAS, the Commonwealth of Virginia, Department of Military Affairs ("DMA") is the current owner of the property located at 1 Center Street, Chatham, Virginia 24531, known as the Chatham Armory; WHEREAS, the Pittsylvania County Board of Supervisors (the "Board") desires to acquire the Chatham Armory; and WHEREAS, DMA has agreed to sell the Chatham Armory to Pittsylvania County, Virginia (the "County"), for $1.00; and WHEREAS, the Board and the County intend to use the Chatham Armory for the public interest. NOW THEREFORE, BE IT RESOLVED by the Board that the Pittsylvania County Administrator and/or the Board Chairman is hereby authorized to execute all necessary documents to acquire on behalf of the County and the Board the Chatham Armory; and, the County Attorney is hereby authorized to record a Deed effectuating the same. Adopted this 6d' day of February, 2017. ATTEST: David M. Smitherman, Clerk Pittsylvania County Board of Supervisors APPROVED AS TO FORM: J. Vaden Hunt, Esq. Pittsylvania County Attorney 1 P142 Robert W. Warren, Chairman Pittsylvania County Board of Supervisors Vote Robert W. Warren, Chairman Joe B. Davis, Vice -Chairman Jessie L. Barksdale Elton W. Blackstock Ronald S. Scearce Jerry A. Hagerman Tim R. Barber Ayes _ Nays Abstentions 2 P143 This Deed is exempt from recordation taxes and fees under Virginia Code §§58.1-81](A)(3), 58.1-811(C)(4), and 58.1-811 (C)(5) Preparedly: The Office of the Attorney General of Virginia Tax Map ID # 2425-09-3450 Cash Consideration: $1.00 Actual Value: $295,000.00 DEED This DEED, dated this day of 2017, by and between the COMMONWEALTH OF VIRGINIA, DEPARTMENT OF MILITARY AFFAIRS, Grantor, and the COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision of the Commonwealth of Virginia, Grantee, whose address is 1 Center Street, Chatham, Virginia 24531. WITNESSETH: WHEREAS, Grantor owns certain real property, together with the improvements thereon (collectively, the "Property"), located Southwest of the Town of Chatham in the County of Pittsylvania, Virginia, which Property is held in the possession of the Virginia Department of Military Affairs ("DMA"); and WHEREAS, the Property comprises a portion of the facility known as the Chatham Readiness Center, located on the West side of South Main Street (U.S. Highway No. 29) near the intersection of Memorial Drive and South Main Street in said Pittsylvania County; and, WHEREAS, Virginia Code § 2.2-1150(A)(1) provides that "[wjhen it is deemed to be in the public interest ... [p]roperty owned by the Commonwealth may be sold ... to political subdivisions ... for such consideration as is deemed proper," subject to specified approvals set forth in Virginia Code § 2.2-1150(B); and WHEREAS, as evidenced by the execution of this Deed, it is deemed to be in the public interest to convey the Property to Grantee, because Grantee is using the Property for the public interest and benefit, with the approval of the Governor, and in a form approved by the Attorney General. NOW, THEREFORE, FURTHER WITNESSETH: That for and in consideration of the sum of One Dollar ($1.00), cash in hand paid, and 1 P144 other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, and pursuant to Virginia Code §§ 2.2-1150, Grantor does hereby QUITCLAIM unto the Grantee, the Property, more fully described as follows to wit: All of the following described real estate lying and being in the Town of Chatham, Pittsylvania County, Virginia, on the West side of South Main Street (U.S. Highway No. 29) and beginning at a point on the Western margin of said street and comer with public driveway and with the public driveway and along dividing line of area "C" as shown on map S 81 3/4° E 386 1/2 feet to a point on public drive designated as area "A" on map and thence with said area "A" S 13/4' E 314 feet to a point corner with area `B" and public driveway and continuing with the northern line of area "B" S 84'/4 E 327 feet to a point on the western margin of Main Street, thence with the street and on a curve in a northern direction 406 feet to the beginning as shown on a map made by J.S. Carter, C. E., February, 1940. BEING a portion of the same property conveyed to the Commonwealth of Virginia, Department of Military Affairs, by Deed from the Board of Supervisors Pittsylvania County, Virginia, dated April 29, 1954, and recorded on April 5, 1955, in the Clerk's Office of the Circuit Court of Pittsylvania County, Virginia, in Deed Book 358, page 581. The Property is conveyed in its "AS IS" condition, without warranty or representation as to the acreage, boundary lines, condition, value, permitted use of the Property after the expiration of the use restriction set forth in the paragraph below, or presence on the Property of any toxic or hazardous substances or materials of any nature, including but not limited to petroleum, lead, radon, asbestos, or asbestos-related materials. This conveyance is made expressly subject to (i) any and all rights, privileges, covenants, easements, conditions, restrictions, and agreements as are of record, insofar as they may be lawfully applicable to the Property, (ii) any unrecorded utility easements, including any relocated easements for utilities and any relocated utility lines and related facilities, on, under or across the Property, and (iii) any and all prior grants, conveyances and/or reservations of the coal, oil, gas, including coalbed methane gas, stone, sand, minerals, and/or other subsurface rights or interests, as are of record, insofar as they may be lawfully applicable to the Property; and, to the extent of any such prior grants, conveyances and/or reservations of coal, oil, gas, including coal methane gas, stone, sand, minerals and/or other subsurface rights and interests therein, the same are excluded from this conveyance. 2 P145 in compliance with Virginia Code § 15.2-1803, this Deed, and the conveyance of the Property described above, have been accepted by Grantee, pursuant to a Resolution of the Board of Supervisors of the County of Pittsylvania, Virginia (the `Board"), duly adopted at a meeting of said Board held on the 6`h day of February, 2017. A copy of said Resolution is attached to this Deed as Exhibit "A". Further, acceptance of this Deed and the conveyance of the Property described above to Grantee, is evidenced, below, by the execution of this Deed on behalf of said County by the Grantee's undersigned duly authorized official. This transaction has been approved by the Governor of Virginia, acting through the Secretary of Administration, pursuant to Virginia Code §§ 2.2-1150(A)(1) and 2.2-1150(B) of, and other applicable law, as evidenced by the following or attached approval, which is incorporated herein by reference. [Signature Pages to follow] 3 P146 WITNESS the following signatures and seals: GRANTOR: COMMONWEALTH OF VIRGINIA, DEPARTMENT OF MILITARY AFFAIRS 1-W Major General Timothy P. Williams, Adjutant General of Virginia COMMONWEALTH OF VIRGINIA CITY/COUNTY OF , to -wit: The foregoing Deed was acknowledged before me this day of 2017, by Major General Timothy P. Williams, acting in his capacity as Adjutant General of Virginia of the Department of Military Affairs of the Commonwealth of Virginia, on behalf of the Department and the Commonwealth of Virginia, in the jurisdiction aforesaid. My Commission expires: Notary's Registration No. 4 P147 Notary Public GRANTEE: COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision the Commonwealth of Virginia "V Robert W. Warren Chairman; Pittsylvania County Board of Supervisors COMMONWEALTH OF VIRGINIA COUNTY OF PITTSYLVANIA, to -wit: The foregoing Deed was acknowledged before me this day of , 2017, by Robert W. Warren, acting in his capacity as Chairman of the Board of Supervisors of Pittsylvania County, Virginia, on behalf of the said County. My Commission expires: Notary's Registration No. APPROVED AS TO FORM M J. Vaden Hunt, Esq. Pittsylvania County Attorney 5 P148 Notary Public APPROVED AS TO FORM M Allison A. Kotula Assistant Attorney General RECOMMEND APPROVAL: DEPARTMENT OF GENERAL SERVICES I� Christopher L. Beschler, Director APPROVAL BY THE GOVERNOR: Pursuant to Virginia Code § 2.2-1150, and as the official designee of the Governor of Virginia, as authorized and designated by Executive Order No.88 (01), dated December 21, 2001, I hereby approve the conveyance of the property described in the attached or foregoing Deed, and the execution of this instrument for, on behalf of, and in the stead of the Governor of Virginia. Return recorded Deed to: Secretary of Administration Date 1`149 EXHIBIT "A" Copy of Resolution of the Board of Supervisors of the County of Pittsylvania, Virginia, duly adopted at a meeting of said Board held on the 6`l day of February, 2016. P150 REPORTS FROM MEMBERS REPORTS FROM LEGAL COUNSEL P152 REPORTS FROM COUNTY ADMINISTRATOR P153 PITTSYLVANIA COUNTY VIRGINIA Otis Hawker, Interim ti4 ti County Administrator O- P.O. Box 426 a Chatham, Virginia 24531 w e-mail: otis.hawker@pittgov.org 'I, / nr� To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: February 2, 2017 Subject: Animal Control Activity Report Phone (434) 432-7710 Fax (434) 432-7714 Gretna/Hurt (434) 656-6211 During the period of December 28, 2016, through January 31, 2017, the Animal Control Officers responded to calls; 288 and 113 follow up calls as per Pete Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 73 Dogs 45 Cats 27 Other 1 1 -Pig Animals on hand at month end 15 Animals dispatched 6 Licenses checked 47 Court cases 27 Summons 4 Animals Adopted 0 Animals returned to owners 10 Cats taken to the Humane Society 27 Animals Transferred 14 14-FCHS Injured animals picked up 4 Animals found in traps 31 Exposures: Human/Saliva 0 Exposures: Dogs/Cats/Wildlife 1 Dog Bites 4 Cat Bites 0 Cruelty Checks 2 Well-being Checks 9 CattDog Fights 1 Investigated killings by dogs/cats 3 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me. P154 PITTSYLVANIA COUNTY VIRGINIA �zSVLvg� l Otis Hawker, Interim County Administrator o Phone 434 o ( ) 432-7710 P.O. Box 426 41 c Fax (434) 432-7714 Chatham, Virginia 24531 O ,y Gretna/Hurt (434) 656-6211 e-mail: Otis.hawker@pittgov.org 'P Y ray To: Otis S. Hawker, Assistant County Administrator From: Pete Boswell., Chief Animal Control Officer Date: February 2, 2017 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 December 28, 2016 through, January 31, 2017 Description Number Remarks 7 Total hours monitored 36 Vehicles entering sites 6 Vehicles checked 0 Summons' issued 0 Court Cases 0 Convictions If you have any questions concerning this, please do not hesitate to contact me. P155 PITTSYLVANIA COUNTY VIRGINIA Darrell W. Dalton, Director of Buildings & 44 Properties O Building & Grounds Department 51 N. Main St. ,¢;, w o P.O. Box 426 1767 Chatham, Virginia 24531 `� R G I N P E-mail: darrell.daltou@pittgov.org MEMORANDUM To: Otis S. Hawker, Assistant County Administrator Phone (434) 432-1768 Fax (434) 432-7714 Gretna/Hurt (434) 656-6211 Bachelors Hall/Whitwell (434) 797-9550 From: Kaylyn McCluster, Administrative Assistant III, County AdministratioulK-G \�`(`cGDO- Date: February 2, 2017 Subject: COMPLETED WORK ORDERS - JANUARY 2017 Attached please find a listing, by department, of completed work orders for the month of January. This list does not reflect work orders in progress but not yet completed, actual expenses incurred, or routine maintenance necessary for the smooth operation of the County facilities. However, it does reflect the total number of man-hours. Presently, there are approximately 22 work orders still outstanding If you have any questions concerning this, please do not hesitate to contact me. KM Attachment cc: David Smitherman, County Administrator Darrell W. Dalton, Superintendent of Building & Grounds P156 BUILDING & GROUNDS MAINTENANCE WORK ORDERS COMPLETED FOR MONTH OF JANUARY 2017 ANIMALCONTROL Nu. vvlu MAN-HOURS ARMORY I I A S C S /EXTENSION/ USDA -FSA BOARD OF SUPERVISORS BUILDING & GROUNDS BUILDING INSPECTIONS CAPTAIN MARTIN BLDG CENTRAL ACCOUTING 3 2 CENTRAL PURCHASING CIRCUIT COURT CLERK OF COURT 3 18 CODE COMPLIANCE (PLANNING COMNQSSSION & ZONRVG) 4 3 COMMISSIONER OF REVENUE 3 6 P157 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES January 2017 TYPES OF PERMITS 77 BUILDING PERMIT FEES COLLECTED $8,216.61 77 LEVY COLLECTED $164.54 0 SUBDIVISION FEES COLLECTED $0.00 17 ZONING PERMIT FEES COLLECTED $80.00 0 REINSPECTION FEES COLLECTED $0.00 14 LAND DISTURBING FEES COLLECTED $170.00 185 TOTAL FEES COLLECTED $8,631.15 MONTHLY BUILDING VALUES 7 NEW DWELLINGS $1,098,900.00 2 MOBILE HOMES/OFFICE TRAILERS 94,175.00 1 DOUBLE -WIDE MOBILE HOMES 47,900.00 4 MODULAR 704,880.00 10 COMMERCIAL CONSTRUCTION 969,519.00 53 MISCELLANEOUS 459,836.00 77 TOTAL $3,375,210.00 NONTAXABLE: $323,860. MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE 157 NUMBER OF REJECTIONS OF WORK 28 NUMBER OF E & S INSPECTIONS 62 NUMBER OF MILES INSPECTORS TRAVELED 3,209 MONTT-TT.Y ZONING FEES 3 REZONING FEES COLLECTED $515.83 0 SPECIAL USE PERMIT FEES COLLECTED 0.00 0 VARIANCE & APPEAL FEES COLLECTED 0.00 0 SIGN PERMIT FEES COLLECTED 0.00 3 TOTAL $515.83 Respectfully Submitted, 1� �v u Odie H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator P158 ADJOURNMENT P159