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04-18-2017 Work Session & Business Meetint PKT
mi/fir 5r64�y BOARD OF SUPERVISORS WORK SESSION BUSINESS MEETING PACKET APRIL 18, 2017 a 1767 PI P2 WORK SESSION P3 P4 Pittsylvania County Board of Supervisors WORK SESSION Tuesday, April 18, 2017 4:30 PM Main Conference Room County Administration Building 1 Center Street, Chatham, Virginia AGENDA 1. Call to Order (4:30 pm) 2. Roll Call 3. Items to be Added 4. Approval of Agenda 5. New Business (a) Dock Permitting - Pages137-140 (b) Combustion Engines on Cherrystone & Roaring Fork Lakes — Page 7 (c) Courthouse Maintenance Fee — Pages 141-159 (e) Request for Tipping Fee Waiver — Chatham First — Pages 96 (f) "Love Sign" — Chatham Cares — Pages 97 (g) VDOT: (i) Shula Drive Abandonment — Pages 8-10 (ii) Discussion of 6 -year plan 6. Staff. Committee. and/or Constitutional Officer Reports (a) Discussion of Animal Welfare Facility Committee Recommendations -Page 100 (b) Report from Fire & Rescue Study Sub -Committee — Page 99 7. Closed Session (6:00 pm) (a) Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. Authority: 2.2-3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Discussion of Performance of County Administrator (b) Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. Authority: 2.2-3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Attorney Purpose: Discussion of Performance of County Attorney 8. Recess to Business Meeting (arrive in General District Courtroom prior to 7 pm) PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION EXECUTIVE SUMMARY AGENDA• I AGENDA DATE Cherrystone Lake/Roaring Form Lake; Ban of 04/18/2017ITEM #: Motorized Boats; Town of Chatham Request .5-(6) SUBJECT: Status Update STAFF CONTACTS: Mr. Hunt; Mr. Sides ACTION: No ATTA— Com: (1) Town of Chatham Resolution REVIEWED BY: BACKGROUND/DISCUSSION- At the last Pittsylvania County Board of Supervisors' (`BOS") meeting, the BOS directed County Staff to review and provide guidance on the attached Town of Chatham's Resolution, asking the County to pass and Ordinance banning motorized watercraft on Cherrystone and Roaring Form Lakes, due to water supply safety concerns. The County Attorney will provide the BOS a status report related thereto. RECOMMENDATION: For the BOS' review and consideration. P7 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION EXECUTIVE SUMMARY AGENDA TITLE: Potential Shula Drive Road Abandonment SUBJECT: Presentation by Mr. Craddock (VDOT) STAFF CONTACT: Mr. Hunt; Mr. Smitherman AGENDA DATE: 4/18/17 ACTION: No ITEM NUMBER: 5 (g) (i) ATTACHMENT(S): I. Letter to VDOT-Road Abandonment Formal Notice 2. Copy of Newspaper Notice REVIEWED BY: BACKGROUND: At the March 21, 2017, the Board of Supervisors unanimously voted to commence the process to potentially legally abandon the West leg of Shula Drive in Pittsylvania County, Virginia, for public safety reasons. Mr. Joseph "Jay" Craddock (VDOT, Assistant Resident Engineer (Halifax Residency)) will appear before the BOS to conduct a presentation on, inter alia, the following related to the present topic: 1. History of complaints and requests regarding Shula Drive intersection; 2. Review of RSA findings and options; 3. Discussion of Citizen Forum regarding the intersection; and 4. Road Abandonment legal procedure. RECOMMENDATION: For informational purposes only. No BOS action required at this time. P8 J. Vaden Hunt, Esq. County Attorney P.O. Box 426 Chatham, Virginia 24531 March 27, 2017 VIAAIL Charles Kilpatrick, P.E. VDOT Commissioner 1401 East Broad Street Richmond, Virginia 23219 PITTSYLVANIA COUNTY VIRGINIA Re: Road Abandonment Formal Notice Dear Mr. Kilpatrick: Phone: 434-432-7720 Fax: 434-432-1778 Vaden.Hunt@pittgov.org As required by Virginia Code § 33.2-909, the Pittsylvania County Board of Supervisors (`BOS"), at its meeting on Tuesday, March 21, 2017, unanimously determined that no pub necessity exists for the continuance of the following road in Pittsylvania County, Virginia: lic I 642 (Shula Drive), from U.S. Highway 29, West to Rt. 988 (Highwayview Road), a total distance of 0.06 miles. Additionally, the BOS directed County Staff to send a formal notice al its intent to abandon said road to the VDOT Commissioner. of Please contact me if you have any questions about anything contained herein. Thank you in advance for your attention to this matter and your service to the Commonwealth of Virginia. Sincerely yours, 1L 4 / t J. Vaden Hunt, Esq. Pittsylvania County Attorney Cc: David M. Smitherman (County Administrator); (via email) Honorable Pittsylvania County Board of Supervisors (via email) Gregory L. Sides (Assistant County Administrator); (via email) Otis S. Hawker (Assistant County Administrator); (via email) Jay Craddock (VDOT); (via email) Kenneth Martin (VDOT); (via email) P9 NOTICE OF INTENTION TO ABANDON ROAD Pursuant to § 33.2-909 of the Code of Virginia, 1950, as amended, the Pittsylvania County Board of Supervisors (`BOS"), at its Business Meeting on Tuesday, March 21, 2017, unanimously determined that no public necessity exists for the continuation of the following road, and therefore directed its notice of willingness to potentially abandon the same be sent to the VDOT Commissioner. The road the BOS intends to potentially abandon, subject to VDOT approval, is described as follows: Rt. 642 (Shula Drive), from U.S. Highway 29, West to Rt. 988 (Highwayview Road), a total distance of 0.06 miles. The complete road abandonment file is available for inspection in the Office of the Pittsylvania County Administrator, 1 Center Street, Chatham, Virginia, 24531, Monday through Friday between the hours of 8:00 a. m. and 5:00 p.m. If any individual wishes to petition for a public hearing before the BOS of or related to the above -referenced potential road abandonment, please contact the Pittsylvania County Administrator at David. Smithennan@pittgov.org , or (434) 432-7710. THE ABOVE NOTICE RUNNING IN THE CHATHAM STAR TRIBUNE FOR FOUR (4) CONSECUTIVE WEDNESDAYS: MARCH 29, 2017 APRIL 5, 2017 APRIL 12, 2017 APRIL 19, 2017 P10 BUSINESS MEETING P11 P12 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING TUESDAY, APRIL 18, 2017 General District Courtroom Edwin R. Shields Courthouse Addition 11 Banks Street, Chatham, VA AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda APPROVAL OF AGENDA HEARING OF CITIZENS CONSENT AGENDA 6. (a) Minutes: March 6, 2017: BOS Special Meeting Pages 20-23 March 20, 2017: BOS Special Meeting Pages 24-26 March 21, 2017: Business Meeting Pages 27-38 (b) Bill List — March 2017 (Online) (c) Proclamation — VDOT Work Zone Awareness Week (ratify) Pages 39-40 (d) Proclamation — National County Community Action Month — May 2017 Pages 41-42 (e) Proclamation — Teacher Appreciation Week — May 8-12, 2017 Pages 43-44 (f) Proclamation — Law Day — May 1, 2017 Pages 45-46 (g) Proclamation — Police Officers Week / Peace Officers Memorial Day Pages 47-48 (h) Proclamation — National Travel & Tourism Week — May 7-13, 2017 Pages 49-50 PUBLIC HEARINGS Rezoning Cases: Case 1: Hammock Farms, LLC — Callands/Gretna Election District: R-17-010 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 2: Patricia May Pritchett Cooper — Callands/Gretna Election District: R-17-011 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 3: Par 5 Development Group, LLC — Westover Election District: R-17-012 R-1, Residential Suburban Subdivision District to B-1, Business District, Limited Case 4: James P. Lewis, Jr. & Sheila H. Lewis — Westover Election District: R-17-013 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 5: Marvin Craig Hylton & Amy Terry Hylton — Westover Election District: R-17-014 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 6: Paul Anthony McNeil & Others — Staunton River Election District: R-17-015 B-2, Business District, General to A-1, Agricultural District Public Hearing 7. Public Hearing to receive citizen input on Solar Energy Facilities Regulation: Amend PCC Chapter 35, Article I, Division 3 (Definitions) to add new Solar Energy Facility Definitions; and, amend PCC Chapter 35, Article II, Division 4 (Supplementary Regulations) to add PCC §§ 35-141(A) — (F) providing new Solar Energy Facilities Regulation. Pages 53-58 8. Public Hearing to receive citizen input on Merchants' Capital/General Levy: Amend PCC § 6-1.1 to add Merchants' Capital to the County's list of general levies. Pages 59-61 9. Public Hearing to receive citizen input on Building Official/Dangerous Structures Change: Amend PCC § 4-30(b) to make Building Official, and not Director of Code Compliance, responsible for removal, repair, or securing of dangerous structures under PCC, Chapter 4, Article III; change necessary after recent Organizational Chart revision by County Administrator. Pages 62-67 10. Public Hearing to receive citizen input on VA COIA Disclosure Filings: Amend PCC Chapter 43 to reflect recent changes in VA COIA disclosure/filing requirements. Pages 68-71 11. Public Hearing to receive citizen input on Animal Fencing: Amend PCC § 2-3 to increase the type of animals that are required to be fenced in the County to include all animals listed in the "Livestock" definition in Virginia Code § 3.2-5900; and, amend PCC Chapter 2 to include a penalty for violating said revised section. Pages 72-73 PRESENTATIONS 12. Danville-Pittsylvania Chamber of Commerce Tourism Committee Update — Laurie Moran, Executive Director Page 75 13. Pittsylvania County 250th Anniversary Activities Update — Larry Aaron, President, Pittsylvania County Historical Society Page 76 UNFINSIHED BUSINESS 14. Expenditure Refunds for February 2017 - Motion made by Mr. Barber and seconded by Mr. Blackstock and has now met the 10 -day layover requirement. Pages78-81 Requires a Roll Call Vote. NEW BUSINESS 15. Virginia Rules Camp Grant Pages 83-88 16. VDOT Resolution — Heron Pointe Sections A, B, & C Pages 89-95 17. Request for Tipping Fee Waiver — Chatham First Page 96 18. "Love Sign" request — Chatham First Page 97 19. Request to Surplus Voting Pollbook Printers Page 98 20. Recommendation from Fire & Rescue Study Sub -Committee (ifany) Page 99 21. Recommendations from Animal Welfare Facility Committee (ifany) Page 100 22. Joint Use Agreement Update: Pittsylvania County Schools/Pittsylvania County Board of Supervisors Pages 101-110 23. Expenditure Refunds for March 2017 Pages 111-113 24. Change Orders 2 & 3: Animal Shelter Pages 114-120 25. Change Order 2: Courthouse Security Project Pages I21-125 26. Resolution /Deed of Acquisition — Chatham Armory Pages 126-136 27. Dock Permitting Process Pages 137-140 28. Courthouse Maintenance Fee Pages 141-159 29. Closed Session Matters for action (ifany) Page 160 30. West Piedmont Planning District — Citizen Appointment Pages 162-164 31. Notice of upcoming appointments Pages 164-172 REPORTS FROM COUNTY ADMINISTRATOR ADJOURNMENT TO BE ADDED Pl 7 HEARING OF CITIZENS P18 CONSENT AGENDA P19 Special Call Meeting March 6, 2017 Joint Meeting of the Pittsylvania County Board of Supervisors Finance Committee Monday, March 6, 2017 Special Session VIRGINIA: The Special Session of the Pittsylvania County Board of Supervisors was held on Monday, March 6, 2017 in the Main Conference Room of the Captain Martin Building located a I Center Street in Chatham, Virginia. Robert W. "Bob" Warren, Chairman, called the meeting to order at 6:00 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 Note that the Finance Committee is comprised of Mr. Blackstock (Committee Chair), Mr. Warren, Mr. Scearce, and Mr. Davis. Mr. David M. Smitherman, County Administrator, J. Vaden Hunt, County Attorney, Kim Van Der Hyde, Director of Finance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve the agenda, which was unanimously approved by the Board. Finance Committee Business The Finance Committee discussed the Commonwealth's Attorney's budget request of $1500 and through consensus of the committee and the Board of Supervisors (BOS), agreed to include that in the proposed budget to be advertised. Sherry Flanagan, Director of Pittsylvania County's Department of Social Services (DSS) discussed with the Committee and BOS her department's needs for additional funding in order to complete the final stage of salary adjustments recommended to correct salary compressions, and for the purchase of the final stage of software upgrades needed for their payroll system. At the end of their discussion, thru consensus of the committee and BOS, it was agreed to include $277,000 in the proposed budget to be advertised. Dean Fowler, President of the Fire & Rescue Association, discussed Fire & Rescue's additional budget request with the Committee and BOS, specifically the additional $105,000 to outfit a truck purchased last year, and could not be used until it was outfitted with equipment and P20 Special Call Meeting March 6, 2017 supplies; and additional monies for ambulance and truck purchases totaling $210,000 . After discuss and then consensus of the Committee and BOS, both requests were included in the proposed budget to be advertised. The Finance Committee felt there would be enough money in the current budget to purchase the necessary items to outfit the truck not yet in use. The Finance Committee and BOS considered the Sheriffs educational incentive program request and through consensus agreed to include $30,000 in the proposed budget to be advertised. Following discussion, through consensus of the Committee and BOS, it was agreed all Present felt comfortable with using $1.5 million from Unassigned Funds to balance proposed FYI 7/18 County budget to be advertised. Motion was made by Mr. Scearce, seconded by Mr. Warren, for the Finance Committee to approve advertising the proposed budgets for the School and the County FYI 7/18 as follows: SCHOOL BOARD REVENUES From Sales Tax From State Funds From Federal Funds From Local Funds Cafeteria Receipts From Other Funds Total EXPENDITURES Instruction Admn./Attend & Health Svcs Pupil Transportation Operation & Maintenance Non -Instructional Operations Technology Cafeteria Adopted Proposed Budget Budget 2016-2017 2017-2018 10,185,738 50,189,397 7,866,361 16,736,709 5,066,404 1,445,024 10,070,955 51,828,892 7,866,361 17,236,709 5,255,000 1,445,024 $ 91,489,633 $93,702,941 62,216,811 3,370,527 6,634,246 7,964,335 3,412,865 2,824,445 5,066,404 64,241,523 3,370,527 6,634,246 7,964,335 3,412,865 2,824,445 5,255,000 Total $ 91,489,633 $93,702,941 P21 Special Call Meeting March 6, 2017 The Finance Committee unanimously approved Mr. Scearce's motion, which was then referred to the full BOS for consideration. Motion was then made by Mr. Davis, seconded by Mr. Scearce, to approve the Finance Committee's recommendation referenced above for advertisement of the proposed FY17/18 budgets for the Schools and the County, which was unanimously approved by the BOS. Mr. Blackstock, as Chair of the Finance Committee, directed staff to identify $750,000 of potential cuts to the advertised budget that the Committee could prioritize, and to schedule a Finance Committee meeting prior to the BOS Work Session on Tuesday, March 21, 2017. Adiournment Motion was made by Mr. Scearce, seconded by Mr. Davis, for the Finance Committee to adjourn, which was unanimously approved by the Committee. The Committee adjourned at 7:15pm. P22 GOVERNMENT 2016-2017 2017-2018 EXPENDITURES ADOPTED PROPOSED General Gov't Expense 3,953,532 4,457,452 Judicial Admin. Expense 1,631,627 1,672,305 Public Safety 16,014,035 16,684,361 Health Dept./Social Services 10,838,399 12,389,141 Public Works 3,062,347 3,041,515 Education Expense 91,499,245 93,712,715 Parks, Rec. & Cultural 1,667,827 1,720,591 Grants 5,461,638 6,755,441 Community Dev. Expense 8,383,865 8,112,899 Capital Projects 1,402,901 799,963 Debt Service 12,857,171 10,767,972 Transfers 18,652,420 18,958,711 Misc/Non-Departmental 375.025 1,041,025 TOTAL $ 175,800,032 $ 180,114,091 2016-2017 2017-2018 REVENUES ADOPTED PROPOSED Local Funds 48,307,107 49,819,158 State Funds 84,548,740 86,970,962 Federal Funds 18,272,794 18,801,577 CIP Carryover 2,526,564 1,939,474 Carryover 239,700 256,636 Fund Balance 3,252,707 3,372,573 Transfers 18,652,420 18.953,711 TOTAL $ 175,800,032 $ 180,114,091 The Finance Committee unanimously approved Mr. Scearce's motion, which was then referred to the full BOS for consideration. Motion was then made by Mr. Davis, seconded by Mr. Scearce, to approve the Finance Committee's recommendation referenced above for advertisement of the proposed FY17/18 budgets for the Schools and the County, which was unanimously approved by the BOS. Mr. Blackstock, as Chair of the Finance Committee, directed staff to identify $750,000 of potential cuts to the advertised budget that the Committee could prioritize, and to schedule a Finance Committee meeting prior to the BOS Work Session on Tuesday, March 21, 2017. Adiournment Motion was made by Mr. Scearce, seconded by Mr. Davis, for the Finance Committee to adjourn, which was unanimously approved by the Committee. The Committee adjourned at 7:15pm. P22 Special Call Meeting March 6, 2017 Motion was made by Mr. Blackstock, seconded by Mr. Davis, to adjourn the Special Meeting, which was unanimously approved by the Board. The BOS adjourned at 7:15pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P23 Special Call Meeting March 20, 2017 Pittsylvania County Board of Supervisors Monday, March 20, 2017 Special Session VIRGINIA: The Special Session of the Pittsylvania County Board of Supervisors was held on Monday, March 20, 2017 in the Main Conference Room of the Captain Martin Building located a 1 Center Street in Chatham, Virginia. Robert W. "Bob" Warren, Chairman, called the meeting to order at 3:00 p.m. The following members were present: Tim R. Barber Tunstall District Joe B. Davis Dan River District Ronald S. Scearce Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Elton W. Blackstock, Jr. Robert W. Warren Callands-Gretna District Staunton River District Chatham -Blairs District Mr. David M. Smitherman, County Administrator, J. Vaden Hunt, County Attorney, Kim Van Der Hyde, Director of Finance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Scearce, to approve the agenda, which was unanimously approved by the Board. Public Hearings FV2017/18 PROPOSED PITTSYLVANIA COUNTY SCHOOL BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing to hear citizen input on the proposed School Budget for fiscal year 2017/18. The School Budget is part of the overall County Budget, which does not include a tax increase. A separate public hearing will be held on the proposed County Budget. A summary of the proposed School Budget is as follows: SCHOOL BOARD Adopted Proposed Budget Budget 2016-2017 2017-2018 REVENUES From Sales Tax 10,185,738 10,070,955 From State Funds 50,189,397 51,828,892 From Federal Funds 7,866,361 7,866,361 From Local Funds 16,736,709 17,236,709 Cafeteria Receipts 5,066,404 5,255,000 P24 Special Call Meeting March 20, 2017 From Other Funds 1,445,024 1,445,024 Total $ 91,489,633 $93,702,941 EXPENDITURES Instruction 62,216,811 64,241,523 Admn./Attend & Health Svcs 3,370,527 3,370,527 Pupil Transportation 6,634,246 6,634,246 Operation & Maintenance 7,964,335 7,964,335 Non -Instructional Operations 3,412,865 3,412,865 Technology 2,824,445 2,824,445 Cafeteria 5.066,404 5.255.000 8,383,865 Total $ 91,489,633 $93,702,941 Mr. Warren opened the public hearing at 7:03 pm. No one signed up to speak and Mr. Warren closed the public hearing at 7:04 pm. FY2017/18 PROPOSED PITTYSLVANIA COUNTY BUDGET The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing to hear citizen input on the proposed 2017-2018 County Budget. This Budget will not be considered for adoption until seven (7) days after the public hearing. Below is a brief synopsis of the Budget, which shall be for informative and fiscal planning purposes only. This budget does not propose a tax increase. A separate public hearing will be held to hear citizen input on the proposed School Budget. EXPENDITURES General Gov't Expense Judicial Admin. Expense Public Safety Health Dept./Social Services Public Works Education Expense Parks, Rec. & Cultural Grants Community Dev. Expense Capital Projects Debt Service Transfers Misc/Non-Departmental TOTAL GOVERNMENT 2016-2017 2017-2018 ADOPTED PROPOSED 3,953,532 4,457,452 1,631,627 1,672,305 16,014,035 16,684,361 10,838,399 12,389,141 3,062,347 3,041,515 91,499,245 93,712,715 1,667,827 1,720,591 5,461,638 6,755,441 8,383,865 8,112,899 1,402,901 799,963 12,857,171 10,767,972 18,652,420 18,958,711 375,025 1,041,025 $ 175,800,032 $ 180,114,091 P25 Special Call Meeting March 20, 2017 Mr. Warren opened the public hearing at 7:05 pm. No one signed up to speak and Mr. Waren closed the public hearing at 7:06 pm. No action could be taken by the Board on either public hearing for seven (7) days following the public hearings. The Board will hold a meeting to approve the FY17/18 School and County budgets on Monday, April 3, 2017 at 7:00 pm. Adiournment Motion was made by Mr. Barber, seconded by Mr. Hagerman, to adjourn the Special Meeting, which was unanimously approved by the Board. The meeting adjourned at 7:07pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P26 2016-2017 2017-2018 REVENUES ADOPTED PROPOSED Local Funds 48,307,107 49,819,158 State Funds 84,548,740 86,970,962 Federal Funds 18,272,794 18,801,577 CIP Carryover 2,526,564 1,939,474 Carryover 239,700 256,636 Fund Balance 3,252,707 3,372,573 Transfers 18,652,420 18,953,711 TOTAL $ 175,800,032 $ 180,114,091 Mr. Warren opened the public hearing at 7:05 pm. No one signed up to speak and Mr. Waren closed the public hearing at 7:06 pm. No action could be taken by the Board on either public hearing for seven (7) days following the public hearings. The Board will hold a meeting to approve the FY17/18 School and County budgets on Monday, April 3, 2017 at 7:00 pm. Adiournment Motion was made by Mr. Barber, seconded by Mr. Hagerman, to adjourn the Special Meeting, which was unanimously approved by the Board. The meeting adjourned at 7:07pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P26 March 21, 2017 Business Meeting Pittsylvania County Board of Supervisors Business Meeting March 21, 2017 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Monday, March 21, 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, Mark Moore, Director of Parks & Recreation, and Rebecca Flippen, Deputy Clerk were also present. After a Moment of Silence, Mr. Warren led the Pledge of Allegiance. Items Added agenda: Motion was made by Mr. Scearce, seconded by Mr. Blackstock, to the following to the (a) Authorize the advertisement of proposed amendments to Chapter 2-23 of the Pittsylvania County Code; Fencing, which was unanimously approved by the Board. _Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Scearce, to approve the agenda with the added item, which was unanimously approved by the Board. Hearing of the Citizens Attorney John Lane III, a member of C.U.R.B. (Cut Unnecessary Regulatory Burden, Inc.) spoke concerning Pittsylvania County's dock permitting process for its county landowners on Smith Mountain Lake and that Pittsylvania County should change its requirements that a citizen must first go through AEP's permitting process before the County can issue a dock permit. Mr. Lane suggested the County review 2 cases in the 4a' Circuit Court of Appeals won against AEP on this matter and asked the County consider rescinding their policy. Sherwood Zimmerman, of the Staunton River District, and has lived at Leesville Lake since 1968, stated since the implementation of the SMP, it has been a nightmare getting a dock permit. Mr. Zimmerman stated that Pittsylvania County should implement the policies of Franklin County. Gary Thomas, of the Callands/Gretna District, questioned how much the County has spent on the construction of the Animal Shelter, and has the "Elba Inn" person been caught and has the Treasurer collected the back taxes owed. P27 Business Meeting _._ March 21, 2017 Abdul Nassau of the Staunton River District, submitted petitions opposing the potential abandonment of Shula Drive, and suggested there just be flashing lights installed. Gary Poindexter, Mayor of Hurt, invited everyone to the New Prospect Baptist Church on April 2, 2017 at 2:00 pm for the Town's centennial celebration. Mr. Poindexter also stated the Town Council for Hurt passed a resolution on March 7, 2017 in support of the Shula Drive abandonment for safety purposes. No one else signed up to speak. Consent Agenda Motion was made by Mr. Barber, seconded by Mr. Davis, to approve the Consent Agenda, which was unanimously approved by the Board. (a) Minutes: February 6, 2017 BOS Special Meeting February 6, 2017 BOS Regular Meeting February 21, 2017 BOS Business Meeting (b) Bill List — February 2017 (Online) (c) Proclamation — National County Government Month — April 2017 (d) Proclamation — Countywide Spring Cleanup Month — April 2017 (e) Proclamation — Sexual Assault Awareness Month — April 2017 (f) Proclamation — National Animal Care & Control Appreciation Week—April 9- 15,2017 (g) Proclamation — National Public Safety Telecommunications Week — April 9- 15, 2017 (h) Letter of Recognition — Pittsylvania County Public Schools Faculty/Students of JROTC, BETA and Interact Clubs (i) Purchase of Service Weapon - Deputy Sheriff Virginia K. Newman i9ittoylbauia Countp 3800rb of *uperbi orq Proclamation NATIONAL COUNTY GOVERNMENT MONTH - APRIL 2017 "Brilliant Ideas at Work" WHEREAS, the nation's 3,069 counties serving more than 300 million Americans provide essential services to create healthy, safe and vibrant communities; and WHEREAS, counties move America forward by providing health care, administering justice, keeping communities safe, creating economic opportunities and much more; and WHEREAS, Pittsylvania County and all counties take pride in their responsibility to protect and enhance the health, welfare and safety of its residents in efficient and cost-effective ways; and WHEREAS, through National Association of Counties President Bryan Desloge 's "Brilliant Ideas at Work" initiative, NACo is encouraging counties to focus on the most innovative programs and services that strengthen communities; and WHEREAS, in order to remain healthy, vibrant and safe, America's counties provide public health, justice, safety, infrastructure, transportation, technology, environmental stewardship and economic services that play a key role in everything from residents' daily commutes to emergency response; and WHEREAS, each year since 1991 the National Association of Counties has encouraged P28 Business Meeting March 21, 2017 counties across the country to actively promote their own programs and services to the public they serve; then NOW, THEREFORE, BE IT RESOL VED THAT, the Board of Supervisors of Pittsylvana I County does hereby proclaim April 2017 as National County Government Month and encourage all county officials, employees, schools and residents to participate in county government celebration activities Agittgplbania COuutp 30oarb Of Ouperbigorg i3roctamatiou COUNTYWIDE SPRING CLEANUP April 2017 VIRGINIA: AT THE BUSINESS MEETING OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS IN THE GENERAL DISTRICT COURTROOM IN CHATHAM, VIRGINIA ON TUESDAY, MARCH 21, 2017, THE FOLLOWING PROCLAMATION WAS PRESENTED AND ADOPTED: Whereas, Pittsylvania County is rich in beauty and natural resources; and Whereas, the Board of Supervisors of Pittsylvania County strives to improve the quality of life in our community through enhanced community awareness, education, and public/private Partnerships working together on projects that keep our environment clean and free of debris, beautify our neighborhoods and public spaces, and instill pride and a sense of ownership in our community; and Whereas, Pittsylvania County citizens realize a cleanup effort is needed to display pride in our communityfor ourselves, our visitors, and for industrial prospects; and Whereas, all people, regardless of race, gender, income, or geography, have a moral right to a healthy, sustainable environment with economic growth; and Whereas, all residents of Pittsylvania County have a citizenship responsibility to protect and care for the beauty and natural resources of Pittsylvania County, and a countywide cleanup campaign will encourage individuals to participate in the improvement of their community's environment through the three main focus areas of litter prevention, waste reductions and recycling, and beautification; then Now, Therefore, Be It Proclaimed, that the Pittsylvania County Board of Supervisors proclaims April 2017 as Countywide Spring Cleanup Month in Pittsylvania County, Virginia, and encourages all communities, civic and professional groups, businesses, churches, schools, families and individual citizens to take an active role in making the communities in Pittsylvania County a more beautiful place to live, work and play. P29 Business Meeting March 21, 2017 Vitts;plbauia County 38oarb of Ouperbis;oro Proclamation SEXUAL ASSAULT AWARENESS MONTH APRIL 2017 WHEREAS, Sexual Assault Awareness Month calls attention to the fact that sexual violence is widespread and impacts every person in this community; and WHEREAS, rape, sexual assault, and sexual harassment harm our community, and statistics show one in five women and one in 71 men will be raped at some point in their lives; and WHEREAS, child sexual abuse prevention must be a priority to confront the reality that one in six boys and one in four girls will experience a sexual assault before age 18; and WHEREAS, young people experience heightened rates of sexual violence, and youth ages 12-17 were 2.5 times as likely to be victims of rape or sexual assault; and WHEREAS, on campus, one in five women and one in 16 men are sexually assaulted during their time n college; and WHEREAS, localities must work to educate their communities about sexual violence prevention, supporting survivors, and speaking out against harmful attitudes and actions; and WHEREAS, prevention is possible when everyone gets involved and the first step is increasing education, awareness, and community involvement and to take action to create a safer involvementfor all; then NOW, THEREFORE, BE IT RESOLVED THAT, the Board of Supervisors ofPittsylvania County advocates communities across the County in taking action to prevent sexual violence, and does hereby proclaim April 2017 as Sexual Assault Awareness Month, and with each day of the year as an opportunity to create change in the future. VittOplbania Countp Anpoarb of 6uperbi ors Proclamation NATIONAL ANIMAL CARE & CONTROL APPRECIATION WEEK April0 —April 1P, 2017 Whereas, the National Animal Control Association has designated the second week in April each year as Animal Control Appreciation Week; and Whereas, the various Federal, State, and Local Government Officials throughout the Country take this time to recognize, thank, and commend all Animal Control Officers for the dedicated service they provide to the Citizens, various Public Safety, Public Service Agencies and Departments throughout the Country; and Whereas, the Pittsylvania County Board of Supervisors would like to express its sincere thanks and appreciation for the outstanding service the Pittsylvania County Animal Control Department who risk life and limb and spend huge amounts of personnel resources including P30 busmess Meeting March 21, 2017 time away from family and friends by going out into the public to protect the welfare of helpless animals and pets that are rescued from injury, disease, abuse, and starvation; and Whereas, the Pittsylvania County Animal Control personnel provide the essential communityfunctions of enforcing Animal Control laws, protecting the public from diseases such as rabies, and educating the public on the proper care of the community's pets; and Whereas, the Pittsylvania County Board of Supervisors wishes to commend each and every Animal Control Officer for their service, which is in keeping with the long and distinguished tradition of the Animal Control Profession; then NOW, THEREFORE, BE IT HEREBY RESOLVED, by the Pittsylvania County Board of Supervisors officially recognize and proclaim the week of April 9'h through 15Th, 201 7a National Animal Care and Control Appreciation Week and respectfully asks all Citizens, Public Safety, Health, and Public Service Personnel alike to join in expressing their sincere thanks, gratitude and appreciation for the many long hours of outstanding service and quality performance these outstanding individuals provide throughout the year to assure the safety and welfare of all. Vitt-pIbania CCouutp 38oarb of &uperbis;org; Proclamation NATIONAL PUBLIC SAFETY TELECOMMUNICATIONS WEEK April 0' — 15'h, 2017 Whereas emergencies can occur at any time that require police, fire or emergency medical services; and, Whereas when an emergency occurs the prompt response of police officers, firefighters and paramedics is critical to the protection of life and preservation ofproperty; and, Whereas the safety of our police officers and firefighters is dependent upon the quality and accuracy of information obtained from citizens who telephone the Pittsylvania County police -fire communications center; and, Whereas Public Safety Telecommunicators are the first and most critical contact our citizens have with emergency services; and, Whereas Public Safety Telecommunicators are the single vital link for our police officers and firefighters by monitoring their activities by radio, providing them information and insuring their safety; and, Whereas Public Safety Telecommunicators of Pittsylvania County have contributed substantially to the apprehension of criminals, suppression of fires and treatment of patients; and, Whereas each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year; Therefore Be It Resolved that the Board of Supervisors of Pittsylvania County declares the week of April 9 through 15, 2017 to be National Public Safety Telecommunicators Week in Pittsylvania County in honor of the men and women whose diligence and professionalism keep our city and citizens safe. P31 Business Meeting Match 21, 2017 Public Hearings Rezoning Cases Case 1: Richard E. Wallace & Ronnie Pembelton — Staunton River Election District R-17-007 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the hearing at 7:28pm. Mr. Shelton explained that Richard Wallace and Ronnie Pembelton had petitioned to rezone a total of 6.843 acres, two (2) parcels of land, located off State Road 668/Grit Road (on Albeck Drive) in the Staunton River 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. Mike Torrence with TRF Auctions was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:30pm. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve rezoning Case R-17-007 from R-1 to A-1 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion to rezone Case R-17-007 from R-1 to A-1 was unanimously approved by the Board. Case 2: David W. and Betty W. Foster — Dan River Election District R-17-008 R-1, Residential Suburban Subdivision District to B-2, Business District, General Mr. Warren opened the public hearing at 7:31 pm. Mr. Shelton explained that David and Betty Foster had petitioned to rezone a total of 14.30 acres, three (3) parcels of land, located on State Road 655/Tom Fork Road in the Dan River Election District from R-1, Residential Suburban Subdivision District to B-2, Business District, General. Once the properties are 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. David Foster was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:33pm. Motion was made by Mr. Davis, seconded by Mr. Barber, to approve rezoning Case R-17-007 from R-1, Residential Suburban Subdivision District to B-2, Business District, General 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-17-005 from from R-1, Residential Suburban Subdivision District to B-2, Business District, General was unanimously approved by the Board. Case 3: Michael G. & Donna L. Willis — Callands-Gretna Election District R-17-009 R-1, Residential Suburban Subdivision District to A-1, Agricultural Mr. Warren opened the public hearing at 7:34pm. Mr. Shelton explained that Michael and Donna Willis have petitioned to rezonel.43 acres, located on State Road 40/East Gretna Road in the Callands-Gretna Election District from R-1, Residential Suburban Subdivision District to A- 1, Agricultural District. Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners' request. Michael Willis is here to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:35pm. Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to approve rezoning Case R-17-009 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. Hagerman's motion to rezone Case R-17-009 from R-1, P32 Business Meeting March 21, 2017 Residential Suburban Subdivision District to A-1, Agricultural District was unanimously approved by the Board. This concluded the Rezoning Cases Public Hearing Public Hearing to receive citizen input on potentially leasing publicly owned property located at 200 Blairs Middle School Circle, Blairs, Virginia 24527, to Southside Soccer Club for soccer recreational purposes. Mr. Warren opened the public hearing at 7:37pm. The Board was informed that Southside Soccer Club has requested to lease from the Pittsylvania County Board of Supervisors athletic fields and three (3) outbuildings located at the old Blairs Middles School for youth soccer purposes. Per Virginia Code §15.2-1800, a public hearing is legally required to lease County - owned property to a private entity. No one signed up to speak and Mr. Warren closed the public hearing at 7:37pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to authorize the execution of the lease between the Board of Supervisors and the Southside Soccer Club as advertised. 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. Presentations Annie Martine, Senior Program Officer, Dan River Foundation, updated the Board on the Danville Regional Health Collaborative, stating the Collaborative's focus has been on Active Living, Healthy Eating, Access to Health Care, and Healthy Spaces. Ms. Martine invited the Board to attend the May 23, 2017 Leadership Breakfast to hear more about their programs, and that the Health Summit will be held in Fall 2017. News Business Recommendations from the Legislative Committee The Finance Committee met at on February 22, 2017. The following motions were submitted for the Board's consideration: (a) Authorize the County staff to advertise a public hearing for citizen input to be held on April 18, 2017 for proposed amendments to Pittsylvania County Code (PCC) 6-1.1 (General Levy) to include Merchants' Capital Tax, a tax the County has been implementing for several decades. The Board unanimously approved the Legislative Committee's motion. (b) Authorize the County staff to advertise a public hearing for citizen input to be held on April 18, 2017 for proposed amendments PCC Chapter 4-30(b) that, due to duty reassignments, would now make the Building Official, and not the Director of Code Compliance (as previous), responsible for the removal, repair, or securing of dangerous structures under PCC Chapter 4, Article III. The Board unanimously approved the Legislative Committee's motion. (c) Authorize the County staff to advertise a public hearing for citizen input to be held on April 18, 2017 for proposed amendments on revisions to PCC Chapter 43 to effectuate recent changes to the Virginia State and Local Government Conflict of Interest Act (VA COIA) disclosure/filing requirements. The Board unanimously approved the Legislative Committee's motion. (d) Authorize the County staff to advertise a public hearing for citizen input to be held on April 18, 2017 for proposed amendments to PCC Zoning Ordinance to regulate solar energy facilities. The Board unanimously approved the Legislative Committee's motion. P33 Business Meeting March 21, 2017 (e) Authorize the County staff to advertise a public hearing for citizen input to be held on April 18, 2017 for proposed amendments to PCC 2-23; Fencing, to expand and follow the Virginia Code. The Board unanimously approved the Legislative Committee's motion. Recommendations from the Fire & Rescue Policies and Procedures Committee The Fire & Rescue Policies and Procedures Committee met on February 28, 2017. At that meeting, motion came from the Committee to make a one -rime exception to policy in order to allow Mt. Cross VFD's request for $7,500 reimbursement. Typically the money could only be applied for the purchase of a new vehicle or towards debt service for such. Mt. Cross had purchased a used vehicle. The Board unanimously approved the Fire & Rescue Policies and Procedures Committee's motion. Recommendations from the Economic Development Committee The Economic Development Committee met on March 16, 2017. At that meeting, motion came from the Committee to direct the County Administrator to negotiate with Clement Wheatley for legal services to create the Staunton River Regional Industrial Facility Authority. The Board unanimously approved the Economic Development Committee's motion. Mark Moore, Director of Parks & Recreation, explained Pittsylvania County recently received notification of a grant awarded by the Danville Regional Foundation (DRF) in the amount of $25,000 to improve the Ringgold Rail Trail. This grant is to be used to make improvements to the trail by creating a park -like atmosphere at each trailhead and building greater awareness of the trail as a strong community asset. As the agreement states, this grant is made possible through DRF's Make More Happen! (MMH) initiative. The goal of this initiative is to create a spark for community leaders and citizens who are passionate about improving the region's quality of life. This grant does not require a local match. Motion was made by Mr. Davis, seconded by Mr. Barber, to approve the agreement and allow the County Administrator to sign all necessary documents to accept the grant; and to approve an appropriation of $25,000 for the DRF Ringgold Rail Trail Grant to the Grants Fund (Fund 250). 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 was unanimously approved by the Board. Kim Van Der Hyde, Director of Finance, explained the Pittsylvania County School Board recently entered a lease with First Citizens Bank to purchase 10 passenger buses and 4 special needs buses. The Auditor of Public Accounts requires that local governing bodies approve such financings. The Code of Virginia, 1950 as amended does not allow for School Boards to establish and maintain such accounts outside of the County Treasurer's custody. As such, this lease will need to be maintained on the County's books and an appropriation will need to be made for the purchase of these school buses. These funds were originally appropriated for expense by the Board of Supervisors at their adjourned meeting, 10-18-16. The School Board has completed the procurement of school buses through this school bus lease program. During the manufacturing and procurement of the buses, which took several months, a total of $42.90 of interest was earned on the account. These funds need to be appropriated by the Board to the Bus Lease Fund (Fund 210). In addition, the total amount of the lease $972,966.90 needs to be appropriated to the regular School Fund (Fund 205) since the bank required that the Schools purchase the buses and request a reimbursement from the bank. Typically, the financing P34 Business Meeting March 21, 2017 institution will pay the vendor direct instead of requiring this type of arrangement. Since the bus lease is located in a separate fund, the Board needs to approve this appropriation for bookkeeping purposes. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to appropriate $42.90 to Fund 210 to account for interest earned on the bus lease account and to appropriate a total of $972,966.90 to Fund 205 to account for the actual purchase of 14 school buses, 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. Wanen-Yes. Mr. Blackstock's motion was unanimously approved by the Board. Motion was made by Mr. Barber, seconded by Mr. Blackstock, for the reappropriation of $240,524.79 as follows: $8.53 to BOS-Travel (100-4-011010-5500), $52.17 to Fleet -Travel (100-4-012520-6008), $19.62 to Electoral Bd-Office Supplies (100-4-013100-6001), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $189.84 to Sheriff -Svc Contracts (100-4- 031200-3320), $227.67 to Sheriff -Undercover Account (100-4-031200-6024), $1993.51 to VFD- Communication Equipment (100-4-032200-6004)), $51.51 to Jail -Food Supplies (100-4-033 100- 6002), $.32 to B&G-Bldg Maint Supplies (100-4-043100-6007), $896.00 to Recreation - Recreation Fees (100-4-071100-5696), $150.00 to Library -Postage (100-4-073100-5210), $1.12 to Library -Office Supplies (100-4-073100-6001), $1.95 to Library -Furniture & Fixtures (100-4- 073100-6003), $.49 to Library -Bldg Maint Supplies (100-4-073100-6007), $1.00 to Library - Books & Subscriptions (100-4-073100-6012), $8,231.06 to WIA-Rent (251-4-353853-6014), $228,600.00 to CIP-Compactor. This motion required a 10 -Day Layover. Closed Session Matters After holding a certified Closed Session at their Work Session on March 21, 2017, for the following matter: Discussion or consideration of the acquisition of real property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject: Project CCC Purpose: Discussion of Potential Acquisition of Parks and Recreation Property/Facility a motion was made at the Business meeting, by Mr. Davis, seconded by Mr. Barksdale, to accept ownership of the Chatham Community Center and related parcels, and authorize the execution and recordation of the Deed of Bargain and Sale effectuating the same. 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 was unanimously approved by the Board. After holding a certified Closed Session at their Work Session on March 21, 2017, for the following matter: Consultation with legal counsel employed or retained by public body regarding specific legal matters requiring provision of legal advice by such counsel Legal Authority: Virginia Code § 2.2-3711(A)(7) Subject: Project Sorter Purpose: Discussion of Potential Local Performance Agreement P35 Business Meeting March 21, 2017 a motion was made at the Business meeting, by Mr. Barksdale, seconded by Mr. Barber, to authorize the execution of the Gregory Lumber Local Performance Agreement, and granting any and all incentives to Gregory Lumber contained therein. 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. Staff explained that Change order 5 of the Courthouse Security Project as follows: Circuit Court has requested during renovations of the Courthouse Security for us to include an X -Ray machine for the actual Circuit Court entrance identical to the one at the main secure entrance of the Courthouse facility. Staff has requested under contract price for Daniel Builders LLC to price the new X -Ray machine and associated electrical work and installation. Daniel Builders LLC has submitted a price of $26,612 to perform the work. Staff explained that Change order 6 of the Courthouse Security Project as follows: The County Treasurer's Office has requested a partial window be installed to allow some daylight into the Treasurer's Office as opposed to completely closing the window up. Daniel Builders LLC submitted change order 6 in the amount of $966 to perform the work. The Sheriff is aware and agrees with these changes and funds are already available in the Courthouse Security fund to perform the work. Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve Change Orders 5 & 6, and amend Daniel Builders LLC's contract in the total amount of $27,578, and authorize the County Administrator to execute the change orders, which was unanimously approved by the Board. J. Vaden Hunt, County Attorney, explained that recently the Virginia Department of Transportation ("VDOT"), at the request of the Honorable Elton W. Blackstock, Staunton River Supervisor, held a public forum related to safety issues involving Shula Drive. At the conclusion of said forum, the recommendation, from an informal vote of citizens in attendance thereof, was to commence the legal road abandonment process for the following portion of Shula Drive: Rt. 642 (Shula Drive), from U.S. Highway 29, west to Rt. 988 (Highwayview Road), a total distance of 0.06 miles. Prior to the above -referenced informal vote at the public forum, VDOT conducted a formal Roadway Safety Assessment ("RSA"). The RSA's purpose was to gather input from key stakeholders and identify feasible solutions to address concerns with a goal to improve safety at this intersection. The RSA team, consisting of state and local officials/law enforcement, citizens and Fire/EMS personnel, had been working together since October 2016, to conduct said RSA, and to prepare the findings and recommendations. The group looked at current conditions, reviewed crash history, and identified possible crash patterns in developing possible alternatives. While nine (9) alternatives were initially considered, ultimately the following four (4) were considered most feasible: (1) Installing an Intersection Conflict Warning System — Dynamic Flashing Warning Beacons; (2) Closing the west leg of Route 642, Shula Drive (3) Constructing a Restricted Crossing U -Turn ("RCUT")/J-Turn Intersection; or (4) Constructing Off -set T -Intersections. These alternatives were further evaluated for their likelihood to either increase or decrease crashes, impacts, costs, and other factors. As a result, the final recommendation, which has the greatest benefit as compared to cost, is to close the West leg of Route 642 (Shula Drive). P36 Business Meeting March 21, 2017 Per Virginia Code § 33.2-909, the legal procedure for the Pittsylvania County Board of Supervisors (the `BOS") to potentially abandon the aforementioned portion of Shula Drive is as follows: Road Abandonment Process: (1) Via an affirmative majority vote at a public meeting, the BOS must decide that no public necessity exists for the continuance of the public road proposed to be abandoned; (2) After said action, the BOS, via a second majority affirmative vote, must vote to send formal notice of its intent to abandon said road to the VDOT Commissioner; (3) Then, County Staff must post notice in at least three (3) places on and along the road sought to be abandoned for at least thirty (30) days; (4) At the same time, County Staff must publish notice of the BOS' intent to abandon said road in two (2) or more issues of a newspaper having general circulation in the County; (5) The BOS must then wait thirty (30) days for any interested party to request and/or petition for a public hearing of or related to the advertised and posted potential road abandonment; (6) If a petition/request for a public hearing occurs, the BOS must hold a public hearing related to the proposed road abandonment; (7) Following the Step 6 public hearing, the BOS must either determine (within four (4) months of the 30 -day road posting period ending) that: (1) no public necessity exists to abandon the road in question and dismiss its road abandonment application with VDOT; or (2) must pass an ordinance or resolution requesting VDOT to abandon said road, because the safety and welfare of the public would be best served by abandoning said road; and (8) Alternatively, if a request and/or petition for a public hearing does not occur within the time frame specified in Step 5 above, the BOS (within four (4) months of the thirty (30) day posting period ending) must pass an ordinance or resolution requesting VDOT to abandon said road, because the safety and welfare of the public would be best served by abandoning said road. Motion was made by Mr. Blackstock, seconded by Mr. Davis, as follows: (1) BOS has determined that no public necessity exists for the continuance of the aforementioned portion of Shula Drive; (2) Authorize County Staff to post and publish a Notice of Intent to Abandon the aforementioned portion of Shula Drive, including a willingness to hold a public hearing; and (2) Authorize County Staff to forward the required potential road abandonment documentation to VDOT. Mr. Blackstock's motion was unanimously approved by the Board. Matt Rowe, Director of Economic Development, explained to the Board that Danville Community College (DCC) has been an integral workforce partner with the County and the City of Danville, and this partnership has resulted not only in the precision machining capstone program but also its associated recent and upcoming job announcements and significant private investment. The DCC precision machining program not only is at the college level, but also extends into the County's high school (as well as the City's high school now), and offers students the curriculum needed to obtain in -demand, and above average paying jobs. This now touted program took forward thinking from regional leaders, and a similar opportunity is being presented to the Board through the proposed Virginia Tobacco Commission grant to begin the P37 Business Meeting Mmb 21, 2017 creation of the DCC Advanced Skills IT Academy. DCC and the region have identified the information technology field as the next opportunity for our workforce, and this field integrates into the existing precision machining and advanced manufacturing workforce pipeline. The Virginia Tobacco Commission grant is the first concrete step to create the proposed Advanced Skills IT Academy. The proposed grant must have a 1 -to -1 local match. The total budgeted program amount is $211,683.96. Of this amount, $105,841.98 is considered to be the local match. With the proposed partnership, Pittsylvania County, along with the City of Danville and DCC, would each pay one-third of the local match; being $35,280.66. This is an unbudgeted request and would have to come from the County's general fund (Economic Development Department budget funding is unable to meet this request without greatly impacting core functions). If funded, the grant would fund the development of the curriculum for the capstone experience and would purchase a new server that is required to meet the cloud -based curriculum needs. DCC and the City of Danville have already committed to meeting their portion of the proposed partnership. Motion was made by Mr. Davis, seconded by Mr. Barksdale, to pay $35,280.66 from Fund 325, as Pittsylvania County's share of the aforementioned partnership, and to direct the County Administrator to draft a letter to the IDAasking for their consideration in reimburs Board. ing the Economic Development fund the $35,280.66, which was unanimously approved by the Staff explained that at their March 13, 2017 meeting, the Town of Chatham Council passed Resolution 2017.03.01, which formally requests the Pittsylvania County Board of Supervisors to consider establishing a county ordinance stipulating that except in emergency situations or sponsor authorized maintenance, no vessel powered by or equipped with internal combustion engines be allowed on Cherrystone and Roaring Fork Lakes. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to research the matter and bring back recommendations to the Board at their April 18, 2017 meeting, which was unanimously approved by the Board. Adiournment Motion was made by Mr. Davis, seconded by Mr. Barber, to adjourn, which was unanimously approved by the Board. The meeting ended at 8:55pm. Kobert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P38 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — VDOT Work Zone Awareness Week; 04-18-2017 April 3-7,2017 SUBJECT/PROPOSAL/REQUEST: Ratify Proclamation STAFF CONTACT(S): Smitherman ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Proclamation ITEM NUMBER: 6(c) INFORMATION: INFORMATION: BACKGROUND: Work Zone Awareness Week began in 1997 in the Commonwealth of Virginia, with the national awareness established in 1999. The purpose of this annual spring campaign held at the start of construction season is to encourage safe driving through highway work zones, with the key message being for drivers to use extra caution in work zones. DISCUSSION: Attached hereto, is a proclamation that established April 3-7, 2017 as VDOT Work Zone Awareness Week in Pittsylvania County, Virginia, which has already been forwarded to the local VDOT Residency Office. RECOMMENDATION• Staff recommends the Board of Supervisors ratify the attached proclamation. P39 RESOLUTION 2017-03-01 A resolution, requested from the Virginia Department of Transportation, that the Board of Supervisors of Pittsylvania County declare April 3-7, 2017 as Work Zone Awareness Week throughout Pittsylvania County in support of the Virginia Department of Transportation (VDOT), its contractors and other roadside workers. BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA COUNTY, VIRGINIA: WHEREAS, April 3-7, 2017 is National Work Zone Awareness Week; and WHEREAS, Work Zone Awareness Week began in 1997 in the Commonwealth of Virginia; and WHEREAS, National Work Zone Awareness Week was established in 1999, with a national kick-off event at Springfield, Virginia; and WHEREAS, the Virginia Department of Transportation, its contractors and other roadside workers put their lives on the line for the citizens of the Commonwealth of Virginia each and every time they work on our roadways; and WHEREAS, the VDOT Workers Memorial on Afton Mountain bears the names of 134 VDOT employees who gave their lives in service to Virginians; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA: That the Board of Supervisors hereby expresses its appreciation for the work undertaken by the Virginia Department of Transportation, its contractors and other roadside workers by declaring April 3-7, 2017 Work Zone Awareness Week in Pittsylvania County. Given under my hand this 23`d day of March, 2017. gobeW"BoW ,hairman Pittsylvania County Board of Supervisors P40 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Proclamation— National Community Action Month; May 2017 SUBJECT/PROPOSAL/REOUEST• Proclamation STAFF CONTACT(S): AGENDA DATE: 04-18-2017 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: 1) Proclamation ITEM NUMBER: 6(d) INFORMATION: INFORMATION: BACKGROUND: Community Action Month marks a commemoration of family and community achievements, as well as an opportunity to spotlight the great work done by Community Action Agencies all year long. DISCUSSION: Attached here is a Proclamation from the Board of Supervisors observing May 2017 as National Community Action Month. Ms. Everlena Ross, Executive Director for the Pittsylvania County Community Action Agency, will be present to accept the proclamation. RECOMMENDATION: Staff recommends the Board of Supervisors approve the Proclamation observing May 2017 as National Community Action Month in Pittyslvania County and authorize the County Administrator to forward a copy to the local media. P41 Vittopibanta Countp 43oarb of *uperbigor!5 Vrodamation Community Action Month May 2017 WHEREAS, Community Action emerged from the heart of President Lyndon B. Johnson's 1964 proclamation of America's "War on Poverty" where battles must be won in the field, in every private home, in every public office, from the courthouse to the White House; and WHEREAS, Community Action has put a human face on poverty for 53 years by advocating for limited -income citizens without a voice, so that they may enter the middle class and reach for the American dream, replacing their despair with opportunity; and WHEREAS, Community Action enhances millions of American lives by providing essential, life - changing services and opportunities such as affordable housing, economic development, health care, energy assistance, and natural disaster relief; and WHEREAS, Virginia Community Action agencies leverage more than $12 for each dollar of Community Services Block Grant funding to provide programs and services to about 170,000 low-income individuals; and WHEREAS, Community Actions revitalizes communities and moves individuals towards self- sufficiency; and WHEREAS, Virginia Community Action Agencies will continue to implement innovative and cost- effective programs to improve the lives and living conditions of impoverished Virginians; provide support and opportunities for all citizens in need of assistance; and serve as voices of reason in establishing system reforms; then NOW, THEREFORE, the Pittsylvania County Board of Supervisors do hereby recognize May 2017 as Community Action Month in Pittsylvania County, and call this observance to all citizens of Pittsylvania County; BE IT FURTHER PROCLAIMED that the Pittsylvania County Board of Supervisors authorizes the County Administrator to forward a copy of this proclamation to the local media. Given under my hand this Tuesday, 18h day of April, 2017. Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P42 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — National Teacher Appreciation Week; 04-18-2017 May 8-12, 2017 and Teacher Appreciation Day: May 9, 2017 ACTION: SUBJECT/PROPOSAL/REQUEST: Proclamation of Appreciation STAFF CONTACT(S): CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Proclamation REVIEWED BY: ff ITEM NUMBER: 6(e) INFORMATION: INFORMATION: BACKGROUND: National Teacher Appreciation Day, also known as National Teacher Day, is celebrated on Tuesday of the first full week in May. This day is part of Teacher Appreciation Week which is the first full week in May of each year. The National Education Association describes National Teacher Day "as day for honoring teachers and recognizing the lasting contributions they make to our lives ". DISCUSSION: Attached hereto, is a proclamation establishing May 8-12, 2017 as Teacher Appreciation Week, and May 9, 2017 as Teacher Appreciation Day in Pittsylvania County. The Board of Supervisors expresses their sincere appreciation to the teachers in Pittsylvania County for their dedication and devotion to their work. Dr. Mark Jones, Superintendent for the Pittsylvania County Public Schools, will be present to accept the proclamation. RECOMMENDATION• Staff recommends the Board of Supervisors approve the attached proclamation and direct the County Administrator to submit it to local news media. P43 VittOvIbania Countp Jgoarb of 6uperbi om Vrodamation Teacher Appreciation Week May 8-12, 2017 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, April 18, 2017, the following proclamation was adopted celebrating Teacher Appreciation Week May 8-12, 2017 and Teacher Appreciation Day May 9, 2017. WHEREAS, teachers mold in a positive direction the future citizens and future leaders of our country through guidance and education; and WHEREAS, teachers encounter students of widely differing backgrounds and we entrust our children with the teachers and they affect the lives of our children on a daily basis; and WHEREAS, our country's future depends upon providing quality education to all students; and WHEREAS, teachers spend countless hours preparing lessons, evaluating progress, counseling and coaching students and performing community service; and WHEREAS, the Board of Supervisors recognizes and supports its teachers in educating the children of Pittsylvania County; then NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors proclaims May 8-12, 2017 to be Teacher Appreciation Week and observes Tuesday, May 9, 2017 as Teacher Appreciation Day; and BE IT FURTHER RESOLVED that the Pittsylvania County Board of Supervisors strongly encourages all citizens of Pittsylvania County to join in with personally expressing appreciation to our teachers for their dedication and devotion to their work. Given under my hand this 18`t' day ofApril, 2017. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P44 PITTSYLVANIA COUNTY Board of Supervisors AGENDA TITLE: Proclamation — Law Day SUBJECT/PROPOSAL/REOUEST Proclamation STAFF CONTACT(S): Mr. Smitherman EXECUTIVE SUMMARY AGENDA DATE: 4-18-2017 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes ITEM NUMBER: 6(f) INFORMATION: INFORMATION: BACKGROUND: Each May the Pittsylvania County Board of Supervisors establishes and proclaims a Law Day for the celebration of the practice of law in the Commonwealth of Virginia and its heritage for liberty and equality. DISCUSSION: Attached hereto is a Proclamation for Law Day set for May 1, 2017. The Board of Supervisors requests the citizens of Pittsylvania County, Schools, Businesses, Civic Leaders and Legal Professionals to acknowledge the importance of our legal and judicial system in the United States, Commonwealth of Virginia, and the County of Pittsylvania. RECOMMENDATION• Staff recommends that the Board of Supervisors approve the attached proclamation and declare May 1, 2017 as Law Day in Pittsylvania County. P45 Pittolbania County 38oarb of Ouperbior-5 Proclamation LAW DAY May 1, 2017 "THE 14TKAMENDMENT: TRANSFORMINGAMERICANDEMOCRAcy" WHEREAS Law Day is an occasion of public acknowledgement of our Nation's and [State's/ heritage of justice, liberty, and equality under the law; and WHEREAS the United States Congress has statutorily designated May I as the annual day for commemoration of Law Day; and WHEREAS the American Bar Association is designated the 2017 Law Day theme to be "The Fourteenth Amendment: Transforming American Democracy" in recognition of the numerous contributions to American law and society of one of the most often cited constitutional enactments; and WHEREAS the Fourteenth Amendment in the nearly century and a half that has elapsed since its ratification has greatly expanded the constitutional protections available to all through its clauses guaranteeing due process and equal protection; and WHEREAS the Fourteenth Amendment has served as the vehicle by which many of the protections in the Bill of Rights have been found to be enforceable against state and local government actions that infringe upon fundamental liberties; and WHEREAS the Fourteenth Amendment constitutionally defined national citizenship for the first time and guaranteed that the privileges or immunities of United States citizenship would not be denied to any individual citizen; and WHEREAS the Fourteenth Amendment has served as the basis of and inspiration for landmark civil rights legislation and court decisions protecting and advancing the rights ofAmericans; and WHEREAS promoting public understanding of the roots of our freedom are an important component in the civic education of the citizens of the United States and of the County of Pittsylvania; then NOW THEREFORE the Board of Supervisors declares May 1, 2017, to be Law Day in the County of Pittsylvania, Virginia, this 18`h day of April in the year 2017. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P46 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Proclamation — Police Week; May 14-20, 2017 & 04-18-2017 Peace Office Memorial Day; May 15, 2017 SUBJECT/PROPOSAL/REQUEST: Approve Proclamation STAFF CONTACT(S): Smitherman ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Proclamation ITEM NUMBER: 6(g) INFORMATION: INFORMATION: BACKGROUND: Each year the Board of Supervisors, in cooperation with the Pittsylvania County Sheriff's Department and Virginia State Police, prepare a Proclamation to provide awareness for the National Police Week, and Peace Officers Memorial Day. DISCUSSION: Attached hereto, you will find a proclamation for Pittsylvania County concerning National Police Week for May 14-20, 2017, and Peace Officers Memorial Day, May 15, 2017. Deputy Monica Kennedy will be present to accept the proclamation and provide information on activities sponsored by the Sheriffs Department honoring Peace Officers Memorial Day. RECOMMENDATION• Staff recommends the Board of Supervisors approve the attached proclamation and authorize distribution to all local media sources. P47 Vitt.5pIbania Countp 36oarb of 6uperbigw.5 Vrodamatlon NATIONAL POLICE WEEK May 14-20, 2017 TO RECOGNIZE NATIONAL POLICE WEEK 2017, AND MAY 15' AS PEACE OFFICERS MEMORIAL DAY, BY HONORING THE SERVICE AND SACRIFICE OF THOSE LAW ENFORCEMENT OFFICERS KILLED IN THE LINE OF DUTY WHILE PROTECTING OUR COMMUNITIES AND SAFEGUARDING OUR DEMOCRACY. WHEREAS, The Congress and the President of the United States has declared law enforcement officer safety and wellness a top priority, and the International Association of Chiefs of Police's Center for Officer Safety and Wellness promotes the importance of individual, agency, family, and community safety and wellness awareness; and WHEREAS, the members of the Pittsylvania County Sheriffs Department play an essential role in safeguarding the rights and freedom of the citizens of Pittsylvania County; and WHEREAS, it is important that all citizens know and understand the problems, duties and responsibilities of their sheriffs department, and that members of our sheriffs department recognize their duty to serve the people by safeguarding life and property, by protecting them against violence or disorder, and by protecting the innocent against deception and the weak against oppression or intimidation; and WHEREAS, the Sheriff s Department of Pittsylvania County has grown to be a modern and scientific law enforcement agency which unceasingly provides a vital public service; then NOW, THEREFORE, the Board of Supervisors calls upon all citizens of Pittsylvania County, Virginia, and upon all patriotic, civil and educational organizations to observe the week of May 14-20, 2017 as Police Week with appropriate recognition and thanks for our police officers, past and present, who by their faithful and loyal devotion to their responsibilities have rendered a dedicated service to their communities and, in doing so, have established for themselves an enviable and enduring reputation for preserving the rights and security for all citizens; and THE BOARD OF SUPERVISORS FURTHER calls upon all citizens of Pittsylvania County, Virginia, to observe May 15, 2017 as Peace Officers Memorial Day to honor those peace officers who, through their courageous deeds, have lost their lives or have become disabled in the performance of duty. Given under my hand this day 18a' day of April, 2017. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P48 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proclamation — National Travel & Tourism Week; 04-18-2017 May 7-13, 2017 SUBJECT/PROPOSAL/REQUEST: Approve Proclamation STAFF CONTACT(S): Smitherman BACKGROUND: ACTION: CONSENT AGENDA: ACTION• Yes ATTACHMENTS: Proclamation c� ITEM NUMBER: 6(h) INFORMATION: INFORMATION: DISCUSSION: Attached is a Proclamation declaring the week of May 7-13, 2017, as National Travel & Tourism Week in Pittsylvania County, Virginia. Ms. Laurie Moran, Executive Director for the Danville-Pittsylvania Chamber of Commerce will be present to accept the proclamation. RECOMMENDATION• Staff recommends the Board of Supervisors approve the attached proclamation and authorize distribution to all local media sources. P49 Vittolbauia Couutp 38oarb of 6uperbi ori Drodamation National Travel & Tourism Week May 7 —13, 2017 Whereas travel has a positive effect on Virginia and the nation's economic prosperity and image abroad, it also impacts business productivity and to individual travelers' well-being. Whereas travel to and within the United States provides significant economic benefits for the nation, generating more than $2.1 trillion in economic output in 2015, with $947.1 billion spent directly by travelers. Whereas travel is among the largest private -sector employers in the United States, supporting 15.1 million jobs in 2015, including 8.1 million directly in the travel industry and 6.9 million in other industries. Whereas travelers' spending directly generated tax revenues of $147.9 billion for federal, state and local governments, funds used to support essential services and programs. Whereas tourism continues to have a positive impact on Pittsylvania County, with over $71 million in travel related expenditures, 642 people employed in local tourism positions, over $2 million in local tax receipts, and $13.3 million in local payroll in 2015. Whereas international travel to the United States is the nation's No. 1 services export. In 2015, travel generated $216.9 billion in exports, creating a $60.9 billion trade surplus for the United States. Whereas meetings, events and incentive travel are core business functions that help companies strengthen business performance, educate employees and customers and reward business accomplishments—which in turn boosts the U.S. economy. In 2015, domestic and international business travelers spent $296.3 billion. Whereas leisure travel, which accounts for more than three-quarters of all trips taken in the United States, spurs countless benefits to travelers' health and wellness, creativity, cultural awareness, education, happiness, productivity and relationships. Whereas travel is a pillar of economic growth, creating jobs at a faster rate than other sectors. Now, therefore, the Board of Supervisors does hereby proclaim May 7-13, 2017 as National Travel and Tourism Week in Pittsylvania County, Virginia, and urge the citizens of Pittsylvania County, Virginia, to join me in this special observance with appropriate events and commemorations. Given under my hand this day 18"' day of April, 2017. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P50 PUBLIC HEARING P51 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold five (5) public hearings on Tuesday, April 18, 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 potentially revising the Pittsylvania County Code ("PCC") as follows: (1) Solar Energy Facilities Regulation: Amend PCC Chapter 35, Article 1, Division 3 (Definitions) to add new Solar Energy Facility Definitions; and, amend PCC Chapter 35, Article II, Division 4 (Supplementary Regulations) to add PCC §§ 35-141(A) — (F) providing new Solar Energy Facilities Regulation; (2) Merchants' Capital/General Levv: Amend PCC § 6-1.1 to add Merchants' Capital to the County's list of general levies; (3) Building Official/Dangerous Structures Change: Amend PCC § 4-30(b) to make Building Official, and not Director of Code Compliance, responsible for removal, repair, or securing of dangerous structures under PCC, Chapter 4, Article III; change necessary after recent Organizational Chart revision by County Administrator; (4) VA COIA Disclosure Filings: Amend PCC Chapter 43 to reflect recent changes in VA COIA disclosure/filing requirements; and (5) Animal Fencing: Amend PCC § 2-3 to increase the type of animals that are required to be fenced in the County to include all animals listed in the "Livestock" definition in Virginia Code § 3.2-5900; and, amend PCC Chapter 2 to include a penalty for violating said revised section. A complete text of the proposed PCC changes is available in the Pittsylvania County Administrator's Office, l Center Street, Chatham, Virginia, 24531, Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m., as well as on the County's website at www.pittgov.org P52 PITTSYLVANIA COUNTY Board of Supervisors BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Proposed Amendments to PCC Chapter 35, 4/18/17 Article I, Division 3 (Definitions), and PCC Chapter 35, Article II, Division 4 ACTION: (Supplementary Regulations) to add PCC §§ 35- Yes 141(A) — (F) ITEM NUMBER: 7 SUBJECT/PROPOSAL/REOUEST ATTACHMENT: (1) New Slar Conduct Public Hearing; Potentially Adopt PCC and Regulations Energy Facilities Definition Amendments STAFF CONTACT: Mr. Sides; Mr. Hunt REVIEWED BY: BACKGROUND: On February 22, 2017, the Legislative Committee recommended the attached amendments to Pittsylvania County Code ("PCC") Chapter 35, Article I, Division 3 (Definitions), to add new Solar Energy Facility Definitions; and PCC Chapter 35, Article II, Division 4 (Supplementary Regulations) to add PCC §§ 35-141(A) — (F), providing new Solar Energy Facilities Regulations. At the March 21, 2017, BOS meeting, the BOS voted to authorize the public hearing required to potentially formally adopt said PCC revisions. RECOMMENDATION• For the BOS' consideration. Following the legally required public hearing, adoption of the aforementioned PCC amendments would require an affirmative majority roll call vote. P53 PITTSYLVANIA COUNTY EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Legislative Committee - Amendment to Pittsylvania 03-21-2017 County Zoning Ordinance for Solar Energy Facilities — Schedule Public Hearing ACTION• Yes SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: Recommendation from the Pittsylvania County ACTION: Legislative Committee STAFF CONTACT(S): Mr. Smitherman Mr. Sides INFORMATION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 9(d) INFORMATION: BACKGROUND: The Legislative Committee of the Pittsylvania County Board of Supervisors previously requested that staff prepare and submit a document to regulate the review and permitting of solar energy facilities in the County. A draft document was presented at the July 19, 2016 meeting of the Legislative Committee that proposed a section regulating solar energy be added to the Pittsylvania County Zoning Ordinance, under the Supplementary Regulation section. The draft document included all the allowable regulatory design and permitting criteria authorized to local governments by the Code of Virginia. The procedure for zoning ordinance amendments is that the governing body refer the proposed amendment to the Planning Commission for its recommendations. Included in this process is a Public Hearing by the Planning Commission, followed by its recommendation to the governing body. The governing body would then hold at least one public hearing before approving and adopting the zoning ordinance amendment. At their August 1, 2016 meeting, The Board referred the proposed amendment to the Planning Commission for review and recommendation. The Pittsylvania County Planning Commission reviewed the proposed amendments relating to solar energy facilities over the course of several meetings and worksessions. Additional revisions were agreed to and a Public Hearing was properly advertised and held on November 1, 2016. Following the Public Hearing, the Planning Commission voted by a 6 to 0 vote (2 members were absent) to recommend that the Board of Supervisors approve the proposed amendments to Chapter 35 of the Zoning Ordinance. Upon receipt of that report from the Planning Commission, the Board of Supervisors voted to refer the proposed ordinance to the Legislative Committee for review and recommendation. DISCUSSION: The Legislative Committee met on February 22, 2017 to review the recommended amended ordinance from the Planning Commission. There was discussion concerning the solar project setback requirements. The Legislative Committee supported revised language that would treat solar projects the same as any other development in terms of zoning setbacks (see attached for committee recommendation highlighted in red on page 2 and 3). RECOMMENDATION: The Legislative Committee has recommended that the Board of Supervisors schedule a public hearing on the proposed amendments to the Pittsylvania County Zoning Ordinance to regulate solar energy facilities, with the revised setback language as presented at the February 22, 2017 meeting. P54 DRAFT — For Public Review Pittsylvania County Zoning Ordinance Article 1, Division 3 Definitions Solar energy facility, large-scale: A private solar energy conversion system, whose primary Purpose is to produce power, or off -set power use, for on-site commercial, agricultural and industrial appandl'tratnsmis ions hardware whichisting of Itaic has the rratedupport capacity structures, p oducedassociated control, coversion, mo a than 25 kilowatt n(kW) of electrical power and which has a total site area of five (5) acres or less. Solar energy facility, small system: A private solar energy conversion system, whose primary purpose is to produce power, or off -set power use, for residential applications, consisting of photovoltaic panels, support structures, and associated control, conversion, and transmission hardware which has the rated capacity to produce not more than 25 kilowatts (kW) of electrical power. Solar energy facility, utility -scale: An energy conversion system, whose primary purpose is to produce power for consumption by, or under contract to, a utility provider, consisting of photovoltaic Panels, support structures, and associated control, conversion, and transmission hardware which has a total site area of more than five (5) acres. Pittsylvania County Zoning Ordinance Article II, Division 4, Supplementary Regulations Sec. 35-141 Solar Energy Facilities. The following guidelines are intended to promote and regulate the development of solar energy facilities in Pittsylvania County while protecting the public health, safety and general welfare of the community. Sec. 35-141(A) Small Solar Energy Facilities Small solar energy facilities shall be a Permitted Use in all zoning districts: 1. Roof -mounted small solar energy facilities may be mounted on a principal building or an accessory building but shall not exceed the maximum building height requirements for the zoning district in which they are located and shall not be more than three (3) feet higher than the finished roof to which it is mounted. These facilities shall meet the building setback requirements for the structures to which they are affixed and shall not extend beyond the exterior perimeter of the structure roof. 2. Ground -mounted small solar energy facilities shall meet the minimum setbacks for principal or accessory structures in the zoning districts which they are located. The maximum height of these facilities shall be 15 feet as measured from the grade or base of the facility to its highest point. 3. All small solar energy facilities shall be configured to avoid glare and heat transference to adjacent properties. 4. All small solar energy facilities shall utilize components which have a UL listing or equivalent and fully comply with all applicable building and electrical codes, and shall not generate or create electrical interruptions or interference with existing electrical or electronic uses. P55 Sec. 35-141(B) Large Scale Solar Energy Facilities Roof -mounted large-scale solar energy facilities shall be a Permitted Use in all zoning districts when affixed to the roof of an existing or properly permitted commercial, governmental, industrial, agricultural or institutional building. These facilities shall meet the building setback requirements for the structures to which they are affixed and shall meet all design requirements specified for small solar energy facilities. Ground -mounted large-scale solar energy facilities shall be by Special Use Permit in the M-1 Industrial District, Light Industry zoning district and the M-2 Industrial District, Heavy Industry zoning district, and in the A-1 Agricultural zoning district.. . Sec. 35-141(C) Utility Scale Solar Energy Facility Utility -scale solar energy facilities shall be by Special Use Permit in the M-1 Industrial District, Light Industry zoning district and the M-2 Industrial District, Heavy Industry zoning district, and in the A-1 Agricultural zoning district. Sec. 35-141(D) Permitting Requirements for Large and Utility Scale Solar Energy Facilities In addition to the requirements of Article V, Division 4 (Site Development Plans) and, where applicable, Article V, Division 3 (Special Use Permits ) of Chapter 35, Pittsylvania County Zoning Ordinance, the following documents and information must be provided for review and approval of large- and utility -scale solar energy facilities: 1. A narrative identifying the applicant, owner, and operator, and describing the proposed solar energy project, including: an overview of the project and its location, approximate rated capacity of the solar energy project, the approximate number, representative types and expected footprint of solar equipment to be constructed, and a description of ancillary facilities, if applicable; 2 Project site development and landscape plans demonstrating that the solar project minimizes impacts on the visual character of an existing public right-of-way (ROW) or historic properties listed on the Virginia Landmarks Register, or the National Register of Historic Places. 3. A site plan meeting the requirements of Chapter 35, Article V, Division 4 Pittsylvania County Code, including the following additional information and details: a) Property lines and setbacks as set out below, unless otherwise prescribed by the Board of Zoning Appeals as a condition of approval for a Special Use Permit. Front : -side and fear selh;;Aks;hall be a aunimam of 59 feet All aspects and components associated with a solar energy facility shall meet the minimum zoning placement and setback requirements for the zoning district in which it is located P56 b) Existing and proposed buildings and structures, including preliminary location(s) of the proposed solar equipment. c) Existing and proposed access roads, drives, turnout locations, and parking, however, this requirement shall not exceed VDOT requirements for other types of projects in the underlying zoning district. d) Location of substations, electrical cabling from the solar systems to the substations, ancillary equipment, buildings, and structures (including those within any applicable setbacks). e) Fencing, or other methods of ensuring public safety, in accordance with Section 35-121. f) Buffering as required based on the visual impacts of the project or as required by the Board of Zoning Appeals as a condition of approval for a Special Use Permit. Required buffers shall be placed or preserved between any required fencing and adjoining properties and/or adjacent rights-of-way. On a s+de taring a pubNc nght.af-way. ai,d where no vegetate -i butlef exists required screening sliall be placed within the hvenly twe (25) feet closes! to the perimeter Of the site area Buffering or vegetative screening shall comply with Section 35-121. g) Additional information may be required, as determined by the Zoning Administrator, such as a scaled elevation view and other supporting drawings, photographs of the proposed site, photo or other realistic simulations or modeling of the proposed solar energy project from potentially sensitive locations as deemed necessary by the Zoning Administrator to assess the visual impact of the project, landscaping and screening plan, coverage map, and additional information that may be necessary for a technical review of the proposal. 4. Documentation shall include proof of control over the land or possession of the right to use the land in the manner requested. The applicant may redact sensitive financial or confidential information. 5. Document that the panels are located and installed so that the sum of the glare is directed away from an adjoining property or public rights of way. 6. The applicant shall provide proof of adequate liability insurance for a large and utility - scale solar facility prior to issuance of a zoning or building permit. Sec. 35-141(E) Decommissioning Requirements for Large and Utility Scale Solar Energy Facilities The owner or operator of a large or utility scale solar energy facility shall completely decommission a facility within 12 months if the facility ceases to generate electricity for a continuous period of 12 months This period may be extended by the Board of Zoning Appeals if the owner or operator provides evidence that the failure to generate electricity is due to circumstances beyond their control and the facility has not been abandoned. Decommissioning shall include the removal of all solar collectors, cabling, electrical components, fencing and any other associated equipment, facilities and structures to a depth of at least 36 inches and stabilization of the site. A decommissioning plan shall be submitted, which shall include the following: (1) the anticipated life of the project; (2) the estimated decommissioning cost in current dollars; P57 (3) how said estimate was determined; and (4) the manner in which the project will be decommissioned. As allowed by Section 35-714 of the Pittsylvania County Zoning Ordinance, the Board of Zoning Appeals shall require a bond with surety or other approved security to ensure compliance with conditions imposed in a Special Use Permit. The plan shall acknowledge that if at any time the project is declared to be an unsafe structure by the Pittsylvania County Building Code Official, the terms of the "unsafe structure" code shall apply. Sec. 35-141(F) General Requirements for Large and Utility Scale Solar Energy Facilities The height of roof mounted large and utility -scale solar energy facilities shall not exceed the maximum height of other structures as permitted in the zoning district, and the maximum height of ground mounted facilities shall be 15 feet, as measured from the grade or base of the facility to its highest point, or shall be as approved by the Board of Zoning Appeals as a condition of approval for a Special Use Permit. 2. Warning signage shall be placed on solar equipment and facilities to the extent appropriate. Solar equipment shall not be used for the display of advertising, except for reasonable identification of the photovoltaic equipment manufacturer or operator of the solar energy facility. All signs, flags, streamers or similar items, both temporary and permanent, are prohibited on solar equipment except as follows: (a) manufacturer's or installer's identification, (b) warning signs and placards; (c) signs that may be required by a federal agency, and (d) signs that provide a 24-hour emergency contact phone number and warn of any danger. Educational signs providing information about the project and the benefits of renewable energy may be allowed as provided in Article 11, Division 3 of the Pittsylvania County Zoning Ordinance. 3. All large and utility scale solar energy facilities shall utilize components which have a UL listing or equivalent and fully comply with all applicable building and electrical codes, and shall not generate or create electrical interruptions or interference with existing electrical or electronic uses. 4. All large and utility scale solar energy facilities shall comply with all applicable state and federal permitting and regulatory requirements. 5. All large and utility scale solar energy facilities must comply with the Pittsylvania County Noise Ordinance, but the requirements shall be no more stringent than for other development in the underlying zoning district. P58 PITTSYLVANIA COUNTY Board of Supervisors BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE:I AGENDA DATE: ITEM NUMBER: Merchants' Capital/General Levy; Proposed 4/18/17 g Revision to PCC § 6-1.1 ACTION: SUBJECT/PROPOSAL/REOUEST Yes Conduct Public Hearing; Potentially Adopt ATTACHMENT: PCC Amendments (1) PCC § 6-1.1 Revision STAFF CONTACT: Mr. Hunt; Ms. Hammock REVIEWED BY- ` BACKGROUND: On February 22, 2017, the Legislative Committee recommended the attached revision to Pittsylvania County Code ("PCC") § 6-1.1 to add Merchants' Capital to the County's list of general levies. At the March 21, 2017, BOS meeting, the BOS voted to authorize the public hearing required to potentially formally adopt said PCC revisions. RECOMMENDATION: For the BOS' consideration. Following the legally required public hearing, adoption of the aforementioned PCC revision would require an affirmative majority roll call vote. P59 PITTSYLVANIA COUNTY Board of Supervisors Work Session EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Legislative Committee; Amendment to Pittsylvania 3/21/17 County Code ("PCC") 6-1.1 (General Levy Revision- -- Merchants' Capital) ACTION: Yes REQUEST: Authorize Public Hearing to Amend PCC § 6-1.1 STAFF CONTACT: Ms. Hammock ITEM NUMBER: 9(a) ATTACHMENT: (1) (1) PCC § 6-1.1 (Redlined Revision) REVIEWED BY: t� BACKGROUND/DISCUSSION: On February 22, 2017, the Legislative Committee ("LC") met on several topics, one of them being the present matter. The Honorable Shirley Hammock informed the LC that it was recommended to her by the Commonwealth of Virginia's Department of Taxation, to protect the County legally, to add Merchants' Capital to the County's list of General Levies under PCC § 6 - LL Accordingly, to effectuate the same, the attached revision to PCC § 6-1.1 is required. The LC supported said revision, and recommended the same to the full Pittsylvania County Board of Supervisors ("BOS"). RECOMMENDATION: For the BOS' consideration. It is recommended that the BOS authorize County Staff to advertised and conduct a public hearing at the BOS' April Business Meeting on the attached revisions to PCC § 6-1.1, as required by Virginia law. P60 PITTSYLVANIA COUNTY CODE SEC. 6-1.1. GENERAL LEVY As required by the Code of Virginia, 1950, as amended, the Board of Supervisors shall approve and appropriate an annual budget. The annual budget shall be funded by an appropriation resolution which shall set the annual levy in at least, but not limited to, the following classifications: 1. General Real Estate 2. Mobile Home and Barns 3. Machinery and Tools 4. Personal Property 5. Generating Equipment 6, _Niercliant_, (vital (B.S.M. 11-19-02)(B.S.M. 04-06-09) P61 PITTSYLVANIA COUNTY Board of Supervisors BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: ITEM NUMBER: Building Official/Dangerous Structures Change; 4/18/17 9 Amend PCC § 4-30(b) SUBJECT/PROPOSAL/REQUEST: Conduct Public Hearing; Potentially Adopt PCC Amendment STAFF CONTACT: Mr. Sides; Mr. Bowman; Mr. Hunt ACTION• Yes ATTACHMENT: (1) Revisions to PCC § 4-30(b) REVIEWED BY: BACKGROUND: On February 22, 2017, the Legislative Committee recommended the attached revision to Pittsylvania County Code ("PCC") to § 4-30(b) to make Building Official, and not Director of Code Compliance, responsible for removal, repair, or securing of dangerous structures under PCC, Chapter 4, Article III; change necessary after recent Organizational Chart revision by County Administrator; . At the March 21, 2017, BOS meeting, the BOS voted to authorize the public hearing required to potentially formally adopt said PCC revision. RECOMMENDATION: For the BOS' consideration. Following the legally required public hearing, adoption of the aforementioned PCC revision would require an affirmative majority roll call vote. P62 PITTSYLVANIA COUNTY Board of Supervisors Work Session EXECUTIVE SUMMARY AGENT TITLE' AGENDA DATE: ITEM: Legislative Committee; Amendment to Pittsylvania 3/21/17 County Code § 4-30(b) (Building Official Change) 9(b) RE GUEST: I ACTIOIe Authorize Public Hearing to Amend PCC § 4-30(b) Yes STAFF CONTACT: Mr. Sides; Mr. Bowman ATTACHMENT: (1) (1) PCC § 4-30 (Redlined) REVIEWED BACKGROUND - Recently, the County's Organization Chart was revised by the County Administrator and some duties reassigned. One such reassignment, was to now make the Building Official, and not the Director of Code Compliance (as previously), responsible for the removal, repair, or securing of dangerous structures under Pittsylvania County Code ("PCC') Chapter 4, Article IIl. DISCUSSION:: On February 22, 2017, the Legislative Committee ("LC") met on several topics, one of them being the present matter. In order to effectuate the Building Official's above -reassignment of duties, the attached revision to PCC § 4-30(b) is required. The LC supported the revision to PCC § 4-30(b), and recommended the same to the full Pittsylvania County Board of Supervisors ("BOS-). RECOMMENDATION: For the BOS' consideration. It is recommended that the BOS authorize County Staff to advertised and conduct a public hearing at the BOS' April Business Meeting on the attached revisions to PCC § 4-30(b), as required by Virginia law. P63 Article III. REMOVAL, REPAIR_ OR SECURING OF DANGEROUS STRUCTURES SEC. 4-30. DEFINITIONS (a) Building Code shall mean the applicable provisions of the Uniform Statewide Building Code relating to the maintenance of existing buildings as adopted by the Commonwealth of Virginia and Board of Housing and Community Development. (b) Code Officials shall mean the Building Official Direeter of Code ,,,....plia --- or his designee. (c) Dangerous Structure shall mean any building, wall or other structure in Pittsylvania County that fails to comply with the building code through damage, deterioration, infestation, improper maintenance, or for any other reason or reasons, and thereby becomes unsafe, unsanitary, or deficient in adequate exit facilities, or which constitutes a hazard or public nuisance or is otherwise dangerous to human life, health or safety, or the public welfare and which might endanger the public health or safety of other residents of Pittsylvania County. (d) Lien -holder or Lien -holders shall mean any and all individuals, associations, corporations, or other entities that have a mortgage or other lien of record of any kind on the property which are of record against the owner. Either term may be singular or plural unless the contact indicates otherwise. (e) Owner means the owner or owners of the premises therein, as indicated in the tax records of Pittsylvania County, Virginia. SEC. 4-31. OWNER'S RESPONSIBILITIES. It shall be the responsibility of all owners of buildings, structures and real property located within the boundaries of Pittsylvania County to take the necessary action, at such time or times as the Code Official may prescribe, to repair, remove, or secure any building, wall, or any other structure on their property which might endanger the public health or safety of other residents of Pittsylvania County, subject to such rights of appeal as are provided for in the section. All such buildings or other structures declared by the Code Official to be a dangerous structure shall either be made safe by compliance with the Building Code or be vacated and secured against public entry or be taken down and removed as determined by the Code Official. SEC. 4-32. NOTICES TO OWNERS AND LIEN HOLDERS. Whenever the code official shall be of the opinion and finds that any structure in the County is a dangerous structure as defined in this chapter, the Code Official shall cause written notice to be served upon the owner and lien holder, as provided for in Section 4-33 of this chapter. Such notice shall state that the building, wall or any other structure has been declared to be a dangerous structure and shall, at a minimum, provide the following information: (1) The location of the building or structure by street address and/or tax identification number. Page 1 of 4 P64 (2) A statement that the building or structure has been inspected by the Code Official or his designee, and that it has been deemed to be a dangerous structure as defined in this chapter and, further, to be declared by the Code Official as unsafe, unfit for human occupancy, or unlawful, as defined in the uniform Statewide Building Code. (3) A listing of the specific conditions which exist that cause the building or structure to endanger the public health or safety of other residents of the County and, further, which cause the Code Official to declare the building or structure to be unsafe, unfit for human occupancy or unlawful with reference to the Uniform Statewide Building Code section that serves as a basis for the declaration for a dangerous structure. (4) A statement that the Code Official has determined that necessary corrective action to abate the unsafe or dangerous conditions, as described in the notice, consist of one (1) of the following actions: (a) The completion of the repairs and/or improvements to the building or structure, which may include the securing of the building or structure against public entry as provided in the notice; or (b) The taking down or removal of the building or structure. (5) An order to complete the necessary corrective action to abate the unsafe or dangerous conditions as determined by the Code Official by specifying the required repairs and/or improvements to be made to the building or structure or by requiring the building or structure to be taken down and removed. The Order shall provide a stipulated time within the necessary corrective action is to be completed. (6) A statement that the failure to comply with the terms of a notice to abate the unsafe or dangerous conditions will result in the County taking action to abate such conditions in accordance with the provisions of § 15.2-906 of the Code of Virginia and/or of the Uniform Statewide Building Code, as the Code Official deems appropriate. (7) A statement of the owner's rights of appeal of the Code Official's decisions to the local Board of Building Code Appeals in accordance with the appeals provision of the Uniform Statewide Building Code. SEC. 4-33. SERVICE OF NOTICE. The notices issued pursuant to this chapter shall be served upon any owner and lien -holder in the following manner: A. Where the Code Official has determined the necessary corrective action to abate the unsafe or dangerous condition is to make repairs to the building or structure, which may include the securing of the building or structure against public entry, the notice shall be given by either delivering a copy of the notice by certified mail or by registered mail, return receipt requested sent to the address of record in the Office of the Commissioner of Revenue of Page 2 of 4 P65 Pittsylvania County, Virginia. B. Where the Code Official has determined the necessary corrective action to abate the unsafe or dangerous condition is to take down and remove the building or structure, the notice shall be a written notice mailed by certified or registered mail, return receipt requested, sent to the last known address of the property owner. C. In addition to subsections (1) or (2) above, notice shall also be given to any such person or entity by publishing once a week for two weeks a copy of the notice in the newspaper having general circulation in the County in accordance with the applicable provisions of § 15.2-906 of the Code of Virginia. SEC. 4-34. APPLICATION FOR APPEAL. The owner or owner's agent of any building, wall or structure which has been declared to be a dangerous structure and ordered by the Code Official to be repaired, secured or removed, as provided for in this chapter, may appeal the decision to the local Board of Building Code Appeals. A written request for appeal to the Board of Building Code of Appeals shall be submitted within twenty-one (21) calendar days from the receipt of the decision to be appealed on forms as provided by the Code Official. Upon receipt of any application for appeal, the Code Official shall schedule a hearing within sixty (60) calendar days. The appeal hearing shall be in accordance with the usual procedures of the Board of Building Code of Appeals. All procedures, notices, hearings, decisions and other actions by the Building Code of Appeals shall be in accordance with the appeals provisions of the building code. SEC. 4-35. SECURING, REPAIR OR REMOVAL OF DANGEROUS BUILDINGS; ACTIONS BY THE COUNTY. A. If the dangerous condition has not been remedied with a structure secured or torn down and removed within the time limit allowed by the Code Official, or if challenged, by the time established following the final review of the Code Official's decision, the Code Official shall with the approval of the County Administrator, proceed in accordance with the provisions of §15.2-906 of the Code of Virginia, 1950, as amended, to cause the structure to be removed repaired, secured as the Code Official deems appropriate, considering the condition of the premises. B. In the event the County, through its own agents or employees, removes, repairs or secures any building, wall or any other structure after complying with the notice provisions of this chapter, the cost of expenses there of shall be chargeable to and paid by the owners of such property and may be collected by the County as taxes and levies are collected. C. Every charge authorized by this section with which the owner of any such property shall have been assessed and which remains unpaid shall constitute a lien against such property ranking on a parity with liens for unpaid local taxes and enforceable in the same manner as provided for in Article 3 (§58.1-3940 et seq.) and for (§58.1-3965 et seq.) of Chapter 39 of Title 58.1 of the Code of Virginia, 1950, as amended. Page 3 of 4 P66 SEC. 4-36. EXTENSION OF TIME. In the event that any act required by this chapter cannot be performed within the time provided due to shortage of materials, war, restraint by public authorities, strikes, local disturbances, civil disobedience, or any other circumstances beyond the control of the actor, then the time within which such act will be accomplished shall be extended for a period equivalent to the time of such limitation; provided, however, that the person or entity seeking such extension shall make a written request therefore within the then applicable time period. SEC. 4-37. ADDITIONAL AUTHORITY. In addition to the authority delegated to the Code Official in this chapter, the Code Official shall have all of the authority extended to the Code Official in the Virginia Uniform Statewide Building Code, as well as to take appropriate action on behalf of the County in an emergency to abate, raze, or remove any dangerous structure which constitutes a public nuisance under the provisions of § 15.2- 900 of the Code of Virginia, 1950; as amended. Adopted by the Board of Supervisors on Monday, June 7, 2004 and became effective immediately upon its passage. Article I, Sec. 4-1 Adopted by the Board of Supervisors on Monday, June 21, 2005 and became effective July 1, 2005. Amended by the Board of Supervisors 10-16-2012 Page 4 of 4 P67 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY TITLE: AGENDA DATE: ITEM NUMBER: evisions to PCC Chapter 43 (VA 4/18/17 10 closure Statements/Filings) ACTION: /PROPOSAL/REOUEST• Yes ublic Hearing; Potentially Adopt PCC FFRevisions ATTACHMENT: (1) Revised PCC Chapter 43 ONTACT: REVIEWED BY: BACKGROUND - On February 22, 2017, the Legislative Committee recommended the attached revisions to Pittsylvania County Code ("PCC") Chapter 43 (Disclosure Statements). At the March 21, 2017, BOS meeting, the BOS voted to authorize the public hearing required to potentially formally adopt the above -referenced revisions. RECOMMENDATION: For the BOS' consideration. Following the legally required public hearing, adoption of the proposed revisions to PCC Chapter 43 would require an affirmative majority roll call vote. P68 PITTSYLVANIA COUNTY Board of Supervisors Work Session EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Legislative Committee; Amendment to 3/21/17 Pittsylvania County Code ("PCC") Chapter 43 (VA COIA) ACTION: Yes REQUEST: Authorize Public Hearing to Amend PCC Chapter 43 STAFF CONTACT: Mr. Hunt ITEM NUMBER: 9(c) ATTACHMENT: (2) (1) PCC Chapter 43 (Redlined Revisions) (2) VA COIA Disclosures Filing Primer REVIEWED BY: BACKGROUND/DISCUSSION: On February 22, 2017, the Legislative Committee ("LC") met on several topics, one of them being the present matter. In order to effectuate recent changes to the Virginia State and Local Government Conflict of Interest Act ("VA COLA") disclosure/filing requirements, the attached revision to PCC Chapter 43 is required. Said revision is supported by the VA COIR Council. The LC also supported said revision, and recommended the same to the full Pittsylvania County Board of Supervisors (`BOS"). RECOMMENDATION: For the BOS' consideration. It is recommended that the BOS authorize County Staff to advertised and conduct a public hearing at the BOS' April Business Meeting on the attached revisions to PCC Chapter 43, as required by Virginia law. P69 PITTSYLVANIA COUNTY CODE CHAPTER 43 DISCLOSURE OF PERSONAL INTERESTS BY COUNTY OFFICIALS AND EMPLOYEES § 43-1. Purpose. § 43-2. When and by Whom Required. § 43-3. Additional Disclosure. Sec. 43-1. PURPOSE. To enhance citizen confidence in local government, the disclosure statement of personal interests of certain county officers and employees is required in accordance with the Virginia State and Local Government Conflict of hiterests Act . This Chanter does not apply to County Constitutional Officers or the School Board. Said entities are responsible for their own disclosure filings under the Act SEC. 43-2. WHEN AND BY WHOM REQUIRED. At the time(s) Prescribed by the Act the following individuals shall be required to file the following form(s): A. Disclosure of Real Estate Holdings (Virginia Code & 2.2-3115(G))- 2 3115(G))- 1. 1. Plannin Commission Members• 2. Board of Zoning Appeals Members, 3. Board of Assessors Members• 4. Real Estate Assessor(s),• and 5. County Administrator. B. Statement of Economic Interests (Virginia Code & 2.2-3115): 1. Board of Supervisor Members _ C. Financial Disclosure Statement (Virginia Code & 2.2-3115): 1. Industrial Development Authority Members; 2. Service Authority Members: 3. CPMT Members• 4. FAPT Members• and 5. Library Board Members P70 SEC. 43-3. ADDITIONAL DISCLOSURE. Nothing contained in this article shall be deemed to relieve any person subject to the Virginia State and r _ _a, Goveniment Conflict of .merest. Act from any requirement of disclosure of his or her personal interest in a transaction of specific application, not otherwise identified in the forms required hereby, or from the additional disclosures required by Virginia Code S $eetion 2.2-3115. of r,.ae of Virini ,ncn a amended. Nothing contained herein also prevents the Pittsylvania County Board of Supervisors from requiring additional discretionary entities or individuals from making VA COIA disclosures via Resolution. (B.S.M. 6/6/16 P71 .... .... .. .. _ IV, ow.-Mqwffsnc� .. _ ... .. . ... .. SEC. 43-3. ADDITIONAL DISCLOSURE. Nothing contained in this article shall be deemed to relieve any person subject to the Virginia State and r _ _a, Goveniment Conflict of .merest. Act from any requirement of disclosure of his or her personal interest in a transaction of specific application, not otherwise identified in the forms required hereby, or from the additional disclosures required by Virginia Code S $eetion 2.2-3115. of r,.ae of Virini ,ncn a amended. Nothing contained herein also prevents the Pittsylvania County Board of Supervisors from requiring additional discretionary entities or individuals from making VA COIA disclosures via Resolution. (B.S.M. 6/6/16 P71 PITTSYLVANIA COUNTY Board of Supervisors BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: Animal Fencing; Proposed Revisions to PCC § 2-3 SUBJECT/PROPOSAL/REQUEST: Conduct Public Hearing; Potentially Adopt PCC Revisions STAFF CONTACT: Mr. Hunt AGENDA DATE: 4/18/17 ACTION: Yes ATTACHMENT: (1) PCC § 2-3 Revisions ITEM NUMBER: II G'� BACKGROUND: On February 22, 2017, the Legislative Committee recommended the attached revisions to Pittsylvania County Code ("PCC") § 2-3, increasing the types of animals required to be fencing in Pittsylvania County, Virginia. At the March 21, 2017, BOS meeting,the BOS voted to authorize the public hearing required to potentially formally adopt said PCC revisions. RECOMMENDATION: For the BOS' consideration. Following the legally required public hearing, adoption of the aforementioned PCC revisions would require an affirmative majority roll call vote. P72 SEC. 2-3. FENCING OF ANIMALS: PENALTY. (a) In Pittsylvania County. tt4'he boundary line of each lot or tract of land is declared to be a lawful fence as to any—livestock as defined by & 3.2-5900, Code of Virginia, 1950, as amendedherse,-m*l-&,-e9tk--h and it shall be unlawful for the ownerperson in control, -0r manager of any said Iivestockanimals to permit the same -to run at large beyond the limits of his own lands within Pittsylvania Gount5. (b) A violation of this Section shall constitute a Class 4 misdemeanor. P73 PRESENTATIONS P74 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Update on Danville-Pittsylvania Chamber of 04-18-2017 Commerce Tourism Committee SUBJECT/PROPOSAL/REQUEST: Committee Update STAFF CONTACT(S): Smitherman; Laurie Moran BACKGROUND: ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 12 INFORMATION: INFORMATION: Ms. Laurie Moran, Executive Director for the Danville-Pittsylvania Chamber of Commerce will present an update on the Danville-Pittsylvania Chamber of Commerce Tourism Committee. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P75 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Update on activities for Pittsylvania County's 250"' Anniversary SUBJECT/PROPOSAL/REOUEST: Activities Update STAFF CONTACT(S): Smitherman; Dr. Larry Aaron BACKGROUND: DISCUSSION: AGENDA DATE: 04-18-2017 ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: 13 INFORMATION: INFORMATION: Dr. Larry Aaron, President of the Pittsylvania County Historical Society, will be updating the Board of Supervisors on events planned in celebrating the 250th Anniversary of Pittsylvania County. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P76 UNFINISHED BUSINESS P77 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for February 2017 -Motion made by Mr. Barber and seconded by Mr. Blackstock and has now met the 10 -day layover requirement. Requires a Roll Call Vote. SUBJECTIPROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 4-18-17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: 6X ITEM NUMBER: 14 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of February 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 $240,524.79 as follows: $8.53 to BOS-Travel (100-4-011010- 5500), 100-4-011010- 5500), $52.17 to Fleet -Travel (100-4-012520-6008), $19.62 to Electoral Bd-Office Supplies (100-4-013100- 6001), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $189.84 to Sheriff -Svc Contracts (100-4-031200-3320), $227.67 to Sheriff -Undercover Account (100-4-031200-6024), $1993.51 to VFD- Communication Equipment (100-4-032200-6004)), $51.51 to Jail -Food Supplies (100-4-033100-6002), $.32 to B&G-Bldg Maint Supplies (100-4-043100-6007), $896.00 to Recreation -Recreation Fees (100-4-071100- 5696), $150.00 to Library -Postage (100-4-073100-5210), $1.12 to Library -Office Supplies (100-4-073100- 6001), $1.95 to Library -Furniture & Fixtures (100-4-073100-6003), $.49 to Library -Bldg Maint Supplies (100-4-073100-6007), $1.00 to Library -Books & Subscriptions (100-4-073100-6012), $8,231.06 to WIA- Rent (251-4-353853-6014),$228,600.00 to CIP-Compactor. MOTION MADE BY MR. BARBER AND SECONDED BY MR. BLACKSTOCK AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE. P78 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for February 2017 -Requires a motion, second and a 10 -day layover SUBJECT/PROPOSAL/REOUEST• Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 3-21-17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: v ' ITEM NUMBER: 13(c) INFORMATION: INFORMATION: DISCUSSION• Attached is a list of expenditure refunds for the month of February 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 $240,524.79 as follows: $8.53 to BOS-Travel (100-4-011010- 5500), $52.17 to Fleet -Travel (100-4-012520-6008), $19.62 to Electoral Bd-Office Supplies (100-4-013100- 6001), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $189.84 to Sheriff -Svc Contracts (100-4-031200-3320), $227.67 to Sheriff -Undercover Account (100-4-031200-6024), $1993.51 to VFD- Communication Equipment (100-4-032200-6004)), $51.51 to Jail -Food Supplies (100-4-033100-6002), $.32 to B&G-Bldg Maint Supplies (100-4-043100-6007), $896.00 to Recreation -Recreation Fees (100-4-071100- 5696), 100-4-071100- 5696), $150.00 to Library -Postage (100-4-073100-5210), $1.12 to Library -Office Supplies (100-4-073100- 6001), $1.95 to Library -Furniture & Fixtures (100-4-073100-6003), $.49 to Library -Bldg Maint Supplies (100-4-073100-6007), $1.00 to Library -Books & Subscriptions (100-4-073100-6012), $8,231.06 to WIA- Rent (251-4-353853-6014), $228,600.00 to CIP-Compactor. REQUIRES A MOTION, SECOND AND A 10 -DAY LAYOVER. P79 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: February Expenditure Refunds DATE: March 10, 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 February. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-011010-5500 BOS-Travel 8.53 Tax Reimbursement 100-4-012520-6008 Fleet -Travel 52.17 Out of State Gas Reimbursement 100-4-013100-6001 Electoral Bd-Office Supplies 19.62 Tax Reimbursement 100-4-021600-60051 Clerk of Court -Copier Lease 100.00 Reimbursement 100-4-031200-3320 Sheriff -Svc. Contracts 189.84 Service Cancelled 100-4-031200-6024 Sheriff -Undercover Account 227.67 Restitution 100-4-032200-6004 WD -Communication Equip 1,993.51 Insurance Claim 100-4-033100-6002 Jail -Food 51.51 Tax Reimbursement/Food Reimbursement 100-4-043100-6007 B&G-Bldg Maint Supplies 32 Tax Reimbursement P80 100-4-071100-5696 Recreation -Recreation Fees 896.00 Recreation Fees 100-4-073100-5210 Library -Postage 150.00 Donation 100-4-073100-6001 Library -Office Supplies 1.12 Tax Reimbursement 100-4-073100-6003 Library -Furniture & Fixtures 1.95 Tax Reimbursement 100-4-073100-6007 Library -Bldg Maint Supplies .49 Tax Reimbursement 100-4-073100-6012 Library -Books & Subscriptions 1.00 Tax Reimbursement 251-4-353853-6014 WIA-Other Operating 8,231.06 Rent Payments (251-3-000000-150201) 310-4-094110-8133 CIP-Compactor Site Imp 228,600.00 Insurance Claim TOTAL FEBRUARY EXPENDITURE REFUNDS $240,524.79 P81 NEW BUSINESS P82 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: Virginia Rules Camp Grant Program Application 1 04-18-2017 SUBJECT/PROPOSAL/REQUEST: ACTION: Request to submit application I Yes STAFF CONTACT(S): I CONSENT AGENDA: ACTION• Mr. Smitherman; Deputy Hams Silverman ITEM NUMBER: 15 INFORMATION: INFORMATION: ATTACHMENTS: 1. Virginia Rules Camp Grant Program Application BACKGROUND: Sponsored by the Virginia Attorney General's Office, Virginia Rules is an educational program especially designed to help instructors, parents and students understand the law as it applies to teens in their everyday lives. The Pittsylvania County Sheriffs Office participates in this program. One aspect of the program is a training camp for officers participating in the program. In 2015 and 2016, the Pittsylvania County Sheriff s Department participated in the Virginia Rules Camp Grant Program. Attached hereto, is the Sheriff Department's application to participate in the 2017 camp grant program. The Sheriffs Department respectfully requests the Board of Supervisors approve their request to submit the application. Deputy Harris Silverman, Project Manager for Pittsylvania County's Virginia Rules Camp, will be present to give a brief presentation of the camp's purpose, achievements from their 2016 camp, and answer any questions the Board may have about the program. RECOMMENDATION: Staff recommends the Board of Supervisors approve the Sheriff Department's request to submit the Virginia Rules Camp Grant Program Application and authorize the Sheriff and/or County Administrator to sign all necessary documentation. P83 Rebecca Flippen From: Harris Silverman Sent: Wednesday, April 12, 2017 8:50 AM To: Rebecca Flippen Cc: Mike Taylor Subject: Presentation to the Board Good Morning Rebecca, Here is a general outline of what I will be presenting to the board next week on the 18th. Virginia Rules Summer Camp Program The VARules Summer Camp Program is a grant funded venture sponsored by the VA Attorney Generals Office It is a reimbursable grant that we have accepted for the past two years. The goal of the grant is to provide educational information about destructive decisions to AT RISK YOUTH. This is facilitated by intermingling valuable life decisions with traditional summer camp activities to reach the kids. Our target population is rising 8th graders. Our camp is open to 56 rising 8th graders from all over the county (56 is max due to transportation issues). I will have a 5-8 minute power point with some video and this will all be covered again for them at the meeting. If you need any other information prior to the meeting please let me know. Thanks very much Deputy Harris Silverman School Resource Officer Tunstall High School 434-724-7111 ext 2118 434-724-4588 FAX 1 P84 Virginia Rules Camp Grant Program Sponsored by the Office of Attorney General Mark Herring PROJECT APPLICATION AGENCY APPLICANT (must be a law enforcement agency): Pittsvlvania Countv Sheriffs Office I ADDITIONAL PARTNER ORGANIZATIONS (if applicable): PROJECT TITLE: Virginia Rules Camp Grant AMOUNT OF FUNDING REQUESTED: $5000.00 ADDITIONAL FUNDING SOURCES AND AMOUNTS Local Businesses Donations and Sheriffs Office Funding CAMP LOCATION: Camp Selah Sutherlin Virginia CAMP DATE: Jul 10th —July 14th 2017 PROJECT DESCRIPTION • Document the need for funding. • Provide an overview of the camp plan for the week, including tentative agenda (can be attached if necessary). • ueiau to ensure tae success of the The Pittsylvania County Sheriffs Office would like to host its third Virginia Rules Camp. As a rural county and the effects of less government funded budgeting we are requesting the repayable grant to augment the funding for the camp this year. Our camp will run very similar to last year's camp. The camp will again target at risk rising 8`h graders from the county. The daily activities will include, but are not limited to; VARules modules daily (in a formal classroom style setting), other life lessons in a nontraditional setting, and the traditional day camp experiences that build life skills and lasting memories. Again this year our plan is to involve many of the local emergency services organizations as well as local educators and business leaders to accomplish our camp objectives. Pagel of 4 P85 TARGET POPULATION • Age and number of camp participants How will participants be recruited / selected! We are targeting at risk rising 8th graders. Our camp will be limited to 50 campers this year (due to transportation needs in our county). We will recruit the campers by holding assembly style announcements to the 7"' grade class in February, March, and April, using the Sheriffs Office SRO's and campers from last year at each school. Participants will complete a application signed by parents and will be selected by first return fust acceptance. VIRGINIA RULES MODULES Which Virginia Rules lessons do you plan on incorporating into the camp (at least three lessons must be included of me We will incorporate the following VARules modules in the camp. Gangs and Gang video (supplements by our office gang specialist) Introduction to laws in Virginia \\\\\ Introduction to Juvenile Justice ////// (supplemented by our juvenile or circuit court judge) Student responsibilities (supplemented by one of the school administrators or division superintendent) Alcohol and Tobacco and Drugs (supplemented by the D.A.R.E. officer) Bullying Prescription Drugs (our areas leading problem at the time) This year we intend to include a module on specific law enforcement/community relationships EVALUATION AND FOLLOW-UP • How will you evaluate the program's success during or after camp? • What, if any, follow-up or ongoing contact will you have with participants! During the camp we will hold daily after sessions to evaluate the climate and demeanor of the camp. Each participant will have regular contact through the 8th grade with the School Resource Officer assigned to his and/or her school. Page 2of4 P86 FUTURE GOALS uescrme uuw me urulect may ue sustalneu In metre We have seen the value of the VARules Summer Camp program firsthand the last two years during camp. We have watched several kids in the community that arrived at the beginning of the camp with a certain demeanor and graduated the camp completely different. If financing will become nonexistent through this grant, we will encourage our county grant writers to look for other funding and or run the camp through the continued generous support of some local businesses. FOR PREVIOUS VIRGINIA RULES CAMP GRANT RECIPIENTS ONLY Our first camp was a success and we learned from it for the second ,year. We believe and others have said that both years were great successes. There are a few minor housekeeping changes that we will incorporate this year to alleviate some of the downtime. We also would like to incorporate a late night this year for a traditional bonfire with weenie roast and s'mores. We will also continue to use the older teen model as team leaders and mentors for the younger pre -teens. We feel that this aspect of the camp was a tremendous success. BUDGET DETAIL Our budget this year also includes our greatest obstacle for the camp, transportation in the largest of Virginia's counties. Transportation--------- 4 vans (regional) at $550.00 each = Camp facilities including meeting room, AV, and pool- 5 days And 1 late night Camp T shirts campers 50 @ $8.25 per Counsellor T-shirts 12 @ $8.25 per Supplies for team building programs and Demonstrations not to exceed Camp activities to include art supplies, school supplies Tye Dye and crafts not to exceed Total expenditures for the camp $2200.00 $900.00 $412.50 $99.00 $500.00 $1000.00 $5111.50 estimated Local funds will provide fuel for transportation and food and beverages. Page 3 of 4 P87 Name: Project Director SRO Harris Silverman ProJect Administrator Michael W. Taylor Fbiaiice Officer Natalie Oakes Title: Deputy Sheriff Sheriff Executive Administrative Asst. Address: 21 N.Main St Chatham VA 24531 21 N. Main St Chatham VA 24531 21 N. Main St Chatham VA 24531 Phone: 434-724-7111 xt2118 434-432-7800 434432-7713 Fax: 434-724-4588 1 434-432-7824 434432-7824 E-mail: Harris.silverman@pittgov. or Mike.taylor@pittgov.org Natahe.oakes@pittgov.org Signature of Project Administrator (signature indicates understanding that this grant operates on a cost reimbursable basis): Page 4 of 4 P88 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION & BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: VDOT Acceptance of Heron Pointe 4/18/17 16 Subdivision Roads ACTION: SUBJECT: Yes VDOT Road Acceptance Resolution ATTACHMENTS: STAFF CONTACT: (1) Road Acceptance Resolution and Related Mr. Hunt; Mr. Sides Documents REVIEWED BY: BACKGROUND/DISCUSSION: The roads in the Heron Pointe subdivision located in Pittsylvania County, Virginia, have been recently repaired and are now built in accordance with VDOT standards. Accordingly, as authorized by Virginia Code § 33.2-705, said roads are now authorized to be taken into the Commonwealth of Virginia's secondary road system by VDOT. To commence said road acceptance process, the Pittsylvania County Board of Supervisors (`BOS") is required to adopt the attached Resolution. For the BOS' review and consideration. If the BOS desires to potentially have the aforementioned roads accepted by VDOT into the state system, the attached Resolution will be required to be adopted via an affirmative majority roll call vote at the BOS' Business Meeting. P89 The Board of Supervisors of Pittsylvania County, in the regular meeting on the 18th day of April, 2017, adopted the following: RESOLUTION WHEREAS, the streets) described on the attached Additions Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Pittsylvania County, and WHEREAS, the representative for the Virginia Department of Transportation has advised this Board that the street(s) meet the requirements established by the Virginia Department of Transportation's Subdivision Street Requirements, and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the street(s) described on the attached Additions Form AM -43 to the secondary system of state highways, pursuant to §33.2-705, Code of Virginia, and the Department's Subdivision Street Requirements, after receiving a copy of this resolution and all outstanding fees and documents required of the developer, whichever occurs last in time. BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills and drainage, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. Recorded Vote Moved By: Seconded By: Yeas: Nays: Signed: Printed Name: Title: P90 A Copy Testee: In the County of Pittsylvania ---------------------------------------- By resolution of the governing body adopted April 18, 2017 The following VDOT Form AM -4.3 is hereby attached and incorporated as part of the governing body's resolution for changes in the secondary system ofstate highways. A Copy Testee Signed (County Official): Report of Changes in the Secondary System of State Highways Prolect(Subdivision Heron Pointe Sections A.13 & C Iype Change to the Secondary System of State Highways Addition The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and drainage, as required, is hereby guaranteed: Reason for Change: New subdivision street Pursuant to Code of Virginia Statute: §33.2-705 Street Name and/or Route Numb Heron Landing Court, State Route Number 1200 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: Route 1202 To: Cul-de-sac, a distance of: 0.12 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Numbr Heron Pointe Drive, State Route Number 1202 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: Route 1208 To: Cul-de-sac, a distance of: 0.58 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Numbr Lake Ridge Drive, State Route Number 1206 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ -• From: Route 1203 To: Route 1207, a distance of: 0.11 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Date of Resolution: April 18, 2017 Page 1 of P91 Street Name and/or Route Number ® Lake Ridge Drive, State Route Number 1206 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: Route 1203 To: Cul-de-sac, a distance of: 0.19 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Number Jasper Lane, State Route Number 1203 Old Route Number: 0 -------------------------------------------- 0 __________________________________________• From: Route 1202 To: Route 1204, a distance of: 0.08 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Number Heron Pointe Drive, State Route Number 1202 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: Rte. 642 To: Rte. 1203, a distance of: 0.21 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Number Island Pointe Drive, State Route Number 1205 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ e From: Route 1203 To: Cul-de-sac, a distance of: 0.38 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Number Jasper Lane, State Route Number 1203 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ e From: Route 1204 To: 1205, a distance of: 0.13 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Number Heron Pointe Drive, State Route Number 1202 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ e From: Route 1203 To: Route 1208, a distance of: 0.10 miles. Recordation Reference: N/A Right of Way width (feet) = 0 VDUIhnn, A%141142021X171 Ah,nncnI—,IIn ny, Date of Resolution: Page 2 of3 P92 Street Name andlor Route Number Waterview Court, State Route Number 1207 Old Route Number: 0 — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — • From: Route 1206 To: Cul-de-sac, a distance of: 0.03 miles. Recordation Reference: N/A Right of Way width (feel) = 0 Sheet Name and/or Route Numbr Waterview Court, State Route Number 1207 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: Route 1206 To: Cul-de-sac, a distance of: 0.03 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name and/or Route Number Marina View Drive, State Route Number 1204 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ • From: Route 1203 To: Cul-de-sac, a distance of: 0.25 miles. Recordation Reference: N/A Right of Way width (feet) = 0 Street Name an for Route Number Jasper Lane, State Route Number 1203 Old Route Number: 0 _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ -- 0 _• From: 1205 To: Route 1206, a distance of: 0.15 miles. Recordation Reference: N/A Right of Way width (feet) = 0 lDIH I,nm V%1 4 iil9i loin M . . I....nn, nilnu,,. Date of Resolution: Page 3 of 3 P93 li A ............. 44 k;-4. Z A ............. 44 k;-4. Z �. 66529 9 638 � ® �`? 731 9 1029 LEESVILE `w DAM 9$$ A A 1115 F 754 3e 1114 0 ® '>s 638 j4. 29 9 665 Cn 998 9 .08 638 1- 8-4 6 03 ' 642 96 753 �� . �� fi 638 � 1 1.78 O 4 7 9 0 ' f 641 642 LO z �J 665 0 642 h 755 1046 050 i 1 ss .15 1 642 -81665 69 756 ® ®� River ® a 54 N ®®® 1018 i � g29 643 756 665 ®� 643 �, 643 / _ 108 '.4,? 643 28 Sycamore 1 .4m ®. ➢ � 940 60 653 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION & BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Chatham First; "Potter's Field;" Waiver of 4/18/17 17 Tipping Fees; Oak Grove ACTION: SUBJECT: Yes Waiver of Tipping Fees by Chatham First ATTACHMENT(S): STAFF CONTACT: No Mr. Hunt; Mr. Smitherman REVIEWED BY: BACKGROUND: A representative from Chatham First will appear before the Pittsylvania County Board of Supervisors (`BOS") and request the waiver of the landfill tipping fees for brush and other vegetative debris from the clean-up of a "potter's field" (i.e., a place of burial of unknown or indigent people) cemetery located at the former Oak Grove Residential Care Facility in Chatham, Virginia. RECOMMENDATION: For the BOS' consideration. Any potential action related hereto is required to occur at the BOS Business Meeting following an affirmative majority vote, where a Roll Call Vote would be required. P96 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Potential "LOVE" Sign Installation 4/18/17 18 SUBJECT: ACTION: "LOVE" Sign Presentation by Chatham First Yes Representative ATTACHMENT(S): STAFF CONTACT: No Mr. Hunt; Mr. Smitherman REVIEWED BY: � BACKGROUND: A representative from Chatham First will appear before the Pittsylvania County Board of Supervisors (`BOS") and discuss the potential installation of a Virginia Tourism "LOVE" sign in the Town of Chatham/Pittsylvania County, Virginia. RECOMMENDATION: For the BOS' consideration. P97 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Voting Pollbook Printers SUBJECT/PROPOSAL/REOUEST: Declare printers surplus and authorize the Sale to other localities for use STAFF CONTACT(S): Smitherman; Bailess AGENDA DATE: 04-18-2017 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: ITEM NUMBER: 19 INFORMATION: INFORMATION: In 2007, Pittsylvania County purchased 29 - Citizen 5310 Printers for the Pollbooks for voting purposes. The Pittsylvania County Electoral Board approved the removal of the printers from use. Other localities have shown an interest in purchasing the printers for use with their Pollbooks. The selling price for each printer is $50.00 total for all 29 printers is $1450. RECOMMENDATION: Staff recommends the printers be declared surplus to allow other localities to purchase the printers to be used for voting purposes. P98 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION & BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recommendations from Fire & Rescue Study 4/18/17 20 Sub -Committee FOR INFORMATION: SUBJECT: Yes Committee Update ATTACHMENT(S)- STAFF CONTACT: No Mr. Smitherman REVIEWED BY: DISCUSSION: The Fire & Rescue Study Sub -Committee met on March 29, 2017 and April 11, 2017 to continue discussion of the Fire & Rescue Study. The sub -committee plans to meet again in the near future. There are no recommendations at this time. P99 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION & BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: ITEM NUMBER: Recommendations from Animal Welfare 4/18/17 21 Facility Committee FOR INFORMATION: SUBJECT: Yes Committee Update ATTACHMENT(S): STAFF CONTACT: No Mr. Smitherman REVIEWED BY: The Animal Welfare Facility Committee met on Thursday, April 6, 2017 for the following discussions: (a) Animal Shelter Operations Best Practices discussion Guest Speaker: Makena Yarbrough, ED, Lynchburg Humane Society (b) Animal Control Best Practices discussion Guest Speaker: Scott Giacoppo, National Animal Care & Control Association Board Member Mr. Blackstock, Committee Chair, will give a brief update of the committee's directives. P100 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Joint Use Agreement Update SUBJECT/PROPOSAL/REOUEST: Approval of Updated Joint Use Agreement STAFF CONTACT(S): Smitherman, Moore AGENDA DATE: 4/18/17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Joint Use Agreement ITEM NUMBER: 22 INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors entered into a Joint Use Agreement (JUA) with the School Board in September 2011 that sets parameters for the county's Parks and Recreation Department to utilize school facilities for recreation programs. With great success, this agreement has served as the backbone for the implementation of the department's programs since then. With the addition of athletic fields and the recent addition of parks at each of the four middle schools, staff have worked with school administration and the School Board to add those facilities into the JUA and identify the responsible parties for their upkeep as well as park hours. DISCUSSION: At its March 2017 meeting, the School Board approved the updated JUA unanimously. The updated JUA, complete with the School Board Chairman's signature, has been attached for your review, approval and authorization of signature. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached agreement and authorize the Chairman and Parks and Recreation Director to sign on behalf of the County. P101 JOINT USE AGREEMENT between the BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA and the PITTSYLVANIA COUNTY SCHOOL BOARD AGREEMENT between the PITTSYLVANIA COUNTY SCHOOL BOARD (the "School Board") and the COUNTY OF PITTSYLVANIA, VIRGINIA (the "County") for use of school athletic facilities by and through the COUNTY DEPARTMENT OF PARKS AND RECREATION. WHEREAS, the Pittsylvania County Parks and Recreation Department (the "County P & R Department') has been created by the Board of Supervisors Pittsylvania County, Virginia, ('Board of Supervisors") to provide recreational opportunities to the public; and WHEREAS, the Pittsylvania County School Board cooperates in making schools and school facilities available for recreational purposes secondary to education as per School Board Policy KG - PC; and WHEREAS, it is in the public interest and economical advantage to obtain maximum benefits from investments of public expenditures; and WHEREAS, it is the intent of all parties to create opportunities to promote public health and wellness through recreational activities. NOW, THEREFORE, BE IT RESOLVED, that the Joint Use Agreement (this "Agreement') for the use of school facilities for community recreational purposes secondary to educational purposes, as published herein, shall be the policy of the Board of Supervisors and the Pittsylvania County School Board, but is not to supersede School Board Policy KG -PC. I. TERM, FEES, AND NONAPPROPRIATION: A. TERM: The initial term of this Agreement shall be for the 2011-1012 fiscal year only (the "Initial Term"). At the end of the Initial Term, this Agreement shall automatically renew year to year (each, a "Renewal Term"), subject to nonappropriation as provided in Section I -E below, unless either party gives at least ninety (90) days' notice of nonrenewal. The Initial Term and all Renewal Terms, if any, shall be collectively referred to as the "Term". Pittsylvania County Joint Use Agreement Page 1 of 9 P102 B. RENTAL FEE: A flat rental fee of $40,000 (the "Rent") for the operation of the County P & R Department youth leagues for the 2011-12 fiscal year was voted on and passed at the April 12, 2011, Pittsylvania County School Board meeting. C. CUSTODIAL FEE: For custodial services performed by school custodians working any time after his/her regular working hours, the County P & R Department shall pay a custodial fee of $20.00 per hour to each such custodian, pursuant to School Board Policy KG -PC. The County P & R Department shall be responsible for all employment withholdings and reporting required by law pertaining to such payments to the custodians, and the County P & R Department shall issue all tax forms, including without limitation IRS Form 1099, pertaining to such payments. Notwithstanding the foregoing, such custodial staff shall at all times remain employees of the School Board. D. FUTURE RENTAL FEE: Future rental fees shall be set by the School Board based on the actual costs of facility operations and the negotiated value of services provided by the County P & R Department, and shall be subject to annual appropriation by the Board of Supervisors. Future rental fees shall be paid by the County P & R Department to the School Board no later than July 31 of each fiscal year. E. NONAPPROPRIATION: Notwithstanding any other provision in this Agreement to the contrary: 1. If prior to any fiscal year the Board of Supervisors fails to appropriate or allocate sufficient funds to pay the amounts pursuant to the provisions of this Agreement, which become due or payable during such fiscal year, then this Agreement shall automatically terminate before the start of the fiscal year for which such non -appropriation occurs; and 2. If prior to any fiscal year the School Board fails to appropriate or allocate sufficient funds to pay the amounts pursuant to the provisions of this Agreement, which become due or payable during such fiscal year, then this Agreement shall automatically terminate before the start of the fiscal year for which such non -appropriation occurs. II. GENERAL INFORMATION: A. In support of this Agreement, the School Board shall make available schools and related facilities for recreational programs administered by the County P & R Pittsylvania County Joint Use Agreement Page 2 of 9 P103 Department as per School Board Policy KG -PC. All parties in this Agreement shall recognize that the use of schools and related facilities for recreational purposes shall not infringe upon educational and school -related requirements and shall present a secondary priority to the facility use. B. All parties to this Agreement understand that the Pittsylvania County School Board shall provide funding primarily for the development and operation of schools and related facilities needed for its instructional program and related school activities. All parties further agree, however, to the concept of mutual consultation in the planning and development of new facilities to address needs for, and provide the maximum reasonable and practical opportunities for, community use of each new facility's amenities. C. Any gate/admission fees charged for recreational football and basketball games will be collected by County P & R Department staff and will be deposited into the County P & R Department budget. D. In exchange for a waiving of rental fees for the use of baseball and softball facilities, all gate/admission fees charged for recreation baseball and softball games will be collected by the respective high school athletics program and used to offset maintenance costs for field usage. E. By March 301" of each fiscal year, the Board of Supervisors, the School Board, and the Parks and Recreation Director may meet, if required, to review this Agreement and to discuss issues relevant to all agencies. F. This Agreement may not be modified, nor may compliance with any of its terms be waived, except by written instrument executed and approved in the same manner as this Agreement. Ill. SCHEDULING OF SCHOOL FACILITIES: A. GENERAL: 1. The foremost priority for use of schools and related facilities and grounds is assigned to the Pittsylvania County Public Schools and programs sponsored by the school, departments or classes of the school as per School Board Policy KG - PC. Pittsylvania County Joint Use Agreement Page 3 of 9 P104 2. The second priority for the use of schools and County related facilities including middle school parks is assigned to the P & R Department. The County P & R Department shall be recognized as the scheduling authority for all non -school related recreational programs within the County. 3. When space is available at times that do not interfere with the priorities listed above, schools and related facilities may be scheduled by schools for use by other community organizations for non -recreational activities as per School Board Policy KG -PC. 4. When the County P & R Department sponsors an activity at a school site, it assumes the responsibility for planning, promoting, scheduling, coordinating, supervising, and executing the activity. 5. When schools are in session, schools and related facilities shall not be available for County P & R Department sponsored activities during normal instructional hours. When schools are in session, the normal daily operations for County P & R Department sponsored activities shall be on a daily basis from the conclusion of the school day or the conclusion of scheduled school -related activities that would impact County P & R Department use until 9:00 p.m. indoors and 10:00 p.m. outdoors. Middle school park hours are before or after school is in session and close at dark. Any exceptions to these hours of operation shall require the prior approval of the Superintendent of Schools, or designee. B. SCHEDULING INSTRUCTIONS: The County P & R Department shall be exempt from filing the written application form as per School Board Policy KG -PC, but shall submit requests by email for use of school facilities to the principal no later than thirty (30) days prior to the activity. However, in extenuating circumstances, this requirement may be waived at the discretion of the Superintendent/designee. 1. The Principal, or designee, shall notify the Director of Parks and Recreation of any changes in school activities or school -related activities that conflict with scheduled County P & R Department sponsored activities. This notification should be given at the earliest possible date but not less than seven (7) days in advance, unless the activity is being rescheduled as the result of weather-related cancellation. Pittsylvania County Joint Use Agreement PI 05 Page 4 of 9 2. If a County P & R Department sponsored activity must be canceled and rescheduled for reasons of emergency, acts of God, early school closing, or other reasons, the Director of Parks and Recreation shall be contacted immediately. 3. If schools are closed due to inclement weather, all County P & R Department sponsored activities scheduled to be conducted at schools that same day shall be canceled. On inclement weather days when school is not in session, the County P & R Department shall evaluate conditions and decide, in consultation with the Superintendent of Schools, whether activities will be conducted as scheduled, unless the Director of Parks and Recreation is notified by the Superintendent of Schools, or designee, that school personnel will not be available at one or more specific sites. 4. The school principals, or designees, shall be responsible for ensuring that the schools and school facilities being used for County P & R Department sponsored activities are unlocked at the beginning of the activities and locked at the completion of the activities, and that approved equipment is set up for use as per School Board Policy KG -PC. 5. County P & R Department sponsored activity participants will not be allowed in schools: a. For practices — unless a team coach is onsite; and b. For games — unless the County P & R Department assigned gym supervisor is onsite. IV. THIRD -PARTY LIABILITY PROTECTION: The County P & R Department represent that they maintain, and will continue to maintain throughout the period of this Agreement, liability insurance applicable to the substance of this contract in a minimum amount of one million dollars ($1,000,000) with the Pittsylvania County School Board listed as co-insured as per School Board Policy KG -PC. A certificate of insurance shall be on file in the School Board Office prior to use of school facilities. The County P & R Department shall promptly notify the School Superintendent of any event that may result in a claim by a third -party, and shall cooperate in a reasonable manner in investigating and defending against such claims. Nothing in this Agreement, or the applicable insurance, shall be construed as a waiver of sovereign immunity or of any defense, and nothing in this Agreement shall create any rights in any third -party or inure to the benefit of any third -party. Pittsylvania County Joint Use Agreement Page 5 of 9 P106 V. MAINTENANCE OF SCHOOL FACILITIES: A. The parties to this Agreement concur that high school athletic fields and grounds shall be maintained by the high school coaches, or designee. B. The parties further agree that while the mowing of middle and elementary school grounds is provided by the School Board, the lining, painting, and various field setups for outdoor fields for County P & R Department sponsored activities is completed by the local recreational booster club in that school district in coordination with the County P & R Department. C. General maintenance and care of parks, restrooms and athletic fields not located at high schools will handled by the Parks and Recreation Department. However, the parties to this Agreement concur that there will be maintenance requirements due to general use, vandalism, etc. and will work to reach a mutual agreement to address repairs as needed. VI. PERSONNEL SERVICES: A. DUTIES—OUTDOORS: 1. High Schools — Maintained by high school coach, or designee. 2. Middle and Elementary — School grounds are mowed by the School Board, field setup for County P & R Department sponsored activities are completed by the local recreational booster club. B. DUTIES—INDOORS: The following shall be normal services performed by the school custodian working during the County P & R Department sponsored activity: 1. Unlock/lock areas scheduled for use; 2. Issuing equipment is a seasonal need, most often limited to scoreboards controls, scorers table, chairs, etc.; and 3. Note any damage or dangerous practices observed while on duty and notify gym supervisor (if during a game) or school principal (if during practice). Pittsylvania County Joint Use Agreement P107 Page 6 of 9 VII. SUPERVISION OF ACTIVITIES: A. Consistent with Section III -B-5 of this Agreement, the County P & R Department shall be responsible for supervising scheduled use of indoor school facilities, whether by team coaches for practices or gym supervisors for games. B. The custodian assigned to provide custodial support shall not be considered a supervisor. C. While supervising an activity in a school facility, the County P & R Department Gym Supervisor shall be responsible for making regular checks of the area in use, restricting user groups to authorized and scheduled areas, reporting irregularities, and addressing any safety concerns. This Supervisor shall cause the area to be inspected fifteen (15) minutes before and immediately following games. Some specific duties of the Supervisor include: 1. Put away equipment, pick up trash, general cleanup of areas used. 2. Cause users who are admitted to the facility to leave at the appropriate time. 3. Provide information, assistance, and direction to users. 4. Take appropriate steps, including summoning of police or emergency personnel if necessary, to control disruptive behavior, respond to other incidents or injuries, and/or safeguard the well-being of users and visitors. 5. Gather pertinent information and report incidents, damage and/or breakage of property and equipment, injuries, unsafe practices, or conditions, and security problems. 6. Monitoring bathrooms and hallways as applicable. D. During practices in school gymnasiums, only children on the team roster and children of the coach are permitted in the school. Parents cannot allow siblings of players to roam unsupervised in school facilities. VIII. GOVERNING LAW, VENUE, MEDIATION, LEGAL FEES/COSTS: A. GOVERNING LAW: This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia. Pittsylvania County Joint Use Agreement Page 7 of 9 P108 B. VENUE: If legal action by either party is necessary for or with respect to the enforcement of any or all of the terms and conditions hereof, then exclusive venue therefore shall lie in Pittsylvania County, Virginia. C. MEDIATION: 1. Good faith mediation shall be a condition precedent to the filing of any litigation in law or equity by either Party against the other Party relating to this Agreement. Before the remedies provided for in this Section may be exercised by either Party, such Party shall give written notice to the other Party that such Party believes that an event of default or impasse under this Agreement may have occurred, specifying the circumstances constituting the event of default or impasse in sufficient detail that the other Party will be fully advised of the nature of the event of default or impasse. The responding Party shall prepare and serve a written response thereto within ten (10) business days of receipt of such notice. A meeting shall be held within ten (10) business days after the response between the Parties to attempt in good faith to negotiate a resolution of the dispute. 2. If the Parties are unable to resolve the dispute through the above- process, the Parties shall attempt to resolve the controversy by engaging a single mediator, experienced in the subject matter, to mediate the dispute. The mediator shall be mutually selected by the Parties, to the controversy and conduct mediation at a location to be agreed upon by the Parties or absent agreement, by the mediator. Within two (2) business days of selection, the mediator shall be furnished copies of the notice, this Agreement, response, and any other documents exchanged by the Parties. If the Parties and the mediator are unable to settle the same within thirty (30) days from selection, or such other time as the Parties agree, the mediator shall make a written recommendation as to the resolution of the dispute. Each Party, in its sole discretion, shall accept or reject such recommendation in writing within ten (10) days. Should the Parties be unable to agree upon a single mediator within five (5) business days of the written response of the responding Party, the Parties jointly, shall agree upon the selection of a neutral third -party agreed upon by the Parties, to appoint a mediator, experienced and knowledgeable in the matters which are the subject of the dispute. The costs of the Mediator and the mediation shall be shared equally by the Parties to the dispute. 3. Notwithstanding the preceding paragraphs, the Parties reserve the right to file suit or pursue litigation. The Parties consent to selection of a mediator by any Pittsylvania County Joint Use Agreement P109 Page 8 of 9 Court shall not constitute consent to jurisdiction of such court or waiver of defenses as to venue or jurisdiction. D. LEGAL FEES/COSTS: At all times under this Agreement, each Party shall be responsible for its own legal fees and costs. IX. ENTIRE AGREEMENT: This Agreement and School Board Policy KG -PC constitutes the entire understanding between the parties with respect to the subject matter and supersedes any prior negotiations, representations, agreements, and understandings. Attachment: School Board Policy KG -PC - Community Use of School Facilities Joint Use Agreement Acknowledgment The attached Joint Use Agreement between the Board of Supervisors of Pittsylvania County, Virginia, and Pittsylvania County School Board is acknowledged this Day of Nv� c.L -,20/7. Chairman, Board of Supervisors of Pittsylvania County, Virginia Date Chairman, Pittsylvania County School Board 3-/,/-/7 Date Director, Pittsylvania County Parks and Recreation Department Date Pittsylvania County Joint Use Agreement Page 9 of 9 P110 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for March 2017 -Requires a Roll Call Vote Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 4-18-17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY: GW ITEM NUMBER: 23 INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of March 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 $40,811.05 as follows: $239.00 to Clerk of Court -Office Supplies (100-4-021600-6001), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $150.00 to Sheriff - Wrecker Service (100-4-031200-3170), $417.73 to Sheriff -Undercover Account (100-4-031200-6024), $5,647.65 to Sheriff -Svc Costs -Parts (100-4-031200-6030), $1,616.30 to Sheriff -Svc Costs -Labor (100-4- 031200-6031), 100-4- 031200-6031), $34.95 to Jail -Food Supplies (100-4-033100-6002), $19,501.76 to E911 -Telephone (100-4- 035500-5230), $2,540.60 to Library -Postage (100-4-073100-5210), $2.15 to WIA-Other Operating (251-4- 353851-6014), $19.35 to WIA-Other Operating (251-4-353853-6014), $21.07 to WIA-Other Operating (251- 4-353855-6014), $.43 to WIA-Other Operating (251-4-353856-6014), $10,520.06 to WIA-Rent (251-4- 353853-6014). THIS ITEM REQUIRES A ROLL CALL VOTE. Pill Finance Department P.O. Box 426 Chatham, Virginia 24531 PI'I I'SYLVANIA COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: February Expenditure Refunds DATE: March 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 March. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-021600-6001 Clerk of Court -Office Supplies 239.00 Reimbursement 100-4-021600-60051 Clerk of Court -Copier Lease 100.00 Reimbursement 100-4-031200-3170 Sheriff -Wrecker Service 150.00 Reimbursement 100-4-031200-6024 Sheriff -Undercover Account 417.73 Restitution 100-4-031200-6030 Sheriff -Svc Costs -Parts 5,647.65 Insurance Claim/Restitution 100-4-031200-6031 Sheriff -Svc Costs -Labor 1,616.30 Insurance Claim 100-4-033100-6002 Jail -Food 34.95 Tax Reimbursement/Food Reimbursement 100-4-035500-5230 E911 -Telephone 19,501.76 Reimbursement from VITA 100-4-073100-5210 Library -Postage 2,540.60 Donation P112 251-4-353851-6014 WIA-Other Operating 2.15 Reimbursement 251-4-353853-6014 251-4-353855-6014 WIA-Other Operating Reimbursement WIA-Other Operating Reimbursement 251-4-353856-6014 WIA-Other Operating Reimbursement 19.35 21.07 .43 251-4-353853-6014 WIA-Other Operating 10,520.06 Rent Payments (251-3-000000-150201) TOTAL MARCH EXPENDITURE REFUNDS $40,811.05 P113 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE• Change Order #2 — Roofing and Change Order #3 - Paving SUBJECT/PROPOSAL/REOUEST: Approve Change Order #2 and #3 and appropriate $30,000 from unappropriated funds STAFF CONTACT(S): Otis Hawker David Smitherman BACKGROUND: AGENDA DATE: 4-18-2017 ACTION: Yes INFORMATION• CONSENT AGENDA: ACTION: ITEM NUMBER: 24 INFORMATION: ATTACHMENTS: Yes Memo to Mr. Smitherman, Picture of deterioration, Change Order #2 and #3 Change Order #2 consists of $11,990 for conditions identified with the taking off of the old roof system. All of the woodwork on the eaves had deteriorated as well as the metal decking. It is necessary to make the changes to ensure the warranty of the new roof system install. Change Order #3 in the amount of $46,447.50 was determined by the geotechnical engineers during construction that the existing soil conditions would not support the weight of the traffic along the North and South sides of the building. In order to correct this, quite a bit of excavation of unsuitable soil and building a more permanent base would be necessary. The original contract to Blair Construction for construction of this facility was $3,243,000. The Board awarded this contract with no contingency funds and without funds for the County to cover costs not associated with the construction. Examples: installation of IT, telephone systems, computers, service contracts, and the basic furniture required to operate the facility. RECOMMENDATION: Staff recommends the Board of Supervisors to approve Change Order #2 and #3 in the total amount of $58,437.50 and appropriate $30,000 from unappropriated funds to the construction fund of the shelter and authorize the County Administrator to execute both Change Orders. P114 PITTSYLVANIA COUNTY VIRGINIA SY L 4Ah Otis S. Hawker ms`s 9 1 Center Street Assistant County o Chatham, Virginia Administrator Phone (434) 432-1768 P.O. Box 426 s w ' Fax (434) 432-7714 Chatham, Virginia 24531 "fi' w%vw.pittsylvaniacountyva.gov 0tis.hawker@pittgov.org Qct>``P MEMORANDUM To: David M. Smitherman, County Administrator From: Otis S. Hawker V'4 Date: April 5, 2017 Subject: Change Order #2 - Roofing and Change Order #3 - Paving I am requesting Board consideration to approve Change Order #2 and #3 on the new Pittsylvania County Animal Shelter. It should be noted that the original contract to Blair Construction for construction of this facility was $3,243,000. The Board awarded this contract with no contingency funds and without funds for the County to cover costs not associated with the construction. Examples: installation of IT, telephone systems, computers, service contracts, and the basic furniture required to operate the facility. Change Order #2 consists of $11,990 for conditions identified with the taking off of the old roof system. All of the woodwork on the eaves had deteriorated as well as the metal decking. It is necessary to make the changes to ensure the warranty of the new roof system install. Change Order 43 in the amount of $46,447.50 was determined by the geotechnical engineers during construction that the existing soil conditions would not support the weight of the traffic along the North and South sides of the building. In order to correct this, quite a bit of excavation of unsuitable soil and building a more permanent base would be necessary. The original change order from Blair was in excess of $130,000. I was able to negotiate an alternative of this in the amount of $46,447.50.The negotiated change eliminates the original paving on the North and South side of the facility beyond the sally port, but would include removing unsuited soil and building up the base for future pavement. This area is not a part of the Phase 1 construction of the new facility and may be beneficial to eliminate to improve the walking services for the dogs during exercise to a gavel area as opposed to paved. Several items in the contract has allowances of anticipated costs that may not be required, such as power and new resin floors to be installed. If not, the County will use funds to balance out several of the small change orders. Change Orders #2 and #3 equal $58,437.50. I am requesting the Board appropriate $30,000 from unappropriated funds and approve Change Order #2 and #3 in the total amount of $58,437.50. This will hopefully carry the County through closeout of this project which is expected to open in June or July and allow the County to proceed with incidental costs not included in this contract. If you should have any questions please do not hesitate to contact me. OSH/km Attachments P1 r5 P •3 r '-1 ? � sic - ". • 'r! ,S 1 PT a i4J • [ � i I y F � • ^ r l - 1 PI 16 T I Document G701TM -2001 Change Order PROJECT (Name and address): Pittsylvania County Animal Shelter 11880 US 29 South Chatham, Virginia TO CONTRACTOR (Name and address): Blair Construction Blau Construction 23020 US 29 Gretna, VA 24557 434-656-6243 CHANGE ORDER NUMBER: 002 DATE: March 14, 2017 ARCHITECT'S PROJECT NUMBER: 3426 CONTRACT DATE: September 8, 2016 CONTRACT FOR: General Construction ARCHITECT: CONTRACTOR: FIELD: ❑ OTHER: ❑ THE CONTRACT IS CHANGED AS FOLLOWS: (Include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives) PCO # 14 This PCO is for demolishing the existing roof edge blocking and overhang and replacing with new pressure treated blocking, including new fasteners to meet the roofing wind upload requirements. Roof Overhangs Over Garage Doors: a. Demo existing overhang box in its entirety; 4 man days at $50/hour $1,600.00 b. Install new 2 x 8 blocking bolted down to metal decking; 5 man days $2,000.00 c. Supply new blocking and fasteners $325.00 2. Standard Roof Edge Repair a. Demo labor; 5 man days $2,000.00 b. Drill and insert new 1/2" x 8" new anchor bolts into CMU; 4 man days $1,600.00 c. Labor to install new 2 x 10 edge blocking; 6 man days $2,400.00 d. Supply new blocking, anchors and fasteners $975.00 Sub -Total $10,900.00 10% Commission $1,090.00 Total $11,990.00 The original Contract Sum was $ 3,243,000.00 The net change by previously authorized Change Orders $ 14,586.55 The Contract Sum prior to this Change Order was $ 3,257,586.55 The Contract Sum will be increased by this Change Order in the amount of $ 11,990.00 The new Contract Sum including this Change Order will be $ 3,269,576.55 The Contract Time will be increased by Zero (0) days. The date of Substantial Completion as of the date of this Change Order therefore is unchanged and remains May 23, 2017 NOTE: This Change Order does not include changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change Directive it 'REumm MMR 2 0 AIA Document G701- —2001. Copyright © 1979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AIA. Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AW Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 16:14:13 on 03/14/2017 under Order No. 7455545808 which expires on 02/2112016, and is not for resale. User Notes: (3B9ADA26) P117 NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. Dominion Seven Architects PLC 31 A i V` CO n S 4— (- C S-� ARCHITECT (Firm nate) CONTRACTOR (Firm name) 1000 Jefferson St. Suite 2A L nchbur VA 24504 ADD BY (Signature) Blair Smith, RA (Typed name) La DAY "'RFr1:Mrn pane 2 n G-<�-a-. �/A 2H��-7 ADDT BY (Signature) (Signature) C, , r�/1-/aW V S (Typed name) 3/Z-/ /17 DATE Pittsylvania County OWNER (Firm name) PO Box 426 Chatham, Virginia 24531 ADDRESS BY (Signature) (Typed name) DATE AIA Document G701' —2001. Copyright 01979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AIA® Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA® Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 16:14:13 on 03/14/2017 under Order No. 7455545808 which expires on 0212112018, and is not for resale. User Notes: (3BSADA26 P118 =s.. IA Change Order Document G701T11 —2001 PROJECT (Name and address): Pittsylvania County Animal Shelter 11880 US 29 South Chatham, Virginia TO CONTRACTOR (Name and address): Blair Construction 23020 US 29 Gretna, VA 24557 434-656-6243 CHANGE ORDER NUMBER: 003 DATE: March 14, 2017 ARCHITECT'S PROJECT NUMBER: 3426 CONTRACT DATE: September 8, 2016 CONTRACT FOR: General Construction OWNER: ARCHITECT: CONTRACTOR: FIELD: ❑ OTHER: El THE CONTRACT IS CHANGED AS FOLLOWS: (Include, where applicable, any undisputed amount attributable to previously executed Construction Change Directives) PCO #15 This PCO is for overexcavation of the existing asphalt and 12" of existing subgrade in the parking lot and driveways per the recommendation of Hurt & Proffitt report dated 2/21/17. Includes new base course of paving (overlay not included) per detail on drawing C4.0. The paving costs are for the base course only as the 2" topping was covered in the Base Bid. Sides and Rear Only with Crush and Run Only East of Sallyport a. Remove existing asphalt and 12" of existing sub -base, recompact existing removed material to a depth of -4" $18,000.00 b. Install 4" of new crush and run c. Add base paving from front of building to Sallyport d. Install topping from 29 to Sallyport $24,225.00 Sub -Total $42,225.00 10% Commission $4,222.50 Total $46,447.50 ***All overexcavated material not used will be spread onsite in the existing old parking lot on the north side of the building.*** The original Contract Sum was $ 3,243,000.00 The net change by previously authorized Change Orders $ 26,576.55 The Contract Sum prior to this Change Order was $ 3,269,576.55 The Contract Sum will be increased by this Change Order in the amount of $ 46,447.50 The new Contract Sum including this Change Order will be $ 3,316,024.05 The Contract Time will be increased by Zero (0) days. The date of Substantial Completion as of the date of this Change Order therefore is unchanged and remains May 23, 2017. r��r 1 01(Cobriglif (b 1979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AIAe rit@p ra ect .5. Copyright Law and international Treaties. Unauthorized reproduction or distribution of this AIAe Document, or any portion of it, may result in severe civil and criminal penalties, and wit be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 16:25:48 on 03/14/2017 under Order No. 7455545808 which expires on 02/21/2018, and is not for resale. User Notes: (389ADA30) Pi 19 NOTE: This Change Order does not include changes in the Contract Sum, Contract Time or Guaranteed Maximum Price which have been authorized by Construction Change Directive until the cost and time have been agreed upon by both the Owner and Contractor, in which case a Change Order is executed to supersede the Construction Change Directive NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. a , C A - Dominion Seven Architects, PLC ARCHITECT (Firm name) 1000 Jefferson St. Suite 2A Lynchburg,VA 24504 AD '8T (Signaturee Blair Smith, RA (Typed rlpme) DAT RECFIVFn MAR 2 % "imll' CONTRACTOR (Firm name) ADDR BY (Signature) (Typed name) �ZY�I % DATE Pittsylvania County OWNER (Firm name) PO Box 426 Chatham, Virginia 24531 ADDRESS BY (Signature) (Typed name) AIA Document 13701 TM —2001. Copyright ©1979, 1987, 2000 and 2001 by The American Institute of Architects. All rights reserved. WARNING: This AIAe Document is protected by U.S. Copyright Law and International Treaties. Unauthorized reproduction or distribution of this AIA x' Document, or any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 16:25:48 on 03/14/2017 under Order No. 7455545808 which expires on 02/21/2018, and is not for resale. User Notes: (3B9ADA30) P120 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Courthouse Security Change Order #2 SUBJECT/PROPOSAL/REOUEST: Staff recommends the Board of Supervisors to approve Change Order #2 and allow the County Administrator to execute STAFF CONTACT(S): Mr. Otis Hawker Mr. Davis Smitherman BACKGROUND: AGENDA DATE: 4/18/2017 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 25 INFORMATION• INFORMATION: ATTACHMENTS: Yes, Change Order #2 REVIEWED BY: DISCUSSION: Change Order #2 consists of two primary enhancements to the Courthouse Security. Enhancement 1: During the construction it was determined that the window in the office of Vincent Shorter had to be totally closed up. This is a very small office and with the new equipment and the many constituents entering and exiting the court facility, the noise level in this particular corner office would be above reasonable levels to be conducive for Mr. Shorter to operate. This Change Order will relocate Mr. Shorter's office to the opposite side of this complex. It is somewhat larger and will not be located in a congested area. Enhancement 2: This Change Order will also develop an individual room designed to accommodate the safe and will enhance the security of the operation of the safe. Staff recommended this Change Order for the above mentioned enhancements. Funds are available in the current Courthouse Security budget to cover these costs. RECOMMENDATION: Staff recommends the Board of Supervisors approve Change Order #2 and allow the County Administrator to execute the Change Order. P121 #A1A Document G701'" - 2001 Change Order PROJECT (Name and address): CHANGE ORDER NUMBER: 002 OWNER: Plasylvania County Courthouse Security DATE: April I1, 2017 ARCHITECT: Renovation CONTRACTOR: TO CONTRACTOR (Name and ruldnas): Daniel Builders, LLC 257 Saddle Read Danville, VA 24541 ARCHITECTS PROJECT NUMBER: 50083623 CONTRACT DATE: November 22,2016 CONTRACT FOR: General Construction THE CONTRACT IS CHANGED AS FOLLOWS: (dnchaig where applicable; any undisputed amount attributable to previously executed Construction Change Directives) COR #9 - Relocate Trastaees Office .....................................................................................$11,356.00 FIELD: ❑ OTHER ❑ The original Contract Sum was $ 269,00000 The net change by previously authorized Change Orders $ 29,879.00 The Contract Sum prior to this Change Order was $ 298,879.00 The Contract Sum will be increased by this Change Order in the amount of $ 11,356.00 The new Contract Sum including this Change Order will be $ 310235.00 The Contract Time will be unchanged by Zero (0) days. The date of Substantial Completion as of the date of this Change Order therefore is April 17, 2017 NOTE: This Change Order does not include changes in the Contract Sum, Contract Time or Guaranteed Maximum Not, which have been authorized by Construction Change Directive until the cast and time have been agreed upon by both the Owner and Contractor, in which ase a Change Order is executer] to supersede the Construction Change Directive. NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. Dewberry Engineers Inc Daniel Builders, LLC Pip ,)lvania County ARCHITECT (Firm name) CONTRACTOR (Firm wine) OWNER (Firm name) 257 Saddle Rad I Center Street Danville VA 24541 Chatham, VA 24531 ADDRESS ADDRESS BY (Signature) - BY (Signature) John W. Daniel Otis Hawker (Typed name) (Typed name) DATE DATE AIA Document 6701 re — 2001. Copyright O 1979, 1987, 2000 and 2001 by The American Institute of Amhllects. All dghta resewad. WARNING: This AIAr Document Is protected by U.S. Copyright Law and International Treaties. Unauthanaed reproduction or distribution of this AIA® Document, or any .� portion of It, may rerun in aware eix 11 and Criminal penalties, and will be prosecuted to the maximum extent possible under the law. This document was produced by AIA software at 13i32:25 on 0 411 11201 7 under Order No. 4982766448_1 which expires on 0710112017, and is not for resat. User Notes: (1867854419) P122 April 6, 2017 Sam Franklin Dewberry 551 Piney Forest Road Danville, Virginia 24540 4) 685-7486 - fax (434) 685-7487 • cell (434) 334-6501 . johnrdanielbuildersllc.com 25/ Saddle Road • DanwNe, VA 24541 • VA Ct ASS A 2708 ors t31A RE: PCO # 009— Treasurer's Office Dear Mr. Franklin: We are pleased to offer options on a change order as listed below: Furnish materials and labor to: Demo/remove cage at (1) window Repair drywall at window where cage is removed Relocate existing safe within existing space Relocate (1) existing HVAC diffuser Demo/remove existing wooden file box shelves Frame (1) new wall. Framing to be 3 5/8" metal studs and shall have 5/8" sheetrock on both sides. Wall to be approximately 13' and shall terminate to the under side of the existing ceiling. Drywall to be finished ready to receive paint. Install (3) new receptacles and (1) empty data stub up in the new wall. Two receptacles and data stub up shall be on the "office" side and one receptacle shall be on the "closet" side. Install (1) new light switch in the "closet" that shall control the (2) existing lights that fall within that area. Any electrical required to rework this control is included. Install (1) new door, frame, and hardware that shall match existing as close as possible. Construct new wooden shelving for file boxes. Shelving shall imitate what is being removed. Shelving shall be located on a wall within what is currently the Treasurer's Office. There will be approximately 14LF of shelving spanning the entire wall. Paint (1) new door frame, the entire new `office", the entire new "closet", and the new wooden shelving. Only the new shelving to be painted at the existing Treasurer's Office; no adjacent walls in this room to be painted. Install carpet tile over the existing VCT flooring in the new Office. The closet space will remain VCT. Install new vinyl base in both the new closet and office. Clean up and remove all debris No fire sprinkler work included "Together, we can build the future" P123 k i 1 L : phone (434) 685.1486 o fax (434) 685-7487 • cell (434) 334-6901 • john ;-danieibuildersilc,cam 251 Saddle Road . Danviile, VA 24541 • VA Ci Ass A?Jos 0R6131A We request a time extension of 21 calendar days to our contract. Once the approval is given, the carpet and the prefinished door will take 2 weeks to get and then it will need to get installed. A CO in the amount of $11356.00 is kindly requested. Contact me with any questions. Sincerely, �r zi?4 er /K,1�64flw Brian K. Shelton Daniel Builders, LLC "Together, we can build the future" P124 :IW Zz Go w t to V N 0 0 W CO3 Em Yi$t o no ui CL cr u Enc tC n { 1 m I -I of oj81$ $ $ $!000f1. o $ 'el� $ �f w ,815 SQ 88!S 8�S•o o� wUm IWi ai13 ! I I FN� yt nni $f $i of $I $i N. m. oo OIwOj on o o e .W,ow x) r�$wl ,$'$i $Iwwml�vri f- JU Si w�wl I I I I I i �y» '1! lijl I y nuc lallo{o$$oq$e oo O� U) Oo-'..m.,m ui 1 oY- 3 I a � �� O Wj d!$,wof o�olo o�o�olc at aoi..O s $-*$l $ $ r� fo1 of t!!$1 1 ; Ll C I rl X o!oc)6l 61d d 6 s J>0 1 1 O mia W1 o � o$$,$$$$o,oIo m 1 I 3 2 til ii� 1,111 U 12V 13 is"CU O ol- ill �yti =Six R !_mO ;E ,C 2 ESS. Ov1fh ,W,V W aO;N t u E F di< INIIOlp`iN'(piNNI, O� O!� r (O Of P125 Q N IE g s` t N a N i m ri m E � n ~ Z C PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION AND BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: Chatham Armory Deed/Resolution REQUEST: Deed Execution Approval; Resolution Adoption STAFF CONTACTS: Mr. Smitherman; Mr. Hunt; Mr. Hawker AGENDA DATE: ITEM #: 4/18/17 26 ACTION: Yes ATTACHMENTS: (1) Hubinger Email (Ex. "A"); (2) Resolution 2017-02-01 (Ex. `B"); & (3) Deed (Ex. "C") REVIEWED BY: 0 BACKGROUND/DISCUSSION: At its February 6, 2017, meeting, the Pittsylvania County Board of Supervisor CBOS") adopted a Resolution and accepted a Deed transferring ownership of the recently decommissioned Chatham Armory from the Commonwealth of Virginia, Department of Military Affairs ("DMA") to the County for $1.00. As evinced by the attached email from Hugh C. Hubinger, Senior Transaction Manager, Division of Real Estate Services, Commonwealth of Virginia, the DMA inadvertently omitted language required to be in said Deed related to outstanding tax- exempt bond obligations currently in place on the Armory. Said language, contained on bottom of page 2 and top of page 3 of the Deed attached hereto as Exhibit "C," provides the Commonwealth of Virginia a right of first refusal to purchase the Armory if the County ever has "no further use for the Property." Said language also, so as to not trigger the aforementioned maintenance bonds issued becoming taxable, also requires the County to utilize the Armory for only a "public purpose" until at least January 1, 2034, the purported date the bond financing expires. RECOMMENDATION: For the BOS' review and consideration. If the BOS desires to own the Chatham Armory, Staff recommends the BOS pass Resolution 2017-04-01, 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." P126 I Vaden Hunt, Esq. From: Hubinger, Hugh (DGS) <Hugh.Hubinger@dgs.virginia.gov> Sent: Wednesday, March 01, 2017 4:59 PM To: J. Vaden Hunt, Esq. Subject: Dept. of Military Affairs -Chatham Armory Deed Vaden: I'm in receipt of the Chatham Armory deed. Upon review, I realized that there has been an oversight and an omission of required language. This language should have been included in the original deed draft provided to the OAG and the subsequent deed provided to the County. The language was necessary to address the outstanding bond obligations that the Commonwealth has on the property and to provide a first right should the County no longer need the property. The outstanding bond obligation would require a restriction on the operation of the facility as to not trigger the bonds issued by the VPBA to become taxable. I'm working on obtaining clarification from our Treasury Department as to the outstanding balance and expected repayment period and a time frame for the release of the use restriction. The County is not being required to repay the outstanding bonds. The concern is that the property should not be utilized for anything but a public purpose for the duration of the bonds. I'm currently working on drafting the legal language to insert into the deed to include these omitted requirements. If you would provide me with the final Word version of the deed, I will work with the DAG to update the deed. I will do my best to expedite the corrections to the deed so this conveyance can be completed as soon as possible. Hugh C. Hubinger Senior Transaction Manager Division of Real Estate Services Commonwealth of Virginia Washington Building 1100 Bank Street, 3rd Floor Richmond, VA 23219 804-225-4011 804-225-4673 Fax hugh.hubinger(o)dos. Virginia. go P127 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2017-04-01 RESOLUTION AUTHORIZING CHATHAM ARMORY ACQUISITION WHEREAS, the Commonwealth of Virginia, Department of Military Affairs ("DMA") is the current owner of the decommissioned 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"); and 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, as evinced by the Deed attached hereto and made a part hereof; 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 18'h day of April, 2017. ATTEST: David M. Smitherman, Clerk Pittsylvania County Board of Supervisors APPROVED AS TO FORM: J. Vaden Hunt, Esq. 1 P128 Robert W. Warren, Chairman Pittsylvania County Board of Supervisors Pittsylvania County Attorney 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 P129 This Deed is exempt from recordation taxes and fees under Virginia Code §§58.1-811 (A) (3), 58.1-811(C)(4), and 58.1- 811(C)(5) Preparedly: The Wice 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 (the "Center"); and, WHEREAS, Virginia Code § 2.2-1150(A)(1) provides that "[w]hen 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: Page 1 of 7 P130 OC That for and in consideration of the sum of One Dollar ($1.00), cash in hand paid, and 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 1 3/4° E 314 feet to a point corner with area `B" and public driveway and continuing with the northern line of area "B" S 84'/a° 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 Grantee acknowledges that the Virginia Public Building Authority (the "Authority") financed the Commonwealth of Virginia's construction, improvement, renovation and equipping of a portion of the Center with proceeds from tax-exempt bonds. The Grantee shall use the Center in its operation of its Parks and Recreation Department and, for as long as Authority tax- exempt bonds allocable to the Center are outstanding, the Center shall be utilized for a public purpose only and shall not take or omit to take any action with respect to the use of the Center if the taking of or omission to take such action would result in interest on the Authority's tax- exempt bonds being includable, in whole or in part, in the gross income of the owners thereof for federal income tax purposes under Section 103 of the Internal Revenue Code of 1986 and regulations thereunder, as amended and the regulations thereunder (the "Code"). The Grantee shall not take or omit to take any other action if the taking of or omission to take such action would cause such interest to be so includable. The Grantee shall own the Center at all times and shall not permit or cause the Center or any part thereof to be used by, leased to or managed by any person or entity in violation of Section 141 of the Code, the application of which restricts the use of the Center by persons or entities in their trades or businesses. The Grantee, upon request Page 2 of 7 P131 of the Authority, shall provide the Authority such certification as the Authority reasonably may request to confine that the use of the Center and any actions taken by the Grantee in connection with the Center are in accordance with the restrictions herein. This restriction shall be lifted and of no effect as of January 1, 2034. Should the Grantee have no further use for the Property, the Commonwealth shall be provided a first right to acquire the Property. The Property is conveyed in its "AS IS" condition, without warranty or representation as to the acreage, boundary lines, condition, value, or permitted use of the Property after the expiration of the use restriction set forth in the paragraph above, 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. 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 18th day of April, 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. Page 3 of 7 P132 WITNESS the following signatures and seals: GRANTOR: COMMONWEALTH OF VIRGINIA, DEPARTMENT OF MILITARY AFFAIRS 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. Notary Public Page 4 of 7 P133 GRANTEE: COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision the Commonwealth of Virginia C' 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 said County. My Commission expires: Notary's Registration No, APPROVED AS TO FORM By; T� �y J. Vaden Hunt, Esq. Pittsylvania County Attorney Notary Public Page 5 of 7 P134 APPROVED AS TO FORM Allison A. Kotula Assistant Attorney General RECOMMEND APPROVAL: DEPARTMENT OF GENERAL SERVICES go 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 EXHIBIT "A" Page 6 of 7 P135 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 18th day of Anril, 2017. Page 7 of 7 P136 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION AND BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Dock Permitting Procedures on Leesville and Smith 4/18/17 Mountain Lakes ACTION: REOUEST: Undetermined. Presentation by County Attorney and/or County Staff ATTACHMENTS: STAFF CONTACTS: Yes Mr. Hunt; Mr. Sides REVIEWED BY: � ITEM #: 27 The County Attorney and/or County Staff will lead a discussion with the Pittsylvania County Board of Supervisors regarding potentially changing the County's current local procedure of or related to dock permitting on Leesville and Smith Mountain Lakes. RECOMMENDATION: For the BOS' review and consideration. Any formal action related to this situation will potentially occur at the BOS Business Meeting. P137 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2017-04-02 A RESOLUTION CHANGING PITTSYLVANIA COUNTY'S LOCAL DOCK BUILDING PERMITTING PROCEDURE ON LEESVILLE AND SMITH MOUNTAIN LAKES WHEREAS, Pittsylvania County, Virginia (the "County"), is currently the only locality that requires prior approval by Appalachian Electric Power ("AEP") before issuance of a local County dock building permit for docks on Leesville and Smith Mountain Lakes. NOW THEREFORE, BE IT RESOLVED, for consistency purposes, that the Pittsylvania County Board of Supervisors (the "Board") hereby directs County Staff to change the County's current local dock permitting procedure on Leesville and Smith Mountain Lakes, and now no longer require AEP prior approval before issuance of a local County dock building permit on said lakes; and NOW THEREFORE, BE IT FURTHER RESOLVED, that the local County dock building permit for said lakes shall contain a disclaimer, a copy of which is attached hereto, protecting both the County and the permit applicant/dock owner; and NOW THEREFORE, FINALLY BE IT RESOLVED, that the Board, recognizing the importance of regional cooperation, communication, and collaboration, directs the County Attorney and appropriate County Staff to commence diligently working with the Counties of Campbell, Franklin, and Bedford to create a uniform methodology and process regarding dock regulation on Leesville and Smith Mountain Lakes. Adopted this 18`h day of April, 2017. ATTEST: David M. Smitherman, Clerk Pittsylvania County Board of Supervisors APPROVED AS TO FORM: J. Vaden Hunt, Esq. Pittsylvania County Attorney P138 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 P139 DOCK PERMIT DISCLAIMER THIS PERMIT IS A LOCAL BUILDING PERMIT ONLY. THIS MAY NOT BE THE FINAL STEP IN BUILDING YOUR DOCK. PITTSYLVANIA COUNTY MAKES NO REPRESENTATIONS OR WARRANTIES REGARDING APPALACHIAN ELECTRIC POWER, OR ANY OTHER STATE OR FEDERAL DOCK PERMITTING REGULATION OR PRE -APPROVAL REQUIREMENT. APPLICANT AND/OR DOCK OWNER HEREBY AGREES TO INDEMNIFY AND HOLD AND SAVE HARMLESS THE COUNTY, 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 LITIGATION AND/OR 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 THIS BUILDING PERMIT. NOTHING CONTAINED IN THIS DISCLAIMER/PERMIT SHALL BE DEEMED TO BE A WAIVER OF THE COUNTY'S SOVEREIGN IMMUNITY. P140 PITTSYLVANIA COUNTY Board of Supervisors Work Session EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Courthouse Construction, Renovation, or 4/18/17 28 Maintenance Fee Increase; Facility Inspection ACTION: REOUEST Undetermined For the BOS' Review and Consideration; Potential Authorization to Submit Facility ATTACHMENTS: Inspection to DGS Yes (5); (Exhibits "A" — "E") STAFF CONTACTS: REVIEWED BY - Mr. Hunt; Mr. Smitherman; t1f0 BACKGROUND/DISCUSSION: Currently, per Pittsylvania County Code §§ 36-1 & 36-2, attached hereto as Exhibit "A," Pittsylvania County, Virginia (the "County"), collects a fee of $2.50 per applicable court action/case for courthouse maintenance. Attached hereto as Exhibit `B," please find an accounting of said fees collected for the last four (4) years. Virginia Code § 17.1-281(C), attached hereto as Exhibit "C," allows the County to collect an additional $3.00 fee per appropriate court action/case (maximum of $5.00) for courthouse construction, renovation, or maintenance, if its courthouse is certified, following an application and facility inspection by the Department of General Services ("DGS"), as being non-compliant with the current safety and security guidelines in the Virginia Courthouse Facility Guidelines, and said non-compliance "cannot be feasibly renovated to correct such non-compliance." For your reference and review, a copy of said inspection application is attached hereto as Exhibit "D." Please note that the cost of said facility inspection by the DGS is borne by the requesting locality (note: inspection cost is estimated at approximately $2,000). Finally, attached hereto as Exhibit "E," please find additional information concerning financing courthouse improvements. RECOMMENDATION: For the Pittsylvania County Board of Supervisors' (`BOS") review and consideration. If the BOS desires to potentially commence the legal process to collect the above -referenced additional courthouse construction, renovation, or maintenance fee, County Staff seeks authorization to submit the above -referenced application to the DGS for the required facility inspection. P141 PITTSYLVANIA COUNTY CODE CHAPTER 36 FEE ASSESSMENT Article I. § 36-1. Courthouse Maintenance § 36-2. Law Library & Courthouse Maintenance § 36-3. Courthouse Security § 36-4. Jail Processing Fee § 36-5. Recreation Gate Fees P142 CHAPTER 36 FEE ASSESSEMENT Article I. SEC. 36-1. ASSESSMENT OF A FEE AS PART OF COST IN TRAFFIC AND CRIMINAL ACTION FOR COURTHOUSE MAINTENANCE. A. There shall be a fee of two ($2.00) dollars assessed as part of the cost incident to each traffic and criminal case filed in the General District Court, the Juvenile and Domestic Relations District Court, and the Circuit Court of Pittsylvania County. On traffic and criminal appeals from the General District Court and the Juvenile and Domestic Relations District Court to the Circuit Court, an additional filing fee shall be taxed as part of the cost for the appeal. B. The fees herein established shall be collected by the Clerk of the Court in which the action is filed and remitted to the Treasurer of Pittsylvania County, Virginia, and held by such Treasurer subject to disbursement by the Board of Supervisors of Pittsylvania County, for the construction, renovation or maintenance of courthouse or jail and court -related facilities and to defray increases in the cost of heating, cooling, electricity, and ordinary maintenance. C. This ordinance shall become effective July 3, 1990 for each traffic and criminal case filed then or thereafter. Article I1. A. BE IT ORDAINED BY THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUTNY, IN REGULAR SESSION AND ACTING PURSUANT TO SECTION 42.1-70 OF THE CODE OF VIRGINIA, 1950, AS AMENDED, that there shall be a fee of four ($4.00) assessed as part of the cost incident to each civil action filed in the General District Court of Pittsylvania County and the Circuit Court of Pittsylvania County. On civil appeals from General District Court to the Circuit Court an additional filing fee shall be taxed as part of the cost for the appeal. B. The fees herein established shall be collected by the Clerk of the Court in which the action is filed and remitted to the Treasurer of Pittsylvania County, Virginia, and held by such Treasurer subject to disbursement by the Board of Supervisors of Pittsylvania County; three dollars and fifty cents ($3.50) for the acquisition of law books, periodicals, computer P143 research services and equipment for the Law Library and fifty cents ($0.50) shall be for the use, and maintenance of the courthouse. C. This ordinance shall become effective September 8, 1992, for each civil case filed then or thereafter. Article III. SEC. 36-3. COURTHOUSE SECURITY FEES. A. In accordance with the 2007 Session of the General Assembly of Virginia Senate enacted Bill 693 as Chapter 756 of the Acts of Assembly, which is codified as an amendment to Section 53.1-120 of the Code of Virginia, 1950 as amended. This Act provides that any County may assess a sum not in excess of ten (10) dollars as a part of the costs in each criminal or traffic case in its Juvenile & Domestic Relations Court, General District Court or Circuit Court in which the defendant is convicted of a violation of any statute or ordinance, to fund its courthouse security personnel. B. NOW THEREFORE, it is hereby ordained that in this County of Pittsylvania on and after July 1, 2007 a fee of ten (10) dollars is hereby and shall be assessed as part of the cost against each defendant for each conviction or violation of a statute or ordinance which shall be collected by the Clerk of the Court with other cost. The Clerk shall remit the fees to the Treasurer of this County. The Treasurer shall hold such funds subject to appropriation by this board in a special fund for courthouse security personnel. Adopted by the Board of Supervisors on July 1. 2002. Amended by the Board of Supervisors on July 16.2002. Amended by the Board of Supervisors on June 19.2007. Article IV. SEC. 36-4. JAIL PROCESSING FEES. A. In accordance with the 2002 session of the General Assembly enacted Senate Bill 406 as Chapter 840 of the Acts of Assembly which is codified as Section 15.2-1613.1 of the Code of Virginia, 1950, as amended which provides that any County by ordinance may authorize a processing fee, not to exceed twenty-five ($25.00) dollars, on any individual admitted to County, city or regional jail following conviction. The fund so collected shall be used by the County sheriff's office to defray the costs of processing attested persons into local or regional jails. P144 B. NOW THEREFORE, be it ordained that on and after July 1, 2002 a processing fee of twenty five ($25.00) dollars is hereby assessed and imposed upon any individual admitted to a County, city or regional jail following conviction within the County of Pittsylvania of a crime, misdemeanor or violation of a local ordinance of the County of Pittsylvania or any town located within this County. Said fees shall be assessed by the Clerk of the Court of the Court in which the conviction occurred, with the other cost of the court proceedings and deposited with the Treasurer of this County and shall be used by the sheriff of this County to defray the cost of processing the convicted arrested persons into the local or regional jail. Adopted by the Board of Supervisors on July 16, 2002. Article V. SEC. 36-5. RECREATION GATE FEES. A. The Board of Supervisors shall be expressly authorized, via resolution, to establish recreation gate fees for entry and attendance of any and all County Parks and Recreation - nm, sponsored, or affiliated recreation games and contests within the County's jurisdiction. A copy of the adopted fee schedule shall be posted in or at the recreational facility at points where such fees are to be collected. B. No person shall be permitted to attend or gain entry into any recreational game or contest described above for which fees are charged without first paying the fee. C. Fees may be suspended by order of the Board of Supervisors and/or the County Administrator or his/her designee, for good cause. D. No fees paid under paragraph A shall be refunded, without the express approval of the Board of Supervisors, the County Administrator or his designee, or the Director of Parks and Recreation or his designee. State law reference: Va. Code § 15.2-1806. Adopted by the Board of Supervisors on Aueust 16, 2011. P145 I Vaden Hunt, From: Kim Van Der Hyde Sent: Thursday, March 16, 2017 3:21 PM To: J. Vaden Hunt, Esq. Subject: RE: can you see me when you get a chance about courthouse maintenance fee; thanks Hi Vaden, The totals that we have received the last few years for Courthouse Maintenance is as follows: 2014 $15,601.57 2015 $14,720.06 2016 $12,880.80 2017 $ 9,507.09 (July thru March 1Oh) — Estimated year-end should be $12,600.00 Kim Van Der Hyde Director of Finance Finance PITTSYLVANIA COUNTY VIRGINIA Tel. (434) 432-7742 Fax. (434) 432-7746 Kim Vanderhvde(aloitteov.or2 www nittsvlvaniacountvva.eov 1 Center Street P.O. Box 426 Chatham, VA 24531 Any e-mail or ofheroorrespondancesant to a memberof the Board or Supervisors, or any other public official andror employee of Pittsylvania County. Virginia ithe 'County'), in the transaction orpublic business, is considered a public record, and such records are subject to the Virginia Freedom of Information Act ('VA FOIA7. This means that Virginia law generally requires the County to provide a copy of any such e-mail, upon request, for inspection and copying to any citizen of the Comm weslth, or to any member of the news media, unless lawfully exempted from productloNdisclosure under VA FOIA. If you have received this email or any attachments In error, please notify the sender immediately at (434) 432-7700, and by reply email, and Mete this email and any attachments to it from your in - box, sent dams, and deleted items. Thank you. From: J. Vaden Hunt, Esq. Sent: Thursday, March 16, 2017 2:13 PM To: Kim Van Der Hyde Cc: Brenda O. Robertson; David M. Smithennan; Rebecca Flippen Subject: can you see me when you get a chance about courthouse maintenance fee; thanks P146 3/16/2017 Code of Virginia Title 17.1. Courts of Record Chapter 2. Clerks, Clerks' Offices and Records § 17.1-281. Assessment for courthouse construction, renovation or maintenance. A. Any county or city, through its governing body, may assess a sum not in excess of two dollars as part of the costs in (i) each civil action filed in the district or circuit courts located within its boundaries and (ii) each criminal or traffic case in its district or circuit court in which the defendant is charged with a violation of any statute or ordinance. if a town provides court facilities for a county, the governing body of the county shall return to the town a portion of the assessments collected based on the number of civil, criminal and traffic cases originating and heard in the town. B. The imposition of such assessment shall be by ordinance of the governing body which may provide for different sums in circuit courts and district courts. The assessment shall be collected by the clerk of the court in which the action is filed, remitted to the treasurer of the appropriate county or city and held by such treasurer subject to disbursements by the governing body for the construction, renovation, or maintenance of courthouse or jail and court -related facilities and to defray increases in the cost of heating, cooling, electricity, and ordinary maintenance. C. Any county or city which, on or after January 1, 2008, operated a courthouse not in compliance with the current safety and security guidelines contained in the Virginia Courthouse Facility Guidelines, as certified by the Department of General Services upon application to the Department by the county or city, and which cannot be feasibly renovated to correct such non-compliance, through its governing body, may assess an additional sum not in excess of three dollars as part of the costs in (i) each civil action filed in the district or circuit courts located within its boundaries and (ii) each criminal or traffic case in its district or circuit court in which the defendant is charged with a violation of any statute or ordinance. Such additional fee assessed under this subsection shall not be assessed in any civil action if the amount in controversy is $500 or less. Any locality which applies for certification from the Department under this subsection shall reimburse the Department for the actual costs incurred by the Department in complying with the certification request. D. The imposition of such assessment shall be by ordinance of the governing body, which may provide for different sums in circuit courts and district courts. The assessment shall be collected by the clerk of the court in which the action is filed, remitted to the treasurer of the appropriate county or city, and held by such treasurer subject to disbursements by the governing body solely for the construction, reconstruction, renovation of, or adaptive re -use of a structure for a courthouse. E. The assessments provided for herein shall be in addition to any other fees prescribed by law. The assessments shall be required in each felony, misdemeanor, or traffic infraction case, regardless of the existence of a local ordinance requiring their payment. 1990, c. 543, § 14.1-133.2; 1991, c. 689; 1992, cc. 698, 863; 1998, c. 872; 1999, c. 9; 2002, c. 831; 2009, cc. 814, 857. 0 P147 Instructions Department of General Services Evaluation Code of Virginia §17.1-281 Virginia Courthouse Facility Guidelines Upon determination by the County Board of Supervisors or City Council that an evaluation of the local courthouse facilities for noncompliance with Virginia Courthouse Facilities Guidelines in accord with COV §17.1-281 is desired, complete the Application and Facility Evaluation forms and submit than to the Department of General Services. L Obtaining and Completing Forms Application and Facility Evaluation forms may be obtained by: • Following the link for Courthouse Evaluation Program at www dps virainia gov/DEB • Sending a request to DEBinfbAdgs.vim3nia gov • Calling the DEB Director's Office at 804-786-3263 I,he locality is responsible for completing the Application and Facility Evaluation forms. The Virginia Courthouse Facilities Guidelines, Second Edition as published by the Department of Judicial Services is basis for the Facility Evaluation form. Tbew guidelines provide details of the evaluation criteria and should be used as resource to complete the evaluation. Guidelines may be obtained at httD'//y� ' :/ C9LrgatMn va ne/nNttfe/*1aC01��s�11•1ty�I11[IICte.Ddf IL Submit Forms Include the complete signed Application, Facility Evaluation, and site plan or map as applicable. Provide other supporting documentation, if available, including: facility condition reports, facility safety or security evaluations, special safety or security operating procedures, or any other information pertinent to the evaluation. Submit complete packages. By US Mail to: By Email to: Courthouse Evaluation Program me ut s.viminiagov Bureau of Capital Outlay Management By Fax to: 1100 Bank Saber, 6th Floor 804-225-4709 Richmond, VA 23219 III. Site Visit Upon receipt of the Evaluation Form by the Department of General Services, the applicant will be contacted to arrange a site visit. T'he locality will be charged actual cost for the processing of the forms and the site visit. IV. Submit Certification Upon receipt of the certification of noncompliance and enactment of the ordinance by the applicant, instruct the Clerk of Court to send a copy of the cetification of noncompliance and the ordinance by US Mair to: Department of Judicial Services Supreme Court of Virginia 100 North 9th Street, 5th Floor Richmond, VA 23219 Contact the Bureau of Capital outlay Management by email at Qii„*ffl#dgrt.y rg'eit e,ao_v or by calling 804-786-3581 if you have any questions. P148 DGS -30-1001 Application Department of General Services Evaluation Code of Virginia §17.1-281 Virginia Courthouse Facility Guidelines rn accord with COV § 17.1-281, I request that the Department of General Services evaluate the Mowing courthouse facility for noncompliance with the Virginia Courthouse Facilities Guidelines. Building Name Building Function Sheet Address City/County, VA, Zip (If multiple buildings are used for the courthouse function, complete onsplication per building and include a silo plan or map that identifies the location of the facility in the courthouse complex) ADDIJOnt (Tho only acceptable applicants are the County/City Administrator or the County/City Attorney) Name Title Street Address City/County, VA, Zip Telephone Email Facility Management Contp-ct Name Street Address City/County, VA, Zip Code Telephone Email Billing Contact Name Street Address City/County, VA, Zip Code Telephone Email I certify that to the best of my knowledge and belief all information on this form and on the attached Facility Evaluation that identifies the same building is correct. By applying for this evaluation, the City/County agrees to reimburse the Department of General Services for costs incurred. By and on behalf of the County/City of County/City Administrator or County/City Attorney Date Attach manta: Application Evaluation site Plan / Map Supporting Documents: Pta9 P150 N r J m P151 S x m N N T (A P151 S x m N \ d _ [ � � � 9 P152 N 3 J P153 45 N s W f a P154 N \ m ... . ....� .. k � � P155 a N \ ...56 r r \ P157 9 e 4 GUIDELINES �t7 FINANCING COURTHOUSE CAPITAL PROJECTS 3-1 CHAPTER 3 - RESPONSIBILITY FOR PROVIDING FACILITIES AND FINANCING COURTHOUSE CAPITAL PROJECTS I. LOCAL GOVERNMENT RESPONSIBLE FOR PROVIDING COURTHOUSE Localities in Virginia are required by Va. Code § 15.2-1638 to provide courthouses and suitable facilities for the judges and staff of district and circuit courts, including Circuit Court Clerks, and upon request space for the Commonwealth Attorney. The costs of doing so are to be paid by the locality and facilities are to be provided in government owned property and not leased. This has traditionally been a responsibility of local government in Virginia. If the court facilities are deemed to be insufficient or inadequate, the Code of Virginia sets out a process that can be used to compel improvements to a court facility by local Circuit Courts (§ 15.2-1643). Dating at least to the early 1900s, this process has been used by Circuit Court judges to force jurisdictions to update and upgrade their court facilities. Over the past 15 years this process has been used in a number of communities, including Williamsburg(James City County, Rockbridge County, Dickenson County, and the City of Portsmouth. If a county plans to construct a courthouse at a new location which is not adjacent to the existing courthouse, Va. Code §§ 15.2-1644 and 15.2-1646 requires citizen approval through a referendum. II. FINANCING CAPITAL IMPROVEMENTS There are two court fees that may be collected for the purpose of funding courthouse maintenance and construction. Under a statute first adopted in 1990, Va. Code6 17.1-281, localities may assess up to a $2 fee on all civil, criminal, traffic and local ordinance cases for the purposes of construction, renovation, or maintenance of the courthouse or jail and court -related facilities and to defray increases in the cost of heating, cooling, electricity, and ordinary maintenance. The money raised by this fee, however, is generally insufficient to fund most courthouse construction projects and according to MARC the money has generally been placed in the locality's general fund to offset facility building maintenance (JLARC, Operational and Capital Funding for District and Circuit Courts, 2009). Since 2009, localities may assess an additional $3 fee per case, specifically for courthouse construction as long as the Department of General Services (DGS) certifies the courthouse as noncompliant with the Virginia Courthouse Facility Guidelines. The circuit court clerk is responsible for collecting courthouse fees and transferring them to the local treasurer. This money is "solely for the construction, reconstruction, renovation of, or adaptive re -use of a structure for a courthouse." Va. Code 417.1-281 (D). According to DGS, during the first five years of the act 29 jurisdictions requested such certification by DGS. Office of the Exendire Seerri&7 Prepared by: Don Hardemberg, Cmri works skprmre cowl of Vhw nia RN: 2/15 P158 VIRGINIA GUIDELINES RESPONSIBRX_ FOR PROVIDING FACILITIES AND FINANCING COURTHOUSE CAPITAL PROJECTS 3-2 Localities wishing to impose this $3 filing fee must submit a self-evaluation of their court facility to DGS, indicating how their facility is non-compliant with the Virginia Courthouse Facility Guidelines. A DGS building inspector then conducts an on-site inspection of the facility to confirm that it is out of compliance. DGS reviews the case and issues a certification of noncompliance, which then authorizes the locality to adopt an ordinance imposing the fee. The locality must reimburse DGS for the site visit and other related costs, which according to DGS have generally been in the range of $1,100 to $1,400 in localities that have been certified. The most common financing arrangement is the general obligation bond. There are basically three options when it comes to financing a capital project such as a courthouse: 1) financing without debt, 2) financing with short-term debt, and 3) financing with long-term debt. It is usually not possible to finance a capital improvement project out of operating funds. In Virginia, as noted earlier, local governments may charge a filing fee to cover improvements to the courthouse. The amount of funds that can be generated through this method however are generally not enough to fund anything but small renovation or improvement projects. When the indebtedness is not large and the time needed to retire the debt is short, the use of short-term debt, such as grant anticipation notes, tax anticipation notes, and lines of credits, or bonds that can be retired in less than five years may be possible. Such finding mechanisms however may best be reserved for initiating a project when there is a need to get a project started quickly or for minor renovations. As noted earlier most courthouse projects are financed with long-term debt, such as general obligation bonds. There are however some alternatives that may be used. Long term financing can be broken down into public financing options and private financing options. A. Public Financing Early in the planning process it will usually be necessary to provide some funding for expenses and to hire an architect or courts planner to conduct a review of the current facilities and a needs assessment. This may be funded out of general revenues, as is usually the master plan if one is to be done. Once a decision has been made to go forward with the project it is necessary to secure more substantial funding to cover not only the design architect fees but the site acquisition and construction costs. With very few exceptions this will require some form of loan. Two of the most prevalent public funding options are general obligation bonds and revenue bonds. The choice of which method to use may depend on the length of the project, the political viability of public funding that normally requires a referendum, and the expected life of the building. 1. General Obligation Bonds (GOB) General obligation bonds are the most commonly used means of financing long- term large public capital improvement projects. They are relatively inexpensive OJJiee of the Ekecudye Secretary SVmw Cowr of fthda P159 Prepared by. Don Hardmbeag, Cowl works Rev. 245 PITTSYLVANIA COUNTY Board of Supervisors WORK SESSION & BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: Action, if any, from Closed Session SUBJECT: Closed Session STAFF CONTACT: Mr. Smitherman AGENDA DATE: 4/18/17 ACTION• ATTACHMENT(S): No ITEM NUMBER: 29 REVIEWED BY: 0 DISCUSSION: The Pittsylvania County Board of Supervisors will meet for Closed Session during their Work Session on Tuesday, April 18, 2017 for the following: (a) Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. Authority: 2.2-3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Administrator Purpose: Discussion of Performance of County Administrator (b) Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. Authority: 2.2-3711(A)(1) of the Code of Virginia, 1950, as amended Subject Matter: County Attorney Purpose: Discussion of Performance of County Attorney Any action for the above references will be brought forth at the Board's 7:00 PM Business Meeting. RECOMMENDATION:. P160 APPOINTMENTS P161 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointment— West Piedmont Planning District Commission (WPPDC): Citizen Representative for Pittsylvania County SUBJECT/PROPOSAL/REOUEST: Board Appointment STAFF CONTACT(S): Mr. Smitherman BACKGROUND: AGENDA DATE: 01-17-2017 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 30 INFORMATION: INFORMATION: ATTACHMENTS: 1. Email from Ms. Cook declining re -appointment 2. Description of WPPDC DISCUSSION: The Board of Supervisors appoints a citizen representative for a 4 -year term to the West Piedmont Planning District Commission. Ms. Wendy Bryant -Cook's term ended February 28, 2017, and Ms. Cook does not desire to be re -appointed to this position. The appointment term of four years would be from February 28, 2017 — February 27, 2021. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P162 From: Wendy Bryant -Cook [mailto:wendy.drafti[Iebydesign Pmail com] Sent: Friday, March 31, 2017 6:28 PM To: David M. Smitherman <David.Smitherman(Tpitteov or > Cc: 'David R. Hoback' <DHoback(5)wppdc.ore> Subject: Resignation from West Piedmont Planning District Commission Mr. Smitherman, I am writing this message to you to inform you that I have resigned my seat as the Pittsylvania County citizen representative from the West Piedmont Planning District Commission. This is due to a change in my work schedule which affects my attendance at the WPPDC meetings. I sincerely appreciate the opportunity the Board of Supervisors gave me in being the citizen representative for our county. I felt this position needs someone who can be committed to regular attendance so therefore I am resigning. I have informed David Hoback of my resignation and he suggested I contact you and make you aware of the vacant seat on the commission. Thank you for the opportunity to serve, WewdU gr�awt-Goole Drafting by Design LLC 2321 Riverside Dr. Suite #1 Danville, VA 24540 434-489-4781 wendy.draftingbydesign(@gmail.com P163 WEST PIEDMONT PLANNING DISTRICT COMMISSION DESCRIPTION Meeting Date/Time/Location: Meets the 4"' Thursday, of Each Month, Executive Session at 7:00 p.m. Board at 7:30 p.m. at One Starling Avenue, Martinsville, Virginia. Term: 4 years Composition: Governmental subdivisions shall appoint three (3) members from each jurisdiction, two (2) members of the Governing Body and one (1) non -elected resident qualified voter. Vacancies shall be filled for the unexpired term and any member shall be eligible for reappointment. The terms of members of Governing Bodies shall be coincident with their elected term of office; the term of office of the citizen member shall be three (3) years. Function/Duties: The West Piedmont Planning District Commission has been authorized by the Virginia Area Development Act (Title 15. 1, Chapter 34, §15.1- 1400, Code of Virginia, 1950, as amended. The purpose shall be to promote the orderly and efficient development of the physical, social and economic elements of the Planning District by planning, encouraging and assisting Governmental Subdivisions to plan for the future. REVISED 01-27-2012 P164 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Notification of Upcoming Appointments 01-17-2017 SUBJECT/PROPOSAL/REOUEST: Upcoming Board Appointments STAFF CONTACT(S): Mr. Smitherman ACTION: Yes ITEM NUMBER: 31 INFORMATION: ATTACHMENTS: 1. Spreadsheet of Upcoming Appointments 2. Board Descriptions DISCUSSION: The following are upcoming Board Appointments: (a) Danville-Pittsvlvania Community Services Board — Representatives can only serve three consecutive 3 -year appointments. New terms would be July 1, 2017 — June 30, 2020. The following terms end June 30, 2017: 1. Dr. Julie Brown (her 2nd term will end June 30, 2017). Dr. Brown serves as the At -Large representative. 2. Faith Stamps (her Is' tem will end June 30, 2017. Ms. Stamps serves as the Westover District representative. 3. Ron Merricks will be completing his third consecutive term June 30, 2017 and is not eligible for re- appointment. Mr. Merricks represents the Dan River District. (b) Pittsvlvania County Public Library Board of Trustees — Representatives serve a 4 -year term. New terms would be July 1, 2017 — June 30, 2021. The following seats have terms ending June 30, 2017: 1. Callands/Gretns District: Carol Cooper currently serves and is eligible for re -appointment. 2. Town of Hurt: Linda Simpson currently serves and is eligble for re -appointment. 3. Chatham/Blairs: Ruth Jones currently serves and is eligle for re -appointment. (c) Pittsvlvania County Social Services Board — Representatives serve a 4 -year term. New terms would be from July 1, 2017 — June 30, 2021. The following seats have terms ending June 30, 2017: 1. Callands/Gretna District : Andrea Johnson currently serves and is eligible for re -appointment. 2. Banister District: Susan Paynter currently serves, but is moving out of the Banister District thus making her ineligible for re -appointment. 3. Chatham/Blairs District: Earl Hodnett currently serves and is eligible for re -appointment. 4. Tunstall District: Gracie Mays currently servces and is eligible for re -appointment. RECOMMENDATION• Staff submits this to the Board of Supervisors for their review and consideration. Nominations can be submitted to staff for action at the Board's May 16 and/or June 20 meetings. P165 P166 v m O a. 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Cj �" cd �'y fs+ V] > O (-. ur > a m CJ c v co c?e cc z 'h Pa �C vii , U Ps v .�� 3 ° � P1/.A m G 7 DANVILLE/PITTSYLVANIA COMMUNITY SERVICES BOARD DESCRIPTION Meeting Date/Time/Location: Meets the I" Thursday in February, March, May, June (last Thursday), August, October and December at 5:30 p.m. at 245 Hairston Street office in Danville, Virginia. Term: 3 years Composition: The Board of Directors is comprised of Fifteen (15) Members — Eight (8) appointed by the Pittsylvania County Board of Supervisors and Seven (7) appointed by the Danville City Council. No member shall be eligible to serve more than three (3) successive three (3) year terms. The Danville City Council and the Pittsylvania County Board of Supervisors designated Danville-Pittsylvania Community Services (DPCS) as an Operating Community Services Board. Function/Duties: As an operating Community Services Board, DPCS has the powers and duties as enumerated in §37.1-197 of the Code of Virginia. ➢ DPCS provides public mental health, mental retardation, substance abuse, and prevention services from more than ten (10) different sites in the City and County. ➢ In a given year, DPCS serves approximately 3,000 different individuals through its Mental Health, Mental Retardation, and Substance Abuse Service Divisions. Furthermore, an additional 5,000 people are engaged in DPCS' Prevention Services Programs. ➢ As Fiscal Agent, the City obtains all Federal and State assistance and forwards to this Board that maintains oversight of directly operated and contracted programs. REVISED 01-23-2012 P170 PITTSYLVANIA COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES DESCRIPTION Meeting Date/Time/Location: 2nd Monday at 7:30 p.m. at the Chatham Public Library Term: 4 years Composition: Composed of 10 members as follows: ❖ One (1) from each District in Pittsylvania County appointed by the Board of Supervisors ❖ One (1) from each Town of Chatham, Gretna and Hurt Function/Duties: Administers and establishes policies for the operation of the Pittsylvania County Public Library. REVISED 6-26-2014 P171 PITTSYLVANIA COUNTY SOCIAL SERVICES BOARD DESCRIPTION Meeting Date/Time/Location: Meets the 3`d Monday at 5:30 p.m. of every month except for the months of January and February when the Board meets on the 3`d Tuesday at the Pittsylvania County Social Services Building. There can be up to one dinner meeting per quarter. Term: 4 years Composition: Seven (7) members appointed by the Board of Supervisors (1 member from each district). One (1) member from the Board of Supervisors Function/Duties: To administer programs developed by the State and Federal Government to provide services to the citizens of Pittsylvania County that qualify for those services. REVISED 01-31-2012 P172 REPORTS FROM V917ml,'1 MEMBERS P173 REPORTS FROM COUNTY ADMINISTRATOR P174 ADJOURNMENT P175