05-16-2017 Work Session & Business Meetint PKTWORK SESSION
PI
P2
Pittsylvania County Board of Supervisors
WORK SESSION
Tuesday, May 16, 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
Barber Hagerman Blackstock Davis Scearce Barksdale Warren
3. Items to be Added
Barber Hagerman Blackstock Davis Scearce Barksdale Warren
4. Approval of Agenda
Barber Hagerman Blackstock Davis Scearce Barksdale Warren
5. New Business
(a) RV Taxes- Pages 5-14
Comments:
(b) Agenda Software- Page 15
Comments:
(c) NACo Membership- Pages 16-54
Comments:
(d) Chatham Armory Pages 56-57
Comments:
(e) Financial Report — 3`d Quarter Pages 58-64
Comments:
(f) Animal Fencing Pages 65-67
Comments:
(g) Animal Shelter Requests For Proposals Pages 68-102
Comments:
6. Staff. Committee, and/or Constitutional Officer Reports
(a) Report from Telecommunications Committee
7. Closed Session (6:00 pm)
(a) 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 Robot
Purpose: Discussion of Potential Prospective Business Incentive
Package
(b) 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 Matter: Project HG
Purpose: Discussion of Potential Prospective Business
Incentive Package
(c) Discussion concerning a prospective business or industry or the expansion of an
existing business or industry where no previous announcement has been made of the
business' or industry's interest in locating or expanding its facilities in the community
Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended
Subject Matter: Project Box
Purpose: Project Update
(d) 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: Performance Evaluation
8. Recess to Business Meeting (arrive in General District Courtroom prior to 7 pm)
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
RV Taxation 5/16/17
SUBJECT: ACTION:
Hammock RV Taxation Presentation No
/Discussion
STAFF CONTACT:
Ms. Hammock
ATTACHMENTS:
YES (8 pages)
Shirley Hammock
ITEM NUMBER:
5(a)
Gsf
BACKGROUND:
As requested by Supervisor Barber, the Honorable Shirley Hammock, Pittsylvania County
Commissioner of the Revenue, will present information to the Board on RV taxation and be
available to answer any related questions.
RECOMMENDATION:
No action required. For information and discussion purposes only.
P5
Tangible Personal Property is the second most important source of revenue for cities and
counties. In fiscal year 2015, the most recent year available from the Auditor of Public
Accounts, the personal property accounted for 10.3% of the tax revenue for cities, 13.2% for
counties...
Cities, counties and towns are permitted to tax the tangible personal property of businesses
and individuals pursuant to the Code of Virginia 58.1-3500 — 58.1-3521. Included in this
category are such items as motor vehicles, business furniture & fixtures, farming equipment,
trailers, boats, recreational vehicles and campers. (Data taken from 2016 Virginia Local Tax
Rates published by Weldon Cooper Center for Public Service).
58.1-3506 sets other classifications for taxation and section B sets the maximum rate for the
classifications set forth in this section. (Exhibit 1) Motor Homes being set out as a separate
classification of personal property can also have a separate tax rate set by the governing body.
(note the restrictions in Section B that states rate cannot exceed that set for the general rate
for personal property)
In 2017 we assessed 196 Motor Homes- of those 99 were assessed at the minimum value of
$100 with a tax levy of $8.75. We had a total assessed value of $954,435 with a levy generated
of $83,513.06. (Exhibit 2) 1 have applied a variation of tax rates using current tax rate, real
estate tax rate, a 50% reduction in tax rate, and effective tax rate from Weldon Cooper as a
comparison.
In 2016 we assessed 202 motor homes based on DMV body MTR H - of those 100 were old
enough to default to 100 value. The other 102 had an assessed value of 948,510 for a tax levy of
82,994.63 added with those 100 assessed value homes for a levy of 875.00 — assessed total tax
levy of 83,869.63
Exhibit 3 compares 5 different motor homes to surrounding localities and displays the various
assessments and levies.
My job as Commissioner of the Revenue is to administer the ordinances you as the governing
body dictates along with the state code in a fair and equitable manner to insure everyone pays
their fair share in taxes. Due to the complexity of matching DMV data to the Recreational
Vehicle Appraisal Guide (RVGA), I feel the current method of percentage of cost is a fair
appraisal method.
In conclusion: Should you decide to make any changes in the tax rate on motor homes, we will
do our best to administer it as we have done in the past making sure all taxable property is
being assessed as mandated by State and local Code.
P6
P7
B C
D
E
F
G
H
I
1
1
Year Make
Sales Price
Purchase Dt
Value
Tax Levy
Real Estate
Rate
50% Rate
reduction
Effective
Rate
2
1976 MIDAS
1,500.00
19980414
100
8.75
0.59
4.37
2.23
3
1976 TITAN
2,500.00
19940726
100
8.75
0.59
4.37
2.23
4
1977 DODGE
2,000.00
20040518
100
8.75
0.59
4.37
2.23
5
1977 DODGE
2,500.00
19940614
100
8.75
0.59
4.37
2.23
6
1977 BLAZON
100
20160507
100
8.75
0.59
4.37
2.23
7
1977 FIRE BALL
800
20110724
100
8.75
0.59
4.37
2.23
8
11977 DODGE
250
20041216
100
8.75
0.59
4.37
2.23
9
1978 WINNEBAGO
500
19981021
100
8.75
0.59
4.37
2.23
10
1979 CHEVROLET
8,200.00
0
100
8.75
0.59
4.37
2.23
11
1979 CHEVROLET
2,000.001
20100416
1001
8.75
0.59
4.371
2.23
12
1982 TIOGA
6,700.00
20000317
100
8.75
0.59
4.37
2.23
13
1982 INTERNATIONAL
10,000.00
20031010
100
8.75
0.59
4.37
2.23
14
1982 WINNEBAGO
3,400.00
20160328
100
8.75
0.59
4.37
2.23
15
11982 CHEVROLET
2,000.00
20160921
100
8.75
0.59
4.37
2.23
16
1983 PACE ARROW
3,000.00
20130628
100
8.75
0.59
4.37
2.23
17
1983 JAMBOREE
6,000.00
20090814
100
8.751
0.59
4.37
2.23
18
1983 WINNEBAGO
3,000.001
20120812
100
8.75
0.59
4.37
2.23
19
1983 FORD
2,500.00
20060523
100
8.75
0.59
4.37
2.23
20
1984 FLEETWOOD
0
20150710
100
8.75
0.59
4.37
2.23
21
1984 DIAMOND
1,000.00
20160816
100
8.75
0.59
4.37
2.23
2211984
CHEVROLET
5,000.00
20041014
100
8.75
0.59
4.37
2.23
23
1984 HOLIDAY
15,000.00
19991227
100
8.75
0.59
4.37
2.23
24
1985 CHEVROLET
1
20140610
100
8.751
0.59
4.37
2.23
25
1985 MALLARD
1,500.001
20160511
100
8.75
0.59
4.37
2.23
26
1985 CHEVROLET
8,500.00
20041221
100
8.75
0.59
4.37
2.23
27
1985 CHEVROLET
6,300.00
20140520
100
8.75
0.59
4.37
2.23
28
1986 JAYCO
2,000.00
20050701
100
8.75
0.59
4.37
2.23
2911986
CHEVROLET
1,000.00
20130405
100
8.75
0.591
4.37
2.23
30
1987 JAMBOREE
6,000.00
201307171
100
8.75
0.59
4.371
2.23
31
1987 MALLARD
3,500.00
20160819
100
8.75
0.59
4.37
2.23
32
19881TAS
5,000.00
20150722
100
8.75
0.59
4.37
2.23
33
1988 FORD
3,050.00
20111005
100
8.75
0.59
4.37
2.23
34
1988 WINNEBAGO
400
20110422
100
8.75
0.59
4.37
2.23
35
1988 CHEVROLET
8,000.00
20070226
100
8.75
0.59
4.37
2.23
3611988
CHEVROLET
0
20130328
100
8.75
0.591
4.37
2.23
37
1988 WINNEBAGO
13,000.00
199908041
100
8.75
0.59
4.371
2.23
38
1988 GEORGIA BOY
600
20160109
100
8.75
0.59
4.37
2.23
39
1988 CAMP CRAFT
2,000.00
20160722
100
8.75
0.59
4.37
2.23
40
1989 FORD
0
20140721
100
8.75
0.59
4.37
2.23
41
1989 FORD
6,500.00
20140418
100
8.75
0.59
4.37
2.23
42
1989 WINNEBAGO
2,000.00
20160610
1001
8.751
0.59
4.37
2.23
43 11989
WINNEBAGO
4,000.00
20150126
1001
8.751
0.591
4.37
2.23
44 119891FLEETwOOD0.00
20141010
100
8.75
0.59
4.37
2.23
45
1989 JAYCO
6,000.00
20160601
1001
8.751
0.59
4.371
2.23
46 119891HORI
4,200.00
20140922
1001
8.751
0.591
4.371
2.23
P7
P8
B
C
D
E
F
G
H
I
J
1
Year
Make
Sales Price
Purchase Dt
Value
Tax Levy
Real Estate
Rate
50916 Rate
reduction
Effective
Rate
47
1990
FORD
3,000.00
20141025
100
8.75
0.59
4.37
2.23
48
1990 WINNEBAGO
28,900.00
19950517
100
8.75
0.59
4.37
2.23
49
1990
FORD
5,000.00
20100606
100
8.75
0.59
4.37
2.23
50
1990 WINNEBAGO
12,000.00
20090708
1001
8.75
0.59
4.37
2.23
51
1990
BRAVO
20,500.00
19960510
1001
8.75
0.59
4.37
2.23
52
1990 WINNEBAGO
4,000.00
20050414
100
8.75
0.59
4.37
2.23
53
11991 JAM
10,000.00
20070809
100
8.75
0.59
4.37
2.23
54
1991
FOUR WINDS
5,300.00
20130919
100
8.75
0.59
4.37
2.23
55
1991
GULF STREAM
1,500.00
20150320
100
8.75
0.59
4.37
2.23
56
1992
FORD
7,000.001
20150330
100
8.751
0.59
4.371
2.23
57
1992
CHEVROLET
8,000.00
20140703
100
8.75
0.59
4.37
2.23
58
1992
FLAIR
1,000.00
20160706
100
8.75
0.59
4.37
2.23
59
1992
COACHMAN
0
20140522
100
8.75
0.59
4.37
2.23
6011992
WINNEBAGO
10,000.00
20070208
100
8.75
0.59
4.37
2.23
61
1992 ITAS
1,000.00
'20160613
100
8.75
0.59
4.37
2.23
62
1992
PARO
7,500.00
20090617
100
8.75
0.59
4.37
2.23
63
1992
GULF STREAM
3,500.001
20140411
100
8.75
0.59
4.371
2.23
64
1992
CHEVROLET
1,000.00
20100425
100
8.75
0.59
4.37
2.23
65
1993
PACE
9,500.00
20111230
100
8.75
0.59
4.37
2.23
66
1994
OSHKOSH
8,000.00
20140804
100
8.75
0.59
4.37
2.23
6711994
CHEVROLET
6,000.00
20130519
100
8.75
0.59
4.37
2.23
68
1994
FOURWINDS LITE
1,000.00
20150216
1001
8.75
0.59
4.37
2.23
69
1994
FORD
31,000.00
19960918
100
8.751
0.59
4.37
2.23
70
1994
GRAND VILLA
105,000.001
19971022
100
8.75
0.59
4.37
2.23
71
1994
FORD
1,500.00
20150221
100
8.75
0.59
4.37
2.23
72
1994
CHEVROLET
1,200.00
20150413
100
8.75
0.59
4.37
2.23
73
1995
CHEVROLET
10,500.00
20110617
100
8.75
0.59
4.37
2.23
741
1995
PACE
21,553.00
20090407
100
8.75
0.59
4.37
2.23
75
1995
BOUNDER
7,500.00
201106211
100
8.75
0.59
4.37
2.23
76
1995
FORD
5,000.00
20160613
100
8.75
0.59
4.37
2.23
77
1995
CHEVROLET
7,500.00
20130709
100
8.75
0.59
4.37
2.23
78
1995
FORD
400
20070326
100
8.75
0.59
4.37
2.23
79
1995
OSHKOSH
0
20060602
100
8.75
0.59
4.37
2.23
80
1995
FORD
20,000.00
20040702
100
8.75
0.59
4.371
2.23
81119951
FORD
6,000.00
20090905
100
8.75
0.59
4.37
2.23
82 119951
FORD
13,560.00
200910011
100
8.75
0.59
4.37
2.23
83
1995 WINNEBAGO
25,000.00
20050818
100
8.75
0.59
4.37
2.23
84
1995
FORD
6,000.00
20120314
100
8.75
0.59
4.37
2.23
85
1995
CHALLENGER
5,000.00
20150417
100
8.75
0.59
4.37
2.23
86
1995
MAGNUM
12,000.00
20140606
100
8.75
0.59
4.37
2.23
87
1996
FORD
35,500.00
20040216
100
8.75
0.59
4.37
2.23
88
1996
BEAVER
18,000.00
20150728
100
8.751
0.59
4.37
2.23
891996
FREIGHTLINER
15,000.00
20160316
100
8.75
0.59
4.37
2.23
90
1996
FORD
0
20120414
100
8.751
0.59
4.37
2.23
91 119961CRUISE
MASTER
1 40,000.001
199904141
100
8.751
0.59
4.37
2.23
P8
P9
B
C
D
E
F
G
H
I
J
1
Year
Make
Sales Price
Purchase Dt
Value
Tax Levy
Real Estate
Rate
5051 Rate
reduction
Effective
Rate
92
1996
SAFARI
0
20120626
100
8.75
0.59
4.37
2.23
93
1997
SPARTAN
25,000.00
20150618
100
8.75
0.59
4.37
2.23
94
1997
ROAD TREK
9,000.00
20140825
100
8.75
0.59
4.37
2.23
95
1997
FORD
21,495.00
19990902
100
8.75
0.59
4.37
2.23
96
1997
DUTCHMAN
8,500.00
20120619
100
8.75
0.59
4.37
2.23
97
1997
FORD
26,996.00
20031031
100
8.75
0.59
4.37
2.23
9811997
FREIGHTLINER
75,000.00
20010322
100
8.75
0.59
4.37
2.23
99
1997
FLEETWOOD
10,000.00
20160622
100
8.75
0.59
4.37
2.23
100
1997
FOUR WINDS
1,500.00
20110710
100
8.75
0.59
4.37
2.23
101
1998
CHEVROLET
20,000.001
20160805
5,5001
481.25
32.451
240.35
122.65
102
1998
FORD
33,000.00
19990108
1,650
144.38
9.74
72.11
36.80
103
1998
COACHMAN
14,995.00
20161228
4,120
360.50
24.31
180.04
91.88
104
1998
CHEVROLET
34,000.00
20040813
1,700
148.75
10.03
74.29
37.91
105
1998
AIRSTREAM
6,500.00
20150915
2,320
203.00
13.69
101.38
51.74
106
1998
COACHMAN
3,000.00
20141019
710
62.13
4.19
31.03
15.83
107
1999
AMED
38,000.00
20160802
10,450
914.38
61.66
456.67
233.04
108
1999
PURSUIT
4,500.001
20140313
1,0601
92.75
6.251
46.32
23.64
109
1999
GEORGE BOY
18,780.00
20130712
3,760
329.00
22.18
164.31
83.85
110
1999
FREIGHTLINER
1,875.00
20130329
380
33.25
2.24
16.61
8.47
111
1999
FORD
62,000.00
19990503
3,100
271.25
18.29
135.47
69.13
112
1999
FORD
55,000.00
20060804
2,750
240.63
16.23
120.18
61.33
113
1999
FORD
9,000.00
20160609
2,480
217.00
14.63
108.381
55.30
114
1999
FORD
22,500.00
20120625
3,940
344.75
23.25
172.18
87.86
115
1999
FORD
22,000.001
20090710
2,2001
192.50
12.98
96.14
49.06
116
1999
NEWMAR
82,000.00
20031118
4,100
358.75
24.19
179.17
91.43
117
1999
FORD
32,500.00
20030226
1,630
142.63
9.62
71.23
36.35
118
2000
GULFSTREAM
9,243.96
20130415
1,850
161.88
10.92
80.85
41.26
119120001
RVISION TRVL TRAILR
16,750.00
20160325
4,610
403.38
27.20
201.46
102.80
120
2000 WINNEGO
17,000.00
20160728
4,680
409.50
27.611
204.52
104.36
121
2000
FORD
18,600.00
20120409
3,255
284.81
19.20
142.24
72.59
122
2000
HOLIDAY RAMBLER
46,000.001
20130116
9,2001
805.00
54.28
402.04
205.16
123
2000 WINNEBAGO
500
20160825
140
12.25
0.83
6.12
3.12
124
2000
FREIGHTLINER
84,000.00
20070105
4,200
367.50
24.78
183.54
93.66
125
2000
GEORGE BOY
20,000.00
20120529
3,500
306.25
20.65
152.95
78.05
126
2000
DUTCH STAR
10,000.00
20120519
1,750
153.131
10.33
76.481
39.03
127
2000
ROAD TREK
41,500.00
20010125
2,080
182.00
12.27
90.901
46.38
128
2000
HOLIDAY RAMBLER
60,864.00
20000728
3,040
266.00
17.94
132.85
67.79
129
2000
FOUR WINDS
5,000.001
20160418
1,380
120.75
8.14
60.31
30.77
130
2000
FORD
19,500.00
20110829
2,630
230.13
15.52
114.93
58.65
131
2000
FORD
15,000.00
20161102
4,130
361.38
24.37
180.48
92.10
132
2001
GEORGE BOY
3,500.00
20160719
960
84.00
5.66
41.95
21.41
JAMBOREE
15,200.00
20120602
2,660
232.75
15.69
116.24
59.32
FORD
61,000.00
20010911
3,050
266.88
18.00
133.29
68.02
a
GEORGIEBOY
29,950.00
20130723
5,990
524.13
35.34
261.76
133.58
FLEETWOOD
1 15,000.00
20130424
3,0001
262.501
17.701
131.101
66.90
P9
P10
B
C
D
E
F
G
H
I
J
1
Year
Make
Sales Price
Purchase Dt
Value
Tax Levy
Real Estate
Rate
50% Rate
reduction
Effective
Rate
137
2001
NATIONAL
20,000.00
20160802
5,500
481.25
32.45
240.35
122.65
138
2002
FREIGHTLINER
125,000.00
20030913
6,250
546.88
36.88
273.13
139.38
139
2002
DUTCH STAR
69,999.00
20150623
17,500
1531.25
103.25
764.75
390.25
140
2002
DAMON
1,500.00
20151115
450
39.381
2.66
19.671
10.04
141
2002
FORD
23,900.00
20080425
1,790
156.63
10.56
78.22
39.92
142
2002
CHATEAU
29,400.00
20080223
2,210
193.38
13.04
96.58
49.28
143
2002
DAMON
57,500.00
20120406
10,060
880.25
59.35
439.62
224.34
144
2002
FOREST RIVER
74,601.00
20140531
17,530
1533.88
103.43
766.06
390.92
145
2002
COACHMAN
25,000.00
20150502
7,840
686.00
46.26
342.61
174.83
1461
2002IR
VISION
12,000.00
201407221
2,820
246.75
16.64
123.23
62.89
147
2003
HOLIDAY RAMBLER
28,840.00
20140731
6,780
593.25
40.00
296.291
151.19
148
2003
GEORGIE BOY
12,500.00
20150827
5,300
463.75
31.27
231.61
118.19
149
2003 WINNEBAGO
0
20101101
2,360
206.50
13.92
103.13
52.63
150
2003
FREIGHTLINER
55,000.00
20130827
11,000
962.50
64.90
480.70
245.30
151
2003
CHEVROLET
32,601.00
20100531
4,400
385.00
25.96
192.28
98.12
152
2003
SAFARI
99,995.001
20030809
5,0001
437.50
29.50
218.50
111.50
1531
2004
FREIGHTLINER
40,000.00
20100119
5,400
472.50
31.86
235.98
120.42
154
2004
DOLPHIN
47,997.00
20080820
3,600
315.00
21.24
157.321
80.28
155
2004
COACHMEN
64,998.00
20111028
9,750
853.13
57.53
426.081
217.43
156
2004
FREIGHTLINER
226,400.00
20060609
11,320
990.50
66.79
494.681
252.44
157
2004
CRUISER
39,995.00
20100624
3,680
322.00
21.71
160.82
82.06
158
2004
FORD
56,675.00
20060811
2,830
247.63
16.70
123.67
63.11
159
2004
FORD
43,000.001
20120630
7,530
658.881
44.43
329.06
167.92
160
2004
FOUR WINDS
17,500.00
20150429
4,380
383.25
25.84
191.41
97.67
161
2004
KOST
15,000.00
20150720
5,850
511.88
34.52
255.65
130.46
162
2004
FREIGHTLINER
52,000.00
20130701
10,400
910.00
61.36
454.48
231.92
163
2005
GULFSTREAM
0
20140621
80
7.00
0.47
3.501
1.78
164
2005
ALFA
58,000.00
20130603
11,600
1015.00
68.44
506.921
258.68
165
2005
FOREST RIVER
34,500.00
20140411
8,110
709.63
47.85
354.41
180.85
166
2005
FORD
80,461.001
20060721
4,020
351.75
23.72
175.67
89.65
167
2005
GEORGIE BOY
108,854.78
20050318
5,440
476.00
32.10
237.73
121.31
168
2006
FORD
30,000.00
20140815
7,050
616.88
41.60
308.09
157.22
169
2006
FORD
70,880.00
20080421
5,320
465.50
31.39
232.48
118.64
170
2007
HOLIDAY RAMBLETTE
95,000.00
20140620
22,330
1953.88
131.75
975.82
497.96
171
2007
FORD
35,000.00
20140730
8,750
765.63
51.63
382.381
195.13
172
2007
MONACO
105,950.00
20150721
26,490
2317.881
156.29
1157.61
590.73
173
2007
AMERICAN EAGLE
189,995.001
20160219
52,250
4571.88
308.28
2283.33
1165.18
174
2007 WINN
42,500.00
20150512
10,630
930.13
62.72
464.53
237.05
175
2007
FOUR WINDS
29,998.00
20141023
7,050
616.88
41.60
308.09
157.22
176
2008
HURRICANE
69,990.00
20120107
12,250
1071.88
72.28
535.33
273.18
177
2008
FOUR WINDS
54,750.00
20140321
12,870
1126.13
75.93
562.42
287.00
178
2009
MONARCH
30,000.00
20150930
10,310
902.13
60.83
450.551
229.91
179
2011
FORD
82,750.00
20150903
20,690
1810.38
122.07
904.15
461.39
180
2011
NEWMAR
91,0 00.00
20130917
18,200
1592.50
107.38
795.341
405.86
1811
2011
ALLEGRO
1 99,961.761
201201271
17,4901
1530.381
103.19
764.311
390.03
P10
PI1
B
C
D
E
F
G
H
I
1
1
Year
Make
Sales Price
Purchase Dt
Value
Tax Levy
Real Estate
Rate
50% Rate
reduction
Effective
Rate
182
2011
FREEDOM ELITE
48,000.00
20130621
11,280
987.00
66.55
492.94
251.54
183
2012
CHATEAU TRAVELER
74,158.52
20110718
7,560
661.50
44.60
330.37
168.59
184
2013
CHATEAU
75,000.00
20150113
18,750
1640.63
110.63
819.38
418.13
185
2013
THOR
83,900.00
201209121
14,680
1284.50
86.61
641.52
327.36
186
2013
THOR
42,680.00
201508221
10,670
933.63
62.95
466.28
237.94
187
2013 WINN
63,473.80
201512091
15,870
1388.63
93.63
693.52
353.90
188
2013
ENTE
253,926.49
201610211
69,830
6110.13
412.00
3051.57
1557.21
189
2014 WINNEBAGO
94,500.00
20131211
18,900
1653.75
111.51
825.93
421.47
190
2014
ASPIRE
160,000.00
20161012
44,000
3850.00
259.60
1922.80
981.20
191
2014
CHATEAU TRAVELER
99,975.00
20140731
23,490
2055.38
138.59
1026.511
523.83
192
2014
THOR
116,700.00
20141017
27,420
2399.25
161.78
1198.25
611.47
193
2015
FORD
127,100.00
20150218
31,780
2780.75
187.50
1388.79
708.69
194
2015 WINNEBAGO
98,494.00
20150609
24,620
2154.25
145.26
1075.89
549.03
195
2016
THOR
123,911.00
20150519
30,980
2710.75
182.78
1353.83
690.85
196
2016
THOR
77,695.00
201606251
21,370
1869.88
126.08
933.87
476.55
197
2016
JAYCO
97,895.001
201607221
26,920
2355.50
158.83
1176.40
600.32
198
199
200
201
202
Totals
954,435
83,513.06
8.75 rate
5,631.17
.59 Rate
41,708.81
4.37 rate
21,283.90
2.23 rate
effective
PI1
Chapter 35. Tangible Personal Property, Machinery and Tools and Merchants' Capital
§ 58.1-3506
Other classifications of tangible personal property for taxation
A. The items of property set forth below are each declared to be a separate class of
property and shall constitute a classification for local taxation separate from other
classifications of tangible personal property provided in this chapter:
30. Privately owned motor homes as defined in § 46.2-100 that are used for recreational
purposes only;
B. The governing body of any county, city or town may levy a tax on the property
enumerated in subsection A at different rates from the tax levied on other tangible
personal property. The rates of tax and the rates of assessment shall (i) for purposes of
subdivisions A 1, 2, 3, 4, 5, 6, 8, 11 through 20, 22 through 24, and 26 through 46, not
exceed that applicable to the general class of tangible personal property, (ii) for
purposes of subdivisions A 7, 9, 21, and 25, not exceed that applicable to machinery and
tools, and (iii) for purposes of subdivision A 10, equal that applicable to real property. If
an item of personal property is included in multiple classifications under subsection A,
then the rate of tax shall be the lowest rate assigned to such classifications.
This section of code gives the governing body the right to set a different tax rate for motor homes since
they are set out as a separate class of personal property. The rate limitation is set in section B not to
exceed the rate applicable to the general class of tangible personal property.
§ 46.2-100. Definitions
"Motor home" means every private motor vehicle with a normal seating capacity of not more
than 10 persons, including the driver, designed primarily for use as living quarters for human
beings.
P12
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P14
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
Agenda Software
SUBJECT/PROPOSAL/REOUEST:
Agenda Software
STAFF CONTACT(S):
Scott Budd
Rebecca Flippen
WORK SESSION
EXECUTIVE SUMMARY
AGENDA DATE: ITEM NUMBER:
05-16-2017 5(b)
INFORMATION:
Yes
ATTACHMENTS:
None
REVIEWED BY: /'W
BACKGROUND:
Mr. Budd and Ms. Flippen were directed by the County Administrator to pursue agenda formatting software
being used by other localities.
DISCUSSION:
On May 9, 2017, Mr. Budd and Ms. Flippen met with Dr. Jeff Early, Assistant Superintendent of Operations
for Pittsylvania County Public Schools, at which time Dr. Early gave a brief summary and demonstration of
the software, BoardDocs, the School Board uses for their agenda packets.
Mr. Budd and Ms. Flippen will present a very brief demonstration on how the agenda packet is electronically
presented to both the School Board members and to the general public at the May 16, 2017 Work Session.
None at this time.
P15
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE:
National Association of Counties (NACo)
Membership
SUBJECT/PROPOSAL/REQUEST:
NACo Membership
STAFF CONTACT(S):
Rebecca Flippen
AGENDA DATE:
05-16-2017
INFORMATION:
Yes
ATTACHMENTS:
Yes
REVIEWED BY: (7;"
ITEM NUMBER:
5(c)
Mr. Barksdale requested information about NACo's mission, goals, and membership dues and benefits for the
Board's information at their next Work Session on May 16, 2017.
The County has been a NACo member in the past; with their latest membership being for FY2015/ 16 (dues
were $1,270). Membership was not renewed in FY2016/17. There is money in the FY2017/18, should the
Board wish to become members for the upcoming fiscal year.
Attached is information from NACo on membership benefits.
None at this time.
P16
From: Jessie L. Barksdale
Sent: Tuesday, April 25, 2017 7:18 AM
To: David M. Smitherman; Elton W. Blackstock; Joe Davis; Robert Warren; Jerry
A. Hagerman; Ronald Scearce; Tim Barber
Cc: Rebecca Flippen; Otis Hawker; Greg Sides
Subject: Re: National Associations of Counties (NACo)
Mr. Smitherman,
I was contacted recently by Mr. Dean Lynch, President, Virginia Association
of Counties (VACo). He was inquiring as to whether or not Pittsylvania
County is interested in becoming a member of NACo. Currently, Pittsylvania
County is amongst a few counties that do not have a membership.
I am requesting that Staff provide information about NACo (mission, goals,
membership, etc.) to the BOS at our next work session. Please contact me, if
you have any questions.
Thank you.
Jessie Barksdale
P17
The benefit to the county, our particular county, from NACo is incredible. Whether it
is from the webinars we receive from NACo, whether it is the information we receive
or whether it is attending these conference we go to, and we can bring that back both
to the state and to our local authorities. it's terrific. It's a well-paid membership.
Dennis O'Loughlin
Supervisor
Dane County, Wis.
1. REPRESENTATION IN WASHINGTON
NACo serves as your advocate and voice fighting unfunded mandates and unnecessary
regulations, while seeking federal funding for vital county -owned infrastructure and services.
NACo's professional legislative staff works with county officials to educate and lobby the
Administration and Congress on key issues affecting counties and their residents. NACo's
Board of Directors, at the direction of the membership, establishes legislative priorities
annually which guide the association's efforts.
Over the past decade, NACo has been successful on 75 percent of its priority issues.
Ongoing legislative priorities include:
• Protect the tax-exempt status of municipal bonds
Protect the Federal -State -Local Partnership for Medicaid
• Support long-term transportation funding and county priorities in MAP -21 Reauthorization
• Protect county interests in federal "waters of the U.S." rulemaking
Support county authority to collect existing sales taxes
• Support the payment in lieu of taxes (PILT) and secure rural schools (SRS) programs, and
Support comprehensive immigration reform.
NACo's Large Urban County Caucus (LUCC) and Rural Action Caucus (RAC) have
platforms that are part of NACo's key legislative priorities and advocate these priorities on
behalf of urban and rural counties throughout America.
Members participate in NACo's Legislative Affairs by:
Attending NACo's Conferences where policy is formulated
Serving on a steering committee
Receiving Washington Watch and Alerts
• Taking action by writing or calling Members of Congress to voice concerns on behalf of your
county and county governments across the nation, and
® Attending NACo Fly -Ins to lobby Members of Congress and educate the Administration
about essential issues to counties.
P18
2. CONFERENCES AND MEETINGS
NACo holds three major conferences annually. All of our conferences and events give
members the opportunity to learn and gather information to help improve the effectiveness
of their counties. The cornerstone of the NACo conferences is our Annual Conference
which is held each year in July. It is at this event that NACo members come together to
elect new officers and conduct the business of the association. Each conference has its
own personality and individual focus. Membership entitles you to attend the following
conferences at significantly reduced costs:
Annual
Legislative
Western Interstate Region
Conferences provide you with an opportunity to:
Network with your peers
Participate in professional development programs
Attend issue -related, informative workshops
Hear from expert speakers on a variety of topics
Learn best practices from county governments across the United States, and
Influence policy and advocate for county issues.
3. FINANCIAL SERVICE CENTER PROGRAMS
• U.S. Communities Government Purchasing Alliance
Nationally sponsored by NACo, the U.S. Communities Government Purchasing
Alliance provides counties with access to nationally, competitively bid contracts that
feature lower prices and guaranteed delivery of quality products and services.
Since 1996, participating counties have saved more than $1 billion through the U.S.
Communities program.
• Deferred Compensation
NACo, in partnership with Nationwide Retirement Solutions (NRS) and state
associations of counties, provides county employees with a Section 457 Deferred
Compensation Program. Since its inception in 1980, NACo's Deferred
Compensation Program has grown to become the largest supplemental retirement
income program available to county employees. Nearly 350,000 county employees
from over 3,000 counties and county special districts currently participate in the
program.
• Public Finance Authority
In 2010, the Public Finance Authority (PFA) was created as a unique governmental
entity that can finance tax-exempt conduit bonds for public and private activities
that benefit public agencies on a multi -state basis. PFA presents a new approach to
traditional bond finance. The national and streamlined processes it offers will drive
P19
down costs of issuance and improve the access of many communities to tax-
exempt finance for projects that provide public benefit, contribute to social and
economic growth, and improve the overall quality of life in communities throughout
the country.
• eConnectDirect®
eConnectDirect®, a user-friendly platform offered by Multi -Bank Securities, Inc. and
endorsed by NACo Financial Services, allows county treasurers and finance
officers to invest with confidence and efficiency in the fixed-income marketplace.
4. LIVE HEALTHY U.S. COUNTIES
The NACo Prescription -Health -Dental Discount Program known as Live Healthy—U.S.
Counties provides relief to uninsured and underinsured Americans who face high
prescription, health and dental costs. The program is free to NACo member counties and
has been offering real savings to county residents across the country since 2004. More than
$600 million has been saved in over 1,350 counties nationwide. The program, which is
administered by CVS/caremark, includes discounts on prescriptions, vision care, LASIK &
PRK vision procedures, hearing aids & screenings, prepaid lab work, prepaid diagnostic
imaging, diabetic supplies and dental care.
The prescription portion of the program continues to grow, providing average savings of 24
percent on thousands of medications. The savings range from 15 to 75 percent, and the
free discount card is accepted at more than 68,000 pharmacies nationwide. Adding the
dental discount program enables residents to save on all health services through one
program. This program helps residents of NACo member counties save 15 to 50 percent on
dental care and is honored by more than 110,000 participating providers nationwide. The
dental discounts help people who are uninsured, but can also complement health insurance
plans or work with health savings accounts and flexible spending accounts.
The program is FREE for member counties and inexpensive for residents:
Prescription Drug Discount Card: Free for Residents
Dental Discount Program: $6.95 month or $69 year for individuals. $8.95 month or $79 year
for families
Medical Services: $6.95 month or $69 year for individuals. $8.95 month or $79 year for
families
The NACo Live Healthy Discount Program is NOT insurance.
COUNTIES can get more information on how your county can benefit from the program by
visiting the county website at: www.naco-org/health.
5. COUNTY NEWS
P20
NACo's biweekly newspaper, County News, is rated one of the best benefits of
membership. County News is available in print, electronically and online
N"'yN.counrynevS.org). County News highlights best practices, model programs, news items
on timely issues, solutions from experts, research, and even job postings to attract
candidates nationally. Multiple subscriptions are included with NACo membership.
NACo also emails members County News Now which is a biweekly electronic newsletter
sent to over 40,000 county officials and staff. As part of NACo's efforts to enhance
communication to our members, the newsletter is designed as a quick read with links for
more in depth information on the website. The focus is on informing members of all that is
new including publications, grant opportunities, legislative information, upcoming
educational webinars, training programs, conferences and more. The newsletter is used to
update NACo subscribers about the most current developments in Congress concerning
counties.
6. WEBSITE AND WEB -BASED EDUCATION
Counties connect via NACo's website, your direct and best source for all information
pertaining to NACo's programs, products and services. Visit www.naco.org for research,
legislative information, educational resources, conference details, county related data to
save you and your county time, resources and money.
Thousands of county officials and staff around the country participate in timely, practical
education through NACo's webinar calendar each month. Staff and experts update content
regularly to reflect the current economic challenges, program innovations and leadership
strategies that concern NACo members. The webinar calendar, with instructions for
registration, appears on the NACo website at www.naco.org/webinars. All programs are
available to NACo members at no charge.
7. NETWORKING WITH OTHER COUNTY OFFICIALS
NACo membership provides a unique opportunity to interact with colleagues from across
the country whether at a conference, through participation on a steering committee, on a
legislative issue or even through NACo's online social media presence. Look for NACo on
Facebook, Linkedln, Twitter and YouTube to connect and communicate with other county
leaders.
8. COUNTY SOLUTIONS, INNOVATIONS AND BEST PRACTICES
NACo provides information, training and assistance to counties on a wide range of issues in
order to increase knowledge, build capacity and foster innovative practices in county
programs. NACo provides an in-depth look at individual issues that are important for
America's counties.
P21
The services available to counties vary by project, but may include workshops, podcasts,
special educational forums, newsletters, publications, toolkits, access to databases of
county policies, programs, best practices and competitively awarded small grants, and
individualized technical and consulting assistance.
Topics covered by current projects include:
Disaster preparedness and community resilience
Economic development
Health reform implementation
Public and community health advancement
Rural health
Jail population management
Pipeline safety
Transportation and infrastructure
Wetlands restoration and coastal resources management
Efficient and sustainable government operations, and
Energy efficiency and renewable energy.
9. DATA -DRIVEN RESEARCH FOR COUNTIES
NACo provides resources to enhance county activities and policies, to show the role of
counties at the state and national level, and the impact of federal policies on counties. To
illustrate the role of counties in the U.S. federalist system, NACo publishes data -driven
research products that document the form and function of the country's 3,069 counties in
numerous policy areas. These studies provide NACo membership with the data and
analysis necessary to improve their decision-making process, inform a narrative about the
role as well as the diversity of counties and support our advocacy efforts with individualized
profiles on pressing issues such as PILI, endangered species, transportation and more.
Key research products include:
Why Counties Matter Paper Series — provides a baseline for NACo's research, policy and
network building activities, documenting the counties' authority and structure, challenges and best
practices implemented by counties in a range of policy areas.
County Tracker: On the Path to Recovery - To stay current on how counties are faring in the
current economic recovery, NACo produced a first -of -its -kind analysis of the trends in counties'
jobs, unemployment rates, output and housing prices. Available at www.naco.org/countytracker.
County Explorer - The County Explorer database, includes 80 individual data sets such as
economic development, health, justice, public safety and much more. Available
at http://explorer.naco-org
Also, by request, NACo is able to provide resources for your county such as sample
resolutions, collections of county data, writing assistance in specific documents and more!
Research and technical assistance form a cornerstone of NACo services for members.
P22
10. GRANTS CLEARINGHOUSE
The NACo Grants Clearinghouse is a one-stop shop for grants information, featuring up-to-
date listings of nearly 1,000 federal, state, corporate and foundation grants available to
counties and community-based organizations. The new tool boasts enhanced search
features, including the ability to search by category, eligibility, funder type and state, as well
as any search word or search term. Each grant entry includes critical information including a
summary, funding history and contact information.
P23
NACo fights .nnecessary requlaoas zed ma (rates
w H v NACo eS ire for vital county services 0
NACo helps save money
��
MATTERS r NACo provides research11
NACo provides national voice Q,
NACo ADVOCATES
« NACo is the front line of defense for counties, preventing our federal
1 government from creating unfunded mandates.
NACo worked to achieve passage
of a short-term fix to the HIGHWAY
TRUST FUND and extend the surface
transportation law with funding of
$11 BILLION
AA MULTI-YEAR
AUTHORIZATION is
the ultimate goal
■ w NACo advocated
for legislation which
prevented FLOOD
^^'0%~ INSURANCE
boughous
PREMIUMS
from skyrocketing for residents
and businesses in
COUNTIES
A"Punw._ .26
THAT'S
OF ALL COUNTIES
-Marc Hamlin •District Clerk, Brazos County, Texas
NACo SECURED
w$ 425 MILLION
in funding for Payment in Lieu of Taxes
(PILT) for more than
1,900 COUNTIES
I
NACo obtained
. 'a'NSW228 MILLION
n rural development
investments under
f 0 the 2013 Farm Bill
NATIONAL NAG)
ASSOCIATION
NACo successfully fought an EPA COUNTIES
NAG)
that required localities 2,000".
.
to replace every fire hydrant at a '� Q
Cost of.,. PER HYDRANT
P25
NACo SAVES
AS We can pass the NACo prescription discount card out to get instant
ii T savings! We've saved residents hundreds of thousands of dollars over
r�V the last 12 years."
County residents
saved
through the NACo
- Viol a'-1a'rrs • Con-.misslo nei. Edgecombe County; fe C
U.S. COMMUNITIES COOPERATIVE
PURCHASING ALLIANCE
has saved public entities more than
$1 BILLION
since its inception in 1996
U,F 1 .2 7
00 • •
NACo EDUCATES
NACo's
GRANTS
CLEARINGHOUSE
enables county officials
(0 and staff to access
®1,000
FEDERAL. SLATE AND
LOCAL GRANTS
to fund county
Programs.
" You should definitely attend at least one NACo conference.
You will find that this is your classroorn. This is your laboratory. This is
where you hone your craft. This is where you need to go to become a
better county official."
-Carol Clark - Freeholder, Essex County, NJ.
Counties received
614
ACHIEVEMENT
AWARDS
in 2014 highlighting
successful programs
thatyou can use.
NACo comes to you through
more than
45
WEBINARS
each year on important issues.
NACo's CONFERENCES
AND MEETINGS feature
mo
NATIONAL
ASSOCIATION
COUNTIES )
MEMBER
BENEFITS
;
THE NATIONAL
ASSOCIATION
OF COUNTIES
UNITES AMERICA'S
3^9
COUNTY GOVERNMENTS
;
Through NACo, county officials:
ADVOCATE with a collective voice on national policy
EXCHANGE ideas and build new leadership skills
PURSUE transformational, cost-effective solutions
ENRICH the public's understanding of county government, and
EXERCISE exemplary leadership in public service.
------------------------------------------
Our Vision
ACHIEVE HEALTHY,
VIBRANT AND SAFE
COUNTIES ACROSS
THE UNITED STATES
NATIONAL
ASSOCIATION
/ COUNTIESNA
.z
Table of Contents
NACo Membership................................2
22
NACo Structure......................................4
24
NACo Timeline .......................................
6
NACo 2017 Federal
Legislative Priorities ..............................8
28
Federal Policy Advocacy ........................10
30
Member Advocacy.................................12
32
Committees ...........................................
14
Grants Clearinghouse ...........................17
U.S. Communities..................................18
Deferred Compensation ........................20
Live Healthy U.S. Counties ....................
22
County News & Analysis .......................
24
Webinars & Podcasts ............................
26
County Explorer.....................................27
Publications & Research ......................
28
Conferences & Events ...........................
30
NACo Achievement Awards ...................
32
County Leadership Institute .................33
Public Awareness..................................34
Technical Assistance .............................36
STRONGER COUNTIES.
STRONGER AMERICA.
NACo Membership
NACo IS YOUR ORGANIZATION
Instead of 3,069 separate voices trying to be heard,
or 3,069 counties solving problems in isolation,
counties come together through NACo to speak
as one and find solutions together. Counties are
stronger when we are united as NACo members.
For reasonable membership dues, NACo delivers
resources, skills and support to successfully lead
counties into the future.
NACo provides so much it can be overwhelming to
navigate all the benefits of membership. This guide
is your handbook and reference manual. Keep it
handy and refer to it whenever you need to know
more about NACo or how to get involved.
NACo's MEMBERSHIP
KEEPS GROWING
75%
OFALLCOUNTIES
ARE NACo MEMBERS
WANT TO HELP RECRUIT NEW
NACo MEMBERS?
You know how essential NACo is to your work, and
we hope you willjoin us in recruitingthe 25 percent
of counties that are not NACo members. Join the
NACo membership committee effort to recruit new
members. For every nonmember county you recruit,
you receive a free NACo conference registration
($825 value per registration).
More info:
www.NACo.org/Membership
Contact:
membership@naoo.org
2 NACo MEMBER BENEFITS
P30
22 STATES AND
THE DISTRICT OF
COLUMBIA ARE
100%
NACo MEMBERS
V
'1.
DID YOU KNOW?
County governments are the members of NACo.
Once a county is a member, the benefits extend to
all of the county's officials and staff. Dues are based
on a county's 2010 Census population and follow the
calendar year —January through December — and
are invoiced yearly in September.
P31
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P35
NACo 2011 FEDERAL LEGISLATIVE PRIORITIES
PROTECT THE TAX-EXEMPT STATUS OF
MUNICIPAL BONDS
75'C of our nations public Infrastucture projects
are completed using bond financing
PROTECT THE FEDERAL -STATE -LOCAL
PARTNERSHIP FOR MEDICAID
Counties own and support 961 hospitals and 883
nursing homes. 750 behavioral health authorities
and serve 1,944 local health departments across
the country
PROMOTE COUNTY SURFACE
TRANSPORTATION PRIORITIES AND
RESOLVE THE SOLVENCY OF THE
HIGHWAY TRUST FUND
Counties own 46'_ of all public road miles and 38=
of U.S. bridges
WORK FOR A MORE EFFECTIVE
DEFINITION OF "WATERS OF THE U.S:'
More than 7056 of counties invest in storm
sewer systems. sewage disposal, solid waste
management and water utilities
SUPPORT COUNTY AUTHORITY TO
COLLECT EXISTING SALES TAX
$261 billion of existing sales tax revenue goes
uncollected — potential finding for essential local
services
SUPPORT POLICIES TO PROMOTE
BEHAVIORAL HEALTH AND CRIMINAL
JUSTICE REFORM
11.6 million individuals, many with mental illness,
cycle in and out of more than 3.000 local jails each
year
SUPPORT THE PAYMENT IN LIEU OF
TAXES (PILT) AND SECURE RURAL
SCHOOLS (SRS) PROGRAMS TO
ADDRESS THE LOCAL COSTS OF
FEDERALLANDS
62.8:h of counties have leduial land within thea
boundaries
SUPPORT PROGRAMS THAT ASSIST
COUNTIES IN FIGHTING POVERTY
Counties Invest over $58 billion in human ser,
each year
More into:
www.NACo.org/Advocacy
Contact:
advocacy@naco.org
Federal Policies Matter to Counties. Counties Matter to America.
m NACo's state and county profiles effectively show the impact that federal laws and
policies have on counties. Find your county on NACo's County Explorer interactive on the
web (www.NACo.org/CountyExplorer) and use our individualized profiles to make the
county case to federal policy makers. Our goal is to help Congress and the Administration
understand that counties matter.
r
f ADVOCACY RESOURCES
Klin 1111111
Federal Policy Advocacy
PASSAGE OFFDUNG AMERICA'S
SURFACETRANSPORTATION
(FAST)ACT
The first long-term transportation bill
in a decade, the FAST Act provides
greater certainty to counties and
invests more than $100 billion over
five years to repairthe cuts counties
sustained under the previous
transportation bill. It also puts an
additional $3 billion in the hands of
local decision -makers.
PAYMENTS IN LIEU OFTAXES
(PILT) AND SECURE RURAL
SCHOOLS(SRS)PROGRAMS
® Secured an investment of
$452 million to fullyfund PILT
for more than 62 percent of
the nation's counties that
have non-taxable federal
land.
® Secured $278 million for
the SRS program for roads,
schools and other services in
timber -dependent counties.
NACo is the only major organization
in D.C. advocating for PILT and SRS.
This year will require new efforts to
fund PILT and SRS. Wondering if your
county receives PILT or SRS? - check
here: http://explomr.nm.org.
10 NACo MEMBER BENEFITS
VfEXCISETAXON EMPLOYER
SPONSORED HEALTH COVERAGE
Achieved a two-year delay for
the excise tax or "Cadillac Tax"
on employer-sponsored health
coverage, which gives us more time
to advocate for a full repeal of this
provision, which would costcounties
millions of dollars and inhibit our
ability to attract and retain quality
employees.
REGULATIONS
Represented county interests in
federal regulations like the EPA's
"Waters of the U.S" and ozone
standards, Dept of Labor overtime
rules, FEMA disaster deductible
proposal and otheruncompensated
mandates related to the
environment, justice,
human services and
county employees.
VTAX- EXEMPT
MUNICIPALBONDS
Staved off threats to
reduce or eliminate
the tax-exempt status of
municipal bonds, which
have helped counties and
other public entities over the
past decade finance more
than $3.7 trillion to build
schools, hospitals, roads and
libraries.
P38
U
ON BEHALFOF NACO, COUNTY
LEADERS PARTICIPATED IN MORE
THANA DOZEN CONGRESSIONAL
HEARINGS AND FEDERAL POLICY
BRIEFINGS OVER THE LAST YEAR.
• TRANSPORTATION AND
INFRASTRUCTURE
PUBLIC LANDS MANAGEMENT
ENDANGERED SPECIES ACT
CRIMINAL JUSTICE AND BEHAVIORAL
HEALTH
HEALTH REFORM
FEDERAL REGULATIONS
'i• �. EMERGENCY PREPAREDNESS ,4:i+.l+�.
/ AND MANAGEMENT
l RURAL ECONOMIC DEVELOPMENT
Y-•< OPIOID AND HEROIN CRISIS
Member Advocacy
YOUR INVOLVEMENT MATTERS
NACo is a vehicle through which all counties can
be heard in Washington, D.C. Members have many
opportunities to influence national policy:
• Action alerts on developing legislative issues
• Fly -ins where NACo members advocate in
person in D.C.
• Hill day during the legislative conference to
speak to federal leaders
• Opportunities to testify at congressional
hearings
• The NACo policy resolutions process
RESOLUTION FORMAT:
1. Issue statement: state the purpose of the
resolution
2. Proposed Policy section: specify a position
or action by NACo
3. Background section: outline the county
interest in the issue
4. Fiscal/Urban/Rural Impact section:
address impact for counties in these areas
P40
LEGISLATIVE CONFERENCE ANNUAL CONFERENCE
MEMBERS MEMBERS
Must be submitted 30 days
before conference. (Emergency
INTERIM POLICY • • • • • • • • •• Resolutions can be submitted less •• • • PLATFORM CHANGE/
RESOLUTION than 30 days before conference, POLICY RESOLUTIONS
but require a 2/3rds vote)
.......................... ► SUBCOMMITTEE 4..............................:
RECOMMEND/NOT RECOMMEND
Non recommended resolutions still advance to
a vote in the full committee
COMMITTEE
APPROVED NOT APPROVED*
I 1'%�,i
BOARD OF DIRECTORS
PLATFORM CHANGES GO TO A VOTE OF THE FULL
MEMBERSHIP DURING THE ANNUAL BUSINESS MEETING
�.
NOT APPROVED*
MC
ADDED TO THE This resolution/platform change
AMERICAN COUNTY is defeated for the year, but can be
PLATFORM! reintroduced next year
i
NOT APPROVED*
APPROVED
//���''�
C{37r7��
��%
(�
ov .. •
Interim Policy Resolutions
• • • • • • •► (introduced before Leg) go into
effect until the Annual Conference
PLATFORM CHANGES GO TO A VOTE OF THE FULL
MEMBERSHIP DURING THE ANNUAL BUSINESS MEETING
�.
NOT APPROVED*
MC
ADDED TO THE This resolution/platform change
AMERICAN COUNTY is defeated for the year, but can be
PLATFORM! reintroduced next year
Committees
POLICY STEERING COMMITTEES
Policy steering committees review and make
recommendations on federal policy issues and
legislation. The committees start the process
to develop NACo's advocacy agenda before the
Administration, Congress, U.S. Courts and the
American public. All officials and their staff in NACo
member counties are invited to get involved in
crafting the American County Platform!
The 10 policy steering committees are:
• Agriculture and Rural Affairs
• Community, Economic and Workforce
Development
• Environment, Energy and Land Use
• Finance, Pensions and Intergovernmental
Affairs
• Health
• Human Services and Education
• Justice and Public Safety
• Public Lands
• Telecommunications and Technology
• Transportation
HOWTO JOIN
Joining a committee is easy! Fill
out the enclosed form or download
the form from www.naco.org/
nomination. Forms are due in June
and must be submitted to your state
association.
14 NACo MEMBER BENEFITS
CAUCUSES, TASK FORCES, AD HOC &
STANDING COMMITTEES
Ad Hoc and Standing committees help shape
and drive NACo's programs and services, both
internally for the association and externally for
county governments and our partners.
Our caucuses play a prominent role in advancing
NACo's policy agenda and providing an important
forum for peer exchanges and thought leadership.
As needed, NACo convenes special task forces
to study and address important policy questions
that may have implications beyond a single policy
committee's jurisdiction.
The caucuses, task forces, ad hoc & standing
committees are:
• Large Urban County Caucus(LUCC)
• Rural Action Caucus (RAC)
• Arts and Culture Commission
• Cybersecurity Task Force
• Finance Standing Committee
• Healthy Counties Advisory Board
• Immigration Reform Task Force
• Information Technology Standing Committee
• international Economic Development Task
Force
• Membership Standing Committee
• Next Generation NACo
• Programs and Services Standing Committee
• Resilient Counties Advisory Board
• Veterans and Military Services Committee
P42
HOW TO JOIN
These are appointments made by the
NACo President. In the spring, fill out
the online application form here:
www.naco.org/
presidential—appointments
Grants Clearinghouse
The NACo Grants Clearinghouse is a one-stop
shop for grants information, featuring up-to-date
listings of hundreds of federal, state, corporate
and foundation grants available to NACo member
counties and community-based organizations. The
Grants Clearinghouse is an exclusive benefit for
NACo member counties.
P43
HOW TO GET STARTED:
1. Go to www.NACo.org/Grants
2. Sign in using your NACo login information (or
create an account)
3. Browse all available grants
4. Fallow each grant's instructions for submit-
ting an application or RFP
More info:
www.NACo.org/Grants
Contact:
grants@naco.org
STRONGER COUNTIES. STRONGER AMERICA. 17
U.S. Communities - - Total saved: $276 million - - - - -
Save time and money on purchasing your county's key products using the U.S. Communities Government
Purchasing Alliance. The program uses leading public agencies to competitively bid products and services
essential for counties. Your county can piggyback on these contracts for big savings!
TIPS FOR GETTING THE MOST OUT OF
U.S. COMMUNITIES:
• Visit www.uscommunities.org/summitto
find out when the next Strategic Sourcing
Summit will be held in your area. Attending
these free events will give you an opportunity
to interact with your regional program
manager, network with peers, and meet
exhibiting suppliers.
• Visit www.uscommunities.org/news-
events/webinars/ to listen to online webinar
recordings on a variety of topics related to
cooperative purchasing - learn about new
contracts, cost-saving solutions, and more.
• Be sure the person responsible for
purchasing in your county has this
information.
DID YOU KNOW?
Did you know that
U.S. Communities
offers NARCAN Nasal
Spray (life-saving opioid
overdose reversal drug)
at a significant discount
through the Premier
contract?
18 NACo MEMBER BENEFITS
4m9
P44
HOW TO GET STARTED:
1. Register for free at
www.uscommunities.org
2. Browse the full catalog of goods and
services available through a wide variety of
suppliers
3. Start purchasing and saving via the online
marketplace at
www.uscommunities.org/shop or by
working directly with a supplier
Using U.S. Communities is as easy as online
shopping. Point, click and save!
More info:
www.NACo.org/USCommunities
Contact:
uscommunities@naco.org
ap
•
e��
4 •
f
- N.--.-
- - - - - Total counties using U.S. Communities: 1671UN
UCOMMUNITIES
1 S. GOVERNMENT I'URC I IASING ALLIANCE
Ott.
-4 NLC 1:
KING COUNTY, WASH.
......................................
Population: 1,931,249
Purchases in 2015:
$9,556,785
Savings in 2015: $1,174,866
•
GREENE COUNTY, MO.
Population: 275,174
Purchases in 2015: $1,942,884
Savings in 2015: $194,288
Suppliers Used in 2015: Premier/
US Foodservice, Cintas, Graybar,
Kone, Insight Public Sector, Here
Rentals, Home Depot
I
..............................................................................
Suppliers Used in 2015: Applied, VSN Sport/US Games, Advance
Professional, DLT Solutions, Garland/DBS, Graybar, Haworth, HD
Supply, Herman Miller, Hertz, Insight Public Sector, Knoll, Kompan,
Kone, Kronos, Ricoh, Safeware-Mallory, Home Depot
CAPE MAY COUNTY, N.J.
Population: 97,265
Purchases in 2015: $1,025,309
Savings in 2015: $102,530
Suppliers Used in 2015: Premier/US Foods,
SupplyWorks, Virco, Home Depot, HD Supply,
TAPCO, Advance Auto Parts, Safewary-Mallory,
Graybar, Garland/DBS, InsightPublic Sector
STRONGER COUNTIES. STRONGER AMERICA. 19
Deferred Compensation
Provides deferred compensation to over 3,000 counties and special district participants through a
partnership with Nationwide Retirement Solutions.
TIPS FOR GETTING THE MOST OUT
OF THE DEFERRED COMPENSATION
PROGRAM:
1. Nationwide Retirement Institute workshops
available to employees such as Social
Security and post-retirement healthcare
2. A Nationwide presence and link on the
county's website
3. Opportunity for Nationwide Retirement
specialists to present the program at new
employee orientation sessions
4. Be a participant and champion of the
program as well as identify other partici-
pant/champions within the other county
departments
5. Consider hosting a financial fitness fair for
county employees with the assistance of
Nationwide
DID YOU KNOW?
This is the largest county offered plan in the country, over
1.5 million county participants have utilized the Deferred
Compensation Plan to prepare for their retirement since
its inception in 1980.
20 NACo MEMBER BENEFITS
P46
HOW TO GET STARTED:
If you would like to offer this benefit to your
county employees, please contact us at
retirement@naco.org or 404-263-3656.
We will then contact the appropriate Nationwide
Program Director in your area to work with you on
implementing the program.
More info:
www.NACo.org/Ratirement
Contact:
retirement@naco.org
MORETHAN
$15 BILLION
IN ACCUMULATED ASSETS
ENDORSED BY
39 STATE ASSOCIATIONS - -
O PARTICIPATING
• NOT PARTICIPATING
BALTIMORE COUNTY, MD.
........................................
Implemented strategic educational
initiatives with the Nationwide
Institute to bring workshops such as
"Women and investing" and "Save
yourbonus."
'MARICOPA COUNTY, ARIZ
Focus is on increasing participation
among younge r employees through
web based technology and
tools such as the website, online
enrollment, short educational videos,
mobile friendly technology and the
peer-to-peer comparison tool.
---- ------ -- -- ----- --- -- ---- - - - - -.
GRANT COUNTY,OKLA.
...................................
Added a 401a plan for participant
matchingdollars and retention.
Nationwide
STRONGER COUNTIES. STRONGER AMERICA. 21
Live Healthy U.S. Counties
NACo's Live Healthy U.S. Counties discount program saves all your residents money on prescriptions,
dental, vision, hearing, labs, diabetic supplies, imaging and more. Savings range from 15 to 75 percent.
This program is free for all NACo member counties.
HAVE YOU ADDED DENTAL & HEALTH HOW TO GET STARTED:
DISCOUNTS? Joining is easy (and free)! Just e-mail
Your county may be in our prescription discount membership@naco.orgtoget the contract.
program (440/. of counties arel), but you need
to fill out a quick form to add dental and health More info: www.NACo.org/Health
discounts. It's free and a great enhanced benefit.
Contact: membership@naco.org
COST FOR
RESIDENTS
Prescription
Health
Dental
Health & Dental
DID YOU KNOW?
Additional savings are
available on every successfully
filled prescription, $1.00 per
prescription can be used to
support county programs
such as veterans services,
health clinics and more. Ask
us about it!
22 NACo MEMBER BENEFITS
INDIVIDUAL FAMILY
Monthly Annual Monthly Annual
FREE FREE FREE FREEf
$6.95 $69 $8.95 $79
$6.95 $69 $8.95 $79
$13.90 $138 $17.90 $158
t
moo"
Y Live Healthy
P48
I*
y
U.S. Counties
• PARTICIPATING
• NOT PARTICIPATING
NYE COUNTY, NEV.
....................................
Population: 43,946
Prescription Savings: $2,412,921
Savings Percentage: 28.95%
Prescriptions Filled: 118,057
Total saved: $664 million
Participating counties: 1,350
Providers: 240,000
MONTGOMERY COUNTY MD.
..................................
Population: 971.777
Prescription Savings: $32,027,328
Savings Percentage: 25.66%
Prescriptions Filled: 1,444.114
HAMILTON COUNTY, TENT
Population: 336,463
Prescription Savings: $12,970,21
Savings Percentage: 30.11%
Prescriptions Filled: 682,293
STRONGER COUNTIES. STRONGER AMERICA. 23
County News & Analysis
County News is NACo's official, award-winning
publication that every two weeks brings you the
news from Washington, D.C. and from counties
across the country. County News is mailed to your
office, e-mailed to your inbox and available online.
All member counties receive County News. If you'd
like to request additional subscriptions or change
your address, please e-mail us:
membershilp@naco.org
�retimJaS--1 ��� t 1
24 NACo MEMBER BENEFITS
Something interesting happening in your county?
Have a successful program you want to brag
about? County News is always looking for story
ideas! Send story ideas to: cnews@naco.org
More info:
www.NACo.org/News
Contact:
cnews@naco.org
P50
All.I&`�.
Also find in-depth policy
analysis and other
updates on our blog:
NACo.org/blog
LET'S CONNECT ON
SOCIAL MEDIA!
Get up to the minute updates from
NACo on Facebook, Twitter, Linkedln
and YouTube. Follow us and share
our stories, pictures and videos with
everyone in your county.
t. -
Twitter.com/NACoTweets
Youbbe.com/NACoVideo
www.NACo.org/Linkedln
FB.com/NAUDC
Webinars & Podcasts
Want to learn more about a specific issue or gain
a new skill? NACo offers a variety of informational
webinars and podcasts where subject experts
share their knowledge and perspective of the
major issues affecting counties and impart
important leadership skills. These in depth
trainings are available for free to member
counties.
SAMPLE PODCAST TOPICS
More info:
www.NACo.org/Webinars
More info:
www.NACo.org/Podcasts
DIVERSIFYING ECONOMIES IN COAL -RELIANT COMMUNITIES • CROSS JURISDICTIONAL SHARING
INVESTING IN YOUR COUNTY'S EMPLOYEE WELLNESS PROGRAM • BUILDING SUCCESSFUL FOOD
SYSTEMS • SYSTEMS OF CARE FOR JUSTICE -INVOLVED YOUTH • HOW ONE COUNTY ADDRESSES
RX DRUG ABUSE • IMPROVING COUNTY HEALTH THROUGH COMMUNITY DIALOGUE • COMMUNITY
PLANNING: STRATEGIES FOR RURAL COUNTIES
SAMPLE WEBINAR TOPICS
SUPREME COURT REVIEW FOR STATE AND LOCAL GOVERNMENT • TRANSPORTATION LEGISLATION
UPDATE • OPIOID CRISIS VIRTUALTOWN HALL • STEPPING UP: EFFECTIVE LAW ENFORCEMENT AND
DIVERSION • MAKING THE MOST OF GRANT FUNDING IN RURAL COUNTIES • REMOVING BARRIERS
TO SOLAR ENERGY: SOLSMART OVERVIEW • INTEGRITY AND CIVILITY: THE BASE OF LEADERSHIP
MISSED THE LIVE WEBINAR SESSION?
No problem! Recordings are posted online and are available
12 months after the webinar occurs. And if you're on the go,
the NACo podcast is the perfect way to keep up-to-date on
county issues and NACo activities.
County Explorer
MAPPING COUNTY DATA
County Explorer includes the latest available data
for 3,069 counties across 19 categories, over
110 datasets, more than 1,000 indicators and 15
types of county profiles.
Sower. NAC. Anatpm0 U5. De,n. nt.t the Interim Data, 2016
C COUNTIES
FUTURESLAB NAC
More info:
www.NACo.org/CountyExplorer
Contact:
research@naco.org
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STRONGER COUNTIES. STRONGER AMERICA. 27
Publications & Research
County officials make difficult decisions every
day, and NACo understands how important it is
to have high quality information at your fingertips.
From justice to economic development to health
and county finances. we've got you covered on
the evolving fiscal, political and policy issues that
will shape the future of county government. The
studies, publications and reports are a wealth of
knowledge, analytics and data. you can access for
free online.
PUBLICATION TOPICS INCLUDE
More info:
www.NACo.org/Publications
Contact:
countysolutions@naco.org
and research@naco.org
Community Transportation and
and Economic Resilience Infrastructure Health
Development
Justice County County Finances
Administration
NACo's WORK HAS BEEN CITED BY:
Wall Streetlournal
Washington Post
Arizona Republic
Forbes magazine
New York Times
28 NACo MEMBER BENEFITS
USAToday
Fox Business Network
CNN
Governing magazine
Chicago Tribune
From: Jessie L. Barksdale
Sent: Tuesday, April 25, 2017 7:18 AM
To: David M. Smitherman; Elton W. Blackstock; Joe Davis; Robert Warren; Jerry
A. Hagerman; Ronald Scearce; Tim Barber
Cc: Rebecca Flippen; Otis Hawker; Greg Sides
Subject: Re: National Associations of Counties (NACo)
Mr. Smitherman,
I was contacted recently by Mr. Dean Lynch, President, Virginia Association
of counties (VACo). He was inquiring as to whether or not Pittsylvania
County is interested in becoming a member of NACo. Currently, Pittsylvania
County is amongst a few counties that do not have a membership.
I am requesting that Staff provide information about NACo (mission, goals,
membership, etc.) to the BOS at our next work session. Please contact me, if
you have any questions.
Thank you.
Jessie Barksdale
6
P55
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE: I AGENDA DATE: ITEM #:
Chatham Armory Deed/Resolution Information Update I 5/16/17 5(d)
REOUEST: I ACTION:
Deed Execution Approval; Resolution Adoption Potentially
STAFF CONTACT: ATTACHMENTS:
Mr. Hunt 1 (1) Amortization Chart
REVIEWED BY:
BACKGROUND/DISCUSSION:
At its February 6, 2017, meeting, the Pittsylvania County Board of Supervisor ("BOS") 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 Pittsylvania County,
Virginia (the "County"), for $1.00. Subsequently, Hugh C. Hubinger, Senior Transaction Manager,
Division of Real Estate Services, Commonwealth of Virginia, notified the County that 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 attached Deed, provides the Commonwealth of Virginia a right of fust 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.
At the April BOS Business Meeting, the BOS directed the County Attorney to contact DMA and request
an amortization chart/table for the Armory bond financing, and attempt to negotiate the expiration of the
Commonwealth of Virginia's right of first refusal on the bond payoff date. The County Attorney will
give a brief presentation to the BOS discussing/sharing new information gathered relating to the above,
and seek direction as how to proceed in this matter.
For the BOS' review and consideration. If the BOS desires to own the Chatham Armory, Staff
recommends the BOS make a motion passing Resolution 2017-05-01, attached, authorizing
transfer of ownership of the Chatham Armory from the DMA to the County, via attached Deed.
P56
Chatham Readiness Center - Combined VPBA Debt Service
(Approximated from Various VPBA Debt Service Schedules)*
Date
Prineinal
Interest
Total
_LY Total
8/1/2011
211.23
211.23
2/l/2012
1,011.26
1,011.26
1,222.48
8/1/2012
1,979.49
1,667.33
3,646.82
2/1/2013
1,627.74
1,627.74
5,274.56
8/1/2013
2,060.56
3,244.96
5,305.52
2/1/2014
3,405.90
3,405.90
8,711.43
8/1/2014
4,879.24
3,405.90
8,285.14
2/1/2015
3,297.54
3,297.54
11,582.68
8/1/2015
5,116.19
3,297.54
8,413.73
2/1/2016
3,169.63
3,169.63
11,583.36
8/1/2016
5,376.17
3,169.63
8,545.81
2/1/2017
3,035.23
3,035.23
11,581.04
8/1/2017
5,655.38
3,035.23
8,690.61
2/1/2018
2,893.84
2,893.84
11,584.45
8/1/2018
5,943.44
2,893.84
8,837.29
2/1/2019
2,745.26
2,745.26
11,582.55
8/1/2019
6,668.27
2,745.26
9,413.53
2/1/2020
2,581.08
2,581.08
11,994.61
8/1/2020
7,002.48
2,581.08
9,583.56
2/1/2021
2,408.18
2,408.18
11,991.75
8/1/2021
7,350.70
2,408.18
9,758.88
2/1/2022
2,226.19
2,226.19
11,985.08
8/1/2022
7,717.15
2,226.19
9,943.35
2/1/2023
2,034.63
2,034.63
11,977.98
8/1/2023
8,082.28
2,034.63
10,116.92
2/1/2024
1,854.67
1,854.67
11,971.58
8/1/2024
8,462.73
1,854.67
10,317.39
2/l/2025
1,643.58
1,643.58
11,960.98
8/1/2025
8,888.88
1,643.58
10,532.46
2/1/2026
1,420.74
1,420.74
11,953.20
8/1/2026
9,336.94
1,420.74
10,757.68
2/1/2027
1,186.01
1,186.01
11,943.69
8/1/2027
9,761.25
1,186.01
10,947.27
2/1/2028
985.67
985.67
11,932.94
8/l/2028
10,158.71
985.67
11,144.39
2/1/2029
777.18
777.18
11,921.57
8/1/2029
10,544.49
777.18
11,321.67
2/1/2030
588.33
588.33
11,910.00
8/1/2030
10,917.82
588.33
11,506.15
2/1/2031
392.63
392.63
11,898.79
8/1/2031
10,699.63
392.63
11,092.26
2/1/2032
183.67
183.67
11,275.93
8/1/2032
6,030.16
183.67
6,213.83
2/1/2033
93.21
93.21
6,307.04
8/1/2033
6,214.19
93.21
6,307.41
2/1/2034
F ¢m Al
' Note this fs not a pay-off schedule.
P57
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Financial Report for 3'd Quarter
SUBJECT/PROPOSAL/REOUEST:
Presentation of 3'd Quarter Financial Report
STAFF CONTACT(S):
BACKGROUND:
AGENDA DATE:
5-16-17
ACTION:
Yes
CONSENT AGENDA:
ACTION•
ATTACHMENTS:
Yes
ITEM NUMBER:
5(e)
INFORMATION:
INFORMATION:
DISCUSSION•
Attached is the Financial Report for Pittsylvania County for the 3`a Quarter 2017. The Finance Director and
Treasurer will be available to present this report and answer any questions you may have.
RECOMMENDATION:
Staff recommends the approval of the attached financial report.
P58
General Fund Revenues
Real Estate Revenues: At March 31, 2017, the County had collected a total of 40.12% of Real Estate Revenues.
This rate is slightly less than the rate that was collected at March 31, 2016 when the total collected at that time
was 44.34%. The amount prepaid in June for the 2' billing totaled $2,687,924.84. If this amount is considered
with the amount collected thus far in 2017, the County collection rate would stand at 52%.
Mobile Homes: At March 31, 2017, the County had collected a total of 36.83% of Mobile Home Revenues.
Compared with 1 year ago, the rate collected stood at 49.97%.
Personal Property: At March 31, 2017, the County had collected a total of 38.06% of Personal Property
Revenues. The rate collected at this same time last year was 45.97%.
Machinery & Tools: At March 31, 2017, the County had collected a total of 53.66% of Machinery & Tools
Revenues compared with 44.67% in 2016. Timing of these payments skews the percentages.
Merchants Capital: At March 31, 2017, the County had collected a total of 79.29% of Merchants Capital
Revenues compared with 60.43% in 2016.
Public Service Corporations: At March 31, 2017, the County had collected a total of 56% of Public Service
Corps. Revenues compared with 60% in 2016.
Total General Fund Revenues totaled $35,486,490.78 on March 31, 2017 compared with a total of
$35,104,005.56 in 2016.
The Treasurer continues to utilize TACS to collect delinquent accounts. Attached is the most current report
from TACS.
General Fund Expenditures
General Fund Expenditures: General Fund expenditures through March 31, 2017 totaled $56,916,738.96, which
is 79.34% of the appropriated budget. The appropriated budget has increased from the original budget by
$8,010,091.30 (See attached appropriations). General Fund expenditures through March 31, 2016 totaled
$57,218,491.89, which was 78.09% of the appropriated budget. The appropriated budget increased by
$8,822,198.99 during the same time frame last year (July 2015 — March 2016).
Summary
Pittsylvania County continues to maintain a stable financial position. Budgetarily, we are running very closely
with the trends from 1 year ago. The quarter ending March 31 is somewhat of a quiet quarter since it falls
between the two billing cycles for the Treasurer's Office. Tax bills for the I" billing cycle were mailed the first
week of May so revenues should be increasing as we approach year-end. As we enter the final quarter of FY
2017, several items will play a part in how we complete the year. Some of these key items include:
• Collection of taxes for the 41 quarter. Has the economy remained stable enough to ensure that tax
collection rates will remain strong?
P59
• The Treasurer will continue to utilize the services of TACS for delinquent tax collection.
• Will we actually need to use unappropriated surplus of $3,252,707 to fund the current FY2017 budget?
A memo has been sent to departments to limit spending in the final quarter of the year, which should
help with the bottom line.
• It is important to note that unassigned fund balance was used to construct the new animal shelter at a
total of $3,243,000, which will most definitely affect the unassigned fund balance at year-end.
• Will unexpected expenditures arise that may alter the use of additional unassigned fund balance?
P60
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PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE:
PCC § 2-3 (Fencing of Animals)
SUBJECT:
Ordinance Clarification/Discussion
STAFF CONTACT:
Mr. Hunt
AGENDA DATE:
5/16/17
ACTION:
No
ITEM NUMBER:
5(f)
ATTACHMENTS:
(1) Animal Fencing Ordinance Talking Points
(2) PCC § 2-3
(3) Virginia Code § 18.2-11
REVIEWED BY:
BACKGROUND:
At its last Business Meeting, the Pittsylvania County Board of Supervisors (`BOS"), following a
lawfully advertised and conducted Public Hearing, adopted the attached revised Pittsylvania
County Code § 2-3 (Fencing of Animals). At the request of the Honorable Tim R. Barber, the
County Attorney and Chief Animal Control Officer will give a brief presentation to clarify
erroneous information currently circulating in the County of or related to said revised PCC
section.
RECOMMENDATION:
No action required. For information and discussion purposes only.
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ANIMAL FENCING ORDINANCE TALKING POINTS
• The Pittsylvania County Board of Supervisors, at their 4/18/17 Business Meeting,
unanimously approved a revision to Pittsylvania County, Virginia's (the "County"),
Animal Fencing Ordinance, Pittsylvania County Code ("PCC") § 2-3 (enclosed).
• Revised PCC § 2-3 expanded the type of animals required to fenced in the County to
match the "Livestock" definition in Virginia Code § 3.2-5900 (enclosed).
• Nothing has changed relating to fencing of cattle in the County.
• No type of fence is specified in revised PCC § 2-3; in fact, no fence at all is legally
required.
• Per PCC § 2-3, "the boundary line of each tract of land [in the County] is declared a
lawful fence."
• Violation of PCC § 2-3 is a Class 4 Misdemeanor.
• Per Virginia Code § 18.2-11 (enclosed), a Class 4 Misdemeanor carriers no jail time, and
a maximum fine of $250.00.
• The revised PCC § 2-3 actually reduces the suggested criminal penalty for violation
thereof from a Class 2 Misdemeanor (suggested penalty and common penalty for
neighboring jurisdictions) to a Class 4 Misdemeanor (lowest possible Class).
Pittsylvania County Code S 2-3 (FENCING OF ANIMALS)
a) In Pittsylvania County, the 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 amended, and it
shall be unlawful for the owner, person in control, or manager of any said livestock to permit the
same to run at large beyond the limits of his own land.
b) A violation of this Section shall constitute a Class 4 misdemeanor.
Virginia Code 4 18.2-11 (Punishment for conviction of misdemeanor; penalty)
The authorized punishments for conviction of a misdemeanor are:
(a) For Class 1 misdemeanors, confinement in jail for not more than twelve months and a fine of
not more than $2,500, either or both.
(b) For Class 2 misdemeanors, confinement in jail for not more than six months and a fine of not
more than$1,000, either or both.
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(c) For Class 3 misdemeanors, a fine of not more than $500.
(d) For Class 4 misdemeanors, a fine of not more than $250.
Virginia Code & 3.2-5900 (Defmitions)
"Livestock" includes all domestic or domesticated bovine animals; equine animals; ovine
animals; porcine animals; cervidae animals; capradae animals; animals of the genus Lama;
ratites; fish or shellfish in aquaculture facilities, as defined in § 3.2-2600; enclosed rabbits or
hares raised for human food or fiber; or any other individual animal specifically raised for food
or fiber, except companion animals.
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PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE:
Animal Shelter Operation Services RFP
SUBJECT/PROPOSAL/REOUEST:
Update on RFP process
STAFF CONTACT(S):
Mr. Sides
AGENDA DATE:
05/16/2017
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
5(g)
INFORMATION:
INFORMATION:
ATTACHMENTS: RFP
RFP Response
Purchasing Mgr Memo
BACKGROUND:
A Request for Proposals (RFP) was issued on April 19, 2017 for Operation Services for the Pittsylvania
County Animal Shelter. The non-binding request was issued to determine if there was a qualified and
interested party that could operate the County's new Animal Shelter in a manner that provides identifiable
benefits to the citizens of Pittsylvania County.
DISCUSSION:
There was one submittal received. The Purchasing Manager determined that the submittee, Lynchburg
Humane Society, is responsive and qualified according to the requirements requested in the RFP. In
accordance with the RFP, staff was able to request clarification to items in the proposal and to request an
estimated cost of services prior to contract negotiations. The next step in the process, with the Board's
support, would be to begin contract negotiations and bring contract documents back to the Board for
approval.
RECOMMENDATION:
Staff requests that, at their May 16, 2017 Business Meeting, the Board support the continuation of the RFP
process for Animal Shelter Operations through the approval of a motion such as the following:
Move to authorize the County Administrator to undertake contract negotiations with the Lynchburg Humane
Society, and to advertise for a Public Hearing for citizen input to be held on Monday, June 5, 2017 at 7:00pm
to allow the Board of Supervisors to act on any necessary contracts or agreements.
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a
1767
COUNTY OF PITTSYLVANIA
Request for Proposal ( RFP) 4 17-04-19
For
Operation Services for Pittsylvania County Animal Shelter
April l9, 2017
CONTACTS: OTIS S. HAWKER
ASSISTANT COUNTY ADMINISTRATOR
(434) 432-7712 v E-mail: Otis.Hawker(a—),pittaov.orj!
CONNIE GIRSON, PURCHASING MANAGER
(434) 432-7744 — E-mail: connie.QibsonApittmov.or2
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Pittsylvania
County, Virginia
RFP # 17- 04-19
Issue date: April 19, 2017
Operation Services for Pittsylvania County Animal Shelter
GENERAL, INFORMATION FORM
QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Connie Gibson,
Purchasing Manager, phone:(434) 432-7744 or e-mail: connie.gibson(a),pittgov.org. Any inquiries for
information on the Animal Shelter building should be direct to Otis Hawker, Otis.hawker(a),pittov.or .
DUE DATE: Sealed Proposals will be received until May 8, 2017, no later than 11:00AM. Failure to
submit proposals to the correct location by the designated date and hour will result in disqualification.
ADDRESS: Proposals should be mailed or hand delivered to:
Pittsylvania County Purchasing Department
Att: Connie Gibson,
I Center Street, Chatham, VA 24531.
All Proposals must be in a sealed envelope and clearly marked in the lower left corner:
Sealed Proposal - RFP #217-04-19, Operations Services for Animal Shelter. Proposals not so
marked or sealed shall be returned to the offeror and will not be considered. Proposals shall clearly
indicate the legal name, address and telephone number of the offeror (company, firm, partnership,
individual). Proposals shall be signed above the typed or printed name and include the title of the
individual signing on behalf of the offeror. All expenses for making Proposals to Pittsylvania County
shall be borne by the offeror. All Proposals shall be received by I1:00AM, May 8, 2017. Any
proposal received after this time and date will not be considered. The offeror has the sole responsibility
to have the proposal received by the Pittsylvania County Purchasing Department at the above address
and by the above stated time and date.
This procurement shall be conducted in accordance with the competitive negotiation procedures of the
Virginia Public Procurement Act — Section 2.2- 4302.2
Note: The County of Pittsylvania, Virginia does not discriminate against faith -based organizations in accordance
with the Code of Virginia, §§ 2.2-4343.1, 1950 as amended or against a bidder or offeror because of race, religion,
color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating
to discrimination in employment or contracting.
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In Compliance with this Request for Proposal the named party hereby submits a proposal in response to Pittsylvania
County to famish services described in this RFP. The entire proposal, including Technical proposal, Proposal Cover
Sheet, and any supplemental materials required to be provided by the offeror pursuant to the terms and conditions of the
RFP, constitute the entire proposal.
The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not colluded, conspired,
connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and
has not in any manner, directly or indirectly, sought by agreement or collusion or communication or conference, with
any person to fix the bid price or affiant or any bidder, or to fix any overhead, profit or cost element of said bid price, or
of that of any other bidder, or to secure any advantage against Pittsylvania County or any person interested in the
proposed contract.
The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of this RFP, including
all attachments and addenda, and agrees to be bound by those provisions, terns and conditions. Further, the party
certifies that all information submitted in response to this RFP is correct and true. The person signing this form shall be
an authorized signatory officer of the corporation or an individual authorized by the By -Laws of the Corporation that
has been given authoritative responsibility to bind the firm in a contract.
Name and Address Of Firm:
Zip Code
Phone:
E-mail:
Receipt of the following Addenda are acknowledged:
Addendum No. , dated
(Please note all addenda's)
Date:
By:
(Signature in Ink by Officer of the Corporation)
Name:
(Please Print)
Title:
Fax: �)
State of Incorporation:
State Corporation Commission M
Attach a copy of your company's SCC Certificate
and a list of officers
(Return this Form)
P71
TABLE OF CONTENTS
I. PURPOSE
E
II.
BACKGROUND INFORMATION
5
I11.
PROJECT SCOPE
5
IV.
TIMEFRAME
6
V.
INSTRUCTIONS TO OFFORS
7
VI.
PROPOSAL REQUIREMENTS
8
VII.
PROPOSAL EVALUATION CRITERIA
9
VIII.
TERMS AND CONDITIONS
10
DRAWING OF BUILDING
12
4
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I. PURPOSE:
The intent and purpose of this Request for Proposal (RFP) is to receive proposals for
an agreement to lease the Pittsylvania County Animal Shelter and provide the service
of operating a public animal shelter in accordance with §3.2 — 6546 of the Code of
Virginia (1950), as amended. The contracted service provider shall follow established
policies and procedures that are fully consistent with any and all applicable laws of
the Commonwealth and guidelines issued by the Virginia Department of Agriculture
and Consumer Services.
The proposed lease and services contract shall be for a period of one year and shall be
renewed automatically from year to year unless either party issues notice in writing,
at least 60 days prior to the end of the agreement, that they intend to terminate the
agreement. The ownership of all the real property on the premises, including
improvements and affixed equipment will remain with Pittsylvania County.
II. BACKGROUND:
Pittsylvania County is located in south central Piedmont Virginia; it has a total mass
of 978 square miles. The County is the largest county in Virginia in land area.
Pittsylvania County has three towns within its boundaries, Chatham, Gretna, and
Hurt; with a total population as of 2010 of 63,056. Pittsylvania County Animal
Shelter is in the process of being built, and anticipates opening in July 2017; it is
approximately 12,000 sq feet. See attached drawing. There are approximately eleven
hundred dogs and one thousand cats that come in from Pittsylvania County per year
to the pound.
The County is governed by an elected seven member Board of Supervisors who
appoints a County Administrator
III. PROJECT SCOPE TO INCLUDE, BUT NOT LIMITED TO:
The Project Scope for this Request for Proposal (RFP) is to lease the Pittsylvania
County Animal Shelter to the awarded provider to provide the service of operating a
public animal shelter in accordance with §3.2-6546 of the Code of Virginia (1950),
as amended. The contracted service provider shall follow established policies and
procedures that are fully consistent with any and all applicable laws of the
Commonwealth and guidelines issued by the Virginia Department of Agriculture and
Consumer Services.
The provider shall be responsible for keeping adequate records as required by any
and all applicable laws. The records shall be open for inspection by authorized
representatives of the County.
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The provider shall accept dogs and other animals which are required to be confined
in accordance with any and all applicable laws necessary to protect the public health,
safety and welfare including, but not limited to, dogs Winning at large without the tag
required by §3.2-6531 of the Code of Virginia (1950), as amended, and other animals
picked up and delivered to the shelter by the County's Animal Control Officers.
The provider will make reasonable efforts to maintain the shelter as a neat, clean,
secure and orderly facility in accordance with documented procedures, policies and
Commonwealth of Virginia protocols.
The provider will make reasonable efforts to determine the ownership of stray
animals and to encourage owners to reclaim their animals. To facilitate reclamation
and adoption, the shelter must be open to the public for a minimum of 18 hours each
week, on a schedule subject to approval by the County. In all activities, the provider
shall abide by municipal licensing and health vaccination requirements and promote
spaying and neutering ofpets. All reclamation and adoption fees shall be retained by
the provider and applied toward the cost of operating the shelter.
Any required euthanasia shall be performed in accordance with all applicable laws
and methods approved or prescribed by the State Veterinarian and bodies of dead
animals shall be disposed of in accordance with applicable guidelines, including
those of the Department of Agriculture & Consumer Services.
The provider shall be fully responsible for the costs of operation of the facility
including staff, and the County will be responsible for the cost of utility services
along with maintenance of the building and grounds.
Renewal: The proposed lease and services contract shall be for a period of one year
and shall be renewed automatically from year to year unless either party issues notice
in writing, at least 60 days prior to the end of the agreement, that they intend to
terminate the agreement. The ownership of all the real property on the premises,
including improvements and affixed equipment will remain with Pittsylvania County.
IV. Timeframe- as a guideline, Pittsylvania County anticipates the following timetable:
Proposals due: May 8, 2017
Presentation to the Selection Committee: week of May 8, 2017
NI
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Board of Supervisors to approve contract: May 16, 2017
Award date: TBA
Animal Shelter to Open July 2017
V. INSTRUCTIONS TO OFFERORS
A. This procurement shall be conducted in accordance with the competitive
negotiation procedures of the Virginia Public Procurement Act —
Section 2.2- 4302.2
B. Six (6) copies of proposals shall be submitted to:
Pittsylvania County
Purchasing Department
P.O. Box 426
1 Center Street — County Administration Building
Chatham, VA 24531
C. Questions related to the RFP and the Consultant selection process should be directed
to:
Connie Gibson, Purchasing Manager
Pittsylvania County Purchasing Department
Phone: (434) 432-7744
Fax: (434)432-7746
E-mail: connie.gibson(a Pitt og vorg
Questions or requests for clarification may be faxed or emailed to Pittsylvania
County.
D. All Proposals must be in a sealed envelope or box and clearly marked in the lower
left comer: "Sealed Proposal - RFP #17-04-19. Operation Services for Animal
Shelter .Proposals not so marked or sealed shall be returned to the offeror and will
not be considered. Proposals shall clearly indicate the legal name, address and
telephone number of the offeror (company, firm, partnership, individual). Proposals
shall be signed above the typed or printed name and include the title ofthe individual
signing on behalf of the offeror. All expenses for making Proposals to Pittsylvania
County shall be home by the offeror. All Proposals shall be received by 11:00
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A.M., Monday, May 8, 2017. Any proposal received after this time and date will
not be considered. The offeror has the sole responsibility to have the proposal
received by the Pittsylvania County Purchasing Department at the above address and
by the above stated time and date.
E . Ownership of all data, materials and documentation originated and prepared for the
County pursuant to the RFP shall belong exclusively to the County and be subject to
public inspection in accordance with the Virginia Freedom of Information Act.
Trade secrets or proprietary information submitted by an Offeror shall not be subject
to public disclosure under the Virginia Freedom of Information Act; however, the
Offeror must invoke the protections of Section 2.2-4342D of the Code of Virginia, in
writing, either before or at the time the data or other materials to be protected and
state the reasons why protection is necessary. The proprietary or trade secret material
submitted must be identified by some distinct method such as highlighting or
underlining and must indicate only the specific words, figures, or paragraphs that
constitute trade secret or proprietary information. The classification of an entire
proposal document, line item prices and/or total proposal prices as proprietary or
trade secrets is not acceptable and will result in rejection of the proposal.
F. Any vendor transacting business with Pittsylvania County may be asked to provide
proof of registration with the State Corporation Commission (SCC), as required by
Sections 13.1 or Title 50 of the Code of Virginia.
VI. PROPOSAL REQUIREMENTS
The proposal shall provide information necessary for Pittsylvania County to evaluate the
qualifications, experience, and expertise of the proposing provider and sub consultants to
perform the services.
The Offeror or Proposer is to make a written proposal which presents an understanding
of the work to be performed. The Offeror is asked to address each evaluation criteria
contained in Section VI - Proposal Evaluation Criteria and to be specific in presenting
their qualifications. Responses should be as thorough and detailed as possible so that
the County may properly evaluate the firm's capabilities to provide the required
services.
The Offeror should include in their proposal the following:
A. Table of Contents — number all pages of the proposal.
B. Introduction - Cover Letter/Executive Summary on company letterhead signed
by a person with the corporate authority to enter into any contract which results
from the RFP.
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C. FOIA Exclusion Letter— Letter on company letterhead stating exclusions within
the proposal. Identify the specificity of the data or other materials for which
protection is sought and state the reasons why protection is necessary in
accordance with the Code of Virginia, Chapter 43, § 2.2-4342. For more details
see Section V Terms and Conditions paragraph N, Freedom of Information Act.
D. Proposal — the Proposal submitted by Offeror shall include a minimum, the
following:
1. The Offeror shall address each requirement of the Scope of Services or the
area(s) of expertise proposed to be provided.
2. The Offeror shall provide evidence that demonstrates their ability to
provide the services within reasonable completion dates and within budget.
3. The Offeror shall provide its current workload with particular reference to
personnel and other resources being proposed.
4. Proposed approach to provide the requested services.
5. The Offeror shall provide information on the corporate structure of its firm
as well as any proposed sub -consultants required to perform the required
work.
6. Include as appendices the following information:
a) A list of completed projects and a resume of personnel expected
to be assigned to this project including the name(s) of the partner
in charge;
b) Provide a minimum of three references where similar work was
performed.
7. The Offeror shall not have cost for services stated in the proposal. An
estimated cost of services shall be requested when the evaluation
committee short-lists the Offerors' proposals and interviews are determined.
VIL PROPOSAL EVALUATION CRITERIA
A. Selection of the successful Offeror will be based upon submission of proposals meeting
the selection criteria. The minimum selection criteria will include:
1. Specific experience, technical capabilities, professional competence, and qualifications
of the proposing firm and project personnel, especially those assigned to provide the
services in accordance with the Project Scope. (40 points)
2. Clearly demonstrated the understanding of the work to be performed and completeness
and reasonableness of the Offeror's plan for accomplishing the Project Scope . (30
points)
3. Current experience in providing the needs of the County (15 points)
4. References. (15 points)
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B. The Selection Committee will evaluate the most responsive proposals as deemed by staff and
may also ask questions of a clarifying nature from offerors as required. Each committee
member will complete a proposal evaluation matrix form for each submission received. A
composite rating will be developed which indicates the group's collective ranking of the
written proposals in a descending order. The County shall engage in individual discussions
with two or more Offerors deemed the most fully qualified, responsible and suitable on the
basis of the Selection Committee's evaluations. These Offerors maybe requested to make an
oral presentation to the Selection Committee to explain their proposal and answer questions.
C. At the conclusion of discussion, on the basis of evaluation factors as set at the time of
issuance of this proposal and all information developed in the selection process to this point,
the County shall select in the order of preference two or more Offerors whose professional
qualifications and proposed services are deemed most meritorious. Negotiations shall then
be conducted; beginning with the Offeror ranked first. If a contract satisfactory and
advantageous to the County can be negotiated at a price considered fair and reasonable, the
award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked fust
shall be formally terminated and negotiations conducted with the Offeror ranked second, and
so on until such a contract can be negotiated at a fair and reasonable price. Should the
County determine in writing and in its sole discretion that only one Offeror is fully qualified
or that one Offeror is clearly more highly qualified and suitable than the others under
consideration, a contract may be negotiated and awarded to that Offeror. Pittsylvania County
reserves the right to award a contract to more than one Offeror, if it is in the County's best
interest.
The County reserves the right to accept or reject any or all proposals received as a result of
Request for Proposal if it is in the best interest of Pittsylvania County.
VIII. TERMS AND CONDITIONS:
A. Acceptance. Invoicing and Payment
Pittsylvania County will make payment to the Consultant, net 30 days or in accordance with
discount terms, if offered, after receipt of an acceptable invoice for work resulting from this RFP.
Nothing herein, or in the process, shall be construed as having obligated the County to pay for
any expenses incurred by respondents to this RFP, or to the selected consultant prior to the Board
of Supervisors' approval of a consultant services contract.
Pursuant to Virginia Code § 2.2-4354, 1950, as amended, the CONSULTANT covenants and
agrees to:
1. Within seven (7) days after receipt of any amounts paid to the CONSULTANT under
the Agreement, (i) pay any subconsultant for its proportionate share of the total
payment received from the COUNTY attributable to the work under the Contract
performed by such subconsultant, or (ii) notify the COUNTY and the subconsultant,
10
P78
in writing, of its intention to withheld all or part of the subconsultant's payment and
the reason therefore;
2. Provide its federal employer identification number or social security number, as
applicable, before any payment is made to the CONSULTANT under the Agreement;
3. Pay interest at the legal rate or such other rate as may be agreed to in writing by the
subconsultant and the CONSULTANT on all amounts owed by the CONSULTANT
that remain unpaid after seven (7) days following receipt by the CONSULTANT of
payment from the COUNTY for work performed by the subconsultant under the
Agreement; and
4. Include in its contracts with any and all subconsultants the requirements of 1, 2, and 3
above.
B. Attomeds Fees
In the event of any action brought by either party against the other to enforce any of the
obligations hereunder or arising out of any dispute concerning the terms and conditions hereby
created, each party shall pay their own attorney's fees, costs and expenses, except in a case of
default by the Consultant, the Consultant shall be responsible for any resulting additional
purchase and administrative costs including, but not limited to fees and charges of engineers,
architects, attorneys, and other professionals and all court or other dispute resolution costs.
C. Audit
Consultant shall keep and require each of its subconsultants, if any, to keep, at no additional cost
to County, full and detailed accounts of costs chargeable to County, during the project, and for
five (5) years following completion. County shall be afforded full access to accounts, records,
and supporting documents for review, audit, copy (such copies will be the property of County),
and verification of costs. Audit access to Consultant's records in lump sum or unit price areas
when applicable shall be sufficient to satisfy County that all quantities meet the payments to its
subconsultant and suppliers, Consultant shall remit promptly to County the amount of any
adjustment resulting from audit.
D. Availabilitv of Funds/Non-Aonronriation Clause
It is understood and agreed between the parties herein that the County shall be bound hereunder
only to the extent of the funds available or which may hereafter become available for the purpose
of this agreement. Notwithstanding any other provision in the agreement, to the contrary, if the
County fails during any fiscal year to appropriate or allocate sufficient funds to pay the amounts
to be paid by the County pursuant to the provisions of the agreement, which become due and
payable during such fiscal year, then the agreement and all the obligations of the County
hereunder shall automatically terminate at the end of the fiscal year in which non -appropriation
occurs. The County agrees to use its reasonable efforts to obtain any necessary funding
contemplated by the agreement, on an annual basis.
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E. Binding Effect
The terms, provisions, covenants and conditions contained in any resulting Contract shall apply
to, insure to the benefit of, and be binding upon the parties hereto and upon their respective heirs,
legal representatives, successors, and permitted assigns except as otherwise expressly provided.
F. Compliance of Law
The Consultant providing materials and services to the County under any contract resulting from
this RFP represents and warrants to the County that it is:
1. Conforming to the provisions of the Civil Rights Act of 1964, as amended, the
Virginia Fair Employment Contracting Act of 1975, as amended, and the Virginia
Human Rights Act, as amended, where applicable.
2. Not employing illegal alien workers or otherwise violating the provisions of the
Immigration Reform and Control Act of 1986 and Virginia Code §2.2-4311.1.
3. Complying with federal, state and local laws and regulation applicable to the
performance of the services procured; and
4. In full compliance with the Virginia Conflict of Interest Act.
G. Contract Award
Pittsylvania County has the right to award a contract to more than one Offeror, if it is in the
County's best interest to provide adequate services in accordance with the criteria found in the
Scope of Services. Should Pittsylvania County determine in writing and in its sole discretion
that only one offeror is fully qualified, or that one offeror is clearly more highly qualified and
suitable than the others under consideration, a contract may be negotiated and awarded to that
offeror. Pittsylvania County reserves the right to award the contract to the most qualified,
responsible, and responsive offeror(s), resulting in a negotiated agreement, which is most
advantageous to and in the best interest of Pittsylvania County. Pittsylvania County shall be the
sole judge of the Proposal and the resulting negotiated agreement that is in the public interest,
and Pittsylvania County's decision shall be final.
H. Contract Changes
No verbal agreement or conversation with any officer, agent or employee of Pittsylvania County
either before or after execution of the contract resulting from this Request for Proposal (RFP),
RFP Addendum or follow-up negotiations, shall affect or modify any of the terms or obligations
contained in the contract. No alterations to the terms and conditions of the contract shall be valid
or binding upon Pittsylvania County unless made in writing and where Board approval is not
required, by the County Administrator or his designee
I. Contract Documents
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The contract entered into by Pittsylvania County and the Consultant shall consist of this Request
For Proposal, any addendum issued, the proposal submitted by the Consultant, Pitttsylvania
County's Standard Form of Agreement, and any approved change orders issued, all of which
shall be referred to collectively as the Contract Documents. Additional documents which the
parties agree to include as contract documents may be set forth in the final contract.
J. Contract Performance Terms
Any contract resulting from this RFP shall have a term limit of one year and may be
renewable for four additional one-year terms at the option of Pittsylvama County. This
contract may be extended during the term of the existing contract for services allowed to
complete any work undertaken but not completed during the original term of the contract.
K. Cooperative Procurement
1. This procurement is being conducted on behalf of Pittsylvania County, Virginia and
other public bodies in accordance with the provisions of §2.2-4304 of the Virginia
Public Procurement Act.
2. If approved by the Consultant, the contract resulting from this procurement may be
used by other public bodies to purchase at contract prices and in accordance with the
contract terms. The Consultant shall deal directly with any public body it approves to
use the contract. Failure to extend a contract to another public body will have no
effect on consideration of Consultant's bid/proposal..
3. With the approval of the Consultant, any public body using the resultant contract has
the option of executing a separate contract with the Consultant to add terms and
conditions required by statute, ordinances, or regulations, or to remove terms and
conditions which conflict with its governing statutes, ordinances, or regulations.
4. The County of Pittsylvania, its officials and staff are not responsible for placement of
orders, invoicing, payments, contractual disputes, or any other transactions between
the Consultant and any other public bodies, and in no event shall the County, its
officials or staff be responsible for any costs, damages or injury resulting to any party
from use of a Pittsylvania County contract. If, when preparing such a contract, the
additional terms and conditions of a public body seeking to purchase pursuant to
cooperative procurement are unacceptable to the Consultant, the Consultant may
withdraw its consent to extension of the contract to that particular public body.
5. Pittsylvania County assumes no responsibility for any notification of the availability
of the contract for use by other public bodies, but the Consultant may carry out such
notification.
L. Definitions:
13
Psi
1. Consultant:
The Consultant who enters into a contract with Pittsylvania County to provide
the services herein for Pittsylvania County.
2. County:
Wherever the word "County" appears, it shall be understood to mean
Pittsylvania County Government.
3. Offeror:
A person who makes an offer in response to a Request for Proposals.
4. Informality:
A minor defect or variation in a bid or proposal from the exact requirements of
the Invitation for Bid, or the Request for Proposal, which does not affect the
price, quality, quantity, or delivery schedule for the goods, services or
construction being procured.
M. Drug Free Workplace
During the performance of this contract, the Consultant agrees to (i) provide a drug-free
workplace for the Consultant's employees; (ii) post in conspicuous places, available to
employees and applicants for employment, a statement notifying employees that the unlawful
manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the Consultant's workplace and specifying the actions that will be
taken against employees for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the Consultant that the Consultant
maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subconsultant or vendor.
For the purposes of this section, "drug-free workplace" means any site at which the performance
of work is done in connection with this contract awarded to the Consultant, the employees of
whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation,
possession or use of any controlled substance or marijuana during the performance of the
contract.
N. Ethics in Public Contracting
The Offeror hereby certifies that it has familiarized itself with Article 6 of Title 2.2 of the
Virginia Public Procurement Act, Section 2.2-4367 through 2.2-4377, Virginia Code Annotated,
and that all amounts received by it, pursuant to a Contract resulting from this RFP, are proper
and in accordance herewith. By submitting their proposals, Offerors certify that their proposals
are made without collusion or fraud that they have not offered or received any kickbacks or
inducements from any other offeror, supplier, manufacturer or subconsultant in connection with
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their proposal, and that they have not conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription, advance, deposit
of money, services or anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value was exchanged.
O. Examination of Records
The Consultant agrees that Pittsylvania County or any duly authorized representative shall have
access to and the right to examine any and copy any directly pertinent books, documents, papers
and records of the Consultant involving transactions related to any contract resulting from this
RFP. The period of access provided in this paragraph for records, books, documents, and papers
and software which may be related to any arbitration, litigation, or the settlement of claims
arising out of the performance of any subsequent contract or any subsequent contracts with
vendors shall continue until disposition of any appeals, arbitration, litigation, or claims.
Consultants agrees to keep all records in accordance with the state and local retention laws
including but not limited to Virginia Code § 55-525.27.
P. Faith -Based Oreanizations
Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, as amended, in all invitations to
bid, requests for proposals, contracts, and purchase orders, the COUNTY does not discriminate
against faith -based organizations "Faith -based Organization" means a religious organization that
is or applies to be a Consultant to provide goods or services for programs funded by the block
grant provided pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act
of 1996, P.L. 104-193. If CONSULTANT is a faith -based organization, then Consultant shall
give to each individual who applies for or receives goods, services, or disbursements provided
pursuant to this Agreement the following notice:
NOTICE
Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, as amended, as an applicant for
or recipient of goods, services, or disbursements provided pursuant to a contract between the
COUNTY and a faith -based organization, you are hereby notified as follows:
Neither the COUNTY'S selection of a charitable or faith -based provider of services nor the
expenditure of funds under this contract is an endorsement of the provider's charitable or
religious character, practices, or expression. No provider of services may discriminate against
you on the basis of religion, a religious belief, or your refusal to actively participate in a religious
practice. If you object to a particular provider because of its religious character, you may request
assignment to a different provider. If you believe that your rights have been violated, please
discuss the complaint with your provider or notify the County Administrator.
Q. Federal -Aid Provisions
When the U. S. government pays all or any portion of the cost of a project, the Consultant shall
observe all federal laws, rules, and regulations made pursuant to such laws. The work shall be
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subject to inspection by the appropriate federal agency. Such inspection shall in no sense make
the federal government a party of the contract and will in no way interfere with the rights of
either parry. Consultant shall require all subconsultants to observe all federal laws, rules, and
regulations made pursuant to such laws. Reporting requirements that is part of the regulation
shall be followed in accordance with the federal law, rules and/or regulation made pursuant to
such laws. A Duns number will be provided by the Consultant and registration with the Central
Consultant Registration (CCR) shall be followed according to the federal aid provisions.
R. Freedom of Information
All information submitted to the County in response to this RFP will constitute public
information and pursuant to the Virginia Freedom of Information Act will be available to the
public for inspection upon request. Pursuant to Virginia Code §2.2-4342, a Bidder/Offeror may
request an exception to disclosure for trade secrets or proprietary information as such is defined
under Virginia Code § 59.1-336, part of the Uniform Trade Secrets Act. In order to claim this
exemption, a Bidder/Offeror must: (1) Submit a request in writing referencing their desire to
invoke the protections of Virginia Code § 2.2-4342; (2) Specifically identify which data or
materials they wish to have protected; and (3) Articulate the rationale for why protection is
necessary for the particular data or materials, to the satisfaction of the County. Failure to meet
these requirements will result in the data or materials being open for inspection in response to a
valid inquiry under the Virginia Freedom of Information Act and serve to waive any right of the
Bidder/Offeror to assert a claim against the County for disclosure of trade secrets or proprietary
information.
R. Force Majeure
In any contract resulting from this RFP, neither party shall be liable hereunder by reason of any
failure or delay in the performance of its obligations hereunder (except for the payment of
money) on account of strikes, industrywide material shortages, riots, insurrection, fires, flood,
storm, explosions, earthquakes, pandemic flu, acts of God, war, governmental action, and
labor conditions. In the case of an industry wide material shortage the Consultants shall provide
to the County within 24 hours of Consultant's determination that there exists an industry wide
material shortage, the following: 1) a written description of the specific material alleged to be in
short supply; 2) a written list of all manufacturers, wholesalers, suppliers and/or retailers from
which Consultant has attempted to obtain, and/or contracted to obtain, said material; 3) a written
description detailing all actions taken by Consultant to obtain said materials; 4) a written
statement, signed by an authorized representative of Consultant, that Consultant has used due
diligence to secure said materials in the most expeditious manner; 5) a written time frame in
which Consultant anticipates that it will obtain said materials and; 6) the County, or its
authorized representative, concurs that there is an industry wide shortage of the specific material
so identified by Consultant.
S. Grant Funds Provision
When a project is funded in part or all by grant funds, the Consultant shall observe all rules and
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regulations according to the grant fund award documentation. Consultant has the responsibility
to comply with all grant fund reporting requirements and any or all award documentation terms
and conditions.
T. Governing Law
In any contract resulting from this RFP, the parties agree that this agreement is governed by and
shall be interpreted in accordance with the Pittsylvania County Procurement Policy and the laws
of the Commonwealth of Virginia, the Virginia Public Procurement Act, and that proper venue,
in the event of litigation concerning this matter, shall be in the Circuit Court of Pittsylvania
County, Virginia. The parties agree that any litigation involving this Agreement shall be brought
only in such court.
U. Headings
Headings in the RFP and any resulting contract are informational only and the substance of each
numbered or lettered provision shall prevail in the event of any ambiguity or inconsistency
between a heading and its content.
V. Insurance
During the performance of any Contract resulting from this RFP, the Consultant shall have and
keep current insurance whichever is greater in scope or amount as follows:
a. Worker's Compensation Insurance in compliance with all states in which Consultant
does business, including coverage B Employer's liabilities in not less than the
following amounts:
i. Bodily Injury by accident $100,000 for each accident;
ii. Bodily Injury by disease, $500,000 policy limit;
iii. Bodily hijury by disease, $100,000 for each employee.
b. General Liability insurance in amount not less than $1,000,000 for any occurrence
involving bodily injury, and not less than $1,000,000 for any occurrence involving
property damage. This coverage shall include contractual liability, broad form
property damage, independent Consultants, and personal injury.
c. Automobile liability insurance in an amount not less than $500,000 combined single
limit bodily injury and property damage. This coverage shall include liability for the
use of hired and non -owned apparatus.
d. Professional Liability Insurance in an amount not less than $2,000,000 per occurrence
and $6,000,000 in the aggregate. The amount of coverage may increase according to
the project value.
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The General Liability and Automobile Liability insurance policies specified herein shall name
Pittsylvania County as additional insured with regard to work performed under any contract
resulting from this EPB. The Consultant shall provide Pittsylvania County with copies of
certificates of insurance coverage and proof of payment of all premiums. These certificates shall
have provisions for notifying Pittsylvania County if there is any change in liability insurance.
W. Interpretation
Words of any gender used in any Contract resulting from this RFP shall be held and construed to
include any other gender, and words in the singular number shall be held to include the plural,
and vice versa, unless the context otherwise requires.
X. Non -Collusion
The party making the foregoing proposal hereby certifies that such proposal is genuine and not
collusive or sham; that said offeror has not colluded, conspired, connived or agreed, directly or
indirectly, with any offeror or person, to put in a sham proposal or to refrain from offering, and
has not in any manner, directly or indirectly, sought by agreement or collusion, or
communication or conference, with any person to fix the proposal price or affiant or of any
proposal, or to fix any overhead, profit or cost element of said proposal price, or of that of any
other offeror, or to secure any advantage against the County or any person interested in the
proposed contract; and that all statements in said proposal are true.
Y. Non -Discrimination
Any contract resulting from this RFP and every contract, sub -contract, or purchase order there
under shall include the following provisions according to Virginia Code 2.2-4311:
During the performance of a contract, the Consultant agrees as follows:
a. The Consultant will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, age, or national origin, except
where religion, sex or national origin is a bona fide occupational qualification
reasonably necessary to the normal operation of the Consultant. The Consultant
agrees to post in conspicuous places, available to employees and applicant for
employment, notices setting forth non-discrimination clause.
b. The Consultant, in all solicitations or advertisements for employees placed by or on
behalf of the Consultant, will state that such Consultant is an equal opportunity
employer.
c. Notices, advertisements, and solicitations placed in accordance with federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting the requirement.
The Consultant will include the provisions in the foregoing paragraphs a, b, and c in every
contract, subcontract, or purchase order of over $10,000, so that the provisions will be binding
upon each subconsultant or vendor associated with Pittsylvania County.
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Z. Partial Invalidity
Neither any payment for, nor acceptance of, the whole or any part of the services by Pittsylvania
County, nor any extension of time, shall operate as a waiver of any provision of any Contract
resulting from this RFP, nor of any power herein reserved to Pittsylvania County, or any right to
damages herein provided, nor shall any waiver of any breach of any Contract be held to be a
waiver of any other or subsequent breach. Failure of Pittsylvania County to require compliance
with any term or condition of any Contract shall not be deemed a waiver of such term or
condition nor a waiver of the subsequent enforcement thereof.
AA. Pronosal Withdrawal
Any Proposal may be withdrawn up until the time set above for the opening of the Proposal.
Any Proposals not so withdrawn shall constitute an irrevocable offer for a period of 120 days.
BB. RFP Proposal and Clarification
Pittsylvania County reserves the right to request clarification of information submitted and to
request additional information of one or more offerors. Each offeror shall examine the Request
for Proposal documents and shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries, suggestions or requests concerning interpretation, clarification or
additional information pertaining to the Request for Proposal shall be made in writing to
Pittsylvania County's Purchasing Manager. Pittsylvania County shall not be responsible for oral
interpretations given by any employee, representative, or others. The issuance of a written
addendum signed by Pittsylvania County's Purchasing Manager. is the only official method
whereby interpretation, clarification, or additional information can be given. Pittsylvania County
will provide electronically or by mail to all official RFP holders any addenda, which are issued to
this Request for Proposal. Official RFP holders are those who obtain an RFP from the
Pittsylvania County Purchasing Manager.
CC. Release and Ownership of Information
Pittsylvania County shall make a good faith effort to identify and make available to the
Consultant all non -confidential technical and administrative data in Pittsylvania County's
possession which Pittsylvania County may lawfully release including, but not limited to contract
specifications, drawings, correspondence, and other information specified and required by the
Consultant and relating to its work under this Contract. Pittsylvania County reserves its rights of
ownership to all material given to the Consultant by Pittsylvania County and to all background
information, documents, and computer software and documentation developed by the Consultant
in performing any Contract resulting from this RFP.
No reports, information or data given to or prepared by the Consultant under the resulting
Contract shall be made available to any individual or organization by the Consultant without the
prior written approval of Pittsylvania County, which approval Pittsylvania County shall be under
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no obligation to grant.
As may be allowed by law, any information, ideas, or concepts that the County receives during
the procurement process from any offeror's written proposal, any discussion or interview with
the offeror or as a result of any portion of the procurement process for the services described in
this Request for Proposal shall become the property of Pittsylvania County. Pittsylvania County
may use this information for any purpose without compensation to the offeror from whom the
information was received.
DD. Riehts and Responsibilities of Consultant
The Consultant shall indemnify, defend and hold harmless the County and its representatives
from any and all claims, suits and actions for injury or damage sustained by any person or
property from any act or omission by Consultant and/or its Consultants or employees, or anyone
else for who Consultant is or may be responsible. This section shall survive the termination this
agreement.
The Consultant in any contract resulting from this RFP shall pay all royalties and license fees
necessary for performance of the contract. The Consultant shall defend all suits or claims for
infringement of any patent rights or any other proprietary rights arising from or related to
performance of the resulting contract and shall save Pittsylvania County harmless from any and
all loss, including reasonable attorneys' fees, on account thereof.
EE. Sub Consultants and Assianments
The Consultant shall not sublet or assign or transfer any interest in this Contract or any portion
thereof without the prior written consent of Pittsylvania County of which Pittsylvania County
shall be under no obligation to grant. In seeking consent for any subcontract or assignment, the
Consultant shall famish all information required by Pittsylvania County to permit Pittsylvania
County to ascertain the qualifications of the proposed subconsultant to perform the work, and the
Consultant shall submit a copy of the subconsultant to Pittsylvania County for approval. The
subconsultant shall incorporate by reference all provisions and conditions of the Contract
resulting from this RFP.
Pittsylvania County's approval of a subconsultant shall not relieve the Consultant of any of its
responsibilities, duties or liabilities hereunder. The Consultant shall continue to be responsible
to Pittsylvania County for performance of the subconsultant and the subconsultant, for all
purposes, shall be deemed to be an agent or employee of the Consultant. Nothing in the Contract
resulting from this RFP or any subcontract shall create any contractual relationship between any
subconsultant and Pittsylvania County.
FF. Tax Exemption
The County of Pittsylvania as a public body of the Commonwealth of Virginia, is exempt from
any Federal excise tax and Virginia sales and use tax for purchases made by the County.
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GG. Termination/Cancellation of Contract:
Subject to the provisions below, the contract may be terminated by either
party upon sixty (60) days advance written notice to the other party; but if any work or
service hereunder is in progress, but not completed as of the date of termination, then this
contract may be extended upon written approval of the County until said work or services are
completed and accepted.
A. Termination for Convenience
In the event that this contract is terminated or cancelled upon
request and for the convenience of the County, without the required thirty (30) days
advance written notice, then the County shall negotiate reasonable termination costs,
if applicable.
B. Termination for Cause
Termination by the County for cause, default or negligence on the
party of the appraiser or firm shall be excluded from the foregoing provision;
termination costs, if any, shall not apply. The sixty (60) days advance notice
requirement is waived in the event of Termination of Cause.
C. Non -Appropriation Clause/Termination due to Unavailabilitv of Funds in Succeeding
Fiscal Years
When funds are not appropriated or otherwise made available to
support continuation of performance in a subsequent fiscal year, the contract shall be
cancelled and the contractor shall be reimbursed for the reasonable value of any non-
recurring costs incurred but not amortized in the price of the supplies or services
delivered under the contract.
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Table of Contents
1. Introduction 1
11. FOIA Exclusion Letter Z
III. Scope of Services 3
IV. Evidence of Ability to Perform 3
V. Workload q
VI. Proposed Approach 5
V11. Corporate Structure 7
VIII. Appendices g
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LynchburgHumane
SOCIETY
�f •
Introduction
The Lynchburg Humane Society proposes the Pittsylvania County lease their newly built shelter to LHS
for management with the intent of taking the county No Kill within the year. Since 2009, LHS has
successfully become a No Kill shelter, run a capital campaign to build a new shelter, merged with a low
cost spay/neuter clinic, and taken over operations of Appomattox County Animal Shelter.
The Lynchburg Humane Society (LHS) was created in 1945, founded on the idea that pets in this
community matter. We intend to follow the mission of LHS and help pets in need through sheltering,
adoption, education, spay/neuter and community outreach. We have a vision of a community free of
homeless and neglected pets.
Since 2009, LHS created a foster program, a more active volunteer base, special adoption pricing, and
changed policies that were a barrier to adoption to reach their first No Kill threshold of 90% save rate in
2011. Adoption numbers have more than tripled in that time. This success drove Appomattox County
to ask LHS to take over operation of their shelter for 2017. Thus far, there is a 100% save rate under our
operation.
Our history as an organization and the experience of current staff will prove that LHS is the best choice
for operation of Pittsylvania County Animal Shelter.
Yarbrough
e Director
1211 Old Graves Mill Road • Lynchburg, VA 24502
tel: 434-448-0088 • fax: 434-448-0044 • www.lynchburghumane.org
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LynchburgHumune
SOCIETY
FOIA Exclusion Letter
We do not feel it necessary to exclude any information contained herein.
1211 Old Graves Mill Road - Lynchburg, VA 24502
tel: 434-448-0088 - fax: 434-448-0044 - www.lynchburghumane.org
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Proposal
Scope of Services
Help pets in need
a. Sheltering — Proving a clean, safe temporary home to lost and homeless pets in
Pittsylvania County.
b. Adoption —Place previously homeless and unwanted pets in loving, safe homes.
c. Surrenders— accept stray pets for sheltering as well as accept unwanted pets as space
allows.
d. Transfers (out and in) — moving pets from Pittsylvania to other shelters and rescue
groups when necessary. As well as allowing pets from high risk shelters when space
allows.
e. Education—teach people of all ages to understand and care for animals in our lives by
fostering compassion, respect, and empathy for all living things.
f. Lost Pet Services—the first 24 hours matter. Help community members find missing
pets.
g. Spay/Neuter Services—reduce the amount of unwanted animals in the community,
thereby decreasing the number of animals that enter the shelters each year.
h. "Pound" to Pittsylvania County
2. Evidence using statistics from end of year 2016
a. Sheltering— Intake of 3,909 pets
• As of April 2017, we have 91 pets being fostered by over 50 dedicated
individuals.
b. Adoption — 3,251 of those pets were adopted
• Over,1,000 active volunteers help staff keep our shelter clean, socialize our pets,
and help with adoption events.
c. Transfers- 15 pets were transferred either to rescues or to other shelters. 604 pets
were transferred from other shelters
In 2016 we helped 602 pets from other public shelters that otherwise may have
had a negative outcome. We accept those that are easily adoptable as pets, as
well as those that need special nurturing from abusive or neglectful
experiences. When space allows, we will offer to transfer pets from high risk
areas into Pittsylvania County to allow them adoption opportunities.
Occasionally pets are placed with rescue organizations specific to animal breed.
We will work with rescues and volunteers to transfer pets when necessary.
d. Lost Pet Services -263 pets found home again through LHS
e. Spay/Neuter-8,523 public and shelter pets were altered
f. Revenue — LHS operates thanks to revenue from adoptions, our contract with the city,
spay/neuter clinic, grants, and most importantly donations from our community.
• We offer wellness visits for publicly owned pets at South Central SpayNeuter
Clinic and plan to offer them at LHS
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• Microchip and rabies clinics are possibilities to increase revenue
• Adoption fees vary in the communities we serve.
• Appomattox adoption fees are $60 for dogs and $30 for cats
• LHS varies fees based on age of the pet.
Adult Dogs: $29-$99
Puppies: $149
Adult Cats: $49-$69
Kittens: $29-$89
Elder pets: free
Rabbits: $10
All prices include spay/neuter, initial set of vaccines, dewormer and
10% off at our retail shop on the day of adoption.
• In 2016 nearly $65,000 in grants were awarded to spay/neuter feral cats in
numerous communities and to upgrade surgical equipment. LHS was awarded
$93,000 for programs related to animal behavior, microchipping, animal
enrichment, and adoption specials.
• Almost $725,000 was brought in by our development department in donations
and other fundraising programs for shelter needs.
3. Current Workload
a. Administrative – LHS currently has five members of its administrative staff which
manage the billing, development, and operations of LHS.
• In addition to the advice of the admin staff at LHS, we would hire a full-time
manager and part-time administrative supervisor at Pittsylvania.
b. Intake, Animal Care and Adoptions— because of the size of The Center for Pets (up to
125 dogs and 385 cats), our staffing (33 individuals) is divided into three specialized
teams. At Appomattox, we have found it easier to manage the shelter with a small
team people that know each facet of the shelter. We employ two full-time employees
(one being a manager) and three part-time employees.
• We anticipate having a team of animal care associates who provide enrichment,
feed, water, and clean up after pets who will also assist with adoptions
• 3 to 4 full-time team members and 3 to 4 part-time team members
• Front desk receptionist to answer calls/questions and provide a smiling face as
community enter the shelter. Would also assist with adoptions as needed.
• One full-time and one -part-time team member
• Intake/medical staff who will assist public with surrendering pets. Will also
provide simple medical tasks such as medicating and vaccinating.
• One full-time team member
c. Professional staff –A veterinarian and part-time veterinarian technician work with
animals directly in the shelter. We also work closely with a local veterinary practice and
emergency animal hospital.
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We do not currently plan to employ professional medical staff in the shelter; but
instead, will work closely with a local veterinary practice to care for shelter pets
with medical needs.
4. Providing proposed services
a. Sheltering
• Using the new building your community has built, we plan to shelter
approximately 35 dogs and 65 cats.
• Foster parents are an important part of our mission and ultimate goal to reach a
place where all save -able pets are given the medical and behavior care they
need to be placed in loving homes.
• We will encourage fostering of kittens and puppies that are too young
and cats and dogs who need special attention orjust need a break from
the shelter.
b. Adoption
• Provide a dedicated staff and volunteers to help public choose the right match
for visiting families.
• All adoptable pets will be easily searchable through LHS's website and Facebook
page as well as Petfinder.com.
• Adoption fees will be set that are compatible with the income level of the
community.
• Adoption specials will be offered as a way to place pets when the
shelter reaches capacity.
• All Adoption fees include spay/neuter, initial sets of vaccines,
dewormer, microchip and 30 days of pet insurance through
24PetWatch.
• Offer the option to place a hold a pet. Holds allow adopters the ability to take
their time making adoption decisions, without worrying about the pet being
adopted by someone else. This results in fewer pet returns.
• Public hours that meet the needs of the community
c. Staffing
• We anticipate needing approximately three full-time employees and three to
five part-time employees which will work with animal care and adoption needs.
• Intake and simple medical needs such as vaccination and medicating will likely
require one full-time and one part-time employee. This staff works with public
needing to surrender pets and with public dropping off stray animals.
• We have found a front desk receptionist invaluable to customer service at LHS.
We will hire one full-time and one part-time front -desk staff
d. Surrenders
• We encourage public to rehome their pets on their own when possible. We
provide education and resources to help public find suitable homes.
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• Waitlist — by waiting, public are saving a life. When space is available, public
pets are accepted, this means that other pets are not euthanized simply for
space reasons.
e. Transfers (in and out)
• When at capacity, LHS and Appomattox Animal Shelter will accept Pittsylvania
pets, as we firmly believe that no healthy or treatable pet should be euthanized.
• In 2016 we helped 602 pets from other public shelters that otherwise may have
had a negative outcome. We accept those that are easily adoptable as pets, as
well as those that need special nurturing from abusive or neglectful
experiences. When space allows, we will offer to transfer pets from high risk
areas into Pittsylvania County to allow them adoption opportunities.
• Occasionally pets are placed with rescue organizations specific to animal breed.
We will work with rescues and volunteers to transfer pets when necessary.
f. Education
• LHS employs a full-time pet behaviorist. Any community member can contact
him for help with pet behavior problems.
• LHS allows field trips for preschool and elementary age students at the Center
for Pets. If schools in Pittsylvania County would enjoy this service, it could be
offered.
g. Lost Pet Services
• Accept stray dogs and cats that are found within Pittsylvania County
• Follow all laws set forth by Virginia in relation to at large animals.
• Provide help by listing lost and found pet information on LHS website with
pictures when able.
h. Spay/Neuter Services
• All adoptable pets will be spayed/neutered through South Central Spay/Neuter
Clinic in Evington, VA. Pets will be either transported to the clinic for surgery or
surgery will be performed on site in the Mobile Spay/Neuter vehicle.
• Offer low cost spay/neuter services to publically owned animals
i. "Pound" to Pittsylvania County
• Shelter pets picked up and delivered by the County's Animal Control Officers
following 3.2-6531
• Shelter pets that are seized by County court system.
j. Providing revenue
• We anticipate providing the necessary operational revenue for Pittsylvania in
the same ways we provide for LHS.
• Adoption fees
• Naming opportunities
• Grants
• Community Donations
• Business sponsors
• Contract with county
• Rabies clinics (on site)
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5. Corporate Structure
a. 17 member Board of Directors
b. Executive Director
• Director of Development
• Development Manager
• Volunteerand Education Coordinator
• Business Manager
• Spay Neuter Clinic Manager
• Facilities Manager
• Director of Operations
• Adoption Center Manager
a. 8 adoption counselors/front desk staff
• Intake Manager
a. S staff—vaccinate and provide initial medical exams
• Animal Care Manager
a. 15 staff— responsible for cleaning, feeding, enrichment of pets
• Medical Staff
a. Vet - 1
b. Vet tech -1
C. Vet tech assistant- 1
• Appomattox Center Manager
a. Animal Care Associates -4 staff
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Appendices
Completed Projects
Makena Yarbrough was hired as LHS's first executive director in July of 2009. In October 2009,
LHS officially announced a plan to take the shelter No Kill by 2015. By creating foster programs,
a more active volunteer base, special adoption pricing, and changing policies that were a barrier
to adoption, the organization exceeded their No Kill goal, reaching their first No Kill threshold of
90% save rate in 2011.
• Realizing quickly that the shelter at the time (which was property of the City of Lynchburg)
would be a hindrance to maintaining a no kill status, a capital campaign was launched in 2012 to
build a larger, modern facility for education, adoption, and animal sheltering. The Edythe
Elizabeth Stauffer Center for Pets opened March 21, 2015.
• In 2012, LHS began managing the South Central Spay Neuter Clinic to bring low-cost surgeries to
a wider community base. Using grants and donations from our community we have created a
Trap Neuter Release (TNR) program that has decreased the number of kitten surrenders we see.
• January 2017, LHS took over operation of Appomattox Animal Shelter. We currently have two
full-time staff members and three part-time staff members working in that shelter. We are
already on the road to No Kill for that county with a 100% save rate thus far in 2017.
• In early 2017, Makena announced that LHS will join Best Friends Animal Society's quest for a No
Kill Nation by 2025. As such, the goal of an LHS run Pittsylvania Animal Shelter will be for the
area to be No Kill.
Resumes of Personnel Assigned
Makena Yarbrough (Partner in Charge) joined the Lynchburg Humane Society in July of 2009 as the
first executive director for the organization. She quickly worked with the innovative board of
directors to develop and implement a long range plan to take the community no kill. Since her
arrival the organization has tripled the size of their board of directors, developed a more equitable
relationship with the City of Lynchburg as their contracted pound, began managing the regional
spay/neuter clinic, created a city wide free spay/neuter effort for community cats, increased
community awareness and involvement in the cause, decreased their intake and implemented a
number of new programs that have increased the number of lives saved from 49% to 94%. After a
very successful capital campaign, that raised $5.2 million in 2 1/2 years, the new Edythe Elizabeth
Stauffer Center for Pets opened in March of 2015.
She began her animal welfare career in 2000 with the Richmond SPCA, first as the director of
education and then as the director of operations. Prior to coming to Lynchburg, Makena was the
associate director for the Charlottesville -Albemarle SPCA.
Makena has presented seminars at a number of animal welfare conferences and consults with many
shelters across the country on topics of customer service, capital campaigns, no kill programs, and
P99
operational matters. Before her work in animal welfare, Makena was the marketing and advertising
manager for a regional homebuilder and a professional stage manager for performing arts theater
companies in DC and Richmond. Makena is a native of Maryland and a graduate of St. Mary's
College of Maryland. She lives in Lynchburg with her husband Chuck, 10 -year-old son Sam, 6 -year-
old daughter Lily and three dogs, Abigail, Bob and Daisy.
Jill Mollohan began in animal welfare in 2005 as a volunteer. In 2010, she graduated from Virginia
Tech with her B.S. in animal science. She joined the Lynchburg Humane Society in July of
2010. Since then she has held positions in many different areas of the organization, including,
volunteer coordinator, spay/neuter clinic manager, and director of business and technology. She is
currently the director of operations and with her technology background, she is also responsible for
the technology at LHS. She has also worked as a volunteer coordinator at the Brevard County,
Florida animal shelter and as executive director at the Humane Society of South Mississippi. Jill is a
West Virginia native. She resides in Lynchburg with her 2 dogs, Piper and Percy.
References
Bonnie Svrcek — City Manager for the City of Lynchburg, Virginia
Email: bonnie svrcek(ialvnchbureva aov
Phone: 434-455-3990
Susan Adams — County Administrator for Appomattox County, Virginia
Email: susan.adams@appomattoxcountyva.gov
Phone: 434-352-2637
Dr. Al Henry, DVM—Peaksview Animal Hospital
Email:
Phone: 434-338.6932
Pi
P100
In Compliance with this Request for Proposal the named party hereby submits a proposal in response to Pittsylvania
County to furnish services described in this RFP. The entire proposal, including Technical proposal, Proposal Cover
Sheet, and any supplemental materials required to be provided bythe offeror pursuant to the terms and conditions of the
RFP, constitute the entire proposal.
The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not colluded, conspired,
connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and
has not in any manner, directly or indirectly, sought by agreement or collusion or communication or conference, with
any person to fix the bid price or affiant or any bidder, or to fix any overhead, profit or cost element of said bid price, or
of that of any other bidder, or to secure any advantage against Pittsylvania County or any person interested in the
proposed contract.
The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of this RFP, including
all attachments and addenda, and agrees to be bound by those provisions, terns and conditions. Further, the party
certifies that all information submitted in response to this RFP is correct and true. The person signing this form shall be
an authorized signatory officer of the corporation or an individual authorized by the By -Laws of the Corporation that
has been given authoritative responsibility to bind the firm in a contract.
Name and Address Of Finn:
Date:
I—y11GI1) uyI Ruane 50yoU By:
1211 UGraves M,l I I g d. Name: (Sigriliture in Ink by O licer of the Co oration)
�YoM i'QY���Qh
—yN�h}sluYq VA Zi Code 2q5() Title: (Pl�eas,Prmt)
P ExculiVe �IrCGfor
Phone: Fax: lam) 448'- poyy
E-mail:03aY n0.@1Wnc1bu9 U neo13StateofIncorporation: VA
State Corporation Commission #: U0 S 19 q 9
Receipt of the following Addenda are acknowledged: Attach a copy of your company's SCC Certificate
and a list of officers
Addendum No. dated
(Please note all addenda's)
(Return this Form)
Plot
PITTSYLVANIA COUNTY
VIRGINIA
Connie Gibson
Purchasing Manager m ' 1 Center Street, Chatham, Virginia
P.O. Box 426 ° Phone (434) 432-7710
Chatham, Virginia 24531 a o x Fax (434) 432-7714
Connie.gibson@pittgov.org s Website: w .pitteov.org
MEMO TO: David Smitherman
FROM: Connie Gibson
Purchasing Manager
SUBJECT: RFP- Animal Shelter Operations
DATE: May 9, 2017
On April 19, 2017, Purchasing Department issued a RFP for Operation Services for the Animal Shelter. I
emailed the RFP to six (6) vendors and posted an ad in the Danville Register and Bee and the Star Tribune. The
RFP was also posted on the County website and public notice board. We only received one proposal,
Lynchburg Human Society. After review of the proposal, Lynchburg Humane Society is responsive and
qualified according to the requirements requested in the RFP. You can request a meeting with them if you have
any questions or need any clarifications of the proposal. Per the RFP, you can request an estimated cost of
services before the negotiations begin. This will give you a sense of the cost before negotiations begin.
The next phase of the RFP procedure would be to start negotiations with Lynchburg Humane Society.
Call me if you have any questions about the RFP process.
CC: Greg Sides
Otis Hawker
Vaden Hunt
P102
BUSINESS
MEETING
P103
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
BUSINESS MEETING
TUESDAY, MAY 16, 2017
General District Courtroom
Edwin R. Shields Courthouse Addition
11 Banks Street, Chatham, VA
AGENDA
I . Call to Order — 7:00 p.m.
2. Roll Call
Barber Hagerman Blackstock Davis Scearce Barksdale Warren
3.
4.
5.
Moment of Silence
Pledge of Allegiance
Items to be added to the Agenda
Motion: Barber Hagerman Blackstock
Second. Barber Hagerman Blackstock
Davis
Davis
Scearce
Scearce
Barksdale
Barksdale
Warren
Warren
APPROVAL OF AGENDA
Motion: Barber Hagerman
Second: Barber Hagerman
Blackstock
Blackstock
Davis
Davis
Scearce
Scearce
Barksdale
Barksdale
Warren
Warren
HEARING OF CITIZENS
CONSENT AGENDA
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren
6. (a) Minutes: April 18, 2017: BOS Business Meeting Pages 114-131
(b) Bill List — April 2017 (Online)
(c) Proclamation — National Dairy Month: June 2017 Pages 132-134
(d) Proclamation — Business Appreciation Week: June 5-9, 2017 Pages 135-136
(e) Resolution 2017-05-03; Potential Agricultural Development Board Dissolution
Pages 137-138
PUBLIC HEARINGS
Rezoning Cases:
Case 1: Arthur L. Craft — Dan River Election District: R-17-016
A-1, Agricultural District to B-2, Business District, General
Open: Close:
Speakers.
Motion: Barber Hagerman Blackstock Davis
Second. Barber Hagerman Blackstock Davis
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Barksdale
Warren
(Roll Call Vote YorN)
Scearce Barksdale Warren
Scearce Barksdale Warren
Case 2: James Donald Warren — Westover Election District: R-17-017
B-2, Business District, General to R-1, Residential Suburban Subdivision District
Open: Close:
Speakers:
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Barksdale
Warren
(Roll Call Vote YorN)
Public HearinE
7. Public Hearing to receive citizen input on the BOS potentially recommending the
abandonment, subject to VDOT approval, of the following portion of Shula Drive in
Pittsylvania County, Virginia (the "County"): Rt. 642 (Shula Drive), from U.S. Highway
29, West to Rt. 988 (Higbwayview Road), a total distance of 0.06 miles.
Requires a Roll Call Vote Pages 140-143
Open: Close:
Speakers:
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Roll Call I bte
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Barksdale
Warren
(Roll Call Vote Y or N)
NEW BUSINESS
8. Financial Matters:
(a) Expenditure Refunds for April 2017 — Requires a Motion & a 10 -Day Layover
Pages 145-147
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second: Barber Hagerman Blockstock Davis Scearce Barksdale Warren
(b) Library Transfer Pages 148-149
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
(c) Workforce Investment Board —Pathways to the American Dream Grant -
Requires a Roll Call Vote Pages 150-172
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Barksdale
Warren
(Roll Call Vote YorN)
(d) Fire Marshal — Norfolk Southern Foundation Grant - Requires a Roll Call Vote
Pages 173-175
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Barksdale
Warren
(Roll Call Vate YorN)
9. Comprehensive Services Act (CSA) Matters:
(a) Community Policy Management Team (CPMT) Attendance Report &
Designee Appointment Pages 176-179
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Comments:
(b) CSA Additional Appropriation - Requires a Motion & a 10 -Day Layover
Page 180
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Barksdale
Warren
(Roll Call Vote YorN)
10. Chatham Armory Deed & Resolution - Requires a Roll Call Vote
Pages 181-190
Roll Call Vote
Comments:
Y N A
Barber
Hagerman
Blackstock
Scearce
Davis
Barksdale
Warren
(Roll Call Vote Y or N)
11. Animal Shelter Services Operation RFP Pages 191-225
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale
Second: Barber Hagerman Blackstock Davis Scearce Barksdale
Comments:
Warren
Warren
12. Virginia Cooperative Extension Service Lease Pages 226-237
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Comments:
APPOINTMENTS
13. Pittsylvania County Public Library Board of Trustees — Chatham/Blairs District
Representative Page 239
Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren
CLOSED SESSION MATTERS RECOMMENDATIONS (IFANP)
At their 4:30pm Work Session, the Board of Supervisors will go into Closed Session for
the following items:
(a) 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 Robot
Purpose: Discussion of Potential Prospective Business Incentive
Package
(b) 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 Matter: Project HG
Purpose: Discussion of Potential Prospective Business
Incentive Package
(c) Discussion concerning a prospective business or industry or the expansion of an
existing business or industry where no previous announcement has been made of the
business' or industry's interest in locating or expanding its facilities in the community
Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended
Subject Matter: Project Box
Purpose: Project Update
(d) 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: Performance Evaluation
BOARD ANNOUNCEMENTS
REPORTS FROM COUNTY ADMINISTRATOR
ADJOURNMENT
Time.
HEARING OF
CITIZENS
P112
CONSENT
AGENDA
P113
April 18, 2017
Business Meeting
Pittsylvania County Board of Supervisors
Business Meeting
April 18, 2017
VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was
held on Monday, April 18, 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.
Approval of Agenda
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda
with the following additions:
(a) Appointment of the Leesville Lake Association representative to the Tri -County
Lake Advisory Commission (TLAC)
(b) Approval to advertise for Request For Proposals (RFP) for the Pittsylvania
County Animal Shelter Lease and Operations Contract
(c) Closed Session: 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
Mr. Blackstock's motion was unanimously approved by the Board.
Hearing of the Citizens
Nathan Hammock of the Callands/Gretna District invited everyone to the 0 Southside
Dairy Association's Spring Show at the Olde Dominion Agricultural Complex to be held April
21-22, 2017. The show, said Mr. Hammock, will consist of youth from southern Virginia
competing with dairy cows and heifers in showmanship and market classes, and is free to the
public.
No one else signed up to speak.
P114
Board of Supervisors
Business Meeting
April I8, 2017
Consent Agenda
Motion was made by Mr. Barber, seconded by Mr. Scearce, to approve the Consent
Agenda, which was unanimously approved by the Board.
2. (a) Minutes: March 6, 2017: BOS Special Meeting
March 20, 2017: BOS Special Meeting
March 21, 2017: BOS Business Meeting
(b) Bill List — March 2017 (Online)
(c) Resolution — VDOT Work Zone Awareness Week (ratify)
(d) Proclamation — National Community Action Month — May 2017
(e) Proclamation — Teacher Appreciation Week — May 8-12, 2017
(f) Proclamation — Law Day — May 1, 2017
(g) Proclamation — Police Officers Week / Peace Officers Memorial Day
(h) Proclamation — National Travel & Tourism Week — May 7-13, 2017
Vittglbauta County 2ABoarb of *uperbioorn;
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.
Mr. Barksdale read the following proclamation that the Board presented to Ms. Everlena
Ross, Executive Director for the Pittsylvania County Community Action.
P115
Board of Supervisors
Business Meeting
April 18, 2017
Pitt.5pibanta County 7002oarb of *uperbiooro
J)rodamatlott
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.
Mr. Scearce read the following proclamation that was presented by the Board to Dr. Mark
Jones, Superintendent for the Pittsylvanta County Public Schools.
Vitt!5p1bania County �oarb of 6uperbi ori
Prodamatlon
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.
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Bowd of Supervisors
Business Meeting
April 18, 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.
Pittopibania County JPoarb of 6uperbi5ors;
Prodamatton
Law Day May 1, 2017
"The 14'4 Amendment: Transforming American Democracy"
WHEREAS Law Day is an occasion of public acknowledgement of our Nation's and the County
ofPittsylvania's heritage ofjustice, liberty, and equality under the law; and
WHEREAS the United States Congress has statutorily designated May 1 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
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Board of Supervisors
Business Meeting
April 18,2017
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 of Americans;
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 County of
Pittsylvania, Virginia; and
NOW THEREFORE, WE, The Board of Supervisors, declare May 1, 2017, to be Law Day in
the County of Pittsylvania, Virginia this 181h day of April in the year 2017.
Mr. Blackstock read the following proclamation that was presented by the Board to the
Honorable Michael W. Taylor, Sheriff for Pittsylvania County.
pittqibanta Countp -712Darb of 6uperbi5Dr5
3prodamAtion
NATIONAL POLICE WEEK
May 14-20,2017
TO RECOGNIZE NATIONAL POLICE WEEK 2017, AND MAY 15TH 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 Sheriff's 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 sheriff's department, and that members of our sheriff's 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
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Board of supervisors
Business Meeting
April 18, 2017
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.
Mr. Davis read the following proclamation that was presented by the Board to Ms. Laurie
Moran, Executive Director for the Danville-Pittsylvania County Chamber of Commerce.
Vftt5ylbauia County 7,1412poarb of *uperbi or.5
Proclamation
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. I 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.
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Board of Supervisors
Business Meeting
April 18, 2017
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 ofPittsylvania
County, Virginia, to join me in this special observance with appropriate events and
commemorations.
Public Hearines
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
Mr. Warren opened the hearing at 7:37pm. Mr. Shelton explained that Hammock Farms, LLC,
had petitioned to rezone 2.00acres, located on State Road 626/Museville 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
petitioner's request. Nathan Hammock was there to represent the petition. No one signed up to
speak and Mr. Warren closed the hearing at 7:39pm. Motion was made by Mr. Hagerman,
seconded by Mr. Blackstock to approve rezoning Case R-17-010 from R -I 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.
Hagerman's motion to rezone Case R-17-010 from R-1 to A-1 was unanimously approved by the
Board.
Case 2: Patricia May Pritchett Cooper — Callands/Gretna Election District R-17-011
R-1, Residential Suburban Subdivision District to A-1, Agricultural District
Mr. Warren opened the public hearing at 7:40 pm. Mr. Shelton explained that Patricia Cooper
had petitioned to rezone 0.545 acre, located on State Road 739/Cooper 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 Section35-178 are
a permitted use. The Planning Commission, with no opposition, recommended granting the
petitioner's request. Patricia Cooper was there to represent the petition. No one signed up to
speak and Mr. Warren closed the hearing at 7:42pm. Motion was made by Mr. Davis, seconded
by Mr. Barber, to approve rezoning Case R-17-011 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-17-011 from R-1,
Residential Suburban Subdivision District to A-1, Agricultural District was unanimously
approved by the Board.
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
Mr. Warren opened the public hearing at 7:43pm. Mr. Shelton explained that Par 5 Development
Group, LLC, had petitioned to rezone 2.47 acres, located on State Road 750/Mount Cross Road
and on State Road 1530/Mount Olivet Lane in the Westover Election District from R-1,
Residential Suburban Subdivision District to B-1, Business District, Limited. Once the property
is rezoned to B-1, all uses listed under Section 35-346 are a permitted use. The Planning
Commission, with opposition, recommended denying the petitioner's request. Zac Ivey with Par
5 Development Group, LLC, Attorney Kerry Hutherson and Michael Lynch, Project Manager
with Engineering Concepts, Inc., were there to represent the petition. Betty Tuck, a resident of
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the area, stated she had collected 163 signatures of residents of the area opposing rezoning the
property, feeling the proposed store Par 5 planned to build there would bring in additional traffic
to a traffic burdened area. Ms. Tuck stated there are constantly traffic accidents in that area and
the residents living there didn't need it increased by the addition of another Dollar General Store,
when there were several of those types of stores close by already. Debra Lummeous, also a
resident of the area, agreed with the previous comments and was opposed to the rezoning. Mr.
Lynch stated that based on information he had inquired via VDOT, that speeding and such were
the primary factors in the traffic accidents recorded for that area in the most recent years and not
traffic congestion. No one else signed up to speak and Mr. Warren closed the hearing at 7:59pm.
Motion was made by Mr. Scearce, seconded by Mr. Blackstock, to deny rezoning Case R-17-012
from R-1, Residential Suburban Subdivision District to B-1, Business District, Limited. Mr.
Scearce stated that he personally already tried to avoid traveling that section of Mount Cross
Road if at all possible due to the traffic and the amount of traffic incidents that had occurred in
that area over the recent years, and he did not feel adding another business to that area, which by
default would increase the traffic, was be in the best safety interest of his constituents. During
discussion, it was stated that that VDOT had stated a turning lane could be developed for Par 5's
proposed business, but the cost for installing the turning lane would also be Par 5's financial
responsibility. A Substitute Motion was made by Mr. Barber, seconded by Mr. Barksdale, to
allow Par 5 to withdraw their rezoning application with no penalty and following Roll Call Vote
was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-No; Mr.
Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's Substitute Motion to allow
Par 5, LLC to withdraw their rezoning application with no penalty was approved by a majority
vote of 6-1, with Mr. Scearce opposing.
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
Mr. Warren opened the public hearing at 8:09pm. Mr. Shelton explained that James P. Lewis,
Jr., and Sheila H. Lewis had petitioned to rezone 11.49 acres, located on State Road
874/Loomfixer Lake Road and on State Road 875/Horseshoe Road in the Westover 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.
Sheila Lewis was there to represent the petition. No one signed up to speak and Mr. Warren
closed the hearing at 8:1Ipm. Motion was made by Mr. Scearce, seconded by Mr. Davis, to
approve rezoning Case R-17-013 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. Scearce's motion to rezone Case R-17-013 from R-1, Residential
Suburban Subdivision District to A-], Agricultural District was unanimously approved by the
Board.
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
Mr. Waren opened the public hearing at 8:12pm. Mr. Shelton explained that Marvin Craig
Hylton and Amy Terry Hylton had petitioned to rezone a total of 11.32 acres, two (2) parcels of
land, located on State Road 875/Horseshoe Road in the Westover 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. Craig Hylton
was there to represent the petition.
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No one signed up to speak and Mr. Warren closed the hearing at 8:14pm. Motion was made by
Mr. Scearce, seconded by Mr. Barber, to approve rezoning Case R-17-014 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. Scearce's motion to rezone Case R-
17-014 from R-1, Residential Suburban Subdivision District to A-1, Agricultural District was
unanimously approved by the Board.
Case 6: Paul Anthony McNeal & Others — Staunton River Election District R-17-015
B-2, Business District, General to A-1, Agricultural District
Mr. Warren opened the public hearing at 8:15pm. Mr. Shelton explained that Paul Anthony
McNeil and Others had petitioned to rezone 0.47 acre from B-2, Business District, General to A-
1, Agricultural District. The parcel is located off State Road 754/Gallows Road in the Staunton
River Election 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. Paul Anthony McNeil and Phil Lotspeich with James C. May & Associates
were there to represent the petition. No one signed up to speak and Mr. Warren closed the
hearing at 8:16pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve
rezoning Case R-17-015 from B-2, Business District, General 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. Blackstock's motion to rezone Case R-17-015 from B-2, Business District, General 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 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.
Mr. Sides explained 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 refers 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 work sessions. 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
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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.
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.
Mr. Warren opened the public hearing at 8:18pm. No one signed up to speak and Mr.
Warren closed the public hearing at 8:19pm. Motion was made by Mr. Blackstock, seconded by
Mr. Barber, to approve the proposed amendments to the Pittsylvania County Zoning Ordinance,
as advertised and presented, that would regulate solar energy facilities in Pittsylvania County.
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.
Public Hearing to receive citizen input on Merchants' CapitaUGeneral Levy: Amend PCC § 6-
1.1 to add Merchants' Capital to the County's list of general levies.
Mr. Hunt explained on February 22, 2017, the Legislative Committee recommended the
revision to Pittsylvania County Code ("PCC") § 6-1.1 to add Merchants' Capital to the County's
list of general levies. This was a levy that has been applied for many decades via State Code
authorization. At the March 21, 2017, BOS meeting, the BOS voted to authorize the public
hearing required to potentially formally adopt said PCC revisions.
Mr. Warren opened the Public Hearing 8:20pm. No one signed up to speak and Mr.
Warren closed the public hearing at 8:21pm. Motion was made by Mr. Scearce, seconded by
Mr. Davis, for the adoption of the Pittsylvania County Code ("PCC") § 6-1.1 revision to add
Merchants' Capital to the County's list of general levies 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. Scearce's motion was unanimously
approved by the Board.
Public Hearing to receive citizen input on Building OfficiaUDangerous Structures Change
Amend PCC § 4-30(b) to make Building Oficial, 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.
Mr. Hunt explained 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.
Mr. Warren opened the public hearing at 8:22pm; no one signed up to speak and Mr.
Warren closed the public hearing at 8:22pm. Motion was made by Mr. Scearce, seconded by Mr.
Davis, for the adoption of the Pittsylvania County Code ("PCC") to § 4-30(b) revision 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 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. Scearce's motion was
unanimously approved by the Board.
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Public Hearing to receive citizen input on VA COLA Disclosure Filings: Amend PCC Chapter
43 to reflect recent changes in VA COLA disclosure/filing requirements.
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 Interests Act (the "Act') This Chapter 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 4 2.2-3115(G)l:
1
Planning Commission Member
2
Board of Zoning Appeals Members;
3
Board of Assessors Member
4
Real Estate Assessor(s); and
5
County Administrator.
B Statement of Economic Interests (Virginia Code 4 2.2-3115):
1
Board of Supervisor Members.
C Financial
Disclosure Statement (Virginia Code 4 2.2-3115):
l
Industrial Development Authority Members;
2
Service Authority Members;
3.
CPMT Members;
4
FAPT Members; and
5
Library Board Members.
SEC. 43-3. ADDITIONAL DISCLOSURE.
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SEC. 43-3. ADDITIONAL DISCLOSURE
Nothing contained in this article shall be deemed to relieve any person subject to the Vifginie
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 § Seetien
2.2-3115 of the Code of `49i '" !950, as 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.
Mr. Warren opened the public hearing at 8:24pm; no one signed up to speak and Mr.
Warren closed the public hearing at 8:24pm. Motion was made by Mr. Davis, seconded by Mr.
Barksdale, to approve the amendments as presented by Mr. Hunt 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 was unanimously
approved by the Board.
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 rirginia Code § 3.2-5900, and, amend PCC Chapter 2 to include a
penalty for violating said revised section.
Mr. Hunt explained 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, and at their March 21, 2017, BOS
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SEC. 43-3. ADDITIONAL DISCLOSURE
Nothing contained in this article shall be deemed to relieve any person subject to the Vifginie
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 § Seetien
2.2-3115 of the Code of `49i '" !950, as 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.
Mr. Warren opened the public hearing at 8:24pm; no one signed up to speak and Mr.
Warren closed the public hearing at 8:24pm. Motion was made by Mr. Davis, seconded by Mr.
Barksdale, to approve the amendments as presented by Mr. Hunt 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 was unanimously
approved by the Board.
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 rirginia Code § 3.2-5900, and, amend PCC Chapter 2 to include a
penalty for violating said revised section.
Mr. Hunt explained 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, and at their March 21, 2017, BOS
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meeting, the BOS voted to authorize the public hearing required to potentially formally adopt
said PCC revisions as follows:
SEC. 2-3. FENCING OFANIMALS; PENALTY.
(a) In Pittsylvania County, the 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 amended,
and it shall be unlawful for the owner, person in control, or manager of any said livestock to
permit the same to run at large beyond the limits of his own lands.
(b) A violation of this Section shall constitute a Class 4 misdemeanor.
Mr. Warren opened the public hearing at 8:27pm; no one signed up to speak and Mr.
Warren closed the public hearing at 8:27pm. Motion was made by Mr. Scearce, seconded by
Mr. Davis, to approve the amendment as advertised and presented, and the following Roll Call
Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes;
Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Scearce's motion was
unanimously approved by the Board.
This concluded the public hearing.
Presentations
Laurie Moran, Executive Director for the Danville-Pittsylvania County Chamber of
Commerce, and Brenda Bowman, a member of the Chamber's Tourism Committee, updated the
Board the committee's efforts since its formation. Ms. Moran stated they had received a $25,000
grant from Virginia Tourism to establish/promote the website. Ms. Moran also presented the
Board with their first published Visit Danville &Pittsylvania County tourism brochures that
include several major events during the calendar year to inform any and all of interesting things
to entice visitors to our locality.
Dr. Larry Aaron, President of the Pittsylvania County Historical Society, informed the
Board of the following events taking place in celebration of the County's 2506' anniversary:
May 1, 2017, deadline to submit your design for banners to be hung on the Chatham
Town lamp posts; sponsored by Chatham First;
May 6, 2017, Reid Street Gallery, Finding Your Roots program;
June 17, 2017, Town of Chatham, County Birthday Party, Family Day and Street
Dancing that night
July 15, 2017, Yates Tavern, program sponsored by the Daughters of the American
Revolution
August 21, 2017, Olde Dominion Agricultural Complex, program on Pittsylvania
County's Tobacco History
October 7, 2017, Callands, Annual Callands Festival
Dr. Aaron stated advertisements would be made as more event plans were completed.
Unfinished Business
At the Board's March 21, 2017 meeting, a motion was made by Mr. Barber and 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 (100-4-033100-6002), $.32 to B&G-Bldg Maint Supplies
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(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 that had now been met and the following Roll Call Vote was
recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr.
Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Davis' motion was unanimously
approved by the Board.
News Business
Deputy Harris Silverman of the Pittsylvania County Sheriff's Department gave a
presentation on the Virginia Rules Camp Grant, which included footage of last year's camp.
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 Sheriff's Office participates in this
program. One aspect of the program is a training camp for officers participating in the program.
Motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to 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, which
was unanimously approved by the Board.
Mr. Hunt explained the County had received a request from the Oak Grove Board of
Directions for a landfill tipping fee waiver for brush and other vegetation debris from the clean-
up of a "potter's field" cemetery located at the former Oak Grove Residential Care Facility in
Chatham. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve this
request and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes;
Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes.
Mr. Blackstock's motion was unanimously approved by the Board.
Mr. Hunt explained the County had received a request from Chatham First for a
temporary installation of a Virginia Tourism "LOVE" sign to be placed in the Town of
Chatham/Pittsylvania County, Virginia, during the week of June 17, 2017. Motion was made by
Mr. Blackstock, seconded by Mr. Barksdale to approve the request, which was unanimously
approved by the Board.
Mr. Hunt explained Kelly Bailess, Registrar for Pittsylvania County, has requested to
surplus 29 Citizen S310 Printers for the Pollbooks for voting purposed purchased in 2007, and
that had been approved by the Pittsylvania County Electoral Board for removal from use. Ms.
Bailess had indicated there are other localities who still used the printers and wish to purchase
them for $50.00 each, totaling $1,450 for the purchase of all 29. Motion was made by Mr.
Blackstock, seconded by Mr. Davis, to approve the request to surplus and sell the printers, and
the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr.
Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr.
Blackstock's motion was unanimously approved by the Board.
Mr. Smitherman stated the Fire & Rescue Study Sub -Committee met on March 29th and
April 11, 2017; continue to discuss the Fire & Rescue Study; and will meet again in the near
future.
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Mr. Blackstock stated the Animal Welfare Facility Committee met on 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
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to authorize staff to issue
a RFP Operation Services for the Pittsylvania County Animal Shelter, which was unanimously
approved by the Board.
Mark Moore, Director of Parks and Recreation, explained 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 has 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. Mr. Moore stated at its March 2017
meeting, the School Board approved the updated JUA unanimously.
Motion was made by Mr. Barber, seconded by Mr. Davis, to approve the Joint Use
Agreement as presented and authorize the Chairman and Parks and Recreation Director to sign
on behalf of the county, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr.
Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and
Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board.
Motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to approve the
reappropriation of March 2017 expenditures as follows: 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),
$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); and the following Roll Call Vote was
recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr.
Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously
approved by the Board.
Otis Hawker, Assisting County Administrator for Operations, explained the following 2
Change Orders concerning the Pittsylvania County Animal Shelter:
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. hi order to correct this, quite a bit of
excavation of unsuitable soil and building a more permanent base would be necessary.
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Business Meeting
April 18, 2017
Mr. Hawker stated 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.
Motion was made by Mr. Barksdale, seconded by Mr. Blackstock, 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, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr.
Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and
Mr. Warren -Yes. Mr. Barksdale's motion was unanimously approved by the Board.
Mr. Hawker explained Courthouse Security 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.
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve Change Order
#2 and allow the County Administrator to execute the Change Order, and the following Roll Call
Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-
Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was
unanimously approved by the Board.
Mr. Hunt explained at its February 6, 2017, meeting, the Pittsylvania County Board of
Supervisor ("BOS") 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 an 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. After discussion by the Board, a motion to Table until the Board's next
Business meeting was made by Mr. Blackstock, seconded by Mr. Davis, directed the County
Attorney to contact DMA and request an amortization chart/table for the Armory bond financing, and
attempt to negotiate the expiration of the Commonwealth of Virginia's right of first refusal on the bond
payoff date, which was unanimously approved by the Board.
Mr. Hunt explained that 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 and that in the last four years,
a total of $52,709.92 had been collected, and it was estimated that this year $12,600 would be
P129
Board of Supervisors
Business Meeting
April 18, 2017
collected. Virginia Code § 17.1-281(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." Mr. Hunt said the cost of said
facility inspection by the DGS is borne by the requesting locality and is estimated at
approximately $2,000. Motion was made by Mr. Barber, seconded by Mr. Davis, to authorize
staff to submit the above -referenced application to the DGS for the required facility inspection,
which was unanimously approved by the Board.
Items Added
Motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to re -appoint
Sherwood Zimmerman as the Leesville Lake Association representative to the Tri -County Lake
Advisory Commission for a one year term beginning February 1, 2017 through January 31, 2017,
which was unanimously approved by the Board.
Mr. Blackstock excused himself from the meeting at 9:50pm.
Closed Session Matters (added)
Motion was made by Mr. Barksdale, seconded by Mr. Barber, to enter into Closed
Session for the following:
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
Mr. Barksdale's motion was unanimously approved by the Board and they entered into Closed
Session at 9:55pm.
By a motion of Mr. Barksdale, seconded by Mr. Barber, the Board re-entered into Open
Session and the following Certification was recorded:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors
on April 18, 2017, the Board hereby certifies by a recorded vote that to the best of each board
member's knowledge only public business matters lawfully exempted from the open meeting
requirements of the Virginia Freedom of Information Act and identified in the motion
authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any
member believes that there was a departure from the requirements of the Code, he shall so state
prior to the vote indicating the substance of the departure. The statement shall be recorded in the
minutes of the Board,
Vote
Tim R. Barber
Yes
Jerry A. Hagerman
Yes
Elton W. Blackstock
Absent
Joe B. Davis
Yes
Ronald S. Scearce
Yes
Robert W. Warren
Yes
P130
Board of Supervisors
Business Meeting
April 18, 2017
Jessie L. Barksdale Yes
Upon a unanimous vote of the Board in attendance, they returned to Open Session at
10:55 pm.
Adiournment
Chairman Warren adjourned the meeting at 10:55pm.
Robert W. "Bob" Warren, Chair
Pittsylvania County Board of Supervisors
David M. Smitherman, Clerk
Pittsylvania County Board of Supervisors
P131
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Proclamation— National Dairy Month; June 2017
SUBJECT/PROPOSAL/REOUEST:
Proclamation
STAFF CONTACT(S):
Ms. Flippen
AGENDA DATE:
05-16-2017
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
1) Proclamation
ITEM NUMBER:
6(c)
INFORMATION:
INFORMATION:
BACKGROUND:
On June 14, 2010, Congress adopted a resolution declaring June as National Dairy Month. Pittsylvania
County has six (6) dairies; Mountain View Dairy; Van Der Hyde Dairy, Hammock Dairy; Motley Dairy;
Grandview Holsteins, Inc.; and Moore Dairy, and the County is 3`d for milk production in Virginia.
Combined, these 6 dairies represent approximately 6,900 milk cows in Pittsylvania County that produce an
average of 50,370 gallons of milk per day.
DISCUSSION:
Attached here is a Proclamation from the Board of Supervisors declaring June 2017 as National Dairy Month
in Pittsylvania County, and honoring the dairies within the County that contribute not only to the revenue and
employment within the County, but also for providing countless people throughout the United States with a
high quality, nutritious product.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the Proclamation declaring June 2017 as National Dairy
Month in Pittyslvania County and authorize staff to forward a copy to the local media.
P132
Vittgpfbania ((Luuutpuarb ofiuperbi�ur�
PROCLAMATION
NATIONAL DAIRY MONTH
JUNE 2017
VIRGINIA: At a business meeting of the Board of Supervisors of Pittsylvania County, Virginia, held
mation was presented and adopted to recognize June 2017 as
on Tuesday, May 16, 2017, the following procla
National Dairy Month in Pittsylvania County, Virginia.
WHEREAS, the Virginia Department of Agriculture and Consumer Services (VDACS) states the
Virginia dairy industry has contributed to the development of the state's economy and the well-being of its
ed in win azs0cieVirginia's
citizens
lirycows compared to the state's principle crops, and
industry tonsinar e top when
livestock products; and
WHEREAS, Pittsylvania County has the following siGrandvew dairies in operation
ns
ock Dairy, Motley Dairy, Inc mountain
1M°Ore Dairy
Van Der Hyde Dairy, Hamm
Combined, these 6 dairies produce nearly 1.5 million gallons of milk annuallywithin Pittsylvania County; and
WHEREAS, the dairy industry is a major industry in Pittsylvania County and makes a significant
contribution to the economy of the County; and
superior to their imitations in quality, value and taste; and
WHEREAS, real milk and dairy foods are
ry products are nutrient -dense, providing 72% of the calcium
WHEREAS, besides the great taste, dai
available in the American diet, along with nine essential vitamins and minerals, including potassium,
riboflavin, phosphorus vitamins A, D, and B-12, as well as protein, and studies indicate that eating three to
nwell
rms
four
canceras f dairy
as per da soul help
low
gement, er the risk osupportf high ipressure,
the catch phrase, "Milk -it does a some body
good!"; and
airy Month, highlighting the dairy industry, will occur during
WHEREAS, the 81s` celebration of June D
June 2017; then
THEREFORE, BE IT PROCLAIMED by the Board
an of Suplls upon rail the s that e month f June 20 s 17 s
designated to the celebration of June Dairy Month,
Pittsylvania County to observe the month with appropriate programs and activities ; and
BE IT FURTHER PROCLAIMED that a copy of this Proclamation be forwarded to local media
sources.
Given under my hand this 171' day of May, 2017.
Robert W. "Bob" Warren, Chair
Pittsylvania County Board of Supervisors
David M. Smitherman, County Administrator
Pittsylvania County Board of Supervisors
P133
20'6 Il ► • • cf)a W c7ac&
VIRGINIA
is home to
approximately
90,000
milk cows
who live on k.,
608
dairy farms
A typical Virginia dairy farm
has a herd of about
143
milking cows
Each dairy cow in Virginia
provides an average of
2,263
gallons
of milk per year
That's an average of
7.4 gallons of
milk per day
Which is enough to make
6.4 pounds of cheese or
3 pounds of butter each day
AMERICAN DAIRY
�
ASSOCIATION
�^
' °'VIRGINIA
Vii'
The total amount of milk
produced in the state
amounted to
1.76 billion
pounds
That's equal to over
205 million
gallons
1616611fis
In 2015, a dairy cow in
Virginia cost about
The average value of ARM
a day's milk per cow
was about
$11.42 ttk
Cash receipts for the sale
Of milk by dairy farmers
amounted to
$317 800,
00"million 00a
To learn more about Virginia
dairy farmers, please visit
www.southeastdairy.org
*All facts are based on 2015 USDA and VDACS data
P734
• 1�
of all milk produced in 2015
was used and consumed in
the form of fluid milk
Virginia has seven commercial
milk processing plants
located in Mt. Crawford,
Newport News,
Lynchburg, Richmond,
Winchester, Wirtz and
Verona
Virginia is...
24th in milk production
23rd in number of milk
cows
35th In milk output per
cow
14th In the number
of licensed dairy
operations
t
Top milk producing co_ untie
1) Rockingham (543.2 minion pounds)
2) Franklin (794.5 million pounds)
3) Pittsylvania (160.5 minion pounds)
4) Augusta (144.1 million pounds)
5) Fa u q u I er (47.2 million pounds)
6) Washington (46.2 million pounds)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Proclamation— Business Appreciation Week: June 5-9,
2017
SUBJECTIPROPOSAUREOUEST:
Proclamation
STAFF CONTACT(S):
Ms. Flippen
AGENDA DATE:
05-16-2017
ACTION:
CONSENT AGENDA-
ACTION:
Yes
ATTACHMENTS:
1) Proclamation
C�
ITEM NUMBER:
6(d)
INFORMATION:
INFORMATION:
BACKGROUND:
Each year the Pittsylvania County Board of Supervisors, in cooperation with the Danville-Pittsylvania County
Chamber of Commerce, sets up and supports Business Appreciation Week.
DISCUSSION:
Attached here is a Proclamation designating the week of June 5-9, 2017 as "Business Appreciation Week" in
Pittsylvania County, Virginia.
Ms. Laurie Moran, Executive Director for the Danville-Pittsylvania County Chamber of Commerce, will be
present to accept the proclamation.
RECOMMENDATION:
Staff recommends the Bdard of Supervisors approve designating the week of June 5-9, 2017 as "Business
Appreciation Week" in Pittsylvania County, Virginia, and authorize the staff to forward a copy to the local
media.
P135
Vitt$plbania Countp 36DATb Of *uperbior!6
PROCLAMATION
BUSINESS APPRECIATION WEEK
JUNE 5-99 2017
WHEREAS, Pittsylvania County is pleased to have a thriving base of business and
industry to support the local economy; and
WHEREAS, these businesses provide essential employment opportunities for the
citizens of Pittsylvania County; and
WHEREAS, these businesses provide local revenues from which the entire local
citizenry benefit; and
WHEREAS, these businesses also make significant contributions in our communities to
promote educational opportunities for our children and promote a variety of activities which
increase the quality of life of the area; and
WHEREAS, the Board of Supervisors and citizens of Pittsylvania County recognizes
and appreciates these businesses; then
NOW, THEREFORE, the Board of Supervisors of Pittsylvania County does hereby
proclaim the week of June 5 — 7, 2017 as "Business Appreciation Week" in Pittsylvania
County; and
BE IT FURTHER PROCLAIMED, that a copy of this Proclamation be forwarded to
local media sources.
Given under my hand this 16th day of May, 2017.
Robert W. "Bob" Warren, Chairman
Pittsylvania County Board of Supervisors
David M. Smitherman, County Administrator
Pittsylvania County Board of Supervisors
P136
PITTSYLVANIA COUNTY
Board of Supervisors
BUSINESS MEETING
EXECUTIVE SUMMARY
AGENDA TITLE:
Pittsylvania County
Agricultural Development Board
SUBJECT:
Potential PCADB Dissolution
STAFF CONTACT:
Mr. Smitherman
AGENDA DATE:
5/16/17
ACTION:
Yes
ATTACHMENTS:
(1) Resolution 2017-05-03
REVIEWED BY:
ITEM NUMBER:
6(e)
BACKGROUND:
In May 2007, the Pittsylvania County Board of Supervisors (`BOS"), via a majority affirmative
vote, created the Pittsylvania County Agricultural Development Board ("PCADB"). The
PCADB's purpose, inter alia, was to assist in the search for, hiring, and supervision of the
County's Director of Agribusiness Development ("DOAD"), and to provide a centralized
leadership platform for agriculture --- the County's largest industry. In May 2016, the DOAD
position was eliminated by the BOS, and the duties associated therewith were
assumed/reassigned by/to the County's Economic Development Director. Accordingly, the
PCADB's purposes/aims have been fulfilled.
RECOMMENDATION:
For the foregoing reasons, County Staff recommends BOS adopt Resolution 2017-05-03,
attached.
P137
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION 2017-05-03
WHEREAS, in May of 2007, the Pittsylvania County Board of Supervisors (`BOS"), via
a majority affirmative vote, created the Pittsylvania County Agricultural Development Board
("PCADB"); and
WHEREAS, the PCADB's purpose, inter alia, was to assist in the search for, hiring, and
supervision of the County's Director of Agribusiness Development ("DOAD"), and to provide a
centralized leadership platform for agriculture --- the County's largest industry; and
WHEREAS, in May of 2016, the DOAD position was eliminated by the BOS, and the
duties associated therewith were assumed/reassigned by/to the County's Economic Development
Director.
NOW THEREFORE, BE IT RESOLVED BY THE BOS, that it does hereby officially
dissolve the PCADB; and
date.
BE IT FURTHER RESOLVED, that the BOS thanks the PCADB for all its efforts to
Adopted this 16`h day of May, 2017.
ATTEST:
Robert W. Warren
BOS Chairman
David M. Smitherman
County Administrator/BOS Clerk
APPROVED AS TO FORM:
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
Vote
Jessie L. Barksdale
Elton W. Blackstock
Joe B. Davis
Ronald S. Scearce
Robert W. Warren
Jerry A. Hagerman
Tim R. Barber
Ayes _ Nays Abstentions
P138
9
0
PITTSYLVANIA COUNTY
Board of Supervisors
BUSINESS MEETING
EXECUTIVE SUMMARY
AGENDA TITLE:
Potential Shula Drive Road Abandonment
SUBJECT:
Public Hearing
STAFF CONTACT:
Mr. Hunt
AGENDA DATE:
5/16/17
ACTION:
Potentially
ITEM NUMBER:
7
ATTACHMENT:
(1) Resolution # 2017-05-02
REVIEWED BY:
BACKGROUND:
At the March 21, 2017, Pittsylvania County Board of Supervisors ("BOS") Business Meeting,
the BOS unanimously voted to commence the process to potentially legally abandon the
following portion of the following road in Pittsylvania County, Virginia (the "County"), for,
inter alia, public safety reasons: Rt. 642 (Shula Drive), from U.S. Highway 29, west to Rt. 988
(Highwayview Road), a total distance of 0.06 miles. Per Virginia Code § 33.2-909, the aforesaid
portion of Shula Drive was legally posted and said potential road abandonment was duly and
lawfully advertised. Again, per Virginia Code § 33.2-909, since petitions/requests for a public
hearing were received during said posting period, the BOS must hold a public hearing prior to
any action related thereto.
RECOMMENDATION/POTENTIAL ACTION:
For the BOS' consideration. At the conclusion of the public hearing, the BOS, within four (4)
months of April 28, 2017 (the end of the thirty (30) day road posting period), has two (2) legal
options in this matter:
(1) The BOS, via an affirmative majority roll call vote, may determine that no public
necessity exists to abandon the aforementioned portion of Shula Road, and dismiss its
road abandonment application with VDOT; or
(2) The BOS, via an affirmative majority roll call vote, may pass Resolution # 2017-05-02
(attached) requesting VDOT to abandon to aforementioned portion of Shula Road,
because the safety and welfare of the public would be best served by abandoning said
road.
P140
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION 2017-05-02
The Pittsylvania County Board of Supervisors (the "Board"), at its May 16, 2017,
Business Meeting adopted the following:
WHEREAS, public notice was posted as prescribed by § 33.2- 909, Code of Virginia,
1950, as amended, announcing the Board's intention to abandon the road
described below from the secondary system of state highways, and offering to
hold a public hearing on the same, if so requested by any interested party; and
WHEREAS, the Commissioner of the Virginia Department of Transportation ("VDOT") was
also provided the prescribed notice of this Board's intention to abandon the subject section of road;
and
WHEREAS, as required by law, since interested parties requested a public hearing on this
matter during the statutory posting notice period, the Board conducted a duly advertised and lawful
public hearing on the same; and
WHEREAS, after considering all evidence available, this Board is satisfied that the safety
and welfare of the public would be best served by abandoning the following portion of the
following road in Pittsylvania County, Virginia: Rt. 642 (Shula Drive), from U.S. Highway 29,
west to Rt. 988 (Highwayview Road), a total distance of 0.06 miles
NOW, THEREFORE, BE IT RESOLVED, this Board abandons the above-described section
of road and removes it from the secondary system of state highways, subject to VDOT approval,
pursuant to § 33.2-909, Code of Virginia, 1950, as amended; and
WHEREAS this Board directs that a certified copy of this Resolution is forwarded to the
VDOT Commissioner.
Certification
I hereby certify that the foregoing Resolution was duly considered by the Pittsylvania County Board of Supervisors at its May 16,
2017, Business Meeting in Pittsylvania County, Virginia, at which a quorum was present, and the same was passed by a vote of
_ in favor and _ opposed.
Robert W. ("Bob") Warren, Board Chairman
ATTEST:
David M. Smitherman, County Administrator/Board Clerk
APPROVED AS TO FORM:
I Vaden Hunt, Esq., County Attorney
Recorded Vote:
Moved by Supervisor:
Second by Supervisor:
Yeas:
Nays:
P141
TOWN OF HURT
RESOLUTION OF COUNCIL AS TO SHULA DRIVE
WHEREAS, there have been a number of major traffic accidents, some involving
fatalities, caused by vehicles crossing the southbound lane of U. S. 29 onto Shula Drive; and
WHEREAS, the Virginia Department of Transportation (VDOT) is considering the
abandonment of the section of Shula Drive which connects the said southbound lane of U. S. 29
to Highwayview Road (S.R. 642); and
WHEREAS, numerous citizens of the Town of Hurt use U. S. 29 south on a daily basis
passing the said intersection with Shula Drive; and
WHEREAS, many citizens have expressed their concern as to the inherent dangers of the
said intersection and have expressed their desire to support the intersection being closed.
NOW THEREFORE BE IT RESOLVED
The Council of the Town of Hurt on behalf of its citizens hereby expresses to VDOT and
the Pittsylvania County Board of Supervisors its support for the closure of the intersection of U.
S. 29 southbound with the western portion of Shula Drive connecting said southbound lane of U.
S. 29 with Highwayview Road.
At a called meeting on April 26, 2017 the 99ancil of the Town of Hurt, Virginia passed
the above -captioned resolution by unanimous vote//
IufFff/Resolution as to closing Shula Drive
P142
of the Town
Rebecca Flippen
From: David M. Smitherman
Sent: Monday, May 01, 2017 12:47 PM
To: Rebecca Flippen
Subject: FW: Shula Drive Resolution
Attachments: Shula Drive Resolution.pdf
Foragenda
David M. Smitherman
Tel. (434)432-7710
County Administrator
Fax. (434) 432-7714
County Administration
david.smitherman(Rupittgov.org
www. pittsylyaniacoun tyya-go V
1 Center Street
PITTSYLVANIA COUNTY P.O. Box 426
VIRGINIA Chatham, VA
24531
Any e-mail or other correspondence sent to a member of the Board of Supervisors, or any other public official and/or employee of Pinsylvania County, Virginia (the
-County) in the transaction of public business, is considered a public record, and such records are subject to the Virginia Freedom of Information Act ("VA
FOIA"). 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 Commonwealth, or to any member of the news media, unless lawfully exempted from production1disclosure under VA F01A. 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 delete this email and any attachments to it from your in -
box, sent items, and deleted items. Thank you.
From: Susan Nichols [mailto:clerk@townofhurtva.ore]
Sent: Thursday, April 27, 2017 5:03 PM
To: David M. Smitherman <David.Smitherman(cDpittaov.ora>
Subject: Shula Drive Resolution
Good afternoon, Mr. Smitherman.
Please find attached the resolution that was passed by the Hurt Town Council supporting the closure of the Hwy
29/Shula Drive access road.
If you would include this in the Board of Supervisors packets for the May meeting, it would be greatly
appreciated.
Should you have any questions, please let me know.
Thank you.
Susan Nichols
Susan Nichols
Clerk/Treasurer
P143
NEW BUSINESS
P144
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Expenditure Refunds for April 2017 -Requires a
motion and a 10 -day layover.
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
BACKGROUND:
AGENDA DATE:
5-16-17
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Expenditures Refunds Memo
REVIEWED BY: C9'"
ITEM NUMBER:
8(a)
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is a list of expenditure refunds for the month of April 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 $120,767.61 as follows: $66.64 to County Administration -Travel
(100-4-012100-5500), $130.43 to Fleet -Fuel (100-4-012520-6008), $50.00 to Registrar -Salaries and Wages -
Regular (100-4-013200-1100), $1,208.33 to Clerk of Court -Office Supplies (100-4-021600-6001), $100.00
to Clerk of Court -Copier Lease (100-4-021600-60051), $3,026.34 to Commonwealth's Attomey-Travel (100-
4-022100-5500), $26.07 to Sheriff -Office Supplies (100-4-031200-6001), $735.46 to Sheriff -Undercover
Account (100-4-031200-6024), $50.53 to VFD-United Way Contribution (100-4-032200-5667), $15,989.28
to E911-Telehpone (100-4-035500-5230), $18,717.95 to CSA -Pool Program (100-4-053500-7003), $97.13 to
WIA-Other Operating (251-4-353851-6014), $97.13 to WIA-Other Operating (251-4-353853-6014), $97.13 _
to WIA-Other Operating (251-4-353855-6014), $97.13 to WIA-Other Operating (251-4-353856-6014),
$35,228.06 to WIA-Rent (251-4-353853-6014), $45,050.00 to Economic Development Fund -Industrial
Prospects (325-4-081500-8222). REQUIRES A MOTION AND A 10 -DAY LAYOVER.
P145
Finance Department
P.O. Box 426
Chatham, Virginia 24531
PITTSYL.VANIA COUNTY
VIRGINIA
MEMO TO: David M. Smitherman
County Administrator
FROM: Kim Van Der Hyde%
Finance Director
SUBJECT: April Expenditure Refunds
DATE: May 4, 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 April. I am recommending that all of the following expenditure
refunds be reappropriated by the Board of Supervisors:
100-4-012100-5500 County Administration -Travel 66.64
Reimbursement
100-4-012520-6008 Fleet -Fuel 130.43
Reimbursement
1004-013200-1100 Registrar -Salaries and Wages -Reg 50.00
Insurance Reimbursement
100-4-021600-6001 Clerk of Court -Office Supplies 1,208.33
Reimbursement
100-4-021600-60051 Clerk of Court -Copier Lease 100.00
Reimbursement
100-4-022100-5500 Commonwealth's Atty-Travel 3,026.34
State Reimbursement
100-4-031200-6001 Sheriff -Office Supplies 26.07
Reimbursement
100-4-031200-6024 Sheriff -Undercover Account 735.46
Restitution
P146
100-4-032200-5667 VFD-United Way Contribution 50.53
United Way Contribution
100-3-000000-189912
100-4-035500-5230 E911 -Telephone 15,989.28
Reimbursement
100-4-053500-7003 CSA -Pool Funds 18,717.95
Pool Program Reimbursement
251-4-353851-6014 WIA-Other Operating 97.13
Reimbursement
251-4-353853-6014 WIA-Other Operating 97.13
Reimbursement
251-4-353855-6014 WIA-Other Operating 97.13
Reimbursement
251-4-353856-6014 WIA-Other Operating 97.13
Reimbursement
251-4-353853-6014 WIA-Other Operating 35,228.06
Rent Payments (251-3-000000-150201)
325-4-081500-8222 Economic Dev Fund 45,050.00
Industrial Prospects
Reimbursement
TOTAL APRIL EXPENDITURE REFUNDS $120,767.61
P147
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Library Transfer
SUBJECUPROPOSAUREOUEST:
Appropriation of Memorial Gift Receipts for Transfer
STAFF CONTACT(S):
VanDerHyde
BACKGROUND:
AGENDA DATE:
5-16-17
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Library Transfer Request
REVIEWED BY:
ITEM NUMBER:
g(b)
INFORMATION:
INFORMATION:
DISCUSSION:
The Pittsylvania County Library is requesting a transfer from their Memorial Gifts Fund to the local Library
budget in the amount of $1,432.94 to cover expenditures that will be incurred during FY 2016-2017. Since
this is a transfer from fund to fund, Board approval is required before this transfer can be made. Attached is
the Library's transfer request that was approved by the Library's Board of Trustees at their April 10, 2017
meeting.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the transfer of $1,432.94 from the Memorial Gifts
Fund (Fund 265) to the local Library budget (100-4-073100).
P148
PITTSYLVANIA CO PUBLIC LIBRARY
BASED ON BALANCES AS OF
APRIL 2017
NOTE: Submitted to the Board of Trustees for their approval at the April 10, 2017 meeting.
To be submitted to the Board of Supervisors for approval at their next meeting.
FY2016.2017
Transfer funds to accounts where needed:
100.4.073100.1022 Director - Salary
3,186.00
100.4.073100.1100 FIT Salaries
7,396.69
100-4.073100.1300 PIT Salaries
17,470.13
100.4-0731062100 FICA
2,065.86
1004.073100-2210 VRS
702.68
1004-0731062300 Group Health Insurance
7.174.96
100-4-073100-2301 Dental
48.00
100-4-0731062400 VRS Life Insurance
9.12
100.4073100.2690 Unemployment Insurance
591.37
1064-0731062700 Workers Comp Insurance
995.41
1064.073100.2800 LT Disability Insurance
710.90
1064073100.3310 Repairs & Maint - Office Equip
14.60
1064-0731063600 Advertising
167.26
1OD-4-073100.5110 Electricity
211.83
1100-4-073100-5120 Healing Fuels
174.09
100-4-0731065130 Water & Sewer
56.53
100.4.0731065210 Postage
447.02
100.4-073100.5230 Telephone
4,340.92
1064-073100.5240 Internet Services
100-4-073100.5420 Rental of Bulldigs
3,000.00
100-4-073100-5500 Travel
166.09
1064-0731065540 Training & Education
738.00
100.4.0731065840 Awards & Certificates
295.00
100.4-073100.6001 Office Supplies
1.500.00
1004-073100.60051 Rental/Copier Lease
2.913.82
100.4.0731066007 Building & Maintenance
2.132.35
100.4473100-6008 Fuels - Vehicle
-
972.99
1064.073100.6012 Books & Subscriptions
1,253.58
1064.073100.6030 Service Costs - Parts
379.54
100.4.073100-6031 Service Costs - Labor
1,248.10
29,465.15 30,898.09
Memorial Books Expense 1,43294
1.432.94
GRAND TOTAL TRANSFERS REQUESTED: 30,898.09 30,898.09
PREPARED BY: Barbara Robarts
P149
411012017
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Workforce Investment Act (WIA)-Pathways to the
American Dream Grant- This item requires a motion
and a roll call vote.
SUBJECT/PROPOSAL/REQUEST:
Appropriation of the Pathways to the American Dream
Grant for the Work Force Investment Act (WIA) Fund
STAFF CONTACT(S):
AGENDA DATE:
5-16-17
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
MOU for Sub -Award Funding
REVIEWED BY: U1-0
ITEM NUMBER:
8(c)
INFORMATION:
INFORMATION:
DISCUSSION:
Pittsylvania County received the attached Memorandum of Understanding from the Workforce Investment
Board concerning a Pathways to the American Dream Grant. The total of the grant is $78,575 and will be
used to enhance workforce development capacity through an education and training system that adapts
quickly to changing needs of businesses. The monies will be used to 1) build a pipeline of skilled workers to
help businesses fill existing job openings and meet job needs for expansion; and 2) enable the region to
capitalize on the development of more value-added industries. A budget breakdown is also attached showing
how these funds will be spent. This grant does not require a monetary local match.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve and appropriate a total of $78,575 as set forth in the
attached project budget to the WIA Fund. THIS ITEM REQUIRES A MOTION AND A ROLL CALL
VOTE.
P150
MEMORANDUM OF UNDERSTANDING
BETWEEN
NEW RIVERIMOUNT ROGERS WORKFORCE INVESTMENT AREA
CONSORTIUM BOARD
AND
WEST PIEDMONT WORKFORCE DEVELOPMENT BOARD
PARTIES
This Memorandum of Understanding (MOU) is entered into between New River/Mount Rogers Workforce
Investment Area Consortium Board (NRMRWIACB) and West Piedmont Workforce Development Board
(WPWDB) to set forth mutually agreed upon procedures for Sub -Award funding for the provision of the
America's Promise Grant project, Pathways to the American Dream (Pathways). This grant was awarded to
NRMRWIACB, Grant HG -30136-17-60-A-51, from the US Department of Labor (US DOL). Under this
agreement, WPWDB is a Sub -Recipient of funds.
Grantee Tax Identification Number: 30-0626968
Sub -Recipient Tax Identification Number: 45-0485009
DEFINITIONS
A Sub -Award is an award provided to a Sub -Recipient by a Grant Recipient for the purpose of carrying out
an integral part of a Federal award received by the Grant Recipient. A Sub -Recipient does not provide
ancillary goods or services typically provided by a contractor or vendor.
As a Sub -Recipient, WPWDB (1) assists in determining who is eligible to receive what Federal assistance;
(2) is measured by whether objectives of the Federal Pathways program are met; (3) has some shared
responsibilities for programmatic decision making; (4) is responsible for adhering to applicable Federal
program requirements; (5) uses Federal funds to carry out the program for a public purpose; and (6) is
funded by a Sub -Award.
In this MOU, the use of the term "May" means it is permissive. The use of the term "Will" means it is
imperative.
BASIC UNDERSTANDING
Pathways is a four-year H-1113 project designed to enhance workforce development capacity through an
education and training system that adapts quickly to the changing needs of businesses. As such, Pathways
strives to (1) build a pipeline of skilled workers to help businesses fill existing job openings and meet job
needs for expansion; and (2) enable the region to capitalize on the development of more value-added
industries. A total of 1,100 unemployed, underemployed, and incumbent workers will be served in the
Pathways project. Participants will participate in training activities, earn credentials, and attain fulltime
employment in one of the middle- to high -skilled occupations in the Manufacturing, Information Technology,
and Healthcare industries listed in Attachment 1.
WPWDB will use this Sub -Award as defined in the Budget and Scope of Work to support activities as part
of the Pathways project.
Administrative Contact: Marty Holliday, Executive Director
NR/MR Workforce Investment Area Consortium Board
6580 Valley Center Drive, Suite 119
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Radford, Virginia 24141
Marty. Hollid ayld�.nrmrwlb.orQ
Mobile: (540) 357-0651
Project Manager: Jenny Bolte
NR/MR Workforce Investment Area Consortium Board
6580 Valley Center Drive, Suite 119
Radford, Virginia 24141
Jenny. Bolte annrmrwib.org
Mobile: (540) 838-9400
Project Period of Performance: January 2, 2017 to December 31, 2020
MOU Period of Performance: March 1, 2017 to December 31, 2017
Scope of Work: The Pathways Scope of Work is provided in Attachment 2.
Budget: WPWDB's Sub -Award for Year One activities to serve 50 eligible participants is provided in
Attachment 3.
Administrative Funds are included to cover WPWDB's coordination costs of participating in the project and
accomplishing the goals outlined in this Sub -Award to include staff time, travel, and other expenses not
covered by other payment sources.
Participant Training and Assistance Funds are for tuition and other related educational and training
expenses including books, supplies, certification testing, etc. as well as supportive services necessary to
accomplish goals. These funds may be provided by the Pathways directly to Training Providers or to
WPWDB as a fiscal intermediary to be blended with other funding sources to support participants in their
jointly approved education/training activities. WPWDB may pay education/training providers directly for
education/training services using a combination of Pathways funds and funds from other grants and
programs overseen by WPWDB, which will complement external funding from scholarships, grants,
financial aid and other sources that combine to cover the identified education/training need.
Pathways funding has been allocated for an average of $1,800 per participant. However, funding requests
exceeding $1,800 per participant must be agreed in writing upon prior to utilization.
Sub -Award's Deliverables and Outcomes for Year One: WPWDB's Deliverables and Outcomes for Year
One are provided in Attachment 4.
Target Populations:
• Disadvantaged populations with training and employment barriers such as long-term
unemployment, limited English proficiency, low -skilled, low literate and numerate, low educational
attainment, lack of work experience, disabilities, prior criminal conviction, and/or other barriers.
• Dislocated workers
• Individuals who are over -income for federal financial aid and federal job training programs who
work paycheck to paycheck with an income below social mobility wages
• Under -represented populations in the targeted industries
• Veterans and spouses of veterans
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Participant Eligibility: Targeted participants to participate in training include unemployed, underemployed,
and incumbent workers. For the purposes of the Pathways project, the following definitions apply:
• Unemployed Worker: An individual who is without a job and who is seeking employment and is
available to work.
• Underemployed Worker: An individual who is not currently connected to a fulltime job
commensurate with the individual's level of education, skills, or wage and/or salary earned
previously, or who has obtained only episodic, short-term, or part-time employment.
• Incumbent Worker: An individual who is employed, particularly in a low -skill, lower -wage, and front-
line job but needs training to upgrade his/her skills to secure fulltime employment, advance in
his/her career, or retain his/her current occupation in an H-1 B occupation and industry. Incumbent
workers typically are employed in lower -skilled and/or entry level positions and where attaining new
skills and competencies could help advance them into middle- and high -skilled jobs. The training
provided to incumbent workers is developed with an employer or employer association.
All populations will be prioritized for recruitment, yet only individuals who have an ability to benefit from
Pathways and a career goal and plan leading to employment in a middle to high -skilled H-1 B job in the
targeted industries and occupations in the region by the conclusion of the project will be eligible to receive
Pathways funding.
Pathways Region:
• WDA 1— Southwest Virginia
Buchanan, Dickenson, Lee, Norton, Russell, Scott, Tazewell, Wise
• WDA 2— New River/Mount Rogers
Bland, Bristol, Carroll, Floyd, Galax, Giles, Grayson, Montgomery, Pulaski, Radford, Smyth,
Washington, Wythe
• WDA 3— Western Virginia
Alleghany, Botetourt, Clifton Forge, Craig, Franklin, Roanoke, Roanoke City
• WDA 17— West Piedmont
Danville, Henry, Patrick, Pittsylvania
RESPONSIBILITY OF PARTNERS
Under this Sub -Award, the New River/Mount Rogers Workforce Investment Area Consortium Board, as
Grantee, agrees to oversee management of the Pathways project in the following manner:
Funding: As a recipient of federal grant funds, NRMRWIACB will comply with requirements of the Cash
Management Improvement Act (CMIA) agreement between the Commonwealth of Virginia and the United
States Department of the Treasury. The CMIA requires that federal funds be requested by NRMRWIACB
on an as -needed basis to fund expenditures. As a Sub -Recipient of federal grant funding, WPWDB's
requests for funds will also meet requirements of the CMIA.
Requests for funds may be submitted on a monthly basis by WPWDB to NRMRWIACB by the 5t^ of each
month using the supplied Pathways Invoice, which will detail expenditures paid for which reimbursement is
being requested. Supporting documentation, such as payroll reports and Time Sheets for personnel, Travel
Vouchers and Map Quests for travel, and receipts for purchases must accompany each Invoice.
NRMRWIACB will transfer US DOL funds to WPWDB within 30 business days of receiving a properly
supported request.
Reporting: NRMRWIACB is responsible for reporting activities quarterly to the US DOL. Therefore,
NRMRWIACB will provide the appropriate reporting specifications to WPWDB outlining the data included in
P153
the reports. NRMRWIACB will provide all reporting regulations, governing policies, and formats required for
reporting purposes in writing to WPWDB.
NRMRWIACB is responsible for submitting Quarterly Progress Reports to the US DOL for activities
occurring during each quarter. Information contained in the Quarterly Progress Reports should match the
participant data in the GoodTrak@ Data System and progress on Pathways tasks for Narrative Reporting in
ProjectHub®, a secure online collaboration and project management tool selected by NRMRWIACB for
communication and management purposes.
Dates for the Quarterly Progress Reports are as follows:
• Q1: January 1, 2017 -March 31, 2017— due no later than May 15, 2017
• Q2: April 1, 2017 -June 30, 2017— due no later than August 14, 2017
• Q3: July 1, 2017 -September 30, 2017— due no later than November 14, 2017
• Q4: October 1 -December 31, 2017— due no later than February 14, 2018
Communication: NRMRWIACB is responsible for effective communication to ensure the success of each
Sub -Recipient and Contractor for overall success of the Pathways project. NRMRWIACB will use
ProjectHubO as a centralized repository for information to capture information, share documents and
efficiently manage multiple tasks, deadlines, responsibilities, and outcomes as well as ensure effective
communications and transparency among staff and partners.
Sub -Recipients and Contractors will use ProjectHub® for communications and management of tasks.
Under this Sub -Award, the West Piedmont Workforce Development Board, as Sub -Recipient, is
responsible for providing grants administration management and performance management for the scope
of the project.
Main Point of Contact: Lisa Fultz, Executive Director
West Piedmont Workforce Development Board
276-656-6190 or 276-734-9567
Project Point of Contact:
Lisa Fultz, Executive Director
West Piedmont Workforce Development Board
276-656-6190 or 276-734-9567
WPWDB will use funding as depicted in the Scope of Work to provide a 1.0 FTE Workforce Systems
Navigator and .5 FTE Business Services Unit Specialist. Funds have also been allocated for travel,
supplies, occupancy, and administration.
WPWDB will report financial and performance information in accordance with instructions issued by
NRMRWIACB.
WPWDB will provide reporting to NRMRWIACB as required:
• Reimbursement requests by the 5r^ of each month with accompanying support documentation.
• Participant data entered daily in GoodTrak® and completed no later than close of business each Friday.
• Business data reported in ProjectHub® (or other CRM to be determined) by close of business each
Friday.
• Other reporting as requested by the DOL.
P154
WPWDB may direct appropriate staff to meet at agreed upon intervals to discuss and plan activities to
satisfy requirements of this MOU and to ensure efficient and effective implementation of the MOU.
FUNDING
Funding associated with the project will be made available on a reimbursable basis, to support the US DOL
project, Pathways to the American Dream. New River/Mount Rogers Workforce Investment Area
Consortium Board will provide funding as depicted in Attachment 3. Any deviation from this budget will
require prior approval from NRMRWIACB. The dollar ceiling for Year One of this Sub -Award is $78,575.
All communication materials will be coordinated with NRMRWIACB. All printed and electronic materials
purchased with these funds will specify the joint partnership between NRMRWIACB and WPWDB under
the America's Promise Grant through the US Department of Labor.
Any good costing more than $5,000 will need to receive approval from NRMRWIACB prior to purchase.
This award shall not be reassigned, and Sub -Awards or Contracts will not be made without pre -approval
from NRMRWIACB.
Integrity of Funds
WPWDB will use funding only for allowable activities, as stipulated by the Office of Management
and Budget (OMB) 2 CFR Part 200, Subpart E (hftp://www.ecfr.gov/cqi-binftext-
idx?tpl=/ecfrbrowse/Title02/2cfr200 main 02.tp1) WPWDB assumes full responsibility for any
financial obligations resulting from disallowances by the federal government of federal
reimbursements received by and attributable to WPWDB's expenditures, unless such
disallowances result from the failure of NRMRWIACB to properly submit claims.
WPWDB will not be able to claim costs that have been otherwise claimed or reimbursed under any
other federal reimbursement process.
All Pathways funds will be obligated and expended within the performance period. Close out and
reconciliation must take place within 45 days after the end of the Sub -Recipient performance period or any
approved extensions.
PERFORMANCE
The goal of serving 1,100 participants among the four Workforce Development Areas will be achieved
under a specific set of guidelines:
• Eligible and Suitable individuals who can benefit from the Pathways project and who agree participate in
a national evaluation will be enrolled in the project.
• WPWDB's Service Targets and quantifiable goals are described in Attachment 4.
Data Tracking:
Workforce System Navigator:
During Enrollment, participants will be monitored weekly by WPWDB's Workforce System Navigator.
Information should be entered into GoodTrak® daily and will be completed no later than Close of Business
each Friday. Outcomes include determining accomplishments and challenges to encourage, support, and
assist the participant in completing goals.
P155
Data and Follow-up Specialist:
After each participant accomplishes his/her employment goal documented at program entrance, the
Workforce System Navigator will exit the participant and transition him/her to the Pathways Data and
Follow-up Specialist.
Within two business days, the Data and Follow-up Specialist will provide a Follow-up call to each exited
participant to obtain the business name and contact information employing the participant.
The Data and Follow-up Specialist will obtain verification of employment and preferred method of
information exchange from the business.
1st,2nd 3,d, and 4th Quarter after exit, the Data and Follow-up Specialist will obtain employment verification
from the business in the form of a written document.
Each month after Exit for 12 months, the Data and Follow-up Specialist will contact participants to have an
ongoing conversation about accomplishments and challenges to support for employment retention and
continued career pathway advancement, as applicable.
Communication Expectations: The overall success of the Pathways project requires coordination of
communication efforts. WPWDB will use ProjectHubO for communications and management of tasks.
Confidentiality: WPWDB will hold information and data obtained as to personal facts and circumstances
related to individuals confidential in accordance with state and federal requirements, during and following
the term of this MOU.
RECORDS
WPWDB is responsible for retaining adequate records supporting program activities and transactions for at
least five years following the date NRMRWIACB submits the final expenditure report or until any audit
questions are resolved, whichever is later.
WPWDB will make its records available to NRMRWIACB, upon request, at any time during the retention
period. Records will be available for audit if requested by NRMRWIACB and the US DOL. WPWDB will
cooperate with any such audit and will take appropriate corrective actions.
BREACH OF MOU
The agencies agree that each will fulfill its responsibilities under this agreement in accordance with the
provisions of law and regulations that govern their activities. This agreement does not negate any operating
procedures in effect. If at any time an entity is unable to perform its functions under this agreement, such
entity shall immediately provide written notice to NRMRWIACB describing its inability to fulfill the
requirements of the agreement and establish a date at the earliest convenience, but no more than 15
business days, to mutually resolve the issue.
The signatories may direct appropriate staff to meet at agreed upon intervals to discuss and plan activities
to satisfy requirements of this MOU and to ensure efficient and effective implementation of this MOU.
However, failure of any party to abide by this agreement is basis for termination by NRMRWIACB.
IMPASSE RESOLUTION
The entities agree to communicate openly and directly and that every effort will be made to resolve any
problems or disputes in a cooperative manner. For disputes regarding the provisions of this agreement, that
els6
cannot be resolved through communication, the parties will document the negotiations and efforts that have
taken place to resolve the issue and the signatories will meet to seek a resolution.
MODIFICATION OF MOU
This agreement, including budget, may be modified by amendment in writing signed by both parties. If any
part of this MOU is found to be null and void, or is otherwise stricken, the rest of this MOU will remain in
effect until renegotiated or rewritten.
DURATION OF MOU
This agreement is effective from March 1, 2017 to December 31, 2017. A new MOU will be provided for
each subsequent year of the Pathways project. At that time, adjustments can be made to the MOU to
incorporate necessary changes for project continuation.
CERTIFICATIONS AND ASSURANCES
The parties to this MOU acknowledge that they will incorporate by reference and abide by the following
certifications and assurances as part of this agreement including:
• Certification Regarding Lobbying (29 CFR Part 93)
• Drug -Free Workplace Requirements Certification (29 CFR Part 98)
• Non -Discrimination and Equal Opportunity Assurance (29 CFR Part 37)
• Certification Regarding Debarment, Suspension, and Other Responsibility Matters (29 CFR Part
98)
• Standard Form 424b Standard Assurances (Non -Construction Programs)
REGULATIONS AND POLICIES
The parties to this MOU acknowledge that they will incorporate and abide by the following regulations and
policies as part of this agreement including:
• Electronic media and documents created by Sub -Recipients will be sent to New River/Mount Rogers
Workforce Investment Area Consortium Board for approval and must contain the funding statement
and disclaimer:
o This document was supported by Grant HG -30136-17-60-A-51 from the US Department of Labor.
Its contents are solely the responsibility of the authors and do not necessarily represent the official
views of the US DOL or the New RiverlMount Roger Workforce Investment Area Consortium
Board.
• Supportive Services, including but not limited to, childcare, transportation, medical care, room and
board, and emergency assistance, must be an integral but subordinate part of the program.
NRMRWIACB will establish policies for supportive service funding. Should a request be made for a
supportive service not included on the Supportive Service Policy Document, then WPWDB will provide
a formal written request for inclusion of the service in the policy. NRMRWIACB will seek appropriate
approval and amend the Supportive Service Policy to include the additional policy statement.
Supportive Service funding must be paid directly to the business or agency.
• Employer partners may be paid directly for costs associated with providing work -based learning
activities.
• Resumes of key personnel will be retained by NRMRWIACB.
• Participants are expected to be trained in the agreed upon training programs. However, should new
demand H-1 B occupations be identified in the region, NRMRWIACB will seek appropriate approval by
the US DOL and amend Attachment 1, as necessary.
• NRMRWIACB will cooperate with US DOL and other federal evaluation partners to establish
procedures to ensure the integrity of the research design and quality of its products and to clarify
aspects of the project or evaluation design. NRMRWIACB and all Sub -Recipients will abide by the
Pls7
required evaluation protocols, to be described by US DOL, that include the collection of uniform data
elements and timely entry into the US DOL specified database, data quality control, and data security.
SIGNATURES
In witness whereof, the parties hereby execute this Memorandum of Understanding:
By 'L"� f�� Date: 15 Mar 2017
Lisa Fultz
Executive Director
West Piedmont Workforce Development Board
Z
Date:
John Garner
Chair
New River/Mount Rogers Workforce Investment Area Consortium Board
P158
ATTACHMENT
Pathways to the American Dream
MANUFACTURING, HEALTHCARE, AND INFORMATION TECHNOLOGY H-1 B OCCUPATIONS
Manufacturing
Industrial Engineering 17-2112
Mechanical Engineering 17-2141
Electrical and Electronics Engineering Technicians 17-3023
Mechanical Engineering Technicians 17-3027
Engineering Technicians 17-3029
Chemical Technicians 19-4031
Automotive Service Technicians and Mechanics 49-3023
Industrial Machinery Mechanic 49-9041
Machinery Maintenance 49-9040
Machinists 51-4041
Welders, Cutters, Solderers, and Brazers 51-4121
Welding, Soldering, and Brazing Machine Setters, Operators, and Tenders 514122
Healthcare
Occupational Therapist 29-1122
Registered Nurse 29-1141
Medical and Clinical Laboratory Technologists 29-2011
Medical & Clinical Lab Technicians 29-2012
Respiratory Therapist 29-1126
Dental Hygienist 29-2021
Medical and Clinical Laboratory Technician 29-2012
Diagnostic Medical Sonographer 29-2032
Radiologic Technologist 29-2034
Physical Therapist Assistant 31-2021
Licensed Practical and Vocational Nurse 29-2061
Emergency Medical Technician and Paramedic 29-2041
Surgical Technologist 29-2055
Medical Records and Health Information Technician 29-2071
Dental Assistant 31-9091
Medical Assistant 31-9092
Medical Transcriptionist 31-9094
Phlebotomist 31-9097
Nursing Assistant/Patient Care Technician 31-1014
Information Technology
Computer Systems Analyst 15-1121
Computer Programmer 15-113
Software Developer, Applications 15-1132
Software Developer, Systems Software 15-1133
Network and Computer Systems Administrator 15-1142
Web Developer 15-1134
Computer Network Support Specialist 15-1152
Computer User Support Specialist 15-1151
P159
ATTACHMENT 2: SCOPE OF WORK
Pathways to the American Dream
WEST PIEDMONT WORKFORCE DEVELOPMENT BOARD
Background
As described in the State Plan, WIOA "presents the Commonwealth with an opportunity to transform the
way workforce services are delivered" (57). Recognizing the workforce system is "fragmented" by eight
agencies within four secretariats, the State Plan suggests an "ecosystem" where partners are unified to
address challenges and seize opportunities to advance businesses and workers. The State Plan proposes
foundational and coordinating strategies to unify partners and satisfy customers and stakeholders (55-68).
Pathways embodies these strategies to unite our workforce system and revolutionize the delivery of
services.
Project Description
Pathways to the American Dream is a four-year project aiming to leverage and align WIOA and decrease
the reliance of skilled foreign workers on the H-1 B visa program.
The purpose of the US DOL H-1 B funded America's Promise Grant projects is to build a pipeline of skilled
workers to help businesses fill existing job openings and meet job needs for expansion and to enable the
region to capitalize on the development of more value-added industries.
Pathways uses evidence -based best -practices, open source and cost-effective curricula, and blended
learning to provide high-quality, comprehensive, competency -based training and wrap-around services to
address participant employment barriers and skill needs aligned with business and industry needs.
Proiect Goals
(1) Create a regional workforce strategy for sector partnerships in the Manufacturing, Healthcare, and
Information Technology industries.
(2) Increase opportunities for unemployed, underemployed, and incumbent workers to develop their skills
and earn credentials in high -demand occupations.
(3) Guide education and training partners in closing the gap between the skills needed by workers and the
skills of the available workforce, expanding the affordability of workforce training and credentialing, and
increasing the interest in technician, technologist, and trade -level positions to fill available and emerging
jobs.
(4) Guide education and training partners in developing a system that awards academic credit applicable to
the student's certificate or degree program requirements to students who demonstrate competency through
a Prior Learning Assessment system.
(5) Provide research and best -practices so Virginia legislators can adopt policies for creating, sustaining,
and scaling sector partnerships to generate innovative programming that closes skill gaps and leads to
employment in technical and professional level demand occupations.
Project Deliverables
1,100 people enrolled in education and training activities
935 (85%) complete training activities
825 (75%) complete training and receive credential
10
P160
• 619 (75%) of total un- and under -employed (825) obtain employment
• 248 (90%) of total incumbent workers (275) advance into a new position
• Prior Learning Assessment (PLA) system established through the Council of Adult and Experiential
Learning and the Virginia Community College System (VCCS)
• Learning Portal created by project staff, the Virginia Adult Learning Resource Center, and the
VCCS
• White paper published depicting best practices
Project Outcomes
• Decreased reliance on H -1B workers
• Increased opportunities for unemployed, underemployed, and incumbent workers to earn
credentials in H-1 B jobs
• Increased training opportunities for disadvantaged populations
• Evidenced based policies for workforce development programs
• Increased earnings for participants
WPWDB's outcomes and deliverables are included in Attachment 4.
Eligibility and Suitability
Because the Pathways project is intended to serve unemployed, underemployed, and incumbent workers,
presumably with barriers and access education and training, eligibility and suitability play a significant role
in the project to enroll individuals who demonstrate they can benefit from the project.
The Workforce System Navigator is responsible for verifying employment status.
Pathways Comprehensive Assessment System
• Life Skills and Social/Emotional Needs
• Academic Skills
• Employability Skills
• Technical skills
• Supportive Service Needs
Eli ibili : Individuals meeting the definitions for Unemployment, Underemployment, and Incumbent
Workers provided by the US DOL in this MOU are eligible to apply to be included in the Pathways project.
Assessment is essential to determine if an individual is ready and can benefit from program services, and
to ensure participants transition into employment. Individuals are encouraged to submit all qualifying
information to determine eligibility for leveraged programs and other opportunities in the region for co -
enrollment.
Pathways will use a Screening Tool to determine eligibility and document information provided by the
applicant. This tool will empower applicants to be self -driven and responsible for moving through the
process. Information includes:
• Educational and employment history and goals
• Income
• Family size
• Receipt of social benefits
• Disabilities
• Criminal history
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11
• Health and wellness
• Housing
• Financial wellness
After applicants are determined eligible, they will have an opportunity to take comprehensive and
specialized assessments to determine their employment readiness in the four skill areas of personal
effectiveness, employability, academic, and technical. With the assistance of the Workforce Systems
Navigator, applicants will set short and long-term training goals leading to entry and advancement in H-1 B
middle to high -skilled occupations. All applicants whose assessments and career goals are in alignment
with the project goals may be enrolled in the Pathways project.
Eligibility Assessments: Basic skill and career interest and aptitude will be assessed to determine ability to
benefit from Pathways:
• Test of Adult Basic Education (TABE): Measures Educational Functioning Levels in reading,
writing, and mathematics (Or another standardized assessment determining basic reading, writing,
and mathematics skills)
• CareerScope: Measures interest and aptitude to help guide career choices that are consistent with
O'NET and the U.S. Department of Education's 16 Career Clusters and Pathways.
Suitability: Pathways makes an investment in people, so applicants must demonstrate suitability in addition
to eligibility. The Workforce Systems Navigator will conduct assessments and/or screenings to determine
suitability, taking into consideration the following criteria:
• Short-term and long-term career pathway goals
• Wage rate needed for self-sufficiency and social mobility
• Wage rates of short-term and long-term goals
• Self-sufficiency wage rate congruent with career goal wage rate
• Perceived level of commitment and persistence
• Barriers to and resources available for successful completion
• Significant barriers such as criminal history that would preclude the individual from working in his
chosen career pathway in the healthcare field
Suitability Assessments: Other skills to determine personal effectiveness, employability, academic, and
technical skills.
Some or all of the following assessments, as well as additional assessments not identified below but
determined by project partners to be a valid and reliable instrument, may be used as determined by the
Workforce Systems Navigator.
Personal Effectiveness Skills
• Andros Personal Effectiveness Inventory: Measures personal focus and growth, team
effectiveness, customer focus, relationships, and personal adaptability.
• The 7 Habits of Highly Effective People Personal Effectiveness Quotient: Measures current
behaviors within the framework of the 7 Habits of Highly Effective People.
• Consumer Financial Protection Bureau's Financial Empowerment: Measures skills for financial
planning and decision-making.
Academic Skills
• Washington State Learning Needs Screen: Determines the possible existence of learning deficits
and disabilities
12
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• Northstar Digital Literacy Assessment: Basic skills needed to perform tasks on computers and
online
• WorkKeys Reading for Information, Locating Information, and Applied Mathematics: Measures skill
levels in reading and using written text in order to do a job, working with workplace graphics, and
applying mathematical reasoning, critical thinking, and problem -solving techniques to work-related
problems
Employability Skills
• Holland Personality Type Career Test: Measures what career best fds an individual's personality.
• WorkKeys Talent Assessment: Measures work-related attitudes and behaviors such as
dependability, assertiveness, and emotional stability
Technical Skills
• What Career Is Right for Me?: Measures career aptitude to understand natural skills and what jobs
are a good match. Also depicts the highest paying and fastest growing careers and required
training.
• O'Net Interest Profiler "My Next Move": Measures career interests and how they relate to speck
career fields.
The Workforce Systems Navigator will determine if eligible applicants are suitable and have the ability to
benefit from being enrolled in the Pathways project. Also considered is the applicant's attitude, punctuality,
and follow-through during the initial screening process.
Barrier Crimes: During the screening process, individuals will be asked to disclose their criminal history to
determine barriers to employment. Pathways will provide a Guidance Document to determine whether an
individual's criminal history will be a barrier to employment in his/her chosen occupation.
Career and Services Plan: All participants will have an individualized plan based on their assessed needs
and goals. Training goals and life stability completion and timeframes should be reasonable and
achievable. Additionally, upon entrance, participants will indicate the supportive services needed for them
to be successful.
Education and Training Systems Development
Pathways will engage multiple education and training providers to enhance workforce development
capacity. Business and education will collaborate about occupational requirements and training to shape
the pipeline of talent. Pathways will benefit the workforce and education system by providing a venue for
understanding the needs of industry and a vehicle to build and refine training programs and credentials.
Engaging multiple Education and Training Providers to determine skills, competencies, credentials, delivery
method, instructional methodology, access, prerequisites, benchmarks for ability to benefit, amount of time
to complete, cost, and acceptance of businesses is essential to customer choice, which underpins the
philosophy of the Pathways project. Collaborative partnerships formed among the multiple Education and
Training Providers will provide optimal opportunity for participants.
Guiding the community colleges to articulate workforce competencies and credentials into college credit
toward degrees as specified in the Code of Virginia Chapter 326, Title 23, Chapter 4.03, § 23-38.10:15
effective July 1, 2016 will ease progression in career pathways, leading participants to higher skilled
employment.
13
P163
Training Strategy
Pathways is a comprehensive sector -based career pathways system leading to middle- and high -skilled
occupations.
Entry into Pathways may begin at the Occupational Bridge, Level Three, Community Collee, or University
depending on the participant's skills and experience and ability to complete education/training and secure
employment within the timeframe of the project. Individuals not eligible will be referred to partners.
Level Two
Adult Basic
Level One (EFL 34)
Literacy
(EFL 1-2)
Work Readiness Skill Development
Community College 11
University
Baccalaureate
Degree
Master's
Degree
ocapaton Speafic
Occupational Bridge Training
Manufacturing
• Production Basics: The Manufacturing Customer, Production Basics, Production Materials
• Production Process and Planning: Production Processes, Planning, Managing Production
Resources
• Tools and Equipment: Tool and Equipment Operation, Using Tools and Equipment Safely,
Maintenance and Repair
• Packaging and Distributing Products: Packaging and Labeling, Distributing Products
• Managing and Improving Quality: Quality, Quality Inspections and Audits, Eliminating Production
Problems
• Sustainable and Green Manufacturing: Manufacturing and the Environment, Benefits of Green and
Sustainable Manufacturing
Workplace Safety: Establishing Safety Consciousness in the Workplace, Preventing and
Responding to Safety Hazards
Healthcare
• Fundamentals: Introductions to Healthcare Systems, Emerging Issues in Health Science, Career
Decision-making
• Healthcare Delivery: Healthcare Teams, Health Information Management, Medical Coding and
Billing, Communication in the Workplace
• Healthcare Practices and Procedures: Healthcare Procedures, Healthy Behaviors, Nutrition,
Pharmacy and Pharmacology
• Academic Foundations: Human Structure and Function, Common Diseases and Disorders, Medical
Mathematics and Data, Medical Terminology
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P164
Level Three
Adult Secondary
(EFL 5-6)
1 Year
Technical
2 Year
Associate
Occupational
Bridge
Diploma
Degree
ITm
Manufacturing
- - - --- --
HealthcareLL
foundational Skill Demlopment Indusby Wide -Industry Sector Ski? Development
University
Baccalaureate
Degree
Master's
Degree
ocapaton Speafic
Occupational Bridge Training
Manufacturing
• Production Basics: The Manufacturing Customer, Production Basics, Production Materials
• Production Process and Planning: Production Processes, Planning, Managing Production
Resources
• Tools and Equipment: Tool and Equipment Operation, Using Tools and Equipment Safely,
Maintenance and Repair
• Packaging and Distributing Products: Packaging and Labeling, Distributing Products
• Managing and Improving Quality: Quality, Quality Inspections and Audits, Eliminating Production
Problems
• Sustainable and Green Manufacturing: Manufacturing and the Environment, Benefits of Green and
Sustainable Manufacturing
Workplace Safety: Establishing Safety Consciousness in the Workplace, Preventing and
Responding to Safety Hazards
Healthcare
• Fundamentals: Introductions to Healthcare Systems, Emerging Issues in Health Science, Career
Decision-making
• Healthcare Delivery: Healthcare Teams, Health Information Management, Medical Coding and
Billing, Communication in the Workplace
• Healthcare Practices and Procedures: Healthcare Procedures, Healthy Behaviors, Nutrition,
Pharmacy and Pharmacology
• Academic Foundations: Human Structure and Function, Common Diseases and Disorders, Medical
Mathematics and Data, Medical Terminology
14
P164
• Health and Safety. Personal and Environmental Safety, Safety Hazards, Emergency Procedures
and Protocols
• Ethical and Legal Responsibilities: Legal Implications, Legal Practices; Ethical Boundaries,
Diversity in the Healthcare Workplace
Information Technology
• Principles of Information Technology: Computers and their Uses, IT Basics, Computer Operating
Systems, Web Management
• Information Management: Business Information, Data Administration, Database Management
• Networks and Mobility: Foundations of Networking, Wireless Networks and Mobile Media, Network
Security
• Software Development: Programming Fundamentals, Programming Technologies, Social
Networking Services, Website Development
• User and Customer Support: Introduction to the Health Desk, Help Desk Functions
• Digital Media: Digital Media Technology, Visual and Functional Design
• Compliance: Data Accessibility, Threats, Business Continuity and Disaster Recovery
• Security and Integrity: Laws and Standards in IT, Computing Ethics
Foundational Training
At Level Three, participants develop foundational industry skills through integrated training with one of the
training partners to earn credentials for employment in middle -skilled jobs.
Personal Effectiveness
• Interpersonal Skills: Displaying the skills to work effectively with others from diverse backgrounds.
• Integrity: Displaying strong moral principles and work ethic.
• Professionalism: Maintaining a professional presence.
• Initiative: Demonstrating a commitment to effective job performance by taking action on one's own
and following through to get the job done.
• Dependability and Reliability: Displaying responsible behaviors at work.
• Adaptability and Flexibility- Displaying the capability to adapt to new, different or changing
requirements.
• Lifelong Learning: Demonstrating a commitment to self -development and improvement of
knowledge and skills.
Academic
• Reading: Understanding written sentences, paragraphs, and figures in work-related documents on
paper, on computers, or adaptive devices.
• Writing: Using standard business English to compile information and prepare written documents on
paper, on computers, or adaptive devices.
• Mathematics: Using principles of mathematics to express ideas and solve problems on paper, on
computers, or adaptive devices.
• Science and Technology. Using scientific rules and methods to express ideas and solve problems
on paper, on computers, or adaptive devices.
• Communication: Listening, speaking, and signaling so others can understand using a variety of
methods, including hearing, speech, American Sign Language, instant messaging, text -to -speech
devices, etc.
• Critical and Analytic Thinking: Using logical thought processes to analyze information and draw
conclusions.
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• Basic Computer Skills: Using information technology and related applications, including adaptive
devices and software, to convey and retrieve information
Workplace
• Teamwork: Working cooperatively with others to complete work assignments.
• Customer Focus: Efficiently and effectively addressing the needs of clients/customers.
• Planning and Organizing: Planning and prioritizing work to manage time effectively and accomplish
assigned tasks.
• Creative Thinking: Generating innovative and creative solutions.
• Problem Solving & Decision -Making: Generating, evaluating, and implementing solutions to
problems.
• Working with Tools and Technology: Selecting, using, and maintaining tools and technology,
including adaptive tools and technology, to facilitate work activity (with accommodation when
necessary).
• Scheduling and Coordinating: Making arrangements that fulfill all requirements as efficiently and
economically as possible.
• Checking, Examining, and Recording: Entering, transcribing, recording, storing, or maintaining
information in written or electronic/digital format, including adaptive devices and software.
• Business Fundamentals: Using information on basic business principles, trends, and economics.
• Sustainable Practices: Meeting the needs of the present without compromising the ability of future
generations to meet their own needs.
• Health and Safety: Complying with procedures for a safe and healthy work environment.
Industry Credentials
Manufacturing
• Industrial Machinery Mechanics, Machinists, Machinery Maintenance
Healthcare
Medical Assistant, Medical Records & Health Information Technician
Information Technology
• Computer User Support Specialist, Computer Network Support Specialist
*Including Work -based Learning: OJT, paid work experience, paid internship, or Registered Apprenticeship
Diplomas & Degrees
Participants who are ready to begin training on a certificate, diploma, or degree to advance in their career
pathway will work with the Workforce Systems Navigator to be eligible for college placement by meeting the
college's guidelines. If participants need developmental education, they will work to upgrade their academic
skills through Pathways curricula and then re -take college placement tests. Developmental education
courses will not be an allowable cost.
Manufacturing
• Industrial Engineering, Mechanical Engineering
Healthcare
• Licensed Practical Nurse, Registered Nurse, Dental Hygienist
Information Technology
• Software Developers, Computer Programmers
Supportive Services
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16
Pathways supportive strategies are designed to encourage disadvantaged populations with barriers to
employment. Participants will receive information through the Pathways Portal to understand their options
and make informed choices. The Workforce Systems Navigator will provide assistance and resources to
participants when they begin training. Pathways will provide support services by following suggested best -
practices, including cohort -based models that administer:
• Supports to prepare individuals for training, including tutoring, mentoring, and tuition assistance;
• Hands-on assistance with college admittance, financial aid forms, and course selection;
• Resources to navigate college preparation;
• Academic preparation to negate the need for developmental courses that do not count toward
graduation; and
• Counseling and advising support.
When participants enroll, they identify barriers that may prevent them from successfully attaining their
goals. Specific services include addressing their identified needs as well as providing additional strategies,
including:
• Mapping out appropriate training and case management interventions;
• Creating e -portfolio in the Pathways Portal to document mastery of skills and attainment of
credentials;
• Developing cohort groups to foster peer-to-peer support;
• Providing consistent case management and follow up;
• Celebrating accomplishments; and
• Providing Job Placement assistance.
Supportive Services will be provided by the Workforce Systems Navigator. Partners will collaborate with the
Workforce Systems Navigator in a "continuum of care" approach to assist the participant in overcoming
barriers toward successful completion of goals.
Business and Industry Collaboration and Partnership
Regional partnerships with business and industry leaders is essential to accomplishing the overarching
goal of the project in creating a pipeline of skilled workers. Business and Industry collaboration and
partnerships are needed to determine industry competencies and inform program design. Alignment with
the Regional Workforce System and Training Programs occurs when information from business and
industry leaders is synthetized into training programs.
Input from businesses is instrumental to Pathways implementation and success. Using the Competency
Model Clearinghouse Career OneStop design, sponsored by the US DOL ETA, Pathways will develop
and/or modify regional industry competency models with guidance from business and industry leaders to
verify and/or modify the skills required for employment.
The Business Services Specialist will use the tools when engaging with businesses.
Business and Industry Partner Roles and Responsibilities:
(1) Identification of targeted industries and occupations;
(2) Identification of skills and credentials necessary for employment in the targeted industry and
occupations;
(3) Identification of gaps in current workforce skills and training availability; and
(4) Agreement to use Pathways model to define skills and competencies to help create sector -based career
pathways in the region.
17
P167
Business Engagement for Employment Placement
Business Engagement will focus on providing local employers with access to skilled employees in order for
them to remain competitive and grow. Integrated Resource Teams will be developed in each area to
support the development of the Pathways project and meet business needs.
Job placement services and activities will be the responsibility of the Business Services Specialist, who is
responsible for employer engagement. The Business Services Specialist will work with business partners to
identify employment gaps and will communicate this information to help ensure participants are being
trained to meet the expectations of the business partners.
Professional Development
Professional development strengthens the work to be accomplished in the Pathways project and in the
region as a whole. Considerable attention will be paid to learning how to effectively serve individuals with
barriers to invoke a paradigm shift to enable them to cope with life's struggles that they carry even into the
workplace. This concerted effort is anticipated to result in higher employment retention and career
advancement outcomes. As such, professional development will focus on the following:
• Pathways to the American Dream Design Model: Focuses on providing information on human -
centered design, universal -design, and effective instructional design for Adults.
• Project Evaluation: Focuses on the project's evaluation process, conceptual model, key
evaluation points, evaluation design, and any weaknesses so corrections can be implemented and
the project's outcomes fully achieved. Facilitated by Outcomes Consulting Services, Inc.
• Assessments and Goal Setting: Focuses on proper assessment protocol for valid and reliable
data and how to use assessment results to guide choice and establish realistic goals.
• Career Pathways and Sector Strategies: Focuses on career pathway systems, stackable
credentials, and sector strategies.
• Human Capital Coach Certification: Focuses on topics in preparation for Life Coach certification.
Facilitated by Coach Training Alliance.
• Life Coaching: Focuses on behavioral -change theory, motivational interviewing, and deep
listening skills.
• Moral Reconation Therapy®: Focuses on cognitive -behavioral counseling that combines
education, counseling, and structured exercises designed to develop participants' levels of moral
reasoning for long-lasting impact on their behavior.
• Understanding Poverty: Focuses on aha! Process, Inc.'s "A Framework for Understanding
Poverty," "Bridges out of Poverty," and 'Getting Ahead while Getting Out."
• Instructional Best Practices: Focuses on Effective Instructional Strategies, Supporting Diverse
Learners, Reading and Writing Strategies, Supporting Numeracy, and Implementing Core
Standards.
m
P168
• Transitions to Higher Education and Training: Focuses on strategies to bridge the skills gap
and help low -skilled participants become ready for occupational skills training. Also examines best
practices in effectively instructing adult learners to support readiness for college and careers.
Other professional development opportunities will be offered as identified by staff and partners
Project Impact
Pathways provides access to quality integrated training for industry credentials for unemployed,
underemployed, and incumbent workers; financial assistance for all training expenses; support for life
needs; training that develops social and emotional literacy, self-efficacy, and "college knowledge"; an
opportunity for people to begin seeing their potential as an employee on a career pathway; and follow-up
services to support employment retention and career advancement.
Highly qualified workforce practitioners will work together for positive systems impact. The proposed
systems -design process for integrated education and training—ranging from eligibility screening to
employment retention and career Pathways advancement—ensures that our most vulnerable citizens can
access quality training and services.
• Impact on Low -Income Virginians: People of low-income status will have opportunities to increase
their earning potential and develop self-efficacy for continued growth and development.
• Impact on Regional Healthcare Industries: Employers will have access to skilled employees to
remain competitive and grow.
• Impact on the Economy: Skilled workers will contribute to the economy and allow the region to
capitalize on the development of more value-added industries.
• Impact on the System: Pathways will provide the opportunity for service providers to expand regional
partnerships, form best practices for serving low-income people, and improve workforce systems in the
region.
19
P169
ATTACHMENT
Pathways to the American Dream
YEAR ONE SUB -AWARD BUDGET
West Piedmont Workforce Development Board
Year One: March 1. 2017 to December 31. 2017
Item
Description
Pathways
Funds
Provided
to
WPWDB
Personnel:
1 FTE Workforce
Responsible for providing navigation services of the workforce system for
$32,500.00
System Navigator
participants and successful collaboration with partners. Assist participants in
developing e -Portfolios. Responsible for submitting valid and reliable
participant data. Serves as a member on Local Implementation Team. (Year
One: 10 Months)
.5 FTE Business
Leadership for LWDA Business Service Units and connect businesses to the
$15,833.33
Services Specialist
project and to project participants. Serves as a member of Local
Implementation Team.
Year One: 10 Months
Total
$46,333
Fringe:
1 FTE Workforce
35 percent
$11,375.00
System Navigator
.5 FTE Business
35 percent
$5,541.67
Services Specialist
Total
$16,917
Travel
.5 BSS
In-state travel to provide business engagement and carry out the
$1,000
responsibilities of the project.
WSN
In-state travel to provide services to provide services to participants and carry
$600
out the responsibilities of the project.
Total
$1,600
Supplies
.5 BSS Computer
.5 of Laptop, software, and printer
$1,000
,5 BSS Office
.5 of Desk, chairs, shelves, file cabinets purchased from VA Surplus
$150
Furniture
WSN Office
Desk, chairs, shelves, file cabinets purchased from VA Surplus
$300
Furniture
.5 BSS General
.5 of paper, print cartridges, paper clips, scissors, Post -It Notes etc
$75
Office Supplies
WSN General
Paper, print cartridges, paper clips, scissors, Post -It Notes etc
$150
Office Supplies
Total
$1,675
Other:
.5 BSS Cell Phone $100 plus .5 of yearly service of $900 $550
5 BSS Occupant 5 of $3,000 annual) Workforce Center $1,500
WSN Occupancy $3,000 annual) Workforce Center $3,000
20
P170
Administrative Meeting expenses, printing costs, and any other project expense not covered.
$5,000
Total
$10,050
YEAR ONE SUB -AWARD TOTAL
$78,575
21
P171
ATTACHMENT
Pathways to the American Dream
YEAR ONE SUB -AWARD OUTCOMES
West Piedmont Workforce Development Board
Participant Outcomes:
Performance Minimum Target Number
Participants enrolled in education and training activities.
40
75% of participants served are unemployed or underemployed workers.
30
25% of participants served are incumbent workers.
10
85% of participants complete training activities in Year One.
34
75% of participants complete training and receive a credential.
30
75% of total unemployed and underemployed workers 30 obtain employment.
23
90% of total incumbent workers 10 advance into a new position
9
As appropriate, participants will be placed into a paid work -based learning activity.
Project Outcomes:
• Asset Maeping of Region completed.
• At least two new employer partnerships created.
Monthly partner meetings held.
• Partnerships increased to include representatives from additional organizations
• At least one Job Fair is hosted.
• A regional workforce strategy for sector partnerships created (ongoing).
A sector -based career pathways system created (ongoing).
22
P172
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Fire Marshal -Norfolk Southern Foundation Grant -
Requires a roll call vote
SUBJECT/PROPOSAL/REOUEST:
Appropriation of grant funds received from the
Norfolk Southern Foundation
STAFF CONTACT(S):
BACKGROUND:
AGENDA DATE:
5-16-17
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
8(d)
INFORMATION:
INFORMATION:
ATTACHMENTS:
Norfolk Southern Caant Request Form
REVIEWED BY:
DISCUSSION:
The Fire Marshal's Office has been given a grant through Norfolk Southern for the purpose of purchasing 2
hydrocarbon detectors for use in arson investigations. This grant totals $2,000.00. Any additional funds
needed to complete this purchase will come from the Fire Marshal's operating budget.
RECOMMENDATION:
Staff recommends that $2,000 be appropriated to the Norfolk Southern Foundation Grant (250-4-032416-
8102).
P173
GRA14TEE TO COMPLETE:
PROPOSED GRANTEE OR.
NAME:.—_
se)FtV,`telw'LtG).' d.PFf;i>t'�;�:
DIAL':
Pit-FYlvanit County Fire Idarshal Office
PROPOSED GRANTEE ORGANIZATION CONTACT INFORMATION:
AMOUNT REOUES7E-D ----�
ADDRESS: 43 N, Hain Street Chatham,VA 24531
jPHONE; 434-432-7922 EAg;434-432®7419
PROPOSED GRANTEE ORGANIZATION CONTACT INFORMATION;�—
I
I
NAME. 'terry felly
TITLE: Deputy Fire Marshal EMAIL: terry.kelly@pittgov.org I
� BRIEF DESCRIPTION /PROJECT TO BE FUNDED:
Purchase (2) Grace model 850 hydrocarbon detectors for use in arson investigation
$1495_.00 each plus shipping. Total Cost $3,024.00
BRIEFDF SCRIPTION/M1851ON OFORGANIZA710N:
Perform fire safety inspections, investigate
fires and determine the origin A cause, investigate hazardous material Incidents
NORFOLK SOUTHERN TOCOMPLETE:
..
DIYIS,,��ggN/REGION: � DIVi$ION COMMITTEE__ -. . „ —NAME NAME 87ELEPHONE:
Y'►ter t �� swz �z --rt,( -149 y J
--�-- - - -- �..- -
j RETURN CHECK TO (NORFOLK SOUTHERN EMPLOYEE NAME & MAILING ADDRESS): V
216.4 i
GOVERNMENT RELATIONS COMMENTS - ---
'CORPORATE
`'CORPORATE COMMUNICATIONS COMMENTS:
UNICA710N4a51GNAL APPROVAL DATE
f
3 C J
7RA4M„`�ORTk710h OVAL
C "t, I r,--2 1
GONT VERNMERELAT)ONSAPPROVALAYE
SRO KWIT10)i MUST PROVIDE:
_ _
MAINTET1fi8"`„'£'t7(' UCTURE5APPROVA12� 1L DATE
DATE
CORPORATE COMMUNICATIONS APPROVAL –' DATE
LJ� , Lr 50V MI's) LETTLR W DETf.c,SI.:I.710N FIT&O, IRS I;i; 1414STATUS iETTGR FRU64 06VCR}:i.';EH: EKTITY
6 1316111 0b W -S FORia
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P174
PITTSYLVANIA COUNTY
VIRGINIA
��SY LVq�
Clarence C. Monday ¢` y
County Administrator1 Center Street, Chatham, Virginia
P.O. Box 426 Phone (434) 432-7710
Chatham, Virginia 24531 Fax (434) 432-7714
c la re n c e. m o n d ay@p ittgov. orgm w Website: w .piusylvaniacountyva.gov
y` Y
October 20, 2016
Scot A. Kern
Norfolk Southern Corporation
Piedmont Division Off -ice Manager
1120 W. Washington St.
Greenville, SC 29601-1344
Re: Local Discretion Grant Request
Pittsylvania County Fire Marshal Office
Dear Mr. Kern:
This is to advise that the Fire Marshal's Office is under the budget approved by the Pittsylvania County
Board of Supervisors.
Should you have any questions or require additional information, please contact Linda Mills, Grants
Administrator, at 434-432-7716 or via email linda.mills@pittog u org.
Sin erely,
Clarence C. Monday
County Administrator
C: Linda R. Mills, Grants Administrator
P175
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
CPMT Attendance Report
CPMT Designee Appointment
SUBJECT/PROPOSAL/REOUEST:
CPMT Attendance Report
CPMT Designee Appointment
STAFF CONTACT(S):
C. Boswell
EXECUTIVE SUMMARY
AGENDA DATE:
05-16-2017
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
9(a)
INFORMATION:
INFORMATION:
ATTACHMENTS:
CPMT Attendance Log
CPMT Designee Appointment Letters
REVIEWED BY:
Resolution 2014-10-02: "CPMT members shall attend 75% of regularly scheduled meetings unless
mitigating circumstances are approved by the Pittsylvania County Board of Supervisors."
The Pittsylvania County Community Policy and Management Team Bylaws states "The following
member may request to appoint designees, if approved by the Pittsylvania County Board of supervisors
(1) Director of Community Services Board, (2) Director of Department of Social Services, (3) Director of
Health Department, (4) Director of the 22nd District Court Services Unit, and (5) Superintendent of
Pittsylvania County Schools."
DISCUSSION:
Cheryl Boswell, CSA Coordinator, will present the Community Policy Management Team (CPMT)
quarterly attendance record.
Cheryl Boswell, CSA Coordinator, will present letter from the Director of the Community Service Board
and Director of the Health Department appointing designees to the Community Policy and Management
Team.
RECOMMENDATION:
Effective July 1, 2017 Sandy L. Irby will be designee to Pittsylvania County Community Policy and Management
Team and Veronica Onsurez-Pannell will be alternate.
Effective May 16, 2017 Cynthia Robotti, DNP, RN, PHCNS-C will be designee to Pittsylvania County Community
Policy and Management Team and Natalie Whitlow, RN will be alternate.
P176
P177
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P177
Dan
vilIce 'ittsylva is Community Services
"Unlocking Potential With Each Sunrise"
Executive Director
lames F'. Bebeau. LPC
.Cervi c
Prevention Services
434-799-0456 OpErBtion
Finance Division
434-797-3987
434-799-0456
Behavioral Health Services
Human Resources Division
434-793-4931
434-799-0456
Developmental Services
Compliance & Information Svstems
434-799-0456
434-799-0456
March 16, 2017
Pittsylvania County Board of Supervisors
c/o Cheryl J. Boswell, CSA Coordinator
Community Policy and Management Team
P. O. Box 1064
Chatham, Virginia 24531
Honorable Board Members:
Thank you for appointing me to represent Danville-Pittsylvania Community Services (DPCS) on
the Community Policy and Management Team (CPMT) of Pittsylvania County since 2010.
Please be advised that, due to new commitments at the state level of CSB operations, I will be
unable to attend many of the future CPMT Board meetings. Therefore, as the local agency
head, pursuant to § 2.2-5205 of the Code of Virginia, 1950, as amended, I wish to designate
Sandy L. Irby (formerly Sandy Stephenson) to attend on my behalf effective July 1, 2017. Ms.
Irby serves as Director of Behavioral Health Services at DPCS, under my direct supervision,
and has attended previous CPMT meetings as my alternate. I also request that Veronica
Onsurez-Pannell be appointed as Ms. Irby's alternate. Ms. Onsurez-Pannell has experience
with children's services, has served on the FAPT Team, and is the Director of Child & Family
Services for DPCS.
I appreciate your attention to my requests. If you have any questions or concerns regarding the
above -referenced designation, please contact me.
Sincerely,
James F. Bebeau, LPC
Executive Director
JFB:ctc
c: David M. Smitherman, County Administrator
.,:��we
f 9lrcf.\. � �..
°.�):-' qF _ 245 Hairston Street, Danville, Virginia 24540
/ 1
�> P x 434-799-0456 Fax 434-793-4201 TDD 434-799-0198
y� .T;+�' Gretna Office III Center Street, Gretna, Virginia 24557
'• ,.__-%:F Rom Grema434-656-8201 From Dam'ille 434-797-2116 Fan 434-656-8204 �m
fiEAVy
W WW.(i11eD.Org
P178
DANVILLE 4434) 7995190
FAX (434) 7995027
May 4, 2017
raw
' c/
4 7•,_vt
nrt"
COMMONWEALTH of VIRGINIA
1'iltsrlra7rin-lklnElille Heallb Dislrlcl
1kaAgaarrers Oflice
Dcumille Ileal(f) Orparrmenl
326 MylorDrirr
Al?II ill.- t'irxinia 24541
Ms. Cheryl Boswell
CSA Coordinator
Pittsylvania County. Community Policy and Management Team
18 Depot Street
P.O. Box 1064
Chatham. VA 24531
Dear Ms. Boswell:
CNAENAM(434) 4327232
FAX 1434) 4327735
This is to apprise you that the Pittsylvania-Danville I Icallh Department (PDHD) appoints the
following board members to attend the Pittsylvania County CPATT Meetings:
Designate: Cynthia Robotti. DNP. RN. PHCNS-C
Alternate: Natalie Whitlow. RN
We look forward to the opportunities this project will bring to the residents in our County.
Sincer
ely.
JPll
Health Director
Pittsylvania-Danville and Southside Heallh Districts
P179
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 5-16-17
Comprehensive Services Act (CSA) Additional ACTION:
Appropriaiton-Requires a motion, second and a 10- Yes
day layover
CONSENT AGENDA:
SUBJECTIPROPOSAL/REOUEST: ACTION:
Appropriation of Comprehensive Services Act (CSA)
Supplement
STAFF CONTACT(S):
Boswell
ATTACHMENTS:
REVIEWED BY: G #
ITEM NUMBER:
9(b)
INFORMATION:
INFORMATION:
BACKGROUND:
Each year the CPMT Coordinator estimates the number of children that will need comprehensive services for
the budget year. The number of children requiring services has increased over the last few years.
DISCUSSION:
Additional monies are required for the CSA program that have been approved by the State. The total
supplemental amount required and approved by the State is $4,469,759. This amount includes $3,730,872 of
state money and a local match of $738,886. Based on estimates for budgeting purposes, an additional
amount of $3,171,830 of state funds needs to be appropriated to cover anticipated expenditures before
6-30-17. The required local match difference of $628,170 needs to be appropriated from unassigned fund
balance to cover the local share of these expenditures before year-end. This is a mandated program from the
State of Virginia. This appropriation requires a 10 -day layover.
RECOMMENDATION:
Staff recommends the Board of Supervisors consider a total appropriation of $3,800,000 to the CPMT
Budget Pool Funds, which includes local funds of $628,170 from unassigned fund balance (100-4-053500-
7004) and $3,171,830 from State CSA Funds (100-4-053500-7003). Any unused local funds will be aborbed
back into the unassigned fund balance. REQUIRES A MOTION, SECOND AND A 10 -DAY
LAYOVER.
P180
PITTSYLVANIA COUNTY
Board of Supervisors
BUSINESS MEETING
EXECUTIVE SUMMARY
AGENDA TITLE:
Chatham Armory Deed/Resolution Information Update
REOUEST:
Deed Execution Approval; Resolution Adoption
STAFF CONTACT:
Mr. Hunt
AGENDA DATE: ITEM #:
5/16/17 10
ACTION:
Potentially
ATTACHMENTS:
(1) Resolution 2017-05-01; &
(2) Deed
REVIEWED BY:
BACKGROUND/DISCUSSION:
At its February 6, 2017, meeting, the Pittsylvania County Board of Supervisor (`BOS") 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 Pittsylvania County,
Virginia (the "County"), for $1.00. Subsequently, Hugh C. Hubinger, Senior Transaction Manager,
Division of Real Estate Services, Commonwealth of Virginia, notified the County that 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 attached Deed, 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.
At the April BOS Business Meeting, the BOS directed the County Attorney to contact DMA and request
an amortization chart/table for the Armory bond financing, and attempt to negotiate the expiration of the
Commonwealth of Virginia's right of first refusal on the bond payoff date. The County Attorney will
give a brief presentation to the BOS discussing/sharing new information gathered relating to the above,
and seek direction as how to proceed in this matter.
RECOMMENDATION:
For the BOS' review and consideration. If the BOS desires to own the Chatham Armory, Staff
recommends the BOS make a motion passing Resolution 2017-05-01, attached, authorizing
transfer of ownership of the Chatham Armory from the DMA to the County, via attached Deed.
P1S1
This Deed is exempt from recordation taxes and fees under Virginia Code §§58.1-81](A)(3), 58.1-811(C)(4), and 58.1-
811 (C)(5)
Prepared by: The Office of the Attorney General of Virginia
Tax Map ID # 2425-09-3450
Cash Consideration: $1.00
Actual Value: $295,000.00
DEED
This DEED, dated this day of
2017, by and between the
COMMONWEALTH OF VIRGINIA, DEPARTMENT OF MILITARY AFFAIRS, Grantor, and
the COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision of the Commonwealth of
Virginia, Grantee, whose address is 1 Center Street, Chatham, Virginia 24531.
C,TJTQM*1JM
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
P182
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 corner
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 3/4 E 327 feet to a point on the western margin of Main Street, thence
with the street and on a curve in a northern direction 406 feet to the beginning as
shown on a map made by J. S. Carter, C. E., February, 1940.
BEING a portion of the same property conveyed to the Commonwealth of Virginia,
Department of Military Affairs, by Deed from the Board of Supervisors Pittsylvania
County, Virginia, dated April 29, 1954, and recorded on April 5, 1955, in the Clerk's
Office of the Circuit Court of Pittsylvania County, Virginia, in Deed Book 358, page
581.
The 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
P183
of the Authority, shall provide the Authority such certification as the Authority reasonably may
request to confirm 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 16a' day of May, 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
P184
WITNESS the following signatures and seals:
GRANTOR: COMMONWEALTH OF VIRGINIA,
DEPARTMENT OF MILITARY AFFAIRS
131
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
P185
GRANTEE: COUNTY OF PITTSYLVANIA, VIRGINIA,
a political subdivision the Commonwealth of Virginia
Im
Robert W. Warren
Chairman', Pittsylvania County Board of
Supervisors
COMMONWEALTH OF VIRGINIA
COUNTY OF PPITSYLVANIA, 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
LE
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
Notary Public
Page 5 of 7
P186
APPROVED AS TO FORM
0
Allison A. Kotula
Assistant Attorney General
RECOMMEND APPROVAL:
DEPARTMENT OF GENERAL SERVICES
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
P187
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 16th day of May, 2017.
Page 7 of 7
PI88
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION 2017-05-01
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 16"' day of May, 2017.
ATTEST:
David M. Smitherman, Clerk
Pittsylvania County Board of Supervisors
APPROVED AS TO FORM:
J. Vaden Hunt, Esq.
1
P189
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
P190
PITTSYLVANIA COUNTY
Board of Supervisors
BUSINESS MEETING
EXECUTIVE SUMMARY
AGENDA TITLE:
Animal Shelter Operation Services RFP
SUBJECT/PROPOSAL/REOUEST:
Update on RFP process
STAFF CONTACT(S):
Mr. Sides
AGENDA DATE:
05/16/2017
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
11
INFORMATION:
INFORMATION:
ATTACHMENTS: RFP
RFP Response
Purchasing Mgr Memo
BACKGROUND:
A Request for Proposals (RFP) was issued on April 19, 2017 for Operation Services for the Pittsylvania
County Animal Shelter. The non-binding request was issued to determine if there was a qualified and
interested party that could operate the County's new Animal Shelter in a manner that provides identifiable
benefits to the citizens of Pittsylvania County.
DISCUSSION:
There was one submittal received. The Purchasing Manager determined that the submittee, Lynchburg
Humane Society, is responsive and qualified according to the requirements requested in the RFP. In
accordance with the RFP, staff was able to request clarification to items in the proposal and to request an
estimated cost of services prior to contract negotiations. The next step in the process, with the Board's
support, would be to begin contract negotiations and bring contract documents back to the Board for
approval.
RECOMMENDATION:
Staff requests that the Board support the continuation of the RFP process for Animal Shelter Operations
through the approval of a motion such as the following:
Move to authorize the County Administrator to undertake contract negotiations with the Lynchburg Humane
Society, and to advertise for a Public Hearing for citizen input to be held on Monday, June 5, 2017 at 7:00pm
to allow the Board of Supervisors to act on any necessary contracts or agreements.
P191
1767
C
COUNTY OF PITTSYLVANIA
Request for Proposal ( RFP) # 17-04-19
For
Operation Services for Pittsylvania County Animal Shelter
April 19, 2017
CONTACTS: OTIS S. HAWKER
ASSISTANT COUNTY ADMINISTRATOR
(434) 432-7712 — E-mail: Otis.Hawker(a pittgov.org
CONNIE GIBSON, PURCHASING MANAGER
(434) 432-7744 — E-mail: connie.gibson(a%pittgov.org
P192
Pittsylvania
County, Virginia
RFP # 17- 04-19
Issue date: April 19, 2017
Operation Services for Pittsylvania County Animal Shelter
GENERAL INFORMATION FORM
QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Connie Gibson,
Purchasing Manager, phone:(434) 432-7744 or e-mail: connie.gibsonAyittgov.org. Any inquiries for
information on the Animal Shelter building should be direct to Otis Hawker, Otis.hawkerApittgov.org.
DUE DATE: Sealed Proposals will be received until May 8, 2017, no later than I1:OOAM. Failure to
submit proposals to the correct location by the designated date and hour will result in disqualification.
ADDRESS: Proposals should be mailed or hand delivered to:
Pittsylvania County Purchasing Department
Att: Connie Gibson,
1 Center Street, Chatham, VA 24531.
All Proposals must be in a sealed envelope and clearly marked in the lower left comer:
Sealed Proposal - RFP #217-04-19, Operations Services for Animal Shelter. Proposals not so
marked or sealed shall be returned to the offeror and will not be considered. Proposals shall clearly
indicate the legal name, address and telephone number of the offeror (company, firm, partnership,
individual). Proposals shall be signed above the typed or printed name and include the title of the
individual signing on behalf of the offeror. All expenses for making Proposals to Pittsylvania County
shall be borne by the offeror. All Proposals shall be received by I1:OOAM, May 8, 2017. Any
proposal received after this time and date will not be considered. The offeror has the sole responsibility
to have the proposal received by the Pittsylvania County Purchasing Department at the above address
and by the above stated time and date.
This procurement shall be conducted in accordance with the competitive negotiation procedures of the
Virginia Public Procurement Act — Section 2.2- 4302.2
Note: The County of Pittsylvania, Virginia does not discriminate against faith -based organizations in accordance
with the Code of Virginia, §§ 2.2-4343.1, 1950 as amended or against a bidder or offeror because of race, religion,
color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating
to discrimination in employment or contracting.
P193
In Compliance with this Request for Proposal the named party hereby submits a proposal in response to Pittsylvania
County to furnish services described in this RFP. The entire proposal, including Technical proposal, Proposal Cover
Sheet, and any supplemental materials required to be provided by the offeror pursuant to the terms and conditions of the
RFP, constitute the entire proposal.
The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not colluded, conspired,
connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and
has not in any manner, directly or indirectly, sought by agreement or collusion or communication or conference, with
any person to fix the bid price or affiant or any bidder, or to fix any overhead, profit or cost element of said bid price, or
of that of any other bidder, or to secure any advantage against Pittsylvania County or any person interested in the
proposed contract.
The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of this RFP, including
all attachments and addenda, and agrees to be bound by those provisions, terms and conditions. Further, the party
certifies that all information submitted in response to this RFP is correct and true. The person signing this form shall be
an authorized signatory officer of the corporation or an individual authorized by the By -Laws of the Corporation that
has been given authoritative responsibility to bind the firm in a contract.
Name and Address Of Firm:
Date:
By:
Name:
Code Title:
Phone: (_—)
E-mail:
Receipt of the following Addenda are acknowledged:
Addendum No. , dated
(Please note all addenda's)
(Signature in Ink by Officer of the Corporation)
(Please Print)
Fax:(_
State of Incorporation:
State Corporation Commission #:
Attach a copy of your company's SCC Certificate
and a list of officers
(Return this Form)
P194
TABLE OF CONTENTS
I.
PURPOSE
5
1I.
BACKGROUND INFORMATION
5
III.
PROJECT SCOPE
5
IV.
TIMEFRAME
6
V.
INSTRUCTIONS TO OFFORS
7
VI.
PROPOSAL REQUIREMENTS
8
VIL
PROPOSAL EVALUATION CRITERIA
9
VIII.
TERMS AND CONDITIONS
10
DRAWING OF BUILDING
12
4
P195
I. PURPOSE:
The intent and purpose of this Request for Proposal (RFP) is to receive proposals for
an agreement to lease the Pittsylvania County Animal Shelter and provide the service
of operating a public animal shelter in accordance with §3.2 — 6546 of the Code of
Virginia (1950), as amended. The contracted service provider shall follow established
policies and procedures that are fully consistent with any and all applicable laws of
the Commonwealth and guidelines issued by the Virginia Department of Agriculture
and Consumer Services.
The proposed lease and services contract shall be for a period of one year and shall be
renewed automatically from year to year unless either parry issues notice in writing,
at least 60 days prior to the end of the agreement, that they intend to terminate the
agreement. The ownership of all the real property on the premises, including
improvements and affixed equipment will remain with Pittsylvama County.
II. BACKGROUND:
Pittsylvania County is located in south central Piedmont Virginia; it has a total mass
of 978 square miles. The County is the largest county in Virginia in land area.
Pittsylvania County has three towns within its boundaries, Chatham, Gretna, and
Hurt; with a total population as of 2010 of 63,056. Pittsylvania County Animal
Shelter is in the process of being built, and anticipates opening in July 2017; it is
approximately 12,000 sq feet. See attached drawing. There are approximately eleven
hundred dogs and one thousand cats that come in from Pittsylvania County per year
to the pound.
The County is governed by an elected seven member Board of Supervisors who
appoints a County Administrator
HI. PROJECT SCOPE TO INCLUDE, BUT NOT LINIITED TO:
The Project Scope for this Request for Proposal (RFP) is to lease the Pittsylvania
County Animal Shelter to the awarded provider to provide the service of operating a
public animal shelter in accordance with §3.2 — 6546 of the Code of Virginia (1950),
as amended. The contracted service provider shall follow established policies and
procedures that are fully consistent with any and all applicable laws of the
Commonwealth and guidelines issued by the Virginia Department of Agriculture and
Consumer Services.
The provider shall be responsible for keeping adequate records as required by any
and all applicable laws. The records shall be open for inspection by authorized
representatives of the County.
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The provider shall accept dogs and other animals which are required to be confined
in accordance with any and all applicable laws necessary to protect the public health,
safety and welfare including, but not limited to, dogs running at large without the tag
required by §3.2-6531 of the Code of Virginia (1950), as amended, and other animals
picked up and delivered to the shelter by the County's Animal Control Officers.
The provider will make reasonable efforts to maintain the shelter as a neat, clean,
secure and orderly facility in accordance with documented procedures, policies and
Commonwealth of Virginia protocols.
The provider will make reasonable efforts to determine the ownership of stray
animals and to encourage owners to reclaim their animals. To facilitate reclamation
and adoption, the shelter must be open to the public for a minimum of 18 hours each
week, on a schedule subject to approval by the County. In all activities, the provider
shall abide by municipal licensing and health vaccination requirements and promote
spaying and neutering ofpets. All reclamation and adoption fees shall be retained by
the provider and applied toward the cost of operating the shelter.
Any required euthanasia shall be performed in accordance with all applicable laws
and methods approved or prescribed by the State Veterinarian and bodies of dead
animals shall be disposed of in accordance with applicable guidelines, including
those of the Department of Agriculture & Consumer Services.
The provider shall be fully responsible for the costs of operation of the facility
including staff, and the County will be responsible for the cost of utility services
along with maintenance of the building and grounds.
Renewal: The proposed lease and services contract shall be for a period of one year
and shall be renewed automatically from year to year unless either party issues notice
in writing, at least 60 days prior to the end of the agreement, that they intend to
terminate the agreement. The ownership of all the real property on the premises,
including improvements and affixed equipment will remain with Pittsylvania County.
IV. Timeframe- as a guideline, Pittsylvania County anticipates the following timetable:
Proposals due: May 8, 2017
Presentation to the Selection Committee : week of May 8, 2017
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Board of Supervisors to approve contract: May 16, 2017
Award date: TBA
Animal Shelter to Open July 2017
V. INSTRUCTIONS TO OFFERORS
A. This procurement shall be conducted in accordance with the competitive
negotiation procedures of the Virginia Public Procurement Act —
Section 2.2- 4302.2
B. Six (6) copies of proposals shall be submitted to:
Pittsylvania County
Purchasing Department
P.O. Box 426
1 Center Street — County Administration Building
Chatham, VA 24531
C. Questions related to the RFP and the Consultant selection process should be directed
to:
Connie Gibson, Purchasing Manager
Pittsylvania County Purchasing Department
Phone: (434) 432-7744
Fax: (434) 432-7746
E-mail: connie.gibsonApittoa v.orQ
Questions or requests for clarification may be faxed or emailed to Pittsylvania
County.
D. All Proposals must be in a sealed envelope or box and clearly marked in the lower
left corner: "Sealed Proposal - RFP #17-04-19 Operation Services for Animal
Shelter .Proposals not so marked or sealed shall be returned to the offeror and will
not be considered. Proposals shall clearly indicate the legal name, address and
telephone number of the offeror (company, firm, partnership, individual). Proposals
shall be signed above the typed or printed name and include the title of the individual
signing on behalf of the offeror. All expenses for making Proposals to Pittsylvania
County shall be borne by the offeror. All Proposals shall be received by 11:00
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A.M., Monday, May 8, 2017. Any proposal received after this time and date will
not be considered. The offeror has the sole responsibility to have the proposal
received by the Pittsylvania County Purchasing Department at the above address and
by the above stated time and date.
E . Ownership of all data, materials and documentation originated and prepared for the
County pursuant to the RFP shall belong exclusively to the County and be subject to
public inspection in accordance with the Virginia Freedom of Information Act.
Trade secrets or proprietary information submitted by an Offeror shall not be subject
to public disclosure under the Virginia Freedom of Information Act; however, the
Offeror must invoke the protections of Section 2.2-4342D of the Code of Virginia, in
writing, either before or at the time the data or other materials to be protected and
state the reasons why protection is necessary. The proprietary or trade secret material
submitted must be identified by some distinct method such as highlighting or
underlining and must indicate only the specific words, figures, or paragraphs that
constitute trade secret or proprietary information. The classification of an entire
proposal document, line item prices and/or total proposal prices as proprietary or
trade secrets is not acceptable and will result in rejection of the proposal.
F. Any vendor transacting business with Pittsylvania County may be asked to provide
proof of registration with the State Corporation Commission (SCC), as required by
Sections 13.1 or Title 50 of the Code of Virginia.
VI. PROPOSAL REQUIREMENTS
The proposal shall provide information necessary for Pittsylvania County to evaluate the
qualifications, experience, and expertise of the proposing provider and sub consultants to
perform the services.
The Offeror or Proposer is to make a written proposal which presents an understanding
of the work to be performed. The Offeror is asked to address each evaluation criteria
contained in Section VI - Proposal Evaluation Criteria and to be specific in presenting
their qualifications. Responses should be as thorough and detailed as possible so that
the County may properly evaluate the firm's capabilities to provide the required
services.
The Offeror should include in their proposal the following:
A. Table of Contents — number all pages of the proposal.
B. Introduction - Cover Letter/Executive Summary on company letterhead signed
by a person with the corporate authority to enter into any contract which results
from the RFP.
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C. FOIA Exclusion Letter— Letter on company letterhead stating exclusions within
the proposal. Identify the specificity of the data or other materials for which
protection is sought and state the reasons why protection is necessary in
accordance with the Code of Virginia, Chapter 43, § 2.2-4342. For more details
see Section V Terms and Conditions paragraph N, Freedom of Information Act.
D. Proposal — the Proposal submitted by Offeror shall include a minimum, the
following:
1. The Offeror shall address each requirement of the Scope of Services or the
area(s) of expertise proposed to be provided.
2. The Offeror shall provide evidence that demonstrates their ability to
provide the services within reasonable completion dates and within budget.
3. The Offeror shall provide its current workload with particular reference to
personnel and other resources being proposed.
4. Proposed approach to provide the requested services.
5. The Offeror shall provide information on the corporate structure of its firm
as well as any proposed sub -consultants required to perform the required
work.
6. Include as appendices the following information:
a) A list of completed projects and a resume of personnel expected
to be assigned to this project including the name(s) of the partner
in charge;
b) Provide a minimum of three references where similar work was
performed.
7. The Offeror shall not have cost for services stated in the proposal. An
estimated cost of services shall be requested when the evaluation
committee short-lists the Offerors' proposals and interviews are detennined.
VII. PROPOSAL EVALUATION CRITERIA
A. Selection of the successful Offeror will be based upon submission of proposals meeting
the selection criteria. The minimum selection criteria will include:
1. Specific experience, technical capabilities, professional competence, and qualifications
of the proposing firm and project personnel, especially those assigned to provide the
services in accordance with the Project Scope. (40 points)
2. Clearly demonstrated the understanding of the work to be performed and completeness
and reasonableness of the Offeror's plan for accomplishing the Project Scope . (30
points)
3. Current experience in providing the needs of the County (15 points)
4. References. (15 points)
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B. The Selection Committee will evaluate the most responsive proposals as deemed by staff and
may also ask questions of a clarifying nature from offerors as required. Each committee
member will complete a proposal evaluation matrix form for each submission received. A
composite rating will be developed which indicates the group's collective ranking of the
written proposals in a descending order. The County shall engage in individual discussions
with two or more Offerors deemed the most fully qualified, responsible and suitable on the
basis of the Selection Committee's evaluations. These Offerors may be requested to make an
oral presentation to the Selection Committee to explain their proposal and answer questions.
C. At the conclusion of discussion, on the basis of evaluation factors as set at the time of
issuance of this proposal and all information developed in the selection process to this point,
the County shall select in the order of preference two or more Offerors whose professional
qualifications and proposed services are deemed most meritorious. Negotiations shall then
be conducted; beginning with the Offeror ranked fust. If a contract satisfactory and
advantageous to the County can be negotiated at a price considered fair and reasonable, the
award shall be made to that Offeror. Otherwise, negotiations with the Offeror ranked first
shall be formally terminated and negotiations conducted with the Offeror ranked second, and
so on until such a contract can be negotiated at a fair and reasonable price. Should the
County determine in writing and in its sole discretion that only one Offeror is fully qualified
or that one Offeror is clearly more highly qualified and suitable than the others under
consideration, a contract maybe negotiated and awarded to that Offeror. Pittsylvania County
reserves the right to award a contract to more than one Offeror, if it is in the County's best
interest.
The County reserves the right to accept or reject any or all proposals received as a result of
Request for Proposal if it is in the best interest of Pittsylvania County.
VIII. TERMS AND CONDITIONS:
A. Acceptance Invoicing and Payment
Pittsylvania County will make payment to the Consultant, net 30 days or in accordance with
discount terms, if offered, after receipt of an acceptable invoice for work resulting from this RFP.
Nothing herein, or in the process, shall be construed as having obligated the County to pay for
any expenses incurred by respondents to this RFP, or to the selected consultant prior to the Board
of Supervisors' approval of a consultant services contract.
Pursuant to Virginia Code § 2.2-4354, 1950, as amended, the CONSULTANT covenants and
agrees to:
1. Within seven (7) days after receipt of any amounts paid to the CONSULTANT under
the Agreement, (i) pay any subconsultant for its proportionate share of the total
payment received from the COUNTY attributable to the work under the Contract
performed by such subconsultant, or (ii) notify the COUNTY and the subconsultant,
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in writing, of its intention to withheld all or part of the subconsultant's payment and
the reason therefore;
2. Provide its federal employer identification number or social security number, as
applicable, before any payment is made to the CONSULTANT under the Agreement;
3. Pay interest at the legal rate or such other rate as may be agreed to in writing by the
subconsultant and the CONSULTANT on all amounts owed by the CONSULTANT
that remain unpaid after seven (7) days following receipt by the CONSULTANT of
payment from the COUNTY for work performed by the subconsultant under the
Agreement; and
4. Include in its contracts with any and all subconsultants the requirements of 1, 2, and 3
above.
B. Attornev's Fees
In the event of any action brought by either party against the other to enforce any of the
obligations hereunder or arising out of any dispute concerning the terms and conditions hereby
created, each party shall pay their own attorney's fees, costs and expenses, except in a case of
default by the Consultant, the Consultant shall be responsible for any resulting additional
purchase and administrative costs including, but not limited to fees and charges of engineers,
architects, attorneys, and other professionals and all court or other dispute resolution costs.
C. Audit
Consultant shall keep and require each of its subconsultants, if any, to keep, at no additional cost
to County, full and detailed accounts of costs chargeable to County, during the project, and for
five (5) years following completion. County shall be afforded full access to accounts, records,
and supporting documents for review, audit, copy (such copies will be the property of County),
and verification of costs. Audit access to Consultant's records in lump sum or unit price areas
when applicable shall be sufficient to satisfy County that all quantities meet the payments to its
subconsultant and suppliers, Consultant shall remit promptly to County the amount of any
adjustment resulting from audit.
D. Availabilitv of Funds/Non-Avvrovriation Clause
It is understood and agreed between the parties herein that the County shall be bound hereunder
only to the extent of the funds available or which may hereafter become available for the purpose
of this agreement. Notwithstanding any other provision in the agreement, to the contrary, if the
County fails during any fiscal year to appropriate or allocate sufficient funds to pay the amounts
to be paid by the County pursuant to the provisions of the agreement, which become due and
payable during such fiscal year, then the agreement and all the obligations of the County
hereunder shall automatically terminate at the end of the fiscal year in which non -appropriation
occurs. The County agrees to use its reasonable efforts to obtain any necessary funding
contemplated by the agreement, on an annual basis.
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E. Binding Effect
The terms, provisions, covenants and conditions contained in any resulting Contract shall apply
to, insure to the benefit of, and be binding upon the parties hereto and upon their respective heirs,
legal representatives, successors, and permitted assigns except as otherwise expressly provided.
F. Compliance of Law
The Consultant providing materials and services to the County under any contract resulting from
this RFP represents and warrants to the County that it is:
1. Conforming to the provisions of the Civil Rights Act of 1964, as amended, the
Virginia Fair Employment Contracting Act of 1975, as amended, and the Virginia
Human Rights Act, as amended, where applicable.
2. Not employing illegal alien workers or otherwise violating the provisions of the
Immigration Reform and Control Act of 1986 and Virginia Code §2.2-4311.1.
3. Complying with federal, state and local laws and regulation applicable to the
performance of the services procured; and
4. In full compliance with the Virginia Conflict of Interest Act.
G. Contract Award
Pittsylvania County has the right to award a contract to more than one Offeror, if it is in the
County's best interest to provide adequate services in accordance with the criteria found in the
Scope of Services. Should Pittsylvania County determine in writing and in its sole discretion
that only one offeror is fully qualified, or that one offeror is clearly more highly qualified and
suitable than the others under consideration, a contract may be negotiated and awarded to that
offeror. Pittsylvania County reserves the right to award the contract to the most qualified,
responsible, and responsive offeror(s), resulting in a negotiated agreement, which is most
advantageous to and in the best interest of Pittsylvania County. Pittsylvania County shall be the
sole judge of the Proposal and the resulting negotiated agreement that is in the public interest,
and Pittsylvania County's decision shall be final.
H. Contract Changes
No verbal agreement or conversation with any officer, agent or employee of Pittsylvania County
either before or after execution of the contract resulting from this Request for Proposal (RFP),
RFP Addendum or follow-up negotiations, shall affect or modify any of the terms or obligations
contained in the contract. No alterations to the terms and conditions of the contract shall be valid
or binding upon Pittsylvania County unless made in writing and where Board approval is not
required, by the County Administrator or his designee
I. Contract Documents
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The contract entered into by Pittsylvania County and the Consultant shall consist of this Request
For Proposal, any addendum issued, the proposal submitted by the Consultant, Pitttsylvania
County's Standard Form of Agreement, and any approved change orders issued, all of which
shall be referred to collectively as the Contract Documents. Additional documents which the
parties agree to include as contract documents may be set forth in the final contract.
I Contract Performance Terms
Any contract resulting from this RFP shall have a term limit of one year and may be
renewable for four additional one-year terms at the option of Pittsylvania County. This
contract may be extended during the term of the existing contract for services allowed to
complete any work undertaken but not completed during the original term of the contract.
K. Cooperative Procurement
1. This procurement is being conducted on behalf of Pittsylvania County, Virginia and
other public bodies in accordance with the provisions of §2.2-4304 of the Virginia
Public Procurement Act.
2. If approved by the Consultant, the contract resulting from this procurement may be
used by other public bodies to purchase at contract prices and in accordance with the
contract terms. The Consultant shall deal directly with any public body it approves to
use the contract. Failure to extend a contract to another public body will have no
effect on consideration of Consultant's bid/proposal.
3. With the approval of the Consultant, any public body using the resultant contract has
the option of executing a separate contract with the Consultant to add terms and
conditions required by statute, ordinances, or regulations, or to remove terms and
conditions which conflict with its governing statutes, ordinances, or regulations.
4. The County of Pittsylvania, its officials and staff are not responsible for placement of
orders, invoicing, payments, contractual disputes, or any other transactions between
the Consultant and any other public bodies, and in no event shall the County, its
officials or staff be responsible for any costs, damages or injury resulting to any party
from use of a Pittsylvania County contract. If, when preparing such a contract, the
additional terms and conditions of a public body seeking to purchase pursuant to
cooperative procurement are unacceptable to the Consultant, the Consultant may
withdraw its consent to extension of the contract to that particular public body.
5. Pittsylvania County assumes no responsibility for any notification of the availability
of the contract for use by other public bodies, but the Consultant may carry out such
notification.
L. Definitions:
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Consultant:
The Consultant who enters into a contract with Pittsylvania County to provide
the services herein for Pittsylvania County.
2. County:
Wherever the word "County" appears, it shall be understood to mean
Pittsylvania County Government.
3. Offeror:
A person who makes an offer in response to a Request for Proposals.
4. hiformality:
A minor defect or variation in a bid or proposal from the exact requirements of
the Invitation for Bid, or the Request for Proposal, which does not affect the
price, quality, quantity, or delivery schedule for the goods, services or
construction being procured.
M. Drug Free Workplace
During the performance of this contract, the Consultant agrees to (i) provide a drug-free
workplace for the Consultant's employees; (ii) post in conspicuous places, available to
employees and applicants for employment, a statement notifying employees that the unlawful
manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or
marijuana is prohibited in the Consultant's workplace and specifying the actions that will be
taken against employees for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the Consultant that the Consultant
maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subconsultant or vendor.
For the purposes of this section, "drug-free workplace" means any site at which the performance
of work is done in connection with this contract awarded to the Consultant, the employees of
whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation,
possession or use of any controlled substance or marijuana during the performance of the
contract.
N. Ethics in Public Contracting
The Offeror hereby certifies that it has familiarized itself with Article 6 of Title 2.2 of the
Virginia Public Procurement Act, Section 2.2-4367 through 2.2-4377, Virginia Code Annotated,
and that all amounts received by it, pursuant to a Contract resulting from this RFP, are proper
and in accordance herewith. By submitting their proposals, Offerors certify that their proposals
are made without collusion or fraud that they have not offered or received any kickbacks or
inducements from any other offeror, supplier, manufacturer or subconsultant in connection with
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their proposal, and that they have not conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription, advance, deposit
of money, services or anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value was exchanged.
O. Examination of Records
The Consultant agrees that Pittsylvania County or any duly authorized representative shall have
access to and the right to examine any and copy any directly pertinent books, documents, papers
and records of the Consultant involving transactions related to any contract resulting from this
RFP. The period of access provided in this paragraph for records, books, documents, and papers
and software which may be related to any arbitration, litigation, or the settlement of claims
arising out of the performance of any subsequent contract or any subsequent contracts with
vendors shall continue until disposition of any appeals, arbitration, litigation, or claims.
Consultants agrees to keep all records in accordance with the state and local retention laws
including but not limited to Virginia Code § 55-525.27.
P. Faith -Based Organizations
Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, as amended, in all invitations to
bid, requests for proposals, contracts, and purchase orders, the COUNTY does not discriminate
against faith -based organizations "Faith -based Organization" means a religious organization that
is or applies to be a Consultant to provide goods or services for programs funded by the block
grant provided pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act
of 1996, P.L. 104-193. If CONSULTANT is a faith -based organization, then Consultant shall
give to each individual who applies for or receives goods, services, or disbursements provided
pursuant to this Agreement the following notice:
NOTICE
Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, as amended, as an applicant for
or recipient of goods, services, or disbursements provided pursuant to a contract between the
COUNTY and a faith -based organization, you are hereby notified as follows:
Neither the COUNTY'S selection of a charitable or faith -based provider of services nor the
expenditure of funds under this contract is an endorsement of the provider's charitable or
religious character, practices, or expression. No provider of services may discriminate against
you on the basis of religion, a religious belief, or your refusal to actively participate in a religious
practice. If you object to a particular provider because of its religious character, you may request
assignment to a different provider. If you believe that your rights have been violated, please
discuss the complaint with your provider or notify the County Administrator.
Q. Federal -Aid Provisions
When the U. S. government pays all or any portion of the cost of a project, the Consultant shall
observe all federal laws, rules, and regulations made pursuant to such laws. The work shall be
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subject to inspection by the appropriate federal agency. Such inspection shall in no sense make
the federal government a party of the contract and will in no way interfere with the rights of
either party. Consultant shall require all subconsultants to observe all federal laws, rules, and
regulations made pursuant to such laws. Reporting requirements that is part of the regulation
shall be followed in accordance with the federal law, rules and/or regulation made pursuant to
such laws. A Duns number will be provided by the Consultant and registration with the Central
Consultant Registration (CCR) shall be followed according to the federal aid provisions.
R. Freedom of Information
All information submitted to the County in response to this RFP will constitute public
information and pursuant to the Virginia Freedom of Information Act will be available to the
public for inspection upon request. Pursuant to Virginia Code §2.2-4342, a Bidder/Offeror may
request an exception to disclosure for trade secrets or proprietary information as such is defined
under Virginia Code § 59.1-336, part of the Uniform Trade Secrets Act. In order to claim this
exemption, a Bidder/Offeror must: (1) Submit a request in writing referencing their desire to
invoke the protections of Virginia Code § 2.2-4342; (2) Specifically identify which data or
materials they wish to have protected; and (3) Articulate the rationale for why protection is
necessary for the particular data or materials, to the satisfaction of the County. Failure to meet
these requirements will result in the data or materials being open for inspection in response to a
valid inquiry under the Virginia Freedom of Information Act and serve to waive any right of the
Bidder/Offeror to assert a claim against the County for disclosure of trade secrets or proprietary
information.
R. Force Maieure
In any contract resulting from this RFP, neither party shall be liable hereunder by reason of any
failure or delay in the performance of its obligations hereunder (except for the payment of
money) on account of strikes, industry wide material shortages, riots, insurrection, fires, flood,
storm, explosions, earthquakes, pandemic flu, acts of God, war, governmental action, and
labor conditions. In the case of an industry wide material shortage the Consultants shall provide
to the County within 24 hours of Consultant's determination that there exists an industry wide
material shortage, the following: 1) a written description of the specific material alleged to be in
short supply; 2) a written list of all manufacturers, wholesalers, suppliers and/or retailers from
which Consultant has attempted to obtain, and/or contracted to obtain, said material; 3) a written
description detailing all actions taken by Consultant to obtain said materials; 4) a written
statement, signed by an authorized representative of Consultant, that Consultant has used due
diligence to secure said materials in the most expeditious manner; 5) a written time frame in
which Consultant anticipates that it will obtain said materials and; 6) the County, or its
authorized representative, concurs that there is an industry wide shortage of the specific material
so identified by Consultant.
S. Grant Funds Provision
When a project is funded in part or all by grant funds, the Consultant shall observe all rules and
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regulations according to the grant fund award documentation. Consultant has the responsibility
to comply with all grant fund reporting requirements and any or all award documentation terms
and conditions.
T. Governing Law
In any contract resulting from this RFP, the parties agree that this agreement is governed by and
shall be interpreted in accordance with the Pittsylvania County Procurement Policy and the laws
of the Commonwealth of Virginia, the Virginia Public Procurement Act, and that proper venue,
in the event of litigation concerning this matter, shall be in the Circuit Court of Pittsylvania
County, Virginia. The parties agree that any litigation involving this Agreement shall be brought
only in such court.
U. Headings
Headings in the RFP and any resulting contract are informational only and the substance of each
numbered or lettered provision shall prevail in the event of any ambiguity or inconsistency
between a heading and its content.
V. Insurance
During the performance of any Contract resulting from this RFP, the Consultant shall have and
keep current insurance whichever is greater in scope or amount as follows:
a. Worker's Compensation Insurance in compliance with all states in which Consultant
does business, including coverage B Employer's liabilities in not less than the
following amounts:
i. Bodily Injury by accident $100,000 for each accident;
ii. Bodily Injury by disease, $500,000 policy limit;
iii. Bodily Injury by disease, $100,000 for each employee.
b. General Liability insurance in amount not less than $1,000,000 for any occurrence
involving bodily injury, and not less than $1,000,000 for any occurrence involving
property damage. This coverage shall include contractual liability, broad form
property damage, independent Consultants, and personal injury.
c. Automobile liability insurance in an amount not less than $500,000 combined single
limit bodily injury and property damage. This coverage shall include liability for the
use of hired and non -owned apparatus.
d. Professional Liability Insurance in an amount not less than $2,000,000 per occurrence
and $6,000,000 in the aggregate. The amount of coverage may increase according to
the project value.
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The General Liability and Automobile Liability insurance policies specified herein shall name
Pittsylvania County as additional insured with regard to work performed under any contract
resulting from this IFB. The Consultant shall provide Pittsylvania County with copies of
certificates of insurance coverage and proof of payment of all premiums. These certificates shall
have provisions for notifying Pittsylvania County if there is any change in liability insurance.
W. Interpretation
Words of any gender used in any Contract resulting from this RFP shall be held and construed to
include any other gender, and words in the singular number shall be held to include the plural,
and vice versa, unless the context otherwise requires.
X. Non -Collusion
The party making the foregoing proposal hereby certifies that such proposal is genuine and not
collusive or sham; that said offeror has not colluded, conspired, connived or agreed, directly or
indirectly, with any offeror or person, to put in a sham proposal or to refrain from offering, and
has not in any manner, directly or indirectly, sought by agreement or collusion, or
communication or conference, with any person to fix the proposal price or affiant or of any
proposal, or to fix any overhead, profit or cost element of said proposal price, or of that of any
other offeror, or to secure any advantage against the County or any person interested in the
proposed contract; and that all statements in said proposal are true.
Y. Non -Discrimination
Any contract resulting from this RFP and every contract, sub -contract, or purchase order there
under shall include the following provisions according to Virginia Code 2.2-4311:
During the performance of a contract, the Consultant agrees as follows:
a. The Consultant will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, age, or national origin, except
where religion, sex or national origin is a bona fide occupational qualification
reasonably necessary to the normal operation of the Consultant. The Consultant
agrees to post in conspicuous places, available to employees and applicant for
employment, notices setting forth non-discrimination clause.
b. The Consultant, in all solicitations or advertisements for employees placed by or on
behalf of the Consultant, will state that such Consultant is an equal opportunity
employer.
c. Notices, advertisements, and solicitations placed in accordance with federal law, rule
or regulation shall be deemed sufficient for the purpose of meeting the requirement.
The Consultant will include the provisions in the foregoing paragraphs a, b, and c in every
contract, subcontract, or purchase order of over $10,000, so that the provisions will be binding
upon each subconsultant or vendor associated with Pittsylvania County.
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Z. Partiallnvalidi
Neither any payment for, nor acceptance of, the whole or any part of the services by Pittsylvania
County, nor any extension of time, shall operate as a waiver of any provision of any Contract
resulting from this RFP, nor of any power herein reserved to Pittsylvania County, or any right to
damages herein provided, nor shall any waiver of any breach of any Contract be held to be a
waiver of any other or subsequent breach. Failure of Pittsylvania County to require compliance
with any term or condition of any Contract shall not be deemed a waiver of such term or
condition nor a waiver of the subsequent enforcement thereof.
AA. Pronosal Withdrawal
Any Proposal may be withdrawn up until the time set above for the opening of the Proposal.
Any Proposals not so withdrawn shall constitute an irrevocable offer for a period of 120 days.
BB. RFP Proposal and Clarification
Pittsylvania County reserves the right to request clarification of information submitted and to
request additional information of one or more offerors. Each offeror shall examine the Request
for Proposal documents and shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries, suggestions or requests concerning interpretation, clarification or
additional information pertaining to the Request for Proposal shall be made in writing to
Pittsylvania County's Purchasing Manager. Pittsylvania County shall not be responsible for oral
interpretations given by any employee, representative, or others. The issuance of a written
addendum signed by Pittsylvania County's Purchasing Manager. is the only official method
whereby interpretation, clarification, or additional information can be given. Pittsylvania County
will provide electronically or by mail to all official RFP holders any addenda, which are issued to
this Request for Proposal. Official RFP holders are those who obtain an RFP from the
Pittsylvania County Purchasing Manager.
CC. Release and Ownership of Information
Pittsylvania County shall make a good faith effort to identify and make available to the
Consultant all non -confidential technical and administrative data in Pittsylvania County's
possession which Pittsylvania County may lawfully release including, but not limited to contract
specifications, drawings, correspondence, and other information specified and required by the
Consultant and relating to its work under this Contract. Pittsylvania County reserves its rights of
ownership to all material given to the Consultant by Pittsylvania County and to all background
information, documents, and computer software and documentation developed by the Consultant
in performing any Contract resulting from this RFP.
No reports, information or data given to or prepared by the Consultant under the resulting
Contract shall be made available to any individual or organization by the Consultant without the
prior written approval of Pittsylvania County, which approval Pittsylvania County shall be under
19
P210
no obligation to grant
As may be allowed by law, any information, ideas, or concepts that the County receives during
the procurement process from any offeror's written proposal, any discussion or interview with
the offeror or as a result of any portion of the procurement process for the services described in
this Request for Proposal shall become the property of Pittsylvania County. Pittsylvania County
may use this information for any purpose without compensation to the offeror from whom the
information was received.
DD. Ri¢hts and Responsibilities of Consultant
The Consultant shall indemnify, defend and hold harmless the County and its representatives
from any and all claims, suits and actions for injury or damage sustained by any person or
property from any act or omission by Consultant and/or its Consultants or employees, or anyone
else for who Consultant is or may be responsible. This section shall survive the termination this
agreement.
The Consultant in any contract resulting from this RFP shall pay all royalties and license fees
necessary for performance of the contract. The Consultant shall defend all suits or claims for
infringement of any patent rights or any other proprietary rights arising from or related to
performance of the resulting contract and shall save Pittsylvania County harmless from any and
all loss, including reasonable attorneys' fees, on account thereof.
EE. Sub Consultants and Assignments
The Consultant shall not sublet or assign or transfer any interest in this Contract or any portion
thereof without the prior written consent of Pittsylvania County of which Pittsylvania County
shall be under no obligation to grant. In seeking consent for any subcontract or assignment, the
Consultant shall fiumish all information required by Pittsylvania County to permit Pittsylvania
County to ascertain the qualifications of the proposed subconsultant to perform the work, and the
Consultant shall submit a copy of the subconsultant to Pittsylvania County for approval. The
subconsultant shall incorporate by reference all provisions and conditions of the Contract
resulting from this RFP.
Pittsylvania County's approval of a subconsultant shall not relieve the Consultant of any of its
responsibilities, duties or liabilities hereunder. The Consultant shall continue to be responsible
to Pittsylvania County for performance of the subconsultant and the subconsultant, for all
purposes, shall be deemed to be an agent or employee of the Consultant. Nothing in the Contract
resulting from this RFP or any subcontract shall create any contractual relationship between any
subconsultant and Pittsylvania County.
FF. Tax Exemption
The County of Pittsylvania as a public body of the Commonwealth of Virginia, is exempt from
any Federal excise tax and Virginia sales and use tax for purchases made by the County.
20
P211
GG. Termination/Cancellation of Contract:
Subject to the provisions below, the contract may be terminated by either
party upon sixty (60) days advance written notice to the other party; but if any work or
service hereunder is in progress, but not completed as of the date of termination, then this
contract may be extended upon written approval of the County until said work or services are
completed and accepted.
A. Termination for Convenience
In the event that this contract is terminated or cancelled upon
request and for the convenience of the County, without the required thirty (30) days
advance written notice, then the County shall negotiate reasonable termination costs,
if applicable.
B. Termination for Cause
Termination by the County for cause, default or negligence on the
party of the appraiser or firm shall be excluded from the foregoing provision;
termination costs, if any, shall not apply. The sixty (60) days advance notice
requirement is waived in the event of Termination of Cause.
C. Non -Appropriation Clause/Termination due to Unavailability of Funds in Succeeding
Fiscal Years
When funds are not appropriated or otherwise made available to
support continuation of performance in a subsequent fiscal year, the contract shall be
cancelled and the contractor shall be reimbursed for the reasonable value of any non-
recurring costs incurred but not amortized in the price of the supplies or services
delivered under the contract.
21
P212
7�ral
rzis
Table of Contents
I.
Introduction 1
II.
FOIA Exclusion Letter 2
III.
Scope of Services 3
IV.
Evidence of Ability to Perform 3
V.
Workload 4
VI.
Proposed Approach 5
VII.
Corporate Structure 7
VIII.
Appendices 8
9
P214
LynchburgHumane
SOCIETY
Find Happiness
Introduction
The Lynchburg Humane Society proposes the Pittsylvania County lease their newly built shelter to LHS
for management with the intent of taking the county No Kill within the year. Since 2009, LHS has
successfully become a No Kill shelter, run a capital campaign to build a new shelter, merged with a low
cost spay/neuter clinic, and taken over operations of Appomattox County Animal Shelter.
The Lynchburg Humane Society (LHS) was created in 1945, founded on the idea that pets in this
community matter. We intend to follow the mission of LHS and help pets in need through sheltering,
adoption, education, spay/neuter and community outreach. We have a vision of a community free of
homeless and neglected pets.
Since 2009, LHS created a foster program, a more active volunteer base, special adoption pricing, and
changed policies that were a barrier to adoption to reach their first No Kill threshold of 90% save rate in
2011. Adoption numbers have more than tripled in that time. This success drove Appomattox County
to ask LHS to take over operation of their shelter for 2017. Thus far, there is a 100% save rate under our
operation.
Our history as an organization and the experience of current staff will prove that LHS is the best choice
for operation of Pittsylvania County Animal Shelter.
Yarbrough
e Director
1211 Old Graves Mill Road • Lynchburg, VA 24502
tel:434-448-0088 - fax: 434 -448 -RM • www.lynchburghumane.org
LynchburgHumone
SOCIETY
F:Lrld HappineSS
FOIA Exclusion Letter
We do not feel it necessary to exclude any information contained herein.
1211 Old Graves Mill Road • Lynchburg, VA 24502
tel:434-448-0088 • fax:434-448-nna4 0 www.lynchburghumane.org
P216
Proposal
Scope of Services
Help pets in need
a. Sheltering — Proving a clean, safe temporary home to lost and homeless pets in
Pittsylvania County.
b. Adoption —Place previously homeless and unwanted pets in loving, safe homes.
c. Surrenders — accept stray pets for sheltering as well as accept unwanted pets as space
allows.
d. Transfers (out and in) — moving pets from Pittsylvania to other shelters and rescue
groups when necessary. As well as allowing pets from high risk shelters when space
allows.
e. Education—teach people of all ages to understand and care for animals in our lives by
fostering compassion, respect, and empathy for all living things.
f. Lost Pet Services—the first 24 hours matter. Help community members find missing
pets.
g. Spay/Neuter Services—reduce the amount of unwanted animals in the community,
thereby decreasing the number of animals that enter the shelters each year.
h. "Pound" to Pittsylvania County
2. Evidence using statistics from end of year 2016
a. Sheltering— Intake of 3,909 pets
• As of April 2017, we have 91 pets being fostered by over 50 dedicated
individuals.
Adoption — 3,251 of those pets were adopted
• Over 1,000 active volunteers help staff keep our shelter clean, socialize our pets,
and help with adoption events.
c. Transfers- 15 pets were transferred either to rescues or to other shelters. 604 pets
were transferred from other shelters
In 2016 we helped 602 pets from other public shelters that otherwise may have
had a negative outcome. We accept those that are easily adoptable as pets, as
well as those that need special nurturing from abusive or neglectful
experiences. When space allows, we will offer to transfer pets from high risk
areas into Pittsylvania County to allow them adoption opportunities.
Occasionally pets are placed with rescue organizations specific to animal breed.
We will work with rescues and volunteers to transfer pets when necessary.
d. Lost Pet Services— 263 pets found home again through LHS
e. Spay/Neuter— 8,523 public and shelter pets were altered
f. Revenue — LHS operates thanks to revenue from adoptions, our contract with the city,
spay/neuter clinic, grants, and most importantly donations from our community.
We offer wellness visits for publicly owned pets at South Central SpayNeuter
Clinic and plan to offer them at LHS
P217
• Microchip and rabies clinics are possibilities to increase revenue
Adoption fees vary in the communities we serve.
• Appomattox adoption fees are $60 for dogs and $30 for cats
• LHS varies fees based on age of the pet.
Adult Dogs: $29-$99
Puppies: $149
Adult Cats: $49-$69
Kittens: $29-$89
Elder pets: free
Rabbits: $10
All prices include spay/neuter, initial set of vaccines, dewormer and
10% off at our retail shop on the day of adoption.
In 2016 nearly $65,000 in grants were awarded to spay/neuter feral cats in
numerous communities and to upgrade surgical equipment. LHS was awarded
$93,000 for programs related to animal behavior, microchipping, animal
enrichment, and adoption specials.
Almost $725,000 was brought in by our development department in donations
and other fundraising programs for shelter needs.
3. Current Workload
a. Administrative – LHS currently has five members of its administrative staff which
manage the billing, development, and operations of LHS.
• In addition to the advice of the admin staff at LHS, we would hire a full-time
manager and part-time administrative supervisor at Pittsylvania.
b. Intake, Animal Care and Adoptions— because of the size of The Center for Pets (up to
125 dogs and 385 cats), our staffing (33 individuals) is divided into three specialized
teams. At Appomattox, we have found it easier to manage the shelter with a small
team people that know each facet of the shelter. We employ two full-time employees
(one being a manager) and three part-time employees.
• We anticipate having a team of animal care associates who provide enrichment,
feed, water, and clean up after pets who will also assist with adoptions
• 3 to 4 full-time team members and 3 to 4 part-time team members
• Front desk receptionist to answer calls/questions and provide a smiling face as
community enter the shelter. Would also assist with adoptions as needed.
• One full-time and one -part-time team member
• Intake/medical staff who will assist public with surrendering pets. Will also
provide simple medical tasks such as medicating and vaccinating.
• One full-time team member
c. Professional staff–A veterinarian and part-time veterinarian technician work with
animals directly in the shelter. We also work closely with a local veterinary practice and
emergency animal hospital.
LI
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• We do not currently plan to employ professional medical staff in the shelter; but
instead, will work closely with a local veterinary practice to care for shelter pets
with medical needs.
4. Providing proposed services
a. Sheltering
• Using the new building your community has built, we plan to shelter
approximately 35 dogs and 65 cats.
• Foster parents are an important part of our mission and ultimate goal to reach a
place where all save -able pets are given the medical and behavior care they
need to be placed in loving homes.
We will encourage fostering of kittens and puppies that are too young
and cats and dogs who need special attention or just need a break from
the shelter.
b. Adoption
• Provide a dedicated staff and volunteers to help public choose the right match
for visiting families.
• All adoptable pets will be easily searchable through LHS's website and Facebook
page as well as Petfinder.com.
• Adoption fees will be set that are compatible with the income level of the
community.
• Adoption specials will be offered as a way to place pets when the
shelter reaches capacity.
• All Adoption fees include spay/neuter, initial sets of vaccines,
dewormer, microchip and 30 days of pet insurance through
24PetWatch.
• Offer the option to place a hold a pet. Holds allow adopters the ability to take
their time making adoption decisions, without worrying about the pet being
adopted by someone else. This results in fewer pet returns.
• Public hours that meet the needs of the community
c. Staffing
• We anticipate needing approximately three full-time employees and three to
five part-time employees which will work with animal care and adoption needs.
• Intake and simple medical needs such as vaccination and medicating will likely
require one full-time and one part-time employee. This staff works with public
needing to surrender pets and with public dropping off stray animals.
• We have found a front desk receptionist invaluable to customer service at LHS.
We will hire one full-time and one part-time front -desk staff
d. Surrenders
We encourage public to rehome their pets on their own when possible. We
provide education and resources to help public find suitable homes.
P219
• Waitlist— by waiting, public are saving a life. When space is available, public
pets are accepted, this means that other pets are not euthanized simply for
space reasons.
e. Transfers (in and out)
• When at capacity, LHS and Appomattox Animal Shelter will accept Pittsylvania
pets, as we firmly believe that no healthy or treatable pet should be euthanized.
• In 2016 we helped 602 pets from other public shelters that otherwise may have
had a negative outcome. We accept those that are easily adoptable as pets, as
well as those that need special nurturing from abusive or neglectful
experiences. When space allows, we will offer to transfer pets from high risk
areas into Pittsylvania County to allow them adoption opportunities.
• Occasionally pets are placed with rescue organizations specific to animal breed.
We will work with rescues and volunteers to transfer pets when necessary.
f. Education
• LHS employs a full-time pet behaviorist. Any community member can contact
him for help with pet behavior problems.
• LHS allows field trips for preschool and elementary age students at the Center
for Pets. If schools in Pittsylvania County would enjoy this service, it could be
offered.
g. Lost Pet Services
• Accept stray dogs and cats that are found within Pittsylvania County
• Follow all laws set forth by Virginia in relation to at large animals.
• Provide help by listing lost and found pet information on LHS website with
pictures when able.
h. Spay/Neuter Services
• All adoptable pets will be spayed/neutered through South Central Spay/Neuter
Clinic in Evington, VA. Pets will be either transported to the clinic for surgery or
surgery will be performed on site in the Mobile Spay/Neuter vehicle.
• Offer low cost spay/neuter services to publically owned animals
L "Pound" to Pittsylvania County
• Shelter pets picked up and delivered by the County's Animal Control Officers
following 3.2-6531
• Shelter pets that are seized by County court system.
j. Providing revenue
• We anticipate providing the necessary operational revenue for Pittsylvania in
the same ways we provide for LHS.
• Adoption fees
• Naming opportunities
• Grants
• Community Donations
• Business sponsors
• Contract with county
• Rabies clinics (on site)
N
P220
5. Corporate Structure
a. 17 member Board of Directors
b. Executive Director
• Director of Development
• Development Manager
• Volunteer and Education Coordinator
• Business Manager
• Spay Neuter Clinic Manager
• Facilities Manager
• Director of Operations
• Adoption Center Manager
a. 8 adoption counselors/front desk staff
• Intake Manager
a. 5 staff—vaccinate and provide initial medical exams
• Animal Care Manager
a. 15 staff— responsible for cleaning, feeding, enrichment of pets
• Medical Staff
a. Vet - 1
b. Vet tech - 1
c. Vet tech assistant- 1
• Appomattox Center Manager
a. Animal Care Associates -4 staff
7
P221
Appendices
Completed Projects
Makena Yarbrough was hired as LHS's first executive director in July of 2009. In October 2009,
LHS officially announced a plan to take the shelter No Kill by 2015. By creating foster programs,
a more active volunteer base, special adoption pricing, and changing policies that were a barrier
to adoption, the organization exceeded their No Kill goal, reaching their first No Kill threshold of
90% save rate in 2011.
• Realizing quickly that the shelter at the time (which was property of the City of Lynchburg)
would be a hindrance to maintaining a no kill status, a capital campaign was launched in 2012 to
build a larger, modern facility for education, adoption, and animal sheltering. The Edythe
Elizabeth Stauffer Center for Pets opened March 21, 2015.
• In 2012, LHS began managing the South Central Spay Neuter Clinic to bring low-cost surgeries to
a wider community base. Using grants and donations from our community we have created a
Trap Neuter Release (TNR) program that has decreased the number of kitten surrenders we see.
• January 2017, LHS took over operation of Appomattox Animal Shelter. We currently have two
full-time staff members and three part-time staff members working in that shelter. We are
already on the road to No Kill for that county with a 100% save rate thus far in 2017.
• In early 2017, Makena announced that LHS will join Best Friends Animal Society's quest for a No
Kill Nation by 2025. As such, the goal of an LHS run Pittsylvania Animal Shelter will be for the
area to be No Kill.
Resumes of Personnel Assigned
Makena Yarbrough (Partner in Charge) joined the Lynchburg Humane Society in July of 2009 as the
first executive director for the organization. She quickly worked with the innovative board of
directors to develop and implement a long range plan to take the community no kill. Since her
arrival the organization has tripled the size of their board of directors, developed a more equitable
relationship with the City of Lynchburg as their contracted pound, began managing the regional
spay/neuter clinic, created a city wide free spay/neuter effort for community cats, increased
community awareness and involvement in the cause, decreased their intake and implemented a
number of new programs that have increased the number of lives saved from 49% to 94%. After a
very successful capital campaign, that raised $5.2 million in 2 1/2 years, the new Edythe Elizabeth
Stauffer Center for Pets opened in March of 2015.
She began her animal welfare career in 2000 with the Richmond SPCA, first as the director of
education and then as the director of operations. Prior to coming to Lynchburg, Makena was the
associate director for the Charlottesville -Albemarle SPCA.
Makena has presented seminars at a number of animal welfare conferences and consults with many
shelters across the country on topics of customer service, capital campaigns, no kill programs, and
P222
operational matters. Before her work in animal welfare, Makena was the marketing and advertising
manager for a regional homebuilder and a professional stage manager for performing arts theater
companies in DC and Richmond. Makena is a native of Maryland and a graduate of St. Mary's
College of Maryland. She lives in Lynchburg with her husband Chuck, 10 -year-old son Sam, 6 -year-
old daughter Lily and three dogs, Abigail, Bob and Daisy.
Jill Mollohan began in animal welfare in 2005 as a volunteer. In 2010, she graduated from Virginia
Tech with her B.S. in animal science. She joined the Lynchburg Humane Society in July of
2010. Since then she has held positions in many different areas of the organization, including,
volunteer coordinator, spay/neuter clinic manager, and director of business and technology. She is
currently the director of operations and with her technology background, she is also responsible for
the technology at LHS. She has also worked as a volunteer coordinator at the Brevard County,
Florida animal shelter and as executive director at the Humane Society of South Mississippi. Jill is a
West Virginia native. She resides in Lynchburg with her 2 dogs, Piper and Percy.
References
Bonnie Svrcek – City Manager for the City of Lynchburg, Virginia
Email: bonnie.svrcek@Ivnchburgva.gov
Phone: 434-455-3990
Susan Adams –County Administrator for Appomattox County, Virginia
Email: susan.adams@appomattoxcountyva.gov
Phone: 434-352-2637
Dr. Al Henry, DVM—Peaksview Animal Hospital
Email:
Phone: 434-338.6932
P223
In Compliance with this Request for Proposal the named party hereby submits a proposal in response to Pittsylvania
County to furnish services described in this RFP. The entire proposal, including Technical proposal, Proposal Cover
Sheet, and any supplemental materials required to be provided by the offeror pursuant to the terms and conditions of the
RFP, constitute the entire proposal.
The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not colluded, conspired,
connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and
has not in any manner, directly or indirectly, sought by agreement or collusion or communication or conference, with
any person to fix the bid price or affiant or any bidder, or to fix any overhead, profit or cost element of said bid price, or
of that of any other bidder, or to secure any advantage against Pittsylvania County or any person interested in the
proposed contract.
The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of this RFP, including
all attachments and addenda, and agrees to be bound by those provisions, terms and conditions. Further, the party
certifies that all information submitted in response to this RFP is correct and true. The person signing this form shall be
an authorized signatory officer of the corporation or an individual authorized by the By -Laws of the Corporation that
has been given authoritative responsibility to bind the firm in a contract.
Name and Address Of Firm:
L�nchbuva Humane SOueiU
1211 uci Graves M111 fid.
Md-lbuyq,VA Zip Code N50Z
Phone:I AWB OogK eA(t 113
Date:
By:
Si ture in Ink by Ojficer of the Cor oration
Name: maKe �JlmbYDuoh
Pleas Print)
Title: E)(�laA�iye Dir-Wor
Fax: 449-oo4y
E-mail: MCli'.MQ& 1W n(MU9111 AMA f3State of Incorporation: VA
State Corporation Commission #: 00.51. G15r+
Receipt of the following Addenda are acknowledged: Attach a copy of your company's SCC Certificate
and a list of officers
Addendum No. , dated
(Please note all addenda's)
(Return this Form)
P224
FITTSYLVANIA COUNTY
VIRGINIA
Connie Gibson < Q ' ^4
Purchasing Manager 9 1 Center Street, Chatham, Virginia
P.O. Box 426L Phone (434) 432-7710
Chatham, Virginia 24531 o y z Fax (434) 432-7714
Connie.gibson@pittgov.org �' v Website: w .pittgov.org
IIF?
MEMO TO: David Smitherman
FROM: Connie Gibson
Purchasing Manager
SUBJECT: RFP- Animal Shelter Operations
DATE: May 9, 2017
On April 19, 2017, Purchasing Department issued a RFP for Operation Services for the Animal Shelter. I
emailed the RFP to six (6) vendors and posted an ad in the Danville Register and Bee and the Star Tribune. The
RFP was also posted on the County website and public notice board. We only received one proposal,
Lynchburg Human Society. After review of the proposal, Lynchburg Humane Society is responsive and
qualified according to the requirements requested in the RFP. You can request a meeting with them if you have
any questions or need any clarifications of the proposal. Per the RFP, you can request an estimated cost of
services before the negotiations begin. This will give you a sense of the cost before negotiations begin.
The next phase of the RFP procedure would be to start negotiations with Lynchburg Humane Society.
Call me if you have any questions about the RFP process.
CC: Greg Sides
Otis Hawker
Vaden Hunt
P225
PITTSYLVANIA COUNTY
Board of Supervisors
BUSINESS MEETING
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Virginia Cooperative Extension Service Lease 5/16/17 12
SUBJECT: I ACTION:
Potential Lease Approval Between BOS/ODAF I Yes
STAFF CONTACT: ATTACHMENT:
Mr. Smitherman 1 (1) Lease
REVIEWED BY:
BACKGROUND:
Since the County has a Virginia Cooperative Extension Service, the Pittsylvania County Board
of Supervisors (`BOS") is legally responsible for providing it with local office space. Attached
please find a Lease between the Olde Dominion Agricultural Foundation, Inc. ("ODAF") and
BOS for said office space.
RECOMMENDATION:
Staff recommends approval of the attached Lease.
P226
PITTSYLVANIA COUNTY
J. Vaden Hunt, Esq.
County Attorney
P.O. Box 426
Chatham, Virginia 24531
May 12, 2017
VIA EMAIL & FAX
Robert T. Vaughan, Jr, Esq.
Attorney at Law
772 Main Street
P.O. Box 1407
Danville, Virginia 24541
VIRGINIA
Phone: 434-432-7720
Fax: 434432-1778
Vaden.Hunt@pittgov.org
Re: Olde Dominion Agricultural Foundation, Inc./BOS Lease Agreement for Virginia
Cooperative Extension Service
Dear Mr. Vaughan:
I hope this correspondence finds you well. As directed by David M. Smitherman, Pittsylvania
County Administrator, attached please find a copy of the above -referenced document. Please
review and approve said document as soon as possible, as it is up for potential action by the
Pittsylvania County Board of Supervisors at their Tuesday, May, 16, 2017, Business Meeting.
Please contact me if you have any questions about anything contained herein.
Sincerely yours,
-,alp
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
ILy., 071
Encl.
Cc: David M. Smitherman (County Administrator); (via email); (w/o encl.)
Hon. Robert W. Warren (Chairman; BOS); (via email); (w/o encl.)
P227
LEASE
THIS LEASE made this day of 2017, by and between
OLDE DOMINION AGRICULTURAL FOUNDATION, INC., a Virginia non -stock, non-
profit charitable corporation ("Landlord"), and THE BOARD OF SUPERVISORS OF
PITTSYLVANIA COUNTY, VIRGINIA, a political subdivision of the Commonwealth of
Virginia (herein "Tenant"), (collectively the "Parties").
WITNESSETH
That for and in consideration of the mutual covenants and agreements herein contained,
the parties do hereby covenant and agree as follows:
1. RECITALS. Landlord is the owner of the Olde Dominion Agricultural Center, whose
address is 19783 U.S. Highway 29 Chatham, Virginia, 24531, U.S. Highway 29 North, Chatham,
Virginia (the "Center"). Pursuant to the terms of this Lease, Landlord desires to lease and
demise the Premises to Tenant and Tenant desires to rent approximately 3,000 square feet of the
Center from Landlord (the "Premises"). A measured drawing on the Premises is attached hereto
as Exhibit "A" and made a part fully hereof.
2. LEASE OF THE PREMISES. Landlord hereby Leases and demises, and Tenant
hereby rents the Premises under the terms and conditions set forth in this Lease. Landlord
wan -ants and covenants that it has the right to Lease the Premises on such terms and conditions.
The Premises is currently free from any zoning or any other restrictions prohibiting Tenant's
authorized use or occupancy of the Premises, and the Tenant shall reasonably and quietly hold
the Premises for the tern of this Lease, as long as Tenant faithfully performs its obligations
hereunder.
3. TERM OF THE LEASE, OPTION TO RENEW. The initial term of this Lease (the
"Initial Term") shall be for a term of three (3) years commencing as of the date of execution of
this Lease. If Tenant is not in default of the terms of this Lease at the end of the Initial Term,
this Lease shall automatically renew for up to a maximum of three (3) successive one (1) year
terms (the "Successive Terms"), upon the same terms and conditions set forth in this Lease,
unless either party gives written notice to the other, not less than thirty (30) days' prior to the end
of the Initial Term and each Successive Term, as applicable.
4. RENT. The annual rent for the Lease's Initial Term shall be sixty-six thousand dollars
($66,000.00), ("Base Rent"). Said Base Rent shall be paid by Tenant to Landlord in twelve (12)
equal monthly installments. The Base Rent for any Successive Term shall be increased by three
percent (30/6).
5. USE OF LEASED PREMISES. Tenant agrees to use and occupy the Premises for
offices for the Virginia Cooperative Extension Service. Tenant will not use the Premises or
allow the Premises to be used for any other purpose, without the prior written consent of
Landlord, which consent shall not be unreasonably withheld. The Premises shall not be used for
any purpose or in any manner that constitutes a violation of any federal, state, city, county, or
town law, ordinance, rule, or regulation.
P228
6. RESPONSIBILITIES OF LANDLORD AND TENANT:
A. Landlord Responsibilities:
(1) Utilities. During any and all term or terms of this Lease, Landlord shall be solely
responsible for any and all utilities, including any separately metered utilities, used or consumed
upon the Premises by Tenant, including but not limited to electricity, water, gas, telephone,
internet, and cable services provided to the premises. Landlord will not be in default of this
Lease in the event of an interruption of services utility to the Premises and/or Center. All
utilities provided to the Premises/Center that are metered in common with other tenants or Center
staff shall also be the Landlord's responsibility.
(2) Structural Components, Capital Expenditures Fire and Casualty Insurance Real
Estate Taxes. The Landlord agrees to be fully and solely responsible for the maintenance and
repair of the structural portions of the Center/Premises, which include the roof, foundation and
load-bearing walls outside of the interior of the improvements on the Premises/Center. Landlord
shall maintain fire and casualty insurance on the building, fixtures, and other improvements that
are part of the Premises/Center and the common areas of the condominium complex. Tenant
shall be named as an additional insured on such fire and casualty insurance; this insurance shall
provide ten (10) days written notice to Tenant before termination; and subrogation against the
Tenant shall be waived. Landlord shall be responsible for the payment of real estate taxes
assessed against the Premises/Center and all other appropriate fees and assessments.
(3) Janitorial Services, Pacer Products, Light Bulbs: Landlord agrees to be fully and
solely responsible for any and all janitorial services, bathroom related paper products, and
replacement of light bulbs in and on the Premises/Center.
(4) Landscaping, Lawn Maintenance, and Snow Removal: Landlord agrees to be fully
and solely responsible for landscaping, lawn maintenance, and snow removal of or related to the
Premises/Center.
(5) Waste Disposal. Landlord agrees to be fully and solely responsible for trash and
waste disposal, including the cost of storage and removal of the same from the Premises/Center.
Landlord shall abide by all laws, rules, ordinances, and regulations established by any
governmental body, entity, or political subdivision, with regard to the collection, storage and
disposal of waste on the Premises/Center.
(6) Maintenance of the Premises/Center. Landlord agrees to be fully and solely
responsible for maintaining and repairing the Premises'/Centers' heating and air conditioning
systems ("HVAC"). As part of maintaining said systems, Landlord shall be solely responsible
for the replacement of mechanical system filters. All repairs and replacements made by
Landlord shall be of at least equal in class and quality to the original equipment and
workmanship. Any repairs and replacements made by Landlord, at its expense to the plumbing,
electrical and heating and air conditioning units, fixtures, and facilities, must be provided by a
qualified licensed contractor, plumber, or electrician.
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B. Tenant Responsibilities:
(1) Alterations. Tenant shall not alter the Premises without the prior written consent of
Landlord, which consent shall not be reasonably withheld. Tenant shall bear the costs of any and
all alterations and installations that it makes. Unless the Parties agree in writing otherwise, such
alterations shall be the property of Landlord at the termination of this Lease.
(2) Environmental Requirements. Hazadous Materials, as herein defined, may only be
brought upon the Premises, if required in the course of daily operations of the Tenant's business
on the Premises. All such Hazardous Materials must be disclosed and approved by Landlord, in
writing, which approval shall not be unreasonably withheld. If so approved, such Hazardous
Materials shall be used, handled, stored, and disposed of in accordance with applicable laws,
regulations and rules. For purposes of this paragraph and Lease, "Hazardous Materials" means
any substance defined as "Hazardous Substances", "Hazardous Waste", "Hazardous Material",
or "Toxic Substances" under any applicable Federal, State, or local laws, statutes, ordinances,
regulations, orders, or decrees now applicable to the Premises, including, without limitation,
those terms as defined by the Resource Conservation Recovery Act of 1976 ("RCRA"), 42
U.S.C. Sec. 6901 et s2q, the Comprehensive and Environmental Response Compensation and
Liability Act of 1980 ("CERCLA"), 42 U.S.C. Sec 9601-9657, as amended by the Superfund
Amendments and Reauthorization Act of 1986 ("SARA"), pesticides regulated under FIFRA,
PCBs, and other substances regulated under TSCA; chemicals subject to OSHA Hazard
Communication Standard, 29 C.F.R. Section 1910.1200 et seq.; and industrial process and
pollution control wastes whether or not hazardous within the meaning of RCRA., or any
successor future statutes, laws, regulations, orders or decrees. The term "Environmental Law"
means any of the above referenced Federal acts or their State equivalents, or any other Federal,
State, or local laws and regulations including, without limitations, the Solid Waste Disposal Act,
and any and all other statutes, ordinances, regulations, orders or decrees, which are now or will
in the future are applicable to the Premises during the term of this Lease.
Tenant agrees that it will be solely responsible for all and any fines, penalties,
assessments, costs of cleaning up, and remediating the Premises, and all other affected property,
for any and all Hazardous Materials brought it brings to the Premises.
(3) Insurance on Personal Property. It shall be the Tenant's sole responsibility to protect
and to insure all personal property located on or in the Premises against theft, fire, and other
perils, whether such personal property is leased under this Lease, or is owned by the Tenant,
their representatives, agents, employees, occupants, licensees, guest, invitees, or any other person
or entity. Landlord will not be responsible for personal property.
(4) Liability Insurance. Tenant shall provide and keep in force, for the protection of the
general public and the Landlord, liability insurance against claims for bodily injury or death
upon the Premises. Such coverage shall be in a form and in such amounts as generally accepted
in Virginia, but in no event shall such coverage be less than One Million Dollars ($1,000,000.00)
for bodily injuries or death to any one (1) person and Two Million Dollars ($2,000,000.00) for
bodily injuries or death to more than one (1) person arising from the same incident or
occurrence. Landlord shall be named as an additional insured on such liability insurance; this
insurance shall provide ten (10) days written notice to Landlord before termination; and
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subrogation against the Landlord shall be waived. Upon request of the Landlord, Tenant will
provide Landlord with a certificate of insurance or other documentation confirming the insurance
is in effect.
(5) Reporting to Landlord. Tenant shall promptly give notice to Landlord of any
condition of the Premises that comes to the attention of Tenant whether through its personal
observation, or through reports from its employees, representatives, invitees, or licensees, which
may give rise to damage to persons or property. Landlord shall not be liable to Tenant, its
employees, licensees, or invitees for failure to make any repairs required by Landlord or
damages as a consequence thereof, unless written notice of the necessity thereof has been given
by Tenant to Landlord, specifying in reasonable detail the repairs required
7. TRADE FIXTURES AND EQUIPMENT. All trade fixtures and equipment, that are
supplied or installed on the Premises at Tenant's sole expense, shall be maintained by Tenant and
will remain the property of Tenant. Trade fixtures and equipment include all items installed by
Tenant that can be removed from the Premises without material damage. Landlord shall have no
responsibility for this property. Tenant may remove these items within ten (10) days from the
termination of this Lease, provided: (i) Tenant is not in default hereunder at the time of
termination; (ii) Removal of the items can be accomplished without material damage to the
Premises; (iii) Tenant, within a reasonable time (not to exceed thirty (30) days after removal)
shall reimburse Landlord for the costs of repairing any and all resulting damages relating to the
removal of such fixtures.
8. DAMAGE TO PREMISES BY FIRE. In the event the Premises is damaged by fire or
any other casualty or peril such that makes the Premises untenable in whole or in part, either
party may elect to terminate the Lease's term, effective as of the date of fire or casualty, by
written notice given to the other party within thirty (30) days after such date. All proceeds of fire
and casualty insurance policies provided by Landlord shall be paid over to Landlord or its
designated loss payee.
9. EMINENT DOMAIN. In the event the whole of the Premises (or such a substantial
part thereof that it is rendered unsuitable for Tenant's purposes) shall be taken by public
authority under the power of eminent domain or like -power, this Lease shall terminate as of the
date possession is required to be delivered to the appropriate authorities. Landlord shall be
entitled to all such awards or damages as may be allowed. Termination of this Lease by
condemnation or the exercise of eminent domain shall not deprive Landlord of any remedy
which existed prior to the termination.
10. HOLD HARMLESS. Tenant acknowledges that Landlord shall not be liable for any
damage to property or injury arising from Tenant's occupation or use of the Premises, except as
may be caused by Landlord's failure to perform under the Lease, whether by or from electricity,
fire, water, ice, snow, stone, or sewage, or any other cause. Landlord will not be liable for any
damage or inconveniences to Tenant which may result from the improper functioning of the
heating and air conditioning systems, any other mechanical apparatus, facilities, and utilities,
whether caused by breakdown, defrosting process, or otherwise.
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To the extent allowed by Virginia law, Tenant promises and agrees to insure, protect, and
save harmless Landlord from any damages, loss, liabilities, judgments, claims, costs, or expenses
resulting or arising from any damages, loss or expense resulting from the negligence, unlawful,
or willful acts or omissions of Tenant, Tenant's employees, representatives, licensees, or
invitees, or from Tenant's failure to perform any obligations imposed upon it by law or the
provisions of this Lease.
Landlord promises and agrees to insure, protect, and save harmless Tenant from any
damages, loss, liabilities, judgments, claims, costs, or expenses resulting or arising from any
damages, loss, or expense resulting from the negligence, unlawful, or willful acts or omissions of
Landlord, Landlord's employees, representatives, licensees, or invitees, or from Landlord failure
to perform any obligations imposed upon it by law or the provisions of this Lease.
11. ENTRY OF LANDLORD. Upon reasonable notice, Landlord may enter Premises to do
the following:
A. Inspect or protect the Premises;
B. Effect compliance with any law, order or regulation of any lawful authority;
C. Make or supervise repairs, alterations, or additions;
D. Exhibit the Premises to prospective Tenants, purchasers, or other persons, and within
thirty (30) days prior to the expiration of this Lease, to place upon the Premises "To Let" or "For
Lease" signs; and/or
E. Alter, maintain, or repair the Premises for occupancy at a time after Tenant has
vacated the Premises.
Authorized entry by Landlord shall not constitute an eviction of Tenant or a prohibition
of Tenant's rights, alter the obligations of Tenant, or create any rights in Tenant adverse to
Landlord's rights and interests hereunder.
12. DEFAULT. As used in the Lease, the term "Event of Default" shall mean any of the
following:
For the Tenant:
A. Tenant's failure to provide the services as agreed and set forth under paragraph 4
of this Lease, or to pay any other amounts payable by Tenant to Landlord hereunder within thirty
(30) days after such are due and payable;
B. Tenant's failure after receipt of demand from Landlord to fulfill within a
reasonable time any obligation imposed on Tenant by this Lease; or
C. Tenant abandons or vacates the Premises.
For the Landlord:
A. Landlord's failure, after receipt of demand from Tenant, to fulfill within a
reasonable time, not exceeding thirty (30) days from date of notice, any obligation imposed on
Landlord by this Lease
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Upon the happening of an "Event of Default," Landlord, at its option, may:
If default consists in whole or in part of Tenant's failure to comply with the terms of this
Lease after thirty (30) days' notice by Landlord to Tenant, either terminate the Lease or
terminate the Tenant's right to possession, without terminating the Lease. Upon termination of
this Lease, for any reason, or upon termination of Tenant's right of possession, Tenant shall
promptly surrender possession to Landlord and vacate the Premises or Landlord may re-enter the
Premises, by force if required, and expel the Tenant or anyone claiming under the Lease and
remove the property of any of them upon reasonable notice, Landlord being absolved of any
liability or claim for damages for doing anything reasonably necessary or appropriate in
connection therewith. Landlord's taking of possession shall not deprive Landlord of any right or
remedy available under this Lease, or at law or in equity.
Tenant will be responsible for all costs and expenses incurred by Landlord, including reasonable
attorney's fees, in taking possession, or any amounts which may be due from Tenant to Landlord
or which may become due. Any personal property of Tenant, or others through Tenant, which is
left on the Premises and not removed within thirty (30) days after termination shall be deemed
abandoned by the Tenant, and may be sold by Landlord and the proceeds applied against costs,
fees, damages, or other liabilities of Tenant under this Lease. Tenant hereby appoints Landlord
as their attomey-in-fact for this purpose, and Landlord's authority shall not terminate upon the
disability of Tenant or any one of them.
Landlord will be responsible for all costs and expenses incurred by Tenant, including
reasonable attorney's fees, if Tenant is required to take action against Landlord for failure to
perform its obligations under this Lease.
13. NOTICE AND REPORTS. Any notice, reports, statements, approvals, consent,
resignation, or demand or request given, and any options or elections to be exercised by a party
under the provisions of the Lease shall be effective only if made in writing, by hand -delivery
with signed dated receipts thereof, delivered by certified or registered mail, or some other form
of acceptable delivery which commands a receipt of delivery, to the other party at the applicable
address set forth below. However, either party may designate a different address by giving the
other party written notice of the change. Tenant shall pay rentals payable to Landlord at the
same address prescribed for delivery of written notice.
14. NOTICE. Notice to Landlord or Tenant shall be deemed given, if by hand -delivery,
when delivered, or if by mail, or some other form of delivery, which commands a receipt, when
mailed or delivered to carrier as follows:
To Landlord:
Olde Dominion Agricultural Foundation, Inc.
19783 U.S Highway 29
Chatham, Virginia, 24531
To Tenant:
Pittsylvania County, Virginia
c/o County Administrator
C
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I Center Street
P.O. Box 426
Chatham, Virginia 24531
15. SUBLETTING AND ASSIGNMENT. Tenant shall not have the right or authority to
assign or sublet the Premises without Landlord's prior written consent.
16. CONDITION OF THE PREMISES UPON TERMINATION. Upon termination,
Tenant will leave the Premises in good repair. In so doing, Tenant will have the Premises
thoroughly cleaned and repaired prior to the surrender of possession to its same condition as the
commencement of this Lease, reasonable wear and tear excepted. If Landlord is required to
clean and/or repair the Premises after termination, the related cost and expense will be charged to
Tenant.
IT CONSULTANT. Landlord and Tenant acknowledge that there has not been a licensed
real estate sales person involved in the negotiation of this Lease on behalf of either party, who is
under an agreement to receive a commission.
18. CONSTRUCTION OF THE LEASE. This Lease shall be construed and enforced
according to the Laws of the Commonwealth of Virginia. Headings relating to the contents of a
particular paragraph are inserted only for the purpose of convenience, and are not to be construed
as parts of any particular paragraphs to which they refer. Any exhibit attached to this Lease shall
be deemed an original part of this Lease, only if initialed by the parties and bearing the same date
as the Lease. The failure of the either party to insist upon strict performance of any of the
covenants or conditions of this Lease shall not be deemed a waiver of any such covenants,
conditions, or options upon a future breach. This Lease contains all of the understandings
between the parties, and may not be modified, except in writing, signed by all parries hereto or
their successors. This Lease shall be binding upon the parties their heirs, estates, assigns, or
other successors in interest.
19. RECORDATION OF MEMORANDUM OF LEASE. Upon the request of either
party, the other party will, in good faith, cooperate in the preparation and execution of recordable
instruments describing the parties, the Premises, the basic terns of this Lease, and other such
portions hereof as either party may desire to be included in such instrument. The party designed
to record such instrument may do so at its expense.
20. SIGNING EFFECTIVE LEASE. All rights and liabilities hereunder shall benefit and bind
the successors, heirs, and assigns of the parties.
IN WITNESS whereof, Landlord and Tenant have each caused these presents to be
appropriately executed.
[THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]
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P234
LANDLORD:
OLDE DOMINION AGRICULTURAL FOUNDATION, INC.
0
COMMONWEALTH OF VIRGINIA
PITTSYLVANIA COUNTY
TO -WIT:
The foregoing lease instrument was acknowledged before me by
on behalf of the Olde Dominion Agricultural Foundation, in his/her capacity as
this _ day of 2017.
My Commission expires:
P235
Notary Public
TENANT:
THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY,
VIRGINIA
COMMONWEALTH OF VIRGINIA
PITTSYLVANIA COUNTY
TO -WIT:
The foregoing instrument was acknowledged before me this day of _
2017, by on behalf of
in his capacity as
My Commission expires:
Notary Public
APPROVED AS TO FORM
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
0
P236
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P237
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APPOINTMENTS
P238
PITTSYLVANIA COUNTY
Board of Supervisors
L?:��IiI�ITI
AGENDA TITLE:
Appointment — Pittsylvania County Public Library
Board of Trustees
SUBJECUPROPOSAUREOUEST:
Appointment — Chatham -Blairs District
STAFF CONTACT(S):
Ms. Flippen
AGENDA DATE:
05-16-2017
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
ITEM NUMBER:
13
INFORMATION:
INFORMATION:
BACKGROUND:
Agencies, Boards, Commissions and Committees that operate under Pittsylvania County make nominations to the
Board of Supervisors for appointments representing each election district within the County. The Pittsylvania
County Public Library Board of Trustees is a board in which a representative from each district is appointed by the
Board of Supervisors.
The Board of Supervisors has requested before any nominations for appointments are made to any committees,
boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the board meeting
of the proposed candidate to be nominated for an appointment to that board, agency, committee, or commission.
The Honorable Robert W. Warren has nominated the appointment of Ms. Karen Eades to serve a 4 -year term
beginning July 1, 2017 through June 30, 2017.
RECOMMENDATION•
Staff submits this to the Board of Supervisors for their review, consideration and approval.
P239
REPORTS FROM
MEMBER
P240
REPORTS FROM
COUNTY
ADMINISTRATOR
P241
P242