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06-20-2017 Work Session & Business Meetint PKT
BOARD OF SUPERVISORS WORK SESSION 0 BUSINESS MEETING PACKET JUNE 20, 2017 1767 P1 P2 PITTSVLVANIA COUNTY BOARD OF SUPERVISORS SPECIAL MEETING Tuesday, June 20, 2017 3:30 - 4:30 PM Main Conference Room County Administration Building 1 Center Street, Chatham, Virginia AGENDA 1. Call to Order (3:30 pm) 2. Roll Call 3. Items to be Added 4. Approval of Agenda 5. New Business (a) Discussion of Shula Drive/SR 642 (b) Discussion of potential improvements to Walnut Creek Road/SR 742 6. Recess to Work Session at 4:30pm P3 P4 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION Tuesday, June 20, 2017 4:30 PM Main Conference Room County Administration Building 1 Center Street, Chatham, Virginia AGENDA 1. Call to Order (4:30 pm) 2. Roll Call 3. Items to be Added 4. Approval of Agenda 5. New Business (a) Comprehensive Services Act (CSA): (Boswell) (i) Cost Escalation Discussion (ii) CPMT Attendance Change Discussion (b) RV Tax Update (Hammock) (c) Meeting Changes Discussion: (i) Agenda Software Update (Flippen/Budd) (ii) Work Session Start Time Change Discussion (Smitherman) (iii) Agenda Reformatting Discussion (Smitherman) (iv) By -Laws Revision Discussion (Hunt) 6. Recess to Business Meeting (General District Courtroom — 7:00 pm) P5 P6 BUSINESS MEETING P7 PS PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING TUESDAY, JUNE 20, 2017 General District Courtroom Edwin R. Shields Courthouse Addition 11 Banks Street, Chatham, VA AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda APPROVAL OF AGENDA HEARING OF CITIZENS CONSENT AGENDA 6. (a) Minutes: May 16, 2017: BOS Business Meeting Pages 14-20 (b) Bill List: May 2017 (Online) (c) Resolutions: Virginia Department of Transportation (VDOT); current Rural Rustic Construction; 2017-06-01; 2017-06-02; 2017-06-03; 2017-06-04 Pages 21-26 (d) Resolution: Tax Exempt Status for Financing- Hurt Volunteer Fire Department Resolution 2017-06-05 Pages 27-30 (e) Ratification of Tipping Fee Waiver Request: Leesville Lake Association Pages 31-32 (f) County Attorney Employment Agreement Pages 33-45 (g) Letters of Congratulation: Pittsylvania County 2017 Sports Hall of Fame Inductees Pages 46-50 (h) Proclamation: Danville-Pittsylvania Cancer Association, Inc.; 20th Celebration of Life Pages 51-53 (i) Resolutions of Recognition and Certificates of Recognition: Dan River High School Students Page 54 PUBLIC HEARINGS Rezoning Cases: Case 1: Lester A. Strode — Westover Election District: R-17-018 R-1, Residential Suburban Subdivision District to B-2, Business District, General Case 2: Otha Kermit Gibson & Lois P. Gibson — Tunstall Election District: R-17-019 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 3: Cable Holdco Exchange, III, LLC — Staunton River Election District: R-17-020 R-1, Residential Suburban Subdivision District to B-2, Business District, General Public HearinE 7. The Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County, in accordance with Section 33.2-331 of the Code of Virginia, will conduct a joint public hearing to receive public comment on the proposed Secondary Six -Year Plan for Fiscal Years 2017/18 through 2022/23 and the Secondary System Construction and Budget for Fiscal Year 2018 in Pittsylvania County. Pages56-64 8. Public Hearing to receive citizen on a proposed amendment to Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code to include tangible personal property owned by the Blue and Gray Education Society. Pages 65-147 UNFINSIHED BUSINESS 9. Expenditure Refunds for April 2017 - Motion made by Mr. Blackstock and seconded by Mr. Davis and has now met the 10 -day layover requirement. Requires a Roll Call Vote. Pages 149-151 10. Comprehensive Services Act (CSA) Appropriation - Motion made by Mr. Blackstock and seconded by Mr. Davis and has now met the 10 -day layover requirement. Requires a Roll Call Vote. Page 152 BUSINESS 11. Community Policy Management Team (CPMT) Attendance Policy proposal and Appointments Pages 154-169 12. Expenditure Refunds for May 2017 — Requires a motion & a 10 -Day Layover Pages 170-172 13. Year End Budget Adjustments - Requires a motion & a 10 -Day Layover Page 173 14. Deed of Easement — Ringgold Depot Road / SR 726 Pages 174178 15. Surplus Property: old Blairs School bleachers, basketball goals and kitchen equipment Pages 179-181 16. Request for Public Hearing — Proposed Amendment to Sec. 35-179; Special Use Permits, of the Pittsylvania County Code (to include rodeos) Pages 182-185 APPOINTMENTS 17. Appointments: Danville-Pittsylvania Community Services Board; Pittsylvania County Social Services Board Page 187 BOARD ANNOUNCEMENTS REPORTS FROM COUNTY ADMINISTRATOR ADJOURNMENT TO BE ADDED PI l HEARING OF CITIZENS P12 CONSENT AGENDA Y13 May 16, 2017 Business Meeting Pittsylvania County Board of Supervisors Business Meeting May 16, 2017 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Monday, May 16, 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. Matt Rowe, Director of Economic Development, Ms. Cheryl Boswell, Director of the Comprehensive Services Act; local office, and Rebecca Flippen, Deputy Clerk were also present. Mr. Warren asked during the Moment of Silence, those present keep the family of Richard Wilson, step -father of Mr. Warren, and family of Gary Van Der Hyde, father-in-law of Ms. Van Der Hyde, in their thoughts. After the Moment of Silence, Mr. Warren led the Pledge of Allegiance. Items to be Added to the A¢enda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the agenda with the following additions: (a) Under Consent Agenda; Minutes for the April 3, 2017 Board of Supervisors' Special Meeting (b) 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 Attorney Purpose: Performance Evaluation Mr. Blackstock's motion was unanimously approved by the Board. Approval of Auenda Motion was made by Mr. Barber, seconded by Mr. Barksdale, to approve the agenda with the additional items, which was unanimously approved by the Board. Hearin¢ of the Citizens Chuck Angier of the Callands-Gretna District stated he attended the Board's work session earlier that evening. Mr. Angier said he had moved to the area 13 years ago, and 11 years ago, purchased an old truck that became the cornerstone of his business. Because he had not planned P14 noara o[ supervisors Business Meeting May 16, 2017 on speaking this evening, he did not have all the exact historical data of the personal property taxes on the aforementioned truck. His latest tax bill for the truck was $8.75. Mr. Angier said to replace that truck new would cost at least $100,000, and used would be half that amount. During the work session, he listened to discussion that nearly 1/2 of the RVs in the County were only taxed that same $8.75. Mr. Angier felt the Board was leaving a lot of revenue on the table (due to that particular low tax assessment). No one else signed up to speak. Consent Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the Consent Agenda, which was unanimously approved by the Board. 2. (a) Minutes: April 3, 2017: BOS Special Meeting (Added Item) April 18, 2017: BOS Business Meeting (b) Bill List — April 2017 (Online) (c) Proclamation — National Dairy Month — June 2017 (d) Proclamation — Business Appreciation Week — June 5-9, 2017 (e) Resolution 2017-05-03; Potential Agricultural Development Board Dissolution (proclamations/resolutions to be inserted) 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 Mr. Warren opened the public hearing at 7:13pm. Mr. Sides explained that Arthur Craft had petitioned to rezone 1.27 acres, located on U.S. Highway 58/South Boston Road in the Dan River Election District from A-1, Agricultural District to B-2, Business District, General. Once the property is rezoned to B-2, all uses listed under Section 35-365 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner's request Arthur Craft was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:14pm. Motion was made by Mr. Davis, seconded by Mr. Barber, to approve rezoning Case R-17-016 from A-1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Davis' motion was unanimously approved by the Board. Case 2: James Donald Warren — Westover Election District: R-17-017 B-2, Business District, General to R-1, Residential Suburban Subdivision District Mr. Warren opened the public hearing at 7:15pm. Mr. Sides explained that James Donald Warren had petitioned to rezone 0.44 acre, located on State Road 1142/Ferry Road and on Beach Hollow Road in the Westover Election District from B-2, Business District, General to R-1, Residential Suburban Subdivision District. Once the property is rezoned to R-1, all uses listed under Section 35-222 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioner's request. Don Warren was there to represent the petition. No one signed up to speak and Mr. Warren closed the public hearing at 7:16pm. Motion was made by Mr. Scearce, seconded by Mr. Barber, to approve rezoning Case R-17-017 from B-2 to R-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. Scearce's motion was unanimously approved by the Board. P15 UVYIY Vl JY11W V�� Business Meeting May 16, 2017 This concluded the Rezoning Cases Public Hearing Public Hearing to receive citizen input on the Board of Supervisors potential recommendation of the abandonment, subject to the FIrginia Department of Transportation approval, of the following portion of Shula Drive/SR 642 in Pittsylvania County ("the County"); SR 642 (Shula Drive), from U.S. Highway 29, West to Highwayview Road1SR 988, a total of 0.06 miles. Mr. Hunt explained 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. Mr. Hunt reviewed the public comment allowance for 3 minute per person; 10 minutes for speaking if representing a group. Mr. Warren opened the public hearing at 7:18pm. The following persons spoke with comments opposing closing the road: Rickey Haley (representing Mt. Moriah Baptist Church); Tine Dale Hedrick (who entered a petition with 400 signatures wanting to keep the road open); Harold Arthur; Dallas Moore; Jessica Towler; Brian Lamb; Sherwood Zimmerman; Abdul Naris; Jason Moser; Curtis Arthur; and Timothy Layne. Their reasons for opposing the closure were that the accidents that occurred there were related to driver errors or impairments, such as failure to stop; speeding; double parking in the medium; DUIs; and other such things. They all felt that intersection was no more dangerous than any other intersection from there to Lynchburg. Furthermore, they all felt that the closure and alternate route would affect their community long after the public hearing. They all felt it would greatly endanger people needing rescue and/or fire response time that could mean life or death for citizens needing those services. Many felt it would adversely affect businesses, and adversely affect farmers in the area having to go up to the overpass to turn and come back up to access Shula Drive. Also, that was one of only two accesses to Leesville Lake. The largest concern of the speakers was that by closing the road, you would be blocking emergency service calls, and response minutes often determine whether someone lives or dies. They feel that by closing the road, you're punishing a lot of good people because of the mistakes of a few bad people Rusty Giles was on the community committee formed to review options given from VDOT on possible solutions to the accidents at the intersection and made the decision for this particular closure. Mr. Giles stated that of the approximately 7 options they reviewed, all pretty much involved closing the intersection except for one. He said that from all the information they were given, he, nor his family, would ever use that intersection again regardless of the outcome of the public hearing. Mr. Giles also stated he did not feel the committee anticipated the enormous amount of opposition to the closure. He said the committee was given options that ranged from $150,000 to $250,000. The committee chose what they thought was the best decision and he admired the people who fought so hard to be heard in their opposition to the closure Roger Clements was in favor of closing the intersection, and submitted a petition with approximately several hundred signatures in favor of the closure. Mr. Clements said he would P16 uoarn of Jupmisors Business Mming May 16, 2017 like to commend the people who took part of the study. The crossing has had too many accidents and injuries in the past 30 years. It is a bad intersection that needs something done, the opportunity is there to have something done, and if just one life is saved, it would be well worth it. Two school buses cross this intersection, and if the intersection isn't closed, it still needs to go up the proposed alternate route. Anyone pulling a trailer at the intersection, they need to be extra careful in the enter -medium when crossing. The decision needs to be about saving lives and not about it causing an inconvenience. Mr. Warren closed the public hearing at 8:03 pm. Mr. Blackstock stated when Mr. Marshall Ecker passed away nearly 4 years ago, and he was appointed and then elected via special election to the board, he has received more phone calls on this intersection than any other thing he has been involved with. Mr. Ecker had asked for a study, which Mr. Blackstock reviewed. Mr. Blackstock stated people in the community were not satisfied with the first study and asked VDOT to perform another study. He didn't think the results were very thorough, so he asked for another study. He received that study results by email the same day Mrs. Goins was killed at that intersection. So, as the Staunton River District Supervisors, he felt it was his responsibility to do everything he could to bring attention to the issue with VDOT, and resolve the issue. VDOT found money to hire a consult to do an RSA and when the options were gone through in that study. Mr. Blackstock hated that something like this split the community, so he intends to ask the Board to continue this discussion with the Board at their next work session on June 16, 2017, and told Mr. Smitherman to contact Jay Craddock with VDOT to attend the work session as well, where they all could hopefully come to a decision that would bring the community together instead of divide it. He thanked everyone who spoke and he felt that something would be done this time around that will work for everybody. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to place this item on the June 16, 2017 work session, which was unanimously approved by the Board. News Business Financial Matters: Motion was made by Mr. Blackstock, seconded by Mr. Davis, for 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), 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 Attorney - 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). This motion required a 10 -Day Layover. Mr. Smitherman explained the library submitted request approve a transfer of $1,432.94 from the Memorial Gifts Fund (Fund 265) to the local Library budget (100-4-073 100), noting the Library's transfer request that was approved by the Library's Board of Trustees at their April 10, 2017 meeting. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve the transfer as presented, which was unanimously approved by the Board. Mr. Smitherman explained Pittsylvania County received a Memorandum of Understanding from the Workforce Investment Board concerning a Pathways to the American P17 nouct 01 bupervls Business Meeting May 16, 2017 Dream Grant. The total of the grant was $78,575 and would be used to enhance workforce development capacity through an education and training system that adapts quickly to changing needs of businesses. The monies would 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. Motion was made by Mr. Davis , seconded by Mr. Barksdale , to approve and appropriate a total of $78,575 as set presented in the project budget to the WIA Fund, 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. Mr. Smitherman explained the Fire Marshal's Office had been given a grant through Norfolk Southern for the purpose of purchasing 2 hydrocarbon detectors for use in arson investigations. This grant totaled $2,000.00. Any additional funds needed to complete this purchase would come from the Fire Marshal's operating budget. Motion was made by Mr. Barber, seconded by Mr. Davis, to appropriate $2,000 to the Norfolk Southern Foundation Grant (250-4-032416-8102) 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. Ms. Boswell presented the CPMT quarterly report, stated everyone on the Board was in compliance. Ms. Boswell stated that Jim Bebeau, Director for Danville-Pittsylvania Community Services, has new responsibilities and would be unable to attend the meetings and has asked Dany L. Irby to be appointed in his place, with Veronica Onsurez-Pannell as Ms. Irby's alternate. Also, a new Health Director, Scott Spillman has been appointed to the district, but as his district region is so large, Dr. Spillman is unable to attend and asks Cynthia Robotti be appointed as his designee with Natalie Whitlow to service as Ms. Robotti's alternate. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve the designee and alternate appointments as presented by Ms. Boswell, which was unanimously approved by the Board. Mr. Smitherman stated 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. 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 06-30-17. 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. Mr. Smitherman stated this is a mandated program from the State of Virginia. Mr. Blackstock stated that he was not blaming Ms. Boswell at all, but this was not money budgeted for; the program was snowballing and was a state mandated program; and hopes at the next work session it can be discussed how to get a control over the escalating costs. The Board understands this is not just a Pittsylvania County problem but a problem across the Nation. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, for the 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 absorbed back into the unassigned fund balance. This motion required a 10 -Day Layover. P18 nowu or aupervhson Business Meeting May 16, 2017 Mr. Smitherman explained after several months discussion between the Board of Supervisors, the County Attorney, and the Commonwealth of Virginia, Department of Military Affairs ("DMA"), final documents have been submitted from the DMA to the County concerning the Chatham Armory. Motion was made by Mr. Davis, seconded by Mr. Barksdale, to take ownership of the Armory, approve Resolution 2017-05-01, and authorize any additional signatures required to enter for record the deed to the Chatham Armory; 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. (Resolution/Deed to be inserted) Mr. Smitherman explained 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 and that space is at the Olde Dominion Agricultural Complex. The County Attorney, in cooperation with the Olde Dominion Agricultural Foundation's attorney, as submitted a lease agreement for said space for the Board's consideration. Motion was made by Mr. Barksdale, seconded by Mr. Hagerman, to approve the Virginia Cooperation Extension Service Lease Agreement, which was unanimously approved by the Board. (MOU to be inserted) Board Announcements Mr. Barksdale stated that after 18 months of work and training sessions, he has completed his Supervisors' Certification through VACo, will graduate during the November VACo Conference. Mr. Blackstock would like to thank the Board, staff, and citizens who should compassion during the death of his step -father. He also stated he looked forward to the information party about the new animal shelter on Wednesday, May 17th and looks forward to a large turnout for that. Mr. Hagerman stated Rev. Kell Stone has been in attendance during the entire meeting and has purchased the old Gretna School. Mr. Hagerman stated Rev. Stone was interested in purchasing the bleachers, basketball goals, and other items from the old Blairs School. Mr. Smitherman stated he would get with Rev. Stone following the meeting. Mr. Warren stated Averette University recently won their first national equestrian championship. Comments from County Administrator Mr. Smitherman reminded everyone of the groundbreaking ceremony on Friday, May 19th, for the broadband project. Comments from Leal Counsel Mr. Hunt reminded everyone of the FOIA Training on Thursday, May 18th, and that a Special Meeting of the IDA would follow that training. Closed Session Matters Motion was made by Mr. Scearce, seconded by Mr. Barber, to authorize staff to advertise a public hearing for citizen input on a proposed amendment to PCC 6.6-3 to include Mid - Atlantic Broadband for tax exemption by designation, which was unanimously approved by the Board. P19 Dara m aupervisa b Business Meeting May 16, 2017 Motion was made by Mr. Blackstock, seconded by Mr. Barber, to enter into Closed Session for the following: 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 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. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to re-enter into Open Session. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on May 16, 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 Yes Joe B. Davis Yes Ronald S. Scearce Yes Robert W. Warren Yes Jessie L. Barksdale Yes Mr. Blackstock's motion was unanimously approved. Adiournment Mr. Warren adjourned the meeting at 8:55pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P20 PITTSYLVANIA COUNTY Board of Supervisors F.XF.Ci1TIVF. SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Virginia Department of Transportation 06-20-2017 6(c) (VDOT): Resolutions for Rural Rustic Roads CONSENT AGENDA: SUBJECT/PROPOSAL/REOUEST: ACTION: INFORMATION: Resolutions: Yes 2017-06-01: Jacobs Road/SR 637 2017-06-02: Rigney Circle/SR 800 ATTACHMENTS: 2017-06-03: Thompsons Road/SR 845 Resolutions 2017-06-01;2017-06-02;2017-06-03; 2017-06-04: Turkeycock Mountain Road / SR 2017-06-04 817 REVIEWED BY: STAFF CONTACT(S): Smitherman BACKGROUND: §33.1-70.1 ofthe Code of Virginia,1950, as amended, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road. DISCUSSION: For next round of rural rustics to be constructed this year (which have already been approved) the Board will need to have resolutions declaring them as "rural rustics". RECOMMENDATION: Staff recommends the Board of Supervisors approve the following Resolutions declaring the described portions of Jacobs Road/SR 637, Rigney Circle/SR 800, Thompsons Road/SR 845 and Turkeycock Mountain Road / SR 817 as Rural Rustic Roads. P21 Rebecca Flippen From: Craddock, Joseph (VDOT) <Joseph.Craddock@VDOT.Virginia.gov> Sent: Wednesday, May 10, 2017 10:10 AM To: Rebecca Flippen Subject: rural rustic resolutions Categories: Red Category Good morning! Our next round of rural rustics to be constructed this year still need to have resolutions declaring them as "rural rustics". Descriptions are as follow: 1. Route 637 (Jacobs Road) from Route 642 (Shula Drive) to Route 638 (Roark Mill Road) 2. Route 800 (Rigney Circle) from the north intersection of Route 799 (Climax Road) to the south intersection of Route 799 (Climax Road) 3. Route 845 (Thompsons Road) from Route 841 (Whispering Pines Road) to the end of state maintenance 4. Route 817 (Turkeycock Mountain Road) from Route 819 (Barn Road) to Route 811 (Robinhood Road) Maybe this can be done at the June meeting when we add go over the six year plan. Let me know if you need anything else. Thanks, Jay P22 i9ittopibaufa County 39oarb of buperbioorg RESOLUTION 2017-06-01 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, June 20, 2017, the following resolution was presented and adopted: WHEREAS, Section 33.2-332 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low-density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (`Board") desires to consider whether Route 637 (Jacobs Road), From: Route 642/Shula Drive to Route 638/Roark Mill Road should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six-year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right-of-way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: Yeas: Nays: A Copy Teste: Signed Printed Name David M. Smitherman Title Clerk P23 Vittopibauia County 38oarb of 6uperbiooro RESOLUTION 2017-06-02 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, June 20, 2017, the following resolution was presented and adopted: WHEREAS, Section 33.2-332 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low-density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (`Board") desires to consider whether Route 800 (Rigney Circle), From: the north intersection of Route 799/Climax Road to the south intersection of Route 799/Climax Road should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six-year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right-of-way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: Yeas: Nays: A Copy Teste: Signed Printed Name David M. Smitherman Title Clerk P24 Vittotbania Countp 38oarb of �buperbiooro RESOLUTION 2017-06-03 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, June 20, 2017, the following resolution was presented and adopted: WHEREAS, Section 33.2-332 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low-density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (`Board") desires to consider whether Route 845 (Thompson Road), From: Route 842 (Whispering Pines Road) to the end of state maintenance should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six-year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right-of-way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: Yeas: Nays: A Copy Teste: Signed Printed Name David M. Smitherman Title Clerk P25 Vfttzplbauia County �Soarb of 6uperbt orss RESOLUTION 2017-06-04 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, June 20, 2017, the following resolution was presented and adopted: WHEREAS, Section 33.2-332 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low-density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (`Board") desires to consider whether Route 817 (Turkeycock Mountain Road), From: Route 819 (Barn Road) to Route 811 (Robinhood Road) should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board's six-year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right-of-way and ditch -lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote Moved By: Seconded By: . Yeas: Nays: A Copy Teste: Signed Printed Name David M. Smitherman Title Clerk P26 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Tax Exempt Bonds — Hurt Volunteer Fire Department SUBJECT/PROPOSAL/REOUEST: Resolution Authorizing Tax Exempt Bonds STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 06-20-2017 CONSENT AGENDA: ACTION: Yes ITEM NUMBER: 6(d) INFORMATION: ATTACHMENTS: 1. Resolution 2017-06-05 2. Request from Eric Colbert, Chief, Hurt VFD 3. Copy of Public Hearing Notice Affidavit REVIEWED BY: 6< BACKGROUND: The Federal Government under the Internal Revenue Service sets requirements concerning tax exempt bonds and the cap on those bonds each year. DISCUSSION: Hurt Volunteer Fire Department is entering into an agreement with First National Bank of Altavista for financing for an amount not to exceed $350,000.00 with tax exempt status for renovations and additions to their current fire station. On June 5, 2017, the Hurt Volunteer Fire Department held their legally advertised public hearing (see attached). A supplement to their financing requirements is a resolution from the Board of Supervisors authorizing Hurt Volunteer Fire Department to participate in financing on a tax exempt status for equipment utilized by them for public use. Attached is Resolution 2017-06-05. RECOMMENDATION: Staff recommends the Board of Supervisors approve Resolution 2017-06-05, noting that the County is not approving/accepting any financial responsibility to this financial transaction; has not exceeded its maximum of $10,000,000 in tax exemption. P27 vitt!plbania County -360arb of *UPPrbis0r!5 RESOLUTION 2017-06-05 WHERAS, the Pittsylvania County Board of Supervisors under the United States Internal Revenue Code receives a $10 -million dollar allocation for tax exempt bonds each year beginning January 1; and WHEREAS, the tax exempt bonds cover boards, agencies and commissions under the Board of Supervisors; and WHEREAS, the Hurt Volunteer Fire Department is an authorized Volunteer Fire Department identified in Section 31-2:1 of the Pittsylvania County Code, authorizing them to participate in financing on tax exempt status for equipment utilized by the Volunteer Fire Department for public use; and WHEREAS, the Hurt Volunteer Fire Department has held a public hearing on June 5, 2017 on the tax-exempt financing after publishing the required notice by code; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors hereby approves the Bachelors Hall Volunteer Fire Department entering into a financial agreement as required under the United States Internal Revenue Code for financing to be carried out on a tax exempt basis in the amount not to exceed $350,000.00.00 to finance renovations and additions to their current fire station; and BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the Hurt Volunteer Fire Department in order to supplement their financing requirements. Given under my hand this 20a' day of June, 2017. Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P28 Rebecca Flippen From: Eric Colbert <hvfd3102@yahoo.com> Sent: Wednesday, June 07, 2017 8:11 PM To: Rebecca Flippen Subject: Tax Exempt Bond Attachments: Scan l.pdf Hello Rebecca, attached you will find a copy of the certificate of publication from the Star Tribune and a copy of the public hearing notice. The Hurt Volunteer Fire Department is entering a financial agreement with First National Bank of Altavista in the amount of $350,000 for renovations and additions to the current fire station. The Hurt Volunteer Fire Department is seeking a resolution from the Board of Supervisors authorizing Hurt Volunteer Fire Department to participate in financing on a tax exempt status. If you need anything else feel free to contact me. Thanks for your assistance in this matter. Thanks, Eric Colbert Chief Hurt Volunteer Fire Department 434-907-1492 hvfd3102@yahoo.com 1 P29 N0T1G1; NOhae is =w t +liven, ptrrcrent '. PUNW,, i a, No. 10:647 �'��llry�"",, On Ju S 20171866„ i "xxartod ft tto1W w*et dashed �B N.LJ oR Jurw 5 cAt Y at 7 p m a1 the i<xa0ttn Ot the u,OOrotlned Ntuatl Wow to discusa Ge oce43Aior: by loan purchase the adoi!" and 4 romwa!kny to" turrewt fl+e etatim a!%1 RnothoW artan",omb - relt ated t"erefa AphrOximme an.�dnt of None 3350.t)✓)00, V,�; lVillllA County Since 1869We*este: perams are imrted to+herd In WITNESS WHEREOF, '� I'wva lbefeu;ra set my har1'J and tdtflael Seat at my ofboe ee Hurt th:e ^Z3rd day of May. 311' " c wfcolwn lcate of Publication Hun Volunteer Fee Dolsarbnent Inc, 203 School Road Htrn. VA. ZOGS $ .^1 11p 7 tii�rt�by cc.rtity t> a -me un -ached order of publication has teen pub- lished once a -,veek for y succf�sive week,; in the. Star -Tribune, a newspaper published at the CIaatham office in Pittsylvania County, Vrlrl;inla, lwginning on � '1 �t;�ti °1 *1 , 20(l. Chad I larrison, Publisher Editor, 20 2t?-.: acting ag(�nt for the publisher S'E IT CSP VIRGINIIA, AI' IARC E County of llittsyhrania, "Iii -wit: '11w foregoing instnlment wjis acknowiedg d before me this ct �f f; 0"1 t day of 17v /_.U,3F•r._�_.a�=-�'�j�-_� S My coninaission expires JoXNN H AMOS NO -AR P 16.IC 1 fi[jl. a SS1 i N Cn^nmaanr� 6.1'j,".rt.'. t 2R N, Main StrPgl 1L0. ltw% 111 (:hallmmn N A 2 153 1 P30 X, Notary public Tel.: (-13.1) 132',2791 Fax: 113 i j -132..11)33 Inl;n1�4+1� hath mu=l artribtwr.r ont PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Tipping Fee Waiver — Leesville Lake Association SUBJECT/PROPOSAL/REQUEST: Ratify Request for Tipping Fee Waiver STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 06-20-2017 CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: 1) Letter of Request Association ITEM NUMBER: 6(e) from Leesville Lake REVIEWED BY: G �p Staff received a letter requesting a tipping fee waiver from the Leesville Lake Association (LLA) for debris that would be collected during its 13th annual Beautification and Volunteer Appreciation Day on Saturday, June 10, 2017. (See Attached). The debris was brought to the County's landfill on Monday, June 12, 2017. RECOMMENDATION: Staff recommends the Board of Supervisors ratify LLA's request to waive the landfill tipping fees for the debris from Leesville Lake Association's 2017 Beautification Day Event. P31 From: Sherwood Zimmerman [mailto:spzim@verizon.net] Sent: Monday, May 29, 2017 11:52 AM To: David M. Smitherman <David Smithermanialpittgov.org>; David M. Smithennan <David.Smithennannn,pittgov.org> Subject: Tipping Fees, Pittsylvania County Dear David: This letter is to request the tipping fees be waived for Leesville Lake Beautification Day as in the past. Beautification Day is being held on Saturday, June 10th and the two(2) First Piedmont 30 yd. dumpsters will be picked up on Monday the 12th and delivered to the landfill. The debris is natural debris such as limbs, trees, etc. Bedford County is waiving the tipping fees for the Bedford side of the lake. Thank you for your consideration of this request, Sherwood President, Leesville Lake Association Sherwood Zimmerman spzim(&vcrizon.net P32 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: County Attorney Employment Agreement SUBJECT/PROPOSAL/REOUEST: Approve Employment Agreement STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 06-20-2017 ACTION: Yes ATTACHMENTS: 1. Employment Agreement REVIEWED BY: /W ITEM NUMBER: 6(f) DISCUSSION: The County Attorney is a contract employee that serves at the pleasure of the Board of Supervisors. Attached is a County Attorney Employment Agreement for approval by the Board following the County Attorney's recent annual performance evaluation. RECOMMENDATION: Approve the attached County Attorney Employment Agreement via an affirmation, majority vote by the Board on the Consent Agenda. P33 EMPLOYMENT AGREEMENT COUNTY ATTORNEY THIS EMPLOYMENT AGREEMENT, hereinafter referred to as "Agreement," is made and entered into as of the 1St day of August 2017, by and between PITTSYLVANIA COUNTY, VIRGINIA, a political subdivision of the Commonwealth of Virginia and a body politic, acting by and through its BOARD OF SUPERVISORS, hereinafter referred to as "the Board" or "Employer," pursuant to its authority under § 15.2-1542, Code of Virginia, 1950, as amended, and J. VADEN HUNT, ESQ., hereinafter referred to as "Employee," together referred to herein at times as the "Parties," in consideration of the mutual covenants and considerations herein contained, the sufficiency of which the Parties acknowledge. The Employer agrees to continue to employ the Employee as County Attorney, effective immediately. Employee agrees to accept employment as County Attorney and all of the associated rights, duties, and responsibilities. Such rights, duties, and responsibilities are set forth, in part, in the attached Job Description, as amended from time -to -time (Exhibit "A"); and shall also include other duties and tasks as assigned from time -to -time and/or such as are necessary to carry out his duties. Section 1. Term and Emplovment-at-will A. The term of employment shall be indefinite and this Agreement shall continue in effect until severed pursuant to the terms specified herein or otherwise. B. Nothing in this Agreement shall prevent, limit, or otherwise interfere with the right of the Employer to terminate the services of the Employee at any time, subject to the terms set forth in Section 5 below. The employment relationship shall be at -will and the Employee may be terminated for any reason or no reason with or without notice or cause, also subject to the terms set forth in Section 5. The Employee acknowledges that he is an appointee of the Board, shall report directly to the Board, and with such status has no grievance rights. C. Nothing in this Agreement shall prevent, limit or otherwise interfere with the right of the Employee to resign at any time from his position with the Employer, subject only to the provisions set forth in this Agreement. Section 2. Compensation A. The Employee shall receive a minimum annual base salary of ONE HUNDRED AND TEN THOUSAND DOLLARS ($110,000.00) as of the date this Agreement is effective, payable in installments on the same schedule and with the same required deductions for taxes, retirement contributions, insurance and other employee benefits as apply to other full time employees of the County. P34 B. Consideration shall be given on an annual basis to increase compensation and Employer agrees that Employee shall be eligible for a base salary increase each succeeding year of employment. Nothing herein shall limit the ability of the Employer to award monetary bonuses or salary augmentations at any time during the period of employment, either in the form of lump sum payments or on a schedule agreed upon by the Parties, consistent with federal and state law. Such increases, bonuses, or augmentations may be dependent upon the results of performance evaluations conducted under the provisions of Section 4 of this Agreement. C. This Agreement shall be automatically amended to reflect any salary adjustments, in terms of increases or decreases that are provided by the Board or required by the Employer's compensation policies. D. Employee understands and agrees that he is an "exempt" employee under the provisions of the Fair Labor Standards Act and, as such, is not eligible for overtime pay and/or compensatory time or additional compensation. Section 3. Duties,• Assistance to Constitutional Officers,• Retention of Outside Counsel The Employee is expected to perform the following duties: (i) found in § 15.2-1542, Code of Virginia, 1950, as amended; (ii) described in the County Attorney's job description attached hereto as Exhibit "A," and (iii) any other legally and ethically permissible and proper duties or functions assigned by the Board of Supervisors. Employee agrees to faithfully adhere to the duty of care, loyalty, and obedience required of an officer of the County. The parties acknowledge that this Agreement does not include the rendering of legal service to the County's Department of Social Services in child custody proceedings or other matters, or representation of the County Treasurer's office in the collection of delinquent taxes, or representation of the County's Service Authority, School Board, or Board of Zoning Appeals, and that other counsel will be retained for those matters. Regarding other matters involving the County's elected Constitutional Officers, the Parties recognize that those officers are not legally obligated to seek the advice of the County Attorney; however, the County Attorney may provide advice and representation to them when they require assistance, and the matter is one in which, in the County Attorney's opinion, the County has an interest that is not adverse to the interest of the Constitutional Officer. Employer further acknowledges that litigation or other matters may arise from time -to - time that require special knowledge or skills, or are of a size or scope beyond the ability of the County Attorney to handle without assistance. The Board agrees to consider requests from the County Attorney for the retention of outside counsel in such situations, and not to unreasonably withhold approval of such requests. Section 4 Outside Employment and Conflict of Interests Employee shall not engage in any activity that is a conflict of interests under the State and Local Conflict of Interests Act or the rules of the Virginia State Bar, and shall avoid situations or activities that create the appearance of such a conflict. While employed as County 2 P35 Attorney, the Employee agrees not to engage in any other employment for compensation without the Employer's prior written consent, or engage in any business activities except for the passive investments of personal funds. Employee may engage as a volunteer in activities that provide indirect benefits to the Employer and the community, and may accept reimbursement for his actual expenses incurred in such activities, so long as those activities do not conflict or negatively impact Employee's duties and obligations to Employer. Section 4. Performance Evaluations A. The Employer shall review and evaluate the Employee's performance on the annual anniversary of the date of hiring, or between February 1 and March 1 of each calendar year, in writing, on a standard performance evaluation form for County employees, or on such other form as the Parties may agree to use. The evaluation process should include the opportunity for both Parties to: (1) prepare a written evaluation; (2) meet and discuss the evaluation; and (3) present a written summary of the evaluation results, which summary should be completed and delivered to the Employee within thirty (30) days of the evaluation meeting. B. The Employer should endeavor to define measurable annual goals and objectives for the Employee after the performance evaluation, but before March 1. C. The performance evaluation may be used by the Employer to determine whether the Employee is eligible for annual base salary increases, bonuses, or salary augmentations, as provided in Section 2 of this Agreement. Section 5. Termination and Severance A. In the event (i) the Employee leaves his employment by mutual agreement of a majority of the Board and the Employee, (ii) the Employee's resignation is requested by the Employer, or (iii) the Employee is terminated by the Employer for any reason other than for the reasons in Section 5(B), below, the Employer agrees to pay the Employee Severance Pay, which is initially defined as (a) a sum equal to three (3) months' of aggregate salary at the current rate of pay, plus (b) a sum equal to three (3) months of the Employer's share of all benefits the Employee received during his employment, including but not limited, to health plan coverage, life insurance, disability insurance, and retirement contributions, and (c) a lump sum value of all accrued and unused annual leave as provided in Section 8 of this Agreement (collectively the "Severance Pay"). Such severance payment shall be subject to all legally required deductions for taxes or otherwise. Accumulated and unused sick leave shall be paid out to Employee only if Employee is eligible for such as provided in the County's Personnel and Procedures Manual. Such severance payments shall be in a lump sum payment made on the next payday following the termination of employment or upon a date agreed upon by the Parties, but in no case shall such payment date be later than two (2) months following the date of separation. Employee, at his option and as an alternative to a lump sum payment representing health plan coverage benefits portion of the severance pay, may elect to have the Employer continue health plan coverage benefits for the Employee and all dependents, in which case the Employer shall continue to pay such costs, if such benefits are being provided at the time of separation. 3 P36 The number of months representing the Severance Pay shall be revisited annually and may be increased from the base of three (3) months, by mutual agreement, depending upon the Employee's continued satisfactory performance. B. If Employee is terminated because (i) of his conviction of any felony; (ii) of his conviction of a misdemeanor involving moral turpitude; or (iii) the Employee is materially unwilling or unable to perform his duties under this Agreement and Employer has provided prior written notice of such unwillingness to perform and the Employee has been afforded at least sixty (60) days opportunity to cure, and remains materially unwilling or unable to perform his duties under this Agreement, then, in that event, Employer may terminate Employee and shall have no obligation to pay the Severance Pay to Employee. C. If the Employer at any time during the term of this Agreement reduces the salary or employee benefits of the Employee by a greater percentage than it does for all other County Employees, the Employee may unilaterally resign and the Employer shall pay the Severance Pay to the Employee. D. This Agreement will automatically terminate upon the death of the Employee and no Severance Pay shall be owed to the heirs or the estate of Employee, however, such termination shall not affect entitlement to payment for days already worked, for accrued and unused annual leave or sick leave or for any other death benefit provided by law. Section 6. Voluntary Resienation If the Employee voluntarily decides to resign his position, he shall give the Employer a minimum of sixty (60) days written advance notice of his departure date. No Severance Pay shall be payable for a voluntary resignation. The Board in its discretion may waive or reduce the notice requirement required by this Section. If not waived or reduced the failure to provide such required notice shall result in the forfeiture of any money owed to the Employee for accrued leave balances, such forfeiture being Employer's sole remedy for failure to provide the notice. Section 7. Hours of Work The Employee is expected to devote whatever time is reasonably necessary to the business of the County, including hours outside normal office hours. The Employee recognizes he is not to receive any additional compensation for hours worked beyond forty (40) hours in a workweek or on weekends or holidays. Likewise, the Employer understands the need to rely upon the discretion and sound judgment of the Employee to determine how to balance the demands of work with the need or desire to be absent from work during the County's normal office hours in order to attend to personal business, family matters or even recreational activities. Employee shall be reasonably available by cell phone and e-mail during the normal office hours of the County, and after hours (except when on vacation, when on sick leave, or when other reasonably good cause exists). Section 8. Annual and Sick Leave 0 P37 A. Employee shall accrue and may use annual and sick leave at the rates and on the same terns as other County employees. B. When employment is terminated by the Employer in accordance with Section 5(A) of this Agreement, or the Employee unilaterally resigns, having provided at least sixty (60) days advance notice, or notice time is waived by Employer, the Employee will be paid for all unused annual leave, according to the terms set forth in the County policy for other County employees. Accumulated and unused sick leave shall be paid out to Employee, only if Employee is eligible for such as provided in the County's Personnel and Procedures Manual. C. Payment for accrued leave may be withheld pending the return of County property by the Employee, or will be offset by the market value of all County property not returned. Section 9. Benefits and Professional Resources A. Standard Benefits: Except as otherwise stated in this Agreement, the Employee will receive the same benefits on the same terms as Employer provides benefits to other full-time County Employees. B. Business Expenses: Business expenses incurred by Employee during the conduct of County business shall be paid by the County in accordance with County policy and within the approved budget. C. Professional Association Memberships: The Employer recognizes the importance to the County of the Employee's membership and participation in professional associations and organizations. The Board agrees to budget and pay the cost of Employee's legally required dues to the Virginia State Bar and for the County's membership in the Local Government Attorneys of Virginia, Inc., and in addition to pay for Employee's membership in any organizations that have been approved by the Employer within the annual budget for the County Attorney's office. D. Professional Conferences and Continuing Legal Education: Attendance at the conferences and meetings of professional associations and organizations, registration fees, and associated travel expenses, including non -automobile transportation, food, and lodging, shall be paid by the County in accordance with this Agreement, County policy, and within the approved budget. E. Continuing Legal Education: Employer shall pay for continuing legal education as provided in the County's Personnel and Procedures Manual, so that Employee may maintain his law license and compliance with continuing legal education requirements. To the extent feasible, Employee agrees to fulfill these requirements by attendance at meetings or conferences funded under Paragraph D above. P38 F. Equipment: The Employer shall provide Employee with all equipment and services reasonably necessary to perform Employee's duties and obligations to Employer, including, but not limited to, computers, access to County networks and support, a mobile telephone device with electronic mail capability (e.g. a smart -phone -type device), library materials and/or reasonable access to online legal research service. Section 10. Indemnification The Employee shall be covered under the County's risk management policies and be indemnified, held harmless, and defended to the same degree and extent as all other employees and officials of the County for or against any allegation, claim, tort, professional liability claim or demand or any other legal action, whether groundless or otherwise, arising out of an alleged act or omission occurring in the performance of Employee's duties as County Attorney or resulting from the exercise of judgment or discretion in connection with the performance of program duties or responsibilities. The Employee may request and the Employer shall not unreasonably refuse to provide independent legal representation at Employer's expense and Employer may not unreasonably withhold approval. Legal representation provided by Employer for Employee shall extend until a final determination of the legal action, including any appeals. The Employer shall indemnify Employee against any and all losses, damages, judgments, interest, settlements, fines, court costs, and other reasonable costs and expenses of legal proceedings, including attorneys' fees, and any other liabilities incurred by, imposed upon, or suffered by such Employee in connection with or resulting from any claim, action, suit, or proceeding, actual or threatened, arising out of or in connection with the performance of his or her duties, provided such losses have not been caused by a deliberately wrongful act of the Employee. Any settlement of any claim must be made with prior approval of the Employer in order for indemnification, as provided in this Section 11, to be available. Further, Employer agrees to pay all reasonable litigation expenses of Employee throughout the pendency of any litigation to which the Employee is a party, witness, consultant, or advisor to the Employer. Such expense payments shall continue beyond Employee's service to the Employer as long as litigation is pending. Further, Employer agrees to pay Employee reasonable consulting fees and travel expenses when Employee serves as a witness, consultant, or advisor to Employer regarding pending litigation. Section 11. Bondine The Employer shall bear the full cost of any fidelity or other bonds required of the Employee under any law or ordinance, if any. Section 12. Other Terms and Conditions of Employment All provisions of County ordinances, resolutions, rules, policies, and regulations of the Employer pertaining to annual, sick leave, holidays, employee benefits, working conditions, and rules of conduct, as they now exist or hereafter may be amended, shall apply to Employee as 3 P39 they do to all County employees, but only to the extent they do not conflict with an express provision of this Agreement. Section 13. Notices Notice pursuant to this Agreement shall be given by United States mail, or other qualified parcel delivery company, addressed as follows: (1) EMPLOYER: Chair, Board of Supervisors, County of Pittsylvania, Virginia, at the office of the Clerk of the Board of Supervisors, Chatham, Virginia 24531. (2) EMPLOYEE: J. Vaden Hunt, Esq., at the residence address used for State and Federal tax purposes. Alternatively, notice required pursuant to this Agreement may be personally served in the same manner as is applicable to civil judicial practice. Notice shall be deemed given as of the date of personal service or as of the day following the date of deposit of such written notice with the United States Postal Service or other qualified parcel delivery company. Section 14. Renewal and Termination of Agreement This Agreement, pursuant to § 15.2-1503, Code of Virginia, 1950, as amended, shall be without definite term, however this Agreement shall continue indefinitely from day-to-day. This Agreement shall terminate on the last day of Employee's employment with Employer, however Sections 5, 6, and 10 shall survive termination, to the extent that Employer is obligated to make payments to Employee post -termination, and to indemnify him as described in Section 10 for matters that arose from or occurred during his employment. In no event shall termination of this Agreement affect, void, or otherwise limit the respective Parties' obligations that accrued or vested prior to the Agreement's termination. Section 15. General Provisions A. The text herein shall constitute the entire agreement between the Parties, and shall supersede any and all prior agreements, regardless of the services addressed in those prior agreements. The parties by mutual written agreement may amend any provision of this Agreement during the life of the Agreement. Such amendments shall be incorporated and made a part of this Agreement. B. This Agreement shall be binding upon the Employer and the Employee and shall be binding upon and inure to the benefit of the heirs at law, assigns, personal representatives, successors, and executors of Employee. C. The invalidity of one (1) or more of the phrases, sentences, clauses, .or sections contained in this Agreement shall not affect the validity of the remaining portion(s) of the Agreement, so long as the material purposes of this Agreement can be determined and effectuated. If any term, provision or other part of this Agreement is declared illegal or void, it 7 P40 shall be excised or modified to conform to the appropriate laws or regulations. If any term, provision or other part of this Agreement is held to be inoperative, invalid or unenforceable, then such provision or portion thereof shall be reformed in accordance with applicable laws or regulations. In both cases of illegal and invalid provisions, the remainder of the Agreement shall not be affected, but shall remain in full force and effect. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed to be an original, and all of which together, shall constitute one and the same instrument. D. This Agreement shall be administered and interpreted in accordance with the laws of the Commonwealth of Virginia. Any actions arising out of this Agreement shall be brought in the Circuit Court of Pittsylvania County, Virginia. E. This Agreement is the entire agreement between the parties as to the contained subject matter, supersedes all other agreements whether written or oral, and may only be modified or amended in writing signed by the Parties. F. The parties acknowledge that Employer has consulted separate, independent counsel in the drafting and review of this Agreement. Section 16. No Residency Requirement Employee is not required to reside in Pittsylvania County, Virginia. Section 17. Vehicle Allowance In order for Employee to travel throughout the County and surrounding areas, in furtherance of his assigned duties as County Attorney, Employer agrees to provide Employee a monthly THREE HUNDRED DOLLAR ($300.00) Vehicle Allowance. Employer and Employee agree that payment of said Vehicle Allowance is separate and in addition to his salary detailed in Section 2(A) of the Agreement, and shall relieve the County of any responsibility to provide a vehicle (i.e. automobile), fuel, or maintenance for a vehicle for Employee's use on County business. Furthermore, in consideration for said Vehicle Allowance, Employee agrees that he shall not seek reimbursement for any vehicle costs associated with his employment with the County. Employee also agrees that he shall be solely responsible for all local, state, and/or federal taxes arising from receipt of said Vehicle Allowance. Lastly, Employee understands and agrees that the Vehicle Allowance provided by the County shall terminate on the same date as his employment with the County terminates, regardless of whether such termination is voluntary or involuntary. IN WITNESS WHEREOF, the County of Pittsylvania, Virginia and its Board of Supervisors have caused this Agreement to be signed and executed by its Chairman, and the Employee has signed and executed this Agreement, both in duplicate, on the date shown below. [THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] 0 P41 Signed: Date: Chairman Pittsylvania County Board of Supervisors Signed: Date: Employee COMMONWEALTH OF VIRGINIA County of Pittsylvania, to wit: The foregoing Agreement was acknowledged before me this _ day of , 2017, by Robert W. Warren, Chairman, Pittsylvania County Board of Supervisors. My Commission expires: Registration No.: Notary Public COMMONWEALTH OF VIRGINIA County of Pittsylvania, to wit: The foregoing Agreement was acknowledged before me this day of 2017, by J. Vaden Hunt, Esq. Notary Public My Commission expires: Registration No.: .41 P42 Position Title: County Attorney FLSA: FULL-TIME, Exempt Reports To: Pittsylvania County Board of Supervisors SALARY GRADE: CONTRACT SUMMARY OF POSITION: The County Attorney provides legal advice and services to the Board of Supervisors and the County Administrator. Responsible for all County Departments for legal services activities, and functions as department head, including representing the Board of Supervisors, and County Administrator in most civil, governmental, and criminal actions in both defense and plaintiff positions. Provides legal advice and services to legal aspects, and assists the County Administrator with administrative activities. The County Attorney serves as legal advisor; serves at the pleasure of the Board of Supervisors. Work is performed with a wide degree of latitude for the exercise of independent judgment and action. Problems encountered range from routine to extremely complex in nature. ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may not be required to perform all duties listed, and may be required to perform additional, position - specific tasks. • Represents the County central government, its Departments, and any other assigned sub- units or some appointed agencies of the Board of Supervisors, such as Planning Commission, Industrial Development Authority. Does not provide legal representation of BZA, DSS, Service Authority, Schools and/or School Board, and Treasurer in delinquent tax collection matters. Provides Departments and agencies with legal advice and services as necessary or required. If a conflict of interest arises, the County Attorney will withdraw in favor of the Board of Supervisors if possible. • Initiates and responds to most civil and criminal actions on behalf of the County, with primary emphasis on civil and constitutional law; • Provides legal advice on, and defends the County in, most civil rights matters and issues; • Provides legal advice on matters of civil, constitutional, and administrative law; • Provides legal review and advice on matters pertaining to contracts and real estate. Oversees the review of all contracts before execution of contractual documents and agreements; • With the assistance of the Human Resources Director, manages and reviews all basic personnel functions of the County to ensure that local personnel policies, and practices are in compliance with federal and state regulations and guidelines; EXHIBIT I A Equal Opportunity Employer � fj I P43 • Defends the Board of Supervisors and County Administrator in most actions or litigation brought against them; • Drafts ordinances and other documents, as necessary or requested in a timely manner; • Works closely with the County Administrator providing legal advice in short and long range planning in order to help determine desirable alternative courses of action to provide more efficient and effective services to the Board of Supervisors and the public; • Develops and maintains a positive and effective liaison with other governmental officials and the public pertaining to legal matters. • Ensures, through legal counseling, that various legal requirements and statutory deadlines are met to avoid potential litigation, compliance with contractual obligations, avoidance of civil rights claims awards, and compliance with various legal funding requirements; • Attends most meetings of the Board of Supervisors and other meetings as required; • Provides direct supervision over Legal Assistant; and • Performs other related duties as required. REQUIRED KNOWLEDGE AND SKILLS: Professional knowledge of civil, criminal, constitutional, administrative, contractual, real estate, tax, and civil rights laws. Considerable knowledge of modern legal practices relating to governmental law and its application to Virginia County governments. Extensive knowledge of the philosophy and principles of courtroom protocol, conduct, and techniques. Exceptional oral and written communication skills. Ability to provide brief, concise, and definitive legal opinions in a timely manner. Ability to demonstrate and maintain confidentiality; good and mature judgment. Knowledge and ability in the principles of psychology, and sociology to facilitate the effective outcome of the purpose of legal counsel in a public environment, providing a positive image of the County government. Ability to independently conduct legal research, formulate effective legal strategies, respond to, and follow-up on requests from the Board of Supervisors, and County Administrator in a prompt and timely manner. Outstanding ability to maintain a harmonious working relationship with the Board of Supervisors, County Administrator, other employees, and the public. Agreement to work exclusively for the County, with no formal private practice, unless authorized by the Board of Supervisors. EDUCATION AND EXPERIENCE: Juris Doctorate degree, with admission to the Virginia State Bar. Appropriate legal authorization to practice law before the Virginia State Supreme Court, and in Federal District and Appeals courts. Administrative, advisory, and governmental or business experience; demonstrated knowledge of proficient legal practices, and the Code of Virginia as pertaining to Virginia County government. No history of public sanctions by local Equal Opportunity Employer P44 or state bar association. Ability to plan, organize, and present legal positions in a timely manner. ENVIRONMENTAL FACTORS AND CONDITIONS: Work is performed primarily in an indoor environment, but may require visits to outdoor/indoor project sites. Moderate noise (business office with computers/copiers and printers, light traffic). PHYSICAL REQUIREMENTS: Requires walking or standing to a significant degree; use of hands and fingers; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of motor vehicles or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities. Some overnight travel may be required by land and/or air. EQUIPMENT AND TOOLS UTILIZED: Standard equipment includes motor vehicle, personal computer, and standard office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE -REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature; Chairman, Board of Supervisors Date Comments: Equal Opportunity Employer P45 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Letters of Congratulation — Pittsylvania 06-20-2017 6(g) County Sports Hall of Fame; 2017 Inductees ACTION• SUBJECT/PROPOSAL/REOUEST: Yes Letters of Congratulation ATTACHMENTS: 1. Draft Letter STAFF CONTACT(S): 2. Email from Brenda, Bowman, Secretary for Mr. Smitherman Pittsylvania County Sports Hall of Fame 3. List of 2017 Inductees REVIEWED BY: BACKGROUND/DISCUSSION: At the banquet to be held on Saturday, July 15, 2017 the Pittsylvania County Sports Hall of Fame will be inducting its 2017 members. (Inductee list attached along with a draft Letter of Congratulation). The Letters of Congratulation will be presented at banquet to the 2017 Inductees. RECOMMENDATION: Staff recommends the Board of Supervisors approve authorization for Chairman Warren to sign the Letters of Congratulation to the 2017 Pittsylvania County Sports Hall of Fame Inductees. P46 SUPERVISORS Robert W. Warren, Chairman Joe B. Davis, Vice -Chairman Tim R. Barber Jessie L. Barksdale Elton W. Blackstock Jerry A. Hagerman Ronald S. Scearce Mr. Edward A. Walker 300 Willow Lane Gretna, Virginia 24557 Dear Mr. Walker; Pittsylvania County BOARD OF SUPERVISORS P.O. Box 426 Chatham, VA 24531 June 16, 2017 David M. Smitherman County Administrator Phone (434) 432-7710 Fax (434) 432-7714 Email: david.smitherman@pittgov.org On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion as an inductee to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection as an inductee to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors RWW/rf P47 Rebecca Flippen From: Brenda Bowman <bbowman300@embarqmail.com> Sent: Saturday, May 13, 2017 4:42 PM To: delladams; deldmarshall; district20; districtIS; Robert Warren; Joe Davis; Ronald Scearce; Elton W. Blackstock; Jerry A. Hagerman; Tim Barber, Jessie L. Barksdale Cc: Rebecca Flippen; Mary Franklin; George Henderson; DAVID BULLINS Subject: Pittsylvania County Sports Hall of Fame Attachments: HOF - Legislators - email content (Autosaved).docx Follow Up Flag: Flag for follow up Flag Status: Flagged All: As in the past, we are asking that you prepare letters or certificates commending the inductees into the annual Pittsylvania County Sports Hall of Fame. I have attached names of the inductees and have indicated the appropriate County Magisterial District and Legislative Districts for the joint Commending Certificates. (Rebecca Flippen prepares the county letters; Delegate Marshall's and Senator Ruffs offices have coordinated the certificates in the past.) The ceremony will be held Saturday, July 15, 20017, at 6:00 p.m., White Oak Grove Outreach Center, 1461 Dry Fork Rd,., Dry Fork, VA 24549. As in the past, I hope that you will be able to attend and assist with the presentations. Please let me know if you will be able to attend as our guest. If you have any questions, please let me know. Brenda Bowman, Secretary Pittsylvania County Sports Hall of Fame P48 PITTSYLVANIA COUNTY SPORTS HALL OF FAME INDUCTEES 2017 Inductee Magisterial District Legislative District Charlie — Chatham -Blairs Charlie —S20th (Stanley) — Charles O. Haymes, Sr. (Warren) H16th (Adams) William J. Haymes Bill — Chatham -Blairs Bill — S 20th (Stanley)— Haymes Construction Warren) 16th H (Adams) Hawkins Rd. Business — Callands- Business — S 15 (Ruff) — Chatham, VA 24531 Ch Gretna (Hagerman) H16 (Adams) Roger L. Cook, Posthumous c/o Shannon Snow Dan River District (Davis) S15 (Ruff) 1465 Randolph Drive H14 (Marshall) Keeling, VA 24566 Ringgold Volunteer Fire & Rescue Department P. O. Box 10 Dan River District (Davis) S15 (Ruff) H 14 (Marshall) Ringgold, VA 24586 Stephen L. Kinsley Staunton River District S15 (Ruff) 117 Blue Jay Lane (Blackstock) H16 (Adams) Pittsville, VA 24139 Stavros "Stabby" Calos, Posthumous c/o Laurie Dishman Danville City (formerly H14 (Marshall) 21 Brown Lane Westover — Annexed) S 15 (Ruff) Danville, VA 24541 Edward A. Walker 300 Willow Lane Callands-Gretna District S15 (Ruff) Gretna, VA 24557 (Hagerman) H16 (Adams) L. Douglas Craddock Callands-Gretna District SIS (Ruff) 1997 West Gretna Road (Hagerman) H16 (Adams) Gretna, VA 24557 Jackie N. Hardy 2721 Golf Club Road Chatham -Blairs District H 16 (Adams) Danville, VA 24540 (Warren) S15 (Ruff) Averett H. "Buddy" Brown, Jr. Danville City H14 (Marshall) IS15 219 Richardson Court (formerly Westover — Ruff P49 PITTSYLVANIA COUNTY SPORTS HALL OF FAME INDUCTEES 2017 Danville, VA 24541 Annexed) Ferrell Edmunds, Jr. 3221 Virginia Lane Westover District S 15 (Ruff) Danville, VA 24540 (Scearce) H14 (Marshall) Robert E. Lindsey, Sr. 2720 Dry Fork Road Tunstall District (Barber) S 15 (Ruff) Dry Fork, VA 24549 H16 (Adams) Danny Turner 14500 Mt. Cross Rd. Dry Fork, VA 24549 Tunstall District S 15 (Ruff) (Barber) H16 Adams) P50 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution of Recognition: Danville — Pittsylvania Cancer Association SUBJECT/PROPOSAL/REQUEST: Resolution of Recognition STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 06-20-2017 CONSENT AGENDA: ACTION: INFORMATION: Yes ITEM NUMBER: 6(h) ATTACHMENTS: 1) Letter of Request from Vic Ingram with the Danville-Pittsylvania Cancer Association 2) Resolution 2017-06-07 REVIEWED BY: BACKGROUND/DISCUSSION: On June 22, 2017, the Danville-Pittsylvania Cancer Association will be holding its 20th Annual Celebration of Life Program where the Honorable Jerry A. Hagerman will be presenting Resolution 2017-06-07 in recognition of the D-PCA's invaluable service to area's citizens for education in detection, diagnosis, treatment and prevention of cancer. RECOMMENDATION: Staff recommends the Board of Supervisors ratify approve Resolution 2017-06-07. P51 Rebecca Flippen From: Vic Ingram <vicingram@live.com> Sent: Tuesday, June 13, 2017 12:05 PM To: Rebecca Flippen; Vic Ingram Subject: Celebration of Life Resolution Attachments: Celebration of Life Proclomation.docx; DPCA l jpg; DPCA 2jpg Hi Rebecca, I spoke with Jerry Hagerman last Friday and he asked that 1 send you this information. On June 22 we are holding our 20th Annual Celebration of Life program for our cancer survivors. He is going to present either a reesolution or proclaimation honoring Danville-Pittsylvania Cancer Association, Inc. for 20 years for honoring and celebration the lives of cancer patients in our area. Here is a fact sheet and pictures of other presentations that might helo you. Also please invite the County Administrator,the Board of Supervisors and the Constitutional Officers. It will be held at the Stratford Conference Center on June 22, 2017 starting at 7, dress is casual and a meal will be provided, you can call me at 429-5501 with questions, thanks. Sincerely, Vic William V. Ingram P52 Vitt!5pCbonio Countp 38oarb of *UPCrbi!5or!5 RESOLUTION 2017-06-07 Danville-Pittsylvania Cancer Assoication 20'" Annual Celebration of Life VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 20, 2017 in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, the Danville Cancer Association was organized through Articles of Incorporation on December 1, 1976 and received its Certificate of Incorporation from the Virginia State Corporation Commission on December 9. 1976, with the primary mission to encourage and conduct programs for the sustaining education of the public concerning cancer, its symptoms and detection; to conduct programs of service to cancer patients; and to encourage programs for the continuing education to nurses, technicians, dentists, physicians and others as to all matters concerned with the detection, diagnosis, treatment and prevention of cancer; and WHEREAS, in 2016, the Danville Cancer Association officially changed its name to the Danville-Pittsylvania Cancer Association, and continues to be a vital asset to the Danville/Pittsylvania County area; and; WHEREAS, the primary mission of the Danville-Pittsylvania Cancer Association has changed very little since its inception. Today's mission statement is to serve cancer patients and survivors by assisting with their quality of life and by providing access to services needed to help in their battle against cancer. The primary focus is to assist patients and survivors with financial support for medication, travel and lodging along with counseling and support programs; and to conduct programs to educate the public concerning cancer, its' symptoms and detection; and WHEREAS, this year on June 22, 2017, the Danville-Pittsylvania Cancer Association will host their 20th Annual Celebration of Life Program that celebrates another year of life while honoring their clients who have fought this dreaded disease; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its appreciation and gratitude to the Danville-Pittsylvania Cancer Association for its invaluable service to the area's citizens for education in detection, diagnosis, treatment and prevention of cancer, and for the emotional support they provide to their clients against this terrible disease; and BE IT FURTHER RESOLVED that a copy of this resolution be presented to the Danville-Pittsylvania Cancer Association at their 20th Annual Celebration of Life Program on June 22, 2017. Given under my hand this 2e day of June, 2017. P53 Robert W. "Bob", Chairman Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolutions and Certificates of Recognition: 06-20-2017 Dan River High School: Chorus, Band, Cross Country, Wrestling, CONSENT AGENDA: Boys Basketball, Track, and Boys Baseball ACTION: Yes SUBJECT/PROPOSAL/REQUEST Student Recognition STAFF CONTACT(S): Mr. Smitherman ATTACHMENTS: None REVIEWED BY: ITEM NUMBER: 6(1) BACKGROUND/DISCUSSION: Several students, coaches, and school staff from Dan River High School will be present to receive recognition for their excellent accomplishments this year. RECOMMENDATION: For the Board's consideration. P54 PUBLIC HEARING P55 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing: Virginia Department of Transportation (VDOT) Secondary Six -Year Plan for Fiscal Years 2017/18 through 2022/23 and the Secondary Construction and Budget for Fiscal Year 2018 in Pittsylvania County SUBJECT/PROPOSAL/REQUEST: Public Hearing STAFF CONTACT(S): Mr. Smitherman AGENDA DATE - 06 -20-2017 ACTION: Yes ITEM NUMBER: 7 ATTACHMENTS: 1) Draft of VDOT Secondary Six -Year Plan for Fiscal Years 2017/18 through 2022/23 and the Secondary Construction and Budget for Fiscal Year 2018 2) Copy of Public Hearing Advertisement 3) Resolution 2017-06-06 REVIEWED BY: G� Each year the Board of Supervisors and the Virginia Department of Transportation (VDOT) hold the required public hearing in accordance with §33.1-70.01 of the Code of Virginia, 1950, as amended, in order to receive citizen input on the proposed Secondary Six -Year Plan. DISCUSSION: The Board of Supervisors duly advertised to hold a joint public hearing for citizen input on the VDOT Secondary Six -Year Plan for Fiscal Years 2017/18 through 2022/23 and the Secondary Construction and Budget for Fiscal Year 2018 in Pittsylvania County on June 20, 2017 at 7:00pm. A copy of the draft construction program for the Secondary Six -Year Plan is attached hereto. Representatives from VDOT will be present for the public hearing. RECOMMENDATION: Staff recommends that the Board of Supervisors hold the public hearing for comments advertised and upon closing the hearing, approve the VDOT Secondary Six -Year Plan for Fiscal Years 2017/18 through 2022/23 and the Secondary Construction and Budget for Fiscal Year 2018 as presented, approve Resolution 2017-06-06, and authorize the County Administrator to sign any necessary documentation. Roll Call Vote Required. P56 Secondary System Pittsylvania County Construction Program Estimated Allocations Fund FY2018 FY2019 FY2020 FY2021 FY2022 FY2023 Total CTB Formula - Unpaved Slate $567,057 $652.307 $626,919 so b0 $0 $1,846,283 Secondary Unpaved Roads bo 60 $0 $0 $0 $o $0 TeleFee $216,210 $216,210 $216,210 1215,210 $216,210 $216,210 $1,297,260 Residue Parcels $0 50 $0 so $0 $0 so STP Converted from IM $0 $0 $0 $0 $0 s0 $0 Federal STP - Bond Match $0 $0 s0 $0 $0 $0 $0 Formula STP $0 $0 s0 s0 $0 $0 so MG Formula $0 $0 so $0 $0 $0 $0 BR Formula so $o $0 $0 $0 $D s0 Other State Match b0 $o $0 $0 s0 $0 $0 State Funds $0 $0 $0 $0 so s0 $0 Federal STP $0 $0 $0 $0 $0 $0 $0 District Grant - Unpaved $0 $0 $0 6880244 $449,952 $602.382 $1,932,578 W . r 7832,65868,1r$43,79®`16®�$66oal ,0 ,162 ` $818,592 $5,076.121 Page 1 of 1 Board Approval Date: Residency Administrator Date County Administrator Date P57 P58 m `o m a z 0 U fL m a O o 3 U O g c 42m N N^ n � KO O O C G H OK N N �� 00 O tl09 N S S N N C O O U N Sr -p N w Q w n a�cZi ti a�cZi � a�� �° a�czi ti a�cZi Z Z Z O Z z Z F F LU W w IQLL Q m a' F •N. 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C; :§■� (i c§(F- z \, z) §k ) 2 ° �� �ƒ W� \/§.ew§ ]ƒ§ °§) )�© /§§ !6§§!!§ ®®§§/ )\kk(02 al &!B%§§§ was P62 § Public Hearing Notice The Virginia Department of Transportation and the Board of Supervisors of Pittsylvania County, in accordance with Section 33.2-331 of the Code of Virginia, will conduct a joint public hearing in the General District Courtroom of the Edwin R. Shields Courthouse Addition located in Chatham, Virginia at 7:OOpm on Tuesday, June 20, 2017. The purpose of this public hearing is to receive public comment on the proposed Secondary Six -Year Plan for Fiscal Years 2017/18 through 2022/23 and the Secondary System Construction and Budget for Fiscal Year 2018 in Pittsylvania County. A copy of the proposed Plan and Budget may be reviewed in the Halifax Residency Office of the Virginia Department of Transportation, located at 5211 Halifax Road, Halifax, U.S. Highway 501, Halifax, Virginia, or at the Pittsylvania County office located at 1 Center Street, Chatham, Virginia, or on the County's website at www.pittsvlvaniacountvva.Qov. All projects in the Secondary Six -Year Plan that are eligible for federal funds will be included in the Statewide Transportation Improvement Program (STIP), which documents how Virginia will obligate federal transportation funds. P63 Vitt.5pfbania Countp -38uarb of buperbigors RFSOLUTION 2017-" At the business meeting of the Board of Supervisors of the County of Pittsylvania, held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, June 20, 2017 at 7:00 p.m., the following resolution was presented and ratified: At the business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 20, 2017, the following Board members were present were: Joe B. Davis Dan River District Jessie L. Barksdale Banister District Tim R. Barber Tunstall District Jerry A. Hagerman Callands-Gretna District Ronald S. Scearce Westover District Elton Blackstock, Sr. Staunton River District Robert W. Warren Chatham -Blairs District On motion by ., seconded by and carried by a to vote of the Board of Supervisors: WHEREAS, Sections 33.2-358 and 33.2-364 of the Code of Virginia, 1950, as amended, provides the opportunity for each county to work with the Virginia Department of Transportation in developing the Secondary Six -Year Road Plan; and WHEREAS, this Board has previously agreed to assist in the preparation of this Plan, in accordance with the Virginia Department of Transportation policies and procedures, and participated in a public hearing on the proposed Plan (2018 through 2023) on Tuesday, June 20, 2017 after duly advertised so that all citizens of the County had the opportunity to participate in said hearing and to make comments and recommendations concerning the proposed Plan; and WHEREAS, Joseph Craddock, Assistant Residency Administrator, Virginia Department of Transportation, appeared before the Board and recommended approval of the Six -Year Plan for Secondary Roads (2018 through 2023); then NOW, THEREFORE, BE IT RESOLVED that since said Plan appears to be in the best interests of the Secondary Road System in Pittsylvania County and of the citizens residing on the Secondary System, said Secondary Six -Year Plan (2018 through 2023) is hereby approved as presented at the public hearing. David M. Smitherman, County Administrator P64 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include tangible personal property owned by the Blue and Gray Education Society SUBJECT/PROPOSAL/REOUEST: Public Hearing STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 06-20-2017 ACTION: Yes ITEM NUMBER: 8 ATTACHMENTS: 1) Public Hearing Ad 2) Personal Property Tax Exemption Worksheet for Exempt Revenue from the Commissioner of the Revenue 3) Application for Exemption from Blue and Gray Education Society. REVIEWED BY:I � DISCUSSION: The Blue and Gray Education Society entered a request for tax exemption on tangible personal property ( a 2014 Ford Van, VIN# 1 FBSS3BL4EDA58919 with an assessed value of $4,910.00) which was submitted to the Commissioner of the Revenue's Office, forwarded to the Board of Supervisors, and duly advertised for the purpose of a public hearing. The Honorable Shirley Hammock has submitted the total loss of revenue if exempt to be $429.63. RECOMMENDATION: Staff submits this for the Board of Supervisors' review and consideration. After holding the duly advertised public hearing, if approved by the Board, a Roll Call Vote is required. P65 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing on Tuesday, June 20, 2017, at 7:00 p.m., in the Pittsylvania General District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition, 11 Bank Street, Chatham, Virginia, 24531, to receive citizen input on a proposed amendment to Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code to include tangible personal property owned by the Blue and Gray Education Society . A complete text of the proposed change is available in the Pittsylvania County Administrator's Office, 1 Center Street, Chatham, Virginia, 24531, Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m., as well as on the County's website at www.pittgov.org. P66 Shirley Yeans Hammock Commissioner May 23, 2017 OFFICE OF COMMISSIONER OF THE REVENUE PITTSYLVANIA COUNTY P. O. BOX 272 (434)432-7940 CHATHAM, VIRGINIA 24531 (434)656-62H I FAX(434)432-7957 shirley.ltammock(1r.,pittgoi .org Mr. David M. Smitherman Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 RE: TAX EXEMPTION APPLICATION BLUE AND GRAY EDUCATION SOCIETY Dear Mr. Smitherman: Enclosed please find the Application for Real Estate -Personal Property Exemption by Qualifying Classification or Designation for the Blue and Gray Education Society. Pursuant to Code of Virginia §58.1-3651, the organization is requesting tax exemption by designation for the tangible personal property owned. We have reviewed the application and completed the worksheet for exempt revenue projection based on the current real estate tax rate. Should you need further information, please feel free to contact this office. Once we are advised of the Board of Supervisor's action on this application, we will take the appropriate action. Regards, Shirley Y. Hammock Commissioner of the Revenue Enclosure: Application for Exemption P67 PITTSYLVANIA COUNTY, VIRGINIA SHIRLEY Y. HAMMOCK, COMMISSIONER OF THE REVENUE• At PO Box 272 Chatham, VA 24531 Phone: 434432-7940 Fax: 434-432-7957 I•; N ,• � Email: shirley.hammock@pittgov.org Website: www.l)ittsylvaniacountvva.gov REAL ESTATE/PERSONAL PROPERTY TAX EXEMPTION WORKSHEET FOR EXEMPT REVENUE (TO BE COMPLETED BY COMMISSIONER OF THE REVENUE OFFICE) APPLICANT: Blue and GraV Education Society REAL ESTATE : REQUESTED PARCELID(S) ASSESSED VALUE LEVY PERSONAL PROPERTY: DESCRIPTION OF PROPERTY 2014 Ford Van VIN# 1FBSS3BL4EDA58919 ASSESSED VALUE 4910 TOTAL LOSS OF REVENUE IF EXEMPT: Date of public hearing: Approved or Disapproved: Effective Date of exemption: Signature of County Official: LEVY $429.63 If approved, exemption granted only for above listed items. Any changes to property must be reported to the County for an addendum to the adopted ordinance. (Please submit copy to Commissioner of the Revenue after public hearing and Board of Supervisor action taken) P68 8.750 Vincent E. Shorter a . Treasurer of Pittsylvania County w•: PO Box 230 -Chatham VA 24531 . np.. Phone: (434) 432-7960 - Fax: (434) 432-7968 °rx ci>ii" www.pittgov.org 10.00% Penalty will be added after June 5 10.00% Interest will accrue monthly after June 5 *003344/1—S 10—B 1 BLUE AND GRAY EDUCATION SOCIETY PO BOX 1176 CHATHAM VA 24531-1176 2017 PERSONAL PROPERTY TAXES 1st INSTALLMENT - DUE JUNE 5, 2017 2014•FORD'VAN 1FBSS3BL4EDA58919 1. For this tax year the tax relief on qualifying vehicles is set at 51 %. 2. If vehicle was owned on January 1st of this year, you are liable for the payment of taxes and license fee. 3. Any payments received pertaining to this account will first be applied to any existing delinquent taxes. 4. Envelopes must be postmarked on or before the due date to avoid penalty charge. 5. All abatements/adjustments, if required, will be made to this original bill by the Commissioner of Revenue. There will be no new billing due to abatements or adjustments. Be sure to contact the Treasurer's office for new balance due. 6. If check is not honored by bank, receipt is VOID. If you have any assessment questions, please call the Commissioner of Revenue Office. Commissioner of Revenue: (434) 432-7940 To receive future bills by email visit https:flpittsylvania.billztrack.wm/enroll.htm ACCOUNT NO. 233455 Page 1 of 1 4910 429.63 EXEMPT 429.63 ,UE TAXES DUE ON THIS ACCOUNT 0.00 TOTAL TAXES DUE ON ACCOUNT 429.63 TOTAL DUE BY JUNE 5, 2017 214.82 Credit Card payments can be made on-line or by using the toll free number 1-800-272-9829. Please see the reverse side of this statement for additional information concerning credit card payments. IF MAILING YOUR PAYMENT PLEASE DO NOT USE STAPLES OR PAPER CLIPS _DETACH AND RETAIN THIS PORTION FOR YOUR RECORDS. - PLEASE MAIL THIS STUB WITH YOUR CHECK OR MONEY ORDER MAKE SURE ADDRESS SHOWS THROUGH ENVELOPE WINDOW. 233455 1 429.63 1 214.82 2017 PERSONAL PROPERTY TAXES 1st INSTALLMENT - DUE June 5, 2017 BLUE AND GRAY EDUCATION SOCIETY MAKE CHECK PAYABLE AND REMIT TO: TO CHANGE YOUR MAILING ADDRESS, PLEASE FILL IN YOUR NEW ADDRESS BELOW. TREASURER PITTSYLVANIA COUNTY VAME: TREASURER'S OFFICE PO BOX 230 >DDRESS: CHATHAM VA 24531-0230 SITY: STATE:_ ZIP: 1"IIIIIIIIIyIrLl�lllll l'll'I'lll'lllllll'I'lllllll'l II1,Llll� 30201700002334550000214824 P69 o • PITTSYLVANIA COUNTY, VIRGINIA Shirley Y. Hammock, Commissioner o/the Revenue PO 344 32- Chatham, : 4 24531 w✓r►'11 m Phone: 434hi3ey.ham Fax: 434432-7957 Email: shirlev.hammockitt ov.or T%ll Website: www.pittsvlvaniacountvva.a 3 V PLIC N FOR REAL ESTATE -PERSONAL PROPERTY EXEMPTION BY QUALIFYING CLASSIFICATION OR DESIGNATION Si (FOR ANY ANSWERS THAT REQUIRE MORE SPACE, PLEASE INCLUDE ATTACHMENTS) APPLICATION FOR: REAL ESTATE ❑ PERSONAL PROPERTY R BOTH ❑ TAX PARCEL ID# ACREAGE: (IF REAL ESTATE) APPLICANT ORGANIZATION: &.2e vq„Dc( <—;Cgy &e /Y _ MAILINGADDRESS: P6 Ah, ))-7e, 0/ . _H_ FEDERALID#: Szl- PROPERTY ADDRESS: '4iA STATE, ZIP tKtAL tSA II E) ,p LEGAL DESCRIPTION OF PROPERTY: 20/ � �'Lp. d / '� n�qx G-6Yap��e ✓w (REAL ESTATE) I PERSONAL PROPERTY: ATTACH A SCHEDULE, SHOWING ALL PERSONAL PROPERTY FOR WHICH EXEMPTION IS REQUESTED, SCHEDULE MUST INCLUDE VEHICLE IDENTIFICATION NUMBERS AS WELL AS A COMPLETE DESCRIPTION. NOTE: IF EXEMPTION APPROVED AND ADDITIONAL PROPERTY OBTAINED, A NEW LIST MUST BE FILED WITH THE COUNTY ADMINISTRATION REQUESTING THE ADDITIONAL PROPERTY BE INCLUDED IN THE EXEMPTION ORDINANCE. PLEASE ANSWER THE FOLLOWING QUESTIONS REGARDING THE ORGANIZATION: 1. INDICATE THE TYPE OF EXEMPTION DESIRED: CLASSIFICATION: DESIGNATION: 2. IS THE PROPERTY OWNERSHIP CHARTERED OR INCORPORATED UNDER THE LAWS OF THE COMMONWEALTH OF VIRGINIA? YES 3. (IF YES, ATTACH A COPY OF THE CHARTER) FOR WHAT PURPOSE IS THE OWNERSHIP CHARTERED, INCORPORATED OR OTHERWISE IN EXISTANr:F7 4. FOR WHAT PURPOSE IS THE PROPERTY BEING USED? PLEASE BE SPECIFIC AND INCLUDE USE OF ACREAGE, IF APPLICABLE, IF THERE ARE SEVERAL TYPES OF USE, INDICATE SUCH USAGES BY ACRES OF THE BUILDING, FLOOR LOCATIONS AND LAND ALLOCATIONS. ACREAGE/PORTION ` DESCRIPTION OFFi USE / 1 / / ( BEGINNING DATE 7� X a>,r ! wiles, t m, r / -7�s• o2U�6 P70 Continued 5. DOES ANY OTHER INDIVIDUAL, ORGANIZATION, ASSOCIATION OR CORPORATION OCCUPY OR USE ANY PART OF THE PREMISES? YES No IF YES, PLEASE GIVE DETAIL: (HOW OFTEN, WHAT PART OF THE BUILDING OR PROPERTY, NAME OF ORGANIZATION) 6. IS ANY INCOME, BE IT EARNEST MONEY OR IN KIND SERVICES, RECEIVED FROM THE USE OF ANY PORTION OF THE PROPERTY BY OTHER INDIVIDUALS OR GROUPS, WHETHER CONSIDERED AS RENT OR REIMBURSEMENT FOR NECESSARY EXPENSED FOR SERVICES INCURRED? YES NO IF YES, PLEASE GIVE DETAIL: 7. DOES YOUR OWNERSHIP GROUP HAVE AN EXEMPTION UNDER U.S. INTERNAL REVENUE CODE SO THAT GIFTS TO YOUR GROUP ARE DEDUCTIBLE BY THE DONOR? YES x NO p (A) IF YES, GIVE DATE OF INTERNAL REVENUE RULING: /V (B) GIVE INTERNAL REVENUE IDENTIFICATION NUMBER: _GJ Sc 5d- Llc2 (6 6,-3/ 8. HAS THE ABC BOARD ISSUED A CURRENT ANNUAL ALCOHOL BEVERAGE LICENSE FOR SERVING ALCOHOL BEVERAGES TO THE ORGANIZATION FOR USE ON THE PROPERTY FOR WHICH TAX EXEMPTION IS SOUGHT? YES NO 9. DOES ANY DIRECTOR, OFFICER, OR EMPLOYEE OF THE ORGANIZATION RECEIVE COMPENSATION IN EXCESS OF A REASONABLE ALLOWANCE FOR SALARIES OR OTHER COMPENSATION FOR PERSONAL SERVICES WHICH SUCH DIRECTOR, OFFICER, OR EMPLOYEE ACTUALLY RENDERS? YES NO X 10. DOES THE ACTIVITIES OF THE ORGANIZATION INVOLVE CARRYING ON PROPAGANDA, OR OTHERWISE ATTEMPTING TO INFLUENCE LEGISLATION AND DOES THE ORGANIZATION PARTICIPATE IN OR INTERVENE INANYPOLITICAL CAMPAIGN ON BEHALF OF ANY CANDIDATE FOR PUBLIC OFFICE? YES NO 11. REQUIRED DOCUMENTATION (A) ATTACH TO THIS APPLICATION YOUR MOST RECENT FINANCIAL STATEMENT, INCLUDING, WHERE APPLICABLE, IRS FORMS 900; 9,96; 990EZ; 9907; REFLECTING INCOME AND EXPENDITUR�OR THE MOST CURRENT TWELVE (12) MONTH REPORTING PERIOD, WHICH STATEMENT WILL BECOME A PART OF THIS APPLICATION. THE ATTACHED FINANCIAL STATEMENT IS FOR THE PERIOD FROM 1-Ti(r-f ,26 /S TO 3 / 11-c— .261e.' (B) ATTACH&GOPY OF SAID ORGANIZATION'S IRS SECTION 501 (C) (3) STATUS CERTIFICATION OR DOCUMENTATION. (C) ATTACH A COPY OF THE ORGANIZATION'S CONSTITUTION, BY:I AWS, ARTICL�FS'OF INCORPORATION, AND/OR OTHER RELATED DOCUMENTS. ✓ (D) ATTACH A jAST REFLECTING THE NAMES OF ALL TRUSTEES OR CORPORATE/ORGANIZATION OFFICERS, THE DATE APPOINTED OR ELECTED, AND THE COURT IN WHICH THEY QUALIFIED OR IDENTIFY THE INSTRUMENT IN WHICH THEY WERE OFFICIALLY APPOINTED. 2 P71 Continued Applicant: ��ue A k/�Cie 7j (E) IF INVESTMENTS, SUCH AS STOCKS OR BONDS, ARE REFLECTED ON THE FINANCIAL STATEMENT, ATTACH A LIST OF ALL SUCH INVESTMENTS, INCLUDING NAME OF STOCK, DATE RECEIVED AND VALUE. (F) IF APPLYING FOR EXEMPTION BY DESIGNATION, YOU WILL BE RESPONSIBLE FOR THE APPLICABLE COST FOR THE PUBLICATION NOTICE AS REQUIRED UNDER VA. CODE §58.1-3651. YOU SHALL RECEIVE AN INVOICE FOLLOWING THE ADVERTISEMENT FOR EXEMPTION AND PAYMENT SHALL BE MADE TO PITTSYLVANIA COUNTY PRIOR TO BOARD CONSIDERATION. NOTE: IF PAYMENT NOT RECEIVED PRIOR TO PUBLIC HEARING APPLICATION WILL CONSIDERED WITHDRAWN. (G) ANY OTHER CRITERIA, FACTS AND CIRCUMSTANCES THAT THE GOVERNING BODY DEEMS PERTINENT TO THE ADOPTION OF SUCH ORDINANCE. (APPLICANT WILL BE NOTIFIED IF NEEDED). APPLICATION COMPLETED BY: 11 / (�. Xe CyC / Tom_ ..� 7 TITLE: �kecC -Iwd (Jr �@P c DATE SUBMITTED: / /Af o2.3 '70 / V- L CONTACT PERSON: ,5 TELEPHONE NUMBER: / ✓� `-2:56 -�/ I, � C'-). Rc d /, AN APPOINTED OR ELECTED TRUSTEE/OFFICER FOR THE ABOVE NAMED ORGANIZATION, CERTIFY UNDER PENALTY OF LAW THAT THIS APPLICATION AND ALL ATTACHMENTS HERETO HAVE BEEN EXAMINED BY ME AND ALL INFORMATION IS TRUE AND CORRECT. SIGNATURES OOFF'TRUST/EE/OFFICER: <J TITLE: C����� �%rs�L-. n DATE: SUBSCRIBED AND SWORN TO FORE E THIS o{ DAY OF V\A-C� CS? O 1% NOTARY PUBLIC` MY COMMISSION EXPIRES:l��l 2L�2 1 TONY REESE NOTARY PUBLIC COMMONWEALTf{ OF VIRGINIA MY COMMISSION E7(PIRES NOV, �, 2021 COMMISSION N 7718452 P72 m -4 STATE CORPORATION COMMISSION 44it 25, 1994 Owlllwmle- Me and GAay Education Society A egl P73 ARTICLES OF INCORPORATION �,/,/ /�� Fly OF of BLUE AND GRAY EDUCATION SOCIETY Pursuant to Chapter 2 of Title 13.1 of the Code of Virginia of 1950, as amended, the undersigned hereby adopts the following Articles of Incorporation in furtherance of the formation of a non -stock corporation: ARTICLE I NAME The name of this corporation shall be: Blue and Gray Education Society ARTICLE II PERIOD OF EXISTENCE The corporation shall have perpetual existence. ARTICLE M CORPORATE PURPOSE 'Me corporation is organized exclusively for charitable and educational purposes including all purposes and practices which organizations that qualify as exempt organizations under Section 501(g)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future ilnited States Internal Revenue Law), may engage in, and also including sueh purposes: the follovhng (a) establish a framework for mutual support and a forum for individuals ami organi0tions whose purpose is the interpretation of historic; cultural and natural resources and o meet, develop, and exchange information concerning the American Civil War; (b) educate the general public by gathering and disseminating information concerning Civil War research historic preservation, battlefield interpretation, and related educational programs; (c) the promotion and support of educational initiatives on Civil War topics; (d) recognition and support for scholarly activities related to the Civil War; and (e) the provision of assistance and technical information to individuals and related organizations in addressing common goals and objectives. ARTICLE IV REGISTERED OFFICE AND AGENT The address of the initial registered office and the County in which it is located are 10.11 Charles Street, Fredericksburg, Virginia 22401, which address is located in the City of Fredericksburg, Virginia, and the name of the initial registered agent at such address is Robert J. Barlow who is an attorney and licensed to practice law in the Commonwealth of Virginia and whose business address is the same as that described above as the initial registered office of the corporation. e74 ARTICLE V DIRECTORS The number of Directors constituting the initial Board of Directors is one and the name and address of the person who is to serve as the initial director is: Leonard W. Riedel, Jr., 6303 Southridge Court, Spotsylvania, Virginia 22553. Directors shall be elected a by the Board of Directors at the annual meeting, or at any meeting of the Board of Directors which is called for the purpose of filling vacancies on the Board of Directors as they may occur from time to time. ARTICLE VI MEMBERS Membership shall be open to any person interested in furthering the objectives of Blue and Gray Education Society, as determined by the Board of Directors, upon the submission of an application and annual dues. Classes of membership may be determined by the Board of Directors. Membership privileges will be indexed to the category of membership selected by the applicant. ARTICLE VII TAX EXEMPT STATUS No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, directors, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered, goods delivered, and expenses incurred, and to make payments and distributions in furtherance of any and all purposes pursuant to Section 501(c)(3) of the internal Revenue Code. No substantial part of the activities of the corporation shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in any political campaign (including the publishing or distribution of statements) on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the cotporation shall not carry on any activities not permitted to be carried on ("a) by a corporation exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) and (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law). ARTICLE VIII DISSOLUTION Upon the dissolution of the corporation, the Directors or any trustee or receiver in possession of the assets of the corporation shall, after paying or malting provision for the payment of all 2 P75 liabilities of the corporation, dispose of all of the assets of the corporation exclusively for the purposes of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, education, religious, or scientific purposes which qualify as an cx) exempt organization or organizations under Section 501 c 3 of the Internal revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) as the Directors, trustee or receiver may determine. Any such assets not so disposed of shall be disposed of by the Circuit Court of the County in which the principal office of the corporation is then located exclusively for such;purposes or to such organization or organizations; as said Court shall determine, which are organized and operated exclusively for such purposes. IN WITNESS WHEREOF, the undersigned incorporator does hereby further certify that the facts hereinabove stated are truly set forth and accordingly has hereunto set my hand and seal this 31 day of /`lihcCJ2 1994. Leonard Riedel, Jr., Incorporator Commonwealth of Virginia j City of Fredericksburg ) to -wit: I, the undesigned, a Notary Public in and for the State and City aforesaid, do hereby certify that Leonard Riedel, whose name is signed to the fQre�g�o%�n$rEicles of Incorlioration as Incorporator, bearing date of the day of 1994, has personalty appeared before me and acknowledged -the -same to Ue/his flue act and deed. Given under my hand this _X!�' ddy of, ,-cls 1994. Public My Commission Expires: P76 BY-LAWS OF BLUE AND GRAY EDUCATION SOCIETY (hereinafter "the Corporation") The purposes of the Corporation are as set forth in the Articles of Incorporation. The Corporation shall be and remain a non -stock, nonprofit corporation with no voting members and its functions and affairs shall be conducted solely for educational and charitable purposes by the board of directors. BOAARIJ OE DIIZCTORS 1. Election. The Board of Directors shall consist of those persons named as initial Directors in the Articles of Incorporation and such other individuals who from time to time may be elected by the Board of Directors to fill any vacancies which occur thereon or who are elected as additional members of the Board of Directors. 2. Number and Terms. The affairs of the Corporation shall be conducted solely under the management and control of its Board of Directors which shall be composed of a minimum of three (3) and a maximum of twelve (12) directors, which numbers may be changed from time to time by amendment of these by-laws. Notwithstanding the foregoing, the initial Board shall consist of one (1) director, which shall be a valid number of directors under these by-laws until such time as the Board of Directors elects additional directors. A director shall be at least 21 years old, and shall, P77 in the opinion of the Board, have some substantial connection to or interest in the purposes of the Corporation. Terms of directors shall be three years, and shall be staggered so that roughly one-third . of the seats will be elected each year, at the annual meeting. 3. MQ thngs• The Board of Directors shall hold its meetings at such times and places as it may from time to time prescribe or, if and when not fixed by the Board, then as may be prescribed by the President. Meetings of the Board of Directors may be called at any time by the President or at the request of a majority of the Directors, upon no fewer than twenty-four (24) hours written notice. 4. Leader,shiR. The President shall preside over all meetings of the Board of Directors. In the absence of the President, the Vice-president shall preside. In the absence of both the President and Vice-president, the Board of Directors shall designate a Director to preside. 5. Quorum A quorum at any meeting of the Directors shall consist of a majority of the entire qualified membership of the Board. A majority of such quorum shall decide any question that may come before the meeting, except that a two-thirds (2/3) majority vote of all directors present at a duly called meeting of the Board shffiI be necessary to remove a director from office. Directors may only be removed because of non-attendance at Board meetings or an unwillingness to participate in the activities of the Corporation as the Board may from time to time direct If there is less than a quorum, those present may adjourn the meeting to another time and/or date, for which no additional notice need be given. 6. $tea. No form or order of business need be followed in any meeting of the Directors. i 2 P78 ARTICLE III. 1. Rate. The annual meeting of the Board of Directors shall be held in the summer of each year, beginning in 1995, or such other time and date as may be determined by the Board. 2. Election of Officers, The Board of Directors at the annual meeting thereof shall elect a President, a Vice-president, a Secretary and a Treasurer. The President and Vice-president shall be elected from the Board of Directors and it shall not be requisite that any other officers, agents or employees be members of the Board of Directors. One person may hold several offices and act in several capacities except that no one person may serve as both President and Vice-president 3. Term for Officers. The President, Vice-president, Secretary and Treasurer shall be elected for a term of one year (with no limit on successive terms) or until their successors are elected and qualify, and shall have and exercise the rights, duties and authority usually applicable to such corporate officers and as hereinafter more specifically provided for. 4. Authority. All other officers, agents and employees of the Corporation elected by the Board of Directors shall be elected for such terms and with such rights, duties and authority as may be fixed and prescribed by the Board of Directors. 5. R moyW. All officers, agents and employees elected by the Board of Directors may be removed by the Board at any time, with or without cause. 6. Comnencation_ Except as may be provided for in a written employment agreement approved by the Board of Directors, the officers and Directors shall serve without compensation, but reasonable expenses incurred may be reimbursed when expended for and in the interest of the Corporation and approved by the Board of Directors prior to reimbursement 3 P79 ARS 1. President The President of the Corporation shall be its chief executive officer. He or she shall preside over all meetings of the Board of Directors. He or she shall have the duty and authority of general management and supervision of all of the affairs and business of the Corporation, be responsible for carrying into effect all orders and directions of the Board of Directors, execute all instruments in behalf of the Corporation as may be ordered by the Board of Directors and perform all duties and functions and have and exercise all of the rights, powers and authority usually and by law vested in such officer. 2. Vice-p=siden In the event of the absence, incapacity or death of the President, the Vice- president shall have all of the rights, powers and authority and perform all of the duties of the President. I Smr=a The Secretary shall issue notices for, attend and keep minutes of all meetings, have charge of the records and papers of the Corporation and'peerform such other duties and have such other powers and authority as may be delegated to him or her by the Board of Directors or the President. 4. Tica�saira. The Treasurer shall have charge and custody of all funds, securities and other like property of the Corporation and shall have authority to collect the funds of the Corporation and deposit them in such bank or banks as the Board of Directors may designate and to withdraw finds from such accounts upon checks of the Corporation to be signed in the manner designated by the Board of Directors. The Treasurer shall keep and maintain books and accounts for the Corporation, together with all vouchers, receipts, records and other papers relative to the business affairs of the 4 P80 Corporation, and shall submit them to the Directors for their examination and approval as often as they may request and, immediately upon application, shall exhibit such books and accounts to any - Director or the Board of Directors of the Corporation at the principal or registered office of the Corporation during normal business hours and shall perform such other duties as are incident to the office or which are required of him or ber by the Board of Directors or the President. 5. Qtha. Any or all of the foregoing rights, duties, powers and authority of the Secretary and Treasurer may by the Board of Directors be delegated to and vested in such other officers, agents or employees as it may from time to time prescribe. 1. The following committees shall, to the extent activated by the Board of Directors, be standing committees of the Board and shall make regular reports to the Board, unless abolished or suspended by resolution of the Board: a. F,xec'_mve Co mimitter This Committee shall be composed of the President, Vice-president and two other Board members elected by the Board from time to time. It shall perform all the functions of the Board that require action between meetings of the Board, and any other functions not specifically reserved by resolution of the Board, except it shall not approve a merger, consolidation, reorganization, dissolution, or conveyance of all or substantially all of the assets of the Corporation. b. Finance Committee. This Committee shall consist of members (who may or may not be Board members) appointed by the President to make decisions, subject to Board P81 approval, regarding the investment of any monies and management of any assets of the Corporation, shall ensure that all tax returns are timely filed, and shall monitor the activities of the Corporation - to ensure that its tax-exempt status is preserved In addition, this Committee shall insure that the Corporation shall distribute its income for each taxable year at Bach time and in such manner as not to subject it to tax under Section 4942 of the Code, and that the Corporation shall not (a) engage in any act of self-dealing as defined in Section 4941 (d) of the Code; (b) retain any excess business holdings as defined in Section 4943 (c) of the Code; (c) make any investments in such manner as to subject the Corporation to tax under5ection 4944 of the Code; or (d) make any taxable expenditures as defined in Section 4945 (d) of the Code. C. Develotiment Corrtmittee. This Committee shall consist of members -(who may or may not be Board members) appointed by the President to plan and oversee all solicitation and fund-raising activities, including annual campaigns, solicitations of individuals, corporations, foundations and governmental agencies, special events, capital .and program campaigns, -and,if appropriate, endowment campaigns. d. i.n_n_g Rance PlanniL Committee. This Committee shall consist of members (who may or may not be Board members) appointed by the President to plan, execute and monitor a strategy for development of a written long-range plan that sets objectives and timetables for a period of at least five years; after initial adoption of a long-range plan, this Committee shall Periodically review progress under the plan and propose modifications as appropriate. e. Nominating Committee- This committee shall consist of Board members appointed by the President to find and nominate to the Board potential new Board members or non - Board committee members. 6 P82 2. In addition, the President or the Board may appoint such other committees as may be deemed necessary or appropriate. Tndeninification of Directors and Officers. ,. Corporation shall indemnifydirector, officer and employee against liabilities, including judgments, awards, fines, amounts paid in settlement and reasonable attorney's fees, costs and other expenses and liabilities, incurred by him or her in connection with any actual or threatened action, suit or proceeding, whether civil, criminal, administrative, arbitrative or investigative (a "proceeding") to which he or she may be made apatty by reason of being or having been a director, officer or employee of the Corporation if. (i) he or she conducted himself or herself in good faith;, (ii) he or she believed, in his or her official capacity with the Corporation, that his or her conduct was in the best interests of the Corporation or was not opposed to the best interests of the Corporation; and (iii) he or she had no reasonable cause to believe, in the case of any criminal proceeding, that his or her conduct was unlawful. 2. Determination. Except as specifically provided herein, the termination of a proceeding by judgment, order, settlement or conviction is not, of itself, determinative that an individual did not meet the standard of conduct set forth above or that the conduct of such individual constituted a knowing violation of a criminal law. Unless ordered by a court of competent jurisdiction, any indemnification hereunder shall be made by the Corporation upon a determination that indemnification of the individual is permissible in the circumstances because he or she met the standard of conduct set forth herein and the conduct of the individual did not constitute a knowing violation of criminal law. 7 P83 I Method of Determination Such determination shall be made: 0) by the Board of Directors by a majority vote of a quorum consisting of Directors who are not parties to such proceeding; or (ii) if such quonum cannot be obtained, by majority vote of a committee, consisting of two or more Directors not at the time parties to the proceeding, designated by the Board of Directors, including Directors who are parties to the proceeding; or (iii) by independent legal counsel selected by the Board of Directors who are parties to the proceeding, or its committee designated in the manner heretofore provided for, or, if such a quorum of the Board of Directors cannot be obtained and such a committee cannot be designated, independent legal counsel selected by a majority of the Board of Directors who are parties to the proceeding. 'The Board of Directors, in making any such determination or referring any such determination to independent legal counsel, must act with reasonable promptness when indemnification is sought by any director, officer or employee. Y 4. Adva_nte for F.=ses. Expenses incurred in defending any proceeding may be paid or reimbursed by the Corporation in advance of the final disposition of such proceeding-, if authorized in the manner set forth in Section 3 of this Article, upon receipt of a written statement that such director, officer or employee in good faith believes that his or her zonduct permits indemnification hereunder and an undertaking by such director, officer or employee to repay such amount unless it shall ultimately be determined that he or she is entitled to indemnification. ��yn� a ��� r •y� r �o .�ei n. . �: io >� �32� and advance expenses to agents of the Corporation to the same extent as indemnification and advances of expenses are herein provided for with respect to directors, officers and employees. 0 P84 b. Provisions Not Exclusiyc. As authorized by the virginia.Non-stock Corporation Act, the provisions of this By-law are in addition to and not in limitation of the specific powers of a . corporation to indemnify directors, officers, employees and agents set forth therein. if any provision of this By-law shall be adjudicated invalid or unenforceable by a court of competent jurisdiction, such adjudication shall not be deemed to invalidate or otherwise affect any other provision hereof or any power of indemnity which the Corporation may have under the Virginia Non -stock Corporation Act or other laws of the Commonwealth of Virginia 7. i imitation on Liability of Directors and Officers. In any proceeding brought by or in the right of the Corporation, the liability of and damages assessed against a director or officer of the Corporation arising out of or resulting from a single transaction, occurrence or course of conduct shall be limited and shall not exceed the lesser of (i) the amount of cash compensation paid to such director or officer, if any, or (ii) the sum of One Hundred Dollars ($100.00). However, the liability of a director or officer of the Corporation shall not be limited as provided herein if the director or officer engaged in willful misconduct or a knowing violation of the criminal law. 8. References to Directors and Officers. Every reference in this Article to a director or officer of the Corporation shall include every director or officer or former director or officer of the Corporation, any predecessor corporation or any corporation which shall have been merged into or consolidated with the Corporation and every person who may have served at the request of the Corporation as a director or officer or in a similar capacity of another corporation, partnership, joint venture, trust or other enterprise and, in all such cases, the heirs, executors, and administrators of such director or officer. P85 ARTICLE VH AMENDMENTS These By -Laws may be amended, repealed or altered, in whole or in part, at any time or from time to time, or new By -Laws adopted, by a majority vote of the Board of Directors of the Corporation upon not fewer than three ('3) days prior written notice of a meeting called for such purpose SECRETARY'S -CERTIFICATION This is to certify that the foregoing By-laws of Blue and Gray Education Society have been duly adopted by the Board of Directors at a meeting held on February 5, 1995., AJecret � �it P86 P87 Blue and Gray Education Society Official 2017 Schedule January 4, 2017 February 21-26 from Oxford, MS with Parker Hills: The Vicksburg Campaign Part 2: The Bayou Expeditions. Experience the genius, initiative and frustration of Grant's Winter and Spring 1863 efforts to get at Vicksburg. After the harsh start to a campaign with so much promise, Grant assumed command in person and directed a series of efforts to bypass the fortress city of Vicksburg. These expeditions would confound the Confederates, toughen his own men for the coming campaigns and, in some instances, come within a whisker of total success. This trip will include Chickasaw Bayou, Arkansas Post and even the July 4,1863 Battle of Helena as well as the Yazoo Pass Expedition, Steele's Bayou, Williams Canal, Lake Providence Canal, the Ashton Cut and the December 1862 Van Dorn Raid. This is a real Kodak Moment and "Ahhh Haaa" trip that the BGES does best. March 17-19 from Rome, GA with Norm Dasinger Jr: A BGES Weekend Warrior Program, Rome and Resaca: Forgotten Pillars of Desire. Got the winter time blues and cannot wait to get warm—come on out for an early spring program in the back country of Georgia as we look at the key military target of Rome—so often coveted but never central to military planning. Then enjoy an insider's look at the newly opened Resaca Battlefield Park and other sites key to this missed Union opportunity at the start of the 1864 Atlanta Campaign—had General McPherson moved more aggressively the Atlanta Campaign would have ended in early May 1864. Starting at 6 PM on Friday night with a background talk and done by 4 PM Sunday this weekend delight is an affordable content oriented program with a real expert on the area and the military operations there. March 22-25 from Pickwick Landing State Park or Savannah, TN with Jim Ogden: Shiloh: A Bloody Battle, Costly Beyond Imagination. Grant's early victories and western politics generated a convergence of forces as the Union moved to secure its hold on Tennessee. The river from Fort Henry down to Muscle Shoals brought Grant to Savannah, Tennessee, following a brief demotion for unspecified reasons. The tentative Grant and his equally nervous friend William T. Sherman were surprised and nearly destroyed in the first day's fighting only to receive timely reinforcements that lead to a decisive victory on the second day. This program is unique because historian Jim Ogden is branching out his offerings into his other areas of interest. Justly reputed for his preparations and knowledge, Jim is looking forward to delivering a cogent series of tours over the coming years that tell the story of the war in the west as he has studied it—Shiloh is the first. April 17-21 from Kennesaw, GA with Gary Ecelbarger: The Atlanta Campaign Part 2; The Hell Hole to the Chattahoochie. Sherman's plans for Northern Georgia P88 were augmented by forces from Alabama creating a modern army group of three Union armies under one commander: The Army of the Cumberland, The Army of the Tennessee and the Army of the Ohio. These forces working in cooperation had maneuvered Confederate forces under General Joseph E. Johnston out of strong defensive fortifications around Dalton and had dropped the Confederates into vulnerable positions that crossed several rivers and compelled Johnston to seek battle. The resulting operations and fights at New Hope Church, Dallas, Pickett's Mill, Marietta, Kennesaw Mountain, Kolb's Farm and Pace's Ferry saw Johnston scrambling for defensive positions in front of Atlanta. Johnston's unwillingness to articulate his strategy for arresting this massive move resulted in his removal from command and set the stage for the fighting for Atlanta. Gary is a rapidly rising star who cut his teeth in the Shenandoah Valley but with biographies on John Logan and battle studies in this campaign has established his street credentials—travelers really enjoy his style. April 21-23 from Chattanooga, TN with Jim Ogden: A BGES Weekend Warrior Program, Andrews Raiders—The Great Locomotive Chase. Who among you has not seen the old Walt Disney classics featuring Fess Parker that included The Great Locomotive Chase? Executed, decorated (with the first Medals of Honor) and buried in a prominent location in the Chattanooga National Cemetery are some of the honored dead of that risky and ultimately unsuccessful effort to steal a Confederate locomotive and disrupt the Western and Atlantic Railroad. For years this has been one of Jim Ogden's favorite stories and now he is going to devote the weekend to telling you about it. Framed in our cost effective and friendly Weekend Warrior format its a great add on to the Atlanta program—easily accessed and compactly organized to permit you to make the start at 6 PM on Friday and then conclude by 4 PM on Sunday. This is a fascinating program offered by the man most uniquely positioned and capable of telling the story. You will love this event! May 5-7 from Fredericksburg, VA with Rick Britton: A BGES Weekend Warrior Program, Lee Triumphant, Lee Crippled: Fredericksburg and Chancellorsville. Robert E. Lee owned the Army of the Potomac. Since his dramatic successes in front of Richmond, the movement of the armies to the northern portion of Virginia and then the entry into Maryland and the capture of Harpers Ferry in exchange for a bloody day at Antietam, Lee held the northern leadership's fearing attention. In this weekend warrior offering, historian Rick Britton takes the BGES' pilot seat for the first time since his successful audition at Charlottesville in October 2015. What could be better than lectures on Friday night followed by a day of studying first the dramatic, but, unequal fight at Fredericksburg. This was followed by Lee's most dramatic victory, produced by a brilliant counter to General Hooker's equally audacious opening gambit. Lee defeated and nearly destroyed the Union Army of the Potomac at Chancellorsville. During these two large battles, Lee destroyed the careers of both Ambrose Burnside and Joseph Hooker. Great sites for a great story presented in our handy weekend format. Meet at 6 PM Friday and finish by 4 PM Sunday. P89 May 24-28 from Cleveland, OH with Stephen Wise (of Toledo): Ohio, Cradle of Victory. Of course the Civil War was fought primarily in the South and border states; however, the northern states were integral to the eventual triumph of the Union. Many of the sites of profound interest are preserved—Grant, Sherman, Rosecrans, McPherson, Garfield, Hayes, Cox and so many others were all natives of the Buckeye State. While many believe the state is essential in modern political campaigns so too was Ohio critical as the anchor of the Midwest and really the measure of an expanding country—Lincoln from Illinois had been one president and Grant from Ohio would be another to be followed by fellow Ohioans Hayes, McKinley, Benjamin Harrison, and Garfield. Come see how the North and Ohio honored and commemorated the lives of the men who directed the destiny of America. June 1-8 from Kansas City, MO with Neil Mangum: The Road to Fortune, The Santa Fe Trail. The popular historian Neil Mangum continues his string of western themed programs that introduce the great frontier conflicts that shaped the developing nation. With so many settlers seeking fortune and a better life the late 18th century trail which stretches some 900 miles has had many uses and because it slashed through Comanche country, the army built fortifications along it. Indeed the trail was used as a route of invasion into Mexico during the Mexican War of the 1840s. Having served as the National Park Service's Southwest Regional historian, Mangum has the intricate knowledge of the history, the route and the archeology of the road. The road trip that will end in Albuquerque (you can fly into Kansas City and out of Albuquerque) goes from Kansas City BBQ and the National Trails Museum to the land of Green Chile Cheeseburgers and New Mexican (not Tex-Mex) cuisine. Travelers with Neil join a loyal family who know the historian, his engaging and enjoyable style and who enjoy each other. Many of these programs become eclectic and leave memories for a lifetime. June 23-25 from New Market, VA with Keith Gibson and Troy Marshall: A BGES Weekend Warrior Program, VMI in the Lower Valley 1862 and 1864. Get the insider's scoop from the Director of the VMI Museum system and his New Market Battlefield/Hall of Valor Director in a special access program designed for BGES. Meet in the VMI Hall of Valor Museum on Friday night for lectures by Marshall and Gibson on the 1862 and 1864 Valley Campaigns before a private after hours look at the artifacts of the Hall of Valor Museum. Enjoy light refreshments afterwards. Saturday tours will involve an extensive walk on the battlefield of New Market and then down to see General Hunter's battle at Piedmont near Fishersville. On Sunday we will turn to Jackson's 1862 Valley campaign and juxtapose the fights at Cross Keys and Port Republic. This is a full program packed in a short period of time at a great price. You can only get this kind of access from VMI guys proudly showing off some of their heritage (full disclosure -1 am a VMI man: class of 1975). July 28 -August 4 from Chicago, IL International Travel with Tim Milligan: The Battle of the Atlantic 1940-1943. Join National Archives Historian, Tim Milligan as we examine the essential and decisive battle to control the shipping lanes of the P90 Atlantic. The battle to supply Great Britain and the USSR under Lend -Lease terms provided ships, airplane and provisions from the economically abundant United States in defiance of Nazi Germany's strangle hold grip on the Western and Eastern European countries. Engineered by naval genius Karl Doernitz, German U -Boat and E -Boat pens along the occupied French coast and northern German ports plotted and for a long period controlled access into Europe. So aggressive was the campaign that German submarines patrolled off the east coast of the United States and in the Gulf of Mexico sinking oil laden tankers within site of the very refineries where the ships had been loaded. Eventually escort vessels, "lighter than air" airships, aircraft and naval vessels all participated in convoys against the assembled "Wolfpacks." The Allies had one great advantage—they had cracked the German Enigma code and use of the intelligence gained helped win the battle of the Atlantic. This tour visits the captured U-505 before flying to Manchester, England where we will visit Battle of the Atlantic sites in Liverpool, in London, Bletchley Park, HMS Belfast and in Portsmouth before flying home. Special Opportunity August 4-12: Sail in their Wake: The Trans -Atlantic Crossing. Britain mobilized for war and luxurious assets such as the great Cunard Liner, Queen Mary were stripped down and painted for troop and prisoner transport. Prime Minister Winston Churchill even traveled on board discretely as Commodore Spencer to meet with President Roosevelt. You can return home on the new Queen Mary 11 making the iconic crossing accompanied by Mr. Milligan who will deliver on board lectures and point out important maritime locations as we sail past and tour Halifax, Nova Scotia where a new Battle of the Atlantic Museum and Canadian Naval Anti-submarine vessel are housed before landing in New York. This is an unavoidably very expensive trip that would have additional costs associated with it. Depending upon your choice of service class and our overhead the trip could cost as much as $7,000 per person—although it could possibly be done for perhaps half of that. If you would be interested in that with a modified land program add-on in England prior to the cruise please let us know. I would think this would need 8 couples to make it viable as a BGES program—as of today looks like we have 3 already booked. August 18-20 from Fredericksburg, Virginia with Rick Britton: A BGES Weekend Warrior Program, Crossed Sabers in Virginia. Although much attention in Virginia is properly focused on infantry actions two particularly significant cavalry battles: Brandy Station in 1863 and Trevilian Station in 1864 had ramifications that showed the importance of the mounted arm to larger land operations. Historian Rick Britton will deliver two lectures on Friday evening of this Weekend Warrior program before devoting a day to the largest cavalry action on the North American continent—Brandy Station where JEB Stuart was surprised and Lee's northern movement towards Gettysburg was nearly uncovered and a second day to a battle that denied General David Hunter mounted support for his Lynchburg/ Tennessee and Virginia Railroad Raid and opened the door for Jubal Early's movement to Lynchburg and subsequent 1864 Valley Campaign, at Trevilian Station. For Custer students, this was a second reckless engagement that could have resulted in the P91 total destruction of his forces. Both battlefields are preservation success stories and will be covered during an intense weekend program that will end by 4 PM on Sunday. August 25 -August 27 from Oaks, PA. A BGES Weekend Warrior Program, In Washington's Footsteps arrive early and enjoy a specially arranged Weekend Warrior program that will take you to Valley Forge to see the formation of the American army in the legendary encampment. In the afternoon, we will go to the Crossing of the Delaware and the battles of Trenton and Princeton. On Sunday, we will go to the Battle of Monmouth Courthouse and return to Philadelphia for a 3 hour walking tour of Independence Hall and the area surrounding the great debates. We will finish in time to permit you to freshen up at the hotel before we start the central program with Gary. August 27 -September 1 from Oaks, Pennsylvania with Gary Ecelbarger and Scott Patchan: American Fabius, George Washington and the Philadelphia Campaign. BGES historian Gary Ecelbarger shows his increasingly versatile mastery of American history with this Revolutionary War foray into our most revered city—Philadelphia. Here in 1777, Lord Howe, British Commander in North America drove the Continental Congress from the city and occupied it instead of supporting General Burgoyne's movement towards Albany, New York. The disaster at Saratoga pulled the French into the War on America's side while Howe enjoyed a social winter following the battles with Washington at Brandywine, Paoli, Whitemarsh, Germantown and Forts Mercer and Mifflin. September 8-10 from Birmingham, AL with Norm Dasinger: A BGES Weekend Warrior Program, Wilson's Great Cavalry Raid. The growth of Federal power in an increasingly bloody war reached its climax with the fielding of Army Groups by the Union Commanding General, US Grant. It was a logical progression that this prowess would also extend to the mounted arm and in early 1865, Grant protege James H. Wilson fielded a mounted force of over 13,000 men heavily armed and capable of severe fighting. In his way were the remnants of the fierce fighter Nathan Bedford Forrest. Our opening lectures on Friday night will set the stage for a fast paced visit through the Civil War and Civil Rights history of Alabama—they are intertwined and should not be overlooked especially in Selma and Montgomery. This program has perhaps more bang for the buck than any other this year. Many of these are American sites that really should be visited and understood. You will know the names and the deeds and by the end of the weekend you will have stood literally in their shadows. September 22-24 from Frederick, MD with Tom Clemens and Scott Hartwig: The 1862 Maryland Campaign in three parts, Part 1 South Mountain. BGES is pleased to commence a three year study of this pivotal and, many would argue, decisive campaign of the war in Maryland. With Clemens' editing of the papers of P92 Ezra Carmen that featured the recollections of the men who fought in the campaign and Hartwig's monumental and painstaking chronicle of the antecedents and battle at South Mountain and Crampton's Gap, you will learn the evolution of the campaign—Lee's options and McClellan's mandate. We will discuss in detail the ramifications of Special Orders #191, its loss, discovery and the use of the South Mountain chain as a screen for Lee's operations and plans. Both historian's works are magisterial as is their knowledge of the campaign—with the passing of Joseph Harsh, no one knows the campaign better. This is the treat of the year. Start on Friday evening at 6 with two lectures and then spend Saturday and Sunday in the field visiting all the sites that can be accessed, you will want to register for Part 2 before Part 1 is finished. Don't miss this one. September 29 -October 6 from Portland, OR with Neil Mangum: The Rogue, Yakima and Modoc Indian Wars. When we started the Indian Wars series, with Neil, little did we know what wonderful treasures would be revealed and the appreciation we would have for the settlement and expansion of the United States. It is not a pretty history at times and places and yet it is American and an important passage to identify who we Americans are. Although the war is brief, the sites of the United States army and the Modoc tribes are at once picturesque and haunting. In many ways they are reminiscent of the Apache Indian Wars sites we have previously visited: remote and raw. Ironically, one of the key events of the war is the murder of General ERS Canby who accepted one of the last Confederate surrenders at Citronelle, Alabama in 1865. Stops will include Fort Vancouver, Cascade battlefield, Coos Bay, Port Orford, Chelco River battlefield, Lost River Battlefield, Sorass Lake Battlefield and Fort Klamath among many other stops. This tour was done by History America Tours to rave reviews—it is an itinerary that needs to be offered to BGES. October 17-21 from Pickwick Landing State Park with Parker Hills: The General's Terrain Study: luka, Corinth and Davis Bridge. The 1862 Maryland and Kentucky Campaigns have overshadowed one of US Grant's defining periods and his historical relationship with one of the unappreciated enigmas of the war, William Starke Rosecrans. Here in one 3 week period Confederate fortunes turned in Mississippi, a controversial Major General was launched into a dark destiny and Grant jettisoned men whose performance disappointed him --telling us more about Grant than perhaps the people who were dispatched. Many people do not know the campaign and its components—a Federal supply base at luka, the exchange of control, the decisive ground outside of town and the approach, egress and terrain that led to a proffered excuse of an acoustic shadow. At Corinth, we see interlocking defensive works adapted by the occupying Federal forces and commanding ground that produced the second largest battle fought in Mississippi. In the engagement and at Davis Bridge, we see the desperate withdrawal of a wounded Confederate force only to see them escape when Grant called off the pursuit. The political machinations involving both Rosecrans and Earl Van Dorn make this one of the important campaigns of 1862 and fully worthy of the study and pearls of education we will share with you. A great program rarely offered. P93 November 9-12 from Rome, GA with Keith Bohannon and Lee White: Hood's 1864 Tennessee Campaign in four parts, Part 1, The Prelude. Jefferson Davis believed the war could be won in 1864. Decisive and aggressive offensives into Tennessee and Kentucky could reverse the losses of 1863 and redeem the disaster at Missionary Ridge. The President discussed his expectations in detail and confidence to a recovering warrior who knew the turf. John Bell Hood was but 32; however as a legitimate war hero he was to be elevated to the rank of Lieutenant General and given command of one of Joe Johnston's corps. Johnston and Davis had a history and the president was soon disappointed with the general's failure to take the offensive and when Johnston had been pushed back to the gates of Atlanta he was replaced by the aggressive Hood. Hood lost Atlanta, as it appeared he had to, but from Palmetto, Georgia he recovered and with the concurrence of the president, whom he met in person, engaged in operations that would force Sherman to fight for his supply line and possibly give up all he had gained in the spring and summer to defend Tennessee. This program with two superb historians will take Hood's army from Palmetto along the Western and Atlantic Railroad to the banks of the Tennessee River in a dramatic month of maneuver that definitely caught Sherman's attention. This program will end with Hood awaiting supplies as he prepares to enter Tennessee. This is a real jewel of a program, and a great 4 year series, for westerners or people who want to understand the great west and its impact on the war. December 1-3 from Charleston, SC with Richard Hatcher and Kyle Sinish Charleston Revisited. This program concludes the season and is one of our favorite destinations. The program officially starts with a dinner cruise on Charleston Harbor however will have a real bang up lead in with a 2 PM meeting at the Citadel with Kyle who will take us over to John's Island to view the pristine and completely overlooked battle of Bloody Bridge/Burden's Causeway Following the dinner cruise, Saturday will commence with a walking tour of historic Charleston followed by a tour of critical sites like Fort Johnson and Secessionville on James Island. Sunday will be a tour de force with visits to Fort Sumter, Fort Moultrie and the Lash Conservation Lab to see the Hunley. The program closes with a visit to the sacred grounds of Magnolia Cemetery. Here are buried heroes and scions of South Carolina Society. Charleston is one of our favorite cities and this tour will help make it one of yours as well. A great wrap to a great season. AND FOR THOSE WHO LIKE TO THINK ABOUT OVERSEAS STUDY TRIPS BGES is planning in April 2018 to do A 75th World War Two Commemorative Program: America Enters the War: Pearl Harbor, Guam, Manila, Bataan, Corregidor and Singapore with Len Riedel, and Duncan Anderson (head of War Studies Department at RMA Sandhurst, England). P94 In September or October 2018 we plan to do The Doughboys; A Centennial Remembrance from London through Paris, France and Belgium with Gloria Swift and faculty from the Old Country Tours. 2019 looks like A Historic Tour of Ireland and its Civil War Roots with Neil Mangum and a 75th Commemorative Program of D -Day with faculty from RMA Sandhurst and a select American Historian. 2020 will see the Collapse of the Third Reich and the Battle for Berlin as well as MacArthur's Return to the Philippines and The Battle for Okinawa. Unscheduled but planned trips include: Overpaid, Oversexed and Over Here! The Americans in Great Britain; Operation Husky—Battle forSicily; A series of Italian Campaign tours and Victory in the Pacific, The Mariannas, Iwo and "The Bomb:' Let us know if you would be interested. I've included a checklist. Fill it out to get information for 2017 and other programs you are interested in. We will integrate our 2018 schedule soon and will release it. Use the enclosed return envelope or call 434-250-9921 or mail to BGES Seminar Tours, PO Box 1176, Chatham, VA 24531. 2017 Programs are all open for registration and are starting to fill—the most popular so far are Shiloh, Andrews Raiders, Vicksburg Part 11, Maryland Campaign, American Fabius, In Washington's Footsteps and the Santa Fe Trail. P95 2016 BGES Investors' Report A Summary of the Year Past and the Coming Year Happy new year my friends and colleagues—the year has zipped past and at the same time dragged with maddening frustrations complicated by personal challenges. Being a small organization with a small staff the demands of personal life are always factors and they certainly were this year—indeed a summary intended to be quarterly is now the first direct communication in over 13 months. I beg your pardon and assure you we have taken steps to fix this in 2017 and beyond. I will address that in due course but first let us celebrate a year of success and preview what is coming in 2017. The year dawned bright with the release on schedule of our 4th book with the National Geographic. The Civil War, A Traveler's Guide went on sale February 16th, and while national distribution was disappointingly irregular, the book has gotten off to a solid start with approximately 7,000 sold in the first 4'h months. Members reported sales in Costco and on line with Walmart; however, the book failed to appear in most National Park Service bookstores before October and even now distribution is irregular—I didn't see a copy on sale until November when I was in Barnes and Noble in Williamsburg. One member reported that on a tour in Tennessee taking in a majority of the significant Civil War sites the book was unknown and not being offered anywhere he saw. That led to a hard discussion with National Geographic in early October and now the situation is improving. This report is important because this was BGES' first and perhaps last joint financial venture with the Nat Geo. With nearly $120,000 in cash tied up in the project we expected a solid and substantial return on investment both in cash royalties and new membership. The former will happen in due course—just not as fast as we expected (our first return for a partial royalties period was just under $6,000), the later has yet to materialize. Distribution and sales will be key to this. Fortunately, this is a timeless goal in that the wider the distribution the more people are exposed to us and the more books that are sold the more member prospects we will produce. Our discussions with National Geographic led to a loosening of the retail agreement and we now have a limited license to wholesale the book to retail outlets. You can participate in this opportunity by letting us know what you see and think. Let us know when and where you see the book on sale and where you expected to see the book on sale but didn't (a tip --also look in the travel books section—we think it will sell better on the Civil War shelf). If you believe the outlet may be a genuine Prospect for retail sales please let us know the name of the location, the name of the acquisitions manager and the address and phone number of the same. We will send them a review copy and wholesale ordering instructions. This can work at historic sites—particularly state, county and city or town parks with steady visitation and a book store; historical societies, active Civil War roundtables, Lincoln Forums, P96 tourism bureaus, hotels and bed and breakfasts that cater to Civil War traffic as well as independent bookstores in towns and on college and university campuses. This initiative is potentially very lucrative as BGES would realize approximately $5 on every book placed or sold. Given our royalty averages $1.40 per book,oY u can see the potential of the investment if you are willing to be a BGES advocate. BGES' relationship with National Geographic goes back to 2002 when we agreed to work together on our first book, Fields of Honor that was published in 2005. That best seller has fielded over 60,000 copies with sales remaining steady 12 years later. Our second book, Receding Tide released in 2010 has sold approximately 11,000 copies. We have royalty interests in both books. Shiloh 1862 published in 2013 was not a royalty deal and so estimated sales of approximately 30,000 are only capitalized by sales of our special leather edition of the book. Overall the investments have paid off. BGES has realized far more cash return from direct sales, special edition sales and royalties than the actual cash outlay. In 11 years we have put more than 110,000 books in readers' hands worldwide. In all, save the fourth book, our primary investment was intellectual capital. We have edited and provided managerial and historical input to the society. In doing so we have networked to a level that gives us access to contacts in the book publishing and distribution network, technical expertise in cartography, social media marketing and the reflected glow of having our organization touted in the books themselves. That we have been able to negotiate and earn this partnership with one of the world's trulygreat brand names is a true contribution to historic preservation and education. Work progresses on our 5th book with National Geographic. The Revolutionary War, A Travelers Guide is well advanced with narrative text completed and a scheduled release date of February 2018. Playing off of our earned good will, BGES proposed the book, offered Bert Dunkerly as the author, helped negotiate the contract and is fully integrated into the content and layout of the book. We learned some painful lessons in the Civil War effort and this time we abandoned the use of travel writers and contracted a historian to write the text. We have also focused significant attention on the layout to avoid imbalance issues that nicked the Civil War book—issues we intend to address in the second edition of the Civil War book in the future. The major issue dominating the Revolutionary War book is sponsorship. The slow return on the Civil War book and the yet unrealized growth of our membership has led your board to withhold its authorization to raise and invest $100,000 in this book. In as much as the book industry has changed significantly and National Geographic Society was purchased by the Rupert Murdock Media Empire several questions were begged. First could we do business and contribute funds to a joint venture oroiect with a "for profit" corporation which National Geographic became at the end of 2015 (the Society was split into two organizations which Murdock funded --the P97 a nonprofit exploration that we all know them to be famous for remains nonprofit and has been endowed with approximately $113 of Murdock's funds. The remainder— the magazine, travel, television and media division are now "for profit" and have been renamed National Geographic.)? The answer is yes we can use nonprofit funds and partner. Thesecond is should we? In as much as we have not achieved our stated goals for the Civil War Guide book there is genuine concern that this would not be a good use of your funds. This does not mean that the book will not happen or that we would not get credit for what we have done intellectually. The question is will NG be able to find other financial backers for the work? They believe they can and will. Time will tell and we will keep you posted. We are also moving ahead with a really exciting project in Washington, DC at Fort McNair. Some of you may remember we restored the flags adorning President Lincoln's box at Ford's Theater during the restoration of the theater. We are now engaged in the completion of the restoration of the courtroom that witnessed the trial of the Lincoln Conspirators and their execution site. Both are on Joint Military Base Meyer/McNair in the Military District of Washington. These bases house the senior military leadership of the United States and the most senior Professional Leadership schools for general officers. The kernel of the idea began with a BGES tour led by BGES Membership Coordinator Gloria Swift who knew of the work of Barry Cauchon and John Elliot. They have been able to do stereoscopic analysis of the photography of the execution and using known points of reference precisely located the gallows, walls of the prison and the spot where each convict dropped and was initially buried. They have worked closely with the military curators on the base and helped them restore the courtroom to its 1865 appearance. Work remains to be done and interpretative materials developed. The scope of the work has been identified and Gloria is working with BGES member Ben Buckley who was Chief of Staff, as an army colonel, at Fort McNair, Cauchon, Elliot and Fort McNair personnel. The required materials have been enumerated and are being priced. BGES will start fundraising within the next three months and sponsorship opportunities will be available. You can look for a more extensive mailing detailing the project and the items of expense. 1 hope you will be as enthusiastic about this as I am. A third project in 2017 looks like it will unfold at Raymond, Mississippi. This marvelous battlefield has been orchestrated and presented by Parker Hills and the Friends of Raymond. The cannon line was featured in our travel guide—the photograph being quite stunning. We also featured the Grand Gulf -Raymond Scenic byway. This much forgotten road has been elevated to state wide recognition and is integral to General Grant's march to the siege of Vicksburg. As you may remember BGES members supported the majority of the cannon restorations on the battlefield representing more than $40,000 in member support. P98 We also did a scholarly monograph with the late Warren Grabau. The 96 page publication, Confusion Compounded, is still available from BGES and in the Vicksburg National Military Park. That publication is the longest treatment of the battle at Raymond in print. HOWEVER, the work done by Hills includes archeology that has revealed secrets that were unknown at the time Grabau wrote. With the acquisition of more land and the deterioration of existing signs there is discussion about partnering with the Friends group to redo the site signage and update the interpretative message. Those too will provide sponsorship opportunities. We like action oriented agencies. While we would certainly work with other groups, if asked, the Raymond battlefield is a going concern that has consistently and steadily revealed the battle and its lessons for the edification of future generations. We do not want to see them slow down until they are done. Stand by. We have previously mentioned some other projects that 1 will not enter into now; however, they are not progressing as rapidly as we hoped and there are no initiatives on the table at this time. We are always talking to folks and other projects are being considered but most would not trigger before 2018. In case you didn't know BGES will start its 24th year of operations on April 19th, 2017. In January, we will announce a "Member Appreciation" event for the fall. This will be followed by a 25th Anniversary event in April 2018. These events will be free to members with details to follow. Another BGES program is ready to undergo a change. For the past 11 years we have been in partnership with the Yellow Ribbon Fund based in Bethesda, Maryland. We have planned and conducted day tours for Wounded Warriors undergoing rehabilitative care—more than 70 tours have been conducted. Created in response to the massive influx of wounded soldiers and their families it was based at the Army's primary intake facility at Walter Reed Army Medical Center. About 5 years ago, all services were consolidated at Bethesda Naval Hospital and the joint facility was renamed Walter Reed National Military Medical Center. As you are aware, the wars were drawn down and more than 100,000 soldiers withdrawn from the war zone. Thankfully the number of wounded entering Walter Reed has fallen dramatically and other soldiers have passed through the system either returning to duty or awaiting medical board evaluation, disability determinations and discharge or medical retirement—indeed I will be going to a soldier's retirement ceremony on January 14th. This has reduced the demand for Yellow Ribbon Services at Walter Reed. To trim their budget they asked us to cut our tours back to five from eight in 2016. We ended up conducting just two—no soldiers participated out of Walter Reed. The time has come to take separate paths and we are going to do that. Fort Belvoir wants us to continue the tours as they have two battalions of Wounded Warriors that are in the later stages of their processing. We are going to offer four tours in P99 the spring and add additional ones if there is sufficient demand. We will absorb the entire cost of the program that was previously shared with the Yellow Ribbon Fund. We have some sponsors within our ranks and we will evaluate what our needs may be once we see if this modified offering will be popular with the soldiers and their families. We will update you in due course. On a personal note—in the 23 years of BGES nothing has been more meaningful than this program. It is the living embodiment of Lincoln's Second Inaugural Address. These warriors are truly America's best—an inspiring collection of men and women who have given so much in remote and foreign lands to preserve our freedom and to give people they know not the opportunity for freedom. Please support warrior charities—they are bountiful. We have completed and posted our 2017 Field University and Weekend Warrior programs. We have created a great new series of programs that are fresh, innovative and probing—anyone who participates will be rewarded intellectually and culturally. I have included a summary of the offerings that commence in February. If you have been on a program you will know that what I promise is true. If you are new to the organization or have just not yet been able to travel, this year is a great one to get your feet wet. The majority of our programs are Civil War themed and are conducted using 15 passenger vans. This facilitates access to remote locations and lets us run with low registration -sometimes as few as 4 or 5 people. They are as close to private tours as you can experience. We also offer related programs for many of our long-standing members who have finished their Civil War field studies. We are doing a couple of Revolutionary War programs in the Philadelphia area near Valley Forge. We also offer western themed and Indian War programs that help us understand the Manifest Destiny of the United States and the heartbreak of the Indian experience. They also show us what happened to the Civil War veterans and leaders. This year the 75th Commemorative Events of World War Il have drawn our attention—you will see overseas opportunities to learn the essentials of this war that truly established America as the Arsenal of Democracy. This year we are doing the "Battle of the Atlantic" that includes a themed cruise on the Queen Mary 2. We have good early registration for most of these programs. If you are interested in these dynamic educational products please look them over and let us know which ones you might want to participate in. All the programs have details and can be registered for on line at www.blueandgrayeducation.org. We can also mail you details and registration forms. Our 2016 schedule was completed in November and we generally enjoyed an uptick in participation. Registration receipts were notably higher—a combination of higher rates but also the participants' validation of the value of the offer. One notable action supporting this program was the purchase of a 2014 Econoline Van. P100 Ford recently changed their van designs and we found that the new designs were not tour friendly—there was no place for speaker systems or even a cooler. Poor design also reduced visibility and traveler comfort. We had the opportunity to purchase a $39,000 van for $18,300 from a company going out of business so we jumped on it. Our cost benefit analysis showed it would pay for itself by 2019. We have replaced the carpet with vinyl for ease of cleaning, recovered the seats in gray leather for comfort and removed the rear bench seat to allow us to travel with luggage, coolers and other support materials. We are going to put the BGES decal and contact information on it and modify it to improve our communications capability. With relatively low mileage it should support us far into the future. You also know that we hired Gloria Swift, a talented and capable historian, to be our membership coordinator. It is hard to adjust from one way of life and integrate your lifestyle into another. We have had some adjustments but she has taken on membership renewals and stewardship. She has a good handle on that and we have had productive meetings and have agreed on the membership support (Stewardship) functions. 1 am not going to steal her thunder but we have agreed on a number of things that will be implemented throughout 2017. 1 have already mentioned the Annual Membership Appreciation Event We are going to do the first one in the fall most likely for the Bermuda Hundred Campaign which will include a boat ride from City Point to the docks of Richmond and an analysis of the campaign interpreted by 43 ofyour signs. The weekend will include food events, bus tour and boat tour along with a general membership meeting. We are a small organization and we think that 2O-40 people may show up—we will welcome more but that is what we think. Thus it would be a robust tour. Donations and sponsorships will be accepted but are not expected. We will follow this with a 25th Anniversary Celebration in mid April 2018. Subsequent membership events will take place in mid April each year. I really hope you will seriously consider and make a special effort to be there. This is a great organization with great people. It is time that would be well spent—educational and fraternal. We are also going to increase the communications with you. Gloria will be doing a quarterly on line newsletter soon to be named. The first edition will be out in mid January. This is an e -newsletter; BUT, for those who are not on line, a print copy will be provided to you. We need to reconcile some databases to get this done and hope the loose ends will be resolved by the April edition. The previous print newsletter, In Camp on the Rappahannock will be revived and delivered as a full color publication twice a year—the first edition is planned for September 2017. In 2002, we did a prototype to celebrate our interpretative project at South Mountain. The content will be interesting and meaningful. Like the CWT and Shenandoah Valley Battlefield Foundation publication it will also convey organizational information. P101 You will continue to receive email notifications in the form of numbered "Executive Proclamations" and "Special Orders." They are real time notifications of things that we want to share with you. Executive Proclamations are typically calls to action or general information. Special Orders are structural announcements to let you know something is officially on our calendar such as the tour schedule, hotel selection, registration forms going on line etc. Gloria and I will be sitting down in January to reconcile our email lists for mass mailings and to allow her to communicate en mass with you when she needs to. Clearly we can provide you more information at no cost and within a matter of seconds using email. The past few years our email list has grown dramatically and over 3000 email addresses sit in our database—with about 500 members active and inactive we, like the Museum of the Confederacy, have far more clients and customers than members. A BGES email blast is opened by about 700 people on average. The efficiency of this free communication is demonstrated by the number of non members and or past due members who contribute to on line fund raising appeals, to purchase books or register for study tours. ON THE OTHER HAND, we are aware that having an email doesn't ensure that this is a primary source of information for you. You have to help us know how we are to communicate with you. That will be a key objective of this reconciliation as Gloria and 1 establish the email and snail mail lists that will support the BGES's friends and membership. We recently invited an experienced National Geographic senior editor to review and evaluate our website and social media. The fresh look insights and recommendations she gave are clearly valuable and we will be revamping our website to be more interesting but also functional for our users. I would also like to direct your attention to other robust forms of communication that we have or are trying to develop. BGES' Facebook is a multi -dimensional form of information sharing that permits an interactive sharing of information related to BGES' and other nonprofit educational organizations activities. Sharing photographs of events, products and other real time items such as field lectures at a site allow subscribers to not only participate with the participants; but, also allow folks far afield to be a part of the organization where it is impractical to join us in person. We have interactions with people in Norway, England, Australia and Canada as well as more senior members of the organization. Recently Facebook's founders have changed the means and range of communications and feedback. In addition to liking and commenting on activities there are other options. This is an important and free channel to not only help us inform you and give you a sense of the group you are a member of and support, it is also a means of communicating and sharing BGES with others. A shared posting with an encouraging or supportive message from you to your friends will have more impact that you may know. If you are on Facebook we request you add us as a friend and like the site. In addition when you see our posts let us know you approve P102 by hitting the "like" key. It is the only real feedback we get and it will encourage us to work harder on the inputs. We are not going to bombard you with dozens of daily postings—indeed we may only average 4 or 5 a week, but it does tell us the content is reaching you. To us a "like' is a check off that you have read it—a "share' means you like it and you wanted your friends to know. The potential of the later is practically limitless. If Facebook is a part of your life then please give us a chance to be a part of it as well. Twitter and Snapchat are two other forms of communication that we do not have a significant presence on. Of course Twitter came into its own during the last election. Our consultant recommended we get into that media and we do have a Twitter account that Gloria manages. It is a community in which we actually hope to penetrate other more mature Civil War and Preservation users with "re tweets." If you are into Twitter you are a fan—if not we are not asking you to join. I am really encouraged by the progress we have made in 2016. Some years are more tangible in terms of achievements; but, when you keep in mind that we are really just me, and Gloria (part time) and AI Stevens and a couple of family and other volunteers—the achievements are pretty remarkable That we have been doing this since 1994 is even more remarkable—it is thanks to you. We are ready to mature further. 1 am very enthusiastic about 2017 and beyond. I certainly have not told you everything—much of this belongs to Gloria and she will share in due course. We laid out the annual calendar a couple of weeks ago. Come February we will have a spring logo merchandise sale—since we do not maintain a large reserve of merchandise it will be an annual opportunity to purchase summer wear that shows your affiliation and pride in being a BGES member. Gloria will unveil other perks of membership over the course of the next year. Thank you for understanding that we have personal lives as well. While what we do is important—nothing is more important than family. When the inevitable crises of life boil over, the work of BGES often has to be set aside. Still to realize that when this was started I was 40 and now I am 63 shows what a great organization this has become and continues to be. I have and continue to learn a great deal. I have and continue to make great friends. Life is good! In 1995 I use to stand in front of early audiences and welcome them to my Walter Mitty dream... could one imagine doing this and getting paid for it? I love this as much today as I did when it started as a concept in 1992. I wish you the very best for 2017 and beyond. Len Riedel Executive Director P103 hATENDED TO NOVEMBER 15, 2016 oo rceturn of Organization Exempt From Income -i dx Form �J® Under section 501(cj. 527, or 4947(2)f I) of the Internal Revenue Code (except private foundations) Dapanrnrrnt at the Trans.m ® Do not enter social security numbers on this form as It may be made public. Intnmal Revenue satvlcs Information about Form 990 and its instructions is at www Ars. loWJomig90. A For the 2015 calendar year, or tax year beginning and ending. B e� llmtiie. C Name of organization D Employer identification :Adar hang BLUE AND .GRAY EDUCAT�derivered CIETY Oc"h 1. Doing business as 54-1720! InitialEDrellnn Number and street (orP.D. box if mail is notreet address) RoomASU1e E Telephone number City or town, state or province, country, and ZIP or foreign postal code F Name and address of principal Ill(a) Isthisa group return for subordinates? ...... QYes ERI No H(b) ke, all Wbordlnales lnc1Udea EDYe$ F-1 No If -No,' attach a list, (see instructions) t• •• •-.I v.y,ra yule I�rvun _ Under penalties of perjury, I declare that I have examined this return, Including accompanying schedules and statements, and to the best of my knowledge and belief, it is true, correct, and complete. Declaration of parer (other than officer )s b If information of which preparer hasanyknowiedge. jl;A;RZ ignature of officer OatsEONARD RIEDEL EXECUTIVE DIRECTORpe or print nacos antl Lillepe preparer's name Preparer's signature Date Chea PTIN V . BREAZEALE AULV.BREAZEALE 11 J 10 / 16 sou imnloyea 0 0 0 87926 ame BREAZEALE SAUNDERS do O'NEIL LTD. Fifm'sEIN 64-0501200 ddress � P . P.O. BOX 80 JACKSON MS 39205-0080 Phnna nn Fn1—gFQ_7A An 532001 12-1e-15 LHA For Paperwork Reduction Act Notice, see the separate instructions: Form SEE SCHEDULE O FOR ORGANIZATION MISSION STATEMENT CONTINUATION P104 (2015) 1 Briefly describe the organization's mission or most significant activities: TO PROMOTE THE STUDY OF THE AMERICAN CIVIL WAR BY PROVIDING SCHOLARLY INFORMATION ORGANIZING m 2 Check this box ► EJ f the organization discontinued its operations or disposed of more than 25% of 3 Number of voting members of the governing body (Part VI, line 1a) ,,,,... its net assets. 3. 5 m 4 Number of Independent voting members of the governing body (Part VI, line 7b) .... ............. _,_,. .....:. ......... 4 5 a 5 Total number of individuals employed in calendar year 2015 (Party, line 2a) 5. 1 '5 6 Total number of volunteers (estimate it necessary) ,,....... ............... 6 0 7 a Total unrelated business revenue from Part VIII, column (C), line 72 7a.. 0. b Net unrelated business taxable income from Form 9905, line 34 0 8 Contributions and. giants (Part VIII, line 1h) ................ .... :........ ........... Prior Year 96 . 161. Current Year 141 391. 9 Program service revenue (Part VIIl,line 2g) _.,, 128 925. 149 789. 0 10 Investment income (Pan VIII, column (A), lines 3 4 .and 7d) _,.,.. 0. 0. 11 Other revenue (Part VIII, column (A), lines 5, fid, So, 9c, 10c, and 11 e) ,,. ............. 39 216. 51,481. 12 Total revenue - add lines'8 through 17 must a ual Part Vlll, column (A, line 12 ......... 264 11712. 342 661. 13 Grants and similar amounts paid (Part IX column (A), lines 1-3) ......... .,..,.;._..1 025. 1 ASO. 14 Benefits paid to or for members (Pad IX, column (A), line 4) 0 . .0 v 15 Salaries, other compensation, employee benefits (Part IX, column (A), lines 5 10) , ,,;,, 62 422. 60 . a 16a Professional -fundraising fees (Part IX, column (A), line 11 e)_. 0. .12.0,.. 0. b Total fundraising expenses (Part IX, column (D), line 25) ► 0. 5 - Lu 7 Other expenses (Part IX, column (A), lines 11 a -11d, 11 1-24e).......................................16 _ .. 0 917. 2 31 ; 594. 19 Total expenses. Add Imes 13.17 (must equal Part IX, column (A) line 25) ..................... 224 364. 293 72. 19 Revenue less ex erases. Subtract line 13 from line 12 ......... _...... 39 9"n . 49 4 8'9 . m@ 20 Total assets (Part X, line 16) ......._......_......., _... Bacbming of Current War 210,805.1 End of Year 188.913. 21 Total liabilities (Pari X, line 26) ....... ....... .............. .............._. .......................... 76.461.1 13.307. 22 Net assets or fund balances. Subtract fine 21 from line 20 .... ................... .......... 7.34 , 3 44 . 17S 9171A . t• •• •-.I v.y,ra yule I�rvun _ Under penalties of perjury, I declare that I have examined this return, Including accompanying schedules and statements, and to the best of my knowledge and belief, it is true, correct, and complete. Declaration of parer (other than officer )s b If information of which preparer hasanyknowiedge. jl;A;RZ ignature of officer OatsEONARD RIEDEL EXECUTIVE DIRECTORpe or print nacos antl Lillepe preparer's name Preparer's signature Date Chea PTIN V . BREAZEALE AULV.BREAZEALE 11 J 10 / 16 sou imnloyea 0 0 0 87926 ame BREAZEALE SAUNDERS do O'NEIL LTD. Fifm'sEIN 64-0501200 ddress � P . P.O. BOX 80 JACKSON MS 39205-0080 Phnna nn Fn1—gFQ_7A An 532001 12-1e-15 LHA For Paperwork Reduction Act Notice, see the separate instructions: Form SEE SCHEDULE O FOR ORGANIZATION MISSION STATEMENT CONTINUATION P104 (2015) . adom. dacrtriha the nrn Ani>atinn'e mission: 2 Did the organization undertake any significant program services during the year which were not listed on theprior Form 990 or 990 -EZ? ........................................................................................................................................ QYes ®No If "Yes," describe these new services on Schedule O. 3 Did the organization cease conducting, or make significant changes in how it conducts, any program services?,,,,,,,,,,,,,,,,,,, Yes [!] No If "Yes," describe these changes on Schedule O. 4 Describe the organization's program service accomplishments for each of its three largest program services, as measured by expenses. Section 501(c)(3) and 501(c)(4) organizations are required to report the amount of grants and allocations to others, the total expenses-, and 4a (Code: ) (Expenses 5 i 1 16 9 . mduding 9rnts d S _ _ _. _ - _ _ % (Revenue 5 155 _ 474 . ) 4b (cede: )(Exp sass 140,431. i.ddingTwits ars ) (Revenues_ _ 149,789. ) 4d Other program services (Describe in Schedule O.) 532W2 12.18-15 P105 Form UUU (2015) I Is the organization described in section 501(c)(3) or 4947(a)(1) (other than a private foundation)? If 'Yes,' complete Schedule A .............................. . . ........ ............ ..... ..... ...... ............ ..................... ............... .... 2 Is the organization required to complete Schedule B, Schedule of Contributong ........... * ......... * . ........ ...... 3 Did the organization engage in direct or indirect POfificaf campaign activities on beha'lfof ... or in Opposition to candidates for public office? If "Yes,' Complete Schedule C, Part I 4 Section 501(c)(3) organizations. Did the organization engage in lobbying activities, or have asection 501(h) election in effect during the tax year? If "Yes," complete Schedule C, part 11 5 Is the organization a section 501(c)(4),501(c)(5), or501(c) (6) organization * .an.ization that receives membership... * ..... * ........ * ... ....... * ...... ........ . dues, assessments, or similar amounts as defined in Revenue Procedure 98-19? If *Yes,' complete schedule C, Part N 6 Did the organization maintain any donor advised funds or any similar funds or accounts for which ......... �.Ilw ............................ donors have the right provide advice on the distribution or investment of amounts in such funds or accounts? if ly&s,, com, to 7 Did the organization receive or hold a conservation easement, including easements to preserve open Weirs Schedule D, Part space, the environment, historic land areas, or historic structures?11 'yes,' complete Schedule D, Part 11 8 Did the organization maintain collections of works of art, historical treasures, or other similar asset . s I ? . if . -ye . s, . c . ompl . a . t . a ........ Schedule D, Part I// .......... .............................. ...... ................................... ...... .................... ........... ............... ...... 9 Did the organization report an amount in Part X, fine 21, for escrow or custodial account liability, serve as a custodian for amounts not listed in Part X; or provide credit counseling, debt management, credit repair, or debt negotiation services? If 'Yes," complete Schedule D, Part IV 10 Did the organization, directly or through a related organization, hold assets in temporarily restricted endowments, permanent endowments, or quasi-endowments? If 'YeS,'Corrplefe Schedule D, Part V 11 If the organization's answer to my of the following questions is "Yes,' then complete Schedule D, ............ ...................... as applicable. Parts A, VII, All, IX, or X a Did the organization report an amount for land, buildings, and equipment In Part X, line 10? if 'Yes,* complete Schedule Di Part V1 organization report an amount for investments . other securities in Part X, line 12 that is 50% Or MOTO Of its total b Did the ........... .. ....... ......... ...... * ....... . . ....... * ...... assets reported In Part X, line 167 If 'Yet,"cornplete Schedule D, Part VII c Did the organization report an amount for investments - program related in P , ar . t . X . Ire . . 1 . 3 .- that - i . s . 5 . 9 . n . r - more.. of-its .. total . . . .......... assets reported in Part X line 16? If "Yes," complete Schedule D, Part Vill d Did the organization report an amount for other assets in Part X, line 15 that is.5% OT more of its total assets reported in ........ Part X fine 16? If *Yes,'corripfete Schedule D, Part IX .. . ... .. . .... ..... . . . .. ... ...... .. a Did the organization report an amount for other liabilities in . Part . X, ., I . ine .. 2 , 5 If, 7 . .. I . Yes, . I - complete. . . .. Schedule. . . D, Part . X ................... f Did the organization's separate or consolidated financial statements for the tax year include a footnote that addresses..... ... ...... the organization's liability for uncertain tax positions under FIN 48 (ASC 740)? if "yes, * Complete Schedule D, Part X 12a Did the organization obtain separate, independent audited finandal statements for the tax year? ff 'Yes, " complete * . ..... Schedule D, Parts gland X11 ............................ .............. ......... I .......... .. ..... I ...... I ....... ............... b Was the organization Included in consolidated, Independent audited financial statements for the taxypar7 13 It 'Yes, " and if the organization answered "No" to line 12a, then completing Schedule D, Parts XI and X11 Is optional ......... ..... Is the organization a school described in section 170(bX7)(A)(i)? If 'Yes,' complete Schedule E 14a Did the organization maintain an office, employees, or agents outside of the United States? b Did the organization have aggregate revenues or expenses of more than $10,000 from grantmaking, fundraising, business, investment, and program service activities outside the United States, or aggregate foreign investments valued at $100,000 Or more? If 'Yes,'complete Schedule F, Parts I and IV 15 Did the organization report on Part IX, column (A), line 3, more .. than . . . - $5.00 . 0 .. 0 . I .. grants . . . . . o . r - 0 . I . h . a . r .. as . si . stan . c . a . I . o .. of . for I an . y ............. foreign organization? If 'Yes,' complete Schedule F, Parts H and IV 16 Did the organization report on Part IX column (A), line 3, more than $5,000 of aggregate grants or other assistance to or for foreign individuals? ff 'Yes, " complete Schedule F Parts 111 and IV 17 Did the organization report a total of more than $15,000 of expenses for p"rofessional fundralsing services on Part IX, column (A), lines 6 and 11 e? ff 'Yes, " complete Schedule G, Part I ..... * ... * ........... ...... ..... ... * ......... 18 Did the organization report More than $15,000 total of fundraising event gross income and contributions on Part VIII, lines 1 c and ea? If 'Yes," complete Schedule G, Part H 11 19 Did the organization report more than $15,000 of gross incoma from r o in . garn . 1 . n . g _ activities . . . . . . a . n .. Pa . rt . Al . I lin . a '. 9 . a? .. I . I .. . "Yes. .................. complete Schedule G. Part N 532003 12-18-15 P106 Form 990 (2015) 26a Did the organization operate one or more hospital facilities? If `Yes,"complete Schedule H -, .,, ,_, b If "Yes` to line 20a, did the organization attach a copy of its audited financial statements to this return? _ 21 Did the organization report more than $5,000 of grants or other assistance to any domestic organization or domestic government on Part IX, column (A), line 1? If 'Yes,' complete Schedule 1, Parts I and 11 ....,...... 22 Did the organization report more than $5,OOD of grants or other assistance to or for domestic individuals on Part IX, column (A), line 27 If 'Yes,' complete Schedule 1, Parts Iand Id............................................... -, 23 Did the organization answer "Yes" to Part Vil, Section A, line 3, 4, or 5 about compensation of the organization's current and former officers, directors, trustees, key employees, and highest compensated employees? If 'Yes,' complete Schedule J 24a Did the organization have a tax-exempt bond issue with an outstanding principal amount of more than $1 OD,ODb as of the last day of the year, that was issued after December 31, 20027 If "Yes,' answerfines 24b through 24d and complete ScheduleK. It 'No, go to line 25a................................................ ..........._.............................:...,..................................__. b Did the organization invest any proceeds of tax-exempt bonds beyond a temporary period exception? c Did the organization maintain an escrow account other than a refunding escrow at any time during the year to defease anytax-exempt bonds? ............... ..:...<.............. ................ .................................... .............. :.......,.....................,...............-- d Did the organization act as an behalf of" Issuer for bonds outstanding at any time during the year?................................. 25a Section 501(c)(3), 501(c)(4), and 501(c)(29) organizations. Did the organization engage in an excess benefit transaction with a disqualified person during the year? If "Yes," complete Schedule L, Part I__........................................... h Is the organization aware that it engaged in an excess benefit transaction with a disqualified person in a prior year, and that the transaction has not been reported on any oftheorganization's prior Forms 990 or 990-EZ? If "Yes,' complete ScheduleL, Partl.... ............. .....:............................. ........................................... ................ ....._.._.................................-. 26 Did the organization report any amount on Part X, line 5, 6, or 22 for receivables from or payables to any current or former officers, directors, trustees, key employees, highest compensated employees, or disqualified persons? If 'Yes, complete Schedule L, Part 11 ......................... 27 Did the organization provide a grantor other assistance to an ofrcer, director, trustee, key employee, substantial contributor or employee thereof, a grant selection committee member, or to a 35% controlled entity or family member of any of these persons? If "Yes,"complete Schedule L, Part IH ............................................. ......... ... ,. 28 Was the organization a party to a business transaction with one of the following parties (see Schedule L, Part IV instructions for applicable filing thresholds, conditions, and exceptions): a A current or former officer, director, trustee, or key employee? If 'Yes,' complete Schedule L, Part IV ... b A family member of a current or former officer, director, trustee, or key employee? If 'Yes," complete Schedule L, Part IV ..._„ c An entity of which a current or former officer, director, trustee, or key employee (or a family member theraoi) was an officer, director, trustee, or direct or indirect owner? If *Yes,' complete Schedule L, Part IV ..... 29 Did the organization receive more than $25,000 in non-cash contributions? If 'Yes," complete Schedule M 30 Did the organization receive contributions of art, historical treasures, or other similar assets, or qualified conservation contributions? 11 "Yes," complete Schedule M........................................................................:.:......::......:...........a......:..:.:.: 31 Did the organization liquidate, terminate, or dissolve and cease operations? /I "Yes,' complete Schedule N, Part I ..... .......... e than 25% of its net assets?If "Yes,"complete Schedule N, Part li 33 Did the organization own 100'-0 of an entity disregarded as separate from the organization under Regulations sections 301.7701-2 and 301:7701.3? If "Yes,' complete Schedule R, Part I........................_._.___.,_._,._...._......................... 34 Was the organization related to any tax-exempt or taxable entity? If "Yes,' complete Schedule R, Part ll, III, or IV, and Part V, line 7 ..........................._ 35a Did the organization have a controlled entity within the meaning of section 512(b)(13)? ..................................................... b If "Yes" to line 35a, did the organization receive any payment from or engage in any transaction with a controlled entity within the meaning of section 512(bN13)? If 'Yes,' complete Schedule R, Part V, line 2..................... .................................... _ 36 Section 501(c)(3) organizations. Did the organization make any transfers to an exempt non-charitable related organization? If*Yes,' complete Schedule R, Part V, line 2...................................................................................................................... 37 Did the organization conduct more than 5006 of its activities through an entity that is not a related organization and that is treated as a partnership for federal income tax purposes? If'Yes," complete Schedule R, Part W ......... 38 Did the organization complete Schedule O and provide explanations in Schedule O for Part VI, lines 11 b and 197 Note. All Form 990 filers are reouired to complete Schedule O._.________.. 532eg4 1215-15 P107 Form Check if Schedule or note to any line in this Part V la Enter the number reported in Box 3 of Form 1096. Enter -Q if not applicable b Enter the number of Forms W -2G included in fine 12. Enter 0• if not applicable c Did the organization comply with backup withholding rules for reportable payments to vendors. and (gambling) winnings to prize winners? ................ ,....,,, 2a Enter the number of employees reported on Form W-3, Transmittal of Wage and Tax Statements filed for the calendar year ending with or within the year covered by this return ................... 2a b If at least one is reported on line 2a, did the organization file all required federal employment tax returns? Note. If the sum of lines 1 a and 2a is greater than 250, youmay be required to a -file (see instructions) .. 3a Did the organization have unrelated business gross income of $1,000 or more during the. year? .............................. ............ . b if "Yes," has it riled a Form 990-T for this year? if 'No,' to line 3b, provide an explanation in Schedule 0 ........................ 4a At any time during the calendar year, did the organization have an interest in, or a signature or other authority over, a financial account in a foreign country (such as a bank account, securities account, or other financial account)? ................... b If "Yes," enter the name of the foreign country: See instructions for filing requirements for FinOEN Form 114, Report of Foreign Bank and Financial Accounts (FGAR). 5a Was the organization a party to a prohibited tax shelter transaction at any time during the tax year! ......... __....................... . It Did any taxable party notify the organization that it was or is a party to a prohibited tax shelter transaction?.... _ c If "Yes," to line So or 5b, did the organization file Form 8886-T7 ................... 5a Does the organization have annual gross receipts that are normally greater than $100,000, and did the organization solicit any contributions that were not tax deductible as charitable contributions? b If "Yes," did the organization include with every solicitation an express statement that such contributions or gifts were not tax deductible? ......... ....... ..............._............ ......:....,....... ... . 7 Organizations that may receive deductible contributions under section 170(c). a Did the organization receive a payment in excess of $75 made partly as a contribution and partly for goods and services provided to the payor? b If 'Yos," did the organization notify the donor of the value of the goods or services provided? c Did the organization sell, exchange, or otherwise dispose of tangible personal property for which it was required to Ole Form 8282? ........ .......... .....:...... ;.;:..... d It "Yes," indicate the number of Forms 8282 filed during the year ............................ 7d ...... ......... e Did the organization receive any funds, directly or indirectly, to pay premiums on a personal benefit contract? ............... f Did the organization, during the year, pay premiums, directly or indirectly, an a personal benefit contract? g If the organization received a contribution of qualified intellectual property, did the organization file Form 8899 as required?;_, It If the organization received a contribution of cars, boats, airplanes, or other vehicles, did the organization file a Form 1098-C? 8 Sponsoring organizations maintaining donor advised funds. Did a donor advised fund maintained by the sponsoring organization have excess business holdings at any time during the year? ............... 9 Sponsoring organizations maintaining donor advised funds. a Did the sponsoring organization make any taxable distributions under section 4968? b Did the sponsoring organization make a distribution to a donor, donor advisor, or related person? 10 Section 501(c)(7) organizations. Enter. a Initiation fees and capital contributions included on Part Vlll, line 12 Vla b Gross receipts, included on Form 990, Part VIII, line 12, for public use of club facihhes .,,,,.,,, 11 Section 501(c)(12) organizations. Enter. a Gross income from members or shareholders ............_.................. ....................... ................. b Gross income from other sources (Do not net amounts due or paid to other sources against amounts due or received from them.) 12a Section 4947(a)(1) non-exempt charitable trusts. Is the organization filing Form 990 in lieu of Form b If `Yes," enter the amount of tax-exempt interest received or accrued during the year 12b 13 Section 501(c)(29) qualified nonprofit health insurance issuers. a Is the organization licensed to issue qualified health plans in more than one state? ...............:............._.. ........... ...... ..:..::...... Note. See the instructions for additional information the organization must report on Schedule 0. b Enter the amount of reserves the organization is required to maintain by the states in which the organization is licensed to issue qualified health plans ................... ..,...._ 13b ....................................... c Enter the amount of reserves on hand.......................................................................................... 13c 14a Did the organization receive any payments for indoor tanning services during the tax year? 532005 u-16:15 P108 Form Part Vf GOVemance, Management, and Disclosure For each "Yes" response to lines 2through 7b below, and fora `No° response to line Be, Bb, or 10b below, describe the circumstances, processes, or changes in Schedule O. See instructions. ..�_._....__�..,_�........::.......n�nnn�n nr nnie In env line in this Part V1 __............. .................. .......... .......... ........................ Eil 5 If there are material differences in voting rights among members of the governing body, or it the governing, to Enter the number of voting members of the governing body at the end of the tax year,.,. Tib 10a 10b A body delegated broad authority to an executive committee or similar committee, explain in Schedule 0. b Enter the number of voting members included in One 1 a, above, who are independent ....... . ....... ::5 2 Did any officer, director, trustee, or key employee have a family relationship or a business relationship with any other officer, director, trustee, or key employee? ....... ............ .................................... .................. .......................................... ...,. 2 _ X X 12b 3 Did the organization delegate control over management duties customarily performed by or under the direct supervision Of officers, directors, or trustees, or key employees to a management company or other person? .......................................... 4 Did the organization make any significant changes to its governing documents since the prior Form 990 was filed? .............. 5 Did the organization become aware during the year of a significant diversion of the organization's assets? ........................... 6 Did the organization have members or stockholders?,,,,.,,__,-..._........._...................................._........................._........... 7a Did the organization have members, stockholders, or other persons who had the power to elect or appoint one or moremembers of the governing body? ..................... .......................................... ............ ........... .................... .................... b Are any governance decisions of the organization reserved to (or subject to approval by) members, stockholders, or persons other than the governing body?.......... .. .............._ .......... ........ ........ e Did the organization contemporaneously documem the meetings held or written actions undertaken during the year by the following ............. ............................................................................ a The governing body? ............................................................ __ b Each committee with authority to act on behalf of the governing body? ..................................... ......................................... 9 Is there any officer, director, trustee, or key employee listed in Part VII, Section A, who cannot be reached at the 3 12c X 4 13 X 5 14 X 6 15a X 7, 16b X 7b X fie X _ 163 8b X 16b ,r To Did the organization have local chapters, branches, or affiliates? ..... ............ ._-................................................. .................... b If "Yes; did the organization have written policies and procedures governing the activities of such chapters, affiliates, and branches to ensure their operations are consistent with the organization's exempt purposes? ...,-_ ..............._................ 11a Has the organization provided a complete copy of this Form 990 to all members of its governing body before filing the form? b Describe in Schedule O the process, if any, used by the organization to review this Form 990. 12a Did the organization have a written conflict of Interest policy? If "No," go to line 13 ,,,,,,,, ................... ............. .................... b Were officers, directors, or trustees, and key employees required to disclose annually interests that could give rise to conflicts? .................. c Did the organization regularly and consistently monitor and enforce compliance with the policy? If "Yes,' describe inSchedule Ohow this was done...................................................................................................................................... 13 Did the organization have a written whistleblower policy? ................................ .............................. .............................. ....... 14 Did the organization have a written document retention and destruction policy? .... , ...... ............... ..................:... 15 Did the process for determining compensation of the following persons include a review and approval by independent persons, comparability data, and contemporaneous substantiation of the deliberation and decision? a The organization's CEO, Executive Director, or top management official ...................... ..................................... I.................. b Other officers or key employees of the organization , , .....,.. ......... ...................... ................ ............... If 'Yes" to line 15a or 15b, describe the process in Schedule O (see instructions). 10a 10b A 11a X a 12a X 12b 12c 13 X 14 X 15a X - 16b X - 16a Did the organization invest in, contribute assets to, or participate in a joint venture or similar arrangement with a taxableentity during the year?.......................................................................................................................................... b If 'Yes,' did the organization follow a written policy or procedure requiring the organization to evaluate its participation in joint venture arrangements under applicable federal tax law, and take steps to safeguard the organization's exempt status with respect to such arrangements? _.... _.. .. ......................_.. ...... ....... .....-..........._. _ 163 X 16b Sectinn C_ Disclosure 17 List the states with which a copy of this Form 990 is required to be filed ► NONE 16 Section 6104 requires an organization to make its Forms 1023 (or 1024 if applicable), 990, and 990 T (Section 501(c)(3)s only) available for public inspection. Indicate how you made these available. Check all that apply. 0 Own website 0 Mother's website ® Upon request 0 Other (explain in Schedule O) 19 Describe in Schedule O whether (and if so, how) the organization made its governing documents, conflict of interest policy, and financial statements available to the public during the tax year. 20 State the name, address, and telephone number of the person who possesses the organization's books and records: i► Form 990 (2015) 53200B 12-16-1e P109 —• - �..� ., „r„ aeom ensated Em Io ees 1a Complete this table for all personsrequired to delisted. Report compensation torthe calendar year ending with or within the organization's tax year. • list all of the organization's current officers, directors, trustees (whether individuals or organizations), regardless of amount of compensation. Enter- in columns (D), (E); and (F) if no compensation was paid. • List all of the organ-Ization's current key employees, if any. See instructions for definition of "key employee,' • List the organization's five current highest compensated employees (other than an officer, director, trustee, or key employee) who received report• able compensation (Box 5 of Form W-2 and/or Box 7 of form 1099.MISC) of more man $100,000 from the organization and any related organizations. • list all m the organization's former: organization a, key employees, and highest compensated employees who received more than $100,000 of reportable compensation from the organizafion and any related organizations. • List all of the organization's former directors or trustees that received, in the capacity as a former director or trustee of the organization, more man $10,000 of reportable compensation from the organization and any related organizations. List persons in the followingorder: individual trustees or directors; institutional trustees; officers; key employees; highest compensated employees; and former such persons. r1 — ..__ (A) g O - ---- —,•".,.U,.jUdr ulrector. or trustee. {C) Name and Title Average Position (0) (� (F) hours per (do not check more then ono box. qe ort P able Reportable Estimated week .MI person is bothm mfirer one a tlyeclorllNslee) compensation compensation amount of (list any n from from related other hoursfor the organizations compensation _ e organization (W2/1099-MISC) from the E (VV-2/1099MISC) organizations �. organization belowit a and related line) organizations (1) JAMES DAVIS (2) JOSEPH OVERSTREET (3) MICHAEL CHESSON (A) LEONARD RIEDEL (5) ROBERT DUHRERLY 532007 12-15.15 Form yy0 (tots) Perm 950 (20151 BLUE AND GRAY EDUCATION SOCIETY ;54-1720582 Page_$ amu. •1- I Section A. utllcers uirectars trustees Kev tm !O ees ana ml nest GOm ensatea Cmiaiovees canunueo (A) Name and title (B) Average hourser P week (list any hours for related organizations below line) (C) Position (de not Meck more Ih. one box, unless person is both M olPm and a dtredorlinistee) (D) Reportable compensation from the organization (W-2/1099-MISC) (E) Reportable compensation from related organizations (W4/1099•MISC) (F) Estimated amount of other compensation from the organization and related organizations - e z — a E e E E 2 Total number of independent contractors (including but not limited to those listed above) who received more than $10D.000 of compensation from the organization 0 1b Sub -total ........................................... ................................................. ....._00 c Total from continuation sheets to Part VII, Section A .............................. ► d Total add lines ib and is ..... ......... .......... ... ......... ...... P 5'.5 800. 0. 0. 0. 0 . 0. 55,800.1 0. 0.. 2 Total number of individuals (including but not limited to those listed above)who received more than $100,000 of reportable 3 Did the organization list any former officer, director, or trustee, key employee, or highest compensated employee on line l a7 if 'Yes,' complete Schedule J for such individual ................................................ 4 For any individual listed on line 1 a, is the sum of reportable compensation and other compensation from the organization and related organizations greater than $150,000? If 'Yes," complete Schedule J for such individual,__..,-,-... 4 X 5 Did any person listed on line 1a receive or accrue compensation from any unrelated organization or individual for services Section B. Independent Contractors 1 Complete this table for your five highest compensated independent contractors that received more than $100,000 of compensation from the organization. Report compensation lot Ina calendar year enainq wan or wi mn the organization s tax year. (A) Name and business address NONE (B) Description of services (C) Compensation 2 Total number of independent contractors (including but not limited to those listed above) who received more than $10D.000 of compensation from the organization 0 5a2ODa 12-1e-15 Pill Form 990 (2015) Check if. Schedule 0 contains a response or note to anv finp in 11-im Pnft Y —F--1 532011 12-15-15 P112 Form 990 (2015) ........................ I .................. (A) Beginning of year End of year 1 Cash - non-interest-bearing ....................... . . . ............ ; ................. .............. 2 Wings and temporary cash investments ............... 3 Pledges and grants receivable, net ........... 7 -'ed 4 Accounts receivable, net ......... ....................... ...... ..................... . ......... 5 Loans and other receivables from current and former officers, directors, tree 43 921. t 38 278. 2 3 41 027. 4 24 082. trustees, key employees, and highest compensated employees. Complete Part It of Schedule L ........... ** . . .............. ... * ..... ** .... .... *** .......... .... 6 Loans and other receivables from other disqualified persons (as defined under section 4958(0(1)), persons described in section 4958(c)(3)(B), and contributing 3) employers and sponsoring organizations of section 501(c)(9) voluntary )(9) volt, I employees' beneficiary organizations (see instr). Complete Part 11 of Sch L 7 Notes and loans receivable, net....... ................ -.; ................................. 8 Inventories for sale or use ................................................. ................ ........... 9 Prepaid expenses and deterred charges ....... .......... ............. 10a Land, buildings, and equipment: cost or other basis. Complete Part V! of Schedule D ........ 10a 10a 139,763. 6 7 2:6 833. 8 31,879. 927. 9 927. le Less: accumulated depreciation ......... ......... I 10b 1 47,774 . 11 Investments - publicly traded securities 12 Investments - other securities. See Part IV, line 11 ..... ................................ 13 Investments - program related. See Part IV, line 11 14 Intangible assets .......................................................................... ............... ** "-* ..... * .... ** ......... ... * ... .... 15 Other assets. See Part IV, line 11 "......... **"" 16 Total assets. Add lines 1 through,5 (must equal line 34) -- .................... 99, 136. 10c 91,989. 11 12 13 881. 14 746. 1 08 . 15 1 01-2. 210 8056 16 188 9-13. 17 Accounts payable and accrued expenses ....... ........... ...... ,--.---„ .... 18 Grants payable ....................................................................... 19 Deferred revenue . ................ ....................................... . .... ! ................................................. 20 Tax-exempt bond liabilities '** ... .. ...... **'*'** ........... * ................................. 9 981. 17 6 919. is 3 701. ig 3 701. 20 W .2 21 Escrow or custodial account liability. Complete Part IV of Schedule D ..... ...... 22 Loans and other payables to current and former officers, direc; tors, trustees, key employees, highest compensated employees, and disqualified persons, Complete Part 11 of Schedule L ........ 1.1- ............................ — ................... ..... 23 Secured mortgages and notes payable to unrelated third parries .................. 24 Unsecured notes and loans payable to unrelated third parties ........................ !21 7777777777777 7-777 22 33,020. 23 0. — 24 25 Other liabilities (including federal income tax, payatiles to related third parties, and other liabilities not included on lines 17-24). Complete Part X of Schedule D ................. .................. ............................................. ............. 29 759. 25 2,687. 26 Total liabilities. Add lines 17 through 25 ..... .... ...... .... 76 461. 26 Organizations that follow SFAS 117 (ASC 958), check Lne here ► an a '5 M M, complete lines 27 through 29, and fines 33 and 34. 77 Unrestricted net assets ............. I ........................... ......................................... 28 Temporarily restricted net assets 29 Permanently restricted net assets "' * ................ ........... * ....... ........... ........................................ ........... Organizations that do not follow SFAS 117 (ASC 95B), check here 10- :134=344. 27 175,606, 28 a 29 9 a Z 0 -C a Z and complete lines 30 through 34. 30 Capital stock or trust principal, or current funds ............................................. 31 Paid -in or capital surplus, or land, building, or equipment fund .... .................... 32 Retained earnings, endowment, accumulated income, or other funds 33 Total net assets or fund balances ...... — .................................................... 30 31 32 134,344. 33 175.606. 34 Total liabilities and net assets/fund balances .......... ....... .... --- .............. 210 , 8 05 . 34 188.913. 532011 12-15-15 P112 Form 990 (2015) XI 1 Total revenue (must equal Part Vlll, column (A), line 12) 2 Total expenses (must equal Part IX column (A), line 25) 3 Revenue less expenses. Subtract line 2 from line 1 ................ ....................................................... 4 Net assets or fund balances at beginning of year (must equal Part X, line 33, column (A)) ,. _. 5 Net unrealized gains (losses) on investments 6 Donated services and use of facilities ......................................................... _.....................................---- 7 Investment expenses ......................................... 8 Prior period adjustments ........... ................... 9 Other changes in net assets or fund balances (explain in Schedule O) ._.-_........... 10 Net assets or fund balancesat end of year. Combine lines 3 through 9 (must equal Part X line 33, 1 Accounting method used to prepare the Form 990: 0 Cash rX , Accrual 0 Other If the organization changed its method of accounting from prior year or checked "Other," explain in Schedule O. 2a Were the organization's financial statements compiled or reviewed by an independent accountant? ,_ .................... If "Yes," check a box below to indicate whether the financial statements for the year were compiled or reviewed on a separate basis, consolidated basis, or both: 0 Separate basis 0 Consolidated basis 0 Both consolidated and separate basis b Were the organization's financial statements audited by an independent accountant? ,_..,,.,...-_,._ If "Yes,' check a box below to indicate whether the financial statements for the year were audited on a separate basis consolidated basis, or both: 0 Separate basis 0 Consolidated basis 0 Both consolidated and separate basis c If "Yes' to line 2a or 2b, does the organization have 0 Committee that assumes responsibility for oversight of the audit, review, of compilation of its financial statements and selection of an independent accountant? ............................................. If the organization changed either its oversight process or selection process during the tax year, explain in Schedule O: 3a As a result of a federal award, was the organization required to undergo an audit or audits as set forth Ili the Single Audit Actand OMB Circular A-1337.........................................................:..........................:.:........:.......:........_........................... b If "Yes,' did the organization undergo the required audit or audits? If the organization did not undergo the required audit 502012 12-18-15 P113 0 Form VVU(2015) SCHEDULAA (Form 990 orPublic Charity Status and Public Support gMe"0.,5.45:17 Complete if the organization is a section 501(c)(3) organization or a section 2Q4947(a)(1) nonexemptcharitable trust. VV gepsUneM of rheTlffl f aevem+e Se ► Attach to Form 990 or Form 99p -EZ. Open )o Public Information about Schedule A (Form 990 or 990 -EZ) and hs instructidns Is at wwwJrs.gov//bfm990. _" fnsn 16 Pub Name of the organization �, r„ BLUE ANTI rnnv T.rTna r .. Employer identification number msw-- The organization is not private foundation because it is: (For lines 1 through 11 check only one box:) Ons, 10 A church; convention of churches, or association of churches described in section 17 b 1 A l . 20 A school described ins - F o. action 170(b)(Y)(A)(ii). (Attach Schedule E. (Form 990 or 990-E2J:) )C) 3 Q A hospital or a cooperative hospital service organization described in section 1170(b)(Y)(A)jiil)_ 4 A medical research organization operated in conjunction with a hospital described in section 170(b)(1)(A)(iif). Enter the hospital's name, city, and states 5 Q An organization operated for the benefit of a college or university owned or operated by a governmental Unit described in section 170(b)(1)(A)(iv). (Complete Part II.) 6 ED A federal, state, or local government or governmental unit described In section 170(b)(1 A v , 7 0 An organization that normal) rece ve a substantial art of its support )1 )( ) y 1 s P pport from agovemmental unit or from the general public described in section 1170(b)(1)(A)(vl). (Complete Part IL) 8 Q A community trust described in section 170(b)(1)(A)(vi). (Complete part 11.) 9 ® An organization that normally receives: (1) more than 33 1/3% of its support from contributions; membershipfees, and gross receipts from activities related to its exempt functions -:subject to certain pxceptfons, and (2) no more than 33 1/3p/e of its support from gross investment income and unrelated business taxable income (less section 511 tax) fro See section 50 9(a)(2). (Complete Part III.) m businesses acquired by the organization after June 30, 19S. 10 Q An organization organized and operated exclusively to test for public safety. See section 509(a)(4). 11 An organization organized and operated exclusively for the benefit of, to perform the functions of; or to carry out the purposes of one or more publicly supported organizations described in section 509(a)(1) or section 51[19(s)(2). 9(s)(2). See section 509(a)(0). Check the box in lines 11 a through I I d that describes the type of supporting pporting organizatbn and complete lines 11 e, 71t„ani3 71g. a Type 1. A supporting organization operated, supervised, or controlled by its supported organizations, O typically by giving the supported or musttio m the power to regularly appoint or elect a majority of The directors or trustees of the supporting organization. You must complete Part IV, Sections A and B. b 0 Type 11. A supporting organization supervised or controlled in connection with its supported organization(s), by having control or management of the supporting organization vested in the same persons that control or manage the "supported organization(s). You must complete Part IV, Sections Aand C. c 0 Type III functionally integrated A supporting organization operated in connection with, and functionally integrated with, d EDits supported organization(s) (see Instructions), You must complete Part IV, Sections A, D. and E. Type. nil non -functionally integrated. A supporting organization operated in connection with its supported organization(s) that is not functionally'fntegrated. The organization generally must satisfy a distribution requirement and an attentiveness requirement (see instructions), You must complete Part IV, Sections A and D, and Part V. e Check this box if the organization received a written determination from the IRS that it is a Type 1, Type 11, Type III functionally integrated, or Type 111 non -functionally integrated supporting organization. f Enter the number of supported organizations g Provide the following information about the Supported omanfzatinnrcl organization I - - - `”""" Iv) Amount of monetary Iw Pmount of (described on Imes 1.9 listed in your above (see Instructions)) governing document? support (sea other support (see Yes No instruct)ons) Ir+51NCtIDlIS) LHA For Paperwork Reduction Act Notice, see the Instructions for Form 990 or 990-F2. 132021 o9-23-15 P714 Schedule A (Form 990 or 990 -EZ) 2015 (Complete only if you checked the box on line 5, 7, or S of Part I or if the organization failed to qualify under Part 81. If the organization fails to qualify under the tests listed below, please complete Part III.) Calendar year (or fiscal year beginning in) 10 1 Gifts, grants, contributions, and membership fees received. (Do not include any "unusual grants.') ...... 2 Tax revenues levied for the organ. ization's benefit and either paid to or expended on its behalf 3 The value of services or facilities furnished by a governmental unit to the organization without charge ... 4 Total. Add lines 1 through 3 ......... 5 The portion of total contributions by each person (other than a governmental unit or publicly supported organization) included online 1 that exceeds 2% of the amount shown on line 11, column (1) ..,.-,.--. Cale ndaryear (or Oscal year beginning In) 0, 7 Amounts from line 4 8 Gross income from interest, dividends, payments received on securities loans, rents, royalties and income from similar sources ... 9 Net income from unrelated business activities, whether or not the business is regularly carried on ,. 10 Other income. Do not include gain or loss from the sale of capital assets (Explain in Part VI.) ...... 11 Total support. Add lines 7 through 10 a 2011 b 2012 (c) 20132074 e)2015 Total 12 Gross receipts from related activities, etc. (see instructions)12 ..................................................................... 13 First five years. If the Form 990 is for the organization's first, second, third, fourth, or fifth tax year as a section 501 (c)(3) 14 Public support percentage for 2015 (fine 6, column (1) divided byline 11, column (0) ............... 'O ..................... 15 Public support percentage from 2014 Schedule A, Part II, fine 14............................................................. 75 16a 33 1/3% support test - 2015. If the organization did not check the box on line 13, and line 14 is 33 1/3% or more, check this box and , 0 stop here. The organization qualifies as a publicly supported organization............................................................................ _.... b 33 1/3% support test - 2014. If the organization did not check a box on line 13 or 16a, and line 15 is 33 1/3% or more, check this box and stop here. The organization qualifies as a publicly supported organization ............................................. ..... ............................ 17a 101/6 -facts-and-circumstances test - 2015. If the organization did not check a box on line 13,16a. or 16b, and line 14 is 1O°h or more, and if the organization meets the "facts -and -circumstances' test, check this box and stop here. Explain in Part VI how the organization meets the "facts -and -circumstances" test. The organization qualifies as a publicly supported organization ............................................. b 10% -facts-and-circumstances test - 2014. If the organization did not check a box on line 13,16a, 16b, or 17a, and line 15 is 10-A or more, and if the organization meets the "facts -and -circumstances' test, check this box and stop here. Explain in Pad VI how the r -y organization meets the "facts -and -circumstances" test. The organization qualifies as a publicly supported organization ........................ LJ 16 Private foundation. If the organization did not check a box on line 13 16a 16b 17a, or 17b. check this box and see instructions ......... ►.� Schedule A (Farm 990 or 990-F2) 2015 532022 e9-23-15 P11.5 (Complete only if you checked the box on line 9 of Part I or if the organization failed to qualify gualifvunder Part II. If the organization tats to .under the tests listed below. oleaea cmm�inru oma". 111 Calendar year (or fiscal year beginning in)) 1 Gifts, grants, contributions, and membership fees received. (Do not include any 'unusual grants.") 2 Gross receipts from admissions, merchandise sold o/ services per. formed, or facilities furnished in any activity that is related to the organization's tax-exempt purpose 3 Gross receipts from activities that are not an unrelated trade or bus- iness. under section 513 4 Tax revenues levied for the organ- ization's benefit and either paid to or expended on its behalf 5 The value of services or facilities - fumisned by a governmental unit to the organization without charge 6 Total. Add lines 1 through 5 ..... 7a Amounts included on lines 1, 2, and 3 received from disqualified persons b Amounts included an Imes 2 and 3 received rrom oMm Ih0n416q fifled persons that "coo the erenle of s5,000 d, 196 of the amount on tine 13 forthe year .................. c Add lines 7a and 7b calendar year (or Itscal year beginning in) I. 9 Amounts from line 6 ..................... . 10a Gross income from interest, dividends, payments received on securities loans, rents, royalties and income from similar sources b Unrelated business taxable income (less section 511 taxes) from businesses acquired after June 30,1975 ............ c Add lines t0a and 10b _ 11 Net income from unrelated business activities not included in line 1 ob, whether or not the business is regularly tamed on 12 Other income. Do not include gain or loss from the sale of capital assets (Explain in Part A.) -.......... 13 Total support. (Add line. 9. roc, n, and 12.) 2 14 First five years. If the Form 990 is for the first, second, third, fourth, or fifth tax year as a section 501(c)(3) organization', 15 Public support percentage for 2015 (line 8, column (0 divided byline 13, column (f)) 16 Public surmort nampw tan. rr...,, onu e_1_�. — . .. _. .................. 17 Investment income percentage for 2015 (line Joe, column (f) divided byline 13, column (T)) 18 Investment income percentage from 2014 Schedule A, Part III, line 17'' 77 ' 86 g ........................-.1 ............. .94 % 19a 33 7/3% Support tests - 2015. If the organization did not check the box on fine 14, and line 15 is more than 33 1/3%, and line 17 is not more than 33 1/3%, check this box and stop here. The organization qualities as a publicly supported organization b 33 113% support tests - 2014. If the organization. did not check a box on line 14 or line 19a, and line 16 is more than 33 1%, and /3 lo. line 18 is not more than 33 1/3%, check this box and stop here. The organization qualifies as a publicly supported organization 20 Private foundation. If the or anization did not check a box on line 14 19a or 196 check this. box and see insiructions O 532023 ea -23-15 ._._. Schedule A (Form 990 or P116 MSchedWeA M99oor99UE� e015 BLUE AND GRAY EDUCATION SOCIETY 54-172058.2 Page4 Part N Supporting Organizations (Complete only if you checked a box in line 11 on Part 1. It you checked 11a of Part I, complete Sections A and B. If you checked 11 b of Part I, complete Sections A and C. If you checked 11c of Part 1, complete oecuon A. Aii-buipporTing ur anizatlons Yes _ No 1 Are all of the organization's supported organizations listed by name in the organization's governing - documents? If "No' describe in Part W how the supported organizations are designated. u designated by Gass or purpose, describe the designation. If historic and continuing relationship, explain. 1 2 Did the organization have any supported organization that does not have an IRS determination of status under section 509(a)(1) or (2)? If "Yes,' explain in Part W how the organization determined that the supported _ organization was described in section 509(a)(11) or (2). 2 3a Did the organization have a supported organization described in section 501(c)(4), (5), or (6)? If'Yes,"answer (b) and (c) below. ` 3a b Did the organization confirm that each supported organization qualified under section 501(c)(4), (5), or (6) and satisfied the public support tests under section 509(a)(2)? If 'Yes,' describe in Part VI when and how the organization made the determination. c Did the organization ensure that all support to such organizations was used exclusively for section 170(c)(2)(B) purposes? If 'Yes,' explain in Part Vl what controls the organization put in place to ensure such use. 4a Was any supported organization not organized in the United States ("foreign supported organization")? If T' 3c - "Yes,' and ifyou checked Ila or l lb in Pad], answer (b) and(c)below. b Did the organization have ultimate control and discretion in deciding whether to make grants to the foreign _ 4a j supported organization? If "Yes," describe in Part N how the organization had such controland discretion despite being controlled or supervised by or in connection with its supported organizations. c Did the organization support any foreign supported organization that does not have an IRS determination under sections 501(c)(3) and 509(a)(1) or (2)? If 'Yes," explain in Part VI what controls the organization used to ensure that all support to the foreign supported organization was used exclusively /or section 170(6)(2)(B) _ 4b purposes, 5a Did the organization add, substitute, or remove any supported organizations during the tax year? If "Yes,' answer (b) and (c) below (f applicable). Also, provide detail in Part V1, including 17 the names and EIN numbers o/ the supported organizations added, substituted, or removed,, (i) the reasons for each such action;- m) the authority under the organization's organizing document authorizing such action; and (w) how the action 40 i r--; r . ', was accomplished (such as by amendment to the organizing document). b Type 1 or Type II only. Was any added or substituted supported organization part of a class already designated in the organization's organizing document? c Substitutions only. Was the substitution the result of an event beyond the organization's control? 6 Did the organization provide support (whether in the form of grants or the provision of services or facilities) to 5b Sc - anyone other than O its supported organizations, (i) individuals that are part of the charitable class benefited by one or more of its supported organizations, or Qi7 other supporting organizations that also support or benefit one or more of the filing organization's supported organizations! If'Yes,' provide detail in Part Vl, 7 Did the organization provide a grant, loan, compensation, or other similar payment to a substantial contributor 6 -- (defined in section 495B(c)(3)(C)), a family member of a substantial contributor, or a 35% controlled entity with regard to a substantial contributor? If "Yes,' complete Part I of Schedule L (Form 990 or 990 -EZ). 6 Did the organization make a loan to a disqualified person (as defined in section 4958) not described in line 7? 7 It 'Yes,' complete Part 1 of Schedule L (Form 990 or 990 -EZ). 9a Was the organization controlled directly or indirectly at any time during the tax year by one or more B disqualified persons as defined in section 4946 (other than foundation managers and organizations described in section 509(a)(1) or (2))? If 'Yes," provide detail in Pert V1. b Did one or more disqualified persons (as defined in line 9a) hold a controlling interest in any entity in which ga the supporting organization had an interest? If 'Yes,'provide detail in Pad VL c Did a disqualified person (as defined in line 9a) have an ownership interest in, or derive any personal benefit 9b from, assets in which the supporting organization also had an interest? If "Yes,' provide detail in Part Vt. 10a Was the organization subject to the excess business holdings rules of section 4943 because of section go 4943(1) (regarding certain Type It supporting organizations, and all Type III non -functionally integrated supporting organizations)? If 'Yes, " answer 10b below. b Did the organization have any excess business holdings in the tax year? (Use Schedule C, Form 4720, to loa 532024 06-23-15 P117 Schedule A (Form 990 or 990-F2) 2015 11 Has the organization accepted a gift or contribution from any of the following persons? a A person who directly or indirectly controls, either alone or together with persons described in (b) and (c) below, the governing body of a supported organization? 11� b A family member of a person described in (a) above? 1 Did the directors, trustees, or membership of one or more supported organizations have the power to Yes No regularly appoint or elect at least a majority of the organization's directors or trustees at all times during the tax year? If'No,' describe in Part Vol how the supported organizatioh(s) effectively operated, supervised, or - controlled the organization's activities. if the organization had more than one supported organization, describe how the powers to appoint andlor remove directors or trustees were allocated among the supported organizations and what conditions or restrictions, if any, applied to such powers during the tax year., 1 2 Did the organization operate for the benefit of any supported organization other than the supported , organization(s) that operated, supervised, or controlled the supporting organization? If'Yes,"explain in Part VI how providing such benefit carried out the purposes of the supported organizations) that operated, supervised, or controlled the supporting or anization, 2 Section C. T ` e 11 Supporting Organizations Yes No 1 Were a majority of the organization's directors or trustees during the tax year also a majority of the directors ' '' or trustees of each of the organization's supported organizations)? If 'No,"describe in Pert VI how control or management of the supporting organization was vested in the same persons that controlled or managed the supported o anizations. - 1 - " Section D. All Type III Supporting Organizations 1 Did the organization provide to each of its supported organizations, by the last day of the fifth month of the organization's tax year, O a written notice describing the type and amount of support provided during the prior tax ; '° r• -, year. (ii) a copy of the Form 990 that was most recently tiled as of the date of notification, and triii copies of the " t E i e-_._ organization's governing documents in effect on the date of notification, to the extent not previously provided? 1 2 Were any of the organization's officers, directors, or trustees either Q appointed or elected by the supported organizations) or n serving on the governing body of a supported organization? if'No,' explain in PNI Vi how the organization maintained a close and continuous working relationship with the supported organization(s).. 2 3 By reason of the relationship described in (2), did the organization's supported organizations have a significant voice in the organization's investment policies and in directing the use of the organization's income or assets at all times during the lax year? If 'Yes,' describe in Pert V1 the role the organfzation § ; ,jection E. Type III Functionally -Integrated Supporting organizations' 1 Check the box next to the method that the organization used to satisfy the Integral Part Test during the yea(see lnstructlons); aEDThe organization satisfied the Activities Test. Complete line 2 below. b 0 The organization is the parent of each of its supported organizations. Complete linea below. e 0 The organization supported governmental entity. Describe in Part. VI how you supported a government entity (see instructions). 2 Activities Test. Answer (a) and (b) below. Yes No a Did substantially all of the organization's activities during the tax year directly further the exemptpurposes of ' the supported organization(s) to which the organization was responsive? If 'Yes,'then in Part til Identify those supported organizations and explaln how these activities directly furthered their exempt purposes, how the organization was responsive to those supported organizations, and how the organization determined that these activities constituted substantially all of its activities. 2a b Did the activities described in (a) constitute activities that, but for the organization's involvement, one or more of the organization's supported organization(s) would have been engaged in? If `Yes,' explain in Part Vl the reasons for the organization's position that its supported organizations) would have engaged in these activities but for the organization's involvement. 2b 3 Parent of Supported Organizations. Answer (a) and (b) below. a Did the organization have the power to regularly appoint or elect a majority of the officers, directors, or trustees of each of the supported organizations? Provide details in Pad VI. 3a b Did the organization exercise a substantial degree of direction over the policies, programs, and activities of each 532025 09-23-15 Pi 18 Schedule A (Form 990 or 990 -EZ) 2015 Check here it the organization satisfied the Integral Part Test as a qualifying trust on Nov. 20,1970- See instructions. All 7 [—] Check here if the current year is the organization's first as a non -functionally -integrated Type III supporting organization (see 532020 09-23-15 13119 Schedule A (Form 990 or 990-F2) 2015 other Type III non -functionally integrated supporting organizations must complete Sections Athrough E. Section A - Adjusted Net Income (A). Prior Year (B) Current Year (optional) 1 Net. short-term capital gain 1 2 Recoveries of p prior -year distributions 2 3 Other gross income see. instructions 3 4 Add lines 1 through 3 4 5 Depreciation and depletion 5 6 Portion of operating expenses paid or incurred for production or collection of gross income or for management, conservation, or maintenance of property held for Rroduction of income see instructions 6 7 Other expenses see instructions 7 8 Adjusted Net Income subtract lines 5, 6 and 7 from line 4 6 Section B - Minimum Asset Amount (� Prior Yeaf (B) Current Year (optiona) 1 Aggregate fair market valise of all non -exempt -use assets (see instructions for short tax year or assets held for part of year): - - - - a Average monthly value of securities to b Average e monthl -cash balances tb. c Fair market value of other non -exempt -use assets 1c d Total (add. lines 18, 1b:; and 1 c 9d e Discount claimed for blockage or other factors (explain in detail in Pari vi: '=v'^% ° - 2 Acquisition indebtedness applicable to non -exempt -use assets 2 3 -Subtract line 2 from line i d 3 4 Cash deemed held for exempt use. Ester 1-1/20A of line 3 (for greater amount, see instructions). 4 5 Net value of non-exampt-use assets subtract line 4 from line 3 5 6 Multiply line 5by .035 6 7 Recoveries of prior -year distributions 7 8 Minimum Asset. Amount add line 7 to line :6 8 Section C - Distributable Amount j e A ` r r r Current Year 1 Adjusted net income for prior year ±om SectionA, line B. Column A 'f 2 Enter 65% of line 1 2 3 Minimum asset amount for prior year from Section B line 8, Column A 3 l ', t„tr-%N 4 Enter g reater of line 2 or line 3 5 Income tax imposed in prior year 5 6 Distributable Amount, Subtract line 5 from line 4, unless subject to emergency temporary reduction see instructions)6 _ -... 7 [—] Check here if the current year is the organization's first as a non -functionally -integrated Type III supporting organization (see 532020 09-23-15 13119 Schedule A (Form 990 or 990-F2) 2015 --,o,wuuons 1 Amounts Raid to support 2 Amounts paid to perform exempt purposes of supported 8 Distributions to attentive supported organizations to Which the organization is responsive Section E - Distribution Allocations (see instructions) 1 Distributable amount for 2015 from Section C line 2 Underdistributions, A any, for years prior to 2015 4 Distributions for 2015 from Section D, 5 Remaining underdlstributions for years prior to 2015, if any. Subtract lines 39 and 4a from line 2 (if amount _ greater than zero see instructions) 6 Remaining underdistributions for 2015. Subtract lines 3r and 4b from line 1 (if amount greater than zero, see _ instructions). 7 Excess distributions carryover to 2016. Add Ones 31 ®I 532027 0923-75 () Excess Distributions (ii) Underciistriburtions Pre -2915 P120 (iii) Distributable Amount for 2015 Schedule A(Form 990 or 99G -EZ) 2016 ►afC SUpplert3tal IffO1T2t0p. Provide the exPlanafions required by Part 11, line 10; Part 11, line 17a or 17b; Part III, line 12; Part IV, Section A, lines 1, 2, 3b, 3c, 4b, 4c, 5a, 6, 9a, 9b, 9c, 11a, 11b, and 11c; Part IV, Section B, Vries 1 and 2; Part IV, Section C, line 1; Part IV, Section D, lines 2 and 3; Part IV, Section E, lines 1c, 2a, 2b, 3a and 3b; Part V, line 1; Part V, Section B. line 7e; Part V, Section D, lines 5, 6, and 8; and Part V, Section E, lines 2, 5, and 6. Aiso complete this part for any additional information. 532028 09-23-15 P121 Schedule A (Form 990 or 99D -EZ) 2015 SCHEDULE D Supplemental Financial Statements OMB Ne. 1595)OeJ7 (Form 990) ► Complete if the organization answered "Yes" on Form 990, �O Part IV, line 6, 7, 8, 9, 10, iia, 11b, 11c, 11d, tie; 111, 12a, or 12b. De.W..t nr the Treasury ► Attach to Form 990. - Dpen to Public mtema peoan,e secrioe. Information about Schedule D Form 990) and. its instructions is at www.bs.00v/fomi99o. Inspecboq;' ; ., Name of the organization I Employer identification. number . rut ,ra t I y1ya1314auu1J5 rwatniannrrg uonor A%uvjseu rungs or timer firmlar hUnUs or ACCounts. Complete if the :organization. answered "Yes' on Form 990. PartIV. line 6. I Total number at end of year 2 Aggregate value of contributions to (during year) ..,...... . 3 Aggregate value of grants from (during year) .............. 4 Aggregate value at end of year ........ ........ - - 5 Did the organization inform all donors and donor advisors in writing that the assets held in donor advised funds are the organization's property, subject to the organization's exclusive legal control? ..... .................. El Yes Q No 6 Did the organization inform all grantees, donors, and donor advisors In writing that grant funds can, be used only for charitable purposes and not for the benefit of the donor or donor advisor, or for any other purpose conferring 1 Purpose(s) of conservation easements held by the organization (check all that apply). 0 Preservation of land for public use (e.g., recreation or education) [] Preservation of a historically important land area ED Protection of natural habitat 0 Preservation at a certified historic structure EJ Preservation of open space 2 Complete lines 2a through 2d if the organization held a qualified conservation contribution in the form of a day of the tax year. a Total number of conservation easements It Total acreage restricted by conservation easements c Number of conservation easements on a certified historic structure included in (a) , d Number of conservation easements included in (c) acquired after 8/17/06, and not on a historic structure listed in the National Register ................ 3 Number of conservation easements modified, transferred released extinguishetl or terminated by the organization during the tax year lb - 4 4 Number of states where property subject to conservation easement is located ► 5 Does the organization have a written policy regarding the periodic monitoring, inspection, handling of violations, and enforcement of the conservation easements it holds? ................................................... 0 Yes 0 No 6 Staff and volunteer hours devoted to monitoring, inspecting, handling of violations, and enforcing conservation easements during the year 111- 7 7 Amount of expenses incurred in monitoring, inspecting, handling of violations, and enforcing conservation easements during the year ►$ 8 Does each conservation easement reported on line 2(d) above satisfy the requirements of section 170(h)(4)(B)O and section 170(h)(4)(8)(s)? .......................................... 0 Yes EJ No 9 In Part. XIII, describe how the organization reports conservation easements in its revenue and expense statement, and balance sheet, and include, if applicable, the text of the footnote to the organization's financial statements that describes the organization's accounting for conservation easements. Part Ill Organizations Maintaining Collections of Art, Historical Treasures, or OtherSimilar Assets. Complete if the organization. answered "Yes" on Farm 990, Part IV, line 8. 1a If the organization elected, as permitted under SFAS 116 (ASC 958), not to report in its revenuestatement and balance sheet works of art, historical treasures, or other similar assets held for public exhibition, education, or research in furtherance of public service, provide, in Part XIII, the text of the footnote to its financial statements that describes these items, b If the organization elected, as permitted under SFAS 116 (ASC 958), to report in its revenue statement and balance sheet worksofart, historical treasures, or other similar assets held for public exhibition, education, or research in furtherance of public service, provide the following amounts relating to these items: (i) Revenue included on Form 990, Part VIII, line 1_.,.,_..............._...._.._.......__..,..___.,............................... POP $ (ii) Assets included in Form 990, Part X .......................................... 2 If the organization received or held works of art, historical treasures, or other similar assets for financial gain, provide the following amounts required to be reported under SFAS 116 (ASC 958) relating to these items: a Revenue included on Form 990, Part VIII, line l ............ ...,,,.,,,. ► $ b Assets included in Form 990, Part X $ LHA For Paperwork Reduction Act Notice see the Instructions for Form 990. Schedule D (Form 990) 2015 532051 - - 11-02.15 P122 3 Using the organization's acquisition, accession, and other records, check any of the following that are a significant use of its collection items (check all that apply): a 0 Public exhibition d Q Loan or exchange programs b Q Scholarly research e 0 Other c 0 Preservation for future generations 4 Provide a description of the organization's collections and explain how they further the organization's exempt purpose in Part XIII. 5 During the year, did the organization solicit or receive donations of art, historical treasures, or other similar assets Part IV I Escrow and Custodial Arrangements. Complete if the organization answered "Yes" on Form 990, Part IV, line 9, or reported an amount on Form 990, Pad. X, line 21. la Is the organization an agent, trustee, custodian or other intermediary for contributions or other assets not included on Form 990, Part X? ..... .................... ..................... El Yes 0 No ..................................................................................................... b If 'Yes," explain the arrangement in Part X111 and complete the following table: c Beginning balance .................................................................... io d Additions during the year ............. --- id .................................................................................... e Distributions during the year.................................................................................................................. I fEnding balance......................................................................................................................... if ........................................ 2a Did the organization include an amount on Form 990, Part X, line 21, for escrow or custodial account liability! Yes Q No line is Beginning of year balance ..................... b Contributions .......................................... c Net investment earnings, gains, and losses d Grants or scholarships ......... e Other expenditures for facilities and programs ................................. f Administrative expenses ........._... g End of year balance .............................. 2 Provide the estimated percentage of the current year end balance (line 1 g, column (a)) held as: a Board designated or quasi -endowment top b Permanent endowment 11� % c Temporarily restricted endowment ► % The percentages on lines 2a, 2b, and 2c should equal 100%. 3a Are there endowment funds not in the possession of the organization that are held and administered for the organization by: Yes No (1) unrelated organizations..............................................................................................................._............................... 3a i (ii) related organizations ........................ ....... 3a ii b If "Yes' on line 3a ii , are the related organizations listed as required on Schedule R? .................................................... 4 Describe in Part Mil the intended uses of the omanization's endowment funds. Part VI I Land, Buildings, and Equipment. Complete if the organization answered 'Yes" on Form 99D, Part. IV, line 11 a. See Form 990, Part X, line 10. Description of property (a) Cost or other (b) Cost or ocher (c) Accumulated (d) Book value basis (investment) basis or I depreciation laLand............................................................ bBuildings .................................................. c Leasehold improvements .............................. d Equipment .................................................. 532052 00-21-15 P123 Schedule D (Form 990) 2015 Schedule lFarm 990 2015 BLUE AND GRAY EDUCATION SOCIETY 54 1720582 Paae3 Part VII investments Other S unties Complete if the organization answered "Yes" on Form 990, Part IV, line 11b. See Fnrrn Orin Dom. v (1) Financial derivatives ...._ ..*... ..... (2) Closely-heldequity interests (3) Other value - --- 1 ---- - , -- u tile organrzanon's financial statements that reports the organization's liability for uncertain tax Positions under FIN 48 ASC 740. Check here 4lhe. text of the footnote has been Provided in Part XIII Q Schedule D (Form 990) 2015 532053 00-21-15 P124 PartXl Reconciliation of Revenue per Audited Financial Statements With Revenue per Return. Complete if the organization answered "Yes" on Form 990, Part IV, line 12a. Complete if the organization answered "Yes' on Form 990, Part IV, line 12a. i 1 Total revenue, gains, and other support per audited financial statements 2 Amounts included on line 1 but not on Form 990, Part IX, line 25: a Donated services and use of facilities 2 Amounts included on line 1 but not on Form 990, Part VIII, line 12: -' a Net unrealized gains (losses) on investments ...................... , ss d Other (Describe in Part XIII.) ................ „ ,,,,........... .. , ................. 2d b Donated services and use of facilities_.....................:.......................................... :2b 2e c Recoveries of prior year grants ............. ......... . ........ ,,,,.,,_ ,..,,_... 2c ,° ., FOR. <- d Other (Describe in Part XIII.) ._...,,,,,_,..................................................._.,....,,. .... 2d .: e Add lines 2a through 2d .......................................... 3 3 Subtract line 2e from line 1................................_........................................ - ........ ........................................... - 4 Amounts included on Form 990, Part Vlll, line 12, but not on line 1: a Investment expenses not included on Form 990, Part Vlll, fine 7b ................. . 4a b Other (Describe in Part XIII.) ................. . ......._._....., ........................... 4b cAdd lines 4a and 4b....................................................................................................................................... 4c Pa[t.XllReconciliation of Expenses per Audited Financial Statements With Expenses per Return, Complete if the organization answered "Yes" on Form 990, Part IV, line 12a. 1 Total expenses and losses per audited financial statements ..... ,... i 't 2 Amounts included on line 1 but not on Form 990, Part IX, line 25: a Donated services and use of facilities b Prior year adjustments ............. . . ....................................... ,,,..,,,, 2b ................. _........ -' c Other losses .................................. 2c ......................_............._.......... , ss d Other (Describe in Part XIII.) ................ „ ,,,,........... .. , ................. 2d t -. e Add lines 2a through 2d........:..................................................... ............. 2e 3 Subtract line 2e from line 1 ......................... ,° ., FOR. <- 4 Amounts included on Form 990, Part IX, line 25, but not on line 1: a Investment expenses not included on Form 990, Part VIII, line 7b ,,,,,,, ,,,,,,,,,,,,,,,, 4a b Other (Describe in Part XIII.) .................................................. cAdd lines 4a and 4b............................................................................................................... Provide the descriptions required for Part II, lines 3, 5, and 9; Part 111, lines 1a and 4; Part IV, lines 1 b and 2b; Part V, line 4; Part X, line 2; Part XI, lines 2d and 4b; and Part XII, lines 2d and 4b. Also complete this part to provide any additional information. 0921-15 P125 Schedule D (Form 990) 2015 SCHEDULE O (Form 999 or 990=F2) or Name of the organization to Form LHA For Paperwork Reduction Act Notice, seethe Instructions for Form 990 or 990.F2' 532211 02-02-15 - P126 or 990-L. s0ons on number Schedule 9 (Form 890. or 990-F2) (2015) Name of the organization I Employer identification number FORM 990 PART XI, LINE 9, CHANGES IN NET ASSETS! PRIOR PERIOD ADJUSTMENT -8,227. 5W212 09-02-15 Schedule O (Form 990 or 990 -EZ) (2015) P127 Depreciation and Amor .ation Detail FORM 990 PAGE 10 RON 6400 5. 00 16 11:245. 9E: 5"- 00: If,6 99:0 Asset 7.00 16 Description of property 4ND FIXTURES"- Number Date Metbod/ Lile Line placedCost m seryice tRC sec. or rale No : 1 or other tiasis Basis Inn Accumulated depreciatioNamort¢ation Current year UILDINGS UIPMENT i5. uu iib I 1Insn deduction 0.70108 L 39'.OD16518. 2 TORAGE BUILDING 16 087. 2-4 070108 L 00 16 2 459, 3 OOP 2 282 . 070110 L 39e0016 13 5,00. ' * 990 PAGE 10 TOTAL BUILDINGS 1 557_. " CHINERY- & E ULPMENT ' 112 477. 0. ` " 79: 926. 2 9< 4 OM ER E UIPMENT 070198 L 5.00 16 1 534. 5 FFICE E UI.MENT''_ " 1 534. 70103 L` 5.'0`0 -6 863. 863: _ - 6 P310 DIGITAL COPIER _. 070101 L 5.00 16 200. 7 BM COLOR;:PRINTFR d' 200. K 5.OD;it6 1"241.` - RON 6400 5. 00 16 11:245. 9E: 5"- 00: If,6 WD FIXTURES 7.00 16 8,586. 4ND FIXTURES"- 7.00 116.'1, 1 196. 3R 5.00 16 530. UIPMENT i5. uu iib I 1Insn # • Current year PI28 4562 Depreciation and Amortization 01,19 No. 1545-017 roan (Including Information on Listed Property) 990 2015 ► Attach to your tax return. Atlatl,menl Department al the Treasury Inlanal Revenue Smite IBB) ► Information about Form 4562 and its separate instructionsis at www.ks.gov11brm4562 seyn.m . 17 N=S(s) Mown on return I Business or activity to which this 1on %weer. I ldenllfy ng nurnber bi-ILIB iuNv litCHY r1VUU'a''1V1N buk-LZ S ICV11111 JJV rt%=Z 1u Part 1 Election To Expense Certain Property Under Section 179 Note: If you have any fisted property, complete Part V before you complete Part 1. 1 Maximum amount (see instructions) .. 2 Total cost of section 179 property placed in service (see instructions) ..... ........................... _.............................. 3 Threshold cost of section 179 property before reduction in limitation ................................ ......... .......„ 4 Reduction in limitation. Subtract line 3 from line 2. If zero or less, enter .0. ...... .................................. ........ 5 Dollar limitation ter tax yew. 5ubtraol line 4 hen line 1. Itzero or lessenter -p-. It nuunedt nq s Satel see instructions 1 500 000. 2 19a 3 2 000,000. 4 5 b 5 -year property 6 (a)DezOptienotpropedy (b) Coot (business use only) (c)Elected cost ' c 7 -year property d 10 -year property e 15 -year property 7 Listed property. Enter the amount from line 29...................................... 7 ......_. .......-, 8 Total elected cost of section 179 property. Add amounts in column (c), lines 6 and 7 .-,.-,,.-,-_. . ................. „ 9 Tentative deduction. Enter the smaller of line 5 or line 8 ... . ......................... 10 Carryover of disallowed deduction from line 13 of your 2014 Form 4562 ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,_,,,.._.... 11 Business income limitation. Enter the smaller of business income (not less than zero) or line 5 ......... .. .....11 12 Section 179 expense deduction. Add lines 9 and 10, but do not enter more than line 11 .................................... 13 Carryover of disallowed deduction to 2016. Add lines 9 and 10 less line 12 ............ 0. - f 20 -year property _. a 25 -year property 25 yrs. 10 h Residential rental property / 12 MM S/L / Note: Do not use Part I) or Part III below for listed property. Instead, use Part V. Note: 14 Special depreciation allowance for qualified property (other than listed property) placed in service. during thetax year ......................-_................................................ ............. 14 15 Property subject to section 168(})(1) election ,_,,, 16 Otherde reciat)on(including ACRS .. ............................ ................................................................................ 16 4.147. Part 111' MAGRS Depreciation (Do not include listed property.) (See instructions.) Section A 17 MAGRS deductions for assets placed in service in tax years beginning before 2015 ......................................... 17 Section B - Assets Placed in Service Durino 2015 Tax Year Usino the General Deoreciation Svstem Section C - Assets Placed in Service During 2015 Tait Year Using the Alternative Depreciation System 12 yrs. 40 vrs. MM 21 Listed property. Enter amount from line 28.......................................... ............................................................ 22 Total. Add amounts from line 12, lines 14 through 17, lines 19 and 20 in column (g), and line 21. Enter here and on the appropriate lines of your return. Partnerships and S corporations - see Instr...................... 23 For assets shown above and placed in service during the current year, enter the II II LHA For Paperwork Reduction Act Notice, see separate instructions. P129 Form 4562 (2015) (a) Classifcatlon of property (c) Mont), yr. ploced 'n serel. Ic) Be$)$ fer deprecation (d)Recuvery (businessfnvestmenl use only see instructions) Per)oE Is)CCnvenilon Irl Method (9) Deprecial)on deduction 19a 3 -year property b 5 -year property c 7 -year property d 10 -year property e 15 -year property f 20 -year property 25 -year property 25 yrs. S/L h Residential rental property / 27.5 Is. MM S/L / 27.5 yrs. MM S/L ) Nonresidential real property / 39 rs. MM S/L / MM S/L Section C - Assets Placed in Service During 2015 Tait Year Using the Alternative Depreciation System 12 yrs. 40 vrs. MM 21 Listed property. Enter amount from line 28.......................................... ............................................................ 22 Total. Add amounts from line 12, lines 14 through 17, lines 19 and 20 in column (g), and line 21. Enter here and on the appropriate lines of your return. Partnerships and S corporations - see Instr...................... 23 For assets shown above and placed in service during the current year, enter the II II LHA For Paperwork Reduction Act Notice, see separate instructions. P129 Form 4562 (2015) computers, and property used for entertainment lease expense, complete only 24a, 24b,, columps (a) olpropit lot Date (c) Business( (d) a (9) (h) n (Type hst vehices 9Rst placed in muestmenl Cost or other basis p �"' m fe a mt Recovery Method/ Depreciation Electetl sernce use percentage ess we Penal Convention deduction section 17! 25 Special depreciation allowance for qualified fisted property placed in service during the tax year and cast 1 « �- 28 Add amounts in column (h), lines 25 through 27. Enter here and on line 27, page ......... ................. I .... 29 Add amounts in column fn. rine 5-9 cntar r;ee �..a ..., us_-� ____ . Complete this section for vehicles used by a sole proprietor, partner, or other Wore than 5% owner.- or related person. If you provided vehicles to your employees, first answer the questions in Section C to see if you meet an exception to completing this section for those vehicles. 30 Total business/investment miles driven during the Vehic year (do not include commuting miles) 31 Total commuting miles. driven during the year 32 Total other personal (noncommuting) miles driven ............................................................... 33 Total miles driven during the year. Add lines 30 through 32 _......__........ . 34 Was the vehicle available for personal use Yes during off-duty hours? 35 Was the vehicle used primarily by a more than 5% owner or related person? .................. 36 Is another vehicle available for personal (c) (e) 1 (h Section C - Questions for Employers Who Provide Vehicles for Use by Their Employees Answer these questions to determine if you meet ah exception to completing Section B for vehicles used by employees who are not more than 5% owners. or related persons. 37 Do you maintain a written policy statement that prohibits all personal use of vehicles, Including commuting, by your employees?,,,,.,_. Yes, N 38 Do you maintain a written policy statement ihatprohitiits personal use of vehicles, except commuting, by your employees? See the instructions for vehicles used by corporate officers, directors, or 1% or more owners 39 Do you treat all use of vehicles by employees as personal use? .....I ............."".."""" .... 40 Do you provide more than five vehicles to your employees, obtain information from your employees about .. the use of the vehicles, and retain the information received? ........ .. ........................: 41 Do you meet the requirements concerning qualified automobile demonstration usel ...... Note: If vow answer t� az an ao An .............'......................_.....-...,... (a) 0.c plicn of costs that 43 Amortization of costs that began before your 2015 tax year 43 135. 44 Total Add amounts in column (0 See the instructions for where to report 44 13 5 518252 12-20-15 Form 4562 f2B151 PI 30 P131 Blue and Gray Education Society Inc PROFIT AND LOSS January - December 2016 4000 Membership Income 4010 New -Volunteer Level Membership 4020 Cadet Level Membership 4030 Veteran Volunteer Membership 4040 Company Level Membership 4050 Regimental Level Income 4060 Brigade Level Membership 4070 Division Level Membership 4080 Corps Level Membership 4095 Presidential Cabinet Membership 4098 QuarterGuard Membership 4099 Corporate Matching Cash Total 4000 Membership Income 4100 Other Donations 4101 Member Appeal Special Donations 4139 Yellow Ribbon Fund - Income 4161 Restricted, New House 4188 NGS CW Guidebook Total 4100 Other Donations 4200 BGES Field University Programming Fund 4210 Seminar Registrations 4211 Seminar, Registration Double Occupancy 4212 Seminar Registration, Student/Educator 4214 Seminar, Registration BGES Member 4215 Seminar, Registration BGES Double Occupancy 4216 Seminar Registration, BGES Family Member 4218 Seminar Registration Other -Promo Rate Total 4200 BGES Field University Programming Fund 4300 Book Sales 4325 Wholesale book 4340 Monograph Sales 4345 Wholesale books 4360 Shipping 4375 Receding Tide Total 4300 Book Sales TOTAL 725.00 110.00 3,040.00 11,350.50 12,823.00 9,173.48 9,407.66 9,550.00 4,000.00 4,135.33 700.00 oo,ur4.ar 1,159.40 4,002.00 100.00 10,203.00 15,464.40 82,656.00 9,490.00 2,051.00 66,967.65 4,900.00 2,035.00 10,450.00 -- 178,549.65 Accrual Basis Monday, May 22, 2017 09:29 AM GMT -7 P132 12,012.42 1,023.20 91.50 300.00 2,166.96 403.20 15,997.28 V3 COST OF GOODS SOLD TOTAL 4400 BGES Logo Merchandise Sales 55.00 4500 National Geographic 6,249.22 4700 Leadership Training 18,884.04 4705 Client Lodging 565.62 4708 Staff Program Support 88.08 Total 4700 Leadership Training 653.70 4999 Deposits to Be Coded 15.00 Total Income $281,999.22 COST OF GOODS SOLD 1,032.68 5000 Seminars $129,181.89 5015 Faculty Reimbursibles 482.21 5020 Faculty Travel, Lodging,Meals 18,884.04 5030 Group Hotels 36,578.11 5035 Group Meals 9,015.51 5040 Group Travel 1,508.18 5050 Honoraria 19,972.90 5060 Seminar Survey Expense 4,116.67 5070 Site Admission Fees 1,407.45 5080 Van/Vehicle Rental 12,260.83 5085 Bus Rental 13,680.00 5087 Staff Seminar Support 10,243.11 Total 5000 Seminars 128,149.01 5300 Book Purchases 1,032.68 Total COM of goods Sold $129,181.89 GROSS PROFIT $152,817.33 EXPENSES 3,082.37 5800 Partnership Development 84,000.00 6000 Advertising & Promotion 1,429.01 6010 Bank & Financing Fees 6,631.46 6011 Interest Expense 1,263.78 6012 Bank Service Charges 495.91 6014 Finance Charges, Credit Cards 1,291.92 6016 Merchant Card Fees 2,558.00 6018 Annual Card Fees 95.00 ----- -------...--------------- Total 6010 Bank &Financing Fees 12,336.07 6020 Board of Director Expenses 1,240.06 6050 Consultants 108.00 6130 Copying Expenses 1,102.23 6190 Education & Professional 3,082.37 Development 6220 Equipment & Maintenance 5,898.76 6250 Insurance Expense 930.00 6252 General Insurance Policy 4,038.00 6256 Officers' Liability Insurance 312.52 Total use insurance Expense 5,280.62 6280 Internet Expense 169.05 6310 Membership Development 8.45 6340 Office Expense & Supplies 1,047.79 6370 Payroll Accrual Basis Monday, May 22, 2017 09:29 AM GMT -7 P133 213 y 6470 Postage & Bulk Mailing 6472 Permit, Bulk Mail 6474 Merchandise 6478 Seminar Readings TOTAL 6372 Director Payroll 55,800.09 6374 Secretary Payroll 12,433.11 6378 Part -Time Payroll 0.00 Total 6370 Payroll 68,233.19 6440 Payroll Taxes 72954 6442 Federal PR Taxes 3,946.71 6444 State PR Taxes -700.91 6446 Unemployment Taxes ------------ 246.47 - - -- . Total 6440 Payroll Taxes 4,221.81 6470 Postage & Bulk Mailing 6472 Permit, Bulk Mail 6474 Merchandise 6478 Seminar Readings 5,702.84 68.00 26.62 342.21 -------------- Total 6470 Postage & Bulk Mailing ---- 6,139.67 6500 Printing 6506 Miscellaneous Printing 889.12 6515 Seminar Booklets _..---------- 635.44 -----__. Tota16500 Printing 1,524.56 6530 Professional Fees 144.69 6590 Subscriptions & Memberships 1,478.45 6620 Repairs & Mainenance 949.06 6650 Taxes & Licenses 25.00 6656 Licenses 144.25 6659 Other Taxes ------------ 777.07 ota16650 Taxes& Licenses —_. 948.32 6720 Shipping, UPS & Fedex 313.68 6780 Telephone & Communications 6783 Cell Phone 2,120.74 6786 Telephone - --------------- 1,422.53 otal 6760 Telephone &Communications - - 3,543.27 6850 Travel 110.00 6853 Executive Director 566.55 6856 Employees --Total -----..-.-_ 2,455.34 ------- 6850Travel - -_3,131.89 6900 Utilities 3,199.66 6960 Website Expense 12,000.00 6999 Expenses to be Coded -1,120.05 Purchases 302.40 Uncategorized Expense 177.77 Total Expenses $220,888.68 NET OPE- RATING INCOME - -- - $ -68—,071.3- 5 OTHER EXPENSES Reconciliation Discrepancies 0.31 Total Other Expenses - -_ _- $0.31 NET OTHER INCOME -_-- $ -0.31 NET INCOME_. - . _-_ $ -66,071.66 Accrual Basis Monday, May 22, 2017 09:29 AM GMT -7 P134 313 Blue and Gray Education Society Inc PROFIT AND LOSS January - December 2015 4100 Other Donations 4101 Member Appeal Special Donations TOTAL INCOME 9,192.01 4000 Membership Income 730.00 4005 Board of Directors 400.00 4010 New -Volunteer Level Membership 1,800.00 4018 New -Cadet Level Membership 21.00 4020 Cadet Level Membership 190.00 4030 Veteran Volunteer Membership 2,826.00 4040 Company Level Membership 8,337.00 4050 Regimental Level Income 9,050.00 4060 Brigade Level Membership 8,602.00 4070 Division Level Membership 7,896.00 4080 Corps Level Membership 9,900.00 4090 Army HO Level Membership 3,500.00 4095 Presidential Cabinet Membership 43,000.00 4098 OuarterGuard Membership 5,176.00 4099 Corporate Matching Cash 1,300.00 Total 4000 Membership Income 101,998.00 4100 Other Donations 4101 Member Appeal Special Donations 27,958.00 4139 Yellow Ribbon Fund - Income 9,192.01 4161 Restricted, New House 730.00 4188 NGS CW Guidebook 40,585.00 4195 Audit Donations 25.00 Total 4100 Other Donations 78,490.01 4149 North Anna Project 1,412.50 4200 BGES Field University Programming Fund 4210 Seminar Registrations 70,204.00 4211 Seminar, Registration Double 10,105.00 Occupancy 4212 Seminar Registration, 1,073.00 Student/Educator 4214 Seminar, Registration BGES Member 40,180.00 4215 Seminar, Registration BGES Double 13,915.00 Occupancy 4216 Seminar Registration, BGES Family 4,067.00 Member 4218 Seminar Registration Other -Promo 6,810.00 Rate Total 4200 BGES Field University 146,354.00 Programming Fund 4300 Book Sales 10,199.50 4305 Fields of Honor 172.00 4325 Wholesale book 1,569.34 Accrual Basis Monday, May 22, 2017 09:33 AM GMT -7 P135 114 COST OF GOODS SOLD TOTAL 4340 Monograph Sales 158.50 4360 Shipping 575.20 4375 Receding Tide -_ _._.-_._..- 56.00 - ---- Total 4300 Book Sales --- ----- 12,730.54 4400 BGES Logo Merchandise Sales 85.00 4500 National Geographic 249,11 4700 Leadership Training 0.00 4701 Program Fee 3,025.00 4703 Client Transportation 66.70 4705 Client Lodging 54P.99 4706 Program support materials -22.00 4708 Staff Program Support _322.19 4709 Bank and card fees 144,29 Total 4700 Leadership Training 3,434.79 Total income $344,753.95 COST OF GOODS SOLD 5000 Seminars 32,250.00 5010 Facility Rental 618.64 5015 Faculty Reimbursibles 1,101.53 5020 Faculty Travel, Lodging,Meals 24,246.44 5030 Group Hotels 36,174.29 5035 Group Meals 15,306.18 5040 Group Travel 729.00 5050 Honoraria 24,439.50 5060 Seminar Survey Expense 1,255.07 5070 Site Admission Fees 3,195.31 5080 Van/Vehicle Rental 16,425.45 5085 Bus Rental 8,500.00 5087 Staff Seminar Support 12,449.51 Tota15000 Seminars 144,440.92 5300 Book Purchases 2,108,94 5500 Video Purchases -21,81 Cost of Goods Sold 81.80 Total Cost of Goods Sold $146,609.85 GROSS PROFIT $198,144.10 EXPENSES 5800 Partnership Development 32,250.00 6000 Advertising & Promotion 3,430.12 6010 Bank & Financing Fees 1,601.68 6011 Interest Expense 1,128.47 6012 Bank Service Charges 1,033.30 6014 Finance Charges, Credit Cards 1,274.24 6016 Merchant Card Fees 1,441.91 6018 Annual Card Fees 95.00 Total 6010 Bank &Financing Fees 6,574.60 6020 Board of Director Expenses 258,87 6115 Contributions & Donations 1,450.00 6130 Copying Expenses 1,630.98 6190 Education & Professional Development 62.03 Accrual Basis Monday, May 22, 2017 09:33 AM GMT -7 P136 214 6370 Payroll 6372 Director Payroll TOTAL 6220 Equipment & Maintenance 3,417.81 6250 Insurance Expense 571.00 6252 General insurance Policy 3,116.00 6256 Officers' Liability Insurance 930.00 Total 6250 Insurance Expense 4,617.00 6280 Internet Expense 129.99 6310 Membership Development 47.36 6340 Office Expense & Supplies 248.16 6370 Payroll 6372 Director Payroll 55,800.02 6378 Part -Time Payroll 0.00 Total 6370 Payroll 55,800.02 6440 Payroll Taxes 43.31 6442 Federal PR Taxes 4,293.05 6446 Unemployment Taxes 35.20 Total 6440 Payroll Taxes 4,328.25 6470 Postage & Bulk Mailing 3,475.84 6474 Merchandise 23.24 Total 6470 Postage &Bulk Mailing 3,499.08 6500 Printing 3,293.07 6503 Membership 0.00 6506 Miscellaneous Printing 1,969.65 6515 Seminar Booklets 1,075.75 Tota16500 Printing 3,045.40 6590 Subscriptions & Memberships 468.45 6620 Repairs & Mainenance 420.44 6650 Taxes & Licenses 25.00 6653 Sales Tax 43.31 6656 Licenses 10.00 6659 Other Taxes 750.46 Total 6650 Taxes & Licenses 828.77 6690 Security 120.00 6720 Shipping, UPS & Fedex 50.11 6780 Telephone & Communications 6783 Cell Phone 3,293.07 6786 Telephone 1,270.29 Total 6780 Telephone & Communications 4,563.36 6850 Travel 6853 Executive Director -728.04 6856 Employees 1,787.76 Total 6850 Travel 2,515.80 6900 Utilities 4,028.47 6960 Web fte Expense 12,000.00 6999 Expenses to be Coded -4,012.90 7000 Battlefield Interpretation 2,425.00 Purchases 250.51 Total Expenses $144,447.68 NET OPERATING INCOME $53,696.42 Accrual Basis Monday, May 22, 2017 09:33 AM GMT -7 P137 314 NET INCOME TOTAL Ao al Basis Monday, May 22, 2017 09:33 AM GMT -7 P138 4/4 P139 xHTBRt RLrYE i[JL SNAVICE { bIV, IaCI'<)R DEPARiNLNT Or Tal TRYASDRY eTl7�IN��r' Q, O5,�7b " Numbers ri ID/ 31173 Dear Applicant: This modifies our letter of the above date in which we stated that you wcF An ntttreattd.as an organization that in not a private foundation until the yqu"r' advance ruling period. n 9rf6t on"yu _ti£wwve detarm ga04K on the ned .that you are not a ptiYtte f'bundaeon within the meaning of section 509(_a) of the Codabecause .yoif:are an o1=9e1fixation of the e tdeperibsd'in section 509.1a (1) and 7¢kbjfixj.0B;)oi). OtA tdre anti cantributoTe )nay rely on this detrrmination;gnk sp t)u Intornai Revenue Servito publiAhai notYce to the contrary, lioweva .= ynV 10ee6ur section 5O@(a)(1) status, a grantor or contributor may riot'r$iy on this determination if he or she was, in part rosponsiD the act ole for, Or wap,awa�ra,of, r failuPe=to act, or the substantial or matlaial ehinge p.{pe pai{ of the'drganlzakioa ths't resulted in your 1004 of ouch dtatus, os if a g3 "skis accjui'cad knbwledge thit the lutexnal Revenue seivice E;se £flat )ou h0 hVen na would no longet°be classified as a section 5O9(aj'(l) organisd glVth .' If ..0 have 'ihditatad in the heading of this letter that in Addendum appliee, the,addendum 'enclosed is An integral part bf this letter. Because this letter could help resolve any questions about your private foundation etatua; please keep it in your permanont racbrde_ - If you have any questions, pleaae contact the person whose telephone number are shown above.nems and - Sincerely yours, District Director Letter 1050 (DO/CO) P140 Internal Revenue Service District Director Internal Revenue Service Center P.O. Box 192 Covington KY 41012-0192 Date: December 17, 1998 BLUE AND GRAY EDUCATION SOCIETY °s LEONARD W RIEDEL JR 208 LINDEN DR DANVILLE VA 24541-3524 D6p rtment of the Treasury SegNr: 00546 AR Ltr 1046 ALS EO EI N: 54-1720582 Advance Ruling Period Ended: December 31,1998 Advance !#trlinr,,�.�"r�%/,bid=rip Dear Sir or Madam: Our letter dated September 1994, stated that we had determined your organization is exempt under section 501(a) of the Internal Revenue Code as an otdartization described in section 501(c)(3) and that you would be treated as a publicly supported organization and r14t•as a private foundation during your advance ruling period. This was based on our determination th�t you Fould reasonably be expected to be an organization described in sections 170(b)(1)(A)(vi) and 509 (a)11 or in section 5lb(ali2). We also stated that at the end of your advance ruling period you would have to establish that you were in fact an organization described in one of the above sections. Our records indicate that your advance ruling period ends on December 31,1998. Your exempt status as an organization described in section 501(c)(3) is still in effect. However, to establish that you are a publicly supported organization described in sections 170(b)(1)(A)(vi) and 509(a)(1) or in section 509(a)(2), please complete the attached Form 8734, Support Schedule for Advance Ruling Period, for each of the tax years in your advance ruling period. The information requested in this letter is required to support your claim to be other than a private foundation.. It is needed in addition to any required Form 990 or other annual return. Please send it to us within 90 days from the end of your advance ruling period.. If we do not receive this information, we will presume you are a private foundation and you will be treated as a private foundation as of the first day of your first tax year for purposes of sections 507(d) and 4940 of the Code. In addition, if you do not provide the information by the time requested, it will be considered by the Internal Revenue Service that you have not taken all reasonable steps, in a timely manner, to secure the determination you requested. Under section 7428(b)(2) of the Code, not taking all reasonable steps, in a timely manner, to secure the determination may be considered as a failure to exhaust administrative remedies available to you within the Service, and may preclude the issuance of a declaratory judgment in the matter under judicial proceedings. If you have any questions please contact Dorothy Downing between the hours of 8 A.M. and 3:30 P.M. EST at (877) 829-5500 for assistance. If you prefer to write please include a copy of this letter. Thank you for your cooperation. Enclosures: Copy of this letter Letter 1046 Attachment Form 8734 Sincerely yours Z'� 74 4 � /a C. Ashley Bullard District Director P141 AR Ltr 1046 ALS /17827311905 Because you are a newly created organization, we are not now making a final determination of your foundation status under section 509(a) of the Code. However, we have determined that you can reasonably expect to be a publicly supported organization described in section 509(a)(2). Accordingly, during. an advance ruling period you will. betreated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days after the end of your advance ruling period, you must send us the information needed to determine whether you have met the require- ments of the applicable support test during the advance ruling period. If;you establish that you have been a publicly supported organization, we will classi- fy you lassi-fyyou as a section 509(a)(1`) or 509(a)(2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treatyou as a private foundation from your beginning date for purposes of section 507(d) and 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling .period. If you send us the required information within the 90 days, grantors and -°" contributors may continue to rely on. the advance determination until we make a final determination of your foundation status. If we publish a notice in the Internal Revenue Bulletin stating that we Letter 1045 (DO/CG) P142 INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY 4 ' DISTRICT DIRECTOR 31 HOP.KINS PLAZA t1201 BALTIMORE, MD , Employer Identification Number: Date, 54-1720582 Case Number: BLUE AND GRAY EDUCATION SOCIETY 524210031 C/O ROBERT J. HARLOW Contact Person-. 101 CHARLES STREET MRS K FENTON FREDERICKSBURG. VA 22401 Contact Telephone Number: . 14141 962-9431 Accounting Period Ending; December 31 Foundation. Status Classification: 509(a)(2) Advance Ruling Period Begins: April 25, 1994 Advance Ruling Period Ends: December 31. 1998 Addendum Applies: Yes Dear Applicant: - Based on information you supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue ®` Code as an organization described in section 501(c)(3). Because you are a newly created organization, we are not now making a final determination of your foundation status under section 509(a) of the Code. However, we have determined that you can reasonably expect to be a publicly supported organization described in section 509(a)(2). Accordingly, during. an advance ruling period you will. betreated as a publicly supported organization, and not as a private foundation. This advance ruling period begins and ends on the dates shown above. Within 90 days after the end of your advance ruling period, you must send us the information needed to determine whether you have met the require- ments of the applicable support test during the advance ruling period. If;you establish that you have been a publicly supported organization, we will classi- fy you lassi-fyyou as a section 509(a)(1`) or 509(a)(2) organization as long as you continue to meet the requirements of the applicable support test. If you do not meet the public support requirements during the advance ruling period, we will classify you as a private foundation for future periods. Also, if we classify you as a private foundation, we will treatyou as a private foundation from your beginning date for purposes of section 507(d) and 4940. Grantors and contributors may rely on our determination that you are not a private foundation until 90 days after the end of your advance ruling .period. If you send us the required information within the 90 days, grantors and -°" contributors may continue to rely on. the advance determination until we make a final determination of your foundation status. If we publish a notice in the Internal Revenue Bulletin stating that we Letter 1045 (DO/CG) P142 -2 - BLUE AND GRAY EDUCATION SOCIETY will no longer treat you as a publicly supported organization, grantors and contributors may not rely on this determination after the date we publish the notice. In addition, if you lose your status as a publicly supported organi- zation, and a grantor or contributor was responsible for, or was aware of, the act or failure to act, that resulted in your loss of such status, that person may not rely on this determination from the date of the act or failure to act. Also, if a grantor or contributor learned that we had given notice that you would be removed from classification as a publicly supported organization, then that person may not rely on this determination as of the date he or she acquired such knowledge. If you change your sources of support, your purposes, character, or method of operation, please let us know so we can consider the effect of the change on your exempt status and foundation status. If you amend your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, let us know all changes in your name or address. As of January 1, 1984, you are liable for social securities taxes under the Federal Insurance Contributions Act on amounts of 1100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the pri- vate foundation excise taxes under.Chapter 42 of the Internal Revenue Code. However, you are not automatically exempt from other federal excise taxes. If You have any questions about excise, employment, or other federal taxes, please let us know. Donors may deduct contributions, to you as provided in section 170 of the Internal Revenue Code. Bequests, legacies, devises, transfer's, or gifts to you or for your use are deductible for Federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. Donors may deduct contributions to you only to the extent that their contributions are gifts, with no consideration received. Ticket purchases and similar payments in conjunction with fundraising events may hot necessarily qualify as deductible contributions, depending on the circumstances. Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on page 104, gives guidelines regarding when taxpayers may deduct payments for admission to, or other participation in, fundraising activities for charity. You are not required to file Form 990, Return of Organization Exempt From Income Tax, if your gross receipts each year are normally.425,000 or less. If you receive a Form 990 package in the mail, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are j l normally $25,000 or less, and sign the return. If you are required to file a return you must file it by the 15th day of the fifth month after the end of your annual accounting period. We charge a penalty of $10 a day when a return is filed late, unless there is reasonable Letter 1045 (DO/C6) P143 -3 - BLUE AND GRAY EDUCATION SOCIETY cause for the delay. However, the maximum penalty we charge cannot exceed 25,000 or S percent of your gross receipts for the year, whichever is less. We may also charge this penalty if a return is not complete. So, please be sure. your return is complete before you file it. You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Dr9ani a t i 0 n Businegs 'Income Tax Return. In this letter we are not determining whether any of your present or proposed activities are uhre- lated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, we will assign a number to you and advise you of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. This determination is based on evidence that your funds are dedicated to the purposes listed in section 501(c)(3) of the Code. To assure your continued exemption, you should keep records to show that funds are spent only for those purposes. If you distribute funds to other organizations. your records should show whether they are exempt under section 501(c)(3). In cases where the recipient organization is not exempt under section 501(c)(3), you must have evidence that the funds will remain dedicated to the required purposes and that the recipient will use the funds for those purposes. If you distribute funds to individuals., you should keep case histories showing the recipients' names, addresses, purposes of awards, manner of selec- tion, and relationship (if any) to members, officers, trustees or donors of funds to you, so that you can substantiate upon request by the Internal Revenue Service any and all distributions you made to individuals. (Revenue Ruling 56-304, C.B. 1956-2, page 306.) If we said in the heading of this letter that an addendum applies, the addendum enclosed is an integral part of this letter. Because this letter could help us resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. We have sent a copy of this letter to your representative as indicated in your power of attorney. Letter 1045 (DO/CG) P144 You0 eq-eguar§d;7ta,3 ke available for public inspection a copy of your exemoh f�i?l:lcalyion rinq.documents, and this exemption letter. If you-a`re 're wired to t'ile an annual information return, you are also required to flake a copy `of the return available_for public inspection for three years after the return is due. Failure to make these documents available for public inspection may subject you to a penalty of $10 per day fr. oeach day there is a failure to comply (up to a maximum„p{i5,,000 in'.$ as_O>of an annual return). See Internal Revenue Servz`ce ti'ce'88-i'7iJ", i''1#-? C.H. .194, for additional information. Guidelines under which private foundations may rely on this determination, for gifts, grants, and contributions made after March 13, 1989, were 1'iberali2ed and published in Rev. Proc. 89-23, Cumulative Bulletin 1989-3, paoe 844. Since you have not indicated that you intend to financeyour our activities with the proceeds of tax exempt bond financing, in this letter we have not determined the effect of such financing on your tax exempt status. You may obtain a confirmation ruling concerning the effect of tax-exempt bond financing on your exempt status from the Exempt Organizations Technical Division, Internal Revenue Service, 1111 Constitution Ave., N.W., Washington, D. C. 20224, Attn: E:EO. Letter 3045 (DO/CC) P145 I. CORPORATION NAME: Blue and Gray Education Society 2017 ANNUAL REPORT' COMMONWEALTH OF VIRGINIA STATE CORPORATION COMMISSION >. VA REGISTERED AGENT NAME AND OFFICE ADDRESS: DIR. LEN RIEDEL PO BOX 1176 CHATHAM, VA 24531-1176 1. CITY OR COUNTY OF VA REGISTERED OFFICE: 171-PITTSYLVANIA COUNTY I. STATE OR COUNTRY OF INCORPORATION: VA -VIRGINIA ;v I�I�INIIIII�IN� SII I NlllMile 11111 DUE DATE: 04/30/17 SCC ID NO.: 0426525-2 5. STOCK INFORMATION )O NOT ATTEMPT TO ALTER THE INFORMATION ABOVE. Carefully read the enclosed instructions. Type or rint in black only. PRINCIPAL OFFICE ADDRESS: ❑ Mark this box if address shown below is correct ft the block to the left is blank or contains incorrect data please add or correct the address below. ADDRESS: 9 RIDGE ST ADDRESS: CITY/ST/ZIP CHATHAM, VA 24531 CITY/ST/ZIP DIRECTORS AND PRINCIPAL OFFICERS: All directors and principal officers must be listed. An individual may be designated as both a director and an officer. Mark appropriate box unless area below is blank ld Information is correct ❑ Information is incorrect ❑ Delete information If the block to the left is blank or comains inconerd data. please mark appropriate Dox and enter information below: ❑ Correction ❑ Addition E] Replacement OFFICER ® DIRECTOR ® OFFICER ❑ DIRECTOR ❑ NAME: JAMES DAVIS NAME: TITLE: PRESIDENT TITLE: ADDRESS: 504 HAWKE ST ADDRESS: CITY/ST/ZIP: FREDERICKSBURG, VA22401 CITY/ST/ZIP: affirm that the information contained in this report is accurate and complete as of the date below. ->� c -) A&4, Rte % 3116117 SIGNATURE OF DIRECTOR/OFFIdtR PRINTED NAME AND CORPORATE TITLE DATE LISTED IN THIS REPORT is a Class 1 misdemeanor for any person to sign a document that is false in any material respect with intent that the document be delivered to a Commission for filing. P146 W1H]5 2017 ANNUAL REPORT CONTINUED NAME: %IIATION and Gray Education Society DUE DATE: 04/30/17 SCC ID NO.: 0426525-2 (RECTORS AND PRINCIPAL OFFICERS: (continued) All directors and principal officers must be listed. An individual may be designated as both a director and an officer. -1-appropriate box unless area below is blank: - Information is t the block to the left is blank a contains incorrect data. please mark appropriate conect ❑ IMonnation is incorrect Delete information box and enter information below: i ❑ Correction ❑ Addition n eplacertient 3 OFFICER ® DIRECTOR ® OFFICER 9 DIRECTORS NAME: MICHAEL CHESSON 1. NAME: JoS k 6V�y � E TITLE: VICE PRESIDENT e TITLE: VI C I P/2Tr A--q.JeCV-z /1 'ADDRESS: 21 WHITACOMB ST. / ADDRESS: 40:,9 Sill Gdbrle I Ave CITY/ST/ZIP: BELMONT, MA 02478 FR", CITY/ST/ZIP: TRIS Cod X 75033 Mark appropriate box unless area below is blank: If the block to the left is blank or contains incorrect data, Information is correct ElInformafion is incorrect ❑ Delete information please mark box and enter irhfarnation below: appropriate El correction ❑ Addition E1 Replacement OFFICER ® DIRECTOR ❑ OFFICER ❑ DIRECTOR ❑ NAME: LEONARD W. RIEDEL JR NAME: TITLE: EXEC DIRECTOR TITLE: ADDRESS: 208 LINDEN DR ADDRESS: CITY/ST/ZIP: DANVILLE,VA24541 CITY/ST/ZIP: Mark appropriate box unless area below is Wank: It It the block to the lett is Wank or contans incorrect data, ] Irtamatlon is correct ❑ is incorrect W Delete information. please mark appropriate box and enter information below: Correction CI Correction Addition IN Replacement OFFICER ❑ DIRECTOR ® OFFICER ❑ DIRECTOR S NAME: ROBERT DUNKERLY NAME: G,y L'1 M D TITLE: DIRECTOR TITLE: ADDRESS: 2515 E CLAY ST ADDRESS: 4ps7 f ISL CITY/ST/ZIP: RICHMOND, VA23223 CITY/ST/ZIP: 0L'5eas Ky �a3o3 Mark appropriate box unless area below is blank: I Information is cores{ ❑ Information t the bock to the let is Wank or contains incorrect data, please mark appropriate box is ineorrect ❑ Delete information and enter information below: ❑ correction ❑ Addition ❑Replacement OFFICER ❑ DIRECTOR ❑ OFFICER ❑ DIRECTOR ❑ VAME: NAME: TITLE: TITLE: 1DDRESS: ADDRESS: :ITY/STMP: CITY/ST/ZIP: P147 UNFINISHED BUSINESS P148 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 6-20-17 9 Expenditure Refunds for April 2017- Motion made by Mr. Blackstock and seconded by Mr. ACTION: Davis and has now met the 10 -day layover Yes requirement. Requires a Roll Call Vote. SUBJECT/PROPOSAL/REQUEST: ATTACHMENTS: Budget Amendment for expenditure refunds Expenditures Refunds Memo STAFF CONTACT(S): REVIEWED BY: VanDerHvde 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 Attorney -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). MOTION MADE BY MR. BLACKSTOCK AND SECONDED BY MR. DAVIS AND HAS NOW MET THE 10 - DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE. P149 Finance Department P.O. Box 426 Chatham, Virginia 24531 PITTSYI.,VANIA COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator r FROM: Kim Van Der Hyde, y�,;/ Finance Director SUBJECT: April Expenditure Refunds DATE: May 4, 2017 Phone (434( 432-7740 Fax (434(432-7746 Gretna/Hurt 1434( 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 100-4-013200-1100 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 P150 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 2514-353851-6014 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 P151 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE• Comprehensive Services Act (CSA) Additional Appropriaiton-Motion made by Mr. Blackstock and seconded by Mr. Barksdale and has now met the 10 -day layover requirement. Requires a Roll Call Vote. SUBJECT/PROPOSAL/REOUEST: Appropriation of Comprehensive Services Act (CSA) Supplement STAFF CONTACT(S): AGENDA DATE: 6-20-17 ACTION: Yes ATTACHMENTS: REVIEWED BY: ITEM NUMBER: 10 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. 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. MOTION MADE BY MR. BLACKSTOCK AND SECONDED BY MR. BARKSDALE AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE. P152 NEW BUSINESS P153 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: CPMT Attendance Policy Proposal 06-20-2017 CPMT Member Appointments CSA Program Audit Report ACTION: INFORMATION: Yes SUBJECT/PROPOSAL/REOUEST: CPMT Member Appointments CSA Program Audit Report STAFF CONTACT(S): Ms. Boswell ITEM NUMBER: 11 ATTACHMENTS: CSA Program Audit Report 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." Resolution 2014-03-01 was adopted by the Pittsylvania County Board of Supervisors on March 3, 2014. Pittsylvania County Board of Supervisors agreed to appoint CPMT members for fiscal year terms, each June. Pittsylvania County CSA Program will be audited on an annual basis in order to ensure compliance with Corrective Action Plan. DISCUSSION: Cheryl Boswell, CSA Coordinator, will present the Community Policy Management Team (CPMT) Attendance Policy proposal. Cheryl Boswell, CSA Coordinator, will present the CSA Program Audit Final Report and Quality Improvement Plan to the Board of Supervisors RECOMMENDATION: Cheryl Boswell, CSA Coordinator has been asked by The Pittsylvania County Community Policy and Management Team (CPMT) to propose that the attendance policy be amended to read "CPMT members or alternates shall attend 75% of regularly scheduled meeting unless mitigating circumstances are approved by the Pittsylvania County Board of Supervisors. Alternates shall not P154 attend more than 25% of regularly scheduled meetings." CPMT: Staff recommends the Board of Supervisors approve the following appointments to the Appointment of the following 4 CPMT members, effective July 1, 2016 - June 30,2017: Parent Representative — Amy Edwards Government Representative — Ronald Scearce Representative of a Private Organization — Tonya Milling Representative of Pittsylvania County Sheriffs Office — Sheriff Mike Taylor P155 CHILDREN'S SERVICES ACT PROGRAM A UDIT Pittsylvania County Audit Report No. 07-2017 April 4, 2017 • Office of Children's Services Empowering communities to serve youth P156 TABLE OF CONTENTS Executive Summary Introduction.......................................................................... 1 Background.......................................................................... 2-3 Observations and Recommendations A) CPMT Governance Activities..,-,_-„„..... ...................................... 4-5 (Community Policy and Management Team) B) Fiscal Activities..................................................... 5-6 Conclusion............................................................. 7 Report Distribution............................................................... 8 P157 EXECUTIVE SUMMARY The Office of Children's Services (OCS) has completed an audit of the Pittsylvania County Children's Services Act (CSA) program. The Pittsylvania County CSA Program provided services and/or funding for 128 youth and families during Fiscal Year (FY) 2015 and 145 youth and families during FY16. The audit included review and evaluation of management oversight, operational, and fiscal practices. Evidenced by the following achievements, the Community Policy and Management Team (CPMT) responsible for oversight of the CSA program demonstrated that efforts were made to ensure that appropriate and effective services were provided to eligible youths and families: • Percentage of youth receiving community based services out of youth receiving all CSA funded services exceeds the statewide target by approximately 12%. • Percentage of youth with a decrease in the child behavior/emotional needs domain as reported via the Child and Adolescent Needs Strengths (CANS) exceeds the statewide target by 4%. Decreases in CANS scores are generally indicative of improved functioning. • Percentage of youth exiting foster care to a permanent living arrangement exceeded the statewide target by approximately 8%. However, there are additional opportunities to effect quality improvements in other areas of the CSA program. Our audit concluded there are deficiencies in internal controls and compliance over operational and fiscal activities that could adversely impact the effectiveness and efficient use of resources. In addition, instances of non-compliance with statutory requirements were identified. Significant issues were noted as follows: • The composition of members serving on CPMT for Pittsylvania County does not meet the membership requirements established by CSA statute and local policy. The CPMT does not have a Health Department representative. • Annual training of local CSA stakeholders has not been provided in accordance with locally established policies and procedures. This observation was included in the prior audit report dated July 15, 2016. • Pittsylvania County's CSA program did not fully take advantage of available fiscal resources that could be utilized to provide non -educational treatment services to students with disabilities. Wrap -funds for students with disabilities allocated in FY15 and FY16 totaling $41,986 (state and local share) were not effectively utilized. This observation was included in the prior audit report dated July 15, 2016. OCS appreciates the cooperation and assistance provided on behalf of the Pittsylvania County CPMT and other CSA staff. Formal responses from the Pittsylvania County CPMT to the reported audit observations are included in the body of the full report. U ie S. Baco , CIGA Rendell R. Briggs, CAMS Program Audit Manager Program Auditor P158 INTRODUCTION The OCS has completed a fmancial/compliance audit of the Pittsylvania County's CSA Program. The audit was conducted in accordance with generally accepted government auditing standards. The standards require planning and performance of the audit pursuant to stated audit objectives in order to provide a reasonable basis for audit observations, recommendations, and conclusions. The audit was completed on April 4, 2017 and covered the period January 1, 2016 through December 31, 2016. The objectives of the audit were to: o To determine whether adequate internal controls have been established and implemented over CSA expenditures. e To determine the adequacy of training and technical assistance by assessing local government CSA staff knowledge and proficiency in implementing local CSA programs. ® To assess whether operations have maintained high standards for sound fiscal accountability and ensured responsible use of taxpayer funds by evaluating fiscal activities of local CSA programs. s To assess the level of coordination among local government CSA stakeholders and efforts to improve CSA performance by evaluating local CSA program's operational and utilization review practices. f To determine satisfactory implementation of quality improvement plans adopted to address observations reported in prior audits performed by the Auditor of Public Accounts (November, 2010) and the OCS (June 2013 through June 2015). The scope of our audit included all youth and their families who received CSA funded services for calendar year 2016. Audit procedures performed included reviews of relevant laws, policies, procedure, and regulations; interviews with various CSA stakeholders; various tests and examination of records; and other audit procedures deemed necessary to meet the audit objectives. P159 BACKGROUD Pittsylvania County is situated in Virginia's south-central Piedmont plateau region. The county encompasses 982 square miles, making it the largest county in the state. According to published estimates by the Weldon Cooper Center for Public Service -University of Virginia, Pittsylvania County has a population estimate of 62,614 as of July 1, 2016. The U.S. Census Bureau, State and County Quick Facts reports the median household income from 2011-2015 as $41,824. CSA is a law enacted in 1993 that establishes a single state pool of funds to purchase services for at- risk youth and their families. Pittsylvania County net CSA expenditures for FYI totaled $5.00 million which was used to provide services to 145 youth and families. As of this report date, the estimated net expenditures for FYI are $2.40 million, which was used to provide services to 134 youth and families. An analysis of Pittsylvania County CSA expenditures, population, and cost per child ("unit cost") indicated expenditures, population, and unit cost are relatively stable. The chart below depicts a comparison for fiscal years 2013 through 2016. PITrSYLV1ANA COUNTY CSA PROGRAM FOUR YEAR COMPARISON ati3 FISCAL YEARS 2013-2016 oyls'' ti��°p ooe �3' ya�' hd 5 �p1 1tip n� .0 Census Unit Cost —_ ■ FY 13 M FY14 ;:. FY 15 ■ FY 16 Expenditures Source: CSA Website, Statewide Statistics, Pool Expenditure Reports (hno:lwwwa,010W. snv oublkustsjpoa dw P160 The state funds, combined with local community funds, are managed by a local interagency team, referred to as the Community Policy and Management Team (CPMT) who plan and oversee services to youth. The Pittsylvania County CPMT was established to comply with this statute. The CPMT is supported in this initiative by the Family Assessment and Planning Team (FAPT) responsible for recommending appropriate services and through administrative support provided by the CSA Coordinator, Utilization Management (UM)/Utilization Review (UR) Manager and an Office Manager (OM). The local management structure for the Pittsylvania County CSA Program is as follows: I C"c a of Chtidreres I Servim Pitbylvenla County award of Supervlsom Cmrrty Administrator and Flml Agent: David Smfthennan Plttsylvanis Community Pol" and Management Team Chairperson: Tonga Milling 1 Famtly Assessment Planning Team (FAPT) 1 Phtsyl4nl2 Co. DSS PftWwnia County Schaub 2F' Court Services Unit. Chatham Branch Danwfle-PittWivania Community Sernces Partnt/Hosphal gefanals FY 2016-2017 PittsyCvania County CSA Program OrganizationairChart P161 OBSERVATIONS AND RECOMMENDATIONS A) CPMT GOVERNANCE ACTIVITIES• Compliance and Internal Controls The composition of members serving on the CPMT for Pittsylvania County does not meet the membership requirements established by CSA statute and local policy. According to the CPMT membership roster and confirmed via the monthly meeting minutes, Pittsylvania County CPMT does not have a representative from the Health Department and a parent representative for FAPT. The absence of the Health Department and parent representative from the governing body responsible for the administration and implementation of the local CSA program represents a significant weakness in oversight and governance of the program. The CPMT should acquire a Health Department and parent representative to comply with statutory requirements. At the end of the 2015 calendar year the director of the Danville - Pittsylvania County Department of Health resigned a replacement was not found until January of 2017. The director is usually a member of CPMT or appoints someone as member. Due to this vacancy the CSA Coordinator was not able to find anyone as the Health Department Representative. Since a new director has been found the CSA Coordinator has been communicating with the Health Department in regards to membership on CPMT. The CSA Coordinator hopes to have a Health Department Representative by the May CPMT meeting. Compliance and Internal Controls At the time of this review, the annual training of local CSA Stakeholders had not been provided in accordance with locally established policies and procedures. The Pittsylvania County CSA Policy and Procedures Manual states "local staff (including but not limited to agency directors, superintendents, supervisors, and case managers) having any interaction with local CSA must have an annual training provided by the CSA Coordinator." There was no documentation to support that key members of both CPMT and FAPT had completed the annual training. This observation was included in the prior audit report dated July 15, 2016. The CPMT submitted a quality improvement plan indicating that the training would be completed by December 31, 2016 and annually thereafter. P162 CSA Coordinator scheduled and held an annual training on November 3, 2016 for all CPMT/FAPT members, case managers and/or anyone else involved with CSA. CSA Coordinator did not make this meeting mandatory for all involved with CSA because of the language in the Quality Improvement Plan from the 2016 audit. Going forward CMPT plans to amend the policies and procedures to exclude the "must have an annual training" to "may have an annual training". CSA Coordinator scheduled and held an annual training on November 3, 2016 for all CPMT/FAPT members, case managers and/or anyone else involved with CSA. CSA Coordinator did not make this meeting mandatory for all involved with CSA because of the language in the Quality Improvement Plan from the 2016 audit. Going forward CSA Coordinator will ensure that all who are involved with CSA will have an annual training to meet the requirements of our local policies and procedures. B) FISCAL ACTIVITIES Compliance and Internal Controls Pittsylvania County CSA program did not fully take advantage of available fiscal resources that could be utilized to provide non -educational treatment services to students with disabilities. Pittsylvania County CSA Program received a total allocation of $64,750 for fiscal year 2016 and 2017 for "wrap-around" funding to provide community-based services to students with educational disabilities for the purpose of reducing the risk of a more restrictive educational placement. However, only $400 of the funds allocated was expended as of the report date. Not utilizing the available funding creates a lost opportunity to address the needs and improve overall treatment outcomes for at -risk youth and families in Pittsylvania County. This observation was included in the prior audit report dated July 15, 2016. The CPMT submitted a quality improvement plan indicating its intent to utilize all available fiscal resources by December 31.2016. The CPMT should optimize every opportunity available to increase and utilize funding to support the provision of services to at -risk youth and families in the Pittsylvania County community, to included but not limited to utilizing special education "wrap-around" funding. 5 P163 Pittsylvania County CSA encumbered SPED Wrap Funding during the 2016 calendar year. Those encumbrances were not paid out during the 2016 calendar year but will be paid out in the 2017 calendar year. The CSA Office and Pittsylvania County Schools are continuing to work on how utilize the SPED Wrap Funding appropriately. P164 CONCLUSION Our audit concluded that deficiencies in internal controls and compliance over operational and fiscal activities exist that could adversely impact the effectiveness and efficient use of resources, as well as non-compliance with statutory requirements. An exit conference was conducted on March 17, 2017 to present the audit results to the Pittsylvania County CPMT. Persons in attendance representing: Tonya Milling — CPMT Chair — Private Provider — Arc of Southside Ann Cassada — CPMT Vice Chair — Pittsylvania County Schools Amy Edwards — CPMT Parent Representative Ronald Scearce — Pittsylvania County Board of Supervisors Representative Mike Taylor — Sheriff Pittsylvania County Cheryl Boswell — CSA Coordinator Jennifer Cooper — CSA UMIUR Specialist Louise Jones — CSA Office Manager Representing the Office of Children's Services was: Rendell Briggs, Program Auditor and Annette Larkin, Program Auditor. We would like to thank the Pittsylvania County Community Policy and Management Team and related CSA staff for their cooperation and assistance on this audit. P165 Mr. Scott Reiner, Executive Director Office of Children Services Mr. David M. Smitherman, Pittsylvania County Administrator & CPMT Fiscal Agent Ms. Tonya Milling, CPMT Chair Ms. Cheryl Boswell, CSA Coordinator SEC Finance and Audit Committee P166 40 Office of Effective Date 12/12/2013 Children's Services Nipnniq [MIMvb b acne putt CSA Financial/Compliance Program Audit Quality Improvement Plan Audit Client Name: Pittsylvania County Audit/File Number 07-2017 Audit Report Date: 04/04/2017 Quality Improvement Plan Date: 6/6/2017 Instructions: A separate form must be completed for each audit condition included in the final report. QUALITY IMPROVEMENT PLAN DETAILS Observation Task Description Responsible Target Self Reporting Status No. Party Date 6/6/2017 In Progress Completed 1 In order to meet the membership CPMT, CSA 12/31/2017 requirements established by CSA Coordinator, statute and local policy Pittsylvania A Health County CPMT must acquire a Health Department Department representative and a Representative parent representative for FAPT. and Alternate has been appointed by the Director of the Health Department and approved by the Board of Supervisors. ❑ Please check if attachments are included. If tasked described is not complete, please explain: Click here to enter text. PLAN APPROVAL SIGNATURE: Title: Date: PRINTED NAME: ln/l/n/a///////u/u///l/l//l//n///a///////u/ii//////ul//nl/u////////n///mu/llu/u//////n///n/n For OCS Program Auditor Use Only Ej Check if action plan is acceptable Date received: ark he.e to eritr� � date. Reviewed by: Dateaick 'sere it ermer a axe Action implemented: ❑ Satisfactory ❑ Not Satisfactory IDate verified: I Click here to enter a date. Verified by: Click here to enter IrA OCSPA-05.1 A.7 - P167 Office of Effective Date 12/12/2013 Children's Services r�P�eK tdnm�l6b b f n! ptM CSA Financial/Compliance Program Audit Quality Improvement Plan Audit Client Name: Pittsylvania County Audit/File Number 07-2017 Audit Report Date: 04/04/2017 Quality Improvement Plan Date: 6/6/2017 Instructions: A separate form must be completed for each audit condition included in the final report For OCS Program Auditor Use Only QUALITY IMPROVEMENT PLAN DETAILS Observation Task Description Responsible Party Target Self Reporting Status No. Click here to enter a date Click here to enter text. Date Click here to enter a date. In Progress Completed 2 The Pittsylvania County CSA Polity and CPMT, CSA 12/31/2017 Procedures Manual states "local staff Coordinator (including but not limited to agency This policy directors, superintendents, supervisors, change will and case managers) having any be interaction with local CSA must have an approved annual training provided by the CSA at the June Coordinator." CPMT will change policy 2017 CPMT to read "The CSA Coordinator will offer Meeting. an annual training to anyone who has any interaction with local CSA (including but not limited to agency directors, superintendents, supervisors, and case managers)." Please check if attachments are included. If tasked described is not complete, please explain: Click here to enter text. PLAN APPROVAL LPRINTED RE: Title: Date: NAME: For OCS Program Auditor Use Only El Check if action plan is acceptable Date received: cork here to emer a date. I Reviewed by: Date:arck here toenter a date Action implemented: Date verified: Verified by: ❑ Satisfactory ❑ Not Satisfactory Click here to enter a date Click here to enter text. OCSPA-05.1 A.7 - P168 0 Office of Effective Date 12/12/2013 Children's services [npe.suq mmnuJem m u.e puh CSA Financial/Compliance Program Audit Quality Improvement Plan Audit Client Name: Pittsylvania County Audit/File Number 07-2017 Audit Report Date: 04/04/2017 Quality Improvement Plan Date: 6/6/2017 Instructions: A separate form must be completed for each audit condition included in the final rennrt QUALITY IMPROVEMENT PLAN DETAILS Observation Task Description Responsible Party Target Self Reporting Status No. ❑ Satisfactory Not Satisfactory Click here to enter a date Date 6/6/2017 In Progress Completed 3 CPIVIT, CSA Coordinator, and Pittsylvania CPMT, CSA 12/31/2017 County Schools will ensure that Wrap Coordinator, Around Services for Students with Pittsylvania Disabilities Funding will be utilized to County Schools serve children in the home and community to address needs associated with a disability that threaten the student's ability to be maintained in the home, community, or school setting. Funding will be used while remaining in compliance with the special education mandate cited in COV §2.2-5211(8)(1). Please check if attachments are included. If tasked described is not complete, please explain: Click here to enter text. PLAN APPROVAL d SIGNATURE: Title: I Date: I PRINTED NAME: ................................................... For OCs Program Auditor Use Only Check if action plan Is acceptable I Date received: av,e h111 i„ zmr, F date I Reviewed by: d-te Action implemented: Date verified: Verified by: ❑ Satisfactory Not Satisfactory Click here to enter a date Click hese ie enter iezl OCSPA-05.1 A.7 - P169 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for May 2017 - Requires a motion and a 10 -day layover. SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): VanDerHyde AGENDA DATE: 6-20-17 ACTION: Yes ITEM NUMBER: 12 ATTACHMENTS: Expenditures Refunds Memo Attached is a list of expenditure refunds for the month of May 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 $64,765.92 as follows: $467.00 to Fleet -Parts (100-4- 012520-6030), $322.40 to Fleet -Labor (100-4-012520-6031), $8.61 to Registrar -Salaries and Wages -Regular (100-4-013200-5500), $1,000.00 to Clerk of Court -Svc Contracts (100-4- 021600-3320), $92.43 to Clerk of Court -Office Supplies (100-4-021600-6001), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $5,859.73 to Sheriff -Training (100-4-031200- 5540), $500.00 to Sheriff -Project Lifesaver (100-4-031200-5882), $1,921.80 to Sheriff -Parts (100-4-031200-6030), $1,145.80 to Sheriff -Labor (100-4-031200-6031), $52.00 to Jail -Food Supplies (100-4-033100-6002), $105.00 to Animal Control -Donations (100-4-035100-5883), $121.00 to Animal Shelter -Professional Services (100-4-035110-3110), $20.00 to E911 -Travel (100-4-035500-5500), $100.00 to CSA -Travel (100-4-053500-5500), $52,950.15 to WIA-Rent (251-4-353853-6014). REQUIRES A MOTION AND A 10 -DAY LAYOVER. P170 Finance Department P.O. Bos 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator FROM: Kim Van Der Hyde �V11 Finance Director SUBJECT: April Expenditure Refunds DATE: June 7. 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 May. 1 am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-012520-6030 Fleet -Parts 467.00 Insurance Claim 100-4-012520-6031 Fleet -Labor 322.40 Insurance Claim 100-4-013200-5500 Registrar -Travel 8.61 Reimbursement 100-4-021600-3320 Clerk of Court -Svc Contracts 1,000.00 Reimbursement 100-4-021600-60051 Clerk of Court -Copier Lease 100.00 Reimbursement 100-4-021600-60051 Clerk of Court -Office Supplies 92.43 Reimbursement 100-4-031200-5540 Sheriff' -Training 5,859.73 Summer Camp Reimbursement 100-4-031200-5882 Sheriff -Project Lifesaver 500.00 Project Lifesaver Contribution 100-3-000000-189903 P171 100-4-031200-6030 Sheriff -Parts 1,921.80 Insurance Claim 100-4-031200-6031 Sheriff -Labor 1,145.80 Insurance Claim 100-4-033100-6002 Jail -Food Supplies 52.00 Reimbursement 100-4-035100-5883 Animal Control -Donations 105.00 Donations 100-4-035110-3110 Animal Shelter -Professional Sery 121.00 Veterinary Services 100-4-035500-5500 E911 -Travel 20.00 Reimbursement 100-4-053500-5500 CSA -Travel 100.00 Reimbursement 251-4-353853-6014 WIA-Other Operating 52,950.15 Rent Payments (251-3-000000-150201) TOTAL MAY EXPENDITURE REFUNDS $64,765.92 P172 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Year End Budget Adjustments -Requires a 6-20-17 13 Roll Call Vote. ACTION: SUBJECT/PROPOSAL/REQUEST: Yes Year -End Transfers and/or Appropriation STAFF CONTACT(S): Each year departmental/fund budgets are reviewed to determine if sufficient budget amounts exist to cover expenses until year-end. Most of these items are bookkepping entries required by the County's auditors. During the first round of reviews prior to 6-30-17, three funds require transfers and/or an appropriated amounts in order to eliminate bottom line deficits. These changes do not require addiitoanl local funds. The departments affected are: Treasurer, Commissioner, State Restricted Seizure Fund -Commonwealth's Attorney and the Veterinary Expense Fund. 1.) The Treasurer and Commissioner set aside funds in the Capital Improvements Fund (Fund 310) to pay for a WEB Paas module through Keystone Information Systems. The total that was originally set aside was $46,800. The current contract amount totals $49,299. The difference, $2,499 needs to be transferred from the Treasurer and Commissioner's respective budgets to cover this shortfall. The difference will be split equally between each department. Both departments will have sufficient funds in their FY2017 budgets to cover this shortfall. 2.) The State Restricted Seizure Fund for the Commonwealth's Attorney needs an additional $10,000 of appropriation to cover expneses thru year-end. This fund currently has an available appropriation of $17,732.46. 3.) The Veterinary Fund needs an additional appropriation of $2,203.98. This is the carryover balance from FY2016. This amount will be used to cover expenses associated with the spay and neuter incentive event that started in February. RECOMMENDATION: Staff recommends that the Board appropriate a total of $12,203.98 and approve transfers of $2,499 as discussed above. These items will be adjusted in the FY2017 budget. THIS ITEM REQUIRES A ROLL CALL VOTE. P173 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Deed of Easement: Ringgold Depot Road/SR 726 SUBJECT/PROPOSAL/REOUEST: Approve Deed of Easement STAFF CONTACT(S): Mr. Hunt AGENDA DATE: 06-20-2017 ACTION: Yes ATTACHMENTS: 1. Deed of Easement REVIEWED BY: 6'� ITEM NUMBER: 14 The City of Danville, Virginia (the "City"), has requested Pittsylvania County, Virginia (the "County"), grant it an easement to run power lines over property the County owns surrounding/over the Ringgold Trail Project (Ringgold Deport Road/SR 726). Since said easement is potentially the conveyance of a site development easement across public property for utilities, no public hearing is required under Virginia Code §15.2-1800(B)(ii). Moreover, Otis S. Hawker, Assistant County Administrator for Operations, has reviewed all relevant aspects of the City's request, and has determined that granting the attached Deed of Easement has no detrimental effect on the County or the County's related interests. RECOMMENDATION: Staff recommends the Board of Supervisors make a motion approving the execution of the attached Deed of Easement. P174 Ewmptfiom Recordation Taxes and Fees under Sections 58.1-822(A) (3),58.1-811(C) (4J), 58.1- 811(C) (5), 581-3315, 42.1-70,17.1-266 and 17.1-279(E) of the Code of Virginia, 1950, as amended. The existence of title insurance is unlmown to the Preparer. This instrument prepared by: Jeffery W. Davenport Power Tech Engineering LLC Project Name: Ringgold Depot Road GPIN: District: Dan River County: Pinsylvanis DEED OF EASEMENT THIS DEED OF EASEMENT is made and entered into this day of June, 2017, by and between PITTSYLVANIA COUNTY, VIRGINIA, a political subdivision of the Commonwealth of Virginia, herein referred to as "Grantor," and the CITY OF DANVILLE, VIRGINIA, a municipal corporation chartered under the laws of the Commonwealth of Virginia, herein referred to as "Grantee." WITNESSETH: 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 of which is hereby acknowledged by Grantor, Grantor does hereby grant and convey to Grantee, its licensees, agents, successors, and assigns, the following described easement: A permanent (30 ft.) easement (15 ft. on either side of center) and right-of-way for utility facilities, consisting of the perpetual right to enter and to install, construct, erect, maintain, repair, rebuild, replace, operate, and patrol such lines and facilities, including all necessary poles, conduits, cable, anchors, guys, wires, buried cables, buried wires, posts, terminals, location markers, manholes, fixtures, and other appurtenances, and the right to reconstruct, improve, add to, enlarge, change the type, as well as the size of, and remove such facilities or any of them or those of such other system or systems as are duly authorized by Grantee to use jointly its poles or trenches, as may be from time -to -time required, in, upon, under, over, or across the parcel or tract of land described as follows: [30' WIDE EASEMENT FOR OVERHEAD PRIMARY LINE, ALONGSIDE RINGGOLD DEPOT ROAD, RTE.726; detailed more fully and completely on the drawing attached hereto and made a part hereof.] Together with the right to permit any other person, firm, or corporation to attach or install wires to or together with any facilities hereunder within the Easement, and to operate the same for communications purposes with the right of ingress and egress to said premises at all times, to clear the land, and keep it cleared of all trees, undergrowth, or other obstructions within the Easement area, to trim and cut, and keep trimmed and cut all dead, weak, leaning, or dangerous trees or limbs outside of the Easement area which might interfere with or fall upon the lines or systems of communications or power transmission or distribution, and further grants, to the fullest extent the undersigned has the power to grant, P175 if at all, the rights hereinabove granted on the land heretofore described, over, along, under, and across the roads, street or highways adjoining or through said property. Grantor covenants that no permanent building or structure shall be erected within the Easement herein granted without the written consent of Grantee. This Easement shall run with the land of the Grantor, and shall be binding upon the heirs, executors, administrators, successors, and assigns of Grantor and Grantee. WITNESS the following signatures and seals. RIL"U�IlTORR PITTSYLVANIA COUNTY, VIRGINIA By: Title: Print Name: COMMONWEALTH OF VIRGINIA County of Pittsylvania, to -wit: I, , a Notary Public for the Commonwealth of Virginia at large, do hereby certify that , whose name is signed to the foregoing deed, bearing date of the day of June, 2017, has acknowledged the same before me in the jurisdiction aforesaid. Given under my hand this _ day of June, 2017. Notary Public My commission expires: APPROVED AS TO FORM: 7 V4 nNh_t_ J. Vaden Hunt, Esq. Pittsylvania County Attorney P176 [CIA.1210:13 CITY OF DANVILLE, VIRGINIA By: _ Title: Print COMMONWEALTH OF VIRGINIA City of Danville, to -wit: I, , a Notary Public for the Commonwealth of Virginia at large, do hereby certify that , whose name is signed to the foregoing deed, bearing date of the day of June, 2017, has acknowledged the same before me in the jurisdiction aforesaid. Given under my hand this _ day of June, 2017. Notary Public My commission expires: APPROVED AS TO FORM: W. Clarke Whitfield, Jr., Esq. Danville City Attorney P177 P178 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request to Surplus Items from old Blairs Middle School SUBJECUPROPOSAUREOUEST: Surplus Items STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 06-20-17 ACTION: Yes ITEM NUMBER: 15 ATTACHMENTS: 1. Letter from Pastor Kell Stone, Gospel Tabernacle Outreach Center, Gretna, VA Staff has received a request from Pastor Kell Stone, Pastor of the Gospel Tabernacle Outreach Center in Gretna, Virginia, to purchase the bleachers (8 sets), both basketball goals, and possibly kitchen supplies currently in the old Blairs Middle School. Staff values the eight (8) sets of bleachers at approximately $400 each. Due to their age, a value was not available for the basketball goals. Kitchen items include a 3 -door commercial refrigerator; a standard commercial refrigerator (located in the front office); and two (2) hobart mixers; all of which have an undetermined value. RECOMMENDATION: For the Board's consideration: If it is the Board's desire to allow Pastor Stone to purchase the aforementioned items, a motion and second is required, followed by an affirmative majority vote, declaring said items as surplus and to allow the sale to the items to Pastor Stone. P179 From: darvin darvin [mailto:Rospel tabernaclel@yahoo.comj Sent: Friday, May 19, 2017 9:04 AM To: David M. Smitherman <David.Smitherman@pitteov.ora> Subject: Re: Old Blairs Middle School Good morning Mr. Smitherman Just following up with you to see what the next steps are to us removing these items from the old Blairs Middle School and when we will be able to remove these items from the building. Also, to see what the decision is on the other items that my wife inquired about. Thank you Kell Stone On Wednesday, May 17, 2017 3:05 PM, darvin darvin <gospel tabernaclel (Dyahoo.com> wrote: The items that my wife mentioned were the refrigerator, freezer, and the stove. Also, we would like to know what the next steps are in order for us to get the items that have been approved for us to get. Thank you Kell Stone On Wednesday, May 17, 2017 2:45 PM, David M. Smitherman<David.Smitherman(a)pittgov.orq> wrote: Mr. Stone I have spoken with our Rec folks and understand that there are 10 sets of bleachers and that they do not wish to retain any. They also are willing to let go of the two basketball goals and backboards. I remember your wife stating that there were also kitchen appliances that are of interest. Could you kindly remind me of which items these are? Thank you. David P180 From: darvin darvin fmailto:gospel tabernaclel(a)yahoo.coml Sent: Wednesday, May 17, 2017 9:40 AM To: David M. Smitherman <David.Smitherman(&pittgov.org> Subject: Fw: Old Blairs Middle School On Wednesday, May 10, 2017 9:54 AM, darvin darvin <gospel tabernacle1 a()yahoo.com> wrote: Good morning My name is Kell L. Stone the pastor of the Gospel Tabernacle Outreach Center in Gretna, Va. We have recently purchased the old Northside High School at 203 Northside Drive, Gretna, Virginia. It has been brought to my attention that the county owns the old Blair Middle School in Blairs, VA. I am writing this letter to make a request to purchase the bleachers that are in the school, which are the original bleachers that were in the old Northside High School. I also would like to request to purchase both basketball goals that are in the gym. This would be a great asset to the plans that we have in our community center in Gretna, Virginia. Also, Mr. Smitherman, when would be a good time to meet at the Old Blairs Middle School to do the walk through? Sincerely Pastor Kell L. Stone 434-770-2167 203 Northside Drive Gretna, VA 24557 P181 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Request for Public Hearing: Amendment to 06-20-17 16 Zoning Ordinance ACTION: SUBJECT/PROPOSAL/REOUEST: Yes Year -End Transfers and/or Appropriation ATTACHMENTS: STAFF CONTACT(S): 1. Letter from Odie H. Shelton, Jr., Director of Mr. Hunt Code Compliance 2. Draft of Proposed Ordinance Amendment DISCUSSION: Staff received a letter from Mr. Shelton (see attached) stating on June 6, 2017, the Planning Commission held a public hearing regarding a proposed amendment to Sec. 35-179; Special Use Permits that would add the following: temporary uses — rodeos. It was the recommendation of the Planning Commission, by unanimous vote, requesting the Board of Supervisors favorably consider this proposed amendment. A public hearing for citizen input on the proposed amendment is required before the Board can vote on an ordinance change. RECOMMENDATION: Staff recommends that the Board approve advertising a public hearing for citizen input on the propsed amendment as presented, which would be held at the Board's next business meeting on Tuesday, July 18, 2017. P182 PITTSYLVANIA COUNTY VIRGINIA S � 4% Department of Code Compliance a�9 Phone Numbers: P.O. Drawer D o 1� �O Inspections (434) 432-7755 Chatham, Virginia 24531 Yr a Zoning (434) 432-1771 v CD y Fax (434) 432-7919 Odie H. Shelton, Jr., Director m 16 ' Y Gretna/Hurt(434)656-6211 MEMORANDUM TO: David Smitherman, County Administrator -4150 FROM: OdieH. Shelton, Jr., Director of Code Compliance DATE: June 7. 2017 SUBJECT: Amendment to the Zoning Ordinance The Pittsylvania County Planning Commission met on Tuesday, June 6, 2017, and held a public hearing regarding the proposed amendment to the Pittsylvania County Zoning Ordinance, Chapter 35 -Zoning` DIVISION 1, AGRICULTURAL DISTRICT (A-1) SEC. 35-179.SPECIAL USE PERMITS. to add the following: temporary uses — rodeos. The Planning Commission recommended by an 8 to 0 vote, with no opposition, that the Board of Supervisors approve the proposed change to the Pittsylvania County Zoning Ordinance. Should you have any further questions regarding this matter, please feel free to contact me at any time. OHS,Jr./khb C: J. Vaden Hunt, Esq., County Attorney Greg Sides, Assistant County Administrator P183 PITTSYLVANIA COUNTY CODE SEC. 35-179. SPECIAL USE PERMITS. The following uses shall be permitted only by special use permit: anaerobic digester (Amended September 8, 2009) apartments in combination with business/upstairs over business archery ranges automobile graveyard boat club campground (private) See Regulations Section 35-138. campground (public) See Regulations Section 35-138. carnivals circuses clubs (private) clubs (public) convenience store country club country store custom meat cutting operation emergency service facilities -fire, rescue fairs feed and see processing mill festivals (bluegrass and others) (Amended December 21, 1993 flea market food and groceries funeral homes and mortuaries garages, commercial for: automobiles, recreation vehicles, motorcycles general store golf clubs, club houses golf courses golf driving range grain mill operations heliports, airports kennels livestock market milk stations mining -conforming to State regulations meat processing -not a slaughter house motels, hotels, tourist, and resort facilities non -emergency medical transport parks, zoos, and petting zoos (Amended December 21, 1993) permanent chipping mill permanent planing mill permanent sawmill public facilities public garages P184 public offices public power generation public storage yards public substations public utilities public utilities -structures, towers pulpwood storage and processing quarrying -conforming to State regulations raceway radio & television stations radio & television towers radio & television transmission/transmitters recreational facilities (private) recreational facilities (public) restaurants rifle range, gun clubs, shooting ranges sales, service, and repair of: automobiles, trucks, recreational vehicles, motorcycles schools (public and private) slaughter house special temporary churches (Amended December 21, 1993) summer camp swim club temporary uses -construction activity, including associated buildings temporary uses -circuses, fairs, shows, carnivals, rodeos, not more than four (4) weeks duration turkey shoot wood preserving P185 APPOINTMENTS P186 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointments: (1) Danville-Pittsylvania Community Services Board (2) Pittsylvania County Social Services Board SUBJECT/PROPOSAL/REQUEST: Appointments STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 06-20-2017 ACTION: Yes ATTACHMENTS: None REVIEWED BY: ITEM NUMBER: 17 Danville-Pittsylvania Community Services Board: 1. Faith Stamps currently services at the At -Large representative on the Danville-Pittsylvania Community Services Board. Dr. Brown's term will end June 30, 2017, and she is eligible for re- appointment for another 3 -year term. 2. The Honorable Joe B. Davis has nominated Mr. Sid Allgood to represent the Dan River District on the Danville-Pittsylvania Community Services Board for a 3 -year term beginning July 1, 2017 until June 30, 2020. This would be a first tern for Mr. Allgood. 3. Faith Stamps currently services at the Westover District representative on the Danville- Pittsylvania Community Services Board. Ms. Stamps' term will end June 30, 2017, and she is eligible for re -appointment for another 3 -year term. Pittsylvania County Department of Social Services Board: 1. The Honorable Jessie L. Barksdale has nominated Mr. Dexter Miller to represent the Banister District on the Pittsylvania County Social Services Board for a 4 -year term beginning July 1, 2017 until June 30, 2021. This would be a first term for Mr. Miller. 2. Andrea L. Johnson currently serves as the Callands-Gretna representative on the Pittsylvania County Social Services Board. Ms. Johnson's term ends June 30, 2017 and she is eligible to serve another 4 -year term that would run from July 1, 2017 thru June 30, 2021. 3. Gracie Mays currently serves as the Tunstall representative on the Pittsylvania County Social Services Board. Ms. Mays' term ends June 30, 2017 and she is eligible to serve another 4 -year term that would run from July 1, 2017 thru June 30, 2021. 4. Earl Clifford Hodnett currently serves as the Chatham -Blairs representative on the Pittsylvania County Social Services Board. Mr. Hodnett's term ends June 30, 2017 and he is eligible to serve another 4 -year term that would run from July 1, 2017 thru June 30, 2021. For the Board's consideration. P187 REPORTS FROM MEMBERS P188 REPORTS FROM COUNTY ADMINISTRATOR P189 ADJOURNMENT P190