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07-18-2017 Work Session & Business Meetint PKTBOARD OF SUPERVISORS WORK SESSION BUSINESS MEETING PACKET JULY 18, 2017 1767 PI P2 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION Tuesday, July 18, 2017 4:30 PM Main Conference Room County Administration Building 1 Center Street, Chatham, Virginia AGENDA 1. Call to Order (4:30 pm) 2. Roll Call 3. Items to be Added 4. Approval of Agenda 5. New Business (a) Agenda Software Update (Flippen/Budd) Ms. Flippen, Mr. Budd, and Mr. Bumper have been reviewing various software for meeting agenda management and will present their recommendation for the Board's consideration. (b) Recommendations from Personnel Committee The Personnel Committee met on July 12, 2017and has recommended the adoption of Resolution 2017-07-01, to formally adopt the Classification and Compensation Study plan. Summary and Resolution 2017-07-01is an action item for the Business Meeting and can be located on Pages 46-47 (c) Voting Precincts (Smitherman) (d) Disposition of Surplus Property (Smitherman) The County has received requests from 2 different parties interested in the old Northside High School football field, which is still owned by the County. This is an action item for the Business Meeting and documents can be located on Pages 3645 (e) Discussion/Questions concerning upcoming Business Meeting 6. Staff Reports (if any) 7. Closed Sessions Consultation with legal counsel employed or retained by public body regarding specific legal matters requiring provision of legal advice by such counsel (a) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Solution Purpose: Project Update (b) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Box Purpose: Project Update (c) Authority: 2.2-371l(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Tap Purpose: Project Update (d) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Project Robot Purpose: Project Update (e) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Staunton River RIFA Purpose: Consultation with Legal Counsels Return to Open Session and Certification of Closed Session 8. Recess to Business Meeting (General District Courtroom — 7:00 pm) BUSINESS MEETING P5 P6 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING TUESDAY, JULY 18, 2017 General District Courtroom Edwin R. Shields Courthouse Addition 11 Banks Street, Chatham, VA AGENDA 1. Call to Order — 7:00 p.m. 2. Roll Call 3. Moment of Silence 4. Pledge of Allegiance 5. Items to be added to the Agenda APPROVAL OF AGENDA HEARING OF CITIZENS CONSENT AGENDA 6. (a) Minutes: June 20, 2017: BOS Business Meeting Pages 11-18 (b) Bill List: June 2017 (Online) (c) Certificates of Recognition; Career & Technical Students-SkillsUSA 2017 Competition Awards Pages 19-20 (d) Position Description Revision Pages 21-24 PUBLIC HEARINGS Rezoning Cases: Case 1: E and E of Virginia, LLC — Staunton River Election District: R-17-021 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 2: Kay S. Geyer — Chatham/Blairs Election District: R-17-022 R-1, Residential Suburban Subdivision District to B-2, Business District, General Case 3: Larry Barrett & Myrtle M. Barrett— Dan River Election District: R-17-020 R-1, Residential Suburban Subdivision District to B-2, Business District, General Expenditure Refunds for June 2017 - Motion made by Mr. Barksdale and seconded by Mr. Davis and has now met the 10 -day layover requirement. Pages 27-29 Requires a Roll Call Vote. 8. Contract Award: Renovations on Mt. Hermon Library Pages 31-32 9. Expenditure Refunds for June 2017 — Requires a motion & a Roll Call Vote. Pages 33-35 10. Request to Surplus Property; old Northside High School Football Field Pages36-45 11. Recommendations from Personnel Committee Pages 46-47 12. Recommendations, if any, from Work Session 13. Motions from Closed Sessions held at Work Session, if any APPOINTMENTS 14. Appointments: Danville-Pittsylvania Community Services Board; Pittsylvania County Social Services Board; Pittsylvania County Public Library Board of Trustees; Southern Area Agency on Aging; Danville-Pittsylvania County Tourism Advisory Committee Page 49 BOARD ANNOUNCEMENTS REPORTS FROM COUNTY ADMINISTRATOR ADJOURNMENT HEARING OF CITIZENS P9 CONSENT AGENDA P10 June 20, 2017 Business Meeting Pittsylvania County Board of Supervisors Business Meeting June 20, 2017 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Monday, June 20, 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 Tunstall District Joe B. Davis Dan River District Ronald S. Scearce Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands-Gretna District Elton W. Blackstock, Jr. Staunton River District Robert W. Warren 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, Ms. Kim Van Der Hyde, Director of Finance, Ms. Cheryl Boswell, Director of the Comprehensive Services Act; and Rebecca Flippen, Deputy Clerk were also present. Mr. Warren asked during the Moment of Silence, followed by the Pledge of Allegiance. Items to be Added to the Agenda Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the agenda with the following additions: (a) Discussion of Shula Drive (b) Closed Session: Consultation with legal counsel employed or retained by public body regarding specific legal matters requiring provision of legal advice by such counsel Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended Subject Matter: Staunton River Regional Industrial Facility Authority Purpose: Consultation with Legal Counsel Mr. Blackstock's motion was unanimously approved by the Board. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Barber to approve the agenda with the additional items, which was unanimously approved by the Board. Hearing of the Citizens 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. (a) Minutes: June 20, 2017: BOS Special Meeting June 20, 2017: BOS Business Meeting (b) Bill List — June 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 PH Board of Supervisors Business Meeting June 20, 2017 (d) Resolution: Tax Exempt Status for Financing — Hurt Volunteer Fire Department Resolution 2017-06-05 (e) Ratification of Tipping Fee Waiver Request: Leesville Lake Association (f) County Attorney Employment Agreement (g) Letters of Congratulation: Pittsylvania County 2017 Sports Hall of Fame Inductees (h) Proclamation: Danville-Pittsylvania Cancer Association, Inc.: 20tt' Celebration of Life (i) Resolutions of Recognition and Certificates of Recognition: Dan River High School Students Mr. Davis presented the students of Dan River High School with their certificates and resolutions. Mr. Scearce acknowledged the 2017 Pittsylvania County Sports Hall of Fame Inductees (proclamations/resolutions to be inserted) 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 Mr. Warren opened the public hearing at 7:22pm. Mr. Shelton explained that Lester A. Strode had petitioned to rezone 14.84 acres from R-1, Residential Suburban Subdivision District to B-2, Business District, General. The parcel is located on State Road 719/Lawless Creek Road in the Westover Election District. Once the property is rezoned to B-2, all uses listed under Section 35- 365 are a permitted use. The Planning Commission, with opposition, recommended denying the petitioner's request. Lester Strode was there to represent the petition. No one signed up to speak and Mr. Warren closed the public hearing at 7:24pm. Motion was made by Mr. Scearce, seconded by Mr. Blackstock, to deny rezoning Case R-17-018 from R-1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Scearce's motion was unanimously approved by the Board. 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 Mr. Warren opened the public hearing at 7:26pm. Mr. Shelton explained that Kermit and Lois Gibson had petitioned to rezone 1.28 acres, located on State Road 41/Franklin Turnpike in the Tunstall Election District from R-1, Residential Suburban Subdivision District to -1, Agricultural District. Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners' request. Richard Armstrong with Armstrong Land Surveying was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:30pm. Motion was made by Mr. Barber, seconded by Mr. Blackstock, to approve rezoning Case R-17-019 from R-1 to A-1 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. P12 Board of Supervisors Business Meeting June 20, 2017 Case 3: Cable Holdco Exchange, IIl, LLC — Staunton River Election District: R-17-020 R-1, Residential Suburban Subdivision District to B-2, Business District, General Mr. Warren opened the hearing at 7:29pm. Mr. Shelton explained that Cable Holdco Exchange, III, LLC, had petitioned to rezone 2.08 acres from R-1, Residential Suburban Subdivision District to B-2, Business District, General. The parcel is located on State Road 634/Blue Ridge Drive in the Staunton River Election District. 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. Keith Jones and James Jendrzejewski with Comcast were there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:30pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to rezone Case R-17-020 from R-1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock - Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Davis's motion was unanimously approved by the Board. This concluded the Rezoning Cases Public Hearing 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. Joseph Craddock, Area Land Use Engineer / Assistant Resident Engineer for Halifax Residency, presented 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 for Pittsylvania County. Mr. Warren opened the public hearing at 7:33pm. No one signed up to speak and Mr. Warren closed the hearing at 7:33pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the plan as presented, including the approval of Resolution 2017-06-06 adopting the plan, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. 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. Mr. Smitherman explained the Blue and Gray Education Society has applied for tax exemption on tangible personal property (a 2014 Ford Van, VIN# IFBSS3BL4EDA58919 with an assessed value of $4,910.00) which was submitted by the Commissioner of the Revenue's Office. The Honorable Shirley Hammock, Commissioner of the Revenue, has submitted the total loss of revenue if exempt to be $429.63. Mr. Warren opened the public hearing at 7:35pm. No one signed up to speak and Mr. Warren closed the hearing at 7:35pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to amend Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include the 2014 Ford Van, VIN# 1FBSS3BL4EDA58919, owned by the Blue and Gray Education Society and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce- Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. This concluded the Public Hearings. P13 Board of Supervisors Business Meeting June 20, 2017 Unfinished Business At the Board of Supervisors' May 16, 2017 meeting, 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), $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), 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 that had now been met and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. At the Board of Supervisors' May 16, 2017 meeting, a motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to 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 would be absorbed back into the unassigned fund balance. This motion had met the required 10 -Day Layover and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. News Business Cheryl Boswell, CSA Coordinator, explained she 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 attend more than 25% of regularly scheduled meetings." The Board of Supervisors, on a motion by Mr. Blackstock, seconded by Mr. Scearce and approved by a unanimous vote of approval by the Board, directed the County Attorney to consult the State to make sure this amendment to the attendance plan did not jeopardize the agreement between the State and Pittsylvania County, and tabled the issued until the he returns to the Board with an answer from the State, which was unanimously approved by the Board. Motion was made by Mr. Scearce, seconded by Mr. Davis, to make the following appointments to the CPMT, which was unanimously approved by the Board. 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 Motion was made by Mr. Barksdale, seconded by Mr. Davis, for the reappropriation of $64,765.92 as follows: $467.00 to Fleet -Parts (100-4-012520-6030), $322.40 P14 Board of supervisors Business Meeting June 20, 2017 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). Mr. Barksdale's motion required a 10 -Day Layover. Ms. Van Der Hyde, Director of Finance explained the following concerning Year End Budget Adjustments: 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 additional 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 perspective 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 expenses thru year-end. This fund currently has an available appropriation of $17,732.46. 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. Motion was made by Mr. Barber, seconded by Mr. Hagerman, to appropriate a total of $12,203.98 and approve transfers of $2,499 as discussed above, noting these items would be adjusted in the FY2017 budget. 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. Mr. Hunt explained the City of Danville, Virginia had requested Pittsylvania County grant it an easement to run power lines over property the County owns surrounding/over the Ringgold Trail Project located on Ringgold Depot 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). Review of all relevant aspects of the City's request was done by Otis Hawker, Assistant County Administrator for Operations, and Mr. Hawker determined that granting the Deed of Easement has no detrimental effect on the County or the County's related interests. Motion was made by Mr. Davis, seconded by Mr. Barksdale, to approve the Deed of Easement as presented by Mr. Hunt, which was unanimously approved by the Board. P15 Board of Supervisors Business Meeting June 20, 2017 Mr. Smitherman explained that staff had 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. Motion was made by Mr. Barksdale, seconded by Mr. Scearce, to surplus the aforementioned items and then auction them off on GovDeals.com, which was unanimously approved by the Board. Motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to authorize staff to advertise a public hearing to receive citizen input on a proposed amendment to Section 35-179; Special Use Permits that would add the following: temporary uses —rodeos; which was unanimously approved by the Board. Appointments: Danville-Pittsylvania Community Services Board: 1. Dr. Julie Brown currently services at the At -Large representative on the Danville- Pittsylvania Community Services Board. Dr. Brown's tern will end June 30, 2017, and she is eligible for re -appointment for another 3 -year term. Motion was made by Mr. Barksdale, seconded by Mr. Barber, to re -appoint Dr. Julie Brown as the At -Large representative on the Danville-Pittsylvania Community Services Board, which was unanimously approved by the Board. 2. Motion was made by Mr. Davis, seconded by Mr. Blackstock, to appoint 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 term for Mr. Allgood. The Board unanimously approved Mr. Davis's motion. Pittsylvania County Department of Social Services Board: 1. Motion was made by Barksdale, seconded by Mr. Davis, to appoint 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. Mr. Barksdale's motion was unanimously approved by the Board. 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. Motion was made by Mr. Hagerman, seconded by Mr. Barber, to re -appoint Andrea Johnson as the Callands/Gretna representative on the Pittsylvania County Social Services Board, which was unanimously approved by the Board of Supervisors. 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. Motion was made by Mr. Barber, seconded by Mr. Scearce, to re -appoint Gracie Mays as the Tunstall District representative on the Pittsylvania County Social Services Board, which was unanimously approved by the Board of Supervisors. P16 Board of Supervisors Business Meeting Jme 20, 2017 Added Items Mr. Blackstock explained at the Board of Supervisors had met earlier in the afternoon for the purpose of discussion the situation with Shula Drive. He stated this has been a discussion of the community since Mr. Ecker was serving on the Board, and that it has been a very contentious discussion within the community on how to best improve the situation with the intersection their at Shula Drive and Highwayview Road. Based on the discussion at that earlier meeting, Mr. Blackstock made a motion, seconded by Mr. Davis, for VDOT to implement the installation of Intersection Conflict Warning Systems (Lights) as in Option 1 as soon as possible; and for the County Administrator's office to begin working immediately with VDOT to apply for SMART Funds for the purpose of implementing Option 3; RCUT/J-Turn Intersection. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce- Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Mr. Blackstock thanked everyone who had been involved; VDOT representatives, especially Jay Craddock; all of the community who offered suggestions and those who served on the community's committee, and the Board members in helping to reach a decision for improving the safety situation in that area that everyone in the community could feel good about. Board Announcements Mr. Davis reminded everyone the Dan River High School Baseball team would be selling autographed hats, balls, bats, etc. at the high school on July 3rd to help raise money in order to pay for their State Championship rings. Mr. Blackstock stated the Renan Volunteer Fire Department would be holding an open house the upcoming Saturday at Ipm and everyone was invited. Mr. Hagerman invited any interested in attending to the Danville-Pittsylvania Cancer Assocation's 20u' Annual Celebration of Life on June 22n at the Strafford Convention Center in Danville. Mr. Barber expressed his deepest sympathies in the recent passing of Laurie Moran, who was the Director for the Danville-Pittsylvania County Chamber of Commerce and that she will be greatly missed by everyone in the County. Mr. Warren stated the Honorable Michael W. Taylor, Sheriff, had received the Mason's Award for Citizenship. Comments from County Administrator Mr. Smitherman stated his office has received multiple requests from internal and external governing offices that expressed interest in acquiring the Chatham Armory from the Board. Mr. Smitherman stated he has discussion with the Chairman of the Building and Grounds Committee on issuing an RFP process for those interested parties to respond to on what their proposed purpose was for the armory, their implementation plan, and their funding plan to achieve their purpose for the future use of that armory, which was agreeable with the Board. Closed Session Matters Motion was made by Mr. Blackstock, seconded by Mr. Davis, to enter into Closed Session for the purpose of consultation with legal counsel employed or retained by public body regarding specific legal matters requiring provision of legal advice by such counsel on the subject matter of the Staunton River RIFA, concerning consultation by retained counsel concerning documents in SR RIFA formation documents and counsel review of such, under authority VA Code 2.2-3711(A)(7). 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. P17 Board of Supervisors Business Meeting June 20, 2017 The Board entered into Closed Session at 8:05pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, 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 June 20, 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 The Board re-entered Open Session at 9:15pm Adiournment Mr. Warren adjourned the meeting at 9:15pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P18 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Certificates of Recognition: Career & Technical Students Awards at 2017 National SkillsUSA Competition Student Recognition STAFF CONTACT(S): Mr. Smitherrnan AGENDA DATE: 07-18-2017 CONSENT AGENDA: ACTION: Yes ITEM NUMBER: 6(c) ATTACHMENTS: List of students to be recognized REVIEWED BY: 6# Seven students from Pittsylvania County recently competed in the 2017 National SkillsUSA Competition. SkillsUSA is a partnership of students, teachers and industry working together to ensure American has a skilled workforce. RECOMMENDATION: For the Board's consideration. P19 Andrew Williams competed in the CNC Milling Specialist category. In this competition, Andrew had to write several CNC milling programs, interpret prints and measure/gage parts. Andrew was the only competitor to receive a perfect score during his interview portion of the competition. Andrew placed 19th overall in the CNC Milling Specialist competition. Andrew is a 2017 graduate of Gretna High School and will be attending DCC in the fall. Jacob Bowles competed in the CNC Technician competition. In this competition he had to write CNC turning and milling programs, interpret prints and measure/gage parts all while demonstrating theoretical knowledge of CNC machine configuring, setup and operations. Jacob placed 7th overall in the CNC Technician competition. Jacob is a 2017 graduate of Gretna High School and will be attending DCC in the fall. Matthew Conner competed in the CNC Turning Specialist competition. In this competition Matthew has to write CNC turning programs, interpret prints and measure/gage parts all while demonstrating theoretical knowledge of a CNC machine. Matthew placed 8th overall in the CNC Turning Specialist competition. Matthew is a 2017 graduate of Chatham High School and will be attending DCC in the fall. Andrew Williams, Jacob Bowles and Matthew Conner are 2017 graduates from the Precision Machining Program at the Pittsylvania Career and Technical Center under the instruction of Mr. Justin Owen. Mr. Owen accompanied them to the National Competition, coaching and encouraging them along the way. Students from the Precision Machining Program at the Pittsylvania Career and Technical Center have competed for the past three years. During this short time the program has produced eight state winners and seven that have had the opportunity to compete at the National level. Jenna Rowland competed in the job Skill Demonstration Competition. In the Job Skill Demonstration Competition students demonstrate a career objective in an occupational area that is first taught in their Career and Technical Education classroom. Jenna demonstrated how to properly use an Alco -Sensor device. Presentations and demonstrations should last between five and seven minutes. Jenna Rowland is a junior at Chatham High School and a student in the Criminal Justice Program at the Pittsylvania Career and Technical Center under the instruction of Mrs. Toni Morris. Heath Doss competed in the Industrial Motor Controls Competition. In this competition, Heath had to demonstrate knowledge of electrical principles, equipment and industry codes and standards as it relates to the design and installation of motor control systems. Additionally, he had to apply this knowledge by properly installing motor control equipment and associated enclosures, raceways, pilot devices and circuitry in accordance with accepted industry practice and National Electrical Code requirements. Heath is a 2017 graduate from Gretna High School and the Industrial Maintenance -Electricity program taught by Mr. Jim Pollard at the Pittsylvania Career and Technical Center. Tyler Riddle and Seth Woodson competed in the Mechatronics competition. In this competition students combine their industrial skills of mechanics, electronics and computer-based controls with a team oriented approach to problem solving. Tyler and Seth placed 15th overall in the Mechatronics competition. Tyler is a rising senior at Chatham High School and Seth is a rising senior at Tunstall High School and both will be completing the Industrial Maintenance- Electrician program at the Pittsylvania Career and Technical Center under the instruction of Mr. Jim Pollard. P2o PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Position Description Revision SUBJECT/PROPOSAL/REQUEST: STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 07-18-2017 ACTION: CONSENT AGENDA: ACTION: Yes ITEM NUMBER: 6(d) INFORMATION: INFORMATION: ATTACHMENTS: Job Description BACKGROUND: The Economic Development Director has assumed the duties of a former position, Director of Agribusiness, so the old position was revised and assumed the new title of Research & Marketing Manager. This change was approved at the February 6, 2017 Board of Supervisors Board Meeting. DISCUSSION: The Research & Marketing Manager job description has been revised. Because of this revision, the title has been changed to Economic Development Project Manager. RECOMMENDATION: Staff recommends that the Board of Supervisors repeal the Research & Marketing Manager position and replace it with the Economic Development Project Manager position. P21 Position Title: Economic Development Project Manager FLSA: Non- Exempt REPORTS To: Director of Economic Development GRAnE: 17 ($54,788 - $83,366) SUMMARY of POSITION: The purpose of this position is to develop, manage, and implement economic development projects designed to attract industry, create above average paying jobs, and increase the investment tax base. This is accomplished by participating in the marketing of Pittsylvania County; identifying prospective opportunities; reviewing, analyzing, and responding to prospect inquiries in a prompt and efficient manner; assisting and/or overseeing the development of industrial and business properties in the County's independent towns; and coordinating and participating in prospect visits. Other duties may include serving on a variety of boards; and planning, coordinating, and attending special events. ESSENTIAL Jos FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position -specific tasks. • Markets and recruits companies to Pittsylvania County by attending conferences and trade shows in order to market to site selectors and prospects; coordinating and participating in prospect visits, tours of workforce training facilities and educational institutions; and working with regional and state economic development agencies to create and submit information and proposals to clients. • Develops industrial and business property throughout County and Towns by working with a variety of partners; writing and administering grant applications for funding; working with engineering firms and legal counsel throughout planning and development; meeting with regulatory agencies to review and mitigate strategies; meeting with local, regional, state, and federal officials to solicit help during the development process; and working with applicable utility providers to plan services to sites. • Performs business retention by visiting existing businesses on a regular basis; promoting County and State business support programs, and is the department's ombudsman to both existing and prospective businesses. • Work with the agricultural business community to explore ways to add additional value to raised and harvested commodities and crops; pursue opportunities to attract complimentary agribusiness operations; and serve as the County's representative on the Virginia Agribusiness Council. Equal Opportunity Employer Rev 2016 P22 Administers enterprise zone program by submitting annual EZ report to State; working with companies in zone to utilize state resources; works to amend zone areas and incentives as needed; and coordinates directly with VADHCD. Monitors and keeps records of all performance agreements and their terms and conditions; ensures that all economic development grant provisions and requirements are being met; and compiles necessary data demonstrating company and/or grant performance. MINIMUM QUALIFICATIONS: Ability to read and interpret most complex documents, to write speeches and articles using original or innovative techniques and styles. Make effective and informative speeches and presentations on controversial or complex subjects to top management, public groups and /or boards, agencies and commissions. Define problems, collect data, establish facts and draw valid conclusions. Proficient in computer skills including Microsoft applications, electronic storage management, routine data base activities, spreadsheets and graphics. Handle multiple projects simultaneously. Strong work ethic•, positive and professional demeanor. Possession of a valid driver's license. REQUIRED KNOWLEDGE AND SHILLS: • Excellent communication, relationship -building, and customer services skills. • Highly organized, skilled in project management and data tracking and analysis; comfortable synthesizing and translating analysis into presentations and recommendations for various stakeholders. • General knowledge of small business financing, challenges, and available programs and resources. • Ability to work independently and also support the County by taking on different roles and responsibilities as needed to adapt to changing environments and priorities. • Strong computer skills (e.g. Microsoft Office products and databases); GIS software and mapping experience is a plus. • Occasional travel, including out of Country, is required as needed. EDUCATION AND EXPERIENCE: Graduation from an accredited college or university with a Bachelor's Degree in Public or Business Administration, Economic or Community Development, Commercial Real Estate, Agribusiness, Planning, Finance, or a related field. Over 2 years of progressively responsible work experience on a level that required either management or considerable involvement of projects and programs in economic development, redevelopment, commercial real estate development, business assistance, public facility or infrastructure development, public and/or private finance, planning and/or land use development, or workforce development. Experience working with or for Virginia economic development programs and grants, and supporting agencies and organizations are a plus. Selected individual will be required to have an active U.S. Passport. Equal Opportunity Employer Rev 2016 P23 ENVIRONMENTAL FACTORS AND CONDITIONS/PHYSICAL REQUIREMENTS: This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and repetitive motions, frequently requires using hands to finger, handle or feel and reaching with hands and arms and occasionally requires standing, walking, pushing or pulling and lifting; work requires close vision, distance vision, ability to adjust focus, depth perception, color perception, night vision and peripheral vision; 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; work requires preparing and analyzing written or computer data and operating motor vehicles or equipment; work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). EQUIPMENT AND TOOLS UTILIZED: Standard equipment includes motor vehicle, personal computer and standard office equipment. This description provides information regarding the essential functions of the designated job, and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties and performance that may be required of employees or be used to limit the nature and extent of assignments an employee may be given. SIGNATURE — REVIEW AND COMMENTS I have read this description and understand the requirements and responsibilities of the position. Signature of Employee Date Signature/Job Title of Supervisor Date Comments: Equal Opportunity Employer P24 Rev 2016 PUBLIC HEARING P25 UNFINISHED BUSINESS P26 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Expenditure Refunds for May 2017 -Motion made by Mr. Barksdale and seconded by Mr. Davis and has now met the 10 -day layover requirement. Requires a roll call vote. SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): BACKGROUND: AGENDA DATE: 7-18-17 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Expenditures Refunds Memo REVIEWED BY. � ITEM NUMBER: 7 INFORMATION: INFORMATION: 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). MOTION MADE BY MR. BARKSDALE AND SECONDED BY MR. DAVIS AND HAS NOW MET THE 10 -DAY LAYOVER REQUIREMENT. REQUIRES A ROLL CALL VOTE. P27 Finance Department P.O. Boa 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator FROM: Kim Van Der Hyde -'f 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. I 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 P28 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 P29 NEW BUSINESS P30 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Construction Renovations on Mt. Hermon Library Award contract Daniel Builders STAFF CONTACT(S): David SmitHermon, Otis Hawker AGENDA DATE: 07-18-2017 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: 1) Bid Sheet ITEM NUMBER: 8 INFORMATION: INFORMATION: BACKGROUND: The Purpose and Intent of the Invitation for Bid is to establish a contract for the renovations of the Mt. Hermon Library The Purchasing Department and Reynolds Architects mailed out six (6) copies of IFB Mount Hermon Branch Library Renovations. We advertised in 2 local newspapers, posted on the County's public notice board, County's website. We received four (4) responses. Low bid was $$221,950.00 from Daniel Builders, LLC. The bid is $51,950.00 over budget. If the Board wishes to proceed with this project, staff recommends an appropriation from unappropriated funds for $51,950.00 plus $5,000 for any contingencies during this project. RECOMMENDATION• Staff recommends the Board of Supervisors: (1) Award the contract to Daniels. LLC for $221,950.00 and; (2) Appropriate$56,950.00 from unappropriated funds. Requires Roll Call vote. P31 CREYNQLD$ rARGHITECTS INCORPQRATED BID SUMMARY Mount Hermon PROJECT: Branch Litrary BID DATE: June 21 2017 NAME -ADDRESS LUMP SUM BID BOND COMPLETION TIME Daniel Builders, LLC 257 Saddle Road Danville, VA 24541 $221 950 00 BID BOND 100 DAYS Price Construction, Inc. 1111 Callaway Road Rocky Mount, VA 24151 $ 237.200.00 BID BOND 180 DAYS Ouality Construction of Danville, Inc. 1325 Goodyear Blvd. Danville, VA 24541 $ _ 225.000 00 BID BOND 120 DAYS $ _ BID BOND DAYS $ _ BID BOND DAYS $ _ BID BOND DAYS $ _ BID BOND DAYS $ _ BID BOND DAYS $ _ BID BOND DAYS $ _ BID BOND DAYS $ _ BID BOND DAYS P32 AGENDA TITLE: PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: 7-18-17 Expenditure Refunds for June 2017 -Requires a motion ACTION: and a roll call vote. I Yes CONSENT AGENDA: ACTION: Budget Amendment for expenditure refunds ATTACHMENTS: Expenditures Refunds Memo STAFF CONTACT(S): REVIEWED BY: BACKGROUND: ITEM NUMBER: 9 INFORMATION: INFORMATION: Attached is a list of expenditure refunds for the month of June 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 $10,460.47 as follows: $52.17 to Fleet -Fuel (100-4-012520-6008), $1,000.00 to Clerk of Court -Svc Contracts (100-4-021600-3320), $410.25 to Clerk of Court -Office Supplies (100-4-021600-6001), $100.00 to Clerk of Court -Copier Lease (100-4-021600-60051), $53.07 to Sheriff - Subsistence & Lodging (100-4-031200-5530), $12.50 to Sheriff -Project Lifesaver (100-4-031200-5882), $178.98 to Sheriff -Undercover Work (100-4-031200-6024), $265.00 to Fire Marshal -Training & Education (100-4-031200-5540), $68.44 to Extradition (100-4-033100-5550), $32.00 to Jail -Food Supplies (100-4- 033100-6002), 100-4- 033100-6002), $60.00 to Animal Control -Donations (100-4-035100-5883), $8,231.06 to WIA-Rent (251-4- 353853-6014). REQUIRES A MOTION AND A ROLL CALL VOTE. P33 Finance Department P.O. Sox 426 Chatham, Virginia 24531 PITTSYLVANIA COUNTY VIRGINIA MEMO TO: David M. Smitherman County Administrator q FROM: Kim Van Der Hydeh Finance Director SUBJECT: June Expenditure Refunds DATE: July 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 June. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-012520-6008 Fleet -Fuel 52.17 Reimbursement 100-4-021600-3320 Clerk of Court -Repairs & Maint 1,000.00 Reimbursement 100-4-021600-6001 Clerk of Court -Office Supplies 410.25 Reimbursement 100-4-021600-60051 Clerk of Court -Copier Lease 100.00 Reimbursement 100-4-031200-5530 Sheriff -Subsistence & Lodging 53.07 Reimbursement 100-4-031200-5882 Sheriff -Project Lifesaver 12.50 Contribution (100-3-000000-189903) 100-4-031200-6024 Sheriff -Undercover Work 175.98 Restitution 100-4-031700-5540 Fire Marshal -Training & Education 265.00 Reimbursement 100-4-033100-5550 Extradition 68.44 P34 100-4-033100-6002 Jail -Food Supplies 32.00 Reimbursement for Food 100-4-035100-5883 Animal Control -Donation 60.00 Donation 251-4-353853-6014 WIA-Rent 8,231.06 Rent Payments (251-3-000000-150201) TOTAL JUNE EXPENDITURE REFUNDS $10,460.47 P35 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request to Surplus Property old Northside High School football field STAFF CONTACT(S): Smitherman AGENDA DATE: ITEM NUMBER: 07-18-2017 10 ACTION: Yes ATTACHMENTS 1. Letter from Elba Missionary Baptist Church 2. Letter from Northside High School Museum 3. Map of Property/Tax Cards BACKGROUND/DISCUSSION: The County has received two (2) letters of interest in purchasing the old Northisde High School football field property which the County owns. (Letters attached). The property is split into two (2) parcels; Parcels GPIN#2530-38-804 (2.1 acres with tax card showing a market value $21,000.00) and GPIN#2530-48-0335 (3.04 acres with tax card showing a market value of $30,400.00).. (Map/Tax Cards attached). As required by Virginia Code § 15.2-1800(B), the County must advertise and hold a public hearing to dispose of any publicly owned property. RECOMMENDATION: If it is the Board's desire to dispose of aforementioned property, staff requires authorization from the Board to advertise the disposal. P36 ELBA MISSIONARY BAPTIST CHURCH P.O. BOX 718 6 131 NORTHSIDE DRIVE GRETNA, VA 24557-0718 PHONE: 434-656-3174 June 30, 2017 Pittsylvania County Board of Supervisors Pittsylvania County Administrator 1 Center Street Chatham, VA 24531 Re: Land Acquisition — Former Northside High School Football Field, Gretna, VA Dear Sirs: I hope this letter finds you and yours doing well. My name is Henry Smith and I am sending this letter on behalf of the Elba Missionary Baptist Church in Gretna, Virginia. When Mr. William Pritchett was on the Board of Supervisors, Elba Missionary Baptist Church first inquired about obtaining the adjoining property of the old Northside High School (former football field). We feel that this location satisfies our vision of a new house of worship. We originally approached Mr. Pritchett about this property approximately 15 years ago. It was our understanding at the time that the County was considering another organization's request for the property. Fifteen years have passed and there has not been any developments or improvements made on the property. Maya Angelou once said "let faith be the bridge you build to overcome evil and welcome good." Our church has maintained its vision, built on faith, that we will meet the ever increasing needs of our community and welcome good. Our vision for the future includes expanding our reach into Gretna and the surrounding communities, with a new worship center that would provide classrooms and facilities for after school programs, programs to help youth develop their social, emotional, physical, cultural and academic skills, and allow for activities for senior and disabled citizens. Elba's current location will not allow for expansion because of the limited space. The basement of the church is being used as a fellowship hall for repasses and other social gatherings. Some of our senior and disabled members find it extremely difficult to use the steps or the ramp to access the basement. Acquisition of this property would allow us to build a single level church P37 and fellowship hall to better serve the members in the community without having to leave our home community. Elba Missionary Baptist Church has a long standing historical connection to the former Northside High School. In order to accommodate needed classroom space during the time of transition, Elba made space available within our church for classrooms for the school. Elba would like to maintain connection and especially that heritage. As well as maintain our standing as strong supports of the needs in our area. "Great things are brought about and burdens are lightened through the efforts of many hands anxiously engaged in a good cause. " These words were spoken by Elder M. Russel Ballard and reflect our desire that the Pittsylvania County Board of Supervisors consider our request to possibly declare this as excess property, thereby allowing us to acquire it. Enclosed is a picture of the land in question. The plots are numbered 2530-38-8407 and 2530- 48-0335. With God's Blessings, T Henry Smith Treasurer and Chairman of the Board of Trustees Elba Missionary Baptist Church Enclosures P38 Northside High School Museum 725 Corner Road IJava, VA 24565 Tel. # (434) 432-4545 July 10, 2017 Rebecca Flippen Deputy Clerk Pittsylvania County, VA Ms. Flippen I am writing this letter on behalf of the Northside High School Museum Committee. We, the museum committee are very much interested in obtaining the land containing the fenced in portion of the "Old Northside High School Football field" located beside the Payne Street Extension. If we are able to obtain this property from the county, we plan to use it to promote activities sponsored by the Northside High School Museum Committee and the Northside Alumni Association. Years ago, we asked for and was granted permission from the County Board of Supervisors to put a marker at the corner of Northside High School Drive and Payne Street Extension. This marker is located on the hill overlooking where the "Old Northside High School" stood before it was razed. We are a tax exempt organization and we are incorporated. Enclosed you will find paperwork supporting our status. If you need additional information from us or if you have any questions, please contact me at the above number. Thank you for any consideration given this matter Sincerely, Silas Musgrove, Chairman Northside High Museum P39 1. V. zve &�V® CMC7NNAT1, OR 45201 8Uloyer Identification Number: Date. [r0isi 51--06316120� DLN: 17053152043007 NORTHSIDE HIGH f;P SEMi' Contact Person - CIO SITAS MUSGROVE _ OF,.LLY" B DAVENPORT 33.050 725 CORNER RD Contact Telephone weber: u-AVi?, VA 24565 (677) 825-5500 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (vi) Forms 990 Required: Yes Effective Date of Exemption: March 9, 2007 Contribution Deductibility-- eductibility:Yes Yes Advance Ruling Ruding Date: December 31, 2011 Addendum Applies: No Dear Applicant: We are pleased to inform you that upon revi.eve of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified. as either public charities or private foundations. During your advance ruling period, you will be treated as'a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period to return the completed form. we v 11 then Beatify you, in writing, about your Public charity status_ Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. If you distribute funds to other organizations, your records must show whether they are exempt under section 501(c)(3). In oases where the recipient Tetter 1065 (DO/CG) P40 TATE C',ORPORAFtON COMMISSION Richinor .'Harch 9, 2007 ais is to cert y that the cert Cate of incorporation of Wforthside High Museum `was this day issued and adraittedto record in this office and teat the said corporation is authorized to transact its business suc jest to aff Virginia laws appf ca6fe to the corporation and its 6r�sinfss. Effective date: 9ilarch 9, 2007 CIS0313 = *kA 10,V State Corporation Commission � ttest. in YtF CCerk rrf the Commuswn 4803 P41 war -w._. v . 8-2880 422 2530-38-4680 2530-38-4367 T230-3 E -0 0-38-2017 ... P42 2530-48-0788 2530-4E LLJ Al. 0 oi 7/14/2017 caplus.myossi.com/gscwebp/pm.aspx?pval=2530-38-8407 BOARD OF SUPERVISORS PITTS CO Acct 105895 Dst: 12 AC:Tx 2.1000 Map A: 2530-38-8407 Card 1 of 1 Date 11/16/12 Cls: E74 Ap 2.1 Desc ST RD 792/MILLSTREAM DR LOT 1 P 0 BOX 426 Bk/Pg: LR12/06252 Zon: TZ Printed:04/03/17 Mb/Lt: B44/110M Nhd: 100 0% Lc Util: PUBLIC ;PUBLIC Updated:BREND CHATHAM, VA 24531 Cons : 0 Rd : 01 PAVED Topo Att: RT 792 Appr: DT Date:03/21/13 Info: E Time: BnBmUse MhCdDes SnLmSeg Type Ac Frnt Dpth Sf lA 9200 COMMERCIAL/IN2.10 Rem Ayb CndUnits Rate PdFo RsnEo RsnIcValue TFctr LtUp Adj%Value Remarks Mkt Val L 21,000 10000 0 21,000 Mkt Val B 0 Mkt Val T 21,000 Def Val 0 Net Val 21,000 Old Mkt L 21,000 Old Mkt B 0 Old Def 0 Old Net 21,000 http://caplus.myossi.mm/gscwebp/prc.aspx?pval=2530-38-8407 1N P44 7/14/2017 caplus.myossi.com/gscwebp/prc.aspx?pval=2530-08-0335 BOARD OF SUPERVISORS PITTS CO Acct 105895 Dst: 12 AC:Tx 3.0400 Map #: 2530-48-0335 Card 1 of 1 Date 07/08/05 Cls: E74 Ap 3.04 Desc ST RD 792/MILLSTREAM DR LOT 2 P 0 BOX 426 Bk/Pg: DB1503/569 Zon: TZ Printed:04/03/17 Mb/Lt: 644/110M Nhd: 100 0% Lc Util: PUBLIC ;PUBLIC Updated:BREND CHATHAM, VA 24531 Cons : 0 Rd : 01 PAVED Topo Att: RT 792 BnBmUse MhCdDes SnLmSeg Type Ac IA 9240 EXEMPT 3.04 Appr: DT Date:03/21/13 Info: E®E Time: Frnt Dpth Sf Rem Ayb CndUnits Rate PdFo RsnEo RsnIcValue TFctrLtUp Adj%Value Remarks Mkt Val L 30,400 10000 0 30,400 Mkt Val B 0 Mkt Val T 30,400 Def Val 0 Net Val 30,400 Old Mkt L 30,400 Old Mkt B 0 Old Def 0 Old Net 30,400 hUp://caplus.myossi.com/gscwebp/prc.aspx?pval=253048-0335 1/1 P45 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: I AGENDA DATE: ITEM NUMBER: Recommendations from Personnel Committee 1 07-18-2017 11 SUBJECT/PROPOSAL/REOUEST: Classification & Compensation Study STAFF CONTACT(S): Smitherman ACTION: Yes ATTACHMENTS Resolution 2017-07-01 REVIEWED BY: G" BACKGROUND/DISCUSSION: At its July 12 meeting, the Board's Personnel Committee received a report from Springsted Incorporated regarding the County's Classification and Compensation Study. In addition to recommendations regarding job classifications and benefits, the study recommended three (3) options to address market and tenure based pay inequities. The Personnel Committee recommends that the Board accept the recommendation to address positions below minimum of the pay scale and address tenure -based compression. A summary of the estimated annual cost to implement the recommended pay adjustments is provided below. Springsted recommendation year 1 year 2 year 3 Total $312,510 $202,514 $207,749 $722,772 3 year phase-in (4 FYs) FY2018 FY2019 FY2020 FY2021 current year* $156,255 $101,257 $103,874 previous yr carryover $156,255 $101,257 $103,874 FY TOTAL $156,255 $257,512 $205,131 $103,874 GRAND TOTAL** $156,255 $413,767 $618,898 $722,772 2 year phase-in FY2018* FY2019" current year $156,255 $410,262 previous yr carryover $156,255 FY TOTAL $156,255 $566,517 GRAND TOTAL** $722,772 Note: assumes 30% cost of benefits *January 1 implementation ..no COLA included AJuly 1 implementation RECOMMENDATION: The Board is asked to adopt the provided resolution to adopt the study, implement the pay adjustments over a multi-year schedule and implement a new open -range compenstion system and associated classifications. The Resolution also directs that a merit -based performance evaluation system be developed. P46 Vittgplbauia Couutp Jgoarb of *uperbi!gorfs RESOLUTION 2017-07-01 VIRGINIA: At a business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, July 18, 2017, the following resolution was presented and adopted. WHEREAS, the Pittsylvania County Board of Supervisors contracted with Springsted, Inc. to conduct a Compensation Study to evaluate the economic competitiveness and equity of the County's current compensation structure; and WHEREAS, Springsted, Inc. completed its comprehensive review and offered recommendations to improve the competitiveness, fairness and efficiency of the County's compensation structure; and WHEREAS, the Board of Supervisors recognizes that in order to meet its high expectations in the operation, management and delivery of services to County residents it is necessary to have high quality employees supported by a competitive and equitable compensation structure; and WHEREAS, the County's FY2017-18 budget includes funds to begin a three-year implementation of the study's recommendation; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors accepts and supports the recommendation from the consultant that, in a phased approach, the compensation of all employees be brought up to at least the minimum market standard, and that salary compression be addressed by increasing salaries by an increase of 0.5% per years of annual service; and BE IT FURTHER RESOLVED that the County's existing pay scale be changed to an open range system consisting of 35 grades, with associated position descriptions and classifications having an identified minimum, middle and maximum limits, to comply with recent compensation trends and improve both flexibility and competitiveness; and BE IT STILL FURTHER RESOLVED, that the Board of Supervisors directs staff to develop procedures to maintain compensation competitiveness and to develop a merit based performance evaluation system to recognize, motivate and enhance employee performance, and to present these policies for Board review and approval. Given under my hand this 18v' day of July, 2017. Robert W. "Bob", Chairman Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator Pittsylvania County Board of Supervisors P47 APPOINTMENTS P48 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Appointments: 1)Danville-Pittsylvania Community Services Board; 2)Pittsylvania County Social Services Board; 3)Pittsylvania County Public Library Board of Trustees; 4)Southern Area Agency on Aging; 5)Danville-Pittsylvania County Tourism Advisory Committee SUBJECT/PROPOSAL/REOUEST: Appointments STAFF CONTACT(S): Mr. Smitherman AGENDA DATE: 07-18-2017 ACTION: Yes ATTACHMENTS: None REVIEWED BY: ITEM NUMBER: 14 Danville-Pittsylvania Community Services Board: The Honorable Ronald Scearce has nominated Lorrie Eanes-Brooks to serve as the Westover District representative 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 term for Ms. Eanes-Brooks. Pittsylvania County Department of Social Services Board: The Honorable Robert W. "Bob" Warren has nominated W. Joseph "Joey" Bray to represent the Chatham/Blairs 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. Bray. Pittsylvania County Public Library Board of Trustees: The Honorable Jeny A. Hagerman has nominated York Pilson to serve as the Callands/Gretna representative on the Pittsylvania County Public Library Board of Trustees for a 4 - year term beginning July 1, 2017 — June 30, 2021. This would be a first term for Mr. Pilson. Southern Area Agency on Aeina: Anita White is eligible to serve as one of two Pittsylvania County representatives on the Southern Area Agency on Aging's Board of Directors. This seat has been vacant since August 22, 2015. The term is for a years and would begin immediate upon filling. Danville-Pittsylvania County Tourism Board: The Honorable Robert W. "Bob" Warren has nominated Meagan K. Baker to serve as a Pittsylvania County representative on the Danville-Pittsylvania County Tourism Advisory Committee. For the Board's consideration. P49 REPORTS FROM MEMBERS P50 REPORTS FROM COUNTY ADMINISTRATOR P51 ADJOURNMENT P52