08-15-2017 Work Session & Business Meetint PKTBOARD OF SUPERVISORS
FIRE & RESCUE POLICY AND
PROCEDURES COMMITTEE;
WORK SESSION;
E-
BUSINESS MEETING PACKET
AUGUST 15, 2017
170
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Pittsylvania County Board of Supervisors
FIRE & RESCUE
POLICY & PROCEDURES
COMMITTEE
Meeting
3:30 PM
Tuesday, August 15, 2017
Main Conference Room
County Administration Building
1 Center Street
Chatham, Virginia 24531
AGENDA
1. Call to Order (3:30 p.m.)
2. Roll Call
3. Approval of Agenda
4. New Business:
(a) Regional One Contract Extension Pages- 5-19
(b) Fire & Rescue Study Implementation Pages- 20-29
(c) Staff Reports
5. Questions/Open Discussion
6. Adjournment
PITTSYLVANIA COUNTY
Board of Supervisors
FIRE & RESCUE POLICY AND PROCEDURES COMMITTEE
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Regional One EMS Contract Extension 08-15-2017 4(a)
ACTION: INFORMATION:
SUBJECT/PROPOSAL/REOUEST: Yes
Contract Extension
ATTACHMENTS:
A) ROEMS Current Contract
STAFF CONTACT(S): B) Pittsylvania County Fire & Rescue Association
Davis Recommendation
C) Contract Proposal
REVIEWED BY:
BACKGROUND:
The Fire & Rescue Policy Committee will be presented information for discussion and consideration to
submit to the Board of Supervisors concerning the Regional One EMS Contract Extension.
DISCUSSION:
As aware, Regional One was contracted 10 years ago to provide back-up response service to the County's
Volunteer Rescue Departments. They currently provide two ambulances for $98,000 annually (Attachment
A). The contract expires September 1, 2017. The agreement is designed to have ambulances stationed to
respond when volunteers are unavailable; however, since May 2017, at the County's request, Regional One
has staged an ambulance in Hurt to be primary response in the area formerly served by Altavista Rescue
Squad. This change has greatly strained back-up availability in the remainder of the county. With this
decreased availablity volunteer agencies have suffered in meeting demands for EMS response.
The Fire & Rescue Association recommends the addition of a third Regional One ambulance to address this
deficiency (Attachment B). Regional One has provided two options. Option 1: Extend existing contract for
two (2) ambulances at $32,666.66 plus an additional $62,000.00 to provide a 3`d ambulance from September
1 until December 31, 2017; Option 2: Provide an additional year contract from September 1, 2017 to August
31, 2018 for $350,000.00. Option 2 would provide the three (3) ambulances as requested by the Fire &
Rescue Association and a QRV (Quick Response Vehicle) housed in the Chatham area with an Advanced
Life -Support person to respond direct to the scene. Funding for this expanded service is available from Fire
and Rescue budget roll-over funds ($116,425.18).
RECOMMENDATION:
Staff recommends the Committee recommend the Board of Supervisors amend the contract with ROEMS to
1) cover the extension request for $94,666.66 to provide service through December 31, 2017 or 2) extend the
contract with ROEMS for 12 months at $350,000. Authorize the County Administrator to sign the
amendment. (Attachment C)
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Regional One EMS
135 Forestdale Drive I Danville, VA 24540 1434-836-0994 ltduffer@regionaloneinc.com
Regional One; Inc
135 Forestdale Dr.
Danville, VA 24540
August 10, 2017
David M. Smitherman
County Administrator
1 Center St
Chatham, VA 24531
I am sending this letter to list two options for continuing the servers provided by Regional One,
Inc, for EMS transport services in Pittsylvania County. In the phone conversation with Mr. Davis
and the meeting we had early this week, it was my understanding, the county wanted to add a
third truck and needed an option for the remainder of this year and an option for 12 months.
Option 1
This optional would add a third truck to the county for the remainder of the 2017 calendar year.
The cost of this option would be $62,000.00. in addition to the current amount in the existing
contract. This would support the vehicle in the Hurt area. Regional One is the is the primary
agency for this area due to the closure of Altavista Rescue. This would place two trucks in the
Chatham area, and the third would cover north of Gretna. The truck will be located beside Hurt
Fire Department. Regional One would also request that the county assign two additional portable
radios to Regional One for this extra truck.
Option 2.
This option would place the third truck in the county for additional 12 months. This would be
based on the current contract and remain in effect until the end of the contract term. The cost of
this option would be $350,000.00 per contract year. This would include three ambulances and a
quick response vehicle (QRV) that would provide advanced life support to the county, for both
Regional One and the county volunteer units. Regional One would also request that the county
assign three additional portables to Regional One for the extra truck and the QRV. In this option,
you get the additional truck for the Hurt area two truck for the Chatham area and the QRV that
can cover the northern part of the county to support that entire EMS system. Regional will also
have a QRV in the Danville area that can assists if available for the southern regions of the
county or an ALS transport out the Danville office that can help.
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Regional One EMS
135 Forestdale Drive I Danville, VA 24540 1434-836-0994 ltduffer@regionaloneinc.com
Thank you for requesting the two options. Based on the meeting and my understanding of the
request I hope this has met the scope of what the county needs. I feel that adding the QRV
would help the system by keeping a staffed ambulance available when the county units request
advanced life support.
Tim Duffer
Director
Regional One, Inc
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Pittsylvania County Fire & Rescue Association
Mr. Smitherman and members of the Pittsylvania County Board of supervisors, the Fire & Rescue
Association met on Wednesday April 29, 2017 at the Pittsylvania Agriculture Complex in Chatham Va.
Our meeting addressed several very important issues. The first issue addressed was the emergency
medical call back-up services that are currently being provided by Regional One EMS
The association, in February, had asked a committee of their peers to evaluate EMS responses to include
the level of response and level of care delivered across the county. The Committee reported back at our
March Meeting their findings and a recommendation that we develop a new RFP and request raising the
number of backup ambulances from two units to three and they be strategically placed in the county for
maximum coverage. The level of service at that time was two ambulances located next to the
Agriculture Center on highway 29 in Chatham. This new recommendation would space these backup
units across the county to minimize response times. After this proposal at our March meeting Larry
Strader with Laurel Grove Fire and Rescue Department asked to be recognized and he proceeded to
inform the group that his organization would be termination EMS transport services that very month.
Before the RFP could be developed the Altavista Rescue Squad also went out of business in Pittsylvania
County. These two organizations accounted for a little over a thousand ems calls per year in Pittsylvania
County. Taking the two organizations going out of service in the county ,the Association voted
unanimously with all but one organization being represented, to request the board of supervisors to
take emergency action and increase the number of backup Ems transports that Regional One Ems
currently provides from two to three.
To provide a little background to this request, Prior to Altavista closing there were the two ambulances
at the Agriculture Center in Chatham and one of those has now been moved to Hurt to cover the seven
hundred plus calls that Altavista Rescue was covering . That being said by taking this unit and moving it
north the single truck left at the Agriculture Center is not able to adequately cover the remainder of the
county. This third truck will help tremendously with this situation until a new contract can be reached
with a transport agency in September when the current contract comes up for renewal.
I hope this has explained the concern and the urgency of this situation and sincerely hope that you all
will take swift action to correct the situation while a new RFP is developed and presented to you all for
consideration. If I can be of any further assistance please feel free to call me at 434-709-3687
Yours in service, Dean Fowler,
President, Pittsylvania County Fire & Rescue Association
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AMENDMENT TO AMBULANCE SERVICES AGREEMENT
For valuable consideration, receipt of which is hereby acknowledged and confirmed,
Regional One, Inc., d/b/a Regional EMS and Van's Med-Tee Transport and Services ("Regional
One") and Pittsylvania County, Virginia, a political subdivision of the Commonwealth of
Virginia (the "County"), parties to the Ambulance Services Agreement (the "Original
Agreement"), attached hereto as Exhibit "A" and made a part fully hereof, agree to modify and
amend said Original Agreement in the following ways:
(1) Article 3.2 shall be amended to increase the annual subsidy from $70,000.00 to
$98,000.00; and
(2) In order to fully comply with the new Commonwealth of Virginia EMS rules and
regulations, Regional One, forthwith, shall be considered a "designated emergency response
agency," having permission to function in the County; it is additionally acknowledged by the
County that Regional One meets all of its EMS response guidelines.
All other terms, conditions, and covenants of the Original Agreement shall remain in full
legal force and effect.
IN WITNESS WHEREOF, the parties have signed this Amendment to Ambulance
Services Agreement effective as of the first date written below:
REGIONAL ONE, INC., D/H/A REGIONAL EMS AND
VAN'S MED/'EE T"NSPJP W AND SERVICES
By:
DIRECTOR
Date:
COMMONWEALTH OF VIRGINIA
COUNTY OF PITTSYLVANIA /
The foregoing instrument was acknowledged before me this day of
2017, by m�, in his capacity as Executive Director of
Regional Oge, Inc.
Notary Public Brenda Robertson
NOTARY
ARY p PUBLIC �
, /� Commonwealth of Vroinia
My commission expires:: �✓ C � MYcommissionExpire,55/3lai
Page I of 2
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ram
Title: COUNTY ADMINISTRATOR
Date: 0 Z/4�/ 7
COMMONWEALTH OF VIRGINIA
COUNTY OF PITTSYLVANIA
The
-
Pittsylvarfia County,
foregoing instrument was acknowledged before me this day of
2017, by David M. Smitherman, in his capacity as County Administrator of
Virginia.
Notary Public
My commission expires:
APPROVED AS TO FO
r`afh �
J. VADEN HUNT, ESQ.
PITTSYLVANIA COUNTY ATTORNEY
Page 2 of 2
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Ambulance Services Agreement
Thi"mbulance Services Agreement ("Agreement") is made as of the
I�f day of September 2008 by and between Pittsylvania County, Virginia, a political
subdivision of the Commonwealth of Virginia ("Pittsylvania County"), and Regional
One, Inc., a Virginia corporation, d/b/a Regional One EMS and Van's Med-
Tec Transport and Services ("Regional One").
WITNESSETH
WHEREAS the Pittsylvania County Board of Supervisors issued a Request for
Proposal (#06-03-02) dated March 17, 2006 ("RFP") seeking proposals for: 1) emergency
ambulance services to back up the existing Pittsylvania County rescue squads when they
are not available; and 2) non -emergency ambulance services, for the citizens of
Pittsylvania County, as more fully set out in the RFP; and
WHEREAS Regional One is licensed by the Commonwealth of Virginia as an
Advanced Life Support EMS Agency and operates a business that provides emergency
medical treatment and emergency and non -emergency transportation services throughout
the Commonwealth of Virginia; and
WHEREAS Regional One submitted a timely proposal in response to the RFP and /
subsequently presented its proposal to Pittsylvania County; and
WHEREAS the Pittsylvania County Board of Supervisors selected Regional One
as the vendor to provide the services requested in the RFP.
NOW THEREFORE for and in consideration of the mutual covenants and
agreements herein contained and for other good and valuable consideration, the receipt
and sufficiency of which is hereby acknowledged, the parties agree as follows:
Article 1. Responsibilities of Reeional One
I.1 Provision of Services. Regional One shall provide for the citizens and residents
of Pittsylvania County: 1) emergency ambulance services to back up the existing
Pittsylvania County rescue squads when they are not available; and 2) non-
emergency ambulance services, twenty-four (24) hours per day, seven (7) days per
week, beginning on the Effective Date as defined below, pursuant to the tetras set
out herein.
A. Equipment. Regional One shall maintain the following equipment during the
term of this Agreement:
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Pit
i. Two (2) Advance Life Support ambulances equipped as required by the
Virginia Emergency Medical Services regulations, one (1) of which shall
be based within Pittsylvania County.
ii. A single -party telephone service for the receipt and dispatch of ambulance
services for use by the citizens of Pittsylvania County.
iii. A two-way radio communications system capable of maintaining radio
contact between Pittsylvania County's 411 Center and Regional One's
office(s) and each of its assigned ambulances on a designated VHF
frequency licensed to Pittsylvania County by the Federal Communications
Commission.
B. Personnel. Regional One shall provide only qualified and trained personnel to
perform services on its behalf under this Agreement, and at a minimum, shall .
assign pne (1) Emergency Medical Technician (Basic EMT -B) and one (1)
Emergency Medical Technician (Intermediate) (EMT -1) or Paramedic to each
ambulance designated for use hereunder.
C. Response Times. Regional One shall be present at the scene as directed by
dispatch and shall log on to the scene with dispatch within an average of twenty
QD minutes of receiving the initial dispatch call for emergency ambulance
services from Pittsylvania County.
1.2 Compliance with Regulations. Regional One shall comply with all local, state
and federal regulations applicable to the services it provides under this
Agreement.
1.3 Insurance. Regional One shall keep in force during the term of this Agreement
general liability insurance against any and all claims for bodily injury and property
damage arising out of the performance of this Agreement. Such insurance shall
have a combined single limit of not less than $1,000,000.00 per occurrence,
including a $500,000.00 limit for bodily injuries per occurrence and a
$100,000.00 limit for property damage per occurrence.
Article 2. Responsibilities of Pittsylvania County
2.1 Referral of Ambulance Services Calls to Regional One. Pittsylvania County
hereby designates Regional One as the provider of ambulance services within
Pittsylvania County as follows:
A. Emergency Ambulance Services. During the term of this Agreement,
Pittsylvania County shall request Regional One to answer all calls received for
emergency ambulance services when the existing Pittsylvania County rescue
squads are not available to timely-mspmW to such calls. Pittsylvania County
shall attempt to first d's atc all existing emergency ambulance service
providers, and shall dispatch Regional One only if and when no such other
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providers are available to answer the call. Pittsylvania County shall dispatch
Regional One utilizing a VHF frequency licensed to Pittsylvania County by
the Federal Communications Commission.
For purposes of this Agreement, the existing Pittsylvania County Rescue
Squads shall be deemed to be not available to timely respond to calls for
emergency ambulance services when, after a period of six minutes made by
dispatch to the volunteer agency having primary responsibility or to its mutual
aid agency and there has been no response received by dispatch from the
volunteer agency having primary responsibility or its mutual aid agency.
B. Non -Emergency Ambulance Services. All calls for non -emergency
ambulance services received by Pittsylvania County shall be promptly referred
to Regional One.
C. Definition. For purposes of this Agreement, the term "emergency ambulance
services" is deemed to mean the emergency transportation to a medical facility
of persons in need of immediate medical attention. The term "non -emergency
ambulance services" is deemed to mean the transportation of persons not in
need of immediate medical attention
D. Duty of County. The duties of Pittsylvania County, pursuant to this
Agreement, acting by and through its E911 Dispatch Center shall be to make
reasonable judgments based upon information provided by third parties as to
whether or not a particular call is deemed to be a call for emergency
ambulance services or a call for non -emergency ambulance services. The
parties hereto agree that the County nor any of its agents or employees, shall
have any liability to Regional One based upon simple negligence in the
determination of whether or not a particular call is determined to be a call for
emergency ambulance services or a call for non -emergency ambulance
services. The parties hereto further agree that no negligent determination as to
whether or not a particular call is for emergency ambulance services or for
non -emergency ambulance services shall be deemed to be a breach of the
terms and conditions of this Agreement, or default in the performance of the
Agreement.
2.2 Provision of Information. During the term of this Agreement, Pittsylvania
County shall timely provide Regional One with such information and
documentation as may be reasonably necessary for Regional One to perform its
duties hereunder, including adequate information pertaining to the nature of any
calls for emergency assistance, and the identity, characteristics, location and
condition of the person(s) in need of emergency assistance.
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Article 3. Compensation
3.1 Compensation, Regional One shall be solely responsible for billing and
collecting from third parties the fees it charges for its services, which fees are
attached hereto on Appendix A.
3.2 Pittsylvania County agrees to pay a subsidy to Regional One, Inc in the
amount of $70,000 per contract year. This money will be used to cover, non -
covered medical and EMS support services provided by Regional One. Payment
for this subsidy can be setup in Monthly, Quarterly, or Yearly payment.
3.3 Pittsylvania County further agrees to assist Regional One in its efforts to timely
obtain any permitting or zoning allowances that may be necessary for the
establishment by Regional One of a base of operation within Pittsylvania County
as required under Article 1.1(A)(i) hereof. The parties agree that the foregoing
does not constitute a commitment of any form of zoning approval. All parties
acknowledge that any ultimate decision on any zoning matter must be made by the
appropriate authorities, based upon sound and established zoning principles.
Article 4. Term and Termination
4.1 Effective Date. The date of this agreement shall be the Effective Date.
4.2 Term. The initial term of this Agreement is one (1) year, beginning on the
Effective Date, and shall automatically renew for successive one (1) year terms,
unless notice is given by one party to the other within sixty (60) days prior to the
end of the current term of its intention not to renew the Agreement.
4.3 Early Termination Nights.
A. Immediate Termination. Either party may terminate this Agreement if the
other party breaches any term, condition or provision of this Agreement and
fails to correct, remedy or remove the breach within thirty (30) days after it
receives written notice issued by the other party of the breach and that party's
intention to terminate. Pittsylvania County may terminate this Agreement
upon Regional One becoming insolvent or making an assignment for the
benefit of its creditors or liquidating or having a receiver appointed with
respect to its assets, and such insolvency is not remedied or such receivership
is not vacated within thirty (30) days after it receives written notice issued by
the other party.
Any immediate termination under the above provision shall be effective upon
the delivery of written notice thereof to the other party in compliance with this
Agreement.
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E. Other Termination Rights. With respect to any breach of this Agreement other
than one giving rise to immediate termination as set forth above, the non -
breaching party may terminate this Agreement thirty (30) days following the
delivery of written notice to the other party describing the act or omission
constituting the breach and the intent to terminate if the other party fails to
cure said breach within the thirty (30) day period.
Upon the early termination of this Agreement as allowed above, all rights and
obligations of the parties hereunder shall cease.
Article 5. Documentation
5.1 Record -Keeping. During the term of this Agreement, Regional One shall
maintain such records related to the services it provides hereunder as are required
to be kept by it under the regulations applicable to it as an Advanced Life Support
EMS Agency licensed by the Commonwealth of Virginia, and shall reasonably
make all such records available to the County Administrator upon request as
allowed by law and Regional One's privacy practices.
5.2 Confidentiality. Each party shall use its best efforts to preserve the
confidentiality of all nonpublic financial information, manuals, protocols,
marketing, and strategic information, client lists, patient lists, other information
regarding the operations of each party, and all patient records and other protected
health information ("Confidential Information"). Neither party shall disclose to
third parties any of the other party's Confidential Information without prior
written consent of the other party. Each party shall comply with applicable state
and federal laws and regulations with respect to all Confidential Information.
5.3 Patient/Client Records and Other Documents. All books, reports, patient
records and other documents prepared by or on behalf of Regional One in
connection with the services provided under this Agreement shall be the property
of Regional One, and the originals of such records shall be maintained at the
offices of Regional One. The parties acknowledge that all information and
records obtained in the course of Regional One providing services hereunder are
subject to confidentiality and disclosure provisions of applicable state and federal
laws and regulations.
5.4 Access to Records by Third Parties. The parties acknowledge that Regional One
is required to make available to the Secretary of the U.S. Department of Health
and Human Services (HHS), the U.S. Comptroller General, or their duly
authorized representatives, this Agreement, any subcontracts, and such books,
documents, and records that are necessary to certify the nature and extent of costs
for services pursuant to 42 U.S.C. 1345x (v)(1)(I) and 42 C.F.R. 420. 300 of seg..
Any disclosure under this paragraph shall not be construed as a waiver of any
legal rights to which Regional One may be entitled.
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Article 6. Indemnification
A 6.1 Regional One. Regional One shall indemnify, defend and hold harmless
' Pittsylvania County against and from any and all claims, demands, actions,
causes, costs, expenses liabilities and losses arising from (i) Regional One's
negligence or willful misconduct in providing services hereunder; (ii) any breach
or default in the performance of any obligation on Regional One's part hereunder;
(iii) any act of negligence or willful misconduct of Regional One or any officer,
agent or employee thereof that is the proximate cause of an injury.
Article 7. General Provisions
7.1 Independent Contractors. Nothing herein shall be deemed to establish a
partnership or joint venture between the parties. No personnel of either party shall
be deemed an employee of the other. No parry has the authority to act for any
other party except as may be expressly provided herein.
7.2 Compliance with Federal Laws. Other provisions of this Agreement
notwithstanding, each party shall comply with applicable state and federal laws in
performing its duties under this Agreement, including but not limited to Title VI
of the Civil Rights Act of 1964, and all applicable regulations of HHS regarding
discrimination on the ground of race, age, color, sex, handicap, national origin,
religion, disability, or exclusion from participation or denial of benefits under any
program or activity provided by any party. Nothing in this Agreement requires the
referral of any patient or the purchase of any item or service, or shall be construed
as an offer or payment of any cash or other remuneration, whether directly or
indirectly, overtly or covertly, for patient referrals or arranging the purchase or
lease of any item or service. All amounts paid hereunder are intended to reflect
fair market value for the services rendered, and are not intended to be an
inducement or payment for the referral of patients or for arranging the purchase,
lease or order of any item or service.
7.3 Governing Law. This Agreement shall be governed by the laws of the
Commonwealth of Virginia and any applicable local and federal laws, including
but not limited to the rules and regulations of HHS and any federal or state health
insurance program. Any provision of law that invalidates or is inconsistent with
the terms of this Agreement or that would cause any of the parties to be in
violation of law shall be deemed to have superseded the terms of this Agreement.
7.4 Notices. Any notice required or permitted hereunder shall be in writing, effective
as of the date of hand delivery, fax, or date of delivery by the U.S. Postal Service
by certified or registered mail, postage prepaid, return receipt requested, and
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addressed to the recipient requested at the address identified below. Either party
may change its notice address from time to time by written notice to the other
party in compliance herewith.
If To Fittsylvania County:
Pittsylvania County
ATTN: Dan Sleeper
P.O. Boz 426
Chatham, VA 24531
If To Regional One:
Regional One, Inc.
ATTN: Tim Duffer
135 Forestdale Drive
Danville, VA 24540
7.5 Severability/Waiver. If any portion of this Agreement shall be determined to be
legally invalid or unenforceable, such portion shall be ineffective only to the
extent of such invalidity or unenforceability, and the remaining portions thereof
and of this Agreement shall remain in full force and effect. A waiver of any
breach or failure to assert rights under this Agreement shall not be construed as a
continuing waiver of such rights.
7.6 Default. In the event that a party to this Agreement defaults in the performance of
any of the terms or obligations imposed upon such party by this Agreement or the
transactions contemplated hereby, the non -defaulting party may institute legal
proceeding to enforce the provisions of this Agreement. In such instance, in
addition to any other remedy, the defaulting party shall be responsible for the
reasonable attorneys' fees incurred by the non -defaulting party in pursuing such
action. The parties retain all rights at law and in equity to enforce the provisions
of this Agreement in accordance with applicable law.
7.7 Entire Agreement. This Agreement contains the complete and entire agreement
of the parties with respect to the subject matter addressed, supersedes all prior
agreements or negotiations, and may be amended only upon the written, signed
agreement of the parties.
7.8 Non -Assignability. The rights and obligations of the parties hereunder shall not
be assignable to any third party, and any attempted assignment shall automatically
and immediately terminate this Agreement.
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7.9 Choice of Forum.. Any and all disputes between the parties hereto shall be
resolved in the court of competent jurisdiction located in Pittsylvania County,
Virginia.
IN WITNESS WHEREOF, the parties have signed this Agreement effective as of the
first date written above.
Pittsytvania County,
Regional One, Inc. d/b/a Regional
One EMS and Van's Med-
Tee Transport and S vi es
0
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Executive
COMMONWEALTH OF VIRGINIA
CITY/COUNTY O i 1 I LC3.r to -wit:
I, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that
this day ersonally a peared before me, in my said jurisdiction,
, whose name is signed to the foregoing
Agreement as( h Inakj Adthinit&a46Z of Pittsylvania County, Virginia,
and acknowledged the same.
R GIVEN under my hand this 1 3Mday of i rl A JQ Q 2009.
My commission expires 'a
KATHY W. PARRISH Notary Public
NOTARY PUBUC
Comnanwealth of Virginia
Reg. *1993
Comrnimion Expires
COMMONWEALTH OF VIRGINIA
CITY/COUNTY OF / n v, /lam to -wit:
I, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that
this day personally appeared before me, in my said jurisdiction, Timothy J.Duffer, whose
name is signed to the foregoing Agreement as Executive Director of REGIONAL ONE,
INC., and acknowledged the same.
GIVEN under my hand this —Ly— day of J a 17 µa rX 2009.
My commission expires -�-- AeAe r—Ka l 2 D/D -e .
Notary Public
LAWREW;E E. HYL.TON, JFL
NOTARY PUBLIC
REOL4TRATION i 386453
COMMIOI dEN TH OF VIRGINIA
MW COMMISSION EXPIRES FEBRUARY 28, 2010
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PITTSYLVANIA COUNTY
Board of Supervisors
FIRE & RESCUE POLICY AND PROCEDURES COMMITTEE
EXECUTIVE SUMMARY
AGENDA TITLE: I AGENDA DATE: ITEM NUMBER:
Fire & Rescue Study Implementation — 08-15-2017 4(b)
Public Safety Coordinator
ACTION: INFORMATION:
Yes
SUBJECT/PROPOSAL/REOUEST:
ATTACHMENTS:
Fire & Rescue Study Implementation — A) Fire & Rescue Committee Study
Public Safety Coordinator Recommendation
B) Job Description
STAFF CONTACT(S):I REVIEWED BY:
Davis
BACKGROUND:
The Fire & Rescue Policy Committee will be presented information for discussion and consideration to
submit to the Board of Supervisors concerning the Fire & Rescue Study Implementation.
The appointed Fire and Rescue Study Committee did provide its final recommendations; included are 5
major goals (Attachment A):
1. Improve organization and operation of Fire & EMS services
2. Improve interdepartmental communications
3. Coordinate training
4. Improve administration and purchasing
5. Standardize service delivery and staffing
One of the top priorities of goal number one is hiring a Public Safety Director, or other similar position, to be
charged with overseeing the County's Fire/EMS and Fire Marshall's office. The Public Safety Coordinator
will also coordinate programing and services with volunteer Fire & Rescue services. Staff has reviewed
these requests and agrees that the top priority is having a dedicated staff member to recommend, coordinate
and lead the transformation of the County's Fire and Rescue Services. With the assistance of Emergency
Mgt. Director Jim Davis, HR Director Liz Jordan has developed a job description for the suggested position
(Attachment B). It is staff's recommendation that the attached be adopted and added to the County's pay
system at Grade 23. Funding for said position is available from anticipated unused Fire and Rescue budget
appropriation.
RECOMMENDATION:
Staff recommends the Committee recommend the Board of Supervisors create the position of Public Safety
Coordinator and authorize use of the existing and unobligated capital funds in the Fire & Rescue FYI 7/18
Budget.
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DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
PITTSYLVANIA COUNTY FIRE AND EMS STRATEGIC PLAN
GOAL 1: IMPROVE THE ORGANIZATION AND OPERATION OF ALL FIRE AND EMS SERVICES IN
PITTSYLVANIA COUNTY
ACTION STEP 1: The Board of Supervisors should officially recognize the Pittsylvania County
Fire and Rescue Association by adopting an ordinance stating such.
ACTION STEP 2: The Board of Supervisors needs to establish a new position, a Public Safety
Director, to ensure equitable fire, rescue, and emergency services to all residents and locations in
Pittsylvania County.
ACTION STEP 3: The Public Safety Director will ensure and hold accountable all Departments
to report to the Virginia Fire Incidents Reporting System (VFINS) and the Virginia Pre -Hospital
Information Bridge (VPAIB).
ACTIONS STEP 4: With input from all departments and stakeholders, the Public Safety Director
shall establish Standard Operating Guidelines (SOGs) consistent for all departments, both fire and
rescue.
SUMMARY AND ANALYSIS
As part of a special committee assigned by the County Administrator, outlined below are
observations as to the implementation of the recommendations as outlined in the Fire and EMS
Study. It is worth noting that the entire study is well written and documents what should happen to
improve the county's fire and EMS services.
THEME 1: Organizational and Operational Development
Centralized Authority for Fire and Rescue Services
1. We agree with all the recommendations as outlined in this section including the immediate
hiring of a Public Safety Director and support staff to efficiently operate the department.
2. The newly appointed director can use the recommendations set forth in the study to
implement improvements.
3. The Board of Supervisors should charge the Fire & Rescue Association to serve as a partner
with Director. Together they should serve as centralized unit responsible for all fire and rescue
issues throughout the County.
P21
DocuSign Envelope ID' 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
Consolidation of Smaller Departments
1. At the present time, the Committee is not prepared for such a drastic action. Nevertheless,
we feel this will be necessary to create sustainability in all areas of the fire and rescue
program. Research and analysis should take place under the direction and supervision and in
cooperation with the Public Safety Director.
Strategic Planning
I. Under the direction of the Public Safety Director, appointed members of the Board of
Supervisors, and appointed or selected members of the fire association, a strategic plan needs to
be developed outlining the implementation of the Fire and EMS Study over a period of time to be
determined. All recommendations should be implemented.
Accountability Practices
1. Under the direction of the Public Safety Director, a countywide SOG program should be
created to allow for accountability using the recommendations outlined in the fire and EMS study.
2. The County should hire a Safety/ Training Officer to serve alongside the Public Safety Director
to help coordinate and implement the strategic plan in addition to identifying health and safety
hazards.
Fire Prevention Activities
1. We fully support the recommendation that the fire marshal should have law enforcement
authority to enforce fire codes, fire investigations, and cite violations as needed.
THEME 2: Communications
Levels of Interdepartmental Communications
1. Effective communication is critical in managing and implementing a strategic plan along with
fire and rescue services. All recommendations under this section should be reviewed and made
part of the strategic plan.
P22
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
THEME 3: Training
Coordinated Training Program
1. The newly hired Public Safety Director with the help of the newly hired Safety /Training Officer
should work with a training committee to identify needed training, existing training hours of
volunteers, and coordinate all training within the County.
2. A Fire Training Officer and an EMS Training Officer should be identified and assigned to review,
recommend, and provide adequate training.
3. All new firefighters should be cross -trained in EMS
THEME 4: Budget and Administration
County Funding and Capital Improvements
1. A capital improvement plan should be developed by priority with input from all departments
and appointed positions.
A financial accountability plan should be developed to make transparent all monies paid by
county taxpayers.
Proof of an annual financial compilation will be required for all fire and EMS departments. This is
due no later than June 30th of each Fiscal Year to the County. Research and implementation of a
fire tax.
Standardization and Central Purchasing
1. Enforce group purchasing for large ticket items, i.e. trucks, turn -out gear, supplies, radios, EMS
equipment and supplies when County funding 100%
2. Improve and implement minimum specifications for apparatus and equipment.
3. All agencies should perform an annual inventory and report this to Pittsylvania County where
decisions can be made regarding future purchases.
P23
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
THEME 5: Delivery of Services
County wide standards should be implemented to ensure a high level of accountability.
2. Human capital needs should be identified to meet service demands.
3. Communication between departments, fire association, and Board of Supervisors should be
improved.
4. Utilizing call volume data and geography, the Board of Supervisors should authorize a study
to improve placement of fire and rescue stations in an effort to provide equitable service and non -
overlapping service areas.
Recruitment and Retention
1. The County should review and recommend an incentive based recruitment and retention
program.
2. The County should add to the Strategic Plan an emergency service section that addresses the
future personnel, equipment, and accountability needs of the emergency services of the County.
Operations and Staffing
1. The County should obtain one Operational Medical Director with one set of patient
care protocols.
2. The County should make every effort to reduce the citizen's insurance costs through standard
SOG's and balanced and equitable coverage.
P24
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-62D5-67F3851053F4
RESPECTFULLY SUBMITTED:
oauegme q:
6/26/2017
&ii ' eean'rowIer, Chair
(President of Pittsylvania County Fire & Rescue)
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Ra�aQd i♦Unn(Ekt 6/19/2017
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Ronald Merricks
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Steve Bowman, Fire Marshal
[oowsgiva
441n 6/19/2017
Jics snrss'MEO
m Davis, EM Coordinator
Uoe�sq.e b:
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9JFpf5TIpR.
Scott Hutcherson, Chief Renan Fire Dept.
�D—USW� by
GPaCi' "S 6/19/2017
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Gracie Mays, Tunstall District
Emsusgrca by:
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Mike Neal, Chief of Ringgold Fire & Rescue
[E npoe,.,Sq� dby:
E a,' 6/19/2017
Eric Col ert, Chief of Hurt Fire Dept.
P25
Position Title: Public Safety Officer
FLSA: Exempt
Reports To: Director of Emergency Management & Communications
SALARY GRADE: 23 ($52,433 — 86,515)
SUMMARY OF POSITION: The Public Safety Coordinator performs complex, difficult,
supervisory, management, administrative and technical work to oversee the activities, projects
and operations of the Fire and EMS Branches including acting as an incident commander and
emergency operations group chief as needed.. This position is a senior level position within the
County's leadership team and provides highly responsible and complex administrative support
to the County Administrator, and Board of Supervisors. The PS Coordinator oversees the
County's Fire, EMS, Fire Marshal's office and coordinates programming & services with
volunteer units of fire and rescue throughout the County. Position requires working hours
outside the normal 8 to 5 work day.
ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with
Disabilities Act, may include any of the following tasks, knowledge, skills and other
characteristics. The list that follows is not intended as a comprehensive list; it is intended to
provide a representative summary of the major duties and responsibilities. Incumbent(s) may
not be required to perform all duties listed, and may be required to perform additional,
position -specific tasks.
• Serves as the Public Safety Coordinator of Fire & EMS for the County in order to
provide these essential functions County wide;
• Develops and directs an overall set of goals and objectives for a total Public Safety
program including fire, EMS, and emergency management;
• Serves as a member of the Local Emergency Planning Committee;
• Develops policies and procedures for the administration of the overall Public Safety
program and upon adoption by the local governing body, carnes out the policies and
procedures;
• Prepares and manages the operational and capital outlay budgets for the Public Safety
program and agencies thereof;
• Ensures the development and implementation of a comprehensive plan for recruiting
and maintaining volunteer personnel;
• Ensures the development and maintenance of the County Hazardous Materials
Contingency Plan;
• Coordinates and makes appropriate recommendations concerning hazardous materials
planning within the County;
• Provides a clearinghouse to coordinate Public Safety activities in the County including
the provision of training and development of standards for the purchase of Public
Safety supplies and vehicles/apparatus;
• Makes recommendations to the County Administrator for the fire and EMS services,
and other activities related to the Public Safety program;
1
Rev 8/2017
P26
• Responsible for Fire Marshal's office;
• Ensures the maintenance of appropriate reports and records as required by the County,
State, and Federal authorities;
• Ensures and hold accountable all Agencies to report to the Virginia Fire Incidents
Reporting System (VFINS) and the Virginia Pre -Hospital Information Bridge
(VPAIB).
• Prepares and administers grants;
• Manages budgets, contracts & Mutual Aid Agreements as related to Fire & EMS.
• Liaison to the County EMS Back-up Contracted Provider.
• Establish Standard Operating Guidelines (SOGs) consistent for all agencies both fire
and EMS.
• Works with the Training Division to review, recommend, and provide adequate
training for all Fire & EMS agencies.
• Represents the County in job-related regional associations;
• Maintains appropriate liaison with volunteer units;
• Serves as needed as Emergency Incident Commander and Operations Group Chief,
• Serves as Deputy Coordinator of Emergency Management and attains all necessary
training as required through the Virginia Dept. of Emergency Management.
• Performs other duties as may be assigned.
REQUIRED KNOWLEDGE AND SHILLS:
A comprehensive knowledge of all aspects of Public Safety operations; advanced managerial
and exceptional public relations skills; ability to maintain accurate records and develop well
articulated reports; financial and budget preparation experience; ability to interact with,
motivate, and coordinate volunteer personnel; maintain an effective working relationship with
Public Safety personnel as well as law enforcement, other County department heads, and
community leaders. Must have an extensive background in Fire, EMS, and including volunteer
experience in these areas; must have working knowledge of Governmental Budgeting; must be
able to perform public speaking; must have a working knowledge of computers including but
not limited to Word, Excel, etc.; must be willing to gain knowledge in Environmental Laws;
must have a working knowledge of EMS Rules and Regulations; must have a knowledge of
emergency management; ability to utilize office software and email.
EDUCATION AND EXPERIENCE: A four year degree or equivalent in Public Administration,
Fire Science, Business Administration, or related advanced education in the Fire and Rescue
field; experience in Hazardous Materials with successful completion of Hazardous Materials
Operations; extensive experience in fire and rescue operations and incident command is
required; considerable experience in management including report and grant writing; familiarity
with NFPA and OSHA codes and guidelines in reference to fire and rescue operations and
personnel; education and experience with FEMA regulations and programs preferred; working
experience with rescue and fire apparatus specifications in addition to general municipal bid and
procurement procedures is highly desired. Supervisory experience required.
2
Rev 8/2017
P27
CERTIFICATIONS AND LICENSES: Minimum of EMT -Intermediate or Paramedic; Fire fighter II;
Fire Instructor II; Fire Officer II; Emergency Vehicle Operator; Incident Command; Firefighter
Safety; Vehicle Extrication; NIMS 100, 200, 300, 400, 700, 800. Must become certified as a
Fire Marshal within 24 months. Must have working knowledge of Rope, Trench and Confined
Space Rescue; Experience in Emergency Management required. Must be able to use a respirator
and Self Contained Breathing Apparatus.
The successful applicant will possess and maintain a valid Virginia Motor Vehicle Operator's
License. Note: Applicant must have and maintain a driving record acceptable to Pittsylvania
County and its insurance carrier(s).
ENVIRONMENTAL FACTORS AND CONDITIONS: Individual must be able to perform work in all
types of hazardous environments including, but not limited to natural, man-made and
environments that are immediately dangerous to life and health (IDLH). Individual must be
able to work in law enforcement situations. The work environment characteristics described
here are representative of those an employee encounters while performing the essential
functions of this job including, but not limited to the stated hazardous conditions:
• Outside weather conditions, including temperature extremes;
• Working near moving mechanical parts, on or around heavy equipment, traffic, ladders,
open trenches, scaffolding and heights;
• Exposure to various dust, chemicals, fumes, odors and gases;
• Risk of electrical shock and vibration;
• Tripping hazards from construction site debris and unstable walking surfaces;
• Unrestrained animals. Contact with dissatisfied or abusive individuals;
• Work is performed primarily in office, vehicles, and outdoor settings;
• The noise level in the work environment is usually quiet in the office and moderate to
loud in the field.
PHYSICAL REQUIREMENTS: The employee is regularly required to stand; sit; walk; talk or hear;
use hands and fingers, handle, feel or operate objects, tools, or controls; and reach with hands
and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or
crawl. Must be able to lift more than 50 lbs on a regular basis. Specific vision abilities required
by this job include close vision, distance vision, color vision, peripheral vision, depth
perception, and the ability to adjust focus. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
EQUIPMENT AND TOOLS UTILIZED: Must be physically able to operate a variety of machinery,
and equipment including copiers, computers and or other electronic devices, two-way radios,
levels, measuring gauges, circuit testers, meters, hand tools, etc. The employee must be able to
wear safety equipment required for each duty including, but not limited to, safety
goggles/glasses, hard hats, hearing protection, vests, gloves and safety shoes/boots.
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.
3
Rev 8/2017
P28
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:
P29
Rev 8/2017
WORK SESSION
P31
P32
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, August 15, 2017
4:30 PM
Main Conference Room
County Administration Building; I 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) Discussion of CSA Cost Increases (Sherry Flanagan, Social Services Director)
Page 34
(b) Discussion of Potential Board of Equalization Changes (Hon. Shirley Y.
Hammock; Commissioner of the Revenue) Pages 35-42
(c) Discussion of Mountain Valley Pipeline Permitting (J. Vaden Hunt, Esq.,
County Attorney; Gregory L. Sides, Assistant County Administrator) Page 43
(d) Fire & Rescue Study: Recommendations from Fire & Rescue Study Committee
and County Administrator (David M. Smitherman, County Administrator)
Pages 44-70
(e) Finance:
(i) Financial Report for 4h Quarter (Kim Van Der Hyde, Finance Director)
Pages 71-79
(ii) 2017 Encumbrance Carryovers (Kim Van Der Hyde, Finance Director)
Pages 80-91
(f) Moral Obligation Agreement: Axxor, N.A., LLC Refinancing (Matthew D.
Rowe, Economic Development Director Pages 92-95
(g) Request from Northside High School Museum (David M. Smitherman, County
Administrator) Pages 96-110
(h) Discussion/Questions Concerning Upcoming Business Meeting
6. Staff Reports (if any)
7. Closed Session (if any)
8. Adjourn to Business Meeting (General District Courtroom; 7:00 pm)
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE:
Comprehensive Serivices Act Cost Increases
REQUEST:
Discussion
STAFF CONTACT(S):
Sherry Flanagan, Director of Social Services for
BACKGROUND/DISCUSSION:
AGENDA DATE: ITEM NUMBER:
08/15/2017 5(a)
FOR INFORMATION:
YES
ATTACHMENTS:
REVIEWED BY:
The Honorable Jessie L. Barksdale has invited Sherry Flanagan, Director of Social Services for Pittsylvania
County, to discuss the rising cost of the Comprehensive Services Act (CSA) program.
RECOMMENDATION:
P34
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE:
Board of Equalization Sittings
REOUEST:
Limit the dates for applications for BOE hearings and
set the date by which the BOE must dispose of all
applications.
CONTACT:
Hon. Shirley Y. Hammock, Comm. of the Revenue
AGENDA DATE: ITEM NUMBER:
8/15/17 5(b)
ACTION:
Potentially
ATTACHMENT:
(1) Letter from Commissioner of the Revenue
REVIEWED BY:
BACKGROUND/DISCUSSION:
Virginia Code § 58.1-3378 authorizes the Pittsylvania County Board of Supervisors (`BOS") to provide by
Ordinance the date by which Board of Equalization ("BOE") appeal applications must be made by property
owners. Said Code Section also allows the BOS to set the date by which the BOE must complete all appeals.
In the past, BOE appointment by the Pittsylvania County Circuit Court Judge have been for the tweleve (12)
month period of January 1 — December 31, after the effective date of the assessment for which they were
appointed. See Virginia Code § 58.1-3370. This can result in the BOE being called back into session after
having completed the set of hearings should a taxpayer wish to appeal. Setting a limitation on the appeal
application date and the final date the BOE can dispose of the appeals brings continuity to the entire process,
and allows the County to have sufficient clerical assistance to meet the notification requirements. Said
change, will also pass the information back to the Commissioner of the Revenue's ("COR") Office in a more
timely fashion; thereby, allowing for the making of any corrections needed to second half billings. After the
Circuit Court appointment and training, the BOE should convene by mid-March and set a schedule for
hearings. Said hearings will begin early April, and the BOE will complete its work by August 31, 2018.
RECOMMENDATION:
The COR recommends that the BOS set, via Ordinance to be presented at the September BOS Business
Meeting, that the last day to accept appeal applications as June 22, 2018 (thereby, giving enough time to meet
the fourty-five (45) day appeal notice requirement per Virginia Code § 58.1-3331), and set the last day for the
BOE to complete its work as August 31, 2018.
P35
August 3, 2017
OFFICE OF
COMMISSIONER OF THE REVENUE
PITTSYLVANIA COUNTY
Mr. David Smitherman
Pittsylvania County Administrator
PO Box 426
Chatham, VA 24531
P.O. BOX 272
CHATHAM. VIRGINIA24531
RE: BOARD OF EQUALIZATION APPOINTMENT AND SITTINGS
Dear Mr. Smitherman:
(434)432-7940
(434)6.56-6211
FAX(434)432-7957
sh i rley.haimnock(a)phigov.org
As the 2018 General Reassessment is nearing conclusion, I would like to call to your attention pursuant
to §58.1-3378 the governing body may, by ordinance limit the term of the Board of Equalization.
Ordinarily, the BOE's appointment would expire December 31, 2018. By setting a timeline for appeals to
be finalized, I feel this would be beneficial to the BOE members and the County, as well as to this office
to ensure timely processing of appeals.
In the past, the BOE's term has been for the entire year. Without term limitation, they could be called
into session anytime during their appointment if a taxpayer decided they wanted to appeal an
assessment. This would involve someone contacting the BOE chairman who in turn had to contact the
members and set a date to convene to hear the appeal.
I am bringing this to your attention due to the fact should the Board wish to proceed in this direction,
the deadlines must be printed on the reassessment notices that will be mailed in November. To allow
the contractor to get this information on the notices, this will require immediate action by the Board.
Should you have any questions, please feel free to contact this office.
Regards,
Shirley Y. Hammock
Commissioner of the Revenue
Cc_ J. Vaden Hunt, County Attorney
Don Thomas, Wingate Appraisal Services
P36
rage i o1 z
Code of Virginia
Title 58.1. Taxation
Chapter 32. Real Property Tax
§ 58•1-3378. Sittings; notices thereof.
Each board of equalization shall sit at and for such time or times as may be
necessary to discharge the duties imposed and to exercise the powers conferred by
this chapter. Of each sitting public notice shall be given at least io days beforehand
by publication in a newspaper having general circulation in the county or city and,
in a county, also by posting the notice at the courthouse and at each public library,
voting precinct or both. Such posting shall be done by the sheriff or his deputy.
Such notice shall inform the public that the board shall sit at the place or places and
on the days named therein for the purpose of equalizing real estate assessments in
such county or city and for the purpose of hearing complaints of inequalities
wherein the property owners allege a lack of uniformity in assessment, or errors in
acreage in such real estate assessments. The board also shall hear complaints that
real property is assessed at more than fair market value. Except as otherwise
provided by the Code of Virginia:
1. The fair market value of real property shall be established by the board as of
January 1 of the applicable year; or
2. If a county or city has adopted July 1 as its tax day for real property pursuant to §
58.1-3011, then, for other than public service corporation property, the fair market
value of real property shall be established by the board as of July 1 of the applicable
year.
The governing body of any county or city may provide by ordinance the date by
which applications must be made by property owners or lessees for relief. Such date
shall not be earlier than 3o days after the termination of the date set by the
assessing officer to hear objections to the assessments as provided in § 58.1-3330• If
no applications for relief are received by such date, the board of equalization shall
be deemed to have discharged its duties. Such governing body may also provide by
ordinance the deadline by which all applications must be finally disposed of by the
board of equalization. All such deadlines shall be clearly stated on the notice of
assessment. The governing body may provide for applications for relief to be made
electronically; however, taxpayers retain the right to file applications on traditional
paper forms provided by the governing body as long as such forms are submitted
prior to the established deadline. If such paper forms are mailed by the applicant,
http://law.lis.virginia.gov/vacode/title58.1/chapter32/section58.1-3378/ 8/7/2017
P37
Page 2 of 2
the postmark date shall be considered the date of receipt by the governing body. A
hearing for relief before the board of equalization regarding an assessment on
residential property shall not be denied on the basis of a lack of information on the
application for relief, as long as the application includes the address, the parcel
number, and the owner's proposed assessed value for the property. A hearing for
relief before the board of equalization regarding an assessment on commercial,
multi -family residential, or industrial property on the basis of fair market value
shall not be denied on the basis of a lack of information on the application, as long
as documentation of any applicable assessment methodologies is submitted with
the application, and the application includes the address, the parcel number, and
the owner's proposed assessed value for the property.
Code 1950, § 58-903; 1976, c. 679; 1983, c• 304; 1984, c• 675; 1989, c. 300; 2000, C.
383; 2003, c. 1036; 2013, c. 197.
http://law.lis.virginia.gov/vacode/title58.1/chapter32/section58.1-3378/ 8/7/2017
P38
Rebecca Flippen
From: Shirley Hammock
Sent: Tuesday, August 08, 2017 4:43 PM
To: J. Vaden Hunt, Esq.
Cc: Brenda O. Robertson; David M. Smitherman; Rebecca Flippen
Subject: FW: Board of Equalization Meetings
This is email Nick Morris from tax department sent me regarding contact person for training for BOE.
Shirley Hammock
Commissioner of the Revenue
Commissioner of the Revenue
PITTSYLVANIA COUNTY
VIRGINIA
Tel. (434) 432-7942
Fax. (434) 432-7957
Shirley.Hammockt2 pitt2ov.or2
www.pittsylvaniacountyva.gov /cor.htm
11 North blain Street
P.O. Box 272
Chatham, VA
24531
Any e-mail or other correspondence sent to a member of the Board of Supervisors, or any other public official or employee of
Pittsylvania County, Virginia (the "County"), in the transaction of public business, is considered a public record. Public records are
subject to the Virginia Freedom of Information Act ("VA FOIA"). Virginia law requires the County to provide a copy of any such e-
mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless
lawfully exempted from production/disclosure under VA FOIA. If you have received this email or any attachments in error, please
notify the sender immediately at (434) 432-7700, and by reply email, and delete this email and any attachments to it from your inbox,
sent items, and deleted items. Thank you.
From: Morris, Nicholas (TAX) [mailto:Nicholas.Morris@tax.virginia.gov]
Sent: Monday, August 7, 2017 4:13 PM
To: Shirley Hammock <Shirley.Hammock@pittgov.org>
Subject: RE: Board of Equalization Meetings
Hello Commissioner,
It is good hear from you. I hope you are doing well.
Yes, the provisions of 58.1-3331 still apply, so is important that those provisions are taken into account when
scheduling hearings. Again, they only apply to residential property having less than four living units.
Please contact (Terry) Theresa M. Born, Sr. Property Appraisal Consultant for the BOE Training. Phone:
804.786.4091, email: tberesa.bomna tax.virginia.gov
P39
PITTSYLVANIA COUNTY
VIRGINIA
J. Vaden Hunt f
County Attorney o y
P.O. Box 426 J
Chatham, Virginia 24531 s w
IJ6J
December 9, 2013
VIA HAND DELIVERY
Honorable Stacey W. Moreau
Pittsylvania County Circuit Court
22"d Judicial Circuit of Virginia
1 North Main Street
P.O. Box 31
Chatham, Virginia 24531-0031
Re: Establishment of Board of Equalization
Dear Judge Moreau:
Phone: 434-432-7720
Fax: 434-432-1778
Vaden.Hunt@pittgov.org
Per Virginia Code § 58.1-3370, the Board of Supervisors of Pittsylvania County, Virginia ("BOS"),
hereby officially requests that you, as Pittsylvania County Circuit Court Judge, establish a County
Board of Equalization of real estate assessments ("BOE"). For your reference and review, attached
hereto please find the County's previous BOE. Please be advised that the composition of the
previous BOE fully complied with the BOE requirements in Virginia Code § 58.1-3374.
Specifically, all were residents and freeholders of the County, at least thirty percent (30%) of the
members were "commercial or residential real estate appraisers, other real estate professionals,
builders, developers, or legal or financial professionals," and all have participated in the basic course
of instruction given by the Department of Taxation under Virginia Code § 58.1-206. Please be
further advised that the County has already contacted Jason Hughes ("Hughes") (804-371-0842;
Jason.Hughes@tax.virignia.gov) to provide the continuing education required of BOE members
pursuant to Virginia Code §§ 58.1-3374 and 58.1-206. As is customary, on behalf of the County,
Hughes will provide said continuing education after the Circuit Court establishes the BOE. Said
training will likely occur in early January. Finally, please note, per Virginia Code § 58.1-3375, that
the BOS has set a fixed salary of $150.00.per day, per member for the BOE for their services
provided to the County.
Please contact me if you have any questions about anything contained herein.
Sincerellyyours
I. V�
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
Encl.
Cc: James H. Snead (BOS Chairman); (via email); (w/ encl.)
Otis S. Hawker (Interim County Administrator); (via email); (w/ encl.)
Gregory L. Sides (Assistant County Administrator); (via email); (w/ encl,)
P40
PITTSYLVANIA COUNTY
BOARD OF EQUALIZATION
2010
Mr. Willie T. Fitzgerald
P. O. Box 871
Chatham, VA 24531
(434)432-9418
W. Grayson W. Jacobs
2717 Spring Road
Gretna, VA 24557
(434) 656-2879
Mr. Aaron W. Johnson
3050 Blue Ridge Drive
Gretna, VA 24557
(434) 656-1%5
Ms. Karen E Shelton
1058 Andrew Road
Gretna, VA 24557
(434) 656-3843
THE BOARD OF EQUALIZATION IS RECOMMENDED BY THE Prnsvl.vmu Cotwry
BOARD OF SUPERVISORS AND APPOINTED BY THE Prnsvr.VAMA Courny CBtcvff
C01wr AFTER THE GENERAL REASSESSMENT IS COMPLETED.
67a
P41
A public hearing was held to consider an Ordinance to establish a deadline for
submission of applications to the Board of Equalization for equalization of assessments, and to
require the Board of Equalization to complete its deliberations within a specific time frame. The
Ordinance establishes the deadline of June 25. 2014 for filing of applications and August 31,
2014 for the completion its work. The Ordinance also permits online filing of applications and
prescribes the form for filing such applications. Kevin Burke. County Attorney. sumtnn arized the
proposed Ordinance. No one else spoke. The public hearing was closed. Mr. Tr unbo moved to
adopt the following Ordinance. Mr. Sherbeyn seconded and. following discussion- the motion
was approved by a cote of to 0 as follows:
Ayes: :mfr. Christopher N. Granger; Afn Peter B, .Schwara; Nr. D. Lee
Sherbn•n; .Kr. R. Holder Trumbo, Jr.
Nays: None
Absent During Vote: Mr. Chester W Stribling
Abstention: None
ORDINANCE
AN ORDINANCE ESTABLISHING A DEADLINE FOR SUBMISSION OF APPLICATIONS
FOR EQUALIZATION OF REAL ESTATE ASSESSMENTS AND FOR THE BOARD OF
EQUALIZATION TO COMPLETE ITS DELIBERATIONS ON SUCH APPLICATION'S,
PRESCRIBING THE FORM FOR SUCH APPLICATIONS. AND PERMITTING THE
ELECTONIC FILING OF APPLICATIONS
WHEREAS. Fauquier County is currently undergoing a general reassessment of real
property within the County. to be effective January 1.2014; and
WHEREAS, Section 58.1-3370 of the Code of Virginia requires the establishment of a
Board of Equalization to receive applications from landowners seeking equalization of their real
estate assessments: and
WHEREAS. Section 58.1-3378 of the Code of Virginia provides that the Board of
Supervisors may establish a deadline by which applications for equalization of real estate
assessments nnnst be filed with the Board of Equalization; and
WHEREAS. Section 58.1-3378 of Hie Code of Virginia also provides that the Board of
Supervisors may establish a deadline for the Board of Equalization to finally dispose of all
applications for equalization of real estate asscssment; now, therefore, be it
[M
P42
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 8-15-17
Discussion of Mountain Valley Pipeline Permitting
INFORMATION:
SUBJECT/PROPOSAL/REOUEST: Yes
Discussion of Mountain Valley Pipeline Permitting
ATTACHMENTS:
No
STAFF CONTACT(S):
Hunt: Sides
DISCUSSION:
J. Vaden Hunt, Esq., County Attorney, and Greg L. Sides, Assistant County
presentation on how the County plans to handle permitting for the Mountain
P43
ITEM NUMBER:
5(c)
Administrator, will make an oral
Valley Pipeline project.
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE:
Fire & Rescue Policy & Procedures Committee
Committee Recommendations
STAFF CONTACT(S):
Smitherman
AGENDA DATE:
08/15/2017
ACTION:
Yes
ATTACHMENTS:
Yes
REVIEWED BY:0
ITEM NUMBER:
5(d)
BACKGROUND/DISCUSSION:
The Fire & Rescue Policy and Procedures Committee will meet at 3:30pm on Tuesday, August 15, 2017 for
the following:
(a) Regional One Contract Extension
(b) Fire & Rescue Study Implementation
(c) Staff Reports
Any recommendations from the Committee will be presented to the full Board at their Work Session for
further discussion.
RECOMMENDATION:
P44
Pittsylvania County Board of Supervisors
FIRE & RESCUE
POLICY & PROCEDURES
COMMITTEE
Meeting
3:30 PM
Tuesday, August 15, 2017
Main Conference Room
County Administration Building
1 Center Street
Chatham, Virginia 24531
AGENDA
1. Call to Order (3:30 p.m.)
2. Roll Call
3. Approval of Agenda
4. New Business:
(a) Regional One Contract Extension
(b) Fire & Rescue Study Implementation
(c) Staff Reports
5. Questions/Open Discussion
6. Adjournment
P45
PITTSYLVANIA COUNTY
Board of Supervisors
FIRE & RESCUE POLICY AND PROCEDURES COMMITTEE
EXECUTIVE SUMMARY
AGENDA TITLE:
Regional One EMS Contract Extension
SUBJECUPROPOSAUREOUEST:
Contract Extension
STAFF CONTACT(S):
Davis
AGENDA DATE:
08-15-2017
ACTION:
Yes
ITEM NUMBER:
4(a)
INFORMATION:
ATTACHMENTS:
A) ROEMS Current Contract
B) Pittsylvania County Fire & Rescue Association
Recommendation
C) Contract Proposal
REVIEWED BY: 0
BACKGROUND:
The Fire & Rescue Policy Committee will be presented information for discussion and consideration to
submit to the Board of Supervisors concerning the Regional One EMS Contract Extension.
DISCUSSION:
As aware, Regional One was contracted 10 years ago to provide back-up response service to the County's
Volunteer Rescue Departments. They currently provide two ambulances for $98,000 annually (Attachment
A). The contract expires September 1, 2017. The agreement is designed to have ambulances stationed to
respond when volunteers are unavailable; however, since May 2017, at the County's request, Regional One
has staged an ambulance in Hurt to be primary response in the area formerly served by Altavista Rescue
Squad. This change has greatly strained back-up availability in the remainder of the county. With this
decreased availablity volunteer agencies have suffered in meeting demands for EMS response.
The Fire & Rescue Association recommends the addition of a third Regional One ambulance to address this
deficiency (Attachment B). Regional One has provided two options. Option 1: Extend existing contract for
two (2) ambulances at $32,666.66 plus an additional $62,000.00 to provide a P ambulance from September
1 until December 31, 2017; Option 2: Provide an additional year contract from September 1, 2017 to August
31, 2018 for $350,000.00. Option 2 would provide the three (3) ambulances as requested by the Fire &
Rescue Association and a QRV (Quick Response Vehicle) housed in the Chatham area with an Advanced
Life -Support person to respond direct to the scene. Funding for this expanded service is available from Fire
and Rescue budget roll-over funds ($116,425.18).
Staff recommends the Committee recommend the Board of Supervisors amend the contract with ROEMS to
1) cover the extension request for $94,666.66 to provide service through December 31, 2017 or 2) extend the
contract with ROEMS for 12 months at $350,000. Authorize the County Administrator to sign the
amendment. (Attachment C)
P46
o-�G�O�NyA� p e
aar •x9aa��e..ve.
Regional One EMS
135 Forestdale Drive I Danville, VA 24540 1434-836-0994 ltduffer@regionaloneinc.com
Regional One, Inc
135 Forestdale Dr.
Danville, VA 24540
August 10, 2017
David M. Smitherman
County Administrator
1 Center St
Chatham, VA 24531
I am sending this letter to list two options for continuing the servers provided by Regional One,
Inc, for EMS transport services in Pittsylvania County. In the phone conversation with Mr. Davis
and the meeting we had early this week, it was my understanding, the county wanted to add a
third truck and needed an option for the remainder of this year and an option for 12 months.
Option 1
This optional would add a third truck to the county for the remainder of the 2017 calendar year.
The cost of this option would be $62,000.00. in addition to the current amount in the existing
contract. This would support the vehicle in the Hurt area. Regional One is the is the primary
agency for this area due to the closure of Altavista Rescue. This would place two trucks in the
Chatham area, and the third would cover north of Gretna. The truck will be located beside Hurt
Fire Department. Regional One would also request that the county assign two additional portable
radios to Regional One for this extra truck.
Option 2.
This option would place the third truck in the county for additional 12 months. This would be
based on the current contract and remain in effect until the end of the contract term. The cost of
this option would be $350,000.00 per contract year. This would include three ambulances and a
quick response vehicle (QRV) that would provide advanced life support to the county, for both
Regional One and the county volunteer units. Regional One would also request that the county
assign three additional portables to Regional One for the extra truck and the QRV. In this option,
you get the additional truck for the Hurt area two truck for the Chatham area and the QRV that
can cover the northern part of the county to support that entire EMS system. Regional will also
have a QRV in the Danville area that can assists if available for the southern regions of the
county or an ALS transport out the Danville office that can help.
P47
Regional One EMS
135 Forestdale Drive I Danville, VA 24540 1434-836-0994 ltduffer@regionaloneinc.com
Thank you for requesting the two options. Based on the meeting and my understanding of the
request I hope this has met the scope of what the county needs. I feel that adding the QRV
would help the system by keeping a staffed ambulance available when the county units request
advanced life support.
Tim Duffer
Director
Regional One, Inc
P48
Pittsylvania County Fire & Rescue Association
Mr. Smitherman and members of the Pittsylvania County Board of supervisors, the Fire & Rescue
Association met on Wednesday April 29, 2017 at the Pittsylvania Agriculture Complex in Chatham Va.
Our meeting addressed several very important issues. The first issue addressed was the emergency
medical call back-up services that are currently being provided by Regional One EMS.
The association, in February, had asked a committee of their peers to evaluate EMS responses to include
the level of response and level of care delivered across the county. The Committee reported back at our
March Meeting their findings and a recommendation that we develop a new RFP and request raising the
number of backup ambulances from two units to three and they be strategically placed in the county for
maximum coverage. The level of service at that time was two ambulances located next to the
Agriculture Center on highway 29 in Chatham. This new recommendation would space these backup
units across the county to minimize response times. After this proposal at our March meeting Larry
Strader with Laurel Grove Fire and Rescue Department asked to be recognized and he proceeded to
inform the group that his organization would be termination EMS transport services that very month.
Before the RFP could be developed the Altavista Rescue Squad also went out of business in Pittsylvania
County. These two organizations accounted for a little over a thousand ems calls per year in Pittsylvania
County. Taking the two organizations going out of service in the county,the Association voted
unanimously with all but one organization being represented, to request the board of supervisors to
take emergency action and increase the number of backup Ems transports that Regional One Ems
currently provides from two to three.
To provide a little background to this request, Prior to Altavista closing there were the two ambulances
at the Agriculture Center in Chatham and one of those has now been moved to Hurt to cover the seven
hundred plus calls that Altavista Rescue was covering . That being said by taking this unit and moving it
north the single truck left at the Agriculture Center is not able to adequately cover the remainder of the
county. This third truck will help tremendously with this situation until a new contract can be reached
with a transport agency in September when the current contract comes up for renewal.
I hope this has explained the concern and the urgency of this situation and sincerely hope that you all
will take swift action to correct the situation while a new RFP is developed and presented to you all for
consideration. If I can be of any further assistance please feel free to call me at 434-709-3687
Yours in service, Dean Fowler,
President, Pittsylvania County Fire & Rescue Association
P49
AMENDMENT TO AMBULANCE SERVICES AGREEMENT
For valuable consideration, receipt of which is hereby acknowledged and confirmed,
Regional One, Inc., d/b/a Regional EMS and Van's Med-Tee Transport and Services ("Regional
One") and Pittsylvania County, Virginia, a political subdivision of the Commonwealth of
Virginia (the "County"), parties to the Ambulance Services Agreement (the "Original
Agreement"), attached hereto as Exhibit "A" and made a part fully hereof, agree to modify and
amend said Original Agreement in the following ways:
(1) Article 3.2 shall be amended to increase the annual subsidy from $70,000.00 to
$98,000.00; and
(2) In order to fully comply with the new Commonwealth of Virginia EMS rules and
regulations, Regional One, forthwith, shall be considered a "designated emergency response
agency," having permission to function in the County; it is additionally acknowledged by the
County that Regional One meets all of its EMS response guidelines.
All other terms, conditions, and covenants of the Original Agreement shall remain in full
legal force and effect.
IN WITNESS WHEREOF, the parties have signed this Amendment to Ambulance
Services Agreement effective as of the first date written below:
REGIONAL ONE, INC., D/B/A REGIONAL EMS AND
VAN'S MED7'EE T"NSPP,010 AND SERVICES
By:
DIRECTOR
Date:
COMMONWEALTH OF VIRGINIA
COUNTY OF PITTSYLVANIA
The foregoing instrument was acknowledged before me this /L/ day of
2017, by Ll , in his capacity as Executive Director of '.
egional Ote, Inc.
Notary Public Brenda O'Nece Robertson
NOTARY PUE
Commonwealth offw vroinia
My Commission expires: My Commission Expires 5/31/201
7l11P�11?
Page I of 2
P50
Title: COUNTY ADMINISTRATOR
Date: 10 7- /k�/ 7
COMMONWEALTH OF VIRGINIA
COUNTY OF PITTSYLVANIA
✓✓bl The
%%4/
Pittsylvartia County,
foregoing instrument was acknowledged before me this � day of
2017, by David M. Smitherman, in his capacity as County Administrator of
Virginia.
Notary Public
My commission expires: /d
APPROVED AS TO FOR
J. VADEN HUNT, ESQ.
PITTSYLVANIA COUNTY ATTORNEY
Page 2 of 2
P51
Ambulance Services Agreement
This- Ambulance Services Agreement ("Agreement") is made as of the
day of September 2048 by and between Pittsylvania County, Virginia, a political
subdivision of the Commonwealth of Virginia ("Pittsylvania County"), and Regional
One, Inc., a Virginia corporation, d/b/a Regional One EMS and Van's Med-
Tee Transport and Services ("Regional One").
WITNESSETH
WHEREAS the Pittsylvania County Board of Supervisors issued a Request for
Proposal (#06-03-02) dated March 17, 2006 ("RFP") seeking proposals for: 1) emergency
ambulance services to back up the existing Pittsylvania County rescue squads when they
are not available; and 2) non -emergency ambulance services, for the citizens of
Pittsylvania County, as more fully set out in the RFP; and
WHEREAS Regional One is licensed by the Commonwealth of Virginia as an
Advanced Life Support EMS Agency and operates a business that provides emergency
medical treatment and emergency and non -emergency transportation services throughout
the Commonwealth of Virginia; and
WHEREAS Regional One submitted a timely proposal in response to the RFP and
subsequently presented its proposal to Pittsylvania County; and
WHEREAS the Pittsylvania County Board of Supervisors selected Regional One
as the vendor to provide the services requested in the RFP.
NOW THEREFORE for and in consideration of the mutual covenants and
agreements herein contained and for other good and valuable consideration, the receipt
and sufficiency of which is hereby acknowledged, the parties agree as follows:
Article 1. Responsibilities of Regional One
1.1 Provision of Services. Regional One shall provide for the citizens and residents
of Pittsylvania County: 1) emergency ambulance services to back up the existing
Pittsylvania County rescue squads when they are not available; and 2) non-
emergency ambulance services, twenty-four (24) hours per day, seven (7) days per
week, beginning on the Effective Date as defined below, pursuant to the terms set
out herein.
A. Equipment. Regional One shall maintain the following equipment during the
,erm of this Agreement:
P52
i. Two (2) Advance Life Support ambulances equipped as required by the
Virginia Emergency Medical Services regulations, one (1) of which shall
be based within Pittsylvania County.
ii. A single -party telephone service for the receipt and dispatch of ambulance
services for use by the citizens of Pittsylvania County.
iii. A two-way radio communications system capable of maintaining radio
contact between Pittsylvania County's 911 Center and Regional One's
office(s) and each of its assigned ambulances on a designated VHF
frequency licensed to Pittsylvania County by the Federal Communications
Commission.
B. Personnel. Regional One shall provide only qualified and trained personnel to
perform services on its behalf under this Agreement, and at a minimum, shall .
assign gne (1) Emergency Medical Technician (Basic EMT -B) and one (1)
Emergency Medical Technician (Intermediate) (EMT -1) or Panunedic to each
ambulance designated for use hereunder.
C. Response Times. Regional One shall be present at the scene as directed by
dispatch and shall log on to the scene with dispatch within an average of twenty
(Z9J minutes of receiving the initial dispatch call for emergency ambulance
services from Pittsylvania County.
1.2 Compliance with Regulations. Regional One shall comply with all local, state
and federal regulations applicable to the services it provides under this
Agreement.
1.3 Insurance. Regional One shall keep in force during the term of this Agreement
general liability insurance against any and all claims for bodily injury and property
damage arising out of the performance of this Agreement. Such insurance shall
have a combined single limit of not less than $1,000,000.00 per occurrence,
including a $500,000.00 limit for bodily injuries per occurrence and a
$100,000.00 limit for property damage per occurrence.
Article 2. Responsibilities of Pittsylvania Countv
2.1 Referral of Ambulance Services Calls to Regional One. Pittsylvania County
hereby designates Regional One as the provider of ambulance services within
Pittsylvania County as follows:
A. Emergency Ambulance Services. During the term of this Agreement,
Pittsylvania County shall request Regional One to answer all calls received for
emergency ambulance services when the existing Pittsylvania County rescue
squads are not available to timely re_�ond to such calls. Pittsylvania County
shall attempt to first dis atc all existing emergency ambulance service
providers, and shall dispatch Regional One only if and when no such other
P53
providers are available to answer the call. Pittsylvania County shall dispatch
Regional One utilizing a VHF frequency licensed to Pittsylvania County by
the Federal Communications Commission.
For purposes of this Agreement, the existing Pittsylvania County Rescue
Squads shall be deemed to be not available to timely respond to calls for
emergency ambulance services when, after a period of six minutes made by
dispatch to the volunteer agency having primary responsibility or to its mutual
aid agency and there has been no response received by dispatch from the
volunteer agency having primary responsibility or its mutual aid agency.
B. Non -Emergency Ambulance Services. All calls for non -emergency
ambulance services received by Pittsylvania County shall be promptly referred
to Regional One.
C. Definition. For purposes of this Agreement, the term "emergency ambulance
services" is deemed to mean the emergency transportation to a medical facility
of persons in need of immediate medical attention. The term "non -emergency
ambulance services" is deemed to mean the transportation of persons not in
need of immediate medical attention
D. Duty of County. The duties of Pittsylvania County, pursuant to this
Agreement, acting by and through its E911 Dispatch Center shall be to make
reasonable judgments based upon information provided by third parties as to
whether or not a particular call is deemed to be a call for emergency
ambulance services or a call for non -emergency ambulance services. The
parties hereto agree that the County nor any of its agents or employees, shall
have any liability to Regional One based upon simple negligence in the
determination of whether or not a particular call is determined to be a call for
emergency ambulance services or a call for non -emergency ambulance
services. The parties hereto further agree that no negligent determination as to
whether or not a particular call is for emergency ambulance services or for
non -emergency ambulance services shall be deemed to be a breach of the
terns and conditions of this Agreement, or default in the performance of the
Agreement.
2.2 Provision of Information. During the term of this Agreement, Pittsylvania
County shall timely provide Regional One with such information and
documentation as may be reasonably necessary for Regional One to perform its
duties hereunder, including adequate information pertaining to the nature of any
calls for emergency assistance, and the identity, characteristics, location and
condition of the person(s) in need of emergency assistance.
P54
Article 3. Compensation
3.1 Compensation. Regional One shall be solely responsible for billing and
collecting from third parties the fees it charges for its services, which fees are
attached hereto on Appendix A.
3.2 Pittsylvania County agrees to pay a subsidy to Regional One, Inc in the
amount of $70,000 per contract year. This money will be used to cover, non -
covered medical and EMS support services provided by Regional One. Payment
for this subsidy can be setup in Monthly, Quarterly, or Yearly payment.
3.3 Pittsylvania County further agrees to assist Regional One in its efforts to timely
obtain any permitting or zoning allowances that may be necessary for the
establishment by Regional One of a base of operation within Pittsylvania County
as required under Article 1.1(A)(i) hereof. The parties agree that the foregoing
does not constitute a commitment of any form of zoning approval. All parties
acknowledge that any ultimate decision on any zoning matter must be made by the
appropriate authorities, based upon sound and established zoning principles.
Article 4. Term and Termination
4.1 Effective Date. The date of this agreement shall be the Effective Date.
4.2 Term. The initial term of this Agreement is one (1) year, beginning on the
Effective Date, and shall automatically renew for successive one (1) year terms,
unless notice is given by one party to the other within sixty (60) days prior to the
end of the current term of its intention not to renew the Agreement.
4.3 Early Termination Rights.
A. Immediate Termination. Either party may terminate this Agreement if the
other party breaches any term, condition or provision of this Agreement and
fails to correct, remedy or remove the breach within thirty (30) days after it
receives written notice issued by the other party of the breach and that party's
intention to terminate. Pittsylvania County may terminate this Agreement
upon Regional One becoming insolvent or making an assignment for the
benefit of its creditors or liquidating or having a receiver appointed with
respect to its assets, and such insolvency is not remedied or such receivership
is not vacated within thirty (30) days after it receives written notice issued by
the other party.
Any immediate termination under the above provision shall be effective upon
the delivery of written notice thereof to the other party in compliance with this
Agreement.
P55
B. Other Termination Rights. With respect to any breach of this Agreement other
than one giving rise to immediate termination as set forth above, the non -
breaching party may terminate this Agreement thirty (30) days following the
delivery of written notice to the other party describing the act or omission
constituting the breach and the intent to terminate if the other party fails to
cure said breach within the thirty (30) day period.
Upon the early termination of this Agreement as allowed above, all rights and
obligations of the parties hereunder shall cease.
Article 5. Documentation
5.1 Record -Keeping. During the term of this Agreement, Regional One shall
maintain such records related to the services it provides hereunder as are required
to be kept by it under the regulations applicable to it as an Advanced Life Support
EMS Agency licensed by the Commonwealth of Virginia, and shall reasonably
make all such records available to the County Administrator upon request as
allowed by law and Regional One's privacy practices.
5.2 Confidentiality. Each party shall use its best efforts to preserve the
confidentiality of all nonpublic financial information, manuals, protocols,
marketing, and strategic information, client lists, patient lists, other information
regarding the operations of each party, and all patient records and other protected
health information ("Confidential Information"). Neither party shall disclose to
third parties any of the other party's Confidential Information without prior
written consent of the other party. Each party shall comply with applicable state
and federal laws and regulations with respect to all Confidential Information.
5.3 Patient/Client Records and Other Documents. All books, reports, patient
records and other documents prepared by or on behalf of Regional One in
connection with the services provided under this Agreement shall be the property
of Regional One, and the originals of such records shall be maintained at the
offices of Regional One. The parties acknowledge that all information and
records obtained in the course of Regional One providing services hereunder are
subject to confidentiality and disclosure provisions of applicable state and federal
laws and regulations.
5.4 Access to Records by Third Parties. The parties acknowledge that Regional One
is required to make available to the Secretary of the U.S. Department of Health
and Human Services (HHS), the U.S. Comptroller General, or their duly
authorized representatives, this Agreement, any subcontracts, and such books,
documents, and records that are necessary to certify the nature and extent of costs
for services pursuant to 42 U.S.C. 1395x (v)(1)(I) and 42 C.F.R. 420. 300 et seg..
Any disclosure under this paragraph shall not be construed as a waiver of any
legal rights to which Regional One may be entitled.
P56
Article 6. Indemnification
6.1 Regional One. Regional One shall indemnify, defend and hold harmless
Pittsylvania County against and from any and all claims, demands, actions,
causes, costs, expenses liabilities and losses arising from (i) Regional One's
negligence or willful misconduct in providing services hereunder; (ii) any breach
or default in the performance of any obligation on Regional One's part hereunder;
(iii) any act of negligence or willful misconduct of Regional One or any officer,
agent or employee thereof that is the proximate cause of an injury.
Article 7. General Provisions
7.1 Independent Contractors. Nothing herein shall be deemed to establish a
partnership or joint venture between the parties. No personnel of either party shall
be deemed an employee of the other. No party has the authority to act for any
other party except as may be expressly provided herein.
7.2 Compliance with Federal Laws. Other provisions of this Agreement
notwithstanding, each party shall comply with applicable state and federal laws in
performing its duties under this Agreement, including but not limited to Title VI
of the Civil Rights Act of 1964, and all applicable regulations of HHS regarding
discrimination on the ground of race, age, color, sex, handicap, national origin,
religion, disability, or exclusion from participation or denial of benefits under any
program or activity provided by any party. Nothing in this Agreement requires the
referral of any patient or the purchase of any item or service, or shall be construed
as an offer or payment of any cash or other remuneration, whether directly or
indirectly, overtly or covertly, for patient referrals or arranging the purchase or
lease of any item or service. All amounts paid hereunder are intended to reflect
fair market value for the services rendered, and are not intended to be an
inducement or payment for the referral of patients or for arranging the purchase,
lease or order of any item or service.
7.3 Governing Law. This Agreement shall be governed by the laws of the
Commonwealth of Virginia and any applicable local and federal laws, including
but not limited to the rules and regulations of HHS and any federal or state health
insurance program. Any provision of law that invalidates or is inconsistent with
the terms of this Agreement or that would cause any of the parties to be in
violation of law shall be deemed to have superseded the terms of this Agreement.
7.4 Notices. Any notice required or permitted hereunder shall be in writing, effective
as of the date of hand delivery, fax, or date of delivery by the U.S. Postal Service
by certified or registered mail, postage prepaid, return receipt requested, and
0
P57
addressed to the recipient requested at the address identified below. Either party
may change its notice address from time to time by written notice to the other
party in compliance herewith.
If To Pittsylvania County:
Pittsylvania County
ATTN: Dan Sleeper
P.O. Box 426
Chatham, VA 24531
If To Regional One:
Regional One, Inc.
ATTN: Tim Duffer
135 Forestdale Drive
Danville, VA 24540
7.5 Severability/Waiver. If any portion of this Agreement shall be determined to be
legally invalid or unenforceable, such portion shall be ineffective only to the
extent of such invalidity or unenforceability, and the remaining portions thereof
and of this Agreement shall remain in full force and effect. A waiver of any
breach or failure to assert rights under this Agreement shall not be construed as a
continuing waiver of such rights.
7.6 Default. In the event that a party to this Agreement defaults in the performance of
any of the terms or obligations imposed upon such party by this Agreement or the
transactions contemplated hereby, the non -defaulting party may institute legal
proceeding to enforce the provisions of this Agreement. In such instance, in
addition to any other remedy, the defaulting party shall be responsible for the
reasonable attorneys' fees incurred by the non -defaulting party in pursuing such
action. The parties retain all rights at law and in equity to enforce the provisions
of this Agreement in accordance with applicable law.
7.7 Entire Agreement. This Agreement contains the complete and entire agreement
of the parties with respect to the subject matter addressed, supersedes all prior
agreements or negotiations, and may be amended only upon the written, signed
agreement of the parties.
7.8 Non -Assignability. The rights and obligations of the parties hereunder shall not
be assignable to any third party, and any attempted assignment shall automatically
and immediately terminate this Agreement.
7
P58
7.9 Choice of Forum. Any and all disputes between the parties hereto shall be
resolved in the court of competent jurisdiction located in Pittsylvania County,
Virginia.
IN WITNESS WHEREOF, the parties have signed this Agreement effective as of the
first date written above.
Pitt
Title
Regional One, Inc. d/b/a Regional
One EMS and Van's Med-
Tec Transport and SP vi es
Un
P59
Executive
COMMONWEALTH OF VIRGINIA ,
CITY/COUNTYOF�i� 1 1QJto-wit:
I, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that
this day personally appeared before me, in my said jurisdiction,
J , whose name is signed to the foregoing
Agreement as ! of Pittsylvania County, Virginia,
and acknowledged the same.
GIVEN under my hand this l Aday of 2009.
My commission expires 'off
Ul
KATHY W. PARRISH Notary Public
NOTARY PUBLIC
Cortunonww th of Virginia
R19931
Commission eg.#Tres
COMMONWEALTH OF VIRGINIA
CITY/COUNTY OF ,/%n A udw to -wit:
I, the undersigned, a Notary Public in and for the above jurisdiction, hereby certify that
this day personally appeared before me, in my said jurisdiction, Timothy J.Duffer, whose
name is signed to the foregoing Agreement as Executive Director of REGIONAL ONE,
INC., and acknowledged the same.
GIVEN under my hand this day of � R a ua f' 2009.
My commission expires -Rd' Ge aka ,20/e2g
Notary Public
LAWRENCE E. HYLTON, JR.
NOTARY PUBLIC
REOISMAMON i 96WW
COMMONOMAXTH OF VIRGINIA
MY COMMMSM EXPIRES FEBRUARY 26.2010
P60
PITTSYLVANIA COUNTY
Board of Supervisors
FIRE & RESCUE POLICY AND PROCEDURES COMMITTEE
EXECUTIVE SUMMARY
AGENDA TITLE:
Fire & Rescue Study Implementation —
Public Safety Coordinator
SUBJECT/PROPOSAL/REQUEST:
Fire & Rescue Study Implementation—
Public Safety Coordinator
STAFF CONTACT(S):
Davis
AGENDA DATE:
08-15-2017
ACTION:
Yes
ITEM NUMBER:
4(b)
INFORMATION:
ATTACHMENTS:
A) Fire & Rescue Committee Study
Recommendation
B) Job Description
REVIEWED BY:
BACKGROUND:
The Fire & Rescue Policy Committee will be presented information for discussion and consideration to
submit to the Board of Supervisors concerning the Fire & Rescue Study Implementation.
DISCUSSION:
The appointed Fire and Rescue Study Committee did provide its final recommendations; included are 5
major goals (Attachment A):
1. Improve organization and operation of Fire & EMS services
2. Improve interdepartmental communications
3. Coordinate training
4. Improve administration and purchasing
5. Standardize service delivery and staffing
One of the top priorities of goal number one is hiring a Public Safety Director, or other similar position, to be
charged with overseeing the County's Fire/EMS and Fire Marshall's office. The Public Safety Coordinator
will also coordinate programing and services with volunteer Fire & Rescue services. Staff has reviewed
these requests and agrees that the top priority is having a dedicated staff member to recommend, coordinate
and lead the transformation of the County's Fire and Rescue Services. With the assistance of Emergency
Mgt. Director Jim Davis, HR Director Liz Jordan has developed a job description for the suggested position
(Attachment B). It is staff's recommendation that the attached be adopted and added to the County's pay
system at Grade 23. Funding for said position is available from anticipated unused Fire and Rescue budget
appropriation.
RECOMMENDATION:
Staff recommends the Committee recommend the Board of Supervisors create the position of Public Safety
Coordinator and authorize use of the existing and unobligated capital funds in the Fire & Rescue FY17/18
Budget.
P61
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
PITTSYLVANIA COUNTY FIRE AND EMS STRATEGIC PLAN
GOAL 1: IMPROVE THE ORGANIZATION AND OPERATION OF ALL FIRE AND EMS SERVICES IN
PITTSYLVANIA COUNTY
ACTION STEP 1: The Board of Supervisors should officially recognize the Pittsylvania County
Fire and Rescue Association by adopting an ordinance stating such.
ACTION STEP 2: The Board of Supervisors needs to establish a new position, a Public Safety
Director, to ensure equitable fire, rescue, and emergency services to all residents and locations in
Pittsylvania County.
ACTION STEP 3: The Public Safety Director will ensure and hold accountable all Departments
to report to the Virginia Fire Incidents Reporting System (VFINS) and the Virginia Pre -Hospital
Information Bridge (VPAIB).
ACTIONS STEP 4: With input from all departments and stakeholders, the Public Safety Director
shall establish Standard Operating Guidelines (SOGs) consistent for all departments, both fire and
rescue.
SUMMARY AND ANALYSIS
As part of a special committee assigned by the County Administrator, outlined below are
observations as to the implementation of the recommendations as outlined in the Fire and EMS
Study. It is worth noting that the entire study is well written and documents what should happen to
improve the county's fire and EMS services.
THEME 1: Organizational and Operational Development
Centralized Authority for Fire and Rescue Services
1. We agree with all the recommendations as outlined in this section including the immediate
hiring of a Public Safety Director and support staff to efficiently operate the department.
2. The newly appointed director can use the recommendations set forth in the study to
implement improvements.
3. The Board of Supervisors should charge the Fire & Rescue Association to serve as a partner
with Director. Together they should serve as centralized unit responsible for all fire and rescue
issues throughout the County.
P62
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
Consolidation of Smaller Departments
1. At the present time, the Committee is not prepared for such a drastic action. Nevertheless,
we feel this will be necessary to create sustainability in all areas of the fire and rescue
program. Research and analysis should take place under the direction and supervision and in
cooperation with the Public Safety Director.
Strategic Planning
1. Under the direction of the Public Safety Director, appointed members of the Board of
Supervisors, and appointed or selected members of the fire association, a strategic plan needs to
be developed outlining the implementation of the Fire and EMS Study over a period of time to be
determined. All recommendations should be implemented.
Accountability Practices
1. Under the direction of the Public Safety Director, a countywide SOG program should be
created to allow for accountability using the recommendations outlined in the fire and EMS study.
2. The County should hire a Safety/ Training Officer to serve alongside the Public Safety Director
to help coordinate and implement the strategic plan in addition to identifying health and safety
hazards.
Fire Prevention Activities
1. We fully support the recommendation that the fire marshal should have law enforcement
authority to enforce fire codes, fire investigations, and cite violations as needed.
THEME 2: Communications
Levels of Interdepartmental Communications
1. Effective communication is critical in managing and implementing a strategic plan along with
fire and rescue services. All recommendations under this section should be reviewed and made
part of the strategic plan.
P63
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
THEME 3: Training
Coordinated Training Program
1. The newly hired Public Safety Director with the help of the newly hired Safety /Training Officer
should work with a training committee to identify needed training, existing training hours of
volunteers, and coordinate all training within the County.
2. A Fire Training Officer and an EMS Training Officer should be identified and assigned to review,
recommend, and provide adequate training.
3. All new firefighters should be cross -trained in EMS
THEME 4: Budget and Administration
County Funding and Capital Improvements
1. A capital improvement plan should be developed by priority with input from all departments
and appointed positions.
2. A financial accountability plan should be developed to make transparent all monies paid by
county taxpayers.
Proof of an annual financial compilation will be required for all fire and EMS departments. This is
due no later than June 30th of each Fiscal Year to the County. Research and implementation of a
fire tax.
Standardization and Central Purchasing
1. Enforce group purchasing for large ticket items, i.e. trucks, turn -out gear, supplies, radios, EMS
equipment and supplies when County funding 100%
Improve and implement minimum specifications for apparatus and equipment.
3. All agencies should perform an annual inventory and report this to Pittsylvania County where
decisions can be made regarding future purchases.
P64
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B2D5-67F3851053F4
THEME 5: Delivery of Services
1. County wide standards should be implemented to ensure a high level of accountability
2. Human capital needs should be identified to meet service demands.
3. Communication between departments, fire association, and Board of Supervisors should be
improved.
4. Utilizing call volume data and geography, the Board of Supervisors should authorize a study
to improve placement of fire and rescue stations in an effort to provide equitable service and non -
overlapping service areas.
Recruitment and Retention
1. The County should review and recommend an incentive based recruitment and retention
program.
2. The County should add to the Strategic Plan an emergency service section that addresses the
future personnel, equipment, and accountability needs of the emergency services of the County.
Operations and Staffing
1. The County should obtain one Operational Medical Director with one set of patient
care protocols.
2. The County should make every effort to reduce the citizen's insurance costs through standard
SOG's and balanced and equitable coverage.
P65
DocuSign Envelope ID: 2EB342EA-E2B4-40A6-B205-67F3851053F4
RESPECTFULLY SUBMITTED:
rom.swe.aby:
6/26/2017
Osis e'e a' ni
Chle Dean Fowler, Chair
(President of Pittsylvania County Fire & Rescue)
�oocusb�by:
�BeaQd. `MArnn(.eka. 6/19/2017
11111 ixerx.+er+ae�._
Ronald Merricks
COxu9lpmE by:
{uu I%wwan 6/19/2017
BGECBP1EfiCAWEB..
Steve Bowman, Fire Marshal
�W u5W"
44rnt 6/19/2017
CcfiesnFaaie, ID..
Jim Davis, EM Coordinator
b se by:
6/19/2017
Scott Hutcherson, Chief Renan Fire Dept.
�l�vaut' "S 6/19/2017
`arD'�s0"
Gracie Mays, Tunstall District
pxusgmaby:
hti�c Afa( 6/21/2017
cEAEEEa296E6iZ.
Mike Neal,]6Chief of Ringgold Fire & Rescue
Coo-S.-dby:�l
E L C� 6/19/2017
ez nes_esseaazE..
Eric Colbert, Chief of Hurt Fire Dept.
P66
Position Title:
Public Safety Officer
FLSA:
Exempt
Reports To:
Director of Emergency Management & Communications
SALARY GRADE:
23 ($52,433 — 86,515)
SUMMARY OF POSITION: The Public Safety Coordinator performs complex, difficult,
supervisory, management, administrative and technical work to oversee the activities, projects
and operations of the Fire and EMS Branches including acting as an incident commander and
emergency operations group chief as needed.. This position is a senior level position within the
County's leadership team and provides highly responsible and complex administrative support
to the County Administrator, and Board of Supervisors. The PS Coordinator oversees the
County's Fire, EMS, Fire Marshal's office and coordinates programming & services with
volunteer units of fire and rescue throughout the County. Position requires working hours
outside the normal 8 to 5 work day.
ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with
Disabilities Act, may include any of the following tasks, knowledge, skills and other
characteristics. The list that follows is not intended as a comprehensive list; it is intended to
provide a representative summary of the major duties and responsibilities. Incumbent(s) may
not be required to perform all duties listed, and may be required to perform additional,
position -specific tasks.
• Serves as the Public Safety Coordinator of Fire & EMS for the County in order to
provide these essential functions County wide;
• Develops and directs an overall set of goals and objectives for a total Public Safety
program including fire, EMS, and emergency management;
• Serves as a member of the Local Emergency Planning Committee;
• Develops policies and procedures for the administration of the overall Public Safety
program and upon adoption by the local governing body, carries out the policies and
procedures;
• Prepares and manages the operational and capital outlay budgets for the Public Safety
program and agencies thereof,
• Ensures the development and implementation of a comprehensive plan for recruiting
and maintaining volunteer personnel;
• Ensures the development and maintenance of the County Hazardous Materials
Contingency Plan;
• Coordinates and makes appropriate recommendations concerning hazardous materials
planning within the County;
• Provides a clearinghouse to coordinate Public Safety activities in the County including
the provision of training and development of standards for the purchase of Public
Safety supplies and vehicles/apparatus;
• Makes recommendations to the County Administrator for the fire and EMS services,
and other activities related to the Public Safety program;
Rev 8/2017
P67
• Responsible for Fire Marshal's office;
• Ensures the maintenance of appropriate reports and records as required by the County,
State, and Federal authorities;
• Ensures and hold accountable all Agencies to report to the Virginia Fire Incidents
Reporting System (VFINS) and the Virginia Pre -Hospital Information Bridge
(VPAIB).
• Prepares and administers grants;
• Manages budgets, contracts & Mutual Aid Agreements as related to Fire & EMS.
• Liaison to the County EMS Back-up Contracted Provider.
• Establish Standard Operating Guidelines (SOGs) consistent for all agencies both fire
and EMS.
• Works with the Training Division to review, recommend, and provide adequate
training for all Fire & EMS agencies.
• Represents the County in job-related regional associations;
• Maintains appropriate liaison with volunteer units;
• Serves as needed as Emergency Incident Commander and Operations Group Chief,
• Serves as Deputy Coordinator of Emergency Management and attains all necessary
training as required through the Virginia Dept. of Emergency Management.
• Performs other duties as may be assigned.
REQUIRED KNOWLEDGE AND SHILLS:
A comprehensive knowledge of all aspects of Public Safety operations; advanced managerial
and exceptional public relations skills; ability to maintain accurate records and develop well
articulated reports; financial and budget preparation experience; ability to interact with,
motivate, and coordinate volunteer personnel; maintain an effective working relationship with
Public Safety personnel as well as law enforcement, other County department heads, and
community leaders. Must have an extensive background in Fire, EMS, and including volunteer
experience in these areas; must have working knowledge of Governmental Budgeting; must be
able to perform public speaking; must have a working knowledge of computers including but
not limited to Word, Excel, etc.; must be willing to gain knowledge in Environmental Laws;
must have a working knowledge of EMS Rules and Regulations; must have a knowledge of
emergency management; ability to utilize office software and email.
EDUCATION AND EXPERIENCE: A four year degree or equivalent in Public Administration,
Fire Science, Business Administration, or related advanced education in the Fire and Rescue
field; experience in Hazardous Materials with successful completion of Hazardous Materials
Operations; extensive experience in fire and rescue operations and incident command is
required; considerable experience in management including report and grant writing; familiarity
with NFPA and OSHA codes and guidelines in reference to fire and rescue operations and
personnel; education and experience with FEMA regulations and programs preferred; working
experience with rescue and fire apparatus specifications in addition to general municipal bid and
procurement procedures is highly desired. Supervisory experience required.
Rev 8/2017
P68
CERTIFICATIONS AND LICENSES: Minimum of EMT -Intermediate or Paramedic; Fire fighter II;
Fire Instructor II; Fire Officer II; Emergency Vehicle Operator; Incident Command; Firefighter
Safety; Vehicle Extrication; NIMS 100, 200, 300, 400, 700, 800. Must become certified as a
Fire Marshal within 24 months. Must have working knowledge of Rope, Trench and Confined
Space Rescue; Experience in Emergency Management required. Must be able to use a respirator
and Self Contained Breathing Apparatus.
The successful applicant will possess and maintain a valid Virginia Motor Vehicle Operator's
License. Note: Applicant must have and maintain a driving record acceptable to Pittsylvania
County and its insurance carrier(s).
ENVIRONMENTAL FACTORS AND CONDITIONS: Individual must be able to perform work in all
types of hazardous environments including, but not limited to natural, man-made and
environments that are immediately dangerous to life and health (IDLH). Individual must be
able to work in law enforcement situations. The work environment characteristics described
here are representative of those an employee encounters while performing the essential
functions of this job including, but not limited to the stated hazardous conditions:
• Outside weather conditions, including temperature extremes;
• Working near moving mechanical parts, on or around heavy equipment, traffic, ladders,
open trenches, scaffolding and heights;
• Exposure to various dust, chemicals, fumes, odors and gases;
• Risk of electrical shock and vibration;
• Tripping hazards from construction site debris and unstable walking surfaces;
• Unrestrained animals. Contact with dissatisfied or abusive individuals;
• Work is performed primarily in office, vehicles, and outdoor settings;
• The noise level in the work environment is usually quiet in the office and moderate to
loud in the field.
PHYSICAL REQUIREMENTS: The employee is regularly required to stand; sit; walk; talk or hear;
use hands and fingers, handle, feel or operate objects, tools, or controls; and reach with hands
and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or
crawl. Must be able to lift more than 50 lbs on a regular basis. Specific vision abilities required
by this job include close vision, distance vision, color vision, peripheral vision, depth
perception, and the ability to adjust focus. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
EQUIPMENT AND TOOLS UTILIZED: Must be physically able to operate a variety of machinery,
and equipment including copiers, computers and or other electronic devices, two-way radios,
levels, measuring gauges, circuit testers, meters, hand tools, etc. The employee must be able to
wear safety equipment required for each duty including, but not limited to, safety
goggles/glasses, hard hats, hearing protection, vests, gloves and safety shoes/boots.
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.
3
Rev 8/2017
P69
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:
P70
4
Rev 8/2017
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Financial Report -4`" Quarter 2017
SUBJECT/PROPOSAL/REOUEST:
Presentation of 4h Quarter Financial Report
STAFF CONTACT(S):
BACKGROUND:
AGENDA DATE:
8-15-17
ACTION:
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
5 (7)
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is the Financial Report for Pittsylvania County for the 4`° Quarter 2017. The Finance Director and
Treasurer will be available to present this report and answer any questions you may have.
RECOMMENDATION:
Staff recommends the approval of the attached financial report.
P71
General Fund Revenues
Real Estate Revenues: At June 30, 2017, the County collected a total of 98.12% of budgeted Real Estate
Revenues. This rate is slightly less than the amount collected at June 30, 2016 when the total collected at that
time was 103.45% of budgeted Real Estate Revenues. It is important to note that revenues that are received after
June 30 but were actually for the prior year will be added back to the prior year for audit purposes.
Mobile Homes: At June 30, 2017, the County collected a total of 95.87% of Mobile Home Revenues. Compared
with 1 year ago, the rate collected stood at 116.23%.
Personal Property: At June 30, 2017, the County collected a total of 101.89% of Personal Property Revenues.
The rate collected at this same time last year was 113.48%.
Machinery & Tools: At June 30, 2017, the County collected a total of 135.18% of Machinery & Tools Revenues
compared with 106.37% in 2016. These rates are most likely skewed because of the timing of payments to the
Treasurer's Office
Merchants Capital: At June 30, 2017, the County collected a total of 162.83% of Merchants Capital Revenues
compared with 158.56% in 2016. Merchant's capital is difficult to budget since we rely on businesses in the
County to report their inventory to us. These numbers have increased because of the efforts of the Business
Compliance Officer to verify inventory totals. Please bear in mind that the collection rate reflects what was
collected but does take into account the amount that was refunded to taxpayers when the rate structure was
changed during FY 2017.
Public Service Corporations: At June 30, 2017, the County collected a total of 115.89% of Public Service Corps.
Revenues compared with 118% in 2016.
The collection percentages listed above show that budgeted figures were very close to our targeted estimates.
These percentages are based solely on a cash basis and will change for auditing purposes when shown on a
modified accrual basis. Overall, General Fund revenues exceeded budgeted revenues by $3,233,963.22. Most of
these additional funds can be attributed to the increased state revenue received for the CSA program.
Delinquent Tax Collections
Attached is the latest report from TACS for the 2" Quarter of calendar year 2017. It reflects the collection
efforts for FY2017, as well. Mr. Vincent Shorter, Treasurer will be here to discuss the report with you all.
As far as budget is concerned, delinquent tax collections in all categories far exceeded budgeted estimates.
General Fund Expenditures
General Fund Expenditures: Total General Fund expenditures at 6-30-17 totaled $72,588,305.35, which is 95.9%
of the appropriated budget. A total of $3,067,495.06 remained unspent at year-end. The appropriated General
Fund budget increased from the original budget by $11,930,094.41 (See attached appropriations). General Fund
expenditures at 6-30-16 totaled $68,056,366.98, which was 96.8% of the appropriated budget. The appropriated
budget increased by $9,005,200.74 during the same time frame last year (July 2015 — June 2016). Included with
this report is a list of items appropriated by the Board of Supervisors during FY 2017 from Unassigned Fund
P72
Balance. The original budget proposed to utilize $3,252,707. The Board appropriated an additional
$8,535,582.61 from Unassigned Fund Balance after the 2017 budget was approved.
On a cash basis, actual expenditures exceeded actual revenues by $5,655,441.63. This does include a total of
$3,273,000 of unassigned fund balance was used to pay for the new Animal Center.
Summary
This report shows the conservative nature of our budgeting practices. We are in the process of collecting data to
perform our annual audit. Robinson, Farmer, Cox and Associates will be at the County on September 25"' to
complete final fieldwork. Since the County reports its annual financial statements on a modified accrual basis,
figures contained in this report will definitely change to properly account for revenues and expenses in the correct
period. This report is simply a snap shot of our finances, on a cash basis, on the last day of our fiscal year.
P73
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P78
Unappropriated Surplus
100-3-000000-410501
As of 6-30-17
Description
Date Approved
Amount
Unappropriated Surplus to Balance 2016 Budget
4/4/2016
3,252,707.00
Amount Needed to Purchase Rescue Vehicle
5/2/2016
75,000.00
Local Share for County Administrator Search Team
5/17/2016
11,044.74
Library -Fax Money
8/1/2016
9,575.30
School Carryovers
9/6/2016
2,956,004.88
Capital Improvements Fund -Additional Funds Needed
9/6/2016
466,840.35
Encumbrance Carryovers
9/6/2016
288,557.00
Discretionary Carryovers
9/6/2016
388,018.44
Animal Shelter Construction
9/6/2016
3,243,000.00
Health Insurance Contribution
9/6/2016
103,271.90
Mt Hermon Library Renovations
10/3/2016
190,000.00
Courthouse Chiller Replacement
1/17/2017
146,100.00
Animal Shelter Change Order
4/28/2017
30,000.00
CSA Local Share Supplement
6/23/2017
628,170.00
TOTAL UNAPPROPRIATED 11,788,289.61
Less Carryover Amounts:
School Carryovers (2,956,004.88)
Encumbrance Carryovers (288,557.00)
Discretionary Carryovers (388,018.44)
2017 TOTAL UNAPPROPRIATED 8,155,709.29
P79
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
8-15-17
2017 Encumbrance Carryovers
ACTION:
SUBJECT/PROPOSAL/REQUEST: No
This item is provided as a matter of information onlyCONSENT AGENDA:
and does not require a formal vote from the Board. ACTION:
The Budget Appropriations Resolution Section 6
allows for this provision. Section 6 states:
ATTACHMENTS:
All outstanding encumbrances, both operating and capital, at June Yes
30, 2017 shall be reappropriated to the FY 2018 fiscal year to the
same cost center and account for which they are encumbered in the
previous year. A report of which shall be submitted to the Board. REVIEWED BY:
STAFF CONTACT(S):
V anDerHyde
BACKGROUND:
ITEM NUMBER:
5(e) (H)
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is a listing of all encumbrance carryovers as of June 30, 2017. This list represents items that were
purchased prior to year-end but were not received and must therefore carryover to the FY 2018 so that these
departments have sufficient funds to cover the prior year expense.
RECOMMENDATION:
This report is provided for informational purposes only and does not require a formal vote by the Board of
Supervisors.
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P84
PITTSYLVANIA CO PUBLIC LIBRARY
BASED ON BALANCES AS OF
to
100.4.073100.1100 F/T Salaries
100-4-073100.1300 PIT Salaries
100-4-073100-2100 FICA
100-4-073100.2210 VRS
100.4.073100.2300 BCBS- Co. Share
1OD-4.073100.2600 Unemployment Insurance
100.4-0731043172 Emp Contract - Janitorial
100.4.0731OD-3600 Advertising
100.4-073100-5110 Electricity
100.4-073100-5120 Heating Fuols
1044.0731045130 Water & Sewer
100-4-073100-5210 Postage
100-4-073100.5230 Telephone
1OD-4.073100-5240 Internet Services
100-4.07310D-5420 Rental of Buildings
100.4-073100.5500 Travel
100.4-073100.5540 Training & Education
100.4.073100-5840 Awards & Certificates
100-4-073100-6001 Office Supplies
100-4-073100.6003 Furniture & Fixtures
100.4.073100.6005 Janitorial Supplies
100.4-D73100-60051 Rental/Copier Lease
100-4.073100-6007 Building & Maintenance
100.4.073100-6008 Fuels - Vehicle
100.4-073100-6012 Books & Subscriptions
,100-4-073100.6021 Computer Supplies
100.4.073100.6030 Service Costs - Parts
100.4-073100-6031 Service Costs - Labor
-0733003320 Svc Contract - Office Equipment
.073300.6001 Office Supplies
-0733046003 Furniture & Fixtures
.073300.6012 Books & Subscriptions
-073300.6021 Computer Supplies
Memorial Gift Fund - Books
TO
0.04
3.748.52
9435
1,975.00
1.798.24
6559
2,212 18
4,42981
16908
1,00000
23494
FY2016-2017
5.325.13
521.30
17760
428
140.04
107.92
30500
7.123.48
196.62
2,246.29
5,543.40
307.60
53.55
5.25904
131.86
35700
21.040.34 22.487.52
7.64
1.798 75
7,59625
5.761.29
28.57
7.596.25 7,59625
1,447.18
1.447.18
GRAND TOTAL TRANSFERS REQUESTED: 30,083.77 30.083.77
PREPARED BY Barbara Roberts
P85
7/31/2017
Kim Van Der Hyde
From: Barbara Roberts <barbara.roberts@pcplib.org>
Sent: Monday, July 31, 2017 1:45 PM
To: Kim Van Der Hyde
Subject: Re: Year -End
Attachments: Library Transfers Requested Year End 2016-17 (2).pdf
Kim,
The fax money received in Fiscal Year 2016-17 was $8,464.15. This amount should be transferred from the general fund
to the library's Memorial Gift Fund (265-4-073320-6003), please.
In reviewing the Income Statement you sent, I want to clarify that the revised figures for account 100-4-073100-600300 -
Furniture & Fixtures - will be $14,626.28 for "Actual Current" and $17,241.76 for "Actual Y -T -D". Additionally, in
reconciling my year end balances to yours, there were a few adjustments I made on my records, which resulted in the
reworked Transfer Requests sheet attached.
The adjustments and the transfer of funds from the Memorial Gift Fund will result in the following totals: $116,638.14
for "Actual Current" and $1,166,354.21 for "Actual Y -T -D" at 6/30/17.
Thanks so much for your help.
Barbara Roberts
Administrative Assistant
Pittsylvania County Public Library
24 Military Drive
Chatham, VA 24531
phone -434-432-3271
fax - 434-432-1405
email - barbara.roberts(a)pcplib.ora
On Thu, Jul 27, 2017 at 2:12 PM, Barbara Roberts <barbara.roberts(1a pcplib.ora> wrote:
You may want to let Kim know that you are asking that the fax monies be deposited to the Memorial Book Fund so that
they are available to use this year for furniture, fixtures, etc. for Mt Hermon.
Begin forwarded message:
From: Kim Van Der Hyde <Kim.Vanderhvde@pitteov.org>
Date: July 27, 2017 at 1:59:01 PM EDT
To: "Barbara.Roberts(alpcplib.or¢" <Barbara.Roberts @pcplib.ore>
Subject: FW: Year -End
Hi Barbara,
P86
Pfau To
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PITTSYLVANIA COUNTY SCHOOLS Dr. Mark R. Jones
Division superintendent
P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531
July 12, 2017
David M. Smithennan, County Administrator
Pittsylvania County Board of Supervisors
P. O. Box 426
Chatham, VA 24531
Mr. Smitherntan:
Attached please find the FY 2016-2017 Categorical Budget breakdown with adjustments.
Transfers are required between all categories to cover actual operating expenses,
carryovers and additional appropriation for the fiscal year. This document also contains
necessary budget amendments and an additional appropriation of $332,918.95 for the
regular School fund. These amendments are for additional Federal and State revenues
received during FY 2016-2017 over and above the original approved budgets. We ask
the Board of Supervisors to adjust the FY 2016-2017 budget categories accordingly and
to amend and appropriate the additional funds for the FY 2016-2017 School budget.
Thank you for your attention on this matter.
Sincerely,
Dr. Mark R. Jones.
Division Superintendent
TELEPHONE NUMBERS: (434) 432-2761 • (334) 793-1624 (Danville) . (434) 656-6248 (Gretna) . FAX (434) 432-9560
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46710 01/03/37 11 1416
Capital Auto Group Inc
46710 01/03/17 17 7416
Capital Auto Group Inc
46872 02/23/17 17 1699
MOSS HOME IMPROVEMENT INC
46872 02/23/17 17 1699
MOSS HOME IMPROVEMENT INC
46923 03/09/17 17 549
COMMONWEALTH
MMONWEALTH RADIO SERVICES
96924 93/09/17 17 HALEY SOUTH INC
46925 03/09/17
41013 04/12/17
47073 04/12/17
47081 04/14/17
47081 04/14/17
47095 04/19/17
41095 04/19/17
11 1378
HALEY SOUTH INC
17 7378
HALEY SOUTH INC
17 1318
HALEY SOUTH INC
100-4-031200-810500
100-4-031200-810500
310-4-094150-819187
310-4-094150-819187
100-4-031200-810500
100-4-031200-810500
100-4-031200-810500
100-4-033100-810500
100-4-033100-810500
17 2184 310-4-094130-815800
GAMEWOOD TECHNOLOGY GROUP INC. 330-4-094330-815800
17 2180
GAMEWOOD TECHNOLOGY GROUP INC.
17 7416 100-4-031200-810500
Capital Auto Group Inc
17 7416 100-4-031200-810500
Capital Auto Group Inc
250-4-082600-810200
47126 04/26/17
17 300
CAVALIER EQUIPMENT
CORPORATION
Page 1
47126 04/26/17
17 308
250-4-082600-810200
OPEN
PO LIST
47126 04/26/17
17 308
LGO502
250-4-082600-810200
CAVALIER EQUIPMENT
CORPORATION
16:27:27: 45
06-30-17
Open......
Req Id..
Enc$......
Po Number
PO Date.
Year
Vendor .............
......
Budget .......................................
9
1311.25
45639
07/01/16
17
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100-4-043100-332000
MOORE'S ELECTRIC INC.
2081.59
45634
07/01/16
57
2378
100-9-043100-337000
MOORE'S ELECTRIC INC.
9811.81
45634
07/01/16
17
2378
100-4-043100-3310D0
MOORE'S ELECTRIC INC.
______-_--
13264.65
100-4-071100-810900
170647
83113.25
46391
09/22/16
17
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SMITH -CAROLINA COPR
170641
9097.00
46391
09/22/16
17
8066
250-4-094219-821200
SMITH -CAROLINA COPR
----------
92210.25
20270.00
46465
10/11/16
17
320
310-4-094100-811800
KEYSTONE INFORMATION
SYSTEMS
8029.00
46465
10/11/16
17
320
310-9-094100-811800
KEYSTONE INFORMATION
SYSTEMS
----------
28299.00
100-4-071100-810900
170848
4425.00
96610
12/01/16
17
1330
ELLIOTT ELECTRIC OF
DANVILLE,
INC.
----------
46710 01/03/37 11 1416
Capital Auto Group Inc
46710 01/03/17 17 7416
Capital Auto Group Inc
46872 02/23/17 17 1699
MOSS HOME IMPROVEMENT INC
46872 02/23/17 17 1699
MOSS HOME IMPROVEMENT INC
46923 03/09/17 17 549
COMMONWEALTH
MMONWEALTH RADIO SERVICES
96924 93/09/17 17 HALEY SOUTH INC
46925 03/09/17
41013 04/12/17
47073 04/12/17
47081 04/14/17
47081 04/14/17
47095 04/19/17
41095 04/19/17
11 1378
HALEY SOUTH INC
17 7378
HALEY SOUTH INC
17 1318
HALEY SOUTH INC
100-4-031200-810500
100-4-031200-810500
310-4-094150-819187
310-4-094150-819187
100-4-031200-810500
100-4-031200-810500
100-4-031200-810500
100-4-033100-810500
100-4-033100-810500
17 2184 310-4-094130-815800
GAMEWOOD TECHNOLOGY GROUP INC. 330-4-094330-815800
17 2180
GAMEWOOD TECHNOLOGY GROUP INC.
17 7416 100-4-031200-810500
Capital Auto Group Inc
17 7416 100-4-031200-810500
Capital Auto Group Inc
47121 04/27/17 11 5886 500-4-031200-810500
SIGNS 8 WORK, INC.
P89
4425.00
170942 152332.80
1134.00
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1920.00
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171289 6505.00
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47126 04/26/17
17 300
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47126 04/26/17
17 308
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CAVALIER EQUIPMENT
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47126 04/26/17
17 308
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47121 04/27/17 11 5886 500-4-031200-810500
SIGNS 8 WORK, INC.
P89
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170942 152332.80
1134.00
153466.80
1245.00
2400.00
3645.00
1920.00
1920.00
111122 17140.76
--17140.76
171123 4580.76
4580.76
28551.00
161.94
--28712.94
6245.96
913.62
7059.58
153304.80
:107.54
154412.34
171289 3700.00
171289 6505.00
171289 244.00
10449.00
5500.00
LGO502
OPEN PO LIST
Page 2
4309.11
16:27:45
06-30-17
05/16/11
17
7653
100-4-031200-810500
52.20
EAST COAST EMERGENCY VEHICLES
Open......
Po Number
Po Date.
Year
Vendor ........................
Budget.......................................
Reg Id..
Enc$......
810.84
47127
04/27/17
17
5886
100-4-031200-810500
1500.00
47231
05/16/17
SIGNS @ WORK, INC.
7653
100-4-031200-810500
273.30
41127
04/27/17
17
5886
100-4-031200-810500
550.00
47231
05/16/17
SIGNS 8 WORK, INC.
7653
100-4-031200-810500
9150.00
47121
04/27/17
17
5886
100-4-031200-810500
150.00
41231
05/16/17
SIGNS @ WORK, INC.
7653
100-4-031200-810500
2018.04
47127
04/27/17
17
5686
100-4-031200-810500
1250.00
47231
05/16/17
SIGNS @ WORK, INC.
7653
100-4-031200-610500
984.96
47127
04/27/17
17
5886
100-4-031200-810500
300.00
'
47231
05/16/17
SIGNS @ WORK, INC.
1653
100-4-031200-810500
52.20
EAST COAST EMERGENCY VEHICLES
9250.00
47195
05/08/17
17
2184
314-4-043201-821200
171348
13775.96
123.12
GAMEWOOD TECHNOLOGY GROUP INC.
EAST COAST EMERGENCY VEHICLES
13775.96
13464.66
47202
05/10/17
17
8569
100-4-0'13100-600300
111352
2951.24
24281.04
MELOS,INC
EAST COAST EMERGENCY VEHICLES
---2951.24
47232
05/16/17
17
7653
100-4-031200-810500
1786.60
47211
05/11/17
17
816
310-4-094130-814810
6947.52
BASSETT OFFICE SUPPLY
26069.64
47211
05/11/17
17
816
310-4-094130-814810
310-4-094110-813300
3401.28
250.00
BASSETT OFFICE SUPPLY
CAVALIER EQUIPMENT CORPORATION
47211
05/11/17
17
816
310-4-094130-814810
310-4-09411D-813300
1161.36
6430.00
BASSETT OFFICE SUPPLY
CAVALIER EQUIPMENT CORPORATION
47211
05/11/17
11
816
310-4-094130-814610
310-4-094110-813300
2391.36
8938.00
BASSETT OFFICE SUPPLY
CAVALIER EQUIPMENT CORPORATION
47211
05/11/17
17
816
310-4-094130-814810
2168.64
15618.00
41298
05/25/17
HAS SETT OFFICE SUPPLY
4658
100-4-031200-602100
171428
1880.00
47211
05/11/17
17
816
310-4-094130-814810
1195.68
47298
05/25/11
BASSETT OFFICE SUPPLY
4658
100-4-031200-602100
----------
8260.00
SUNGARD HTE INC.
17271.B4
47218
05/12/17
17
3504
100-4-033100-600700
171366
3646.25
10140.00
CLEARVIEW GLASS
3646.25
47230
05/16/17
17
7653
100-4-031200-810500
4309.11
EAST COAST EMERGENCY VEHICLES
P90
4309.11
47231
05/16/11
17
7653
100-4-031200-810500
52.20
EAST COAST EMERGENCY VEHICLES
47231
05/16/17
17
1653
100-4-031200-810500
810.84
EAST COAST EMERGENCY VEHICLES
47231
05/16/17
17
7653
100-4-031200-810500
273.30
EAST COAST EMERGENCY VEHICLES
47231
05/16/17
17
7653
100-4-031200-810500
9150.00
EAST COAST EMERGENCY VEHICLES
41231
05/16/17
17
7653
100-4-031200-810500
2018.04
EAST COAST EMERGENCY VEHICLES
47231
05/16/17
11
7653
100-4-031200-610500
984.96
EAST COAST EMERGENCY VEHICLES
'
47231
05/16/17
17
1653
100-4-031200-810500
52.20
EAST COAST EMERGENCY VEHICLES
47231
05/16/17
17
7653
100-4-031200-810500
123.12
EAST COAST EMERGENCY VEHICLES
13464.66
47232
05/16/17
17
7653
100-4-031200-810500
24281.04
EAST COAST EMERGENCY VEHICLES
47232
05/16/17
17
7653
100-4-031200-810500
1786.60
EAST COAST EMERGENCY VEHICLES
26069.64
47251
05/17/17
11
308
310-4-094110-813300
111392
250.00
CAVALIER EQUIPMENT CORPORATION
47251
05/17/17
17
306
310-4-09411D-813300
171392
6430.00
CAVALIER EQUIPMENT CORPORATION
47251
05/17/17
17
30B
310-4-094110-813300
111392
8938.00
CAVALIER EQUIPMENT CORPORATION
15618.00
41298
05/25/17
11
4658
100-4-031200-602100
171428
1880.00
SUNGAR) HTE INC.
47298
05/25/11
17
4658
100-4-031200-602100
111428
8260.00
SUNGARD HTE INC.
10140.00
P90
LGO502
OPEN PO LIST
Page 3
16:27:45
06-30-17
Open......
Po Number
Po Date. Year
Vendor ........................
Budget.......................................
Req Id.. Enc$......
47312
05/30/17 17
927
100-4-033100-600700
171442 1575.00
JARRETT
WELDING AND MACHINE IN
C.
47340 06/05/17
47340 06/05/17
41340 06/05/17
47342 06/06/17
60 records listed.
17 7718
WATCHGUARD VIDEO
17 7778
WATCHGUARD VIDEO
11 7718
WATCHGUARD VIDEO
100-4-033100-601000
100-4-033100-601000
100-4-033100-601000
17 320 100-4-034000-332000
KEYSTONE INFORMATION SYSTEMS
P91
171473
171473
171473
171415
1515.00
5250.00
4485.00
31325.00
41060.00
9705.00
9705.00
688422.18
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE•
Moral Obligation for Axxor, N.A., L.L.C.
SUBJECT/PROPOSAL/REQUEST:
Consider approving a moral obligation as part of
refinancing an existing 2011 loan for Axxor, N.A.,
LLC
STAFF CONTACT:
Mr. Rowe
AGENDA DATE:
8-15-2017
ACTION:
Yes
ITEM NUMBER:
5(f)
ATTACHMENT: (1)
(1) Moral Obligation Agreement Document
REVIEWED BY:
BACKGROUND:
In 2011, in an effort to expand manufacturing operations in Pittsylvania County, Virginia (the "County"), the
County's Industrial Development Authority (the "IDA") committed to making improvements to a shell
building located within the Ringgold East Industrial Park at 2275 Cane Creek Parkway. Said improvements
were financed through BB&T and the improved building was leased, via a Lease Purchase Agreement, to
Axxor, N.A., L.LC ("Axxor"). At that time, the Pittsylvania County Board of Supervisors ("BOS") entered
into and approved a required Moral Obligation Agreement ("MOA") with BB&T for said Project. The 2011
loan financing is set to expire at the end of September 2017, and in an effort to continue assisting Axxor, the
IDA has received a refinancing commitment of up to $1.6M from American National Bank ("ANB"). The
term is for a three (3) -year period (36 months), the commercial rate is competitive note: staff called and
received rates from four (4) different lenders), and MOA is required by ANB. The IDA unanimously
requested that County Staff present the attached MOA to the BOS for its consideration and approval.
DISCUSSION:
Since 2011, Axxor has never missed a monthly payment to the County IDA. This is noteworthy, because
Axxor has had to adjust its business plan from being heavily reliant on furniture manufacturing to automobile
applications. Axxor is now revenue positive and is considering a second manufacturing line. Moreover, it
recently celebrated its fifth (5s') year of conducting business in the County.
BB&T's existing financing expires at the end of September 2017, and the remaining outstanding loan
amount (of roughly $2.5M) is down to $1.6M. Requiring Axxor pay this balloon payment at said time would
be detrimental to the Company and its operations in the County (along with its nineteen (19) employees);
however, with its newer automotive related contracts, County Staff expects Axxor to pay-off the refinancing
(if approved by the BOS) before the end of the three (3) -year term. As part of the refinancing process, the
BOS is required to enter into the attached MOA with ANB to guarantee the payment of the financing. A
Moral Obligation from the BOS essentially means that should Axxor default on its payments, the BOS would
be obligated to pay ANB the outstanding loan amount (either through its general fund balance, or through the
raising of taxes for the sole purpose of paying the outstanding loan).
The attached MOA has been reviewed and approved to form by County Staff, and it respectfully requests
that the BOS consider approving and entering into the attached MOA with ANB to continue its assist Axxor
in its County operations.
P92
MORAL OBLIGATION AGREEMENT OF
PITTSYLVANIA COUNTY, VIRGINIA
THIS MORAL OBLIGATION AGREEMENT, made as of the day of , 2017,
by and between PITTSYLVANIA COUNTY, VIRGINIA, a political subdivision of the Commonwealth
of Virginia (the "County"), and AMERICAN NATIONAL BANK AND TRUST COMPANY, a
national banking association ("American National"), to -wit:
BACKGROUND
A. The Industrial Development Authority of Pittsylvania County, Virginia (the
"Authority"), was created under the Industrial Development and Revenue Bond Act (§ 15.24900 et seg.)
of the Code of Virginia to promote development, industry and trade.
B. In an effort to expand manufacturing operations in the County, thereby promoting
industrial development and the economy of the County, in 2011 the Authority committed to making
improvements to a shell building located within Ringgold East Industrial Park at 2275 Cane Creek
Parkway, which improvements were financed through a third -party lender, and which was ultimately
leased to Axxor, N.A., LLC (the "Project"). The governing body of the County, in expression of its
support of the Project and expansion of manufacturing in the County, entered into a Moral Obligation
Agreement with the lender which provided financing for the Project.
C. The existing 2011 loan associated with the Project is set to mature and the Authority has
an opportunity to refinance that loan with American National. The Authority has obtained a commitment
from American National to finance up to One Million Six Hundred Thousand and 00/100 Dollars
($1,600,000.00) plus closing costs (collectively, the "Loan"), and, as part of that financing commitment,
American National requires the moral obligation of the County to repay the Loan in the event that the
Authority fails to do so.
NOW, THEREFORE, for and in consideration of the foregoing promises and the mutual benefit
to be derived therefrom and other good and valuable consideration, the receipt and sufficiency of which
are hereby acknowledged, the parties hereto agree as follows:
1. In the event the Authority fails to repay the indebtedness associated with the Loan, in the
principal amount not to exceed One Million Six Hundred Thousand and 00/100 Dollars ($1,600,000.00),
plus closing costs, provided by American National, in accordance with the terms of its repayment stated
therein, or the Authority is otherwise in default under the Loan, the County hereby acknowledges that, to
the extent permitted by law, it has a moral obligation to pay American National such Loan amounts
otherwise due from and payable by the Authority. In the event of nonpayment by the Authority,
American National, by its duly authorized representative, shall submit an appropriation request to the
County in the amount sufficient to make current payments on the Loan then due American National by
the Authority and other amounts, if any, in order to protect and maintain the Authority's ownership
interest in the Project (collectively, the "Deficiency Amount"). Subject to the making of an
appropriation pursuant to the provisions of this Paragraph I, the County shall pay American National the
amount of such appropriation as soon as practicable.
2. American National shall apply any funds so appropriated and paid to it by the County
pursuant to this Agreement toward the Authority's obligations under the Loan provided to it by American
National.
P93
3. Until such time that there is no longer a Deficiency Amount, the Administrator of the
County (the "County Administrator") shall include any Deficiency Amount due American National
with respect to the Loan in his budget submitted to the Board of Supervisors for the following fiscal year
as an amount to be appropriated to or in respect of the Project. The County Administrator shall deliver to
American National, within fifteen (15) days after the adoption of the County's budget for each fiscal year
in which a Deficiency Amount was requested as provided herein, but not later than July 15 of each year, a
letter, on letterhead of the County Administrator's Office, stating whether the Board of Supervisors has
appropriated for payment to American National an amount equal to the Deficiency Amount.
4. If at any time American National believes there is a Deficiency Amount or that amounts
appropriated by Board of Supervisors are insufficient to fulfill the Authority's Loan obligations,
American National shall notify the County Administrator of the Deficiency Amount or such insufficiency
and the County Administrator shall request a supplemental appropriation from the Board of Supervisors
in the amount necessary to make such payment.
5. The County Administrator shall present each request for appropriation pursuant to
Paragraph 4 above to the Board of Supervisors and the Board of Supervisors shall consider such request
at the Board of Supervisor's next regularly scheduled meeting at which it is possible to satisfy any
applicable notification and all other legal requirements. Not later than five (5) business days after such
meeting, the County Administrator shall notify American National as to whether the amount so requested
was appropriated. If the Board of Supervisors shall fail to make any such appropriation, the County
Administrator shall add the amount of such requested appropriation to the amount to be requested in the
next fiscal year.
6. The Board of Supervisors hereby undertakes a non-binding obligation to appropriate such
amounts as may be requested from time to time pursuant to Paragraphs 3, 4 and 5 above, to the fullest
degree and in such manner as is consistent with the Constitution and laws of the Commonwealth of
Virginia. The Board of Supervisors, while recognizing that it is not empowered to make any binding
commitment to make such appropriations in future fiscal years, hereby states its intent to make such
appropriations, as may be necessary, consistent with this Agreement.
7. Nothing herein contained is or shall be deemed to be a lending of the credit of the County
to American National, the Authority, the Project or to any other person or entity (unless specifically set
forth otherwise), and nothing herein contained is or shall be deemed to be a pledge of the faith and credit
or the taxing power of the County, nor shall anything herein contained legally bind or obligate the Board
of Supervisors to appropriate funds for the purposes described herein.
8. Any notices or requests required to be given hereunder shall be deemed given if hand -
delivered or sent by registered or certified mail, postage prepaid, addressed as follows:
If to the County: Pittsylvania County, Virginia
1 Center Street
P. O. Box 426
Chatham, VA 24531
Attention: County Administrator
With a copy to: The County Attorney
I Center Street
P.O. Box 426
Chatham, VA 24531
2
P94
If to American National: American National Bank and Trust Company
628 Main Street
P. O. Box 191
Danville, VA 24543
Attention: President
9. If any clause, provision, or paragraph of this Agreement shall be held illegal or invalid by
a court, the illegality or invalidity of such clause, provision, or paragraph shall not affect any of the
remaining clauses, provisions, or paragraphs hereof, and this Agreement shall be construed and enforced
as if such illegal or invalid clause, provision, or paragraph had not been contained herein. In case any
question should arise as to whether any provision contained herein shall be in violation of law, then such
provision shall be construed to be the agreement of the parties hereto to the full extent permitted by law.
10. This Moral Obligation Agreement supersedes all prior understandings and agreements of
the parties with respect to the subject matter hereof and contains the entire agreement and understanding
of the parties in connection with the transactions contemplated hereby.
IN WITNESS WHEREOF, Pittsylvania County, Virginia has caused its name to be subscribed
hereunto by its of the Board of Supervisors, as authorized and directed by the
Board of Supervisors, and American National has caused its name to be subscribed hereunto by Ted R.
Laws, its duly authorized representative, all as of the date first written above.
PITTSYLVANIA COUNTY, VIRGINIA
By: _
Name:
Title:
AMERICAN NATIONAL BANK AND TRUST COMPANY
By:
Name: Ted R. Laws
Title: Danville Region Market President
APPROVEq AS TO FORM
J. VADEN HUNT, ESO.
ATTORNEY, PIT TSYLYANIACOUNTY
P95
PITTSYLVANIA COUNTY
Board of Supervisors
WORK SESSION
EXECUTIVE SUMMARY
AGENDA TITLE:
Request to Dispose of Public Property —
Northside High School Museum
Request for Public Hearing to Dispose of
Public Property, GPIN #2530-38-6169
STAFF CONTACT(S):
Smitherman
AGENDA DATE:
08-15-2017
ACTION:
Yes
ITEM NUMBER:
5(g)
ATTACHMENTS
1. Letter from Northside High School Museum
2. Map of Property/Tax Card
3. Excerpt from 12-20-2005 BOS meeting
minutes
4. Deeds from previouspropertyconveyances
REVIEWED BY: (�
The County has received a request from the Northside High School Museum to obtain property
owned by the County; GPIN #2530-38-6169. On this property is the Nothside High School
Monument Marker, which the Board of Superivosrs allowed the Northside High School Alumni
to erect on the property. The property in question is a 0.064 acre plot the Board of Supervisors
specifically sectioned off for the purpose of allowing the Alumni to erect the monument (see
attached 12-20-2005 minutes) when the County sold GPIN #2530-39-4367 to Riverside
Plumbing in 2005. The Alumni unveiled the completed marker September 1, 2006.
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.
If it is the Board's desire to dispose of aforementioned property, staff requires authorization from
the Board to advertise the disposal.
P96
Northside High School Museum
725 Corner Road
Java, VA 24565
Tel.# (434)432-4545
(434)713-4299
EIN # 51-0631612
July 27, 2017
Mr. David M. Smitherman
County Administrator, Pittsylvania County
1 Center Street
P.O. Box 426 Chatham, VA 24531
Mr. Smitherson;
This letter is in regards to the Northside High School (monument) marker that the Northside High School
Alumni Association built on the Corner of Payne Street Extension and Northside High School Drive in
Gretna. The Northside High School Alumni Association asked the Board of Supervisors for permission to
erect this monument and it was granted. The marker was completed during the summer of 2006 and
unveiled on September 1, 2006. The area where the marker is located covers .064 acres or 2,772 sq. ft.
Since this marker was built, over the years many Northside High Alumni, citizens inside and outside of
the community have traveled from far and near to see and appreciate the marker.
We, the Northside High School Museum Committee would like to obtain the area where the marker is
located from the County Board of Supervisors. We understand that if we are able to obtain this property
from the county, we will be responsible for its upkeep.
If the Board of Supervisors is willing to allow us to obtain this piece of property, please let us know the
necessary procedures that we must follow.
Thanks for any consideration given this matter.
Sincerely,/
Silas Musgrove, Chairman
Northside High School Museum Committee
P97
A
Xichmond, Starch 9, 2007
This is to cert that the certificate of incorporation of
Northside High Museum
was this day issued and admitted to record in this office and that
the said corporation is authorized to transact its business subject
to aCCvirginia Caws appCica6fe to the corporation and its business.
Effective date: 914arch 9, 2007
QORaTIOIV C
VLG NQ
W N
P Vi
L 1 O
[0 v 2
Ca Yj
f4Y[P �.P
�9 3'
CIS0313
,State Corporation commission
-Attest:
P98
INTERNAL REVENUE SERVICE
.i P. o. BOX 2508
1 CINCINNATI, OR 45201
Date: ¢y a rvP,�c
ll oC C'
NORTHSIDE HIGH MUSEUM
C/O SILAS MUSGROVE
725 CORNER RD
JAVA, VA 24565
Dear Applicant:
111511AR1'NKN'1' UY 'EJUL '1'R15A WAX
Employer Identification Number:
51-0631612
DLN:
17053152043007
Contact Person:
SALLY B DAVENPORT IDU 31050
Contact Telephone Number:
(877) 829-5500
Accounting Period Ending:
December 31
Public Charity Status:
170 (b) (1) (A) (vi)
Form 990 Required:
Yes
Effective Date of Exemption:
March 9, 2007
Contribution Deductibility:
Yes
Advance Ruling Ending Date:
December 31, 2011
Addendum Applies:
No
We are pleased to inform you that upon review 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 will
then notify 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 cases where the recipient
Letter 1045 (DO/CG)
P99
-2-
HORTHSIDE HIGH MUSEYII`1
exempt under sec(3) purposes.
tion 501 (c)(3), You "'lothavehaveevidence the
organization is not
for section 5o1(c)
funds will be used you should; keep case histories showing
to individuals, Y d; the manner of
If you distribute funds u pae of the away' our officers,
the recipient's name and addressofthe
the recipient to any of Y
selection; and the relationshipof
major contributors.
directors, trustees, members,
Sincerely,
Direct Choi
Director, r,Ex�t Organizations
Rulings and Agreements
Enclosures- Publication 4221 -PC
Statute Extension
P100
Letter 1045 (DO/Co)
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I r wL. C'( w V -C,
Tuesday, December 20, 2005
Adjourned Meeting
Mr. Harville wished everyone a Merry Christmas and a Happy New Year. He is looking
forward to seeing everyone the first of the year; he expressed sincere appreciate for every Board
Member and their cooperation this past year, the Board, the Staff, Mr. Sleeper, Mr. Hawker, Mr.
Light and the entire staff in County Department for the fine job they have done. He expressed
what a humbling experience and honor to have served as Chairman this past year and is looking
forward to a great New Year.
Mr. Harville presented his thanks and a special token of appreciation on behalf of the
Board of Supervisors and John P. Light, Legal Counsel to Dorothy J. Ciezkowski, Deputy Clerk
of the Board, wishing her a special Merry Christmas with sincere thanks for her thoughtfulness
throughout the year as Mr. Scearce so stated and a fine job well done.
County Administrator's Report
Mr. Sleeper mentioned that he and the Chairman on January 11; 2006 will be attending a
State Prayer Breakfast in Richmond that is held annually.
Mr. Sleeper also mentioned that the Legislative Day in Richmond will be on Thursday,
February 9, 2006, and if any Board Member plans to attend that day and return the following day
to Iet he or the Deputy Clerk know in order to make the necessary reservations. Mr. Irby, Mr.
Davis, Ms. Berger, Mr. Barber and Mr. Harville will be attending with the County Administrator.
Mr. Pritchett and Mr. Scearce will be unable to attend.
Mr. Harville requested the County Administrator to make a note to make an appointment
to see Joe May with EIT, while in Richmond during the Legislative Day February 9, 2006 who
serves on the General Assembly, as he was unable to attend the groundbreaking of the Cyber
Park.
Mr. Sleeper mentioned that he would bring back to the Board the old Gretna Middle
School request to transfer property from the Board of Supervisors to the Industrial Development
Authority so they can deal with a proposed industry. He also mentioned a request from the
Alumni Association to erect a monument in a small area in the corner of the property for the
Northside High School, and stated that he intends to have the plat re -drawn noting the small
change to the property for this monument. He stated that the Alumni Association would be
absorbing the cost of the monument which will be similar to the few the County already has,
which is a small brick monument with an insert that will either show a picture of the school or
the years that the Northside High School served there. Mr. Sleeper also mentioned that he has a
request from Southside with the same request.
Ms. Berger wanted to know the status of the auction of the old Gretna Middle School.
Mr. Sleeper stated that the best time to hold the auction would be in the Spring.
Mr. Harville acknowledged and thanked Mr. Odie Shelton, Zoning Administrator and
Director of Code Compliance for his cooperation in working with the Board.
Closed Session
Upon a motion of Mr. Davis seconded by Mr. Irby, the board voted unanimously to go
into closed meeting at 8:47 p.m.
P103
BK 1503PG569
05-05621
Tax Parcel ID number 59A-24-145 This Deed prepared by:
John P. Light, Attorney at Law
317 Patton Street
Danville VA 24541
Without Benefit of Title Examination
THIS DEED, made and entered into this 14°i day of June, 2005, by and between the
School Board of Pittsylvania County, Virginia, acting by and through its duly authorized
Division Superintendent, James E. McDaniel, party of the first part, Grantor, and the Board of
Supervisors of Pittsylvania County, Virginia, acting by and through its duly authorized
� Chairman of the Board, Coy E. Harville, party of the second part, Grantee.
WHEREAS, the School Board of Pittsylvania County, Virginia has determined that it has
C7
0 Lu no use for the hereinafter described real property; and
d 0- WHEREAS, the School Board of Pittsylvania County, Virginia has determined that it is
U! I in the best interest of the School Board and the Board of Supervisors of Pittsyhania County,
-" Z Virginia to convey title of the hereinafter described real property to the Board of Supervisors of
Pittsylvania County, Virginia; and
WIIEREAS, by resolution duly adopted by the School Board of Pittsylvania County,
Virginia on the 14i1' day of Jute, 2005, a copy of which is attached hereto and incorporated in
this deed by reference, the School Board of Pittsylvania County, Virginia has determined that the
hereinafter described real property is surplus and authorized its Division Superintendent, James
E. McDaniel, to sign this deed on its behalf; now wherefore this deed.
W l T N E S S E T H:
That for and in consideration of the sum of one dollar ($1.00), cash in hand paid, and
other good and valuable consideration, in receipt and sufficiency of which is hereby
WILLIAMS. MORRISON, LIGHT AND MOREAU
ATTORNEYS AT LAW
DANVILLE. VIRGINIA 24541.1213
P104
DK i 503PG570
acknowledged by the party of the first part, the said party of the first part does hereby grant,
bargain, sell, and convey with SPECIAL WARRANTY OF TITLE unto the Board of
Supervisors of Pittsylvania County, Virginia, its successors and assigns, the following described
real estate, to -wit:
FIRST: All those certain lots or parcels of land, with
improvements thereon and all appurtenances thereunto pertaining, lying
and being situate in the Callands=Gretna Magisterial District and the Town
of Gretna, Pittsylvania County, Virginia, consisting of lots A, B, C, D and
E, containing in the aggregate 7.135 acres, by survey, with metes and
bounds as shown on Plat of Survey made by John R. Bradner, Dewberry
and Davis, Inc., dated September 1, 2004, revised February 3, 2005, a
copy of which plat is to be recorded contemporaneously with this deed and
is incorporated in this deed by specific reference; and BEING that
property conveyed unto the School Board of Pittsylvania County, Virginia
by deed of S. H. Creasy and Maude E. Creasy, his wife, dated December
21, 1936, said deed being recorded in the. Office of the Clerk of the Circuit
Court of Pittsylvania County, Virginia in deed book 230, page 295: and
that property conveyed unto the County School Board of Pittsylvania
County, Virginia by deed of James Miller and Sally Miller, his wife, dated
June 12, 1952, said deed being recorded in the aforesaid Clerk's Office in
deed book 336, page 585; and that property conveyed unto the County
School Board of Pittsylvania County, Virginia by deed of Albert G.
Tippett and Audrey B. Tippett, his wife, dated May 16, 1964, said deed
being recorded in the aforesaid Clerk's Office in deed book 443, page 572,
to which deeds reference is hereby made for a more particular description
of the property which is the subject of this deed; and
SECOND: All those certain lots or parcels of land. with
improvements thereon and all appurtenances thereunto pertaining, lying
and being situate in the Callands-Gretna Magisterial District and the Town
of Gretna, Pittsylvania County, Virginia, shown on the aforesaid Plat of
Survey made by John R. Bradner, Dewberry and Davis, Inc., lying to the
East of Payne Street Extension, S.R. 1318 and to the North of Northside
Drive, S.R. 792, and BEING that property conveyed unto the County
School Board of Pittsylvania County, Virginia, by deed of R. C. Vaden
and Kate P. Vaden, his wife, dated July 10, 1941, said deed being recorded
in the aforesaid Clerk's Office in deed book 251, page�49, to which deed
and plat reference is here made for a more particular description of the
property which is the subject of this deed; and
THIRD: All that certain lot or parcel of land, with improvements
thereon and all appurtenances thereunto pertaining, lying and being situate
WILLIAMS, MORRISON, LIGHT AND MOREAU
ATTORNEYS AT UW
DANVILLE. VIRGINIA 24541-1213
P105
BK 1503PG57 I
in the Callands-Gretna Magisterial District and the Town of Gretna,
Pittsylvania County, Virginia, and lying, BEING and adjoining the
southern margin of Northside Drive, State Road 792 and containing 7.55
acres, per survey, and being that same property conveyed unto the County
School Board of Pittsylvania County, Virginia, by deed of C. J. Payne, et,
al. dated November 27, 1964, said deed being recorded in the aforesaid
Clerk's Office in deed book 465, page 555; to which deed reference is
herein made for a more particular description of the property which is the
subject of this deed; and
FOURTH: Any and all rights conveyed unto the School Board of
Pittsylvania County, Virginia by that Agreement and Deed of Easement
made by Maude E. Creasy, widow, dated September 22, 1952, said Deed
of Easement being recorded in the aforesaid Clerk's Office in deed book
338, page 579. ,
In compliance with the provisions of Section 15.2-1803 of the Code of Virginia, 1950, as
amended, this deed is in the form appreved by John P. Light, County Attorney for Pittsylvania
County, Virginia as evidenced by his execution hereof.
In compliance with the provisions of Section 15.2-1803 of the Code oi' Virginia, 1950. as
amended, this deed is accepted by Coy E. Harville, Chairman of the Board of Supervisors of
Pittsylvania County, Virginia, on behalf of the Board of Supervisors of Pittsylvania County,
Virginia, he having been authorized to so act on behalf of said County by Resolution duly
adopted by the Board of Supervisors of Pittsylvania County at a meeting held on June 21, 2005.
This deed is exempt from recordation taxes imposed by Section 58.1-801, 58.1-802, 58.1-
803, and 58.1-807 pursuant to the provisions of Section 58.1-81 ] A, C, D, and E. Code of
Virginia, 1950, as amended.
WITNESS the following signatures and seats:
WILLIAMS, MORRISON, LIGHT AND MOREAU
ATTORNEYS AT LAW
DANVILLE, VIRGINIA 24541.1213
P106
8K 15a3PG5.i2
Attest:
THE SCHOOL BOARD OF
PITTSY/LfV(ANyIIAA COUNTY, VIRGINIA
By_(SEAL)
James ]�McDaniel, ivision Superintendent,
School Board of Pittsylvania County, Virginia
4'_t _), /J� -
Jane F. Hancock, Clerk
School Board of Pittsylvania County, Virginia
THE BOARD OF SUPERVISORS OF
PITTSYLVANIA COUNTY,VIRGINIA
By1� (SEAL)
Coy E. Ham le, Chairman
Board of Supervisors of Pittsylvania County, Virginia
COUNTY ATTOREM1FOR PITTSYLVANIA
By F
John P. fight, t uornev
For P' syly% is ul y, Virginia
Attest:
William D. Sleeper, ClIrk
Board of Supervisors of Pittsylvania County, Virginia
WILLIAMS. MORRISON, LIGHT AND MOREAU
ATTORNEY5 AT UW
DANVILLE. VIRGINIA 24541-1213
P107
SEAL)
ON 1503PG573
STATE GINIA, ��,,��
CITY UNT CF _ 2"i'y/S✓�� ,a TO -WIT:
Of
The foregoing instrument was acknowledged before me by James E. McDaniel, Division
Superintendent, School Board ofPittsvlvania County, Virginia, on thisOGr"'day of
coos. '
NOTARY PUBLIC `----
My commission expires: 4? .S/. Z 60s—
STATE OF VIRGINIA
C4+Y/COUNTY OF _ �s 5 l Duct TO -WIT:
The foregoing instrument was acknowledged before me by Coy E. Harville, Chairman,
Board of Supervisors of Pittsylvania County, Virginia, on this p,1L+ day of
2005.
ejQ �I r
NOTA Y UBLIC
My commission expires: hal T 31 7�
STATE OF VIRGINIA
efT-Y/COUNTY OF r;y 1, N cam , TO -WIT:
The foregoing instrument was acknowledged before me by John P. Light. County
Attorney for Pittsylvania County, Virginia, on this -;� I '21— day of _-KLT,, . .2005.
wkYwkpp
NOTA I Y�UBLIC � �—
My commission expires:
WILLIAMS, MORRISON, LICHT AND MOREAU
ATTORNEYS AT LAW
DANVILLE. VIRGINIA 24541-1213
P108
*RQ 1-Uzz.ntp , ✓
Prepared by: Redford B Wandrai, P.C. PG 00 ! 7
5 P OV 17 :�Retum to
tBedfo d 12 tVA 24523 t ` I / 1 ® �\` b \A�\
Consideration: $27,600.00 e��co�jJ 2$b2
Assessed Value: $361,100.00
Tax Map # 2530-38-4367
THIS DEED, made this the 30th day of October, 2014, by and
between RIVERVIEW PLUMBING & HEATING, INC., a Virginia
corporation, Grantor; and OWEN HOLDINGS, LLC, a Virginia Limited
Liability Company, Grantee.
* W I T N E S S E T H*
That for and in consideration of the sum of TEN DOLLARS
($10.00) and other good and valuable consideration, cash in hand
paid, the receipt of which is hereby acknowledged, the said
Grantor does hereby GRANT and CONVEY with GENERAL WARRANTY and
ENGLISH COVENANTS of title as provided by Section 55-70 of the
Code of Virginia, as amended, unto the Grantee, all of the
hereinafter described real property, and being more particularly
described as follows, to -wit:
All that certain tract or parcel of land, and all
appurtenances thereunto pertaining, lying and being situate
in the Town of Gretna, Pittsylvania County, Virginia,
containing 6.447 acres, (the "Premises"), by survey, with
metes and bounds as shown on Plat of Survey for:
Pittsylvania Board of Supervisors (old Gretna Middle School
property) made by John R. Bradner, Dewberry and Davis, Inc.,
Land Surveyors, dated September 1, 2004, revised February 3,
2005, revised January 25, 2006, a copy of which plat is
recorded in the Office of the Clerk of the Circuit Court of
Pittsylvania County, Virginia (the "Clerk's Office"), in Map
Book 44, page 16E, said plat being incorporated herein by
reference; LESS AND EXCEPT that certain lot containing 1.349
Prepared by: Steven C. Wandrei
VSB # 66052
RADFORD & WANDREI, P.C.
ATTORNEYS AT LAW
BEDFORD, VIRGINIA 1
P109
acres which was conveyed to NorthergGlUtIMAR T�ounty
Food Center, Inc. by deed dated August 17, 2012, of record
in the aforesaid Clerk's Office as Instrument Number
120004646; and LESS AND EXCEPT that parcel of land
containing 1.48 acres which was conveyed to Spider Creek
Properties, L.L.C., by deed dated December 6, 2013, of
record in the aforesaid Clerk's Office as Instrument Number
130007601.
Being the remainder of the property granted and conveyed to
the said Riverview Plumbing & Heating, Inc. by Industrial
Development Authority of Pittsylvania County, Virginia, by
deed dated July 13, 2006, of record in the aforesaid Clerk's
Office as Instrument Number 060005682.
This conveyance and the warranties herein contained are
expressly subject, however, to all easements, rights of way,
conditions, reservations and restrictions affecting said
real estate and now binding thereon as the same may be set
forth or referred to in prior recorded deeds thereto or
plats thereof.
WITNESS the following signature and seal.
RIVERVIEW PLUMBING & HEATING, INC.
By:C!/, (SEAL)
Its:�j2�
STATE OF
CITY/COUNTY OF
The foregoing
instrument was acknowledged
before me this
eforeemethiis the
n—day of WCV5&iQ1r, 2014, by—
W. CRdL(
of RIVERVIEW PLUMBING & HEATING, INC. ek6""'""'
d`.<H F. W/[ i
Virginia corporation.
My commission expires
Man#1D/9-1-14/owenho1dinga.dee
Prepared by: Steven C. Wandrei
VSB # 66052
RADFORD & WANDREI, P.C.
ATTORNEYS AT LAW
BEDFORD, VIRGINIA
-L�iIlikas
Notary Public
1 � s
' 2'O,l; 4'403",�:•��Q'` :
%�FALTH O� ```
"uumn"`
INSTM.MENT 414000ff-05
RECORDED IN THE CLERK"S OFFICE OF
FITT�YL'Ir+ND4 COUNTY ON
NOVEMBER 171 2014 AT 02:457M
Q61. °0 H' TOR TAX WAS PAID As
REGUIRED BY BEC 58.1-8012 OF THE VA. CODE
2 BTATE:,180.75 LOCAL. #130.75
H. F. HA?MORE, CLERK
RECORDED B`,`: TB;.
P110
BUSINESS
MEETING
Pill
P112
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
BUSINESS MEETING
TUESDAY, AUGUST 15, 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: July 18, 2017 Pages 118-125
(b) Bill List — July 2017 (Online)
(c) Contract Amendment — West Safety Services, Inc. Pages 129-129
(d) Approval of Community Center Policy & Agreement Pages 130-135
(e) Permission for Use of Parking Lot — Chatham Rescue Squad Pages 136-137
PUBLIC HEARINGS
Rezoning Cases:
Case 1: ASK & C, LTD — Banister Election District R-17-024
RC -1, Residential Combined Subdivision District to A-1, Agricultural District
Case 2: John L. Roberson & Laura J. Roberson — Tunstall Election District R-17-02
RC -1, Residential Combined Subdivision District to R-1, Residential Suburban Subdivision
District
Case 3: Willie B. Guill, Jr., & Tricia P. Guill — Staunton River Election District R-17-026
R-1, Residential Suburban Subdivision District to B-2, Business District, General
Case 4: Lucy Dillard — Dan River Election District R-17-027
R-1, Residential Suburban Subdivision District to A-1, Agricultural District
Public Hearings
7. 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. Requires a
Motion and a Roll Vote Pages 139-144
8. Public Hearing to receive citizen input on the disposal of the following two (2)
parcels of publicly owned property via public auction as follows: (1) Lot #1: 2.1
acres located on SR 792/Millstream Drive, Gretna, Virginia; GPIN #2530-38-8407,
and (2) Lot #2: 3.04 acres located on SR 792/Millstream Drive, Gretna, Virginia;
GPIN #2530-48-0335. — Requires a Motion and a Roll Vote Pages 145-154
9. Public Hearing, pursuant to Virginia Code §15.2-2507 to hear citizen input on
proposed amendments to the county budget for fiscal year 2018 — Requires a Motion
and a Roll Vote Pages 155-176
NEW BUSINESS
10. Human Resources Matters:
(a) Group Health Insurance —Retirees Page 178
(b) High Deductible Savings Account (HSA) —Requires a Motion and a Roll Call
Vote Page 179
11. Community Policy Management Team (CPMT) Attendance Policy Pages 180-184
12. 2017 Year End Budget Adjustments - Requires a Motion and a Roll Call Pages 185-188
13. Moral Obligation Agreement — Axxor, N.A., L.L.C. Pages 189-163
14. Disposal of Public Property - Request from Northside High School Alumni
Pages 194-208
15. Request for Public Hearing: Application for Real Estate Property Exemption by
Designation — New Prospect Baptist Church Pages 209-237
16. Recommendations from Fire & Rescue Policy and Procedures Committee, if any
BOARD ANNOUNCEMENTS
REPORTS FROM COUNTY ADMINISTRATOR
ADJOURNMENT
TO BE ADDED
P115
HEARING OF
CITIZENS
P116
CONSENT
AGENDA
PI 17
July 18, 2017
Business Meeting
Pittsylvania County Board of Supervisors
Business Meeting
July 18, 2017
VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was
held on Monday, July 18, 2017 in the General District Courtroom of the Edwin R. Shields
Courthouse Addition in Chatham, Virginia. Chair Robert W. "Bob" Warren, called the meeting
to order at 7:00 p.m. The following members were present:
Tim R. Barber
Joe B. Davis
Ronald S. Scearce
Jessie L. Barksdale
Jerry A. Hagerman
Elton W. Blackstock, Jr
Robert W. Warren
Tunstall District
Dan River District
Westover District
Banister District
Callands-Gretna District
Staunton River District
Chatham -Blairs District
Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden
Hunt, County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning &
Development, Matt Rowe, Director of Economic Development; 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. Barksdale, seconded by Mr. Davis, to approve the agenda with
the following addition:
(1) Appointment of the Banister District representative to the Pittsylvania County
Public Library Board of Trustees
Mr. Barksdale's motion to add this item to the agenda was unanimously approved by the Board.
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to add the following
Closed Sessions:
(2) Closed Session: Discussion concerning a prospective business or industry or the
expansion of an existing business or industry where no previous announcement has been made of
the business' or industry's interest in locating or expanding its facilities in the community
(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
(e) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended
Subject Matter: Project Tap
Purpose: Project Update
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Board of supervisors
Business Meeting
July 18, 2017
(d) Authority: 2.2-3711(A)(5) of the Code of Virginia, 1950, as amended
Subject Matter: Project Robot
Purpose: Project Update
Mr. Blackstock's motion was unanimously approved by the Board.
Auoroval of Aeenda
Motion was made by Mr. Blackstock, seconded by Mr. Hagerman to approve the agenda
with the additional items, which was unanimously approved by the Board.
Due to the number of Career & Technical Students present to accept their Certificates of
Recogniction, Chair Warren moved the Consent Agenda as the next item of business.
Consent Aeenda
Motion was made by Mr. Barber, seconded by Mr. Hagerman, to approve the Consent
Agenda, which was unanimously approved by the Board.
(a) Minutes: June 20, 2017: BOS Business Meeting
(b) Bill List: June 2017 (Online)
(c) Certificates of Recognition; Career & Technical Students-Ski11sUSA 2017
Competition Awards
(d) Position Description Revision
Hearine of the Citizens
Deborah Dix of the Chatham/Blairs District stated she hoped when the Staunton River
Regional Industrial Facility Authority (SR RIFA) was formed it would be more open than the
Danville-Pittsylvania RIFA, and that citizens would be able to serve on that board. She also said
she hoped it wasn't being formed to help promote pullet mills in Pittsylvania County and bring
with it the smell, a -coli contamination, and other similar factors that had occurred in the
Willmington area, where she declined moving to because of those issues.
Brenda Bowman, Chair for the Danville-Pittsylvania County Chamber of Commerce's
Tourism Advisory Committee, introduced Amy Boles as the Tourism Coordinator for the
Chamber.
Deborah Dix of the Chatham/Blairs District, thanked everyone involved for the
Pittsylvania Pet Center. Ms. Dix also suggested there be a designated call center for all animal
center related calls, so there is a way to track animals being picked up.
Lome Brinkley, Callands/Gretna District, said her dog was attached on Saturday, June
24, 2017 by two pit bulls, and they called on that day E911. She said it was Monday before
Animal Control Officers came to investigate the incident, and did not pick up the offending dogs,
though Ms. Brinkley said a neighbor could identify the 2 dogs that attacked her dog. Ms.
Brinkley submitted photographs of the damage done to her dog. She said she did not know who
was working on the case now, but she would hate to see that happen to someone else's pet, or to
a child.
Barbara Hudson, Callands/Gretna District, stated she moved her 10 years ago, and she
wasn't here very long before her neighbors came to here with problems, and that began her
history of suing Pittsylvania County. She was here to, not to try her case at the meeting, but to
explain the issues she had with Odie Shelton, Director of Code Compliance. Ms. Hudson
commented on Mr. Shelton's not informing her client on a timely basis of rights to appeal; of not
receiving correspondence from Mr. Shelton when others involved did. Ms. Hudson stated that
both Mr. Shelton and Mr. Boswell were examples of the County's need to pay attention to the
actions of their employees before giving them raises. Lastly, Ms. Hudson stated she felt the
issue with Laura Norton and Animal Control needed to be investigated thoroughly.
P119
Board of Supervisors
Business Meeting
July 18, 2017
Cathryn East, President of the Pittsylvania County SPCA, commented on the recently
video circulating on the beheading of a dog at the Animal Control Pound suspected of rabies by
Animal Control. Ms. East felt this was appalling and that the County was paying and harboring
criminals.
Steve East, of the Pittsylvania County SPCA, stated it has been a roller coaster but was
glad to see the Pittsylvania Pet Center open and a manager hired who cared about the animals.
Mr. East said he approved of Mr. Smithernan's comments that not only was the Lynchburg
Humane Society going to be contracted to run the center, but that Animal Control policies would
be modernized. Mr. East further made many complaints about the Animal Control Chief Officer.
This concluded the Hearing of the Citizens.
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 A4, Agricultural District
Mr. Warren opened the public hearing at 7:43pm. Mr. Greg Sides explained that E And E Of
Virginia, LLC, had petitioned to rezone a total of 8.35 acres, four (4) parcels of land, located off
State Road 668/Grit Road and on Nine Lots Road in the Staunton River Election District from R-
1, Residential Suburban Subdivision District todA-1, Agricultural District. Once the properties
are rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning
Commission, with no opposition, recommended granting the petitioner's request. Mr. Eades was
present to represent the case. No one signed up to speak and Mr. Warren closed the hearing at
7:45pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve rezoning
Case R-17-021 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. Waren-Yes. Mr. Blackstock's motion to rezone Case R-17-021 from R-1 to A-1
was unanimously approved by the Board.
Case 2: Kay S. Geyer — Chatham/Blairs Election District: R-17-022
R-1, Residential Suburban Subdivision District to B-2, Business District, General
Mr. Warren opened the hearing at 7:47pm. Mr. Sides explained Kay S. Geyer had petitioned to
rezone 1.85 acres from R-1, Residential Suburban Subdivision District to B-2, Business District,
General. The parcel is located on U.S. Highway 29 North in the Chatham -Blairs 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. Lynn Williams, sister of Kay Geyer, was there to represent the petition. No one signed
up to speak and Mr. Waren closed the hearing at 7:49pm. Motion was made by Mr. Scearce,
seconded by Mr. Davis, to approve rezoning Case R-17-022 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. Waren-Yes. Mr. Scearce's motion to
rezone Case R-17-022 from R-1 to B-2 was unanimously approved by the Board.
Case 3: Larry Barrett & Myrtle M. Barrett— Dan River Election District: R-17-023
A-1, Agricultural District to B-2, Business District, General
Mr. Warren opened the hearing at 7:50pm. Mr. Sides explained that Larry and Myrtle Barrett
had petitioned to rezone37.09 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 petitioners' request Larry
P120
Board of Supervisors
Business Meeting
July 18, 2017
Barrett is here to represent the petition. No one signed up to speak and Mr. Warren closed the
hearing at 7:51pm. Motion was made by Mr. Davis, seconded by Mr. Barber, to approve
rezoning Casing R-17-023 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 to rezone Case R-17-023 from A-1 to
B-2 was unanimously approved by the Board.
This concluded the Rezoning Cases
Unfinished Business
At the Board of Supervisors' June 20, 2017 meeting, a 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 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 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. Barksdale's was unanimously approved by the Board.
News Business
Mr. Smitherman explained that six (6) copies of the Invitation For Bid (IFB) on the
Mount Hermon Branch Library Renovations were mailed out, and the County received four (4)
responsive bids, with the low bid being $221,950.00 from Daniels Builders, LLC. This bid was
$51,950.00 over budget. Mr. Smitherman stated that if the Board of Supervisors wished to
proceed with the budget, it was recommended that $51,960.00, plus $5,000.00 for any
contingencies during the project, be appropriated from unappropriated funds. Motion was made
by Mr. Blackstock, seconded by Mr. Davis to award the contract to Daniels Builders, LLC in the
amount of $221, 950.00, and to appropriate from unappropriated funds a total of $56,950.00, 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 was unanimously approved by the Board.
Motion was made by Mr. Blackstock, seconded by Mr. Davis, for the following June
2017 expenditures 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), $60.00 to
Animal Control -Donations (100-4-035100-5883), $8,231.06 to WIA-Rent (251-4-353853-6014)
and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr.
Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes.
Mr. Blackstock's was unanimously approved by the Board.
P121
Board of Supervisors
Business Meeting
July 18, 2017
Mr. Smitherman explained that the County had received two (2) letters of interest in
purchasing the old Northisde High School football field property which the County owns; one
from the Elba Missionary Baptist Church and one from the Northside High School Museum.
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). Mr. Smitherman noted as required by Virginia Code § 15.2-
1800(B), the Staff has duly advertised a public hearing to dispose of said property. Motion was
made by Mr. Davis, seconded by Mr. Barber, to authorize advertising the public hearing to
surplus the property. A substitute motion was made by Mr. Blackstock, seconded by Mr. Davis,
to advertise to surplus the property, and once the public hearing was held, that property should be
auctioned with the bid beginning at the current assessed value of the property. Mr. Blackstock's
motion was approved by the 6-1 majority vote, with Mr. Barber opposing.
The Personnel Committee sent a motion to the full Board, recommending the approval of
Resolution 2017-07-01, based on a received a report from Springsted Incorporated regarding the
County's Classification and Compensation Study. This motion was unanimously approved by
the Board of Supervisors.
Vittotbania Countp 36oarb of *uperb[.5oM
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
P122
Business Meeting
July 18, 2017
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.
Appointments:
Danville-Pittsylvania Community Services Board:
Motion was made by Mr. Scearce, seconded by Mr. Barber, to appoint Lome 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. Mr. Scearce's motion was unanimously approved by the Board.
Pittsylvania County Department of Social Services Board:
Motion was made by Mr. Barber, seconded by Mr. Blackstock, to appoint 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. Mr. Barber's motion was unanimously approved by the Board.
Pittsylvania County Public Library Board of Trustees:
Motion was made by Mr. Hagerman, seconded by Mr. Blackstock, to appoint 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. Mr. Hagerman's motion was unanimously approved by the Board.
Motion was made by Mr. Barksdale, seconded by Mr. Blacktock, to appoint Portia
Fitzgerald to serve as the Banister 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 Ms. Fitzgerald. Mr. Barksdale's motion was unanimously approved by the Board.
Southern Area Agency on Agin
Motion was made by Mr. Davis, seconded by Mr. Scearce, to appoint Anita White 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 3 years
and would begin immediate upon filling. Mr. Davis' motion was unanimously approved by the
Board.
Danville-Pittsylvania County Tourism Board:
Motion was made by Mr. Davis, seconded by Mr. Scearce, to appoint Meagan K. Baker
to serve as a Pittsylvania County representative on the Danville-Pittsylvania County Tourism
Advisory Committee, which was unanimously approved by the Board.
Board Announcements
Mr. Blackstock reminded everyone of the Grand Opening celebration of the Pittsylvania
Pet Center on Saturday, July 29th between 1-4pm.
Mr. Hagerman invited to the Climax Sorghum Festival on Saturday, September 19, 2017.
P123
Board of Supervisors
Business Meeting
July 18, 2017
Comments from County Administrator
Mr. Smitherman stated there was an all -employee meeting on July 27; a 8am session and
a 3pm session; that Otis Hawker, Assistant County Administration for Operations had submitted
his retirement notice, which would become official on August 11, 2017; and that there would be
a State of the Region held jointly between Pittsylvania County and the City of Danville on July
25 at 7:30am at the Institute for Advanced Learning and Research.
Closed Session Matters
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to enter into Closed
Session for the purpose of:
Discussion concerning a prospective business or industry or the expansion of an existing
business or industry where no previous announcement has been made of the business' or
industry's interest in locating or expanding its facilities in the community
(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: 2.2-3711(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
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 was unanimously approved by the Board.
The Board entered into Closed Session at 8:15pm.
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 July 18, 2017, the Board hereby certifies by a recorded vote that to the best of each board
member's knowledge only public business matters lawfully exempted from the open meeting
requirements of the Virginia Freedom of Information Act and identified in the motion
authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any
member believes that there was a departure from the requirements of the Code, he shall so state
prior to the vote indicating the substance of the departure. The statement shall be recorded in the
minutes of the Board.
P1 24
Board of Supervisors
Business Meeting
July 18, 2017
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
Adjournment
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
P125
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Contract Amendments
SUBJECT/PROPOSAL/REOUEST:
Contract Amendments — West Safety Services, Inc
aka Intrado, Inc ("West')
STAFF CONTACT(S):
Davis
BACKGROUND:
AGENDA DATE:
08-15-2017
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Yes
REVIEWED BY: 94�
ITEM NUMBER:
6(c)
INFORMATION:
In January 2017, The County was notified that the Virginia 9-1-1 Services Board approved our FY17/18
grant request in the amount of $110,625.00. This grant will upgrade our PSAP Next Generation 9-1-1
Premise Equipment, install, maintain and monitor all A9-1-1 Core and Premise Equipment.
DISCUSSION:
Pittsylvania County 9-1-1 Center has been utilizing INTRADO-West as our E911 phone
equipment/delivery provider since 2008. The term of this contract is extended until November 30, 2019.
Our monthly E911 charges from West Services will be $7,048.00 per month. This is a budgeted item.
RECOMMENDATION:
Staff recommends the Board of Supervisors to authorize the County Administrator to sign the Contract
Amendments.
P126
Terry Ellis
COMMONWEALTH of VIRGINIA
Virginia Cable
Grant Guidelines. Payment will be made on a reimbursement basis only
Virginia 9-1-1 Services Board
for allowable project costs. ISP staff has already advised grant awardees
Jeffre D. Stem
Y
of any non -allowable items that were included in their grant applications;
Dorothy Spears -Dean
Chairman
Authority
PSC Coordinator
VDEM
January 24, 2017
(804) 416-6201
Jim Junkins
Dinwiddie County
Terry D. Mayo
Vice Chaiman
Dear Pittsylvania County PSAP:
Board Administrative
Harrisonburg-
Assistant
Rockingham ECC
the form at the time it is submitted in order for the request to be
(804)416-6197
processed. Furthermore, a Progress Report is required after completion of
I am pleased to advise you that the Virginia 9-1-1 Services
the first year of the grant award period. When the project is completed, a
David A. Von Moll
Board has approved your FYI 8 grant request. You have been awarded
Anthony McDowell
Fire chief
Treasurer
Comptroller
$11 ,625 for your Individual PSAP Call Handling Equipment project,
includes annual True -ups, or any other document required by the Board.
Jeffrey T. Merriman
Grant ID 18-119. Funding for this grant award will be available
Verizon Communications
Richard C. Clark
Chief of Police
beginning July 1, 2017.
Coordinator or me via email.
City of Galax
Virginia State Police
Terry Ellis
The Grant Payment Reimbursement Process is described in the PSAP
Virginia Cable
Grant Guidelines. Payment will be made on a reimbursement basis only
Telecommunications
Association
for allowable project costs. ISP staff has already advised grant awardees
of any non -allowable items that were included in their grant applications;
Danny Garrison
Richmond Ambulance
however, grant awardees are financially responsible for any non -allowable
Authority
items that are submitted for reimbursement. If you are unsure whether or
Dennis E. Hale
not a purchase will be reimbursed, particularly with CAD and NG9-1-1
Chief of Fire & EMS
GIS projects, please consult your Regional Coordinator or me before
Dinwiddie County
making the purchase.
Honorable Kevin W. Hall
Sheriff of the City of
Covington
All funding requests must be submitted on the Grant Payment Request
Form. Invoice(s) that support the amount requested should be attached to
Diane Harding
Verizon wireless
the form at the time it is submitted in order for the request to be
processed. Furthermore, a Progress Report is required after completion of
Robert Layman
AT & T
the first year of the grant award period. When the project is completed, a
Grant Closure Form is needed to close out the grant award. Finally, grant
Anthony McDowell
Fire chief
payment requests will be held until all required reports are received. This
Henrico County
includes annual True -ups, or any other document required by the Board.
Jeffrey T. Merriman
Verizon Communications
If you have any questions, please do not hesitate to contact your Regional
Lee W -Miner Hl
Coordinator or me via email.
Captain
Virginia State Police
Congratulations on your grant award!
Nelson P. Moe
CIO - VITA
Sincerely,
Kathleen Seay
Hanover County
p
Jolena Young
Lisa Nicholson
Twin County
Public Safety Program Manager
Megan Peterson
Office of the Governor
Commonwealth Enterprise Solutions Center— 11751 Meadowville Lane—Chester, Virginia 23836
(866)482-3911 —FAX (804) 416-6353 — TTY USERS TDD #711— www.va91 l.org
P127
West Change Order
1. Information
Customer Name
Pittsylvania County, VA Board of Supervisors
Change Order Effective Date
July 1, 2017
Underlying Statement of
Work ("Order)
Statement of Work for IEN 9-1-1 Routing and Automatic Location
Identification Management (ALI) services effective September 18,
2008, as amended.
Tenn
Concurrent with term of the Order.
2. Change to Services
West Safety Services, Inc., fka Intrado Inc. ("West') will provide the following change to the current services
('Services") under the Order.
2.1. Term
The term of the Order is extended until November 30, 2019. No automatic extension beyond this term.
Customer acknowledges that current market rates must apply following this 29 month term for West to
entertain new agreements in future terms.
3. Fees
The following fees will apply:
A one-time fee ("OTF") to upgrade new Next Gen 9-1-1 Premise Equipment, including installation,
maintenance and monitoring of all A9-1-1 Core and Premise Hardware to prepare the PSAP for future i3
services.
Element
OTF
Upgrade Next Gen 9-1-1 Premise Equipment, install, maintain and monitor all A9-1-1
Core and Premise Equipment
$100,568.00
Beginning July 1, 2017 through November 30, 2019, the Monthly Recurring Fee ("MRF") for 9-1-1 Routing,
ALI Management and Managed IP Network table in Appendix A of the Order is deleted in its entirety and
replaced with the following:
Element
Total MRF
A9-1-1 Routing, ALI Services and MPLS (up to 30,000 TNs)
$7,048.00
A9-1-1 Routing, ALI Services and MPLS - >30,000 TNs
$0.15f rN
3.1. Pricing Notes
OTF will be invoiced based on the following schedule:
o $50,284.00 or 50% of the OTF will be invoiced in the month of the Change Order Effective
Date.
o $40,227.00 or 40% of the OTF will be invoiced in the month of router installation, test and turn
up.
o The remaining $10,057.00 or 10% of the OTF will be invoiced after a 30 day soak period or
router production turn -up with no router issues.
Nnl;e 1 ® 2017 West Corporation. All rights reserved. EOE/AA Employer we connect. we deliver.
Ft I
P128
As applicable, one-time fees will be invoiced per schedule outlined in Section 3 Fees, Pricing Notes, and
recurring fees will commence invoicing, upon:
® Change Order Effective Date; or
El Acceptance. Acceptance will occur on the earliest of the following events: (1) Customer provides written
notice of acceptance; (2) the Services are used, or are capable of being used, by Customer in a live
environment, or (3) three calendar days pass after West's notice of Services availability without receipt of
a Customer notice of material defect. Capable of being used means that West has completed its obligations
herein and any delay to the system going live is due to events of third parties or events otherwise outside
of West's control.
4. Bill Agent Agreements
This Change Order terminates the Billing Agent Agreements for payment of Verizon and CenturyLink fees
between West and the Customer effective June 30, 2017. West's obligation to pay Verizon and CenturyLink
legacy fees charged to the Customer for 9-1-1 services is hereby terminated.
5. Entire Agreement
Except as stated herein, the Order continues in full force and effect. This Change Order amends the Order
as stated herein, constitutes the parties' entire agreement and supersedes any prior written or oral
agreements related to its subject matter. This document may be executed in counterparts, by facsimile or
electronically, and is not enforceable unless signed by both parties.
PITTSYLVANIA COUNTY, VA BOARD OF
SUPERVISORS
Authorized Signature
Name Typed or Printed
Title Date signed
APPROVED AS TO FORM
J. VADEN HUNT, ESO,
ATTORNEY, PITTSYLVANIA COUNTY
P`Ige - 0 2017 West Corporation. All rights reserved. EDE/AA Employer
WEST SAFETY SERVICES, INC.
Authorized Signature
Name Typed or Printed
Title Date signed
P129
we connect. we deliver.
WE
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Approval of Community Center Policy
and Agreement
SUBJECT/PROPOSAL/REOUEST:
Approval of Community Center Policy
and Agreement
STAFF CONTACT(S):
Moore
AGENDA DATE:
8-15-17
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
ITEM NUMBER:
6(d)
INFORMATION:
INFORMATION:
BACKGROUND:
Pittsylvania County acquired the building formerly known as the Chatham Community Center in March of
this year and it currently serves as the home for the Parks and Recreation Department.
DISCUSSION:
The Community Center has several rooms available for rent. Parks and Recreation staff have crafted a facility
rental policy and agreement to formalize the rental process.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the rental policy and agreement as presented.
P130
�0�
Pittsylvania County
Parks & Recreation
Community Center Facility Use Policy
This policy pertains to the Pittsylvania County Community Center located at 115 South Main Street,
Chatham, VA 24531.
Please make all payments payable to: Pittsylvania County, PO Box 426, Chatham VA, 24531.
Facility Rental Rules & Regulations
- Parks and Recreation reserves the right to accept or reject, at any time, any application for use of
facilities. Advance payment of fees will be refunded if rejection of application is deemed
necessary.
Community Center Reservation Applications shall be completed and submitted by an adult, 18
years of age or over (21 years if the event involves alcohol), and at least thirty (30) working days
prior to the requested date of the event. No permits shall be issued to minors. The reservation
security deposit must accompany the reservation application to hold reservation.
Any group or organization that has damaged or destroyed the Center's property or has failed to
follow established policy in the past may be denied a permit. Staff shall consider the safety, health
and welfare of persons and the security, preservation and orderly use of the Center as criteria
when reviewing permit applications. Parent/guardian will be responsible for behavior of minors.
Permit holder is required to follow all local ordinances and laws.
Charging admissions, selling tickets, games of chance or solicitation of money in any manner
without prior approval of the Director of Parks and Recreation is prohibited. This includes the sale
of and /or peddling of any foods, refreshments, novelties or goods.
The Center may, at its discretion, require the lessee to provide, at the lessee's sole expense, any
police, fire, and/or other center staff as deemed reasonable for the protection and preservation
of the public property and peace.
The center requires the lessee to meet such other special conditions as are deemed reasonable
and necessary for the safe and effective functioning of the proposed event.
Caterers used by groups must be licensed. Unlicensed caterers will be required to obtain a
banquet permit from the Health Department to prepare food in the facility kitchen.
Community Center Facility Use Policy -1
PI 31
Care of Property: Property shall be left free of trash/debris and in similar conditions to those that
existed prior to authorized use. Failure to comply could result in loss of security deposit or
additional charges being levied.
Alcohol
The sale of alcohol may be permitted upon the approval of the Director of Parks and Recreation. The
Director has absolute discretion to allow alcohol on premises. At least thirty (30) working days in advance
of the event, the Applicant must provide the department with a copy of a valid permit from the Alcoholic
Beverage Control Board (ABC) authorizing the proposed use or sale of alcoholic beverages and evidence
that the Applicant has obtained a Special Event endorsement/liability insurance coverage specifically
covering the sale/service of alcohol beverages at the center. The liquor liability insurance shall be in such
form and amount as required by Pittsylvania County Parks and Recreation and shall name Pittsylvania
County, its officers, officials, employees, agents, and volunteers as insured parties. A law enforcement
presence may be required at an event where alcohol is served.
Insurance
The sponsor of any event may be required to provide liability insurance in an amount no less than
$1,000,000.00 for the center. Additional insurance may be required at the discretion of the Parks and
Recreation Department. The event sponsor shall agree to hold Pittsylvania County harmless from any
damage or claims arising from the action of the permit holder, his/her employee(s) or patrons while the
facility is in use. Also, the permit holder must agree to indemnify Pittsylvania County from and against any
and all claims, loss, injury, causes of action and any consequential and incidental damages incurred during
the use of the facility, including reasonable attorney fees and costs.
Security Deposit Fees
The Center requires a signed contract and security deposit from each lessee at the time of rental. The
deposit is refunded if no damage occurs and the area is left in a clean and satisfactory condition. Failure
to comply shall, at the Director of Parks and Recreation's discretion, result in the Center's retention of any
required security deposit to reimburse the Center for staff time and any expenses incurred as a result of
applicant's failure to perform these duties. The deposit is not a limit on the liability of the sponsor for
payment of clean-up costs or repair of any damage to the facility as a result of the event.
Cancellations must be made in writing to the Community Center. Security deposits for reservations
cancelled less than thirty (30) days prior to event date are non-refundable.
No Alcohol
Alcohol
Gallery Room $50
$200
Grand Hall $100
$200
Gym $100
$200
—1— . 11v c. nE urr uoueuon of enisylvanla (,aunty YarKs and KeCreation, Non -Profit entities
may be eligible for a waving of the security deposit.
Community Center Facility Use Policy - 2
P132
Rental Fees
A fee will be charged in accordance with the fee schedule below. Checks must be made payable to
Pittsylvania County and must be submitted at least thirty (30) working days in advance of the rental date.
The rental fee will include the security deposit, rental of space, set-up and take-down fees and any other
additional fees.
Reservations are not considered final until all fees have been paid. Please do not send invitations or make
other arrangements until your application has been approved and paid in full.
Room
Capacity
Bleacher
Rental
Rental
Set
Up/Take
Down Staff
Fees
Additional Fees
Theatre
Style
Seating ____4
Hours
8 Hours
Flat Rate
Art Studio
40
20
$50.00
$100.00
$40.00
$25.00 Per Hour
Kitchen
n/a
n/a
$50.00
$100.00
-
$12.50 Per Hour
Kitchen
(use of center
dishes)
n/a
n/a
$75.00
$150.00
-
$18.75 Per Hour
Gallery Room
100
n/a
$125.00
$250.00
$60.00
$31.25 Per Hour
Grand Hall
175
n/a
$150.00
$300.00
$80.00
$37.50 Per Hour
Gymnasium
450
134
$325.00
$650.00
$120.00
$81.25 Per Hour
Stage
-
-
-
-
$20 per section (max 4 sections)
Mic, Podium,
Speakers
$20.00
RENTAL FEE NOTE: At the discretion of Pittsylvania County Parks and Recreation, Non -Profit entities may
be eligible for a 50% reduction in the RENTAL and ADDITIONAL FEES. This reduction does not include SET
UPTAKE DOWN STAFF FEES.
VWe the undersigned have read the Pittsylvania County Community Center Facility Use Policy and agree
to adhere to all the policies contained herein.
Signature:
P133
Date:
Community Center Facility Use Policy - 3
• C,
As 114 / 11
Pittsylvania County
Parks & Recreation
Use of Facilities Agreement
Pittsylvania County Community Center and
hereinafter respectively called the Center and the User.
This agreement provides for use of the
on
from to , at a cost of $
Set-up/Take-down/clean-up fees of
Release, Waiver of Liability & Indemnity
for a total rental cost of
with
In consideration of being permitted to utilize these areas of the Center for the above-mentioned purpose,
and for payment of the above cited use fees, the User, for itself and all its employee's, agents,
representatives, and assignees, agrees and represents that it has or will inspect and carefully evaluate
such premises. It is further warranted that use of the facilities for any purpose constitutes an
acknowledgement that such premises and all facilities and equipment thereon have been inspected and
carefully evaluated and that the User finds and accepts same as being safe and reasonably suited for the
purpose, use or participation.
In further consideration of being permitted to enter the Center for any purpose consistent with this
agreement, including but not limited to evaluation or use of facilities or equipment, the User hereby
agrees to the following:
1. The User hereby releases, waives, discharges and covenants not to sue the Center, its directors,
officers, employees, and agents (hereinafter referred to as "releases") from all liability to the User,
its employees, agents, personal representatives, assigns, heirs, and next of kin for any loss or
damage, and any claim or demands therefore on account of injury to person or property or
resulting in death of the User, whether caused by negligence of the releases or otherwise while
the User or its employees , clients, agents, or representatives are in, upon, or about the premises
including use of any facilities or equipment therein.
2. The User shall agree to hold Pittsylvania County harmless from any damage or claims arising from
the action of the permit holder, his/her employee(s) or patrons while the facility is in use. Also,
the permit holder must agree to indemnify Pittsylvania County from and against any and all
claims, loss, injury, causes of action and any consequential and incidental damages incurred
during the use of the facility, including reasonable attorney fees and costs.
Community Center Use of Facilities Agreement -1
P134
3. The User hereby agrees to indemnify, defend, save, and hold harmless the releases form any loss,
liability, damage, or cost they may incur arising from the User's operations at the Center premises,
including but not limited to use of the Centers equipment or facilities, regardless of whether such
harm is caused by a sole or partial fault of the releases.
4. The User hereby assumes full responsibility for and risk of bodily injury, death, or property
damage that may be incurred arising from the User's operations at the Center premises, including
but not limited to use of the Centers equipment or facilities, regardless of whether such harm is
due to the sole or partial fault of the releases.
The User further expressly agrees that the foregoing RELEASE, WAIVER AND INDEMNITY AGREEMENT is
intended to be as broad and inclusive as is permitted by the law of the Commonwealth of Virginia and
that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in
full legal force and effect.
IT IS FURTHER MUTUALLY AGREED between the parties that:
• The User shall not violate any city, county, state or federal law in or about the said premises.
• The User shall not assign this agreement without written consent of the Center.
• When deemed necessary by the Center, the User shall provide certificates compensation
insurance and of general liability and liquor liability insurance with limits of $1,000,000 that are
updated annually and provide notice of cancellation.
• When deemed necessary by the Center, the User shall name Pittsylvania County as an additional
insured on its general liability policy with annual verification and notice of cancellation.
• This agreement may be terminated at any time by either party by giving the other party thirty (30)
days prior written notice.
• This agreement is the product of joint negotiation and drafting. No provision herein will be
construed against either party on the basis that either party drafted the language in question.
The User has read and voluntarily signs this Use of Facilities Agreement and the incorporated release
and waiver of liability and indemnity and further agrees that no oral representations, statements, or
inducement inconsistent with the foregoing written agreement have been made.
User Signature:
Center Staff:
Date:
Date:
Community Center Use of Facilities Agreement - 2
P135
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Permission for Parking Lot Use
SUBJECT/PROPOSAL/REQUEST
Request to use Parking Lot
STAFF CONTACT(S):
Smitherman
AGENDA DATE:
08-15-17
CONSENT AGENDA
ACTION:
Yes
ATTACHMENTS:
Yes
ITEM NUMBER:
6(e)
DISCUSSION:
The County received a request from the Chatham Rescue Squad to block off the parking lot
between the jail and CeCom during a 5K Color Run fundraiser they are holding on Saturday,
October 21, 2017, between 7am-12pm. (see attached email)
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their consideration.
P136
Rebecca Flippen
From:
Sent:
To:
Subject:
Fallow Up Flag:
Flag Status:
Summer Flowers
Tuesday, July 18, 2017 10:49 AM
Rebecca Flippen
Chatham Rescue 5k
Flag for follow up
Flagged
Chatham Rescue Squad will be hosting a 5k Color Run fundraiser on October 21, 2017 from 7am-12pm. It has been
approved by the Chatham Town Board. We are just looking into getting permission to block off the parking lot between the
jail and CeCom during this time frame to host events before and after the 5k. If more information is needed you can reach
me at this email, or at emsduckiet7a gmail.com, or at 540-238-9941. Thank you,
Summer Flowers
P137
PUBLIC HEARING
P138
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Public Hearing: Amendment to Zoning
Ordinance
SUBJECT/PROPOSAL/REOUES T
Public Hearing
STAFF CONTACT(S):
Mr. Hunt
AGENDA DATE:
08-15-2017
ACTION:
Yes
ITEM NUMBER
7
ATTACHMENTS:
1. Advertisement
2. Letter from Odie H. Shelton, Jr., Director of Code
Compliance
3. Draft of Proposed Ordinance Amendment
DISCUSSION:
At their June 20, 2017 meeting, the Board of Supervisors authorized staff to advertise 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. The required public hearing for citizen input on the proposed amendment has been
duly advertised (see attachment).
RECOMMENDATION:
Staff recommends that the Board. After holding the public hearing for citizen input on the
propsed amendment as presented, approve the proposed amendment as presented. A motion and
a Roll Call Vote is required.
P139
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P140
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a public hearing on Tuesday, August 15,
2017, at 7:00 p.m., in the Pittsylvania General District Courtroom, located on the second floor of
the Edwin R. Shields Courthouse Addition, I 1 Bank Street, Chatham, Virginia, 24531, to receive
citizen input on a proposed amendment to Section 35-179; Special Use Permits that would add
the following: temporary uses —rodeos. A complete text of the proposed change is available in
the Pittsylvania County Administrator's Office, I 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.pitigov.org.
P141
PITTSYLVANIA COUNTY
VIRGINIA
Department of Code Compliance c� 7 Phone Numbers:
P.O. Drawer D o o Inspections (434) 432-7755
Chatham, Virginia 24531 a Zoning (434) 432-1771
a y Fax (434) 432-7919
Odie H. Shelton, Jr., Director`n 1)6l ~ t' Gretna/Hurt(434)656-6211
MEMORANDUM
TO: David Smitherman, County Administrator
FROM: Odie Helton, 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 Pittsvlvania 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
P142
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
P143
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
P144
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Public Hearing to Surplus Property
SUBJECT/PROPOSAL/REQUEST:
old Northside High School football field
STAFF CONTACT(S):
Smitherman
AGENDA DATE:
08-15-2017
ACTION:
Yes
ITEM NUMBER:
8
ATTACHMENTS
1. Copy of advertisement
2. Letter from Elba Missionary Baptist Church
3. Letter from Northside High School Museum
4. Map of Property/Tax Cards
BACKGROUND/DISCUSSION:
The County had 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).
At their July 18, 2017 meeting, the Board of Supervisors authorized staff to hold a public hearing
to surplus this property.As required by Virginia Code § 15.2-1800(B), the Staff has duly
advertised a public hearing to dispose of said property.
RECOMMENDATION:
If it is the Board's desire to dispose of aforementioned property, a motion and a Roll Call Vote is
required; and authorization for staff to begin the process of property surplus. It is anticipated the
property will be auctioned on GovDeals.com.
P145
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P146
PUBLIC HEARING NOTICE
As required by Virginia Code § 15.2-1800(B), the Board of Supervisors of Pittsylvania County,
Virginia, will hold a public hearing on Tuesday, August 15, 2017, at 7:00 p. m., in the General
District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition at
11 Bank Street, Chatham, Virginia, 24531, to receive citizen input on the disposal of the
following two (2) parcels of publicly owned property via public auction as follows: (1) Lot #l:
2.1 acres located on SR 792/Millstream Drive, Gretna, Virginia; GPIN #2530-38-8407, and (2)
Lot #2: 3.04 acres located on SR 792/Millstream Drive, Gretna, Virginia; GPIN #2530-48-0335 .
A full text and documents/materials related to this public hearing are available in the Pittsylvania
County Administrator's Office, 1 Center Street, Chatham, Virginia, Monday through Friday,
from 8:00 a.m. to 5:00 p.m., for public viewing, and on the County's website at
www.pittsylvaniacountyva.gov.
P147
ELBA MISSIONARY BAPTIST CHURCH
P.O. BOX 718 9 131 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:
1 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
P148
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,
Henry Smith
Treasurer and Chairman of the Board of Trustees
Elba Missionary Baptist Church
Enclosures
P149
Northside High School Museum
725 Corner Road/Java, 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
P150
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P154
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AGENDA TITLE:
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
8-15-17
Public Hearing, pursuant to Virginia Code § 15.2-2507 I ACTION:
to hear citizen input on proposed amendments to the Yes
county budget for fiscal year 2018
SUBJECT/PROPOSAL/REOUEST:
Public Hearing to hear citizen input on amendments to
the 2018 budget. This public hearing is necessary
because amendments to the 2018 budget exceeded I%
of the fiscal budget
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
9
INFORMATION:
INFORMATION:
ATTACHMENTS:
REVISED Spreadsheet Summary of All Budget
Amendments -RECOMMENDATION
Public Hearing Advertisement
Spreadsheet Summary of All Budget Amendments
Carryover Requests
Pittsylvania County School Board Carryover Request
1SACKGRUUND:
The Code of Virginia states in Section 15.2-2507 that "Any locality may amend its budget to adjust the
aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget
as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total
expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a
meeting and a public hearing once in a newspaper having general circulation in that locality at least seven
days prior to the meeting date." An advertisement of this amendment appeared in the Star Tribune on August
2, 2017, which satisfies the 7 -day requirement.
DISCUSSION:
Attached is a copy of the advertisement that ran in the Star Tribune. Also attached is a list of carryovers and
other budget amendments for FY 2018.
RECOMMENDATIONS:
Staff recommends the Board of Supervisors approve and appropriate a total of $3,511,614.26 to the FY 2018
budget, which includes a total of $860,374.88 for County budget amendments and carryovers and a total of
$2,651,239.38 for School carryovers. THIS ITEM DOES REQUIRE A MOTION AND A SECOND. SINCE
THIS AMOUNT WAS INCLUDED IN THE PUBLIC HEARING IT DOES NOT REQUIRE A 10 -DAY
LAYOVER BUT DOES REQUIRE A ROLL CALL VOTE.
P155
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P158
PITTSYLVANIA COUNTY
BUDGET AMENDMENTS
FISCAL YEAR 2017-2018
a
1767
I
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PUBLIC HEARING - 8-15-17
P159
NOTICE OF PUBLIC HEARING
Pursuant to §15.2-2507, Code of Virginia, 1950, as amended, the Pittsylvania County
Board of Supervisors will hold a public hearing on Tuesday, August 15, 2017, at 7:00
p.m., in the General District Courtroom, located on the second floor of the Edwin R.
Shields Courthouse Addition, at 11 Bank Street, Chatham, Virginia, 24531, to hear
citizen input on proposed amendments to the FY 2018 County Budget. A complete copy
of said amendments are available for public examination at the County Administrator's
Office, 1 Center Street, Chatham, Virginia, 24531, Monday through Friday, 8:00 a.m. to
5:00 p.m., and on the County's website at: www.pittsylvaniacountyva.gov.
Current Budgeted Revenues
School Carryovers
Unassigned Fund Balance (Includes Carryovers)
Proposed Amended Revenues
Current Budgeted Expenditures
School Operating Budget
County Operating Budget
Capital Expenditures
Industrial Development Expenditures
Proposed Amended Expenditures
P160
Proposed
Budget
Amendments
2017-2018
$ 179,582,043.00
2,651,239.38
860.374.88
$183,093,657.26
$ 179,582,043.00
2,651,239.38
498,949.88
296,425.00
65.000.00
$ 183,093,657.26
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6/4/17
HURT VOLUNTEER FIRE DEPT INC.
P.O. BOX 727
HURT, VA 24563
County of Pittsylvania, Virginia
PO Box 426
Chatham, VA 24531
Attention: Connie Gibson
RE: Capital Funds
Connie,
MEIVIDERS OF:
VA. STATE FIREMAN'S ASSOC.
STATE FIRE CHIEFS ASSOC- OF VA.
PITTSYLVANIaA COUNITY MPIE
AND RESCUE ASSOC.
Invoice
.3A.cCOUilf L4�
1 ID to
�n'9rp 7 By
....I� ,.,,.ped E3Y_"�,-----._
The Hurt eer ire Department respectfully requests reimbursement of Capital Funds in the
amoun of $7,476.16. hese funds will be used to service the debt on our loan to the First National Bank
of Altavista for Ire apparatus (Engine 312 and Pumper/Tanker 314).
The loan number with First National Bank is 176113.
Check number 4398 was written to First National Bank on August 30, 2016. The check was in the amount
of $ 7,476.16 for principal and interest. We will use the $7,476.16 from the Capital Funds
reimbursement to help our treasury recover from ' _
We will request to carry over the balanc f $23.84 until next year.
Best
�C41 4<;;- ev—
Michael C. "Mike" Moorefield
Treasurer — Hurt Volunteer Fire Department Inc.
P164
C5CCIa0
CCLIMAX VOLUNTEER FIRE DEPARTMENT
-�`�-----
1876 Cooksburg Road
Chatham, VA 24531
Pittsylvania County
Finance Department
Chatham, VA 24531
Dear Linda Mills,
02/25/17
I ._
This letter is regarding Climax VFD's capital funding for 2017. We are requesting tha $5,000.00 of
our 2017 funding be released when possible so we can meet our July payment commitmentidan
Fire Department as explained in last year's letter (copy attached) of request. In addition, please find
enclosed a copy of the receipt of last year's payment.
We would like to roll over the balance of our funding for future use.
We would appreciate your attention to this matter considering our timing. Again, if there is anything
else required, or any questions, please contact me as soon as possible. Ken Porzio / 434-927-5895
Again, thank you in advance for your support.
Sjncerely,
A,4en Porzio, Tre urer
.info"
E CHESSI
cc: Tim Smith -Chief, Lee Moore -President MAA 1 2017 J0
<, a� e-jr- 44, �j
PIiTSYLVANIA COUNTY
P165
Kinn Van Der Hyde
From: Michael Shelton <lostdog2954@gmail.com>
Sent: Wednesday, July 19, 2017 2:13 PM
To: Kim Van Der Hyde
Subject: cip / carry over
Hello , I am requesting that the cip funding for 640 Rescue for the years 2015 - 2016 be carried over.
Mike Shelton Captain 640 CRS
P166
F1RF
l�
pEPt.
Keeling Volunteer Fire Department
P.O. Box 12 o Keeling, Va. 24566
July 19, 2017
Mrs. Kim Vanderhyde, Finance Director
Pittsylvania County
PO Box 426
Chatham, VA 24531
Dear Kim:
Keeling Volunteer Fire Department has a balance of $312.22 in the capital improvement
funds for the 2016-17 fiscal year. We respectfully request the remaining funds in the
amount of $312.22 be carried forward into the 2017-18 fiscal year.
With best regards, I am,
Si rely,
�9
o�ald E. Metric s, easurer
Keeling Volunteer Fire Department
P167
July 20, 2017
Kim Vanderhyde,
Dry Fork Volunteer Fire Department
4860 Dry Fork Road • Dry Fork VA 24549
Tel. (434) 432-0431 a Fax (434) 432-1306
Dry Fork Volunteer Fire Department would like to roll over $707.55 in Capital Improvement
Funds to the following year. Thank you for your assistance.
Sincerely,
Chief
f
Timmy Towler
P168
RIVERBEND
i I 1 / /
PHONE VOLUNTEER FIRE DEPARTMENT
w r EMERGENCY 1,
T /f -i7
G-
�/Q G V�4 y
12
P169
Kim Van Der Hyde
From: Ernest Terry <ernestterry@rocketmail.com>
Sent: Tuesday, July 18, 2017 5:16 PM
To: Kim Van Der Hyde
Subject: Fire Capital Rollover
Kim
I request the $14307.25 be rolled over another year. It is my intent to purchase a command vehicle this year
with those funds.
Ernest Terry, Chief
Mount Hermon Fire & Rescue
e170
Kim Van Der Hyde
From: Tim Hammell <thammell@chatham-va.gov>
Sent: Wednesday, July 19, 2017 2:00 PM
To: Kim Van Der Hyde
Subject: Fire Capital Contribution Fund
Kim,
Per our conversation, and with this email, I am requesting that the Fire Capital Contribution fund for the Chatham
Volunteer Fire Department be carried over to the next fiscal year. .r i,'- _c; ,T,,,-
Thanks,
Tim
ST Town of Chatham
Timothy D. Hammell
Clerk / Treasurer
(434)432-9515
P.O. Box 370 Fax (434) 432.4817
Chatham. Yirgmio; 24551 thammegv£chatham-va.gov
The information contained in this e-mail is confidential and/or proprietary to this sender and/or my affiliates. The information transmitted herewith is
intended only for use by the individual or entity to which it is addressed. If the reader of this message is not the intended recipient, you are hereby
notified that any review, retransmission, dissemination, distribution, copying or other use of, or taking of any action in reliance upon this information is
strictly prohibited. If you have received this communication in error, please contact the sender and delete the material from your computer.
P171
BACHELORS HALL VOLUNTEER FIRE DEPARTMENT
1301 Berryhill Road
Danville, Virginia 24541-9758
Emergency
Call 911
20 July 2017
Kim VanDerHyde
Finance Director
1 Center St.
Chatham, VA 24531
Business /Station
434-685-3820
Kim; Uq3t. c{,
Please roll over our disposable funds of $963:09 for fiscal year 2016 - 2017 to fiscal year 2017 - 2018. We
will need this for the coming year.
Thanks
Allen Roberts
Chief, BHVFD
P172
Kim Van Der Hyde
From:
Dean Fowler <deanfowler02@yahoo.com>
Sent:
Tuesday, July 25, 2017 9:47 AM
To:
Kim Van Der Hyde
Cc:
Scottie Adams
Subject:
Fire & Rescue carryover fund request
Kim, I would like to request that we be allowed to carryover $ 116,426-18 which is the amount left over in the fire and
rescue budget for the purchase of the remaining equipment on Rescue 1. Also I would like to request carryover of the $
30,000.00 dollars that is earmarked for Hurt Fire Departments building fund. Its my understanding that they are getting
ready to start construction.
1
P173
Kim Van Der Hyde
From: pittcountysot@yahoo.com
Sent: Monday, June 12, 2017 8:10 PM
To: Kim Van Der Hyde
Subject: Special Operations Team Budget
Follow Up Flag: Flag for follow up
Flag Status: Flagged
Kim,
The Special Operations Team is requesting that our current 2017 balance of $5,325.75 be rolled over to next years
budget. We have managed our budget through the year to have sufficient funding to purchsae a motor for a rescue
boat that has been donated to the team. This money along with funds from the next budget will allow us to accomplish
this goal.
Thank you for your time and consideration,
Daniel Giles
Chief, Special Operations
Pittsylvania County, VA
P17a
FITTSYLVANIA COUNTY SCHOOLS Dr. Mark R. Jones
Division Superintendent
P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531
July 12, 2017
David M. Smithennan, County Administrator
Pittsylvania County Board of Supervisors
11.0. Box 426
Chatham, VA 24531
Mr. Smitherman:
Attached please find the June 30, 2017 Year End Financial Statement for Pittsylvania
County Schools. The School Board asks that the Board of Supervisors approve the
designated carryovers and amend and appropriate the FY 2017-2018 budget by this
amount.
Thank you for your attention on this matter.
Sincerely,
T -z
Dr. Mark R. Jones
Division Superintendent
TELEPHONE NUMBERS: (434) 432-2761 • (434) 793-1624 (Danville) • (434) 656-6248 (Gretna) . FAX (434) 432-9560
PI 75
Pittsylvania County Schools
Revenue, Expenditure and Fund Balance Report
for Fiscal Year Ending June 30, 2017
Revenue
Sales Tax Receipts
State Funds
Federal Funds
Local Funds
Other Funds
Totals
Expenditures
Instruction
General Support
Pupil Transportation Services
Operation & Maintenance Services
Non -Instructional Operations
Facilities
Technology
Totals
Total Revenues
Less: Total Expenditures
Ending Fund (Cash) Balance
Less: Designated Carry -Over Funds:
Community Foundation Keokee Grant (STEM)
IALR AET Grant
DPC Chamber Creativity Grant
Project Graduation
PBIS Grant
PBIS/VTSS Grant
Danville Regional Foundation - Autism Grant
United Way Grant - Book Buddies
Danville Regional Foundation Grant - Superintendent
Danville Regional Foundation Grant - Stem Academy
Virginia Preschool Program
Textbooks
On-going Contracted Maintenance Projects
On-going Contracted CISCO Phone Upgrade
Budget Actual Balance
$9,846,026.90 $9,846,026.90 $0.00
$49,935,383.66 $49,947,435.00 412,051.34
$8,056,249.88 $8,106,686.17 450,436.29
$16,736,709.00 $16,736,709.00 $0.00
$6,110,750.29 $5,875,550.00 $235,200.29
$90,685,119.73 $90,512,407.07 $172,712.66
$63,866,982.83
$3,637,059.35
$7,756,712.29
$8,879,920.29
$3,634,876.08
$0.00
$61,049,098.40
$3,636,534.08
$7,552,596.31
$8,657,519.43
$3,634,876.08
$2,817,884.43
$525.27
$204,115.98
$222,400.86
S0.00
$0.00 $0.00
$2,909,568.89 $2,830,54339 $79,025.50
$90,685,119.73 $87,361,167.69 $3,323,952.04
$90,512,407.07
587,361,167.69
$3,151,239.38
$1,196.00
$7,003.14
$3,070.20
$17,006.30
$9,910.97
$13,063.60
$8,737.86
$5,885.62
$6,429.11
$97,716.80
$177,158.40
$2,081,705.37
$143,330.51
$79,025.50
$2,651,239.38
Non -Designated Fund (Cash) Balance $500,000.00
P176
(local grant fiends)
(local grant funds)
(local grant funds)
(state grant funds)
(state grant funds)
(state grant funds)
(local grant fiends)
(local grant funds)
(local grant funds)
(local grant funds)
(state funds)
(stale/local funds)
(stale fronds)
(state fiords)
°(Pmlng, Paining, Flooring)
NEW BUSINESS
P177
AGENDA TITLE:
Group Health Insurance — Retirees
Retiree Health Coverage Change
STAFF CONTACT(S):
Ms. Jordan
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
8-15-17
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
REVIEWED BY:1i
10 (a)
INFORMATION:
INFORMATION:
BACKGROUND:
Pittsylvania County allows retirees to remain on the County's group health plan and retirees pay 100% of
insurance premiums. Currently, the County has 14 retirees insured. Pittsylvania County Schools requires that
all Medicare eligible retirees be removed from the plan. The County has always allowed all retirees,
regardless of age, to remain on the plan. We are seeing that new Pittsylvania County retirees are now seeking
supplemental coverages elsewhere due to high costs of group health insurance premiums. The County is
providing resources, to include seminars to retirees in an effort to identify other supplemental insurance
options with Medicare that are less expensive than the group plan. Additionally, being self-insured,
Pittsylvania County should coordinate benefit eligibility with the Pittsylvania County School Board as their
retirees automatically roll -off the group health plan once Medicare eligible. The roll -off will mirror
Pittsylvania County School Board's policy for Medicare eligible retirees. Current Pittsylvania County retirees
over age 65 will be grandfathered in.
DISCUSSION:
Staff would therefore like to recommend that our procedure concerning Medicare eligible retirees be
amended to mirror Pittsylvania County Schools, which requires that all retirees be removed from the
County's group health insurance when the retiree becomes Medicare eligible.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the request to grandfather in current retirees over age 65
under the county group health insurance plan and approve the request that effective October 1, 2017 all
current retirees under age 65 enrolled in the group health plan will be removed when they become Medicare
eligible.
P178
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
High Deductible Savings Account (HSA)
Contribution
SUBJECT/PROPOSAL/REOUEST:
Continuation of the HSA contribution for employees
who currently have the high deductible health plan as
well as employees who wish to migrate to the high
deductible health plan for the new plan year beginning
October 1, 2017. This would also include new
employees who elect this coverage upon employment
STAFF CONTACT(S):
Kim Van Der Hvde
AGENDA DATE:
8-15-17
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
REVIEWED BY:
0
ITEM NUMBER:
10 (b)
INFORMATION:
INFORMATION:
BACKGROUND:
Pittsylvania County added a high deductible health plan in FY 2017 as a cost-effective health insurance
option for employees. The Board of Supervisors graciously voted to contribute a one-time only contribution
of $500.00 to employees who opted to migrate to this plan.
Staff would like to continue to offer this $500.00 incentive for the coming plan year for new participants
along with existing HSA members. We currently have a total of 15 employees on the plan. The cost to
contribute to these employees would be $7,500.00 total. We hope that more of our employees are enticed to
join this plan. By going to this plan, employees save the County anywhere from $255.72 to $435.00
annually, just in premium dollars. It is important to incentivize employee to migrate to the high deductible
plan because the employee is more responsible in making health care related decisions resulting in less claims
for the County. Lees claims for the County translates to lower premium increases. Therefore, the more
employees on the HSA plan, the better our premiums will be in the future. These funds are already budgeted
in the FY 2018 budget.
RECOMMENDATION•
Staff recommends the Board of Supervisors approve to continue to contribute $500 to existing HSA members
as well as employees choosing the high deductible health plan that becomes effective October 1, 2017. This
would also include new employees who elect this coverage upon employment.
P179
PITTSYLVANIA COUNTY
Board of Supervisors
AGENDA TITLE:
CPMT Attendance Policy Proposal
SUBJECT/PROPOSAL/REQUEST:
CPMT Attendance Policy Proposal
STAFF CONTACT(S):
Mr. Smitherman; Ms. Boswell
EXECUTIVE SUMMARY
AGENDA DATE:
08-15-2017
ACTION:
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
11
INFORMATION:
INFORMATION:
ATTACHMENTS:
Email Correspondence with OCS
REVIEWED BY:
BACKGROUND:
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.
DISCUSSION:
Cheryl Boswell, CSA Coordinator, will present the Community Policy Management Team (CPMT)
Attendance Policy proposal.
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 attend more than 25% of regularly scheduled meetings."
P180
Cheryl J. Boswell
From: Bacote, Stephanie (CSA) <Stephanie.Bacote@csa.virginia.gov>
Sent: Monday, July 24, 2017 9:48 AM
To: Cheryl J. Boswell
Subject: RE: Pittsylvania County Attendance Question
Good morning Cheryl.
The local governing authority has the power to establish policies and procedures to govern how the teams are managed
locally, to include attendance by designated representatives and is usually described in the adopted bylaws( 2.2-
5200). In 2012, Pittsylvania County Community Policy and Management Team (CPMT) and the Office of Children's
Services (OCS) agreed to a corrective action plan and quality improvement program that included the following steps as
evidence of compliance/locality responsibility regarding the Pittsylvania County CPMT:
• "3) Limit participation in CPMT meetings to appointed representatives and document this requirement in the
policy and procedures manual."
• "4) Establish procedures to ensure participation of agency representatives in CPMT meetings and document
these in the policy and procedures manual."
• "6) Maintain record of attendance of CPMT representative at each meeting."
OCS' role is to at least annually assess implementation of the corrective action plan and compliance with the
requirements as established by the local governing authority. In carrying out this responsibility, OCS verifies that the
CPMT is composed of the minimum representation as required by the Children's Services Act (Act) § 2.2-5205 and the
attendance criteria established in the bylaws adopted by the Pittsylvania County CPMT. Provided that any proposed
revisions to the bylaws align with minimum representation required for the CPMT per § 2.2-5205 they would be
deemed to meet the State's compliance criteria for CPMT membership. Because the Act does not explicitly address
minimum participation requirement, the assessment of compliance is based on the locally established criteria. Keep in
mind that the intent and purpose of CSA includes to"2. Increase interagency collaboration and family involvement in
service delivery and management." (§ 2.2-5200) Extreme absenteeism may be an impediment to achieving that
goal. Thus, local policies addressing participation requirements are considered a best practice.
In short, § 2.2-5205 directs the team composition to include the "local agency heads or their designees". The local
governing body may exercise its discretion when considering the use of designees and/or alternates as well as the level
of participation required by those representatives. The Children's Services Act does not allude to the attendance
requirements of those representatives as that authority rests within the local governing body, for which the agreed
upon corrective action plan and quality improvement plan of 2012 indicates would be documented in your local policies
and procedures manual and records of attendance. Where the team composition meets minimum requirements,
procedures document participation requirements, and attendance records are maintained as evidence, the CPMT will
likely demonstrate compliance with both state and local criteria.
Please let me know if I can be of further assistance.
Regards,
P181
Program Audit Manager
Office of Children's Services
1604 Santa Rosa Rd., Suite 137, Richmond, VA 23229
Office of Children's Services 804-662-7441 (Office)
'"` '""'"""""" ""'`"' '' "' Stephanie. bacote@csa.virginia.aov
w w w, csa . v i r e i n i a. ao v
The informaliwl in this email and any altachntents may IV confidential and privileged Access Io this email by anyone other than the intended addressee is
unaulhorized I/ you ale not the intended recipient rot the employee or agent responsible for delivering this information to fire intended recipient) please nonty the
sender by reply email and immediately delete this email and any copies Dorn your coinputer andlor storage system. The sender does not authorize the use
distribution. disclosure or reproduction of this email (w any part o/ its contents) by anyone other than the intended recipientrs). Additionally. no representation is
made that this email and any atlachmenis are Gee or vimses Virus scanning is recommended and is the responsibility of the recipient.
From: Cheryl J. Boswell[mailto:Cheryl.Boswell@pittgov.org]
Sent: Wednesday, July 19, 2017 9:58 AM
To: Bacote, Stephanie (CSA) <Stephanie.Bacote@csa.virginia.gov>
Subject: RE: Pittsylvania County Attendance Question
Good Morning,
I just wanted to touch base with you and see if you found out any information in reference to the attendance policy for
CPMT. I know you are very busy and I hate to bother you.
Thank you for all your help !
('honn I J. Bos% ell
('S:\ 01(irdinaun
(Ynnuumitl folic% and Almtal!ement (giant
III l -14N IA ANIA ((H'N FN
OIRGIN'IA
'fel. 434-432-8374
Fax. (434) 432-4833
( hcnell ir pin�tn.on,,
�� �� �t.oiltsvh'aui:u'ounl_ a.��u� _cnmb.ltuu
18 1)e1)u1 511 cel
P.O. Ru\ 1004
(.'halham. \ \
24531
Any e-mail or other correspondence sent to a member of the Board of Supervisors, or any other public official or employee of
Pittsylvania County, Virginia (the "County"), in the transaction of public business, is considered a public record. Public records are
subject to the Virginia Freedom of Information Act ("VA FOIA"). Virginia law requires the County to provide a copy of any such e-
mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless
lawfully exempted from production/disclosure under VA FOIA. If you have received this email or any attachments in error, please
notify the sender immediately at (434) 432-7700, and by reply email, and delete this email and any attachments to it front your inbox,
sent items, and deleted items. Thank you.
P182
From: Bacote, Stephanie (CSA) [mailto:Stephanie.Bacote@csa.virginia.gov]
Sent: Friday, July 07, 2017 3:04 PM
To: Cheryl J. Boswell
Subject: RE: Pittsylvania County Attendance Question
Hi Cheryl.
Regrettably, I am no in the office today. If it's okay with you, I will research this and get back to you on Monday when I
return to the office. Before I respond, I just want to follow-up on whether the attendance requirements were a specific
requirement of the corrective action plan submitted in response to the audit conducted by the Auditor of Public
Accounts. I sincerely apologize for the inconvenience, but I certainly appreciate your patience and understanding.
Program Audit Monager
Office of Children's Services
1604 Santa Rosa Rd., Suite 137, Richmond, VA 23229
Office of Children's Services 804-662-7441 (Office)
Stephanie. bacote0csa.virgi nia.gov
www.csa. vi rg i n ia.Rov
From: Cheryl J. Boswell [mailto:Chervl Boswell@pittaov orR]
Sent: Friday, July 07, 2017 2:59 PM
To: Bacote, Stephanie (CSA) <Stephanie.Bacoteracsa.vintinia eov>
Subject: Pittsylvania County Attendance Question
Stephanie,
The Pittsylvania County CPMT has asked that the attendance policy for our board be altered. The attendance policy that
is currently in place which states that "There may be an alternate member appointed by the designated member to
represent their agency, only in emergencies." ... "CPMT members shall attend at least 75% of regularly scheduled
meetings during each calendar year, unless mitigating circumstances are approved by the Pdtsylvania County Board of
Supervisors." This policy was put in place after our audit finding in 2012. The Pittsylvania County CPMT has proposed
that the policy be amended to read " CPMT member 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." This would allow for the alternate to sit in place of the member and be
counted as present for the agency towards the yearly attendance policy. I presented this to our Board of Supervisors at
the meeting held in June. The Board asked that I get clarification from OCS as to H this is acceptable policy for
Pittsylvania County to stay in compliance. Please advise.
Thank you for your help !
P183
Chcrrl J. Busecll 'fel. 434-432-8374
( SA Coordfilmor Fa N.(434)432-48.33
Communis% Pulicx and Slamweln, nt beam Cherel.Bnssc ell(iv kill'-wi of
rvte��-.nittshauiacnunh�u.�o� lcnmlr.htm
18 M-pul Sl rriI
PH FSF1,1 ANIA (01;NA iP.O. Box 1064
�IRGIA'1.1 ('hatkuu.�A
24531
Any e-mail or other correspondence sent to a member of the Board of Supervisors, or any other public official or employee of
Pittsylvania County, Virginia (the "County"), in the transaction of public business, is considered a public record. Publicrecords are
subject to the Virginia Freedom of Information Act ("VA FOIA"). Virginia law requires the County to provide a copy of any such e-
mail, upon request, for inspection and copying to any citizen of the Commonwealth, or to any member of the news media, unless
lawfully exempted from production/disclosure under VA FOIA. If you have received this email or any attachments in error, please
notify the sender immediately at (434) 432-7700, and by reply email, and delete this email and any attachments to it from your inbox,
sent items, and deleted items. Thank you.
P184
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
2017 Year End Budget Adjustments -Requires a Roll
Call Vote.
2017 Year -End Transfers and/or Appropriations
STAFF CONTACT(S):
VanDerHvde
AGENDA DATE:
8-15-17
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY: /
ITEM NUMBER:
12
INFORMATION:
INFORMATION:
BACKGROUND:
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.
After carefully reviewing the financial status of County Departments for fiscal year 2016-2017, several items
need to be transferred and/or appropriated to either eliminate bottom line deficits in these departments. The
departments affected are: Library, Reassessment, Electoral Board, Veterinary Fund and State Restricted
Seizure Fund. The attached listing shows the amount needed/requested and the reason for the need/request.
This list also contains suggested appropriations for year-end as well as the catergorical changes requested by
the School Board. Attached is a list of these transfers and appropriations
Staff recommends that the Board appropriate a total of $342,103.21 and approve transfers of $98,895.81 as
discussed above. These items will be adjusted in the FY2017 budget. THIS ITEM REQUIRES A ROLL
CALL VOTE.
P185
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P188
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Moral Obligation for Axxor, N.A., L.L.C. 1 8-15-2017
SUBJECT/PROPOSAL/REOUEST: ACTION:
Yes
ITEM NUMBER:
13
INFORMATION:
The Board is requested to consider approving a moral
obligation as part of refinancing an existing 2011 loan CONSENT AGENDA:
for Axxor, N.A., LLC ACTION: INFORMATION:
STAFF CONTACT(S): ATTACHMENTS:
Mr. Rowe Moral Obligation Agreement document
REVIEWED BY:
In 2011, in an effort to expand manufacturing operations in the County, the County's Industrial Development
Authority (IDA) committed to making improvements of a shell building located within the Ringgold East
Industrial Park at 2275 Cane Creek Parkway. These improvements were financed through a third -party
lender (BB&T), and which was ultimately leased to Axxor, N.A., L.L.C. The Board of Supervisors at that
time, in expression of its support for the project, entered into and approved a Moral Obligation Agreement
with the lender for the project. The 2011 loan financing is set to expire at the end of September 2017, and in
an effort to continue assisting the Company, the IDA has received a refinancing commitment of up to $1.6M
from American National. The term is for a 3 -year period (36 months) and the commercial rate is competitive
(staff called and received rates from 4 different lenders). The IDA through consensus unanimously requested
that County Staff present the Moral Obligation Agreement to the Board for their consideration and approval.
In 2011, the IDA/Board made and financed the necessary up -fits to its shell building to attract Axxor, N.A.,
L.L.C. (a manufacturer of honeycomb products) to the County. The financed improvement(s) payments were
transferred to the Company in a balloon payment schedule. Axxor, N.A., L.L.C. has never missed its
monthly payment and has had to adjust its business plans from being heavily reliant on furniture
manufacturing to automobile applications. The Company is now revenue positive and is considering a
second manufacturing line. The company just recently celebrated its 5u' year of conducting business in the
County.
The existing finance runs out the end of September 2017, and the remaining outstanding loan amount (of
roughly $2.5M) is down to $1.6M. Requiring the Company to pay this balloon payment at this time would
P189
be detrimental to the Company and its operations in the County (along with its 19 employees); however, with
its newer automotive related contracts, County Staff expects the Company to pay-off the refinancing (if
approved by the Board) before the end of the 3 -year term. As part of the refinancing process, the Board is
required to enter into a Moral Obligation Agreement with the new lender (American National Bank) to
guarantee the payment of the financing. A Moral Obligation from the Board essentially means that should
the Company default on its payments, that the Board would be obligated to pay the lender the outstanding
loan amount (either through its general fund balance or through the raising of taxes for the sole purpose of
paying the outstanding loan). The County has secured collateral in the existing building that houses the
Company. The assessed value of the building is over $3M.
The Moral Obligation Agreement has been reviewed and approved to form by the County's Attorney, and
Staff respectfully requests that the Board consider approving and entering into a Moral Obligation
Agreement with American National Bank to continue its assistance of Axxor, N.A., L.L.C. as it celebrates its
5s' year of operations in Pittsylvania County.
P190
MORAL OBLIGATION AGREEMENT OF
PITTSYLVANIA COUNTY, VIRGINIA
THIS MORAL OBLIGATION AGREEMENT, made as of the day of , 2017,
by and between PITTSYLVANIA COUNTY, VIRGINIA, a political subdivision of the Commonwealth
of Virginia (the "County"), and AMERICAN NATIONAL BANK AND TRUST COMPANY, a
national banking association ("American National"), to -wit:
BACKGROUND
A. The Industrial Development Authority of Pittsylvania County, Virginia (the
"Authority"), was created under the Industrial Development and Revenue Bond Act (§15.24900 et seg.)
of the Code of Virginia to promote development, industry and trade.
B. In an effort to expand manufacturing operations in the County, thereby promoting
industrial development and the economy of the County, in 2011 the Authority committed to making
improvements to a shell building located within Ringgold East Industrial Park at 2275 Cane Creek
Parkway, which improvements were financed through a third -party lender, and which was ultimately
leased to Axxor, N.A., LLC (the "Project"). The governing body of the County, in expression of its
support of the Project and expansion of manufacturing in the County, entered into a Moral Obligation
Agreement with the lender which provided financing for the Project.
C. The existing 2011 loan associated with the Project is set to mature and the Authority has
an opportunity to refinance that loan with American National. The Authority has obtained a commitment
from American National to finance up to One Million Six Hundred Thousand and 00/100 Dollars
($1,600,000.00) plus closing costs (collectively, the "Loan"), and, as part of that financing commitment,
American National requires the moral obligation of the County to repay the Loan in the event that the
Authority fails to do so.
NOW, THEREFORE, for and in consideration of the foregoing promises and the mutual benefit
to be derived therefrom and other good and valuable consideration, the receipt and sufficiency of which
are hereby acknowledged, the parties hereto agree as follows:
I. In the event the Authority fails to repay the indebtedness associated with the Loan, in the
principal amount not to exceed One Million Six Hundred Thousand and 001100 Dollars ($1,600,000.00),
plus closing costs, provided by American National, in accordance with the terms of its repayment stated
therein, or the Authority is otherwise in default under the Loan, the County hereby acknowledges that, to
the extent permitted by law, it has a moral obligation to pay American National such Loan amounts
otherwise due from and payable by the Authority. In the event of nonpayment by the Authority,
American National, by its duly authorized representative, shall submit an appropriation request to the
County in the amount sufficient to make current payments on the Loan then due American National by
the Authority and other amounts, if any, in order to protect and maintain the Authority's ownership
interest in the Project (collectively, the "Deficiency Amount"). Subject to the making of an
appropriation pursuant to the provisions of this Paragraph 1, the County shall pay American National the
amount of such appropriation as soon as practicable.
2. American National shall apply any funds so appropriated and paid to it by the County
pursuant to this Agreement toward the Authority's obligations under the Loan provided to it by American
National.
P191
3. Until such time that there is no longer a Deficiency Amount, the Administrator of the
County (the "County Administrator") shall include any Deficiency Amount due American National
with respect to the Loan in his budget submitted to the Board of Supervisors for the following fiscal year
as an amount to be appropriated to or in respect of the Project. The County Administrator shall deliver to
American National, within fifteen (15) days after the adoption of the County's budget for each fiscal year
in which a Deficiency Amount was requested as provided herein, but not later than July 15 of each year, a
letter, on letterhead of the County Administrator's Office, stating whether the Board of Supervisors has
appropriated for payment to American National an amount equal to the Deficiency Amount.
4. If at any time American National believes there is a Deficiency Amount or that amounts
appropriated by Board of Supervisors are insufficient to fulfill the Authority's Loan obligations,
American National shall notify the County Administrator of the Deficiency Amount or such insufficiency
and the County Administrator shall request a supplemental appropriation from the Board of Supervisors
in the amount necessary to make such payment.
5. The County Administrator shall present each request for appropriation pursuant to
Paragraph 4 above to the Board of Supervisors and the Board of Supervisors shall consider such request
at the Board of Supervisor's next regularly scheduled meeting at which it is possible to satisfy any
applicable notification and all other legal requirements. Not later than five (5) business days after such
meeting, the County Administrator shall notify American National as to whether the amount so requested
was appropriated. If the Board of Supervisors shall fail to make any such appropriation, the County
Administrator shall add the amount of such requested appropriation to the amount to be requested in the
next fiscal year.
6. The Board of Supervisors hereby undertakes a non-binding obligation to appropriate such
amounts as may be requested from time to time pursuant to Paragraphs 3, 4 and 5 above, to the fullest
degree and in such manner as is consistent with the Constitution and laws of the Commonwealth of
Virginia. The Board of Supervisors, while recognizing that it is not empowered to make any binding
commitment to make such appropriations in future fiscal years, hereby states its intent to make such
appropriations, as may be necessary, consistent with this Agreement.
7. Nothing herein contained is or shall be deemed to be a lending of the credit of the County
to American National, the Authority, the Project or to any other person or entity (unless specifically set
forth otherwise), and nothing herein contained is or shall be deemed to be a pledge of the faith and credit
or the taxing power of the County, nor shall anything herein contained legally bind or obligate the Board
of Supervisors to appropriate funds for the purposes described herein.
8. Any notices or requests required to be given hereunder shall be deemed given if hand -
delivered or sent by registered or certified mail, postage prepaid, addressed as follows:
If to the County: Pittsylvania County, Virginia
I Center Street
P. O. Box 426
Chatham, VA 24531
Attention: County Administrator
With a copy to: The County Attorney
1 Center Street
P.O. Box 426
Chatham, VA 24531
P192
If to American National: American National Bank and Trust Company
628 Main Street
P. O. Box 191
Danville, VA 24543
Attention: President
9. If any clause, provision, or paragraph of this Agreement shall be held illegal or invalid by
a court, the illegality or invalidity of such clause, provision, or paragraph shall not affect any of the
remaining clauses, provisions, or paragraphs hereof, and this Agreement shall be construed and enforced
as if such illegal or invalid clause, provision, or paragraph had not been contained herein. In case any
question should arise as to whether any provision contained herein shall be in violation of law, then such
provision shall be construed to be the agreement of the parties hereto to the full extent permitted by law.
10. This Moral Obligation Agreement supersedes all prior understandings and agreements of
the parties with respect to the subject matter hereof and contains the entire agreement and understanding
of the parties in connection with the transactions contemplated hereby.
IN WITNESS WHEREOF, Pittsylvania County, Virginia has caused its name to be subscribed
hereunto by its of the Board of Supervisors, as authorized and directed by the
Board of Supervisors, and American National has caused its name to be subscribed hereunto by Ted R.
Laws, its duly authorized representative, all as of the date first written above.
PITTSYLVANIA COUNTY, VIRGINIA
By: _
Name:
Title:
AMERICAN NATIONAL BANK AND TRUST COMPANY
By:
Name: Ted R. Laws
Title: Danville Region Market President
APPROVED AS TO FORM
J. VADEN HUNT, ESO.
ATTORNEY, PITTSYLVAN1A COUNTY
P193
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Request to Dispose of Public Property —
Northside High School Museum
SUBJECT/PROPOSAVREOUEST:
Request for Public Hearing to Dispose of
Public Property; GPIN #2530-38-6169
STAFF CONTACT(S):
Smitherman
AGENDA DATE: ITEM NUMBER:
08-15-2017 14
ACTION:
Yes
ATTACHMENTS
1. Letter from Northside High School Museum
2. Map of Property/Tax Card
3. Excerpt from 12-20-2005 BOS meeting
minutes
4. Deeds from previous property conveyances
BACKGROUND/DISCUSSION:
The County has received a request from the Northside High School Museum to obtain property
owned by the County; GPIN #2530-38-6169. On this property is the Nothside High School
Monument Marker, which the Board of Superivosrs allowed the Northside High School Alumni
to erect on the property. The property in question is a 0.064 acre plot the Board of Supervisors
specifically sectioned off for the purpose of allowing the Alumni to erect the monument (see
attached 12-20-2005 minutes) when the County sold GPIN #2530-39-4367 to Riverside
Plumbing in 2005. The Alumni unveiled the completed marker September 1, 2006.
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.
P194
Northside High School Museum
725 Corner Road
Java, VA 24565
Tel. # (434)432-4545
(434)713-4299
EIN # 51-0631612
July 27, 2017
Mr. David M. Smitherman
County Administrator, Pittsylvania County
1 Center Street
P.O. Box 426 Chatham, VA 24531
Mr. Smitherson;
This letter is in regards to the Northside High School (monument) marker that the Northside High School
Alumni Association built on the Corner of Payne Street Extension and Northside High School Drive in
Gretna. The Northside High School Alumni Association asked the Board of Supervisors for permission to
erect this monument and it was granted. The marker was completed during the summer of 2006 and
unveiled on September 1, 2006. The area where the marker is located covers .064 acres or 2,772 sq. ft.
Since this marker was built, over the years many Northside High Alumni, citizens inside and outside of
the community have traveled from far and near to see and appreciate the marker.
We, the Northside High School Museum Committee would like to obtain the area where the marker is
located from the County Board of Supervisors. We understand that if we are able to obtain this property
from the county, we will be responsible for its upkeep.
If the Board of Supervisors is willing to allow us to obtain this piece of property, please let us know the
necessary procedures that we must follow.
Thanks for any consideration given this matter.
Sincerely,
Silas Musgrove, Chairman
Northside High School Museum Committee
P195
[( e
rf ��
- ark
STATE CORPORATION COMMISSION
Kichmond, March 9, 2007
This is to cert that the certificate of incorporation of
Northside High Museum
was this day issued and admitted to record in this office and that
the said corporation is authorized to transact its business su6ject
to aCCVirginia Caws appCica6fe to the corporation andits business.
Effective date: JWarch 9, 2007
QOpATIOp C
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Ca jr
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1903 _
CIS0313
State Corporation Commission
Attest:
P196
INTERNAL REVENUE SERVICE
P. O. BOR 2508
CINCINNATI, OR 45201
Date: OCT C ,��-`�.
a 6
NORTHSIDE RIGH MUSEUM
C/O SILAS MUSGROVE
725 CORNER RD
0AVA, VA 24565
Dear Applicant:
1Jt51'AR'1'M15WT U11 '1'hE '1'1(5AJURY
Employer Identification Number:
51-0631612
DLN:
17053152043007
Contact Person:
SALLY B DAVENPORT M# 31050
Contact Telephone Number:
(877) 829-5500
Accounting Period Ending:
December 31
Public Charity status:
170 (b) (1) (A) (vi)
Form 990 Required:
Yes
Effective Date of Exemption:
March 9, 2007
Contribution Deductibility:
Yes
Advance Ruling Ending Date:
December 31, 2011
Addendum Applies:
No
We are pleased to inform you that upon review 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 cbarities 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 will
then notify 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 cases where the recipient
Letter 1045 (DO/CG)
P197
-2-
NORTHSIDE HIGH MUSEUM
organization is not exempt under section 501(c)(3), you must have evidence the
funds will be used for section 501(c)(3) purposes.
if you distribute funds to individuals, you should keep case histories showing
the recipient's name and address; the Purpose of the award: the
oofficersf
selection; and the relationship of the recipient to any of Your
directors, trustees, members, or major contributors.
Sincerely,
Enclosures: Publication 4221 -PC
Statute Extension
Robert Choi
Director, Exempt Organizations
Rulings and Agreements
P198
Letter 1045 (DO/CG)
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P200
Tuesday, December 20, 2005
Adjourned Meeting
1 rWUJ/ 6PC-'V-e,
Mr. Harville wished everyone a Merry Christmas and a Happy New Year. He is looking
forward to seeing everyone the first of the year; he expressed sincere appreciate for every Board
Member and their cooperation this past year, the Board, the Staff, Mr. Sleeper, Mr. Hawker, Mr.
Light and the entire staff in County Department for the fine job they have done. He expressed
what a humbling experience and honor to have served as Chairman this past year and is looking
forward to a great New Year.
Mr. Harville presented his thanks and a special token of appreciation on behalf of the
Board of Supervisors and John P. Light, Legal Counsel to Dorothy J. Ciezkowski, Deputy Clerk
of the Board, wishing her a special Merry Christmas with sincere thanks for her thoughtfulness
throughout the year as Mr. Scearce so stated and a fine job well done.
County Administrator's Report
Mr. Sleeper mentioned that he and the Chairman on January 11, 2006 will be attending a
State Prayer Breakfast in Richmond that is held annually.
Mr. Sleeper also mentioned that the Legislative Day in Richmond will be on Thursday,
February 9, 2006, and if any Board Member plans to attend that day and return the following day
to let he or the Deputy Clerk know in order to make the necessary reservations. Mr. Irby, Mr.
Davis, Ms. Berger, Mr. Barber and Mr. Harville will be attending with the County Administrator.
Mr. Pritchett and Mr. Scearce will be unable to attend.
Mr. Harville requested the County Administrator to make a note to make an appointment
to see Joe May with EIT, while in Richmond during the Legislative Day February 9, 2006 who
serves on the General Assembly, as he was unable to attend the groundbreaking of the Cyber
Park.
Mr. Sleeper mentioned that he would bring back to the Board the old Gretna Middle
School request to transfer property from the Board of Supervisors to the Industrial Development
Authority so they can deal with a proposed industry. He also mentioned a request from the
Alumni Association to erect a monument in a small area in the corner of the property for the
Northside High School, and stated that he intends to have the plat re -drawn noting the small
change to the property for this monument. He stated that the Alumni Association would be
absorbing the cost of the monument which will be similar to the few the County already has,
which is a small brick monument with an insert that will either show a picture of the school or
the years that the Northside High School served there. Mr. Sleeper also mentioned that he has a
request from Southside with the same request.
Ms. Berger wanted to know the status of the auction of the old Gretna Middle School.
Mr. Sleeper stated that the best time to hold the auction would be in the Spring.
Mr. Harville acknowledged and thanked Mr. Odie Shelton, Zoning Administrator and
Director of Code Compliance for his cooperation in working with the Board.
Closed Session
Upon a motion of Mr. Davis seconded by Mr. Irby, the board voted unanimously to go
into closed meeting at 8:47 p.m.
P201
BK 1503PG569
05-05021
Tax Parcel ID number 59A-24-145 This Deed prepared by:
John R. Light, Attorney at Law
317 Patton Street
Danville VA 24541
Without Benefit of Title Examination
THIS DEED, made and entered into this 14°i day of June, 2005, by and between the
r
School Board of Pittsylvania County, Virginia, acting by and through its duly authorized
Division Superintendent, James E. McDaniel, party of the first part, Grantor, and the Board of
Supervisors of Pittsylvania County, Virginia, acting by and through its duly authorized
Chairman of the Board, Coy E. Harville, party of the second part, Grantee.
( WHEREAS, the School Board of Pittsylvania County, Virginia has determined that it has
C3
0p Uj no use for the hereinafter described real property; and
Q (IL WHEREAS, the School Board of Pittsylvania County, Virginia has determined that it is
y,t in the best interest of the School Board and the Board of Supervisors of Pittsyh ania County,
Z Virginia to convey title of the hereinafter described real property to the Board of Supervisors of
Pittsylvania County, Virginia; and
WI IEREAS, by resolution duly adopted by the School Board of Pittsylvania County,
Virginia on the 14°i day of June, 2005, a copy of which is attached hereto and incorporated in
i
\.._, this deed by reference, the School Board of Pittsylvania County, Virginia has determined that the
hereinafter described real property is surplus and authorized its Division Superintendent, James
E. McDaniel, to sign this deed on its behalf; now wherefore this deed.
W i T N E S S E T H:
That for and inconsideration of the sum of one dollar ($1.00), cash in hand paid, and
other good and valuable consideration, in receipt and sufficiency of which is hereby
WILLIAMS, MORRISON, LIGHT AND MOREAU
ATTORNEYS AT LAW
DANVILLE, VIRGINIA 24541.1213
P202
BK 1503PG570
acknowledged by the party of the first part, the said party of the first part does hereby grant,
bargain, sell, and convey with SPECIAL WARRANTY OF TITLE unto the Board of
Supervisors of Pittsylvania County, Virginia, its successors and assigns, the following described
real estate, to -wit:
FIRST: All those certain lots or parcels of land, with
improvements thereon and all appurtenances thereunto pertaining, lying
and being situate in the Callands-Gretna Magisterial District and the Town
of Gretna, Pittsylvania County, Virginia, consisting of lots A, B, C, D and
E, containing in the aggregate 7.135 acres, by survey, with metes and
bounds as shown on Plat of Survey made by John R. Bradner, Dewberry
and Davis, Inc., dated September 1, 2004, revised February 3, 2005, a
copy of which plat is to be recorded contemporaneously with this deed and
is incorporated in this deed by specific reference; and BEING that
property conveyed unto the School Board of Pittsylvania County, Virginia
by deed of S. H. Creasy and Maude E. Creasy, his wife, dated December
21, 1936, said deed being recorded in the. Office of the Clerk of the Circuit
Court of Pittsylvania County, Virginia in deed book 230, page 295; and
that property conveyed unto the County School Board of Pittsylvania
County, Virginia by deed of James Miller and Sally Miller, his wife, dated
June 12, 1952, said deed being recorded in the aforesaid Clerk's Office in
deed book 336, page 585; and that property conveyed unto the County
School Board of Pittsylvania County, Virginia by deed of Albert G.
Tippett and Audrey B. Tippett, his wife, dated May 16, 1964, said deed
being recorded in the aforesaid Clerk's Office in deed book 443, page 572,
to which deeds reference is hereby made for a more particular description
of the property which is the subject of this deed; and
SECOND: All those certain lots or parcels of land, with
improvements thereon and all appurtenances thereunto pertaining, lying
and being situate in the Callands-Gretna Magisterial District and the Town
of Gretna, Pittsylvania County, Virginia, shown on the aforesaid Plat of
Survey made by John R. Bradner, Dewberry and Davis, Inc., lying to the
East of Payne Street Extension, S.R. 1318 and to the North of Northside
Drive, S.R. 792, and BEING that property conveyed unto the County
School Board of Pittsylvania County, Virginia, by deed of R. C. Vaden
and Kate P. Vaden, his wife, dated July 10; 1941, said deed being recorded
in the aforesaid Clerk's Office in deed book 251, page�49, to which deed
and plat reference is here made for a more particular description of the
property which is the subject of this deed; and
THIRD: All that certain lot or parcel of land, with improvements
thereon and all appurtenances thereunto pertaining, lying and being situate
WILLIAM5, MORRISON, LIGHT AND MOREAU
ATTORNEYS Ar l W
DANVILLE, VIRGINIA 24541-1213
P203
6K 1503PG57 I
in the Callands-Gretna Magisterial District and the Town of Gretna,
Pittsylvania County, Virginia, and lying, BEING and adjoining the
southern margin of Northside Drive, State Road 792 and containing 7.55
acres, per survey, and being that same property conveyed unto the County
School Board of Pittsylvania County, Virginia, by deed of C. ,I. Payne, et.
al. dated November 27, 1964, said deed being recorded in the aforesaid
Clerk's Office in deed book 465, page 555; to which deed reference is
herein made for a more particular description of the property which is the
subject of this deed; and
FOURTH: Any and all rights conveyed unto the School Board of
Pittsvivania County, Virginia by that Agreement and Deed of Easement
made by Maude E. Creasy, widow, dated September 22, 1952, said Deed
of Easement being recorded in the aforesaid Clerk's Office in deed book
338, page 579.
In compliance with the provisions of Section 15.2-1803 of the Code of Virginia. 1950, as
amended, this deed is in the form aprrcved by John P. Light, County Attorney for Pittsylvania
County, Virginia as evidenced by his execution hereof.
In compliance with the provisions of Section 15.2-1803 of the Code of Virginia. 1950. as
amended, this deed is accepted by Coy E. Harville, Chairman of the Board ol'Supervisors of
Pittsylvania County, Virginia, on behalf of the Board of Supervisors of Pittsylvania County,
Virginia, he having been authorized to so act on behalf of said County by Resolution duly
adopted by the Board of Supervisors of Pittsylvania County at a meeting held on June 21, 2005.
This deed is exempt from recordation taxes imposed by Section 58.1-801. 58.1-80158. 1 -
803,
8.1-802.58.1-
803, and 58.1-807 pursuant to the provisions of Section 58.1-81 ] A. C, D. and E, Code of
Virginia, 1950, as amended.
WITNESS the following signatures and seals:
WILLIAMS. MORRISON, LIGHT AND MOREAU
ATTORNEYS AT LAW
DAN V I LLE, VIRGINIA 24541.1213
P204
sNi503PG572
Attest:
THE SCHOOL BOARD OF
PITTSYLVANIA COUNTY, VIRGINIA
BY A(- 0-- (SEAL)
James E. McDaniel, -Division Superintendent,
School Board of Pittsylvania County, Virginia
Jane F. Hancock, Clerk
School Board of Pittsylvania County, Virginia
THE BOARD OF SUPERVISORS OF
PITTSYLVANIA COUNTY,VIRG W IA
BY �-� - ��� (SEAL)
Coy E. HaWille, Chairman
Board of Supervisors of Pittsylvania County. Virginia
COUNTY ATTO F R PITTSYLVANIA
COUNTY N I
BY(SEAL)
John P. tght, ttorney
For P' syly� isduy, Virginia
Attest: / a
f Gil
William D. Sleeper, Cl rk
Board of Supervisors of Pittsylvania County, Virginia
WILLIAMS, MORRISON, LIGHT AND MOREAU
ATTORNEYS AT LAW
DANVILLE. VIRGINIA 24541.1213
P205
OK 1503PG573
STATE GINIA,
CITY OUNT F j`�'y/S✓ TO -WIT:
The foregoing instrument was acknowledged before me by James E. McDaniel, Division
Superintendent, School Board of Pittsylvania County, Virginia, on this le, (44 of
2005. [/
/-/!JA_ 9L ( l '�( ,L•.
r
NbTARY PUBLIC
My commission expires: /_z .,3/..ZOO,r
STATE OF VIRGINIA, 't
GFM/COUNTY OF EA,\yc��v c� TO -WIT:
The foregoing instrument was acknowledged before me by Coy E. Harville, Chairman,
Board of Supervisors of Pittsylvania County, Virginia, on thisI �± day of
2005.
NOTAI�Y UBLIC,
My commission expires: 0
STATE OF VIRGINIA,
£FFY/COUNTY OF �� ; y `�N0-1AK cam_ , TO -WIT:
The foregoing instrument was acknowledged before me by John P. Light. County
Attorney for Pittsylvania County, Virginia, on this --I L= day of SLT,-&__ .2005.
NOTAY[ Y U13LIC
My commission expires: 1
WILLIAMS, MORRISON, LIGHT AND MOREAU
ATTORNEYS AT IAV/
DANVILLE, VIRGINIA 24541.1213
P206
Prepared by: Radford & Wandrei, P.C. PG 0 0 ! 5 ED 1 7 ?Retum to:
`South3`
Bedford, A 452 14 - n 5 5 0 5
Consiidseedrevalu®27,6 0100Asses.00
Tax Map # 2530-38-4367
THIS DEED, made this the 30`h day of October, 2014, by and
between RIVERVIEW PLUMBING & HEATIN INC., a Virginia
corporation, Grantor; and OWEN HOLDINGS. LLC, a Virginia Limited
Liability Company, Grantee.
* W I T N E S S E T H*
That for and in consideration of the sum of TEN DOLLARS
($10.00) and other good and valuable consideration, cash in hand
paid, the receipt of which is hereby acknowledged, the said
Grantor does hereby GRANT and CONVEY with GENERAL WARRANTY and
ENGLISH COVENANTS of title as provided by Section 55-70 of the
Code of Virginia, as amended, unto the Grantee, all of the
hereinafter described real property, and being more particularly
described as follows, to -wit:
All that certain tract or parcel of land, and all
appurtenances thereunto pertaining, lying and being situate
in the Town of Gretna, Pittsylvania County, Virginia,
containing 6.447 acres, (the "Premises"), by survey, with
metes and bounds as shown on Plat of Survey for:
Pittsylvania Board of Supervisors (old Gretna Middle School
property) made by John R. Bradner, Dewberry and Davis, Inc.,
Land Surveyors, dated September 1, 2004, revised February 3,
2005, revised January 25, 2006, a copy of which plat is
recorded in the Office of the Clerk of the Circuit Court of
Pittsylvania County, Virginia (the "Clerk's Office,,), in Map
Book 44, page 16E, said plat being incorporated herein by
reference; LESS AND EXCEPT that certain lot containing 1.349
Prepared by: Steven C. Wandrei
VSB # 66052
RADFORD & WANDREI, P.C.
ATTORNEYS AT LAW
BEDFORD, VIRGINIA 1
P207
acres which was conveyed to Norther9G1iQt4lQW"County
Food Center, Inc. by deed dated August 17, 2012, of record
in the aforesaid Clerk's Office as Instrument Number
120004646; and LESS AND EXCEPT that parcel of land
containing 1.48 acres which was conveyed to Spider Creek
Properties, L.L.C., by deed dated December 6, 2013, of
record in the aforesaid Clerk's Office as Instrument Number
130007601.
Being the remainder of the property granted and conveyed to
the said Riverview Plumbing & Heating, Inc. by Industrial
Development Authority of Pittsylvania County, Virginia, by
deed dated July 13, 2006, of record in the aforesaid Clerk's
Office as Instrument Number 060005682.
This conveyance and the warranties herein contained are
expressly subject, however, to all easements, rights of way,
conditions, reservations and restrictions affecting said
real estate and now binding thereon as the same may be set
forth or referred to in prior recorded deeds thereto or
plats thereof.
WITNESS the following signature and seal.
RIVERVIEW PLUMBING & HEATING, INC.
By: -' (SEAL)
Its: bG2T%7j2E,(S.{1°.�
STATE OF `T
CITY/COUNTY OF
The foregoing instrument was acknowledged before me this the
day of WMffM,1>Ir , 2014, by At� 0( W,, ,fir
of RIVERVIEW PLUMBING & HEATING, INC.
Virginia corporation. � �J �.PPY P</g
Notary Public oo?,
Msn#Fm/ my 1coommisdi and dee
WD�Nr`W 3!?4 G Cqq ��'i�"FALTH`0,\��`
?ZCTRUMENT #110005505
Prepared by: Steven C. Wandrei RECORDED IN' THE CLERK -c' OFFICE OF
FIT73r'LN41TA CHINTY ON
RADFORD & WANDREI, P.C.
VSB # 66NOVEMBER I A 2014' AT 02:45PM
$361.5O 'FAN TOR I WAS RMIO M3
ATTORNEYS AT LAW REGUIRED BY SEC 56.1-8N OF THE VA. CONE
BEDFORD, VIRGINIA 2 5TATE: $180.75 LOCML: 3:30.75
1. F HMYMOREi CLERK
RECORDED B`: TEC
208 ---------
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
Request for Public Hearing: Application for 08-15-2017
Real Estate Property Exemption by Designation
from New Prospect Baptist Church ACTION:
Yes
_SUBJECT/PROPO SAL/REOUEST
Public Hearing request
STAFF CONTACT(S):
Mr. Smitherman
ITEM NUMBER:
15
ATTACHMENTS:
1) Letter from the Hon. Shirley Hammock,
Commissioner of the Revenue
2) Applications for Exemption from New Prospect
Baptist Church
DISCUSSION:
The New Prospect Baptist Church has submitted two (2) Applications for Real Estate Exemption
by Designation to the Commissioner of the Revenue's Office for consideration by the Board.
The first application is for GPIN #2555-07-2398 on which sits a house currently located on the
parcel that is used for a clothes closet and for youth activities, as well as for parking of the
church bus and church car. Assessed value of this parcel is $56,100, with a $390.99 tax levy.
The second application is for GPIN #2555-07-2288 on which sits a house currently being
occupied by an elderly couple rent free. (see letter from the church attached with this
application). The Commissioner of Revenue's Office notes that if any of the property used does
not fit the "exclusive use" of the church, their office can assess part of the property while
applying the exemption to the qualified portion. Assessed value of this parcel is $47,000, with a
$277.30 tax levy.
RECOMMENDATION:
Staff submits this for the Board of Supervisors' review and consideration. A public hearing for
citizen input is required to amend Section 6.6-3 of the Pittsylvania County Code.
P209
ShideN Ycatis Hammock
Commissioner
July 26, 2017
OFFICE OF
COMMISSIONER OF THE REVENUE
PITTSYLVANIACOUNTY
Mr. David Smltherman
Pittsylvania County Administrator
PO Box 426
Chatham, VA 24531
P. O. BOX 272
CHATHAM. VIRGINIA 24531
RE: APPLICATIONS FOR REAL ESTATE PROPERTY EXEMPTION BY DESIGNATION
Dear Mr. Smitherman:
(434)432-7940
W,4)65(r62I I
FAX(434)4-'32-79i7
sliirley.hummock(itpittgoc.org
Enclosed please find two applications for real estate property exemption by designation for New
Prospect Baptist Church, Inc. at PO Box 547 Hurt, VA 24563.
The first application for parcel 2555-07-2398 indicates the house currently located on the parcel is used
for a clothes closet and youth activities as well as church bus and car parking.
The second application for parcel 2555-07-2288 indicates the house currently located on the parcel is
being occupied by an elderly couple rent free. (See letter of explanation enclosed in packet)
I have completed the loss of revenue on the parcels in their entirety should the Board vote to totally
exempt the properties, however please take note if any of the property use does not fit the 'exclusive
use" of the church we can assess part of the property while applying the exemption to the qualified
portion.
Should you have any questions, please call.
Regards,
Shirletmock
Commissioner of the Revenue
SYH
Enclosures
P210
oln".1 PITTSYLVANIA COUNTY, VIRGINIASHIRLEY Y. HAMMOCK, COMMISSIONER OF THE REVENUEPO Box 272 Chatham, VA 24531Phone: 434-432-7940 Fax: 434-432-7957Email: shirley.hammock@pittgov.org
Website www Dittsylvaniacountyva oov
REAL ESTATE/PERSONAL PROPERTY TAX EXEMPTION
WORKSHEET FOR EXEMPT REVENUE
(TO BE COMPLETED BY COMMISSIONER OF THE REVENUE OFFICE)
APPLICANT: New Prospect Baptist Church Xtje-
REAL ESTATE:
REQUESTED PARCELID(S) ASSESSED VALUE LEVY
2555-07-2398 $ 56,100 $330.99
PERSONAL PROPERTY:
DESCRIPTION OF PROPERTY ASSESSED VALUE LEVY
TOTAL LOSS OF REVENUE IF EXEMPT: $330.99
Date of public hearing: Approved or Disapproved:
Effective Date of exemption: Signature of County Official:
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)
P211
PITTSYLVANIA COUNTY, VIRGINIA
sShirley Y. Hammock, Commissioner of the Revenue
' PO Box 272 Chatham, VA 24531. �,,
Phone: 434432-7940 Fax: 434-432-7957 *Mw'i 2+a' 4
Email: shirley.hammock(a%)ittgov.orq
Website: www.oittsvlvaniacountvva.gov
APPLICATION FOR REAL ESTATE -PERSONAL PROPERTY EXEMPTION
BY QUALIFYING CLASSIFICATION OR DESIGNATION
(FOR ANY ANSWERS THAT REQUIRE MORE SPACE, PLEASE INCLUDE ATTACHMENTS)
APPLICATION FOR: REAL ESTATE ® PERSONAL PROPERTY ❑ BOTH ❑
TAX PARCEL ID# o= SS`S_a / 9L 3 / o ACREAGE: 0,60
(IF REAL ESTATE)
APPLICANT ORGANIZATION: /Ug LAI P R OS P CG"- 13A P TiLsr e Ny Kck1 1A) G
MAILING ADDRESS:
(STREET)
V
FEDERAL ID#: S`4 — d 9-L /�4 (9 � b p e, 4 ^ 2 �
PROPERTY ADDRESS: _ SDS P R ojp r RO An tt V )Zri V YJ '/
-3
(REAL ESTATE)
LEGAL DESCRIPTION OF PROPERTY:
4(its C7_/0 . 40
(REAL ESTATE)
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. 1S THE PROPE}2TY OWNERSHIP CHARTERED OR INCORPORATED UNDER THE LAWS OF THE COMMONWEALTH OF VIRGINIA?
YES ✓✓ NO (IF YES, ATTACH A COPY OF THE CHARTER)
3. FOR /WHAT PURPOSE IS THE OWNERSHIP CHARTERED, INCORPORATED OR OTHERWISE IN EXISTANCE? _
OPERA t60 ax C(LuJIV(sYy PoK CHAAIr,48CE, 29Lf&100S. =Vuc4r/d-&'h -
p L, It- Pds%s Qu A -w y1A) (- /iS 4^1 C7(EMP1— r—ts" r--04 WA_
ttzCOM C fML UMIO 3-R 61125-'1101 sob Cc—) Q) alz f -hr I 1�rfRNA4_ "t-Pua- cacti'
or CnntasPoNuwl� _Sactlo.) OF ANY PuTuR-C rAy- coir
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 OF USE BEGINNING DATE
/(4 PAnkl;Jv &A(24ir,G F04- C *vL 4 ¢vs LM lf y- j(.
&A rrso hv3C- USEp POE CLofil(-&S GCodI:Y"
AN h YO U 44i A4 -tt v Ltl'cs • U s E o EN-nKC(-y' F02
C µURC
P212
/4-CrUL
Continued
Applicant: iyc-ua i &SA;'ei ogm'%-�r— CiwtCdX-q
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 R T 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 � NO
(A) IF YES, GIVE DATE OF INTERNAL REVENUE RULING: Au-ro MAr1 c r-amm tLow /CU IL G t!4vRcFFGS
(B) GIVE INTERNAL REVENUE IDENTIFICATION NUMBER: / M 6� -T*g g& Q41���� 6,C'�,�p74✓
8. HAS THE ABC BOARD ISSUED A CURRENT ANNUAL ALCOHOL BEVERAGE LICENSE FOR SERVING ALCOHOL BEVERAGES TO Ixs
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 SERVI S WHICH SUCH DIRECTOR,
OFFICER, OR EMPLOYEE ACTUALLY RENDERS? YES NO
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 IN ANY PO L 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; 990; 990EZ; 990T; REFLECTING INCOME AND EXPENDITURES FOR 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 A/ 8T A ¢V"o tv - F1 c -C 700
S'tiV Fbrriff
(B) ATTACH A COPY OF SAID ORGANIZATION'S IRS SECTION 501 (C) (3) STATUS CERTIFICATION OR DOCUMENTATION.
(C) ATTACH A COPY OF THE ORGANIZATION'S CONSTITUTION, BY-LAWS, ARTICLES OF INCORPORATION, AND/OR OTHER
RELATED DOCUMENTS.
(D) ATTACH A LIST 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,
P213
Continued
Applicant: NC'ii KosPai Q�Pr GNUzc/J �
(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
Pi91G101@A
(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: I
TITLE: SUR . —0
CONTACT PERSON: — ^IAI
S/MPdo.J t_
DATE SUBMITTED:
1^" 1 EA TELEPHONE NUMBER: 7—/0277
I, Q A/A/044 l.- _<;, p,SOsJ , 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 ND CORRECT. APRIL A. MORRIS
NOTARY PUBLIC
Commonwealth of Virginia
SIGNATURE OF TRUSTEE
B/OFFICER:
TITLE: / ,L E01,5Ui�.F/c OOIC�
SUBSCRIBED AND
NOTARY PUBLIC:
MY COMMISSION E
DATE: /-1-5-
3 —J-
3
P214
NEW PROSPECT BAPTIST CHURCH INC Acct 232378 put: 13 AQ Tx
Date 08/04/16 Cls: 1 Ap
P 0 BOX 547 Bk/Pg: LR16/03854 ton: T2
Mb/Lt: B44/215F Nhd: 100 01
HURT, VA 24563 Cons 50000 Rd : 01 PAVED
Bn: 1 BV Meth:R Item Size Rate Value
Use 0101 SINGLE FAM Bldg area 784 71.31 55907
MH Code: Fuel: Heat FLOOR 784 -1.00 -,P4
Yr Blt 1955 A/C NO CE 784 0.00 0
Yr Rd Baths 1.0 0
Cond 03 FAIR Attc Ufin
Style 01 RANCH Attc Fin
Nbr Sty: 1.0 Fp
Foundtn: 01 CINDER BLOCK BSN 784 12.00 9400
Wl Strc: 01 WOOD 0402 1 00,00 7500
Ext :VINYL SIDING
Roof: 01 COMPOSITION S
Bsmt: 784 Fin: 0
Attc: 0 Fin: 0
Res: 4 Hrms: 2
BthS: F 1 H 0
Fp: 0 Chmy: 0
Fl c CARPET
Int:02 SHEETROCK/DRYWALL
Des: Bldg SubTl 72,031
Rem: Grd Fctt D-5 0.80
Replc 64,828
Gr: Phys -30 -19,448
RT 634 505 PROSPECT RD Func 0 0
Econ 0 0
1 Comp 100 0
Nhd 0 0
Bldg Val 421100
App, SS Date:03/26/13
Info: O Timc: 11:24
SCodeArea Sty
1MLA 784 1.ODR30/DU28/DL16/DD4/DL14/DD24/
2BSW 784
SnEmUse MhCdDes
Rem
0.6000 Hap M: 2555-07-2398 Card 1 of 1
0.6 Desc PROSPECT RD LOTS 9-10 .60 AC 00780370000100
Printed:05/05/17
Lc Util: PUBLIC :SEPTIC Updated:MA
Topo Att:
SCALE 1:62
SnL.Seg Type Ac Frnt Dpth Sf TFct:Ltllp
1FV2000 HOMESITE 0.60
r
i u -
:r
V
A x�,
P215
�----------- A16_______t
I
A4
I I
I I
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I I
I
I I
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Ayb CridUnits Rate
AdjlValue Remarks
0 14,000
PdFo RsnEo RsnlcValue
Mkt Val L 14,000
MY.t Val B 42,100
Mkt Val T 56,100
Def Val 0
Net Val 56,100
Old Mkt L 14,000
Old Mkt 8 42,100
Old Def 0
Old Net 56,100
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P216
`� llt.11
PITTSYLVANIA COUNTY, VIRGINIA }i
i' ` Ilml lel 'SHIRLEY Y. HAMMOCK, COMMISSIONER OF THE REVENUE
t I PO Box 272 Chatham, VA 24531
Phone: 434-432-7940 Fax: 434-432-7957yyH f
Email: shidey.hammock@pittgov.org
Website' vwwv oittsylvaniacountwa gov
REAL ESTATE/PERSONAL PROPERTY TAX EXEMPTION
WORKSHEET FOR EXEMPT REVENUE
(TO BE COMPLETED BY COMMISSIONER OF THE REVENUE OFFICE)
APPLICANT: New Prospect Baptist Church -rf4Q-
REAL ESTATE:
REQUESTED PARCEL ID(S) ASSESSED VALUE LEVY
2555-07-2288 $ 47,000 $277.30
PERSONAL PROPERTY:
DESCRIPTION OF PROPERTY ASSESSED VALUE LEVY
Date of public hearin
TOTAL LOSS OF REVENUE IF EXEMPT: $277.30
Approved or Disapproved:
Effective Date of exemption: Signature of County Official:
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)
P217
1
PITTSYLVANIA COUNTY, VIRGINIA Lti
Shirley Y. Hammock, Commissioner of the Revenue
' PO Box 272 Chatham, VA 24531
Phone: 434-432-7940 Fax: 434-432-7957
'1- Email: shirlev.hammock(cilpiitgov.orr
Website: www.oittsYlvaniacountyva.gov
APPLICATION FOR REAL ESTATE -PERSONAL PROPERTY EXEMPTION
BY QUALIFYING CLASSIFICATION OR DESIGNATION
(FOR ANY ANSWERS THAT REQUIRE MORE SPACE, PLEASE INCLUDE ATTACHMENTS)
R�
APPLICATION FOR: REAL ESTATE PERSONAL PROPERTY ❑ BOTH ❑
TAX PARCEL ID# 'ISSJ 0 / a2/L Fr ACREAGE: O • IS -70
(IF REAL ESTATE)
APPLICANT ORGANIZATION: /VCb✓ PROS Pi Cr Q/91 TlSr C14-VCly _t7 NC—
MAILING ADDRESS:
(STREET)
FEDERAL ID#: V T— 0'? Z q 0 6.6
PROPERTY ADDRESS: Rr G 3y PRo aPGCr- iR0All? E 61 5 7_ p
(REAL ESTATE)
, STATE, ZIP
LEGAL DESCRIPTION OF PROPERTY: PRvjWcr &+D Zjjy Lars -7 +O
(REAL ESTATE)
PERSONAL PROPERTY: ATTACH A SCHEDULE SHOWING ALL PERSONAL PROPERTY FOR WHICH EXEMPTION IS REQUESTED.
SCHEDULE MUST INCLUDE VEHICLE IDENTIFICATION NUMBERS AS WELL ASA 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 ✓ NO (IF YES, ATTACH A COPY OF THE CHARTER)
3. FOR WHAT PURPOSE IS THE OWNERSHIP CHARTERED, INCORPORATED OR OTHERWISE IN EXISTANCE?
0egOAtMFoe e_A,4A,-t,+bU., 9cLI-gsoy_r.e,4u 0+(yvA%PvrpOsS
4J1C1FYwf'- / ,,/ "fMpr NCOPDT�)M
KL
etre 5'oJ (el c3) or. TR G 61— eb►resPo-y4,4 KRrro,✓ oFANY F'u4m-s
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 OF USE BEGINNING DATE
�, � S�'p/�2NtT- 6'rt�9fiEMLf�'i _ boct �f
P218
Continued
Applicant: NEW NOSPrycr flAPair cµuww-bve
5. DOES ANY OTHER NDIVIDUA ORGANIZATION, ASSOCIATIOU OR CORPORATION OCCUPY OR USE ANY PART OF THE
PREMISES? YES drc cSEP NO r �
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 RE REIMBURSEMENT FOR NECESSARY
EXPENSED FOR SERVICES INCURRED? YES NO
IF YES, PLEASE GIVE DETAIL:
7. DOES YOUR OWNERSHIP GROUP HAVE AN EXEMPTION UyOER U.S. INTERNAL REVENUE CODE SO THAT GIFTS TO YOUR
GROUP ARE DEDUCTIBLE BY THE DONOR? YES !// NO
(A) IF YES, GIVE DATE OF INTERNAL REVENUE RUL/�
ING:v-r#AA IV P70CGM PTI u -J FOX G'{utctt& * �
P Re'ulr.hwt uN06'Q
(B) GIVE INTERNAL REVENUE IDENTIFICATION NUMBER: M66t �vxS -U?CSp I Cd) cc)
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 SERVI S WHICH SUCH DIRECTOR,
OFFICER, OR EMPLOYEE ACTUALLY RENDERS? YES NO
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 IN ANY POLITICAL 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; 990; 990EZ; 99OT; REFLECTING INCOME AND EXPENDITURES FOR THE MOST CURRENT TWELVE (12)
MONTH REPORTING PERIOD, WHICH STATEMENT WILL GCOMA PART V�HIS„Q,Ply'ATION. HEI P,f,HEQ y 790
FINANCIAL STATEMENT IS FOR THE PERIOD FROM FW M TO (CtS P►F-r Q ^ (ftr ��u
(B) ATTACH A COPY OF SAID ORGANIZATIONS IRS SECTION 501 (C) (3) STATUS CERTIFICATION OR DOCUMENTATION.
(C) ATTACH A COPY OF THE ORGANIZATION'S CONSTITUTION, BY-LAWS, ARTICLES OF INCORPORATION, AND/OR OTHER
RELATED DOCUMENTS.
(D) ATTACH A LIST 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.
P219
Continued Applicant: Nr7Lv PkOSPOcT
(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
Vi4If. Is] CL•\W1LIN
(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:
TITLE: TQC"Is
CONTACT PERSON:
DATE SUBMITTED: J-0
TELEPHONE NUMBER: l `FJ 41 13 6
I, Qn/,,J,4-h GI S�,"P,sa N IAN APPOINTED OR ELECTED TRUSTEE/OFFICER FOR THE ABOVE
NAMED ORGANIZATION, CERTIFY UNDER PENALTY OF LAW THAT THIS APPLICATION AND ALL A
EXAMINED BY ME AND ALL INFORMATION IS TRI AND CORRECT. NOTARY PUBLIC
Commonwealth of Virginia
Reg.#7032309 �/
,�{ My Commission Expires3�1b
SIGNATURE OF TRUSTEE/OFFICER:
TITLE: _7('t,0sUfZk-E'
SUBSCRIBED AND SWORN
NOTARY
NOTARY PUBLIC:
MY COMMISSION EXPIRES:
LH.
P220
DATE • -7—Is--
Brady A. Willis, Senior Pastor
Joshua L. Crews, Associate Pastor
,Qekn Vroopect .7w,02apti!5t Cbttrtb
509 Prospect Road P.O. Box 547
Hurt, Virginia 24563
Phone Number: 434-324-8201
npbchurchhurt@fairpoint.net
Statement -Schedule 1
Tax Parcel ID# 25SS072288
Luann B. Lee, Secretary
This house is the one next to the church. The elderly couple that we purchased the house from are
currently residing in the house RENT FREE. The church pays the upkeep, insurance, and electric bill for
the house. Since this is an elderly frail couple in their upper 80's-easrly 90's the church agreed to allow
them to live there as long as they could live alone. The man is very ill now suffering with cancer and we
don't know how much longer they can take care of themselves but again if they can't and have to leave
the house the agreement for them to continue living in the house ends. If they can no longer live on
their own and have to go to assisted living or a nursing home this agreement ends. The church felt that
since they had lived there so long and were elderly they could live there until they have to go to a
nursing home or assisted living. We felt this was the right thing to do and in a way it is considered a
ministry of our church to help them out. They just live in the house. The land behind the house is being
cleared and has already been used for church activities such as "Trunk or Treat" and walking trails. Once
this elderly couple leaves the house it is our intention to tear the house down and pave the land for
church parking which we need. We currently use part of the land for parking on Sunday Morning at both
houses.
Kenneth G. Simpson 44
Treasure r/Di recto r -Office r
Jesus answered. "I am the Way and the Truth and the Life."
John 14:6
P221
NEW PROSPECT BAPTIST CHURCH INC
Acct
232378
Dst:
13
AC:Tx
0.5300 Map M:
2555-07-2288
card 1 Of 1
Def
Date
08/04/16
Cls:
1
AP
0.53 Desc
PROSPECT RD/634 LOTS 7 6 8
00780370000080
P 0 BOX 541
Bk/Pg:
LR16/03852
Old
ton:
T2
2.0
DB835-737 MAP DB231-257
Printed:06/22/17
3000
Mb/Lt_•
B44/215F
Nhd:
100
OS
Lc
Util: PUBLIC ;SEPTIC
Updated:MA
HURT, VA 24563
Cons :
40000
Rd :
01
PAVED
Topo
LEVEL
Att:
Bn: 1 BV Meth:R
Use : 0101 SINGLE FAN
MH Code: Fuel:
Yr Blt 1950
Yr Rmd
Cond 03 FAIR
Style 02 CONVENTIONAL
Nbr Sty: 1.0
FOundtn: 01 CINDER BLOCK
Wl Strc: 02 CINDER BLOCK
Ext :STUCCO
Roof: 01 COMPOSITION
Bsmt: 754 Fin: 100
Attc: 0 Fin: 0
Rms: 8 Brms: 2
Bths: F 2 H 0
Fp: 0 Cluny: 0
F1r:HARDWOOD VINYL
Int:02 SHEETROCK/DRYWALL
Des:
Rem:
Or:
RT 634
Item
Val L
Size
Rate
Value
Bldg
area
754
69.53
Def
52426
Heat
STOVE
754
-1.50
Old
-1131
A/C
NO CE
754
0.00
Old
0
Baths
2.0
Net
47,000
3000
Attc
Ufin
Attc
Fin
FP
OPS
154
15.00
2310
ESW
754
12.00
9048
SFP
754
6.00
4524
S EPA
1.44
26.00
3744
WDR
72
13.00
936
0402
1
00.00
7500
Bldg SubTl 82,357
Grd Fctr D 0.85
Replc 70,004
Phys -50 -35,002
Func 0 0
Econ 0 0
8 comp 100 0
Nhd 0 0
Bldg Val 35,000
Appr: SS Date:03/26/13
Info: E Time: 11:26
SCodeArea Sty
1MLA 754 1.ODR2/DR22/DR2/DU29/DL14/DL12/DD12/DD17/
20PS 154 MR2/DD7/DR22/DU7/DL22/
3BSW 154
48FP 754
5EPA 144 MU17/DL12/DU12/DR12/DD12/
6WDR 72 M029/DU6/DL12/DD6/DR12/
BnBmUse MhCODes
2FY0302 OUTBUILDING
SnLmSag Type Ac Frnt Dpth Sf
IFV2000 HOMESITE 0.53
Rem
METAL
TFctrLtUp
P222
+-----D12--+
D6 D6
I WDR I
1 72 1
SCALE 1:123
+--D12C12,------ Al2--+-------A14---+
I I I
I 1 t
I i I
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I I i
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154
+___________822_______+
Ayb CndUnits Rate Pd Fo RsnEo RsnIcValue
NCV 0
Adj LValue Remarks
0 12,000
Mkt
Val L
12,000
Mkt
Val B
35,000
Mkt
Val T
47,000
Def
Val
0
Net
Val
47,000
Old
Mkt L
12,000
Old
Mkt B
35,000
Old
Def
0
Old
Net
47,000
eel "', Mme dean.- mwme of the column ma mess Mich you shut see In a proal dM mode,
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P223
a55s-o'7-.2.2
53 AC
Simpson's Tax Service Inc.
600 Main Street, Suite B
600 Main Street -Upper Level
Altavista, Va. 24517
Email: ksimpson i ,simpsontaxservice.com
Altavista, Va.
July 12, 2017
Commissioner of Revenue
P. O. Box 272
Chatham, Va. 24531
Back in early May our church New Prospect Baptist Church Inc
located @ 505 Prospect Road, Hurt, Va. 24563 received tax
notices on 2 properties the church had purchased next to the
church as well as one for our church bus. I called the Office and
spoke with Marie F. Adkins about the bills and the one for the
church bus was "Coded" wrong and that one got straightened
out but the bills for the 2 houses required me to fall out an
application for exemption from taxes which is what I have done
and am sending to you. I paid the taxes on the properties.
Parcel #2555072398 is a house that is used exclusively for
church related activities. Our church bus is parked there and
also it houses our clothes closet to give clothing to people in the
community who are in need of them. Part of the house is used for
youth activities and on Sunday morning Cars Park up there to
attend worship services. The 2nd Parcel # 2555072288 which is
located next door to the church still has the couple living in it.
They are both elderly and very frail and he has cancer and she
has some issues and they probably will end up in assisted living
or a nursing home butfor right now the church is allowing them
to live in the house "RENT FREE" and the church pays all the
upkeep for the house, insurance. They pay the electric and water
P224
[Recipient Name]
April 22, 2015
Page 2
bill. Their access to the house is limited to the house and a small
portion of the backyard if needetl: The church has cleared most
of the land behind the house and that is being used for church
activities including "Trunk or Treat" last October and other
church activities. Again the church justfeels that it is the right
thing to do not to make them move right now since they are in
such poor health and in their late 80's and early 90's. Again the
church does not receive any Rent from them and the church is
responsible to keep the house up. If they have to leave the house
say to go in assisted living this agreement ceases and they cannot
come back to the house. We have this in an agreement drawn up
by our church attorney and signed by them. When they have to
leave or decease our plans are to tear the house down and use the
land for parking. I hope this explains what the houses are used
for in enough detaiG The house occupies about'/ of the land and
the rest is used by the church. Again the other house is used
100% church use.
I am sending you all the documents that our church attorney
feels are relevant to this application and I also spoke with Elton
Blackstock who is a member of the Board of Supervisors and
also a member of our church and he is very aware of what the
houses are used for and the circumstances of the house that still
houses the elderly couple.
Our church meets all the requirements ofIRCSection 501)c)(3)
and is automatically considered tax exempt and is not required to
apply for and obtain recognition of tax exempt status from the
IRS.
TtarkYou,
Ke meth G. Simpson -Treasurer -Director
P225
Brady A. Willis, Senior Pastor
Joshua L. Crews, Associate Pastor
Luann B. Lee, Secretary
New Prospect Baptist Church
509 Prospect Road P.O. Box 547
Hurt, Virginia 24563
Phone Number: 434-324-8201
npbchurchhurt@fairpoint.net
Jesus answered. "I am the Way and the Truth and the Life."
John 14:6
P226
Board of Directors:
Paul David, President
682 Acorn Dr.
Rustburg, VA 24563
Garry Collie, Vice President
99 Quail Ridge Dr.
Altavista, VA 24517
Kenneth Simpson, Treasurer
P.O. Box 728
Hurt, VA 24563
Beverly Cox, Secretary
1800 Sunset Dr.
Altavista, VA 24517
Fay Dalton
216 Longview Rd.
Hurt, VA 24563
Eddie Dollyhite
289 Arrington Dr.
Evington, VA 24550
Jordan Moorefield
704 Spring Street
Hurt, VA 24563
Tax -Exempt Status
Churches and religious organizations, like many other charitable organizations,
qualify for exemption from federal income tax under IRC Section 501(c)(3) and are
generally eligible to receive tax-deductible contributions. To qualify for tax-exempt
status, the organization must meet the following requirements (covered in greater
detail throughout this publication):
■ the organization must be organized and operated exclusively for religious,
educational, scientific or other charitable purposes;
■net earnings may not inure to the benefit of any private individual or shareholder;
■no substantial part of its activity may be attempting to influence legislation;
■the organization may not intervene in political campaigns; and
■the organization's purposes and activities may not be illegal or violate
fundamental public policy.
Recognition of Tax -Exempt Status
j Automatic Exemption for Churches
Churches that meet the requirements of IRC Section 501(c)(3) are automatically 2
considered tax exempt and are not required to apply for and obtain recognition of
tax-exempt status from the IRS.
Although there is no requirement to do so, many churches seek recognition of
tax-exempt status from the IRS because this recognition assures church Ieaddrs,
members and contributors that the church is recognized as exempt and qualifies
for related tax benefits. For example, contributors to a church that has been
recognized as tax exempt would know that their contributions generally are
tax-deductible.
Church Exemption Through a Central/Parent Organization
A church with a parent organization may wish to contact the parent to see if it
has a group ruling. If the parent holds a group ruling, then the IRS may already
recognize the church as tax exempt. Under the group exemption process, the
parent organization becomes the holder of a group ruling that identifies other
affiliated churches or other affiliated organizations. A church is recognized as tax
exempt if it is included in a list provided by the parent organization. If the church
or other affiliated organization is included on the list, it doesn't need to take further
action to obtain recognition of tax-exempt status.
An organization that isn't covered under a group ruling should contact its parent
organization to see if it's eligible to be included in the parent's application for
the group ruling. For general information on the group exemption process, see
Publication 4573, Group Exemptions and Revenue Procedure 80_27, 1980-1 C.B. 677.
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BYLAWS OF
rngpaij 641,�/SfCHURCH, INC.
SECTION I. OFFICES
The principal office shall be in the County of
State of Virginia. The corporation may have offices a d places
of business at such other places within and without the State of
Virginia as shall be determined by the directors.
SECTION 2. ANNUAL MEETING
The annual meeting of the corporation shall be at the church
which is located at �jb R 1��1r1 L/i �l �/1 on the second
Sunday or Wednesday of July, of each year or at such other place
as the officers and directors designate.
SECTION 3. SPECIAL MEETINGS
Special meetings of the Board of Directors, Officers or
Members for any purpose or purposes may be called by the
President or any member of the Board of Directors.
SECTION 4. NOTICE OF ANNUAL OR SPECIAL MEETINGS
Notice of the annual meeting or of a special meeting of the
Board of Directors, officers or Members, stating the time, place
and purpose or purposes thereof shall be given not less than ten
nor more than forty days prior to the meeting, but such notice
may be waived in writing at any time. Notice period may be
varied, but may not be less than 10 or more than 60 days prior to
meeting date.
SECTION 5. QUORUM OF DIRECTORS
At any meeting at least 51 per cent of the directors
entitled to vote shall constitute a quorum, except as otherwise
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provided by law.
SECTION 6. VOTING
At each meeting every director then entitled to vote may
vote in person or by proxy.
SECTION 7. NUMBER OF DIRECTORS, TENURE, VACANCIES
The business and affairs of the corporation shall be managed I
and controlled by a board of directors of not more than 8
directors, who shall be elected annually by the existing members
at the annual meeting. Each director shall hold office until the
election of his or her successor. Any director may resign at any
time. Vacancies occurring among the directors may be filled by
the remaining directors. The members shall elect the board of
directors and the board of directors shall elect the officers.
SECTION 8. REGULAR MEETING OF THE BOARD
Immediately after each annual election of directors, the
newly elected directors may meet forthwith at the principal
office of the corporation for the purpose of organization and the
transaction of other business; if a quorum of the directors be
then present no prior notice of such meeting shall be required.
Other regular meetings of the board of directors may be held
without notice at such times and places as the directors may
determine.
SECTION 9. NOTICE OF SPECIAL MEETINGS
Notice of a special meeting shall be given at least five
days prior to meeting but such notice may be waived in writing at
any time. Notice period may be increased or decreased.
SECTION 10. QUORUM
Any action of the Members shall only require a vote of the
majority of the Members present at that time.
SECTION 11. OFFICERS
The officers of the corporation shall be a President, a Vice
i
President, a Secretary, and a Treasurer, who shall be elected
r
I
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annually by the directors and who shall hold office, during the
pleasure of the directors, and any other officers or assistants
the Board of Directors may determine to elect at any time. All
vacancies occurring among any of the above officers shall be
filled by the directors. Any officer may be removed at any time
by the affirmative vote of a majority of the directors at a
special meeting of the directors called for the purpose.
Officers may be called by other names, as in fraternal
organizations.
SECTION 12. SUBORDINATE OFFICERS
The board of directors may appoint such other officers and
agents with such powers and duties as it shall deem necessary.
i
SECTION 13. THE PRESIDENT
The president shall preside at all meetings of the
membership and the board of directors. The President shall have
general management and control of the business and affairs of the
corporation.
SECTION 14. THE VICE PRESIDENT
The Vice President shall, in the absence or disability of
the President, exercise the powers and perform the duties of the
President. The Vice President shall also generally assist the
President and exercise such other powers and perform such other
duties as shall be prescribed by the directors.
SECTION 15. THE TREASURER
The Treasurer shall have the custody of all funds,
securities, evidences of indebtedness and other personal property
of the corporation and shall deposit the same in such bank or
trust company as shall be designated by the directors of the
corporation or the President. The Treasurer shall receive and
give receipts and acquittances for monies paid in on account of
the corporation and shall pay out of the funds on hand all bills,
payrolls and other just debts of the Corporation of whatever
nature upon maturity of the same; he or she shall enter regularly
in books of the corporation to be kept by him or her for that
purpose full and accurate accounts of all monies received and
paid out by him or her on account of the corporation, and he or
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she shall perform all other duties incident to the office of
Treasurer.
SECTION 16. THE SECRETARY
The Secretary shall keep the minutes of all proceedings of
the directors. He or she shall attend to the giving and serving
of all notices to the members and directors, or other notices
required by law or these bylaws; he or she shall have charge of
the minute books and such other books and papers as the Board may
direct, and he or she shall perform all other duties incident to
the office of Secretary.
SECTION 17. SEAL
The directors shall provide a suitable corporate seal which
shall be in charge of the Secretary and shall be used as
authorized by the directors.
SECTION 18. DEPOSITORIES
The funds of the corporation shall be deposited in such bank
or trust company, and checks drawn against such funds shall be
signed in such manner, as may be determined from time to time by
the board of directors.
SECTION 19. NOTICE AND WAIVER OF NOTICE
Any notice required to be given by these bylaws may be given
by mailing or faxing the same to the person entitled thereto at
his or her address as shown on the corporation's books and such
notice shall be deemed to have been given at the time of such
mailing or faxing. Any notice required by these bylaws to be
given may be waived by the person entitled to such notice.
SECTION 20. POWER OF DIRECTORS TO AMEND, ETC. -
The members shall have power to make, amend and repeal the
bylaws of the corporation by a vote of a majority of all the
members at any regular or special meeting of the Members. The
members will be those persons who are on the official roll of the
Church.
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Adopted at the organizational
meeting of the members of
Qaa.)Y'f0 e.t.. -S {'- i wKLAnc .
held on .203
Secretary
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ARTICLES OF RESTATEMENT
VIRGINIA NON -STOCK CORPORATION
The undersigned, pursuant to Chapter 10 of Title 13.1 of the Code of Virginia, states as follows:
1. The name of the corporation is:
NEW PROSPECT BAPTIST CHURCH, INC.
2. The corporation is organized and operated exclusively for charitable, religious, educational,
and scientific purposes, including, for such purposes, the making of distributions to
organizations qualifying as an exempt organization from Federal income tax under section 501
(c) (3) of the Internal Revenue Code, or corresponding section of any future Federal tax code.
3. No part of the net earnings of the organization shall inure to the benefit of, or be
distributable to its members, trustees, officers, or other private persons, except the
organization shall be authorized and empowered to pay reasonable compensation for services
rendered and to make payments and distributions in furtherance of the purposes set forth in
the purpose clause hereof. No substantial part of the activities of the organization shall be the
carrying on of propaganda, or otherwise attempting to influence legislation, and the
organization shall not particupate in, or intervene in (including the publishing or distribution
of statements) any political campaign on behalf of any candidate for public office.
Notwithstanding any other provision of this document, the organization shall not carry on any
other purpose not permitted to be carried on (a) by and organization exempt from Federal
income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section
of any future Federal tax code, or (b) by an organization, contributions to which are deductible
under section 170(c) (2) of the Internal Revenue Code, or corresponding section of any future
Federal tax code. Upon the dissolution of the organization, assets shall be distributed for one
or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue
Code, or corresponding section of any future Federal tax code, or shall be distributed to the
Federal government, or to a state or local government, for a public purpose. Any such assets
not disposed of shall be disposed of by the Court of Common Pleas of the country in which the
principal office of the organization 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.
4. The known directors of the corporation are now twelve (12) and their successors shall be
appointed by the remaining Board of Directors as provided in the by-laws of the corporation.
5. The corporation is to have no members.
6. The name of the corporation's initial registered agent is:
is
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James P. Kent, Jr., P.O. Box 299, 525 Seventh Street, Altavista, VA 24517.
The registered agent is a member of the Virginia State Bar and a resident of Virginia.
7. The corporation's initial registered office address, which is identical to the business office of
the initial registered agent, is:
P.O. Box 299, 525 Seventh Street, Altavista, VA 24517, which is in Campbell County
8. The board of directors are now numbering twelve (12) and the number may be changed as
provided in the by-laws of the corporation, with the twelve being:
Eddie Dollyhite
887 Dearborn Road
Evington, VA 24550
David Martin
P. O. Box 575
Hurt, VA 24563
Ray Mitchell
632 Riverview Drive
Altavista, VA 24517
Jordan Moorefield
704 Spring Street
Hurt, VA 24563
Bud Brown
1824 Sunset Drive
Altavista, VA 24517
Fay Dalton
216 Longview Road
Hurt, VA 24563
Kenneth Dalton
216 Longview Road
Hurt, VA 24563
C. Derek Shelton
414 Spring Street
Hurt, VA 24563
Thi major -e j4etttl rZ tt'_"'S`
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Paul David
682 Acorn Drive
Rustburg, VA 24588
Earl Dewberry
313 Darrell Lane
Hurt, VA 24563
Paul Shelton
1959 New Hall Circle
Lynch Station, VA 24571
Troy Shelton
221 Easome Road
Hurt, VA 24563
Date: August 27, 2008
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YaAo�-
Paul David , President and Director
COMMONWEALTH OF VIRGINIA
STATE CORPORATION COMMISSION
SCC889 GUIDE FOR ARTICLES OF RESTATEMENT
(04108) OF A VIRGINIA NONSTOCK CORPORATION
ARTICLES OF RESTATEMENT OF
New Prospect Baptist Church, Inc.
The undersigned, on behalf of the nonstock corporation set forth below, pursuant to Title 13.1,
Chapter 10, Article 10 of the Code of Virginia, states as follows:
1. The name of the corporation immediately prior to restatement is New Prospect Baptist Church, Inc..
2.The restatement contains an amendment to the articles of incorporation.
3. The text of the amended and restated articles of incorporation is attached hereto.
4. The restatement was adopted by the corporation on August 25, 2008.
5. The restatement was adopted at a meeting of the board of directors by a vote of at least two-thirds
of the directors in office. Member approval of the restatement was not required because:
(1) The corporation has no members.
E�%uted t name of th(}corporation by:
11 I=/V CrY t7 a7 aA
Paul David President and Director
0680300-1 434-369-5603
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STATE CORPORATION COMMISSION
Xichmond, jufy 10, 2007
this is to certify that the certificate of incorporation of
NEW PROSPECT BAPTIST CHURCH, INC.
was this day issued and admitted to record in this office and that
the said corporation is authorized to transact its business subject
to aCCVirginia Caws applicable to the corporation and its business.
Effective date: ,duly 10, 2007
CIS0313
_ State Corporation Commission
Attest:
l
i'�orJ � n{tCio i'nmana icon
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REPORTS FROM
MEMBERS
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REPORTS FROM
COUNTY
ADMINISTRATOR
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ADJOURNMENT
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