Loading...
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 P1 P2 P3 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) P5 p��,10�WyLL OAF ..ytu a RT• Lfii eKKv�K rwr.0 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. P6 n 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 P7 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 P8 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 P9 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 P10 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: D 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 P12 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. P13 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. LI P14 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. P15 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 P16 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. P17 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 P18 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 P19 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. P20 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) �OUIWBn<B Gy: Ra�aQd i♦Unn(Ekt 6/19/2017 `l`—nexBxem Ronald Merricks CeV—" {uV NWVAain, 6/19/2017 ey'e—B" w—m". Steve Bowman, Fire Marshal [oowsgiva 441n 6/19/2017 Jics snrss'MEO m Davis, EM Coordinator Uoe�sq.e b: LgD- 4� 6/19/2017 9JFpf5TIpR. Scott Hutcherson, Chief Renan Fire Dept. �D—USW� by GPaCi' "S 6/19/2017 CBr Gracie Mays, Tunstall District Emsusgrca by: lf- �1 aL 6/21/2017 c�lE0ER3BE01If0 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 a JR a' e IAI N 2 a O Il: I!1 M Ill T 1II a tl � M U! N Y .Ni Obi Vel p�1 O N M Ill V E m Lr M v a v N C, I � w i Ui o v M o n E top M W tD N U vel N M ' fA 9 I k I i o � P74 a � M U! Y .Ni Obi O N � M C, p� o n E U vel N M ' fA N M UV 'o W iR 9 I k I i o � P74 z U D � O ^ y G O O C C y �' >% s u,aCtVyO.]UUat 1.8 V m'CiU V V UUUUU OF W vFi V O ¢� BB 99 99 N N N N QN N O O O O O r vl �O W O O O P g- — N rt 0 0 o r o m a � N O- o h r N- R �O v� W h e N m O O OO P N V - o �o m �o r v o r R U Z F o0 W F � Z N o o Q - 0 O U z0. yD y O W o a w w a O> N N> r a a O > }Wa 9y {x > K h U V Wa�F m Ww c c Fw o w U a w N Woo O z �xx ooa a��aa zz� wo z3><0 ou°�> aav��ar ob� >o oza a F F oQQHoo° a a r> o 00 x x V N z a y o z�`oZoo V z uo °Z U¢Uc O >o>WWoo oorVV°W°YOYgZ�� � '� h W ZOO �e 0 o W O V'�.l Q = n g �a °` a > a O N 3 (7 0 F `�. � .� W � � N 0. O U re pe P4 �WLLw0. 4y fy wVas ¢ ¢ FAN>r w w {iO1 ZZUZ5 {Ci�1 z QOL, 3°g��goagg�gagaagggogggagg0 �z>> a0aasg�3s3�33�3333° P75 P76 w ___ s9a,�dN� w w w w w w w w w eeeee ee ee 00000 os 0_0 m R O r O O O O O O W O r O O O O W m O W O O O O m C O r O U O 0 o r c o r m o 0 0= o e o 0 0 0 o m o m rn o c e- te a e �= _ } Q z � o w WF � C y 4Fi ii U } � a V1 N Vi 7 V 4 U P O qw Q Z Q °zp z z > zx w>a=� a r> a Foy QQ w hF > a o � a_m oN zzz��zN�o °>oz zz >0 9N wp o w> zLhN w w �oO>>>U>xx zU, ry F vC a ��Fil WW S W a rn xZ ozO r} }OOOw}Owm w w m �[rj� o o LLLLLy]] Q SOK w zUp2 {y ��� x wa Z� O ,,❑ m m Q-0., w F O° .Fy Ltii L U .F. `� "a' F .(Z]. W CL Z ° W .Y W 1 W° `w a `a °d z- °d . w w o x a k o u F F v< 'w �3 0 G<<Ui, U u w o o ¢ x m o w w 3 w o O� '� o �. w 3 w ��i, o z Q o w W w w P76 P77 p a ; C F� a W �• w Vl w v) a c c c a a R' 6=1 p, "" G G C. s F �'' fx'. c P. c L Q z � � Sw�a��o wF�iz wFa ��035� a�w�i u�wzaow �� ee O O O O OO OO N `D O O O O V r 16 16 16 N O O p p p h O^ O m R p� N WNW Hi a z U o 0 F � 0 h 1 s oo{mya�d a� was �, w aw�wo�� ¢ tSJ (700 C7 C7 pUw'i N J, z CG 0.' y yggqqqq trUtiyy� } W r� .h v� .W] F N ri rn p d01 �F Nwuu�u��� �a�5�a r5� �5�°��aF [- WZ a w. uc7 :+ooF Cx0�ZQ F0.' q�3FZZo'yo�y W FFO aqFq DZpz ap�pF z z� a�az ��> NmmpzFz,w, UOO�UU 2� y,mly .aa�zZz���`, qFq q_qp�p�"py "iy r4 .� a' g' W y W W F x006 m 4' W k�i�g W (� W W 6 ¢ 0.r O O F., `l'�a F, m a W it W iqc w w � O wa's 6 oal 600�i� rmil [==.� 3 0> .,UUww5�3UU> P77 P78 G 9 w _ I Cw 'w� UF Cw Cw .❑�tt da dvW.e. -w sGwVG° a , VR VCe UCe Vn aW e d a 0 w ❑ m 0 w ❑ w 0 e n c O r o .r- N W P h W P N O N m ❑ N z d da 2 F z z w� w z F ❑ a z � a �2G, a5o 3oz � � v, z zzzz❑�,mg�;a U Cia a rFi»p z 7'J z p7S p+vFi z�wrdi� w Fw4 F aws4 a aawF w� t--a>J'> O z ca. WWw C O z 40 C% 7 pA O a, ¢¢ kA a w �a] WOwW>QU O��� O'�UO 7 O ¢ N N H LL O "'� O 0 p m 0 a F w¢ ❑ q ,j d w m a a z ❑❑ ❑❑ '�a y� oamo zwo„a,hoti3p NoaUw F wwti.�w"zm❑p❑Rgc>a ❑ c.(?`a".a X O R ❑ .� ❑ Z w �a w'W V W a< w UU`5" p e W A❑ ,wj .aiiwv m q wa 00 y c w w Fj 6 w C 5 a N>'❑_ i O O C a Nk> Naa�3aaOrUi, ''� 5�- t>wim��g >aa z ❑.-+ ¢a� ,r- o`�`w F'zZw w �.7 W >¢a ozaz w <r ao¢ ��Fzw<8aqasg3��asQ >❑ i p❑ U 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. P80 t P81 k § ) \ / } ( \ ! § § ! o )! HE �� _)\)E2o \\\}\\\ }{}\\\\\ \\}/\}/ \\/}/\ Hj ! :§ - - @ro ; }\\ m \k \ \\\ \/ \ _ - - ( (o /\ \ E P81 LL n n N e n ry O b O O Q O Q O O o O O O O O ry « m N W C u 0 0 $ o _ N N N N F F J W J I O tOD O O O ON N O O a 0 d m Q 0 d o S a 'o t� m oL o m' P82 LL O O ti vl t° 1° Ol m N O o rvnoni � d o �+i � a roe r � — co_ �n m F o � - a t� m o 0 0 o m o 0 e N o 0 o n o 0 0 0 0 0 0 0 0 0 0 0 n n � 0 0 0 0 0 0 0 0 0 0 o d v v d d d e < a 0 0 0 0 0 0 0 0 o r _ v °i ZT wy__ o °o o L A w`' v 0 u i� o w O o a a¢ a a m a 16 d. 6 6 M 6 6 O O O O C n C 6 C 6 C G Q Q Q Q O nn ~ E a a a LL `o o a a 0 0 0 0 0 0 o ti o 0 0 0 0 0 e m e 0 0 0 0 0 S o o g 0 0 0 0 0 0 0 0 0 e 0 o a o 0 y a r a` P83 u .moi N W O O T N OI N N W gg 0 0 N m 0 N E ° w E o LL Z c Q v o v Is N N W O C T N O1 m of 6 Z ae ° g A 2 C N Q f 2 2 O O r H � Q N Q W O 6 G 6 _ a a a z a a r a � � a O O O 0 0 m 0 S 0 0 4 0 0 Z 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 e .tn� 15vN' 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 P87 N 9 r P88 m vi moon w m o m m m M ry N m w n W n m N N G l0 O W O1 w O n w m VI N o w w w C m M n m O W m w n m .n u�i n rmi M M I� Op rt) i N O m w VF N n C VI l0 m O N ry n o rvi e o d c o w o w N Z N n Vf ti N N ti C Nn O C N n VI M m R N m io m w N e N m m m o i m mango �oomn vi .ti 'i �c of o g of o e i ai of iu vi w d vi e m Vi C M W M N O b N w O O O N O O m m !L 0 0 0 o w rvi o o vi o o ro v v m tp L lLl N to r d m r L •` 6 O O N a C pC O O in d n � M N 7 M A On N N N r'I W j N ti M .+ oenm�o wm m o opo N O `VY L v N iJ m ry m m w m v r( 0 ON ' ry m'R m e - to W m kb T i1 0 .a T f0 w to C O m 1i V m CL `w .mi CL W LA LA) 40 4' `a A � N d y � w ry V d V C O a � ECC � C) N d d Y O n O S YS G H O ¢ y 'O c O Q O � a Q e-1 LL T d Gl P•1 N W "O O N N o a N OO NO m wY M V u m w m lD Z u1O. r- t - 0 0 o Y a r ry w m m Q Q v"t yi g h H tv P88 m vi w w m o m m m M ry N O O W n N N N G l0 O W O1 w O n w m VI N C m M n m O W m w n m .n w �o M M I� Op rt) N O m w n w VI l0 m O N ry n o rvi e o d c o w o w N N n Vf ti N N ti Nn O C N m R N m N N e N m m m o n m mango �oomn vi .ti 'i �c of o g of ai of iu vi w d vi e m Vi C M W M N O b w M O O N O O m m o 0 0 0 o w rvi o o vi o o ro v v m tp lLl N r m r 6 O O N pG O pC Li O O n M N Oct M On N N N r'I W j N ti M .+ oenm�o wm m o opo N O O v N w m m ry m m w m v r( ' ry m'R m e - e 0 m `w W d C d V C O � O C � m n S y 'O c O U N S J OO U M O Z u1O. r- t - 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 2378 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 8066 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 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 5500.00 250-4-082600-810200 47126 04/26/17 17 300 CAVALIER EQUIPMENT CORPORATION 47126 04/26/17 17 308 250-4-082600-810200 CAVALIER EQUIPMENT CORPORATION 47126 04/26/17 17 308 250-4-082600-810200 CAVALIER EQUIPMENT CORPORATION 47121 04/27/17 11 5886 500-4-031200-810500 SIGNS 8 WORK, INC. P89 4425.00 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) 4 � P102 r 000000000 O LL \ d � o P •• oa > > M •• d aY V M Jm�- Jm dq•• C � CaY n' ggMgNYYLW q •COQ U � O »»>£502 n W YYYWYaaaa N mddoor m m £££02000o0o m O LL V n d Y q W ri K rl N Y N \ � Y HW a E b C d N VI O m w N L T O o+ M> = a d rvn a > dFo V O nN a 0 xo JF QO O O O O 010 00 0o a Y J x n FQ O w V N W U FdF> .y LL F Q O Q \ n Pc0 y E O Y N a d d N L OUS2w6' Y E OF N O�Om�p e0\O.-I ILN\ 00'IP W FpW L Y rvCm O O £ •• • t0 OXY 64- UY\\C QM C 4M . uE LL O U N d a L £ ao N 0 0 w rc a n W N n Z dw nX P ~O 0 O X £ N d OP O m S n E Q O Q F m EOl J m LL U m m N~ P102 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 P118 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 NY N N =0 E'a, E .- MO!- L^ 0 L wL+ a£ N wm N W ,e 66 NN u V c _�n2-0 E.E O> H >v C-0 °�QO<�vO ZaEi o«T.>v ,^ JQL CN °,C E CL V wO j Rw N N� °iO1 OL N C N^- L V T 3 0 TC Y73:2 NN �. Rm W 0-*Ov 00'cV9O =70 -Om- rp W m.v ` m > C, >.a m i OC>�'YvVY� Nii�O1 EO m e ar<M ° E$ c m 6 CL N=Y°]Nv=<v�a Yuc Ws _0 0aiv �; CLQ ,Y �.- N— V C H N a-2 V> m Y 0- m 0 22 (d 'M 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 $30,400.00).. (Map/Tax Cards attached). At their July 18, 2017 meeting, the Board of Supervisors authorized staff to hold a public hearing to surplus this property.As required by Virginia Code § 15.2-1800(B), the Staff has duly advertised a public hearing to dispose of said property. RECOMMENDATION: If it is the Board's desire to dispose of aforementioned property, a motion and a Roll Call Vote is required; and authorization for staff to begin the process of property surplus. It is anticipated the property will be auctioned on GovDeals.com. P145 50 p L C N M o v CO � C g m N m O J l — m m m m T v 3 m V L N w > 0 0- N v V 0 C .L. _N v V m Z v 66 J W �-vJ-C oO A� yN;�uwo°aoMN°u rnoc F O i E O.� L Y O O .T+• v"i o S •O N u C c O T C C� Z o A o c Y m o m ry M O. Cl m a .- N, C -C tmiNt = 3 CO> CC vUi C Z V J O m •° O YO v M i-0-0 _ L m e (U m a V C L L T� V tV _ N C1 Ot p a -p C m V 3 ^ QJ Y m o m -o 'c-pvc v>oQ W U> N N W y O J '^ J •O `1 O Y m S m Tm y Y p 3O aim � T> > U c~ in a.b o E c pmt i m O 0 = n Cc o O1 C O m C Cl i N N +(u' N _N p- O. a L O N U^ N d y �L C N ry UN—Qd'BOf Y J Op J m t7 CL�u 0-e3:yn Nm a�`i OY s 3 . o C E (R '^w CL w-0 °1�crv¢ao"o'°v'3 aomaYa$co.Oxt� vSuy8 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 P151 l J� ,> � � : � � � z� �� d � . �. .. :., 43 i�'. c � �? .. LQ '-��� �_ ,, : _„ �; , ,,: °�-. fl� � ; , � �' �'#' � 7 � { �', - ' wi. �. ,• t�;'i < f, ���'� .. "t a �;:� �, „� ' � �FM1 �"�tY. "�,t� _.. _ e. {' <� ., � ��_ yr �, :. _ ; .:.: s - a � - Ili � : ''. `. �—.... f �' r � , r�, � � r i } .� � � � ,, l,�� a �� � ��_ � e � �" *� ! r '3r:k� e ^�;fE �� f � 4! e ;:i ! � � .d- �, t ;f � ! o�y' , !� ! rvc �i� t d 'F � �Y j'I ���^^ £ �4 J ; ht _ ! i i ' aE� C .. �'�i.`^.�*�,91k ' n Eye' � �. �� ��� :. � u -�; ��� ^4��c � i v i � c r � � - :nom �} � �`� f��l"" . ° s �� �,,.-x $ 1 �: aaj, • t; 1' x �. i R ._�i. �' -.. `j,G ��:.. ,�r' ° .1��� ®-u.i���r.`'rt,. ''£'e}t�,i�Y BOARD OF SUPERVISORS PITTS CO Acct 105895 Dst: 12 AC:Tx 2.1000 Map #: 2530-38-8407 Card 1 of 1 21,000 Date 11/16/12 CIS: E74 Ap 2.1 Desc ST RD 792/MILLSTREAM DR LOT 1 Old P 0 BOX 426 Bk/Pg: LR12/06252 Zon: TZ Old Def Printed:04/03/17 Old Mb/Lt: B44/110M Nhd: 100 0% Lc Util: PUBLIC ;PUBLIC Updated:BREND CHATHAM, VA 24531 Cons : 0 Rd : 01 PAVED Topo Att: RT 792 BnBmUse MhCdDes SnLmSeg Type Ac 1A 9200 COMMERCIAL/IN2.10 Appr: DT Info: E Date:03/21/13 Time: Frnt Dpth Sf http:l/capius.myossi.mm/gscwebp/pro.aspx?pval=2530-38-8407 Rem Ayb CndUnits Rate PdFo RsnEo RsnlcValue TFctrLtUp Adj%Value Remarks Mkt Val L 21,000 10000 0 21,000 Mkt Val B 0 Mkt Val T 21,000 Def Val 0 Net Val 21,000 Old Mkt L 21,000 Old Mkt B 0 Old Def 0 Old Net 21,000 P153 1/1 BOARD OF SUPERVISORS PITTS CO Acct 105895 Dst: 12 AC:Tx 3.8400 Map N: 2530-48-0335 Card 1 of 1 Date 07/08/05 CIS: E74 Ap 3.04 Desc ST RD 792/MILLSTREAM DR LOT 2 P O BOX 426 Bk/Pg: D81503/569 Zon: TZ Printed:04/03/17 Mb/Lt: B44/110M Nhd: 100 0% Lc Util: PUBLIC ;PUBLIC Updated:BREND CHATHAM, VA 24531 Cons : 0 Rd : 01 PAVED Topo Att: RT 792 BnBmUse MhCdDes SnLmSeg Type Ac lA 9240 EXEMPT 3.04 Appr: DT Date:03/21/13 Info: E*E Time: Frnt Dpth Sf hftp:i/capius.myossi.com/gscwebplprc.aspx?pval=253048-0335 Rem Ayb CndUnits Rate Pd FO RsnEO RsnIcValue TFctrLtUp Adj%Value Remarks Mkt Val L 30,400 10000 0 30,400 Mkt Val B 0 Mkt Val T 30,400 Def Val B Net Val 30,400 Old Mkt L 30,400 Old Mkt B 0 Old Def 0 Old Net 30,400 P154 1/1 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 P156 } \ \ / \ \ } \ \ \ \ \ \ } } } \ o °\ 10\ \ \ ( \ \ ( \ \ \ \ \ | ;§} ; W > , ;j. {)I.0 § (g ) �0{§ / ;!, ƒIf z! ! E§ / \ } \\\ \ \ \} \ \ §\\ \ {\\\\ of §§ { P156 P157 o v e E a v a 3 0 a t � E v a o 0 o a n o 0 0 0 0 0 0 O O O O O 0 `o c - 0 co_ ° d V U Y F EE - O N O E > >E v o E a °' v o o E a o __ m m L o S o m o o 0 0 0 0 0 0 m ci N o d S �o 0 o co v m o 0 o e 0 E a G j E � C `o a p o a u u < N a ¢ s c c E 01 Z L S � c E y W oL oa oa ail v aL � V P157 P158 o m o m o 0 0 o m N 0 0 o d iri o o g e .y o o+ e o o ° % N Q m 3 a E m o o 0 m m m C 0 0 n o 0 0 0 0 00 0 0 0 m N ° E � > m ¢ c a N to I 2 Q u V I O « n N O md O t V d N «- Q « o C OD d¢ E o "5 Q am m d w E o '° E F t'c ° o LL E a 2' ': o c E o c a m2 o Q r° v w o F w a u 1 -° N y O� N o n ti o a oo S o o m .o c 'o m m d o o a ui a a d m w l7 E ` W m E o Ew o >mH n N w E. I 1/1 . n Qc ¢' P158 PITTSYLVANIA COUNTY BUDGET AMENDMENTS FISCAL YEAR 2017-2018 a 1767 I C 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 L ne \ \ | ] [ \ \ \ \ \ \ / \ \ \ \ wC k \ { 0 1 u , , � , , � � , � S SS \~ \ } / \ \ / / } \ } \ ) f ) / \ } $ ! `� zo - I ,\)I /(\y k| \ °¢\» \ k �(�(� ) /\) - - _-_ _ ) § \ \ /\\{ / {{ \) §§ ne ! P162 \op !\ c5 T ( ( ( (f § § § § § ) \ / /o o o �\ \ \ \ } } \ \ \ { \ \ \\ / 1 12 o �\ \\ \) \\ \\ \\\}\ \ \\ \ \ \\\ \ \ ua to a ° 4 @ a « ( \ \ \ \\}\�\IR P162 me \ )/ \ \ ) { \_ \ ( \ \\ \ \ \ \ \ « o 5 { sl\ \} { } \/ ( o c \( 0 a% ° _) L 7 \ \} \\ \\ \ \ \\ §( me 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 $98,895.81 as discussed above. These items will be adjusted in the FY2017 budget. THIS ITEM REQUIRES A ROLL CALL VOTE. P185 c E P186 m n a o C N b N Ifl p n O n of � a m imil .bi o y .i v ro Q m m c n o n a � e m E d m c n � g uli N d d O O O N O O n w m M 0 0 0 0 o d d v 0 0 o g m� 'c c m d o v E d m a$ a w °p a q Z v r u m$ o °1 an d a c a« m o n N m m m v° 5 d `d E v E a= s a m '^ w N a a�.« o a N m �D d; D' a ucr d p E 3 v O V N a m c m C N V T m c q p m« o Y a o 0 d y d« p d o o«� d N m o m N D c m m « o c d N d p d m E d a L ,L c ¢ m¢ n¢ e¢ o W W b W N W Ill 'L m 'L 'L m 6 � e A F M N pl O a�0 m b n � m N e d a b m b E a- w ^' a E e _ � :• � d vsi m vsi d N a z¢ z u Y m z J OO O u m m a u m c f a 9 ¢ O N O O O O iif N ¢ b m em9 b N rm'1 6 V 6 N 66 O O pN C 6 O O d LL O 99 O 99 O y w e v d v c d d Lh o 0 Z a N e1 0 0 0 0 6F' ? a C j d ¢ 10 N d W p E E LE ¢ `u E E n u o Y Y d O w 2 E a 1 v 0 0 o v o u z ¢ z P186 4 P187 c I m m m ro .� mom m V1 N 10 n ill N N N r m tlf m N n O C Vf L6 Vf V1 N E Y c V J q d C oc A L J o m o 0 o O m o � o .ror 0 w v°pi .�-� � mor m m m uni � 0 0 0 0 0 0 0 0 0 0 n o m n o 0 0 o 0 o 0 0 o O O 0 0 c v d v d v v e d d 0 0 a o 0 0 coo a W T « r t C W CC ° m v Y d r E„ a J yvj o m « -° - a s .T. a« c v m E ,J� w cc Z a w ° w 'c N v W. 3 N n D 'u La, a c y E v c L J E c «v. o« N o„ o o a v°i '>, 3 E° J m - m LL > r U L A O O J O w E N 2 o r v m:i= w L v d t v o r mu0a�o E ra i n L o LL v o v v L J LL n W V W O LL Q � Z Iml1 Z N C N aZQ m C K OG d 6 6 a a C W y 4 J � W N N Yl C v 4Y pp C � ~ C A O U O K W u d 2 U ti L �n m op O O N O ° 0 d d o 0 0 0 0 '^ 0 o 0 v v o 0 0 o v v v � c J a ° « d � � y L `v = C N C q L N O Q N N LL P187 c E P188 m ui c ni ui ai m a m a m a w amo m 10 m �O m GO N e M m O m O m m o r o m �o 0 0 0 O 0 O o N m o in m r 0 0 0 v d c N IA V1 O N O N \O ry E 0 v v � a L v E L ry> L E v L v v v O �- S N -p N 0 GO y ry in LL a v m •�• 0 m ., LL r v o: v w n w o v y m vvi b v c ti o n « c n c c o 0 a n r -0 o m v N L o m y« a m '^ m° o v E v o 00 a' > o m m o °° c> c o" « 8 °- v w m o w n.�-' E v r '^ a '^ j v F a 2 E H ii m OM O1 O O O fY N W O ¢ m vi v ni vi a a¢ a ¢ e w w m c rc z n a a a ¢ ¢ K C C r N W O O m r + ¢ Q Q v 0 o r ry 2 2 Q Q v N ¢ N ¢ v 0 0>> r n a a =o v> y C 2 K Q Q N W 6¢ 6 `a 7 ¢ 0 c o o Z Q o L p p p L S L m f O O O IA V1 N Vf O O OIV O m m m a m N ao 0 0 0 00 0 0 0 00 0 0 0 o O r:i m m m O N o 0 N N 0 O O O O q L C � N V1 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 W N F (/1 v $ e Ca jr E�flffl tlR� 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) ,. CD co 00, f t ,. P200 000000000 w \ w � � O V q a Y V JmF Jm dR.. O YaY C 'O.Y K NNNNRYYNW U oa T>TTT££02 6 W YYY4-YVa'pa C YYY d d�r-� � £4£020000 O LL V 6 d Y m N � N •i N mF 0X C � a E e u w T m m 2 ] R V O Rd UO Q £ O J F O O O p 00 0o p Y J XO U Fg a oa N \ F n OO.i N E ri W N'i O rr\i y O YN a dd sa OUN2m YE CF � O�OmbO MN\ OOHV W Y \m0 lOm OW O O £ Yd6JN pC Y U RY�O Qom4w LL O U N N d b k a o e r ¢o £ N m 0 in ,y w m � ryw 4 Q FW LL G O X £N m m d aN 2 o vrm � O 2 m 0 JQ Ori m 6 U m In 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 I I I I I I I i I I I I I I I I I I I A28 MLA I 784 A24 I I I I I 1 I I I I I I I I I I I I I I I I I I I I 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 Ica Wndee macamelau Gager. oleoma Ot Maes /a beMWOn lolimne$b01ea may ne I98tlba LenYeOnq waea r0untlon and n me I. , Me RopBTy gewitl CB/tl. rerl!8.n0_iayionF 9n0 �.ma_ irAtles — —� ,aR7,65fi5asdlzpggga..[x /. lora b,re aaa Cwes ppyib&2149i.]93895; ca aeiMnng..ae se./m On Mei r Nck Seam IMaleNo ..Mae,mrvem.mopaa rv,m vaNwx., ov v lxe mev me'. TnI, bnlcx to g< l'c ¢k m, On tchM1m petrel boon,...: :(o 01 iea/[x bNw. Valid [x. ou RM�IaNd01A'pe yr "—h HMW�IO MoOeYou �. Irop,own is ems. m�m"SFdroi'..m�.no as m.l�r xnaax o?`Jr'SS d? - a39$ 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 C12 Al2 I I EPA C12 I 1 244 1 1 I I i I I I I I I +-----C12--+ 1 I I A29 HLA I 754 I I I A17 I I I I I 1 I I I I I I I I I ----------- B22A22--------- + 97 B7 I OPS I 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, follow, lades may he used br b anlabn9 codes round on me "." R..w Card. i Lodes renal odas ]R. brut'de Inngaude aw16]69id9 _ on ou" ,bm olole: on ma. rorDmar saran- melepa pyo meaaae,em,tw„u!dlnl P(gMA�Aa6{FfQ�bluflW AMW, by rim the wO°ib unbo fink to e< Ibb 11 eaM below. valor monies mYdNnva rear warm aIBIT fl�dWNb9b'da(o Motle' you havtlown ex lnopM aneed m apnf mat IR ,p wep,ad ham more. awl oivenno.m., dmemm s=norda vnbo[ sof., h -normo Des. ..it Poanning Znnln, voter aegisuas it., Gods Ufiilhoo uueiys v 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. P227 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 -1- P228 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 -2- P22 9 2- P229 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 -3- P230 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. -4- P231 Adopted at the organizational meeting of the members of Qaa.)Y'f0 e.t.. -S {'- i wKLAnc . held on .203 Secretary -5- P232 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 P233 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` 4 -h, -rt r1M 6 -0 AL_p 4 6 oAQD DF P t RGCTO U /4j us TMD pn/ LR 40"- h¢/D ✓-twha -2- P234 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 -3- P235 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 P236 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 P237 REPORTS FROM MEMBERS P238 REPORTS FROM COUNTY ADMINISTRATOR P239 ADJOURNMENT P240