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12-19-2017 Work Session & Business Meetint PKTmap& 5r6/i7 BOARD OF SUPERVISORS WORK SESSION 00 BUSINESS MEETING PACKET DECEMBER 19, 2017 ,767 P1 P2 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION Tuesday, December 19, 2017 4:30 PM Conference Room #1, County Administration Building 1 Center Street, Chatham, Virginia 24531 AGENDA 1. Call to Order (4:30 pm) 2. Roll Call Barksdale ❑ Davis ❑ Scearce ❑ Hagerman ❑ Blackstock ❑ Barber ❑ Warren ❑ 3. Items to be Added to Agenda Barksdale ❑ Davis ❑ Scearce ❑ Hagerman ❑ Blackstock a Barber ❑ Warren ❑ Barksdale ❑ Davis ❑ Scearce ❑ Hagerman ❑ Blackstock ❑ Barber ❑ Warren ❑ 4. Approval of Agenda Barksdale ❑ Davis o Scearce ❑ Hagerman ❑ Blackstock ❑ Barber ❑ Warren ❑ Barksdale ❑ Davis ❑ Scearce ❑ Hagerman ❑ Blackstock ❑ Barber ❑ Warren ❑ 5. New Business (a) 2017 Audit Presentation (Van Der Hyde) Page 7 (b) December Financial Presentation (Van Der Hyde) Page 8 (c) Solid Waste Revenue Options; Discussion/Decision (Smitherman) Page 9-20 6. Discussion of Business Meeting Items (if any) 7. Closed Session (to start at 6:OOPNn Time Entered into Closed Session: Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roll Call Vote Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren Consultation 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) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Solution Purpose: Economic Development Project Status Update (b) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Apple Purpose: Economic Development Project Status Update 8. Return to Open Session & Closed Session Certification Time Returned to Open Session: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Work Session of the Pittsylvania County Board of Supervisors on December 19, 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 Meering. 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. 9. Adjourn to Business Meeting (at 6:30 pm and reconvene in County General District Courtroom at 7:00 pm) Vote Tim R. Barber Yes/No Jerry A. Hagerman Yes/No Elton W. Blackstock Yes/No Joe B. Davis Yes/No Ronald S. Scearce Yes/No Robert W. Warren Yes/No Jessie L. Barksdale Yes/No 9. Adjourn to Business Meeting (at 6:30 pm and reconvene in County General District Courtroom at 7:00 pm) PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: FY 2016-2017 Audit Presentation 12/16/17 INFORMATION: FY 2016-2017 Audit Presentation STAFF CONTACT: REVIEWED BY: JVH Van Der Hyde 5(a) SUMMARY: Robinson, Farmer, Cox Associates will present the County of Pittsylvania's Annual Financial Report for Fiscal Year ending June 30, 2017. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: N/A MOTION: N/A P7 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION EXECUTIVE SUMMARY AGENDA TITLE: December Financial Presentation SUBJECT/PROPOSAL/REOUEST: December Financial Presentation (Fund Balance) STAFF CONTACT: Van Der Hyde AGENDA DATE: ITEM NUMBER: 12/16/17 5(b) INFORMATION: REVIEWED BY: JVH SUMMARY: Kim Van Der Hyde will make a presentation on the County's current fund balance. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: N/A MOTION: N/A P8 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Solid Waste Revenue Options Discussion 12/19/17 SUBJECT/PROPOSAL/REQUEST: STAFF CONTACT: Smitherman INFORMATION: LTJ ITEM NUMBER: 5(c) ATTACHMENTS: (4) (1) Keystone letter (2) Statement of Work — New Solid Waste Billing and Collections Modifications (3) Statement of Work — Personal Property Bill Merge (4) Vincent Shorter letter SUMMARY: Discussion of potential revenue sources for Solid Waste Collections and Disposal. FINANCIAL IMPACT AND FUNDING SOURCE: Funding sources will be discussed and the Board will be asked to provide direction as to paying for solid waste services. Funding options include using only general fund tax proceeds or to supplement costs with a solid waste household fee. RECOMMENDATION: N/A MOTION: N/A P9 I KEYSTONT December 13, 2017 Mr. David Smitherman County Administrator Pittsylvania County, Virginia 1 Center Street Chatham, Virginia 24531 Dear Mr. Smitherman: I am responding to your request that Keystone address if, and how, we can help the County return to a solid waste fee billing and in time for the first bill period of 2018 (April), though in this instance bill these fees on the County's real estate bills; also to address this within the context of several other ongoing, or pending software development, installation and modification projects in which Keystone is engaged, or is anticipated to be engaged for Pittsylvania County, mostly for the County Treasurer's office. I appreciate the opportunity to address all of this, especially given the concern that has been expressed about the open projects, and other desired/pending initiatives. Included with this letter are three "Statement of Work" proposal forms which, if agreed to, commit Keystone to accommodating this newest request of adding solid waste fee billing to County real estate bills for April 2018 publication, under certain conditions, while Keystone is also committing to dates for conclusion of other outstanding and pending projects, based upon terms and understanding below and on the attached documents. One of the SOW proposals included herewith is a proposal for a change which the Treasurer's office has been anticipating having implemented in the same time frame as now this solid waste fee initiative would fall into (i.e. in conjunction with the County's April 2018 billing), which is the consolidation of personal property billing to a single bill per account (rather than breaking out personal versus business personal property onto separate bills/bill records, as had been desired in the past). The former method has caused issues now with the newer automated check payment scanning system we have implemented for the County, with how that system anticipates applying partial payments to an account -total owed. This proposed project (we will call "personal property bill consolidation") is also further addressed below. To do all of these things in the same timeframe, and to provide assurances about how we will be successful with this amount of activity in this timeframe, Keystone is proposing an escalated and dedicated allocation of our personnel resources to the County for the timeframe January, 2018 - April 2018, including on site testing (including access to the actual check scanning equipment installed there at the County Treasurers office) that we might otherwise have requested County staff to help with, as well as assignment of a project manager, separate/in addition to the Corporate ice One Tall Oaks Corporate Center 1000 Lenola Road, Maple Shade, N1 08052 856/722-0700 • Fax 856/234-5871 www.kevinfosys.cotn Pro technical resources who will be assigned and performing the desired software changes and testing. Given the amount of activity in the relatively short timeframe, Keystone is proposing to staff and address this as we would a larger implementation project (such as for a new customer implementing our system initially). The proposed costs are reflective of this added staffing, including expenses for multiple on-site visits and project management reporting and communications specifically on the attached SOW # 148998. For Project Manager, we are proposing to assign our most experienced Project Manager, Julie Alfred. Julie has been with Keystone for a number of years and recently led our complete property tax and finance system implementation for the City of Manassas Park, Virginia. Julie works from a home office in Huntersville (near Charlotte) North Carolina. We propose that Julie would have weekly status call phone meetings with affected County personnel on the status and work list for the various projects, would provide written status updates and also be on site approximately every other week for at least one day. The cost proposal includes this level of project management / account management resource activity. In addition to the on-site travel of technical staff from our Knightdale office as aids their ability to test their work locally. Below is a summary of the current and anticipated projects as we understand are anticipated by the County in the soonest possible timeframe, and most specifically by the Treasurer's office, with a status given and a plan for completion of each. Also, attached is the cost proposal for the implementation of the solid waste fee billing in conjunction with April 2018 real estate bills, and the personal property bill consolidation. Summary of Outstanding/On-going Keystone Projects: Interface to accept a payment file from County Collections agent, TACS. Project also referred to as "Autopsy": This project was not begun when originally anticipated and has only been actively engaged in by Keystone since this past October. It has been quoted and agreed to on Keystone's "Statement of Work" ref # 141785 in the amount of 51,750 total. (No portion of this SOW has been billed at this point.) Issues had to do with the way the County splits its two period billing (internally on the system). Recent progress has been made on this work and we are committed to completion and tuning over to the County for testing by January 15, 2018. The quoted amount will be billed upon delivery and County testing/acceptance of its readiness for live use. 2. Deployment of Keystone's Public Access real Estate Web Site "Web PAAS": This project is nearing completion and Keystone intends the County to be able to deploy this with full functionality (including the display of tax collections information) by December 22, 2017. This has been partially billed for, and the balance will be billed upon completion, and County testing/acceptance of its readiness for public/live use. 3. Deployment of Keystone's On-line Payment Portal: This project is also nearing completion and had some issues that overlapped issues with the TACS interface project (having to do with a standardized way of processing payments from both of these Pit sources). These are mostly resolved at this date. Keystone will have this ready for County -internal testing (using a test area we have set up with a copy of the County's bill data as of December 8, 2017) by the first week in January, 2018. This has been partially billed for, and the balance will be billed upon completion, and County testing/acceptance of its readiness for public public/live use. 4. DMV Stop Fee automated functionality: This is new functionality for our Personal Property/Motor Vehicle System that has been discussed with our user community and committed to, at no costs to any of our Virginia customers as a standard system enhancement available to all, under maintenance. Given the relative priority we see, Keystone will not plan to address this functionality and release it to the County's system until after the April, 2018 billing. New / not -yet -approved high priority projects being quoted and addressed in this communication: Solid Waste Fee Billing on 2018 Real Estate Tax Bills: See attached SOW # 148664 as previously quoted. This is contingent on the County sign-off/approval by December 31", the payment terms outlined below, and the County providing a final specification (based upon details of the ordinance) to Keystone on the day after its first Board meeting in January, 2018. With that, Keystone will commit to having a test ready for this billing for the County by March 1, 2018 2. Personal Property Bill Consolidation: This is an initiative which Keystone initially discussed with the County Treasurer at a meeting in January, 2017, (which meeting included another Keystone user, the Treasurer of Wise County, Virginia, for advice and input) in which we recommended that the County move away from its practice of producing two bills for personal property accounts (which break the business personal property onto a separate bill/bill record from other personal property on that same taxpayer account). It was determined that the newer equipment and the interface to that which Keystone had developed for automatic processing of bills and checks (for greater speed and efficiency at busy periods) was not suited well to the treatment of separated bills, as if they were on separate accounts. (Partial payment processing hierarchy.) It was determined that the best timing for implementing this change would be in line with the first bill period of a tax year. The County requested us to proceed with this in February, 2017 but that short timeframe combined with the greater priority being expressed by that office then to remove the previously customized mass application of penalty on open / outstanding bills, and to move to a more standard feature of calculating penalty "on the fly", had Keystone recommend postponement of also making these personal property bill consolidation changes at the same time. That task, (penalty on the fly functionality) has been completed. Before the reintroduction of the sold waste fee discussion, the Treasurer, and Keystone, had been targeting this April, 2018 billing for the roll out of this new personal property bill consolidation. This is now quoted on Keystone SOW #148996 and is committed, under the terms of this total offer, with contracted project management and on-site Keystone testing resources also being purchased, for delivery to the County to produce test files with the bill print firm BMS) in P12 the first week of April, 2018. (Note that this work will not hinder the Commissioner of the Revenue's office from its data entry work required for accurate billing, the completion of which, or course, is also requisite to the successful production of the bills.) SOW # 148998 is also presented and is required for timely agreement if the above two initiatives are also both ordered, per the above, and the attached proposed terms. Payment Terms for the three new SOWS included with this letter are as follows: G 50% upon signing/ agreement (by December 31, 2017) @ 25% progress payment on each, upon delivery of test file to County printer (BMS Direct). e 25% completion payment upon publication of County tax bills, April 2018. 1 will look forward to discussing this with you further and to putting these additional resources at the disposal of Pittsylvania County. Very Truly Yours, Judson B. Van Dervort, Jr. President P13 I KEYSTONE Sllnm'�atinn S�.rtm,. Statement of Work Client Name Pittsylvania County Document Number 148664 Project Name New Solid Waste Billing and Collection Modifications Requested By Shirley Hammock / Vincent Shorter Date Requested 11/2/17 UPDATED: 12/13/17 Note —The County has not yet decided how this change will be implemented. The below estimate includes several assumptions, based upon the way the Count), previously added Solid Waste fees though in this case being applied to County Real F,state tax bills. This work .statement may change once the County makes final /.specific implementation decisions. OVERVIEW: Keystone's PAAS software uses "Betterment codes" to attach charges to real property. This work statement describes the effort to integrate this feature with the existing custom processes in place at Pittsylvania County. Note — the County did request to add Solid Waste .several years ago, and then requested to remove i1. Since that time, there are several new considerations related to the current request: The new fee will appear on the original tax bill, instead of appearing on its own bill. v Many features have been added to PAAS since this feature was last used — extensive testing of all tax bill processing is required. SERVICES / TASKS TO BE COMPLETED: 1) Setup Test Environment Create a test environment that can be reset to its initial state for continued testing. Identify sample records that can be tested through the entire billing process. 2) Create new Betterment Codes CODE Description Type SWP*18 SOLID WASTE Permanent B SWM*18 SOLID WASTE Pro -rated F SWF*18 SOLID WASTE FEE B SWC*18 SOLID WASTE Collected B SWR* 18 1 SOLID WASTE Reduced B The' F" type code was only used for supplemental bills because of existing code constraints. A code modification to add the fee count to the betterment screen will be included. 3) ARply Betterment Codes to parcels Keystone will work with the County to develop a program or import process that populate the Betterment Codes for all parcels, avoiding the need for any manual entry. 4) Modifications to the Real Estate Book Determine how many books will need to be printed or if all the information will be combined — for example: ➢ Real Estate Only (Code modifications will be required since solid waste will be on the bill) 'v Real Estate and Solid Waste (Formatting may need to be altered) ➢ Solid Waste (Code modification for new logic) Corporate Headquarters 1000 Lenola Road Maple Shade, NJ 08052-1633 856/722-0700 800/735-4862 856/234-5871 Fax n i,^... kce i nic's.crr. P14 5) Testing Scenarios a. Real Estate Year End — ensure the Betterment Codes are properly included. b. Custom Tax Bill Calculation — This process has been customized extensively for Pittsylvania County. There is existing custom logic that processes tax types differently. This logic will have to be modified and tested. Currently all fees go to due period one. If something like this is desired for betterments, it will require additional coding. c. Tax bill De -calculation — This testing takes a significant amount of time, as you must go through the entire calculation process. d. Tax bill Printing — Testing e. Tax bill Scanning — Testing f Penalty Calculation — Test with penalty enabled and disabled g. Interest Calculation — Test with interest enabled and disabled It. Supplemental Bills — Additional testing is required to add Betterments to supplemental bills. i. Existing Solid Waste Bills — Ensure that existing "solid waste only" bills will not be affected by these changes. j. End-to-end Testing Estimated services for this project, broken down as follows: Analysis and Design: 25 hours Coding/Development: 35 hours Testing: 75 hours Implementation / training: 5 hours TOTAL ESTIMATE: 140 HOURS Keystone will provide the above .services at a fixed rate, based upon 140 hours of services at standard professional services rate of $160/hr. payment terms described more fully in letter from Judson van Dervort, dated 12113117. $22,400 TOTAL FIXED COST: $22,400 Estimated Completion Date 3/1/18 for based on confirmation of 12/31/17 initial testing specifications and Sign -off on or 4/15/18 for before production use ❑ Within Scope of Original Contract ® Additional Request — Not within Scope of original Contract Keystone Approval Authorized by L . Client Approval Approved by Title VP, Client Services Date 12/13/17 Application/LOB Manager Title Date Corporate lteadq carters 11000 Lenola Road'. Mapie Shade, N1 08052-1633 856/722-0700 800/7354862 856/234-5871 Fax 11�1•.v.l _ayi n tbs�'s-can P15 Statement of Work Client Name Pittsylvania County Document Number 148996 Project Name Personal Property Bill Merge Requested By Vincent Shorter Date Requested 12/13/17 OVERVIEW: Personal Property Bill Merge - combine business personal property and personal property tracked on a single account, onto a single bill/system bill record. Keystone will have this in place for the first billing of 2018 (April) with delivery for testing by April 1". 2018. This will make the processing of payments more efficient, allowing the system to process all payments on an account to the total owed for that account using current/established payment hierarchy as "understood" by the System. Estimated services for this project, broken down as follows: Analysis and Design: 5 hours Coding/Development: 25 hours Testing: 20 hours Implementation / training 2 hours TOTAL ESTIMATE: 52 HOURS FIXED COST: Keystone will provide the above services.for a fixed rate of $7,500 (discounted /rom $7,500 Keystone's standard hourly rate of$160/hr). Payment terms described in letter from Judson tan Demart. dated 12/13/17. TOTAL FIXED COST: $7,500 Estimated Completion Date 1 4/1/18 based on confirmation of specifications 12/31/17 and Sign -off on or before ❑ Within Scope of Original Contract ® Additional Request — Not within Scope of Ori incl Contract Keystone Approval Authorized by . Client Approval Approved by Title VP, CIient Services Date 12/13/17 Appficntion/LOB Manager Title Date Corporate lteadqua rterrc, 1000 Lenola Road Maple Shade, NJ 08052-1633 856/722-0700 800/735-4862 856/234-5871 Fax !<os%s.c^ir P16 Statement of Work Client Name Pittsylvania County Document Number 148998 Project Name Onsite testing and prroiect management services (January 2018 — April 2018) Requested By David Smitherman Date Requested 12/13/17 OVERVIEW: To ensure that various initiatives / projects remain on schedule, Keystone proposes augmented Project Management Services and sixteen (16) on-site visits to Pittsylvania County from January 1, 2018 through April 30, 2018 (i.e., approximately one/single day visit every week during this time period) for Project Management and Testing services. Augmented services for multiple simultaneous projects, required if SOWS 148664 and 148996 are agreed to. Broken down as follows: Pavmew terms described more folly in letter from Judson Pan Dervort. dated 12/13/17. Estimated Completion Date 4/30/18 based on confirmation of specifications 12/31/17 16 Onsite professional services Project Manager and testing (daily rate $1,000 $16,000 16 Round Trip Travel Fees $250 $4,000 8 Transportation from Huntersville, NC 306 r/t miles a $.56/mile $171 $1,368 8 Transportation from Kni htdale, NC 226 r/t miles iv $.56/mile $127 $1,016 8 Lodging estimated $140 $1,120 16 Meals (daily, estimated $65 $1,040 40 Hours of additional / remote Project Management Services $125 $5,000 TOTAL: $29,544 Pavmew terms described more folly in letter from Judson Pan Dervort. dated 12/13/17. Estimated Completion Date 4/30/18 based on confirmation of specifications 12/31/17 and Sign -off on or before 1 ❑ Within Scope of Original Contract ® Additional Request — Not within Scope of Original Contract Keystone Approval Authorized by Title Client Approval Approved by Title VP, Client Services Date ApplientionlLOB Manager Date 12/14/17 Corporate Headquarters � 1000 Lenola Road Maple Shade, NJ 08052-1633 856/722-0700 800/735-4862 8561234-5871 Fax ,. r..," 1 1. , ,, , P17 TREASURER OF PITTSYLVANIA COUNTY P. O. BOX 230 CHATHAM, VIRGINIA 24531 VINCENT E. SHORTER Telephone Numbers: `q�`ti_ A,y Chatham (434) 432-7960 Treasurer of Pittsylvania County ¢ !y Grema/Hurt (434) 656-6211 Telephone: (434) 432-7960 o a Gretna (434) 432-7968 vincentshorter@pittgov.org J C December 11, 2017 Mr. Hunt, I am responding to your request for information related to the reimplementation of the Solid Waste Fee. Please note that the information I am providing is not opinion and does not include all facets of this subject but is limited to facts that are related to the collections process. The first question presented was to list the pros and cons of either raising the real estate tax or reimplementation of the solid waste fee. From the collections perspective, real estate tax has the highest success rate for collection for a number of reasons. Real estate tax is secured by tangible property that cannot be moved or disposed of and can be sold if the taxes are delinquent for three years. The state code provides a statute of limitations for collecting real estate taxes to 20 years and can be extended further if needed. There are zero additional costs associated with additional real estate tax revenue due to billing costs because we are currently billing for real estate taxes. Banks, mortgage and escrow companies will pay real estate taxes on behalf of the owner if there is a lien against the property and an escrow account has been established. If the Treasurer's office is forced to sell a property to recover the taxes owed and the property brings more that the costs associated with the sale and tax amount owed, the County can request and claim the residual amount from the sale after two years if the owner does not claim the proceeds. The con to collecting real estate taxes is as follows. if we are forced to sale a property to collect the past due taxes owed, the process is lengthy but in most cases the property will sell for more than what is owed plus the costs associated with the sale. There have been a few cases in the past in which the property only recovered enough to cover the cost of the sale. This type of event is rare but has happened in the past. This type of event will be limited if not eliminated in the future due to a new policy of the Treasurer's Office. This rare event has occurred on properties that were not acted upon until many years of delinquent taxes accumulated and the property was allowed to deteriorate prior to taking collection action. We proceed on all properties that can be lawfully sold at the earliest possible date if payments are not being made on the taxes owed. I'm not aware of any pros associated with collecting solid waste fees from a collections perspective. The cons of solid waste fees from a collections perspective are as follows. The state code does not offer any specific collection mechanisms to assist with obtaining these funds. For example, the state code provides the DMV withholding program to assist in the enforcement of PI8 personal property taxes that is very effective. If localities require a county decal for vehicles, the state code allows for law enforcement and multijurisdictional agreements to be made with neighboring localities to enforce the program. The state code also allows the Treasurer to seize property and auction it to recover the taxes owed. The statute of limitations for collecting solid waste fees is 5 years. If solid waste fees are delinquent there is no tangible property to seize or sell. The only collection remedy is to petition the General District Court for a judgement against the individual. This does not provide an immediate remedy or recovery of the fees owed. The next step is to attempt to locate the individual's financial institution and place a bank lien to recover the fees owed. This process is lengthy and very time consuming attempting to locate the individual's financial institution and often fails. This method has a very high fail rate due to the code of Virginia that requires us to notify the individual at the same time we notify the financial institution. This allows the person to empty or close the account before the financial institution can process our request. The amount of legal and administrative effort that is required in an attempt to collect $60 is very expensive. There are a number of associated costs with billing and collecting solid waste fees that we are not currently incurring. The first added expense is that of generating and sending the bills. In the past, solid waste billing was an additional postage and printing cost of $21,008.84 (2015). Some of these costs can be reduced by improved consolidation methods that we are now using but all of the expense will not be eliminated. Another additional expense will be additional seasonal staff to handle the increased volume of bills. The average taxpayer in Pittsylvania County now has at least two bills. One real estate and one personal property. With the reimplementation of the solid waste fee that number now increases to an average of three bills. That is an increase of 50% in the volume of bills that customers and the employees of the office are handling. That also increases the amount of time that a clerk takes to process a payment from the customer by 50%. The solid waste fee also causes confusion with the public which in tum is an obstacle for collection efforts. Many owners of rental properties believe that the solid waste fee is the responsibility of the occupants of their properties that are generating the waste and not the responsibility of the property owner. The other confusion that inhibits collection of the fee is on behalf of property owners that have mortgages on their property. It is the common belief of homeowners that have an escrow account to pay their insurance and taxes on their property that all "taxes" associated with their property are being paid by the escrow company and therefore they disregard the bill for solid waste. It is very difficult to convince the homeowner that the solid waste fee is not part of their taxes but it is a fee the County is charging on real estate owners. The second question that you asked was pertaining to any logistical or timing issues with reimplementation of the solid waste fee. There are many logistical and timing issues associated with the reimplementation of the solid waste fee. The first is the absence of the software necessary to bill, collect and account for solid waste. A reasonable person may think that the County had this fee in place in the past so the infrastructure must still be in place to flip the switch to restart the process immediately. Unfortunately this is not the circumstance that currently exists. There have been numerous upgrades and additions to the software platform over the past two years and solid waste was not included in any of these additions and upgrades. I foresaw this as being a potential problem in the future if the County did desire to reinstate the solid waste fee. Upon taking office I arranged a meeting with Mr. Monday to discuss this potential future issue and I was given his approval to proceed without implementing solid waste into future projects with additional expense because it was his understanding that the County did P19 not wish to reinstate the solid waste fee. I wanted to be confident in this path we were taking by inquiring with Board members individually and the ones I spoke with had no desire at the time to reinstitute the solid waste fee, so I proceeded with the information and budget I was given. Almost a year ago, I scheduled a meeting with Mr. Smitherman and expressed to him my concerns regarding future reimplementation of the solid waste fee and relayed to him the time table and obstacles involved in implementing the software changes that would be necessary to complete the task. At the time I told him a 24 month window would be necessary to make the solid waste fee a reality considering the past performance of our software provider Keystone and the amount of coding that would be required. This estimate was based upon the amount of outstanding projects that are significantly past the estimated completion date. Some examples of the outstanding projects that we have ordered, received an anticipated completion date and have partially or completely paid for are: I. Scanner Software to automate bill processing. This project is over 3 years old and is still not completely functional. 2. The "Date" button in the mail -in group function does not work at all. A request to have this feature fixed is over two years old. Other users of their product have use of this button but our still doesn't work which slows down the payment process. 3. Autopay feature and DMV automated upload feature were ordered 9/25/15 with an estimated completion date of 10/30/15. Over two years after the anticipated completion date we don't have either of these two features at all. We haven't even gotten to the testing phase. 4. A search program to gather delinquent bills to send to TACS was developed and additional features were added and paid for in 7/31/15 and the program still does not function as requested. 5. The KeyNet Payment Portal was ordered on 10/20/16 to be operational for a soft roll-out in the contract for purchase by December 5, 2016. Over a year later and we have not seen a single thing from this project. It was not available last December (promised date) nor this December. This was also a $22,250.00 project. Keystone is anticipating a project size to implement this software at a cost of $22,400.00 Based upon previous performance and the information provided above I strongly urge the Board to use caution when presented with estimated completion dates. The above mentioned projects have a combined cost to the County of over $33,400.00 and they are all over 1 year past the due date and as much as 3 years old. Once the software and tools to perform any task are available and properly functioning, we are capable and willing to collect any tax or fee the Board desires. Sincerely, Vincent E. Shorter Treasurer, Pittsylvania County P20 P21 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, December 19, 2017 7:00 PM Pittsylvania Court General District Courtroom Edwin R. Shields Courthouse Addition 11 Bank Street Chatham, Virginia 24531 AGENDA (ALL VOTES SHALL BE ROLL CALL TOTES) 1. CALL TO ORDER (7:00 P.M.) 2. ROLL CALL Barber Hagerman Blackstock Davis Scearce Barksdale Warren 3. MOMENT OF SILENCE 4. PLEDGE OF ALLEGIANCE 5. ITEMS TO BE ADDED TO AGENDA Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren 6. APPROVAL OF AGENDA Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren 7. HEARING OF CITIZENS 8. CONSENT AGENDA Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren (a) Minutes (November 28, 2017; Work Session/Business Meetings) Pages 32-47 (b) Bill List (November 2017; Online) (c) Cell Phone/Laptop Declaration of Surplus and Authorization of Ownership Transfer of Same to Supervisors Hagerman and Barksdale Page 48 (d) Declaration of Surplus Personal Property and Corresponding Auction Authorization Resolution #2017-12-03 Pages 48-52 (e) Resolutions #2017-12-01 & #2017-12-02; Recognitions of Service; Honorable Jessie L. Barksdale and Honorable Jerry A. Hagerman Pages 53-55 9. PUBLIC HEARINGS A. Rezoning Public Hearings: (4) Case 1: Ralph J. Jones, Jr. — Chatham -Blairs Election District; R-17-044 R-1, Residential Suburban Subdivision District to A-4 Agricultural District Open: _ Speakers: Motion: Second. Roll Call Vote Close. Barber Hagerman Blackstock Davis Scearce Barksdale Warren Barber Hagerman Blackstock Davis Scearce Barksdale Warren Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (RoB Call Vote Y or N) Case 2: Larry M. White & Ann M. White — Banister Election District; R-17-045 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Open: _ Speakers. Motion: Second. Roll Call Vote Barber Hagerman Blackstock Scearce Davis Barksdale Warren Close: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Barber Hagerman Blackstock Davis Scearce Barksdale Warren Y N A Comments. Case 3: Mary S. Shively & Others — Tunstall Election District; R-17-046 RC -1, Residential Combined Subdivision District to B-2, Business District, General Open: _ Speakers: Motion: Second: Roll Call 1 we Close: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Barber Hagerman Blackstock Davis Scearce Barksdale Warren Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote Y or N) Case 4: Frank M. Lacey, Jr. — Tunstall Election District; R-17-047 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Open: _ Speakers: Motion: Second: Roll Call lone Close: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Barber Hagerman Blackstock Davis Scearce Barksdale Warren Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote YorN) B. Pittsvlvania County Code ("PCC") Potential Revision Public Hearings: (3) Hearing 1: Public Hearing to receive citizen input on the proposed amendment to Chapter 2, Section 2- 22; Running at Large Restrictions; of the Pittsylvania Code to include the entirety of Green Farm Road/SR 719 in the Banister and Dan River Election District. (Hunt) Pages 56-76 Open: Close: Speakers: Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roil Call Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote YorN) Hearing 2: Public Hearing to receive citizen input on a proposed amendment to Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code to include real estate property owned by the Northside High School Museum; GPIN #2530-38-6169, located on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia. (Hunt) Pages 77-101 Open: _ Speakers:_ Motion: Second: Roll Call Vote Y Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote YorN) Close: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Barber Hagerman Blackstock Davis Scearce Barksdale Warren N A Comments: Hearing 3: Public Hearing to hear citizen input on proposed amendments to the FY 2018 County Budget. (Van Der Hyde) Pages 102-103 Proposed Budget Amendments 2017-2018 REVENUES Current Budgeted Revenues Lease Revenue Funds Proposed Amended Revenues EXPENDITURES Current Budgeted Expenditures E911 Tower Project Expenditures Proposed Amended Expenditures $ 190,856,534.18 2.000.000.00 $192,856,534.18 $ 190,856,534.18 2.000.000.00 $ 192,856,534.18 10. 11. Open: _ Speakers: Motion: Second: Roll Call Vote Close: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Barber Hagerman Blackstock Davis Scearce Barksdale Warren Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote YorN) (a) Comprehensive Services Act (CSA) 2018 Budget Amendment (Van Der Hyde) Page 104 Roll Call Vole Comments. Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote Y or N) (a) Award Master Lease Financing Program and Approve Corresponding Reimbursement Resolution (Van Der Hyde) Pages 105-118 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roll Call Vote Comments: Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote YorN) N A (b) Comprehensive Economic Development Strategy List Approval (Sides) Pages 119-124 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second. Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roll Call Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll CaR Vote Y or N) (c) Award Chiller Replacement Bid and Corresponding Appropriation (Hicks) Pages 125-139 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roll Coll Vote Comments: Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote Y or N) 12. APPOINTMENTS (a) Appointment to Planning Commission (Tunstall District Representative) (Flippen) Page 140 Motion: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Second: Barber Hagerman Blackstock Davis Scearce Barksdale Warren Roll Call Vote Comments. Y N A Barber Hagerman Blackstock Scearce Davis Barksdale Warren (Roll Call Vote Y or N) 13. MATTERS FROM WORK SESSION (ifany) 14. BOARD ANNOUNCEMENTS 15. REPORTS FROM COUNTY ADMINISTRATOR (if any) 16. ADJOURNMENT Time: P31 November 28, 2017 Work Session Pittsylvania County Board of Supervisors Work Session November 28, 2017 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors began at 4:30pm on Monday, November 28, 2017 in the Main Conference Room of the County Administration Building located at 1 Center Street in Chatham, Virginia. 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 & Administration, Mr. Richard Hicks, Assistant County Administrator for Operations, Ms. Kim Van Der Hyde, Director of Finance, Ms. Cheryl Boswell, Comprehensive Services Act Coordinator for Pittsylvania County, and Ms. Rebecca Flippen, Deputy Clerk were also present. Mr. Smitherman stated the Work Session was now being videoed and staff plans to have it uploaded to YouTube just like the Business Meetings. Approval of Agenda Motion was made by Mr. Blackstock, seconded by Mr. Scearce to approve the agenda, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board present. News Business Joseph Craddock, Resident Engineer-VDOT, discussed changes in VDOT's Smart Scale application process. Cheryl Boswell, CSA Coordinator, presented the Community Policy and Management Team (CPMT) quarterly report, noting all members were in compliance. She then presented a PowerPoint update on a review of what was driving the upward cost of the County's CPMT expenses (this presentation in its entirety has been placed on the County's website at https://www.pittsylvaniacountyva.gov/DocumentCenter/View/2507 ). While her office has identified and implemented some initiatives to lower the costs, she would like to proceed in contracting Ledford -Cohen System Transformation Facilitators and Consultants to review Pittsylvania County's Comprehensive Services Act (CSA) System, at a cost of $9,500. The purpose would be to further identify areas the County's CSA office can lower costs and still provide the services needed for at risk children and their families. P32 Board of Supervisors Work Session November 28,2017 Kim Van Der Hyde, Director of Finance, gave a PowerPoint presentation on financial cost drivers for the next four (4) years: debt service, solid waste (operations and landfill), fire and rescue, and economic development. The future impacts of these four items alone would equal a potential total 19¢ in tax increases. The presentation in its entirety can be found on the County's website at htips://pittsylvaniacountwa.gov/DocumentCenter/View/2497 . Richard Hicks, Assistant County Administrator for Operations, gave a PowerPoint presentation on Solid Waste Equipment Needs. Critical immediate needs are a 30 yard articulating off road truck costing $400,000, Track loader to fill off road truck costing $200,000, Bulldozer for Landfill cover costing $280,000; all which total $880,000. Needs Landfill Scale Replacement $75,000 Rolloff truck (1 per year) $150,000 Compactor Replacements (Compactor Sites)(I per year) $20,000 Boom truck $130,000 Compactor Site $350,000 Replace 40 yard open boxes (1 per year) $6,000 Replace packer boxes (1 per year) $10,000 $741,000. Mr. Hick's presentation covered imminent needs for the solid waste department for the next four (4) fiscal years. The entirety of his presentation can be viewed on the County's website at https://www.pittsylvaniacountyva.gov/DocumentCenterNiew/2500. Closed Session Motion was made by Mr. Blackstock, seconded by Mr. Scearce, to enter into Closed Session for the following, which was approved by Roll Call Vote: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. 1. Consultation with legal counsel employed or retained by a public body regarding specific legal hatters requiring the provision of legal advice by such counsel. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter. (a) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Project Solution Purpose: Discussion of Potential Economic Development Incentive Package 2. 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. (c) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Calcium Purpose: Economic Development Project Status Update (d) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project 3 Purpose: Economic Development Project Status Update Return to Open Session & Closed Session Certification P33 Board of Supervisors Work Session November 28, 2017 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Work Session of the Pittsylvania County Board of Supervisors on November 28, 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. The Board entered into Closed Session at 6:00pm. Upon a Motion by Mr. Barksdale, seconded by Mr. Blackstock, the Board re-entered Open Session and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Work Session of the Pittsylvania County Board of Supervisors on November 28, 2017, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Vote Tim R. Barber Yes/No Jerry A. Hagerman Yes/No Elton W. Blackstock Yes/No Joe B. Davis Yes/No Ronald S. Scearce Yes/No Robert W. Warren Yes/No Jessie L. Barksdale Yes/No The Board entered into Closed Session at 6:00pm. Upon a Motion by Mr. Barksdale, seconded by Mr. Blackstock, the Board re-entered Open Session and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Work Session of the Pittsylvania County Board of Supervisors on November 28, 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. The Board re-entered Open Session at 6:46pm. Adjournment Mr. Warren adjourned the meeting at 6:47pm. P34 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 The Board re-entered Open Session at 6:46pm. Adjournment Mr. Warren adjourned the meeting at 6:47pm. P34 November 28, 2017 Business Meeting Pittsylvania County Board of Supervisors Business Meeting November 28, 2017 VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was held on Monday, November 28, 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 7:03 p.m. The following members were present: Tim R. Barber Tunstall District Joe B. Davis Dan River District Ronald S. Scearce Westover District Jessie L. Barksdale Banister District Jerry A. Hagerman Callands-Gretna District Elton W. Blackstock, Jr. Staunton River District Robert W. Warren Chatham -Blairs District Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt, County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration, Mr. Richard Hicks, Assistant County Administrator for Operations, Ms. Kim Van Der Hyde, Director of Finance, Jim Davis, Director of Public Safety, and Ms. 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 Motion was made by Mr. Scearce, seconded by Mr. Davis, to add the following item to the agenda: Contract Amendment #6 for Harris Radio, Corporation. Mr. Scearce's motion was unanimously approved by the following Roll Call Vote: Mr. Barber - Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale - Yes; and Mr. Warren -Yes. Approval of Agenda Motion was made by Mr. Barber, seconded by Mr. Davis, to approve the agenda with the additional items, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. Hearing of the Citizens James Owens of the Callands-Gretna District questioned why the County did not follow the method of green box removal after building additional compactor sites like they did at the Mt. Hermon, Cherrystone, and 41 sites in the County. Mr. Owens does not believe all the sites of removal in the Callands-Gretna District are withing 5 driving miles of compactor sites. Some people, said Mr. Owen, are driving up to 8 miles one-way to dispose of trash. Mr. Owens said 8 green boxes, 2 were left. So people are overloading the green box sites and it's the citizens of P35 Board of Supervisors Business Meeting November 28, 2017 the area cleaning up those sites, not the county employees. Mr. Owens feels the people treated in the Callands-Gretna area have not been treated the same as the people in the Mt. Hermon area. Mary Catherine Plaster of the Chatham -Blairs District, and representing the Pittsylvania County Historical Society, thanked the Board of Supervisors for their commitment to preserving the County's history and their participation during the year in celebrating the County's 2501 anniversary, and presented one of the Historical Society's special Christmas ornaments to each Board member and the County Administrator. Hubert Hudson of the Tunstall District expressed his concerns on the need for all the new positions in the County; reimbursements in County Administration, and accountability of the Board of Supervisors. Barbara Hancock of the Callands-Gretna District thanked everyone who gave support during the recent election campaign as she sought the seat as the Callands-Gretna District representative on the Board of Supervisors. Ms. Hancock stated she had filed for a re-count. She thanked the Board for everything they do. Amy Boles, Tourism Coordinator for the Danville-Pittsylvania County Chamber of Commerce, distributed Tshirts to the Board and gave a tourism update that include information on the Chamber's launching of the tourism website, Experience Danville Pittsylvania County (http://www.experiencednacom/) and the new LOVE sign that would be moved from location to location throughout the County and City of Danville. No one else signed up to speak. Consent Agenda Motion was made by Mr. Barksdale, seconded by Mr. Davis., to approve the Consent Agenda, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. (a) Minutes (October 17, 2017, Work Session/Business Meetings; September 6, 2017 BOS & IDA Joint Meeting) (b) Bill List (October 2017; Online) (c) Ratification of Letter of Support: INFRA Application for Danville Rail Infrastructure & Chesapeake Port Improvements (d) Road Name Request: Non Canis Lane Public Hearings Rezoning Public Hearings: Case 1: TRC Acquistions & Holdings, LLC; Westover Election District: R-17-039 RGI, Residential Combined Subdivision District to B-2, Business District, Limited TRC Acquistions & Holdings, LLC submitted a request to withdraw their rezoning application without penalty in order to further consult with the Virginia Department of Transportation (VDOT). Motion was made by Mr. Scearce, seconded by Mr. Davis, to approve P36 Board of supervisors Business Meeting November 28, 2017 accepting TRC Acquisitions & Holding, LLC request to withdraw Case R-17-039 without penalty, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Scearce's motion was unanimously approved by the Board. Case 2: William H. Rogers, Jr. & Others; Banister Election District; R-17-040 R-1, Residential Suburban Subdivision District to B-2, Business District, General Mr. Warren opened the public hearing at 7:29pm. Mr. Sides explained William H. Rogers, Jr., and Others had petitioned to rezone 1.20 acres, located on U.S. Highway 29 North in the Banister Election District from R-1, Residential Suburban Subdivision District to B-2, Business District, General (for future commercial development). 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. William Rogers was there to represent the petition. No one signed up to speak and Mr. Warren closed the hearing at 7:31pm. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve rezoning Case R-17-040 from R-1 to B-2 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Case 3: William H. Rogers, Jr. & Judith R. Rogers; Banister Election District; R-17-041; R-17-041 A4, Agricultural District & RC -1, Residential Combined Subdivision District to M-2, Industrial District, Heavy Industry Mr. Warren opened the hearing at 7:32pm. Mr. Sides explained that William H. Rogers, Jr., and Judith Rogers had petitioned to rezone a total of 88.41 acres, three (3) parcels of land, located off U.S. Highway 29 North in the Banister Election District from A-1, Agricultural District and RC -1, Residential Combined Subdivision District to M-2, Industrial District, Heavy Industry (for future industrial development). Once the properties are rezoned to M-2, all uses listed under Section 35-402 are a permitted use.,The Planning Commission, with opposition, recommended granting the petitioners' requestMr. William Rogers was there to represent the petition. The first person signed up to speak was Jim Scearce, who has hunting rights on the adjacent property (owned by Gene Owen). Mr. Scearce was concerned about potential environmental contamination that might occur in the future once the property was zoned M-2, and developed as such. Mr. Scearce stated there was a creek that runs parallel between the 2 properties and he didn't want to see it contaminated, and wondered if there could be restrictions put on the rezoning that would protect that area. Next to speak was Gene Owens, adjacent property owner, who stated he didn't want anything put on the property Mr. Rogers wanted to rezone that could damage his adjoining property. No one else had signed up to speak. Mr. Rogers stated that he still lived in the back of that property and would not put anything there that would be harmful not only to himself and his family, but neither to his neighbors. No one else spoke and Mr. Warren closed the hearing at 7:43pm. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve rezoning Case R-17-041 from A-1 and RC -1 to M-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. Blackstock's motion was unanimously approved by the Board. P37 Board of Supervisors Business Meeting November 28, 2017 Case 4: Nelson Brack Hines & Deborah R. Hines; Tunstall Election District; R-17-042 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Waren opened the hearing at 7:47pm. Mr. Sides explained Nelson and Deborah Hines had petitioned to rezone 1.84 acres, located off State Road 950/Tarpley Place in the Tunstall Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to combine with the family farm and subdivide for family members). Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners' request. Nelson Hines was there to represent the petition. No one signed up to speak and Mr. Waren closed the hearing at 7:48pm. Motion was made by Mr. Barber, seconded by Mr. Blackstock, to deny rezoning Case R-17-042, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. Case 5: Casey A. Wolfe & Kimberly Cox Wolfe; Staunton River Election District;R-17-043 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Mr. Warren opened the public hearing at 7:49pm. Mr. Sides explained Casey Wolfe and Kimberly Cox (Wolfe) hadpetitioned to rezone 5.54 acres, located off State Road 757/Orange Road (on Reservoir View Drive) in the Staunton River Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to allow for construction of an accessory building to be used for storage and land maintenance). Once the property is rezoned to A-1, all uses listed under Section 35-178 are a permitted use. The Planning Commission, with no opposition, recommended granting the petitioners' request. Casey Wolfe was there to represent the petition. No one signed up to speak and Mr. Waren closed the hearing at 7:50pm. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve rezoning Case R-17- 043 from A-1 to R-1 and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. This concluded the Rezoning Cases. Public Hearings: Public Hearing to receive citizen input on potentially revising Pittsylvania County Code ("PCC"), Chapter 9, Motor Vehicles and Traffic, to add Article VHI., Video -Monitoring System, Sections 9-201- 903. Mr. Hunt explained the Pittsylvania County Schools System ("PCS") had formally requested that the Pittsylvania County Board of Supervisors ("BOS") adopt a local ordinance, pursuant to authority in Virginia Code § 46.2-844(B), authorizing PCS to install and operate a video -monitoring system in and on school buses operated by PCS for the purposes of recording violations for prosecutorial purposes of individuals that fail to stop for school buses taking on or letting off passengers in violation of Virginia Code § 46.2-844(A). Mr. Waren opened the public hearing at 7:53pm. No one signed up to speak and Mr. Waren closed the hearing at 7:54pm. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve amending Chapter 36; Fee Assessment, of the Pittsylvania County Code as presented and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barksdale's motion was unanimously approved by the Board. P38 Board of Supervisors Business Meeting November 28, 2017 Public Hearing to receive citizen input on a proposed on its plans to undertake equipmentfinancing to expand and improve the County's emergency communications system. Such expansion and improvements will benefit the residents of the County and will be used by employees of the County and the Tunstall Volunteer Fire and Rescue, Inc. (the "Department").The County plans to undertake a lease/purchase equipment financing in an estimated maximum amount of $2,000,000 to pay (a) the costs of new cell towers to be located within the geographic boundaries of the County on a parcel owned by the Department with a street address of 740 Tunstall High Road, Dry Fork, Virginia 24549, and a parcel owned by the County with a street address of 980 Old Mayfield Road, Danville, Virginia 24541, (b) the costs of related equipment and (c) the costs and expenses related to undertaking the lease fmancing.The Department is a not-for-profit, nonstock Virginia corporation that operates a fire and rescue station located at 740 Tunstall High Road, Dry Fork, Virginia 24549. Its mailing address is P.O. Box 575, Danville, Virginia 24543. The financing will not constitute a debt or pledge of the faith and credit of the Commonwealth of Virginia or any political subdivision thereof, including the County. Neither the Commonwealth of Virginia nor any political subdivision thereof, including the County, shall be obligated to repay the principal or interest components due under the lease/purchase financing arrangement, except from the monies appropriated by the Board Ms. Van Der Hyde explained at the request of Chris Kulp of Houton & Williams, bond counsel for Pittsylvania County, the County is holding a public hearing tonight to hear citizen input concerning the placement of a E911 tower on the Tunstall Fire & Rescue property. This public hearing is necessary because Tunstall Fire & Rescue is a 501(c)(3) organization. As such, the Internal Revenue Service requires a public hearing since the County will be using 501(c)(3) property for the potential use of financed property. This public hearing was duly advertised in the Star Tribune on November 8, 2017, which satisfies the IRS requirement of local newspaper publication at least 14 calendar days in advance of the public hearing date. The County plans to undertake a lease/purchase equipment financing in an estimated maximum amount of $2 million to pay (a) the costs of new cell towers to be located within the geographic boundaries of the County on a parcel owned by the Department with a street address of 740 Tunstall High Road, Dry Fork, Virginia 24549, and a parcel owned by the County with a street address of 980 Old Mayfield Road, Danville, Virginia 24541, (b) the costs of related equipment and (c) the costs and expenses related to undertaking the lease financing. Lastly, Ms. Van Der Hyde stated that no action was required by the Board on the public hearing itself, other than holding it for citizen input. Mr. Warren opened the public hearing at 7:55pm; no one signed up to speak, and Mr. Warren closed the hearing at 7:57pm. This concluded the public hearings. Presentations Kim Van Der Hyde, as a member of the Danville-Pittsylvania Community Services (DPCS) Board, presented the DPCS FY2017 annual report on services provided by the agency to the communities of Danville and Pittsylvania County. News Business Ms. Van Der Hyde, Finance Director for Pittsylvania County, explained the Computer/Radio/Telecommunications committee has been working to resolve a dead zone issue in several areas of the County for fire and rescue service including the Tunstall area in Dry Fork and the Mayfield Road area near Berry Hill Road. The committee has determined that placing 2 additional towers in these areas would significantly improve radio reception and enable all rescue calls to be received. One tower would be located at Tunstall Fire and Rescue and the P39 Board of Supervisors Business Meeting November 28, 2017 other would be located at the Mayfield Road compactor site location. The cost of this project is anticipated not to exceed $2 million. A resolution must be approved by the Board of Supervisors to proceed with the debt refinance. Ms. Van Der Hyde further explained the 8 original towers were financed by Bank of America in 2012 at a total cost of $13.4 million to be repaid over a 10 year period. Bank of America is willing to refinance this lease to include the 2 additional towers. The new fiananced amount would be $10,987,800 at an interest rate of 2.26%. This deal would extend the repayment schedule of these towers by 2 years to 2025. Debt service payments will only increase slightly to cover the a small portion of principal and the interest on the additional amount until the last 2 years. The majority of the cost or $1.8 million will be paid in FY2024 and FY2025. Closing on this refinance is scheduled for 12-01-17, if approved. Motion was made by Mr. Davis, seconded by Mr. Barber, that the Board of Supervisors approve the E911 Debt Refinance Resolution (Resolution #2017-11-01) and authorize staff to obtain the necessary signatures to finalize the paperwork needed for closing. The following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce- Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Davis' motion was unanimously approved by the Board. Mr. Jim Davis, Director of Public Safety, explained the County was contracted with Harris Radio regarding the 2 additonal towers, and Harris has submitted Contract Amendment #6 for the installation of the towers. Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the contract amendment and the following Roll Call Vote was recorded: Mr. Barber - Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale - Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. RESOLUTION 2017-11-01 RESOLUTION AUTHORIZING THE COUNTY OF PITTSYLVANIA, VIRGINIA, . TO ENTER INTO A SCHEDULE OF PROPERTY UNDER AN EXISTING MASTER EQUIPMENT LEASE PURCHASE AGREEMENT TO FINANCE IMPROVEMENTS TO THE COUNTY'S EMERGENCY COMMUNICATIONS SYSTEM AND TO REFINANCE CERTAIN OUTSTANDING RENTAL PAYMENTS UNDER THE MASTER LEASE PURCHASE AGREEMENT AND AUTHORIZING THE EXECUTION AND DELIVERY OF SUCH SCHEDULE OF PROPERTY WHEREAS, the County of Pittsylvania, Virginia (the "County"), and Banc of America Public Capital Corp (the "Lessor") have previously entered into a Master Equipment Lease Agreement (the "Master Lease Agreement"), and a Schedule of Property No. 1 ("Schedule No. 1"), each dated as of February 24, 2012, to finance the acquisition and installation of certain emergency communications equipment; WHEREAS, the Board of Supervisors of the County (the "Board") desires to finance additional improvements to the County's emergency communications system, including but not limited to the acquisition, installation and equipping of new cell towers and related equipment P40 Board of Supervisors Business Meeting November 2S, 2017 (collectively, the "Equipment'), for use by the County and the Tunstall Volunteer Fire and Rescue, Inc.; WHEREAS, the Lessor has offered to refinance the outstanding rental payments due under Schedule No. 1 (the "2012 Rental Payments"); and WHEREAS, the County Administration has recommended that the County enter into a Schedule of Property No. 2 under the Master Lease Agreement ("Schedule No. 2" and, together with the Master Lease Agreement, the "Lease Agreement"), the form of which has been presented to this meeting, to finance the acquisition, installation and equipping of the Equipment and to refinance the 2012 Rental Payments; BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA: 1. The Board (a) has determined that it is in the best interests of the County and its residents to proceed with the lease/purchase financing of the Equipment and the refinancing of the 2012 Rental Payments and (b) authorizes the acquisition, installation and equipping of the Equipment and refinancing the 2012 Rental Payments through the execution of Schedule No. 2 with the Lessor in accordance with the terms of the Master Lease Agreement, the bid of the Lessor dated October 24, 2017 (attached hereto as Exhibit A , and this Resolution. 2. The County Administrator (which term shall include the Assistant County Administrator) is authorized to negotiate with the Lessor and to accept such pricing terms as the County Administrator shall determine to be in the best interests of the County; provided however, that (a) the aggregate amount of principal components of basic rent (the `Basic Rent") payable under the Lease Agreement shall not exceed $[10,987,800], (b) the Lease Agreement shall terminate no later than December 31, 2026, and (c) the interest components of Basic Rent payable under the Lease Agreement shall bear interest at an annual rate not to exceed 2.26% (exclusive of any interest penalties and subject to adjustment as set forth in the Lease Agreement). The County Administrator is further authorized to determine the payment dates and installment amounts of Basic Rent (comprising both principal and interest components) due under the Lease Agreement and the provisions relating to any prepayment of such Basic Rent (including any make -whole prepayment price). 3. The County Administrator is authorized to execute a final form of Schedule No. 2 substantially in the form presented to this meeting, which is hereby approved, with such completions, omissions, insertions and changes not inconsistent with this Resolution and the Master Lease Agreement as may be approved by the County Administrator. The execution by the County Administrator of Schedule No. 2 and the delivery thereof to the Lessor shall constitute conclusive evidence of the County Administrator's approval of the final form of Schedule No. 2 and any related completions, omissions, insertions and changes. The officers of the County are authorized and directed to execute and deliver all certificates and instruments, including any project escrow agreement or restricted account agreement, and to take all actions necessary or desirable in connection with the execution and delivery of Schedule No. 2. 4. The County is authorized to grant a security interest in the Equipment acquired with the proceeds under the Lease Agreement as security for the prompt payment when due of amounts payable and the performance by the County of its other obligations under the Lease Agreement. P41 Board of Supervisors Business Meeting November 28, 2017 5. The Board determines that the acquisition and continuing use of the Equipment and the financing of the same through the Lease Agreement are necessary and proper to the efficient operation of the County and will continue to be necessary and proper to the efficient operation of the County through the fiscal year ending June 30, 2027. 6. The undertaking by the County to make payments under the Lease Agreement shall be a limited obligation payable solely from funds to be appropriated from time to time by the Board for such purpose and shall not constitute a debt of the County within the meaning of any constitutional or statutory limitation or a pledge of the faith and credit or the taxing power of the County beyond any fiscal year for which the County has appropriated funds for such purpose. 7. The County believes that funds sufficient to make payment of all amounts payable under the Lease Agreement can be obtained. While recognizing that it is not empowered to make any binding commitment to make such payments beyond the current fiscal year, the Board states its intent to make annual appropriations for future fiscal years in amounts sufficient to make all such payments and recommends that future boards do likewise during the term of the Lease Agreement. The Board directs the County Administrator, or such other officer as may be charged with the responsibility for preparing the County's annual budget, to include in the budget for each fiscal year during the term of the Lease Agreement an amount sufficient to make all rental payments payable under the Lease Agreement during such fiscal year. 8. The County covenants that it will not take or omit to take any action the taking or omission of which will cause the Lease Agreement to be an "arbitrage bond" within the meaning of Section 148 of the Internal Revenue Code of 1986, as amended (the "Code"), and regulations issued pursuant thereto, or otherwise cause interest on the proceeds under the Lease Agreement to be includable in the gross income of the Lessor, and its successors and assigns, under current law. Without limiting the generality of the foregoing, the County shall comply with any provision of law that may require the County at any time to rebate to the United States any part of the earnings derived from the investment of the gross proceeds under the Lease Agreement, unless the County receives an opinion of nationally recognized bond counsel that such compliance is not required to prevent interest on the proceeds under the Lease Agreement from being includable in the gross income for federal income tax purposes of the Lessor, and its successors and assigns, under existing law. 9. Such officers of the County as may be requested by the County's special tax counsel are authorized and directed to execute an appropriate certificate setting forth (a) the expected use and investment of the proceeds under the Lease Agreement to show that such expected use and investment will not violate the provisions of Section 148 of the Code and (b) any elections such officers deem desirable regarding rebate of earnings to the United States for purposes of complying with Section 148 of the Code. Such certificate shall be prepared in consultation with the County's special tax counsel, and such elections shall be made after consultation with such special tax counsel. 10. The County covenants that during the term of the Lease Agreement it shall not permit the proceeds of the Lease Agreement or the Equipment to be used in any manner that would result in (a) 5% or more of such proceeds or the Equipment being used in a trade or business carried on by any person other than a governmental unit or a 501(c)(3) organization (to the extent such use does not constitute unrelated trade or business use), as provided in Section 141(b) of the Code, or (b) 5% or more of such proceeds being used directly or indirectly to make or finance loans to any persons other than a governmental unit or a 501(c)(3) organization (to the P42 Board of Supervisors Business Meeting November 28, 2017 extent such use does not constitute unrelated trade or business use), as provided in Section 141(c) of the Code; provided, however, that if the County receives an opinion of a nationally recognized bond counsel firm that any such covenants need not be complied with to prevent the interest components of basic rent from being includable in the gross income for Federal income tax purposes of the Lessor under existing law, the County need not comply with such covenants. 11. All other actions of the County in conformity with the purposes and intent of this Resolution and in furtherance of entering into the Lease Agreement, financing the acquisition, installation and equipping of the Equipment and refinancing the 2012 Rental Payments are approved and confirmed. 12. All resolutions or parts of resolutions in conflict herewith are repealed. 13. This Resolution shall take effect immediately. Ms. Van Der Hyde explained the Board of Supervisors, at their June 20, 2017 meeting, approved a supplement to fund the remainder of FY2017 for the CSA program. At that time, a total of $3,171,830 of state funds and $628,170 of local funds were appropriated to cover FY2017 expenses for CSA services. A total of $1,198,873.18 of state funds and $317,176.94 of local funds remained at the close of June 2017. Since June, a total of $1,536,742.36 has been spent on prior year CSA invoices. Therefore, the funds appropriated back in June need to carryover to the FY2018 year in order to cover these prior year expenses. $1,198,873.18 will come from state funds and $317,176.94 will come from fund balance to cover CSA prior year expenses. These funds were previously approved by the Board on June 20, 2017. A carryover of $1,198,873.18 of state funds and $317,176.94 of local funds needs to be appropriated to the FY2018 budget to cover prior year expenditures, and that a motion to do such would require a 10 -Day Layover. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve and appropriate $1,198,873.18 of state funds and $317,176.94 of local funds to the Community Policy and Management Team Budget for CSA services. As the 10 -Day Layover was required, this item will be placed on the December 19, 2017 for discussion and vote. Mr. Hunt explained the following was received from the Honorable Shirley Hammock, Commissioner of the Revenue: Assessments from the State Corporation Commission are made based on the prior year's information. Based on the yearly filings received in September the assessments are corrected. Virginia PCS Alliance LC assessed for a 2017 tax levy of $6,300.84. When the report was received and reviewed from the SCC, a correction was done resulting in an overpayment in the amount of $6,300.84 to 2017. After all the corrections were done for the 2017 SCC assessments the net loss was $784.84 from the original levies assessed. The refund is in the amount of $6,300.84; and the Treasurer's Office has calculated interested owed through November 28, 2017 to be $262.53. The total refund amount, including interest, will be $6,563.37. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to approve the request for the Treasurer to refund the overpayment of $6,300.84 pursuant to Pittsylvania County Code Section 6-6.2 along with the due interest of $262.53 to Virginia PCS Alliance, LC, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock - Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barksdale's motion was unanimously approved by the Board. Mr. Hunt explained the following was received from the Honorable Shirley Hammock, Commissioner of the Revenue: Assessments from the State Corporation Commission are made 99900.14463 EMF_US 671172850 P43 Board of Supervisors Business Meeting November 28, 2017 based on the prior year's information. Based on the yearly filings received in September the assessments are corrected. When the report was received and reviewed from the SCC, it was discovered Danville Cellular Phone Co. had paid the 2017 in full for the first half and based on the SCC filing, had overpaid. After all the corrections were done for the 2017 SCC assessments the net loss was $20,702.87 from the original levies assessed. Ms. Hammock has recommended that the BOS approve the request for the Treasurer to refund the overpayment of $20,702.87 pursuant to Pittsylvania County Code Section 6-6.2 along with the due interest of $862.61. Motion was made by Mr. Barksdale, seconded by Mr. Davis, to authorize the Treasurer to issue the refund request to Danville Cellular Telephone Company LP, as presented for a total amount of $21,565.48, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman - Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barksdale's motion was unanimously approved by the Board. Mr. Hunt stated Northside High School Musuem, Inc. has submitted an Application for Real Estate Exemption by Designation to the Commissioner of the Revenue's Office for consideration by the Board. The application is for GPIN #2530-38-6169, located on the comer of Northside Drive and Payne Street Extension in Gretna, Virginia, on which is the musuem's historical sign commemorating the site of the former Northside High School. The 0.0600 of an acre was deeded to the Museum on October 5, 2017. Assessed value of this parcel is $900, with a $5.31 tax levy. The Museum's application also asks a retroactive exemption date of October 5, 2017. For such applications to be considered, Mr. Hunt stated a public hearing for citizen input would be required. Motion was made by Mr. Barber, seconded by Mr. Scearce, to authorize staff to advertise for a public hearing for citizen input on the proposed amendment to Pittsylvania County Code §6.6-3; Real Estate Property Exemption by Qualifying Classification or Designation to include real estate property known as GPIN #2530-38-6169, located on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia, owned by the Northside High School Museum, Inc., and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. Mr. Hunt explained Staff received a petition submitted by Mary Moore, resident of Green Farm Road in the County, requesting the Board of Supervisors to consider amending Pittsylvania County Code (FCC) Section 2.2-22; Running At Large Restriction in Designated Areas, to include Green Farm Road. This road serves as the border between the Dan River and Banister Districts. Ms. Moore has developed a petition in favor of a controlled area defined as the entirety of Green Farm Road. Staff has verified there are 62 property owners on Green Farm Road. Ms. Moore's petition now has 38 signatures (64.3%) requesting a public hearing for citizen input on amending Pittsylvania County Code (PCC) Section 2.2-22; Running At Large Restriction in Designated Areas, to include Green Farm Road. Motion was made by Mr. Blackstock, seconded by Mr. Hagerman, to direct staff to advertise a public hearing for a proposed amendment to include Green Farm Road in Section 2.2-22; Running At Large Restriction in a Designated Area, of the Pittsylvania County Code, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Mr. Hicks explained as the cooling season ended this fall, the County began experiencing problems with the 135 ton chiller for the courthouse. Several leaks were detected in the system P44 Board of Supervisors Business Meeting November 28, 2017 and repairs were unable to fix the problems. Several additional attempts were made to repair the unit. The unit will not hold a charge and will not be useable for the 2018 cooling season. This unit was installed in 1991. This unit services the newest portion of the courthouse complex. To develop a set of specifications for a new unit, advertise for bids, award the bids, order the unit and install the unit, we estimate it will take at least 3-4 months, which will put us close to the cooling season. The estimated cost for replacement is $250,000. As the Board would recall, stated Mr. Hicks, the County replaced the 65 ton unit a couple of years ago. Mr. Hicks stated no funds are currently in the FY 17/18 budget. Funding will likely come from unappropriated fund balance, and said Staff would like proceed with the development of an RFP for the replacement of the unit. Motion was made by Mr. Barber, seconded bby Mr. Barksdale, to authorize the County staff to develop and issue an RFP for the replacement of the 135 ton chiller at the Courthouse and authorize the receipt of bids for the project, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. Mr. Hunt explained the Sheriff Department's existing Unity 100 Harris hand-held radio's warranty will expire in 2020. In recent meetings with Harris, the Harris LX -200 hand-held radios have been offered at an extremely viable purchase price. These newer radios will still have enough LTE technology for communication even if/when there is no connectivity to the county's existing tower sites. This would be a sole source purchase in the amount of $229,680.88 for 154 radios; chargers, and bay chargers. The $229,680.88 would come from the 242 Fund; Federal Restrictive Fund Account. Motion was made by Mr. Barber, seconded by Mr. Davis, pprove the Sheriff's request for the purchase of the radios and equipment as presented, in the amount of $229,680.88 charged to the 242 Fund, and noting this is a sole source purchase; and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barber's motion was unanimously approved by the Board. Mr. Hunt explained the legal deadline for completing the Pittsylvania County, Virginia (the "County"), 2018 General Reassessment is December 31, 2017. Pursuant to legal authority contained in Virginia Code § 58.1-3257, the Pittsylvania County Board of Assessors ("BOA") has formally requested that the Pittsylvania County Board of Supervisors (`BOS") approve a 60 - day extension to complete the necessary steps needed to finalize the Assessment and conduct the necessary Appeals. The primary cause of the necessity for said extension is that Assessment clerical staff tum -over has created siginificant challenges in meeting the Decemebr 31, 2017, legal deadline. The BOA anticipates that the General Reassessment will be completed within a 30 -day period after December 31, 2017. Motion was made by Mr. Blackstock, seconded by Mr. Barksdale, to approve the Board of Assessors request for a 60 -day extension to complete the County's 2018 General Reassessment and Appeals, and direct the County Attorney to request said extension from the Pittsylvania Circuit Court Judge, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Appointments Motion was made by Mr. Davis, seconded by Mr. Barksdale, to re -appoint Brian Home as the Dan River Representative on the Pittsylvania County Planning Commission for a four (4) P45 Board of Supervisors Business Meeting November 28, 2017 year term that will commence January 1, 2018 through December 31, 2022., and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Davis' motion was unanimously approved by the Board. Mr. Barber stated he would make his appointment to the Planning Commission for the Turnstall representative at the December 19, 2017 Board's Business Meeting. Motion was made by Mr. Barksdale, seconded by Mr. Barber, to re -appoint Elton W. Blackstock, Jr. as the Staunton River District Representative on the Pittsylvania County Service Authority for a four (4) year term that will commence December 17, 2017 through December 16, 2021, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Abstained as it was himself being appointed; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Barksdale's motion was unanimously approved with 6 votes of the Board, and Mr. Blackstock abstaining from voting. Motion was made by Mr. Blackstock, seconded by Mr. Davis, to appoint Phyllis Roach as the Town of Hurt Representative on the Pittsylvania County Library Board of Trustees for a four (4) year term that will commence July 1, 2017 through June 30, 2021, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr. Hagerman -Yes; Mr. Blackstock -Yes; Mr. Scearce-Yes; Mr. Davis -Yes; Mr. Barksdale -Yes; and Mr. Warren -Yes. Mr. Blackstock's motion was unanimously approved by the Board. Matters From Work Session Mr. Smitherman informed the Board that the Master Lease Program was a line of borrowing capacity for the County do use for certain projects that leverage real property and would be an action item at their December Business Meeting. One potential project to come before the Board would be to use this to buy out the County's lease agreement on the Mt. Hermon Library. The buy out could potentionlly save the County $200,000 and secure the improvements that eh Library Foundation is paying for at the currently leased site. The potential savings would occur over a 10 -year period, and the County's load payment would be approximately the same as the current lease payment, plus the County would then own the property at the end of term; The second project the mone would be used for would be Economic Development financing for an undisclosed project the Board is aware of. Third, staff may propose to use the funds to lease and/or purchase obsolete and/or inoperatable equipment at the landfill, which Mr. Hicks informed the Board about at their Work Session. If the Board approved the Master Lease Program, each project would have to be voted on individually by the Board, and a public hearing process would be necessary. Mr. Smitherman stated staff was ready to solitict proposals for use of the Armory. The County has received interest on the property from non-profit, for profit, governmental, and in- house. Proposals will be accepted until the end of January 2018. Mr. Sides asked the Board to review the Comprehensive Economic Development Strategy (CEDS) List for 2018-19 that was included in the Work Session documents, and contact him with any questions or comments they may have. The CEDS List would be on the December 19, 2017 Business Meeting Agenda for approval by the Board as it must be submitted by December 31, 2017 to the West Piedmont Planning District. P46 Board of Supervisors Business Meeting November 28, 2017 Board Announcements Mr. Hagerman stated he had received some complaints from realators at Smith Mountain Lake regarding the ongoing property reassessments made. Mr. Davis thanked the Board for the productive work session and business meeting. Mr. Barksdale stated he attended the Chamber's event on the LOVE Sign, noting how wonderfully it reflected the County and City. Mr. Warren thanked both Mr. Hancock and Mr. Farmer on their willingness to serve on the Board of Supervisors as the Callands-Gretna representative. Mr. Warren also encouraged everyone who could to attend the Chamber's Business at Breakfast on December 6, 2017, the topic being Crime Prevention in our area. Adjournment Mr. Warren adjourned the meeting at 8:55pm. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P47 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Cell Phone/Laptop Declaration of Surplus and 12/19/17 Authorization of Ownership Transfer of Same to Supervisors Hagerman and Barksdale ACTION: 0 SUBJECT/PROPOSAL/REOUEST: Equipment Surplus Declaration and Ownership Transfer Authorization STAFF CONTACT: Smitherman CONSENT AGENDA: ROLL CALL VOTE: ATTACHMENT: None REVIEWED BY: JVH ❑I ITEM NUMBER: 8(c) SUMMARY: With frequent changes in technology and software, the useful life of cell phones and laptops is relatively short, and the financial value of such used equipment is nominal. Accordingly, historically, the Pittsylvania County Board of Supervisors (`BOS") has declared said items surplus and transferred ownership of the same to outgoing BOS members at their last BOS meeting. The Honorable Jessie L. Barksdale (`Barksdale") and Honorable Jerry A. Hagerman ("Hagerman") have requested to purchase their used cell phones and laptops. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: County Staff recommends that the BOS declare Barksdale and Hagerman's cell phones and laptops as surplus, and approve transferring ownership of said equipment to the same for $1.00 each. MOTION: "I make a Motion to declare Barksdale and Hagerman's used cell phones and laptops as surplus and transfer ownership of said equipment to the same for $1.00 each." P48 AGENDA TITLE: Declaration of Surplus Corresponding Auction #2017-12-03 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY Personal Property and Authorization Resolution To auction off surplus vehicles and equipment on govdeals.com STAFF CONTACT: Hicks AGENDA DATE: 12/16/17 CONSENT: ROLL CALL VOTE: ATTACHMENTS: (2) (1) Spreadsheet (2) Resolution 2017-12-03 REVIEWED BY: JVH ITEM NUMBER: 8(d) SUMMARY: An evinced in the spreadsheet attached hereto, Pittsylanvia County, Virginia (the "County"), has twenty (20) vehicles and four (4) pieces of landfill equipment that are no longer used. County staff desires to auction off said equipment via govdeals.com using he Commonweath of Virginia contract. The County is able to utilize said website at no cost. If and when approved, the County's Purchasing Department will run an advertisement in The Chatham Star Tribune informing the public of he equipment to be auctioned. FINANCIAL IMPACT AND FUNDING SOURCE: The only coast for this item will be the cost of The Chatham Star Tribune advertisement. Said cost will be taken out of the Pittsylvania County Board of Supervisors' advertising budget. RECOMMENDATION: County staff recommends the Board of Supervisors declare the equipment detailed on the attached spreadsheet as surplus, and approve execution of Resolution #2017-12-03, attached, authorizing the auctioning of said surplus equipment. MOTION: "I make a Motion declaring the equipment detailed on the attached spreadsheet surplus, and approve the execution of Resolution #2017-12-03 authorizing the auctioning of said surplus equipment." P49 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2017-12-03 DECLARATION OF SURPLUS PROPERTY AND AUTHORIZATION FOR SALE VIA AUCTION WHEREAS, § 15.2-951, Code of Virginia, 1950, as amended, provides broad authority for counties to dispose of personal property for the purpose of exercising their powers and duties; and WHEREAS, various personal property owned by Pittsylvania County (the "County") located at the National Guard Amory, 326 S. Main Street, Chatham, Virginia, 24531 (collectively the "premises"), is obsolete and no longer serves any useful purpose; and WHEREAS, the Pittsylvania County Board of Supervisors ("BOS") is of the opinion that it is in the best interest of the County to dispose of said property. NOW, THEREFORE, BE IT RESOLVED by the BOS that the above -referenced property is hereby declared surplus property; and NOW, THEREFORE, BE IT FURTHER RESOLVED that the County Administrator is directed and authorized to proceed with the sale of said items by placing them for public auction on govdeals.com in January 2018, with all proceeds from said auction being deposited in the County's General Fund; and NOW, THEREFORE, BE IT ALSO FURTHER RESOLVED that no County employees may participate in the bidding on any surplus property described herein; and NOW, THEREFORE, BE IT FURTHER RESOLVED that all property for which no bid is received, or for which such property is not removed from the above -referenced premises by the successful bidder, under authorization from the County Administrator, is hereby authorized to dispose of said property in the County's landfill, and the BOS shall waive all associated tipping fees. Adopted, this 19a' day of December 2017. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ATTEST: Robert W. ("Bob") Warren, Chairman David Smitherman, Clerk/County Administrator P50 APPROVED AS TO FORM: J. Vaden Hunt, Esq. County Attorney Robert W. "Bob" Warren, Chair Joe B. Davis, Vice -Chair Elton W. Blackstock, Jr. Ronald S. Scearce Jessie L. Barksdale Jerry A. Hagerman Tim R. Barber Vote Ayes _ Nays Abstentions _ P51 Surplus Year Model Vin# Car# 1998 GMC Sierra Pickup 5807 9897 2008 Crown Vic 1290 2853 2009 Crown Vic 0773 29107 2011 Crown Vic 5677 11113 2008 Crown Vic 1288 2872 2002 GMC Sierra Pickup 6902 2201 2004 F150 Ford- 4x4 5631 2402 2000 Dodge Stratus 4959 2004 2008 Crown Vic 0387 2891 2007 Crown Vic 0550 2761 1999 GMC Sierra Pickup 3864 9961 2001 XLT Ford Expedition 4x4 4521 2105 2008 Crown Vic 4422 2819 2010 Crown Vic 1320 10117 2005 Crown Vic 7567 2555 2005 Crown Vic 3998 2504 2001 Econoline Van 3923 2106 2007 Crown Vic 0547 2717 2009 Crown Vic 0769 2992 2001 Jeep Cherokee 5379 2101 Landfill Equipment Cat 621b scraper 2474 Cat D7 Dozer 5458 Cat D8 Dozer 8P54 1989 Cat 816 Trash Compactor 0899 9 Backseats for Dodge Chargers and parts P52 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Resolutions # 2017-12-01 and # 2017-12-02; 12/19/17 Recognitions of Service; Honorable Jessie L. Barksdale and Honorable Jerry A. Hagerman ACTION: 0 SUBJECT/PROPOSAL/REOUEST: Recogniton of Service Resolutions STAFF CONTACT: Smitherman CONSENT AGENDA: 0 ROLL CALL VOTE: 0 ATTACHMENTS: (2) (l) Resolution # 2017-12-01 (2) Resolution # 2017-12-02 REVIEWED BY: JVH ITEM NUMBER: 8(e) SUMMARY: The Honorable Jessie L. Barksdale was elected as the Banister District representative to the Pittsylvania County Board of Supervisors in November 2011, and has served as such for the past six (6) years. Attached is Resolution # 2017-12-01, recognizing Mr. Barksdale's invaluable service to the citizens of Pittsylvania County. The Honorable Jerry A. Hagerman was elected as the Callands-Gretna District representative to the Pittsylvania County Board of Supervisors in November 2011, and has served as such for the past six (6) years. Attached is Resolution # 2017-12-02, recognizing Mr Hagerman's invaluable service to the citizens of Pittsylvania County. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: County Staff recommends that the Board of Supervisors approve Resolutions # 2017-12-01 and # 2017-12- 02, and present said Resolutions to Mr. Barskdale and Mr. Hagerman. MOTION: "I make a motion to approve Resolutions # 2017-12-01 and # 2017-12-02 recognizing the service of the Honorable Jessie L. Barksdale and the Honorable Jerry A. Hagerman." P53 Vitt5p1bauia Couutp 38oarb of 6uperbiarg RESOLUTION # 2017-12-01 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 19, 2017, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Honorable Jessie L. Barksdale was elected to the Board of Supervisors of Pittsylvania County as the Banister District Representative, and has been a member of the Board for a total of six (6) years; and WHEREAS, Jessie L. Barksdale was first elected to the Board of Supervisors as the Banister District Representative and held office as such from January 3, 2012, through December, 31, 2015, and was re-elected for a two (2) -year term, taking office as such on January 4, 2016, for a term ending December 31, 2017; and WHEREAS, during his tenure on the Board of Supervisors, Jessie L. Barksdale was Chairman of the Board of Supervisors in 2014 and 2016; and WHEREAS, Jessie L. Barksdale has tirelessly given his time and effort to improve Pittsylvania County by serving on subcommittees of the Board of Supervisors including Finance, Solid Waste, Personnel, Property and Building, Legislative, Computer/Radio and Telecommunications, BOS/School Joint Liaison, Joint Sites & Facilities, Economic Development, Animal Welfare Facility, Agricultural Development Board, Fire and Rescue Policy Board, Beautification, and the Board of Supervisors' Youth Commission Advisory Committee; and WHEREAS, as an appointed representative of the Board of Supervisors, Jessie L. Barksdale also served on the Danville-Pittsylvania Regional Industrial Facilities Authority, Dan River Business Development Center, Local Elected Officials Consortium, Metropolitan Planning Organization, Pittsylvania Community Action, Local Emergency Planning Commission, Pittsylvania County Social Services Board, West Piedmont Planning District Commission, Danville-Pittsylvania Community Services Board, Roanoke River Basin Association, and with the Virginia Association of Counties, Jessie L. Barksdale not only served as the Board of Supervisors' representative, but also served on its Nomination, and Environment and Agriculture Steering Committees; and WHEREAS, Jessie L. Barksdale has, by his dedication and leadership, faithfully and dutifully served the Board of Supervisors and the citizens of Pittsylvania County; now THEREFORE, BE IT HEREBY RESOLVED, on behalf of the Pittsylvania County Board of Supervisors and all of the citizens of Pittsylvania County, we express our sincere appreciation to. Jessie L. Barksdale for his outstanding service and exemplary leadership that has made him a significant figure in the history, and wish him the best; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Jessie L. Barksdale. Given under my hand this 19th day of December, 2017. Robert W. "Bob" Wanen, Chairman Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors P54 Vittgpibania Countp JRoarb of 6uperbi org RESOLUTION # 2017-12-02 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held on Tuesday, December 19, 2017, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and adopted: WHEREAS, the Honorable Jerry A. Hagerman was elected to the Board of Supervisors of Pittsylvania County as the Callands-Gretna District Representative, and has been a member of the Board for a total of six (6) years; and WHEREAS, Jerry A. Hagerman was first elected to the Board of Supervisors as the Callands-Gretna District Representative and held office as such from January 3, 2012, through December, 31, 2015, and was re- elected for a two (2) -year term, taking office as such on January 4, 2016, through December 31, 2017; and WHEREAS, Jerry A. Hagerman has tirelessly given his time and effort to improve Pittsylvania County by serving on Board subcommittees including Finance, Solid Waste, Personnel, Property and Building, Legislative, Computer/Radio/Telecommunications, BOS/School Joint Liaison, Economic Development, Animal Welfare Facility, and Fire and Rescue Policy Board; and WHEREAS, as an appointed representative of the Board of Supervisors, Jerry A. Hagerman also has served on the Danville-Pittsylvania Regional Industrial Facilities Authority, Metropolitan Planning Organization, Pittsylvania Community Action, Tri -County AEP Relicensing, Tri -County Lake Advisory, and the Pittsylvania County Planning Commission; and WHEREAS, Jerry A. Hagerman has, by his dedication and leadership, faithfully and dutifully served the Board of Supervisors and the citizens of Pittsylvania County; now THEREFORE, BE IT HEREBY RESOLVED, on behalf of the Pittsylvania County Board of Supervisors and all of the citizens of Pittsylvania County, that we formally express our sincere appreciation to Jerry A. Hagerman for his outstanding service and exemplary leadership, and wish him the best in his retirement from government service; and BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Jerry A. Hagerman. Given under my hand this 19a' day of December, 2017. Robert W. "Bob" Warren, Chairman Pittsylvania County Board of Supervisors David M. Smitherrnan, Clerk Pittsylvania County Board of Supervisors P55 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Public Hearing to Amend Pittsylvania County Code § 12/19/17 2.2-22; Running At Large Restriction in Designated Areas, to include Green Farm Road/SR 17 ACTION: 0 SUBJECT/PROPOSAL/REQUEST: Request for Public Hearing STAFF CONTACT: Hunt ROLL CALL VOTE: 0 ITEM NUMBER: 9(B)(1) ATTACHMENTS: (4) (1) Public Hearing Notice Ad (2) PCC § 2.2-22; Running At Large Restriction in Designated Area (3) GIS Map of Green Farm Road (4) Submitted Petition REVIEWED BY: JVH SUMMARY: County Staff received a Petition from Mary Moore ("Moore"), resident of Green Farm Road/SR 17 in Pittsylvania County, Virginia (the "County"), requesting the Pittsylvania County Board of Supervisors (`BOS") consider amending Pittsylvania County Code ("PCC") § 2.2-22; Running At Large Restriction in Designated Areas, to include Green Farm Road/SR 17. Said road serves as a border between the Dan River and Banister Magisterial Districts. Moore has submitted a Petition to make the entirety of Green Farm Road/SR 719 a no dogs running at large restricted area. County Staff has verified there are 62 property owners on Green Farm Road/SR 17, and Moore's Petition has 42 signatures supporting said Petition, representing 67.74 % of the total Green Farm Road/SR 17 property owners. The public hearing advertisement for this matter was run in The Chatham Star Tribune on December 6, 2017, and December 13, 2017. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: County staff recommends the BOS open the required public hearing for citizen input on amending PCC § 2.2-22; Running At Large Restriction in Designated Areas, to include Green Farm Road/SR 17. MOTION: If it is the BOS' desire to take the aforementioned action, the following Motion should be made: "I make a Motion to amend PCC § 2.2-22; Running At Large Restriction in Designated Areas, to include Green Farm Road/SR 719 in its entirety." P56 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, December 19, 2017 at 7:00 p. m. in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 2, Section 2-22; Running at Large Restrictions; of the Pittsylvania Code to include the entirety of Green Farm Road/SR 719 in the Banister and Dan River Election Districts. A full text of the proposed changes is available in the office of the County Administrator, 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.uittsylvaniacountyva.gov . P57 Pittsylvania County Code Sec. 2-22; Running At Large Restrictions in Designated Areas SEC. 2-22. RUNNING AT LARGE RESTRICTIONS IN DESIGNATED AREAS. (a) Notwithstanding the provisions of Section 2-13, it shall be unlawful for any dogs, licensed or unlicensed to run at large within certain designated subdivisions, towns, villages, or other defined areas. (B.S.M. 4/19/05) (b) A majority of the property owners in any subdivision, town, village, or other defined area within Pittsylvania County may petition the Board of Supervisors to be included among those areas within which it is unlawful for dogs to run at large. Upon receipt of such petition, the Board shall consider: (1) whether the petition is signed by a majority of the property owners within the area, and; (2) whether the area is well enough defined to permit adequate enforcement by the Animal Control Officer. Thereafter, the Board shall vote upon the petition. If a majority of the members of the Board vote in favor of the petition, the area designated therein shall be added to those on file in the County Administrator's Office. (c) The following areas shall be designated areas restricting dogs running at large (1) Quailwood Subdivision, off Orphanage Road in the Mt. Hermon area as recorded in Map Book 43, Page 67 H, Section 2, Lots 1-26, 28 and 29. (2) Fairfield Park Subdivision, off Highway 41 in the Mt. Hermon area as shown on maps recorded in Map Book 14, Pg. 84, Sec. A, B, C, D; Pg. 31, Map Book 20, Pg. 65; Map Book 31, Pg. 98. (3) Ridgecrest Park Subdivision, off Highway 41 in the Mt. Hermon area as shown on maps recorded in Map Book 15, Pg. 51, Sec. A, B, C, D, E; Map Book 22, Pg. 17, Sec. A, B, C; Map Book 33, Page 41, Sec. 13,17; Map Book 33, Pg. 42, Sec. G. (4) Olde Hunting Hills Subdivision, off Mt. Cross Road, Secondary Highway 750 as shown on maps recorded in Map Book 23, Pg. 93, Sec. K., Sec. L -Lt. 7A, Sec. B -Lt. 18A; Map Book 13; Pg. 94 Sec's A -IA -3A, B-1-6, C-1-3; Map Book 16, Pg. 8, Sec's A-4, 5, B-18-24, L-1-7; Map Book 26, Pg. P58 Pittsylvania County Code Sec. 2-22; Running At large Restrictions in Designated Areas 25, Sec's A, L, M; Map Book 37, Pg. 49, Sec's L, M, N; Map Book 39, Pg. 12, Sec's A, M, N, P; Map Book 40, Pg. 188, Sec's A, P; Map Book 14, Pg. 65, Sec's D, E. (5) Laurel Woods Subdivision, off Golf Club Road in the Mt. Hermon area as recorded in Map Book 21, Page 7, Sections A, B; Map Book 40, Page 17. (B.S.M. 7/19/05 effective 9/1/05) (6) Mountain View Place Subdivision, off R & L Smith Drive, State Route 863, as recorded in Deed Book 848, Page 748, Sections A & B, Plat Book 43, Page 148-L, Tax I.D. #125-A-47, Zoning R-1. (B.S.M. 9/20/05 effective 10/21/05). (7) Stoneridge Subdivision, off Pinecroft Road, State Road 747, as recorded in Deed Book 1176, Page 102; DB 1309, Pg 651; DB 1324, Pg 662; DB 1330, Pg 490; DB 1332, Pg 729; DB 1352, Pg 090; DB 1353, Pg 124; DB 1354, Pg 457; DB 1402, Pg 140; DB 1403, Pg 858; DB 1431, Pg 623; DB 1443, Pg 406; DB 1452, Pg 400; DB 1455, Pg 622; DB 1461, Pg 219; DB 1475, Pg 009; DB 1478, Pg 617; DB 1499, Pg 646; DB 1511, Pg 605; DB 1513, Pg 488; DB 1522, Pg 850. (B.S.M. 7/18/06) (8) A portion of Stony Mill Road, beginning at the intersection of SR 869 & SR 844 and ending at the Stony Mill Bridge at Sandy River. A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (9) Mt. Hermon Place Subdivision, from Samuel Road to the end of Pepper Lane, and the cul- desacs of Samuel Road, Samuel Ct., Samuel Bend, and Franklin Place as recorded in MB 39, Pg 199; DB 840, Pg 323; MB 40, Pg 84; MB 43, Pg 139B; MB 43, Pg 26J; MB 39, Pg 55; MB 40, Pg 13; MB 42, Pg 193; MB 43, Pg 21C; MB 43, Pg 30G; MB 43, Pg 170B; MB 42, Pg 142. A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (B.S.M. 10/21/08 effective 11/03/08) (10) Huckleberry Hills Subdivision, from Blue Ridge Drive/SR 634 to end of Banley Street/SR 980, as recorded in DB 1191, Pg 581; DB 1191, Pg 578; DB 606, Pg 164; DB 587, Pg 113; DB 1268, Pg 052; DB 1463, Pg 643; DB 1202, Pg 782; DB 586, Pg 46; DB 998, Pg 609; DB 533, Pg 583; DB 557, Pg 487; DB P59 Pittsy1mia County Code Sec. 2-22; Running At Large Restrictions in Designated Areas 1025, Pg 004; DB 894, Pg 124; DB 551, Pg 547; WF 09, Pg 00134; including 250 feet around 125 Banleys Street #2532-73-2915 in the Staunton River District, A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (B. S.M. 5/19/09) (11) Dogwood Estates Subdivision including the entire subdivision from Ridgecrest Drive (SR 744), along Dogwood Lane (SR 1540), along all of Maple Drive (SR 1541), along all of John Drive (SR 1558) and to the end of Allen Place (SR 1559) as recorded in MB 43, Pg 63C; MB 29, Pg 53 MB 43, Pg 156K; MB 43, Pg 156J; Plat Cabinet 2, Pg 232C. A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (B.S.M. 4/17/12) (12) Wayside Acres Subdivision, from Hillside Road (Route 1115), to Hogan Street, to Ridgeview Road (Route 1114) MB 2, Pg 100, including 011ie S. Short Subdivision, DB 415, Pg 344 and Pg 345. A Map is available for viewing in the Office of the County Administrator, located at 1 Center Street, Chatham, Virginia. (B.S.M. 11/05/12) (13) Sunset Bay Subdivision, from Rose Street (SR 758) to the Sandy Court cul-de-sac, along Sunset Bay Road to the Crestview Lane cul-de-sac as recorded in MB 43, Pg. 287E; MB 43, Pg. 251G and MB 43, Pg. 251H. A Map is available for viewing in the Office of the County Administrator, located at 1 Center Street, Chatham, Virginia. (B. S.M. 2/19/2013) (14) Lakeside Drive the entire length Lakeside Drive coming off U.S. 29N thru its entire length of 2051.18 feet upon reaching the deadend, in the Banister Electoral District. A Map is available for viewing in the Office of the County Administrator, located at 1 Center Street, Chatham, Virginia. (B.S.M. 1/21/14) (15) Restriction in Designated Areas, to include Jasper Woods Road in Hurt, Virginia, with a controlled area defined as from Highway View Road/SR 988 to Jasper Wood Road/ SR 753, and ending at Shula Drive/SR 642. (B.S.M. 12/15/2015) P60 0 PETITION FOR CONTROLLED AREA We the undersigned residents of Gt-f--ten Farm AC) in Pittsylvania County, Virginia hereby petition the Pitt`Wia County Board of Supervisors for a co,���jjtrolled area from Irl c rel Teen 7C�ri„ FU ,3 p V to —7 17� ©T Yk�l^ l7 % G EY] rc r �,nd �ot- ev)d O' in accordance with Chapter 2,'Section 2-22 of the Pittsylvania County Code. Petitioner Witness Name Aa s S k Q k rnn � I / 7 n//Y) a �4ruU << l V p clef s Y d & Address & Telephone Number Address 3Fe :l 6Y 5 �r Al 3. / Pr* t Name Priar ame Sign Name Sign Name Addre s & Telephong Num er Address P62 5 5 (L13y) 11ay / Yy 7. Print Sign Name 7. V t ' (r ld L U V f es' Sign Name 7 -/b-& 3 6 I �Q2NO, J J w 1-6 Address & Telephone Numbers Address /D %�'n Furor s. Print Name Print Name Address & Telephone Number Sign Name Address I Addresss Tt1�p]ao OumbTU 55j 16 ` Address P63 9 Petitioner 10. Yv D J P ame p ,/ Address & I X-lv I Address & //U me Number Number Sign Name NV,C Address Address Witness 12. L6,n 12. / Print NamePrint AnQ�$ /-3 ` . anre Sign Name Sign ame Az_ :2 v s t O -7af 1/ ?a ovl S y Address & Telephone Number Address 13. -k 13. i ' lo f P r e Sign Name Sign Name Address &Telephone Number Address ri P64 Petitioner Witness 18. i 'V(2,ncI c PtName S ame 30 (Aeon T Dr,ouj/�, � `/ Address & Telobone Nim V 9 Sign Name l/ v F5 f c ber Address YO P65 6 Petitioner A� 20. ;2 V) Y \ Witness Sign Name Sign Name (i,Pcr) V6k- �� l �e I V\UI 16 UA a� WD y Address & Telephone Number n,,7 L,1,2k y 7 Q') Address UP zy59D M v 24.AISA L� 24. 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Shirley Hammock, Commissioner of the Revenue (3) Application for Exemption from Northside High School Museum, Inc. REVIEWED BY: JVH SUMMARY: Northside High School Museum, Inc. (the "Museum"), has submitted an Application for Real Estate Exemption by Designation to the County's Commissioner of the Revenue's Office for consideration by the Pittsylvania County Board of Supervisors (`BOS"). Said application is for GPIN #2530-38-6169, located on the comer of Northside Drive and Payne Street Extension in Gretna, Virginia, on which is located the Museum's historical sign commemorating the site of the former Northside High School. Said property, containing 0.0600 of an acre, was deeded to the Museum by the BOS on October 5, 2017. The assessed value of this parcel is $900.00, with a $5.31 annual tax levy. The Museum's application also seeks a retroactive exemption date of October 5, 2017. An amendment to Pittsylvania County Code ("PCC") § 6.6-3; Real Estate Property Exemption by Qualifying Classification or Designation to include real estate property known as GPIN #2530-38-6169, is legally required to approve such an application, which also requires a public hearing for citizen input. The BOS, at their November, 2017, Business Meeting, authorized County Staff to advertise for said public hearing for the aforementioned purpose. This public hearing notice was duly advertised in The Chatham Star Tribune on December 6, 2017, and on December 13, 2017. FINANCIAL IMPACT AND FUNDING SOURCE: Annual loss of $5.31 tax levy. RECOMMENDATION: County staff recommends the BOS hold a public hearing and approve the proposed amendment to PCC § 6.6-3; Real Estate Property Exemption by Qualifying Classification or Designation to include real estate property known as GPIN #2530-38-6169. MOTION: "I make a Motion to amend PCC § 6.6-3; Real Estate Property Exemption by Qualifying Classification or Designation to include real estate property known as GPIN #2530-38-6169, located on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia, owned by the Northside High School Museum, Inc., with the retroactive exemption date of October 5, 2017." P77 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a public hearing on Tuesday, December 19, 2017, at 7:00 p.m., in the Pittsylvania General District Courtroom, located on the second floor of the Edwin R. Shields Courthouse Addition, 11 Bank Street, Chatham, Virginia, 24531, to receive citizen input on a proposed amendment to Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code to include real estate property owned by the Northside High School Museum; GPIN #2530-38-6169, located on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia A complete text of the proposed change is available in the Pittsylvania County Administrator's Office, 1 Center Street, Chatham, Virginia, 24531, Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m., as well as on the County's website at www.pittgov.org. PIs ShirlcN Ycum Hummock Commi„inner November 2, 2017 OFFICE OF COMMISSIONER OF THE REVENUE P ITIS) TV %N I%COUNTY Mr. David M. Smitherman Pittsylvania County Administrator PO Box 426 Chatham, VA 24531 I', (). I io X -72 CH V-1 [An1.A-IIWINIA]453, I RE: TAX EXEMPTION APPLICATION NORTHSIDE HIGH SCHOOL MUSEUM, INC Dear Mr. Smitherman: (43403--7940 (434)656-6211 FAX 1%341 43 2-795 7 shirley.limnmock-7a pitlam.or; Enclosed please find the Application for Real Estate -Personal Property Exemption by Qualifying Classification or Designation for Northside High School Museum, Inc. Pursuant to Code of Virginia §58.1- 3651, the organization is requesting tax exemption by designation for the real estate property owned. Note: enclosed request by organization to have exemption retroactive to date deed recorded 10-5-17. We have reviewed the application and completed the worksheet for exempt revenue projection based on the current real estate tax rate. The following were noted as to bring your attention to any application discrepancies: 11. (a) Attach to this application your most recent financial statement, including, where applicable, IRS forms 900; 990; 990EZ; 990T... Applicant attached a copy of email confirmation of filing and acceptance by the IRS. Did not attach actual filing copy. When questioned, they stated they did not keep a record of actual return since it was filed online. Should you need further information, please feel free to contact this office. Once we are advised of the Board of Supervisor's action on this application, we will take the appropriate action. Regards, Shirley Y. Hammock Commissioner of the Revenue Enclosure: Application for Exemption P79 10-31-17 T/SV<'5-r S o� ti /Y, r) v f S u � V S��S �� �u Ir2��tT pct Ve- V- 04 t� /-zj- X�_ /e was C -0Y- of K �l `tet ��K�� c� �✓- �K� 4 VI /� � h � �/o ✓tom S �` cc� 5-2 P80 , e.� ItX PITTSYLVANIA COUNTY VIRGINIA ' Shidey Y Hammock, Commissioner of the Revenue PO Box 272 Chatham, VA 24531 Y Y Phone: 434-432-7940 Fax: 434-432-7957frb?4; h� Email: shirlev.hammock(&plttaovorg Website www.pittsylvaniacountvva.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# 2 5-30 - 3,Y- 6l 69 ACREAGE: >Oboo (IF REAL ESTATE) APPLICANT ORGANIZATION: NOV -&h 5; de -H '-9 h S C- ho 0 i IiA U S • �,. �', /ant - MAILING ADDRESS: /�JCe6rn rr %zoo -al J0./0.V , A aqs (,.Sr (STREET) FEDERAL ID#:_J' / O 6 3/ 6 I a PROPERTY ADDRESS: C5 -r ne V` U (REAL LEGAL DESCRIPTION OF PROPERTY: t4& vil (REAL ESTATV) 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, ANEW 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: I✓ 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? LA 5-e 14 r- ^/- Nor-0,5<a/z ff yy, $Gl, uai motrlre_r (0; 5&u,;� ) 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 ,o6oa DESCRIPTION OF USE BEGINNING DATE N;540r:C/VjL,45,.�m Marker 0r --t aof1 P81 Continued Applicant: NUr H15: d/ - H'aG SCA001 IL4145e ,", £ C, 5. DOES ANY OTHER INDIVIDUAL, ORGANIZATION, ASSOCIATION OR CORPORATION OCCUPY OR USE ANY PART OF THE PREMISES? YES IF YES, PLEASE GIVE DETAIL: (HOW OFTEN, WHAT PART OF THE BUILDING OR PROPERTY, NAME OF ORGANIZATION) 6. IS ANY INCOME, BE IT EARNEST MONEY OR IN KIND SERVICES, RECEIVED FROM THE USE OF ANY PORTION OF THE PROPERTY BY OTHER INDIVIDUALS OR GROUPS, WHETHER CONSIDERED AS RENT OR REIMBURSEMENT FOR NECESSARY EXPENSED FOR SERVICES INCURRED? YES NO 1,� 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 1/ NO (A) IF YES, GIVE DATE OF INTERNAL REVENUE RULING: /1&L�C A 6, -.oe,7 (B) GIVE INTERNAL REVENUE IDENTIFICATION NUMBER: -5 3 1 6 / , 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 NOI,- 9. 9. DOES ANY DIRECTOR, OFFICER, OR EMPLOYEE OF THE ORGANIZATION RECEIVE COMPENSATION IN EXCESS OFA REASONABLE ALLOWANCE FOR SALARIES OR OTHER COMPENSATION FOR PERSONAL SERVICES WHICH SUCH DIRECTOR, OFFICER, OR EMPLOYEE ACTUALLY RENDERS? YES NO L ' 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 L^ 11. REQUIRED DOCUMENTATION (A) ATTACH TO THIS APPLICATION YOUR MOST RECENT FINANCIAL STATEMENT, INCLUDING, WHERE APPLICABLE, IRS X 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 D 1- / - 16 TO ! a- 3/ -1 b ,/(B) ATTACH A COPY OF SAID ORGANIZATION'S IRS SECTION 501C 3) STATUS CERTIFICATION OR DOCUMENTATION. C) ATTACH A COPY OF THE ORGANIZATION'S CONSTITUTI , BY-LAWS ,,('RTICLES OF INCORPORATJON, AND/OR OTHER RELATED DOCUMENTS. V 406 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. P82 Continued Applicant: 5c --A"/ (E) IF INVESTMENTS, SUCH AS STOCKS OR BONDS, ARE REFLECTED ON THE FINANCIAL STATEMENT, ATTACH A LIST OF ALL SUCH INVESTMENTS, INCLUDING NAME OF STOCK, DATE RECEIVED AND VALUE. (F) IF APPLYING FOR EXEMPTION BY DESIGNATION, YOU WILL BE RESPONSIBLE FOR THE APPLICABLE COST FOR THE PUBLICATION NOTICE AS REQUIRED UNDER VA. CODE §58.1-3651. YOU SHALL RECEIVE AN INVOICE FOLLOWING THE ADVERTISEMENT FOR EXEMPTION AND PAYMENT SHALL BE MADE TO PITTSYLVANIA COUNTY PRIOR TO BOARD CONSIDERATION. NOTE: IF PAYMENT NOT RECEIVED PRIOR TO PUBLIC HEARING APPLICATION WILL CONSIDERED WITHDRAWN. (G) ANY OTHER CRITERIA, FACTS AND CIRCUMSTANCES THAT THE GOVERNING BODY DEEMS PERTINENT TO THE ADOPTION OF SUCH ORDINANCE. (APPLICANT WILL BE NOTIFIED IF NEEDED). APPLICATION COMPLETED BY: 5-,'1&-,5 /til H 5 H src TITLE: re S;,Ie n , , yor-�G. S: c�2- H.h /Yi✓SE DATE SUBMITTED: 10-31-11 �/%' q3N ysa 45-y5— CONTACTPERSON: TELEPHONE NUMBER: N 3 H;4=3 I, ( Ck y / " ' y S 7/-,,V `— , AN APPOINTED OR ELECTED TRUSTEE/OFFICER FOR THE ABOVE NAMED ORGANIZATION, CERTIFY UNDER PENALTY OF LAW THAT THIS APPLICATION AND ALL ATTACHMENTS HERETO HAVE BEEN EXAMINED BY ME AND ALL INFORMATION IS TRUE AND CORRECT. SIGNATURE OF TRUSTEE/OFFICER: TITLE: DATE: 16'-31-1-7 AND SWORN TO BEFORE ME THIS b, DAY OF NOTARY PUBLIC: 3�.TCl 1 MY COMMISSION EXPIRES: W Ca�1�MMf ��1 21 . IMCnU11111ImEyM P83 PITTSYLVANIA COUNTY, VIRGINIA SHIRLEY Y. HAMMOCK, COMMISSIONER OF THE REVENUE 4 �^ PO Box 272 Chatham, VA 24531 Phone: 434-432-7940 Fax: 434-432-7957 Email: shirley.hammock@pittgov.org Website: www.oittsylvaniacountvva gov REAL ESTATE/PERSONAL PROPERTY TAX EXEMPTION WORKSHEET FOR EXEMPT REVENUE (TO BE COMPLETED BY COMMISSIONER OF THE REVENUE OFFICE) REALESTATE: REQUESTED PARCELID(S) ASSESSED VALUE LEVY A3S— w n9 Q0� _5.31 PERSONAL PROPERTY: DESCRIPTION OF PROPERTY ASSESSED VALUE LEVY TOTAL LOSS OF REVENUE IF EXEMPT: 5,31 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) P84 bur Form 990-N (postcard) E -File Was Accepted Subject: Your Form 990-N (postcard) E -File Was Accepted From: Aplos Software <no-reply@aplossoftware.com> Date: 5/4/2017 8:15 PM To: tillI49@verizon.net Aplos logo - M aGng Nonprofits Simple The Internal Revenue Service (IRS) has accepted Form 990-N (e -Postcard) for tax year 2016 (01 Jan 2016 - 31 Dec 2016) . Your Information Organization: NORTHSIDE HIGH MUSEUM EIN:510631612 Submission Type: 990-N (e -Postcard) Tax Year: 2016 Submission ID: 44086820171240000014 e -File Postmark: 04 May 2017 17:10:06 You may access details of your return, including a printable copy of the form, online at !laps://www.cplos.com/ows/efile/receipt /44086820171240000014. Please save this receipt for your records. Customize Your Free Online Donation Webpage Your free Aplos account also comes with the ability to accept online donations! For no monthly fee you can create a custom branded donation webpage and share it with your supporters to easily get your online donations flowing. Customize your form now! Start accepting online donations P85 11Z��- OLS A/ lu =CIXCINNATI,..AB' 45201 CINCINNATI, OB 45201 Date: ®C NORTHSIDE HIGH MUSEUM % C/O SILAS MUSGROVE 725 CORNER RD JAVA, VA 24565 Dear Applicant: Employer Identification Number: 51-0631612 DLN: 17053152043007 Contact Person: SALLY B DAVENPORT Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 1� - 170(b) (1) (A) (vi) V�Form 990 Required: /h Yes Effective Date of Exemption: __. March 9,- 2007 - -- - - Contribution Deductibility: Yes Advance Ruling Ending Date: December 31, 2011 Addendum Applies: No ID# 31050 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, Co:,p '. iance Guide for 501(c)(3) Public Charities, for some helpful information abo". your responsibilities as an exempt organization. I£ you distribute funds to other organizations, your records must snow whether they are exempt under section 501(c)(3). in cases where the recipient Letter 1045 (DO/CG) 4 P86 NORTHSIDE HIGH MDSEGM organization is not exempt under section 501(c)(3), you must t=:e evidence the funds will be used for section 5u2(c)(3) purposes. If you distribute funds to indiyid•'=az>= You should keep case histories showing the recipient's name and address; the urrpose of the award; the manna= of selection; and the relationship oftke.- rec-pient to any of your or__.b..rs, directors, trustees, members, or major ccntributors. Enclosures: Publication 4221 -PC Statute Extension �� merely, i e ` Rchert IIhoi Director, Exempt Organizations Rulings and Agreements -- P87 Letter 1045 (DO/CG) By Laws of the Northside High Museum Article 1 Name The name of this organization shall be the Northside High Museum Article H Purpose The purpose of this organization shall be the following: 1. the Northside High Museum shall be organized for educational purposes. 2. to establish and maintain a place to store and display facts relative to the accomplishments of Afro Americans of northern Pittsylvania County. 3. to assume the responsibility and privilege of disseminating information on the history of people by all available means as well as the history of Northside High School. 4. to promote a thorough understanding of accomplishments of professionals, alumni and others; rewarding for outstanding service toward the organization's goals and objectives. 5. to act as a unifying agency among areas — local, state and national 6. to foster educational programs which have as the essential aim of highlighting the excellence of Afro Americans in the art and sciences, humanities and public services. 7. to maintain the Northside High Museum as a non profit organization 8. to gather all available memorabilia relative to the early education of Afro Americans and display it in an educational manner Article III (A) Leaders and their responsibilities This organization shall consist of the following officers: 1. President A. shall oversee the staff of the organization B. shall conduct the business meetings of the organization unless he/she delegates that authority C. shall be an ex -officio member of boards and committees of the organization. 2. Vice -President A. shall perform duties as delegated by the president of the organization. B. shall perform the presidential duties in the absence of the president. 3 .Secretary The secretary shall be responsible for recording and maintaining the official records of the organization. 4. Treasurer The treasurer shall be responsible for accepting and dispersing the finance organization and/or the body. 16 P88 5. Board of Directors The board of directors shall consist of (9) nine members. Article III (B) Compensation and other Financial Arrangements with Officers, Directors, Trustees, Board Members, and Others 1. Officers, Directors, Trustees, Members, or other Private Persons shall not be compensated for their services. 2. Ministers, Retired Teachers, Professionals, Volunteers, and Others shall not be compensated. 3. All teaching and other services will be provided on a voluntary basis. Article III ( C ) Specific Activities that the Museum may conduct 1. Shall undertake fundraising activities to help finance the museum. 2. Shall not support or oppose candidates in political campaigns. 3. Shall not attempt to influence legislation. 4. Shall not carry on activities not permitted by organizations exempt from federal income tax under section 501 ( c ) ( 3 ) Article IV Membership 1. Membership in this organization shall consist of any person formerly in attendance at Pittsylvania County Training School or Northside High School plus staff and faculty. 2. Membership shall also include all other persons interested in the advancement of the cause or objectives of the organization. Article V Governance 1. This organization shall have the right to govern itself according to the standards set forth by the body. order. 2. The source of authority of governing procedures shall be Robert's Rules of 3. This organization shall endeavor to keep the unit of spirit in the bonds of peace. 4. Non board members may attend meetings if they desire — if they wish to bring up an issue to have addressed, they may put their concern in writing and it will be addressed at another meeting Article VI Meetings 1. The regular meetings shall be held on the second Thursday of each month 6:30 PM. 2. Special meetings may be called by the president when needed 3. At least one annual meeting shall be held by the organization (time and place decided by the body). 4. The recommended agenda for business meeting shall be: A. Devotion B. Roll call 17 P89 C. Reading of the minutes D. Treasurer's report E. Other business F. Unfinished business G. New business H. Election of officers (when appropriate) I. Statements for the good of the organization J. Adjournment Article VII Quorum A quorum shall consist of those members who are entitled to vote and are present at any regular or special called business meeting (five) Article VIII Committees 1. History 2. Publicity 3. Hospitality 4. Other committees appointed or as needed by the president Article IX Amendments The By Laws may be amended by a two-thirds vote of the membership of the body in attendance at any regular or special meeting called for that purpose. Article X Property Rights 1. All property of the organization shall be held, transferred or conveyed in the official name of the organization. 2. No real property of the organization shall be sold or otherwise alienated unless the same shall have been authorized by a two-thirds of the votes cast at any regular or special meeting. Article Xl Dissolution In the event that the body or organization ceases to function as an organization, all assets and real properties shall be awarded to the Community Mission Baptist Church located at 725 Corner Road, Java, VA. U P90 STATE CORPORATION COMMISSION 12ichmond, Warch 9; 2007 This is to certify 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 6usiness subject rp to af[Virginia laws app6ica6fe to the corporation andits 6usiness. Effective date: 111arch 9, 2007 CIS0313 1803 State Corporation Commission J4ttest: P91 5 2013 ANNUAL REPORT COMMONWEALTH OF VIRGINIA STATE CORPORATION COMMISSION File online at sccefile.scc.virginia.gov 1. CORPORATION NAME: Northside High Museum 2. VA REGISTERED AGENT NAME AND OFFICE ADDRESS: DIR. SILAS MUSGROVE 1120 CORNER RD JAVA, VA 24565 3. CITY OR COUNTY OF VA REGISTERED OFFICE: 171-PITTSYLVANIA COUNTY 4. STATE OR COUNTRY OF INCORPORATION: VA -VIRGINIA DUE DATE: 03/31/13 SCC ID NO.: 0673830-6 5. STOCK INFORMATION DO NOT ATTEMPT TO ALTER THE INFORMATION ABOVE. Carefully read the enclosed instructions. Type or print in black only. =6. PRINCIPAL OFFICE ADDRESS: ❑ Mark this box if address shown below is correct = If the block to the left is blank or contains incorrect data please add or correct the address below. ADDRESS: 725 CORNER ROAD ADDRESS: OFFICER ❑ DIRECTOR ❑ NAME: CITY/ST/ZIP JAVA, VA 24565 CITY/ST/ZIP 7. DIRECTORS AND PRINCIPAL OFFICERS: All directors and principal officers must be listed. An individual may be designated as both a director and an officer. Mark appropriate box unless area below is blank: ❑ Information is correct ❑ Information is incorrect ❑ Delete information If the block to the left is blank or contains incorrect data, please mark appropriate box and enter information below: ❑ Correction ❑ Addition ❑ Replacement OFFICER IN DIRECTOR ❑ OFFICER ❑ DIRECTOR ❑ NAME: MATILDA B TURNER NAME: TITLE: TREASURER TITLE: ADDRESS: 149 KENNON DRIVE ADDRESS: CITY/ST/ZIP: DANVILLE, VA 24540 CITY/ST/ZIP: I affirm that the information contained in this report is accurate and complete as of the date below. SIGNATURE OF DIRECTOR/OFFICER PRINTED NAME AND CORPORATE TITLE LISTED IN THIS REPORT DATE It is a Class 1 misdemeanor for any person to sign a document that is false in any material respect with intent that the document be delivered to the Commission for filing. + 0410185 000019075 09SCC1 Awory �15 2111 P92 2013 ANNUAL REPORT CONTINUED CORPORATION NAME: Northside High Museum 7. DIRECTORS AND PRINCIPAL OFFICERS (continued): DUE DATE: 03/31/13 SCC ID NO.: 0673830-6 All directors and principal officers must be listed. An individual may be designated as both a director and an officer. Mark appropriate box unless area below is blank: If the block to the left is blank or contains incorrect data, please mark appropriate box O Information is correct ❑ Information is incorrect ❑ Delete information and enter information below: ❑ Correction D Addition ❑ Replacement OFFICER IX DIRECTOR CX OFFICER ❑ DIRECTOR ❑ NAME: SILAS MUSGROVE NAME: TITLE: CHAIRMAM TITLE: ADDRESS: 1120 CORNER RD ADDRESS: CITY/ST/ZIP: JAVA, VA 24565 CITY/ST/ZIP: Mark appropriate box unless area below is blank: It the block to the let( is blank or contains incorrect data, please mark appropriate box ❑ Information is correct ❑ Information is incorrect ❑ Delete information and enter information below: ❑ Correction ❑ Addition ❑ Replacement OFFICER CX DIRECTOR ❑ OFFICER ❑ DIRECTOR ❑ NAME: SANDY SAUNDERS NAME: TITLE: SECRETARY TITLE: ADDRESS: 115 DRUID LANE ADDRESS: CITY/ST/ZIP: DANVILLE, VA 24541 CITY/ST/ZIP: Mark appropriate box unless area below is blank: It the block to the left is blank or contains incorrect data, please mark appropriate box El Information is correct ❑ Information is incorrect ❑ Delete information and enter information below: D Correction ❑.Addition O Replacement OFFICER ❑ DIRECTOR ❑ OFFICER ❑ DIRECTOR ❑ NAME: NAME: TITLE: TITLE: ADDRESS: ADDRESS: CITY/ST/ZIP: CITY/ST/ZIP: Mark appropriate box unless area below Is blank: If the block to the left is blank or contains incorrect data, please mark appropriate box D Information is correct D Information is incorrect ❑ Delete information and enter information below: D Correction D Addition ❑ Replacement OFFICER ❑ DIRECTOR ❑ OFFICER ❑ DIRECTOR ❑ NAME: NAME: TITLE: TITLE: ADDRESS: ADDRESS: CITY/ST/ZIP: CITY/ST/ZIP: AF00ZW Rev 3 3/11 i 0410185 000019075 09SCC1 P93 NORTHSIDE HIGH MUSEUM BOARD OF DIRECTORS President — Board of Directors = Silas Musgrove Vice President — Board of Directors = Matilda Turner Secretary — Board of Directors = Sanford Saunders Asst. Secretary — Board of Directors = Barbara W. Hubbard Treasurer — Board of Directors = Matilda Turner Asst. Treasurer — Board of Directors = James Devins Historian = Jimmy Devins Board of Directors = Ruth W. Word Board of Directors = Robert Womack Board of Directors = Othella D. Rice Board of Directors = Maebell Davis Board of Directors = George Miller Board of Directors = Buford Coles Board of Directors = Silas Moore Board of Directors = Mary S. King Board of Directors = Effie B. Fuller Board of Directors = Brenda A. Patterson Board of Directors = Kent W. Fuller Board of Directors = Ella Nowlin Monroe Mission of the Northside High Museum The Northside High School Museum is a non-profit organization. Its purpose is to locate, gather, display all available materials and memorabilia related to the history of the early education of Blacks in Pittsylvania County from 1903 through 1969. It will be used to help to inform and educate the community and others relative to the history of education of our black ancestors. The museum will highlight the early educational contributions of the teachers, staff, students and all of our Black citizens of that time period in a manner in which it will beneficial to all who are exposed to these contributions. "We are preserving our own history as we know it." The Objectives that the Northside High Museum Committee wishes to accomplish 1. Gather all historical educational pertinent to the education of the black citizenry of Pittsylvania County during the era of 1903 through 1969 2. Interview all available teachers / instructors that contributed toward the education of our black citizens during that time period 3. Provide our current citizens and all interested individuals information regarding the achievements and accomplishments of the early Blacks in Pittsylvania County 4. Build a permanent place to preserve and display facts relative Black heritage which is to be located in the basement of Community Mission Baptist Church 5. To develop strategies and ways to use this museum as a bridge showing how important early black education was toward the success and achievements of Blacks of today. P94 6. Show how important early Black education was to the development of the whole Black community (economically, spiritually, politically and socially) 7. To have a showcase to display the achievements and show the end product that the Black Educational developed. 8. Collect and display all memorabilia available pertaining to all individuals of the Early Pittsylvania County Black Educational System 4 P95 X�1,9-*, 0 2530-39-10 r v V 2p�53 3 -28- 51 8�8s37 ` 2530-,M-1422 t5 25 0-38-0305 _NORTI�SID E DR E:3 1 1 25- m3 38_SFtt,R -8734 rA P96 ti - 1,6 2530-38-4680 2530-38-4367 a -o Z� 2530-37-4789 N� 1 Exempt from Recordation Taxes and Fees under Sections 58.1-822(A) (3), 58.1-811(C) (4J), 58.1- 811(C) (5), 58.1-3315, 42.1-70,17.1-266 and 17.1-279(E) ofthe Code of Virginia, 1950, as amended. The existence of title insurance is unknown to the Preparer. This Deed was prepared bv: J. Vaden Hunt, Esq. Pittsylvania County Attorney 1 Center Street P.O. Box 426 Chatham, Virginia 24531 VSB # 65574 Tax Map #: 2530-38-6169 DEED OF BARGAIN AND SALE THIS DEED OF BARGAIN AND SALE (the "Deed"), made this th day. of October, 2017, by and between the BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA (the "Board of Supervisors"), a political subdivision of the Commonwealth of Virginia, party of the first part, GRANTOR, and NORTHSIDE HIGH SCHOOL MUSEUM, INC., a Virginia corporation ("the Museum"), party of the second party, GRANTEE: WITNESSETH: WHEREAS, per §15.2-1800(B) of the Code of Virginia, 1950, as amended, the Board of Supervisors, on September 19, 2017, at a regularly scheduled public meeting, conducted a public hearing (the "Public Hearing") regarding the disposition, sale, and surplus of the parcel containing Northside High School historic marker, identified as Tax Map # 2530-38-6169, located at the comer of Northside Drive and the Payne Street Extension in Gretna, Virginia (the "Property"); WHEREAS, per §15.2-1813 of the Code of Virginia, 1950, as amended, the Board of Supervisors duly and properly advertised the Public Hearing in the August 30, 2017, and September 6, 2017, issues of the Chatham Star Tribune, a newspaper published in and having general circulation in Pittsylvania County, Virginia; and P97 WHEREAS, the Board of Supervisors, at the Public Hearing, by a duly adopted affirmative motion, authorized the disposition, sale (via public or private), and surplus of the Property to the Museum. NOW, THEREFORE, for and in consideration of the sum of TEN DOLLARS AND NO CENTS ($10.00), cash in hand paid, and other good and valuable consideration, the receipt and sufficiency of all of which is hereby acknowledged, the party of the first party, the Board of Supervisors, does hereby BARGAIN, SELL, GRANT, and CONVEY with SPECIAL WARRANTY OF TITLE to the said party of the second part, the Museum, the following described tract, or parcel of land, with improvements thereon and appurtenances there unto belonging, lying in the Callands-Gretna Magisterial District of Pittsylvania County, Virginia, and more particularly described as follows: 0.0600 acre parcel, Tax Map # 2530-38-6169, on the corner of Northside Drive and Payne Street Extension in Gretna, Virginia, containing a Northside High School historic marker, being a portion of the same property conveyed by the School Board of Pittsylvania County, Virginia, to the Board of Supervisors of Pittsylvania County, Virginia, by Deed dated June 14, 2005, recorded in the Clerk's Office of the Circuit Court of Pittsylvania County, Virginia, in Deed Book 1503, page 569. WHEREAS, this Property is conveyed in its "AS IS" condition, without warranty or representation as to its condition, value or permitted use, including without limitation, any warranty or representation with regard to the presence of any toxic or hazardous substances or materials of any nature (including, but not limited to, petroleum, lead. radon, asbestos, or asbestos-related materials). WHEREAS, this conveyance is made expressly subject to (i) any and all rights, privileges, covenants, easements, conditions, restrictions and agreements as are of record, insofar as they may be lawfully applicable to the Property, (ii) any unrecorded utility easements, P98 including any relocated easements for utilities and any relocated utility lines and related facilities, on, under or across the Property, and (iii) any and all prior grants, conveyances and/or reservations of the coal, oil, gas, including coal methane gas, stone, sand, minerals, and/or other subsurface rights or interests, as are of record, insofar as they may be lawfully applicable to the Property; and, to the extent of any such prior grants, conveyances and/or reservations of coal, oil, gas, including coal methane gas, stone, sand, minerals, and/or other subsurface rights and interests therein, the same are excluded from this conveyance. IN WITNESS WHEREOF, Robert W. Warren, Chairman of the Board of Supervisors of the County of Pittsylvania, Virginia, and Silas Musgrove, Chairman of Northside High Museum, Inc., have affixed their signatures and seals hereto. [THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] P99 GRANTOR BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA By: (SEAL) Robert W. Warren Chairman To wit: COMMONWEALTH OF VIRGINIA COUNTY OF PITTSYLVANIA I> a Notary Public in and for the County of Pittsylvania, Virginia, do hereby certify that Robert W. Warren, Chairman of the Board of Supervisors of the County of Pittsylvania County, Virginia, whose name is signed to the foregoing Deed bearing the date of _ the of October, 2017, has personally appeared before me and acknowledged the same. Given under my hand this th day of October, 2017. My commission expires: APPROVED AS TO FORM J. Vaden Hunt, Esq. Pittsylvania County Attorney P100 Notary Public Notary Public Number GRANTEE NORTHSIDE HIGH MUSEUM, INC. By: (SEAL) Silas Musfrove Chairman To wit: COMMONWEALTH OF VIRGINIA COUNTY OF PITTSYLVANIA I, U -SS -e- , a Notary Public in and for the County of Pittsylvania, Virginia, hereby certify that Silas Musgrove, Chairman of Grantee, whose name are signed to the foregoing Deed bearing the date ofcpAhe of October, 2017, have personally appeared before me and acknowledged the same. Given under my hand this R 4 day of October, 2017. My commission expires: No Pub 'c -1 L014q 10 Notary Public Number Hollye Keesee Commonwealth or Virginia Notary Public Commission No. 7674910 0M%, Commission Expires 1 P101 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: Public Hearing; E911 Tower Lease Refinancing; County Budget Change SUBJECT/PROPOSAL/REQUEST: Public Hearing to Hear Citizen hiput on Amending the Pittsylvania County FY2018 budget to include the E911 Tower Lease Refinancaing in the amount of $2,000,000 STAFF CONTACT: Van Der Hyde AGENDA DATE: 12/19/17 ACTION: B ROLL CALL VOTE: 0 ITEM NUMBER: 9(B)(3) ATTACHMENT: (1) (1) Budget Amendment Public Hearing Notice JVH SUMMARY: The Pittsylvania County Board of Supervisors voted at their November 28, 2017, meeting to approve the refinancing of the E911 Tower Lease. Said refinancing included a total of $2,000,000 to construct two (2) additional tower sites to provide additional E911 coverage on Tunstall High Road and on Old Mayfield Road. The funds needed for said additional towers need to be appropriated to the FY 2018 budget to cover the costs related to the construction of towers, the costs of related equipment, and expenses related to undertaking the Lease refinancing. Please note that an advertisement of this proposed budget amendment appeared in The Chatham Star Tribune on December 6, 2017, which satisfies the seven (7) -day legal notice requirement. Virginia Code § 15.2-2507 states that "[a]ny 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." Since the aforementioned E911 Tower Lease refinancing involves a FY 2018 budget amendment greater than one percent (I%) of the total expenditures shown in the currently adopted budget, per Virginia Code § 15.2- 2507, a public hearing is required. FINANCIAL IMPACT AND FUNDING SOURCE: $2,000,000; funds from private refinancing of the E911 Tower Lease. RECOMMENDATION: After hearing citizen input on the proposed budget amendment, County staff recommends that $2,000,000 be appropriated to the E911 Bond Fund (Fund 416). MOTION: "I make a Motion that the Board of Supervisors approve and appropriate a total of $2,000,000 to the E911 Bond Fund (Fund 416)." P102 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, December 19, 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. Proposed Budget Amendments 2017-2018 Current Budgeted Revenues $ 190,856,534.18 Lease Revenue Funds 2,000.000.00 Proposed Amended Revenues $192,856,534.18 EXPENDITURES Current Budgeted Expenditures $ 190,856,534.18 E911 Tower Project Expenditures 2,000.000.00 Proposed Amended Expenditures $ 192,856,534.18 P103 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: CSA 2018 Budget Amendment (Motion made by Mr Blackstock and seconded by Mr. Barksdale; has now met the 10 -day layover.) SUBJECT/PROPOSAL/REOUEST: Appropriation of Comprehensive Services Act Carryover from FY2017 STAFF CONTACT: Van Der Hyde AGENDA DATE: 12/19/17 ACTION: H ROLL CALL VOTE: REVIEWED BY: JVH J ITEM NUMBER: 10(a) SUMMARY: The Pittsylvania County Board of Supervisors, at their June 20, 2017, meeting, approved a supplement to fund the remainder of FY2017 for the Comprehensive Services Act ("CSA") program. At that time, a total of $3,171,830 of state funds and $628,170 of local funds were appropriated to cover FY2017 expenses for CSA services. A total of $1,198,873.18 of state funds and $317,176.94 of local funds remained at the close of June 2017. Since June, a total of $1,536,742.36 has been spent on prior year CSA invoices. Therefore, the funds appropriated back in June need to carryover to the FY2018 year to cover these prior year expenses. FINANCIAL IMPACT AND FUNDING SOURCE: $1,198,873.18 will come from state funds and $317,176.94 will come from fund balance to cover CSA prior year expenses. RECOMMENDATION: County staff recommends the carryover of $1,198,873.18 of state funds and $317,176.94 of local funds be appropriated to the FY2018 budget to cover prior year CSA expenditures. MOTION: "I move that the Board of Supervisors approve and appropriate $1,198,873.18 of state funds and $317,176.94 of local funds to the Community Policy and Management Team Budget for CSA services." P1 04 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXEC U 1 1 V E AGENDA TITLE: Master Lease Financing Program and Reimbursement Resolution SUBJECT/PROPOSAL/REQUEST: Award Master Lease Financing Program and Approve Corresponding Reimbursement Resolution STAFF CONTACT: Van Der Hyde AGENDA DATE: 12/19/17 ACTION: ROLL CALL VOTE: ITEM NUMBER: 11(a) ATTACHMENTS: (4) (1) Master Lease Program Update Memorandum (2) Equipment Description Memos (3) BB&T Term Sheet -(DRAFT) (4) Reimbursement Resolution # 2017-12-04 REVIEWED BY: JVH SUMMARY: Pittsylvania County, Virginia (the "County"), issued an RFP (RFP #20171110) for the Pittsylvania County Industrial Development Authority ("IDA') to receive proposals for financing a Master Lease Financing Program in the amount of $5 million. County Staff advertised in two (2) local newspapers, posted on the County's public notice board, and posted on the County's website. A copy of said RFP was also sent to 37 banks. The County's Purchasing Department received two (2) proposals for the Master Lease Financing Program --- one (1) from BB&T and one (1) from First National Bank. Attached is an Equipment Description of the items projected to be used in the initial draw of funds. Said list includes Landfill Equipment ($880,000), Courthouse Replacement Chiller ($250,000), Mt. Hermon Library purchase and renovations ($625,000), Purchase and up -fit of a 12,000 square -foot industrial facility in Ringgold, Virginia ($1,050,000), and Local match funds for Tobacco Grants for Project Lignum ($1,1000,000). The grand total of all projects in this first draw is $3,905,000. FINANCIAL IMPACT AND FUNDING SOURCE: The evaluation committee consisting of Kevin Rotty (PFM -Financial Advisors) and Kim Van Der Hyde (Finance Director) evaluated both proposals and determined that BB&T was the best choice for the County. Their proposal offers both taxable and tax-exempt rates depending on the nature of the items being financed. The taxable rate, which currently stands at 4.39%, would apply to all projects that would be used for non-public purposes. The tax-exempt rate, which currently stands at 3.59%, would apply to all projects that would be used for public purposes. Currently, the Ringgold building totaling $1,050,000 would be at the 4.39% interest rate and the landfill equipment, chiller and Library purchase totaling $1,755,000 would be at the 3.59% interest rate. The $1.1 million dollars for Project Lignum would be based on the current Libor Rate + 1.50%. More information concerning the particulars of this financing are in the attached term sheet, which are still being negotiated. BB&T is willing to allow the County to borrow additional funds up to the maximum of $5 million. If the Board of Supervisors approves awarding this financing to BB&T tonight, BB&T will lock in the aforementioned interest rates. At that time, bond counsel will start work on the necessary documents needed to close the deal. Said documents will be brought back to the Board of Supervisors at the January 16`s Business Meeting for approval. These same documents will need to be approved by the IDA at a special meeting tentatively set for January 18'h. The County hopes to close on the loan by early February. As such, County Staff would like you to consider approving the attached Reimbursement Resolution to ensure that any monies spent before the closing of this loan can be reimbursed to the County. RECOMMENDATION: County Staff recommends that the Board of Supervisors award the Master Lease Financing Program RFP to BB&T and approve the attached Reimbursement Resolution. MOTION: "I make a Motion that the Board of Supervisors award the Master Lease Financing Program RFP to BB&T and approve Reimbursement Resolution # 2017-12-04." P105 To: From: Date: Subject: Business Savvy, People Friendly. PITTSYLVANIA zt� COUNTY,VIRGINIA Memorandum Pittsylvania County Board of Supervisors David M. Smitherman, County Administrator December 14, 2017 Master Lease Program Update The Board will be asked to direct staff to proceed with execution of the Master Lease Program at the December 19th regular meeting. The Board will also be asked to execute a reimbursement resolution at Tuesday's meeting. As you will recall, this program is the equivalent of a "line of credit" for certain projects as approved by the Board of Supervisors. The intent of pursing this borrowing is to fund identified and necessary equipment and infrastructure needs, as well as facilitate two economic development projects, without appropriating general fund balance. This process would also potentially "free up" capital to allow the County to fund additional economic development obligations. Two proposals were received for this issuance; the apparent low bidder is BB&T at 4.39% (taxable) and 3.03% (tax-exempt). The IDA, which will hold this debt on the County's behalf, was briefed Tuesday evening and will meet in January to execute the loan as well as various agreements and leases. The Board of Supervisors will be asked to execute similar leases and agreements with the IDA at its January 16th regular meeting. As you know, the present failures of various pieces of landfill equipment and the courthouse chiller presented unexpected uses for these funds. Additionally, the County is obligated to provide a $1.1 MM Tobacco Commission grant match for Project Lignum; staff recommends that this match be secured as part of the Master Lease agreement. The projects proposed for the program are as follows: Landfill Equipment: Assistant Administrator Richard Hicks is exploring the purchase of both new and used items. At this time we estimate the following: $400,000: 30 -yard articulating off road truck 200,000: Track loader to fill off road truck 280.000: Bulldozer for Landfill cover $880,000 P106 2. Chiller replacement: The chiller in the 1991 courthouse addition (original equipment) has failed and must be made operational by Spring. The chiller cannot be repaired. $250,000: 135 -ton centrifugal water-cooled chiller for the Courthouse 3. Mt. Hermon Library: The County has leased this facility for the past year; the contract does not include a purchase provision. Mr. Hunt negotiated such at $475K. Additionally, the County has spent approximately $70K on up -fit to date. We suggest the remaining $150K be added to the loan, thereby freeing up an equal amount of available fund balance. $475,000: Purchase of Building for use as the Mt. Hermon Library Branch 150,000: Improvement to convert building to a library (outstanding county up fit costs) $625,000 4. Economic Development Incentives: Current economic development incentive commitments exceed available appropriations in the Economic Development reserve fund. Specifically, packages for Project Solution and Project Lignum are presently pending; Solution is expected to close in January. $1,050,000: Purchase and up -fit a 12,000 -sq. ft. industrial facility located in Ringgold VA 1.100,000: Local match for a grant to provide a pad ready site (approx. 80 Acres) for a $2,150,000 company locating in the Berry Hill Industrial Park. The estimated total cost of this project is $5,615,625. The county's share will be $1.1 million, the City of Danville's share will be $1.1 million and the remainder will come from the Tobacco Commission. $3,905,000: TOTAL COUNTY FINANCING As you can tell, this is a somewhat complicated financing package. We are providing you this additional information now so that you may reflect and ask questions prior to the December 19`h regular meeting. Please let me know if you have any questions or if further information is desired. cc: Pittsylvania County Executive Team P107 FITTSYLVANIA COUNTY VIRGINIA Richard N. Hicks Assistant County p Administrator 0 44 P.U. Box 426 " Chatham, Virginia 24531 ` 1767 Richard.hicks@pittgov.org ARG 1yt. Memo To; David Smitherman, County Administrator From: Richard N. Hicks, Assistant County Administrator Re: Purchase of Solid Waste Equipment Date: December 14, 2017 1 Center Street Chatham, Virginia Phone (434) 432-1768 Fax (434) 432-7714 www.pittsylyaniacounWrg.gov As an update on the landfill equipment, 1 wanted to provide you with the most recent information_ The 3 pieces of equipment we propose to replace are as follows: 1983 CAT Pan. Currently inoperable. We are currently salvaging parts from this unit to keep the father unit running. 1985 CAT Pan. Currently operating with continuous maintenance issues. We are currently using our small excavator to push this unit, 1976 D8 CAT Dozer. Currently inoperable. Recent analysis identified significant engine issues. We are currently renting a dozer for landfill cover. We are proposing to purchase the following pieces of equipment (or similar vendor). These are used for budget purposes. If approved, we would solicit formal proposals.. CAT 725C Articulated Dump Truck $3329900 CAT 336FL Track Type Excavator 309,600 CAT D6 Bulldozer 289,000 $932,400 A second option would be to consider purchasing late model (2015 or newer) equipment. A local heavy equipment operator has offered to assist us if we want to pursue that option. I would anticipate a potential savings of 25%, which puts us closer to $699,300. By buying used, you do lose a portion of the equipment life expectancy. and the bank may limit the amount of money they are willing to loan on a particular piece of equipment. P108 Cons for Vendor Leasing • The interest rate is higher and your costs over time would be higher • Since you would not own the equipment, it gives you absolutely no equity. You won't have the option to sell the equipment once you are finished with it. • There would be strict requirements under the terms of the lease that would have to be followed. • Maintenance is up to the leasing company's specifications, so it may be difficult to get things fixed. In some cases, you may disagree with what the leasing company may be responsible for, and when they do proceed. you may have to wait to get things fixed that need immediate attention. • Availability of equipment may be limited depending on the stock of the leasing company. Your choice of brands or models could potentially be out of stock or not carried at all, so you might have to settle for something else. • You might have to purchase extended warranties or special warranties for items that might not be covered, or would be a concern in such a harsh environment. • Exceeding the allowable hours on a piece of equipment would result in higher costs. • Pieces of equipment might have to he taken to the vendor for routine maintenance and repairs. Pros for Buying Through Master Lease Program • You will own the equipment, so you can make any alterations necessary. Maintenance is also in your hands, so you can make sure the problem gets fixed immediately. You won't have to wait for issues to be addressed or need permission to make changes. • You have the option to sell the equipment when you are finished with it, allowing you to recover some of your cost. • Buying is easier because you don't have to deal with agreements and contracts. You simply pick out what you need and pay for it. • You have complete control over what you get because you aren`t limited by a leasing company's stock. If you want a particular model or brand, you have the ability to order exactly that. Cons for Buying Through Master Lease Program • As your equipment ages or if it becomes a maintenance problem. you are stuck with it because you own it. You then have to decide if it is worth it to continue to use it, repair it or sell it. • You are responsible for all of the maintenance, including costs. This can get expensive depending on what issues you encounter, and making repairs is not always simple. You could potentially be burdened with broken equipment that you can't return or sell (sound familiar). P109 In purchasing the equipment, we considered 2 options. The first option is a loan from the bank; under the master lease program, that would be amortized over a 10 -year period. It would be set up as follows; Terni of Loan 10 years Interest Rate 3.03% Annual Payment $108,777.32 10 Year Cost $1.196,550.52 At the end of the loan, the County would own the equipment and should have several years of useful life left in the equipment. The second option would be to lease the equipment from the vendor or manufacturer. We obtained a lease proposal from Carter Machinery, Inc., out of Lynchburg: They are the local CAT dealer in Virginia. It would be set up as follows: Term of Lease 5 years Interest Rate 4.20% Annual Payment $16L636.52 5 Year Cost $808,182.60 10 Year Cost $1,616,365.20 This is assuming the County would turn the equipment in at the end of the first 5 years and would begin a second 5 -year lease with new equipment. We would be limited to 1500 hours per year per each piece of equipment, and would be subject to penalties for any additional hours. At the end of the lease, you would not own the equipment. Another option would be to purchase the equipment at the end of the lease, which would cost as follows: 5 Year Lease Cost $ 808,182.00 Equipment Cost at End of Lease 253,280,00 Total Cost $1,061.462.60 The 5 -year lease would be the lowest cost option, but your annual debt service payment would be $161,636, compared to $108,777 under the master lease program. Under the master lease program you are carrying interest costs for 10 years, as opposed to 5 years under the vendor lease program. As you are well aware, there are pros and cons associated with either- option. Some that come to mind are as follows: Pros for Vendor Leasing The landfill would have up to date equipment on a regular basis, which should in turn decrease annual maintenance costs. Most of the maintenance issues would more than likely be covered under warranties. if something breaks or has issues due to normal wear and tear, the leasing company is in charge of fixing the equipment. Leasing is more flexible and offers more options when it come to the type of equipment you get. If you find out it doesn't meet your needs, you aren't restricted by long term ownership. Pilo Industrial Development Authority of the County of Pittsylvania, Virginia Presented by: December 14, 2017 Pill December 14, 2017 Connie Gibson Procurement Manager Pittsylvania County P.O. Box 426 Chatham, VA 24531 Dear Connie, On Behalf of Grayson Patterson and myself, I am pleased to submit BB&T's Commitment Letter to The Industrial Development Authority of the County of Pittsylvania, Virginia for consideration. We appreciate the opportunity to work with the IDA and the County and have provided very competitive solutions for you to consider, which are outlined in the attached commitment letter. We are truly pleased to have the opportunity to present this commitment letter to the IDA and hope this will help lead to a long and mutually beneficial relationship between The Industrial Development Authority of the County of Pittsylvania, Virginia and BB&T. Sincerely, Matt Adkins Business Services Officer BB&T Commercial Banking P1 12 December 14, 2017 Industrial Development Authority of the County of Pittsylvania County, Virginia Pittsylvania County Purchasing Department 1 Center Street, Chatham, VA 24531 RFP # 20171110 ATT: Connie Gibson Branch Banking and Trust Company ('Bank") is pleased to offer its commitment to make the following loan(s) to The Industrial Development Authority of the County of Pittsylvania, Virginia ("Borrower"). This letter does not set forth all the terms and conditions of the loan(s) offered herein. Rather, it is only an outline, in summary format, of the major points of understanding which shall be the basis of the final Loan Documentation (all of which are collectively referred to as the "Loan Documents") which shall be drafted by Bank. The date on which the last of the Loan Documents is executed is hereinafter referred to as the "Closing Date". The Loan Documents shall have many terms and conditions not set forth herein, including but not limited to conditions precedent, representations and warranties, affirmative covenants, negative covenants, events of default, definition of terms, and other provisions customary to financing (1) by Bank generally and (2) of the type contemplated by this letter. LOAN FACILM: Purpose. There will be three separate facilities; two of which will be fully funded at closing. All of the proceeds shall be used as a financing vehicle that will provide funding for a variety of economic development related capital needs. The first taxable facility, not to exceed $1,050,000, will be fully funded at closing, the proceeds of which will be used to purchase and up -fit a 12,000 SF industrial facility located in Ringgold, VA. The second tax-exempt facility, not to exceed $1,755,000, will be fully funded at closing, the proceeds of which will be used to finance landfill equipment needs, a centrifugal water-cool chiller for the courthouse, and to purchase and renovate a library located in Mt. Henson. The third facility, not to exceed $1,100,000, will be issued on a commitment basis (funds to be drawn down no later than March 31", 2018), the proceeds of which will be used to match a grant to provide a pad ready site for a company locating in the Berry Hill Industrial Park. Total issuance costs of 2% of the aggregate loan amount ($78,100 based on the aggregate loan amount of $3,905,000) will also be fully funded at closing. The Borrower hereby certifies that no part of any real property acquired with the proceeds of or serving as collateral for the Loan offered herein has been acquired through the exercise of eminent domain by a governmental authority and will be used by the Borrower for private purposes. Interest Rate. Approved taxable rate of 4.39% for the $1,050,000 taxable facility which will be fully funded at closing, with one year interest only followed by 10 years fully amortizing. The fixed interest rate for the $1,100,000 taxable facility on commitment basis will be determined based on the Libor index + 1.50% at the time the funds are drawn. The Tax- exempt Bank Qualified rate for the $1,755,000 facility will be 3.59%, subject to an event of a Determination of Taxability. All interest shall be computed and charged for the actual number of days elapsed on the basis of a year consisting of three hundred sixty (360) days. Prepayment Fee. Each prepayment of the principal of the Loan, in whole or in part and whether voluntary, mandatory, or otherwise, shall be accompanied by the prepayment fee, if any, set forth in the Promissory Note evidencing the Loan (the "Note"). A Prepayment fee of 1% will be enacted for the life of the loan. Fees and Taxes. There will be no Origination Fee. Borrower agrees to pay any and all legal fees (including bank counsel), recording fees, documentary stamp and intangible taxes, and all other costs incurred by Bank in connection with the making, documenting, and closing the Loan. Repayment Terms. Semi -Annual Interest only for 12 months followed by Semi -Annual P+1 payments over a fully amortizing 120 month term. Collateral. To secure payment of the Loan, Borrower and/or Debtor shall grant, pledge, or convey to Bank the following collateral: An Assignment of Prime Lease between Pittsylvania County and the IDA of Pittsylvania County, VA. c im ,ue Tm Lm oMaw P113 December 14, 2017 Page 2 • An Assignment of Deed and Agreement of Financing Lease pertaining to lease back of property between Pittsylvania County and the IDA of Pittsylvania County, VA. • An Assignment of Lease on the Human Services Building located at 220 H.G. McGee Drive, Chatham, VA. OTHER TERMS AND CONDITIONS: The aforementioned credit facility (s) are hereinafter collectively called the "Credit". Guarantees. N/A Loan Agreement. The Borrower shall execute a comprehensive loan agreement which shall supersede any conflicting provisions of this Commitment Letter and all agreements formed by its acceptance, which shall contain, among other things: Financial Information. During the term of the Credit and as soon as available, Borrower shall provide to Bank, in form and content acceptable to Bank: • Its fiscal year-end Audited Financial Statement as soon as available and in any event within 270 days of Borrower's fiscal year-end. Other Documents and Terms. The Loan Documents may contain material terms and conditions designed to protect the position of Bank and its collateral. Bank shall require an opinion of the Borrower's counsel satisfactory to Bank and its counsel. Non -Assignability or Modification of Commitment. The commitment evidenced by this letter shall not be assignable by you. The terms of this letter may not be waived or modified unless such waiver or modification is expressly stated as such and specifically agreed to by the parties in writing and shall be enforceable. by Bank and it successors and assigns. The Loan Documents when executed shall evidence the final commitment to Borrower, and upon said execution, this letter shall have no further force or effect. Indemnification by Borrower. Borrower agrees to indemnify and hold harmless Bank from and against any and all claims, damages, liabilities and expenses which may be incurred by or asserted against Bank in connection with any proceeding arising out of this commitment or Borrower's use of the proceeds of the Credit. Confidentiality. Borrower shall keep the contents of this letter confidential. Basis of Commitment. The undersigned Borrower acknowledge that this Commitment is based materially upon financial information provided to it by Borrower and others, and the. undersigned Borrower and Guarantors hereby warrant and represent that such information was true and correct in all material respects when rendered and that no material change has occurred therein through the date of the execution of this Commitment. All material facts relating to the Credit or to the assets, business, profits, prospects, or conditions (financial or otherwise) of the Borrower have been disclosed to Bank by Borrower and Guarantors. Additionally, extension of funds will be subject to the acceptable receipt and review of the final executed leases serving as collateral. Voidability of Commitment. This Commitment shall be voidable at the option of Bank should any of the following events occur: 1. A material adverse change in Borrower's or Guarantor's business, or financial condition, or disposal of a material portion of its assets other than in the ordinary course of business. 2. A proceeding is commenced by or against Borrower under any bankruptcy or insolvency law. Camnionmt Lttret Tam Lort ofG}e1t P114 December 14, 2017 Page 3 3. A default by Borrower on any other obligation they may have for money borrowed. 4. Any change in management of Borrower unacceptable to Bank. 5. Should any law or regulation affecting Bank entering into the financing transactions contemplated hereby impose upon Bank any potential obligation, fee, liability, loss, claim, cost, expense, or damage which is not contemplated herein. 6. Any violation or breach by Borrower of the terms of this Commitment. 7. Should the Borrower fail to provide sufficient information to the Bank to permit verification of the identity of the Borrower in accordance with the USA Patriot Act. Acceptance and Closing Date. This Commitment shall expire if not accepted or extended in writing by the close of business on December 31', 2017 (the "Commitment Expiration Date'). If this Commitment is accepted, time being of the essence, the Credit made pursuant hereto must close on or before the close of business on January 31", 2018 (the "Closing Date"). Borrower acknowledges that the interest rate and other terns of the Credit outlined in the Commitment are based upon acceptance of this Commitment and closing of the Credit within the time periods set forth above and that these time periods are material factors in Bank offering this Commitment. However, Borrower shall retain the obligation, if the Commitment has been accepted, to pay any fees or expenses incurred by Bank in connection with the negotiation and preparation of this Commitment. If this Commitment is acceptable to you, please indicate your acceptance by signing in the space provided below and returning the original letter to me. A copy is enclosed for your records. Upon its acceptance and execution of this Commitment, the Borrower hereby certifies to Bank that: a. It is incorporated, organized or registered in the Commonwealth of Virginia. b. The name above is Borrower's exact legal name, Industrial Development Authority of Pittsylvania County, VA. c. Its Tax Identification Number is 52-1301728. We appreciate the opportunity to offer this Commitment to your company and look forward to establishing a continuing, mutually beneficial relationship. BB&T would be pleased to consider future financing opportunities as projects are identified so long as they are acceptable and reasonable within BB&T's credit and risk appetite. Sincerely, Matthew Adkins BB&T BRANCH BANKING AND TRUST COMPANY By: Matt Adkins Title: Business Services Officer Phone: (434)847-3899 Cwm tLeu Tv Lv of C, l P115 December 14, 2017 Page 4 Accepted: Borrower is a Corporation: Industrial Development Authority of Pittsvlvania County VA December 13, 2017 Name of Corporation Date By: Comie Gibson Title: Purchasing Manager C—i., lam Tam L6, of Gent P116 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2017-12-04 A RESOLUTION OF OFFICIAL INTENT TO REIMBURSE EXPENDITURES WITH PROCEEDS OF A BORROWING WHEREAS, the County of Pittsylvania, Virginia (the "County"), intends to undertake itself or through the Industrial Development Authority of Pittsylvania County, various capital improvements, including (without limitation) (a) the acquisition and installation of landfill equipment, (b) the acquisition and installation of centrifugal water-cooled chiller for the courthouse building, (c) the acquisition, renovation and equipping of an existing building to convert it for public library purposes and (d) economic development initiatives related to (i) the purchase and upfit of an industrial facility in the Ringgold area and (ii) the construction of a pad - ready site for the Berry Hill Industrial Park (collectively, the "Projects"); and WHEREAS, plans for the Projects have advanced, and the County expects to advance its own funds to pay expenditures related to the Projects (the "Expenditures") prior to incurring indebtedness and to receive reimbursement for such Expenditures from proceeds of tax-exempt bonds or taxable debt, or both; now, therefore, be it RESOLVED, by the Pittsylvania County Board of Supervisors this 19'h day of December, 2017, that 1. The County intends to utilize the proceeds of tax-exempt bonds or taxable debt (the "Bonds") in an amount not currently expected to exceed $3,905,000 to pay the costs of the Projects. 2. The County intends that the proceeds of the Bonds be used to reimburse the County or the Authority for Expenditures with respect to the Projects made on or after the date that is no more than 60 days prior to the date hereof. The County reasonably expects on the date hereof that it will reimburse the Expenditures with the proceeds of the Bonds or other debt. 3. Each Expenditure was or will be, unless otherwise approved by bond counsel, either (a) of a type properly chargeable to a capital account under general federal income tax principles (determined in each case as of the date of the Expenditure), (b) a cost of issuance with respect to the Bonds, (c) a nonrecurring item that is not customarily payable from current revenues or (d) a grant to a party that is not related to or an agent of the County so long as such grant does not impose any obligation or condition (directly or indirectly) to repay any amount to or for the benefit of the County. 4. The County intends to make a reimbursement allocation, which is a written allocation by the County that evidences the County's use of proceeds of the Bonds to reimburse an Expenditure, no later than 18 months after the later of the date on which the Expenditure is paid or the Projects is placed in service or abandoned, but in no event more than three years after the date on which the Expenditure is paid. The County recognizes that exceptions are available for certain "preliminary expenditures," costs of issuance, certain de minimis amounts, expenditures by "small issuers" (based on the year of issuance and not the year of expenditure) and expenditures for construction of at least five years. P117 5. The County intends that the adoption of this resolution confirms the "official intent" within the meaning of Treasury Regulations Section 1.150-2 promulgated under the Internal Revenue Code of 1986, as amended. 6. This resolution shall take effect immediately upon its passage. Adopted, this 19a' day of December 2017. PTTTSYLVANIA COUNTY BOARD OF SUPERVISORS ATTEST: David Smitherman, Clerk/County Administrator APPROVED AS TO FORM: J. Vaden Hunt, Esq. County Attorney Robert W. ("Bob") Warren, Chairman Robert W. "Bob" Warren, Chair Joe B. Davis, Vice -Chair Elton W. Blackstock, Jr. Ronald S. Scearce Jessie L. Barksdale Jerry A. Hagerman Tim R. Barber Vote Ayes _ Nays Abstentions P118 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: 2018-2019 CEDS List SUBJECT/PROPOSAL/REOUEST: 2018-2019 Regional Comprehensive Economic Development Strategy Priority Projects List STAFF CONTACT: Sides AGENDA DATE: 12/19/17 ACTION: ROLL CALL VOTE: ITEM NUMBER: 11(b) ATTACHMENT: (1) (1) 10/02/17 WPEDD Memorandum REVIEWED BY: JVH SUMMARY: Each year Pittsylvania County, Virginia (the "County"), works with the West Piedmont Planning District Commission ("WPPDC") in developing a list of projects to be included in the regional Comprehensive Economic Development Strategy ("CEDS"). Attached is the current 2018-2019 CEDS List. The County must submit its 2018-2019 project list, along with a letter of endorsement, by December 30, 2017. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: County staff recommends the Board of Supervisors approve the proposed CEDS list and authorize the County Administrator to send said list, and required EDA submittal letter, to the WPPDC to be incorporated into its regional 2018-2019 CEDS update. MOTION: "I make a Motion to approve the proposed CEDS Priority Projects List and authorize the County Administrator to send the same, and the required EDA submittal letter, to the WPPDC to be incorporated into its regional 2018-2019 CEDS update." P119 WEST PIEDMONT ECONOMIC DEVELOPMENT DISTRICT P.O. Box 5268 - Martinsville, VA 24115-5268 Telephone: 276-638-3987 Fax: 276-638-8137 Email:ImanningC5)wppdc.org October 2, 2017 MEMORANDUM TO: County Administrators, Counties of Franklin, Henry, Patrick, and Pittsylvania City Managers, Cities of Danville and Martinsville Manager, Town of Rocky Mount FROM: Leah Manning, Regional Economic Development Planner RE: Year 2018 Regional Comprehensive Economic Development Strategy Work on the 2018 CEDS update is underway. Once again, our CEDS timetable is March 31, 2018, to align with our planning grant. One of the first steps will be for all localities to begin planning and compiling their list of prioritized projects. A listing of the projects for the current CEDS is attached, along with blank forms on which to prepare your list for next year (April 1, 2018 - March 31, 2019) to coincide with this schedule. If additional pages are needed, please make extra copies of the enclosed sheets. To get the process started, we request that you and your staff carefully review the attached current project list to see if projects need to be added or deleted. Then, we ask that you update your list and indicate whether the projects are Priority I, 11, and III projects, as well as an indication of Type I, It, 111, IV, and V projects. Since the spreadsheet is already at a maximum for space, please combine the Project Type with the Project Priority column (see template included on separate tab within the file). Please note that, as with the previous CEDS updates, we are incorporating EDA Project Types as part of the project information since EDA requested that we provide a more detailed breakdown with regard to project priorities. Since 2011, the CEDS Committee decided to implement this methodology for the document. A guideline for the Project Types is also included for your convenience. In order to keep the CEDS development on track with the current schedule, we need your completed project list, along with a letter of endorsement from your locality (sample form letter enclosed) no later than Friday, December 29, 2017. We realize this is some time away; however, we want to make sure you have adequate time for planning since EDA will not consider funding projects not included on this list. In addition to EDA -eligible projects, please include CDBG, Rural Development, Appalachian Regional Commission, VDOT/Smart Scale grants, and any other grants or projects for which your jurisdiction plans to apply for funding during the period from April 1, 2018 - March 31, 2019. We also encourage localities to work together on regional projects for inclusion on the list and as potential GO Virginia opportunities. With regard to Priority I projects, please remember, if you are invited to submit an EDA preapplication/grant proposal, you will need a Preliminary Engineering Report and detailed project information. EDA sometimes invites Priority II and 111 projects as well as Priority I projects if the project planning progresses. If you have questions or need assistance, please let me know. Please remember that a project must be included on the project list to be eligible for EDA funding. If you have a grant underway at this time, be sure to include it on the list for next year in case there is a carryover to the next year by EDA for some reason. Therefore, if you have projects in the planning stage, be sure to include them. As you are aware, things can change during the year with regard to funding availability. Attachments P120 `LU r v/ Z W 2 IL0 W LLJ0 U_ 0 0 W F" `U V Cl) LU 0 Z wa 2� W a� �0 v a ao 0 X00 oCL Q. 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The County's Purchasing Department mailed out eight (8) copies of IFB # 20171130, advertised the same in two (2) local newspapers, posted the same on the County's public notice board, and posted the same on the County's website. Sealed Bids were due by 10:00 A.M. on December 18, 2017. Results from the bid opening will be distributed to the Board of Supervisors on December 19, 2017. FINANCIAL IMPACT AND FUNDING SOURCE: The lowest responsive bid amount will not be known until Monday, December 18, 2017. Accordingly, County Staff will submit their recommendation for award of IFB # 20171130 to the Pittsylvania County Board of Supervisors at their December Business Meeting. Said funds for this matter will need to come from the County's unappropriated surplus. Said funds may be repaid to the County's unappropriated surplus, if successfully included in the County's Master Lease Program. RECOMMENDATION: County staff recommends the Board of Supervisors award IFB # 20171130 to the lowest responsive bidder. MOTION: "I make a Motion to award IFB # 20171130 for the courthouse chiller replacement to as the lowest responsive bidder, and to appropriate $ from the County's unappropriated surplus." P125 1767 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS INVITATION FOR BID PITTSYLVANIA COUNTY WATER COOLED CHILLER IFB- 20171130 NOVEMBER 30, 2017 CONNIE GIBSON, PURCHASING MANAGER (434) 432-7744 P126 INVITATION FOR BIDS Issue Date: November 30, 2017 IFB# 20171130 Issuing: Pittsylvania County, Virginia, Purchasing Department Title: Chiller and Pump Replacement Sealed Bids Will Be Received Until 10:00 A.M., December 18, 2016, and then publicly opened, for furnishing the following described equipment, materials, and/or services, for delivery and/or performance. Public opening will be in the conference room located at 1 Center Street, Chatham, VA 24531. Bids received after the deadline will be disqualified. Mailing address: Connie Gibson Pittsylvania County Purchasing Department P.O. Box 426 —1 Center Street Chatham, VA 24531 Copies of the Bid Documents may be obtained at the Purchasing Department located in County Administration Building 1 Center Street, Virginia, at no charge. You may also download this bid at www.piusylvaniacountyva.gov website. All inquiries for bid information should be directed to: Connie Gibson, Purchasing Manager, telephone number: (434) 432-7744, Fax: (434) 432-7746, or connie.gibsonOpitteov.ore. Please mark outside of envelope as follows: IFB 20171130 Chiller and Pump Replacement Pre -Bid Mandatory Conference — There will be a mandatory pre-bid conference on Friday, December 8, 2017, at 10:00 a.m., in the County Administration Conference Room, 1 Center Street, Chatham, Virginia. Representatives from Building and Grounds will be available to discuss our needs and answer any questions. We will tout the areas the chiller is to be installed Note: The County of Pittsylvania, Virginia does not discriminate against faith -based organizations in accordance with the Code of Virginia, §§ 2.2-4343.1, 1950 as amended or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating to discrimination in employment or contracting. P127 In compliance with this invitation forbids, and subject to all the conditions thereof, the undersigned offers, if this bid is accepted within (60) calendar days from the date of the opening, to famish any or all of the items and/or services upon which prices are quoted, at the price set opposite each item, to be delivered at the time and place specified herein. The undersigned certifies he has read, understands, and agrees to all terms, conditions, and requirements of this bid, and is authorized to contract on behalf of firm named below. Name and Address of Firm: Telephone Number: e-mail: Date By: Signature Print Name Title FIN: REFERENCES: Provide at least 3 references that you currently provide inspections. Please include the company's name, contact person and phone number. 1. 2. 3. P128 L PURPOSE The Purpose and Intent of this Invitation for Bid is to establish a firm fixed price contract with one (1) qualified source to furnish, deliver and install a Water Cooled Chiller for Pittsylvania County Court House, in accordance with the specifications, terms and conditions stated herein. Because of the nature of this equipment being in the Courthouse, work will need to be preformed hi a timely manner. CONTRACT ADMINISTRATOR/PROJECT MANAGER: As the Contract Administrator, the following individual, or his designee, shall serve as the interpreter of the conditions of the contract and in the coordination and scheduling of the installation of the chiller. Darrell Dalton: Director of Building and Grounds 2. SCOPE OF SERVICE A. CHILLER Contractor shall provide all necessary parts, labor, tools, materials, equipment and resources as may be required to furnish, deliver and install one (1) new 135- ton centrifugal water- cooled chiller with 2 separate circuits. • Remove existing chiller and piping and dispose off- site. • Provide new piping connectors with shutoff valves, flex connectors, gauges and thermometers. • Insulate new piping to match existing. • One new monitor shall be provided and installed with sensor, alarm and strobes. • Clean up site after work is completed. B. FREON Monitor One new monitor shall be provided and installed with sensor, alarm and strobes in the mechanical room. C. AUTOMATION SYSTEM Replace Metasys/Johnson control, automation system Contractor shall perform pre -functional testing and start-up, including a demonstration of full operational capabilities of the equipment and to provide training to staff. Because the chiller is located in the Courthouse, all work will need to be coordinated with the Director of Building and Grounds. Contractor must obtain a Building Permit with Pittsylvania County, at no cost. 3. QUALIFICAITIONS a) Offeror shall have at least five (5) years' experience in providing the services on equipment of the type described in this IFB. P129 b) Technicians participating in this project shall be properly trained and qualified to perform required inspections, testing, and installation services on the type equipment included in the IFB. 5. COST The bid prices shall be for the complete delivery and install ready for Pittsylvania County use, and shall include all applicable freight charges; extra charges will not be allowed for shipment to multiple locations. Expense cost such as travel shall be included in the base price. LOCATION MANUFACTURE MODEL# COST Chiller and Replacement $ Freon Monitor $ Automation Control replacement $ TOTAL $ Extended Warranty on equipment $ $ Warranty The contractor shall include at least a one (1) year warranty on all work and equipment. Include a price for an extended warranty on equipment. This cost will not be part of the award. SPECIAL TERMS AND CONDITIONS ADDITIONAL SERVICES: In the event that the County requires additional services of a similar nature as those included in the scope of services in this solicitation, the Contractor shall provide the County with a written estimate of the total costs to complete the work required. If the County determines that the estimated price is not fair and reasonable, it has the right to ask the Contractor to reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, the County reserves the right to obtain additional quotes from other vendors. P130 2. ADDITIONAL USERS: This procurement is being conducted on behalf of the Pittsylvania County Board of Supervisors, state agencies, institutions and other public bodies who may be added or deleted at any time during the period of the contract. The addition or deletion of authorized users not specifically named in the solicitation shall be made only by written contract modification issued by this agency or institution and upon mutual agreement of the contractor. Such modification shall name the specific agency added or deleted and the effective date. The contractor shall not honor an order citing the resulting contract unless the ordering entity has been added by written contract modification. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty (60) days. At the end of the 60 days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. 4. BID PRICES: Bids prices shall be in the form of firm, fixed, delivered unit price, in accordance with the specifications and terms and conditions identified herein. All prices shall include all direct and indirect costs such as travel, disposal fees, permits, profit and overhead, supervision, etc. 5. BRAND NAME SPECIFIED: The manufacturers specified in Scope of Service, is the only manufacturer that is acceptable. Substitute manufacturers will not be accepted. Bids will be considered non-responsive if other than the specified manufacturer is specified. 6. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless the County of Pittsylvania, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence of the County or to failure of the County to use the materials, goods, or equipment in the manner already and permanently described by the contractor on the materials, goods or equipment delivered. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the County's satisfaction at the contractor's expense. 8. NON -APPROPRIATION BY PUBLIC BODY: Bidder acknowledges that Pittsylvania County is a governmental entity, and that contract validity is based upon the availability of public funding under the authority of the Board of Supervisors. In the event that public funds are unavailable and/or not appropriated for the performance of the County's obligations under any contract, then the contract shall automatically expire without penalty to the County upon receipt of written 30 -day notice by the County to the Contractor of the unavailability and/or non -appropriation of public funds. P131 9. AWARD: An award will be made to the lowest responsive and responsible. Evaluation will be based on grand total. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for prompt payment will not be considered in making awards. Pittsylvania County reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award. 10. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award, as a result of this solicitation, the County will publicly post such notice on the Pittsylvania County website (www.pittsylvaniacountyva.gov) and at the County Administration Building, located at 1 Center Street, Chatham, VA, 24531 1 LSECURTTY Contractors staff may be subject to background checks. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PURCHASING DEPARTMENT I. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS/OFFERORS 1. Reservation of County Rights: The County reserves the right to accept or reject any or all bids, to waive any informality and to make an award to a party other than the low bidder, if deemed in the best interest of the County, subject to the provisions under the Virginia Public Procurement Act. The County does not discriminate against faith -based organizations. 2. Laws of the Commonwealth: Any purchase order/contract resulting from this bid process shall be governed; in all respects whether as to its validity, construction, capacity, performance or otherwise; by the laws of the Commonwealth. Successful bidders providing goods to the County herewith assure the County that they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2-4311 of the Virginia Public Procurement Act which provides: In every contract of over $10,000 the provisions in 1 and 2 below apply: (1) During the performance of this contract, the contractor agrees as follows: A. Nondiscrimination Clause: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to P132 discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. (2) Subcontractors: The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. (3) Drug Free Workplace — During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that such provision will be binding upon each subcontractor or vendor. 3. Tax Exemption: The County is exempt from State sales, and use taxes and will issue a Certificate of Exemption upon request. Deliveries against any items of this bid procedure shall be free from any excise or transportation taxes. Excise exemption registration NO. 54-600-1508 may be used when required or necessary on behalf of the County. 4. Modifications, Additions, or Changes: Modifications, additions, or changes to the terms and conditions of this invitation to bid may be cause for rejection of your bid. All bids shall be entered on the official bid forms, if provided. Bidders who attach or submit bids on their or any other forms may be considered unresponsive and may be rejected if an official bid form is provided. 5. Delivery Point: Except when otherwise specified herein, all items shall be F.O.B. delivered to any point within the County as directed by the Central Purchasing Department. 6. Transportation and Packaging: PI 33 The authorized agent by signing this bid certifies and warrants that the bid price offered for F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is based on the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description and number, size and quantity. 7. Evaluation of Bid Documents: If any prospective bidder is in doubt as to the true meaning of any part of the specifications or other bid documents, the prospective bidders shall submit a written request, within the time frame provided, after receipt of the invitation to bid to the Central Purchasing Department. The Central Purchasing Department will have final authority to review any discrepancies or deficiencies in the specifications and then make the necessary interpretations or revisions. Interpretations or revisions shall be made official by the issuance of any necessary addendum and distributed to all potential bidders. The Central Purchasing Department will not be responsible for explanations or interpretations of the bid documents, except as issued in writing by the Purchasing Manager and/or County Administrator. 8. Default: In the case of default by the successful bidder or failure to deliver the goods or services ordered by the time specified, the Department of Central Purchasing, after due written notice may procure these goods or services from other sources and hold the defaulting vendor responsible for any excess cost occasioned thereby. 9. Anti -Collusion Certification: The authorized agent by signing this bid certifies and warrants that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The signing agent understands collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The signing agent also agrees to abide by all conditions of this bid and certifies that he or she is duly authorized to sign this bid for the bidder represented herein. 10. Kickbacks: The signing agent certifies and warrants that neither he/she nor the bidder from whom he/she is authorized to act has offered or received any kickback from any other bidder, suppliers, manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchange. Further, no person shall demand or receive any payment, loan, subscription, advance, deposit of money, services or anything of value in return for an agreement not to compete on a public contract. P134 11. Gifts by Bidder, Offeror, Contractor, or Subcontractor No bidder, offeror, contractor, or subcontractor, shall confer on any public employee or official having formal responsibility for a procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. 12. Termination/Cancellation of Contract: Subject to the provisions below, the contract may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience In the event that this contract is terminated or cancelled upon request and for the convenience of the County, without the required thirty (30) days advance written notice, then the County shall negotiate reasonable termination costs, if applicable. B. Termination for Cause Termination by the County for cause, default or negligence on the party of the appraiser or firm shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination of Cause. C. Non-Aymromriation Clause/Tennination due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be cancelled and the contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. 13.Quantifies: Quantities set forth in this invitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such total quantities are more or less than those shown. 14. Orderine: All orders from the County shall be issued by the Central Purchasing Department. A County purchase order number is required for the contract; yet partial order quantities and deliveries will be accepted upon request or as outlined in the Special Specifications, by the Central Purchasing Department. No other department or personnel other than those in the Central Purchasing Department of the County are qualified to issue purchase orders, make changes in orders, or accept delivery on orders under this contract without specific written authorization being received by the contractor from the Central Purchasing Department or as otherwise specified in the Special Specifications. 15. InvoicesBilline Process: P135 Invoices for items ordered, delivered, and accepted by the Central Purchasing Department or authorized departments shall be submitted by the contractor directly to the Accounting Department, at the address shown on the purchase order. The purchase order number must be referenced on all invoices regardless of quantities delivered, backordered, etc. Any outstanding quantities not included in the billing or invoice should be shown on a separate statement specifically marked, as not being an invoice for payment yet is an accountability of items and cost outstanding. 16. Discounts: All bids will be evaluated and awarded on net prices. Cash discounts will not be considered in making awards. If cash discounts for prompt payment are offered, it must be clearly shown on the bid forms in the space provided. On monthly invoices any payment terms must be clearly marked. The County will attempt to take advantage of any such discounts provided our timetable allows us to do so. 17. Hold Harmless: The successful contractor assumes and agrees to indemnify, defend and hold harmless Pittsylvania County, Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, labor, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence on the part of the using agency or to the manner outlined by the contractor and description literature or specifications submitted with the contractor's bid. 18. Warranty: The contractor shall provide warranty documents on any material, goods or equipment of any kind or nature provided by the contractor, his subcontractor or other agents. The wananty shall be in effect for the period of time specified. 19. Contractual Intent Upon successful award of this bid by the County, it is the County's intent to have a written contract fully executed by all participating parties. This contract shall delineate the capacity, performances and considerations for all parties involved. The contents of the bid submitted by the successful bidder and the bid specifications shall become a part of any contract awarded as a result of these specifications. The successful vendor will be expected to sign a "Standard Contract for Services" with the County. 20. Insurance By signing and submitting a bid/proposal under this solicitation, the Bidder/Offeror certifies that if awarded the contract, it will maintain all required Worker's Compensation, Employer's Liability, Commercial General Liability and Automobile Liability insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Copies of insurance certificates shall be submitted with all bids/proposals. P136 21. Use of Name Brands Within These Specifications: The name of a certain brand, make, manufacturer, or definite specification is to denote the quality to the specific brand, make, manufacturer, or specification named; it is to set forth and convey to prospective bidders the general style, type, character and quality of article desired, and wherever in specifications or contract documents a particular brand, make of materials, device or equipment shall be regarded merely as a standard. Any other brand, make of material, device or equipment which is recognized the equal of that specified, considering quality, workmanship and economy of operation and is suitable for the purpose intended, shall be considered responsive to the specifications. 22. Access To Records: The County Administrator or his duly authorized agent, shall, until the expiration of three (3) years following the final payment on this Agreement, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Lessor and Assignee involving transactions related to this Agreement. Lessor and Assignee shall have the reciprocal right, until the expiration of three (3) years following final payment on this Agreement, to have access to and examine and copy any directly pertinent books, documents, papers and records of the County Administrator in the event of litigation or arbitration involving this Agreement, rights of access, examination and copying hereunder granted to Lessor, Assignee, and Lessee shall continue until such claims have been finally disposed of. P137 M STATEMENT OF DISCLAIMER (BID OR RFP #) This is to certify that no employee, official, or elected officer of the County of Pittsylvania has a proprietary interest in the company, corporation, partnership, or other organization, furnishing the goods and/or services, or stands to benefit personally from the furnishing of such goods or services as referenced above. STATE OF FIRM: BY: TITLE: . To -Wit: I, the undersigned, a Notary Public in and for the State aforesaid, whose commission as such will expire on the day of , 20 , do hereby certify that the foregoing statement bearing date of whose name(s) is/are signed to 20 , this day personally appeared before me in the State aforesaid and acknowledged the same before me. GIVEN under my hand and seal this day of 20 Notary Public P138 CONTRACTOR ELIGIBILITY CERTIFICATION This is to certify that this person/firm/corporation has not been barred from bidding on contracts by any agency of the Commonwealth of Virginia, nor is this person/firm/corporation a part of any film/corporation that has been barred from bidding on contracts by any agency of the Commonwealth of Virginia. Name of Official Title Firm or Corporation P139 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING EXECUTIVE SUMMARY AGENDA TITLE: Appointment to the Pittsylvania County Planning Commission (Tunstall Representative) SUBJECT/PROPOSAL/REOUEST: Planning Commission appointment for Tunstall District STAFF CONTACT: Flippen AGENDA DATE: 12/19/17 ACTION: 0 ROLL CALL VOTE: REVIEWED BY: JVH ITEM NUMBER: 12(a) SUMMARY: The tern for the Tunstall District Representative on the Pittsylvania County Planning Commission expires on December 31, 2017. Morris Stowe currently holds this position and is eligible for re -appointment. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: Staff submits this for the Board of Supervisors' review and consideration. MOTION: "I make a motion to appoint as the Tunstall District Representative on the Pittsylvania County Planning Commission for a four (4) year term commencing on January 1, 2018 and ending on December 31, 2022." P140