03-20-2018 Business Meeting PKT
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, March 20, 2018 – 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 VOTES)
1. CALL TO ORDER
2. ROLL CALL
3. MOMENT OF SILENCE
4. PLEDGE OF ALLEGIANCE
5. ITEMS TO BE ADDED TO AGENDA
6. APPROVAL OF AGENDA
7. HEARING OF CITIZENS
a. Hearing of Citizens Statement: The Board of Supervisors encourage the citizens to
voice their concerns during the Hearing of the Citizens portion of the Business
Meeting, which are very important to the Board Members. However, it is not a
question and answer session. Speakers will be called in the order in which they have
signed up. Anyone wishing to speak will be allowed three (3) minutes. When the
amber light comes on, the speaker has approximately one (1) minute left to finish
their topic.
8. CONSENT AGENDA
a. Minutes for: February 9-10,2018 BOS Retreat; February 20, 2018 Board Meetings
b. Ratify Resolution 2018-02-02; Carolyn Jarrett
c. Proclamation - National Agriculture Week: March 18-24, 2018
Business Meeting - March 20, 2018
d. Proclamation - National Red Cross Month, March 2018
e. Proclamation: National Service Recognition Day-April 3, 2018
9. PUBLIC HEARINGS
A. Rezoning Public Hearings
Case 1: Rezoning Precepts REZONING CASES LADIES&
GENTLEMEN: PURSUANT TO ARTICLE V,
DIVISION 6 OF THE PITTSYLVANIA COUNTY
ZONING ORDINANCE, WE, THE BOARD OF
SUPERVISORS HAVE BEEN EMPOWERED TO
HEAR & DECIDE SPECIFIC ZONING ISSUES
AND ZONING MAP CHANGES IN SUPPORT
OF SAID ORDINANCE. IN ACCOMPLISHING
THIS IMPORTANT TASK, WE ARE
RESPONSIBLE FOR PROMOTING THE
HEALTH, SAFETY & GENERAL PUBLIC
WELFARE OF THE CITIZENS OF
PITTSYLVANIA COUNTY. WE MUST
ENSURE THAT ALL OF OUR DECISIONS AND
REGULATIONS BE DIRECTED TO THESE
GOALS & THAT EACH BE CONSISTENT WITH
THE ENVIRONMENT, THE COMPREHENSIVE
PLAN, & IN THE BEST INTEREST OF
PITTSYLVANIA COUNTY, ITS CITIZENS, AND
ITS PROSPERITY. ANYONE HERE TO SPEAK
TO THE BOARD REGARDING ZONING CASES
WILL BE LIMITED TO 3 MINUTES.
Case 2: Rezoning Case R-18-005: B. G. & Judy Haymore; Westover
Election District RC-1, Residential Combined
Subdivision District to R-1, Residential Suburban
Subdivision District R-1, Residential Suburban
Subdivision District to RC-1, Residential Combined
Subdivision District
Case 3: Public Hearing on Proposed Amendments to Pittsylvania County
Board of Supervisors Bylaws - Vaden Hunt
Case 4: Public Hearing-Master Lease Financing Program-Kim Van Der
Hyde
10. INFORMATION ITEMS
11. NEW BUSINESS
a. Award of Bid for Chatham Train Depot Parking Lot Extension
b. Green Box Bids - Richard Hicks
Business Meeting - March 20, 2018
c. VDOT Stormwater Agreement - Cedar Hill Sbdivision
d. Pet Center Projects-Appropriation of Grant Funds-Kim Van Der Hyde
e. Executive Coaching and Training-Danville Regional Foundation Grant
Appropriation-Kim Van Der Hyde
f. CIT Assessment Site Program-Appropriation of Grant Funds-Kim Van Der Hyde
12. MATTERS FROM WORK SESSION (IF ANY)
13. APPOINTMENTS
14. BOARD ANNOUNCEMENTS
15. REPORTS FROM COUNTY ADMINISTRATOR (IF ANY)
16. ADJOURNMENT
17. ACTION ITEMS
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Hearing of Citizens Statement: The Board of Supervisors encourage the
citizens to voice their concerns during the Hearing of the Citizens portion
of the Business Meeting, which are very important to the Board Members.
However, it is not a question and answer session. Speakers will be called
in the order in which they have signed up. Anyone wishing to speak will
be allowed three (3) minutes. When the amber light comes on, the
speaker has approximately one (1) minute left to finish their topic.
Staff Contact(s): Rebecca Flippen
Agenda Date: March 20, 2018 Item Number: 7.a
Attachment(s):
Reviewed By:
7.a
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Minutes for: February 9-10,2018 BOS Retreat; February 20, 2018 Board
Meetings
Staff Contact(s): Rebecca Flippen
Agenda Date: March 20, 2018 Item Number: 8.a
Attachment(s): 02-09-2018 BOS Retreat
02-20-2018 Business Meeting draft
Reviewed By:
SUMMARY:
FINANCIAL IMPACT AND FUNDING SOURCE:
RECOMMENDATION:
MOTION:
8.a
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ RETREAT
THE BERRY HILL RESORT & CONFERENCE CENTER
2105 RIVER ROAD, SOUTH BOSTON, VIRGINIA 24592
FEBRUARY 9-10, 2018 (FRIDAY & SATURDAY)
RETREAT MINUTES
FRIDAY; FEBRUARY 9, 2018:
Call to Order: Retreat called to order in Classroom “C” by Chairman Warren at 3:00 PM.
Pittsylvania County Board of Supervisor (“BOS”) members in attendance: Supervisor
Farmer; Supervisor Scearce; Chairman Warren; Supervisor Blackstock; Supervisor
Davis; and Supervisor Miller (arrived at 3:08 PM); (note: Supervisor Barber absent)
Pittsylvania County Staff (“County Staff”) in attendance: David M. Smitherman (County
Administrator); J. Vaden Hunt, Esq. (County Attorney); Kimberly Van Der Hyde
(Finance Director); Gregory L. Sides (Assistant County Administrator); and Richard N.
Hicks (Assistant County Administrator)
Others in attendance: Dr. Joey Faucette (Moderator); Ceillie Simkiss (DRB Reporter)
Warren’s Introduction: Warren started meeting by welcoming all Retreat attendees,
thanking them for taking the time to attend the Retreat, and stated he was excited for the
Retreat.
Warren then introduced Faucette, the Retreat’s Moderator.
Faucette’s Introduction/Retreat Kickoff/Commencement of Moderation: Faucette further
introduced himself, set Retreat roadmap and guidelines, discussed “Best County in
Virginia” goal for Pittsylvania County and how the Retreat can assist in attaining said
goal, and thanked the Dan River Regional (“DRF”) Foundation for providing Retreat
funding.
Icebreaker: Faucette led Retreat attendees in “two truths and one lie” icebreaker exercise.
The Ideal Team Player: Faucette then discussed The Ideal Team Player (“ITP”) book,
and how it has become the framework by which the Pittsylvania County Leadership
Team (“PCET”) analyzes County employment/administration situations.
Faucette led Retreat attendees on an exercise where everyone wrote three qualities of an
ITP on a notecard.
The above exercise’s results were discussed by Retreat attendees.
Faucette then led discussion and conducted an exercise where Retreat attendees broke
into small groups and determined examples of humble, hungry, and smart (“HHS”)
individuals.
The above results were then discussed by and among Retreat attendees.
Retreat attendees then conducted a HHS self-assessment and the results were discussed,
Retreat attendees then did the following related to HHS: (1) reviewed and discussed
HHS archetypal HHS diagram; (2) discussed HSS change in PCET decisions with
anecdotal examples; and (3) discussed potential HHS applicability to BOS.
Recess: Retreat recessed at 6:10 PM for dinner,
Dinner occurred in the Mansion from 6:10 PM – 8:45 PM.
Reconvene: Retreat reconvened in Classroom “C” at 8:45 PM.
8.a.a
Packet Pg. 6 Attachment: 02-09-2018 BOS Retreat (1084 : February 2018 Minutes)
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Faucette reviewed afternoon session take aways, set stage from tomorrow’s Retreat
activities, and informed, due to the unexpected length of dinner, that the Myers -Briggs
personality assessment would occur at a future meeting.
Adjournment: Friday’s Retreat session adjourned at 8:50 PM.
SATURDAY; FEBRUARY 10, 2018:
Breakfast: Breakfast occurred in Classroom “C” from 8:00 AM – 8:30 AM.
BOS Members in attendance: Supervisor Farmer; Supervisor Scearce; Chairman Warren;
Supervisor Blackstock; Supervisor Davis; Supervisor Miller; and Supervisor Barber
(arrived at 12:30 PM)
County Staff in attendance: David M. Smitherman (County Administrator), J. Vaden
Hunt, Esq. (County Attorney), Kimberly Van Der Hyde (Finance Director), Gregory L.
Sides (Assistant County Administrator), and Richard N. Hicks (Assistant County
Administrator)
Others in attendance: Dr. Joey Faucette (Moderator); Ceillie Simkiss (DRB Reporter)
Call to Order: Second day of Retreat called to order in Classroom “C” by Chairman
Warren at 8:30 AM.
Faucette Moderation: Faucette discussed takeaways from yesterday, set today’s Retreat
schedule, and recapped ITP.
Faucette then asked for take aways from yesterday from County Staff/BOS; said
takeaways/discussion points included the following: (1) BOS/PCET relationship
improvement; (2) changing adversarial to collegial relationship between BOS/PCET; (3)
increased PCET accountability; (4) BOS/PCET self-improvement areas; (5) roles of
PCET/BOS in County governance; and (5) how PCET/BOS’ diverse backgrounds create
stronger team.
“Best County in Virginia Goal”: Faucette lead discussion on importance of defining
exactly what it means for Pittsylvania County to be the best County in Virginia.
Faucette split Retreat attendees into three groups and asked them to define the above.
Each group then presented the above.
Faucette then collected the common themes from the three groups’ best County in
Virginia brainstorming definitions; said commonalities included the following: (1)
financial stability; (2) youth retention and attraction; (3) informed and participatory
citizenry; (4) quality of life; (5) strategic economic development; (6) infrastructure; (7)
work force development; (8) good public safety; and (9) quality public schools.
Recess: Retreat recessed from 10:45 AM – 11:00 AM to allow for checkout.
Reconvene: Retreat reconvened in Classroom “C” at 11:00 AM.
Strengths, Weaknesses, Opportunities, and Threats (“SWOT”) Analysis: Faucette split
Retreat attendees into three groups and asked them to brainstorm and conduct a SWOT
analysis of the County.
Each group then presented to the full group its SWOT analysis.
Faucette then analyzed common SWOT themes and stated he would compile a SWOT
report to be sent to Retreat attendees at future date.
Recess: Retreat recessed at 12:05 PM for lunch.
Lunch: Lunch occurred in the Tavern from 12:05 PM – 1:00 PM.
8.a.a
Packet Pg. 7 Attachment: 02-09-2018 BOS Retreat (1084 : February 2018 Minutes)
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Reconvene: Retreat reconvened in Classroom “C” at 1:06 PM (note: Supervisor Barber
arrived at 12:30 PM).
Faucette Moderation: Faucette split Retreat attendees into groups and asked each group
to come up with important topics affecting the County to be discussed during the
Retreat’s afternoon session.
Afternoon Discussion Topics: Each group presented topics it desired to discuss in the
afternoon Retreat session; Faucette distilled the above into the following common topics:
(1) Landfill; (2) Economic Development Planning and Funding; and (3) Fire and EMS.
Landfill: Faucette split the Retreat attendees into two-person groups and asked them to
brainstorm Landfill subtopics and present the same.
Faucette then moderated a discussion related to the following common Landfill
subtopics: (1) asset stewardship/return on asset; (2) cell opening/closing costs and
schedule and equipment costs; (3) future of solid waste fee; (4) solid waste enforcement
options/future; (5) outside trash; (6) landfill technology; and (7) discussed landfill study
and analytics.
Recess: Retreat recessed from 2:30 PM - 2:45 PM.
Reconvene: Retreat reconvened in Classroom “C” at 2:45 PM.
Economic Development Planning and Funding: Faucette split the Retreat attendees into
two-person groups and asked them to brainstorm Economic Development (“ED”)
subtopics and present the same.
Faucette moderated a discussion related to the following ED subtopics: (1) what is an
ED win?; (2) how to calculate ED ROI; (3) whether or not to set aside ED funds or make
ED self-sustaining; (4) ED risk tolerance; (5) ED incentive investment matrix; (6) the
County’s ED sweet spot and strategic workforce development; (7) ED necessary
infrastructure; (8) use of state/federal monies for ED; (9) geographic County ED
focus/equitable ED distribution (especially in Northern part of County); (10) City of
Danville’s electric rate’s impact on County/regional ED; and (11) current Mega Park
failures.
Recess: Retreat recessed from 3:50 PM - 4:05 PM.
Reconvene: Retreat reconvened in Classroom “C” at 4:05 PM.
Fire and EMS: Faucette split the Retreat attendees into two-person groups and asked
them to brainstorm Fire and EMS subtopics and present the same.
Faucette moderated a discussion related to the following Fire and EMS subtopics: (1)
funding; (2) Chris C. Slemp’s (County’s Public Safety Officer) long term Fire and EMS
goal/vision; (3) poor County EMS and Fire response rate; (4) volunteer v. paid Fire and
EMS services; (5) hard v. soft emergency billing; (6) Fire and EMS accountability; (7)
standardization of Fire and EMS equipment; and (8) BOS/Volunteer Rescue Agency
relationship/perception.
Closing Remarks: Faucette again thanked the DRF for providing Retreat funding,
Retreat attendees providing their Retreat take ways, and Faucette discussed next action
steps.
Adjournment: Retreat officially adjourned at 5:00 PM.
8.a.a
Packet Pg. 8 Attachment: 02-09-2018 BOS Retreat (1084 : February 2018 Minutes)
February 20, 2018
Business Meeting
Pittsylvania County Board of Supervisors
Business Meeting
February 20, 2018
VIRGINIA: The Business meeting of the Pittsylvania County Board of Supervisors was
held on Tuesday, February 20, 2018 in the General District Courtroom of the Edwin R. Shields
Courthouse Addition in Chatham, Virginia. Chair Robert W. “Bob” Warren, called the meeting
to order at 7:00 p.m. The following members were present:
Tim R. Barber Tunstall District
Joe B. Davis Dan River District
Ronald S. Scearce Westover District
Charles H. Miller, Jr. Banister District
Ben L. Farmer 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. Karen
Hayes, Interim Zoning Administrator, 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 Closed
Session items to the agenda:
(1) Legal Authority: VA Code §2.2-3711(A)(1)
Subject Matter: County Administrator
Purpose: Discussion of Job Performance
(2) Legal Authority: VA Code §2.2-3711(A)(8)
Subject Matter: Department of Social Services
Purpose: Discussion of Employment Situation/Legal Implications
Mr. Scearce’s motion was unanimously approved by the Board.
Approval of Agenda
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the agenda with
the additional item, and the following Roll Call Vote was recorded: Mr. Barber -Yes; Mr.
Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr.
Warren-Yes. Mr. Blackstock’s motion was unanimously approved by the Board.
Hearing of the Citizens
8.a.b
Packet Pg. 9 Attachment: 02-20-2018 Business Meeting draft (1084 : February 2018 Minutes)
Board of Supervisors
Business Meeting
February 20, 2018
Lisa Tuite from the Banister District and Director of the Pittsylvania County Public
Library system, submitted a petition signed by over 1000 patrons of the library, which was in
response to a County Connection article posted on January 10, 2018 by Mr. Smitherman in
which he posed a rhetorical question on what kind of services would citizens be willing do
without in order the help balance the proposed FY2019 Budget; the library being one of those
services. Ms. Tuite stated that everyone appreciated the Board’s support of the library in the
past. The supported petition stated the patrons would not be happy without a library system for
the some of the following reasons:
1. Accessibility to new books, audiobooks, DVDs, digital material
2. Accessibility to computers and the internet, reference help and databases, printers,
scanners, and faxes in order to continue education, finds jobs and services, start or
sustain small businesses, and connect with family and friends
3. Their value of the programs offered through the library such as early literacy, lifelong
learning, and help in building a stronger, happier and healthier community; and
4. Their value of the investment that as a community they have made to the library
system for almost 80 years.
Deborah Dix of the Chatham/Blairs District was surprised and questioned Sheriff
Taylor’s comments during the Board’s Work Session concerning “paid protesters”, and believes
his comments were exaggerated on “paid protestors” coming to the County concerning the
proposed Mountain Valley Pipeline.
Deborah Dix of the Chatham/Blairs District appreciates the Pittsylvania Pet Center and
was glad they were here. She feels the animals are taken care of much better than the County
staff would have been able to and the cats are being adopted out now.
Wayne Robertson fo the Chatham/Blairs District and had three things to speak on:
1) He appreciated the Hearing of the Citizens portion of the Board’s meetings that
allows citizens to come and speak out on issues importmant to them;
2) On the matter of the extra security that has been installed in the courthouse,
Mr. Robertson felt it is unnecessary and burdensome, and creates a hostile environment for those
wanting to come to the courthouse, clerks’ offices’, and Commissioner’s office to do business
with the County. Mr. Robertson thanked Mr. Warren for speaking with him earlier on this
concerning this matter and had suggested Mr. Robertson write to all the judges within the
Courthouse concering this matter. Mr. Robertson thought about that and felt it would be better
coming from the Board to ask the judges to pull back some of this unnecessary security. He
understands for a high profile trial, but on a normal basis it’s not necessary.
3) He heard about the possibility of re-instating the trash tax and asked the Board
to not do that. It is too burdensome on property owners who lease/rent out and it was not their
place to be collecting taxes for the County.
Hubert Hudson of the Tunstall District reminded the Board that they worked for the
citizens of Pittsylvania County and not for the County Administrator. Mr. Hudson watched as
the Board took action on the recommendation of the County Administrator to borrow $5 million
and wants to know how that money was spent. Mr. Hudson wanted to know how the County
could be in a financial crisis if they had just borrowed $5 million. Mr. Hudson stated he as read
the threats of cutting services in order to balance the budget, such as to the Sheriff’s Department,
Fire and Rescue, the Library, Parks and Recreation, due to the poor decisions of previous
administrations and boards. Mr. Hudson stated that for the majority of the Board, this was not
their first year serving, and that should offend them. Mr. Hudson stated that he wanted the Board
to start doing their job.
8.a.b
Packet Pg. 10 Attachment: 02-20-2018 Business Meeting draft (1084 : February 2018 Minutes)
Board of Supervisors
Business Meeting
February 20, 2018
Willie Fitzgerald of the Banister District is part of a group called Pittsylvania Together.
It is compromised of all races and faiths. Mr. Fitizgerald stated the group is planning to meet on
the courthouse steps on Sunday, February 25, 2018 at 5:00 PM with prayers and support for the
youth of Pittsylvania County, as well as the youths slain and effected by the Parkland, Florida
shootings. Mr. Fitzgerald invited everyone at the meeting to attend.
No one else signed up to speak.
Consent Agenda
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to approve the Consent
Agenda, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr.
Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr.
Blackstock’s motion was unanimously approved by the Board.
(a) Minutes for: 01/04/18 Re-Organization Meeting; 01/04/18 BOS/IDA Joint
Meeting; 01/16/18 Work Session; 01/16/18 Business Meeting
(b) January 2018 Bill List (Online)
(c) Resolution 2018-02-03 for Deputy James Gregory; Recipient of the
LawFit Gold Medallion
(d) Resolution 2018-02-07 for Deputy Joshua Speagle; Recipient of the James
Edwin “Jay” Parker, Jr. Memorial Award
(e) Retiree Purchase of Service Weapon by Leroy Phillips
(f) Resolution 2018-02-06 Authorizing Tax Exempt Financing by Renan
Volunteer Fire Department
(g) Cooperative Agreement Between Pittsylvania County and the Circuit
Court Clerk’s Office; and with the Commissioner of the Revenues Office
(h) Virginia Department of Transportation (VDOT) Resolution 2018-03-05
for Gloria Lane
(i) Ratification of Resolution 2018-03-04; Supporting House Bill 222
Deputies James Gregory and Joshua Speagle were presented with their resolutions, each
thanked by the Board of Supervisors, and Sheriff Michael W. Taylor.
Pittsylvania County Board of Supervisors
RESOLUTION
2018-02-03
Deputy James Gregory
Winner of the 2017 LawFit Gold Medallion for Physical Fitness
Piedmont Regional Justice Training Academy’s Basic School No. 23
VIRGINIA: At the regularly scheduled business meeting of the Pittsylvania County Board of
Supervisors held on February 20, 2018, in the General District Courtroom of the Edwin R.
Shields Courthouse Addition, the following Resolution was presented and adopted:
WHEREAS, in response to a growing concern for the disabling illnesses and injuries suffered
by their personnel, Police Departments and Sheriff’s Departments in Virginia began to address
the issue of officer health and safety in the late 1980’s; and
8.a.b
Packet Pg. 11 Attachment: 02-20-2018 Business Meeting draft (1084 : February 2018 Minutes)
Board of Supervisors
Business Meeting
February 20, 2018
WHEREAS, in November of 1989 Dr. David L. Bever, a professor of health education at
George Mason University, developed the LawFit® Program for law enforcement personnel with
the assistance of the Virginia Department of Criminal Justice Services. The LawFit Program was
designed to increase the cardiorespiratory efficiency, muscular strength, muscular endurance,
lean body mass, and flexibility of officers; and
WHEREAS, on November 1, 2016, Deputy James Gregory was hired by the Pittsylvania
County Sheriff’s Office and soon after enrolled in the Piedmont Regional Justice Training
Academy’s Basic School No. 23; and
WHEREAS, at graduation ceremonies, Deputy James Gregory was awarded the Academy’s
Gold Medallion for Physical Fitness for achieving the highest physical fitness scores based on
the Lawfit testing battery, which includes maximum bench press, timed sit -up, sit & reach
flexibility, push-ups, pull-ups, 1.5-mile run, vertical jump, body fat estimation, and resting heart
rate and blood pressure. Deputy Gregory achieved 309 points out of 350 points, being one of the
highest scores recently achieved by any basic recruit; then
BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its
congratulations and admiration to Deputy James Gregory on receiving the LawFit Gold
Medallion for Physical Fitness from the Piedmont Regional Justice Training Academy’s Basic
School No. 23; and
BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Deputy James
Gregory.
Pittsylvania County Board of Supervisors
RESOLUTION
2018-02-07
Deputy Joshua Speagle
Recipient of the James Edwin (Jay) Parker, Jr. Memorial Award.
Central Virginia Criminal Justice Training Academy’s Basic School No. 90
VIRGINIA: At the regularly scheduled business meeting of the Pittsylvania County Board of
Supervisors held on February 20, 2018, in the General District Courtroom of the Edwin R.
Shields Courthouse Addition, the following Resolution was presented and adopted:
WHEREAS, the Basic Law Enforcement Recruit School is divided into eight training modules
to include, professionalism, legal, communications, patrol, investigations, defensive tactics,
firearms and emergency driving. In all, the recruits receive 800 hours of instructional days by
the end of their 22 weeks of basic training. The recruit’s day begins with physical training using
the Lawfit program and ends with academics and final grades for the Criminal Investigation,
Legal, Patrol, and Skills modules are based on written examinations. In addition to academic
achievement, to graduate the recruit must successfully complete all performance-based tests that
are pass/fail, including First-aid, CPR, control tactics, firearms training, and driver training. Each
recruit who graduates receives an Academy diploma recognizing attendance and successful
completion of the Basic Law Enforcement School, and each graduate receives State of Virginia
certification recognizing completion of state mandated training for law enforcement officers and
deputy sheriffs; and
8.a.b
Packet Pg. 12 Attachment: 02-20-2018 Business Meeting draft (1084 : February 2018 Minutes)
Board of Supervisors
Business Meeting
February 20, 2018
WHEREAS, Deputy Joshua Speagle was hired by the Pittsylvania County Sheriff’s Office June
16, 2017, and soon after was enrolled in the Central Virginia Criminal Justice Training
Academy’s Basic School No. 90 which graduated December 13, 2017; and
WHEREAS, the Academy, during each session, recognizes one student to receive the James
Edwin (Jay) Parker, Jr. Memorial Award. This award is presented in memory of Jay Parker, Jr.,
Training Coordinator, of the Central Virginia Criminal Justice Training Academy ; and
WHEREAS, at graduation ceremonies, Deputy Joshua Speagle was the winner of this award
from the staff and instructors of the Central Virginia Criminal Justice Training Academy Basic
School No. 90 and the award was presented by the Honorable Michael R. Doucette,
Commonwealth Attorney of the City of Lynchburg; then
BE IT RESOLVED, that the Pittsylvania County Board of Supervisors expresses its
congratulations and admiration to Deputy Joshua Speagle on receiving the James Edwin (Jay)
Parker, Jr. Memorial Award from Central Virginia Criminal Justice Training Academy’s Basic
School No. 90; and
BE IT FURTHER RESOLVED that a copy of this Resolution be presented to Deputy Joshua
Speagle.
Pittsylvania County Board of Supervisors
RESOLUTION
2018-02-06
VIRGINIA: At the regularly scheduled business meeting of the Pittsylvania County Board of
Supervisors held on February 20, 2018, in the General District Courtroom of the Edwin R.
Shields Courthouse Addition, the following Resolution was presented and adopted:
WHERAS, the Pittsylvania County Board of Supervisors under the United States Internal
Revenue Code receives a $10-million dollar allocation for tax exempt bonds each year beginning
January 1; and
WHEREAS, the tax exempt bonds cover boards, agencies and commissions under the Board of
Supervisors; and
WHEREAS, the Renan Volunteer Fire Department is an authorized Volunteer Fire Department
identified in Section 31-2:1 of the Pittsylvania County Code, authorizing them to participate in
financing on tax exempt status for equipment utilized by the Volunteer Fire Department for
public use; and
WHEREAS, the Renan Volunteer Fire Department has held a public hearing on Wednesday,
February 14, 2018 on the tax-exempt financing after publishing the required notice by code; then
BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors
hereby approves the Renan Volunteer Fire Department entering into a financial agreement as
required under the United States Internal Revenue Code for financing to be carried out on a tax
exempt basis in the amount not to exceed $170,000.00.00 to finance one (1) 2017 Pierce
Responder Multi- Pumper Mounted on a 2017 Freightliner Chassis; and
8.a.b
Packet Pg. 13 Attachment: 02-20-2018 Business Meeting draft (1084 : February 2018 Minutes)
Board of Supervisors
Business Meeting
February 20, 2018
BE IT FURTHER RESOLVED that a copy of this resolution be forwarded to the
Renan Volunteer Fire Department in order to supplement their financing requirements.
Pittsylvania County Board of Supervisors
RESOLUTION
2018-02-04
RESOLUTION IN SUPPORT OF HOUSE BILL NUMBER : 222
WHEREAS, Delegate James W. Morefield has introduced House Bill Number 222 into
the Virginia General Assembly for consideration in the 2018 session, which seeks to provide a
state income tax incentive for Corporations who invest in Pittsylvania County and create at least
Fifty jobs for county residents and provide state income tax breaks for their new employees;
WHEREAS, such tax incentives will provide incentives for private persons,
partnerships, and corporations to locate their enterprises in Pittsylvania County, broaden the tax
base with their investment, and improve the economy by creating employment opportunities for
county residents; and
WHEREAS, the Board of Supervisors and its Legislative Committee, desire to support
said legislation by joining with the affected localities in approving this joint resolution;
8.a.b
Packet Pg. 14 Attachment: 02-20-2018 Business Meeting draft (1084 : February 2018 Minutes)
Board of Supervisors
Business Meeting
February 20, 2018
NOW THEREFORE, the Board of Supervisors of Pittsylvania County does hereby
RESOLVE to support House Bill Number 222, sponsored by Delegate James W. Morefield, for
the purposes of increasing economic development opportunities for Pittsylvania County,
Virginia.
Public Hearings
Makena Yarbrough, Executive Director of the Pittsylvania Pet Center, presented report
on the first seven months of operations at the Center. Ms. Yarbrough stated the center was
currently caring for 150 cats onsite (26 cats in foster care) and 82 dogs onsite (13 gos in foster
care). From July 1, 2017 thru January 2018, she presented the following:
Intake Adopted Reclaimed Euthanized Transferred
Dogs 659 299 81 5 159
Cats 559 283 7 9 56
Total 1218 582 88 14 215
544 Owner Surrenders
653 Strays
98% Live Release Rate
Ms. Yarbrough did state that initially there were some staffing and training issues that have been
addressed; inadequate laundry ability that will be alleviated once the new specialized washer was
installed, paid for through a Danville Regional Foundation Grant. Temperature control in the
center has finally leveled out and the air flow is now correct, stated Ms. Yarbrough. More than
was anticipated was spent on medical, and fundraising has not yet met their expectations.
However, Ms. Yarbrough said, the good news was that 716 fewer pets lost their lives to
euthanasia in Danville-Pittsylvania in 2017 compared to 2016; 230 cats had been fixed for free
since September 2017; and they had received a grant from the Alexander McClausland
Charitable Trust for spay and neuter. In November 2017, the center had it’s first ever Best
Friends Bash event with 180 attendees that raised $22,366 net profit. And, other positive points
were that 93 volunteers with 746 volunteer hours; 210 pets went into foster since July 2017; and
the center treated over 320 pets medically.
Public Hearings
Rezoning Public Hearings: Cycle 324
Case 1: Christopher M. & Betty C. Coleman: Chatham-Blairs Election District: R-18-003
A-1, Agricultural District to M-1, Industrial District, Light Industry
Mr. Warren opened the hearing at 7:44pm. Mr. Sides explained Ms. Karen Hayes,
Interim Zoning Administrator, would be presenting the rezoning cases. Ms. Hayes explained that
Michael and Betty Coleman had petitioned to rezone 2.18 acres, located on U.S. Highway
41/Franklin Turnpike in the Chatham-Blairs Election District from A-1, Agricultural District to
M-1, Industrial District, Light Industry (to bring the existing use of the accessory building as a
welding shop into compliance with the ordinance). The Planning Commission, with opposition,
recommended granting the petitioners’ request. Once the property is rezoned to M-1, all uses
listed under Section 35-383 are a permitted use. Mr. and Mrs. Coleman were there to represent
the petition. Mr. Coleman offered the following Proffer with his petition:
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The following persons signed up to speak with opposing comments: Mr. Joseph Frakes and Ms.
Anderia Frakes of 8460 Franklin Turnpike, Dry Fork, VA, Karen Maute of the Westover
District, Maring Dodd of Axton, VA, John Dodd of Dry Fork, VA. All opposed the petitioners’
request to rezoning, citing it did not conform to the County’s Comprehensive Plan and it should
not be rezoned. Furthermore, they stated, the rezoning goes with the property and not its owner
should the property be sold, as being rezoned to M-1, all uses listed under Section 35-383 are a
permitted use. The property has been operating out of compliance for A-1 zoning as it is, and
with economic incentives the County uses for for other businesses, it seemed th e County could
help Mr. Coleman relocate his business to a more appropriate infrastructure where his business
would have room to grow. Furthermore, if the property is rezoned as M-1, which is limited to
commercial establishments and light manufacturing, the Coleman’s also residing there would
once again make them out of compliance with the County’s zoning ordinance. Ms. Maute
submitted a detailed letter for record of her concerns on this case. No one else signed up to
speak and Mr. Warren closed the hearing at 8:03pm. Mr. Barber stated that since Mr. Coleman
has entered a Proffer that would revert the property back to A-1 if he decides to sell it, then he
was in agreement to move forward with granting the rezoning. Motion was made by Mr. Barber,
seconded by Mr. Davis, to approve rezoning Case R-18-003 from A-1 to M-1 and the following
Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr.
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Scearce-Yes; Mr. Davis-Yes; Mr. Miller-No; and Mr. Warren-Yes. Mr. Blackstock’s motion
was approved by a 6-1 majority vote of the Board.
Case 3: Mountain Valley Pipeline, LLC – Banister Election District R-17-031
A-1, Agricultural District to M-2, Industrial District., Heavy Industry
Mr. Warren opened the public hearing at 8:09pm. Mr. Hayes explained that
Mountain Valley Pipeline, LLC, has petitioned to rezone a total of 80.44 acres, two (2) parcels of
land, located on State Road 692/Transco Road in the Banister Election District from A-1,
Agricultural District to M-2, Industrial District, Heavy Industry (for a gas transmission facility
and related buildings). No recommendation was made by the Planning Commission at their
November 9, 2017 meeting. Once the properties are rezoned to M-2, all uses listed under Section
35-402 are a permitted use. Ms. Hayes further stated that if the Board approved rezoning this
case, MVP would also have to apply for a Special Use Permit. Mr. Robert Pichardo, Senior Staff
Attorney with EQT Corporation is here to represent the petition. Mr. Pichardo gave a PowerPoint
presentation to the Board, explaining where the buildings would be located: where Transco
already has a building for a transfer point from MVP to Transco. The following persons signed
up to speak in opposition of the rezoning: Mark Joyner, Deborah Dix, Sonja Ingram, Ann
Rogers, Bonnie Law, Jon Ruvak. Mr. Joyner, Founder and Director for the Assoication of the
Study of Archaelogical Properties as weel as being a Consulting Party and Interviener with the
Federal Energy Regulatory Commission (FERC) stated MVP had not been honest with FERC,
the citizens, or the County representatives. MVP claimed to FERC that all permits had been
secured so FERC would grant them permission to begin construction, when in fact MVP was at
this very meeting asking for their petition to be granted for rezoning, and if approve, would still
require them applying for and being granted a Special Use Permit.MVP’s proposed 50-foot
easement has turned into a 300-foot easement; it as not completed the Archaeological Survey
along the entire length of the proposed route as required by the Department of Historic
Resources, all of which are required before construction. All speakers questioned MPV’s
assertion that the interconnection station not really being a compression station (which Transco
has there). It was questioned if MPV was going to issue to the County and Town of Chatham a
bond to cover the event of any kind of damage if a catrosphoric event occurred on MVP’s part.
Ms. Maute entered a request for record that the Planning Commission re-hear this case prior to
the Board’s decision on rezoning since one member of the Planning Commission did not abstain
from voting although is appears her family has profited by selling permanent easements;
temporary easements; and work spaces to MPV. But did abstain that same night on voting
regarding MVP’s Special Use Permit. No one else signed up to speak and Mr. Warren closed the
hearing at 8:59pm. It was noted by the Board that none of the citizens whose property w ould be
effected by the construction of the pipeline has voiced any opposition to the pipeline. Motion
was made by Mr. Miller, seconded by Mr. Barber, to approve rezoning Case R -17-031 from A-1
to M-2 and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr.
Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr.
Miller’s motion was unanimously approved by the Board.
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This concluded the Rezoning Cases.
PUBLIC HEARINGS:
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Hearing 1: Public Hearing to receive citizen input on the proposed revisions to Sections
6-1.2(A); 6-1.2(B); 6-1.2(C); and 6-12.(B) of the Pittsylvania County Code involving
perpetually moving the annual tax payment due date for the first tax installment from
June 5th to June 20th, and the second tax installment due date from December 5 th to
December 20th.
Mr. Warren opened the public hearing at 9:03pm. Mr. Hunt explained that the Honorable
Vincent Shorter, Treasurer for Pittsylvania County, met with the Board of Supervisors at a Work
Session to discuss proposed revisions to Sections 6-1.2(A); 6-1.2(B); 6-1.2(C); and 6-12.(B) of
the Pittsylvania County Code involving perpetually moving the annual tax payment due date for
the first tax installment from June 5th to June 20th, and the second tax installment due date from
December 5th to December 20th. The Board directed staff to advertise a public hearing for citizen
input on these proposed changes. No one signed up to speak and Mr. Warren closed the hearing
at 9:06pm. Motion was made by Mr. Davis, seconded by Mr. Sceare, to approve the moving the
tax due dates as presented and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr.
Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr.
Warren-Yes. Mr. Davis’ motion passed by a unanimous vote of the Board.
Hearing 2: Public Hearing to receive citizen input on a proposed amendment to Chapter
36, Fee Assessment, of the Pittsylvania County Code. The proposed amendment would
increase the courthouse construction, renovation, or maintenance fee to the maximum five
dollars ($5.00) per applicable court action/case allowable under Virginia Code §17.1-
281(C).
Mr. Warren opened the public hearing at 9:10pm. Mr. Hunt explained this amendment
would bring language in §36.1; Assessment for Courthouse Construction, Renovation, or
Maintenance, of the Pittsylvania County Code, in compliance with the Code of Virginia. No one
signed up to speak and Mr. Warren closed the hearing at 9:11pm. Motion was made by Mr.
Blackstock, seconded by Mr. Barber, to approve the amendments as presented and the following
Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr.
Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion
passed by a unanimous vote of the Board.
This concluded the Public Hearings.
News Business
Application to Fire Fighter Assistance Grant
Mr. Jim Davis, Director of Public Safety, and Mr. Chris Slemp, Fire & Rescue
Coordinator, explained the Fire Prevention and Safety (FP&S) Grants are part of the Assistance
to Firefighters Grants (AFG) and support projects that enhance the safety of the public and
firefighters from fire and related hazards. The primary goal is to reduce injury and prevent death
among high-risk populations. In 2005, Congress reauthorized funding for FP&S and expanded
the eligible uses of funds to include Firefighter Safety Research and Development. The Fire
Marshal’s Office is requesting to apply to this grant in order to hire two Deputy Fire Marshals.
These positions will be funded for a one year period with the option to request an extension. This
grant will pay for the hiring and training costs associated for two (2) positions. Grant application
period is 02/12/2018 and closes on March 16, 2018. The grant requests will be in the amount of
$269,322.00. Of this amount a local match of 5% (13,466.10) will be required in total for two
years or $6,733.05 per year. This is a non-binding grant, however, one year renewal extension is
allowed however not guaranteed. If awarded, grant program will not start until FY18/19.
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Motion was made by Mr. Scearce, seconded by Mr. (Joe) Davis, to authorize our Fire
Marshal’s Office to apply for this grant, and the following Roll Call Vote was recorded: Mr.
Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. (Joe) Davis-Yes; Mr.
Miller-Yes; and Mr. Warren-Yes. Mr. Scearce’s motion passed by a unanimous vote of the
Board.
Virginia Dept of Emergency Management, Supplemental Local Emergency Management
Planning Grant
Mr. (Jim) Davis explained Virginia Department of Emergency Management (VDEM) has
announced the availability of $530,000 for the FY2017 Supplemental Local Emergency
Management Performance (SLEMPG) Grant Program. This grant is available to cities, counties,
and towns recognized as emergency management jurisdictions under Title 44 of the Code of
Virginia. These funds will support local emergency management programs with an emphasis
Mass casualty equipment or supplies. Mass care equipment or supplies, including supplies for
the elderly, children and infants, citizens with access or functional needs, sheltering supplies for
pets; Applications will be accepted January 24, 2018 – February 28, 2018, and awards will be
made by April 1, 2018. Projects must be completed by September 30, 2018 and closed by
October 31, 2018. This grant requires a one-to-one local match, which may be in-kind. (For
example: If a locality is awarded $10,000 in grant funds, they must match this with $10,000 in
local funds or in-kind match.) We are requesting Board approval to apply for $5,000.00 with a
$5,000.00 match. Match would be as follows: $4500.00 from previous year unused “Four For
Life” (EMS FUNDS) and $500 from Fire & Rescue Budget.
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to authorize the County
Department of Emergency Management to proceed with the grant application request, and the
following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes;
Mr. Scearce-Yes; Mr. (Joe) Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s
motion passed by a unanimous vote of the Board.
Proposed FY17/18 Budget Transfers
Mr. Smitherman and Ms. Van Der Hyde had presented at the Board’s Work Session
potential budget transfers that, if approved by the Board of Supervisors at tonight's meeting,
would be moved to the contingency line item (100-4-091200-8109). This mid-year adjustment
would be a means of carving out potential savings from departments and moving these funds to
one location in the budget. These funds would not be eliminated from the budget and would be
available to these departments should the need arise.
Motion was made by Mr. Miller to approve the transfers with the except ion of those
concerning Constitutional Officers, but failed for lack of a second.
Motion by Mr. Blackstock, seconded by Mr. Scearce, to deny the budget transfers, and
the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-
Yes; Mr. Scearce-No; Mr. Davis-No; Mr. Miller-No; and Mr. Warren-No. Mr. Blackstock’s
motion failed by a 3-4 vote of the Board with Mr. Davis, Mr. Scearce, Mr. Miller and Mr.
Warren opposing.
Motion was made by Mr. Blackstock, seconded by Mr. Miller, t o approve the proposed
budget transfers with the exception of the Constituional Officers and the following Roll Call
Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes;
Mr. (Joe) Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by
a unanimous vote of the Board.
Set Public Hearing-Master Lease Financing Program
Ms. Van Der Hyde explained the Code of Virginia states in Section 15.2-2507 that “Any
locality may amend its budget to adjust the aggregate amount to be appropriated during the
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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.” This public hearing will be advertised in the Star Tribune on March 7, 2018,
which will satisfy the 7-day requirement in order to have this public hearing on March 20, 2018.
The Board of Supervisors approved a resolution to secure financing through a Master Lease
Financing Program at their January 16, 2018 meeting. The County successfully closed on this
financing in the total amount of $2,883,000 on January 30, 2018. This refinancing is to cover
tax-exempt projects totaling $1,755,000 and a taxable project totaling $1,050,000. Closing costs
have also been included in the financing. As such, these funds need to be appropriated to the FY
2018 budget in order to cover the costs outlined in the financing.
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to set a public hearing at
the March 20, 2018 meeting to hear citizen input on the proposed budget amendments to add
$2,883,000 to the FY2017-2018 budget, and the following Roll Call Vote was recorded: Mr.
Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. (Joe) Davis-Yes; Mr.
Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s motion passed by a unanimous vote of the
Board.
Appointments
Letter of Resgination from CPMT Chairperson and Appointments
Motion was made by Mr. Blackstock, seconded by Mr. Farmer, to approve: Motion to
approve:
1) Natalie Whitlow, RN, as the Health Department Designee to the Pittsylvania County
Community Policy and Management Team, and Catheryne Walker, RN as Ms. Whitlow’s
alternate, with an effective date of February 20, 2018; and
2) Monica Karavanic as the Private Provider Representative with an effect date of February 20,
2018; and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr.
Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr.
Blackstock’s motion was unanimously approved by the Board.
Matters from Work Session
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to authorize staff to
advertise a public hearing for proposed amendments to the Pittsylvania County Board of
Supervisors’ Bylaws, and the following Roll Call Vote was recorded: Mr. Barber-Yes; Mr.
Farmer-Yes; Mr. Blackstock-Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr.
Warren-Yes. Mr. Blackstock’s motion was unanimously approved by the Board.
Motion was made by Mr. Blackstock, seconded by Mr. Davis, to enter into Closed
Session for: (1) Legal Authority: VA Code §2.2-3711(A)(1)
Subject Matter: County Administrator
Purpose: Discussion of Job Performance
(2) Legal Authority: VA Code §2.2-3711(A)(8)
Subject Matter: Department of Social Services
Purpose: Discussion of Employment Situation/Legal
Implications
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The following Roll Call Vote was recorded: Mr. Barber-Yes; Mr. Farmer-Yes; Mr. Blackstock-
Yes; Mr. Scearce-Yes; Mr. Davis-Yes; Mr. Miller-Yes; and Mr. Warren-Yes. Mr. Blackstock’s
motion passed by a unanimous vote of the Board.
The Board entered into Closed Session at 9:42pm.
Certification
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors
on February 20, 2018, the Board hereby certifies by a recorded vote that to the best of each board
member’s knowledge only public business matters lawfully exempted from the open meeting
requirements of the Virginia Freedom of Information Act and identified in the motion
authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any
member believes that there was a departure from the requirements of the Code, he shall so state
prior to the vote indicating the substance of the departure. The statement shall be recorded in the
minutes of the Board.
Vote
Tim R. Barber Yes
Jerry A. Farmer Yes
Elton W. Blackstock Yes
Joe B. Davis Yes
Ronald S. Scearce Yes
Robert W. Warren Yes
Charles H. Miller, Jr. Yes
The Board re-entered Open Session at 10:30pm.
Adjournment
Mr. Warren adjourned the meeting at 10:30pm.
__________________________________________
Robert W. “Bob” Warren, Chair
Pittsylvania County Board of Supervisors
__________________________________________
David M. Smitherman, Clerk
Pittsylvania County Board of Supervisors
8.a.b
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Ratify Resolution 2018-02-02; Carolyn Jarrett
Staff Contact(s): Rebecca Flippen
Agenda Date: March 20, 2018 Item Number: 8.b
Attachment(s): 2018-02-02 CJarrett
Reviewed By:
SUMMARY:
In December 2017, Carolyn Jarrett was elected as Fire Chief of the Brosville Volunteer Fire and
Rescue Department by her peers; the department’s first female Fire Chief since its 1972 charter.
With that, Carolyn Jarrett also became Pittsylvania County’s first female Fire Chief. At a
ceremony held on February 19, 2018, Chief Jarrett was presented Resolution 2018-02-02 from
the Pittsylvania County Board of Supervisors, expressing the Board’s congratulations to Carolyn
Terrell Jarrett for not only being elected as Brosville Volunteer Fire and Rescue Department’s
first female Fire Chief, but also as Pittsylvania County’s first female Fire Chief.
FINANCIAL IMPACT AND FUNDING SOURCE:
None
RECOMMENDATION:
Staff recommends the Board of Supervisors ratify Resolution 2018-02-02.
MOTION:
Motion to ratify Resolution 2018-02-02, which was presented on February 19, 2018, to Chief
Carolyn Jarrett of the Brosville Volunteer Fire and Rescue Department.
8.b
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8.b.a
Packet Pg. 24 Attachment: 2018-02-02 CJarrett (1064 : Ratify Resolution 2018-02-02)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Proclamation - National Agriculture Week: March 18-24, 2018
Staff Contact(s): Rebecca Flippen
Agenda Date: March 20, 2018 Item Number: 8.c
Attachment(s):
Reviewed By:
SUMMARY:
The Board of Supervisors has passed various proclamations in the past supporting Agriculture
Week/Day and its associated events throughout Pittsylvania County. Agriculture development in
Pittsylvania County is one of the major economic resources of the County and ranks in the top 10
of Agribusiness Counties in the Commonwealth with over $62 million in agriculture receipts
based on crops and livestock. Attached hereto, is a proclamation declaring March 18-24, 2018 as
National Agriculture Week, and March 20, 2018, as National Agriculture Day throughout
Pittsylvania County.
FINANCIAL IMPACT AND FUNDING SOURCE:
None
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the submitted Proclamation declaring
March 18-24, 2018 as National Agriculture Week, and March 20, 2018, as National Agriculture
Day throughout Pittsylvania County.
MOTION:
Motion to approve the submitted Proclamation declaring March 18-24, 2018 as National
Agriculture Week, and March 20, 2018, as National Agriculture Day throughout Pittsylvania
County, and authorize Staff to forward said Proclamation to local media.
8.c
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Pittsylvania County Board of Supervisors
Proclamation
NATIONAL AGRICULTURE WEEK
March 18-24, 2018
"FOOD FOR LIFE"
WHEREAS, each year Virginia celebrates Agriculture Week starting the first day of spring, and
the nation celebrates as a whole on March 20; and
WHEREAS, agriculture development in Pittsylvania County is one of the major economic
resources of the County and ranks in the top 10 of Agribusiness Counties in the Commonwealth
with over $62 million in agriculture receipts based on crops and livestock, and it is also the
Commonwealth’s largest industry, with an economic impact of $70 billion annually and
employment of more than 334,000 people; and
WHEREAS, on average, a Virginia farmer produces enough food to feed his or her own family
and to feed 165 additional people each year; and
WHEREAS, the world’s population is projected to reach 10 billion people by the year 2050, and
farmers will face tremendous challenges in feeding the growing population; and
WHEREAS, Virginia farmers are already rising to the challenge by utilizing new technologies
to increase agricultural production, improve efficiency, and expand their world markets; and
WHEREAS, farmers are the planet’s original environmental stewards, and they continue to
apply the very best practices to protect valuable land and water resources;
NOW, THEREFORE, the Pittsylvania County Board of Supervisors, does hereby recognize
March 18-24, 2018, as VIRGINIA AGRICULTURE WEEK, and March 20, 2018, as
NATIONAL AGRICULTURE DAY, in Pittsylvania County, and call these observances to the
attention of all its citizens.
8.c
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Proclamation - National Red Cross Month, March 2018
Staff Contact(s): Rebecca Flippen
Agenda Date: March 20, 2018 Item Number: 8.d
Attachment(s):
Reviewed By:
SUMMARY:
March 2018 is American Red Cross Month and submitted is a Proclamation declaring March
2018 as American Red Cross Month, encouraging the citizens of Pittsylvania County to pledge
their support to the American Red Cross which continues to provide the helping hand necessary
during disasters, wars and medical emergencies.
FINANCIAL IMPACT AND FUNDING SOURCE:
None
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the submitted Proclamation declaring
March 2018 as American Red Cross Month in Pittsylvania County.
MOTION:
Motion to approve the submitted Proclamation declaring March 2018 as American Red Cross
Month in Pittsylvania County, and authorize the County Administrator to distribute this
proclamation to the local news media to encourage support for the American Red Cross in our
region.
8.d
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Pittsylvania County Board of Supervisors
Proclamation
AMERICAN RED CROSS MONTH
March 1-31, 2018
Whereas, March is American Red Cross Month - a special time to recognize and thank our
heroes-those who volunteer, donate blood, take life-saving courses, or provide financial
donations to support an organization whose mission is to help those in need; and
Whereas, we would like to remember those who help all of us here in the County of Pittsylva nia
b giving their time to help their neighbor, and thank our heroes - our volunteers, blood donors,
class takers and financial supporters who help us assist those in need; and
Whereas, in the County of Pittsylvania, the Red Cross works tirelessly through its nine
employees and 615 volunteers to help when disaster strikes, when someone needs lifesaving
skills or the comfort of a helping hand. It provides 24-hour support to members of the military,
veterans and their families, and provides training in CPR, aquatics safety, and first aid; and
Whereas, across Virginia during 2017, the American Red Cross responded to nearly 1,437 local
disasters including home fires, provided some 15,935 emergency services for 4,634 military
members and their families, provided 137 international communication services for 50 families,
mobilized 3,923 volunteers, enrolled 70,801 individuals in preparedness health and safety
courses, and provided 405,349 total services in our communities, as well as collected and
distributed about 40 percent of the nation’s blood supply; and
Whereas, our communities can depend on the American Red Cross, which relies on donations of
time, money and blood to fulfill its humanitarian mission. Despite these challenging economic
times, the American Red Cross continues to offer help and comfort to those in need; and
Whereas, March is Red Cross Month and the American Red Cross is asking people across the
country to become a hero by giving blood, becoming a volunteer or making a donation to
#help1family on Giving Day - March 28; and
Whereas, the citizens of Pittsylvania County are encouraged, especially during this special
month, to support the humanitarian mission of the American Red Cross and help their fellow
citizens by donating their time and resources; then
Now, Therefore, as the Board of Supervisors of Pittsylvania County, we hereby proclaim March
2018 as American Red Cross Month in Pittsylvania County.
8.d
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Proclamation: National Service Recognition Day-April 3, 2018
Staff Contact(s): Rebecca Flippen
Agenda Date: March 20, 2018 Item Number: 8.e
Attachment(s):
Reviewed By:
SUMMARY:
The nation’s mayors and county officials are increasingly turning to national service as a cost -
effective strategy to address local challenges. By unleashing the power of citizens, AmeriCorps
and Senior Corps programs have a positive and lasting impact – making our cities and counties
better places to live. To spotlight the impact of national service and thank those who serve,
mayors and county officials will participate in the annual Recognition Day for National Service
on April 3, 2018.
FINANCIAL IMPACT AND FUNDING SOURCE:
None
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the submitted Proclamation and authorize
Staff to forward it to local media sources.
MOTION:
Motion to approve the submitted Proclamation declaring April 3, 2018 as National Service
Recognition Day in Pittsylvania County and authorize Staff to forward it to local media sources.
8.e
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National Service Recognition Day Proclamation
WHEREAS, service to others is a hallmark of the American character , and central to how we meet our
challenges; and
WHEREAS, the nation’s communities are increasingly turning to national service and volunteerism as a
cost-effective strategy to meet their needs; and
WHEREAS, AmeriCorps members and volunteers address the most pressing challenges facing our
communities, from educating students for the jobs of the 21st century, to fighting the opioid epidemic, to
responding to natural disasters, to supporting veterans and military families; and
WHEREAS, national service expands economic opportunity by creating more sustainable, resilient
communities and providing education, career skills, and leadership abilities for those who serve; and
WHEREAS, AmeriCorps members and volunteers serve in more than 50,000 locations across the
country, bolstering the civic, neighborhood, and faith-based organizations that are so vital to our
economic and social well-being; and
WHEREAS, national service participants increase the impact of the organizations they serve, both
through their direct service and by managing millions of additional volunteers; and
WHEREAS, national service represents a unique public-private partnership that invests in community
solutions and leverages non-federal resources to strengthen community impact and increase the return on
taxpayer dollars; and
WHEREAS, national service participants demonstrate commitment, dedication, and patriotism by
making an intensive commitment to service, a commitment that remains with them in their future
endeavors; and
WHEREAS, the Corporation for National and Community Service shares a priority with local leaders
nationwide to engage citizens, improve lives, and strengthen communities; and is joining with the
National League of Cities, the National Association of Counties, Cities of Service, and local leaders
across the country for National Service Recognition Day on April 3, 2018.
THEREFORE, BE IT RESOLVED that I, Robert Warren, Chair of the Pittsylvania County Board of
Supervisors, along with my fellow Board members, do hereby proclaim April 3, 2018, as National
Service Recognition Day, and encourage residents to recognize the positive impact of national service in
our community, to thank those who serve; and to find ways to give back to their communities.
8.e
Packet Pg. 30
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Rezoning Precepts REZONING CASES LADIES& GENTLEMEN:
PURSUANT TO ARTICLE V, DIVISION 6 OF THE PITTSYLVANIA
COUNTY ZONING ORDINANCE, WE, THE BOARD OF
SUPERVISORS HAVE BEEN EMPOWERED TO HEAR & DECIDE
SPECIFIC ZONING ISSUES AND ZONING MAP CHANGES IN
SUPPORT OF SAID ORDINANCE. IN ACCOMPLISHING THIS
IMPORTANT TASK, WE ARE RESPONSIBLE FOR PROMOTING
THE HEALTH, SAFETY & GENERAL PUBLIC WELFARE OF THE
CITIZENS OF PITTSYLVANIA COUNTY. WE MUST ENSURE
THAT ALL OF OUR DECISIONS AND REGULATIONS BE
DIRECTED TO THESE GOALS & THAT EACH BE CONSISTENT
WITH THE ENVIRONMENT, THE COMPREHENSIVE PLAN, & IN
THE BEST INTEREST OF PITTSYLVANIA COUNTY, ITS
CITIZENS, AND ITS PROSPERITY. ANYONE HERE TO SPEAK TO
THE BOARD REGARDING ZONING CASES WILL BE LIMITED TO
3 MINUTES.
Staff Contact(s): Karen Hayes
Agenda Date: March 20, 2018 Item Number: 9.A.1
Attachment(s):
Reviewed By:
9.A.1
Packet Pg. 31
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Rezoning Case R-18-005: B. G. & Judy Haymore; Westover Election
District RC-1, Residential Combined Subdivision District to R-1,
Residential Suburban Subdivision District R-1, Residential Suburban
Subdivision District to RC-1, Residential Combined Subdivision District
Staff Contact(s): Karen Hayes
Agenda Date: March 20, 2018 Item Number: 9.A.2
Attachment(s): HAYMORE CASE R-18-005
Reviewed By:
SUMMARY:
Case R-18-005, B. G. & Judy Haymore have petitioned to rezone .096 of an acre from RC-1,
Residential Combined Subdivision District to R-1, Residential Suburban Subdivision District.
They are also petitioning to rezone 1.260 acres from R-1, Residential Suburban Subdivision
District to RC-1, Residential Combined Subdivision District (to combine with the adjacent
parcels. They are adjusting property lines).
The parcels are located on Song Bird Lane in the Westover Election District. Once the
properties are rezoned all uses listed under Sections 35-222 & 35-267 are permitted.
The Planning Commission, with no opposition, recommended granting the petitioners’ request.
The staff summary has been submitted in the Board Packet.
FINANCIAL IMPACT AND FUNDING SOURCE:
N/A
RECOMMENDATION:
Staff submits this item to the Board of Supervisors for their review and consideration.
9.A.2
Packet Pg. 32
9.A.2.a
Packet Pg. 33 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 34 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 35 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 36 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 37 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 38 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 39 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 40 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 41 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 42 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 43 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 44 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 45 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 46 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 47 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 48 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 49 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
9.A.2.a
Packet Pg. 50 Attachment: HAYMORE CASE R-18-005 (1066 : Rezoning Case R-18-005, B. G. & Judy Haymore)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing on Proposed Amendments to Pittsylvania County Board of
Supervisors Bylaws - Vaden Hunt
Staff Contact(s): Vaden Hunt
Agenda Date: March 20, 2018 Item Number: 9.A.3
Attachment(s): 03-20-18 PropsedByLawAmends
Reviewed By:
SUMMARY:
At the Board’s meeting on February 20, 2018, the Board authorized Staff to advertise for public
hearing the proposed Bylaw amendments as submitted for citizen input. This public hearing was
duly advertised in the Chatham Star Tribune on March 7 and 14, 2018.
FINANCIAL IMPACT AND FUNDING SOURCE:
N/A
RECOMMENDATION:
County Staff recommends the Board, after holding the duly advertised public hearing, approve
amendments as submitted and advertised, to the Board of Supervisors’ Bylaws.
MOTION:
Motion to approve amendments as submitted and advertised, to the Board of Supervisors’
Bylaws.
9.A.3
Packet Pg. 51
9.A.3.a
Packet Pg. 52 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 53 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 54 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 55 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 56 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 57 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 58 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 59 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 60 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 61 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 62 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 63 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
9.A.3.a
Packet Pg. 64 Attachment: 03-20-18 PropsedByLawAmends (1065 : Public Hearing - Board of Supervisors Bylaw Revisions)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing-Master Lease Financing Program-Kim Van Der Hyde
Staff Contact(s): Kim Van Der Hyde
Agenda Date: March 20, 2018 Item Number: 9.A.4
Attachment(s): NOTICE OF PUBLIC HEARING-COUNTY AMENDED-3.20.18
Reviewed By:
SUMMARY:
The Code of Virginia states in Section 15.2-2507 that “Any locality may amend its budget to
adjust the aggregate amount to be appropriated during the current fiscal year as shown in th e
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.” This
public hearing was advertised in the Star Tribune on March 7, 2018, which satisfied the 7-day
requirement in order to have tonight’s public hearing.
FINANCIAL IMPACT AND FUNDING SOURCE:
The Board of Supervisors approved a resolution to secure financing through a Master Lease
Financing Program at their January 16, 2018 meeting. The County successfully closed on this
financing in the total amount of $2,883,000 on January 30, 2018. This refinancing is to cover
tax-exempt projects totaling $1,755,000 and a taxable project totaling $1,050,000. Closing costs
have also been included in the financing. As such, these funds need to be appropriated to the FY
2018 budget in order to cover the costs outlined in the financing. A copy of the advertisement is
attached showing the breakdown of this financing.
RECOMMENDATION:
After hearing public comment on tonight’s proposed budget amendments, staff recommends that
the Board approve and appropriate these amendments totaling $2,883,000 to the FY2017-2018
budget as outlined in the attached public hearing announcement.
MOTION:
Motion to approve and appropriate a total of $2,883,000 to the FY2017-2018 budget.
9.A.4
Packet Pg. 65
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, March 20, 2018, 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
REVENUES
Current Budgeted Revenues $ 194,776,685.18
Master Lease Revenue Funds 2,883,000.00
Proposed Amended Revenues $ 197,659,685.18
EXPENDITURES
Current Budgeted Expenditures $ 194,776,685.18
Industrial Development Project 1,050,000.00
Library Purchase 625,000.00
Courthouse Chiller 250,000.00
Landfill Equipment/Improvements 880,000.00
Closing Costs 78,000.00
Proposed Amended Expenditures $ 197,659,685.18
9.A.4.a
Packet Pg. 66 Attachment: NOTICE OF PUBLIC HEARING-COUNTY AMENDED-3.20.18 (1076 : Public Hearing-Master Lease Financing Program)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Award of Bid for Chatham Train Depot Parking Lot Extension
Staff Contact(s): Richard N. Hicks
Agenda Date: March 20, 2018 Item Number: 11.a
Attachment(s): 3-14-2018 Chatham Depot Parking Phase 3
Reviewed By:
SUMMARY:
A few years ago, the County received a grant for renovations to the Chatham Train Depot. After
the renovation there were funds left in the project budget. Several ideas were submitted to
VDOT for the use of the remaining funds. Approval was given for the extension of the parking
lot behind the building. On October 24, 2017 bids were received for the project. Only 2 bids
were received and the low bid was rejected due to the failure of the contractor to submit required
documents. This left the only remaining bid by Adams Construction Company at $49,220. A
copy of the bid tabulation is attached. For several months, the Engineer worked on providing
VDOT documentation on why the bid price was higher than their estimate. A significant amount
of time was also spent on providing documentation and forms to VDOT to meet the federal
regulations. On March 12, 2018, the County was notified by VDOT that they had reviewed the
bid documents and concurred that Pittsylvania County had provided sufficient justification for
the award of the bid to Adams Construction Company. A copy of that letter is also attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
Funds are included in the FY 17/18 budget for this project that have been carried over from prior
budgets. The current budget is for $110,637. The funds would be used for construction and
Engineering. Based on changes in the regulations, all unused funds will be de-obligated and
returned to the state pool. Pittsylvania County would be eligible to apply for additional funds in
the future under a competitive process.
RECOMMENDATION:
Award the bid for the paving of the Chatham Train Depot parking lot extension to Adams
Construction in the amount of $49,220.
11.a
Packet Pg. 67
MOTION:
Motion to Award the bid for the paving of the Chatham Train Depot parking lot extension to
Adams Construction in the amount of $49,220.
11.a
Packet Pg. 68
11.a.a
Packet Pg. 69 Attachment: 3-14-2018 Chatham Depot Parking Phase 3 (1073 : Chatham Train Depot Parking Lot Extension)
11.a.a
Packet Pg. 70 Attachment: 3-14-2018 Chatham Depot Parking Phase 3 (1073 : Chatham Train Depot Parking Lot Extension)
11.a.a
Packet Pg. 71 Attachment: 3-14-2018 Chatham Depot Parking Phase 3 (1073 : Chatham Train Depot Parking Lot Extension)
11.a.a
Packet Pg. 72 Attachment: 3-14-2018 Chatham Depot Parking Phase 3 (1073 : Chatham Train Depot Parking Lot Extension)
11.a.a
Packet Pg. 73 Attachment: 3-14-2018 Chatham Depot Parking Phase 3 (1073 : Chatham Train Depot Parking Lot Extension)
11.a.a
Packet Pg. 74 Attachment: 3-14-2018 Chatham Depot Parking Phase 3 (1073 : Chatham Train Depot Parking Lot Extension)
11.a.a
Packet Pg. 75 Attachment: 3-14-2018 Chatham Depot Parking Phase 3 (1073 : Chatham Train Depot Parking Lot Extension)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Green Box Bids - Richard Hicks
Staff Contact(s): Richard N. Hicks
Agenda Date: March 20, 2018 Item Number: 11.b
Attachment(s):
Reviewed By:
SUMMARY:
On February 1, 2018, Pittsylvania County issued an Invitation for Bid for Solid Waste Hauling
and Disposal Services. This invitation included the collection of green boxes at 19 School sites
and 12 green box collection sites. Staff attempted to include flexibility in the invitation by
allowing for 3 different options. Option A allowed the bidder to include waste from their current
routes and a periodic accounting would determine the amount of waste they would pay for.
Option B requested that the bidder only include waste from the designated Pittsylvania County
sites. A third option allowed for any alternative ideas for the service and those alternatives
would be evaluated by County staff. On all options, the County reserved the right to choose the
option that best suits the County.
Bids were received and opened on Wednesday, February 28, 2018 at 2:00 p.m. The only bids
received were from Republic Services and First Piedmont. For Option A, which was the mixed
waste option, the low bidder was First Piedmont. The bids were as follows:
First Piedmont $245,559.60
Republic Services $372,239.40
For Option B, which was the Pittsylvania County trash only, the low bidder was Republic
Services. The bids were as follows:
First Piedmont $262,599.48
Republic Services $187,440.24
Within a day of the bids being opened, Republic Services called and indicated that they had
made an error in their bid for Option A. Unlike construction projects, Virginia law does not
allow for the withdrawal or modification of the bid. Staff feels that it is in the best interest of the
County to move forward with Option A. By allowing mixed wastes, First Piedmont has
estimated that it will bring an additional 3500 tons of additional waste per year to the Pittsylvania
County landfill that is currently being hauled to another landfill. At our current rate of $42/ton,
11.b
Packet Pg. 76
that would generate an additional $147,000 of revenue for the County. While the bids were
higher than anticipated, the revenue from the additional tonnage gets us closer to our original
estimate of savings. Under Option A, the contract price of $245,559.60 is offset by the
additional $147,000 of new revenue. The County also avoids a capital cost estimated at
$500,000 for the purchase of 2 front loader trucks.
In our discussions with First Piedmont, they have agreed to work with us on trying to further
reduce costs. Additional boxes could possibly be added to some of the sites and the number of
collection days could be reduced. A more detailed evaluation of the school sites could result in a
reduction of the collection days during holidays and the summer vacation. First Piedmont
currently provides cardboard collection at 10 schools at no cost to the County. This has an
estimated value of $5,900. If for any reason, the landfill could not operate, First Piedmont has
offered the use of their transfer station. If the County has truck issues, First Piedmont has
offered the use of the back-up roll-off trucks
Option A represents the lowest cost to the County with the offsetting revenues. It is staff’s
recommendation that the bids be awarded to First Piedmont at $245,559.60.
The supporting documents are in the Workshop Agenda.
FINANCIAL IMPACT AND FUNDING SOURCE:
There are sufficient funds in the Solid Waste Budget to cover the costs of the contract through
June 30, 2018. The County will also receive additional landfill tipping fees as a result of the
mixed waste being brought to the Pittsylvania County landfill. The FY 18/19 budget will be
adjusted to reflect the costs of the contract, as well as the additional revenues generated by the
tipping fees.
RECOMMENDATION:
Award bid to First Piedmont for Option A (Mixed Waste) for a yearly cost in the amount of
$245,559.60
MOTION:
Motion to Award bid to First Piedmont for Option A (Mixed Waste) for a yearly cost in the
amount of $245,559.60
11.b
Packet Pg. 77
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: VDOT Stormwater Agreement - Cedar Hill Sbdivision
Staff Contact(s): Greg Sides
Agenda Date: March 20, 2018 Item Number: 11.c
Attachment(s): SKM_C454e18020814010
VDOTSWM
Reviewed By:
SUMMARY:
The Pittsylvania County Board of Supervisors approved at their 2-20-2018 meeting a Resolution
to accept Gloria Lane into the Virginia Department of Transportation Secondary Road System.
Gloria Lane is in the Cedar Hill Subdivision, Section 4, in the Dan River District. As a part of the
VDOT process, they now require approval of a Stormwater Device Maintenance Agreement,
signed on behalf of the Board of Supervisors. The County has required the developer, Don
Sparks, to sign a maintenance agreement with the County, accepting maintenance responsibility
for the stormwater facility. Before the Board can sign the VDOT agreement we need to address
some engineering certification issues.
FINANCIAL IMPACT AND FUNDING SOURCE:
There is no cost to the County and the developer has accepted maintenance responsibility.
RECOMMENDATION:
The developer has been involved in the VDOT road acceptance process for quite some time.
Staff recommends the Board authorize the Chairman to sign the VDOT Maintenance Agreement
contingent on satisfactorily addressing all outstanding issues and legal assurance that no new
County liability is created. The purpose of the authorization to sign, contingent on certain
actions, is to keep from further delaying the developer in the road acceptance process by
requiring that approval wait until the next Board meeting.
MOTION:
Motion to authorize the Chairman to sign the VDOT Stormwater Maintenance Agreement for
Cedar Hill Subdivision, Section 4, contingent on a staff report that all outstanding issues have
been addressed and legal assurance that no new County liability is created.
11.c
Packet Pg. 78
11.c.a
Packet Pg. 79 Attachment: SKM_C454e18020814010 (1075 : VDOT Stormwater Agreement - Cedar Hill Sbdivision)
11.c.a
Packet Pg. 80 Attachment: SKM_C454e18020814010 (1075 : VDOT Stormwater Agreement - Cedar Hill Sbdivision)
11.c.a
Packet Pg. 81 Attachment: SKM_C454e18020814010 (1075 : VDOT Stormwater Agreement - Cedar Hill Sbdivision)
11.c.a
Packet Pg. 82 Attachment: SKM_C454e18020814010 (1075 : VDOT Stormwater Agreement - Cedar Hill Sbdivision)
11.c.b
Packet Pg. 83 Attachment: VDOTSWM (1075 : VDOT Stormwater Agreement - Cedar Hill Sbdivision)
11.c.b
Packet Pg. 84 Attachment: VDOTSWM (1075 : VDOT Stormwater Agreement - Cedar Hill Sbdivision)
11.c.b
Packet Pg. 85 Attachment: VDOTSWM (1075 : VDOT Stormwater Agreement - Cedar Hill Sbdivision)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Pet Center Projects-Appropriation of Grant Funds-Kim Van Der Hyde
Staff Contact(s): Kim Van Der Hyde
Agenda Date: March 20, 2018 Item Number: 11.d
Attachment(s):
Reviewed By:
SUMMARY:
Pittsylvania County recently discussed upgrades that were needed at the Pittsylvania County Pet
Center with the Community Foundation in order to secure funding to aid in these projects. These
projects include: The Bricks Project, The Dog Park Project and the completion of the Washer
and Dryer Project.
FINANCIAL IMPACT AND FUNDING SOURCE:
We received a check in the amount of $37,625 from the Community Foundation to cover the
following projects and amounts:
The Bricks Project $11,689.75
The Dog Park Project $16,000.00
Washer & Dryer Project $ 9,935.25
TOTAL $37,625.00
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate a total of $37,625 to the Community
Foundation-Pet Center Projects Grant 250-4-094210-8216. There is no local match required for
this grant.
MOTION:
Motion to appropriate a total of $37,625 to the Community Foundation-Pet Center Projects Grant
line item 250-4-094210-8216.
11.d
Packet Pg. 86
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Executive Coaching and Training-Danville Regional Foundation Grant
Appropriation-Kim Van Der Hyde
Staff Contact(s): Kim Van Der Hyde
Agenda Date: March 20, 2018 Item Number: 11.e
Attachment(s): DRF Letter of Agreement Attachment
Reviewed By:
SUMMARY:
Pittsylvania County was recently awarded a grant through the Danville Regional Foundation
(DRF) in the amount of $24,990 for executive coaching and leadership training as outlined in the
attached Letter of Agreement.
FINANCIAL IMPACT AND FUNDING SOURCE:
We received a check in the amount of $24,990 from DRF to cover expenses incurred by
Pittsylvania County for executive coaching and leadership training from January 1, 2018 –
December 31, 2018.
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate a total of $24,990 to the Danville
Regional Foundation-BOS Grant line item 250-4-094253-5540. There is no local match required
for this grant.
MOTION:
Motion to appropriate a total $24,990 to the Danville Regional Foundation-BOS Grant line item
250-4-094253-5540.
11.e
Packet Pg. 87
11.e.a
Packet Pg. 88 Attachment: DRF Letter of Agreement Attachment (1081 : Executive Coaching and Training-Danville Regional Foundation Grant Appopriation)
11.e.a
Packet Pg. 89 Attachment: DRF Letter of Agreement Attachment (1081 : Executive Coaching and Training-Danville Regional Foundation Grant Appopriation)
11.e.a
Packet Pg. 90 Attachment: DRF Letter of Agreement Attachment (1081 : Executive Coaching and Training-Danville Regional Foundation Grant Appopriation)
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: CIT Assessment Site Program-Appropriation of Grant Funds-Kim Van
Der Hyde
Staff Contact(s): Kim Van Der Hyde
Agenda Date: March 20, 2018 Item Number: 11.f
Attachment(s): CIT Assessment Site Grant Attachment
Reviewed By:
SUMMARY:
Pittsylvania County was recently awarded a grant through the Commonwealth of Virginia
Department of Behavioral Health and Developmental Services for one-time funding in the
amount of $80,000 to be used to provide additional on-call law enforcement for transportation of
Danville-Pittsylvania Community Services (DPCS) clients.
FINANCIAL IMPACT AND FUNDING SOURCE:
Attached is a grant award letter from the Commonwealth of Virginia Department of Behavioral
Health and Developmental Services in the amount of $80,000 to cover expenses incurred for
additional on-call law enforcement to provide transportation services for DPCS.
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate a total of $80,000 to the following
CIT Assessment Site Program Grant line items:
250-4-031721-1200 Overtime $74,300
250-4-031721-2100 FICA 5,684
250-4-031721-2600 SUI 16
There is no local match required for this grant.
MOTION:
Motion to appropriate a total $80,000 to the CIT Assessment Site Program Grant-Grant number
031721 as outline above.
11.f
Packet Pg. 91
11.f.a
Packet Pg. 92 Attachment: CIT Assessment Site Grant Attachment (1083 : CIT Assessment Site Program-Appropriation of Grant Funds)
11.f.a
Packet Pg. 93 Attachment: CIT Assessment Site Grant Attachment (1083 : CIT Assessment Site Program-Appropriation of Grant Funds)