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07-17-2018 Business Meeting PKT BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, July 17, 2018 – 7:00 PM Pittsylvania County General District Courtroom Edwin R. Shields Courthouse Addition, 11 Bank Street Chatham, Virginia 24531 AGENDA 1. CALL TO ORDER (7:00 PM) 2. ROLL CALL 3. MOMENT OF SILENCE 4. PLEDGE OF ALLEGIANCE 5. AGENDA ITEMS TO BE ADDED 6. APPROVAL OF AGENDA 7. CONSENT AGENDA a. Minutes: June 19, 2018, Work Session and Business Meeting (Staff Contact: Kaylyn M. McCluster) b. Pittsylvania County Sports Hall of Fame Congratulatory Letters (Staff Contact: Kaylyn M. McCluster) c. Resolution 2018-07-01: VDOT Rural Rustic Roads; Route 706 (Staff Contact: Gregory L. Sides) d. Resolution 2018-07-02: VDOT Rural Rustic Roads; Route 707 (Staff Contact: Gregory L. Sides) e. Resolution 2018-07-03: VDOT Smart Scale Applications Resolution of Support (Staff Contact: Gregory L. Sides) f. Management Control Agreement: E-911 Center (Staff Contact: Chris C. Slemp) g. EMS Transport and EMS Backup Transport Memorandum of Agreement Extensions (Staff Contact: Chris C. Slemp) 8. PRESENTATIONS Business Meeting - July 17, 2018 9. HEARING OF THE CITIZENS Each person addressing the Board under Hearing of the Citizens shall be a resident or land owner of the County, or the registered agent of such resident or land owner. Each person shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes. No person shall be permitted to address the Board more than once during Hearing of the Citizens. All remarks shall be addressed to the Board as a body and not to any individual member thereof. Hearing of the Citizens shall last for a maximum of forty-five (45) minutes. Any individual that is signed up to speak during said section who does not get the opportunity to do so because of the aforementioned time limit, shall be given speaking priority at the next Board meeting. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 10. PUBLIC HEARINGS a. Rezoning Public Hearings Pursuant to Article V, Division 6, of the Pittsylvania County Zoning Ordinance, the Board of Supervisors have been empowered to hear and decide specific zoning issues and zoning map changes in support of said Ordinance. In accomplishing this important task, the Board is responsible for promoting the health, safety, and general public welfare of the citizens of Pittsylvania County. The Board must ensure that all of its decisions and regulations be directed to these goals and that each be consistent with the environment, the comprehensive plan, and in the best interest of Pittsylvania County, its citizens, and its posterity. Case 1: Public Hearing: Rezoning Case R-18-014; William A. Emerson, Jr., & Anita D. Emerson; Chatham-Blairs Election District A-1, Agricultural District to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides) b. Other Public Hearings Each person addressing the Board under a Public Hearing shall step up, give his/her name and district, and/or his/her place of residency for non-County citizens, in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time, unless the consent of the Board is affirmatively given to extend the speakers allotted time. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 1. Public Hearing: Gretna Ballfield Lease (Staff Contact: Richard N. Hicks) 11. UNFINISHED BUSINESS 12. NEW BUSINESS a. Award of Bids on Train Depot Parking Lot Paving Project (Staff Contact: Richard N. Hicks) Business Meeting - July 17, 2018 b. Health Insurance Cost Increase (Staff Contact: Kimberly G. Van Der Hyde) c. 2018 Year End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) 13. APPOINTMENTS a. Re-appointment: Dan River ASAP Policy Board; James McLaughlin (Staff Contact: Kaylyn M. McCluster) b. Re-appointment: SAAA Board of Directors; Anita White (Staff Contact: Kaylyn M. McCluster) c. Re-appointment: SAAA Board of Directors; Phillip Adams (Staff Contact: Kaylyn M. McCluster) 14. MATTERS FROM WORK SESSION (IF ANY) 15. BOARD MEMBER REPORTS 16. COUNTY ADMINISTRATOR REPORTS 17. ADJOURNMENT Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Minutes: June 19, 2018, Work Session and Business Meeting (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: July 17, 2018 Item Number: 7.a Attachment(s): 06-19-2018 WS Meeting Minutes - DRAFT 06-19-2018 Business Meeting Minutes - DRAFT Reviewed By: 7.a Packet Pg. 4 June 19, 2018 Work Session Pittsylvania County Board of Supervisors Work Session June 19, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on June 19, 2018 in the Main Conference Room, County Administration Building, Chatham, Virginia. Chairman - Chatham-Blairs District Robert "Bob" Warren, called the meeting to order at 4:30 PM. The following members were present: CALL TO ORDER (4:30 PM) Attendee Name Title Status Arrived Robert "Bob" Warren Chairman - Chatham-Blairs District Present 4:28 PM Joe Davis Vice Chair - Dan River District Present 4:29 PM Tim R. Barber Supervisor - Tunstall District Present 4:25 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:29 PM Ronald Scearce Supervisor - Westover District Present 4:29 PM Charles Miller Supervisor - Banister District Present 4:28 PM Ben Farmer Supervisor - Callands-Gretna District Present 4:28 PM Also in attendance were Mr. David M. Smitherman, County Administrator/Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G. Van Der Hyde, Director of Finance; the Honorable Vincent E. Shorter, Treasurer; Mrs. Cheryl J. Boswell, CSA Coordinator; the Honorable Shirley Y. Hammock, Commissioner of the Revenue; Mark W. Moore, Director of Parks and Recreation; Chris C. Slemp, Public Safety Coordinator; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED None APPROVAL OF AGENDA RESULT: ADOPTED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer PRESENTATIONS STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. CPMT Attendance Report (Staff Contact: Cheryl J. Boswell); (5 minutes) Ms. Cheryl Boswell presented the attendance record for the Board. The report was included in the Board packet and she stated that everyone is in compliance. 7.a.a Packet Pg. 5 Attachment: 06-19-2018 WS Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Work Session b. Wayside Park Improvements Update (Staff Contact: Mark W. Moore); (15 minutes) Mr. Moore was present and gave a PowerPoint presentation about the Wayside Park Improvements. Wayside Park is located just off 29 about one (1) mile from the Town of Hurt. Moore stated that funding is in the FY19 budget for the Phase One (1) improvements and there is a very good chance that additional grant funding may be available. The improvements are set to begin in the Fall/Winter to allow for grant opportunities to play out. Some improvements to the park will include replacing and adding new picnic tables, adding trash cans, updating any interior park signage, re-gravelling the pull off road, installing a new front gate, paving the entrance up to the gate, and repairing the hanging bridge. Mr. Barber asked how many acres were at the park and Mr. Moore stated that the park consisted of sixty-five (65) acres. Mr. Blackstock stated that the SR RIFA owns the park, and it joins on the back side. Mr. Davis commended Mr. Moore on his efforts on this park. c. EMS Transport Update (Staff Contact: Chris C. Slemp); (10 minutes) Mr. Slemp stated that Mr. Fowler and Mr. Adams have been instrumental and their help is ve ry valuable. Mr. Blackstock asked if there had been an increase or decrease since Regional One left, and if there were more or less. Slemp stated that numbers are down due to the volunteers picking up a lot of the calls. The Board commended the agencies and Mr. Warren thanked Mr. Slemp, Mr. Fowler, and Mr. Adams for stepping up to help to ease this transition. d. Gretna Ballfield Lease/Public Hearing Authorization (Staff Contact: Richard N. Hicks); (5 minutes) Mr. Hunt noted that the Gospel Tabernacle Outreach Center really desires to purchase the property, but due to financial obligations of replacing the roof, they are unable to do so at this time. The Outreach Center will keep a record of all expenses incurred at this property until they are able to purchase. There was consensus of the Board to hold a Public Hearing at the July Business Meeting for the Gretna Ballfield Lease. e. Solid Waste Disposal Fee Implementation Update (Staff Contact: Gregory L. Sides); (20 minutes) Mr. Hicks gave a presentation on how Bedford County handles its Solid Waste Collections. Bedford has no open top boxes at the manned sites for household waste; the only open top boxes were for metal and white goods. Citizens arriving at the sites know what is allowed and what is not due to signage. There was consensus of the Board to move forward and Mr. Sides stated that they would be coming back in the future with some possible Ordinance changes for the due dates of the solid waste billing. Mr. Warren asked that as this process moves forward to send updates to the Board's Solid Waste Committee as well as the Legislative Committee. Mr. Blackstock commended the Committee for looking for ways to help the tax paying citizens and looking at adjusting the due dates. Mr. Hunt gave a han dout with an overview of their enforcement committee review. Mr. Warren strongly suggested pushing it out to the public that our sites are for Pittsylvania County residents only. Mr. Warren thanked all committees for their work, and Mr. Barber stated that going out and seeing how other localities do this is a huge positive. 7.a.a Packet Pg. 6 Attachment: 06-19-2018 WS Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Work Session f. Information Sharing Agreement for Broadband Project Implementation (Staff Contact: Matthew D. Rowe); (5 minutes) Mr. Rowe gave an update on the internet project where Pittsylvania County and Halifax County will share all information regarding their respective internet projects with each other. Said Counties worked together and applied jointly for a Tobacco Commission Last Mile Broadband Grant, which was fully awarded this spring. This Grant will further efforts to expand broadband internet service to unserved and underserved areas. The County is currently in the process of reviewing possible grant agreements and determining degree of possible tax payer liability; SCS Broadband is providing the required dollar-for-dollar match. g. Other Reports BUSINESS MEETING DISCUSSION ITEMS CLOSED SESSION Motion was made by Mr. Blackstock, seconded by Mr. Barber, to enter into Closed Session, which was unanimously approved by the Board. The Bo ard entered into Closed Session at 5:55 PM. a. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. (Staff Contact: J. Vaden Hunt) b. 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. (Staff Contact: Matthew D. Rowe) RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:47 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on June 19, 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. 7.a.a Packet Pg. 7 Attachment: 06-19-2018 WS Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Work Session Vote Tim R. Barber Yes Elton W. Blackstock Yes Joe B. Davis Yes Ben L. Farmer Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. Warren Yes ADJOURNMENT Mr. Warren adjourned the meeting at 6:49 PM. 7.a.a Packet Pg. 8 Attachment: 06-19-2018 WS Meeting Minutes - DRAFT (1261 : Minutes) June 19, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting June 19, 2018 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on June 19, 2018 in the Pittsylvania County General District Courtroom, Edwin R. Shields Courthouse Addition, Chatham, Virginia. Chairman - Chatham-Blairs District Robert "Bob" Warren, called the meeting to order at 7:00 PM. The following members were present: CALL TO ORDER (7:00 PM) Attendee Name Title Status Arrived Robert "Bob" Warren Chairman - Chatham-Blairs District Present 6:55 PM Joe Davis Vice Chair - Dan River District Present 6:55 PM Tim R. Barber Supervisor - Tunstall District Present 7:00 PM Elton W. Blackstock Supervisor - Staunton River District Present 7:00 PM Ronald Scearce Supervisor - Westover District Present 6:57 PM Charles Miller Supervisor - Banister District Present 6:56 PM Ben Farmer Supervisor - Callands-Gretna District Present 6:55 PM Mr. David M. Smitherman, County Administrator/Clerk of the Board; Mr. J. Vaden Hunt, Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard Hicks, Assistant County Administrator for Operations; Mrs. Kimberly Van Der Hyde, Director of Finance; and Mrs. Kaylyn McCluster, Deputy Clerk; were also present. AGENDA ITEMS TO BE ADDED Add a Library Board Appointment under Appointments, add two (2) items, under Matters from Work Session, the approval of the Second Amendment of Animal Shelter Operational Agreement and Lease, and the approval of retention of outside legal counsel for opioid litigation damages assessment to the agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPROVAL OF AGENDA RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer CONSENT AGENDA 7.a.b Packet Pg. 9 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Business Meeting Mr. Tyler Jarrett and his parents were present to receive a Resolution recognizing his Athlete of the Year Award. Mr. Barber read and presented the Resolution to Mr. Jarrett. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer a. Minutes: May 15, 2018, Work Session and Business Meeting; May 21, 2018 Property Building Committee Meeting (Staff Contact: Kaylyn M. McCluster) b. Proclamation: Tyler Jarrett (Staff Contact: Kaylyn M. McCluster) c. Resolution 2018-06-01: VDOT Six-Year Plan (Staff Contact: Gregory L. Sides) d. Resolution 2018-06-02: James E. Davis (Staff Contact: David M. Smitherman); (Presenter: Robert W. Warren) e. Resolution 2018-06-03: Chris C. Slemp; Interim Emergency Services Coodinator (Staff Contact: James E. Davis) f. Livestock Claim (Staff Contact: James E. Davis) g. Community Foundation Grant Request for FIT Testing Machine (Staff Contact: Chris C. Slemp) h. Fire and Rescue Service Agreement Amendment (Staff Contact: Chris C. Slemp) i. EMS Transport Backup Agreements (Staff Contact: Chris C. Slemp) PRESENTATIONS HEARING OF THE CITIZENS Mr. Warren opened the Hearing of the Citizens at 7:09 PM. The first signed up to speak was Mr. Hubert Hudson from the Tunstall District. Mr. Hudson expressed his sincere disappointment in the Board. He stated his feeling of the finances spiraling out of control, the waste of dollars worth of investments, and he also brought t-shirts for the Board that he had made. Mr. Charles Eatmon from the Tunstall District was next to speak. He stated that he lives on Whitetail Road and referred to last month's discussion on the Six-Year plan. He asked Mr. Barber personally to come down his road and check the conditions because they are so bad. No one else signed up to speak and Mr. Warren closed the Hearing of the Citizens at 7:15 PM. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-18-010; Donny W. Hylton & Juanita D. Hylton; Dan River Election District A-1, Agricultural District to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides) 7.a.b Packet Pg. 10 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Business Meeting Mr. Warren opened the Public Hearing at 7:16 PM. Mr. Hylton was present to represent the petitioner. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:18 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 2: Public Hearing: Rezoning Case R-18-011; David Miller & Diane Miller Chatham-Blairs Election District RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:19 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:20 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 3: Public Hearing: Rezoning Case R-18-012; Bradley Nace Boswell; Callands-Gretna Election District R-1, Residential Suburban Subdivision District, to RC-1, Residential Combined Subdivision District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:21 PM. Mr. Boswell was present to represent petitioner. No one signed up to speak and Mr. Warren closed at 7:22 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Ben Farmer, Supervisor - Callands-Gretna District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Other Public Hearings 1. Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include tangible personal property owned by the Climax Ruritan Club (Staff Contact: J. Vaden Hunt) Mr. Warren opened the Public Hearing at 7:23 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:24 PM. 7.a.b Packet Pg. 11 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 2. Public Hearing: Proposed Amendment to Chapter 6.6-3, Property Exempt by Classification or Designation, of the Pittsylvania County Code, to include tangible personal property owned by the Blue and Gray Education Society (Staff Contact: J. Vaden Hunt) Mr. Warren opened the Public Hearing at 7:26 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:27 PM. Mr. Hunt stated the cost for advertisement was covered by the organizations requesting the tax exemptions and the County did not pay those fees. RESULT: ADOPTED [UNANIMOUS] MOVER: Ben Farmer, Supervisor - Callands-Gretna District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer UNFINISHED BUSINESS NEW BUSINESS a. Purchase of Service Weapon (Staff Contact: Sheriff Michael W. Taylor) RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. Appropriation of Funds (Staff Contact: Sheriff Michael W. Taylor) RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles Miller, Supervisor - Banister District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer c. 9-1-1 Road Name Addition Request (Staff Contact: Chris C. Slemp) RESULT: ADOPTED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer d. Cherrystone Creek Dam No. 2A (Roaring Fork Lake) Economic Analysis (Staff Contact: Richard N. Hicks) 7.a.b Packet Pg. 12 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Business Meeting Mr. Blackstock asked about the number of houses in flood plane and Mr. Hicks stated there were two (2) houses. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer e. Award of Radio Tower Construction Bids (Staff Contact: Richard N. Hicks) RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer f. Authorize Execution Solid Waste Engineering Services Contracts (Staff Contact: Richard N. Hicks) Mr. Barber asked if Dewberry would still be doing the annual study and Mr. Hicks stated the new firm would be doing it. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer g. County/School System Chatham Armory Lease (Staff Contact: Richard N. Hicks) Mr. Warren stated the school system has had a small program to reach children in need and this will allow them to reach a larger number of students. Mr. Hicks thanked the Sheriff for allowing inmates to paint the inside of the building. RESULT: ADOPTED [UNANIMOUS] MOVER: Charles Miller, Supervisor - Banister District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPOINTMENTS a. DSS Board Appointment: Ronald Merricks (Contact: Supervisor Joe B. Davis) 7.a.b Packet Pg. 13 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. DSS Appointment: Patricia Evans (Contact: Supervisor Ronald S. Scearce) RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald Scearce, Supervisor - Westover District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer c. Re-appointment: Public Library Board of Trustees; Janice Fitts (Contact: Supervisor Joe. B. Davis) RESULT: ADOPTED [UNANIMOUS] MOVER: Joe Davis, Vice Chair - Dan River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer d. Re-appointment: Public Library Board of Trustees; Portia Fitzgerald (Contact: Supervisor Charles H. Miller, Jr.) RESULT: ADOPTED [UNANIMOUS] MOVER: Charles Miller, Supervisor - Banister District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer e. Public Library Board of Trustees Appointment: Sandra Rinkle (Contact: Supervisor Elton W. Blackstock) RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer f. Tourism Board Appointment: Mary Smith (Contact: Supervisor Ben L. Farmer) RESULT: ADOPTED [UNANIMOUS] MOVER: Ben Farmer, Supervisor - Callands-Gretna District SECONDER: Joe Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer g. Public Library Board of Trustees Appointment: Shelby Buffington 7.a.b Packet Pg. 14 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben Farmer, Supervisor - Callands-Gretna District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer MATTERS FROM WORK SESSION (IF ANY) a. Approval of Second Amendment to Animal Shelter Operational Agreement and Lease RESULT: APPROVED [6 TO 1] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ronald Scearce, Supervisor - Westover District AYES: Warren, Davis, Blackstock, Scearce, Miller, Farmer NAYS: Barber b. Approval of Retention of Outside Legal Counsel for Opioid Litigaton Damages Assessment RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles Miller, Supervisor - Banister District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer BOARD MEMBER REPORTS Mr. Scearce stated that this past Thursday he was the key note speaker for the Danville Cancer Association. He strongly supports the organization and encouraged the citizens to do so as well. Mr. Farmer thanked Fire and EMS for their hard work. Mr. Blackstock spoke about Daniel and Erin Lanier and how their small business conducted a rodeo in the Grit community. Mr Blackstock also pointed out law enforcement officials from federal, state, and local levels and commended them on coming together to get the indictments and combat the drugs in our area. Mr. Davis thanked and recognized Tyler Jarrett's athletic and academic accomplishments. He also thanked Sheriff Taylor for everything they do for our County and echoed Mr. Farmer's statement about Fire and EMS. Dr. Miller commended Fire and EMS but stated his concern that there isn't enough minority participation in fire and EMS. He encouraged Mr. Slemp to facilitate minority participation. Mr. Warren congratulated the Tyler Jarrett family and wished him luck in his future. He also recognized Chatham High School's win and being able to participate in the State Championship. Mr. Warren also commended Sheriff Taylor on the Federal indictments that took place in Danville. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman gave an update on the Emergency Management Services. He stated that they have engaged volunteers to cover the County's emergency management services at the moment, as they work to come up with a more permanent solution. He also stated that there will be recommendations brought to the Fire and Rescue Committee regarding the long term provision 7.a.b Packet Pg. 15 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors June 19, 2018 Business Meeting of the emergency management services. Mr. Smitherman also stated that staff is taking efforts to improve the County's Solid Waste Collections. CLOSED SESSION 1. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. Motion made by Mr. Blackstock, seconded by Mr. Barber, to enter into Closed Session, which was unanimously approved by the Board. The Board entered into closed session at 8:10 PM. RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION 1. Closed Session Certification The Board returned to open session 9:11 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on June 19, 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 Elton W. Blackstock Yes Joe B. Davis Yes Ben L. Farmer Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. Warren Yes ADJOURNMENT Mr. Warrren adjourned the meeting at 9:12 PM. 7.a.b Packet Pg. 16 Attachment: 06-19-2018 Business Meeting Minutes - DRAFT (1261 : Minutes) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Pittsylvania County Sports Hall of Fame Congratulatory Letters (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: July 17, 2018 Item Number: 7.b Attachment(s): 2018 Sports Hall of Fame Letters Reviewed By: SUMMARY: The Pittsylvania County Sports Hall of Fame 2018 Induction Ceremony will be held on August 10, 2018, at 6:00 PM at White Oak Grove Outreach Center, located at 1461 Dry Fork Road, Dry Fork, Virginia 24649. There will be thirteen (13) inductees from Pittsylvania County. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve the attached Congratulatory Letters for the 2018 Pittsylvania County Sports Hall of Fame Inductees. MOTION: “I make a Motion to approve the Congratulatory Letters for the 2018 Pittsylvania County Sports Hall of Fame Inductees.” 7.b Packet Pg. 17 BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Everett Gray 133 Grays Park Road Danville, VA 24541 Dear Mr. Gray; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 18 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Ronnie Emerson 586 Deerfield Drive Ringgold, VA 24586 Dear Mr. Emerson; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 19 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Peyton Sellers 1385 Ringgold Road Ringgold, VA 24586 Dear Mr. Sellers; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 20 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Tom Mullins 8985 Martinsville Highway Danville, VA 24541 Dear Mr. Mullins; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 21 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Ms. Mary Giles Gibson 1127 Toledo Avenue Lynchburg, VA 24502 Dear Ms. Gibson; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 22 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Mike Pyrtle 1565 Sandy River Road Axton, VA 24054 Dear Mr. Mike Pyrtle; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 23 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mrs. Cindy Pyrtle 1565 Sandy River Road Axton, VA 24054 Dear Mrs. Cindy Pyrtle; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 24 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Sam Williams 565 Deer Crest Lane Danville, VA 24541 Dear Mr.Williams; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 25 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Darrell Aherron 541 Ringgold Church Road Ringgold, VA 24586 Dear Mr. Aherron; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 26 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Ronald Fowler 1721 Snakepath Road Blairs, VA 24527 Dear Mr. Fowler; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 27 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Mr. Vernon Moon P. O. Box 458 Gretna, VA 24557 Dear Mr. Moon; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to congratulate you on your inclusion to the Pittsylvania County Sports Hall of Fame. Your mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Your countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by their ability to participate in these sport programs. Your selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is your provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and your dedication to the success of sports programs for the children that led to your well-deserved selection to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 28 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Wallace Burnette, Posthumous c/o Lisa Cox 501 Dodson Road Blairs, VA 24527 Dear Ms. Cox; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to inform you that Mr. Wallace Burnette has been selected as an inductee to the Pittsylvania County Sports Hall of Fame. His mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Mr. Burnette’s countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by his ability to participate in these sport programs. His selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is Mr. Burnette’s provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and his dedication to the success of sports programs for the children that led to his well-deserved selection as inductees to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 29 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. July 17, 2018 Robert Tuck, Posthumous c/o Elizabeth Lewis Ricketts 7540 Spring Garden Road Blairs, VA 24527 Dear Ms. Ricketts; On the behalf of Pittsylvania County, the Pittsylvania County Board of Supervisors would like to take this opportunity to inform you that Mr. Robert Tuck has been selected as an inductee to the Pittsylvania County Sports Hall of Fame. His mentoring of young athletes through various sports programs in Pittsylvania County over the decades helped to prepare them for high school sports, and in many cases college sports and even professional teams. Mr. Tuck’s countless hours of volunteerism during the early years of the many Pittsylvania County Youth recreation programs helped provide guidance to innumerable children that have gone on to careers that were influenced by his ability to participate in these sport programs. His selfless devotion of personal time and resources helped to maximize the quality of life for those young athletes who participated in sports programs. It is Mr. Tuck’s provision of outstanding service and exemplary leadership to the young citizens of Pittsylvania County and his dedication to the success of sports programs for the children that led to his well- deserved selection as inductees to the Pittsylvania County Sports Hall of Fame. Sincerest thanks, Robert W. “Bob” Warren, Chairman Pittsylvania County Board of Supervisors RWW/km 7.b.a Packet Pg. 30 Attachment: 2018 Sports Hall of Fame Letters (1264 : Pittsylvania County Sports Hall of Fame Congratulatory Letters) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-07-01: VDOT Rural Rustic Roads; Route 706 (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: July 17, 2018 Item Number: 7.c Attachment(s): Reviewed By: SUMMARY: Virginia Code § 33.1-70.1 permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: Staff recommends the Board approve Resolution 2018-07-01 declaring portions of Route 706 as a Rural Rustic Road. MOTION: “I make a Motion to approve Resolution 2018-07-01 declaring portions of Route 706 as a Rural Rustic Road.” 7.c Packet Pg. 31 Pittsylvania County Board of Supervisors RESOLUTION 2018-07-01 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, July 17, 2018, the following resolution was presented and adopted: WHEREAS, Section 33.2-332 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low-density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (“Board”) desires to consider whether Route 706 (Abbotts Place), From: Route 701 to 1.1 miles west of Route 701 should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board’s six-year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right-of-way and ditch-lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote A Copy Teste: Moved By: _______________ Seconded By:_______________ Signed _____________ _______ Yeas: ____ Printed Name David M. Smitherman Nays: ____ Title Clerk 7.c Packet Pg. 32 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-07-02: VDOT Rural Rustic Roads; Route 707 (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: July 17, 2018 Item Number: 7.d Attachment(s): Reviewed By: SUMMARY: Virginia Code § 33.1-70.1 permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: Staff recommends the Board approve Resolution 2018-07-02 declaring portions of Route 707 as a Rural Rustic Road. MOTION: “I make a Motion to approve Resolution 2018-07-02 declaring portions of Route 707 as a Rural Rustic Road.” 7.d Packet Pg. 33 Pittsylvania County Board of Supervisors RESOLUTION 2018-07-02 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, July 17, 2018, the following resolution was presented and adopted: WHEREAS, Section 33.2-332 of the Code of Virginia, permits the hard surfacing of certain unpaved roads deemed to qualify for designation as a Rural Rustic Road; and WHEREAS, any such road must be located in a low-density development area and have no more than 1,500 vehicles per day; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia (“Board”) desires to consider whether Route 707 (Mac Road), From: Route 662 to 1.2 miles north of Route 662 should be designated a Rural Rustic Road; and WHEREAS, the Board is unaware of pending development that will significantly affect the existing traffic on this road; and WHEREAS, the Board believes that this road should be so designated due to its qualifying characteristics; and WHEREAS, this road is in the Board’s six-year plan for improvements to the secondary system of state highways. NOW, THEREFORE, BE IT RESOLVED, the Board requests that this road be hard surfaced and, to the fullest extent prudent, be improved within the existing right-of-way and ditch-lines to preserve as much as possible the adjacent trees, vegetation, side slopes, and rural rustic character along the road in their current state. BE IT FURTHER RESOLVED that a certified copy of this resolution be forwarded to the Virginia Department of Transportation Residency Administrator. Recorded Vote A Copy Teste: Moved By: _______________ Seconded By:_______________ Signed _____________ _______ Yeas: ____ Printed Name David M. Smitherman Nays: ____ Title Clerk 7.d Packet Pg. 34 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-07-03: VDOT Smart Scale Applications Resolution of Support (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: July 17, 2018 Item Number: 7.e Attachment(s): Reviewed By: SUMMARY: The Virginia Department of Transportation (“VDOT”) developed the Smart Scale Program to evaluate and prioritize local transportation projects and allocate construction funding throughout the Commonwealth and the VDOT Districts. Only projects along major corridors, or projects that meet VDOT specified transportation needs, are eligible. Localities Pittsylvania County’s size are allowed to submit up to four (4) projects. The proposed projects were developed with VDOT staff input, although some applications may be screened out through the review process. Final applications are due August 1, 2018, and a local Resolution of Support is required. FINANCIAL IMPACT AND FUNDING SOURCE: N/A RECOMMENDATION: County Staff recommends that the Board approve Resolution 2018-07-03 (attached) as presented. MOTION: “I make a Motion to approve Resolution 2018-07-03 in support of the 2018 Virginia Department of Transportation Smart Scale applications and to authorize the Chairman and County Administrator to sign and submit said Resolution as a part of the applications.” 7.e Packet Pg. 35 Pittsylvania County Board of Supervisors RESOLUTION 2018-07-03 VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors held in the General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia on Tuesday, July 17, 2018, the following resolution was presented and adopted: WHEREAS, the Virginia Department of Transportation developed the Smart Scale process to score and prioritize transportation projects and allocate construction funding; and WHEREAS, the Smart Scale process is based on an application system whereby eligible applicants submit applications for projects that are determined to be both in the public interest and in compliance with VDOT’s identified transportation needs and eligibility criteria; and WHEREAS, Pittsylvania County is an eligible applicant and has prepared and submitted applications for the following transportation improvemen t projects in 2018: • Route 640, Wards Road, roadway improvements to bring road into compliance with current standards • Route 40 and McBride Lane Intersection, intersection improvements to increase safety and support a growing healthcare and commercial area • U.S. Route 29 and Route 642, Shula Drive, intersection modifications, including a new R-Cut design, to address a significant accident history • Route 729, Kentuck Road, and Ringgold West Industrial Park, intersection and access improvements to address an increase in truck traffic associated with an expanded distribution center; and WHEREAS, these projects are in the public interest and will benefit both the travelling public and the residents of Pittsylvania County; then NOW, THEREFORE, BE IT RESOLVED, the Pittsylvania County Board of Supervisors endorses and supports the Smart Scale applications listed herein and respectfully requests support for these projects from the Virginia Department of Transportation and the Commonwealth Transportation Board. Given under my hand this 17th day of July 2018. 7.e Packet Pg. 36 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Management Control Agreement: E-911 Center (Staff Contact: Chris C. Slemp) Staff Contact(s): Chris C. Slemp Agenda Date: July 17, 2018 Item Number: 7.f Attachment(s): 07-17-2018 Management Control Agreement Reviewed By: SUMMARY: The County’s E-911 Center is under the direction and control of the Pittsylvania County Board of Supervisors. A Management Control Agreement (the “Agreement”) was established in 1997 to identify the various components of the Agreement and responsibilities that lie therein. This Agreement expired upon the succession of the new Sheriff taking office in 2008. With the retirement of James E. Davis, the County’s former Public Safety Director/E-911 Director, a new agreement (the “New Agreement”) will need to be authorized to continue the management style that is in place. The previous Agreement specifically identified the E-911 Director as having day-to-day supervision and answering to the County Administrator. In that supervision, the E-911 Director oversees all personnel with the exception of five (5) Compensation Board Sheriff’s employees (Dispatcher funded positions). The New Agreement (attached) maintains that authority of the five (5) Compensation Board employees remains with the Sheriff, but passes day-to-day supervision to the E-911 Director. Additionally, the Sheriff in the New Agreement maintains all criminal, investigative, and civil call processes and computerized equipment related to criminal justice applications under his control. The New Agreement has been reviewed and approved by the Honorable Michael W. Taylor, Sheriff, David M. Smitherman, County Administrator, Chris C. Slemp, Interim E-911 Director, and J. Vaden Hunt, Esq., County Attorney. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve the attached Management Control Agreement as presented. MOTION: “I make a Motion to approve the Management Control Agreement and authorize the County Administrator to sign all necessary related documents.” 7.f Packet Pg. 37 MANAGEMENT CONTROL AGREEMENT THIS AGREEMENT is made and entered in this____day of _____________by and between the PITTSYLVANIA COUNTY SHERIFF’S OFFICE, the OFFICE OF EMERGENCY SERVICES OF PITTSYLVANIA COUNTY, VIRGININA, and the BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, said agreement being for the express purpose of funds to the BOARD OF SUPERVISORS from the VIRGINIA STATE COMPENSATION BOARD for 5 dispatch positions granted to the Sheriff of Pittsylvania County.; WITNESSETH WHEREAS, Pittsylvania County, Virginia maintains and operates an Emergency Telephone System for the citizens of the County, and all Townships located therein; and WHEREAS, the Pittsylvania County Sheriff’s Office is responsible for the preservation of life, limb and property to the citizens of Pittsylvania County, Virginia and the enforcement of all Local, St ate & Federal laws; and WHEREAS, Pittsylvania County Office of Emergency Services maintains and operates an Enhanced 911 service for the Board of Supervisors, in order to receive and dispatch telephone complaints for emergency requests for police, fire or rescue services; and WHEREAS, the governing body of Pittsylvania County, the Pittsylvania County Sheriff’s Office, and the Pittsylvania County Office of Emergency Services acknowledge the need of a single point public safety answering point for the Enhanced 911 service to the citizens they serve; and WHEREAS, Pittsylvania County Sheriff’s Office and Pittsylvania County Office of Emergency Services have existing communications compatibility via radio, telephone & computer; and WHEREAS, Pittsylvania Count y Office of Emergency Services has agreed to provide continuous emergency communications to the Pittsylvania County Sheriff’s Office for law enforcement purposes; and WHEREAS, Pittsylvania County Office of Emergency Services shall designate adequate staff ing to handle the calls for service for the Pittsylvania County Sheriff’s Office for law enforcement purposes; NOW, THEREFORE, in consideration of the mutual understandings, covenants, and conditions set forth herein, Pittsylvania County Board of Supervisors, Pittsylvania County Sheriff’s Office and the Pittsylvania County Office of Emergency Services covenant and agree as follows: (1) Pittsylvania County Office of Emergency Services will provide Virginia State Certified Telecommunicators, each of whom are trained and under the direct supervision of the Office of Emergency Services and indirectly to the County Administrator and the Board of Supervisors; Except for those that are funded to the Sheriff by the State Compensation Board. 7.f.a Packet Pg. 38 Attachment: 07-17-2018 Management Control Agreement (1270 : Management Control Agreement: E-911 Center) (2) Pittsylvania County Office of Emergency Services will provide the public safety answering point for all the citizens for any emergency request for police, fire or rescue services in the area of communications; (3) Pittsylvania County Office of Emergency Services will ensure all personnel having access to computer, radio, telephone, or terminal equipment used to process, store, or transmit criminal justice information will: a). Be at least eighteen years of age; b). Have at least a high school education c). Not have been convicted of any misdemeanors involving moral turpitude, felonies, or be users of narcotic drugs or controlled substances; d). Be fingerprinted, photographed, and submit to a complete background investigation which will be conducted by the Sheriff or his designee; e). Be under the direct control of the Sheriff or his designee, whenever operating any law enforcement related applications; f). Not divulge any information acquired from the VCIN/NCIC terminal to any one not having a legal right to said information; and g). Require each employee to sign the Criminal Justice Information Systems Confidentiality Statement as provided in the Office of Emergency Services Standard Operating Procedures; h). Any other requirements deemed necessary by both agencies. (4) The Pittsylvania County Sheriff’s Office shall develop a Standard Operating Procedure for the receipt and dispatch of all calls received to law enforcement. The Pittsylvania County Sheriff’s Office Standard Operating Procedure shall be adopted and incorporated into the Pittsylvania County Office of Emergency Services Standard Operating Procedure Manual, which shall be the Standard Operating Procedure for all dispatchers in the Emergency Operations Center and shall be implemented by the Pittsylvania County Office of Emergency Services. (5) The Pittsylvania County Sheriff’s Office will follow all rules for the use of the Law Enforcement Dispatch Frequency which is owned by the Board of Supervisors and granted for use by the Federal Communications Commission; (6) The Pittsylvania County Sheriff’s Office will apply annually, to the Virginia State Compensation Board for reimbursement to the Board of Supervisors for compensation of law enforcement dispatch personnel, and any subsequent increases of compensation, salaries, and any and all other benefits for services rendered as deemed appropriate by the Compensation Board; (7) The Pittsylvania County Sheriffs Office will receive management control over all computer, terminal equipment and law enforcement radio frequencies used to process, store, or transmit criminal justice information, “Management Control” being defined as the ultimate authority to set and enforce priorities; standards for the selection, supervision, evaluation and termination of Compensation Board personnel; and police governing the operations of computers, radio frequencies relating to law enforcement communications, circuits and telecommunications 7.f.a Packet Pg. 39 Attachment: 07-17-2018 Management Control Agreement (1270 : Management Control Agreement: E-911 Center) terminals used to process criminal history information. Management Control includes but is not limited to, the supervision of equipment, systems design, programming, and operating procedures necessary for the day to day activities within the Emergency Operations Center as it relates to daily law enforcement requests, and shall include ultimate authority to hire, fire and evaluate Compensation Board funded Communications Operators. The Pittsylvania County Office of Emergency Service and the Pittsylvania County Sheriff’s Office have read and understand this management control agreement and such agreement is binding as of the date below. Only the governing body of Pittsylvania County may terminate this agreement giving a sixty-day written notice to the Manager of Emergency Services and the Sheriff of Pittsylvania County. IN WITNESS WHEREOF, these parties have executed this Agreement on the day and year first above written in two (2) counterparts, each of which is to be deemed an original Agreement. COUNTY OF PITTSYLVANIA BY:_______________________ CHAIRMAN OF THE BOARD (SEAL) ATTEST: _________________________________________ COUNTY CLERK/COUNTY ADMINISTRATOR _________________________________________ EMERGENCY SERVICES MANAGER _________________________________________ SHERIFF 7.f.a Packet Pg. 40 Attachment: 07-17-2018 Management Control Agreement (1270 : Management Control Agreement: E-911 Center) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: EMS Transport and EMS Backup Transport Memorandum of Agreement Extensions (Staff Contact: Chris C. Slemp) Staff Contact(s): Chris C. Slemp Agenda Date: July 17, 2018 Item Number: 7.g Attachment(s): DRT 5-25-18 Contract for EMS Services Blairs EMS Backup Agreement Cool Branch EMS Backup Agreement Reviewed By: SUMMARY: In June of this year, the County lost its EMS transport coverage in Hurt and EMS transport backup coverage in other areas of the County. A Memorandum of Agreement (“MOA”) was executed with Delta Response Team (“DRT”) for short term EMS transport coverage in Hurt, and MOAs were also executed with Cool Branch Rescue Squad and Blairs Fire Department to provided additional EMS transport backup coverage in the County. Negotiations are currently underway with a vendor for long term EMS transport coverage in Hurt and long term EMS transport backup coverage in the other portions of the County lacking backup coverage; however, a thirty (30) day extension of the above-referenced MOAs is needed to put said coverage in place. As evinced by the attached, extensions are allowed per the terms of the above-referenced MOAs. FINANCIAL IMPACT AND FUNDING SOURCE: The cost will be $38,000 for DRT and $8,800 for the volunteer stipends for Cool Branch Rescue Squad and Blairs Fire Department, bringing the total cost to $46,800. This money is already budgeted in the FY19 budget. RECOMMENDATION: County Staff recommends the Board approve the extension to the aforementioned MOAs. MOTION: “I make a Motion to approve the thirty (30) day extensions to the DRT, Cool Branch Rescue Squad, and Blairs Fire Department MOAs for EMS transport coverage and EMS backup transport coverage.” 7.g Packet Pg. 41 7.g.a Packet Pg. 42 Attachment: DRT 5-25-18 Contract for EMS Services (1271 : Extension of EMS back up contracts and MOA) 7.g.a Packet Pg. 43 Attachment: DRT 5-25-18 Contract for EMS Services (1271 : Extension of EMS back up contracts and MOA) 7.g.a Packet Pg. 44 Attachment: DRT 5-25-18 Contract for EMS Services (1271 : Extension of EMS back up contracts and MOA) 7.g.a Packet Pg. 45 Attachment: DRT 5-25-18 Contract for EMS Services (1271 : Extension of EMS back up contracts and MOA) 7.g.a Packet Pg. 46 Attachment: DRT 5-25-18 Contract for EMS Services (1271 : Extension of EMS back up contracts and MOA) 7.g.a Packet Pg. 47 Attachment: DRT 5-25-18 Contract for EMS Services (1271 : Extension of EMS back up contracts and MOA) 7.g.b Packet Pg. 48 Attachment: Blairs EMS Backup Agreement (1271 : Extension of EMS back up contracts and MOA) 7.g.c Packet Pg. 49 Attachment: Cool Branch EMS Backup Agreement (1271 : Extension of EMS back up contracts and MOA) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-18-014; William A. Emerson, Jr., & Anita D. Emerson; Chatham-Blairs Election District A-1, Agricultural District to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides) Staff Contact(s): Gregory L. Sides Agenda Date: July 17, 2018 Item Number: 10.a.1 Attachment(s): EMERSON CASE R-18-013 MAP EMERSON CASE R-18-014 Reviewed By: SUMMARY: Case R-18-014: William A. Emerson, Jr., and Anita D. Emerson have petitioned to rezone 1.231 acres from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District to combine with the adjacent parcel of land zoned R-1. The parcel is located on Waller Lane in the Chatham-Blairs Election District. If the parcel is successfully rezoned, all uses listed under Pittsylvania County Code § 35-222 will be permitted. The Planning Commission, with no opposition, recommended granting the petitioners’ request. The Staff Summary is attached in the Board Packet. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff submits this item to the Board for its review and consideration. 10.a.1 Packet Pg. 50 Legend Parcels Appeals Rezoning Signs Special Uses Variances Zoning Unknown A-1 = Agricultural District B-1 = Business District, Limited B-2 = Business District, General C-1 = Conservation District DZ = Double Zoned Parcels M-1 = Industrial District, Light Industry M-2 = Industrial District, Heavy Industry MHP = Residential Manuf. Housing Park District R-1 = Residential Suburban Subdivision District RC-1 = Residential Combined Subdivision Distric RE = Residential Estates District RMF = Residential Multi-Family Subdivision Distric RPD = Residential Planned Development District TZ = Town Zoning UK = Unknown County Boundary Title: Emerson - Case R-18-014 Date: 6/1/2018 DISCLAIMER:This drawing is neither a legally recorded map nor a survey and is not intended to be used as such. The information displayed is a compilation of records, information, and data obtained from various sources, and Pittsylvania County is not responsible for its accuracy or how current it may be. 10.a.1.a Packet Pg. 51 Attachment: EMERSON CASE R-18-013 MAP (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & 10.a.1.b Packet Pg. 52 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 53 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 54 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 55 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 56 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 57 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 58 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 59 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 60 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 61 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 62 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 63 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 64 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 65 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) 10.a.1.b Packet Pg. 66 Attachment: EMERSON CASE R-18-014 (1265 : Rezoning Case R-18-014 William A. Emerson, Jr., & Anita D. Emerson) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Gretna Ballfield Lease (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: July 17, 2018 Item Number: 10.b.1 Attachment(s): 7-17-18 Public Hearing Gretna Ballfield Gretna Church Lease Reviewed By: SUMMARY: Reverend Stone with the Gospel Tabernacle Outreach Center in Gretna has presented a request to the Board for a Lease of the former ballfield in Gretna that is owned by the County. Stone made a presentation to the Property/Building Committee, which made a recommendation to move forward with a potential Lease. At the June 19, 2018, Board meeting, the Board approved establishing a date for a Public Hearing on the proposed Lease. A cop y of said Lease is attached for your review and consideration. Under the terms of the proposed Lease, the County will lease the property to the Gospel Tabernacle Outreach Center for a term of one (1) year, with the option to renew for eight (8) additional one (1)-year terms. Additionally, again under the terms of the proposed Lease, the Gospel Tabernacle Outreach Center will be required to provide proof of insurance coverage. If it makes approved improvements to the property and retain documentation of the costs, those costs would be deducted from any potential purchase price, if the Gospel Tabernacle Outreach Center eventually purchases the property. FINANCIAL IMPACT AND FUNDING SOURCE: There is no financial impact to the County. Additional funds would be realized in the event lessee proceeds with the purchase of the property. RECOMMENDATION: Following the conducting of the lawfully required Public Hearing, County Staff recommends the Board authorize the execution of the attached Lease as presented. MOTION: “I make a Motion to authorize the Count y Administrator to execute the Lease between the Pittsylvania County Board of Supervisors and the Gospel Tabernacle Outreach Center for 7.55 acres, identified as Parcel ID# 2530-37-4789.” 10.b.1 Packet Pg. 67 10.b.1.a Packet Pg. 68 Attachment: 7-17-18 Public Hearing Gretna Ballfield (1266 : Public Hearing: Gretna Ballfield Lease) 10.b.1.a Packet Pg. 69 Attachment: 7-17-18 Public Hearing Gretna Ballfield (1266 : Public Hearing: Gretna Ballfield Lease) 10.b.1.a Packet Pg. 70 Attachment: 7-17-18 Public Hearing Gretna Ballfield (1266 : Public Hearing: Gretna Ballfield Lease) 10.b.1.a Packet Pg. 71 Attachment: 7-17-18 Public Hearing Gretna Ballfield (1266 : Public Hearing: Gretna Ballfield Lease) Page 1 of 6 LEASE AGREEMENT This LEASE AGREEMENT (the “Lease”), is made on July __, 2018 (“Date of Execution”), between the BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA (“Lessor”), and GOSPEL TABERNACLE OUTREACH CENTER (“Lessee”), a __________________ (singularly, “Party;” collectively “the Parties”). WITNESSETH THAT FOR AND IN CONSIDERATION of the mutual covenants and agreements herein contained, the Parties do hereby covenant and agree as follows: 1. LEASE OF PROPERTY; COVENANTS OF OWNERSHIP; QUIET ENJOYMENT: Lessor hereby leases and demises and Lessee hereby rents that real property, with improvements thereon and appurtenances thereunto belonging, approximately 7.55 acres, located South of Northside/792, Gretna, Virginia 24457, identified as Parcel ID # 2530- 37-4789, as depicted on the map and information attached hereto as Exhibit “A” and made a part hereof (the “Premises”). The Premises is leased for the sole purpose of being a ____________________. Any other purpose must be approved by Lessor. Lessor covenants and agrees that it is the owner of the Premises demised, and that Lessee shall have quiet enjoyment thereof for the Lease’s duration. 2. TERM OF LEASE; RENEWAL; TERMINATION: The term of this Lease shall be for one (1) year from Date of Execution of the Lease, with eight (8) one (1) year renewals. To exercise any of the Lease extensions, Lessee must notify Lessor in writing at least sixty (60) days before any Lease termination date of its desire to do so. The Lease may be terminated by either Party, at any time, with ninety (90) days’ written notice. 3. RENT; LATE FEE: Lessee covenants and agrees to pay to Lessor, as rental for the Premises, the sum of one dollar and no cents ($1.00) per year. Payment of said rent shall be made within thirty (30) days of the Lease Date of Execution and paid to the Treasurer of Pittsylvania County, Virginia, and sent to the following address: 21 Main Street, P.O. Box 407, Chatham, Virginia 24531. There shall be no rent late fee in this Lease. 4. REAL ESTATE AND PERSONAL PROPERTY TAXES: Lessor shall pay all real estate taxes assesses against the Premises demised (if any) and shall also pay all personal property taxes assesses against any of the personal property and fixtures hereby demis ed (if any). 5. UTILITIES: Lessee shall pay for any and all utilities used at, on, or in the Premises. 6. INSURANCE; INDEMNIFICATION: 10.b.1.b Packet Pg. 72 Attachment: Gretna Church Lease (1266 : Public Hearing: Gretna Ballfield Lease) Page 2 of 6 A. CASUALTY INSURANCE ON CONTENTS: Lessee shall maintain, at its expense, fire and casualty insurance coverage, protecting its property and the property of others located on the Premises from loss, damage, or injuries. B. INCREASE IN FIRE INSURANCE PREMIUMS: Lessee shall not keep in or upon the Premises any property which is prohibited by the standard policy form of fire insurance and may increase the Lessor’s fire insurance premium. C. LIABILITY INSURANCE DURING THE LEASE: Lessee shall provide and keep in force, for the protection of the general public and Lessor, liability insurance against claims for property damage, bodily/personal injury, or death upon the Premises, to the extent of not less than five hundred thousand and 00/100 dollars ($500,000.00), with respect to property damage, bodily/personal injury, or death to any one (1) person and to the extent of not less than one million and 00/100 dollars ($1,000,000.00) for property damage, bodily/personal injury, or death to any number of persons arising out of one accident. D. NOTICE TO LESSOR REGARDING INSURANCE: Any form of insurance provided in Paragraph 6(C), shall be in a form approved by Lessor. Unless otherwise provided, such policy shall name Lessor as an additional insured and shall contain a clause that the insurer shall not cancel, materially modify, or fail to renew the insurance without first giving Lessor thirty (30) days’ prior written notice Any such insurance shall be with an insurance company approved by the Lessor, authorized to do business in the Commonwealth of Virginia, and have a policyholder’s rating of no less than “the most current edition of best insurance reports.” A copy of the policy or certificate evidencing the insurance shall be delivered to the Lessor. E. INDEMNIFICATION OF LESSOR: Lessor shall not be liable for any damage to property or injury arising from Lessee's occupation or use of the Premises, except as may be caused by Lessor's failure to perform under the Lease. Lessee shall protect, indemnify, defend, and save harmless the Lessor, his agents, or servants from and against any and all claims, actions, damages, liabilities, and expenses (including reasonable attorneys’ fees) resulting from the negligent, unlawful, or willful acts or omissions of Lessee, Lessee’s employees, representative, agents, customers, invitees, or visitors, or from Lessee's failure to perform any obligation imposed upon it by law or the provisions of this Lease, notwithstanding any possible negligence (whether sole, concurrent, or otherwise) on the part of Lessor, its agents, contractors, or servants. 7. MAINTENANCE OF THE PREMISES; REPAIR OF FIXTURES: A. MAINTENANCE OF PREMISES: Lessee shall maintain the Premises at all times in a neat and orderly condition. Any and all exterior signage shall be approved by Lessor. B. REPAIRS TO PREMISES: Lessee shall be responsible for maintaining the Premises and any structures currently on the Premises or to be placed thereon in the future cutting the grass, landscaping the Premises, and keeping the Premises free from garbage and debris. 10.b.1.b Packet Pg. 73 Attachment: Gretna Church Lease (1266 : Public Hearing: Gretna Ballfield Lease) Page 3 of 6 8. DESTRUCTION OF PREMISES: If Premises is totally destroyed by casualty or becomes so extensively damaged, without fault of Lessee, so as to render the demised Premises unusable by Lessee, Lessor or Lessee may elect to terminate this Lease, and the proceeds of any insurance on the Premises or personal property leased hereunder shall be the Lessor’s property. 9. ALTERATIONS OR IMPROVEMENTS: No alterations or improvements shall be made to the demised Premises by the Lessee without prior written consent of Lessor. Unless the Premises is purchased by the Lessee during the term of this Lease, a ny and all alterations or improvements made to the Premises shall be the property of Lessor at the termination of the Lease. If the Lessee purchases the Premises, all reasonable costs associated with improvements made to the demised Premises shall be deducted from the negotiated purchase price of the Premises. Lessee shall be solely responsible for maintaining a log of said improvements. 10. ASSIGNMENTS AND SUBLEASE: No assignment or sublease of the rights of the Lessee under this Lease shall be made without prior written consent of Lessor. 11. LESSOR’S RIGHT OF ENTRY: Lessor may, at reasonable times, enter upon the demised Premises for the purpose of inspecting the same. 12. BREACH OF COVENANTS: In the event Lessee fails to perform any of the other covenants of this Lease to be performed by Lessee under this Lease, then Lessor shall have the right, in addition to all other rights or remedies provided by law or equity, to: (i) without demand or notice to re-enter, by force or otherwise, and take possession of the Premises without being liable by doing said; and (ii) setoff against rents paid in advance for any damages caused by such breach, with the Lessee being liable for any deficiency. In the event Lessor fails to perform any of the covenants of this Lease to be performed by Lessor, Lessee shall have all rights and remedies provided by law and equity. If an action is brought to enforce any of the rights or remedies available to either party in the event a breach of any term of this Lease, the prevailing party shall be entitled to any and all costs expended, including reasonable attorneys’ fees, court costs, and litigation costs. 13. IMMEDIATE TERMINATION OF LEASE: In the event that Lessee should execute any Deed of Assignment for the benefit of creditors, file a petition in bankruptcy, or should the property of the Lessee be levied upon by any creditors, the Lessor, at its discretion, shall have the option, if allowed by law or equity, to declare this Lease terminated. 14. WAIVER OF BREACH: The failure of Lessor to enforce one (1) or more of the terms or conditions of the Lease, from time-to-time, shall not constitute a waiver of such terms or conditions upon subsequent or continuing breach. 10.b.1.b Packet Pg. 74 Attachment: Gretna Church Lease (1266 : Public Hearing: Gretna Ballfield Lease) Page 4 of 6 15. APPLICABLE LAW: This Lease shall be construed according to the laws of the Commonwealth of Virginia. 16. VENUE: The legal venue for any litigation arising out of this Lease shall be the appropriate court of Pittsylvania County, Virginia. 17. ENTIRE AGREEMENT: This Lease constitutes the entire agreement between the Parties. This Lease may not be changed orally, but only by an agreement in writing, signed by both Parties. 18. BENEFIT: This Lease shall inure to the benefit of, and shall bind the heirs, successors, and assigns of the Parties. 19. NOTICES: Any notice or demand under this Lease shall be by registered or certified mail, return receipt requested, sent to the Parties at the addresses listed below, and shall be deemed delivered on the date postmarked: A. LESSOR: Pittsylvania County Administration 1 Center Street P.O. Box 426 Chatham, Virginia 24531 B. LESSEE: Gospel Tabernacle Outreach Center c/o Rev. Kell Stone P.O. Box 445 Gretna, Virginia 24457 Witness the following signatures and seals: [THE REMANIDER OF THIS PAGE LEFT INTENTIONALLY BLANK} 10.b.1.b Packet Pg. 75 Attachment: Gretna Church Lease (1266 : Public Hearing: Gretna Ballfield Lease) Page 5 of 6 LESSOR: THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA By: _____________________________________________________ Name (Printed):____________________________________________ Its:_______________________________________________________ COMMONWEALTH OF VIRGINIA COUNTY OF ______________: BE IT REMEMBERED, that before me on this ___ day of ______________, 2018, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. ______________________________ NOTARY PUBLIC APPROVED AS TO FORM __________________________ J. Vaden Hunt, Esq. Pittsylvania County Attorney 10.b.1.b Packet Pg. 76 Attachment: Gretna Church Lease (1266 : Public Hearing: Gretna Ballfield Lease) Page 6 of 6 LESSEE: GOSPEL TABERNACLE OUTREACH CENTER By:_____________________________________________________ Name (Printed):____________________________________________ Its:_______________________________________________________ COMMONWEALTH OF VIRGINIA COUNTY/CITY OF ______________: BE IT REMEMBERED, that before me on this ___ day of ______________, 2018, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. ______________________________ NOTARY PUBLIC 10.b.1.b Packet Pg. 77 Attachment: Gretna Church Lease (1266 : Public Hearing: Gretna Ballfield Lease) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Award of Bids on Train Depot Parking Lot Paving Project (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: July 17, 2018 Item Number: 12.a Attachment(s): 2018.04.25 Chatham Depot - Cost Estimate 2018.04.25 LAP Estimate Sheet 2018.06.27 Bid Tablulation 2018.06.27 Crews Bid 2018.06.27 Recommendation Letter Reviewed By: SUMMARY: A few months ago, the Board awarded the bid for the Train Depot Parking Lot Paving Project. Due to the significant amount of time it took to get VDOT approval, the contractor ask ed for additional money for cost increases in asphalt and paving. The County had negotiated a smaller amount and offered to pay the additional cost to move the Project forward at less than $800. Since Federal funds are involved, VDOT would not approve the additional cost, even if paid by the County. The Project was rebid and bids were received on June 27, 2018. Crews Construction Company, Inc., was the low and only bidder at $42,910.00. Since this Project has gone through the approval process with VDOT previously, the County does not anticipate a long approval process. Attached for your review and information is a copy of the bid, the bid tabulation, the Engineer’s estimate, and the Engineer’s letter of recommendation. FINANCIAL IMPACT AND FUNDING SOURCE: None. This Project is funded entirely with Federal funds. RECOMMENDATION: County Staff recommends awarding the Train Depot Paving Lot Paving Project Bid to Crews Construction Company, Inc., in the amount of $42,910. MOTION: “I make a Motion to award the Train Depot Parking Lot Paving Project Bid to Crews Construction Company, Inc., in the amount of $42,910, subject to final approval by VDOT.” 12.a Packet Pg. 78 \\GREENSPRINGS\Projects\50084129\Adm\Cost Estimates\2018.04.25 Chatham Depot - Cost Estimate.xlsx Project No.: EN03-187-105, C503 UPC 98856 Dated: 7/12/2017 Description Unit Quantity Unit Price Total Price Site Prep/Mobilization LS 1 $6,500 6,500.00 Erosion and Sediment Control LS 1 $2,000 2,000.00 Site Restoration LS 1 $4,000 4,000.00 Earthwork "Cut"CY 100 $25 2,500.00 Earthwork "Fill"CY 100 $25 2,500.00 Standard Asphalt Pavement SY 562 $48 26,976.00 Light Pole and Wiring LS 1 $6,000 6,000.00 Subtotal 50,476.00 2,523.80 8,833.30 VDOT Oversight 10,000.00 71,833.10TOTAL SITE COST 5% Contingency Construction Engineering & Inspections Chatham Depot Parking Lot Cost Estimate 12.a.a Packet Pg. 79 Attachment: 2018.04.25 Chatham Depot - Cost Estimate (1276 : Depot Parking Lot Paving) Project UPC: Project Description: Locality: Estimate Date: Date Submitted: Performed By: Submitted By: Estimate Summary PE PHASE Qualifying Preliminary Engineering Costs (Reimbursable) VDOT Oversight Non-Qualifying Preliminary Engineering Costs (100% Local Costs) RW PHASE Qualifying Right of Way Costs (Reimbursable) Qualifying Utility Costs (Reimbursable) VDOT Oversight Non-Qualifying Right of Way Costs (100% Local Costs) Non-Qualifying Utility Costs (100% Local Costs) CN PHASE Estimated or Awarded Contract Value (Including In-Plan Utility Work) Contingency: Tier 1 (Total CN Costs < $5 mil) – Not to Exceed 5% Tier 2 (Total CN Costs > $5 mil) – Not to Exceed 10% Work Orders/Overruns Exceeding Original Award Budget (If Applicable) Construction Engineering & Inspections (CEI) VDOT Oversight Non-Qualifying Construction Costs/Betterment (100% Local Costs) PE Phase Sub-Total RW Phase Sub-Total CN Phase Sub-Total Grand Total VDOT Locally Administered Project Estimate Worksheet RW Sub-Total PE Sub-Total CN Sub-Total Select below checkbox and enter CEI budget if Manual CEI Budget Override Milestone for Funding Verification: Right of Way Authorization Advertisement Award Project Status General Comments: 12.a.b Packet Pg. 80 Attachment: 2018.04.25 LAP Estimate Sheet (1276 : Depot Parking Lot Paving) 12.a.cPacket Pg. 81Attachment: 2018.06.27 Bid Tablulation (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 82Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 83Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 84Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 85Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 86Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 87Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 88Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 89Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 90Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 91Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 92Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 93Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 94Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 95Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 96Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 97Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 98Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 99Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 100Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 101Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 102Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 103Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 104Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 105Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 106Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 107Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) 12.a.dPacket Pg. 108Attachment: 2018.06.27 Crews Bid (1276 : Depot Parking Lot Paving) Page 1 of 1 June 27, 2018 Mr. Richard Hicks Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 Re: Chatham train Depot Parking Lot Extension, UPC 98856, EN03-187-105 Dear Mr. Hicks: Bids were received 10:00am, June 27, 2018 at 1 Center Street, Chatham Va. 24531, by Shawn Harden (Project Manager) representing Pittsylvania County, for the above referenced project. During the public bid opening Bids were read aloud. One bid was received from Crews Construction Company, Inc. for the amount of $42,910.00. Upon review of the bids Crews Construction Company was selected as the apparent low bidder. Dewberry Engineers Inc. (Dewberry) has checked the contractor’s standing with the DPOR website and they were found to be in good standing. Dewberry recommends award of the contract pending final approval from VDOT for $42,910.00 to Crews Construction Company, 14001 Mount Cross Road, Dry Fork, Va 24549 If you should have any questions, please feel free to call. Sincerely, Shawn R. Harden, P.E. Associate SRH/vnl Attachment \\GREENSPRINGS\Projects\50084129\Adm\Correspondence\Letters\2017.10.24 Recommendation Letter.doc 12.a.e Packet Pg. 109 Attachment: 2018.06.27 Recommendation Letter (1276 : Depot Parking Lot Paving) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Health Insurance Cost Increase (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: July 17, 2018 Item Number: 12.b Attachment(s): Reviewed By: SUMMARY: The Health Insurance Committee, which includes members from the School Board, the County, the Town of Gretna, PCSA, and Social Services, met concerning insurance recommendations for the upcoming Plan Year. Bids were solicited this year to ensure that the County was receiving the most affordable coverage with the best benefits for County employees. After a review of the proposals received, it was determined that it was in the best interest of County employees to remain with Anthem Blue Cross Blue Shield (“Anthem”). Anthem’s renewal rate for the upcoming Plan Year increased by 12.1% over the rates used for FY2018. The Plan being offered by Anthem includes the following three (3) options for County employees to choose from: 1.) Keycare 500 Plan, which has a $500 deductible; 2.) Keycare 30 Plan, which has a $1,000 deductible; and 3.) Lumenos Health Savings Account (“HSA”) Plan, which has a $3,000 deductible. FINANCIAL IMPACT AND FUNDING SOURCE: The Board included $100,000 in the FY2019 County Budget to cover anticipated increases in the health coverage for County employees, as well as funds for contributing $500 to each County employee’s HAS account when choosing the Lumenos plan during Open Enrollment and funds for new subscribers to the Plan. Unfortunately, this year’s increase far exceeds the amount that was budgeted. County Staff has identified several of the below options for the Board to consider tonight regarding this situation: • Option #1: Cover Entire Increase: Based on the current number of 310 subscribers on the Plan, this option would cost the Board an additional $200,000. The contribution would increase to a minimum of $7,497.00 and a maximum of $8,066.88, annually for the Subscriber-only Plans. Currently, the Board contributes between $6,647.40 and $7,082.40 annually for these same Plans. These contributions increases depend on the chosen coverage. For example, the most the Board would contribute would be 12.b Packet Pg. 110 $10,014.36 annually, which is for famil y coverage for the Keycare 500 Plan. • Option #2: Increase Amount County Employees Pay by 12.1% Regardless of the Plan Chosen: Based on the current number of 310 subscribers on the Plan, this option would cost the Board an additional $160,000. The contribution would increase to a minimum of $7,478.88 and a maximum of $7,966.80 annually for these Plans. These contributions increases depend on the chosen coverage. For example, the most the Board would contribute would be $7,966.80 annually, which is for employee-only coverage for the Keycare 500 Plan. Please note that the Employee Health Fund pays 3% of the premium currently, and will continue to pay this share in the upcoming Plan Year. The County Budget Amendment required to cover the additional increase will come from carryover funds that will be included in the FY2019 Public Hearing to be held at the August 21, 2018, Board Business Meeting. RECOMMENDATION: County Staff recommends that the Board chose Option #2-above to mirror how the increase was handled in 2016. Option #2-above requires not only an increase to the Board’s contribution but requires County Employees to also pay an additional 12.1% in their premiums. Please bear in mind that health insurance costs are recurring and will need to be considered when preparing the FY2020 County Budget. MOTION: “I make a Motion to choose Option #2-above for the 2019 Health Plan Year, which will require an additional $160,000 to fund.” 12.b Packet Pg. 111 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: 2018 Year End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: July 17, 2018 Item Number: 12.c Attachment(s): 2018 Amendments School Amendment Attachment Reviewed By: SUMMARY: Each year, Departmental/Fund Budgets are reviewed to determine if sufficient Budget amounts exist to cover expenses until year-end. Most of these items are bookkeeping entries required by the County’s Auditors. The attached list shows the amount needed/requested and the reason for the need/request. Said list also contains suggested appropriations for year-end, as well as the categorical changes requested by the School Board. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve the attached 2018 Budget Amendments as presented. MOTION: “I make a Motion to appropriate a total of $1,736,511.05, and approve the suggested categorical changes for the School Board for the FY2018 County Budget.” Requires a motion, second, and a ten (10)-day layover. 12.c Packet Pg. 112 Department Line Items Providing Funds Line Item Description Amount of Transfer/Appropriation Reason for Transfer/Appropriation 2017 Expense Line Item Amount of Transfer/Appropriation YEAR-END TRANSFERS: TRANSFER Schools 205 School Transfers - Year-End Categorical Changes- See Attached Letter from the School Board 205-4-061000-1120 (Instruction)34,158.53 205-4-062000-1800 (General Support)(19,887.24) 205-4-063000-3400 (Pupil Transport)(412,630.78) 205-4-064000-3300 (Maintenance)17,951.88 205-4-065000-3179 (Non-Instructional)153,265.95 205-4-067000-5700 (Technology)227,141.66 YEAR-END APPROPRIATIONS: APPROPRIATION Real Life Donations 100-3-000000-189919 Real Life Expenses 1,050.00 We receive donations for the Real Life program. This program is currently run by CPMT. These funds need to be appropriated to cover expenses for this program.100-4-053500-5883 1,050.00 APPROPRIATION Project Lifesaver 100-3-000000-189903 Project Lifesaver Expenses 1,400.00 We receive donations for the Project Lifesaver program. This program is currently run by the Sheriff's Department. These funds need to be appropriated to cover Project Lifesaver supplies.100-4-031200-5882 1,400.00 APPROPRIATION DARE Donations 100-3-000000-189915 DARE Supplies 4,000.00 We receive donations for the DARE program. This program is currently run by the Sheriff's Department. These funds need to be appropriated to cover DARE related supplies.100-4-031200-6002 4,000.00 Pittsylvania County FY 2018 Year-End Budget Adjustments 12.c.a Packet Pg. 113 Attachment: 2018 Amendments (1273 : 2018 Year End Budget Amendments) Pittsylvania County FY 2018 Year-End Budget Adjustments APPROPRIATION Various-General Fund 100-3-000000-180301 Expenditure Refunds 60,319.39 During the FY18 budget process, a total of $215,000 was estimated to cover expenditure refunds received during the year. This amount only covered refunds thru the month of April. May and June Expenditure Refunds must be approved by BOS.100-4-012520-6008 (Fleet-Fuel)105.28 100-4-013100-6001 (Registrar-Office Sup)9.99 100-4-021100-1100 (Circuit Ct-Salaries)800.00 100-4-021600-6001 (Clerk of Court-Office)1,000.00 100-4-031200-3170 (Sheriff-Towing)50.00 100-4-031200-5540 (Sheriff-Training)250.00 100-4-031200-6024 (Sheriff-Undercover)1,257.43 100-4-031200-6030 (Sheriff-Parts)8,148.66 100-4-031200-6031 (Sheriff-Labor)4,947.25 100-4-033100-5550 (Sheriff-Extradition)1,034.11 100-4-035100-3310 (Animal Shelter-Maint)6,536.45 100-4-043100-3310 (B&G-Maint)16,114.00 100-4-053500-7003 (CPMT-Pool Funds)19,913.53 100-4-073100-6001 (Library-Office Sup)101.09 100-4-073100-6012 (Library-Books/Sub)51.60 APPROPRIATION Schools 205-3-000000-330213 205-3-000000-240202 205-3-000000-240264 Schools-Additional Appropriation School Revenue (Fed)-750,419.42 School Revenue (State)-(464,078.54) School Revenue (Local)-891,712.26 1,178,053.14 This amount needs to be appropriated to the School fund. This figure represents additional revenue that the School Board received during FY 2018 that have not been previously appropriated. See attached letter from the School Board. 205-4-064000-3300 499,339.14 205-4-063000-3400 (Bus Lease Reimb)678,714.00 APPROPRIATION Beautification Fund 210-3-000000-410403 Proceeds from School Bus Lease 127.74 We received a school bus lease for the school system. This lease has already been appropriated, however; the lease did earn interest that has not yet been apporpriated.210-4-069000-8105 127.74 12.c.a Packet Pg. 114 Attachment: 2018 Amendments (1273 : 2018 Year End Budget Amendments) Pittsylvania County FY 2018 Year-End Budget Adjustments APPROPRIATION Beautification Fund 230-3-000000-189903 Private Sponsorship 14,000.00 We are currently receiving private sponsorships to care for the landscaping and upkeep of the County Welcome Signs. These funds need to be appropriated to cover the expenses related to this project.230-4-043500-3172 14,000.00 APPROPRIATION State Restricted Seiz 241-3-000000-410501 State Res Seizure Fund-Sheriff 18,270.69 Funds for the State Restricted Seizure account had to be refunded to the state. These funds need to be appropriated to cover this expenditure.241-4-031700-5830 18,270.69 APPROPRIATION Veterinary Fund 245-3-000000-094210 Community Foundation Grant 3,370.00 We received funds from the Community Foundation to cover a spay/nueter clinic. These funds need to be appropriated to cover these expenses.245-4-035200-9100 3,370.00 APPROPRIATION Pet Center Grants 250-3-000000-094210 Pet Center Grants 19,689.75 We received grant funds from the Community Foundation and Rotorary Club to fund various Pet Center projects including the dog park, the bricks project and landscaping around the center. These funds need to be appropriated to cover these expenses.250-4-094210-8216 19,689.75 12.c.a Packet Pg. 115 Attachment: 2018 Amendments (1273 : 2018 Year End Budget Amendments) Pittsylvania County FY 2018 Year-End Budget Adjustments APPROPRIATION WIA 251-3-000000-353865 Rapid Response Funds 250,000.00 We received grant funds from Virginia Community College System for the WIA program. These funds are to be used to help train dislocated workers and find job opportunities for them in our area.251-4-353865-5713 83,333.00 251-4-353865-5715 83,334.00 251-4-353865-5716 83,333.00 APPROPRIATION PCSA-GIS Contribution 310-3-000000-190241 GIS Upgrade 5,000.00 We received a contribution from PCSA to help offset the cost of the new GIS upgrade that was recently completed. These funds need to be appropriated to cover these expenditures.310-4-094100-8116 5,000.00 APPROPRIATION Jail Inmate Managemt 311-3-000000-410501 Jail Inmate Management 84,057.85 These funds are received from inmates to cover housing and medical related expenses. These funds need to be appropriated to cover these expenditures.311-4-033400-various 84,057.85 APPROPRIATION Courthouse Security 314-3-000000-410501 Courthosue Security 79,933.19 These funds are received through court fines to be used for courthouse security expenses. These funds need to be appropriated to cover these expenditures.314-4-043201-various 79,933.19 APPROPRIATION DRF-Regional Ec Dev 325-3-000000-180313 Industrial Prospects 18,289.30 We received grant funds from the Danville Regional Foundation for travel expenses related to Economic Development. These funds need to be appropriated to cover these expenditures.325-4-081500-8223 18,289.30 TOTAL APPROPRIATION 1,736,511.05 1,736,511.05 TOTAL TRANSFERS - - TOTAL APPROPRIATION/TRANSFERS 1,736,511.05 1,736,511.05 12.c.a Packet Pg. 116 Attachment: 2018 Amendments (1273 : 2018 Year End Budget Amendments) 12.c.b Packet Pg. 117 Attachment: School Amendment Attachment (1273 : 2018 Year End Budget Amendments) 12.c.b Packet Pg. 118 Attachment: School Amendment Attachment (1273 : 2018 Year End Budget Amendments) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Re-appointment: Dan River ASAP Policy Board; James McLaughlin (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: July 17, 2018 Item Number: 13.a Attachment(s): Reviewed By: SUMMARY: James McLaughlin currently serves on the Dan River ASAP Policy Board. Mr. McLaughlin’s term will expire on August 19, 2018. He is eligible for another three (3)-year term, which will begin on August 20, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the reappointment of Mr. McLaughlin to the Dan River ASAP Policy Board for a three (3)-year term starting on August 20, 2018. MOTION: “I make a Motion to reappoint Mr. McLaughlin to the Dan River ASAP Policy Board for a three (3)-year term starting on August 20, 2018.” 13.a Packet Pg. 119 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Re-appointment: SAAA Board of Directors; Anita White (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: July 17, 2018 Item Number: 13.b Attachment(s): Reviewed By: SUMMARY: Anita White currently serves on the Southern Area Agency on Aging Board of Directors. Ms. White’s term will expire on August 22, 2018. She is eligible for another three (3)-year term, which will begin on August 23, 2018. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the reappointment of Ms. White to the Southern Area Agency on Aging Board of Directors for a three (3)-year term starting on August 23, 2018. MOTION: “I make a Motion to reappoint Ms. White to the Southern Area Agency on Aging Board of Directors for a three (3)-year term starting on August 23, 2018.” 13.b Packet Pg. 120 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Re-appointment: SAAA Board of Directors; Phillip Adams (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: July 17, 2018 Item Number: 13.c Attachment(s): Reviewed By: SUMMARY: Mr. Phillip Adams first full term on the Southern Area Agency on Aging Board of Directors expired on June 5, 2018. Mr. Adams is eligible for re-appointment for another three (3)-year term. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the reappointment of Mr. Adams to the Southern Area Agency on Aging Board of Directors for a three (3)-year term starting on July 18, 2018. MOTION: “I make a Motion to reappoint Mr. Adams to the Southern Area Agency on Aging Board of Directors for a three (3)-year term starting on July 18, 2018.” 13.c Packet Pg. 121