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09-18-2018 Business Meeting PKT BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, September 18, 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: August 21, 2018, Work Session and Business Meeting, and September 10, 2018 Personnel Committee Meeting (Staff Contact: Kaylyn M. McCluster) b. Proclamation: National Fire Prevention Week, October 7- 13, 2018 (Staff Contact: Kaylyn M. McCluster) c. Resolution 2018-09-01: EMS Backup Appreciation (Staff Contact: Kaylyn M. McCluster) d. Resolution 2018-09-02: Comprehensive Roadside Management Program (Staff Contact: Richard N. Hicks) e. Lease Agreement; Blair Construction Green Box Site (Staff Contact: Richard N. Hicks) 8. PRESENTATIONS 9. HEARING OF THE CITIZENS Business Meeting - September 18, 2018 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 Pitt sylvania County, its citizens, and its posterity. Case 1: Public Hearing: Rezoning Case R-18-018; Mozella K. Reynolds, Life Tenant (Deceased), Nancy Reynolds Amos, Remainderman, Randall C. Amos, Remainderman, Janice Reynolds Spinella, Remainderman, and David G. Spinella, Remainderman; Callands-Gretna Election District A-1, Agricultural District, to R-1, Residential Suburban subdivision District R- 1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Karen N. Hayes) Case 2: Public Hearing: Rezoning Case R-18-019; Roger C. Chriscoe & Kathy C. Chriscoe; Tunstall Election District A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (Staff Contact: Karen N. Hayes) 11. UNFINISHED BUSINESS 12. NEW BUSINESS a. Danville-Pittsylvania Community Services Performance Contract (Staff Contact: David M. Smitherman) b. FY2019 School Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) c. Appropriation of Donations (Staff Contact: Kimberly G. Van Der Hyde) 13. APPOINTMENTS Business Meeting - September 18, 2018 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: August 21, 2018, Work Session and Business Meeting, and September 10, 2018 Personnel Committee Meeting (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: September 18, 2018 Item Number: 7.a Attachment(s): 08-21-2018 WS Meeting Minutes - DRAFT 08-21-2018 Business Meeting Minutes - DRAFT 09-10-2018 Personnel Committee Meeting Minutes - DRAFT Reviewed By: 7.a Packet Pg. 4 August 21, 2018 Work Session Pittsylvania County Board of Supervisors Work Session August 21, 2018 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on August 21, 2018 in the Main Conference Room, County Administration Building, Chatham, Virginia. Chairman - Chatham-Blairs District Robert W. "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 4:24 PM Joe Davis Vice Chair - Dan River District Present 4:23 PM Tim R. Barber Supervisor - Tunstall District Present 4:24 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:17 PM Ronald Scearce Supervisor - Westover District Present 4:16 PM Charles Miller Supervisor - Banister District Present 4:22 PM Ben Farmer Supervisor - Callands-Gretna District Present 4:17 PM Also in attendance were Mr. David M. Smitherman, County Administrator; Mr. J. Vad en 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. Lisa W. Tuite, Library Director; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED a. Motion to add Closed Session, Project 1200 RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPROVAL OF AGENDA Motion to approve agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer PRESENTATIONS 7.a.a Packet Pg. 5 Attachment: 08-21-2018 WS Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Work Session 1. School Board Resolution Information (Staff Contact: Gregory L. Sides); (Presenter: Dr. Mark R. Jones, Pittsylvania County School Superintendent); (15 minutes) Dr. Mark Jones requested permission to speak with legislators about money being directed towards capital projects for schools. The Resolution that supports this is listed on the Business Meeting Consent Agenda. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Regional Transit Project (Staff Contact: Gregory L. Sides) (Presenter: Marc Adelman); (15 minutes) Mr. Adelman, Director of Transportation for the City of Danville, updated the Board on the status of planning activities. The Tobacco Commission Grant was approved in January. A Grant was also approved by the Virginia Department of Rail and Public Transportation to pay for three (3) buses that will be used in Pittsylvania and Halifax County. The Danville City Council appropriated those funds and the buses have been ordered. The regional bus service goals are to provide public transportation service from Danville to Hurt. Mr. Adelman presented some possible bus routes to the Board. b. Cherrystone and Roaring Fork Lakes Dam Resolution Discussion (Staff Contact: Richard N. Hicks); (15 minutes) Mr. Hicks updated the Board on the Cherrystone and Roaring Fork Lakes Dam. The funding for construction would be sixty-five percent (65%) federal and thirty-five percent (35%) local. Mr. Hicks stated that State assistance has been requested. The Resolution is listed on the Business Meeting’s Consent Agenda. Mr. Barber asked if the County has public access to the lake and Mr. Hicks said he would look into that. c. Year-End Financial Review (Staff Contact: Kimberly G. Van Der Hyde); (15 minutes) Mrs. Van Der Hyde presented to the Board the FY2018 Preliminary Year-End Report. She stated the unadjusted year-end general fund balance totaled $22,349,169 for FY2018, whereas the FY2017 unadjusted year-end general fund balance totaled $21,650,928. This is $700,000 more than last year, but there is school carryover that factors into that. The fund balance decreased on a cash basis by $297,569 from FY2017 to FY2018. Anticipated use of fund balance was anticipated at $3,007,153. If this had actually had actually happened, the fund balance would have ended the year at $15,992,536. Fund balance requirement is approximately $14,206,640. Mrs. Van Der Hyde stated that most localities will keep about $12,000,000 on hand, so $14,206,640 is a good amount. The projected general fund revenues are $62,302,156 and the actual general fund revenues are $65,997,703. This increase is due primarily to the three cent (.3¢) increase in real estate tax and the twenty-five cent (.25¢) increase in personal property tax that was approved for the FY2019, budget but collected in June. d. Other Reports Mr. Hicks stated that starting September 8, 2018, the Landfill will be opened on Saturdays from 8:00 AM until 12:00 PM. 7.a.a Packet Pg. 6 Attachment: 08-21-2018 WS Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Work Session BUSINESS MEETING DISCUSSION ITEMS CLOSED SESSION a. Enter into Closed Session Motion to enter into Closed Session. RESULT: APPROVED [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. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Nothing in this subdivision shall be construed to permit the closure of a meeting merely because an attorney representing the public body is in attendance or is consulted on a matter. (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Department of Social Services (“DSS”) Purpose: Consultation with Legal Counsel Regarding DSS Employment Complaints, DSS Assessment, and/or DSS Financial Audit (2) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Opioid Litigation Purpose: Consultation with Legal Counsel Regarding Opioid Damages Assessment Report and Potentially Participating in Opioid Litigation (3) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Uranium Litigation Purpose: Consultation with Legal Counsel Regarding Potentially Participating in Uranium Litigation Amicus Brief c. 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. (Staff Contact: J. Vaden Hunt, Esq.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: DSS Human Resources (“HR”) Investigation Purpose: Discussion/Review of DSS HR Investigation RFQ Responses from HR Attorneys/Professionals (2) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: Board of Zoning Appeals (BZA”) 7.a.a Packet Pg. 7 Attachment: 08-21-2018 WS Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Work Session Purpose: Discussion of Retention of BZA Legal Counsel RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:45 PM, and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on August 21, 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 (the “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 Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board’s Minutes. 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 6:47 PM. 7.a.a Packet Pg. 8 Attachment: 08-21-2018 WS Meeting Minutes - DRAFT (1314 : Minutes) August 21, 2018 Business Meeting Pittsylvania County Board of Supervisors Business Meeting August 21, 2018 VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was held on August 21, 2018 in the Pittsylvania County General Dist rict Courtroom, Edwin R. Shields Courthouse Addition, Chatham, Virginia. Chairman - Chatham-Blairs District Robert W. "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 6:56 PM Joe Davis Vice Chair - Dan River District Present 6:57 PM Tim R. Barber Supervisor - Tunstall District Present 6:57 PM Elton W. Blackstock Supervisor - Staunton River District Present 6:58 PM Ronald Scearce Supervisor - Westover District Present 6:57 PM Charles Miller Supervisor - Banister District Present 6:57 PM Ben Farmer Supervisor - Callands-Gretna District Present 6:54 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 N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G. Van Der Hyde, Director of Finance; and Mrs. Kaylyn M. McCluster, Deputy Clerk; were also present. AGENDA ITEMS TO BE ADDED Motion to add Item 14a, Authorization to Hire BZA Attorney, and to add Closed Session, Project 1200, to the Agenda. 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 APPROVAL OF AGENDA Motion to approve the Agenda with the amendment to Item 13b to appoint Nancy Eanes to the DSS Board instead of Ben Lewis. RESULT: ADOPTED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer CONSENT AGENDA 7.a.b Packet Pg. 9 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting Motion to approve the Consent Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer a. Minutes: July 17, 2018, Work Session and Business Meeting, July 25, 2018, Personnel Committee Meeting, July 26, 2018, Strategic Planning Training Session, August 7, 2018, Animal Welfare Committee Meeting, August 7, 2018, Fire/Rescue Committee Meeting, and August 14, 2018, Special Called Meeting (Staff Contact: Kaylyn M. McCluster) b. Resolution 2018-08-01: Gretna High School Beta Club (Contact: Supervisor Farmer) c. Resolution 2018-08-02: Library Support (Staff Contact: Lisa W. Tuite) d. Resolution 2018-08-03: Cherrystone and Roaring Fork Lakes (Staff Contact: Richard N. Hicks) e. Resolution 2018-08-04: Connector Road (Staff Contact: Gregory L. Sides) f. Resolution 2018-08-05: School Resolution (Staff Contact: David M. Smitherman) g. Request for Waiver of Solid Waste Fees (Staff Contact: Richard N. Hicks) h. FY20 PSAP Education Grant (Staff Contact: Chris C. Slemp) i. RSAF Ambulance Grant (Staff Contact: Chris C. Slemp) PRESENTATIONS HEARING OF THE CITIZENS Mr. Warren opened the Hearing of the Citizens at 7:13 PM. Joan Moore, Westover District, voiced her concerns about the Social Services Board. She gave a summary of her personal situation dealing with the Department of Social Services regarding her granddaughter. Debor ah Loomis, Tunstall District, spoke on her opposition to Dollar General being built close to Golf Club Road. Ms. Loomis questioned spot zoning and was concerned with traffic accidents and fatalities. Karen Maute, Westover District, spoke on the Mountain Valley Pipeline that is currently under construction. She stated that on June 7, 2018, she sent a letter to Karen Hayes and members of the Board of Supervisors with questions and concerns, because MVP is constructing the pipeline through C-1 zoned districts, which are considered to be very sensitive in that they supply water for a large number of people. She expressed her concerns in not receiving a response from the County on this matter. Mr. Warren closed the Hearing of the Citizens at 7:23 PM. PUBLIC HEARINGS 7.a.b Packet Pg. 10 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-18-013; Walter V. & Alice Clement Coles; Banister Election District R-1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:25 PM. Mr. Coles represented the Petition and he stated this has nothing to do with uranium, instead it has to do with his cattle operation. Katie Whitehead, Chatham-Blairs District, was the first to speak. She stated that she attended the Planning Commission Meeting on this zoning request two (2) weeks ago, although she didn't speak at their Meeting. She stated that Mr. Coles did not appear at the Planning Commission meeting. David Dunn, Halifax County, stated that he recently sold his property in the County due to concerns of the uranium mining. Karen Maute, Westover District, stated her concerns of allowing the property to be rezoned and requested the Board deny Mr. Coles request. John Cannon, Halifax County, requested the Board to deny this request. Dan Gabel stated that he has farms in Ringgold and requested the Board to deny this request. Scott VanDerHyde, Director of Roanoke River Basin Association, stated his concerns about the possibility of uranium mining in the County and requested the denial of this rezoning request. Will Cleveland, Attorney, requested the Board to deny the rezoning request. Mark Barker, Roanoke, Executive Assistant of the Blue Ridge Environmental Defense League based out of Glendale Springs, North Carolina, requested the Board to deny this rezoning case. Deborah Dix, Chatham -Blairs, requested to leave property zoned as is. Deborah Lovelace, Callands-Gretna, stated that she sent an email to the Board this afternoon, and she requested to keep the zoning as is. She stated there are two (2) houses, two (2) wells, and two (2) septic systems on this property. Kay Patrick, Callands -Gretna, stated her opposition of changing the zoning of this property. Mr. Warren closed the Public Hearing at 7:50 PM. Motion to deny the request to rezone Case R-18-013 from R-1 to A-1. RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 2: Public Hearing: Rezoning Case R-18-015; Manning; Chatham-Blairs Election District R-1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:53 PM. Ms. Pamela Manning represented the Petition. No one signed up to speak. Mr. Warren closed the Public Hearing 7:54 PM. Motion to rezone Case R-18-015 from R-1 to A-1. 7.a.b Packet Pg. 11 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 3: Public Hearing: Rezoning Case R-18-016; Norma Totten Lee & Rodney Jay Lee; Chatham-Blairs Election District R-1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:55 PM. Ms. Pamela Manning represented the Petition. No one signed up to speak. Mr. Warren closed the Public Hearing at 7:56 PM. Motion to rezone Case R-18-016 from R-1 to A-1. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Case 4: Public Hearing: Rezoning Case R-18-017; Jessica Lynn Abbott; Dan River Election District B-2, Business District, General to R-1, Residential Suburban Subdivision District (Staff Contact: Gregory L. Sides) Mr. Warren opened the Public Hearing at 7:57 PM. Mr. Chuck Eskey represented the Petition. No one signed up to speak. Mr. Warren closed the Public Hearing at 7:58 PM. Motion to rezone Case R-18-017 from B-2 to R-1. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Ronald S. Scearce, Supervisor - Westover District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer Other Public Hearings 1. Public Hearing: Solid Waste Ordinance Amendments (Staff Contact: Gregory L. Sides) Mr. Vaden Hunt stated that the four (4) major changes worth noting were the definition of uninhabitable dwelling was added to PCC §17.2/PCC §(m), and the due date was changed in PCC §17.5 for the Solid Waste Fee. Also in 17-18b, the “Solid Waste Not Disposed of in County’s Landfill Exemption” to include waste that is disposed of in the County’s landfill by a private hauler that pays the County’s standard landfill tipping fee. PCC §17-21, Violations of Chapter, was substantially changed. There have been criminal penalties and civil fines included in this section. These changes have been discussed thoroughly during Work Sessions between the Board, the Treasurer, and the Commissioner of the Revenue. 7.a.b Packet Pg. 12 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting Mr. Warren opened the Public Hearing at 8:00 PM. No one signed up to speak. Mr. Warren closed the Public Hearing at 8:03 PM. Motion to approve the proposed amendments to the County’s Solid Waste Ordinance as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 2. Public Hearing: FY19 Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Mr. Warren opened the Public Hearing at 8:02 PM. Mrs. Van Der Hyde requested the approval to appropriate a total of $4,251,299.93 to the FY 2019 County Budget, which includes $3,647,048.78 for School carryovers and $604,251.15 for County carryovers and other Budget amendments. No one signed up to speak and Mr. Warren closed the Public Hearing at 8:05 PM. Motion to approve the appropriation of the attached Budget Amendments totaling $4,251,299.93 to the FY2019 County Budget. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer UNFINISHED BUSINESS a. FY18 Year-End Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Mrs. Van Der Hyde stated that at the July 17, 2018, Meeting the Board was presented with amendments to the 2018 Budget. The following Motion was made by Mr. Blackstock, seconded by Mr. Davis, at the July Meeting, and the 10-day layover has now been met, so it is now ready for discussion and a vote. 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. RESULT: APPROVED [UNANIMOUS] AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer NEW BUSINESS a. Sheriff's Promissory Estoppel Contracts (Staff Contact: Sheriff Michael W. Taylor) Sheriff Taylor was present and stated that prior to June of this year, there were fifteen (15) open 7.a.b Packet Pg. 13 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting deputy positions. He came before the Board requesting an incentive and retention program to help this issue. Since this contract has been brought up, there have been six (6) new deputies hired, four (4) of which are certified, two (2) are non-certified, and four (4) more that are going through the background process now. Motion to authorize the execution of the Sheriff’s Estoppel Contracts as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. AcelaNet, LLC, Tobacco Grant Approval (Staff Contact: Matthew D. Rowe) Mr. Smitherman stated that the Grant Agreement will bring about $1M worth of investment to the County and Broadband Service without any County dollars. $491,000 coming from the Tobacco Commission, which is being matched for an equal investment by AcelaNet, who is already in the County providing service via our 911 Communication towers. Motion to approve and accept the “Last Mile Broadband” Grant and have the Grant amount of $491,000 appropriated to the Economic Development Fund, dependent upon final review and approval by/from the County Attorney. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer c. Award of Bid on Roll Off Truck for Solid Waste Collections (Staff Contact: Richard N. Hicks) Mr. Hicks stated the County received ten (10) bids and the low bidder was the Excel Truck Group for a 2020 Freightliner Truck. There is a long wait time and the truck, once ordered, will not arrive until March 2019. Motion to award the bid to Excel Truck Group for a 2020 Freightliner 114SD Roll Off Truck as specified in the amount of $151,935.00. RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer d. Award of Bid on Grapple (Boom) Truck for Solid Waste Collections (Staff Contact: Richard N. Hicks) 7.a.b Packet Pg. 14 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting Mr. Hicks stated that there was money included in the FY18-19 budget for the boom truck. There was a total of eight (8) bids received and Excel come in the lowest. The truck will arrive in April or May of 2019 once ordered. Motion that Excel be awarded the bid in the amount if $134,997 for the 2020 Freightliner Boom Truck as specified herein. RESULT: APPROVED [UNANIMOUS] MOVER: Tim R. Barber, Supervisor - Tunstall District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer e. Contract for Compactor Repairs (Staff Contact: Richard N. Hicks) Mr. Hicks stated that an RFP was issued for Compactor Repairs and the County received only one (1) response and that was from Mobile Containers Services, Inc., a local County Company with national operations. Motion to authorize the County Administrator to execute the Contract with Mobile Container Services, Inc., as presented for the preventative maintenance and repairs for solid waste collection equipment. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer f. EMS Long Term Planning Study (Staff Contact: David M. Smitherman) Mr. Smitherman has identified the need for an EMS long term study to ensure County EMS coverage is sustainable in the future. He requested the Board to authorize County staff to seek grant funding to look at long term options. Motion to authorize County Staff to seek grant funding to engage with consultants to perfor m an EMS long term sustainability study. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer APPOINTMENTS a. Appointment: DCC Advisory Board; Barbara Brown (Staff Contact: Kaylyn M. McCluster) Motion to appoint Ms. Barbara Brown to the Danville Community College Advisory Board for a 7.a.b Packet Pg. 15 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting four (4)-year term starting on August 22, 2018. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer b. Appointment: DSS Board; Nancy Eanes Motion to appoint Ms. Nancy Eanes to the Department of Social Services Board for a four (4)- year term starting on August 22, 2018. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Vice Chair - Dan River District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer MATTERS FROM WORK SESSION (IF ANY) a. Authorize to hire BZA Attorney Mr. Hunt stated that money has been budgeted for a BZA Attorney to represent the BZA. Motion to authorize the hiring of an attorney for the BZA Board, limited to the amount of money that is in the fiscal year operating Budget. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Joe B. Davis, Vice Chair - Dan River District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer BOARD MEMBER REPORTS Dr. Miller stated that he has been contacted by members of the community regarding the process of entering the building (the Courthouse Complex), and requested the Board make a viable recommendation to this problem. Mr. Davis thanked the youth in attendance and encouraged politics in their future. Mr. Farmer recognized the IT team for their efforts during the transition the past couple Meetings. Mr. Barber echoed Dr. Miller's statement about the way to enter the building. Mr. Warren encouraged Dr. Miller to speak with Sheriff Taylor about his concerns as well. Mr. Warren thanked County Staff and also stated his thanks and appreciation to his fellow Board Members and also echoed sentiments about the youth. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman spoke on the "trash" issue. He stated that cameras are being installed and staff is currently working to gain control over the thirty-five (35) collection sites. He also encouraged 7.a.b Packet Pg. 16 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors August 21, 2018 Business Meeting citizens to go to the landfill website, which has real time video of the sites that now have the operating cameras. CLOSED SESSION 1. Closed Session; Project 1200 Motion to enter into Closed Session. The Board entered into Closed Session at 8:43 PM. RESULT: APPROVED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Davis, Barber, Blackstock, Scearce, Miller, Farmer 2. Return to Open Session & Closed Session Certification The Board returned to Open Session at 9:36 PM, and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on August 21, 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 (the “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 Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board’s Minutes. 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 9:38 PM. 7.a.b Packet Pg. 17 Attachment: 08-21-2018 Business Meeting Minutes - DRAFT (1314 : Minutes) Personnel Committee September 10, 2018 Pittsylvania County Board of Supervisors Personnel Committee Monday, September 10, 2018, Meeting VIRGINIA: The Personnel Committee of the Pittsylvania County Board of Supervisors was held on Monday, September 10, 2018, in the Main Conference Room of the County Administration Building in Chatham, Virginia 24531. Joe B. Davis, Chair, called the Meeting to order at 4:00 p.m. The following Members were present: Joe B. Davis Ben L. Farmer The following Board of Supervisors Members were also present: Dr. Charles H. Miller, Jr. Ronald S. Scearce Board of Supervisors Chairman, Robert W. Warren, joined the meeting at 4:10 PM. Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration; and Mrs. Kaylyn M. McCluster, Deputy Clerk; were also present. Approval of Agenda Motion made by Mr. Farmer, seconded by Mr. Davis, to approve Agenda, which was unanimously approved by the Committee Members present. New Business Discussion of Employee Satisfaction Survey: Mr. Farmer stated that at the last meeting he was selected to join the Leadership Team to work on this project. The team had already begun this process, and he has met with the team three (3) times. There is a draft of the Employee Satisfaction Survey. Mr. Sides stated that there was discussion of the status of the survey and there was a draft provided to the Committee. The Team feels the need to be able to distinguish Constitutional Officer employees from County Administration employees. This may end up listing each individual department on the Survey, if they are open to that. Mr. Scearce asked if they could lump all Constitutional Officers into one (1) batch versus County Administration employees. The goal is to have a paper and electronic survey for the employees, that way there is an option to participate, if there were any employees that may have concerns of their IP address coming back to identifying them. Mr. Sides stated that once the survey is finalized, the Team would make the recommendation through Mr. Farmer to bring it before the Personnel Committee and then have it make the recommendation to take it before the full Board. Mr. Smitherman suggested allowing the new Human Resources Director to get her hands on the document before making it final to allow her input in it as well; and also, possibly allowing her to be the facilitator of the Survey. Mr. Davis stated that he feels that there does need to be a link between the departments and the Survey, so if there is a problem, Administration can identify that without 7.a.c Packet Pg. 18 Attachment: 09-10-2018 Personnel Committee Meeting Minutes - DRAFT (1314 : Minutes) Personnel Committee September 10, 2018 there being any repercussions for the honest Survey. Mr. Smitherman agreed that he liked that idea, but suggested that there could be a box that the employee can check where they do not want to complete the Survey in a department, they have that option. Mr. Smitherman stated the changes to be made would be: •Constitutional Officer or Not Constitutional Officer •Department or Opt Out •HR Director will have their say and bring it back in October, and look to put it out the first of November. Mr. Sides stated that this is the beginning. If issues are identified, then there may be more frequent surveys to identify where the issues are. Discussion of County Administrator Evaluation Criteria: Mr. Davis questioned how many items really want to be tackled on the Evaluation. Mr. Smitherman stated that he went through the Board’s priorities, and the commonality was found i n the nine (9) items that are listed on the Evaluation out of the twenty-six (26) that were given to choose from. Mr. Smitherman stated he would email the document out to the full Board for final review and get comments back by Friday, and then the recommendation could be made to the full Board. The other side of the document is for the County Attorney, but staff has not gotten that far yet. Mr. Farmer questioned what the Evaluation Period was and Mr. Warren stated that in the bylaws it states that the evaluation is in the contract as annually. Other Matters from Committee Members: Dr. Miller questioned if there were any minority candidates for the Human Resources position and Mr. Smitherman stated that two (2) were interviewed. Adjournment Mr. Davis adjourned the Meeting at 4:29 PM. 7.a.c Packet Pg. 19 Attachment: 09-10-2018 Personnel Committee Meeting Minutes - DRAFT (1314 : Minutes) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Proclamation: National Fire Prevention Week, October 7- 13, 2018 (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: September 18, 2018 Item Number: 7.b Attachment(s): Reviewed By: SUMMARY: Each year, Pittsylvania County, Virginia (the “County”) supports the United States Non -profit Fire Protection Association declaring a Fire Prevention Week in the County. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the approval of the attached Proclamation declaring October 7th – 13th, 2018, National Fire Prevention Week in the County. MOTION: “I make a Motion approving the attached Proclamation declaring October 7th – 13th, 2018, National Fire Prevention Week in the County.” 7.b Packet Pg. 20 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION NATIONAL FIRE PREVENTION WEEK October 7th - 13th, 2018 “Look. Listen. Learn. Be aware. Fire can happen anywhere.” WHEREAS, Pittsylvania County, Virginia (the “County”), is committed to ensuring the safety and security of all those living in and visiting the County; and WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and WHEREAS, home fires killed 2,735 people in the United States in 2016, according to the National Fire Protection Association (“NFPA”), and fire departments in the United States responded to 352,000 home fires; and WHEREAS, the majority of U.S. fire deaths (4 out of 5) occur at home each year; and WHEREAS, the fire death rate per 1000 home fires reported to U.S. fire departments was ten percent (10 %) higher in 2016 than in 1980; and WHEREAS, County residents should identify places in their home where fires can start and eliminate those hazards; and WHEREAS, working smoke alarms cut the risk of dying in reported home fires in half; and WHEREAS, County residents should install smoke alarms in every sleeping room, outside each separate sleeping area, and on every level of the home; and WHEREAS, County residents should listen for the sound of the smoke alarm and when it sounds respond by going outside immediately to the designated meeting place; WHEREAS, County residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire; and WHEREAS, the County’s first responders are dedicated to reducing the occurrence of home fires and home fire injuries through prevention and 7.b Packet Pg. 21 protection education; and WHEREAS, County residents are responsive to public education measures and are able to take action to increase their safety from fire, especially in their homes; and WHEREAS, the 2018 Fire Prevention Week theme, “Look. Listen. Learn. Be aware - fire can happen anywhere” effectively serves to remind us that we need to take personal steps to increase our safety from fire; then THEREFORE, the Pittsylvania County Board of Supervisors does hereby proclaim October 7-13, 2018, as Fire Prevention Week throughout this community; urges all County citizens to be aware of their surroundings, look for available ways out in the event of a fire or other emergency, respond when the smoke alarm sounds by exiting the building immediately, and to support the many public safety activities and efforts of the County’s fire and emergency services during Fire Prevention Week 2018. Given under my hand this 18th day of September, 2018. 7.b Packet Pg. 22 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-09-01: EMS Backup Appreciation (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: September 18, 2018 Item Number: 7.c Attachment(s): Reviewed By: SUMMARY: Recently, Pittsylvania County, Virginia (the “County”) desperately needed back-up EMS Services. Volunteers throughout the County addressed this need and volunteered their time and expertise to help out with the back-up demands. Their assistance was greatly appreciated during this time. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends approving Resolution 2018-09-01 recognizing the EMS Back-up volunteers. MOTION: “I make a Motion to approve Resolution 2018-09-01 recognizing the EMS Back-up volunteers.” 7.c Packet Pg. 23 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2018-09-01 VIRGINIA: At the regularly scheduled meeting of the Pittsylvania County Board of Supervisors (the “Board”) held on September 18, 2018, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following Resolution was presented and ratified: WHEREAS, Pittsylvania County, Virginia (the “County”) lost its Private EMS back-up services due to Regional One going out of business at the end of May; and WHEREAS, for the months of June, July, and August, EMS volunteers throughout the County addressed this crucial need and volunteered their time and expertise to help out with any back-up demands they were abl e to provide; and WHEREAS, Cool Branch Rescue Squad and Blairs Fire and Rescue provided the ambulances needed for the back-up services during this time; and WHEREAS, without the willingness of these volunteers to help out in this situation, this would have put the County in dire straits, and would have severely affected the EMS services County citizens receive in emergency situations; then BE IT RESOLVED, that the Board acknowledges and extends its sincere gratitude to all of the County Fire and EMS volunteers who assisted in this time of need. Given under my hand this 18th day of September, 2018. 7.c Packet Pg. 24 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution 2018-09-02: Comprehensive Roadside Management Program (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: September 18, 2018 Item Number: 7.d Attachment(s): Reviewed By: SUMMARY: County Staff initiated a program for local businesses to sponsor the landscaping around the “Welcome to Pittsylvania County” signs that are located within the VDOT right-of way. For the three (3) signs along US Highway 29, the annual sponsorship is $5,000 per year for a five (5)- year period. For the signs along US Highway 58, the annual sponsorship fee is $3,000. For all of the other signs, the annual sponsorship is $2,000. County Staff currently has three (3) businesses that have agreed to sponsor a sign, and they have already paid sponsorship for the first year. To move this Project forward, the County will need to adopt a Comprehensive Roadside Management Program, file a Land Use Permit Application for VDOT to cover all of the sites, and hold a Public Hearing to gain citizen input on the proposed Program and the proposed site designs. County Staff is requesting the adoption of Resolution 2018-09-02 that would establish October 16, 2018, as the date for a Public Hearing. The site designs and the proposed Comprehensive Roadside Management Plan would be presented at the Public Hearing FINANCIAL IMPACT AND FUNDING SOURCE: This Project would be funded entirely through private donations and would not involve County funds. The Board would have to budget the receipt of the donations and the expenditure of those funds through the normal budgeting process. RECOMMENDATION: County Staff recommends the adoption of Resolution 2018-09-02 establishing the date of the Public Hearing. MOTION: “I make a Motion to adopt Resolution 2018-09-02 setting October 16, 2018, as a date for a Public Hearing on the establishment of a Comprehensive Roadside Management Program.” 7.d Packet Pg. 25 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2018-09-02 VIRGINIA: At the Business Meeting of the Pittsylvania County Board of Supervisors (the “Board”) held on Tuesday, September 18, 2018, the following Resolution was adopted: WHEREAS, local companies have expressed an interest in sponsoring beautification and landscaping projects at the “Welcome to Pittsylvania County” signs with Virginia Department of Transportation (“VDOT”) right-of ways in Pittsylvania County (the “County”); and WHEREAS, VDOT has implemented a Comprehensive Roadside Management Program (the “Program”) as a venue through which localities may partner with businesses, civic groups, and individuals, through sponsorships, to undertake such projects in support of community beautification and tourism; and WHEREAS, the Program is a self-supporting project, through which no costs will be incurred by the County to implement or maintained the landscaped areas; and WHEREAS, twelve (12) sites in the County have been identified and approved by VDOT as suitable locations for the landscaping projects; and WHEREAS, the Board supports projects of this nature to continue community enhancement as well as promote partnerships that strengthen tourism and economic development; and WHEREAS, it is required to conduct a Public Hearing prior to making application for participation in the Program. NOW, THEREFORE, BE IT RESOLVED that the Board supports the implementation of the Program in the County, and does hereby approve the scheduling and advertising of a Public Hearing on Tuesday, October 16, 2018, to consider citizen input on the development of sponsored landscape projects in VDOT right-of ways within the County. Given under my hand this 18th day of September, 2018. 7.d Packet Pg. 26 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Lease Agreement; Blair Construction Green Box Site (Staff Contact: Richard N. Hicks) Staff Contact(s): Richard N. Hicks Agenda Date: September 18, 2018 Item Number: 7.e Attachment(s): 08-30-2018-Real Estate Lease Agreement-Blair's Construction Greenbox (2) Reviewed By: SUMMARY: For several years, Pittsylvania County, Virginia (the “County”) has been able to use a small parcel of land near Blair Construction for a Green Box Site. Due to recent problems at the site, the landowner asked that the boxes be removed as soon as possible. In response thereto, County Staff immediately began looking for alternative sites and is continuing that process. County Staff also reached out to the owner and requested a formal one (1)-year Lease and agreed on a Lease price of $250.00 per month for the next twelve (12) months. The owner had allowed the site on the property for years at no cost to the County. The proposed Lease has been signed by the owner and David M. Smitherman, Pittsylvania County Administrator. If an alternative site is found prior to the end of the Lease, the Lease can be canceled with proper notice. A copy of the Lease is attached for your information. FINANCIAL IMPACT AND FUNDING SOURCE: The Lease’s annual cost is $3,000, and will be paid from the Solid Waste Fund. RECOMMENDATION: County Staff recommends the Board ratify the previous execution of the Blair Construction Green Box Site Lease. MOTION: “I make a Motion to ratify the previous execution of the Blair Construction Green Box Site Lease.” 7.e Packet Pg. 27 REAL ESTATE LEASE AGREEMENT This Real Estate Lease Agreement ("Lease") is dated September 1, 2018, by and between Ann Wood ("Landlord"), and Pittsylvania County, Virginia ("Tenant"); (individually "Party," collectively "Parties"). The Parties agree as follows: l. PREMISES. Landlord, in consideration of the lease payments provided in this Lease, leases to Tenant all that certain tract or parcel of land, with improvements thereon and all appurtenances thereunto pertaining, lying and being situate on the corner of SC 1080 Belair Road and SC 903 Galveston Road, currently containing the Tenant's solid waste collection facility know as "Blair's Construction Greenbox Site." 2. TERM. The Lease Term ("Term") will commence on September 1, 2018, and will terminate on August 31, 2019. 3. LEASE PAYMENTS. Tenant shall pay to Landlord monthly rental payments of 250.00, payable by the fifth (Sth) day of each month, for a total annual Lease payment of 3,000.00. Lease payments shall be made to the Landlord at the address contained in Section 14 of the Lease. Said address may be changed from time-to-time by the Landlord. 4. POSSESSION. Tenant shall be entitled to possession on the first (ls`) day of the Term, and shall yield possession to Landlord on the last day of the Term, unless otherwise agreed by both Parties in writing. At the Term's expiration, Tenant shall remove its goods and effects and peaceably yield the Premises to Landlord in as good a condition as when delivered to Tenant, ordinary wear and tear expected. 5. USE OF PREMISES. Tenant may use the Premises only for purposes of solid waste collection, solid waste transportation, and solid waste removal. The Premises may not be used for any other purpose without prior written consent of Landlord, which shall not be unreasonably withheld. Tenant shall notify Landlord of any anticipated extended absence from the Premises not later than the first (lst) day of the extended absence. 6. LIABILITY INSURANCE. Tenant shall maintain of one million dollars 1,000,000.00) liability insurance coverage on all activities conducted on the Premises. Tenant shall deliver appropriate evidence to Landlord as proof that adequate insurance is in force issued by companies recognized to conduct business in the Commonwealth of Virginia. Landlord shall receive advance written notice from the insurer prior to any termination of such insurance policies. 7. RENEWAL TERMS; EARLY TERMINATION. Renewal Terms shall be mutually agreed upon by Parties in writing. Tenant shall be able to terminate this Lease with sixty 60) days written notice to Landlord. 8. MAINTENANCE. Tenant shall have the responsibility to maintain the Premises in good repair at all times during the Term. Page 1 of 4 7.e.a Packet Pg. 28 Attachment: 08-30-2018-Real Estate Lease Agreement-Blair's Construction Greenbox (2) (1323 : Lease Agreement - Blair Construction Green 9. TAXES. Any and all ta ces attributable to the Premises, or the use of the Premises, shall be paid by the Landlord. 10. DEFAULT. Tenant shall be in default of this Lease, if Tenant fails to fulfill any Lease obligation or term by which Tenant is bound. Subject to any governing provisions of law to the contrary, if Tenant fails to cure any financial obligation within ten (10) days (or any other obligation within ten (10) days) after written notice of such default is provided by Landlord to Tenant, Landlord may take possession of the Premises without further notice (to the extent permitted by law), and without prejudicing Landlord's rights to damages. Alternatively, Landlord may elect to cure any default and the cost of such action shall be added to Tenant's financial obligations under this Lease. Tenant shall pay all costs, damages, and expenses (including reasonable attorneys' fees and expenses) suffered by Landlord by reason of Tenant's defaults. All sums of money or charges required to be paid by Tenant under this Lease shall be additional rent, whether or not such sums or charges are designed as "additional rent." The rights provided by this Paragraph are cumulative in nature and are in addition to any other rights afforded by law. 12. HOLDOVER. If Tenant maintains possession of the Premises for any period after the Lease's termination ("Holdover Period"), Tenant shall pay to Landlord Lease payment(s) during the Holdover Period at a rate equal to the normal payment rate set forth in the Renewal Terms Paragraph. 13. CUMULATIVE RIGHTS. The rights of the Parties under this Lease are cumulative, and shall not be construed as exclusive unless otherwise required by law. 14. NOTICES. Any and all notices required under this Lease shall be sent to the following addresses: LANDLORD: Ann Wood 23048 U.S. Highway 29 Gretna, Virginia 24557 TENANT: Pittsylvania County, Virginia 1 Center Street P.O. Box 426 Chatham, Virginia 24531 Any notice or communication required or permitted under this Lease shall be sufficiently given if delivered in person or by certified mail, return receipt requested, to the address set forth above, or to such other address as one (1) Party may have furnished to the other in writing. 15. GOVERNING LAW AND VENUE. The Lease shall be construed in accordance with the laws of the Commonwealth of Virginia. Venue shall be the appropriate Court in Pittsylvania County, Virginia. Page 2 of 4 7.e.a Packet Pg. 29 Attachment: 08-30-2018-Real Estate Lease Agreement-Blair's Construction Greenbox (2) (1323 : Lease Agreement - Blair Construction Green 16. SEVERABILITY. If any portion of this Lease shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a Court finds that any provision of this Lease is invalid or unenforceable, but that by limiting such provision, it would become valid and enforceable, then such provision shall be deem to be written, construed, and enforced as so limited. 17. WAIVER. The failure of either Party to enforce any provisions of this Lease shall not be construed as a waiver or limitation of that Party's right to subsequently enforce and compel strict compliance with every provision of this Lease. 18. BINDING EFFECT. The provisions of this Lease shall be binding upon and inure to the beneft of both Parties and their respective legal representatives, successors, and assigns. If performance of this Lease or any obligation under this Lease is prevented, restricted, or interfered with by causes beyond either Party's reasonable control ("Force Majeure"), and if the Party unable to carry out its obligations gives the other Party prompt written notice of such event, then the obligations of the Party invoking this provision shall be suspended to the extent necessary by such event. The term Force Majeure shall include, without limitation, acts of God, fire, explosion, vandalism, storm, or other similar occurrence, orders, or acts of military or civil authority, or by national emergencies, insurrections, riots, or wars, or strikes, lock-outs, or work stoppages. The excused Party shall use reasonable efforts under the circumstances to avoid or remove such causes of non-performance and shall proceed to perform with reasonable dispatch whenever such causes are removed or ceased. An act or omission shall be deemed within the reasonable control of a Party if committed, omitted, or caused by such Party, or its employees, officers, agents, or affiliates. 19. ASSIGNMENT OF LEASE. Landlord shall not assign this Lease to any other entity without the County's prior written consent. 20. NON-APPROPRIATION CLAUSE. Notwithstanding any other provision in this Lease to the contrary, if the Tenant fails during any fiscal year to appropriate or allocate sufficient funds to pay the amounts to be paid by the Tenant pursuant to the provisions of this Lease which become due or payable during such fiscal year, then this Lease and all the obligations of the Tenant hereunder shall automatically terminate at the end of the fiscal year in which such non- appropriation occurs. The Tenant agrees to use its reasonable efforts to obtain any necessary funding contemplated by this Lease, on an annual basis. 21. MODIFICATION. This Contract may be modified or amended in writing by mutual agreement of the Parties, if the writing is signed by the Party obligated under the amendment. Witness the following signatures and seals: Page 3 of 4 7.e.a Packet Pg. 30 Attachment: 08-30-2018-Real Estate Lease Agreement-Blair's Construction Greenbox (2) (1323 : Lease Agreement - Blair Construction Green LANDLORD: ANN WOOD By: Name (Printed): Its: ,c. 1 COMMONWEALTH OF VIRGINIA . COUNTY/CL'OF V . h BE IT REMEMBERED, that before me on this day of 6 , 2018, appeared Ann Wood, who acknowledged the signing of the foregoing inst nt to be her voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth ove. t3rua.n.c a D . ,-c- `L G c v m iv n NOTARY PUBLIC `VY v R i,3 TENANT: PITT By: Nar its: 5 nn ne rrrLa n s- - COMMONWEALTH OF VIRGINIA COUNTY OF { I.GI'C1l k.. Srenda O'Nece Robertson ' NpTARY PUeLIC Commornvealth of urginia MrGmmission Expire 5l31R011 BE IT REMEMBERED, that before me on this day of ` , 2018, appeared 1} d`i. S(YL f7YY,1 , who acknowledged the signing of t e foregoing instrument to be his voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, jn the d y set f above.` .M • 1 o r1 O T C11r t iJ C fY.icti'I, IS IU r', - t`e. NOTARY PUBLIC (J l., u 2 l j APPROVED A TO FORM T J. Vaden Hunt, Esq. Pittsylvania County Attorney 1 Z. $3 Bronda 0'Nece RobertaoA NOTARY PUBUC Commonwea th of Virginis I Qt Oo mission Fxpiras 5 1l10iri Page 4 of 4 7.e.a Packet Pg. 31 Attachment: 08-30-2018-Real Estate Lease Agreement-Blair's Construction Greenbox (2) (1323 : Lease Agreement - Blair Construction Green Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-18-018; Mozella K. Reynolds, Life Tenant (Deceased), Nancy Reynolds Amos, Remainderman, Randall C. Amos, Remainderman, Janice Reynolds Spinella, Remainderman, and David G. Spinella, Remainderman; Callands-Gretna Election District A-1, Agricultural District, to R-1, Residential Suburban subdivision District R- 1, Residential Suburban Subdivision District to A-1, Agricultural District (Staff Contact: Karen N. Hayes) Staff Contact(s): Karen N. Hayes Agenda Date: September 18, 2018 Item Number: 10.a.1 Attachment(s): REYNOLDS AND OTHERS - CASE R-18-018 REYNOLDS AND OTHERS - CASE R-18-018 MAP Reviewed By: SUMMARY: Case R-18-018, Petitioners, Mozella K. Reynolds, Life Tenant (Deceased), Nancy Reynolds Amos, Remainderman, Randall C. Amos, Remainderman, Janice Reynolds Spinella, Remainderman, and David G. Spinella, Remainderman, have petitioned to rezone 0.450 of an acre (part of 0.52 of an acre) from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District. They are also petitioning to rezone 0.679 of an acre (part of 1.84 acres) from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to combine with the adjacent parcels zoned R-1 and A-1, respectively). The parcels are located on State Highway 57/Callands Road in the Callands-Gretna Election District. Once the properties are rezoned, all uses listed under Pittsylvania County Code §§ 35-222 and 35-178 are permitted. The Planning Commission, with no opposition, recommended granting the Petitioners’ request. The County Staff Summary has been submitted 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. 32 10.a.1.a Packet Pg. 33 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 34 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 35 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 36 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 37 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 38 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 39 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 40 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 41 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 42 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 43 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 44 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 45 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 46 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) 10.a.1.a Packet Pg. 47 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 (1324 : Rezoning Case R-18-018 Reynolds & Others) Legend Parcels Parcel ID Number Route Numbers 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: REYNOLDS AND OTHERS - CASE R-18-018 Date: 7/30/2018 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.b Packet Pg. 48 Attachment: REYNOLDS AND OTHERS - CASE R-18-018 MAP (1324 : Rezoning Case R-18-018 Reynolds Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: Rezoning Case R-18-019; Roger C. Chriscoe & Kathy C. Chriscoe; Tunstall Election District A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (Staff Contact: Karen N. Hayes) Staff Contact(s): Karen N. Hayes Agenda Date: September 18, 2018 Item Number: 10.a.2 Attachment(s): CHRISCOE - CASE R-18-019 CHRISCOE - CASE R-18-019 MAP Reviewed By: SUMMARY: Case R-18-019, Roger C. Chriscoe and Kathy C. Chriscoe have petitioned to rezone 0.89 of an acre (part of 163.64 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 State Road 855/Cascade Mill Road in the Tunstall Election District. Once the property is rezoned to R-1, all uses listed under Pittsylvania County Code § 35-222 are permitted. The Planning Commission, with no opposition, recommended granting the Petitioners’ request. The County Staff Summary has been submitted 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.2 Packet Pg. 49 10.a.2.a Packet Pg. 50 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 51 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 52 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 53 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 54 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 55 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 56 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 57 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 58 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 59 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 60 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 61 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 62 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 63 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 64 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 65 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 66 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 67 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 68 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 69 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 70 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) 10.a.2.a Packet Pg. 71 Attachment: CHRISCOE - CASE R-18-019 (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Chriscoe) Legend Parcels Parcel ID Number Route Numbers 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: CHRISCOE - CASE R-18-019 Date: 7/19/2018 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.2.b Packet Pg. 72 Attachment: CHRISCOE - CASE R-18-019 MAP (1325 : Rezoning Case R-18-019, Roger C. & Kathy C. Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Danville-Pittsylvania Community Services Performance Contract (Staff Contact: David M. Smitherman) Staff Contact(s): David M. Smitherman Agenda Date: September 18, 2018 Item Number: 12.a Attachment(s): FY19 Letter to County Paul Gilding FY19 letter FY19 Performance Contract FY19 Administrative Requirements FY19 Partnership Agreement Reviewed By: SUMMARY: The Danville-Pittsylvania Community Services (“DPCS”) Fiscal Year 2019 Performance Contract (the “Performance Contract”) with the Virginia Department of Behavioral Health and Developmental Services (“DBHDS”) can be reviewed online at: http://www.dbhds.virginia.gov/professionsla-and-service-providers/office-of-support-services. The Performance Contract is the DPCS service plan and associated costs, as well as the performance expectation. Attached is a letter from Jim Bebeau, DPCS Director: Virginia Code § 37.2-508; Performance Contract for mental health, developmental, and substance abuse; and a letter from DBHDS on the FY2019 Community Services Performance Contract Ren ewal. Bebeau will be present at the meeting to answer any questions the Board may have. FINANCIAL IMPACT AND FUNDING SOURCE: Any service costs are already appropriated in the approved County Budget. RECOMMENDATION: County Staff recommends the Board approve the FY2019 Performance Contract Renewal and Revision. MOTION: “I make a Motion to approve the FY2019 Performance Contract Renewal and Revision.” 12.a Packet Pg. 73 12.a.aPacket Pg. 74Attachment: FY19 Letter to County (1326 : DPCS Performance Contract) 12.a.aPacket Pg. 75Attachment: FY19 Letter to County (1326 : DPCS Performance Contract) COMMONWEALTH of VIRGINIA DEPARTMENT OF S. HUGHES MELTON, MD, MBA BEHAVIORAL HEALTH AND DEVELOPMENTAL SERVICES Telephone (804) 786-3921 FAAFP, FABAM Post Office Box 1797 Fax (804) 371-6638 COMMISSIONER Richmond, VA 23218-1797 www.dbhds.virginia.gov TO: Community Services Board or Local Government Department Executive Directors and the Behavioral Health Authority Chief Executive Officer FROM: Paul R. Gilding Office of Support Services Director SUBJECT: FY 2019 and FY 2020 Community Services Performance Contract DATE: June 8, 2018 The FY 2019 and FY 2020 Community Services Performance Contract is available for your information and use at http://www.dbhds.virginia.gov/behavioral-health/office-of-support-services. The FY 2019 and FY 2020 CSB Administrative Requirements and the Partnership Agreement, separate documents incorporated into the contract by reference, are also available there. The Department will distribute Letters of Notification and the Community Automated Reporting System (CARS) software electronically by June 15. The letters contain initial allocations of state and federal funds to community services boards, the behavioral health authority, and the two local government departments with policy-advisory CSBs, referred to as CSBs in contract documents and this memo. The Department delayed distributing the performance contract and Letters of Notification because of the late adoption of the 2018-2020 biennium budget on May 31. As a result, the Department adjust due dates for and processing of the performance contract. The contract documents incorporate changes in the FY 2018 Community Services Performance Contract Renewal negotiated last month with the Performance Contract Committee established by the Department and the Virginia Association of Community Services Boards. The following pages summarize major substantive changes from the FY 2018 Performance Contract Renewal. Performance Contract Changes 1. New section 4.c.11.) on page 5 requires CSBs to attempt to contact and re-engage any individuals who were admitted to services who have not received any services within 100 days. 2. Section 4.i.3.) on page 12 requires support coordinators to ensure that all information about each individual, including the ISP and VIDES, is imported from the CSB’s EHR to the Department within five business days through an electronic exchange mechanism mutually agreed upon by the CSB and the Department into the electronic waiver management system (WaMS). 3. New section 4.j on pages 12 and 13 incorporates requirements about PACT services in the contract body and eliminates separate Exhibits D in the contract. 12.a.b Packet Pg. 76 Attachment: Paul Gilding FY19 letter (1326 : DPCS Performance Contract) FY 2019 and FY 2020 Community Services Performance Contract June 8, 2018 Page 2 4. New section 4.k on pages 13 and 14 incorporates requirements about Crisis Intervention Team (CIT) services in the contract body and eliminates separate Exhibits D. 5. New section 4.l on pages 14 and 15 incorporates requirements about Permanent Supportive Housing (PSH) in the contract body and eliminates separate Exhibits D. 6. New section 4.m on page 15 adds requirements about Same Day Access (SDA). 7. New section 4.n on pages 15 and 16 incorporates requirements about the Family Wellness Initiative in the contract body and eliminates separate Exhibits D. 8. Section 6.b.7.) on page 20 clarifies the organization of CSB developmental case management services and reflects current interpretations of the CMS Final Rule. 9. Eliminates requirements in former sections 6.c.2.) c.) and d.) for CSBs to submit community waiting list information for the Comprehensive State Plan and State Facility Discharge Waiting List Data Base reports. 10. New sections 6.d and 7.e on pages 23 and 28 address improving CSB data quality. 11. Section 7.d.1.) on pages 26 and 27 requires the Department to work with CSBs through the VACSB Data Management Committee (DMC) to develop and implement any changes in data platforms used, data elements collected, or due dates for existing reporting mechanisms, including CCS, CARS, WaMS, FIMS, and the current prevention data system and stand-alone spreadsheet or other program-specific reporting processes. 12. Section 7.d.3.) on page 27 requires the Department to work with CSBs through the DMC to develop, implement, maintain, and revise or update a mutually agreed upon electronic exchange mechanism that will import all information related to the support coordination or case management parts of the ISP (parts I-IV) and VIDES about individuals who are receiving DD Waiver services from CSB EHRs into WaMS. 13. Section 9.d on pages 31 and 32 substantially revises the remediation process for more structure and follow-up. 14. Section I on pages 50-52 of Exhibit B adds seven performance measures with definitions, benchmarks, and monitoring language: ○ Continuity of care for local psychiatric inpatient discharges, ○ Continuity of care for state hospital discharges, ○ Residential crisis stabilization unit utilization, ○ Regional discharge assistance program (RDAP) service provision, ○ Local inpatient purchase of services (LIPOS) provision, ○ PACT caseload, and ○ Provision of developmental enhanced case management services. 15. Section II of Exhibit B on page 53 deletes seven outdated performance measures. 16. Paragraph 12 on page 71 of Section E in Exhibit J adds a requirement for CSBs to maintain an operating reserve of funds sufficient to cover at least two months of personnel and operating costs. 12.a.b Packet Pg. 77 Attachment: Paul Gilding FY19 letter (1326 : DPCS Performance Contract) FY 2019 and FY 2020 Community Services Performance Contract June 8, 2018 Page 3 17. A new Exhibit K on pages 77-81 establishes state hospital census management admission and discharge requirements that CSBs must satisfy, including eight additional requirements for CSBs that use more than eight beds per 100,000 adults 18. Eliminates the CSB Board Membership List, the CSB Board Membership Characteristics, and the CSB FTE data. This information is in the end-of-the-fiscal year CARS reports. CSB Administrative Requirements Changes 19. Section II.A.6.on pages 8 and 9 deletes requirements about CSB hardware and software procurement. 20. Section II.A.6.c on page 9 states the Department shall collaborate with the VACSB DMC in prescribing the format for fiscal, service, and individual data output. 21. Section III.A.1 on page 12 requires the Department to ensure any software application it issues to CSBs for reporting purposes has been field tested in accordance with the user acceptable testing (UAT) process in Appendix D and shall collaborate with the VACSB DMC in the implementation of any new data management or data warehousing systems to ensure appropriate interoperability and workflow management. 22. Appendix D on page 36 adds WaMS to the UAT process and states major changes in complex systems such as CCS or WaMS shall occur only once per year at the start of the fiscal year and in accordance with the UAT process. Contract Process Once the Department distributes the CARS software and Letters of Notification, CSBs will submit all of the contract’s Exhibit A and table 2 of the Performance Contract Supplement electronically using CARS software. To be accepted for processing by the Department, a contract must satisfy the requirements in Exhibits E and I of the contract. 1. Exhibit A must be submitted to the Department’s Office of Information Services and Technology using the CARS software and must be complete and accurate. 2. Since the contract is being distributed electronically, the parts of the contract that are submitted on paper should be printed, signed where necessary, and mailed to the Office of Support Services when Exhibit A is submitted. See Exhibit E in the contract for more information. These parts are: ● signature page of the contract body (page 34) ● Exhibit F (two pages), and ● signature page of Exhibit B, ● Exhibit G. ● Exhibit D (if applicable), The Department must receive all parts of the contract submitted on paper before a contract submission will be considered complete. 3. Exhibit A must conform to allocations of state and federal funds in the Letter of Notification, unless amounts have been revised by or changes negotiated with the Department and confirmed by the Department in writing. Total funds in each program area (pages AF-1 through AF-8) must equal total costs shown on Forms 11, 21, 31, and 01 or differences must be explained on the Financial Comments form. 12.a.b Packet Pg. 78 Attachment: Paul Gilding FY19 letter (1326 : DPCS Performance Contract) FY 2019 and FY 2020 Community Services Performance Contract June 8, 2018 Page 4 4. Contracts must contain actual appropriated amounts of local matching funds. If a CSB cannot include the minimum 10 percent local matching funds in its contract, it must submit a written request for a waiver of the local matching funds requirement, pursuant to § 37.2-509 of the Code of Virginia and State Board Policy 4010, to the Office of Support Services with its contract. More information about the waiver request process is attached to this memo. The FY 2019 and FY 2020 Performance Contract materials described above are due in the Department’s Office of Support Services by August 3, 2017, except for Exhibit A that is submitted to the Office of Information Services and Technology by the same date. This is a significant change from the normal process due to the delay in adopting the 2018-2020 biennium budget. Section 37.2-508 or 37.2-608 of the Code of Virginia authorizes the Department to provide semi-monthly payments of state and federal funds to allow sufficient time to complete local government approval and Department negotiation and approval of the contract. Exhibit E of the contract automatically provides the first four semi-monthly payments (July and August), whether or not a contract has been submitted. The process conditions the next four semi-monthly payments (September and October) on the Department’s receipt of a complete performance contract since the Department may not complete processing contracts until September. Once a contract is received in the Department, the Community Contracting Director will review it and notify the CSB within five working days that it is or is not accepted for review by the Department. Unacceptable contracts will need to be revised before the Department will process them. If you have any questions about this memo or the contract documents, please e-mail or call Joel Rothenberg, the Community Contracting Director, at joel.rothenberg@dbhds.virginia.gov or (804) 786-6089 or me at paul.gilding@dbhds.virginia.gov or (804) 786-4982. Thank you. Enclosures (4) pc: Dawn M. Adams, DNP Jodi M. Kuhn Mira E. Signer Peggy S. Balak Eric S. Leabough Challis H. Smith Mary C. Begor Deborah M. Lochart Debbie A. Smith Jae H. Benz Kate Marshall Amanda R. Stehura Gabriella C. Caldwell-Miller Hughes Melton, MD, MBA Gail M. Taylor Connie L. Cochran John C. Moore Patricia A. Taylor Mindy Conley Holly E. Mortlock Michele Thomas Donald D. Darr Dev Nair, Ph.D. Dawn A. Traver Cheryl R. DeHaven Heather A. Norton Julie M. Truitt Andrew C. Diefenthaler Diane J. Oehl Amira R. Turner Heidi R. Dix Susan D. Pauley Jeffrey VanArnam William R. Frank Stacy L. Pendleton Allen Wass Stacy H. Gill, LCSW Mellie E. Randall Florence B. Wells Marion Y. Greenfield Beverly D. Rollins Eric J. Williams Kenneth M. Gunn, Jr. Joel B. Rothenberg Marshall Wilson Daniel L. Herr, J.D. Chris Sarandos Mike Zohab Daniel K. Hinderliter Michael A. Schaefer Allyson K. Tysinger, J.D. Katharine E. Hunter Randy B. Sherrod Jennifer M. Faison 12.a.b Packet Pg. 79 Attachment: Paul Gilding FY19 letter (1326 : DPCS Performance Contract) Minimum Ten Percent Local Matching Funds Waiver Request Attachment A CSB should maintain its local matching funds at least at the same level as that shown in its FY 2016 performance contract. The 2019 Appropriation Act prohibits using state funds appropriated in item 312 to supplant the funding effort provided by localities for services existing as of June 30, 2016. Section 37.2-509 of the Code of Virginia states that allocations of state funds to any CSB for operating expenses, including salaries and other costs, shall not exceed 90 percent of the total amount of state and local matching funds provided for these expenses. This section effectively defines the 10 percent minimum amount of local matching funds as 10 percent of the total amount of state and local matching funds. State Board Policy 4010 defines acceptable local matching funds as local government appropriations, philanthropic cash contributions from organizations and people, in-kind contributions of space, equipment, or professional services for which the CSB would otherwise have to pay, and, in certain circumstances, interest revenue. All other funds, including fees, federal grants, other funds, and uncompensated volunteer services, are not acceptable. If a CSB is not able to meet the minimum 10 percent local matching funds requirement, the Code section and State Board Policy authorize the Department to waive the requirement. If a CSB is not able to include the required minimum 10 percent local matching funds in its performance contract or end-of-the-fiscal-year CARS performance contract report, it must submit a written request for a waiver of that requirement, pursuant to that Code section and policy, to the Office of Support Services with the contract or report. The waiver request must contain the documentation in items 1 through 3 below. Section 7.g of the performance contract authorizes the Department to grant an automatic waiver if a CSB’s receipt of state funds as the fiscal agent for a regional program, including RDAP, LIPOS, or state facility reinvestment project funds, causes it to be out of compliance with the 10 percent local matching funds requirement. The waiver excludes the state funds for a regional program allocated to the other CSBs participating in the regional program from the matching funds requirement. The other participating CSBs are responsible for matching those allocated state funds. The amount of state funds the CSB uses for its own participation in the regional program is not eligible for this automatic waiver. The CSB must submit a written request for this automatic waiver, identifying the specific amounts and types of those funds that cause it to be out of compliance with the local matching funds requirement, but without the documentation required below in items 1 through 3, and the Department will approve the waiver in a letter to the CSB. 1. The written waiver request must include an explanation of each local government’s inability to provide sufficient local matching funds at this time. This written explanation should include, among other circumstances, the following factors: a. an unusually high unemployment rate compared with the statewide or regional average rate, b. a decreasing tax base or declining tax revenues, c. the existence of local government budget deficits, or d. major unanticipated local government expenditures (e.g., for flood damage). 2. The waiver request must include information and documentation about the CSB’s efforts to obtain sufficient local matching funds. Examples of these efforts should include newspaper articles, letters or resolutions from and presentations by CSB board members to local governing bodies outlining the statutory matching funds requirement and requests to meet the requirement. 3. Finally, the waiver request must include a copy of its budget request for local matching funds that the CSB submitted to each local government and a copy or description of the local government’s response to it. 12.a.b Packet Pg. 80 Attachment: Paul Gilding FY19 letter (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 81Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 82Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 83Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 84Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 85Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 86Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 87Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 88Attachment: FY19 Performance 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(1326 : DPCS Performance Contract) 12.a.cPacket Pg. 132Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 133Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 134Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 135Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 136Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 137Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 138Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 139Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 140Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 141Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 142Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 143Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 144Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 145Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 146Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 147Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 148Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 149Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 150Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 151Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 152Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 153Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 154Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 155Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 156Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 157Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 158Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 159Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 160Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 161Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 162Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 163Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.cPacket Pg. 164Attachment: FY19 Performance Contract (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 165 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 166 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 167 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 168 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 169 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 170 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 171 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 172 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 173 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 174 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 175 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 176 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 177 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 178 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 179 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 180 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 181 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 182 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 183 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 184 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 185 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 186 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 187 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 188 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 189 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 190 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 191 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 192 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 193 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 194 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 195 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 196 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 197 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 198 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 199 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 200 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 201 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 202 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 203 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 204 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.d Packet Pg. 205 Attachment: FY19 Administrative Requirements (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 206 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 207 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 208 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 209 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 210 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 211 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 212 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 213 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 214 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 215 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) 12.a.e Packet Pg. 216 Attachment: FY19 Partnership Agreement (1326 : DPCS Performance Contract) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: FY2019 School Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: September 18, 2018 Item Number: 12.b Attachment(s): School 2018-19 RevExp Summary Budget School Budget Admendments_7_11_18 Reviewed By: SUMMARY: The Pittsylvania County Board of Supervisors (the “Board”) approves the School Board Budget by category during the County Budget process each year. Since the County Budget process occurs early in the year, the Schools will often be notified of additional funds it will be receiving during the next Fiscal Year that were not anticipated during the original County Budget process. Attached is the Adopted School Budget by category. The bottom line of this Budget is the amount approved by the Board on April 17, 2018, in the amount of $89,552,013 (School Operating Budget). Also attached is a letter from the School Board requesting changes to its Approved Budget totaling $404,399.83. FINANCIAL IMPACT AND FUNDING SOURCE: This change is needed to properly reflect additional state and federal funds that the School Board will be receiving during FY2018. The second page of School’s letter shows a listing of the specific sources of funds that are anticipated. Below is the breakdown of the changes that are being requested by the School Board. These changes do not require any additional local funding. Instruction $467,077.94 General Admin & Support 53,889.25 Pupil Transportation (120,802.00) Operation & Maint 13,127.87 Non-Instructional Operations 117,530.00 Technology (126,423.02) Net Change $404,400.04* *A minor budgetary change of 21¢ has been included in this total to make sure the information from the Schools is in sync with the information provided in the County’s budget. This 21¢ was not included in the original budget since the County’s budget is adopted in whole dollars. 12.b Packet Pg. 217 RECOMMENDATION: County Staff recommends that the Board approve the budget amendments to the School Board’s 2018-2019 Budget based on the attached request. MOTION: “I make a Motion to approve the recommended changes to the Pittsylvania County School Board Budget in the amount of $404,400.04 as outlined above.” 12.b Packet Pg. 218 Increase/ 2015-2016 2016-2017 2017-2018 2017-2018 2018-2019 Decrease Total Total Adopted Adjusted Governor's In 2018-2019 Budget Budget Budget Budget Budget Budget REVENUES From Sales Tax Funds 9,638,784 9,850,185 10,070,955 10,070,955.00 10,027,437.00 (43,518) From State Funds 48,056,835 49,999,555 51,828,892 51,917,468.00 50,664,677.00 (1,252,791) From Federal Funds 8,278,255 7,866,361 7,866,361 7,957,809.90 8,537,507.00 579,697 From Local Funds*16,910,298 16,736,709 17,236,709 17,236,709.00 18,336,709.00 1,100,000 From Other Funds 2,601,674 5,573,801 1,445,024 5,315,664.12 1,985,683.00 (3,329,981) TOTAL 85,485,846 90,026,611 88,447,941 92,498,606 89,552,013 (2,946,593) EXPENDITURES Instruction 61,830,057 63,838,061 64,241,523 66,754,553 64,772,199.00 1,982,354 General Support 3,236,690 3,491,553 3,370,527 3,735,358 3,735,358.00 (0) Pupil Transportation Services 6,253,476 7,756,712 6,634,246 7,438,599 6,676,716.00 761,883 Operation & Maintenance 8,181,906 8,659,639 7,964,335 8,166,494 8,023,163.00 143,331 Non-Instructional Operations 3,290,938 3,428,621 3,412,865 3,476,047 3,476,047.00 0 Facilities - - - - 0.00 - Technology 2,692,779 2,852,026 2,824,445 2,927,555 2,868,530.00 59,025 TOTAL 85,485,846 90,026,611 88,447,941 92,498,606 89,552,013 2,946,593 2018-2019 Proposed Budget 12.b.a Packet Pg. 219 Attachment: School 2018-19 RevExp Summary Budget (1329 : FY2019 School Budget Amendments) 12.b.aPacket Pg. 220Attachment: School 2018-19 RevExp Summary Budget (1329 : FY2019 School Budget Amendments) 12.b.b Packet Pg. 221 Attachment: School Budget Admendments_7_11_18 (1329 : FY2019 School Budget Amendments) 12.b.b Packet Pg. 222 Attachment: School Budget Admendments_7_11_18 (1329 : FY2019 School Budget Amendments) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Appropriation of Donations (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: September 18, 2018 Item Number: 12.c Attachment(s): Reviewed By: SUMMARY: Pittsylvania County, Virginia (the “County”), receives donations and reimbursements from citizens and/or businesses throughout the community to help sponsor County programs and events. The funds that are received from donations/reimbursements are used to offset the cost of these programs/events and therefore must be appropriated to the current County Budget to cover these expenses. FINANCIAL IMPACT AND FUNDING SOURCE: The following donations/reimbursements have been received by the County and need to be appropriated in the FY2019 County Budget: Sheriff-Halloween $ 2,900.00 (100-4-031200-5878) Project Lifesaver $ 1,500.00 (100-4-031200-5882) Real Life Program 150.00 (100-4-053500-5883) WIA-Travel Reimb 105.84 (251-4-353882-5540) Economic Dev (Reimb) 150.30 (325-4-081500-8223) Economic Dev (DRF) 1,999.33 (325-4-081500-8223) Brownfield Reimb 659.11 (325-4-816003-8216) Landfill-Ins Claim 5,042.00 (520-4-094110-8133) TOTAL $12,506.58 RECOMMENDATION: County Staff recommends that the Board approve an appropriation of donation/reimbursement payments totaling $12,506.58 to the FY2019 County Budget. MOTION: “I make a Motion to appropriate a total of $12,506.58 to the FY2019 County Budget as outlined above.” 12.c Packet Pg. 223