11-20-2018 Business Meeting PKT
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, November 20, 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: October 16, 2018, Work Session and Business Meeting; October 29, 2018,
Solid Waste Committee Meeting; November 1, 2018, Strategic Plan Meeting (Staff
Contact: Kaylyn M. McCluster)
b. Resolution # 2018-11-01: Matthew Arnold, VHSL Group 2A State Golf Champion
(Contact: Chairman Warren); (Matthew Arnold will be present to accept Resolution)
c. Purchase of Service Weapon (Staff Contact: Sheriff Michael W. Taylor)
d. Fire Prevention and Safety Grant (Staff Contact: Chris C. Slemp)
e. Ratification of Engagement Agreement (Staff Contact: J. Vaden Hunt, Esq.)
8. PRESENTATIONS
a. Annual Report; Danville Pittsylvania Community Services (Staff Contact: David M.
Smitherman); (Presenter: Dr. Julie Brown, Danville-Pittsylvania Community
Services Board Member)
9. HEARING OF THE CITIZENS
Business Meeting - November 20, 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 Pittsylvania
County, its citizens, and its posterity.
Case 1: Public Hearing: Rezoning Case R-18-024; Donald R. Mustain; R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District
(Staff Contact: Gregory L. Sides)
Case 2: Public Hearing: Rezoning Case R-18-025; Jesse M. Hancock; R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District
(Staff Contact: Gregory L. Sides)
Case 3: Public Hearing: Rezoning Case R-18-026; Larry Wayne Edwards &
Tamara G. Edwards; R-1, Residential Suburban Subdivision District, to A-
1, Agricultural District (Staff Contact: Gregory L. Sides)
B. Other Public Hearings
Each person addressing the Board under a Public Hearing shall step up, give his/her
name and district, and/or his/her place of residency for non-County citizens, in an
audible tone of voice for the record, and unless further time is granted by the
Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be
limited to ten (10) minutes. Speakers shall conclude their remarks at that ti me, unless
the consent of the Board is affirmatively given to extend the speakers allotted time.
Absent Chairman’s approval, no person shall be able to speak who has not signed up.
1. Public Hearing: Solid Waste Ordinance Change (Staff Contact: Richard N. Hicks)
Business Meeting - November 20, 2018
2. Public Hearing: Lease of Tower Space - Dan River Middle School Tower (Staff
Contact: Richard N. Hicks)
3. Public Hearing: Procurement Policy Changes (Staff Contact: J. Vaden Hunt, Esq.)
11. UNFINISHED BUSINESS
12. NEW BUSINESS
a. Approval of Federal Grant Administration Policy and Conflict of Interest Policy
(Staff Contact: J. Vaden Hunt, Esq.)
b. Appropriation of the Tobacco Grant - SVMP Feasibility Study (Staff Contact:
Gregory L. Sides)
c. Danville Regional Foundation Grant Appropriation; Sheriff's Salary Study and
Library Study (Staff Contact: Gregory L. Sides)
d. Health Department Carryover (Staff Contact: David M. Smitherman)
e. New Open Space Land Use Agreement for 2019 (Staff Contact: J. Vaden Hunt, Esq.)
f. Meals Tax Refund Request for Mountain Food Services, LLC (Staff Contact: J.
Vaden Hunt, Esq.)
g. Award of Pay and Classification Study for Sheriff's Department (Staff Contact:
Holly E. Stanfield)
13. APPOINTMENTS
a. Appointment: Pittsylvania County Service Authority; Coy Harville (Contact:
Supervisor Scearce)
b. Appointment: Pittsylvania Soil and Water Conservation District Board of Directors;
Tom Keatts (Staff Contact: Kaylyn M. McCluster)
c. Appointment: Ratification of TLAC's Election of its Leesville Lake Associate
Representative; Dave Rives (Staff Contact: Kaylyn M. McCluster)
d. Appointment: Library Study Advisory Committee (Staff Contact: Lisa W. Tuite)
14. MATTERS FROM WORK SESSION (IF ANY)
15. BOARD MEMBER REPORTS
16. COUNTY ADMINISTRATOR REPORTS
17. CLOSED SESSION
a. 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 publ ic
body. (Staff Contact: David M. Smitherman)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Business Meeting - November 20, 2018
Subject Matter: County Administrator
Purpose: Discussion of a Potential New Employment
Agreement
18. RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION
a. Closed Session Certification
19. MATTERS FROM CLOSED SESSION
20. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Minutes: October 16, 2018, Work Session and Business Meeting; October
29, 2018, Solid Waste Committee Meeting; November 1, 2018, Strategic
Plan Meeting (Staff Contact: Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: November 20, 2018 Item Number: 7.a
Attachment(s):
10-16-2018 Work Session Meeting Minutes - DRAFT
10-16-2018 Business Meeting Minutes - DRAFT
10-29-2018 Solid Waste Committee Meeting Minutes - DRAFT
11-01-2018 Strategic Plan Meeting Minutes - DRAFT
Reviewed By:
7.a
Packet Pg. 5
October 16, 2018
Work Session
Pittsylvania County Board of Supervisors
Work Session
October 16, 2018
VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was
held on October 16, 2018 in the Main Conference Room, County Administrati on Building,
Chatham, Virginia 24531. 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 W. "Bob" Warren Chairman - Chatham-Blairs District Present 4:25 PM
Ronald S. Scearce Vice Chair - Westover District Present 4:26 PM
Tim R. Barber Supervisor - Tunstall District Present 4:26 PM
Elton W. Blackstock Supervisor - Staunton River District Present 4:27 PM
Joe B. Davis Supervisor - Dan River District Present 4:25 PM
Ben L. Farmer Supervisor - Callands-Gretna District Present 4:27 PM
Charles H. Miller Supervisor - Banister District Late 4:37 PM
Also in attendance were Mr. David M. Smitherman, County Administrator; Mr. J. Vaden Hunt
Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning &
Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G.
Van Der Hyde, Director of Finance; Mrs. Cheryl J. Boswell, CSA Coordinator; Mrs. Lisa W. Tuite,
Library Director; Mrs. Holly E. Stanfield, Human Resource Manager; Mr. Chris C. Slemp, Director of
Public Safety; and Mrs. Kaylyn M. McCluster, Deputy Clerk.
AGENDA ITEMS TO BE REMOVED
a. Motion to remove Pet Center Update from Agenda
RESULT: APPROVED [UNANIMOUS]
MOVER: Ronald S. Scearce, Vice Chair - Westover District
SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer
ABSENT: Miller
APPROVAL OF AGENDA
Motion to approve Agenda.
7.a.a
Packet Pg. 6 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Work Session
RESULT: ADOPTED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer
ABSENT: Miller
STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. CSA End of Year and Attendance Report (Staff Contact: Cheryl J. Boswell); (10
minutes)
Mrs. Boswell presented to the Board her End-of-Year Report, which was included in the Work
Session Packet. Mr. Smitherman asked if there was a significant change in number of children
served. Mrs. Boswell stated the numbers have gone down slightly or stayed the same. Mr.
Warren asked if current recipients are in the Ready for Success program at th e Victory Academy
and Mrs. Boswell stated they do not have any there at the moment.
b. Introduction of Human Resource Manager (Staff Contact: Gregory L. Sides); (5
minutes)
Mr. Sides introduced the County’s new Human Resource Manager, Holly E. Stanfield. Mrs.
Stanfield stated that some of the first items she plans to work on are filling some of the key
vacancies, working to finalize the employee satisfaction survey, and working on developing an
evaluation system for employees. Mrs. Stanfield has close to twenty-five (25) years of
experience in Human Resources.
c. Library Expansion Feasibility Study Update (Staff Contact: Lisa W. Tuite); (5
minutes)
Mrs. Tuite presented an update to the Board regarding the Library Expansion Feasibility Study.
She stated that the Danville Regional Foundation provided $15,000 of the $30,000 that was
requested for the Study, and they do require a local government match. The recommendations
for the Advisory Committee were included in her update and she wishes for the Board to approve
those recommendations. Mrs. Tuite also provided a copy of the Pittsylvania County Schools
Literacy Survey 2018 Findings (attached to these minutes). Mr. Davis asked what was so
magical about Altavista and why people are going there, and Mrs. Tuite stated that Hurt
Elementary is only two (2) miles away, instead of twelve (12) miles to Gretna. Mr. Smitherman
stated that there is a local grants match line in contingencies in the FY19 Budget. Mr.
Blackstock suggested that County Staff work with Mrs. Van Der Hyde with the funding and
bring that and the Committee recommendations back to the Board at the November Meeting.
Mr. Warren questioned the correlation between school scores and internet access in the areas.
d. Regional Transit Update (Staff Contact: Gregory L. Sides); (10 minutes)
Mr. Sides updated the Board on the Regional Transit Project. There has been a survey developed
and can be taken online, although there will be paper copies available as well. This survey will
help to determine what times are most beneficial and places citizens may want to go to and from.
7.a.a
Packet Pg. 7 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Work Session
e. Household Solid Waste Discussion (Staff Contact: Richard N. Hicks); (30 minutes)
Mr. Hicks presented to the Board that one of the biggest issues being faced is the "this came
from my house" response. Mr. Hicks has three (3) recommendations to consider when
evaluating the definition of “Household Solid Waste” and they are as follows:
• Recommendation # 1 - Define Residential Construction and/or Demolition Waste
“Residential Construction and/or Demolition Waste” shall include items such as dimensional
lumber, plywood, brick, block, carpet and padding, shingles, windows, doors, fiberglass bath
fixtures, tile, ceramic, kitchen and bathroom cabinets, flooring, drywall, wire, plumbing
materials, etc., that come from the construction, demolition or remodeling of a residential
structure.
• Recommendation # 2 - Define Bulky Waste
“Bulky Waste” shall include items such as furniture, mattresses, box springs, appliances, lamps,
large pieces of Styrofoam, cloth, etc., that may come from the inside of a residential structure.
Disposal of these items shall be in accordance with Section 17.3 (N) of this ordinance.
• Recommendation # 3 - Amend Section 17-2 Definitions (J) “Household Solid Waste”
“Household Solid Waste” shall mean solid waste refuse resulting from the normal operation of a
household and which is routinely placed in a bag, container or can for disposal, and shall not
include any residential construction and/or demolition waste, industrial waste, agricultural waste,
as defined in the Virginia Department of Environmental Quality, Solid Waste Management
Regulations, as amended, or hazardous waste as defined herein.
Mr. Hicks also recommended the consideration of accepting ti res at the Landfill for a $4 per tire
charge and to charge a fee for out of County residents that have requested to use a County
convenience site. Mr. Hicks stated there are sixteen (16) convenience centers where cardboard
collection will be added and there are eight (8) proposed locations for plastic recycling.
There was discussion between the Board as to what exactly is allowed in the dumpsters. Mr.
Barber requested a Solid Waste Committee Meeting before the next Board Meeting. There was
consensus of the Board to temporarily accept empty feed bags until the Solid Waste Committee
can meet and set guidelines. Mr. Farmer asked when the recycling boxes would be installed and
Mr. Hicks stated as soon as they can get them out there for cardboard, and the plastics within the
next sixty (60) days. Mr. Farmer asked if the green boxes are still being picked up on the
weekends and Mr. Hicks stated that someone is going by to pack them down on weekends if they
are full. Mr. Barber suggested that it would be helpful to come up with sheet that lists what is
allowed and not allowed and let the attendants give out at the sites. Mr. Hicks stated that there
are green box signs to be installed at each green box site that lists what is and what is not
allowed.
f. Proposed Lease on Existing Cell Tower (Staff Contact: Richard N. Hicks); (10
minutes)
7.a.a
Packet Pg. 8 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Work Session
Mr. Hicks briefed the Board on a proposed lease of an existing cell tower. There has been a
request from a cellular company to lease tower space at the Kentuck Middle Scho ol Tower. The
proposed lease term is $1700 per month with a two percent (2%) annual escalator, with ongoing
negotiations. The proposed lease falls within IRS regulations on Federal Tax Constraints on
Private Activity and Government Obligations. The County is currently leasing space to AT&T
for $1825 per month. The proposed lease will require a Public Hearing at the November Board
Meeting.
g. Hurricane Florence After Action Report (Staff Contact: Chris C. Slemp); (15
minutes)
Mr. Slemp provided an After-Action Report for Hurricane Florence preparedness within the
County. Mr. Slemp stated the efforts started on September 10, 2018 with conference calls with
the National Weather Service that went through September 17, 2018. Dominion Power also
participated in conference calls, and there was additional fuel secured as well as supplies for
volunteers and EMS. All the apparatus and equipment was checked and meetings with volunteers
occurred. FEMA also started bringing in resources to the area, which included swift water
rescue teams. The 911 Center was upstaffed, and communication with the schools were steady.
Preparation efforts for Hurricane Florence were very beneficial because Hurricane Michael
turned out to be much more than anticipated. There were two (2) cars swept away, one (1)
person in one (1) car was able to get out and self-rescue, but a life was lost in the other car. One
(1) of the County’s swift water rescue teams that consisted of three (3) people was trying to get
to citizens and they overturned. Two (2) were able to climb back into the boat, but the other was
swept away and had to cling to a tree for over an hour before he could be rescued. The networks
went down and at one point, Danville’s 911 calls rolled over into the County. There was
significant damage to structures and roads. Mr. Slemp stated that damage assessments are still
being done and they will go to FEMA for consideration. A local emergency has been declared
and will be added to the Consent Agenda for the night’s Business Meeting.
h. Required Policy Changes relating to Conflicts of Interest, Procurement, and other
Internal Controls (Staff Contact: Kimberly G. Van Der Hyde); (15 minutes)
Mrs. Van Der Hyde briefed the Board about required policy changes relating to conflicts of
interest, procurement, and other internal controls. These changes are being requested by the
County Auditors, and the Office of Management and Budget in Washington for the Federal
Government Grant Awards that the County receives. There will be two (2) stand-alone policies,
as well as a conflict of interest policy. A Public Hearing will be held at the November meeting
for these items.
i. Other Reports
BUSINESS MEETING DISCUSSION ITEMS
Mr. Smitherman stated the IT email server failed again this afternoon. It is very important to
solve this problem now and this item will be brought before the Board at the Business Meeting.
ADJOURNMENT
7.a.a
Packet Pg. 9 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Work Session
Mr. Warren adjourned the Meeting at 5:51 PM.
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Packet Pg. 10 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Work Session
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Packet Pg. 11 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Work Session
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Packet Pg. 12 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
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Work Session
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Packet Pg. 13 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Work Session
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Packet Pg. 14 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
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Work Session
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Packet Pg. 15 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
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Work Session
7.a.a
Packet Pg. 16 Attachment: 10-16-2018 Work Session Meeting Minutes - DRAFT (1372 : Minutes)
October 16, 2018
Business Meeting
Pittsylvania County Board of Supervisors
Business Meeting
October 16, 2018
VIRGINIA: The Business Meeting of the Pittsylvania County Board of Supervisors was
held on October 16, 2018 in the Pittsylvania County General District Courtroom, Edwin R.
Shields Courthouse Addition, Chatham, Virginia 24531. 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 W. "Bob" Warren Chairman - Chatham-Blairs District Present 6:43 PM
Ronald S. Scearce Vice Chair - Westover District Present 6:43 PM
Tim R. Barber Supervisor - Tunstall District Present 6:47 PM
Elton W. Blackstock Supervisor - Staunton River District Present 6:44 PM
Joe B. Davis Supervisor - Dan River District Present 6:47 PM
Ben L. Farmer Supervisor - Callands-Gretna District Present 6:40 PM
Charles H. Miller Supervisor - Banister District Present 6:41 PM
Also in attendance were Mr. David M. Smitherman, County Administrator; Mr. J. Vaden Hunt
Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning &
Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G.
Van Der Hyde, Director of Finance; Mr. Matthew D. Rowe, Director of Economic Development; Mrs.
Lisa W. Tuite, Library Director; and Mrs. Kaylyn M. McCluster, Deputy Clerk.
AGENDA ITEMS TO BE ADDED
Motion to add the following items to tonight’s Business Meeting Agenda:
1.) Consent Agenda: Declaration of Local Emergency (as item 7f);
2.) New Business: Dell Lease Purchase Agreement for Infrastructure (as item 12b);
3.) New Business: Project Homeland Performance Agreement (as item 12c); and
4.) New Business: Landfill - Hurricane Michael related Tipping Fee Waiver (as item 12d)
Mr. Barber requested to add under Appointments, an appointment for the Danville Pittsylvania
Community Services Board and an appointment for the Department of Social Services Board.
Mr. Farmer amended his Motion to include Mr. Barbers request.
7.a.b
Packet Pg. 17 Attachment: 10-16-2018 Business Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Business Meeting
RESULT: ADOPTED [UNANIMOUS]
MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District
SECONDER: Elton W. Blackstock, Supervisor - Staunton River District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Tim R. Barber, Supervisor - Tunstall District
SECONDER: Elton W. Blackstock, Supervisor - Staunton River District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
CONSENT AGENDA
Motion to approve the Consent Agenda.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
a. Minutes: September 18, 2018, Work Session and Business Meeting (Staff Contact: Kaylyn
M. McCluster)
b. Proclamation: National Domestic Violence Awareness Month, October (Staff Contact:
Kaylyn M. McCluster); (Lisa Caviness will be present to accept Proclamation)
c. Resolution # 2018-10-01: Devin M. Taylor Task Force Officer of the Year (Staff Contact:
Kaylyn M. McCluster)
d. Award of RFQ to Byrnes Gould Law (Staff Contact: J. Vaden Hunt, Esq.)
e. Updated Job Description: Deputy Director of Public Safety, Draft (Staff Contact: Chris C.
Slemp)
f. Declaration of Emergency
PRESENTATIONS
a. 2018 VACo Achievement Awards Presentation (Staff Contact: Mark W. Moore)
Katie Boyle, VACo Director of Government Affairs, presented the Best Achievement Award for
the Outstanding Parks Project to Mark W. Moore, Recreation Director, and spoke about their
Achievement Awards Program. VACo received one hundred six (106) entries this year and only
selected twenty-seven (27) winning projects from nineteen (19) counties.
b. Youth Commission Introductions (Staff Contact: Justin G. Price)
7.a.b
Packet Pg. 18 Attachment: 10-16-2018 Business Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Business Meeting
Mr. Price introduced the Pittsylvania County Youth Commission for the 2018-2019 School Year.
The 2018-2019 Youth Commission Members are as follows: Kendall Moore, Sophomore at
Tunstall High School; Kennetria Torain, Junior at Chatham High School; Savanah Reed,
Sophomore at Tunstall High School; Miranda Cochran, Sophomore at Tunstall High School;
Blake Sanchez, Senior at Gretna High School; and Joshua Neal, Sophomore at Tunstall High
School.
HEARING OF THE CITIZENS
Mr. Warren opened the Hearing of the Citizens at 7:24 PM. Phyllis Roach, Staunton River
District, and Director of the Pittsylvania County Literacy Program, asked for help with space to
work. She stated that the biggest challenge is finding a location to place the literacy program.
The Program was offered a location at the old planetarium by the School Board, but there was
mildew in the office and scheduling conflicts that would not allow them to use that space. Carol
Cooper, Callands-Gretna District, voiced her concerns about her dogs. She stated that a family
living near her with possible pit bulls running loose and this particular dog attacked another dog
in the area. Animal Control has been four (4) times to speak to the dog owners. Ms. Cooper
asked for some type of control and protection for those who do take care of their dogs and stated
that she is fearful of the area dogs that run loose. Katie Whitehead, Chatham Blairs District,
voiced her concerns about the pipeline and also provided a copy of her statements. Robert
Pollok, Tunstall District, stated that he owns and operates Hillview Farms Inc., located near
Tunstall High School, and voiced his concerns about the pipeline. No one else signed up to
speak, and Mr. Warren closed the Hearing of the Citizens at 7:37 PM.
PUBLIC HEARINGS
Rezoning Public Hearings
Case 1: Public Hearing: Rezoning Case R-18-020; Cheryl Y. Worthy-Green & Malcolm E.
Green; Dan River 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 7:40 PM. Mr. Sides stated that there was a Proffer
provided prior to opening the Public Hearing, which is provided below. Mr. and Mrs. Green
were present to represent the Petition. No one signed up to speak. Mr. Warren closed the Public
Hearing at 7:43 PM.
7.a.b
Packet Pg. 19 Attachment: 10-16-2018 Business Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Business Meeting
Motion to rezone Case R-18-020, 7.38 acres, two (2) parcels of land, from R-1, Residential
Suburban Subdivision District, to A-1, Agricultural District.
7.a.b
Packet Pg. 20 Attachment: 10-16-2018 Business Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Business Meeting
RESULT: APPROVED [UNANIMOUS]
MOVER: Joe B. Davis, Supervisor - Dan River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
Case 2: Public Hearing: Rezoning Case R-18-021; Ricky D. Carter & Debbie H. Carter;
Banister Election District, R-1, Residential Suburban Subdivision District, to B-2, Business
District, General (Staff Contact: Gregory L. Sides)
Mr. Warren opened the Public Hearing at 7:44 PM. Ricky Carter and Roger Isom were present
to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing
at 7:45 PM.
Motion to rezone 2.59 acres, three (3) parcels of land, from R-1, Residential Suburban
Subdivision District, to B-2, Business District, General (for sales, service, and repair of vehicles
- used car lot).
RESULT: APPROVED [UNANIMOUS]
MOVER: Charles H. Miller, Supervisor - Banister District
SECONDER: Joe B. Davis, Supervisor - Dan River District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
Case 3: Public Hearing: Rezoniing Case R-18-022; Callands-Gretna Election District, A-
1, Agricultural District, to RPD, Residential Planned Unit Develop ment District (Staff
Contact: Gregory L. Sides)
Mr. Warren opened the Public Hearing at 7:46 PM. Mr. Thomas Brooks was present to
represent the Petition. Harold Arthur signed up to speak for informational purposes and wanted
to know what will be going on the land. Mr. Brooks answered that the plan is to take the
property and build residential homes and the residential homes will be for sale. The properties
will be single family type dwellings and only the homes would be for sale and not the property.
The property will be included into a Home Owners Association. Mr. Warren closed the Public
Hearing at 7:48 PM. Mr. Blackstock commented about this property being brought before the
Board before and is now reverting back to the original zoning designation.
Motion to rezone Case R-18-022, 8.82 acres, three (3) parcels of land, from A-1, Agricultural
District, to RPD, Residential Planned Unit Development Unit.
7.a.b
Packet Pg. 21 Attachment: 10-16-2018 Business Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Business Meeting
RESULT: APPROVED [UNANIMOUS]
MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District
SECONDER: Elton W. Blackstock, Supervisor - Staunton River District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
Case 4: Public Hearing: Rezoning Case R-18-023; Danville Farm, LLC, Dan River
Election District, B-1, Business District, Limited and R-1, Residential Suburban
Subdivision District, to A-1, Agricultural District (Staff Contact: Gregory L. Sides)
Mr. Sides explained that there has been an amendment to the proffer (which is attached below),
that includes 400-foot minimum buffer on the west side of the project.
Mr. Warren opened the Public Hearing at 7:53 PM. Mr. Tom Terrell and Louis Iannone were
present to represent the Petition. Tom Terrell stated that the minor change only reflects the
written wording, and that the site plans are all still the same as what has been shown to the
citizens. Louis Iannone with Stratus Solar and Developer of the Project were available for
questions. Mr. Sides clarified that tonight’s meeting is only for rezoning the property. No one
signed up to speak and Mr. Warren closed the Public Hearing at 7:57 PM. Mr. Warren stated he
was comfortable with rezoning since the public information was correct.
7.a.b
Packet Pg. 22 Attachment: 10-16-2018 Business Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
October 16, 2018
Business Meeting
Motion to rezone Case R-18-023, 185.35 acres, three (3) parcels of land, from B-1, Business
District, Limited, and R-1, Residential Suburban Subdivision District, to A-1, Agricultural
District.
RESULT: APPROVED [UNANIMOUS]
MOVER: Joe B. Davis, Supervisor - Dan River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
Other Public Hearings
1. Public Hearing: Pittsylvania County Comprehensive Roadside Management Plan
(Staff Contact: Richard N. Hicks)
Mr. Warren opened the Public Hearing at 8:00 PM. Mr. Hicks stated that several lo cal
businesses have expressed an interest in sponsoring the landscaping around the “Welcome to
Pittsylvania County” signs. The County currently has twelve (12) of these signs dispersed
throughout the County along Virginia Department of Transportation (“VDOT”) highways. The
County has already received funds for the first three (3) locations, but in order to move forward
the County must develop a Comprehensive Roadside Management Plan for the locations, hold a
Public Hearing on the Plan, and submit a Land Use Permit Application to VDOT. The Board
voted to hold a Public Hearing at the September 18, 2018, Meeting, and the Public Hearing has
been duly advertised. Mr. Hicks presented site plans for several of the “Welcome to Pittsylvania
County” sign sites. No one signed up to speak and Mr. Warren closed the Public Hearing at 8:03
PM.
Mr. Barber asked about the sponsors and if they would have a sign, as well as who installs the
landscaping. Mr. Hicks stated that they would have a sponsor sign, but VDOT determines the
required size and colors. He also stated that the County took bids on landscaping and the same
contractor who did the Pet Center landscaping was awarded this landscaping project as well as
the site maintenance.
Motion to approve the Pittsylvania County Comprehensive Roadside Management Plan as
presented, and authorize County Staff to submit a Land Use Permit Application to VDOT for the
twelve (12) “Welcome to Pittsylvania County” signs.
RESULT: APPROVED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Ronald S. Scearce, Vice Chair - Westover District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
UNFINISHED BUSINESS
NEW BUSINESS
7.a.b
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Board of Supervisors
October 16, 2018
Business Meeting
a. Open Space Land Use Renewal Contract; Laurel, Inc. (Staff Contact: J. Vaden Hunt,
Esq.)
Mr. Hunt stated that Laurel, Inc. currently has an Open Space Use Agreement for a golf course
that expires on December 31, 2018. The County’s Land Use Ordinance requires a renewal
application be submitted to the Commissioner of the Revenue’s office every six (6) years, if the
land owner wishes to remain in the Land Use Program. The Honorable Shirley Hammock has
submitted the deferred tax revenue will be $3,231.44 annually, if the Agreement is granted.
Mr. Blackstock asked which golf course it is and Mr. Warren stated that it is Tuscarora. Mr.
Warren abstained from voting because he holds stock in Laurel, Inc.
Motion to approve the Open Space Land Use Renewal Contract submitted by Laurel, Inc., and
authorize the County Administrator to sign any necessary documentation.
RESULT: APPROVED [6 TO 0]
MOVER: Tim R. Barber, Supervisor - Tunstall District
SECONDER: Joe B. Davis, Supervisor - Dan River District
AYES: Scearce, Barber, Blackstock, Davis, Farmer, Miller
ABSTAIN: Warren
b. Dell Lease Purchase Agreement for Server Infrastructure
Mr. Smitherman stated that this was discussed briefly in the Work Session earlier, and the age
and life expectancy of the County’s IT servers have expired and is requesting approval to enter
into the Dell Lease Purchase Agreement. Mr. Scearce stated that his IT background allowed him
to go over the Agreement and he believes this is a good deal. Mr. Warren asked about the
backup system and Mr. Budd stated that the backup system sends it to two (2) different data
centers in the cloud.
Motion to approve the Dell Lease Purchase for IT Server Infrastructure.
RESULT: APPROVED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Ronald S. Scearce, Vice Chair - Westover District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
c. Project Homeland Performance Agreement
Mr. Rowe explained that this Agreement shows the commitment and diligence that this body
takes to ensure that this deal has the least amount of risk. Both the Local Performance
Agreement and the Company Performance Agreement have already been signed by the
Company. They have committed to maintain the facility at that location for at least ten (10)
years, along with an irrevocable letter of credit which is very rare. The Company is being
provided with twelve (12) acres of gifted land, $245,000 Industrial Enhancement Grant, and also
since they are in an Enterprise Zone $113,750 is required to provide to them. Entire local
7.a.b
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Board of Supervisors
October 16, 2018
Business Meeting
incentive fund for this project is $358,750, but with the RIFA partnership, the County’s
contribution is half this amount and is only $179,375, which equates to roughly $2,759 per job.
This is paying double what the County average is. The Company will be in the Institut e on
November 1, 2018.
Motion to approve the Local Performance Agreement and the Commonwealth Opportunity Fund
Agreement.
RESULT: APPROVED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Charles H. Miller, Supervisor - Banister District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
d. Landfill tipping fee Waiver related to Hurricane Michael
Mr. Hicks stated that in the past, the Board has authorized the waiver of Landfill Tipping Fees
for clean-up for significant weather events in the County. Traditionally, the Landfill captures
said waiver information at the scales and keeps a separate record, in case the County qualifies for
any Federal or State Emergency Assistance. Due to the significant damage throughout the
County from recent Hurricane Michael on Thursday, October 11, 2018, it is anticipated that there
will be a lot of clean-up taking place.
Motion to approve the waiver of Landfill Tipping Fees for Hurricane Michael related clean -up
items for a period of ninety (90) days from October 11, 2018.
RESULT: APPROVED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
APPOINTMENTS
a. Danville Pittsylvania Community Services Board of Directors
Motion to appoint Emily Hill to the Danville Pittsylvania Community Services Board of
Directors.
RESULT: APPROVED [UNANIMOUS]
MOVER: Tim R. Barber, Supervisor - Tunstall District
SECONDER: Joe B. Davis, Supervisor - Dan River District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
b. Department of Social Services Board
Motion to appoint Gracie Mays to the Department of Social Services Board to fulfill the
remainder of her term.
7.a.b
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Board of Supervisors
October 16, 2018
Business Meeting
RESULT: APPROVED [5 TO 1]
MOVER: Tim R. Barber, Supervisor - Tunstall District
SECONDER: Elton W. Blackstock, Supervisor - Staunton River District
AYES: Barber, Blackstock, Davis, Farmer, Miller
NAYS: Warren
ABSTAIN: Scearce
MATTERS FROM WORK SESSION (IF ANY)
BOARD MEMBER REPORTS
Dr. Miller stated that he was pleased with the announcements being made in our area and proud
to be a part of Pittsylvania County. Mr. Blackstock also stated that he was very proud. BGF has
been an anchor in his community and employ a lot of people. For them to locate their
headquarters in Pittsylvania County is something to be proud of. He also stated that he is on the
Service Authority and saw a lot of pictures of the opposite end of the County, and there was
obvious devastation that has happened in the County due to the storm. He expressed that he is
very proud of the volunteers, employees, VDOT workers, and is proud to be a part of
Pittsylvania County. Mr. Farmer announced that the Town of Gretna will be hosting the Old
Timers Jubilee on Saturday, October 20, 2018. He also stated that Chris Slemp thanked people
in the Work Session, and echoed those sentiments and recognized all EMS workers, 911,
Sheriff’s Department, and he is also proud to see the rallying of everyone. Mr. Barber echoed
thanks to everyone during the storm and stated that the greatest strength of Pittsylvania County is
the people. He thanked Mr. Smitherman for his efforts and help during the hurricane. Mr.
Scearce echoed all sentiments regarding the Hurricane, and everyone working together to help
each other out. Mr. Scearce recognized Chris Slemp for his efforts during this storm as well.
Mr. Warren echoed same sentiments, and is very proud to be a citizen of Pittsylvania County.
COUNTY ADMINISTRATOR REPORTS
Mr. Smitherman stated that hard work goes unnoticed that prepares for other work, specifically
speaking of the 911 dispatchers, Sheriff, volunteers, and the swift water rescue team. Hurricane
Michael brought much more to our area than anyone expected and we were not ready, but
everyone pulled together when it mattered most. He also stated that County Staff have been
working hard to see payoff for Solid Waste. Two (2) sites are now on controlled hours. The
sites are cleaner, attendants are happy, citizens are happy that people are there to help; but this is
only two (2) sites out of thirty-three (33). Recycling efforts will be improved in the next thirty
(30) days for cardboard, and sixty (60) days for plastic.
CLOSED SESSION
Motion to enter into Closed Session.
The Board entered into Closed Session at 8:43 PM.
7.a.b
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Board of Supervisors
October 16, 2018
Business Meeting
RESULT: ADOPTED [UNANIMOUS]
MOVER: Elton W. Blackstock, Supervisor - Staunton River District
SECONDER: Tim R. Barber, Supervisor - Tunstall District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
a. Discussion concerning a prospective business or industry or the expansion of an existing
business or industry where no previous announcement has been made of the business' or
industry's interest in locating or expanding its facilities in the community. (Staff Contact:
Matthew D. Rowe)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Project AP
Purpose: Discussion of Unannounced Prospective Industry
and Potential Incentives
(2) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Project Sensor
Purpose: Discussion of Unannounced Prospective Industry
b. 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.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator
Purpose: Performance Evaluation
RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
The Board returned to Open Session 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 October 16, 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
7.a.b
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Board of Supervisors
October 16, 2018
Business Meeting
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
AMEND THE AGENDA AND RE-ENTER INTO CLOSED SESSION
Motion to amend the Agenda to re-enter into Closed Session for Discussion of a Potential New
Employment Agreement.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Ronald S. Scearce, Vice Chair - Westover District
SECONDER: Joe B. Davis, Supervisor - Dan River District
AYES: Warren, Scearce, Barber, Blackstock, Davis, Farmer, Miller
a. 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.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator
Purpose: Discussion of a Potential New Employment Agreement
RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
The Board returned to Open Session 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 October 16, 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
7.a.b
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Board of Supervisors
October 16, 2018
Business Meeting
Ben L. Farmer Yes
Charles H. Miller, Jr. Yes
Ronald S. Scearce Yes
Robert W. Warren Yes
ADJOURNMENT
Mr. Warren adjourned the Meeting at 11:19 PM.
7.a.b
Packet Pg. 29 Attachment: 10-16-2018 Business Meeting Minutes - DRAFT (1372 : Minutes)
Solid Waste Committee
October 29, 2018
Solid Waste Committee
Monday, October 29, 2018, Meeting
VIRGINIA: The Solid Waste Committee of the Pittsylvania County Board of Supervisors
was held on Monday, October 29, 2018, in the Main Conference Room of the County Administration
Building in Chatham, Virginia 24531. Tim R. Barber, Chairman, called the Meeting to order at 5:01
p.m. The following Committee members were present:
Tim R. Barber
Elton W. Blackstock
The following Board of Supervisors Members were also present:
Ronald S. Scearce
Ben L. Farmer
Mr. David M. Smitherman, County Administrator/Clerk of the Board; Mr. J. Vaden Hunt
Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning &
Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; the Honorable
Vincent E. Shorter, Treasurer; the Honorable Shirley Y. Hammock, Commissioner of the Revenue;
and Mrs. Kaylyn M. McCluster, Deputy Clerk, were also present.
Approval of Agenda
Motion was made by Mr. Blackstock, seconded by Mr. Barber, to approve the Agenda. Vote
was unanimous by all Committee Members present.
Mr. Warren joined the Meeting at 5:02 p.m.
New Business
A. Consideration of Pittsylvania County Code (“PCC”) Chapter 17 Ordinance Changes
(i) Define Residential Construction and/or Demolition Waste
(ii) Define Bulky Waste
(iii) Amend PCC § 17-2 (J); Definitions; “Household Solid Waste”
Mr. Hicks suggested a better definition for “household solid waste.” He offered
recommendations that are attached at the end of these minutes. There was discussion of limiting the
amount that can be taken to a site or size of trailer allowed, but then the question posed was if
frequency would have to be limited. Mr. Warren stated that although there are site attendants,
citizens could still take a trailer to one (1) site and then take another trailer to the next site; which
does not solve the problem. Mr. Blackstock stated that the trash situation in our County is different
than other Counties due to the size of the County. He stated that if the sites are too restrictive, more
illegal dumping may occur. It would make it hard for citizens to have to travel the far distance to the
Landfill. He suggested a site at the Northern and Southern ends of the County to accept these items
that are not allowed at the convenience centers, and could even charge at those sites to accept the
construction debris and such. Mr. Warren agreed that the definition of “household waste” needs to be
7.a.c
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Solid Waste Committee
October 29, 2018
changed, but also supports adding sites to the Northern and Southern parts of the County to make the
system user friendly for our citizens. Mr. Scearce stated the people in his District will not like
restricting the sites and also thinks the Landfill pad needs to be completed as soon as possible to
ensure easier access for contractors. He also suggested developing a method to make it easier for the
attendants to identify County residents from non-County residents. Mr. Warren questioned if the
County already has sites that can be expanded to accommodate accepting other materials, before
creating Regional Sites and developing a policy around household waste. Mr. Barber questioned
locations that could accept tires for a fee, and Mr. Smitherman stated that handling cash would be an
issue. Mr. Warren suggested accepting only credit or debit cards for payment. He also suggested
painting or marking areas off to be sure ideas, such as fencing, will work before starting construction.
Mr. Blackstock suggested, if the Regional Sites were set up to accept tires and other construction
debris, the sites do not have to be located on Highway 29 or high traffic areas. The sites just need to
be on a level area where property would potentially be cheaper. Mr. Barber suggested to not address
the definition right now, but to focus on making the citizens feel comfortable when dumping their
trash and educate the citizens on what is allowed and what is not allowed. Mr. Warren suggested
customer service training for the site attendants.
Consensus of the Committee was to direct County Staff to develop a Training Plan and bring
it back to the Board for review and input and then train attendants on customer service, as well as
looking for places for Regional Sites. In the meantime, have a general conversation with the site
attendants to ease up, be customer friendly, and help explain to the citizens the reasoning behind what
is allowed in the containers.
Mr. Farmer asked how many attendants are working at the sites now and Mr. Hicks stated that
there are twelve (12). Four (4) people at three (3) sites. Mr. Farmer stated that he was concerned
about adding more full-time County Staff. Mr. Warren stated that there should be the assets to do
this. Ceillie Simkiss, Solid Waste Contract Public Information Officer, asked what they can do to
help the citizens understand. Mr. Smitherman stated that they would.
Motion by Mr. Blackstock, seconded by Mr. Warren, to direct County Staff to develop a draft
Training Plan addressing the issues that have been discussed today along with any issues that are
brought back from the attendants and County Staff, and bring that training plan back to the Solid
Waste Committee for input. Vote was unanimous by the Committee Members.
Mr. Farmer asked about the new “A” and B” signs, and asked if there should be a color
coding system. Mr. Smitherman and Mr. Hicks stated that this is the goal of what is currently being
done.
Motion by Mr. Warren, seconded by Mr. Blackstock, to authorize and encourage County Staff
to start working on designing Regional Sites and looking at possible land to be secured for those
County sites, and a plan to build those sites containing some timelines in them. Vote was unanimous
by the Committee Members.
B. Discussion to Consider Accepting Tires at Landfill
Mr. Hicks stated that there have been calls requesting tire disposal. Mr. Barber supports the
idea of accepting tires at the Landfill for a fee. The tires would be accepted and then shipped off for
disposal.
7.a.c
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Solid Waste Committee
October 29, 2018
Motion by Mr. Warren, seconded by Mr. Blackstock, to institute a fee to accept tires at the
Landfill for a fee of $3 per tire. Mr. Barber asked if this includes commercial, because he currently
sends his for his business off.
Motion amended by Mr. Warren to include that you must be a resident or business owner of
Pittsylvania County to take tires to the Landfill for a fee. Seconded by Mr. Blackstock. Vote
unanimous by the Committee Members.
C. Discussion to Consider Requiring Dumpsters for Certain Residential Projects
Mr. Barber suggested getting the Building Association involved with the decision, and ask
them what is the fair amount for the threshold. Mr. Blackstock suggested that it may can be included
into the permit also but not to do anything before meeting with the Building Association.
Consensus of the Committee to set meeting with the Building Association.
D. Discussion to Consider Allowance of Out-of-County Solid Waste Usage Fee
Mr. Hicks stated that he has been contacted by residents of other counties that have stated they
are willing to pay to use the County sites due to being closer to those sites than they are to a site in
their County. Mr. Smitherman suggested a minimum of double the fee, which would be $240. Mr.
Barber stated that there would need to be a certain color bag or some way to identify they are allowed
to dump the trash. Mr. Smitherman stated this could go on the Consent Agenda at the next Meeting.
Mr. Hunt stated that our current Ordinance states that the County doesn’t accept tires unless they are
shredded or split. Mr. Barber suggested just amending that Section and doing the other Ordinance
changes all at one time. Mr. Hunt stated the tire change, Ordinance change, and out-of-County trash
could be revised and advertised for action at the November Meeting. Mr. Hunt will make the
changes, send out to the Board to be sure it looks like they want it, and we can get it advertised.
Mr. Scearce left the Meeting at 5:56 PM.
E. Solid Waste Disposal Fee Billing Schedule Update
There was discussion about the first Solid Waste Disposal Fee billing for the 2018 year not
having a penalty. Board Members stated they did not understand it to be written that way and
requested that be fixed at the November Meeting for the deadline to be June 2019 for the 2018 Solid
Waste Disposal Fee with no interest. Mr. Shorter stated that he can add to the bill that interest will
begin accruing on July 1, 2019.
Adjournment
Motion was made by Mr. Blackstock, seconded by Mr. Warren, to adjourn Meeting. Mr.
Barber adjourned the Meeting at 6:07 PM.
7.a.c
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Solid Waste Committee
October 29, 2018
7.a.c
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Solid Waste Committee
October 29, 2018
7.a.c
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Solid Waste Committee
October 29, 2018
7.a.c
Packet Pg. 35 Attachment: 10-29-2018 Solid Waste Committee Meeting Minutes - DRAFT (1372 : Minutes)
November 1, 2018
Thursday, November 1, 2018 Meeting
VIRGINIA: The Pittsylvania County Board of Supervisors Strategic Plan Meeting was held
on Thursday, November 1, 2018, in Room 206 of the Institute for Advanced Learning and Research
located at 150 Slayton Avenue, Danville, Virginia 24540. Robert W. Warren, Chairman, called the
Meeting to Order at 5:38 PM. The following Members were present:
Elton W. Blackstock Staunton River District
Joe B. Davis Dan River District
Ben L. Farmer Callands-Gretna District
Ronald S. Scearce Westover District
Robert W. “Bob” Warren Chatham-Blairs District
Charles H. Miller, Jr., was absent due to an eye appointment. Tim R. Barber was also absent.
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, Mr. Richard Hicks, Assistant County Administrator for Operations, and Mrs. Kim
Van Der Hyde, Director of Finance were present.
Dr. Joey Faucette facilitated the Strategic Plan discussion to develop the County’s Strategic
Plan for FY2019 and beyond. Members of the Board and Members of the Executive Team were
placed in teams of two (2); (one (1) Board Member and one (1) Executive Team Member) to rank the
priority of the Strategic Items that were compiled in prior meetings with Dr. Faucette. The results of
this discussion are attached at the end of these Minutes.
A future Strategic Planning Session was discussed and is scheduled for Thursday, December
6, 2018, at 5:30 PM.
Adjournment
Mr. Warren adjourned the Meeting at 7:30 PM.
__________________________________________
Robert W. “Bob” Warren, Chair
Pittsylvania County Board of Supervisors
__________________________________________
David M. Smitherman, Clerk
Pittsylvania County Board of Supervisors
7.a.d
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November 1, 2018
7.a.d
Packet Pg. 37 Attachment: 11-01-2018 Strategic Plan Meeting Minutes - DRAFT (1372 : Minutes)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Resolution # 2018-11-01: Matthew Arnold, VHSL Group 2A State Golf
Champion (Contact: Chairman Warren); (Matthew Arnold will be present
to accept Resolution)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: November 20, 2018 Item Number: 7.b
Attachment(s):
Reviewed By:
SUMMARY:
Matthew Arnold, a sophomore at Chatham High School, won the 2018 Virginia High School
League Group 2A State Golf Championship. Matthew Arnold will be present to accept the
Resolution.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approving Resolution #2018-11-01 recognizing Matthew Arnold for
winning the 2018 Virginia High School League Group 2A State Golf Championship.
MOTION:
“I make a Motion to approve Resolution #2018-11-01 recognizing Matthew Arnold for winning
the 2018 Virginia High School League Group 2A State Golf Championship.”
7.b
Packet Pg. 38
Pittsylvania County Board of Supervisors
RESOLUTION
2018-11-01
VIRGINIA: At the regularly scheduled meeting of the Pittsylvania County Board of
Supervisors held on November 20, 2018, in the General District Courtroom of the Edwin R.
Shields Courthouse Addition, the following Resolution was presented and adopted:
WHEREAS, Matthew Arnold is a Sophomore at Chatham High School, where he
currently has a 4.3 Grade Point Average and is ranked 5th in his class; and
WHEREAS, Matthew is the current 2018 Virginia High School League Group 2A State
Golf Champion; and
WHEREAS, Matthew had a 78.6 scoring average throughout the regular season; and
WHEREAS, he shot an 80 in the district tournament under tough, rainy conditions to
win the tournament and earn Dogwood District Golfer of the Year honors; and
WHEREAS, he finished 5th overall in Region 2C with a 77 and 73 to win the State
Tournament; and
WHEREAS, Matthew Arnold has performed admirably throughout his winning season
of 2018, bringing recognition not only to himself, but to his school, his County, and its citizens.
NOW THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of
Supervisors, on the behalf of all County citizens, express their sincere appreciation, admiration,
and congratulations to Matthew Arnold for his winning season and his 2018 Virginia High
School League Group 2A State Golf Championship title.
Given under my hand this 20th day of November, 2018.
7.b
Packet Pg. 39
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Purchase of Service Weapon (Staff Contact: Sheriff Michael W. Taylor)
Staff Contact(s): Sheriff Michael W. Taylor
Agenda Date: November 20, 2018 Item Number: 7.c
Attachment(s):
Reviewed By:
SUMMARY:
Captain J. Todd Barrett will be retiring, in good standing, after thirty-two (32) years of service
with the Pittsylvania County Sheriff’s Office. Captain Barrett’s retirement date is December 1,
2018. On January 1, 2019, Deputies Mary Alice Hardy and Robert Jennings will also be retiring
from the Pittsylvania County Sheriff’s Office. Deputy Hardy has twenty (20) years of service,
and Deputy Jennings has thirty-eight (38) years of service. These fine officers have requested to
purchase their issued duty weapons.
FINANCIAL IMPACT AND FUNDING SOURCE:
These employees will purchase their service weapons for $1.00 each, as authorized by § 59.1-
148.3, Code of Virginia, 1950, as amended.
RECOMMENDATION:
County Staff recommends the Board of Supervisors approve Sheriff Taylor’s request that
Captain Barrett, Deputy Hardy, and Deputy Jennings be allowed to purchase their duty weapons
for $1.00 each, as authorized by § 59.1-148.3, Code of Virginia, 1950, as amended.
MOTION:
“I make a Motion to approve Sheriff Taylor’s request that Captain Barrett, Deputy Hardy, and
Deputy Jennings be allowed to purchase their duty weapons for $1.00 each, as authorized by §
59.1-148.3, Code of Virginia, 1950, as amended.”
7.c
Packet Pg. 40
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Fire Prevention and Safety Grant (Staff Contact: Chris C. Slemp)
Staff Contact(s): Chris C. Slemp
Agenda Date: November 20, 2018 Item Number: 7.d
Attachment(s):
Reviewed By:
SUMMARY:
Fire Prevention and Safety (“FP&S”) Grants are part of the Assistance to Firefighters Grants and
support projects that enhance the safety of the public and firefighters from fire and related
hazards. The primary goal is to reduce injury and prevent death among high-risk populations. In
2005, Congress reauthorized funding for FP&S and expanded the eligible uses of funds to
include Firefighter Safety Research and Development. The County’s Fire Marshal’s Office is
requesting to apply for a FP&S Grant to hire one (1) additional Assistant Fire Marshal. Funding
is being requested for two (2) years, covering 95% of the cost for an Assistant Fire Marshal to
include salary, benefits, and training. The FP&S Grant Application Period closes on December
6, 2018. If awarded the FP&S Grant, this position will concentrate on community risk activities
geared toward reducing injury and death due to fires and other home accidents.
FINANCIAL IMPACT AND FUNDING SOURCE:
The FP&S Grant Request is for a $75,000 Grant to assist with salary, benefits, equipment, and
training for an Assistant Fire Marshal position. The County’s cost share will be 5% of this
amount ($3,750), to be incurred in the County’s FY 20 Budget.
RECOMMENDATION:
County Staff recommends that the FP&S Grant Application be approved as presented.
MOTION:
“I make a Motion to authorize the Fire Marshal’s Office to apply for the FP&S Grant as
presented.”
7.d
Packet Pg. 41
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Ratification of Engagement Agreement (Staff Contact: J. Vaden Hunt,
Esq.)
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: November 20, 2018 Item Number: 7.e
Attachment(s): Pittsylvania Co. Engagement Agreement
Reviewed By:
SUMMARY:
Attached please find a Legal Engagement Agreement from Guynn, Waddell, Carroll & Lockaby
previously executed by County Staff due to legal responsive pleadings timing issues.
FINANCIAL IMPACT AND FUNDING SOURCE:
To be determined.
RECOMMENDATION:
County Staff recommends ratifying the previous execution of the attached Legal Engagement
Agreement.
MOTION:
“I make a Motion to ratify the previous execution of the attached Legal Engagement
Agreement.”
7.e
Packet Pg. 42
7.e.a
Packet Pg. 43 Attachment: Pittsylvania Co. Engagement Agreement (1395 : Ratification of Engagement Agreement)
7.e.a
Packet Pg. 44 Attachment: Pittsylvania Co. Engagement Agreement (1395 : Ratification of Engagement Agreement)
7.e.a
Packet Pg. 45 Attachment: Pittsylvania Co. Engagement Agreement (1395 : Ratification of Engagement Agreement)
7.e.a
Packet Pg. 46 Attachment: Pittsylvania Co. Engagement Agreement (1395 : Ratification of Engagement Agreement)
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Annual Report; Danville Pittsylvania Community Services (Staff Contact:
David M. Smitherman); (Presenter: Dr. Julie Brown, Danville-
Pittsylvania Community Services Board Member)
Staff Contact(s): David M. Smitherman
Agenda Date: November 20, 2018 Item Number: 8.a
Attachment(s):
Reviewed By:
Dr. Julie Brown, Danville-Pittsylvania Community Services Board Member, will be in
attendance to present their Annual Report. Jim Bebeau, Executive Director of Danville-
Pittsylvania Community Services, will also be in attendance and available to answer questions.
8.a
Packet Pg. 47
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Rezoning Case R-18-024; Donald R. Mustain; R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District
(Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: November 20, 2018 Item Number: 10.A.1
Attachment(s): MUSTAIN - CASE R-18-024
MUSTAIN - CASE R-18-024 MAP
Reviewed By:
SUMMARY:
Case R-18-024, Petitioner, Donald R. Mustain, has petitioned to rezone a total of 9.33 acres, two
(2) parcels of land, from R-1, Residential Suburban Subdivision District to A-1, Agricultural
District, to make the zoning consistent with the adjacent land he owns. The parcels are located
off State Road 714/Richardson Lane in the Dan River Election District. Once the properties are
rezoned, all used listed under Pittsylvania County Code § 35-178 are permitted. The Planning
Commission, with no opposition, recommended granting the Petitioner’s 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. 48
10.A.1.a
Packet Pg. 49 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 50 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 51 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 52 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 53 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 54 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 55 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 56 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 57 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 58 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 59 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 60 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
10.A.1.a
Packet Pg. 61 Attachment: MUSTAIN - CASE R-18-024 (1402 : Rezoning Case R-18-024 Donald R. Mustain)
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: MUSTAIN - CASE R-18-024 Date: 10/1/2018
DISCLAIMER:This drawing is neither a legally recorded map nor a survey and is not intended to be used as such. The information displayed is a
compilation of records, information, and data obtained from various sources, and Pittsylvania County is not responsible for its accuracy or how current
it may be.
10.A.1.b
Packet Pg. 62 Attachment: MUSTAIN - CASE R-18-024 MAP (1402 : Rezoning Case R-18-024 Donald R. Mustain)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Rezoning Case R-18-025; Jesse M. Hancock; R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District
(Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: November 20, 2018 Item Number: 10.A.2
Attachment(s): HANCOCK - CASE R-18-025
HANCOCK - CASE R-18-025 MAP
Reviewed By:
SUMMARY:
Case R-18-025, Petitioner, Jesse M. Hancock, has petitioned to rezone 33.28 acres, four (4)
parcels of land, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural
District, for agricultural purposes. The parcels are located on State Road 694/David Giles Lane
and on State Road 718/Snakepath Road in the Chatham-Blairs Election District. Once the
properties are rezoned to A-1, all uses listed under Pittsylvania County § 35-178 are permitted.
The Planning Commission, with opposition, recommended granting the Petitioner’s request with
the following proffers: (1) Mobile Home Parks shall be prohibited; (2) No swine shall be
allowed on the premises; (3) Commercial agricultural including the use of industrial manure
spreading shall be prohibited; (4) No single-wide mobile homes other than the existing one; (5)
A buffer of trees shall be kept between adjoining landowners; and (6) These proffers will run in
perpetuity. 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. 63
10.A.2.a
Packet Pg. 64 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 65 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 66 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 67 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 68 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 69 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 70 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 71 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 72 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 73 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 74 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 75 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 76 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 77 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 78 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 79 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 80 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 81 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 82 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
10.A.2.a
Packet Pg. 83 Attachment: HANCOCK - CASE R-18-025 (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
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: HANCOCK - CASE R-18-025 Date: 9/7/2018
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. 84 Attachment: HANCOCK - CASE R-18-025 MAP (1403 : Rezoning Case R-18-025 Jesse M. Hancock)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Rezoning Case R-18-026; Larry Wayne Edwards &
Tamara G. Edwards; R-1, Residential Suburban Subdivision District, to
A-1, Agricultural District (Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: November 20, 2018 Item Number: 10.A.3
Attachment(s): EDWARDS - CASE R-18-026
EDWARDS - CASE R-18-026 MAP
Reviewed By:
SUMMARY:
Case R-18-026, Petitioners, Larry Wayne Edwards and Tamara G. Edwards, have petitioned to
rezone 2.84 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural
District to allow for placement of a second dwelling, a single-wide mobile home, on the property
for a family member. The parcel is located on State Road 672/Pittsville Road in the Staunton
River Election District. Once the property is rezoned, all uses listed under Pittsylvania County
Code § 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.3
Packet Pg. 85
10.A.3.a
Packet Pg. 86 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 87 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 88 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 89 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 90 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 91 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 92 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 93 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 94 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 95 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 96 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 97 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
10.A.3.a
Packet Pg. 98 Attachment: EDWARDS - CASE R-18-026 (1404 : Rezoning Case R-18-026 Larry Wayne Edwards & Tamara G. Edwards)
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: EDWARDS - CASE R-18-026 Date: 11/14/2018
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.3.b
Packet Pg. 99 Attachment: EDWARDS - CASE R-18-026 MAP (1404 : Rezoning Case R-18-026 Larry Wayne Edwards &
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing: Solid Waste Ordinance Change (Staff Contact: Richard
N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: November 20, 2018 Item Number: 10.B.1
Attachment(s):
PUBLIC HEARING NOTICE Solid Waste Ordinance Changes (Nov
2018)
Proposed Solid Waste Ordinance Change
Reviewed By:
SUMMARY:
Following a recommendation from the Board’s Solid Waste Committee, the Board recommended
conducting a public hearing on the following attached potential changes to Pittsylvania County
Code (“PCC”), Chapter 17, Solid Waste Disposal: (1) deletion of PCC § 17-3(K) previously
only allowing bagged and/or wrapped garbage to be disposed of at a County convenience center;
(2) revision to PCC § 17-4(E) allowing tires to be disposed of at the County Landfill for a rate to
be annually set by the Board; and (3) revision to PCC § 17-9 allowing the disposal of solid waste
originating outside of Pittsylvania County, if the disposer of said waste enters into a written
Agreement with the County for a disposal rate to be annually set by the Board.
FINANCIAL IMPACT AND FUNDING SOURCE:
None at this time. Future fiscal impact to be determined.
RECOMMENDATION:
County Staff recommends the Board, following conducting the duly advertised legally required
public hearing, adopt the above-referenced revisions to PCC Chapter 17, Solid Waste Disposal,
as presented.
MOTION:
“I make a Motion to adopt the revisions to PCC Chapter 17, Solid Waste Disposal, as presented.”
10.B.1
Packet Pg. 100
PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Tuesday,
November 20, 2018, at 7:00 p.m., in the General District Courtroom of the Edwin R. Shields
Courtroom Addition in Chatham, Virginia, 24531, to receive citizen input on proposed
amendments to Pittsylvania County Code (“PCC”), Chapter 17, Solid Waste Disposal.
Specifically, the following three (3) changes being proposed: (1) deletion of PCC § 17 -3(K)
previously only allowing bagged and/or wrapped garbage to be disposed of at a County
convenience center; (2) revision to PCC § 17-4(E) allowing tires to be disposed of at the County
Landfill for a rate to be annually set by the Board of Supervisors (“BOS”); and (3) revision to PCC
§ 17-9 allowing the disposal of solid waste originating outside of Pittsylvania County, if the
disposer of said waste enters into a written Agreement with the County for a disposal rate to be
annually set by the BOS. A full text of the proposed PCC amendments is available in the Office
of the County Administrator, County Administration Building, 1 Center Street, Chatham, Virginia,
24531, on Monday through Friday, from 8:00 a.m. to 5:00 p.m., and on the County’s website
www.pittsylvaniacountyva.gov.
10.B.1.a
Packet Pg. 101 Attachment: PUBLIC HEARING NOTICE Solid Waste Ordinance Changes (Nov 2018) (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 102 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 103 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 104 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 105 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 106 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 107 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 108 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 109 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 110 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 111 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 112 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 113 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 114 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 115 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 116 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
10.B.1.b
Packet Pg. 117 Attachment: Proposed Solid Waste Ordinance Change (1394 : Public Hearing: Solid Waste Ordinance Change)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing: Lease of Tower Space - Dan River Middle School Tower
(Staff Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: November 20, 2018 Item Number: 10.B.2
Attachment(s):
11-20-2018 Public Hearing - Cell Tower
Cell Tower Lease Dan River Middle School
Plat
Reviewed By:
10.B.2
Packet Pg. 118
SUMMARY:
County Staff was recently contacted by a cellular firm that was interested in locating on the Dan
River Middle School tower located at 325 Dodson Lane. Prior to considering a Lease, the
County is required to hold a Public Hearing to dispose of an interest in publicly owned property.
A Public Hearing has been duly advertised for this Meeting. Since the initial contact, the County
has been contacted by a second company that is interested in locating on the same tower.
As you are probably aware, several of the County’s most recent tower sites were funded with tax
free bonds, so the County is limited as to the amount of income that can be generated from these
tower sites until the notes are repaid. The only Lease the County currently has is with AT&T on
the Chatham Tower near the Courthouse. Following consultation with the County’s Bond
Counsel, it is understood that these two (2) proposed Leases on the Dan River tower will fall
within that monetary limit.
Under the County’s tower construction project, the Dan River tower is slated for some
modifications to allow for the installation of additional County equipment. This allows the
County to use its current consultants to evaluate the two (2) requests. A preliminary review
shows that the County would have the space available on the Dan River Middle School tower.
Because of a change in Building Code requirements, the County will have to do some additional
foundation work to this tower. This work is necessary regardless of whether or not the cellular
companies agree to the County’s terms and conditions. The County would charge said cellular
companies for any and all evaluation costs based on their requests.
Attached for your review and information is a copy of a proposed Lease. County Staff will
continue negotiating with the companies and should have additional information for you prior to
or at the November Board Meeting.
FINANCIAL IMPACT AND FUNDING SOURCE:
Both Leases would provide additional funding for the County that could be used to offset a
portion of the existing debt service on the towers, or could be set aside to fund future
communication improvements.
RECOMMENDATION:
County Staff recommends that the Board authorize the County Administrator to finalize the
Lease terms for both carriers and to execute any and all of the related necessary documents.
MOTION:
“I make a Motion to authorize the County Administrator to finalize the Lease terms for the two
(2) cellular carriers and to execute any and all related necessary documents for said Leases.”
10.B.2
Packet Pg. 119
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on Tuesday,
November 20, 2018, in the Pittsylvania County General District Courtroom, Second Floor, Edwin
R. Shields Courthouse Addition, Chatham, Virginia 24531, to receive citizen input on a new
proposed lease of tower space to a cellular company on the County’s existing Kentuck radio tower
located at 100 Kentuck Elementary Circle, Ringgold, VA 24586. A complete text of the proposed
lease and related documents are available in the Pittsylvania County Administrator’s Office, 1
Center Street, Chatham, Virginia, 24531, Monday through Friday, 8:00 a.m. to 5:00 p.m., as well
as on the County’s website at www.pittsylvaniacountyva.gov.
10.B.2.a
Packet Pg. 120 Attachment: 11-20-2018 Public Hearing - Cell Tower (1405 : Public Hearing on Lease of Tower Space - Dan River Middle School Tower)
Page 1 of 11
LEASE AGREEMENT
THIS LEASE AGREEMENT (hereinafter referred to as this "Lease"), made as of the ______
day of July, 2014, between THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY,
VIRGINIA (hereinafter referred to as the "Lessor"), and ______________ (hereinafter referred to as
the "Lessee").
WHEREAS, Lessor is the lessee of certain real properties located in Pittsylvania County,
Virginia, known as the Dan River Middle School radio tower site, located at 325 Dodson Lane,
Ringgold, Virginia, consisting of 2.88 acres, and more particularly described on Exhibit "A,"
attached hereto and incorporated herein by reference (the "Property"); and
WHEREAS, Lessee desires to lease from Lessor certain space on Lessor's communications
towers (the "Towers") and ground space for the placement of equipment shelter(s) for the placement
and operation of Lessee's communications equipment more particularly described on Exhibit "B"
attached hereto and incorporated herein by reference (the "Facilities"); and
NOW, THEREFORE, for valuable consideration, the receipt, adequacy and sufficiency of
which is hereby acknowledged by the parties hereto, the parties hereby agree as follows:
1. Demise. Lessor hereby leases to Lessee and Lessee hereby leases from Lessor the
space on Lessor's Towers at the ___ foot level for the placement of Lessee's Facilities and ground
space for the placement of an equipment shelter (the "Leased Space"). The Leased Space, together
with easements for access and utilities, are more particularly described in Exhibit "C," attached hereto
and incorporated herein by reference.
2. Use. Lessee shall be permitted the non-exclusive right to install, maintain, and service
its Facilities on Lessor's Towers, which Facilities shall be utilized for the transmission and reception
of Emergency Response Equipment. These shall be the only permissible uses under this Lease.
3. Conditions Precedent to Commencement Date.
(a) Approvals. Lessee's ability to use the Leased Space is contingent upon its obtaining,
after the execution date of this Lease, all certificates, permits, licenses and other approvals that may
be required by any federal, state, or local authorities (the "Approvals"). Lessor shall cooperate with
Lessee in its effort to obtain such Approvals. In the event that Lessee notifies Lessor that (i) any
application for an Approval is rejected; (ii) an Approval is canceled, expires, lapses, or is otherwise
withdrawn or terminated for any reason whatsoever prior to installation of the Facilities by Lessee ;
or (iii) any radio frequency propagation tests are found to be unsatisfactory so that Lessee in its sole
discretion will be unable to use the Leased Space for its intended purposes, Lessee shall have the
right to terminate this Lease with no further obligation on the part of either party. Moreover, Lessee
shall also obtain a profession inner-modulation study on the Towers and a structural analysis of each
Tower site by a certified professional engineer (the “Studies”).
4. Term.
(a) Commencement Date. Provided Lessor has obtained evidence of the Approvals and
Studies described above, the Lease term shall begin on the date of execution of this Lease (the
"Commencement Date"), and shall continue until midnight on July 1, 2018 (the "Initial Term").
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Lessee shall have the option of extending this Lease for two (2) additional four (4) year terms (the
"Renewal Terms"). Such renewal options shall be exercisable by Lessee by notifying Lessor in
writing at the address shown below at least six (6) months prior to expiration of the then current term.
(b) Termination by Lessee. Notwithstanding anything to the contrary contained herein,
Lessee shall be entitled to terminate this Lease after the Commencement Date with written notice to
Lessor in the event:
(i) any Approval is canceled, expires, lapses, or is otherwise withdrawn or
terminated for any reason whatsoever; or
(ii) any notice by Lessor of relocation of Lessee's Facilities pursuant to Section 9 is
unacceptable to Lessee.
Any such termination by Lessee shall be effective thirty (30) days after receipt of written
notice by Lessor. Upon such termination, this Lease shall terminate and be of no further force and
effect, and except for any indemnity obligations and Lessee's obligations to remove the Facilities
from the Property, the parties hereto shall be released from all duties, obligations, liabilities, and
responsibilities under this Lease.
(c) Termination by Lessor. Lessor shall have the right to terminate this Lease upon ninety
(90) days’ prior written notice to Lessee. Upon such termination, subject to all terms contained
herein, Lessor and Lessee shall thereafter be released from all further liability under this Agreement.
5. Rent.
(a) Base Rent. For the Initial Term, Lessee shall annually pay as rent one-dollar ($1.00)
to Lessor, in advance, beginning on the Commencement Date, and on the first day of each year
thereafter. Rental payments shall be mailed to the Lessor at the address set forth herein, or to such
other person, firm or place as the Lessor may from time-to-time designate in writing. Lessor and
Lessee shall negotiate the base rent for all Renewal Terms upon said occurrence.
(b) Taxes. Lessee shall be responsible for the reporting and payment when due of any
and all applicable taxes, fees, or other costs, directly related to ownership or operation of the
Facilities. If applicable, Lessee shall additionally pay Lessor for any increase to Lessor's property
taxes assessed on the Property specifically as a result of the placement of Facilities.
6. Relocation of Facilities. Lessor reserves the right to change the location of Lessee's
Facilities upon thirty (30) days’ written notice to Lessee. Lessee shall relocate or remove the
Facilities, at Lessor's expense, within thirty (30) days’ of receipt of any such notice by Lessor.
7. Access; Ingress and Egress. Lessor hereby grants to Lessee an easement for the term
hereof for ingress, egress, and access to the Property adequate to service the Facilities. Lessee or
Lessee's qualified contractors or persons under Lessee's direct supervision shall have access to the
Towers and Lessee's equipment shelters upon twenty-four (24) hours’ notice to Lessor and the
availability, at Lessor's option, of Lessor's field personnel to provide an escort and/or supervision.
Lessee shall maintain all access codes to compounds and facilities as confidential.
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8. Utilities. Lessor hereby grants to Lessee an easement for the term hereof to
permanently place any utilities on or to bring utilities across the Property in order to service the
Facilities, subject to Lessor's prior written approval of the design and installation method and
procedures. Lessee shall pay the cost of all utility service necessary to install, maintain, and operate
the Facilities. Where practicable, a separate meter will be installed for Lessee's use. If no meter is
available, the parties shall prorate such charges based on approximate actual use within thirty (30)
days of receipt by Lessor of an invoice from an applicable utility company. Lessee shall obtain and
pay the cost of telephone connections. Installation of telephone service shall be in compliance with
the procedures for installation and maintenance of Facilities set forth below.
9. Lessee's Covenants. Lessee covenants that the Facilities, and all installation,
operation and maintenance associated therewith, will:
(a) In no way damage Lessor's Towers, Property, or any other structure or accessories
thereto, normal wear and tear excepted. If damage, other than normal wear and tear occurs, then
Lessee shall be liable for repair or reimbursement of repair for said damages;
(b) Not interfere with the operation of Lessor's equipment, authorized frequency
spectrum, signal strength or the equipment of other existing lessees ("Prior Lessee"), if any, on the
Towers. In the event there is interference, Lessor shall have a third party, chosen by Lessor in its sole
discretion, evaluate such interference problems. In the event such third party determines, in its sole
discretion, that Lessee's Facilities are interfering with the operation of Lessor's or a Prior Lessee's
equipment, Lessee shall immediately take all steps recommended by such third party necessary to
eliminate the interference including, if required, cutting off power to the objectionable Facilities. If
Lessee cannot immediately eliminate the interference, Lessee will remove the objectionable
Facilities;
(c) Not interfere with the maintenance of Lessor's Towers and the Towers lighting
systems;
(d) Keep the Facilities in a state of repair acceptable to Lessor;
(e) Identify the Facilities with metal tags fastened securely to its bracket on the
Towers and to each transmission line(s);
(f) Comply with all applicable rules and regulations of the Federal
Communications Commission ("FCC") and all federal, state, and local laws governing use of the
Property;
(g) Occur in compliance with all applicable laws and ordinances and promptly discharge
any lien for labor or material within fifteen (15) days of filing same;
(h) Upon expiration of this Lease, remove all Facilities from the Property and restore the
Leased Space to its original condition, normal wear and tear excepted. In the event Lessee has not
removed the Facilities at the time of expiration or termination of the Lease, Lessee shall pay rent at
the then existing monthly rate or on the existing monthly pro-rata basis if based upon a longer
payment term until such time as the removal of the Facilities are completed. In the event Lessee does
not remove its Facilities at the time of expiration or termination of this Lease, Lessor shall have the
right to remove and store the Facilities, at Lessee's sole expense, and Lessee shall reimburse Lessor
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for such expenses upon demand. If Lessor removes the Facilities, Lessor shall not be responsible for
any damage to the Facilities during the removal and storage thereof unless caused by the negligence
of Lessor.
10. Lessor's Covenants. Lessor covenants that during the term of this Lease it shall:
(a) Maintain the Towers and surrounding areas in a safe condition;
(b) Except as otherwise set forth in this Lease, take no action which would adversely
affect the Lessee's proposed use of the Leased Space;
(c) Upon Lessee's payment of rent and performance of its covenants, ensure Lessee's quiet
use and enjoyment of the Leased Space.
11. Compliance with Laws.
(a) Lessor acknowledges that it is aware of its obligations under Section 303 of the
Communications Act of 1934 (47 U.S.C. 303) to maintain the painting and illumination of the Towers
as prescribed by the FCC. Lessor further acknowledges that it is aware that it is subject to forfeitures
assessed by the FCC for violations of such rules and requirements. Lessor further acknowledges that
it, and not Lessee, shall be responsible for compliance with all Towers or building marking and
lighting requirements which may be required by the Federal Aviation Administration (“FAA") or the
FCC. To the extent allowed by Virginia law, Lessor shall indemnify and hold harmless Lessee from
any fines or other liabilities caused by Lessor's failure to comply with such requirements. Further,
should Lessee be cited by either the FCC or FAA because the Towers are not in compliance within
the time frame allowed by the citing agency, Lessee may terminate this Lease immediately upon
notice to the Lessor.
(b) Lessor is not aware of, and has not received notice of the disposal, release, or presence
of Hazardous Substances on the Property. "Hazardous Substances" means any hazardous material or
substance which is or becomes defined as a hazardous substance, pollutant, or contaminant subject
to reporting, investigation or remediation pursuant to any federal, state, or local law, regulation or
order; and any substance which is or becomes regulated by any federal, state, or local governmental
authority; and any oil, petroleum products and their by-products.
12. Assignment or Subletting: No Liens.
(a) Lessee shall not assign, convey, sublet, or transfer its interest in the Lease without
first obtaining Lessor's written approval, which approval shall not be unreasonably withheld.
(b) Lessee shall keep the Property, the Leased Premises and the Facilities free from any
liens arising from any work performed, materials furnished or obligations incurred by or at the request
of Lessee. All person either contracting with lessee or furnishing or rendering labor and materials to
Lessee shall be notified in writing by Lessee that they must look only to Lessee for payment for any
labor or materials. If any lien is filed against the Property, the Leased Premises or the Facilities as a
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result of the acts or omissions of Lessee, its employees, agents or contractors, Lessee shall discharge
it within twenty (20) days after Lessee learns that the lien has been filed.
13. Insurance: Risk of Loss.
(a) Insurance. Prior to installation of the Facilities and to having access to the Leased
Space and at all times during the term of this Lease, Lessee shall provide proof of insurance, as
outlined below, satisfactory to Lessor, and maintain the coverages specified below during the term
hereof and until all Facilities is removed from the Leased Space following termination hereof:
• Comprehensive General Liability Insurance in an
aggregate amount of $2,000,000.;
• Workers' Compensation coverage in the statutory
amount. Employers Liability Occupational Disease and
Bodily Injury, Combined Single Limit of $1 ,000,000;
• Automobile Liability for Owned and Non-Owned
Autos, Combined Single Limit of $1 ,000,000; and
• All Risk Insurance with Standard Extended
Coverage, Replacement Value, Without
Coinsurance factor for Full Replacement Value of
Lessee's Facilities and personal property located on
the Property.
(b) Additional Insured. Lessor shall be named as additional insured on the policy or
policies. Lessee may satisfy this requirement by obtaining appropriate endorsements to any master
or blanket policy of liability insurance Lessee may maintain. No policy may be cancelable or subject
to reduction of coverage except after thirty (30) days prior written notice to Lessor.
(c) Third Parties. Lessee shall require its contractors and subcontractors to carry workers'
compensation insurance and adequate liability insurance in conformity with the minimum
requirements listed above.
(d) Destruction; Force Majeure; Risk of Loss; Limitation of Liability. Notwithstanding
anything herein to the contrary, Lessee shall bear the risk of loss of or damage to the Facilities during
the term of this Agreement. Except for the gross negligence of Lessor, Lessor shall not be liable for
any damage to the Facilities. Notwithstanding anything herein to the contrary, Lessor shall not be
liable for any consequential or incidental damages incurred by Lessee due to any malfunction,
vandalism, acts of God (including, without limitation, lightning, wind, rain, hail, fire or storms) or
any other damage resulting from any reason. In the event the Towers or other portions of the Leased
Space are destroyed or so damaged as to be unusable, the Lessor or Lessee shall be entitled to elect
to cancel and terminate this Lease, or in the alternative may elect to restore the Leased Space, in
which case the Lessee shall remain bound hereby but shall be entitled to an abatement of rent during
the loss of use, if the Lessee has not elected to cancel this Lease. In no event shall the leasehold or
other interest created hereby be specifically enforceable and in no event shall Lessor be responsible
to any party for lost profits or market share.
14. Indemnification. Lessee does hereby agree to indemnify and save Lessor harmless
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from any and all claims, demands, or causes of action for property damage or personal injuries caused
by Lessee, Lessee's agents, employees, contractors and customers, arising out of Lessee's occupancy
of the Leased Space or the installation, maintenance, and operation of the Facilities.
15. Default. Each of the following shall be considered a default by the Lessee:
(a) The failure to pay any rent required hereunder within thirty (30) days after receipt of
Lessor's written notice of such failure;
(b) The failure to cure, within (30) days after receipt of Lessor's written notice thereof,
any breach of any other term hereof (except for promises relating to interference as set forth in Section
9(b) hereof);
(c) Abandonment of the Leased Space; or
(d) The failure of Lessee to eliminate interference problems as set forth in Section 9(b). .
Upon default of this Lease by Lessee, in addition to all other remedies provided at law or in
equity, Lessor may, at its option:
(i) elect to remove all of the Facilities, without notice and without being guilty or liable
in any manner for trespass, thereby terminating this Lease, and store the Facilities at Lessee's expense,
payable upon demand by Lessor.
(ii) elect to treat this Lease in full force and effect and shall be entitled to collect the rent
provided for hereunder.
16. Condemnation. If the whole of the Property or Leased Space which are subject of this
Lease or so much thereof as to interfere with the use thereof shall be taken or condemned by any
competent authority for any public or quasi-public use or purpose, this Lease shall terminate as of the
date when possession is taken. In such event, Lessor shall be under no liability to Lessee, and Lessee
shall be entitled to no part of any condemnation award except so much thereof as the condemning
authority expressly allocates to moving or relocation expenses incurred by Lessee. Lessor shall
provide Lessee with notice in writing of any actual or threatened condemnation proceedings promptly
after receiving notice thereof.
17. ARBITRATION. ANY DISPUTE AS TO THE INTERPRETATION OR
ENFORCEMENT OF THIS LEASE SHALL BE SUBJECT TO BINDING ARBITRATION
PURSUANT TO THE RULES AND REGULATIONS OF THE AMERICAN ARBITRATION
ASSOCIATION. EACH PARTY WAIVES ALL RIGHT TO TRIAL, AND JUDGMENT MAYBE
ENTERED UPON THE ARBITRATION AWARD UPON PETITION TO THE APPROPRIATE
COURT.
18. Mortgage by Lessor. This Lease is and shall be subject to a security interest or
mortgage which might now or hereafter constitute a lien upon the Property. This Lease is and shall
be subject and subordinate in all respects to any and all such mortgages on the Property and to all
renewals, modifications, consolidations, replacements and extensions thereof. In the event any
proceedings are brought for foreclosure or in the event of the exercise of the power of sale under any
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mortgage covering the Property, the Lessee shall attorney to the purchaser upon any such foreclosure
or sale and recognize such purchaser as the Lessor under this Lease; provided that so long as the
Lessee is not in default hereunder, this Lease shall remain in full force and effect.
19. Title to Equipment. Lessee shall retain title at all times to its Equipment or personal
property installed and operated by Lessee pursuant to this Lease.
20. Entirety. This writing constitutes the entire agreement between Lessor and Lessee
and any modification hereof must, in order to be effective, be in writing, signed by authorized
representatives of each party.
21. Waiver. Failure or delay on the part of either party to exercise any right, power,
privilege, or remedy hereunder shall not operate as a waiver thereof; nor, shall any single or partial
exercise of any right under this Lease preclude any other or further exercise thereof or the exercise
of any other right.
22. Binding Effect. This Lease shall extend to and bind the heirs, persons, representatives,
successors, assigns, or its successors in interest of the parties hereto.
23. Governing Law; Venue; Litigation Expenses. This Lease and performance
hereunder shall be governed, interpreted, construed and regulated by the laws of the
Commonwealth of Virginia. Venue shall be in the appropriate court in Pittsylvania County
Virginia, or the nearest appropriate Federal Court. In any litigation or arbitration resulting from
anything contained herein, each party shall by all of its own litigation expenses and fees.
24. Notice. All notice and payments due hereunder shall be deemed validly given if sent
by certified mail, return receipt requested, or with a nationally recognized courier who provides notice
of receipt, postage fully prepaid, addressed as follows, or to such other addresses as may be given
from either party in writing to the other:
Lessor: Pittsylvania County, Virginia
P.O. Box 426, 1 Center Street
Chatham, Virginia 24531
Attn: Richard N. Hicks
Phone (434) 432-1768
Email: Richard.Hicks@pittgov.org
Lessee: _______________________
_______________________
_______________________
_______________________
25. Headings. Section headings in this Lease are included for the convenience of
reference only and shall not constitute a part of this Lease for any other purpose.
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26. Rules of Interpretation. In the event that this Lease requires interpretation, such
interpretation shall not presume that the terms hereof shall be more strictly construed against one
party by reason of any rule of construction than a document is to be construed more strictly against
the party who prepared the same.
27. Brokerage. Each party warrants and represents to the other that it has not dealt with a
real estate agent or broker with respect to this Lease, and, to the extent allowed by Virginia law, shall
hold the other party harmless against all claims by any real estate agent or broker claiming a
commission hereunder on behalf of the indemnifying party.
28. Memorandum of Lease. At the request of Lessee, Lessor hereby agrees to execute a
Memorandum of Lease, in form satisfactory for recording, and such Memorandum of Lease may be
filed of record by the Lessee, at Lessee's sole cost, including taxes or assessments incurred in
connection therewith. The parties understand and agree that this Lease shall not be recorded of record.
29. Counterparts. This Lease may be executed in any number of counterparts, each of
which shall be an original, but all of which together shall constitute but one instrument.
30. Severability. If any provision of this Agreement is in conflict with any applicable
statute, rule of law, or regulation, then such provision shall be deemed to be null and void to the
extent that it may conflict therewith but without invalidating the remaining provisions hereof.
31. Authority. Each party hereby represents and warrants to the other that all necessary
corporate authorizations required for execution and performance of this Lease have been given and
that the undersigned officer is duly authorized to execute this Lease and bind the party for this it
signs.
IN WITNESS WHEREOF, the parties hereto have set their hands the day and year first
above written.
LESSOR:
THE BOARD OF SUPERVISORS OF PITTSYLVANIA
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COUNTY, VIRGINIA
By: ______________________________________
Name: Robert W. Warren
Title: Chairman
State of Virginia:
County of Pittsylvania to wit:
The foregoing instrument was acknowledged before me this ___ day of _____, 2014, by
_______________________________.
___________________________
Notary Public
My Commission Expires: ___________________
Approved as to Form:
_________________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
LESSEE:
By: _______________________
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Name: _____________________
Title: _____________________
State of Virginia
County/City of ____________, to wit:
The foregoing instrument was acknowledged before me this ___ day of _____, 2014, by
_______________________________.
___________________________
Notary Public
My Commission Expires: ___________________
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Exhibit “A”
Dan River Middle School Tower Site:
Lot, containing 2.88 acres, located at 325 Dodson Lane in Pittsylvania
County, Virginia, as shown on Plat of Survey entitled “Plat of Boundary
Survey for Pittsylvania County Board of Supervisors, Dan River
Magisterial District, Pittsylvania County, Virginia”, dated February 07,
2012, by William R. Powell, Land Surveyor, License Number 002910, of
Dewberry & Davis, Inc., said Plat of Survey being attached hereto and
made a part hereof, evidenced by documents recorded as Instrument
Number 02-2237, and contained in Map Book 43, page 311J.
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing: Procurement Policy Changes (Staff Contact: J. Vaden
Hunt, Esq.)
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: November 20, 2018 Item Number: 10.B.3
Attachment(s): 11-20-2018 Public Hearing Notice - Procurement Changes
Proposed Procurement Policy Changes
Reviewed By:
SUMMARY:
Attached please find potential revisions to Chapter 25, Procurement Policy, of the Pittsylvania
County Code, brought to the County’s attention recently by its Auditor. Said revisions, which
are legally required to be adopted, detail new standards for conducting procurement
transactions/contracts that are federally funded through direct federal aid, federal pass-through
aid, state categorical aid, and/or other grant sources.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board, following the holding of the legally required public
hearing, adopt the revisions to Chapter 25 (Procurement Policy) of the Pittsylvania County Code
as presented.
MOTION:
“I make a Motion to adopt the revisions to Chapter 25 (Procurement Policy) of the Pittsylvania
County Code as presented.”
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PUBLIC HEARING NOTICE
The Board of Supervisors of Pittsylvania County, Virginia, will hold a public hearing on Tuesday,
November 20, 2018, at 7:00 p.m., in the General District Courtroom of the Edwin R. Shields
Courtroom Addition in Chatham, Virginia, 24531, to receive citizen input on proposed
amendments to Pittsylvania County Code, Chapter 25, Procurement Policy, to mirror the Virginia
Public Procurement Act and to update the Federal Grant Awards’ Sections as required by Federal
Law and the County’s financial Auditor. A full text of the proposed PCC amendment is available
in the Office of the County Administrator, Captain Martin Building, 1 Center Street, Chatham,
Virginia, 24531, on Monday through Friday, from 8:00 a.m. to 5:00 p.m. and on the County’s
website www.pittsylvaniacountyva.gov.
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Approval of Federal Grant Administration Policy and Conflict of Interest
Policy (Staff Contact: J. Vaden Hunt, Esq.)
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: November 20, 2018 Item Number: 12.a
Attachment(s): Federal Grant Administration Policy.2018
Conflict of Interest Policy.2018
Reviewed By:
SUMMARY:
The County was recently notified by our auditors, Robinson, Famer, Cox and Associates, that the
Office of Management and Budget was now requiring implementation of statutory changes to the
County’s Procurement Policy covering micro-purchase limits and the Simplified Acquisition
Thresholds for Financial Assistance. A Public Hearing will be held at tonight’s Business
Meeting concerning the changes to the Procurement Policy. Additionally, the County is also
required to implement a Federal Awards Administration Policy along with a Conflict of Interest
Policy, since the County receives federal funding. Since these policies are not part of the County
Code, they do not require a Public Hearing.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends that the Board adopt the attached policies concerning the handling of
federal funds.
MOTION:
“I make a Motion to adopt the Federal Awards Administration Policy and the Conflict of Interest
Policy as required by the Office of Management and Budget.”
12.a
Packet Pg. 189
GRANT ADMINISTRATION
Pittsylvania County does not have a centralized grants department; therefore, it is the
responsibility of each department obtaining a grant to care for and be familiar with all grant
documents and requirements. If a grant is Federal, the department should immediately
notify the Finance Director for inclusion in the Pittsylvania County’s Single Audit. For the
purpose of this policy “Program Director” applies to the individual within a given
department who will be responsible for the grant.
1. Grant Development, Application, and Approval –
a. Legislative Approval – The point at which legislative approval is required is
determined by the requirements of the grant program. If the grant must be submitted
by “an individual authorized by the legislative body”, then Board approval is
required prior to submitting the application. If such legislative approval is not
specifically required by the written terms of the grant, then the department head
may, at his or her discretion, approve grant applications. In this case, a copy of the
application shall be sent to the County Administrator’s office. If an award is given,
a copy of the agreement shall also be furnished to the County Administrator’s
office. Electronic copies are preferable.
b. Matching Funds – Grants that require cash local matches must be coordinated
through the County Administrator’s office. At a minimum, funds must be identified
within the existing budget to provide the match, or a budget adjustment will be
required. Depending on the nature of the grant, there may also be some policy
implications that will bear discussion. (For example, will the grant establish a level
of service that cannot be sustained once the grant funds are depleted?)
c. Grant Budgets – Most grants require the submission of an expenditure budget. The
department head should review this portion of the grant request prior to submission.
The Finance Director will need to be contacted regarding personnel projections.
2. Grant Program Implementation –
a. Notification and Acceptance of an Award – Official notification of a grant award is
typically sent by a funding agency to the program director and/or other official
designated in the original grant proposal. However, the authorization to actually
spend grant funds is derived from the Board through the approval of a grant budget.
This is done with the adoption of the Government-wide operating budget, as the
grant budget is a component of such.
b. Establishment of Accounts – The department that obtained the grant will provide
the Finance office with information needed to establish revenue and expense
accounts for the project. Ordinarily, this information will include a copy of a
summary of the project and a copy of the full project budget.
Federal Awards Administration:
12.a.a
Packet Pg. 190 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
c. Purchasing Guidelines – All other Pittsylvania County purchasing and procurement
guidelines apply to the expenditure of grant funds. The use of grant funds does not
exempt any purchase from normal purchasing requirements. All typical paperwork,
staff approvals, and bidding requirements apply. When in doubt, the Program
Director should contact the County Administrator’s office for further assistance.
3. Financial and Budgetary Compliance –
a. Monitoring Grant Funds – Departments may use some internal mechanism (such as
a spreadsheet) to monitor grant revenues, expenditures and budgetary compliance,
however all such financial information will also be maintained in the Pittsylvania
County’s finance software at some level. The finance software is considered to be
Pittsylvania County’s “official” accounting system. Ultimately, the information in
this system is what will be audited and used to report to governing boards, not
information obtained from offline spreadsheets. Program Directors are strongly
encouraged to use inquiries and reports generated directly from the finance software
to aide in grant tracking. If any “off-system” accounting records are maintained, it
is the responsibility of the Program Director to ensure that the program’s internal
records agree to the Pittsylvania County’s accounting system.
b. Fiscal Years – Occasionally, the fiscal year for the granting agency will not coincide
with the Pittsylvania County’s fiscal year. This may require adjustments to the
internal budget accounts and interim financial reports as well as special handling
during fiscal year-end close. It is the responsibility of the department head to
oversee grant budgets within his/her department and to bring such discrepancies to
the attention of the Finance office at the time the grant accounts are established.
c. Grant Budgets – When the accounting structure for a grant is designed, it will
include the budget that was prepared when the grant application was submitted. The
terms of each specific grant will dictate whether any budget transfers between
budgeted line items will be permitted. In no case will the Program Director be
authorized to exceed the total budget authority provided by the grant.
If grant funds have not been totally expended by fiscal year-end, it is the
responsibility of the Program Director to notify the Finance Director that budget
funds need to be carried forward to the new fiscal year, and to confirm the amounts
of such carry-forwards. This can be done during the Pittsylvania County’s normal
annual budgeting process. Carry-forwards of grant funds will be subjected to
maximum allowable amounts/percentages based on the grant award agreement
and/or the Uniform Guidance compliance supplement.
d. Capital Assets – Pittsylvania County is responsible for maintaining an inventory of
assets purchased with grant monies. The Pittsylvania County is accountable for them
and must make them physically available for inspection during any audit. The
Finance Director must be notified immediately of any sale of these assets.
12.a.a
Packet Pg. 191 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Customarily, the proceeds of the sale can only be used on the grant program that
purchased them. In most cases, specific governing regulations can be found in the
original grant.
The individual department overseeing the grant will coordinate this requirement.
All transactions that involve the acquisition or disposal of grant funded fixed assets
must be immediately brought to the attention of the Finance Director.
4. Record Keeping –
a. Audit Workpapers – The Pittsylvania County’s external auditors audit all grants at
the end of each fiscal year. The department who obtained the grant will prepare the
required audit workpapers. These will then need to be sent to the Finance Director
within a reasonable time following year end.
b. Record Keeping Requirements – Grant record keeping requirements may vary
substantially from one granting agency to another. Consequently, a clear
understanding of these grant requirements at the beginning of the grant process is
vital. The Program Director in the Finance Department will maintain copies of all
grant draw requests, and approved grant agreements (including budgets). Records
shall be retained for a minimum of 5 years from the date on which the final
Financial Status Report is submitted, or as otherwise specified in the requirements
of the federal award, unless a written extension is provided by the awarding agency,
cognizant agency for audit or cognizant agency for indirect costs.
Uniform Guidance Compliance Supplement - General Information
Board Policies. The Board of Supervisors has adopted various financial policies
independent of those now required for federal awards under the Uniform Guidance. These
policies may be incorporated into this document by reference. All of the established board
policies also apply to federal grants where appropriate. These policies include:
• Pittsylvania County Procurement Policy
• Pittsylvania County Financial Management Policies
• Conflict of Interest Policy
12.a.a
Packet Pg. 192 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Uniform Guidance Compliance Supplement - Activities Allowed/Unallowed and
Allowable Costs/Cost Principles
The requirements for allowable costs/cost principles are contained in the Uniform
Guidance, program legislation, Federal awarding agency regulations, and the terms and
conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. All grant expenditures will be in compliance with the Uniform Guidance, State law,
Pittsylvania County policy, and the provisions of the grant award agreement will also be
considered in determining allowability. Grant funds will only be used for expenditures
that are considered reasonable and necessary for the administration of the program and
treatment will be consistent with the policies and procedures the Pittsylvania County
would apply to non-federally financed work.
2. Grant expenditures will be approved by the department head when the bill or invoice
is received. The terms and conditions of the Federal Award will be considered when
approving. The approval will be evidenced by the department head’s initials on the
original bill or invoice. Accounts payable disbursements will not be processed for
payment until necessary approval has been obtained.
3. Payroll costs will be documented in accordance with the Uniform Guidance.
Specifically, compensation for personal services will be handled as set out in
§200.430 and compensation for fringe benefits will follow §200.431 of the Uniform
Guidance.
4. An indirect cost rate will only be charged to the grant to the extent that it was
specifically approved through the grant budget/agreement.
Part 200 examines the allowability of 55 specific cost items (commonly referred to as
Selected Items of Cost) at 2 CFR 200.420-200.475. These cost items are listed in the chart
below along with the citation where it is discussed whether the item is allowable.
Pittsylvania County personnel responsible for spending federal grant funds and for
determining allowability must be familiar with the Part 200 selected items of cost section.
Pittsylvania County must follow these rules when charging these specific expenditures to a
federal grant. When applicable, staff must check costs against the selected items of cost
requirements to ensure the cost is allowable.
The selected item of cost addressed in Part 200 includes the following (in alphabetical
order):
Item of Cost Citation of Allowability Rule
Advertising and public relations costs 2 CFR § 200.421
Advisory councils 2 CFR § 200.422
Alcoholic beverages 2 CFR § 200.423
Alumni/ae activities 2 CFR § 200.424
Audit services 2 CFR § 200.425
Bad debts 2 CFR § 200.426
Bonding costs 2 CFR § 200.427
Collection of improper payments 2 CFR § 200.428
12.a.a
Packet Pg. 193 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Commencement and convocation costs 2 CFR § 200.429
Compensation – personal services 2 CFR § 200.430
Compensation – fringe benefits 2 CFR § 200.431
Conferences 2 CFR § 200.432
Contingency provisions 2 CFR § 200.433
Contributions and donations 2 CFR § 200.434
Defense and prosecution of criminal and
civil proceedings, claims, appeals and
patent infringements
2 CFR § 200.435
Depreciation 2 CFR § 200.436
Employee health and welfare costs 2 CFR § 200.437
Entertainment costs 2 CFR § 200.438
Equipment and other capital expenditures 2 CFR § 200.439
Exchange rates 2 CFR § 200.440
Fines, penalties, damages and other
settlements
2 CFR § 200.441
Fund raising and investment management
costs
2 CFR § 200.442
Gains and losses on disposition of
depreciable assets
2 CFR § 200.443
General costs of government 2 CFR § 200.444
Goods and services for personal use 2 CFR § 200.445
Idle facilities and idle capacity 2 CFR § 200.446
Insurance and indemnification 2 CFR § 200.447
Intellectual property 2 CFR § 200.448
Interest 2 CFR § 200.449
Lobbying 2 CFR § 200.450
Losses on other awards or contracts 2 CFR § 200.451
Maintenance and repair costs 2 CFR § 200.452
Materials and supplies costs, including
costs of computing devices
2 CFR § 200.453
Memberships, subscriptions, and
professional activity costs
2 CFR § 200.454
Organization costs 2 CFR § 200.455
Participant support costs 2 CFR § 200.456
Plant and security costs 2 CFR § 200.457
Pre-award costs 2 CFR § 200.458
Professional services costs 2 CFR § 200.459
Proposal costs 2 CFR § 200.460
Publication and printing costs 2 CFR § 200.461
Rearrangement and reconversion costs 2 CFR § 200.462
Recruiting costs 2 CFR § 200.463
Relocation costs of employees 2 CFR § 200.464
Rental costs of real property and
equipment
2 CFR § 200.465
Scholarships and student aid costs 2 CFR § 200.466
Selling and marketing costs 2 CFR § 200.467
Specialized service facilities 2 CFR § 200.468
Student activity costs 2 CFR § 200.469
12.a.a
Packet Pg. 194 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Taxes (including Value Added Tax) 2 CFR § 200.470
Termination costs 2 CFR § 200.471
Training and education costs 2 CFR § 200.472
Transportation costs 2 CFR § 200.473
Travel costs 2 CFR § 200.474
Trustees 2 CFR § 200.475
Uniform Guidance Compliance Supplement - Cash Management
Source of Governing Requirements – The requirements for cash management are contained
in the Uniform Guidance, program legislation, Federal awarding agency regulations, and
the terms and conditions or the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Most of the Pittsylvania County’s grants are awarded on a reimbursement basis. As such,
program costs will be expended and disbursed prior to requesting reimbursement from
the grantor agency. If Federal grant funds are received first, care will be taken in order
to minimize the time elapsing between receipt of Federal funds and disbursement to
contractors/employees/subrecipients according to §200.302 (6) of the Uniform
Guidance. Expenditures will be compared with budgeted amounts for each Federal
award.
2. Cash draws will be initiated by the Program Director who will determine the
appropriate draw amount. Documentation of how this amount was determined will be
retained. Payments and travel costs will be handled in a manner consistent with the
Pittsylvania County’s existing Accounts Payable policies and in accordance with
§200.305 (payments) and §200.474 (travel costs) of the Uniform Guidance.
3. The physical draw of cash will be processed in the Pittsylvania County’s finance
software, or through the means prescribed by the grant agreement for other awards.
4. Supporting documentation or a copy of the cash draw paperwork will be filed along
with the approved paperwork described above and retained for audit purposes.
Uniform Guidance Compliance Supplement - Eligibility
Source of Governing Requirements – The requirements for eligibility are contained in
program legislation, Federal awarding agency regulations, and the terms and conditions of
the award.
Additional Policies and Procedures. The following policies and procedures will also be
applied:
1. Federal grants will only benefit those individuals and/or groups of participants that are
deemed to be eligible.
2. Initial eligibility determinations will be made by the Program Director based on the
grant award/contract. Sufficient documentation to support these determinations will be
retained and made available to administration, auditors, and pass-through or grantor
agencies, upon request. It is the department’s responsibility to maintain complete,
accurate, and organized records to support eligibility determinations.
12.a.a
Packet Pg. 195 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Uniform Guidance Compliance Supplement - Equipment and Real Property
Management
Source of Governing Requirements – The requirements for equipment are contained in the
Uniform Guidance, program legislation, Federal awarding agency regulations, and the
terms and conditions of the award.
Additional Policies and Procedures. The following policies and procedures will also be
applied:
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. All equipment will be used in the program for which it was acquired or, when
appropriate, in other Federal programs.
2. When required, purchases of equipment will be pre-approved by the grantor or pass-
through agency. The Program Director will be responsible for ensuring that equipment
purchases have been previously approved, if required, and will retain evidence of this
approval.
3. Property/Equipment records will be maintained, a physical inventory shall be taken
every two years, and an appropriate system shall be used to safeguard assets.
4. When assets with a current per unit fair market value of $5,000 or more are no longer
needed for a Federal program, a request for written guidance shall be made from the
grantor agency as to what to do with the property/equipment prior to sale or relocation.
The Pittsylvania County shall abide with the requirements set out in §200.311 and
§200.313 of the Uniform Guidance in this regard. If a sale will take place, proper
procedures shall be used to provide for competition to the extent practical and result in
the highest possible return.
Uniform Guidance Compliance Supplement - Matching, Level of Effort and
Earmarking
Source of Governing Requirements – The requirements for matching are contained in the
Uniform Guidance, program legislation, Federal awarding agency regulations, and the
terms and conditions of the award. The requirements for level of effort and earmarking are
contained in program legislation, Federal awarding agency regulations, and the terms and
conditions of the award.
Pittsylvania County defines “matching”, “level of effort”, and “earmarking” consistent
with the definitions of the Uniform Guidance Compliance Supplement:
Matching or cost sharing includes requirements to provide contributions (usually non-
Federal) or a specified amount or percentage of match Federal awards. Matching may be
in the form of allowable costs incurred or in-kind contributions (including third-party in-
kind contributions).
12.a.a
Packet Pg. 196 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Level of effort includes requirements for (a) a specified level of service to be provided from
period to period, (b) a specified level of expenditures from non-Federal or Federal sources
for specified activities to be maintained from period to period, and (c) Federal funds to
supplement and not supplant non-Federal funding of services.
Earmarking includes requirements that specify the minimum and/or maximum amount of
percentage of the program’s funding that must/may be used for specified activities,
including funds provided to subrecipients. Earmarking may also be specified in relation to
the types of participants covered.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Compliance with matching, level of effort, and earmarking requirements will be the
responsibility of the Finance Director.
2. Adequate documentation will be maintained to support compliance with matching,
level of effort, and earmarking requirements. Such information will be made available
to administration, auditors, and pass-through or grantor agencies, as requested.
Uniform Guidance Compliance Supplement - Period of Performance
Source of Governing Requirements – The requirements for period of performance of
Federal funds are contained in the Uniform Guidance, program legislation, Federal
awarding agency regulations, and the terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Costs will be charged to an award only if the obligation was incurred during the funding
period (unless pre-approved by the Federal awarding agency or pass-through grantor
agency).
2. All obligations will be liquidated no later than 90 days after the end of the funding
period (or as specified by program legislation).
3. Compliance with period of performance requirements will initially be assigned to the
Program Director. All AP disbursements are subject to the review and approval of
accounts payable staff and the Board as part of the payment process.
12.a.a
Packet Pg. 197 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Uniform Guidance Compliance Supplement - Procurement, Suspension and
Debarment
Source of Governing Requirements – The requirements for procurement are contained in
the Uniform Guidance, program legislation, Federal awarding agency regulations, and the
terms and conditions of the award.
The requirements for suspension and debarment are contained in OMB guidance in 2 CFR
part 180, which implements Executive Orders 12549 and 12689, Debarment and
Suspension; Federal agency regulations in 2 CFR implementing the OMB guidance; the
Uniform Guidance; program legislation; Federal awarding agency regulations; and the
terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Purchasing and procurement related to Federal grants will be subject to the general
policies and procedures of Pittsylvania County, and to the provisions of the uniform
guidance as detailed below. (See Pittsylvania County procurement policy.)
2. Contract files will document the significant history of the procurement, including the
rationale for the method of procurement, selection of the contract type, contractor
selection or rejection, and the basis of contract price.
3. Procurement will provide for full and open competition.
4. No employee, officer, or agent may participate in the selection, award, or
administration of a contract supported by a Federal award if he or she has a real or
apparent conflict of interest. Such a conflict of interest would arise when the employee,
officer, or agent, any member of his or her immediate family, his or her partner, or an
organization which employs or is about to employ any of the parties indicated herein,
has a financial or other interest in or a tangible personal benefit from a firm considered
for a contract. The officers, employees, and agents can neither solicit nor accept
gratuities, favors, or anything of monetary value from contractors or parties to
subcontracts. If the financial interest is not substantial or the gift is an unsolicited item
of nominal value, no further action will be taken. However, disciplinary actions will
be applied for violations of such standards otherwise.
5. Pittsylvania County will avoid acquisition of unnecessary or duplicative items.
Consideration will be given to consolidating or breaking out procurements to obtain a
more economical purchase. Where appropriate, an analysis will be made of lease versus
purchase alternatives, and any other appropriate analysis to determine t he most
economical approach. Pittsylvania County will also analyze other means, as described
in §200.318 of the Uniform Guidance, in order to ensure appropriate and economic
acquisitions.
6. Pittsylvania County is prohibited from contracting with or making subawards under
covered transactions to parties that are suspended or debarred or whose principals are
suspended or debarred.
“Covered transactions” include those procurement contracts for goods and services
awarded under a nonprocurement transaction (i.e., grant or cooperative agreement) that
are expected to equal or exceed $20,000 or meet certain other specified criteria. All
nonprocurement transactions (i.e., subawards to subrecipients), irrespective of award
amount, are considered covered transactions.
12.a.a
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Federal Awards Administration (continued)
7. Pittsylvania County will include a suspension/debarment clause in all written contracts
in which the vendor/contractor will certify that it is not suspended or debarred. The
contract will also contain language requiring the vendor/contractor to notify the
Government immediately upon becoming suspended or debarred. This will serve as
adequate documentation as long as the contract remains in effect.
The Program Director or designee will be responsible for running a year-to-date
transaction report from the Pittsylvania County’s accounting system. Any vendor with
accumulated transactions equaling or exceeding $20,000 that is not subject to a written
contract including a suspension/debarment clause or for which a signed statement or
suspension or debarment is not on file will be subject to additional procedures. The
Program Director or designee will check the Excluded Parties List System (EPLS),
https://www.sam.gov/portal/public/SAM/ maintained by the General Services
Administration (GSA) for the vendor name. A potential match will be followed-up on
immediately. Each vendor searched on EPLS will be initialed on the vendor transaction
report and the report will be signed and dated on the first or last page. The vendor
transaction report will be retained as evidence of the control.
8. If a vendor is found to be suspended or debarred, the Pittsylvania County will
immediately cease to do business with this vendor.
9. Executed contracts and signed quarterly vendor transaction history reports will be
retained and filed by the Program Director.
10. When a request for purchase of equipment, supplies, or services for a federal program
has been submitted the procurement method to be used will be determined based on the
total cost of the purchase as further outlined below. This procedure outlines how the
cost thresholds for determining when the quote or formal bidding procedures that are
required by state law must be modified when making purchases for federally funded
purposes to which the Uniform Grant Guidance regulations apply.
A. Micro-purchases not requiring quotes or bidding (up to $10,000)
For purposes of this procedure, micro-purchase means a purchase of
equipment, supplies, or services for use in federally funded programs using
simplified acquisition procedures, the aggregate amount of which does not
exceed a base amount of $10,000. The micro-purchase dollar threshold is
adjusted periodically by the federal government, and the threshold most
recently published and published in the Federal Register shall apply if other
than $10,000.
The micro-purchase method is used in order to expedite the completion of its
lowest dollar small purchase transactions and minimize the associated
administrative burden and cost. Procurement by micro-purchase is the
acquisition of equipment, supplies or services, the aggregate dollar amount of
which does not exceed the micro-purchase threshold.
To the extent practicable, the Pittsylvania County distributes micro-purchases
equitably among qualified suppliers when the same or materially
interchangeable products are identified and such suppliers offer effectively
equivalent rates, prices and other terms.
12.a.a
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Federal Awards Administration (continued)
Micro-purchases may be awarded without soliciting competitive quotations if
the Pittsylvania County considers the price to be reasonable. Evidence will be
maintained of this reasonableness in the records of all micro-purchases.
Reasonable means that sound business practices were followed and the
purchase is comparable to market prices for the geographic area. Such
determinations of reasonableness may include comparison of the price to
previous purchases of the same item or comparison of the price of items
similar to the item being purchased.
Even if the cost of a purchase qualifies it as a micro-purchase, bidding or small
purchase procedures may be used optionally when those procedures may result
in cost savings.
B. Small Purchase Procedures (Between $10,000 and $250,000).
For purposes of this procedure, small purchase procedures are those
relatively simple and informal procurement methods for securing equipment,
services, or supplies that cost more than the amount qualifying as micro-
purchase and do not exceed $250,000. Small purchase procedures cannot be
used for purchases of equipment or supplies for construction, repair or
maintenance services costing between $50,000 and $250,000 because the
Pittsylvania County purchasing policy requires formal competitive bidding at
that level of cost.
If small purchase procedures are used, written or telephonic price or rate
quotations are obtained from at least three (3) qualified sources and records of
quotes are maintained.
C. Publicly Solicited Sealed Competitive Bids (Purchase between $50,000 and
$250,000)
For purchases of equipment or supplies, or of services for construction,
maintenance or repairs of facilities, sealed competitive bids are publicly
solicited and awarded to the lowest responsive and responsible bidder as
provided in the Pittsylvania County’s procurement policy.
D. Competitive Proposals (Purchase between $50,000 and $250,000)
For purchases of qualifications-based procurement of
architectural/engineering professional services whereby competitors’
qualifications are evaluated and the most qualified competitor is selected,
subject to negotiation of fair and reasonable compensation. If this method is
used, the following requirements apply:
1. Requests for proposals must be publicized and identify all
evaluation factors and their relative importance. Any response to
publicized requests for proposals must be considered to the
maximum extent practical;
2. Proposals must be solicited from an adequate number of qualified
sources; and
3. Contracts must be awarded to the responsible firm whose proposal
is most advantageous to the program, with price and other factors
considered.
12.a.a
Packet Pg. 200 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
E. Noncompetitive Proposals (Sole Source)
Procurement by noncompetitive proposals is procurement through solicitation
of a proposal from only one source and may be used only when one or more
of the following circumstances apply:
1. The item is available only from a single source; or
2. The public exigency or emergency for the requirement will not
permit a delay resulting from competitive solicitation; or
3. The Federal awarding agency or pass-through entity expressly
authorizes noncompetitive proposals in response to a written
request from the non-Federal entity; or
4. After solicitation of a number of sources, competition is
determined inadequate.
11. Pittsylvania County must use the micro-purchase and small purchase methods only for
procurements that meet the applicable criteria under 2 CFR sections 200.320(a) and
(b). Under the micro-purchase method, the aggregate dollar amount does not exceed
$10,000. Small purchase procedures must be used for purchases that exceed the micro-
purchase amount but do not exceed the simplified acquisition threshold of $250,000.
Micro-purchases may be awarded without soliciting competitive quotations if the
Pittsylvania County considers the price to be reasonable (2 CFR section 200.320(a)). If
small purchase procedures are used, price or rate quotations must be obtained from an
adequate number of qualified sources (2 CFR section 200.320(b)).
12.a.a
Packet Pg. 201 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Uniform Guidance Compliance Supplement - Program Income
Source of Governing Requirements – The requirements for program income are found in
the Uniform Guidance, program legislation, Federal awarding agency regulations, and the
terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Program income will include (but will not be limited to): income from fees for services
performed, the use or rental of real or personal property acquired with grant funds, the
sale of commodities or items fabricated under a grant agreement, and payments of
principal and interest on loans made with grant funds. It will not include interest on
grant funds, rebates, credits, discounts, refunds, etc., or interest earned on any of these
items unless otherwise provided in the Federal awarding agency regulations or terms
and conditions of the award. It will also not include proceeds from the sale of equipment
or real property.
2. Pittsylvania County will allow program income to be used in one of three methods:
a. Deducted from outlays
b. Added to the project budget
c. Used to meet matching requirements
Absent specific guidance in the Federal awarding agency regulations or the terms and
conditions of the award, program income shall be deducted from program outlays.
3. Program income, when applicable, will be accounted for as a revenue source in the
same program code as the Federal grant.
Uniform Guidance Compliance Supplement - Reporting
Source of Governing Requirements – Reporting requirements are contained in the
following documents:
Uniform Guidance, Performance reporting, 2 CFR section 215, Performance reporting, 2
CFR section 215.51, program legislation, ARRA (and the previously listed OMB
documents and future additional OMB guidance documents that may be issued), the
Transparency Act, implementing requirements in 2 CFR part 170 and the FAR, and
previously listed OMB guidance documents, Federal awarding agency regulations, and the
terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Reports will be submitted in the required frequency and within the required deadlines.
2. Reports will be completed using the standard forms (as applicable) and method of
delivery (i.e., e-mail, grantor website, postal service, etc.).
3. Regardless of the method of report delivery, a copy of the submitted report will be
retained along with any documentation necessary to support the data in the report. The
report will evidence the date of submission in order to document compliance with
timeliness requirements. This may be done either physically or electronically.
12.a.a
Packet Pg. 202 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
4. Financial reports will always be prepared based on the general ledger using the
required basis of accounting (i.e., cash or accrual). In cases where financial data is
tracked outside of the accounting system (such as in spreadsheets or paper ledgers),
this information will be reconciled to the general ledger prior to report submission.
5. Any report with financial-related data will either be prepared or reviewed by the
Program Director and will have the appropriate review based on specific grant
guidelines.
6. Preparation of reports will be the responsibility of Program Director and Department
responsible receiving grant funding. All reports (whether financial, performance, or
special) must be reviewed and approved (as applicable) prior to submission. This will
be evidenced by either physical signatures or electronic timestamps of approval.
7. Copies of submitted reports with preparer and reviewer signatures and data will be
filed with supporting documentation and any follow-up correspondence from the
grantor or pass-through agency. Copies of all such reports will be made available to
administration, auditors, and pass-through or grantor agencies, as requested.
Uniform Guidance Compliance Supplement – Subrecipient Monitoring
Source of Governing Requirements – The requirements for subrecipient monitoring are
contained in 31 USC 7502(f)(2)(B) (Single Audit Act Amendments of 1996 (Pub. L. No.
104-156)), Uniform Guidance, program legislation, 2 CFR parts 25 and 170, and 48 CFR
parts 4, 42, and 52 Federal awarding agency regulations, and the terms and conditions of
the award.
The Pittsylvania County will review and oversee subrecipient activity and obtain a copy of
their single audit. Additionally, Pittsylvania County will evaluate the subrecipient’s risk of
noncompliance with Federal statutes, regulations, and the terms and conditions of the
subaward for purposes of determining the appropriate monitoring procedures as required
by the Uniform Guidance Title 2 CFR 200.331. Other oversight processes and procedures
will be established on a case by case basis, dependent on grant requirements and the level
of activity of the subrecipient.
Uniform Guidance Compliance Supplement - Special Tests and Provisions
Source of Governing Requirements – The laws, regulations, and the provisions of contract
or grant agreements pertaining to the program.
Additional Policies and Procedures. The following policies and procedures will also be
applied:
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
The Program Director will be assigned the responsibility for identifying compliance
requirements for special tests and provisions, determining approved methods for
compliance, and retaining any necessary documentation.
12.a.a
Packet Pg. 203 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Federal Awards Administration (continued)
Uniform Guidance– Federal Program Travel Costs
Pittsylvania County shall reimburse administrative, professional, and support employees, and
officials, for travel costs incurred in the course of performing services related to official
business as a federal grant recipient.
For the purposes of this policy, travel costs shall mean the expenses for transportation,
lodging, subsistence, and related items incurred by employees who are in travel status on
official business as a federal grant recipient.
Employees shall comply with the applicable Pittsylvania County policies and administrative
regulations established for reimbursement of travel and other expenses.
The validity of payments for travel costs for all employees shall be determined by the Program
Director.
Travel costs shall be reimbursed on a mileage basis for travel using an employee’s personal
vehicle and on an actual cost basis for meals, lodging and other allowable expenses, consistent
with those normally allowed in like circumstances in the Pittsylvania County’s nonfederally
funded activities, and in accordance with the Pittsylvania County’s travel reimbursement
policies and administrative regulations.
Mileage reimbursements shall be at the rate approved by Administration for other Pittsylvania
County travel reimbursements. Actual costs for meals, lodging and other allowable expenses
shall be reimbursed only to the extent they are reasonable and do not exceed the per diem
limits established by the Board of Supervisors.
If travel reimbursement costs are charged directly to a federal award, documentation must be
maintained that justifies that (1) participation of the individual is necessary to the federal
award, and (2) the costs are reasonable and consistent with the Locality’s/Organization’s
established policy.
Policy effective date:
12.a.a
Packet Pg. 204 Attachment: Federal Grant Administration Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Conflict of Interest Policy
Conflicts of Interest
This policy shall affirm standards of conduct established to ensure that Board members and
employees avoid potential and actual conflicts of interest, as well as the perception of a
conflict of interest.
Confidential information shall mean information not obtainable from reviewing a public
document or from making inquiry to a publicly available source of information.
Conflict or Conflict of interest shall mean use by a Board member or employee of the
authority of his/her office or employment, or any confidential information received through
his/her holding public office or employment, for the private pecuniary benefit of him/herself,
a member of his/her immediate family or a business with which s/he or a member of his/her
immediate family is associated. The term does not include an action having a de minimis
economic impact, or which affects to the same degree a class consisting of the general public
or a subclass consisting of an industry, occupation or other group which includes the Board
member or employee, a member of his/her immediate family or a business with which s/he
or a member of his/her immediate family is associated.
Apparent Conflict of Interest shall mean a situation in which a reasonable person would
perceive that a decision-maker’s (Board member or employee) judgment is likely to be
compromised.
De minimis economic impact shall mean an economic consequence which has an
insignificant effect.
Financial interest shall mean any financial interest in a legal entity engaged in business for
profit which comprises more than five percent (5%) of the equity of the business or more than
five percent (5%) of the assets of the economic interest in indebtedness.
Honorarium shall mean payment made in recognition of published works, appearances,
speeches and presentations, and which is not intended as consideration for the value of such
services which are nonpublic occupational or professional in nature. The term does not
include tokens presented or provided which are of de minimis economic impact.
Immediate family shall mean a parent, parent-in-law, spouse, child, spouse of a child,
brother, brother-in-law, sister, sister-in-law, or the domestic partner of a parent, child, brother
or sister.
Business partner shall mean a person who, along with another person, plays a significant
role in owning, managing, or creating a company in which both individuals have a financial
interest in the company.
12.a.b
Packet Pg. 205 Attachment: Conflict of Interest Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Conflict of Interest Policy
Each employee and Board member shall be responsible to maintain standards of conduct that
avoid conflicts of interest. The Board prohibits members of the Board and employees from
engaging in conduct that constitutes a conflict of interest as outlined in this policy.
All Board members and employees shall be provided with a copy of this policy and
acknowledge in writing that they have been made aware of it. Additional training shall be
provided to designated individuals.
Disclosure of Financial Interests
No Board member shall be allowed to take the oath of office or enter or continue upon his/her
duties, nor shall s/he receive compensation from public funds, unless s/he has filed a
statement of financial interests as required by law.
Standards of Conduct (This section specifically addresses requirements of 2 CFR § 200.318)
Pittsylvania County maintains the following standards of conduct covering conflicts of
interest and governing the actions of its employees and Board members engaged in the
selection, award and administration of contracts.
No employee or Board member may participate in the selection, award or administration of
a contract supported by a federal award if s/he has a real or apparent conflict of interest as
defined above, as well as any other circumstance in which the employee, Board member, any
member of his/her immediate family, his/her business partner, or an organization which
employs or is about to employ any of them, has a financial or other interest in or a tangible
personal benefit from a firm considered for a contract.
Pittsylvania County shall not enter into any contract with a Board member or employee, or
his/her spouse or child, or any business in which the person or his/her spouse or child is
associated valued at $500 or more, nor in which the person or spouse or child or business
with which associated is a subcontractor unless the Board has determined it is in the best
interests of the Pittsylvania County to do so, and the contract has been awarded through an
open and public process, including prior public notice and subsequent public disclosure of all
proposals considered and contracts awarded. In such a case, the Board member or employee
shall not have any supervisory or overall responsibility for the implementation or
administration of the contract.
When advertised formal bidding is not required or used, an open and public process shall
include at a minimum:
1. Public notice of the intent to contract for goods or services;
2. A reasonable amount of time for potential contractors to consider whether to offer
quotes; and
3. Post-award public disclosure of who made bids or quotes and who was chosen.
12.a.b
Packet Pg. 206 Attachment: Conflict of Interest Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Conflict of Interest Policy
Any Board member or employee who in the discharge of his/her official duties would be
required to vote on a matter that would result in a conflict of interest shall abstain from voting
and, prior to the vote being taken, publicly announce and disclose the nature of his/her interest
as a public record.
No public official or public employee shall accept an honorarium.
Board members and employees may neither solicit nor accept gratuities, favors or anything
of monetary value from contractors or parties to subcontracts, unless the gift is an unsolicited
item of nominal value. Gifts of a nominal value may be accepted in accordance with Board
policy.
Improper Influence
No person shall offer or give to a Board member, employee or nominee or candidate for the
Board, or a member of his/her immediate family or a business with which s/he is associated,
anything of monetary value, including a gift, loan, political contribution, reward or promise
of future employment based on the offeror's or donor's understanding that the vote, official
action or judgment of the Board member, employee or nominee or candidate for the Board
would be influenced thereby.
No Board member, employee or nominee or candidate for the Board shall solicit or accept
anything of monetary value, including a gift, loan, political contribution, reward or promise
of future employment, based on any understanding of that Board member, employee or
nominee or candidate that the vote, official action or judgment of the Board member,
employee or nominee or candidate for the Board would be influenced thereby.
Organizational Conflicts (This section specifically addresses requirements of 2 CFR
§200.318)
Organizational conflicts of interest may exist when due to the Pittsylvania County’s
relationship with a subsidiary, affiliated or parent organization that is a candidate for award
of a contract in connection with federally funded activities, Pittsylvania County may be
unable or appear to be unable to be impartial in conducting a procurement action involving a
related organization.
In the event of a potential organizational conflict, the potential conflict shall be reviewed by
the County Administrator or designee to determine whether it is likely that Pittsylvania
County would be unable or appear to be unable to be impartial in making the award. If such
likelihood exists, this shall not disqualify the related organization; however, the following
measures shall be applied:
1. The organizational relationship shall be disclosed as part of any notices
to potential contractors;
2. Any Pittsylvania County employees or officials directly involved in the
activities of the related organization are excluded from the selection and
award process;
3. A competitive bid, quote or other basis of valuation is considered; and
4. The Board has determined that contracting with the related organization
is in the best interests of the program involved.
12.a.b
Packet Pg. 207 Attachment: Conflict of Interest Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Conflict of Interest Policy
Reporting
Any perceived conflict of interest that is detected or suspected by any employee or third party
shall be reported to the County Administrator. If the County Administrator/Finance
Director/Superintendent is the subject of the perceived conflict of interest, the employee or
third party shall report the incident to the Board Chairperson.
Any perceived conflict of interest of a Board member that is detected or suspected by any
employee or third party shall be reported to the Board Chairperson. If the Board Chairperson
is the subject of the perceived conflict of interest, the employee or third party shall report the
incident to the County Administrator, who shall report the incident to the solicitor.
No reprisals or retaliation shall occur as a result of good faith reports of conflicts of interest.
Investigation
Investigations based on reports of perceived violations of this policy shall comply with state
and federal laws and regulations. No person sharing in the potential conflict of interest being
investigated shall be involved in conducting the investigation or reviewing its results.
In the event an investigation determines that a violation of this policy has occurred, the
violation shall be reported to the federal awarding agency in accordance with that agency’s
policies.
Disciplinary Actions
If an investigation results in a finding that the complaint is factual and constitutes a violation
of this policy, Pittsylvania County shall take prompt, corrective action to ensure that such
conduct ceases and will not recur. Pittsylvania County staff shall document the corrective
action taken and, when not prohibited by law, inform the complainant.
Violations of this policy may result in disciplinary action up to and including discharge, fines
and possible imprisonment. Disciplinary actions shall be consistent with Board policies,
procedures, applicable collective bargaining agreements and state and federal laws.
Policy effective date:
12.a.b
Packet Pg. 208 Attachment: Conflict of Interest Policy.2018 (1388 : Approval of Federal Grant Administration Policy and Conflict of Interest Policy)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appropriation of the Tobacco Grant - SVMP Feasibility Study (Staff
Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: November 20, 2018 Item Number: 12.b
Attachment(s):
Reviewed By:
SUMMARY:
The County recently received a Grant in the amount of $140,000 from the Tobacco Commission
for the Southern Virginia Multimodal Park (“SVMP”) Feasibility Study (the “Study”). The
County has received these funds and the Study has already been completed by Dewberry.
Additional costs have been incurred over the original allotted amount. The Tobacco
Commission will be reviewing these costs and may be sending the County an Invoice for the
difference that is owed. To date, the County has only paid Dewberry the original agreed upon
amount.
FINANCIAL IMPACT AND FUNDING SOURCE:
This Grant does not require a local match, but must be appropriated in order to cover the costs
incurred by Dewberry for the Study.
RECOMMENDATION:
County Staff recommends that the Tobacco Grant funds received by the County ($140,000) for
the SVMP Study be appropriated to the County’s Industrial Development Fund.
MOTION:
“I make a Motion authorizing the appropriation of $140,000 for the SVMP Study and authorize
the Finance Director to increase this appropriation to cover any additional costs approved and
paid for by the Tobacco Commission.”
12.b
Packet Pg. 209
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Danville Regional Foundation Grant Appropriation; Sheriff's Salary Study
and Library Study (Staff Contact: Gregory L. Sides)
Staff Contact(s): Gregory L. Sides
Agenda Date: November 20, 2018 Item Number: 12.c
Attachment(s): Danville Regional Foundation Letter of Agreement
Library Feasibility Study
Reviewed By:
SUMMARY:
The County Sheriff’s Office and the County Library have both received Grant funding from the
Danville Regional Foundation (“DRF”). The Sheriff received notification that DRF has granted
a total of $6,000 to offset the cost of a Classification and Compensation Study. The Library has
also received notification that DRF has granted a total of $15,425 to offset the cost of conducting
a Feasibility Study for future library expansion.
FINANCIAL IMPACT AND FUNDING SOURCE:
There is a fifty percent (50%) local match for both of these Grants. The estimated Sheriff’s
Classification and Compensation Study is $12,000. The estimated cost of the Library Feasibility
Study is $30,850. The local match for both of these Grants will come from local funds
remaining in the Grants Fund from completed Grant Projects.
RECOMMENDATION:
County Staff recommends the Board accept the DRF Grants in the amount of $6,000 for the
Sheriff and $15,425 for the Library, and appropriate these amounts along with the remaining
$6,000 of local funds for the Sheriff and $15,425 of local funds for the Library from funds
already existing in the Grants Fund from completed Grant Projects.
MOTION:
“I make a Motion to accept the DRF Grants in the amount of $6,000 for the Sheriff and $15,425
for the Library, and appropriate this amount, along with the remaining $21,425 from local funds
already existing in the Grants Fund from completed Grant Projects.”
12.c
Packet Pg. 210
12.c.a
Packet Pg. 211 Attachment: Danville Regional Foundation Letter of Agreement (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study
12.c.a
Packet Pg. 212 Attachment: Danville Regional Foundation Letter of Agreement (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study
12.c.a
Packet Pg. 213 Attachment: Danville Regional Foundation Letter of Agreement (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study
12.c.a
Packet Pg. 214 Attachment: Danville Regional Foundation Letter of Agreement (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study
12.c.a
Packet Pg. 215 Attachment: Danville Regional Foundation Letter of Agreement (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study
12.c.a
Packet Pg. 216 Attachment: Danville Regional Foundation Letter of Agreement (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study
12.c.a
Packet Pg. 217 Attachment: Danville Regional Foundation Letter of Agreement (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study
12.c.b
Packet Pg. 218 Attachment: Library Feasibility Study (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study and Library Study)
12.c.b
Packet Pg. 219 Attachment: Library Feasibility Study (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study and Library Study)
12.c.b
Packet Pg. 220 Attachment: Library Feasibility Study (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study and Library Study)
12.c.b
Packet Pg. 221 Attachment: Library Feasibility Study (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study and Library Study)
12.c.b
Packet Pg. 222 Attachment: Library Feasibility Study (1370 : Danville Regional Foundation Grant Appropriation-Sheriff Salary Study and Library Study)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Health Department Carryover (Staff Contact: David M. Smitherman)
Staff Contact(s): David M. Smitherman
Agenda Date: November 20, 2018 Item Number: 12.d
Attachment(s): Health Department
Reviewed By:
SUMMARY:
Attached is a letter from the Pittsylvania County Health Department requesting permission to
retain local monies remaining at June 30, 2018. The amount requested of $61,827.27 would be
used to assist the Health Department in providing services for the local population as well as to
provide influenza and Zoster (shingles) vaccines for minimal cost or free in specific situations.
FINANCIAL IMPACT AND FUNDING SOURCE:
These funds were expended out of the County’s FY 18 Budget, so no additional funds are
required for this request. The Health Department is seeking permission to not return these funds
to the County coffers, but to retain them to be used in FY 19 as outlined in their letter of request.
RECOMMENDATION:
The County Administrator recommends that the Board deny the Health Department’s request to
retain FY 18 funds in the amount of $61,827.27 for FY 19 usage.
MOTION:
“I make a Motion to deny the Health Department’s request to retain FY 18 funds in the amount
of $61,827.27 for FY 19 usage.”
12.d
Packet Pg. 223
12.d.a
Packet Pg. 224 Attachment: Health Department (1389 : Health Department Carryover)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: New Open Space Land Use Agreement for 2019 (Staff Contact: J. Vaden
Hunt, Esq.)
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: November 20, 2018 Item Number: 12.e
Attachment(s): New Open Space Land Use Agreement for 2019 - Jimmy and Amie
Blanks
Reviewed By:
SUMMARY:
Attached is a request for a new Open Space Agreement for 2019 for Jimmy and Amie Blanks for
parcel 3504-85-3596, 36.30 acres of the 121.00 acres now enrolled with the Environmental
Quality Incentives Program, administered by the USDA’s Natural Resources Conservation
Service.
FINANCIAL IMPACT AND FUNDING SOURCE:
If the Agreement is granted, as confirmed by the Honorable Shirley Hammock, the County’s
Commissioner of the Revenue, the current deferment is $1,155.68, and the new open space
deferment will be $998.20. This is a net gain for the County in the amount of $157.48 annually.
RECOMMENDATION:
County Staff recommends the Board approve the Open Space Agreement for 2019 for Jimmy
and Amie Blanks, and authorize the County Administrator to sign any necessary related
documentation.
MOTION:
“I make a Motion to approve the Open Space Agreement for 2019 for Jimmy and Amie Blanks,
and authorize the County Administrator to sign any necessary related documentation.”
12.e
Packet Pg. 225
12.e.a
Packet Pg. 226 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
12.e.a
Packet Pg. 227 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
12.e.a
Packet Pg. 228 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
12.e.a
Packet Pg. 229 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
12.e.a
Packet Pg. 230 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
12.e.a
Packet Pg. 231 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
12.e.a
Packet Pg. 232 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
12.e.a
Packet Pg. 233 Attachment: New Open Space Land Use Agreement for 2019 - Jimmy and Amie Blanks (1373 : New Open Space Land Use Agreement for 2019)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Meals Tax Refund Request for Mountain Food Services, LLC (Staff
Contact: J. Vaden Hunt, Esq.)
Staff Contact(s): J.Vaden Hunt, Esq.
Agenda Date: November 20, 2018 Item Number: 12.f
Attachment(s): Meals Tax Refund Request for Mountain Food Services LLC
Reviewed By:
SUMMARY:
For several years, Mountain Food Services, LLC, over reported their gross receipt amounts and
paid meals tax on these amounts. They have provided the County’s Commissioner of the
Revenue with corrected figures for all years in question. Pursuant to Pittsylvania County Code §
6-6.2, Refund of Local Taxes Assessed and Paid in Error, Mountain Food Services, LLC, is due
and owing a meals tax overpayment refund.
FINANCIAL IMPACT AND FUNDING SOURCE:
The Honorable Vincent Shorter determined that Mountain Food Services, LLC, did not qualify
for interest payment on their refund, so the total meals tax overpayment refund amount would be
$30,922.34.
RECOMMENDATION:
Following consultation with both the County’s Commissioner of Revenue and Treasurer, County
Staff recommends the Board to approve the refund of $30,922.34 to Mountain Food Services,
LLC, due to meals tax overpayment, and authorize the County Administrator to sign any and all
related necessary documentation.
MOTION:
“I make a Motion to approve the refund of $30,922.34 to Mountain Food Services, LLC, due to
meals tax overpayment, and authorize the County Administrator to sign any and all related
necessary documentation.”
12.f
Packet Pg. 234
12.f.a
Packet Pg. 235 Attachment: Meals Tax Refund Request for Mountain Food Services LLC (1374 : Meals Tax Refund Request for Mountain Food Services LLC)
12.f.a
Packet Pg. 236 Attachment: Meals Tax Refund Request for Mountain Food Services LLC (1374 : Meals Tax Refund Request for Mountain Food Services LLC)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Award of Pay and Classification Study for Sheriff's Department (Staff
Contact: Holly E. Stanfield)
Staff Contact(s): Holly E. Stanfield
Agenda Date: November 20, 2018 Item Number: 12.g
Attachment(s):
Reviewed By:
SUMMARY:
At the Board’s July 25, 2018 Personnel Committee Meeting, there was discussion to address
salary compression issues within the County Sheriff’s Department. The County received a quote
from Springsted, Inc., in the amount of $12,000. Springsted completed the County’s previous
Salary Study in 2017. The Personnel Committee requested County Staff to check locally for
Grants to cover the cost of this Study. The Sheriff was able to find Grant money in the amount
of $6,000 from the Danville Regional Foundation. Appropriation and acceptance of said money
is on the Board’s November Business Meeting.
FINANCIAL IMPACT AND FUNDING SOURCE:
The total cost of the Sheriff’s Classification and Compensation Study is $12,000. Sheriff Taylor
has secured a local Grant that will cover fifty percent (50%) of the total cost. The remaining cost
for the Study will come from local funds remaining in the Grants Fund from completed Grant
Projects. If there are additional costs in excess of $12,000, they will be paid from the Sheriff’s
Budget.
RECOMMENDATION:
County Staff recommends the Board award the Classification and Compensation S tudy to
Springsted, Inc., and allow the current contract to be amended to include the Sheriff’s
Department, with the understanding that the Sheriff’s Department actively participate in
discussions concerning adopting the County’s Personnel Plan upon completion and
implementation of said Study.
MOTION:
“I make a Motion to award the Classification and Compensation Study to Springsted Inc., and
allow the current contract to be amended to include the Sheriff Department’s Classification and
Compensation Study.”
12.g
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appointment: Pittsylvania County Service Authority; Coy Harville
(Contact: Supervisor Scearce)
Staff Contact(s): Supervisor Scearce
Agenda Date: November 20, 2018 Item Number: 13.a
Attachment(s):
Reviewed By:
SUMMARY:
Coy Harville currently serves on the Pittsylvania County Service Authority (“PCSA”). Mr.
Harville’s term will expire on December 31, 2018. He is eligible for another four (4)-year term,
which will begin on January 1, 2019.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
Westover District Supervisor Scearce recommends the reappointment of Mr, Harville to the
PCSA for a four (4)-year term starting on January 1, 2019.
MOTION:
“I make a Motion to reappoint Mr. Harville to the PCSA for a four (4)-year term starting on
January 1, 2019.”
13.a
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appointment: Pittsylvania Soil and Water Conservation District Board of
Directors; Tom Keatts (Staff Contact: Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: November 20, 2018 Item Number: 13.b
Attachment(s):
Reviewed By:
SUMMARY:
Tom Keatts currently serves on the Pittsylvania Soil and Water Conservation District Board of
Directors and his term is set to expire on December 31, 2018. Mr. Keatts is eligible for another
four (4)-year term beginning on January 1, 2019.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the reappointment of Mr. Keatts to the Pittsylvania Soil and Water
Conservation District Board of Directors for a four (4)-year term beginning on January 1, 2019.
MOTION:
“I make a Motion to reappoint Mr. Keatts to the Pittsylvania Soil and Water Conservation
District Board of Directors for a four (4)-year term beginning on January 1, 2019.
13.b
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Appointment: Ratification of TLAC's Election of its Leesville Lake
Associate Representative; Dave Rives (Staff Contact: Kaylyn M.
McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: November 20, 2018 Item Number: 13.c
Attachment(s): 10-13-18 TLAC Minutes
Reviewed By:
SUMMARY:
Tri-County Lake Administrative Commission’s (“TLAC”) appointments are for a one (1)-year
term, beginning January 1, 2019. TLAC recently elected Dave Rives its new president for the
2019 year. Attached is a copy of Meeting Minutes showing where Mr. Rives was voted by
TLAC members to represent it on the Leesville Lake Association.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board ratify TLAC’s appointment of Mr. Rives to serve as its
Leesville Lake Association Representative for a one (1)-year term beginning on January 1, 2018.
MOTION:
“I make a Motion to ratifying TLAC’s appointment of Mr. Rivers as its Leesville Lake
Association Representative for a one (1)-year term beginning on January 1, 2018.”
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Minutes of General Members Meeting,
Leesville Lake Association, October 13, 2018, Altavista Train Station
Call to order: 10:06 a.m. by President, Dave Rives
Present: Richard Beaton, J. W. Burton, Phyllis, Garlick, Tracy Pauley, Dave Rives, Jim Weiss, and Chip Zimmerman
Absent: Tony Capuco, Gerry Caprario, Mary Loiselle, Frank Podrebarac, Dannie Smith
Members Present: 10 members were present.
Quorum: Yes
Agenda: D. Rives asked for a motion to approve the agenda as written for the October 13, 2018 General Members
meeting.
Motion: T. Pauley made a motion to approve the agenda. Jim Weiss seconded. All approved.
Introductions: Dave Rives introduced himself as the newly elected President of the Leesville Lake Association. All Board
members gave a brief intro and all members introduced themselves.
Treasurer’s Report: M. Loiselle emailed the Treasurer reports to the Board Members. In her absence, D. Rives reported
that 213 out of 317 members have paid their dues. Dave asked for a motion to approve the Treasurer’s reports as
submitted.
Motion: T. Pauley made the motion to approve the Treasurer’s Report as submitted. Anne Waterman seconded. All
approved.
Key Committee Reports:
Safety: In Gerry Caprario’s absence, D. Rives informed the members that the Association purchased a pontoon to be
used for Association purposes. Gerry has conducted 11 vessels safety checks and reported that all vessels passed. Gerry
asked that members contact him to schedule a vessel safety check. Gerry volunteered to take over the replacement of a
“NO WAKE” buoy at Old Woman’s Creek after being contacted by the DGIF. The Association now is responsible for that
buoy. Gerry has also scheduled the Boater Safety Classes for 2019. They are being held the third Saturday in the
months of March, April, and May.
Navigational Aids: In Joe Humphrey’s absence, Tracy Pauley reported that the hazard markers have been approved by
TLAC. Three (3) trial buoys will be installed on the Pittsylvania County side with 7 more to be installed once we see
which style buoy works best for Leesville Lake. The Navigation Committee will now contact a manufacturer to construct
the buoys.
Water Quality: In Tony Capuco’s absence, Dave Waterman presented a report submitted by Tony. A summary of his
report is attached to the minutes.
Debris: Jim Weiss reported per a written report, that since the Debris Committee has been formed, there has been a
great increase in AEP”s involvement and recognition of the debris on Leesville Lake. He stated that the contractor hired
by AEP is not staying on the lake full time due to the debris from the storms and others for whom they have contracts.
The Debris Committee is working on trying to get debris caught at the Pigg River. Members of the committee have been
going out with the barge for inspections and reporting back to the committee. AEP is to supply the committee with a
schedule of when the barge is out, where it is scheduled to go, where they go, and what they pick-up. Some of these
requests have not been reported. AEP is aware and is working on supplying the committee with the appropriate
information. Jim asks that the members keep the pressure on AEP to do more by continuing to send in their debris
reports. The reports need to be reasonable, timely, and complete. Also, please remember to give credit to the crew for
their work. For the record, there were many questions and comments for the members concerning debris. A summary
of his report is attached to the minutes.
13.c.a
Packet Pg. 241 Attachment: 10-13-18 TLAC Minutes (1376 : Appointment: Tri-County Lake Administrative Commission ("TLAC"); Dave Rives)
TLAC Update: Tracy Pauley, TLAC representative for the Leesville Lake Association reported that the debris complaints
went from 110 complaints all of last year to 185 complaints since January 2018. He stated that AEP is reporting that they
have removed 1600 tons of debris this year. That does not include what we collected on Beautification Day.
Business: TLAC Representative for 2019
Tracy Pauley explained to the members that the bylaws state the TLAC representative can be an association member.
He asked if there were any nominations from the floor. There were no nominations from the floor.
Motion: Tracy Pauley nominated Dave Rives as the Leesville Lake Representative to TLAC for the 2019 term. Jim
Weiss seconded. Dave Rives accepted the position. All approved. Motion carried.
Q & A and Membership Appeal:
Dave stated that there is a real need for a Membership Chair and asked the members to please consider volunteering for
the position and for volunteers for any of the other committees.
Comments:
J. W. Burton, referring to the communication and AEP involvement, stated that he has never seen better results since
being on the lake than in the last two years.
Tracy stated that he had a sign-up sheet for members who would like to volunteer for any committees.
Member Meeting Adjourn:
Motion: J. W. Burton made a motion to adjourn the member meeting. Richard Beaton seconded. All approved.
13.c.a
Packet Pg. 242 Attachment: 10-13-18 TLAC Minutes (1376 : Appointment: Tri-County Lake Administrative Commission ("TLAC"); Dave Rives)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appointment: Library Study Advisory Committee (Staff Contact: Lisa
W. Tuite)
Staff Contact(s): Lisa W. Tuite
Agenda Date: November 20, 2018 Item Number: 13.d
Attachment(s):
Reviewed By:
SUMMARY:
At the August Business Meeting, the Board approved a Resolution calling for a Feasibility Study
of library’s potential expansion plan and the appointment of a Library Advisory Committee to
assist in the said Study.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board appoint the following individuals to the Library Advisory
Committee:
• Lisa Tuite, Director of the Pittsylvania County Public Library, Core Team Member
• Alice Shelton, President of the Library Board, Core Team Member
• Teresa Petty, Pittsylvania County Schools, Core Team Member
• Jessie Barksdale, citizen, Core Team Member, Banister District
• Shannon S. Stoler, citizen, Core Team Member, Dan River District
• Martha Walker, citizen, Core Team Member, Dan River District
• Angela Wells, Smart Beginnings, Core Team Member
• Janie Davis, Citizen, Mt. Airy, Banister District
• Phyllis Roach, Library Board member, Literacy Program Director, Staunton River
District
• Katherlene Carter, Citizen, Banister District
MOTION:
“I make a Motion to appoint the above-individuals to the Library Advisory Committee as
presented.”
13.d
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
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: David M.
Smitherman)
Staff Contact(s): David M. Smitherman
Agenda Date: November 20, 2018 Item Number: 17.a
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator
Purpose: Discussion of a Potential New Employment
Agreement
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Closed Session Certification
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: November 20, 2018 Item Number: 18.a
Attachment(s):
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors
on November 20, 2018, the Board hereby certifies by a recorded vote that to the best of each
Board Member’s knowledge only public business matters lawfully exempted from the Open
Meeting requirements of the Virginia Freedom of Information Act (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 Code,
he shall so state prior to the vote indicating the substance of the departure. The Statement shall
be recorded in the Minutes of the Board.
Vote
Tim R. Barber Yes/No
Elton W. Blackstock Yes/No
Joe B. Davis Yes/No
Ben L. Farmer Yes/No
Charles H. Miller, Jr. Yes/No
Ronald S. Scearce Yes/No
Robert W. “Bob” Warren Yes/No
18.a
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