03-17-2020 Work Session Packet
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, March 17, 2020 – 4:30 PM
Main Conference Room
County Administration Building, 1 Center Street
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (4:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings are now being
recorded and can be viewed on the same YouTube location as the Board of Supervisor’s
Business Meetings. Please remember that the Board’s Work Session is designed for
internal Board and County Staff communication, discussion, and work. It is not a
question and answer session with the audience. Accordingly, during the Work Session,
no questions or comments from the audience will be entertained. Respectfully, any
outbursts or disorderly conduct from the audience will not be tolerated and may result in
the offending person’s removal from the Work Session. As a reminder, all County
citizens, and other appropriate parties as designated by the Board’s Bylaws, are permitted
to make comments under the Hearing of the Citizens’ Section of tonight’s Business
Meeting.
5. PRESENTATIONS
a. SCS Broadband Update (Contact: Clay Stewart); (15 minutes)
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Monthly Department Spotlight (Treasurer); (Staff Contact: Vincent Shorter); (15
minutes)
b. Building Maintenance Request (Pittsylvania County Community Action); (Staff
Contact: Richard N. Hicks); (10 minutes)
7. BUSINESS MEETING DISCUSSION ITEMS
Work Session - March 17, 2020
8. 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 public body
(Staff Contact: J. Vaden Hunt, Esq.)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: Pittsylvania County Service Authority (“PCSA”)
Purpose: Discussion of Board’s PCSA Appointees
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification
10. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: SCS Broadband Update (Contact: Clay Stewart); (15 minutes)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: March 17, 2020 Item Number: 5.a
Attachment(s):
Reviewed By:
Clay Stewart, SCS Broadband CEO, will update the Board on the SCS Broadband Project in the
County.
5.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Monthly Department Spotlight (Treasurer); (Staff Contact: Vincent
Shorter); (15 minutes)
Staff Contact(s): Vincent Shorter
Agenda Date: March 17, 2020 Item Number: 6.a
Attachment(s): Pittsylvania County Treasurers Office
Reviewed By:
The Honorable Vincent Shorter, Treasurer, will present to the Board the third installment of the
Monthly Department Spotlight. He will discuss the current happenings and state of the County’s
Treasurer Office.
6.a
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Pittsylvania
County
Treasurer’s
Office
VINCENT SHORTER, MGT
6.a.a
Packet Pg. 5 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Mission Statement
The Treasurer is a Constitutional Officer that originates in the Virginia Constitution of 1870. The Virginia
Constitutional format provides local government with a system of fiscal checks and balances. This
system allows the Treasurer to perform their duties and responsibilities as an independent officer
accountable directly to the citizens. Responsibilities include collecting real estate tax, personal property
tax, motor vehicle license fees, solid waste fees, state income tax, estimated income tax, administration
of the dog license program, administration of MVL exemption for first responders, issuing payments for
jurors, receipt and deposit of all other revenues originating in other departments. The Treasurer also
maintains and balances bank accounts for all county departments, school division and social services.
It is the responsibility of the Treasurer to appropriately account for the receipt and disbursement of
revenue. They also invest public funds for return on investment with security of the investment given the
highest priority. It is the mission of the Treasurer’s office to perform these and all other required duties
of the office within the constraints of the law and to the highest standard obtainable.
6.a.a
Packet Pg. 6 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
THE FACE OF THE COUNTY
6.a.a
Packet Pg. 7 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Billable Statistics
•Number of taxable parcels 48,320
•Number of parcels in land use program 5,096
•Number of real estate transfers 2,567
•Number of taxable personal property items 116,276
•Number of motor vehicle license fees billed 58,438
6.a.a
Packet Pg. 8 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Number of bills issued to
customers
•Real Estate Bills Mailed 72,916
•Real Estate Bills redirected to mortgage co.15,490
•Business PP bills mailed 4,019
•Personal property bills mailed 68,702
•Solid waste bills mailed 43,901
•E-bills issued 646
•Delinquent bills mailed 24,873
•Total bills issued 230,547
6.a.a
Packet Pg. 9 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Supplemental Information
•Change of address per NCOA 5,803
•Returned Checks processed/collected 138
•Installment Agreements processed 46
•Number of dog tags sold 4,606
•Solid waste fines processed 803
•Warrants issued for unpaid solid waste fines 139
•Number of refund/juror checks issued 3,974
•Number of cases submitted to unclaimed property 147
6.a.a
Packet Pg. 10 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Treasurers’ Association of Virginia
Accredited (TAV)
Of the 131 total localities in Virginia (95 counties and 36 cities) the Treasurers’ Association
Accreditation puts Pittsylvania County in the top half.
•Less than half of the localities meet the accreditation standards.
•While it is not required for any treasurer’s office to be accredited, receiving accreditation
acknowledges that the office meets the statewide best practices for performance in
treasury management.
•As part of the accreditation process, offices must successfully pass an outside audit with
no findings of material weakness.
•Accreditation also requires proof of continuing education,
•Written policies in place for areas such as personnel, customer service, and delinquent collections
6.a.a
Packet Pg. 11 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
State Comp Board Career
Development Program
•Our office meets the requirements of the Career Development Program
•4 in our office are currently certified
•3 Deputy Treasurers
•1 Treasurer
•3 more are on track to be certified by the end of the year
•Our goal is to have all our staff certified in this program
•Certified personnel allows our office to receive more state funding.
6.a.a
Packet Pg. 12 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Real Estate Sales
•We attempt to conduct two auctions per year.
•We are the most successful when the properties are redeemed prior to the sale.
•When we publish the initial ad of properties to be sold, on average 40% are redeemed.
•In 2019, we conducted two auctions and sold 18 parcels of land.
•These auctions resulted in $127,704.15 being remitted to the Circuit Court Clerk as excess funds.
•We have claimed and recovered a total of $121,243.56 in excess funds from auctions over the past four
years.
6.a.a
Packet Pg. 13 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Questions
6.a.a
Packet Pg. 14 Attachment: Pittsylvania County Treasurers Office (1950 : Monthly Department Spotlight
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Building Maintenance Request (Pittsylvania County Community Action);
(Staff Contact: Richard N. Hicks); (10 minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: March 17, 2020 Item Number: 6.b
Attachment(s): 06-21-2002-PCCA Office 348 N Main Street-06-05-2002
Community Action Repair Estimates 2020
Reviewed By:
Pittsylvania County Community Action, Inc. (“PCCA”), is currently leasing a building from the
County located at 348 North Main Street in Chatham, Virginia, for $200.00 per month. For your
review and information, a copy of said Lease is attached. Per the Lease’s terms, PCCA
covenants to keep, repair, maintain, and upgrade, if necessary at its expense, the building and all
plumbing, heating, air conditioning, electrical and mechanical devices, appliances, equipment
and systems of every kind and nature affixed to or serving the building in good repair, condition
and working order during the Initial Term and any Renewal Terms. Moreover, again per the
Lease’s Terms, PCCA duties to repair and maintain any systems that need repair and
maintenance as a result of normal use and wear and tear, and as a result of any intentional or
negligent act by PCCA employees or invitees.
There is currently a significant plumbing issue at the building and the bathrooms are currently
closed due to said issue. Mrs. Ross, PCCA’s Executive Director, has obtained two (2) quotes for
the necessary repairs, which include replacing the waste lines in the building and out to the
street. AA Plumbing provided a quote of $12,300 for the repairs and Roto Rooter provided a
quote of $8,900 for the repairs. For your review and consideration, both quotes are attached.
Ms. Ross is requesting that the County cover the cost of the repairs, because she feels that the
extent of the repairs exceeds the building maintenance costs. Several years ago, the roof on the
building was replaced, and that cost was paid by the County.
County Staff is requesting guidance on the repairs to the County-owned facility.
6.b
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6.b.a
Packet Pg. 16 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.a
Packet Pg. 17 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.a
Packet Pg. 18 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.a
Packet Pg. 19 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.a
Packet Pg. 20 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.a
Packet Pg. 21 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.a
Packet Pg. 22 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.a
Packet Pg. 23 Attachment: 06-21-2002-PCCA Office 348 N Main Street-06-05-2002 (1964 : Building Maintenance Request (Pittsylvania County Community
6.b.b
Packet Pg. 24 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 25 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 26 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 27 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 28 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 29 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 30 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 31 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
6.b.b
Packet Pg. 32 Attachment: Community Action Repair Estimates 2020 (1964 : Building Maintenance Request (Pittsylvania County Community Action); (Staff
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: J. Vaden
Hunt, Esq.)
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: March 17, 2020 Item Number: 8.a
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: Pittsylvania County Service Authority (“PCSA”)
Purpose: Discussion of Board’s PCSA Appointees
8.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Closed Session Certification
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: March 17, 2020 Item Number: 9.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
(the “Board”) on March 17, 2020, 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
Joe B. Davis Yes/No
Timothy W. Dudley Yes/No
Ben L. Farmer Yes/No
William “Vic” Ingram Yes/No
Charles H. Miller, Jr. Yes/No
Ronald S. Scearce Yes/No
Robert “Bob” W. Warren Yes/No
9.a
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