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07-21-2020 Business Meeting Packet BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, July 21, 2020 – 7:00 PM Gallery Room - Chatham Community Center 115 South Main 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 Approval (Staff Contact: Kaylyn M. McCluster) b. Resolution # 2020-07-01 Support for Southside Economic Development Tobacco Commission Loan Application for AEP Megasite Transmission Line Relocation Adoption (Staff Contact: Matthew D. Rowe) c. Resolution # 2020-07-02 (Smart Scale Applications Support) Approval (Staff Contact: Emily S. Ragsdale) d. 2020 Year End Budget Amendments Approval (Staff Contact: Kimberly G. Van Der Hyde) e. Budget Appropriation Resolution Revisions Approval (Staff Contact: Kimberly G. Van Der Hyde f. County/IDA Audit Cost Sharing MOU Approval (Staff Contact: Kimberly G. Van Der Hyde) g. Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson) h. Mt. Hermon Fire and Rescue Public Safety Staff Housing Agreement Approval (Staff Contact: Christopher C. Slemp) Business Meeting - July 21, 2020 i. Revised Local Work Plan During Local Emergency Proclamation Adoption (Staff Contact: Holly E. Stanfield) j. Pet Center Positions Merger Change Approval (Staff Contact: Holly E. Stanfield) k. Telework Policy Adoption (Staff Contact: Holly E. Stanfield) 8. PRESENTATIONS 9. HEARING OF THE CITIZENS Each person addressing the Board under Hearing of the Citizens shall be a resident or land owner of the County, or the registered agent of such resident or land owner. Each person shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes. No person shall be permitted to address the Board more than once during Hearing of the Citizens. All remarks shall be addressed to the Board as a body and not to any individual member thereof. Hearing of the Citizens shall last for a maximum of forty-five (45) minutes. Any individual that is signed up to speak during said section who does not get the opportunity to do so because of the aforementioned time limit, shall be given speaking priority at the next Board meeting. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 10. PUBLIC HEARINGS A. Rezoning Public Hearings Pursuant to Article V, Division 6, of the Pittsylvania County Zoning Ordinance, the Board of Supervisors have been empowered to hear and decide specific zoning issues and zoning map changes in support of said Ordinance. In accomplishing this important task, the Board is responsible for promoting the health, safety, and general public welfare of the citizens of Pittsylvania County. The Board must ensure that all of its decisions and regulations be directed to these goals and that each be consistent with the environment, the comprehensive plan, and in the best interest of Pittsylvania County, its citizens, and its posterity. Case 1: Rezoning Case R-20-014; Shockoe Solar, LLC; Banister Election District; R-1, Residential Suburban Subdivision District, and RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (Contact: Supervisor: Miller) Business Meeting - July 21, 2020 B. Other Public Hearings Each person addressing the Board under a Public Hearing shall step up, give his/her name and district, and/or his/her place of residency for non-County citizens, in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time, unless the consent of the Board is affirmatively given to extend the speakers allotted time. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 1. Public Hearing: FY 2020 County Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) 2. Public Hearing: County/DHCD COVID-19 Small Business Recovery Assistance Grant Program Application (Staff Contact: Matthew D. Rowe) 11. UNFINISHED BUSINESS 12. NEW BUSINESS 13. APPOINTMENTS a. Appointment: Planning Commission (Callands-Gretna District); (Contact: Supervisor Farmer) 14. MATTERS FROM WORK SESSION (IF ANY) 15. BOARD MEMBER REPORTS 16. COUNTY ADMINISTRATOR REPORTS 17. ADJOURNMENT Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Minutes Approval (Staff Contact: Kaylyn M. McCluster) Staff Contact(s): Kaylyn M. McCluster Agenda Date: July 21, 2020 Item Number: 7.a Attachment(s): 06-16-2020 Finance Committee - DRAFT 06-16-2020 Work Session - DRAFT 06-16-2020 Business Meeting - DRAFT Reviewed By: 7.a Packet Pg. 4 Finance Committee Meeting June 16, 2020 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS FINANCE COMMITTEE TUESDAY, JUNE 16, 2020 VIRGINIA: The Finance Committee of the Pittsylvania County Board of Supervisors was held on Tuesday, June 16, 2020, in the Gallery Room of the Chatham Community Center, 115 South Main Street, Chatham, Virginia 24531. Ronald S. Scearce, Chairman, called the Meeting to Order at 2:30 PM. The following Committee Members were present: Joe B. Davis William (“Vic”) Ingram Ronald S. Scearce Ben L. Farmer (participated via phone, from 328 West Sandpiper Terrace, Nags Head, North Carolina 27959) Charles H. Miller, Jr. (arrived at 2:32 PM) The following Board of Supervisors Members were also present: Timothy W. Dudley Robert (“Bob”) W. Warren David M. Smitherman, County Administrator and Clerk of the Board; J. Vaden Hunt Esq., County Attorney; Kimberly G. Van Der Hyde, Finance Director; and Kaylyn McCluster, Deputy Clerk, were also present. Approval of Agenda Motion by Mr. Davis, seconded by Mr. Ingram, to approve Agenda, which was unanimously approved by the Committee Members present. New Business (a) FY 21 County Budget Adjustments Mrs. Van Der Hyde updated the Board and stated the revenues look good compared to this time last year. With the COVID-19 Pandemic, it was expected that the numbers would be lower, but that is not the case. There will not be any shortfall of revenue as of June 30, 2020. County Staff was surprised that County sales tax has not suffered, although the meals tax has declined. There was a lot of discussion regarding the Sheriff’s Vehicle Lease Program (“VLP”). Sheriff Taylor stated that his vacancy savings could be used to offset the costs of the VLP. Motion by Mr. Davis, second by Mr. Ingram, to approve the leasing of as many cars as the Sheriff can get, up to $125,000, and any amount that is used for leasing will be deducted from the original $195,000 that was budgeted by the Sheriff, and the difference will be used for the purchase of vehicles once the Sheriff has pulled back his Virginia Compensation Board money, which will also be used for the purchase of vehicles; which was unanimously approved by the Committee. 7.a.a Packet Pg. 5 Attachment: 06-16-2020 Finance Committee - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Finance Committee Meeting June 16, 2020 Mr. Farmer also recommended that the Committee approve the release of $230,000 to Cool Branch for the ambulance and fire truck. Mr. Scearce stated this item was not on the Agenda, and Mr. Smitherman did state he has an upcoming Meeting scheduled with the Franklin County Administrator and their Chairman, and he thinks this issue may be able to be resolved. No action on this item. (b) PCSA Service Contract Amendment Mr. Smitherman stated the PCSA Budget that was adopted was a place holder and County Staff has been working with the Auditor, and the service contract with PCSA needs to be adjusted. There is no net change in the amount of money, it is just being proportioned differently from the two (2) organizations. This item was informational only and is on the PCSA Agenda later in the day for approval. (c) Financial Reporting Requirements for County Contributions in excess of $5,000 Mr. Smitherman stated, at the Board Retreat on January 30, 2020, there was conversation about if agencies receive County money, there should be transparency in the operations as to how that money is being spent. The Board adopted in the Budget Resolution that applied to all agencies the County provides a $5,000 or greater contribution, requiring an annual financial report. Also, at the Board Retreat, it was discussed that all Fire and Rescue Agencies would submit to audits. This could be a financial burden to these Agencies, if they are required to pay for these audits, but it is also not reasonable to audit all the agencies annually. County Staff’s proposal is that any Agency to which we provide $5,000 or greater in funding, must provide the County with a copy of its IRS-990 Form. This is a public document that is required to be completed anyway. This would also apply to DPCS and PCCA as well. County Staff also recommends that annually there are two (2) Fire and Rescue Agencies, selected at random, to be audited at the County’s expense. No Agency would be audited more than twice in a five (5) year period. Motion by Mr. Davis, second by Dr. Miller, that the I-990 suffice as the annual financial report, and that two (2) Agencies be audited annually at random at County Cost. The vote was recorded as follows: Davis, Yes; Miller, Yes; Scearce, Yes; and Ingram, No. (d) WIA-Disallowed Cost Mrs. Van Der Hyde stated the West Piedmont Workforce Investment Board has some disallowed costs for a consultant. The State required the money be paid back to them. The County’s share, which was 33% of the total, is $4,688.02 that will have to be paid. The County is the fiscal agent for the WIB. (e) CRF Application Update Mr. Smitherman stated there were approximately fifty (50) CFR applications received by the County thus far. These projects go through a Committee, the Executive Team, and then to the County Administrator. What is being brought today, is a request for $290,000 to outfit several Fire and EMS Agencies with defibrillators on their ambulances. There is one (1) for the County ambulance, one (1) each for Brosville, Cascade, Callands, Mt. Hermon, Gretna, Bachelor’s Hall, and 640. None of the Agencies’ defibrillators are currently up to specifications, 7.a.a Packet Pg. 6 Attachment: 06-16-2020 Finance Committee - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Finance Committee Meeting June 16, 2020 and this will bring them up to date. Motion by Mr. Ingram, second by Mr. Davis, to approve this request and send this to the full Board, which was unanimously approved by the Committee. Adjournment Mr. Scearce adjourned the Meeting at 3:30 PM. 7.a.a Packet Pg. 7 Attachment: 06-16-2020 Finance Committee - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) June 16, 2020 Work Session PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION June 16, 2020 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Work Session was held on June 16, 2020, in the Gallery Room of the Chatham Community Center, 115 South Main Street, Chatham, Virginia 24531. Robert (“Bob”) W. Warren, Chairman, called the Meeting to Order at 4:30 PM. The following Board Members were present: CALL TO ORDER (4:30 PM) Attendee Name Title Status Arrived Robert ("Bob") W. Warren Chairman - Chatham Blairs District Present 4:12 PM Ronald S. Scearce Vice-Chairman - Westover District Present 4:13 PM Joe B. Davis Supervisor - Dan River District Present 4:15 PM Timothy W. Dudley Supervisor - Staunton River District Present 4:11 PM Ben L. Farmer Supervisor - Callands-Gretna District Remote 4:11 PM William ("Vic") Ingram Supervisor - Tunstall District Present 4:11 PM Charles H. Miller, Jr. Supervisor - Banister District Present 4:17 PM Mr. Farmer participated remotely via phone from 328 West Sandpiper Terrace, Nags Head, North Carolina 27959. AGENDA ITEMS TO BE ADDED APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor - Dan River District SECONDER: Ronald S. Scearce, Vice-Chairman - Westover District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller PRESENTATIONS a. Department Head Spotlight (Solid Waste); (Staff Contact: Richard N. Hicks); (30 minutes) Mr. Hicks was the Department Head Spotlight for June and updated the Board on County Solid Waste Operations. There are a couple contracts that are bringing extra waste and, more importantly, extra revenue to the Landfill. Mr. Scearce asked if this extra tonnage will require any additional employees, but Mr. Hicks does not believe it will take a lot of additional personnel. The extra revenue will go towards the costs of closing and opening new cells. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS 7.a.b Packet Pg. 8 Attachment: 06-16-2020 Work Session - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Work Session a. CARES Act Application Process Discussion (Staff Contact: David M. Smitherman); (15 minutes) Mr. Smitherman briefed the Board on the Coronavirus Relief Fund (“CRF”). The County was granted $5.3M and this fund will be used to respond and mitigate issues related to COVID-19. County Staff will be focusing on response mitigation and technology upgrades. Mr. Warren would like to be notified of the approved applications for the use of this money before those decisions are made public. BUSINESS MEETING DISCUSSION ITEMS Mr. Smitherman stated the following four (4) items that will need to be added to the Board’s Business Meeting Agenda: (1) Motion made during the Finance Committee to allow the Sheriff to release $120,000 for vehicles and utilize returned vacancy savings money; (2) Recommendation from Finance Committee that all Agencies receiving greater than $5000 from the County annually submit an I-990 form and two (2) Agencies being selected at random for a yearly audit, paid for by the County; (3) $290,000 of COVID funds be approved to use for defibrillators; and (4) PCSA Amended County/PCSA Service Agreement. Motion to forward items to the Business Meeting. RESULT: ADOPTED [UNANIMOUS] MOVER: Timothy W. Dudley, Supervisor - Staunton River District SECONDER: Ronald S. Scearce, VIce-Chairman - Westover District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CLOSED SESSION 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: Board of Assessors (“BOA”) Purpose: Discussion of Potential BOA Appointees Motion to enter Closed Session. The Board entered Closed Session at 5:05 PM. 7.a.b Packet Pg. 9 Attachment: 06-16-2020 Work Session - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: William "Vic" Ingram, Supervisor - Tunstall District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller RETURN TO OPEN SESSION AND CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:02 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors (the “Board”) on June 16, 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 Board 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 Timothy W. Dudley Yes Ben L. Farmer Yes William “Vic” Ingram Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. “Bob” Warren Yes ADJOURNMENT Mr. Warren adjourned the Meeting at 6:04 PM. 7.a.b Packet Pg. 10 Attachment: 06-16-2020 Work Session - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) June 16, 2020 Business Meeting PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS MEETING June 16, 2020 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting was held on June 16, 2020 in the Gallery Room of the Chatham Community Center, 115 South Main Street, Chatham, Virginia 24531. Robert (“Bob”) W. Warren, Chairman, called the Meeting to Order at 7:00 PM. The following Board Members were present: CALL TO ORDER (7:00 PM) Attendee Name Title Status Arrived Robert ("Bob") W. Warren Chairman - Chatham Blairs District Present 6:41 PM Ronald S. Scearce Vice-Chairman - Westover District Present 6:43 PM Joe B. Davis Supervisor - Dan River District Present 6:43 PM Timothy W. Dudley Supervisor - Staunton River District Present 6:37 PM Ben L. Farmer Supervisor - Callands-Gretna District Remote 7:00 PM William ("Vic") Ingram Supervisor - Tunstall District Present 6:36 PM Charles H. Miller, Jr. Supervisor - Banister District Present 6:44 PM Mr. Farmer participated remotely via phone from 328 West Sandpiper Terrace, Nags Head, North Carolina 27959. AGENDA ITEMS TO BE ADDED Motion to add the following items to the Agenda: • Consent Agenda as item 7n: -Amended County/PCSA Service Agreement. • Matters from Work Session: -Sheriff Vehicle Lease Program; -Annual Audit and Financial Reporting Program for Agencies as required in the FY21 Budget Resolution; and -CRF Funds for defibrillator purchase. RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda. 7.a.c Packet Pg. 11 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting RESULT: ADOPTED [UNANIMOUS] MOVER: William "Vic" Ingram, Supervisor - Tunstall District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller CONSENT AGENDA Motion to approve Consent Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller a. Minutes (Staff Contact: Kaylyn M. McCluster) b. VDOT Truck Restriction Revised Resolution Adoption (Staff Contact: Kaylyn M. McCluster) c. Resolution # 2020-06-02 (Old Blairs Middle School Road Abandonment) Approval (Staff Contact: Richard N. Hicks) d. Proclamation: Business Appreciation Week (Staff Contact: Kaylyn M. McCluster) e. Purchase of Service Weapon (Contact: Sheriff Taylor) f. County/Health Department COVID-19 Testing Cost Sharing MOU Approval (Staff Contact: Kimberly G. Van Der Hyde) g. Administrative, Actuarial, Consulting, and Retirement Services Agreement (Staff Contact: Kimberly G. Van Der Hyde) h. Sheriff Memorandum of Agreement Approval (Staff Contact: Holly E. Stanfield) i. VDOT Solid Waste Acceptance at County Landfill Approval (Staff Contact: Richard N. Hicks) j. Brightminds Reassessment Services Contract Approval Ratification (Staff Contact: Connie M. Gibson) k. Fire and Rescue Insurance Contract (Staff Contact: Christopher C. Slemp) l. Inmate Telephone Services Contract Award (Staff Contact: Connie M. Gibson) m. New Job Description Approval (Staff Contact: Richard N. Hicks) n. Amended County/PCSA Service Agreement (Staff Contact: J. Vaden Hunt, Esq.) PRESENTATIONS None. 7.a.c Packet Pg. 12 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting HEARING OF THE CITIZENS None. PUBLIC HEARINGS Rezoning Public Hearings Case 1: Public Hearing: Rezoning Case R-20-012; Beulah S. Robinson; Banister Election District; R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (Contact: Supervisor Miller) Mr. Warren opened the Public Hearing at 7:06 PM. Mr. Armstrong was present to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:07 PM. Motion to rezone two (2) parcels of land, totaling 2.22 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to combine with her adjacent parcels of land zoned A-1). RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Case 2: Public Hearing: Rezoning Case R-20-013; Jeffrey and Wendy Davis; Callands- Gretna Election District; R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (Contact: Supervisor Farmer) Mr. Warren opened the Public Hearing at 7:08 PM. Ms. Davis was present to represent the Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:09 PM. Motion to rezone two (2) parcels of land, totaling 3.20 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to allow for a second dwelling on the property for a family member). 7.a.c Packet Pg. 13 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller Other Public Hearings 1. Public Hearing: Electronic Gaming Regulations PCC Revisions (Staff Contact: Emily S. Ragsdale) To better regulate electronic gaming in the County, County Staff recommends the following revisions to the County’s Zoning Ordinance: (1) Moving “amusement centers; game rooms; electronic games; game machines; machine arcades amusement shops” from Pittsylvania County Code (“PCC”) § 35-365, Permitted Uses, to PCC § 35-366, Special Use Permits under B-2; and (2) Adding additional regulations to “Other Regulations” in both B-1 (PCC § 35-356) and B-2 (PCC § 35-375) to define “electronic gaming establishments.” On June 2, 2020, the Planning Commission unanimously recommended, with no opposition. Mr. Warren opened the Public Hearing at 7:11 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:14 PM. Motion to approve the Pittsylvania County Code revisions as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor - Dan River District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 2. Public Hearing: Board Compensation Adjustment to Comply with Virginia Code § 15.2-1414.3 (Staff Contact: David M. Smitherman) PCC § 22.1 currently provides for Board Members’ annual salaries. By Ordinance, in 2016, the Board established its annual salaries as $8,400, and further established additional annual compensation for the Board Chairman of $1,800. Virginia Code § 15.2-1414.3, attached, establishes the annual salaries of County Board of Supervisors Members utilizing population brackets. Based on the County’s current estimated population of 61,314, its Board Members, per Virginia Code § 15.2-1414.3, following a lawfully conducted Public Hearing, are authorized to receive annual compensation of $9,000, with the Board Chairman receiving additional compensation of $1,800, and the Board Vice-Chairman receiving additional compensation of $1,200. As authorized by Virginia Code 15.2-1414.3, the PCC § 22.1 revisions and Ordinance # 7.a.c Packet Pg. 14 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting 2020-06-01, both attached, propose increasing Board Members’ annual compensation for Fiscal Year 2021, to $9,000, with the Board Chairman receiving additional annual compensation of $1,800, and the Board Vice-Chairman receiving additional compensation of $1,200.00. The Board’s other benefits will be determined by Section 1.6 of its Bylaws and Rules of Procedure. This Public Hearing was duly advertised as legally required. Mr. Warren opened the Public Hearing at 7:14 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:15 PM. Motion to adopt the PCC § 22.1 revisions and Ordinance # 2020-06-01, effective July 1, 2020, as presented. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 3. Public Hearing: Forest Equipment Personal Property Tax Exemption (Staff Contact: J. Vaden Hunt, Esq.) The Virginia General Assembly recently passed HB 1021, attached, effective July 1, 2020, giving local governments the discretion to exempt from local personal property taxation “farm machinery and farm implements …, which shall include equipment and machinery used for forest harvesting and silvicultural activities.” At the Board’s Legislative Committee (“LC”) Meeting on May 12, 2020, the LC unanimously recommended to the full Board that it authorize County Staff to advertise the potential revisions to PCC § 6-3.1, Local County Tax Exemption, exempting from local personal property taxation “equipment and machinery used for forest harvesting and silvicultural activities.” Mr. Warren opened the Public Hearing at 7:17 PM. Mr. Chad Shelton signed up to speak. He is a resident of the Callands-Gretna District and him and his family own a logging business in the County. This exemption would substantially help them to sustain their business. Mr. Warren closed the Public Hearing at 7:20 PM. Motion to adopt the PCC § 6-3.1 revisions, effective July 1, 2020, as presented. 7.a.c Packet Pg. 15 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 4. Public Hearing: Landfill Easement and Right-of-Way Property Disposition (Staff Contact: Richard N. Hicks) The County is proposing granting a permanent easement and grant of rights-of-way on publicly owned land located at the County Landfill, more specifically described as 454.55 total acres located on GPIN #’s 2413-38-1912, 2413-59-6730, and 2413-47-1490 (“Property”). Mr. Warren opened the Public Hearing at 7:20 PM. Katie Whitehead, Callands-Gretna District, spoke in opposition of the Easement. Lisa Shorter also spoke on this topic and requested the Board to think about this decision for everyone in the County. Kathy Nicholson, Chatham-Blairs District, thanked the Board for their consideration of this Easement. Mr. Warren closed the Public Hearing at 7:28 PM. Motion to approve the disposition of the Property, and, subject to legal review and approval, authorize the County Administrator sign any necessary related documentation to effectuate the same. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 5. Public Hearing: Callands Cell Tower Lease (Staff Contact: Richard N. Hicks) County Staff has been contacted by New Cingular Wireless PCS, LLC (AT&T) about leasing space on the Callands Radio Tower located at 20410 Franklin Turnpike in the County. The proposed lease would be for five (5) years at an annual rate of $26,400. County Staff has determined that space is available on the tower. Mr. Warren opened the Public Hearing at 7:29 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:30 PM. Motion to authorize the County Administrator to execute an agreement between the County and New Cingular Wireless, PCS, LLC (AT&T) for the leasing of tower space on the County-owned Callands Radio Tower located at 20410 Franklin Turnpike, subject to the approval of a 7.a.c Packet Pg. 16 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting subordination agreement being approved by Bank of America. RESULT: APPROVED [UNANIMOUS] MOVER: Charles H. Miller, Supervisor - Banister District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller 6. Public Hearing: CARES Act Budget Amendment Public Hearing (Staff Contact: Kimberly G. Van Der Hyde) Virginia Code § 15.2-2507 states that “Any locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a meeting and a public hearing once in a newspaper having general circulation in that locality at least seven days prior to the meeting date.” An advertisement of this Budget Amendment appeared in the Chatham Star Tribune on June 3, 2020, which satisfies the seven (7)-day requirement. Mr. Warren opened the Public Hearing at 7:30 PM. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:32 PM. Motion that $5,265,654 of CARES funds be approved and appropriated to the FY2020 County Budget. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor - Dan River District SECONDER: Charles H. Miller, Supervisor - Banister District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller UNFINISHED BUSINESS No formal action, but the Board and Sheriff Taylor did ceremoniously signed the Memorandum of Agreement approved in the Consent Agenda. NEW BUSINESS APPOINTMENTS a. Appointment: DPCS (Westover District); (Contact: Supervisor Scearce) 7.a.c Packet Pg. 17 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting Motion to re-appoint Lorrie Eanes-Brooks as the County’s Westover District Representative to the DPCS Board for another three (3) year term, beginning July 1, 2020. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Appointment: DPCS (Dan River District); (Contact: Supervisor Davis) Motion to re-appoint William “Sid” Allgood to the DPCS Board for another three (3) year term, beginning July 1, 2020. RESULT: APPROVED [UNANIMOUS] MOVER: Joe B. Davis, Supervisor - Dan River District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller c. Appointment: Library Board (Westover District) (Contact: Supervisor Scearce) Motion to appoint Ms. Sandy Mitchell as the Westover District Representative to the County’s Library Board for a four (4) year term beginning July 1, 2020. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller d. Appointment: Library Board (Tunstall District); (Contact: Supervisor Ingram) Motion to re-appoint Debra Turner as the Tunstall Representative on the County’s Library Board for another four (4) year term, beginning July 1, 2020. 7.a.c Packet Pg. 18 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting RESULT: APPROVED [UNANIMOUS] MOVER: William "Vic" Ingram, Supervisor - Tunstall District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller MATTERS FROM WORK SESSION (IF ANY) a. Sheriff Vehicle Lease Program Motion to approve the Sheriff Vehicle Lease Program as presented in the Work Session. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Timothy W. Dudley, Supervisor - Staunton River District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller b. Annual Audit and Financial Report Program for Agencies as required in the FY21 Budget Resolution Motion to approve the annual audit and financial report program for required in the FY 21 Budget Resolution as presented in the Work Session. RESULT: APPROVED [5 TO 2] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: Joe B. Davis, Supervisor - Dan River District AYES: Warren, Scearce, Davis, Dudley, Miller NAYS: Farmer, Ingram c. CRF Funds for Defibrillator Purchase Motion to approve the CRF funds for the defibrillator purchase as presented in the Work Session. RESULT: APPROVED [UNANIMOUS] MOVER: Ronald S. Scearce, Vice-Chairman - Westover District SECONDER: William "Vic" Ingram, Supervisor - Tunstall District AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller BOARD MEMBER REPORTS 7.a.c Packet Pg. 19 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors June 16, 2020 Business Meeting Mr. Dudley stated he is glad the Sheriff's Department has signed to be a part of the County’s Personnel Plan. He also mentioned that the Town of Hurt is continuing to feed the children in that area. As of this Friday, there will be around 1,800 children that have been fed during the COVID-19 Pandemic. Mr. Ingram welcomed Sheriff Taylor and his Department and thanked him and his Staff for all they do. He also recognized John McKinney for his 55 years of service, and thanked Jordan Kee for walking over and providing the customers waiting at the DMV with water and masks. He also recognized the 2020 County Graduates that will not be able to graduate with a normal graduation. Mr. Davis thanked all the County Staff for their hard work. He also thanked the media and the Sheriff's Department for all they do and the citizens that come out to the Meetings to participate in the Public Hearings. Mr. Scearce thanked all County Staff that were involved in getting the contract completed with the Sheriff's Department. Mr. Warren also echoed Mr. Davis' comments about citizens being engaged with Public Hearings. He also thanked Mr. Smitherman for opening the County offices back up with employees present full- time and he asked all citizens to remember the Sheriff and his Deputies during these very stressful times. COUNTY ADMINISTRATOR REPORTS Mr. Smitherman stated the County has done well and has worked hard the past the three (3) years to stay in the black, and he feels that we have finished 2020 very well. ADJOURNMENT Mr. Warren adjourned the Meeting at 7:53 PM. 7.a.c Packet Pg. 20 Attachment: 06-16-2020 Business Meeting - DRAFT (2092 : Minutes Approval (Staff Contact: Kaylyn M. McCluster)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution # 2020-07-01 Support for Southside Economic Development Tobacco Commission Loan Application for AEP Megasite Transmission Line Relocation Adoption (Staff Contact: Matthew D. Rowe) Staff Contact(s): Matthew D. Rowe Agenda Date: July 21, 2020 Item Number: 7.b Attachment(s): 2020-07-01 AEP Power Line Relocation Reviewed By: SUMMARY: County Economic Development Staff seeks Board approval to submit an application for a loan request of $5M to the Southside Economic Development Tobacco Commission to enable American Electric Power (“AEP”) to relocate a 69KV transmission line that transects the Southern Virginia Megasite. This action will not only further the develop readiness of the Megasite but will also allow the site to be certified as a Quest Site Solutions' Megasite, which enables it to be more marketable and attractive to potential clients. FINANCIAL IMPACT AND FUNDING SOURCE: The loan will be guaranteed by both the County and City of Danville, with a ten (10)-year term with no interest and will be repaid immediately by AEP as a balloon payment once a load credit tenant is secured. If such a tenant is not secured within the ten (10)-year term, then the loan will be equally repaid by the County and Danville. RECOMMENDATION: County Economic Development Staff recommends the Board approve the County’s application for a $5M loan from the Southside Economic Development Grant Fund and authorize the County Administrator, or his designee, to execute the necessary corresponding documents, reports, and contract. MOTION: “I make a motion to approve the County’s application for a $5M loan from the Southside Economic Development Grant Fund and authorize the County Administrator, or his designee, to execute the necessary corresponding documents, reports, and contract.” 7.b Packet Pg. 21 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2020-07-01 VIRGINIA TOBACCO INDEMNIFICATION AND COMMUNITY REVITALIZATION COMMISSION PROJECT ENDORSEMENT RESOLUTION __________________________________________________________________________________________ WHEREAS, at the Business Meeting of the Pittsylvania County Board of Supervisors (the “Board”), held on Tuesday, July 21, 2020, in the Gallery Room of the Chatham Community Center, the following Resolution was presented and adopted: WHEREAS, the Virginia Tobacco Indemnification and Community Revitalization Commission (“Tobacco Commission”) was created to help foster economic development and improved infrastructure development in the tobacco dependent communities of Southwest and Southside Virginia; and WHEREAS, the Board desires to submit a loan application for $5,000,000 to the Tobacco Commission from the “Southside Economic Development Grant Fund” due by July 25, 2020. NOW THEREFORE, BE IT HEREBY RESOLVED, that the Board does hereby support a Loan Application to the Tobacco Commission to provide to American Electric Power for the purpose of relocating a 69KV transmission line that transects the Southern Virginia Megasite, to develop the readiness of the site and allow the site to be certified as a Quest Site Solutions' Megasite; and BE IT FURTHER RESOLVED, that the Board does hereby authorize the County Administrator, or his designee, to execute the related application, and sign any and all necessary loan documents, reports, and the contracts. Given under my hand this 21st day of July, 2020. __________________________________________ Robert (“Bob”) W. Warren, Chairman Pittsylvania County Board of Supervisors __________________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors 7.b.a Packet Pg. 22 Attachment: 2020-07-01 AEP Power Line Relocation (2084 : Resolution # 2020-07-01 Support for Southside Economic Development Tobacco Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Resolution # 2020-07-02 (Smart Scale Applications Support) Approval (Staff Contact: Emily S. Ragsdale) Staff Contact(s): Emily S. Ragsdale Agenda Date: July 21, 2020 Item Number: 7.c Attachment(s): 2020-07-02 Smart Scale Applications Support Reviewed By: SUMMARY: The Virginia Department of Transportation (“VDOT”) administers the Smart Scale Program with the goal of investing limited funding in Projects that will meet the most critical transportation needs in Virginia. The County and the West Piedmont Planning District Commission submitted preapplications for five (5) County Smart Scale Projects. These preapplications were screened by VDOT and determined to meet the requirements for Project eligibility and readiness require to submit full applications. Final applications are due August 3, 2020, and a local Resolution of Support is required. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends that the Board approve Resolution # 2020-07-02 as presented. MOTION: “I make a Motion to approve Resolution 2020-07-02 as presented.” 7.c Packet Pg. 23 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2020-07-02 ______________________________________________________________________________ Resolution in Support of County Smart Scale Projects ______________________________________________________________________________ VIRGINIA: At the business meeting of the Pittsylvania County Board of Supervisors (“Board”), held on Tuesday, July 21, 2020, the following Resolution was presented and adopted: WHEREAS, the Virginia Department of Transportation (“VDOT”) administers Smart Scale with the goal of investing limited tax dollars in the right Projects that meet the most critical transportation needs in Virginia; and WHEREAS, Projects are funded through a prioritization process that evaluates each Project’s merits using key factors, including improvements to safety, congestion reduction, accessibility, land use, economic development, and the environment; and WHEREAS, Pittsylvania County, Virginia (“County”) and the West Piedmont Planning District Commission submitted preapplications to be considered for funding; and WHEREAS, the following Projects were initially screened and determined to meet the requirements of Project eligibility and readiness needed to submit a full Smart Scale application: • Kentuck Road Improvements: The Project will improve Kentuck Road between Eagle Springs Road and Kentuck Road to approximately 0.46 miles to the north. Improvements will include reconstructing this segment of road to include 12' lanes and 8' paved and 2' graded shoulders. Intersection improvements are also proposed at the intersection of Kentuck Road and Ringgold Industrial Parkway as well as at Kentuck Road and Eagle Springs Road and Wilkerson Road. • Berry Hill Connector Road Extension: The Project involves reconfiguring Berry Hill Road as an extension of the programmed Berry Hill Connector Road by widening "Segment C" of the road from 2 lanes to a 4 lane Rural Collector Road System (GS-3). The improvements would extend approximately 2.3 miles, from the intersection of the new Connector Road south to Oak Hill Road. A 2018 Study indicates the road is not sufficient to accommodate traffic from the developing adjacent Southern Virginia Mega Site at Berry Hill. • Rte. 29 at Tightsqueeze Road: Reconfigure the intersection at US 29 and Tightsqueeze Road to a Restricted Crossing U-Turn (RCUT). Construct signalized median openings with loons to the north and south of the intersection to accommodate U-turns. Construct a left-in only median north of the intersection. 7.c.a Packet Pg. 24 Attachment: 2020-07-02 Smart Scale Applications Support (2094 : Resolution # 2020-07-02 (Smart Scale Applications Support) Approval (Staff • U.S. Route 29 at Malmaison Road Roundabout: Reconfigure the intersection at U.S. 29 and Malmaison Road to a roundabout. Convert the existing median opening south of the intersection to a left-in only. • U.S. 29 at Lawless Creek Road: Reconfigure the intersection at U.S. 29 and Lawless Creek Road to a single-lane roundabout; and WHEREAS, these Projects are in the public interest and will benefit both County residents those travelling through the County. NOW, THEREFORE, BE IT RESOLVED, the Board endorses and supports the Smart Scale applications listed herein and respectfully requests support for these projects from VDOT and the Commonwealth Transportation Board (“CTB”); and FINALLY, BE IT RESOLVED, that a copy of this adopted Resolution be forwarded to the VDOT Commissioner and the CTB. Given under my hand this 21st day of June, 2020. ____________________________________________ Robert (“Bob”) W. Warren Pittsylvania County Board of Supervisors, Chairman ATTEST: ____________________________________________ David M. Smitherman Pittsylvania County Board of Supervisors, Clerk 7.c.a Packet Pg. 25 Attachment: 2020-07-02 Smart Scale Applications Support (2094 : Resolution # 2020-07-02 (Smart Scale Applications Support) Approval (Staff Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: 2020 Year End Budget Amendments Approval (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: July 21, 2020 Item Number: 7.d Attachment(s): FY2020 Budget Adjustments.7.21.20.Attachment Reviewed By: SUMMARY: Each year, Departmental/Fund Budgets are reviewed to determine if sufficient Budget amounts exist to cover expenses until year-end. Most of these items are bookkeeping entries required by the County’s Auditors. The attached list shows the amount needed/requested and the reason for the need/request. Said list also contains suggested appropriations for year-end, as well as the categorical changes requested by the School Board. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve the attached FY 2020 Budget Transfers at tonight’s Meeting as presented. These transfers have no monetary effect on the Budget, since monies are simply being moved from one (1) line item to the next to cover shortages. The appropriations will need to layover until the August meeting for approval, since the total of $947,549.01 exceeds the Board’s $50,000 threshold for layovers. MOTION: “I make a Motion to approve the attached Transfers for FY 2020 as presented.” 7.d Packet Pg. 26 7.d.aPacket Pg. 27Attachment: FY2020 Budget Adjustments.7.21.20.Attachment (2099 : 2020 Year End Budget Amendments 7.d.aPacket Pg. 28Attachment: FY2020 Budget Adjustments.7.21.20.Attachment (2099 : 2020 Year End Budget Amendments 7.d.aPacket Pg. 29Attachment: FY2020 Budget Adjustments.7.21.20.Attachment (2099 : 2020 Year End Budget Amendments 7.d.aPacket Pg. 30Attachment: FY2020 Budget Adjustments.7.21.20.Attachment (2099 : 2020 Year End Budget Amendments 7.d.a Packet Pg. 31 Attachment: FY2020 Budget Adjustments.7.21.20.Attachment (2099 : 2020 Year End Budget Amendments Approval (Staff Contact: Kimberly G. 7.d.aPacket Pg. 32Attachment: FY2020 Budget Adjustments.7.21.20.Attachment (2099 : 2020 Year End Budget Amendments 7.d.a Packet Pg. 33 Attachment: FY2020 Budget Adjustments.7.21.20.Attachment (2099 : 2020 Year End Budget Amendments Approval (Staff Contact: Kimberly G. Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Budget Appropriation Resolution Revisions Approval (Staff Contact: Kimberly G. Van Der Hyde Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: July 21, 2020 Item Number: 7.e Attachment(s): Reviewed By: SUMMARY: The Board recently approved an appropriation of Coronavirus Relief Funds (“CRF”) during June 2020. This Fund was created to track all COVID related expenditures and paid for with CRF Federal Funds. Therefore, the CRF Fund (Fund 202) needs to be designated in Section 7 of the FY 2020 County Budget Resolution (Original Resolution # 2019-04-01) and the FY 2021 County Budget Resolution (Original Resolution # 2020-04-01). The Board also approved to administer the Pittsylvania County Service Authority during May 2020. This Budget will be housed in Fund 501; therefore, Fund 501 needs to be designated in Section 7 of the FY 2021 County Budget Resolution (Original Resolution # 2020-04-01). Section 7, from both of these Resolutions, are shown below with the additions highlighted in blue: Original Resolution # 2019-04-01/New Resolution # 2020-07-03: Section 7. At the close of the Fiscal Year, all unencumbered appropriations lapse for Budget items other than the Coronavirus Relief Fund 202, the School Cafeteria Receipts Fund 209, the Beautification Fund 230, the State Restricted Seizure Fund - Sheriff 241, the Federal Restricted Seizure Fund 242, the State Restricted Seizure Fund – Commonwealth’s Attorney 243, the Federal Restricted Seizure Fund – Commonwealth’s Attorney 244, the Animal Friendly Plates Fund 245, the Grants Fund 250, the Work Force Investment Act Fund 251, Law Library Fund 260, the Library Memorial Gift Fund 265, Cash Bonds Fund 305, the County Capital Improvements Fund 310, the Jail Inmate Management Fund 311, the Courthouse Maintenance Fund 312, the Courthouse Security Fund 314, the Jail Processing Fund 315, the Rural Roads Fund 320, the Industrial Development Local Fund 325, the Industrial Development Cyclical Fund 330, the School Bond Fund 410, the Social Services Bond Fund 420, the Debt Service Reserve Fund 425, the Bond Fund-Schools 435, the Landfill 7.e Packet Pg. 34 Fund 520, the Rescue Billing Fund 530, the Special Welfare Fund 733 and the Pittsylvania County Employees Health Plan 734. Thus, all cancelled cash balances shall revert back to the General Fund. Original Resolution # 2020-04-01/New Resolution # 2020-07-04: Section 7. At the close of the Fiscal Year, all unencumbered appropriations lapse for budget items other than the Coronavirus Relief Fund 202, the School Cafeteria Receipts Fund 209, the Beautification Fund 230, the State Restricted Seizure Fund - Sheriff 241, the Federal Restricted Seizure Fund 242, the State Restricted Seizure Fund – Commonwealth’s Attorney 243, the Federal Restricted Seizure Fund – Commonwealth’s Attorney 244, the Veterinary Fund 245, the Grants Fund 250, the Work Force Investment Act Fund 251, Law Library Fund 260, the Library Memorial Gift Fund 265, Cash Bonds Fund 305, the County Capital Improvements Fund 310, the Jail Inmate Management Fund 311, the Courthouse Maintenance Fund 312, the Courthouse Security Fund 314, the Jail Processing Fund 315, the Rural Roads Fund 320, the Industrial Development Local Fund 325, the Industrial Development Cyclical Fund 330, the School Bond Fund 410, the Social Services Bond Fund 420, the Debt Service Reserve Fund 425, the Bond Fund-Schools 435, the PCSA Fund 501, the Landfill Fund 520, the Rescue Billing Fund 530, the Special Welfare Fund 733 and the Pittsylvania County Employees Health Plan 734. Thus, all cancelled cash balances shall revert back to the General Fund. FINANCIAL IMPACT AND FUNDING SOURCE: There is no financial impact due to this change. This change simply allows funds to remain in the designated Fund and not revert back to the General Fund at year-end. RECOMMENDATION: County Staff recommends that the Board approve the revisions stated above and adopt Resolution # 2020-07-03 (for FY 2020) and Resolution # 2020-07-04 (for FY 2021). MOTION: “I make a Motion to adopt Resolution # 2020-07-03 to include Fund 202 and Resolution # 2020- 07-04 to include Funds 202 and 501.” 7.e Packet Pg. 35 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: County/IDA Audit Cost Sharing MOU Approval (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: July 21, 2020 Item Number: 7.f Attachment(s): IDA County Audit MOU Reviewed By: SUMMARY: The County has partnered with the Pittsylvania County Industrial Development Authority (“IDA”) to provide incentives, including bank financing opportunities for industries that locate in the County. These deals have become increasing more involved than in the past and require more work from the Auditors during the Audit process. As such, the last estimate that was received for this year’s IDA Audit was $6,000, which was an increase of $2,200. This amount is more than the IDA can cover for these services, so the County would like to shoulder the additional cost associated with future IDA Audits. FINANCIAL IMPACT AND FUNDING SOURCE: The IDA will provide a total of up to $3,800 per year for the annual IDA Audit. The County will cover any remaining cost associated with said Audits. The County plans to cover a total $of 2,200 for the IDA Audit that covers the period of January 1, 2020 - June 30, 2020 (note: the IDA recently changed Audit periods to mirror the County’s Fiscal Year ending June 30). RECOMMENDATION: County Staff recommends the Board approve the attached Memorandum of Understanding (“MOU”) with the IDA to aid in the cost of the annual IDA Audit as presented. MOTION: “I make a Motion to approve the attached MOU with the IDA as presented.” 7.f Packet Pg. 36 Page 1 of 3 MEMORANDUM OF UNDERSTANDING This MEMORANDUM OF UNDERSTANDING (“MOU”) is hereby made and entered into by and between the County of Pittsylvania, Virginia (“County”), a political subdivision of the Commonwealth of Virginia, and the Industrial Development Authority of Pittsylvania County, Virginia (“IDA”), and is made and effective upon execution by both parties A. PURPOSE: This MOU’s purpose is to outline with specificity the Parties’ responsibilities regarding payment/contribution of/to the IDA’s annual audit services. The Parties to this MOU hereby agree to be fully legally bound in all aspects to the below terms and conditions contained in this MOU. B. TERM: This MOU’s term shall be from July 1, 2020, to June 30, 2021. The MOU’s term may be extended indefinitely by mutual written consent of the Parties. C. MOU TERMINATION: This MOU may be terminated at any time by either Party with ninety (90) days written notice to the other Party utilizing the addresses contained in MOU Section E(4)(A). D. AUDIT CONTRIBUTION/PAYMENT: The IDA will contribute up to $3,800.00 annually toward its annual audit services. Any and all cost overage(s) for said annual IDA audit services shall be borne and paid by the County. E. IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE PARTIES THAT: 1. VIRGINIA FREEDOM OF INFORMATION ACT (“FOIA”). Any information furnished to the County under this MOU may be subject to FOIA. 2. MODIFICATION. Modifications within the scope of the MOU shall be made by mutual consent of the parties, by the issuance of a written modification, signed and dated by all Parties, prior to any changes being made. 3. PARTICIPATION IN SIMILAR ACTIVITIES. This MOU in no way restricts the County and/or IDA from participating in similar activities with other public or private agencies, organization, or individuals. 4. PRINCIPAL CONTACTS. The principal contacts for this MOU are: A. County: Pittsylvania County, Virginia c/o County Administrator County Administration Building 1 Center Street 7.f.a Packet Pg. 37 Attachment: IDA County Audit MOU (2101 : County/IDA Audit Cost Sharing MOU Approval (Staff Contact: Kimberly G. Van Der Hyde)) Page 2 of 3 Chatham, Virginia 24531 B. IDA: Pittsylvania County, Virginia c/o IDA Chairman County Administration Building 1 Center Street Chatham, Virginia 24531 5. GOVERNING LAW, VENUE, MEDIATION, LEGAL FEES/COSTS: A. Governing Law: This MOU shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia. B. Venue: If legal action by either Party is necessary for or with respect to the enforcement of any or all of the terms and conditions hereof, then exclusive venue therefore shall lie in Pittsylvania County, Virginia. C. Mediation: (i) Good faith mediation shall be a condition precedent to the filing of any litigation in law or equity by either Party against the other Party relating to this MOU. Before the remedies provided for in this Section may be exercised by either Party, such Party shall give written notice to the other Party that such Party believes that an event of default or impasse under this MOU may have occurred, specifying the circumstances constituting the event of default or impasse in sufficient detail that the other Party will be fully advised of the nature of the event of default or impasse. The responding Party shall prepare and serve a written response thereto within ten (10) business days of receipt of such notice. A meeting shall be held within ten (10) business days after the response between the Parties to attempt in good faith to negotiate a resolution of the dispute. (ii) If the Parties are unable to resolve the dispute through the above process, the Parties shall attempt to resolve the controversy by engaging a single mediator, experienced in the subject matter, to mediate the dispute. The mediator shall be mutually selected by the Parties, to the controversy and conduct mediation at a location to be agreed upon by the Parties or absent agreement, by the mediator. Within two (2) business days of selection, the mediator shall be furnished copies of the notice, this MOU, response, and any other documents exchanged by the Parties. If the Parties and the mediator are unable to settle the same within thirty (30) days from selection, or such other time as the Parties agree, the mediator shall make a written recommendation as to the resolution of the dispute. Each Party, in its sole discretion, shall accept or reject such recommendation in writing within ten (10) days. Should the Parties be unable to agree upon a single mediator within five (5) business days of the written response of the responding Party, the Parties jointly, shall agree upon the selection of a neutral third-party agreed upon by the Parties, to appoint a mediator, experienced and knowledgeable in the matters which are the subject of the dispute. The costs of the Mediator and the mediation shall be shared equally by the Parties to the dispute. 7.f.a Packet Pg. 38 Attachment: IDA County Audit MOU (2101 : County/IDA Audit Cost Sharing MOU Approval (Staff Contact: Kimberly G. Van Der Hyde)) Page 3 of 3 (iii) Notwithstanding the preceding paragraphs, the Parties reserve the right to file suit or pursue litigation. The Parties consent to selection of a mediator by any Court shall not constitute consent to jurisdiction of such court or waiver of defenses as to venue or jurisdiction. D. Legal Fees/Costs: At all times under this MOU, each Party shall be responsible for its own legal fees and costs. IN WITNESS WHEREOF, the Parties hereto have executed this MOU as of the last date written below. WITNESS the following signatures and seals: COUNTY OF PITTSYLVANIA, VIRGINIA By:_______________________________________(SEAL) Print:_____________________________________ Title:_____________________________________ Date:_____________________________________ INDUSTRIAL DEVELOPMENT AUTHORITY OF PITTSYLVANIA COUNTY, VIRGINIA By:_______________________________________(SEAL) Print:_____________________________________ Title:_____________________________________ Date:_____________________________________ 7.f.a Packet Pg. 39 Attachment: IDA County Audit MOU (2101 : County/IDA Audit Cost Sharing MOU Approval (Staff Contact: Kimberly G. Van Der Hyde)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson) Staff Contact(s): Connie M. Gibson Agenda Date: July 21, 2020 Item Number: 7.g Attachment(s): RFP 2020-05-15- Janitorial Library Contract - Janitorial, Library Reviewed By: SUMMARY: The County recently issued a Request for Proposals (“RFP”) for Janitorial Services for four (4) libraries and the County’s History and Research Center. Said RFP was posted on the County’s website and the Virginia Business Opportunity’s website. The County received three (3) responses to the RFP. The evaluation committee, consisting of Jennifer Arthur, Lisa Tuite, and Barbara Roberts, agreed that Derrick’s Janitorial Services (“Derrick’s) is the County’s best fit. For your reference and review, a copy of a proposed contract with Derrick’s is attached. FINANCIAL IMPACT AND FUNDING SOURCE: $23,760.00 annual cost. There are four (4)- one (1) year optional renewals. The money comes from the County Library Budget. RECOMMENDATION: County Staff recommends the Board award this contract to Derrick’s as presented. MOTION: “I make a Motion to award the contract to Derrick’s as presented.” 7.g Packet Pg. 40 Page | 1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REQUEST FOR PROPOSAL RFP- 2020-05-15 JANITORIAL SERVICES FOR PITTSYLVANIA COUNTY PUBLIC LIBRARY BUILDINGS CHATHAM PUBLIC LIBRARY GRETNA PUBLIC LIBRARY BROSVILLE PUBLIC LIBRARY MT. HERMAN PUBLIC LIBRARY HISTORY CENTER May 15, 2020 CONTACTS: BARBARA ROBERTS, SENIOR ADMINISTRATIVE ASSISTANT (434) 432-3271 CONNIE GIBSON, PROCUREMENT MANAGER (434)432-7744 7.g.a Packet Pg. 41 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 2 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS JANITORIAL SERVICES RFP# 2020-05-15 Issue Date: May 15, 2020 Issuing: Pittsylvania County, Virginia, Purchasing Department Title: Janitorial Services for the Public Libraries Sealed Proposals Will Be Received Until 2:00 P.M., June 11, 2020 Mailing address: Connie Gibson Procurement Manager Pittsylvania County Purchasing Department P.O. Box 426 – 1 Center Street Chatham, VA 24531 Copies of the Proposal Documents may be obtained at the Purchasing Department located in County Administration Building 1 Center Street, Virginia, at no charge. You may also download this bid at www.pittsylvaniacountyva.gov website. All inquiries for proposal information should be directed to: Connie Gibson, Procurement Manager, telephone number: (434) 432-7744, Fax: (434) 432-7746, or connie.gibson@pittgov.org. PRE-PROPOSAL CONFERENCE: There will be no pre-proposal conference. Each prospective proposer is required to visit and inspect each work location before submitting their proposal. Proposals will only be accepted from proposers who have visited the work location and conferred with the branch manager at each library. Call each library for an appointment. Phone#s on page 4. All Proposals must be in a sealed envelope and clearly marked in the lower left corner: Sealed Proposal - RFP #2020-05-15, Janitorial Services for the Public Libraries. Proposals not so marked or sealed shall be returned to the offeror and will not be considered. Proposals shall clearly indicate the legal name, address and telephone number of the offeror (company, firm, partnership, individual). All expenses for making proposals to Pittsylvania County shall be borne by the offeror. All Proposals shall be received by 2:00 P.M., Thursday, June 11, 2020. Any proposal received after this time and date will not be considered. The offeror has the sole responsibility to have the proposal received by the Pittsylvania County Purchasing Department at the above address and by the above stated time and date. This procurement shall be conducted in accordance with the competitive negotiation procedures of the Virginia Public Procurement Act – Section 2.2- 4302.2 Note: The County of Pittsylvania, Virginia does not discriminate against faith-based organizations in accordance with the Code of Virginia, §§ 2.2-4343.1, 1950 as amended or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating to discrimination in employment or contracting. 7.g.a Packet Pg. 42 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 3 In Compliance with this Request for Proposal the named party hereby submits a proposal in response to Pittsylvania County to furnish services described in this RFP. The entire proposal, including Technical proposal, Proposal Cover Sheet, and any supplemental materials required to be provided by the offeror pursuant to the terms and conditions of the RFP, constitute the entire proposal. The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion or communication or conference, with any person to fix the bid price or affiant or any bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder, or to secure any advantage against Pittsylvania County or any person interested in the proposed contract. The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of this RFP, including all attachments and addenda, and agrees to be bound by those provisions, terms and conditions. Further, the party certifies that all information submitted in response to this RFP is correct and true. The person signing this form shall be an authorized signatory officer of the corporation or an individual authorized by the By-Laws of the Corporation that has been given authoritative responsibility to bind the firm in a contract. Name and Address of Firm: Date: By: Signature Print Name Title Telephone Number: e-mail: __________________ FIN:_______________________ REFERENCES: Provide at least three (3) references that you currently provide janitorial services for. Please include the company name, a contact person’s name and a phone number. 1. 2. 3. 7.g.a Packet Pg. 43 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 4 PURPOSE: The intent of this request for proposal is to establish a contract with a qualified firm to provide janitorial services for the Pittsylvania County Public Library system. Contract to begin July 1, 2020. 1. SCOPE OF WORK: The contractor shall furnish all labor and supervision to clean the following listed buildings: A. Chatham Public Library- 24 Military Drive in Chatham, VA.: 434-432-3271 B. Gretna Public Library and Learning Center/The Riddle Center, - 207 Coffey Street, Gretna, VA: 434-656-2579 C. Brosville Public Library- 11948 Martinsville Hwy. Danville, VA 24541 : 434-685-1285 D. Mount Herman Public Library- 4058 Franklin Turnpike, Danville, VA: 434- 835-0326 E. Pittsylvania County History Research Center and Library. The building is located at 340 Whitehead Street, Chatham, VA.: 434-432-8931 *Tentative Schedule- all cleaning shall take place after hours* Chatham - Tues / Thurs evening Open: Mon - Thurs 9:00 - 8:00 Fri - 9:00 - 5:00 Sat - 10:00 - 2:00 Gretna - Tues / Thurs evening Open: Mon, Tue, Thurs - 10:00 - 8:00 Wed & Fri - 10:00 - 6:00 Sat - 10:00 - 12:00 Mt Hermon - Mon / Thurs evening Open: Mon - Thurs - 10:00 - 8:00 Fri - 10:00 - 6:00 Sat - 10:00 - 2:00 Brosville - Wed evening Open: Mon - Thurs 9:00 - 8:00 Fri - 9:00 - 5:00 Sat - 10:00 - 2:00 History Center - Saturday afternoon Open: Tues - Sat - 10:00 - 2:00 7.g.a Packet Pg. 44 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 5 2. CONTRACTOR’S PERSONNEL: 1. Supervisor: The Contractor shall assign not less than one qualified supervisor to physically supervise the Contractor’s employees in each building and to ensure adherence to the cleaning schedule. The supervisor shall be responsible for all keys assigned to unlock spaces and for the security of the building. The supervisor also shall be responsible for the conduct and performance of the Contractor’s employees, and compliance with the following rules: a. Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted in the building. b. Contractor’s employees shall adhere to the library’s non-smoking environment. Smoking will not be permitted inside any building at any time. c. No loud or boisterous conduct will be permitted. d. Contractor’s employees will not open desk drawers or cabinets at any time. e. Contractor’s employees are not to use or tamper with computers, office machines, equipment, or employees’ personal property at any time, whether it is inside a desk or cabinet or not. f. Contractor’s employees may not use the library telephones at any time. g. Contractor’s employees shall be made aware of and follow safety procedures of the contractor and the library. h. No one shall be in the building during cleaning except for the Contractor’s employees and/or the library employees. i. The work shall be under the supervision of, and inspected by, the branch managers. 3. SPECIFICATIONS FOR THE WORK The following specifications are intended to serve as a guideline and apply to all bid items. The successful bidder shall perform all work to the complete satisfaction of the library. The successful bidder may deviate from the established standards if the library’s administrator or her representative approves the deviation, and if such deviation will improve the quality of service received by the library, provided the deviation does not affect a price increase in the cost of the contract. 1. Level of Service: The Contractor shall provide a level of cleaning equal to standards defined by the Building Service Contractor Association for adequate cleaning. Adequate shall be defined as a cleaning standard that will provide no serious criticism. 2. Cleaning times: The Contractor shall perform the tasks of each area or item in the frequencies specified: Each building shall be cleaned twice a week, per the branch manager’s discretion as to which days. The libraries close at 8:00 p.m. The Contractor and employees may not enter the buildings until after the library staff has secured them for the evening. There shall also be an annual cleaning at 7.g.a Packet Pg. 45 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 6 each building during the Memorial Day weekend in May; specific tasks to be performed annually appear in section five (Page 7). 3. Cleaning Supplies and Equipment: The Contractor shall furnish all equipment [such as buffing machine, vacuum cleaner, mops]; cleaning supplies [must be non-toxic products]; trash bags and wastebasket liners. The Library will furnish toilet paper, paper towels, and soap for the dispensers. The contractor shall not use any products, supplies, or equipment that are injurious or damaging to the surface to which they are applied or exposed. The Contractor shall be responsible for restoring/replacing any equipment/facilities, furniture, floor coverings, etc., so damaged. A. Dusting and Cleaning: The contractor shall dust and clean all horizontal surfaces weekly. Horizontal surfaces include desks, counter tops, chairs, tables, file cabinets, wall-mounted fixtures, picture frames, open space furniture, computer work stations and empty shelves and portions of shelves. B. Door moldings, baseboards, books (tops and spines) should also be dusted. Books do not need to be taken from shelves. All window sills and ledges should be dusted weekly. Surfaces shall be free from dust after dusting is completed. C. Trash Removal: All trash shall be removed from public areas, staff office areas and bathrooms. New liners shall be provided weekly or as needed. Spills shall be wiped from trash receptacles weekly. Waste containers and trash receptacles shall be kept clean inside and out. All trash shall be bagged prior to removal from each building. All outside ashtrays shall be emptied every week and absorbent material replaced monthly or as needed. D. Door and Window Care: Glass in all exterior entrance doors, interior vestibule doors, and vision panels in doors shall be cleaned of spots and smudges at each cleaning. Door push-pulls and kick plates shall be cleaned or polished as required to remain free of fingerprints, smudges, and kick marks E. Carpet and Mat Care: 1. All floors shall be spot-cleaned twice a week. Additional floor care shall be performed as outlined below. When dry dust mopping is required, mops must be treated to minimize or eliminate airborne dust. 2. All carpeted floors shall be vacuumed at each cleaning. Additional work shall be performed as outlined below. All loose paper, trash, and debris under furniture shall be removed. Carpet shall be thoroughly vacuumed weekly, moving furniture as necessary. Carpet shall be spot cleaned as necessary to remove spills and/or stains. 3. Entry mats shall be vacuumed and shaken-out at every cleaning. Mats shall be spot-cleaned as necessary to remove spills and stains. 7.g.a Packet Pg. 46 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 7 F. Tile, brick, and concrete floor care: 1. All brick entryway areas shall be cleaned at every cleaning. During inclement weather, these floors should be given special attention. 2. The vinyl tile flooring in office and work areas should be swept clean at each cleaning. They should be damp mopped weekly. 3. Restroom floors shall be damp mopped twice a week at all libraries with a germicidal cleaner. Restroom floors and baseboards, including grout joints, shall be brush scrubbed monthly. 4. The outside front entrance walk and the employee entryway should be swept at each cleaning. F. Ceiling care: 1. Dust and cobwebs shall be removed when clearly noticeable. Grills and diffusers shall be dusted semi-annually. G. Wall care: 1. All walls, doors, door jambs, window frames and light switches shall be spot-cleaned weekly to remove spills, soil marks, and graffiti. H. Restroom facilities: 1. Restroom stalls and walls shall be spot-cleaned twice a week with a germicidal cleaner. 2. All commodes, seats, lavatories, and urinals shall be cleaned at each cleaning using a germicidal cleaner with brush or swab as required, inside and out including the flushing rim. The exterior of all fixtures shall be wiped dry including piping. All fixtures shall be left free from stains, streaks, and any marks or deposits. 3. All mirrors shall be cleaned at every cleaning. 4. Wipe clean all soap, towel, and toilet tissue dispensers. Soap, toilet tissue, and paper towels shall be replenished at each cleaning. 5. All sanitary napkin receptacles shall be emptied and cleaned using a germicidal cleaner at every cleaning. I. Computer tables and Computer lab: All spots and soil marks shall be removed from computer tables at each cleaning. Tables and chairs shall be dusted with treated dust cloths to eliminate airborne dust weekly. J. Drinking Fountains shall be wiped clean with a sanitizing solution and polished at each cleaning. K. Miscellaneous: All lights in the library except for the safety lights shall be extinguished when cleaning has been completed. All graffiti and gum shall be removed as it appears. 7.g.a Packet Pg. 47 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 8 5. ANNUAL CLEANING: An annual cleaning shall be performed during the Memorial Day weekend in May. a. All carpeting shall be vacuumed and shampooed. b. All vinyl floors shall be stripped, sealed, and re-waxed. c. All upholstered and fabric-covered furniture shall be cleaned as needed. d. Complete shelf dusting shall be performed. e. Windows shall be cleaned f. Clean all furniture surfaces g. Glass display cases shall be cleaned h. Glass on inside and outside front doors shall be cleaned. 6. PLAN OF OPERATION: Within thirty days after the award of the contract, the Contractor shall submit to the library director a complete plan of operation to include the following: 1. Number of employees assigned to each area. 2. Name, address, and telephone number of each assigned manager and the assigned supervisory functions. Keys and security procedures: 1. Keys will be distributed by the branch manager at each library. The Contractor will sign for the keys at each building. 2. Unsecured areas: Areas shall only be unlocked at the time the cleaning begins. Keys shall not be used to unlock several cleaning areas simultaneously. 3. Keys may not be duplicated for any reason. Removal from Duty: The library may require the removal of any Contractor’s employee from the worksite who is deemed to be untrained, careless, and insubordinate, under the influence of drugs or alcohol, or incompatible with the library environment. 7. INSTRUCTIONS TO OFFERORS A. This procurement shall be conducted in accordance with the competitive negotiation procedures of Pittsylvania County Procurement Policy. The Procurement Policy is available at:www.pittsylvaniacounty.va.gov. B. Questions or requests for clarification may be emailed to Connie Gibson, Purchasing Manager at connie.gibson@pittgov.org. C. Three (3) copies and one (1) original indicated as “Original” of Proposals shall be submitted to: Pittsylvania County, Purchasing Department P.O. Box 426, 1 Center Street Chatham, VA 24531 7.g.a Packet Pg. 48 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 9 D. All Proposals must be in a sealed envelope or box and clearly marked with the following information: "Sealed Proposal, RFP #2020-05/15 Janitorial Services” and company name and address. Proposals not so marked or sealed may be returned to the Offeror and will not be considered. Proposals shall clearly indicate the legal name, address and telephone number of the Offeror (company, firm, partnership, or individual). Proposals shall be signed above the typed or printed name and title of the individual signing on behalf of the Offeror (page 3). All expenses incurred for submitting shall be borne by the Offeror. All Proposals shall be received by 2:00 PM on June 11, 2020 E. The Offeror shall submit a proposal that demonstrates and provides evidence that the Offeror is able to provide suitable goods and/or services and has the capabilities, professional expertise, and experience to provide janitorial services. 8. PROPOSAL REQUIREMENTS A. The proposal shall provide information necessary for Pittsylvania County to evaluate the qualifications, experience, and expertise of the proposing firm to perform janitorial services for five public libraries. The proposal shall also demonstrate the experience and capabilities of the Offeror in providing the goods and services to local and/or state governments. B. The proposal shall contain a CONCISE summary of the subject items described in the proposal evaluation criteria contained in this RFP, Section 9. C. The proposal shall clearly indicate primary contact and assigned personnel. Offeror shall provide the name of the Offeror and firm, if any, the address and telephone number, and the name and title of the primary and secondary individuals who would be responsible for providing these goods and/or services to the County. D. The proposal shall demonstrate Offerors experience in providing Scope of Services. E. Offeror shall provide a minimum of three references of other similar size organizations utilizing janitorial services that they have provided. The references shall include names, phone numbers and email addresses of key contact personnel. F. Offerors shall indicate any exceptions taken to any part of this Request for Proposals. Offerors shall fill out and clearly identify any proprietary information and return with proposal response. Identify the specificity of the data or other materials for which protection is sought, indicate the section and page number where it can be found in the Offerors RFP response and state the reasons why protection is necessary in accordance with the Code of Virginia, Chapter 43, § 2.2-4342. 7.g.a Packet Pg. 49 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 10 G. Offerors shall provide a table of contents and number all pages of their proposal response and shall fill out and return the cover page of this RFP signed by a person with corporate authority to enter into any contract which may result from the RFP. H. Offerors shall provide their current workload with particular reference to personnel and other resources being proposed. I. Offerors shall provide information on the corporate structure of their firm as well as any proposed subcontractors required to perform the required work. J. Offerors shall provide cost for services stated in the proposal. The cost shall be per monthly, per library. K. Offeror shall include a copy of their State Corporation Commission Certificate of Good Standing. 9. PROPOSAL EVALUATION CRITERIA A. Selection of the successful Offeror(s) will be based upon submission of proposals meeting the selection criteria. The Selection Committee (SSC) will use the following criteria in its review and evaluation of the Proposals: EVALUATION CRITERIA WEIGHT 1. Qualifications and Experience of Offeror in Providing Similar Services. 35 pts 2. Approach for Providing Services to Meet the Statement of Needs. 30 pts 3. Proposed price based on monthly charges. 25pts 4. Oral Presentation Interviews. (will only be conducted if deemed necessary by the County). 10 pts. If an interview is not needed proposals will be scored on a maximum of 90 points only. ATTACHMENTS THAT SHOULD BE RETURNED WITH BID: 1. Official Bid Form, page 3 2. Statement of Disclaimer, page 19 3. Contractor Eligibility, page 19 4. Attachment A- Price sheet, page 11 5. Copy of Insurance Certificate 7.g.a Packet Pg. 50 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 11 JANITORIAL SERVICES – All Branches of the County Library The cost below meets or exceeds all the specifications for the janitorial services requested in this request for proposal. LOCATION MONTHLY COST ANNUAL CLEANING COST IN MAY CHATHAM LIBRARY $_______________ $________________ GRETNA LIBRARY $________________ $________________ BROSVILLE LIBRARY $________________ $________________ MT. HERMAN LIBRARY $_________________ $________________ HISTORY AND RESEARCH $_________________ $_________________ GRAND TOTAL: $__________________________________________ LIST ANY EXCEPTIONS OR OTHER CHARGES THAT MAY OCCUR: **Return this form ** 7.g.a Packet Pg. 51 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 12 10. SPECIAL TERMS AND CONDITIONS A. REMOVAL FROM DUTY: The library may require the removal of any Contractor’s employee from the worksite who is deemed to be untrained, careless, and insubordinate, under the influence of drugs or alcohol, or incompatible with the library environment. B. PRE-PROPOSAL CONFERENCE: There will be no pre-proposal conference, but each prospective bidder is required to visit and inspect each work location before submitting a proposal. Proposals will only be accepted from visitors who have visited the work location and conferred with the branch manager. Call for an appointment. C. AWARD: The Selection Committee will evaluate the most responsive proposals as deemed by staff and may also ask questions of a clarifying nature from Offerors as required. A composite rating will be developed which indicates the group’s collective ranking of the written proposals in a descending order. If deemed necessary by the selection committee, the County may engage in individual discussions with two or more Offerors deemed the most fully qualified, responsible and suitable on the basis of the Selection Committee's evaluations. At the conclusion of any discussion, on the basis of evaluation factors as set at the time of issuance of this proposal and all information developed in the selection process to this point, the County shall select in the order of preference one or more Offerors whose qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted; beginning with the Offeror ranked first. Should the County determine in writing and in its sole discretion that only one Offeror is fully qualified or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror. Pittsylvania County reserves the right to award a contract to more than one Offeror, if it is in the Owner’s best interest. The County reserves the right to accept or reject any or all proposals received as a result of the request, to negotiate with any qualified firm or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of Pittsylvania County. D. RENEWAL OF CONTRACT: This contract may be renewed by the County for four (4) successive one- year periods under the terms and conditions of the original contract except as stated below. Price increases may be negotiated only at the time of renewal. Written notice of the County’s intention to renew shall be given approximately 30 days prior to the expiration date of each contract period. E. NON-APPROPRIATION BY PUBLIC BODY: Bidder acknowledges that Pittsylvania County is a governmental entity, and that contract validity is based upon the availability of public funding under the authority of the Board of Supervisors. In the event that public funds are unavailable and/or not appropriated for the performance of the County’s obligations under any 7.g.a Packet Pg. 52 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 13 contract, then the contract shall automatically expire without penalty to the County upon receipt of written 30-day notice by the County to the Contractor of the unavailability and/or non-appropriation of public funds. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award, as a result of this solicitation, the County will publicly post such notice on the Pittsylvania County website, www.pittsylvaniacountyva.gov and at the County Administration Building public board, located at 1 Center Street, Chatham, VA, 24531. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the County’s satisfaction at the contractor’s expense. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PURCHASING DEPARTMENT I. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS/OFFERORS 1. Reservation of County Rights: The County reserves the right to accept or reject any or all bids, to waive any informality and to make an award to a party other than the low bidder, if deemed in the best interest of the County, subject to the provisions under the Virginia Public Procurement Act. The County does not discriminate against faith-based organizations. 2. Laws of the Commonwealth: Any purchase order/contract resulting from this bid process shall be governed; in all respects whether as to its validity, construction, capacity, performance or otherwise; by the laws of the Commonwealth. Successful bidders providing goods to the County herewith assure the County that they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2-4311 of the Virginia Public Procurement Act which provides: In every contract of over $10,000 the provisions in 1 and 2 below apply: (1) During the performance of this contract, the contractor agrees as follows: A. Nondiscrimination Clause: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 7.g.a Packet Pg. 53 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 14 B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. (2) Subcontractors: The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. (3) Drug Free Workplace – During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that such provision will be binding upon each subcontractor or vendor. 3. Tax Exemption: The County is exempt from State sales, and use taxes and will issue a Certificate of Exemption upon request. Deliveries against any items of this bid procedure shall be free from any excise or transportation taxes. Excise exemption registration NO. 54-600-1508 may be used when required or necessary on behalf of the County. 4. Modifications, Additions, or Changes: Modifications, additions, or changes to the terms and conditions of this invitation to bid may be cause for rejection of your bid. All bids shall be entered on the official bid forms, if provided. Bidders who attach or submit bids on their or any other forms may be considered unresponsive and may be rejected if an official bid form is provided. 5. Delivery Point: Except when otherwise specified herein, all items shall be F.O.B. delivered to any point within the County as directed by the Central Purchasing Department. 6. Transportation and Packaging: The authorized agent by signing this bid certifies and warrants that the bid price offered for F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is based on the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description and number, size and quantity. 7.g.a Packet Pg. 54 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 15 7. Evaluation of Bid Documents: If any prospective bidder is in doubt as to the true meaning of any part of the specifications or other bid documents, the prospective bidders shall submit a written request, within the time frame provided, after receipt of the invitation to bid to the Central Purchasing Department. The Central Purchasing Department will have final authority to review any discrepancies or deficiencies in the specifications and then make the necessary interpretations or revisions. Interpretations or revisions shall be made official by the issuance of any necessary addendum and distributed to all potential bidders. The Central Purchasing Department will not be responsible for explanations or interpretations of the bid documents, except as issued in writing by the Purchasing Manager and/or County Administrator. 8. Default: In the case of default by the successful bidder or failure to deliver the goods or services ordered by the time specified, the Department of Central Purchasing, after due written notice may procure these goods or services from other sources and hold the defaulting vendor responsible for any excess cost occasioned thereby. 9. Anti-Collusion Certification: The authorized agent by signing this bid certifies and warrants that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The signing agent understands collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The signing agent also agrees to abide by all conditions of this bid and certifies that he or she is duly authorized to sign this bid for the bidder represented herein. 10. Kickbacks: The signing agent certifies and warrants that neither he/she nor the bidder from whom he/she is authorized to act has offered or received any kickback from any other bidder, suppliers, manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchange. Further, no person shall demand or receive any payment, loan, subscription, advance, deposit of money, services or anything of value in return for an agreement not to compete on a public contract. 11. Gifts by Bidder, Offeror, Contractor, or Subcontractor: No bidder, offeror, contractor, or subcontractor, shall confer on any public employee or official having formal responsibility for a procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. 12. Termination/Cancellation of Contract: Subject to the provisions below, the contract may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then 7.g.a Packet Pg. 55 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 16 this contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience In the event that this contract is terminated or cancelled upon request and for the convenience of the County, without the required thirty (30) days advance written notice, then the County shall negotiate reasonable termination costs, if applicable. B. Termination for Cause Termination by the County for cause, default or negligence on the party of the appraiser or firm shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination of Cause. C. Non-Appropriation Clause/Termination due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be cancelled and the contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. 13. Quantities: Quantities set forth in this invitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such total quantities are more or less than those shown. 14. Ordering: All orders from the County shall be issued by the Central Purchasing Department. A County purchase order number is required for the contract; yet partial order quantities and deliveries will be accepted upon request or as outlined in the Special Specifications, by the Central Purchasing Department. No other department or personnel other than those in the Central Purchasing Department of the County are qualified to issue purchase orders, make changes in orders, or accept delivery on orders under this contract without specific written authorization being received by the contractor from the Central Purchasing Department or as otherwise specified in the Special Specifications. 15. Invoices/Billing Process: Invoices for items ordered, delivered, and accepted by the Central Purchasing Department or authorized departments shall be submitted by the contractor directly to the Accounting Department, at the address shown on the purchase order. The purchase order number must be referenced on all invoices regardless of quantities delivered, backordered, etc. Any outstanding quantities not included in the billing or invoice should be shown on a separate statement specifically marked, as not being an invoice for payment yet is an accountability of items and cost outstanding. 16. Discounts: All bids will be evaluated and awarded on net prices. Cash discounts will not be considered in making awards. If cash discounts for prompt payment are offered, it must be clearly shown on the bid forms in the space provided. On monthly invoices 7.g.a Packet Pg. 56 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 17 any payment terms must be clearly marked. The County will attempt to take advantage of any such discounts provided our timetable allows us to do so. 17. Hold Harmless: The successful contractor assumes and agrees to indemnify, defend and hold harmless Pittsylvania County, Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, labor, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence on the part of the using agency or to the manner outlined by the contractor and description literature or specifications submitted with the contractor’s bid. 18. Warranty: The contractor shall provide warranty documents on any material, goods or equipment of any kind or nature provided by the contractor, his subcontractor or other agents. The warranty shall be in effect for the period of time specified. 19. Contractual Intent Upon successful award of this bid by the County, it is the County’s intent to have a written contract fully executed by all participating parties. This contract shall delineate the capacity, performances and considerations for all parties involved. The contents of the bid submitted by the successful bidder and the bid specifications shall become a part of any contract awarded as a result of these specifications. The successful vendor will be expected to sign a “Standard Contract for Services” with the County. Sample contracts may be submitted by either party at the time of the bid, however, the County reserves the right to use its uniform contract format over all samples submitted. 20. Insurance By signing and submitting a bid/proposal under this solicitation, the Bidder/Offeror certifies that if awarded the contract, it will maintain all required Worker’s Compensation, Employer’s Liability, Commercial General Liability and Automobile Liability insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Copies of insurance certificates shall be submitted with all bids/proposals. 21. Use of Name Brands Within These Specifications: The name of a certain brand, make, manufacturer, or definite specification is to denote the quality to the specific brand, make, manufacturer, or specification named; it is to set forth and convey to prospective bidders the general style, type, character and quality of article desired, and wherever in specifications or contract documents a particular brand, make of materials, device or equipment shall be regarded merely as a standard. Any other brand, make of material, device or equipment which is recognized the equal of that specified, considering quality, workmanship and economy of operation and is suitable for the purpose intended, shall be considered responsive to the specifications. 7.g.a Packet Pg. 57 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 18 22. Access To Records: The County Administrator or his duly authorized agent, shall, until the expiration of three (3) years following the final payment on this Agreement, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Lessor and Assignee involving transactions related to this Agreement. Lessor and Assignee shall have the reciprocal right, until the expiration of three (3) years following final payment on this Agreement, to have access to and examine and copy any directly pertinent books, documents, papers and records of the County Administrator in the event of litigation or arbitration involving this Agreement, rights of access, examination and copying hereunder granted to Lessor, Assignee, and Lessee shall continue until such claims have been finally disposed of. Attach 7.g.a Packet Pg. 58 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Page | 19 STATEMENT OF DISCLAIMER RE: 2020-03-10 This is to certify that no employee, official, or elected officer of the County of Pittsylvania has a proprietary interest in the company, corporation, partnership, or other organization, furnishing the goods and/or services, or stands to benefit personally from the furnishing of such goods or services as referenced above. FIRM: _________________________ BY: _________________________ TITLE: ________________________ CONTRACTOR ELIGIBILITY CERTIFICATION This is to certify that this person/firm/corporation has not been barred from bidding on contracts any agency of the Commonwealth of Virginia, nor is this person/firm/corporation a part of any firm/corporation that has been barred from bidding on contracts by any agency of the Commonwealth of Virginia. ______________________________ Name of Official ______________________________ Title ______________________________ Firm or Corporation 7.g.a Packet Pg. 59 Attachment: RFP 2020-05-15- Janitorial Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) County of Pittsylvania, VA Contract Number: 20200722 This contract entered into this 22nd of July, 2020, by Derricks Cleaning, Inc, hereinafter called the “Contractor” and County of Pittsylvania called the “Purchasing Agency.” WITNESSETH that the Contractor and the Purchasing Agency, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows: SCOPE OF SERVICES: The Contractor shall provide the services to the County of Pittsylvania as set forth in the RFP 2020-05-15, Janitorial Services for Pittsylvania County Libraries and proposal received. Cost: $23,760.00 per year. PERIOD OF PERFORMANCE: PERIOD OF PERFORMANCE: From: 7/22/2020 through 6/30/2020 with four- (1) one- year optional renewals. The contract documents shall consist of and incorporated herein: A. This signed form; B. The following portions of the Request for Proposals: (1) Scope of services, RFP 2020-05-15 (2) Pittsylvania County General Terms and Conditions (3) Pittsylvania County Special Terms and Condition C. The Provider’s Proposal dated 06/08/2020 and; IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby. CONTRACTOR: PURCHASING AGENCY: By: _________________________________________ By: _______________________________ Title: _________________________________________ Title: _______________________________ Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. 7.g.b Packet Pg. 60 Attachment: Contract - Janitorial, Library (2081 : Janitorial Services for Libraries Award (Staff Contact: Connie M. Gibson)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Mt. Hermon Fire and Rescue Public Safety Staff Housing Agreement Approval (Staff Contact: Christopher C. Slemp) Staff Contact(s): Christopher C. Slemp Agenda Date: July 21, 2020 Item Number: 7.h Attachment(s): Mt. Hermon Housing Agreement - 2020 Reviewed By: SUMMARY: County EMS Staff are currently located/housed at three (3) locations in the County: Hurt, Chatham, and Mt. Hermon Fire and Rescue (“Mt. Hermon”). For the Board’s review and consideration, attached is a Housing Agreement (“Agreement”) that allows County EMS Staff to be located/housed at Mt. Hermon. The County will pay Mt. Hermon $600 monthly for expenses associated with allowing said County EMS Staff location/housing. The County has had similar agreements in the recent past allowing County EMS Contract Staff to be located/housed at Mt. Hermon. FINANCIAL IMPACT AND FUNDING SOURCE: The Agreement’s cost was factored into the total EMS Budget. $600/month RECOMMENDATION: County Staff recommends the Board approve the Agreement as presented. MOTION: “I make a Motion to approve the Agreement as presented.” 7.h Packet Pg. 61 Page 1 of 5 RENTAL AGREEMENT This Rental Agreement (“Agreement”) is made effective as of July, 1, 2020, by and between the Pittsylvania County, Virginia (“County”), a political subdivision of the Commonwealth of Virginia, whose address is 1 Center Street, P.O. Box 426, Chatham, Virginia 24531, and Mount Hermon Fire and Rescue (“MHFR), an independent corporation, whose address is 4268 Franklin Turnpike, Danville, Virginia (individually “Party;” collectively “Parties”). I. AGREEMENT A. MHFR shall provide housing (consisting of a bedroom and an office space), twenty- four (24) hours per day, seven (7) days per week, at 4268 Franklin Turnpike, Danville, Virginia (“Property”), for County Public Safety Staff providing backup 911 EMS call coverage in the County’s legal boundaries and property. B. The County shall pay, monthly, the sum of six hundred dollars and no cents ($600) for rent per month for the Property. II. TERMS A. This Agreement shall commence on July 1, 2020, and be in legal effect for a term of twelve (12) consecutive calendar months, expiring on July 31, 2021. B. Unless terminated, this Agreement hall automatically renew on the first (1st) day of August 2021, annually. C. This Agreement may be cancelled, in writing, by either Party with at least sixty (60) days written notice to the other Party. D. The County shall be responsible to make repairs to the Property, if it is proven by a court of competent jurisdiction that damage to either the Property was the result of willful misconduct, actual malice, or gross negligence. E. MHFR shall be responsible to maintain the Property and bear the cost, solely, for any repair associated with normal operation(s) of the Property. F. It shall be the sole responsibility of the County Public Safety Staff to notify, as soon as possible, MHFR of any issues arise with the Property. G. Notwithstanding any other provision in this Agreement the contrary, if the County fails during any fiscal year to appropriate or allocate sufficient funds to pay the amounts to be paid by the County pursuant to the provisions of this Agreement which become due or payable during such fiscal year, then this Agreement and all 7.h.a Packet Pg. 62 Attachment: Mt. Hermon Housing Agreement - 2020 (2093 : Mt. Hermon Fire & Rescue Public Safety Staff Housing Agreement Approval (Staff Page 2 of 5 the obligations of the County hereunder shall automatically terminate at the end of the fiscal year in which such non-appropriation occurs. The County agrees to use its reasonable efforts to obtain any necessary funding contemplated by this Agreement, on an annual basis. H. In addition to any and all other rights a Party may have available according to law, if a Party defaults by failing to substantially perform any provision, term, or condition of this Agreement (including without limitation the failure to make a monetary payment when due), the other Party may terminate the Agreement by providing written notice to the defaulting Party. This notice shall describe with sufficient detail the nature of the default. The Party receiving such notice shall have thirty (30) days from the effective date of such notice to cure the default(s). Unless waived in writing by a party providing notice, the failure to cure the default(s) within such time period shall result in the automatic termination of this Agreement. I. If performance of this Agreement or any obligation under this Agreement is prevented, restricted, or interfered with by causes beyond either Party's reasonable control ("Force Majeure"), and if the Party unable to carry out its obligations gives the other Party prompt written notice of such event, then the obligations of the Party invoking this provision shall be suspended to the extent necessary by such event. The term Force Majeure shall include, without limitation, acts of God, fire, explosion, vandalism, storm, or other similar occurrence, orders, or acts of military or civil authority, or by national emergencies, insurrections, riots, or wars, or strikes, lock-outs, or work stoppages. The excused Party shall use reasonable efforts under the circumstances to avoid or remove such causes of non-performance and shall proceed to perform with reasonable dispatch whenever such causes are removed or ceased. An act or omission shall be deemed within the reasonable control of a Party if committed, omitted, or caused by such Party, or its employees, officers, agents, or affiliates. J. The legal venue for any litigation arising out of this Agreement shall be the appropriate Court in the County of Pittsylvania, Virginia. K. This Agreement contains the entire agreement of the Parties, and there are no other promises or conditions in any other agreement, whether oral or written, concerning the subject matter of this Agreement. This Agreement supersedes any prior written or oral agreements between the Parties. L. If any provision of this Agreement is held to be invalid or unenforceable for any reason, the remaining provisions will continue to be valid and enforceable. If a Court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision will be deemed to be written, construed, and enforced as so limited. 7.h.a Packet Pg. 63 Attachment: Mt. Hermon Housing Agreement - 2020 (2093 : Mt. Hermon Fire & Rescue Public Safety Staff Housing Agreement Approval (Staff Page 3 of 5 M. This Agreement may be modified or amended in writing by mutual agreement of the Parties, if the writing is signed by the Party obligated under the amendment. N. This Agreement shall be construed in accordance with the laws of the Commonwealth of Virginia. O. Any notice or communication required or permitted under this Agreement shall be sufficiently given if delivered in person or by certified mail, return receipt requested, to the address set forth in the Agreement’s opening paragraph, or to such other address as one (1) Party may have furnished to the other in writing. P. The failure of either Party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that Party's right to subsequently enforce and compel strict compliance with every provision of this Agreement. Q. In any action arising hereunder, or any separate action pertaining to the validity of this Agreement, each Party shall its own attorneys’ fees, litigation fees, or other legal expenses. requiring R. The rule construction or interpretation against the drafter is waived. The Agreement shall be deemed as if it were drafted by both Parties in a mutual effort. S. This Agreement shall inure to the benefit of, and shall bind the heirs, successors, and assigns of the Parties. T. No assignment of MHFR’s rights under this Agreement shall be made without the County’s prior written consent. U. MHFR shall have appropriate insurance, at appropriate levels, on the Property at all times during this Agreement. 7.h.a Packet Pg. 64 Attachment: Mt. Hermon Housing Agreement - 2020 (2093 : Mt. Hermon Fire & Rescue Public Safety Staff Housing Agreement Approval (Staff Page 4 of 5 III. LIABILITIES A. To the extent allowed by Virginia law, MHFR shall not bear any liability for the actions, conduct, negligence, or misconduct of the County’s Public Safety Staff, whether civil or criminal, while operating on assignment at the Property owned by MHFR. B. MHFR agrees to indemnify and save harmless the County, its officers, agents, employees, and volunteers from any and all losses, expenses, costs and claims, including but not limited to costs of investigation, all reasonable attorneys’ fees (whether or not litigation results), and the cost of any appeal, occurring or arising in connection with MHFR, its agents’, subcontractors’, employees’, or volunteers’ negligence or wrongful acts or omissions in connection with its performance of this Agreement. Nothing contained in this Contract shall be deemed to be a waiver of the County’s sovereign immunity. IV. SIGNATURES Witness the following signatures and seals: PITTSYVLANIA COUNTY, VIRGINIA By: _____________________________________________________ Name (Printed):____________________________________________ Its:_______________________________________________________ COMMONWEALTH OF VIRGINIA COUNTY OF ______________: BE IT REMEMBERED, that before me on this ___ day of ______________, 2020, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. _____________________________ NOTARY PUBLIC APPROVED AS TO FORM __________________________ J. Vaden Hunt, Esq. Pittsylvania County Attorney 7.h.a Packet Pg. 65 Attachment: Mt. Hermon Housing Agreement - 2020 (2093 : Mt. Hermon Fire & Rescue Public Safety Staff Housing Agreement Approval (Staff Page 5 of 5 MOUNT HERMON FIRE AND RESCUE, INC. By: ______________________________________________________ Name (Printed):_____________________________________________ Its:________________________________________________________ COMMONWEALTH OF VIRGINIA COUNTY/CITY OF ______________: BE IT REMEMBERED, that before me on this ___ day of ______________, 2020, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. ______________________________ NOTARY PUBLIC 7.h.a Packet Pg. 66 Attachment: Mt. Hermon Housing Agreement - 2020 (2093 : Mt. Hermon Fire & Rescue Public Safety Staff Housing Agreement Approval (Staff Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Revised Local Work Plan During Local Emergency Proclamation Adoption (Staff Contact: Holly E. Stanfield) Staff Contact(s): Holly E. Stanfield Agenda Date: July 21, 2020 Item Number: 7.i Attachment(s): 07-21-2020 Employee Work Plan During Emergency Reviewed By: SUMMARY: County Staff has revised the Local Work Plan During Local Emergency (“Local Work Plan”) Proclamation that was previously approved by the Board, removing the language regarding accrual of special leave hours. For the Board’s review and consideration, a copy of the revised Local Work Plan is attached. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve the revised Local Work Plan as presented. MOTION: “I make a Motion to approve the revised Local Work Plan as presented.” 7.i Packet Pg. 67 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REVISED EMPLOYEE WORK PLAN DURING LOCAL EMERGENCY PROCLAMATION WHEREAS, due to the growing occurrences of COVID-19, a communicable disease that threatens the public health, Pittsylvania County, Virginia (“County”), is facing dangerous public health and safety conditions that necessitate the proclamation of the existence of an emergency; and WHEREAS, on March 12, 2020, Ralph S. Northam, Governor of the Commonwealth of Virginia, declared a statewide state of emergency due to COVID-19; and WHEREAS, on March 13, 2020, Donald J. Trump, President of the United States of America, signed a Declaration of National Emergency due to COVID-19, effective March 1, 2020. WHEREAS, on March 17, 2020, at 7 P.M., under the authority of § 44-1.146.2, Code of Virginia, 1950, as amended, David M. Smitherman, County Administrator, declared a Local Emergency, effective March 1, 2020; and WHEREAS, on March 17, 2020, the Pittsylvania County Board of Supervisors (“Board”) consented to the County Administrator’s Declaration of Local Emergency; and WHEREAS, under the Code of Virginia and his Employment Agreement, the County Administrator has the power and duty to determine the work schedule of certain employees covered by the County Personnel Policy. NOW THEREFORE, BE IT RESOLVED AND PROCLAIMED, during the Local Emergency, that the County Administrator may schedule County employee work activity, including teleworking, to minimize potential COVID-19 exposure, while maintaining County business operations; and BE IT FURTHER RESOLVED AND PROCLAIMED, during the Local Emergency, if County offices remain open, the County Administrator and the Board intend to continue normal pay practices for employees covered by the County Personnel Policy, exempt and non-exempt, ensuring that employees are “made whole” even if work schedules are changed; and BE IT FINALLY RESOLVED AND PROCLAIMED, during the Local Emergency, if the President of the United States, the Governor of the Commonwealth of Virginia, or the County Administrator determine that County Government Offices must close due to COVID-19, the County Administrator, as directed and consented to by the Board, will compensate County employees as follows: 7.i.a Packet Pg. 68 Attachment: 07-21-2020 Employee Work Plan During Emergency (2088 : Revised Local Work Plan During Local Emergency Proclamation 1. Essential, non-exempt County employees covered by the County’s Personnel Plan will be expected to work as directed by the County Administrator and/or their Supervisor and will be compensated per their usual rate of pay during the Local Emergency period, and 2. Non-essential exempt and non-exempt employees will remain at home and will be compensated per their usual rate of pay during the Local Emergency period. Given under my hand this 21st day of July, 2020. __________________________________ Robert (“Bob”) W. Warren, Chairman Pittsylvania County Board of Supervisors ATTEST: _________________________________ David M. Smitherman, Clerk Pittsylvania County Board of Supervisors 7.i.a Packet Pg. 69 Attachment: 07-21-2020 Employee Work Plan During Emergency (2088 : Revised Local Work Plan During Local Emergency Proclamation Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Pet Center Positions Merger Change Approval (Staff Contact: Holly E. Stanfield) Staff Contact(s): Holly E. Stanfield Agenda Date: July 21, 2020 Item Number: 7.j Attachment(s): Reviewed By: SUMMARY: County Staff desires to combine two (2) part-time positions at the Pet Center into one (1) full- time position. FINANCIAL IMPACT AND FUNDING SOURCE: Currently, the total cost of the two (2) part-time positions is $37,108.44. The total cost of one (1) full-time position (including benefits) is $33,481.42, resulting in a savings of $3,627.02. RECOMMENDATION: County Staff recommends the Board approve the Pet Center positions merger change as presented. MOTION: “I make a Motion to approve the Pet Center positions merger change as presented.” 7.j Packet Pg. 70 Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Telework Policy Adoption (Staff Contact: Holly E. Stanfield) Staff Contact(s): Holly E. Stanfield Agenda Date: July 21, 2020 Item Number: 7.k Attachment(s): 2020 Telecommuting Policy and Procedure (formal) 2020 Temporary Telecommuting Policy 2020 Telecommuting Application 2020 Short Term Telecommuting Agreement 2020 Telecommuting Activity Log and Time Sheet Reviewed By: SUMMARY: Due to the current COVID-19 Pandemic, County Staff has learned that there are employees that are able to successfully telework. County Staff has drafted a Telecommuting Policy, attached, for the Board’s review and consideration. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board approve the Telecommuting Policy and attached documents as presented. MOTION: “I make a Motion to approve the Telecommuting Policy and attached documents as presented.” 7.k Packet Pg. 71 Telecommuting Policy and Procedure Purpose Telecommuting is a flexible work arrangement that enables employees to achieve a more successful balance between work responsibilities and family life. Telecommuting allows employees to work at home, on the road or in a satellite location for all or part of their workweek. Pittsylvania County considers telecommuting to be a viable work option when both the employee and the job are suited to such an arrangement. Telecommuting may be appropriate for some employees and jobs but not for others. Telecommuting is not an entitlement, it is not a guaranteed benefit, and it in no way changes the terms and conditions of employment with Pittsylvania County. Procedures Telecommuting is a privilege, not a right. All County employees who telecommute must have an approved telecommuting agreement under this policy. Telecommuting can be informal, such as working from home for a short-term project or on the road during business travel, or a formal, set schedule of working away from the office as described below. Either an employee or a supervisor can suggest telecommuting as a possible work arrangement. Any telecommuting arrangement made will be on a trial basis for the first three months and may be discontinued or modified at will and at any time at the request of either the telecommuter or Pittsylvania County. Every effort will be made to provide reasonable notice of such change to accommodate commuting and other issues that may arise from the termination or modification of a telecommuting arrangement. There may be instances, however, when no notice is possible. An employee needs to complete a Telecommuting Application and submit to his/her supervisor for consideration. Eligibility Individuals requesting formal telecommuting arrangements must be employed with Pittsylvania County for a minimum of 12 months of continuous, regular employment and must have a satisfactory performance record. Only full-time employees are eligible for telecommuting consideration. Before entering into any telecommuting agreement, the employee and supervisor, with the assistance of the human resource department, will evaluate the suitability of such an arrangement, reviewing the following areas: 7.k.a Packet Pg. 72 Attachment: 2020 Telecommuting Policy and Procedure (formal) (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) ▪ Employee suitability. The employee and supervisor will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful telecommuters. ▪ Job responsibilities. The employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement. ▪ Equipment needs, workspace design considerations and scheduling issues. The employee and supervisor will review the physical workspace needs and the appropriate location for the telework. ▪ Tax and other legal implications. The employee must determine any tax or legal implications under IRS, state and local government laws, and/or restrictions of working out of a home-based office. Responsibility for fulfilling all obligations in this area rests solely with the employee. All telecommuting agreements must be approved by the Human Resources Manager and the County Administrator (or Deputy County Administrator) prior to beginning telecommuting. Once approved, a telecommuting agreement will be prepared and signed by all parties, and a three-month trial period will commence. Evaluation of telecommuter performance during the trial period will include regular interaction by between the employee and the supervisor, and weekly face-to-face meetings to discuss work progress and problems. At the end of the trial period, the employee and supervisor will meet to evaluate the effectiveness of the arrangement and make recommendations for continuance or modifications. Evaluation of telecommuter performance beyond the trial period will be consistent with that received by employees working at the office in both content and frequency but will focus on work output and completion of objectives rather than on time-based performance. Employees who telecommute must be available to work at their regular worksite on telecommuting days if needed and as directed by their supervisor. An appropriate level of communication between the telecommuter and supervisor will be agreed to as part of the discussion process and will be more formal during the trial period. After conclusion of the trial period, the supervisor and telecommuter will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved. Equipment On a case-by-case basis, Pittsylvania County will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs (including hardware, software, modems, phone and data lines and other office equipment) for each telecommuting arrangement. The human resource and information technology departments will serve as resources in this matter. Equipment supplied by the organization will be maintained by the organization. Equipment supplied by the employee, if deemed appropriate by the organization, will be maintained by the employee. Pittsylvania County accepts no responsibility for damage or repairs to employee-owned 7.k.a Packet Pg. 73 Attachment: 2020 Telecommuting Policy and Procedure (formal) (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) equipment. Pittsylvania County reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the organization is to be used for business purposes only. The telecommuter must sign an inventory of all Pittsylvania County property received and agree to take appropriate action to protect the items from damage or theft. Upon termination of employment, all company property will be returned to the company, unless other arrangements have been made. Pittsylvania County will supply the employee with appropriate office supplies (pens, paper, etc.) as deemed necessary. All expenditures must be approved in advance by the supervisor. The employee will establish an appropriate work environment within his or her home for work purposes. Pittsylvania County will not be responsible for costs associated with the setup of the employee's home office, such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space. Security Consistent with the organization's expectations of information security for employees working at the office, telecommuting employees will be expected to ensure the protection of proprietary company and customer information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment. Safety Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Pittsylvania County will provide each telecommuter with a safety checklist that must be completed at least twice per year. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by the company's workers' compensation policy. Telecommuting employees are responsible for notifying the employer of such injuries as soon as practicable. The employee is liable for any injuries sustained by visitors to his or her home worksite. Telecommuting is not designed to be a replacement for appropriate child care. The focus of the arrangement must remain on job performance and meeting business demands. Prospective telecommuters are encouraged to discuss expectations of telecommuting with family members prior to entering a trial period. Time Worked Telecommuting employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record all hours worked using Pittsylvania County's time-keeping system. 7.k.a Packet Pg. 74 Attachment: 2020 Telecommuting Policy and Procedure (formal) (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) All policies and procedures set forth in the Pittsylvania County Personnel Policies Manual applicable at the regular worksite are applicable while telecommuting. Failure to comply may result in the immediate termination of the telecommuting agreement. This includes, but is not limited to: • Telecommuting employees must perform designated work during scheduled work hours. • Non-exempt employees must account for and report all hours worked on the Weekly Telecommuting Time Sheet and submit to their supervisor weekly for approval. • Non-exempt employees may work overtime only when directed to do so and approved in advance by their supervisor. • Employees must obtain approval to use vacation, sick, or other leave in the same manner as employees who do not telecommute. • Telecommuting employees who become ill must report the hours actually worked, and use sick leave for hours not worked. Ad Hoc Arrangements Temporary telecommuting arrangements may be approved for circumstances such as inclement weather, special projects, business travel, in the event of emergency or pandemic. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance. Please refer to the Temporary Telecommuting Policy for details. All informal telecommuting arrangements are made on a case-by-case basis, focusing first on the business needs of the organization. 7.k.a Packet Pg. 75 Attachment: 2020 Telecommuting Policy and Procedure (formal) (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) State of Emergency Telecommuting Policy In the event of an emergency such as a weather disaster or pandemic, Pittsylvania County may allow or require employees to temporarily work from home to ensure business continuity. Procedures In the event of an emergency, Pittsylvania County may require certain employees to work remotely. These employees will be advised of such requirements by the department supervisor. Preparations should be made by employees and supervisors well in advance to allow remote work in emergency circumstances. This includes appropriate equipment needs, such as hardware, software, phone and data lines. The IT department is available to review these equipment needs with employees and to provide support to employees in advance of emergency telework situations. For voluntary telework arrangements, either the employee or department supervisor can initiate a telecommuting agreement during emergency circumstances. The employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement, including equipment needs, workspace set-up and scheduling issues. Non-exempt employees approved for telecommuting under this policy must complete a Telecommuting Activity Log and Time Sheet form daily and submit to his or her supervisor. This form is to be submitted with the regular monthly time sheet. A telecommuting agreement will be prepared by Human Resources and signed by the employee and his or her supervisor. The employee will establish an appropriate work environment within his or her home for work purposes. Pittsylvania County will not be responsible for costs associated with the setup of the employee's home office, such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space. The employee agrees to make arrangements for dependent care, if applicable, in order to focus on job responsibilities and meet business demands. Pittsylvania County will determine the equipment needs for each employee on a case-by-case basis. Equipment supplied by the organization is to be used for business purposes only. Consistent with the organization's expectations of information security for employees working at the office, telecommuting employees will be expected to ensure the protection of proprietary company and customer information accessible from their home office. Employees should not assume any specified period of time for emergency telework arrangements, and Pittsylvania County may require employees to return to regular, in-office work at any time. 7.k.b Packet Pg. 76 Attachment: 2020 Temporary Telecommuting Policy (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) Telecommuting Application Individuals requesting formal telecommuting arrangements must be employed with Pittsylvania County for a minimum of 12 months of continuous, regular employment and must have a satisfactory performance record. Employee Name: Title: Department: Date of Hire: Supervisor: Time period I would like to telecommute: Number of days per week I would like to telecommute: Please discuss why you are interested in telecommuting and describe how you think your job responsibilities are suited for telecommuting: Please discuss your plan for childcare arrangements, if applicable, and how you plan to accomplish your job duties: 7.k.c Packet Pg. 77 Attachment: 2020 Telecommuting Application (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) Supervisor I have discussed the possibility of telecommuting with the above-mentioned employee. I believe this employee is a good candidate based on job responsibilities and performance in his or her current position. Supervisors Signature: Date: Applicant I have discussed telecommuting with my supervisor and understand that my application does not guarantee that I will be eligible to telecommute. I have read the telecommuting policy and understand that it is not an entitlement and that it is not appropriate for every employee. I understand that telecommuting can be terminated at any time by Pittsylvania County or me. Applicant Signature: Date: Human Resources Your Request is: Approved Not Approved Reason: Approved By: Supervisor: ______________________________ Date: ____________________ Human Resources: Date: _____________________ County Administrator: Date: 7.k.c Packet Pg. 78 Attachment: 2020 Telecommuting Application (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) Short Term Telecommuting Agreement Employee Information Name: ____________________________________ Date of Hire: Job Title: Department: FLSA status: Exempt Nonexempt This short-term telecommuting agreement will begin and end on the following dates: Start date: _______________ End date: _______________ Temporary Work Location: ________________________________________________ Employee Schedule: _____________________________________________________ The employee agrees to the following conditions: • The employee will remain accessible and productive during scheduled work hours. • Nonexempt employees will record all hours worked and meal periods taken in accordance with regular timekeeping practices. • Nonexempt employees will obtain supervisor approval prior to working unscheduled overtime hours. • The employee will report to the employer's work location as necessary upon directive from his or her supervisor. • The employee will communicate regularly with his or her supervisor and co-workers, which includes a weekly written report of activities. • The employee will comply with all Pittsylvania County rules, policies, practices and instructions that would apply if the employee were working at the employer's work location. • The employee will maintain satisfactory performance standards. • The employee will make arrangements for regular dependent care and understands that telecommuting is not a substitute for dependent care. In state of emergency circumstances, exceptions may be made for employees with caregiving responsibilities. • The employee will maintain a safe and secure work environment at all times. • The employee will report work-related injuries to his or her manager as soon as practicable. 7.k.d Packet Pg. 79 Attachment: 2020 Short Term Telecommuting Agreement (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) • The employee agrees that Pittsylvania County equipment will not be used by anyone other than the employee and only for business-related work. The employee will not make any changes to security or administrative settings on Pittsylvania County equipment. The employee understands that all tools and resources provided by the company shall remain the property of the company at all times. • The employee agrees to protect company tools and resources from theft or damage and to report theft or damage to his or her manager immediately. • The employee agrees to comply with Pittsylvania County’s policies and expectations regarding information security. The employee will be expected to ensure the protection of proprietary company and customer information accessible from their home offices. • The employee understands that all terms and conditions of employment with the Pittsylvania County remain unchanged, except those specifically addressed in this agreement. • The employee understands that management retains the right to modify this agreement on a temporary or permanent basis for any reason at any time. • The employee agrees to return any and all company equipment and documents within five days of termination of employment. Pittsylvania County will provide the following equipment: Pittsylvania County will reimburse employee for the following expenses: Requested by: Employee signature: ___________________________ Date: ___________________ Your Request is: Approved Not Approved If not approved, please list reason: Approved by: Manager: ______________________________ Date: ____________________ Human Resources: Date: _____________________ County Administrator: Date: 7.k.d Packet Pg. 80 Attachment: 2020 Short Term Telecommuting Agreement (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) Telecommuting Activity Log and Time Sheet Must be completed on a daily basis for each hour worked. Employee Name: Department: DAY: Thursday DATE: 7/9/2020 ACTIVITY DESCRIPTION START TIME END TIME DURATION 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 7.k.e Packet Pg. 81 Attachment: 2020 Telecommuting Activity Log and Time Sheet (2090 : Telework Policy Adoption (Staff Contact: Holly E. Stanfield)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Rezoning Case R-20-014; Shockoe Solar, LLC; Banister Election District; R-1, Residential Suburban Subdivision District, and RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (Contact: Supervisor: Miller) Staff Contact(s): Emily S. Ragsdale Agenda Date: July 21, 2020 Item Number: 10.A.1 Attachment(s): SHOCKOE SOLAR LLC - CASE R-20-014 SHOCKOE SOLAR LLC - CASE R-20-014 MAP Reviewed By: SUMMARY: In Case # R-20-014, Shockoe Solar, LLC, Petitioner, has petitioned to rezone a total of nine (9) parcels of land, totaling 74.40 acres, from R-1, Residential Suburban Subdivision District, and RC-1, Residential Combined Subdivision District, to A-1, Agricultural District (for a utility scale solar energy facility, which will also require a Special Use Permit). The parcels are located on Halifax Road in the Banister Election District. Once the properties are rezoned to A-1, all uses 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 is attached. 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. 82 10.A.1.a Packet Pg. 83 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 84 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 85 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 86 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 87 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 88 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 89 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 90 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 91 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 92 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 93 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 94 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 95 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 96 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 97 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 98 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 99 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 100 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 101 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 102 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 103 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 104 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 105 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 106 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 107 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 108 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 109 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 110 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 111 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 112 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 113 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 114 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 115 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.a Packet Pg. 116 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) 10.A.1.b Packet Pg. 117 Attachment: SHOCKOE SOLAR LLC - CASE R-20-014 MAP (2083 : Rezoning Case R-20-014 (Staff Contact: Emily S. Ragsdale)) Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: FY 2020 County Budget Amendments (Staff Contact: Kimberly G. Van Der Hyde) Staff Contact(s): Kimberly G. Van Der Hyde Agenda Date: July 21, 2020 Item Number: 10.B.1 Attachment(s): Public Hearing.7.21.20 Attachment 07-21-2020 Budget Amendments Reviewed By: SUMMARY: Virginia Code § 15.2-2507 states that “Any locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a meeting and a public hearing once in a newspaper having general circulation in that locality at least seven days prior to the meeting date.” An advertisement of this Budget Amendment appeared in the Chatham Star Tribune on July 8, 2020, which satisfies the seven (7)-day requirement. Attached is a copy of said advertisement. Finally, also attached is a list of carryovers and other Budget Amendments for FY 2021. FINANCIAL IMPACT AND FUNDING SOURCE: The Budget Amendments being requested total $10,369,236.93, which includes $3,784,653.76 of School carryovers, a net total of $847,644.00 for an additional School Appropriation due to expected CARES funding, a total of $416,652 in additional revenue to the General Fund, a total of $2,925,500 for the PCSA Budget, a total of $756,971.31 of Grant Funds, a total of $1,282,527.92 for additional revenue expected in the Landfill Fund, and $355,287.94 of County carryovers and other Budget Amendments. RECOMMENDATION: County Staff recommends the Board approve and appropriate a total of $10,369,236.93 to the FY 2021 Budget, which includes $3,784,653.76 of School carryovers, a net total of $847,644.00 for an additional School Appropriation due to expected CARES funding, a total of $416,652 in additional revenue to the General Fund, a total of $2,925,500 for the PCSA Budget, a total of $756,971.31 of Grant Funds, a total of $1,282,527.92 for additional revenue expected in the Landfill Fund, and $355,287.94 of County carryovers and other Budget Amendments. MOTION: “I make a Motion to approve the appropriation of the Budget Amendments totaling 10.B.1 Packet Pg. 118 $10,369,236.93 to the FY 2021 County Budget as presented.” 10.B.1 Packet Pg. 119 10.B.1.a Packet Pg. 120 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 121 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 122 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 123 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 124 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 125 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 126 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.aPacket Pg. 127Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget 10.B.1.a Packet Pg. 128 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 129 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 130 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.aPacket Pg. 131Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget 10.B.1.a Packet Pg. 132 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 133 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 134 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 135 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 136 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 137 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 138 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 139 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 140 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 141 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 142 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 143 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 144 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 145 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 146 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 147 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 148 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 149 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 150 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 151 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 152 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 153 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 154 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 155 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 156 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 157 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 158 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 159 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.aPacket Pg. 160Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget 10.B.1.a Packet Pg. 161 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 162 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van 10.B.1.a Packet Pg. 163 Attachment: Public Hearing.7.21.20 Attachment (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van t.. } STAR-TRIBUNE Serving Pittsylvania County Since 1869 Certificate of Publication I hereby certify that the attached order of publication has been pub- lished once a week for 1 successive weeks in the Star-Tribune, a newspaper published at the Chatham office in Pittsylvania County, Virginia, beginning on 76 i k 20,0 Chad H. . . . Publisher f i Editor, acting agent for the publisher 20,E DANAZHANE'MOTLEY NOTARY PUBLIC REGISTRATION#7783537 COMMONWEALTH OF VIRGINIA, MYCOMMISSION EXPIRES APRIL 30,,2022 STATE OF VIRGINIA, AT LARGE County of Pittsylvania, To-wit: The foregoing instrument was acknowledged beforeme this 15 day of 9,( 0444.4,--,e-, by My commission expires 3(') , &'Oc9 ) e i. Notary Public 28 N. Main Street Tel.: (434) 432-2791 P.O. Box 111 Fax: (434) 432-4033 Chatham, VA 24531 legals@chathamstartribune.corn 10.B.1.b Packet Pg. 164 Attachment: 07-21-2020 Budget Amendments (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van Der PUBLIC HEARING NOTICE Pursuant to §15.2-2507, Code of Virginia, 1950, as amended, the Pittsylvania County Board of Supervisors will hold a public hearing on Tuesday, July 21, 2020, at 7:00 p.m., in the Gallery Room of the Chatham Community Center, 115 South Main Street, Chatham, Vir- ginia,24531,to receive citizen input on the proposed FY2021 Budget Amendments.By appointment,related documents are available in the Pittsylvania County Administration Building, 1 Center Street, Cha- tham,Virginia,24531,and on the County's website, www.pittsylvaniacountyva.gov. Proposed Budget 1 Amendments 2020-2021 REVENUES Current Budgeted Revenues 186,116,529.00 Unassigned Fund Balance(Includes Carryovers) 355,287.94 General Fund Revenues 416,652.00 Grants Funds 756,971.31 School Carryover 3,784,653.76 School Additional Revenue 847,644.00 Water and Sewer Revenue 2,925,500.00 Landfill Revenue 1,282.527.92 Proposed Amended Revenues S 196,485,765.93 EXPENDITURES. Current Budgeted Expenditures 186,116,529.00 County Operating Budget 771,939.94 Grants Fund Expenditures 756,971.31 School Operating Fund 4,632,297.76 Pittsylvania County Service Authority Expenditures 2,925,500.00 Landfill Expenditures 1,282,527.92 Proposed Amended Expenditures S 196,485,765.93 10.B.1.b Packet Pg. 165 Attachment: 07-21-2020 Budget Amendments (2100 : Public Hearing: FY2020 County Budget Amendments (Staff Contact: Kimberly G. Van Der Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Public Hearing: County/DHCD COVID-19 Small Business Recovery Assistance Grant Program Application (Staff Contact: Matthew D. Rowe) Staff Contact(s): Matthew D. Rowe Agenda Date: July 21, 2020 Item Number: 10.B.2 Attachment(s): 07-21-2020 Public Hearing Notice - County-DHCD COVID-19 Small Business Recovery Assistance Grant Program Application 07-21-2020 County-DHCD Covid Small Business Recovery Assistance Grant Program Application CDBG Citizen Participation Requirements - Public Hearings Letter of Interest - Pittsylvania County - COVID-19 Small Business Recovery Assistance Grant CDBG Reviewed By: SUMMARY: County Staff is seeking approval of a Grant request of $330,000 to Virginia Department of Housing and Community Development (“DHCD”) to provide Grants with a maximum of $15,000 for Small Businesses showing PPE needs and related supplies or rental assistance to rapidly and safely reopen or remain open due to the COVID-19 Pandemic. Grants can be up to $10,000 in rental assistance and $5,000 for retooling. Two (2) Public Hearings and a Resolution are required by DHCD to gather community input prior to submitting the Grant Application. FINANCIAL IMPACT AND FUNDING SOURCE: None (no local match). RECOMMENDATION: Following the conducting of the first legally required Public Hearing, County Staff recommends the Board authorize a second related Public Hearing at its August Business Meeting. MOTION: “I make a Motion to authorize County Staff to advertise for and conduct second Public Hearing for the County/DHCD CDBG COVID-19 Small Business Recovery Assistance Grant application at its August Business Meeting.” 10.B.2 Packet Pg. 166 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a Public Hearing on Tuesday, July 21, 2020, at 7:00 p.m., in the Gallery Room of the Chatham Community Center, 115 South Main Street, Chatham, Virginia 24531, to receive citizen input on the potential County/DHCD COVID- 19 Small Business Recovery Assistance Grant Program Application. The full text of the potential Application and related documents are available in the Pittsylvania County Administration Building, 1 Center Street, Chatham, Virginia, 24531, Monday through Friday, 8:00 a.m. to 5:00 p.m., and on the County’s website, www.pittsylvaniacountyva.gov. 10.B.2.a Packet Pg. 167 Attachment: 07-21-2020 Public Hearing Notice - County-DHCD COVID-19 Small Business Recovery Assistance Grant Program Application STALR-T1UBUNE Serving Pittsylvania County Since 1869 Certificate of Publication I hereby certify that the attached order of publication has been pub- lished once a week for successive weeks in the Star-Tribune, a newspaper published at the Chatham office in Pittsylvania County, Virginia, beginning on I y 2020, and ending on Jui i 1 5 200. Chad H.A: en Publisher Editor, acting agent for the publisher G 2020 DANAZHANE'MOTLEY NOTARY PUBLIC REGISTRATION#7783537 COMMONWEALTH OF VIRGINIASTATEOFVIRGINIA, AT LARGE MY COMMISSION EXPIRES APRIL 30,3022 County of Pittsylvania, To-wit: The foregoing instrument was acknowledged beforeOhc1i4 $ 1 me this 5 day of 1 by My commission expires t//707/t,' Notary Public 28 N. Main Street Tel.: (434) 432-2791 P.O. Box 111 Fax: (434) 432-4033 Chatham, VA 24531 legals@chathamstartribune.com 10.B.2.b Packet Pg. 168 Attachment: 07-21-2020 County-DHCD Covid Small Business Recovery Assistance Grant Program Application (2085 : Public Hearing: PUBUC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a Public Hearing on Tuesday,July 21,2020, at 7:00 p.m.,in the Gal- lery Room of the Chatham Community Center,115 South Main Street,Chatham,Virginia 24531,to receive citizen input on the potential County/DHCD COVID-19 Small Business Recovery Assistance Grant Program Application.The full text of the po- tential Application and related documents are available in the Pittsylvania County Administration Building, 1 Center Street, Chatham,Virginia,24531,Monday through Friday, 8:00 a.m. to 5:00 p.m.,and on the County's website, www.pittsylvaniacountyva.gov. 10.B.2.b Packet Pg. 169 Attachment: 07-21-2020 County-DHCD Covid Small Business Recovery Assistance Grant Program Application (2085 : Public Hearing: CDBG CITIZEN PARTICIPATION For All Potential Local Government Applicants: It is important that community development projects carried out wholly or in part with Virginia Community Development Block Grant (CDBG) funds involve extensive citizen participation during the proposal development process. Local citizen participation should be encouraged throughout the process of developing a Community Improvement Grant (CIG) proposal. In particular, participation by low- and moderate-income (LMI) residents of the project service area or a slum and blight area should be encouraged. Participation is encouraged prior to submitting a Planning Grant proposal, but there are no firm requirements. The following steps, however, are required for each local government wishing to submit a Community Improvement Grant proposals, including both competitive round projects and projects being submitted under the open submission funds. Public Hearing Requirement At a minimum, at least two public hearings must be held during the CIG proposal development period. • The two hearings must, at a minimum, be held one week apart. • Advertisements for the two public hearing must be published separately. Applicants may not only publish one advertisement that includes information on both public hearings. • Both public hearings must be held within twelve months of the application deadline (defined by DHCD in 2019 as after March 31, 2018). In the case of the same proposal being resubmitted from the prior competitive year, DHCD may waive the public hearing requirement on community development needs (first public hearing). • Files must be maintained containing documentary evidence that the hearings were held, to include at a minimum a list of attendees, minutes of the hearings, and notices (2 types) of the public hearings. • For regional proposals, each participating locality must hold two public hearings as described above. • Applicants must provide timely written answers to written comments and grievances, within 15 working days where practicable. Each hearing must be held after adequate notice as described below: Notice of Public Hearings Advertisement must be made in a non-legal, locally-circulated newspaper with the largest general circulation at least seven days prior to each hearing. The public hearing notices must provide the address, phone number, TDD, and times for submitting comments and grievances to the applicant locality. If publishing in a weekly paper, be sure the ads are published in such a manner as to comply with the requirements outlined here. 10.B.2.c Packet Pg. 170 Attachment: CDBG Citizen Participation Requirements - Public Hearings (2085 : Public Hearing: County/DHCD COVID-19 Small Business At least one other type of announcement must be done for each public hearing (examples below), at times and locations convenient to potential or actual beneficiaries, and with accommodation for the handicapped. • Advertisement through locally-received radio and/or television stations; • Distribution of flyers in LMI areas and in the proposed service area(s); • Announcements at local community organization meetings; or, • Announcements through local churches and community centers located in LMI and proposed project areas. First Public Hearing The first hearing must be held early in the CIG proposal development process to identify the applicant's community development and housing needs, the range of eligible project types funded through the CDBG program and the amount of money available to the applicant, as well as the applicant's past performance (if applicable) in the CDBG program during the previous five years. At a minimum citizens should be furnished with information concerning the amount of funds available (including program income) for proposed activities and the range of activities that may be undertaken, including the estimated amount to be used for activities that will benefit low- and moderate-income persons, the proposed CDBG activities likely to result in displacement, and plans for minimizing displacement of persons as a result of the CDBG project, and plans to assist persons actually displaced by the project. Between the two hearings applicants must make available to the public a fact sheet or proposal summary that identifies the proposed activities and objectives for the project and identifies who will be affected by these activities. Citizens must have an opportunity to comment on this document. Second Public Hearing A second hearing must be held for public review of and comment on the final draft of the CIG proposal. A final draft or detailed fact sheet presenting the key activities and eligible benefits of the project must be available at the second public hearing, if not before. Additional Citizen Participation Requirements Local citizens should be provided with reasonable and timely access to local meetings, information, and records relating to the applicant locality's proposed and actual use of CDBG funds. Meetings should be conducted according to the standards established for the public hearings cited below (#4). CDBG-related information and records must be made available to interested citizens with the availability of such items announced at least in the same manner as the public hearing advertisements. Technical assistance must be provided to groups representative of persons of low- and moderate- income that request such assistance in developing proposals for use of CDBG funds. The level and type of assistance is determined by the applicant locality but must include at least consultation and written communication between a local contact person responsible for the 10.B.2.c Packet Pg. 171 Attachment: CDBG Citizen Participation Requirements - Public Hearings (2085 : Public Hearing: County/DHCD COVID-19 Small Business CDBG proposal's development and interested groups. The name, address, and telephone number of the contact person(s) must be made available upon request and announced at all public meetings held on the CDBG proposal. Where 5 percent or more of public hearing participants can be reasonably expected to be non-English speaking residents, applicants must take measures to accommodate their needs. Census data on the proposed project area and on the locality as a whole should be consulted to determine if this provision applies in a particular instance. Meeting this provision requires, at a minimum, having printed material available in the non-English language(s) and retaining the services of an interpreter(s) for all CDBG-related meetings and public hearings. An applicant with a current CIG project to which activities are to be added, deleted, or substantially changed (that is, substantial changes made in terms of purpose, scope, location, or beneficiaries) must provide local citizens through a public hearing with an opportunity for comment on such changes, after the locality has informed citizens of the changes at least seven days prior to the hearing. Applicants must keep documentation of how they met the above requirement in their CDBG files for verification. This documentation should include: • Documentation of the Public Hearing advertisements, • Documentation of the second method used to notify citizens of the public hearings, • List of attendees, • Minutes from the first hearing showing: • Available funds, • Available activities, • Past use of CDBG funds, • Minutes from the second hearing showing: • Description of proposed activities, • Plans to minimize displacement and assist displaced persons (if applicable), and • Any requested special accommodations. None of the foregoing may be construed to restrict the responsibility or authority of the local government applicant in the development and execution of its Community Improvement Grant project. 10.B.2.c Packet Pg. 172 Attachment: CDBG Citizen Participation Requirements - Public Hearings (2085 : Public Hearing: County/DHCD COVID-19 Small Business Public Hearing Advertisements These advertisements should be made in accordance with the Plan above. Model Advertisement – First Public Hearing (Locality) will hold a public hearing on (date) at (time) at (location) to solicit public input on local community development and housing needs in relation to Community Development Block Grant (CDBG) funding for a project in our community. Information on the amount of funding available, the requirements on benefit to low- and moderate-income persons, eligible activities, and plans to minimize displacement and provide displacement assistance as necessary will be available. Citizens will also be given the opportunity to comment on (locality’s) past use of CDBG funds. All interested citizens are urged to attend. For additional information, contact (local contact name and information). Comments and grievances can be submitted in writing to (locality) at (address) or by phone at (phone number and TDD) until (cut-off date). If you plan to attend and have any special needs requirements, please call the number listed above. Model Advertisement – Second Public Hearing (Locality) will hold a public hearing on (date) at (time) at (location) to solicit public input on the proposed Community Development Block Grant (CDBG) proposal to be submitted to the Virginia Department of Housing and Community Development for (project name). Residents of the project area are encouraged to attend. The (project name) proposal will include the following activities (list activities). The draft CDBG proposal will be presented for comment along with information on projected beneficiaries, including the number of low- and moderate-income residents to benefit from the proposed project, and plans to minimize displacement. Citizens will also be given the opportunity to comment on (locality’s) past use of CDBG funds. A fact sheet on the proposed project and the draft proposal is available at (location). For additional information, contact (local contact name and information). Comments and grievances can be submitted in writing to (locality) at (address) or by phone at (phone number and TDD) until (cut-off date). If you plan to attend and have any special needs requirements, please call the number listed above. 10.B.2.c Packet Pg. 173 Attachment: CDBG Citizen Participation Requirements - Public Hearings (2085 : Public Hearing: County/DHCD COVID-19 Small Business CITIZEN PARTICIPATION ASSURANCES AND CERTIFICATION The applicant assures and certifies that it has provided its citizens adequate opportunities to participate in the development of this proposal by: • Holding at least two public hearings in the locality prior to the submission of the proposal, the first one for the purpose of obtaining the views of citizens on community development and housing needs and the second (held at least 7 days after the first) for the purpose of informing the public on the proposed CDBG project. Participation by low- and moderate-income residents and stakeholders in the project or service area and the community at large was encouraged. The hearings were held at times and locations convenient to potential beneficiaries and with accommodation for the disabled. Public input into the development of this proposal was obtained at hearings held on: ____________________ AND ____________________; (date) (date) • Publishing a notice to advertise the public hearings and availability of proposal information at least 7 days prior to the dates of the hearings in the non-legal section of a NEWSPAPER of local general circulation and AT LEAST ONE OTHER TYPE OF ANNOUNCEMENT. The advertisements ran on: ____________________ AND ____________________; (date) (date) Advertisements for the two public hearing must be published separately. Applicants may not only publish one advertisement that includes information on both public hearings. • Maintaining files which contain documentary evidence that the hearings were held. These files must contain proof of publication of the hearing notices, written and/or recorded minutes of the hearings, and lists of citizens attending the hearings; • Making CDBG program and proposal documentation available to the public for comment during regular office hours. This documentation should include the range of proposed activities, the estimated amounts of funding which will benefit low- and moderate-income persons, the plans to minimize displacement and provide displacement assistance where applicable, and a summary of the proposed application. This documentation should also include public information on any other CDBG project undertaken within the last 5 years; • Providing technical assistance to groups representative of persons of low- and moderate- income that request such assistance in developing proposals for the use of CDBG funds, with the level and type of assistance determined by the locality; 10.B.2.c Packet Pg. 174 Attachment: CDBG Citizen Participation Requirements - Public Hearings (2085 : Public Hearing: County/DHCD COVID-19 Small Business • Providing timely written responses to written complaints and grievances, within 15 working days where practicable; • Accommodating the needs of non-English speaking residents at public hearings where more than 5% of the attendees can be reasonably expected not to speak English; and, • Adhering to the CDBG Citizen Participation Plan per the 2019 CDBG Program Design. Chief Administrative Official ________________________________ ________________________________ Name Title ________________________________ ______________________________ Signature Date Attach original copies of all newspaper Public Hearing notices. Original notice copies should be clipped from the appropriate newspapers and attached with clear tape to 8 ½-inch x 11-inch white paper with the date of publication clearly visible. Photocopies should be made for other proposal copies In Regional proposals, each participating locality must conduct two public hearings and the proposal must contain, from each participating locality, a signed copy of this page and copies of all newspaper advertisements. Again, originals in original copy and photocopies in other copies. 10.B.2.c Packet Pg. 175 Attachment: CDBG Citizen Participation Requirements - Public Hearings (2085 : Public Hearing: County/DHCD COVID-19 Small Business 10.B.2.d Packet Pg. 176 Attachment: Letter of Interest - Pittsylvania County - COVID-19 Small Business Recovery Assistance Grant CDBG (2085 : Public Hearing: Board of Supervisors EXECUTIVE SUMMARY ACTION ITEM Agenda Title: Appointment: Planning Commission (Callands-Gretna District); (Contact: Supervisor Farmer) Staff Contact(s): Supervisor Farmer Agenda Date: July 21, 2020 Item Number: 13.a Attachment(s): Janet Mease Board Interest Form Reviewed By: SUMMARY: Janet Mease is currently the Callands-Gretna District Representative on the County’s Planning Commission. Her term is set to expire July 31, 2020. She is willing and able to serve for another four (4) year term and has submitted her Interest Form. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends the Board re-appoint Mrs. Mease to the County’s Planning Commission for another four (4) year term, beginning August 1, 2020. MOTION: “I make a Motion to re-appoint Mrs. Mease to the County’s Planning Commission for another four (4) year term, beginning August 1, 2020.” 13.a Packet Pg. 177 13.a.a Packet Pg. 178 Attachment: Janet Mease Board Interest Form (2091 : Appointment: Planning Commission (Contact: Supervisor Farmer))