06-15-2021 Finance Agenda Packet
CALL TO ORDER
ROLL CALL
AGENDA ITEMS TO BE ADDED
APPROVAL OF AGENDA
NEW BUSINESS
a. External Funding Appropriations (Staff Contact: Kim Van Der Hyde)
b. Selection of two (2) Volunteer Agencies for Annual Audit (Staff Contact: Kim G.
Van Der Hyde)
c. FY22 Contingency Budget Appropriations (Staff Contact: Kim G. Van Der Hyde)
d. Solid Waste Equipment Purchase Financing (Staff Contact: Chris Adcock/Kim Van
Der Hyde)
e. Review of Revenue Options (Staff Contact: Kim Van Der Hyde)
f. Parks and Recreation Full Time Program Assistant (Staff Contact: Holly E.
Stanfield)
g. Time and Attendance Software (Staff Contact: Holly E. Stanfield)
h. Gretna Debt Relief Request (Staff Contact: Kim Van Der Hyde)
i. Comp Board Pay Increase Adjustment (Staff Contact: Kim Van Der Hyde)
j. Items for July Finance Meeting (Staff Contact: Kim Van Der Hyde)
k. Approval of FY2022 Volunteer Agency Appropriations (Staff Contact: Christopher
C. Slemp)
MATTERS FROM COMMITTEE MEMBERS
FINANCE COMMITTEE
MEETING
Tuesday, June 15, 2021 – 2:30 PM
Board Meeting Room
39 Bank Street, SE,
Chatham, Virginia 24531
AGENDA
1.
2.
3.
4.
5.
6.
Regular Meeting - June 15, 2021
ADJOURNMENT
7.
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: External Funding Appropriations (Staff Contact: Kim Van Der Hyde)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.a
Attachment(s):
Outside Agency Funding Analysis
Chamber
Crimestoppers
DCC
DPCS
DRBDC
ODAF
PCCA
SOIL AND WATER
Southern AAA
SVRA
VPI
West Piedmont Planning District Commission
Western Virginia EMS Council
Intake Diversion Program Report 2016-Present (Revised)
Reviewed By:
SUMMARY:
The Finance Committee requested a 5-year report from each external agency to whom the
County provides funding. Attached you will find a five (5)-year financial analysis of these
agencies along with copies of the agency reports. We did not receive reports for the following
entities: Literacy and TLAC. We will certainly forward these reports to you if they are made
available to us.
Also, the Health Department’s letter was inadvertently mailed to the wrong address, but we
wanted to let you know that the Health Department historically has returned unspent monies at
year end. The Health Department has returned a total of $332,777 back to the County over the
last five (5) years, which equates to roughly $66,556 on average per year.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
The Committee is requesting to provide direction as to continuing funding for these agencies in
5.a
Packet Pg. 3
FY2022.
5.a
Packet Pg. 4
Account Number Description 6/30/2017 6/30/2018 6/30/2019 6/30/2020 6/30/2021
___________________________________________________________________________________________________________________
100-4-033300 CHINS MANAGER-SALARY & BENEFITS 51,378.89 52,315.48 53,872.95 55,026.78 47,308.64
100-4-051100-561000 CONTRIBUTIONS - STATE HEALTH 507,570.00 507,570.00 517,570.00 575,962.00 548,625.00
100-4-052200-562000 CONTRIBUTIONS - MENTAL HEALTH 293,913.00 325,102.00 357,612.00 386,221.00 336,012.00
100-4-068000-564000 D.C.C. -CONTRIBUTION 9,612.00 9,774.00 10,320.00 10,428.20 -
100-4-071500-566600 STATE FORESTRY CONTRIBUTION 33,521.40 33,521.40 34,374.60 34,374.60 34,374.60
100-4-081100/081200-567300CONTRIBUTIONS-WPPDC 34,928.00 34,928.00 34,928.00 34,928.00 34,928.00
100-4-081200-564100 PITTS CO. COMM ACTION AGENCY 90,687.38 101,381.00 105,000.00 101,384.00 105,000.00
100-4-081200-564400 SOIL AND WATER CONSERVATION 28,000.00 28,000.00 28,000.00 28,000.00 -
100-4-081200-564500 CHAMBER OF COMMERCE 28,000.00 33,000.00 33,000.00 3,000.00 3,000.00
100-4-081200-564700 CONTRIBUTION WESTERN VA EMERGENCY 11,391.00 10,792.00 11,391.00 11,391.00 11,391.00
100-4-081200-564900 SMITH MTN LAKE CONTRIBUTION 39,715.54 39,715.54 17,155.54 13,324.89 23,286.94
100-4-081200-565000 ROANOKE RIVER BASIN 9,532.00 - - - -
100-4-081200-565100 PUB SVC AUTHORITY-HYDRANTS 78,800.00 78,800.00 78,800.00 78,800.00 -
100-4-081200-565300 PITTS. CO. CRIME STOPPERS 3,000.00 3,000.00 3,000.00 3,000.00 3,000.00
100-4-081200-565400 SOUTHERN AREA AGENCY ON AG 5,857.00 5,857.00 5,857.00 5,857.00 -
100-4-081200-567500 LITERACY PROGRAM 5,000.00 5,000.00 5,000.00 5,000.00 5,000.00
100-4-081200-568600 DAN RIVER BUSINESS DEV CEN 50,000.00 50,000.00 50,000.00 50,000.00 -
100-4-081200-5687 ODAF CONTRIBUTION - 39,000.00 39,000.00 39,000.00 39,000.00
325-4-081500-822800 RIFA SHARED COST 75,000.00 75,000.00 75,000.00 25,000.00 25,000.00
325-4-081500-823200 SOUTHSIDE VA ECONOMIC DEV 26,653.50 26,653.50 27,627.00 30,629.00 30,629.00
325-4-081500-823300 SR RIFA SHARED COST - 17,537.60 50,000.00 50,000.00 61,000.00
TOTAL CONTRIBUTIONS 1,382,559.71 1,476,947.52 1,537,508.09 1,541,326.47 1,307,555.18
5.a.a
Packet Pg. 5 Attachment: Outside Agency Funding Analysis (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
June 1, 2021
David Smitherman
Pittsylvania County
P.O. Box 426, 1 Center Street
Chatham, VA 24531
Dear Mr. Smitherman:
On behalf of the Chamber’s Board of Directors, thank you for the County’s ongoing support of
our regional efforts to accelerate business growth by focusing on small business development
and entrepreneurship; legislative advocacy and education; and talent development.
In response to your letter dated May 11, 2021, the County’s investment in the Chamber is an
annual dues investment of $3,000. Member dues make up the majority of the Chamber’s annual
revenue and allow us to focus on strategic initiatives related to the focus areas listed above.
With the onset of the COVID-19 pandemic, the Chamber was able to transition our programs
and initiatives quickly, and we are proud of how our short and long-term responses have
focused on the region’s continued recovery and success. Since March 2020, the Chamber has:
• Provided a series of programs on the legal, regulatory and financial challenges related to
the pandemic that were no cost. All were recorded, and members have ongoing access
to them by logging into Chambermaster
• Served as a proud member of the SOVA COVID-19 Task Force, convened by the
Southern Virginia Regional Alliance, which aims to provide the most up-to-date
regulatory, legal and economic information to our businesses
• Provided accurate, timely information and expertise shared in a variety of platforms
related to both the economic and public health aspects of the crisis
• Partnered with the Dan River Region Entrepreneur Ecosystem to award the Community
Foundation's COVID-19 Emergency Funds, which provided $50,000 in microgrants to 20
small businesses in the region
• Convened a series of sector-based roundtables, the Manufacturing Executive Council and
Innovation Hour, all focused on making meaningful connections with peers in the
5.a.b
Packet Pg. 6 Attachment: Chamber (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
business community to discuss the most pressing issues and solutions related to the
pandemic
• Promoted our members in multiple platforms, letting our community know that they
were open for business
• Facilitated access to a multitude of local, state and federal resources and connections
• Advocated for legislation on behalf of our members with state and federal elected
officials related to the CARES Act and more, and again served as a member of the
Virginia Chamber’s Right-to-Work coalition. Specifically, we spent this year’s General
Assembly session making sure that our region’s legislative priorities were known not only
by our own delegation but also by newer legislators from other parts of the
Commonwealth and members of the Governor’s cabinet
• Completed the first year of Rev Up Danville Pittsylvania in partnership with the Dream
Launch boot camp and pitch competition, to award $50,000 in funding to entrepreneurs
and small business owners in Pittsylvania County and outside of the River District in
Danville.
• Expanded our talent development portfolio that includes Leadership Southside, but also
the Tom Tom NextGen Southern Virginia Cohort, a new leadership series we will launch
later in 2021 and a host of training and development opportunities that are affordable
and accessible.
It is important to note that this work has long been the Chamber’s focus, and the pandemic
provided our team with an opportunity to provide critical support for the region’s businesses at
a time when they were most vulnerable. For more information on previous years, I would point
you to our Annual Reports for 2018, 2019 and 2020, which have been provided as links. Please
let me know if you have any questions.
Again, thank you for your support. It is imperative for our ongoing efforts to create an
innovative, profitable business community in Pittsylvania County and the City of Danville.
Sincerely,
Alexis I. Ehrhardt, Ed.D.
President & CEO
5.a.b
Packet Pg. 7 Attachment: Chamber (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.c
Packet Pg. 8 Attachment: Crimestoppers (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.c
Packet Pg. 9 Attachment: Crimestoppers (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.d
Packet Pg. 10 Attachment: DCC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.d
Packet Pg. 11 Attachment: DCC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.d
Packet Pg. 12 Attachment: DCC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.d
Packet Pg. 13 Attachment: DCC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.d
Packet Pg. 14 Attachment: DCC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.e
Packet Pg. 15 Attachment: DPCS (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.e
Packet Pg. 16 Attachment: DPCS (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.e
Packet Pg. 17 Attachment: DPCS (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 18 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 19 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 20 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 21 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 22 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 23 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 24 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 25 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 26 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 27 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 28 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 29 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 30 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 31 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.f
Packet Pg. 32 Attachment: DRBDC (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.g
Packet Pg. 33 Attachment: ODAF (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.g
Packet Pg. 34 Attachment: ODAF (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
An Equal Opportunity Agency
Pittsylvania County Community Action, Inc.
348 NORTH MAIN STREET ♦ POST OFFICE BOX 1119 ♦ CHATHAM, VIRGINIA 24531
EVERLENA ROSS
EXECUTIVE DIRECTOR (434) 432-8250
eross@pccainc.org
(434) 432-3729 - FAX
May 26, 2021
Mr. David M. Smitherman
County Administrator
P.O. Box 26 - 1 Center Street
Chatham, Virginia 24531
Dear Mr. Smitherman:
On behalf of the Board of Directors and Staff of Pittsylvania County Community Action, Inc.,
(PCCA) please know the support of the Pittsylvania County Board of Supervisors to the Agency has
played a crucial role in supporting the mission of Community Action in regards to the citizens of
Pittsylvania County.
PCCA operates thirteen programs: Head Start; Senior Program, Virginia Income Tax Assistance
(VITA), Project Discovery, Section 8 Housing Choice Voucher Program, Housing Programs, Virginia
CARES, Temporary Assistance for Needy Families (TANF), Summer Feeding Program for Kids, and
Housing Opportunities for People With Aids (HOPWA) to name a few.
These programs are Grant-Funded and are applied for on a yearly basis by each individual
program. The funds that are obtained can only be allocated to direct services as well as provide
services as specified by the individual Grants. Most grants do not provide an adequate enough
funds for the operations and maintenance of the offices and maintaining of highly skilled staff.
The generous funds offered by the County are crucial to the operations of PCCA, and without
these funds, the potential impact posed in PCCA meeting its mission, goals and objectives would
render a very significant hardship on the organization.
For the previous five years, the financial support of Pittsylvania County has enabled PCCA to
operate in a highly effective manner in providing its services, employment of its staff, updating
building infrastructure and maintenance of needed and required vehicles in order to transport
clients and provide continued services to the citizens of Pittsylvania County.
The results of funding from the County for the years 2016 to present can be reflected in the
following manner:
5.a.h
Packet Pg. 35 Attachment: PCCA (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
2 | P a g e
• The Earned Income Tax Program: Assists in paying salaries for at least 2 staff persons to
prepare Federal and State Income taxes;
• Project Discovery Program: To encourage students to stay in high school and to attend
colleges and Universities. Funds are used to transport participating students to local
college and university events to broaden their horizons as they relate to furthering their
post-graduate education as well as what is needed to meet the requirements of the
Program;
• Housing Assistance: Of the programs operated by PCCA, there is no line-item to help
families after a traumatic experience such as hurricanes/tornadoes, evictions, loss of
homes or other emergencies. The local funds allow PCCA to assist such families in a
number of these avenues.
• Office repairs: Currently, PCCA has five office locations in Chatham, VA., and local funds
are used for the maintenance and upkeep;
• Summer Feeding Program: During the summer months of each year, PCCA has successfully
provided children with meals throughout Pittsylvania County as a direct result of local
funding.
• PCCA has served on a yearly basis an average of 2100 unduplicated Summer Feeding
clients;
• The financial tracking system of the Organization has been updated to easily segregate
funding’s and their purposes, again, as a result of funding from the Local funding provided.
I will be happy to provide any additional information or to meet with the Board to discuss the
funding support further.
Again, PCCA’s Board of Directors, Staff and citizens of Pittsylvania County are very grateful for your
financial and collaborating support.
Sincerely,
Everlena B. Ross
Everlena Ross
Executive Director
Cc: Ms. Kim van Der Hyde
Attorney Gregory Hairston, PCCA
Board of Directors Chairperson
5.a.h
Packet Pg. 36 Attachment: PCCA (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.i
Packet Pg. 37 Attachment: SOIL AND WATER (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.i
Packet Pg. 38 Attachment: SOIL AND WATER (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.i
Packet Pg. 39 Attachment: SOIL AND WATER (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
5.a.i
Packet Pg. 40 Attachment: SOIL AND WATER (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
Southern Area Agency on Aging (SAAA)
Southern Area Agency on Aging (SAAA) is a private non-profit 501 (c)(3) organization that was
formed in 1976. The agency is under contract with the Virginia Department for Aging & Rehabilitative
Services and receives state and federal dollars to plan, coordinate and administer aging services for
Planning District Twelve.
Mission Statement: “SAAA provides services and resources to promote the health, quality of life,
and independence of seniors, individuals with disabilities, and their caregivers. We enable people to
live with dignity and choice”.
The Agency on Aging is also an information center for older adults, individuals with disabilities, and
their caregiving family members. Services provided by the Agency to individuals 60 years of age and
older are funded with federal, state, and local government dollars, as well as donations and special
grants. Some of the Agency’s services require modest fees based on income. Fees are often
reduced or waived if the person has out-of-pocket medical expenses.
As the designated Area Agency on Aging for the West Piedmont Planning District (counties of
Franklin, Henry, Patrick and Pittsylvania; cities of Danville and Martinsville), SAAA oversees the
coordination and delivery of services and supports for older citizens and their caregivers.
The agency’s fiscal year is October 1 to September 30. The following information is based on Fiscal
Years 2020, 2019, 2018, 2017 and 2016 reporting statistics.
Core Services Provided to Pittsylvania County residents over the past five years:
FY20 # Persons Served Units of Service Provided
Congregate Meals 75 4,055 Meals
Home-Delivered Meals 121 19,108 Meals
Alzheimer’s Respite Grant 01 209 respite hours
Emergency Services 09 90 contacts
Senior Community Svc. Employ. On-the-job training at host agencies in
Program 05 Pittsylvania County
Legal Assistance 14 31 hours
Personal Care (in-home care) 20 1,781 hours
Home Repairs/Modifications 05 Homes Repaired
Socialization/Recreation 181 Attended 28 group activities
Transportation 51 1,528 One-way trips
Case Management Services 09 840 hours
Supplemental Services that
Support Caregivers 06 80 contacts
Communication, Referral,
Information & Assistance 513 1,497 contacts
5.a.j
Packet Pg. 41 Attachment: Southern AAA (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
Page 2 – Southern Area Agency on Aging
FY19 # Persons Served Units of Service Provided
Congregate Meals 85 3,412 Meals
Home-Delivered Meals 109 19,950 Meals
Alzheimer’s Respite Grant 01 200 respite hours
Emergency Services 12 210 contacts
Senior Community Svc. Employ. On-the-job training at host agencies in
Program 06 Pittsylvania County
Legal Assistance 11 22 hours
Personal Care (in-home care) 17 2,008 hours
Home Repairs/Modifications 04 Homes Repaired
Socialization/Recreation 2,913 Attended 264 group activities
Transportation 56 3,072 One-way trips
Case Management Services 11 275 hours
Supplemental Services that
Support Caregivers 05 60 contacts
Communication, Referral,
Information & Assistance 291 922 contacts
Chore Program 06 29 hours
FY18 # Persons Served Units of Service Provided
Congregate Meals 96 3,488 Meals
Home-Delivered Meals 95 21,584 Meals
Alzheimer’s Respite Grant 02 311 respite hours
Emergency Services 10 105 contacts
Senior Community Svc. Employ. On-the-job training at host agencies in
Program 05 Pittsylvania County
Legal Assistance 09 30 hours
Personal Care (in-home care) 19 2,196 hours
Home Repairs/Modifications 01 Homes Repaired
Socialization/Recreation 466 Attended 55 group activities
Transportation 48 3,416 One-way trips
Case Management Services 08 245 hours
Supplemental Services that
Support Caregivers 11 150 contacts
Communication, Referral,
Information & Assistance 275 860 contacts
Chore Program 07 59 hours
5.a.j
Packet Pg. 42 Attachment: Southern AAA (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
Page 3 – Southern Area Agency on Aging
FY17 # Persons Served Units of Service Provided
Congregate Meals 93 3,933 Meals
Home-Delivered Meals 111 22,683 Meals
Alzheimer’s Respite Grant 01 92 respite hours
Emergency Services 07 70 contacts
Senior Community Svc. Employ. On-the-job training at host agencies in
Program 6 Pittsylvania County
Legal Assistance 12 15 hours
Personal Care (in-home care) 18 2,143 hours
Home Repairs/Modifications 04 Homes Repaired
Socialization/Recreation 494 Attended 47 group activities
Transportation 54 4,121 One-way trips
Case Management Services 08 271 hours
Supplemental Services that
Support Caregivers 14 185 contacts
Communication, Referral,
Information & Assistance 293 961 contacts
Chore Program 04 43 hours
FY16 # Persons Served Units of Service Provided
Congregate Meals 102 3,370 Meals
Home-Delivered Meals 112 21,946 Meals
Alzheimer’s Respite Grant 04 1,073 respite hours
Emergency Services 07 40 contacts
Senior Community Svc. Employ. On-the-job training at host agencies in
Program 6 Pittsylvania County
Legal Assistance 08 25 hours
Personal Care (in-home care) 16 1,850 hours
Home Repairs/Modifications 06 Homes Repaired
Socialization/Recreation 534 Attended 51 group activities
Transportation 60 3,861 One-way trips
Case Management Services 13 438 hours
Supplemental Services that
Support Caregivers 12 170 contacts
Communication, Referral,
Information & Assistance 316 1,063 contacts
Chore Program 02 21 hours
GRANT ACTIVITIES - SAAA typically applies for grant funds to the Community Foundation of the
Dan River Region (CFDRR) each year. However, in 2020, after consultation with CFDRR staff,
SAAA made a decision to not apply for funds for 2021. At that time, SAAA was in receipt of COVID-
related relief funds and thought the Foundation’s funds could be better served by assisting
organizations not eligible for federal relief funds. A five-year summary of SAAA’s successful grant
applications to the CFDRR follows. When applying to the CFDRR, our application is based on
serving individuals in Pittsylvania County and Danville.
5.a.j
Packet Pg. 43 Attachment: Southern AAA (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
Page 4 – Southern Area Agency on Aging
2020 - $30,000 “Assist older adults by resolving or stabilizing their problem or issue so
that they are safe, secure and their general well-being is not at risk.” Thirty (30) Pittsylvania
County older adults were served.
2019 - $20,000 “Assist older adults who are risk of losing their independence, or possibly
being institutionalized, with critical needs.” Twenty-eight (28) Pittsylvania County older adults
were served.
2018 - $15,000 “Provide emergency services to older adults.” Eighteen (18) Pittsylvania
County older adults were served.
2017 - $25,000 “Provide supplemental supportive assistance to older adults.” Thirty-three
(33) Pittsylvania County older adults were served.
2016 - $24,000 “Provide emergency aid to persons 60 years of age and older who are in
danger of being displaced from their home.” We served 25 Pittsylvania County older adults.
Also, at the request of the CFDRR, Southern Area Agency on Aging annually administers two of the
Foundation’s endowment funds. Clients who are served reside in Pittsylvania County or Danville.
1) Hospice Support Services Fund - “funds are used to provide assistance with expenses not
covered by insurance to Danville-Pittsylvania County residents who have elected hospice
benefits.” Over the past five years, SAAA has received $15,585 under the Hospice Support
Services Fund. Funds have been used to assist eligible clients with purchasing medications,
nutritional supplements, utilities assistance, and completing small home repairs (e.g., ramps).
2) Jack W. Hall Memorial Fund – funds are used to benefit persons suffering from chronic kidney
and rental diseases and disorders, by assisting them with medical-related transportation to
treatment and medical care. Over the past two years, SAAA has received $6,428.
SENIOR FARMERS’ MARKET NUTRITION PROGRAM (SFMNP) - SAAA administers the SFMNP
throughout its service area. Under this program, eligible older adults receive $45 worth of coupons
(similar to a check) that can be used to purchase locally-grown fresh fruits, vegetables and cut herbs
at participating Farmers’ Markets. At the present time, 210 Pittsylvania County older adults have
enrolled in the program for 2021. The following represents the number of Pittsylvania County
residents who received coupon books over the past five years:
Year # of coupon books distributed Economic value for Pittsylvania Co. Farmers
2020 226 $10,170
2019 239 9,560*
2018 219 8,760*
2017 226 9,040*
2016 224 8,960*
*Books had value of $40/each.
5.a.j
Packet Pg. 44 Attachment: Southern AAA (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
Page 5 – Southern Area Agency on Aging
SENIOR COOL CARE – A statewide private donation from Dominion Energy provides funding to
Area Agencies on Aging for the provision of fans and air conditions for those age 60 and older who
meet income eligibility. During the past four years, thirty-seven (37) fans and sixteen (16) air
conditioners were distributed to Pittsylvania County residents.
MOBILITY MANAGEMENT (TRANSPORTATION SOLUTIONS) – Grant funds from the Virginia
Department of Rail and Public Transportation are used by SAAA to provide non-emergency out-of-
town medical transportation to people of all ages, who don’t have transportation or full Medicaid. In
Pittsylvania County, the program served 12 unduplicated clients in 2020 and has served 11 clients so
far in 2021. One-hundred (100) one-way trips were provided in 2020; thus far, 62 one-way trips have
been provided in 2021. Clients served reside in Gretna, Chatham, Blairs, Java, Ringgold, Keeling,
and Cascade. Medical destinations included Roanoke and Lynchburg, as well as Duke Medical
Center and UVA.
Using their personal vehicles, volunteers receive mileage reimbursement to provide this medical
transportation for ambulatory clients.
VIRGINIA INSURANCE COUNSELING & ASSISTANCE PROGAM (VICAP) – Trained counselors
provide counseling, education and assistance to Medicare beneficiaries of any age, as well as their
families and caregivers, which covers all parts of Medicare, related benefit programs and other
insurance policies and/or plans as appropriate. This program is especially critical to older adults
during the Medicare Annual Open Enrollment period (Oct. 15 – Dec. 7), who need help in determining
their best options regarding prescription drug coverage. The program serves an average of 175
people in Pittsylvania County each year.
LONG-TERM CARE OMBUDSMAN PROGRAM – Trained staff serve as advocates who resolve
problems for people receiving long-term care. This includes people who live in nursing homes,
assisted living facilities and people who receive home health services. This program is provided by
SAAA to Pittsylvania County residents who receive long-term care, as stated above. Ombudsman
staff are also available to provide information to anyone who is considering their long-term care
options.
COVID-RELATED ACTIVITIES
Services provided by SAAA were impacted in 2020 by the pandemic, primarily services and activities
that are provided in group settings. For example, congregate meals (meals that are served at sites in
the community), transporting groups of seniors to the grocery store, socialization, recreation and
health promotion activities planned at senior center and other community sites were impacted.
However, the agency can report that critical services, like “Meals on Wheels” and in-home care
assistance continued throughout the pandemic with little interruption. Further, clients who previously
attended a community site for congregate meals, continued to receive food, delivered to their home,
or food was made available for easy drive-thru pick-up.
Increased funding, brought about by the receipt of federal COVID-relief funds, has been used to
increase service levels for clients who receive in-home care and caregivers have received additional
respite hours. Emergency, financial help, for older adults who need help with basic living expenses,
5.a.j
Packet Pg. 45 Attachment: Southern AAA (2588 : External Funding Appropriations (Staff Contact: Kim Van Der Hyde))
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has also increased. The agency has also improved its capacity to provide nutritional meal services.
For example, a concrete pad, electrical work and an outdoor freezer was purchased for Pittsylvania
County Community Action Agency’s (PCCA is SAAA’s subcontractor for congregate and home-
delivered meals) location in Chatham. Funds have also been used in Pittsylvania County to replace
older model vehicles used for delivering “Meals on Wheels” to County residents.
Also in 2020:
--SAAA served on a food distribution committee, that distributed 860 food boxes to needy families in
Pittsylvania County. At least fifty of the food boxes were earmarked for clients of SAAA and were
delivered to the clients’ homes.
--Bags filled with personal care items and paper products were delivered to clients in their homes in
Pittsylvania County. Over 100 clients were served.
--SAAA worked with God’s Storehouse to coordinate home delivery of food pantry boxes to older
adults in Pittsylvania County who were food insecure.
Pittsylvania County’s support of our mission:
SAAA values and appreciates the support of Pittsylvania County in our endeavors to serve older
citizens, as well as their caregivers, who reside in the County. Local funds are used by SAAA to
support the administration as well as the provision of the various programs and services that we
provide to older citizens who reside in Pittsylvania County, as described above. SAAA must also
meet its match requirements as stipulated by the Virginia Department for Aging & Rehabilitative
Services and the federal Administration for Community Living, so that the Agency may draw down
federal and state dollars that are allocated to SAAA.
Community-based services provided by SAAA, like “Meals on Wheel”, in-home care (personal care,
respite and chore services) and case management services are critical if older citizens are to
continue living at home, avoiding more costly care in an institutional setting. SAAA’s services also
offer the support that caregivers need, providing them with information about available resources,
valuable respite time and peace of mind knowing that their family member is receiving assistance in
their home setting.
Thank you for the County’s ongoing interest and previous investment in programs and services that
help older Pittsylvania County residents live independently in their homes, with dignity and choice.
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Virginia Cooperative Extension – Pittsylvania County
Impact Report 2016-2020
GENERAL OVERVIEW
Virginia Cooperative Extension is a dynamic organization that stimulates positive change, leading
to more productive lives, families, farms and forests, as well as a better environment. We bring the
resources of Virginia’s land-grant universities, Virginia Tech and Virginia State University, to the
people of the Commonwealth. We place the power of knowledge in the hands of Virginians and
help them learn how to use it to improve the quality of their lives. Our Extension Agents and
Specialists form a network of educators whose classrooms are the communities, homes, farms, and
businesses of Virginia. It is here where they bring research-based solutions to the problems facing
Virginians today.
Pursuant to Virginia Code § 23.1-2610, the Service shall provide the people of the Commonwealth
with useful and practical information and knowledge on agriculture, including horticulture and
silviculture, agribusiness, home economics, community resource development, 4-H Clubs and
related subjects through instruction and the dissemination of useful and practical information
through demonstrations, conferences, courses, workshops, publications, meetings, mass media,
and other educational programs.
Virginia Cooperative Extension – Pittsylvania County strives each day to generate and deliver
research-based information to the citizens of Pittsylvania County that aids them in decision
making. Staff members are actively involved in the identification of challenges facing clientele,
and in conjunction with the network of educators across the state, design and conduct research on
solutions to those problems. Once developed, those solutions are disseminated through a variety
of programming methods including face-to-face instruction, on-farm consultation, digital
connectivity, and print resources. Our Agents operate in three primary program areas including:
Agriculture and Natural Resources 4-H Youth Development Family and Consumer Sciences
Pittsylvania County’s financial contributions support Virginia Cooperative Extension’s most
valuable asset: our people. Cooperative Extension’s funding model leverages multiple funding
sources at various levels of government providing Federal, State, and Local stakeholders with
buy-in to the organization. VCE – Pittsylvania County’s three Extension Agent staff salaries
comprise 92% of funds allocated from Pittsylvania County. The two additional staff members, a
Unit Administrative Assistant and SNAP-Ed Program Assistant, are fully funded by the state and
federal agreements. Of the Agent salaries, Pittsylvania County funds the following percentages of
salaries and fringes: 26.9% (ANR – Crop Science), 33.3% (ANR – Animal Science), and 50%
(4-H Youth Development). State funds comprise the remaining balance of salaries and fringes for
Agent staff as well as office support expenses. State fund contributions total $306,691.00 of the
total annual operating budget of $405,758.80, leaving Pittsylvania County’s FY 20-21 contribution
at $99,068.00 or 24.4% of the annual operating budget. The continued financial support of
Pittsylvania County ensures that Virginia Cooperative Extension maintains adequate staffing to
meet the needs of the citizens of the Commonwealth.
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Program Overview: Agriculture and Natural Resources
The Agriculture and Natural Resources (ANR) program area focuses on the productivity,
development, and profitability of agricultural operations in Pittsylvania County as well as
addressing the growing horticultural needs of homeowners and small-scale agricultural producers.
Virginia Cooperative Extension provides numerous services to County agricultural producers to
help support their production activities. These services include insect identification and
remediation recommendations, weed identification and control recommendations, soil nutrient/pH
testing, plant disease identification, and feed/forage testing. In addition, we provide numerous
digital and print guides and best management practices for various crop and livestock enterprises.
Agents are also the trainers and facilitators of industry certification programs, such as Good
Agricultural Practices or Beef Quality Assurance, that provide producers with greater marketing
opportunities and/or high premiums for their agricultural products. State and local VCE staff also
provide farm business management expertise through in-person programming and agricultural
enterprise budget information. In cooperation with Virginia Tech Pesticide Programs, VCE Staff
also conduct pesticide safety training courses and general farm worker safety courses throughout
the Southside region. In addition to these roles, VCE agents also serve as grant administration
partners and facilitate the development and distribution of grant funds to assist in agricultural
infrastructure development within Pittsylvania County.
Program Overview: 4-H Youth Development
Originally rooted in the ‘Corn Clubs’ of 1914, the 4-H Youth Development program areas strives
to improve the quality of life among youth citizens of Pittsylvania County. Agents focus on
positive youth development through creation and implementation of hands-on life skill programs.
The 4-H organization is unique among other youth education programs in that caring adult
volunteers provide mentorship through continual program participation. The avenues through
which these skills are presented include clubs, camps, in-school enrichment, and special interest
activities. Perhaps the most visible of 4-H events is the annual 4-H Junior Summer Camp where
campers are immersed in activities that develop independence, responsibility, and confidence. In
addition to overnight camp opportunities, many day camp events are held throughout the County
that provide students the opportunity to develop Science, Technology, Engineering, and Math
(STEM) skills. Pittsylvania County 4-H also engages youth in annual public speaking trainings
that culminate in County, District and State contests. Participation in these programs helps youth
develop communication skills while garnering an appreciation for adequate research and
preparation activities. To compliment these communication skills, youth are also exposed to career
development opportunities that include the Southern Virginia Workforce Readiness and
Preparedness (SOVA WRAP) Summit where participants develop interview skills, are instructed
in resume creation, and expand interpersonal relationship competence. Area youth are also able
to participate in agricultural oriented development programs that include 4-H Livestock Projects
as part of the Pittsylvania/Caswell Youth Livestock Show. Additionally, Pittsylvania County 4th
graders annually attend AG DAY, which is a youth agricultural awareness program presented by
Virginia Cooperative Extension in partnership with Pittsylvania Soil and Water Conservation
District.
Program Overview: Family and Consumer Sciences
The Family and Consumer Sciences program area covers a vast array of programs aimed at helping
Virginians make good domestic choices with regard to food, finances, and parenting skills.
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Included under the FCS umbrella is Supplemental Nutrition Assistance Program Education
(SNAP-Ed), which focuses on both youth and adult education in the area of healthy nutrition
education, food preparation, and fitness curriculum. In partnership with Pittsylvania County Public
Schools, VCE – Pittsylvania County Staff members present several award-winning curriculums to
various grade levels within the school system. Research has shown that early childhood education
in food and fitness establishes lifelong positive lifestyle habits that help to prevent childhood
obesity and chronic disease. SNAP-Ed Staff in Pittsylvania County present, “Choose Health: Food,
Fun and Fitness,” “OrganWise Guys,” and “Teen Cuisine” to youth ranging in ages from 8-18.
These lessons provide interactive nutrition activities coupled with physical games to establish
healthy diet and fitness regimens. In addition to nutrition education, the FCS Staff conducts food
safety training for homeowners, farmers market vendors, and industry participants. The ServeSafe
Food Manager Certification program, conducted by VCE Staff, provides food handling training
for food establishments including local Pittsylvania County Schools cafeteria workers. Family and
Consumer Science Agents also provide food preservation training to the general public in the form
of canning classes while also offering technical expertise such as canner and jar testing to ensure
proper operation. Well Water Testing Clinics are also conducted to help local homeowners
understand well operation and water chemistry while providing them with specific
recommendations to improve the water quality of their privately owned well.
Virginia Cooperative Extension – Pittsylvania County Staff
Stephen Barts, Unit Coordinator, Extension Agent, ANR - Crop and Soil Sciences
Rebecca Roberts, Extension Agent, ANR - Animal Science
Mandi Dolan, Extension Agent, 4-H Youth Development
Carol Haynes, Extension Agent, Family and Consumer Sciences (Housed in Franklin Co.)
Susan Burnett, Unit Administrative Assistant
Stephanie Johnson, Family Nutrition Program Assistant, SNAP-Ed
Jason Fisher, District Extension Agent, Forestry and Natural Resources (Housed in Halifax Co.)
Virginia Cooperative Extension – Pittsylvania County
19783 US Highway 29 South – Suite C
Chatham, VA 24531
434-432-7770
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PROGRAM AREA REPORTS
The information included in this report reflects the activities of Virginia Cooperative Extension –
Pittsylvania County from 2016-2020.
General Contacts
Virginia Cooperative Extension defines a direct client contact as an interaction between one or
more VCE staff members and an individual where educational information is directly conveyed to
the citizen. These contacts may take place in one-on-one settings such as on-farm consultations or
office visits, or within a group arrangement where presentations are made to the audience as a
whole. In addition, VCE staff collect and report indirect contacts. Indirect contacts still require the
conveyance of educational information, however the medium through which contact is made may
include email, newsletter, or other digital platforms. From 2016 to 2020, three VCE Agents and
two VCE Support Staff members directly contacted 68,595 individuals in various settings to
provide educational information. In addition, Staff made 12,134 indirect contacts for a total contact
volume of 80,729 adult and youth citizens.
Impacts: Agriculture and Natural Resources
Agriculture is among the largest industries in Pittsylvania County. Accordingly, a large portion of
Virginia Cooperative Extension’s programming efforts are concentrated in providing educational
information useful in improving crop and livestock production in the County. VCE Staff serve as
trainers and facilitators for industry certification programs in various areas of agricultural
production. These industry certifications provide growers with additional market opportunity or
allow them access to premium prices through value added production practices. VCE staff was
directly responsible for training 1,185 producers in Good Agricultural Practices (GAP) and Beef
Quality Assurance (BQA) programs that fulfilled the established industry requirement. In addition,
another 229 youth producers were trained in Youth for the Quality Care of Animals (YQCA),
providing best general animal husbandry practices.
VCE also works to provide face to face agricultural production training for crop and livestock
producers. These production trainings cover production practices, pest management, and BMP’s
for agricultural production. In five years, 38 separate educational opportunities were held
supplying training for tobacco, soybean, hemp, small grains, forage, and livestock producers. More
than 5,000 attendees were presented with relevant research-based information at these educational
opportunities. In cooperation with Virginia Department of Agriculture and Consumer Services and
Virginia Tech Pesticide Programs, Virginia Cooperative Extension is charged with pesticide safety
training for licensed pesticide applicators in Pittsylvania County. We work with producers to
provide initial certification training as well as testing, and then provide them with recertification
opportunities pursuant to VDACS guidelines. In the previous five years, 229 individuals were
provided with initial certification training, 952 were provided with Agricultural Producer
recertification training, and 296 Commercial Applicators (Lawn/Landscape) were provided with
recertification training. VCE also works with VDACS to coordinate the Unused/Unwanted
Pesticide Disposal Program which provides an avenue for farmers and homeowners to properly
discard left over pesticides. In 2018, 5,848 pounds of unwanted pesticides were collected and
properly disposed.
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In addition to pesticide safety training, VCE also works to provide general farm safety training for
agricultural workers in Pittsylvania and the surrounding counties. Staff worked with partnering
agencies to create a region specific, bilingual training DVD that is annually shown to guest workers
as they arrive to work in the County. This English/Spanish video has been used to provide training
in tractor safety, baler safety, heat stress, green tobacco sickness, cardio pulmonary resuscitation
(CPR), basic first aid, and harvester safety to 5,935 agricultural workers, of which 98% were non-
English proficient. To expand upon this training video, Virginia Cooperative Extension has also
offered a four hour in-person course for workers to attend hands-on safety trainings. Through the
use of interpreters, we held four courses (two in 2018, two in 2019) where 503 farm workers and
managers received farm safety training.
VCE Agents also work to conduct on-farm research to address emerging challenges faced by
agricultural producers. In the aforementioned period, 24 separate on-farm research trials were
conducted in Pittsylvania County on tobacco, wheat, barley, soybeans, industrial hemp, and forage
production. The research topics ranged from fertilization, variety selection, pest management, and
harvest methods. The resulting information was used to create publications and presentations that
provide guidance to growers on production decisions.
On 363 occasions, VCE staff presented relevant information to audiences ranging from agricultural
producers to community organizations. On 1,134 separate occasions, Agents met with farmers and
homeowners on-site to provide services ranging from pest identification to nutrient
recommendation. In that same period, 3,943 soil samples were conducted to provide the correct
balance of nutrition to farms and landscapes. Virginia Cooperative Extension also assumes the role
of ESF-11 Agriculture coordinator for the Virginia Department of Emergency Management. In the
past five years, VCE Agents have been deployed on four separate disaster declaration situations,
where damage reports were collected, collated and reported to the Local and State emergency
management staff.
Impacts: 4-H Youth Development
The 4-H youth development education program of Virginia Cooperative Extension is rich with
learning experiences in which young people partner with caring adults and volunteers in a
fellowship unlike any other program available to youth today. Through 4-H, young people are
encouraged to participate in a variety of activities that emphasize 4-H's "learning by doing"
philosophy of youth development.
Virginia 4-H camping has been a proven and effective method of teaching youth life skills. Each
year more than 17,000 youth participate in 4-H camping programs at Virginia’s six 4-H
educational centers. Pittsylvania County youth attend the W.E. Skelton 4-H Educational
Conference Center at Smith Mountain Lake. The camping program teaches youth to make their
own decisions, solve problems, and manage their resources without the help of family. Since 2016,
Pittsylvania County has taken 414 youth to 4-H camp. Over the past five years, community
supporters have provided nearly $10,000 to 73 individuals who requested financial assistance to
attend camp; contributions that not only enable youth from any background the opportunity for
growth and development, but that also support the overall mission of 4-H.
Club participation is yet another avenue for youth to gain life skills. Clubs meet regularly
throughout the year to engage in activities and lessons centered around a common theme. Two
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clubs that have had outstanding enrollment since 2016 include the Pittsylvania 4-H Livestock Club
(averaging 40 enrolled members per year) and the Pittsylvania 4-H Teens In Action Club
(averaging 28 enrolled members per year). Long-term membership further enhances the 4-H
experience as life skill development matures into skill application in other areas of life.
In five years, Pittsylvania County 4-H has had direct interaction with 35,183 individuals. These
individuals have not only received research-based information, but positive hands-on learning
experiences that build life skills as well. Nearly 500 presentations have been offered to area
participants ages 5-19. Subject matter presented ranges from STEM and nutrition education, to
agriculture and career development from which 5,610 youth became enrolled as 4-H members.
These accomplishments and noteworthy figures would not be possible without the gracious
support of community partners who see value in the youth participants as well as the overarching
goals of the program. The Pittsylvania County 4-H program has received $160,657.00 in the last
five years in the form of in-kind donations of programmatic supplies, special event spaces, and
camp scholarships, as well as grant funds, sponsorships, and award dollars allocated.
Impacts: Family and Consumer Sciences
The Family and Consumer Sciences program area focuses on nutrition education, physical activity
initiation and parenting skills. Pittsylvania County shares their FCS Agent with Franklin County,
and through the United States Department of Agriculture’s Supplemental Nutrition Assistance
Program (SNAP-Ed), also employees a local Program Assistant to carry out USDA’s SNAP
mission. The primary programming efforts in Pittsylvania County center around in-school
instruction by the SNAP-Ed programming assistant. The Family Nutrition Program offers free
nutrition education to adults of limited-resources toward a healthier lifestyle in an effort to prevent
obesity and chronic illness, and enhance budgeting and physical activity. FNP also offers programs
to youth in grades K-12 educating them to make healthier food choices and to be more physically
active. With all the programs we offer there are free reinforcements, food tastings to reiterate the
lesson on healthy eating, and hands-on cooking demonstrations for the adult clients and the older
youth. Our program also enhances educational material to develop and have a better understanding
of the importance of why nutrition is so important in our daily lifestyle and physical well-being.
In the past five years, 6,386 youth have received instruction in at least one of the nutrition
education curriculums sanctioned by SNAP-Ed. In addition to federally supported nutrition
programming, the FNP program has also received a total of five grants which help impact the
youth of Pittsylvania County. These grants helped fund the Teen Cuisine program, which provided
youth with free reinforcements that included cooking equipment (skillet, baking sheet, baking dish,
spatula, vegetable scrub brush, spiralizer, cutting boards, knife, etc.). The grant also funded the
purchase of a weekly box containing non-perishable food items, fruits, and vegetables, allowing
the children to participate in guided recipe preparation. Grant funds also helped start and sustain
the 4-H Garden To Go Program, where participants produced an item included in a recipe (in this
case tomato and broccoli) and were able to use said product in the guided preparation of a meal.
The funds allowed for 133 youth to participate in 2020.
The FCS Agent spear-headed the Virginia Household Water Quality Program – Drinking Water
Clinic. Through this program, participants sampled their private wells. Through VCE efforts, those
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samples were analyzed for potability. Client samples were assessed and recommendations were
made on steps that could be taken to improve the overall water quality.
Virginia Cooperative Extension also provided ServeSafe certification opportunities for food
service operators in Pittsylvania County. Through three separate education events, 190 food
service employees and managers were able to attain ServeSafe certification. Adult nutrition
education was also addressed by FCS during the reporting period. Various programs that included
food safety, diabetes management, nutritional choices, food demonstrations, and canning
demonstrations were conducted. In total, 686 individuals received nutritional education from VCE
Staff members.
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SPECFIC PROGRAM HIGHLIGHTS
Southern Virginia Workforce Readiness and Preparedness Summit (SOVA WRAP)
This program enables high school students the opportunity to
better prepare themselves for the workforce by learning how to
write a resume and cover letter, prepare for an interview, network
and properly shake hands, and present themselves professionally.
In 2019, Workforce Development professionals from the
surrounding area came to present hands-on learning experiences
to 42 participants in the form of a conference. Notable session
and program evaluation comments included:
• “I learned to engage and know the meaning of
networking.”
• “Taught me how to give a firm handshake.”
• “Taught me how to look someone in the eyes and
smile.”
• “Learned to be more specific and detailed with
resumes.”
• “Helped me prepare for when I do get interviewed.”
• “Amazing. We should do this again next year. Taught me more things than in
school.”
Dramatic Reading
The 4-H Dramatic Reading Program challenges the contestants to prepare and deliver an
expressive excerpt from a book, poem, or story. Contestants select an appropriate resource from
which to read using a variety of paralanguage (pitch, volume, tone, articulation, speed, stress
patterns, voice quality, rhythm, etc.). Contestants prepare their presentations before sharing their
dramatic reading with their peers in a structured, competitive classroom setting.
A Union Hall Elementary School teacher piloted the 4-H Dramatic Reading Program with her
third-grade students as an interactive way to improve reading literacy in the classroom. Practice
reading tests, similar to the format of annual Virginia Standards
of Learning Assessments, were given to participants before and
after the 4-H Dramatic Reading Program was presented.
Out of 33 students, 94% showed increases in test scores
following the program. The average point increase per student
was 13 points. Additionally, 84.6% of students who were failing
before participating in the program are now passing. Lastly,
66.7% of students who were borderline pass/fail averages before
the program are now passing post-program. “The dramatic
reading program has helped our everyday reading fluency with
my 3rd graders. The children are asking to read more out loud and
are reading with emphasis and enthusiasm. They enjoy changing
their voices and making the reading more interesting,” said Mrs.
Lankford.
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Garden to Go
The purpose of the program is to promote healthy eating habits and
connect youth to the natural world through positive, hands-on, reality-
based learning opportunities. Participants journey from plant to harvest
and beyond to accomplish goals such as promotion of physical activity
and quality outdoor experiences, discovery of new individual strengths,
development of life skills such as responsibility, self-motivation, and
confidence, and the application of gardening concepts to everyday
tasks.
In the summer of 2020, the Garden to Go program reached 29 youth
with 55% of evaluation respondents being new to the 4-H program and
a 45% retention rate. Garden to Go participants placed great value on
the information shared with them as evidenced in 100% knowledge gain reported. Highlighting
the experiential learning environment of 4-H programs, 94% of Garden to Go respondents
indicated effective application of material they learned to their everyday lives. Furthermore, 90%
reported a lasting positive 4-H impact as a direct result of the Garden to Go program.
Virtual Learning Series
The 4-H Virtual Learning Series was created in an effort to bridge the educational gap caused by
COVID-19 school closures. Additionally, the series served as an opportunity to address the
emerging need of youth transitioning to an online learning environment. This eight-week series
offered youth ages 5-18 the opportunity to meet daily for one
hour to engage in interactive virtual lessons targeting
agriculture, physical activities, environmental science, family
games, kitchen safety, food science, and natural resources.
The 4-H Virtual Learning Series reached 75 youth from six
Virginia Cooperative Extension localities. As a direct result of
this program, 91% of youth participants reported learning
something new from the content presented. Additionally, 87%
of respondents concluded the program feeling more confident in
their ability to learn online.
Pittsylvania County Teens In Action
Pittsylvania County Teens In Action is a 4-H Club for youth ages 14-18 striving to make a
difference in their community. An utmost priority for this group is to serve as camp counselors
during a week-long overnight camp each summer.
Following 4-H Junior Camp each year, Teen Leaders are asked to provide feedback to the 4-H
Extension Agent on their experience as leaders as well as the overall impact of the camping
program. Select responses from the past few years are as follows:
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• “4-H Camp opened me up and showed me how
to be both a leader and a follower. It showed me
how to be confident and responsible and taught
me how to use my personal skills and abilities to
teach and lead others. 4-H has provided me with
friendships that will likely last a lifetime and has
given me the opportunities I needed to shine and
become a part of something bigger than myself.
The club has given me a chance to gain
knowledge and experience that I’ve never had
before.” – Coleman M.
• “To me, being a leader means experiencing new
opportunities and going on exciting adventures with your new close friends. It’s a place for
self-growth, new skills, and making progress on your own while encouraging others in
their progress as well.” – Makenzie T.
• “This club has improved me as an individual in many ways. Including being more
confident, unafraid to stand in front of a group of people and be goofy, and actually share
what I have to say. It has also taught me leadership skills that I will be able to use all
throughout life.” – Timeka E.
Regional Cattle Marketing Initiative Proves Profits for Producers
Most cattle produced in Virginia come from cow-calf
farms. With cow-calf operations, as with other farm
enterprises, making a profit is the only thing that will
keep you in business. How much profit you make
depends largely on your ability to market your calves.
Profitable cattle marketing involves more than just
getting the highest price. It involves producing the type
of calf the market desires, marketing that calf through
the best outlet and at the best time. Knowing that beef
cattle producers in Pittsylvania County have tremendous
investments in their cattle, equipment and land, not to
mention their time investment in herd health, they need a way to ‘market’ their cattle. The large
majority of these cattle are sold at weekly scheduled sales at local livestock markets. Buyers at
these markets have no prior knowledge of any of the cattle coming into the facility on that
day. Therefore, cattle producers selling cattle at these facilities are ‘price takers.’ Marketing cattle
via tele-auctions give producers numerous advantages such as: increased competition in
purchasing their cattle, direct buyer-to-seller transportation thus less stress and shrink, and reduces
buyer and marketing costs.
Led by Virginia Cooperative Extension’s Pittsylvania County Office- ANR/Animal Science agent,
numerous producer meetings were scheduled and educational/informational material was
developed and distributed. Resources on feeding weaned cattle, vaccination techniques, and
specific protocols were distributed. Partnerships with Central Virginia Cattlemen’s Association,
Virginia Cattle Company, Virginia Department of Consumer Services, and Virginia Cooperative
Extension-Pittsylvania County were utilized to facilitate information and processes. The agent
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conducted individual farm visits to evaluate cattle and assist with vaccination protocols. The agent
coordinated all aforementioned parties to conduct the on-farm evaluation and grading of all cattle.
Pre-sale Zoom meetings were conducted to disseminate information and schedules. The agent also
arranged a large viewing area for all consigners and potential consigners to view the sale.
Overall producer participation, compared to the previous year, increased by 42.8% with an 86%
increase in the number of cattle sold. The total amount of premiums generated by this sale was
over $140,000 with an average premium per head sold of $171.92. Not only is this sale highly
profitable to the beef cattle producers involved but these cattlemen are providing a value-added
product that the consumer can be proud of as well. In a post-sale survey, 100% of participants
stated that Extension information/guidance caused them to make a change in their production
practices which directly resulted in a positive gain for their operation. Additionally, 100% of the
participants stated that they experienced greater marketability of their cattle through this Extension
program. One cattle producer stated, “(this program) completely changed how I market cattle from
ordinary livestock markets to premium value-added marketing. It improved my cattle and
increased my overall profitability.”
Virginia Tobacco Region Revitalization Commission Agri-business Grants
In active partnerships between 14 Virginia Cooperative Extension offices, local government, and
agriculture producers, the Central District has been successful in securing funds from the Virginia
Tobacco Region Revitalization Commission (VTRRC) to assist agricultural producers in the
Central District with value-added improvements to their operations. Each year awarded, the
“Central Virginia Pasture, Crops and Livestock Grant'' provided over $400,000 to agricultural
producers. The grant was designed to provide assistance to producers to enable their ability to
make improvements to their operations. The
components include pasture watering systems, grain
bins, hay barns, and livestock handling equipment.
The grant offered producers within the 14-county
region an opportunity to apply for cost share incentives
of up to $3,300 for improvement practices. A
partnering local government official acted as the fiscal
agent and Agricultural Extension Agents had the
primary responsibility for managing the program
locally including processing applications, making site
visits, consulting on best management practices, and
certifying project completion.
Pittsylvania County participated in the grant program in 2016, 2017, and 2019. Due to the length
of the projects and the depth of information needed, Pittsylvania County elected to offer this grant
on a biannual basis. Over the course of the three grant award years, 68 Pittsylvania County
agricultural producers completed projects. Projects included hay storage facilities, livestock
handling equipment, grain bins, and cold storage equipment for vegetable and meat food safe
storage. In summary, these grant awards enabled 68 projects to be completed from 2016-2020. The
program included $192,292.84 reimbursed grant funds and $621,132.61 in producer investments.
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Bilingual Trainings Bring Farm Safety to Southside
According to the National Institute for Occupations Safety and Health (NIOSH), 167 agricultural
workers suffer a lost-work-time injury on American farms each and every day. In 2012, 374
farmers and farm workers were fatality injured in farming operations across the United States, the
majority as a result of tractor overturns. In that same year, nearly 50% of farm workers reported a
sprain or strain injury. Virginia’s farm injury statistics in 2013 indicate 49 farm worker injuries
and nine fatalities. Nearly 50% of surveyed farm workers indicated that they were never provided
any formal safety training and of those
training attendees, 90% indicated that the
training was not conducted in their native
language. In a partnership with GAP
Connections, Telamon Corporation, US
Department of Labor, and Virginia
Department of Labor, Virginia Cooperative
Extension set out to create training resources
for farm worker safety. Beginning in 2016,
training tools were created for individual
farmers to use to assist in training workers.
These included a 45 minute DVD that was in
Spanish and English as well as Tailgate
Training Tips, which were print versions and bilingual also. The video contained basic farm safety
trainings on tractor safety, baler safety, heat illness mitigation, green tobacco sickness, and general
hand tool safety. Beginning in 2017, the On-Farm Safety and Compliance Events were planned
and held throughout the state to provide more thorough hands-on training. Farm workers and
managers received four hours of instruction, in their native language, on many topics including
basic first aid, CPR, equipment safety, heat stress symptoms and remediation, green tobacco
sickness treatment, and general farm safety. In the five years of the program, 503 farm workers
have attended a training program and 5,935 farm workers and managers have viewed the safety
training resources. After-action surveys in 2019 report that 100% of attendees indicated knowledge
gain from the program, with 86% indicating an increase in safety awareness.
Pittsylvania Caswell Youth Livestock Show and Sale
For 73 years, Pittsylvania County, Virginia and Caswell County, North Carolina have worked side
by side to provide a youth livestock show. The Pittsylvania Caswell Youth Livestock Association
facilitates and manages the show and is comprised of community volunteers, business men and
women, agriculture educators and at least two Agents from both Virginia and North Carolina
Cooperative Extension Agencies. Over the last five
years, over 500 youth between the ages of 6-18,
participated in the PCYLA Show and Sale. Youth
purchased, halter broke, trained, fed, and groomed
nearly 1,000 head of livestock during that five year
time period.
Furthermore, each year, youth are given the opportunity to sell their animal(s) in a live auction
where businesses and members of the community bid and purchase these animals. The live auction
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gives youth the educational opportunity to sell their animal(s) while building relationships with
businesses within the community. Each year, the sale grosses over $120,000 in funds for the youth
participants.
In 2012, the first educational scholarships were awarded to graduating seniors through the PCYLA
Scholarship program. To date, over $12,000 in educational scholarships have been awarded to
graduating seniors. Additionally, through the diligent efforts from Extension Agents, the PCYLA
Scholarship program has been officially endowed, thus guaranteeing the continuity for educational
advancement for youth in Pittsylvania and Caswell Counties.
Bright Leaf Growers Look to Virginia Cooperative Extension for Guidance
Pittsylvania County is the largest tobacco producing county in Virginia and averages 6,000 acres
of tobacco production annually. The farm gate value of flue-cured tobacco production exceeds $29
million with a multiplier effect of $90 million in economic contributions to Pittsylvania County.
This highly specialized crop requires intensive management and expertise and is a high input, high
value commodity crop. The tobacco growers of Virginia
rely on the proven expertise found in Virginia
Cooperative Extension staff to provide research,
production recommendations and pest
diagnosis/remediation for this high value crop. The
Virginia Tobacco Extension Program staff are available
to tobacco producers during every aspect of the
production process. Area Tobacco Production meetings
are coordinated to provide the information needed to
plan the crop and during the production season, Agents
and Specialists work together to field hundreds of calls
and conduct on-site field consultations with growers. In addition, Specialists and Agents work to
plan and execute research trials on the research station and on-farms throughout the County. These
efforts by Extension staff result in educational information generation and dissemination as well
as practical problem solving for the tobacco growing community.
The survey of tobacco growers illustrates the profound impact the Extension system has on their
productions. In 2020, surveyed growers indicated that 96% rate Extension information as
important or very important. In addition, 90% reported a management change as a direct result of
Extension information. Of those reporting a management change, 98% indicated that change
resulted in a positive gain for their operations (ie. greater yield, higher return, etc). Of surveyed
growers 95% indicated that Extension information guides their pesticide usage and has improved
their ability to manage pests over the past five years. Virginia Cooperative Extension is affecting
positive change on the tobacco farms of Pittsylvania County.
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Summary
Virginia Cooperative Extension is deeply appreciative of the financial support provided by
Pittsylvania County. Your continued support is absolutely critical to maintaining adequate
staffing levels that allow VCE Staff to continue its 107-year-old mission: Enriching and
improving the lives of the citizens of the Commonwealth through education. Cooperative
Extension Staff members work diligently to remain abreast of local needs and develop programs
that derive solutions and disseminate research-based information to its clientele. Your financial
support secures a vast network of Agents and Specialist that provide practical solutions to real
world problems faced by Pittsylvania County residents. From 2016-2020 VCE Staff have had
direct contact with 68,595 clients and provided educational material on subjects ranging from
crop production to animal husbandry, and career skills to food handling safety. Virginia
Cooperative Extension and its Staff members take great pride in helping local citizens improve
the quality of their lives and we ask that you join us in continuing to support this vital program.
Respectfully,
Stephen Barts
Unit Coordinator
Extension Agent, Crop Science
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West Piedmont PDC/Danville-Pittsylvania MPO
5-Year Accomplishments Report for Pittsylvania County
May 20, 2021
1. Importance of Pittsylvania County’s Support of WPPDC
Pittsylvania is a charter member of the West Piedmont Planning District Commission
(WPPDC), and the County plays an important role in the work of the WPPDC. Pittsylvania
County elected officials and staff participate in all aspects of the work of the Commission.
Furthermore, WPPDC is actively pursuing new opportunities to support its member
jurisdictions, including Pittsylvania County, in the areas of housing, broadband, grant
administration, and additional technical assistance.
Funding from Pittsylvania County supports a collaborative and multi-jurisdictional effort to
provide regional solutions to issues of common interest to all our member communities,
which both directly benefits individual communities and the West Piedmont region. To
ensure a strong return on the local investment we receive, local funding from Pittsylvania
County and our other member jurisdictions is used to provide the required match to access
state and federal grant funds that support our work and ensure the effectiveness of WPPDC
programs. Evidence of that effectiveness and the return on the County’s investment is
outlined in the list of five-year accomplishments below.
Without Pittsylvania County’s support, WPPDC would lose that effectiveness and would no
longer have the match needed to bring those projects and programs to the County and the
region.
2. Accomplishments Supporting Pittsylvania County Over the Last Five Years
• On an annual basis, the WPPDC has developed/updated the regional Comprehensive
Economic Development Strategy (CEDS), which serves as a vital economic planning
document and statistical resource for each of the region’s localities. The CEDS is commonly
used in preparing various reports and submitting grant applications, especially applications
for EDA and USDA funding. The preparation of the annual CEDS report and the status of the
West Piedmont PDC as a designated Economic Development District by the Economic
Development Administration (EDA) maintains the eligibility of Pittsylvania County and the
other localities in the region to apply for and receive federal economic development grants.
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• In the initial round of Smart Scale in 2016, the Danville-Pittsylvania MPO prepared and
submitted a successful $3.4 million application for the improvement of the Berry Hill Road-
US 58 intersection to increase the future capacity of the road to support the future
development of the Southern Virginia Mega Site. The project was recently completed in
2021.
• In the 2017 round of Smart Scale, the Danville-Pittsylvania MPO developed and submitted a
successful $1,083,903 Smart Scale application for improvements to the intersection of
Whitmell School Road and Mt. Cross Road.
• In 2018, WPPDC updated the region’s bicycle plan which identifies recommended bike
routes for cycling enthusiasts based on topography, safety, traffic counts and degree of
difficulty. The bike plan supports both outdoor recreation and tourism featuring an online
interactive map which allows bicyclists to link trips with features including restaurants,
trails, wineries, retail, and other tourist destinations.
• In 2018, WPPDC staff developed and published a local foods guide for the region featuring
farm to table restaurants, farmer’s markets, wineries, breweries, distilleries, and other local
foods venues for the promotion of the region’s local foods business owners and customers
with emphasis on the promotion of tourism. The PDC developed an online interactive map
which identifies the location of these local food outlets in Pittsylvania County and the entire
West Piedmont region.
• In 2018, the Danville MPO initiated and funded a consultant led study to examine the
feasibility of extending a connector road between the Danville Expressway (US 58) and the
Southern Virginia Mega Site at Berry Hill. The MPO employed Dewberry for this project in
anticipation of it being used as the basis for a Smart Scale application to seek funding for a
connector road project to link the mega site to the US 58 bypass.
• In 2018, staff of the West Piedmont Planning District Commission (WPPDC) assisted the
Pittsylvania County Department of Parks and Recreation in the preparation of a $106,460
Forest CORE (Forest and Community Opportunities for Restoration and Enhancement) Fund
grant, administered through the Virginia Outdoors Foundation to improve the 50-acre
Wayside Park facility in the Town of Hurt, Pittsylvania County.
• In 2019, the Danville MPO prepared and submitted a $32 million Smart Scale application for
the connector road project to link the Southern Virginia Mega Site at Berry Hill. Upon the
review of VDOT staff the application was recommended for funding. Although the CTB
ultimately elected to deploy 58 Corridor funds to support the project, it was the MPO
application which put the project on the table for consideration and ultimate approval.
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• In 2019, the WPPDC applied for and received in 2020, a $120,000 grant to update the West
Piedmont Regional Hazard Mitigation Plan. At the present time, the PDC is utilizing
Dewberry in the process of updating this plan. In order for Pittsylvania County and the
region’s other localities to maintain eligibility for federal and state disaster relief and grants
for hazard mitigation, each must participate in an approved hazard mitigation plan, which
WPPDC has continually and successfully maintained over the past 15 years.
• In 2019-2020, the Danville-Pittsylvania MPO initiated an update of the long-range
transportation plan for the region as required by VDOT and FHWA. The successful
completion and approval of the long-range plan maintains future funding for the MPO and
by extension enables the organization to support Pittsylvania County in future transpiration
planning initiatives such as the Berry Hill connector study and moreover the receipt of
transportation grant funding.
• In 2020, the WPPDC applied for and received a $400,000 CARES Act grant from the
Economic Development Administration (EDA) to create a grant coordinator position in the
PDC to assist its member localities in both applying for and administering grants. The grant
coordinator was hired in Fall 2020 and has provide technical assistance and grant support
for projects in Pittsylvania County. Additionally, the grant funds the development of a
regional pandemic recovery and economic resiliency plan to study the impacts of the COVID
pandemic and develop strategies to recover from those impacts and build economic
resiliency across the region. The grant also provides a license to JobsEQ from Chmura, an
economic data platform, for Pittsylvania County staff.
• In 2020, the MPO staff prepared and submitted a $38 million Smart Scale application for the
extension of the Berry Hill connector road from the terminus of the Phase One Connector
Road at Berry Hill Road for a distance of 2.3 miles south to Oak Hill Road. The project has
been recommended for funding by VDOT staff review and it is anticipated the CTB will
approve the project when it considers the FY 22 Six Year Plan in June of 2021.
• In 2020, PDC/MPO staff assisted Pittsylvania staff in preparing a Smart Scale application for
improvements at the intersection of US 29 and Tightsqueeze Road. The project has been
recommended for funding and inclusion in the FY 22 Six Year Plan to be approved by the
CTB in June of 2021.
• In 2020, the WPPDC staff completed an update of the Regional Long-Range Rural
Transportation plan which identifies assets and deficiencies in the region. Utilizing a project
matrix, the plan ranks and prioritizes projects generally based on the requirements of the
Smart Scale program and other available state project funding. The long-range rural plan
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serves as a vital tool for communities to cite in the preparation of state transportation
funding applications.
• In 2020, WPPDC assisted the Institute for Advanced Learning and Research (IALR) with an
application to EDA for its Industry 4.0 Training program. The $2.5 million grant was
approved, and IALR will begin the advanced manufacturing workforce training in 2021.
• In 2021, the MPO applied for and received a GAP technical assistance grant from the
Virginia Office of Intermodal Planning and Investment (OIPI) to support the identification
and prioritization of future projects in the process of conducting consultant led
transportation studies. The effort is intended to assist in maximizing federal and state funds
to pursue studies and project recommendations with the highest potential to yield
successful applications for Smart Scale and other sources of transportation funding.
• In 2021, it is anticipated WPPDC will be assisting Pittsylvania County with an EDA application
to improve wastewater facilities at Cane Creek Centre to remove an outdate pumpstation
and improve service for existing and future industries. WPPDC has provided preliminary
technical assistance with the project and submitted a pre-application to EDA.
• In 2021, WPPDC began working with the Danville Redevelopment and Housing Authority to
write a CDBG planning grant application for a housing development in Pittsylvania County.
The application is expected to be submitted in June 2021, and WPPDC will also provide
grant administration.
• In 2021, WPPDC is working on several housing initiatives designed to help address the
housing needs in the region, including a regional housing study, increased staff capacity to
assist with housing rehabilitation and housing production grant projects, and a new
opportunity for affordable housing development in the region. WPPDC staff have consulted
with Pittsylvania County Community Development staff in the development of these
housing initiatives.
• In 2021, WPPDC is facilitating discussion to develop regional solutions to broadband
availability, including an opportunity to draft regional applications for broadband funding
through the Tobacco Region Revitalization Commission, Virginia Department of Housing and
Community Development, and others.
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Diversion Report 2016-Present
Intake Diversion Specialist
Jennifer Woltz
Pittsylvania County Diversion Report for 2016-Present
*Notable Cost-Saving Measures of the Diversion Program*:
DETENTION:
• All youth who come through Diversion through either Parent/Guardians (CHINS cases), Law
Enforcement or Truancy Officers are at risk of removal from their homes or being placed in
detention.
• Detention
o The cost of placing a youth at WW Moore Detention Home is $146.95/day.
▪ Of the 235 cases, 22 were detained.
▪ Results: 213 cases that were not detained saved Pittsylvania County $31,300.35 in
DAILY detention costs.
FOSTER-CARE/DSS CUSTODY
• Foster Care:
o The Cost of placing a youth in DSS Custody/Foster Care can vary according to where they are
placed and the type of Foster Care placement.
o The basic 30-day cost for Foster Care is approximately $156/day
▪ Of the 235 Diversion cases, only 6 were placed in Foster Care.
▪ Results: 229 cases that were not placed in Foster Care saved Pittsylvania County
$35,724 in DAILY Foster Care Costs.
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Diversion Report 2016-Present
Intake Diversion Statistics
2016-Present
Caseload Summary
Total # Diversions/Court Ordered CHINS: 266
o Successful: 194
o Unsuccessful: 72
o Detained after Diversion/CHINS 22
o Foster Care Placements while in Diversion/CHINS 6
o Recidivism: out of 235, # eventually placed on probation: 34
o This Diversion Program also: assists schools with maintaining attendance rates that fall
within the state standard.
o This Diversion program provides an opportunity for families to gain access to mental health
services without the child having to commit a criminal offense before gaining access. The
program also provides supervision of services and access to sanctions to help increase
compliance with services. The sanctions are no cost to the county.
o This Diversion Specialist serves as a liaison for families to community agencies. This Diversion
Specialist is able to link families to services through various funding sources, which alleviates
Pittsylvania County of being responsible for any funding of services.
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Diversion Report 2016-Present
Description of Programs Offered by CSU Intake Diversion Specialist
Based Upon Needs and Availability
Law and Community Awareness (LACA)
Program Description: Program designed to provide law related education and problem-solving skills within
a group format. Sessions are 1.5 hours per week for 8 weeks.
Curriculum: Overview of Juvenile Justice System, Law Enforcement Perspectives, Problem-Solving Skills,
values clarification, victim awareness, and consequences of crime. Sessions involve the use of group process,
guest speakers, handouts, written assignments. The program utilizes guest speakers such as CSU staff, school
personnel, attorneys, Detention personnel, Local CSB and other community agencies.
Program Objectives: -To provide, through positive group experiences, education regarding the law, the
juvenile justice system and a juvenile’s rights and responsibilities as a citizen.
-To provide opportunities for positive interaction with legal authorities and other community
representatives.
-To encourage juveniles to examine their own values and attitudes towards the law and community.
-To improve juveniles’ skills in the area of communication, problem-solving, and responsible decision-making.
Referral Source: Intake Diversion Specialist and Probation Officers within the 22nd District CSU
Pre-Test and Post-Test given to juveniles; Class evaluations given to both parents and juveniles on last day
of class.
Average Number of Participants in a class: 20-25 Juveniles and Parents per session; 98% Successful
completion rate
LACA Spring 2015: 11 total Participants
3 Juveniles were on Probation; 5 were in Diversion Program; 3 Parents were present
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Diversion Report 2016-Present
Substance Abuse Awareness
Program Description: To educate and inform youth and their parents about the dangers of drug and alcohol
use amongst teenagers. This one-day class lasts for 2 hours.
Curriculum: This class will provide accurate information on the mental and physical effects of drug use. This
class will also discuss the impact drug use has on the individual who is using drugs or alcohol, the impact on
the family whether the child or parents is using, and the impact drug use has on the community and what
can be done to combat the problem. Education videos, presentations from our local RASAP committee,
personal speakers and booklets will be utilized during this course.
Topics of Discussion: Drug culture, the reasons why people use drugs, how drugs affect users mentally,
physically and emotionally, drug use among youth and peer pressure.
Referral Source: Probation Officers within the 22nd District CSU
Pre-Test and Post-Test given to juveniles; Class evaluations given to both parents and juveniles on last day
of class.
Average Number of Participants in a class: 15-20 Juveniles and Parents per session; 96% Successful
completion rate.
o Substance abuse awareness class (2 sessions)
-Participants for spring 2017 session - 10 juveniles; 8 parents
-Participants for fall 2017 session - 17 juveniles; 20 parents
-7 juvenile participants were on probation; remainder were in Diversion program or CHINS
-Speakers included: State Trooper ; Prevention DPCS; Mike Ellyson-Personal Speaker.
- Parents and Juveniles gave excellent feedback on each session. Evaluations indicated that
all participants suggested that a personal speaker always be invited to present for awareness
classes.
-Activities included: Cycles of Addiction and Impaired Vision Goggles
5.a.o
Packet Pg. 143 Attachment: Intake Diversion Program Report 2016-Present (Revised) (2588 : External Funding Appropriations (Staff Contact: Kim Van Der
Diversion Report 2016-Present
Shoplifter’s Program
Program Description: To educate youth and families on the impact that shoplifting has on businesses,
communities and product/merchandise costs. This one-day class last approximately 2-3 hours.
Curriculum: Law enforcement will be present to discuss shoplifting and other violations of the law from law
enforcement’s perspective; a representative from a local business’ loss and prevention department will be
present to discuss how stores and merchandise are monitored and how shoplifters are prosecuted. Each
youth will be required to write an apology letter to the store that filed the petition on them. Videos related
to shoplifting will be shown to participants. Parents are required to attend the program with the juvenile.
Referral Source: Intake Diversion Specialist and/or Probation Officers within 22nd District CSU
Pre-Test and Post-Test given to Juveniles; Apology letters will be mailed to the stores that filed the petition
on the juvenile.
Average Number of Participants in a class: Varies, based on number of Shoplifting petitions received by this
office.
September 2016- 1 referral; Juvenile successfully completed the class
VAPING/E-CIG EDUCATION GROUP
Program Description: To provide education to juveniles and parents on the propaganda and health risks
associated with vaping and use of electronic cigarettes.
Curriculum: Electronic Cigarette Pamphlets and other relevant documentation is reviewed in depth. Youtube
videos are utilized to provide a visual image of the possible health issues that could develop as a result of
vaping.
Referral Source: Intake Diversion Specialist and/or Probation Officers within 22nd District CSU
Average Number of Participants in a class: 10-12 juveniles and parents per session.
Last class completed on:10/29/2019. 12 participants. All participants successfully completed the class.
A second group was planned for 3/26/2020 but was not completed due to COVID restrictions. Instead, this
class was completed on an individual basis via telephone.
5.a.o
Packet Pg. 144 Attachment: Intake Diversion Program Report 2016-Present (Revised) (2588 : External Funding Appropriations (Staff Contact: Kim Van Der
Diversion Report 2016-Present
OTHER NOTEWORTHY ACCOMPLISHMENTS/ENGAGEMENTS
o Speaker at Reentry Meeting-March 2018
o Guest Speaker at Pittsylvania County Principal’s meeting-April 2018
o Speaker at Best Practices Training-Trauma Informed Care and Evidence Based
Practices-June 2019
o Speaker at FAPT/CPMT Training-August 2019
o Speaker at Judge Turpin’s Truancy Intervention Program at least once a month for over
5 years. (Begin in 2014 and the last class was in February 2020) No additional Programs
have been scheduled due to COVID.
o Active Board Member of the annual Real Life Program from 2016-2019. The program
usually has 15-20 participants. Program has not been facilitated since 2019 due to
COVID.
SUMMARY OF MAJOR TRAININGS 2016-PRESENT
• Motivational Interviewing
• EPICS (Effective Practices in Community Supervision)
• Current Alcohol & Drug Trends
• Gang Management Unit Training
• SASSI ( Substance Abuse Subtle Screening Inventory)
• CANS Assessment Training (Child & Adolescent Needs & Strengths)
• High Fidelity Wraparound Training
• Safety Training (for CSU)
• Canine Safety Training
• Acceptable Use Computer Policy Training
• YASI (Youth Assessment and Screening Instrument)
• Working Remotely
• IACCT Training (Independent Assessment Certification and Coordination Team)
• CPMT/FAPT Roles and Responsibilities
• RASAP Training (Regional Alliance for Substance Abuse Prevention)
• First Aide/CPR
• Cyber Security Training
• Suicide Awareness
• Mandated Reporters: Recognizing and Reporting Child Abuse and Neglect
• ACES Interface Training (Adverse Childhood Experiences)
• Active Shooter Training
• REVIVE-Opioid Overdose and Naloxone Education Program
• SDM Training (Standardized Disposition Matrix)
5.a.o
Packet Pg. 145 Attachment: Intake Diversion Program Report 2016-Present (Revised) (2588 : External Funding Appropriations (Staff Contact: Kim Van Der
Diversion Report 2016-Present
Certifications ETC:
• CANS
• EPICS
• SASSI
Committee/Board Participation & Membership:
• Family Assessment and Planning Team (FAPT)
• Truancy Intervention Program (TIP)
• Truancy Multidisciplinary Team (TMT)
• Regional Alliance for Substance Abuse Prevention (RASAP)
• Gang Intel
5.a.o
Packet Pg. 146 Attachment: Intake Diversion Program Report 2016-Present (Revised) (2588 : External Funding Appropriations (Staff Contact: Kim Van Der
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Selection of two (2) Volunteer Agencies for Annual Audit (Staff Contact:
Kim G. Van Der Hyde)
Staff Contact(s): Kim G. Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.b
Attachment(s):
Reviewed By:
SUMMARY:
Section 22 of the FY21 Budget Resolution requires that the County Administrator execute a
Memorandum of Agreement with each Fire and Rescue Agency, which requires that each agency
provide annual financial reports and/or audits of all available funds. In addition, the Board of
Supervisors voted on June 16, 2020, to require that two (2) Agencies be selected at random each
year for audits to be performed at the expense of the County.
FINANCIAL IMPACT AND FUNDING SOURCE:
We received proposals from accounting firms to perform the Fire and Rescue Cash Receipts and
Disbursements audit. Harris, Harvey, Neal and Co., LLP was the firm selected to perform these
audits at a cost of $3,000 per agency. These funds will be paid from the Consultant-Audit line
item in the General Fund Budget.
RECOMMENDATION:
County Staff recommends that the Finance Committee select the two (2) Fire and Rescue
agencies to be audited for FY2021 by Harris, Harvey, Neal and Co., LLP.
MOTION:
“I make a Motion for _____________ and _____________ to be selected for an audit of cash
receipts and disbursements by Harris, Harvey, Neal and Co., LLP.”
5.b
Packet Pg. 147
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: FY22 Contingency Budget Appropriations (Staff Contact: Kim G. Van
Der Hyde)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.c
Attachment(s): CONTINGENCIES 2022
Reviewed By:
SUMMARY:
Attached is a list of contingencies for the FY22 budget. The following items need to be reviewed
by the Finance Committee to determine which items need to be approved for the FY22
departmental budgets. These items include:
1.) BJA Bulletproof Vests: The Board annually sets aside
a match for the Bulletproof vest grant program.
2.) Jail Vehicles: The Sheriff’s Department has requested
two (2) additional transport vehicles for the Jail. The
current inventory includes a 2015 Explorer, a 2017
Explorer, 2-2018 Explorers and a 2012 Van. The
Sheriff plans to replace the 2012 Van and the 2015
Explorer that each have 160,000+ miles on them.
3.) Jail Medical Billing Compliance Analyst: In FY21
the Board budgeted $40,000 for the Sheriff to hire a
Medical Billing Coder for the Jail. Prior to hiring said
position, Sheriff Taylor used these budget funds to hire
a part-time auditor (Jail Medical Billing Compliance
Analyst) to pursue outstanding amounts from former
prisoners. The Medical Billing Coder was hired in
January 2021, but the Jail Medical Billing Compliance
Analyst is still on payroll. The Board did not fund both
positions in the FY2022 adopted budget; only the Coder
position is funded.
FINANCIAL IMPACT AND FUNDING SOURCE:
These items are currently budgeted in the Board’s contingency line item and must have board
5.c
Packet Pg. 148
approval before amounts are moved to the appropriate departmental budgets to be funded.
RECOMMENDATION:
Staff recommends that the Finance Committee provide direction on the items listed above.
5.c
Packet Pg. 149
CONTINGENCY/GRANT LOCAL MATCH-2022
BJA Bulletproof Vests 9,875.00
Circuit Court Clerk Position+Benefits 44,336.00
(Base Salary-30,167)
Jail-1 Van and 1 Explorer 78,750.00
(Van-38,750 and Explorer-39,750)
School's increased Contibution 830,648.00
Treasurer's Office-Legal for Tax Sales 20,000.00
Jail Medical Billing Compliance Analyst 56,875.00
TOTAL 1,040,484.00
Amount of Funding Available 312,000.00
Unfunded Requests 728,484.00
5.c.a
Packet Pg. 150 Attachment: CONTINGENCIES 2022 (2590 : FY22 Contingency Budget Appropriations (Staff Contact: Kim Van Der Hyde))
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Solid Waste Equipment Purchase Financing (Staff Contact: Chris
Adcock/Kim Van Der Hyde)
Staff Contact(s): Chris Adcock/Kim Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.d
Attachment(s): Bids
Reviewed By:
SUMMARY:
Request for Proposal (“RFP”) # 2021-04-19 was issued for purchase of a rebuilt/used bulldozer
for County Landfill operations. Six (6) RFP responses were received on May 14, 2021. A
committee comprised of Public Works employees reviewed and ranked each RFP response based
on the following three (3) categories: (1) Qualifications/Experience of the offeror; (2)
Completeness/Responsiveness of the RFP response; and (3) Cost. For the Board’s review and
consideration, related documentation is attached. Chris Adcock, Public Works Director, will
present a summary of the top three (3) RFP responses for the Board’s potential purchase award.
FINANCIAL IMPACT AND FUNDING SOURCE:
Financing is being arranged through the Virginia Resources Authority (“VRA”) for the recent
and proposed equipment purchases in conjunction with the new County Landfill Cell “C”
construction.
RECOMMENDATION:
County Staff recommends the Board authorize the application to enter the fall bond sale with
VRA. Applications are due on August 6, 2021.
MOTION:
“I make a Motion to authorize County Staff to: 1.) apply for financing and to enter the VRA fall
bond sale, 2.) award the bulldozer bid as presented.”
5.d
Packet Pg. 151
Bid (ranked
in order of
staff
preference)
Make/Model Hours Fire
Suppression
Cost Warranty
Notes
Marcel #1 2015 Cat
D8T LGP*
10,425 Yes $765,000 3yr or
5000-hour
warranty on
rebuilt
components
Zero (0) hour
complete
bare frame
rebuild, 38”
wide track
Marcel #2 2015 Cat
D8T WH
(waste
handler spec)
11,585
(machine)
2,578
(idle)
Yes
$685,000 3yr or
5000-hour
warranty on
rebuilt
components
Zero (0) hour
complete
bare frame
rebuild, 28”
wide track
Marcel #3 2011 Cat
D8T WH
(waste
handler spec)
8,855
(machine)
2,533
(idle)
Yes
$495,000 3 mo. Or
600-hour
parts
warranty on
complete
machine
Reconditioned
only / not
complete
rebuild, 26”
wide track
* Comparing the Cat D8TLGP “Low Ground Pressure” dozer with 38” Track shoes versus a Cat
D8T Standard Gauge dozer with 28” track shoes.
The D8TLGP has a wider gauge undercarriage and wider blade than the CAT D8T Standard
gauge dozer.
Benefits of D8TLGP
D8TLGP has less ground pressure because of the larger undercarriage keeping the dozer more
on top of the waste rather that sinking into the waste.
The benefits are:
- less wear to the undercarriage components and underside of the Bulldozer because it is not
sinking into the waste and “dragging itself along”.
- less waste wrapping and packing around the final drives, rollers and idler seals and
bearings causing component failures and increased expense.
- far more tractive effort (pushing power) because with the wider pads it stays on top of the
waste rather than sinking into it allowing it to handle a larger blade.
- (its like trying to go through a muddy field with your car. Your tires will sink into the mud
until the bottom of the car contacts the mud and you start spinning out)
The Standard gauge D8T is best suited to push soil. The D8TLGP is a more productive, better
all round dozer for landfill operation.
5.d.a
Packet Pg. 152 Attachment: Bids (2591 : Solid Waste Equipment Purchase Financing (Staff Contact: Chris Adcock/Kim Van Der Hyde))
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Review of Revenue Options (Staff Contact: Kim Van Der Hyde)
Staff Contact(s): Kim Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.e
Attachment(s): Tax Codes on Various Taxes
Reviewed By:
SUMMARY:
It is the desire of County Staff to review and provide information on alternative means of raising
revenue for the County. Attached are Virginia State Code Sections that allow Counties to impose
the various taxes provided therein. The list of taxes to be considered this afternoon include:
1.) County Food and Beverage Tax (increasing from 4% to 6%)
2.) Transient Occupancy Tax
3.) Disposable Plastic Bag Tax
4.) Fire Tax
5.) Cigarette Tax
6.) Marijuana Tax
7.) Cable Franchise Fee
FINANCIAL IMPACT AND FUNDING SOURCE:
In light of the upcoming reassessment and the Board’s desire to rely less on real estate tax
revenue, County Staff suggests consideration of alternate revenue sources, including additional
taxation methods. By creating more revenue sources, the tax burden can be shared by more
citizens than just Pittsylvania County property owners.
RECOMMENDATION:
County Staff recommends that the Board consider setting public hearings in July to increase the
County Food and Beverage Tax from 4% to 6% and to also institute a Transient Occupancy Tax.
Staff would also like direction from the Finance Committee as to other tax methods the Board
may be interested in pursuing over the next several months.
MOTION:
“I make a Motion to set two (2) separate Public Hearings to hear citizen input on 1) increasing
the meals tax from 4% to 6% and 2) instituting a Transient Occupancy Tax at a rate determined
at today’s meeting.”
5.e
Packet Pg. 153
5.e
Packet Pg. 154
5.e.a
Packet Pg. 155 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 156 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 157 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 158 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 159 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 160 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 161 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 162 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 163 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 164 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 165 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 166 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 167 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 168 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 169 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 170 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 171 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 172 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 173 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
5.e.a
Packet Pg. 174 Attachment: Tax Codes on Various Taxes (2592 : Review of Revenue Options (Staff Contact: Kim Van Der Hyde))
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Parks and Recreation Full Time Program Assistant (Staff Contact: Holly
E. Stanfield)
Staff Contact(s): Holly E. Stanfield
Agenda Date: June 15, 2021 Item Number: 5.f
Attachment(s):
Reviewed By:
The additional cost to staff a full-time position will be $22,616.61, which includes fringes.
Funding will be coming from facility rentals and cost savings from the current budget.
RECOMMENDATION:
County Staff recommends the Board approve the full-time position in Parks & Recreation as
presented.
MOTION:
“I make a Motion to approve the full-time position in Park & Recreation as presented.”
5.f
Packet Pg. 175
SUMMARY:
The Parks & Recreation Department recommends transitioning the part-time position of
Administrative Assistant to a full-time position of Parks & Recreation Programs Assistant. This
position will continue to provide administrative support to the department, including answering
phones and greeting customers. In addition, the Program Assistant will provide direct support to
recreation programs, activities, and scheduling. With an increased demand for a return to youth
sports, rental, etc., there is a definite need for additional staffing to help facilitate and grow
departmental programs and events in service to the community.
As you may recall, the previous Parks and Recreation Program Manager position was not filled
when Mr. Price was promoted to Director; the FY2022 budget permanently eliminated the
position. The reclassification of the Administrative Assistant position to full time Programs
Assistant will result in a total of 3 Full Time Equivalent (FTE) Department employees in
FY2022 vs. the previous 3.5 FTEs in FY2022.
FINANCIAL IMPACT AND FUNDING SOURCE
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Time and Attendance Software (Staff Contact: Holly E. Stanfield)
Staff Contact(s): Holly E. Stanfield
Agenda Date: June 15, 2021 Item Number: 5.g
Attachment(s):
Reviewed By:
SUMMARY:
The County’s Purchasing Department issued a Request for Proposals (“RFP”) for Time and
Attendance on February 9, 2021. County Staff posted the advertisement on its website, the
Virginia Business Opportunity site, and ran the advertisement in The Chatham Star Tribune.
The County received ten (10) proposals and had the top three (3) ranking vendors give a
presentation. The Evaluation Committee concluded that Andrews Technology was the best fit
for the County. The proposed Time and Attendance Contract (“Contract”), attached, will be for
five (5) years.
FINANCIAL IMPACT AND FUNDING SOURCE:
Cost will be $65,420.00 for the first year and $26,350 annually for the remaining four (4) years.
The life of the contract will be $170,820. Funding will be coming from the County’s Capital
Improvement Budget line.
RECOMMENDATION:
County Staff recommends the Board award the Contract to Andrews Technology as attached and
presented.
MOTION:
“I make a Motion to award the Contract to Andrews Technology as attached and presented.”
5.g
Packet Pg. 176
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Gretna Debt Relief Request (Staff Contact: Kim Van Der Hyde)
Staff Contact(s): Kim G. Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.h
Attachment(s): Town of Gretna Request and Response
Reviewed By:
SUMMARY:
The County received a letter from Mr. David Lilly, Gretna Town Manager, on April 29, 2021,
concerning their annual payment to the PCSA of $25,000 for the purchase of a water system
based on an agreement between Gretna and PCSA in May 2013. The agreement stipulated that
the Town of Gretna would pay to PCSA a total of $350,000 for said water system over a 14-year
period. The Town currently owes a balance to the Service Authority of $125,000, which they are
requesting to be forgiven in its entirety due to budget constraints. Mr. Smitherman replied to Mr.
Lilly’s request on 5-12-21. A copy of said letter is attached for your review.
FINANCIAL IMPACT AND FUNDING SOURCE:
The Pittsylvania County Water and Sewer Fund is currently using these payments to cover its
existing budget. Elimination of this payment would create a $25,000 budgetary short fall from
FY22 thru FY26.
RECOMMENDATION:
County Staff recommends that the request by the Town of Gretna for debt relief be denied.
MOTION:
“I make a motion to the deny the Town of Gretna’s request for debt relief in the amount of
$125,000.”
5.h
Packet Pg. 177
5.h.a
Packet Pg. 178 Attachment: Town of Gretna Request and Response (2593 : Gretna Debt Relief Request (Staff Contract: Kim Van Der Hyde))
5.h.a
Packet Pg. 179 Attachment: Town of Gretna Request and Response (2593 : Gretna Debt Relief Request (Staff Contract: Kim Van Der Hyde))
5.h.a
Packet Pg. 180 Attachment: Town of Gretna Request and Response (2593 : Gretna Debt Relief Request (Staff Contract: Kim Van Der Hyde))
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Comp Board Pay Increase Adjustment (Staff Contact: Kim Van Der
Hyde)
Staff Contact(s): Kim Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.i
Attachment(s): Salary Disparity Letter
Reviewed By:
SUMMARY:
The Comp Board approved a 5% Cost of Living Adjustment (COLA) for all Comp Board
reimbursable positions. Since this increase exceeded the County’s approved COLA of 1.4%, the
County was required to pay the 5% increase to all Constitutional Office staff in order to receive
these funds from the State. As such, the County will be paying all Constitutional Officers’ and
their staff a 5% COLA while County employees will only receive 1.4%. In order for there not to
be a disparity in salaries among all County staff covered under the County’s pay plan, it will be
necessary to hold all Treasurer, Commissioner of Revenue and Sheriff’s Office staff COLA
increases until such time as the County employees catch up to the 5% increase that was given
this year. This could take several years to accomplish.
Attached is a letter to each Constitutional Office staff member in the Treasurer, Commissioner of
Revenue and Sheriff’s Office to explain this increase and how it will affect them in the future.
This letter will not be sent to the Commonwealth’s Attorney nor the Clerk of Court since they do
not participate in the County’s personnel policy or pay plan.
FINANCIAL IMPACT AND FUNDING SOURCE:
These increases are already budgeted in the FY22 budget along with the offsetting State revenue
to cover the Comp Board portion of each Comp Bd covered position.
RECOMMENDATION:
The Committee is asked to recommend approval of the suggested method to adjust Comp Board
department salaries to comply with the personnel policy.
MOTION:
“I make a Motion to recommend that each Comp Board affected employee receive the provided
explanation letter.”
5.i
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5.i.a
Packet Pg. 182 Attachment: Salary Disparity Letter (2597 : Comp Board Pay Increase Adjustment (Staff Contact: Kim Van Der Hyde))
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Items for July Finance Meeting (Staff Contact: Kim Van Der Hyde)
Staff Contact(s): Kim Van Der Hyde
Agenda Date: June 15, 2021 Item Number: 5.j
Attachment(s):
Reviewed By:
SUMMARY:
The items that will need to be discussed at the July Finance Committee meeting are:
a.) Economic Development Grading Options
b.) Review of CARES Act and ARPA projects
c.) Minimum Wage Change Requirement-Effective January 1,
2022
d.) EMS Hard Billing
5.j
Packet Pg. 183
Finance Committee
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Approval of FY2022 Volunteer Agency Appropriations (Staff Contact:
Christopher C. Slemp)
Staff Contact(s): Christopher C. Slemp
Agenda Date: June 15, 2021 Item Number: 5.k
Attachment(s): April 2021 FRC Meeting Minutes
FY22 Proposed Funding
Reviewed By:
SUMMARY:
The volunteer Fire and Rescue Agencies receive various amounts of funding from the County
during the year. As aware, the FY2018 County Budget changed Volunteer Agency support from
a reimbursement system to a direct appropriation.
Due to many changes within the Fire and Rescue system over the past years, it was determined
that the funding needed to be studied and possible changes needed to occur. The Fire and
Rescue Commission (“FRC”) appointed an Ad-Hoc Committee to review the allocation. The
Ad-Hoc Committee met several times and made a final recommendation to the FRC. The
committee suggested a funding formula that was based more on call volume that other factors,
and this was approved at the FRC’s April 27, 2021, Meeting.
FINANCIAL IMPACT AND FUNDING SOURCE:
The FY22 Budget includes a line item for $1,097,500 that is directed towards volunteer agency
funding.
RECOMMENDATION:
County Staff recommends the Board support the FRC’s recommendation and approve the
appropriations as attached.
MOTION:
“I make a Motion to approve the appropriations as attached.”
5.k
Packet Pg. 184
April 27, 2021 Fire and Rescue Commission
Regular meeting
Call to Order – Chair Bryan Fox at 6:40 pm.
Roll Call – by Clerk Gwen Tucker
Chuck Angier present
Tim Duffer absent
Bryan Fox present
Kermit King present
Bobby Lovelace present
Ben Meeks present
Ronald Scearce present
Keith Scruggs present
Bert Sellers present
Agenda Item to Be Added - none
Approval of Agenda – motion by Ron Scearce seconded by Bobby Lovelace. Unanimous vote.
Minutes Approval – motion by Chuck Angier seconded by Ben Meeks. Unanimous vote.
Presentations – none
Hearing of the Citizens - none
Fire and Rescue Association report - Chief Mike Neal thanked all the Fire and Rescue agencies for all
they did with the recent fires on the southern end of the county. He also stated that the Association is
still going over the Code of Ethics that is being compiled but stated each agency already has by-laws, a
Board of Directors, and officers and that any issues should be handled by that agency department.
He also addressed the proposed funding, suggests leaving agencies that are proposed to be cut, to just
leave their funding where it is now.
Initial dispatch – Chief Neal also addressed the “echo” calls and priority, Chris Slemp and Bryan Fox
explained the system.
County Staff report –Slemp stated most EMS agency inspections have been completed by the Office of
EMS with all passing.
Grid system for dispatching was overhauled for fire and EMS, Ronnie Fowler, along with Glenna Caldwell
and GIS Coordinator, Terry Whitt did a great job with this. The grids are now smaller, and this should
make a big difference. Chris is very proud of the work they did completing this.
Code Red, the citizen alert system has been implemented and there has been great success with signing
people up. Thanks to Daniel Kendrick in his efforts on this project.
Service Agreements for FY22 – Commissioners should now start thinking if they would like to change
anything.
Volunteerism – an interest form is on the web for anyone interested in volunteering. We are already
seeing people signing up.
5.k.a
Packet Pg. 185 Attachment: April 2021 FRC Meeting Minutes (2602 : Approval of FY2022 Volunteer Agency Appropriations (Staff Contact: Christopher C.
April 27, 2021 Fire and Rescue Commission
Regular meeting
The Code of Ethics is still under review.
Unfinished Business – The Ad-Hoc Funding Committee met again to go over proposed funding. It was
decided to keep as it was originally recommended. It will still need to go to Finance Committee and the
Board of Supervisors for final approval. After some discussion it was unanimously voted on to send to
Board of Supervisors and Finance Committee.
New Business –
Board of Supervisors Communications - Supervisor Ron Scearce stated at the last Board of Supervisors’
(“Board”) Business meeting the Board decided the following/issues related to the County Fire and
Rescue:
Passed a proclamation to recognize County EMS providers during the National EMS Week, May
16-22, 2021. The Board appreciates all County EMS providers and all they do for county citizens.
Approved a County Public Safety Ride-Along Agreement, which allows EMT students who are
not affiliated with a County Volunteer Agency to do their ride-along time on County-staffed
ambulances.
Approved the EMS billing rates as presented by the FRC from the March 2021 meeting.
Unanimously passed the following motion related to County FY22 CIP Apparatus Funding:
“Motion to appropriate funding from the County’s Capital Improvement Fund for the purchase
of a fire truck each for Cascade and Mt. Cross Volunteer Fire Departments immediately
following the Board of Supervisors’ July Business Meeting and that all future Fire and EMS
apparatus purchases shall thereafter follow the Fire and Rescue Commission’s Apparatus
Replacement Schedule to be developed and adopted in the near future.”
Apparatus CIP Funding Schedule/Rotation – Chris Slemp explained the points system for fire apparatus
and ambulances rotation. After further discussion, it was moved with a motion from Chuck Angier, and
seconded by Bert Sellers to table this recommendation for further clarification before sending to the
Board.
Priority Dispatch Policy Recommendation – Chris Slemp explained the ECHO calls, expounded on how
calls are dispatched and the response to the calls. Motion to accept the Priority Dispatch Policy
Recommendation as outlined by motion from Keith Scruggs, Seconded by Chuck Angier. Motion passed.
Matters from Commissioners –
Board of Supervisor Ron Scearce – Has tickets, sponsorships for Friends of the NRA banquet, which is
May 6, 2021. All proceeds stay locally for Boy Scouts and schools shooting sports.
Bert Sellers – asked how the funding for the approved trucks came about and wanted clarification on
the process.
Bobby Lovelace – how is the funding process for agencies requesting trucks going to be in the future.
Chuck Angier – thanked all volunteers attending tonight’s meeting and consider also attending the
monthly Board of Supervisor’s meeting.
5.k.a
Packet Pg. 186 Attachment: April 2021 FRC Meeting Minutes (2602 : Approval of FY2022 Volunteer Agency Appropriations (Staff Contact: Christopher C.
April 27, 2021 Fire and Rescue Commission
Regular meeting
Ben Meeks – asking continuous prayers for Chief Clark’s daughter. Mentioned reaching out to
community colleges regarding paramedic students.
Kermit King – offering prayer to Chief Clark’s (Cascade) daughter.
Keith Scruggs – no matters
Bryan Fox – thanked all the volunteers responded to incidents recently, stated Chiefs should be
commended also for being actively involved.
Closed session – motion to enter closed session by Ron Scearce, seconded by Ben Meeks.
Return to Open Session & Closed Session Certification
Chuck Angier yes
Tim Duffer absent
Bryan Fox yes
Kermit King yes
Bobby Lovelace yes
Ben Meeks yes
Ron Scearce yes
Keith Scruggs yes
Bert Sellers yes
Motion to adjourn by Keith Scruggs seconded by Ron Scearce at 8:54 pm. Unanimous to adjourn and
adjournment by Bryan Fox.
5.k.a
Packet Pg. 187 Attachment: April 2021 FRC Meeting Minutes (2602 : Approval of FY2022 Volunteer Agency Appropriations (Staff Contact: Christopher C.
5.k.b
Packet Pg. 188 Attachment: FY22 Proposed Funding (2602 : Approval of FY2022 Volunteer Agency Appropriations (Staff Contact: Christopher C. Slemp))