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02-19-2019 Work Session Minutes - DRAFT February 19, 2019 Work Session Pittsylvania County Board of Supervisors Work Session February 19, 2019 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on February 19, 2019, in the Main Conference Room, County Administration Building, Chatham, Virginia 24531. Chairman, Dan River District, Joe B. Davis, called the Meeting to Order at 4:30 PM. The following Members were present: CALL TO ORDER (4:30 PM) Attendee Name Title Status Arrived Joe B. Davis Chairman - Dan River District Present 4:30 PM Charles H. Miller Vice Chairman - Banister District Present 5:05 PM Tim R. Barber Supervisor - Tunstall District Present 4:31 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:34 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:31 PM Ronald S. Scearce Supervisor - Westover District Present 4:31 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 4:33 PM Also in attendance were Mr. David M. Smitherman, County Administrator; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Gregory L. Sides, Assistant County Administrator for Planning & Administration; Mr. Richard N. Hicks, Assistant County Administrator for Operations; Mrs. Kimberly G. VanDerHyde, Director of Finance; and Mrs. Kaylyn M. McCluster, Deputy Clerk. AGENDA ITEMS TO BE ADDED APPROVAL OF AGENDA Motion to Approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Ronald S. Scearce, Supervisor - Westover District SECONDER: Elton W. Blackstock, Supervisor - Staunton River District AYES: Davis, Barber, Blackstock, Farmer, Scearce, Warren ABSENT: Miller PRESENTATIONS County Administrator, David M. Smitherman, introduced Mr. Michael Lee, Deputy Director of Public Safety. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Employee Survey Results Review/Analysis (Staff Contact: Holly E. Stanfield); (20 minutes) Ms. Stanfield was present to brief the Board on the Employee Survey Results. Overall, she feels Board of Supervisors February 19, 2019 Work Session the results are positive and give insight on areas of improvement for the County employees. Mr. Farmer will continue working with the Leadership Team in the implementation of the practices and procedures to improve employee appreciation and other items identified in the survey. b. Legislative Committee Recommendations (Staff Contact: J. Vaden Hunt, Esq.); (15 minutes) Mr. Hunt stated the Legislative Committee met on January 28, 2019, and there were five (5) recommendations for the full Board to set Public Hearings for potential action at the March Meeting which include the following: 1.) Elderly/Indigent Tax Exemption Proration 2.) Land Use Application Late Filing (with penalty) 3.) Hylton Rezoning (to be initiated by the Board) 4.) Animal Public Nuisance Ordinance 5.) Dilapidated Structure Removal Matrix Mr. Blackstock stated that Bedford County’s Animal Control Ordinance should be looked at due to hunting and Mr. Hunt stated that the proposed Ordinance exempts hunting; therefore, it would not affect those hunters. Mr. Hunt stated these items would be on the Business Meeting Agenda at the Board’s night Business Meeting for action. c. Solid Waste Pilot Program Review/Analysis (Staff Contact: Richard N. Hicks); (20 minutes) Mr. Hicks gave an overview of the Solid Waste Pilot Program. Mr. Blackstock questioned the cost of the manned sites and wanted to know if that cost was already put in the Budget, and Mr. Smitherman stated that it was already in the Budget. Mr. Barber asked if the savings is outweighing what we are paying the employees. Mr. Smitherman stated savings will come from fuel and wear and tear on vehicles. Mr. Farmer asked about the cost savings as well; and if the savings outweighs the costs of the manned sites. Mr. Warren asked about how much advertising for Saturday hours at the landfill had been done seeing that the Saturday numbers are so low. Mr. Hicks and Mr. Smitherman both stated that the hours are posted the same way as all of the other notices, which are on the County website and Facebook. It was suggested for the Landfill to go to being open one (1) Saturday per month, all day. Mr. Barber asked Sheriff Taylor about the inmates going out and picking up trash, and he responded by stating that at one time that had to stop that program due to so many vacancies in the jail, but he plans to be able to implement that again now that they are not as short staffed. Mr. Davis asked about the times of the sites being opened and Mr. Hicks said the pilot sites are open from 7:00 am until 8:00 pm, and he will continue to run those hours. d. Pet Center Budget Review/Discussion (Staff Contact: Kimberly G. VanDerHyde); (30 minutes) Mrs. VanDerHyde presented the Pet Center Budget to the Board (see attached) and explained that this item was also on tonight’s Business Meeting Agenda for potential action. Mr. McLaughlin was also present and was able to state that he has high hopes of being able to do Board of Supervisors February 19, 2019 Work Session fundraisers throughout the year to help offset some of these costs in the anticipated annual amount of $150,000. e. Other Reports BUSINESS MEETING DISCUSSION ITEMS Mr. Blackstock stated that there is an area in the Banister District that the public uses at White Fall. A local citizen has leased the property and states that there are two-hundred fifty (250) tires dumped over there. This citizen is willing to haul them to the Landfill, if the fees can be waived or reduced. There was consensus of the Board to allow Mr. Blackstock to add to tonight’s Business Meeting Agenda an Agenda item to potentially allow Mr. Aubrey Nuckols to deliver the tires from White Fall Farm in the Banister District to the County Landfill for only the County’s cost of tire disposal. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 5:56 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Robert W. "Bob" Warren, Supervisor - Chatham-Blairs District SECONDER: Ben L. Farmer, Supervisor - Callands-Gretna District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren a. Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. (Staff Contact: Richard N. Hicks) (1) Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject Matter: Potential Solid Waste Convenience Center Site(s) Purpose: Discussion of Acquisition of Real Property for a Public Purpose RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification The Board returned to Open Session at 6:20 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on February 19, 2019, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (the “Act”) and identified in Board of Supervisors February 19, 2019 Work Session the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board’s Minutes. Vote Tim R. Barber Yes Elton W. Blackstock Yes Joe B. Davis Yes Ben L. Farmer Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. Warren Yes ADJOURNMENT Mr. Davis adjourned the Meeting at 6:21 PM. Board of Supervisors February 19, 2019 Work Session