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04-16-2019 Work Session- FINALApril 16, 2019 Work Session Pittsylvania County Board of Supervisors Work Session April 16, 2019 VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on April 16, 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 4:24 PM Charles H. Miller Vice Chairman - Banister District Present 4:14 PM Tim R. Barber Supervisor - Tunstall District Present 4:24 PM Elton W. Blackstock Supervisor - Staunton River District Present 4:32 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:26 PM Ronald S. Scearce Supervisor - Westover District Present 4:12 PM Robert W. "Bob" Warren Supervisor - Chatham-Blairs District Present 4:16 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: Ben L. Farmer, Supervisor - Callands-Gretna District SECONDER: Tim R. Barber, Supervisor - Tunstall District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren PRESENTATIONS a. Chatham Rotary Landscaping/Demolition Project Update (Staff Contact: Richard N. Hicks) (Presenter: Christopher Lund); (10 minutes) Mr. Christopher Lund was present to update the Board on the Chatham Rotary Landscaping Project. This Project is taking place at the corner of Center and Main Streets. They are revitalizing the corner for a gathering space that will include benches and a nice seating area. The first phase should be complete by May 15, 2019. b. Town of Hurt Dogs Running at Large Discussion (Staff Contact: J. Vaden Hunt, Esq.); (15 minutes) Board of Supervisors April 16, 2019 Work Session Mr. Hunt explained that the Town of Hurt requested for the County to consider assisting the Town in creating a no dogs running at large area for the Town of Hurt. Steve Watson, Vice- Mayor of Hurt, was present and stated they have had several complaints over the past several months. Mr. Slemp stated the increased call volume would be burdensome in the present case. Moreover, having the man power to police this appropriately would be difficult. Mr. Blackstock asked what is currently done in the Towns of Chatham and Gretna, and Ms. Susan Dillon, Chief Animal Control Officer, stated they do not enforce in the Towns; the Town Police take care of that. The Town has the ability to pass an Ordinance regarding a leash law, but they have to enforce it. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Voting Precincts Relocation Discussion (Staff Contact: Kelly Bailess); (15 minutes) Ms. Bailess was present to update the Board on the need to relocate two (2) voting precincts. She stated that last Spring, the new Riceville Voting location was approved by the Board and moved to Riceville Missionary Baptist Church Family Life Center. However, after the June 2018 Primary Election, the Church’s Trustee Committee sent a formal notice that it was no long available due to an internal divide. After several attempts with Church Staff to come to a mutual agreement, the County’s Registrar was forced to relocate the precinct to Riceville Java Volunteer Fire Department located at 3105 Java Road, Java, Virginia 24565. However, because of the November 2018 Election quickly approaching, it had to be submitted to the State Board of Election as an Emergency Relocation. In addition to moving Riceville, the County’s Registrar needs to find and approve a new facility for the Mt. Hermon Precinct. The owner of the Mt. Hermon Courtyard notified Ms. Bailess that they had a new tenant with a Lease Agreement that no longer allows it to offer the space for rent to anyone else. Ms. Bailess has since toured and met with several local facilities within the Mt. Hermon Precinct boundaries, and has determined that New Life Community Church located at 3837 U.S. Highway 29, Danville, Virginia 24540, has the space needed, and satisfies all of the State requirements for handicap parking and accessibility. Mr. Scearce questioned if citizens would be notified for the June primary, and Ms. Bailess clarified that the letters would be processed and mailed the next day. Mr. Farmer asked if Riceville Fire Department agreed with this change, and Ms. Bailess stated they did. b. ODAF's Land Purchase Request Discussion (Staff Contact: David M. Smitherman); (15 minutes) Mr. Smitherman stated the Economic Development Committee met a few weeks ago and discussed ODAF's request to purchase land. The original request was for the County to provide support of its access to the Tobacco Commissions allocation, in the amount of $245,000, and the remainder amount be granted via a no interest loan from the County. The Economic Development Committee suggested a different arrangement, where the Board would support use of $255,000 from its Southside Allocation and ODAF seek a loan on its own for the remining need, and the Board would support backing that loan. The Tobacco Commission has not announced their next meeting, and it could be August or September before it convenes to vote on any new applications. c. Other Reports Mr. Smitherman stated there was an informal request from DCC/Institute to further its Board of Supervisors April 16, 2019 Work Session Cybersecurity and Robotics Program in the School System. It is a win for the Region, but a huge win for Pittsylvania County and Schools. There has not been a formal request made for funding support yet, but it is anticipated that it will be received by weeks end. Mr. Warren asked if any of the Regional Partners would share this cost, but Mr. Smitherman stated this is just the County’s portion. The City has already agreed. Mr. Rowe has taken the initiative to speak with the IDA about it assisting with this since the first year is this year, before June 20, 2019. Mr. Barber asked about corporate partners, and Mr. Smitherman stated that would be a possibility. Ms. Bailess stated that the General Assemble has approved early voting in Virginia. She stated she does not have the staff or the space to accommodate this and is in need of additional staffing and space in order to operate efficiently when this takes place. BUSINESS MEETING DISCUSSION ITEMS Mr. Blackstock received an email from Sheriff Taylor and he wants to add to tonight’s Business Meeting Agenda an appropriation from the Federal Asset Forfeiture Seizure Account. CLOSED SESSION Motion to enter into Closed Session. The Board entered into Closed Session at 5:12 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Elton W. Blackstock, Supervisor - Staunton River District SECONDER: Charles H. Miller, Vice Chairman - Banister District AYES: Davis, Miller, Barber, Blackstock, Farmer, Scearce, Warren a. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (Staff Contact: Matthew D. Rowe) (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project G4 Purpose: Economic Development Updates on unannounced and/or prospective businesses and/or industries (2) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project White Oak Purpose: Economic Development Updates on unannounced and/or prospective businesses and/or industries (3) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project MAP Purpose: Economic Development Updates on unannounced and/or prospective businesses and/or industries Board of Supervisors April 16, 2019 Work Session RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification (Staff Contact: J. Vaden Hunt, Esq.) The Board returned to Open Session at 6:37 PM, and the following Certification was recorded: CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors (the “Board”) on April 16, 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 the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's Minutes. Vote 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. “Bob” Warren Yes ADJOURNMENT Mr. Davis adjourned the Meeting at 6:38 PM.