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04-18-2023 Business Meeting Agenda Packet BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, April 18, 2023 - 7:00 PM Board Meeting Room 39 Bank Street, SE, Chatham,Virginia 24531 AGENDA 1. CALL TO ORDER (7:00 PM) 2. ROLL CALL 3. MOMENT OF SILENCE 4. PLEDGE OF ALLEGIANCE 5. AGENDA ITEMS TO BE ADDED 6. APPROVAL OF AGENDA 7. CONSENT AGENDA a. Board Meeting Minutes Approval (Staff Contact: Kaylyn McCluster) b. Board Bylaws Revisions Approval (Staff Contact: Kaylyn McCluster) c. National County Government Month Proclamation Adoption (Staff Contact: Kaylyn McCluster) d. VDOT Temporary Construction Easement Approval (R & L Smith Drive/U.S. Route 1718) (Staff Contact: Chris Slemp) e. County's 2023 March Bill List Approval (Staff Contact: Kim VanDerHyde) f. Lawn Care Maintenance Contract Award Approval (Staff Contact: Connie Gibson) g. Front Load Boxes Hauling Contract Award Approval (Staff Contact: Connie Gibson) h. County Facility Generators Contract Award Approval (Staff Contact: Chris Slemp) i. Appointment: TLAC (County Citizen Representative); (Emily S. Ragsdale); (Staff Contact: Kaylyn McCluster) j. k. l. m. n. National Police Week Proclamation Approval (Staff Contact: Kaylyn McCluster) o. National EMS Week Proclamation Approval (Staff Contact: Kaylyn McCluster) p. National Teacher Appreciation Week Proclamation Approval (Staff Contact: Kaylyn McCluster) q. National Public Safety Telecommunicators Week Proclamation Approval (Staff Contact: Christopher Key) r. National Animal Care and Control Appreciation Week Proclamation Approval (Staff Contact: Christopher Key) s. National Nurses' Appreciation Week Proclamation Approval (Staff Contact: Kaylyn McCluster) t. National Law Day Proclamation Approval (Staff Contact: Kaylyn McCluster) 8. PRESENTATIONS a. General Presentations (Board of Supervisors); (if any) 9. HEARING OF THE CITIZENS Each person addressing the Board under Hearing of the Citizens shall be a resident or land owner of the County, or the registered agent of such resident or land owner. Each person shall step up, give his/her name and district in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes. No person shall be permitted to address the Board more than once during Hearing of the Citizens. All remarks shall be addressed to the Board as a body and not to any individual member thereof. Hearing of the Citizens shall last for a maximum of forty-five (45) minutes. Any individual that is signed up to speak during said section who does not get the opportunity to do so because of the aforementioned time limit, shall be Willie Thompson, Sr. (Honoring 100th Birthday) Certificate Approval (Staff Contact: Kaylyn McCluster) Appointment: IDA (Westover District); (Jenny Holly); (Staff Contact: Kaylyn McCluster) Resolution # 2023-04-01 (Honoring the Life of Apostle Lawrence G. Campbell, Sr.) Adoption (Contact: Supervisor Tucker); (Staff Contact: Kaylyn McCluster) Certificate of Recognition (Sharon Baptist Church 150 Year Anniversary) Approval (Supervisor Ingram); (Staff Contact: Kaylyn McCluster) given speaking priority at the next Board meeting. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 10. b. Other Public Hearings 1. 2. 11. UNFINISHED BUSINESS 12. NEW BUSINESS PUBLIC HEARINGS a.Rezoning Public Hearings Pursuant to Article V, Division 6, of the Pittsylvania County Zoning Ordinance, the Board of Supervisors have been empowered to hear and decide specific zoning issues and zoning map changes in support of said Ordinance. In accomplishing this important task, the Board is responsible for promoting the health, safety, and general public welfare of the citizens of Pittsylvania County. The Board must ensure that all of its decisions and regulations be directed to these goals and that each be consistent with the environment, the comprehensive plan, and in the best interest of Pittsylvania County, its citizens, and its posterity. 1.Public Hearing: Case R-23-009 Herbert Daniel Lanier;Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District; The Planning Commission recommended, by an 8-0 vote, with no opposition, that the Petitioner's request be granted (Supervisor Dudley); (Staff Contact: Emily Ragsdale) Each person addressing the Board under a Public Hearing shall step up, give his/her name and district, and/or his/her place of residency for non-County citizens, in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time, unless the consent of the Board is affirmatively given to extend the speakers allotted time. Absent Chairman’s approval, no person shall be able to speak who has not signed up. Public Hearing: PCC § 35-87(B) (Temporary Camping) Revisions (Staff Contact: Emily Ragsdale) Public Hearing: VDOT Rural Rustics Program (6-Year Plan);(Presenter: Jay Craddock); (Staff Contact: Kaylyn McCluster) a. Appointment: FRC (Northeast Quadrant Appointee) Appointment Approval (Staff Contact: Christopher Key) 13. MATTERS FROM WORK SESSION (IF ANY) 14. BOARD MEMBER REPORTS 15. COUNTY ADMINISTRATOR REPORTS 16. ADJOURNMENT 7.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Board Meeting Minutes Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.a. Attachment(s): 1. 03-21-2023 Finance Committee Meeting - DRAFT 2. 03-21-2023 Work Session - DRAFT 3. 03-21-2023 Business Meeting - DRAFT Reviewed By: SUMMARY: For the Board's review and consideration, attached are the following Board Meeting Minutes: (1) 3/21/2023 (Finance Committee Meeting); (2) 3/21/2023 (Work Session); and (3) 3/21/2023 (Business Meeting). FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board adopt the Board Meeting Minutes as attached and presented. MOTION: "I make a Motion adopting the Board Meeting Minutes as attached and presented." Page 5 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS FINANCE COMMITTEE March 21, 2023 VIRGINIA: The Pittsylvania County Board of Supervisors' Finance Committee Meeting was held on March 21, 2023, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (3:00 PM) Warren called the Meeting to Order at 3:00 PM ROLL CALL The following Committee Members were present: • Robert (“Bob”) W. Warren - Chatham-Blairs District; • Timothy W. Dudley - Vice-Chairman, Staunton River District; • Robert M. Tucker, Jr. - Banister District; and • Timothy W. Chesher - Dan River District. The following Board Members were also present: • Darrell W. Dalton - Chairman, Callands-Gretna District; • William V. ("Vic") Ingram - Tunstall District; and • Ronald S. Scearce - Westover District. APPROVAL OF AGENDA Motion to approve Agenda. RESULT: APPROVE MOVER: Chesher SECONDER: Dudley AYES: Warren, Tucker, Dudley, Chesher NAYS: None ABSTAIN: None NEW BUSINESS a. Capital Project FY2023 Priorities Van Der Hyde reviewed the FY 2023 Capital Project priorities with the Committee, and her full presentation can be found on the County's website at www.pittsylvaniacountyva.org. Motion to send this item to the full Board for approval to use the B&G Improvement Page 6 of 147 Funds to cover the cost of the Capital Projects, as presented. RESULT: APPROVE MOVER: Tucker SECONDER: Chesher AYES: Warren, Tucker, Dudley, Chesher NAYS: None ABSTAIN: None b. FY 2024 Budget Update Van Der Hyde presented a Budget update to the Committee. The Virginia General Assembly ended their session with no final Budget on February 25, 2023. The Legislature collectively approved what is known as a “skinny budget” before adjourning. This Budget Amendment addressed the accidental $200 million shortfall in State aid to schools. This totals $500K - $600K for County Schools, and this problem has not been addressed in FY2024. The General Assembly is scheduled to reconvene on April 12, 2023, to take up any vetoes or amendments proposed by the Governor, but the Governor can call them back anytime to act on a State Budget. She also covered the upcoming Budget challenges and discussed next steps. Van Der Hyde’s full presentation can be found on the County's website at www.pittsylvaniacountyva.org. c. Resolution # 2023-03-03 (FY23 – 24 Tax Rate and Fees Confirmation) Van Der Hyde reviewed Resolution # 2023-03-03 to set FY23 - 24 Tax Rates and Fees. This allows the Commissioner of the Revenue and the Treasurer to finalize the 2023 tax bills and mail them to taxpayers so payment can be made by the June 10, 2023, deadline, and posted in the system by year-end. Tax rates are the same as FY23 and the only change that was needed pertained to the relief percentage for Personal Property. This percentage changes each year to provide adequate relief to all eligible vehicles in the County. Motion to send Resolution # 2023-03-03 to the full Board for approval at the night's Business Meeting. RESULT: APPROVE MOVER: Tucker SECONDER: Dudley AYES: Warren, Tucker, Dudley, Chesher NAYS: None ABSTAIN: None MATTERS FROM COMMITTEE MEMBERS Tucker thanked Van Der Hyde for her hard work on this Budget; especially with no tax increase. Warren echoed comments to Van Der Hyde and Hunt for their diligent work on this Budget. He also thanked the Finance Committee for being so helpful, as well as Tucker for his business Page 7 of 147 acumen and help during the budget process. ADJOURNMENT Warren adjourned the Meeting at 3:49 PM. Page 8 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION March 21, 2023 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was held on March 21, 2023, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (4:00 PM) Dalton called the Meeting to Order at 4:00 PM. ROLL CALL The following Board Members were present: Darrell W. Dalton - Chairman, Callands-Gretna District Timothy W. Dudley - Vice-Chairman, Staunton River District Timothy W. Chesher - Dan River District William V. (“Vic”) Ingram - Tunstall District Ronald S. Scearce - Westover District Robert M. Tucker, Jr. - Banister District Robert (“Bob”) W. Warren - Chatham-Blairs District APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approved) MOVER: Chesher SECONDER: Dudley AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None PRESENTATIONS a. Zito Media Presentation James Rigas, President of Zito Media, presented the Board an update regarding Zito internet service/coverage issues in the County. His full presentation can be found on the County's website at www.pittsylvaniacountyva.gov. b. Rural Rustics Program (6-Year Plan) Jay Craddock, VDOT's Assistant Resident Engineer, presented the Board the County’s Secondary Six (6)-Year Plan. He also stated they will be receiving less funds for these projects for the next six (6) years. Due to the reduced funding, Craddock had to revise some of the roads that are already on the Six (6)-year plan; and Jasmine Road was split into two (2) projects. c. Summer Internship Program Jessie Vernon, IALR's Advanced Learning Program Manager, discussed with the Board the FY23 Summer Internship Program. This will be the third year of the County Internship Program. EmPOWER (formerly ExperienceWorks) is an employer- driven work-based learning (“WBL”) Page 9 of 147 system that connects students and young adults to careers through a variety of career awareness, engagement, skill development and WBL experiences. EmPOWER aligns existing talent pipeline programs and adds capacity, providing multiple opportunities for employers to engage with students and offer hands-on, career-relevant learning and mentoring. The goal is to scale WBL efforts, allowing one hundred percent (100%) of high school graduates access to a high-quality WBL experience and creating a sustained pathway that connects employers to their emerging workforce. The request from the County for this year's program is $76,765. Her full presentation can be found on the County's website at www.pittsylvaniacountyva.gov. Motion to add this item to the Business Meeting Consent Agenda to allocate $76,765 for this summer internship program. RESULT: 7-0 (Approved) MOVER: Warren SECONDER: Ingram AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Matters from Committees Van Der Hyde reviewed the following items from the Finance Committee Meeting: -FY2023 Capital Projects; and -Resolution # 2023-03-03. Hunt reviewed the following items from the Legislative Committee Meeting: -Temporary Camping Amendment; and -BOS Bylaw revision to make the Board's Planning Commission Member a non-voting member. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 5:07 PM. RESULT: 7-0 (Approved) MOVER: Ingram SECONDER: Dudley AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 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. Page 10 of 147 (1) Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject Matters: Potential Real Property Acquisitions for Public Purposes (Jail, 29, and Hurt Properties) Purpose: Review/Discussion Regarding the Same b. 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. (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matters: Unannounced Prospective Businesses/Industries Purpose: General Economic Development Projects Update/Discussion on the Same RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:49 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work Session on March 21, 2023, 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 (“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 Timothy W. Chesher Yes William V. (“Vic”) Ingram Yes Ronald S. Scearce Yes Robert M. Tucker, Jr. Yes Robert (“Bob”) W. Warren Yes Timothy W. Dudley Yes Darrell W. Dalton Yes ADJOURNMENT Dalton adjourned the Meeting at 6:50 PM. Page 11 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUSINESS’ MEETING March 21, 2023 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Business Meeting was held on March 21, 2023, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (7:00 PM) Dalton called the Meeting to Order at 7:00 PM. ROLL CALL The following Board Members were present: Darrell W. Dalton - Chairman, Callands-Gretna District; Timothy W. Dudley - Vice-Chairman, Staunton River District; Timothy W. Chesher - Dan River District; William V. ("Vic") Ingram - Tunstall District; Ronald S. Scearce - Westover District; Robert M. Tucker, Jr. - Banister District; and Robert (“Bob”) W. Warren - Chatham-Blairs District. AGENDA ITEMS TO BE ADDED Motion by Ingram, Second by Chesher, to add the reappointment of J.D. Brown as the Northeast Quadrant Representative on the Fire and Rescue Commission. Substitute Motion by Dudley, seconded by Tucker, to table this item to the Board’s April Business Meeting. RESULT: 6-1 (Approve) MOVER: Dudley SECONDER: Tucker AYES: Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: Dalton ABSTAIN: None Motion to add the following Items to the Agenda: -Capital Project FY 2023 Priorities under the Consent Agenda as item 7(j); -New County Administrator Employment Agreement under New Business as item 12(a); and -Summer Internship Program under Matters from Work Session as item 13(a). RESULT: 7-0 (Approve) MOVER: Dudley SECONDER: Scearce AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None Page 12 of 147 APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approve) MOVER: Warren SECONDER: Dudley AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None CONSENT AGENDA Motion to approve Consent Agenda. RESULT: APPROVE MOVER: Chesher SECONDER: Tucker AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None a. Board Meeting Minutes Approval b. County's 2023 February Bill List Approval c. Danville Regional Foundation Recreation Master Plan Grant Appropriation Approval d. ARPA Funds Expenditure Approval (FRC); e. Public Safety Grant Application Approval f. Appointment: Dan River Alcohol Safety Action Program (Glenda Clark-Motley); (Full Board) g. Resolution # 2023-03-01 (Honoring George Coleman's Retirement) Adoption Approval h. Resolution # 2023-03-02 (Honoring the Life of Ronnie Haymore) Adoption Approval i. Resolution # 2023-03-03 (FY23 - 24 Tax Rate and Fees Confirmation) Adoption Approval j. Capital Project FY2023 Priorities PRESENTATIONS George Coleman and the family of Ronnie Haymore were present to accept Resolutions that were adopted on the Consent Agenda. HEARING OF THE CITIZENS Jim Scearce, Westover District, spoke about his disagreement regarding his recent lawsuit against the former Chairman of the Board and it being dismissed by the County’s Circuit Court Judge. Brenda Bowman, Chatham-Blairs District, thanked the Board for their support as VDOT moves forward with the traffic study on Route 41. She also warned travelers of that corridor, and asked that they be aware and cautious when traveling. Bowman requested the Board ask State Troopers and our local Sheriff's Department to have more of a presence in that area to be a possible deterrent to speeding in this area. John Zelinski, Chatham-Blairs District, shared his concerns regarding household trash and recommended the Board create an Ordinance to prevent dumping of trash. Page 13 of 147 Vanessa Scearce, Westover District, shared her recommendation that the Board create written policies for the Board Meetings that always require a full view of the Board during the Meeting, and an additional view of the person speaking should be shot from another camera. She also suggested similar policies related to cell phones during Closed Sessions. She believes these policies would show citizens that this Board is concerned about representing truth and demands leadership accountability. PUBLIC HEARINGS Rezoning Public Hearings 1. Public Hearing: Case R-23-001; Riceville Baptist Church: Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District The Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner's request be granted (Supervisor Tucker). In Case R-23-001, Riceville Baptist Church (“Petitioner”) petitioned to rezone 4.0 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to allow for a cemetery on joint church property). The subject property is located on State Road 640/Riceville Road, in the Banister Election District, and shown on the Tax Maps GPIN # 2488-42-9343. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner’s request be granted. Dalton opened the Public Hearing at 7:43 PM. No one signed up to speak and Dalton closed the Public Hearing at 7:43 PM. Motion to approve the rezoning of 4.0 acres, from R- 1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow property lines to be adjusted. RESULT: 7-0 (Approve) MOVER: Tucker SECONDER: Dudley AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 2. Public Hearing: Case R-23-002; Joseph Hairston; Rezoning from B-2, Business District, General, to A-1, Agricultural District. The Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner's request be granted (Supervisor Ingram). In Case R-23-002, Joseph Hairston (“Petitioner”) petitioned to rezone 0.67 acres from B-2, Business District, General, to A-1, Agricultural District (to allow for two (2) single family dwellings). The subject property is located on State Road 622/Cascade Road, in the Tunstall Election District, and shown on the Tax Maps as GPIN # 1336-87-9357. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner’s request be granted. Dalton opened the Public Hearing at 7:45 PM. Hairston was present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:45 PM. Page 14 of 147 Motion to approve the rezoning of 0.67 acres, from B-2, Business District, General, to A-1, Agricultural District, to allow two (2) dwellings on the property. RESULT: 7-0 (Approve) MOVER: Ingram SECONDER: Warren AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 3. Public Hearing: Case R-23-003; Thompson & Wyatt, Inc; Rezoning from R-1, Residential Suburban Subdivision District; to A-1, Agricultural District. The Planning Commission recommended, by a 7-0 vote, with opposition, that the Petitioner's request be granted (Supervisor Tucker). In Case R-23-003, Thompson & Wyatt, Inc. (“Petitioner”), petitioned to rezone 87.278 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to allow the property to be subdivided). The subject property is located off State Road 1004/Pritchett Lane, in the Banister Election District, and shown on the Tax Map as GPIN# 2430-47-5444. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with opposition, that the Petitioner’s request be granted. Dalton opened the Public Hearing at 7:47 PM. Thompson was present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:47 PM. Motion to approve the rezoning of 87.278 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow the property to be subdivided. RESULT: 7-0 (Approve) MOVER: Tucker SECONDER: Dudley AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 4. Public Hearing: Case R-23-004; Danny Daniel; Rezoning from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District. The Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner's request be granted (Supervisor Ingram). In Case R-23-004, Danny Daniel (“Petitioner”) petitioned to rezone 0.053 acres from A-1, Agricultural District, to R-1, Residential Suburban Subdivision District (to allow the property to be consolidated with an adjacent parcel zoned R-1). The subject property is located off State Road 834/Jones Mill Road, in the Tunstall Election District, and shown on the Tax Maps as part of GPIN # 2403-13-3655. Once the property is rezoned to R-1, all uses listed under Pittsylvania County Code § 35-222 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner’s request be granted. Dalton opened the Public Hearing at 7:49 PM. Daniel was present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:49 PM. Motion to approve the rezoning of 0.053 acres, from R-1, Residential Suburban Subdivision Page 15 of 147 District, to A-1, Agricultural District, to allow property lines to be adjusted. RESULT: 7-0 (Approve) MOVER: Ingram SECONDER: Warren AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 5. Public Hearing: Case R-23-005; Jessica South Perdue; Rezoning from RC-1, Residential Combined Subdivision District, to A-1, Agricultural District. The Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner's request be granted (Supervisor Chesher). In Case R-23-005, Jessica South Perdue (“Petitioner”) has petitioned to rezone 6.0 acres from RC- 1, Residential Combined Subdivision District, to A-1, Agricultural District (to allow the placement of an accessory structure). The subject property is located off Chaney’s Store Road, in the Dan River Election District, and shown on the Tax Maps as GPIN #s 2345-97-0946 & 2345-98- 1105. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner’s request be granted. Dalton opened the Public Hearing at 7:51 PM. Jessica Perdue was present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:51 PM. Motion to approve the rezoning of 6.0 acres, from RC-1, Residential Combined Subdivision District, to A-1, Agricultural District, to allow an accessory structure to be placed on the property. RESULT: 7-0 (Approve) MOVER: Chesher SECONDER: Dudley AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 6. Public Hearing: Case R-23-006; Robert and Virginia Mathewson; Rezoning from RPD, Residential Planned Unit Development, to A-1, Agricultural District. The Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioner's request be granted (Supervisor Dudley). In Case R-23-006, Robert and Virginia Mathewson (“Petitioners”) have petitioned to rezone 21.65 acres from RPD, Residential Planned Unit Development District, to A-1, Agricultural District (to allow the property to be consolidated with an adjacent parcel zoned A-1). The subject property is located on Robin Ridge Court, in the Staunton River Election District, and shown on the Tax Maps as GPIN # 1594-74-8104. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioners' request be granted. Dalton opened the Public Hearing at 7:53 PM. No one signed up to speak and Dalton closed the Public Hearing at 7:54 PM. Motion to approve the rezoning of 21.65 acres, from RPD, Residential Planned Unit Development Page 16 of 147 District, to A-1, Agricultural District, to allow property lines to be adjusted. RESULT: 7-0 (Approve) MOVER: Dudley SECONDER: Chesher AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 7. Public Hearing: Case R-23-007; Triple S Farms of Ringgold, LLC; Rezoning from R-1, Residential Suburban Subdivision District, to B-2, Business District, General. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with opposition, that the Petitioner’s request be granted. For the Board’s review, the County Staff Summary is attached (Supervisor Chesher). In Case R-23-007, Triple S Farms of Ringgold, LLC (“Petitioner”), petitioned to rezone 3.376 acres from R-1, Residential Suburban Subdivision District, to B-2, Business District, General (to allow for a commercial parking facility and the repair of trucks). The subject property is located on State Road 655/Tom Fork Road, in the Dan River Election District, and shown on the Tax Maps as part of GPIN # 2347-83-8484. Once the property is rezoned to B-2, all uses listed under Pittsylvania County Code § 35-366 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with opposition, that the Petitioner’s request be granted. Dalton opened the Public Hearing at 7:56 PM. Jason Swaringen was present to represent the Petition. Dalton closed the Public Hearing at 7:56 PM. Motion to approve the rezoning of 3.376 acres, from R-1, Residential Suburban Subdivision District, to B-2, Business District, General, to allow for a commercial parking facility and the repair of trucks. RESULT: 7-0 (Approve) MOVER: Chesher SECONDER: Warren AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None 8. Public Hearing: Case R-23-008; Triple S Farms of Ringgold, LLC; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning Commission recommended, by a 7-0 vote, with opposition, that the Petitioner's request be granted (Supervisor Chesher). In Case R-23-008, Triple S Farms of Ringgold, LLC (“Petitioner”), petitioned to rezone 68.764 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to allow for agricultural uses). The subject property is located off State Road 655/Tom Fork Road, in the Dan River Election District, and shown on the Tax Maps as part of GPIN # 2347-83-8484. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On February 7, 2023, the Planning Commission recommended, by a 7-0 vote, with opposition, that the Petitioner’s request be granted. Dalton opened the Public Hearing at 7:59 PM. Jason Swaringen was present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:59 PM. Page 17 of 147 Motion to approve the rezoning of 68.764 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow for agricultural uses. RESULT: 7-0 (Approve) MOVER: Chesher SECONDER: Ingram AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None Other Public Hearings 1. PCC Zoning Ordinance Revisions (Solar) In 2021, Pittsylvania County Code (“PCC”) § 35-141(C), Utility Scale Solar Energy Facility, was amended to increase regulations for Utility Scale Solar Energy Facilities. Specifically, said PCC section was revised to increase buffering requirements and provide additional controls to ensure all conditions and regulations are met prior to producing power, while reducing the required distance between approved projects to allow the County to capitalize on the ability to enter into Siting Agreements as allowed by the Virginia Code. In October 2022, the Board instructed County Community Development Staff to propose additional amendments to PCC § 35-141 to further restrict the development of Utility Scale Solar Energy Facilities. On January 3, 2022, the Planning Commission recommended, by an 8-0 vote, with no opposition, that the proposed amendments be adopted. On March 7, 2023, the Legislative Committee voted to send the proposed revisions to the full Board for review and consideration. Dalton opened the Public Hearing at 8:04 PM and the following citizens spoke: Chuck Angier, Callands-Gretna District, stated he would like to see a moratorium and he suggested including verbiage on how the five (5) mile limit is calculated and the boundaries should include the entire project. He suggested having an online portal for citizens to have access to view what each solar project is producing. Bonita Hines, shared her thoughts about the solar farm that is proposed to be built on top of Berry Hill Road. She stated that Buford Road is a very small road and is only 17.3 feet across at one point. There are small children, school buses, elderly people, and travelers on that road and this will cause more chaos in that area. She requested reconsideration of using this road. Virginia Laubinger, also spoke about her opposition to using Buford Road for the Berry Hill Road Solar Farm. Ken Moss, Callands-Gretna District, spoke on behalf of the Buford Road Community, and asked the Board to reconsider Solar in the County. He requested putting together a committee to review the issues that are known, as well as things that are still unknown at this time. Lives are being disturbed, property values are being destroyed and he pleaded with the Board to come to a resolution for this issue. Sonja Ingram, Chatham-Blairs District, stated her concerns regarding the visual impacts to the landscapes and property values, environmental impacts, and is really surprised that there are solar Page 18 of 147 facilities planned for several of the most historic locations in the County, such as Mt. Airy, Cedar Forest Mill, and the Berry Hill Road area. She doesn't agree with solar farms being placed on these pristine landscapes in the County. Amanda Sink Wydner, Callands-Gretna District, spoke on behalf of "Friends of Whittles" and stated her opposition for the increasing solar farms throughout the County. She stated these solar farms have strained, and even destroyed, relationships between neighbors. She requested help from the Board to stop these solar farms in the County, with a unanimous vote. Dalton closed the Public Hearing at 8:36 PM. Motion to approve the attached revisions to PCC § 35-141 as presented. RESULT: 7-0 (Approve) MOVER: Chesher SECONDER: Ingram AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None NEW BUSINESS New County Administrator Employment Agreement Motion to approve the Employment Agreement between Pittsylvania County and Stuart J. Turille, Jr., and appoint him as the new County Administrator for Pittsylvania County, effective April 1, 2023. RESULT: 6-1 (Approve) MOVER: Dudley SECONDER: Chesher AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley NAYS: Ingram ABSTAIN: None Page 19 of 147 Page 20 of 147 Page 21 of 147 Page 22 of 147 Page 23 of 147 Page 24 of 147 Page 25 of 147 Page 26 of 147 Page 27 of 147 MATTERS FROM WORK SESSION (IF ANY) a. Summer Internship Program Motion to approve funding in the amount of $76,765 for the Summer Internship Program as discussed in the Work Session. RESULT: 7-0 (Approve) MOVER: Warren SECONDER: Dudley AYES: Dalton, Tucker, Warren, Scearce, Chesher, Dudley, Ingram NAYS: None ABSTAIN: None BOARD MEMBER REPORTS • Tucker thanked Hunt for stepping in and stepping up as the Interim County Administrator. He also thanked County Staff for their preparation for the Meetings, and he also thanked the citizens for coming out and showing how democracy works. • Dudley thanked everyone for coming out. He thanked Dalton for his work as Chairman, and he also thanked Hunt for stepping up and taking on the additional responsibilities as Interim County Administrator. Dudley recognized his dad as he celebrated his 90th birthday this week. He also thanked County Staff and Board Members for their hard work as well. • Warren thanked Hunt for his wonderful job in this dual role during this transition period, and he appreciates him and his commitment to the County. He stated he had the opportunity to be in the company of residents on Horseshoe Road and they were so appreciative of the extension of the new water lines there. He thanked Board Members for the unanimous vote for that waterline and helping those in that community. Warren also sent condolences to Sheriff Taylor and his wife, as his mother-in-law passed away today. • Scearce thanked everyone who participated in the Friends of NRA Banquet last month, and stated they broke the State's record and raised well over $100,000 to go directly to the training of youth. • Ingram remembered the late Treasurer, Glenn Brown, as he passed away today. He also sent condolences to Sheriff Taylor and his family, and the family of Levi Burke. He stated today is National Down Syndrome Day and asked to remember all those special people. He congratulated the Tunstall Basketball team for their wonderful season, and recognized Debbie Taylor with Custom Embroidery, as she's been in business now for twenty-five (25) years. • Chesher thanked everyone for being in attendance, and thanked Hunt for wearing two (2) hats. He welcomed Turille to the County and looks forward to working with him. • Dalton thanked Hunt for his dedication during this transition period, and he welcomed Turille to the County. He asked everyone to remember the Glenn Brown family, as well as Sheriff Taylor and his family. He also thanked all Board Members for their hard work. COUNTY ADMINISTRATOR REPORTS Page 28 of 147 Hunt thanked the Board for their guidance and support these past months and welcomed Turille to the County. He also thanked County Staff for stepping up and taking on new duties and making these past eight (8) months possible. ADJOURNMENT Dalton adjourned the Meeting at 9:13 PM. Page 29 of 147 7.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Board Bylaws Revisions Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.b. Attachment(s): 1. 04-18-2023 BOS Bylaws Revisions Reviewed By: SUMMARY: For the Board’s review and consideration, attached are proposed revisions to the Board’s Bylaws and Rules of Procedures (“Bylaws”), revising the Board's Planning Commission Member's voting status. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board adopt the attached revised Bylaws as presented. MOTION: "I make a Motion adopting the attached revised Bylaws." Page 30 of 147 ARTICLE IV. BOARD COMMITTEES. 4.1. The Board Standing Committees shall be as follows: (a) Finance/Insurance: To aid and advise in the preparation on the County Budget and make recommendations concerning Fiscal Policy. (b) Personnel: To review policies and practices and make recommendations regarding the same. (c) Property/Building: To view buildings and grounds and make recommendations regarding the same. (d) Legislative Committee: The Legislative Committee, in collaboration with the County Attorney, shall review, propose changes, and maintain current revisions to the Board of Supervisors’ Bylaws and Rules of Procedure; review, propose changes, and maintain current revisions to the Pittsylvania County Board of Supervisors Policies and Procedures Manual; and review, propose changes, set public hearings for any proposed changes, and maintain current revisions to the Pittsylvania County Code. 4.2. At the Board’s Reorganizational Meeting, or at any other appropriate time(s), membership to the above-Standing Committees and the following entities shall be appointed by the Board Chairman for a specific term of office as determined by the Chairman: (a) Computer/Radio/Telecommunications (b) BOS/School Joint Liaison (c) Economic Development (d) Solid Waste (e) Dan River Business Development Center (f) Danville-Pittsylvania Regional Facility Authority (g) Fire and Rescue Commission (non-voting member) (h) Local Elected Officials (i) Metropolitan Planning Organization (j) Pittsylvania County Community Action Agency (k) Pittsylvania County Planning Commission (non-voting member) (l) Roanoke River Basin Association Page 31 of 147 (m) SARA Title III/D-PC Local Emergency Planning (n) Pittsylvania County Social Services Board (non-voting member) (o) Virginia Association of Counties Committee (p) West Piedmont Planning District Commission (q) Community Policy Management Team (r) Staunton River Regional Facility Authority (s) Tri-County Lake Advisory Committee 4.3. The Board may, from time-to-time, direct that the Board Chairman appoint other committees for a specific purpose with a limited duration. 4.4. The Board Chairman shall be authorized to temporarily participate, including voting, in any committee for the purpose of creating a quorum. 4.5. The Board and/or Board Chairman shall be authorized, to the extent allowed by law, to remove any of its/his appointee(s) to any committee or other entity. 4.6. The Board shall strive to require all potential committee or other entity appointees to submit a letter of interest, resume, and/or application prior to appointment. 4.7. The Board shall strive to create a uniform stipend policy for all appointed committees and other entities. Page 32 of 147 7.c. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National County Government Month Proclamation Adoption Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.c. Attachment(s): 1. 04-18-2023 National County Government Month - April Reviewed By: SUMMARY: The Nation’s 3,069 Counties, serving more than 330 million Americans, provide essential services to create healthy, safe, and vibrant communities. Counties fulfill a vast range of responsibilities and deliver services that touch nearly every aspect of their residents’ lives. Pittsylvania County, Virginia (“County”), and all Counties, take pride in its responsibility to protect and enhance the health, well- being, and safety of its residents in efficient and cost-effective ways. Accordingly, the County plans to recognize National County Government Month in April and encourages all County officials, employees, schools, and residents to participate in County government activities. For the Board’s review and consideration, attached is a related Proclamation. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board adopt the attached Proclamation declaring April 2023, “National County Government Month in the County." MOTION: “I make a Motion adopting the attached Proclamation declaring April 2023, “National County Government Month in the County." Page 33 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS __________________________________________________________________________________________ NATIONAL COUNTY GOVERNMENT MONTH (APRIL) PROCLAMATION “Counties RISE” __________________________________________________________________________________________ VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on Tuesday, April 18, 2023, the following Proclamation was adopted: WHEREAS, the nation’s 3,069 counties serving more than 330 million Americans provide essential services to create healthy, safe and vibrant communities; and WHEREAS, counties fulfill a vast range of responsibilities and deliver services that touch nearly every aspect of our residents’ lives; and WHEREAS, Pittsylvania County, Virginia (“County”), and all counties, take pride in its responsibility to protect and enhance the health, well-being, and safety of its residents in efficient and cost-effective ways; and WHEREAS, under the leadership of National Association of Counties’ (“NACO”) President Denise Winfrey, NACo is highlighting how “Counties RISE!” demonstrating exemplary Resiliency, Inclusion, Solvency, and Empowerment; and  WHEREAS, each year since 1991, NACO has encouraged counties across the country to elevate awareness of county responsibilities, programs, and services. THEREFORE, the Board does hereby proclaim April 2023 as National County Government Month and encourages all County officials, employees, schools, and residents to participate in County Government activities. Given under my hand this 18th day of April, 2023. ________________________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors _______________________________________________ Stuart J. Turille, Jr. (County Administrator) Pittsylvania County Board of Supervisors Page 34 of 147 7.d. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: VDOT Temporary Construction Easement Approval (R & L Smith Drive/U.S. Route 1718) Staff Contact(s): Chris Slemp Agenda Date: April 18, 2023 Item Number: 7.d. Attachment(s): 1. VDOT Temporary Construction Easement Reviewed By: SUMMARY: The Virginia Department of Transportation ("VDOT") is requesting a temporary construction easement for replacement or rehabilitation of a mainline pipe that runs under R & L Smith Drive, .04 miles north of Carson Jones Road, adjacent to County-owned property, identified as tax parcel number 2422-22-6487 (Public Works Building at 405 R & L Smith Drive). VDOT has an existing easement at this location, and this is an update to that easement. For the Board's review and consideration, the easement is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached VDOT easement as presented. MOTION: "I make a Motion approving the attached VDOT easement." Page 35 of 147 Page 36 of 147 Page 37 of 147 Page 38 of 147 7.e. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: County's 2023 March Bill List Approval Staff Contact(s): Kim VanDerHyde Agenda Date: April 18, 2023 Item Number: 7.e. Attachment(s): None Reviewed By: SUMMARY: At each Board Business Meeting, the County’s Auditors recommend the Board review and approve payments made by the County as oversight of County Fund expenditures. For the Board's review and consideration, the County's March Bill List is found at the link below: https://weblink.pittgov.net/WebLink/Browse.aspx?id=476741&dbid=0&repo=Pitt GovDocs FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the County’s 2023 March Bill List as presented. MOTION: “I make a Motion approving the County’s 2023 March Bill List as presented.” Page 39 of 147 7.f. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Lawn Care Maintenance Contract Award Approval Staff Contact(s): Connie Gibson Agenda Date: April 18, 2023 Item Number: 7.f. Attachment(s): 1. Bid Sheet Lawn Care Services 2. IFB 20230221 Lawn Maintenance FINAL Reviewed By: SUMMARY: On February 22, 2023, the County issued Invitation to Bid ("IFB") # 2023021 (Law Care Maintenance). In response, the County received five (5) bids, with the low bid being $59,200.00 annually from Crider Contracting ("Crider"). The Lawn Care Maintenance contract will be for one (1) year, with four (4)-one (1)-year potential optional renewals. For the Board's review and consideration, related documentation is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Funding will come from the Buildings and Grounds Budget (Line # 100-4- 043100- 331000). RECOMMENDATION: County Staff recommends the Board award the attached Lawn Care Maintenance contract to Crider." MOTION: "I make a Motion awarding the attached Lawn Care Maintenance contract to Crider." Page 40 of 147 Pittsylvania County Lawn Care Services Bid Results March 21, 2023 Vendor Inspected all sites Eligibility Addendum 1 TOTAL Derrick's Cleaning X X X $62,260.00 Grass Monsters X X X $83,040.00 Crider Contracting X X X $59,200.00 Green View Services X X X $118,680.00 Luck Lawn Care X X X $72,870.00 Page 41 of 147 IFB 20230221 Lawn Maintenance Services Page 1 CONTACT: CONNIE GIBSON, PURCHASING MANAGER Connie.gibson@pittgov.org, 434-432-7744 Note: The County of Pittsylvania, Virginia does not discriminate against faith-based organizations in accordance with the Code of Virginia, §§ 2.2-4343.1, 1950 as amended or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating to discrimination in employment or contracting. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Invitation for Bid IFB: 20230221 LAWN MAINTENANCE SERVICES February 22, 2023 Page 42 of 147 IFB 20230221 Lawn Maintenance Services Page 2 INVITATION FOR BIDS 20230221 Issuing: Pittsylvania County, Virginia, Purchasing Department Sealed Bids Will Be Received Until 2:00 P.M. March 21, 2023, and then publicly opened, for providing the following described services in accordance with the attached general terms, conditions, and specifications. The public opening will be held in the Main Conference Room of the County Administration Building located at 1 Center Street, Chatham, VA 24531. Bids received after the deadline will be not be accepted. Mailing address: Connie Gibson Pittsylvania County Purchasing Department P.O. Box 426 – 1 Center Street Chatham, VA 24531 Copies of this IFB may be obtained at the Purchasing Department located in County Administration Building (address above) at no charge. You may also download the IFB from the County website located at: https://www.pittsylvaniacountyva.gov. Click the “Business” tab at the top and then click the “Current Bid & RFPs” yellow button. All inquiries for bid information should be directed to: Connie Gibson, Purchasing Manager, telephone number: (434) 432-7744, or connie.gibson@pittgov.org. Envelopes containing bids shall be sealed and marked in the lower left-hand corner as follows: IFB 20230221 Lawn Maintenance Services PRE-BID CONFERENCE: There will be no pre-bid conference. Each prospective bidder is required to visit and inspect each work location before submitting their bid. Bids will only be accepted from bidders who have visited the work location. The bidder must acknowledge on the Bid Form, Page 4, that they have inspected each location. BIDDERS MUST BID ON ALL LOCATIONS. QUESTIONS: 1. All questions regarding this RFP must be made in writing. The written questions must be received by the County no later than 2:00 p.m. on Monday, March 6, 2023. Questions may be faxed to (434) 432-7746 or emailed to Connie.gibson@pittgov.org. 2. All responses to questions will be posted on Pittsylvania County website: www.pittsylvaniacountyva.gov by 2:00 p.m. March 7, 2:00 p.m. The offeror has the sole responsibility to go to the website and receive the responses or by contacting Connie Gibson requesting they be emailed. The responses will be an addendum to the RFP. All such responses by the County shall become part of the IFB. 3. Oral instructions do not become part of the proposal documents. Issue Date: February 22, 2023 Title: Lawn Maintenance Services Page 43 of 147 IFB 20230221 Lawn Maintenance Services Page 3 A. PURPOSE The purpose and intent of this Invitation for Bid is to establish a firm fixed-priced annual contract with one or more qualified bidders to furnish all labor, materials, equipment, and services necessary to provide lawn maintenance services at locations identified in this IFB, in accordance with the general terms, conditions, and specifications described herein. B. CONTRACT ADMINISTRATOR / PROJECT MANAGER: As the Contract Administrator, the following individual, or his designee, shall serve as the interpreter of the conditions of the contract and in the coordination and scheduling of the lawn care: Tom Worley, Building and Grounds Supervisor C. SCOPE OF SERVICES: 1) All work listed under this contract is to be performed on an as-needed and requested basis when services are necessary. The frequency of services requested is an estimate only. Nothing shall bind the County to any specified amount of work during the contract period. 2) Mowing and cutting operations shall be accomplished in such a manner as to not damage the trees and other plant materials and to promote the continued life and healthy growth of all plants. The Successful Bidder shall use and follow acceptable agronomic and horticultural practices when providing these services. 3) All work shall be done during normal work hours, Monday through Friday, 7:00 am to 7:00 pm at most facilities. These hours may be reduced at locations adjacent to residential areas. If lawns cannot be maintained to reasonable heights due to weather or other constraints, the Successful Bidder may be allowed to work additional hours or on weekends. The Successful Bidder shall notify the County Project Manager for approval when they want to work beyond normal hours. This approval shall not be considered authorization to be paid any overtime rate. 4) The Successful Bidder shall have a competent foreman in charge of the working crew(s) at all times. Successful Bidder’s Foreman will be able to communicate effectively with both County personnel and the work crew(s). 5) The Successful Bidder shall protect all County buildings, structures, equipment, vehicles, etc. against damage. Anything damaged by Successful Bidder’s operations shall be repaired or replaced at the Successful Bidder’s expense. This includes ruts created by Successful Bidder’s equipment in lawn or field areas. The Successful Bidder shall fill and repair these with suitable material. 6) MOWING - Turf areas will be mowed weekly during the normal growing season (March 1-October 31) and as otherwise needed to maintain a neat and uniform appearance. The grass shall be mowed to a height not less than three (3) inches. Mower heights are measured with the mowers on a flat, paved surface. High-quality, sharpened mower blades shall be used at all times to insure a clean, even cut. As designated on the bid form, the frequency of mowing will vary at sites (weekly, biweekly or other). Page 44 of 147 IFB 20230221 Lawn Maintenance Services Page 4 7) TRIMMING / EDGING - Edging and trimming shall be performed during each mowing and cutting operation with the use of a power edger (power weed eater type). Edging shall be performed in all sections. Edging shall be performed by using the weed eater in a vertical position to create a groove between the building or surface edge and lawn or field. Edging shall be performed adjacent to all sidewalks, street curb and gutter, driveways, mulched borders and trees, buildings, mow strips, tanks, light poles, signs, valve boxes, manholes, underground vaults, etc. to control grass and vegetative growth onto and up against hard surfaces. Edging shall also eliminate all grass or other vegetation that grows up in between cracks in all hard surfaces (pavement, walks, etc.) 8) FENCE LINES - The Successful Bidder shall maintain the grass and other vegetative growth at the fencing at a consistent height with the adjacent lawn or field. Grass, weeds, underbrush, tree seedlings, vines, etc. shall not be present in the fence line. Chemical weed control may be utilized to maintain vegetative growth along the fence lines. 9) CHEMICAL WEED CONTROL - The Successful Bidder, his employees, or subcontractors, may, at his option and with County approval, utilize herbicides to control vegetative growth at some locations. The use of weed control is permitted in lawn and field areas to eliminate broadleaf weeds and crabgrass, along fence lines, on cracks in hard surfaces, in between walls and sidewalks, in between walls and mow strips, around equipment and tanks, adjacent to buildings and along wood lines. Dead vegetation from chemical spraying shall be swept and/or collected on the first subsequent return trip. The Successful Bidder shall supply the necessary weed control herbicides. The chemicals shall be used in accordance with the manufacturer’s instructions and shall be applied in compliance with all applicable State & Federal rules, local laws and ordinances 10) BLOWING OF LAWN CLIPPINGS – Clippings and dirt created by lawn maintenance services (mowing, cutting, and edging) shall be blown off in a manner to eliminate accumulations on walkways, sidewalks, paved areas, in curb and gutters, in mulched and gravel borders and around buildings, or other permanent structures. Blowing of lawn clippings shall be performed after each mowing, cutting and edging operation. The blowing of trash, litter, leaves, and other debris from parking areas or roads back onto lawn areas or down into storm sewer system inlets shall not be permitted. 11) YARD WASTE REMOVAL AND DISPOSAL - All materials that are generated by the mowing, edging, and blowing operations (including grass, leaves, sticks, tree limbs, sediment, trash, etc.) shall be collected and bagged or otherwise removed from the site by the Successful Bidder to maintain a clean appearance at the site. This shall be done after each mowing, cutting and edging operation. 12) LEAF REMOVAL - The Successful Bidder shall collect and remove leaves from all lawn areas, parking lots, alleyways, and sidewalks weekly during the fall season. Accumulations of leaves around and up against buildings, in border areas and at fence lines shall also be collected and removed. The leaves shall be removed twice in the fall and once in the early spring prior to the beginning of the mowing season, or as needed and requested. The Successful Bidder shall complete this work within 30 days of the County request. The contractor shall be solely responsible for the disposal of the leaves removed. The leaves shall be transported off-site and disposed of in a manner consistent with applicable laws and Page 45 of 147 IFB 20230221 Lawn Maintenance Services Page 5 regulations. 13) ADDITIONAL SERVICES: These items will be in addition to required services, on an “as needed basis”, determined and approved by authorized County personnel. a. Aerating & Over Seeding – Lawn areas shall be plug or core-aerated as requested and approved by the County. This work shall be done between September 1st and October 31st and shall be aerated prior to the application of grass seed or pellet form fertilizers. Over- seeding shall be completed utilizing seed from the 2022-23 Virginia Turfgrass Variety Recommendations list for Category 1 tall fescue at a rate as recommended by the certified seed provider. This work shall be completed within 30 days of the County’s request. b. Fertilization of Lawn Areas – Lawn areas shall be fertilized on a requested basis. The Successful Bidder, employees or subcontractors shall supply and spread the fertilizer (4-1- 2 ratio) at the required agronomic rate for turf-type tall fescue grass. Information regarding the nutrient content of the fertilizer, the amount of it used (pounds), and where it was applied shall be documented and provided to the County. The successful Bidder shall complete this work within 30 days of the County request c. Mulching - Mulch shall be applied to beds and borders by the Successful Bidder. Prior to mulch application, and as part of mulching, the Successful Bidder shall clean and remove all vegetation (& its roots), trash and debris from the beds and borders to be mulched. Use of granular herbicides may be permitted, but the cost for it shall be included with mulching. Mulch shall be placed smooth and level to a depth of two to four inches (2” – 4”). Mulch shall be double shredded hardwood type supplied by the Contractor. d. Additional Services Not Listed - The Successful Bidder may receive a request for work outside the job duties listed on the bid form. If interested in the work, he shall submit a written, binding quote for the work within 24 hours. If the quote is acceptable to the County, the Successful Bidder shall commence work within the time frame specified or the County reserves the right to seek quotes and have the work provided by someone else. D. CONTRACTORS RESPONSIBILITIES 1) The Contractor shall correct all work deficiencies reported by the Contract Administrator during the next scheduled period. 2) The Contractor shall be responsible for the conduct and performance of the Contractor’s employees, and compliance with the following rules: i. Contractor’s employees appearing to be under the influence of alcohol or drugs shall not be permitted on County property. ii. No loud or boisterous conduct will be permitted. iii. Contractor’s employees shall operate all equipment in the manner the equipment is designed for. Page 46 of 147 IFB 20230221 Lawn Maintenance Services Page 6 iv. Contractor’s employees shall wear clothing identifying themselves as employees of a landscaping company and shall be appropriately dressed at all times. v. Pittsylvania County reserves the right to request removal of any of the Contractor’s employees from the premises at any time for reasonable cause. PITTSYLVANIA COUNTY - BOARD OF SUPERVISORS PURCHASING DEPARTMENT I. GENERAL TERMS AND CONDITIONS 1. Reservation of County Rights: The County reserves the right to accept or reject any or all bids, to waive any informality and to make an award to a party other than the low bidder, if deemed in the best interest of the County, subject to the provisions under the Virginia Public Procurement Act. The County does not discriminate against faith-based organizations. 2. Laws of the Commonwealth: Any purchase order/contract resulting from this bid process shall be governed; in all respects whether as to its validity, construction, capacity, performance or otherwise; by the laws of the Commonwealth. Successful bidders providing goods to the County herewith assure the County that they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2- 4311 of the Virginia Public Procurement Act which provides: In every contract of over $10,000 the provisions in 1 and 2 below apply: (1) During the performance of this contract, the contractor agrees as follows: A. Nondiscrimination Clause: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. Page 47 of 147 IFB 20230221 Lawn Maintenance Services Page 7 (2) Subcontractors: The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. (3) Drug Free Workplace – During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that such provision will be binding upon each subcontractor or vendor. 3. Tax Exemption: The County is exempt from State sales and use taxes and will issue a Certificate of Exemption upon request. Deliveries against any items of this bid procedure shall be free from any excise or transportation taxes. Excise exemption registration NO. 54-600-1508 may be used when required or necessary on behalf of the County. 4. Modifications, Additions, or Changes: Modifications, additions, or changes to the terms and conditions of this invitation to bid may be cause for rejection of your bid. All bids shall be entered on the official bid forms if provided. Bidders who attach or submit bids on their or any other forms may be considered unresponsive and may be rejected if an official bid form is provided. 5. Delivery Point: Except when otherwise specified herein, all items shall be F.O.B. delivered to any point within the County as directed by the Central Purchasing Department. 6. Transportation and Packaging: The authorized agent by signing this bid certifies and warrants that the bid price offered for F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is based on the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description and number, size and quantity. Page 48 of 147 IFB 20230221 Lawn Maintenance Services Page 8 7. Evaluation of Bid Documents: If any prospective bidder is in doubt as to the true meaning of any part of the specifications or other bid documents, the prospective bidders shall submit a written request, within the time frame provided, after receipt of the invitation to bid to the Central Purchasing Department. The Central Purchasing Department will have final authority to review any discrepancies or deficiencies in the specifications and then make the necessary interpretations or revisions. Interpretations or revisions shall be made official by the issuance of any necessary addendum and distributed to all potential bidders. The Central Purchasing Department will not be responsible for explanations or interpretations of the bid documents, except as issued in writing by the Purchasing Manager and/or County Administrator. 8. Default: In the case of default by the successful bidder or failure to deliver the goods or services ordered by the time specified, the Department of Central Purchasing, after due written notice may procure these goods or services from other sources and hold the defaulting vendor responsible for any excess cost occasioned thereby. 9. Anti-Collusion Certification: The authorized agent by signing this bid certifies and warrants that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The signing agent understands collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The signing agent also agrees to abide by all conditions of this bid and certifies that he or she is duly authorized to sign this bid for the bidder represented herein. 10. Kickbacks: The signing agent certifies and warrants that neither he/she nor the bidder from whom he/she is authorized to act has offered or received any kickback from any other bidder, suppliers, manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchange. Further, no person shall demand or receive any payment, loan, subscription, advance, deposit of money, services or anything of value in return for an agreement not to compete on a public contract. 11. Gifts by Bidder, Offeror, Contractor, or Subcontractor: No bidder, offeror, contractor, or subcontractor, shall confer on any public employee or official having formal responsibility for a procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. Page 49 of 147 IFB 20230221 Lawn Maintenance Services Page 9 12. Termination/Cancellation of Contract: Subject to the provisions below, the contract may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience In the event that this contract is terminated or cancelled upon request and for the convenience of the County, without the required thirty (30) days advance written notice, then the County shall negotiate reasonable termination costs, if applicable. B. Termination for Cause Termination by the County for cause, default or negligence on the party of the appraiser or firm shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination of Cause. C. Non-Appropriation Clause/Termination due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be cancelled and the contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. 13. Quantities: Quantities set forth in this invitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such total quantities are more or less than those shown. 14. Ordering: All orders from the County shall be issued by the Central Purchasing Department. A County purchase order number is required for the contract; yet partial order quantities and deliveries will be accepted upon request or as outlined in the Special Specifications, by the Central Purchasing Department. No other department or personnel other than those in the Central Purchasing Department of the County are qualified to issue purchase orders, make changes in orders, or accept delivery on orders under this contract without specific written authorization being received by the contractor from the Central Purchasing Department or as otherwise specified in the Special Specifications. Page 50 of 147 IFB 20230221 Lawn Maintenance Services Page 10 15. Invoices/Billing Process: Invoices for items ordered, delivered, and accepted by the Central Purchasing Department or authorized departments shall be submitted by the contractor directly to the Accounting Department, at the address shown on the purchase order. The purchase order number must be referenced on all invoices regardless of quantities delivered, backordered, etc. Any outstanding quantities not included in the billing or invoice should be shown on a separate statement specifically marked, as not being an invoice for payment yet is an accountability of items and cost outstanding. 16. Discounts: All bids will be evaluated and awarded on net prices. Cash discounts will not be considered in making awards. If cash discounts for prompt payment are offered, it must be clearly shown on the bid forms in the space provided. On monthly invoices any payment terms must be clearly marked. The County will attempt to take advantage of any such discounts provided our timetable allows us to do so. 17. Hold Harmless: The successful contractor assumes and agrees to indemnify, defend and hold harmless Pittsylvania County, Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, labor, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence on the part of the using agency or to the manner outlined by the contractor and description literature or specifications submitted with the contractor’s bid. 18. Warranty: The contractor shall provide warranty documents on any material, goods or equipment of any kind or nature provided by the contractor, his subcontractor or other agents. The warranty shall be in effect for the period of time specified. 19. Contractual Intent Upon the successful award of this bid by the County, it is the County’s intent to have a written contract fully executed by all participating parties. This contract shall delineate the capacity, performances and considerations for all parties involved. The contents of the bid submitted by the successful bidder and the bid specifications shall become a part of any contract awarded as a result of these specifications. The successful vendor will be expected to sign a “Standard Contract for Services” with the County. Sample contracts may be submitted by either party at the time of the bid, however, the County reserves the right to use its uniform contract format over all samples submitted. Page 51 of 147 IFB 20230221 Lawn Maintenance Services Page 11 20. Insurance By signing and submitting a bid/proposal under this solicitation, the Bidder/Offeror certifies that if awarded the contract, it will maintain all required Worker’s Compensation, Employer’s Liability, Commercial General Liability and Automobile Liability insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Copies of insurance certificates shall be submitted with all bids/proposals. 21. Use of Name Brands Within These Specifications: The name of a certain brand, make, manufacturer, or definite specification is to denote the quality to the specific brand, make, manufacturer, or specification named; it is to set forth and convey to prospective bidders the general style, type, character and quality of article desired, and wherever in specifications or contract documents a particular brand, make of materials, device or equipment shall be regarded merely as a standard. Any other brand, make of material, device or equipment which is recognized the equal of that specified, considering quality, workmanship and economy of operation and is suitable for the purpose intended, shall be considered responsive to the specifications. 22. Access To Records: The County Administrator or his duly authorized agent, shall, until the expiration of three (3) years following the final payment on this Agreement, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Lessor and Assignee involving transactions related to this Agreement. Lessor and Assignee shall have the reciprocal right, until the expiration of three (3) years following final payment on this Agreement, to have access to and examine and copy any directly pertinent books, documents, papers and records of the County Administrator in the event of litigation or arbitration involving this Agreement, rights of access, examination and copying hereunder granted to Lessor, Assignee, and Lessee shall continue until such claims have been finally disposed of. 23. Change of Contract The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. Page 52 of 147 IFB 20230221 Lawn Maintenance Services Page 12 I. SPECIAL TERMS AND CONDITIONS BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120) days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice on the County’s website, www.pittsylvaniacountyva.gov and on the County Public Notice Bulletin Board located at 1 Center Street, Chatham, VA 24531. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. REMOVAL FROM DUTY: The County may require the removal of any Contractor’s employee from the worksite who is deemed to be untrained, careless, and insubordinate, under the influence of drugs or alcohol, or incompatible with the library environment. PRE-BID CONFERENCE: There will be no pre-bid conference, but each prospective bidder is required to visit and inspect each work location before submitting a bid. Bids will only be accepted from visitors who have visited the work location. AWARD TO MULTIPLE BIDDERS: Must bid on all locations. The County reserves the right to make multiple awards as a result of this solicitation. The award(s) will be made to the lowest responsive and responsible bidder(s) meeting the requirements of the solicitation. The County reserves the right to conduct any tests it may deem advisable and to make all evaluations. The County also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest. ***Award shall be on the estimated TOTAL for one (1) year of lawn care services for each site. RENEWAL OF CONTRACT: This contract may be renewed by the County for four (4) successive one-year periods under the terms and conditions of the original contract except as stated below. Price increases may be negotiated only at the time of renewal. Written notice of the County’s intention to renew shall be given approximately 30 days prior to the expiration date of each contract period. If during any subsequent renewal periods, the County elects to exercise the option to renew the contract, the contract price(s) for the subsequent renewal period shall not exceed the contract price(s) of the previous renewal period increased/decreased by more than the percentage increase/decrease of the Household Operations category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available. Page 53 of 147 IFB 20230221 Lawn Maintenance Services Page 13 NON-APPROPRIATION BY PUBLIC BODY: Bidder acknowledges that Pittsylvania County is a governmental entity, and that contract validity is based upon the availability of public funding under the authority of the Board of Supervisors. In the event that public funds are unavailable and/or not appropriated for the performance of the County’s obligations under any contract, then the contract shall automatically expire without penalty to the County upon receipt of written 30-day notice by the County to the Contractor of the unavailability and/or non-appropriation of public funds. If cost results from the IFB are not in the best interest of the County, the County has the right to cancel the IFB award. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the County’s satisfaction at the contractor’s expense. COOPERATIVE PURCHASE: If authorized by the Offeror, the contract resulting from this Request for Proposals may be extended to other public bodies, public agencies or institutions within the State of Virginia to purchase at contract prices and terms. Any public entity that uses the contract shall place its own order(s) directly with the contractor(s). Pittsylvania County Board of Supervisors is not a party to such contracts and is not responsible for placement of orders, payment or discrepancies of the participating jurisdictions. It is the Offeror’s responsibility to notify the jurisdictions of the availability of contract(s). Offerors who do not wish to extend the terms, conditions and prices to other public entities shall so indicate in the proposal. BIDDER'S REPRESENTATION: 1. By submitting a bid in response to this Invitation to Bid, the bidder certifies that it has read and understands the bid documents, specifications, and drawings, if any, and has familiarized itself with all federal, state and local laws, ordinances, rules and regulations that in any manner may affect the cost, progress or performance of the work. 2. The failure or omission of any bidder to receive or examine any form, instrument, addendum or other documents, or to acquaint itself with conditions existing at the site(s), shall in no way relieve any bidder from any obligations with respect to its bid or to the contract. Page 54 of 147 IFB 20230221 Lawn Maintenance Services Bid Form - Page 1 BID FORM In compliance with this invitation for bids, and subject to all the conditions thereof, the undersigned offers, if this bid is accepted within (60) calendar days from the date of the opening, to furnish any or all the items and/or services upon which prices are quoted, at the price set opposite each item, to be delivered at the time and place specified herein. The undersigned certifies he has read, understands, and agrees to all terms, conditions, and requirements of this bid, and is authorized to contract on behalf of the firm named below. The Bid Form must be completed in blue or black ink or by typewriter. Discrepancies in the multiplication of units of work and the unit prices will be resolved in favor of the correct multiplication of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. My/Our prices are as follows: PRICES QUOTED SHALL BE FOB DESTINATION WEEKLY MOWING (to include trimming/edging, blowing, weed control, and removal of debris) Location Description Address Estimated Quantity per Location per year Unit Price (Includes all necessary labor, equipment, and materials) Total (= quantity x unit price) Courthouse, Jail, Community Development, & County Garage Complex 1 Main Street, Chatham 32 weeks $ $ County Administration Building 1 Center Street, Chatham 32 weeks $ $ Election & Training Center (ETC) 18 Depot Street, Chatham 32 weeks $ $ Victory Academy (old National Guard Armory) 326 S. Main St., Chatham 32 weeks $ $ Department of Public Safety 110 Old Chatham Elem. Ln., Chatham 32 weeks $ $ Human Services Center 200 H G McGhee Dr., Chatham 32 weeks $ $ Callands Jail & Historic Clerk’s Office 570 & 597 Sago Rd., Callands 32 weeks $ $ Pet Center 11880 US Hwy 29, Chatham 32 weeks $ $ Page 55 of 147 IFB 20230221 Lawn Maintenance Services Bid Form - Page 2 Animal Control Office 369 Rainbow Lane, Dry Fork 32 weeks $ $ BI-WEEKLY MOWING (to include trimming/edging, blowing, weed control and removal of debris) Location Description Address Estimated Quantity per Location per year Unit Price (Includes all necessary labor, equipment, and materials) Total (= quantity x unit price) Yates Tavern 1270 S Main St. Gretna 16 weeks $ $ Sago Cemetery 2296 Mountain Dr., Callands 16 weeks $ $ 8 Tower Sites See Attachment A 16 weeks $ $ 12 Welcome Signs See Attachment B 16 weeks $ $ Wayside Park (approx. 12 acres) 1551 Main St. Hurt, VA 24563 16 weeks $ $ Ringgold Trail (5.8 miles) 57 Dan River Trl, Ringgold 16 weeks $ $ Ringgold Depot Station 100 Ringgold Depot Ln., Ringgold 16 weeks $ $ LEAF COLLECTION & REMOVAL Location Description Address Estimated Quantity per Location per year Unit Price (Includes all necessary labor, equipment, and materials) Total (= quantity x unit price) Courthouse Complex 1 Main Street, Chatham 4 $ $ County Administration Building 1 Center Street, Chatham 4 $ $ Victory Academy (old National Guard Armory) 326 S. Main St., Chatham 4 $ $ Department of Public Safety 319 S. Main St., Chatham 4 $ $ Human Services Center 200 H G McGhee Dr., Chatham 4 $ $ Callands Jail & Historic Clerk’s Office 597 & 570 Sago Rd., Callands 4 $ $ Page 56 of 147 IFB 20230221 Lawn Maintenance Services Bid Form - Page 3 Sago Cemetery 2296 Mountain Dr., Callands 4 $ $ LEAF COLLECTION & REMOVAL (continued) Location Description Address Estimated Quantity per Location per year Unit Price (Includes all necessary labor, equipment, and materials) Total (= quantity x unit price) Yates Tavern 1270 S Main St. Gretna 4 $ $ Pet Center 11880 US Hwy 29, Chatham 4 $ $ Animal Control Office 382 Rainbow Lane, Dry Fork, 4 $ $ ADDITIONAL SERVICES Description Address Estimated Quantity Unit Price (Includes all necessary labor, equipment, and materials) Total (= quantity x unit price) Aeration and overseeding in lawn areas at any site (as requested) Various 150,000 square feet $_________ per square foot of lawn area $ Fertilizer application in lawn areas at any site (as requested) Various 150,000 square feet $_________ per square foot of lawn area Mulch placement in borders, plant beds, and around trees Various 50 cubic yards $_________ per cubic yard placed ANNUAL TOTAL (total of all above items) ATTACHMENTS THAT SHOULD BE RETURNED WITH BID: 1. Official Bid Form (4 pages) 2. Contractor Eligibility Certification 3. Copy of Insurance Certificate Page 57 of 147 IFB 20230221 Lawn Maintenance Services Bid Form - Page 4 Legal Name and Address of Firm: Date: By: Signature Print Name Title Telephone Number: e-mail: __________________ FIN:_______________________ REFERENCES: Provide at least 3 references that you currently provide lawn care services. Please include the company’s name, contact person and phone number. 1. 2. 3. Bidder has inspected all locations included in the IFB: YES ______ NO ______ I/We acknowledge the receipt of: Addendum No._______________Dated_______________. Addendum No._______________Dated_______________ Page 58 of 147 CONTRACTOR ELIGIBILITY CERTIFICATION This is to certify that this person/firm/corporation has not been barred from bidding on contracts by any agency of the Commonwealth of Virginia, nor is this person/firm/corporation a part of any firm/corporation that has been barred from bidding on contracts by any agency of the Commonwealth of Virginia. ______________________________ Name of Official ______________________________ Title ______________________________ Firm or Corporation Page 59 of 147 ATTACHMENT A TOWER SITE LOCATIONS 1. 6310 Rockford School Road, Gretna 2. 120 Renan Rd, Gretna 3. 3710 Wards Rd., Hurt, VA 4. 535 Tower Lane, Blairs, Va 5. 20410 Franklin Turnpike, Chatham 6. 95 Cascade Road, Cascade, VA 24069 7. 53 N Main St. Chatham, VA 8. 325 Dodson Lane, Ringgold, VA 9. Smith Mountain/ Jasmine Rd., West 40 end Page 60 of 147 ATTACHMENT B WELCOME SIGN LOCATIONS 1. US 40 East approximately 0.2 miles East of Pittsylvania County- Franklin County line. Welcome sign located next to litter sign. 2. US 40 West approximately 0.3 miles West of State Rd 1285 (Cluster Pines Rd) at Pittsylvania County- Halifax County line. Welcome sign located on bank next to power lines. 3. US 29 South approximately 0.3 miles South of bridge at the Pittsylvania County -Campbell line. Sign located in triangle between US 29 & Hurt Exit. 4. US 29 South/US 58 West bypass near Pittsylvania County-City of Danville line near Rt. 1141 Greensboro Road & Railroad trestle overpass. Sign located on bank. 5. US 58 West approximately 100 feet west of the Wolf Creek Ridge at Pittsylvania County- Halifax County line. Sign located on the top of the bank. 6. US 58 East approximately 2/10 mile east of Pittsylvania County- Henry County line. Sign located next to power post at State Rd 1027 on back. 7. US 58 approximately 500 feet west of Pittsylvania County- City of Danville line. Sign located in triangle between US 58 westbound lane and exit lane off Westover. 8. US 57 east approximately 600 feet east of Pittsylvania County-Henry County line. Sign located on bank. 9. US 57 west approximately 200 feet from Pittsylvania County- Halifax County line. Sign located in curve pass Soil Conservation sign. 10. 265 Bypass on the northbound lane approximately 3/10 mile from the Pittsylvania County-City of Danville line. Sign located in triangle between 265 northbound land and the 360 exit. 11. 62 North approximately 3/10 mile from the North Carolina- Virginia State line. Sign located on the bank pass the Virginia Welcome sign. 12. 360 West approximately 250 feet from the Pittsylvania County- Halifax County line. Sign located right before the Chevron sign in curve. Mowing and trimming shall be 10’ around all sides of the signs. Page 61 of 147 ATTACHMENT C PHOTOS OF MAINTENANCE SITE LOCATIONS 1. Courthouse, Jail, Community Development, & County Garage Complex 1 Main Street, Chatham, VA 2. County Administration Building 1 Center Street, Chatham, VA 3. Election & Training Center (ETC) 18 Depot Street, Chatham, VA 4. Victory Academy (old National Guard Armory) 326 S. Main St., Chatham 5. Department of Public Safety 110 Old Chatham Elem. Ln., Chatham 6. Human Services Center 200 H G McGhee Dr., Chatham 7. Callands Jail & Historic Clerk’s Office 570 & 597 Sago Rd., Callands 8. Pet Center 11880 US Hwy 29, Chatham 9. Animal Control Office 369 Rainbow Lane, Dry Fork 10. Yates Tavern 1270 S. Main St, Gretna 11. Sago Cemetery 2296 Mountain Dr., Chatham 12. Wayside Park 1551 Main St., Hurt Page 62 of 147 29 742 ft 29 Bank S t CenterSt Ba n k S t BankStLocation: Courthouse, Jail, Community Development & Garage Complex Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels 2/15/2023, 8:42:00 AM 0 0.01 0.030.01 mi 0 0.02 0.040.01 km 1:1,100 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map:Page 63 of 147 CenterSt CenterSt US-29-BRChurchLn 29 Location: County Administration Building Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels 2/15/2023, 8:39:08 AM 0 0.01 0.020.01 mi 0 0.02 0.040.01 km 1:1,000 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map:Page 64 of 147 57 ClementSt57 57 ClementStCol li eStUS-29-BR29 29 Location: Elections & Training Center (ETC) Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels Streets ALL OTHER 2/15/2023, 8:47:31 AM 0 0.01 0.030.01 mi 0 0.02 0.040.01 km 1:1,128 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map:Page 65 of 147 Me m o ria l Dr Chatham BurialPark 29 Memorial Dr OldChathamElementary Ln Location: Victory Academy (Old Armory Complex) - 326 S. Main St. Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels 2/15/2023, 11:50:10 AM 0 0.01 0.020.01 mi 0 0.02 0.040.01 km 1:1,000 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map: S. Main Streetfence fence Page 66 of 147 29 OldChathamElementaryLn OldChatham Elementary Ln Location: Dept. of Public Safety Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels Streets ALL OTHER 2/15/2023, 8:52:21 AM 0 0.01 0.010 mi 0 0.01 0.020.01 km 1:564 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map:Page 67 of 147 29 29 H G McGhee Dr H G M cG h ee D r718 ft Location: Human Services Center Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels Streets ALL OTHER 2/15/2023, 8:53:43 AM 0 0.03 0.060.01 mi 0 0.04 0.090.02 km 1:2,257 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map:Page 68 of 147 Location: Calland's Jail & Historic Clerk's Office VITA, Esri, HERE, Garmin, INCREMENT P, USGS, EPA, USDA, Virginia Geographic Information Network (VGIN) Lawn Maintenance Area Tax Parcels (All) Address Labels Streets ALL OTHER 2/15/2023, 9:21:38 AM 0 0.01 0.030.01 mi 0 0.03 0.050.01 km 1:1,300 ArcGIS Web AppBuilder Virginia Geographic Information Network (VGIN) | USGS The National Map: National Hydrography Dataset. Data refreshed February, 2023. | Virginia Geographic Information Network (VGIN), and the Census and Localities and Towns submitting data to the project |Page 69 of 147 29 Location: Pet Center Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels Streets ALL OTHER 2/15/2023, 9:06:40 AM 0 0.01 0.030.01 mi 0 0.03 0.050.01 km 1:1,300 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map:Page 70 of 147 Garage Location: Animal Control Office Maxar, Microsoft, VITA, Esri, HERE, Garmin, iPC Lawn Maintenance Area Tax Parcels (All) Address Labels Streets ALL OTHER 2/15/2023, 9:15:51 AM 0 0.01 0.030.01 mi 0 0.03 0.050.01 km 1:1,300 ArcGIS Web AppBuilder Virginia Geographic Information Network (VGIN) | USGS The National Map: National Hydrography Dataset. Data refreshed February, 2023. | Virginia Geographic Information Network (VGIN), and the Census and Localities and Towns submitting data to the project |Page 71 of 147 SMainStSMainSt29 SMainStNorfolkSouthernRailroadSMainStSMainStLocation: 1270 S. Main St. (Yates Tavern), Gretna Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Lawn Maintenance Area Tax Parcels (All) Address Labels 2/15/2023, 8:34:00 AM 0 0.01 0.030.01 mi 0 0.02 0.040.01 km 1:1,128 ArcGIS Web AppBuilder Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA | Virginia Geographic Information Network (VGIN) | USGS The National Map:Page 72 of 147 Location: Sago Cemetery, 2296 Mountain Dr., CallandsLocation: Sago Cemetery, 2296 Mountain Dr., Chatham VITA, Esri, HERE, Garmin, INCREMENT P, USGS, EPA, USDA, Virginia Geographic Information Network (VGIN) Lawn Maintenance Area Tax Parcels (All) Streets ALL OTHER 2/15/2023, 9:18:42 AM 0 0.01 0.030.01 mi 0 0.03 0.050.01 km 1:1,300 ArcGIS Web AppBuilder Virginia Geographic Information Network (VGIN) | USGS The National Map: National Hydrography Dataset. Data refreshed February, 2023. | Virginia Geographic Information Network (VGIN), and the Census and Localities and Towns submitting data to the project |Page 73 of 147 S y c am ore Creek Sycam ore Creek SycamoreCreekLocation: Wayside Park, 1551 Main St. HurtLocation: Wayside Park, 1551 Main St., Hurt Esri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA, Sources: Esri, Airbus DS, USGS, NGA, NASA, CGIAR, N Robinson, NCEAS, NLS, OS, NMA, VA Cities and Counties County Tax Parcels (All) Lawn Maintenance Area County Parks 2/15/2023, 4:20:13 PM 0 0.04 0.080.02 mi 0 0.07 0.130.03 km 1:3,000 ArcGIS Web AppBuilderEsri Community Maps Contributors, VGIN, © OpenStreetMap, Microsoft, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, EPA, NPS, US Census Bureau, USDA |Page 74 of 147 7.g. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Front Load Boxes Hauling Contract Award Approval Staff Contact(s): Connie Gibson Agenda Date: April 18, 2023 Item Number: 7.g. Attachment(s): 1. IFB 20230228 Solid Waste Hauling Disposal 2. Solid Waste Hauling Bid Sheet Reviewed By: SUMMARY: Recently, County Procurement issued Invitation to Bid ("IFB") # 20230228, Solid Waste Hauling. This IFB was posted on the County's website, advertised in the Chatham Star Tribune, posted on the Virginia Business Opportunities website, and posted on the County's bulletin board. In response to the IFB, the County received only one (1) bid from First Piedmont Corporation ("FPC"). The related solid waste hauling contract will be for one (1) year, with four (4)-one (1) year renewals. For the Board's review and consideration, attached is the IFB, solid waste hauling contract, IFB score sheet, and any other related documentation. FINANCIAL IMPACT AND FUNDING SOURCE: The cost will be $243,902.88 annually, not including the fuel surcharge (that will change as fuel cost changes). Funds for this contract will come from the County's Landfill Budget (Line 520-4-042300-331100). RECOMMENDATION: County Staff recommends the Board award the attached solid waste hauling contract to FPC as presented. MOTION: "I make a Motion awarding the attached solid waste hauling contract to FPC." Page 75 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS Invitation for Bid IFB: 20230228 SOLID WASTE HAULING & DISPOSAL SERVICES 02/28/2023 CHRIS ADCOCK, PUBLIC WORKS DIRECTOR (434)432-7136- chris.adcock@pittgov.org CONNIE GIBSON, PURCHASING MANAGER (434) 432-7744 – E-mail: connie.gibson@pittgov.org Note: The County of Pittsylvania, Virginia does not discriminate against faith-based organizations in accordance with the Code of Virginia, §§ 2.2-4343.1, 1950 as amended or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating to discrimination in employment or contracting. Page 76 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 2 Pittsylvania County, Virginia – INVITATION TO BID IFB: 20230228 Issue date: February 28, 2023 Solid Waste Hauling and Disposal Services – Invitation for Bids Sealed Bids Will Be Received Until 2:00 P.M. March 28, 2023, and then publicly opened, for furnishing the following described equipment, materials, and/or services in accordance with the attached general terms, conditions, and specifications. The public opening will be held in the Main Conference Room of the County Administration Building located at 1 Center Street, Chatham, VA 24531. Bids received after the deadline will not be accepted. Bids should be mailed or hand-delivered to: Pittsylvania County Purchasing Department Attn: Connie Gibson 1 Center Street Chatham, VA 24531. Copies of the Bid Documents may be obtained at the Purchasing Department located in the County Administration Building (address above) at no charge. You may also download the IFB from the County website located at: https://www.pittsylvaniacountyva.gov. Click the “Business” tab at the top and then click the “Current Bid & RFPs” yellow button. All inquiries for bid information should be directed to: Connie Gibson, Purchasing Manager, telephone number: (434) 432-7744, Fax: (434) 432-7746, or connie.gibson@pittgov.org. All Proposals must be in a sealed envelope and clearly marked in the lower left corner: “Sealed Proposal – IFB 20230228 “Solid Waste Hauling and Disposal Services” BIDDING QUESTIONS: 1. All questions regarding this RFP must be made in writing. The written questions must be received by the County no later than 2:00 p.m. on Monday, March 13, 2023. Questions may be faxed to (434) 432-7746 or emailed to Connie.gibson@pittgov.org. 2. All responses to questions will be posted on the Pittsylvania County website: www.pittsylvaniacountyva.gov by 2:00 p.m. March 14, 2:00 p.m. The offeror has the sole responsibility to go to the website and receive the responses or by contacting Connie Gibson requesting they be emailed. The responses will be an addendum to the RFP. All such responses by the County shall become part of the IFB. 3. Oral instructions do not become part of the proposal documents. Page 77 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 3 I. PURPOSE: The purpose and intent of this Invitation to Bid is to establish a fixed-priced annual contract with a qualified vendor to provide weekly waste removal services for front-load boxes at various locations throughout Pittsylvania County and some associated services. Waste shall be transferred to the Pittsylvania County landfill. Waste collected includes, but is not necessarily limited to, municipal solid waste (MSW) and commercial demolition debris (CDD). II. STATEMENT OF NEEDS/ SCOPE OF SERVICES: 1. Front Load Solid Waste Collection Services: Attachment A is a list of the County’s sites, the address of the site, the number of containers currently at each site, and any special notes about the site. All containers are eight (8) cubic yards in size. At most sites (unless otherwise noted below), waste collection services shall occur three (3) times a week on Monday, Wednesday, and Friday. However, services may be requested more frequently, or the schedule may change at the discretion of the County. The County reserves the right to reduce or increase the number of boxes at a site and adjust the days of pick-ups. 2. Special Event Containers: Occasionally the county will require container drop-off and pick-up services for special events. These special events may take place anywhere within the County boundaries, will be scheduled at least 48 hours in advance, and will generally last no longer than 1 week. 3. Fees: The flat fee for the front-load collection service will include all dump fees and any other fees associated with picking up and transporting the waste to the County landfill located at 382 Rainbow Ln, Dry Fork, VA 24549. ** No fuel surcharge fee is allowed unless approved by the Procurement Manager in advance and added to the contract. For this bid, the bidder shall assume 67 tons per week will be delivered to the landfill. This amount will be credited to the successful contractor’s landfill account based on the current tipping fee of $41.00 per ton. If the County’s tipping fee is adjusted during the duration of this contract, the contractor’s account will be credited accordingly based on the new tipping fee for any waste delivered after the fee change. 4. Weight Study: The successful contractor will conduct a quarterly (every three months) weight study of all containers serviced. At the end of the weight study, and average of total waste per week will be calculated. If the average weight exceeds 67 tons per week, the County will credit the contractor’s account for the difference at the current tipping fee. If the average weight is less than 67 tons per week, the Contractor will credit the County for the additional disposal cost at the current tipping fee. Page 78 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 4 5. New Sites or Additional Services For new sites or additional services, these fees will be negotiated with the successful bidder when the new sites are established or when the additional, related services are needed. 6. Container Requirements Containers must be free of rust and holes. Containers must also be cleaned twice annually, both inside and out to eliminate unpleasant odors that may attract insects and rodents to county property. Upon notification of a need for cleaning or repairs the contractor will pull the container at the earliest convenient time and replaced with a suitable replacement while the container is being cleaned or repaired. Upon notification, the Contactor will have 10 calendar days to remove the identified container. The cost to clean the containers shall be included in the pick-up / servicing fees. 7. Container Repairs: At the County’s request, the Contractor shall pick up damaged boxes and make repairs. The repairs shall be paid for at the unit price bid per repair as shown on the Bid Form and the price shall include pick-up and delivery of the repair boxes. SPECIAL TERMS AND CONDITIONS BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120) days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the purchasing agency will publicly post such notice on the County’s website, www.pittsylvaniacountyva.gov and on the County Public Notice Bulletin Board located at 1 Center Street, Chatham, VA 24531. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to B-30 Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Indicate the above Page 79 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 5 information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance. COOPERATIVE PURCHASE: If authorized by the Offeror, the contract resulting from this Request for Proposals may be extended to other public bodies, public agencies or institutions within the State of Virginia to purchase at contract prices and terms. Any public entity that uses the contract shall place its own order(s) directly with the contractor(s). Pittsylvania County Board of Supervisors is not a party to such contracts and is not responsible for placement of orders, payment or discrepancies of the participating jurisdictions. It is the Offeror’s responsibility to notify the jurisdictions of the availability of contract(s). Offerors who do not wish to extend the terms, conditions and prices to other public entities shall so indicate in the proposal. RENEWAL OF CONTRACT: This contract may be renewed by the County for four (4) successive one- year periods under the terms and conditions of the original contract. Price increases may be negotiated only at the time of renewal. Estimated tonnage shall be completed once a year to determine the waived fee at the County Landfill. Written notice of the County’s intention to renew shall be given approximately 30 days prior to the expiration date of each contract period. Page 80 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 6 PITTSYLVANIA COUNTY - BOARD OF SUPERVISORS PURCHASING DEPARTMENT I. GENERAL TERMS AND CONDITIONS 1. Reservation of County Rights: The County reserves the right to accept or reject any or all bids, to waive any informality and to make an award to a party other than the low bidder, if deemed in the best interest of the County, subject to the provisions under the Virginia Public Procurement Act. The County does not discriminate against faith-based organizations. 2. Laws of the Commonwealth: Any purchase order/contract resulting from this bid process shall be governed; in all respects whether as to its validity, construction, capacity, performance or otherwise; by the laws of the Commonwealth. Successful bidders providing goods to the County herewith assure the County that they are conforming to the provisions of the Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2- 4311 of the Virginia Public Procurement Act which provides: In every contract of over $10,000 the provisions in 1 and 2 below apply: (1) During the performance of this contract, the contractor agrees as follows: A. Nondiscrimination Clause: The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. B. Equal Opportunity Employer: The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. C. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. (2) Subcontractors: The contractor will include the provisions of the foregoing paragraphs A, B, and C in every subcontract or purchase order of over $10,000 so that the provisions will be binding upon each subcontractor or vendor. Page 81 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 7 (3) Drug Free Workplace – During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that such provision will be binding upon each subcontractor or vendor. 3. Tax Exemption: The County is exempt from State sales and use taxes and will issue a Certificate of Exemption upon request. Deliveries against any items of this bid procedure shall be free from any excise or transportation taxes. Excise exemption registration NO. 54-600-1508 may be used when required or necessary on behalf of the County. 4. Modifications, Additions, or Changes: Modifications, additions, or changes to the terms and conditions of this invitation to bid may be cause for rejection of your bid. All bids shall be entered on the official bid forms if provided. Bidders who attach or submit bids on their or any other forms may be considered unresponsive and may be rejected if an official bid form is provided. 5. Delivery Point: Except when otherwise specified herein, all items shall be F.O.B. delivered to any point within the County as directed by the Central Purchasing Department. 6. Transportation and Packaging: The authorized agent by signing this bid certifies and warrants that the bid price offered for F.O.B. destination, includes only the actual freight rate costs at the lowest and best rate and is based on the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description and number, size and quantity. 7. Evaluation of Bid Documents: If any prospective bidder is in doubt as to the true meaning of any part of the specifications or other bid documents, the prospective bidders shall submit a written request, within the time frame provided, after receipt of the invitation to bid to the Central Purchasing Department. The Central Purchasing Department will have final authority to review any discrepancies or deficiencies in the specifications and then make the necessary interpretations or revisions. Interpretations or revisions shall be made official by the issuance of any necessary addendum and distributed to all potential bidders. The Central Purchasing Department will not be responsible for explanations or interpretations of the bid documents, except as issued in writing by the Purchasing Manager and/or County Administrator. Page 82 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 8 8. Default: In the case of default by the successful bidder or failure to deliver the goods or services ordered by the time specified, the Department of Central Purchasing, after due written notice may procure these goods or services from other sources and hold the defaulting vendor responsible for any excess cost occasioned thereby. 9. Anti-Collusion Certification: The authorized agent by signing this bid certifies and warrants that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The signing agent understands collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The signing agent also agrees to abide by all conditions of this bid and certifies that he or she is duly authorized to sign this bid for the bidder represented herein. 10. Kickbacks: The signing agent certifies and warrants that neither he/she nor the bidder from whom he/she is authorized to act has offered or received any kickback from any other bidder, suppliers, manufacturer, or subcontractor in connection with his/her bid on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts or order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchange. Further, no person shall demand or receive any payment, loan, subscription, advance, deposit of money, services or anything of value in return for an agreement not to compete on a public contract. 11. Gifts by Bidder, Offeror, Contractor, or Subcontractor: No bidder, offeror, contractor, or subcontractor, shall confer on any public employee or official having formal responsibility for a procurement transaction, any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. 12. Termination/Cancellation of Contract: Subject to the provisions below, the contract may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted. A. Termination for Convenience In the event that this contract is terminated or cancelled upon request and for the convenience of the County, without the required thirty (30) days advance written notice, then the County shall negotiate reasonable termination costs, if applicable. B. Termination for Cause Termination by the County for cause, default or negligence on the party of the appraiser or firm shall be excluded from the foregoing provision; termination costs, if any, shall Page 83 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 9 not apply. The thirty (30) days advance notice requirement is waived in the event of Termination of Cause. C. Non-Appropriation Clause/Termination due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the contract shall be cancelled and the contractor shall be reimbursed for the reasonable value of any non-recurring costs incurred but not amortized in the price of the supplies or services delivered under the contract. 13. Quantities: Quantities set forth in this invitation are estimates only, and the successful bidder shall supply at bid prices actual quantities as ordered regardless of whether such total quantities are more or less than those shown. 14. Ordering: All orders from the County shall be issued by the Central Purchasing Department. A County purchase order number is required for the contract; yet partial order quantities and deliveries will be accepted upon request or as outlined in the Special Specifications, by the Central Purchasing Department. No other department or personnel other than those in the Central Purchasing Department of the County are qualified to issue purchase orders, make changes in orders, or accept delivery on orders under this contract without specific written authorization being received by the contractor from the Central Purchasing Department or as otherwise specified in the Special Specifications. 15. Invoices/Billing Process: Invoices for items ordered, delivered, and accepted by the Central Purchasing Department or authorized departments shall be submitted by the contractor directly to the Accounting Department, at the address shown on the purchase order. The purchase order number must be referenced on all invoices regardless of quantities delivered, backordered, etc. Any outstanding quantities not included in the billing or invoice should be shown on a separate statement specifically marked, as not being an invoice for payment yet is an accountability of items and cost outstanding. 16. Discounts: All bids will be evaluated and awarded on net prices. Cash discounts will not be considered in making awards. If cash discounts for prompt payment are offered, it must be clearly shown on the bid forms in the space provided. On monthly invoices any payment terms must be clearly marked. The County will attempt to take advantage of any such discounts provided our timetable allows us to do so. 17. Hold Harmless: The successful contractor assumes and agrees to indemnify, defend and hold harmless Pittsylvania County, Virginia, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, labor, goods, or equipment of any kind or nature furnished by the contractor, provided that such liability is not attributable to the sole negligence on the part of the using agency or to the manner outlined by the contractor and description literature or specifications submitted with the contractor’s bid. Page 84 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 10 18. Warranty: The contractor shall provide warranty documents on any material, goods or equipment of any kind or nature provided by the contractor, his subcontractor or other agents. The warranty shall be in effect for the period of time specified. 19. Contractual Intent Upon the successful award of this bid by the County, it is the County’s intent to have a written contract fully executed by all participating parties. This contract shall delineate the capacity, performances and considerations for all parties involved. The contents of the bid submitted by the successful bidder and the bid specifications shall become a part of any contract awarded as a result of these specifications. The successful vendor will be expected to sign a “Standard Contract for Services” with the County. Sample contracts may be submitted by either party at the time of the bid, however, the County reserves the right to use its uniform contract format over all samples submitted. 20. Insurance By signing and submitting a bid/proposal under this solicitation, the Bidder/Offeror certifies that if awarded the contract, it will maintain all required Worker’s Compensation, Employer’s Liability, Commercial General Liability and Automobile Liability insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. Copies of insurance certificates shall be submitted with all bids/proposals. 21. Use of Name Brands Within These Specifications: The name of a certain brand, make, manufacturer, or definite specification is to denote the quality to the specific brand, make, manufacturer, or specification named; it is to set forth and convey to prospective bidders the general style, type, character and quality of article desired, and wherever in specifications or contract documents a particular brand, make of materials, device or equipment shall be regarded merely as a standard. Any other brand, make of material, device or equipment which is recognized the equal of that specified, considering quality, workmanship and economy of operation and is suitable for the purpose intended, shall be considered responsive to the specifications. 22. Access To Records: The County Administrator or his duly authorized agent, shall, until the expiration of three (3) years following the final payment on this Agreement, have access to and the right to examine and copy any directly pertinent books, documents, papers, and records of Lessor and Assignee involving transactions related to this Agreement. Lessor and Assignee shall have the reciprocal right, until the expiration of three (3) years following final payment on this Agreement, to have access to and examine and copy any directly pertinent books, documents, papers and records of the County Administrator in the event of litigation or arbitration involving this Agreement, rights of access, examination and copying hereunder granted to Lessor, Assignee, and Lessee shall continue until such claims have been finally disposed of. Page 85 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Page 11 23. Change of Contract: The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. 24. Award: An award will be made to the lowest responsive and responsible bidder. Evaluation will be based on net prices. Unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award. Page 86 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Bid Form - Page 1 BID FORM In compliance with this invitation for bids, and subject to all the conditions thereof, the undersigned offers, if this bid is accepted within (60) calendar days from the date of the opening, to furnish any or all the items and/or services upon which prices are quoted, at the price set opposite each item, to be delivered at the time and place specified herein. The undersigned certifies he has read, understands, and agrees to all terms, conditions, and requirements of this bid, and is authorized to contract on behalf of the firm named below. The Bid Form must be completed in blue or black ink or by typewriter. Discrepancies in the multiplication of units of work and the unit prices will be resolved in favor of the correct multiplication of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. My/Our prices are as follows: Bid Item Description Unit Quantity Unit Price Total (= quantity x unit price) 1. Regular daily pick-up (3 times every week) Per box 258 $ $ 2. Box Repair – Bottom Replacement Per each 1 $ $ 3. Box Repair – Rust Removal and full paint Per each 1 $ $ 4. Box Repair – Misc. Per Hour 1 $ $ 5. Pick up boxes for repair or change-outs Per Mile 1 $ $ 6. Roll-off driver (County truck) Per Hour 1 $ $ 7. Roll-off driver (acceptable truck provided by Contractor) Per Hour 1 $ $ 8. Sunday front-load pickups (on request) Per Hour 1 $ $ 9. Front-load pick up at 405 R & L Smith Drive – Danville 24540 Per each 12 $ $ Page 87 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Bid Form - Page 2 Additional Services not included in the base bid or used as bases for the award. 1. Holiday Pick-up (86 boxes) = $_________________________ per pick-up (86 boxes) Optional Services (at Bidder’s discretion) 1. Description: ____________________________________ Cost per service $__________________ 2. Description: ____________________________________ Cost per service $__________________ 3. Description: ____________________________________ Cost per service $__________________ **No fuel surcharge fee is allowed unless approved by the Procurement Manager in advance and added to the contract. ATTACHMENTS THAT SHOULD BE RETURNED WITH BID: 1. Official Bid Form (3 pages) 2. Contractor Eligibility Certification/Statement of Disclaimer 3. Copy of Insurance Certificate Page 88 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Bid Form - Page 3 Legal Name and Address of Firm: Date: By: Signature Print Name Title Telephone Number: E-mail: __________________ FIN:_______________________ I/We acknowledge the receipt of: Addendum No._______________Dated_______________. Addendum No._______________Dated_______________ Page 89 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services CONTRACTOR ELIGIBILITY CERTIFICATION This is to certify that this person/firm/corporation has not been barred from bidding on contracts by any agency of the Commonwealth of Virginia, nor is this person/firm/corporation a part of any firm/corporation that has been barred from bidding on contracts by any agency of the Commonwealth of Virginia. ______________________________ Name of Official ______________________________ Title ______________________________ Firm or Corporation STATEMENT OF DISCLAIMER RE: IFB 20230228 This is to certify that no employee, official, or elected officer of the County of Pittsylvania has a proprietary interest in the company, corporation, partnership, or other organization, furnishing the goods and/or services, or stands to benefit personally from the furnishing of such goods or services as referenced above. FIRM: _________________________ BY: _________________________ TITLE: ________________________ Page 90 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Attachment A- List of Sites and box counts SITE ADDRESS1 ADDRESS2 Box Count NOTES Brosville Elementary 195 Bulldog Lane Danville, VA 24540 2 Chatham Elementary 245 Chatham Elementary Ln Chatham, VA 24531 2 Chatham High 100 Cavalier Circle Chatham, VA 24531 2 Chatham Middle 11650 US Highway 29 North Chatham, VA 24531 2 Dan River High 100 Dan River Wildcat Circle Ringgold, VA 24586 3 Dan River Middle 5875 Kentuck Road Ringgold, VA 24586 2 Gretna Elementary 302 Franklin Blvd Gretna, VA 24557 2 Gretna High 100 Gretna Hawks Cir Gretna, VA 24557 3 Gretna Middle 201 Coffey Street Gretna, VA 24557 2 John L. Hurt Elementary 315 Prospect Road Hurt, VA 24563 2 Kentuck Elementary 100 Kentuck Elementary Circle Ringgold, VA 24586 2 Mt. Airy Elementary 100 Mt. Airy Elementary Circle Gretna, VA 24557 2 Pittsylvania Vo-Tech 11700 U.S. Highway #29 Chatham, VA 24531 1 Southside Elementary 440 East Witt Road Blairs, VA 24527 2 Stony Mill Elementary 100 Stony Mill Elementary Circle Danville, VA 24541 2 Tunstall High 100 Trojan Circle Dry Fork, VA 24549 3 Tunstall Middle 1160 Tunstall High Road Dry Fork, VA 24549 3 Twin Springs Elementary 100 Twin Springs Elementary Circle Danville, VA 24540 2 Union Hall Elementary 100 Union Hall Circle Chatham, VA 24531 2 STEM Academy 956 Woodlawn Academy Rd Chatham, VA 24531 1 Page 91 of 147 IFB 20230228 Solid Waste Hauling & Disposal Services Attachment A- List of Sites and box counts (Continued) SITES ADDRESS1 ADDRESS2 Box Count NOTES Victory Academy 326 South Main Street Chatham, VA 24531 1 Former Armory Building – Box located at rear of building (left side). Banister River- Highway 57 4563 Halifax Road Chatham, VA 24531 9 Located approx. 420 feet past the intersection of Halifax Road and Sheva Road in a northeastern direction Brights 3628 Brights Road Pittsville, VA 24139 7 Located at the intersection of Bibee Road and Brights Road directly across from specified address Climax Mini Mart 3793 Climax Road Chatham, VA 24531 7 Located at the intersection of Anderson Mill Road and Climax Road directly adjacent to specified address Maynard Amos Store 2472 Sago Road Callands, VA 24530 4 Located at the intersection of Sago Road and Triangle Road directly adjacent to specified address Old Java Store 2908 Java Road Java, VA 24565 4 Located at the intersection of Java Road and Stone Road directly adjacent to specified address Pittsylvania County Jail 51 North Main Street Chatham, VA 24531 3 Located directly adjacent to specified address School Bus Shop 1001 Tightsqueeze Road Chatham, VA 24531 1 Located at the intersection of Norfolk Southern Railway and Tightsqueeze Road directly adjacent to specified address Stone Gregory’s 11528 Halifax Road Java, VA 24565 6 Located at the intersection of Halifax Road, Henrys Mill and Stone Road directly across from specified address Pittsylvania Pet Center 11880 US Hwy 29 Chatham, VA 24531 2 TOTAL: 86 Page 92 of 147 Vendor Insurance Eligibility Addendum 1 TOTAL X X X $243,902.88 annually Pittsylvania County Solid Waste Hauling Bid Results March 28, 2023 First Piedmont Page 93 of 147 7.h. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: County Facility Generators Contract Award Approval Staff Contact(s): Chris Slemp Agenda Date: April 18, 2023 Item Number: 7.h. Attachment(s): None Reviewed By: SUMMARY: At the Board's January 17, 2023, Business Meeting, the Health Department appeared to request the use of roll-over funds to purchase a replacement generator (among other improvements) for its facility. The facility also houses the County’s Emergency Operations Center during disasters. The current generator is having issues and only provides emergency power to a small portion of the building. The Board approved the use of funds for purchasing a replacement generator, and the roll-over funds were placed in the Building and Grounds Capital Account. Since that time, County Staff has also identified other facilities needing generators that are crucial to continuity of government, and they are as follows: o Human Services Building (powering both Health Department and Social Services); o Hurt EMS Station; o County Administration (replacing with a generator sufficient to power the whole facility); and o Public Safety Administration (re-purposing a smaller generator from County Administration Building to power this building). County Staff solicited quotes from two (2) companies that have recognized Cooperative Purchase Agreements. Carter Machinery priced the project at $363,144.54 and Fidelity Power priced the project at $607,335.78. FINANCIAL IMPACT AND FUNDING SOURCE: County Staff has identified ARPA, as well as Building and Grounds CIP funds, that could be used for this Project. County Staff recommends a mix of remaining Page 94 of 147 Page 95 of 147 ARPA funds and capital from Building and Grounds be used to complete the project as follows: ARPA Funding Generator for Human Services Building $171,000 Generator for Hurt EMS Station $42,000 Re-locating/Re-purposing generator for Public Safety Administration Building $31,000 Building and Grounds CIP Generator for County Administration $120,000 RECOMMENDATION: The facilities identified have all experienced power failures in the past; some of which lasted for multiple days, causing an interruption in government services. Funding generators for these facilities would minimize the impacts of power failures. County Staff recommends the Board award this Project to Carter Machinery in the amount of $363,144.54, and approve the funding as presented. MOTION: "I make a Motion to awarding this Project to Carter Machinery in the amount of $363,144.54, and approve the funding as presented." 7.i. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: TLAC (County Citizen Representative); (Emily S. Ragsdale) Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.i. Attachment(s): None Reviewed By: SUMMARY: Emily S. Ragsdale (“Ragsdale”) is the currently the County's Tri-Lakes Administrative Commission's ("TLAC") Citizen Representative. Chairman Dalton desires to reappoint Ragsdale to TLAC for another one (1)-year term, beginning April 18, 2023, and expiring April 18, 2024. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board follow Chairman Dalton's recommendation and reappoint Ragsdale as the County's TLAC Citizen Representative for another one (1)-year term, beginning, April 18, 2023, and expiring April 18, 2024. MOTION: "I make a Motion reappointing Ragsdale as the County's TLAC Citizen Representative for another one (1)-year term, beginning, April 18, 2023, and expiring April 18, 2024." Page 96 of 147 7.j. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Willie Thompson, Sr. (Honoring 100th Birthday) Certificate Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.j. Attachment(s): 1. 04-18-2023 Willie Thompson - 100th Birthday 2. 04-18-2023 Certificate of Recognition - Willie E. Thompson, Sr. - 100 Years Reviewed By: SUMMARY: Willie E. Thompson, Sr. ("Thompson"), a Chatham-Blairs District resident, will be turning one-hundred (100) years old. For the Board's review and consideration, attached is a Certificate recognizing this remarkable achievement. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve issuing the attached Certificate to Thompson. MOTION: "I make a Motion approving Thompson's Certificate." Page 97 of 147 BOARD OF SUPERVISORS P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987 _______________________________________________________________________________________________________ BUSINESS SAVVY. PEOPLE FRIENDLY. April 18, 2023 VIA U.S. MAIL Willie E. Thompson, Sr. 1981 Golf Club Road Danville, VA 24540 Re: 100th Birthday Dear Mr. Thompson, Happy 100th Birthday! On behalf of the Pittsylvania County Board of Supervisors I would like to express my sincerest wishes on this memorable occasion. What a pleasure it is to share this important occasion with you. You have experienced 100 years amongst family and friends and witnessed many events and milestones. As you reflect on your cherished memories, I hope that your heart will be filled with happiness. Congratulations on your special birthday, and may you enjoy many more happy years to come. Sincerely yours, Darrell W. Dalton Callands-Gretna District Chairman, Pittsylvania County Board of Supervisors Page 98 of 147 C e r t i f i c a t e o f R e c o g n i t i o n Willie E. Thompson, Sr. Robert W. Warren Chatham-Blairs District The Pittsylvania County Board of Supervisors expresses its sincere congratulations to Mr. Willie Thompson, Sr., of Danville, Virginia as he celebrates his 100th Birthday on May 3, 2023. It is a great pleasure to send you best wishes and warmest congratulations on this amazing milestone, and we hope that your day is filled with everlasting joy and pleasure. Happy 100th Birthday! Given this 18th day of April, 2023 Page 99 of 147 7.k. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: IDA (Westover District); (Jenny Holly) Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.k. Attachment(s): None Reviewed By: SUMMARY: Due to Ronnie Haymore's recent passing and the redistricting process that placed John Daniel in the Tunstall District, the Pittsylvania County Industrial Development Authority's ("IDA") Westover District seat is now vacant. Supervisor Scearce desires to appoint Jenny Holly ("Holly") as the IDA's Westover District Representative for a four (4)-year term, beginning April 18, 2023, and expiring April 18, 2027. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board follow Supervisor Scearce's recommendation and appoint Holly as the IDA's Westover District Representative for a four (4)-year term, beginning April 18, 2023, and expiring April 18, 2027. MOTION: "I make a Motion appointing Holly as the IDA's Westover District Representative for a four (4)-year term, beginning April 18, 2023, and expiring April 18, 2027." Page 100 of 147 7.l. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Resolution Agenda Title: Resolution # 2023-04-01 (Honoring the Life of Apostle Lawrence G. Campbell, Sr.) Adoption (Contact: Supervisor Tucker) Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.l. Attachment(s): 1. 2023-04-01 Apostle Lawrence G Campbell Sr Reviewed By: SUMMARY: Apostle Lawrence G. Campbell, Sr. ("Campbell"), of Danville, Virginia, died on March 27, 2023. Campbell was a faithful and loyal member of his community and the Board expresses its sincere regret and grief over Campbell's loss. The Board further expresses its condolences to Campbell's family for their great loss. For the Board's review and consideration, Resolution # 2023-04-01, honoring Campbell's life is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board adopt Resolution # 2023-04-01 as presented. MOTION: "I make a Motion to adopt Resolution # 2023-04-01 as presented." Page 101 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ RESOLUTION _____________________________________________________________________________ HONORING THE LIFE OF APOSTLE LAWRENCE G. CAMPBELL, SR. VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on Tuesday, April 18, 2023, the following Resolution was presented and adopted: WHEREAS, Apostle Lawrence G. Campbell, Sr. (“Campbell”), was born on February 3, 1930, in Danville, Virginia, and he was the son of the late George Campbell and Etta Vaughn Campbell McCauley; and WHEREAS, Campbell attended Langston High School, where he received hand-me-down textbooks and football equipment; and WHEREAS, he later married Gloria Williams, and during their seventy-five (75) years of marriage, had five (5) children; and WHEREAS, Campbell was an advocate for equal rights, and his efforts along with others brought Rev. Martin Luther King, Jr. to Danville on four (4) separate occasions to help organize civil rights efforts in the early 1960’s; and WHEREAS, Campbell graduated from Averett in 1973 with a degree in psychology; and in January 2019, he received Averett’s inaugural President’s Service Award; and WHEREAS, he was also a U.S. Navy veteran, and served as the pastor of Bibleway Cathedral in Danville, since he and his wife founded it in 1953; and WHEREAS, he also served as the Chief Apostle and presiding Bishop of the Bibleway Church of Our Lord Jesus Christ, leading over three hundred (300) churches in the United States, England, Africa, and the Caribbean from 1998-2006; and WHEREAS, Campbell was a faithful and loyal member of his community and faithfully performed his duties in a diligent and dependable manner; and the Board, the County, and County citizens are honored to have had him as a civil rights icon who was a dedicated fighter for equality and led efforts to bring racial progress to Danville, the County, and surrounding areas. NOW, THEREFORE, BE IT RESOLVED, that the Board expresses its condolences to Campbell’s family for their great loss; and BE IT FINALLY RESOLVED, that the Board directs that a copy of this Resolution be given to Campbell’s family. Adopted this 18th day of April, 2023. __________________________________________ Robert M. Tucker, Jr. (Banister Supervisor) Pittsylvania County Board of Supervisors __________________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors __________________________________________ Stuart J. Turille, Jr. (Clerk) County Administrator Page 102 of 147 7.m. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Certificate of Recognition (Sharon Baptist Church 150 Year Anniversary) Approval (Supervisor Ingram) Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.m. Attachment(s): 1. Certificate of Recognition - Sharon Baptist Church 150 years Reviewed By: SUMMARY: Sharon Baptist Church just celebrated its 150th Anniversary. Supervisor Ingram desires the Board to express its congratulations and admiration to the Church and wish them many more years of growth and blessings. Accordingly, for the Board's review and consideration, attached is a related Certificate of Recognition. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board follow Supervisor Ingram's recommendation and approve the attached Certificate of Recognition for Sharon Baptist Church's 150th Anniversary as presented. MOTION: "I make a Motion approving the attached Certificate of Recognition for Sharon Baptist Church's 150th Anniversary as presented." Page 103 of 147 C e r t i f i c a t e o f R e c o g n i t i o n Sharon Baptist Church William "Vic" Ingram Tunstall District The Pittsylvania County Board of Supervisors expresses its sincere congratulations and admiration to Sharon Baptist Church on its 150 year anniversary. On April 5, 1873, Sharon Baptist Church was organized in Fulton's Schoolhouse with thirty three (33) Charter Members. There were shared church fields until 1964 when they become independent. A fire destroyed the frame church building in 1890 and later, a new building was built. Five (5) Sunday School rooms were added in 1934, and four (4) additional rooms were built in 1940. The educational building was dedicated in 1961, and a groundbreaking ceremony was held for the sanctuary, which held it's first service, on August 27, 1969. Sharon Baptist Church is a memorial to the faithfulness of God and to those who stepped out in faith many years ago. We wish you many more years of growth and blessings. Given this 18th day of April, 2023 Darrell W. Dalton Chairman Page 104 of 147 7.n. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National Police Week Proclamation Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.n. Attachment(s): 1. 04-18-2023 National Police Week Reviewed By: SUMMARY: Annually, the Board, in cooperation with the County’s Sheriff Department and the Virginia State Police, prepare a Proclamation to provide awareness for National Police Week and Peace Officers Memorial Day. For the Board’s review and consideration, a related Proclamation is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached Proclamation. MOTION: “I make a Motion approving the attached Proclamation declaring May 14 – 20, 2023, as National Police Week, and May 15, 2023, as Peace Officers Memorial Day throughout the County." Page 105 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION __________________________________________________________________ NATIONAL POLICE WEEK May 14 - 20, 2023 _____________________________________________________________________________________ To recognize National Police Week 2023, and May 15th as Peace Officers Memorial Day, by honoring the service and sacrifice of those law enforcement officers killed in the line of duty while protecting our communities and safeguarding our democracy. _____________________________________________________________________________________ The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its Business Meeting on Tuesday, April 18, 2023. WHEREAS, Congress and the President of the United States have declared law enforcement officer safety and wellness a top priority, and the International Association of Chiefs of Police’s Center for Officer Safety and Wellness promotes the importance of individual, agency, family, and community safety and wellness awareness; and WHEREAS, Pittsylvania County Sheriff’s Department members play an essential role in safeguarding the rights and freedom of the citizens of Pittsylvania County, Virginia (“County”); and WHEREAS, it is important that all citizens know and understand the problems, duties, and responsibilities of their Sheriff’s Department, and that members of the County’s Sheriff’s Department recognize their duty to serve the people by safeguarding life and property, by protecting them against violence or disorder, and by protecting the innocent against deception and the weak against oppression or intimidation; and WHEREAS, the County’s Sheriff’s Department has grown to be a modern and scientific law enforcement agency which unceasingly provides a vital public service. NOW, THEREFORE, BE IT RESOLVED, the Pittsylvania County Board of Supervisors calls upon all County citizens, and upon all patriotic, civil, and educational organizations to observe the week of May 14 - 20, 2023 as Police Week with appropriate recognition and thanks for the police officers, past and present, who by their faithful and loyal devotion to their responsibilities, have rendered a dedicated service to their communities and, in doing so, have established for themselves an enviable and enduring reputation for preserving the rights and security for all citizens; and THE BOARD FURTHER RESOLVES to call on all County citizens to observe May 15, 2023, as Peace Officers Memorial Day to honor those peace officers who, through their courageous deeds, have lost their lives or have become disabled in the performance of duty. Given under my hand this 18th day of April, 2023. ____________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors ____________________________________ Stuart J. Turille, Jr. (Clerk) Pittsylvania County Board of Supervisors Page 106 of 147 7.o. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National EMS Week Proclamation Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.o. Attachment(s): 1. 04-18-2023 National EMS Week Reviewed By: SUMMARY: May 21 - 27, 2023, has been designated as National Emergency Medical Services ("EMS") Week. Emergency Medical Services has grown to fill a gap by providing important, out of hospital care, including preventative medicine, follow-up care, and access to telemedicine. The Emergency Medical Services System consists of first responders, emergency medical technicians, paramedics, emergency medical dispatchers, firefighters, police officers, educators, administrators, pre-hospital nurses, emergency nurses, emergency physicians, trained members of the public, and other out of hospital medical care providers. The County’s EMS technicians provide an invaluable service to County citizens by answering thousands of calls per year, responding at all times of the day and night, training thousands of hours annually, and helping to improve the lives of many individuals each day. The attached Proclamation recognizes the value and the accomplishments of Emergency Medical Services providers by designating May 21 - 27, 2023, as Emergency Medical Services Week in the County. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached Proclamation. MOTION: Page 107 of 147 “I make a Motion to approve the attached Proclamation declaring May 21 - 27, 2023, as National EMS Week in the County." Page 108 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION __________________________________________________________________________________________ NATIONAL EMERGENCY MEDICAL SERVICES WEEK May 21 – 27, 2023 “EMS Week: Where Emergency Care Begins” __________________________________________________________________________________________ The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its Business Meeting on Tuesday, April 18, 2023. WHEREAS, Emergency Medical Services is a vital public service; and WHEREAS, Emergency Medical Services Member teams are ready to provide lifesaving care to those in need, twenty-four (24) hours a day, seven (7) days a week; and WHEREAS, access to quality emergency care dramatically improves the survival and recovery rate of those who experience sudden illness or injury; and WHEREAS, Emergency Medical Services has grown to fill a gap by providing important, out of hospital care, including preventative medicine, follow-up care, and access to telemedicine; and WHEREAS, the Emergency Medical Services System consists of first responders, emergency medical technicians, paramedics, emergency medical dispatchers, firefighters, police officers, educators, administrators, pre-hospital nurses, emergency nurses, emergency physicians, trained members of the public, and other out of hospital medical care providers; and WHEREAS, Emergency Medical Services Teams, whether career or volunteer, engage in thousands of hours of specialized training and continuing education to enhance their lifesaving skills; and WHEREAS, it is appropriate to recognize the value and the accomplishments of Emergency Medical Services providers by designating Emergency Medical Services Week. NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors in recognition of this event do hereby declare the week of May 21 - 27, 2023, as Emergency Medical Services Week in Pittsylvania County, Virginia. Given under my hand this 18th day of April, 2023. ____________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors ____________________________________ Stuart J. Turille, Jr. (Clerk) Pittsylvania County Board of Supervisors Page 109 of 147 7.p. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National Teacher Appreciation Week Proclamation Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.p. Attachment(s): 1. 04-18-2023 Teacher Appreciation Week Reviewed By: SUMMARY: National Teacher Appreciation Day, also known as National Teacher Day, is celebrated in May. This day is part of Teacher Appreciation Week, which is also annually celebrated in May. The National Education Association describes National Teacher Day “as a day for honoring teachers and recognizing the lasting contributions they make to our lives." For the Board's review and consideration, a related Proclamation is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached Proclamation as presented. MOTION: "I make a Motion approving the attached Proclamation declaring May 8 - 12, 2023, as Teacher Appreciation Week, and May 9, 2023, as Teacher Appreciation Day in the County." Page 110 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION ______________________________________________________________________________ TEACHER APPRECIATION WEEK May 8 - 12, 2023 ______________________________________________________________________________ The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its Business Meeting on Tuesday, April 18, 2023. WHEREAS, teachers mold in a positive direction the future citizens and leaders of our Country through guidance and education; and WHEREAS, teachers encounter students of widely differing backgrounds and we entrust our children with the teachers, and they affect the lives of our children daily; and WHEREAS, our Country’s future depends upon providing quality education to all students; and WHEREAS, teachers spend countless hours preparing lessons, evaluating progress, counseling, and coaching students and performing community service; and WHEREAS, the Board recognizes and supports its teachers in educating the children of Pittsylvania County, Virginia; then NOW, THEREFORE, BE IT RESOLVED that the Board proclaims May 8 - 12, 2023, to be Teacher Appreciation Week and observes Tuesday, May 9, 2023, as Teacher Appreciation Day; and BE IT FURTHER RESOLVED that the Board strongly encourages all County citizens to join it in personally expressing appreciation to County teachers for their dedication and devotion to their work. Given under my hand this 18th day of April, 2023. ____________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors ____________________________________ Stuart J. Turille, Jr. (Clerk) Pittsylvania County Board of Supervisors Page 111 of 147 7.q. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National Public Safety Telecommunicators Week Proclamation Approval Staff Contact(s): Christopher Key Agenda Date: April 18, 2023 Item Number: 7.q. Attachment(s): 1. 04-18-2023 National Public Safety Telecommunicators Week (April) Reviewed By: SUMMARY: National Public Safety Telecommunicators Week is recognized as the week of April 9 - 15, 2023. Public Safety Telecommunicators have a tremendous impact in helping to keep the County and its citizens safe. For the Board’s review and consideration, a Proclamation evincing the same is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached Proclamation as presented. MOTION: “I make a Motion approving the attached Proclamation declaring April 9 - 15, 2023, as National Public Safety Telecommunicators Week in the County.” Page 112 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ______________________________________________________________________________ NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK PROCLAMATION ______________________________________________________________________________ The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its Business Meeting on Tuesday, April 18, 2023. WHEREAS, emergencies can occur at any time that require police, fire, or emergency medical services (“EMS”); and WHEREAS, when an emergency occurs, the prompt response of police officers, firefighters, and paramedics is critical to the protection of life and preservation of property; and WHEREAS, the safety of Pittsylvania County, Virginia’s (“County”), law enforcement officers, firefighters, and EMS providers is dependent upon the quality and accuracy of information obtained from County citizens who telephone the County’s Emergency Communications Center; and, WHEREAS, County Public Safety Telecommunicators are the first, and most critical contact, County citizens have with emergency services; and WHEREAS, County Public Safety Telecommunicators are the vital link for the County’s law enforcement officers, firefighters, and EMS providers by monitoring their activities by radio and providing them information and ensuring their safety; and WHEREAS, County Public Safety Telecommunicators have contributed substantially to the apprehension of criminals, suppression of fires, and treatment of patients; and WHEREAS, each County Public Safety Telecommunicator has exhibited compassion, understanding, and professionalism during the performance of their job in the past year. NOW, THEREFORE, the Board does hereby recognize April 9 - 15, 2023, as NATIONAL PUBLIC SAFETY TELECOMMUNICATIONS WEEK, in the County, in honor of the men and women whose diligence and professionalism keep the County and her citizens safe. Given under my hand this 18th day of April, 2023. ____________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors ____________________________________ Stuart J. Turille, Jr. (Clerk) Pittsylvania County Board of Supervisors Page 113 of 147 7.r. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National Animal Care and Control Appreciation Week Proclamation Approval Staff Contact(s): Christopher Key Agenda Date: April 18, 2023 Item Number: 7.r. Attachment(s): 1. 04-18-2023 National Animal Care and Control Appreciation Week Reviewed By: SUMMARY: National Animal Care and Control Officer Week is recognized as the week of April 9 - 15, 2023. Animal Control officers have a tremendous impact protecting animals that are sick or injured and citizens from animals that may be violent or have contagious diseases. For the Board's review and consideration, attached is a Proclamation recognizing the value and the accomplishments of Animal Control Officers by designating April 9-15, 2023, as National Animal Care and Control Officer Week in the County. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached Proclamation as presented. MOTION: "I make a Motion approving the attached Proclamation declaring April 9 - 15, 2023, as National Animal Care and Control Officer Week in the County." Page 114 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION __________________________________________________________________________________________ NATIONAL ANIMAL CARE AND CONTROL APPRECIATION WEEK April 9 – 15, 2023 __________________________________________________________________________________________ The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its Business Meeting on Tuesday, April 18, 2023. WHEREAS, the National Animal Care & Control Association (“NACA”) is committed to setting the standard of professionalism in animal welfare and public safety through training, networking, and advocacy; and WHEREAS, animal care and control professionals dedicate their lives to the health and safety of at-risk and helpless animals; and WHEREAS, animal care and control professionals work to rescue and protect animals from injury, disease, abuse, and starvation; and WHEREAS, NACA has designated the second full week of April as Animal Care and Control Officer Appreciation Week; and WHEREAS, federal, state, and local government officials throughout the nation take this time to recognize, thank, and commend all animal care and control professionals for the dedicated services they perform and for fulfilling the commitment to providing the highest and most efficient level of customer service; and WHEREAS, it is appropriate to recognize the value and the accomplishments of Animal Care and Control Officers by designating Animal Care and Control Appreciation Week. NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors in recognition of this event do hereby declare the week of April 9 – 15, 2023, as Animal Care and Control Appreciation Week in Pittsylvania County, Virginia. Given under my hand this 18th day of April, 2023. ____________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors ____________________________________ Stuart J. Turille, Jr. (Clerk) Pittsylvania County Board of Supervisors Page 115 of 147 7.s. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National Nurses' Appreciation Week Proclamation Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.s. Attachment(s): 1. 04-18-2023 National Nurses Week Reviewed By: SUMMARY: Nurses’ Day is celebrated annually on May 6th. This day is part of Nurses’ Appreciation Week, which is May 6 – 12, 2023. This week honors frontline warriors, caretakers, and health care providers who work tirelessly to help youth, adults, and the elderly to improve and maintain physical and mental health. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached Proclamation as presented. MOTION: "I make a Motion approving the attached Proclamation declaring May 6 - 12, 2023, as Nurses’ Appreciation Week, and May 6, 2023, as Nurses’ Day in the County." Page 116 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION __________________________________________________________________________________________ NATIONAL NURSES WEEK May 6 – 12, 2023 To recognize National Nurses Week 2023, and May 6th as Nurses Day, by honoring our frontline warriors, our caretakers, and our health care providers who work tirelessly to help our youth, adults, and elders to improve and maintain their physical and mental health _________________________________________________________________________________________ The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its Business Meeting on Tuesday, April 18, 2023. WHEREAS, scientific advancements, in recent years, have dramatically expanded the role of nurses in our health care system, and their knowledge and skills have increased to keep pace with new technologies and methods of treatments; and WHEREAS, nurses bring a special compassion and concern for the patient and for the patient's family; and WHEREAS, nurses play a vital role in educating people in how to avoid illness and promote good health.; and WHEREAS, nurses are essential to every health care setting—in hospitals, nursing homes, ambulatory care centers, and patients' homes; and WHEREAS, cardiac, post-surgical, trauma, and burn units require intensive nursing care around the clock; community health nurses enable the elderly to receive needed care in their own homes; and nurses trained in maternal and child health provide much of the care in urban and rural clinics; and WHEREAS, nurses with specialized training treat cancer patients, stroke victims, and psychiatric patients; nurse researchers are developing new and better ways to improve nursing practice, reduce patient stress, and help patients and their families cope with illness; and WHEREAS, the nurses of this Country deserve our gratitude for their personal and professional contributions to the improved health of American citizens; and WHEREAS, it is appropriate to recognize the value and the accomplishments of nurses by designating National Nurses Week. NOW, THEREFORE, the Board does hereby proclaim the week of May 6 - 12, 2023, as National Nurses Week in recognition of the hard work and dedication of our frontline warriors, and May 6th as Nurses Day throughout the County. Given under my hand this 18th day of April, 2023. ____________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors ____________________________________ Stuart J. Turille, Jr. (Clerk) Pittsylvania County Board of Supervisors Page 117 of 147 7.t. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: National Law Day Proclamation Approval Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 7.t. Attachment(s): 1. 04-18-2023 National Law Day Reviewed By: SUMMARY: Each year, the Board establishes and proclaims a day in May as National Law Day for the celebration of the practice of law in the Commonwealth of Virginia and its heritage for liberty and equality. For the Board’s review and consideration, attached is a related Proclamation for potential adoption declaring May 1, 2023, as National Law Day in the County. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached Proclamation as presented. MOTION: “I make a Motion approving the attached Proclamation as presented, declaring May 1, 2023, as National Law Day throughout Pittsylvania County, Virginia.” Page 118 of 147 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION __________________________________________________________________________________________ NATIONAL LAW DAY May 1, 2023 “Cornerstones of Democracy: Civics, Civility, and Collaboration” __________________________________________________________________________________________ The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its Business Meeting on Tuesday, April 18, 2023. WHEREAS, in 1958 President Eisenhower proclaimed Law Day to honor the role of law in the creation of the United States of America, and in 1961 Congress issued a joint resolution declaring May 1, Law Day; and WHEREAS, the theme for Law Day 2023 is Cornerstones of Democracy: Civics, Civility, and Collaboration; and WHEREAS, at times throughout our nation’s history, there have been divisions in society, aggravated by incivility in public discourse and insufficient understanding about the Constitution and the way American government works. Even the Founding generation overcame deep divisions to craft our great charter of government; and WHEREAS, all Americans must remember, as President Lincoln proclaimed, “We are not enemies, but friends… Though passion may have strained, it must not break our bonds of affection;” and WHEREAS, members of the legal profession should lead the way in promoting collaboration to overcome our differences and resolve our disputes so that we may strengthen the bonds of affection between citizens, and ensure all Americans understand how our constitutional order protects the blessings of liberty; and WHEREAS, the theme for Law Day 2023 is Cornerstones of Democracy: Civics, Civility, and Collaboration, we encourage all Americans to work together to overcome our differences, resolve our disputes, and preserve our democracy and republic. NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors declare May 1, 2023, to be Law Day in Pittsylvania County, Virginia. Given under my hand this 18th day of April, 2023. ____________________________________ Darrell W. Dalton (Chairman) Pittsylvania County Board of Supervisors ____________________________________ Stuart J. Turille, Jr. (Clerk) Pittsylvania County Board of Supervisors Page 119 of 147 8.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: General Presentations (Board of Supervisors); (if any) Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 8.a. Attachment(s): None Reviewed By: The Board will present any Proclamations, Resolutions, and/or Certificates approved/adopted on the April Consent Agenda or at previous Meetings. Page 120 of 147 10.a.1. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Public Hearing Agenda Title: Public Hearing: Case R-23-009 Herbert Daniel Lanier; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District; The Planning Commission recommended, by an 8-0 vote, with no opposition, that the Petitioner's request be granted (Supervisor Dudley). Staff Contact(s): Emily Ragsdale Agenda Date: April 18, 2023 Item Number: 10.a.1. Attachment(s): 1. R-23-009 Daniel Lanier App 2. R-23-009 Daniel Lanier Maps 3. R-23-009 Daniel Lanier Plat Reviewed By: SUMMARY: In Case R-23-009, Herbert Daniel Lanier (“Petitioner”) has petitioned to rezone three (3) parcels, totaling 1.84 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to allow the properties to be consolidated with an adjacent parcel zoned A-1). The subject properties are located on State Road 668/Grit Road and State Road 640/Wards Road in the Staunton River Election District and shown on the Tax Maps GPIN # 2565-30-9373, 2565-40-0348, and 2565-40-1430. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On March 7, 2023, the Planning Commission recommended, by a 8-0 vote, with no opposition, that the Petitioners’ request be granted. For the Board’s review, the County Staff Summary is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: Page 121 of 147 County Staff recommends approval of Case R-23-009 as presented. The subject properties are adjacent to other properties currently zoned A-1, Agricultural District, and the rezoning would be consistent with the County’s Comprehensive Plan. MOTION: “In Case R-23-009, I make a Motion to approve the rezoning of three (3) parcels, totalling 1.84 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow property lines to be adjusted.” Page 122 of 147 Page 123 of 147 Page 124 of 147 Page 125 of 147 Page 126 of 147 Page 127 of 147 Page 128 of 147 Page 129 of 147 Page 130 of 147 Page 131 of 147 10.b.1. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Public Hearing: PCC § 35-87(B) (Temporary Camping) Revisions Staff Contact(s): Emily Ragsdale Agenda Date: April 18, 2023 Item Number: 10.b.1. Attachment(s): 1. 04-18-2023 Public Hearing - Temporary Camping Amendment Reviewed By: SUMMARY: To ensure that the County’s Zoning Ordinance promotes the general welfare of County citizens, County Community Development Staff was instructed to draft proposed Ordinance revisions to potentially allow recreational vehicles to be used as temporary dwellings in specific situations that result in the primary dwelling being rendered uninhabitable by the County Code Official, if certain conditions are met. The Legislative Committee met on March 7, 2023, and voted to send the revisions to the full Board for approval. These revisions were properly advertised in the Chatham Star Tribune on April 5, 2023, and April 12, 2023. For the Board's review and consideration, revisions to Pittsylvania County Code (“PCC”) § 35-87, Temporary Camping, are attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: Following the conducting of the legally required Public Hearing, County Staff recommends approving the revisions to PCC § 35-87 as attached and presented. MOTION: "I make a Motion approving the revisions to PCC § 35-87 as attached and presented." Page 132 of 147 Page 133 of 147 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a Public Hearing at 7:00 p.m., on Tuesday, April 18, 2023, at the Board Meeting Room, 39 Bank Street SE, Chatham, Virginia 24531, to receive citizen input on proposed revisions to Pittsylvania County Code § 35-87(B), Temporary Camping. A complete copy of the proposed revisions is available at the Pittsylvania County Administrator’s Office, 1 Center Street, Chatham, Virginia 24531, Monday through Friday, 8:00 a.m. to 5:00 p.m., as well as on the County’s website at www.pittsylvaniacountyva.gov. Page 134 of 147 SEC. 35-86. PARKING AND STORAGE OF CERTAIN VEHICLES Major recreational equipment as defined for purposes of these regulations includes travel trailers, pickup campers, motorized dwellings, tent trailers, beats and boat trailers, house boats and the like, and cases or boxes used for transposing such recreational equipment, whether occupied by such equipment or not. No major recreational equipment shall be used for living, sleeping or other occupancy when parked or stored on a residential lot or in any other location not approved for such use. No buses or renovated buses shall be used for living, sleeping or other occupancy when parked or stored on a residential lot or in any other location not approved for such use. SEC. 35-87. TEMPORARY CAMPING A. Major recreational equipment as defined by Sec. 35-86 may be used for living, sleeping or other occupancy when such a use is in conjunction with an event held on property zoned for such an event and a Temporary Camping Permit has been issued by the Zoning Administrator. Fees for Temporary Camping Permits shall be set by the Board of Supervisors. Major recreational equipment shall be located on the same property as the event and may be permitted for a period that shall not exceed 24 hours prior to the start of the event and 24 hours after the conclusion of the event. A Temporary Camping Permit shall be issued by the Zoning Administrator prior to any event for a period not to exceed twenty-one (21) consecutive days or one hundred-eighty (180) days per calendar year. Prior to the issuance of a Temporary Camping Permit, the following shall be reviewed and approved by the Zoning Administrator: 1) Site plans shall be submitted to the Zoning Administrator identifying major recreational equipment parking locations, utility hookups and/or dump stations, bathhouses, and any other amenities that will be offered as an incidental use. 2) A plan for adequate sanitation facilities and garbage, trash, and sewage disposals shall be approved by the Zoning Administrator prior to a permit being issued. This plan shall meet the requirements of all state and local statutes, ordinances, and regulations. 3) A plan for adequate fire protection shall be reviewed and approved by the Director of Public Safety. This plan shall meet the requirements of all state and local statutes, ordinances, and regulations. No such permit shall be issued for events held within residential zoning districts. B. Notwithstanding other provisions of this Ordinance, one recreational vehicle, as defined in Sec. 35-86 may be used as a temporary residence in the event that the permanent dwelling on the property is damaged or destroyed by events beyond the control of the property owner and/or occupant, resulting in the structure being deemed uninhabitable by the Pittsylvania County Code Official, subject to the following conditions: 1) The recreational vehicle shall be located on the same lot on which the primary residence is/was located and meet all applicable setbacks; Page 135 of 147 2) Such temporary residential use shall be allowed for a period not to exceed six (6) months with an active building permit issued to make the necessary repairs to the permanent residential structure. 3) The recreational vehicle must be operable and have a current state inspection sticker and licenses or be marked as a rental unit from a rental agency, insurance company or governmental entity; 4) There shall be no delinquent personal property taxes owed on the recreational vehicle, and no delinquent property taxes on the subject property, and it shall be registered in Pittsylvania County unless it is marked as a rental unit from a rental agency, insurance company or governmental entity. 5) The recreational vehicle shall have available onboard electrical service, plumbing, and waste management facilities; 6) Proper building, well, and septic permits shall have been issued for the property; 7) The appropriate paperwork shall be completed, required inspections performed, and fee paid for a Safe, Adequate, and Proper (“SAP”) to be obtained from the Virginia Department of Health prior to any connections to the existing septic system being made; and 8) The recreational vehicle shall be hooked up to a permanent permitted water supply, a permanent permitted waste disposal system, and a permitted temporary electrical power source for the duration of the time it is used as a temporary residence. This shall not apply to situations where the primary residence was substantially damaged or destroyed as a result of any criminal act or negligence within the control of the owner. Furthermore, this shall not apply to new construction or renovations that are not a direct result of damage beyond the property owner/occupant’s control. SEC. 35-138. CAMPGROUNDS AND RECREATIONAL VEHICLE/CAMPER AREAS 1. Definitions These developments should be established to provide locations for campgrounds or travel trailer parks which shall be used only by travel trailers, pick-up coaches, motor homes, recreational vans, camping trailers, and other vehicular accommodations all suitable for temporary habitation. Campground includes but is not limited to a travel camp, recreation camp, family campground, camping resort, recreational vehicle park and camping community. The definition does not include a summer camp for children, migrant labor camp, or park or subdivision for mobile homes as defined in the Code of Virginia and this Ordinance. Page 136 of 147 10.b.2. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Public Hearing Agenda Title: Public Hearing: VDOT Rural Rustics Program (6-Year Plan); (Presenter: Jay Craddock); Staff Contact(s): Kaylyn McCluster Agenda Date: April 18, 2023 Item Number: 10.b.2. Attachment(s): 1. 04-18-2023 Public Hearing - VDOT - Secondary Six Year Plan Reviewed By: SUMMARY: Annually, the Board and the Virginia Department of Transportation (“VDOT”) are required to hold a Public Hearing to receive citizen input on the proposed Secondary Six (6)-Year Plan. This Public Hearing has been legally advertised. Jay Craddock, VDOT Assistant Resident Engineer, will be present to answer any questions the Board may have. For the Board's review and consideration, related documentation is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: Following conducting of the legally required related Public Hearing, County Staff recommends that the Board approve the attached VDOT Secondary Six (6)-Year Plan as presented. MOTION: “I make a Motion approving the attached VDOT Secondary Six (6)-Year Plan and authorize the County Administrator to sign any related necessary documentation.” Page 137 of 147 PUBLIC HEARING NOTICE The Virginia Department of Transportation (“VDOT”) and the Pittsylvania Board of Supervisors, in accordance with Virginia Code § 33.2-331, 1950, as amended, will conduct a Joint Public Hearing in the Board Meeting Room, 39 Bank Street SE, Chatham, Virginia 24531, at 7:00pm, on Tuesday, April 18, 2023. The purpose of said Public Hearing is to receive public comment on the proposed Secondary Six (6)-Year Plan for Fiscal Years 2024/25 - 2028/29 (the “Plan”). A copy of the proposed Plan may be reviewed in VDOT’s Halifax Residency Office, 5211 Halifax Road, Halifax, U.S. Highway 501, Halifax, Virginia 24558, or at the Pittsylvania County Administration Building, 1 Center Street, Chatham, Virginia 24531, or on the County’s website at www.pittsylvaniacountyva.gov. All projects in the Plan that are eligible for federal funds will be included in the Statewide Transportation Improvement Program, which documents how the Commonwealth of Virginia will obligate future federal transportation funds. Page 138 of 147 Page 139 of 147 Page 140 of 147 Page 141 of 147 Page 142 of 147 12.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: FRC (Northeast Quadrant Appointee) Appointment Approval Staff Contact(s): Christopher Key Agenda Date: April 18, 2023 Item Number: 12.a. Attachment(s): 1. 03-17-2023 John Brown - Fire and Rescue Commission 2. 03-28-2023 Coleman Mayhew - Fire and Rescue Commission Reviewed By: SUMMARY: John Brown (“Brown”) was the Fire and Rescue Commission's ("FRC") Northeast Quadrant Representative, and his term expired on March 15, 2023. Coleman Mayhew ("Mayhew") was the FRC's Staunton River District Representative, and his term also expired on March 15, 2023. Brown and Mayhew have both submitted their interest forms (attached) for consideration as the Board's FRC's Northeast Quadrant Representative, for a four (4)-year term. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: For the Board's review and consideration. MOTION: For the Board's review and consideration. Page 143 of 147 Serve on a Board or Commission Submission Date: 03/17/2023 7:48 Full Name JOHN D BROWN Full Address 1242 BOXWOOD ROAD GRETNA, VA 24557 Election District Callands-Gretna Phone 4347704771 Email JANDJPORTAPOTTY@GMAIL.COM Board, Committee, or Commission of Interest Fire and Rescue Commission *Disclaimer* Members of the Board of Zoning Appeals are appointed by a local judge. The Board of Supervisors can make recommendations, but a judge actually makes the appointment. Resume or Cover Letter JOHN D BROWN COVER LETTER.docx Education Background GLENELG HIGH SCHOOL MARYLAND Occupation OWNER OF J & J PORTAPOTTY INC -PORTABLE SANITATION Why do you want to serve on this Board? TO REPRESENT THE COMMUNITY TO HAVE AN OUTSIDE VOICE TO BETTER SERVICE THAT IS CURRENTLY PROVIDED What special skills/interests/qualifications would benefit you in this appointment? BUSINESS OWNER WITH A BACKGROUND IN FINANCE AND BUDGETING Code of Ethics/Model of Excellence Yes Code of Ethics/Model of Excellence Yes Page 144 of 147 JOHN D BROWN 1242 BOXWOOD ROAD GRETNA, VA 24557 434-770-4771 JANDJPORTAPOTTY@GMAIL.COM Lived in Gretna since July 2006 with wife Arin L Brown. Currently both children are in college. Residence: Lives on 30 acres in Pittsylvania County since 2006 Employment: Owner of J & J PortaPotty Inc. since 2012 Community: Serves as a Board Member of Pittsylvania County Livestock Serves as a Board Member of Southside Dairy Association where I have 4 lease kids to learn about the Holstein Breed and farming. Page 145 of 147 Page 146 of 147 Page 147 of 147