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08-17-2010 Adjourned Meeting ~~ 1 V ~ `~ V 1V ~~lr .~ ~.J ~.J S 17, 2 010 ~~SYLV~1lr Y~. r 1 ~e~uc~ '~I ; `~ O ~~. ~ ~ ~, i 0 ~ 1767 j'IRGII~~P' PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, AUGUST 17, 2010 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA 1. Call to Order - 7:00 p.m. 2. Roll Call 3. Invocation 4. Pledge of Allegiance 5. Items to be Added to the Agenda (a) Presentation of Rural Long Range Transportation Plan-Mr. Robert Dowd Pages-1-10 (b) Set Public Hearing for Proposed Changes to the Flood Plan Page -11 6. Approval of Agenda 7. Mr. Randy Hamilton, Virginia Department of Transportation Local Government Liaison for Pittsylvania County, to introduce Mr. Joe Barkley, III, current Residency Maintenance Manager, Virginia Department of Transportation, for Pittsylvania and Halifax Counties 8. Hearing of Citizens 9. Consent Agenda: (a) Out of State Travel -Pages -12-16 (b) Regional One-August & September Page 17 (c) Resolution -Bethel Baptist Church 145 Year Anniversary Pages 18-19 (d) Resolution to Support Danville Regional Airport Pages 20-21 (e) Resolution to Support Revision of all Legislation Pertaining to Electric Utility Regulation Pages 22-23 (f) Proclamation -September is National Preparedness Month Pages 24-25 (g) Economic Development Transfer Page 26 (h) Transfer of School Resource Officer Page 27 (i) Resolution - Tunstall Volunteer Fire Department Pages 28-29 (j) Department of Social Services-Utilization Management Grant Carryover- (Requires Roll Call Vote) Page 30 (k) Community Foundation Grant-Animal Shelter-(Requires Roll Call Vote) Pages 31-32 (1) Project Lifesaver-(Requires Roll Call Vote) Page 33 (m) National Night Out - (Requires a Roll Call Vote) Page 34 (n) Ringgold East Tobacco Indemnification Commission (TIC) Grant- (Requires Roll Call Vote) Pages 35-36 Public Hearings Rezoning Cases• Case l: Nellie E. Tarpley, Life Tenant-Tunstall District: R-10-029 R-1, Residential Suburban Subdivision District to RC-1, Residential Combined Subdivision District (for placement of a second dwelling, asingle-wide mobile home, to be used for a daughter's residence to care for her elderly parents) Case 2: James N. Lowe & Patricia W. Lowe-Tunstall District: R-10-030 A-1, Agricultural District to R-1, Residential Suburban Subdivision District (to combine with GPIN #1481-17-4524) Case 3: Randall Wallace & Judy Wallace -Tunstall District: R-10-031 A-1, Agricultural District to R-1, Residential Suburban Subdivision District (To combine with GPIN #1481-06-5919) Public Hearin 10. (Adjourned from August 2, 2010 Meeting) Proposed Amendment to Chapter 6-6.3 of the Pittsylvania County Code: Citizen input on the proposed amendment to Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code. The proposed amendment would establish a tax exempt status for the Northern Pittsylvania County Food Center, Inc. concerning the following: Parcel ID 2530-38-8407, assessed at $21,000 and a tax levy of $109.20, for 2.10 acres of land, and for (1) 1998 International Truck assessed at $1,400 with a tax levy of $119.00. Pages 36-SS 11. Proposed application for available funding- under the Edward Byrne Memorial Justice Assistance Grant (JAG) Program. Pages 56-63 12. Proposed Amendment change to Section 9-53, License Year, of the Pittsylvania County Code that would increase the Division of Motor Vehicles (DMV) Stop Fee from $20 to $30. Pages 64-69 13. Proposed Amendment change to Section 6-2.2, Heir List Levy, of the Pittsylvania County Code, to establish a $25 fee for recordation of a list of heir, pursuant to $58.1-1718 of the Code of Virginia, 1950, as amended. Pages 70-76 14. Proposed Amendment to Chapter 21-13.1, Enforcement of Charges and Fees, of the Pittsylvania County Code that would establish lawful use and illegal use of fire hydrants and set required penalty fees. Pages 77-82 New Business 15. Request for easement to run water lines from Mr. & Mrs. Jeffrey D. Guill and Mr. & Mrs. David W. Moss, Jr. Pages 83-86 16. Change Order #4, Thor, Inc., Chatham Southern Railway depot Restoration- Phase II & III Pages 87-94 17. Town of Chatham Water Contract /Amendment No. 2 to Proposal for Civil Engineering Design Services - Olde Dominion Agricultural Center (ODAC) Water & Sewer, Pittsylvania County, Original Contract Dated November 2, 2009; Reynolds-Clark Pages 95-110 18. Amendment to Engineering Services Agreement Dated January 1999-Dewberry; Phase I Groundwater Monitoring Network Well Installations Pages 111-116 19. Bid Award-Uniforms for Sheriff Department Page 117 20. Expenditure Refunds Page 118-119 21. Request for Relocation of Swansonville Voting Precinct Page 120 22. Recommendations from Pittsylvania County Recreation Advisory Board Pages 121 23. Recommendations from Pittsylvania County Finance Committee Page 122 24. Recommendation to Industrial Development Authority (IDA); Lot 7; Ringgold West Pages 123-124 25. Renewal of Cooperative Agreement with Tri-County Lake Administrative Commission Pages 125-131 Reports from Board Members Reports from Legal Counsel Reports from County Administrator 26. Courthouse Portrait Page 132 Adjournment -TE VIS TO ~~ ADDED PI'~TSYLVANIA C®UN'I'Y Board of Supervisors EXECU'T'IVE SUMMARY AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8-17-10 TBA 5(a) Presentation -Rural Long Range Transportation Plan ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Yes Long Range Plan CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: ~ William D. Sleeper Yes REVIEWED BY: BACKGROUND: Greg Sides, Assistant County Administrator for Planning and Development, submitted a package of material to the Board of Supervisors at their last board meeting entitled Long Range Transportation Plan and requested that if the Board had any additions to the plan they should be presented at this meeting to incorporate them into the Rural Long Range Transportation Plan. DISCUSSION: Robert Dowd, Director of the West Piedmont Planning District Commission will make a presentation concerning the Long Range Transportation Plan to the Board and receive input for any changes the Board make recommend. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration and approval. P1 PIT'TSYLVA1vI1~ C®U1V~°Y VIRGINIA Gregory L. Sides Assistant County Administrator Planning & Development P.O. Box 426 Chatham, Virginia 24531 Greg.Sides@pittgov.org Phone (434) 432-7974 Fax (434) 432-7714 Gretna/Hurt (434) 656-6211 Bachelors Hall/Whitmell (434) 797-9550 Memorandum To: The Honorable Members of the Board of Supervisors From: Gregory L. Sides, Assistant County Administrator ~ fili j Date: July 27, 2010 Subject: Regional Rural Long Range Transportation Plan Pittsylvania County is participating with the Virginia Department of Transportation and the West Piedmont Planning District Commission in a Regional Rural Long Range Transportation Plan. The County is also involved with the same partners through the Danville Metropolitan Planning Organization (MPO) in a Long Range Transportation Plan that covers the City of Danville and a portion of southern Pittsylvania County. The Virginia Department of Transportation has recognized the transportation planning needs for the rural areas of the County, outside of the MPO, through the Regional Rural Long Range Transportation Plan process. One of the steps in developing this rural plan is to indentify existing roadway system deficiencies. These deficiencies can result from problems related to traffic congestion, roadway safety and geometric road design deficiencies. There will be a presentation on the Regional Rural Long Range Transportation Plan at the August 17, Board of Supervisor's meeting. I am sending you a list of the currently indentified deficiencies in Pittsylvania County, separated by election districts. Between the receipt of this information and the meeting on August 17, I would like for you to look over the list of indentified deficiency locations, particularly within your districts, and determine whether there are other roadway deficiency locations that need to be added. VDOT has determined that the plan will only address roadway sections or intersections classified as collector and above, and therefore the plan will not address unpaved roads. At this stage in the project, we are simply looking for your input on the identified deficiencies. Following receipt of any comments you may offer, there will be a series of four public input meetings throughout the West Piedmont Planning District. One of the public meetings will be P2 Memorandum The Honorable Members of the Board of Supervisors Subject: Regional Rural Long Range Transportation Plan July 27, 2010 Page 2 held in Chatham. After the public comments are included and addressed, the plan will come back to the Board of Supervisors for endorsement. At the end of the process, the Planning District Commission Board of Commissioners will vote to approve the plan and submit it to the Commonwealth Transportation Board. The attached list of deficiencies also includes draft recommendations from the project consultant. The Virginia Department of Transportation has not yet commented on the recommendations and I understand it is likely that revisions will be made to conform to VDOT policies and guidelines. If you have any questions about the attached materials, or would like to discuss this process prior to the August 17 meeting, please feel free to contact me at 432-7974. GLS/br Attachments Cc: William D. Sleeper, County Administrator Otis S. Hawker, Assistant County Administrator Odie H. Shelton, Jr., Director of Code Compliance Robert W. Dowd, West Piedmont Planning District Commission Jeffrey B. Kessler, P.E., Virginia Department of Transportation P3 r aawyraarrra vvur~~y Regional Rural fl..ong-Range Transportation flan Recommendations with Voting Districts ,j x '' DRAFT I+ ',L- Deficiencies/Recommendations ,~, _ ~ ba3• _` - ~ RLRP Segments ~'y /o^ ', ~ ' ~ .t'~. ..~- .. ~ / (eee)' . ~ ~' '649 O RLRP intersection Points \' ,~~ H~~' ~ ~ a ae 5 ,. x01 ~ sr.an e i b ~ «w 060 .~ ~~Ul ~ ~ ~ x ~ .~1 '. 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O' Y - _ ~ s s ~ E a _ 3 _ - - - 3 _ _ ~ _ _ _ _ _ _ ~ o _ s _ ~' _ - - - 3 E ; ._ E c _ _ O _ _ ; - - ~ _ - °~ _ _ ~E r E c - _ _ _ _ ~ _ - _ j E~ 3 3 '3 ~ E L a= = 3- __ __ __ E - - _ ~ ; c ~ o a '_ c 3 E E .. _ E E _ E E "' -- E` E a - _ ~ ~ _ 3 a _ O O 3 3 ~3 3 ; - o ~ ~ ` - - Z ~E 3; - - E G;~ c u E o~E - E c > 3 3 3 - L _ _ _ ~ a _ _ o ~ a ~3 E ._ j > E ; a - - - _ _ o __ _ y 3 a E a __ c _ _ _ ~ '^ ~ ^ ~ ^' _ _ _ _ _ ~ _ c _ _ _ _ > E L - - - c j _ Y - ~ _ ~ _ E - - > O - t . z \ ~¢ _ _ E _ _ E E ~ E - _ ~ ~^ - f ._ a E - Ito v° ~_5 v _ c c - c j ~ _ _ ; _ _ _ _ _ 3 _ _ _ _ _ ~ _ c _ c _ '~ w S .. _. _. .~ -~ ~ .. .. .. .- :'>+ g g K P9 E Y 3 3 J z U O E E ~ E H yi Q10 PITTSYLVAI~IIA C®IJNT'Y Board of Supervesors EXECU'T'IVE SUNdNTARY AGENDA TITLE: Public Hearing -Flood Plain Ordinance SUBJECT/PROPOSAL/REQUEST: Public Hearing Requirement STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 8-17-10 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No ITEM NUMBER: TBA 5(b) INFORMATION: INFORMATION: BACKGROUND: The Federal Emegency Management Agency (FEMA) is charged with the responsibility annually of keeping up with the requirements of flood plain programs throughout the various states. We have met with our federal agents on changes at the federal level and the state level concerning requirements of the flood plain program. DISCUSSION: In order for the County to continue participating in the Federal Flood Plain Insurance Program, we must update our ordinance to meet those requirements identified by the Federal government in changes for 2010/2011. RECOMMENDATION: Staff recommends the Board of Supervisors set a public hearing for Tuesday, September 7, 2010, to receive citizen input to the mandated requirements and updates to Chapter 23 of the Pittsylvania County Code entitled Flood Plain Ordinance for Pittsylvania County. n P11 `_~,A~I_~1G Or TH.~ CITIZ~P S COQ SEA i' AG1.V~A PITTSYLVAN9f4 COUNTY ~oalyd of Super~risors EXECUTIVE SUNIIVI~4RY AGENDA TITLE: AGENDA DATE: August 17, 2010 ITEM NUMBER: 9(a) Out of State Travel -Jim Davis ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Pennsylvania Emergency Management Keynote Speaker CONSENT AGENDA: ACTION: YES INFORMATION: STAFF CONTACT(S): Davis, Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: During September 11-15, 2010 Pennsylvania will be having their annual Emergency Management Association conference. This year it will be at Lancaster, PA. DISCUSSION: On Sunday evening (9/12) during the KEMA Annual Meeting. Mr. James E. Davis of Pittsylvania County, VA will deliver the keynote address. Mr. Davis will be representing VEMA as President (Virginia Emergency Management Association) and delivering his speech concerning the excellent working relationship between VEMA and the Virginia Department of Emergency Management. There will be no direct costs associated with this conference, Pennsylvania is covering all traveling and lodging expenses. Mr. Davis will be out of the office on Friday September 10 through Tuesday September 14. Returning to the office on Wednesday September 15. RECOMMENDATION: Staff recommends that the Board of Supervisors approve Mr. Davis being absent from the County during these dates to represent the Virginia Emergency Management Association. P12 THE KEMA CURRENT Newalotto-Date 8/30/2010 ANNUAL PEMA CONFERENCE AND REGIONAL TASK Special Edition FORCE SYMPOSIUM The PEMA State Confer- ence and Regional Task Force Symposium is right around the comer. The PEMA Conference will be held September 11th-15th at the Host Resort in Lancas- ter. KEMA is hosting the preconference activities. PEMA is providing break- fast and lunch each day and is paying for lodging for emergency managers who must travel more than 50 miles each way. There will be 2 Functional Exercises offered for coordinators. The f-rst Functional Exer- cise will take place on Satur- day (9/11) from 1 p.m. to 4 p.m. The second Functional Exercise will be on Sunday morning (9/l2) from 8:30 a.m. to 11:30 a.m. Space for the exercises is limited to 20 par- ticipants per session. Coordinators who are interested in the exercises need to register through the PEMA conference website. Also on Sunday, municipal coordinators will have the opportunity to participate in a face-to-face meeting with PEMA Director Robert French during lunch. Sunday evening is the KEMA Annual Dinner and Election of Officers beginning at 6:30 p.m. James E. Davis, Coordinator of Emergency Management for Pittsylvania County, VA will deliver the keynote address. The five day event provides a unique chance to mingle with key decision makers from Pennsylvania's 9 regional task forces, 67 county coordinators, local emergency planning com- mittees, radiological officers and state officials. Part of KEMA's strength is in the sharing of information. If you're a municipal EMC and have an idea or presen- tation on "Lessons Learned or Best Practices", contact Kay Carman today at (717) 840-2990 or send Kay an a-mail at kacarman@ycdes.org. Left: A look inside one of the be»utiful rooms at the Host Resort in Lancaster. It is located at 2300 Lincoln Highway East. You must register through PEMA to have your room cost covered at www.pema.state.pa.us Registration for the conference opens soon! Local Emergency Management Coordina- tors and Interested private sector parties should check with their county EM directors and keep an eye on PEMA's website for registration illfortnation. P13 Page 2 MOVING ON... Linda Holmes: After serving as KEMA's Secretary Treasurer for 6 1/2 years, Linda has decided to step down. When asked about her time with KEMA, Linda says "KEMA is a very good organi- zation to volunteer for, it does a lot of good work for the counties. It was very enjoyable working with all the people in KEMA and I'll miss seeing everyone." Linda contimies her 22 year career with Jefferson County where she works as the Emergency Planner. TI3E KEMA CUIZ~ENT Arthur Kaplan: Arthur Kaplan has dedicated his life to serv- ing his community. After 22 years perform- ing as the Emergency Management Coordi- nator in Schuylkill County, he retired at the end of 2009. Tn addition to his career in emergency management, Arthur spent nearly 3 decades as a firefighter/EMT and served as the chair of the East Central PA Task Force. He is a certified trainer at the state and fed- eral level, his list of accomplishments are too extensive to list. Now, Arthur is the CEO of Community Information and Training Asso- ciates and a partner in The Kaplan Group. Dorthey Hunsin~er: Dorthey Hunsinger began her career with Bradford County Emergency Manage- ment Agency in May of 1989. During her 20 years at Bradford County, Dorthey earned her PEMA Professional Certifica- tion for county staff and deputy coordina- tor. She was a member of KEMA and the International Association of Emergency Managers. Dorthey says she'll miss every- one she has worked for and with, but is enjoying retirement. Dorthey has 2 sons, 1 daughter, 10 grandchildren, and 1 great- granddaughter. CALL ~OIt NOMINATIONS We all know them... they work tirelessly and expect little in return. When congratulated for their efforts they say, "I'm just doing my job." KEMA wants to honor these individuals. During the upcoming PEMA conference, KEMA will present 4 awards. But first, KEMA needs your help! We are soliciting nominations from across the state to ensure a robust nomination process and awards cere- mony. If you know of someone who works in emergency management and is deserving of one of the following awards, please nomi- nate them today. County Directors are asked to nominate Municipal EMC's for the Local Coordinator Award. Harry Robidoux Award The Harry Robidoux Award for Excellence in Emergency Management is for the County Coordinator who ex- hibits all that is good and right in Emergency Management. Nominations for this award may be made by any KEMA member in good standing or any county coordinator. Nominations for this award maybe made by any KEMA member in good standing or any county coordinator. Nominations for this award should be received six Paul R. Beatty Partnership Award The Paul R. Beatty Partnership Award for Cooperation and Col- laboration in Fostering Emergency Management Principals will be pre- sented to a person or organization that exhibits these characteristics. Nominations for this award may be made by the KEMA membership, Regional Task Force Leadership or County Coordinator. Nominations for this award should be received weeks prior to the annual meeting. six weeks prior to the annual meet- Submissions should be sent to the ing. Submissions should be made to KEMA area president. the KEMA vice president. Local Coordinator Award The Local Coordinator Award is presented to a KEMA member in good standing and identified as the. coordinator of a local municipality. The candidate will have demon- strated exemplary performance as indicated by a level of excellence or achievement that is above and beyond what is considered the nor- mal of duties of the candidate. Nominations for this award may be made by any County Coordinator who is a KEMA member in good standing or the candidates elected official. The deadline to nominate one of your peers for the awards listed above is July 30th, 2010. Please visit the web links below to nominate someone today! http://www.kema-pa.orct/does/Nomination lnformation.pdf http://www.kema-pa.org/does/Award Nomination Coversheet.pdf P14 ~, _ , ~,. ,;;,.., THE KEMA CURRENT Page 3 3i. ~~ ~ X. ... y~~i ~ 'F~` r s ' r -' `~ On Sunday evening (9/12) during the KEMA Annual Meeting. Mr. James E. Davis of Pittsylvania ~' ~ - ' ~;~~'`~"`""~ ~... ~i .~ County, VA will deliver the keynote address. Mr. Davis's career is highlighted with over 29 years T . i- 1 ' `' ~-~~, z` ~~= ` _ . , ~, , - of Public Safety experience. Presently, he is the Coordinator of Emergency Management for Pitt- Sylvania County, VA. A position that he has held for the past 15 years. Prior to heading to the ~ ~~ `~•' 1 • ~• -- * y' , ' } County he was with the Danville, VA Police Department for 14 years, serving as a Communica- ~''~~`~ ~~~ ~ lions Officer then finishing his career there as a Lieutenant of Services Division. Mr. Davis also owns his own consulting firm and has conducted over 20 HSEEP exercises and evaluations. Those ~ areas include table top facilitation, functional & fill-scale exercises, either as a facilitator, control- - ler or evaluator. Mr. Davis was the recipient of the 2007 National Hurricane Conference Service ', and Spirit award for working with persons with disabilities. Additionally, he was recognized by both the Virginia Senate and House of Delegates in 2007 for his work. Mr. Davis is currently the James E. Davis will give the President of the Virginia Emergency Management Association (VEMA). He has been with Keynote Speech at the VEMA since 1996. KEMA Annual Dinner ELECTION OF KEMA OFFICERS KEMA has an important mission and its KEMA Offices MISSION STATEMENT success depends on participation. KEMA is looking for its next generation of officers President The mission of the Keystone Emergency to serve on its board. All positions are Vice President Management Association (KEMA) is to fos- available and are in need of dedicated ter and promote a high degree of capability emergency management professionals to Secretary/Treasurer and competency of the Emergency Manage- follow-up on the work that has been ac- East Region President ment professionals and volunteers in every complished and take KEMA to the next political subdivision of the Commonwealth level. If you'd like to run for office, please Central Region President by contributing to the common cause of pro- contact Bob Mateff (Nomination Commit- West Region President testing lives and property from both man- tee) at rmateff@northamptoncounty.org. Directors made and natural disasters through educa- The election of new officers will take place lion, sharing of information, and eneourage- Eastern Area ment of partnerships with emergency re- during the KEMA Annual Meeting coming spouse organizations. up on Sunday, September 12th. Central Area Western Area KEMA OUTREACH EFFORTS CONTINUE KEMA's long term success is based on participation from leaders in emergency management from across the Common- wealth of Pennsylvania. Outreach efforts are an integral part of KEMA's long term strategy to raise awareness and grow its ranks. In May, KEMA participated in a workshop hosted by the All Hazards Con- sortium and Urban Area Security Initia- tive. The AHC-UASI workshops focus on creating new resource and funding oppor- tunities from government and private sec- tor stakeholders from DC, DE, MD, NC, NJ, NY, PA, VA and WV .KEMA repre- sentatives focused on raising awareness about KEMA, increase membership, and market new membership categories (Affiliate, Student, and Organizational). KEMA did see a bump in membership and now has relationships with associa- tions in other states. Plans to meet with those groups are in the works! A big "thank you" to Angel Gillette and Amy Amer for giving their time to represent KEMA. KEMA will continue looking for similar opportunities in the future. Left to Right: Amy Amer and Angel Gillette sta~ng the new KEMA display at the AHC USAI Workshop held in Philadelphia May 10th & 11th. P15 THE KEMA CURRENT KEMAPRF-CONFERENCE SCHEDULE Page 4 A significant amount of work has gone into putting together a rewarding program during KEMA's pre-conference schedule. It is a top priority to KEMA to line-up speakers and presentations that address the needs and concerns of emergency managers at all levels. TIME SATURDAY SEPTEMBER 11, 2010 07:30-08:30 AM Buffet Breakfast for Overnight Stays 07:30-08:55 AM Registration 09:00-09:15 AM Welcome/Introductions by KEMA/PEMA 09:15-10:30 AM Terrorism & Local Terrorist Groups 10:30-10:45 AM Break TIME SUNDAY SEPTEMBER 12, 2010 07:30-08:30 AM Buffet Breakfast for Overnight Stays 07:30-08:30 AM Registration 08:30-09:00 AM Exercise (Must Pre-register) 09:00-09:45 AM ACS/R.A.C.E.S. 09:45-10:30 AM VOAD 10:45-12:00 PM Regionalizing Local EMA: Roadmap to 12:00-Oi:00 PM Lunch 01:00-04:00 PM Exercise (Must Pre-register) 01:00-01:45 PM Importance of Local Emergency 01:45-02:30 PM "Say What You Mean" Legal Issues in EM 02:30-02:45 PM Break 02:45-03:30 PM Best Practices/Lessons Learned 03:30-04:15 PM Good Documentation: New Damage Assessment Forms 05:30-07:00 PM KEMA Reception in Vendor Area 10:30-11:00 AM BreaWOpportunity to Check Out 11:00-11:55 AM Wrap-Up/Evaluation 12:00-01:30 PM Lunch with PEMA Director Robert French Before Departure P16 PITTSYI..VAla1IA C®iJNTY hoard of Supervisors EXECUTIVE S~11VIlV~A12Y AGENDA TITLE: AGENDA DATE: 8-17-10 ITEM UMBER: 9(b) Consent Agenda: Regional One-August & September ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Approval of Contract Payment CONSENT AGENDA: ACTION: Yes INFORMATION: ~~ STAFF CONTACT(S): Sleeper, Van1)erHyde ATTACHMENTS: No BACKGROUND: At an adjourned meeting, December 22, 2008, the Board of Supervisors approved to begin paying Regional One for back-up ambulance service to the County. At that time, the Board requested that payment to Regional One be approved on a monthly basis. A total of $35,000 has been appropriated for Regional One in the 201 1 Budget, which will cover Regional One's monthly cost through December 31, 2010. DISCUSSION: It is time to approve payment for Regional One for the months of August & September. The amount due to Regional One is $5,833.33 per month. These funds have already been budgeted in the 2011 budget and do not require an appropriation. RECOMMENDATION: Staff recommends that the Board of Supervisors approve payment to Regional One for August & September 2010. P17 PI'TTSYLVANIA C®~TNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution -Bethel Baptist Church SUBJECT/PROPOSAL/REQUEST: Resolution for Bethel Baptist Church - 145`" Anniversary STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 08-17-2010 ACTION CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: ITEM NUMBER: 9 (c) INFORMATION: INFORMATION: At their Sunday worship service on August 8, 2010, the Bethel Baptist Church on Old Richmond Road in Danville, Virginia celebrated its 145'" anniversary. DISCUSSION: Attached hereto, is a resolution by the Pittsylvania County Board of Supervisors commemorating the Bethel Baptist Church on its 145`" Year Anniversary. RECOMMENDATION: Staff submits this resolution to the Board of Supervisors for its review and approval. P18 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS 2010-08-08 WHEREAS, the Bethany Baptist Church was dedicated in 1865 and was an old log cabin located on the Tonkin Oliver Farm; and WHEREAS, in 1896, under the leadership of the Reverend Newton G. Ferguson, Bethany Baptist Church added new choirs, ordained deacons and provided a great worship atmosphere for its congregation during those tempestuous social times; and WHEREAS, the Reverend Edward L. McLaughlin was called to be the pastor of Bethany in 1937 and it was under his pastoral leadership the church name was changed from Bethany to Bethel Baptist Church; and WHEREAS, during the 1960's enormous growth occurred for Bethel Baptist Church. Membership grew by more than 300, .new deacons were added and a building fund was initiated that led to the purchase of land where Bethel is currently located. And, in 1966, Reverend McLaughlin retired after 34 years of dedicated service to the church, and was elected Pastor Emeritus in 1967; and WHEREA, worship services were expanded to every Sunday in January 1968 when the Reverend John B. Doe, Jr. took charge as pastor and it was through his leadership the church constructed the current worship facility that opened for worship on June 29, 1971, affording opportunities to begin Vacation Bible School, a day care center, scouting programs as well as many other activities for its members; and WHEREAS, Bethel Baptist Church continued to grow under the pastoral leaderships of the Reverend William Spencer, Jr., Reverend Bravell Dodd, Sr., and Reverend Thomas D. Johnson, Sr.. After Reverend Thomas Johnson's resignation on November 27, 2005, church members banned together under the leadership of the deacons to search for a new pastor, and built a new fellowship all, kitchen, restrooms and classrooms to accommodate many programs for which to do the Lord's work; and WHEREAS, on June 26, 2009 the congregation elected the Reverend Clarence D. McLaughlin as pastor of Bethel Baptist Church who continues to lead the church in the Lord's work; then BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors congratulate the Bethel Baptist Church on its 145 year anniversary of faithful worship, their unwavering spirit for continuous growth despite social pressures and economic limitations of each era, community service and missionary works, and wish the Bethel Baptist Church and its congregation many more years of blessings. Given under my hand this 17th day of August 2010. Henry A. Davis, Jr., Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P19 PI'><'TSYI..VANIA C®UNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: 08-17-2010 AGENDA DATE: ITEM NUMBER: 9 (d) Resolution -Danville Regional Airport SUBJECT/PROPOSAL/REQUEST: ACTION: INFORMATION: Resolution of Support STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: INFORMATION: Yes ATTACHMENTS: Yes REVIEWED BY: ' BACKGROUND: Pittsylvania County and the City of Danville, as well as the County of Halifax, have worked together over the years to support and administer the Danville Regional Airport development plans. DISCUSSION: The Federal Aviation Administration (FAA) pays a significant amount of money to general aviation airports for the work necessary to incorporate those airports into compliance with FAA regulations. The FAA is requesting the City of Danville and the Danville Regional Airport Commission to reconstruct its existing main runway by removing an elevated section of runway in the center. The current runway is approximately 6500 feet long and the FAA is proposing as $12 million project in order to remove the elevated section in the middle of the runway and shorten the runway to 4900 feet. Attached hereto is a resolution designating the importance of the Danville Regional Airport in economic development and growth activities of our region and requesting our legislators to support improvements to the airport such that they do not impact the existing operation and design of the current features of the airport. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached resolution and authorize the County Administrator to forward it to all state and federal representatives with a specific emphasis on maintaining the 6500 foot length of the Danville Regional Airport main runway. P20 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS 2010-08-10 VIRGINIA: AT THE ADJOURNED MEETING OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS 1N THE GENERAL DISTRICT COURTROOM 1N CHATHAM, VIRGINIA ON TUESDAY, AUGUST 17, 2010, THE FOLLOWING RESOLUTION WAS PRESENTED AND ADOPTED: WHEREAS, the Danville Regional Airport plays a key role in the economic development activities of southern Virginia; and WHEREAS, significant local, state, and federal funds have been invested in the infrastructure of the Danville Regional Airport to allow the airport to provide accessibility to existing industries and private citizens; and WHEREAS, the existing airport runways, taxiways and ramp areas were designed and constructed to allow commercial air service and to attract new business aviation and aviation related industrial opportunities; and WHEREAS, the Danville Regional Airport has served the southern Virginia community safely and reliably for over sixty years; and WHEREAS, the continued ability of the Danville Regional Airport to provide full service to the community and to serve as a catalyst for regional economic development is threatened; then BE IT RESOLVED that the Pittsylvania County Board of Supervisors respectfully requests that its Commonwealth of Virginia Legislators and Congressional Delegation support Pittsylvania County and the City of Danville, and the southern Virginia region, by working with the Federal Aviation Administration (FAA) to help secure modifications to FAA standards to allow for any necessary improvements to Danville Regional Airport while minimizing impacts to existing airport operations and businesses, and preserving the existing airport design features that are vitally important to regional economic efforts. Given under my hand this 17th day of August 2010. Henry A. Davis, Jr., Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P21 PITTSYI,VANIA C®iJN'I'Y Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Resolution to Revision all Legislation Pertaining to Electric Utility Regulation SUBJECT/PROPOSAL/REOUEST: Resolution of Support STAFF CONTACT(S): William D. Sleeper 08-17-2010 ACTION: 9(e) INFORMATION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes INFORMATION: REVIEWED BY: BACKGROUND: At Pittsylvania County Board of Supervisors' adjourned meeting of July 20, 2010, 10`h District Delegate Ward Armstrong appeared before the Board, expressing his opposition of the number of and amount of electrical utility hikes by Appalachian Power Company. Delegate Armstrong stated, at the invitation of the Board, he would send Mr. Sleeper a draft resolution that Pittsylvania County could support in his endeavor to re-examine and re-evaluate how electric rates are set in the Commonwealth of Virginia. DISCUSSION: Attached hereto, is Resolution 2010-08-09, endorsed by Delegate Armstrong, in support of the revision of all legislation pertaining to electric utility regulation. RECOMMENDATION: Staff recommends that the Board of Supervisors pass the attached Resolution 2010-08-09, and authorize the County Administrative to forward it to the General Assembly of the Commonwealth of Virginia. P22 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS 2010-08-09 VIRGINIA: AT THE ADJOURNED MEETING OF THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS IN THE GENERAL DISTRICT COURTROOM IN CHATHAM, VIRGINIA ON TUESDAY, AUGUST 17, 2010, THE FOLLOWING RESOLUTION WAS PRESENTED AND ADOPTED: WHEREAS, the residents of Pittsylvania County, like many residents across the Commonwealth, continue to struggle with the effects of a sustained economic recession; and WHEREAS, our citizens continue to suffer from a multitude of issues, including fewer employment opportunities and increasing financial burdens; and WHEREAS, Pittsylvania County's unemployment rate is in double digits, and the nation's unemployment rate is only slightly lower; and WHEREAS, an especially cold winter and hot summer, coupled with a series of rate increases by Appalachian Power Company, have combined to create unmanageable electric bills for many of our citizens; and WHEREAS, local businesses, struggling with challenging economic conditions and rising electric bills, are precluded from hiring new employees and expanding operations; and WHEREAS, these skyrocketing bills are negatively impacting citizens and businesses, making the road to economic recovery more arduous; then NOW THEREFORE BE IT RESOLVED on the 17`h day of August 2010 that the Pittsylvania County Board of Supervisors urges the General Assembly of the Commonwealth of Virginia to do all it can to limit these rising electrical bills; review and revise all legislation pertaining to electric utility regulation; work with our citizens on action they may undertake to save energy and decrease their fiscal burdens; and be responsive and considerate as our citizens and businesses deal with these crushing economic times. Given under my hand this 17th day of August 2010. Henry A. Davis, Jr., Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P23 PITTSYLVANIA C'®iJN'~"1' Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Proclamation -National Preparedness Month SUBJECT/PROPOSAL/REQUEST: September 2010 -National Preparedness Month STAFF CONTACT(S): William D. Sleeper 08-17-2010 ACTION: 9(f) INFORMATION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes INFORMATION: REVIEWED BY: BACKGROUND: Each year local governments in the Commonwealth of Virginia recognize the National Preparedness Month recognizing all of the citizens responsible for their contribution in preparing for emergencies in Pittsylvania County, particularly the Pittsylvania County Citizens Corp and the Emergency Response Team. DISCUSSION: Attached hereto, is a Proclamation identifying National Preparedness Month for the month of September 2010. RECOMMENDATION: Staff recommends that the Board of Supervisors pass the attached Proclamation and authorize the County Administrative to send it to all news media on the behalf of the Board of Supervisors. P24 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROCLAMATION by Virtue of the authority vested by the Constitution in the Governor of the Commonwealth of Virginia, there is hereby officially recognized: NATIONAL PREPAREDNESS PNON7'0i WHEREAS, September is National Preparedness Month, a time set aside to encourage Americans to take simple steps to prepare for emergencies in their homes, businesses, and communities; and WHEREAS, the Commonwealth of Virginia has suffered both natural disasters and human-caused emergencies that have resulted in tragic loss of life and property, including the terrorist attack on the Pentagon September 11, 2001; and WHEREAS, nearly three out of four Virginia residents do not have four essential supplies on hand to help during emergencies, with those supplies consisting of a family emergency plan, three days' food that won't spoil such as canned and packaged foods, three days' water amounting to one gallon per person per day, and ahand-crank or battery powered radio and extra batteries to hear emergency information; and WHEREAS, those who are at least minimally prepared for emergencies recover faster and can help others who also may be affected, demonstrating community spirit in the face of adversity; and WHEREAS, emergency preparedness is a shared responsibility, and every family that is able should prepare to be self-sufficient for the first 72 hours after disaster strikes; and WHEREAS, the shores of the Chesapeake Bay and the Atlantic Ocean and rolling and mountainous terrain put our Commonwealth at risk each year for the damaging effects of both offshore and inland hurricanes and tropical systems; and WHEREAS, historically September begins the prime season for the threat of tropical systems and flooding throughout Virginia; NOW, THEREFORE, as designated by Governor Robert F. McDonnell, the Pittsylvania County Board of Supervisors do hereby recognize September 2010 as NATIONAL PREAPREDNESS MONTH in our COMMONWEALTH OF VIRGINIA, and they encourage all citizens to be ready by taking steps to prepare for emergencies at home, at work and in communities of Pittsylvania County. Given under my hand this 17th day of August 2010. William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P25 PI'I'TSYLVAI~IIA C®~Jl`1TY Board of Supervisors EXECi1'I'IVE SI11VIlVIARY AGENDA TITLE: AGENDA DATE: 8-17-10 ITEM NUMBER: 9 fig) Consent Agenda: Economic Development Transfer ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Transfer of Economic Development Funds to cover Copier Expense CONSENT AGENDA: ACTION: Yes INFORMATION: STAFF CONTACT(S): Sleeper, VanDerHyde ATTACHMENTS: No REVIEWED BY: BACKGROUND: DISCUSSION: During the FY2011 budget process, all furniture and fixture line items were zeroed out to help offset the budget deficit. The Economic Development department used furniture and fixtures to cover the expense of their copier lease. Because funds no longer exist in this line item, a total transfer of $1,916.88 is needed to cover the cost of this expense. This amount can be transferred from Economic Development Fund. RECOMMENDATION: Staff recommends that $1,916.88 be transferred from Economic Development Prospects (325-4-081500- 8223) to the Economic Development department Rental/Copier Lease line item (100-4-082510-60051). P2s PIT'TSYLVAI~IIA C®i11~1'I"~' Board of Supervisors EXECi1TIVE Si11VIlVIARY AGENDA TITLE: AGENDA DATE: 8-17-10 ITEM NUMBER: 9 (h) " Consent Agenda: Transfer of School Resource Officer SUBJECT/PROPOSAL/REQUEST: Transfer of School Resource Officer from the Grants Fund to the Sheriff's Department STAFF CONTACT(S): Sleeper, VanDerl~Ivde ACTION: CONSENT AGENDA: ACTION: Yes INFORMATION: INFORMATION: ATTACHMENTS: No RE VIE BACKGROUND: The School Board has been funding one school resource officer through a grant program. Pittsylvania County was notified that the School Board will no longer receive this grant for the school resource officer position but will continue to fund 100% of the cost of this position. DISCUSSION: Since this school resource officer is no longer a grant covered position, this appropriation needs to be transferred to the Sheriff's Office and an offsetting revenue be established in the General Fund to receive these funds from the School Board. This position will require no funding from the County. RECOMMENDATION: Staff recommends the appropriation of $43,492.00 be transferred from the SRO Safe/Drug Free Program Grant (250-4-021913) to the Sheriff s Office corresponding salary line items (100-4-031200). The revenue for this position will be deposited in the Shared Expense-School Resource Officer revenue line item (100-3- 000000-230202). P27 PIT'I'SYLVA101IA C®L1NTY Board of Supervisors EXECII'I'IVE SUlVIIVIARY AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8-17-10 9(i) Tax Exempt Bonds-Volunteer Fire Department ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REQUEST: Resolution Authorizing Tax Exempt Bonds CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Wiliam D. Sleeper ATTACHMENTS: Yes BACKGROUND: The Federal Government under the Internal Revenue Service sets requirements concerning tax exempt bonds and the cap on those bonds each year. The current cap for our locality is $30 million. The Board of Supervisors has issued $30 million worth of refinanced school bonds on a tax exempt status. Therefore, they do not have any allocation available for any additional tax exempt bonds. DISCUSSION: For about 2 months, I have been working with the Tunstall Volunteer Fire Department to borrow funds to refinance their facility on a tax exempt status. Bond Counsel from Troutman Sanders has identified wording necessary to insure that Pittsylvania County is not approving or allocating tax exempt funds. The Resolution attached hereto has been set with the wording by Bond Counsel. The River Bend Volunteer Fire Department will also be requesting a resolution of this type for a loan in their department. On January 1, 2011, the Board will receive a new allocation of $30 million for tax exempt bond status next year. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached resolution noting that the County is not approving any allocation of tax exempt bonds. It will be the decision of Bond Counsel for the fire department on the legality of the bond issue. P28 08/11/2010 13;49 4347246568 TUNSTALL FIRE DEPT PAGE 01!01 Sa~ple)F'orm 4 -County Board .Resolution !resolution Approving the 1(iinaz+cittg By the'CuustAll Volunteer Fire Department Of up to 3 0 0 , 0 0 0 for the refinance of the fire statign WHEREAS: Tunstall Volunteer )Fire Department has determined to finance an amount of up to $300,000.00 for the refinance of the fire station. 7'he United Status internal Revenue Code requires that for such financing to be carried vut sin a tax-exempt basis, this Board must first approve tht financing. The VF17 bas held a public hearing ati the financing after published notice, as required by the Code. The VFZ7 h,as reported the proceedings of the hearing tq this Board. 13E IT TIiEREFO~' trESULVEA by the Board ut' Supervisors of Ylttsylvania Cuunry, Yirgints, as tialilows: The County approves the V~'37's entering into the financing, as required under the Code for the financing to be carried out. on atax-exempt basis. The VFD's conduct of the required public hearing is approved. 2. The approval of the issuance of the financing is granted only to the extent required by Section 1470 of the Inferno} revenue Code of 1986, as amended (the "Code"), and does not eorzstitute an endorsement tq a, prospective purchaser of the financing of the creditworChixaess of the Project or the Volunteer Fire Department, and does not address, either directly or by implication, arty other Code requiren~~nts or tax matters with rcapect to the financing, including and without limitation whether the .financing can he treated as "qualified tax-exempt obligations" within the meaning for Section 265 of the Codo, The financing shall provide on its face that (i) the County shall not be obligated to pay the principal of the tinancirtg or the irtterost thereon or other costs incident thereto and (ii) neither the faith and credit not the taxing power of the commonwealth of Virginia nor any poitieal subdivision thereof, including the County, shall be Dledged thereto. sr~r~k,trk~*~everwnwde~+ksr~eWx**ik*~www I hereby certify that the foregoing resolution was duly adopted at a meeting of the PitisyJvania County Board of Supervisors duly called and held on __ 2010, and that a quorum was present and acting throughout such meeting- Such resolution remains in 'full effect as t)f today, I?ated this day of , 2010. Clerk, Board of Supervisors F'ittsylwnia County, Virginia P29 PIT'TSYI,VAI~IIA C®i1i®1'TY )Board of Supervisors EXEC~.TTIVE Si11VIlVIARY AGENDA TITLE: AGENDA DATE: 8-17-10 ITEM NUMBER: 9 (j) Consent Agenda: Department of Social Services Utilization Management Grant Carryover ACTION: INFORMATION: SUBJECT/PROPOSAL/REOUEST: Approval of Utilization Management Grant Carryover for Social Services CONSENT AGENDA: ACTION: Yes INFORMATION: STAFF CONTACT(S): Sleeper, VanDerHvde ATTACHMENTS: No REVIEWED BY: BACKGROUND: The Department of Social Services has a Utilization Management Grant that had a balance remaining at June 30, 2010 that reverted back to the General Fund of the County. These funds can only be spent for the purpose of utilization management. DISCUSSION: The Department of Social Services is requesting a carryover of funds in the amount of $7,121.84 for the utilization management grant. RECOMMENDATION: Staff recommends that the Board approve the transfer of $7,121.84 back to the Department of Social Services for the utilization management grant and appropriate these funds for expenditure in the FY2011 budget. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P30 ~ITTSYLVANIA C®i1N'~Y Board of Supervisors >EXECiJ'I'IVE Si11V~1VIARY AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8-17-10 9 (k) Consent Agenda: Community Foundation Grant- ACTION: INFORMATION: ~~ (Animal Shelter SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: ACTION: INFORMATION: Appropriation of Grant Funds awarded for the Animal Yes Shelter ATTACHMENTS: Yes REVIEWED BY: STAFF CONTACT(S): Slee er, VanDerH de, Mills BACKGROUND: DISCUSSION: Pittsylvania County was recently awarded a grant in the amount of $2,800 from the Community Foundation. This grant is to be used to purchase puppy cages for the animal shelter. This grant does require a local match of $9.95, which needs to be transferred from the Animal Control Department. A check in the amount of $2,800 has already been received and deposited with the Treausrer of Pittsylvania County from the Foundation. RECOMMENDATION: Staff recommends that $2,800 be appropriated to the Community Foundation-Animal Shelter Grant under a Capital Outlay-Equipment line item (250-4-094210-8102) and approve a transfer of $9.95 from the Animal Control Department Furniture and Fixture line item (100-4-035100-6003) for the purchase of puppy cages. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P31 Commun~~y ~e _~. oun ~__a on X41 Lc~~~al Stret:r 1'.O. Box I [139 • ~an~~i(Jc, \'ir~inia ~4a43 #3.793.0884 • Fax 434.7~13.C~~89 • ~~tittir.cfdrr.or~ . of the Dran Rt z~er Regtolt July 16, 2010 Ms. Kimberly G. Van Der Hyde Pittsyivania County P.O. Box 426 Chatham, VA 24531 Dear Ms. Van Der Hyde, lmprmnng and enriching area lives throagb the generosity of donor. We are pleased to report that Pittsylvaaia County has been identified as a grant recipient fxom the Pittsylvanla County Animal Shelter Fuad ofThe Community Foundation of the Dan River Region. We are enclosing a check in the amount of $2,800 that maybe used to purchase are molded composite Sant-Cage co house puppies. We understand that the unit will be transferred to the new animal shelter upon its completion. We would appreciate an.y recognition you could give to The Community Foundation in your ongoing publications. Please send a final repomng once the unit is purchase and in place, along ~~~ith photos, if passible. Please do not hesitate to call us if you have concerns or questions. We are so pleased to help our donors improve the quality of life through organizations and projects such as yours. Sincerely, c~ ~f l-L..._ ~~~ Debra Dodson Executive Duector Enclosure P32 PITTSYI,VANIA C®I1I~1'I'Y Board of Supervisors EXECU'T'IVE ST11VT1VIAR~ AGENDA TITLE: Consent Agenda: Project Lifesaver SUBJECT/PROPOSAL/REQUEST: Sheriff sOffice -Project Lifesaver Budget Amendment STAFF CONTACT(S): Sleeper, VanDerHvde AGENDA DATE: 8-17-10 ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No 'IEWED BY: ITEM NUMBER: 9 (1) INFORMATION: INFORMATION: BACKGROUND: Project Lifesaver is a program that was implemented by the Pittsylvania County Sheriff's Office in June, 2000, to assist in locating missing Alzheimer and dementia patients. DISCUSSION: The program is currently self-supporting, operating on donations. During the month of July, 2010 the Sheriff's Office received $176.59 in donations. RECOMMENDATION: Staff recommends that the Board amend the Sheriff's Office budget and appropriate the $176.59 to line item 100-4-031200-5882. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P33 P'I'TTSYLVAI~IIA C®i11~TY Board of Supervisors EXECUTIVE Si11VIlVIARY AGENDA TITLE: Consent Agenda: National Night Out ~ SUBJECT/PROPOSAL/REQUEST: Sheriff sOffice -National Night Out Budget Amendment STAFF CONTACT(S): Sleeper, VanDerHyde AGENDA DATE: 8-17-10 ACTION: CONSENT AGENDA: ACTION: Yes ATTACIIMENTS: No VIEWED BY: , ITEM NUMBER: 9 (m) INFORMATION: INFORMATION: BACKGROUND: National Night Out was held on August 3, 2010. It was a fun night of activities to strengthen the tie between the community and law enforcement to fight against crime. The Sheriff's Department solicited contributions from vendors to provide food and activities for this year's event. DISCUSSION: The Sheriff s Department collected a total of $575.00 during the month of July to help out with this year's National Night Out. This amount has not been previously appropriated to the Sheriff s National Night Out Expenditure line. This appropriation is needed to cover the expenditures for this year's event. RECOMMENDATION: Staff recommends that the Board amend the Sheriff s Office 2010-2011 budget and appropriate $575 to line item 100-4-031200-5880. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P34 PI'~['TSYI,VAl~IA C®iJl~TY hoard of Supervisors EXECiJT'IVE S~1IVIMAI2Y AGENDA TITLE: AGENDA DATE: 8-17-10 ITEM NUMBER: 9 (n) Consent Agenda: Ringgold East Tobacco Indemnification Commission (TIC) Grant ~i SUBJECT/PROPOSAL/REOUEST: I~ Approval of the appropriation of TIC monies for the Ringgold East Industrial Park Site Diversification Program -Phase I STAFF CONTACT(S): Sleeper. VanDerllvde ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: INFORMATION: INFORMATION: DISCUSSION: The Board of Supervisors was awarded a TIC Grant in the amount of $579,719 for the Ringgold East Industrial Park Site Diversification Program -Phase I. These funds need to be appropriated to the Industrial Development Fund (325) in the following manner: Engineering 103,566.00 Property & Improvements 476,153.00 TOTAL $579,719.00 This grant does require a local match that has previously been encumbered in the economic development line item in the amount of $67,000. This amount needs to be transferred into the property & improvements line item from economic development line item. The total available for expenditure for this project is $646,719. RECOMMENDATION: Staff recommends that the Board appropriate a total of $579,719 to the Ringgold East Industrial Park Site Diversification Program - Phase I as shown above. In addition, the Board needs to approve a transfer of $67,000 from the economic development line item (325-4-081500-8222) to the property and improvements line item in the Ringgold East project. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P35 Financial Information: Budgeted Expenditures Use this page to show the amount of each project activity that wdl be accomplished using Commission funds, as opposed to funds received from other sources. Use the Budget Narrative on the next page to describe how these funds will be used, provide additional detail for distinct elements of the program (e.g. construction versus operation), clarify future sources of operating funds, and explain how the estimated expenditures were deteanined. Ptnposed Project Budget May 2010 May 201 ] Beginning Dace of Project Period Fading Daa of Project Period (no earlier than May 2010) (no later than April 2012) TTCRC State Federal Local Priwte Ohm = Total Fonda (ta-]rind, eK.) ~~~~ Pereoml Services ~ (Salaries, DVages, BeneSts) Coatracntal Setvitxs f (AA!F. legal, telecom, pnnnng, mcdia, navel, $103,566 $103,566 iraininAJ Supplies & Materials l Continuous Charges' (msuranri,lease payments, utilities) Ptopetty & pand acquisition, site $476,153 $67,000 $543,153 development, etc.) Equipment (computers, phones, furniture, fatures, manufacturing Plant & Improvements ~°8 acquisition constmction/renovaaoa) Contingency TOTAL COSTS: _ $579,719 $67,000 $646,7] 9 ~ Include only if Capital Expenditures, or if unrestricted funds are being requested. 2 Other/in-Idnd contributions must be described in the Budget Narrative. P36 ~[1~L~C ILARI~GS (~OO~,E'~' end/or ~l~CI,OSLTRE) PITTSYLVANIA C®UN'I'Y Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 08-17-2010 ITEM NUMBER: 10 Public Hearing-Proposed Amendment to 6-6.3 of the Pittsylvania County Code SUBJECT/PROPOSAL/REOUEST: Adjourned Public Hearing STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: The Board of Supervisors advertised and held a required public hearing to amend Chapter 6-6.3 of the Pittsylvania County Code in order to exempt property by classification for the Northern Pittsylvania County Food Center, Inc. DISCUSSION: The Board adjourned from that meeting in order to apply time necessary to advertise the actual parcel ID and assessed value of real estate and personal property. Attached hereto the Board of Supervisors will find the identification of assessed values of real estate and personal property. The Board should open the public hearing and receive an additional citizen input, close the public hearing and act on the request. RECOMMENDATION: Staff recommends the Board of Supervisors approve the amendments to Chapter 6-6.3 of the Pittsylvania County Code, incorporating the tax exemption for the Northern Pittsylvania County Food Center, Inc., particularly parcel ID #2530-38-8407, with an assessed value of $21,000 and a tax levy of $109.20 for 2.1 acres. In addition, (1)1998 International Truck assessed at $1400, with a tax levy of $119.00. P36 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 6-6.3, Property Exempt by Classification or Designation, of the Pittsylvania County Code. The proposed amendment would establish a tax exempt status for the Northern Pittsylvania County Food Center, Inc. for the following: Parcel ID 2530-38-8407, assessed at $21,000 and tax levy of $109.20, for 2.10 acres of land, and for (1) 1998 International Truck assessed at $1,400 with a tax levy of $119.00. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P37 Star -Tribune August 11, 2010 PUBLIC HEARING NGTICE ~~ ,The Board of Supervisors of Pittsylvania County will hold a public ' i. hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the Gen- . eral District Courtroom located on the second floor of the Edwin R. Shields CourthouseAddition in Chatham, Vrginia to receive citizen '; input on the proposed amendment to Chapter 6-6.3, Property Ex- empt by Classification or Designation, of the Pittsylvania County , Code. The proposed amendment would establish a tax exempt ;; status for the Northern Pittsylvania County Food Center, Inc. for the following; Parcel ID 2530-38-8407, assessed at $21,000 and tax levy of $109.20, for 2.10 acres of land, and for (1) 1998 Inter- ~;( national Truck assessed at $1,400 with a tax levy of $119.00. A li 'full text concerning this public hearing is available in the office of ~ the County Administrator, 21 North Main Street, Chatham, Virginia, ,~ Monday through Friday from 8:00 a, m. to 5:00 p. m. for public I viewing. - - ~ f ~! P38 Star -Tribune August 4, 2010 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the Gen- eral District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 6-6.3, Property Ex- empt by Classification or Designation, of the Pittsylvania County Code. The proposed amendment would establish a tax exempt status for the Northern Pittsylvania County Food Center, Inc. for the following: Parcel ID 2530-38-8407, assessed at $21,000 and tax levy of $109.20, for 2.10 acres of land, and for (1) 1998 Inter- national Truck assessed at $1,400 with a tax lery of $119.00. A fu11 text concerning this public hearing is available in the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public . viewing. P39 I'ITTSYI..VANIA C®UN'I'Y Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Tax Exemption -Northern Pittsylvania Food Center SUB,IECT/PROPOSAL/REQUEST: 07-06-2010 ACTION: Yes 13 INFORMATION: Tax Exemption Request STAFF CONTACT(S): CONSENT AGENDA: ACTION: INFORMATION: William D. Sleeper ATTACIIMENTS: Yes REVIEWED BY: BACKGROUND: The Pittsylvania County Board of Supervisors has been working with the Northern Pittsylvania Food Center, Inc., to help establish a distribution center in Gretna, Virginia. The Board has donated a five acre tract to this group in order to establish a building. DISCUSSION: In order to exempt their organization from paying taxes in Pittsylvania County even though they area 501(c)3 Corporation, they must be voted on independently by the Board of Supervisors for tax exemption. In order to provide the property exemption by classification, the Board of Supervisors will have to set up a public hearing to amend Section 6-6.3 of the Pittsylvania County Code, Subsection F, Northern Pittsylvania County Food Center, Inc. RECOMMENDATION: Staff recommends the Board of Supervisors set a public hearing to receive citizen input on the proposed amendments for tax exempt status for the Northern Pittsylvania County Food Center, Inc., for Monday, August 2, 2010. P40 -~--~ ~ ~ o ~~1~~~~ SEC. 6-6.3. PROPERTY EXEMPT BY CLASSIFICATION OR DESIGNATION. AN ORDINANCE EXEMPTING ENVIRONMENTAL RESTORATION SITES FROM LOCAL REAL PROPERTY TAXATION WHEREAS, Section 58.1-3664, Code of Virginia, 1950, as amended, declares that environmental restoration sites, as defined therein, are declared to be a separate class of property and shall constitute a classification for local taxation separate from other such classification of real property; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia is empowered and authorized by the aforesaid statute of the Commonwealth of Virginia to exempt or partially exempt such property from local taxation annually for a period not in excess of five (5) years; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia, does hereby state that the voluntary remediation of environmental contamination of lands in Pittsylvania County such to abate or prevent pollution to the atmosphere or waters of the Commonwealth of Virginia are acts which are beneficial to the health, safety, and general, welfare of the citizens of Pittsylvania County, Virginia; and WHEREAS, the Board of Supervisors desires to foster such voluntary remediation and provide certain incentives for such voluntary remediation as is hereafter provided. NOW, THERFORE, BE IT, ORDAINED, at a regularly scheduled and called meeting of the Board of Supervisors of Pittsylvania County, Virginia, duly held on the 6~~' day of May, 2002, that the owners of the following environmental. restoration sites are hereby granted an exemption for one hundred percent of the annual real property taxation assessed by Pittsylvania County, Virginia; provided that this Ordinance shall be effective only from January 1. 2003 through December 31, 2003 and; that this Ordinance shall not be renewed for the benefit of any property for a period in excess of five years, and; provided that the property is subject to voluntary mediation pursuant to Section 10.1-1429.1 of the Code of Virginia, 1950, as amended, and; provided that the property or the owner thereof receives a certificate of continued eligibility from the Virginia Waste Management Board during each year which the property qualifies for the tax treatment and submits the same to the Commissioner of Revenue of Pittsylvania County, Virginia: P41 A. 1.) Tax parcel I.D. number 151-38-1, containing 20 acres, more or less. 2.) Tax parcel I.D. number 1 S 1-38-2, containing 69.36 acres, more or less. B. "Environmental Restoration Site" means real estate which contains or did contain environmental contamination from the release from hazardous substances, hazardous wastes, solid waste or petroleum, the restoration of which would abate or prevent pollution to the atmosphere or waters of the Commonwealth and which (i) is subject to voluntary remediation pursuant to Section 10.1-1429.1 and (ii) receives a certificate of continued eligibility from the Virginia Waste Management Board during each year which it qualifies for the tax treatment described in this section. C. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Board of Supervisors hereby designates the equipment owned by God's Pit Crew, Inc. located at 296 Still Spring Drive, Danville, VA 24541 to be exempt by classification since the equipment is used specifically for charitable purposes, further that God's Pit Crew, Inc. is designated as a SO1 (c) (3) non-profit corporation with ID #31264. Equipment as follows: Year/Make/Model Assessed Value 2000 Kenworth Road Tractor $ 12,690 2000 Kenworth Road Tractor $ 7,000 2002 Kenworth Road Tractor $ 9,740 2000 Ford F-SSO $ 8,400 2001 United Trailer $ 3,240 2005 United Trailer $ 2,S 10 2003 United Trailer $ 800 1995 Dorsey Trailer $ 130 1995 Hyundi Trailer $ 1,880 1996 Strou Trailer $ 1,250 2007 Gooseneck Trailer $ 2,500 1998 Great Dane Trailer $ 2,880 ZOOS Case Skid Steer Loader $ 8,250 2005 Case Skid Steer Loader $ 8,250 2005 Kabota RTV900G-K $ 2,750 2005 Car Mate Shower Trailer $ 3,300 2008 F-4S0 Ford Pickup $ 13,850 1987 Stoughton 48' Cargo Trailer $ 7S0 (B.S.M. 6-02-08) D. ORDINANCE EXEMPTING THE REAL PROPERTY OF WHITE OAK GROVE OUTREACH CENTER FROM TAXATION WHEREAS, White Oak Grove Outreach Center owns certain real property consisting of 6.568 acres, with improvements thereon, located at 1461 Dry Fork Road, Dry Fork VA; and P42 WHEREAS, White Oak Grove Outreach Center is anon-profit organization which is exempt from taxation pursuant to Section 501(c) of the Internal Revenue Code of 1954; and WHEREAS, the White Oak Grove Outreach Center is used for religious, charitable, patriotic, benevolent and cultural purposes; and WHEREAS, White Oak Grove Outreach Center has no rule, regulation, policy or practice which unlawfully discriminates on the basis of religious conviction, race, color, sex or national origin; and WHEREAS, the real property which is the subject of this Ordinance has an appraised value of $41,100.00 for the land and $898,000.00 for improvements, for a total appraised value of $939,100.00, and the real property taxes assessed against the property are $4,507.68 per year; and WHEREAS, a public hearing was duly held following the required public notice as provided for in Section 58.1-3651, Code of Virginia, 1950, as amended, said cost of publication having been collected by the Board of Supervisors of Pittsylvania County, Virginia from White Oak Grove Outreach Center; and WHEREAS, at the public hearing the Board of Supervisors of Pittsylvania County did consider all questions required of them to be considered by Section 58.1-3651, Code of Virginia, 1950, as amended including the general appropriateness of the grant of the tax exemption requested. And upon consideration THEREFORE, IT IS HEREBY ORDAINED, that the real property of White Oak Grove Outreach Center located at 1461 Dry Fork Road, Dry Fork VA and identified as tax parcel identification number 2413-63-5541 is hereby designated as exempt from real property taxes. BE IT FURTHER ORDAINED, that the continuation of the exemption shall be contingent upon the continued use of the property in accordance with the purpose for which the organization is designated, to wit: religious, charitable, patriotic, benevolent or cultural uses. This Ordinance is effective on December 31, 2006 at midnight, eastern standard time. (B.S.M. 12-19-06). E. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Board of Supervisors hereby designates the equipment owned by Sky Cross, Inc. located at 2913 Harbor Drive, Hurt, Virginia, 24563, to be exempt by classification since the equipment is used specifically for charitable purposes, further that Sky Cross Inc. is designated as a 501 (c) (3)non-profit corporation with ID #31182. (B.S.M. 8-19-09) Equipment as follows: Year/Make/Model Assessed Value 2008 Chevrolet Pick-up Truck $ 5,000 2008 Imperial Trl $ 480 P43 Proposed SEC. 6-6.3. PROPERTI' EXEMPT B~' CLASSIFICATION OR DESIGNATION. AN ORDINANCE EXEMPTING ENVIRONMENTAL RESTORATION SITES FROM LOCAL REAL PROPERTY TAXATION WHEREAS, Section 58.1-3664, Code of Virginia, 1950, as amended, declares that environmental restoration sites, as defined therein, are declared to be a separate class of property and shall constitute a classification for local taxation separate from other such classification of real property; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia is empowered and authorized by the aforesaid statute of the Commonwealth of Virginia to exempt or partially exempt such property from local taxation annually for a period not in excess of five (5) years; and WHEREAS, the Board of Supervisors of Pittsylvania County, Virginia, does hereby state that the voluntary remediation of environmental contamination of lands in Pittsylvania County such to abate or prevent pollution to the atmosphere or waters of the Commonwealth of Virginia are acts which are beneficial to the health, safety, and general, welfare of the citizens of Pittsylvania County, Virginia; and WHEREAS, the Board of Supervisors desires to foster such voluntary remediation and provide certain incentives for such voluntary remediation as is hereafter provided. NOW, THERFORE, BE IT, ORDAINED, at a regularly scheduled and called meeting of the Board of Supervisors of Pittsylvania County, Virginia, duly held on the 6`" day of May, 2002, that the owners of the following environmental restoration sites are hereby granted an exemption for one hundred percent of the annual real property taxation assessed by Pittsylvania County, Virginia; provided that this Ordinance shall be effective only from January 1, 2003 through December 31, 2003 and; that this Ordinance shall not be renewed for the benefit of any property for a period in excess of five years, and; provided that the property is subject to voluntary mediation pursuant to Section 10.1-1429.1 of the Code of Virginia, 1950, as amended, and; provided that the property or the owner thereof receives a certificate of continued eligibility from the Virginia Waste Management Board during each year which the property qualifies for the tax treatment and submits the same to the Commissioner of Revenue of Pittsylvania County, Virginia: P44 A. 1.) Tax parcel I.D. number 151-38-1, containing 20 acres, more or less. 2.) Tax parcel I.D. number 151-38-2, containing 69.36 acres, more or less. B. "Environmental Restoration Site" means real estate which contains or did contain environmental contamination from the release from hazardous substances, hazardous wastes, solid waste or petroleum, the restoration of which would abate or prevent pollution to the atmosphere or waters of the Commonwealth and which (i) is subject to voluntary remediation pursuant to Section 10.1-1429.1 and (ii} receives a certificate of continued eligibility from the Virginia Waste Management Board during each year which it qualifies for the tax treatment described in this section. C. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Board of Supervisors hereby designates the equipment owned by God's Pit Crew, Inc. located at 296 Still Spring Drive, Danville, VA 24541 to be exempt by classification since the equipment is used specifically for charitable purposes, further that God's Pit Crew, Inc. is designated as a 501 (c) (3)non-profit corporation with ID #31264. Equipment as follows: Year/Make/Model Assessed Value 2000 Kenworth Road Tractor $ 12,690 2000 Kenworth Road Tractor $ 7,000 2002 Kenworth Road Tractor $ 9,740 2000 Ford F-550 $ 8,400 2001 United Trailer $ 3,240 2005 United Trailer $ 2,510 2003 United Trailer $ 800 1995 Dorsey Trailer $ 130 1995 Hyundi Trailer $ 1,880 1996 Strou Trailer $ 1,250 2007 Gooseneck Trailer $ 2,500 1998 Great Dane Trailer $ 2,880 2005 Case Skid Steer Loader $ 8,250 2005 Case Skid Steer Loader $ 8,250 2005 Kabota RTV900G-K $ 2,750 2005 Car Mate Shower Trailer $ 3,300 2008 F-450 Ford Pickup $ 13,850 1987 Stoughton 48' Cargo Trailer $ 750 (B.S.M. 6-02-08) D. ORDINANCE EXEMPTING THE REAL PROPERTY OF WHITE OAK GROVE OUTREACH CENTER FROM TAXATION WHEREAS, White Oak Grove Outreach Center owns certain real property consisting of 6.568 acres, with improvements thereon, located at 1461 Dry Fork Road, Dry Fork VA; and P45 WHEREAS, White Oak Grove Outreach Center is anon-profit organization which is exempt from taxation pursuant to Section 501(c) of the Internal Revenue Code of 1954; and WHEREAS, the White Oak Grove Outreach Center is used for religious, charitable, patriotic, benevolent and cultural purposes; and WHEREAS, White Oak Grove Outreach Center has no rule, regulation, policy or practice which unlawfully discriminates on the basis of religious conviction, race, color, sex or national origin; and WHEREAS, the real property which is the subject of this Ordinance has an appraised value of $41,100.00 for the land and $898,000.00 for improvements, for a total appraised value of $939,100.00, and the real property taxes assessed against the property are $4,507.68 per year; and WHEREAS, a public hearing was duly held following the required public notice as provided for in Section 58.1-3651, Code of Virginia, 1950, as amended, said cost of publication having been collected by the Board of Supervisors of Pittsylvania County, Virginia from White Oak Grove Outreach Center; and WHEREAS, at the public hearing the Board of Supervisors of Pittsylvania County did consider all questions required of them to be considered by Section 58.1-3651, Code of Virginia, 1950, as amended including the general appropriateness of the grant of the tax exemption requested. And upon consideration THEREFORE, IT IS HEREBY ORDAINED, that the real property of White Oak Grove Outreach Center located at 1461 Dry Fork Road, Dry Fork VA and identified as tax parcel identification number 2413-63-5541 is hereby designated as exempt from real property taxes. BE IT FURTHER ORDAINED, that the continuation of the exemption shall be contingent upon the continued use of the property in accordance with the purpose for which the organization is designated, to wit: religious, charitable, patriotic, benevolent or cultural uses. This Ordinance is effective on December 31, 2006 at midnight, eastern standard time. (B.S.M. 12-19-06). E. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Board of Supervisors hereby designates the equipment owned by Sky Cross, Inc. located at 2913 Harbor Drive, Hurt, Virginia, 24563, to be exempt by classification since the equipment is used specifically for charitable purposes, further that Sky Cross Inc. is designated as a 501 (c) (3)non-profit corporation with ID #31182. (B.S.M. 8-19-09) Equipment as follows: Year/Make/Model Assessed Value 2008 Chevrolet Pick-up Truck $ 5,000 2008 Imperial Trl $ 480 P46 ~ f M~ =a>opo~sea F. In accordance with 58.1-3651 of the Code of Virginia, 1950, as amended, the Board of Supervisors hereby designates the Property owned by Northern Pittsylvania County Food Center, Inc. located at ST RD 792/Millstream Drive, Lot I, 2.10 acres of land and equipment to be exempt by classification and Designation since the property and equipment is used spec fcally for charitable purposes, further that Northern Pittsylvania County Food Center, Inc. is designated as a 501 (c) (3) non profit corporation with ID #31258 EMP# 54-1857846 and VASE# 541857846F03132014. Property: Parcel ID/GPIN Assessed Value Tax Levy 2530-38-8407 $21,000 $109.20 Equipment as follows: Year/Make/Model Assessed Value Tax Levy 1998 International Trk $1,400 $119.00 P47 INTERNAL REVE~]UF} SERVICE p. O. BOX 2508 CINCINNATI, OFi 45201 Hater FED Q ~ 2~ NORTHERN FITTSYLVANIA CbUNTY FOOD CEN'I'fiit INC . ~0 130X 12S GRETNA, ~lA 24557 DEPAR~NT OF THE TRBASURX Employer Identification Number: 54-1as7846 DLN: ].70530].2723002 Contact Person: FR,ANGIS E 9ERZ3E~ARDT zA# 3.259 Contact Telephone Number: (877) 829-5500 pax Letter Dated: T'E$,E2UARY 1998 Addendum Applies: NO Dear Applicant: This modifa.es our letter o£ the above date in which we ,stated that you would be treated as az~ organizati.on that i.s not a private foundation anti], the expiration of your advance ruling period. Xour exeq~pt statue under section 501 (a) of the Internal Revenue Code as an organization described in secta.or,, Soi(c)(3) is sti11 in effect. Based on the iz~formatiorz you submitted, we have determined that you are not a private foundatxoz7: within the ctt~s~.-ing a£ ®eiotion 509 {a) of the Code bocause you axe au axganization of t)ae type deserxbe~d in section 5d9 (a), (1)~ and I.7o (b) (1) (A) (vi) . Gz~a~ators and contributpxs may zely on this determixxation unless the Internal Revenue Service publishes notice to tb,e contrax-y. However, if you lOSC your Sectiorx 509(a)(2) statv~s, a grantor or cantxibutor may not rely on this determination if he or she ~~as in part responsible for, or was aware of, 'the act ox failure tv act, or the substantial yr matezic~l chaxxge on the part o£ the organization that resulted in. your loss of such status, ox if he or she acquired knowledge ths,t the Internal Revenue Service had given, notice that you would no longer be classified as a section 5o5(a)(1) organizatiao_ Yot~. are ze+~iretd to mare yow,z~ ax~ual information returYx, ,Farm 990 or Form 95'O~EZ, available fcsr pvb7.a,.o~ iztspectior~ fox three.,.y~~ars after the later of the due ds¢te v€ tie rein. ~,"`~ mite` dame the ret:zrn is f1].ed. xou axe also required to ma)tc available for pablic inspection your exempti,ox~ application, any supporting documents, and yoUS exemption letter. Copies of Chese documents are also required to be, provided to any indiv~.dua1 upon written yr i.n person request without charge otb.ex than reasonable fees for copying and postage. You may fulfill this re:c~ixirement by placing these documents on the Interxxet. Penalties may be imposed fox failure to comply with these requirements. Additipnal infarma.tion is available ix~ Publication 557, Tax-Exempt Status for You7~ Ox~gazzi nation, or you may call ou7: toll free number shown above. If we have indicated fa the 2zead3.ng of this letter that axe, add~.dum applies, the addendum enclosed ie az~ a.r~tegral pant of this letter. better 1050 (7~0/CG) P48 ~ ~u~- V..iI 44 ~~~ NORTI~RN PI'I"~S~LVANI.A, CtJUN7~'Y FOQ~D Because this letter could help reso~.ve any questions about ynux px-ivate foundation status, Please keep i~t in your permanene x@Gard9. Tf you have anx questions, please contact the person whose name and ' teJ.ephone number are shown abovw. Ba.ncerely yours Steven T. Ma.ller Directoa~, Exempt Oxganiza.tian:s x,ettex ].050 (Da/CG) P49 =~ r •~~ ti. ; ';; ~` Comztaanwealtb. o#'Vixgixua `~"~~ Departtxtent of "Fixation www.tax.vi~inaa.~vv/no~pmfit 1(~eta~l dales and Use 'f'ax Cetr'tgfacate cif ~~e>oaapttion Northern Pittsylvaaia County Eood Center, Inc. Effective Date: 03/13/2009 Post Office Box 125 Expiration Date: 03/13/2014 Gretna , VA 24557 Exemption Number: SE5418S784GF03132014 his-letter cct~irm&..tl~at.~'ou_h:axganiza;ion qua!:fies under Code ofVirgirtia-.~S~.I.-609..11 .a_ .. _._ purchase tangible persona! pro~exty without paying the Virginia sates a~ use .tax. The _ .. . exemption is not applicable to the purcl ase o~'t~xablc services; such as mews ox )ddgang. "~ " _,_ . __ _... _-. To purchase tangible personal property wittaout paying a sales and use tax: d Present a copy of this Letter tv each dealer. s Pay directly from the organization's funds. Purchases by a member of the organization from their personxt funds (i.e., cash, personal credit card or persona! ehecking account) are taxable even though they may be reimbursed by the~organization. Lithe organization issues credit cards to employees who are responsible for payment of the charges that are reirutyursed by the organization; these type transactions are taxable. ® Employees or. members nnay NQT use this exemption certificate to purchase goods fo>i parsons] use. Dealers, please note fire following: m The dealer is required to have .on file a valid certificate of exemption froze each organization. 1 certify that the : or items being purchased are purohased by and used or consumed by the organization nauaed above and that payment for this purchase is zriade to the vendor from the orgai;7ization's furttls. . ,.`.~ - - ~ -- - - - - - . . Organ,i~..atiozt's Authorized Representative: ~~~~~'-- Printed Name: Dee Dee Smoot Any zl~isuse of. exemption certificates mill be subject to flee peaaltiea prescn'hed ~ § 58.1- 623.1. of the a^vde of E'~rginia. P50 .. ate. n n Edit RppBcation Took Commands, . ,Help, ~' ' _ _ . __ '- .. : ,,- My Shortcuts ~ ;PAA~ , .'' ,, ;" F+arcel Ichint~n3n~e~W ~ _ - TAOt15E ;-- r i'.: , j ~ -_:~ .._;: M lv l ti t M f Parcel_.ID: 2530-38-6407 Date Sold.: - - 1 ~ Q4%15110 ~APPffPIS~D nun a ua on a n anance N~~9) ~ i Alternate ID: t-~~ - ~ BaokiPage: • ,L.H1QD1935-. 3 .~_ .~ Ancestor... TD - _ ~ 30 48-:1310 Consideration: j __ __ __ _ , i !~ MapiLot (MMB,99i110M J Parcel. Class: ~ _ 4 INDU~'I'RIAL ANU COMME~R) ~ , ; ~ Parcel Processing Cure Qwner ! - - 119;1501 iVORTHERN PITTS G0; Subdivisio.n: . - _ - - -- - - - ~~ =- t~ Site Address Descriptrrin ~ ` b - Townillist : _ ~_ ~T. RD 7~2~N1ILL_STREAt±1, RR Acres Tx: ~ ~.. X12 TClWf1 OF GF2ET~IA ~ _ _ ~~2 1fJOD~Ap IZ iO . . My Work File Maintenance , . .: , Tax Appraised Reappraised Prr~vous Land ~ ~' ~ ~~ a ~ ~21 1]00 ~ ~ ~' . Permanent vehicle FNe hlainb~rxa Bu i l d i Llg _ j ,: 10; j.• : _ ~ ; ~ '' - - 0' i- - - _0 - ~--.. Farr:.Market.. ~~, 0 ;~ 11,000 ` 0.. , FiFi rata, > r,u ,~i Deferigerit: ( - 0 ~ ' 0 ~ ~ 0 I + r r..:fs Rcy) try. :~ + nrl F _, ;de t~1cr.3g~ernar+! ~ ' Tax ValueE _ .~._ , r- - - = - - - --- l1 1,000 _ ~ I _ _~__ ~ 4_~~ .: ±,.,____ ~ ,c,+i p:q,nrty A:.;pr.=asa1 Appraa~h _ _ _ _ ~~OST' ^ (rOST Parcel Processing. ! Mobile HOme - Reasressment Market ; ~--- ~~ 0 ,~; +, 5~'•:> Ard Comparables Pra~.~ - I riCOTlte< ' ~ ` (l Q ,, .. 4{.'. 'r'81'l3tiOrt SCk,~I)I85 .. ~ _. ~ - _- .- - . ~: {~ pLu•t3 :; Re r,.4~•i'.,rct15 Parcel, Land, Bldgs -,,.. Reiaarks Income _ ; Com s.-, r Sched Calc . +~+r~) tnProg+a sPrrxes7)nq. , . 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' '" Tax Year(s) ~10~ ~ ce rocess g _ - _ _ -~ _ .. . ~Mapi8lkiLt: i Principal• ~± ``0 00 Correspondence f-;~ ~" -- _ i ~R~eal` Value: ~ Discount I'~ 0 Ob as of ~ .~ Pers Value:. ~ 1 4011 Interest r 0 Qii -- as of ~08''`03f10 r MvWorkFAeMarrttenance Exempt>ane.: ~, 1',4Q0_ V` Penalty: "~ O.QD Principal:. Interest: Net: ;` _ __ De£erinents: ~- - Balance Due: t.. ',`0 0D ' D1,: 0.00 0.00 0.00 l." ~ :__ Conde ions;,-~ `: ~ D2 0.00 0;00 0,00 - ; ; Permanent dehide Fae Maintenertce ~ Eff Date Trans: Amount: Paid By ReFerence ., _ . ~ F>>!,altunn~enu ,. t, em R g, kr . ~_- _ _. _ - ,~1 ~O6i071~150 fh?AZ'T rN ~ 3B.75~rATORT~ERN PITT,S -C0 FOOD ~JA2+~1D~154*41:1-. ; . _ y nil P.?zrrtis M~•;tagQment _ - - - - ; ~ . . ~ ~~ ~ i ~ ~ - i - - - -. >4t:.j='t tatty S~;ipYdl.el ~ _ - - i - _ ~ _ _ i _._ _ __ ___ it _- -__ I i ~ ?arcel Prote§sing Mobile Home -Reassessment ' - _ ~.~' i i _] I--Y i~ l 1 ~ ~,~ I iii 4 r~i-..IG~1 ~~liE.j•_~T~ - __ ~ f +: ~:L pOYt3 . . ! :.: ., ~cvae, F ;cols , ~e~aiT Payments ~~Vehicl:e J~ Date ~ Recei:pt Report ~~ ` y Gr{ L~ PY egress Proc•sssing fi; C u3e ril:: rYfeL7lenrnce ( ` RolPbacks Natatiorrs Letters Hi11:Rrint.' Lender Info Comments ~~', t ~ t:Sy~trr.ry-ntct(onsAndPrre: _ . - :__ ( Tran5act20It. _ ,, ' , ... .. ... _.. , _: ,ts AGr~,ais Processing ~ ~. . Logto Bu@dlnq Pens -n ~ z .. Log Off . :, r -. .,. 'rope , ui!:ine - .` ,v . ~ ~ - _ - - - - - - - - - - - - - - ~~ ~ ~- Parcal .nquPy kr~d M?;~•,ter~ar~v i j y ' ' ~ "~ , 1-: - -- 42.2fiB O 65 j XP,aAS (PIT SYH).{. - r-- u _ - ~ _ ~ -- - Ptttsyhrania -~ __~ ~ I .. _ _ _ ~b -- - - v4.42 ;~-.IIJtAYt'R/a1~rnn P52 PG 0 0 01 ~~R ~ ~ ° PARTIAL GPIN: 2530-48-1310 10-01935 This Deed Prepared by John P. Light, Attorney 317 Patton Street Danville, VA 24541 Without Benefit of Title Examination THIS DEED IS EXEMPT FROM RECORDATION TAXES IMPOSED BY VIRGINIA SECTION 58.1-802, PURSUANT TO THE PROVISIONS OF SECTION 58. ] -811 C, AND IS EXEMPT FROM RECORDATION TAXES PURSUANT TO VIRGINIA CODE SECTION 58.1-81 ] D. THIS DEED OF GIFT, made and entered into this g,3_~ay of ~ , 2010, by and between the BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVA A, VIRGINIA, Grantor, and the NORTHERN PITTSYLVANIA COUNTY FOOD CENTER, INC. a Virginia Corporation, Grantee, whose address is Post Office Box 125, Gretna, Virginia 24557. WITNESSETH: WHEREAS, by a resolution duly adopted by the Board of Supervisors at the regularly scheduled public meeting held on the Sa' day of October, 2009, following the public hearing duly held on the conveyance of the hereinafter described tract of land to the.Northern PittsyIvania County Food Center, Inc., anon-profit food center operated for benevolent purposes, the Board of Supervisors did approve the sale of the hereinafter described land to the Northern Pittsylvania County Food Center, Inc. NOW, THEREFORE, that for and in consideration of the mutual benefits inuring to the parties by the use to be made by the Northern Pittsylvania County Food Center, Inc. of the property which is the subject of this deed; the Grantor does hereby give, grant and convey with Special Warranty of Title, subject to the reverter clause contained in this deed, unto the said Northern Pittsylvania County Food Center, Inc. the following described tract or parcel of land, to wit: All of that certain tract or parcel of land, lying and being situate in the Town of Gretna, Pittsylvania County, Virginia, containing 2.100 acres, by survey, with meets and bounds as shown on Plat of Boundary Survey creating new lots #I & #2 for PittsyIvania County Board of Supervisors and of that PBSCNL made by Crane Surveying, PLI, dated August 31, 2009, a copy of which Plat is to be recorded contemporaneously hereto ar_d is ,~ incorporated herein by reference, the property which is the subject of this deed being designated on said survey as Lot #1, and BEING a portion of that property conveyed unto the Fittsylvania County Board of Supen~isors by deed of the PittsyIvania County School Board by deed being of record in the Office of the Clerk of Circuit Court of Fittsylvania County, Virginia in Deed Book 1503, Page 569 to which deed reference is here made for p„ amore particular description of the property which is the subject of this conveyance. ~~. ~ ~ Giva~i~ 1h",ailed fo _ ~ _! P53 ?~~J~02 ~~~ ;5° This conveyance is made subject to any easements, restrictions, and reservations contained in duly recorded deeds, plats and other instruments constituting constructive notice in the chain of title, which have not expired by time limitation contained therein or have otherwise become ineffective, and to matters visible upon inspection. WHEREAS, this conveyance is made subject to the following reverter: (1}The Grantee shatf commence construction on the real property which is the subject of this deed of a suitable structure for a food bank within two years of recordation of this deed; (2} That upon dissolution or lapse of corporate status of the Grantee; and (3) Failure of the Grantee to use the property for the stated purpose of storage of food for distribution for a period of two consecutive years. In the event of the occurrence of any one of the foregoing conditions, title to the property shall revert to the Grantor. IN WITNESS WHEREOF, the Board of supervisors of the County of Pittsylvania, Virginia, pursuant to a resolution duly adopted on the 5`~ day of October, 2009, has caused Heruy A. Davis, Jr., Chairperson of the Board of Supervisors to affix his signature and seal hereto: BOARD OF SUPERVISORS OF THE COUNTY OF ,~ ~;: ••'''~~ PITTSYLVANIA, VIRGINIA BY: ,':~ r -~ - ~- (SEAL):: c ~ ~. RY A. AV1S, JR., CHAI SON j":_ "~ r, _ 'A STATE OF VIRGINIA, AT LARGE CIT OUNT FP' , to-wit The foregoing instrument was acknowledged before me in my jurisdiction aforesaid on the day of /" ^, 2010, by Henry A. Davis, Jr. My commission: ,1 ~. ~D/~'~ / otary Public Attest: Secretary of Board of upervisc~of Pittsylvania County, Virginia .li4~i~i.,rl~l'Si ~17 }!~~!i'~:}~_.,~ r.rrt-AGE I'' '~ ~,,F; ~r~t? , ~ f~ ? rim ~:Lc?,`r; .., ~ t v. *7 TT T C~'f y' T i' i F `TV i ~: hrRil_ !J, 7~itlr':T f..)u.4.`~`51i" H. „~~...~ itKJ r.t~~~~'tOEL~ i`~'= u..- o •~ P54 P55 PITTSYI.,VANIA C®UNTY Board of Supervisors EXECUTIVE SUIVIIVIARY AGENDA TITLE: Public Hearing -Justice Assistance Grant (JAG) SUBJECT/PROPOSAL/REQUEST: Justice Assistance Grant (JAG) Program FY 2010- Public Hearing STAFF CONTACT(S): AGENDA DATE: 08-17-2010 ACTION; Yes ITEM NUMBER: 11 Mr. William D. Sleeper CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: BACKGROUND: Under the new Resource Recovery Act, the Edward Byrne Memorial Justice Assistance Grant process has been increased to allow new funding to local governments. Pittsylvania County is authorized to receive $11,348 under this grant. DISCUSSION: This is a grant from the U. S. Department of Justice to the Pittsylvania County Sheriff's office to clean the HVAC air conveyance system located at the Pittsylvania County Jail. RECOMMENDATION: Staff recommends that the Board of Supervisors hold the rec{uired public hearing and approve the application for the Pittsylvania County Sheriff's office for this funding. P56 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the County's proposed application for available funding under the Edward Byrne Memorial Justice Assistance Grant (JAG) Program. A full text concerning this public hearing is available in the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P57 Star -Tribune August 4, 2010 PUELIC HEARING NGTtCE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the County's proposed application for available funding under the Edward Byrne Memorial Justice Assistance Grant (JAG) Program. A full text concerning this public hearing is available in the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a.m. to 5:00 p.m. for public viewing. P58 Star -Tribune July 28, 2010 PUBLIC HEARING N®TICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the County's proposed application for available funding under the Edward Byrne Memorial Justice Assistance Grant (JAG) Program. A full text concerning this public hearing is available in the office ofthe CountyAdministrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a.m. to 5:00 p.m. for public viewing. P59 PITT'SYLVANI.A C®UNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 07/20/2010 ITEM NUMBER: Set Public Hearing -Justice Assistance Grant (JAG) SUBJECT/PROPOSAL/RE VEST: Edward Byrne Memorial Justice Assistance Grant (JAG) Program - FY 20I 0 STAFF CONTACTtS): Messrs. Sleeper, and Taylor, and Mrs. Mills ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: INFORMATION: INFORMATION: r The U.S. Department of Justice, Office of Justice Programs' (OJP) Bureau of Justice Assistance (BJA} has announced the availability of funding under the Edward Byrne Memorial Justice Assistance Grant (JAG) Program. JAG funds may be used for state and local initiatives, technical assistance, training, personnel, equipment, supplies, contractual support, and criminal justice information systems for criminal justice that will improve or enhance such areas as: 1) law enforcement programs, 2) prosecution and court programs, 3) prevention and education programs, 4) corrections and community corrections programs, 5) drug treatment and enforcement programs, 6) planning, evaluation, and technology improvement programs, and 7) crime victim and witness programs (other than compensation). DISCUSSION: The county is eligible to apply to the Bureau of Justice Assistance (BJA) for a direct award of $11,348 in federal funds for FY 2010; and a unit of local government may use up to 10 percent of the award for costs associated with administering JAG funds. The JAG Program does not require a local match. The FY 2010 funds will be used to clean the HVAC air conveyance system located at the Pittsylvania County Jail. Note: Our application was submitted on July 7, 2010 and the BJA requires that a public hearing be held as part of the 30 day review process. RECOMMENDATION: Staff recommends the Board set a public hearing date for August 2, 2010 for the FY 2010 JAG application. P60 APPLICATION FOR 2. DATE SUBMITTED Applicant Identitier FEDERAL ASSISTANCE July U7.2U10 1. TYPE OF SUBMISSION ;. DATE RECEIVED BY STATE State Application Identifier Application Non-Canstniction 4. DATE RECEIVED BY FEDERAL Federal Identifier AGENCY S.APPLICANT INFORMATION Legal Name Organizational LJiut County of Pitts~~lvania SheriffsDepartment - Pitta~-1~'ania Co Address Name and telephane nmuher of the person to be contacted an matters invol~uig this application 21 North Main Street P. U. Boy 426 Mills. Linda Chatham. Virginia (=#3~t)~132-771(1 2431-3113 6. EMPLOYER IDENTIFICATION NUMBER (EIN) 7. TYPE OF APPLICANT ~4-CUU1~U8 Counh• 8. TYPE OF APPLICATION 9. NAME OF FEDERAL AGENCY Ne~~~ Bureau of Justice Assistance lU. CATALOG OF FEDERAL DOMESTIC ASSISTANCE 11. DESCRIPTIVE TITLE OF APPLICANTS PROJECT NUMBER: 16.738 CFDA EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE HVAC - Pitts~-l~-ania Counh' Jail TITLE: GRANT PROGRAM 12. AREAS AFFECTED BY PROJECT Counh of Pitts~-hania including to~~us of Chatham_ Gret~ra, and Hurt 13. PROPOSED PROTECT 14. CONGRESSIONAL DISTRICTS OF Start Date: October U 1.2U 10 End Date: September 3U. 2U13 a. Applicant h. Project VAO~ 1 ~. ESTIMATED FUNDING 1C,. IS APPLICATION SUBJECT TO REVIEW BY Federal $11.3.}g STATE EXECUTIVE ORDER 12372 PRC>CESS'? Applicant $0 Program has not been selected h~- state for rep°ie~~' State $U Lacal $U Other $U Pragraui Income $U 17. IS THE APPLICANT DELIN~LIENT ON ANY FEDERAL DEBT'? TOTAL $11.348 N 18. TO THE BEST OF MY I:NOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION PREAPPLICATIUN ARE TRUE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHORIZED BY GOVERNIIIC. BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS RE()LIIRED. Close Window https://giants.ojp.usdoj.gov/gmsexternaUapplicationReview.do7print~es 7/8/2010 P61 FY BO10 JAG Grant Program Narrative - (Attachment 1) Pittsylvania County, Virginia, requests that the $11,348 FY 2010 JAG Formula Program funding be allocated for the cleaning of the HVAC air conveyance system located in the Pittsylvania County Jail. Grant funding will be utilized for procurement of commercial HVAC technicians, which includes materials, labor, and equipment, to clean the HVAC air conveyance system located in the Pittsylvania County Jail in order for the system to function at its intended potential capacity; thus improving major health concerns for the inmates as well as the staff. This correctional facility has a Daily Average Population (ADP) of 137 inmates. This is a major health concern. It is estimated that 50 to 75% of the operating capacity of the HVAC has been reduced due to obstructed ducts and returns. Budget and Budget Narrative - (Attachment 2) Detailed Budget A. Equipment and Supplies $11,348.00 Budget Narrative $11,348 -Allocated for labor, material and equipment to clean the HVAC air conveyance system. Note: The estimated cost for this work is $18,000. Review Narrative - (Attachment 3) The FY 2010 JAG Formula Program grant application will be made available to the Pittsylvania County of Board of Supervisors on July 16, 2010, and reviewed at their July 20, 2010 meeting. The application will be made public through an announcement in the July 21, 2010 Star Tribune and posted on the Pittsylvania County website on July 21, 2010 for public comment. The application is available for review in the County Administrator's office. Abstract - (Attachment 4) Pittsylvania County, Virginia, proposes to utilize grant funding for procurement of commercial HVAC technicians to clean the HVAC air conveyance system located at the Pittsylvania County Jail. In light of current economic conditions, Pittsylvania County does not have the funding needed to clean the HVAC air conveyance system. This correctional facility has an Average Daily Population (ADP) of 137 inmates. This grant funding will address the potential for eliminating health problems for our inmates and staff. P62 <F ' ~ '`, I,, ~: ", 6 ,~f ~~. Bgreau of Justleo Assistance U.S. Department of Justice Edward Byrne Justice Assistance Grant (JAG) Program Fact Sheet JAG Overview: The Edwazd Byrne Memorial Justice Assistance Grant (JAG) Program, administered by the Bweau of Justice Assistance (BJA), is the leading sowce of federal justice funding to state and local jurisdictions. The JAG Program provides states, tribes, and local govemments with critical funding necessary to support a range of program areas including law enforcement, prosecution and court, prevention and education, corrections and community corrections, drug treatment and enforcement, planning, evaluation, and technology improvement, and crime victim and witness initiatives. In Fiscal Yeaz (FY) 2009, BJA processed 1,4201oca1 and 56 state applications totaling more than $480 million in JAG funding (approximately $318 million to states and territories and $165 million to local units of government), an increase of nearly $321 million from FY 2008 ($159 million). In addition to regular FY JAG funding, BJA also administered critical Recovery Act JAG funding in 2009. BJA processed 3,210 local and 56 state applications totaling more than $1.9 billion in Recovery JAG funding (approximately $1.2 billion to states and territories and $748 million to local units of government). All FY 2009 JAG awazds, including Recovery Act JAG awazds, were made by September 30~', 2009. Legislation: Public Law 109-162, Title XI-Department of Justice Reauthorization. Subtitle B-Impro~•ing the Department of Justice's Grant Programs, Chapter 1-Assisting Law Enforcement and Criminal Justice Agencies; Sec. 1111. Merger of Byrne Grant Program and Local Law Enforcement Block Grant Program. JAG Formula: The Bureau of Justice Statistics (BJS) calculates, for each state and territory, a minimum base allocation which, based on the congressionally mandated JAG formula, can be enhanced by (1) the state's shaze of the national population and (2) the state's share of the country's Part 1 violent crime statistics. Once the state funding is calculated, 60 percent of the allocation is awarded to the state and 40 percent to eligible units of local government. For additional details regazding the JAG formula and award calculation process, with examples, please click here: JAG Technical Report. Eligibility and Program Guidance: All ~G states and territories are eligible, as ~~>ell as units of local go~~emment identified annuall}~ in the JAG allocation charts provided here: JAG Eli ibility. BJA posts annual JAG program solicitations (program guidance) to its JAG web nape: which also contains a direct link to JAG Frequently Asked Questions. which are updated regularly. How/When to Apply: All applications must be submitted ~•ia the OfJ'ice of Justice Progranis (OJP) Grants Management System (GMSI. FY 2010 JAG eligibilitc~ information is not }'et available. Award Length: JAG awazds are four years in length; extensions are at the discretion of BJA's Director. Match Requirement: Match is not required. Reporting Requirements: JAG recipients are required to submit quarterly performance metrics reports, quarterly Financial Status Reports (SF-269s), and an annual programmatic report. Detailed reporting information can be found here: JAG Reoortin~ Requirements. JAG Program Contacts: Darius LoCicero: (202) ~1~1-253 or darius.locicerona}usdoi.eov Michael Austin: (202 ~U~-7441) or Michael.austin3(~,usdoj.eov P63 PITTSXI.,VANIA C®UNTX Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 08-17-2010 ITEM NUMBER: 12 Public Hearing-Proposed Amendment to 9-53 of the Pittsylvania County Code SUBJECT/PROPOSAL/REQUEST: ACTION: Yes CONSENT AGENDA: ACTION: Increase Division of Motor Vehicle (DMV) Stop Fees STAFF CONTACT(S): William D. Sleeper INFORMATION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Board of Supervisors received input from the Treasurer's Office concerning Section 9-53 of the Pittsylvania County Code where the current fee is $20 to cover administrative costs for the vehicle registration withhold program of the Commonwealth of Virginia. DISCUSSION: Whereas §46.2-752(j) of the Code of Virginia, 1950, as amended, authorizes the Treasurer or Director Finance of any County to enter into an agreement with the Commissioner of Motor Vehicles to withhold state licenses until such time as all local vehicle licenses fees, delinquent taxes, or parking citations are satisfactorily paid. Any fees charged by DMV are added on top of any license fee or delinquent tax or parking citation that the Commissioner of the local jurisdiction may issue. In addition, in accordance with §58.1-3958 of the Code of Virginia authorizes the governing body to impose an administrative fee or costs on delinquent fees and taxes not to exceed $30 for taxes any other fees due, or $35 for taxes due after a judgment is filed. RECOMMENDATION: Staff recommends the Board of Supervisors hold the required public hearing to amend Section 9-53 of the Pittsylvania County Code, imposing a $30 administrative fee to reimburse the County for costs associated with the Motor Registration Withholding Program and amend Section 9-53 of the Pittsylvania County Code, setting the Administrative Fee at $30. This requires a roll call vote. P64 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment change to Section 9-53, License Year, of the Pittsylvania County Code. The proposed amendment would increase the DMV Stop Fee from $20 to $30. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P65 Star -'t'ribune August 4, 2010 PUL.IC HEARII~C~ ®TICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment change to Section 9-53, License Year, of the Pittsylvania County Code. The proposed amendment would increase the DMV Stop Fee from $20 to $30. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a.m. to 5:00 p.m. for public viewing. P66 Star - ~'ribune July 28, 2010 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment change to Section 9-53, License Year, of the Pittsylvania County Code. The proposed amendment would increase the DMV Stop Fee from $20 to $30. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a.m. to 5:00 p.m. for public viewing. P67 EX33'I'I~'G SEC. 9-53. LICENSE YEAR. The license year with respect to which the fee required to be paid under this article is assessed shall be January 1 s` through December 31 S` of each year. The fee assessed under this article shall be assessed to the owner of each motor vehicle as provided in this article for motor vehicles owned on January 1st of each year. The fee shall be payable on or before June 5`" of each year and with respect to any fees not paid at that time there is hereby imposed a twenty ($20.00) dollars fee to reimburse the County of Pittsylvania for costs associated with administration of the Vehicle Registration Withholding Program with the Commonwealth of Virginia Department of Motor Vehicles (DMV) if a DMV stop order has been issued prior to payment. The fee herein assessed will be based upon ownership of vehicles on fee day, that is, January ls` of each year, and the period for which the license fee is effective shall be January ls` through December 31S` of the next ensuing year. For state law authority, see VA. CODE ANN. Section 46.2-752 A. (Repl. Vol. 2005). P68 PROPOSED SEC. 9-53. LICENSE YEAR. The license year with respect to which the fee required to be paid under this article is assessed shall be January 1 S` through December 31 S` of each year. The fee assessed under this article shall be assessed to the owner of each motor vehicle as provided in this article for motor vehicles owned on January 1st of each year. The fee shall be payable on or before June 5`h of each year t~ - :-r-- --- -- an wit respect to any fees not paid at that time there is hereby imposed a twentyf`';($30~00) _~w dollars fee to reimburse the County of Pittsylvania for costs associated with administration of the Vehicle Registration Withholding Program with the Commonwealth of Virginia Department of Motor Vehicles (DMV) if a DMV stop order has been issued prior to payment. The fee herein assessed will be based upon ownership of vehicles on fee day, that is, January 1 S` of each year, and the period for which the license fee is effective shall be January 1 S` through December 31 S` of the next ensuing year. For state law authority, see VA. CODE ANN. Section 46.2-752 A. (Repl. Vol. 2005). P69 PITTSYLVANIA C®UNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 08-17-2010 ITEM NUMBER: 13 Public Hearing-Proposed Amendment to 6-2.2 of the Pittsylvania County Code -Heirs List Levy SUBJECT/PROPOSAL/REQUEST: Code Change STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: Section 6-2.1 of the Pittsylvania County Code establishes the recordation tax on probates of wills. DISCUSSION: The General Assembly as amended §58.1-1718 ofthe Code of Virginia, 1950, as amended, to establish a $25 fee for the recordation of a list of heirs. Attached hereto, you will find copies of the existing Section 6-2.1 of the Pittsylvania County Code and the proposed amends to Section 6-2.2 of the Pittsylvania County Code, adding a $25 fee for recordation of an heirs list. RECOMMENDATION: Staff recommends the Board of Supervisors, hold the required public hearing, amend Section 6-2.2 of the Pittsylvania County Code to incorporate a charge of $25 for the recordation of an heirs list pursuant to §64.1-134, §64.1-135, §58.1-1717.1, and §58.1-1718 of the Code of Virginia, 1950, as amended. P70 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment change to Section 6-2.2, Heir List Levy, of the Pittsylvania County Code. The proposed amendment would establish a $25 fee for recordation of a list of heirs pursuant to §58.1-1718 of the Code of Virginia, 1950, as amended. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P71 Star - Trabune august 11, 2010 PUBLIC HEARING N®TICE The Board of Supervisors of Pittsylvania County will hold a pub- lic hearing on Tuesday, August 17, 2010, at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment change to Section 6-2.2, Heir List Levy, of the Pittsylvania County Code, The proposed amendment would establish a $25 fee for recor- dation of a list of heirs pursuant to §58.1-1718 of the Gode of Virginia, 1950, as amended. A full text concerning this public hearing is available in the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P72 Star -Tribune August 4, 2010 PUBLIC HEARING NGTICE The Board of Supervisors of Pittsylvania County will hold a pub- lic hearing on Tuesday, August 17, 2010, at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment change to Section 6-2.2, Heir List Levy, of the Pittsylvania County Code. The proposed amendment would establish a $25 fee for recor- dation of a list of heirs pursuant to §58.1-1718 of the Code of Virginia, 1950, as amended. A full text concerning this public hearing is available in the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P73 ~X13~~1~1~ SEC. 6-2. RECORDATION TAX. The Board of Supervisors of Pittsylvania County, doth impose a county recordation tax in an amount equal to one-third of the amount of the State recordation tax collectable for the State on the first recordation of each taxable instrument; provided, no tax shall be imposed under this ordinance upon any instrument in which the State recordation tax is fifty ($0.50) cents- specifically; and further provided, that where a deed or other instrument conveys, covers or relates to property located partly in Pittsylvania County and partly in another county or city, or in other counties and cities, the tax imposed under the authority of this ordinance shall be computed only with respect to the property located in Pittsylvania County, Virginia. The Clerk of the Circuit Court of Pittsylvania County collecting the tax imposed under this ordinance shall pay the same into the Treasury of Pittsylvania County, Virginia. (B.S.M. 08-06- 58) SEC. 6-2.1. RECORDATION TAX ON PROBATED WILLS. There shall be a local probate tax on all wills filed in the clerk's office at a rate of one third (1/3) of the State fee per one hundred ($100.00) dollars of value. The clerk shall collect the tax and remit it to the County Treasurer. (B.S.M. 11-19-02) P74 E ~ ~. ,; .~:_ SEC. 6-2. RECORDATION TAX. 9 ,: ~, r The Board of Supervisors of Pittsylvania County, doth impose a county recordation tax in an amount equal to one-third of the amount of the State recordation tax collectable for the State on the first recordation of each taxable instrument; provided, no tax shall be imposed under this ordinance upon any instrument in which the State recordation tax is fifty ($0.50) cents- specifically; and further provided, that where a deed or other instrument conveys, covers or relates to property located partly in Pittsylvania County and partly in another county or city, or in other counties and cities, the tax imposed under the authority of this ordinance shall be computed only with respect to the property located in Pittsylvania County, Virginia. The Clerk of the Circuit Court of Pittsylvania County collecting the tax imposed under this ordinance shall pay the same into the Treasury of Pittsylvania County, Virginia. (B.S.M. 08-06- 58) SEC. 6-2.1. RECORDATION TAX ON PROBATED WILLS. There shall be a local probate tax on all wills filed in the clerk's office at a rate of one third (1/3) of the State fee per one hundred ($100.00) dollars of value. The clerk shall collect the tax and remit it to the County Treasurer. (B.S.M. 11-19-02) SEC :6=~2 y2 HEIR LIST=LEiYY The County shall charge a $25.00 fee for the recordation of a list of heirs pursuant to X64.1- 134 or an affidavit pursuant to X64.1-135, as provided in §58.1-1717.1 in accordance with ~SS.I-1718 of the Code of Virginia, 1950, as amended. P75 § 58.1-1718. City or county probate tax. In addition to the state tax and fee imposed by § § 58.1-1712 and 58.1-1717.1, the governing body of any county and the council of any city may, as provided in ~ 58.1-3805, (i) impose a county or city tax in an amount equal to one-third of the amount of the state tax on the probate of a will or grant of administration on the probate of every such will or grant of administration and (ii) charge a $25 fee for the recordation of a list of heirs pursuant to § 64.1-134 or an affidavit pursuant to § 64.1-135, as provided in § 58.1- 1717.1. (Code 1950, § 58-67.1; 1960, c. 60; 1984, c. 675; 2010, c. 266.) § 58.1-3805. Levy. In addition to the state tax and fee imposed by §§ 58.1-1712 and 58.1-1717.1, the governing body of any county and the council of any city may (i) impose a city or county tax in an amount equal to one-third of the amount of the state tax on the probate of a will or grant of administration on the probate of every such will or grant of administration and (ii) charge a $25 fee for the recordation of a list of heirs pursuant to § 64.1-134 or an affidavit pursuant to § 64.1-135, as provided in § 58.1-1717.1. (Code 1950, § 58-67.1; 1960, c. 60; 1984, c. 675; 2010, c. 266.) § 64.1-134. List of heirs. Every (i) personal representative of a decedent, whether such decedent died testate or intestate, at the time of his qualification, and (ii) proponent of a will where there is no qualification of a personal representative, when the will is presented for probate, shall furnish the court or clerk where he qualifies and the clerk of the circuit court of the city or county where real estate that is an asset of the decedent's estate is located, a list of heirs under oath in accordance with a form provided to each clerk of court by the Office of the Executive Secretary of the Supreme Court or acomputer-generated facsimile thereof. If there has been no qualification of a personal representative within 30 days following death, a list of heirs, made under oath in accordance with the form provided to each clerk or a computer generated facsimile, may be filed by any heir at law of a decedent who died intestate. The clerk shall record such list in the will book and index in the name of the decedent and the heirs. Such list so made and recorded shall be prima facie evidence of the facts therein stated. The cost of recording such list shall be deemed a part of the cost of administration and be paid out of the estate of the decedent. Such personal representative shall not receive any compensation for his services until such list is filed unless he files an affidavit before the commissioner of accounts that the heirs are unknown to him and that after diligent inquiry he has been unable to ascertain their names, ages or addresses, as the case may be. The list of heirs filed pursuant to this section shall reflect the heirs in existence on the date of the decedent's death. If there are any changes as to who should be included on the list of heirs, an additional list of heirs shall be filed that includes such changes. (Code 1950, § 64-127; 1954, c. 182; 1968, cc. 384, 656; 1984, c. 339; 1994, c. 327; 1998, c. 610; 2010, c. 585.) P76 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 08-17-2010 14 Public Hearing-Proposed Amendment to 21-13.1 of the Pittsylvania County Code -Enforcement of ACTION: INFORMATION: Charges and Fees Yes CONSENT AGENDA: SUBJECT/PROPOSAL/REOUEST: ACTION: INFORMATION: Amendment for Charges and Fees STAFF CONTACT(S): William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Pittsylvania County Board of Supervisors passed Chapter 21 of the Pittsylvania County Code in 1975, establishing the Pittsylvania County Water & Sewer Authority. Chapter 21 describes the service area, jurisdictional requirements, general operation and fees for the Pittsylvania County Service Authority (PCSA). DISCUSSION: Currently the Service Authority is having difficulty with individuals illegally or improperly drafting water from fire hydrants owned by the PCSA. Therefore this public hearing is held to change the enforcement of charges and fees by adding Section 21-13.1 of the Pittsylvania County Code, establishing the lawful use and illegal use of fire hydrants and metering devices and other equipment that operates a public water or sewer system in Pittsylvania County. See attached hereto proposed amendments to Section 21-13.1(a),(b),(c), and (d) for public hearing and approval by the Pittsylvania County Board of Supervisors. RECOMMENDATION: Staff recommends the Board of Supervisors, hold the required public hearing, approve the amendments to Section 21-13.1 of the Pittsylvania County Code, Unlawful and Illegal Use of Fire Hydrants and Penalty Fees. This requires a roll call vote by the Board. P77 PUBLIC HEARING NOTICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday August 17, 2010, at 7:00 p. m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 21-13.1, Enforcement of Charges and Fees, of the Pittsylvania County Code. The proposed amendment would establish lawful use and illegal use of fire hydrants and set required penalty fees. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a. m. to 5:00 p. m. for public viewing. P78 Star - 'Tribune August 49 2010 ~u~~~c ~~~~~~ ~®-~~c~ The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the General District Courtroom located on the second floor of the Edwin R. Shields CourthouseAddition in Chatham, Virginia to receive citizen input on the proposed amendment to Chapter 21-13.1, Enforcement of Charges and Fees, of the Pittsylvania County Code. The proposed amendment would establish lawful use and illegal use of fire hydrants and set required penalty fees. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a.m. to 5:00 p.m. for public viewing. P79 Star -Tribune July 28, 2010 PUBLIC HEARING N®TICE The Board of Supervisors of Pittsylvania County will hold a public hearing on Tuesday, August 17, 2010, at 7:00 p.m. in the General District Courtroom located on the second floor of the Edwin R. Shields Courthouse Addition in Chatham, Virginia to receive citizen inpul on the proposed amendment to Chapter 21-13.1, Enforcement of Charges and Fees, of the Pittsylvania County Code. The proposed amendment would establish lawful use and illegal use of fire hydrants and set required penalty fees. A full text and map concerning this public hearing is available n the office of the County Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday from 8:00 a.m. to 5:00 p.m. for public viewing. P80 Exasti~ SEC. 21-13. ENFORCEMEN'>c OF CI3ARGES AND FEES. The owners of all houses, buildings or properties used for human occupancy, employment, recreation, or other purposes, presently existing or constructed subsequent to the installation of the hereinbefore described water and sewerage systems and situated within the project areas of the Authority and a butting on any street, alley, right-of--way or easement in which there is located a public sanitary sewer and/or water main at a distance not greater than two hundred (200) feet from such houses, buildings or properties, shall be required to install suitable toilet and other disposable liquid waste facilities therein and to connect such facilities directly with the public sewer and water main. No public water main or sanitary sewer line or systems shall be constructed along any street in the Service Area until at least fifty one (51) percent of the property owners fronting the street, road or highway shall have agreed to or petitioned the Pittsylvania County Service Authority for such water or sewer service. Where such construction is agreed to or petitioned for by the property owners, the feasibility and advisability to construct such water or sewer lines or systems shall be determined by the Pittsylvania County Service Authority. If connection is not made to the systems upon the completion of the particular system, the owner, occupant, or tenant shall have thirty (30) days to connect to the system. In the event the connection is not made at the expiration of such thirty (30)-day period the connection fee is then due and payable to the Authority the same as if the connection had been made. A service charge applicable to the property, as if the connection had been made, shall begin to accrue as of the expiration of such thirty day period and shall be payable to the same as if such connection had been made as of that date. The above stated rates and charges shall be subject to increase or other adjustment to the extent found necessary. P81 roposed SEC. 21-13.1 UNLAWFUL AND ILLEGAL USE OF FIRE HYDRANTS AND PENALTY FEES. A. Any person who (i) tampers with any metering device to the facilities owned by the Pittsylvania County Service Authority (PCSA) or as set forth in Section 18.2-162, of the Code of Virginia, 1950, as amended or otherwise intentionally prevents such a metering device from properly registering the degree, amount or quantity of service supplied, or (ii) diverts such service, not owned or controlled by any such company shall be guilt of a Class 1 misdemeanor. B. Any person who willfully and maliciously (i) diverts any public wastewater or sewer line or (ii) diverts or wastes any public water supply by tampering with any fire hydrant shall be guilty of a Class 2 misdemeanor. C. The court may order restitution for the value of the services unlawfully used and for all costs. Such costs shall be limited to actual expenses, including the base wages of employees acting as witnesses for Pittsylvania County, and suit cost, and the amount shall not exceed $250.00, excluding the value of the service. D. Any person who shall intentionally destroy or damage any facility of the PCSA or as identified in Section 18.2-162 of the Code of Virginia, 1950, as amended which is used to furnish water service to the public, shall be guilty of a Class 4 felony, provided that in the event the destruction or damage may be remedied or repaired for $200.00 or less such act less such act shall constitute a Class 3 misdemeanor. P82 \EW 3iJS~ESS I'ITTSYI..VANIA C®UNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Request for Easement -Jeff D. Guill and David W. Moss, Jr. SUBJECT/PROPOSAL/REOUEST: AGENDA DATE: 08-17-2010 ACTION: Yes CONSENT AGENDA: ACTION: Utility Easement STAFF CONTACT(S): William D. Sleeper ITEM NUMBER: 15 INFORMATION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The Pittsylvania County Board of Supervisors owns a compactor site near the Chatham Middle School. That property is currently serviced with water and Mr. & Mr. Jeff D. Guill, and Mr. & Mrs. David W. Moss, Jr. are requesting additional water service to their residence properties, which are adjacent to the County's compactor site. DISCUSSION: The 2 citizens are requesting that the Board of Supervisors grant an easement in order for them to have the Pittsylvania County Service Authority (PCSA) to run a water line to their property. It is the recommendation of staff that the Board of Supervisors transfer a 15-foot easement to the PCSA which would allow them to run the necessary service to these individuals. § 15.2-1800 of the Code of Virginia, 1950, as amended, requires a public hearing where there may be an conveyance of any interest of real estate by the local governing body, except the holding of public hearing shall not apply to " (ii) conveyance of site development easements across public property including, but not limited to, easements for ingress, egress, utilities"; therefore the Board of Supervisors do not have to hold a public hearing to transfer a portion of publicly owned property to the PCSA. RECOMMENDATION: Staff recommends the Board of Supervisors vote to transfer a 15-foot easement at the RT 29 trash compactor site near the Chatham Middle School to the PCSA, authorize Legal Counsel to draft the required easement, and authorize the Chairman to sign on the behalf of Pittsylvania County. P83 Mr. and Mrs. Jeffrey D. Quill 381 Snakepath Road Blairs, VA 24527 (434)432-0723 Mr. and Mrs. David W. Moss, Jr. 301 Snakepath Road Blairs, VA 24527 (434)432-0175 August 2, 2010 Mr. William D. Sleeper County Administrator P. O. Box 426 Chatham, VA 24531 Mr. Henry A. Davis, Jr. Attorney at Law 10 South Main Street Chatham, VA 24531 Re: Easement to Run Water Lines Trash Compactor Site 29 North Dear Mr. Sleeper and Mr. Davis: We are writing you this letter to ask you to consider granting us an easement on the property owned by Pittsylvania County situated to the right of the fence tine at the trash compactor site fronting U.S. Highway 29 North. We are requesting this easement so we can run water lines to hookup to the Pittsylvania County Service Authority. Enclosed is a copy of a proposed survey showing said easement for your review. We have very poor quality well water and must filter our entire house through a Rainsoft Water Softening System. If you are not familiar with this type of system, it is very costly to maintain since chemicals and salt blocks must be purchased and repairs and maintenance are expensive. Our water contains a lot of sediment and iron, and if we do not use this system, the water will turn dark yellow or even red in some cases and will have a foul, rotten egg odor. At times, even with the system, the water will smell bad and have a funny taste. Even though we have been told the water is okay, we do not feet it is safe. In one particular instance, after Mr. & Mrs. Moss' system had been fixed, the repairman failed to return the Rainsoft System back to filtering the water which meant water was coming straight from the well. Within a few days, the showers and toilets were stained orange and Mrs. Moss' hair had turned orange. A load of P84 Mr. William D. Sleeper Mr. Henry A. Davis, Jr. August 2, 2010 Page 2 clothes she washed came out with stains and were ruined. This one incident showed us that if we ever had a problem with the entire Rainsoft System, we would be without water because our water quality is so poor. In January, we contacted Bennie Snead at the Pittsylvania County Service Authority, and he advised us he would set up water meters for us on the right hand side of the fence at the dump site on U. S. Highway 29, provided that we obtain an easement from the Pittsylvania County Board of Supervisors, or from Mollie Holmes, who owns the property to the right ofthe dump site, to run our own water lines. We have contacted Mollie Holmes, and she indicated that she did not want to grant us an easement because she felt it would adversely affect the value of her property. We are willing to pay all costs involved in having the water lines run and agree to be fully responsible for them. Also, we agree to pay the county fair consideration for the easement. This very small strip of land, which is currently not being used for anything, can make a very big difference in the quality of our lives. We would greatly appreciate your help and consideration in this matter. Please contact us when you have had the opportunity to review this matter. b D VID W. MOSS, ~, TACEY SS Enclosure P85 I / l I ' I /// Ob~ / ~ y' / ' ~l '~J // ~~MrN / ~ll ,db% / p~NO-~ a / ~~ J' // YWNC06~ CV' // (N] J ~1`IamQ / / ~ ~ / ~~ / \ ~a 5~ ~cnr~~ / / ww // o~~ c~~ / / ~ / oNC~o~ ~~ / "' ~ / / k iM ~ W / 1 q ~ ~~" `` `' ~t9 r / D ~`. ~2 / 1-- Z ~ N t r ' tl. ~ M ' "~ ``''~ ! ; ~ oam ~ '~ ~ ~ ~ O~h~d J 'mss •~ wS 1 M .4 ° M ~ ~ ~ ` ys'~. ~' .. ~!!~ 1.,, ?' , TO 0 ANA zSNa~ ~ ate'' ° fB \ tNK fENC ,. a o c~9 0 ~ ~ ~.''~~~~ 2C3 Hti~HwAY v.s• ~ ° VARVA6~-~ R~W d TO CHATMAµ 3 0 N F- M O t= to , O c0 Z O P86 PIT'TS~'~,~~I~~ C~L?~TY Boal•d of Supervisors )E~)E~j,T~TV)E S~,TIVIMf~~~ AGENDA TITLE: Chatham Southern Railway Depot Restoration -Phase II & III AGENDA DATE: 08!172010 TI'EM NUMBER: SUBJECT/PROPOSALlREQUEST: Change Order #4 Revised -Thor, Inc. STAFF CONTACT(S): Mr. Sleeper and Mrs. Mills ACTION: Ycs 16 INFORMATION: CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: ' BACKGROUND: The construction contract for the Chatham Southern Railway Depot Restoration -Phase II & III was awarded to Thor, Inc. at the November 17, ZOQ9 meeting of the Board of Supervisors. The contract amount is $350,000, Notice to Proceed was issued December 23, 2009 with work to commence on or before January i 1, 20 i 0. The date of substantial completion is July 12; 2010. The original contract plus proposed change orders 1, 2, and 3 total $362,402. Note: The original contract with Thor; .Inc. was for $350;000, which included $25,000 for contingency. The grant awards for Phase II & III total $557,000 in VDOT Enhancement Funds. I)IS~LTSSI~~i~i Attached hereto, you will find a copy of change order #4 Revised -submitted by Dewberry and Davis on August i0, 2010. !`his change order totals $37,438: i) Credit for unused portion of allowance for masonry pointing: ($14,000); 2) Construct new parking tot, site lighting, and fence parallel to railroad tracks: $76,438 31 Reduce contingency allowance: ($25,000). The new contract sum including this change order will be $424;840. RECQMiv;ll'v~`[~A~`I®1!: Staff recommends the Board of Supervisors approve change order #4 for Thor, Inc. in the amount of $37;438 pending approval of the Department of Historic Resources and VDOT. P87 m Document G701'" - 2001 Change Order PROJECT (Name acrd adrbess): CHANGE ORDER NUMBER: 004 Revised Renovations to the Chatham Southern DATE; August 10, 2010 Railway Depot -Phase II & 111 106 Depot Street Chatham, VA 24531 TO CONTRACTOR (Nome and address): ARCHITECT'S PROJECT NUMBER: 50019121 Thor, Inr. CONTRACT DATE: December i6, 2009 P.O. Box 13127 CONTRACT FOR; General Construction Roanoke, VA 24540 OWNER: ARCHITECT: CONTRACTOR: FIELD: ^ GLENN GILES: THE CONTRACT IS CHANGED AS FOLLOWS: (Include, n~rere upplica6le, any undisputed amount attributable to previoush~ executed Constr-uctfmt Cbarrge Dir•ertivesl 1. Credit for unused portion of sllotvance for masonry pointing: (S 14,000) 2. Construe new parking lot, site lighting, and fence parallel to railroad tracks: 576,438. 3. Reduce contingency allowance :525,000). The original Contract Sum was S 350,000.00 Tile net change by previously authorized Change Orders $ 37,402.00 The Contract Sum prior to this Change Order was $ 387,402.00 The Contract Sum will be increased by this Change Order in the amount of S 37,438.00 The new Contract Sum including this Change Order will he $ 424,R40.00 The Contract Time will be unchanged by Zero (0) days. The date of Substantial Completion as of the date of this Change Order therefore is July 12, 2010 NOTE: , NOT VALID UNTIL SIGNED BY THE ARCHITECT, CONTRACTOR AND OWNER. Dewberry & Davis, Inc. Thor, Inc. Pittsylvania County ARCHITECT (Firm name) CONTRACTOR (Firm nrnnel OWNER (Firm Home) P.O. Box 1509, Dattvitle, VA 24543 P.O. Box 13127, Roanoke, VA 24540 P.O. Box 42G, Chatham, VA 24531 ADDRESS ADDRESS ADDRESS BY (Sigrra-ure) BY {Sibnrntrrrej BY (Srgnatuve) John J. Ranson Mike Sexton William D. Sleeper (l japed name) {Typed name] (Ti ped name) DATE DATE AIA Document GT01 T" - ZOD1. Copyright ~ 1979, 1987.200D end 2001 by The American trrsGtute of Architects. A!I rtghts reserved, WARNING: This AIA~ Documerd Is protected by U.S. Copyright ~~ and IntematMnal Trestles. Unauthorf[ed reproductbn w dlstrlbutbn or the AlA° Document, or any portion of R. may result in sovore ¢ivtl and criminal penakles, and wql ha prosecuted to the mattlmum ertent possiGle under the leer. This document was produced byAlA software at 1 i:5d:52 on OBI? 1/2010 under Order No.5682893524 1 which expires on 06130/201?, and is rrot for resale. User Notes: (1737283272) P88 P. ®. fox 13127 _ Roanoke, V~- 2031-3127 Number: 13.1 Te1:540-563-0567 Date: "J4~',^~7/19/10 Fax:540-563-0577 Project Name: I Location: Renovation to the To: Dewberry 8 Davis Inc Chatham Southern Railway Depot Attn.: John Ransom Phase II 8 IH Address: P.O. Box_ 1_509 __ _ __ __ _ Danville, Virginia 24543 ' Project Number: 2917 Tel: 434-797-4497 Fax: 434-797-4343 Date Ot Existing Contract: December 16, 2009 ®i ~ ® - - - ------ -- - ' Reducing the brick point-up allowance __________ _______ the current contract brick point-up allowance, $10/sf x 3,600 sf = $36,000 - - --- by reducing the extent of the pointup_to filling in any holes -including removing wood plugs __($14,000.00)'; and nails - or gaps, "buttering" joints as needed to blend areas while leaving the existing _ _ ___' mortar in place. Thor can reduce the square foot allowance from $10/sf to $5lsf for 3,600 sf "' _ __ __ __ the cost was just over $6fsf _.__ _ _ . ___ , "we interpret 3,600_sf to be the entire exterior of the building and will perform this point-up _. accordingly over the entire exterior of the building_ __ t Note: Approval of this Change Order become part of and in conformance with the existing contract. !efVe Agree hereby to make the change(s) specified above at this price: ~~~ ($14,000.00) Authorized Signature: 'Authorized Date: Accepted-The above price and specifications of this Change Order ACCePtanCe 'Proposal are satisfactory and are hereby accepted. This accepted Date' '.Change Order Proposal shall be turned into a Change Order to the 'Contract Agreement and shall change the Conlrad Amount and Contract Time according to the proposal alcove. All work to be performed under Client .same terms and conditions as specified in the original contract unless otherwise stipulated. Signature: , P89 `TFi~R 1PiC~3RP®~TE~ P. 4. fox 13127 Roanoke,l/A 24031-3127 Te1:540-563-0567 Fax:540-563-0577 CHANGE ~~tDER ~R®P®s~. Number: 16 Date; 7/28/10 Project Name: !Location: To: Dewbeny 8 Davis Inc _ Chatham Southern Railway Depot Attn.: John Ransom _ Phase II & lil Address: P.O. Box 1509 _ _ _ Danville, Virginia 24543 Project Number: 2917 Tel: 434-797-4497 Fax: 434-797-4343 Date Of Existing Contract: December 16, 2009 :Please find our attached breakdown of our proposal for completing the new asphalt and fencing for the Chatham Southem Railway Depot Project. Our proposal is based on new sheets C1.01 Parking Lot, 7115!10 `and A1.01 Fence Details, Gate Details, Light Post Base Detail 7!15/10 $81,238.00 there is an allowance included for three (3) 100 watt antique street lights with 96' poles -see Shively Quote 6" of aggregate base is included for the new asphalt, this cost can be reduced based on ~ _ (-tbd)~ ~salvaginglrewortcing the existing base and the savings passed on to the Owner. T The fence detail indicates an uncommon post size, if a more common size -either 2"x2' ($4,800.00) or 3`x 3" -there would be a cost savings AL: .dQ Note: Appro dal of this Change Order become part of any conformance with the existing contract. ~ ~ ~ `We Agree hereby to make the change(s) specified above at this price: ~"~ $8.8® ~~, ~~~. ®d Authorized Sistnature: Authorized Date• Accepted. The above price and specifications of this Change Order Acceptance .Proposal are satisfactory and are hereby accepted. This accepted Date: 'Change Order Proposal shall be fumed into a Change Order to the Contract Agreement and shall change the Contract Amount and Conlred -Time according to the proposal above. All work to be performed under CI lent 5ama terms and conditions as specified in the original contract unless otherwise stipulated. Signature: P90 GENERAL CONTRACTOR ESTIMATE FOR CHANGE ORDER OGS-30-200 GC-1 (Rev. 09!04) Project Code: 217-16814 Gotteral Contractor. Thor Inc Agency: Pittsytvania County Change Description: cop #16 NEW Asphalt and Fencing Project: Renovation to the Chatham Southern Raittnray Depot -Phase II 8 III GENERAL CONTRACTOR D{RECT COSTS Scope Description Direct Labor Direct Mate-lal Direct E ui ertt DGeet Labor HouNy Waga Totat Material Totel Equipment Total kam Qty Hours 7otai Direct Rata, ExN. Labor Cost Material Co6t Equipment No. Deaeri~tion Quentittr Unite Pw Unll Lebor Hours Texas 8: Ins. Cost Par Unit Cost Per Unk Cost _ 8 A C D E F=CxE G H=F:G __ I J=Cx1 K L=CxK __ 1.01 artxwl stops 6 OD wd, _ 0.50 3.00 525.00 575.00 5150.00 5900.00 _ ` ^80.00 -- 1 _02 tlano oxhOng fonc¢_____________ ~.. _.-_. x00.00 0 ^" ~__ 0.03_ ' __._ _.12_W .-___825.00 ~.. lu00.00 50.00 Se,ae $160.00 1.03_ _ 000 earn _ 0.00 0.00 - 50.00 _ 50.00 50.00 50.66 ~ SD.00 f0.00 _1.04 hantlEra~¢ign w ~ 1.00 aull - 3A0 _ ~ 3.06 125.00 V ST5.00 5100.E 5700.00 820.OD _ 520.00 1.05 s9pho11 atrr~p i_ 1.~ otleh - x.00 4,Op __ 825.00 5100,00 820000 5200.00 St00.00 $100,00 1.06 8'smowalk•t~spuata feel 1.00 each 20.00 _ 20.06 825.00 5900.00 $150.00 _ 5750.00 520.00 __ 520. W 1.07 --- - --- 0.00 50.E ~- 50.00 _ '-- 5000 1.08 - . _ ~.- 0.00 50.00 - te0.00 -~. 80.x. _ 1.09 Subtotal from Eetitltata Contitloatbn 8heoks SO.gO °: ', .' Se.oO "~ _ SO.oo 1.97 SuDtOtal (3/T) Direct COSffi: 1.98 TaxCaii118ur81ite: 1.49 Totst Direct Coats FlCA FUI, SUI, a tM1bNm¢n¢' tamp. at SuNolat Lobor 33,00% X of Cam t.07H Total Labor f1A50.OD' 5346.50 51.39b.50 Subfarnl Statq Sntr, Tax e S% Totol Mat9 51,350.00 587.50 fi.at7.so :wel¢!a1 Equtp. SW cs Tax ~ 59< Total E ui _._ SIOO.UO Si5.09 53t5.W SUBCONTRACT COSTS Kam Subcontractor Name Ne. (Liss totals from attectted SGt forms) Total Cost A 8 C _ 2.01 LH Samyer PmN9 Cn 7R71t0 f29,S5000 - T.02 _ ~ 2.03 Cav¢wccwonvgp7mno - f2s.e~ro 2.D4 ___ _ __ _ 1_R5 SMrtlyALLOWAA'CE 7RBN0 ~! ~ _ _ ___ _ E11,70D.00 2.06 2.07 -- 2.08 2.09 __~ __..__._____w____...__ _ __..~____ 2.44 TeffiI Subcontract Costs 569.65D 00 t SUMMARY Item No. Desch lion Totat Cost 3.01 Total Direct Ltibor Cost Gam t99H 51,3.90.50 3.02 Total DltaGl Material Ci0$t Item t.99J St,477.50 3.03 Ta1at E ul ment Cost fpm 7.9f'L S3t5.00 3.04 Sublatel 3.01.3.02+3.03 53,125.00 3.05 Overrtead and Profit 15%xnem 3O/ 5469.5$ 3.08 _ SSII7t0181 3.04+3_l~i _ $3.54H.35 3.07 SubconiratSOr COST item298 _ 360.850.00 3.08 _ GC Malku On SI$conltBdOr 107n x ham 307 56.Y65.00 3.09__ ~ Subt0381_ J~•3.OT•3.~1 _ -- ~ Sa0,433.35 3.10 Ad9liwxal Bond Cost ~' 5566.33 3.48 Totat Chango Order Coat 13.09+3.10) Sitt,237.68 SubmFNed By Name: Mike Saxtm Signature: TiBe: Ttror Inc Projttf ManaOCr Date: /R8721110 1 new reviaam:tl the cm~s proposed arc! 6ntl 1QOen m Do r¢S5¢nea12 (as Oroyesatll (as marksai. ArE S~natur¢: P91 67-23-i0;id:'~5 563051,' 2i .. ~. [oviness dVeldirs~ lnc, .~ oAre; ~iz3ito 1921 Power Street, Roanoke VA 24013 a0 Phone (540)427-5507 Fax (540) 427-039( LavWcid®gmatl.com Proposal Prepared fnr:THOR Inc. Regarding :Train Depot Fence - QTY DESCRIPTION UNITPRIGE LINE TOTAL 460 ` Fabrlcate,paint,and instaN according to drawing's $60.00 $27,500.00 Fence Qnty. 3 Bought,Fahricated,and installed according to drawing's $1000.00 $1000.00 Gates Option #2 We could use a picket that is already made,and a more $50.00 $23,000.00 common size past Nke 2"x2" or 3"x3".This would cut down 460 ' on some of the cost. Fence ___ _ _ Qnty.3 Bought,Fabrlcated,and Installed $800.00 $@00.00 Gates All work Is guaranteed fot a Nme flame of one year from the time it's installed) We use Sherwin W ililams DTM paint on ail our products! SUBTOTAL; $N/A SALES TAX: $ Included TOTA9.: $N/A e This is a quo[atlon on the gaoQs named, suDlect w the conditions noted below; 7o accept this quotation, slan here and r®tvm: _„- „ P92 07/27/2010 17:22 5403692725 LH SAWYER PAVING PAGE 01:81 ;;`3 PAX BZD CORM L ATTN: >~CItE 9ER'SON H i. H. SAWYER PAVIWG COMPANY, INC. 496 Glsnmore Drive Salem, Virginia 24153195 `~ Phony (540) 389-2768 a Fax (540) 389-2725 C~ Class A Confractor - 2701 0o6727A 71 z7 / t o CHATHAM RArL It0[~D DLPOT ENxRA19CE WEI~TSHFAD ST, , C}i~,TH.AM A) CONSTRUCT APPRO%. 930 SQ, XD5. OF I3SGI RAVEMENT 1) 6" OE AGGREGATE BASF. 2) 2" OP ASPHALT StJR~'AC~i TOTAZ $29,550.00 ~~ ~`+/ctJ~/ STAATLEX H. PUCKETT P93 .Murtinsvilte 296-638-3800 Rocky Mount 540-483-7131 "°"'~'° Shively Electrical ~'o>ytpany, Inc. ~~~ t~ 1023 K'im8a/1 Avenue, N.E. Roanoke, VA 24016 ' ~~ ~?~`~ Phnne 540-344-5500 Fax 540-344-4500 ~~~T ~ E-ssail: msnos~shive!>velectiic.coni QUOTATION T'o: Thor, Inc. Date: July 28, 2010 Attn: Mike Sexton Phone:540-563-0567 Fax: 540-563-0577 From: Tommy Amos Re: Chatham Railroad -Site Lighting Provide labor and materials to install three (3) I00 watt antique street lights with 16' poles on concrete pole bases. Time clock control is also included. Fixtr~res allowance ....................... ~6, 900.00 cop ttl6 Shively q1007287hor-ChatharnRRSiteLtg-cb Pole Bases .....................................2,100.00 Materials & Installation ............... 2 700.00 Total Price ........................ 11 700.04 P94 PITTSYLVANIA C®iJNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Town of Chatham Contract /Engineering Services for Olde Dominion Agricultural Complex (ODAC) 08-17-2010 AGENDA DATE: ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: ~ 17 SUBJECT/PROPOSAL/REQUEST: Contract and Services for Water STAFF CONTACT(S): William D. Sleeper ATTACHMENTS: INFORMATION: INFORMATION: Yes REVIEWED BY: f ti BACKGROUND: The Pittsylvania County Board of Supervisors applied for a Tobacco Indemnification Grant to run necessary water and sewer from the Town of Chatham to the ODAC on RT 20 North. In the process of designing and proposing the construction of the water line and sewer line, difficulties have arisen concerning pressures of the water service. DISCUSSION: The Health Department is requesting the Town of Chatham to upgrade water pressure on their northern end of the Town that services the area for the ODAC. Attached hereto is a draft contract signed by the Town agreeing to activities identified by the Town and requesting the County to provide services and items to allow the development of the station. See attached memorandum. RECOMMENDATION: Staff recommends the Board of Supervisors set a public hearing to approve the intergovernmental agreement between the Town of Chatham and Pittsylvania County and the Pittsylvania County Service Authority. P95 PITT~YL~TAIA C®ZJTY VIRGINIA .~'t s Y L v9 ti ~t William D. Sleeper ~¢ -yam Phone (434) 432-7710 County Administrator c ~ ~ p Fax (434) 432-7714 P.O. Box 426 a c Chatham, Virginia 24531 ~ ~.4. o ~ ,Y Gretna/Hurt (434) 656-6211 J\ ,i ~ Bachelors Hall/Whitmell (434) 797-9550 dan.sleeper@pittgov.org \ 1767 Memorandum To: The Honorable Members of the Pittsylvania Co ~t Board of Supervisors From: William D. Sleeper, County Administrator Date: August 13, 2010 Subject: Water and Sewer Service to the Olde Dominion Agricultural Complex building County Staff applied to the Tobacco Commission for funding necessary to pay for the engineering and construction for a water and sewer line from the Town of Chatham to the Olde Dominion Agricultural Complex (ODAC). The intent was to provide water and sewer service at the time the grant was applied for. Water service would be provided from the current water tank at the medical center on RT 29 and the pump station would pump sanitary sewer from the ODAC back into a gravity sewer at the Town of Chatham, and the Town would treat the effluent. A number of problems have arisen since the design work has been completed by Reynolds-Clark and the contract awarded to Martin Trenching of Martinsville to install the water and sanitary sewer. To meet the current requirements for the ODAC, we could install the water and sewer as designed except the Health Department will not approve the service through the Town of Chatham due to the health needs of improving the water pressure at the north end of the Town. In addition, because of its size, the ODAC facility must be sprinkled for fire protection. This requires an additional 12-inch line and water pressure necessary to provide the fire protection. The original booster station designed by the County came from the water tank on RT 29 at the medical center. If we move the booster station back into Town in order to improve the necessary water pressure in Town, there is an increased cost; copy attached hereto showing the $158,000 cost, which is an increase of $91,000 from the current bid award. In addition, there is an additional engineering cost of approximately $3,045 in order to do the work to have necessary temporary service to the ODAC so that it may open on time on November 15, 2010. With the revised booster station and construction requirements in Town, the actual booster station and water line will not be completed until next spring 2011. The cost for the necessary engineering of the revised booster station is incorporated in the July 7, 2010 letter from Reynolds-Clark and the costs on the July 29, 2010 P96 Amendment No. 2 for civil engineering design totals $38,920 is incorporated in the $91,000 increase for this station. Because the service area belongs to the Pittsylvania County Service Authority (PCSA), they must be a party to the contract with the Town, agreeing for the Town to be able to take over the service of the area north of Chatham and receive revenue from the customers in that area. If the Board of Supervisors agrees to build the necessary station and to work with the Town and the PCSA to transfer the service area and increase the water pressure to the northern Town system, the Town will be required to pay back the cost of the increase from the current contract totaling $94,000. If we require a 5-year payback, it will be approximately $20,237 per year; if we require a 7-year payback, it will be approximately $14,526 per year. As County Administrator, I will be meeting with the PCSA on Monday, August 16, 2010, to discuss this project as well as other projects working towards the benefits of citizens of Pittsylvania County. If the PCSA agrees to this transfer, or has an option of funding such that the PCSA may reduce payments to the Town for the amount of the cost to the booster station improvements, I will bring that back to the Board on Tuesday, if it is a viable option. Outside of that option, it will be staff's recommendation that the Board of Supervisors fund the necessary funding to do the design and engineering of the pump station and provide the required engineering for temporary service to the ODAC from unappropriated General Surplus, which can be returned over a period of 5-7 years, with the required 2.5% interest per annum. 2% is the rate currently received by the County from local banks on our investments, plus 0.5% administrative costs. WDS/rf P97 ~® ®~ Mayor 16 Court Place Town Council GEORGE O. HALEY PO Box 370 ALVIN R. CRIDER Chatham VA 24531 CUNDIFF C B Clerk-Treasurer 434-432-8153-Office . . J. DAVID COTHRAN 434-432-4817-Facsimile JAMES H. MCDOLE chathamva@con7.cast.net JOSEPH H. ROGERS www.chatham-va.gov ROBERT B. THOMPSON Director of Public Works ROY BYRD, JR. ROBERT H. HANSON July 2S, 2O1 O Mr. Dan Sleeper Pittsylvania County Administrator PO Box 426 Chatham VA 24531 Subject: Agricultural Center -Possible Booster Station Relocation Dear Mr. Sleeper, This letter confirms an email provided your office on 26t1' of July by Mr. Joe Rogers, Chairman of our Water and Sewer Committee. It is being provided for your use in discussions with the Board of Supervisors in case more formal correspondence is needed on this issue regarding the position of the Town of Chatham. In called session on July 26, 2010 the town council tonight authorized the Water and Sewer Committee to negotiate the relocation of the Ag Center booster station and authorized using a funding method as proposed in the joint town, county and PCSA meeting of July 22, assuming the board of Supervisors grants approval. A copy of a draft memorandum of agreement has been provided your office by the 26 July email message and is deemed acceptable as a basis for undertaking negotiations though it is not considered binding on the negotiation process. In discussions with the town's consultants, it has been determined that the two possible sites previously discussed on 22 July on town property (on Spruce Hill) are not feasible in that a booster station in either location may overprosSuTe the lines to the south. The preferred location of the relocated booster station is north of Hoditott Mill Road and south of Central Elementary School. The Community Action site or sGhoo~ sits tray be options. Also, the industrial park area was mentioned in the town. meeting but we hays pq evaluation on that site. We stand ready to work to resolve this issue. We hops that we can reach an agreement on relocating the booster station to the benefit of both the town and county. eiy, ~~. eorge Haley Mayor P98 ~® ®~ Mayor 16 Court Place Town Council GEORGE O. HALEY PO Box 370 Chatham VA 24531 ALVIN R. CRIDER Clerk-Treasurer 434-432-8153-Office C.B. CUNDIFF J. DAVID COTHRAN 434-432-4817-Facsimile JAMES H. MCDOLE chathamva(u~,comcast.net JOSEPH H. ROGERS Director of Public Works www.chatham-va.gov ROBERT B. THOMPSON ROBERT H. HANSON ROY BYRD, JR. July 26, 2010 MEMORANDUM OF AGREEMENT ESTABLISHING AN AGREEMENT BETWEEN T®WN OF CI~ATHAM AND PIT'I'SYIL,VANIA C®iJN'TY I. PARTIES This document constitutes an Agreement between the Town of Chatham, hereinafter called the "TOWN", a public governing body in the County of Pittsylvania, and Pittsylvania County, hereinafter called the "COUNTY". II. PURPOSE In association with the Olde Dominion Agricultural Center Water and Sewer Extension project, the TOWN is requesting a cost sharing structure to relocate a water booster pump station to the edge of Chatham, VA to resolve the pressure issues that currently exist for the northern area of the town. Both parties understand that utilities to serve the agricultural center are already contracted to be constructed, and that the purpose of this Memorandum of Agreement is to relocate a water booster pump station closer to the town from its originally designed location at the Medical Center Tank. Pursuant to this Agreement, the TOWN and the COUNTY will share the cost to relocate the water booster station to the edge of town, at the assumption that the TOWN will pay back the COUNTY for their portion of the shared cost at a predetermined amount for a predetermined amount of time. The relocation of the water booster pump station is necessary and essential to resolve the low pressure issue in the northern part of town, which has been identified as a problem that must be resolved by the TOWN. The Virginia Department of Health has identified that this issue be resolved within one (1) year if the booster station is located at the Medical Center as currently designed. Both parties acknowledge that absent the Ag Center project, the low pressure issue would not need to be addressed within the one year timeframe and that the town does not have the funding to rectify the problem in one year of the booster station is located as designed. The TOWN has determined that the water booster pump station cannot be relocated without the participation of the COUNTY because the TOWN does not have the funds to afford the differential cost. P99 III. MUTUAL INTEREST OF THE PARTIES The relocation of the water booster station is of mutual interest to both parties because it is in the best interests of the citizens of the community. IV. RESPONSIBILITIES OF BOTH PARTIES The TOWN agrees to perform the following activities: • Assume responsibility for the service area of the northern part of town; • Assume responsibility for the water booster pump station including operation and maintenance; • Receive the revenues from the new service area; • Pay back its share of the costs to the COUNTY at a predetermined rate over a predetermined amount of time. • Work with the county to locate a site which is mutually acceptable. The COUNTY agrees to perform the following activities: Transfer to the town the service area of the northern part of town; Give up the revenues generated from the service area of the northern part of town; Share the costs associated with relocating the water booster pump station. This Memorandum of Agreement will be effective on Town o h am Title: Address for givi otices: ©~a ~ ~2 Pittsylvania County By: Title: Address for giving notices: P100 L7 L MEN7 tVC. July 7, 2010 Mr. Joe Rogers, Town Councilman Town of Chatham 16 Court Place PO Box 370 1 Chatham, VA 24531 Re: Olde Dominion Ag. Center Booster Pump Station Dear Mr. Rogers: As discussed in our meeting on June 24, 2010, we have evaluated the cost difference of moving the proposed water booster pump station from the proposed location of the Chatham Medical Center to an area in the Town of Chatham. This will increase the service area, provide more pressure in the northern part of the Town and take the Medical Center tank out of service. The following table shows the approximate cost differences between the systems: _Approximate Cost Comp arison* Existing Design @ Medical Ce nter Property Proposed Design ~ Community Action Property Items that can be deleted Price ltem Price 3-Phase Power Unknowtl at 3-Phase Power - $ 0 this time already at Community Action Site 860 LF of 4" & 12" Pipe $ 29,920 RPZ ct, Medical Center $ 20,000 2 domestic pumps - 10 hp $ 15,000 3 domestic pumps - 50 hp $ 45,000 each each 1 fire pump - 40 hp $ 15,000 1 fire pump - 100 hp $ 30,000 Hydro pneumatic Tank - 422 $ 7,000 Hydro pneumatic Tat1k $ 30,000 gallons + 2000 gallons wl air compressor Engineering -Complete $ 0 Additional Engineering & $30,000 Modeling, Construction Admin. (approximate) Surveying -Complete $ 0 Additional Surveying $ 3,000 (approximate) Land Cost - no acquisition $ 0 Land Cost -purchase or Unknown at required easement for booster station this time TOTAL = $ 66,920 TOTAL = $ 158,000 Difference = $158,000 - $66,920 = $91,080 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995 f www.reynoldsdark. com P101 Mr. Joe Rogers July 7, 2010 Page 2 of 2 This cost comparison was prepared based on preliminary design and has not been approved by the Virginia Department of Health (VDH). It has not been bid in a competitive process as required by the County and Town. In preliminary discussions with VDH, a backup fire pump will not be required. VDH also indicated that a backup generator would not be required. if these items become a requirement because of regulation changes or it is determined that they will add signif cant benefit to the project, they could add significant costs to the project. The cost of bringing 3-phase power to the Medical Center site is unknown at this time and could not be factored into this assessment. The cost of land at the Community Action site or another site in that vicinity is also not known at this time. The booster pump station at the Medical Center for domestic and fire water has been designed, bid and awarded by Pittsylvania County. The contractor is ready to begin work on this project within the next week. The schedule for the Olde Dominion Agricultural Center requires fire and domestic water services to be operational by October of 2010. A schedule is attached for surveying, designing, VDH approvals and constructing the booster station in the northern part of town. This change in location would delay the project completion date to mid April, 201 1. Please contact me at 434-656-8961 or cg Iark(a~,reynoldsclark.com if you have any questions regarding this matter. Sincerely, Gretchen B. Clark, P.E. President Attachment cc: Bob Hanson, Town of Chatham William D. Sleeper, Pittsylvania County Administrator Bennie Snead, Pittsylvania County Service Authority 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995 f www. reynoldsclark.com P102 ~ - -- -- W 3 o. _ ~ ~,~ T~ ~, - s ~ ~ ~ ~; 0 d N i r> ' v ~n cD ~ co rn m ~ ro - - -- - .~ _ __- - o o ~o 0 _ 0 _. 0 .o o - . . F- ro ~ ~ c ao c~ ' c~ o ~ o n ~ ao ~ rn c D m ~ c c - L ~ N ~N 'N ~N M h ifs ~W '00 ,N '~~ ~N :N ~ 'O~ O _ (~ M M N N ro .C ~ ~ - - - W W ~ W LL W ~W W i~ C O C N . ~F '? p N LL LL ~ ~ > O O ,O ;O ~O ~O O O ~O O O r ,a :a IN N ' N ~ 'm o0 IN n ~ ~ ire ;~ N ao . N i, rn rn rn o o h Y ; ; c - ~ ® ..s' N fn N~ N T N (n T~ {~ N N N ~ ~ a ;"O ~~ i~ ' ro ~ ~~ i~ ro ro ~ ro .N o 0 o E ~ ~ ~ r r ~' C z cn ro _ N E O ~ ~ ~ C c O ~ U 7 U ~ N C N C O U U c C O O '~ , N C ro ~ N Of N ~ d ° ° ° N y O 3 `° ~' °o ° U aNi C d O y ~~ ~c ° m C O Y N '- O O ~ ' o ~ ' °- ~ a`' N ~ ro F- a (Q a ~ ~ ~ I ~ N ro ~ ~ C ~ _ N ~ a .O ~ ro ° o " a ~ o '' ~,~ ~ a ~ $ ~ ~ ,~ _ 3 :w s Q 'm m a~ yo ,o ro ~ .ro c !o E a t c ~ 'ro ~ _ _ ' N~ W ,~~ ~~ Q O ~; ~ iid c~ .. W N Q N :~ I~ ~~ ~ '~ .~ ~~'^ ro O m O j ' . E ' ro ,y o, !E ~ ~ ~ ~ ~- a E ~ ~ ~ w ~ ~ ~ ~ ro ~ z d ' ' O a[ ' o[ cn 3 Q '~ ct , cn ' O cn ~ ~ o0 . vl . o r N ~ ~ ~ ~ ~ ~ ~ _ _ __..~ .___ .~ _ __ __ _ -_ _ ~ O L (,) ~ ~ ~ N ('7 V Ln O ~ 00 m ~ ~ N N •o ro ao d ro a P103 Reyn®ds C ar July 29, 2010 Mr. Dan Sleeper County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: Amendment No. 2 to Proposal for Civil Engineering Design Services Olde Dominion Agricultural Center Water and Sewer Pittsylvania County, VA Original Contract Dated November 2, 2009 Dear Mr. Sleeper: Reynolds-Clark Development, Inc. (R-C) is pleased to submit the following amendment to our proposal to provide engineering services for the design of public water and sewer extension in Pittsylvania County (County). Our understanding of the project and our proposed scope of services are described below. UNDERSTANDING OF THE PROTECT We are currently under contract to provide engineering design services for water and sewer utilities to serve a 17 acre site owned by the Olde Dominion Agricultural Foundation. We understand that a low pressure issue was recently identified in a Preliminary Engineering Report (PER) completed by the Town of Chatham (Town). We understand that the County and the Town are working together to provide water and sewer to the new agricultural center, as well as alleviate the low pressure issue in the northern end of Chatham, VA. R-C understands that the County is requesting another amendment to our proposal for professional engineering services to relocate the water booster pump station from the Medical Center Tank to a parcel closer to the town to alleviate the low pressure issues that exist along Friendship Road. SCOPE OF SERVICES Based on our present knowledge of the project, R-C proposes to provide the following scope of services. Any item not contained in the following scope of services will be deemed additional services and will be billed accordingly. A. Revised Preliminary Engineering Report (PER) - As a requirement of the Virginia Department of Health (VDH), R-C will revise the existing PER to reflect the revisions to relocate the water booster station closer to the town, as opposed to its original 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995 f www. reynoldsclark. com P104 July 29, 2010 Olde Dominion Agriculture Center Water and Sewer -Amendment No. 2 Page 2 of 5 location at the Medical Center Tank. Further evaluation and additional modeling will have to be completed and described in the PER. The PER will include the revised scope of the project, projected service areas, design criteria and proposed costs. The future water demands will be estimated based on input from the County and the Town about proposed industries that may locate in this area, available acreages for industry and other probable land uses. Upon completion of the revised PER, R-C will submit it to the VDH for review and approval. Upon receipt of comments, R-C will respond to comments and prepare a final PER and submit it to the VDH to obtain a construction permit. B. Pump Station Boundary Survey - R-C will sub-contract surveying services to perform the necessary research, field work and computations needed to produce a recordable plat and a Topographic map of the property chosen. The plat will be used in the transferring of/or an easement on the chosen property, and the Topographic map will be used as a base map for the design and location of the water booster pump station. C. Revised Water Booster Pump Station Design - R-C will provide revised final construction documents, specifications, and calculations for a water booster pump station to serve the new Agricultural Center as well as a portion of the northern end of the Town. Per the preliminary PER prepared by Dewberry, a pump station is to be installed within the Town of Chatham limits to provide domestic and fire water at higher pressures for the portion of the system north of Pine Street. The pump station will be designed to all VDH Waterworks regulations and Town standards. The final design will include a full electrical design for the site and pump station. Plans and calculations for the pump station will be submitted to VDH and the Town for approval. The following assumptions were used for determination of this scope. Any changes from these assumptions will impact the design for this station. • Domestic pumping rate of pump station is approximately 150 GPM • Fire pumping rate of pump station is approximately 750 GPM • Regulatory agencies will not require a standby generator installed at this site • A hydropneumatic tank will be required at the pump station site. Due to the change in fundamental operation of this station opposed to the original design, the station design may be significantly different than the current design of the Ag Center Pump Station. This system will serve a significant number of domestic connections and will be a single pipe system, opposed to the domestic and fire pipe system previously designed. Also, the space limitations on the proposed site may require significant changes from the original design to fit in the new location. Anew electrical design of the station will be required due to the change in the size of the water pumps as well as the control scheme of the station. D. Revised Waterline Design- Due to the relocation of the water booster pump station, 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995 f www. reynoldsclark. com P105 July 29, 2010 Olde Dominion Agriculture Center Water and Sewer -Amendment No. 2 Page 3 of 5 revisions to the construction drawings for the 12" and 4" water mains will be necessary. The plans will be revised to remove approximately 800' of 12" and 4" waterline from the Medical Center Tank to Route 29. The existing 12" and 4" water mains along Route 29 will be designed to connect to an existing 10" water main that terminates at the entrance to the Medical Center. Also, the relocation of the water booster pump station will require additional water main to be designed from the water booster pump station to an existing water main. The revised construction drawings will be submitted to VDH/VDOT for review and approval. Upon receipt of comments, the final construction drawings will be submitted to VDH to obtain a construction permit. E. Contact Negotiations - R-C will enter negotiations with the selected contractor for the revised work to determine a price for the revised pump station. R-C will incorporate this work into a change order to the existing contract. FEES & PAYMENT POLICY Reynolds-Clark Development, Inc. proposes to provide the services detailed above in the SCOPE OF SERVICES for the following fees: A. Revised Preliminary Engineering Report $3,800 Lump Sum B. Pump Station Boundary Survey $3,100 Lump Sum C. Revised Water Booster Pump Station Design $27,500 Lump Sum D. Revised Waterline Design $1,520 Lump Sum E. Contract Negotiations $3,000 Lump Sum All services will be progress billed monthly until complete. Payment term will be NET 30 days. Invoices not paid in full thirty (30) days from the date of invoice are subject to a suspension of work until the outstanding bill is paid, and a finance charge of 1 1/2°Io per month on the unpaid balance. SCHEDULE Reynolds-Clark Development, Inc. understands the scheduling needs of this particular project. We understand that the Contractor has been issued a Notice to Proceed, and that time is of the essence. Upon receipt of a signed proposal, survey activities will be completed within ten (10) days, weather permitting. The first submittal of design plans to VDH will be made within thirty (30) days. Upon receipt of comments from review, a response will be completed within fifteen (15) days, pending no major redesign is required. 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995 f www. reynoldsclark.com P106 July 29, 2010 Olde Dominion Agriculture Center Water and Sewer -Amendment No. 2 Page 4 of 5 SPECIAL CONDITIONS AND OUALI>FICATIONS 1. Any items not specifically described in our Scope of Services above are not included in this proposal. 2. Should the scope of services as described above increase, Reynolds-Clark Development, Inc. would negotiate additional fees for services beyond those originally proposed. 3. This proposal does not include the marking of utilities by outside companies, or include the staking of any property lines. 4. The Pump Station Boundary Survey Fee is based on the assumption that the selected property will be approximately 0.5 acres or less. A property substantially larger would increase the complexity of work and require Reynolds-Clark to negotiate additional fees. 5. It is our understanding that the property is properly zoned for the intended use and no fees are included in this scope of work for rezoning, conditional use permit, or variances. 6. Owner revisions to the site plan and/or overall water demands once the first submittal is made to VDH and/or the Town are not included and would require a change order for the additional work. Each subsequent change affecting the pump station design to the original agreed-to design based preliminary layouts would be open to a change order for the additional work. 7. The County is responsible for payment of all review and permit fees, if any. 8. This proposal does not include environmental or testing services of any nature. It is assumed all meetings would take place in the Chatham area and no fees for travel, mileage, or lodging are included in this proposal. If it becomes necessary to travel outside of the area this would be charged on a time and material basis. 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995 www.reynoldsclark.com P107 July 29, 2010 Olde Dominion Agriculture Center Water and Sewer -Amendment No. 2 Page 5 of 5 Again, we appreciate the opportunity to submit a proposal for your project. Please do not hesitate to call if you have any questions or wish to discuss this proposal further. Sincerely, Reynolds-Clark Development, Inc. Gre.~e~ev~ ~~, CQa,~ Gretchen B. Clark, P.E. President `"~ G - Timothy C. Reynolds, P.E. Vice President This proposal of Reynolds-Clark Development, Inc. is accepted: Print (type) Individual, Firm, or Corporation Signature of Authorized Representative Date Print (type) Name of Authorized Representative Proposal}Olde Dominion Ag Center}Amendment 2}072910 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995f www. reynoldsclark.com P108 ~L ME~ August l 1, 2010 Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: Olde Dominion Agricultural Center Water and Sewer Extension -Temporary Water Supply Dear Mr. Hawker, We understand that the County is considering the relocation of the water booster pump station that was originally designed to be located at the Medical Center Tank and provide public water to the proposed Agricultural Center. We understand that the relocation is being considered to aid the Town of Chatham with low pressure issues in the northern part of town. Such consideration has halted the construction initiation of the water booster pump station until the matter can be resolved. We understand that the Agricultural Center is scheduled to open on Monday, November 15, 2010, and will not be able to do so without public water supply. Due to the consideration of the relocation of the water booster pump station, the contractor will not be able to meet the deadline for the opening of the Agricultural Center. In addition, if the County decides to relocate the water booster pump station, the additional surveying, design, and review will require at least three (3) months to complete, which will adversely impact the existing schedule, projecting a completion date in mid-April, 2011. Due to the adverse impact to the schedule, we understand that the County is interested in identifying and estimating the associated costs to provide a temporary water supply to the Agricultural Center while the permanent water supply is being constructed. This analysis and generation of information will requu-e several meetings with pump supply representatives and Mike Painter (Virginia Department of Health). Below is a summary of the hourly rates and estimated times that will be required to complete this work. Employee Role Rate Estimated Hrs Estimated Cost Brian Cossman Design Engineer $110.00/hr 20 $2,200.00 Chad Hodges CADD Technician $55.00/hr 5 $275.00 Gretchen Clark Design Engineer $95.00/hr 3 $285.00 Tim Reynolds Design Engineer $95.00/hr 3 $285.00 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995 f www. reynoldsclark.com P109 August 11, 2010 Page2of2 The total estimated cost to complete this work is $3,045.00. This cost is only estimated and could increase depending on the complexity of the design that will need to be completed to obtain approvals from the Virginia Department of Health. All work actually completed will be billed on an hourly basis. Upon notification, we will initiate this work and provide the necessary information for temporary alternatives to supply the Agricultural Center with water to allow them to open as scheduled on Monday, November 15, 2010. Please let us know if you have any questions. Sincerely, G~-~e~ ~~ . CQ~.~ k__. Gretchen B. Clark President 112 South Main Street PO BOX 556 Gretna, VA 24557 434.656.8961 p 434.656.8995f www. reynoldsclark.com P110 PITTSYL,VANIA C®UNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 08-17-2010 ITEM NUMBER: 18 Amended Engineering Service-Dewberry-Pittsylvania County Landfill SUBJECT/PROPOSAL/REQUEST: Engineering Services-Phase I Groundwater Monitoring STAFF CONTACT(S): !William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACIIMENTS: Yes ~ I REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County hired Dewberry engineers in January 1999 to provide the Master Plan for the Pittsylvania County Landfill and the required engineering that must be carried on annually for engineering services, groundwater monitoring, methane gas monitoring, and leachate disposal. The largest cost in engineering is basically groundwater and permit modification as different criteria changes over the various years. DISCUSSION: Attached hereto you will find a contract amendment to the original January 1999 contract for Phase I Groundwater Monitoring and Network Well Installation. The intent of this is to install 7 new groundwater monitoring wells as part of the NES Report that was submitted December 11, 2009. An additional 8 groundwater monitoring wells will be installed to meet the requirements of replacement of sentinel wells. RECOMMENDATION: Staff recommends the Board of Supervisors approve Phase I Groundwater Monitoring Network Well Installation Engineering Contract with Dewberry dated July 29, 2010, totally $65,615 and authorize the County Administrator to sign all necessary documentation. These funds are available in the 2011 budget under Solid Waste Disposal - Groundwater Monitoring; $158,938 is available. P111 July 29, 2010 :,:/; ,. j~~~ ~ 2010 ,~~ ;1 f ~`~'~ ~ Luigi i !~ Mr. Otis Hawker ( - ' ~'~~ ~' Assistant County Administrator ; ~ ~~~~ Pittsylvania County ~~, - __ ___ P.O. Box 426 Chatham, VA 24531 RE: Phase I Groundwater Monitoring Network Well Installations Amendment to Engineering Services Agreement Dated January 1.999 Dear Mr. Hawker: On May 5, 2010, on behalf of the Pittsylvania County Landfill, a meeting was held at the Dewberry & Davis, Inc. (Dewberry) office in Danville with Department of Environmental Quality (DEQ) representatives and Dewberry personnel to discuss the groundwater monitoring well network and compliance actions needed at the Phase I landfill section of the Facility. At the meeting four (4) primary topics were discussed: The nature and extent of the plume The corrective action remedy of Monitoring Natural Attenuation (MNA) 3. Sentinel well replacement. 4. Minor permit amendment UNDERSTANDING OF THE PROJECT The constituent cobalt exceeded the Groundwater Protection Standard (GPS) during 2009 routine monitoring events in MW-13. A verification event was not performed due to the fact that the laboratory results for this constituent have historically been at these levels. The risk-based Alternate Concentration Level (ACL) for cobalt was lowered to 4.7µg/1 effective January 27, 2009. The previous ACL for cobalt was 156.5µg/1. An initial GPS exceedance of cobalt occurred in MW-25 during the 2°`~ Quarter 2009 monitoring event. A verification event was performed and the exceedance confirmed. A NES Report was submitted to DEQ on December 1 1, 2009 utilizing the existing sentinel wells MW-25 and MW- 25A. In DEQ correspondence dated March 31, 2010, DEQ stated that the wells were not able to delineate the vertical plume since they are installed in a shallow aquifer. The constituent 1,1-DCA exceeded GPS during the 2009 routine monitoring events in groundwater monitoring wells MW-1 1, MW-27, MW-28 and MW-28A. A verification event was not performed due to the fact that the laboratory results for this constituent have historically been at these levels. The risk-based Alternate Concentration Level (ACL) for 1,1-DCA was Dewberry & Davis, Inc. 551 Piney Forest Road 434 797 4497 Danville, Virginia 24540-3353 434 797 4341 fax P.O. Box 1509 Danville, Virginia 24543-1509 www.dewberry.com P112 Mr. Otis Hawker July 29, 2010 Page 2 lowered to 1.9µg/1 effective January 27, 2009. The previous ACL for 1,1-DCA was 327µg/1. A NES Report was submitted to DEQ for the exceedance of l,l-DCA in MW-11 on March 12, 2010. As per DEQ correspondence dated May 3, 2010, the vertical extent of the plume is documented to exist in the deeper water zone at MW-1 1NES and as a result an additional well should be installed in the area of MW-11NES to determine the full vertical extent of the plume. The constituent methylene chloride initially exceeded the GPS during the 2008 routine monitoring events in groundwater monitoring wells MW-28 and MW-28A. These wells were initially installed as sentinel wells and the exceedances of the GPS triggered the installation of replacement sentinel wells. During the May 5, 2010 meeting it was determined that the exceedances occurring in these wells would require a NES. MW-28B was installed as a replacement well and has not detected methylene chloride. An additional well will not need to be installed to delineate the plume of methylene chloride. In order to fulfill the requirements of the Virginia Solid Waste Management Regulations (VSWMR), the installation of at least fifteen (15) additional groundwater monitoring wells will need to be installed to effectively delineate the extent of exceedances at the facility. After installation and development of the new wells, additional groundwater samples will be collected from these wells and analyzed in order to determine the horizontal extent of the plume. It is important to note that additional groundwater monitoring wells may also be required if the proposed additional wells do not adequately define the limits of the released plume. SCOPE OF SERVICES The following scope of services will be provided by Dewberry: Item I: Groundwater Wells Installation Seven (7) additional groundwater monitoring wells will be installed as part of the NES study. Eight (8) additional groundwater monitoring wells will be installed to meet the requirement of replacement sentinel wells. At least four (4) of the fifteen (15) wells will be nested in order to determine the vertical extent of the contaminant plume. The borings will be drilled using a 6-inch diameter air rotary type drill rig. The monitoring wells will be constructed with 2-inch diameter PVC piping. A PVC well screen will be installed in each well with 0.01-inch slots and 2-inch PVC casing riser pipe will run from the screened interval to the ground surface. The screen and pipe will be placed inside the borings and the annular space around the screen will then be packed with coarse sand for filtration and support. Once the well screen is packed with the filter sand, a minimum 2-foot thick layer of 3/8-inch diameter pelletized bentonite will be added above the filter pack sand to seal the well from surface infiltration. The bentonite will then be hydrated and the remaining annular space around the casing will be filled with either cement grout or bentonite to within 2-feet of the ground surface. A minimum of 2-feet thickness of concrete will fill at least the final 2-feet of annular space below ground level to support a lockable, steel, protective cover. Dewlaerry® P113 Mr. Otis Hawker July 29, 2010 Page 3 Dewberry will coordinate the drilling and provide onsite supervision of the groundwater well installation. Item II: Surveying of Groundwater Monitoring Wells Following installation of the monitoring wells, Dewberry will survey the locations of the newly installed wells including the vertical elevation of each well head for gradient calculations and potentiometric mapping purposes. The Facility Base Map will be updated to include the additional wells. Item III: Groundwater Sampling Following installation, the monitoring wells will be developed to remove turbidity utilizing a two-stage, electric pump. The monitoring wells be then be sampled by first removing three (3) well volumes to remove any standing water from the well and to insure the collection of a representative sample. All development, purging, and sampling activities will be performed following the guidelines set forth in the Standard O erating Procedures Manual for the Department of Environmental Quality Water Quality Monitoring and Assessment Pro ram. Two (2) groundwater sampling events shall occur. The samples will be sent to Pace Analytical Inc. under the proper Chain-of-Custody forms. Item IV: Preliminary Alternate Source Demonstration for Cobalt and Lead Dewberry will collect sediment samples at locations up-gradient, cross-gradient and down- gradient of the landfill along the wetland and Bannister River north of the Facility boundary. All sampling activities will be performed following the guidelines set forth in the Standard Operating Procedures Manual for the Department of Environmental Quality Water Quality Monitoring and Assessment Program. Two (2) sediment sampling events shall occur. The samples will be sent to Pace Analytical Inc. under the proper Chain-of-Custody forms. Item V: Addendum Nature and Extent Study Report Based on the laboratory analytical data, static groundwater elevation data and professional judgment, Dewberry will prepare vertical plume delineation maps and horizontal isoconcentration maps utilizing the results of the new wells and the historical results of the affected wells and their corresponding constituents. The report will include a discussion of the extent of the plume, monitoring well diagrams, analytical results, and conclusions. The report will be sent to the DEQ Blue Ridge Regional Office for review. Item VI: Addendum Assessment of Corrective Measures Dewberry will prepare and submit an addendum ACM report describing the nature, extent, associated risk and remedy alternatives for dealing with the newly documented releases. Data gathered during the NES will be used to formulate the ACM report. Dewberry® P114 Mr. Otis Hawker July 29, 2010 Page 4 The report will be sent to the DEQ Blue Ridge Regional Office for review. Item VII: Permit Amendment Request As a result of the findings presented in the NES and ACM, Dewberry will prepare revisions to the Corrective Action Plan (CAP) and Corrective Action Monitoring Plan (CAMP) to reflect the current Constituents of Concern (COC) and newly installed monitoring wells. To incorporate these revisions into the Facility permit, Dewberry will submit a minor permit amendment request to DEQ for review. DEWBERRY FEES Dewberry will provide the services described above for the following lump sum fees: Item I: Groundwater Well Installation ................................................................... $7,650 Item II: Surveying of Groundwater Monitoring Wells .......................................... $2,200 Item III: Groundwater Sampling ............................................................................. $5,760 Item IV: Preliminary Alternate Source Demonstration for Cobalt and Lead........... $2,880 Item V: Addendum Nature and Extent Study Report ........................................... $l 1,000 Item VI: Addendum Assessment of Corrective Measures Report ........................... $5,200 Item VII: Permit Amendment Request ...................................................................... $3,250 Total Lump Sum ...................................................................................... $37,940 OTHER FEES Drilling and Laboratory services will be paid directly by Pittsylvania County. This represents a 15% savings in processing fees. As per your request, Dewberry will review the invoices for accuracy before submitting them to the County for payment. Drilling Fees ............................................................................................ $31,075 (estimated) Laboratory Fees ........................................................................................ $2,600 (estimated) To accept this proposal, please execute both the original and the enclosed copy of this proposal and send either the executed original or the executed copy of this proposal to our office. De~vl~e~ry® P115 Mr. Otis Hawker July 29, 2010 Page 5 We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you have any questions or would like to discuss this proposal in further detail please do not hesitate to contact. me at 434-797-4497 or tshelton@dewberry.com. Sincerely, Dewberry & Davis, Inc. ~~ Troy A. Shelton Environmental Department Manager GC Brian K. Bradne , , CPESC Senior Associate Assistant Office Manager TAS/tas/chn R:~Proposal L.ettcrs~Environmcnta1~2010-7-29 Pittsylvania Co. LF Additional GW Wells.docx The foregoing proposal of Dewberry & Davis, Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title ~ Dew}~erry~ P116 PI'T'TSYLVANIA C®iJ1~1'T~' Board of Supervisors EXECUTIVE S~.TMMARY AGENDA TITLE: AGENDA DATE: 8/17/10 ITEM NUMBER: 19 Bid Award - Uniforms for Sheriff Department SUBJECT/PROPOSAL/REQUEST: Award of Bid STAFF CONTACT(S): Mr. Sleeper, Ms. Meeks, Sheriff Taylor ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: An invitation to bid on winter and summer uniforms for the Pittsylvania County Sheriff's Office, Animal Control and the Fire Marshal, was mailed on August 2, 2010. The invitation to bid was also advertised and posted on our public notice board and County's website. DISCUSSION: This is a three (3) year contract, annually renewable, pending appropriation of funds. Sealed bids are due in on Monday, August 16, 2010, at 11:00 a.m. RECOMMENDATION: Staff recommendations and bid tally will be handed out at the meeting. P117 ~~~~s~~,va~~~ ~®~~~~ hoard of Supervisors EXECUTIVE SiJ1VI1VIAIZY AGENDA DATE: AGENDA TITLE: 8-17-10 Expenditure Refunds ACTION: No SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: Budget Amendment for expenditure refunds ACTION: ATTACHMENTS: Yes STAFF CONTACT(S): Sleeper, VanDerHvde ITEM NUMBER: 20 INFORMATION: INFORMATION: BACKGROUND: DISCUSSION: Attached is a list of expenditure refunds for the month of July, 2010 for review. As discussed earlier with the Board, the simple routine of putting every refund back in the budget is extremely time consuming and leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the budget so the budget would increase with every expenditure refund. RECOMMENDATION: Staff recommends the reappropriation of funds as follows: $800.00 to Sheriff-Telephone (100-4-031200- 5230), $1,091.20 to Sheriff-Parts (100-4-031200-6030), $1,008.60 to Sheriff-Labor (100-4-031200-6031), $200.00 to Jail-Telephone (100-4-033100-5230), $78.35 to Jail-Extradition (100-4-033100-5550), $260.00 to Library-Postage (100-4-073100-5210), $8,074.81 to Economic Development-Engineering (Ringgold East Ind Park) (325-4-815530-3163). THIS AMENDMENT REQUIRES A 10-DAY LAYOVER. P118 PI'I'TSYLVANIA COLJN'I'Y VIRGINIA Finance Department ~~ ~~ P.O. Box 426 ~ * * ** Chatham, Virginia 24531 l e ~ O ~ vw ~ * ,r . * ~~s~ D_ ~c _e~ MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde~,~ Finance Director SUBJECT: July Expenditure Refunds DATE: August 6, 2010 Phone (434) 432-7740 Fax (4341432-7746 Gretna/Hurt (434) 656-6211 Bachelors Hall/Whitmell (434) ?97-9550 The list below shows all expenditure refunds that were sent to the Finance Department during the month of July. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-031200-5230 Sheriff-Telephone 800.00 Alltel Rebate 100-4-031200-6030 Sheriff-Parts 1,091.20 Insurance ReimbursementlRestitution 100-4-031200-6031 Sheriff-Labor 1,008.60 Insurance Reimbursement 100-4-033100-5230 Jail-Telephone 200.00 Alltel Rebate 100-4-033100-5550 Extradition 78.35 100-4-073100-5210 Library-Postage 260.00 325-4-815530-3163 Economic Dev-Engineering 8,074.81 Reimbursement TOTAL JULY EXPENDITURE REFUNDS $11,512.96 P119 PIT'I'SYLVAI`1IA C®iJN'TY )$oard of Supervisors EXEC~TT'~VE Si11VIMARY AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8-17-10 21 Relocation-Swansonville Voting Precinct SUBJECT/PROPOSAL/REQUEST: Relocation- Swansonville Voting Precinct STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County Electoral Board is asking the Pittsylvania County Board of Supervisors to consider the relocation of the Swansonville Voting Precinct from Katie's Store, Inc., to the Fellowship Hall of the Swansonville Pentecostal Holiness Church. DISCUSSION: This move is necessary in order to provide the required space and facilities for voters in the Swansonville precinct. The Board of Supervisors' public hearing can be held and amendments made to Chapter 8 of the Pittsylvania County Code; however, they cannot be implemented until after the November 2010 election. Therefore, submission for change to this precinct to the U.S. Justice Department will not be approved until after the November elections due to the 60-day requirement of no changes prior to an elections. This will go into effect for next year's 2011 election. RECOMMENDATION: Staff recommends the Pittsylvania County Board of Supervisors authorize a public hearing to be set for Tuesday, September 7, 2010 to receive citizen input on the proposed relocation of the Swansonville voting precinct. 1 P120 PITTSYLVAI~IIA C®i1101TY Board of Supervisors EXECi1'I'IV~ Sg.11VIMAI2Y AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8-17-10 22 Recommendations -County Recreation Advisory Board SUBJECT/PROPOSAL/REOUEST: Recreation Master Plan STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: ,~. Yes ~' 1 EWED INFORMATION: INFORMATION: BACKGROUND: Included in your board packet is a copy of the Pittsylvania County Recreation Advisory Board's Master Plan, which will be presented at the Board's meeting on Tuesday, August 17, 2010 which will be presented by Land, Planning & Design Associates (LPDA) out of Charlottesville, Virginia. DISCUSSION: The Master Plan incorporated an assessment of all available recreational properties in the County and surverys of the citizens of what they wanted in recreation. The recommendations were compiled into a Master Plan and the Pittsylvania County Recreation Advisory Board has made recommendations to the Board of Supervisors for a recreation program in the County. The consultants are proposing to recommend the County consider a recreation authority to be set up to operate recreational programs in the County as an option. RECOMMENDATION: Staff submits this report to the Board of Supervisors on the behalf of the Recreation Advisory Board and recommends the Board of Supervisors adopt the Recreation Advisory Board's recommendations to move forward on recreation in Pittsylvania County. P121 ~~~r~rs~~vA~rIA c®~N~~ Board of Supervisors EXECUTIVE SUIVIMAI~Y AGENDA TITLE: Recommendations -Pittsylvania County Finance Committee SUBJECT/PROPOSAL/REOUEST: Recommendations from Finance STAFF CONTACT(S): William D. Sleeper AGENDA DATE: ITEM NUMBER: 8-17-10 23 ACTION: INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No ' ' REVIEWED BY: BACKGROUND: The Finance Committee of the Pittsylvania County Board of Supervisors met on Monday, August 9, 2010 at 3pm at the Institute for Advanced Learning in Research in Conference Room 203. DISCUSSION: The following motions were presented and adopted by the Finance Committee to be submitted to the Board of Supervisors: 1) It is recommended that the Board of Supervisors approve a carryover of $20,000 from the Sheriff's Office end of year funds to establish an auxiliary deputy sheriff's program in Pittsylvania County. 2) It is recommended to the Board of Supervisors that Pittsylvania County will not fund any private day placements from the Comprehensive Plan Management Board Program for Pittsylvania County until the audit is completed by the State Auditor's Office. RECOMMENDATION: Staff submits this to the Board of Supervisors for their consideration and approval. P122 PI'TT'SYILVAIVIA C®i11~1TY Board of Supervisors EXECiJ1'IVE S>(11VIliRARY AGENDA DATE: ITEM NUMBER: AGENDA TITLE: 8-17-10 24 i Recommendations to the Industrial Development ACTION: INFORMATION: Authority (IDA)-Ringgold West Yes SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: ACTION: INFORMATION: Recommendations to the IDA on Development ATTACHMENTS: ,,, Yes STAFF CONTACT(S): William D. Sleeper REVIEWED BY: BACKGROUND: The Pittsylvania County Board of Supervisors transferred their interest in the Ringgold Industrial Park to the Pittsylvania County Industrial Development Authority (IDA) in order to expediate the economic development programs in Pittsylvania County. DISCUSSION: In discussion with Ken Bowman, Director of Economic Development, there appears to be a need in marketing to clear Lot 7 in the Ringgold West Industrial Development Park. Currently the overgrowth over the years for this park has increased significantly and the trees need to be removed for rough clearing and grubbing in order to actively show this site to industrial prospects. RECOMMENDATION: It is the recommendation of Staff that the Board of Supervisors direct the IDA to clear Lot 7 for clearing and grubbing purposes, utiltizing the necessary funds from Economic Development 325 account in cooperation with the Pittsylvania County Office of Economic Development. P123 --.... ..n1~°5~n1 ~3::d FAT s -;,--- PJ 0 6 i~FDFORD COLINI"~' IIOARD OF SUPERVISORS ~~ C~ OF THE BOARD A`I"I'bS' .~ CLERK APPROVED AS TO FORM: , PIT'IrSYLVANIA COUNTY BOARD OF SUPERVISORS CHAIRI~~ OF T'HE BOARD A ERK APPROVED AS TO FORD 7:RI f.Ut?NTY ACT.'11~'20001SAdI.AJv BD -~- P131 V1f4TTERS _'=2ES~+\"_,EI) ~~' THE BOA COL \ TY ATTOIYSEY itEroRTS, xL~ 1ESTs A\ D RECO~II~fE~TDATIO~ S COUoTY AllVII~ IST {t~4TOL2 RE~O~TS,_2EQUESTS A~ D a~coviv~EV~ATions PI'TTSYI.,VANIA C®IJNTY Board of Supervisors EXEC'U'TIVE SUIVIMARY AGENDA TITLE: Courthouse Portrait SUBJECT/PROPOSAL/REQUEST: Report to Board STAFF CONTACT(S): William D. Sleeper AGENDA DATE: ITEM NUMBER: 8-17-10 26 ACTION: INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ATTACHMENTS: No REVIEWED BY: i BACKGROUND: The County Administrator reported to the Board of Supervisors that an antique painting in the courthouse fell from the wall, breaking the frame and damaging part of the portrait. The Virginia Museum was contacted to find vendors that would be able to provide the necessary repair work on the historic document. Richmond Conservation Studio was the only Virginia based firm that was identified. They have done previous work for Pittsylvania County on historic documents. The estimated cost was $1800-$2100 for repair of the portrait and up to $2000 for the repair of the historic frame. The Board of Supervisors directed the County Administrator to determine whether insurance would pay for necessary repairs to this document. DISCUSSION: The Virginia Associaton of Counties (VACo) insurance program agreed that they would pay for repairs to the portrait less the Pittsylvania County Board of Supervisors' deductible. Therefore, we are moving forward to make the necessary repairs under the insurance program of VACo for this portrait of Colonel Daniel Coleman. Estimated cost is approximately $4500. The County deductible charge is $1000 out of Building and Grounds. RECOMMENDATION: Staff submits this report to the Board of Supervisors as per their guidance, referring the insurance program to pay for the necessary work. Action is moving forward on these repairs. P132