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10-19-2010 Adjourned Meeting~ii/ilin ~",j~ilrr~ ~Q L v~ --~ ~~ ~_ r~ °1 ~~ y~ PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ADJOURNED MEETING TUESDAY, OCTOBER 19, 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) Naming Mega Park - Pagesl -6 (b) Appointment -Recreation Advisory Board -Banister District Representative - Page 7 6. Approval of Agenda 7. Hearing of Citizens 8. Consent Agenda: (a) Proclamation - GED & Career Pathways Awareness Week -Pages 8-9 (b) Resolution 2010-10-04: Support for Enhancement to US29, Charlottesville Bypass -Pages 10-I1 (c) Expenditure Refunds - Requires a 10-Day Layover -Pages 12-13 (d) Project Lifesaver -Page 1 ~ (e) Sheriff-Telephone Trace Appropriation -Page 15 (f) Regional One-November 2010 -Page 16 Public Hearings 9. Rezoning Cases: Case 1: Eric Wayne Faris: Staunton River District; R-10-041 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 2: Franklin L. & Louise B. Weatherford: Chatham/Blairs District; R-10-042 M-1, Industrial District, Light Industry to A-1 Agricultural District Case 3: Dry Creek Properties, LLC: Westover District; R-10-043 B-2, Business District, Light Industry to A-1, Agricultural District Case 4: Francis M. & Lillian R. Martin: Chatham/Blairs District; R-10-044 A-1, Agricultural District to R-1, Residential Suburban Subdivision District Case 5: James A. & Angela M. Chalmers: Banister District; R-10-045 R-1, Residential Suburban Subdivision District to A-1, Agricultural District Case 6: Bird, LLC: Callands/Gretna District; R-10-046 A-1, Agricultural District to R-1, Residential Suburban Subdivision District Unfinished Business 10. Halifax/Pittsylvania Court Services Funding Request -Pages 17-21 (10-Day Layover from 10-04-201 D meeting). New Business 11. Recommendations from Finance -Pages 22-23 (See Agenda for 10-19-2010 Finance Committee Meeting) 12. State Property -Camp 15 -Pages 24-28 (Tabled from 10-04-2010 Meeting) 13. Change Order # 1 - Olde Dominion Agricultural Development Center Water & Sewer Extension -Pages 29-30 14. Proposal for Phase II Nature and Extent Study & Assessment of Corrective Measures Amendment to Engineering Services Agreement Dated January 1999-Pittsylvania County Landfill, Permit No. 571 -Pages 31-37 15. Emergency Medical Services (EMS) Agreement between Pittsylvania County and Franklin County -Pages 38-42 16. $36,000 Youth Sports Recreation Fee for Community Use of School Facilities - Page 43 (10-Day Layover from 10-07--2010 meeting) 17. Resolution -Agribusiness Committee Application-Virginia Tobacco Commission - Pages 44-45 18. Amendment to Pittsylvania County Social Service Janitorial -Pages 46-51 19. Service Area & Booster Station -Town of Chatham -Pages 52-57 20. Resolution on Booster Station Land -Pittsylvania County -Pages 58-62 Reports from Board Members Reports from Legal Counsel Reports from County Administrator Appointments 21. Appointment to Building Code Board of Appeals for the Westover District Closed Session 22. Closed Meeting: Discussion of performance of employees of any public body; and evaluation of performance of departments where such evaluation will necessarily involve discussion of the performance of specific individuals. Authority: §2.2-3711(A)(1) Code of Virginia, 1950, as amended Subject: County Administration Purpose: Actions Taken by Personnel and Potential Board of Supervisors Response Adjournment 'I'O ~~ A~DE~ PIT'I'SYLVANIA C®~J1~1TY Board of Supervisors EXEC'IJTIVE SU1VIlVIA12Y AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 10-19-2010 5(a) Naming Mega Park ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REQUEST: Discussion on Mega Park CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): William D. Sleeper ATTACHMENTS• Yes ~:~ 1 REVIEWED BY: BACKGROUND: The Danville/Pittsylvania Regional Industrial Facility Authority has discussed naming the Mega Park site off of the Berry Hill Road at several meetings. Several suggestions have been submitted and reviewed; however, the Regional Facility Authority has not taken any action. DISCUSSION: To insure that the Board of Supervisors have an opportunity to review and provide input to the proposal of naming the Mega Park off of the Berry Hill Road, you will find attached hereto, a proposal submitted by Market Force, a private marketing firm, hired by the Danville Economic Development office with a number of names that has been reviewed for potentials, as well as recommendation from the marketing group, that the Regional Facility Authority has not selected. In addition, there is a listing of mega parks and sites in site selection magazines from all over the country at similar type parks. Greg Sides, Assistant County Administrator, is being assigned as the Coordinator for Pittsylvania County for input concerning items of the Mega Park. Greg Sides will review the names with the Board and receive new inputs to submit to the Regional Authority. RECOMMENDATION: Staff recommends the Board of Supervisors discuss and submit names that they would like discussed through Mr. Sides through the Regional Authority. P1 ~I~ ~~RC~ September 17, 2010 Danville/Pittsylvania County Megasite Nlame Discussion DANVILLE EDC SUGGESTED POTENTIAL NAMES: 1. Southeastern United States Industrial Center 2. Duck Creek Multinational Business Center 3.Mid-Atlantic Industrial Center 4. The Commons -Regional Business Park 5. The Commons - At Berry Hill 6. The Province - At Berry Hill 7. Mid-Atlantic Business Park 8. Mid-Atlantic International Business Park at Berry Hill 9.Mid-Atlantic International Business Park 10. Southern-Atlantic Commerce Park 11.Southern-Atlantic Commerce Park at Berry Hill 12. Southern-Atlantic International Business Park 13. Southern-Atlantic International Business Park at Berry Hill 14. Carolina-Virginia Industrial Park 15.Carolina-Virginia Industrial Park at Berry Hill 16. Berry Hill Mega Park 17. Southern Dominion International Business Park 18. Piedmont International Business Park 19. Piedmont International Business Park at Berry Hill 20. Mid-Atlantic Triangle Business Park 21.Mid-Atlantic Triangle Business Park at Berry Hill 22. Mid-Atlantic Business Centre 23. Piedmont Industrial Centre 24. Piedmont Regional Industrial Centre 25. Regional Industrial Park 26. Mid-Atlantic Regional Industrial Centre 27. Mid-Atlantic Regional Business Centre 28. Research Triangle Park North 29. Greene's Landing 30. Greene View Industrial Park 31. Greene's Crossing 32. Perkins Industrial Park 1 P2 MARKET FORCE SUGGESTED POTENTIAL NAMES: One thing we would consider adding is the term Mega-Site. Otherwise it will just be one of a zillion regular sized industrial parks/centers out there. Mid-Atlantic is pretty generic and, therefore, not memorable, particularly since the one in Emporia is the Mid-Atlantic Advanced Manufacturing Center. Also there is the Mid Atlantic Industrial Center in Nash County, NC. According to an article, McCallum Sweeney worked on the one in Emporia too. Since you're the first non-private mega-site in VA, it seems like a good idea to claim the word "Virginia." That automatically locates you in the "Mid Atlantic" without saying it, and implies you represent the state in mega-sites. No matter who else develops one, you'll sound like the one and only. Virginia's Mega-Site The Virginia Mega-Site Virginia's Industrial Mega-Site The Virginia Industrial Mega-Site If you feel the need to tie into NC, then you could add it: The Virginia/North Carolina Mega-Site EXISTING MEGASITE NAMES: Southern Business & Development 3/30/2010 Ten Sites in the South that Wilt Eventually Land "The Big One." Cedar Crossing, Chambers County, Tex. - 15,000 acres West Tennessee Megasite, Haywood County, -Tenn. 3,836-acres GTR Global Industrial Aerospace Park, Columbus, Miss. - 2,500 acres Franklin Farm, Holly Ridge, La. - 1,440 acres Carolina's I-77 Megasite, Chester County, S.C. - 1,438 acres I-24 Megasite, Hopkinsville, Ky. - 2,100 acres Tri-State Commerce Park, Tishomingo County, Miss. - 3,500 acres I-95 Megasite, Clarendon County, S.C. - 1,440 acres Riverport West Intermodal Park, Paducah-McCracken County, Ky. - 1,100 acres Purchase Regional Park, Graves County, Ky. - 1,159 acres & adjoining tract 981acres. P3 Super Sites 2010 -Site Selection Magazine List (All 1,000 to 2,999 acres except for those in yeliow which are larger.) Alabama Research Forest Tract Limestone Co. I-65/Hwy 31 Interstate 16 Northern Tract Pryor I-65 H&H Farms SiteH&H Farms Site Copper Station Airport site Discovery Business Park Joe Hall Tract Rochelle Ind. Park & Commerce Center Logan site Copper Station 1-65 site Crossroads of America site Shelby Co. Megasite Childersburg Industrial Park County Rd. 41/I-65 Creola Mobile River CSI-65 Hwy. 20/I-65 North Site Sewell Site Golden Triangle Magnolia North 15,114 Hood Harris NE Opelika Industrial Park Mallard Fox West Black Creek Megasite Arkansas Carlisle I-40 Industrial Site Marion Site M-1 Entergy Site 34 Saline County I-530 Site California Southern Calif. Logistics Airport 4,000 Cc.)ioracio Christian Ranch Industrial Park Fruita Greenway Bus. Park Florida Cecil Commerce Center Clear Springs Land Co. 7,606 Florida Tradeport Opportunity Park Polk Commerce Center St. Lucie Co. Research & Education Park Williams Property Williston Municipal Airport & Industrial Park Woodstock West Bay Sector 4,000 Georgia Shoal River Ranch 11,000 Augusta Corp. Park Indiana New Carlisle Dev. Area 5,295 former rocket plant site Chinook megasite 7,000 Kansas New business park site K<:ntucly RiverportWest Intermodal Park Lewisport -Site 091-003 Hawesville -Site 091-004 American Electric Power (AEP) Secondary Site 101-008 4,705 Glendale Site 093-005 Marshall County- Calvert City Industrial Park Interstate 24 Industrial Park Purchase Area Regional Industrial Park Site 083-012 LC)U1Si~nil Sullivan site Berwick Land Clausen Estate Willow Bend Franklin Farm Glendale Hymelia Plantation Weyerhaeuser site Pecan Land Industrial Park Citrus Lands site 4,660 Winchester/Acadia Zachary Taylor Megasite A4arylancl Baltimore Crossroads Q 95 Principio Business Park Michigan Alpena Co. Regional Airport MuskegonWastewater ~y1i55issippi GTR Global Industrial Aerospace Park P4 Grenada site Chickasaw Trail Kewanee Industrial Tunica Metro Megasite ~'~~Tiss<auri 69 Hwy. & Hall Rd BASF Megasite Lake City Business Center/ATK 3,945 Wildwood Ranch On-Airport Property Site #3 Mormon Church site AP Green Megasite Hwy. M site 1093 Acres Rolla National Airport Acom Route K site ~19ontana Port of Montana Bus. Dev. District 1~' C})Y~l ska Southern Power Energy Park Nev~tc3a Crossroads Commerce Center Nc~v ~'~~rk WNY STAMP (Science and Technology Adv. Mfg. Park) iV<)reh Carulin~t Hearts Delight site Philip Morris USA Mfg. Campus Tanglewood Megasite 5,915 Riverstone Business Park Pine Hills Ind. Park Verona Plantation 3,943 Laurinburg-Maxton Airport Ind. Great Meadows I-40 Exit 348 Site Mid-Atlantic Business Center Kingsboro Rose Norwood Tract Monroe site Hertford Co. GIPH site Ohic) Delaware Business Center greenfield corporate park site C)laal~totl~a Spaceport Oklahoma/Clinton Sherman Airpark 3,000 AEP Inola Station Site MidAmerica Industrial Park 9,000 P~nnsybania Pittsburgh Int'I Airport -Site 10 Keystone Regional Ind. Park Starpointe Business Park 5<ntth Carc)lina Sage Mill East Industrial Park Whetsell Lansford (Foster Crossroads13,395 Carolinas I-77 Megasite Young Lands I-95 Megasite '~~C.t1r1C.SSC'~ Duck River Clarkrange Regional Business Park Frank C. Pidgeon Ind. Park Morganton Peninsula Memphis-Jackson I-40 Advantage Megasite T~XSiS Intermodal/airport site Alliance Advanced Tech. Center Utah Fuller Property V1I'}:;1 tJ 1 Et White Oak Technology Park I-77 site Park Windsor Mega Site/Shirley T. Holland Intermodal Park 2,150 Meadowville Technology Park Mid Atlantic Advanced Manufacturing Center 1,500 Cooke Rail Site New River Valley Commerce Park Orrock-Simms site ~4%ashin~ron Wallula Gap Business Par P5 Refined List -Potential Names 1. Berry Hill Regional Mega Park 2. Oak Hill Regional Mega Park 3. Virginia North Carolina Mega Site 4. Virginia Carolina Mega Site 5. Virginia Carolinas Mega Site 6. Virginia Industrial Mega Site 7. Southern Virginia Regional Mega Park 8. Virginia South -Regional Industrial Centre 9. Piedmont Regional Industrial Centre 10. Dan River Mega Park 11. Dan Valley Mega Park 12. River View Mega Park P6 PI'T'TSYI~VANIA C®iJNTY Board of Supervisors EXEC~JTIVE SUMIVIARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recreation Advisory Board-Banister District 10-19-2010 5(b) Representative Appointment ACTION: Yes SUBJECT/PROPOSAL/REQUEST: Appointment STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: i ATTACHMENTS: '~ No REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: Mr. Nathan Coles has been the Banister District Representative for the Recreation Advisory Board. Mr. Coles is relocating and thus is resigning from the Recreation Advisory Board. DISCUSSION: Mr. William Pritchett plans to nominate Mr. Wille Craft of 337 Concord Road, Chatham, Virginia, to fill the term, which will expire June 30, 2011, left vacant by Mr. Coles resignation. RECOMMENDATION: Staff submits this to the Board for their review and consideration. P7 E~4IZIIVG Off' 7'HE CdT'IZE1~S C0~1SE_\ T AGE\DA PI'TTSYI.VAIVIA C®i11V'I'Y hoard of Supervisors EXECU'T'IVE SUlVI1VIAI2Y AGENDA TITLE: AGENDA DATE: ITEM NUMBER: GED & Career Pathways Awareness Week 10-19-10 8(a) Proclamat6ion ~ ACTION: SUBJECT/PROPOSAL/REOUEST: Proclamation STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: Yes r' ATTACHMENTS: Yes A . I INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors is a participant in the West Piedmont Workforce Investment Board. As the largest and primary recipient, Pittsylvania County is working deligently to improve the GED programs in our community, in both our high schools and community college and in adult education. DISCUSSION: With the need for improvements to our GED program in Pittsylvania County, the Board of Supervisors needs to pass the attached proclamation declaring GED and Career Pathways Awareness Week, October 18-23, 2010, in Pittsylvania County. A representative from the West Piedmont Workforce Investment Board will be present at the meeting to explain some activities going on with this program. RECOMMENDATION: Staff recommends the Board of Supervisors move the proclamation off the Consent Agenda and onto the open floor to receive input from the Workforce Investment Board representative and recommends approval of the proclamation as presented. P8 P R O C L A M A T I O N IN RECOGNITION OF VIRGINIA GED AND CAREER PATHWAYS AWARENESS WEEK WHEREAS, awell-educated, highly skilled workforce is essential to the economic growth of the West Piedmont Workforce Investment Board region, which represents the cities of Danville and Martinsville and the counties of Henry, Patrick and Pittsylvania; and WHEREAS, nearly 20 percent of working adults in the West Piedmont Workforce Investment Board region, lack a high school diploma or, GED certificate, drastically reducing their chance to earn a living wage and support their families; and WHEREAS, the emerging 21S` century economy will be driven by jobs that will require lifelong learning from employees and require a higher skill set; and WHEREAS, the GED certificate is recognized -throughout the country as a high school equivalency credential that can open the door~for Virginians to embark on a lifetime of learning and career training leading to higher levels of employment; and WHEREAS, new career pathway .programs, like Middle College and P1ugGED In, and innovative projects such as adult education transition specialists and adult career coaches, are offering new learning options and support systems for„ low-skilled, low wage Virginia workers; and _ . WHEREAS, the Virginia Workforce Network, a collaboration of partners working to build a sustainable career pathway system in Virginia by connecting and aligning the state's adult education, higher education, and employment programs, has identified awareness of and access to GEG preparation programs as a priority in moving more Virginians into postsecondary education and career pathways; and WHEREAS, local Workforce Investment Boards, One-Stop Comprehensive Workforce Centers, the Virginia Department of Education, and the Virginia Workforce Network's other program partners throughout the Commonwealth have joined efforts to increase GED attainment and subsequent enrollment in postsecondary education and training programs; and NOW, THEREFORE, the Pittsylvania County Board of Supervisors hereby recognizes October 18-23, 2010, as GED and Career Pathways Awareness Week in the West Piedmont Workforce Investment Board region, and I call this observation to the attention of all our citizens. Henry A. Davis, Jr., Chairman Pittsylvania County Board of Supervisors P9 PITT'SYLVAl~tIA C®U1~1TY Board of Supervisors EXEC~J'I'IVE SITIVIIVIARY AGENDA TITLE: Resolution-Enhancement to US RT 29, Charlottesville Bypass AGENDA DATE: 10-19-10 ITEM NUMBER: 8(b) SUBJECT/PROPOSAL/REOUEST: Support of resolution STAFF CONTACT(S): William D. Sleeper ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: Yes REVIEWED BY: ~ INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Board of Supervisors has been working with the Virginia Department of Transportation (VDOT) and a variety of counties running from Greensboro, North Carolina to Washington, D.C., proposing enhancements and improvements to US RT 29 to bring it up to an interstate. highway standard. DISCUSSION: Attached hereto is a resolution from the Pittsylvania County Chamber of Commerce requesting the Board of Supervisors support to approve and support the resolution supporting enhancements to the US RT29 at the Charlottesville Bypass. This is requesting the Governor and the Transporation Board to re-instate the alternate routings around Charolottesville, both east and west, that was removed from the RT 29 Corridor Study. RECOMMENDATION: Staff recommends the Board of Supervisors approve the support resolution and request the County Administrator forward their support with the resolution to Governor McDonnell and copies to respresentatives in the General Assembly. P10 Resolution: Support for Enhancements to US29, Charlottesville Bypass WHEREAS, the Danville Pittsylvania County Chamber of Commerce, comprised of approximately 700 member enterprises employing approximately 23,000 people in our region is dedicated to representing private enterprise, promoting business, and enhancing the general prosperity of our Region; and WHEREAS, our Chamber believes that it is our civic responsibility to participate actively in public policy debate and decisions of significance to our Chamber member businesses and organizations, free enterprise, our regional community, and the Commonwealth of Virginia; and WHEREAS, effective transportation and infrastructure improvements, as in any region, are central to the continued and future vitality of our communities and the Commonwealth of Virginia and the quality of life for our residents; and WHEREAS, the Danville Pittsylvania Chamber supports the planning, construction, and maintenance of an improved statewide transportation system that is safe, need-based, cohesive, integrated, interconnected, and responsive to solving our region's and the Commonwealth's transportation problems; and WHEREAS, US 29 is a highway of national significance that impacts every locality along the corridor and the entire Commonwealth; and WHEREAS, businesses and citizens along the corridor depend upon US 29 to move goods, services, and people in and out of our communities; and WHEREAS, many businesses along the US 29 corridor that rely on markets north and south of our communities are currently diverting their traffic to interstate highways due to cumbersome traffic jams and unsafe conditions that currently occur along US 29; NOW, THEREFORE BE IT RESOLVED by the Board of Directors of the Danville Pittsylvania County Chamber of Commerce, that our organization affirms its support for continued improvements to the US 29 Corridor that meet all applicable federal and state environmental, health, safety, and transportation requirements; and BE IT FURTHER RESOLVED that the Danville Pittsylvania County Chamber requests that Governor Robert F. McDonnell, Lt. Governor Bill Bolling, Attorney General Ken Cuccinelli, the Virginia Department of Transportation and the Commonwealth Transportation Board immediately support and cause to reinstate the Western and Eastern alternatives for the area north of Charlottesville that were eliminated from the 2009 "Route 29 Corridor Study" final report. These bypass options were removed without the knowledge of the CTB and, as a result of their removal, the final report was tabled by CTB. These recommendations were an important part of a comprehensive and inclusive two-year corridor-wide planning and study process. The options deserve to be evaluated by VDOT and CTB and developed for implementation. BE IT FURTHER RESOLVED that VDOT and CTB create policy to ensure that Virginia's corridors of national significance be protected and developed to minimize stoplights and congestion, to address safety issues, and to direct the completion of approved projects. P11 PI'~TTSYY,VAI~IA C®~.1N'I'Y Board of Supervisors EXEC~1'I'IVE SUlVIMAI2X AGENDA TITLE: Expenditure Refunds-Requires a 10-day layover SUBJECT/PROPOSAL/REQUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): Sleeper, VanDerHyde BACKGROUND: ITEM NUMBER: 8(c) INFORMATION: INFORMATION: DISCUSSION: Attached is a list of expenditure refunds for the month of September, 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: $173.65 to Sheriff-Telephone (100-4-031200- 5230), $1,050.49 to Sheriff-Parts (100-4-031200-6030), $2,313.00 to Sheriff-Labor (100-4-031200-6031), $792.00 to Jail-Extradition (100-4-033100-5550), $64.58 to Economic Development-Service Contracts (100- 4-082510-3320), $762.50 to Economic Development-Marketing (100-4-082510-5656), $8,932.49 to WIA- Rent (251-4-353160-5420). THIS AMENDMENT REQUIRES A 10-DAY LAYOVER. AGENDA DATE: 10-19-10 ACTION: CONSENT AGENDA: ACTION: No ATTACHMENTS: ~ Yes REVIEWED BY: P12 PITTSYLVANIA COL7NTY VIRGINIA Finance Department P.O. Box 426 Chatham, Virginia 24531 T '~~~ Phone (434) 432-7740 '~*` Fax (434) 432-7746 * *,~z~ Gretna/Hurt (434) 656-6211 \* ~ * ~~ Bachelors Hall/Whitmell (434) 797-9550 ~* 1767 MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde Finance Director SUBJECT: September Expenditure Refunds DATE: October 13, 2010 The list below shows all expenditure refunds that were sent to the Finance Department during the month of September. I am recommending that all of the following expenditure refunds be reappropriated by the Board of Supervisors: 100-4-031200-5230 Sheriff-Telephone 173.65 Overpayment 100-4-031200-6030 Sheriff-Parts 1,050.49 Insurance Reimbursement 100-4-031200-6031 Sheriff-Labor 2,313.00 Insurance Reimbursement 100-4-033100-5550 Extradition 792.00 100-4-082510-3320 Economic Development-Svc Contracts 64.58 Contract Termination 100-4-082510-5656 Economic Development-Marketing 762.50 Overpayment 251-4-353160-5420 WIA-Rent 8,932.49 Reimbursement (251-3-000000-180301) TOTAL SEPTEMBER EXPENDITURE REFUNDS $14,088.71 P13 PIT"I'SYLVANIA C®iJ1o1'I'Y Board of Supervisors EXECIT'I'IVE SI11VI1VIARY AGENDA TITLE: Consent Agenda: Project Lifesaver AGENDA DATE: 10-19-10 ITEM NUMBER: 8(d) SUBJECT/PROPOSAL/REOUEST: Sheriff sOffice -Project Lifesaver Budget Amendment STAFF CONTACT(S): Sleeper, VanDerHyde ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No INFORMATION: INFORMATION: 1 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 September, 2010 the Sheriff's Office received $160.79 in donations. RECOMMENDATION: Staff recommends that the Board amend the Sheriff s Office budget and appropriate the $160.79 to line item 100-4-031200-5882. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P14 PITTSYI.VAle1IA C®I.11~TY Board of Supervisors EXECgJ'I'IVE SUMMARY AGENDA TITLE: AGENDA DATE: 10-19-10 ITEM UMBER: 8(e) Consent Agenda: Sheriff-Telephone Trace Appropriation SUBJECT/PROPOSAL/REOUEST: Appropriation of monies received from the Commonwealth of Virginia to aid the Sheriffs office in the investigation of crimes STAFF CONTACT(S): Sleeper, VanDerHvde ACTION: CONSENT AGENDA: ACTION: Yes ATTACHMENTS: No n REVIEWED BY: , INFORMATION: INFORMATION: BACKGROUND: DISCUSSION: The Commonwealth of Virginia recently sent funds in the amount of $2,852.00 to the Pittsylvania County Treasurer's office. These funds were to reimburse the Sheriffs department for costs incurred in the investigation of crime. These funds need to be appropriated back to the Sheriff s department to offset the costs incurred from this operation. RECOMMENDATION: Staff recommends that the Board of Supervisors approve and appropriate $2,852.00 to the Sheriffs telephone line item (100-4-031200-5230). THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P15 PITTSYLVAI~IA C®UN'I'Y Board of Supervisors EXECU'T'IVE SUMMARY AGENDA TITLE: AGENDA DATE: 10-19-10 ITEM UMBER: 8(f) Consent Agenda: Regional One-November 2010 ACTION: INFORMATION: SUBJECT/PROPOSAL/REQUEST: Approval of Contract Payment STAFF CONTACT(S): Sleeper, VanDerllyde CONSENT AGENDA: ACTION: Yes ATTACHMENTS: 1 No ,d , INFORMATION: 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 2011 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 month of November. The amount due to Regional One is $5,833.33 per month. These funds have already been budgeted in the 201 I budget and do not require an appropriation. RECOMMENDATION: Staff recommends that the Board of Supervisors approve payment to Regional One for November 2010. P16 P~ ~LIC ~-IEA~TG ~~'~~IS~I~D ~~ SI~ESS PI'TTSYI,VAIiTIA C®L11~TY Board of Supervisors EXECUTIVE SiJ1VIMARY AGENDA TITLE: Halifax/Pittsylvania Court Services-(10-Day Layover from 10-04-2010 meeting) SUBJECT/PROPOSAL/REOUEST: Request for Funding STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 10-19-10 ACTION: Yes CONSENT AGENDA: ACTION: ~1 ATTACHMENTS: Yes RF,VTF.WFIn RYA BACKGROUND: ITEM NUMBER: 10 INFORMATION: ~ INFORMATION: Both the County of Halifax and Pittsylvania County have received services from the Halifax/Pittsylvania Court Services Division for more than 25 years. This program has been operated for years under the Department of Criminal Justice under a grant from the Department of Criminal Justice Services for Court Services Division. In 2008, it was expanded to service the area of the City of Danville and provide pre-trial and diversion services. DISCUSSION: Since 2009, the State reductions in aid to the localities through this grant have been picked up by the three (3) localities in order to maintain the concurrent services. Again in 2011 due to the reductions of State aid to localities, the Halifax/Pittsylvania Court Services Board is requesting the three (3) local jurisdictions to again participate in making up the shortage of $26,841. Pittsylvania County's share of that amount would be $7,059.18 which is 26.3%. Pittsylvania County did budget a portion of this cost in the 2011 budget but an additional $2,159.18 is needed to meet the amount required. RECOMMENDATION: Staff recommends the Board of Supervisors amend Mr. Marshall Ecker's motion, seconded by Mr. Coy Harville, that is currently on the floor from $7,059.18 to $2,159.18 from unappropriated surplus to the Halifax/Pittsylvania Court Services Division (line item 100-4-033310-5612) for pre-trial and diversionary services for Pittsylvania County. This amendment has met the 10-day layover requirement. This appropriation requires a roll call vote. P17 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 10-04-10 5 (a) Halifax/Pittsylvania Court Services ACTION: Yes SUBJECT/PROPOSAL/REOUEST: Request for Funding STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: INFORMATION: INFORMATION: /\ Both the County of Halifax and Pittsylvania County have received services from the Halifax/Pittsylvania Court Services Division for more than 25 years. This program has been operated for yeazs under the Department of Criminal Justice under a grant from the Department of Criminal Justice Services for Court Services Division. In 2008, it was expanded to service the area of the City of Danville and provide pre-trial and diversion services. DISCUSSION: Since 2009, the State reductions in aid to the localities through this grant have been picked up by the three (3) localities in order to maintain the concurrent services. Again in 2011 due to the reductions of State aid to localities, the Halifax/Pittsylvania Court Services Boazd is requesting the three (3) local jurisdictions to again participate in making up the shortage of $26,841. Pittsylvania County's share of that amount would be $7,059.18 which is 26.3%. RECOMMENDATION: Staff recommends the Boazd of Supervisors appropriate $7,059.18 from unappropriated surplus to the Halifax/Pittsylvania Court Services Division for pre-trial and diversionary services for Pittsylvania County. This requires a 10-Day Layover. P18 ~rN co iu iu: coa nr~,b 14:~414'/b-SU:j~ [~• ~ HALIFAX/PITTSYLI/ANIA CQURT SERVICES `~ ®,® erg P.O. Box 1158 129 South Main Strest Halifax, Virginia 24558 (434)476-1183 Fax (434) 476-5032 Freda H. Notliday Program Director August 25, 2010 Mr. Ueorge W. Nester, County Administrator Halifax County P. 0. Box 699 Halifax, Virginia 24558 Mr. Dan Sleeper, County Administrator Pittsylvania County P. 0. Box 426 Chatham, VA 24531 Mr..Ioe King, City Manager City of Danville P. 0. Box 3300 Danville, VA 24543 RE: Halifax/Pittsylvania Court Services Reduction of State Aid to Localities Dear Mr, Nester, Mr. Sleeper and Mr. King: This correspondence is being sent to request assistance with regard to the FY 2011 Reduction of State Aid to Localities which would greatly impact my program. Recently the Department of Planning and Budget advised localities of the amounts of FY2011 Reduction of State Aid to Localities, which included community corrections and pretrial programs. The reduction for FY 2011 for Halifax/Pittsylvania Court Services is $2b,841. After reviewing the current status of my budget, it is clear that this would negatively impact my agency and the services we provide in Halifax and Pittsylvania Comities and the City of Danville. In FY 2009 and FY 2010, rather than returning the money from the budget of Halifax/Pittsylvania Court Services, the three (3) localities covered the cost, and the amount each paid was based on the number of placements made from each jurisdiction in the previous fiscal year. While I am awaze of the current economic situation for each of your localities, I am concerned that a reduction to my budget could result in a reduction in the services we currently provide and possibly a decrease in staff. Therefore, it is P19 ~eP to lu iu:caa nr~.~ Mr. George W. Nester Mr. Dan Sleeper Mr. Joe King RE: Halifax/Pittsylvania Court Services August 25, 2010 Page 2 being requested that the state reduction for the budget for Halifax/Pittsyivania Court Services be handled in the same manner for FY 2011 as in the last two (2} fiscal years. Enclosed you will find a summary of the number of placements in each locality and what the proportion would be for each locality should you be willing to cover the reduction. It is my understanding the Department of Planning and Budget is to be notified by August 30, 2010 as to how state reductions will be handled by the localities, so T know that a decision will be made fairly quickly regarding tlus matter. Please do not hesitate to contact me should you have any questions or need additional information when considering this request. Your consideration and assistance in this matter is greatly appreciated. /FHH Enclosure cc.: Stephanie C. Jackson, Director of Finance r Sincerely, d~~ ~ ~~~ ~2 ~~ Freda H. Holliday L,.i Program Director = P20 ,7E~ GZ1 lU lU: GJa nr~5 l 9,yY J Y ! o J11 ~l~ ~ HALIFAXIPITTSYLVANIAOOURT SERVICES PLACEMENT SUMMARY FOR FY 2010 (July 1, 2009 through June 30, 2010} Proportion of Locality Probation Pretrial Transfers Total Agency Total Halifax 272 117 31 420 48.8% Pittsylvania 89 126 11 22b 26.3°10 Danville 114 80* 20 2I4 24.9% TOTAL 860 * Pretrial Services began being offered to the City of Danville in October 2009. Amount Covered By Locality Halifax 44.8% of $26,841 Pittsylvania 26.3% of $26,841 Danville 24.9% of $26,841 $13,098.41 $7,059.18 $6,683.41 P21 v~vv ~~ siv~.ss PIT'I'SY~.VAI~IA C®~J101TY Board of Supervisors EXECUTIVE S~JIVIMAI2Y AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Recommendations from Finance Committee 10-19-10 11 SUBJECT/PROPOSAL/REQUEST: ACTION: Yes INFORMATION: Recommendations from Committee STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: INFORMATION: The Board of Supervisors has been hearing from Booster Clubs, the Gretna Band Booster Club and discussion on the Pittsylvania County Youth Sports for the past 2 months. The Finance Committee will review and make recommendations to the Board. DISCUSSION: Attached hereto is an agenda for the Finance Committee for October 19, 2010. The Committee will discuss requests from: (1) the Booster Clubs who are requesting $10,000 each for a total of $40,000 to Booster Clubs of the 4 high schools; (2) the Gretna Band Boosters who lost a trailer w/equipment and are requesting the. Board of Supervisors to contribute to help replace that equipment. Their total loss was $13,375.00; and (3) on the Finance Committee Agenda, Pittsylvania County Youth Sports, is an issue of discussion among members of the Board and the Finance Committee concerning their operation and how their programs operate. RECOMMENDATION: Recommendations will come from the Finance Committee who will meet at S:OOPM on Monday, October 19, 2010 in the County Administration Conference Room. P22 FINANCE COMMITTEE Pittsylvania County Board of Supervisors Tuesday, October 19, 2010 5:00 PM County Administration Conference Room Moses Building Chatham, Virginia AGENDA 1. Call to Order S :OOP.M. 2. Invocation 3. Roll Call 4. Approval of Agenda S. New Business (a) Funding Requests from: (1) Booster Clubs (2) Gretna Band Boosters (3) Pittsylvania Youth Sports League 6. Adjournment P23 PI'TTSY~,VAI~IIA C®IJI~tTY Board of Supervisors EXECiJ'I'IVE SUIVIlVIARY AGENDA TITLE: State Property -Camp 15 AGENDA DATE: 10-19-10 ITEM NUMBER: 12 SUBJECT/PROPOSAL/REQUEST: Tabled from 10-04-2010 STAFF CONTACT(S): William D. Sleeper BACKGROUND: ACTION: Yes CONSENT AGENDA: ACTION: ' ATTACHMENTS: Yes ~ REVIEWED BY: INFORMATION: INFORMATION: The Board of Supervisors of Pittsylvania County has been working with the Virginia Department of Corrections for several years to try to acquire the Camp 15 property off of Concord Road, near the Green Rock Prison. DISCUSSION: Attached hereto are the restrictions that the Virginia Department of Transportation (VDOT) is placing on the deed for the Board of Supervisor to acquire Fee Simple Title to the required property. It requires the Board to take some action within 3 years. Mr. Harville requested this to be tabled until the County knew what property was to be involved and whether or not the sewage treatment facilities were on site. Attached hereto is the map showing the required survey and outlining the property that will be transferred. It does include the former wardnen's house on the west side of Concord Road that is approximately 1.6 acres; and approximately 16 acres, including the sewage treatment facilities, on the far northeast side of the required property. RECOMMENDATION: Staff recommends the Board of Supervisors consider the acceptance of this property with the knowledge that they will have to move forward within the next 3 years with a County jail on this site. P24 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 10-04-10 ITEM NUMBER: 12 ~ State Property -Camp 15 SUBJECT/PROPOSAL/R.EQUEST: Camp 15 STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes I BACKGROUND: INFORMATION: INFORMATION: The Pittsylvania County Board of Supervisors, working with the State Department of Corrections, had the ability to acquire Camp 15, adjacent to the Greenrock Prison. DISCUSSION: Because of issues concerning the requirements in the deed by the Virginia Department of Transportation, transfer of this property has been held up. Attached hereto, you will find the restrictions that have been requested from the Attorney General's Office concerning the restrictions on the property by the Virginia Department of Transportation. The restrictions that are identified on this property limit the utilization of property by the County of Pittsylvania to the development, renovation, construction of a County Jail, and if we don't build the jail within three (3) years, and it sits again vacant for one more year, then this property will revert back to the Commonwealth of Virginia to be held in the possession of the Virginia Department of Transportation. RECOMMENDATION: Legal Council will present to the Board of Supervisors the requirements for the approval of the deed. The Board of Supervisors need to be aware of these restrictions and the approval of the use of this property before moving forward on the development of a County Jail at the Camp 15 site. P25 r arc i ui i Dan Sleeper From: wmlm@gamewood.net Sent: Friday, September 17, 2010 4:59 PM To: Dan Sleeper Subject: Camp 15 Property Dear Dan: Attached you will find language that I have received from the Attorney General's Office regarding the proposed conveyance of the Camp 15 Property. The language limits the County's use of the property exclusively to construction and operation of a county jail for Pittsylvania County, and it requires that the County proceed with development and construction within three years of the conveyance, or ownership of the property will revert to the Commonwealth, to be possessed by VDOT. The proposed language is as follows: NOW, THEREFORE, FURTHER WITNESSETH: That for and in consideration of the sum of Ten Dollars ($10.00), cash in hand paid, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Grantor does hereby grant and convey, with SPECIAL WARRANTY OF TITLE, unto Grantee the following described property for so long as said property is used exclusively for the development, renovation, construction, and/or operation thereon of a county jail for Pittsylvania County, and for no other use: [Description of Property] (the "Property") If, at any time, the Property is used for a purpose other than for the development, renovation, construction and/or operation thereon of a county jail for Pittsylvania County, or if, within three years of the date of this Deed, the Property is not used for the development, renovation, construction, and/or operation thereon of a county jail for Pittsylvania County, or if, at any time after such three year period, the Property is not used for a period of one year or more for the development, renovation, construction, and/or operation thereon of a county jail for Pittsylvania County, then all of Grantee's right, title and interest in and to the Property, including any improvements constructed thereon, will immediately terminate and automatically revert to and revest in the Commonwealth of Virginia, to be held in the possession of the Virginia Department of Transportation, without further act or deed. 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O11157b9 Projcct% osed Parcels f}r ` 5 }~~ ~ `!'•'~ Pml~t Name: Pift°I t`,G1S~ ~e~t'\GIS Projee~ a`~maP_ \Counc"_ Prop y ~taPt _; t i•• ' r~•a` ~ ~ Proj~t Orgin: Gis on `~ c. . ,~ ~,.,ry Parcels wR '~ P27 ., . .s ~ c~ t v ~ J m ~ j Q m gg ~ ~ ~ o .~ p qg ~ F~-~@ ~ iy~~ ~Z ~ F > ,~ ~sQO~ n ~>~ r, r f `. ~" r ` ~ r . `. ~ i `. ~~ t i S g,~ 1 y J ~ / ~~~s~ ~ `t TYY8g8L X ~~°~ R ~ ;~SgB~~ ~-----. f ., \ ~ i ~ ~ ~~~ ~~ a ~+ \ \ SS 6 u \ y{ 3 \\'~ u E ~~~ s~ ~ "$ 4 ~R ~ ~ Y ~ S ~ ~ ~ A ~'..gg F G~SE 1 'Or ~ o `~ gg yy ~ 6~~ ~~8 ~ ~ ~ ~ $ ~~ /~ ~. „' o ri \ ~y ~8 y ~ m • [^Q g ~R'1` 3 L~• ~~ Ca g` z~ ~ R M ~ Fin zn o o g~Q `~ ~7B~ $ Y ~ ~~ f . r ~+ 319 ~ y~RR~ !f ~ '~F ~ } E t ~ ~~#gY ~~ ~' 4y SI ~~°~~ I ~~g8~ ## !( pp~6,,, _' Q r r °a _~ ~~3 ~Agg ~yy~~ kb88 t ~$~ ~~ A~~ ~NgY YY R ~$$E P28 PITT'SYLVAl~IA C®UN'I'Y Board of Supervisors EXECUTIVE SUIVIIVIARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Change Order # 1-Olde Dominion Agricultural 10-19-10 13 Development Center Water & Sewer Extension ACTION: Yes SUBJECT/PROPOSAL/REQUEST: Change Order STAFF CONTACT(S): William D. Sleeper CONSENT AGENDA: ACTION: INFORMATION: INFORMATION: r ATTACHMENTS: Yes REVIEWED BY: ~ BACKGROUND: The Board of Supervisors applied to the Virginia Tobacco Commission for funding in order to install the necessary water and sewer service to the Olde Dominion Agricultural Development Center (ODAC) on US RT 29 North to Dry Bridge. DISCUSSION: With the current approval of the Town of Chatham to take over the service area and pay back the increased cost of the booster station and lines to improve the water service, the project has moved forward as far as it can with the contractor. However, due to changes diverting from the orginal tank, it required an air release valve be placed off RT 29 that was not in the original contract. Attached hereto is a Change Order for that line totaling $2,500 and increasing the total contract to $905,109. The current amount budgeted for this contract is $926,100. RECOMMENDATION: Staff recommends the Board of Supervisors approve Change Order #1 in the amount of $2,500.00 and authorize the County Administrator to sign all necessary documentation. P29 Change ®rder Change Order # 1 Date September 2, 2010 Project Olde Dominion Agricultural Center Water and Sewer Extension Project# n!a owner Pittsylvania County, Virginia TO: Contractor Steve Martin's Trenching, Inc. conrractDate June 17, 2010 You are directed to make the changes noted below in the above contract: owner Pittsylvania County, Virginia By Date General Description: Add an Air Release Valve to the 4" Forcemain at approximately Sta. 70+50 due to the elevation of the line to avoid an air trap. DECREASE INCREASE ITEM DESCRIPTION OF WORK QUANITY COST in Contract Price in Contract Price 16 Air Release Valve 1 $2,500.00 LS $2,500.00 Tota s » Net Change in Contract Price» $2,500.00 Justification: Suggested by Contractor and approved by Engineer. The changes result in the following adjustment of contract price and time: Contract price prior to this Change Order $902,609.00 Net INCREASE resulting from this Change Order $2,500.00 Current contract price including this Change Order $905,109.00 Contract time prior to this Change Order 150 Calendar Days Net O Increase O decrease resulting from this Change Order Calendar Days Current contract time including this Change Order 150 Ca(endarDays The above changes are approved: Engineer Re Holds-Clark Dev pment, Inc. By Date ~',~-~~ Conhactor Steve Martin's Trenchin ,Inc. sy . Date 1~3~~U( L P30 PI'I"TSYLVAl®1IA C®IJl®1T'Y Board of Supervisors EXECiJ'I'IV~ Sl[11VIMAI~Y AGENDA TITLE: Proposal for Phase II Nature and Extent Study & Assessment for Corrective Measures Amendment to Engineering Services Agreement dated January 1999- Pittsylvania County Landfill, Permit No. 571 AGENDA DATE: 10-19-10 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 14 INFORMATION: SUBJECT/PROPOSAL/REOUEST: Amendment to Services Agreement STAFF CONTACT(S): William D. Sleeper ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: BACKGROUND: DISCUSSION: Pittsylvania County Staff has negotiated with Dewberry and the Department of Environmental Quality (DEQ) the measures necessary to do a nature and extent study on Phase II at the Pittsylvania County Landfill. The Phase II area is currently the active portion of the landfill. The amendment includes estimated costs for lab work and permit amendment fees with the DEQ. Dewberry's total fee is $36,000. The County anticipated the requirements of this amendment in the current budget and will include estimated funding for any corrective meansures required in the next year's budget. Due to time requirements specified in Permit 571, the County Staff and Dewberry have already stated preliminary work outline in the proposal to meet the deadlines as required. RECOMMENDATION: Staff recommends the Board of Supervisors approve this amendment for Phase II Nature and Extent Study & Assessment of Corrective Measures Amendment to Engineering Services Agreement dated January 1999 for the Pittsylvania County Landfill, Permit No. 571, in the amount of $60,380.00 and authorize the County Administrator to sign all necessary documentation. P31 551 Piney Forest Road 434 797 4497 ® Danville, Virginia 24540-3353 434 797 4341 fax '~ Dewberry P.O. Box 1509 • Danville, Virginia 24543-1509 www.dewberry.com September 30, 2010 - - -_- _------- -- _ -__--- ; - _---- - - - - -\:. Mr. Otis Hawker „`l, i ' Assistant County Administrator Pittsylvania County - -.- -- __ .-_ - P.O. Box 426 Chatham, VA 24531 Re: Proposal for Phase II Nature and Extent Study & Assessment of Corrective Measures Amendment to Engineering Services Agreement Dated January 1999 Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: During the 2°d Quarter 2010 Groundwater Monitoring Event, the concentration of vinyl chloride from the Table 5.1 of the Virginia Solid Waste Management Regulations (.VSWMR) exceeded the established Groundwater protection Standards (GPS) in groundwater monitoring well MW-109A. A verification event was conducted and confirmed the exceedance. As per 9VAC 20-80-310 of the VSWMR, the Facility is required to initiate the Assessment of Corrective Measures (ACM) process. The initial phase of the ACM process is to perform a Nature and Extent Study (NES) to, "determine aerial extent of any plume of contamination for each constituent under the GPS that has been measured at concentrations that exceed background levels" as per 9VAC 20-80-310 A.2.a. Additional groundwater monitoring wells are to be installed as necessary in order to characterize the nature and extent of the release as per 9VAC 20-80-250 D.6g(1)(a), As per 9VAC 20-80-310 of the VSWMR, the ACM shall be submitted within 180 days from the date the constituents have been detected above the groundwater protection standard at statistically significant levels and shall include an analysis of the effectiveness of potential corrective measures in meeting all of the requirements and objectives of the remedy. As part of the ACM process the Facility will need to submit a Corrective Action Plan (CAP) and a Corrective Action Monitoring Plan (CAMP) to restore groundwater quality at the Facility. UNDERSTANDING OF THE WORK A Nature & Extent Study will need to be conducted for exceedences that occurred during the 3rd Quarter 2010 groundwater monitoring year. It was suspected that MW-109 was not representing groundwater at the Facility due to surface water intrusion. However, the newly installed monitoring well MW-109A has confirmed exceedances of the GPS for vinyl chloride. Due to this exceedance, the Phase II portion of the Facility will need to proceed with the assessment of corrective measures. Completion of the ACM entails two (2) separate but related actions. The VSWMR specify that prior to submitting the ACM report required under 9VAC 20-80-310.A.1, the Permittee shall determine the "nature & extent" of the release. The function of the NES is to provide sufficient data through which an assessment of the site-specific corrective measures can be completed. Dewberry & Davis, Inc. P32 Mr. Otis Hawker Page 2 September 30, 2010 The ACM is a detailed investigation into the nature, extent, associated risk, and alternatives for clean-up dealing with a documented release from a solid waste management unit. A public meeting will be required to discuss the "draft" results of the ACM. SCOPE OF SERVICES Item I: Groundwater Well Installation One (1) additional groundwater monitoring well will be installed as part of the NES study. This will be a deep well installed adjacent to MW-109A to delineate the vertical extent of the release. The boring will be drilled using a 6-inch diameter air rotary type drill rig. The monitoring well 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/S-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. Dewberry will coordinate the drilling and provide onsite supervision of the groundwater well installation. Item II: Surveying of Groundwater Monitoring Well Following installation of the monitoring well, 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 well will be developed to remove turbidity utilizing atwo-stage, electric pump. The monitoring well 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 Operating Procedures Manual for the Department of Environmental Ouali~ Water Quality Monitoring and Assessment Prop' am. 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: 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. Dewberry® P33 Mr. Otis Hawker Page 3 September 30, 2010 Item V: Assessment of Corrective Measures Dewberry will prepare and submit an 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. The report will include: • A discussion of remedial technologies with the ability to achieve clean-up standards at the point of compliance • Length of time required before final clean-up goals are expected to be met • A summary of the results of the public meeting held to discuss the "draft" results of the ACM • Operational cost of the proposed corrective action Dewberry will be present at the public comment period to answer any questions or address any concerns. The report will be sent to the DEQ Blue Ridge Regional Office for review. Item VI: Corrective Action Plan and Corrective Action Monitorine Plan As a result of the findings presented in the NES and ACM, as directed by DEQ, Dewberry will prepare a Corrective Action Plan (CAP) and Corrective Action Monitoring Plan (CAMP) to reflect the current Constituents of Concern (COC) and newly installed monitoring wells. Item VII: Permit Amendment Repuest To incorporate the revisions into the Facility permit, Dewberry will submit a permit amendment request to DEQ for review. The current cost for a corrective action permit amendment is $22,860.00 and will be paid directly by the County. This fee may not include all applicable amendment costs that may arise after DEQ review of the permit amendment request. Item VIII: Additional DEQ Corresaondence Recent regulatory changes within the groundwater program have lead to repeated additional requests from DEQ for technical information concerning submissions for the groundwater monitoring programs and requirements at the Facility. Dewberry will coordinate with, prepare, and provide the necessary correspondences to DEQ. This line item does not include any extensive studies, but rather letter reports and request for additional information correspondences. DEWBERRY FEES Dewberry will provide the services described above for the following fees: Item I: Groundwater Well Installation ......................................................... $2,100 (Lump Sum) Item II: Surveying of Groundwater Monitoring Wells ................................ $1,200 (Lump Sum) Item III: Groundwater Sampling ................................................................... $1,200 (Lump Sum) Item IV: Nature and Extent Study Report ...................................................... $6,500 (Lump Sum) Item V: Assessment of Corrective Measures Report .................................. $10,000 (Lump Sum) Item VI: Corrective Action Plan /Corrective Action Monitoring Plan.......... $8,500 (Lump Sum) Dewberry® P34 Mr. Otis Hawker Page 4 September 30, 2010 Item VII: Permit Amendment Request ............................................................ $1,500 (Lump Sum) Item VIII: Additional DEQ Correspondence ..................................................... $5,000 (Hourly Estimate) Please find attached a copy of our Standard Hourly Rate Schedule annexed as Attachment A. Total Dewberry Fee ......................................................................................... $36,000 The fees listed above do not include fees charged by the laboratory for analytical costs. OTHER FEES Drilling and Laboratory services will be paid directly by Pittsylvania County. This represents a 15°Io 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 ............................................................................................................ $1,200 (estimate) Laboratory Fees .......................................................................................................... $320 (estimate) Permit Amendment Fees ....................................................................................... $22,860 (estimate) The terms and conditions of this amendment will be consistent with those presented in the original agreement. We appreciate your business and the opportunity to provide environmental services to Pittsylvania County. If you should have any questions regarding any part of this proposal or the groundwater monitoring program, please feel free to contact us. Sincerely, Dewberry & Davis, Inc. ifv~ i . Manager i- Associate Vice President/Office Manager TAS/tas/vnl Attachment A -Standard Hourly Billing Rate Schedule (August 1, 2010) cc: Mr. LJ Burgess -Pittsylvania County Landfill R:~Proposal L.etters~Environmenta1~2010-9-30 Pitfil Phase 2 NES ACM.doc Dewberry® P35 Mr. Otis Hawker Page 5 September 30, 2010 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 Dewberry® P36 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry Engineering/Planning/Landscape/Architecture/Surveying Services/MC Services Principal Admin Assistant/Professional I - II -III - IV CADD Technician I - II -III - IV Construction Adnunistrator I - II Engineer/Planner/Landscape/Architect/MC I - II -III Engineer/PlannerlLandscape/Architect/MC IV - V - VI Engineer/Planner/Landscape/Architect/MC VII -VIII Engineer/Planner/Landscape/Architect/MC IX Interior Desigaier I - II -III- IV Resident Engineer I - II -III - I V Resident Construction Technician I - II Survey/Computor I - II -III Survey/Computor IV - V - VI Technical Assistant I - II -III - IV- V Surveyor I - II -III Surveyor IV - V - VI Reimbursable Expenses (Including subconsultants, courier, postal services, etc.) Hourly Rates $200.00 $50.00 - $60.00 - $70.00 - $80.00 $55.00 - $65.00 - $75.OU - $85.00 $95.00 - $110.00 $70.00 - $80.00 - $90.00 $105.00 - $120.00 - $135.00 $150.00 - $165.00 $180.00- $200.00 $55.00 - $70.00 - $90.00- $110.00 $70.00 - $80.00 - $95.00 - $110.00 $50.00 - $60.OU $60.00 - $70.00 - $80.00 $95.00 - $110.00 - $125.00 $45.00 - $55.00 - $65.OU - $75.00 - $85.00 $45.00 - $55.00 - $65.00 $80.00 - $90.00 - $IOS.OU Cost + 15% Dewberry- Revised August 1, 2010 Schedule STD Subject to revision P37 PIT"I'S~'I.,VANIA C®iJl~TTI' hoard of Supervisors EXECUTIVE SiJ1VIlVIAR~' AGENDA TITLE: Emergency Medical Services (EMS) Agreement between Pittsylvania County and Franklin County AGENDA DATE: 10-19-10 ITEM NUMBER: 15 ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REQUEST: Mutual Aid Agreement CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): William D. Sleeper ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: Pittsylvania County has had a mutual aid agreement with surrounding jurisdictions for EMS service and fire & rescue services. As changes occur in other counties, new agreements are being forwarded around to other jurisdictions. DISCUSSION: Franklin County has made some upgrades to their current service areas and requested Pittsylvania County to adopt the attached mutual aid agreement RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached mutal aid agreement and authorize the County Administrator to sign all necessary documentation. P38 This Agreement, made and entered into this day of by and between the COUNTY OF FRANKLIN, VIRGINIA, hereinafter referred to as Franklin County and the COUNTY OF PITTSYLVANIA, VIRGINIA, hereinafter referred to as Pittsylvania County. WITNESSETH WHEREAS, the Board of Supervisors of Franklin County desire to provide the best and most cost- effective fire protection, EMS, and rescue services for their citizens; and WHEREAS, both Franklin County and Pittsylvania County maintain firefighting and EMS equipment and provide for some of these services with the help of dedicated volunteers, as authorized by sections 27-6.1 and 27-23.6 of the Code of Virginia; and WHEREAS, both the County of Franklin and the Board of Supervisors of Pittsylvania County have concurred in the effort to develop a mutual aid agreement for improved firefighting and EMS capabilities within and around the jurisdictions of Franklin County and Pittsylvania County, as authorized by Sections 27-1, 27-2, 27-4, and 27-23.1 of the Code of Virginia. NOW THEREFORE, for and in consideration of the undertakings hereinafter set out, the parties covenant and agree as follows: 1. Mutual Aid in Firefi hting and EMS/Rescue: a. The Franklin County Department of Public Safety will respond or cause response to any call for mutual aid within Pittsylvania County, when personnel and equipment are available and can be safely spared. b. Pittsylvania County Fire and Rescue Departments will respond to any call for mutual aid within Franklin County, when personnel and equipment are available and can be safely spared. Response will be initiated automatically as outlined in the current Standard Operating Procedures of the Franklin County Department of Public Safety or anytime at the request of Franklin County or Franklin County Public Safety units. Automatic mutual aid will be initiated within the boundaries of the fire and EMS/Rescue response zones mazked on a map of the County and maintained in the office of the Franklin County Department of Public Safety. 2. Assistance in non-designated areas: Franklin County and Pittsylvania County agree to respond when called to assist in the other areas not described in this agreement when the personnel and equipment are available and can be safely spared. 3. Designation of officials: Franklin County and Pittsylvania County Fire and EMS/Rescue units shall respond to a call for service only upon request of the official designated for that purpose. The parties shall notify one another of the P39 identity of the official or officials designated to request such assistance. 4. Notification of calls: The Pittsylvania County Communications Center will notify units from Pittsylvania County of all fire and EMS/Rescue calls received within Franklin County where mutual aid assistance is required. Calls for service received by either locality within the borders of the other jurisdiction will be directed to that jurisdiction for appropriate handling. 5. Application of Department policies: Officers, employees, agents, and volunteers shall comply with the operational policies of their respective departments. The parties agree to hold their own officers, agents, employees, and volunteers, respectively, responsible and accountable for compliance with operational policies of the respective departments. 6. Supervision and control of joint services: Pursuant to Section 27-23.9 of the Code of Virginia, whenever two or more fire companies or departments are called to provide joint services in any district or political subdivision, the commander of the first company to arrive shall have general supervision and control of all such participating companies and departments until an officer of such district or political subdivision who is otherwise authorized by law to do so shall assume such general supervision and control. For the purposes of this section, districts and political subdivisions are concurrent and general supervision and control of firefighting and EMS activities within both jurisdictions shall be conducted by officers designated in the latest command structure maintained in writing and approved by the County Board of Supervisors in which the mutual- aid event occurs. 7. Retention of benefits: While acting under this agreement, officers, agents, employees, and volunteers shall have all of the immunities from liabilities and exemptions from laws, ordinances, and regulations and shall have all the pension, relief, disability, workers compensation, and other benefits enjoyed by them while performing their respective duties. within the territorial limits of their own political subdivision. 8. Indemnification, save harmless, and liabilityprotection: a. As provided for in Section 27-2 of the Code of Virginia, each party hereby agrees to (1) waive any and all claims against the other parties thereto which may arise out of their activities outside their respective jurisdictions under such agreement; and (2) indemnify and save harmless the other parties for property damage or personal injury which may arise out of the activities of the other parties to such agreement outside of their respective jurisdictions under such agreement. b. To protect the financial interests of each party against liability that may arise, both Franklin P40 County and Pittsylvania County will provide insurance coverage, or aline-of-credit payment bond for services in the amount of no less than $1,000,000 for liability claims that may arise out of activities of the respective parties. Each shall provide the other with sufficient documentation of the coverage's provided in the form of a Certificate of Insurance or Letter of Credit. 9. Liability for dama eg d equipment: Neither party shall have liability for destruction, Loss, or damage of any motor vehicle, equipment, or personal property belonging to the other party or representatives of the other party in exercise of any power under or pursuant to this agreement. 10. Immunities not impaired hereby: This agreement shall not be construed to impair or affect any sovereign or governmental immunity or official immunity that may otherwise be available to Franklin County or any officer, agent, or employee of Franklin County, or to Pittsylvania County or any officer, agent, or employee of Pittsylvania County. 11. Commencement of Agreement: This agreement shall become effective upon execution by both parties. 12. Termination of Agreement: Any party to this agreement may terminate same, with or without cause, by giving written notice to the other party by certified mail, return receipt requested. Any termination notice must be given at least ninety (90) days prior to July 1st of any given year. This agreement shall continue to be in force from year to year unless terminated as indicated above, or all parties mutually agree to terminate. 13. Entire Agreement: This agreement represents the entire and integrated agreement between the parties and supersedes all prior negotiations, representations, or agreement, either oral or written. This agreement may be amended only by written instrument signed by authorized representatives of all parties. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. Approved as to form: County Attorney for Franklin County P41 County of Franklin, Virginia: Attest: Clerk County of Pittsylvania ,Virginia: Attest: Clerk BY: Chairman, Franklin County Board of Supervisors BY: County Administrator, Franklin County, Virginia BY: Chairman, Pittsylvania County Board of Supervisors BY: County Administrator, Pittsylvania County, Virginia P42 PI'I"TSYLVAI~IIA C®UN'I'Y Board of Supervisors E7~ECUT'IVE SUMMARY AGENDA TITLE: Pittsylvania County Youth Sports Recreation Fee SUBJECT/PROPOSAL/REOUEST: 10-Day Layover STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 10-19-10 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No REVIEWED BY: BACKGROUND: ~j ITEM NUMBER: 16 INFORMATION: INFORMATION: The Board of Supervisors has been negotiating with the Pittsylvania County School Board and the Pittsylvania County Youth Sports league for some time concerning the recreation fees for the use of school facilities. DISCUSSION: At their Joint Meeting on October 7, 2010, a motion was made by Mr. Fred Ingram, seconded by Mr. William Pritchett, to appropriate $36,000 for Youth Sports Recreation fees to pay the Pittsylvania County Schools for the use of school facilities from unaappropriated surplus. This motion required a 10-Day Layover. RECOMMENDATION: Staff submits this to the Board of Supervisors for their approval and authorize the County Administrator to delivery the check to the Pittsylvania County Schools. P43 PIT'I'SYLVAI~IA C®jJl~'I'Y Board of Supervisors E7~ECLT'I'IVE S~J1VIlVIARX AGENDA TITLE: Resolution 2010-10-06-Agribusiness AGENDA DATE: 10-19-2010 ITEM NUMBER: 17 SUBJECT/PROPOSAL/REQUEST: Resolution -Tobacco Commission STAFF CONTACT(S): William D. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: INFORMATION: INFORMATION: Mr. Freddie Wydner, Director of Agricultural Development, has been working with Mr. Ken Bowman, Director of Economic Development, to enhance Pittsylvania County's new economic development diversification program of smaller businesses in the Ringgold East Industrial Park that may relate to utilization of agriculture. DISCUSSION: Attached is a resolution for application to the Virginia Tobacco Commission's Agribusiness Committee for funding to work with the development of agribusiness prospects in the Ringgold East Industrial Park. Grant request is for $100,000.00. RECOMMENDATION: Staff recommends the Board of Supervisors approve the attached resolution and authorize the County Administrator to file with the Agribusiness Committee of the Tobacco Commission. P44 PITTSYLVANIA COUNTY BOARDOF SUPERVISORS RESOLUTION 2010-10-06 WHEREAS, Pittsylvania County has been impacted by the decline of the tobacco industry causing a negative impact on economic development and growth throughout the County; and WHEREAS, the Tobacco Indemnification and Community Revitalization Commission has developed an economic development program to help tobacco related localities to change and revitalize their economy; and WHEREAS, grants from the Tobacco Indemnification and Community Revitalization Commission will assist Pittsylvania County in transforming its economy to replace the decline in the tobacco agri-business community; then BE IT FURTHER RESOLVED, that the Board of Supervisors of Pittsylvania County authorizes the submission of a grant application for an agribusiness to be located in Ringgold East Industrial Park and authorizes the County Administrator to review, approve, and file this application and all necessary correspondence relating to the Tobacco Indemnification and Community Revitalization Commission required by this grant and to be responsible for the accuracy of the application and for the appropriate use of funds, should they be granted. Given under my hand this 19th day of October, 2010. Hank A. Davis, Jr., Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P45 I'I'I"TSYI,VAI~IA C®iJl~1'I'Y Board of Supervesors EXECLIT'IVE SU1VIlVIARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: Amendment to Pittsylvania County Social Service 10-19-2010 18 Janitorial ACTION: INFORMATION: Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: Amendment to Agreement ACTION: INFORMATION: ATTACHMENTS: STAFF CONTACT(S): Yes William D. Slee er REVIEWED BY: BACKGROUND: The Pittsylvania County Board of Supervisors signed an agreement with the Commonwealth of Virginia and the Pittsylvania County Social Services Board for repayment of the bonds issued on the construction of the existing Health Department and Social Services Building. Rennovations were made and no changes were made to the contract since the rental payments did not increase nor decrease. DISCUSSION: Currently the Department of Social Services would like to manage their own janitorial contract. Attached hereto is the front page of the current lease, page 2 and page 3 showing Section seven (7); none of which will change. However, the reference Attachment 2 showing variable should be amended as shown. RECOMMENDATION: Staff recommends the Board of Supervisors to approve the amendment to Attachment 2 of the current lease agreement dated November 2001 to allow Lessee to manage janitorial services and supplies, and authorize the County Administrator to sign all necessary documentation. P46 DEED mF LEASE This DEED OF LEASE, made and entered into this ~_ day of NO!/r!/1?~lr: 2001, by and between the Pittsylvania County Board of Supervisors, hereinafter referred to as the "Lessor", and the Pittsylvania County Social Services Department, hereinafter referred to as the "Lessee"-. WITNESSETH For and in consideration of the terms, conditions, covenants, promises and agreements herein made, Lessor hereby leases and demises unto Lessee the following described real property, and all appurtenances thereunto belonging, hereinafter referred to as the "Demised Premises", and described as follows: Five acres, more or less, located on the eastern margin of U.S. Highway 29, and more fully described on Attachment No. 4, Plat of Property, attached hereto and made a part of the description herein, and commonly known as 220 H.G. McGee Drive, Chatham, Virginia, and more specifically consisting of the Pittsylvania County Human Services Center, designed by Dewberry and Davis, consisting of a total of 25,578 squaze feet, of which 14,349 square feet is being dedicated for the use of the Lessee and 11,229 square feet being dedicated to the Pittsylvania County Health Department. Included therein is one (1) common conference/ training room to be shazed by both agencies which consists of approximately 550 square feet. Also included are 173 parking spaces, and 8 ~landicapped parking spaces to be shared by Lessee and the Pittsylvania County Health Department. 1. INITIAL TERM OF LEASE: The demised premised aze hereby leased to Lessee for a period of fifteen (15) years, beginning on the 1'' day of November, 2001 and terminating on the 31st day of October, 2016. 2. RENT: Lessee covenants to pay Lessor the lump sum of one hundred thirty one thousand six hundred four dollars and sixty five cents ($131,604.65) as rent for the first eight months of said lease term, said payment being due and payable on June 1, 2002. For each successive year in the initial term, the Lessee agrees to pay the Lessor ten thousand five hundred ninety eight dollars and thirty three cents ($10,598.33) per month, plus the actual variable cost as defined herein, due and payable on the 15t day of each and every month, beginning on July 1, 2002. P47 r ~~ ~~' Variable cost shall include any and all cost included on Attachment No. 2, u~ attached hereto and made a part of this Lease. Said variable cost shall be ~( .forwarded to Lessee by either Lessor or the provider of said services described 1 in Attachment No. 2 prior to the first day of each and every month when said variable cost payments are due and payable from Lessee. Rent shall be made payable to the Treasurer of Pittsylvania County, and mailed to the Office of County Administrator, P.O. Box 426, Chatham, Virginia 24531, or to such other party and.such other place as Lessor may from time to time designate in writing as provided herein. 3. PURPOSE AND OF DEMISED PREMISES: The Demised Premises are leased to be used and occupied by Lessee and the Pittsylvania County Health_ Department, and their agents and employees, for such purposes and uses as Lessee and the Pittsylvania County Health Department may now or hereafter be empowered by law to use the same. 4. ACCESSIBILITY BY THE HANDICAPPED: Prior to the commencement of the initial term and delivery of possession, Lessor shall certify to Lessee in writing that the Demised Premises complies with the minimum requirements of the Americans with Disabilities Act of 1990 (the "ADA"). In the event the Demised Premises is not required to comply with the ADA, Lessor shall certify to Lessee in writing that the Demised Premises complies with the minimum requirements of the Virginia Uniform Statewide Building Code pertaining to access by disabled persons. As hereafter used, the term "the standards" shall mean and incorporate those standards approved by the United States Department of Justice for meeting the minimum requirements of the Americans with Disabilities Act of 1994, if applicable, those standards issued or promulgated by the American National Standards Institute, entitled "American National Standard Specifications for Making Buildings and Facilities Accessible and Usable by Physically Handicapped People" ANSI- A 117.1-1980, and the term "accessible" shall mean accessible to disabled individuals in accordance with the ADA. The minimum Virginia Uniform Statewide Building Code requirements are: I . If public or private parking is provided, at least one accessible `parking space "shall be provided as close as possible to an accessible route to the primary building entrance. 2. Walks used, as accessible routes to the building shall comply with the standards. 3. An accessible primary entrance to the building shall be at grade or ramped to grade in accordance with the standards. P48 . i licensed by the Virginia Department of Professional and Occupational Regulation and the building is free of friable asbestos that is not managed under a management plan prepared by an Asbestos Management Planner licensed by the Virginia Department of Professional and Occupational Regulations. Prior to occupancy by Lessee, Lessor shall obtain a Certificate of Completion issued by Dewberry and Davis of Danville, Virginia and an occupancy permit issued by the Pittsylvania County Building Inspection Department. 6. MAINTENANCE: Lessor covenants to keep; repair and maintain, at Lessor's expense, the Demised Premises and all plumbing, heating, air conditioning, electrical and mechanical devices, appliances, and equipment of every kind or nature affixed to or serving the Demised Premises~in good repair, condition and working order during the initial term and any renewal terms. As used herein, the word "repair" shall be deemed. to mean and include the replacement of broken or cracked glass. Lessor's duties herein to repair and maintain apply to those systems described herein that need repair and maintenance as a result of normal use and wear and tear. Lessee shall take reasonable steps to provide that none of Lessee's employees, or any other person on the premises with Lessee's consent intentionally or negligently causes damage or the need to repair or maintain any of the svstems described herein. If Lessor fails to keep, repair and maintain the Demised Premises and all plumbing, heating, air condition, electrical and mechanical devices, appliances and equipment of every kind and nature affixed to or serving the Demised Premise in good repair, condition and working order as required herein, then Lessee, at its option, may either (a) terminate this Lease and all obligations hereunder, or (b) proceed to make or cause to be made such upkeep, repair and/ or maintenance, at Lessor's expense. Lessor's failure to comply with the above requirements will not be grounds for Lessee's termination of this Lease unless Lessee has given Lessor written notice of the defective equipment and Lessor has failed to remedy the condition within sixty (60) days. Lessor covenants to keep and maintain the Demised Premises and the building of which the Demised Premises forms a part tree of friable asbestos and any other adverse environmental condition which is deemed hazardous to the health 2 or safety of persons entering the building. ~ ~ ~ 7. UTILITIES: Lessor shall provide all heating and air conditioning as conditions tJe ~~ require, electricity, water, sewage and trash disposal, snow and ice removal from ~~' the parking lot, access road and walk ways, and janitorial services and supplies, as Pc provided in paragraph 2 and Attachment No. 2, to and for the Demised Premises during the initial term and any renewal terms. In the event that any one or more P49 Ov'~~~1A C._. ATTACHMENT NO: 2 This ATTACI-Il~IENT forms apart of that certain Deed of Lease by and between the Pittsylvania County Board of Supervisors, Lessor, and the COMMONWEALTH OF VIRGINIA, by t~he/ Pittsylvania County Social Services Department, Lessee, dated the ~P day of /~/Ol/'~i1l~i~ , 20~.. Lessor and Lessee agree to the following terms, conditions, modifications, additions and/or deletions. Variable Cost Gas Electric Water & Sewer General Maintenance & Supplies Janitorial ~/~~ P,l~ f nom-( 10 P50 . PROPOSID AMENDMENT ATTACHMENT NO: 2 This ATTACHMENT forms apart of that certain Deed of Lease by and between the Pittsylvania County Board of Supervisors, Lessor, and the COMMONWEALTH OF VIRGINIA, by t-he/ Pittsylvania Count Social Services Department, Lessee, dated the day of Lessor and Lessee agree to the following terms, conditions, modifications, additions and/or deletions. Variable Cost Gas Electric Water & Sewer General Maintenance & Supplies Janitorial ~~ ~~~~ ~ ~1 Amended October 19, 2010 _ f-( Lessor shall provide required paper products formerly supplied under Janitorial. Lessee shall manage and provide Janitorial services and cleaning supplies. William D. Sleeper Date Sherry Flanagan Date County Administrator Director of Social Services Pittsylvania County Pittsylvania County 10 P51 PIT'TS~'LVAI~TIA C®i11~1'I'Y Board of Supervisors EXECiT'I'IVE Si11VIMARY AGENDA TITLE: Service Area Booster Station Agreement SUBJECT/PROPOSAL/REQUEST: Intergovernmental Agreement STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 10-19-2010 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 19 INFORMATION: INFORMATION: BACKGROUND: The County Administrator has been working with the Pittsylvania County Service Authority (PCSA), the Town of Chatham,The Pittsylvania County Board of Supervisors, and the Board of Supervisors, as well as the Board from the Olde Dominion Agricultural Development Center (ODAC) to provide increased water service through a booster station in the Town of Chatham to the ODAC and the citizens living north of Hodnett Mill Road in Town's service area. DISCUSSION: Attached hereto in an intergovernmental agreement for the service area and the development and construction of the booster station to be lease purchased by the Town of Chatham back through a separate lease purchase agreement and for the PCSA to give up the service area to the Town north of Hodnett Mill Road to the Dry Bridge on RT 29. Currenlty the agreement has been reviewed and approved by the PCSA and the Town of Chatham, and the Town is currently signing the agreement. This is a request to the Board of Supervisors to approve the agreement and authorize the Chairman and the County Administrator to sign the required documentation and set a public hearing to amend Chapter 1, Intergovernmental Agreements, of the Pittsylvania County Code and incorporate this agreement into Chapter 1 of the Pittsylvania County Code. RECOMMENDATION: Staff recommends the Board of Supervisors approve the agreement and authorize a public hearing be held on Tuesday, November 16, 2010 to incorporate the intergovernmental agreement into Chapter 1 of the Pittsylvania County Code. P52 Service Area and Booster Station Construction Agreement This AGREEMENT dated as of the 1st day of November 2010, by and between the COUNTY OF PITTSYLVANIA, a political subdivision of the Commonwealth of Virginia, hereafter know as COUNTY, and the TOWN OF CHATHAM, An Incorporated town in the Commonwealth of Virginia, hereafter known as TOWN, and the PITTSYLVANIA COUNTY SERVICE AUTHORITY, a political subdivision of the Commonwealth of Virginia, hereafter known as the AUTHORTY, provides: VVITNESSSETH: WHEREAS, the County wishes to provide water and sewer service to the Olde Dominion Agricultural Center located off U.S. Route 29 south of the Norfolk Southern Railway at Dry bridge; and WHEREAS, the Town wishes to assist the County in providing the water and sewer service to the Olde Dominion Agricultural Center; and WHEREAS, The Authority, which has control of the services of water and sewer in the unincorporated areas of the County, wishes also to participate with the County and the Town to provide water and sewer services to the Olde Dominion Agricultural Center; and WHEREAS in order to provide the necessary water and sewer services to the Olde Dominion Agricultural Center off U.S. Route 29 the parties hereto must coordinate services in a manner that will meet the regulations and requirements of the Virginia Department of Health; and WHEREAS, the County, Town, and Authority agree with the need for the project and agree that the facilities proposed to provide the service are in accordance with the standard operating procedures of the County, Town, and Authority; and WHEREAS, the development of this project requires boosting the water pressure to the Olde Dominion Agricultural Center and the northern area of the Town requires the relocation of the proposed booster station to meet service area needs at additional costs to the project, all parties agree that the relocation of the booster station is mutually beneficial to all parties; and WHEREAS, the Virginia Department of Health has identified that the issue of low pressure in this area of the Town system be resolved within one (1) year, if the booster station is located at the medical center as currently designed. All parties agree that absent the Agricultural Center project the low pressure would not have to be addressed within the one (1) year timeframe and the Town does not have the available funds to rectify the problem in one (1) year if the booster station is located as designed; now P53 THEREFORE, in considerations of the mutual covenants and agreements herein after contained and other valuable consideration, the parties hereto covenant and agree as follows: Section 1.1 Purpose In association with the Olde Dominion Agricultural Center water and sewer project, the Town is requesting a costs sharing structure to relocate a water booster pump station to the edge of Chatham, Va. to resolve the pressure issues that currently exist the northern area of the town understand that the utilities to serve the Agricultural Center are already contracted to be constructed, and that the purpose of this agreement is to relocate a water booster station closer to the town from it's originally designed location at the Medical Center. Section 2.1 Mutual Interest of parties The relocation of the water booster station is of mutual interest to all parties because it is in the best interest of the citizens of the county. The parties agree that the water booster pump station cannot be relocated without the participation of all parties, because neither the Town nor the Authority has the funds to afford the relocation of the booster station. Section 3.1 Responsibilities of the parties The County agrees to perform the following activities: (i) Provide the revenue for the engineering, construction and temporary service. (ii) Agree to provide the Towns share of the costs associated with the relocation of the water booster pumping station at an annual interest rate of 2.5 percent (%) in accordance with this Subsection by a Lease -Purchase agreement (iii) The County agrees to provide the construction management and administration of the project. (iv) The county agrees to work with the Town to provide equipment that will match the town's current maintenance system, and allow Town input on the design of the facilities. 2 P54 The Town agrees to perform the following activities: (i) Assume responsibility for the service area north of town to the Norfolk Southern railroad at Dry Bridge, on U.S. Route 29 (ii) Assume responsibility for the water booster station including operation and maintenance; (iii) Assume responsibility for Sanitary Sewer pump station and force main, including operation and maintenance (iv) Receive revenues from the new service area; (v) Reimburse the County the Towns share of the relocation Costs of the water booster pump station over a ten (10) year period at an annual interest rate of 2.5%; In accordance with aLease-Purchase agreement under a separate document. (vi) Work with the County to locate a site that is mutually acceptable. (vii) Agrees to share and reimburse the County for half the costs of temporary engineering and facilities costs of water and sewer service to the Agricultural Center due to the delay in the project. The Authority agrees to perform the following activities: (i) Give up the service area north of town along the Norfolk Southern railway to Dry bridge, and adjacent to U.S. Route 29, to the Town of Chatham.( See Exhibit D ) (ii) The Authority's current allocation of 1200 GPD in the Medical Center Tank is require to serve other customers in the area, and shall remain, and will not affect the Authority's existing allocation from the Town Section 4.1 Exhibits A. Estimated costs of the water booster station and relocation B. Detailed engineering costs and contract P55 C. Estimated costs engineering and facilities for of temporary service to the Agricultural Center This Agreement shall take effect November 1, 2010 IN WITNESS W~IEIZE®F, the parties have caused this agreement to be duly executed and effective as of the 1St day of November, 2010, by their duly authorized Boards and Council. COUNTY OF PITTSYLVANIA, VIRGINIA Henry A. Davis, Chairman Board of Supervisors CLERK OF THE BOARD William D. Sleeper TOWN OF CHATHAM, VIRGINIA George A. Haley, Mayor Town of Chatham CLERK OF COUNCIL J. David Cothran 4 P56 PITTSYLVANIA COUNTY SERVICE AUTHORITY Coy E. Harville, Chairman Pittsylvania County Service Authority SECRETARY OF AUTHORITY Bennie R. Snead Approved as to Form Legal Counsel APPROVED AS TO FORM John P Light County Attorney P57 i PI'T'TSY~.,VAIOTIA ~.®LT1VT'Y Board of Supervisors EXECUTIVE SU1VIlVIARY AGENDA TITLE: Resolution -Booster Station SUBJECT/PROPOSAL/REQUEST: School Board Resolution. STAFF CONTACT(S): William D. Sleeper AGENDA DATE: 10-19-2010 ACTION: Yes CONSENT AGENDA: ITEM NUMBER: 20 INFORMATION: ACTION: INFORMATION: ATTACHMENTS: Yes REVIEWED BY: BACKGROUND: The County Administrator has been working with the Pittsylvania County Service Authority (PCSA), the Town of Chatham, and the Board of Supervisors, as well as the Pittsylvania County School Board in order to develop a booster station and service area change north of Chatham. DISCUSSION: Attached hereto you will find copies of the required resolution and deed transferring 0.095 of an acre of Pittsylvania County School property as surplus property to the Board of Supervisors in order to construct the necessary booster station. The Board of Supervisors must accept this deed by vote in an open meeting of the Board. RECOMMENDATION: Staff recommends the Board of Supervisors accept this deed and resolution transferring property for the booster station and authorize County Legal Counsel and the County Administrator to sign all necessary documentation. P58 PITTSYLVANIA COUNTY SCHOOL BOARD 2010-10-01 VIRGINIA: AT A REGULAR MEETING OF THE PITTSYLVANIA COUNTY SCHOOL BOARD HELD ON TUESDAY, OCTOBER 12, 2010 IN THE CONFERENCE ROOM OF THE PITTSYLVANIA COUNTY SCHOOL BOARD OFFICE, THE FOLLOWING RESOLUTION WAS PRESENTED AND ADOPTED: WHEREAS, the School Board of Pittsylvania County, Virginia (the "Board") has determined that it no longer has use for the real property hereinafter described, containing .095 acres, located north of the Chatham Elementary School Lane, State Route 9495; which is. property of the Chatham Elementary School (the "Properly"); and WHEREAS, this property is further described in the attached plat drafted by Hurt & Proffitt Engineers, Lynchburg, Virginia, dated September 24, 2010, entitled "Plat Showing Division of the Property of The County School Board of Pittsylvania-County, Virginia"; and WHEREAS, this property will be, utilized for the installation' of a water booster station which will improve services to Pittsylvania County Schools and- Pittsylvania;. County citizens, north of Chatham Elementary School; then BE IT THEREFORE RESOLVED, by the Board, .that the property should be andis hereby declared to be surplus pursuant to Section 22.1-129 of the Code of Virginia, 1950, as amended; and BE IT FURTHER RESOLVED, that the Chairman and the Officers of the Board are hereby authorized and directed to sign the original of the deed, whereupon the deed, along with the certified copy. of this Resolution shall be promptly recorded in the Clerk's Office of the Circuit Court of Pittsylvania County, Virginia, thereby vesting title of the property in the County of Pittsylvania, Virginia. Given under my hand this 12th day of October 2010 Calvin D. Doss, Chairman Pittsylvania County Schools ATTEST: ~ ~ ~~ Jan t F. Hancock, Clerk Pittsylvania County Schools P59 Tax Parcel No.: 2426-07-6119 THIS DEED, made and entered into this 12~' day of October, 2010, by and between THE SCHOOL BOARD OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, acting by and through her duly authorized Chairman, Calvin D. Doss, "GRANTOR", party of the first part; and THE BOARD OF SUPERVISORS OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision of the Commonwealth of Virginia, "GRANTEE", party of the second part. WITNESSETH: WHEREAS, by a Resolution duly adopted by The School Board of the County of Pittsylvania, Virginia, at the regularly scheduled public meeting held on October 12, 2010, The School Board did approve the conveyance of the hereinafter described property to The Board of Supervisors of Pittsylvania County, Virginia, such to assist in the Development and Construction of a Water Booster Station; and NOW, THEREFORE, for and in the consideration of the sum of Ten (10.00) Dollars, cash in hand, and the mutual benefits inuring to the parties herein, the receipt and sufficiency of which is hereby acknowledged by the Grantor, the Grantor does hereby grant, bargain, sell and convey with Special Warranty of Title unto The Board of Supervisors of Pittsylvania County, Virginia, the following described tract or parcel of land, to-wit: All of that parcel of land containing .095 acres as shown on a plat drawn by Hurt & Proffitt Engineers, Inc., dated September 24, 2010, said parcel being located in the Banister District further described as beginning on the north right of way of State Route 9495; thence N35° 04' S8" W, a distance of 70.00 feet; thence N54° 55' 03" E, a distance of 60.00 feet; thence S35° 04' S8" E, a distance of 70.00 to the right of way of State Route 9495; thence along said right of way, a distance of 60.12 feet to the point of beginning. P60 This conveyance is made subject to any easements, restrictions and reservations contained in the duly recorded deeds, plats or other instruments constituting constructive notice in the chain of title, which have not expired by a time limitation contained therein or have otherwise become ineffective, in the matters visible upon inspection. Pursuant to the provisions of Section 58.1-811 C and CS of the Code of Virginia, 1950, as amended, this instrument is exempt from the tax imposed by Section 58.1-801, 802 and 803 of the Code of Virginia, 1950, as amended. IN WITNESS WHEREOF, The School Board of the County of Pittsylvania, Virginia, pursuant to a Resolution duly adopted October 12, 2010, has caused Calvin D. Doss, Chairman of the Pittsylvania County School Board, to affix his signature and seal hereto. SCHOOL BOARD OF PITTSYLVANIA COUNTY, VIRGINIA CALVIN D. DOSS, CHAIRMAN ATTEST: 7~ /~~„-=-u ~ C~ I~OF BOARD WET f. HANCOCK NMgry Public COIIMilO~Ndfh of VItpIMp ~seesa _-, Nor ~1pMNtiiOfl Expire: Aup sl. 211 STATE OF VIRGINIA ... AT LARGE, to-wit: The foregoing Deed was acknowledged before me this ~Z day of ~~ ~? ~ , 2010, by Calvin D. Doss, Chairman of the School Board of Pittsylvania County, Virginia. My Commissions Expires: 8~3'J Zv it My Registration Number: ~S8 (o ,3 S~ P61 NOTES: 1. THIS PLAT HAS BEEN PREPARED FROM AN ACTUAL FIELD SURVEY DONE AS PER DATE OF THIS PLAT AND THERE ARE NO VISIBLE EASEMENTS OR ENCROACHMENTS EXCEPT AS SHOWN. 2. THIS PLAT HAS BEEN PREPARED WITHOUT THE BENEFIT OF A TITLE REPORT AND DOES NOT, THEREFORE, NECESSARILY INDICATE ALL ENCUMBRANCES ON THE PROPERTY. 3. THE AREA SHOWN HEREON IS LOCATED IN FLOOD ZONE 'X' AND IS NOT LOCATED WITHIN FLOOD HAZARD ZONE 'AE' FOR THE 100 YEAR FLOOD AS DETERMINED BY THE FEDERAL EMERGENCY MANAGEMENT AGENCY AS SHOWN ON COMMUNITY-PANEL MAP #51143C0385E DATED SEPTEMBER 29, 2010. THE SUBDIVISION OF THE LAND DESCRIBED HEREIN WITH THE DESIRES OF THE UNDERSIGNED OWNERS, CERTIFY THAT THEY ARE THE FEE SIMPLE OWNERS S~DIVIDE THE~AME. r~ IS WITH THE FREE CONSENT AND IN ACCORDANCE PROPRIETORS, AND TRUSTEES. THE OWNERS OF SAID LAND AND ARE LEGALLY ENTITLED TO O - /~- /C7 DATE COMMONWEALTH AT LARGE TO WIT: STATE OF VIRGINIA COUNTY/£FT'f OF Gifls~;f V~~+-+w I, --~~1~f F /~<<~>u=~-k A NOTARY PUBLIC IN AND FOR THE STATE A RESAID, DO HEREBY CERTIFY THAT THE OWNERS/REPRE~S E~NTATIVES WHOSE NAMES ARE SIGNED HEREON NAVE ACKNOWLEDGED THE SAME BEFORE ME THIS "'DAY OF U~/:G-~; 20 1° MY COMMISSION EXPIRES 8 3~ z~ i~ _, q ~ ~ 41110etCOdl NOT Y PUBLIC ~ ~ d = )220'26° R = 279.11' ~,yl w N54 55'03 E _ U L = 60.12' p 60.00' C = 60.00 ~p`~F 'OpO / ~ S 54 55'37" W do ~ ~/ c.Ai J~~ m OQ~~0 3 ~t' THE#GOUNTY SCHOOL BOAftD ~ Q• e 0.095 ACRES OF PITTSYLVANIA COUNTY u~j NEW PARCEL ii' DB 324, PG 335 ~Ov0 2 ~ xISTiNG G~27 ~ Cf ~ / P8 42. P w 0 N6j:31 267. >4, E _ TO ~~'F CHATHAM ELEMENTARY LN ~~ ~. RTE' ,¢`9495 ~ ~ 60 R/W ~ LEGEND SOURCE OF TITLE: ° REBAR SET m ELECTRIC POLE THE COUNTY SCHOOL BOARD OF -~- EDGE OF PAVEMENT PITTSYLVANIA COUNTY ~~ EDGE OF WOODS DB 324, PG~i'35 -~.--OVERHEAD UTILITY SUBDIVI N APPROVED: /D-~B- SU DIVISION AGENT ITTSYLVAN COUNTY DATE 33 ~ BU ~~ ~~~LTH ply, D o~°~ELEASED~~'~ J. A~ ~IIgiA~2NIGHtxS Lic.~N .217 . tg~D ~~O PROJECT N0. 20090505 FILE N0. M-13017 DRAWN BY: IFS 30 15 0 30 60 G.L.NO. 341-06-A1.7 DATE: 9)24)10 CHECKED BY; IAMN GRAPHIC SCALE IN FEET HURT'{ ~ENGINEERING»SURVEYING»PLANNING PLAT SHOWING `1.•-+~`~;•~PROFFITT DIVISION OF THE PROPERTY OF INCORPORATED THE COUNTY SCHOOL BOARD 2524 LANGHORNE ROAD LYNCMBURGVA 24501 OF PITTSYLVANIA COUNTY 800.242.4906 TOLL FREE ~ 434.847.7796 MAIN pITTSYLVANIA COUNTY, VIRGINIA 434.847.0047 FAX P62 1ZE0~2TS F~O_l~I BOA ~I~~BEI~S I~POR'I'S F=201~I CO=VI~I'I'TEES & or~i icE~s Itepo~°ts f~o~a Leal C'ouaasel R~F0~2TS FROM coL\T~ AD_VII~TIS'I'RATOR APPOIoiT1~IE\TS cLOSEv E~T~_v~