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07-05-2011 BOS Regular~~Ccc~, ~ .~.~ 5 r 201.1 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REGULAR MEETING TUESDAY, NLY 5, 2011 GENERAL DISTRICT COURTROOM EDWIN R. SHIELDS COURTHOUSE ADDITION AGENDA Call to Order - 7:00 p.m. 2. Roll Call 3. Invocation 4. Pledge of Allegiance 5. Items to be Added to the Agenda 6. Approval of Agenda HEARING OF CITIZENS P1 CONSENT AGENDA: 7(a) Minutes: June 6, 2011 -Regular Meeting -Pages June 21, 2011 -Adjourned Meeting -Pages 7(b) Bill List: June 2011 Pages 7(c) Merger of Pittsylvania County and City of Danville Emergency Planning Committees - Pages 7(d) National Night Out - Requires a Roll Call Vote -Pages UNFINISHED BUSINESS 8. Waiver of Water & Sewer Fees - Brosville Industrial Park -Motion made by Mr. Harville, seconded by Mr. Ingram at the June 21, 2011 meeting and has now met the 10-day layover requirement -Pages 9. General Obligation Refunding Bonds, Series 2011 Legal Counsel -Motion made by Mr. Snead, seconded by Mr. Ecker at the June 21, 2011 meeting and has now met the 10-day layover requirement -Pages NEW BUSINESS 0. Tom Leahy, Director of Public Works, City of Virginia Beach, Virginia -Power Point on Uranium Mining -Pages 11. Financial Management Policy Update -Pages P2 12. County Administrator -Service on Citizen Advisory Panel; Socioeconomic Impacts - Pages 13. Squad Service Agreement for Emergency Billing Program -Pages 14. Change Order #1 Berry Hill Road Waterline Extension -Pages 15. Change Order #8 - Olde Dominion Agricultural Complex Water & Sewer Extension - Pages 16. Amendment to Engineering Services Agreement dated January 1999 - Pittsyh~ania County Landfill, VPDES Permit No. VAROS ] 524 -Pages 17. July 2011-July 2012 Proposal for Phase II Landfill Groundwater Monitoring Amendment for Engineering Services Agreement dated January 1999 -Pittsylvania County Landfill, Permit No. 571 -Pages 18. July 2011-July 2012 Proposal for Phase II Landfill Gas Monitoring Amendment for Engineering Services Agreement dated January 1999 -Pittsylvania County Landfill, Permit No. 571 -Pages 19. Contract for Services -Virginia Juvenile Community Crime Control Act (VJCCCA) - Fiscal Year 20 ] 2 -Pages 20. Amendments to Zoning Ordinance -Accessory Building -Pages 21. Expenditure Refunds - Requires a Motion and a ]0-Day Layover -Pages P3 22. Library -Fax Money Appropriation - Requires a Motion and a 10-Day Layover - Pages 23. Resolution Supporting Federal Aviation Administration Funding at the Danville Regional Airport -Pages 24. Resolution -Virginia Department of Aviation, Danville Regional Airport -Pages Appointments 25. Nomination for the County Farm Service Agency (FSA) Committee Election - Pages 26. Appointments - FY2011/2012 Pittsylvania County Recreation Advisory Board - Pages 27. Appointment -Social Services Board -Staunton River District Representative -Pages CLOSED SESSION BOARD ANNOUNCEMENTS P4 REPORTS FROM LEGAL COUNSEL REPORTS FROM COUNTY ADMINISTRATOR - Puges ADJOURNMENT PS HEARING Off' CTTIZENS P6 C®l~~ENT AEl~T A P7 Regular Meeting June 6, 2011 Pittsylvania County Board of Supervisors Monday, June 6, 2011 Regular Meeting VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was held on Monday, June 6, 2011 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Tim R. Barber, Chairman, called the meeting to order at 7:04p.m. The following members were present: Tim Barber James Snead William H. Pritchett Coy E. Harville Fred M. Ingram Marshall Ecker Henry A. "Hank" Davis, Jr. Tunstall District Dan River District Banister District Westover District Callands-Gretna District Staunton River District Chatham-Blairs District Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Ecker gave the invocation and led the Pledge of Allegiance. The following items were requested to be placed on the agenda (a) Appointment to the Southern Area Agency on Aging (b) Appointment to the Library Board -Chatham-Blairs District (c) Closed Meeting-Consultation with Legal Counsel and Briefings by Staff Members or Consultants pertaining to actual or probably litigation, where such consultations or briefings in open meeting would adversely affect the negotiating or litigation posture of the Public Body; and consultation with Legal Counsel employed or retained by a Public Body regarding specific legal matters requiring provision of legal advice by such Counsel. Authority: §2.2-3711 (A) (7), Code of Virginia, 1950, as amended; Subject Matter: Drafr Memorandum of Understanding-Appalachian Power Company and Tri-County Lake Administrative Commission; Purpose: Briefing on Petition and Negotiation by Legal Counsel. The following items were requested to be removed from the agenda: (a) Item IS- Request for Public Heazing to propose an amendment to Chapter 2 of the Pittsylvania County Code-Animals at Large; Controlled Area- Petition from Residents in the Town of Chatham. Requested that this item be removed until the Board of Supervisors hear from the To1vn Council of Chatham concerning this topic. (b) Item 7(c) -Merger of Pittsylvania County and the City of Danville Emergency Planning Committee. Requested that this item be removed until the July S, 2011 Board of Supervisor meeting. Motion was made by Mr. Snead, seconded by Mr. Ingram, to approve the agenda, to include the stated addition and removal of items, which was unanimously approved by the Board. Hearine of the Citizens Mr. Allen Gross of the Banister District addressed the Board with concerns on wanting his well drinking water tested again prior to proposed sample drilling being discussed by Virginia Uranium, Inc. Mr. Richard Shumate of the Westover District made comments conceming the alleged dumping of trash by non-County residents at the Old Mayfield collection site. This concluded the Hearing of the Citizens PB Regular Meeting June 6, 2011 Consent Agenda (a) Minutes: May 2, 2011 -Regular Meeting May 17, 2011-Adjourned Meeting (b) Bill List -May 2011 (c) Merger of Pittsylvania County and City of Danville Emergency Planning Committee-This item was removed at the beginning of the meeting. (d) Resolution -Joan Hullett (e) Librazy Transfers (f) Project Lifesaver (g) Regional One -July 2011 (h) Soil and Water Conservation Appropriation Motion was made by Mr. Harville, seconded by Mr. Ecker, to approve the Consent Agenda, noting that Item 7(c) had already been removed at the beginning of the meeting. Mr. Harville's motion was unanimously approved by the Board. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2011-06-O1 VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on Monday, June 6, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, Joan Hullett began her career with the West Piedmont Planning District Commission, in August 1971 and has announced her retirement from the position of Deputy Director in 2011: and WHEREAS, Joan Hullett has been a leader in promoting regional planning through her key role in developing a Regional Water Supply Plan and a Regional Hazard Mitigation Plan and assisting with the Regional Rural Transportation Plan and the Danville-Pittsylvania Long Range Transportation Plan; and WHEREAS, Joan Hullett has been the regional contact person with the Economic Development Administration (EDA) since the inception of the West Piedmont Planning District Commission as an Economic Development District in 1992; and WHEREAS, Joan Hullett has been the leader in developing the Planning District Commission's annual Comprehensive Economic Development Strategy that is essential for localities to be able to receive EDA grants and has been responsible for developing pre-applications and applications on behalf of localities applying for EDA grants with professionalism and a high degree of success; and WHEREAS, Joan Hullett has developed successful funding applications for a number of very important local projects including the Mid-Atlantic Broadband fiber optic network, the Dan River Business Development Center, the Danville-Pittsylvania County Cyber Park and Cane Creek Centre, and other economic development projects throughout Pittsylvania County and the region; and WHEREAS, Joan Hullett has performed admirably as the Deputy Director of the West Piedmont Planning District Commission by supporting the Executive Director, the Board of Commissioners, and the staff with wisdom, hard work, steadfastness and caring throughout her years of service, and has served as a model of effective public service to all the people she worked with and inspired others through her fine example of competence and compassion and improved the quality of life in Pittsylvania County and surrounding localities; then P9 Regular Meeting June 6, 2011 THEREFORE, BE IT HEREBY RESOLVED, on the behalf of the citizens of Pittsylvania County, the Board of Supervisors would like to express their sincere gratitude to Joan Hullett for her distinguished service as Deputy Director of the West Piedmont Planning District Commission and wish her the best in her retirement; and BE IT FURTHER RESOLOVED that a copy of [his resolution be presented to Joan Hullett. Public Hearings Proposed Amendment to the Pittsylvania County Code, Chapter 21-Water & Sewer Mr. Bazber opened the public hearing at 7:1 Opm. Mr. Sleeper stated that Chapter 21 establishes the Pittsylvania County Service Authority and their guidelines, service area and fees. Mr. Sleeper explained that the Pittsylvania County Service Authority has gone through a number of changes over the years since Chapter 21 was established in February 1973, along with vazious agreements executed between the City of Danville and Pittsylvania County as well as a number of activities with the Towns of Chatham, Gretna and Hurt concerning utility services from those Towns. Because of these collective activities, a number of items in the original ordinance were out dated and out of place. No one signed up to speak and Mr. Barber closed the public hearing at 7:1 lpm. Motion was made by Mr. Ecker to approve changes to Chapter 21 of the Pittsylvania County Code as advertised and to note that both he and Mr. Harville were members of the Pittsylvania County Service Authority and had no interests one way or the other concerning the recodifcation of Chapter 21. Mr. Davis seconded Mr. Ecker's motion on approving the revisions to Chapter 21. The following roll call vote was recorded: Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett- Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; and Mr. Barber-Yes. Mr. Ecker's motion was unanimously approved by the Board. Amendment to the Pittsylvania County Code, Chapter 6-3, Tax Exemption -Gretna Little Theatre, Inc. of Gretna, Virginia Mr. Bazber opened the public hearing at 7:14pm. Mr. Sleeper explained that the Gretna Little Theatre, Inc. of Gretna, Virginia is a 501(c)(3)nnn-profit organization and that the theatre has an opinion from the Internal Revenue Service of the U.S. Department of Treasury designating them as an organization exempt under 501(c)(3) of the Internal Revenue Code. The Gretna Little Theatre, Inc has requested to be exempt from property taxes that currently total $133.00 annually, which would amend §6-6.3 of the Pittsylvania County Code, thus listing them exempt from future taxes on property located at 101 North Main Street, Gretna, Virginia. No one signed up to speak and Mr. Barber closed the public hearing at 7:14pm. Motion was made by Mr. Ingram, seconded by Mr. Ecker, to approve amending §6-6.3 of the Pittsylvania County Code, and approve Gretna Little Theatre, Inc.'s request for tax exemption of property located at 101 North Main Street, Gretna, Virginia. The following roll call vote was recorded: Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Yes; and Mr. Barber-Yes. Mr. Ingram's motion was unanimously approved by the Board. Unfinished Business At the May 17, 2011 regulaz meeting of the Board of Supervisors, motion was made by Mr. Snead, seconded by Mr. Harville, to approve an appropriation of $8,000.00 to Central Accounting to insure a positive year-end balance. This motion required a 10-day layover which had now been met. The following roll call vote was recorded: Mr. Pritchett-Yes; Mr. Ingram- Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes; and Mr. Barber-Yes. Mr. Snead's motion was unanimousl}~ approved by the Board. P10 Regular Meeting June 6, 2011 At the May 17, 2011 regular meeting of the Board of Supervisors, motion was made by Mr. Snead, seconded by Mr. Ingram, to approve a supplement of $94,000.00 from unappropriated surplus to the Olde Dominion Agricultural Complex Water & Sanitary Sewer Project to complete this project, which required a 10-day layover that had now been met. The following roll call vote was recorded: Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes; Mr. Pritchett-Yea; and Mr. Barber-Yes. Mr. Snead's motion was unanimously approved by the Board. New Business Motion was made by Mr. Harville, seconded by Mr. Ingram, to approve Resolution 2011- 06-02 from the Virginia Department of Transportation concerning portions of old roads, abandonments and additions of those roads required for Project No. 6058-071-E15, C-501; the U.S. 58 Bypass in Pittsylvania County, authorize the Chairman to sign on behalf of the County, and for the County Administrator to submit all necessary documentation concerning this Resolution for Additions and Abandonments to the Virginia Department of Transportation. Mr. Harville's motion was unanimously approved by the Board. The Board of Supervisors of Pittsyh•ania County, in the regular meeting nn the 6"' day of June. 2011 adopted the following: RESOLUTION 2011-06-02 WHEREAS, the Virginia Department of Transportation has provided this Board with a sketch dated September 27, 2007 depicting the additions and abandonments required in the secondary system of state highways as a result of Project 6058-071-EIS, C-501 which sketch is hereby incorporated herein by reference, WHEREAS. the new road serves the same citizens as those portions of old road identified to be abandoned and those segments no longer serve a public need, and NOW, THEREFORE, BE IT RESOLVED, this Board abandons as part of the secondary system of state highways those portions of road identified by the sketch to be abandoned. pursuant to §33.1-155. Code of Virginia, and BE IT FURTHER RESOLVED, this Board requests the Virginia Department of Transportation to add to the secondary system of state highways those portions of road identified by the sketch to be added, pursuant to X33.1-229, Code of Virginia, and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Area Land Use Engineer for the Virginia Department of Transportatio . Recorded Vote A Copy Teste Moved By: Coy E. Harville Signed: Fred M. Ingram Seconded By: Printed Name: William D. Sleeper Yeas: 7 Title: County Admini er rn rnr Nays: 0 Motion came from the Solid Waste Committee to appropriate from unappropriated funds from the next year 2011/2012 budget $40,000.00 for necessary repairs to the Callahan's Hill compactor site. This motion required a ] 0-day layover. P11 Regular Meeting June 6, 2011 Motion came from the Computer/Radio/Telecommunications Committee to approve the Virginia Master Service Agreement VA040801-VERY and authorize the County Administrator to sign all necessary documentation, which was unanimously approved by the Board. Motion was made by Mr. Harville, seconded by Mr. Snead, to have the County Administrator meet with the City Manager of Danville to discuss the draft Proposal to Manage the Dan River Small Business Development Center, including a proposed Service Agreement between the City of Danville and Pittsylvania County for the Dan River Small Business Development Center, and then; refer developments from that joint meeting to the Finance Committee for review, which was unanimously approved by the Board. Motion was made by Mr. Ecker, seconded by Mr. Harville, to reappropriate the following funds: $135 to Sheriff-Wrecker Service (100-4-031200-3170), $816.23 to Sheriff-Parts (100-4- 031200-6030), $233.25 to the Fire &Rescue-United Way Contribution (100-4-032200-5667), $392.31 to Extradition (100-4-033100-5550), $125 to B&G-Training & Education (100-4- 043100-5540), $21,098.03 to WIA-Rent (251-4-353160-5420). This motion required a 10-day layover. Motion was made by Mr. Harville, seconded by Mr. Snead, to appropriate $40,000 to the Treasurer's Office that the DMV Stop Fees can be paid to the Division of Motor Vehicles (DMV) for FY2010-2011. This motion required a 10-day layover. Motion was made by Mr. Harville, seconded by Mr. Snead to approve an engineering contract with Dewberry of Danville in the amount of $1,296,770.00 for engineering services for a water master plan for the mega park on Berry Hill Road, appropriate the payment from appropriated funds in the 2011-2012 budget beginning July 1, 2011, and to authorize the County Administrator to sign all necessary correspondence and documentation to carry out this grant from the Tobacco Commission. The following roll call vote was recorded: Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Yes; Mr. Snead-Yes and Mr. Bazber-Yes. Mr. Harville's motion was unanimously approved by the Board. Added Items/Appointments Motion was made by Mr. Davis, seconded by Mr. Harville, to re-appoint Cathy Liles to the Danville Community College Board of Directors, which was unanimously approved by the Boazd. Motion was made by Mr. Ingram, seconded by Mr. Ecker, to appoint the Honorable Coy Harville to the Fire/Rescue Medical Service Advisory Committee (EMAC) as the Boazd of Supervisor representative, which was unanimously approved by the Board. Motion was made by Mr. Davis, seconded by Mr. Snead, to appoint Ms. Eloise Nenon to the Southern Area on Aging Board as representative from Pittsylvania County, which was unanimously approved by the Board. Motion was made by Mr. Davis, seconded by Mr. Snead, to appoint Ms. Eloise Nenon to the Pittsylvania County Library Board as representative for the Chatham-Blairs District, which was unanimously approved by the Board. Closed Meeting Motion was made by Mr. Davis, seconded by Mr. Snead to enter into Closed Meeting for the following reason: Piz Regular Meeting June 6, 2011 Closed Meeting-Consultation with Legal Counsel and Briefings by Staff Members or Consultants pertaining to actual or probably litigation, where such consultations or briefings in open meeting would adversely affect the negotiating or litigation posture of the Public Body; and consultation with Legal Counsel employed or retained by a Public Body regarding specific legal matters requiring provision of legal advice by such Counsel. Authority: §2.2-3711 (A) (7), Code of Virginia, 1950, as amended; Subject Matter: Draft Memorandum of Understanding-Appalachian Power Company and Tri-County Lake Administrative Commission; Purpose: Briefing on Petition and Negotiation by Legal Counsel. Mr. Davis's motion was unanimously approved by the Board. Closed Meeting began at 7:43pm. Motion was made by Mr. Snead, seconded by Mr. Davis, to reconvene into Open Meeting which was unanimously approved by the Boazd. PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING BE IT RESOLVED that at the Adjourned Meetingpf the Pittsylvania County Board of Supervisors on June 6, 2011, the board hereby certifies by a recorded vote that to the best of each boazd member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Boazd. Vote Coy E. Harville Yes Mazshall A. Ecker Yes Tim R. Barber Yes James Snead Yes Williams H. Pritchett Yes Fred M. Ingram Yes Henry A. Davis, Jr. Yes Certification was unanimous and Open Session reconvened at 7:54pm Adjournment Motion was made by Mr. Snead, seconded by Mr. Davis, to adjourn, which was unanimously approved by the Board. The meeting adjourned at 7:SSpm. P13 Adjourned Meeting June 21, 2011 Pittsylvania County Board of Supervisors Tuesday, June 21, 2011 Adjourned Meeting VIRGINIA: The adjourned meeting of the Pittsylvania County Boazd of Supervisors was held on Tuesday, June 21, 2011 in the General District Courtroom of the Edwin R. Shields Addition in Chatham, Virginia. Tim R. Barber, Vice-Chairman, called the meeting to order at 7:03 p.m. The following members were present: Tim Barber James Snead William H. Pritchett Coy E. Harville Fred M. Ingram Marshall Ecker Tunstall District Dan River District Banister District Westover District Callands-Gretna District Staunton River District The Honorable Henry A. Davis, Jr. was absent. Mr. William D. Sleeper, County Administrator, Mr. Greg L. Sides; Assistant County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr. Odie Shelton, Jr., Director of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the Board, were also present. Mr. Harville gave the invocation and led the Pledge of Allegiance. Motion was made by Mr. Ecker, seconded by Mr. Harville, to approve the agenda with the following deletions: (a) Item 19-WorkForce Investment Act (WIA) -End Budget Adjustments (b) Item 20-Jail Year-End Appropriation (c) Item 21-Comprehensive Services Act (CSA)-School Appropriation (d) Item 25-Appointment to the Dan River Alcohol Safety Action Program Mr. Ecker's motion was unanimously approved by the Board, with the exception of Mr. Davis, who was absent. Hearine of the Citizens Mr. Allen Gross of the Banister District discussed the 1982 impact survey on uranium mining in Pittsylvania County. Ms. Sue Poe of the Staunton River District voiced concerns on potential water contamination if uranium is mined in Pittsylvania County. This concluded the Hearing of the Citizens Consent A>?enda (a) State Criminal Alien Assistance (SCRAP)-Administrative Fee Appropriation-Required a Roll Call Vote Motion was made by Mr. Ecker, seconded by Mr. Harville, to approve the Consent Agenda. The following roll call vote was recorded: Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Absent; Mr. Snead-Yes; and Mr. Bazber-Yes. Mr. Ecker's motion was unanimously approved by the Board with the exception of Mr. Davis, who was absent. P14 Adjourned Meeting June 21, 2011 Public Aearines Rezoning Cases Case 1: Timothy W. Dudley & Sandra R. Dudley -Staunton River District; R-11-021 (R-1, Residential Suburban Subdivision District to RMF, Residential Multo-Family District) Mr. Bazber opened the hearing at 7:09pm. Mr. Shelton explained that Timothy and Sandra Dudley had petitioned to rezone 0.85 acre, located on State Road 633/Clover Road, in the Staunton River Election District from R-1, Residential Suburban Subdivision District to RMF, Residential Multi-Family District (for construction of a two unit apartment buildin~.The Planning Commission, with opposition, recommended denying the petitioners' request. The Dudleys were present to represent the petition. Mr. Dudley requested the Boazd of Supervisors allow him to withdrawn his application for rezoning without penalty. No one had signed up to speak. Mr. Bazber closed the heazing at 7:1 lpm. Motion was made by Mr. Ecker, seconded by Mr. Snead, to allow the Dudleys to withdraw their application without penalty. The following roll call vote was recorded: Mr. Ecker-Yes; Mr. Davis-Absent; Mr. Snead-Yes; Mr. Pritchett- Yes; Mr. Ingram-Yes; Mr. Harville-Yes; and Mr. Barber-Yes. Mr. Bazber stated that the Dudleys request to withdraw their petition to rezone without penalty had been approved. Case 2: Eric C. Snead & Elizabeth R. Snead -Dan River District; R-11-022 (R-1, Residential Suburban Subdivision District to A-1, Agricultural District) Mr. Barber opened the hearing at 7:13pm. Mr. Shelton stated that Eric and Elizabeth Snead had petitioned to rezone 6.047 acres (per plat), located on State Road 730/Countryside Drive, in the Dan River Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to make the zoning consistent with the adjacent properttes zoned A-1). The Planning Commission, with no opposition, recommended granting the petitioners' request. Eric and Elizabeth were there to represent the petition. No one signed up to speak concerning this case. Mr. Barber closed the hearing at 7:14pm. Motion was made by Mr. Harville, seconded by Mr. Snead, to rezone Case R-11-022 from R-I, Residential Suburban Subdivision District to A- 1, Agricultural District. The following roll call vote was recorded: Mr. Harville-Yes; Mr. Ecker- Yes; Mr. Davis-Absent; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes and Mr. Barber-Yes. Mr. Barber stated the petition to rezone Case R-11-022 from R-1 to A-1 had been approved. Case 3: John E. Snead & Nancy B. Snead -Dan River District; R-11-023 (R-1, Residential Suburban Subdivision District to A-1, Agricultural District) Mr. Barber opened the hearing at 7:14pm. Mr. Shelton stated that John and Nancy Snead had petitioned to rezone 4.216 acres (per plat), located on State Road 730/Countryside Drive, in the Dan River Election District from R-1, Residential Suburban Subdivision District to A-I, Agricultural District (to make the zoning consiste~:t with the adjacent properties zoned A-1). The Planning Commission, with no opposition, recommended granting the petitioners' request. Mr. and Mrs. Snead were present to represent the petition and no one had signed up to speak. Mr. Barber closed the public hearing at 7:15pm. Motion was made by Mr. Snead, seconded by Mr. Pritchett, to rezone Case R-11-023 from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. The following roll call vote was recorded: Mr. Ecker-Yes; Mr. Davis- Absent; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes and Mr. Bazber- Yes. Mr. Barber stated the petition to rezone Case R-11-023 from R-1 to A-1 had been approved. P15 Adjourned Meeting June 21, 2011 Case 4: Amanda Pernell Cox -Tunstall District; R-11-024 (R-1, Residenlal Suburban Subdivision District to A-1, Agricultural District) Mr. Barber opened the meeting at 7:15pm. Mr. Shelton explained that Amanda Cos had petitioned to rezone 6.62 acres, located off Highway 41/Franklin Turnpike, in the Tunstall Election District from R-1, Residential Suburban Subdivision District to A-l, Agricultural District (for sale of the property and to allow for placement of two (2) single-wide mobile homes following .sale of the proper~ry). The Planning Commission, with no opposition, recommended granting the petitioner's request. Ms. Cox was there to represent the petition. No one signed up to speak and Mr. Barber closed the hearing at 7:16pm. Motion was made by Mr. Harville, seconded by Mr. Snead, to rezone Case R-11-024 from R-1, Residential Suburban Subdivision District to A-1, Agricultural District. The following roll call vote was recorded: Mr. Davis- Absent; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes and Mr. Barber-Yes. Mr. Barber stated the petition to rezone Case R-11-024 from R-1 to A-1 had been approved. Case 5: Edward L. Millon & Brenda F. Millon -Tunstall District: R-11-025 (RC-1, Residential Combined Subdivssoot: District to A-1, Agricultural District) Mr. Barber opened the public hearing at 7:19pm. Mr. Shelton stated that Edward and Brenda Millon had petitioned to rezone a total of 3.68 acres, two parcels, located on State Road 855/ Cascade Mill Road, in the Tunstall Election District from RC-1, Residential Combined Subdivision District to A-1, Agricultural District (to allow for addition of SO x 32 (1, 600 square feet) to the existing 2,400 square foot garage). The Planning Commission, with no opposition, recommended denying the petitioners' request. Mr. & Mrs. Millon were present to represent the petition. No one signed up to speak and Mr. Barber closed the public hearing at 7:19pm. Motion was made by Mr. Harville, seconded by Mr. Snead, to approve rezoning Case R-11-025 from RC-1, Residential Combined Subdivision District to A-1, Agricultural District. The following roll call vote was recorded: Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Absent and Mr. Barber-Yes. Mr. Barber stated the petition to rezone Case R-11-025 from RC-1 to A-1 had been approved. Case 6: JAD Builders, Inc. & Linda T. Marshall - Tnnstall District: R-11-026 (A-I, Agricultural District to R-1, Residential Suburban Subdivision District) Mr. Barber opened the public hearing at 7:20pm. Mr. Shelton stated that JAD Builders, Inc., and Linda T. Marshall had petitioned to rezone the A-1, Agricultural District portion of 9.25 acres, to R-1, Residential Suburban Subdivision District (to make the zoning consistent with the remaining 3.88 acres zoned R-1).The A-1 portion is approximately 5.37 acres, located on State Road 853/Inman Road, in the Tunstall Election District. The Planning Commission, with no opposition, recommended granting the petitioners' request. No one signed up to speak and Mr. Barber closed the public hearing at 7:21 pm. Motion was made by Mr. Harville, seconded by Mr. Ingram, in Case R-11-026 to rezone the A-1, Agricultural District portion of 9.25 acres, to R-1, Residential Suburban Subdivision District. The following roll call vote was recorded: Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Absent; Mr. Snead- Yes and Mr. Barber-Yes. Mr. Barber stated the petition to rezone Case R-11-026 from A-1 to R- I had been approved. Case 7: Withdrawn: R-11-027 This concluded the public hearings P16 Adjourned Meeting June 21, 201 I Unfinished Business At the June 6, 2011 Boazd meeting, motion was made by Mr. Ecker, seconded by Mr. Harville, for a re-appropriation of funds as follows: $135.00 to Sheriff-Wrecker Service (100-4- 031200-3170), $8]6.23 to Sheriff-Parts (100-4-031200-6030), $233.25 to Fire &Rescue-United Way Contribution (100-4-032200-5667), $392.31 to Extradition (100-4-033100-5550),$125.00 to B&G-Training & Education (100-4-043100-5540), $21,098.93 to WIA Rent (251-4-353160- 5420) which required a 10-day layover that had been met and the following roll call vote was recorded: Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Absent; Mr. Snead- Yes; Mr. Pritchett-Yes and Mr. Barber-Yes. Mr. Ecker's motion was unanimously approved by the Board with the exception of Mr. Davis, who was absent. At the June 6, 2011 Board meeting, motion was made by Mr. Harville, seconded by Mr. Snead for an appropriation of $40,000 to the Treasurer's Office so that the stop fees can be paid to the DMV for FY2010-2011, which required a 10-day layover that had been met and the following roll call vote was recorded: Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Absent; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes and Mr. Barber-Yes. Mr. Harville's motion was unanimously approved by the Board with the exception of Mr. Davis, who was absent. At the June 6, 2011 Board meeting, motion came from the Solid Waste Committee to appropriate $40,000 from unappropriated funds of the next yeaz 201 I/2012 Budget for upgrades to the Callahan's Hill Compactor Site, which required a 10-day layover that had been met and the following roll call vote was recorded: Mr. Ecker-Yes; Mr. Davis-Absent; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram-Yes; Mr. Harville-Yes and Mr. Bazber-Yes. The Solid Waste Committee's motion was unanimously approved by the Boazd with the exception of Mr. Davis, who was absent. At the May 17, 2011 adjourned meeting of the Pittsylvania County Boazd of Supervisors, the Board voted on a motion made from the Properties and Buildings Committee to have the County Administrator do aPre-titling Survey and get a Phase I Environmental on the old Chatham Elementary School. A motion was made by Mr. Davis and seconded and properly voted on; however, it is an appropriation of $5,000 from unappropriated surplus. This required the following roll call vote: Mr. Davis-Absent; Mr. Snead-Yes; Mr. Pritchett-Yes; Mr. Ingram- Yes; Mr. Harville-Yes; Mr. Ecker-Yes and Mr. Barber-Yes; a unanimous roll call vote of the Properties and Buildings Committee motion, with the exception of Mr. Davis, who was absent. New Business Motion was made by Mr. Harville, seconded by Mr. Snead, to make a fund reimbursement of $2,689.98 for training to the Mt. Cross Volunteer Fire Department. The following roll call vote was recorded: Mr. Ingram-Yes; Mr. Harville-Yes; Mr. Ecker-Yes; Mr. Davis-Absent; Mr. Snead-Yes; Mr. Pritchett-Yes and Mr. Barber-Yes. Mr. Harville's motion was unanimously approved by the Boazd with the exception of Mr. Davis, who was absent. Mr. Barber stated that he had a personal conflict with Item 13-Waiver of Water & Sewer Fees at the Brosville Industrial Pazk, as he and his wife owned business there and relinquished the Chair to Vice-Chairman Snead during this item. Motion was then made by Mr. Harville, seconded by Mr. Ingram, to adopt a Memorandum of Understanding for the County industrial parks, or business and industries utilizing industrial park roads for development, be offered the same incentive for providing twenty-five (25) jobs or more as the Enterprise Zone and to P17 Adjourned Meeting June 21, 2011 approve a specific request for $7;500.00 from unappropriated surplus for incentives of the Brosville Industrial Drive for a new enterprise from the Danville Regional Medical Center for providing twenty-five (25) jobs or more at this facility. Mr. Harville's motion required a 10-day layover. Vice-Chairman Snead relinquished the Chair to Mr. Barber at this time. Motion was made by Mr. Ecker to consider requesting the Department of Mines, Minerals and Energy and the Department of Environmental Quality have drinking water wells in the Coles Hill area tested to establish benchmarks prior to further drilling by Virginia Uranium, Inc. in the Coles Hill area. No second was made, Mr. Ecker's motion died and therefore no discussion could take place on this item. Motion was made by Mr. Harville, seconded by Mr. Ingram, to approve Change Orders 5, 6 and 7 to the water and sewer installation project for the Olde Dominion Agricultural Complex, creating a new project total for $938,877.]6, and authorize the County Administrator to sign all necessary documentation. Mr. Harville's motion was unanimously approved by the Board with the exception of Mr. Davis who was absent. Motion was made by Mr. Ingram, seconded by Mr. Harville, approved an amended Gretna Industrial Park Agreement between the Town of Gretna and Pittsylvania County, and authorize the County Administrator to sign all necessary documentation. Mr. ingram's motion was unanimously approved by the Board with the exception of Mr. Davis who was absent. Motion was made by Mr. Snead, seconded by Mr. Ecker, to appropriate $14,310.50 from unappropriated surplus to pay the required fees from Troutman Sanders LLP concerning General Obligation Refunding Bonds, Series 2011 and litigation information identified in the required billing. This motion required a 10-day layover. Motion was made by Mr. Harville, seconded by Mr. Ingram, to approve an amended Joint City/County Reimbursement Agreement between Pittsylvania County and the City of Danville concerning property purchased at the Mega Park on Berry Hill Road. Mr. Harville's motion was unanimously approved by the Board with the exception of Mr. Davis who was absent. AppOl~tments Motion was made by Mr. Ecker, seconded by Mr. Harville, to re-appoint Ms. Lucy Johnson as the Staunton River District representative on the Pittsylvania County Public Library Board of Trustees, which was unanimously approved by the Boazd with the exception of Mr. Davis, who was absent. Reports from Board Members Mr. Snead stated there would be an all-day meeting on July 20, 20] 1 and Yz day on July 21, 2011 concerning the upgrade project to the E911 tower and communication system. He encouraged all board members to attend. Mr. Harville stated there would be a Virginia Metropolitan Planning Organization meeting in July. Mr. Ecker voiced his approval of the County beginning the process of going paperless and would like to see other agencies follow suit. 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P64 m.o, ,,,~,,, P65 a ~ ~~, e.,,.,,, ~ ~..~ w,., ,,..~ .~, ...,,..,. i~a;,r OU i1r m~pE cL''LIN 4~'['?'URC`iASiC ..........••••~ „,.:._ i Pss PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: Merger of Pittsylvania County & City of Danville June 6, 2011 Local Emergency Planning Committees J ACTION: SUBJECT/PROPOSAL/REQUEST: Letter to Virginia Emergency Response Council CONSENT AGENDA: ACTION: STAFF CONTACT(S): YES Sleeper, Davis ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER 7 (c) INFORMATION: INFORMATION: BACKGROUND: On October 17, 1986 the "Superfund Amendments and Reauthorization Act of 1986" was signed into law by Congress. Title III ofthe new SARA provisions also is known as the "Emergency Planning and Community Right- to-Know Act of 1986". SARA Title III, or Emergency Planning and Community Right-to-Know, requires our state to have a State Emergency Response Commission and a Local Emergency Planning Committee (LEPC). The Virginia Emergency Response Council (VERC) oversees all local LEPC's. The purpose ofthe LEPC is to promote outreach for developing local emergency preparedness programs to respond to chemical releases; (2) receive mandated reports by the regulated community; and (3) organize, analyze, and disseminate the resulting information on hazardous chemicals to local governments, and to the public. DISCUSSION: The City of Danville and Pittsylvania County both have respective LEPCS. During the year 2009 it was agreed to have the two to start meeting together to evaluate if a combined LEPC maybe advantageous to both jurisdictions. Some of the emergency response resources are jointly shared. A representative from the Virginia Emergency Response Council meet with both LEPC's and stated that the only legal requirement that was needed to merge the two was a letter from both jurisdictions (City Manager & County Administrator) authorizing the merger's approval from the State. Each jurisdiction would still maintain their own Emergency Operations Plans and Hazardous Materials Plan however; an added section would include the other jurisdictions information. The Bylaws for the LEPC have been included. Afterjointly meeting with the two jurisdictions for two years; both LEPC's have voted to recommend the merger. Pittsylvania County does not use local funds for this committee to meet, we use grant funding. RECOMMENDATION: Staff recommends that the Board authorize the County Administrator to send a letter to the Virginia Emergency Response Council and request approval to merge our LEPC with the City of Danville. Additionally, staff recommends that the Board approve the Bylaws that would be used. The Bylaws have been reviewed by both jurisdictions. The merger would take effect immediately upon approval from the VERC. P68 Bylaws for the Local Emergency Planning Committee of Pittsylvania County, VA 8~ the City of Danville, VA WHEREAS, the Superfund Amendments and Reauthorization Act of 1986 (SARA) was enacted by Congress into law on October 17, 1986, and contains Title III: The Emergency Planning and Community Right-to-Know Act of 1986. WHEREAS, Title III establishes requirements that federal, state, and local governments and industry must implement regarding emergency planning and community right-to-know reporting on hazardous and toxic chemicals. WHEREAS, The Virginia SERC -Virginia Emergency Response Council (VERC) was created in 1987 [Commonwealth of Virginia, Emergency Services and Disaster Laws, Chapter 3.5 -Virginia Hazardous Materials Emergency Response Program -Code of Virginia, Section 44-146.40, Virginia Emergency Response Council created; membership; responsibilities.] WHEREAS, pursuant to Title III and Virginia SERC, the State Emergency Response Commission designated Pittsylvania County & the City of Danville a local emergency planning district and has appointed a local emergency planning committee (LEPC) for Pittsylvania County & the City of Danville. The committee shall include, at a minimum, representatives from each of the following groups or organizations: local officials; law enforcement, emergency management, fire service, emergency medical service, public health, local environmental, hospital, and transportation officials; broadcast and print media; community groups; and owners and operators of facilities subject to the requirements of Title III. This committee has been named the Pittsylvania County & the City of Danville Local Emergency Planning Committee (the Committee). WHEREAS, pursuant to Title III, the Local Emergency Planning Committee shall appoint a Chairperson and establish rules by which the Committee shall function. Such rules shall include provision for public notification of Committee activities and establish procedures for handling public requests for information. WHEREAS, pursuant to Title III, the Local Emergency Planning Committee shall develop an emergency plan. This plan must include at least the following: 1. Identification of local facilities subject to emergency planning requirements, routes that are likely to be used to transport extremely hazardous substances, and additional facilities that may contribute or be subjected to additional risk due to their proximity to facilities subject to this title, such as hospitals and natural gas facilities 2. Methods and procedures to be followed by facility owners and operators, and local emergency and medical personnel in the event of a chemical release P69 3. Designation of a community emergency coordinator to implement the plan and facility emergency coordinators to participate in the planning process 4. Procedures providing timely and reliable notification by the facility emergency coordinators and the community emergency coordinator to persons designated in the emergency plan, and to the public, that a release has occurred (consistent with the emergency notification requirements of section 304) 5. Methods for determining the occurrence of a release, and the population or area likely to be affected by such release 6. A description of emergency equipment and facilities in the community and at each facility in the community subject to this title, and an identification of the persons responsible for such equipment and facilities 7. Evacuation plans, including provisions for a precautionary evacuation and alternative traffic routes 8. Training programs, including schedules for training of local emergency response and medical personnel 9. Methods and schedules for exercising the emergency plan The Committee must receive opinions and information from members of the public. The Committee may enter into agreements with other governmental entities, advisory boards, committees or councils. WHEREAS, to meet these goals the Local Emergency Planning Committee for Pittsylvania County has adopted the following bylaws: ARTICLE I -ORGANIZATION Section 1. Name of Committee. The name of the Committee shall be the "Pittsylvania County 8 the City of Danville Local Emergency Planning Committee." Section 2. Status of Committee. The Committee shall operate as a governmental entity pursuant to and in strict accordance with all applicable laws, regulations, guidelines and ordinances. Section 3. Mailing Address and Telephone Number. The official mailing address and telephone number of the Committee shall be: Pittsylvania County Local Emergency Planning Committee c/o Pittsylvania County Emergency Management 53 N. Main Street, Chatham, VA 24531 (434) 432-7920 (administration) 19.1-1 (emergencies) P70 Danville Local Emergency Planning Committee clo Danville Emergency Services P.O. Box 3300 Danville, VA 24543 (434) 799-6535 (administration) / 9-1-1 (emergencies) Section 4. Monies and Appropriations. The Committee may receive and disburse public and private funds for the purpose of implementing the Emergency Planning and Community Right-to-Know Act of 1986 in Pittsylvania County 8: the City of Danville, Virginia. Such monies shall be deposited with the Pittsylvania County Treasurer and credited to a "separate cost center" within Pittsylvania County and the Pittsylvania County Emergency Management budget. All disbursements will require prior authorization by the Chairperson by category or specific item. Periodic financial reports will be made to the Committee as required by !aw or requested by the Committee or Committee Chairperson. Section 5. Fees. Reasonable fees may be collected for information provided or services rendered by the Committee. The fees collected shall be as established or recommended by local, state, or federal law, regulation, guideline or ordinance. In the absence of a recommended or required fee, the fee shall be determined by the Chairperson based on the cost of providing the information or service. Section 6. Minutes of Committee Meetins~s. Accurate minutes of all of the meetings of the Committee shall be kept in a journal of the Committee, which shall be maintained for such purpose. Accurate minutes shall include, but not be limited to, a record of attendance at meetings, a record of all votes of the Committee, and a summary of Committee discussions. A copy of the minutes shall be mailed to members at least ten (10) days prior to the next Committee meeting. Section 7. Agenda for Committee Meetings. An agenda of each Committee meeting shall be mailed or delivered to Committee members at least ten (10) days prior to the meeting. The agenda for the next meeting may 6e mailed or delivered at the same time as the minutes of the last meeting. ARTICLE II -OFFICERS Section 1. Officers. The Officers of the Committee shall be a Chairperson and aVice- Chairperson. Each year the Chairperson and Vice-Chairperson shall rotate duties. One person from each jurisdiction shall fill the respective Officer position. The slate of officers shall be filled from four individuals. Pittsylvania County shall have two and the City of Danville shall have two; 1-Emergency Management Coordinator (County) 1-Fire Marshal (County),1-Emergency Management Coordinator (City) 1-Fire Chief (Ci1y). Section 2. Chairperson. The Chairperson shall preside at all meetings of the Committee, be responsible for preserving order and decorum, and submit such recommendations and information as he or she may consider proper concerning the business, affairs, and policies of the Committee. Except as otherwise authorized 6y the bylaws or by resolution of the Committee, the Chairperson shall sign, or delegate to the Vice-Chairperson the authority to sign, all official documents of the Committee. The Chairperson shall establish, or authorize the Vice-Chairperson to establish, any fees collected by the P71 Committee. The Chairperson shall also ensure that an agenda of each Committee meeting is mailed or delivered, as provided by Article I -Section 7. Section 3. Vice-Chairperson. The Vice-Chairperson shall perform the duties of the Chairperson in the absence or incapacity of the Chairperson. In case of the resignation or death of the Chairperson, the Vice-Chairperson shall perform such duties as are imposed on the Chairperson until such time as the Committee shall elect a new Chairperson. The Vice-Chairperson shall have the authority to sign official documents of the Committee or establish fees to be collected by the Committee pursuant to authority delegated by the Chairperson. The Vice-Chairperson shall ensure that any information gathered by the Committee, or submitted pursuant to requirements established by the Committee, is stored at the Emergency Management Department, at the address provided in Article I - Section 3. The Vice-Chairperson shall ensure that accurate minutes of the meetings of the Committee are kept and distributed, as provided by Article I -Section 6. Section 4. Additional Duties. The officers of the Committee shall perform such other duties and functions as may, from time to time, be required by the Committee or by the laws, bylaws, or rules and regulations governing the Committee. Section 5. Elections. An annual election of officers shall be held during the last regular meeting of the year. The term of office shall be for a full calendar year. The officers may be re-elected and serve for successive terms. Election of officers shall proceed in the following order: 1) re-nomination of incumbents, 2) nomination of new candidates; and 3) election. Those who may vote and run for office are those persons who have been nominated or re-nominated. Section 6. Vacancies. Should the office of Chairperson or Vice•Chairperson become vacant, the Committee shall elect a successor from its membership at the next meeting, and such election shall be for the unexpired term of said office. Section 7. Additional Personnel. Should funds ever be appropriated to the Committee for this purpose, or for the general use of the Committee, the Committee may employ such personnel as it deems necessary to exercise its powers, duties and functions, as prescribed by federal, state, and local laws. Compensation of such personnel shall be determined by the Committee subject to any applicable laws. ARTICLE III -MEETINGS Section 1. Regular Meetings. The Committee shall conduct regular bimonthly meetings (i.e., every other month). To facilitate planning, meetings will normally be scheduled on the second Thursday of February, April, June, August, October and December. The exact time and location will be decided by the Chairperson, promulgated well in advance of the meetings (usually 6-12 months) and confirmed in the agenda letter mailed or delivered to each Committee member before the next meeting. The news media shall be informed of meeting dates, times, and places. Section 2. Special Meetings. The Chairperson of the Committee may, when it is deemed expedient, and shall, upon the written request of at least two members of the Committee, call a special meeting of the Committee for the purpose of transacting any business of the Committee. The purpose of the meeting shall be set forth in the call of the meeting and the call may be mailed or delivered to each Committee member and the news media at the address provided to the Committee at least two (2) days prior to such meeting. At the P72 special meeting, no business shall be considered other than as designated in the call; however, if all of the members of the Committee are present at a special meeting, any item of business may be transacted if the members of the Committee vote unanimously to transact said business. Section 3. uorum. The powers of the Committee shall be vested in the Committee. A minimum of fifty percent (50%) of the total membership of the Committee shall constitute a quorum for the purpose of opening any meeting. At a meeting, action may be taken pursuant to an affirmative vote of a majority of all those present, provided that majority is no less than the number required for a quorum. Section 4. Order of Business. At meetings of the Committee, the following shall be the order of business: 1. Roll call /Introduction of visitors 2. Approval of minutes 3. Chairperson's report 4. Vice Chairperson's report 5. Subcommittee reports 6. Presentations I Discussion topics 7. Facility forum 8. Unfinished business 9. New business 10. Schedule for next meeting 11. Adjournment Section 5. Manner of Voting. The voting on all actions coming before the Committee shall be by yea or nay, or a show of hands, unless a quorum of the Committee decides that a roll call vote be taken on a particular matter. If a roll call vote is approved, the yeas and nays shall be recorded in the minutes of such meeting. An exception to the normal manner of voting will be the election of officers, which will be conducted by a confidential written ballot. Section 6. Manner of Conducting Meetings. No standard rules of procedure shall be required unless adopted by a unanimous vote of a quorum of the Committee members. The meetings shall be conducted with order and decorum. The Committee shall follow the procedure determined appropriate by the Chairperson of the Committee, which may include the following: 1. No person shall speak unless first recognized by the Chairperson. 2. Debate on a matter shall be closed by a motion and second to bring the matter to vote. 3. Any member of the Committee may make or second a motion. Section 7. Participation by Members of the Public. Members of the public are encouraged to attend all regular and special meetings of the Committee. An opportunity will be provided at each meeting for members of the public to address the Committee on matters relating to local emergency preparedness. A member of the public who desires to address the Committee may mail a written notice of intent to appear to the Chairperson at the address found in Article I -Section 3. Members of the public who appear at the meeting and wish to address the Committee will be allowed to do so without prior notice, however, they will be required to wait until after any members of the public who have provided such P73 notice have spoken. Members of the public are also encouraged to provide written opinions and information to the Committee by mailing written materials to the Chairperson at the address found in Article I -Section 3. Members of the public include, but are not limited to, citizens, industry representatives, experts, expert witnesses and governmental entity representatives. ARTICLE IV -MEMBERSHIP Section 1. Members. The members of the Committee shall include, at a minimum, representatives from each of the following groups or organizations: elected local officials; law enforcement, emergency management, fire service, EMS, public health, local environmental, hospital, public schools, and transportation officials; broadcast and print media; community groups; and owners and operators of facilities subject to the requirements of Title III. All members must be appointed by the State Emergency Response Commission. Section 2. Term of Membershia. All members shall serve one-year terms on a calendar year basis. There is no limit to the number of terms a member may serve. Section 3. Attendance at Meetings. All members of the Committee are required to attend, either in person or by virtue of a designated alternate, at least two-thirds of all regular meetings of the Committee held in any calendar year. Section 4. Designated Alternates. Each Committee member will be allowed to name one designated alternate. In the absence of a Committee member, his or her designated alternate may attend Committee meetings and exercise all the rights and privileges of the Committee member he or she represents. Attendance by such a designated alternate will constitute attendance by the Committee member. Designated alternates must be appropriately qualified to fill the position of the Committee member they represent. The name of each designated alternate must be submitted, in writing, to the Chairperson for approval. The use of designated alternates is intended to make allowance for the busy schedules and occasional travel requirements of Committee members. However, attendance by designated alternates should be the exception, not the rule. Section 5. Non-designated Alternates. If neither the Committee member nor designated alternate is available, anon-designated alternate may attend a Committee meeting. Non- designated alternates may take part in discussions of the Committee on behalf of the absent Committee member, but shall not be allowed to move, second, or vote on any matters before the Committee. Further, the non-designated alternate's attendance shall not count toward determining whether a quorum is present nor will it constitute attendance by the Committee member. Section 6. Number of Members. The Committee shall consist of at least 20 and no more than 30 members. Composition of the membership must be consistent with the requirements of Title III. Section 7. Filling Vacancies and Adding New Members. Vacancies on the Committee may be filled by persons recommended to the State Emergency Response Commission, which appoints all Committee members. Vacancies need not be filled unless they reduce the Committee's membership to less than 20 or, because of the vacancy, the Committee will P74 no longer meet any relevant local, state, or federal requirements. Should it be deemed necessary to add new members to the Committee, the procedure shall be the same as for filling vacancies. Section 8. Yearly Re-nomination and Re-appointment. At the last regular meeting of the calendar year, all Committee members in good standing and so desiring shall be re- nominated and tentatively re-appointed for the next calendar year, pending State Emergency Response Commission approval. New members shall be nominated and tentatively appointed to fill vacancies within the limits of Article IV -Section 7. Section 9. Expulsion. If, at any time, according to attendance records, a Committee member or his or her designated alternate has not attended at least two-thirds of all regular meetings of the Committee in any calendar year, that member may, at the discretion of the majority of the voting members, be subject to expulsion from the Committee. ARTICLE V -SUBCOMMITTEES Subcommittees. There will be three standing subcommittees: Operations ~ Planning, Exercises & Training, and Public Outreach. The Chairperson may, from time to time, establish additional subcommittees and advisory or working groups, to study and report on matters relevant to the Committee. ARTICLE VI -AMENDMENTS Section 1. Amendments to Bvlaws. The bylaws of the Committee may be amended by an affirmative vote of fifty-one percent (51%) of the total membership of the Committee. No vote shall be taken to amend the bylaws until the proposed amendment has been reduced to writing and read at the meeting at which the proposed amendment is voted upon. Section 2. Filing of Bvlaws and Amendments. A copy of the bylaws and any amendments to the bylaws shall be provided to: the Board of Supervisors of Pittsylvania County, the Danville City Council, the City of Danville Clerk of Circuit Court, the Pittsylvania County Clerk of Circuit Court; the State Emergency Response Commission; and any person who requests a copy or copies. P75 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-05-I1 ITEM NUMBER: 7(d) Consent Agenda: National Night Out Req:~ires a Roll Call Yote ACTION: INFORMATION: SUBJECT/PROPOSAL/REOUEST: Sheriff's Oftce -National Night Out Budget Amendment for FY 2011 and for FY 2012 CONSENT AGENDA: ACTION: Yes INFORMATION: STAFF CONTACT(S): ATTACHMENTS: No REVIEWED BY: BACKGROUND: National Night Out will be held on August 2, 201 L It is a fun night of activities to strengthen the tie between the community and law enforcement to fight against crime. The Sheriff's Department has solicited contributions from vendors to provide food and activities for this year's event. DISCUSSION: The Sheriff's Department has collected a total of $1,185.00 during FY 201 ] to help out with this year's National Night Out. This amount has not been previously appropriated to the Sheriffls National Night Out expenditure line. This appropriation is needed to cover the expenditures for this year's event. Because this event will not take place until next fiscal year, a total of $1,975.40, which equals the amount collected so far this year, $1,185.00 plus the remaining amount left from last year, $790.40 needs to also be carried over to the FY 2012 budget. RECOMMENDATION: Staff recommends that the Board amend the Sheriff s Office 2010-2011 budget and appropriate $1,185.00 to line item 100-4-031200-5880 and to approve and appropriate a total of $1,975.40 to the Sheriff's Office 2011-2012 budget in line item 1 00-4-03 1 200-5 8 80. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE. P76 IJl~FIl~ISI~ED IJSINESS P77 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Waiver of Water & Sewer Fees -Brosville Industrial Park SUBJECT/PROPOSAL/REOUEST: 10 Day Layover STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 07-OS-11 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 8 INFORMATION: INFORMATION: BACKGROUND: At the June 21, 2011 adjourned meeting of the Board of Supervisors, a motion made by Mr. Harville, seconded by Mr. Ingram, to adopt a Memorandum of Understanding for the County industrial pazks, or business and industries utilizing industrial park roads for development, be offered the same incentive for providing twenty-five (25) jobs or more as the Enterprise Zone and to approve a specific request for $7,500.00 from unappropriated surplus for incentives of the Brosville Industrial Drive for a new enterprise from the Danville Regional Medical Center for providing twenty-five (25) jobs or more at this facility. Mr. Harville's motion required a 10-day layover that has now been met. RECOMMENDATION: Staff recommends the Board of Supervisors appropriate $7,500.00 for incentives of the Brosville Industrial Park Drive for a new enterprise from the Danville Regional Medical Center for providing twenty-five (25) jobs or more at this facility. A Roll Call Vote is required. P78 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Waiver of Water & Sewer Fees- Brosville Industrial Pazk SUBJECT/PROPOSAL/REQUEST: !. Reimbursements or Waiver of Fees STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 6-21-11 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: No rrl;lvi 1vuMnr:x: 13 INFORMATION: INFORMATION: '~ i~ I BACKGROUND: The County's Enterprise Zone requirements authorize the County to reimburse businesses and industries in the Enterprise Zone that provide twenty-five (25) jobs or more, for sewer and water tap fees by the Pittsylvania County Service Authority. DISCUSSION: Brosville Industrial Park is not in an Enterprise Zone; however properties adjacent to Industrial Drive with entrances off of that drive aze considered supportive of that industrial park. It seems reasonable that the Boazd of Supervisors should consider businesses and industries that provide twenty-five (25) jobs or more should receive the same incentive benefits for providing that many jobs as an Enterprise Zone. RECOMMENDATION: Staff recommends the Boazd of Supervisors consider a policy for the County industrial parks, or business and industries utilizing industrial pazk roads for development, be offered the same incentive for providing twenty- five (25) jobs or more as the Enterprise Zone. This is a specific request for $7,500.00 for incentives of the Brosville Industrial Drive for a new enterprise from the Danville Regional Medical Center for providing twenty-five (25) jobs or more at this facility. This would be from unappropriated surplus and would require a 10-day layover. P79 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: General Obligation Refunding Bonds, Series 2011 SUBJECT/PROPOSAL/REOUEST: 10 Day Layover STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: 07-OS-11 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes ITEM NUMBER: 9 INFORMATION: INFORMATION: BACKGROUND: At the June 21, 2011 adjourned meeting of the Board of Supervisors, motion was made by Mr. Snead, seconded by Mr. Ecker, to appropriate $14,310.50 from unappropriated surplus to pay the required fees from Troutman Sanders LLP concerning General Obligation Refunding Bonds, Series 2011 and litigation information identified in the required billing. This motion required a 10-day layover that has now been met. DISCUSSION: RECOMMENDATION: Staff recommends the Board of Supervisors appropriate $14,310.50 from unappropriated surplus to pay the required fees from Troutman Sanders LLP concerning General Obligations Refunding Bonds, Series 2011 and litigation information identified in the required billing. A Roll Call Vote is required. PBO PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: General Obligation Refunding Bonds, Series 2011 SUBJECT/PROPO5AL/REOUEST: Legal Costs -General Obligation Bonds STAFF CONTACT(S): Mr. Sleeper AGENDA DATE: ITEM NUMBER: 06-21-11 17 ACTION: INFORMATION: Yes CONSENT AGENDA: ACTION: INFORMATION: ': ATTACHMENTS: Yes i i REVIEWED BY: BACKGROUND: The Board of Supervisors approved a resolution authorizing Bond Counsel, the County Administrator and financial advisors from Davenport and Company to begin the process of developing the required refunding of General Obligations Bonds, Series 2011. Legal Counsel performed all required work. DISCUSSION: Attached hereto, you will find legal fees for Troutman Sanders LLP for Steve Johnson, Bond Counsel, for providing services to Pittsylvania County, including analyzing the tax issue, drafting the provisions for the preliminary resolution, drafting the bond resolution, drafting the preliminary official statement and continuing disclosure agreements, as well as Appendix A required for the bond mazket. The total cost of this work, which is completed, is $14,3IO.S0. RECOMMENDATION: Staff recommends the Boazd of Supervisors appropriate $14,310.50 from unappropriated surplus to pay the required fees from Troutman Sanders LLP concerning General Obligations Refunding Bonds, Series 2011 and litigation information identified in the required billing. This motion requires a 10-day layover. P81 STEPHEN L. JOHNSON 804.697.12161e1 ephone TROUTMAI~T 004.698.5110 tacsimile sieve.Johnson@lroulmansantlers.com SAI~IDERS May 20, 2011 Mr. William D. Sleeper County Administrator Pittsylvania County Post Office Box 426 21 North Main Street Chatham, Virginia 24531 Pittsylvania County, Virginia General Obligation Refunding Bonds, Series 2011 Deaz Dan: TROUTMAN SANDERS LLP Attorneys al Law Troutman Gantlers Builtling 1001 Haxall Point P.O. Box 1122 (27218-1122) Richmond, Virginia 23219 804.697 72001elephone 804.6971339 facsimile ---- ----- --imotmans;nners:com.~ i' ~',_~ilq~N, ~1~2~Y 6p,000023'~., - 1° ;, 1, ,il~~ ti~. f~AY 2 3 2011 '' ~ ~J i u I have enclosed our invoice in connection with the work that we performed on the refunding bond issue that the Boazd of Supervisors had originally approved but then decided not to pursue. This invoice obviously does not cover our work on the excess bond proceeds issues for the 2008A Notes, 2008B Bonds and 2010A Notes, with respect to which we still need to finalize the County's use of proceeds certificate. Please let me know if you have any questions. Very truly yours, Stephen L. Johnson Enclosure 2053889v1 ATLANTA CHICAGO HONG KONG LONDON NEW YORK NEWARK NORFOLK ORANGE COUNTY PORTLAND RALEIGH RICMMO ND SAN DIEGO SHANGHAI TYSONS CORNER VIRGINIA BEACH WAS HINGTO N, DC P62 IN ACCOUNT WITH TROUTMAN SANDERS LLP A T T O R N E Y S A T L A W x LIY ITEO LI/,BILILY PXRi XEgBHIP 1111 EAST MAIN STREET P.O. Box 1122 RICHMOND, VIRGINIA 23216.1122 fi6d-69)-1226 BIl-LMG BJQU627ES FACSIM n.E: 804-697-1339 Mr. William D. Sleeper County Administrator Pittsylvania County 21 North Main Street Chatham, Virginia 24531 May 20, 2011 223160.000023 Pittsylvania County, Virginia General Obligation Refunding Bonds, Series 2011 FEES: Fee for legal services performed as Bond Counsel to Pittsylvania County, Virginia in connection with the General Obligation Refunding Bonds, Series 2011 (the "Bonds"), including (1) analyzing of tax issues relating to economic life of assets due to extension of principal payments in refunding; (2) drafting of and revisions to Preliminary Resolution, Bond Resolution and Bond form; (3) drafting of Preliminary Official Statement and Continuing Disclosure Agreement and of bond opinion for inclusion in POS; (4) drafting of portions of Appendix A of County to POS; (5) analyzing of ability to issue bank qualified bonds; and {6) telephone conferences and emails with working group members regazding documents, information needed, potential for litigation from Bazbaza Hudson and impact on schedule, etc ............................................................... $14,310.50 sosao3~~i P83 l~TW ~JSIl~TESS P84 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Tom Leahy, Director of Public Utilities-City of Virginia Beach, Virginia SUBJECT/PROPOSAL/REOUEST: PowerPoint presentation on Uranium STAFF CONTACT(S): Mr AGENDA DATE: 07-OS-2011 ACTION: No CONSENT AGENDA: ACTION: ATTACHMENTS: No BACKGROUND: DISCUSSION: ITEM NUMBER: 10 INFORMATION: INFORMATION: At the request of the Honorable Marshall Ecker, Mr. Tom Leahy, Director of Public Utilities for the City of Virginia Beach, Virginia, will present a brief PowerPoint presentation on uranium. RECOMMENDATION: P85 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-OS-11 ITEM UMBER: 11 Financial Management Policy Update SUBJECT/PROPOSAL/REQUEST: Review and approval of changes to the existing financial management policies STAFF CONTACT(Sl: ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: DISCUSSION: At the June 21, 2011, the Board of Supervisors was presented with a revised Financial Management Policy, which the Board of Supervisors sent to Legal Counsel for review and/or revisions. Legal Counsel has reviewed the policy and recommended policy is attached. RECOMMENDATION: Staff recommends that the Board of Supervisors review the attached policy and approve the necessary changes and additions. P86 FINANCIAL MANAGEMENT POLICIES PITTSYLVANIA COUNTY, VIRGINIA THE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS JAMES B. WILLIAMS, CHAIRMAN WILLIAM H.PRITCHETT, VICE CHAIRMAN HENRY A.DAVIS, JR. DALE HYLER MICHAEL L. IRBY FLOURNOY A. KEATTS LIONEL L. REYNOLDS, JR. GEORGE E. SUPENSKY COUNTY ADMINISTERATOR ADOPTED: MAY 2,1994 REVISED: JULY 5, 2011 P87 TABLE OF CONTENTS INTRODUCTION ..................................................................................... EXECUTIVE SUMMARY ................................................................................................... POLICY I RESERVES .................................................................................................... POLICY II ANNUAL FISCAL PLAN ............................................................................ POLICY III REVENUES ................................................................................................... POLICY IV CAPITAL IMPROVEMENT PROGRAM .................................................... POLICY V DEBT MANAGEMENT ... POLICY VI CASH MANAGEMENT .......................................................................... POLICY VII ASSESSMENTS ....................................................................................... POLICY VIII PROPERTY TAX COLLECTIONS .............................................................. POLICY IX PROCUREMENT .......................................................................................... POLICY X RISK MANAGEMENT ................................................................................. POLICY XI ECONOMIC DEVELOPMENT .................................................................... POLICY XII ACCOUNTING AND FINANCIAL REPORTING ..................................... POLICY XIII AVOIDANCE OF UNSOUND PRACTICES ............................................... POLICY XIV POLICY REVIEW ......................................................................................... POLICY XV SCHOOL FUNDING ..................................................................................... POLICYXYI FUND BALANCE POLICY ....................................................... i P88 INTRODUCTION As Pittsylvania County continues to grow, it is important to establish and update its financial policies. Accordingly, the primary object of "Financial Management Policies" is for the Pittsylvania County Board of Supervisors to provide guidance to staff when making and recommending financial decisions. By following a consistent and coordinated approach to the resolution of financial issues, the sound financial management of the County's resources will be achieved. Further, by following these policies the County's image and credibility with the public, bond rating agencies and investors will be enhanced in the coming years. Although Pittsylvania County's tax base has historically grown larger during recent years, three factors make prudent financial planning imperative: • Public demand for services and facilities, which in a lazge rural environment tend to escalate at a more rapid rate than population growth; • State and federal mandates for services and standards, which are too often not accompanied by sufficient funds to provide the services or meet imposed standards; and • Potential decline in growth due to the impact of adverse national or local economic conditions on the County's revenue base. Pittsylvania County is currently operating on a sound financial basis, as indicated by its investment grade bond ratings of "A" "A2"with both Moody's Investors Service, Inc., and "A+" with Standazd and Poor's Corporation. A municipal bond rating represents the business community's assessment of the investment quality of a local government. The rating serves as a shorthand statement of a locality's economic, financial and managerial condition. The most obvious advantage of a high bond rating is the ability of a locality to successfully market its bonds and borrow money at reduced interest rates. Since bond ratings are based on general managerial competence as well as financial and demographic statistics, high bond ratings also support economic development activities and provide citizens with an indication of the quality of their local government. ii P89 FINANCIAL MANAGEMENT POLICIES The County's long-term financial goal is to achieve and maintain an AA bond rating. Some factors required an AA bond rating (e.g., a stabilized rate of population growth and diversification of the County's tax base) can be influenced, but not controlled by County government. However, the County government should insure that the factors under its control- the quality of its financial and overall management-meet the standards required. Characteristics of the County's financial operation should not stand in the way of the County's achieving a higher bond rating. The following financial policies contained in this document are consistent with the standards associated with favorable bond ratings. George E.Suspensky County Administrator, 1994 Reviewed and Revised by William D. Sleeper County Administrator, 2011 iii P90 s .- ~ FINANCIAL MANAGEMENT POLICIES Executive Summary ~ The following is a summary of the financial management policies recommended by the Finance Committee of the Pittsylvania County Board of Supervisors and adopted by the Pittsylvania ~- County Boazd of Supervisors at their regular meeting on May 2, 1994. Reserves o Establish and maintain a minimum General Fund Balance equal to ] 0% of the average annual General Fund revenues over the preceding five years; and o Limit the use of this General Fund Balance to non-recurring operating expenditures of an emergency nature. 0 1~4nint"'" ""~-" "`° °"^a^ `" '°aa ws~ia2i ~u~~(covered under Policy XV!- Fund Balance Policy) Annual Fiscal Plan o Limit current expenditures to current revenues plus projected turnback; o Establish a Contingency Appropriation not to exceed 1% of the adopted County General Fund Revenue budget. . Prepare frve year projections with a five year Capita! Improvement Plan (CIP) o Implement a formal budget review process to monitor the status of the current yeaz's fiscal plan. o Integrate performance measurement and production indicators where possible within the annual budget process. o Replace capital assets on a cost effective and scheduled basis; and o Prepare annual budget consistent with guidelines established by the Government Finance Officers Associations. Revenues o Maintain a diversified and stable revenue system; o Recognize the full cost of services provided when establishing user charges and services; and o Pursue intergovernmental aid for only those programs or activities that address recognized needs and are consistent with the County's long-term objectives. iv P97 FINANCIAL MANAGEMENT POLICIES Capital Improvement Program o Adopt annually an updated comprehensive multi-year capital improvement program; and o Dedicate ;;~ ~~~~-~ --~ ,.c coi ~F amounts from General Fund revenues allocated to the County's operating budget to meet the Capital Improvement Plan (CIP). Debt Mana eg ment o Limit debt outstanding to a maximum of 3°~ 5% of the estimated market value of all taxable real property; and °~~~ii r~o.,o...i c....a nog.. ce_..:,.,. ,, o.,a:..._,,,..,. ,. ,.F i not ,.F .t,e ~,...,,....i ~aT (omit) Cash Management o Maximize investment yield only after legal, safety and liquidity criteria are met; and o Invest a minimum 100% of total book cash balances at all times. Assessments o Maintain sound appraisal procedures to keep property values current and equitable; and o Assess all property at 100% of market value. Property Tax Collection o Collect current taxes, delinquent taxes and late penalties at a rate in excess of the current tax levy; and o Increase tax collection ratios by taking advantage of all available legal enforcement powers. Procurement o Achieve economies through the central purchasing of quality goods and services; and o Maintain a procurement process that guards against fraud, waste and favoritism in the purchase of goods and services. 0 v P92 FINANCIAL MANAGEMENT POLICIES Risk Mana eg ment o Maintain a strong risk management program; and o Establish and maintain an actuarially determined fund for self-insured loss exposures. Economic Development o Expand and diversify the County's economic basis; o Emphasize attracting industrial and commercial enterprises that will employ the local labor force; and 0 ° . (Not legal in Virginia) Accounting and Financial Re orting o Comply with generally accepted accounting principles (GAAP); o Prepare annual financial report in compliance with the Government Finance Officers Association's Certificate for Excellence in Financial Reporting; and o Engage an independent annual audit of major financial reports. SchoolFundine ~ 7 t._t_ _ ~noi vF r »t T...,_ C~,d r -`.. Meet required Standards of Quality (SOQ). Policy Review o Update and reaffirm the County's financial policies a minimum of once every two years. o Provide the Boazd of County Supervisors an annual status report on the County's compliance with these policies. v~ P93 FINANCIAL MANAGEMENT POLICIES Policy I Reserves Pittsylvania County's General Fund balance provides the County with sufficient working capital and some ability to address emergencies without borrowing. 1'o further provide the stable management of County services, the County's fiscal integrity, a stable and equitable tax rate and a high credit rating to minimize borrowing costs, the County shall establish the following minimum General Fund Balance elements: o A General Fund Balance of not less than 10% of the average actual General Fund revenues for the preceding five fiscal years to address natural and manmade disasters and to offset budget fluctuations. o This General Fund Balance shall not be used to support recurring operating expenditures outside of the current budget year and this shall be done only on the basis of a shortfall in revenues. In the ensuing year the County will increase its General Fund revenues or decrease its expenditures to prevent using this General Fund Balance two years in a row to subsidize General Fund Operations. o Funds in excess of the General Fund Balance "target" at the close of the fiscal year shall be considered to address mid-year request for critical expenditures. vii P94 FINANCIAL MANAGEMENT POLICIES Policy II Annual Fiscal Plan The County's annual operating budget must continue to show fiscal restraint vrith the objective of providing public services at the lowest possible cost. However, delivering services economically is not sufficient; the quality of service delivery is expected to remain high. Therefore, to receive maximum benefit from the dollazs spent, the County must integrate performance measurement and productivity indicators where possible within the annual budget process. Duplication of services and inefficiency in delivery should be eliminated wherever they are identified. The County will fund current expenditures with current revenues and other recurring funding sources such as turnback, which is defined as the projected underexpenditure of current budget appropriations. The County will avoid budgetary procedures that balance current expenditures at the expense of meeting future years' expenses, such as postponing expenditures, accruing future yeazs' revenues or rolling over short-term debt. If a deficit is subsequently projected during any fiscal year, the County will reduce expenditures or increase revenues to the extent necessary to ensure a balanced budget at the close of the fiscal year. The County shall establish a Contingency Appropriation as part of the annual General Fund budget process not to exceed 1% of the adopted County budget, excluding transfers, to meet unexpected expenditure increases for General Fund supported agencies. Equipment (e.g., vehicles) should be replaced on a cost effective basis (i.e., whenever they become unsafe or to expensive to maintain). To address this objective, the County will maintain a comprehensive replacement program comprised of a schedule of capital assets to be replaced and the scheduled expenditures by fiscal yeaz. These scheduled expenditures will be programmed into future budget periods to provide a more consistent approach to the replacement of capital assets; thereby contributing to the stability of the County's tax rate. viii P95 FINANCIAL MANAGEMENT POLICIES In order to assist with financial planning decisions, the County will amu~ally prepare a five year projection of General Fund revenues and expenditures. This projection will use detailed analyses and economic forecasts. These analyses and forecasts will enable the County to focus on the long-range financial impact of proposed program expenditures and future revenue trends that may affect the delivery of services. To monitor the status of the current years' fiscal plan, a formal budget review process shall be implemented. The objectives of this review axe twofold. First, the review shall highlight the expenditure of funds against budget by function and revenue trends. Second, the review shall provide a status report on the major programs and project initiatives contained in the adopted fiscal plan. This report shall be presented at the conclusion of the second, third and fourth quarters of the current fiscal year. The County will continue to annually prepare a budget consistent with the guidelines established by the Government Finance Officers Association under its Distinguished Budget Award Program. In order to receive this award, a governmental unit must publish a budget document that meets rigorous program standards as a policy document, as an operations guide, as a financial plan, and as a communication tool. This award, along with the Certificate of Achievement for Excellence in Financial Reporting, would help Pittsylvania County present a quality image. ix P96 FINANCIAL MANAGEMENT POLICIES Policy III Revenues The County will establish and maintain a diversified and stable revenue base to protect it from short-run fluctuations in any one revenue source. The County will estimate its annual revenues by an objective, analytical process and project revenues for the next five years; updating this projection annually. Each existing and potential revenue source will be re-examined annually as part of this process. The County will establish all user chazges and fees at an appropriate level afrer recognition of the cost of providing the services. Periodically, the County will recalculate the full costs of activities supported by user fees to identify the impact of inflation and other cost increases. It is recognized that occasionally competing policy objectives will result in user fee levels that recover only a portion of service costs. Pittsylvania County should pursue intergovernmental aid for only those programs and activities that address a recognized need and are consistent with the County's long-range objectives. Any decision to pursue intergovernmental aid should be preceded by the consideration of the following fiscal consideration: o Present and future funding requirements; o Cost of administering the funds; and o Costs associated with special conditions or regulations attached to the grant awazd. The County should attempt to recover all allowable costs -both direct and indirect -associated with the administration and implementation of programs funded through intergovernmental aid. In the case of State and federally mandated programs, the County should attempt to obtain as much funding as possible from the governmental entity requiring that the service be provided. x P97 FINANCIAL MANAGEMENT POLICIES Policy IV Capital Improvement Program The County will adopt an annually updated multi-year capital improvement program that sets forth desired capital improvements and the sources of funding for such improvements. Where general obligation bonds or other types of long-term debt are proposed, their impact on the County's debt ratios and real property tax rate will be examined. The expenses of operating proposed facilities and any new programs associated with them are vital and will be included in the annual capital budgeting process. The revenues necessary to fund these expenditures are to be estimated and provided as part of the overall financial impact of the capital improvement program. The utilization of this process will result in an orderly approach to meeting capital requirements and a manageable schedule for the payment of debt service and operating costs. A contribution from current revenues to the County's capital improvement program reduces future debt services requirements and provides a safety margin to protect the County from revenue shortfalls. It shall be the County's objective to dedicate u-Riiiii:achn-o~~'o- the required amount of the annual General Fund revenues allocated to the County's operating budget to fund projects included in the County's Capital Improvement Plan (CIP). .we r~,.,,.,~.. ,. ... xi P98 FINANCIAL MANAGEMENT POLICIES Policy V Debt Management According to nationally recognized financial standards that are recommended by recognized financial advisors, debt ratios must be maintained at the following levels: o Outstanding General Fund Debt Service as a percentage of the estimated market value of all taxable property (real and personal) in the County should not exceed 3°~ 5%; and o Annual debt and lease purchase financing for capital facilities will be used in computing debt ratios for financial planning and reporting purposes. School debt and lease purchase financing for capital facilities will be used in computing debt ratios for financial planning and reporting purposes. xii P99 FINANCIAL MANAGEMENT POLICIES Policy VI Cash Management Effective cash management is an essential part of good financial management, particularly at a time when rising costs place mounting pressures on local revenues. Maximization of County investment returns on funds not immediately required for County operations can help offset this pressure. The County investment program must meet four criteria which are listed in the order of their importance: (1) legality, (2) safety, (3) liquidity, and (4) yield. The legality and safety of public investments are crucial. To allow for unforeseen expenditures, it must be possible to liquidate investments quickly without loss of principal. Only after these criteria are met should the maximization of investment yield be pursued. Investment performance will be based upon the comparison of the County's investment yield to the average yield on the 91 day U. S. Treasury Bill; Donoghue's Money Market Fund Average and the average annual rate of return experienced by other jurisdictions. Within the constraints of normal trade practices, the County should increase the amount of funds available for investment by rapid collection of money owed to the County and decelerated payment of obligations. At all times total cash invested shall at a minimum equal 100% of total book cash balances. A timely report of this information should be prepared by the Treasurer and submitted to the Board of Supervisors° ~F ^°°°-~"°~ ~' °F °°°" °°~- on a monthly basis. xiii P100 FINANCIAL MANAGEMENT POLICIES Policy VII Assessments Through sound appraisal practices, the County will ensure that real property is assessed every four years and personal property is assessed annually on a fair and equitable basis within standards established by the International Association of Assessing Officers regarding the level of assessment and assessment equity. Real and personal property will be enforced to ensure that the tax burden is shared equitably among all taxpayers. The level of assessment on January ls` will be the legally mandated ratio of 100% of market value. The achievement of the requirement for real estate shall be measured against the Virginia Department of Taxation's annual study which reports each local government's assessment to sales ratio. The County's goal is to achieve an annual assessment to sales ratio of at least 94%, under current real estate market conditions, when January ls` assessment is compared to sales in the succeeding calendar year. A report on assessment ratios shall be submitted annually to the Board of Supervisors by the Commissioner of Revenue. xiv P107 FINANCIAL MANAGEMENT POLICIES Policy VIII Property Tax Collection The County must continue to strive toward increasing its property tax collection ratio by taking advantage of all available legal enforcement powers (liens on bank accounts, attachment of property, public sale of real property, etc.). The County's total collections each year of current taxes, delinquent taxes and late penalties should equal the full tax levy for the current year. in:"°°'..°~:° r°••~'. •'°'°'°' '°° ,.°"°°':°~ °~- cv , nn~ ...°,. , ncoi °a,.,.~.°„. ,°„ ,,,.... ~ (This amount is shown annually in the County audit.) xv P102 ~- FINANCIAL MANAGEMENT POLICIES Policy IX Procurement The primary objectives of the County's procurement process center upon economy and efficiency. One objective is to obtain supplies, equipment and services as economically as possible. A second objective is to purchase materials that are best suited to the specific needs of = operating departments. Most importantly, needed materials should be available in a timely manner to avoid any interruptions in the delivery of services to the public. To achieve these objectives, five essential components are necessary: (1) sufficient and competent personnel, (2) centralized organization, (3) formal regulations, (4) standardization and specifications, and (5) effective operating procedures. Finally, the procurement process must guard against fraud, waste and favoritism in the purchase of goods and services. xvi P103 FINANCIAL MANAGEMENT POLICIES Policy X Risk Management Pittsylvania County is to be protected against accidental loss or losses which would significantly affect personnel, property, the budget or the ability of the County to continue to fulfill its responsibilities to taxpayers and the public. Potentially hazardous situations, practices, and conditions will continue to be evaluated and where feasible and cost effective, reduced or eliminated. Since 1992, the County has been self-insured with respect to certain insurance programs. The County must therefore maintain actuarially sound insurance reserves that will indemnify the County and its employees against potential loss. The maintenance of an actuarially determined self-insurance fund serves to further enhance the professional financial management image of the County. xvii P104 FINANCIAL MANAGEMENT POLICIES Policy XI Economic Development Pittsylvania County shall continue to expand and diversify its economic base by attracting industrial and commercial firms to the County. Special emphasis should be given to industrial and commercial enterprises that will employ the local tabor force. In addition, the County will continue to utilize a network of public facilities which links planned industrial and commercial areas with its growing residential areas. Further diversification of the County's tax base through industrial and commercial development will serve to provide employment stability in the area and tend to reduce the tax burden of individual taxpayers. 0 .,,..:,,i .,.., w....,, .......:.... ..c .w,. .,....i ...., w....,, w.. poi ~..,~~..., ..b .. ... ...................~ ..,., ~3`. (Not legal in Virginia) xviii P105 FINANCIAL MANAGEMENT POLICIES Policy XII Accounting and Financial Reporting The County will comply with generally accepted accounting principles (GAAP) in its accounting and financial reporting system, as contained in the following publications: o Codification of Governmental Accounting_and Financial Reporting Standards, issued by the Governmental Accounting Standards Board (GASB). o Governmental Accounting, Auditing, and Financial R~ortine (GAAFR), issued by the Governmental finance Officers Association of the United States and Canada. o Uniform Financial Renor[ing Manual for Virginia Counties and Municipalities, prepared by the Commonwealth of Virginia Auditor of Public Accounts. o Audits of State and Local Governmental Units, an industry audit guide published by the American Institute of Certified Public Accountants. The County will annually prepare its financial report in compliance with the principles and guidelines established by the Government Finance Officers Association's Certificate of Achievement for Excellence in Financial Reporting Program. The Certificate of Achievement, which is issued for excellence in financial reporting, provides national recognition for jurisdictions that qualify and increases the marketability of their debt offerings. Conformance with the Association's standards also increases the comparability of the County's reports to those of otherjurisdictions following the same standards. The County's annual financial statements, federal grant reports, and Uniform Financial Reports will be audited yearly by a qualified, independent public accounting firm. An independent audit provides objective evidence that the County's financial transactions are properly handled, recorded, and reported. This assurance increases the confidence of third parties (banks, bond- holders, bond rating agencies, etc.) and the general public in the County's annual financial reports. xix P106 FINANCIAL MANAGEMENT POLICIES Policy XIII Avoidance of Unsound Practices The County must never resort to unsound fiscal practices to achieve a balanced budget or to provide needed capital improvements. Such things as moving tax payment dates forward to produce one-time "windfalls" or using fund balance for recurring expenditures aze examples of such unsound financial practices which must be avoided. xx P107 FINANCIAL MANAGEMENT POLICIES Policy XIV Policy Review Policies will be reviewed periodically by the Board of Supervisors. xxi P108 FINANCIAL MANAGEMENT POLICIES Policy XV School Funding The amount of annual School Funding as evidenced by the Transfer from the General Fund to the School Operating Fund shall be determined as follows: A. Local Tax Revenues Laca! taxes are used to fund the required transfer to the School Operating Fund. ~r,.«,.t n n r ,.,.,.t ~r..,,e.. n~..., a.,...,. t„T..n.. _,...«..:,.«e,t F ... ,,:a„ .. ,.,.~ «: ~noi This Calculation shall be based on revenue estimates used in the budget process. At rh~ ,.,,,t ~c .t.,. ., ,...a „ ,,,..«~.. ,.r «t.,, c...,...t _ «t.e .. .... ,.c ,.tt a e t. t ................. ~,... ~.,........ y;. ~... .,....,, a.o..u , ~..... ..... w ~ ... ......... ...................... ............ ......~....., ice. ...., . ao~.ua a~.rai-iii-r-coxam ~-vr rl.,. ,. ,.«« F.......1 . ..w ..uaaa.aaa.-rr~cm-jci~ B. Standards of Ouality The County shall meet the "Standazds of Quality" (SOQ) requirements, as defined by the Commonwealth of Virginia, as the minimum funding requirements for School use. xxii P109 FINANCIAL MANAGEMENT POLICIES Policy XVI Fund Balance Policy I. Purpose The Board of Supervisors of the Pittsylvania County is dedicated to maintaining an appropriate level of fund balance sufficient to mitigate current and future financial risks and to ensure stable tax rates; and, therefore, formally establishes this policy jor the County's Fund Balance. This policy also authorizes and directs the Finance Director to prepare financial reports which accurately categorize fund balance as required by GASB Statement No. 54, Fund Balance Reporting and Governmental Fund Type Definitions. I. Components of Fund Balance Fund balance is the difference behveen the assets and liabilities reported in a governmental fund. The following five fund balance classifications describe the relative strength of the spending constraints placed on the purposes jor which the resources can be used: Nonspendable fund balance -amounts that are not in spendable form (such as inventory and prepaids) or are required to be maintained intact (corpus of a permanent fund); ^ Restricted fund balance -amounts constrained to specific purposes by their providers (such as grantors, bondholders, and higher levels of government), through constitutional provisions, or by enabling legislation; Committed fund balance -amounts constrained to specific purposes by a government itself, using its highest level ofdecision-making authority; to be reported as committed, amounts cannot be used for any other purpose unless the government takes the same highest level action to remove or change the constraint; ^ Assigned fund balance - amounts a government intends to use for a specific purpose; intent can be expressed by the governing body ar by an official or body to which the governing body delegates the authority; for all funds except the general fund, assigned fund balance is the residual fund balance classification; ^ Unassigned fund balance -amounts that are available for any purpose; positive amounts are only reported in the general fund. II. Committed Fund Balance Policy The Board ojSupervisors is the County's highest level ofdecision-making authority and the formal action that rs required to be taken to establish, modif}g or rescind a fund balance commitment is a resolution approved by the Board of Supervisors. The resolution must either be approved or rescinded, as applicable, xxiii P110 prior to the last day of the frscal year for which the commitment is made. The amount subject to the constraint may be determined in the subsequent period. III. Assigned Fund Balance Policy The Board of Supervisors has authorized the County's Finance Director as the official authorized to assign fund balance to a specific purpose as approved by this fund balance policy. I!! Minimum Unassigned Fund Balance Policy The County will maintain an unassigned fund balance in the general fund equal to 10% of expenditures/revenues as referenced in Policy I -Reserves. The County considers a balance of less than 10% to be cause for concern, barring unusual or deliberate circumstances. V. Resource Flow Policy When fund balance resources are available for a specific purpose in more than one classification, it is the County's policy to use the most restrictive funds first in the following order: restricted, committed, assigned, and unassigned as they are needed. xxiv P111 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: County Administrator Citizen Advisory Panel SUBJECT/PROPOSAL/REQUEST: Socioeconomic Impact AGENDA DATE: 07-OS-2011 ACTION: Yes CONSENT AGENDA: ACTION: '~~ STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes BACKGROUND: ITEM NUMBER: 12 INFORMATION: r INFORMATION: The Danville Regional Foundation sent out requests for consulting firms to provide request for proposals (RFP) concerning a socioeconomic impact analysis for the proposed Coles Hill Uranium Mine and Mill site near the Towns of Chatham and Gretna. This project is funded by the Danville Regional Foundation. Research Triangle Institute (RTI) of North Carolina has been selected to do this study. Individuals were recommended by the Danville Regional Foundation through the Research Triangle Institute as a group that would provide a cross section of citizens in Pittsylvania County to act as an advisory panel to provide insight to the community perspective on the mine and milling operation and feedback for the RTI Research Team. RECOMMENDATION: The County Administrator agreed to serve on this panel as an advisory member to provide input on what should be studied in a socioeconomic study involving the development of this uranium mine. The County Administrator does not take any position concerning the mine and milling operation, simply providing input on the community and what socioeconomics and environmental impacts need to be reviewed and analyzed. See attached information. The Board of Supervisors may request the County Administrator to not participate any further in this study. P112 RTI International Forms Community Advisory Panel in Efforts to Evaluate Potential Impacts of Proposed Danville Area Uranium Mine, Mill RESEARCH TRIANGLE PARK, N.C.(May _, 2011) -A community advisory panel has been established to advise researchers at RTI International, who are working on a project to evaluate the socioeconomic and environmental impacts of a proposed uranium mine near Danville, Va. The community advisory panel comprises five members who are actively involved in the community and who are not involved with the proposed mine. All five panel members are undecided about the mine and mill, pending completion of the RTI study and others late this year. The panel members include: • Rev. Larry Campbell, Jr., Danville City Council • Jeff Liverman, executive director, Danville Science Center • Laurie Moran, president of the Danville-Pittsylvania Chamber of Commerce • Dan Sleeper, county administrator, Pittsylvania County • Martha Walker, community viability specialist, Virginia Cooperative Extension Service The proposed mine would be developed by Virginia Uranium, Inc. and located between the towns of Chatham and Gretna in Pittsylvania County, Va. The community advisory panel members were recruited from a pool of candidates selected by identifying leaders in community organizations, education, environmental groups, local governments, and business. The community advisory panel members will provide ongoing insight into community perspectives on the mine and mill and feedback on the RTI research project. With funding from the Danville Regional Foundation, RTI's research team will study potential impacts of the mine and mill on employment, regional business development and competitiveness, and consumer spending. Researchers will also evaluate potential pollutant releases to the environment under different mining, milling, and waste management technologies. They will then analyze how those pollutants might move through the environment and how they might affect residents, plants and animal life. Researchers will also explore perceptions of the region and will assess changes in the region's quality of life and reputation from the development and operation of the mine and mill. Additionally, the team will study the impacts the mine and mill might place upon infrastructure, government services, and government finances in the study region. P113 The community advisory panel is one avenue for gathering information about community priorities, values, and concerns. "We hope our research will provide area decision makers and residents with scientifically sound information about the potential direct and indirect impacts of the mine and mill within a 50-mile radius of the Coles Hill site," said Katherine Heller of RTI's Energy, Technology, and Environmental Economics program and the project's director. "It's essential that we have community feedback and participation to accurately assess the potential impacts of the proposed mine and to ensure our research meets the region's needs." In addition to receiving ongoing input from the community advisory panel, researchers will hold 30 stakeholder interviews with community leaders who represent educational, environmental, faith, business, community development, government, health care, news media, and agriculture perspectives. They also will conduct eight focus groups in the region for community citizens. In two preliminary meetings, the community advisory panel members brainstormed issues surrounding the mine and mill that are of greatest concern based on their perception of regional residents' opinions and developed a list of more than 75 candidates for stakeholders interviews who represent community organizations, education, environmental groups, local governments, and business. The uranium deposit at Coles Hill was discovered more than 30 years ago, and has been described as one of the richest undeveloped deposits of uranium in the United States. However, the Commonwealth of Virginia has had a moratorium on uranium mining in Virginia since 1982, and thus no development has occurred at the site. -end- P114 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 07-OS-2011 13 Squad Service Agreement -EMS Billing SUBJECT/PROPOSAL/REOUEST: Memorandum of Agreement with Participating Emergency Service Squads STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: INFORMATION: li INFORMATION: The Pittsylvania County Boazd of Supervisors has been working with Rescue Squads in Pittsylvania County since the year 2000 to develop an emergency billing program in the County. DISCUSSION: As part of the requirements of the ambulance billing program as per Chapter 31 of the Pittsylvania County Ordinance, a memorandum of agreement must be agreed to by the Boazd of Supervisors and the participating squads in the ambulance billing program. Attached hereto is a Memorandum of Agreement between Pittsylvania County Board of Supervisors and the Squads that have agreed to participate in this program. RECOMMENDATION: Staff is recommending that the Board of Supervisors approve the attached Memorandum of Agreement and authorize the County Administrator to sign on the behalf of the Board of Supervisors following approval of County Attorney for the Ambulance Participation Billing. P115 MEMORANDUM Leeal Request#12011-06-09 To: William D. Sleeper (County Administrator) From: J. Vaden Hunt (County Attorney) Date: Monday, June 20, 201 I Subject: Squad Service Agreement for Emergency Billing Program Encl: 1 (Exhibit A -Electronic) This is a legal request response memorandum to legal request #120 1 1-06-09. In said legal request, you instructed me to compile a Memorandum of Understanding ("MOU") between the various County rescue squads and the Board of Supervisors ("BOS") to detail the various rescue squads participation in the County's agreement for emergency services billing with MED3000. Attached hereto electronically as Exhibit "A" please find said MOU. If successful, I will forwazd the same to Steve Finkner to have all the various emergency services providers sign said document. Please contact me if you have any questions or concerns about anything contained herein. JVH Pt P116 MEMORANDUM OF AGREEMENT THIS AGREEMENT made the day of June, 2011, by and between the Pittsylvania County Board of Supervisors, a political subdivision of the Commonwealth of Virginia (hereinafter referred to as the "Board of Supervisors"), and Blairs Volunteer Fire and Rescue Squad, Inc., Laurel Grove Fire and Rescue Service; Mount Cross Volunteer Fire and Rescue Squad, Inc., Route 640 Rescue Squad, Inc., Cool Branch Volunteer Rescue, and Callands Volunteer Fire and Rescue Squad; Inc., (hereinafter referred to collectively as the "Emergency Medical Service Providers"). WITNESSETH: WHEREAS, the Board of Supervisors have determined that it is in the best interest of Pittsylvania County, Virginia (the "County"), to establish a service fee for emergency medical services provided by the Emergency Medical Services Providers; WHEREAS, the Board of Supervisors have determined that the revenue generated from this program will help offset the actual cost of providing, maintaining, and improving emergency medical services in the County; and WHEREAS, the Board of Supervisors desire to establish fair and equitable procedures and policies to collect said fees from residents and nonresidents of the County through MED3000, a service billing company. NOW THEREFORE, the Board of Supervisors and the Emergency Medical Service Providers agree to the following: 1. The Board of Supervisors has the authority to create a service fee for emergency ambulance transport services pursuant to § 31-3.1 of the Pittsylvania County Code. 2. The Board of Supervisors has entered into a contractual relationship with MED3000, to provide billing services for emergency ambulance transport service fees provided by the Emergency Medical Services Providers. 3. Said contracts entered into by the Board of Supervisors, are attached hereto as Exhibits "A" and "B" (the "Contracts"). 4. The Emergency Medical Service Providers hereby agree to be legally bound and completely and fully abide by any and all rules, regulations, conditions, and policies contained in the Contracts. 5. The Emergency Medical Service Providers further agree to fully and completely participate in all aspects of the Contracts for the duration of the term of the Contracts, including any and all term extensions thereto. Page 1 of 3 \ P117 WITNESS, the following signatures and seals, pursuant to due authority, all as of the day and year first above written. Pittsylvania County Board of Supervisors By: Witness (Print): Witness (Signature): Approved to as Form: J. Vaden Hunt, Pittsylvania County Attorney Blahs Volunteer Fire and Rescue Squad, Inc. By: Title: Witness (Print): Witness (Signature): Laurel Grove Fire and Rescue Service By: Witness (Print): Witness (Signature): Page 2 of 3 P118 Mount Cross Volunteer Fire and Rescue Squad, Inc. By: Title: Witness (Print): Witness (Signature):- Route 640 Rescue Squad, Inc. By: Title: Witness (Print): Witness (Signature): Cool Branch Volunteer Rescue By: Title: Witness (Print): Witness (Signature): Callands Volunteer Fire and Rescue Squad, Inc. By: Witness (Print): Witness (Signature): Page 3 of 3 P119 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 07-OS-2011 ITEM NUMBER: 14 Change Order 1 - Bcrry Hill Road Waterline Extension '% SUBJECT/PROPOSAL/REOUEST: ~' Contract Amendment -Change Order 1 ACTION: Yes CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Yes INFORMATION: Mr. Sleeper REVIEWED BY: BACKGROUND: DISCUSSION: Installation of the Berry Hill Road Waterline Extension is 95% complete. However, the contractor has encountered rock at Trotters Creek and in accordance with the contract documents, Change Order #1 and a request of $16,326.00 has been submitted by the contractor and recommended by engineers. Funds are available and this should complete this project. RECOMMENDATION: Staff recommends the Board of Supervisors approve Change Order #1 of the Berry Hill Waterline Extension in the amount of $16,326.00 and authorize the County Administrator to sign all necessary documentation. P120 Change Order Change Order N 1 -- Dare Juna 15, 2011 rro/ecr Berry Hill Road Waterline Extension Prolea s n/a owner Pittsylvania County Vircinia ro: contreaor Key Constructors Inc conMacr Dare April 19, 2010 You ere directed to make the c anges note below In the above contract: owner Pitlsylvanla County Virginia ey Dare General Description: Rock was encountored in the aroa of the Trotters Croak directional drill. Equipment for a rock directional drill Is not readily available. Contractor proposes to install a steel cased rock bore and jack in lieu of directional drill and direct bury the remaining 1-IDPE footage. This work Is In the vicinity of project siatlon 236+00. DECREASE INCREASE ITEM DESCRIPTION OF WORK OUANITY COST in Contraa Price In Contract Price 1 Rock Bore an Jack 1 $116,328.69 LS 118328.89 -- Totals a> $116,326.69 Nat Change In Contract Price » $118,326.69 ust Icatbn: Suggested by Contrador and approved by Enginoer. The changes result In the tollowing adJustment of contract price and Nme: Contract price pdor to this Change Order $1,709,751.35 Net INCREASE resulting hom this Change Order $116,32fi.69 Current contract price Induding this Change Order $1,826,D78.04 Contract time prior to this Change Order ~ 33D Cafanderoeys Nel INCREASEJDECREASE resulting from this Change Order 0 carandaroays Current contrail time Including this Change Order 330 Calendar Days P121 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Change Order 8 - Olde Dominion Agricultural Complex Water & Sewer Extension SUBJECT/PROPOSAL/REOUEST: Contract Amendment -Change Order 8 STAFF CONTACT(S): Mr AGENDA DATE: 07-OS-2011 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: DISCUSSION: ITEM NUMBER: 15 INFORMATION: INFORMATION: Steve Martin Trenching, Inc., of Martinsville, Virginia, has submitted Change Order #8 request for an amount of $4,950.00 to open cut Chatham Elementary School Road and install a 6-inch waterline to the new pump station for the upgrade on the northern end of town and meet the fire suppression requirements of the Olde Dominion Agricultural Complex. RECOMMENDATION: Staff recommends the Board of Supervisors approve Change Order #8 of the Olde Dominion Agricultural Complex Water & Sewer Extension in the amount of $4,950.00.00 and authorize the County Administrator to sign all necessary documentation. P722 Change Order Change Order N 8 _ _ _ Date _ June 15, 2011 Projact O!de Dominion Agricultural Center VJater and Se~.ver Extensio^ wnjed a _ __ n~a _ ___ Amer Pii!syivania Ooury. Vir irc~ ?ia ._.__._.__ _...--_-. ro: convacror Sieve A4adin's Trenching. Inc. ___ _______ Canvacr Dare ___ June 1'. 2070 _ You are directed fo make the changes noted below in the above contract: Owner______ PiHsylvania County. Virginia sy Oate General Description Per the plans. the exisihlg 6" waterline v,•as shown on the same side of the road as the Pump Station. Po!lo~.wng revier, the 6'~ ::aterline is or. the opposite sidr,• ut the road ?rom tLe Pump Statier:. A change order request by the Contractor to open cut Chatham Elementary School Road for the bin suction and discharge pipe has been !eviewed and approved by the Engineer ITEM UNIT DECREASE ~ INCREASE 1 Net Change in Contract Price» $4,950.00 Justification: Please see attached letter dated June 14, 2071. 'fie changes result /n the following ad%ustment of contract price and time: Contrad price prior to this Change Order $938,977.16 Net INCREASE resulting from this Change Ortler _ _ $4,950.00 Current contrad price induding this Change Order ___ $943,927.16 Contract time prior to this Change Order _ 750 --Calendar Days Net _Increase -Decrease resulting from this Change Order calendar Days Current contract time induding this Change Order t 5G calendar Days The above changes are approved: Engineer Reynolds-Clark De fo merit, Inc. conrraclor Steve 1Martin's Trenching, Inc. ay By ~~~`' `/l _. t~~ `~~__ -~.... . Date ~~~Y1L---_ Dale (' ., ~ l! ~ `]f , i P123 Open cut Chatham Elementary Road and conned to existing 6" REQUEST FOR CHANGE ORDER Steve Martin's Trenching,lnc 3119 Stones Dairy Road Bassett, VA 24055 6-14-11 Reynolds-Clark Development, Inc. 112 South Main Street PO Box 556 Gretna, VA 24557 Reference: Pump station on Chatham Elementary School Road/Olde Dominion Agricultural Center Per the plans, the existing water main was shown on the same side as the pump station. After review, the bin water main is on the opposite side of the road from the pump station. This request will take the place of the earlier request dated 6-9-11. Tim spoke to Jay Craddock with VDOT on Monday and VDOT has approved open cutting Chatham Elementary School Road for the bin suction and discharge pipe. VDOT has agreed to no encasement pipe and no milling and overlaying for 25ft each way as earlier required. We propose to open cut the road two times ,totally backfill with stone and place Sin of topping to the level of the existing road. The quote is for: • +(-) 60 Ift of extra ductile iron pipe required • saw cutting of roadway +(-) 1001ft • total stone backfill of trenches • +(-) Sin of topping for trenches. QUOTED PRICE: $4950.00 Thank You Steve Martin P124 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Amendment to Engineering Services Agreement dated January 1999-Pittsylvania County Landfill, VPDES Permit No. VAR051524 SUBJECT/PROPOSAL/REOUEST: July 2011- June 2012 Proposal for Storm Water ', Monitoring STAFF CONTACT(S): Mr. Hawker. Mr. BACKGROUND: AGENDA DATE: 07-OS-2011 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: ITEM NUMBER: 16 INFORMATION: INFORMATION: In 2004, the Department of Environmental Quality (DEQ) started requiring Storm Water Monitoring at the Pittsylvania County Landfill through the Virginia Pollutant Discharge Elimination System (VPDES) Permit Number VAR051524. DISCUSSION: Pittsylvania County has negotiated with Dewberry & Davis, Inc., to amend the Engineering Services Agreement to provide the necessary storm water monitoring services at the Pittsylvania County Landfill for the next fiscal year, beginning July 1, 2011. RECOMMENDATION: Staff recommends the Board of Supervisors approve the proposed amendment to the Engineering Services Agreement with Dewberry & Davis, Inc. in the lump sum amount of $7,000 for Storm Water Monitoring at the Pittsylvania County Landfill and authorize the County Administrator to sign all necessary documentation. P125 Dewberry June 17, 2011 Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 2453] RE: July 2011 -June 2012 Proposal for Storm Water Monitoring Amendment to Engineering Services Agreement Dated January 1999 Pittsylvania County Landfill, VPDES Permit No. VAR051524 Dear Mr. Hawker: Dewberry & Davis, Inc. 557 Piney Forest Road Danville, VA 24540-3353 434.797.4497 434.797.4341 fax www.dewberry.com Dewberry & Davis, Inc. (Dewberry) is pleased to present our proposal to conduct storm water monitoring activities for the fiscal 20] 1-20] 2 monitoring year as required under the Virginia Pollutant Discharge Elimination System (VPDES) Permit Number VAR051524. The revised VPDES Permit became effective July 1, 2009 and expires June 30, 20]4. Under the new permit, exceedances of benchmark monitoring concentrations may require modifications to the Storm Water Pollution Prevention Plan (SWPPP). The benchmark monitoring parameters for the Pittsylvania County Landfill (Facility) include Iron and TSS (same as 2004 Permit). During the 2010 monitoring year Iron exceeded in Outfall 002. This proposal includes corrective actions which will likely be required in order to insure that the Facility is in compliance with the revised permit regulations. UNDERSTANDING OF THE PROTECT Storm water discharges from the Facility are regulated under General VPDES Permit for Discharges of Storm Water Associated with Industrial Activity (9VAC25-IS l-]0 et seq.). The SWPPP prepared by Dewberry in January 2004, revised September 19, 2008 and March 11, 2011 outlines the monitoring requirements for the Facility. Under this general permit, storm water runoff monitoring will be conducted at Outfalls 001,002, 003, 004 and 005. The facility shall perform and document quarterly visual examinations of storm water discharges of Outfalls 001, 002, 003, 004, and 005. The examinations shall be made at least once in each of the following three-month periods: January through March, April through June, July through September, and October through December. Collection and analysis of storm water mnoff must be performed annually at the Facility for Outfalls 001, 002, 003, 004 and 005. If at any time the outfall monitoring results exceed an effluent limitation, immediate corrective actions must be taken to eliminate the exceedances. The corrective actions may include updating the SWPPP and implementation of BMPs. Follow-up sampling is required to evaluate the BMPs effectiveness. P126 Mr. Otis Hawker Page 2 June 17, 2011 SCOPE OF SERVICES Item I: Ouarterh~ Storm Water Visuals Dewberry will conduct quarterly storm water visual examinations of Outfalls 001, 002, 003, 004, and 005. Visual examination reports will be prepared and submitted to the Facility for their file and use. Item II: Annual Storm Water Monitoring Dewberry will conduct annual storm water monitoring of Outfalls 001, 002, 003, 004, and 005. A Discharge Monitoring Report (DMR) will be prepared for each monitoring event and submitted to DEQ and a copy provided to the Facility for their file and use. Item III: Corrective Actions In the event that a constituent exceeds the eft7uent limit, corrective action measures will need to be implemented as per Part 1.A.1.c.5 of the Final Draft of the proposed VPDES permit. Dewberry will review and modify the SWPPP when necessary within thirty days of a constituent exceedance. Dewberry will develop and supervise implementation of any corrective actions that may be necessary [o restore the oulfall into compliance. Follow-up monitoring will be conducted to verify corrective actions that were implemented have succeeded in reducing the constituent(s). FEES Dewberry's services will be provided either lump smn or hourly as per Dewberry's Standard Hourly Billing Rate Schedule (Attachment A). Item ]: Quarterly Storm Water Visuals Four quarters at $1.000 each ..............................................................................$4,000 (Lump Sum) Item Il: Annual Storm Water Monitoring .......................................................$3,000 (Lump Sum) Item lll: Corrective Actions Design and/or Modify BMPs ................................................................Hourly not [o exceed $5,000 Follow-up Monttoring ........................................................................................... Hourly as Needed 1$700 Hourly Estimate per Event) Total Lump Sum Fees Listed Above ................................................................................... $7,000 (Does not include Hourly Estimates) The fees listed above do not include fees charged by the laboratory for analytical costs: Devvberry° P127 Mr. Otis Hawker Page 3 June 17, 2011 Laboratory Fees Total laborator}~ Estimate .................................................................................................... $2,500 (Does Not Include Follow-Up Monitoring) Al] ktborator~~ fees will be paid directly by the Comity in order to presen! n IS% cost savings to the County. if DEQ should require additional outfalls to the monitoring program, the cost for storm water monitoring will be re-evaluated at [hat. time. The terms and conditions of [his 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. tf you should have any yuestions regarding any part of this proposal or the storm water program, please feel free to contact us. Sincerely, Dewberry & Davis. Inc- ~.~ Troy A. Shelton Environmental Department Manager TAS/tas/vnl cc: Mr. LJ Burgess -Pittsylvania County Landfill Attachment A -Standard Hourly Billing Rate Schedule (September 1, 20101 R:V'roposal Letters\Emironmental\201 I-6-17 Pi[fil Srormwater.dnc The foregoing proposal of Dewberry & Davis, Inc. is accepted: Print (Type) Individual, Finn, or Corporate Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title ~~ Dewberry° P728 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry Engineering/Planning/Landscape/Architecture/Surveying Scrvices/MC Services Hourly Rates Principal $200.00 Admin Assistant/Professional 1 - II -III - 1V 550 00 - $60.00 - 570 00 - $80 00 CADD Technician I - Il -Ill - IV $55.00 - $65.00 - $75.00 - $85.00 Construction Administrator V II 595.00 - $ 110.00 Engineer/Planner/Landscape/Architect/MC I -11-III $70.00 - 580.00 - $90 00 Engineer/Planner/Landscape/ArchitecUMC IV - V - VI $105.00 - $120.00 - $135.00 Engineer/Planner/Landscape/ArchitecUMC VII -VIII $150.00 - $165.00 Engineer/Planner/Landscape/ArchitecUMC IX $180.00- 5200.00 Interior Designer I - II -III- IV $55.00 $70.00 $90.00- $110.00 Geographer/GIS I - II -III $60.00 - $70.00 - $80 00 Geographer/GIS IV V VI $90.00 - 5]05.00 - $120.00 Geographer/GIS VII -VIII - IX $135.00 - 5155.00 - $175.00 Resident Engineer I - II -Ill - IV 570.00 - $80.00 - 595.00 - $110.00 Resident Construction Technician [ II $50.00 - $60 00 Survey/Computor I - II -III $60.00 - $70.00 - $80.00 Survey/Computor I V - V - VI $95.00 - $110.00 - $125 00 Technical Assistant I - II -111 IV- V $45.00 - $55.00 - 565.00 - 575.00 - $85.00 Surveyor I - ^ -III 545 00 - $55 00 - $65.00 Surveyor I V - V - V I $80.00 - 590 00 - $105.00 Reimbursable Expenses (Including subconsultants, courier, postal services, etc.) Cos[+ 15"/" ~ Dewberry Revised September 1, 2010 Schedule STD Subject to revision P129 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Contract Amendments -Dewberry & Davis SU BJECT/PROPOSA L/R EO U E ST: Contract Amendment -Pittsylvania County Landfill Phase I & II Groundwater Monitoring STAFF CONTACT(S): AGENDA DATE: 07-OS-2011 ACTION: Yes CONSENT AGENDA: ACTION: ITEM NUMBER: 17 INFORMATION: INFORMATION: Yes Mr. William D. Sleeper REVIEWED BY: BACKGROUND: The Board of Supervisors has been operating a groundwater monitoring program in Pittsylvania County under current contract with Dewberry & Davis since January 1999. DISCUSSION: Because this is an intensive project that requires significant background and data keeping over a number of years, attached hereto, you will find a proposal from Dewberry & Davis to amend their 1999 contract for the Landfill Groundwater Monitoring Program for Phase I at a cost of $34,500, with laboratory fees of $30,000 and Phase II at a cost of $19,800, with laboratory fees of $15,000, for a total amendment cost of $99,300.00. Quarterly groundwater monitoring for 2011 and 2012 and the required annual groundwater monitoring report to the Commonwealth of Virginia is included in this amendment. Funding for the project has been included in the Pittsylvania County 2011- 2012Fiscal Budget. RECOMMENDATION: Staff recommends the Board of Supervisors to amend the Dewberry & Davis, Inc. contract in the amount of $99,300.00 for Phase I and Phase II of the Landfill Groundwater Monitoring and authorize the County Administrator to sign all necessary documents. P130 ~ Dewberry v. June 9. 201 ] Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 RE: July 2011 -June 2012 Proposal for Phase I Groundwater Monitoring Amendment to Engineering Services Agreement Dated January 1999 Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: Dewberry & Davis, Inc. 551 Piney Forest Road Danville, VA 24540-3353 434.797.4497 434.797.4341 fax www.dewberry.com Dewberry & Davis, Inc. (Dewberry) is pleased to present our proposal to conduct groundwater monitoring activities for the fiscal 2011-2012 monitoring year required under 9VAC20-81-250 of the Virginia Solid Waste Management Regulations (VSWMR) at the Phase I area of the Pittsylvania County Landfill (Facility). This proposal also includes the 201 I Groundwater Annual Report which will summarize all of the groundwater monitoring activities as well as the accompanying laboratory analytical results collected during the 2011 monitoring year. UNDERSTANDING OF THE WORK The Phase I area of the Pittsylvania County Landfill Facility is currently monitoring groundwater under the Assessment Monitoring Program (9VAC20-81-250 B.3) due to concentrations of certain monitoring pazameters being in exceedance of the Groundwater Protection Standards (GPS). Since the Facility is within the regulated range of proximity to down gradient wetland areas, under Section 10.1-1408.5 Code of Virginia, the Facility must conduct quarterly groundwater sampling with one of the quarterly events being analyzed for the Table 3.1 Column- B pazameter suite and the remaining three quarterly events of each monitoring year being analyzed for Table 3.1 Column-A and for those constituents in Column-B that have previously been detected. In correspondence from the Virginia Department of Environmental Quality (DEQ) dated May 31, 2006, the amended Permit # 571 for the Facility was approved. The approved permit allows the Facility to implement Monitored Natural Attenuation (MNA) for remediation of the Phase I area. The approved permit required the Facility to begin monitoring wells MW-15A, MW-19, MW-20, MW-21, MW-22, and MW-23 for the Constituents of Concern (COC) and MNA constituents on a quarterly basis for the first two yeazs and'semi-annual thereafter. During the July 2009 event, the Facility began monitoring the MNA constituents and COC semiannually. Semiannual monitoring will continue for the fiscal 2011-2012 monitoring year. P131 Mr. Otis Hawker Page 2 June 9, 201 ] This proposal encompasses the routine groundwater monitoring activities for the fiscal year 2011-2012. The Facility must collect the purged groundwater from each well and dispose of it in a sanitary sewer or leachate collection system. A report will be submitted to DEQ discussing the analytical results and statistical analysis of the data from the sampling event. SCOPE OF SERVICES Item I: Groundwater Monitorine Dewberry will perform quarterly groundwater sampling on one up-gradient compliance monitoring well (MW-1 A) and six down gradient compliance monitoring wells (MW-3, MW-4, MW-l0, MW-11, MW-13A, and MW-14). The Facility's permit is expected to be amended during the 2011-2012 fiscal year and thus MW-27, MW-28 or MW-28A may be added to the compliance well network. Dewberry will perform semi-annual groundwater sampling on thirteen performance wells: MW-15A, MW-16B, MW-19, MW-20, MW-21, MW-22, MW-23, MW-25, MW- 25A, MW-26, MW-27, MW-27A, and MW-28B. Dewberry will perform semi-annual groundwater sampling on four sentinel wells in the Phase I azea. The sentinel wells include MW-25B, MW-27B, MW-29, MW-30 and one stream sample location (SSL-3ANES). The purge water from each sampling event will be placed in drums at each monitoring well which the Facility has provided. This scope also includes quarterly groundwater monitoring reports to DEQ. Each report will include: statistical analysis, a current potentiometric map, trend graphs, summary tables, a discussion of findings and results, conclusions and recommendations. Item II: Verification Event In the event that a constituent from either Table 3.1 Column-A or Column-B of the VSWMR is detected at a concentration which exceeds the GPS for the constituent, a verification re-sample may be in order. Item III: Groundwater Annual Resort In order to satisfy the requirements of 9VAC20-81-250 E.2.a an annual report of the groundwater monitoring activities of the year is required. The Groundwater Annual Report (GWAR) will be prepared for groundwater data collected during the 201 I groundwater monitoring year. De~rvberry P132 Mr. Otis Hawker Page 3 June 9> 2011 Item IV: Additional DEQ Correspondence Recent regulatory changes within the groundwater program have lead to repeated additional requests from DEQ for technical information concerning the groundwater monitoring program 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. FEES Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard Hourly Billing Rate Schedule (Attachment A). Item I: Groundwater Monitoring 3rd Quarter Event (July 2011) ................................ 4`h Quarter Event (October 2011) .......................... 1 s` Quarter Event (January 2012) ........................... 2"d Quarter Event (April 2012) .............................. Item II: Verification Even[ ....... $7,500 (lump sum) ....... $7,500 (lump sum) ....... $7,500 (lump sum) ....... $7,500 (lump sum) ....................... (Hourly as Needed) ($1,800 hourly estimate per event) Item III: 2011 Groundwater Annual Report (GWAR) ....................... $4,500 (lump sum) Item IV: Additional DEQ Correspondence ........................ Hourly Not to Exceed $5,000 Total Lump Sum ..................................................................................................$34,500 (Does Not Include Verification Event) The fees listed above do no[ include fees charged by the laboratory for analytical costs. Laboratorv Fees Total Laboratory Estimate ..................................................................................$30,000 (Does Not Include Verification Re-sampling) All laboratory fees will be paid directly by the County in order to present a I S% cost savings to the Comtty. If DEQ should require adding additional wells to the monitoring program, the cost for groundwater monitoring will be re-evaluated at that time. The terms and conditions of this amendment will be consistent with those presented in the original agreement. Dewberry P133 Mr. Otis Hawker Page 4 June 9. 2011 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~.~i' Tro Shelton Environmental Department Manager TAS/tas/chn Attachment A -Standard Hourly Rate Schedule (9/1/10) cc: Mr. LJ Burgress -Pittsylvania County Landfill R:~Proposal Letters~Errvironmenta1~2011-6-9 Pitfil Phase 1 GW.doc 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 P134 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry Engineeting/Planning/Landscape/Architecture/Surveying Services/MC Services Hourly Rates Principal $200.00 Admin AssistanUProfessional I - II - ^I - IV $50.00 - $60.00 - $70.00 - $80.00 CADD Technician I - II - lll - I V $55.00 - $65.00 - $75.00 - $85.00 Construction Administrator I - II $95.00 - $1 10.00 Engineer/Planner/Landscape/ArchitecUMC I - II -III $70.00 - $80.00 - $90.00 Engineer/Planner/Landscape/ArchitecUMC IV - V - VI $105.00 - $120.00 - $135.00 Engineer/Planner/Landscape/ArchitecUMC VII -VIII $150.00 - $ ] 65.00 Engineer/Planner/Landscape/ArchitecUMC IX $180.00- $200.00 Interior Designer I - II -III- IV $55.00 - $70.00 - $90.00- $ ] 10.00 Geographer/GIS I - II -III $60.00 - $70.00 - $80.00 Geographer/GIS [V - V - VI $90.00 - $ ] 05.00 - $120.00 Geographer/GIS VII -VIII - IX $135.00 - $155.00 - $175.00 Resident Engineer I - II -III - IV $70.00 - $80.00 - $95.00 - $110.00 Resident Construction Technician I - II $50.00 - $60.00 Survey/Computor I - ]I -III $60.00 - $70.00 - $80.00 Survey/Computor IV - V - VI $95.00 - $110.00 - $125.00 Technical Assistant I - II -III - I V- V $45.00 - $55.00 - $65.00 - $75.00 - $85.00 Surveyor I - II -III $45.00 - $55.00 - $65.00 Surveyor IV - V - VI $80.00 - $90.00 - $105.00 Reimbursable Expenses (Including subconsultants, courier, postal services, etc.) Cost + I S% ® Dewberry Revised September 1, 20]0 Schedule STD Subject to revision P135 ~~ Dedvberry June 9, 201 1 Mr. Otis Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, VA 24531 Re: July 2011 -June 2012 Proposal for Phase II Groundwater Monitoring Amendment to Engineering Services Agreement Dated January 1999 Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: Dewberry & Daviz, Inc. 551 Piney Forest Road Danville, VA 24540-3353 434.797.4497 434.7974341 fax www.dewberry.com Dewberry & Davis, Inc. (Dewberry) is pleased to present our proposal to conduct groundwater monitoring activities for the fiscal 2011-2012 monitoring year required under 9VAC20-81-250 of the Virginia Solid Waste Management Regulations (VSWMR) at the Phase II area of the Pittsylvania County Landfill (Facility). This proposal also includes the 2011 Groundwater Annual Report which will summarize all of the groundwater monitoring activities as well as the accompanying laboratory analytical results collected during the 201 ] monitoring year. UNDERSTANDING OF THE WORK The Phase II Landfill area of the Pittsylvania County Landfill operates under Permit No. 571. The existing permit was amended in 1996 and includes a 4S0 acre site, of which, 26.8 acres is the Phase [I disposal area. The Phase II disposal area was permitted and constructed in 2003. The Phase II landfill began accepting waste in June 2005 and as a result began monitoring under the detection monitoring program as per 9VAC20-81 ?SO B.2 until 2009. Organic constituents were quantified during each quarterly monitoring event of 2008. Due to a Statistically Significant Increase (SSI) over background being determined, an assessment monitoring program was implemented during [he 2"d quarter 2009 monitoring event. Since the Facility is within the regulated range of proximity to down gradient wetland areas, under Section 10.1-1408.5 Code of Virginia the Facility must conduct quarterly groundwater sampling with one of the quarterly events being analyzed for Table 3.1 Column-B parameter suite and the remaining three quarterly events of each monitoring year being analyzed for Table 3. ] Column-A and for those constituents in Column-B that have previously been detected. This proposal encompasses the routine groundwater monitoring activities for fiscal year 2011-20]2. The Facility must collect the purged groundwater from each well and dispose of it in a sanitary sewer or leachate collection system. A report will be submitted to the Virginia Department of Environmental Quality (DEQ) which discusses the analytical results and statistical analysis of the data from the sampling event. P136 Mr. Otis Hawker Page 2 June 9, 2011 SCOPE OF SERVICES Item I: Groundwater Monitorin¢ Dewberry will perform quarterly groundwater sampling on seven Phase [[ network groundwater monitoring wells. The network wells currently include two up-gradient monitoring wells (MW-IA, and MW-10] ), one cross-gradient monitoring well (MW-102) and four down-gradient compliance monitoring wells (MW-104A, MW-108, MW-]09A, and MW-1 ]0). Through studies performed by Dewberry, it was determined that MW-109 was not representing groundwater due to surface water intrusion. DEQ correspondence dated May 7, 2010 stated that DEQ agreed with Dewberry's recommendation that replacement well MW-109A could serve as the compliance well to replace MW-109. The purge water from each sampling event will be placed in 55 gallon drums at each monitoring well which the Facility has provided. This scope also includes quarterly groundwater monitoring reports to DEQ. Each report will include: statistical analysis, a current potentiometric map, trend graphs, summary tables, a discussion of findings and results, conclusions and recommendations. Item II: Verification Event In the event that a constituent from either column A or B under Table 3.1 is detected at a concentration which exceeds the GPS for the constituent, a verification re-sample may be required. The verification even[ will be conducted within 30 days from the date the lab report is issued in accordance with 9VAC20- Item III: Groundwater Annual Report In order to satisfy the requirements of 9VA 20-81-250 E.2.(a) an annual report of the groundwater monitoring activities of the year is required. The 2011 Groundwater Annual Report (GWAR) will be prepared for groundwater data collected during the 2011 groundwater monitoring year. Item IV: Additional DEO Correspondence Recent regulatory changes within the groundwater program have lead to repeated additional requests from DEQ for technical information concerning the groundwater monitoring program 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. FEES Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard Hourly Billing Rate Schedule (Attachment A). Item l: Quarterly Groundwater Monitoring 3rd Quarter Event (July 2011) .................................................................... 4'h Quarter Event (October 2011) .............................................................. 1~' Quarter Event (January 2012) ............................................................... .... $4,000 (lump sum) ....$4,000 (lump sum) $4,000 (lump sum) Dewberry P137 Mr. Otis Hawker Page 3 June 9, 2011 2nd Quarter Event (April 2012) .........................................................................$4,000 (lump sum) Item II: Verification Even[ .............................................................................(Hourly as Needed) ($1,800 hourly estimate per event) Item III: Groundwater Annual Reoort ............................................................. $3,800 (lump sum) Item IV: Additional DEQ Correspondence Total Lump Sum {Hourly No[ to Exceed $5,000) .............................................................. $]9,800 (Does Not Include Verification Re-sampling) The fees listed above do not include fees charged by the laboratory for analytical costs. Laboratory Fees: 3rd Quarter (July 2010) ........................................................................................$3,000 (estimate) 4'h Quarter (October 2010) ..................................................................................$3,000 (estimate) ls' Quarter (January 2011) ...................................................................................$3,000 (estimate) 2nd Quarter (April 201 I) ......................................................................................$6,000 (estimate) Total Laboratory Estimate ............................................................................................. $15,000 (Does Not Include Verification Event) All laboratory fees will be paid directly by the Counry in order to present a IS% cost savings to the County. 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. ,tee%~G Tr y A. Shelton Environmental Department Manager TAS/tas/chn Attachment A -Standard Hourly Billing rate Schedule (9/1/10) cc: Mr. LJ Burgress -Pittsylvania County Landfill R:\Proposal Leliers\Environmental\Z01 L6-9 Pilfil Phase 2 GW.doc Dewberry P138 Mr. Otis Hawker Page 4 June 9. 2011 The foregoing proposal of Dewberry & Davis, Inc. is accepted: Print (Type) Individual, Firm, or Corporate Name Signature of Authorized Representative Date Prin[ (Type) Name of Authorized Representative and Title Dewberry P139 Attachment A STANDARD HOURLY BILLING RATE SCHEDULE Dewberry Engineering/Planning/Landscape/Architecture/Surveying Services/MC Services Hourly Rates Principal $200.00 Admin Assistant/Professional I - II -III - IV $50.00 - $60.00 - $70.00 - $80.00 CADD Technician I - II -III - IV $55.00 - $65.00 - $75.00 - $85.00 Construction Administrator I - II $95.00 - $1 10.00 Engineer/Planner/Landscape/Archi[ect/MC I - II [II $70.00 - $80.00 - $90.00 Engineer/Planner/Landscape/Architect/IviC IV - V - VI $ ] OS.00 - $120.00 - $135.00 Engineer/Planner/Landscape/Architect/MC VII -VIII $150.00 - $165.00 Engineer/Planner/Landscape/Architeci/MC IX $180.00- $200.00 Interior Designer I - II -III- IV $SS.00 - $70.00 $90.00- $110.00 Geographer/GIS I - II -III $60.00 - $70.00 - $80.00 Geographer/GIS IV V - VI $90.00 - $ ] OS.00 - $120.00 Geographer/GIS V l] -VIII - IX $135.00 - $1 SS.00 - $175.00 Resident Engineer I - II -III - IV $70.00 - $80.00 - $95.00 - $ 110.00 Resident Construction Technician I - II $50.00 - $60.00 Survey/Computor I - II -III $60.00 - $70.00 - $80.00 Survey/Computor I V - V - VI $95.00 - $110.00 - $125.00 Technical Assistant I - II -111- IV- V $45.00 - $55.00 - $65.00 - $75.00 - $85.00 Surveyor I - II -III $45.00 - $55.00 - $65.00 Surveyor IV - V - VI $80.00 - $90.00 - $ l OS.00 Reimbursable Expenses (Including subconsultants, courier, postal services, etc.) Cost + ] 5% Revised September 1, 2010 Subject to revision Schedule STD P140 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 07-OS-2011 18 Contract Amendments -Dewberry & Davis ACTION: INFORMATION: SUBJECT/PROPOSAL/REOUEST: Yes Contract Amendment -Pittsylvania County Landfill CONSENT AGENDA: Phase I & Phase II Gas Monitoring ACTION: INFORMATION: STAFF CONTACT(S): ATTACHMENTS: Yes Mr. Hawker, Mr. Sleeper REVIEWED BY: BACKGROUND: The Pittsylvania County landfill operates under Permit #571 and consists of approximately 440 acres in four (4) phases. The County currently operates in Phase II. DISCUSSION: Under Permit #571, the Department of Environmental Quality and Subtitle D regulations requires methane gas monitoring on a quarterly basis as a permit condition. Gas quarterly reports have to be submitted to the State to verify compliance. Dewberry & Davis has submitted contract amendments for Phase I of the Landfill Gas Monitoring at a cost of $3,400.00 and Phase II at a cost of $3,400.00 for at total amendment cost of $6,800. Funding for the monitoring has been included in the Pittsylvania County 2011-2012 Fiscal Budget. RECOMMENDATION: Staff recommends the Boazd of Supervisors to amend the Dewberry & Davis, Inc. contract in the amount of $6,800 for Phase I and Phase II of the Landfill Gas Monitoring and authorize the County Administrator to sign all necessary documents P141 Dewberry June 9, 2011 Mr. Otis S. Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, Virginia 24531 Re: July 2011 -June 2012 Proposal for Phase I Landfi-1 Gas Monitoring Amendment to Engineering Services Agreement Dated January 1999 Pittsylvania County Landfill, Permit No. 571 Deaz Mr. Hawker: Dewberry& Davis, Inc. 551 Piney Forest Road Danville, VA 24540-3353 434.797.4497 434.797.4341 faz www.dewberry.com Dewberry & Davis, Inc. (Dewberry) is pleased to provide a proposal for the landfill gas monitoring at the Phase I azea of the Pittsylvania County Landfill per the Phase I Facility's Gas Management Plan. This proposal is subject to our conditions included in our original open end contract with Pittsylvania County for Landfill and Environmental Services. UNDERSTANDING OF THE WORK As per 9VAC 20-81-200, gas monitoring at the Phase I landfill must be conducted no less frequently than quarterly. This frequency of monitoring will be sufficient to detect landfill gas migration. Monitoring frequency may change if deemed necessary based on subsurface conditions and changing landfill conditions such as partial or complete capping, landfill expansion, gas migration, control system operation or failure, construction of new or replacement structures, and/or changes in land use practices. In correspondence from the Virginia Department of Environmental Quality (DEQ) dated January 22, 2008, GP-SA and GP-8A of the Phase I gas monitoring network may return to quarterly monitoring as they have not exceeded the LEL for at least three consecutive months. SCOPE OF SERVICES Item 1: Quarterly Landfill Gas Monitoring Quarterly landfill gas monitoring will be conducted on eight gas monitoring probes with the following identification numbers: GP-1, GP-2, GP-3, GP-4A, GP-SA, GP-6, GP-7, and GP-8. The majority of the Phase I gas monitoring wells contain three nested probes (shallow, middle, and deep). This allows gas sampling to be conducted at various subsurface depths. Dewberry will also monitor seven leachate collection points located throughout the Phase I area of the landfill (LC-1, LC-3 through LC-8). Dewberry will sample six of the temporary occupied landfill buildings (Bldg-1 through 6) and the two Pittsylvania County Sheriff shooting range buildings (Range Bldg-] & 2). Monitoring will be performed using a portable methane gas detection meter. After each quarterly gas monitoring event has been completed, a gas monitoring report will be prepared in accordance with the Facility's Gas Management Plan. On behalf of the County, the report will be forwarded to the Virginia DEQ. Copies will be sent to the County. P142 Mr. Otis Hawker Page 2 June 9, 2011 FEE Dewberry will provide the services identified above for the following lump sum fees: Item: Quarterly Gas Monitoring 3`d Quarter Even[ (August 2011) ...................................................................................... $850 4'h Quarter Event (November 201 1) ................................................................................. $850 ]s' Quarter Event (February 2012) ................................................................................... $850 2nd Quarter Event (May 2012) .......................................................................................... $850 Total Lump Sum ........................................................................................................ $3,400 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 gas monitoring program, please feel free to contact us. Sincerely, Dewberry & Davis, Inc. Troy A. Shelton Environmental Department Manager TAS/tas/chn cc: Mr. LJ Burgress -Pittsylvania County Landfill RaProposal Leuers~Environmenta1~201 I-6-9 Pi1fil Phase I Gaz.doc 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 P143 ;~ Dewberry June 9, 201 1 Mr. Otis S. Hawker Assistant County Administrator Pittsylvania County P.O. Box 426 Chatham, Virginia 24531 Re: July 2011 -June 2012 Proposal for Phase II Landfill Gas Monitoring Amendment to Engineering Services Agreement Dated January 1999 Pittsylvania County Landfill, Permit No. 571 Dear Mr. Hawker: Dewberry & Davis, Inc. 551 Piney Forest Road Danville, VA 24540-3353 434.797.4497 434.797.4341 fax www.dewberry.com Dewberry & Davis, Inc. (Dewberry) is pleased to provide a proposal for the landfill gas monitoring at the Phase II area of the Pittsylvania County Landfill per the Phase II Facility's Gas Management Plan. This proposal is subject to our conditions included in our original open end contract with Pittsylvania County for Landfill and Environmental Services. UNDERSTANDING OF THE WORK As per 9VAC20-81-200 gas monitoring at the Phase II landfill must be conducted no less frequently than quarterly. This frequency of monitoring will be sufficient to detect landfill gas migration. Monitoring frequency may change if deemed necessary based on subsurface conditions and changing landfill conditions such as partial or complete capping, landfill expansion, gas migration, control system operation or failure, construction of new or replacement structures, and/or changes in land use practices. SCOPE OF SERVICES Item 1: Quarterly Landfill Gas Monitoring Quarterly landfill gas monitoring will be conducted on seven landfill gas monitoring probes with the following identification numbers: GP-9, GP-]Q GP-11, GP-12, GP-13, GP-14, and GP-15. All of the Phase II gas monitoring wells contains three nested probes (shallow, middle, and deep). This allows gas sampling to be conducted at various subsurface depths. Monitoring will be performed using a portable methane gas detection meter. After each quarterly gas monitoring event has been completed a gas monitoring report will be prepared in accordance with the Facility's Gas Management Plan. On behalf of the County, the report will be forwarded to the Virginia DEQ. Copies of the report will be sent to the County. P144 Mr. Otis Hawker Page 2 June 9,2011 FEE Dewberry will provide the services identified above for the following lump sum fees Item: Quarterly Gas Monitoring 3~d Quarter Event (August 201 I) .................................................................................$850 4`h Quarter Event (November 201 1) ...........................................................................$850 ls` Quarter Event (February 2012) ..............................................................................$850 2"d Quarter Event (May 2012) ....................................................................................$850 Total Lump Sum ...................................................................................................$3,400 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 gas monitoring program, please feel free to contact us. Sincerely, Dewberry & Davis, Inc. ~Q , ~~i~=%2~ Trdy A. Shelton Environmental Department Manager TAS/tas/chn cc: Mr. LJ Burgress -Pittsylvania County Landfill R:~Proposal Letters~Environmenta1~201 1-6-9 Pitfil Phase 2 Gas.doc 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 ~.~~ Detnrberry P145 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 07-OS-2011 Contract for Services -Virginia Juvenile Community Crime Control Act (VJCCCA) Program SUBJECT/PROPOSAL/REOUEST: ' Service Contract -Court Services ~I STAFF CONTACT(S): ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes Mr. Sleeper ITEM NUMBER: 19 INFORMATION: INFORMATION: BACKGROUND: Pittsylvania County has been participating with the Court Services of the 22"d Judicial District Court to provide services concerning juvenile community activities in Pittsylvania County. They have been subcontracting this program and grant through the Danville-Pittsylvania Community Services Board. DISCUSSION: Attached hereto is the contract for the year 2011-2012 for the VJCCCA Grant for the 22"d Judicial District Court. RECOMMENDATION: Staff recommends the Boazd of Supervisors approve the contract between the Danville-Pittsylvania Community Services Board and Pittsylvania County and the 22"d Judicial District Court Service Unit to provide this grant activity in Pittsylvania County and authorize the County Administrator to sign on the behalf of Pittsylvania County. P146 Danville-~ittsylva>r><ia ~®ii~n~nu~nity ~~>rvi~~s "Unlocking Potential Wit12 Each Sunrise" Administration 434 799-0456 Behavioral Health Services 434-793-4931 May 23, 2011 Ms. Fran Elgin 22"d District Court Services Unit 275 South Main Street Suite 53 Rocky Mount, VA 24151 Dear Ms. Elgin: Intellectual Disability Sen~ices 434-799-0456 Prevention and Qualih~ Assurance 434-799-0456 i Enclosed you will find two original signed copies of the Contract for Services for the purchase of substance abuse services from Danville-Pittsylvania Community Services (DPCS) by the County of Pittsylvania, effective for the period of July 1, 2011 through June 30, 2012. Please review, forward to the authorized Agency representative for signatures, and return one set to me at the address below: Danville-Pittsylvania Community Services 245 Hairston Street Danville, VA 24540 If you have any questions, please contact me at 434-799-0456, Ext. 3002. Sincerely, ~~~, ,~ ~~ Cristi B. Aaron, AAS Director of Business & Financial Services Behavioral Health Services Division the Enclosures r~.~~ os,~ ~~~ a~c 245 Hairston Street, Danville, Virginia 24540 Fii~~i.ad~~z 434-799-0456 Fax 434-793-4201 'rDD 434-799-0198 °~~~~~~~ ,;' Gretna UtTce 111 Center S[reet, Gretna, Virginia 24557 °M ._-_. ~+~ From Gretna 434-656-8201 From Danville 434-797-2116 Fax 434fi56-8204 tm +i F.A\:° www.dpcs.org Executive Director James F. Bchcau, LPC 4;4 799 0456 /' ~ u~J~ Y ~ N, ~., ~t °sticE ~E~u ~ -~~ 11N COON ~, ~/' l~, ,... _, r_ Q,~F P147 CONTRACT FOR SERVICES Fiscal Year 2012 Purchase of service agreement between the parties as listed, utilizing Virginia Juvenile Community Crime Control Act Funds as provided for such purposes. CONTRACTOR: Danville-Pittsylvania Community Services Behavioral Health Services ADDRESS: 245 Hairston Street Danville, VA 24540 PURCHASING County of Pittsylvania AGENCY: Office of Grants Administration ADDRESS: P.O. Box 426 Chatham, VA 24531 IN CONSIDERATION of the mutual covenants and stipulations set out herein, and WHEREAS, Contractor represents that it is duly qualified and willing to perform the services set forth therein, NOW THEREFORE, it is agreed: A. SCOPE OF SERVICES -The Danville-Pittsylvania Community Services Behavioral Health Services Division agrees to provide substance abuse treatment using an-evidence based motivational interviewing/enhancement modality. Services will be provided by a Certified Substance Abuse Counselor (CSAC) or Master's level clinician. There will be a total of eight (8) one-hour clinical group sessions serving up to nine (9) youth for each group set. Parents/caregivers will also be invited to attend specific sessions of the adolescent group. The Danville-Pittsylvania Community Services Behavioral Health Services Division further agrees to: Receive appropriate referrals for substance abuse treatment from the 22nd District Court Services Unit in the County of Pittsylvania with the resulting scores of SASSI questionnaires administered for each referred youth. Create and maintain appropriate group attendance records, individual group case notes, relevant data and evaluation materials for all juveniles referred to and receiving services from the Danville-Pittsylvania Community Services Behavioral Health Services Division. Provide the Court Service Unit with the following information: a. Copy of the Individual Service Plan with group therapeutic treatment goals and objectives within 30 days of the group starting date; b. Monthly Clinical Summaries and discharge summaries within two weeks of the final group session for each participating juvenile. Additionally, the Behavioral Health Services Division staff will: l . Provide notice of the receipt of referral and admission group starting date into services to the CSU case manager. P148 Page 2 2. Meet at least quarterly with designated Probation Officers to staff cases and review progress and identify any problems to include whether the youth's group attendance is regulaz. Weekly conference calls will also occur, when possible. 3. Meet at least quarterly with designated Probation Officers to identify any problems noted. 3. Comply with all requirements of the Virginia Juvenile Community Crime Control Act as directed by the Virginia Department of Juvenile Justice and the County of Pittsylvania as implemented through the current VJCCCA Local Plan for FY2011/FY2012. The Contractor will also be familiar with and accountable for compliance with the Virginia Department of Juvenile Justice document titled "Standards for Non-Residential Services Available to Juvenile and Domestic Relations District Courts," Sections 6 VAC35-150-425 through 6 VAC 35-150-600 and be prepared to implement all applicable sections in their program operations and service delivery to clients. A copy of the relevant sections of the Code of Virginia, the Local VJCCCA Plan for FY2011/FY2012 and the Department of Juvenile Justice Standards for Non-Residential Services (required sections) are available with this contract for review by the Contractor and Purchasing Agency. Said documents aze available at the offices of the 22"d District Court Service Unit in Chatham, Virginia. 4. The Contractor should provide services designed specifically to address the assessed needs of referred juveniles and prevent and discourage youth from involvement with the Juvenile Justice and Correctional systems in the State of Virginia, and will be prepared to provide evidence that these programs and services are effective and supportive in achieving this goal. The 22"d District Court Services Unit will maintain responsibility for the development and submittal to the Virginia Department of Juvenile Justice of the local VJCCCA plan when requested and as required. This plan as approved will include the funding determination for all programs and services approved for participation in the Virginia Juvenile Community Crime Control Act as implemented within the County of Pittsylvania. All decisions regarding the amount and disbursement of VJCCCA funding as provided through the Virginia Department of Juvenile Justice to the County of Pittsylvania will be at the sole discretion and prerogative of these entities. All disbursements of VJCCCA funds must be made in accordance with the current (FY2011/FY2012) Pittsylvania County VJCCCA plan as approved by the Board of Juvenile Justice. B. METHOD OF COMPENSATION -Monthly on a reimbursement basis, upon receipt of invoice from Contractor for services rendered in the period named on the invoice. All monthly billings submitted will note clearly specific services provided as described under the section "program type" within the FY2011/FY2012 VJCCCA local plan for Pittsylvania County. Each monthly billing will include, as attachments, "Billing/JTS Reporting Form(s)" which provide the following information: Participant name, DJJ#, Pre/Post, PO Name, Referral Date, Service Dates, Completion or Release Date and code, Total Units for billing period, Unit Cost, and Total Costs. Only those referrals who are participants for that billing period will be included in that month's billing. All monthly billings by the Contractor will be submitted to the Secretary in the Chatham office of the 22nd District Court Service Unit. After review by other appropriate CSU staff, they will be submitted to the Court Service Unit Probation Supervisor for his review and approval and then submitted to the Director of Finance in Pittsylvania County for processing; all of this is to be done within ten (10) working days of their receipt. Payment to DPCS shall be made within 30 days of the receipt of a complete invoice at the CSU office and P149 Page 3 documentation that the latest Clinical Summary documenting progress toward goals and objectives has been received. The Purchasing Agency will pay $41.00 per child per therapeutic group session for up to eight (8) sessions not to exceed $5,576.00. The total ofjuveniles served will not exceed 17 individuals. Reporting Requirements established within this contract may not be changed during the contract year. C. TIME OF PERFORMANCE - Services will commence on July 1, 2011, and end on June 30, 2012. D. GENERAL PROVISION -Nothing in this agreement shall be construed as authority for either party to make commitments which will bind the other party beyond the scope of service contained herein. Furthermore, the Contractor shall not assign, sublet, or subcontract any work related to this agreement or any interest he/it may have herein without the prior written consent of the Agency. This contract is subject to appropriations by the Virginia General Assembly. E. CONDITIONS OF PAYMENT -All services provided by Contractor pursuant to this agreement shall be performed to the satisfaction of the Agency, and in accord with all applicable federal, state and local law, ordinances, rules and regulations. Contractor shall not receive payment for work found by the Agency to be unsatisfactory, or performed in violation of federal, state or local law, ordinance, rule or regulation. F. LIABILITY - The Contractor shall indemnify and hold harmless the Agency and the Commonwealth of Virginia, and when applicable, its employees and designated representatives, from any and all claims, suits, actions, liabilities and cost of any kind, caused by the performance by the Contractor of his/its work pursuant to this agreement. G. TERMINATION -The Agency may terminate this agreement for its convenience upon 30 days written notice to the other party. Upon termination for convenience, the Contractor shall be paid only for those additional expenses incurred between notification of termination and the effective date of termination that are necessary for curtailment of his/its work under this agreement. In the event of breach by the Contractor of this agreement, the Agency shall have the right immediately to rescind, revoke or terminate the agreement. In the alternative, the Agency may give written notice to the Contractor specifying the manner in which the agreement has been breached. if notice of breach is given and the Contractor has not substantially corrected the breach within 15 days of receipt of the written notice, [he Agency shall have the right to terminate the Agreement. In the event of rescission, revocation or termination, all documents and other materials related to the performance of this agreement shall become the property of the Purchasing Agency, named here as the County of Pittsylvania. H. INTEGRATION AND MODIFICATION -This contract constitutes the entire agreement between the Contractor and the Agency. No alteration, amendment or modification to the provisions of this agreement shall be effective unless reduced to writing, signed by the parties and attached hereto. L COLLATERAL CONTRACTS -Where there exists any inconsistency between this agreement and other provisions of collateral, contractual agreements which are made a part of this agreement by reference or otherwise, the provisions of this agreement shall control. P150 CONTRACT FOR SERVICES Fiscal Year 2012 Purchase of service agreement between the parties as listed, utilizing Virginia Juvenile Community Crime Control Act Funds as provided for such purposes. CONTRACTOR: Danville-Pittsylvania Community Services Behavioral Health Services ADDRESS: 245 Hairston Street Danville, VA 24540 PURCHASING County of Pittsylvania AGENCY: Office of Grants Administration ADDRESS: P.O. Box 426 Chatham, VA 24531 IN CONSIDERATION of the mutual covenants and stipulations set out herein, and WHEREAS, Contractor represents that it is duly qualified and willing to perform the services set forth therein, NOW THEREFORE, it is agreed: A. SCOPE OF SERVICES -The Danville-Pittsylvania Community Services Behavioral Health Services Division agrees to provide substance abuse treatment using an-evidence based motivational interviewing/enhancement modality. Services will be provided by a Certified Substance Abuse Counselor (CSAC) or Master's level clinician. There will be a total of eight (8) one-hour clinical group sessions serving up to nine (9) youth for each group set. Pazents/cazegivers will also be invited to attend specific sessions of the adolescent group. The Danville-Pittsylvania Community Services Behavioral Health Services Division further agrees to: 1. Receive appropriate referrals for substance abuse treatment from the 22"a District Court Services Unit in the County of Pittsylvania with the resulting scores of SASSI questionnaires administered for each referred youth. 2. Create and maintain appropriate group attendance records, individual group case notes, relevant data and evaluation materials for all juveniles referred to and receiving services from the Danville-Pittsylvazua Community Services Behavioral Health Services Division. Provide the Court Service Unit with the following information: a. Copy of the Individual Service Plan with group therapeutic treatment goals and objectives within 30 days of the group starting date; b. Monthly Clinical Summaries and dischazge summaries within two weeks of the final group session for each participating juvenile. Additionally, the Behavioral Health Services Division staff will: 1. Provide nofice of the receipt of referral and admission group starting date into services to the CSU case manager. P151 Page 2 2. Meet at least quarterly with designated Probation Officers to staff cases and review progress and identify any problems to include whether the youth's group attendance is regulaz. P/eekly conference calls will also occur, when possible. 3. Meet at least quarterly with designated Probation Officers to identify any problems noted. Comply with all requirements of the Virginia Juvenile Community Crime Control Act as directed by the Virginia Department of Juvenile Justice and the County of Pittsylvania as implemented through the current VJCCCA Local Plan for FY2011/FY2012. The Contractor will also be familiaz with and accountable for compliance with the Virginia Departrnent of Juvenile Justice document titled "Standazds for Non-Residential Services Available to Juvenile and Domestic Relations District Courts," Sections 6 VAC35-150-425 through 6 VAC 35-150-600 and be prepared to implement all applicable sections in their program operations and service delivery to clients. A copy of the relevant sections of the Code of Virginia, the Local VJCCCA Plan for FY2011/FY2012 and the Department of Juvenile Justice Standazds for Non-Residential Services (required sections) aze available with this contract for review by the Contractor and Purchasing Agency. Said documents are available at the offices of the 22"d District Court Service Unit in Chatham, Virginia 4. The Contractor should provide services designed specifically to address the assessed needs of referred juveniles and prevent and discourage youth from involvement with the Juvenile Justice and Correctional systems in the State of Virginia, and will be prepared to provide evidence that these programs and services are effective and supportive in achieving this goal. The 22"d District Court Services Unit will maintain responsibility for the development and submittal to the Virginia Department of Juvenile Justice of the local VJCCCA plan when requested and as required. This plan as approved will include the funding determination for all programs and services approved for participation in the Virginia Juvenile Community Crime Control Act as implemented within the County of Pittsylvania. All decisions regarding the amount and disbursement of VJCCCA funding as provided through the Virginia Department of Juvenile Justice to the County of Pittsylvania will be at the sole discretion and prerogative of these entities. All disbursements of VJCCCA funds must be made in accordance with the current (FY2011/FY2012) Pittsylvania County VJCCCA plan as approved by the Board of Juvenile Justice. B. METHOD OF COMPENSATION -Monthly on a reimbursement basis, upon receipt of invoice from Contractor for services rendered in the period named on the invoice. All monthly billings submitted will note clearly specific services provided as described under the section "program type" within the FY2011/FY2012 VJCCCA local plan for Pittsylvania County. Each monthly billing will include, as attachments, "Billing/JTS Reporting Form(s)" which provide the following information: Participant name, DJJ#, Pre/Post, PO Name, Referral Date, Service Dates, Completion or Release Date and code, Total Units for billing period, Unit Cost, and Total Costs. Only those referrals who are participants for that billing period will be included in that month's billing. Ali monttily billings by the Contractor will be submitted to the Secretary in the Chatham office of the 22nd District Court Service Unit. After review by other appropriate CSU staff, they will be submitted to the Court Service Unit Probation Supervisor for his review and approval and then submitted to the Director of Finance in Pittsylvania County for processing; all of this is to be done within ten (10) working days of their receipt. Payment to DPCS shall be made within 30 days of the receipt of a complete invoice at the CSU office and P152 Page 3 documentation that the latest Clinical Summary documenting progress toward goals and objectives has been received. The Purchasing Agency will pay $41.00 per child per therapeutic group session for up to eight {8) sessions not to exceed $5,576.00. The total of juveniles served will not exceed 17 individuals. Reporting Requirements established within this contract may not be changed during the contract year. C. TIME OF PERFORMANCE - Services will commence on July 1, 2011, and end on June 30, 2012. D. GENERAL PROVISION -Nothing in this agreement shall be construed as authority for either party to make commitments which will bind the other party beyond the scope of service contained herein. Furthermore, the Contractor shall not assign, sublet, or subcontract any work related to this agreement or any interest he/it may have herein without the prior written consent of the Agency. This contract is subject to appropriations by the Virginia General Assembly. E. CONDITIONS OF PAYMENT -All services provided by Contractor pursuant to this agreement shall be performed to the satisfaction of the Agency, and in accord with all applicable federal, state and local law, ordinances, rules and regulations. Contractor shall not receive payment for work found by the Agency to be unsatisfactory, or performed in violation of federal, state or local law, ordinance, rule or regulation. F. LIABILITY - The Contractor shall indemnify and hold harmless the Agency and the Commonwealth of Virginia, and when applicable, its employees and designated representatives, from any and all claims, suits, actions, liabilities and cost of any kind, caused by the performance by the Contractor of his/its work pursuant to this agreement. G. TERMINATION -The Agency may terminate this agreement for its convenience upon 30 days written notice to the other party. Upon termination for convenience, the Contractor shall be paid only for those additional expenses incurred between notification of termination and the effective date of termination that are necessary for curtailment of his/its work under this agreement. In the event of breach by the Contractor of this agreement, the Agency shall have the right immediately to rescind, revoke or terminate the agreement. In the alternative, the Agency may give written notice to the Contractor specifying the manner in which the agreement has been breached. If notice of breach is given and the Contractor has not substantially corrected the breach within 15 days of receipt of the written notice, the Agency shall have the right to terminate the Agreement. In the event of rescission, revocation or termination, all documents and other materials related to the performance of this agreement shall become the property of the Purchasing Agency, named here as the County ofPittsylvania. H. INTEGRATION AND MODIFICATION -This contract constitutes the entire agreement between the Contractor and the Agency. No alteration, amendment or modification to the provisions of this agreement shall be effective unless reduced to writing, signed by the parties and attached hereto. L COLLATERAL CONTRACTS -Where there exists any inconsistency between this agreement and other provisions of collateral, contractual agreements which aze made a part of this agreement by reference or otherwise, the provisions of this agreement shall control. P153 Page 4 J. NON-DISCRIMINATION - In his/its performance of this agreement, the Contractor warrants that he/it will not discriminate against any employee, or other person, on account of race, color, sex, religious creed, ancestry, age, or national origin. K. SEVERABILITY -Each paragraph and provision of this agreement is severable from the entire agreement, and if any provision is declared invalid, the remaining provisions shall nevertheless remain in effect. L. OWNERSHIP OF DOCUMENTS -Any reports, studies, photographs, negatives, or other documents prepared by Contractor in the performance of its obligations under this contract shall be the exclusive property of the Agency, and all such materials shall be remitted to the Agency by Contractor upon completion, termination or cancellation of this contract. Contractor shall not use, willingly allow or cause to have such materials used for any purpose other than performance of Contractor's obligations under this contract without the prior written consent of the Agency. M. APPLICABLE LAWS -This agreement shall be governed in all respects whether as to validity, construction, capacity, performance or otherwise, by the laws of the Commonwealth of Virginia. N. FINANCIAL RECORDS AVAILABILITY -The Contractor agrees to retain all books, records, and other documents relative to this agreement for three 3 years after final payment, or until audited by the Commonwealth of Virginia, whichever is later. The Agency, its authorized agents, and/or State auditors shall have full access to and the right to examine any of the said materials during said period, IN WITNESS WHEREOF, the parties caused this contract to be duly executed intending to be bound thereby. CONTRAC/T~OR As Reviewed By: ~ 1 22" istrict Court Service ni Title (XPCd~liy~ 1~'~~P~~,~~ Date _ S~j ~~/ AGENCY By Title Date P154 Proposed Contract CONTRACT FOR 5ERVICES FISCAL YEAR 2012 Purchase of service egFeemeM-contract between the parties as listed, utilizing f---- Formatted: ce"tend Virginia Juvenile Community Crime Control Act Funds as provided for such purposes. CONTRACTOR: Danville-Pittsylvania Community Services Prevention Division ADDRESS: 245 Hairston Street Danville, VireiniarE 24540 -PUF~HrlSIAJG AGENCY: County of Pittsylvania Office of Grants Administration ADDRESS: P. O. Box 426 Chatham, Vir iniaA 24531 _~N CONSIDERATION of mutual co_ venants and stipulations set out herein,and - ------ Formatted: Font: eoa AREAS Contractor represents that it is duly qualified and willing to perform the services set forth [herein, ~'OW THEREFORE, it is agreed:----------- ----------------------------------------------_'-.-. Formatted: Font: uad A. SCOPE OF SERVICES: -The Danville-Pittsylvania Community Services "DPCS" agrees to provide afro-Social Skills Program and, more specifically, short- term Anger Management classes. The ^^^°~"° n:»-•'• °-~^ "°°-- •°~•• o°-'^°^DPCS Prevention Division further agrees to: Receive appropriate referrals for Anger Management from the 22"d District Court Services Uni[ in [he County of Pittsylvania, Virginia ([he "Count " 2. Provide component program activities as described under the section "program type" in the current FY2011/FY2012 VJCCCA local plan for Pittsylvania County, Vireinia. Program activities would include developing skills to assist youth in their ability to manage their anger. 3. Maintain a responsive and supportive liaison with the Juvenile and Domestic Relations Court and Service Unit the CSU" . I of 7 P155 4. Maintain and provide to the CSU appropriate documentation for all referred participating juveniles to include a Participant Progress Report Form for weeAly progress notes, Service flan, and an Attendance Form. 5. Conduct and provide to the CSU ^°-;,it a program evaluation [hat includes participant input on information learned, what was beneficial, how they will utilize it and suggestions for improving the program. Comply with all requirements of the Virginia Juvenile Community Crime Control Act ("VJCCCA") as directed by the Virginia Department of Juvenile Justice and [he County e€-Ritfsy4vanie-as implemented through the current VJCCCA Local Plan for FY201 I/FY2012. The Contractor will also be familiar with and accountable for compliance with the Virginia Department of Juvenile Justice docwnent titled "Standards for Non- Residential Services Available to Juvenile and Domestic Relations District Courts," Sections 6VAC35-150-425 through 6 VAC35-I50-600, and be prepared to implement all applicable sections in their program operations and service delivery [o clients. A copy of the relevant sections of the Code of Virginia, the Local VJCCCA Plan for FY2011/FY2012, and the Department of Juvenile Justice Standards for Non-Residential Services (required sections) are available with this contract for review by the Contractor and Purchasing Agency Said documents are available at the offices of the 22"`t District Court Service Unit in Chatham, Virginia. The Contractor should provide services designed specifically to address the assessed needs of referred juveniles and prevent and discourage youth from involvement with the Juvenile Justice and Correctional systems in the State of Virginia, and will be prepared to provide evidence that these programs and services are effective and supportive in achieving this goal. The 22"`t District Court Service Unit Director will maintain responsibility for the development and submittal to the Virginia Department of Juvenile Justice of the local VJCCCA plan when requested and as required. This plan as approved will include the funding determination for all programs and services approved for participation in the Virginia ]uvenile Community Crime Control Act as implemented within the County of Pittsylvania. All decisions regarding the amount and disbursement of VJCCCA funding as provided through the Virginia Department of Juvenile Justice [o the County of Pittsylvania will be at the sole discretion and prerogative of these entities. All disbursements of VJCCCA funds must be made in accordance with the current FFY201 I/FY2012) Pittsylvania County VJCCCA plan as approved by the State Board of Juvenile Justice. 2of7 P166 B. METHOD OF COMPENSATION: Monthly, on a reimbursement basis, upon receipt of invoice from Contractor for services rendered in the period named on the invoice. All monthly billings submitted will note specific services provided as described under the section "program type" within the FY2011/FY2012 VJCCCA local plan for Izi[tsy4venie-the Counly. Each monthly billing will include, as attachments, "Billing/JTS Reporting Form(s)," which provide [he following information: Participant name, DJJ#, Pre/Post, PO Name, Referral Date, Service Dates, Completion or Release Date and code, Total Units for billing period, Unit Cos[, and Total Costs. Only those referrals who are participants for that billing period will be included in that month's billing. All monthly billings by the Contractor will be submitted to the Secretary in the Chatham office of the 22"d District Court Service Unit within fifteen 15) business days of the end of the service month. After review by other appropriate CSU staff they will be submitted to the Eeurt-Sewiee-UnitCSU Probation Supervisor in the 22"d District for his review and approval before being submitted to [he Director of Finance of the County for processing within [en 10) working days of receipt. Payment to DPCS shall be made within [hirt 301 days of the receipt of a complete invoice at the CSU office and documentation that the most current progress report has been received. The purchasing agency will pay for the following services: e -Short-term Anger Management GrouQ at a rate of $40.15 per 2 hour unit---- -- Formatted: u"iietea + teVec t + m~q,ad aC. for up to 36 youth or for an amount not to exceed $5,781.60. o.ss^ + trMent at: o.s^ C. TIME OF PERFORMANCE_The Services of the Contractor as defined in this , -~- Fo.matted: no undedlne contract shall commence on July 1, 2011, and shall terminate on June 30, 2012, unless otherwise extended for a specified period of time, and only with the mutual agreement of [he contracting parties. The period of performance for this contract as written shall be twelve 12) calendar months beginning on July 1, 2011. ~ D. GENERAL PROVISION: Nothing in [his agreement-contract shall be construed as authority for either party to make commitments which will bind the other party beyond the scope of service contained herein. Furthermore, the Contractor shall not assign, sublet, or subcontract any work related to this agreement or any interest he/it may have herein without the prior written consent of the AgeneyDPCS. This contmct is subject to appropriations by the Virginia General Assembly. Moreover, notwithstanding anv by the Countv pursuant to the provisions of this Agreement which become due or payable during each fiscal year. then this Agreement and all the obligations of the Counly/Agency hereunder shall automatically terminate at the end of the fiscal year in which such non-appropriation occurs The County/Agency agrees [o use its reasonable efforts to obtain any necessary fundinP contemplated by this Agreement on an annual basis E. CONDITIONS OF PAYMENT: All services provided by Contractor pursuant to this agreement-contract shall be performed to the satisfaction of [he Agency, and in accord 3 of 7 P157 with all applicable federal, state, and local law, ordinances, rules, and regulations. Contractor shall not receive payment for work found by the Agency to be unsatisfactory, or performed in violations of federal, state, or local law, ordinance, rule, or regulation. F. LIABILITY: The Contractor shall indemnify and hold harmless the Agency and the Commonwealth of Virginia, and when applicable, its employees and designated representatives, from any and all claims, suits, actions, liabilities and cost of any kind, caused by the performance by the Contractor of his/its work pursuant to [his agreementcontrac[. G. TERMINATION: The Agency may terminate this agreement-contract for its convenience upon thirty (301 days written notice to the other party. Upon termination for convenience, the Contractor shall be paid only for those additional expenses incured between notification of termination and the effective date of termination that are necessary for curtailment of his/its work under this egreentetttcontract. In the event of breach by the Contractor of this ugreementcontract, the Agency shall have the right immediately to rescind, revoke, or terminate the-agreement. In the alternative the Agency may give written notice to the Contractor specifying [he manner in which the contractagreemenE has been breached. If notice of breach is given and the Contractor has not substantially corrected the breach within fifteen (I5~ days of receipt of the written notice, the Agency shall have the right to terminate the "_o--_-=-':ontract. In the event of rescission, revocation, or termination, all documents and other materials related to the performance of this agreement-contract shall become the property of the n"`~,~ha;nsAgency, named here as the County. c`~ ~j :a ;ice H. INTEGRATION AND MODIFICATION: This contract constitutes [he entire agreement between the Contractor and the Agency, No alteration, amendment, or modification to the provisions of this agreerrtetti-contract shall be effective, unless reduced to writing, signed by the parties, and attached hereto. I. COLLATERAL CONTRACTS: Where [here exists any inconsistency between [his egreerrtent-contract and other provision of collateral, contractual agreements, which are made a part of this egFeetnenFCOntrac[ by reference or otherwise, the provisions of this agreement shall control. J. NON-DISCRIMINATION: In hisEits[he performance of this egeeementcontract the Contractor warants [hat heFi[ will not discriminate against any employee, or other person, on account of race, color, sex, religious creed, ancestry, age, or national origin. 4of7 P188 K. SEVERABILITY: Each paragraph and provision of this egreemex[-contract is severable from the entire agreement, and if any provision is declared invalid, the remaining provisions shall nevertheless remain in effect. L. OWNERSHIP OF DOCUMENTS: Any reports, studies, photographs, negatives, or other documents prepared by Contractor in the performance of its obligations under this contract shall be the exclusive property of the Agency, and all such materials shall be remitted [o the Agency by Contractor upon completion, termination, or cancellation of this contract. Contractor shall no[ use, willingly allow, or cause to have such materials used for any purpose other than performance of Contractor's obligations under this contract without [he prior written consent of the Agency. M. GOVERNING LAW. VENUE. MEDIATION. LEGAL FEES/COSTS A. Govemine Law: This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Vireinia B. Venue: If leeal action by either Party is necessary for or with r~ect to the enforcement of any or all of the terms and conditions hereof then exclusive venue therefore shall lie in the Franklin County Virginia. C. Mediation: 1. Good faith mediation shall be a condition precedent to [he filing of any li[ieation in law or equity by either Party against the other Party relative to this Aereement Before the remedies provided for in this Section may be exercised by either Party, such Party shall give written notice to the other Party that such Party believes that an even[ of default or impasse under this Aereement may have occurred speci ine [he circumstances constitutive the event of default or impasse in sufficient detail that the other Party will be fully advised of the nature of [he even[ of default or impasse The responding Party shall prepare and serve a written response [hereto within ten (101 business days of receipt of such notice A meeting shall be held within ten (101 business days after the response between the Parties to attempt in good faith to negotiate a resolution of the dispute 2. If the Parties are unable to resolve the dispute throueh [he above- process. the Parties shall attempt to resolve the controversy by enga ing_ a single mediator. experienced in the subiec[ matter to mediate the dispute The mediator shall be mutually selected by the Parties. to [he controversy and conduct mediation at a location to be agreed upon by the Parties or absent agreement by the mediator Within two (2) business days of selection. the mediator shall be furnished conies of the notice this Aereement response and any other documents exchanged by the Parties If the Parties and the mediator are unable to settle the same within thirty (30) days from selection, or Sof7 P759 such other time as the Parties aeree. the mediator shall make a written recommendation as to the resolution of the dispute. Each Party in its sole discretion, shall accept or reject such recommendation in writing within ten (10) davs. Should the Parties be unable to a rg ee upon a single mediator within five (5) business days of the written response of the resoondine Partv. the Parties jointly, shall aeree upon the selection of a neutral third-party aereed upon by the Parties, [o appoint a mediator, experienced and knowledgeable in the matters which are the subject of the dispute. The costs of [he Mediator and the mediation shall be shared equally by the Parties to the dispute. 3. Notwithstanding the oreceding~aragraphs, the Parties reserve the right to file suit or pursue lineation. The Parties consent [o selection of a mediator by any Court shall not constitute consent to jurisdiction of such court or waiver of defenses as to venue or jurisdiction. D. Legal Fees/Costs: At all times under this Aereement, each Partv shall be responsible for its own leeal fees and costs N. FINANCIAL RECORDS AVAILABILITY: The Contractor agrees to retain all books, records, and other documents relative to this contrac[ttgreerttertt for three 3~ years afrer final payment, or until audited by the Commonwealth of Virginia, whichever is later. The AgeneyDPCS, its authorized agents, and/or State auditors shall have full access to and the right to examine any of the said materials during said period. 6of7 P16o IN WITNESS WHEREOF, the parties caused this contract to be duly executed -_- -- Po.mattetl: Font eoa intending to be bound thereby. CONTRACTOR As Reviewed By: District Court Service Unit AGENCY Approved as to Form: J. Vaden Hunt, Esq. Pittsylvania County At[omey 7of7 P161 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 07-OS-2011 ITEM NUMBER: 20 Amendments to Zoning Ordinance -Accessory Building ACTION: Yes INFORMATION: SUBJECT/PROPOSAL/REOUEST: Planning Commission Recommendation CONSENT AGENDA: ACTION: INFORMATION: STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: Yes BACKGROUND: The Pittsylvania County Planning Commission sent a request to the Pittsylvania County Board of Supervisors for their May 17, 2011 meeting. This recommendation was to delete part of the definition for accessory buildings under Chapter 35 of the Pittsylvania County Zoning Ordinance. The Boazd of Supervisors did not approve or deny the recommendation; they simply returned it to the Planning Commission with additional recommendations. DISCUSSION: Attached hereto, you will find a memorandum from the Pittsylvania County Planning Commission stating that they did not consider the recommended proposed changes from the Board of Supervisors and are re- submitting to the Boazd of Supervisors a proposed amendment to the Pittsylvania County Zoning Ordinance to delete part of the description: An accessory buildine shall not dominate a princiaal buildine in area, extent or purpose. RECOMMENDATION: Staff recommends that the Board of Supervisors consider passing the proposal of the Planning Commission since the Boazd of Supervisors has held a legally advertised public heazing and this proposal is the same as was advertised for the Board's consideration. In addition, the Boazd shall consider legal guidance [o insure that this would be a proper action. aisz PITTSYLVANIA COUNTY VIRGINIA Department of Code Compliance P.O. Drawer D Chatham, Virginia 24531 Odie H. Shelton, Jr., Director Phone Numbers: Inspections (434) 432-775b Zoning (434] 432-7751 Faz (434) 432-7919 Gretna/Hurt (434) 658-6211 MEMORANDUM TO: William~D~Sleeper, County Administrator FROM: Odi~~H: Shelton, Jr., Duector of Code Compliance DATE: June 16, 2011 SUBJECT: Amendment to the Zoning Ordinance The Pittsylvania County Planning Commission met on Tuesday, June 7, 2011, and held a Should you have any questions regazding this matter, please feel free to contact me at any time. OHS, Jr. /khb . C: J. Vaden Hunt, County Attorney Greg Sides, Assistant County Administrator P163 The planning Commission recommended by a 7 to 0 vote, with no opposition, that the Boazd of Supervisors, approve the proposed change without the added option to the Pittsylvania County Zoning Ordinance as previously submitted to them. PITTSYLVANIA C®UNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 7-OS-11 ITEM NUMBER: 21 i Expenditure Refunds-Requires a motion and a 10-dav ACTION: '',layover Yes i SUBJECT/PROPOSAL/REOUEST: Budget Amendment for expenditure refunds STAFF CONTACT(S): CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: Attached is a list of expenditure refunds for the month of June, 2011 for review. As discussed eazlier 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. Staff recommends the reappropriation of funds as follows: $9.99 to Sheriff-Computer Supplies (100-4- 031200-6021), $969.00 to Sheriff-Parts (100-4-031200-6030), $671.20 to Sheriff-Labor (100-4-031200- 6031), $3,445.97 to Sheriff-Capital Outlay-Vehicle (100-4-031200-8105), $10,967.19 to Jail-Professional Health Services (1 00-4-033 1 00-3 1 1 0), $12.00 to Economic Development-Travel (100-4-082510-5500), $15,574.27 to WIA-Rent (251-4-353160-5420), THIS ITEM REQUIRES A MOTION AND A 10-DAY LAYOVER. P164 PITTSYLVANIA COUNTY VIRGINIA ~~ T '~ Phone (434) 432-7740 Finance Department ,r P.O. Box 426 • * ** Fax (434) 432-7746 Chatham, Virginia 24531 a~ p . Gretna/Hurt (434) 656-6211 * * * . Bachelors Han/Whitmen (4341 797-9550 „ 1767 MEMO TO: William D. Sleeper, County Administrator FROM: Kim Van Der Hyde Finance Director ` ~ SUBJECT: June Expenditure Refunds DATE: June 30, 2011 The list below shows all expenditure refunds that were sent to the Finance Department during the month of June. I am recommending that all of the following expenditure refunds be reappropriated by the Board of. Supervisors: 100-4-031200-6021 Sheriff-Computer Supplies 9.99 Reimbursement 100-4-031200-6030 Sheriff-Svc Costs-Parts 969.00 Restitution/Insurance Reimbursement 100-4-031200-6031 Sheriff-Svc Costs-Labor 671.20 Insurance Reimbursement 100-4-031200-8105 Sheriff-CapitalOutlay-Vehicle 3,445.97 Insurance Reimbursement 100-4-033100-3110 Jail-Professional Health Services 10,967.19 Reimbursement 100-4-082510-5500 Economic Development-Travel 12.00 Reimbursement 251-4-353160-5420 WIA-Rent 15,574.27 Rent Payments 251-3-000000-150201 TOTAL JUNE EXPENDITURE REFUNDS $31,649.62 P165 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Library-Fax Money Appropriation-Requires a motion and a 10-day layover SUBJECT/PROPOSAL/REQUEST: Appropriation of fax monies received at the Library during FY 2010-2011. STAFF CONTACT(S): Sleeper, Van Der Hvde AGENDA DATE: 7-OS-11 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Ycs BACKGROUND: ITEM NUMBER: 22 INFORMATION: INFORMATION: Attached is a document sent by the library showing the amount of fax money collected for FY 2012. The library collected a total of $6,348.60 in fax machine receipts during FY 2010-2011 and they are requesting that $1,180.82 be placed in their telephone line item (100-4-073100-5230) and the remainder, $5,167.78 be transferred to the Memorial Gifrs Fund. RECOMMENDATION: Staff recommends that the Board of Supervisors amend the library's budget and appropriate $1,180.82 to the telephone line item (100-4-073100-5230) and approve a transfer and appropriation of $5,167.78 to the Memorial Gifrs Fund. THIS ITEM REQUIRES A MOTION AND A 10-DAY LAYOVER P166 PITTSYLVANIA COUNTY PUBLIC LIBRARY FY2010-2011 DAlIY PETTY CASH -ANNUAL SUMMARY AS OF THE MONTH OF: JUNE 2011 ••"'ALL BRANCHES COMBINED"'"• MONTH COPIES FINES LOST BOOKS FAX GIFTS TOTAL July,20I0 $ 833.35 $ 2,069.67 $ 401.91 $ 724.00 $ 264.68 $ 4,293.61 August, 2010 $ 637.65 $ 1,351.91 $ 166.82 $ 736.40 $ 426.75 $ 3,319.53 September, 2010 $ 801.62 $ 943.42 $ 150.18 $ 475.00 $ 1,049.38 $ 3,419.60 Ocfober,2010 $ 757.25 $ 1,159.04 $ 188.52 $ 525.00 $ 804.09 $ 3,433.90 November, 2010 $ 577.59 $ 902.73 $ 71.93 $ 427.00 $ 4,366.89 $ 6,346.14 December, 2010 $ 527.50 $ 756.63 $ 405.87 $ 418.00 $ 3,028.56 $ 5,136.56 January, 2011 $ 432.60 $ 1,136.12 $ 153.41 $ 539.00 $ 117.70 $ 2,378.83 February, 2011 $ 690.70 $ 1,135.87 $ 352.62 $ 440.00 $ 670.70 $ 3,289.89 March, 2011 $ 883.45 $ 1,515.11 $ 143.81 $ 582.00 $ 389.32 $ 3,513.69 April, 2011 $ 696.65 $ 1,036.14 $ 180.02 $ 513.00 $ 98.95 $ 2,524.76 May, 2011 $ 415.85 $ 1,159.92 $ 1 11.95 $ 403.20 $ 90.14 $ 2,181.06 June, 2011 $ 563.95 $ 1,280.78 $ 387.98 $ 566.00 $ 2,324.39 $ 5,123.10 "`ALL BRANCHES"' $ 44,960.67 YEAR-TO-DATE TOTAL $ 7,818.16 $ 14,447.34 $ 2,715.02 $ 6,348.60 $ 13,631.55 $ 44,960.67 PREPARED BY: Susan Harbrook DATE: 6/24/2011 P167 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: ITEM NUMBER: 07-OS-2011 23 Resolution Supporting Federal Aviation Administration Funding at Danville Regional Airport SUBJECT/PROPOSAL/REOUEST: FAA Grant STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: INFORMATION: ', INFORMATION: Pittsylvania County Board of Supervisors has worked in partnership with the City of Danville over a number of years to help operate the Danville Regional Airport to support economic development and business development in the region. DISCUSSION: The Federal Aviation Administration, over a period of several months, has developed the standards concerning the number of aircraft that land and takeoff below their capacity and the full time use of the airport assets. In this classification, the FAA has seta 5,900 foot runway standard for the Danville Regional Airport. The Danville Airport currently has 6,500 feet of runway, 150 feet in width. In order to do necessary rehabilitation to that runway, they must narrow the runway and shorten its length in order to receive federal funding. The City of Danville and the Danville Airport Commission have agreed this is the best benefit of the commission to receive these funds and do the necessary work at the airport, which reduces its current capacity to land larger planes and shorten the current length of the runway. In order to insure that the entire project is done at one time, it is necessary to file support with the Federal Aviation Administration to insure that one grant is done to do the necessary rehabilitation of the Danville Airport rather than two. The attached resolution recommends the County's Congressional Delegation work at the national level with the FAA to insure that one grant is awarded for the Danville Airport to act and construct the necessary improvements as soon as possible. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached resolution and authorize the County Administrator to forward to the Congressional Delegation in Washington, D.C. to assist in single grant funding. P168 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION 2011-07-O1 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 2I, 2011, in the General District Courtroom of the Edwin R, Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, Pittsylvania County has worked in partnership with the City of Danville over many years to continue the support of the Danville Regional Airport and that the critical importance of the transportation and economic development in this region; and WHEREAS, the current construction of the Danville Regional Airport requires renovations to move a highpoint and visual deficiency in the runway; and WHEREAS, the Federal Aviation Administration has agreed to work with the City of Danville and the Danville Airport Commission to provide 95% of the required funding necessary to do the renovations at the Danville Regional Airport for shortening the runway by 600 feet to 5,900 feet and to reduce the landing capacity from 120,000 pounds to 65,000 pounds while nazrowing the runway from 150 feet to 100 feet; and WHEREAS, this is a significant project requiring substantial rehabilitation of the Danville Airport and the closing of the primary runway during this construction that is imperative that the project could be completed in a single grant in order to avoid jeopazdizing any additional impacts on the economic development and transportation needs of the community; and NOW, THEREFORE BE IT RESOLVED, that the Pittsylvania County Board of Supervisors submits its full support of the City of Danville and the Danville Regional Airport Commission for the Federal Aviation Administration funding necessary to provide for the engineering and financial construction expenses necessary to provide the rehabilitation of a 5,900 foot runway under a single grant for the Danville Regional Airport; and BE IT FURTHER RESOLVED, that the Board of Supervisors request the County Administrator to forward copies of this resolution to the County's Congressional Representatives seeking their support and insuring that the Federal Aviation Administration funds a single grant for the rehabilitation project of the Danville Regional Airport. Given under my hand this 5`h day of July, 2011. Tim R. Bazber, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Board of Supervisors P169 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: Resolution -Virginia Department of Aviation, Danville Regional Airport SUBJECT(PROPOSAL/REOUEST: State Funding -Regional Airport STAFF CONTACT(S): Mr. Sleeper AGENDA llATE: 07-OS-2011 ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes BACKGROUND: ITEM NUMBER: 24 INFORMATION: INFORMATION: The City of Danville and the Danville Regional Airport Commission have filed for a grant with the Federal Aviation Administration to do require renovations to the Danville Regional Airport, which would reduce the size of the runway both in length and width, as well as its load bearing capacity. DISCUSSION: In order to supplement the Federal Aviation Administration's grant to renovate the Danville Regional Airport runway to 5,900 feet, the City of Danville and the Danville Regional Airport Commission require funding from the Commonwealth of Virginia to supplement the Federal Aviation Administration grant in the amount of $2,200,000. This application has been submitted to the Virginia Aviation Board for their review and approval that requires a 20% match from the City of Danville and it is necessary that the grant be approved in the current cycle of the Virginia Aviation Board grants in order to supplement the Federal Aviation Administration project at the Danville Regional Airport. RECOMMENDATION: Staff recommends that the Board of Supervisors approve the attached resolution and authorize the County Administrator to forward to the Virginia Aviation Board with copies to the Governor and the County's General Assembly Delegates. P170 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ~= RESOLUTION 2011-07-02 VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on Tuesday, June 21, 201 ], in the General District Courtroom of the Edwin R. Shields Courthouse Addition, the following resolution was presented and adopted: WHEREAS, the City of Danville and the Danville Regional Airport Commission have filed two (2) grant applications with the Virginia Aviation Board to provide necessary improvements at the Danville Regional Airport; and WHEREAS, the two grant applications incorporate one for the necessary engineering of improvements to the Danville Regional Airport for extending the runway, providing changes to the navigational equipment and drainage to match the improvements made by the Federal Aviation Administration Grant; and WHEREAS, a second grant is requested in a timely manner to provide supplemental funding for the construction of the extension of the runway and the navigational aids to match the Federal Aviation Administration improvements at the Danville Regional Airport; and WHEREAS, the Danville Regional Airport is a critically important transportation and economic development asset in the region providing required business and commercial jet aircraft service, as well as the Averett University Flight School; and WHEREAS, the approval of these grants by the Virginia Aviation Boazd is critical in providing the necessary supplement funding and accomplishing the required crossed benefits of coordinating with the existing construction and renovation project; then BE IT RESOLVED, that the Pittsylvania County Board of Supervisors respectfully request the Virginia Aviation Board to approve the two grant applications submitted by the City of Danville and the Danville Regional Airport Commission for the required engineering and construction supplementing the Federal Aviation Administration runway project at the Danville Regional Airport providing a 600 foot extension and necessazy navigational aids and drainage to that project; and BE IT FURTHER RESOLVED, that the County Administrator is directed to provide a copy of this resolution to the Honorable Robert F. McDonnell, Governor, Commonwealth of Virginia and the Honorable Danny Mazshall, the Honorable Ronald Merricks, the Honorable Charles Poindexter and the Honorable Bill Stanley. Given under my hand this 5`h day of July, 2011. Tim R. Barber, Chairman Pittsylvania County Board of Supervisors William D. Sleeper, Clerk Pittsylvania County Boazd of Supervisors P171 ~®A A ®l~TlI~TTS P172 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY 'I AGENDA TITLE: II Nomination-Pittsylvania County Farm Service AGENDA DATE: 07-OS-11 ITEM NUMBER: 25 Agency (FSA) Committee SUBJECT/PROPOSAL/REOUEST: Appointments STAFF CONTACT(S): Mr. Sleeper ACTION: Yes CONSENT AGENDA: ACTION: ATTACHMENTS: Yes REVIEWED BY: INFORMATION: INFORMATION: Attached hereto is a nomination form for the County Farm Service Agency (FSA) Committee Election. The FSA has asked for nominations from the Board of Supervisors to be considered for the FSA Committee. The nomination form clarifies the duties and responsibilities of committee members. Persons nominated should actively participate in the operation of a farm or ranch and reside in Pittsylvania County. This is a non-salary position. RECOMMENDATION: Staff submits this to the Board of Supervisors for their review and consideration. P173 (03-31-11) Farm Service Agency m A~pploved - OM8 No. 0560-022 JUN 8 2011 '~ NOMINATION FORM FOR COUNTY FSA COMMITTEE ELECTION - ------~ This form allows individuals to nominate themsehes or any other person as a candidate. If additional forms are needed, this one may be copied or may be obtained at the County FSA Office or obtained electronically at http://www.sc.egov.usda.gov. Each form submitted must be: A. Limited to one nominee. B. Signed and dated by the nominee in Item 3. Nominee must sign if willing to have his/her name placed on the ballot and agrees to serve itelected. Note: Name shown on ballot will appear exactly the same as in Agency records. C. Delivered to the County FSA Office or postmazked no later than August 1, 20] 1. D. Signed and dated as a write-in candidate if elected as a member and willing to serve on the COC- The County FSA Committee is responsible for reviewing each form to determine the eligibility of nominees. A person who is nominated on this form and is found ineligible will be so notified and have an opportunity to file a challenge. Persons nominated should actively participate in the operation of a farm or ranch and be well qualified for committee work. A producer is eligible to be a Coumy FSA committee member if the producer resides in the Local Administrative Area (LAA) in which the election is to be held and is eligible to vote. This is a non-salary public service position. A small stipend is provided to offset expenses. Federal regulations may prohibit County FSA Committee members from holding certain positions in some farm, commodity, and political organizations if such positions pose a conflict of interest with FSA duties. The positions include functional offices such as president, vice presiden[, secretary, or treasurer, and positions on boards or executive committees. Conflict of interest restrictions also apply to employees, operators, managers, and majority owners of tobacco warehouses. Questions concerning eligibility should be directed to the County FSA Office. A candidate has the option to request that all voted ballots for an individual county committee election be returned to the respective State Office in lieu of being returned to the county office. This request must be in writing and submitted to the local County Executive Director prior to the announced end of the nomination period. The duties of County FSA Committee members include: A. Administering farm program activities conducted by the County FSA Office. Ii. -Informing farmers of the purpose and provisions of the FSA programs. C. Keeping the Siate FSA Committee informed of LAA conditions. D. Monitoring changes in farm programs. E. Participating in county meetings as necessary. F. Performing other duties as assigned by the State FSA Committee The U.S. Department o1 AgricuMrre (USDA) prohibits discrimination in all olds programs and activities on the basis of race, coVor, national origin, age, drsabiliry, and where applicable, sex, mariialsfatus, familial status, paenlal status, religion, sexud orientation, pdrticel belreis, perrelic information, reprisal, or because a6 apart of an individual's income is derived from any pubrx: assistanve P'o9ram. (Not all txohibiled bases apply to all programs.) Porsans wR4h disabilities who require aMernafire means for canmunicafbn d program in/armafion (B2ille, large pint, audiolape, etc.) sMuld contact USDA's TARGET Center at (202) 720.26W (volts and TOD). ~ ))IIi ~!JI Tv (le a complaint o/ rtsaimirration, write fo USDA, Assistant Secretary 1a CMI Rlghls, OJTice d fhs Assistant Secretary !or Civil Rights, 1400 fndepandenCe Avenue, S. W, SIOA 9410. Washington, tx 20250.9410, or call toll-hee of (806) 632-9892 (English) or (800) 877.0339 (TDD) or (866) 377.8642 (English FederaFrelay) or (800J B4&6136 (SparvsA Federal-reray). USDA is an e~P 174pparrunily provider and empbyer. PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA DATE: AGENDA TITLE: 07-OS-11 Appointments -Pittsylvania County Recreation ACTION: Advisory Board Yes SUBJECT/PROPOSAL/REQUEST: CONSENT AGENDA: ACTION: Appointments ATTACHMENTS: No STAFF CONTACT(S): REVIEWED BY: Mr. Sleeper ITEM NUMBER: ~~ 26 INFORMATION: INFORMATION: BACKGROUND: The Pittsylvania County Recreation Advisory Board has 8 appointments that will expire June 30, 2011. Members serve a 1-year term and can be re-appointed by the Board of Supervisors. The following are eligible for re-appointment: Jean B. Shields-Chatham-Blairs District; Donald Hylton-Westover District; Donnie DeVall, Jr. - Tunstall District; T.O. Rowland-Staunton River District; George Winn-Callands-Gretna District; Willie H. Craft-Banister District; L.C. Moore-Dan River District; and Mr.. W. Neal Oakes -School Board Representative. Staff submits this to the Board of Supervisors for their review and consideration. P175 PITTSYLVANIA COUNTY Board of Supervisors EXECUTIVE SUMMARY AGENDA TITLE: AGENDA DATE: 07-OS-11 ITEM NUMBER: 27 Appointment-Social Services Board; Staunton River ACTION: District Yes SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA: ACTION: Appointment STAFF CONTACT(S): Mr. Sleeper ATTACHMENTS: No REVIEWED BY: INFORMATION: INFORMATION: BACKGROUND: The Staunton River representative seat on the Pittsylvania County Social Services Board will expire on July 30, 2011. Members are appointed by the Board of Supervisors, serve a 4-year term and can service 8 consecutive years, then be off the Board for 2 years before being eligible for re-appointment. The Honorable Marshall Ecker has nominated the Reverend Stedman Payne to represent the Staunton River District on the Social Services Board, with a term beginning August 1, 2011. Staff submits this to the Board of Supervisors for their review and consideration. Pns 1 i~ ~lr l~ ® lJ l~ ~~ ~l~ ~-J P177 REPS TS l~ LEGAL C®~Jl~SL P178 ® S C~JI~TY A IN ST TR P179 PITTSYLVANIA COUNTY VIRGINIA Darrell W. Daltoa, Superintendent Building & Grounds Department 51 N. Main St. P.O. Box 426 Chatham, Virginia 24531 E-mail: darrell.dalton@pittgov.org Phone (434) 432-7958 Fax (434)432-2294 Grema/Hurt (434) 656-6211 Bachelors HaB/Whitmell (434) 797-9550 MEMORANDUM To: Otis S. Hawker, Assistant County Administrator G~ From: Heather Inge, Secretary of Building & Grounds '~'~~`T~ "-- Date: July 1, 2011 Subject: COMPLETED WORK ORllERS -JUNE 2011 Attached please find a listing, by department, of completed work orders for the month of June. This list does not reflect work orders in progress but not yet completed, actual expenses incurred, or routine maintenance necessary for the smooth operation of the County facilities. However, it does reflect the total number ofman-hours. Presently, there are approximately 18 work orders still outstanding. If you have any questions concerning this, please do not hesitate to contact me. HI Attachment cc: William D. Sleeper, County Administrator Darrell W. Dalton, Superintendent of Building & Grounds P180 BUILDING & GROUNDS MAIN I tNANUt WORK ORDERS COMPLETED FOR MONTH OF JUNE 2011 NO W/O MAN-HOURS ANIMAL CONTROL ARMORY A S C S /EXTENSION /USDA-FSA 2 8 BOARD OF SUPERVISORS BUILDING & GROUNDS BUILDING INSPECTIONS CENTRAL ACCOUTING CENTRAL PURCHASING 1 1 CIRCUIT COURT 4 5 CLERK OF COURT 1 1 CODE COMPLIANCE (PLANNING COMMISSSION & ZODIING 3 7 COMMISSIONER OF REVENUE 2 3 COMMONWEALTH ATTORNEY ] 1 COMPACTOR SITE 1 4 COUNTY ADMINISTRATOR AND ASST COUNTY ADMIN. COUNTY ATTORNEY COURTHOUSE (1968 ANNEX) 1 2 COURTHOUSE (EDWIN R. SHIELDS) 1 1 CSA - CPMB DEPOT BUILDING EMERGENCY 911 FACILITY ENVIRONMENTAL HEALTH FINANCE 2 4 FIRE MARSHAL GENERAL DISTRICT COURT GRANTS ADMISTRATION 1-IEALTH DEPARTMENT 1 1 HUMAN SERVICES FACILITY INDUSTRIAL PARKS INFORMATION TECHNOLOGY JUVENILE & DOMESTIC COURT 2 2 JUVENILE & DOMESTIC COURT SERVICES UNIT JAIL 45 50 LANDFILL I 2 LIBRARY 3 14 LITTER CONTROL 3 2 MAGISTRATE MOSES BUILDING 2 3 OLD DOMINION AG. COMPLEX PCED BUILDING REASSESSMENT RECREATION: RAIL-TRAIL & WAYSIDE PARK REGISTRAR-VOTING PRECINCTS 2 12 RINGGOLD DEPOT SHERIFF ] ] SOCIAL SERVICES 3 4 TREASURER VICTIM WITNESS OTHER: BERRY HILL RD BROSVILLE IND. PARK SMALL BUSINESS DEV CENTER CANTOR HOUSE TOTAL WORT: ORDERS COMPLETED -JUNE 20/ l $3 129 YEAR 70 DATE 07/01/2010- 06/30/2011 P181 1,016 2,406 PITTSYLVANIA C®~TNTY VIRGINIA William D. Sleeper County Administrator P.O. Box 426 Chatham, Virginia 24531 e-mail: dsleeper@.piitgov.org Phone (434) 432-7710 Fax (434)432-7714 Gretna/Hurt (434) G56-6211 MF,MORANDUM To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: July 1, 2011 Subject: Animal Control Activity Report During the period of 6-1- 2011 through, 6-30- 2011, the Animal Control Officers responded to 377 calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following: Description Number Remarks Animals taken into custody: 288 Dogs 109 Cats 159 Other 20 Opossums IS,raccoon 2 Animals on hand at month end 30 Animals dispatched 86 39-dogs 28 cats/ others - 19 Licenses checked 114 Court cases 22 Summons 13 Animals Adopted 7 Animals returned to owners 4 Cats taken to the Humane Society 1.29 Animals Transferred 35 29- Franklin Co. 6- MHSPCA Injured animals picked up 4 Animals found in traps 157 Exposures: Human/Saliva 0 Exposures: Dogs/Cats/Wildlife 0 Dog Bites 9 Cat Bites 0 Cruelty Checks 2 Well-being Checks 12 Cat/Dog Fights 0 Investigated killings by dogs/cats 2 Investigate killings by Coyotes 0 If you have any questions concerning this, please do not hesitate to contact me cc: William D. Sleeper, County Administrator vial PITTSYLVANIA CO~JNTY VIRGINIA William D. Sleeper Cormty Administrator P.O. Box 426 Chatham, Virginia 24531 e-mail: dsleeper@pittgov.org Phone (434) 432-7710 Fax (434)432-7714 Gretna/Hurt (434) 656-6211 MEMORANDUM To: Otis S. Hawker, Assistant County Administrator From: Henry Boswell, Jr., Chief Animal Control Officer Date: July 1, 2011 Subject: Conservators of the Peace Solid Waste Monitoring Report The Animal Control Officers whom have been appointed to the position of Conservators of the Peace monitoring solid waste sites in Pittsylvania County, as per Henry (Pete) Boswell, Chief Animal Control Officer, for the period of June 1, 2011 thru June 30,2011 Description Number Remarks Total hours monitored 9.5 Vehicles entering sites 101 Vehicles checked 19 Summons' issued 2 Court Cases 2 Convictions I If you have any questions concerning this, please do not hesitate to contact me. cc: William D. Sleeper, County Administrator P183 PITTSYLVANIA COUNTY CODE COMPLIANCE MONTHLY REPORT & FEES June 2011 TYPES OF PERMITS 101 BUILDING PERMIT FEES COLLECTED 7,055.80 101 LEVY COLLECTED $141.14 0 SUBDIVISION FEES COLLECTED $0.00 34 ZONING PERMIT FEES COLLECTED $165.00 0 REINSPECTION FEES COLLECTED $0.00 12 LAND DISTURBING FEES COLLECTED $125.00 248 TOTAL FEES COLLECTED $7,486.94 MONTHLY BUILDING VALUES 8 NEW DWELLINGS $1,191,100.00 5 MOBILE HOMES/OFFICE TRAILERS 60,000.00 1 DOUBLE-WIDE MOBILE HOMES 0.00 2 MODULAR 357,112.00 17 COMMERCIAL CONSTRUCTION 417,474.00 68 MISCELLANEOUS 753,059.00 101 TOTAL $2,778,745.00 YEAR TO DATE: NONTAXABLE: $381,753.00 $15,417,654.00 MONTHLY ACTIVITY REPORT NUMBER OF BUILDING INSPECTIONS MADE 288 NUMBER OF REJECTIONS OF WORK 51 NUMBER OF E 8 S INSPECTIONS 100 i. NUMBER OF MILES INSPECTORS TRAVELED ~ 5,157 MONTHLY ZONING FEES 4 REZONING FEES COLLECTED $760.79 0 SPECIAL USE PERMIT FEES COLLECTED 0.00 0 VARIANCE & APPEAL FEES COLLECTED 0.00 0 SIGN PERMIT FEES COLLECTED 0.00 4 TOTAL $760.79 Respectfully Submitted, ~~ ~~ Odie H. Shelton, Jr. Director of Code Compliance/ Zoning Administrator P184