01-03-2012 BOS Re-organizational MeetingPITTSYLVANIA COUNTY BOARD OF SUPERVISORS
REORGANIZAT[ONAL MEETING
TUESDAY, JANUARY 3, 2012
GENEKAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
AGENDA
1. Call to Order - 7:00 p.m.
2. Roll Call
3. Pledge of Allegiance
4. Items to be Added to the Agenda
(a) Out oPState Travel Pnge 8
REORGANIZATION OF THE BOARD:
5. Election of Chairman
(n) Duties of Chairman -County Administrator
(b) Nomination and Election of Chairman County Administrator -
Pc~ge 10
(c) Turn Meeting Over to the New Chairman
6. Election ofVice-Chairman
7. By Laws and Rules of Order -
(n) Re-adopt Existing By Laws - Pnges 11-19
(b) Robert Rules of Order-Page 20
8. Set Day and "time of Regular Meeting -Chairman -Page 20 (a)
APPOINTMENT OF COMMITTEES BY CHAIRMAN:
9. Standing Committees
(n) Finance/Insurance Committee (4 members)
(b) Personnel Committee (3 members)
(c) Property/Building Committee (3 members)
10. Special Com mittees
(a) Solid Waste Committee (3 members)
(b) Legislative Committee (3 members)
(c) Computer/Radio/Telecommunications Committee (3 members)
(d) Board of Supervisors/School Board Liaison Committee (3 members)
(e) Joint Sites and Facilities Committee (3 members)
(~ Fire & Rescue Policies and Procedures Committee (3 members)
(g) economic Development Committee (3 members)
(h) Agricultural Development Board (1 member)
(i) Animal Pound Committee (3 members)
OTHER APPOINTMENTS BY CHAIRMAN:
11. Board Member (1) to the Tri County Lake Advisory Committee
12. Board Members (2) to the West Piedmont Planning District Commission
13. Board Member (I) to the Pittsylvania County Planning Commission
14. Board Member (1) to the Virginia Association of Counties
15. Board Member (1) to the Pittsylvania County Community Action Agency
16. Board Members (3) to the Metropolitan Planning Organization (MPO)
(County Administrator is the alternate)
17. Board Member (l) to the Transportation Safety Commission
18. Elected Officials (2) to the SARA Title [[[ (LEPC)
19. Board Member (1) to the Social Services Board
20. Board Member (1) to the Roanoke River Basin Association
21. Board Members (2) Tri-County AEY 12e-Licensing Committee ("fCRC)
22. Board Members (1) Dan River Small Business Development Center (DRBDC)
23. Pittsylvania County Service Authority (1) Staunton River District
APPOINTMENTS BY THE BOARD
24. Danville-Pittsylvania Regional Industrial Facility Authority (RIFA) -Pages
(a) (1) 4-year term as Member
(b) (1) 2-year unfulfilled term of Henry Davis, h., as a Member
(c) (1) 2-year unfulfilled term of Fred Ingram as an Alternate
APPROVAL OF AGENDA
HEARING OF CITIZENS
CONSENT AGENDA
25. (a) Minutes: December 5, 201 I Regular Meeting -Pages 23-31
December l4, 201 l Work Session - Pages 32-3d
December 20, 2011 Adjourned Meeting -Pages 35-4~1
(b) Library Budget Amendments -Pages 45-d6
(c) State Criminal Alien Assistance Program (SCARP) Administrative
Fcc Appropriation Requires a Rol! Ca11 Vote - Pcrge 47
UNFINISHED BUSINESS
26. Clerk of Circuit Court Technology "Crust Funds ('CTF). Motion was made by Mr.
Snead, seconder! by Mr. Pritchett and lras now met Ilre 10-Day Layover requirement
for a Rol! Cal[ Vote -Pages d9-51
NEW BUSINESS
27. WorkP'orce Investment Act (WIA) Budget Adjustments - Requires a Motion and a
10-Day Layover - Pcrges .i2-56
28. Expenditure Refimds - Requires n Motion and n 10-Day Layover -Pages SAY-59
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM COUNTY ADMINISTRATOR
ADJOURNMENT
TO BE ADDED
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVF, SUMMARY
AGENDA TITLE:
AGENDA DATE:
ITEM NUMBER:
Out of State Travel
SUBJECT/PROPOSAL/REOUEST:
Out of State Travel - Director of Agricultural
Development
STAFF CONTACT(S):
William D. Sleeper
Greg Sides
01-03-2011
ACTION:
CONSENT AGENllA:
ACTION:
Yes
ATTACHMENTS:
NO
RF,VIEWED BY:
4(a)
INFORMATION:
INFORMATION:
BACKGROUND:
The 93`d Annual American Farm Bureau Convention is being held in f[awaii from January 8 -12, 2012. The theme
of the convention is "Navigating the Waves of Change".
DISCUSSION:
Fred Wydner, Pittsylvania County Director of Agricultural Development, and his wife, were finalists in the Farm
Bureau's Excellence in Agriculture program. The Wydner's were invited to attend the annual convention. The
Virginia Farm Bureau will cover all costs for the trip.
RECOMMENDATION:
Staff recommends that Out of State Travel be approved for Fred Wydner from January 6-12, as this national Farm
Bureau Convention is related to hisjob responsibilities and there is no cost to the County.
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RE-ORGANIZATION OF THE
BOARD
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
1-03-2012
ITEM NUMBER:
Election of Chairman
SUBJECT/PROPOSAL/REOUE ST:
ACTION:
Yes
INFORMATION:
Election of Chairman
STAFF CONTACT(S):
Mr. Sleeper
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Supervisors votes in accordance with the bylaws of the current Board of
Supervisors until those bylaws are changed by a new Board.
DISCUSSION:
The County Administrator will take the seat as the Chair of the Re-Organizational Meeting of the Pittsylvania
County Board of Supervisors on Tuesday. January 3, 2012. In accordance with the current bylaws of the
Board of Supervisors, the County Administrator will take nominations for the election of Chairman from the
floor. The vote will be taken in the order that the nominations were made in accordance with the bylaws.
RECOMMENDATION:
The County Administrator will turn the meeting over to the new Chairman upon the election of a new
Chairman.
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
1-03-2012
ITEM NUMBER:
7(a)
Re-Adopt Existing Bylaws
ACTION:
Yes
INFORMATION:
SUBJECT/PROPOSAL/REQUEST:
Re-Adoption of Existing Bylaws
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
Yes
BACKGROUND:
The Pittsylvania County Board of Supervisors has bylaws that currently exist and were adopted last year,
January 201 l; however, this year the Honorable Marshall Ecker of the Staunton River District has requested
to provide a proposed modification to the bylaws.
DISCUSSION:
If Supervisor Ecker places a motion on the floor and it is seconded to propose a change in the bylaws, no
further action can be taken until the nest meeting of the Board in order for 10 days to pass between the
introduction of a proposed amendment to the bylaws and adoption of that amendment. Attached hereto, you
will find the copies of the existing bylaws for the Pittsylvania County Board of Supervisors and a proposed
amendment by Supervisor Marshall Ecker to be considered by the Board.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
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BY-LAWS AND RULES OF ORDER OF THE
BOARD OF SUPERVISORS
PITTSYLVANIA COUNTY, VIRGINIA PROPOSED
(B.S.M. 2/02/04, 4/15/08, 2/02/09, 2/01/10, 4/20/10)(9/20/11)
PURPOSE:
To establish and set forth certain rules to provide for the orderly conduct of County
business, to prescribe the manner and procedure by which the Board of Supervisors shall
conduct matters of business, and to provide for the efficient handling thereof.
GENERAL:
The term "Board of Supervisors" shall also be understood to mean "the Board" wherein it
appears.
ARTICLE I.
Election, Composition, and Function of the Board
1.1. The Boazd shall be composed of seven members who shall be elected by the
qualified voters of the County; one member shall be elected from each of the seven
election districts for a concurrent term of four years.
1.2. At the first regular meeting of the Boazd in January each yeaz, there shall be elected
a chairman to serve for a period of one year expiring on December 31S`, or until
replaced by the Boazd membership. The Chairman shall rotate on an annual basis,
based on seniority. In the event of more than one new member the percentage of
the vote received by that member in their district election sets their seniority for
the Chair. The members shall rotate through the Vice Chairmen's seat to the
Chair. The County Administrator, serving as temporary Chairman, shall take
nominations. Nominations require a second, and the vote will be taken in the order
the nominations are made. A majority vote is required; a majority shall mean four
(4) votes. It shall be the Chairman's duty to preside at all Board meetings, to
maintain the orderly conduct thereof, and rule on all matters of pazliamentary
procedure. He shall sign all voucher warrants of the County; and when the Board is
not in session, he shall provide policy guidance to the County Administrator and the
County Attorney. The Chairman shall continue to be a voting member of the Board.
1.3. The Board shall also elect aVice-Chairman, According to seniority, to serve a
concurrent term with the Chairman, ending December 31. In absence or incapacity
of the Chairman, the Vice-Chairman shall assume all the duties and functions of the
Chairman. In the case where the Chairman and Vice Chairman are absent from a
meeting, the members present shall choose one of their number as temporary
Chairman.
1.4. The Boazd shall have both administrative and legislative responsibilities, some of
which shall be discharged in their role as governing body and some of which they
derive as an administrative political subdivision of the Commonwealth. The powers
and duties of the Board shall include, but not be limited to, the following:
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BY-LAWS AND RULES OF ORDER OF THE
BOARD OF SUPERVISORS
PITTSYLVANIA COUNTY, VIRGINIA
(B.S.M. 2/02/04, 4/15/08, 2/02/09, 2/01/10, 4/20/10)(9/20/11)
PURPOSE:
To establish and set Forth certain rules to provide for the orderly conduct of County
business, to prescribe the manner and procedure by which the Board of Supervisors shall
conduct matters of business, and to provide for the efficient handling thereof.
GENERAL:
The term "Board of Supervisors" shall also be understood to mean "the Board" wherein it
appears.
ARTICLE I.
Election, Composition, and Function of the Board
l.l. The Boazd shall be composed of seven members who shall be elected by the
qualified voters of the County; one member shall be elected from each of the seven
election districts for a concurrent term of four years.
1.2. At the first regular meeting of the Boazd in January each year, there shall be elected
a chairman to serve for a period of one year expiring on December 3151, or until
replaced by the Board membership. The County Administrator, serving as
temporary Chairman, shall take nominations. Nominations require a second, and the
vote will be taken in the order the nominations aze made. A majority vote is
required; a majority shall mean four (4) votes. It shall be the Chairman's duty to
preside at all Board meetings, to maintain the orderly conduct thereof, and rule on
all matters of parliamentary procedure. He shall sign all voucher warrants of the
County; and when the Board is not in session, he shall provide policy guidance to
the County Administrator and the County Attorney. The Chairman shall continue to
be a voting member of the Board.
1.3. The Boazd shall also elect aVice-Chairman to serve a concurrent term with the
Chairman. In absence or incapacity of the Chairman, the Vice-Chairman shall
assume all the duties and functions of the Chairman. In the case where the Chairman
and Vice Chairman aze absent from a meeting, the members present shall choose
one of their number as temporary Chairman.
1.4. The Board shall have both administrative and legislative responsibilities, some of
which shall be dischazged in their role as governing body and some of which they
derive as an administrative political subdivision of the Commonwealth. The powers
and duties of the Board shall include, but not be limited to, the following;
preparation and adoption of the County Budget, levying of taxes, appropriating
funds, constructing and maintaining County buildings, making and enforcing
ordinances, providing for the general health safety and welfare of the public, and
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preparation and adoption of the County Budget, levying of taxes, appropriating
funds, constructing and maintaining County buildings, making and enforcing
ordinances, providing for the general health safety and welfaze of the public, and
generally exercising all other powers and functions normally attributed to
government and permitted by the Laws of the Commonwealth.
ARTICLE II.
Meetings
2.1. The Boazd shall meet regulazly on the first Monday and the third Tuesday of each
month at 7:00 p.m. in the County Courthouse for the purpose of discharging their
administrative and legislative responsibilities. All meetings of Boazd of Supervisors
Committees shall be held at the County Government Complex in Chatham,
Virginia.
2.2. All such meeting shall be open to the public and shall be conducted in an orderly
fashion with "Roberts Rules of Order" modified by State Law, being used as the
parliamentary procedure.
2.3. The Sheriff of the County or his designee shall act as "Sergeant of Arms" at all
meetings of the board and shall, when so directed by the Chairman, expel any
person or persons from such meetings.
2.4. For the purpose of address and order, the Board and its staff shall sit in front of the
"public rail" in the Courtroom and all other persons shall sit behind the "public
rail".
2.5. Agendas shall be prepazed by the Boazd's staff and used at all meetings. All items
requested to be placed on the agenda shall be submitted in writing to the County
Administrator five (5) working days before the meeting; however, members of the
Boazd of Supervisors may make oral requests. Any items received after that time
shall appear on the next regulaz meeting agenda unless all members of the Boazd aze
present and by a unanimous vote to place such items upon the agenda.
2.6. The order of business at all regulaz meetings of the Board shall be as follows:
No additional items of business shall be considered after the agenda is approved.
Call to Order
Roll Call
Pledge of Allegiance
Items to be Added to the Agenda
Approval of Agenda
Hearing of Citizens
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Consent Agenda
Public Hearing (if any)
Unfinished Business
New Business
Appointments
Reports from Board Members
Reports from Officers and Committees
Reports from County Administrator
Closed Meeting (if needed)
Adjournment
2.7. All presentations to the Board shall normally be limited to no more than ten (10)
minutes, except as herein provided.
2.8. Public heazings shall be conducted as follows and any person wishing to address the
Board shall do so in this manner:
Each person addressing the Board shall step up, give his/her name and
district in an audible tone of voice for the record, and unless further time is
granted by the Chairman, shall limit his/her address to three (3) minutes;
speakers for a group shall be limited to ten (10) minutes. Speakers shall
conclude their remarks at that time unless the consent of the Board is
affirmatively given to extend the speakers allotted time. No person shall be
permitted to address the Board more than two times on the same subject in
any one meeting. All remarks shall be addressed to the Board as a body and
not to any individual member thereof. No person, other than the Board and
the person having the floor, shall be permitted to enter into any discussion,
either directly or indirectly or through a member of the Board, without first
being recognized by the Chairman. No question shall be asked a Board
member except through the Chairman.
2.9. The Board may from time to time hold special, adjourned, and informational
meetings in accordance with the Laws of the Commonwealth.
2.10. Each oral motion or resolution shall be taken down by the Deputy Clerk or Chairman
and read back to the whole Board by the Deputy Clerk or the Chairman before any
vote is taken.
2.11. Matters presented by the Board are generally used for individual Board members to
share information with other members of the Boazd and the public. Items presented
under this heading requiring action will be for future agenda items or for additional
information from staff members only. No item presented under this heading or at
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any point during the meeting will be acted upon at the meeting at which presented
unless it is with the unanimous consent of the Board that the item be put on the floor
for action. However, such item shall be scheduled for Board action at a subsequent
meeting within a reasonable period of time based upon a majority consent of the
Boazd or unless withdrawn by the advocate Board member.
Prior to the agenda being prepared, a member of the Boazd may contact the Clerk or
Deputy Clerk and have an item included under this heading. The County
Administrator shall prepare a memorandum which will inform other members of the
Board of the particulars pertaining to this item.
2.12. Closed Meetings of the Boazd shall be requested in the same manner as prescribed
in Section 2.5 or by a motion to suspend the rules carried by a majority of the
Boazd; provided all Board members are present.
2.13. Quorum and Method of Voting
At any meeting a majority of the supervisors shall constitute a quorum. All
questions submitted to the Board for decision shall be determined by a viva voce
vote of a majority of the supervisors voting on any such question, unless otherwise
provided by law. The name of each member voting and how he or she voted must be
recorded. The Board of Supervisors has elected not to have a tie breaker as
provided for by the Code of Virginia, and a tie vote on any motion shall be
considered defeated as provided for in Section 15.2-1420 of the Code of Virginia,
1950, as amended.
2.14. Procedure for Roll Call for Board Members
(1) The Members of the Boazd shall cast votes in district order on a rotating basis.
(2) The Chairman of the Board of Supervisors shall cast the last vote.
Article III.
County Administrator
3.1. The Boazd may appoint a County Administrator who shall serve at the pleaswe of
the Board. Once appointed, the County Administrator shall be the Chief
Administrative Officer of the County and shall perform his/her duties in accordance
with the laws of the commonwealth and the policies of the County as established by
the Board in regular or special session for that purpose. When the Board is not in
session, the County Administrator shall receive guidance conceming policy from
the Chairman, and in his absence, the Vice-Chairman.
3.2. The County Administrator shall be in complete charge of personnel of the County
and shall, in accordance with established policy, hire and fire. Any action of the
County Administrator concerning dismissal of personnel is subject to review by the
Boazd and can be reversed by two-thirds vote of the Board. Such review shall be
limited to charges of discrimination and failwe to follow personnel policies on the
part of the Administrator in the conduct of dismissal.
vis
3.3 The County Administrator shall serve as the purchasing agent for the County as
defined by Chapter 26- Section 2 of the Pittsylvania County Code.
3.4. He shall have chazge of the administration of the financial affairs of the County and
to that end shall have authority and be required to:
(a) Cooperate with the Boazd of Supervisors in compiling estimates for the current
expense and capital budgets.
(b) Supervise and control all encumbrances, expenditures, and disbursements to
insure that budget appropriations are not exceeded; and keep the Boazd of
Supervisors advised as to the financial needs of the County.
(c) Require at such intervals as he may deem expedient or as instructed by the
Boazd of Supervisors, report of receipts from each of the departments, boards,
commissions, agencies, and he may prescribe the times at and the manner in
which money is received by them shall be paid to the County Treasurer of
deposited subject to modifications as prescribed and set forth in the general laws
of the Commonwealth of Virginia.
(d) Examine all contracts, purchase orders, and other documents, which create
financial obligations against the County, and approve the same only upon
ascertaining that money has been appropriated and allotted therefore, subject,
however, to the provision that the Board of Supervisors may in its discretion and
judgment, amend, modify, and alter this requirement to meet a specific need or
requirement of a particular piece of legislation approved by the Board of
Supervisors.
ARTICLE IV.
County Attorney/Legal Counsel
4.1. The Board may appoint a County Attorney in accordance with the laws of the
Commonwealth. The County Attorney shall serve as legal advisor to the Board and
the County Administrator. He/she shall, when so directed by the Board, drafr
ordinances in accordance with State Law.
4.2. The County Attorney shall perform his/her duties in accordance with the Laws of
the Commonwealth and County Policy as established by the Board in session.
When the Board is not in session, he/she shall receive guidance concerning policy
from the Chairman or. in his absence the Vice-Chairman.
4.3 The Board of Supervisors may contract for legal counsel to provide legal advice and
guidance. Contracted counsel shall work for the Board of Supervisors and provide
day-to-day advice and guidance to County Administration staff as contracted.
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ARTICLE V.
Standing Committees
5.1. The Standing Committees of the Board shall be as follows:
(a) Finance: To aid and advise in the preparation on the County Budget and make
recommendations concerning Fiscal Policy.
(b) Personnel: To review policies and practices and make recommendations
regazding the same.
(c) Property: To view buildings and grounds and make recommendations regarding
the same.
5.2. Membership to the above committees shall be appointed by the Board Chairman
from the membership of the Board and may include citizen membership. Any
appointment so made shall be for a specific term of office as determined by the
Chairman.
5.3. The Boazd may, from time to time, direct that the Chairman appoint committees for
a specific purpose with a limited duration.
ARTICLE VI.
Certain Ordinances and Resolutions to Lie Over
6.1. No ordinance or resolution imposing taxes or appropriating money from general
fund balances, not included in the adopted budget, in excess of $5,000 shall be
passed until afrer ten (10) days from the introduction thereof. This shall not restrict
the appropriation of State, Federal, or other funds not in the current General Fund
balances
ARTICLE VII.
Recordation of Ordinances and Resolutions
7.1. Every ordinance upon its final passage shall be recorded in a book kept for that
purpose, and shall be authenticated by the signature of the presiding officer and the
County Administrator.
7.2. Every resolution shall be authenticated and recorded in the same manner as in 7.1
above.
7.3 Every motion appropriating funds or adopting an ordinance shall be by roll call vote.
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ARTICLE VII.
Amendments and Adoptions
8.1. Amendments to these By-Laws and procedures may be made at any meeting of the
board by a majority vote of the Board present, after a notice of intent to amend has
been given to each Board member not less than ten (10) days prior to such meeting.
8.2. Adoption of the By-Laws and procedures shall be by simple majority vote of the
Board and shall be in force and effect on the day after their passage.
Amended this 20h day of April 2010 by a recorded vote of:
A es Nays
Marshall A. Ecker
Henry A. Davis, Jr.
William H. Pritchett
James H. Snead
Tim R. Barber
Fred M. Ingram
Coy E. Harville
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
1-03-2012
ITEM NUMBER:
7(b)
Rules of Order
ACTION:
Yes
INFORMATION:
SUBJECT/PROPOSAL/REOU EST:
Adoption of Rules of Order
CONSENT AGENDA:
ACTION:
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
No
BACKGROUND:
The Piitsylvania County Board of Supervisors have operated under the various editions of Robert's Rules of
Order for a number of years. The past three (3) ycars the Board of Supervisors has adopted Robert's Rules of
Order as modified in order to meet criteria dealing with the State law of the Commonwealth of Virginia.
DISCUSSION:
The current edition of Robert's Rules of Order is the (Robert's Rules of Order Newly Revised, ] 0`h Edition,
2000). The 10'h edition supersedes all previous editions and intends to automatically become a parliamentary
authority for organizations who uses Robert's Rules of Order.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve Robert's Rules of Order, Newly Revised, 10`h Edition as
modified by the Board of Supervisors to meet necessary requirements of the State Code of the
Commonwealth of Virginia.
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I'ITTSYI..VANIA C®tJNTY ~®ARl) ®F SIJPERVIS®RS
SCHEDIJI.E ®F 1VIEE'I'INGS
2012
Re-organizational Meeting January 3, 2012 Tuesday 7:00 p. m. General District Courtroom
Adjourned Meeting January 17, 2012 Tuesday 7:00 p. m. General District Courtroom
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
Regular Meeting
Adjourned Meeting
February 6, 2012 Monday 7:00 p. m. General llistrict Courtroom
February 21, 2012 Tuesday 7:00 p. m. General District Courtroom
March 5, 2012 Monday 7:00 p. m. General District Courtroom
March 20, 2012 Tuesday 7:00 p. m. General District Courtroom
Apri12, 2012 Monday 7:00 p. m. General District Courtroom
April 17, 2012 Tuesday 7:00 p. m. General District Courtroom
May 7, 2012 Monday 7:00 p. m. General llistrict Courtroom
May 15, 2012 Tuesday 7:00 p. m. General District Courtroom
.lone 4, 2012 Monday 7:00 p. m. General District Courtroom
June 19, 2012 Tuesday 7:00 p. m. General District Courtroom
July 2, 2012 Monday 7:00 p. m. General District Courtroom
July 17, 2012 Tuesday 7:00 p. m. General District Courtroom
August 6, 2012 Monday 7:00 p. m. General District Courtroom
August 21, 2012 Tuesday 7:00 p. m. General District Courtroom
September 4, 2012 Tuesday 7:00 p. m. General District Courtroom
September 18, 2012 Tuesday 7:00 p. m. General District Courtroom
October 1, 2012 Monday 7:00 p. m. General District Courtroom
October 16, 2012 Tuesday 7:00 p. m. General District Courtroom
November 5, 2012 Monday 7:00 p. m. General District Courtroom
November 20, 2012 Tuesday 7:00 p. m. General District Courtroom
Regular Meeting December 3, 2012 Monday 7:00 p. m. General District Courtroom
Adjourned Meeting December 18, 2012 Tuesday 7:00 p. m. General District Courtroom
Note: Regular meetings are held on the first Monday of every month.
Adjourned meetings are held on the third Tuesday of every month.
Exception: If a meeting falls on a holiday, it is scheduled for the next day of business.
P 20 (a)
HEARING OF
CITIZENS
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CONSENT
AGENDA
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Regular Meeting
December 5, 201 I
Pittsylvania County Board of Supervisors
Monday, December 5, 2011
Regular Meeting
VIRGINIA: The Regular Meeting of the Pittsylvania County Board of Supervisors was
held on Monday, December 5, 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
7:02p.m. The following members were present:
Tim Barber, Chairman
James Snead, Vice-Chair
William H. Pritchett
Coy E. Harville
Marshall Ecker
Henry A. "Hank" Davis, Jr
Fred M. Ingram
Tunstall District
Dan River District
Banister District
Westover District
Staunton River District
Chatham-Blairs District
Callands-Gretna District
Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney,
Greg L. Sides, Assistant County Administrator, and Ms. Rebecca Flippen, Deputy Clerk to the
Board, were also present.
Mr. Sleeper led the Pledge of Allegiance.
Approval of Aeenda
Motion was made by Mr. Snead, seconded by Mr. Davis, to approve the agenda, with the
following additions:
(a) Resolution Supporting Amendments to the City of Danville's portion of the joint
City-County Enterprise Zone
(b) Animal Friendly Plates -Revenue Fund Appropriation
(c) Speed Limit -Cane Creek Parkway
(d) Temporary Cell Tower - Verizon
(e) Layover -Bonus Appropriation
(f) Sole Source Purchase -Surveillance System-Sheriff's Office
(g) Metropolitan Planning Organization (MPO)
Mr. Snead's motion was unanimously approved by the Board.
Hearing of the Citizens
Ms. Deborah Dix of the Chatham-Blairs District made comments concerning the
upcoming meeting on uranium mining and encouraged the Boazd of Supervisors to attend the
meeting.
Mr. James Dehart of the Westover District thanked Mr. John Crane of the Danville
Register & Bee and Mr. Tim Davis of the Chatham Star Tribune newspapers for their unbiased
coverage during the local campaigns, made clazifications comments that he was not trying to
stop prayer at meetings and comments suggesting there was harassment of citizens in the County
during the campaign; asked why there is not an Ethics Committee of the Board of Supervisors
and asked that all committee meetings of the Board of Supervisors be advertised.
Mr. Willie Fitzgerald of the Callands-Gretna District and President of the Local Chapter
of the National Association for the Advancement of Colored People (NAACP) thanked the
Board of Supervisors for all their hard work for the citizens of Pittsylvania County.
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Regular Meeting
becember 5, 201 I
Reverend Joan Tarpley-Robinson of the Banister District also thanked the Board of
Supervisors for all their hazd work and labor for the citizens of Pittsylvania County.
This concluded the Hearing of the Citizens.
Consent Agenda
6(a) Minutes: November 7, 2011
November 15, 2011
6(b) Resolution -Robert Carson Harris -Commonwealth of Virginia Jaycee Young
Farmer of the Year Award 2011
6(c) Resolution -John P. Light
6(d) Department of Motor Vehicle Animal Friendly License Plate Program
6(e) Operation Leads On-Line Grant
6(f) American Fidelity Assurance Company
6(g) Regional One -January 2012
Motion was made by Mr. Ingram, seconded by Mr. Harville, to approve the
Consent Agenda ,adding that Item 6(d) be pulled and placed on the December 14, 2011
agenda, which was unanimously approved by the Board.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION 2011-12-04
VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on
Monday, December 5, 2011, in the General District Courtroom of the Edwin R. Shields
Courthouse Addition, the following resolution was presented and adopted:
WHEREAS, Since 1954, the Virginia Jaycees started to recognize farmers in the
Outstanding Young Virginians program. The program recognizes young farmers for
achievements in agri-business as well as contributions made through the involvement in
community. This award reminds citizens throughout Virginia of all the hard work of these
individuals and the impact they have had in our state's history and economic success through the
years; and
WHEREAS, Robert Cazson Harris has been recognized as this year's Virginia Jaycees
2011 Outstanding Young Farmer. Mr. Carson lives in Chatham, Virginia with his wife Kristal
and their (3) children, Mackenzie, Matthew and Maggie; and
WHEREAS, Robert Carson Harris graduated from Chatham High School with honors
and was in the Gifted Program, then went on to attend Virginia Tech. In 1997 he was an
American Who's Who and a recipient of the Chatham Ruritan Scholazship; and
WHEREAS, Robert has been a farmer in Pittsylvania County for 5 yeazs and owns the
100 acres of the land he farms. He began farming in 1991, at the age of thirteen. Farming is his
passion, and his goal is to learn everything about farming to grow his operation lazge enough to
sustain his family and to be able pass it onto his children; and
WHEREAS, Robert serves as a Deacon and Adult Sunday School Teacher at Marion
Baptist Church; and
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Regular Meeting
December 5, 201 I
WHEREAS, He has served on various committees of the Pittsylvania County Farm
Bureau, holding positions on the Extension Leadership Council, Chairman of the Young Farmer
County Committee, and Tobacco Committee. In 2010 he served on the Ad Hoc Committee for
the Farm Link Program of the Virginia Department of Agriculture and Consumer Services; and
WHEREAS, Robert Carson Harris currently holds the position of Voting State Board
Member of the Virginia Farm Bureau and serves as the Chairman of the Young Farmers
Committee; then
BE IT HEREBY RESOLVED, on the behalf of the citizens of Pittsylvania County, the
Board of Supervisors of Pittsylvania County would like to express their sincere appreciation,
admiration and congratulations to Mr. Robert Carson Harris for his distinguished service and
remarkable year as the Virginia Jaycees 2011 Outstanding Young Farmer and wish him the best
in his future endeavors; and
BE IT FURTHER RESOLOVED that a copy of this resolution be presented to Robert
Carson Harris.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-12-02
VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on
December 5, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse
Addition, the following resolution was presented and adopted:
WHEREAS, John P. Light was selected as contract legal counsel for the Pittsylvania
County Board of Supervisors in January 1992; and
WHEREAS, John P. Light has provided legal advice, support and counseling to the
Pittsylvania County Board of Supervisors for over 19 years, giving unselfishly of himself to
provide faithful service, wise counsel and expertise to the Pittsylvania County Board of
Supervisors; and
WHEREAS, John P. Light served the Board of Supervisor with patience and
perseverance throughout his tenure; and
WHEREAS, John P. Light served the citizens of Pittsylvania County, providing
necessary legal advice with enthusiasm and dedication, resulting in a meaningful relationship
between a number of Boards of Supervisors and its legal counsel; now
THEREFORE, BE IT HEREBY RESOLVED, that the Board of Supervisors of
Pittsylvania County expresses its appreciation and commend John P. Light for his outstanding
contributions and services to the people of Pittsylvania County and to the Pittsylvania County
Board of Supervisors and further express their sincere appreciation for the outstanding service
and exemplary leadership provided by John P. Light during his term as County Attorney for the
past 19 years in Pittsylvania County; and
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Regular Meeting
December 5, 201 I
BE IT FURTHER RESOLVED, that a copy of this resolution be presented to John P.
Light on the behalf of the Pittsylvania County Board of Supervisors.
Public Hearine
Rescind Section 12-1 of the Pittsylvania County Code, restricting the sale of beer and wine
on Sundays within the confines of Pittsylvania County, excluding the incorporated Towns
and the Callands-Gretna District. Mr. Barber opened the public hearing at 7:16pm. Mr. Paul
Lewis, President of the Concerned Citizens of Pittsylvania County, commented that he hoped the
Board would approve this tonight so business owners could begin immediately serving on
Sundays. No one else signed up to speak and Mr. Barber closed the public hearing at 7:17pm.
Mr. Bazber then declared he had a Conflict of Interest in this hearing as he and his wife operates
a convenience store and stated he would be abstaining from voting on advice of the County
Attorney. Motion was then made by Mr. Ingram, seconded by Mr. Ecker, to rescind Section 12-
1 of the Pittsylvania County Code, restricting the sale of beer and wine on Sundays within the
confines of Pittsylvania County, excluding the incorporated Towns and the Callands-Gretna
District. 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-Abstained.
Mr. Ingram's motion was unanimously approved by a vote of 6, with Mr. Barber abstaining.
Unfinished Business
At the November 15, 2011, a motion was made by Mr. Harville, seconded by Mr.
Ingram, to approve the reappropriation of funds as follows: $73.80 to Sheriff-Travel (100-4-
031200-5500), $898.02 to Sheriff-Parts (100-4-031200-6030), $1,307.00 to Sheriff-Labor (100-
4-031200-6031), $392.75 to Extradition (1 00-4-03 3 1 00-5 5 50), $15.00 to Animal Control-Office
Supplies (100-4-035100-6001), $260.00 to Library-Postage (100-4-073100-5210), $12,792.51 to
WIA-Rent (25 1-4-353 1 60-5420), $304.00 to WIA-Other Operating Supplies (251-4-353900-
3600). The motion had now met the 10-day layover requirement. 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. Bazber-Yes. Mr. Harville's motion was unanimously
approved by the Board.
New Business
The following motions came from the Legislative Committee of the Board of
Supervisors, which met prior to the Board of Supervisors meeting:
(a) Motion was made by the Legislative Committee to accept the proposed
Courtroom Security Policy and add an additional item (Item 6), `for County Administrator to
announce to everyone to removed all recording items from the courtroom as they exit for Closed
Session and for the Bailiff to check for recording devices in the room during Closed Session ",
which was unanimously approved by the Board.
(b) Motion was made by the Legislative Committee to support the West Piedmont
Planning District Commission's Legislative Packet, which was unanimously approved by the
Board.
(c) 1-Motion was made by the Legislative Committee support the Tri-County Lake
Administrative Commission's (TLAC) proposed Legislative Packet with the exception of Item 4-
Support cone year delay in making a decision regarding lifting the Commonwealth's Ban (since
1982) on uranium mining, which was unanimously approved by the Board. 2- Motion was made
by Mr. Davis, seconded by Mr. Ecker, to approve supporting TLAC's proposal to support aone-
year delay in making a decision regazding lifting the Commonwealth's Ban (since 1982) on
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Regular Meeting
December 5, 201 I
uranium mining, which failed by a 2-5 vote of the Boazd, with Mr. Snead, Mr. Pritchett, Mr.
Ingram, Mr. Harville and Mr. Barber opposing the motion.
Motion was made by Mr. Harville, seconded by Mr. Ingram, to approve awazding a
contract for Courthouse repairs to Quality Construction as the apparent low bidder in the amount
of $6,900, which was unanimously approved by the Board. Motion was then made by Mr.
Ecker, seconded by Mr. Harville, to appropriate $10,400 needed to cover both the awazded
contract fee of $6,900 and a $3,500 cost of architectural fees and emergency repairs made to
date. This motion required a 10-Day Layover.
Motion was by Mr. Ingram, seconded by Mr. Pritchett, to approve an Open Space
Agreement with Banister Bend Farm LLC and authorize the County Administrator to sign on the
behalf of the Board of Supervisors for an Open Space Agreement with Banister Bend Farm LLC
in the Banister District of Pittsylvania County, Virginia, which was unanimously approved by
the Board.
Motion was made by Mr. Snead, seconded by Mr. Harville, to approve Resolution 2011-
12-01, supporting the Olde Dominion Agricultural Foundation's (ODAF) grant application to the
Danville Regional Foundation, which was unanimously approved by the Board.
RESOLUTION SUPPORTING SUBMISSION OF A GRANT PROPOSAL TO
THE DANVILLE REGIONAL FOUNDATION FOR OLDE DOMINION
AGRICULTURAL FOUNDATION
2011-12-O1
WHEREAS, Pittsylvania County fully realizes the positive impacts of our farming
community and the economic growth it creates; and
WHEREAS, the Danville Regional Foundation has developed a mission to serve as a
catalyst for innovation and as an agent for transformation to develop and sustain a healthy and
thriving region; and
WHEREAS, grant support from the Danville Regional Foundation will assist the Olde
Dominion Agriculture Foundation to transform the economy of Pittsylvania County; then
BE IT HEREBY RESOLVED, that the Board of Supervisors of Pittsylvania County
supports the submission of this grant by the Olde Dominion Agricultural Foundation for the
continued build-out of the arena segment of the Olde Dominion Agricultural Complex.
Given under my hand this 5`h day of December 2011.
Motion was made by Mr. Harville, seconded by Mr. Ingram, to approve the
reappropriation of funds as follows: $95.72 to Board of Supervisors-Telephone (100-4-011010-
5230), $60.00 to Sheriff-Parts (100-4-031200-6030), $245.00 to Sheriff-Police Supplies (100-4-
031200-6010), $1,516.39 to Extradition (100-4-033100-5550), $5,750.00 to Jail-Police Supplies
(100-4-033100-6010), $1,186.20 to Ag Development-Travel (t00-4-082500-5500), $17,920.14
to WIA-Rent (251-4-353160-5420). This motion required a 10-Day Layover.
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Regular Meeting
December 5, 2011
Motion was made by Mr. Harville, seconded by Mr. Snead, to approve an appropriation
of $1,409,249.89 to the Pittsylvania County Schools (Fund 205) to cover Comprehensive
Services Act (CSA) expenditures upfronted by the Schools. This motion required a 10-Day
Layover. Mr. Harville told Mr. Sleeper to make sure all these costs were justified.
Motion was made by Mr. Ingram, seconded by Mr. Davis, to deny the continuation of the
Tobacco Indemnification and Community Revitalization Commission (TICRC) Grant for
Workforce Investment Act (WIA) in the amount of $82,351.14 for FY 2012 budget. A substitute
motion was made by Mr. Ecker, seconded by Mr. Snead, to approve the continuation of the
Tobacco Indemnification and Community Revitalization Commission (TICRC) Grant for
Workforce Investment Act (WIA) in the amount of $82,351.14 for FY 2012 budget, to be added
into line item #251-4-353664-5851. Mr. Snead's substitute motion passed by a 5-2 of the Boazd
with Mr. Ingram and Mr. Davis in opposition.
Motion was made by Mr. Snead, seconded by Mr. Pritchett, to amend the current Gate
Fee Resolution to include a petty cash fund in the amount of $600 and approve Resolution 2011-
12-05, which reflects these amendments.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-12-OS
VIRGINIA: At the regulaz meeting of the Pittsylvania County Board of Supervisors held in the
General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia
on Monday, December 5, 2011, the following resolution was presented and adopted:
WHEREAS, Pittsylvania County operates a Parks and Recreation Department established to
provide recreational activities, games, and contests within the jurisdiction of Pittsylvania County;
and
WHEREAS, the operation of the Pittsylvania County Department of Parks and Recreation is
partially funded by recreational gate fees for the entrance and attendance to any and all the
County Parks and Recreation sponsored or affiliated games, contests, and activities; and
WHEREAS, in accordance with Chapter 36 of the Pittsylvania County Code, a fee assessment
must be set by the Board of Supervisors via resolution; and
WHEREAS, no person shall be admitted to attend or gain entry to any recreational game or
contested by the County Department of Parks and Recreation for which a fee is charged without
first paying the fee; then
WHERAS, at the regular meeting of the Pittsylvania County Board of Supervisors held in the
General District Courtroom of the Edwin R. Shields Courthouse Addition in Chatham, Virginia
on Tuesday September 6, 2011, Resolution 2011-09-02 was presented and adopted establishing
by the Pittsylvania County Board of Supervisors a gate fee of TWO DOLLARS ($2.00) per
person for the entrance and attendance to any of the Pittsylvania County Parks and Recreation
sponsored or affiliated recreational games, contests, ~or activities; moreover, under Resolution
201 ] -09-02, the Director of the Pittsylvania County Parks and Recreation Department shall be
responsible for the operation of a petty cash fund in the amount of THREE HUNDRED
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Regular Meeting
December 5, 2011
DOLLARS ($300.00) to be utilized at various activities throughout the County during the annual
operation of Parks and Recreation sponsored or affiliated recreational games, contests, and
activities. The Director of Parks and Recreation shall be responsible for the annual audit,
balance, and receipt reporting to the Director of Finance of all gate fees received in accordance
with this resolution.
WHEREAS, Resolution 2011-12-OS maintains the previously established gate fee of TWO
DOLLARS ($2.00) per person for the entrance and attendance to any of the Pittsylvania County
Parks and Recreation sponsored or affiliated recreational games, contests, or activities; however,
said resolution recognizes, due to the increase in potential game sites operating at the same time
from two (2) venues and collection sites to four (4) venues and collection sites for the basketball
season; then
BE IT RESOLVED, that the Director of the Pittsylvania County Parks and Recreation
Department shall be responsible for the operation of a petty cash fund in the amount of SLY
HUNDRED DOLLARS ($600.00) [o be utilized at the various activities throughout the County
during the annual operation of Pazks and Recreation sponsored or affiliated basketball
recreational games, contests, and activities. The Director of Parks and Recreation shall be
responsible for the annual audit, balance, and receipt reporting to the Director of Finance of all
gate fees received in accordance with this resolution.
BE IT STILL FURTHER RESOLVED, that this resolution shall be a standing resolution until
such time as the Boazd of Supervisors expressly authorizes a corrected resolution establishing a
new or revised gate fee or basketball season petty cash fund amount.
Given under my hand this 5`h day of December, 2011.
Chairman Barber directed the County Administrator to hold Item 17, Proposed E911
Radio System Upgrades Contract, for a Closed Session discussion with Legal Counsel during the
Work Session meeting on December 14, 2011.
Motion was made 6y Mr. Snead, seconded by Mr. Davis, to authorize the County
Administrator and Legal Counsel to work with Davenport & Company of Richmond, Virginia on
issuing Requests For Proposals (RFP) for funding the E911 radio system upgrades, which was
unanimously approved by the Board.
Motion was made by Mr. Ecker, seconded by Mr. Davis, to approve the request from the
Smith Mountain Lake Regional Chamber of Commerce for permission to use the County logo on
a joint license plate related to the Smith Mountain Lake area in accordance with Virginia Code
46.2-749.4, which was unanimously approved by the Board.
Appointments
Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve appointing the
following nominees to serve on the designated seats of the Pittsylvania County Agricultural
Development Board: Rocky Gregory Forestry; Danny Adams -Cattle; Mira Keatts -Poultry;
Chris Haskins -Tobacco; and C.B. Strange - At-Large. Mr. Ecker's motion was unanimously
approved by the Board.
Added Items
Pzs
Regular Meeting
December 5, 201 I
Motion was made by Mr. Snead, seconded by Mr. Davis, to approve Resolution 2011-12-
03, Joint Enterprise Zone Amendment -City of Danville Portion of Enterprise Zone #57, which
was unanimously approved by the Board.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
JOINT ENTERPRISE ZONE AMENDMENT -CITY OF DANVILLE PORTION OF
ENTERPRISE ZONE #57
RESOLUTION
2011-12-03
VIRGINIA: At the regular meeting of the Pittsylvania County Board of Supervisors held on
Monday, December 5, 2011, in the General District Courtroom of the Edwin R. Shields
Courthouse Addition, in Chatham Virginia, the following resolution was presented and adopted:
WHEREAS, the City of Danville and Pittsylvania County jointly created an Enterprise
Zone in 2001 (Enterprise Zone #57), through the Virginia Department of Housing and
Community Development, which offers both state and local economic development incentives;
and
WHEREAS, each locality participating in a joint Enterprise Zone may amend the local
economic development incentives offered to industries located within its portion of the
Enterprise Zone; and
WHEREAS, the city of Danville has determined that it is advantageous to amend its
local Enterprise Zone incentives to ensure utilization by businesses and effectiveness in
attracting and expanding targeted business sectors within the City's portion of the zone; then
BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors
acknowledges the City of Danville's right to amend its portion of the joint Enterprise Zone and
supports the City's amendment application to the Virginia Department of Housing and
Community Development; and
BE IT FURTHER RESOLVED, that the Pittsylvania County Board of Supervisors
authorizes the County Administrator to sign the Joint Application Amendment Agreement,
which is a requirement of the City of Danville's Enterprise Zone Amendment Application.
Given under my hand this 5`h day of December, 2011.
Motion was made by Mr. Harville, seconded by Mr. Davis, to appropriate $209.56 from
Unappropriated Surplus to the Veterinary Expend Fund (Fund 245-4-035200-58490, which was
unanimously approved by the Board.
Motion was made by Mr. Snead, seconded by Mr. Davis, to request the Virginia
Department of Transportation (VDOT) set a speed limit of 35 miles per hour on Cane Creek
Parkway from Barker Road to a dead end in the Ringgold East Industrial Park, which was
unanimously approved by the Board.
Motion was made by Mr. Ecker, seconded by Mr. Harville, to approve the temporary
location of an emergency tower for Verizon Wireless in the County's parking area in order to
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Regular Meeting
December 5, 2011
provide improved services to Pittsylvania County, which was unanimously approved by the
Board.
Motion has been made by Mr. Snead, seconded by Mr. Pritchett at the November 15,
2011 meeting of the Board of Supervisors to appropriate $153,939.50 from the Sale of Surplus
Properties and Real Estate to the 2011/2012 annual budget to cover aone-time employee bonus.
This motion required a 10-Day Layover that had now been met. 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. Snead's motion was unanimously approved
by the Board.
Motion was made by Mr. Harville, seconded by Mr. Snead, to award a contract to Law
Enforcement Associates (LEA), at a total cost of $18,040.00, as a sole source for the Live Link
Lite Mobile Video Surveillance equipment, which was unanimously approved by the Board.
At the November 15, 2011 meeting, a motion was made by Mr. Harville, seconded by
Mr. Davis, to appropriate $20,000 to the Board of Supervisors Metropolitan Planning
Organization Transportation line (#1 00-4-0 1 1 0 1 0-5659). This motion required a 10-Day
Layover that had now been met. 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.l Mr. Harville's motion was unanimously approved by the Board
Board Announcements
Mr. Ecker reminded everyone that Pearl Harbor Day was coming up and to keep that in
mind.
Mr. Ingram stated that the court cases involving Barbara Hudson and Others have cost
the taxpayers of Pittsylvania County approximately $51,203.65 and total costs incurred between
the Regional Industrial Facility Authority is $82,524.16.
Mr. Barber reminded everyone that the County's court case concerning Board meeting
prayers would be heard the upcoming Friday.
Reports from County Administrator
Motion was made by Mr. Ecker, seconded by Mr. Snead, to appoint the County
Administrator as the contact person to distribute information as needed to the affect county
resources as needed to the Virginia Department of Agriculture and Consumer Services in regards
to the Gypsy Moth Program, which was unanimously approved by the Board. Mr. Harville
asked Mr. Sleeper to provide the Board with a report on the effectiveness of this program in the
County.
Mr. Sleeper stated the County had received final ownership requirements of Camp 15,
which included 14 different permits for the water facility, and the water facility would have to be
closed because the County does not have the required water treatment operator.
Mr. Sleeper reminded everyone of the Board of Supervisors Work Session to be held in
Conference Room 2 of the Captain Martin Building at S:OOpm on Wednesday, December 14,
2011.
Adjournment
Motion was made by Mr. Harville, seconded by Mr. Snead, to adjourn the meeting,
which was unanimously approved by the Board. The meeting adjourned at 8:02pm.
P31
Work Session
December 14, ZOl I
Pittsylvania County Board of Supervisors
Wednesday, December 14, 2011
Work Session
VIRGINIA: The Work Session of the Pittsylvania County Board of Supervisors was held on
Wednesday, December 14, 2011 in Conference Room 2 of the Captain Martin Building in Chatham,
Virginia. Tim R. Bazber, Chairman, called the meeting to order at 7:OSp.m. The following members
were present:
Tim Bazber, Chairman
James Snead, Vice-Chair
William H. Pritchett
Coy E. Harville
Mazshall Ecker
Henry A. "Hank" Davis, Jr
Fred M. Ingram
Tunstall District
Dan River District
Banister District
Westover District
Staunton River District
Chatham-Blairs District
Callands-Gretna District
Delegate Daniel W. "Danny" Marshall III of the l4`h District, Delegate Donald W, Merricks of
the 16a' District, Senator Frank M. Ruff, Jr. of the 15s' Senatorial District, Supervisor-Elect Jesse
Barksdale, Banister District; Supervisor-Elect Jerry Hagerman -Callands-Gretna District; Supervisor-
Elect Ms. Brenda Bowman -Chatham-Blairs District; Mr. William D. Sleeper, County Administrator,
Mc J. Vaden Hunt, County Attorney, Greg L. Sides, Assistant County Administrator for Planning and
Development, Otis S. Hawker, Assistant County Administrator for Operations and Facilities, and Ms.
Rebecca Flippen, Deputy Clerk to the Board, were also present.
Mr. Barber led the Pledge of Allegiance.
Approval of Aeenda
Motion was made by Mr. Harville, seconded by Mr. Ecker, to approve the agenda with the
following additions:
Additions:
(a) Sales Tax on Lottery Tickets (Mr. Ecker)
(b) Closed Meeting: Discussion of the award of a public contract involving the expenditure of
public funds, including interviews or bidders or offerors, and the discussion of the terms or
scope of such contract, where discussion in an open session would adversely affect the
bargaining position or negotiating strategy of the public body.
Authority: §2.2-7311(A)(29) of the Code of Virginia, 1950, as amended
Subject Matter: E911 Upgrades Project
Purpose: Negotiations of contract
(c) Department of Motor Vehicles Animal Friendly Tags Sterilization Program -Program
Guidelines
(d) Virginia Department of Transportation -Dirt Road Money - Mr. Ingram
(e) Taxes on Uranium to be earmarked towazds School Bond Debt - Mr. Ingram
Mr. Harville's motion was unanimously approved by the Board.
New Business
The Boazd discussed the following legislative packets sent for their review, consideration and
support: proposals from the West Piedmont Planning District Commission and the Tri-County Lake
Administrative Commission.
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Work Session
December 14, 201 I
The Board discussed with the present Legislative representatives aproposed Solid Waste Fee
for Pittsylvania County. Delegate Danny Marshall stated that he was already in the process of having
this drafted and asked Senator Ruff if the Senate House has apre-filing date for drafted bills as it
would be nice to have both Houses supporting the Solid Waste Fee bill for Pittsylvania County
simultaneously. Mr. Ecker asked if this was something the Treasurer's Office could collect semi-
annually like taxes. He also asked how long would it take to for the fee to become effective once the
State approves and Senator Ruff said if approved it would become effective July 1, 2012.
The Board and present Legislative representatives discussed the County's proposal for a Local
Option Sales Tax of 1 ¢. Senator Ruff stated that he was sure it would be put forth by someone during
the General Assembly and eventually would happened but he is not sure when. Delegate Don
Merricks state he was supportive of the Local Sales Tax Option and Delegate Danny Marshall stated
he would have drafted a bill for the Local Sales Tax Option. Senator Ruff also told the Board that
other good sources for the Board to use as well as their local legislators were the Virginia Association
of Counties (VACo) and the Virginia Municipal League (VML). Delegate Marshall agreed and stated
the entities like VACo needed to work on the densely populated areas such as Northern Virginia to
help get things like the Local Sales Tax Option passed through the General Assembly since all bills
passed boiled down to votes.
Mr. Snead asked that the Board be notified when the General Assembly met regarding the
Local Sales Tax Option issue and the Board of Supervisors would be happy to come to Richmond to
help support the issue. The local Legislative representatives suggested that the best time for the Board
to come would be during the crossover time on Legislative Day.
Chairman Barber thanked Delegates Marshall and Merricks and Senator Ruff for taking the
time to attend the Work Session and listening to the Boards concerns.
Added Items
Mr. Ingram stated the monies from the Siate had to be set aside in the Virginia Department of
Transportation budget for safety/emergency issues and that there were many dirt roads in his district
that were for all practical purposes impassable due to their conditions. Senator Ruff stated that if he
and other local Legislative representatives are contacted about these types of cases, they see to it that
safety studies are done on these questionable roads.
Mr. Ingram stated that if uranium mining occurred in Pittsylvania County, he would like to see
any taxes garnered off the mining be earmarked to go towards paying down the School Bond Debts.
The Legislative representatives present said that even if it passed the House, it would be several years
down in the in actually mining occurring. Mr. Davis proposed a 4% severance tax, with Pittsylvania
County, Halifax County, Mecklenburg County and Campbell County getting 1% each.
Chairman Barber authorized the County Administrator to sign on the behalf of the County to
accept $900 of funds due to the County from the Department of Motor Vehicles Animal Friendly Tag
program to be used for the County's dog/cat sterilization program (Option I). Mr. Harville asked that
in the guidelines of the program (to be developed by the County Attorney) to include a limitation of I
animal per household per year until the amount of funds from the State are depleted.
Closed Session
Motion was made by Mr. Davis seconded by Mr. Snead, to enter into Closed Session for the
following items:
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Work Session
December 14, 2011
Closed Meeting: Discussion of the award of a public contract involving the expenditure of
public funds, including interviews or bidders or offerors, and the discussion of the terms or
scope of such contract, where discussion in an open session would adversely affect the
bargaining position or negotiating strategy of the public body.
Authority: §2.2-7311(A)(29) of the Code of Virginia, 1950, as amended
Subject Matter: E911 Upgrades Project
Purpose: Negotiations of contract
Mr. Davis's motion was unanimously approved by the Board and they entered into Closed Session at
6:22pm.
Motion was made by Mr. Davis seconded by Mr. Harville to reconvene and enter back into
Open Session, which was unanimously approved by the Board.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Work Session of the Pittsylvania County Board of Supervisors
on December 14, 2011, the Board hereby certifies by a recorded vote that to the best of each board
member's knowledge only public business matters lawfully exempted from the open meeting
requirements of the Virginia Freedom of Information Act 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 Board.
Vote
Coy E. Harville Yes
Marshall A. Ecker Yes
Henry A. Davis, Jr. Yes
James H. Snead Yes
William H. Pritchett Yes
Fred M. Ingram Yes
Tim R. Barber Yes
The Board returned to Open Session at 6:53pm.
Adiournment
Motion was made by Mr. Snead, seconded by Mr. Davis, to adjourn, which was unanimously
approved by the Board. The meeting adjourned at 6:54pm.
P34
Adjourned Meeting
December 20, ZOl I
Pittsylvania County Board of Supervisors
Tuesday, December 20, 2011
Adjourned Meeting
VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors was
held on Tuesday, December 20, 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 7:03p.m. The
following members were present:
Tim Barber, Chairman
James Snead, Vice-Chair
William H. Pritchett
Coy E. Harville
Marshall Ecker
Henry A. "Hank" Davis, Jr.
Fred M. Ingram
Tunstall District
Dan River District
Banister District
Westover District
Staunton River District
Chatham-Blairs District
Callands-Gretna 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. Barber led the Pledge of Allegiance.
Approval of Aeenda
Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve the agenda with the
following additions/deletions:
Additions:
a) Contract Amendment -Dewberry; Phase I CASE Report Preparation & Submission-
Pittsylvania County Landfill, Permit No. 571
(b) Closed Session: Consultation with Legal Counsel and Briefings by Staff Members or
Consultants pertaining to actual or probable 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: Comprehensive Services Act Audit
Purpose: Briefing on Litigation Status
(c) Travel -County Administrator
(d) Travel -Board of Supervisors
Mr. Ecker's motion to approve the agenda with the aforementioned additions was unanimously
approved by the Board.
Consent Aeenda
6(a) Resolution -Fred Ingram
6(b) Resolution -Gretna Football Team - 2011 State Championship
6(c) Resolution- W. P. Johnson
6(d) Purchase of Service Weapon
6(e) Public Safety Answering Point (PSAP)-Wireless Education Grant Program
6(f) Clerk of Circuit Court -Technology Trust Funds
6(g) Virginia Breast Cancer Grant -Library
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Adjourned Meeting
December 20, 201 I
6(h) Tax Refund for White Oak Grove Outreach Center
Motion was made by Mr. Snead, seconded by Mr. Pritchett, to approve the Consent Agenda,
which was unanimously approved by the Board.
Mr. Harville read and presented Mr. W.P. Johnson, along with his wife Emma Jean, the
following resolution:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-12-08
VIRGINIA: At their adjourned meeting of the Pittsylvania County Board of Supervisors held on
Tuesday, December 20, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse
Addition, the following resolution was presented and adopted:
WHEREAS, W.P. Johnson has served thirty-eight (38) years on the Pittsylvania County
District Soil and Water Conservation Board; and
WHEREAS, W.P. Johnson began his tenure on the Pittsylvania County District Soil and
Water Conservation Boazd in 1974, replacing the seat vacated by Mr. Owen Smith; and
WHEREAS, Governor Gerald L. Baliles appointed W.P, Johnson to serve four (4) years on
the Virginia State Soil and Water Conservation Board; Governor George Allen appointed W.P.
Johnson to serve four (4) yeazs on the Virginia State Soil and Water Conservation Boazd; and
Governor Jim Gilmore appointed W.P. Johnson to serve four (4) years on the Virginia State Soil and
Water Conservation Board, totaling twelve (12) years of service on the Virginia State Soil and Water
Conservation Board under the leadership of three (3) Virginia Governors; and
WHEREAS, in 1968, W.P. Johnson was named Virginia Conservation Farmer of the Year, a
program that was sponsored by Goodyeaz Industries, which included Mr. Johnson traveling to Arizona
to meet and shaze ideas with the winners from all 50 States at the National Soil and Water
Conservation Convention; and
WHEREAS, Mr. Johnson, has been a lifelong resident of Pittsylvania County; and he and his
wife, Emma Jean, live on Johnson Mill Road in Gretna, Virginia; and
WHEREAS, at the age of 17, Mr. W.P. Johnson took over the operations of a grist mill built in
1830, known as Mt. Airy Roller Mills, which he continues to operate to this day and is the only
provider in Pittsylvania County of custom ground livestock feed; now
THEREFORE, BE IT HEREBY RESOLVED, on the behalf of the Pittsylvania County
Board of Supervisors and all of the citizens of Pittsylvania County, we express our sincere
appreciation to W.P. Johnson for his outstanding service and exemplary leadership that has made him
a significant figure in the growth and development of Pittsylvania County Soil and Water
Conservation Program and wish him the best in his retirement; and
BE IT FURTHER RESOLOVED that a copy of this resolution be presented to Mr. W.P.
Johnson.
Given under my hand this 20a' day of December, 2011
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Adjourned Meeting
December 2Q, 201 I
Mr. Snead read the following resolution (that was adopted at a previous meeting) and also
presented Mr. Pritchett with a certificate from the Virginia Association of Counties
congratulating Mr. Pritchett on his 20 consecutive years served as a member of the Pittsylvania
County Board of Supervisors, and Chairman Bazber presented Mr. Pritchett with a plaque from
the Board thanking him for all his service.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-10-10
VIRGINIA: At the regulaz meeting of the Pittsylvania County Board of Supervisors held on
November 7, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse Addition,
the following resolution was presented and adopted:
WHEREAS, Mr. William H. Pritchett, was elected to the Pittsylvania County Board of
Supervisors in January 1992, representing the new Banister District; and
WHEREAS, William H. Pritchett began his exemplary career with Pittsylvania County in
1992 as the first minority representative on the Pittsylvania County Board of Supervisors spanning a
career of twenty years representing the interest of all the citizens in both the Banister District and all of
Pittsylvania County; and
WHEREAS, William H. Pritchett has served as the Chairman of the Board of Supervisors in
1996 and Vice-Chairman of the Boazd of Supervisors upon seven different occasions. Mr. Pritchett
has also served for a number of years on the Pittsylvania County Social Services Board, as well as
Pittsylvania County Community Services Board, Pittsylvania County Planning Commission; and
WHEREAS, William H. Pritchett continued his long standing career by serving on the
Danville-Pittsylvania Regional Industrial Facilities Authority Board, the Danville-Pittsylvania County
Small Business Development Center, in addition he was the leader in organizing the West Piedmont
Work Force Investment Board and served for over ten years as Chairman of the Local Elected
Officials Consortium. Mr. William H. Pritchett has served as Chairman, Vice-Chairman and Treasurer
of the West Piedmont Planning District Commission over his twenty year public service career. Mr.
Pritchett represented Pittsylvania County in a number of organizations including the Pittsylvania
Community Action Agency; and
WHEREAS, William H. Pritchett has tirelessly given his time and effort to improve to
continue to service the people of Pittsylvania County on subcommittees of the Board of Supervisors
including Finance, Solid Waste, Personnel, Property and Building, Legislative, Computer
Telecommunications, Fire and Rescue Policy Board, and the Board of Supervisor/School Boazd
Liaison Committee and the Joint Sites and Facilities; and
WHEREAS, William H. Pritchett through his dedication and leadership has contributed to
major developments in Education, Economic Development, Recreation, and Community
Development; now
THEREFORE, BE I'F HEREBY RESOLVED, on the behalf of the Pittsylvania County
Boazd of Supervisors and all of the citizens of Pittsylvania County, we express our sincere
appreciation to Mr. William H. Pritchett for his outstanding service and exemplary leadership that has
P37
Adjourned Meeting
December 20, 2011
made him a significant figure in the history of Pittsylvania County and wish him the best in his
retirement; and
BE IT FURTHER RESOLOVED that a copy of this resolution be presented to Mr. William
H. Pritchett on Saturday, October 29`h, 2011.
Mr. Hazville read the following resolution (that was adopted at a previous meeting) and
Chairman Barber presented Mr. Davis with a plague from the Board of Supervisors, thanking
Mr. Ingram for his contributions as a Board member.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-11-01
VIRGINIA: At the regulaz meeting of the Pittsylvania County Board of Supervisors held on
November 7, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse Addition,
the following resolution was presented and adopted:
WHEREAS, Mr. Henry A. Davis, Jr., was elected to the Pittsylvania County Boazd of
Supervisors in January 1992, representing the new ChathamBlairs District; and
WHEREAS, Henry A. Davis, Jr., began his exemplary cazeer with Pittsylvania County in
1992 serving the citizens of the Chatham/Blairs District, as well as all of the citizens of Pittsylvania
County spanning a career of over twelve years, concentrating on conservative management and
industrial and economic development; and
WHEREAS, Henry A. Davis, Jr., has served as both Chairman of the Boazd of Supervisors in
2010 and Vice-Chairman of the Boazd of Supervisors in 2004. Mr. Davis also served for a number of
years on the West Piedmont Planning District Commission, as well as the Metropolitan Planning
Organization and the Local Emergency Planning Council, in addition to services for the Pittsylvania
County Economic Development Organization and Pittsylvania County Economic Development,
Incorporated; and
WHEREAS, Henry A. Davis, Jr., continued his long standing career by serving on the
Danville-Pittsylvania Regional Industrial Facilities Authority Board, the Board of Directors of the
Roanoke River Basin Association, as a representative of Pittsylvania County on the Tri-County Re-
Licensing Committee for Smith Mountain Lake; and
WHEREAS, Henry A. Davis, Jr., through faithful service, wise counseling, and experience,
has contributed substantially to the advancement of the citizens of Pittsylvania County and the
ChathamBlairs District serving on subcommittees of the Pittsylvania County Board of Supervisors,
including Finance, Solid Waste, Personnel, Property and Buildings, Legislative, Fire and Rescue
Policy and Procedures, Computer/Telecommunications, Joint Sites and Facilities Committee,
Economic Development Committee and the Animal Pound Committee; and
WHEREAS, Henry A. Davis, Jr., has, by his dedication and leadership, faithfully and dutifully
served the Board of Supervisors and the citizens of Pittsylvania County; now
P38
Adjourned Meeting
December 20, ZOI 1
THEREFORE, BE IT HEREBY RESOLVED, on the behalf of the Pittsylvania County
Board of Supervisors and all of the citizens of Pittsylvania County, we express our sincere
appreciation to Mr. Henry A. Davis, Jr., for his outstanding service and exemplary leadership that has
made him a significant figure in the growth and development of Pittsylvania County and wish him the
best in his retirement; and
BE IT FURTHER RESOLVED that a copy of this resolution be presented to Mr. Henry A. Davis, Jr.,
on Monday, November 7, 201 I.
Mr. Ecker read the following resolution and Chairman Barber presented Mr. Ingram with a
plague from the Board of Supervisors, thanking Mr. Ingram for his contributions as a Board
member.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-12-07
VIRGINIA: At their adjourned meeting of the Pittsylvania County Board of Supervisors held on
Tuesday, December 20, 2011, in the General District Courtroom of the Edwin R. Shields Courthouse
Addition, the following resolution was presented and adopted:
WHEREAS, the Honorable Frederic M. "Fred" Ingram, was elected to the Board of
Supervisors of Pittsylvania County and has been a member of the Board for a total of 23 years; and
WHEREAS, Frederic M. "Fred" Ingram was first elected as the elected Staunton River
District Representative to the Boazd of Supervisors and held office as such from Januazy 4, 1982 thru
December, 31, 1992; and
WHEREAS, from January 1996 thru December 31, 2003, and from January 2008 thru
December 31, 2011, Frederic M. "Fred" Ingram was the elected Callands-Gretna District
Representative to the Board of Supervisors; and
WHEREAS, during his tenure on the Board of Supervisors, Frederic M. "Fred" Ingram was
Chairman of the Board of Supervisors in 1990 and 2001, and served as Vice-Chairman in 1989 and
1991; and
WHEREAS, Frederic M. "Fred" Ingram has tirelessly given his time and effort to improve to
continue to service the people of Pittsylvania County on subcommittees of the Boazd of Supervisors
including Finance, Solid Waste, Personnel, Property and Building, Legislative, Computer
Telecommunications, Fire and Rescue Policy Board, and the Board of Supervisor Recreation Advisory
Committee; and
WHEREAS, Frederic M. "Fred" Ingram has, by his dedication and leadership, faithfully and
dutifully served the Board of Supervisors and the citizens of Pittsylvania County; now
THEREFORE, BE IT HEREBY RESOLVED, on the behalf of the Pittsylvania County
Board of Supervisors and all of the citizens of Pittsylvania County, we express our sincere
appreciation to Mr. Frederic M. "Fred" Ingram for his outstanding service and exemplary leadership
that has made him a significant figure in the history of Pittsylvania County and wish him the best; and
BE IT FURTHER RESOLOVED that a copy of this resolution be presented to Mr. Frederic
M. "Fred" Ingram.
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Adjourned Meeting
December 20, 201 I
Given under my hand this 20'h day of December, 2011.
Mr. Ingram read the following resolution that was presented to Coach Kevin Saunders ,
congratulating him and the Gretna High School Hawks Football Team on winning their Sei State
Championship Title:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2011-12-06
VIRGINIA: At the adjourned meeting of the Pittsylvania County Board of Supervisors held on
Tuesday, December 20, 2011, the following resolution was presented and adopted, congratulating the
Gretna Hawks Varsity Football Team on the 2011 Group A, Division II State Championship:
WHEREAS, on December 10, 2011 the Gretna Hawks Varsity Football Team claimed its fifrh
state championship title in the past nine seasons by defeating Goochland High Schoo121-16; and
WHEREAS, the Gretna Hawks Varsity Football Team went undefeated in their regular
season; and
WHEREAS, the Gretna Hawks Varsity Football Team exhibited exemplary sportsmanship
and talent as they defeated their opponents in previous District, Regional, and State Championships,
and by winning the 2011 Group A State Championship, the Gretna Hawks Varsity Football Team is
now tied for eighth all-time in Virginia High School League history; and
WHEREAS, the Gretna Hawks Varsity Football Team has performed admirably with an
undefeated regulaz season from 2003 through 2011, bringing recognition not only to themselves, but to
their school and to their County, Town, and its citizens;
THEN BE IT HEREBY RESOLVED, that the Pittsylvania County Board of Supervisors, on
the behalf of all of the citizens of Pittsylvania County, express their sincere appreciation, admiration,
and congratulations to the Gretna Hawks Varsity Football Team of 2011 for their winning season and
bringing another State Championship to the County of Pittsylvania and the Town of Gretna for the
State Group A, Division II High School Football; and
BE IT FURTHER RESOLVED, that a copy of this Resolution be presented to Coach Kevin
Saunders and the Members of the 2011 Gretna Hawks High School Varsity Football Team.
Given under my hand this 20`h day of December, 2011.
Public Hearines
Rezoning Cases
Case is Paul W. Haymes & Linda T. Haymes-Dan River District: R-11-043
Mr. Barber opened the public hearing at 7:34pm. Mr. Shelton explained that Paul and Linda Haymes
had petitioned to rezone the R-1, Residential Suburban Subdivision District portion of 38.89 acres to
A-1, Agricultural District (to make the property one zoning district and for agricultural use -
pastureland and hay). The R-I portion is approximately 37.96 acres, located on State Road 62/Milton
Highway, in the Dan River Election District. The Planning Commission, with no opposition,
recommended granting the petitioners' request. Mr. and Mrs. Haymes were there to represent the
petition. No one signed up to speak and Mr. Bazber closed the public hearing at 7:35pm. Motion was
made by Mr. Snead, seconded by Mr. Davis, to approve rezoning Case R-011-043 from R-1 to A-1.
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Adjourned Meeting
December 2Q 2011
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. Snead's motion to rezone
Case R-11-043 was unanimously approved by the Board.
Case 2: Allen Thomas Clay & Norma Jean Clay, Callands-Gretna District: R-11-044
Mr. Bazber opened the public hearing at 7:36pm. Mr. Shelton explained that Allen Thomas Clay and
Norma Jean Clay had petitioned to rezone the R-l, Residential Suburban Subdivision District portion
of 7.44 acres to A-1, Agricultural District ([o make the property one zoning district). The R-1 portion
is approximately 3.25 acres, located on State Road 794/Old Mine Road, in the Callands-Gretna
Election District. The Planning Commission, with no opposition, recommended granting the
petitioners' request. Mr. and Mrs. Clay were there to represent the petition. No one signed up to speak
and Mr. Barber closed the public hearing at 7:37pm. Motion was made by Mr. Ingram, seconded by
Mr. Harville, to approve rezoning Case R-11-044 from R-1 to A-]. 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 to rezone Case R-11-044 was unanimously
approved by the Board.
Case 3: Withdrawn
Case 4: Ted Rosemund Clifton & Sandra A. Clifton -Callands-Gretna District: R-11-046
Mr. Bazber opened the public hearing at 7:46pm. Mr. Shelton explained that Ted and Sandra Clifton
had petitioned to rezone a total of 4.19 acres, three parcels, located on State Road 928/Spruce Road in
the Callands-Gretna Election District from R-1, Residential Suburban Subdivision District to A-1,
Agricultural District (to acyuire additional property to add to their existing parcel in order to place a
double-wide mobile home for their personal residence and for possible subdivision of the property in
the future to convey the existing dwelling to their son).The Planning Commission, with no opposition,
recommended granting the petitioners' request. Mr. and Mrs. Clifon were there to represent the
petition. No one signed up to speak and Mr. Barber closed the public hearing at 7:38pm. Motion was
made by Mr. Ingram, seconded by Mr. Pritchett, to approve rezoning Case R-11-046 from R-1 to A-1.
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. Bazber-Yes. Mr. Ingram's motion to rezone
Case R-11-046 was unanimously approved by the Board.
Case 5: Mark Steven Clifton -Callands-Gretna District: R-] 1-047
Mr. Barber opened the public hearing at 7:40pm. Mr. Shelton explained that Mark Clifon had
petitioned to rezone 1.17 acres, located off State Road 928/Spruse Road in the Callands-Gretna
Election District from R-1, Residential Suburban Subdivision District to A-1, Agricultural District (to
combine with a portion of the adjacent parcel of land to be rezoned to A-I, Agricultural District). The
Planning Commission, with no opposition, recommended granting the petitioner's request. Mark
Clifon was there to represent the petition. No one signed up to speak and Mr. Barber closed the
public heazing at 7:41pm. Motion was made by Mr. Ingram, seconded by Mr. Ecker, to approve
rezoning Case R-11-046 from R-1 to A-1. 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 to rezone Case R-11-047 was unanimously approved by the Boazd.
Case 6: Hammock Farms, LLC -Callands-Gretna District; R-11-048
Mr. Barber opened the public hearing at 7:42pm. Mr. Shelton explained Hammock Farms, LLC, had
petitioned to rezone the R-1, Residential Suburban Subdivision District portion of 80.06 acres to A-1,
Agricultural District (to make the property one zoning district). The R-1 portion is approximately 2.00
acres, located on State Road 928/Spruse Road, in the Callands-Gretna Election District. The Planning
Pat
Adjourned Meeting
December 20, 2011
Commission, with no opposition, recommended granting the petitioner's request. Lynwood Hammock
was there to represent the petition. No one signed up to speak and Mr. Barber closed the hearing at
7:43pm. Motion was made by Mr. Ingram, seconded by Mr. Pritchett, to approve rezoning Case R-11-
048 from R-1 to A-1. 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 to rezone Case R-11-048 was unanimously approved by the Board.
This concluded the public hearings.
Unfinished
At the December 5, 2011 meeting a motion made by Mr. Harville, seconded by Mr. Ingram, to
reappropriate the following funds: $95.72 to Board of Supervisors-Telephone (100-4-011010-5230),
$60.00 to Sheriff-Parts (100-4-031200-6030), $245.00 to Sheriff-Police Supplies (]00-4-031200-
6010), $1,516.39 to Extradition (100-4-033100-5550), $5,750.00 to Jail-Police Supplies (100-4-
033100-6010), $1,186.20 to Ag Development-Travel (100-4-082500-5500), $17,920.14 to WIA-Rent
(251-4-353160-5420) and had now met the 10-day layover requirement. 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. Harville's motion was unanimously approved by the Board.
At the December 5, 2011, a motion was made by Mr. Harville, seconded by Mr. Ingram, to
appropriate $10,400 needed to cover both the awarded contract fee of $6,900 and a $3,500 cost of
architectural fees and emergency repairs made to date. This motion required a 10-Day Layover that
had now been met. The following Rol] 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.
Harville's motion was unanimously approved by the Board.
At the December 5, 2011, a motion was made by Mr. Harville, seconded by Mr. Snead, to
approve an appropriation of $1,409,249.89 to the Pittsylvania County Schools (Fund 205) to cover
Comprehensive Services Act (CSA) expenditures upfronted by the Schools. This motion required a
10-Day Layover that has now been met. This motion required a 10-Day Layover that had now been
met. 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. Harville's motion
was unanimously approved by the Board.
New Business
Motion was made by Mr. Harville, seconded by Mr. Ingram, to postpone discussion of closing
the water treatment plant at Camp 15 until the January Adjourned Meeting, which was unanimously
approved by the Board. Mr. Sleeper was directed to contact the State to find out whether the State will
take Camp 15 back or not.
Motion was made by Mr. Davis, seconded by Mr. Ecker, to negotiate the contract for the fire
and rescue insurance with Elbridge G. Coles Insurance Agency that would be for 3 years, annually
renewable, with an optional renewal fora 4`h year and 5`" year, pending appropriation of funds. The 1 s`
year's contract period is January 1, 2012 through December 31, 2012. The Board unanimously
approved Mr. Davis's motion.
Motion was made by Mr. Snead, seconded by Mr. Ecker, to approve a contract in the amount
of $10,795,000 with Harris Corp. RF Communications Division dated December 20, 2011 for a radio
system with Pittsylvania County, and authorize the County Administrator to sign on the behalf of
Pittsylvania County pending any changes by Legal Counsel, which was unanimously approved by the
Board.
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Adjoumed Meeting
December 20, 2011
Motion was made by Mr. Snead, seconded by Mr. Pritchett, to approve a contract with
Gamewood Technology Group-Kimbanet in the amount of $1,830,923 and authorize the County
Administrator to sign on the behalf of Pittsylvania County pending any changes by Legal Counsel.
Mr. Snead's motion was approved by a 6-1 majority vote of the Board with Mr. Ingram in opposition.
Added Items
Motion was made by Mr. Harville, seconded by Mr. Snead, to approve a $25,000 contract
amendment with Dewberry for a Phase 1 CASE Report Preparation and Submission to the Department
of Environmental Quality (DEQ) for Pittsylvania County Landfill Permit #57] and authorize the
County Administrator to sign all necessary documentation, which was unanimously approved by the
Board
Motion was made by Mr. Snead, seconded by Mr. Pritchett, to transfer $3,000 from Industrial
Incentives to County Administration to insure that accounting is properly addressed under County
Administration rather than a variety of other lines in the budget for this year, which was unanimously
approved by the Board.
Motion was made by Mr. Davis, seconded by Mr. Harville, to approve paying for the newly
elected Board of Supervisor members to attend the VACo Forum for new supervisors in January and
to approve a transfer of $4,149.00 for travel and $900 for training, which passed by a majority vote of
6-1 of the Board, with Mr. Pritchett in opposition.
Closed Session
Motion was made by Mr. Snead, seconded by Mr. Davis, to enter into Closed Session for the
following item;
Closed Session: Consultation with Legal Counsel and Briefings by Staff Members or
Consuhants pertaining to actual or probable 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: Comprehensive Services Act Audit
Purpose: Briefing on Litigation Status
Mr. Harville's motion was unanimously approved by the Board and they entered into Closed Session
at 8:34pm.
Motion was made by Mr. Davis, seconded by Mr. Harville to reconvene and enter back into
Open Session, which was unanimously approved by the Board.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Adjoumed Meeting of the Pittsylvania County Board of
Supervisors on December 20, 2011, the Board hereby certifies by a recorded vote that to the best of
each board member's knowledge only public business matters lawfully exempted from the open
meeting requirements of the Virginia Freedom of Information Act 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
P43
Adjourned Meeting
December 20, 2011
to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of
the Board.
Vote
Coy E. Harville Yes
Marshall A. Ecker Yes
Henry A. Davis, Jr. Yes
James H. Snead Yes
William H. Pritchett Yes
Fred M. Ingram Yes
Tim R. Barber Yes
The Board returned to Open Session at 9:OOpm.
Motion was made by Mr. Davis, seconded by Mr. Harville, to respond to the offer of the State
Executive Council, which was unanimously approved by the Boazd.
Reports by the Connty Administrator
Mr. Sleeper asked if there were any comments from the Board in reference to Campbell
County's proposed permit for Region 2000 Regional Sanitary Landfill, Permit No. 610. The Board
had no comments.
Adjournment
Motion was made by Mr. Snead, seconded by Mr. Harville, to adjourn, which was
unanimously approved by the Board. The meeting adjourned at 9:06pm.
P44
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
1-03-12
ITEM NUMBER:
25(b)
Consent Agenda: Library Budget Amendments
SUBJECT/PROPOSAL/REQUEST:
ACTION:
INFORMATION:
Approval of library transfer from the Memorial Gifts
Fund to the Library local budget
STAFF CONTACT(S):
Sleeper, Van Der Hyde
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Yes
INFORMATION:
BACKGROUND:
DISCUSSION:
Attached is a list of transfers approved by the Board of Trustees for the Library at their December 12, 2011
meeting. Because this transfer is requesting funds be moved from the Memorial Gift Fund to the Library
local budget, the Pittsylvania County Board of Supervisors must approve this request.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the attached transfers, which includes a transfer of
$4,281.53 from the Memorial Gift Fund to the Library local budget.
P45
PITTSYLVANIA CO PUBLIC LIBRARY
FY 2011-2012
BASED ON BALANCES AS OF
NOVEMBER 2011
NOTE: Approved by the Library Board of Trustees at their December 12, 2011
meeting.
To be submitted for approval to the Board of Supervisors at their
next meeting.
ransfer funds to accounts where needed:
)0-4-073100-2700 Worker's Comp Insurance
)0-4-073100-3172 Emp Cont -Janitorial
100-4-073100.5302 Fire Insurance
100-4-073100-5305 Motor Vehiclelns
)0-4-073100-6007 Building & Maintenance
i5-4-073310-6012 Memorial Gift Fund
FROM TO
(747.66)
1,375.00
144.81
185.39
(5,239.07)
4,281.53
5,986.73 (5,986.73)
0.00 0.00
GRAND TOTAL TRANSFERS REQUESTED: 5,986.73 (5,988.73)
PREPARED BY:Susan Harbrook
12/14/2011
P46
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA llATE:
AGENDA TITLE: 1-03-12
State Criminal Alien Assistance Program (SCAAP) ACTION:
Administrative Fee Appropriation-Reyuires u Roll
Vote
CONSENT AGENDA:
SUBJECT/PROPOSAL/REOUEST: ACTION:
Yes
SCAAP Administrative Fee Appropriation
ATTACHMENTS:
No
STAFF CONTACT(S):
Sleeper, Van Der Hyde
REVIEWED BY:
ITEM NUMBER:
25(c)
INFORMATION:
INFORMATION:
BACKGROUND:
The Sheriffs Office has been working in conjunction with Justice Benefit Services, Inc. to obtain monetary
benefits for housing illegal aliens in Pittsylvania County's Jail. Justice Benefit Services, Inc. has assisted the
County in securing funds from the Bureau of Justice Assistance through a program known as State Criminal
Alien Assistance Program (SCAAP). Justice Benefit Services receives 22% of this benefit as payment for
their services.
DISCUSSION:
Pittsylvania County recently received a total of $3,384.00 from the Department of Justice for housing illegal
aliens so far during FY2012. Justice Benefit Services is therefore due a total of $744.48 for their work in
securing these funds for Pittsylvania County.
RECOMMENDATION:
Staff recommends that the Board amend the Jail budget and appropriate $744.48 to line item 100-4-033100-
5899 (SCAAP Administration Fee).
P47
UNFINISHED
BUSINESS
P48
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
1-03-12
ITEM NUMBER:
26
Clerk of Circuit Court -Technology Trust Funds
(TTF)-Motion was made by Mr. Snead, seconded by
1V7r. Pritchett and has now met the 10-day layover
requirement for a roll call vote
ACTION:
Yes
CONSENT AGENDA:
ACTION:
SUBJECT/PROPOSAL/REOU E ST:
Budget Amendment for Technology Trust Fund
monies
ATTACHMENTS:
Yes
REVIEWED BY:
STAFF CONTACT(S):
INFORMATION:
INFORMATION:
BACKGROUND:
During the budget process, Technology Trust Fund monies were not included because the amount was
undetermined at the time.
DISCUSSION:
H.F. Haymore, Clerk of Court has received notification from the State Compensation Board that there is a
total of $17,113 of technology trust funds that are available for expenditure. These funds will be used for
sofrware maintenance and redaction of SS# from various documents. These funds will be reimbursed 100%
from the State Compensation Board. Therefore, the following budget amendment needs to be approved and
the monies appropriated from the State Compensation Board.
100-4-021600-3310 $10,199.00
100-4-021600-3161 6,914.00
$17,113.00
RECOMMENDATION:
Staff recommends that the Board of Supervisors appropriate $17,113.00 to the Clerk of Court Budget. The
breakdown of these funds is listed above. MOTION WAS MADE BY MR. SNEAD, SECONDED BY MR.
PRITCHETT AND HAS NOW MET THE 10-DAY LAYOVER REQUIREMENT FOR A ROLL CALL
VOTE.
P49
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
12-20-11
ITEM NUMBER:
6(f)
Consent Agenda: Clerk of Circuit Court -Technology ACTION:
Trust Funds (TTF)-Requires a motion and a 10-day Yes
layover
Budget Amendment for Technology Trust Fund
monies
STAFF CONTACT(S):
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
INFORMATION:
BACKGROUND:
During the budget process, Technology Trust Fund monies were not included because the amount was
undetermined at the time.
DISCUSSION:
H.F. Haymore, Clerk of Court has received notification from the State Compensation Boazd that there is a
total of $17,113 of technology trust funds that aze available for expenditure. These funds will be used for
soRware maintenance and redaction of SS# from various documents. These funds will be reimbursed 100%
from the State Compensation Board. Therefore, the following budget amendment needs to be approved and
the monies appropriated from the State Compensation Boazd.
1 00-4-02 1 600-3 3 1 0 $10,199.00
100-4-021600-3161 6,914.00
$17,113.00
RECOMMENDATION:
Staff recommends that the Boazd of Supervisors appropriate $17,113.00 to the Clerk of Court Budget. The
breakdown of these funds is listed above. THIS AMENDMENT REQUIRES A MOTION AND A 10-DAY
LAYOVER.
vso
~[er~ of court
H. F. Haymore, Jr
Clerk of Court
Dorothea McLaughlin
Chief Deputy
Pitts>>lvania County Circuit Court
P. O. Drawer 31
Chatham, Virginia 24531
434-432-7887
TO: Kim Van Der Hyde
FROM: H. F. Haymore, Jr.,
SUBJECT: Line Item Increase
DATE: November 18, 2011
Deputies:
Grace Allen
Kathy K. Jones
Leecy Kitchens
Jane Marsh
Suzanne Meadows
Katie Owen
Judy W. Pierce
Cindy Redding
Ann Roach
Please increase the following line items from TTF State Funds for software maintenance
and redaction of SS# from various documents:
Line Item #21600-33100 - $10,199.00
Line Item #21600-316100 - $6,914.00
Thanks
P51
NEW BUSINESS
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
I-03-12
Work Force Investment Act (W[A) Budget ACTION:
Adjustments-Requires a motion and a 10-day layover
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION:
Budget adjustments to the 2012 WIA budget Yes
ATTACHMENTS:
Yes
STAFF CONTACT(S):
ITEM UMBER:
27
INFORMATION:
INFORMATION:
BACKGROUND:
During the budget process, estimates are made concerning the amounts allotted for the WIA program.
Sometimes it is necessary to adjust the original figures to actual grant amounts.
DISCUSSION:
Attached is a breakdown of the amounts calculated by Mallard & Mallard CPAs for the WIA program for FY
2012. Based on these figures, the following categories need to be adjusted by the following amounts:
WIA Administrative (251-353160) $ 53,121.30
Lucy P. Sale {251-353661) 2,536.93
WIA Dislocated Worker (251-353851) 145,685.70
WIA Adult (251-353853) (43,346.90)
WIA Youth In-School (251-353855) 93,019.34
WIA Youth Out of School (251-3538 56) 36,268.56
Rapid Response #2 (251-353865) 287,966.00
TOTAL
575,250.93
RECOMMENDATION:
Staff recommends that the Board of Supervisors the above amendments and appropriate an additional
$575,250.93 to the WIA budget (Fund 251). REQUIRES A MOTION AND A 10-DAY LAYOVER.
P52
0
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P54
KI M'INCOME.STATEMENT 15:24:56 18 AUG 2011 Page 57
PITTSYLVANIA COUNTY
Income Statement
Report dates 07/01/2010 - th ru - 06/30/2011
ACTUAL ACTUAL
ACCOUNT NUMBER DESCRIPTION CURRENT Y-1-D ENCUMBRANCE APPROPRIATION BUDGET BALANCE ~ YTD
251-4-353856-110000 SALARIES 8 WAGES - REGULAR 5241.70 61817.06 0.00 61817.06 0.00 0.00 100.0
251-4-353856-130009 PART-TIME SALARIES 8 WAGES 0.00 768.00 0.00 768.00 0.00 0.00 T00.0
251-4-353856-210000 FICR 391.72 4678.16 0.00 4678.16 0.00 O.OD 100.0
251-4-353856-221000 VRS 742.26 8753.72 9.00 8753.72 0.00 0.00 100.0
251-4-353856-230000 BCBS-C0. SHARE 632.69 7384.15 0.00 7384.15 0.00 0.00 100.0
251-4-353856-230100 DENTAL 18.16 214.92 0.00 214.92 0.00 0.00 100.0
251-4-353856-240000 VRS LIFE INSURANCE 14.72 173.60 0.00 173.60 0.00 0.00 100.0
251-4-353856-260000 UNEMPLOYMENT INSURANCE 3.90 268.72 0.00 268.72 0.00 0.00 100.0
251-4-353856-316000 CONSULTANTS - OTHER 0.00 0.00 0.00 0.00 0.00 0.00 0.00
251-4-353856-318300 OUTREACH 0.00 2561.88 0.00 2561.88 0.00 0.00 100.0
251-4-353856-350000 PRINTING 0.00 0.00 "0.00 0.00 0.00 0.00 0.00
251-4-353856-360000 ADVERTISING 0.00 0.00 0.00 0,00 0.00 0.00 0.00
Z51-4-353856-550000 TRAVEL 0.00 0.00 0.00 0.00 0.00 0.00 0.00
251-4-353856-571300 OTHER PURCHASED SERV-DAN 0.00 91516.62 0.00 91516.62 120375.00 0.00 100.0
251-4-353856-571400 OTHER PURCHASED SERV-HEN 0.00 151130.12 0.00 151130.12 173341.00 0.00 700.0
251-4-353856-571500 OTHER PURCHASED SERV-MAR 1499.38 44945.40 0.00 44945.40 0.00 0.00 100.0
251-4-353856-571600 OTHER PURCHASED SERV-PAT 3490.32 45205.04 0.00 45205.04 43335.00 0.00 100,0
251-4-353856-571700 OTHER PURCHASED SERV-PIT O.OD 126939.63 0.00 126939.63 144451.00 0.00 100.0
251-4-353856-600200 FOOD SUPPLIES/F000 SERVICES 0.00 0.00 0.00 0.00 0.00 0.00 0.00
251-4-353856-601400 OTHER OPERATING gCTIVIT IES 0.00 4060.35 0.00 92714.52 53500.00 88654.17 4.38
_
TOTAL - WIA YOUTH: IN SCHOOL
_ ___________ _
12034.85
___________ _ ___________ ___
550417.37
___________ ___ ________ __
0.00
________ __ ___________ _
639071.54
___________ _ ___________
535002.00
___________ ____________ _____
88654.17 0.00
____________ _____
251-4-353863-318300 OUTREACH 0.00 0.00 0.00 0.00 0.00 0.00 0.00
251-4-353863-554000 TRAINING 0.00 0.00 0.00 0.00 0.00 0.00 0.00
251-4-353863-601400 OTHER OPERATING ACTIVITIES 0.00 0.00 0.00 0.00 0.00 0.00 0.00
TOTAL - UNCOMMITTED PROGRAM FUNDS
_ 0.00
___________ _ 0.00
___________ ___ 0.00
________ _ 0.00
____________ 0.00
____________ 0.00 0.00
____________ _____
_
251-4-353864-601400 OTHER OPERATING ACTIVITIES ___________ _
0.00 ___________ ___
56991.34 ________ _
0.00 ____________
77058.00 ____________
0.00 ____________ _____
20066.66 73.96
TOTAL - RAPID RESPONSE-#1 0.00 56991.34 0.00 77058.00 0.00 20066.66 0.00
_
_
(251'4x353865-fi57~1300-OTHER~PURCNASEO-SERVc,DAN~ ___________
___________
0.00 ____________ ___
____________ ___
22950.26 ________ _
________ _
0.00 ____________
_________
92497.00 ____________
______
0.00 ____________ _____
____________ _____
69546:7424.81
25.f,:4?353665~57.150010THER:P.URCAHSED'SERV-YdAR 0.00 33940.48 0.00 144168.00 O.F10 1.10227.:52 23.54
251°42353865`_57.ibQDiOTHER=PRUCFIASED_-'SERV~PAT 11886.28 21426.00 0.00 35085.00 0.00 (13659:U0161.07
25,1'4^353865-57.170Q:;OTHES4".BUBCHASED~SERV-..,_P14 0.00 17642.26 0.00 76400.00 O.OD Sfl75Z;74 23.09
C25.1~4:.3538652601'400~OTXER=OPERALI NG-AG,~7.I~V-LT.I EST 0.00 1440.00 0.00 37215.00 0.00 ~57.Z5:D0 3.87
~TOTAL2`c.RAP.lO~RESPONSE:.~2~ 11886.28 97399.00 0.00 385365 00 0.00 28966-00~ 0.00
25' 853866-601409 UNOBLIGATED -1875.00 2700.00 0.00 2700.00 0.00 0.00 100.0
P55
KI M`INCOME.STATEMENT 15:30:50 20 SEP 2011 Page 55
PI TT SYLVANIA COUNTY
Income Statement
Report dates 07/01/2010 - th ru - 06/30/2011
ACCOUNT NUMBER
DESCRIPTION ACTUAI
CURRENT ACTUAL
Y-T-D
ENCUMBRANCE APPROPRIATION
BUDGET
BALANCE
X YTD
251-4-353160-524000 'INTERNET SERVICES 62. 49 1994. 32 0.00 1500. 00 1500.00 - -494. 32 132.9
251-4-353160-530200 FIRE INSURANCE 0. 00 0. 00 0.00 0. 00 0.00 0. 00 0.00
251-4-353160-530500 VEHICLE INSURANCE 0. 00 0. 00 0.00 0. 00 0.00 0. 00 0.00
251-4-353160-530700 PUBLIC OFF LIABILITY 1NSURAN 1440. 00 3616. 00 0.00 3580. 00 1850.00 -36: 00 101.0
251-4-353160-53080G GENERAL LIABILITY INSURANCE 0. 00 733. 61 0.00 0. 00 ~ O.OC '733. 61 0.00
251-4-353160-541000 LEASE/RENTAL - EQUIPMENT 417. 93 8167. 09 0.00 7500. 00 750C .OG' -667. 09 108.8
251-L-353160-542000 LEASE/RENTAL - BUILDING 1733. 57 24836. 10 O.OC 166278. 45 19873.00 141442. 35 14.94
251-4-353160-550000 TRAVEL 500. 10 9994. 64 0.00 10000. 00 10000.00 5. 36 99.95
251-4-353160-581000 DUES B~~MEMBERSHIPS 0. 00 4330. 00 0.00 0. 00 0,00 ~ -4330. 00 0.00
251-4-353160-600100 OFEI CE SUPPLIES., 210. 22 841. 82 0:00 3750. 00 3750:00 2908. 18 22.45
251-4-353140-600200 FORD SUPPLIES/FOOD SERVICE 137. 21 2255. 97 0.00 4000. 00 4000.00 1744 .03 56.40
251-4-353140-600500. JANITORIAL SUPPLIES 0 .00 2060. 00 0.00 0 .00 0.00 -2060 100 0.00
251-4-353160-600800 VEHICLE-FUELS 0 .00 198. 27 0.00 0 .00 -0-.00 -198 :27 0.00
251-4-353160-.60D900 'VENI CCE -REPAIRS 0 .00 158. 05 0.00 0 .00 0:00 -158 .05' 0_00
251-4-353160-607200 BOOKS 8 SUBSCRJ PT IONS 0 .00 20A .00 0.00 200 .00 200.00 -8 :00 104.0
251-4-353160-601400 OTHEROPERATING ACTIVITIES O .OD 0 .00 0.00 34077 .00 34077.00 34077 :00 0.00
251-4-353160-810200 FURNITURE 8 FIXTURES ~ 0 .00 244 .15 0.00 0 .00 0.00 ~ •244 .15 0.00
251=4-353160-810500 CAPITAL OUT LAY -VEHICLES 0 .00 0 ,00 0.00 0 .00 0.00 ~ D •oo 0.00
251-4-353760-810700 ADP EQUIPMENT 0 .00 G ,00 0.00 ~ 0 .00 0.00 0 .00 0.00
2`. j353160-812000 ADP SOFTWARE AND UPDATES 0 .00 0 .00 0.00 0 .00 `0.00 0 .00 O.OC
TOTAL - WIA ADMINISTRATIVE EXPENSES 25338.56 273377.95 0.00
25.7=4-353661-585000-SCNOIARSNIPr.ORANT
[251_4:353661'-600400-OFF~I CE-SUPPLIESt'
TOTAL - LUCY P. SALE FOUNDATION
251-4-353662-571400 OTHER PURCHASE SERV-HENRY
251-4-353662-600100 OFFICE SUPPLIES
251-4-353662-600200 FOOD SUPPLIES
251-4-353662-601400 OTHER OPERATING ACTIVITIES
TOTAL - YOUTH EVENTS FUND
251-4-353663-360000 ADVERTISING
251-4-353663-550000 TRAVEL
251-4-353663-600200 FORD SUPPLIES
251-4-353663-601400 OTHER OPERATING ACTIVITIES
402872.45 254737.00 "729494.50 0.00
0.00 186.97 0.00 2000.00
0.00 117.30 0.00 841.20
____ __
____ __
0.00 __________ _____
__________ _____
7813.03' 9.35
0.00 72f 3:90'1,3.94
0.00 304.27 0.00 2841.20 0.00 2536-_93 0.00
____________ ___
o.oo _ ____ _
o.oo
o.oo
o.oo
o.oo
o.oo
o.oo
0.00 0.00 0.00 0.00 0.00 0.00 0.00
o.oa o.oo o.oo o.oo o.ao o.oo o.oo
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00 0.00 0.00
o.oo o.oo o.oo o.oo o.oo o.oo o.Do
TOTAL - RIG GRANT 0.00 0.00 0.00 0.00 0.00 0.00 0.00
P56
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
1-03-12
ITEM NUMBER:
28
Expenditure Refunds-Requires a Motion and a 10-
Day layover
SUBJECT/PROPOSAL/REOUEST:
Budget Amendment for expenditure refunds
STAFF CONTACT(S):
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
INFOKMATION:
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of December, 2011 for review. As discussed earlier
with the Board, the simple routine of putting every refund back in the budget is extremely time consuming
and leaves room for errors. 1'o stay in balance with the Treasurer, we need to reappropriate refunds into the
budget so the budget would increase with every expenditure refund.
RECOMMENDATION:
Staff recommends the reappropriation of funds as follows: $75.00 to Sheriff-Wrecker Service (100-4-
031200-3170), $60.00 to Sheriff-Parts (100-4-031200-6030), $44.00 to Sheriff-Training & Education (100-4-
031200-5540), $500.00 to Sheriff-Copier Lease (100-4-031200-6005), $1,400.00 to Sheriff-National Night
Out (100-4-031200-5880), $1,208.25 to Sheriff-Canine Program (100-4-031200-6045), $697.77 to
Extradition (1 00-4-03 3 1 00-5 5 50), $100.00 to Animal Control-Donations (100-4-035100-5883), $13,695.25
to WIA-Rent (2 5 1-4-3 5 3 1 60-5420), $34,007.50 to Industrial Incentives (325-4-081500-8222). REQUIRES A
MOTION AND A ]0-DAY LAYOVER.
P58
PITTSYLVANIA COUNTY
Finance Department
P.O. Box 426
Chatham, Virginia 24531
VIRGIi`TIA
~`Q
* i
*+ +
a '`~`+i
ner , /
MEMO TO: William D. Sleeper,.Clou~nt/y Administrator
FROM: Kim Van Der Hyde~[~i
Finance Director _"~
SUBJECT: December Expenditure Refunds
DATE: December 29, 2011
Phonel4341432-7740
Fax (4341432-7746
Gretna/Hurt (434) 656-6211
Bachelors Hall/Whitmell (434) 797-9550
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of December. I am recommending that all of these expenditure refunds
be reappropriated by the Board of Supervisors.
100-4-031200-3170 Sheriff-Wrecker Service 75.00
100-4-031200-6030 Sheriff-Parts 60.00
Restitution
100-4-031200-5540 Sheriff-Training & Education 44.00
Reimbursement
100-4-031200-6005 Sheriff-Copier Lease 500.00
Petty Cash Overage
100-4-031200-5880 Sheriff-National Night Out 1,400.00
Petty Cash Overage
100-4-031200-6045 Sheriff-Canine Program 1,208.25
Reimbursement
100-4-033100-5550 Jail-Extradition 697.77
100-4-035100-5883 Animal Control-Donations 100.00
Donations
251-4-353160-5420 WIA-Rent 13,695.25
Rent(251-3-000000-150201)
325-4-081500-8222 Industrial Incentives 34,007.50
Reimbursement
TOTAL EXPENDITURE REFUNDS - DEC $51,787.77
P59
REPOR'd'S FROM
LEGAL COiJNSEL
P60
REPORTS FROM
COiJNTY
ADMINISTRATOR
P61
REPORTS FROM
BOARD
MEMBERS
P6z
PI'I'T'SYL~TAIVIA C®IJIITTY
VIRGINIA
`~Sl LVA
~ ~_ Ili
Darrell W. Dalton, Superintendent a 9
~. Phone (434) 432-7955
Building & Grounds Department ~ v ~l \ p Fax (434)432-2294
51 N. Main St. -+ ~ r. c
a ~ ~/ o ~ • ~ Grema/Hurt (434) 656-6211
P.O. Box 426 .,~ ,`~ , ~
Chatham, Virginia 24537 J' ~ e '~ Y Bachelors Hall/Whitme0 (434) 797-9550
E-mail: darrell.dalton@pittgov.org Rio _ ~~P
MEMORANDUM
To: Otis S. Hawker, Assistant County Administrator
nqy~,
From: 1-leather Inge, Secretary of Building & Grounds~0~~-~` b
Date: December 29, 2011
Subject: COMPLETED WORK ORllEKS -December 2011
Attached please find a listing, by department, of completed work orders for the month of
December. 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 30 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
P63
BUILDING & GROUNDS MAINTENANCE
WORK ORDERS COMPLETED FOR MONTH OF DECEMBER 2011
NO. W/O MAN-HOURS
ANIMAL CONTROL 2 3
ARMORY 3 2
A S C S /EXTENSION /USDA-FSA
BOARD OF SUPERVISORS
BUILDING & GROUNDS I 8
BUILDING INSPECTIONS
CENTRAL ACCOUTING
CENTRAL PURCHASING
CIRCUIT COURT 1 1
CLERK OF COURT
CODE COMPLIANCE (PLANNING COMMISSSION & ZONING 2 4
COMMISSIONER OF REVENUE 2 25
COMMONWEALTH ATTORNEY ] 1
COMPACTOR SITE
COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN.
COUNTY ATTORNEY 4 3
COURTHOUSE (1968 ANNEX)
COURTHOUSE (EDWIN R. SHIELDS)
CSA-CPMB
DEPOT BUILDING 1 1
EMERGENCY 9I1 FACILITY 2 1
ENVIRONMENTAL HEALTH
FINANCE
FIRE MARSHAL
GENERAL DISTRICT COURT
GRANTS ADMISTRATION
HEALTH DEPARTMENT 6 12
HUMAN SERVICES FACILITY
INDUSTRIAL PARKS
INFORMATION TECHNOLOGY
JUVENILE & DOMESTIC COURT j ]
JUVENILE & DOMESTIC COURT SERVICES UNIT
JAIL 50 70
LANDFILL
LIBRARY 2 9
LITERACY
MAGISTRATE
MOSES BUILDING
OLD DOMINION AG. COMPLEX
PCED BUILDING ] $
REASSESSMENT
RECREATION: RAIL-TRAIL & WAYSIDE PARK
REGSSTRAR-VOTING PRECINCTS $ j 7
RINGGOLD DEPOT
SE{ERIFF ] j
SOCIAL SERVICES 2 2
TREASURER
VICTIM WITNESS
OT[-IER: REGIONAL PARK 2 4
HUGHES HOME
CALLANDS CLERKS OFFICE
TOTAL WORK ORDERS COMPLETED -DECEMBER 2011 g9 j 7p
YEAR ro DATE 07/01/2011 - 06!30!2012 539 1,187
P64
PITTSYLVAriYA C®~T11TTY
William D. Sleeper
County Administrator
P.O. Box 426
Chatham, Virginia 24531
e-mail: dsleeper@pittgov.org
VIRGINIA
¢j
L
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1767
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: December 29, 2011, Subject: Animal Control Activity Report
During the period of December 1, 2011 through, December 29, 2011, the Animal Control Officers
responded to 305 calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following:
Description Number Remarks
Animals taken into custod 148
Dogs 83
Cats 61
Other 4 opossum
Animals on hand at month end 17
Animals dis atched 56 Do s-26 cats-30
Licenses checked 129
Court cases 31
Summons 23
Animals Ado ted 5
Animals returned to owners 11
Cats taken to the Humane Socie 31
Animals Transferred 38 FC -34 LAP-1 DAHS- 3
Inured animals icked u 0
Animals found in tra s 65
Ex osures: Human/Saliva 0
Ex osures: Do s/Cats/Wildlife 1
Do Bites 5
Cat Bites 0
Cruel Checks 2
Well-being Checks 13
Cat/Do Fi hts 0
Investi ated killin s b do s/cats 2
Investi ate killin s b Co otes 0
If you have any questions concerning this, please do not hesitate to contact me.
cc: William D. S-eeper, County Administrator
P65
PITTSYLVANIA COUNTY
VIRGINIA
Winiam D. Sleeper
County 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
To: Otis S. Hawker, Assistant County Administrator
From: Henry Boswell, Jr., Chief Animal Control Officer
Date: December 29, 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 December 1, 2011 thru December 29,2011.
Description Number Remarks
Total hours monitored 8
Vehicles enterin sites 50
Vehicles checked 7
Summons' issued 0
Cour[ Cases 0
Convictions 0
If you have any questions concerning this, please do not hesitate to contact me.
cc: William D. Sleeper, County Administrator
P66
PITTSYLVANIA COUNTY CODE COMPLIANCE
ANNUAL REPORT & FEES
01/11 THRU 12/11
TYPES OF PERMITS
1043 BUILDING PERMIT FEES COLLECTED 76,969.04
1043 LEVY COLLECTED $1,539.38
2 SUBDIVISION FEES COLLECTED $63.00
356 ZONING PERMIT FEES COLLECTED $1,705.00
4 REINSPECTION FEES COLLECTED $60.00
132 LAND DISTURBING FEES COLLECTED $1,295.00
2580 TOTAL FEES COLLECTED $81,631.42
ANNUAL BUILDING VALUES
81 NEW DWELLINGS $13,083,441.00
60 MOBILE HOMES/OFFICE TRAILERS $788,188.00
12 DOUBLE-WIDE MOBILE HOMES $743,169.00
29 MODULAR $4,019,945.00
160 COMMERCIAL CONSTRUCTION $9,407,971.00
710 MISCELLANEOUS $7,453,669.00
1052 TOTAL $35,496,383.00
NONTAXABLE: $4.697,721.00 $35,496,383.00
ANNUAL ACTIVITY REPORT
NUMBER OF BUILDING INSPECTIONS MADE 3,233
NUMBER OF REJECTIONS OF WORK 598
NUMBER OF E & S INSPECTIONS 855
NUMBER OF MILES INSPECTORS TRAVELED 53,048
ANNUAL ZONING FEES
44 REZONING FEES COLLECTED $7,383.96
16 SPECIAL USE PERMIT FEES COLLECTED 2,428.07
3 VARIANCE 8 APPEAL FEES COLLECTED 500.10
1 SIGN PERMIT FEES COLLECTED 160.85
64 TOTAL $10,472.98
Respectfully Submitted,
Odie H. Shelton, Jr.
Director of Code Compliance/
Zoning Administrator
P67
ADJOURNMENT
P68