06-19-2012 BOS Adjourned MeetingJ r~~~ ~1ir~i~
BOARD PACKET
BOARD OF SUPERVISORS
ADJOURNED MEETING
JUNE 19, 2012
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
ADJOURNED MEETING
TUESDAY, JUNE 19, 2012
7:00 P.M.
GENERAL DISTRICT COURTROOM
EDWIN R. SHIELDS COURTHOUSE ADDITION
CHATHAM, VA 24531
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) Bid Award -Janitorial Services-Library -Page 8
APPROVAL OF AGENDA
HEARING OF THE CITIZENS
CONSENT AGENDA
5. (a) Regional One -July 2012 -Page 11
(b) Resolution for Bridge Replacement - (SR 628/Harmony Road) between SR 640/Renan Road
and SR 668/Level Run Road -Pages 12-13
PUBLIC HEARINGS
Rezoning Cases
Case 1: Frank Keatts, Jr. & Sandra K. Keatts - Tunstall District; R-12-025
B-2, Business District, General to RC-1, Residential Combined Subdivision District)
Case 2: Claude Davis Reynolds - Callands-Gretna District: R-12-026
(R-1, Residential Suburban Subdivision District to A-1, Agricultural District)
6. Public Hearing to receive citizen input on an amendment to Chapter 31 of the Pittsylvania
County Code, to allow for Fire Inspection Fees set by a schedule adopted annually by the
Pittsylvania County Board of Supervisors -Pages 15-21
UNFINISHED BUSINESS
7. Expenditure Refunds - At the June 4, 2012 Regular meeting of the Board, a motion was made by
Mr. Ecker, seconded by Mr. Barksdale that required a 10-Day Layover that has now been met.
A Roll Call Vote is now required -Pages 23-26
8. Jail-Appropriation of Additional Funds for Boarding of External Prisoners - At the June 4, 2012
Regular meeting of the Board, a motion was made by Mr. Ecker, seconded by Mr. Hagerman that
required a 10-Day Layover that has now been met. A Roll Call Vote is now required -Pages 27-28
9. Jail -Appropriation of Funds Received - At the June 4, 2012 Regular meeting of the Board, a motion
was made by Mr. Barksdale, seconded by Ms. Bowman that required a 10-Day Layover that has now
been met. A Roll Call Vote is now required -Pages 29-30
NEW BUSINESS
10. Presentation of Retirement Plaque to Mr. Don Stickel -Page 32
11. Recommendations from Finance Committee -The Pittsylvania County Finance Committee met on
June 11, 2012 -Pages 33-36
(a) Impact of Pittsylvania County Board of Supervisors Action; June 4, 2012
(b) Impact to Schools Year-End Costs
(c) Comprehensive Services Act Reimbursement
12. Recommendations from Properties and Buildings Committee -The Pittsylvania County Board of
Supervisors Properties and Buildings Committee will meet at 4: 30 p.m. on June 19, 2012 -
Pages 37-38
(a) Blairs Community Center
13. Contract Award to Reynolds-Clark Engineering, Inc. for the Brosville Industrial Park Grading-
Engineering Services -Pages 39-44
14. 2013 School Budget Amendments -This requires a Roll Call Vote -Page 45
15. Solid Waste - Mr. Harville -Page 46
16. Mt. Hermon Medical Center; Water and Sewer - Mr. Harville -Page 47
17. Application for Commissions -New Board Policy -Pages 48-SO
APPOINTMENTS
18. Danville-Pittsylvania Community Services Board -Page 52
Ms. Gayla R. Wood holds a seat that will expire on June 30, 2012. At the end of her current term,
Ms. Wood has indicated she will be moving out of state and therefore cannot be re-appointed. This
position represents the Chatham-Blairs District and is a 3-year term. The Honorable Brenda Bowman
has nominated Mr. Bob Warren for this appointment that has a term beginning July 1, 2012 through
June 30, 2015.
19. Planning Commission -Pages 53-54
Ms. Janet Mease holds a set that will expire on July 31, 2012. Ms. Mease is eligible for re-
appointment for a four (4) year term that will begin on August 1, 2012 and end on July 31, 2016. The
Honorable Jerry Hagerman has nominated Ms. Mease to be re-appointed as the Callands-Gretna
representative to the Planning Commission.
20. Pittsylvania County Board of Assessors -Page SS
Seven (7) members appointed by the Board of Supervisors, one (1) from each voting district and must
live in the district that he/she represents, to assist the hired assessment contract (Wingate Appraisal
Service) in assessing all real estate in Pittsylvania County.
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM COUNTY ADMINISTRATOR
CLOSED SESSION
21. 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 to such counsel.
Authority: §2.2-3711(A)(7) of the Code of Virginia, 1950, as amended
Subject Matter: Barbara Hudson vs. Pittsylvania County
Purpose: Briefing on Litigation Status
ADJOURNMENT
TO BE ADDED
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
06/19/12
ITEM NUMBER:
Bid Award - Library Janitorial Services
SUBJECT/PROPOSAL/REQUEST:
Award of Bid
STAFF CONTACT(S):
Mr. Sleeper, Ms. Meeks
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
4A
INFORMATION:
INFORMATION:
REVIEWED BY: C1~" ,
BACKGROUND:
An invitation to bid on janitorial services for the Pittsylvania County Chatham & Gretna Libraries was
mailed to 10 vendors on June 4, 2012. The invitation to bid was also advertised and posted on the County's
website and the public notice board.
DISCUSSION:
Bids were received and publicly opened at 11:00 a.m., Friday, June 15, 2012. We received three (3)
responses. Jani-King is the apparent low bidder.
RECOMMENDATION:
Since Jani-King is anew vendor, the Purchasing Manager will be checking references before a
recommendation is made to the Board.
A recommendation along with the bid tally sheet will be handed out prior to the meeting on June 19, 2012.
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HEARING OF
CITIZENS
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CONSENT
AGENDA
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
6-19-12
ITEM NUMBER:
5(a)
Consent Agenda: Regional One-July
SUBJECT/PROPOSAL/REQUEST:
Approval of Contract Payment to Regional One for
July 2012
STAFF CONTACT(S):
Sleeper. VanDerHvde
ACTION:
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
No
REVIEWED BY: C~/~
INFORMATION:
INFORMATION:
BACKGROUND:
At an adjourned meeting, December 22, 2008, the Board of Supervisors approved to begin paying Regional One
for back-up ambulance service to the County. At that time, the Board requested that payment to Regional One be
approved on a monthly basis. A total of $70,000 has been appropriated for Regional One in the 2013 Budget,
which will cover Regional One's monthly cost for the entire budget year.
DISCUSSION:
It is time to approve payment for Regional One for the month of July. The amount due to Regional One is
$5,833.33 per month. This amount has already been appropriated in the FY2013 budget.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve $5,833.33 for payment to Regional One for July
2012.
P11
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Resolution for Bridge Replacement - (SR 628 /
Harmony Road between SR 640/Renan Road and SR
900/ Glenland Road
AGENDA DATE:
06-19-2012
ACTION:
ITEM NUMBER:
5(b)
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
Resolution to Virginia department of Transportation
STAFF CONTACT(S):
Mr. Sleeper
CONSENT AGENDA:
ACTION:
Yes
ATTACHMENTS:
Yes
REVIEWED BY: C1
INFORMATION:
BACKGROUND:
The bridge over Straightstone Creek, located on State Road 628/Harmony Road, between the intersection of
Harmony Road and State Route 640/Renan Road and State Road 900 /Glenland Road in the Staunton River
District, is a very narrow bridge that limits the ability for oncoming vehicles to use the bridge simultaneously, thus
creating potential safety issues.
DISCUSSION:
The Honorable Marshall Ecker has requested that a resolution be drafted and forwarded to the Virginia Department
of Transportation (VDOT) asking that this bridge to be either widened or replaced so that both oncoming vehicles
may both cross the bridge without one having to back off the bridge while the other vehicle crosses.
RECOMMENDATION:
Staff recommends that the Board of Supervisors approve the draft resolution and authorize Staff to coordinate with
representatives from VDOT to begin the correct procedural steps in order for this request to be added to the Six
Year Improvement Plan.
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2012-06-03
VIRGINIA: At an adjourned meeting of the Pittsylvania County Board of Supervisors on
Tuesday, June 19, 2012 in the General District Courtroom of the Edwin R. Shields Courthouse
Addition the following resolution was presented and adopted:
WHEREAS, the bridge located over Straightstone Creek, located on State Road
628/Harmony Road, between the intersection of Harmony Road and State Route 640/Renan
Road and the intersection of Harmony Road and State Road 900 / Glenland Road in the
Staunton River District, is a very narrow bridge that limits the ability for oncoming vehicles to
use the bridge simultaneously, thus creating potential safety issues; then
NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of
Supervisors does hereby request the Virginia Department of Transportation to begin the steps
necessary for widening or replacing this bridge and adding this project to the Six Year
Improvement Plan.
Given under my hand this 19th day of June, 2012.
Tim R. Barber, Chairman
Pittsylvania County Board of Supervisors
William D. Sleeper, Clerk
Pittsylvania County Board of Supervisors
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PL BLic xEaiuvc
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Public Hearing -Fire Inspection Fees
AGENDA DATE:
06-19-2012
ITEM NUMBER: ~
6
SUBJECT/PROPOSAL/REOUEST:
Public Hearing
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY: C~~
INFORMATION:
INFORMATION:
BACKGROUND:
During the budget process, the Pittsylvania County
inspection fee into the 2012/13 budget, which tc
Pittsylvania County Budget that was advertised for
inspection fees. The Board approved the Fy2012/13
approval of the FY2012/13 budget that incorporate
Chapter 31 of the Pittsylvania County Code.
ire Marshal presented a proposal to incorporate a fire
:als approximately $5000. The proposed FY2012/13
the required public hearing included the proposed fire
budget at their regular meeting on May 7, 2012. The
i these fire inspection fees requires an amendment to
DISCUSSION:
T'he Board of Supervisors advertised to hold the required public hearing to receive citizen input on an
amendment to Chapter 31 of the Pittsylvania County Code, to allow for Fire Inspection Fees set by a schedule
(see attached) adopted annually by the Pittsylvania County Board of Supervisors, pursuant to §27-97 of the
Code of Virginia, 1950, as amended (see attached) and the Virginia State Fire Prevention Code.
RECOMMENDATION:
Staff recommends the Boazd of Supervisors hold the required public hearing and approve the amendment to
Chapter 31 of the Pittsylvania County Code, allowing for Fire Inspection Fees set by fee schedule, pursuant
to §27-97 of the Code of Virginia, 1950, as amended and the Virginia State Fire Prevention Code.
P15
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a public hearing at 7:00 p.m. on
Tuesday, June 19, 2012, in the General District Courtroom of the Edwin R. Shields
Courthouse Addition in Chatham, Virginia, to receive citizen input on an amendment to
Chapter 31 of the Pittsylvania County Code, to allow for Fire Inspection Fees set by a
schedule adopted annually by the Pittsylvania County Board of Supervisors. Full text of
the proposed amendment and schedule is available in the Office of the County
Administrator, 21 North Main Street, Chatham, Virginia, Monday through Friday,
between the hours of 8:00 a. m. and 5:00 p. m., as well as on the County's website at
www.pittgov.org.
P16
Star-Tribune News
June 6, 2012
~UB.C i:ARINGNOTICE
The Pittsylvania County Board of Supervisors will hold a public hear-
ing at 7:00 p.m. on Tuesday, June 19, 2012, in the General District
Courtroom of the Edwin R. Shields Courthouse Addition in Chatham,
Virginia, to receive citizen input on an amendment to Chapter 31 of
the Pittsylvania County Code, to allow for Fire Inspection Fees set
by a schedule adopted annually by the Pittsylvania County Board
of Supervisors. Full text of the proposed amendment and schedule
is available in the Office of the County Administrator, 21 North Main
Street, Chatham, Virginia, Monday through Friday, between the hours
of 8:00 a. m. and 5:00 p. m., as well as on the County's website at
www.pittgov.org.
P17
Star-Tribune News
May 30, 2012
~UB.C 1EA~ VG JOTCE
The Pittsylvania County Board of Supervisors will hold a public hear-
ing at 7:00 p.m. on Tuesday, June 19, 2012, in the General District
Courtroom of the Edwin R. Shields Courthouse Addition in Chatham,
Virginia, to receive citizen input on an amendment to Chapter 31 of
the Pittsylvania County Code, to allow for Fire Inspection Fees set
by a schedule adopted annually by the Pittsylvania County Board
of Supervisors. Full text of the proposed amendment and schedule
is available in the Office of the County Administrator, 21 North Main
Street, Chatham, Virginia, Monday through Friday, between the hours
of 8:00 a. m. and 5:00 p. m., as well as on the County's website at
www.pittgov.org.
P18
PROPOSED
CHAPTER 31
Fire Prevention/Emergency Ambulance Service
SEC. 31-1. FIRE PREVENTION CODE
PURSUANT TO CHAPTER 9 OF TITLE 27, CODE OF VIRGINIA, 1950, AN ORDINANCE
AUTHORIZING THE FIRE MARSHAL DEPARTMENT TO ENFORCE THE PROVISIONS
OF "THE STATEWIDE FIRE PREVENTION CODE"
This ordinance may be known and referred to as the Pittsylvania County Fire Prevention Code.
SEC. 31-1.1.OFFICIAL ACTION.
NOW THEREFORE BE IT ORDAINED, by the Board of Supervisors of Pittsylvania County, the
Fire Mazshal Department is hereby designated to act as the enforcing agency for the enforcement
of "The Statewide Fire Prevention Code" duly adopted by the Virginia Board of Housing and
Community Development under authority of 27-97, Code of Virginia, 1950, as amended.
SEC. 31-1.2. ENFORCEMENT.
The enforcement procedures of "The Statewide Fire Prevention Code" shall be instituted by the
fire official and administered in accordance with the provisions set forth in the "Statewide Fire
Prevention Code" and Section Four.
SEC. 31-1.3. APPEALS.
The Pittsylvania County Building Boazd of Appeals is hereby designated as the appeals boazd to
heaz appeals arising from the application of the provisions of "The Statewide Fire Prevention
Code."
SEC. 31-1.4. ADMINISTRATIVE PRACTICES.
The fire official shall establish such procedures or requirements as may be necessary for
administration and enforcement of this ordinance. The procedures aze to be approved by the Boazd
of Supervisors.
SEC. 31-1.5. EFFECTIVE DATE.
This ordinance shall become effective at 12:01 A. M., following the date of its adoption.
Adopted: January 17,1989
SEC. 31-1.6. FIRE INSPECTION FEES.
The fire official, or his/her designee, shall have the ability to chazge and collect fire inspection
fees. A schedule of said fire inspection fees shall be established annually by the Board of
Supervisors, or its designee.
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Proposed Permit Fee Schedule for Pittsylvania County Fire Marshal's Office purouant to Virginia Code § 27-97 & Virginia Statewide Fire Prevention Code
'~ §¢ 107.12 & 107.15
Compliance Inspections:
Wet system 5 or more heads-visual inspection; hydrostatic test; flush test $100
Dry system 5 or more heads-visual inspection; hydrostatic test; av test; trip test; final test $100
Fire pump-test $100
Commercial hood fu-e suppression system-test $100
Clean agent systEm/other-test $100
Fire alarm-system test, final $100
Underground fire main-visual inspection; hydrostatic test; flush test $100
Standpipe•visual inspection; hydrostatic test; flow test $100
Above ground tank removal ar installation: $100
Underground tank removal or installation: $100
Cancellation Fee-Cancellation of compliance inspection with less than 2 hours notice $27.50
Each additional inspection of a failed system: $27.50
Routine Fire Prevention Inspection:
Original inspection and first follow-up: No Charge
Each additional re-inspection: $50
Cbild day centers, assisted living facilities and adult day care centers:
(Licensed by the Virginia Department of Social Services)
Licensed capacity as follows:
1.1-8 $50
2. R-20 $75
3.21-50 $100
4.51-100 $200
S. 101 or more $400
Hospitals, nursing homes, mental hospitals, detoxification Facilities $100
Plan Review
Automatic fire sprinkler system $30
Fire alarm system $30
Commercial kitchen hood suppression system $30
General plan review (Covered under permit cost) No charge
Blasting, Explosives, Fireworks:
An operational permit is required for the manufacture, storage, handling, sale or use of any quantity of explosive, explosive material,
fireworks, or pyrotechnic special effects within the scope of Chapter 33 of the Virginia Statewide Fire Prevention Code.
Blasting: 1-30 days
Blasting: 31 days or more
Explosives, Blasting Agents and Fireworks: Annual Storage Permit (per Magazine)
Fireworks: Retail Sales of Permissible Fireworks, Outside Stand (60 Day Permit)
Fireworks: Retail Sales of Permissible Fireworks, Mercantile Occupancy (60 Day Permit)
Fireworks: Outdoor Fireworks Display (AeriaVProximate Audience (One Day Permit)
Pyrotechnics: Indoor Pyrotechnic Display & Special Effects (One Day Permit)
$125
$200
$125
$50
$SO
$100
$100
Hazardous Materials:
An operational permit is required to store, transport on site, dispense, use or handle
hazardous materials in excess of the amounts listed below.
Annual Hazardous Material Permit;
Combustible Fiber
Loose 100 cubic feet
Baled 1000 cubic feet
Flammable Gas
Gaseous 1000 cubic feet
$roo
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Liquefied (except propane) 30 gallons
LP Gas: Storage and use inside or outside of any building.
Exception:
1. Individual containers with 500 gallons water capacity or less serving occupancies in Use group R-3.
2. Operation of cazgo tankers that transport LP gas.
Flammable Liquid
Class lA 30 gallons
Class 1 B and I C 120 gallons
Co®bustible Liquid
Class 11 120 gallons
Class ILIA 330 gallons
Class IIIB 13,200 gallons
Flammable Solid
Flammable Solid ] 25 pounds
Pyrophvric Material
Solid 4 pounds
Liquid 4 pounds
Gas 50 cubic feet
Water Reactive -Solid or Liquid
Class 3 S pounds
Class 2 50 pounds
Class 1 No permit required
Unstable (reactive) Material -Solid or Liquid
Class 4 1 pounds
Class 3 5 pounds
Class 2 50 pounds
Class 1 No permit required
Oxidizer -Solid or Liquid
Class 4 ]pound
Class 3 l0 pounds
Class 2 250 pounds
Class ] 4000 pounds
Oxidizing Gas
Gaseous 1500 cubic feet
Liquefied 15 gallons
Organic Peroxide -Solid or Liquid
Class UD 1 pound
Class 1 S pounds
Class lI 50 pounds
Class IIl 125 pounds
Class IV No permit required
Class V No permit required
Toxic Material
Solid 500 pounds
Liquid 500 pounds
Gas 810 cubic feet
Highly Toxic Material
Solid l0 pounds
Liquid 10 pounds
Gas 20 cubic feet
Corrosive Material
Solid 5000 pounds
Liquid 500 gallons
Gas 810 cubic feet
Cryogenic -Liquid
Cryogenic (Flammable) 45 gallons
Cryogenic (Oxidizing) 45 gallons
Unstable (reactive) Material -Gas
Class 4 10 cubic feet
Class 3 50 cubic feet
Class 2 250 cubic feet
Class 1 No permit required
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LvFivisxEn
sL sivESs
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
6-19-12
ITEM NUMBER:
7
Expenditure Refunds-Motion made by Mr. Ecker,
seconded by Mr. Barksdale and has now met the 10-
daylayover requirement. A roll call vote is now
required.
ACTION:
Yes
CONSENT AGENDA:
ACTION:
SUBJECT/PROPOSAL/REQUEST:
Budget Amendment for expenditure refunds
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
INFORMATION:
STAFF CONTACT(S): C~~~~
Sleeper, VanDerHyde
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of May, 2012 for review. As discussed earlier with
the Board, the simple routine of putting every refund back in the budget is extremely time consuming and
leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the
budget so the budget would increase with every expenditure refund.
RECOMMENDATION:
Staff recommends the reappropriation of funds as follows: $1,260.00 to Circuit Court Clerk-Part-time (100-
4-021600-1300), $1,169.48 to Sheriff-Service Contracts (100-4-031200-3320), $351.65 to Sheriff-
Subsistence & Lodging (100-4-031200-5530), $6,568.13 to Sheriff-Parts (100-4-031200-6030), $4,840.71 to
Sheriff-Labor (100-4-031200-6031), $67.20 to Fire Marshal-Training & Education (100-4-031700-5540),
$1,222.29 to Extradition (100-4-033100-5550), $292.52 to E911-Service Contracts (100-4-035500-3320),
$708.74 to B&G-Service Contracts (100-4-043100-3320), $7,324.11 to WIA-Rent (251-4-353160-5420).
MOTION MADE BY MR. ECKER, SECONDED BY MR. BARKSDALE AND HAS NOW MET THE 10-
DAY LAYOVER REQUIREMENT. A ROLL CALL VOTE IS NOW REQUIRED.
P23
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE: ITEM NUMBER:
AGENDA TITLE: 6-04-12 6
Expenditure Refunds-Requires a motion and a 10-day ACTION: INFORMATION:
layover Yes
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION: INFORMATION:
Budget Amendment for expenditure refunds
ATTACHMENTS:
Yes
STAFF CONTACT(Sl: REVIEWED BY: ~~
Sleeper, VanUerHyde
BACKGROUND:
DISCUSSION:
Attached is a list of expenditure refunds for the month of May, 2012 for review. As discussed earlier with
the Board, the simple routine of putting every refund back in the budget is extremely time consuming and
leaves room for errors. To stay in balance with the Treasurer, we need to reappropriate refunds into the
budget so the budget would increase with every expenditure refund.
RECOMMENDATION:
Staff recommends the reappropriation of funds as follows: $1,260.00 to Circuit Court Clerk-Part-time (100-
4-021600-1300), $1,169.48 to Sheriff-Service Contracts (100-4-031200-3320), $351.65 to Sheriff-
Subsistence & Lodging (100-4-031200-5530), $6,568.13 to Sheriff-Parts (100-4-031200-6030), $4,840.71 to
Sheriff-Labor (1 00-4-03 1 200-643 1), $67.20 to Fire Marshal-Training & Education (100-4-031700-5540),
$1,222.29 to Extradition (100-4-033100-5550), $292.52 to E911-Service Contracts (100-4-035500-3320),
$708.74 to B&G-Service Contracts (100-4-043100-3320), $7,324.11 to WIA-Rent (251-4-353160-5420).
THIS ITEM REQUIRES A MOTION AND A 10-DAY LAYOVER.
P24
PITTSYLVANIA COUNTY
Finaace Department
P.O. Hon 436
Chatham, Vttsinla 24lf31
VIRGII~TIA
-~~
* ~
**
~ *~* *~
Phone (434j 432-7740
Faa (434) 43Z-7746
Gretna/Hart (434j 6S6-6211
Sachelora Hall/WhitmcU (434j ?97-9550
MEMO TO: William D. Sleeper, County Administrator
FROM: Kim Van Der Hyde ~~
Finance Director
SUBJECT: May Expenditure Refunds
DATE: June 1, 2012
The list below shows all expenditure refunds that were sent to the Finance Department
during the month of May. I am recommending that all of the following expenditure
refunds be reappropriated by the Board of Supervisors:
100-4-021600-1300 Circuit Court Clerk Part-time 1,260.00
State Reimbursement
100-4-031200-3320 Sheriff Service Contracts 1,169.48
Overpayment
100-4-031200-5530 Sheriff-Subsistence & Lodging 351.65
Reimbursement
100-4-031200-6030 Sheriff Parts 6,568.13
Insurance Reimbursement/Restitution
100-4-031200-6031 Sheriff-Labor
Insurance Reimbursement
100-4-031700-5540 Fire Marshal-Training & Education
Refund
100-4-033100-5550 Jail-Extradition
100-4-035500-3320 E911-Service Contracts
Overpayment
4,840.71
67.20
1,222.29
292.52
P25
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE:
6-19-12
Jail -Appropriation of Additional Funds for Boarding
of External Prisoners Motion made by Mr. Ecker, ACTION:
seconded by Mr. Hagerman and has now met the 10- Yes
day layover requirement. A roll call vote is required.
CONSENT AGENDA:
SUBJECT/PROPOSAL/REOUEST: ACTION:
Appropriation of additional funds for boarding of
external prisoners ATTACHMENTS:
Yes
REVIEWED BY:
ITEM NUMBER:
8
INFORMATION:
INFORMATION:
STAFF CONTACT(S): C,~'
Sleeper, VanDerHyde
BACKGROUND:
It is the responsibility of the County to house prisoners in the County operated Jail. When this is not
possible, prisoners are boarded in other facilities and the County is billed for these charges. A total of
$500,000 was budgeted for Boarding of External Prisoners in the FY 2012 budget.
DISCUSSION:
Because the Pittsylvania County Jail is overpopulated, the County has had no other option but to house the
overflow prisoners in other facilities. A total of $585,812.50 has been spent for the boarding of prisoners in
external facilities through May 31, 2012, exceeding the budget currently by $85,812.50. It is anticipated that
we will spend an additional $139,187.50 for the month of June. Therefore, a total of $225,000.00 of
additional funds are needed to cover this anticipated overage.
RECOMMENDATION:
Staff recommends that the Board amend the Jail's budget and approve an appropriation of $225,000 from
Unappropriated Surplus to line item 100-4-033100-3174 (Boarding of Prisoners-External). MOTION
MADE BY MR. ECKER, SECONDED BY MR. HAGERMAN AND HAS NOW MET THE 10-DAY
LAYOVER REQUIREMENT. A ROLL CALL VOTE IS REQUIRED.
P27
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Recommendations from Finance Committee
AGENDA DATE:
06-19-2012
ITEM NUMBER:
11
SUBJECT/PROPOSAL/REQUEST:
Committee Recommendations
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY: ~~ " "
INFORMATION:
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Supervisors Finance Committee met with the Pittsylvania County School
Board on Monday, June 11, 2012 to discuss the following:
(a) Impact of Pittsylvania County Board of Supervisors Action; June 4, 2012
(b) Impact to Schools Year-End Costs
(c) Comprehensive Services Act Reimbursement
DISCUSSION:
At the June 11, 2012 meeting of the Finance Committee, the following motion to the full Board was made:
Motion to withhold $125,000 of the School Board's reimbursement request for the School Board's shared
cost of the $250, 000 Comprehensive Services Act (CSA} reimbursement to the State from Pittsylvania
County, and to reimburse the Pittsylvania County Schools at total of $925,326.56 for CSA expenditures
upfronted by the Schools; and approve the agreement with the Pittsylvania County School Board that the
$250, 000 CSA reimbursement to the State for the next ten (10) years be jointly repaid by the Board of
Supervisors and the School Board at an annual cost of $125, 000 each.
RECOMMENDATION:
Staff submits this to the Board of Supervisor for their review, consideration and approvals.
P33
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
6-04-12 11
,Comprehensive Services Act (CSA) Repayment
ACTION: INFORMATION:
SUB,IECT/PROPOSAIJREOUEST: Yes '
Discussion and decision concerning the School CONSENT AGENDA:
Boazd's responsibility in repaying monies due to the ACTION: INFORMATION: ~
Commonwealth of Virginia based. on the CSA audit
ATTACHMENTS:
No
STAFF CONTACT(S1: REVIEWED BY: ~~
Sleeper, Van Der Hyde
BACKGROUND:
The County is responsible for repaying the Commonwealth of Virginia a total of $2.5 million over a 10 year
period based on an audit of the CSA program conducted by the Auditor of Public Accounts in 2011.
Repayment of these funds in the amount of $250,000 annually began in this fiscal year and was withheld
from our most recent draw of CSA funds.
DISCUSSION:
Currently, Pittsylvania County owes Pittsylvania
the amount of $1,050,326.56. Since Pittsylvani~
regarding the CSA audit, the Board. of Superviso
with the School Boazd or if they plan on covering
County Schools a reimbursement of CSA expenditures in
i County has already made the first payment to the State
rs needs to determine if they plan on sharing this liability
100% of this repayment
RECOMMENDATION:
The Board needs to consider the level of responsibility the School Board has concerning repayment of CSA
monies to the Commonwealth of Virginia..
P34
~Vlm.r,~
~-,~, P= PITTSYLVANIA COUNTY SCHOOLS
~S P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531
i InA uv~~
June 13, 2012
Mr. W. Dan Sleeper
County Administrator
Pittsylvania County
P. O. Box 426
Chatham, VA 24531
Dear Mr. Sleeper:
Mr. James E. McDaniel
Division Superintendent
At its June 12, 2012, meeting, the Pittsylvania County School Board voted to jointly
share with the Board of Supervisors the $250,000 annual settlement results from the
Comprehensive Services Act (CSA) audit. The School Board agrees to pay $125,000 each of the
next ten (10) years.
The Board also requests that the invoices for mandated services be paid through the
Community Policy and Management Board (CPMB) and the fiscal agent which is the
Pittsylvania County Board of Supervisors as stipulated in the CSA For At Risk Youth and
Families Policy Manual updated October, 2011 (copy of Section 4.3.1 a enclosed). This means
that invoices would no longer be pre-paid by the Pittsylvania County School Board with an
expectation of reimbursement from the County as fiscal agent.
Should you have any questions or concerns, please contact my office.
Respectfully,
. ~' t'
James E. McDaniel
Division Superintendent
JEM/jfh
Enclosure
C: Members, Pittsylvania County School Board
Members, Pittsylvania County Board of Supervisors
TELEPHONE NU1~II3ERS: (434) 432-2761 • X434) 793-1624 (Danville) • (4341 656-6248 (Gretna) • FAY (434) -132-9560
P35
~.:
by federal or state law or regulation, utilizing a standard sliding fee scale based upon
ability to pay, as provided in the appropriation act." COV & 2.2-5211 C.
"Pursuant to 2~ 2-5200, Code of Virginia, Community Policy and Management Teams
shall seek to ensure that services and funding are consistent with the Commonwealth's
policies of preserving families and providing appropriate services in the least restrictive
environment, while protecting the welfare of children and maintaining the safety of the
public." 2011 Appropriations Act, Chapter 890, Item 274 ~ 6.2.d
~.3.1a Payment for Services and Change of Legal Residence
The Community Policy and Management Team jurisdiction where the child
legally resides shall be responsible for payment for the services identified in the
child/family's Individual Family Service Plan.
Issues of legal residence should be addressed by the legal services assigned to
the Community Policy and Management Team. In the event that the
child/family's legal residence changes, the following policy should govern
payment for services:
The former Community Policy and Management Team jurisdiction is
responsible for (a) providing written notification to the new
Community Policy and Management Team jurisdiction of the fact that
the child/family's residence has changed and (b) forwarding
child's/family's Individual Family Service Plan and other Family
Assessment and Planning Team documents to the new Community
Policy and Management Team jurisdiction; and (c) informing service
providers of changes in the child/family's residence.
The former Community Policy and Management Team jurisdiction
pays for services until 30 calendar days after the new Community
Policy and Management Team receives written notification of the
child/family's residence in the new Community Policy and
Management Team locality.
When the residence of the child/family transfers to a new Community
Policy and Management Team jurisdiction, the receiving Community
Policy and Management Team jurisdiction must review the cun•ent
Individual Family Service Plan and adopt or revise and implement
within 30 calendar days.
Community Policy and Management Team jurisdictions are encouraged
to:
a. Keep track of the child/family's residence status;
b. Notify receiving Community Policy and Management Teams as
soon as they know of the child/family's pending move, to
facilitate planning; and
c. To work cooperatively to resolve issues related to legal residence.
Guidelines adopted by the SEC during the initial structuring of CSA
27 of 68
P36
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Recommendations from Property and Building
Committee
SUBJECT/PROPOSAL/REQUEST:
Committee Recammendations
STAFF CONTACT(S):
Mr. Sleeper
AGENDA DATE:
06-19-2012
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY: Cf~
ITEM NUMBER:
12
INFORMATION:
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Supervisors Property and Building Committee will meet on Tuesday, June
19, 2012 at 4:30pm to discuss the following:
(a) Blairs Community Center
(b) Captain Martin Building
DISCUSSION:
Any recommendations made at that meeting will be presented to the full Board at their adjourned meeting
Tuesday, June 19, 2012 at 7:OOpm.
RECOMMENDATION:
Staff submits this to the Board of Supervisor for their review and consideration.
P37
PROPERTIES & BUILDING COMMITTEE
Pittsylvania County Board of Supervisors
TUESDAY, JUNE 19, 2012
4:30 pm
Conference Room
Captain Martin Building
1 Center Street
Chatham, Virginia
AGENDA
1. Call to Order 4:30 pm
2. Roll Call
3. Approval of Agenda
4. New Business
(a) Blairs Community Center
(b) Captain Martin Building
5. Adjournment
P38
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Contract Award to Reynolds-Clark Development, Inc.
for Civil Engineering and Environmental Services -
Brosville Industrial Park Grading and Site
Improvement for Development Ready Sites
SUBJECT/PROPOSAL/REOUEST:
Contract Award
AGENDA DATE:
06-19-2012
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
13
INFORMATION:
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
REVIEWED BY:
BACKGROUND:
The Pittsylvania County Board of Supervisors received a grant award for grading and site improvements to
the Brosville Industrial Park to create Development Ready Sites.
DISCUSSION:
Staff interviewed five (5) firms for civil engineering and environmental services. Reynolds-Clark
Development, Inc. was chosen as the #1 firm. Staff has negotiated a contract with Reynolds-Clark
Development, Inc. to provide civil engineering services for grading two (2) lots
RECOMMENDATION:
Staff recommends the Board approve a contract totaling $48,100 with Reynolds-Clark Development, Inc. for
civil engineering services for grading and site improvement for two lots in the Brosville Industrial Park and
authorize the County Administrator to execute all necessary documents.
P39
C
ReyAOlds Clark
June 12, 2012
Mr. Dan Sleeper, County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
RE: Proposal for Civil Engineering and Environmental Engineering Services
Design and Construction of Development Ready Sites
Brosville Industrial Park, Pittsylvania County, VA
Dear Mr. Sleeper:
Reynolds-Clark Development, Inc. (Reynolds-Clark) is pleased to submit a proposal for
requested civil services for the proposed design and construction of Development Ready
Sites at the Brosville Industrial Park in Pittsylvania County, VA. Our understanding of
the project and our proposed scope of services are described below.
UNDERSTANDING OF THE PROTECT
We understand that the requested services are for a grading and erosion and sediment
control plan for two (2) lots, approximately 24 acres, in the Brosville Industrial Park
located in Pittsylvania County, VA (County), along with associated specifications. We
understand that site grading will take place at the cul-de-sac of the existing industrial
access road. Exhibit A and B included in the RFP for this project show the two (2) parcel
locations.
We understand that a topographic survey of the proposed property has been completed
and will be provided by the County. We will use the collected data to aid in the
completion of the grading and erosion and sediment control plan.
Upon review of the site, Reynolds-Clark has identified a stream channel on the proposed
graded pads and believes that environmental permitting may be necessary. We have
included wetland engineering services and permitting services in the scope of work that
will be completed on an as-needed basis.
SCOPE OF SERVICES
A. Grading and E&S Plan -Reynolds-Clark will use existing topography provided
by the County to initiate design. The Construction Grading Plan will show
proposed grades, site contours, profiles, and computations.
112 South Man Street PO BOX 556 Gretna, VA 24557
434.656.8961 p 434.656.8995
www.reynddsclark.cam
P40
Proposal -Design and Construction of Development Ready Sites
Brosville Industrial Pazk
June 12, 2012
Page 2 of 5
An Erosion and Sediment Control Plan will be provided and submitted to the
County for approval. The erosion and sediment control plan will meet all
requirements of the County and the minimum standards of the Department of
Conservation and Recreation, Erosion and Sediment Control Handbook.
Engineering calculations for erosion and sediment control and storm drainage will
be provided.
A Virginia Pollutant Discharge Elimination System (VPDES) permit, which is
required by the Department of Environmental Quality (DEQ), will also be
prepared and submitted (Owner will be responsible for all permit fees). A Storm
Water Pollution Prevention Plan (SWPP) will be prepared as required by the
VPDES permit.
The preliminary grading plan and E&S Plan will be prepared and submitted to
appropriate approval agencies for review and comments. A final Construction
Document Plan Set will be generated and submitted for bidding and procurement
purposes.
B. Wetland Delineation/Stream Assessment -Reynolds-Clark will delineate the
wetlands and streams within the expected project grading boundaries
(approximately 24 acres). This delineation will consist of soil, plant, and
hydrology evaluation of the site and flagging the limits of wetlands and streams.
A map with these limits will be prepared along with data sheets detailing the soil
type and wetland plant species. This delineation will be submitted to the ALOE
for confirmation and will be prepared using the Cowardin Classification System
Mapping Conventions.
The map prepared will be a sketch to provide surveyors with a guide to the
numbered flags in the field. It is suggested that the flags be surveyed after the
delineation is confirmed by the ACOE for exact limits and accurate calculation of
acreages of impact.
C. Wetland/Steam Impact Permitting -Reynolds-Clark will prepare a Joint Permit
Application (JPA) for the waters of the U.S. impacts proposed for filling of
relatively permanent waters related to this project. Reynolds-Clark will work
with the County to generate the information required in the permit.
D. Surveying Services -Surveying will be sub-contracted to a licensed surveyor to
locate the wetland and stream boundaries after the Army Corps of Engineers
confirms the delineation in the field. This survey will then give an accurate
location and size of the jurisdictional areas. The accurate impacts will then be
calculated based on the proposed grading plan.
112 South Main Street PO BOX 556 Gretna, VA 24557
434.656.8961 p 434.656.8995 f
wuuw.reynddsdark.corn
P41
Proposal -Design and Construction of Development Ready Sites
Brosville Industrial Pazk
June 12, 2012
Page 3 of 5
E. Bidding, Construction Administration & Project Management - R-C will
assist the County with project advertisement and provide ten (10) sets of
construction documents for bidding purposes. Questions from contractors will be
addressed throughout the bidding process and addenda will be prepared as
necessazy. R-C will attend the pre-bid conference, bid opening, prepare a bid
tabulation of received bids, and make a recommendation of award. R-C will
prepare the Agreement, Notice of Award, Notice to Proceed and assist with
procurement for the successful contractor to initiate the work.
Five (5) additional sets of plans and specifications will be provided for
construction purposes. Shop drawings and change orders will be reviewed. A
Pre-construction Conference will be conducted to discuss and align project tasks
and schedule.
Up to twelve (12) site visits will be made to inspect the work during construction
assuming a construction period of six (6) months. One thorough visit will be
made monthly for the purpose of reviewing contractor's pay requests.
R-C will provide project management services throughout the design and
construction phases of the project. R-C will develop a schedule for the design
phase of the project identifying all project tasks and project milestones and
provide monthly Project Status Reports that will be submitted electronically in
PDF format at the end of each month for the work completed through the last
Friday of the respective month.
R-C will provide a Communication Needs Plan (CNP) that will include all known
project stakeholders and the means necessary to maintain open communication.
Updates will be made accordingly and the CNP will be distributed via email in
PDF format.
Once the successful contractor is awarded the contract, R-C will generate a
schedule for the construction phase of the project and submit monthly Project
Status Reports throughout the construction phase of the project, assuming six (6)
months for construction. The reports will be submitted electronically in PDF
format via email at the end of each month for the work completed through the last
Friday of the respective month.
FEES & PAYMENT POLICY
Reynolds-Clark Development, Inc. proposes to provide the services detailed above in the
SCOPE OF SERVICES for the following fees:
A. Grading and E&S Plan $ 31,000 Lump Sum
112 South Main Street PO BOX 556 Gretna, VA 24557
434.656.8961 p 434.656.8995 f
www.reynddsdark.com
P42
Proposal -Design and Construction of Development Ready Sites
Brosville Industrial Park
June 12, 2012
Page 4 of 5
B. Wetland Delineation/Stream Rating
(If necessary)
C. Wetland/Steam Impact Permitting
(ff necessary)
D. Surveying Services
E. Bidding, Con-A & Project Management
$ 4,500 Lump Sum
$ 3,800 Lump Sum
$ 2,200 Lump Sum
$ 6,600 Lump Sum
All services will be progress billed monthly until complete. Payment term will be NET
thirty (30) days. Invoices not paid in full thirty (30) days from the date of invoice are
subject to a suspension of work until the outstanding bill is paid, and a finance charge of
1 1/2°Io per month on the unpaid balance.
SCHEDULE
Reynolds-Clark is prepared to begin immediately and to provide full attention to this
project until it is complete. We will initiate work within two (2) weeks receipt of a
signed proposal and notification to proceed.
SPECIAL CONDITIONS AND QUALIFICATIONS
The fee estimate is based on the following clarifications and special conditions:
1. Should the scope of services as described above increase, Reynolds-Clark would
negotiate additional fees for services beyond those originally proposed.
2. This proposal does not include any geotechnical testing, other types of
construction testing, or full time construction inspection. Reynolds-Clark would
be glad to negotiate the addition of these services if they are needed.
3. This proposal does not include permitting fees associated with any required
permitting.
4. This proposal does not include any construction stakeout services.
112 South Main Street PO BOX 556 Gretna, VA 24557
434.656.8961 p 434.656.8995 f
www.reynoldsclark.corn
P43
Proposal -Design and Construction of Development Ready Sites
Brosville Industrial Pazk
June 12, 2012
Page 5 of 5
We appreciate the opportunity to submit this proposal. Please give us a call at 434-656-
8961 if you have any questions.
Sincerely,
Reynolds-Clark Development, Inc.
Timothy C. Reynolds, P.E. Gretchen B. Clark, P.E.
Vice President President
This proposal of Reynolds-Clark Development, Inc. is accepted:
Print (type) Individual, Firm, or Corporation
Signature of Authorized Representative Date
Print (type) Name of Authorized Representative
~~ ;9sak:eii~i~'',}'~~,,,~~:~,!~I'i~~svill~:indnr;ti~~.ilF:~i4,iD~~:~cl~~~+nieutfi,:a;1;~S~t~:;)v~~~ I_-.J~+~
APPR~ED~4S~0 FO M~
J. VADEN HUNT, ESQ
ATTORNEY, PITTSYLVANIA COUNTY
112 South Main Street PO BOX 556 Gretna, VA 24557
434.656.8961 p 434.656.8995f
www.reynddsclark.com
P44
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
2013 School Budget Amendments
SUBJECT/PROPOSAL/REQUEST:
This item needs to be tabled at this time
STAFF CONTACT(S):
Sleeper, VanDerHyde
AGENDA DATE:
6-19-12
ACTION:
No
ITEM NUMBER:
14
INFORMATION:
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS:
No
REVIEWED BY: L~~2~
BACKGROUND:
During the 2013 budget process, estimates were used to formulate the 2013 school budget. It was hoped that
finalized figures would be available at this meeting in order to change the adopted 2013 school budget based
on the actual figures from the State.
DISCUSSION:
Finalized figures are not available at this time to make a formal change to the 2013 school budget.
RECOMMENDATION:
Staff recommends the Board of Supervisors table this item and revisit it at their July 2, 2012 meeting.
P45
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Solid Waste Fee
AGENDA DATE:
06-19-2012
ITEM NUMBER:
15
SUBJECT/PROPOSAL/REQUEST:
Solid Waste Fee
STAFF CONTACT(S):
i Mr. Sleeper
ACTION:
CONSENT AGENDA:
ACS
ATTACHMENTS:
REVIEWED BY: C J~
INFORMATION:
INFORMATION:
BACKGROUND:
DISCUSSION:
The Honorable Coy E. Harville has asked that the Solid Waste Fee be placed on the agenda for discussion.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their consideration.
P46
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Water and Sanitary Sewer to Mt. Hermon Medical
Center
SUBJECT/PROPOSAL/REQUEST:
Water and Sanitary Sewer to Mt. Hermon Medical
Center
AGENDA DATE:
06-19-2012
ACTION:
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
REVIEWED BY:
ITEM NUMBER:
16
INFORMATION:
INFORMATION: ~
STAFF CONTACT(S):
Mr. Sleeper
BACKGROUND:
DISCUSSION:
The Honorable Coy E. Harville has asked that Water and Sanitary Sewer to Mt. Hermon Medical Center
be placed on the agenda for discussion.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their consideration.
P47
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Application for Commissions, Committees, Boards
and Agencies
AGENDA DATE:
06-19-2012
ITEM NUMBER:
17
SUBJECT/PROPOSAL/REQUEST:
Application for Service
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY: C%~ _ /
INFORMATION:
INFORMATION:
BACKGROUND:
At recent Board meetings, The Honorable Brenda Bowman, representative from the Chatham-Blairs District,
has requested that an application process be instituted by the Pittsylvania County Board of Supervisors for
citizens of Pittsylvania County to make application for positions open for political appointment to
committees, boards and commissions of Pittsylvania County.
DISCUSSION:
At a previous meeting, Ms. Bowman had submitted a draft application for the Board to consider for citizens
wanting to serve on any of the various commissions, committees, boards and agencies to which
representatives are appointed to by the Board of Supervisors. Since then, Ms. Bowman has formed a simple
application for the Board to take into consideration. (See Attached).
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their consideration.
P48
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
One Center Street
P. O. Box 426
Chatham, VA 24531-0426
Fax: (434) 432-7714
www.pittQOV.ora
Citizen Committee Interest Form
Today's Date
Name
Address,
Phone_
Email
Education Background
Occupation
Special Skills/Interests/Qualifications that would be of benefit to committee appointed
Committees of Interest (please mark all that apply)
Danville-Pittsylvania Community Services Board Pittsylvania County Industrial Development Authority
Pittsylvania County Agricultural Development Board Pittsylvania County Planning Commission
Pittsylvania County Beautification Committee Pittsylvania County Public Library Board
Pittsylvania County Board of Assessors Pittsylvania County Road Viewers
Pittsylvania County Building Code Board of Appeals Pittsylvania County Service Authority
Pittsylvania County Community Action Board Pittsylvania County Social Services Board
At-Lar¢e
Dan River Small Business Development Center - 2 at-large -not by district
Danville Community College Board of Trustees - 3 at-large -not by district
Southern Area Agency on Aging, Inc. 2 at-large -not by district
Board recommends for each of the seven (71 districts -Appointment by Circuit Court Judee•
Pittsylvania County Board of Equalization
Pittsylvania County Board of Zoning Appeals
Board of Supervisors Member
Employer
P49
Boards & Commissions
Serve on a Board or Commission
Pittsylvania County, Virginia is pleased to provide you with a guide to the County's boards and
commissions. It is hoped the information will be helpful and encourage you to share your talents and
abilities through participation in County Government by volunteer service on a County board or
commission.
Complete the Boards and Commissions Application if you are interested in serving on a board or
commission. If you would like further information about the appointment process, please contact the
Clerk of the Board of Supervisors at (434) 432-7710
Current Boards and Commissions
Appointments by each of the seven (71 Mastisterial Districts:
Danville-Pittsylvania Community Services Board
Pittsylvania County Agricultural Development Board
Pittsylvania County Beautification Committee
Pittsylvania County Board of Assessors
Pittsylvania County Building Code Board of Appeals
Pittsylvania County Community Action Board
Pittsylvania County Industrial Development Authority
Pittsylvania County Planning Commission
Pittsylvania County Public Library Board
Pittsylvania County Road Viewers
Pittsylvania County Service Authority
Pittsylvania County Social Services Board
At-Larne
Dan River Small Business Development Center - 2 at-large -not by district
Danville Community College Board of Trustees - 3 at-large -not by district
Southern Area Agency on Aging Inc. 2 at-large -not by district
Board recommends for each of the seven (71 districts -Appointment by Circuit Court Judsle:
Pittsylvania County Board of Equalization
Pittsylvania County Board of Zoning Appeals
P50
,i
AppOINTME
NTS
P51
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Appointment -Danville-Pittsylvania Community
AGENDA DATE:
06-19-2012
ITEM NUMBER:
18
Services Board of Directors
SUBJECT/PROPOSAL/REOUEST:
Appointment to Danville-Pittsylvania Community
Services Board of Directors: Chatham-Blairs District
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
CONSENT AGENDA:
ACTION: INFORMATION:
ATTACHMENTS:
No
REVIEWED BY: C~~
BACKGROUND:
The Pittsylvania County Board of Supervisors makes political appointments to various committees, boards and
commissions of Pittsylvania County.
DISCUSSION:
The Chairman of the Board of Supervisors has requested before any nominations for appointments are made to any
committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the
board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or
commission. Ms. Gayla R. Wood holds a seat that will expire on June 30, 2012. At the end of her current term,
Ms. Wood has indicated she will be moving out of state and therefore cannot be re-appointed. This position
represents the Chatham-Blairs District. Members may serve up to three 3-year consecutive terms.
The Honorable Brenda Bowman has nominated Mr. Bob Warren for this appointmentfor a term beginningJuly 1,
2012 through June 30, 201 S.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P52
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Appointment -Pittsylvania County Planning
Commission
SUBJECT/PROPOSAL/REOUEST:
Re-appointment to Pittsylvania County Planning
Commission; Callands-Gretna District
STAFF CONTACT(S):
Mr. Sleeper
AGENDA DATE:
06-19-2012
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
ITEM NUMBER:
19
INFORMATION:
INFORMATION:
REVIEWED BY: C!~ - '
BACKGROUND:
The Pittsylvania County Board of Supervisors makes political appointments to various committees, boards and
commissions of Pittsylvania County.
DISCUSSION:
The Chairman of the Board of Supervisors has requested before any nominations for appointments are made to any
committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the
board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or
commission. Ms. Janet Mease currently holds a seat as the Callands-Gretna District representative to the
Pittsylvania County Planning Commission that will expire on July 31, 2012.
The Honorable Jerry Hagerman has nominated Ms. Mease to be re-appointed as the Callands-Gretna District
representative to the Pittsylvania County Planning Commission for a new term that will begin August 1, 2012 and
end July 31, 2016.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P53
PITTSYLVANIA COUNTY
VIRGINIA
Department of Code Compliance
P.O. Drawer D
Chatham, Virginia 24531
Odie H. Shelton, Jc., Director
Phone Numbers:
Inspections (434) 432-7755
Zoning (434) 432-7752
Fax (434)432-7919
Gretna/Hurt (434) 656-6211
MEMORANDUM
TO: Will. Sleeper, County Administrator
FROM: Odie H. Shelton, Jr., Director of Code Compliance/Zoning Administrator
SUBJECT: Appointment of Planning Commission Member
DATE: May 21, 2012
Please place the appointment of a Planning Commission member on the Board of Supervisors agenda for the
meeting of June 4, 2012. This member will represent the Callands-Gretna District. Janet Mease's term will
expire on July 31, 20l 2. The new term will be from 2012 to 2016.
Should you have any questions regarding this matter, please feel free to contact me at any time.
OHS, Jr./khb
C: Greg Sides, Assistant County Administrator
Morris Stowe, Planning Commission Chairman
P54
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Appointments -Board of Assessors
AGENDA DATE:
06-19-2012
ITEM NUMBER:
20 ~
SUBJECT/PROPOSAL/REQUEST:
Appointment to Pittsylvania County Board of
Assessors
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY: Cj" ~
INFORMATION:
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Assessors assists the hired assessment contractor in assessing all real estate in the
locality. Meeting dates, time and location are determined by the Reassessment Contractor. The Board of Assessors
is composed of a maximum of seven (7) members appointed by the Board of Supervisor, and if seven (7) members
are appointed, there must be one (1) from each electoral district and must live in the district that he/she represents.
For the 2008 General Reassessment, there were only four (4) members appointed to this board.
DISCUSSION:
The Chairman of the Board of Supervisors has requested before any nominations for appointments are made to any
committees, boards, agencies or commissions, that the name be submitted to the Board of Supervisors prior to the
board meeting of the proposed candidate to be nominated for an appointment to that board, agency, committee, or
commission. It will be up to the Board of Supervisors to determine if they wish to have a representative from each
electoral district, and if so, nominations will need to be submitted to represent each of the seven (7) electoral
districts
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review and consideration.
P55
REPORTS FR01'I
BOARD
yIEyIgERS
REPORTS FROM
LEGAL COL~ISEL
P57
REPORTS FROM
coLVTY
anviivisT~TOx
P58