07-02-2012 BOS Regular Meeting~J dlJl~U ~ ([~~~
BOARD pACKgT
BOARD OF gUYERVISORs
RgGULAR MEETING
TULy 2, 2012
P~
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
REGULAR MEETING
MONDAY, JULY 2, 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) Pittsylvania County School Request -Pages 7-12
(b) Pittsylvania County Service Authority - Mt. Hermon -Pages 13-14
(c) Set Public Hearing for Changes to the 2012 Budget - Page I S
(d) School Appointment -Comprehensive Policy Management Board (CPMB) -Pagesl b-24
APPROVAL OF AGENDA
HEARING OF THE CITIZENS
CONSENT AGENDA
5. (a) Minutes: June 2, 2012 -Regular Meeting -Pages 27-34
June 19, 2012 -Special Called Meeting -Pages 35-36
June 19, 2012 -Adjourned Meeting -Pages 37-45
(b) Bill List -June 2012 (On County Website)
(c) Music Festival Permit Application -Tomahawk Mills Winery -Pages 46-59
(d) Ratify Letter for Program Administrator (Pittsylvania County Community Action.) FY2013
Subrecipient Designation -Indoor Plumbing Rehabilitation Loan Program -Pages 60-62
PUBLIC HEARING
6. Public Hearing to receive citizen input on an emergency declaration by the Board of
Supervisors to amend Section 6.1.2(A) and 6.1.2(B); Bi-Annual Payment of Tax Levy, of the
Pittsylvania County Code, moving the due date for County tax payment from June 5, 2012 to
Monday, July 16, 2012, for the Year 2012 only. Pages -64-69
NEW BUSINESS
7. Recommendations from Solid Waste Committee -The Pittsylvania County Board of
Supervisors Solid Waste Committee will meet at 4:OOpm on Monday, July 2, 2012 and
recommendations from the Committee, if any, will be presented to the full Board at their
Regular Meeting. -Pages 71-72
(a) Illegal Dumping
(b) Cameras
(c) New Position
(d) Overtime
Recommendations from the Animal Pound Committee -The Pittsylvania County Board of
Supervisors Animal Pound Committee will meet at S: OOpm on Monday, July 2, 2012 and
recommendations from the Committee, if any, will be presented to the full Board at their
Regular Meeting. Pages 73-79
(a) Ms. Carolyn Booth, President-Animal Welfare League of Pittsylvania County
(b) Ms. Virginia Kilmer, President -Virginia Federation of Humane Societies,
Richmond, VA
(c) Discussion of committee name
9. Rescind Solid Waste Fee - Mr. Harville -Page 80
10. Annual Contracts -Dewberry & Davis, Inc.; July 2012-June 2013 Proposals for Storm Water
Monitoring -Pittsylvania County Landfill, VPDES Permit No. VAR051524; Phase I & Phase
II Landfill Gas Monitoring, and Phase I & II Groundwater Monitoring for Pittsylvania County
Landfill, Permit No. 571 -Pages 81-99
11. Change Order 1; Pittsylvania County Landfill Cell B -Pages 100-102
12. Resolution to the Virginia Department of Transportation - No Thru Trucks Resolution for SR
799/Climax Road -Page 103
13. Expenditure Refunds -Pages 104-105
14. Set Public Hearing for Changes to the 2013 Budget -Page 106
15. Project Lifesaver - Requires a Roll Call Vote -Page 107
16. National Night Out - Requires a Roll Call Vote -Page 108
17. Board of Assessors -Pages 109-111
BOARD ANNOUNCEMENTS
REPORTS FROM LEGAL COUNSEL
REPORTS FROM COUNTY ADMINISTRATOR
CLOSED SESSION
18. Closed Session: Consultation with Legal Counsel and Briefings by Staff Members or
Consultants pertaining to actual or probably litigation, where such consultations or
briefings in open meeting would adversely affect the negotiating or litigation posture of
the Public Body; and consultation with Legal Counsel employed or retained by a Public
Body regarding specific legal matters requiring provision of legal advice to such counsel.
Authority: §2.2-3711(A)(7) Code of Virginia, 1950, as amended
Subject Matter: Barbara Hudson vs. Pittsylvania County, Virginia
Purpose: Briefing on Litigation Status
ADJOURNMENT
TO BE ADDED
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P6
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
~. AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Pittsylvania County School Request 07-02-2012 4(a)
SUBJECT/PROPOSAL/REOUEST:
Response from School Board
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Supervisors has been sending information back and forth between the
Pittsylvania County Schools and the Boazd of Supervisors concerning the payment of the Comprehensive Services
Act settlement between Pittsylvania County and the Commonwealth of Virginia. On June 19, 2012, the
Pittsylvania Boazd of Supervisors voted to reimburse the Pittsylvania County Schools in the amount of $800,326.56
and to charge the Pittsylvania County Schools $250,000 per year for the next 10 years to pay the reimbursements to
the State concerning the CSA settlement with Pittsylvania County.
DISCUSSION:
Attached hereto is a letter from James E. McDaniel, Division Superintendent of the Pittsylvania County Schools,
dated June 27, 2012. The Pittsylvania County School Boazd unanimously voted to request the Board of Supervisors
to reconsider their decision to charge the full amount of $250,000 if the School Board agreed to continue to prepay
the Comprehensive Services Act invoices.
RECOMMENDATION:
Staff submits this to the Board of Supervisors for their review, consideration and action.
P7
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U p
`` PITTSYLVANIA COUNTY SCHOOLS
~ / ~ P.O. Bax 232.34 Bank Street S.E. • (~atham, Virginia 24531
r" S
June 27, 2012
Mr. W. Dan Sleeper
County Administrator
Pittsylvania County
P. O. Box 426
Chatham, VA 24531
Dear Mr. Sleeper:
Mr. James E. McDaniei
Division Snperiote~ent
At its special mee±ina on J•,:r-e 26; 2012, il;e Pittsylvania r~~unty Schooi_ Board by unanimous
vote of all members present granted approval to request the Board of Supervisors to reconsider
its decision to charge the full amount of $250,000 if the School Board agrees to continue to pre-
pay the Comprehensive Services Act (CSA) invoices. If this request is approved by the Board of
Supervisors it would mean that both governing bodies would share the costs of $125,000 from
each entity to equal $250,000 for each of the next ten (10) years.
Should you have questions or need additional information, please contact me at (434) 432-2761,
ext. 5001.
Res ectfully
,~
James E. McDaniel
Division Superintendent
C: Members, Pittsylvania County School Board
Members, Pittsylvania County Board of Supervisors
Mr. Don Johnson, Assistant Superintendent for Business .
Dr. Lillian Holland, Assistant Superintendent for Administration -Elect
Ms. Tracy Worley, Director of Budget and Finance -Elect
TELEPHONE NUMBERS: (434) 432-2761 • (434) 793-1624 (Danville) • (434) 656-6248 (Gretna) • FAX (434) 432-9560
P8
Openin~e Remarks -June 26.2012. School Board Meeting
On June 11, 2012, the Pittsylvania County Board of Supervisors (BOS) Finance
Committee unanimously voted to withhold $125,000 from the school systems'
reimbursement to fund the division's share of a $250,000 Comprehensive Service
Act (CSA) reimbursement to the State. At its June 12, 2012, meeting the
Pittsylvania County School Board voted to jointly share with the BOS the
$250,000 annual settlement by agreeing to pay $125,000 each of the next ten (10)
years.
However, after reviewing my letter dated June 13, 2012, (Attachment A) stating
that the School Board "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 ..." the BOS
reversed their decision to work with the School Board in resolving the matter. In
fact, Mr. Dan Sleeper, County Administrator, indicated in his letter, dated June 20,
2012, (Attachment B) that the BOS "did not agree to that change and requests
that the School Board continue to pay the invoices up-front ..." In addition, the
Board of Supervisors "agreed to charge the Pittsylvania County Schools
$250,000 a year for the next ten (10) years to pay the reimbursements to the
State" according to the annual settlement results from the CSA audit.
It is worth noting that the BOS and their representatives negotiated a settlement
with the State that resulted in the decision to pay back the $250,000 over ten (10)
years. At no time was the School Board or its representatives invited to be a part of
that discussion or deliberation, yet the schools are now expected to be held solely
responsible to repay the annual settlement for the CSA audit.
The decision by the BOS is confusing and begs a response to several questions:
• The BOS apparently changed their minds from the unanimous vote by the
Finance Committee on June 11, 2012, to share in the responsibility, simply in
response to the School Board's request to no longer pre-pay the CSA invoices -
Will the BOS reconsider the decision to charge the full amount ($250,000)
if the School Board agrees to continue pre-paying the CSA invoices?
• Other than the School Board's request to discontinue pre-paying the invoices -
What changed that resulted in the decision to charge the full amount
($250,000) to the School Board?
• If there are no other factors that contributed to the decision by the BOS -How
can the School Board be expected to foster positive and cooperative
working relations with a governing body that makes arbitrary decisions
without notice, explanation or collaboration?
P9
• [f there aze no other factors that contributed to the decision by the BOS -How
can the School Board trust that future commitments with the BOS will
maintain integrity?
• If there aze no other factors that contributed to the decision by the BOS -Was
this a political decision aimed at somehow reprimanding the School Board
and reducing ftnancial support for the children that are educated in
Pittsylvania County Schools?
• If there are no other factors that contributed to the decision by the BOS - Is the
BOS seeking a "scapegoat" (someone to blame) for this unfortunate
situation that has negatively impacted both governing bodies and the
County?
• If there aze no other factors that contributed to the decision by the BOS -When
can the school community, and the citizens for that matter, expect
consistent and credible leadership from the BOS?
• If there are no other factors that contributed to the decision by the BOS -Why
not do the fair and right thing by honoring the unanimous agreement that
was brokered on June 11, 2012, between the BOS Finance Committee and
the School Board Budget Committee?
There must be reconciliation and healing of leadership if the County government
and schools are to move forward. Leaders build bridges! These bridges help us to
move from where we are to where we need to be. Bridges wide enough and strong
enough to cross safely! Bridges made of hope, ideas and opportunity! At the
foundation of the bridges leaders build are words like courage, commitment,
communication, compassion, trust, loyalty, integrity aad inspiration.
As Abigail Adams wrote to her pen-pal, Thomas Jefferson, "These are the hard
times in which genius would wish to live ..... Great necessity calls forth great
leader"
These are complicated times we live in, and even more will be required of
leadership in the future if this community is to move beyond all the negativity
surrounding these events and help bring about necessary major, positive change.
Indeed, it is up to leadership to paint a picture of a desired future state in a way that
makes the pain of change worth the effort.
P10
,~ ~~t•ce Tp
` ~ PITTSYLVANIA COUNTY SCHOOLS ~Ir. James E. McDaniel
Q
Division Superintendent
~S P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 2x531
June 13, 2012
ATTACHMENTA
Mr. W. Dan Sleeper
County Administrator
Pittsylvania County
P. O. Box 426
Chatham, VA 24531
Dear Mr. Sleeper.
At its June 12, 2012, meeting, the Pittsylvania County School Boazd 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 Boazd (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 Boazd with an
expectation of reimbursement from the County as fiscal agent.
Should you have any questions or concerns, please contact my office.
Respectfully,
. ~~ ~
James E. McDaniel
Division Superintendent
JEM/jfli
Enclosure
C: Members, Pittsylvania County School Boazd
Members, Pittsylvania County Board of Supervisors
'TELEPHONE VU`IBERS: 1134)132-2761 •11311 793-1621(Danville) • 1134) 656-62181Gretna) • FA!C 1134)132-9560
P11
Mr. James E. McDaniel, Division Superintendent
CSA Reimbursement
June 19, 2012
Page 2
If you should have any questions concerning this notification, please do not hesitate to
contact my office.
Sincere ,
William D. Sleeper
County Administrator
WDS/kp
Cc: Honorable Members of the Pittsylvania County Board of Supervisors
Honorable Members of the Pittsylvania County School Board
Kim Van Der Hyde, Director of Finance
J. Vaden Hunt, County Attorney
P12
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Pittsylvania County Service Authority (PCSA) - 07-02-2012 4(b)
Mt. Hermon
ACTION:
Yes
SUBJECT/PROPOSAL/REOUEST:
PCSA Service - Mt. Hermon Medical Center
STAFF CONTACT(S):
Mr. Sleeper
CONSENT AGENDA:
ACTION:
INFORMATION:
INFORMATION:
ATTACHMENTS:
No
REVIEWED BY:
BACKGROUND:
The Danville Regional Medical Center, in cooperation with Wilkins Realty, has approved a medical service facility
on Franklin Turnpike in the Mt. Hermon area. In order to get the necessary water and sewer services to this
particular building, it would require significant work under the Franklin Turnpike and work for the Pittsylvania
County Service Authority.
DISCUSSION:
Since this is an economic development based project that will provide 25 jobs or more, it is the recommendation of
staffthat the Board of Supervisors agree to provide $50,000 of economic development funds to assist the Service
Authority in providing the necessary connections for water and sewer on the Franklin Turnpike to the Danville
Regional Medical Center facility.
RECOMMENDATION:
It is the recommendation of staffthat the Board of Supervisors authorize the County Administrator to work with the
Pittsylvania County Service Authority up to $50,000 of economic development funds to provide the necessary
water and sewer connections under the Franklin Turnpike to the facility.
P13
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PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUNIMARY
AGENDA TITLE:
AGENDA DATE:
7-02-12
ITEM NUMBER:
4C
Set Public Hearing for Changes to the 2012 Budget
SUBJECT/PROPOSAL/REOUEST:
Public Hearing needed to amended the budget because
such amendments exceed 1 % of the fiscal budget
STAFF CONTACT(S):
Sleeper, VanDerHyde
ACTION:
Yes
CONSENT AGENDA:
INFORMATION:
ACTION: INFORMATION:
ATTACHMENTS:
No
REVIEWED BY:
I
BACKGROUND:
The Code of Virginia states in Section 15.2-2507 that "Any locality may amend its budget to adjust the
aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget
as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total
expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a
meeting and a public hearing once in a newspaper having general circulation in that locality at least seven
days prior to the meeting date."
DISCUSSION:
Budget amendments for 2011-2012 exceed the 1 % threshold covered under Secition 15.2-2507 of the Code
of Virginia, 1950 as amended. Therefore, a public needs to be set for the Board of Supervisors' adjourned
meeting, August 21, 2012. An advertisement of this amendment will run in the Star Tribune on August 8,
2012, which will satisfy the 7 day requirement.
RECOMMENDATION:
Staff recommends that a public hearing be set for the adjourned meeting of the Board of Supervisors, August
21, 2012 to hear citizen imput on budget amendments to the FY 2012 budget.
P15
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Pittsylvania County School Appointment
AGENDA DATE:
07-02-2012
ITEM NUMBER:
4(d)
SUBJECT/PROPOSAL/REOUEST:
Appointment for Pittsylvania County Schools -
Comprehensive Policy Management Board (CPMB)
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
INFORMATION: ~''
INFORMATION:
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
The Pittsylvania County Board of Supervisors requested that Pittsylvania County and the City of Danville split the
current joint CPMB Board. In doing so, they appointed a criteria of members to be appointed from Pittsylvania
County from specific service agencies.
DISCUSSION:
Attached hereto, you will fmd a letter requesting the Pittsylvania County Superintendent to be on the CPMB Board
and the letter from the Superintendent stating why he did not feel that the Superintendent should be on that
particulaz boazd and submit letters of June 25, 2012 actually making appointment on the behalf of the Pittsylvania
County School Board to the CPMB.
RECOMMENDATION:
It is the recommendation of Staff that they submit this to the Boazd of Supervisors for their review and
consideration since this changes the Board of Supervisors' intent to have the actual department head serve on this
boazd.
P16
`c~~ p[•cr ~o
~~ PITTSI'LVANIA COUNTri' SCHOOLS
... _
P.O. Box 232.39 Bank Street S.E. • Chatham, Virsinia ?4531
June 25, 2012
Mr. W. Dan Sleeper, County Administrator
Pittsylvania County
P. O. Box 426
Chatham, VA 24531
Dear Mr. Sleeper:
Mr. James E. McDaniel
Di~~ision Superintendent
Because of recent staffing changes within our organization, I am submitting the
name of Ms. Josie Loomis, Supervisor of Special Education, to represent Pittsylvania
County Schools on the Community Policy and Management Board (CPMB). Ms. L. Ann
Cassada, Assistant Superintendent for Support Services, will serve as alternate. Please
consider these two (2) individuals as my official designees for service.
Also, we are in the process of hiring a new school psychologist. This individual
will serve as the Pittsylvania County Schools' representative on the FAST team. Upon
the School Board's approval of a candidate for this position, you will be contacted of the
name of this individual.
Should you have any questions or need additional information; please contact my
office at your earliest convenience.
Respectfully,
r~ ~
James E. McDaniel
Division Superintendent
JEM/j fh
C: Ms. L. Ann Cassada, Assistant Superintendent for Support Services
Ms. Josie Loomis, Supervisor of Special Education
Ms. Amy Rice, CSA Coordinator
Members, Pittsylvania County Board of Supervisors
Members, Pittsylvania County School Board
TELEPHONE NUP1•IBERS: (434) 432-2761 • (434) 793-16 P~nanville) • (434) 65b-6248 IGmtna) • FAX (434) 432-9560
~ ~`4~a place ~• ~
o PITTSYLVANIA COUNTY SCHOOLS
~ ~ P.O. Box 232.39 Bank Street S.E. • Chatham, Virginia 24531
~S
Mazch 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
I am in receipt of your letter dated March 9 2012. In it you indicate that I have been "appointed
by the Pittsylvania County Baard of Supervisors to serve on the new Pittsylvania County
Community Policy Management Team on an ongoing basis" for the remainder of my tenure as
Division Superintendent of Pittsylvania County Schools.
It is my understanding that this decision was made without consultation with Members of the
Pittsylvania County School Boazd and the Superintendent. In your letter you site Section 2.2-
5204 of the Code of Virginia (Attachment # 1). It states in part that "Each such team shall be
appointed by the governing body of the participating local political subdivision establishing
the team. In making such appointments, the governing body shall ensure that the membership
is appropriately balanced among the representatives required to serve on the team in
accordance with Section 2.2-5205" of the Code of Virginia.
Please know that I presented your request to the Pittsylvania County School Boazd at its Mazch
12, 2012, meeting. During the meeting I referenced Section 2.2-5205 of the Code of Virginia
(Attachment #2) which states in part that "The community policy and management team to be
appointed by the local governing body shall include, at a minimum, at least one elected official
or appointed offcial or his designee from the governing body of a locality that is a member of
the team, and the local aPency heads or their desiPnees of the following community agencies:
community services board established pursuant to Section 37.2-501, juvenile court services
unit, department of health, department of social services and the local school division.
T"ne Pittsylvania County School Guard uAk tii15 11]fo.iiivt1G17 uridcr adviserrient and absent any
reason to alter their decision, have determined that the Superintendent will submit a designee to
serve on the new Community Policy Management Team. In a unanimous decision by the Boazd,
it was determined that it was in the best interest of Pittsylvania County Schools that the
Superintendent focus on leading and managing the operational affairs of the school division.
Should you have questions, please contact me at (434) 432-2761, ext. 5001.
Res ectfully, /'/
v/
~, ~~~
James E.1V~cDaniel
Division Superintendent
C: Members, Pittsylvania County School Board
Members, Pittsylvania County Board of Supervisors
Dr. Jeff Eazly, Assistant Superintendent for Support Services
TELEPHONE NUMBERS: (434) 432-2761 • (434) 793-1624 (Danville) • (434) 656-6248 (Gretna) • FAX (434) 432-9560
P18
LIS > Code of Virginia > 2.2-5204
Attachment #1
§ 2.2-5204. Community policy and management team; appointment; fiscal agent.
Page 1 of 1
rev ~ next
Every county, city, or combination of counties, cities, or counties and cities shall establish a community policy and
management team in order to receive funds pursuant to this chapter. Each such team shall be appointed by the
governing body of the participating local political subdivision establishing the team. In making such appointments,
the governing body shall ensure that the members[tip is appnzpriately balanced among the representatives wired to
serve on the team in accordance with § z. z-5205. When any combination of counties, cities or counties and cities
establishes a community policy and management team, the board of supervisors of each participating county or the
council in the case of each participating city shall jointly establish the size of the team and the type of
representatives to be selected from each locality in accordance with § 2.2-5205. The governing bodies of each
participating county and city served by the team shall appoint the designated representatives from their localities.
The pazticipating governing bodies shall jointly designate an official of one member city or county to act as fiscal
agent for the team.
The county or city that comprises a single team and the county or city whose designated official serves as the fiscal
agent for the team in the case of joint teams shall annually audit the total revenues of the team and its programs. The
county or city that comprises a single team and any combination of counties or cities establishing a team shall
arrange for the provision of legal services to the team.
(1992, cc. 837, 880, § 2.1-750; 2001, c. 844.)
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P19
LIS =Lode of Virgitua > '1.1-5105
Attachment #2
§ 2.2-5205. Community policy and management teams; membership; immunity from liability.
rage i of i
prev ~ next
The community policy and management team to be appoutted by the local governing body shall include, at a
minimum, at least one elected official or appointed ofliciaE or his designee from the governing body of a Eocalit~= tfiat
is a member of the team, and the local agency heads or their designees of the fo[[owing community agencies:
community services board established pursuant to § 37.2-501, juv~ile count services unit, department of hea.[di,
department of ~cial services and the local school division. The team shalt also include a representative of a private
organization or association of providers for children's or family services if such organizations or associations are
located within the locality, and a pazent representative. Parent representatives who are employed by a public or
private program that receives funds pursuant to this chapter or agencies represented on a community policy and
management team may serve as a pazent representative provided that they do not, as a part of their employment,
interact directly on a regular and daily basis with children or supervise employees who interact duectly on a daily
basis with children. Notwithstanding this provision, foster parents may serve as parent representatives. Those
persons appointed to represent community agencies shall be authorized to make policy and funding decisions for
their agencies.
The local governing body may appoint other members to the team including, but not limited to, a local government
official, a local law-enforcement official and representatives of other public agencies.
When any combination of counties, cities or counties, and cities establishes a community policy and management
team, the membership requirements previously set out shall be adhered to by the team as a whole.
Persons who serve on the team shall be immune from any civil liability for decisions made about the appropriate
services for a family or the proper placement or treatment of a child who comes before the team, unless it is proven
that such person acted with malicious intent. Any person serving on such team who does not represent a public
agency shall file a statement of economic interests as set out in § 2.2-3117 of the State and Local Government
Conflict of Interests Act (§ 2.z-sloo et seq.). Persons representing public agencies shall file such statements if
required to do so pursuant to the State and Local Government Conflict of Interests Act.
Persons serving on the team who aze parent representatives or who represent private organizations or associations of
providers for children's or family services shall abstain from decision-making involving individual cases or agencies
in which they have either a personal interest, as defined in § 2.z-3101 of the State and Local Government Conflict of
Interests Act, or a fiduciary interest.
(1992, cc. 837, 880, § 2.1-751; 1995, c. 190; 1999, cc. 644, 669; 2001, C. 844.)
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P20
PITTSYLVANIA COUNTY
VIRGINIA
William D. Sleeper ~''1''r~
County Administrator
P.O. Box 426
Chatham, Virginia 24531 0
dan.sleeper@pittgov.org i~6~ ~~
March 9, 2012
Mr. James E. McDaniel, Division Superintendent
Pittsylvania County Schools
P. O. Box 232
Chatham, VA 24531
Phone (434) 432-7710
Fax (434) 432-7714
Gretna/Hurt (434) 656-6211
Bachelors Hall/Whitmell (434) 797-9550
Re: Pittsylvania County Community Policy Management Team 2012
Deaz Mr. McDaniel:
This is to notify you that the Pittsylvania County Boazd of Supervisors has determined
that the existing regional Danville-Pittsylvania Community Policy Management Boazd has
reached a point where it must be sepazated by jurisdiction to independent boazds. Therefore, in
accordance with §2.2-5204 of the Code of Virginia, 1950, as amended, the Pittsylvania County
Board of Supervisors has passed the attached resolution, #2012-03-02, at its regulaz meeting on
Mazch 5, 2012 to dissolve the existing Danville-Pittsylvania Community Policy Management
Boazd for services to at-risks youth and to re-appoint a new local Pittsylvania County
Community Policy Management Team. This team shall be composed of the members identified
in that resolution, which has designated you to be a representative of the Pittsylvania County
Community Policy Management Team, in accordance with your position as identified in that
resolution. The resolution did not propose any designee other than the directors, superintendents
and department heads necessary to make up this team. The tenure of this appointment is for a
one-year term for a Pazent Representative, local government administrative representative, and
the Community Action Agency representative. All other representatives identified in the
resolution shall serve on an ongoing basis contingent upon their continued appointment in their
respective positions. Therefore, this is for all the permanent positions. You have been appointed
by the Pittsylvania County Board of Supervisors to serve on the new Pittsylvania County
Community Policy Management Team on an ongoing basis as long as you are employed as
Division Superintendent of the Pittsylvania County Schools.
Due to the requirements of transitioning from the dissolution of a regional Boazd to the
establishment of a local Boazd, you will be contacted concerning the organizational meeting of
the new Pittsylvania County Community Policy Management Team; however these proposed
appointments take effect immediately for the permanent members and the one-yeaz appointments
will be designated by the Boazd of Supervisors at their adjourned meeting Mazch 20, 2012.
P21
If you should have any questions concerning the appointments designated in this
resolution, please do not hesitate to contact my office.
Sincere ,
illiam D. Sleeper
County Administrator
WDS/rf
Enclosure
Cc: Honorable Members of the Economic Development Committee
J. Vaden Hunt, Legal Counsel
I~im Van Der Hyde, Director of Finance
Amy Rice, CSA Coordinator-Pittsylvania County
P22
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2012-03-02
VIRGINIA: At the regular meeting of the Board of Supervisors of Pittsylvania County held
in the General District Courtroom of the Edwin R. Shields Courtroom Addition in Chatham,
Virginia, on Monday, March 5, 2012 the following resolution was presented and adopted:
WHEREAS, the County of Pittsylvania and the City of Danville acting through
their respective governing bodies, adapted a Joist Resolution #1992-07-651 and #1992-07-
14 respectfully in July of 1992, creating the Danville-Pittsylvania Community Policy and
Management Board for Services to At-Risk Youths; and
WHEREAS, significant changes have occurred aver the years, as the program has
changed and evolved there is a need to separate the two jwisdictions into separate Boards as
authorized by section 2.2-5204 of the Code of Virginia, 1950, as amended; and
WHEREAS, the City of Danville and the County of Pittsylvatia adopted an
intergovernmental agreement July 1, 1995 to provide additional administrative policies and
procedures for the operation of the joint DanviNe-Pittsylvania Community Policy and
Management Board, which states "the Agreement will automatically terminate if Danville-
Pittsylvanie Eommunity Policy and Management Board should cease to exist as a joint
agency of the City and the County"; and
WHEREAS, the dissolution of the existing Board will require a transition period,
then the existing Board should stay in place mltii the newly appointed Board can meet and
vote to take over the County cases currently active under the existing program; and
NOW, THEREFORE BE IT HEREBY RESOLVED, that the Board of
Supervisors of the County of Pittsylvania does dissolve and disbanded the existing joint
Danville-Pittsylvania Community Policy and Management Board and creates the
Pittsylvania County Community Policy and Management Team.
TEAM COMPOSITION
The Pittsylvania County Community Policy and Management Team shall be composed of
the following members:
(1) County Government Official (elected or appointed)
(1) Director of Community Services Board
(1) Director of Department of Social Services
(1) Director of Department of Health
(1) Director of 22"~ District Court Services
(1) Superintendent of Pittsylvania County Public Schools
(1) Representative of Pittsylvania County SherifUs Office
(1) A Parent of a Special Needs Child
(1) Director of Pittsylvania County Community Action Inc.
P23
There may be an alternate member appointed by the designated member to represent
their Agency, only in emergencies. [f a member is absent for two (2) consecutive meetings,
no more cases for that Agency will be approved for funding wider CSA Funds until the
member returns and the full Community Policy and Management Team votes to reinstate
funding. The Pittsylvania County Comprehensive Services coordinator shall be an ex-officio
member to provide information and services to the team.
LENGTH 4F TENURE
The following representatives will be appointed to serve one (1) year term, a) a
parent representative, b) local government administrative representative, c) Community
Action, Inc representative all other appointments representing services agencies will be on
an ongoing basis, contingent upon the continued employment in their respective positions.
TEAM PURPOSE
The purpose of the Pittsylvania County Community Policy and Management Team
shall be to ovcrsee the implementation of policies and procedures governing: I) The receipt
and expenditures of State Pool and Trust funds earmarked for services to At-Risk and
troubled youth; 2) the words of interagency teams that assess and plan services for youth
and families; 3) the long-range planning and evaluation of services on a commutity-wide
basis arai 4) the development of a comprehensive data based tracking system to ensure a
current, accuraste information exchange oa all levels. The Team shall otherwise comply with
all provisions of the Virginia Comprehensive services Act for At-Risk Youth and Families.
BE IT FURTHER RESOLVED, that a copy of this resolution be submitted to Danville
City Council on behalf of the Pittsylvania County Board of Supervisors.
Given under my hand this Sa' day of March 2012.
Approved as to form
~ •V ~
County Attorney
William D. Sleeper, Ci(erk /
Pittsylvania County Board of Supervisors
P24
Tim R. Barber, Chairman
Pittsylvania County Board of Supervisors
HEARING OF
clTizEVs
P25
covsEVT
AGENDA
P26
Regular Meeting
June 4, 2012
Pittsylvania County Board of Supervisors
Monday, June 4, 2012
Regular Meeting
VIRGII~IIA: The Regular Meeting of the Pittsylvania County Boazd of Supervisors was
held on Monday, June 4, 2012 in the General District Courtroom of the Edwin R. Shields
Addition in Chatham, Virginia. Tim R. Bazber, Chairman, called the meeting to order at
7:08p.m. The following members were present:
Tim Bazber
James Snead
Coy E. Harville
Jessie L. Bazksdale
Jerry A. Hagerman
Brenda H. Bowman
Mazshall Ecker
Tunstall District
Dan River District
Westover District
Banister District
Callands-Gretna District
Chatham-Blairs District
Staunton River District
Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr.
Greg L. Sides, Assistant County Administrator for Planning and Development, and Ms. Rebecca
Flippen, Deputy Clerk to the Boazd, were also present.
Mr. Bazber led the Pledge of Allegiance.
A~uroval of Agenda
Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve the agenda with the
following additions:
(a) Institute for Advanced Learning & Reseazch -Appointment
(b) Virginia Department of Transportation -Support of Resolution (Transfer
SR863/Berry Hill Road to Primary System
(c) Virginia Department of Housing and Community Development -Community
Development Block Grant Application
(d) Proposed Amendment to Section 2.8 of Pittsylvania County Boazd of
Supervisors By-Laws
Mr. Ecker's motion was unanimously approved by the Boazd.
Hearing of the Citizens
Mr. Matthew Speck of the Staunton River District made comments on what he felt was
an uncertainty and unrest facing the communities and the United States, and offered a word of
prayer for the Boazd of Supervisors.
Ms. Elizabeth Jones, of the Banister District and Chairman of the Pittsylvania County
Democratic Party, spoke to the Boazd concerning the lack of summer jobs and remedial
instruction available for the youth of Pittsylvania County. Ms. Jones encouraged the Boazd to
talk to the state legislators and congressmen about summer jobs for youths.
Mr. George Stanhope of the Callands-Gretna District made comments about authorities
and boazds that issue bonds that azen't voted on by the citizens of the County and asked the
Board to consider adding an item to the agenda for revoking the bond issuance authority from
these authorities to also eliminate paid boazds.
Mr. David Gresham from Franklin County made comments honoring the constitutional
rights of citizens; promoting the Golden Rule as a true religion; and that the Board should stop
throwing away money on the religious issue and should drop the litigation.
This concluded the Hearing of the Citizens.
P27
Regular Meeting
June 4, 2012
Consent Agenda
(a) Minutes: May 7, 2012 - Regulaz Meeting
May 15, 2012 -Adjourned Meeting
(b) Bill List -May 2012 (online)
(c) Watch for Children signs -Waller Lane
(d) Amendment to Resolution 2012-02-02 - No Thru Trucks
Motion was made by Mr. Snead, seconded by Mr. Ecker, to approve the Consent Agenda
with the following changes:
(a) On page 55 of the Board Packet, Minutes of May 15, 2012 Boazd of Supervisors
Adjourned Meeting, the adjournment times listed is 8:52pm and should be corrected to state
10:16pm as the adjourned time.
Mr. Snead's motion was unanimously approved by the Boazd.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2012-06-O1
WHEREAS, the 1997 session of the General Assembly amended the Code of Virginia
with the addition of Section 33.1-210.2 which allows the installation of "Watch for Children"
signs; and
WHEREAS, the Pittsylvania County Boazd of Supervisors has received a request from
the residents of Waller Lane (State Road 839) in the Chatham-Blairs District; one sign to be
place on the beginning of Waller Lane at its entry off of SR 41/Franklin Turnpike, on the right
side of the highway between E911 addressing 264 Waller Lane and 306 Waller Lane, and the
second sign to be placed at the opposite end of Waller Lane, on the left side of the highway,
across from E911 addressing 748 Waller Lane; for the installation of these signs that would be
approximately 1.8 miles apart; and
WHEREAS, a review of this azea indicates that it meets the criteria set forth by the
Virginia Department of Transportation,
NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Boazd of
Supervisors does hereby request the Commissioner of the Virginia Department of Transportation
to use funds from the Secondary Construction Budget to install "Watch for Children" signs at the
above noted location.
Given under my hand this 4th day of June 2012.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION
2012-02-02
VIRGINIA: At a regular meeting of the Pittsylvania County Boazd of Supervisors on Monday,
February 6, 2012 in the General District Courtroom of the Edwin R. Shields Courthouse
Addition the following resolution was presented and adopted:
WHEREAS, numerous citizens have complained to the Pittsylvania County Boazd of
Supervisors about heavy truck traffic, particulazly wood chip trucks, using State Route 640
(Wards Road) beginning at Manson Bridge to State Route 633 (Clover Road) and State Route
P28
Regular Meeting
June 4, 2012
633 (Stone Road) from Manson Bridge until reaching State Route 668 (Grit Road) to gain access
to the Dominion Power Plant at Hurt; and
WHEREAS, the citizens requested that the Board of Supervisors consider "No Thru
Truck" signs on these roads in order to improve the safety and welfaze of the community, protect
the children and school buses on the road and reduce the potential of serious accidents on these
secondary roads; and
WHEREAS, the Pittsylvania County Boazd of Supervisors held a public hearing on
Monday, February 6, 2012 to receive citizen input on the consideration of "No Thru Trucks" on
State Route 640 (Wazds Road) beginning at Manson Bridge to State Route 633 (Clover Road)
and State Route 633 (Stone Road) from Manson Bridge until reaching State Route 668 (Grit
Road) with an alternate utilizing U.S. Route 29; and
WHEREAS, the Boazd held a public hearing on Monday, February 6, 2012, in
accordance with Section 46.2-809 of the Code of Virginia, 1950, as amended, and received the
required citizen input and has recommended an alternate to the Commonwealth of Virginia; and
WHEREAS, Pittsylvania County will use its good offices for enforcement of the proposed
restrictions by the appropriate local law enforcement agency; and
BE IT HEREBY RESOLVED, that the Pittsylvania County Boazd of Supervisors,
requests the Virginia Department of Transportation to place truck restrictions and "No Thru
Truck" traffic signs on State Route 640 (Wards Road) beginning at Manson Bridge to State
Route 633' (Clover Road) and State Route 633 (Stone Road) from Manson Bridge until reaching
State Route 668 (Grit Road) in Pittsylvania County with a primary alternate of continuing on
State Route 699 (Gladys Road) to RT 29 (Wazds Road); RT29 South to the northern most exit
for Altavista, RT 712 then South on BUS 29, come back through town to Pittsylvania Avenue
and turn east onto State Route 668 (Grit Road); restriction should be on any truck or truck and
trailer or semi-trailer combination, except pickup or panel trucks, or solid waste trucks
performing their duties; and
BE IT FURTHER RESOLVED, that a copy of this Resolution be forwazded to the
Lynchburg District Office of the Virginia Department of Transportation and to Dominion Power.
Given under my hand this 4th day of June, 2012.
New Business
Motion was made by Mr. Ecker, seconded by Mr. Bazksdale, to approve 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 Mazshal-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 motion required a 10-Day Layover.
Motion was made by Mr. Ecker, seconded by Mr. Hagerman, to amend the Jail's budget
and approve an appropriation of $255,000 from Unappropriated Surplus to line item 100-4-
033100-3174 (Board of Prisoners-External). This motion required a 10-Day Layover.
P29
Regular Meeting
June 4, 2012
Motion was made by Mr. Barksdale, seconded by Ms. Bowman, to amend the Jail's
Budget and approve a total appropriation of $56,522.81; $29,425.68 to line item (100-4-033100-
0520) Jail's telephone and $27,097.13 to the Jail's overtime line item (100-4-033100-1200).
This motion required a 10-Day Layover.
Motion was made by Mr. Snead, seconded by Ms. Bowman, to approve a transfer of
$6,500 from the CSU Outreach Line item (100-4-033300-3183) to Buildings & Grounds Repairs
and Maintenance line item )100-4-043100-3310), which was unanimously approved by the
Board.
Motion was made by Mr. Ecker, seconded by Ms. Bowman, to approve the following line
transfer, which includes a transfer of $1,975.57 from the Memorial Gift Fund to the Library local
budget, which was unanimously approved by the Boazd.
PITTSYLVAN44 CO PUBLIC LIBfiARY FY 20112012
TRAI~FERS REQU
BASED ON BA6ANCE8 AS OF
MAY IOt2
NOTE: Approved by the Library 8garrl of Trustees at their May 24, 2012 meeting.
To be submitted to the Board of Supervisors for approval at their
next meeting.
FROM TO
raMfer to aacourrts wh~rrr nrard~d:
1001-0731001100 F11' Salariere (3,273.63)
100073100.1300 PJT Salsrfes l,33S.70
1o04~or31oa21oa FICA e9s.22
tOO~f-073100.2710 YitS ('~•~?
100-078100-2x00 Utsemploy~m+~nt k~s ("60.76)
1001-073100 3171 Emp Copt Gen ?A8.00
100-M073100.3800 Advertlsinp (7~-~)
100.4-073100-5110 tibdriCily 300.00
10D~1-0731005120 tieatinp Fuels 1.7559.00
100~1-073100~i130 Wster a i 00.00
100~+W731006230 TgiepNoAe (1.000.00)
100.4-0781005420 fiental M BuNdtngs 1.800.00
1044-078f00.550D Travel 1,100.00
100.4-073i00~40 ?raktir~g 14 tduca8on 128.73
1004.0731003840 Awards ~ catalcales 105.00
1ao~4~oraloaeoo3 Fummiture ~ FixUrres 7ti0.77
loawr3loo~e9os JarMloriel Supplks c350.00)
100~4~073100~6006 F-,e~-va,ic>e ttooooo)
iao-,w731oo~eoso sere cots -Parts t3asl.so)
1004-0731008031 Ssrv Costa- labor (331.00?
2116.4.07331p.0012 tdsmorid ONt Fund 1978.87
Z8S-1-073320-3310 itep 3 #AaiM - Otf Equip 696.00
286+1-07'3820.8320 Serv CoM Off Equip (896.00)
11 f11
0 0.
(tRANO TOTAL TltMl$FERS ~O: 1
P30
Regular Meeting
June 4, 2012
Motion was made by Ms. Bowman, seconded by Mr. Bazksdale, to postpone Item #11,
Comprehensive Services Act (CSA) Repayment, and refer this item to the Joint Liaison
Committee of the Boazd of Supervisors and School Board of Pittsylvania County. A substitute
motion was made by Mr. Harville, seconded by Mr. Ecker, to pay back '/2 of the annual $250,000
($125,000) for the next ten years to the Commonwealth of Virginia, which would total
$2.Smillions over the ten yeaz period and require the schools to pay $125,000 annual, the
remainder of the $250,000 annual payment to the Commonwealth of Virginia. The following
Roll Call Vote was recorded: Mr. Hagerman-No; Ms. Bowman-No; Mr. Ecker-Yes; Mr.
Harville-Yes; Mr. Snead-Yes; Mr. Bazksdale-No; and Mr. Bazber-Yes. Mr. Harville's substitute
motion passed by the Boazd's majority vote of 4 to 3.
Motion was made by Mr. Harville, seconded by Mr. Snead, to approve the Articles of
Agreement Resolution #2012-06-03 that each subdivision with the Dan River Alcohol Safety
Action Program (ASAP) was being asked by Dan River ASAP to approve, and authorized the
County Administrator to sign on the behalf of the County and forwazd the resolution to Dan
River ASAP, which was unanimously approved by the Boazd.
RESOLUTION
2012-06-03
ARTICLES OF AGREEMENT
Concerning
DAN RIVER ALCOHOL SAFETY ACTION PROGRAM
These proposed Articles of Agreement aze between the City of Danville, City of
Martinsville, County of Franklin, County of Henry, County of Patrick, County of Pittsylvania,
and Dan River Alcohol Safety Action Program, or any combination of the above-listed political
subdivisions approving these Articles, along with Dan River Alcohol Safety Action Program,
hereinafter referred to as Dan River ASAP.
WHEREAS, Dan River ASAP came into existence by resolution of the City Council of
Danville, Virginia, under the provisions § 18.2-271.1, Code of Virginia 1950, as amended; and
WHEREAS, The City of Martinsville, Virginia, has agreed to be cash flow agency
(fiscal agent) for Dan River ASAP; and
WHEREAS, Dan River ASAP provides services to the courts of the City of Danville and
City of Martinsville, County of Franklin, County of Henry, County of Patrick, and County of
Pittsylvania, and develops programming and alcohol service delivery mechanisms that will
primarily serve to substantially reduce the number of highway hazards and accidents resulting
from the consumption of alcohol and drugs.
P31
Regulaz Meeting
June 4, 2012
WHEREAS, A Policy Boazd is established to govern and operate the Dan River ASAP,
BE IT AGREED:
1. A Policy Board of the Dan River ASAP shall be established whose purpose shall
be to develop and implement operational and personnel policies of the program in
keeping with the needs of the Courts, as they relate to drinking drivers, first time
drug offenders, and such other ancillary programs as may be approved by the
Board and necessitated by statutory changes of the Code of Virginia. The Policy
Board shall develop and adopt a set of by-laws for the Board to conduct the
business of Dan River ASAP as it serves the 21St & 22"d Judicial Districts; and
2. Appointees to serve as members of the Policy Boazd may be designated by each
political subdivision approving these Articles of Agreement. Each political
subdivision, after approving these Articles of Agreement, may appoint up to two
(2) members to the Policy Boazd, each to serve a three yeaz term, with each
succeeding re-appointed member to serve a three yeaz term; and
3. District Court Judges within the geographical azea of the 21St and 22"d Judicial
Districts may be members of the Policy Boazd; and
4. Ex-officio member of the Policy Boazd shall be the Dan River ASAP Director;
and
5. The Policy Boazd of Dan River ASAP shall be and is empowered to employ the
Director of Dan River ASAP; implement personnel and operations policies for
Dan River ASAP in keeping with the provisions of the Commission on VASAP
Policy and Procedure Manual; develop and submit annual operational budgets for
the Dan River ASAP; solicit bids and execute contracts for services and in general
tend to the physical, financial and actual operation of Dan River ASAP. The
Policy Boazd shall be and is empowered to delegate such powers as it deems
necessary and/or advisable to the Director of the Dan River ASAP; and
6. Dan River ASAP shall be self-supporting or draw funds from Federal or State
grant funds in such manner as to insure there is, and will be, no financial liability
to any participating political subdivision; and
7. The Policy Boazd may also select members for the Policy Board from among
professional groups such as law enforcement, educational, medical and/or civic
groups concerned with highway safety; and
8. These Articles of Agreement shall remain in force until specifically revoked or
canceled by participating jurisdictions approving these Articles of Agreement.
Each political subdivision concurring with these Articles of Agreement and desiring to be
represented on the Policy Boazd of the Dan River ASAP should indicate their approval of these
Articles of Agreement by adoption of a resolution, a copy of which should be signed by the
P32
Regular Meeting
June 4, 2012
appropriate subdivision and submitted to the regional office of Dan River ASAP.
Revisions approved by the Dan River ASAP Policy Board on
Monday, September 26, 2011
Motion was made by Mr. Harville, seconded by Mr. Snead, to award a contract to
Functional Movement Systems (FMS) at a total cost of $17,370, as a sole source, for the
Sheriff's Office Wellness Program -Phase II, with $9,000 of the cost covered under the
Byrne/JAG Grant (Rapid Deployment Team) and the balance of $8,370 charged to the Sheriff's
local budget-line item 1 00-4-03 1 200-3 1 1 520-Wellness Program. Mr. Harville's motion was
unanimously approved by the Boazd.
Motion was made by Ms. Bowman, seconded by Mr. Barksdale, for the Board to adopt
an application policy and process concerning citizen application for appointed positions, and
establishing ordinances that set up defmitions of pay or no pay, similar to the Board of
Supervisors' Chapter 22-Compensation for the Boazd of Supervisors, in the Pittsylvania County
Code. A substitute motion was made by Mr. Harville, seconded by Mr. Snead, to postpone this
item until revisions of the application were made and could be considered by the Board. Mr.
Harville's substitute motion passed by the Board's majority vote of 5-2, with Ms. Bowman and
Mr. Barksdale opposing.
Added Items
Motion was made by Mr. Harville, seconded by Mr. Snead, to re-appoint Glenda Clazk as
the Pittsylvania County representative to the Boazd of Trustees for the Institute for Advanced
Learning and Research for athree-year term, beginning July 1, 2012 through June 30, 2015,
which was unanimously approved by the Boazd.
Motion was made by Mr. Harville, seconded by Mr. Ecker, to approve Resolution 2012-
06-02 supporting the transfer of the Berry Hill Road portion of SR 863 from the Secondary Road
System to the Primary Road System and authorize the County Administrator to make
adjustments as necessary, then forwazd to the Virginia Department of Transportation, which was
unanimously approved by the Board.
Motion was made by Mr. Snead, seconded by Mr. Harville, to agree to a funding grant
for apre-treatment facility to be constructed in the Cane Creek Centre be prepared and submitted
by a private contractor, Joyce French, The French Connection, to the Virginia Department of
Housing and Community Development, through their Community Development Block Grant
(CDBG) for the cost of $500, which was unanimously approved by the Board.
Motion was made by Mr. Ecker, seconded by Ms. Bowman, to amend Article 2.8,
Hearing of the Citizens, of the Pittsylvania County Boazd of Supervisors By-Laws, in which
2.8.1 states that under Hearing of the Citizens, ... "each person address the Board shall be a
resident or land owner of Pittsylvania County, or the registered agent of such a resident or land
owner; each person speaking 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; no person shall be permitted to address the Board more than two
(2) times on the same subject in any one (1) meeting; all remarks shall be addressed to the Board
as a body and not to arry 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;
and no question shall be asked by a Board member except through the Chairman"..... It was
after discussion of the Board that Mr. Ecker amended his motion, seconded by Ms. Bowman, to
P33
Regulaz Meeting
June 4, 2012
remove the limitation of the entire period of Hearing of the Citizens to 15 minutes and remove
group speakers from the existing by-laws and retain everything else stated in the proposal for
Article 2.8.1. Mr. Ecker's amended motion required a 10-Day Layover.
Aupointments
Motion was made by Ms. Bowman, seconded by Mr. Harville, to appoint Shannon Hair
as the Private Sector representative on the Board of Directors for the Dan River Small Business
Development Center fora 2-yeaz term beginning July 1, 2012 and ending June 30, 2014, which
was unanimously approved by the Board.
Motion was made by Mr. Ecker, seconded by Mr. Snead, to appoint Gerald Milliman as
the Staunton River District representative to the Boazd of Directors for Danville-Pittsylvania
Community Services with a 3-yeaz term beginning July 1, 2012 and ending June 30, 2015, which
was unanimously approved by the Boazd.
Motion was made by Mr. Ecker, seconded by Mr. Hagerman, to appoint Michael Hudson
and replace Lucy Johnson (who was unable to fulfill her term) as the Staunton River District
representative on the Pittsylvania County Library Boazd of Trustees, with Mr. Hudson to begin
serving immediately until the term ends on June 30, 2015. Mr. Ecker's motion was unanimously
approved by the Boazd.
Board Announcements
Ms. Bowman said she felt her first Town Hall meeting, held on May 31, 2012 at the
Spring Gazden Elementary School was successful and would be planning more in the future. She
also stated that the Beautification Committee had made a application submittal to the Virginia
Association of Counties (VACo) 2012 Achievement Awazds, in the environmental category.
Mr. Ecker stated that the Gretna Festival on May 26, 2012 was a success that was
enjoyed by everyone in attendance.
Closed Meetine
Motion was made by Mr. Snead, seconded by Mr. Harville, to enter into Closed Session
for: 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 regazding 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: Bazbaza Hudson vs. Pittsylvania County
Purpose: Briefing on Litigation Status
Mr. Snead's motion was unanimously approved by the Boazd and the Board of Supervisors
entered into Closed Session at 8:13pm.
Motion was made by Mr. Harville, seconded by Mr. Snead, to return to Open Session.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Regulaz Meeting of the Pittsylvania County Boazd of
Supervisors on June 4, 2012 the Boazd hereby certifies by a recorded vote that to the best of each
Boazd member's knowledge only public business matters lawfully exempted from the open
P34
Special Call Meeting
June 19, 2012
Pittsylvania County Board of Supervisors
Monday, June 19, 2012
Special Call Meeting
VIRGI1vIA: The Special Call Meeting of the Pittsylvania County Board of Supervisors
was held on Monday, June 19, 2012 in Conference Room 2 of the Captain Martin Building in
Chatham, Virginia. Tim R. Bazber, Chairman, called the meeting to order at 6:08p.m. The
following members were present:
Tim Barber
James Snead
Coy E. Harville
Jessie L. Bazksdale
Jerry A. Hagerman
Brenda H. Bowman
Mazshall Ecker
Tunstall District
Dan River District
Westover District
Banister District
Callands-Gretna District
Chatham-Blairs District
Staunton River District
Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney, Mr.
Greg L. Sides, Assistant County Administrator for Planning and Development, and Ms. Rebecca
Flippen, Deputy Clerk to the Board, were also present.
Aouroval of Agenda
Motion was made by Mr. Ecker, seconded by Mr. Snead to approve the agenda, which
was unanimously approved by the Board.
Hearing of the Citizens
Mr. Dave Gresham of Franklin County, Virginia stated he felt this meeting had been
called because of the way he had chided the Boazd at previous meetings about their Christian
prayers which were against the Constitution and he'd had time to think about it. Mr. Gresham
stated that Bazbaza (Hudson) sent him an email letting him know about the Boazd of
Supervisors' Special Call Meeting. Mr. Gresham stated maybe he'd been a little harsh in his
tone with the Board but he believed every word that he said. Mr. Gresham made further
comments comparing his beliefs against his interpretation of the Christian religion.
Ms. Bazbara Hudson, of the Callands-Gretna District, wanted to shaze some information
she'd received while at a Bar Association Conference in Virginia Beach. Ms. Hudson stated
that one of the comments raised at the conference was, if the State passed legislation lifting the
moratorium on uranium mining just for Coles Hill that the final say still lies with the Boazd of
Supervisors under current legislation and that the Board could stop uranium mining in
Pittsylvania County under their Solid Waste Ordinance and that the County is co-equal with
the State in protecting the citizens of the County. Lastly, Ms. Hudson reminded the Boazd of
the definition of xenophobia and that Boazd members should not say they don't want to hear
from outsiders, when outsiders aze constantly moving into this azea from other places.
Mr. Keith Silverman of the Tunstall District made comments opposing the prohibition of
outsiders speaking at the Hearing of the Citizens and asked the Boazd to seriously consider not
adding this to their by-laws.
This concluded the Hearing of the Citizens
Unfinished Business
At the Regular Meeting of the Pittsylvania County Board of Supervisors meeting on
P35
Special Call Meeting
June 19, 2012
Monday, June 4, 2012, an amendment motion was made by Mr. Ecker, seconded by Ms.
Bowman, to amend Article 2.8, Hearing of the Citizens, of the Pittsylvania County Board of
Supervisors By-Laws, in which the proposed Article 2.8.1 (to be incorporated into the by-laws)
states that under Hearing of the Citizens, ..."each person address the Board shall be a resident
or land owner of Pittsylvania County, or the registered agent of such a resident or land owner;
each person speaking 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; no person shall be permitted to address the Board more than two (2) times on
the same subject in any one (1) 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 jioor, 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; and no
question shall be asked by a Board member except through the Chairman"....This motion
required a 10-Day Layover that had now been met. The following Roll Call Vote was recorded:
Mr. Barksdale-Yes; Mr. Harville-No; Mr. Hagerman- Yes; Ms. Bowman-Yes; Mr. Ecker-Yes;
Mr. Snead-Yes and Mr. Barber-Yes. Mr. Ecker's motion to amend Article 2.8 and incorporate
2.8.1 into the by-laws of the Board of Supervisors passed by a majority 6-1 vote of the Board,
with Mr. Harville in opposition, and would go into effect immediately.
Adiournment
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 6:20pm.
P36
Adjourned Meeting
June 19, 2012
Pittsylvania County Board of Supervisors
Tuesday, June19, 2012
Adjourned Meeting
VIRGINIA: The Adjourned Meeting of the Pittsylvania County Board of Supervisors
was held on Tuesday, June 19, 2012 in the General District Courtroom of the Edwin R. Shields
Addition in Chatham, Virginia. Tim R. Bazber, Chairman, called the meeting to order at
7:07p.m. The following members were present:
Tim Bazber
Coy E. Harville
James Snead
Jessie L. Bazksdale
Jerry A. Hagerman
Mazshall Ecker
Brenda H. Bowman
Tunstall District
Westover District
Dan River District
Banister District
Callands-Gretna District
Staunton River District
Chatham-Blairs District
Mr. William D. Sleeper, County Administrator, Mr. J. Vaden Hunt, County Attorney,
Mr. Greg L. Sides, Assistant County Administrator for Planning and Development, Odie H.
Shelton, Jr., Director of Code Compliance, and Ms. Rebecca Flippen, Deputy Clerk to the
Board, were also present.
Mr. Bazber led the Pledge of Allegiance.
Approval of Asenda
Motion was made by Mr. Ecker, seconded by Mr. Snead, to approve the agenda with the
following addition/deletion:
Addition
(a) Janitorial Services -Library
Deletion
Item 16 under New Business - Mt. Hermon Medical Center -Water & Sewer (removed
at Mr. Hazville's request)
Mr. Ecker's motion was unanimously approved by the Boazd.
Hearing of the Citizens
Chairman Bazber read the newly adopted amendment, Article 2.8.1-Hearing of the
Citizens, of the Pittsylvania County Boazd of Supervisors' By-Laws:
2.8.1 Hearing of Citizens shall be indentified on the agenda of regular meetings of the Board
of Supervisors
Each person addressing the Board shall be a resident or land owner of Pittsylvania
County, or the registered agent of such resident or land owner. Each person 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 shall conclude their remarks at that time, unless the consent of the Board is
aj~rmatively given to extend the speaker's allotted time. No person shall be permitted
to address the Board more than two (2) times on the same subject in any one (1)
meeting. All remarks shall be addressed to the Board as a body and not to any
P37
Adjourned Meeting
June 19, 2012
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.
Mr. Matthew Speck of the Staunton River District gave the Boazd his support, thanked
them for all they do for the citizens of the County, and offered a word of prayer.
Mr. Wayne Robertson of the Chatham-Blairs District made comments in response to Mr.
Harville's article in the Star Tribune concerning the Solid Waste Fee. Mr. Robertson stated that
as a property owner with renters, he did not feel it was his obligation to collect this fee from his
renters and was opposed to the Solid Waste Fee.
Mr. Richard Shumate of the Westover District made comments opposing the Solid
Waste Fee, and made complaints that he had witnessed people from the City of Danville and
North Carolina at the compactor site dumping their trash.
Mr. James Dehart of the Westover District made comments concerning the $250,000
annual repayment for the next ten yeazs by the County to the State of Comprehensive Services
Act and believed the School Boazd should be making the full payment and not the County.
Mr. George Stanhope of the Callands-Gretna District encouraged the Board to do away
with the local authorities' ability to issue bonds without referendums and to add to the night's
agenda to revoke the County payments towazds moral obligation bonds made by local
authorities.
Ms. Christy Thomas of the Chatham-Blalrs District asked the Board to reconsider the
Solid Waste Fee.
This concluded the Hearing of the Citizens.
Consent Asenda
(a) Regional One -July 2012
(b) Resolution for Bridge Replacement - (SR 628/Harmony Road) between SR
640/Renan Road and SR 668/Level Run Road
Motion was made by Mr. Snead, seconded by Mr. Harville, to approve the Consent
Agenda, which was unanimously approved by the Board.
Public Hearings
Rezoning Cases
Case 1: Frank Keatts, Jr. & Sandra K. Keatts-Tunstall District; R-12-025
Mr. Bazber opened the public hearing at 7:20pm. Mr. Shelton explained that Frank and
Sandra Keatts had petitioned to rezone 2.51 acres, located on State Road 841/Medical Center
Road, in the Tunstall Election District from B-2, Business District, General to RC-1, Residential
Combined Subdivision District (to allow for placement of a single-wide mobile home on the
property). The Planning Commission, with no opposition, recommended denying the petitioners'
request. Mr. & Mrs. Keatts were there to represent the petition. No one signed up to speak and
Mr. Barber closed the public hearing at 7:21pm. Motion was made by Mr. Snead, seconded by
Mr. Bazksdale to approve rezoning Case R-12-025 from B-2 to RC-1. Mr. Bazber stated that he
was familiaz with the area and supported the request to rezone the property as there were several
single-wide mobile homes in the azea and the rezoning would be consistent with other
properties neazby. The following Roll Call Vote was recorded: Mr. Barksdale-Yes; Mr.
Hagerman-Yes; Ms. Bowman-Yes; Mr. Ecker-Yes; Mr. Harville-Yes; Mr. Snead-Yes; and Mr.
Barber-Yes. Mr. Snead's motion to rezone Case R-12-025 from B-2 to RC-1 was unanimously
approved by the Boazd.
P38
Adjourned Meeting
June 19, 2012
Case 2: Claude Davis Reynolds -Callands-Gretna District; R-12-026
Mr. Bazber opened the public hearing at 7:23pm. Mr. Shelton explained that Claude
Davis Reynolds has petitioned to rezone a total of 22.71 acres, three parcels of land, located on
Highway 57/Callands Road and State Road 657/South Briaz Mountain Road, in the Callands-
Gretna Election District from R-1, Residential Suburban Subdivision District to A-1,
Agricultural District (to make the zoning consistent with the adjacent parcels of land). The
Planning Commission, with no opposition, recommended granting the petitioner's request.
Claude Reynolds was there to represent the petition. No one signed up to speak and Mr. Barber
closed the public hearing at 7:24pm. Motion was made by Mr. Hagerman, seconded by Ms.
Bowman, to approve rezoning Case R-12-026 from R-1 to A-1 and the following Roll Call Vote
was recorded: Ms. Bowman-Yes; Mr. Ecker-Yes; Mr. Harville-Yes; Mr. Snead-Yes; Mr.
Barksdale-Yes; Mr. Hagerman-Yes; and Mr. Bazber-Yes. Mr. Hagerman's motion to rezone
Case R-12-026 from R-1 to A-1 was unanimously approved by the Board.
This concluded the Rezoning Cases.
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.
Mr. Bazber opened the public hearing at 7:26pm. Mr. Sleeper explained during the
budget process, the Pittsylvania County Fire Mazshal presented a proposal to incorporate a fire
inspection fee into the 2012/13 budget, which totals approximately $5000. The proposed
FY2012/13 Pittsylvania County Budget that was advertised for the required public hearing
included the proposed fire inspection fees. The Boazd approved the FY2012/13 budget at their
regulaz meeting on May 7, 2012. The approval of the FY2012/13 budget that incorporated
these fire inspection fees requires an amendment to Chapter 31 of the Pittsylvania County Code.
No one signed up to speak and Mr. Bazber closed the public hearing at 7:26pm. Motion was
made by Mr. Ecker, seconded by Mr. Snead to approve amending Chapter 31 of the Pittsylvania
County Code, allowing the Fire Inspection Fee schedule as adopted in the 2012/13 County
Budget. The following Roll Call Vote was recorded: Mr. Ecker-Yes; Mr. Harville-No; Mr.
Snead-Yes; Mr. Bazksdale-Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; and Mr. Bazber-Yes.
Mr. Ecker's motion was approved by a 6-lmajority vote of the Boazd with Mr. Harville in
opposition.
P39
Adjourned Meeting
June 19, 2012
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P40
Adjourned Meeting
June 19, 2012
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P41
Adjourned Meeting
June 19, 2012
Unfinished Business
At the June 4, 2012 Regular Meeting of the Boazd, a motion made by Mr. Ecker,
seconded by Mr. Bazksdale for 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) that
required a 10-day layover that has now met. The following Roll Call Vote was recorded: Mr.
Ecker-Yes; Mr. Harville-Yes; Mr. Snead-Yes; Mr. Bazksdale-Yes; Mr. Hagerman-Yes; Ms.
Bowman-Yes and Mr. Bazber-Yes. Mr. Ecker's motion was unanimously approved by the
Boazd.
At the June 4, 2012 Regulaz Meeting of the Board, a motion was made by Mr. Ecker,
seconded by Mr. Hagerman, to 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) that required a 10-day layover that had now been met. The following Roll Call Vote
was recorded: Mr. Harville-No; Mr. Snead-Yes; Mr. Barksdale-Yes; Mr. Hagerman-Yes; Ms.
Bowman-Yes; Mr. Ecker-Yes; and Mr. Bazber-Yes. Mr. Ecker's motion was unanimously
approved by the Board.
At the June 4, 2012 Regular Meeting of the Boazd, a motion was made by Mr.
Bazksdale, seconded by Ms. Bowman, to the Jail's budget and approve a total appropriation of
$56,522.81 as follows: a total of $29,425.68 needs to be appropriated to the Jail's telephone
line item (100-4-033100-5230) and $27,097.13 needs to be appropriated to the Jail's overtime
line item (100-4-033100-1200). The following Roll Call Vote was recorded: Mr. Snead-Yes;
Mr. Bazksdale-Yes; Mr. Hagerman-Yes; Ms. Bowman-Yes; Mr. Ecker-Yes; Mr. Harville-No
and Mr. Bazber-Yes. Mr. Bazksdale's motion passed by a 6-1 majority vote of the Boazd.
New Business
The Boazd of Supervisors presented Mr. Don Stickel, Building Official for Pittsylvania
County, who after over 25 yeazs of employment will be retiring from service for the County as
of July 1, 2012, with a plaque of appreciation for his dedication and service to the citizens of
Pittsylvania County. All the members of the Boazd thanked Mr. Stickel for all his hazd work
and wished him well in his retirement from the County.
Motion came from the Finance Committee, who met with the Pittsylvania County
School Board on Monday, June 11, 2012, to withhold $125,000 of the School Boazd's
reimbursement request for the School Boazd's shazed 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 Boazd that the
$250,000 CSA reimbursement to the State for the next ten (10) yeazs be jointly repaid by the
Board of Supervisors and the School Boazd at an annual cost of $125,000 each. A substitute
motion was made by Mr. Harville to send the item back to the Finance Committee but failed for
a lack of a second. Another substitute motion was made by Ms. Bowman, seconded by Mr.
Harville, to send this back to the Joint Liaison Committee of the Board and School Boazd for
further discussion. Mr. Ecker and Mr. Snead both agreed that the Board should stick with the
P42
Adjourned Meeting
June 19, 2012
recommendation agreed upon by the Finance Committee at the June 11, 2012 meeting that was
presented as the committee's motion. Ms. Sherry Flaziaghan, Chairman of the Community
Policy Management Board (CPMB) explained that under the current procedures, the schools
upfronting payment of CSA bills and the County then reimbursing payment is working
excellently and helps keep all the checks and balances in place to avoid approving services that
aze not covered under CSA. The Board then voted on the substitute motion, which failed by a
majority vote of 4 to 3, with Mr. Snead, Mr. Bazksdale, Mr. Hagerman and Mr. Bazber opposing
the substitute motion. Another substitute motion was made by Mr. Ecker, seconded by Ms.
Bowman, to shift the entire repayment of the $2.5 million of CSA funds to the schools, chazging
them $250,000 annually for ten (10) yeazs, and to appropriate $800,326.56 to the schools for
reimbursement of upfronted payment of CSA bills and retain $250,000 for the first yeaz's
annual repayment of CSA funds. Mr. Ecker's substitute motion passed by a 5-2 majority vote
of the Board, with Mr. Snead and Mr. Barksdale in opposition.
There were no recommendations from the Property and Building Committee.
Motion was made by Ms. Bowman, seconded by Mr. Harville, to approve a contract
totaling $48,100 with Reynolds-Clazk 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. Ms. Bowman's motion was
unanimously approved by the Board.
Motion was made by Mr. Ecker, seconded by Mr. Snead, to postpone Item #14
concerning the School Budget amendment, which was unanimously approved by the Boazd.
Mr. Harville put the Board on notice that at the July 2, 2012 regulaz meeting of the
Board of Supervisors he intends to enter a motion to rescind the Solid Waste Fee.
Motion was made by Ms. Bowman, seconded by Mr. Ecker, to adopt an application
policy for citizens to apply for politically appointed positions on boazds, commissions, and
agencies, subject to legal counsel amending the application to include a disclaimer; and after the
final amendments have been made, the application be placed on the County's website for
citizens to access, and notice placed with the local media to alert citizens of the application
process. Ms. Bowman's motion was approved by a 5-2 majority vote of the Board, with Mr.
Snead and Mr. Bazber opposing.
Added Items
Motion was made by Mr. Snead, seconded by Mr. Harville, to awazd the bid for
Janitorial Services for the Chatham and Gretna Public Libraries to Jani-King of
Roanoke/Lynchburg at an annual cost of $11,450, which was unanimously approved by the
Boazd.
Appointments
Motion was made by Ms. Bowman, seconded by Mr. Ecker, to appoint Mr. Bob Warren
as the Chatham-Blairs District representative to the Danville-Pittsylvania Community Services
Boazd of Directors for a term beginning July 1, 2012 through June 30, 2015, which was
unanimously approved by the Board.
P43
Adjourned Meeting
June 19, 2012
Motion was made by Mr. Hagerman, seconded by Mr. Snead, to re-appoint Ms. Janet
Mease as the Callands-Gretna District representative to the Pittsylvania County Planning
Commission for a new term that begins August 1, 2012 and ends July 31, 2016, which was
unanimously approved by the Boazd.
Motion was made by Ms. Bowman, seconded by Mr. Bazksdale, to appoint seven (7)
members to the Board of Assessors and submit nominee names at the July 2, 2012 regular
meeting of the Boazd of Supervisors. A substitute motion was made by Mr. Harville, seconded
by Mr. Snead, to have the County Administrator bring a report back at the July 2, 2012 Boazd of
Supervisor meeting of the full cost for a seven (7) member Boazd, using the payment method of
the last Boazd of Assessors, which was comprised of four (4) members. Mr. Harville's motion
was approved by a 6-1 majority vote of the Board, with Mr. Bazksdale opposing.
Board Announcements
Mr. Ecker stated there would be a Solid Waste Committee meeting on Monday, July 2,
2012.
Ms. Bowman stated there would be an Animal Pound Committee meeting at S:OOpm on
Monday, July 2, 2012.
Mr. Hagerman stated he would be submitting a resolution for No Thru Trucks
concerning rural roads in his district for the Boazd's July 2, 2012 meeting.
Mr. Harville asked the County Administrator for: (1) a full breakdown on costs when the
Captain Martin Building was fully occupied by the offices that moved to the Olde Dominion
Agricultural Center (ODAC) versus what the ODAC is costing the County, including the
$lmillion spent on the waterline and sewer and; (2) all funding for departments that is above the
mandated amount paid locally.
Mr. Barber stated there would be a ribbon cutting for the Dollaz General located in
Brosville; the date and time would be forthcoming from Economic Development.
Closed Meeting
Motion was made by Mr. Harville, seconded by Mr. Ecker to enter into Closed Session
for:
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 regazding 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: Bazbaza Hudson vs. Pittsylvania County
Purpose: Briefing on Litigation Status
Mr. Harville's motion was unanimously approved by the Boazd and the Board of Supervisors
entered into Closed Session at 8:24pm.
Motion was made by Mr. Harville, seconded by Mr. Ecker, to return to Open Session.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CERTIFY CLOSED MEETING
BE IT RESOLVED that at the Adjourned Meeting of the Pittsylvania County Board of
Supervisors on June 19, 2012 the Boazd hereby certifies by a recorded vote that to the best of
P44
Adjourned Meeting
June 19, 2012
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
Mazshall A. Ecker Yes
Brenda H. Bowman Yes
Jerry A. Hagerman Yes
Coy E. Harville Yes
James H. Snead Yes
Jessie L. Bazksdale Yes
Tim R. Bazber Yes
The Board re-entered Open Session at 9:OOpm.
Ad'ournment
Motion was made by Mr. Snead, seconded by Mr. Harville, which was unanimously
approved by the Boazd. The meeting adjourned at 9:03pm.
P45
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Music Festival Permit -Tomahawk Mill Winery
SUBJECT/PROPOSAL/REOUEST:
Tomahawk Mill Winery Summer Festival
07-02-2012
ACTION:
CONSENT AGENDA:
ACTION:
Yes
5(c)
STAFF CONTACT(S):
William D. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
INFORMATION:
INFORMATION:
Annually, the Tomahawk Mill Winery holds a summer festival which requires a music permit from the Board of
Supervisors.
DISCUSSION:
Attached hereto, you will find a Music Festival Permit Application from Nancy Medaglia for the Tomahawk Mill
Winery Summer Festival. This application has been reviewed and approved by the Fire Marshal, the Department of
Forestry, the Health Department and the Sheriff s Department. The Callands Fire Department has signed offto be
on call for the event.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the Music Festival Permit Application for the Tomahawk Mill
Winery Summer Festival set for July 28, 2012 and authorize the County Administrator to sign all necessary
documentation.
P46
APPLICATION FQR PERMIT Td NAVE MUSICAL pR ENTERTAINMENT FESTIVAL CpNDUC1'ED
IN OPEN SPACE IN PITTSYLVANIA COUNTY, VIRGINIA
Authority: Local Ordinance adopted June 30, 1973, pursuant to author ty
contained in section 15.1-504 of the Code of Virginia of '950
as amended.
Instructions: This application
Administrator's office at least
festival. One copy of the appl
the Board of Supervisors passes
thereon. If any portion of the
rejected.
1(a)
- Name of Applicant.
~~
(b) - Address (Local)
(c) - List any other address where applicant receives mail:
~ ~~~
.~
(d) - List all felony or moral turpitude criminal convictions of appl~cant with
date and place, if any:
' b ~
(e) - Ch ck the following descriptions which apply to applicants interest:
Commercial
Charitable
General Coordination
~ Percentage promoter
(f) - Financial Arrangements: List all persons, firms, or corporation;, with
addresses, who have any financial interest, with proposed costs, pro
forma. balance sheet or financial statements of promoters:
7~/h A x~ ~ w lL ,rh ~ ZL tc>I ~ e -~----
_____r_
q~~ l ~~/~ e~~~ ~n~ tl~t it ~ ~0/~ ~D
~~ ~ ~~~~~~ ~~~~ 1
is to be filed in duplicate with the County
twenty-one (Z1) days before the date c~f such
icatinn wi11 be returned to the applicant after
on it and their decision is duly recorded
application 1 s omitted i t wi 11 be aut~,mati cal ly
P47
Page 2
2. If persons other than applicant are to share in responsibility for ;onduct
and liability of the restival applied for list their names and addresses
belo~v: (If corporation or association, list officers and directors, State
of Incar oration of place of association and attach certificate of ;~aod
standing
3. location of Festival Site: {fie reasonable s ecific in size and description of
site, and have owner of property sign two (2~ copies of the application after
filling in the blank spacew/ith his name)
~~ ~JI~d~f~171 ! LG Ge)/Nt~i T~ ..~
9~1-~ oe~sail /~~ 11 ,~s0, ~c~g~~~
_....__
I ~ ~jg~,~~ ~~~~,~~pr~e~5 ,ya, certi fy t~iat the Festiva a Site i n thi s
appl~ca~ic~n ~s ~ocat~~on pro arty owner and/or controlled by me, ani i fully
understand that the granting of this permit by the hoard of Supervisors of
Pittsylvania County does not in any way obligate the County for damaales to nay
property during the festival or as a result of the festive], and I g~iarantee the
right of access to the festival site to ail Federai, State, and Loca regulatory,
enforcement, or investigative officers in their duties to protect the public
safety, health and welfare. The nature and interest of tie applicart in said
property is ~~.d?~.ti~, ~...
Signed a~~e ~~~ I
I endorse the above committment:
5i gned ~ a e lv ~l la
4. (Total area accamadation plans should be limited to not less than th rty {3Q)
Sq. ft. per• person excluding area designated for parking)
(a) Number of admission certificates (tickets, badges, buttons, or ident.
cards} to be offered for sale .................................(~,~~)
(b) buplicate of warding to be used on such admission tickets: (If tickets are
already printed a sample attached to tr~is application is sufficient)
(c) best reasonable estimate cf the number oi' persons expected to be i~t
attendance at the i`es ti ~M~al...._._.. ~ ~~ ...._._..._._.... ...~____ _ .._._..~..r.....,..._
P48
Page 3
5. A plan to provide food, water, sewerage, lodging and sanitation fa:ilities,
and medical first aid scations must be subatitted, to the ,~urisdicti in's Health
Departrtaent, with a copy of such plan attached to this application. if
appticatiort is granted the County land fill will provide garbage c ntainers
and pick up Service. This appii~cation must have the liealth Qepar nt approval
of such plan, either in the form of a letter of approval or the p per signature
below.
APPROVAL OF HEALTH OEF.~itTMtNT :
This is to certify that p~rovtsions to s~ ply food, water sewerage and sanitation
facilities, and tneidical first ai stein s fur Fest e) planner in this
application is appare~~tly adequa e.
5ignt~ Oate ~,
rector, u ea pt.
b. list special ~~rontoterslsponsurs and addresses of this Festival, if any:
_....r,_._...__.._......_...,.,._,. .__. ....
7. list the groups who will perform at this festival:
Nanx3 of „gro, u~, Add~,,.r~ss SChPdul ed time Oate
~'~ ,..
wr...~.. r........... ... r....rw...+r..~.. ..rr..w~...~........~....~r. ~rr..~
• ...~rr++rrr.. r.....rr..r.r....,..,.
... .r....~.~..~..~~ .+~~........ rr w~rr~....w.+ wr+wrwr~..~...~
~....
8. The Sheriff of pittsylvania County or his designated representative oust view the
site, to deternine feasibl ] { ty and adequacy„of the parking area ~ the stage for
performances, tights, entrances and exits, and whether these locations may cause
problems with lights and noises for the surrounding dwellings, also :o determine
if sufficient movement of traffic within the grounds has been plartne~; also to
determine if the plans provide for adequate security or police prote Lion, After
his inspection end discussion of the plan his approval is necessary .s indicated
by his signature in the blank space fvliowiny this pnragr-aph, A Cop,; of the plan
fot• parking fncilitiey and traffrce control n-ust be attached ht:rrtto.
P49
~~ * ?lie O ' e o tFie Sheri '~~'~ ~~`~-
#"' _.._.----- .-~ ~ ---..._...._ __ ,~;_. :'e`ll ~~rer!!~ ~'-~
~` ~ - ~ ~ ,~ ~ ___.._.-Pittsy~nut ounty ~ ~ ~'~'~ ~;,, ~d
"~ 1e R Phone - (434) 432-7800 fax - (434) 432-7823 -~ "r"~ ~•
'7
C~e'~` ,~ ~ -~~"~ EmaiC-peso@pirrgov.orA 1Ne6sire - ~-v~ww.pittsyfvaniasherifforp ~ ~ '`fgenc`~ ~%
,~~:`
9-EiCltatf `11! 2'ayCor P.O. fox 407
Sfierif, f Chatfiam, 'V.9t z453i
June 26, 2012
William D. Sleeper, County Administrator
Pittsylvania County
P.O. Box 426
Chatham, Virginia 24531
Re: Music festival Permit-Tomahawk. Mill Wine
Dear Dan:
Please find attached the P_~!v_ania Cour-ty Sheriff's Office Music/Entertainment Festival Checklist with my
required signature for approval on page 4 of the application regarding the Music Festival Permit., scheduled #or 28
July 2.012 from the hours of 1:00 PM and ending at 6:00 PM. A query of the Pittsylvania County's Computer Aided
Dispatch revealed no calls for service needed at any preceding festivals held at this event site. If you have any
questions please feEl free to call upon me. Thank you for your attentior~irt this matter. With kindest regards 1'm,
Sheriff
ENCLOSURE: APPLICATION CONSISTING OF 10 PAGES
PITTSYLYANIA COUNTY SHERIFF'S OFFICE MUSIC/FESTIVAL CHECKLIST
CC: NANCY MEDAGLIA, TOMAHAWK ENTERPRISES, INC.
MWi/sc
Y~'
P50
Page i
8. (con't)
FOR THE SHERIFF'S APPROVAL:
This 1s to~ certify that I have inspected the site ,for the stival p' anned
in this application and I find the provisl '~"~r t ffi a ontrol aid security
xeem to be adequate for approval. ~ .. Q~1 \ ~ ~-
Signed
-or nts
to
9, Agreeable by the County's representative of the Yirgin~''~Division o~ Forestry
as not planned contrary to State Forestry Statutes and Regulations.
la,
The planned Festival in
and Local fire control
attached hereto)
Signed Date
orestry represen at ve
this application is approved as not contrary to State
regulations, (A copy of the fire protection al an must be
Signed Da e
oun y re ors a
Da :e
apta n, o re ept. serving area.
11. If utillzed, all outdoor lighting equipr~ent will be installed by ,
a licensed electrician, and will be in compllance with the ~uris~ct~on~s code
for such use of electricity, and a plan showing location of lights ar,d shielding
devices or other equipment to prevent unreasonable grow beyond festival property
is attached hereto.
12, An amplifying system will be furnished (each music group may furnish own system)
by ~f~~~y;~:~T„~~~ and the applicant agrees to be resporsable for
keepl_ng t e au'~i~"i a void'me whin reasonable limits to serve the sitq and not be
unreasonable audible beyond festival property.
13, RESPONSIBILITY:
I, ~/~NL~ ~ t!-LiA swear that all statements in this apalication
are rue a es a "'~i~y Tnow-1 edge and bell of and are i n agreement vi th the
Pittsylvania County ordinance on such festivals, Unless otherwise stated in
item (Z) of this application I assume full responsibility for the coniuct of
the festival.
I further certify that I have read and been delivered a copy of the P`ttsylvanla
County Ordinance Relating to Musical or Entertainment Fes tivais adopted June 30,
1973, and that approval by the Board of Supervisors is 1n no way to b~~ considered
or advertised as an endorsement, but only for purposes as set forth it said
ordinance, i understand and agree that the said Board and county assumes no
liability of any kind, irrespective of cause, and I agree to save harriiess said
P51
Page 1
8. (con't)
FOR THl: SHERIFF'S APPROVAL:
This is to certify that I have inspected the site ,for the Festival panned
1n this application and I find the provisions for traffics control aid security
seem to be adequate for approval. .
Signed D to
er or s es gnee
9. Agreeable by the County's representative of the Virginia Division of Forestry
as not planned contrary to State F try tee and Re ulations.
Si ned ~ . Date C' -2S'
g 1~Z
orestry represen at vs
i0,
The planned Festival in
and Local fire control
attached hereto)
this application is approved as not contrary to State
regulations. (A copy of the fire protection plan must be
S1 fined Date ,_,__~___
-""you n y re a rs a
Da' ~e
ap a n, o re ept, serving area.
i
i
c
11. If utilized, a1i outdoor lighting equipment will be installed by ,
a licensed electrician, and will be in compliance with the ~uris ct~on s co e
far such use of electricity, and a plan showing location of lights aid shielding
devices or other equipment to pt~event unreasonable glow beyond festival property
1s attached hereto.
12. An amplifying system will be furnished (each music group may furnish own system)
by ~G.rc r+xvr~~~_ ~~ and the applicant agrees to be respor sibte for
keeping eau a vo me w'~'~hin reasonable limits to serve the site and not be
unreasonable audible beyond festival property.
13, RfSPONSISILITY:
I, N9Nn`~ 1, (I~,~fl~tsLiA swear that all statements in this application
are rue a es off' r,ly"Tcnowl edge and belief and are i n agreement ~i th the
Pittsylvania County ordinance nn such festivals. Unless otherwise std*ed in
item (2) of this application I assume full responsibility for the coniuct of
the festival.
I further certify that I have read and been delivered a copy of the Plttsyivania
County Ordinance Relating to Musical or Entertainment Festivals adopt ad June 3U,
1973, and that approval by the Board of Supervisors is in no way to b considered
ar advertised as an endorsement, but only for purposes as set forth 1~ said
ordinance. Y understand and agree that the said Board and county assumes no
liability of any kind, irrespective of cause, and I agree to save harriless said
`e P52
Page
8. (con't)
FOR THE SHERIFF'S APPRf2yRL:
This is to certify that I have inspected tkre
in this application arrd I fend the provisions
seem to be adequate for' a(.pz•a~~.~T
site -for the Festival p armed
far traffice control ar d security
5ic~neci Dete _„
~r ar s es ghee
9, Agreeable by the County's representative of the Virginia Division of forestry
as not planned contrary tc State por~est~ry Statutes and Regulations.
Signed Da to _
arestry represents- ve
20, The planned Festival to this application is apprCVed as not contrary to State
.and Local fire control reg!!iat~.iQnx. (~ tap of the fire protection ~la!ti a~ust- be
attached hereto)
Si gyred ~0~-J o ~- Da 'e
otrrt ~,~• re ar~s a
Da :e
R a n* o re p serv7ng area.
ll, If utilized, all outdoor light.;ry e~ui~.7rrent will be instaiTed by ,
a licensed electrician, and w3?; be in coa+piiance with the juris~ct' ort~s co~'~'
for such use of electricity, and b plan showing location of ?fights a:d shielding
devices or other equiprnent to prere~rt unreasonable glo~~ beyond festi+al property°
is attached hereto.
i2, Rn lifying systesrr ~ri11 be furnfxhest (.each music group may furnish own systenf~
by ~~~~ ~ and the app]icant agrees to be resporsible for
keep ng eau a vd n-e whin reasor-able limits to serve the sits and not be
unreasonable audible beyond festival property.
23. RESpONSISILITY;
I, /~lg,~e~ ~, ~,~ /.~c:~LiR svrear brat ail statements in this application
ors rtte a es . o ~gy"~o~v~edge and bel tef and awe in agree!aent pith the
Pittsylvania County ordinance o:n such festivals, unless otherwise styled in
itean (2) of this application I assume fall responsibility for the con~uct of
the festival, ,
I further certify that I hhave read and been delivered a copy of the F-ttsylvania
County Ordinance Relating to ~4usicai car Entertainment Festivals adopt rd June 30,
1913. and that approval by the hoard cf S!tpervisors is in no way to b~ considered
or advertised as an endorserr!ert, but only for purposes as set forth i~ said
ordinance, I understand aria ogres that tfie said Board and county ass!mes no
liability of any kind, irresPectire yf cause, and I agree to save harriless said
P53
Page 5
13. RESPONSIBILITY (con`t)
Board and County. I realize and have been WARNED, along with any others signing
as applicants, that any will ful material, i*aTse-statement herein w311 constitute
perjury with possible sentence if convicted:
Signed Oate ~ o?~ ~
.____
if item two (2) listed any Haines, each mus sign below as concurring with
the above responsibility item.
5i gned ~~ Date ~ I /a
' _ ate !
-----~!
Oa to
Date
State of Virginia,
County of Pittsylvania, to-wit:
.~
This is to certify that ~. ~.~ ,who signatare~~s-arC~,
affixed to the aforegoiny application, personal y appeared before me, a Notary
Public, in my county and state aforesaid, and made oath on this the day
of , ~~~Zthat the facts~~3~tMfo'~~'~herei n were accura a nd true
~` P
.,
to the best of his knowledge and bel~f~.~~`OIJIN' •'•. ':
~ ~- i
v OF D ~~
ry u c
• .
., V Q.; •
My cornnission expires the~~~day u ~, '• ~ DUI
~ISB~ Y .`
14. ACTION BY THE BOARD OF SUPERVISORS:
(To be duly executed and one copy returned to applicant)
( ) This application is approved by action of the Board of Supervisor>.
( ) This application is rejected by action of the Board of Supervisor'..
As recorded in minutes of the meeting of the board on
Signed Oate
puny mnstraor
P54
_.~,I COORDINATOR'S CHECK LIST FOR A TEMPORARY FOOD EV>rIV7
BY Provldln9 ttt, information below, you will assist in identifying end preventing po,ential putrlic
health problems that might occur during Your event. A Ternporary Food Permit application form
ahouid be raceivsd from each operator ten working days prior to rho event.
For more information call ~ ~ C ~ ~~ t ~' 063
1, NAME OF EVENT ~'y1'r1 ~ ~° ~ ,~~7-~ U~
~__~__.
2. DATE(SI OF EVENT r..._._._~..~~~~~D~-.___r
3, EVENT LOCATiUN _~~J~~ ~~GV~i /' /~ 1~ GJ~~~~ _..__.,__._..._..
4. NAME OF EVENT COORDINATOR/f~E5PGN518LE INDIVIDUALS;
Name Address P~on,$ +Y-work/ghon~
~t~ 9TH-~Ar_~~ ~.~ ___T__--
5. NUMBER OF ANTICIPATED FOCSD BC70TH5 ~ ~„
6. DATE, TfME, LOCATION OF SCHEDULED ".MEETINGS WITH F000 600TH PARTICIPANTS;,
~ ~ ~,~,~
7. ATTACH A LIST OF PRC7f'O.SED FUUO 60CTH PARTICIPANTS; t;.s. Name of Booth, Operator
fvame & Address. ~.9hone ~1
8. TIME OF EVENT SET•UP:. ~r bb iAn? - ~~,3D ,p/t-j ~7"UL~.~~~~~,~
EVENT OPERATION: /,p~j - (o ,pm ~~TO,
9. WILL ELECTRICITY BE PRPViDED TU THE FOOD 800THS) ~ NO YES
IF YES, DESCRIBE ;
10. WILL EOUiPMENTIUTENSIL WASHIPdG FACILITIES BE PROVIDED F'OR FOOt7 BuCTH
OPERATORS? ~ NO YES
IF YES, DESCRIBE:
1 t. SOURCE OF ICE/WATER SUPPLY: ~~'~E pgT,t'~2 ~~~
12. WASTE WATER DISPasAL; ~e s ~...~ ~„~~~~ ~dL~7~ _
13. GARBAGE DtSPOSAI METHOD: _~ole~/U~ Q ~ ~~L~.Q
I ~~ _ ...._._ ._._.,... _~_ __. __.._..
1a. ATTACH A MAP SHOWING THE ~.AYfJUT OF FOOD BOOTH:, GROUNDS, RFST~pgM
FACILITIES, ETC, ~ ~..,
~r1 ~j~p~/ /a
ENS (TR•1) ipn cure ' date
P55
TOMAHAWK MILL WINERY
9221 ANDERSON MILL ROAD
CHATHAM, VIRGII~TIA 24531
434-432-1063
FAX 434-432-2037
To: Pittsylvania County Health Dept.
Subject: Sixteenth Annual Summer Festival
Date: June 21, 2012
To Whom It May Concern:
This is to advise Tomahawk Mill Winery will have an emergency vehicle and personnel
from the Callands Volunteer Fire Dept. on site for our event on July 28.2012. We will
also provide free bottled water to the public during this festival.
Also our food vendor will be Wihnoth Concessions. Bill said you have a copy of his
yearly mobile food unit permit. Wilmoth will be our food vendor for this festival.
Sincerely,
~~
Nancy Medaglia
President
P56
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o Tomahawk Mill Winery's
~,,~ ANNUAL SUMMER FESTIVAL
o Tasting s Sales Provided.By Six Wineries
-' Clowns -Grape Stomping -Crafts -Food
Saturday, July 28, 2012 1:00 p.m. - 6:00 p.m.
Musie By The Big~Un Brothers Band s Shame for Sydney
Tents for 9221 Anderson MiU Road -Chatham, VA - 434.432.1063 No Pets or
Rain or Hot Sun $20.0o per person (St 2.0o in advance) Coolers, Please
P59
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Ratify Letter -Department of Housing and 07-02-2012 5(d)
Community Development
ACTION: INFORMATION:
~ SUBJECT/PROPOSAL/REOUEST:
Assignment of County Representative CONSENT AGENDA•
~~ ACTION: INFORMATION:
STAFF CONTACT(S): Yes ,
Mr. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
Each year the Department of Housing and Community Development request whether Pittsylvania County will
operate a program for Indoor Plumbing Rehabilitation throughout the County or to designate it to a subrecipient.
DISCUSSION:
The Pittsylvania County Community Action Agency, Incorporated, has been the subrecipient of the Indoor
Plumbing Rehabilitation Loan Program for Pittsylvania County for the past 12 years. It operates very efficiently
with their winterization program and their housing assistance program for low or moderate income.
In order to meet the required deadlines from the Department of Housing and Community Development, I have
signed a letter again designating the Pittsylvania County Community Action Agency, Incorporated, as the
Subrecipient Designee for the Indoor Plumbing Rehabilitation Loan Program for Pittsylvania County.
RECOMMENDATION:
The County Administrator is recommending that the Board of Supervisors ratify this letter that appoints the
Pittsylvania County Community Action Agency, Incorporated, as the designated Subreceipient of the Indoor
Plumbing Rehabilitation funding for Pittsylvania County.
P60
PITTSYLVANIA COUNTY
William D. Sleeper
County Administrator
P.O. Box 426
Chatham, Virginia 24531
dan.sleeper@pittgov.org
June 28, 2012
Denise H. Ambrose
Associate Director
VIRGINIA
~~ ~ ~ ~ Phone (434) 432-7710
Fax (434) 432-7714
y Gretna/Hurt (434) 656-6211
~ 1767 Bachelors Hall/Whitmell (434) 797-9550
Commonwealth of Virginia
Department of Housing & Community Development
Main Street Centre
600 East Main Street, Suite 300
Richmond, VA 23219
RE: 2013 Subrecipient Designation
Indoor Plumbing Rehabilitation Loan Program
Dear Ms. Ambrose;
I am in receipt of your letter dated June 18, 2012 notifying Pittsylvania County
asking whether or not the County wishes the Indoor Plumbing Rehabilitation Loan
Program (IPR) funds to continue to be administered through Pittsylvania County
Community Action, Inc. This letter is official notification that Pittsylvania County does
wish Pittsylvania County Community Action, Inc. to continue as the program
administrator for the IPR funds for FY 2013. If you should have any questions
concerning this notification, please do not hesitate to contact our office.
Sincerel
William D. Sleeper
County Administrator
WDS/rf
Cc: Honorable Members of the Pittsylvania County Board of Supervisors
J. Vaden Hunt, Legal Counset
Pittsylvania County Community Action, Inc.
Linda Mills, Grants Administrator
P61
t
`~ JUN ~ 8 2ili'L
James S. Cheng COMMONWEALTH o f VI~Z~INIA
Secretary of Commerce
and Trade DEPARTMENT OF
HOUSING AND COMMUNITY DEVELOPMENT
June 11, 2012
Mr. William Sleeper
County Administrator
Pittsylvania County
P. O. Box 426
Chatham, VA 24531
Dear Mr. r:
William C. Shelton
Director
RE: 2013 subrecipient Designation
Indoor Plumbing Rehabilitation Loan Program
The Department of Housing and Community Development will award the Indoor Plumbing
Rehabilitation Program funds (IPR) for FY 2013 shortly. This program as designed for this upcoming
year will provide state and federal funds for the rehabilitation of homes whose occupants have no indoor
plumbing and must utilize a pit privy, or meet DHCD's definition of having a failed septic system. This
program is not for deferred maintenance plumbing repairs.
Funds will be available to county homeowners, based on the administrator's performance. The funds are
provided on a first-come first-served basis. There is approximately $4.4 million available statewide for
just over SO localities. During FY 2012, this program has been administered in your locality by
Pittsylvania County Community Action Inc.. The amount obligated by this subrecipient as of June 7,
2012 was $424422 .
You now have the opportunity to determine whether you wish to continue with your current
administrator. We are not encouraging a change in administrators. However, you may select a new
administrator if you so desire. If you wish to select a new administrator, you must do so by July 1, 2012.
Should you opt for a new administrator, you will need to follow Competitive Negotiations Procedures
according to the Virginia Procurement Act. Competitive Negotiation will not be necessary if you select a
Public Agency.
If we do not receive your response by July 1, 2012, we will enter into Contract Negotiations with the
subrecipient currently serving your area. You may notify us by letter, by calling (804) 786-1150 or by
sending an a-mail to Keira.Johnson@dhcd.virginia.gov.
Sincerely,
Denise H. Ambrose
Associate Director
cc: Pittsylvania County Community Action Inc.
~/'~
~, VIRGINIA
Partners for Better Communities ;; DNCD www.dhcd.virginia.gov
Main Street Centre • 600 East Main Street, Suite 300 • Richmond, Virginia 23219 • Phone (804) 371-7000 • Fax (804) 371-7090 • Virginia Relay 7-1-1
P62
PtiBLIC HEARING
P63
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Public Hearing -Tax Deadline
AGENDA DATE:
07-02-2012
ITEM NUMBER:
6
SUBJECT/PROPOSAL/REOUEST:
Public Hearing to Authorize the Emergency
Declaration
STAFF CONTACT(S):
Mr. Sleeper
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Supervisors in reviewing and approving their budget for the 2012-2013 year was
delayed by the lack of action of the General Assembly putting the County in a pressed time schedule for getting the
tax tickets printed and out. Therefore, the Boazd of Supervisors agreed to extend for the yeaz 2012 the actual
deadline for tax payment.
DISCUSSION:
The Board of Supervisors passed an emergency ordinance to amend Section 6.1.2(A) and 6.1.2(B) of the
Pittsylvania County Code in order to extend the due date for the taxes in the yeaz 2012 from June 5, 2012 until July
16, 2012. The Boazd is allowed to take emergency action for time issues; however, they must go ahead and hold
the required public hearing and go through the process of approving the amendment to the County ordinance by the
statutory procedure; therefore, a public hearing is being held to receive citizen input on this proposed change.
RECOMMENDATION:
Staffrecommends the Board of Supervisors make a motion to approve amendments to 6.1.2(A) and 6.1.2(B) of the
Pittsylvania County Code to extend the payment date from the required June 5, 2012 until July 16, 2012 for the yeaz
2012 only.
P64
PUBLIC HEARING NOTICE
The Pittsylvania County Boazd of Supervisors will hold a public hearing at 7:00 p.m. on
Monday, July 2, 2012, in the General District Courtroom of the Edwin R. Shields
Courthouse Addition in Chatham, Virginia, to receive citizen input on an emergency
declazation by the Boazd of Supervisors to amendment Section 6.1.2(A) and 6.1.2(8);
Bi-Annual Payment of Tax Levy, of the Pittsylvania County Code, moving the due date
for County tax payment from June 5, 2012 to Monday, July 16, 2012, for the Year 2012
only. 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.
P65
Star-Tribune News
June 27, 2012
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a
public hearing at 7:00 p.m. on Monday, July 2, 2012, in
the General District Courfroom of the Edwin R. Shields
Courthouse Addition in Chatham, Vrginia, to receive
atizsn input on an emergency declaration by the Board
of Supervisors to amendment Section 6.1.2(A) and
6.1.2(6); Bi Annual Payment of Tax Levy, of the Pittsyl-
vania County Code, moving the due date for County tax
payment from June 5, 2012 to Monday, July 16, 2012,
for the Year 2012 only. Full text of the proposed amend-
ment and schedule is available in the Office of the
County Administrator, 21 North Main Street, Chatham,
Vrginia, 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.
P66
Star-Tribune News
June 20, 2012
Pl1BLIC HEARING NOTICE
The Pitfisylvania Caurrty Board of Supervisors will hold a
public hearing at 7:00 p.m. on Monday, July 2, 2012, in
the General Distrid Courtroom of the Edwin R. Shields
Courthouse Addition in Chatham, V~ginia, to receive
atizen input on an emergency dedaration by the Board
of Supervisors to amendment Section 6.1.2(A) artd
6.1.2(B~, &-Annual Payment of Tax Levy, of Elie Pittsyl-
vania Cour~iy Code, moving the due date fa County tax
payment from June 5, 2012 to Monday, July 18, 2012,
for the Year 2012 only. Full tsxf of the proposed amend-
ment and a is available in the of the
County Administrator, 21 North Main Street, Chatham,
Yrginia, Monday through Frey, between fhe hours of
8:00 a. m. and 5:00 p. m., as weU as on the County's
website at www.piitgov an8•
P67
PROPO~~D A~~ND~I~~`£
CHAPTER 6
FINANCE AND TAXATION
Article I.
General Considerations
SEC. 6-1. ABOLISHMENT OF THE PITTSYLVANIA COUNTY FINANCE BOARD.
BE IT ORDAINED, by the Board of Supervisors of the County of Pittsylvania, Virginia, after
Notice and Publication as required by law, that the Pittsylvania County Finance Board pwsuant to
the terms of Chapter 58-940, Code of Virginia, 1950, as amended, be and the same is hereby
abolished, whereupon all authority, powers, and duties of said Finance Board shall be vested in the
Boazd of Supervisors. (B.S.M. 03-04-74)
SEC. 6-1.1. GENERAL LEVY.
As required by the Code of Virginia, 1950, as amended, the Board of Supervisors shall approve
and appropriate an annual budget.
The annual budget shall be funded by an appropriation resolution which shall set the annual levy in
at least, but not limited to, the following classifications:
1. General Real Estate
2. Mobile Home and Barns
3. Machinery and Tools
4. Personal Property
5. Generating Equipment
(B.S.M. 11-19-02)(B.S.M. 04-06-09)
SEC. 6-1.2. TAX LEVY.
BI-ANNUAL PAYMENT OF TAX LEVY; PENALTY FOR FAILURE TO PAY TAX;
INTEREST ON UNPAID TAX.
A. For each calendar year, the tax levied on Tax Levy as identified in Section 6.1.1 situated in
the County shall be due and payable in two (2) equal installments, the first (1 S`) installment
being due and payable on June 5~' of each calendar year, except the Year 2~d2 ujhi~i has a
Clue date of Judy ~6. 20I2 fvr the ~EtI2 ,pear ores, and the second (2°d) installment being due
and payable on December 5`f' of each calendar year. If any person fails to pay any such
installment of taxes on or before the date it is due, he/she shall incw a penalty of ten (10%)
percent of the tax past due. The penalty shall be assessed on the day after the installment of
taxes is due and shall become part of the taxes. There shall also be assessed interest at the
rate of ten (10%) percent per annum on the amount of past tax due, which interest shall
commence on the first (15`) day of the month following the date such installment of taxes is
P68
due. In addition to taxes assessed and past due on or after January 1, 2007, any tax and
penalty that was assessed and past due prior to January 1, 2007 shall accrue interest. The
interest to be charged on any such delinquent tax payment shall be at the rate specified by the
Pittsylvania County Code at the time that the tax was assessed and shall accrue at that
specified rate beginning on the first (1 S~) day of the month following the date such tax
payment was due and extending until December 31, 2006 unless sooner paid. In addition, any
tax that was assessed and past due prior to January 1, 2007 shall accrue interest at ten (10%)
percent per annum beginning on or after January 1, 2007.
B. The Treasurer shall give notice at least ten (10) days prior to June 5~' of each calendar year,
except the Year 2012 usFateFr hr~s cr due date of Jacl}+ 16, 2t3J2' for the 2QI2 ~¢r o~rly. by
publication in a newspaper of general circulation in the County, that he/she is prepared to
receive at his/her office the installment of the real estate taxes from any tax payer charged
therewith prior to June 6~' of such year without penalty.
C. The Treasurer shall give notice at least ten (10) days prior to December Sa' of each calendar
year by publication in a newspaper of general circulation in the County that he/she is
prepared to receive at his/her office the installment of the real estate taxes from any tax payer
charged therewith prior to December 6`s of such year, without penalty.
D. Nothing in this section shall be construed to prohibit the payment of the taxes levied in
accordance with Section 6.1.1 by any taxpayer in one sum at any time, provided that any
penalty and interest that may have accrued on the whole or any part thereof at the time of
payment is provided in this section shall be paid therewith.
E. This ordinance shall be effective on January 1, 2007.
F. Tangible Personal Property Tax Reporting Forms will be due in the Office of the
Commissioner of Revenue by February 15`~ of each calendar year. (B.S.M.12-19-06)
(B.S.M. OS-02-05) (B.S.M. 01-17-0~ (B.S.M.10-17-06) (B.S.M. 05-20-08) (B.S.M. 04-06-09)
SEC. 6-1.3. PERSONAL PROPERTY TAX RELIEF.
There is hereby adopted the Personal Property Tax Relief Ordinance of Pittsylvania County,
Virginia, in accordance with Virginia Code Section 58.1-3523 et. seq. ("PPTRA"), as modified by
the enactment of Chapter 1 of the Acts of Assembly, 2004 Special Session I (Senate Bill 5005), and
the provisions of Item 503 of Chapter 951 of the 2005 Acts of Assembly (the 2005 revisions to the
2004-06 Appropriations Act, hereinafter cited as the "2005 Appropriations Act"); and
SECTION 1. PURPOSE: DEFINITIONS: RELATION TO OTHER ORDINANCES.
A. The purpose of this Ordinance is to provide for the implementation of the changes to PPTRA
affected by legislation adopted during the 2004 Special Session I and the 2005 Regular
Session of the General Assembly of Virginia.
B. Terms used in this Ordinance that have defined meanings set forth in PPTRA shall have the
same meanings as set forth in Virginia Code Section 58.1-3523, as amended.
C. To the extent that the provisions of this Ordinance conflict with any prior Ordinance or
provision of the Code of Pittsylvania County, Virginia, this Ordinance shall control.
P69
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p70
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Recommendations from Solid Waste 07-02-2012 7
SUBJECT/PROPOSAL/REQUEST:
Action form Committee
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
i
CONSENT AGENDA:
ACTION:
INFORMATION:
ATTACHMENTS•
Yes
REVIEWED BY:
BACKGROUND:
The Solid Waste Committee will meet on Monday, July 2, 2012 at 4:OOpm in the Conference Room of the Captain
Martin Building at One Center Street, Chatham, Virginia. They will be discussing illegal dumping, cameras, new
positions and overtime costs for solid waste.
DISCUSSION:
RECOMMENDATION:
Recommendation from the Solid Waste Committee will be presented at the Board meeting on July 2, 2012.
P71
SOLID WASTE COMMITTEE
Pittsylvania County Board of Supervisors
Monday, July 2, 2012
4:00 pm
Conference Room 2
Captain Martin Building
1 Center Street
Chatham, Virginia
AGENDA
1. Call to Order - 4:OOPM
2. Roll Call
3. Approval of Agenda
4. New Business
(a) Illegal Dumping
(b) Cameras
(c) New Position
(d) Overtime
5. Adjournment
P72
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Recommendations from the Animal Pound Committee 07-02-2012 - 8
SUBJECT/PROPOSAL/REOUEST:
Input and Recommendations from Animal Pound
Committee
STAFF CONTACT(S):
ACTION: INFORMATION:
Yes
CONSENT AGENDA: ~
ACTION: INFORMATION:
Mr. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
BACKGROUND:
The Animal Pound Committee will receive comments from Carolyn Booth, President of the Animal Welfare
League of Pittsylvania County and Ms. Virginia Kilmer, President of the Virginia Federation of Humane Societies.
DISCUSSION:
The Committee will be discussing a name of the committee; however, they must pay close attention to the
requirements of the Virginia State Code 3.2-6500. The descriptions are attached hereto designating an animal
shelter as a private residential facility used and operated as anon-governmental entity and that a pound should
mean a facility operated by the Commonwealth or by a local government for the purpose of impounding, seizing or
harboring stray animals.
RECOMMENDATION:
Recommendation from the Animal Pound Committee will be submitted at the July 2, 2012 meeting of the Boazd of
Supervisors.
P73
ANIMAL POUND COMMITTEE
Pittsylvania County Board of Supervisors
MONDAY, JULY 2, 2012
5:00 pm
Conference Room
Captain Martin Building
1 Center Street
Chatham, Virginia
AGENDA
1. Call to Order 5:00 pm
2. Roll Call
3. Approval of Agenda
4. New Business
(a) Ms. Carolyn Booth, President-Animal Welfare League of
Pittsylvania County
(b) Ms. Virginia Kilmer, President -Virginia Federation of
Humane Societies, Richmond, VA
(c) Discussion of committee name
5. Adjournment
P74
prev I next
§ 3.2-6500. Definitions.
As used in this chapter unless the context requires a different meaning:
"Abandon" means to desert, forsake, or absolutely give up an animal without having secured another owner or
custodian for the animal or by failing to provide the elements of basic care as set forth in § 3.2-6503 for a period of
five consecutive days.
"Adequate care" or "caze" means the responsible practice of good animal husbandry, handling, production,
management, confinement, feeding, watering, protection, shelter, transportation, treatment, and, when necessary,
euthanasia, appropriate for the age, species, condition, size and type of the animal and the provision of veterinary
care when needed to prevent suffering or impairment of health.
"Adequate exercise" or "exercise" means the opportunity for the animal to move sufficiently to maintain normal
muscle tone and mass for the age, species, size, and condition of the animal.
"Adequate feed" means access to and the provision of food that is of sufficient quantity and nutritive value to
maintain each animal in good health; is accessible to each animal; is prepazed so as to permit ease of consumption
for the age, species, condition, size and type of each animal; is provided in a clean and sanitary manner; is placed so
as to minimize contamination by excrement and pests; and is provided at suitable intervals for the species, age, and
condition of the animal, but at least once daily, except as prescribed by a veterinarian or as dictated by naturally
occurring states of hibernation or fasting normal for the species.
"Adequate shelter" means provision of and access to shelter that is suitable for the species, age, condition, size, and
type of each animal; provides adequate space for each animal; is safe and protects each animal from injury, rain,
sleet, snow, hail, direct sunlight, the adverse effects of heat or cold, physical suffering, and impairment of health; is
properly lighted; is properly cleaned; enables each animal to be clean and dry, except when detrimental to the
species; and, for dogs and cats, provides a solid surface, resting platform, pad, floormat, or similaz device that is
large enough for the animal to lie on in a normal manner and can be maintained in a sanitary manner. Under this
chapter, shelters whose wire, grid, or slat floors: (i) permit the animals' feet to pass through the openings; (ii) sag
under the animals' weight; or (iii) otherwise do not protect the animals' feet or toes from injury aze not adequate
shelter.
"Adequate space" means sufficient space to allow each animal to: (i) easily stand, sit, lie, turn about, and make all
other normal body movements in a comfortable, normal position for the animal; and (ii) interact safely with other
animals in the enclosure. When an animal is tethered, "adequate space" means a tether that permits the above actions
and is appropriate to the age and size of the animal; is attached to the animal by a properly applied collaz, halter, or
harness configured so as to protect the animal from injury and prevent the animal or tether from becoming entangled
with other objects or animals, or from extending over an object or edge that could result in the strangulation or
injury of the animal; and is at least three times the length of the animal, as measured from the tip of its nose to the
base of its tail, except when the animal is being walked on a leash or is attached by a tether to a lead line. When
freedom of movement would endanger the animal, temporarily and appropriately restricting movement of the animal
according to professionally accepted standazds for the species is considered provision of adequate space.
"Adequate water" means provision of and access to clean, fresh, potable water of a drinkable temperature that is
provided in a suitable manner, in sufficient volume, and at suitable intervals appropriate for the weather and
temperature, to maintain normal hydration for the age, species, condition, size and type of each animal, except as
prescribed by a veterinarian or as dictated by naturally occurring states of hibernation or fasting normal for the
species; and is provided in clean, durable receptacles that are accessible to each animal and are placed so as to
minimize contamination of the water by excrement and pests or an alternative source of hydration consistent with
generally accepted husbandry practices.
"Adoption" means the transfer of ownership of a dog or a cat, or any other companion animal, from a releasing
agency to an individual.
http://legl .state.va.us/cgi-bin/legp504.exe?000+codP75.2-6500 6/25/2012
"Agricultural animals" means all livestock and poultry.
"Ambient temperature" means the temperature surrounding the animal.
"Animal" means any nonhuman vertebrate species except fish. For the purposes of § 3.2-6522, animal means any
species susceptible to rabies. For the purposes of § 3.2-6570, animal means any nonhuman vertebrate species
including fish except those fish captured and killed or disposed of in a reasonable and customary manner.
"Animal control officer" means a person appointed as an animal control officer or deputy animal control officer as
provided in § 3.2-6555.
" means a facility, other than a private residential dwelling and its surrounding grounds, that is used
to ouse or contain animals and that is owned, operated, or maintained ~ ~ltity including a
humane society, animal welfare organization, society for the prevention o crue anuna s, or any other
organization operating for the purpose of fmding permanent adoptive homes for animals.
"Boarding establishment" means a place or establishment other than a pound or animal shelter where companion
animals not owned by the proprietor are sheltered, fed, and watered in exchange for a fee.
"Collar" means awell-fitted device, appropriate to the age and size of the animal, attached to the animal's neck in
such a way as to prevent trauma or injury to the animal.
"Commercial dog breeder" means any person who, during any 12-month period, maintains 30 or more adult female
dogs for the primary purpose of the sale of their offspring as companion animals.
"Companion animal" means any domestic or feral dog, domestic or feral cat, nonhuman primate, guinea pig,
hamster, rabbit not raised for human food or fiber, exotic or native animal, reptile, exotic or native bird, or any feral
animal or any animal under the care, custody, or ownership of a person or any animal that is bought, sold, traded, or
bartered by any person. Agricultural animals, game species, or any animals regulated under federal law as research
animals shall not be considered companion animals for the purposes of this chapter.
"Consumer" means any natural person purchasing an animal from a dealer or pet shop or hiring the services of a
boarding establishment. The term "consumer" shall not include a business or corporation engaged in sales or
services.
"Dealer" means any person who in the regular course of business for compensation or profit buys, sells, transfers,
exchanges, or barters companion animals. The following shall not be considered dealers: (i) any person who
transports companion animals in the regular course of business as a common carrier; or (ii) any person whose
primary purpose is to find permanent adoptive homes for companion animals.
"Direct and immediate threat" means any clear and imminent danger to an animal's health, safety or life
"Dump" means to knowingly desert, forsake, or absolutely give up without having secured another owner or
custodian any dog, cat, or other companion animal in any public place including the right-of--way of any public
highway, road or street or on the property of another.
"Emergency veterinary treatment" means veterinary treatment to stabilize alife-threatening condition, alleviate
suffering, prevent further disease transmission, or prevent further disease progression.
"Enclosure" means a structure used to house or restrict animals from running at large.
"Euthanasia" means the humane destruction of an animal accomplished by a method that involves instantaneous
unconsciousness and immediate death or by a method that involves anesthesia, produced by an agent that causes
painless loss of consciousness, and death during such loss of consciousness.
"Exhibitor" means any person who has animals for or on public display, excluding an exhibitor licensed by the U.S
http://leg l .state.va.us/cgi-bin/legp504.exe?000+codP76.2-6500 6/25/2012
Department of Agriculture.
"Facility" means a building or portion thereof as designated by the State Veterinarian, other than a private residential
dwelling and its surrounding grounds, that is used to contain a primary enclosure or enclosures in which animals are
housed or kept.
"Farming activity" means, consistent with standard animal husbandry practices, the raising, management, and use of
agricultural animals to provide food, fiber, or transportation and the breeding, exhibition, lawful recreational use,
mazketing, transportation, and slaughter of agricultural animals pursuant to such purposes.
"Foster care provider" means an individual who provides care or rehabilitation for companion animals through an
affiliation with a pound, animal shelter, or other releasing agency.
"Foster home" means a private residential dwelling and its surrounding grounds at which site through an affiliation
with a pound, animal shelter, or other releasing agency care or rehabilitation is provided for companion animals.
"Groomer" means any person who, for a fee, cleans, trims, brushes, makes neat, manicures, or treats for external
pazasites any animal.
"Home-based rescue" means any person that accepts: (i) more than 12 companion animals; or (ii) more than nine
companion animals and more than three unweaned litters of companion animals in a calendar year for the purpose of
finding permanent adoptive homes for the companion animals and houses the companion animals in a private
residential dwelling or uses a system of housing companion animals in private residential foster homes.
"Humane" means any action taken in consideration of and with the intent to provide for the animal's health and well-
being.
"Humane investigator" means a person who has been appointed by a circuit court as a humane investigator as
provided in § 3.2-6558.
"Humane society" means any incorporated, nonprofit organization that is organized for the purposes of preventing
cruelty to animals and promoting humane care and treatment or adoptions of animals.
"Kennel" means any establishment in which five or more canines, felines, or hybrids of either are kept for the
purpose of breeding, hunting, training, renting, buying, boarding, selling, or showing.
"Law-enforcement officer" means any person who is a full-time or part-time employee of a police department or
sheriffs office that is part of or administered by the Commonwealth or any political subdivision thereof and who is
responsible for the prevention and detection of crime and the enforcement of the penal, traffic or highway laws of
the Commonwealth. Part-time employees are compensated officers who aze not full-time employees as defined by
the employing police department or sheriff s office.
"Livestock" includes all domestic or domesticated: bovine animals; equine animals; ovine animals; porcine animals;
cervidae animals; capradae animals; animals of the genus Lama; ratites; fish or shellfish in aquaculture facilities, as
defined in § 3.2-2600; enclosed domesticated rabbits or hares raised for human food or fiber; or any other individual
animal specifically raised for food or fiber, except companion animals.
"New owner" means an individual who is legally competent to enter into a binding agreement pursuant to
subdivision B 2 of § 3.2-6574, and who adopts or receives a dog or cat from a releasing agency.
"Ordinance" means any law, rule, regulation, or ordinance adopted by the governing body of any locality.
"Other officer" includes all other persons employed or elected by the people of Virginia, or by any locality, whose
duty it is to preserve the peace, to make arrests, or to enforce the law.
"Owner" means any person who: (i) has a right of property in an animal; (ii) keeps or harbors an animal; (iii) has an
http://leg l .state.va.us/cgi-bin/legp504.exe?000+codP».2-6500 6/25/2012
animal in his care; or (iv) acts as a custodian of an animal.
"Pet shop" means an establishment where companion animals aze bought, sold, exchanged, or offered for sale or
exchange to the general public.
"Poultry" includes all domestic fowl and game b:irds>~ +~ capQin+ity.
-~~ eans a facili - ~ i . :, or ~, forth " b"` or
~?$
zed, ess ned, '" ted amm s; or a facility operated for the same purpose
under a contract with any locality or incorporated society for the prevention of cruelty to animals.
"Primary enclosure" means any structure used to immediately restrict an animal or animals to a limited amount of
space, such as a room, pen, cage, compartment, or hutch. For tethered animals, the term includes the shelter and the
area within reach of the tether.
"Properly cleaned" means that cazcasses, debris, food waste, and excrement are removed from the primary enclosure
with sufficient frequency to minimize the animals' contact with the above-mentioned contaminants; the primary
enclosure is sanitized with sufficient frequency to minimize odors and the hazards of disease; and the primary
enclosure is cleaned so as to prevent the animals confined therein from being directly or indirectly sprayed with the
stream of water, or directly or indirectly exposed to hazardous chemicals or disinfectants.
"Properly lighted" when referring to a facility means sufficient illumination to permit routine inspections,
maintenance, cleaning, and housekeeping of the facility, and observation of the animals; to provide regular diurnal
lighting cycles of either natural or artificial light, uniformly diffused throughout the facility; and to promote the
well-being of the animals.
"Properly lighted" when referring to a private residential dwelling and its surrounding grounds means sufficient
illumination to permit routine maintenance and cleaning thereof, and observation of the companion animals; and to
provide regular diurnal lighting cycles of either natural or artificial light to promote the well-being of the animals.
"Releasing agency" means a pound, animal shelter, humane society, animal welfaze organization, society for the
prevention of cruelty to animals, or other similaz entity or home-based rescue, that releases companion animals for
adoption.
"Research facility" means any place, laboratory, or institution licensed by the U.S. Department of Agriculture at
which scientific tests, experiments, or investigations involving the use of living animals are carried out, conducted,
or attempted.
"Sanitize" means to make physically clean and to remove and destroy, to a practical minimum, agents injurious to
health.
"Sore" means, when referring to an equine, that an irritating or blistering agent has been applied, internally or
externally, by a person to any limb or foot of an equine; any burn, cut, or laceration that has been inflicted by a
person to any limb or foot of an equine; any tack, nail, screw, or chemical agent that has been injected by a person
into or used by a person on any limb or foot of an equine; any other substance or device that has been used by a
person on any limb or foot of an equine; or a person has engaged in a practice involving an equine, and as a result of
such application, infliction, injection, use, or practice, such equine suffers, or can reasonably be expected to suffer,
physical pain or distress, inflammation, or lameness when walking, trotting, or otherwise moving, except that such
term does not include such an application, infliction, injection, use, or practice in connection with the therapeutic
treatment of an equine by or under the supervision of a licensed veterinarian. Notwithstanding anything contained
herein to the contrary, nothing shall preclude the shoeing, use of pads, and use of action devices as permitted by 9
C.F.R. Part 11.2.
"Sterilize" or "sterilization" means a surgical or chemical procedure performed by a licensed veterinarian that
renders a dog or cat permanently incapable of reproducing.
http://legl .state.va.us/cgi-bin/legp504.exe?000+codP78.2-b500 6/25/2012
u v
"Treasurer" includes the treasurer and his assistants of each county or city or other officer designated by law to
collect taxes in such county or city.
"Treatment" or "adequate treatment" means the responsible handling or transportation of animals in the person's
ownership, custody or charge, appropriate for the age, species, condition, size and type of the animal.
"Veterinary treatment" means treatment by or on the order of a duly licensed veterinarian.
"Weaned" means that an animal is capable of and physiologically accustomed to ingestion of solid food or food
customary for the adult of the species, and has ingested such food, without nursing, for a period of at least five days.
(1984, c. 492, § 29-213.36; 1987, c. 488, § 3.1-796.66; 1988, c. 538; 1991, c. 348; 1993, cc. 174, 959; 1995, c. 510;
1998, c. 817; 2002, cc. 351, 500, 787; 2003, c. 1007; 2008, cc. 9~ 8~ 860; 2011, cc. 754, 885.)
rev ~ next ~ new search ~ table of conterns ~ home
http://legl.state.va.us/cgi-bin/legp504.exe?000+codP~y.2-6500 6/25/2012
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Rescind Solid Waste Fee 07-02-2012 9
SUBJECT/PROPOSAL/REQUEST:
Rescind Ordinance Change
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
INFORMATION:
BACKGROUND:
The Pittsylvania County Board of Supervisors voted to amend the Solid Waste Ordinance of Pittsylvania County to
establish a solid waste fee of $5.00 per month per household in Pittsylvania County. This was to support the
operation of the Pittsylvania County Landfill.
DISCUSSION:
At the June 19, 2012 adj ourned meeting of the Pittsylvania County Board of Supervisors, Coy E. Harville presented
the proposal that he intended to make a motion to rescind the solid waste fee. This would be considered advanced
notification for a motion to rescind in accordance with Robert's Rules. The current budget calculates $1,265,520
based on 21,092 households in Pittsylvania County.
RECOMMENDATION:
Staff recommends that the Board of Supervisors consider a replacement revenue of $1,265,520 for the 2012-2013
Budget, if the Board of Supervisors agrees that they need to rescind the solid waste fee.
P80
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Annual Contracts -Dewberry & Davis, Inc.; July 2012-
June 2013 Proposals for Storm Water Monitoring - 07-02-2012 1.0 '
Pittsylvania County Landfill, VPDES Permit No.
VAR051524; Phase I & II Landfill Gas Monitoring, and ACTION: INFORMATION:
Phase I & II Groundwater Monitoring for Pittsylvania Yes
County Landfill, Permit No. 571 CONSENT AGENDA:
ACTION: ~ INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
Annual Contracts -Pittsylvania County Landfill ATTACHMENTS:
Yes
STAFF CONTACT(S):
William D. Sleeper; Otis S. Hawker REVIEWED BY:
BACKGROUND:
In 2004, the Department of Environmental Quality (DEQ) started required storm water monitoring at the
Pittsylvania County Landfill through the Virginia Pollutant Discharge Elimination System (VPDES) Permit No.
VAR051524. Furthermore, the Pittsylvania County Landfill operates under DEQ Permit #571 and consists of
approximately 440 acres in four (4) phases and is currently operating in Phase II. The Board of Supervisors has
been operating required storm water, groundwater, and gas monitoring programs at the Pittsylvania County Landfill
since 1999.
DISCUSSION:
Pittsylvania County has negotiated with Dewberry & Davis, Inc. to amend the Engineering Services
Agreement to provide the necessary storm water monitoring services at the Pittsylvania County Landfill for the next
fiscal year, beginning July 1, 2012, for a lump sum of $7,000 and an additional estimated $2,500 in laboratory fees,
for a total estimated cost of $9,500. Funding for this cost was anticipated and is in the 2012/13 budget
Under Permit #571, the DEQ and Subtitle D regulations requires methane gas monitoring on a quarterly
basis as a permit condition. Gas quarterly reports have to be submitted to the State to verify compliance. Dewberry
& Davis, Inc. has submitted contract amendments for Phase I for the landfill gas monitoring at a cost of $3,400 and
$3,400 for Phase II gas monitoring, for a total gas monitoring cost of $6,800. Their amendments to their 1999
contract for landfill gas monitoring of Phase I and for Phase II are attached. Funding for this cost was anticipated
and is in the 2012/ 13 budget.
Because groundwater monitoring is an intensive project that requires significant background and date
keeping over a number of years, attached hereto you will find a proposal from Dewberry & Davis, Inc. to amend
their 1999 contract for the landfill groundwater monitoring program for Phase I at a cost of $24,000, with
laboratory fees of $30,000; and Phase II at a cost of $19,800, with laboratory fees of $15,000; for a total amendment
cost of $88,800. Funding for this cost was anticipated and is in the 2012/13 budget.
RECOMMENDATION:
Staff recommends the Board of Supervisors approve the July 2012-June 2013 proposals for: 1) Storm water
monitoring of the Pittsylvania County Landfill, VPDES Permit No. VAR051524, to include laboratory fees for a
total estimated cost of $9,500; 2) Gas monitoring for Phase I & Phase II for Pittsylvania County Landfill, DEQ
Permit #571, at a cost totaling $6,800; and 3) Groundwater monitoring for Phase I and Phase II, including
laboratory fees, for the Pittsylvania County Landfill, DEQ Permit #571, at a cost totaling $88,800; and authorize the
County Administrator to sign all necessary documentation.
P81
Dewberry
June 11, 2012
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
RE: July 2012 -June 2013 Proposal for Storm Water Monitoring
Pittsylvania County Landfill, VPDES Permit No. VAR051524
Dear Mr. Hawker:
Dewberry & Davis, Inc.
551 Piney Forest Road
Danville, VA 24540-3353
434.797.4497
434.797.4341 fax
www.dewberry.com
Dewberry & Davis, Inc. (Dewberry) is pleased to present our proposal to conduct storm water
monitoring activities for the fiscal 2012-2013 monitoring year as required under the Virginia
Pollutant Dischazge Elimination System (VPDES) Permit Number VAR051524. The revised
VPDES Permit became effective July 1, 2009 and expires June 30, 2014.
Under the new permit, exceedances of benchmazk monitoring concentrations may require
modifications to the Storm Water Pollution Prevention Plan (SWPPP). During the 2011
monitoring yeaz Total Recoverable Iron (TRI) exceeded the benchmark in Outfalls 002 and 005.
Total Suspended Solids (TSS) exceeded the benchmazk in Outfa11005.
This proposal includes corrective actions which will likely be required in order to insure that the
Facility is in compliance with the revised permit regulations. Updates to the existing Stormwater
Pollution Prevention Plan (SWPPP) aze also included in this proposal.
UNDERSTANDING OF THE PROJECT
Storm water dischazges from the Facility are regulated under General VPDES Permit for
Discharges of Storm Water Associated with Industrial Activity (9VAC25-151-10 et seq.). The
SWPPP prepazed by Dewberry in January 2004, revised September 19, 2008 and March 11, 2011
outlines the monitoring requirements for the Facility. Under this general permit, storm water
runoff monitoring will be conducted at Outfalls 001,002, 003, 004 and 005.
The facility shall perform and document quarterly visual examinations of storm water dischazges
of Outfalls 001,002, 003, 004, and 005. The examinations shall be made at least once in each of
the following three-month periods: January through March, April through June, July through
September, and October through December.
Collection and analysis of storm water runoff must be performed annually at the Facility for
Outfalls 001,002, 003, 004 and 005.
If at any time the outfall monitoring results exceed an effluent limitation, immediate corrective
actions must be taken to eliminate the exceedances. The corrective actions may include updating
the SWPPP and implementation of BMPs. Follow-up sampling is required to evaluate the BMPs
effectiveness.
P82
Mr. Otis Hawker
Page 2
June 11, 2012
SCOPE OF SERVICES
Item I: Ouarterly Storm Water Visuals
Dewberry will conduct quarterly storm water visual examinations of Outfalls 001,002, 003, 004,
and 005. Visual examination reports will be prepared and submitted to the Facility for their file
and use.
Item II: Annual Storm Water Monitoring
Dewberry will conduct annual storm water monitoring of Outfalls 001, 002, 003, 004, and 005.
A Discharge Monitoring Report (DMR) will be prepared for each monitoring event and submitted
to DEQ and a copy provided to the Facility for their file and use.
Item III: Corrective Actions
In the event that a constituent exceeds the effluent limit, corrective action measures will need to
be implemented as per Part I.A.l.c.5 of the Final Draft of the proposed VPDES permit.
Dewberry will review and modify the SWPPP when necessary within thirty days of a constituent
exceedance. Dewberry will develop and supervise implementation of any corrective actions that
may be necessary to restore the outfall into compliance. Follow-up monitoring will be conducted
to verify corrective actions that were implemented have succeeded in reducing the constituent(s).
FEES
Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard
Hourly Billing Rate Schedule (Attachment A).
Item I: Quarterly Storm Water Visuals
Four quarters at $1,000 each ..............................................................................$4,000 (Lump Sum)
Item II: Annual Storm Water Monitoring .......................................................$3,000 (Lump Sum)
Item III: Corrective Actions
Design and/or Modify BMPs ................................................ hourly as needed not to exceed $5,000
Follow-up Monitoring ........................................................... hourly as needed not to exceed $1,500
Total Lump Sum Fees Listed Above ................................................................................... $7,000
(Does not include Hourly Estimates)
The fees listed above do not include fees charged by the laboratory for analytical costs:
Dewberry
P83
Mr. Otis Hawker
Page 3
June 11, 2012
Laboratory Fees
Total laboratory Estimate .................................................................................................... $2,500
(Does Not Include Follow-Up Monitoring)
All laboratory fees will be paid directly by the County in order to present a 1 S% cost savings to
the County.
If DEQ should require additional outfalls to the monitoring program, the cost for storm water
monitoring will be re-evaluated at that time. The terms and conditions of this amendment will be
consistent with those presented in the original agreement.
We appreciate your business and the opportunity to provide environmental services to
Pittsylvania County. If you should have any questions regarding any part of this proposal or the
storm water program, please feel free to contact us.
Sincerely,
Dewberry & Davis, Inc.
Tr A. Shelton
Environmental Department Manager
TAS/blb/vnl
cc: Mr. LJ Burgess -Pittsylvania County Landfill
Attachment A -Standard Hourly Billing Rate Schedule (September 1, 2010)
R:~Proposal Letters~EnvironmentaA2012-6-11Pitfil Stormwater.doc
The foregoing proposal of Dewberry & Davis, Inc. is accepted:
Print (Type) Individual, Firm, or Corporate Name
Signature of Authorized Representative Date
Print (Type) Name of Authorized Representative and Title
Dewberry
P84
Attachment A
STANDARD HOURLY BILLING RATE SCHEDULE
Dewberry
Engineering/Planning/Landscape/Architecture/Surveying Services/MC Services
Hourly Rates
Principal
Admin Assistant/Professional I - II -III - IV
CADD Technician I - II -III - IV
Construction Administrator I - II
Engineer/Planner/Landscape/Architect/MC I - II -III
Engineer/Planner/Landscape/Architect/MC IV - V - VI
Engineer/Planner/Landscape/Architect/MC VII -VIII
Engineer/Planner/Landscape/Architect/MC IX
Interior Designer I - II -III- IV
Geographer/GIS I - II -III
Geographer/GIS IV - V - VI
Geographer/GIS VII -VIII - IX
Resident Engineer I - II -III - IV
Resident Construction Technician I - II
Survey/Computor I - II -III
Survey/Computor IV - V - VI
Technical Assistant I - II -III - IV- V
Surveyor I - II -III
Surveyor IV - V - VI
Reimbursable Expenses
(Including subconsultants, courier, postal services, etc.)
$200.00
$50.00 - $60.00 - $70.00 - $80.00
$55.00 - $65.00 - $75.00 - $85.00
$95.00 - $110.00
$70.00 - $80.00 - $90.00
$105.00 - $ ] 20.00 - $135.00
$150.00 - $155.00
$180.00- $200.00
$55.00 - $70.00 - $90.00- $110.00
$60.00 - $70.00 - $80.00
$90.00 - $105.00 - $120.00
$135.00 - $155.00 - $175.00
$70.00 - $80.00 - $95.00 - $114.00
$50.00 - $60.00
$60.00 - $70.00 - $80.00
$95.00 - $110.00 - $125.00
$45.00 - $55.00 - $65.00 - $75.00 - $85.00
$45.00 - $55.00 - $65.00
$80.04 - $90.00 - $105.00
Cost + I S%
Dewberry°
Revised September 1, 2010 Schedule STD
Subject to revision
P85
Dewberry
June 12, 2012
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
Dewberry & Davis, Inc.
551 Piney Forest Road
Danville, VA 24540-3353
434.797.4497
434.797.4341 fax
www.dewberry.com
RE: July 2012 -June 2013 Proposal for Phase I Groundwater Monitoring
Pittsylvania County Landfill, Permit No. 571
Dear Mr. Hawker:
Dewberry & Davis, Inc. (Dewberry) is pleased to present our proposal to conduct groundwater
monitoring activities for the fisca12012-2013 monitoring year required under 9VAC20-81-250
of the Virginia Solid Waste Management Regulations (VSWMR) at the Phase I area of the
Pittsylvania County Landfill (Facility). This proposal also includes the 2012 Groundwater
Annual Report which will summarize all of the groundwater monitoring activities as well as the
accompanying laboratory analytical results collected during the monitoring year.
This proposal reflects recent monitoring frequency changes that the Facility was allowed to
pursue. The ongoing successful collaboration between the County, Dewberry, and DEQ has
allowed the Phase I portion of the Facility to convert from quarterly to semiannual groundwater
monitoring, thus translating into a $10,000 savings to the County.
UNDERSTANDING OF THE WORK
The Phase I area of the Pittsylvania County Landfill Facility is currently monitoring groundwater
under the Assessment Monitoring Program (9VAC20-81-250.B.3) due to concentrations of
certain monitoring parameters being in exceedance of the Groundwater Protection Standards
(GPS). As part of the assessment monitoring program the Facility must conduct semiannual
groundwater sampling with one of the events being analyzed for the Table 3.1 Column-B
parameter suite and the subsequent event analyzed for Table 3.1 Column-A and for those
constituents in Column-B that have previously been detected.
A report will be submitted to DEQ discussing the analytical results and statistical analysis of the
data from the sampling event.
P86
Mr. Otis Hawker
Page 2
June 12, 2012
SCOPE OF SERVICES
Item I: Groundwater Monitoring
• Dewberry will perform semiannual groundwater sampling on one (1) up-gradient
compliance monitoring well MW-lA and eight (8) down gradient compliance monitoring
wells (MW-3, MW-4, MW-11, MW-13A, MW-14, MW-23, MW-27, and MW-28A).
• Dewberry will perform semiannual groundwater sampling on eleven (11) performance
wells: MW-3A NES, MW-15A, MW-15A NES, MW-29, MW-25A, MW-16B(s), MW-
16B(m), MW-26, MW-30, MW-27B(s), and MW-28C(d).
• Dewberry will perform semiannual groundwater sampling on eight (8) sentinel wells in
the Phase I area. The sentinel wells include MW-15B NES, MW-25C, MW-25NES(d),
MW-16B(d), MW-27B(d), MW-27C, MW-28C(s), and MW-28D.
• Dewberry will perform semiannual surface water sampling at four (4) locations along the
Banister River. The sites are described in the revised CAMP as: SSL-3ANES, SSL-1,
SSL-2, and SSL-3.
The purge water from each sampling event will be placed in drums at each monitoring well
which the Facility has provided.
This scope also includes semiannual groundwater monitoring reports to DEQ. Each report will
include: statistical analysis, a current potentiometric map, trend graphs, summary tables, a
discussion of findings and results, conclusions and recommendations.
Dewberry will use Pace Analytical, Inc. to perform the analysis unless the County has a specific
laboratory preference.
Item II: Verification Event
In the event that a constituent is detected at a concentration which exceeds GPS or has not been
historically detected, a verification re-sample may be required. Dewberry will notify DEQ
within fourteen (14) days of the exceedance and the verification event will be conducted within
the thirty (30) day compliance period.
Item III: Groundwater Annual Report
To satisfy the requirements of 9VAC20-81-250 E.2.a an annual report of the groundwater
monitoring activities of the year is required. The Groundwater Annual Report (GWAR) will be
prepared for groundwater data collected during the 2011 groundwater monitoring year.
Dewberry
P87
Mr. Otis Hawker
Page 3
June 12, 2012
Item IV: Additional DEQ Correspondence
Recent regulatory changes within the groundwater program have lead to repeated additional
requests from DEQ for technical information concerning the groundwater monitoring program at
the Facility. Dewberry will coordinate with, prepare, and provide the necessary correspondences
to DEQ. This line item does not include any extensive studies, but rather letter reports and
request for additional information correspondences.
FEES
Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard
Hourly Billing Rate Schedule (Attachment A).
Item I: Groundwater Monitorin
2°a Semiannual Event (October 2012) .......................................... $10,000 (lump sum)
ls` Semiannual Event (April 2013) ...............................................$10,000 (lump sum)
Item II: Verification Event ................................................................. (Hourly as Needed)
($1,800 hourly estimate per event)
Item III: 2012 Groundwater Annual Report (GWAR) ....................... $4,500 (lump sum)
Item IV: Additional DEQ Correspondence ........................ Hourly Not to Exceed $5,000
Total Lump Sum ..................................................................................................$24,500
(Does Not Include Verification Event)
The fees listed above do not include fees charged by the laboratory for analytical costs.
Laboratory Fees
Total Laboratory Estimate ..................................................................................$30,000
(Does Not Include Verification Re-sampling)
All laboratory fees will be paid directly by the County in order to present a 15% cost savings to
the County.
If DEQ should require adding additional wells to the monitoring program, the cost for
groundwater monitoring will be re-evaluated at that time. The terms and conditions of this
amendment will be consistent with those presented in the original agreement.
Dewberry
P88
Mr. Otis Hawker
Page 4
June 12, 2012
We appreciate your business and the opportunity to provide environmental services to
Pittsylvania County. If you should have any questions regarding any part of this proposal or the
groundwater monitoring program, please feel free to contact us.
Sincerely,
Dewbe & Davis, Inc.
~~
ro~y~Shelton
Environmental Department Manager
TAS/tas/vnl
Attachment A -Standard Hourly Rate Schedule (9/1/10)
cc: Mr. LJ Burgess - Pittsylvania County Landfill
R:~Proposal Letters~Environmenta1~2012-6-12 Pitfil Phase I GW.doc
The foregoing proposal of Dewberry & Davis, Inc. is accepted:
Print (Type) Individual, Firm, or Corporate Name
Signature of Authorized Representative Date
Print (Type) Name of Authorized Representative and Title
Dewberrye
P89
Attachment A
STANDARD HOURLY BILLING RATE SCHEDULE
Dewberry
Engineering/Planning/Landscape/Architecture/Surveying Services/MC Services
Principal
Admin Assistant/Professional I - II -III - IV
CADD Technician I - II -III - IV
Construction Administrator I - II
EngineerJPlanner/LandscapelArchitect/MC I - II -III
Engineer/Planner/Landscape/ArchitectJMC IV - V - VI
Engineer/Planner/Landscape/Architect/MC VII -VIII
Engineer/Planner/IandscapeJArchitectJMC IX
Interior Designer I - II -III- N
Geographer/GIS I - II -III
Geographer/GIS IV - V - VI
Geographer/GIS VII -VIII - IX
Resident Engineer I - II -III - IV
Resident Construction Technician I - II
Survey/Computor I - II -III
Survey/Computor IV - V - VI
Technical Assistant I - II -III - IV- V
Surveyor I - II -III
Surveyor N - V - VI
Reimbursable Expenses
(Including subconsultants, courier, postal services, etc.}
Hourly Rates
$200.00
$50.00 - $60.00 - $70.00 - $80.00
$55.00 - $65.00 - $75.00 - $85.00
$95.00 - $110.00
$70.00 - $80.00 - $90.00
$105.00 - $ ] 20.00 - $135.00
$150.00 - $165.00
$180.00- $200.00
$55.00 - $70.00 - $90.00- $110.00
$60.00 - $70.00 - $80.00
$90.00 - $105.00 - $120.00
$]35.00-$155.00-$175.00
$70.00 - $80.00 - $95.00 - $110.00
$50.00 - $60.00
$60.00 - $70.00 - $80.00
$95.00 - $110.00 - $125.00
$45.00 - $55.00 - $65.00 - $75.00 - $85.00
$45.00 - $55.00 - $b5.00
$80.00 - $90.00 - $105.00
Cost + 15°l0
Dewberry°
Revised September 1, 2010 Schedule STD
Subject to revision
P90
Dewberry
June 12, 2012
Mr. Otis Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
Dewberry & Davis, Inc.
551 Piney Forest Road
Danville, VA 24540-3353
434.797.4497
434.797.4341 fax
www.dewberry.com
Re: July 2012 -June 2013 Proposal for Phase II Groundwater Monitoring
Pittsylvania County Landfill, Permit No. 571
Dear Mr. Hawker:
Dewberry & Davis, Inc. (Dewberry) is pleased to present our proposal to conduct groundwater
monitoring activities for the fisca12012-2013 monitoring year required under 9VAC20-81-250
of the Virginia Solid Waste Management Regulations (VSWMR) at the Phase II area of the
Pittsylvania County Landfill (Facility). This proposal also includes the 2012 Groundwater
Annual Report which will summarize all of the groundwater monitoring activities as well as the
accompanying laboratory analytical results collected during the monitoring year.
UNDERSTANDING OF THE WORK
The Phase II Landfill area of the Pittsylvania County Landfill operates under Permit No. 571.
The existing permit was amended in 1996 and includes a 450 acre site, of which, 26.8 acres is
the Phase II disposal area. The Phase II disposal area was permitted and constructed in 2003. The
Phase II landfill began accepting waste in June 2005 and as a result began monitoring under the
detection monitoring program as per 9VAC20-81-250.B.2 unti12009.
Organic constituents were quantified during each quarterly monitoring event of 2008. Due to a
Statistically Significant Increase (SSI) over background being determined, an assessment
monitoring program was implemented during the 2"d quarter 2009 monitoring event.
The Facility is within the regulated range of proximity to down gradient wetland areas, under
Section 10.1-1408.5 Code of Virginia the Facility must conduct quarterly groundwater sampling
with one of the quarterly events being analyzed for Table 3.1 Column-B parameter suite and the
remaining three quarterly events of each monitoring year being analyzed for Table 3.1 Column-
A and for those constituents in Column-B that have previously been detected.
P91
Mr. Otis Hawker
Page 2
June 12, 2012
SCOPE OF SERVICES
Item I: Groundwater Monitoring
• Dewberry will perform quarterly groundwater sampling on two (2) up-gradient well
MW1A and MW101. Five (5) down gradient compliance monitoring wells: MW-102,
MW-104A, MW-108, MW-109A, and MW-110.
• Dewberry will perform quarterly groundwater monitoring on one (1) performance well
labeled MW-109A NES.
• Dewberry will perform quarterly groundwater monitoring on two (2) sentinel wells MW-
109B(s) and MW-109B(d)
The purge water from each sampling event will be placed in drums at each monitoring well
which the Facility has provided.
This scope also includes quarterly groundwater monitoring reports to DEQ. Each report will
include: statistical analysis, a current potentiometric map, trend graphs, summary tables, a
discussion of findings and results, conclusions and recommendations.
Dewberry will use Pace Analytical, Inc. to perform the analysis unless the County has a specific
laboratory preference.
Item II: Verification Event
In the event that a constituent which exceeds GPS or has not been historically detected, a
verification re-sample may be required. Dewberry will notify DEQ within fourteen (14) days of
the exceedance and the verification event will be conducted within the thirty (30) day
compliance period.
Item III: Groundwater Annual Resort
To satisfy the requirements of 9VAC 20-81-250 E.2.(a) an annual report of the groundwater
monitoring activities of the year is required. The Groundwater Annual Report (GWAR) will be
prepared for groundwater data collected during the 2012 groundwater monitoring year.
Item IV: Additional DEO Corresaondence
Recent regulatory changes within the groundwater program have lead to repeated additional
requests from DEQ for technical information concerning the groundwater monitoring program at
the Facility. Dewberry will coordinate with, prepare, and provide the necessary correspondences
to DEQ. This line item does not include any extensive studies, but rather letter reports and
request for additional information correspondences.
Dewberry
P92
Mr. Otis Hawker
Page 3
June 12, 2012
FEES
Dewberry's services will be provided either lump sum or hourly as per Dewberry's Standard
Hourly Billing Rate Schedule (Attachment A).
Item I: QuarterlYGroundwater Monitoring
3`~ Quarter Event (July 2012) .............................................................. $4,000 (lump sum)
4lh Quarter Event (October 2012) ........................................................ $4,000 (lump sum)
ls` Quarter Event (January 2013) ......................................................... $4,000 (lump sum)
2°d Quarter Event (Apri12013) ............................................................ $4,000 (lump sum)
Item II: Verification Event ................................................................. (Hourly as Needed)
($1,800 hourly estimate per event)
Item III: 2012 Groundwater Annual Report ....................................... $3,800 (lump sum)
Item IV: Additional DEO Correspondence ......................(Hourly Not to Exceed $5,000)
Total Lump Sum ..................................................................................................$19,800
(Does Not Include Verification Re-sampling)
The fees listed above do not include fees charged by the laboratory for analytical costs.
Laboratory Fees
Total Laboratory Estimate ..................................................................................$15,000
(Does Not Include Verification Event)
All laboratory fees will be paid directly by the County in order to present a 15% cost savings to
the County.
The terms and conditions of this amendment will be consistent with those presented in the
original agreement.
Dewberry
P93
Mr. Otis Hawker
Page 4
June 12, 2012
We appreciate your business and the opportunity to provide environmental services to
Pittsylvania County. If you should have any questions regarding any part of this proposal or the
groundwater monitoring program, please feel free to contact us.
Sincerely,
Dewberry & Davis, Inc.
/~ ~ ~,.~~
Troy A. Shelton
Environmental Department Manager
TAS/tas/vnl
Attachment A -Standard Hourly Billing Rate Schedule (9/1/10)
cc: Mr. LJ Burgess - Pittsylvania County Landfill
R:~Proposal Letters~Environmenta1~2012-6-12 Pitfil Phase 2 GW.doc
The foregoing proposal of Dewberry & Davis, Inc. is accepted:
Print (Type) Individual, Firm, or Corporate Name
Signature of Authorized Representative Date
Print (Type) Name of Authorized Representative and Title
Dewberry
P94
Attachment A
STANDARD HOURLY BILLING RATE SCHEDULE
Dewberry
Engineering/Planning/Landscape/Architecture/Surveying Services/MC Services
Hourly Rates
Principal
Admin Assistant/Professional I - II -III - IV
CARD Technician I - II -III - IV
Construction Administrator I - II
Engineer/Planner/Landscape/Architect/MC I - II -III
Engineer/Planner/Landscape/Architect/MC IV - V - VI
Engineer/Planner/Landscape/Architect/MC VII -VIII
Engineer/Planner/Landscape/Architect/MC IX
Interior Designer I - II -III- N
Geographer/GIS I - II -III
Geographer/GIS IV - V - VI
Geographer/GIS VII -VIII - IX
Resident Engineer I - II -III - IV
Resident Construction Technician I - II
Survey/Computor I - II -III
Survey/Computor IV - V - VI
Technical Assistant I - II -III - IV- V
Surveyor I - II -III
Surveyor N - V - VI
Reimbursable Expenses
(including subconsultants, courier, postal services, etc.)
$2.00.00
$50.00 - $60.00 - $70.00 - $80.00
$55.00 - $65.00 - $75.00 - $85.00
$95.00 - $110.00
$70.00 - $80.00 - $90.00
$105.00 - $]20.00 - $135.00
$150.00 - $165.00
$180.00- $200.00
$55.00 - $70.00 - $90.00- $110.00
$60.00 - $70.00 - $80.00
$90.00 - $105.00 - $120.00
$135.00 - $155.00 - $175.00
$70.00 - $80.00 - $95.00 - $110.00
$50.00 - $60.00
$60.00 - $70.00 - $80.00
$95.00 - $110.00 - $125.00
$45.00 - $55.00 - $65.00 - $75.00 - $85.00
$45.00 - $55.00 - $65.00
$80.00 - $40.00 - $105.00
Cost + I S%
Dewb®rry°
Revised September 1, 2010 Schedule STD
Subject to revision
P95
Dewberry
June 11, 2012
Mr. Otis S. Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, Virginia 24531
Re: July 2012 -June 2013 Proposal for Phase I Landfill Gas Monitoring
Pittsylvania County Landfill, Permit No. 571
Deaz Mr. Hawker:
Dewberry & Davis, Inc.
551 Piney Forest Road
Danville, VA 24540-3353
434.797.4497
434.797.4341 fax
www.dewberry.com
Dewberry & Davis, Inc. (Dewberry) is pleased to provide a proposal for the landfill gas monitoring
at the Phase I azea of the Pittsylvania County Landfill per the Phase I Facility's Gas Management
Plan. This proposal is subject to our conditions included in our original open end contract with
Pittsylvania County for Landfill and Environmental Services.
UNDERSTANDING OF THE WORK
As per 9VAC 20-81-200, gas monitoring at the Phase I landfill must be conducted no less frequently
than quarterly. This frequency of monitoring will be sufficient to detect landfill gas migration.
Monitoring frequency may change if deemed necessary based on subsurface conditions and changing
landfill conditions such as partial or complete capping, landfill expansion, gas migration, control
system operation or failure, construction of new or replacement structures, and/or changes in land use
practices.
SCOPE OF SERVICES
Item 1: Quarterly Landfill Gas Monitoring
Quarterly landfill gas monitoring will be conducted on eight (8) gas monitoring probes with the
following identification numbers: GP-l, GP-2, GP-3, GP-4A, GP-SA, GP-6, GP-7, and GP-8. The
majority of the Phase I gas monitoring wells contain three (3) nested probes (shallow, middle, and
deep). This allows gas sampling to be conducted at various subsurface depths. Dewberry will also
monitor seven (7) leachate collection points located throughout the Phase I area of the landfill (LC-1,
LC-3 through LC-8). Dewberry will sample six (6) of the temporary occupied landfill buildings
(Bldg-1 through 6) and the two (2) Pittsylvania County Sheriff shooting range buildings (Range
Bldg-1 & 2).
Monitoring will be performed using a portable methane gas detection meter. After each quarterly gas
monitoring event has been completed, a gas monitoring report will be prepazed in accordance with
the Facility's Gas Management Plan. On behalf of the County, the report will be forwarded to the
Virginia DEQ. Copies will be sent to the County.
P96
Mr. Otis Hawker
Page 2
June 11, 2012
FEE
Dewberry will provide the services identified above for the following lump sum fees:
Item: Quarterly Gas Monitorine
3rd Quarter Event (August 2012) ...................................................................................... $850
4`l' Quarter Event (November 2012) ................................................................................. $850
15` Quarter Event (February 2013) ................................................................................... $850
2na Quarter Event (May 2013) .......................................................................................... $850
Total Lump Sum ........................................................................................................ $3,400
We appreciate your business and the opportunity to provide environmental services to Pittsylvania
County. If you should have any questions regarding any part of this proposal or gas monitoring
program, please feel free to contact us.
Sincerely,
Dewberry & Davis, Inc.
Troy A. Shelton
Environmental Department Manager
TAS/tas/vnl
cc: Mr. LJ Burgess - Pittsylvania County Landfill
R:~Proposal Letters~Environmenta1~2012-6-11 Pitfil Phase 1 Gas.doc
The foregoing proposal of Dewberry & Davis, Inc. is accepted:
Print (Type) Individual, Firm, or Corporate Name
Signature of Authorized Representative Date
Print (Type) Name of Authorized Representative and Title
Dewberry
P97
Dewberry
June 11, 2012
Mr. Otis S. Hawker
Assistant County Administrator
Pittsylvania County
P.O. Box 426
Chatham, Virginia 24531
Dewberry & Davis, Inc.
551 Piney Forest Road
Danville, VA 24540.3353
434.797.4497
434.797.4341 fax
www.dewberry.com
Re: July 2012 -June 2013 Proposal for Phase II Landfill Gas Monitoring
Pittsylvania County Landfill, Permit No. 571
Dear Mr. Hawker:
Dewberry & Davis, Inc. (Dewberry) is pleased to provide a proposal for the landfill gas
monitoring at the Phase II area of the Pittsylvania County Landfill per the Phase II Facility's Gas
Management Plan. This proposal is subject to our conditions included in our original open end
contract with Pittsylvania County for Landfill and Environmental Services.
UNDERSTANDING OF THE WORK
As per 9VAC20-81-200 gas monitoring at the Phase II landfill must be conducted no less
frequently than quarterly. This frequency of monitoring will be sufficient to detect landfill gas
migration. Monitoring frequency may change if deemed necessary based on subsurface
conditions and changing landfill conditions such as partial or complete capping, landfill
expansion, gas migration, control system operation or failure, construction of new or
replacement structures, and/or changes in land use practices.
SCOPE OF SERVICES
Item 1: Quarterly Landfill Gas Monitoring
Quarterly landfill gas monitoring will be conducted on seven (7) landfill gas monitoring probes
with the following identification numbers: GP-9, GP-10, GP-11, GP-12, GP-13, GP-14, and GP-
15. All of the Phase II gas monitoring wells contain (3) three nested probes (shallow, middle,
and deep). This allows gas sampling to be conducted at various subsurface depths.
Monitoring will be performed using a portable methane gas detection meter. After each quarterly
gas monitoring event has been completed a gas monitoring report will be prepared in accordance
with the Facility's Gas Management Plan. On behalf of the County, the report will be forwarded
to the Virginia DEQ. Copies of the report will be sent to the County.
P98
Mr. Otis Hawker
Page 2
June 11, 2012
FEE
Dewberry will provide the services identified above for the following lump sum fees:
Item: Quarterly Gas Monitoring
3`d Quarter Event (August 2012) .................................................................................$850
4`~' Quarter Event (November 2012) ...........................................................................$850
ls` Quarter Event (February 2013) ..............................................................................$850
2°d Quarter Event (May 2013) ....................................................................................$850
Total Lump Sum ...................................................................................................$3,400
We appreciate your business and the opportunity to provide environmental services to
Pittsylvania County. If you should have any questions regarding any part of this proposal or the
gas monitoring program, please feel free to contact us.
Sincerely,
Dewberry & Davis, Inc.
~ Q ~~~
Troy A. Shelton
Environmental Department Manager
TAS/tas/vnl
cc: Mr. LJ Burgess -Pittsylvania County Landfill
R:~Proposal Letters~Environmenta1~2012-6-11 Pitfil Phase 2 Gas.doc
The foregoing proposal of Dewberry & Davis, Inc. is accepted:
Print (Type) Individual, Firm, or Corporate Name
Signature of Authorized Representative Date
Print (Type) Name of Authorized Representative and Title
Dewberry
P99
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Change Order No. 1- Pittsylvania County Landfill
AGENDA DATE:
07-02-2012
ITEM NUMBER:
11
SUBJECT/PROPOSAL/REOUEST:
Change Order
ACTION:
Yes
CONSENT AGENDA:
ACTION:
STAFF CONTACT(S):
Mr. Sleeper
ATTACHMENTS:
Yes
REVIEWED BY:
INFORMATION:
BACKGROUND:
The Pittsylvania County Boazd of Supervisors has awazded a contract to Haymes Brothers, Inc., in the amount of
$1,925,708.30 for putting in the necessary liner and grating of Phase II of the Pittsylvania County Landfill ditch.
DISCUSSION:
The Department of Environmental Quality has required that a sedimentation basin be established to include a 12
foot Berm around the perimeter in order to meet the criteria necessary for the Department of Environmental
Quality. The cost for this proposed change for Haymes Brothers, Inc., is $25,095 and is within the bond budget.
RECOMMENDATION:
Staff recommends that the Boazd of Supervisors approve Change Order No. 1 in the amount of $25,095 and
authorize the County Administrator to sign all necessazy documentation. The new contract will be $1,950,803.30
P100
Change Order
No. l
Date of Issuance: June 10, 2012 Effective Date:
Project: Pittsylvania County Owner. Pittsylvania County Owner's Contract No.:50042236
Landfill Cell B
Contract: Pittsylvania County Landfill - Cell B Date of Contract: March 10, 2012
Contractor. Haymes Brothers, Inc. Engineer's Project No.: 50042236
The Contract Documents are modified as follows upon execution of this Change Order:
Description:
Change order number 1 is to revise the sediment pond to include a 12' wide berm around the perimeter to be used
When cleaning the pond. In addition, change order number 1 adds slope piping and junction box to the pond inlet.
Attachments (list documents supporting change):
Haymes Brothers, Inc. change order letter.
CHANGE IN CONTRACT PRICE:
Original Contract Price:
$1,925,708.30
(Increase] [Decrease] from previously
approved Change Orders No. 0 to No. 0:
$0.00
Contract Price prior to this Change Order:
$1,925,708.30
Increase of this Change Order:
$25,095.00
Contract Price incorporating this Change
$1,950,803.30
CHANGE IN CONTRACT TIlVIFS:
Original Contract Times: ~ Working ®Calendar days
Substantial completion (days or date): 150
Ready for final payment (days or date): 180
(Increase] (Decrease] from previously approved Change Orders
No. 0 to No. 0•
Substantial completion (days): 0
Ready for final payment (days): 0
Contract Times prior to this Change Order.
Substantial completion (days or date): 150
Ready for final payment (days or date): 180
Increase of this Change Order.
Substantial completion (days or date): 5_
Ready for final payment (days or date): 5
Contract Times with all approved Change Orders:
Substantial completion (days or date): 155
Ready for final payment (days or date): 185
By: ~ ~_ By:
Enginetr (Authorized Signature) Owner (Authorized Signature)
Date: L-~.l- l~ Date:
Approved by Funding Agency (if applicable):
By:
Contractor (Authorized Signature)
Date:
Date:
--
mcnc as~i ~ order
Prepared hY the Bs~oeen Joint Coohact Dowminb Committee aad indorsed h7 the Coosfrndion SpediSattoot rmthu6e.
Pace 1 of 2
P101
~~
Haymes Brothers, Inc.
c~~,~l t^1,.,>~rt~
Mr. spawn Harden
Dewberry dt Davis, Inc.
P.O. Box 1509
SS I Piney Forest Road
Danville, VA 24543
June 4, 2012
Re: Plttsylvsnia County Ssnltary LandNl, Please D - Cdl B
Sedlmmt Bssin and Storm Water RtmotfImprovement Proposal
Deal Mr. Harden;
At your request, Hayman Brothers, Inc. is pleased to present the folbwiag propoasl, in reprda to widening the
Berm aronnd the Sediment Basin that was constructed as pert of the refetertced project, as shown on detail
Sheet AD2-1, dated 2/2/12 and the installation of manures to control Storm Water Runoff in this area.
We propose to widen the existing Berm around the top of the Sediment Basin Atom 10' W 12', as well as
consbuct a Concrete Jtntction Hox to connect the two existing Stotts Wager Lino with a new 24" HDPE lint to
discharge ins the Stdimatt Basin, as detailed on shat AD2-1 that we received from Dewberry and Davin via
o-mail date Sr31/12.
Oar Lump Sum price to perform the scopes of work u ddailed above will be; S2S,095.90
Our proposal is broken down as folbws:
Construction of 12' Berm - 510,794.OY
Conatrttctioa of Junction Box, plscentern of 24" HDPE Pipe mtd (1) Flared End Sedan - S1Z,023.00
Erosion Control Meeaurea - ;~,OO
Total Proposal Aagnat Y25,095.06
We epprcciate the opportunity to present tbis proposal to you end look forward b the possibility of performing
this additional work for the Country.
Please do not hesitate to wntact me if you require additional inforrnation.
Sincerely,
si~vi}~-
Timothy D. Wonky
Project Manager
Cc: 61e
~ss'~..y
P102
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Resolution to the Virginia Department of 07-02-2012 12
Transportation (VDOT) - No Thru Trucks
SR 799/Climax Road ACTION: INFORMATION:
Yes
SUBJECT/PROPOSAL/REOUEST:
No Thru Truck Resolution
STAFF CONTACT(S):
Mr. Sleeper
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
REVIEWED BY:
BACKGROUND:
The Honorable Jerry Hagerman has requested for the Board of Supervisors to consider "No Thru Trucks"
restrictions on Greenpond Road, State Route 750 to its intersection with Anderson Mill Road, State Route 800 to
its intersection with Climax Road, State Route 799 to the intersection of Virginia Route 40. The alternate route
would be to utilize Virginia Route 57 to the Town of Chatham, take U.S. Route 29 North to the intersection of
Virginia State Route 40 and West on Route 40.
DISCUSSION:
RECOMMENDATION:
Staffrecommends that the Board of Supervisors set a public hearing for Tuesday, July 17, 2012 in accordance with
the requirements of Section 46.2-809 of the Code of Virginia, 1950, as amended, giving due notice and holding a
required public hearing concerning the restrictions "No Thru Trucks" on a primary or secondary highway.
P103
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA DATE:
AGENDA TITLE: 7-02-12
Expenditure Refunds-Requires a motion and a 10-day ACTION:
layover Yes
SUBJECT/PROPOSAL/REOUEST: CONSENT AGENDA:
ACTION:
Budget Amendment for expenditure refunds
ATTACHMENTS:
Yes
STAFF CONTACT(S): REVIEWED BY:
Sleeper, VanDerHyde
BACKGROUND:
ITEM NUMBER:
13
INFORMATION:
INFORMATION:
DISCUSSION:
Attached is a list of expenditure refunds for the month of June 2012 for review. As discussed eazlier with the
Boazd, 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: $175.00 to Sheriff-Wrecker Service (100-4-
031200-3170), $2,312.09 to Sheriff-Subsistence & Lodging, $10,620.04 to Sheriff-Parts (100-4-031200-
6030), $7,742.35 to Sheriff-Svc Costs-Labor (100-4-031200-6031), $70.38 to Jail-Extradition (100-4-
033100-5550), $37,351.07 to WIA-Rent (251-4-353160-5420), $388.39 to Solid Waste Disposal-Parts (520-
4-042400-6030), $700.00 to Landfill-Box Site Improvements (520-4-042400-8134). THIS ITEM
REQUIRES A MOTION AND A 10-DAY LAYOVER.
P104
PITTSYLVANIA COUNTY
VIRGINIA
~T
Fiaaace Departmeat
P.O. Box 426
Chatham, Virgiaia 24531 * * O t
* »er *
MEMO TO: William D. Sleeper, County Administrator
FROM: Kim Van Der Hyde
Finance Director
SUBJECT: June Expenditure Refunds
DATE: June 29, 2012
Phoae (434) 432-??40
Fax (434) 432-??46
Gretaa/Hart (434) 656-6211
Bachelors Hall/Whitmeil (434) ?9?-9550
The list below shows all expenditure refunds that were sent to the Finance
Department during the month of June. I am recommending that all of the
following expenditure refunds be reappropriated by the Board of
Supervisors:
100-4-031200-3170 Sheriff-Wrecker Service
Insurance Reimbursement
100-4-031200-5530 Sheriff-Subsistence & Lodging
Reimbursement
100-4-031200-6030 Sheriff-Svc Costs-Parts
Restitution/Insurance Reimbursement
100-4-031200-6031 Sheriff-Svc Costs-Labor
Insurance Reimbursement
100-4-033100-5550 Extradition
251-4-353160-5420
WIA-Rent
Rent Payments
251-3-000000-150201
520-4-042400-6030 Solid Waste Disposal-Parts
Insurance Reimbursement
175.00
2,312.09
10,620.04
7,742.35
70.38
37,351.07
388.39
520-4-042400-8134 Landfill-Box Site Improvements 700.00
Insurance Reimbursement
TOTAL JUNE EXPENDITURE REFUNDS $59,359.32
P105
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
Set Public Hearing for Changes to the 2013 Budget
SUBJECT/PROPOSAL/REOUEST:
Public Hearing needed to amended the budget because
such amendments exceed 1 % of the fiscal budget
STAFF CONTACT(S):
Sleeper, VanDerHyde
AGENDA DATE:
7-02-12
ACTION:
Yes
CONSENT AGENDA:
ACTION:
ITEM NUMBER:
14
INFORMATION:
INFORMATION:
ATTACHMENTS:
No
REVIEWED BY:
BACKGROUND:
The Code of Virginia states in Section 15.2-2507 that "Any locality may amend its budget to adjust the
aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget
as prescribed by section 15.2-2504. However, any such amendment which exceeds one percent of the total
expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a
meeting and a public hearing once in a newspaper having general circulation in that locality at least seven
days prior to the meeting date."
DISCUSSION:
Budget amendments for 2012-2013 exceed the 1 % threshold covered under Secition 15.2-2507 of the Code
of Virginia, 1950 as amended. Therefore, a public needs to be set for the Boazd of Supervisors' adjourned
meeting, August 21, 2012. An advertisement of this amendment will run in the Staz Tribune on August 8,
2012, which will satisfy the 7 day requirement.
RECOMMENDATION:
Staff recommends that a public hearing be set for the adjourned meeting of the Boazd of Supervisors, August
21, 2012 to heaz citizen imput on budget amendments to the FY 2013 budget.
P106
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
7-02-12
ITEM NUMBER:
15
Project Lifesaver - Requires a Roll Call Vote
SUBJECT/PROPOSAL/REOUEST:
ACTION:
Yes
INFORMATION:
Sheriff sOffice -Project Lifesaver Budget
Amendment
STAFF CONTACT(S):
Sleeper, VanDerHyde
CONSENT AGENDA:
ACTION:
ATTACHMENTS:
No
INFORMATION: '
3
BACKGROUND:
Project Lifesaver is a program that was implemented by the Pittsylvania County Sheriffs Office in June,
2000, to assist in locating missing Alzheimer and dementia patients.
DISCUSSION:
The program is currently self-supporting, operating on donations. During the months of March, 2012 through
June, 2012, the Sheriff s Office received $1,100.00 in donations.
RECOMMENDATION:
Staff recommends that the Board amend the Sheriff's Office budget and appropriate the $1,100.00 to line
item 100-4-031200-5882. THIS APPROPRIATION REQUIRES A ROLL CALL VOTE.
P107
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE:
AGENDA DATE:
7-02-12
ITEM NUMBER:
16
Consent Agenda: National Night Out -Requires a
Roll Call Vote
ACTION:
INFORMATION:
SUBJECT/PROPOSAL/REOUEST:
Sheriff sOffice -National Night Out Budget
Amendment for FY 2012 and for FY 2013
CONSENT AGENDA:
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
Sleeper, VanDerHyde
ATTACHMENTS:
No
REVIEWED BY:
BACKGROUND:
National Night Out will be held on August 7, 2012. It is a fun night of activities to strengthen the tie between
the community and law enforcement to fight against crime. The Sheriffs Department has solicited
contributions from vendors to provide food and activities for this year's event.
DISCUSSION:
The Sheriff s Department has collected a total of $2,135.00 during FY 2012 to help out with this year's
National Night Out. This amount has not been previously appropriated to the Sheriff s National Night Out
expenditure line. This appropriation is needed to cover the expenditures for this year's event. Because this
event will not take place until next fiscal year, a total of $2,417.27, which equals the amount collected so far
this year, $2,135.00 plus the remaining amount left from last year, $282.27 needs to also be carried over to
the FY 2013 budget.
RECOMMENDATION:
Staff recommends that the Board amend the Sheriff s Office 2011-2012 budget and appropriate $2,135.00 to
line item 100-4-031200-5880 and to approve and appropriate a total of $2,417.27 to the Sheriffs Office
2012-2013 budget in line item 100-4-031200-5880. THIS APPROPRIATION REQUIRES A ROLL CALL
VOTE.
P108
PITTSYLVANIA COUNTY
Board of Supervisors
EXECUTIVE SUMMARY
AGENDA TITLE: AGENDA DATE: ITEM NUMBER:
Boazd of Assessors 07-02-2012 17
SUBJECT/PROPOSAL/REOUEST:
Appointment of Board
ACTION:
Yes
INFORMATION:
STAFF CONTACT(S):
Mr. Sleeper
n
CONSENT AGENDA:
ACTION:
INFORMATION:
ATTACHMENTS•
Yes
REVIEWED BY:
BACKGROUND:
In the past, the Pittsylvania County Boazd of Supervisors have appointed three (3) members traditionally, one from
the north, one from the center and one from the southern end of the County as a Boazd of Assessors to assist the
appraiser in appraising Pittsylvania County as required by Code every four (4) yeazs.
DISCUSSION:
Attached hereto, you will find copies of Section 58 of the Pittsylvania County Code establishing how a boazd is to
appoint a Boazd of Assessors, and note, that a Boazd of Assessors is appointed only if the County has not hired a
Professional State Certified Appraiser, this would allow an appointment for one person from each district; however,
in the past, the Boazd of Supervisors has only appointed three (3) assessors because they hold public hearings to
receive citizen input on the appraisal and it is most beneficial for each member of the team to be present when they
do the appraisal of the property so they can adequately address it at the public meetings.
Mr. Coy E. Harville requested the actual cost and mileage paid to the assessors at the last reassessment. The last
reassessment for the first time, the Boazd of Supervisors, at the request of the Honorable Hank Davis, appointed
one additional member totaling four (4) assessors and paid them $150 per day. There was no mileage paid as this
was a daily per diem for doing the assessment of the County. At the last reassessment, Pittsylvania County paid the
assessors a total of $27,000 during the reassessment; we spent $256.30 on fuel for the van. This was the total
expense spent with these four (4) assessors at the last reassessment. If we paid $150 per day to seven (7)
representatives, the Boazd of Assessors would total $47,250, almost double the amount spent in the last
reassessment based on 45 days of travel to review properties.
RECOMMENDATION:
Staffrecommends that the Boazd of Supervisors go back to three (3) assessors, one from the north, one from center
and one from the southern end of the County at $150 per day to work with the Certified Appraiser.
P109
L1J ~ VVUG Vl Y !!b'1111Q i JO.1-JL / J Yit~C 1 Ul 1
§ 58.1-3275. By whom reassessment made in cities and counties.
~v ~ next
Every general reassessment of real estate in a city or county shall be made by (i) a professional assessor appointed
by the governing body, who is either an employee qualified by the Department or an independent contractor holding
valid certification issued by the Department; or (ii) a boazd of assessors of not fewer than three members, with not
more than one member from each district for the election of a member of the governing body within such city or
county appointed by the governing body. The assessors shall be designated on or after July 1 in the year immediately
preceding the year in which the general reassessment of real estate is required to be made.
(Code 1950, § 58-786; 1976, c. 676; 1979, c. 577; 1983, c. 304; 1984, c. 675; 1985, c. 221; 1988, c. 896; 1994, c.
210; 2008, c. 540.)
DI'EV ~ next ~ new search ~ table of contents ~ home
http://leg l .state.va.us/cgi-bin/legp504.exe?000+coc'P ~ ~ oR. l -3275 6/29/2012
REPORTS FR01'I
BOARD
1~IEVIBERS
Q~~2
REPORTS FRO_VI
LEGAL COL~ISEL
P113
REPORTS FRO1~I
coL vTy
AD_I~II~IISTRATOR
P114
TO OF CHA
MAyor
JOSEPH H. ROGERS
Town Mapger
EDMUND GII,ES
Clerk Treasurer
J. DAVID COTHRAN
Director of Public Works
ROBERT H. HANSON
June 19, 2012
Pittsylvania County Boazd of Supervisors
C/O Dan Sleeper, County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
Re: Amendment to Zoning
Deaz Mr. Sleeper:
16 Court Place Town Council
PO Box 370 JANET BISHOP
Chatham VA 24531 WILLIAM BLACK
434132-8153~ce ROY BYRD, JR.
434-432817-Facsimile _ _ __ -ALYIN R CRIDER
chathamva(u~comcast.net ~ ~~ ~ _~- ~"1 ',~ '+
~
--
~
' ~ ~~3B>i~ $; THOMPSON
~~
'
www.chatham-vaeov 1 ~
;
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_ ~
.9 . -~ t
~
~IDRE.W WALL
~ 1
. _
~ _
T~~~ ,'ii
,
f` '
!
JUN 2 0 '
2012
'il
:~ ~ ~ ;
`• ~~ . -~
t
In pursuant with Virginia Code section 15.2-2204 you are provided the following notice as an effected
property owner. The Council of the Town of Chatham will hold a Public Hearing at 6:30 PM on Wednesday
June 27, 2012 at the Chatham Volunteer Fire Station. This will be a joint hearing with the Planning
Commission to receive public comment on the application to rezone that parcel of land known as the "Old
Chatham Elementary School" from A-1 single family residential to A-3 multifamily residential. The
application was submitted by Eshelon Resources, Inc. for the purpose of restoring the school building and
constructing 29 residential apartments within the structure.
Should you have any question concerning this public hearing you may contact the Town Hall at 434-432-
9515.
Sincerely,
Edmund Giles
Zoning Administrator /Town Manager
P115
TO OF CHAT
Mayor 16 Court Place Town Couacil
JOSEPH H. ROGERS PO Box 370 JANET BISHOP
Town Manager Chatham VA 24531 --- - -WILLIAM SLACK
EDMUND GILES 434-432-8153-0ffice -~~ ; ; ~ Ir
~
~
~_ OY BYRD, JR.
Clerk-Treasurer 43432-4817-Facsimile W,
,
' , - _ ~-- ' -' ~~ ~N R, GRIDER
`
J. DAVID COTHRAN chalhamva~comcasLnet ~ ; f
ROBEBd?B~THOMPS
Director of Public Works ww~v.chatham-va.eov , ,~ AN ~ 'WALL
~
2 0
~
ROBERT H. HANSON 2012 ;1
.
j JUN
;;
,, , ~ i~~
June 19
2012 ~
? ~ ~ ~ ~,
,
Commonwealth of Virginia
National Guard Armory
C/O Dan Sleeper, County Administrator
Pittsylvania County
P.O. Box 426
Chatham, VA 24531
Re: Amendment to Zoning
Dear Mr. Sleeper:
In pursuant with Virginia Code section 15.2-2204 you are provided the following notice as an effected
property owner. The Council of the Town of Chatham will hold a Public Hearing at 6:30 PM on Wednesday
June 27, 2012 at the Chatham Volunteer Fire Station. This will be a joint hearing with the Planning
Commission to receive public comment on the application to rezone that parcel of land known as the "Old
Chatham Elementary School" from A-1 single family residential to A-3 multifamily residential. The
application was submitted by Eshelon Resources, Inc. for the purpose of restoring the school building and
constructing 29 residential apartments within the structure.
Should you have any question concerning this public hearing you may contact the Town Hall at 434-432-
9515.
Sincerely,
Edmund Giles
Zoning Administrator /Town Manager
P116
V' inia's
~r~.
Commtmity Colleges
June 13, 2012
Tim R. Barber, Chairman
Pittsylvania County Board of Supervisors
21 North Main Street
P.O. Box 426
Chatham, VA 24531
Dear Chairman Barber:
~~~ 2 ~ '' ~
;~ JUN 2012 ~,
i ~ -y 1'
~;; ; .,
Enclosed is a Notice of Obligation (NOO) from the Virginia Community College System
authorizing your Local Workforce Investment Area (LWIA) to spend $1,178,523 for
WIA Youth programs. The funds are available beginning April 1, 2012. This authorized
funding represents 100% of Youth funds allocated to your LWIA for Program Year 2012.
Allocated Adult and Dislocated Worker funds will be authorized on separate NOOs when
the VCCS receives spending authority from the U. S. Department of Labor.
As stated on the NOO, WIA administrative expenditures are limited to 10% of the total
allocation. At least 30 percent of the remainder must be used to provide activities to out-
of-school youth. Activities funded by this award are governed by the Workforce
Investment Act grant agreement between the Virginia Community College System and
Local Workforce Area I which was executed June 30, 2008. If you have any questions,
please contact George Taratsas at (804) 819-5387 or GTaratsas@vccs.edu.
Sincerely,
~~_
Dr. Craig Herndon, Vice Chancellor
Workforce Development Services
Enclosure: Notice of Obligation Authority
cc: West Piedmont Workforce Investment Board
Pittsylvania County Director of Finance
myfuture.vccs.edu~ 101 N. 14th Strect, 15th Floor Richmond, VA 23219 ~ t. 804-819-4901 ~ f. 804-819-4766
An Equal Opportunity/Affirmative Action Employer
P117
VIRGINIA COMMUNITY COLLEGE SYSTEM
James Monroe Building
101 North Fourteenth Street
Richmond, Virginia 23219
WORKFORCE INVESTMENT ACT
NUTIC~ Oli' OBLIGATION
To: Pittsylvania County
CFDA Fund Tvpe
17.258 Adult Programs
17.259 Youth Programs
17.278 Dislocated Worker Programs
Total All Programs
Prior
Level
$ 0
$ 0
$ 0
$ 0
NOO No.:
Effective Date:
Program Code:
CHANGE
$ 0
$ 1,178,523
$ 0
$ 1,178,523
LWA 17-12-O1
April 1, 2012
2700
New
Level
$ 0
$ 1,178,523
$ 0
$ 1,178,523
Note: Administrative costs are limited to 10% of the funds allocated and 80°l0 of the funds must
be obligated by June 30, 2013. The period of availability expires June 30, 2014.
Approved by: Dater ~ ~j 2/
e Ta tsa ,Resource Administrator
orkforce Administration & Resources
(804) 819-5387
cc: West Piedmont Workforce Investment Board
Pittsylvania County/Director of Finance
P118
PITTSYLVANIA COUNTY
VIRGINIA
Darrell W. Dalton, Superintendent
Building & Grounds Department
51 N. Main St.
P.O. Box 426
Chatham, Virginia 24531
E-mail: darrell.dalton@pittgov.org
Phone (434) 432-7958
Fax (434) 432-2294
Gretna/Hurt (434) 656-6211
Bachelors Hall/Whitmell (434) 797-9550
MEMORANDUM
To: Otis S. Hawker, Assistant County Administrator
From: Heather Inge, Secretary of Building & Grounds
Date: June 29, 2012
Subject: COMPLETED WORK ORDERS -JUNE 2012
Attached please find a listing, by department, of completed work orders for the month of June.
This list does not reflect work orders in progress but not yet completed, actual expenses
incurred, or routine maintenance necessary for the smooth operation of the County facilities.
However, it does reflect the total number ofman-hours.
Presently, there are approximately 28 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
P119
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WORK ORDERS COMPLETED FOR MONTH OF JUNE 2012
NO. W/O MAN-HOURS
ANIMAL CONTROL
ARMORY
A S C S /EXTENSION /USDA-FSA
BOARD OF SUPERVISORS
BUILDING & GROUNDS
BUILDING INSPECTIONS
CAPTAIN MARTIN BLDG 1 g
CENTRAL ACCOUTING
CENTRAL PURCHASING 1 1
c>RCUrr COURT 3 4
CLERK OF COURT ] 2
CODE COMPLIANCE (PLANNING COMMISSSION & ZONING 3 6
COMMISSIONER OF REVENUE
COMMONWEALTH ATTORNEY 2 2
COMPACTOR SITE
COUNTY ADMINISTRATOR AND ASST. COUNTY ADMIN. 1 2
COUNTY ATTORNEY
COURTHOUSE (1968 ANNEX)
COURTHOUSE (EDWIN R. SHIELDS)
CSA - CPMB
DEPOT BUILDING 1 1
EMERGENCY 911 FACILITY 3 3
ENVIItONMENTAL HEALTH
FINANCE
FIRE MARSHAL
GENERAL DISTRICT COURT 2 q
GRANTS ADMISTRATION
HEALTH DEPARTMENT 3 4
HUMAN SERVICES FACILITY
INDUSTRIAL PARKS
INFORMATION TECHNOLOGY q g
JUVENIIE & DOMESTIC COURT 1 2
JUVENILE & DOMESTIC COURT SERVICES UNIT 1 2
Jam- 25 28
LANDFILL
LIBRARY 1 4
LITERACY
MAGISTRATE
MOSES BUILDING
OLD DOMINION AG. COMPLEX
PCED BUILDING
REASSESSMENT
RECREATION: RAIL-TRAIL & WAYSIDE PARK
RECREATIONAL
REGISTRAR-VOTING PRECINCTS 2 g
SHERIFF 2 3
SOCIAL SERVICES q g
TREASURER
VICTIM WITNESS 2 6
OTHER: PROBATION 3 3
RINGGOLD DEPOT
CALLANDS CLERKS OFFICE
TOTAL WORK ORDERS COMPLETED -JUNE 2012 66 109
YEAR 7o DATE 07/01/2011- 06/30/2012 P120 1,029 2,088
PITTSYLVANIA COUNTY
William D. Sleeper
County Administrator
P.O. Box 426
Chatham, Virginia 24531
e-mail: dsleeper@pittgov.org
VIRGINIA
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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: June 28, 2012, Subject: Animal Control Activity Report
During the period of June 1, 2012 through, June 28, 2012, the Animal Control Officers responded to 362
calls as per Henry Boswell, Chief Animal Control Officer, resulting in the following:
Description Number Remarks
Animals taken into custody: 245
Dogs 85
Cats 157
Other 3 1-Bull, 1 Snake, 1 Opossum
Animals on hand at month end 30
Animals dispatched 28 4-Cats 24-Dogs
Licenses checked 103
Court cases 44
Summons 11
Animals Adopted 3
Animals returned to owners 6
Cats taken to the Humane Society 151
Animals Transferred 35 DAHS -2 Franklin Co. -33
Injured animals picked up 5
Animals found in traps 102
Exposures: Human/Saliva 0
Exposures: Dogs/Cats/Wildlife 1
Dog Bites 9
Cat Bites 0
Cruelty Checks 4
Well-being Checks 30
Cat/Dog Fights 1
Investigated killings by dogs/cats 0
Investisate killings by Coyotes 0
If you have any questions concerning this, please do not hesitate to contact me.
cc: William D. Sleeper, County Administrator
P121
PITTSYLVANIA COUNTY
VIRGINIA
William D. Sleeper
County Administrator
P.O. Box 426
Chatham, Virginia 24531
e-mail: dsleeper@pittgov.org
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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: June 28, 2012
Subject: Conservators of the Peace
Solid Waste Monitoring Report
The Animal Control Officers whom have been appointed to the position of Conservators of the Peace
monitoring solid waste sites in Pittsylvania County, as per Henry (Pete) Boswell, Chief Animal Control
Officer, for the period of June 1, 2012 through June28 ,2012.
Description Number Remarks
108hr.
Total hours monitored 45 min.
Vehicles entering sites 1147
Vehicles checked 56
Summons' issued 9
Court Cases 18
Convictions 18
If you have any questions concerning this, please do not hesitate to contact me.
cc: William D. Sleeper, County Administrator
P122
PITTSYLVANIA COUNTY CODE COMPLIANCE
MONTHLY REPORT & FEES
5/1/2012 (CORRECTED COPY)
TYPES OF PERMITS
84 P I T 6,05.62
84 LEVY COLLECTED $121.03
0 SUBDIVISION FEES COLLECTED $0.00
33 ZONING PERMIT FEES COLLECTED $170.00
0 REINSPECTION FEES COLLECTED $0.00
13 LAND DISTURBING FEES COLLECTED $221.00
214 TOTAL FEES COLLECTED $6,563.65
MONTHLY BUILDING VALUES
6 NEW DWELLINGS $1,725,000.00
4 MOBILE HOMES/OFFICE TRAILERS 38,000.00
2 DOUBLE-WIDE MOBILE HOMES 98,200.00
2 MODULAR 280,310.00
9 COMMERCIAL CONSTRUCTION 664,992.00
61 MISCELLANEOUS 561,924.00
84 TOTAL $3,368,426.00
NONTAXABLE: $972,585.00 $17,440,342.00
MONTHLY ACTIVITY REPORT
NUMBER OF BUILDING INSPECTIONS MADE 291
NUMBER OF REJECTIONS OF WORK 50
NUMBER OF E 8~ S INSPECTIONS 62
NUMBER OF MILES INSPECTORS TRAVELED 3,688 _
MONTHLY ZONING FEES
2 REZONING FEES COLLECTED $346.50
2 SPECIAL USE PERMIT FEES COLLECTED 184.75
0 VARIANCE 8~ APPEAL FEES COLLECTED 0.00
0 SIGN PERMIT FEES COLLECTED 0.00
4 TOTAL $531.25
Respectfully Submitted,
Odie ~ e ton, J~
Director of Code Compliance/
Zoning Administrator
P123
PITTSYLVANIA COUNTY CODE COMPLIANCE
MONTHLY REPORT & FEES
June 2012
TYPES OF PERMITS
72 UILDI I FEE D 5,690.60
72 LEVY COLLECTED $113.81
0 SUBDIVISION FEES COLLECTED $0.00
26 ZONING PERMIT FEES COLLECTED $115.00
0 REINSPECTION FEES COLLECTED $0.00
13 LAND DISTURBING FEES COLLECTED $216.00
183 TOTAL FEES COLLECTED $6,135.41
MONTHLY BUILDING VALUES
5 NEW DWELLINGS $589,300.00
5 MOBILE HOMES/OFFICE TRAILERS 226,010.00
2 DOUBLE WIDE MOBILE HOMES 110,000.00
3 MODULAR 335,430.00
14 COMMERCIAL CONSTRUCTION 848,560.00
43 MISCELLANEOUS 375,182.00
72 TOTAL $2,484,482.00
NONTAXABLE: $1,705,217.00 $19,924,824.00
MONTHLY ACTIVITY REPORT
NUMBER OF BUILDING INSPECTIONS MADE 281
NUMBER OF REJECTIONS OF WORK 61
NUMBER OF E 8 S INSPECTIONS 72
NUMBER OF MILES INSPECTORS TRAVELED 4,359
MONTHLY ZONING FEES
4 REZONING FEES COLLECTED $675.75
4 SPECIAL USE PERMIT FEES COLLECTED 762.90
0 VARIANCE 8 APPEAL FEES COLLECTED 0.00
0 SIGN PERMIT FEES COLLECTED 0.00
8 TOTAL $1,438.65
Respectfully Submitted,
die H. Shelton, Jr.
Director of Code Compliance/
Zoning Administrator
P124
CLOSED
MEETING
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