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BOARD OF SUPERVISORS MEETING AGENDA
January 11, 2022
Due to COVID-19, the Prince Edward County Board of Supervisors is operating public meetings pursuant to CDC guidelines for masking and social distancing. While meetings are open to in-person participation, there is limited available seating. Citizens are strongly encouraged to participate in meetings through written comments and/or remote participation by calling: 1-844-890-7777, Access Code: 390313 (If busy, please call again.) Additionally, citizens may view the Board meeting live in its entirety at the County’s YouTube Channel, the link to which is
provided on the County’s website.
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Public Participation and Public Hearing comments for County meetings will be received by Karin Everhart, Deputy Clerk to the Board of Supervisors, using one the following methods:
1. Written Comments: Please limit word count to no more than 500 words. Must be received by 2:00 p.m. the day of the meeting.
a. Mailed: Board of Supervisors, P.O. Box 382, Farmville, VA 23901.
a. E-Mailed: Board of Supervisors: [email protected]
b. County Dropbox: Written comments may also be placed in the County “payment dropbox”, located in courthouse parking lot by 2:00 p.m. the day of the meeting.
2. Verbal Comments: Citizens may also participate remotely during the meeting. Using the meeting call-in information provided above, citizens may phone-in to the meeting and provide comments during the Public Participation/Public Hearing portion of the agenda; however, citizens are encouraged to pre-register with the County Administrator’s Office at 434-392-8837 by 2:00 p.m. the day of the meeting. Callers must be on the line and ready to speak when called upon by the Chair. Please state your name and district of residence. Based upon the # of pre-registered speakers, the Chair will determine the time allotted to each speaker.
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7:00 p.m. 1. The Chair will call to order the January organizational meeting of the Board. 5
2. Invocation 5
3. Pledge of Allegiance 5
4. Conflict of Interest Disclosures 7
5. Election of Chair 9
6. Election of Vice Chair 9
7. Set Day, Time and Place of Regular Meetings 9
8. Adoption of Board By-Laws 9
9. Selection of Operating System: Committees or Committee-of-the-Whole 9
10. Committee Appointments 9
11. Adoption of Board Rules of Procedure for Public Hearings 15
12. Adoption of Board Protocol for Public Participation 17
13. Adoption of Protocol for Board of Supervisors Comments 19
14. Recognitions 21
15. PUBLIC PARTICIPATION: Citizens wishing to address the Board are asked to please sign the
Public Participation Register prior to the beginning of the meeting. 23
Page Two January 11, 2022
16. Board of Supervisors Comments 25
17. Consent Agenda:
a. Treasurer’s Report: November 2021 27
b. Approval of Minutes 31
c. Review of Accounts & Claims/Board Mileage Reports/County Attorney Invoice 79 d. The County Administrator reported that checks have been issued pursuant to the
order of the Board of Supervisors as to salaries, etc., the amount of which salaries have been heretofore approved.
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18. Finance Report: Douglas P. Stanley/Cheryl L. Stimpson
a. Update on FY 21 Audit 83
b. FY 22 Budget Amendment – Sheriff’s Office 85
c. FY 22 Budget Amendment – Prince Edward County Public School 87 d. FY 22 Budget Amendment – Town Utility Relief Grant 93 19. Highway Matters: Scott Frederick, P.E., VDOT Resident Engineer 95
7:30 p.m. 20. PUBLIC HEARINGS: The Board will receive input prior to considering action on the following:
a. Pursuant to §15.2-2316.8(B) of the Code of Virginia, as amended, consideration of a siting agreement by CEP Solar, LLC, to construct and operate a 25MWac solar energy facility on Tax Map Parcels 79-5-3 & 92-A-31, containing a total of 304.6 +/- acres, which is zoned A-1, Agricultural Conservation, on Rice Creek Road, Rice, VA.
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b. An Ordinance Regulating or Prohibiting the Making of Fires during a local declaration of drought, dry or parched conditions, pursuant to the authority of
§15.2-922.1 of the Code of Virginia, as amended.
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21. Invitation For Bid – Landfill Compactor: Jeffrey L. Jones 123 22. Longwood Small Business Development Center: Sherri McGuire, Director 125 23. Kinex: Award of Contractor Broadband Services: Douglas P. Stanley 127
24. Emergency Management Report: Sarah Elam Puckett 163
25. County Attorney’s Report: Terri Atkins Wilson, Esq. 165
26. County Administrator’s Report: Douglas P. Stanley 167
27. Monthly Reports: 169
a. Animal Control 170
b. Building Official 172
c. Commonwealth Regional Council 173
d. Tourism/Visitor Center 175
(NOTE: Additional agenda items may be added to the Table Pack is available for review after 4:30 p.m. on Tuesday, January 11, 2022.)
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Meeting Date:
Item#:
Department:
Board of Supervisors Agenda Summary
Staff Contact:
Agenda Item:
January 11, 2022 18-a
Finance
Douglas P. Stanley
&Cheryl L. Stimpson Finance Report
-FY 21 Audit Update
Summary:
The required comprehensive annual financial report (CAFR) for FY 2020-2021 is currently pending by the independent audit firm of Robinson, Farmer, Cox Associates (RFC), Certified Public Accountants.The primary reason for the delay was that the County's consultant, VML-V ACO Finance was delayed in pulling together all of its information needed for the CAFR and the transmittal data to the Auditor of Public Accounts. This has resulted in a delay in the preparation of the financial statements and a delay of the actual completion of the audit and preparation of the CAFR. In addition, due to a COVID and weather impacts over the past two weeks, RFC has been delayed the past two weeks.
We anticipate that the CAFR will be ready in the next several weeks and are hoping to schedule an audit committee meeting prior to the end of January with the audit presented at the February 8th meeting.
Motion _____ _ Booth _ __ ____ _ Gilliam _____ _ Townsend ___ _
Second _____ _ Cooper-Jones _ ____ _ Jones ______ _ Wtlck _____ _
Emert _______ _ Pride ______ _
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Board of Supervisors Agenda Summary
Meeting Date:
Item#:
Department:
Staff Contact:
Agenda Item:
SUMMARY:
January 11, 2022
18-b
Finance/County Administration Cheryl Stimpson
Prince Edward County Sheriffs Department Grants
The County received an ED I from the Commonwealth of Virginia Department of Motor Vehicles for Speed, Alcohol and Occupant Protection Grants in the amount of $5,336.15. These funds will be used to reimburse payroll amounts paid to Sheriff's deputies for the above grants.
FY22 BUDGET AMENDMENTS
Rev/Exp
Fund
Dept Object DescriptionDebit Credit
3 (Rev) 100 24040 0044 Sheriff- DMV Grant- Speed $2,349.60
3 (Rev) 100 24040 0045 Sheriff - DMV Grant - Alcohol $1,287.77
3 (Rev) 100 24040 0034 Sheriff - Grant - Occupant Prot $1,698.78
4 (Exp) 100 31200 1200 Sal & Wages - OT Grant - Speed $2,349.60 4 (Exp) 100 31200 1203 Sal & Wages - OT Grant - Ale $1,287.77 4 (Exp) 100 31200 1206 Sal & Wages - OT Occupant $1,698.78
Attachment: EDI Remittance Detail from Commonwealth of Virginia.
Recommendation:
Approve the appropriations.Motion _____ _ Booth ______ _ Gilliam _____ _ Townsend ___ _ Second _____ _ Cooper-Jones ____ _ Jones _____ _ Wilek _____ _
Emert ______ _ Pride _____ _
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Board of Supervisors Agenda Summary
Meeting Date:
Item#:
Department:
Staff Contact:
Agenda Item:
SUMMARY:
January 11, 2022
18-c
Finance/County Administration Cheryl Stimpson
Prince Edward County Public School Board Grants
The County received a request from Prince Edward County Public Schools requesting an appropriation in the amount of $116,741.14 to the school operating budget. These funds are a combination of state and federal reimbursement grants. A 25% local match in the amount of $561. 7 5 is required for the Security Grant Equipment allocation, which will be covered by funds in the school division's approved operating budget.
FY22 BUDGET AMENDMENTS
Rev/Exp
Fund
Dept Object DescriptionDebit Credit
3 (Rev) 250 33020 0101 School CARES funds $5,013.42
3 (Rev) 250 33020 0002 Title I $107,480.72
3 (Rev) 250 24020 0099 Other State Funds $1,000.00
3 (Rev) 250 24020 0106 Safety and Security Grant $2,247.00
3 (Rev) 250 33020 0023 Title I, Part D $1,000.00
4 (Exp) 250 61000 0001 Instruction $5,013.42
4 (Exp) 250 61000 0001 Instruction $109,480.72
4 (Exp) 250 64000 0001 Operation and Maintenance $2,247.00
Attachment:
Requests from Prince Edward County Public Schools.Recommendation: Approve the appropriations.
Motion _____ _ Booth ______ _ Gilliam _____ _ Townsend _ __ _
Second _____ _ Cooper-Jones ____ _ Jones_ ____ _ Wtlck ___ __ _
Emert _ _____ _ Pride _____ _
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Board of Supervisors Agenda Summary
Meeting Date:
Item#:
Department:
Staff Contact:
Agenda Item:
SUMMARY:
January 11, 2022
18-d
Finance/ County Administration Cheryl Stimpson
Town Utility Relief Grant Funds
The County received an EDI in the amount of $3,535.29. These funds have been transferred to the Town of Farmville via an accounts payable check for the Municipal Utility Allocated Funds that we
administer for the Town
FY22 BUDGET AMENDMENTS
Fund De t Ob'ect Debit Credit
705 00100 0003 $3,535.29
705 93000 0001 TrsfTown ARPA Fund to GF $3,535.29
Attachment:
ED I Remittance Detail from Commonwealth of Virginia.Recommendation:
Approve the appropriations.Motion _____ _ Booth _______ _ Gilliam _____ _ Townsend _ _ _ _
Second _ __ _ __ Cooper-Jones ____ _ Jones ______ _ Wtlck _ ___ _ _ Emert _______ _ Pride ______ _
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Meeting Date:
Item#:
Department:
Staff Contact:
Agenda Item:
SUMMARY:
January 11, 2022 19
County Administration Sarah Elam Puckett Highway Matters
Board of Supervisors Agenda Summary
VDOT Resident Engineer, Scott D. Frederick, P.E., will attend the January meeting to provide updates and discuss any highway matters with the Board.
COST:
ATTACHMENTS: None.
RECOMMENDATION: None.
SAMPLE MOTION:
Motion _____ _ Booth _______ _
Second _____ _ Cooper-Jones ____ _
Emert ______ _
Gilliam _____ _ Townsend _ __ _ Jones ______ _ Wilek _____ _ Pride ______ _
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Board of Supervisors Agenda Summary
Meeting Date:
Item#:
Department:
Staff Contact:
Agenda Item:
January 11, 2022
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Board of Supervisors Douglas P. Stanley
Award of Contractor Broadband Services and Consideration of Resolution for Support Agreement Relating to a Performance Agreement and
Performance Agreement SUMMARY:
In November, the County advertised a request for proposals (RFP) from private firms to provide an expansion of broadband access and capacity into all unserved areas of Prince Edward, Cumberland, and Lunenburg Counties. The primary purpose of the RFP was to meet procurement requirements and identify prospective firms that could provide broadband services and allow the County to use the V ATI grant process to leverage state and federal grant funds to deliver such services.
The RFP requested that proposal should include:
• Proposed unserved project areas to be served by the Offeror
• Describe the internet service offered, including download and upload speeds (should be a minimum of 100/100 Mbps); type of connection (i.e., fiber, cable, wireless); hardware requirements for customers; etc.
• Demonstrated knowledge and experience applying for Federal and State funding opportunities
• Demonstrated financial capabilities of the offeror to provide a minimum match of 25% toward total project costs
• Counties' participation should be limited to no more than 10% of project cost
• Demonstrated ability to apply for, win and administer Federal and State funding
• Project should service at least 5,000 potential customers with at least 90% being residential customers
• Proposals requiring Counties investment should provide formula/ provision for ongoing revenue share
• Statement of the offeror's availability to provide service to the proposed unserved areas within three years or less
• Estimation of one-time and monthly service fees to average residential customer
• Summary of Qualifications: provide a narrative description of the offeror's history and related experience
• While call recording is supported, there is a limited amount of disk space so if the option is to have all calls recorded then we suggest network attached storage for audio files versus storing them locally to the server.
• Long distance is unlimited.
Morion _____ _ Booth _ __ _ ___ _ Second _____ _ Cooper-Jones _ _ ___ _ Emert _ __ ____ _
Gilliam ____ _ __ Townsend ____ _ Jones ______ _ Wilek _____ _ Pride ______ _
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Motion _________________ Booth _____________________ Gilliam _________________ Townsend ____________
Second _________________ Cooper-Jones _______________ Jones __________________ Wilck ________________
Emert _____________________ Pride __________________
Board of Supervisors Agenda Summary
Meeting Date: January 11, 2022
Item #: 27
Department: County Administration
Staff Contact: Douglas P. Stanley / Sarah Elam Puckett Agenda Item: Monthly Reports
SUMMARY:
Please see attachments.
COST:
ATTACHMENTS:
a. Animal Control b. Building Official
c. Commonwealth Regional Council d. Tourism
