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07-26-2018 Final Minutes with attachmentJuly 26, 2018 Thursday, July 26, 2018 Meeting VIRGINIA: The Pittsylvania County Board of Supervisors Strategic Planning Training Session and a Closed Session was held on Thursday, July 26, 2018 in Room 206 of the Institute for Advanced Learning and Research located at 150 Slayton Avenue, Danville, Virginia 24540. Robert W. Warren, Chairman, called the meeting to order at 5:30 PM. The following members were present: Tim R. Barber Tunstall District Elton W. Blackstock Staunton River District Joe B. Davis Dan River District Ben L. Farmer Callands-Gretna District Charles H. Miller, Jr. Banister District Ronald S. Scearce Westover District Robert W. "Bob" Warren Chatham -Blairs District Mr. David M. Smitherman, County Administrator and Clerk of the Board; Mr. J. Vaden Hunt Esq., County Attorney; Mr. Greg L. Sides, Assistant County Administrator for Planning & Administration, Mr. Richard Hicks, Assistant County Administrator for Operations, and Mrs. Kim Van Der Hyde, Director of Finance, were also present. Dr. Joey Faucette began the strategic planning training session by getting the previously designated groups to present their presentations on the SWOT Analysis. Mr. Farmer, Mr. Smitherman, Mr. Hicks, and Mr. Sides presented for their respective groups, and their presentations are attached. Plans for future strategic planning meetings were discussed. Motion made by Mr. Barber, seconded by Mr. Scearce, to enter into Closed Session. The following roll call vote was recorded: Mr. Barber -Yes; Mr. Blackstock -No; Mr. Davis -Yes; Mr. Farmer -Yes; Dr. Miller -No; Mr. Scearce-Yes; Mr. Warren -Yes. Mr. Blackstock and Dr. Miller objected for transparency purposes. A. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: DSS Assessment Purpose: Review, Discuss, and Receive Legal Counsel regarding/on the DSS Assessment and Potential Next Legal Steps The Board entered into Closed Session at 7:50 PM. Upon a Motion by Mr. Blackstock, seconded by Mr. Barber, the Board re-entered Open Session at 9:25 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CERTIFY CLOSED MEETING July 26, 2018 BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors on July 26, 2018, the Board hereby certifies by a recorded vote that to the best of each board member's knowledge only public business matters lawfully exempted from the open meeting requirements of the Virginia Freedom of Information Act and identified in the motion authorizing the closed meeting were heard, discussed or considered in the closed meeting. If any member believes that there was a departure from the requirements of the Code, he shall so state prior to the vote indicating the substance of the departure. The statement shall be recorded in the minutes of the Board. Vote Tim R. Barber Yes Elton W. Blackstock Yes Joe B. Davis Yes Ben L. Farmer Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert W. Warren Yes MOTION #1: "I make a Motion that Robert W. Warren, Chairman, Pittsylvania County Board of Supervisors, transmit a letter to Reverend Stedman Payne, Sr., Chairman, Pittsylvania County Social Services Board, outlining the Pittsylvania County Board of Supervisors' concerns contained in the Pittsylvania County Department of Social Services Organizational Assessment recently conducted by the Virginia Department of Social Services." • Motion bv: Farmer • Seconded bv: Barber • Voting: Motion passed 5-2 (Ayes (5): Barber, Davis, Farmer, Scearce, Warren; Nays (2): Blackstock; Miller)) MOTION #2: "I make a Motion authorizing the Pittsylvania County Administrator, David M. Smitherman, to engage the County's Auditor, Robinson, Farmer, Cox, to perform an in-depth Audit of the Pittsylvania County Department of Social Services' finances." • Motion by: Blackstock • Seconded by: Barber • Voting: Motion passed 7-0 A es7 : Barber; Blackstock; Davis; Farmer; Miller; Scearce; Warren; Nays: 0) MOTION #3: "I make a Motion directing Pittsylvania County Administrator, David M. Smitherman, and/or Pittsylvania County Attorney, J. Vaden Hunt, Esq., to contact the Department of Virginia State Police requesting an investigation into Supervisor Scearce's Pittsylvania County Department of Social July 26, 2018 Services' corruption allegations referenced in his July 17, 2018, Statement to the Board of Supervisors by the end of the day Friday, July 27, 2018. Mr. Smitherman and/or Mr. Hunt are then to report back to the Board of Supervisors, in its entirety, the results of any communications with officials from the above two entities." • Motion by: Blackstock • Seconded by : Barber • Voting: Motion passed 6-1 (Ayes (61: Barber; Blackstock; Farmer; Miller; Scearce; Warren; Nays (1): Davis) MOTION #4: "I make a Motion directing Pittsylvania County Administrator, David M. Smitherman, and/or Pittsylvania County Attorney, J. Vaden Hunt, Esq., to research and provide a list of Human Resources specialists and attorneys specializing in Human Resources for the Board of Supervisors' selection to interview the current and former Pittsylvania County Department of Social Services employees Supervisor Scearce referenced in his July 17, 2018, Statement to the Board of Supervisors. Interviewed individuals should be afforded all legal requirements available under applicable federal and state laws but shall be required to sign a waiver allowing the Pittsylvania County Social Services Board and/or the Pittsylvania County Director of Social Services to present any evidence, including personnel records, in response to results of any of their interviews or statements. • Motion by: Blackstock • Seconded by: Barber • Voting: Motion passed 7-0 (Ayes 7 : Barber; Blackstock; Davis; Farmer; Miller; Scearce; Warren; Nays: 0) Adiournment Mr. Warren adjourned the meeting at 9:34 PM. Robert W. "Bob" Warren, Chair Pittsylvania County Board of Supervisors David M. Smitherman, Clerk Pittsylvania County Board of Supervisors -.-- 1/ LA u"' O .Z '"'y c 0 C t! v .� +-j E Q un Z Lnn ■ ►, N C 0 .0 fCS 5= N a N i 0 m v 0 1 CL ■ rf4 1/ u u u"' .Z '"'y C 3. 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What the current Board can do now to advance the vision a. Funding priorities b. Major initiatives c. Etc. 4.. Articulate the vision a. Create a "scorecard" for public on how BOS is advancing the vision b. Create a vision statement L Convey and report at each all employee meeting ii. Advertise prominently in County buildings iii. Place on all agenda documents 5, Have the organization (County Admin) create a strategic plan as to how it will advance the vision Improve Financial Stability 1. Develop multi-year (2-4 year) budget proposals 2. Create and maintain an appropriate capital reserve account 3. Annually adopt and fund a working and realistic Capital Improvement Program 4. Create, publish and present and bi-annual State of the County financial presentation to citizens to increase awareness S. Maintain xx% unappropriated fund balance, after prepayment reduction 6. Change financial policy to "designate" prepayments for future year 7. Designate funds for "known" future expenses, such as reassessment Improve Inadequate Infrastructure 1. Work with PCSA to mutually adopt a vision and action plan for water and sewer services a. Identify areas of County in need b. Prioritize projects that help economic development and education 2. Revisit/revise parks and rec master plan 3. Work with library to create a vision and plan for future (20 year) services 4. Consider needed improvements to E/W and N/S highways and advocate for change 5. Work with private sector and State to create a broadband access connectivity pian 6. Continue to emphasize high quality sold waste infrastructure/services until "all" citizens enjoy the same standard of service 7. OTHER? LEADING A FOCUSED ECONOMIC DEVELOPMENT PROGRAM 1. Develop a Community (with Danville) ED strategy that is adopted by both governing boards 2. Develop an Ag -based ED plan with input from ODAF, etc. 3. ,Agree with Danville on staffing structure for DPRIFA 4. Ensure SRRIFA has vision and resource structure agreed by all members early 5. Create vision, strategy and scope for IDA 6. Prioritize incentive schedule and adopt incentive matrix HIGH QUALITY OF LIFE 1. Survey citizens about amenities they deem "high quality", both present and absent 2. Access to technology 3. Good medical care 4. Appropriate and available jobs 5. Great primary primary education 6. Cultural amenities 7. Diverse recreational opportunities (public and private partnerships, ie Hargrave Pool) 8. Parks and organized recreation 9. Advanced education partnerships and opportunities (also via distance learning) Group 3 How To Improve Relaxed/High Quality of Life l 1. Promote water recreational activities — County of Lakes (Smith Mountain, Leesville, Cherrystone, Roaring Pork 3 2. Promote recreational opportunities for our significant rivers — Roanoke River, Dan River Q 3. Promote outdoor lifestyle — great hunting area for deer, wild turkey, bear, etc. 4. Develop long range plan for major regional park to attract visitors from other Counties and North Carolina. Host regional and state tournaments 5. Complete renovation of Ringgold Rail Trail and develop plan for connection with Danville trail system, as well as connection to the Regional trail and extension to Chatham, Gretna and Hurt 1 6. Development and expansion of Wayside Park. Make it the major attraction in the northern part of the County. Develop trail system to connect to Altavista trail system 7. Develop a mountain bike trail in Wayside Park s 8. improve and expand amphitheater in Wayside Park for possible concert series 1 9. Utilize Wayside Park as possible location for music festival or other festival venue with camping to draw people to the area for extended stays I1 10. Promote the county's wine and dairy industry 1) 11. The County has beautiful scenery on our backroads. Develop a sports car rally, bike race, or motorcycle rally that could grow into a large annual event and possibly draw hundreds or thousands of visitors to the County 14 12. Continue to promote greater utilization of the community center (o 13. Work with Agricultural Center to promote the facility and develop more events at the facility that would be a regional draw IS 14. Create more recreational opportunities for adults Ib 15. Work with the Towns in the county to promote the cultural history of the area. Create more opportunities to showcase our historical assets 11 16. Explore recreational opportunities for the unused portions of the Berry Hill Industrial Park 7 17. Explore joint recreational and cultural opportunities with Danville, Chatham, Hurt and Gretna I b 18. Promote the new dog park and Pet Center 19 19. Update long range recreation plan ab 20. Demolish Blairs School and develop property for recreation. Explore joint ventures with other entities How To Capture Opportunities for Economic Development 5 I. Promote numerous industrial parks within County that have available sites. We have sites that suit all needs 2. Promote industrial parks with land for large industrial sites r 3. Identification of a niche for the Berry Hili Industrial Park. Is it a Mega Park or should it be identified as meeting another need? 4. Determine best possible use for the Multi -modal park in Hurt 5. Work with Gretna, Hurt and Chatham on economic development opportunities. Help them be ready when an opportunity presents Itself 1 6. Hold regional forums in the County to gain citizen input on economic development, as well as recreational and cultural needs a T Continued expansion and support for the special needs program being developed by the school at the Armory a 8. Work with local industries and the schools to identify additional training needs and opportunities 11 9, Work the Service Authority to develop a long-range plan for the expansion of utilities in the County 10. Develop a strong existing industries program cf 11. Host a regional Economic Development Summit to get all of the players in the room to identify shortcomings and potential solutions Miscellaneous Items for Citizen Engagement 1 3, Develop Citizens Academy to educate citizens on County government, Class could be once per year, with numerous sessions 5 3. Determine method of disseminating and retrieving citizen surveys 1. 3. Hold regional question and answer sessions with the county 3 A, Continue to improve County website, Facebook page, twitter account and other methods of getting information to the citizens 5. Develop an annual State of the County address 1 6, Develop a user- friendly work order system where citizens could go online and report issues that need to be addressed, such as missing signs, with the capability for them to be able to track the progress j T Create a county hotline where citizens can report instances of fraud, abuse or waste of taxpayer money Group 4 Pittsylvania County SWOT Analysis Threats: Common Results Complacency Fear Inappropriate Economic Growth Complacency This threat can best be addressed through Action. Both the public, and to some degree employees, have been complacent because they don't see actions taken to fix problems or improve conditions. Developing a vision, strategies or plans are not adequate if people do not see concrete actions taken in implementation and a resulting change. While action is important, we also need a positive, but realistic, vision of how we can make things better, and then through action make the people believe they can make things better. Fear Fear is closely linked to complacency. We have come to accept our current status and there is fear associated with change. Fear of change and fear of the unknown are both problems. Fear can be combated with a clear, realistic vision and real world examples of positive change. Fear can also be managed by developing a phased, progressive, step by step approach that seems realistic, doable, achievable and positive. Then follow with visible action. Inappropriate Economic Growth - that destroys resources The threat here is that limited financial and political capital is spent on economic development projects that do not have public support and clearly perceived public benefits. We don't want projects that may reduce our quality of life or harm our environment. The best way to address this threat is to develop a regional economic development strategic plan that targets the industries that fit best in our community while also advancing skill levels and compensation. it is likely that the most appropriate growth will address the varying skill levels in the community, but incentives and inducements should be focused where there is greater benefit to the community and jobs that raise the standard of living. We should also recognize that the need for costly incentives may be reduced as we build a record of success with our development and promotion of a uniquely skilled workforce. Pittsylvania County How to get to ##1 County in VA Adequate Infrastructure The key here is the determination of "adequate" infrastructure. It is not reasonable to expect full water and sewer service to all 900+ square miles. The comprehensive plan is a very good guide, as it identifies growth nodes throughout the County, and also promotes an Economic Development Corridor aligned with routes 29 and 58. Infrastructure development should be prioritized to identified industrial areas and this Corridor as areas that would have the best return of investment. The Water & Sewer Pian needs to be updated and checked for consistency with the comp plan. In addition to the design plan, the County needs a Financing Plan to map out a sustainable financial strategy to pay for infrastructure improvements. Residential utility infrastructure should be prioritized on areas identified as moderate to higher density development and not promote sprawling, uncoordinated growth in areas without a suitable road infrastructure. We should continue our program to improve internet access throughout the County through public/private partnerships. Great Citizen Participation If we can overcome fear and Complacency, we will be in a better position to have citizens join us in the governing process. Our current social media efforts and promotion of transparency are steps in promoting citizen engagement. We need to open up and publicize the opportunities for serving on boards and commissions. Term limits may be advisable to promote turnover and new blood on these bodies. A critical component is education about how their government works and why we do what we do. Citizen training academies are a way for citizens to learn more about how their government works and how to participate. Consider periodic open houses and Meet the Staff meetings. If we can show citizens examples of change, and how their suggestions can make things better, there should be more willingness to participate.