07-16-2019 Work Session Packet
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, July 16, 2019 – 4:30 PM
Main Conference Room
County Administration Building, 1 Center Street
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (4:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings are now being
recorded and can be viewed on the same YouTube location as the Board of Supervisor’s
Business Meetings. Please remember that the Board’s Work Session is designed for
internal Board and County Staff communication, discussion, and work. It is not a
question and answer session with the audience. Accordingly, during the Work Session,
no questions or comments from the audience will be entertained. Respectfully, any
outbursts or disorderly conduct from the audience will not be tolerated and may result in
the offending person’s removal from the Work Session. As a reminder, all County
citizens, and other appropriate parties as designated by the Board’s Bylaws, are permitted
to make comments under the Hearing of the Citizens’ Section of tonight’s Business
Meeting.
5. PRESENTATIONS
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Discussion of Approval of Strategic Plan (Staff Contact: David M. Smitherman); (30
minutes)
b. Pet Center Update (Staff Contact: James P. McLaughlin); (15 minutes)
c. Cascade E-911 Radio Coverage Update (Staff Contact: Richard N. Hicks); (15
minutes)
d. Virginia Department of Health Changes (Staff Contact: Richard N. Hicks); 15
minutes)
Work Session - July 16, 2019
e. Other Reports
7. BUSINESS MEETING DISCUSSION ITEMS
8. CLOSED SESSION
a. Discussion or consideration of the acquisition of real property for a public purpose, or
of the disposition of publicly held real property, where discussion in an open meeting
would adversely affect the bargaining position or negotiating strategy of the public
body. (Staff Contact: Richard N. Hicks)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Potential Solid Waste Convenience Center Site(s)
Purpose: Discussion of Acquisition of Real Property for a
Public Purpose
b. Discussion concerning a prospective business or industry or the expansion of an
existing business or industry where no previous announcement has been made of the
business' or industry's interest in locating or expanding its facilities in the community.
(Staff Contact: Matthew D. Rowe)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Projects Emotion and G4
Purpose: Discussion of Prospective Business/
Economic Development Update
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification (Staff Contact: J. Vaden Hunt, Esq.)
10. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Discussion of Approval of Strategic Plan (Staff Contact: David M.
Smitherman); (30 minutes)
Staff Contact(s): David M. Smitherman
Agenda Date: July 16, 2019 Item Number: 6.a
Attachment(s): Pitts Co BOS Strategic Plan final
Reviewed By:
Mr. Smitherman will be present to discuss potential approval of the Strategic Plan that the Board
created while working with Dr. Joey Faucette.
6.a
Packet Pg. 3
Pittsylvania County Board of Supervisors
Strategic Plan Objectives-Action Plan
1. Economic Development
a. Clearly define ED metrics for excellence and focus efforts there,
e.g., type and quality of jobs, multiplier effect, environmental
impact. Educate BOS and RIFAs better.
2019 – Community ED Strategy Report (Spring-May)
Adopt incentive matrix by RIFA’s/City of Danville
b. Examine workforce development re. “next big thing” (prompt
DCC/PCS partnership).
2019 – ED meet with schools to determine workforce needs
(completing of ED study will shed light on these needs)
Expand partners to determine the “next big thing”
i. Grant for internships, professional development, and
mentorships 2020
ii. Increase the number and percentage of bachelor’s
degrees and specialized certificates among County
citizens 2021 (TFN)
c. Assess, develop strategy, and then address infrastructure needs.
Build a better relationship with PCSA re. ED
2019 – Joint meeting with BOS, PCSA, IDA, and Planning
Commission to establish more collaborative partnerships
Status update of infrastructure in the County for ED with a
report being presented to group listed above
d. Evaluate and build sports parks and facility:
i. 2019 – Complete Regional Study with Danville and
evaluate results
ii. 2021 – Based on evaluation of results, begin
implementation or re-strategize and update
Recreation Master Plan
-Seek Public/Private Partnerships with churches
and colleges/universities (e.g., Liberty and
Thomas Road Baptist Church) who may be
6.a.a
Packet Pg. 4 Attachment: Pitts Co BOS Strategic Plan final (1666 : Discussion of Approval of Strategic Plan (Staff Contact: David M. Smitherman); (30
interested in helping to create a sports complex
in the area
iii. 2029 – Project completed
e. Evaluate current state of tourism efforts, strategize, and address
specifically:
i. 2019 – Effectiveness of Chamber of Commerce tourism
contribution.
ii. Marketing of Pittsylvania County as tourist destination (I
did not have a year on this one)
iii. 2021 – Assess, capture, and include in Recreation
Master Plan all-natural environment assets, e.g., river
and bike trails. Update recreation Master Plan
Develop strategies to identify events that put us on the
map-bike trails, Sparta races, kayaking, canoeing, etc.
6.a.a
Packet Pg. 5 Attachment: Pitts Co BOS Strategic Plan final (1666 : Discussion of Approval of Strategic Plan (Staff Contact: David M. Smitherman); (30
2. Financial Stability
a. Define metrics, accountabilities, and funding priorities for
financial stability in 2029, 2024, with projections between, and
include audits and guidelines.
2019 – Establish funding priorities before budget process
(January/February)
-Establish guidelines for a funding strategy to establish
a CIP Reserve Fund. (Consider review of debt service
payments annually and as debt is paid off, the difference in
this reduction could be rolled into a CIP reserve fund)
-Update FMA (Financial Management & Accounting
Policy)(January/February) and adopt changes to policy in
February (maybe include COLA guidelines)
-Identify refunding opportunities
-Create timeline for debt needs and use of debt thru 2024
-Adopt CIP based on the current debt capacity
-Identify Long-term CIP-funded by debt
-Identify Annual CIP-funded by annual appropriation
-Identify Schools CIP Enhanced request thru 2029-
Joint meeting with BOS and School Bd (Staffs meet
1st Quarter 2019 and joint meeting with Board 3rd
Quarter 2019
-Review and establish fund balance reserve requirements
b. Develop a better strategy for getting and implementing funding
from state and national sources.
2019 – Create Legislative priorities and adopt priorities by October
2019 for 2020.
2020 – Affirmation of support for the pay plan and evaluation
System
-Review employee benefits
2021 – Hire and fund a lobbyist
-Establish target goals for fund balance amounts for each
year
2024 – Review and re-establish fund balance priorities
2029 – Review and re-establish fund balance priorities
6.a.a
Packet Pg. 6 Attachment: Pitts Co BOS Strategic Plan final (1666 : Discussion of Approval of Strategic Plan (Staff Contact: David M. Smitherman); (30
3. Strategically partner with education providers that include and aren’t
limited to PCS, DCC, Averett University, IALR, Haas Center, and Liberty
University
a. Provide infrastructure support for education that includes
broadband/internet provision for all households.
2019 – Identify partners and work with them to develop (write) a
plan and access funds set aside by the governor
2021 – Establish broadband authority commission and consider
establishing an entity to own the plan
2024 – Provide broadband availability to 90% of the County
citizens
b. Prioritize educational opportunities more by promoting
partnerships. Begin and/or strengthen relationship immediately.
2019 – Develop a plan to meet with each of the colleges with PCS
and hold a stakeholder kick-off meeting
2021 – Identify areas to collaborate together
2024 – Put in place areas that have been previously established
c. Review School assets/staff to teach adults evenings and in the
summer, e.g., Career and Technical Center
6.a.a
Packet Pg. 7 Attachment: Pitts Co BOS Strategic Plan final (1666 : Discussion of Approval of Strategic Plan (Staff Contact: David M. Smitherman); (30
4. Increase and improve citizen engagement
a. Re-examine the appointed Boards process to raise the level of
excellence through professional development.
2019 – Quarter 1 (CY) -Develop a calendar of Boards to
make presentations to the BOS
-Quarter 3 (CY) -Begin presentations
-Require a formal application for all appointed boards
-Set a preferred threshold for board service based on
certain qualifications that factor in the duties and
responsibilities for these boards
-Review term limits for Board appointees so that BOS can
determine who they would like to appoint since many board
appointees are inherited as new BOS members are elected
2021 – Require annual professional development for Board
members and provide/identify funding for this training
b. Develop strategy for reaching those who want to be engaged
using best media.
2019 – Evaluate the need for a Public Information Officer and
identify funding for the position including college interns
TBD – Hire as soon as funding is secured
c. Develop strategy for and create Citizens Academy.
2021 – Develop strategy and develop curriculum of Citizens
Academy
2024 – Create Citizens Academy
d. Engage PCS government and other social science classes to
include mentoring, shadowing, and internships.
2019 - Utilize Youth Commission to give ideas to strategize
-Build mentor relationships between the School Board’s
high school liaisons and the county’s Youth Commission
2021 – Begin the program
2024 – Full implementation
6.a.a
Packet Pg. 8 Attachment: Pitts Co BOS Strategic Plan final (1666 : Discussion of Approval of Strategic Plan (Staff Contact: David M. Smitherman); (30
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Pet Center Update (Staff Contact: James P. McLaughlin); (15 minutes)
Staff Contact(s): James P. McLaughlin
Agenda Date: July 16, 2019 Item Number: 6.b
Attachment(s):
Reviewed By:
Mr. McLaughlin will be present to give a brief Pet Center update to the Board.
6.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Cascade E-911 Radio Coverage Update (Staff Contact: Richard N.
Hicks); (15 minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: July 16, 2019 Item Number: 6.c
Attachment(s): Maps
Coverage from amendment
Reviewed By:
Mr. Hicks will be present to give an update on the Cascade E-911 Radio Coverage.
6.c
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Slide 53d) Coverage AnalysisFOR INFORMATION ONLY• 4 sites – PTO Outdoor (8 dB body loss)May 3, 20186.c.aPacket Pg. 11Attachment: Maps (1670 : Cascade E-911 Radio Coverage Update (Staff Contact: Richard N. Hicks); (15
Slide 63d) Coverage AnalysisFOR INFORMATION ONLY• 6 sites – PTO Outdoor (8 dB body loss)May 3, 20186.c.aPacket Pg. 12Attachment: Maps (1670 : Cascade E-911 Radio Coverage Update (Staff Contact: Richard N. Hicks); (15
Amendment 6
Exhibit A – Statement of Work
Confidential, Proprietary
and Competition Sensitive
Exhibit A
Page 3
Coverage Disclaimer
The coverage analysis described herein and its resulting coverage images are included for
informational purposes only. No guarantee of RF coverage is indicated or implied herein. Our
coverage plots assume a 700 MHz ¼ wave portable antenna is used.
Coverage Maps
For the below maps, the County’s jurisdictional boundary is shown in black. Areas where the
predicted reliability is equal to or greater than 95% for portable-on-street DAQ 3.4 communications
are shown as green on the maps. The white represents areas predicted to have DAQ 3.4
communications with less than 95% reliability.
Figure 2. Portable Talk Out Coverage Without Site Additions (For Information Only)
6.c.b
Packet Pg. 13 Attachment: Coverage from amendment (1670 : Cascade E-911 Radio Coverage Update (Staff Contact: Richard N. Hicks); (15 minutes))
Amendment 6
Exhibit A – Statement of Work
Confidential, Proprietary
and Competition Sensitive
Exhibit A
Page 4
Figure 3. Portable Talk Out Coverage with Site Additions (For Information Only)
Figure 4. Portable Indoors 15 dB Building Loss Without Site Additions (For Information Only)
6.c.b
Packet Pg. 14 Attachment: Coverage from amendment (1670 : Cascade E-911 Radio Coverage Update (Staff Contact: Richard N. Hicks); (15 minutes))
Amendment 6
Exhibit A – Statement of Work
Confidential, Proprietary
and Competition Sensitive
Exhibit A
Page 5
Figure 5. Portable Indoors 15 dB Building Loss With Site Additions (For Information Only)
Coverage Testing
Included herein is a week of drive-testing-based coverage characterization, measuring talk-out
(base to mobile) signal strength. Harris assumes Pittsylvania County will provide the vehicle and
driver for the testing. If more/less driving is done, the quote will be adjusted based on a Harris
per-person rate of $1200 per day.
For signal strength testing the team can typically cover 90 square miles per day, which is about 360
½ mile x ½ mile grids. The weeks’ worth of drive-testing assumes mainly the lower part of the
County will be tested.
FCC Licensing
Harris has included herein the costs for filing the FCC and Regional Planning Commission (RPC)
forms for the new 700 MHz LMR sites. FAA forms will be filed by Pittsylvania County. The LMR
antenna design was done to maximize coverage while adhering to the basic 40 dBu contour
requirements. As such, our internal FCC specialist does not think there will be issues gaining RPC
approval.
6.c.b
Packet Pg. 15 Attachment: Coverage from amendment (1670 : Cascade E-911 Radio Coverage Update (Staff Contact: Richard N. Hicks); (15 minutes))
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Virginia Department of Health Changes (Staff Contact: Richard N.
Hicks); 15 minutes)
Staff Contact(s): Richard N. Hicks
Agenda Date: July 16, 2019 Item Number: 6.d
Attachment(s): Virginia Department of Health Changes
Reviewed By:
Mr. Hicks will be present to discuss new changes for septic tanks and wells by the Virginia
Department of Health. The attached documentation provides some detailed information
regarding the changes.
6.d
Packet Pg. 16
6.d.a
Packet Pg. 17 Attachment: Virginia Department of Health Changes (1669 : Virginia Department of Health Changes (Staff Contact: Richard N. Hicks); 15
6.d.a
Packet Pg. 18 Attachment: Virginia Department of Health Changes (1669 : Virginia Department of Health Changes (Staff Contact: Richard N. Hicks); 15
6.d.a
Packet Pg. 19 Attachment: Virginia Department of Health Changes (1669 : Virginia Department of Health Changes (Staff Contact: Richard N. Hicks); 15
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Other Reports
Staff Contact(s):
Agenda Date: July 16, 2019 Item Number: 6.e
Attachment(s):
Reviewed By:
6.e
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Discussion or consideration of the acquisition of real property for a public
purpose, or of the disposition of publicly held real property, where
discussion in an open meeting would adversely affect the bargaining
position or negotiating strategy of the public body. (Staff Contact: Richard
N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: July 16, 2019 Item Number: 8.a
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Potential Solid Waste Convenience Center Site(s)
Purpose: Discussion of Acquisition of Real Property for a
Public Purpose
8.a
Packet Pg. 21
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Discussion concerning a prospective business or industry or the expansion
of an existing business or industry where no previous announcement has
been made of the business' or industry's interest in locating or expanding
its facilities in the community. (Staff Contact: Matthew D. Rowe)
Staff Contact(s): Matthew D. Rowe
Agenda Date: July 16, 2019 Item Number: 8.b
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matter: Projects Emotion and G4
Purpose: Discussion of Prospective Business/
Economic Development Update
8.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Closed Session Certification (Staff Contact: J. Vaden Hunt, Esq.)
Staff Contact(s):
Agenda Date: July 16, 2019 Item Number: 9.a
Attachment(s):
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors
(the “Board”) on July 16, 2019, 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 (the “Act”) and identified in
the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed
Meeting. If any Board Member believes that there was a departure from the requirements of the
Act, he shall so state prior to the vote indicating the substance of the departure. The Statement
shall be recorded in the Board's Minutes.
Vote
Joe B. Davis Yes/No
Tim R. Barber Yes/No
Elton W. Blackstock Yes/No
Ben L. Farmer Yes/No
Charles H. Miller, Jr. Yes/No
Ronald S. Scearce Yes/No
Robert W. “Bob” Warren Yes/No
9.a
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