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08-20-2019 Work Session Packet BOARD OF SUPERVISORS WORK SESSION Tuesday, August 20, 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 a. Brownfields Presentation (Staff Contact: Susan McCulloch); (15 minutes) 6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes) b. Report on Proposed Revision to Section 35-122 of the Zoning Ordinance (Commercial Kennel, Veterinary Animal Hospital) (Staff Contact: Gregory L. Sides); (10 minutes) c. HR Updates (Insurance, Benefits, and Wellness Update; Performance Evaluation Update) (Staff Contact: Holly E. Stanfield); (15 minutes) Work Session - August 20, 2019 d. Committee Reports (Finance Committee; Legislative Committee, Solid Waste Committee) (Staff Contacts: Kim Van Der Hyde, and J. Vaden Hunt, Esq.; Richard N. Hicks); (15 minutes) e. Other Reports 7. BUSINESS MEETING DISCUSSION ITEMS 8. CLOSED SESSION a. 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: David M. Smitherman) (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Projects AF, Uniform, and 500 Purpose: Discussion of Prospective Businesses/ Economic Development Updates b. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body (Staff Contact: David M. Smitherman) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Department Head Purpose: Discussion of Job Performance 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: Brownfields Presentation (Staff Contact: Susan McCulloch); (15 minutes) Staff Contact(s): Susan McCulloch Agenda Date: August 20, 2019 Item Number: 5.a Attachment(s): Brownfields Program Overview Presentation Reviewed By: Lori Kroll, of Draper Aden, will give a presentation to the Board regarding the possibility of the County applying for future Community -Wide Brownfields Coalition Grant(s). 5.a Packet Pg. 3 August 20, 2019 EPA COMMUNITY-WIDE BROWNFIELDS COALITION GRANT 5.a.a Packet Pg. 4 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); COMMUNITY-WIDE BROWNFIELDS COALTION GRANT FY 2021 –2023 A Coalition of Pittsylvania County and The Towns of Chatham, Gretna and Hurt USEPA BROWNFIELDS & LAND REVITALIZATION BRANCH 5.a.a Packet Pg. 5 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); How much money is available? •$600,000 Total o $360,000 –Hazardous o $240,000 –Petroleum •With NO Match Requirement! EPA BROWNFIELDS ASSESSMENT GRANTS 5.a.a Packet Pg. 6 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); How can the money be used? •Cooperative Agreement Oversight •Brownfields Inventory •Site Prioritization •Environmental Site Assessments •Community Outreach •Remediation Planning •Redevelopment Planning EPA BROWNFIELDS ASSESSMENT GRANTS 5.a.a Packet Pg. 7 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); What are the benefits? •Promote ecological responsibility •Transform unused and underutilized properties •Revitalize challenged local economies •Foster reuse of existing infrastructure •Create training and job opportunities •Restore environmental justice and quality of life •Leverage additional resources for revitalization EPA BROWNFIELDS ASSESSMENT GRANTS 5.a.a Packet Pg. 8 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); WHAT IS A BROWNFIELD?5.a.a Packet Pg. 9 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Real property with possibilities for ❑Expansion ❑Redevelopment ❑Reuse WHAT IS A BROWNFIELD?5.a.a Packet Pg. 10 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); and potential or perceived presence of ❑Pollutants ❑Contaminants ❑Petroleum products WHAT IS A BROWNFIELD?5.a.a Packet Pg. 11 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); BROWNFIELDS 101 & PERCEPTIONS Perceptions can cloud possibilities… 5.a.a Packet Pg. 12 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); •Identify •Inventory •Prioritize •Assess •Plan •Renew HOW DO YOU DEAL WITH BROWNFIELDS? 5.a.a Packet Pg. 13 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Identify and Inventory HOW DO YOU DEAL WITH BROWNFIELDS? 5.a.a Packet Pg. 14 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Identify and Inventory HOW DO YOU DEAL WITH BROWNFIELDS? 5.a.a Packet Pg. 15 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Identify and Inventory HOW DO YOU DEAL WITH BROWNFIELDS? 5.a.a Packet Pg. 16 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); ❑Perceived Impacts •Health •Environment •Wildlife habitats ❑Proximity •Water sources or wells •Residential areas •Schools ❑Potential •Reuse •Redevelopment •Greenspace Prioritize HOW DO YOU DEAL WITH BROWNFIELDS? 5.a.a Packet Pg. 17 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Assess HOW DO YOU DEAL WITH BROWNFIELDS? 5.a.a Packet Pg. 18 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Assess HOW DO YOU DEAL WITH BROWNFIELDS? 5.a.a Packet Pg. 19 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); ❑Phase I ESA ❑Phase II ESA ❑Asbestos Containing Materials ❑Lead Based Paint ❑Geophysical Studies ❑Other HOW DO YOU DEAL WITH BROWNFIELDS? Assess 5.a.a Packet Pg. 20 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Pulaski, Virginia PEAK CREEK CORRIDOR STUDY March 2016 HOW DO YOU DEAL WITH BROWNFIELDS? Plan 5.a.a Packet Pg. 21 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); HOW DO YOU DEAL WITH BROWNFIELDS? Plan 5.a.a Packet Pg. 22 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); HOW DO YOU DEAL WITH BROWNFIELDS? Plan 5.a.a Packet Pg. 23 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); HOW DO YOU DEAL WITH BROWNFIELDS? Plan 5.a.a Packet Pg. 24 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); HOW DO YOU DEAL WITH BROWNFIELDS? Plan 5.a.a Packet Pg. 25 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); ❑Target Area Master Plans ❑Site Specific Conceptual Plans ❑Cost Estimating ❑Remediation Planning ❑Marketing Studies ❑Feasibility Analyses ❑Economic Impact Studies ❑Other HOW DO YOU DEAL WITH BROWNFIELDS? Plan 5.a.a Packet Pg. 26 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); HOW DO YOU DEAL WITH BROWNFIELDS? Renew 5.a.a Packet Pg. 27 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Virginia Tech Carilion School of Medicine & Research Institute Roanoke, Virginia HOW DO YOU DEAL WITH BROWNFIELDS? Renew 5.a.a Packet Pg. 28 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); HOW DO YOU DEAL WITH BROWNFIELDS? Renew 5.a.a Packet Pg. 29 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Jackson Park Inn & Conference Center Pulaski, Virginia HOW DO YOU DEAL WITH BROWNFIELDS? Renew 5.a.a Packet Pg. 30 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); How does EPA rank proposals ? ❑Community Needs ❑Project Description ❑Feasibility of Success ❑Project Benefits ❑Community Engagement ❑Partnerships EPA BROWNFIELDS ASSESSMENT GRANTS 5.a.a Packet Pg. 31 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); December 2019 Submit Grant Proposal Spring 2020 EPA Announces Awards Summer 2020 Sign Grant Cooperative Agreement Fall 2020 Procure Consultants Fall –Winter 2020 Initiate Project, Begin Community Engagement / Education Spring 2021 Inventory, Site Selection Spring 2021 –Spring 2023 Phase I Assessments Fall 2021 –Summer 2023 Phase II Assessments Fall 2021 –Fall 2023 Remediation / Redevelopment Planning 3-YEAR GRANT CYCLE OCTOBER 1, 2020 –SEPTEMBER 30, 2023 5.a.a Packet Pg. 32 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); VIRGINIA PROGRAMS 2009 -2019: ALLEGHANY HIGHLANDS COALITION HALIFAX COUNTY COALITION LYNCHBURG (2) MARTINSVILLE (2) NORFOLK PULASKI (3) RICHMOND COALITION ROANOKE (4) VINTON WILLIAMSBURG COALITION FY 2020 APPLICATIONS: PITTSYLVANIA COALITION PULASKI #4 STAUNTON 5.a.a Packet Pg. 33 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); QUESTIONS AND DISCUSSION 5.a.a Packet Pg. 34 Attachment: Brownfields Program Overview Presentation (1702 : Brownfields Presentation (Staff Contact: Susan McCulloch); Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes) Staff Contact(s): Gregory L. Sides Agenda Date: August 20, 2019 Item Number: 6.a Attachment(s): Solar Energy Facility Guidelines Pittsylvania County Solar Conditions Solar Energy - PCC Code Reviewed By: Mr. Gregory L. Sides, Assistant County Administrator, will provide the Board a brief update on the County’s Solar Guidelines. 6.a Packet Pg. 35 Solar Energy Facility Guidelines I. Special Use Permit - Large and Utility Scale Solar Energy Facilities shall apply for a Special Use Permit in accordance with the Pittsylvania County Zoning Ordinance, and specifically with the requirements of Section 35-141 Solar Energy Facilities. II. Site Plan - must be submitted that complies with the Site Development Plan requirements of the Zoning Ordinance and the additional requirements of Section 35-141(D). III. Decommissioning Plan - The Special Use Permit application shall include a Decommissioning Plan which includes the specific information referenced in Section 35-141(E). A. The estimate of the decommissioning cost is to be provided in an itemized format by a Virginia Licensed Professional Engineer (PE). B. The decommissioning cost estimate shall not include a salvage or recyclable material value used to off-set the decommissioning cost. C. As an ongoing requirement of compliance, a Virginia Licensed Engineer shall provide an updated decommissioning cost estimate on or before the fifth anniversary of the operational date, and every five years thereafter during the life of the project. The decommissioning security shall be adjusted as necessary to fully fund the estimated costs. IV. Surety - The conditions of the Special Use Permit, including decommissioning, shall be ensured through a surety instrument acceptable to the County: A. Cash or certified check from a federally insured financial institution, with a credit rating of A or better from a recognized credit rating company, licensed to do business in the Commonwealth of Virginia, to be held in escrow by the County Treasurer, deposited in an interest-bearing bank account. B. An Irrevocable Letter of Credit from a federally insured financial institution, with a credit rating of A or better from a recognized credit rating company, licensed to do business in the Commonwealth of Virginia and payable to the County in part or in full upon demand and receipt of a notice of forfeiture. Letter of credit shall be irrevocable unless replaced with cash or other form of security acceptable to the County. C. A surety or performance bond that renews automatically from a company registered and licensed to operate in the Commonwealth of Virginia, with a credit rating of A or better from a nationally recognized rating company, and on the U.S. Department of Treasury’s Listing of Certified Companies (Department of the Treasury Circular 570, as revised). Performance Bond must be payable to the County and maintained until decommissioning requirements are met. There must be a requirement and mechanism for the surety company to give prompt notice to the County of: (i) any action alleging bankruptcy or insolvency of the surety or violation that would result in suspension or revocation of the license of the surety: 6.a.a Packet Pg. 36 Attachment: Solar Energy Facility Guidelines (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) (ii) any attempt at cancellation by the owner: and (iii) any pending cancellation by the surety. D. An insurance policy that provides the County with acceptable rights as a beneficiary and is issued by an insurance carrier that has the authority to issue insurance policies in the County, and whose insurance operations are regulated and examined by a Federal or State Agency. V. Additional Surety Requirements – In addition to decommissioning, acceptable surety must also be provided as a requirement of Erosion and Sediment Control and Stormwater Management permits. Performance bond, or other acceptable surety must be provided in an amount sufficient to ensure that the required landscaping and vegetative buffers specified in the Landscaping Plan are properly established, maintained, and replaced as necessary throughout the life of the project. All performance sureties required by Pittsylvania County must be payable to Pittsylvania County, must remain in place until the County requirements have been fully satisfied, and must be adjusted in value in accordance with updated cost estimates. All surety documents must be reviewed and approved by the County Attorney. 6.a.a Packet Pg. 37 Attachment: Solar Energy Facility Guidelines (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) Pittsylvania County – Proposed SUP Conditions For Utility Scale Solar Energy Facilities 1. Site Development Plan; Location. All solar panels and other above-ground equipment will be located within the “Project Area” shown on the Conceptual Site Plan included with the SUP application. All Site Plan requirements of Section 35-141 must be met before permits are issued. 2. Height. Except for the collection yard and substation or otherwise as required by applicable building code, the maximum height of the solar panels and other above- ground equipment will be 15 feet. 3. Setbacks. Except for fencing and any pole mounted electronic lines, consistent with the County ordinance, all above-ground equipment will have a minimum front setback of at least 60 feet from the centerline of the specified right-of-way, or 35 feet from the edge of the right-of-way, whichever is greatest. The side setback shall be 10 percent of the road frontage distance, with a minimum of 10 feet. The rear minimum setback shall be at least 40 feet. No setbacks are required between the parcels lines of parcels that are part of a single Project. 4. Fencing. Fencing for the Project will be standard chain-link and at least 6 feet high. The Applicant shall maintain the fence for the life of the Project. 5. Landscaping. Applicant will comply with Section 35-121 Fencing – Screening. At the perimeter locations shown on the Conceptual Site Plan, the setback will include a minimum 15-foot-wide landscaped area comprised of any existing vegetation supplemented as needed with a staggered row of planted trees or large shrubs. The vegetation will be designed to be at least 8 feet high at maturity of any new plantings, and shall be a minimum of 4 feet to 6 feet in height at time of planting. Prior to construction and site plan approval, a landscaping maintenance plan will be submitted to the Zoning Administrator for approval, which shall provide for the posting of a bond or other surety in an amount sufficient to ensure that the plantings are successfully established and the landscaping is maintained or replaced during the life of the Project. 6. Construction Management and Mitigation. Prior to construction, the Applicant shall prepare and submit to the Zoning Administrator a construction management plan to address: traffic control methods, site access, fencing, lighting, mitigation of construction operations, and hours of construction activity. 7. Road Repairs. Any damage to public roads caused by construction will be promptly repaired. 6.a.b Packet Pg. 38 Attachment: Pittsylvania County Solar Conditions (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) 8. Erosion and Sediment Control. Prior to construction, an approved erosion and sediment control plan will be implemented for the Project, and an erosion and sediment control bond will be provided. 9. Stormwater Management. Prior to construction, a Virginia Stormwater Management Program Permit from the Virginia DEQ will be obtained for the Project, including an approved Stormwater Pollution Prevention Plan. 10. Operational Noise and Electrical Interference. The Project will comply with all applicable County requirements for noise and shall not generate or create electrical interruptions or interference with existing electrical or electronic uses. 11. Operational Light. Fixed lighting at the perimeter of the Project will be limited to gates and will be shielded/downward facing to minimize light spillage and shall be motion- activated. 12. Compliance. The project shall be designed, constructed, and tested to meet all applicable local, state, and federal standards. 13. Decommissioning. In accordance with Section 35-141(E), the applicant shall completely decommission the facility within 12 months, if the facility ceases to generate electricity for a continuous period of 12 months, including all solar collectors, cabling, electrical components, fencing and any other associated equipment, facilities and structures. Prior to construction and approval of the site plan, a decommissioning plan will be submitted to the Zoning Administrator, which shall provide for the posting of a bond or other surety acceptable to the County in the amount of the decommissioning costs, not including salvage value, for the Project. 14. Start of construction. The SUP will expire unless construction of the Project is commenced within 3 years of the date of issuance of the SUP. 15. Survival. So long as the Project is operated in conformance with these conditions, the SUP shall continue for the life of the Project. 16. Comply with all DEQ regulations regarding nonpoint source pollutants. Chemical sprays used in weed control shall comply with DEQ regulations. 17. Fire and Rescue Training. The applicant shall provide annual training to the local fire departments regarding battery storage. 6.a.b Packet Pg. 39 Attachment: Pittsylvania County Solar Conditions (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) SEC. 35-141. SOLAR ENERGY FACILITIES. The following guidelines are intended to promote and regulate the development of solar energy facilities in Pittsylvania County while protecting the public health, safety and general welfare of the community. SEC. 35-141.(A) SMALL SOLAR ENERGY FACILITIES. Small solar energy facilities shall be a Permitted Use in all zoning districts: 1. Roof-mounted small solar energy facilities may be mounted on a principal building or an accessory building but shall not exceed the maximum building height requirements for the zoning district in which they are located and shall not be more than three (3) feet higher than the finished roof to which it is mounted. These facilities shall meet the building setback requirements for the structures to which they are affixed and shall not extend beyond the exterior perimeter of the structure roof. 2. Ground-mounted small solar energy facilities shall meet the minimum setbacks for principal or accessory structures in the zoning districts which they are located. The maximum height of these facilities shall be 15 feet as measured from the grade or base of the facility to its highest point. 3. All small solar energy facilities shall be configured to avoid glare and heat transference to adjacent properties. 4. All small solar energy facilities shall utilize components which have a UL listing or equivalent and fully comply with all applicable building and electrical codes, and shall not generate or create electrical interruptions or interference with existing electrical or electronic uses. SEC. 35-141.(B) LARGE SCALE SOLAR ENERGY FACILITIES. 1. Roof-mounted large-scale solar energy facilities shall be a Permitted Use in all zoning districts when affixed to the roof of an existing or properly permitted commercial, governmental, industrial, agricultural or institutional building. These facilities shall meet the building setback requirements for the structures to which they are affixed and shall meet all design requirements specified for small solar energy facilities. 2. Ground-mounted large-scale solar energy facilities shall be by Special Use Permit in the M-1 Industrial District, Light Industry zoning district and the M-2 Industrial District, Heavy Industry zoning district, and in the A-1 Agricultural zoning district. SEC. 35-141.(C) UTILITY SCALE SOLAR ENERGY FACILITY. 6.a.c Packet Pg. 40 Attachment: Solar Energy - PCC Code (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) Utility-scale solar energy facilities shall be by Special Use Permit in the M-1 Industrial District, Light Industry zoning district and the M-2 Industrial District, Heavy Industry zoning district, and in the A-1 Agricultural zoning district. SEC. 35-141.(D) PERMITTING REQUIREMENTS FOR LARGE AND UTILITY SCALE SOLAR ENERGY FACILITIES. In addition to the requirements of Article V, Division 4 (Site Development Plans) and, where applicable, Article V, Division 3 (Special Use Permits ) of Chapter 35, Pittsylvania County Zoning Ordinance, the following documents and information must be provided for review and approval of large- and utility- scale solar energy facilities: 1. A narrative identifying the applicant, owner, and operator, and describing the proposed solar energy project, including: an overview of the project and its location, approximate rated capacity of the solar energy project, the approximate number, representative types and expected footprint of solar equipment to be constructed, and a description of ancillary facilities, if applicable; 2 Project site development and landscape plans demonstrating that the solar project minimizes impacts on the visual character of an existing public right-of-way (ROW) or historic properties listed on the Virginia Landmarks Register, or the National Register of Historic Places. 3. A site plan meeting the requirements of Chapter 35, Article V, Division 4 Pittsylvania County Code, including the following additional information and details: a) Property lines and setbacks as set out below, unless otherwise prescribed by the Board of Zoning Appeals as a condition of approval for a Special Use Permit. • All aspects and components associated with a solar energy facility shall meet the minimum zoning placement and setback requirements for the zoning district in which it is located b) Existing and proposed buildings and structures, including preliminary location(s) of the proposed solar equipment. c) Existing and proposed access roads, drives, turnout locations, and parking; however, this requirement shall not exceed VDOT requirements for other types of projects in the underlying zoning district. d) Location of substations, electrical cabling from the solar systems to the substations, ancillary equipment, buildings, and structures (including those within any applicable setbacks). e) Fencing, or other methods of ensuring public safety, in accordance with Section 35-121. 6.a.c Packet Pg. 41 Attachment: Solar Energy - PCC Code (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) f) Buffering as required based on the visual impacts of the project or as required by the Board of Zoning Appeals as a condition of approval for a Special Use Permit. Required buffers shall be placed or preserved between any required fencing and adjoining properties and/or adjacent rights-of-way. Buffering or vegetative screening shall comply with Section 35-121. g) Additional information may be required, as determined by the Zoning Administrator, such as a scaled elevation view and other supporting drawings, photographs of the proposed site, photo or other realistic simulations or modeling of the proposed solar energy project from potentially sensitive locations as deemed necessary by the Zoning Administrator to assess the visual impact of the project, landscaping and screening plan, coverage map, and additional information that may be necessary for a technical review of the proposal. 4. Documentation shall include proof of control over the land or possession of the right to use the land in the manner requested. The applicant may redact sensitive financial or confidential information. 5. Document that the panels are located and installed so that the sum of the glare is directed away from an adjoining property or public rights of way. 6. The applicant shall provide proof of adequate liability insurance for a large and utility scale solar facility prior to issuance of a zoning or building permit. Sec. 35-141(E) Decommissioning Requirements for Large and Utility Scale Solar Energy Facilities The owner or operator of a large or utility scale solar energy facility shall completely decommission a facility within 12 months if the facility ceases to generate electricity for a continuous period of 12 months This period may be extended by the Board of Zoning Appeals if the owner or operator provides evidence that the failure to generate electricity is due to circumstances beyond their control and the facility has not been abandoned. Decommissioning shall include the removal of all solar collectors, cabling, electrical components, fencing and any other associated equipment, facilities and structures to a depth of at least 36 inches and stabilization of the site. A decommissioning plan shall be submitted, which shall include the following: (1) the anticipated life of the project; (2) the estimated decommissioning cost in current dollars; (3) how said estimate was determined; and (4) the manner in which the project will be decommissioned. As allowed by Section 35-714 of the Pittsylvania County Zoning Ordinance, the Board of Zoning Appeals shall require a bond with surety or other approved security to ensure compliance with conditions imposed in a Special Use Permit. The plan shall acknowledge that if at any time the project is declared to be an unsafe structure by the Pittsylvania County Building Code Official, the terms of the “unsafe structure” code shall apply. Sec. 35-141(F) General Requirements for Large and Utility Scale Solar Energy Facilities 1. The height of roof mounted large and utility-scale solar energy facilities shall not exceed the maximum height of other structures as permitted in the zoning district, and the maximum height of ground mounted facilities shall be 15 feet, as measured from the grade or base of the facility to its highest point, or shall be as approved by the Board of Zoning Appeals as a condition of approval for a Special Use Permit. 6.a.c Packet Pg. 42 Attachment: Solar Energy - PCC Code (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) 2. Warning signage shall be placed on solar equipment and facilities to the extent appropriate. Solar equipment shall not be used for the display of advertising, except for reasonable identification of the photovoltaic equipment manufacturer or operator of the solar energy facility. All signs, flags, streamers or similar items, both temporary and permanent, are prohibited on solar equipment except as follows: (a) manufacturer's or installer's identification; (b) warning signs and placards; (c) signs that may be required by a federal agency; and (d) signs that provide a 24-hour emergency contact phone number and warn of any danger. Educational signs providing information about the project and the benefits of renewable energy may be allowed as provided in Article II, Division 3 of the Pittsylvania County Zoning Ordinance. 3. All large and utility scale solar energy facilities shall utilize components which have a UL listing or equivalent and fully comply with all applicable building and electrical codes, and shall not generate or create electrical interruptions or interference with existing electrical or electronic uses. 4. All large and utility scale solar energy facilities shall comply with all applicable state and federal permitting and regulatory requirements. 5. All large and utility scale solar energy facilities must comply with the Pittsylvania County Noise Ordinance, but the requirements shall be no more stringent than for other development in the underlying zoning district. 6.a.c Packet Pg. 43 Attachment: Solar Energy - PCC Code (1703 : Review of Solar Guidelines (Staff Contact: Gregory L. Sides); (15 minutes)) Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Report on Proposed Revision to Section 35-122 of the Zoning Ordinance (Commercial Kennel, Veterinary Animal Hospital) (Staff Contact: Gregory L. Sides); (10 minutes) Staff Contact(s): Gregory L. Sides Agenda Date: August 20, 2019 Item Number: 6.b Attachment(s): Reviewed By: Mr. Gregory L. Sides, Assistant County Administrator, will provide a report to the Board regarding a proposed revision to Section 35-122 of the County's Zoning Ordinance. 6.b Packet Pg. 44 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: HR Updates (Insurance, Benefits, and Wellness Update; Performance Evaluation Update) (Staff Contact: Holly E. Stanfield); (15 minutes) Staff Contact(s): Holly E. Stanfield Agenda Date: August 20, 2019 Item Number: 6.c Attachment(s): 2019 BOS Work Session 8.20.19 HR Updates Reviewed By: Mrs. Holly E. Stanfield, Human Resources Manager, will provide HR Updates to the Board on the following topics: (1) Insurance, Benefits, and Wellness Initiatives; and (2) Performance Evaluations. 6.c Packet Pg. 45 CONSULTATION © 2016 SHRM. All rights reserved. HR Updates 6.c.a Packet Pg. 46 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. •Health, Dental and Voluntary Benefits •Wellness •Performance Review System 2 6.c.a Packet Pg. 47 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Health and Dental •Participated in meetings with various insurance providers to benchmark products and pricing. -Ensure competitive pricing and best products. •Annual renewal meeting with McGriff (insurance broker)in May -announced we would receive 1.9%decrease in premium costs. •Decision made to remain with Anthem and Delta Dental. •Pass savings on to our employees via wellness incentive. 3 6.c.a Packet Pg. 48 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Health Savings Calculation and Usage •Average decrease in premiums for the 2019-2020 plan year is 1.9%,which equates to a total of $50,345 in savings to the County How This Savings Will be Used •All premiums for all employees will be reduced by 1.9%, which will take roughly $6,000 of the savings •The remaining amount of $44,345 will be used for health and wellness incentives •Just as a reminder,the County will continue to fund $500 to each employee with an HSA account.This amount has already been budgeted. 4 6.c.a Packet Pg. 49 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Voluntary Benefits (Section 125 Benefits)and Wellness •New partner –Mark III Employee Benefits •Offer equal or better products than what we currently have to include:Flexible spending accounts (health and daycare),Life,Accident,and Cancer insurance,Disability and Vision and more. •Specialize in serving County and City governments through Virginia and the Carolinas (over 150 public sector clients). •Customer Service is Key! •Open enrollment will be held in September •Dedicated Wellness team available at no additional cost to Pittsylvania County. 5 6.c.a Packet Pg. 50 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Statistics –Preventative Care Services Through March 2019 6 Category Eligible Members Members Receiving Care Current Percent Compliance Prior Percent Compliance Commercial Benchmark Percent Compliance Return to Guideline Compliance Well Baby Visits -Birth through 15 months ***0.0%74.4%0.0% Well Child Visits -3 through 6 years ***100.0%69.3%0.0% Well Adolescent Visits -12 through 17 years ***0.0%49.9%0.0% Well Adult Visits -Women 124 74 59.7%67.5%48.1%13.7% Well Adult Visits -Men 125 43 34.4%26.5%26.5%17.0% Breast Cancer Screening 80 64 80.0%78.3%65.9%4.6% Cervical Cancer Screening 89 61 68.5%71.8%58.6%9.5% Colon Cancer Screening 108 73 67.6%72.2%62.5%4.4% •This value is not shown due to small numbers The numbers reflect Members, not just employees. Members include spouses and enrolled dependents. We NEED to get Members to participate in their annual wellness examinations! 6.c.a Packet Pg. 51 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Wellness •Propose an incentive payment of $125 to employees and covered spouses who participate in an annual Well Adult Visit (wellness exam). •Eligible members who participate in an annual wellness exam will have their physician complete a confirmation form and submit to Human Resources in order to receive the $125 incentive payment. •Incentive payments will appear in the December 15th paycheck. Considerations •Participation is voluntary. •No personal health information will be reported. •Dependent children are not eligible to receive the incentive. •Incentives and measurements are subject to change annually. •Goal: Improve employee health and reduce claim costs year to year. 7 6.c.a Packet Pg. 52 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Wellness 1st Annual Employee Health and Wellness Fair •October 24th at the Community Center. •Focus on employee physical,emotional,financial and other areas of wellness. •Event Planning Committee -dedicated team of employees involved in wellness fair planning and other events throughout the year. •40 vendors to participate,including: Anthem EAP,SOVAH Health,YMCA,Curves,Danville Dental, Danville-Pittsylvania Community Services,Spectrum Medical,Red Cross,First Citizens,Pittsylvania County Health Department,The Health Collaborative,Mountain River Physical Therapy,Mark III and more. 8 6.c.a Packet Pg. 53 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Performance Review System •Developed a comprehensive review system •Designed to encourage employee and supervisor engagement •Emphasis on employee development and training •Components of the performance review include: 1.Core Competencies 2.Essential Job Functions 3.Employee Development Plan 9 6.c.a Packet Pg. 54 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Phase 1 -Job Description Training •Educate managers on the role job descriptions play and validate essential job functions. •Reviewed and updated 100 job descriptions. Phase 2 -Performance Review Training •Every Supervisor /Manager will be required to participate. •Training will begin in September. •Training will include how to complete a performance review and a development plan. •New Performance Review System in place January 1,2020 with the first formal review period at the end of 2020. •Focus on Employee Development –System was intentionally designed for supervisor and employee follow-up on a quarterly basis. •Employee development plan is not a one and done conversation.It is a two-way commitment between the supervisor and employee to partner to improve the employee’s knowledge,skills,and abilities. 10 6.c.a Packet Pg. 55 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, CONSULTATION © 2016 SHRM. All rights reserved. Questions? 11 6.c.a Packet Pg. 56 Attachment: 2019 BOS Work Session 8.20.19 HR Updates (1704 : HR UpdateInsurance, Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Committee Reports (Finance Committee; Legislative Committee, Solid Waste Committee) (Staff Contacts: Kim Van Der Hyde, and J. Vaden Hunt, Esq.; Richard N. Hicks); (15 minutes) Staff Contact(s): Kim Van Der Hyde; J. Vaden Hunt, Esq.; Richard N. Hicks Agenda Date: August 20, 2019 Item Number: 6.d Attachment(s): Reviewed By: Mrs. Kimberley Van Der Hyde, Finance Director, Mr. J. Vaden Hunt, Esq., County Attorney, and Mr. Richard N. Hicks, Assistant County Administrator, will provide follow-up Reports on the recent Finance, Legislative, and Solid Waste Committee Meetings. 6.d Packet Pg. 57 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Other Reports Staff Contact(s): Agenda Date: August 20, 2019 Item Number: 6.e Attachment(s): Reviewed By: 6.e Packet Pg. 58 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: David M. Smitherman) Staff Contact(s): Matthew D. Rowe Agenda Date: August 20, 2019 Item Number: 8.a Attachment(s): Reviewed By: (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Projects AF, Uniform, and 500 Purpose: Discussion of Prospective Business/ Economic Development Update 8.a Packet Pg. 59 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body (Staff Contact: David M. Smitherman) Staff Contact(s): David M. Smitherman Agenda Date: August 20, 2019 Item Number: 8.b Attachment(s): Reviewed By: (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Department Head Purpose: Discussion of Job Performance 8.b Packet Pg. 60 Board of Supervisors EXECUTIVE SUMMARY INFORMATION ITEM Agenda Title: Closed Session Certification (Staff Contact: J. Vaden Hunt, Esq.) Staff Contact(s): Agenda Date: August 20, 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 August 20, 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 Packet Pg. 61