02-16-2021 PCSA Agenda PacketPITTSYLVANIA COUNTY SERVICE AUTHORITY REGULAR MEETING
Tuesday, February 16, 2021; 3:30 p.m.; Board Meeting Room; 39 Bank Street; Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER
2. ROLL CALL
3. ANY REVISIONS/ADDITIONS TO AGENDA
4. APPROVAL OF AGENDA
5. CONSENT AGENDA
A. Minutes Approval (January 19, 2021 Regular Meeting)
B. Bill List Approval (January 2021, online); (Included with Other County
Disbursements)
6. HEARING OF THE CITIZENS
Each person addressing the Authority under Hearing of the Citizens shall be a resident or
landowner of the County, or the registered agent of such resident or landowner. 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. No person shall
be permitted to address the Authority more than once during Hearing of the Citizens. All remarks
shall be addressed to the Authority as a Body and not to any individual Member thereof. Hearing
of the Citizens shall last for a maximum of forty-five (45) minutes. Any individual that is signed
up to speak during said section who does not get the opportunity to do so because of the time limit,
shall be given speaking priority at the next Authority Meeting. Absent Chairman’s approval, no
person shall be able to speak who has not signed up.
7. NEW BUSINESS
A. PCSA Future Meeting Schedule Discussion (Adcock)
B. Resolution # 2021-02-01 (Supporting Submission of EDA Public Work
Funding Application for Sewer System Improvements) Adoption (Adcock)
C. Water Line Extension Fund Recommendation (Adcock)
D. PCSA/Chatham Master Water Meter Construction/Installation Approval
(Adcock)
8. MATTERS FROM AUTHORITY MEMBERS
9. ADJOURNMENT
Pittsylvania County Service Authority
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Minutes Approval (Staff Contact: Chris Adcock)
Staff Contact(s): Chris Adcock
Agenda Date: February 16, 2021 Item Number: 4.a
Attachment(s): PCSA MINUTES_January_19_2021
Reviewed By:
SUMMARY
For the Authority’s review and consideration, attached are the January 19, 2021, PCSA Regular
Meeting Minutes.
FINANCIAL SOURCE/FISCAL IMPACT
None.
RECOMMENDATION
PCSA Staff recommends the Authority approve the attached January 19, 2021, PCSA Regular
Meeting Minutes as presented.
MOTION
“I make a Motion to approve the attached January 19, 2021, PCSA Regular Meeting Minutes as
presented.”
4.a
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405 R&L Smith Drive • Danville, Virginia 24540-9805
P.O. Box 209 • Blairs, Virginia 24527
Phone (434) 836-7135 • Fax (434) 836-7139
Website: pcsa.co
PCSA Members:
Joe B. Davis • Tim W. Dudley • Ben L. Farmer • William ("Vic") Ingram • Charles H. Miller, Jr. •
Ronald S. Scearce • Robert W. (“Bob”) Warren
PITTSYLVANIA COUNTY SERVICE AUTHORITY REGULAR MEETING
MINUTES
Tuesday, January 19, 2021, Board Meeting Room,
39 Bank Street, Chatham, Virginia 24531
1. CALL TO ORDER
Miller called the Meeting to order at 3:30 P.M.
2. ROLL CALL
Staff conducted the following Roll Call:
Members Present
Charles H. Miller, Jr., Chairman
Joe B. Davis, Vice-Chairman
Tim W. Dudley
Ben L. Farmer
William (“Vic”) Ingram
Ronald S. Scearce
Robert (“Bob”) W. Warren
Staff Present
David Smitherman (County Administrator/PCSA Chief Administrative Officer)
J. Vaden Hunt, Esq. (County Attorney/PCSA Legal Counsel)
Richard N. Hicks (Deputy County Administrator)
Kimberly Van Der Hyde (County Finance Director)
Chris Adcock (County Director of Public Works/PCSA Secretary)
3. ANY ADDITIONS/REVISIONS TO AGENDA
None.
4. APPROVAL OF AGENDA
On Motion by Dudley, second by Davis, without discussion, Agenda approved unanimously.
5. CONSENT AGENDA
On Motion by Davis, second by Dudley, without discussion, Consent Agenda approved
unanimously.
A. Minutes Approval (December 15, 2020 Regular Meeting)
4.a.a
Packet Pg. 6 Attachment: PCSA MINUTES_January_19_2021 (2365 : Minutes Approval)
PCSA Meeting Minutes (January 19, 2021)
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6. HEARING OF THE CITIZENS
None.
7. PRESENTATIONS
A. COVID-19 Municipal Utility Relief Program update
Adcock reported that the Authority had approved twenty-three (23) applications for the utility relief
program and expended approximately one-half (1/2) of the received allocation. The program
deadlines have been extended and Staff will continue to contact customers who may be eligible
for this relief.
B. Utility Extension Policy Outline
Charles Archer, Vice President with Freese and Nichols, presented some information regarding
the extension policy development task item of the Water and Wastewater Master Plan Project.
8. NEW BUSINESS
A. Bill List Approval
Van Der Hyde explained that Authority expenditures will now be included in the Bill List
link provided on the County website, which includes all County Department expenditures and will
be for consideration as a Consent Agenda item for future Meetings. This Bill Listing, as
recommended by the County Auditors, provides transparency by providing for review by any
interested party.
B. EDA Public Works Funding Application Discussion
Adcock discussed the proposed application for EDA Public Works funding for improvements to the
Authority’s sanitary sewer infrastructure. Adcock will provide some additional information for the
Board. A proposed Resolution supporting the Grant Application will be presented at next month’s
Authority Meeting.
9. MATTERS FROM AUTHORITY MEMBERS
None
10. ADJOURNMENT
Miller adjourned Meeting at 4:25 P.M.
4.a.a
Packet Pg. 7 Attachment: PCSA MINUTES_January_19_2021 (2365 : Minutes Approval)
Pittsylvania County Service Authority
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Bill List Approval (Staff Contact: Kimberly G. Van Der Hyde)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: February 16, 2021 Item Number: 4.b
Attachment(s):
Reviewed By:
SUMMARY
For the Authority’s review and consideration, the PCSA’s Bill List is found at the below link:
https://weblink.pittgov.net/WebLink/Browse.aspx?id=397870&dbid=0&repo=PittGovDocs
FINANCIAL IMPACT AND FUNDING SOURCE
None.
RECOMMENDATION
PCSA Staff recommends the Authority approve the PCSA’s 2021 February Bill List as
presented.
MOTION:
“I make a Motion to approve the PCSA’s 2021 February Bill List as presented.”
4.b
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Pittsylvania County Service Authority
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: PCSA Future Meeting Schedule Discussion (Staff Contact: Chris
Adcock)
Staff Contact(s): Chris Adcock
Agenda Date: February 16, 2021 Item Number: 6.a
Attachment(s):
Reviewed By:
SUMMARY
Chris Adcock, Director of Public Works, will lead Authority discussion on whether it makes
sense in the future to hold PCSA Meetings every other month.
FINANCIAL SOURCE/FISCAL IMPACT
None.
RECOMMENDATION
For the Authority’s consideration.
MOTION
For the Authority’s consideration.
6.a
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Pittsylvania County Service Authority
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Resolution # 2021-02-01 (Supporting the Submission of an EDA Public
Work Funding Application for Sewer System Improvements (Requires a
Fifty Percent (50%) Match by the Authority); (Adcock)
Staff Contact(s): Chris Adcock
Agenda Date: February 16, 2021 Item Number: 6.b
Attachment(s): 2021-02-01 PCSA
Reviewed By:
SUMMARY
The PCSA is seeking authority to apply to the Economic Development Administration’s
(“EDA”) Public Works Funding Program (“Program”) for potential funding of a sewer extension
and pump station replacement project (“Project’). The Project’s total estimated cost is $570,000
and requires a fifty percent (50%) funding match (or $285,000) by the PCSA. To indicate
support of the Project and a commitment to providing the funding match, the EDA and the West
Piedmont Planning District Commission recommends the PCSA adopt a support Resolution. For
the PCSA’s review and consideration, Resolution # 2021-02-01, evincing the same, is attached.
FINANCIAL SOURCE/FISCAL IMPACT
PCSA recommends using PCSA Capital Reserves in the amount of $285,000 for the Program’s
fifty percent (50%) match. This Project was previously identified as a Capital Improvement item
in the PCSA’s 2020 Budget and was approved by the prior PCSA’s Board. If approved by the
EDA, the funding will allow the PCSA to complete the Project at a significantly reduced cost.
RECOMMENDATION
PCSA Staff recommends the PCSA adopt Resolution #2021-02-01 as presented.
MOTION
“I make a Motion to adopt Resolution #2021-02-01 as presented.”
6.b
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PITTSYLVANIA COUNTY SERVICE AUTHORITY
RESOLUTION # 2021-02-01
_____________________________________________________________________________
RESOLUTION AUTHORIZING THE SUBMISSION OF AN ECONOMIC
DEVELOPMENT ADMINISTRATION GRANT APPLICATION FOR THE PITTSYLVANIA
COUNTY SERVICE AUTHORITY’S CRITICAL WASTEWATER INFRASTRUCTURE
IMPROVEMENTS PROJECT
_________________________________________________________________________________
WHEREAS, upgrades and improvements to the Pittsylvania County Service Authority’s
(“PCSA”) wastewater system are primary components of Pittsylvania County, Virginia’s
(“County”), economic development goals; and
WHEREAS, the completion of these upgrades and improvements to the wastewater system
is essential for existing industries and industries being recruited to the County; and
WHEREAS, the Critical Wastewater Infrastructure Improvements Project (“Project”) is
currently supported by the West Piedmont Regional Comprehensive Economic Development
Strategy; and
WHEREAS, the estimated total cost of the Project is $570,000.00.
THEREFORE, BE IT HEREBY RESOLVED, that PCSA authorizes the submission of
an application for Grant funding for the Project to the Economic Development Administration and
certifies that David M. Smitherman, County Administrator and PCSA’s Chief Administrative
Officer, will serve as the authorizing agent and is responsible for the accuracy of the application
and for the appropriate use of all funds granted; and
BE IT FURTHER RESOLVED that the PCSA will provide funding of $285,000.00 as a
required one-half (1/2) match for the Economic Development Administration Grant and to ensure
the Project is fully funded; said funds are available, unrestricted, and unencumbered.
Given under my hand this 16th day of February, 2021.
________________________________________________
Charles H. Miller, Jr.
PCSA Chairman
________________________________________________
David M. Smitherman
PCSA Chief Administrative Officer
Vote
Charles H. Miller, Jr. Chairman ___
Joe B. Davis ___
William V. (“Vic”) Ingram ___
Robert (“Bob”) W. Warren ___
Ronald S. Scearce ___
Ben L. Farmer ___
6.b.a
Packet Pg. 11 Attachment: 2021-02-01 PCSA (2368 : Resolution # 2021-02-01 (Supporting the Submission of an EDA Public Work Funding Application for
Tim W. Dudley ___
Ayes __ Nays __ Abstentions __
6.b.a
Packet Pg. 12 Attachment: 2021-02-01 PCSA (2368 : Resolution # 2021-02-01 (Supporting the Submission of an EDA Public Work Funding Application for
Pittsylvania County Service Authority
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Water Line Extension Fund Creation Recommendations (Staff Contact:
Chris Adcock)
Staff Contact(s): Chris Adcock
Agenda Date: February 16, 2021 Item Number: 6.c
Attachment(s):
Reviewed By:
Chris Adcock, Public Works Director, will present options for PCSA consideration regarding the
potential creation of a Waterline Extension Fund.
6.c
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Pittsylvania County Service Authority
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: PCSA/Chatham Master Water Construction/Installation Meter Approval
(Staff Contact: Chris Adcock)
Staff Contact(s): Chris Adcock
Agenda Date: February 16, 2021 Item Number: 6.d
Attachment(s):
Reviewed By:
SUMMARY
There is no Master Water Meter between the Town of Chatham, Virginia’s (“Chatham”), Water
System and the PCSA’s Water System. When the PCSA does its end-of-year settlement with
Chatham, it provides the PCSA’s Auditor with usage from all PCSA accounts individually to
determine costs. This is not a good situation for either the PCSA or Chatham, as it makes for a
complicated end-of-year settlement and it does not allow us to notice usage differences that
would indicate leaks in the PCSA’s system or other non-revenue water (i.e., theft, etc.).
Accordingly, Chatham has requested a fifty percent (50%) cost sharing arrangement for the
construction/installation of a Master Water Meter. The PCSA’s share of said cost would be
approximately $25,000 to $35,000.
The end-of-year settlement between the PCSA and Chatham must be completed before the
PCSA’s Audit can be finished. The complicated nature of the end-of-year settlement with
Chatham many times causes delays in providing necessary information for completing the
PCSA’s Audit in a timely manner. Construction/installation of the Master Meter is one (1) step
in creating a more accurate and cooperative utility arrangement between the PCSA and Chatham.
FINANCIAL SOURCE/FISCAL IMPACT
$25,000 to $35,000 from the PCSA’s Capital Reserves/Budget Surplus lines.
RECOMMENDATION
PCSA Staff recommends participating with Chatham in the construction/installation of a Master
Water Meter in an amount up to $35,000.
MOTION
“I make a Motion to participate with Chatham in the construction/installation of a Master Water
Meter in an amount up to $35,000.”
6.d
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