03-15-2022 Business Meeting Agenda Packet
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, March 15, 2022 – 7:00 PM
Board Meeting Room
39 Bank Street, SE,
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (7:00 PM)
2. ROLL CALL
3. MOMENT OF SILENCE
4. PLEDGE OF ALLEGIANCE
5. AGENDA ITEMS TO BE ADDED
6. APPROVAL OF AGENDA
7. CONSENT AGENDA
a. Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster)
b. February Bill List Approval (online); (Staff Contact: Kimberly G. Van Der Hyde)
c. Resolution # 2022-03-01 (Honoring Cathleen Drake-McGarvey, Presidential Award
for Excellence in Science Teaching Recipient) Adoption (Staff Contact: Kaylyn M.
McCluster)
d. Resolution # 2022-03-02 (Honoring Westover Christian Academy Boys' Basketball
State Championship) Adoption (Staff Contact: Kaylyn M. McCluster)
e. Proclamation: National Public Safety Telecommunicators Week (Staff Contact:
Kaylyn M. McCluster)
f. Proclamation: Sexual Assault Awareness Month (April); (Staff Contact: Kaylyn M.
McCluster)
g. SVMP Sewer Pump Purchase Ratification (Staff Contact: Chris D. Adcock)
h. A.C. Power, LLC, First Amendment to Land Lease Option Agreement Approval
(Staff Contact: Richard N. Hicks)
Business Meeting - March 15, 2022
i. Motley Convenience Center Reconfiguration Professional Services Award Approval
(Staff Contact: Richard N. Hicks)
j. Berry Hill Convenience Center Reconfiguration Professional Services Award
Approval (Staff Contact: Richard N. Hicks)
k. Ringgold Rail Restoration Project Bid Award Approval (Staff Contact: Richard N.
Hicks)
l. Ringgold Trail Restoration Project Bid Award Approval (Staff Contact: Richard N.
Hicks)
m. RSAF Grant Application Submission Approval (Staff Contact: Christopher C.
Slemp)
n. FRC ARPA Funding Application Approval (Staff Contact: Christopher C. Slemp)
o. Appointment: DPCS (Banister District); (Contact: Supervisor Barksdale)
8. PRESENTATIONS
a. Resolution and Proclamation Presentations (Contact: Board of Supervisors)
b. Danville DMO Regional Tourism Update Presentation (Staff Contact: Clarence C.
Monday); (Presenter: Corrie T. Bobe)
9. HEARING OF THE CITIZENS
Each person addressing the Board under Hearing of the Citizens shall be a resident or
land owner of the County, or the registered agent of such resident or land owner. 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 Board more than once
during Hearing of the Citizens. All remarks shall be addressed to the Board 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 aforementioned
time limit, shall be given speaking priority at the next Board meeting. Absent
Chairman’s approval, no person shall be able to speak who has not signed up.
10. PUBLIC HEARINGS
Business Meeting - March 15, 2022
A. Rezoning Public Hearings
Pursuant to Article V, Division 6, of the Pittsylvania County Zoning Ordinance, the
Board of Supervisors have been empowered to hear and decide specific zoning issues
and zoning map changes in support of said Ordinance. In accomplishing this
important task, the Board is responsible for promoting the health, safety, and general
public welfare of the citizens of Pittsylvania County. The Board must ensure that all
of its decisions and regulations be directed to these goals and that each be consistent
with the environment, the comprehensive plan, and in the best interest of Pittsylvania
County, its citizens, and its posterity.
Case 1: Public Hearing: Case R-22-004 John David & Audrey Moss; Rezoning,
R-1, Residential Suburban Subdivision District, to A-1, Agricultural
District; The Planning Commission recommended, by an 7-0 vote, with no
opposition, that the Petitioner’s request be granted (Supervisor Scearce)
Case 2: Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis
Ocasio-Diaz; Rezoning, R-1, Residential Suburban Subdivision District, to
A-1, Agricultural District; The Planning Commission recommended, by an
7-0 vote, with no opposition, that the Petitioners’ request be granted
(Supervisor Dudley)
Case 3: Public Hearing: Case R-22-006 Horace Guill; Rezoning, A-1,
Agricultural District, to R-1, Residential Suburban Subdivision District;
The Planning Commission recommended, by an 7-0 vote, with no
opposition, that the Petitioner’s request be granted (Supervisor Barksdale)
B. Other Public Hearings
Each person addressing the Board under a Public Hearing shall step up, give his/her
name and district, and/or his/her place of residency for non-County citizens, 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; speakers for a group shall be
limited to ten (10) minutes. Speakers shall conclude their remarks at that time, unless
the consent of the Board is affirmatively given to extend the speakers allotted time.
Absent Chairman’s approval, no person shall be able to speak who has not signed up.
1. Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections18-29 and
33) Revisions; (Staff Contact: Emily S. Ragsdale)
2. Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19) Revisions (Staff
Contact: Christopher C. Slemp)
11. UNFINISHED BUSINESS
12. NEW BUSINESS
a. Appointments: Fire and Rescue Commission (Staff Contact: Kaylyn M. McCluster)
13. MATTERS FROM WORK SESSION (IF ANY)
Business Meeting - March 15, 2022
14. BOARD MEMBER REPORTS
15. COUNTY ADMINISTRATOR REPORTS
16. ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: March 15, 2022 Item Number: 7.a
Attachment(s):
02-15-2022 Property-Building Committee Meeting - DRAFT
02-15-2022 Work Session - DRAFT
02-15-2022 Business Meeting - DRAFT
Reviewed By:
SUMMARY:
For the Board’s review and consideration, attached are the following Board Meeting Minutes:
(1) 02/15/2022 (Property/Building Committee);
(2) 02/15/2022 (Work Session); and
(3) 02/15/2022 (Business Meeting).
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt the Board Meeting Minutes as attached and
presented.
MOTION:
“I make a Motion to adopt the Board Meeting Minutes as attached and presented.”
7.a
Packet Pg. 5
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
PROPERTY/BUILDING COMMITTEE MEETING
February 15, 2022
VIRGINIA: The Pittsylvania County Board of Supervisors Property/Building
Committee was held on February 15, 2022, in the Board Meeting Room, 39 Bank Street, SE,
Chatham, Virginia 24531.
CALL TO ORDER
Dalton called the Meeting to Order at 2:35 PM. The following Committee Members were
present:
Attendee Name Title Status Arrived
Darrell Dalton Chairman - Callands-Gretna District Present 2:16 PM
Jessie L. Barksdale Supervisor - Banister River District Absent 2:55 PM
Tim Chesher Supervisor - Dan River District Absent
Chairman Ingram and Mr. Dudley were also in attendance.
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Dalton
SECONDER: Ingram
AYES: Dalton, Ingram
ABSENT: Barksdale, Chesher
NEW BUSINESS
a. Gretna Library Project Update (Staff Contact: Richard N. Hicks)
Hicks stated that the Business Meeting Agenda includes an item to award the bid for the Phase 1
Renovations of the Gretna Public Library. This portion of the Project will focus on the doors and
renovations to the bathrooms at the front of the building. The cost of this portion of the Project
is just shy of $90,000. The Board has approved an initial funding of $200,000, and preliminary
estimates to complete the Project will require an additional $200,000. Van Der Hyde, Finance
Director, has identified a source of funds for the increase. The construction portion was
probably under-funded, but that is what was available at the time. Construction costs have also
increased significantly over the past twenty-four (24) months.
Tuite and her Board of Directors have already raised over $453,000 of private funds towards the
cost of all internal furnishings, a reading garden, and a digital sign for the front of the building.
An additional $20,000 was awarded to hire a landscape architect for the exterior landscape
design. They feel confident that an additional $200,000 will be made available from private
funds to complete the landscaping.
Danville Community College previously occupied space at the library, but from 2016 to present
7.a.a
Packet Pg. 6 Attachment: 02-15-2022 Property-Building Committee Meeting - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M.
Property/Building Committee
February 15, 2022
day, there has been use for the entire building, but they are unable to use all of it for the library
due to walls and rooms that were used for the classrooms. The County would cover the cost of
renovations to the building and the PPL Foundation would pay to cover the costs of furnishing
the building.
Tuite asked the Board to help bring this project to fruition, as this library serves a very large
portion of the northern part of the County.
The entire construction cost is estimated to be between $500,000 and $550,000, and they already
have $200,000.
Van Der Hyde stated there is a building and grounds fund under capital for things such as this.
Motion to recommend to the full Board the approval of the $300,000 for the Gretna Library.
RESULT: APPROVED [UNANIMOUS]
MOVER: Dalton
SECONDER: Ingram
AYES: Dalton, Ingram
ABSENT: Barksdale, Chesher
c. Moses Building Maintenance Issues (Staff Contact: Richard N. Hicks)
Hicks stated that significant issues with water leaking into the Moses Building continues to
occur. Plaster on the walls is beginning to flake off, and there are concerns about mold and other
issues. Most windows are in poor condition and the existing window units are contributing to a
lot of the problems. County Staff hired a consultant to assess the condition of the building. Van
Der Hyde has identified some potential funds that could be used to address the issues, which
could possibly include replacement of the windows, address the water issues, and explore the
possibility of installing a central HVAC system. Adcock presented a condition report on the
Moses Building, which can be found on the County’s website at www.pittsylvaniacountyva.gov.
Sheriff Taylor also spoke on the conditions of the Moses Building. He stated they have had to
repaint at least four (4) times in the last six (6) years to repair the damage. There is little to no
insulation with the plaster walls, and this is a reoccurring problem.
Hicks stated there is another option called PPEA. This is where you work with a State approved
firm, who will design a HVAC system which gives a possible option of paying that money back
with savings
Motion to recommend to the full Board to move forward to check on costs and make repairs to
replace the HVAC.
7.a.a
Packet Pg. 7 Attachment: 02-15-2022 Property-Building Committee Meeting - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M.
Property/Building Committee
February 15, 2022
RESULT: APPROVED [UNANIMOUS]
MOVER: Dalton
SECONDER: Ingram
AYES: Dalton, Ingram, Barksdale
ABSENT: Chesher
e. CSA (CPMT) Building Lease Issue (Staff Contact: Richard N. Hicks)
Hicks stated CSA/CPMT Staff is currently occupying office space on the bottom floor of the
Lodge on Main Street across from the County Administration Building in Chatham, Virginia.
The rent was recently increased for various reasons and County Staff was able to negotiate a one
(1)-year lease extension, which is on the Business Meeting’s Consent Agenda for approval.
There does not seem to be a strong interest by the owners to negotiate a long-term lease for
CSA/CPMT. County Staff is requesting that the Property and Building Committee begin
discussions on a more long-term solution for CSA/CPMT office space, prior to the end of the
new one (1)-year lease. He stated there is some space at the Elections and Training Center that
could accommodate some, but there are also new positions that have been filled and having
adequate space is a need. The Chamber of Commerce building on Highway 29 is for sale and
could be an option as well.
There was consensus of the Committee to begin looking for options for a long-term solution and
bring back to the Committee later.
MATTERS FROM COMMITTEE MEMBERS
None.
ADJOURNMENT
Dalton adjourned the Meeting at 3:11 PM.
7.a.a
Packet Pg. 8 Attachment: 02-15-2022 Property-Building Committee Meeting - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
WORK SESSION
February 15, 2022
VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Work Session
was held on February 15, 2022, at the Board Meeting Room, 39 Bank Street, SE, Chatham,
Virginia 24531.
CALL TO ORDER (3:30 PM)
Ingram called the Meeting to Order at 3:30 PM.
ROLL CALL
The following Board Members were present:
Attendee Name Title Status Arrived
William V. ("Vic") Ingram Chairman - Tunstall District Present 3:14 PM
Jessie L. Barksdale Vice Chairman - Banister District Present 3:15 PM
Tim Chesher Supervisor - Dan River District Present 6:47 PM
Darrell Dalton Supervisor - Callands-Gretna District Present 3:14 PM
Timothy W. Dudley Supervisor - Staunton River District Absent 3:13 PM
Ronald S. Scearce Supervisor - Westover District Present 3:12 PM
Robert ("Bob") W. Warren Supervisor - Chatham-Blairs District Present 3:36 PM
AGENDA ITEMS TO BE ADDED
None.
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Dalton
SECONDER: Dudley
AYES: Ingram, Barksdale, Dalton, Dudley, Scearce
ABSENT: Chesher, Warren
PRESENTATIONS
a. Shula Drive/U.S. Highway 29 Intersection Options Presentation (J. Craddock
(VDOT)); (15 minutes)
Craddock presented an updated safety improvement option to the Board for the Smart Scale
Project at the intersection of Shula Drive and U.S. Highway 29. The proposed plan is to close
the left turn lane to the West leg of Shula Drive, and also construct a directional left turn lane to
the East leg of Shula Drive.
Mr. Dudley stated this intersection is in his District and he does support this new option provided
by VDOT.
7.a.b
Packet Pg. 9 Attachment: 02-15-2022 Work Session - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster))
Board of Supervisors
February 15, 2022
Work Session
Warren asked if there had been any fatalities since the blinking lights have been installed.
Craddock stated there have been no fatalities since the lights were installed, and there was a
previous conversation about cancelling the Project. There was much discussion with the
Commonwealth Transportation Board (“CTB”) about this Project and there is not enough data to
decide to cancel it. The CTB representative did not feel comfortable cancelling the Project, and
feels this option is a good compromise.
Dalton asked if the lights will still stay in place, and Craddock confirmed they will still be there.
b. FY22 Summer Youth Internship Program Discussion (Staff Contacts: Richard N.
Hicks; Kimberly G. Van Der Hyde); (Presenter: Dr. Julie Brown); (15 minutes)
Last year, the City of Danville, Virginia, announced a Youth Summer Work Program
(“Program”) that was created with the partnership of several different agencies that was a huge
success. Brown and Jessie Vernon were present to update the Board on this year’s Summer
Internship Program. Her presentation can be found on the County’s website at
www.pittsylvaniacountyva.gov. There were six (6) departments within County Government, as
well as the two (2) departments with the School System who placed fifteen (15) students in the
internship last summer. Due to the success last year, they would like to increase the number of
students from fifteen (15) to thirty (30). The request from the County is $75,881, primarily to
support the stipends to pay the interns.
Hicks stated that the County did not spend all the money from last year, so some of that can be
used. Warren asked how much was left over and if this Program is eligible for ARPA funds.
Van Der Hyde stated there is approximately $893,000 of ARPA funds left and these monies can
be used for government services.
Motion to add this item to the Business Meeting Agenda for approval.
RESULT: APPROVED [UNANIMOUS]
MOVER: Warren
SECONDER: Dalton
AYES: Ingram, Barksdale, Dalton, Dudley, Scearce, Warren
ABSENT: Chesher
STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Board Strategic Planning Session Discussion (Chairman Ingram); (5 minutes)
Ingram stated he would like for the Board to come together in March and hold a Board Strategic
Planning Session; possibly a Friday in March. There was no discussion from the Board and
Ingram stated this item can be brought back later.
b. Building and Property Building Committee Report (Staff Contact: Richard N. Hicks);
(5 minutes)
Hicks shared the recommendations from the Property/Building Committee Meeting that was held
7.a.b
Packet Pg. 10 Attachment: 02-15-2022 Work Session - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster))
Board of Supervisors
February 15, 2022
Work Session
prior to the Work Session. The recommendations were as follows:
-to appropriate an additional $300,000 so the Gretna Library Project can be completed;
-to bring a plan back at the March or April Meeting for the Moses Building repairs; and
-to begin the search for a building to accommodate the CSA Staff due to the increase in the
current rent.
BUSINESS MEETING DISCUSSION ITEMS
Hunt stated the items to be added to the Business Meeting will be as follows:
-Summer Internship Program Funding
-Gretna Library
CLOSED SESSION
Motion to enter Closed Session.
The Board entered Closed Session at 4:11 PM.
RESULT: APPROVED [UNANIMOUS]
MOVER: Dudley
SECONDER: Dalton
AYES: Ingram, Barksdale, Dalton, Dudley, Scearce, Warren
ABSENT: Chesher
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.
(Contact: Board of Supervisors)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator
Purpose: County Administrator Search/Hiring Next Steps
c. 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 Matters: Projects Matterhorn, Green, and Landfill Lease
Purpose: Economic Development Updates on Unannounced
Industries/Prospective Businesses
d. Consultation with legal counsel employed or retained by a public body regarding specific
legal matters requiring the provision of legal advice by such counsel. (Staff Contact: J.
Vaden Hunt, Esq.)
7.a.b
Packet Pg. 11 Attachment: 02-15-2022 Work Session - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster))
Board of Supervisors
February 15, 2022
Work Session
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matters: Reassessment; Jail Procurement/Land
Acquisition; Solid Waste Contract
Purpose: Legal Review/Consultation Regarding the Same
RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
The Board returned to Open Session at 6:58 PM and the following Certification was recorded:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”)
Work Session on February 15, 2022, 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 (“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
Timothy W. Chesher Yes
Darrell W. Dalton Yes
Timothy W. Dudley Yes
Ronald S. Scearce Yes
Robert (“Bob”) W. Warren Yes
Jessie L. Barksdale Yes
William V. (“Vic”) Ingram Yes
ADJOURNMENT
Ingram adjourned the Meeting at 6:59 PM.
7.a.b
Packet Pg. 12 Attachment: 02-15-2022 Work Session - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster))
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
BUSINESS MEETING
February 15, 2022
VIRGINIA: The Pittsylvania County Board of Supervisors Business Meeting was held
on February 15, 2022, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia
24531.
CALL TO ORDER (7:00 PM)
Ingram called the Meeting to Order at 7:00 PM.
ROLL CALL
Attendee Name Title Status Arrived
William V. ("Vic") Ingram Chairman - Tunstall District Present 6:55 PM
Jessie L. Barksdale Vice Chairman - Banister District Present 6:55 PM
Tim Chesher Supervisor - Dan River District Present 6:56 PM
Darrell Dalton Supervisor - Callands-Gretna District Present 6:54 PM
Timothy W. Dudley Supervisor - Staunton River District Present 6:52 PM
Ronald S. Scearce Supervisor - Westover District Present 6:55 PM
Robert ("Bob") W. Warren Supervisor - Chatham-Blairs District Present 6:50 PM
AGENDA ITEMS TO BE ADDED
Motion to add the following items to the Agenda:
-Landfill Contract as item 7q
-Gretna Library appropriation as item 13a
-Summer Internship Program as item 13b
RESULT: ADOPTED [UNANIMOUS]
MOVER: Dudley
SECONDER: Warren
AYES: Ingram, Barksdale, Chesher, Dalton, Dudley, Scearce, Warren
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Dalton
SECONDER: Ingram
AYES: Ingram, Barksdale, Chesher, Dalton, Dudley, Scearce, Warren
CONSENT AGENDA
Motion to approve Consent Agenda.
7.a.c
Packet Pg. 13 Attachment: 02-15-2022 Business Meeting - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster))
Board of Supervisors
February 15, 2022
Business Meeting
RESULT: ADOPTED [UNANIMOUS]
MOVER: Barksdale
SECONDER: Chesher
AYES: Ingram, Barksdale, Chesher, Dalton, Dudley, Scearce, Warren
a. Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster)
b. January Bill List Approval (online); (Staff Contact: Kimberly G. Van Der Hyde)
c. Resolution # 2022-02-01 (Shula Drive/U.S. 29 Intersection Safety Plan Scope Reduction)
Adoption (Staff Contact: Kaylyn M. McCluster)
d. Resolution # 2022-02-02 (Board's Inclement Weather Policy Approval) Adoption (Staff
Contact: Kaylyn M. McCluster)
e. Parks and Recreation Seniors' Pickleball Fee Waiver Policy Approval (Staff Contact: Justin
G. Price)
f. CPMT Attendance Report Acceptance (Staff Contact: Cheryl J. Boswell)
g. Amended Resolution # 2022-01-03 (School Sales Tax Referendum Petition Approval)
Adoption (Staff Contact: J. Vaden Hunt, Esq.)
h. Financial Policies Revisions Adoption (Staff Contact: Kimberly G. Van Der Hyde)
i. WIB-RSVP Grant Appropriation Approval (Staff Contact: Kimberly G. Van Der Hyde)
j. CPMT Office Lease Agreement Renewal Approval (Staff Contact: Richard N. Hicks)
k. Gretna Library Phase 1 Renovation Construction Bid Award (Staff Contact: Richard N.
Hicks)
l. Board of Building Code Appeals Appointments (Staff Contact: Emily S. Ragsdale)
m. Board of Building Code Appeals Fee Approval (Staff Contact: Emily S. Ragsdale)
n. Resolution # 2022-02-04; Waiver of the Requirement that Solar Facilities be Reviewed for
Substantial in Accord with the County's Comprehensive Plan Per Virginia Code § 15.2-
2232(H)(iii); (Staff Contact: Emily S. Ragsdale)
o. Staunton River Plastics, LLC, Material Escalation Moral Obligation Agreement with Small
Business Financing Authority Approval) (Staff Contact: Matthew D. Rowe)
p. Appointment: Ratification of TLAC's Election of its Leesville Lake Associate
Representative (Dave Rives); (Staff Contact: Kaylyn M. McCluster)
q. Landfill Contract (Staff Contact: Richard N. Hicks)
ITEMS REMOVED FROM CONSENT AGENDA
None.
PRESENTATIONS
7.a.c
Packet Pg. 14 Attachment: 02-15-2022 Business Meeting - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster))
Board of Supervisors
February 15, 2022
Business Meeting
a. Pittsylvania County Community Action Annual Report Presentation (Presenter:
Everlena Ross)
Ross presented the Pittsylvania County Community Action Annual Report to the Board, which
can be found on the County's website at www.pittsylvaniacountyva.gov. She also thanked the
Board for their contributions to Community Action.
HEARING OF THE CITIZENS
Jim Scearce, Westover District, shared his disappointment in the new Board for firing
Smitherman, and highlighted projects that he worked on throughout his time with the County
such as Morgan Olsen, Walraven, Tyson Foods, AeroFarms, and Staunton River Plastics. He
also brokered an agreement with several solar companies, and he stated that Smitherman was a
game changer for the County. He also shared his opposition with bringing Monday back as
Interim County Administrator.
Wayne Robertson, Chatham-Blairs District, stated his opposition for the Solid Waste fee. He
feels it continues to be a burden on many citizens, especially senior citizens and feels that it is
time to get rid of this tax. He also stated he does not feel the County needs a new Courthouse.
He would like for the Board to eliminate the Solid Waste Fee and stop the plans for a new
Courthouse.
Michael Hughes, Tunstall District, spoke regarding the reassessment. He was able to have a
zoom meeting with Brightminds, but never received a determination. He was also appointed by
Judge Moreau to the Board of Equalization, which he has served on before. The citizens having
to complete this process by themselves, instead of being one-on-one with Brightminds is not fair
to the citizens, the County, nor the BOE members. This process is a representation of the County
and feels this would be a negative mark for anyone looking to move to our County. He also
stated he feels that leaving the assessment where it is, and adjust the tax rate to adjust our cost,
that would be fair.
Brenda Bowman, Chatham-Blairs District, and former member of the Board of Supervisors,
spoke in support of the Code of Ethics being reinstated. During her time on the Board, the
Standards of Conduct were adopted by a 4-3 vote, and in 2018 they were then eliminated from
the Bylaws. She requested the Board to stop their attacks on each other and hopes that having
the Code of Ethics in place will calm everyone down, establish professional respect, civility, and
decorum among all members.
Mike Neal, Dan River District, Fire Chief of Ringgold Fire and Rescue and has been in Fire and
Rescue fifty-three (53) years, served nineteen (19) years as Assistant Chief at Ringgold, and this
is his thirty-first (31st) year as Fire Chief and is proud to be a member of that Department. He
commended the Board on the removal of the audits for the departments at the last Meeting. He
agrees with having to be accountable. He has eleven (11) people on his Board that are financial
advisors, business contractors, church leaders, etc., and stated if he can't trust them to hand
money to a Board, then who will he give it to. He thanked Fire and Rescue for getting out and
7.a.c
Packet Pg. 15 Attachment: 02-15-2022 Business Meeting - DRAFT (3037 : Board Meeting Minutes Approval (Staff Contact: Kaylyn M. McCluster))
Board of Supervisors
February 15, 2022
Business Meeting
making a thousand (1,000) calls last month.
PUBLIC HEARINGS
Rezoning Public Hearings
Case 1: Public Hearing: Case R-22-001; Garnette Short; Rezoning from R-1, Residential
Suburban Subdivision District, to A-1, Agricultural District; The Planning Commission
recommended, by an 8-0 vote, with no opposition, that the Petitioner’s request be granted
(Supervisor Dudley)
In Case R-22-001, Garnette Short (“Petitioner”) has petitioned to rezone a total of 7.0 acres from
R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to consolidate with
an adjacent parcel zoned A-1). The subject properties are located off State Road 754/Gallows
Road, in the Staunton River Election District, and shown on the Tax Maps as GPIN #s 2525-98-
1095 and 2525-88-7016. Once the property is rezoned to A-1, all uses listed under Pittsylvania
County Code § 35-178 are permitted. On January 4, 2022, the Planning Commission
recommended, by an 8-0 vote, with no opposition, that the Petitioner’s request be granted.
Ingram opened the Public Hearing at 7:39 PM. Garnette Short was present to represent the
Petition. No one signed up to speak and Ingram closed the Public Hearing at 7:40 PM.
Motion to approve the rezoning of 7.0 acres from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District, to allow for property lines to be adjusted. The rezoning
would be consistent with the County’s Comprehensive Plan.
RESULT: APPROVED [UNANIMOUS]
MOVER: Dudley
SECONDER: Warren
AYES: Ingram, Barksdale, Chesher, Dalton, Dudley, Scearce, Warren
Case 2: Public Hearing: Case R-22-002; Christopher Meadows; Rezoning from MHP,
Residential Manufactured Housing Park, and R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District; The Planning Commission recommended, by an 8-0
vote, with no opposition, that the Petitioner’s request be granted(Supervisor Chesher)
In Case R-22-002, Christopher Meadows (“Petitioner”) has petitioned to rezone 11.905 acres,
from MHP, Residential Manufactured Housing Park, and R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District (to allow property lines to be adjusted). The subject
property is located on State Road 729/Kentuck Road, in the Dan River Election District, and
shown on the Tax Maps as GPIN #s 2349-57-0611, 2349-57-3757, 2349-58-0204, 234-57-1415
and part of 2349-57-2680. Once the property is rezoned to A-1, all uses listed under Pittsylvania
County Code § 35-178 are permitted. On January 4, 2022, the Planning Commission
recommended, by an 8-0 vote, with no opposition, that the Petitioner’s request be granted.
Ingram opened the Public Hearing at 7:41 PM. Christopher Meadows was present to represent
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the Petition. No one signed up to speak and Ingram closed the Public Hearing at 7:42 PM.
Motion to approve the rezoning of 11.905 acres from MHP, Residential Manufactured Housing
Park, and R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow
for property lines to be adjusted. The rezoning would be consistent with the County’s
Comprehensive Plan.
RESULT: APPROVED [UNANIMOUS]
MOVER: Chesher
SECONDER: Warren
AYES: Ingram, Barksdale, Chesher, Dalton, Dudley, Scearce, Warren
Case 3: Public Hearing: Case R-22-003; JEL, Inc. aka Green Genie, Inc.; Rezoning from
R-1, Residential Suburban Subdivision District, to A-1, Agricultural District; The Planning
Commission recommended, by a 8-0 vote, with no opposition, that the Petitioner’s request
be granted (Supervisor Barksdale)
In Case R-22-003, JEL, Inc aka Green Genie, Inc. (“Petitioner”), has petitioned to rezone 213.95
acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to allow
for the possible expansion of the existing campground). The subject property is located on State
Road 686/Elkhorn Road, in the Banister Election District, and shown on the Tax Maps as GPIN
# 2486-41-1819. Once the property is rezoned to A-1, all uses listed under Pittsylvania County
Code § 35-178 are permitted. On January 4, 2022, the Planning Commission recommended, by
an 8-0 vote, with no opposition, that the Petitioner’s request be granted.
Ingram opened the Public Hearing at 7:43 PM. Representatives from Elkhorn Lake were present
to represent the Petition. No one signed up to speak and Ingram closed the Public Hearing at
7:44 PM.
Motion to approve the rezoning of 213.95 acres from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District, to allow for the possible expansion of the existing
campground. The rezoning would be consistent with the County’s Comprehensive Plan.
RESULT: APPROVED [UNANIMOUS]
MOVER: Barksdale
SECONDER: Dalton
AYES: Ingram, Barksdale, Chesher, Dalton, Dudley, Scearce, Warren
Other Public Hearings
1. Public Hearing: County Public Safety Ordinance Revisions (PCC Section 11-2);
(Chairman Ingram)
At the Board’s January 18, 2022, Business Meeting, the Board authorized County Staff to
advertise for a Public Hearing for citizen comment regarding potential revisions to the County’s
Public Safety Ordinance (Pittsylvania County Code (“PCC”) § 11-2). Ingram stated the decision
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was made to restructure the Fire and Rescue Commission (“FRC”) composition, so each District
has a representative as well as a Fire and Rescue Representative from each quadrant.
Ingram opened the Public Hearing at 7:48 PM.
Jim Scearce spoke on behalf of the Danville-Pittsylvania County Tea Party. He stated the
proposed changes have nothing to do with transparency and accountability to the citizens of this
County. He stated the actions of terminating Smitherman and voting to do away with the
financial oversight and accountability of the Fire and Rescue Agencies is doing the exact
opposite. He stated he thinks this is why Smitherman had to go because he was the one who set
up these oversight and accountability measures for the Fire and Rescue Agencies to hold them
accountable to the taxpayers. He thinks this is the reason for the new structure, to give a voting
majority and free reign of the FRC. He requested a FOIA for Form 990's for Fire and Rescue
Agencies from 2018, 2019, and 2020. He was told they did not have these on file but can be
found online on the IRS website. He had questions regarding the 990’s that he looked up and
feels that it was a huge mistake to do away with this financial accountability. He suggests
concerned citizens with questions contact the IRS to look into the questions since there is no
more oversight on this Board.
Ingram closed at 7:53 PM.
Warren stated he supported Fire and Rescue at every turn on the Board and he feels it’s only fair
to look at the current makeup on the Board and what they have done to serve the citizens of the
County. They worked to determine a matrix to determine how funds were allocated and the first
comment about a matrix come from Chief Neal, and he does think that has been beneficial.
There were agencies that had very low response rates and there was a fourteen (14) percent
increase in responses over the last year. There were also concerns that there is very low
participation from the minority community to work as volunteers in the agencies. He always
asked why that is, and he stated the FRC was looking and trying to work with the association and
Staff to develop a marketing strategy that could rectify and try to and improve some of that. He
also reminded everyone that one of the things he founds most disturbing and disheartening being
on the Board, was driving down 58 one day knowing that we need some ambulances in the
County. One of the Agencies had gone out of service, and an ambulance that had been donated
and funded with taxpayer dollars to help with services, was sold to another county. That is very
problematic when we have needs within the County and that is why he believes there needs to be
good oversight. He still agrees with when the County puts money up as tax paying citizens, we
should be on the title to have some ownership. He also stated the County offered an ambulance
to an agency, but instead of taking the free ambulance, they chose to buy their own. From what
the public stated, this was because of some tags that read "one team, one service.” We all should
be working for the same common goal and should be working to serve the citizens in the same
manner possible. He stated a lot more work needs to be done and he isn’t saying the FRC is
perfect, but to throw it out completely, he has trouble agreeing with. The FRC also brought to
light the unfair relationship with between Franklin County and Pittsylvania County regarding
funding Cool Branch. That has worked out to be beneficial to Cool Branch and they are in a
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better financial position than they have been in years. There were problems in Keeling, but the
FRC worked to rectify an unpleasant situation. He reluctantly stated that he does agree that
Ingram made a statement that the days of totally relying on volunteers are over. He wishes that
wasn’t true, but he feels that it will be necessary that we must provide proper funding to these
organizations for them to be able to pay stipends and whatever is necessary for them to provide
the best service to the citizens. He respects all volunteers that work to do this service and he
wishes all agencies could work together with the assistance of a strong FRC. He stated he will
continue to support Fire and Rescue and all their efforts and to support several of those agencies
personally. He stated there was a desire to eliminate one individual, and he had his resume
present and stated if anybody could look at the resume and say that individual is not highly
qualified to serve on the FRC or have the credentials that are equal to if not superior to anyone
you could find within the County, he would challenge to know who they are. There are many
employees, both full-time and part-time, who serve on other Boards and Commissions, yet it is
only necessary to eliminate this one individual who would be willing to serve. For those reasons,
he will not support this tonight, but will continue to support Fire and Rescue and their efforts.
Chesher stated he needed to set some things straight regarding some comments that have been
made. When he was asked to run, it was not by Fire and Rescue, it was not by Ringgold, which
he is a member of. It was about the citizens of Mountain Hill. He has run calls for Gretna and
has been on the southside of the County and run calls all the way to Gretna. He has butted heads
with some of these gentlemen, even with his Fire Chief, but when it comes down to what is right
and wrong, they always did the right thing. Who you trust during an extrication, who you trust
when a house is on fire, when somebody’s life is determined in what you do. As far as
transparency, he presently enters in all the Fire and EMS reports that go to FEMA, and there is
no quota on how many calls we run. He stated they answer calls early in the morning, late at
night, on Christmas morning, and other times that should be spent with family. But to say they
do a quota is wrong and it tears him up that the comment would even come out.
Dudley thanked the Fire and Rescue representatives that were at the meeting and shared a story
from 1999. He was coming into Altavista and there was a young lady bringing supper home to
her family and she had an epileptic seizure while she was driving and hit him head on. He gave
a huge thanks and is very grateful for Fire and Rescue. They helped the lady all they could, but
they also helped him and came by his house and checked on him several times.
The Board took a recess at 8:06 PM.
The Board returned from recess at 8:17 PM.
Dudley stated how thankful he is of Fire and Rescue and all they did for him. Several members
come by his house a week later to check on him. He stated he likes how the FRC is now and
would like to keep it that way, but he thanked the volunteers for their service.
Scearce stated he felt like this decision was made on January 4th and his comments were going to
be directed to the public. He stated in November 2015, a Fire and Rescue Commission study
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was provided to the County, and it provided a map to bring our Fire and Rescue Agencies up to
the optimum levels to give them the support they deserved. It was led by Walt Bailey and he
come back a little later and helped with the ad hoc committee that put together the FRC, as well
as the Public Safety Code. He served on the ad hoc committee and the FRC for the last two (2)
years. The way the quadrants were set up, there was a purpose behind it and it was not to give
any one (1) agency the power over the small departments especially. The biggest word in the
Fire and Rescue study was accountability. He stated he doesn’t have a problem with the Fire and
Rescue folks, and he knows what all they do and he has supported them on almost everything
that has been voted on in the last six (6) years. He doesn't want to embarrass anyone (1) agency
and point out a lot of mistakes on the 990’s, but something stinks about these 990’s. He will
vote against this initiative, and he stated accountability should be the priority of the members of
the Board.
Ingram stated this change was not about the audits, that had already been taken care of and
removed. This was a realignment to make it fair, and when they kicked off Bert Sellers, one of
the premier citizens of the County, that when Ringgold Fire Department lost their building to a
fire, he lent them, free of charge, his construction building. He has been on their Board for forty-
two (42) years and is somebody that has given sacrificially time and time again. He stated that
when you get upset about petty politics, and you kick somebody like Bert Sellers off, don’t
lecture him about anything else. This was all about the alignment and making it fair so that
everyone would have a vote.
He stated the appointments would be made at the next Business Meeting and offered up the
following candidates that have been submitted:
-Northeast Quadrant Business Leader, J.D. Brown
-Southeast Quadrant Business Leader, Bert Sellers
-Northwest Quadrant Business Leader, Kermit King (“Peanut”)
-Southwest Quadrant Business Leader, Steve Stallings
For individual appointments by the Board Members:
-Tunstall District, Ward Rowling
-Tim Cassell from Scearce's District, but Scearce stated he has resigned because he was afraid of
the comments that were made at the last Fire and Rescue Commission Meeting
-Tim Duffer is interested in serving for the Chatham-Blairs District. Warren stated he would
take care of the Chatham-Blairs District
Ingram states these are great people that will serve well.
Motion to approve the revisions to the County’s Public Safety Ordinance (Pittsylvania County
Code (“PCC”) § 11-2).
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RESULT: APPROVED [4 TO 3]
MOVER: Barksdale
SECONDER: Chesher
AYES: Ingram, Barksdale, Chesher, Dalton
NAYS: Dudley, Scearce, Warren
UNFINISHED BUSINESS
None.
NEW BUSINESS
a. Amendment to BOS Bylaws to Include Code of Ethics/Model of Excellence (Chairman
Ingram)
Ingram thanked Bowman for speaking to this item because it is very much needed at this time.
He stated we need things in our life to help guide us, and he hasn’t met a perfect person yet. But
whether you talk about the Bible, the Constitution, or the Code of Ethics, it is a document in
place to teach us how to live and how to treat each other, regardless of the past. It was decided
that the Code of Ethics would be brought back for the Board Members.
Warren stated that Bowman knows how much he respects her and her entire family, but
unfortunately based on what he has experienced over the last several years, he will not be
supporting this until he sees a change, and the fact that they are honoring our current Bylaws and
Procedures. They were not honored at the Reorganizational Meeting, and what an
embarrassment to publicly terminate someone. He doesn’t have an issue with someone exercise
their rights to terminate someone, but to do it publicly, and then have people applaud. It doesn’t
affect one individual when they terminate, it affects an entire family, so he has a problem with
that. Then to make motions that would put the County in a breach of contract, and certainly sent
the wrong message to anyone who would be interested in doing business with the County. Until
those change things, he cannot support this. Something as petty as the Bylaws call for a certain
seating rearrangement for the Board. He loves where he is sitting, but just as a point, that is not
being honored. There are several other items, but he doesn’t want to be negative and bring the
County down, so he chose to keep those to himself. He stated that until we come in line with the
current Bylaws and do the right thing. We attempted to request a Circuit Court Judge to revert
her decision, and it was her decision, not our decision, at the last Meeting, shined a terrible light
again on the County. The individual that was serving had already served a term and was up for
renewal and it’s along the same lines that Ingram had a passion about with Sellers, and he is a
fine gentleman, but for those reasons he will not support that tonight.
Scearce stated he had a couple questions for the County Attorney. Hypothetically, item 2
concerns with following all Federal, State, and Local Laws, and asked if they have the ability
right now to bring those kind of charges up in the middle of the Board Meeting or add that to the
Agenda to ask that if you have the proof that someone testified in a Federal Court Case and
committed perjury and you have the proof that he did, would that be appropriate now without
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these ethics? Mr. Hunt stated it is a ridiculous hypothetical, but we don’t prosecute criminal
perjury charges. If you believe that has happened, you as an individual citizen, can seek the
authority you believe he has violated and get them to attempt to enforce it. Scearce stated that
begs the question that it is in the new Ethics that is getting ready to install, so what good is it if
there’s no teeth behind anything that this Board does with these Ethic policies. He is just trying
to get his head around doing this when there’s no enforcement, except for a censure, and we all
know how well the censure does to embarrass people on this Board. He feels this is a waste of
time, so he will be voting no on this.
Motion to approve the Code of Ethics as introduced.
The Board took a recess at 8:31 PM.
Chesher left the meeting at 8:32 PM.
The Board returned from recess at 8:33 PM
RESULT: APPROVED [4 TO 3]
MOVER: Chesher
SECONDER: Barksdale
AYES: Ingram, Barksdale, Chesher, Dalton
NAYS: Dudley, Scearce, Warren
MATTERS FROM WORK SESSION (IF ANY)
a. Gretna Library Appropriation
Motion to approve the Library funding as presented at the Work Session.
Warren asked Tuite to stand up and recognized her and her Staff for raising over $400,000
towards this project.
RESULT: APPROVED [6 TO 0]
MOVER: Warren
SECONDER: Dudley
AYES: Ingram, Barksdale, Dalton, Dudley, Scearce, Warren
AWAY: Chesher
b. Summer Internship Program
Motion to approve the Internship Program as presented during the Work Session and continue
that process.
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RESULT: APPROVED [6 TO 0]
MOVER: Warren
SECONDER: Ingram
AYES: Ingram, Barksdale, Dalton, Dudley, Scearce, Warren
AWAY: Chesher
BOARD MEMBER REPORTS
• Scearce thanked everyone who supported the banquet for the friends of NRA that will be held on
the 24th at the Ag Center, and he is looking forward to seeing everyone who supported this
worthy cause.
• Barksdale stated he is glad to see the citizens here tonight.
• Dudley asked everyone to keep Chesher in prayer. He also asked Fire and EMS to lift each other
up and he thanked them for coming out. He stated him, his wife, and the Mayor of Hurt fed
children back when the pandemic started. They have discussed spring break coming up in March
and decided to contact Ms. Fields, the principal of Mt. Airy, and Ms. Lowrey who is the
principal of Hurt Elementary. They still had funds left for “feed the children” and they plan to
really concentrate on Mt. Airy and help Hurt also. He thanked everyone for coming out tonight.
• Warren thanked the Fire and Rescue folks for the outstanding work they do. He also thanked
Staff for the productive afternoon and all the work they do. He stated that situations when folks
are dealing with health issues really brings it into perspective that in relationship to your health
what is done day to day is not that important. There is still someone in the miracle business, and
he asked for everyone to keep Chesher and his family in your prayers.
• Dalton echoed comments about Chesher, and to please keep him in thoughts and prayers. He
thanked everyone for coming out tonight and stated he can’t thank Fire and Rescue enough for
all they do, and he also thanked everyone for everything they do.
• Ingram stated that Karen Love got a new heart the other day and she is a true miracle. He
apologized for not recognizing Monday for being willing to come back and serve and help
during this time. He also echoed his concerns for Chesher and asked everyone to keep him in
your thoughts and prayers
COUNTY ADMINISTRATOR REPORTS
Monday stated that we are entering budget season, whether we want to or not. We have a
timeline to adhere to, and County Staff will bring forth the recommended budget in March. The
Public Hearing will be held in April, and shortly after the Board will have to vote on the new
Budget and set the new tax rate for the upcoming budget.
ADJOURNMENT
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Ingram adjourned the Meeting at 8:43 PM.
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: February Bill List Approval (online); (Staff Contact: Kimberly G. Van
Der Hyde)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: March 15, 2022 Item Number: 7.b
Attachment(s):
Reviewed By:
SUMMARY:
At each Board Business Meeting, the County’s Auditors recommend the Board review payments
made by the County as oversight of County Fund expenditures. Said February Bill List is found
at the below link:
https://weblink.pittgov.net/WebLink/Browse.aspx?id=440600&dbid=0&repo=PittGovDocs
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the County’s 2022 February Bill List as presented.
MOTION:
“I make a Motion to approve the County’s 2022 February Bill List as presented.”
7.b
Packet Pg. 25
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Resolution # 2022-03-01 (Honoring Cathleen Drake-McGarvey,
Presidential Award for Excellence in Science Teaching Recipient)
Adoption (Staff Contact: Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: March 15, 2022 Item Number: 7.c
Attachment(s): 2022-03-01 Cathleen Drake-McGarvey - Presidential Award
Reviewed By:
SUMMARY:
Cathleen Drake-McGarvey, a fifth (5th)-grade science teacher at Stony Mill Elementary in the
County, was recently recognized by the White House and the National Science Foundation with
the Presidential Award for Excellence in Mathematics and Science Teaching and the Board
would like to recognize her for this accomplishment.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board adopt Resolution # 2022-03-01 as attached and presented.
MOTION:
“I make a Motion to adopt Resolution # 2022-03-01 as attached and presented.”
7.c
Packet Pg. 26
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2022-03-01
__________________________________________________________________________________________
HONORING CATHLEEN DRAKE-MCGARVEY FOR PRESIDENTIAL AWARD
__________________________________________________________________________________________
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on March
15, 2022, the following Resolution was presented and adopted:
WHEREAS, Cathleen Drake-McGarvey (“Drake-McGarvey”), a fifth (5th)-grade science teacher at Stony
Mill Elementary in Pittsylvania County, Virginia, was recognized by the White House and the National Science
Foundation with the Presidential Award for Excellence in Mathematics and Science Teaching; and
WHEREAS, Drake-McGarvey received the presidential award for K-6 science; and
WHEREAS, this award, regarded as the nation’s top honor for mathematics and science teachers,
recognizes teachers who develop and implement high-quality instructional programs that improve student
learning; and
WHEREAS, Drake-McGarvey has been an educator for more than twenty-three (23) years, with the last
eleven (11) at Stony Mill; and
WHEREAS, as a past Science Liaison, she delivers department communication and mentors other science
teachers, in addition to teaching four (4) science classes each day, and
WHEREAS, Drake-McGarvey works to advance computer science concepts and an engineering mindset
in her classroom by providing students with opportunities to problem solve. Students also practice citizen science
by monitoring a trail of bluebird nest boxes and by recycling paper, plastic, and composting plant waste
throughout the year; and
WHEREAS, she has served as a summer session Piedmont Regional Governor's School instructor for
children's engineering and worked on the Virginia School University Partnership to develop grade test bank items
and performance task bank items; and
WHEREAS, Drake-McGarvey earned a B.S. in Elementary Education from SUNY College at Old
Westbury in New York. She is also certified in pre-kindergarten through third (3rd) grade early/primary Education
and third (3rd) through sixth 96th) grade elementary. Finally, she is currently taking teacher leadership classes
through James Madison University.
BE IT RESOLVED, that the Board does hereby express its deepest congratulations and admiration to
Drake-McGarvey for her accomplishments and wish her the best in her future endeavors.
Given under my hand this 15th day of March, 2022.
__________________________________________
William V. (“Vic”) Ingram (Chairman)
Pittsylvania County Board of Supervisors
__________________________________________
Clarence C. Monday (Interim County Administrator)
Pittsylvania County Board of Supervisors
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Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Resolution # 2022-03-02 (Honoring Westover Christian Academy Boys'
Basketball State Championship) Adoption (Staff Contact: Kaylyn M.
McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: March 15, 2022 Item Number: 7.d
Attachment(s): 2022-03-02 Westover Boys Basketball State Championship
Reviewed By:
SUMMARY:
The Westover Christian Academy Bulldogs Boys’ Varsity Basketball Team won the Virginia
Association of Christian Athletics’ State Championship for the first time in school history on
February 26, 2022, and the Board desires to recognize them for this tremendous accomplishment.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board adopt Resolution # 2022-03-02 as attached and presented.
MOTION:
“I make a Motion to adopt Resolution # 2022-03-02 as attached and presented.”
7.d
Packet Pg. 28
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2022-03-02
__________________________________________________________________________________________
HONORING WESTOVER CHRISTIAN ACADEMY BOYS’ BASKETBALL STATE
CHAMPIONSHIP
__________________________________________________________________________________________
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on March
15, 2022, the following Resolution was presented and adopted:
WHEREAS, the Westover Christian Academy (“WCA”) Bulldogs boys’ varsity basketball team won the
Virginia Association of Christian Athletics State Championship for the first time in school history on Saturday,
February 26, 2022; and
WHEREAS, their 77-67 victory over Grace Christian School comes after losing in the state title match
the past two (2) years, and capping a regular season winning streak since December; and
WHEREAS, Westover trailed by one (1) point with two (2) minutes to go in the second quarter, and
suddenly scored a quick six (6) points to take a five (5) point lead going into the half; and
WHEREAS, the Bulldogs exploded for forty-four (44) points in the second half and WCA pulled off the
win by ten (10) points; and
WHEREAS, Josh Lewis had twelve (12) of his thirty-six (36) points in the final quarter and was named
MVP of the tournament, and
WHEREAS, Noah Burton was named to the All-Tournament Team, with thirteen (13) points, connecting
on three, three-pointers; and
WHEREAS, Isaac Von Eime had thirteen (13) points as he pushed the tempo of the offense, Aaron
Salmon had nine (9) points, Tyler Hughes, Dallas Wheeler, and Neal Talbott chipped in two (2) points, and Luke
Barber provided some excellent defense; and
WHEREAS, Lewis was named All State-First Team, South Region MVP, Burton South Region Second
Team, and Von Emie was named Second Team All-District; and
WHEREAS, WCA finished the season 20-4 on a fifteen (15) game winning streak, and they have not lost
since December.
NOW THEREFORE, BE IT RESOLVED, that the Board does hereby express its deepest
congratulations and admiration to the WCA Bulldogs for their 2022 State Championship win.
Given under my hand this 15th day of March, 2022.
________________________________________________
William V. (“Vic”) Ingram (Chairman)
Pittsylvania County Board of Supervisors
__________________________________________
Ronald S. Scearce, Westover District
Pittsylvania County Board of Supervisors
7.d.a
Packet Pg. 29 Attachment: 2022-03-02 Westover Boys Basketball State Championship (3040 : Resolution # 2022-03-02 (Honoring Westover Christian Academy
________________________________________________
Clarence C. Monday (Interim County Administrator)
Pittsylvania County Board of Supervisors
7.d.a
Packet Pg. 30 Attachment: 2022-03-02 Westover Boys Basketball State Championship (3040 : Resolution # 2022-03-02 (Honoring Westover Christian Academy
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Proclamation: National Public Safety Telecommunicators Week (Staff
Contact: Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: March 15, 2022 Item Number: 7.e
Attachment(s): 03-15-2022 National Public Safety Telecommunicators Week (April)
Reviewed By:
SUMMARY:
National Public Safety Telecommunicators Week is recognized as the week of April 10 - 16,
2022. Public Safety Telecommunicators have a tremendous impact in helping to keep the County
and its citizens safe. For the Board’s review and consideration, a Proclamation evincing the
same is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board approve the attached Proclamation declaring April 10 - 16,
2022, as National Public Safety Telecommunicators Week in the County.
MOTION:
“I make a Motion to approve the attached Proclamation declaring April 10 - 16, 2022, as
National Public Safety Telecommunicators Week in the County.”
7.e
Packet Pg. 31
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
______________________________________________________________________________
NATIONAL PUBLIC SAFETY TELECOMMUNICATORS WEEK PROCLAMATION
______________________________________________________________________________
The Pittsylvania County Board of Supervisors (“Board”) adopted the following
Proclamation at its Business Meeting on Tuesday, March 15, 2022:
WHEREAS, emergencies can occur at any time that require police, fire, or emergency
medical services (“EMS”); and
WHEREAS, when an emergency occurs, the prompt response of police officers,
firefighters, and paramedics is critical to the protection of life and preservation of property; and
WHEREAS, the safety of Pittsylvania County, Virginia’s (“County”), law enforcement
officers, firefighters, and EMS providers is dependent upon the quality and accuracy of
information obtained from County citizens who telephone the County’s Emergency
Communications Center; and,
WHEREAS, County Public Safety Telecommunicators are the first, and most critical
contact, County citizens have with emergency services; and
WHEREAS, County Public Safety Telecommunicators are the vital link for the County’s
law enforcement officers, firefighters, and EMS providers by monitoring their activities by radio
and providing them information and ensuring their safety; and
WHEREAS, County Public Safety Telecommunicators have contributed substantially to
the apprehension of criminals, suppression of fires, and treatment of patients; and
WHEREAS, each County Public Safety Telecommunicator has exhibited compassion,
understanding, and professionalism during the performance of their job in the past year.
NOW, THEREFORE, the Board does hereby recognize April 10 - 16, 2022, as
NATIONAL PUBLIC SAFETY TELECOMMUNICATIONS WEEK, in the County, in
honor of the men and women whose diligence and professionalism keep the County and her
citizens safe.
Given under my hand this 15th day of March, 2022.
__________________________________________
William V. (“Vic”) Ingram (Chairman)
Pittsylvania County Board of Supervisors
__________________________________________
Clarence C. Monday (Interim County Administrator)
Pittsylvania County Board of Supervisors
7.e.a
Packet Pg. 32 Attachment: 03-15-2022 National Public Safety Telecommunicators Week (April) (3073 : Proclamation: National Public Safety
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Proclamation: Sexual Assault Awareness Month (April); (Staff Contact:
Kaylyn M. McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: March 15, 2022 Item Number: 7.f
Attachment(s): 03-15-2022 Sexual Assault Awareneness Month - April
Reviewed By:
SUMMARY:
Sexual Assault Awareness Month is recognized in April, and it calls attention to the fact that
sexual violence is widespread and impacts almost every person in this community. Sexual
Assault is a nationwide public health crisis and prevention is possible when everyone gets
involved. For the Board’s review and consideration, a Proclamation evincing the same is
attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board adopt the attached Proclamation declaring April as Sexual
Assault Awareness Month in the County.
MOTION:
“I make a Motion to adopt the attached Proclamation declaring April as Sexual Assault
Awareness Month in the County.”
7.f
Packet Pg. 33
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
__________________________________________________________________________________________
SEXUAL ASSAULT AWARENESS MONTH (APRIL) PROCLAMATION
__________________________________________________________________________________________
VIRGINIA: At the Pittsylvania County Board of Supervisors’ Business Meeting on Tuesday, March
15, 2022, the following Proclamation was adopted:
WHEREAS, Sexual Assault Awareness Month calls attention to the fact that sexual violence is
widespread and impacts every person in this community. Sexual Assault is a nationwide public health crisis,
but the public is not fully aware of the magnitude of the problem, and the primary reason is that most victims
never disclose; and
WHEREAS, women sexual assault statistics reveal some extremely disturbing facts. One (1) out of
every six (6) American women has been the victim of an attempted or completed rape in her lifetime, and out of
that group, an estimated seventy (70) women commit suicide daily in the United States, directly because of
sexual violence. Sexual abuse is not limited to females. Twenty-five percent (25%) of male sexual assault
victims will experience their first assault before ten (10) years of age; and
WHEREAS, statistics show that one (1) in ten (10) children will be sexually abused before their 18th
birthday. About one (1) in seven (7) girls and one (1) in twenty-five (25) boys will be sexually abused before
they turn eighteen (18); and
WHEREAS, all must work together to educate our community about sexual violence prevention,
supporting survivors, and speaking out against harmful attitudes and actions; and
WHEREAS, prevention is possible when everyone gets involved. The first step is increasing education,
awareness, and community involvement.
THEREFORE, the Board does hereby proclaim April 2022 as Sexual Assault Awareness Month in
recognition of the important work done by sexual assault programs and victims’ service providers and urges all
citizens to work towards the elimination of sexual assault.
Given under my hand this 15th day of March, 2022.
________________________________________________
William V. (“Vic”) Ingram (Chairman)
Pittsylvania County Board of Supervisors
_______________________________________________
Clarence C. Monday (Interim County Administrator)
Pittsylvania County Board of Supervisors
7.f.a
Packet Pg. 34 Attachment: 03-15-2022 Sexual Assault Awareneness Month - April (3075 : Proclamation: Sexual Assault Awareness Month (April); (Staff
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: SVMP Sewer Pump Purchase Ratification (Staff Contact: Chris D.
Adcock)
Staff Contact(s): Chris D. Adcock
Agenda Date: March 15, 2022 Item Number: 7.g
Attachment(s):
Reviewed By:
SUMMARY:
The County’s Public Works Department is working in cooperation with the Town of Hurt,
Virginia (“Hurt”), on providing sanitary sewer service to Staunton River Plastics at the Southern
Virginia Multimodal Park. The sanitary sewer pump station and force main project (“Project”) is
being designed by Dewberry and will be put out for competitive bidding soon but, due to timing
and supply issues, Dewberry strongly recommends the County proceed with ordering the pumps
and controls prior to the bid. Accordingly, County Staff obtained the following three (3) budget
prices for the required two (2) pumps and controls for the pumps: (1) KSB ($43,000); (2) Flygt
($63,000); and (3) and Grundfos ($30,000). The lowest priced Grundfos pump does not provide
good efficiency with this Project; therefore, it was not recommended by Dewberry. Dewberry
recommended purchasing the KSB for optimum operation, which the County Staff did.
FINANCIAL IMPACT AND FUNDING SOURCE:
The Project’s cost will be shared with Hurt on a sixty/forty (60/40) percentage basis with the
County covering sixty percent (60%). Future revenues will also be shared in the same manner.
The County’s Project cost share will come out of County Public Works Water and Sewer Fund
reserves.
RECOMMENDATION:
County Staff recommends the Board ratify County Staff’s purchase of the KSB pump and the
compatible controls package in the amount $43,000 to insure both are delivered in a timely
manner to not impact the anticipated Project completion.
MOTION:
“I make a Motion ratifying County Staff’s purchase of the KSB pump and compatible controls
package for the Project in the amount of $43,000.”
7.g
Packet Pg. 35
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: A.C. Power, LLC, First Amendment to Land Lease Option Agreement
Approval (Staff Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: March 15, 2022 Item Number: 7.h
Attachment(s): Option Agreement - AC Power
Reviewed By:
SUMMARY:
In April of 2021, the County executed a Lease Option Agreement with A.C. Power, LLC (“A.C.
Power”), for a potential solar project (“Project”) to be located on certain closed cells of the
County’s Landfill. Under the terms of the LOA, A.C. Power pays the County $2,500 per quarter
for the Option, as it continues to get the Project approved with the utility. A.C. Power still in
line for the Project, but the timetable could still be one (1) to two (2) years away. Therefore, it is
requesting an extension on the LOA and will continue to pay the quarterly lease payment during
the extended term of the Option. For the Board’s review and consideration, attached is a copy of
the proposed LOA extension.
FINANCIAL IMPACT AND FUNDING SOURCE:
The County will continue to receive quarterly lease payments in the amount of $2,500 per
quarter. The proposed Project, if constructed, would be for a 6.5MW solar project and the
annual payment would be $7,500 per MW.
RECOMMENDATION:
County Staff recommends the Board authorize the Interim County Administrator to execute the
LOA extension with A.C. Power as attached and presented.
MOTION:
“I make a motion to authorize the Interim County Administrator to execute the LOA extension
with A.C. Power as attached and presented.”
7.h
Packet Pg. 36
FIRST AMENDMENT TO
LAND LEASE OPTION AGREEMENT
DATED April 23, 2021
WHEREAS, Pittsylvania County, VA ("OPTIONOR") and AC Power 13, LLC, a
Delaware limited liability company whose address is at 20 West 22nd Street, Suite 1501,
New York, NY 10010 (“OPTIONEE”), are Parties to a certain Land Lease Option
Agreement (the "Option Agreement"), effective as of February April 23, 2021 for the real
property located at 382 Rainbow Lane Dry Fork, VA 24529; Tax Parcels: 2413-39-1912
and 2413-47-1490 (the “Premises”);
WHEREAS, the Option Agreement provided for a term (“Option Term”) under which
Optionee was granted a period of time to secure economic offtake and incentives, as well as
approvals for construction of a photovoltaic electricity generating system (“System”) on Premises;
and
WHEREAS, economic feasibility and approvals for construction and operation of the
System have not yet been obtained, and the Parties wish to extend the Term of the Option
Agreement on the terms set forth herein.
NOW, THEREFORE, OPTIONOR and OPTIONEE hereby agree as follows:
1. Option Term. The renewed term of the Option Agreement (“Renewed Option
Term”). begins effectively upon the Effective Date of this amendment. The
Renewed Option Term shall extend for (12) twelve months following the end of the
option period (April 23, 2022) until April 23, 2023, or unless otherwise extended
upon mutual agreement of the Parties or terminated in accordance with this Option
Agreement.
2. Other Terms Unchanged. All other terms of the Option Agreement not specifically
amended by this First Amendment, such as the payment amount and schedule, shall be
unchanged and remain in full force and effect.
7.h.a
Packet Pg. 37 Attachment: Option Agreement - AC Power (3063 : A.C. Power, LLC, First Amendment to Land Lease Option Agreement Approval)
IN WITNESS WHEREOF, OPTIONOR and OPTIONEE have executed this Agreement as of
the date affixed to their signatures below.
OPTIONOR
Pittsylvania County, VA
1 Center Street
Chatham, VA 24531
By: _________________________________________
Name: Clarence Monday, Interim County Administrator
Date: ________________________________________
OPTIONEE
AC Power 13, LLC
20 W 22nd Street
Suite 1501
New York, NY 10010
By: _________________________________________
Name: Annika Colston
Title: President
Date: ________________________________________
7.h.a
Packet Pg. 38 Attachment: Option Agreement - AC Power (3063 : A.C. Power, LLC, First Amendment to Land Lease Option Agreement Approval)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Motley Convenience Center Reconfiguration Professional Services Award
Approval (Staff Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: March 15, 2022 Item Number: 7.i
Attachment(s): SCS WO #12_Motley CC Reconfig Eng_11-22-21
Reviewed By:
SUMMARY:
County Staff continues to look for ways to improve the service to County citizens at the existing
convenience centers in the County. The Motley Convenience Center is located on a small site,
and it is a constant struggle to eliminate potholes in the lower section of the site. Citizens utilize
the lower section to circle the site and reach the recycling containers. Maintaining gravel
between the end of the asphalt and the gravel area is a continuous maintenance problem. The
existing wall is not long enough to add additional open containers and the site is normally
insufficient to handle the weekend volumes of waste. There is a spare box on the site, but it
impedes traffic to the overall site.
For the Board’s review and consideration, attached is a proposal from SCS Engineers to develop
an improvement plan for the site. County Staff is requesting this plan to be ready when funds
become available for site improvements. The Motley site currently ranks as a site that needs
improvement to meet the needs and expectations of County citizens.
FINANCIAL IMPACT AND FUNDING SOURCE:
The FY 22/23 County Landfill Budget will have funds designated for convenience center site
improvements.
RECOMMENDATION:
County Staff recommends the Board to authorize the Interim County Administrator to Execute
Attachment 12 – Work Order Pursuant to Engineering Services Agreement Between Pittsylvania
County and SCS for Engineering, Construction, and Consulting Services for the Motley
Convenience Center Reconfiguration and Documents Development.
MOTION:
“I make a Motion to authorize the Interim County Administrator to Execute Attachment 12 –
Work Order Pursuant to Engineering Services Agreement Between Pittsylvania County and SCS
for Engineering, Construction, and Consulting Services for the Motley Convenience Center
Reconfiguration and Documents Development.”
7.i
Packet Pg. 39
WO #12 11/22/21 Page 1
ATTACHMENT A-12
WORK ORDER PURSUANT TO ENGINEERING SERVICES AGREEMENT
BETWEEN SCS AND PITTSYLVANIA COUNTY FOR ENGINEERING,
CONSTRUCTION, AND CONSULTING SERVICES
MOTLEY CONVENIENCE CENTER RECONFIGURATION BID
DOCUMENTS DEVELOPMENT AND ADDITIONAL SERVICES
WORK ORDER #12
1 SCOPE OF SERVICES TO BE PERFORMED:
This scope of services outlines the tasks identified by SCS Engineers (SCS) in coordination with the
Pittsylvania County (County) Solid Waste and Recycling Department necessary to produce design
drawings, bidding documents, assist with contract administration, and construction quality assurance (CQA) necessary to implement changes to reconfigure the existing Motley Solid Waste and
Recycling Convenience Center (Center) to provide a higher level of service to citizens.
A site survey performed by a professional surveyor will be required to develop construction-level
drawings suitable for inclusion in a bidding document package to solicit potential contractors for the
reconfiguration. It is also likely that a structural engineer will be needed to reconfigure the existing Z-
wall at the Center. Accordingly, these two subcontracted services are included in the budgetary price
estimated for this Work Order.
We have structured our proposed scope of services into four separate tasks. They are as follows:
concept design and site surveying, preparation of construction-level documents, bid assistance, and,
construction administration and CQA.
A total compensation estimate and sample schedule is presented at the end of this document and
Attachment A presents a budgetary fee broken down by task.
TASK 1 – CONCEPT DESIGN AND SITE SURVEY
SCS understands that the existing center includes an unpaved area that the County would like to
pave. There exists an uneven interface between the paved and unpaved portion of the Center. For
the purposes of a concept layout, we plan to use recent aerial images and photographs to make
recommendations and a basic site layout for improving the facility. Considerations anticipated to be
incorporated into the site layout include:
• Better incorporating Recycling Containers
• Improving Traffic Flow/Capacity
• Improving Existing Z-wall
• Enhancing Access to Site Facilities
• Reducing Congestion and Opportunities for Loitering/Scavenging
7.i.a
Packet Pg. 40 Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center Reconfiguration Professional Services Award
WO #12 11/22/21 Page 2
• Facilitating Increased Use of Compactor (vs. Open-top Collection Container) for Disposal of
MSW
Deliverables anticipated include a conceptual-level Site Layout drawing. We expect that creating a
new site layout will be a collaborative process with the County, and as such will accept comments
and make changes as necessary before proceeding to the next task.
Subtask 1.1 – Site Survey
A survey of the site will be conducted by a licensed surveyor. Drawings based on the field surveys
conducted will be delivered to the County as well as a CAD file for reference.
For purposes of this work order, we have assumed a cost of $3,000 for basic feature and contour
surveying within the fenced in area of the Motley Compactor Site. Additional costs may be incurred
for a full lines and limits survey or one otherwise extending past the fenced in area of the facility or
its property boundary.
TASK 2 – PREPARATION OF CONSTRUCTION-LEVEL DOCUMENTS
This task addresses the engineering efforts required to prepare final design documents required for
construction bidding. Our design engineering activities will involve the following:
Prepare final design drawings for the establishment of a reconfigured convenience centers.
We anticipate the drawings will include multiple 24” x 36” layout sheets and detail sheets.
The design documents will include details and technical specifications. The specification
sections will address earthwork, concrete, pavement, fencing, landscaping, and other site
features as deemed necessary. We have assumed the County will be procuring the
containers and compactors directly.
Develop an engineer’s cost estimate for the project. A complete tabulation shall be
furnished showing the breakdown of Estimated Project Cost with attached detailed estimates
for major cost categories, including construction and equipment.
Subtask 2.2 – Construction Drawings
Based on land disturbances required for site grading and fence reconfiguring an Erosion and
Sediment Control (ESC) Plan will be prepared in accordance with Pittsylvania County Code and any
additional requirements outlined by the County.
SCS will submit draft design documents to the County for review and comment and discuss with the
County the draft design documents if desired. Other actions include revising the draft documents to
incorporate comments as appropriate and submitting two sets of final design documents to the
County as required (record and construction copies of drawings and technical specifications). Final
drawings will be sealed by a licensed engineer. A construction takeoff cost estimate will also be
developed from the existing estimate. SCS will provide the required final design plan sets including
documents for land disturbance, site plan permitting, and final site plan approval. Activities will
conform to requirements of the County.
7.i.a
Packet Pg. 41 Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center Reconfiguration Professional Services Award
WO #12 11/22/21 Page 3
TASK 3 – BID ASSISTANCE
Depending on the degree of parcel development required at the convenience center site, significant
construction activities may occur that necessitate solicitation of bids from contractors in accordance
with the County’s procurement practices. It is anticipated that the redevelopment of the Motley
Convenience Center will be performed under one construction contract. Upon completion of Task 2,
SCS will assist in compiling bid forms and supporting documents for public issuance by the County,
facilitating a pre-bid meeting of potential bidders, issuing and reviewing bids. Also, we can assist the
County with reviewing up to two (2) contractors' qualifications and checking references.
SCS will be available to participate in meetings via teleconference for remote group discussions. We
can attend two meetings in addition to that as described in-person when required for internal project
development, conferences with County personnel, meetings involving public participation.
TASK 4 – CONSTRUCTION ADMINISTRATION & CQA
Subtask 4.1 – Construction Administration
Under Subtask 4.1, SCS will review and provide, in writing, responses to comments on project
documents and designs prepared during the course of the project. SCS will maintain communication
by utilizing telephone and/or email correspondence to understand comments prior to providing
written responses.
SCS will assist with construction oversight and serve as the County’s representative with respect to
certain aspects of administration of the construction contract. Our activities are intended to be
limited to engineering-related duties and our scope and budget assume that County personnel are
intimately engaged in the routine administrative duties necessary to administer the contract. SCS’s
work efforts will likely involve communications with the County and the Contractor, reviews of shop
drawings/submittals, responding to Contractor’s requests for information or proposed deviations
from the design, preparation of work change directives, technical review of change orders and
payment applications, participation at a pre-construction kickoff meeting and one (1) construction
progress meetings, development of a punch list at the conclusion of the project, discussions with the
County and Contractor related to impacts to the schedule attributed to technical issues,
communications regarding adherence to the conditions in the Contract Documents, and similar
duties usually typically performed by the Engineer during administration of a construction contract on
an as-needed basis.
SCS will provide engineering services during the Construction Phase of the project, generally
comprised of activities between the Notice-to-Proceed and issuance of final payment to the
Contractor. SCS’s on-site field engineer will be supported in the office and field by the Project
Engineer and Project Director, as well as other members of SCS’s project team. Our Construction
Administration services will likely include the following:
Attend the pre-construction meeting with the County and Contractor’s Project Manager and
Superintendent. Review any technical questions and discuss schedule, material
substitutions, construction sequence, and other relevant issues.
Attend a mid-project progress meeting with the County and Contractor representatives.
Prepare and distribute to the County and all others in attendance a report of the pertinent
and salient technical engineering matters considered and conclusions reached.
7.i.a
Packet Pg. 42 Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center Reconfiguration Professional Services Award
WO #12 11/22/21 Page 4
Review shop drawings, material submittals, and Contractor’s requests for substitutions or
information. Evaluate submittals for conformance with Contract Documents. Provide details
and interpretations, as necessary. Recommend approval, rejection, or mandate corrections
based on technical, contractual, and functional adequacy.
Critical documentation to be reviewed includes the selection of various materials and
adherence to VDOT and stormwater management/erosion sediment control (SWM/ESC)
measures and specifications.
Review technical engineering-related field modifications and changes to the collection center
reconfiguration as proposed by the Contractor. Evaluate proposed field modifications for
consistency with the design intent and objectives. Prepare sketches or outline approaches
required to address field conditions impacting the site. Recommend approval or rejection
based on technical, contractual, and functional adequacy. Distribute approved submittals
and/or review comments to appropriate parties.
Conduct a walk-through of the project, document the substantial completion inspection, and
provide a punch-list for completion. When incomplete, defective or deficient work has been
remedied, inspect the work and advise the County in writing that all work has been
satisfactorily completed.
We assume that the following Construction Administration duties will be the responsibility of County
personnel:
Communicate with County and Contractor regarding Construction Agreement execution and
related issues such as bonds, E-verify Affidavit, sales tax tracking forms, etc.
Schedule and chair the routine construction progress meetings with the County and
Contractor representatives. Prepare and distribute communication of the pertinent and
salient non-engineering matters considered and conclusions reached at each of these
meetings, together with such matters relating to the Project progress.
Review non-engineering field modifications and changes to the collection center
configuration as proposed by the Contractor. Evaluate proposed field modifications for
consistency with the intent and objectives of the project. Distribute approved submittals
and/or review comments to appropriate parties.
Facilitate routine communications among the SCS team, the Contractor, and the County to
answer questions and resolve issues. Attend the routine construction progress meetings with
the Contractor representatives.
Prepare administrative portions of Change Order documentation and work change directives.
Develop documentation necessary to solicit pricing from the Contractor related to additional
work or credit for work to be omitted from the contract.
Facilitate communications among SCS, the Contractor, and the County to answer technical
engineering-related questions, resolve issues, and coordinate interpretations of the plans
and specifications.
Prepare Change Order documentation and work change directives complete with narrative
description and justification for each item.
7.i.a
Packet Pg. 43 Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center Reconfiguration Professional Services Award
WO #12 11/22/21 Page 5
Maintain files and records for correspondence, reports, photographs, requests for
information or clarification, submittals, meeting minutes, and other construction project
related documentation, and forward to various parties as appropriate. Maintain a Submittal
Log to track the status of submittals and maintain communications with the Contractor and
Owner. Distribute approved submittals and/or review comments to appropriate parties.
Review Contractor’s Applications for Payment and compare with Engineer’s quantities and
unit prices. Evaluate work performed and installed to verify quantities. Instruct Contractor
regarding changes and recommend approval and forward to County for processing, as
appropriate. Determine the amounts owed to the Contractor based upon observation of the
work and evaluations of the Contractors' Applications for Payment, and issue Certificates for
Payment in such amounts, as provided in the Contract Documents.
Participate in the walk-through of the project, attend the substantial completion inspection,
and provide input on the punch-list for completion.
Upon completion of the Project and prior to issuing Final Certificates for Payment, compute
the total time for completion as allowed in the Contract, plus any time extensions granted
and identify the number of days, if any, in excess of the Contract Time for which the
Contractor appears liable for liquidated damages. Notify the Contractor of any proposed
assessments of liquidated damages, and allow the Contractor time to respond thereto.
Subsequently, prepare recommendation as to the amount of liquidated damages, if any, to
be assessed and the portion of such assessment attributed to the Contractor.
Participate in the final acceptance inspection of the collection center components.
Assemble, and review for completeness, written guarantees, affidavits, manuals of
instruction for operation, and other required closing papers of the Contractor and forward
them in organized three-ring binders to the County.
Participate in the final acceptance inspection of the collection center components with
respect to their overall integrity and ability to perform as designed. Review Contractor’s final
payment application.
As with any construction administration project, the level of effort required by SCS is directly
dependent on the Contractor’s performance, schedule, and field conditions encountered during
construction.
Subtask 4.2 – Construction Quality Assurance
Under Subtask 4.2, SCS will perform periodic, part-time construction quality assurance (CQA)
inspection services necessary to observe the Contractor’s performance of the Work. This is often
termed resident engineering, or CQA, and involves observation of the construction activities related
to the major features associated with the collection centers and associated features, comparison of
the installed product with the Drawings and Technical Specifications included in the Contract
Documents, observation and documentation of testing, discussions and communication with the
Contractor and County related to the Work. Our on-site field activities are intended to be limited to
engineering-related duties and our scope and budget assume that County personnel are intimately
engaged in routine observations of contractor performance and progress necessary to administer
the contract.
7.i.a
Packet Pg. 44 Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center Reconfiguration Professional Services Award
WO #12 11/22/21 Page 6
SCS will provide a qualified field engineer to perform on-site construction engineering and CQA
activities during the reconfiguration of the collection center during the Construction Phase of the
project. SCS efforts will involve observation of the construction activities and documentation as to
the conformance of the work product to the Contract Documents. Our CQA inspection services will
likely include the following:
Conduct periodic observation of the work activities during the Project on a part-time basis as
may be necessary to monitor the progress and observe in detail the quality of work and to
observe the extent to which the work is proceeding in accordance with the Contract
Documents and in accordance with applicable laws, statutes, ordinance, codes, regulations,
orders and decrees applicable to the Project.
Critical activities to be observed include final grading, asphalt paving, and container pad
construction. SCS will maintain a presence at the site during key part of these activities in
order to observe and document, monitor construction materials and methods, and verify
general compliance with the construction documents.
Prepare and submit written reports for each site visit in the form of daily field reports.
Report to the County unsatisfactory, faulty, or defective work that has not been corrected. As
its representative, SCS will identify defects and deficiencies in the Work, verify conformance
with the Contract Documents, communicate problems to the County and Contractor, and
follow-up with all parties to confirm that such issues are resolved in a manner acceptable to
the County.
Our CQA inspection services do not anticipate that SCS will perform any surveying or materials
testing during the construction period.
Estimated fees and labor efforts in Attachment A assume the majority of construction occurs in
approximately 35 consecutive calendar days. Because the nature of the project will likely involve
periods of more intense construction efforts along with periods of relatively low levels of construction
activity, the manpower resources are presented assuming approximately 6 hours of average weekly
field efforts by SCS during the Contract Time. As with any CQA project, the level of effort required by
SCS is directly dependent on the Contractor’s performance, schedule, and field conditions
encountered during construction.
2. WORK ORDER SCHEDULE:
SCS is prepared to commence the work efforts as described above upon receiving authorization from
the County to proceed. The durations of these tasks are for the Motley reconfiguration and are
summarized below:
Task 1 – Concept Design and Site Survey
Task 2 – Preparation of Construction-Level Documents
Task 3 – Bid Assistance
Task 4 – Construction Administration and CQA
2-4 Weeks
1 Month
3 Weeks
7 Weeks
7.i.a
Packet Pg. 45 Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center Reconfiguration Professional Services Award
WO #12 11/22/21 Page 7
3. COMPENSATION: Compensation shall be as indicated below.
SCS will be compensated for time and expenses in accordance with SCS's standard
rates in effect at the time of performance (current rates available upon request),
provided that total compensation will not exceed $38,650 without the Client’s
authorization.
Task 1 – Concept Design and Site Survey
Task 2 – Preparation of Construction-Level Documents
– Structural Engineering Subconsultant
Task 3 – Bid Assistance
Task 4 – Construction Administration and CQA
$10,800
$10,250
$6,000
$3,600
$8,000
Total Amount of this Work Order = $38,650
Any work added to the Scope of Services to be performed shall be compensated at SCS's standard
fee schedule in effect at the time of performance, unless otherwise agreed, subject to the terms and
conditions of the Agreement between the parties.
4. CONTRACT TERMS: These services will be performed in accordance with the terms of
the Basic Services Agreement between the parties.
SCS ENGINEERS PITTSYLVANIA COUNTY, VA
By: By:
Print Name: Ryan Duckett, PE Print Name:
Title: Senior Project Professional Title:
Date: Date:
7.i.a
Packet Pg. 46 Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center Reconfiguration Professional Services Award
SCS ENGINEERSRateLABOR CATEGORY $/hr Hours Cost Hours Cost Hours Cost Hours Cost Hours CostProject Director 225$ 0-$ 0-$ 0-$ 0-$ 0-$ Project Manager155$ 2310$ 4620$ 0-$ 1155$ 71,085$ Project Advisor155$ 0-$ 0-$ 0-$ 0-$ 0-$ Senior Project Professional 135$ 6810$ 8 1,080$ 0-$ 0-$ 141,890$ Project Coordinator130$ 2260$ 1130$ 3390$ 2260$ 81,040$ Project Professional115$ 16 1,840$ 24 2,760$ 11 1,265$ 13 1,495$ 647,360$ Staff Professional100$ 30 3,000$ 36 3,600$ 13 1,300$ 48 4,800$ 127 12,700$ TOTAL LABOR56 6,220$ 73 8,190$ 27 2,955$ 64 6,710$ 220 24,075$ OTHER DIRECT COSTSAuto/Mileage600$ 200$ 300$ 1,000$ 2,100$ Lodging/Per Diem-$ -$ -$ -$ Telephone/Facsimile53$ 20$ 26$ 30$ 129$ Postage/Freight-$ 39$ 25$ -$ 64$ Reproduction/Printing100$ 400$ 70$ 22$ 592$ Computer / Admin230$ 350$ 140$ 70$ 790$ Survey Subconsultant13,000$ -$ -$ -$ 3,000$ Structural Engineering Subconsultant1-$ 6,000$ -$ -$ 6,000$ Materials Testing Subconsultant2TBDTBDTBDTOTAL ESTIMATED ODC's BY TASK3,983$ 7,008$ 561$ 1,122$ 12,674$ Administrative (15%)597$ 1,051$ 84$ 168$ 1,901$ GRAND TOTAL10,800 16,250 3,600 8,000 38,650$ Note:1. Surveying cost under Task 1 and structural engineering cost under Task 2 are ballpark estimates based on similar work previously performed.2. Materials testing costs under Tasks 2 and/or 4 are dependent on design and other engineering tasks required to be performed.ATTACHMENT A. BUDGETARY FEE ESTIMATEDESIGN, ENGINEERING & ADDITIONAL SERVICES FOR MOTLEY CONVENIENCE CENTER RECONFIGURATIONPITTSYLVANIA COUNTY, VIRGINIATASK 3BIDTASK 4CONSTRUCTION TotalAND SITE SURVEYCONCEPT DESIGNTASK 1 TASK 2PREPARATION OFADMIN & CQAASSISTANCECONSTRUCTION DOCS11/22/217.i.aPacket Pg. 47Attachment: SCS WO #12_Motley CC Reconfig Eng_11-22-21 (3059 : Motley Convenience Center
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Berry Hill Convenience Center Reconfiguration Professional Services
Award Approval (Staff Contact: Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: March 15, 2022 Item Number: 7.j
Attachment(s): SCS WO #13_Berry Hill CC Reconfig Eng_3-7-22
Reviewed By:
SUMMARY:
County Staff continues to look for ways to improve service to County citizens at the existing
convenience centers throughout the County. The Berry Hill Convenience Center is located on a
small site, and this creates problems for people entering and leaving the site, as well as limiting
the access and ability to use the far side of the open top boxes. Space is also limited for the
location of the recycling boxes and does not allow for the location of a collections building for
the Pet Center Thrift Store.
For the Board’s review and consideration, attached is a proposal from SCS Engineers to develop
an improvement plan for the site. County Staff is requesting this plan to be ready when funds
become available for site improvements. The Berry Hill site ranks as a site that needs
improvements to meet the needs and expectations of our citizens.
FINANCIAL IMPACT AND FUNDING SOURCE:
The FY 22/23 County Landfill Budget will have funds designated for convenience center site
improvements.
RECOMMENDATION:
Authorize County Administrator to Execute Attachment 13 – Work Order Pursuant To
Engineering Services Agreement Between Pittsylvania County and SCS for Engineering,
Construction, and Consulting Services for the Berry Hill Convenience Center Reconfiguration
and Documents Development.
MOTION:
“I make a Motion to Authorize County Administrator to Execute Attachment 13 – Work Order
Pursuant To Engineering Services Agreement Between Pittsylvania County and SCS for
Engineering, Construction, and Consulting Services for the Berry Hill Convenience Center
Reconfiguration and Documents Development.”
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WO #13 Berry Hill Reconfiguration 3/7/2022 Page 1
ATTACHMENT A-13
WORK ORDER PURSUANT TO ENGINEERING SERVICES AGREEMENT
BETWEEN SCS AND PITTSYLVANIA COUNTY FOR ENGINEERING,
CONSTRUCTION, AND CONSULTING SERVICES
BERRY HILL CONVENIENCE CENTER RECONFIGURATION
DOCUMENTS DEVELOPMENT AND ADDITIONAL SERVICES
WORK ORDER #13
1 SCOPE OF SERVICES TO BE PERFORMED:
The scope of services outlines the tasks identified by SCS Engineers (SCS) in coordination with the
Pittsylvania County (County) Solid Waste and Recycling Department necessary to produce design
drawings, bidding documents, assist with contract administration, and construction quality assurance (CQA) necessary to implement changes to the existing Berry Hill Solid Waste and
Recycling Convenience Center (Center) to provide a higher level of service to citizens.
A site survey done by a professional surveyor will be required to develop construction-level drawings
suitable for inclusion in a bidding document package to solicit potential contractors for the
reconfiguration. It is also possible that a geotechnical and/or structural engineer will be needed to
assist with the reconfiguration of the Center. Accordingly, budgetary funds for geotechnical testing
are included in the price of this Work Order.
For purposes of conducting this assignment, SCS has structured our proposed scope of services into
four separate tasks. They are as follows: site surveying and investigation, preparation of
construction-level documents, bid assistance, construction administration, and construction quality
assurance.
2 SITE DETAILS
The County maintains over 50 collection sites to serve its approximately 60,000 residents, various
institutions, and commercial entities. The County does not maintain a publicly-offered curbside solid
waste and recycling collection system, relying instead on its collection centers and other drop-off
sites. The Berry Hill Convenience Center is located at 110 Target Drive, Danville, Virginia, south of
Martinsville Highway. The Center is a compactor site, also referred to as “Compactor sites/Recycling
centers”. Compactor sites offer a wide range of solid waste disposal options to residents due to
utilization of motorized compactors for material consolidation as well as an open-top roll-off, both
typically below-grade adjoining a retaining wall for customer convenience. The County performs
collection of various waste and recyclable materials at the compactor sites, including at Berry Hill
Convenience Center. The Center's location and surroundings are shown in Exhibit 1.
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Packet Pg. 49 Attachment: SCS WO #13_Berry Hill CC Reconfig Eng_3-7-22 (3062 : Berry Hill Convenience Center Reconfiguration Professional Services
WO #13 Berry Hill Reconfiguration 3/7/2022 Page 2
Berry Hill Collection Center Aerial
3 SERVICES
TASK 1 – CONCEPT DESIGN AND SURVEY
For the purposes of a concept layout, SCS plans to use recent aerial images and photographs similar
to Exhibit 1 to make recommendations and a conceptual site layout for improving the facility.
Considerations anticipated to be incorporated into the site layout include:
• Better incorporating waste and recyclable material acceptance containers.
• Improving traffic flow/capacity, including expansion of the paved area in the portion of
site outlined in red in Exhibit 2 below.
• Improving usability and longevity of existing concrete walls.
• Enhancing safety aspects of site facilities.
• Reducing congestion issues and opportunities for loitering or scavenging.
• Facilitating increased use of compactor for disposal of MSW to increase collections
efficiency.
Subtask 1.1 – Site Survey
A survey will be conducted by a surveyor licensed in the State of Virginia. Drawings based on the field
surveys conducted will be delivered to the County as well as a CAD file for reference.
For purposes of this work order, we have assumed a cost of $4,000 for a lines-and-limits
topographic survey with at least a two-foot contour interval within the presumed Center site limits.
This cost includes a cursory courthouse records search for easements and other property
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WO #13 Berry Hill Reconfiguration 3/7/2022 Page 3
encumbrances that may limit the scope of reconfiguration. We assume the survey and property
search will be limited to the area outlined in blue as shown in Exhibit 2 below.
Berry Hill Aerial Markup
Additional costs may be incurred for surveying extending past the property boundaries of the Center
to be addressed in an additional work order, if needed.
Subtask 1.2 – Conceptual Design
SCS will develop a conceptual-level schematic design superimposed on the site survey. This concept
schematic will be presented to the County for review and comment. Proposed changes for the
reconfiguration design will be implemented in Task 2.
TASK 2 – PREPARATION OF CONSTRUCTION-LEVEL DOCUMENTS
This task addresses the engineering efforts required to prepare final design documents required for
construction bidding.
Design Plans and Specifications
Our design engineering activities will involve the following:
• Prepare final design drawings for the establishment of a reconfigured convenience
center. We anticipate the drawings will include a 24” x 36” site plan and detail sheets.
• The design documents will include design plans and technical specifications. The
specification sections will address earthwork, concrete, pavement, fencing, landscaping,
and other site features as deemed necessary. We have assumed the County will be
procuring any new containers, compactors, or other equipment directly.
7.j.a
Packet Pg. 51 Attachment: SCS WO #13_Berry Hill CC Reconfig Eng_3-7-22 (3062 : Berry Hill Convenience Center Reconfiguration Professional Services
WO #13 Berry Hill Reconfiguration 3/7/2022 Page 4
Based on assumed site features impacted by asphalt and fence reconfiguration, it is not anticipated
that land disturbance will need to be in excess of 10,000 square feet of area. If deemed to be
needed, an Erosion and Sediment Control (ESC) Plan and Stormwater Management Plan (SWMP) will
be prepared in accordance with Pittsylvania County code and any additional requirements outlined
by the County under a separate work order.
Information required within the Plans are anticipated to include the following:
• project title sheet,
• existing site conditions,
• site plan,
• details and general notes.
SCS will submit draft design documents to the County for review and comment and discuss with the
County the draft design documents if desired. Other actions include revising the draft documents to
incorporate comments. Final drawings will be sealed by a licensed engineer. SCS will provide the
proposed design plan set prior to finalization for approval by the County.
The level of effort anticipated for development of the construction drawings is assumed to be
comparable to that performed by SCS during the reconfiguration of the County’s Brosville
Convenience Center on Cascade Road.
If deemed necessary to assess the feasibility of design changes proposed to impact structural soil
areas at the Center, SCS will contract a geotechnical engineer to conduct investigative testing of the
existing subgrade. The results of these activities, if performed, are anticipated to be included in the
construction documents for reference by the contractor.
Construction Cost Estimate
SCS will develop an engineer’s cost estimate for the project. A complete tabulation shall be furnished
showing the breakdown of Estimated Project Cost with attached estimates for major line items by
cost categories.
Other Activities
To verify the stability and longevity of any structural changes to impacted existing concrete retaining
walls at the Center, SCS will contract a structural engineer to produce design drawings and
specifications to include in the construction documents. Any structural engineering activities
conducted will be included under a separate work order.
TASK 3 – BID ASSISTANCE
Depending on the degree of parcel development required at the convenience center site, significant
construction activities may occur that necessitate solicitation of bids from contractors per the
County’s procurement practices. It is anticipated that the redevelopment of the Berry Hill
Convenience Center will be performed under one construction contract. Upon completion of Task 2,
SCS will assist in compiling bid forms and supporting documents for public issuance by the County,
facilitating a pre-bid meeting of potential bidders, issuing and reviewing bids. Also, we can assist the
County with reviewing up to two (2) contractors’ qualifications and checking references. Alternatively,
depending on the County’s preference, SCS can prepare a proposal to complete reconfiguration of
the Center and deliver the facilities under a turnkey infrastructure delivery contract.
SCS will be available to participate in meetings via teleconference for remote group discussions. We
can attend meetings in addition to that as described in-person when required for the internal project
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WO #13 Berry Hill Reconfiguration 3/7/2022 Page 5
development, conferences with County personnel, meetings involving public participation, etc for an
additional charge.
TASK 4 – CONSTRUCTION ADMINISTRATION CQA
Subtask 4.1 – Construction Administration
Under Subtask 4.1, SCS will review and provide, in writing, responses to comments on project
documents and designs prepared during the project. SCS will maintain communication by utilizing
telephone and/or email correspondence to understand comments before providing written
responses.
SCS will assist with construction oversight and serve as the County’s representative with respect to
certain aspects of the administration of the construction contract. Our activities are intended to be
limited to engineering-related duties and our scope and budget assume that County personnel are
intimately engaged in the routine administrative duties necessary to administer the contract. SCS’s
work efforts will likely involve communications with the County and the Contractor, reviews of shop
drawings/submittals, responding to Contractor’s requests for information or proposed deviations
from the design, preparation at a pre-construction kickoff meeting and one (1) construction progress
meetings, development of a punch list at the conclusion of the project, discussions with the County
and Contractor related to impacts to the schedule attributed to technical issues, communications
regarding adherence to the conditions in the Contract Documents, and similar duties usually typically
performed by the Engineer during administration of a construction contract on an as-needed basis.
SCS will provide engineering services during the Construction Phase of the project, generally
comprised of activities between the Notice-to-Proceed and issuance of final payment to the
Contractor. SCS’s on-site field engineer will be supported in the office and field by the Project Engineer and Project Director, as well as other members of SCS’s project team. Our Construction
Administration services will likely include the following:
• Attend the pre-construction meeting with the County and Contractor’s Project Manager
and Superintendent. Review any technical questions and discuss schedule, material
substitutions, construction sequence, and other relevant issues.
• Attend a mid-project progress meeting with the County and Contractor representatives.
Prepare and distribute to the County and all others in attendance a report of the
pertinent and salient technical engineering matters considered and conclusions reached.
• Review shop drawings, material submittals, and Contractor’s requests for substitutions
or information. Evaluate submittals for conformance with Contract Documents. Provide
details and interpretations as necessary. Recommend approval, rejection, or mandate
corrections based on technical, contractual, and functional adequacy.
• Critical documentation to be reviewed includes the selection of various materials and
adherence to VDOT and stormwater management/erosion sediment control (SWM/ESC)
measures and specifications.
• Review technical engineering-related field modifications and changes to the collection
center reconfiguration as proposed by the Contractor. Evaluate proposed field
modifications for consistency with the design intent and objectives. Prepare sketches or
outline approaches required to address field conditions impacting the site. Recommend
approval or rejection based on technical, contractual, and functional adequacy.
Distribute approved submittals and/or review comments to appropriate parties. • Conduct a walk-through of the project, document the substantial completion inspection,
and provide a punch-list for completion. When incomplete, defective, or deficient work
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WO #13 Berry Hill Reconfiguration 3/7/2022 Page 6
has been remedied, inspect the work and advise the County in writing that all work has
been satisfactorily completed.
We assume that the following Construction Administration duties will be the responsibility of County
personnel:
• Communicate with County and Contractor regarding Construction Agreement execution
and related issues such as bonds, E-verify Affidavit, sales tax tracking forms, etc.
• Schedule and chair the routine construction progress meetings with the County and
Contractor representatives. Prepare and distribute communication of the pertinent and
salient non-engineering matters considered and conclusions reached at each of these
meetings, together with such matters relating to the Project progress.
• Review non-engineering field modifications and changes to the collection center
configuration as proposed by the Contractor. Evaluate proposed field modifications for
consistency with the intent and objectives of the project. Distribute approved submittals
and/or review comments to appropriate parties.
• Facilitate routine communications among the SCS team, the Contractor, and the County
to answer questions and resolve issues. Attend the routine construction progress
meetings with the Contractor representatives.
• Prepare administrative portions of Change Order documentation and work change
directives. Develop documentation necessary to solicit pricing from the Contractor
related to additional work or credit for work to be omitted from the contract.
• Facilitate communications among SCS, the Contractor, and the County to answer
technical engineering-related questions, resolve issues, and coordinate interpretations of
the plans and specifications.
• Prepare Change Order documentation and work change directives complete with
narrative description and justification for each item.
• Maintain files and records for correspondence, reports, photographs, requests for
information or clarification, submittals, meeting minutes, and other construction project-
related documentation, and forward to various parties as appropriate. Maintain a
Submittal Log to track the status of submittals and maintain communications with the
Contractor and Owner. Distribute approved submittals and/or review comments to
appropriate parties.
• Review Contractor’s Applications for Payment and compare with Engineer’s quantities
and unit prices. Evaluate work performed and installed to verify quantities. Instruct
Contractor regarding changes and recommend approval and forward to County for
processing, as appropriate. Determine the amounts owed to the Contractor based upon
observation of the work and evaluations of the Contractors' Applications for Payment,
and issue Certificates for Payment in such amounts, as provided in the Contract
Documents.
• Participate in the walk-through of the project, attend the substantial completion
inspection, and provide input on the punch-list for completion.
• Upon completion of the Project and before issuing Final Certificates for Payment,
compute the total time for completion as allowed in the Contract, plus any time
extensions granted and identify the number of days, if any, over the Contract Time for
which the Contractor appears liable for liquidated damages. Notify the Contractor of any
proposed assessments of liquidated damages, and allow the Contractor time to respond
thereto. Subsequently, prepare a recommendation as to the amount of liquidated
damages, if any, to be assessed and the portion of such assessment attributed to the
Contractor.
• Participate in the final acceptance inspection of the collection center components.
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WO #13 Berry Hill Reconfiguration 3/7/2022 Page 7
• Assemble, and review for completeness, written guarantees, affidavits, manuals of
instruction for operation, and other required closing papers of the Contractor and forward
them in organized three-ring binders to the County.
• Participate in the final acceptance inspection of the collection center components with
respect to their overall integrity and ability to perform as designed. Review Contractor’s
final payment application.
As with any construction administration project, the level of effort required by SCS is directly
dependent on the Contractor’s performance, schedule, and field conditions encountered during
construction.
Subtask 4.2 – Construction Quality Assurance
Under Subtask 4.2, SCS will perform periodic, part-time construction quality assurance (CQA)
inspection services necessary to observe the Contractor’s performance of the Work. This is often
termed resident engineering, or CQA, and involves observation of the construction activities related to the major features associated with the collection centers and associated features, comparison of
the installed product with the Drawings and Technical Specifications included in the Contract
Documents, observation and documentation of testing, discussions and communication with the
Contractor and County related to the Work. Our on-site field activities are intended to be limited to
engineering-related duties and our scope and budget assume that County personnel are intimately
engaged in routine observations of contractor performance and progress necessary to administer
the contract.
SCS will provide a qualified field engineer to perform on-site construction engineering and CQA
activities during the reconfiguration of the collection center during the Construction Phase of the
project. SCS efforts will involve observation of the construction activities and documentation as to
the conformance of the work product to the Contract Documents. Our CQA inspection services will
likely include the following:
• Conduct periodic observation of the work activities during the Project on a part-time basis
as may be necessary to monitor the progress and observe in detail the quality of work
and to observe the extent to which the work is proceeding in accordance with the
Contract Documents and in accordance with applicable laws, statutes, ordinance, codes,
regulations, orders and decrees applicable to the Project.
• Critical activities to be observed include final grading, asphalt paving, and container pad
construction. SCS will maintain a presence at the site during key parts of these activities
to observe and document, monitor construction materials and methods, and verify
general compliance with the construction documents.
• Prepare and submit written reports for each site visit in the form of daily field reports.
• Report to the County unsatisfactory, faulty, or defective work that has not been corrected.
As its representative, SCS will identify defects and deficiencies in the Work, verify
conformance with the Contract Documents, communicate problems to the County and
Contractor, and follow up with all parties to confirm that such issues are resolved in a
manner acceptable to the County.
Our CQA inspection services do not anticipate that SCS will perform any surveying or materials
testing during the construction period.
Estimated fees and labor efforts in Attachment B assume the Contract Time is 42 consecutive
calendar days. Because the nature of the project will likely involve periods of more intense
construction efforts along with periods of relatively low levels of construction activity, the manpower
resources are presented assuming approximately 4 hours (one day every other week) of average
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WO #13 Berry Hill Reconfiguration 3/7/2022 Page 8
weekly labor efforts during the Contract Time. As with any CQA project, the level of effort required by
SCS is directly dependent on the Contractor’s performance, schedule, and field conditions
encountered during construction.
4 WORK ORDER SCHEDULE:
SCS is prepared to commence the work efforts as described above upon receiving authorization from
the County to proceed. The estimated duration of these tasks are summarized below:
Task 1 – Concept Design and Survey
Task 2 – Preparation of Construction-Level Documents
Task 3 – Bid Assistance
Task 4 – Construction Administration and CQA
4-5 Weeks
1 Month
3 Weeks
6 Weeks
5 COMPENSATION:
Compensation shall be as indicated below:
SCS will be compensated for time and expenses in accordance with SCS's standard rates in effect at
the time of performance (current rates are included in Attachment B), provided that total
compensation will not exceed $33,800 without the Client’s authorization.
Task 1 – Site Survey and Conceptual Design Schematic
Task 2 – Preparation of Construction-Level Documents
Task 3 – Bid Assistance
Task 4 – Construction Administration and CQA
$8,900
$14,100
$4,100
$6,700
Total Amount of this Work Order = $33,800
Any work added to the Scope of Services to be performed shall be compensated at SCS's standard
fee schedule in effect at the time of performance, unless otherwise agreed, subject to the terms and
conditions of the Agreement between the parties.
6 CONTRACT TERMS:
These services will be performed in accordance with the terms of the Basic Services Agreement
between the parties.
SCS ENGINEERS PITTSYLVANIA COUNTY, VA
By: By:
Print Name: Print Name:
Title: Title:
Date: Date:
7.j.a
Packet Pg. 56 Attachment: SCS WO #13_Berry Hill CC Reconfig Eng_3-7-22 (3062 : Berry Hill Convenience Center Reconfiguration Professional Services
SCS ENGINEERSRateLABOR CATEGORY $/hr Hours Cost Hours Cost Hours Cost Hours Cost Hours CostProject Director 225$ 0-$ 0-$ 0-$ 0-$ 0-$ Project Manager165$ 1165$ 4660$ 0-$ 1165$ 6990$ Project Advisor160$ 0-$ 0-$ 0-$ 0-$ 0-$ Senior Project Professional 140$ 6840$ 8 1,120$ 11 1,540$ 2280$ 273,780$ Project Coordinator135$ 1135$ 1135$ 3405$ 2270$ 7945$ Project Professional110$ 6660$ 20 2,200$ 0-$ 13 1,430$ 394,290$ Staff Professional105$ 19 1,995$ 32 3,360$ 15 1,575$ 32 3,360$ 98 10,290$ TOTAL LABOR33 3,795$ 65 7,475$ 29 3,520$ 50 5,505$ 177 20,295$ OTHER DIRECT COSTSAuto/Mileage250$ -$ 250$ 800$ 1,300$ Lodging/Per Diem-$ -$ -$ -$ Telephone/Facsimile30$ 30$ 15$ 65$ 140$ Postage/Freight-$ 30$ 20$ -$ 51$ Reproduction/Printing30$ 400$ 100$ 50$ 579$ Computer / Admin130$ 300$ 120$ 125$ 675$ Survey Subconsultant14,000$ -$ -$ -$ 4,000$ Geotechnical Testing Subconsultant1-$ 5,000$ -$ -$ 5,000$ Structural Engineering Subconsultant2-$ TBD-$ TBDTBDMaterials Testing Subconsultant2TBDTBDTBDTOTAL ESTIMATED ODC's BY TASK4,439$ 5,761$ 504$ 1,040$ 11,744$ Administrative (15%)666$ 864$ 76$ 156$ 1,762$ GRAND TOTAL8,900 14,100 4,100 6,700 33,800$ Note:1. Surveying cost under Task 1 and geotechnical cost under Task 2 are ballpark estimates based on similar work previously performed.2. Structural engineering and Materials testing costs under Tasks 2 and/or 4 are not included and are dependent on design and other engineering tasks required to be performed.3. CQA activities assume Contract Time is 42 consecutive days, with one day of SCS field activities conducted for the site approximately every other week (not including precon. meeting).TotalAND SITE SURVEYCONCEPT DESIGNTASK 1TASK 2PREPARATION OFADMIN & CQAASSISTANCECONSTRUCTION DOCSATTACHMENT B. BUDGETARY FEE ESTIMATEDESIGN, ENGINEERING & ADDITIONAL SERVICES FOR BERRY HILL COLLECTION CENTER RECONFIGURATIONPITTSYLVANIA COUNTY, VIRGINIATASK 3BIDTASK 4CONSTRUCTION 3/7/227.j.aPacket Pg. 57Attachment: SCS WO #13_Berry Hill CC Reconfig Eng_3-7-22 (3062 : Berry Hill Convenience Center
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Ringgold Rail Restoration Project Bid Award Approval (Staff Contact:
Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: March 15, 2022 Item Number: 7.k
Attachment(s): Ad updated Rail Project
Reviewed By:
SUMMARY:
Tropical Storm Michael extensively damaged the County’s Ringgold Rail (“rail”), that runs from
the Ringgold Depot to the City of Danville, Virginia. After months of effort, the rail repairs
were finally approved by FEMA as a large Project, which means FEMA and the State will cover
most of the costs. Previously, the Board has approved an Agreement with Dewberry to complete
the plans and specifications for the necessary rail repairs. Sealed bids for the Project were
accepted on March 8, 2022, and were publicly opened. The bid tabulation is as follows:
• Concrete Foundations $1,145,750;
• Burnett & Sons $918,000; and
• White’s Construction $975,477.69.
FINANCIAL IMPACT AND FUNDING SOURCE:
Most of the Project costs will be covered by FEMA and the Virginia Department of Emergency
Management. The County has budgeted funds for its portion of the Project.
RECOMMENDATION:
County Staff recommends the Board award the rail repairs bid to Burnett & Sons in the amount
of $918,000.
MOTION:
“I make a Motion to award the rail repairs bid to Burnett & Sons in the amount of $918,000.”
7.k
Packet Pg. 58
ADVERTISEMENT FOR BIDS Pittsylvania County
Ringgold Rail Restoration February 7, 2022
AFB-1
Pittsylvania County – Ringgold Rail Restoration
Sealed BIDS from qualified contractors for the construction of the Pittsylvania County – Ringgold
Rail Restoration will be received by Pittsylvania County, at the Pittsylvania County Administrator’s
Office, 1 Center Street, Chatham, Virginia 24531 before 2:00 p.m. on March 8, 2022. The sealed
bids will then be publicly opened and read aloud in the conference room, at the Pittsylvania County
Administrator’s office directly after 2:00 p.m. on March 8, 2022.
The principal features of work to be performed under this Contract consist of site
grading, erosion and sediment control, site stabilization, clearing and grubbing and storm
water management as described in the drawings and specifications.
Each Bid must be accompanied by a BID BOND payable to the Owner for five (5) percent of the
total amount of his bid. A CERTIFIED CHECK in the amount of not less than five (5) percent of
the bid amount may be submitted in lieu of a BID BOND.
A PERFORMANCE BOND and PAYMENT BOND, each in the amount of one hundred (100)
percent of the Contract Price, with a corporate surety approved by the OWNER, will be required for
the faithful performance of the contract.
The OWNER reserves the right to waive irregularities and informalities in bids received and to reject
any and all bids and to award the contract where it appears to be in the best interest of the Owner.
Bidders must be properly licensed as a Contractor in the State of Virginia. Bidder’s VA Contractor’s
license numbers must be on the outside of the bid package or the bid will be rejected.
The BID DOCUMENTS may be examined at the following locations:
Dewberry Engineers Inc. The Valley Construction News
551 Piney Forest Road 426 Campbell Avenue
Danville, VA 24540 Roanoke, VA 24016
Direct Inquiries to:
Bidding Procedures and Technical Questions – Joseph Snead at (434) 549-8522
Contract Documents: Electronic copies available per request via email to vliggon@dewberry.com.
Questions concerning this advertisement shall be directed to Ms. Veronica Liggon at Dewberry
Engineers Inc. by phone (434-549-8515) or email (vliggon@dewberry.com).
A Pre-Bid Meeting will be held at the Pittsylvania County Administrator’s Office, 1 Center Street,
Chatham, Virginia 24531 on February 18, 2022 @ 2:00 p.m. Attendance at the Pre-Bid Meeting is
not required for submitting a bid.
7.k.a
Packet Pg. 59 Attachment: Ad updated Rail Project (3069 : Ringgold Rail Restoration Project Bid Award Approval (Staff Contact: Richard N. Hicks))
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Ringgold Trail Restoration Project Bid Award Approval (Staff Contact:
Richard N. Hicks)
Staff Contact(s): Richard N. Hicks
Agenda Date: March 15, 2022 Item Number: 7.l
Attachment(s): Ad Updated Trail Project
Reviewed By:
SUMMARY:
Tropical Storm Michael extensively damaged the Ringgold Rail Trail (“trail”) suffered extensive
damage. After months of effort, the trail repairs were finally approved by FEMA as a large
project, which means FEMA and the State will cover most of the costs. Previously, the Board
approved an Agreement with Dewberry to complete the plans and specifications for the
necessary trail repairs. Sealed bids for the project were accepted on March 8, 2022, and were
publicly opened. The bid tabulation is as follows:
• Concrete Foundations $1,900,000;
• Burnette & Sons $1,329,000; and
• White’s Construction $1,271,068.65.
FINANCIAL IMPACT AND FUNDING SOURCE:
Most of costs for this Project will be covered by FEMA and the Virginia Department of
Emergency Management. The County has budgeted funds for its portion of the Project.
RECOMMENDATION:
County Staff recommends the Board award the bid to White’s Construction for the trail repairs in
the amount of $1,271,068.65
MOTION:
“I make a Motion to award the bid for the trail repairs to White’s Construction in the amount of
$1,271,068.65.”
7.l
Packet Pg. 60
ADVERTISEMENT FOR BIDS Pittsylvania County
Ringgold Rail Trail Restoration February 7, 2022
AFB-1
Pittsylvania County – Ringgold Rail Trail Restoration
Sealed BIDS from qualified contractors for the construction of the Pittsylvania County – Ringgold
Rail Trail Restoration will be received by Pittsylvania County, at the Pittsylvania County
Administrator’s Office, 1 Center Street, Chatham, Virginia 24531 before 2:30 p.m. on March 8,
2022. The sealed bids will then be publicly opened and read aloud in the conference room, at the
Pittsylvania County Administrator’s office directly after 2:30 p.m. on March 8, 2022.
The principal features of work to be performed under this Contract consist of site
grading, erosion and sediment control, site stabilization, clearing and grubbing and storm
water management as described in the drawings and specifications.
Each Bid must be accompanied by a BID BOND payable to the Owner for five (5) percent of the
total amount of his bid. A CERTIFIED CHECK in the amount of not less than five (5) percent of
the bid amount may be submitted in lieu of a BID BOND.
A PERFORMANCE BOND and PAYMENT BOND, each in the amount of one hundred (100)
percent of the Contract Price, with a corporate surety approved by the OWNER, will be required for
the faithful performance of the contract.
The OWNER reserves the right to waive irregularities and informalities in bids received and to reject
any and all bids and to award the contract where it appears to be in the best interest of the Owner.
Bidders must be properly licensed as a Contractor in the State of Virginia. Bidder’s VA Contractor’s
license numbers must be on the outside of the bid package or the bid will be rejected.
The BID DOCUMENTS may be examined at the following locations:
Dewberry Engineers Inc. The Valley Construction News
551 Piney Forest Road 426 Campbell Avenue
Danville, VA 24540 Roanoke, VA 24016
Direct Inquiries to:
Bidding Procedures and Technical Questions – Joseph Snead at (434) 549-8522
Contract Documents: Electronic copies available per request via email to vliggon@dewberry.com.
Questions concerning this advertisement shall be directed to Ms. Veronica Liggon at Dewberry
Engineers Inc. by phone (434-549-8515) or email (vliggon@dewberry.com).
A Pre-Bid Meeting will be held at the Pittsylvania County Administrator’s Office, 1 Center
Street, Chatham, Virginia 24531 on February 18, 2022 @ 3:00 p.m. Attendance at the Pre-Bid
Meeting is not required for submitting a bid.
7.l.a
Packet Pg. 61 Attachment: Ad Updated Trail Project (3072 : Ringgold Trail Restoration Project Bid Award Approval (Staff Contact: Richard N. Hicks))
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: RSAF Grant Application Submission Approval (Staff Contact:
Christopher C. Slemp)
Staff Contact(s): Christopher C. Slemp
Agenda Date: March 15, 2022 Item Number: 7.m
Attachment(s):
Reviewed By:
SUMMARY:
County Public Safety Department Staff (“Staff”) is requesting permission to apply for grants
within the Rescue Squad Assistance Fund (“RSAF”) for two (2) items in the July 2022 Cycle.
Funding is usually at fifty percent (50%) of the request. Staff will be asking for a hardship grant
of eighty percent (80%) funding.
1. Lucas CPR device and equipment for the 640 QRV – $16,476.89 (50% =
$8238,45)
2. Remount of a 2007 Ford Ambulance. Vehicle’s box is good shape, but the
chassis and engine of the truck have had serious repair issues. Remounting the truck to a new
chassis will save approximately fifteen to twenty-five percent (15% - 25%) over purchasing a
new ambulance. If this is approved for funding, it could be up to eighteen (18) months before
receiving the remounted truck, and by that time Staff will need to replace 2012 ambulance with
80,000 miles that is being run daily out of Mount Hermon. Total cost of the remount is
estimated at $246,000 (this will include require stretcher lift).
FINANCIAL IMPACT AND FUNDING SOURCE:
The matching funds for the Lucas are currently in the County’s CIP fund. The matching funds
for the remounted ambulance have been requested in the FY23 County Budget.
RECOMMENDATION:
County Staff recommends the Board authorize Staff to submit the Grant Application request for
the equipment as proposed.
MOTION:
“I make the Motion to authorize Staff to submit the RSAF Grant for the equipment as proposed.”
7.m
Packet Pg. 62
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: FRC ARPA Funding Application Approval (Staff Contact: Christopher
C. Slemp)
Staff Contact(s): Christopher C. Slemp
Agenda Date: March 15, 2022 Item Number: 7.n
Attachment(s):
Reviewed By:
SUMMARY:
In 2021, the Board committed $1,000,000 of County ARPA funding to volunteer Fire and
Rescue Departments (“Departments”). Departments are eligible to receive up to $43,000 in
funding and can submit multiple Project applications. The Fire and Rescue Commission
(“FRC’) established an Ad-Hoc Committee to review Project applications from the Departments.
Recently, the Ad-Hoc Committee met and reviewed several applications and recommended
funding the following:
• Blairs Fire and Rescue – SCBA upgrades and purchases - $18,465.10;
• Brosville Fire and Rescue – SCBA replacement and upgrades - $43,000;
• Riceville/Java Fire Department – SCBA upgrades and replacement - $43,000;
• Renan Fire Department – SCBA replacement and income loss - $42,811.55;
• Chatham Fire Department – SCBA replacement - $42,600;
• Keeling Fire Department – Loss of income (fundraising) - $9,793.42;
• Gretna Fire and Rescue – SCBA replacement - $43,000; and
• Riverbend Fire Department – Building improvements and upgrades - $25,096.
FINANCIAL IMPACT AND FUNDING SOURCE:
Requested funds will come from County ARPA funds and have no impact on the County’s
General Budget.
RECOMMENDATION:
County Staff recommends the Board approve funding the above-Projects with ARPA funds as
presented.
MOTION:
“I make a Motion to approve funding the above-Projects with ARPA funds as presented.”
7.n
Packet Pg. 63
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appointment: DPCS (Banister District); (Contact: Supervisor Barksdale)
Staff Contact(s): Supervisor Barksdale
Agenda Date: March 15, 2022 Item Number: 7.o
Attachment(s): 03-08-2022 Willie Fitzgerald - DPCS
Reviewed By:
SUMMARY:
The Banister District Representative seat on the DPCS Board is currently vacant. Supervisor
Barksdale desires for Willie Fitzgerald (“Fitzgerald”) be appointed to fill an unexpired term
beginning on March 15, 2022, and ending on June 30, 2022.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board appoint Fitzgerald to the DPCS Board to fill an unexpired
term beginning on March 15, 2022, and ending on June 30, 2022.
MOTION:
“I make a Motion to appoint Fitzgerald to the DPCS Board to fill an unexpired term beginning
on March 15, 2022, and ending on June 30, 2022.”
7.o
Packet Pg. 64
7.o.a
Packet Pg. 65 Attachment: 03-08-2022 Willie Fitzgerald - DPCS (3041 : Appointment: DPCS (Banister District); (Supervisor Barksdale))
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Resolution and Proclamation Presentations (Contact: Board of
Supervisors)
Staff Contact(s): Board of Supervisors
Agenda Date: March 15, 2022 Item Number: 8.a
Attachment(s):
Reviewed By:
The Board Member Proclamations and Resolutions will be presented as a group.
8.a
Packet Pg. 66
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Danville DMO Regional Tourism Update Presentation (Staff Contact:
Clarence C. Monday); (Presenter: Corrie T. Bobe)
Staff Contact(s): Clarence C. Monday
Agenda Date: March 15, 2022 Item Number: 8.b
Attachment(s):
Reviewed By:
Corrie Bobe, Danville Economic Development Director, will present the Board a Danville DMO
Regional Tourism Update.
8.b
Packet Pg. 67
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Case R-22-004 John David & Audrey Moss; Rezoning,
R-1, Residential Suburban Subdivision District, to A-1, Agricultural
District; The Planning Commission recommended, by an 7-0 vote, with no
opposition, that the Petitioner’s request be granted (Supervisor Scearce)
Staff Contact(s): Emily S. Ragsdale
Agenda Date: March 15, 2022 Item Number: 10.A.1
Attachment(s): R-22-004 Moss App
R-22-004 Moss App
Reviewed By:
SUMMARY:
In Case R-22-004, John and Audrey Moss (“Petitioners”) have petitioned to rezone a total of
34.25 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to
allow for agricultural uses). The subject property is located on State Road 311/Berry Hill Road,
in the Westover Election District, and shown on the Tax Maps as GPIN # 1377-64-3703. Once
the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are
permitted. On February 15, 2022, the Planning Commission recommended, by an 7-0 vote, with
no opposition, that the Petitioner’s request be granted. For the Board’s review, the County Staff
Summary is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approval of Case R-22-004 as presented. The subject property is
adjacent to properties currently zoned A-1, Agricultural District, and the rezoning would be
consistent with the County’s Comprehensive Plan.
MOTION:
“In Case R-22-004, I make a Motion to approve the rezoning of 34.25 acres from R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District, to allow the property to
be used for agricultural purposes. The rezoning would be consistent with the County’s
Comprehensive Plan.”
10.A.1
Packet Pg. 68
10.A.1.a
Packet Pg. 69 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.a
Packet Pg. 70 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.a
Packet Pg. 71 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.a
Packet Pg. 72 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.a
Packet Pg. 73 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.a
Packet Pg. 74 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.a
Packet Pg. 75 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.b
Packet Pg. 76 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.b
Packet Pg. 77 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.b
Packet Pg. 78 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.b
Packet Pg. 79 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.b
Packet Pg. 80 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.b
Packet Pg. 81 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
10.A.1.b
Packet Pg. 82 Attachment: R-22-004 Moss App (3053 : Public Hearing: Case R-22-004 John David & Audrey Moss)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis
Ocasio-Diaz; Rezoning, R-1, Residential Suburban Subdivision District,
to A-1, Agricultural District; The Planning Commission recommended, by
an 7-0 vote, with no opposition, that the Petitioners’ request be granted
(Supervisor Dudley)
Staff Contact(s): Emily S. Ragsdale
Agenda Date: March 15, 2022 Item Number: 10.A.2
Attachment(s): R-22-005 Sanchez App
R-22-005 Sanchez Map
Reviewed By:
SUMMARY:
In Case R-22-005, Alexis Ocasio-Diaz and Miriam Sanchez-Maldonador (“Petitioners”) have
petitioned to rezone a total of 1.95 acres from R-1, Residential Suburban Subdivision District, to
A-1, Agricultural District (to allow for second dwelling on the property). The subject property is
located on State Road 640/Renan Road, in the Staunton River Election District, and shown on
the Tax Maps as GPIN # 2572-15-8095. Once the property is rezoned to A-1, all uses listed
under Pittsylvania County Code § 35-178 are permitted. On February 15, 2022, the Planning
Commission recommended, by an 7-0 vote, with no opposition, that the Petitioners’ request be
granted. For the Board’s review, the County Staff Summary is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approval of Case R-22-005 as presented. The subject property is
adjacent to properties currently zoned A-1, Agricultural District, and the rezoning would be
consistent with the County’s Comprehensive Plan.
MOTION:
“In Case R-22-005, I make a Motion to approve the rezoning of 1.95 acres from R-1, Residential
Suburban Subdivision District, to A-1, Agricultural District, to allow for a second dwelling to be
placed on the property. The rezoning would be consistent with the County’s Comprehensive
Plan.”
10.A.2
Packet Pg. 83
10.A.2.a
Packet Pg. 84 Attachment: R-22-005 Sanchez App (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
10.A.2.a
Packet Pg. 85 Attachment: R-22-005 Sanchez App (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
10.A.2.a
Packet Pg. 86 Attachment: R-22-005 Sanchez App (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
10.A.2.a
Packet Pg. 87 Attachment: R-22-005 Sanchez App (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
10.A.2.a
Packet Pg. 88 Attachment: R-22-005 Sanchez App (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
10.A.2.a
Packet Pg. 89 Attachment: R-22-005 Sanchez App (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
10.A.2.a
Packet Pg. 90 Attachment: R-22-005 Sanchez App (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
10.A.2.b
Packet Pg. 91 Attachment: R-22-005 Sanchez Map (3054 : Public Hearing: Case R-22-005 Miriam Sanchez-Maldonador & Alexis Ocasio-Diaz)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title:
Public Hearing: Case R-22-006 Horace Guill; Rezoning, A-1,
Agricultural District, to R-1, Residential Suburban Subdivision District;
The Planning Commission recommended, by an 7-0 vote, with no
opposition, that the Petitioner’s request be granted (Supervisor Barksdale)
Staff Contact(s): Emily S. Ragsdale
Agenda Date: March 15, 2022 Item Number: 10.A.3
Attachment(s):
R-22-006 Guill App
R-22-006 Guill Map
R-22-006 Guill Plat
Reviewed By:
SUMMARY:
In Case R-22-006, Horace Guill (“Petitioner”) has petitioned to rezone 0.997 acres, from A-1,
Agricultural District, to R-1, Residential Suburban Subdivision District (allow the property to be
consolidated with a parcel zoned R-1). The subject property is located on 640/Riceville Road, in
the Banister Election District, and shown on the Tax Maps as part of GPIN # 2488-65-1241.
Once the property is rezoned to R-1, all uses listed under Pittsylvania County Code § 35-222 are
permitted. On February 15, 2022, the Planning Commission recommended, by an 7-0 vote, with
no opposition, that the Petitioner’s request be granted. For the Board’s review, the County Staff
Summary is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approval of Case R-22-006 as presented. The subject property is
adjacent to properties currently zoned R-1, Residential Suburban Subdivision District, and the
rezoning would be consistent with the County’s Comprehensive Plan.
MOTION:
“In Case R-22-006, I make a Motion to approve the rezoning of 0.997 acres, from A-1,
Agricultural District, to R-1, Residential Suburban Subdivision District, to allow property lines
to be adjusted. The rezoning would be consistent with the County’s Comprehensive Plan.”
10.A.3
Packet Pg. 92
10.A.3.a
Packet Pg. 93 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.a
Packet Pg. 94 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.a
Packet Pg. 95 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.a
Packet Pg. 96 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.a
Packet Pg. 97 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.a
Packet Pg. 98 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.a
Packet Pg. 99 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.a
Packet Pg. 100 Attachment: R-22-006 Guill App (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.b
Packet Pg. 101 Attachment: R-22-006 Guill Map (3055 : Public Hearing: Case R-22-006 Horace Guill)
10.A.3.cPacket Pg. 102Attachment: R-22-006 Guill Plat (3055 : Public Hearing: Case R-22-006 Horace Guill)
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC
Sections18-29 and 33) Revisions; (Staff Contact: Emily S. Ragsdale)
Staff Contact(s): Emily S. Ragsdale
Agenda Date: March 15, 2022 Item Number: 10.B.1
Attachment(s): 03-15-2022 Chapter 18 - Subdivision
Chapter 18 Subdivision Ordinance Changes
Reviewed By:
SUMMARY:
Pittsylvania County Code (“PCC”), Chapter 18, Subdivision Ordinance, regulates the
subdivision of property within the County and the review process and requirements for plats. To
create a more efficient and effective way to make the required changes to the County’s GIS
System when new plats are recorded, County Staff is recommending that two (2) coordinate
points be required on each plat submitted for review and recordation. For the Board’s review
and consideration, said proposed PCC revisions are attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
Following conducting the legally required Public Hearing, County Staff recommends the Board
approve the PCC Chapter 18 revisions as attached and presented
MOTION:
“I make a Motion to approve the PCC Chapter 18 revisions as attached and presented.”
10.B.1
Packet Pg. 103
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a Public Hearing on Tuesday, March 15,
2022, at 7:00 p.m., at the Board Meeting Room, 39 Bank Street, Chatham, Virginia 24531, to
receive citizen input on proposed revisions to Pittsylvania County Code (“PCC”), Chapter 18,
Subdivision Ordinance, Section 18-29, Preliminary Plat; and PCC Chapter 18, Subdivision
Ordinance, Section 18-33, Final Plat. A complete copy of the proposed revisions is available at
the Pittsylvania County Administrator’s Office, 1 Center Street, Chatham, Virginia 24531,
Monday through Friday, 8:00 a.m. to 5:00 p.m., as well as on the County’s website at
www.pittsylvaniacountyva.gov.
10.B.1.a
Packet Pg. 104 Attachment: 03-15-2022 Chapter 18 - Subdivision (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-29 and
PITTSYLVANIA COUNTY CODE
CHAPTER 18
SUBDIVISION ORDINANCE
Article I.
General Considerations
§ 18-1. Incorporation of State Laws
§ 18-2. Definition
§ 18-3. Administration
§ 18-4. Duties
§ 18-5. To Consult
Article II.
Submission of Plats
§ 18-6. Platting Required
§ 18-7. Appeal of Disapproval by Agent
§ 18-8. Draw and Certify
§ 18-9. Owner's Statement
§ 18-10. No One Exempt
§ 18-11. Private Contracts
§ 18-12. Necessary Changes
§ 18-13. Fees
Article III.
Requirements of Subdivisions
§ 18-14. Mutual Responsibility
§ 18-15. Land must be Suitable
§ 18-16. Flooding
§ 18-17. Building Site
§ 18-18. Improvements
§ 18-19. Bond
§ 18-20. Plans and Specifications
§ 18-21. Part of a Tract
§ 18-22. Lots
§ 18-23. Blocks
§ 18-24. Streets
§ 18-25. Monuments
§ 18-26. Reservation of Land for Public Purposes
Article IV.
10.B.1.b
Packet Pg. 105 Attachment: Chapter 18 Subdivision Ordinance Changes (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-
Approval of Plats
§ 18-27. Approval Required Before Sale
§ 18-28. Preliminary Sketch
§ 18-29. Preliminary Plat
§ 18-30. Procedure
§ 18-31. No Guarantee
§ 18-32. Six Months' Limit
§ 18-33. Final Plat
§ 18-34. Conditions
§ 18-35. Special Provisions
Article V.
Advertising Standards
§ 18-36. Advertising Standards
Article VII.
Effectual Clauses
§ 18-37. Exceptions
§ 18-38. Penalties
§ 18-39. Severability
§ 18-40. Repeal
§ 18-41. Amendments
§ 18-42. Street and Highway Construction
10.B.1.b
Packet Pg. 106 Attachment: Chapter 18 Subdivision Ordinance Changes (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-
PITTSYLVANIA COUNTY CODE
CHAPTER 18
SUBDIVISION ORDINANCE
An ordinance to regulate the subdivision of property into lots, streets, alleys, and other
public areas, to provide for the making and recording of plats of such subdivisions and the
certification of same and provide for the approval of plats.
Whereas, pursuant to Chapter 22, Article 6 of Title 15.2, Code of Virginia 1950, as
amended, the Board of Supervisors of Pittsylvania County, Virginia, is authorized to adopt
regulations to assure the orderly subdivision of land and its development, to provide for the
harmonious and economic development of the county, for the coordination of streets within
subdivisions of land with other existing or planned streets, for adequate open spaces for traffic,
recreation, light and air, and for distribution of population and traffic which will tend to create
conditions favorable to health, safety, convenience and prosperity.
Therefore, be it ordered by the Board of Supervisors of Pittsylvania County, Virginia,
that the following regulations are hereby adopted for the subdivision of land within
unincorporated portions of Pittsylvania County, and from and after the effective date of this
ordinance, every owner or proprietor of any tract of land to which these regulations apply after
the approval of the Board of Supervisors or designated agent, shall cause a plat of such
subdivision developed and prepared in accordance with these regulations with reference to
known or permanent monuments, to be made and recorded in the office of the Clerk of the
Circuit Court wherein deeds conveying such land are required by law to be recorded. A copy of
said plat shall also be filed in the office of the Commissioner of Revenue.
PITTSYLVANIA COUNTY CODE
10.B.1.b
Packet Pg. 107 Attachment: Chapter 18 Subdivision Ordinance Changes (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-
CHAPTER 18
SUBDIVISION ORDINANCE
Purpose:
The purpose of this ordinance is to establish certain standards for the division of land into
subdivided parts in accordance with procedures established by Pittsylvania County, Virginia,
within such of its geographical area as may come under jurisdiction of the governing body.
These regulations are part of a long-range plan to guide and facilitate the orderly
beneficial growth of the community, and to promote the public health, safety, convenience,
comfort, prosperity and general welfare. More specifically, the purpose of these standards and
procedures are to provide a guide for the change that occurs when lands and acreage become
urban in character as a result of development for residential, business or industrial purposes; to
provide assurance that the purchasers of lots are buying a commodity that is suitable for
development and use; and to make possible the provisions of public services in a safe, adequate
and efficient manner. Subdivided land sooner or later becomes a public responsibility in that
roads and streets must be maintained and numerous public services customary to urban areas
must be provided. This ordinance assists the community in meeting these responsibilities.
Article I. General Considerations
Sec. 18-1. Incorporation of State Laws
This ordinance hereby incorporates by reference Title 15.2, Chapter 22, Article 6 of the
Code of Virginia (1950), as amended; and related laws.
Sec. 18-2. Definitions
For the purpose of this ordinance, certain words and terms used herein shall be interpreted or
defined as follows: Words used in the present tense include the future, words in the singular
number include the plural, and the plural the singular, unless the natural construction of the word
indicates otherwise; the word "lot" includes the word "parcel"; the word "shall" is mandatory and
not discretionary; the word "approve" shall be considered to be followed by the words "or
disapprove"; and reference to this ordinance includes all ordinances amending or supplementing
the same; all distances and areas refer to measurement in a horizontal plane.
(a) Agent. The representative of the Board of Supervisors of Pittsylvania County who has been
appointed agent of the Board in approving subdivision plats.
(b) Alley. A permanent service way providing a secondary means of access to abutting
properties.
(c) Building line. The distance which a building is from the front line or front boundary line.
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(d) Commission. The Planning Commission of Pittsylvania County, Virginia.
(e) Cul-de-sac. A street with only one outlet and having an appropriate turn-around for a state
and convenient reverse traffic movement.
(f) Developer. An owner of property being subdivided, whether or not represented by an
agent.
(g) Easement. A grant by a property owner of the use of land for a specific purpose or
purposes.
(h) Engineer. An engineer licensed by the Commonwealth of Virginia.
(i) Governing Body. The Board of Supervisors of Pittsylvania County, Virginia.
(j) Health Official. Either the health director or sanitarian of Pittsylvania County, Virginia.
(k) Highway Engineer. The resident engineer employed by the Virginia Department of
Transportation.
(l) Jurisdiction. The area or territory subject to the legislative control of the governing body.
(m) Lot. A numbered and recorded portion of a subdivision intended for transfer of
ownership or for building development for a single building and its accessory
building.
(n) Lot, corner. A lot abutting upon two (2) or more streets at their intersection; the shortest side
fronting upon a street shall be considered the front of the lot, and the longest side fronting
upon a street shall be considered the side of the lot.
(o) Lot, depth of. The mean horizontal distance between the front and rear lot lines.
(p) Lot, double frontage. An interior lot having frontage on two (2) streets.
(q) Lot of record. A lot which has been recorded in the office of the Clerk of the Circuit Court.
(r) Lot, width of. The mean horizontal distance between the side lot lines.
(s) Planned Residential Communities. Is a planned unit development consisting of varied types
of residential land use and density. All Planned Residential Communities (PRC) must
comply with this subdivision ordinance and are subject to additional requirements as may
be deemed necessary by the Board or its designated agent.
(t) Plat. Includes the terms map, plan, plot, replat, or replot; a map or plan of a tract or parcel of
land which is to be, or which has been subdivided. When used as a verb "plat" is
synonymous with "subdivide."
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(u) Property. Any tract, lot, parcel or several of the same collected together for the purpose of
subdividing.
(v) Remnant. There shall be no remnants of land left in a subdivision.
(w) Re-subdivision. The division of a lot, parcel, or tract in an approved subdivision into two
(2) or more lots, parcels, or tracts. All resubdivisions shall comply and be subject to the
same policies and procedures as a subdivision.
(x) Street. A public right-of-way, or publicly dedicated right-of-way which offers a primary
means of vehicular ingress and egress, or access, to properties, or abutting properties, or
provides for through traffic, whether designated as a highway, street, avenue, boulevard,
road, lane, alley or any other public way. (B.S.M. 07/01/02)
(y) Street or alley, public use of. The unrestricted use of a specified area or right of way for
ingress and egress to two (2) or more abutting properties.
(z) Street, major. A heavily traveled thoroughfare or highway that carries a large volume of
through traffic, or anticipated traffic exceeding five hundred (500) vehicles per day.
(aa) Street, other. A street that is used primarily as a means of public access to the abutting
properties with anticipated traffic of less than five hundred (500) vehicles per day.
(bb) Street, service drive. A public right of way generally paralleled and contiguous to a major
highway, primarily designed to promote safety by eliminating promiscuous ingress and
egress to the right of way by providing safe and orderly points of access to the highway.
(cc) Street width. The total width of the strip of land dedicated or reserved for public travel,
including roadway, curbs, gutters, sidewalks, and planting strips.
(dd) Subdivision. A subdivision shall mean the division of any-lot, parcel, or tract of land
into four (4) or more parts each for the purpose of transfer of ownership or building
development, or if a new street is involved in such division, any division of a parcel of
land is required to meet the requirements of this ordinance.
(B.S.M. 04/06/87), (B.S.M. 07/01/02)
The term subdivision shall not include a bona fide single division or partition of agricultural land
between immediate family members for agricultural purposes or for a building site. The term
“immediate family” shall be defined as provided for in Virginia Code Section 15.2-2244 A, as
the same may be from time to time amended, which is incorporated herein by reference. Any
such division shall be subject to provisions of Virginia Code Section 15.2-2244 A, as the same
may from time to time be amended. In addition, no division of land which has been ordered by a
Court of competent jurisdiction shall be subject to the provision of this ordinance. (B.S.M.
07/07/08)
The word “subdivide” and any derivative thereof shall have reference to the term “subdivider” as
defined below:
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(ee) Subdivider. An individual, corporation or registered partnership, owning any tract, lot or
parcel of land to be subdivided, or group of (2) two or more persons owning any tract,
lot or parcel of land to be subdivided, who has given their power of attorney to one of
their group or to another individual to act on their behalf in planning, negotiating for, in
representing, or executing the legal requirements of the subdivision.
(ff) Surveyor. Certified land surveyor as licensed by the Commonwealth of Virginia.
Sec. 18-3. Administration
The County Administrator, or his designee hereby is designated the agent appointed by the
Board of Supervisors to administer this ordinance. In so acting, the agent shall be considered the
agent of the Board of Supervisors, and approval or disapproval by the agent shall constitute
approval or disapproval until countermanded by the Board of Supervisors. (B.S.M. 07/01/02)
Sec. 18-4. Duties
The agent shall perform its duties as regards subdivisions and subdividing in accordance with
this ordinance and with Article 7 of the Virginia Planning Act.
Sec. 18-5. To Consult
In the performance of its duties the agent may call for opinions or decisions, either verbal or
written, from other departments in considering details of any submitted plat. This authority by
the agent shall have particular reference to the resident highway engineer and the health officer.
Article II. Procedure for Making and Recording Plats
Sec. 18-6. Platting Required
Any owner or developer of any tract of land situated within Pittsylvania County who subdivides
the same shall cause a plat of such subdivision, with reference to known or permanent
monuments to be made and recorded in the office of the clerk of the Circuit Court of
Pittsylvania, Virginia. No such plat of subdivision shall be recorded unless and until it shall have
been submitted, approved and certified by the agent in accordance with the regulations set forth
in this ordinance. No lot shall be sold in any such subdivision before the plat shall have been
recorded.
Sec. 18-7. Appeal of Disapproval by Agent
In the event a plan for subdivision is disapproved by the agent, the subdivider may appeal to the
governing body which may then override the recommendation of the agent and approve said plat.
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Sec. 18-8. Draw and Certify
Every such plat shall be prepared by a surveyor or civil engineer duly licensed by the State of
Virginia, who shall endorse upon each plat a certificate signed by him setting forth the source of
the title of the land subdivided, and the place of record of the last instrument in the chain of title.
When the plat is of land acquired from more than one source of title, the outlines of the several
tracts shall be indicated upon such plat, within an insert block, or by means of a dotted boundary
line upon the plat.
Sec. 18-9. Owner's Statement
Every such plat, or the deed of dedication to which such plat is attached, shall contain in addition
to the surveyor's or civil engineer's certificate a statement to the effect that "the above and
foregoing subdivision of (here insert correct description of the land subdivided) as appears in this
plat is with free consent and in accordance with the desire of the undersigned owners,
proprietors, and trustees, if any," which shall be signed by the owners, proprietors, and trustees,
if any, and shall be duly acknowledged before some officer authorized to take
acknowledgements of deeds and when thus executed and approved as herein specified shall be
filed and recorded in the office of the clerk of the Circuit Court of Pittsylvania County, Virginia,
and included under the names of the land owners signing such statement and under the name of
the subdivision.
Sec. 18-10. No One Exempt
No person shall subdivide any tract of land that is located within Pittsylvania County as defined
in Article 7 of the Virginia Planning Act except in conformity with the provisions of this
ordinance.
Sec. 18-11. Private Contracts
This ordinance bears no relation to any private easement, covenant, agreement or restrictions, nor
is the responsibility of enforcing such private easement, covenant, agreement or restriction
implied herein to any public official. When this ordinance calls for more restrictive standards
than are required by private contract the provisions of this ordinance shall control.
Sec. 18-12. Necessary Changes
No change, erasure or revision shall be made on any preliminary or final plat, nor on
accompanying data sheets after approval of the agent has been endorsed in writing on the plat or
sheets, unless authorization for such changes have been granted in writing by the agent.
Sec. 18-13. Fees
There shall be a charge for the examination and approval or disapproval of every plat reviewed
by the agent. At the time of filing the final plat in the Administrator's Office, the subdivider may
pay in cash or deposit with the agent checks payable to the treasurer in the amount of twenty-five
dollars ($25.00) per plat plus one dollar ($1.00) per lot. In the event a plat is disapproved there
will be a fee of ten dollars ($10.00) payable on return of the disapproved plat.
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Article III. Requirements of Subdivisions
Sec. 18-14. Mutual Responsibility
There is a mutual responsibility between the subdivider and the county to divide the land so as to
improve the general use pattern of the land being subdivided.
Sec. 18-15. Land Must be Suitable
The agent shall not approve the subdivision of land if from adequate investigations conducted by
all public agencies concerned, it has been determined that in the best interest of the public the
site is not suitable for platting and development purposes of the kind proposed.
Sec. 18-16. Flooding
Land subject to flooding and land deemed to be topographically unsuitable shall not be platted
for residential occupancy, or for such other uses as may increase danger of health, life or
property, or aggravate erosion or flood hazard. Such land within the subdivision shall be set
aside on the plat for such uses as shall not be endangered by periodic or occasional inundation or
shall not produce conditions contrary to public welfare.
Sec. 18-17. Building Site
To insure that residents will have sufficient land upon which to build a house which is flood free,
the agent may require the subdivider to provide elevation and flood profiles sufficient to
demonstrate the land to be completely free of the danger of flood waters.
Sec. 18-18. Improvements
All required improvements shall be installed by the subdivider at his cost. In cases where
specifications have been established either by the Virginia Department of Transportation or local
ordinances and codes, such specifications shall be followed. The subdivider's bond shall not be
released until construction has been inspected and approved by the appropriate engineer. All
improvements shall be in accordance with the following requirements: (B.S.M. 07/01/02)
A. Lot size - public water and sewer. Residential lots served by both public water
and public sewer systems shall be seventy-five (75) feet or more in width at the building line and
ten thousand (10,000) square feet or more in area.
B. Lot size - public water or sewer. Residential lots served by either public
water or public sewer systems shall be one hundred (100) feet or more in width at the building
line and fifteen thousand (15,000) feet or more in area.
C. Lot size - neither public water nor sewer. Residential lots served by neither
public water nor public sewer systems shall be one hundred (100) feet or more in width and
twenty thousand (20,000) square feet or more in area.
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D. Minimum front footage. The minimum allowable front footage on a lot
fronting on a public street shall be fifty (50) feet, except that the minimum for lots on a cul-de-
sac shall be thirty (30) feet.
E. Septic tanks. The agent shall not approve any subdivision where sanitary sewers
are not provided unless that agent shall receive in writing from the health official, a statement to
the effect that the area contained in the subdivision is satisfactory for the installation of septic
tanks, and that they will not create hazards to public health on an individual lot by all basis.
F. Exceptions. Greater lot areas may be required where individual septic tanks or
individual wells are used if the health official determines that there are factors of drainage, soil
condition or other conditions to cause potential health problems. The agency may require that
data from percolation tests be submitted as a basis for passing upon subdivisions dependent upon
septic tanks as a means of sewage disposal.
G. Flood control and drainage. The subdivider shall provide all necessary
information needed to determine what improvements are necessary to properly develop the
subject property including flood control devices. The subdivider shall also provide plans for all
such improvements together with a certified engineer's statement that such improvements, when
properly installed, will be adequate for proper development. The highway engineer shall then
approve or disapprove the plans. The subdivider shall also provide any other information
required by the highway engineer.
H. Easements. The agent may require that easements for drainage through
adjoining property be provided by the subdivider. Easements of not less than ten (10) feet in
width shall be provided for water, sewer, power lines and other utilities in the subdivision when
required by the agent.
I. Public water. Where public water is available the service shall be extended to all
lots within a subdivision.
J. Private water and/or sewer. Nothing in this regulation shall prevent the
installation of privately owned water distribution systems or sewage collection and treatment
facilities, provided, however, that any such installations must meet all of the requirements of the
State Water Control Boar, the State Health Department, and any other State or local regulation
having authority over such installations.
K. Fire protection. The installation of adequate fire hydrants in a subdivision
at locations approved by the agent may be required, provided necessary public water is available.
The agent shall consult with the proper authority before approving such location.
Sec. 18-19. Bond
Before any subdivision plat will be finally approved by the agent, the subdivider shall, in lieu of
completed construction of any street, curb, sidewalk, drainage or sewage system, or other
improvements to be financed in whole or part by private funds, furnish to the governing body a
certified check in the amount of estimated costs of construction, or a performance bond, with
surety satisfactory to the governing body in an amount calculated by the agent to be sufficient for
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and conditioned upon the construction of such facilities or the required improvements, in a
workmanlike manner, and in accordance with specifications and construction schedules
established or approved by the appropriate engineer, which bond shall be payable to and
held by the Board of Supervisors.
Upon written request by the subdivider or developer, the governing body, or its agent, shall
provide periodic partial and final complete release of any bond, escrow, letter of credit, or other
performance guarantee required by the governing body, in accordance with the provisions of
Title 15.2-2245 of the Code of Virginia, as amended. The governing body shall not provide final
complete release of any bond, escrow, letter of credit, or other performance guarantee required
for the proper construction of subdivision streets until these streets are accepted into the
secondary road system of the Virginia Department of Transportation. When it shall become
necessary to forfeit the bond to cover required improvement, once three (3) houses are completed
in subdivision section with four (4) or more lots, the County subdivision agent shall notify the
developer by registered or certified mail of the County's intent to forfeit the bond. The developer
may establish a schedule to complete the work with the subdivision agent; such schedule shall
not exceed six (6) months from the date of the certified notice. A waiver on the six (6) months
requirement may be granted by the Board of Supervisors upon written request to the Board of
Supervisors at regularly scheduled meeting. (B.S.M. 07/01/02)
Sec. 18-20. Plans and Specifications
Three (3) blue or black line prints of the plans and specifications for all required physical
improvements to be installed, shall be prepared by a certified land surveyor or civil engineer and
shall be submitted to the agent, who shall approve or disapprove within thirty (30) days, except
as Section 18-29 (H.) is applicable. If approved, one (1) copy bearing certification of such
approval shall be returned to the subdivider. If disapproved, all papers shall be returned to the
subdivider with the reason of disapproval in writing. In the event no action is taken in thirty (30)
days such subdivision shall be deemed approved.
Sec. 18-21. Part of a Tract
Whenever part of a tract is proposed for platting and it is intended to subdivide additional parts
in the future, a sketch plan for the entire tract shall be submitted with the preliminary plat.
Sec. 18-22. Lots
A. Shape. The lot arrangement, design, and shape shall be such that lots will provide
satisfactory and desirable sites for buildings, and be properly related to topography, and conform
to requirements of this ordinance. Lots shall not contain peculiarly shaped elongation's solely to
provide necessary square footage of area, which would be unusable for normal purposes.
B. Location. Each lot shall abut on a street dedicated by the subdivision plat, or
on an existing publicly dedicated street, or on a street, which has become public by right of use.
If the existing streets are not fifty (50) feet in width, the subdivider shall make provisions in the
deeds to the lots for all buildings to be so constructed as to permit the widening by dedication of
such roads or streets to a width of fifty (50) feet.
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C. Building lines. It is recommended that all structures have a minimum setback of
thirty (30) feet from any street right-of-way line.
D. Corner lots. Corner lots shall have extra width sufficient for maintenance of
any required building lines on both streets as required by the agent.
E. Side lines. Side lines of lots shall be approximately at right angles, or radial to
the street line.
F. Remnants. All remnants of lots below minimum size left over after
subdividing of a tract must be added to adjacent lots, or otherwise disposed of rather than
allowed to remain unusable parcels.
Sec. 18-23. Blocks
A. Length and width. The maximum length of blocks generally shall be twelve
hundred (1,200) feet and the minimum length of blocks upon which lots have frontage shall be
five hundred (500) feet. Blocks shall be wide enough to allow two tiers of lots of minimum
depth, except where fronting on major streets, unless prevented by topographical conditions or
size of the property, in which case the agent may approve a single tier of lots of minimum depth.
B. Orientation. Where a subdivision adjoins a major road, the commission may
require that the greater dimension of the block shall front or back upon such major thoroughfare
to avoid unnecessary ingress or egress.
C. Business or industrial. Blocks intended for business or industrial use shall be
designed specifically for such purposes with adequate space set aside for off-street parking and
delivery facilities.
Sec. 18-24. Streets
A. Alignment and layout. The arrangement of streets in new subdivisions shall make
provision for the continuation of existing streets in adjoining areas. The street arrangement must
be such as to cause no unnecessary hardship to owners of adjoining property when they plat their
own land and seek to provide for convenient access to it. Where, in the opinion of the agent, it is
desirable to provide for street access to adjoining property, proposed streets shall be extended by
dedication to the boundary line of such property. Half streets along the boundary of land
proposed for subdivision may not be permitted. Wherever possible, streets should interest at
right angles. In all hillside areas streets running with contours shall be required to intersect at
angles of not less than sixty (60) degrees, unless approved by the highway engineer.
B. Approach angle. Major streets shall approach the major or collector streets at
an angle or not less than eighty (80) degrees, unless the agent upon recommendation of the
highway engineer, shall approve a lesser angle of approach for reasons of contour, terrain or
matching of existing patterns.
C. Minimum widths. The minimum widths of proposed streets, measured from
the lot line, shall be as shown on the major street plan, or if not shown on such plan shall be:
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1. As identified in the VDOT subdivision street standards on 24VAC 30-90-
380 Table I as revised by VDOT.
2. Rural rustic roads, as defined by Virginia Department of Transportation,
not less than thirty (30) feet. (B.S.M. 09/19/02)
3. Or other minor streets which cannot be extended in the future – no less
than forty (40) feet. (B.S.M. 09/01/02)
D. Construction requirements. Unless otherwise specified, all street construction
requirements shall be those of the Virginia Department of Transportation for acceptance into the
State secondary system, including but not limited to the current edition of: "Subdivision Street
Requirements" and "Pavement Design Guide for Subdivision and Secondary Roads in Virginia”,
as both are amended from time to time. (B.S.M. 07/01/02)
E. Cul-de-sacs. Shall meet the requirements of VDOT 24VAC 30-90-380
subdivision standard as revised by VDOT. (B.S.M. 03/21/06)
F. Alleys. Alleys should be avoided wherever possible. Dead-end alleys, if
unavoidable, shall be provided with adequate turnaround facilities as determined by the agent.
G. Private streets. Except as provided in Section 15.2-2267 Code of Virginia, 1950,
as the same may from time to time be amended, there shall be no private streets platted in any
subdivision. Every subdivided property shall be served from a publicly dedicated street. There
shall be no reserved strips controlling access to streets, except where the control of such strips is
definitely placed within the community under conditions approved by the agent.
(B.S.M. 03/21/06)
H. Names. Proposed streets which are obviously in alignment with other already
existing and named streets shall bear the names of the existing street. In no case shall the name
of proposed streets duplicate existing street names in Pittsylvania County and adjoining
jurisdictions, irrespective of the use of the suffix street, avenue, boulevard, drive, way, place,
lane or court. Street names shall be indicated on the preliminary and final plats, and shall be
approved by the agent. Names of existing streets shall not be changed except by approval of the
Board of Supervisors.
I. Identification signs. Street identification signs of an approved design shall be
installed at all intersections.
J. Grades. Deleted in its entirety. (B.S.M. 03/21/06)
Sec. 18-25. Monuments
A. Visible for inspection. Upon completion of subdivision streets, sewers and other
improvements, the subdivider shall make certain that all monuments required by the highway
engineer are clearly visible for inspection and use. Such monuments shall be inspected and
approved by the engineer before any improvements are accepted by the Board of Supervisors.
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B Location - permanent. Permanent monuments shall be set at all street corners, at
all points where the street line intersects the exterior boundaries of the subdivision, and at right
angle points, and points of curve in each street. The top of the monument shall have an
appropriate mark to identify properly the location.
C. Location - iron. All other lot corners shall be marked with solid iron not less than
five-eight's (5/8) inch in diameter and twenty-four (24) inches long and driven so as to be flush
with the finished grade. When rock is encountered, drill a hole four (4) inches deep in the rock
and cement a steel or iron rod at least five-eight's (5/8) inch diameter whose top shall be flush
with the finished grade line.
Sec. 18-26. Reservation of Land for Public Purposes
The Board of Supervisors or Planning Commission may require subdividers of residential
subdivisions to set aside land for parks, playgrounds, schools, libraries, county buildings, and
similar public and semipublic uses, subject to the following regulations:
A. Subdividers shall not be required to reserve land for public purposes other than
streets, drainage, parks and playgrounds, except on a reimbursement basis. They shall be
reimbursed by the jurisdiction or agency requiring the land. The county shall be required to
obtain an option upon the property involved for a period of twelve (12) months following the
recording of the plat for such purchase. If the land is not purchased within the said twelve (12)
months it may be sold as lots for the same purpose for which the subdivision was platted. To
facilitate such possible eventual sale of reserved land as separate lots, the subdivider shall show
on his final plat, by dotted lines and dotted numbers, the sizes and dimensions of lots to be
created within the boundaries of any such reserved land, and may sell such such lots, after the
expiration date of the reservation, by lot number, without filing an amended plat.
B. The commission shall make certain that lands so reserved are divisible in the
same manner as the remainder of the subdivision so that the subdivider will not be required to
reserve an unusable portion of his subdivision.
Article IV. Approval of Plats
Sec. 18-27. Approval Required Before Sale
Whenever any subdivision of land is proposed, and before any permit for the erection of a
structure shall be granted, the subdivider or his agent shall apply in writing to the agent for the
approval of the subdivision plat and submit three (3) copies of the preliminary plat including the
lot, street and utilities layout. No lot shall be sold until a final plat for the subdivision shall have
been approved and recorded in the following manner.
Sec. 18-28. Preliminary Sketch
The subdivider may, if he so chooses, submit to the agent a preliminary sketch of the proposed
subdivision prior to his preparing an engineered preliminary, and final plat. The purpose of such
preliminary sketch is to permit the agent to advise the subdivider whether his plans in general,
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are in accordance with the requirements of this ordinance. The commission, upon submission of
any preliminary sketch, shall study it, and advise the subdivider wherein it appears that changes
would be necessary. The agent may mark the preliminary sketch indicating necessary changes
and any such marked sketch shall be returned to the commission with the preliminary plat.
Sec. 18-29. Preliminary Plat
The subdivider shall present to the agent three (3) copies of a preliminary layout at a
scale of not less than one hundred (100) feet to the inch as a preliminary plat. The preliminary
plat shall include the following information:
A. Name of subdivision, owner, subdivider, surveyor or engineer, date of drawing,
number of sheets, magisterial district, adjoining property owners, true north point and scale.
B. Location of proposed subdivision by an insert map at a scale of not less than two
(2) inches equal one (1) mile showing adjoining roads, their names and numbers, towns,
subdivisions and other landmarks.
C. The boundary survey or existing survey of record provided such survey shows a
closure with an accuracy of not less than one in twenty-five hundred; total acreage, acreage of
subdivided area, number and approximate area and frontage of all building sites, existing
buildings within the boundaries of the tract, names of owners and their property lines within the
boundaries of the tract and adjoining such boundaries.
D. All existing, platted and proposed streets, their names, number and width; existing
utility or other easements, public areas and parking spaces; culverts, drains and water courses,
their names and other pertinent data.
E. All parcels of land to be dedicated for public use and the conditions of such
dedication.
F. Location of proposed docks or piers on waterfront property is required. Such
proposed location must meet the requirements of the Army Corp of Engineers, the Division of
Game and Inland Fisheries and the Smith Mountain Lake Policy Advisory Board depending on
the jurisdiction. It is the developer's responsibility to find out what jurisdictional authority
controls the waterway in question. (B.S.M. 08/07/89)
G. Elevations of existing and proposed ground surface at all street intersections and
at points of major grade change along the center line of streets together with proposed grade lines
connecting therewith.
H. Proposed connections with existing sanitary sewers and existing water supply or
alternate means of sewage disposal and water supply. Should alternate means of sewage
disposal and water supply require State Health Department and/or State Water Control Board
approval, then the thirty (30) day plat approval period in Section 18-20 is not applicable.
I. Provision for collecting and discharging surface drainage and preliminary designs
of any structures that may be required.
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J. A minimum of two control points on each plat sheet must be identified with their
X and Y coordinate values based on the NAD 1983 State Plane Virginia South FIPS 4502 (US
Feet) projected coordinate system.
Sec. 18-30. Procedure
The agent or his appointed representative shall discuss the preliminary plat with the subdivider in
order to determine whether or not his preliminary plat generally conforms to the requirements of
the subdivision ordinance. The subdivider shall then be advised in writing within thirty (30)
days, which may be by formal letter or by legible markings on his copy of the preliminary plat,
concerning any additional data that may be required, the character and extent of public
improvements that will have to be made, and an estimate of the cost of construction or
improvements and the amount of the performance bond which will be required as a prerequisite
to approval of the final subdivision plat. In determining the cost of required improvements and
the amount of performance bond, the agent may consult with a duly licensed engineer who shall
prepare this data for the agent if the subdivider does not provide a bona fide estimate of the cost
of improvements.
Sec. 18-31. No Guarantee
Approval by the agent of the preliminary plat does not constitute a guarantee of approval of the
final plat.
Sec. 18-32. Six Months' Limit
The subdivider shall have not more than six (6) months after receiving official notification
concerning the preliminary plat to file with the agent a final subdivision plat in accordance with
this ordinance. Failure so to do shall make preliminary approval null and void. The agent may,
on written request by the subdivider, grant an extension of this time limit.
Sec. 18-33. Final Plat
The final plat shall meet the standards of quality required under the Virginia Public Records Act
as defined in Section 42.1-82 of the Code of Virginia, as amended, 1950.
The subdivision plat submitted for final approval by the governing body, or it’s designated
Agent, and subsequent recording shall be clearly and legibly drawn in ink upon reproducible
Mylar paper at a scale of one hundred (100) feet to the inch on sheets having a size of eighteen
by twenty inches (18" X 20"). In addition to the requirements of the preliminary plat the final
plat shall include the following: (B.S.M. 07/01/02)
A. A blank oblong space of 3" X 5" shall be reserved for the use of the approving
authority.
B. Certificate signed by the surveyor or engineer setting forth the source of title of
the owners of the land subdivided and the place of record of the last instrument in the chain of
title.
10.B.1.b
Packet Pg. 120 Attachment: Chapter 18 Subdivision Ordinance Changes (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-
C. A statement to the effect that the subdivision as it appears on this plat is with the
free consent and in accordance with the desires of the owners, proprietors and trustees, if any,
which shall be duly acknowledged before some officer authorized to take acknowledgements of
deeds.
D. When the subdivision consists of land acquired from more than one source of title
the outlines of the various tracts shall be indicated be dash-lines, and identification of the
respective tracts shall be placed on the plat.
E. The accurate location and dimensions by bearings and distances with curve data
on all lots and street lines and center lines of streets, boundaries of all proposed or existing
easements, parks, school sites or other public areas, the number and area of all building sites, all
existing public and private streets, their names, numbers and widths, existing utilities, and those
to be provided such as sanitary sewers, storm drains, water mains, manholes and underground
conduits including their size and type, water courses and their names, names of owners and their
property lines, both within the boundary of the subdivision and adjoining said boundaries.
F. Distances and bearings must balance and close with an accuracy of not less than
one in ten thousand.
G. The data of all curves along the street frontage shall be shown in detail at the
curve or in a curve data table containing the following: Delta, radius, arc, tangent, chord and
chord bearings.
H. A minimum of two control points on each plat sheet must be identified with their
X and Y coordinate values based on the NAD 1983 State Plane Virginia South FIPS 4502 (US
Feet) projected coordinate system.
Sec. 18-34. Conditions
The plat shall not be approved until the subdivider has complied with the general requirements
and minimum standards of design in accordance with this ordinance, and has posted a
satisfactory performance bond, cash property, or other bonds to cover the cost of necessary
improvements, in lieu of construction, with surety satisfactory to the agent.
Approval of final plat shall be written on the face of the plat by the agent, who shall direct the
plat to be recorded; otherwise agent shall mark plat "void" and return same to subdivider.
Sec. 18-35. Special Provisions
Special provisions for restriction of any nature affecting the subdivided property shall be
properly displayed on the plat.
Article V. Advertising Standards
10.B.1.b
Packet Pg. 121 Attachment: Chapter 18 Subdivision Ordinance Changes (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-
Sec. 18-36. Advertising Standards
A subdivider, when advertising a subdivided tract of land for sale, shall be specific as to the type
of water and sewage facilities available.
Article VI. Effectual Clauses
Sec. 18-37. Exceptions
Where the subdivider can show that a provision of these standards would cause unnecessary
hardship if strictly adhered to, and where, because of topographical or other conditions peculiar
to the site, in the opinion of the agent a departure may be made without destroying the intent of
such provisions, the agent may authorize an exception. Any exception thus authorized is to be
stated in writing in the report of the agent with the reasoning on which the departure was
justified, set forth. All exceptions granted to the development of streets in a subdivision will
coincide with the approval of the Resident Engineer’s office. (B.S.M. 4/6/87)
The exceptions authorized by this section specifically include surface treatment of the streets.
Sec. 18-38. Penalties
Any owner or proprietor of any tract of land who subdivides that tract of land and who violates
any of the provisions of this ordinance shall be guilty of a misdemeanor, punishable by a fine or
not less than ten dollars ($10.00) nor more than two hundred and fifty ($250.00), and each day
after the first during which violation shall continue shall constitute a separate violation
punishable by a ten dollar ($10.00) fine.
Sec. 18-39. Severability
Should any article, section, subsection or provision of this subdivision ordinance be declared by
a court of competent jurisdiction to be invalid or unconstitutional, such decision shall not affect
the validity or constitutionality of this subdivision ordinance as a whole or any part thereof other
than the part so declared to be invalid or unconstitutional.
Sec. 18-40. Repeal
All ordinances or portions of ordinances in conflict with this ordinance are hereby repealed to the
extent of their conflict.
Sec. 18-41. Amendments
This ordinance may be amended in whole or in part by the governing body provided that any
such amendment shall either originate with or be submitted to the commission for
recommendations; and further provided that no such amendment shall be adopted without a
public hearing having been held by the governing body. Notice of the time and place of the
hearing shall be published once a week for two successive weeks in some newspaper published
or having general circulation in Pittsylvania County and the hearing shall be held not less than
six (6) days or more than twenty-one (21) days after final publication.
10.B.1.b
Packet Pg. 122 Attachment: Chapter 18 Subdivision Ordinance Changes (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-
Sec. 18-42. Street and Highway Construction
The intent of the Board of Supervisors is to require the necessary street and highway
construction requirements needed to make all subdivision roads eligible for acceptance into the
Secondary Road System of the Virginia Department of Transportation. Before approval of the
roads in any final subdivision plat shall be given, the highway engineer for Pittsylvania County
shall submit in writing that all requirements and specifications of the Virginia Department of
Transportation for acceptance into the Secondary Road System have been met. This approval
does not indicate, however, that such roads will be immediately accepted by the Secondary Road
System of the Virginia Department of Transportation. All approved subdivisions with a
minimum of three dwelling units per mile shall receive top priority for acceptance into the
Secondary Road System of Virginia Department of Transportation by the Board of Supervisors.
After the effective date of this ordinance, all subdivisions shall incorporate the road design
standards developed by the Virginia Department of Transportation for acceptance into the
Secondary Road System, including but not limited to the current edition of: “Subdivision Street
Requirements” and “Pavement Design Guide for Subdivision and Secondary Roads in Virginia”,
as both are amended from time to time. (B.S.M. 7/1/02)
The provisions of this Ordinance which changes, amends and re-enacts the Pittsylvania County
Subdivision Ordinance adopted in 1965 shall take effect immediately upon its adoption by the
Board of Supervisors. Adopted October 20, 1986.
This ordinance was amended on April 6, 1987, March 16, 1989, August 7, 1989, July 1,
2002, November 19, 2002, and March 21, 2006.
10.B.1.b
Packet Pg. 123 Attachment: Chapter 18 Subdivision Ordinance Changes (3066 : Public Hearing: PCC Chapter 18 (Subdivision Ordinance); (PCC Sections 18-
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19)
Revisions (Staff Contact: Christopher C. Slemp)
Staff Contact(s): Christopher C. Slemp
Agenda Date: March 15, 2022 Item Number: 10.B.2
Attachment(s): 03-15-2022 Chapter 2 - Dangerous and Vicious Dogs
PCC Chapter 2 - Dangerous Dogs
Reviewed By:
SUMMARY:
The Virginia Code has recently been amended relating to dangerous and vicious dogs. The
attached proposed revisions to Pittsylvania Code (“PCC”) § 2-19 match the revisions to Virginia
Code.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
Following conducting the legally required Public Hearing, County Staff recommends the Board
adopt the revisions to PCC § 2-19 as attached.
MOTION:
“I make a Motion to adopt the revisions to PCC § 2-19 as attached.”
10.B.2
Packet Pg. 124
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a Public Hearing on Tuesday, March 15,
2022, at 7:00 p.m., at the Board Meeting Room, 39 Bank Street, Chatham, Virginia 24531, to
receive citizen input on proposed revisions to Pittsylvania County Code (“PCC”), Chapter 2,
Animals and Fowl. A complete copy of the proposed revisions is available at the Pittsylvania
County Administrator’s Office, 1 Center Street, Chatham, Virginia 24531, Monday through
Friday, 8:00 a.m. to 5:00 p.m., as well as on the County’s website at
www.pittsylvaniacountyva.gov.
10.B.2.a
Packet Pg. 125 Attachment: 03-15-2022 Chapter 2 - Dangerous and Vicious Dogs (3060 : Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19)
10.B.2.b
Packet Pg. 126 Attachment: PCC Chapter 2 - Dangerous Dogs (3060 : Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19) Revisions (Staff
10.B.2.b
Packet Pg. 127 Attachment: PCC Chapter 2 - Dangerous Dogs (3060 : Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19) Revisions (Staff
10.B.2.b
Packet Pg. 128 Attachment: PCC Chapter 2 - Dangerous Dogs (3060 : Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19) Revisions (Staff
10.B.2.b
Packet Pg. 129 Attachment: PCC Chapter 2 - Dangerous Dogs (3060 : Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19) Revisions (Staff
10.B.2.b
Packet Pg. 130 Attachment: PCC Chapter 2 - Dangerous Dogs (3060 : Public Hearing: PCC Chapter 2 (Animals and Fowl); (PCC § 2-19) Revisions (Staff
Board of Supervisors
EXECUTIVE SUMMARY
ACTION ITEM
Agenda Title: Appointments: Fire and Rescue Commission (Staff Contact: Kaylyn M.
McCluster)
Staff Contact(s): Kaylyn M. McCluster
Agenda Date: March 15, 2022 Item Number: 12.a
Attachment(s):
03-09-2022 Ben Meeks - Fire and Rescue Commission
02-16-2022 Alan Casper - Fire and Rescue Commission
03-09-2022 Bryan Shields - Fire and Rescue Commission
03-03-2022 Ward Rowland - Fire and Rescue Commission
03-09-2022 Kermit King - Fire and Rescue Commission
03-08-2022 Steve Stallings - Fire and Rescue Commission
03-09-2022 John Brown - Fire and Rescue Commission
03-09-2022 Bert Sellers - Fire and Rescue Commission
Reviewed By:
SUMMARY:
Per PCC § 11-2(c)(1)(i), each Board Member shall appoint on (1) Commission Member, who has
significant Fire and/or EMS experience, from his/her County Election District to the Fire and
Rescue Commission (”FRC”). The following have been recommended by each Board Member
to serve as the FRC District Representatives:
• Callands-Gretna District – Ben Meeks;
• Banister District – Alan Casper;
• Chatham-Blairs District – Bryan Shields; and
• Tunstall District – Ward Rowland.
There have been no recommendations made for the Dan River, Staunton River, or Westover
Districts.
Per PCC § 11-2(c)(1)(ii), the Fire and Rescue Agencies in each of the quadrants of the County
shall also recommend to the Board of Supervisors citizen members to be appointed to the FRC
that have significant business experience. The following Business Leaders for each Quadrant
have been proffered:
• Northwest Quadrant – Kermit King, Jr.;
• Southwest Quadrant – Steve Stallings;
• Northeast Quadrant – John D. Brown; and
• Southeast Quadrant – Bert Sellers.
12.a
Packet Pg. 131
For the Board’s review and consideration, attached are completed FRC Citizen Interest Forms.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
For the Board’s review and consideration.
MOTION:
For the Board’s review and consideration.
12.a
Packet Pg. 132
Committee, Board, and Commission Interest Form
Board of Supervisors
P.O. Box 426 • 1 Center Street Chatham, Virginia 24531 Phone (434) 432-1987
Name Benjamin P Meeks
Address 6050 East Gretna Road
City, State Gretna VA
Zip Code 24557
Phone Number 434-250-0177
Email Address benmeeks19@yahoo.com
Voting District Callands-Gretna
Board, Committee, or
Commission of Interest
Fire and Rescue Commission
*Disclaimer*
Members of the Board of Zoning Appeals are appointed by a local judge. The
Board of Supervisors can make recommendations, but a judge actually makes the
appointment.
Education Background 2 year degree in machining, multiple career studies certificates
in EMS. two years of electrical level one and two. Certified in
EMT - Advanced level by the national registry, VDFP fire
fighter one and two, Hazmat operations, ICS 100,200,700,800
AWR 160, advanced vehicle extrication, CPR, MCI 1 and 2,
hybrid vehicle awareness, OSHA 10 card and 40 hour class,
hazwoper 40 hour class, NCCR card,
Occupation Senior Radiation Control Technician
Why do you want to serve
on this board?
to better serve my community and county. I have served on
this board the last two years and would like to continue to
serve.
What special
skills/interests/qualifications
would benefit you in this
appointment?
I am the current fire chief at Gretna Fire & Rescue and I have
12 years of fire/ems experience. I work in industrial health and
safety where we focus on the safety and betterment of our
coworkers which this board will be doing. I also own a small
business and think I can help with financial decisions on this
12.a.a
Packet Pg. 133 Attachment: 03-09-2022 Ben Meeks - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact: Kaylyn
board. I have many classes and certifications in fire and rescue
that are listed above.
Code of Ethics/Model of
Excellence
Yes
Resume or Cover Letter Field not completed.
DISCLAIMER: The Pittsylvania County Board of Supervisors reserves the absolute
legal right to appoint an individual to any Committee, Board, or Commission.
Moreover, completion and submission of the Citizen Committee Interest Form does
not guarantee an appointment to a committee by the Pittsylvania County Board of
Supervisors.
Email not displaying correctly? View it in your browser.
12.a.a
Packet Pg. 134 Attachment: 03-09-2022 Ben Meeks - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact: Kaylyn
12.a.b
Packet Pg. 135 Attachment: 02-16-2022 Alan Casper - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact:
BOARD OF SUPERVISORS
P.O. Box 426 • 1 Center Street
Chatham, Virginia 24531
Phone (434) 432-1987
_______________________________________________________________________________________________________
BUSINESS SAVVY. PEOPLE FRIENDLY.
Committee, Board, and Commission Interest Form
Name_______________________________________________ Date __________________________
Address_____________________________________________________________________________
Phone ___________________________ Voting District____________________________________
Email________________________________________________________________________________
Committee, Board, or Commission of Interest__________________________________________
Education Background_______________________________________________________________
_____________________________________________________________________________________
Occupation_________________________________________________________________________
Why do you want to serve on this Board? ______________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________
Special Skills/Interests/Qualifications that would be of benefit to appointment
_____________________________________________________________________________________
_____________________________________________________________________________________
*Please feel free to attach a cover letter or resume; although it is not required.
*I agree that if appointed to any Committee, Board, or Commission I will complete the
required Conflict of Interest Annual Filings and will adhere to the Code of Ethics/Model of
Excellence as included in the Pittsylvania County Board of Supervisors Bylaws. Yes No
DISCLAIMER: The Pittsylvania County Board of Supervisors reserves the absolute legal right to
appoint an individual to any Committee, Board, or Commission. Moreover, completion and
submission of the Citizen Committee Interest Form does not guarantee an appointment to a
committee by the Pittsylvania County Board of Supervisors.
12.a.c
Packet Pg. 136 Attachment: 03-09-2022 Bryan Shields - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact:
12.a.d
Packet Pg. 137 Attachment: 03-03-2022 Ward Rowland - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact:
12.a.e
Packet Pg. 138 Attachment: 03-09-2022 Kermit King - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact:
12.a.f
Packet Pg. 139 Attachment: 03-08-2022 Steve Stallings - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact:
12.a.g
Packet Pg. 140 Attachment: 03-09-2022 John Brown - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact: Kaylyn M. McCluster))
12.a.h
Packet Pg. 141 Attachment: 03-09-2022 Bert Sellers - Fire and Rescue Commission (3074 : Appointments: Fire and Rescue Commission (Staff Contact: