06-15-2021 Business Meeting - DRAFT
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
BUSINESS MEETING
June 15, 2021
VIRGINIA: The Pittsylvania County Board of Supervisors’ Business Meeting was held
on June 15, 2021, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531.
Robert W. Warren, called the Meeting to Order at 7:00 PM. The following Members were
present:
CALL TO ORDER (7:00 PM)
Attendee Name Title Status Arrived
Robert ("Bob") W. Warren Chairman; Chatham Blairs District Present 6:46 PM
Ronald S. Scearce Vice-Chairman; Westover District Present 6:46 PM
Joe B. Davis Supervisor; Dan River District Present 6:46 PM
Timothy W. Dudley Supervisor; Staunton River District Present 6:47 PM
Ben L. Farmer Supervisor; Callands-Gretna District Remote
William V. ("Vic") Ingram Supervisor; Tunstall District Present 6:46 PM
Charles H. Miller, Jr. Supervisor; Banister District Present 6:48 PM
Farmer participated remotely via phone from 328 West Sandpiper Terrace, Nags Head, North Carolina
27959.
AGENDA ITEMS TO BE ADDED
Motion to add the following items to the Consent Agenda:
•Finance Committee Recommendations as a Block Vote:
-Keeling and Callands Volunteer Fire Departments to be the two (2) Agencies to be
audited
-Monies for a Jail van and Bulletproof Vests for the Sheriff’s Department should be
appropriated from the FY22 Contingency line
-Staff be authorized to advertise for two (2) Public Hearings in July; 1.) to potentially
raise the County Meals Tax from 4% to 6%, and 2.) to implement a Transient Occupancy
Tax
-Create a full-time Parks and Recreation Position
-Each Comp Board affected employee receive a letter as presented in the packet
-Fire and Rescue recommendations be adopted and the appropriations be approved
•DPCS Appointment - Chatham-Blairs District; Brent Shelton
RESULT: ADOPTED [UNANIMOUS]
MOVER: Davis
SECONDER: Dudley
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
APPROVAL OF AGENDA
Board of Supervisors
June 15, 2021
Business Meeting
Motion to approve Agenda.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Miller
SECONDER: Scearce
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
CONSENT AGENDA
Motion to approve Consent Agenda.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Davis
SECONDER: Ingram
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
a. Minutes Approval (Staff Contact: Kaylyn M. McCluster)
b. Bill List Approval (on-line); (Staff Contact: Kimberly G. Van Der Hyde)
c. Resolution # 2021-06-01 (Rescind COVID-19 Local State of Emergency Declaration)
Adoption (Staff Contact: Kaylyn M. McCluster)
d. Resolution # 2021-06-02 (VDOT Rural Rustic Roads Designation); (Staff Contact: Kaylyn
M. McCluster)
e. Resolution # 2021-06-03 (VDOT Six (6)-Year Plan) Adoption (Staff Contact: Kaylyn M.
McCluster)
f. DPCS Appointment (Tunstall District); (Supervisor Ingram)
g. DSS Appointments (4); (Banister; Callands-Gretna; Chatham-Blairs; Tunstall); (Staff
Contact: Kaylyn M. McCluster)
h. Library Appointments (3); (Chatham-Blairs; Town of Hurt; Callands-Gretna); (Staff
Contact: Kaylyn M. McCluster)
i. CPMT Appointments (2); (Staff Contact: Cheryl J. Boswell)
j. Sheriff's Department Canine Ownership Transfers Approval (Contact: Sheriff Taylor)
k. Time and Attendance EFP Bid Award (Staff Contact: Connie M. Gibson)
l. Award of Bid for Solid Waste Roll off Truck (Staff Contact: Richard N. Hicks)
m. Finance Committee Recommendations
n. DPCS Appointment - Chatham-Blairs District; Brent Shelton
PRESENTATIONS
Board of Supervisors
June 15, 2021
Business Meeting
a. Refuse Rangers Residential Solid Waste Permit Potential Approval (Staff Contact:
Chris Adcock)
Travis Fitzgerald spoke on behalf of his Refuse Rangers Residential Solid Waste Permit
application. Motion to approve Refuse Rangers Residential Solid Waste Permit application as
presented. Scearce stated the vehicles should obtain the proper insurance. Ingram amended his
Motion to include the insurance component. Miller abstained from the vote due to having a
family member involved.
RESULT: APPROVED [6 TO 0]
MOVER: Ingram
SECONDER: Scearce
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram
ABSTAIN: Miller
HEARING OF THE CITIZENS
Julie Owen, Dan River District, spoke on the First Piedmont Landfill and feels like the voices of
the Music Festival are being heard more than theirs. Deborah Dix, Chatham-Blairs District,
spoke on future mining in the County by a Canadian company and that hard rock mining may be
coming to our area again. She requested the Board to consider attempting to stop this action.
PUBLIC HEARINGS
Rezoning Public Hearings
Case 1: Public Hearing: Case R-21-013: George and Kathy Jones; Rezoning from B-1,
Business District, Limited, to R-1, Residential Suburban Subdivision District (Supervisor
Farmer)
Warren opened the Public Hearing at 7:24 PM. George Jones was present to represent the
Petition. No one signed up to speak and Warren closed the Public Hearing at 7:25 PM.
Motion to approve the rezoning of 0.083 acres from B-1, Business District, Limited, to R-1,
Residential Suburban Subdivision District, to allow the subject property to be consolidated with
an adjacent parcel. The rezoning would be consistent with the County’s Comprehensive Plan.
RESULT: APPROVED [UNANIMOUS]
MOVER: Farmer
SECONDER: Dudley
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
Case 2: Public Hearing: Case R-21-014: Robert Vaughan; Rezoning from R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District (Supervisor
Dudley)
Board of Supervisors
June 15, 2021
Business Meeting
Warren opened the Public Hearing at 7:26 PM. Robert Vaughan was present to represent the
Petition. No one signed up to speak and Warren closed the Public Hearing at 7:27 PM.
Motion to approve the rezoning of 34.40 acres from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District, to allow for agricultural use. The rezoning would be
consistent with the County’s Comprehensive Plan.
RESULT: APPROVED [UNANIMOUS]
MOVER: Dudley
SECONDER: Davis
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
Case 3: Public Hearing: Case R-21-015: Ronnie Warren; Rezoning from R-1, Residential
Suburban Subdivision District, to A-1, Agricultural (Supervisor Ingram)
Warren opened the Public Hearing at 7:28 PM. Ronnie Warren was present to represent the
Petition. No one signed up to speak and Mr. Warren closed the Public Hearing at 7:29 PM.
Motion to approve the rezoning of 6.45 acres, from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District, to allow a second dwelling on the property. The rezoning
would be consistent with the County’s Comprehensive Plan.
RESULT: APPROVED [6 TO 1]
MOVER: Ingram
SECONDER: Dudley
AYES: Warren, Scearce, Dudley, Farmer, Ingram, Miller
NAYS: Davis
Other Public Hearings
1. Public Hearing: Potential Music Festival Ordinance Revisions Adoption (Staff
Contact: Emily S. Ragsdale)
Pittsylvania County Code (“PCC”), Chapter 10 (Music Festivals), regulates music or
entertainments festivals conducted in open spaces that continue for longer than six (6) hours.
Since this Ordinance has not been revised since 1991, and with large planned future music
festivals in the County, County Staff are proposing the attached revisions to ensure that the
Ordinance remains relevant and that the interest of the public health, safety, and welfare of
County residents continue to be protected.
Warren opened the Public Hearing at 7:33 PM. Gene Owen, Chatham-Blairs District, wanted to
share prayer with the Board regarding its decision on the Music Festival. Kathy Nixon,
Chatham-Blairs District, would like to see the specific hour of the event be replaced with the
number of tickets sold and she asked the Board to continue to take this seriously all the way to
Board of Supervisors
June 15, 2021
Business Meeting
the end. Deborah Dix, Chatham-Blairs District, stated the Ordinance is not strict enough and her
main concern is security. She also has capacity concerns about that many people being on 120
acres, and requested the Board consider stricter security. Joey Bray, Chatham-Blairs District,
stated he is a sixty (60) year resident of the County. He lives on R&L Smith and the traffic is his
concern. Warren closed the Public Hearing at 7:43 PM.
Motion to approve the revisions to PCC Chapter 10 (Music Festivals) as presented and to include
fees listed in Exhibit A.
RESULT: APPROVED [UNANIMOUS]
MOVER: Ingram
SECONDER: Scearce
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
UNFINISHED BUSINESS
None.
NEW BUSINESS
a. Solid Waste Bulldozer Bid Award (Staff Contact: Chris Adcock)
Request for Proposal (“RFP”) # 2021-04-19 was issued for purchase of a rebuilt/used bulldozer
for County Landfill operations. Six (6) RFP responses were received on May 14, 2021. A
Committee comprised of Public Works employees reviewed and ranked each RFP response
based on the following three (3) categories: (1) Qualifications/Experience of the offeror; (2)
Completeness/Responsiveness of the RFP response; and (3) Cost. As discussed in the Finance
Committee earlier, the Committee recommended the Board approve the purchase of Marcel #2.
Motion to approve the purchase of the bulldozer as presented.
Board of Supervisors
June 15, 2021
Business Meeting
RESULT: APPROVED [UNANIMOUS]
MOVER: Scearce
SECONDER: Davis
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
b. Solid Waste Landfill Cell "C" Construction Bid Award (Staff Contact: Chris Adcock)
Bids for the construction of Phase 2, Cell C, at the County Landfill were received on June 3,
2021. The lowest bid came in at $1,424,600 from Sargent Corporation. Based on the bids
received and Project references provided by Sargent, it is LaBella’s recommendation that
Sargent be awarded a contract in the amount of $1,424,600.
Motion to award the contract to Sargent Corporation as presented.
RESULT: APPROVED [UNANIMOUS]
MOVER: Dudley
SECONDER: Miller
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
c. Resolution # 2021-06-04 (Virginia Tobacco Commission Loan) Approval (Staff
Contact: Matthew D. Rowe)
In September 2020, the County applied for and was awarded a $4.5M loan from the Virginia
Tobacco Commission that would be utilized to relocate an existing 69-Kv transmission line that
currently cuts across the main developable area of the Southern Virginia Megasite. The line is
owned by Appalachian Electric Power Company (“AEP”) who has reserved a crew to complete
the work by the end of the year if funds are received by June 30. By moving the line, it also
positions the Megasite to receive the coveted Quest Megasite Certification, which the County,
City, and SVRA are jointly pursuing via a grant from DRF. Finally, the timeline to remove the
funds has become time sensitive due to the requirement from several serious and transformative
prospects that are conducting due diligence and facility layouts on the Property.
Per the loan agreement between the County, City, and RIFA, the loan with have an accumulating
interest rate of 1.5%. RIFA has an agreement with AEP, that once a power load tenant is located
on the Megasite within ten (10) years, AEP will repay the loan. RIFA would be responsible for
the interest that has accumulated at the time of tenant locating on the property. Should a tenant
not locate on the property within the next ten (10) years, then RIFA would structure a loan
repayment plan with the Tobacco Commission to repay the funds. Regardless, the existing 69-
Kv line is the last physical deterrence impacting the Megasite. Should all parties approve the
Agreement(s), then RIFA would close on the loan June 22, transfer the funds to AEP, and work
would commence in September and be completed by year’s end. Danville has agreed to assume
half of the loan liability with the County, thus turning this into a RIFA led initiative.
Motion to approve Resolution # 2021-06-04 as presented, which will enable the financial closing
to occur on June 22, 2021, to continue positioning the site for prospective companies.
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June 15, 2021
Business Meeting
RESULT: APPROVED [UNANIMOUS]
MOVER: Scearce
SECONDER: Davis
AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller
MATTERS FROM WORK SESSION (IF ANY)
None.
BOARD MEMBER REPORTS
• Ingram stated the Board passed a Resolution last month for Mr. Shelton, and he recently
passed away. He congratulated the Tunstall Trojans Baseball Team for its recent wins.
• Dudley thanked County Staff for their hard work behind the scenes.
• Miller asked Farmer a question regarding a lady in his District. Farmer requested to
handle that topic next month.
• Davis echoed the sentiments of Dudley and thanked County Staff.
• Warren is very pleased to see that restaurants and other places are opening and people
can come out more, and he agreed with Ingram and thanked all Fire and Rescue
volunteers. He congratulated all the graduating seniors, and complimented the entire
County Staff, especially Ragsdale for all her work that she has put in during the Music
Festival Ordinance revisions. Warren also thanked his colleagues on the Board.
COUNTY ADMINISTRATOR REPORTS
Smitherman stated the County is in the hiring business right now. The job market is very tight,
and the County will soon employ new tactics to recruit the best available. The County is
currently developing a hiring campaign to advertise for good people, and the County is working
hard to fill its ranks with good people moving forward. Smitherman thanked the security forces
that are working hard to bring the Music Festival together.
ADJOURNMENT
Warren adjourned the Meeting at 8:06 PM.