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11-16-2021 Work Session - DRAFT PITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION November 16, 2021 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Work Session was held on November 16, 2021 in the Elections and Training Center, 18 Depot Street, Chatham, Virginia. CALL TO ORDER (4:30 PM) Warren called the Meeting to Order at 4:30 PM. ROLL CALL The following Members were present: Attendee Name Title Status Arrived Robert ("Bob") W. Warren Chairman - Chatham Blairs District Present 4:20 PM Ronald S. Scearce Vice-Chairman - Westover District Present 4:17 PM Joe B. Davis Supervisor - Dan River District Present 4:23 PM Timothy W. Dudley Supervisor - Staunton River District Present 4:23 PM Ben L. Farmer Supervisor - Callands-Gretna District Present 4:20 PM William v. ("Vic") Ingram Supervisor - Tunstall District Present 4:22 PM Charles H. Miller, Jr. Supervisor - Banister District Present 4:23 PM AGENDA ITEMS TO BE ADDED Motion to make the following changes to the Work Session’s Agenda: • Move Personnel Closed Session, item 8b to the Business Meeting Agenda; • Add Siting Agreements, Legal Review, to Closed Session; 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.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matters: Solar Siting Agreements Purpose: Legal Consultation/Advice Regarding the Same RESULT: ADOPTED [UNANIMOUS] MOVER: Scearce SECONDER: Davis AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller APPROVAL OF AGENDA Motion to approve Agenda. Board of Supervisors November 16, 2021 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Davis SECONDER: Dudley AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller ITEMS REMOVED FROM AGENDA a. 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. (Supervisor Davis) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Administrator and County Attorney Purpose: Review of County Administrator and County Attorney’s Annual Performance Evaluations PRESENTATIONS None. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Redistricting Plans Presentation (Staff Contact: Dave F. Arnold/ARC Bridge Consulting Services); (30 minutes) Arnold and ARC Bridge Consulting Services representatives presented the Board the three (3) potential Redistricting Plans, which can be found on the County’s website at www.pittsylvaniacountyva.gov . b. Water and Sewer Extension Policy Review (Staff Contact: Chris Adcock/Freese & Nichols); (25 minutes) Adcock and representatives from Freese & Nichols, the County’s water and sewer long range planning consultants, reviewed with the Board the proposed County’s Water and Sewer Extension Policy, which can be found on the County’s website at www.pittsylvaniacountyva.gov. The Board requested County Staff to review prior conversations and come back in December with a draft policy and bring a Resolution for the financial piece. c. Committee Recommendations (Finance); (Staff Contact: Kimberly G. Van Der Hyde); (5 minutes) Van Der Hyde reviewed with the Board the Finance Committee’s recent recommendations to the full Board for approval at tonight’s Business Meeting that include approval of the FY 2023 Budget Calendar, the approval of the use of contingency funds in the amount of $23,970.79 to cover parcel updates, and the award of bid to Mid-Atlantic Waste Systems to purchase Solid Waste equipment for new convenience centers in a total amount of $461,763. BUSINESS MEETING DISCUSSION ITEMS Board of Supervisors November 16, 2021 Work Session Hunt stated the following changes will be made to the Business Meeting Agenda: • Add Planning Commission Appointment (Tunstall District); (Gary Oakes) as item 7(k); • Add Pittsylvania County Schools “Vote Yes 4 PCS” Presentation as item 8(b); • Add Hardy Petroleum 100th Year Anniversary Presentation as item 8(c); • Finance Committee Recommendations as item 13(a); and • Add Personnel Closed Session to Agenda; “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: Supervisor Davis) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Administrator and County Attorney Purpose: Review of County Administrator and County Attorney’s Performance Evaluations” CLOSED SESSION Motion to enter Closed Session. a. Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (Staff Contact: Matthew D. Rowe) (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Project Settlement Purpose: Economic Development Update on Unannounced Industry/Prospective Business b. 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.) (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matters: Solar Siting Agreements Purpose: Legal Consultation/Advice Regarding the Same The Board entered Closed Session at 5:20 PM. Board of Supervisors November 16, 2021 Work Session RESULT: ADOPTED [UNANIMOUS] MOVER: Dudley SECONDER: Miller AYES: Warren, Scearce, Davis, Dudley, Farmer, Ingram, Miller RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:50 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Meeting of the Pittsylvania County Board of Supervisors (the “Board”) on November 16, 2021, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (the “Act”) and identified in the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's Minutes. Vote Joe B. Davis Yes Timothy W. Dudley Yes Ben L. Farmer Yes William V. (“Vic”) Ingram Yes Charles H. Miller, Jr. Yes Ronald S. Scearce Yes Robert (“Bob”) W. Warren Yes ADJOURNMENT Warren adjourned the Meeting at 6:52 PM.