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03-22-2018 Property Building Committee Meeting Minutes - Draft 1 MINUTES PITTSYLVANIA COUNTY BOARD OF SUPERVISORS PROPERTY/BUILDING COMMITTEE MAIN CONFERENCE ROOM COUNTY ADMINISTRATION BUILDING THURSDAY, MARCH 22, 2018 4:00 PM The meeting was opened at 4:00 by Mr. Joe B. Davis, Chairman of the Property and Building Committee of the Pittsylvania County Board of Supervisors. Present Joe Davis, Chairman, Property and Building Committee, Board of Supervisors Dr. Charles Miller, Jr., Property and Building Committee, Board of Supervisors Absent Mr. Robert Warren, Property and Building Committee, Board of Supervisors Guests Mr. Ronald S. Scearce, Vice Chairman, Board of Supervisors David Smitherman, County Administrator Richard Hicks, Assistant County Administrator Kaylyn McCluster, Deputy Clerk J. Vaden Hunt Esq., County Attorney Ceillie Simkiss, Danville Register & Bee Motion was made by Dr. Miller and a second by Mr. Davis to approve the agenda. Mr. Hicks started with reviewing the proposals for the Armory. He spoke on 4 proposed uses and had a handout that showed what they were, as follows: Pittsylvania County Schools – Ready for Success Chatham First – Local Arts, Community and Commerce Pittsylvania County – Public Safety Training Center and Emergency Operations Center – E-911 Center Pittsylvania County Parks and Recreation – Fitness and Youth Practice Facility Mr. Hicks explained that the Ready for Success program was hoping to be able to work with troubled youth instead of having them go through the County’s CSA program. Chatham First is a locally based arts and farmer’s market. Hicks stated that the Public Safety Training Center does need to be addressed because of the current flooding issues, 2 but that is a longer-term project. The last option was for Pittsylvania County Parks and Recreation to use it as a fitness and youth practice facility. The Armory is currently being used by the Parks and Recreation department for youth basketball practice. Hicks stated that if the schools were to use it for their Ready for Success program, that the gym portion could still be used by the Parks and Recreation department. Mr. Davis stated that he was hoping that would be the case, for it to still be used by Parks and Recreation. Hicks pointed out the current zoning of the property, and the fact that if the property was used for a school it would need a Conditional Use Permit by the Town Council by the Town of Chatham. Dr. Miller stated that anything that would help to get away from the CSA debt would be agreeable to him. Mr. Scearce asked if there was any knowledge of the cost savings of CSA if the school were to use the facility, and he also asked if it were used for a youth facility, if there would be any equipment installed and the cost to the County for that. Mr. Smitherman added that he had spoken with Mark Moore about the need for a fitness facility in the community, but all of that would be 100% County cost; unless someone wanted to make a charitable contribution. The schools initial run would be to have two small classrooms. Mr. Smitherman said that he and Dr. Jones had walked through the Armory and saw very minimal costs to get up and going; especially since they don’t see the need for A/C. Although, they are required to have a playground for CSA type services. Mr. Smitherman also stated that if the school were to use the facility, they were still able to incorporate some of the other proposals. They would still be able to have recreation uses being that the kids wouldn’t be there after school hours. Mr. Davis asked how that would be written into a proposal with other facilities that could use the space. Mr. Smitherman noted that there are other things there that could be used in other ways, such as the building pad that could potentially be used for Public Safety in the future; and the schools could also use the building in the back for their maintenance shop. Mr. Hunt stated that the County could enter into some kind of contractual joint use agreement which would outline that it could be used for multiple things and Mr. Davis stated that he liked that the best so far and he felt that it was the best overall pick. Mr. Davis recommended to ask the schools to come up with a proposal agreement so that we could see what it would save the County and then to take the matter to the full Board at a work session. Dr. Miller made the motion to reach out to the schools for further information, and it was seconded by Mr. Davis. Mr. Hunt suggested that staff make it a point to set up a meeting with the schools and with Mr. Cocke, Chatham Town Manager, in the near future. Mr. Davis also asked if there would be any additional maintenance costs, although we have been maintaining it for years. Mr. Smitherman said that there is a little fence work needed and equipment for the playground. Also, A/C in classrooms at some point, but only the split units. The classrooms need paint and wax on the floors as well, but hopefully these could be a shared cost. Dr. Miller stated that the local arts could be contracted out as well and that this could be built into the lease agreement, as making the building available for community activity. A motion was made by Dr. Miller, with a second from Mr. Davis to adjourn at 4:16 pm.