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April 2021 MinutesPage 1 of 5 PITTSYLVANIA COUNTY INDUSTRIAL DEVELOPMENT AUTHORITY THURSDAY, APRIL 15, 2021; 6:00 P.M.; OLDE DOMINION AGRICULTURAL FOUNDATION OFFICE; 19783 US-29, CHATHAM, VA 24531 MEETING MINUTES I. CALL TO ORDER Faucette called Meeting to Order at 6:02 PM. II. ROLL CALL IDA Members present: Faucette, Daniel, Nuckols, Haymore, Merricks and Reynolds. IDA members absent: Lovelace. County Staff present: Rowe, Hunt, Smitherman, and Van Der Hyde. III. REVISIONS TO AGENDA Daniels requested to swap the order of New Business Items “A” and “B”. There was no objection from other IDA Members present. IV. APPROVAL OF AGENDA On Motion by Haymore, second by Nuckols, the revised Agenda was unanimously approved by IDA Members present. V. ODAF DISCUSSION / COMPLEX TOUR Faucette recognized John Harris, Director of the Olde Dominion Agricultural Complex (ODAC), and thanked him and the Olde Dominion Agricultural Foundation for meeting with and presenting to the IDA. Harris presented ODAC’s current vision and outlined the impacts of COVID-19 on their operations. He shared that ODAC made a concerted effort to be relevant throughout the pandemic by organizing pop-up food banks, and working proactively with 4P Foods and receiving a grant from the Danville Regional Foundation to pay for food. ODAC kept the farmers market open during this time and it was the best year ever for farmer participation at the market. The Complex continued with shows and races while meeting COVID-19 regulations for attendance and social distancing. Roger Jefferson, Vice-Chairman of the Olde Dominion Agricultural Foundation (ODAF), shared ODAC’s future vision. Currently 30-acres of the property is covered by the existing complex. Future projects include an additional horse and cattle barn for upcoming major livestock show. They are also applying for grants and funding for mobile hook-up camp sites for RVs. ODAF’s future goal is to attract a hotel and restaurant chain on the property and they are actively looking for partnerships. Jefferson shared that ODAC had a positive cash flow for 2020. Faucette asked if Jefferson or Harris could share any more details about possible hotel conversations. Page 2 of 5 Jefferson shared that they are talking to a few folks for possible hotel partnerships. They are also exploring restaurant options too. Harris added that there is a great need for accommodations since there is not enough beds in the region for certain events. Nuckols agreed and said that he has seen first-hand the need for more available accommodation options. Daniels asked about the type of restaurants being pursued. Jefferson responded that they are open to all ideas. They desire to have something unique yet still fast for transient orders. Faucette inquired about infrastructure issues or needs. Jefferson shared that water availability is a major concern currently and for the future. Rowe asked if ODAC and ODAF have conducted any preliminary engineering to determine if the issue could be solved by an onsite water storage tank. He also asked how many events per year could be reasonably expected if water concerns were to be addressed. Harris answered that no preliminary engineering had been completed to determine possible water solutions, but that ODAC and ODAF were certainly open to any suggestions. He said that he believes they could secure 3 full capacity events per month or 36 per year. An event typically occurs during the Thursday through Sunday timeframe. Faucette asked if ODAC or ODAF had conducted any economic impact studies or projections for 36 events per year. Harris responded that they did not have such studies or projections, but they are able to extrapolate likely impacts from previous annual data. Reynolds agreed that utility limitations will be a long-term issue if not addressed. He stated that there needs to be a review of preliminary engineering for water and sewer capacities. At 6:34 P.M. the IDA enjoyed a walking tour of ODAC given by Harris. The IDA toured highlighted the Tobacco Museum, and USDA, Farm Credit, and Virginia Tech Ag Extension Offices. The IDA also saw ODAC’s arena and outside horse stables and livestock holding areas. The walking tour concluded at 7:19 P.M. VI. RETURN TO IDA REGULAR MEETING Faucette thanked Harris and Jefferson for the presentation, discussion, and tour, and for ODAC and ODAF’s positive contribution to Pittsylvania County and the surrounding region. Page 3 of 5 VII. APPROVAL OF CONSENT AGENDA A. March IDA Meeting Minutes Approval B. IDA Financials Approval On Motion by Haymore, second by Nuckols, Consent Agenda unanimously approved by IDA Members present. VIII. NEW BUSINESS A. Staunton River Plastics, LLC Project Documents Approval Rowe went over the bank term sheet Option #2; facility lease; facility lease amendment, and ARCO Design-Build construction contract documents for the first phase 150,000 sq. ft. build-to- suit. He shared that the project has been severely delayed by impacts from COVID-19. He provided a background summary of the project and the steps that have been achieved thus far. He gave an update on the finance closing and the expected groundbreaking timeline of early May based upon current progress. On motion by Haymore, second by Merricks, the Staunton River Plastics, LLC project documents were unanimously approved by IDA Members present. B. Blair Construction, Inc., Design-Build Contract Documents Approval for Danville-Pittsylvania Cyber Shell Building Rowe went over the Blair Construction, Inc. AIA Contract document for the proposed 30,000 sq. ft. shell building in Danville-Pittsylvania Regional Industrial Facility Authority (RIFA) Cyber Park in Danville. Faucette inquired about the site location and if it was going to stay as shown or change. Rowe stated that there had been some indication that the proposed site may change but that nothing had been formally decided. Daniels stated that he was concerned regarding the lack of a clear project and construction scope in the documents. Merricks asked Rowe for his professional opinion on the request before the IDA. Rowe stated that the information presented to the IDA is what is currently available for consideration. He gave the history of how the Danville IDA (City IDA) was originally going to construct the shell building on its own and that a few months ago the County and City IDAs agreed to jointly develop the project. Since the City IDA had originally made contractor arrangements, they were providing the materials to the County to present to the IDA. He stated that the matter before the IDA is a business decision for the IDA and that he had no official opinion or stance on the proposal. He explained that if the IDA wasn’t comfortable with the information and documentation before them that they certainly had the right to request staff gather additional information and report back. He shared that the City IDA was desirous for Page 4 of 5 both parties to approve the contract due to timing and material price concerns but reiterated that the IDA had every right to request any information needed to make a decision. Daniels asked if there was a legal concern regarding approving what was being considered. Rowe answered that he was not able to make that determination and deferred to County Attorney Hunt. Hunt stated that he was not comfortable with the IDA approving the contract before them in its current form, due to a lack of needed details. Nuckols asked if this matter could be considered during a possible special called meeting, should the materials and information be promptly gathered. Rowe responded that such a special called meeting could be done if it was the pleasure of the IDA. Mr. Haymore made a motion to table the agenda item until needed information as determined by the IDA is gathered. Mr. Nuckols seconded the motion. Faucette asked if there was any discussion on the motion. Daniels stated that he supported staff working to schedule a special called meeting once needed information was gathered and provided. Faucette asked Rowe to provide a synopsis of concerns heard from discussion. Rowe stated that the IDA wished to obtain a better understanding of project financing; a detailed scope of work from the contractor for the project including an itemized budget and schedule; a draft ground lease for the shell building location; a formal approval from RIFA, as current property owner, on the shell building location within Cyber Park; and a proposed Memorandum of Understanding between the City and County IDAs outlining expectations regarding the project. IDA members concurred that Rowe’s synopsis was accurate. Faucette requested that Rowe draft and send a letter outlining the mentioned items, jointly with the County’s Economic Development Committee, to the City IDA in an effort to obtain needed information. Rowe said that he would do so expeditiously. With a motion made and seconded, Faucette called for the vote. The motion to table the approval of Blair Construction, Inc. Contract Documents for Danville-Pittsylvania Cyber Park Shell Building was approved 6-0-1 by IDA members present with Reynolds abstaining due to potential conflict of interest. IX. MATTERS FROM IDA MEMBERS Faucette brought up a meeting time conflict for one of the members. Merricks is unable to meet the 3rd Thursday evening of the month. After discussion, the IDA concurred that moving Page 5 of 5 forward the IDA meetings will occur at 6 P.M. on the Wednesday after the 3rd Tuesday at the Elections Training Center in Chatham. Staff will send out updated calendar invites. Rowe shared with the IDA that Susan McCulloch was no longer working for the County and that she had pursued a career opportunity serving as Town Manager for the Town of Buchannan, Virginia. He said that he enjoyed working with her and wish her and family the best of luck. Faucette directed Rowe to write a thank you letter to McCulloch on behalf of the IDA. . XII. ADJOURNMENT With a motion by Haymore and second by Nuckols, Faucette adjourned the Meeting at 8:12 PM.