04-18-2023 Work Session Agenda Packet
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BOARD OF SUPERVISORS
WORK SESSION
Tuesday, April 18, 2023 - 4:00 PM
Board Meeting Room
39 Bank Street, SE
Chatham, Virginia 24531
AGENDA
CALL TO ORDER (4:00 PM)
ROLL CALL
AGENDA ITEMS TO BE ADDED
APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings
are now being recorded/livestreamed and can be viewed on the same
YouTube/Facebook location as the Board of Supervisor’s Business
Meetings. Please remember that the Board’s Work Session is designed for
internal Board and County Staff communication, discussion, and work. It
is not a question and answer session with the audience. Accordingly,
during the Work Session, no questions or comments from the audience
will be entertained.
Respectfully, any outbursts or disorderly conduct from the audience will
not be tolerated and may result in the offending person’s removal from
the Work Session. As a reminder, all County citizens, and other
appropriate parties as designated by the Board’s Bylaws, are permitted
to make comments under the Hearing of the Citizens’ Section of tonight’s
Business Meeting.
PRESENTATIONS
a.Off Season Informational Presentation (Staff Contact: Kaylyn
McCluster); (Presenter: Delilah White); (10 minutes)
b.Introduction/Gretna Library Construction Update (Staff Contact:
Rhonda H. Griffin); (10 minutes)
STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a.Budget Update (Staff Contact: Kim VanDerHyde); (15 minutes)
b.CSA/CPMT Audit Review (Staff Contact: Cheryl Boswell); (10
minutes)
c. Sycamore Creek Fish Stocking Discussion (Staff Contact:
Justin Price); (10 minutes)
7. BUSINESS MEETING DISCUSSION
8. CLOSED SESSION
a. Closed Session - Property Acquisition (Staff Contact: Dave Arnold)
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification (Staff Contact: Kaylyn McCluster)
10. ADJOURNMENT
5.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Off Season Informational Presentation (Presenter: Delilah
White); (10 minutes)
Staff Contact(s): Kaylyn McCluster
Agenda Date: April 18, 2023 Item Number: 5.a.
Attachment(s): 1. Off Season Information
2. OFF SEASON A Development & Training
Center for Female Athletes
Reviewed By:
Delilah White, Executive Director, will update the Board on the services Off
Season, a local non-profit corporation, plans to offer in the County.
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OFF SEASON
A Development & Training
Center for Female Athletes
April 18, 2023
Pittsylvania County Board of Supervisors Presentation
Chatham, VA
Delilah White, Executive Director
Rachel Hunt, Sports Director
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AGENDA
1. Purpose & Mission
2. Programs & Services
3. Benefits to the County & Community
4. Strategic Priorities Timeline
5. Call for Partnerships!OFF SEASON2Page 6 of 75
Introduction
•Major league athletes and coach from
Pittsylvania County and Danville, VA
•Faith, path and careers are testimonies to
where many of our athletes should be today
•Recipe to Achieve Your Sports Dreams:
1.Selfless support
2.Care
3.Advocacy
4.Resources
5.Performance
•Female athletes in Pittsylvania County
and Danville do not have access to this
type of support OFF SEASON3Page 7 of 75
Purpose & Mission
Purpose
Off Season is designed to elevate the skills, performance, and outcomes of female athletes
in Pittsylvania County and Danville VA.
Empowering female athletes through holistic sports development, training, and education
Mission
•To develop the best female athletes in Virginia
•Best athletes = mentally, physically, and spiritually ready for competition and life
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Holistic Programs & Services
Athletic
•Basketball
•Soccer
•Track
•Customized sports
development &
training services
•College scouting &
recruiting Services
•Competition teams
•Host athletic events
Academic
•Test preparation
•Academic coaching &
mentorship
•College & career prep
•Tutoring
•Internships
Personal Development
•Socio-emotional
•Spiritual
•Financial skills
•Life skills
•Coaching &
mentorship
•Self-support and
advocacy
Facilitated by experienced, compassionate, and selfless educators, program managers, and sports trainers!
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Benefits Everyone!
•Building of an indoor sports complex in
Pittsylvania County (Route 29 N)
•Facility will have indoor basketball
courts, track and soccer fields, weight
rooms, specialized training rooms,
classrooms, and office space
•Host public athletic events attracting
visitors and community members alike;
facilities open to community for use
•Daycare specializing in early education
for special needs children, regular
childcare services, and a bakery/deli OFF SEASON6Page 10 of 75
Strategic Priorities Timeline
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Spring 2023
1. Board of Trustee
Development
2. Staff Development
3. Strategic Partnership Development
Summer 2023
Sow the Seed Capitol Campaign Starts
Campaign Goal: 150K
Campaign Purpose: Raise
funds to purchase 10 acres
of land in Pittsylvania County to house sports complex
Fall –Winter 2024
Building and Development Partnerships, Strategy and Planning
Spring 2024
Plant the Seed Capitol Campaign Starts
Campaign Purpose:
Raise funds for the sports complex building, permits
and construction
Winter 2025
Begin building the sports complex
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“With each
opportunity, there
must be unity.”
-Anonymous OFF SEASON8Page 12 of 75
CALL FOR
PARTNERSHIPS!
1. Strategic partnerships for
building a sports complex in
Pittsylvania County
2. Advocacy and support to
achieve strategic priorities
3. Become a Board of Trustee
Member!OFF SEASON9Page 13 of 75
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OFF SEASONTHANK YOU
offseasonva@gmail.com
Facebook: Off Season
Website: offseasonva.org (soon)
EIN: 92-2259316
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5.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Introduction/Gretna Library Construction Update (10
minutes)
Staff Contact(s): Kaylyn McCluster
Agenda Date: April 18, 2023 Item Number: 5.b.
Attachment(s): 1. Gretna Renovation Update
Reviewed By:
Rhonda H. Griffin, Library Director, will introduce herself to the Board and
provide a Gretna Library construction update. For the Board's review, related
materials are attached.
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Gretna Renovations
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Gretna Branch before the renovations
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z Phase 1
Phase 2
Phase 3
Phase 4
Phase 5
Phase 6
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z Phase 1
Phase 2
Phase 3
Phase 4
Phase 5
Phase 6
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zGretna Library Staff & County Maintenance
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Improved outdoor
learning spaces:
Music Maze
Outdoor Stage
Enclosed Children’s
Patio, just outside of
children’s room
Walking Path
Outdoor Tables, with
electrical outlets and
privacy screens
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Only made possible
through contributions
made by:
Pittsylvania County
DRF
JT Minnie Maude
CFDDR
Hughes Memorial Foundation
PPL Foundation
Friends of the Library
Centra Foundation
Womack Foundation
Fitzgerald Family
Private Donations Page 54 of 75
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Thank you!
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6.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Budget Update (15 minutes)
Staff Contact(s): Kim VanDerHyde
Agenda Date: April 18, 2023 Item Number: 6.a.
Attachment(s): None
Reviewed By:
Kim Van Der Hyde, County Finance Director, will provide the Board with a
Budget Update. Included in the Budget Update will be information regarding
the status of the FY2024 State Budget. For the Board's review, the revised
schedule for the remaining County Budget season is listed below:
• April 26, 2023: (4:00 PM) FY24 Proposed County Budget Presentation and
Budget advertisement approval;
• May 3, 2023: Budget advertised;
• May 16, 2023: (7:00 PM) Proposed FY2024 School Budget and FY2024 Full
County Budget Public Hearings; and
• May 23, 2023 (4:00 PM) FY2024 School Budget and Full County Budget
Approvals.
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6.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Staff Report
Agenda Title: CSA/CPMT Audit Review (10 minutes);
Staff Contact(s): Cheryl Boswell
Agenda Date: April 18, 2023 Item Number: 6.b.
Attachment(s): 1. Pittsylvania County CSA Program Final Audit
Report
Reviewed By:
Cheryl J. Boswell, CSA Coordinator, will present to the Board the attached
Children's Services Act 2020 Program Audit Report.
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6.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Sycamore Creek Fish Stocking Discussion (10 minutes)
Staff Contact(s): Justin Price
Agenda Date: April 18, 2023 Item Number: 6.c.
Attachment(s): 1. BOS Wayside Trout Stocking Plan Presentation
Reviewed By:
Justin G. Price, Parks and Recreation Director, will discuss with the Board the
potential stocking of Sycamore Creek with fish for a future County youth fishing
day.
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WAYSIDE PARK
Sycamore Creek Trout Stocking Plan
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TIMELINE FOR
BRIDGE
May 29, 2023, Bridge Repair begins.
October 20, 2023, Bridge repair
completion.
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DEPARTMENT
OF WILDLIFE
RESOURCES
RESEARCH
DWR has a trout stocking plan to
stock trout throughout the year in
the State of Virginia.
After some research and talking
with our region representative we
do not meet some of their
requirements to get on the state
stocking plan.
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TROUT
STOCKING
PLAN
Early November 2023
Youth Fishing Day
Stock around 700 10-to-12-inch trout.
Submit Virginia Fish Stocking Authorization Form.
Residents under 16 years of age (also do not need a trout license).
Nonresident children under 16 years of age( also do not need a trout license).
Depending on success, we can look at the possibility of doing another youth fishing day in February or early March.
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COST
ESTIMATE OF
YOUTH
FISHING DAY
PROGRAM
Reached out to a Trout Farm in
Virginia to get an idea on cost
estimate.
To stock around 700 trout, will cost
around $1,300.
There will be a travel and deliver
cost.
Total estimate will be between
$2,500 to $4,000.
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8.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Closed Session
Agenda Title: Closed Session - Property Acquisition
Staff Contact(s): Dave Arnold
Agenda Date: April 18, 2023 Item Number: 8.a.
Attachment(s): None
Reviewed By:
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Discussion or consideration of the acquisition of real property for a public
purpose, or of the disposition of publicly held real property, where discussion in
an open meeting would adversely affect the bargaining position or negotiating
strategy of the public body.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matters: Property Acquisition for Public Purposes
Purpose: Review/Discussion Regarding the Same
9.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Closed Session Certification
Staff Contact(s): Kaylyn McCluster
Agenda Date: April 18, 2023 Item Number: 9.a.
Attachment(s): None
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’
(“Board”) Work Session on April 18, 2023, 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/No
William V. (“Vic”) Ingram Yes/No
Ronald S. Scearce Yes/No
Robert M. Tucker, Jr. Yes/No
Robert (“Bob”) W. Warren Yes/No
Timothy W. Dudley Yes/No
Darrell W. Dalton Yes/No
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