11-28-2023 Business Meeting Agenda Packet
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, November 28, 2023 - 7:00 PM
Board Meeting Room
39 Bank Street, SE,
Chatham,Virginia 24531
AGENDA
1. CALL TO ORDER (7:00 PM)
2. ROLL CALL
3. MOMENT OF SILENCE
4. PLEDGE OF ALLEGIANCE
5. AGENDA ITEMS TO BE ADDED
6. APPROVAL OF AGENDA
7. CONSENT AGENDA
a. Board Meeting Minutes Approval (October) (Staff Contact: Kaylyn
McCluster)
b. New Board Member Swearing-in/Reorganizational Meeting Date
Approval (1/4/24) (Staff Contact: Kaylyn McCluster)
c. Resolution # 2023-11-02 Approval (School Land Sale Proceeds
Retention for Renan Property) (Staff Contact: Kaylyn McCluster)
d. Residential Brush/Leaf Landfill Tipping Fee Waiver (for Duration of
Burn Ban) Approval Ratification (Staff Contact: Chris Adcock)
e. 2024 Board Legislative Priority Agenda Approval (Staff
Contact: Kaylyn McCluster)
f. County's 2023 October Bill List Approval (Staff Contact: Kim
VanDerHyde)
g. DOJ Sheriff Body Worn Cameras Grant Award Approval (Staff
Contact: Kim VanDerHyde)
h. BIL Funding Award Acceptance Approval (Robin Court Waterline
Extension Project) (Staff Contact: Chris Adcock)
i. Sheriff Surplus Equipment Declaration/Distribution Approval (Staff
Contact: Connie Gibson)
j. Reappointment: IDA (Tunstall); (John Daniel) (Staff Contact: William
Ingram)
k.
l.
m. Resolution # 2023-11-01 Adoption (Honoring North Point Lane Fire
First Responders) (Staff Contact: Christopher Key)
n. Certificate of Appreciation Approval (Dominion Energy Altavista
Office; Wayside Park Benches) (Staff Contact: Justin Price)
8. PRESENTATIONS
a. General Presentations (Board of Supervisors); (if any) (Staff
Contact: Kaylyn McCluster)
9. HEARING OF THE CITIZENS
Each person addressing the Board under Hearing of the Citizens shall be
a resident or land owner of the County, or the registered agent of such
resident or land owner. Each person shall step up, give his/her name and
district in an audible tone of voice for the record, and unless further time
is granted by the Chairman, shall limit his/her address to three (3) minutes.
No person shall be permitted to address the Board more than once
during Hearing of the Citizens. All remarks shall be addressed to the Board
as a body and not to any individual member thereof. Hearing of the
Citizens shall last for a maximum of forty-five (45) minutes. Any individual
that is signed up to speak during said section who does not get the
opportunity to do so because of the aforementioned time limit, shall be
given speaking priority at the next Board meeting. Absent Chairman’s
approval, no person shall be able to speak who has not signed up.
10. PUBLIC HEARINGS
a. Rezoning Public Hearings
Pursuant to Article V, Division 6, of the Pittsylvania County Zoning
Ordinance, the Board of Supervisors have been empowered to
hear and decide specific zoning issues and zoning map changes in
support of said Ordinance. In accomplishing this important task, the
Board is responsible for promoting the health, safety, and general
public welfare of the citizens of Pittsylvania County. The Board must
ensure that all of its decisions and regulations be directed to these
goals and that each be consistent with the environment, the
comprehensive plan, and in the best interest of Pittsylvania County,
its citizens, and its posterity.
Reappointment: Planning Commission (Banister); (Colette
Henderson) (Staff Contact: Robert Tucker)
Ophelia Griffin Terry (Honoring 100th Birthday) Certificate
Approval (Staff Contact: Robert Tucker)
1. Public Hearing: Case R-23-026; Board of Supervisors Pittsylvania
County, Virginia; Rezoning from A-1, Agricultural District, to M-2,
Industrial District, Heavy Industry. The Planning Commission
recommended by a 6-0 vote, with no opposition, that the
petitioner's request be granted. (Supervisor Warren) (Staff
Contact: Emily Ragsdale)
2. Public Hearing: Case R-23-027; Connie Sue Gardner Horsley;
Rezoning from A-1, Agricultural District, and R-1, Residential
Suburban Subdivision District, to A-1, Agricultural District. The
Planning Commission recommended by a 6-0 vote, with no
opposition, the Petitioner's request. (Supervisor Ingram) (Staff
Contact: Emily Ragsdale)
b. Other Public Hearings
Each person addressing the Board under a Public Hearing shall step
up, give his/her name and district, and/or his/her place of
residency for non-County citizens, in an audible tone of voice for
the record, and unless further time is granted by the Chairman, shall
limit his/her address to three (3) minutes; speakers for a group shall
be limited to ten (10) minutes. Speakers shall conclude their remarks
at that time, unless the consent of the Board is affirmatively given to
extend the speakers allotted time. Absent Chairman’s approval, no
person shall be able to speak who has not signed up.
1. Public Hearing: Pittsylvania County Code Amendments,
Chapter 18 (Subdivision Ordinance) (Staff Contact: Emily
Ragsdale)
2. Public Hearing: Pittsylvania County Code Chapter 25(J)
Revision Approval (Small Purchases Threshold Increase) (Staff
Contact: Connie Gibson)
11. UNFINISHED BUSINESS
12. NEW BUSINESS
a. Sheriff/County MOA Renewal Execution Approval (Staff
Contact: Holly Stanfield)
13. MATTERS FROM WORK SESSION (IF ANY)
14. BOARD MEMBER REPORTS
15. COUNTY ADMINISTRATOR REPORTS
16. ADJOURNMENT
7.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Board Meeting Minutes Approval (October)
Staff Contact(s): Kaylyn McCluster
Agenda Date: November 28, 2023 Item Number: 7.a.
Attachment(s): 1. 10-17-2023 Work
Session - DRAFT
2. 10-17-2023 Business
Meeting - DRAFT
Reviewed By:
SUMMARY:
For the Board's review and consideration, attached are the following Board
Meeting Minutes:
(1) 10/17/2023 Work Session; and
(2) 10/17/2023 Business Meeting.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the Board Meeting Minutes as
attached and presented.
MOTION:
"I make a Motion approving the Board Meeting Minutes as attached and
presented."
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
WORK SESSION
October 17, 2023
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was
held on October 17, 2023, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia
24531.
CALL TO ORDER (4:00 PM)
Dalton called the Meeting to Order at 4:00 PM.
ROLL CALL
The following Board Members were present:
Darrell W. Dalton - Chairman, Callands-Gretna District
Timothy W. Dudley - Vice-Chairman, Staunton River District
Nancy K. Eanes - Dan River District
William V. (“Vic”) Ingram - Tunstall District
Ronald S. Scearce - Westover District
Robert M. Tucker, Jr. - Banister District
Robert (“Bob”) W. Warren - Chatham-Blairs District
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: 7-0 (Approved)
MOVER: Tucker
SECONDER: Eanes
AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes
NAYS: None
ABSTAIN: None
PRESENTATIONS
a. Danville-Pittsylvania United Way Presentation
Cathy Gore, President/CEO, Danville-Pittsylvania County United Way, presented and
discussed the services they offer to those in Danville and Pittsylvania County. Her Presentation
can be found on the County's website at www.pittsylvaniacountyva.gov.
b. Additive Manufacturing Presentation
Telly Tucker, IALR President, presented and discussed with the Board their Additive
Manufacturing program. His Presentation can be found on the County's website at
www.pittsylvaniacountyva.gov.
c. Revised Scope of Smart Scale Project (UPC 119165) Route 29/703 Intersection
Improvements Presentation
Jay Craddock, VDOT's Assistant Resident Engineer, stated that VDOT held a public comment
period and received 100% support from everyone that attended and submitted comments
regarding the Revised Scope of Smart Scale Project (UPC 119165) Route 29/703 Intersection
Improvements. Craddock stated they feel the public involvement process worked as it is 2
supposed to and believes they have a solution that everyone can agree with.
STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Regional Economic Development Presentation
Matthew D. Rowe, County Economic Development Director, presented to the Board a Regional
Economic Development update. His Presentation can be found on the County's website at
www.pittsylvaniacountyva.gov.
b. 2% Salary Increase Discussion
Kim Van Der Hyde, Finance Director, discussed a two percent (2%) salary increase to be effective
December 1, 2023 for all County employees who are on the County's pay plan. The
Commonwealth of Virginia's Final Budget for FY 2024 was approved in September 2023. This
Budget included a two percent (2%) across the board increase effective December 1, 2023. This
increase included Constitutional Officers (and their Staff), along with employees of Local DSS
Offices across the State. Currently, there are three (3) Constitutional Officers who participate with
the County's Personnel Plan, including the Pay and Classification Plan. As such, it is necessary
that all salaries of employees on the County's Pay Plan be adjusted by two percent (2%) to avoid
compression and comparable pay among all Departments on the Plan.
c. Reassessment Project Update
Patsy Budd, County Internal Auditor/Reassessment Coordinator, updated the Board on the
Reassessment Project. She stated the notices will go out to property owners on October 25, 2023.
Pearson's will be holding their appeal hearings at the Gretna Library, The Community Center in
Chatham, and the Mt. Hermon Library to better accommodate citizens throughout the County. Mr.
Pearson plans to certify the values and sign the book by December 31, 2023.
ADJOURNMENT
Dalton adjourned the Meeting at 5:15 PM.
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ BUSINESS
MEETING
October 17 , 2023
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Business Meeting
was held on October 17, 2023, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia
24531.
CALL TO ORDER (7:00 PM)
Dalton called the Meeting to Order at 7:00 PM.
ROLL CALL
The following Board Members were present:
Darrell W. Dalton - Chairman, Callands-Gretna District;
Timothy W. Dudley - Vice-Chairman, Staunton River District;
Nancy K. Eanes - Dan River District;
William V. ("Vic") Ingram - Tunstall District;
Ronald S. Scearce - Westover District;
Robert M. Tucker, Jr. - Banister District; and
Robert (“Bob”) W. Warren, Chatham-Blairs District.
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: 7-0 (Approve)
MOVER: Dudley
SECONDER: Tucker
AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes
NAYS: None
ABSTAIN: None
CONSENT AGENDA
Motion to approve Consent Agenda.
RESULT: 7-0 (Approve)
MOVER: Ingram
SECONDER: Dudley
AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes
NAYS: None
ABSTAIN: None
a. Board Meeting Minutes Approval (September)
b. Appointments: CCJB Membership Slate Approval
c. Service Weapon Purchase Approvals (Stone; Arnold)
d. County's 2023 September Bill List Approval
e. 2% Salary Increase Approval (Effective 12/1/23)
f. Additional Holiday Time Approval
g. CPMT Office Lease Extension Amendment Approval 4
h. County Parks and Recreation Master Plan Update Award Approval
i. Amendment to Local Performance Agreement Execution Approval (Making Everything
Possible, LLC)
j. VADEQ, Danville, County, and RIFA Memorandum of Agreement for VSMP
Administration for Cane Creek Industrial Park Execution Approval
k. Resolution # 2023-10-01 (Support of Revised Scope of Smart Scale Project (UPC 119165)
Route 29/Route 703 Intersection Improvements) Adoption
l. Resolution # 2023-10-02 (Recognizing Dr. Kay Geyer’s Animal Control Donations)
Adoption
m. ESRI Small Government Enterprise Agreement Renewal Execution Approval
n. Certificate of Recognition (Emily Marie Bivens Memorial Foundation) Transmission
Approval
o. Professional Assessor Designation Letter Submission Authorization (Fred Pearson)
p. PSAP Grant Appropriation Approval
q. Preventive Maintenance and Repairs for Solid Waste Collection Equipment
PRESENTATIONS
Eanes presented a Certificate of Recognition to Riley Jo Bivens for the creation of a music
scholarship in memory of Emily Marie Bivens.
HEARING OF THE CITIZENS
Vanessa Scearce, Westover District, made comments regarding voting and mentioned her concerns
regarding the current election.
Christie Vanairsdale, Callands-Gretna District, spoke in support of her dad, Vic Ingram.
PUBLIC HEARINGS
Rezoning Public Hearings
1. Public Hearing: Case R-23-025; Michael and Jane Kendrick; Rezoning from R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning
Commission recommended by a 7-0 vote, with no opposition, that the Petitioners' request be
granted. (Supervisor Ingram)
In Case R-23-025, Michael and Jane Kendrick (“Petitioners”) have petitioned to rezone three (3)
parcels totaling 27.92 acres from R-1, Residential Suburban Subdivision District, to A-1,
Agricultural District (to allow the property to be used for agricultural purposes). The subject
properties are located off State Road 847/Sam Haley Road and State Road 848/Joe Carter Road, in
the Tunstall Election District, and shown on the Tax Maps as GPIN #s 1450-72-9769, 1450-82-
1035, and 1450-62-4339. Once the property is rezoned to A-1, all uses listed under Pittsylvania
County Code § 35-178 are permitted. On September 5, 2023, the Planning Commission
recommended, by a 7-0 vote, with no opposition, that the Petitioners' request be granted.
Dalton opened the Public Hearing at 7:21 PM. Jane Kendrick was present to represent the Petition.
No one signed up to speak and Dalton closed the Public Hearing at 7:21 PM.
Motion to approve the rezoning of 27.92 acres from R-1, Residential Suburban Subdivision District,
to A-1, Agricultural District, to allow the property to be used for agricultural purposes.
RESULT: 7-0 (Approve) 5
MOVER: Ingram
SECONDER: Tucker
AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes
NAYS: None
ABSTAIN: None
Other Public Hearings
1. Public Hearing: PCC § 6-6-3 Revision (Southside Soccer Club, Inc., Tax Exemption
Application) Approval
Southside Soccer Club, Inc. ("Southside Soccer"), filed an Application for potential tax exemptions
on real estate consisting of Parcel # 2421-71- 1625. Said Application was submitted to the
Commissioner of the Revenue’s Office, forwarded to the Board, and duly advertised for a Public
Hearing to potentially grant said tax exemption and revise Pittsylvania County Code (“PCC”) § 6-
6.3 accordingly.
Dalton opened the Public Hearing at 7:23 PM. Mark Shields and Bill Wiebking were present to
represent the application. No one signed up to speak and Dalton closed the Public Hearing at 7:28
PM.
Motion to approve the revision to PCC § 6-6.3 authorizing Southside Soccer's tax exemption as
presented.
RESULT: 7-0 (Approve)
MOVER: Warren
SECONDER: Dudley
AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes
NAYS: None
ABSTAIN: None
BOARD MEMBER REPORTS
• Tucker thanked the public for coming out to the meeting and staying informed and engaged
of the political process. He asked everyone to remember Israel in prayer.
• Ingram stated this is breast cancer awareness month and wanted to remind everyone that
there are resources for every resident in the Danville-Pittsylvania County area that have
been diagnosed with cancer. He also stated to keep Israel in prayer. He shared that he
attended the ATDM Summit at Institute, and stated that we are three (3) weeks away from
Election Day and encouraged everyone to get out and vote.
• Scearce stated there was a fundraiser for Easton Coffer this past Saturday, who has brain
and spinal cancer. He thanked everyone who showed up, as they were able to raise just
under $18,000 to go to the family. He stated that Dr. Cheryl Hancock coordinated this
event with the help of Sherry Martin, his wife, CRB Electric, and many others; and he
appreciates the hard work put in by everyone involved.
• Warren thanked Staff for their hard work behind the scenes that makes a lot of the successes
possible. He also asked that everyone take time to think about the upcoming election and
pray about it; not to listen to individuals or groups, and do your own research, as the 6
political arena in Pittsylvania County has become similar to the national arena. He hopes
to move forward after the election, because everyone is better than this, and he hopes the
citizens will realize that working together is better. He asked everyone to put aside personal
feelings and support who is elected and do what really is best for the County.
• Dudley thanked Dalton for a great job. He stated it was a blessing when Eanes recognized
the Bivens family, and how they took something so tragic and turned it into something
beautiful. He stated the world is in turmoil and asked everyone to pray for Israel, and he
thanked Staff for the work they do for the meetings.
• Eanes echoed Dudley's comments and thanked Staff who contribute to the meetings. She
recognized Dan River High School students Christian Blackstock and Dawson Gilbert for
taking first place in the West Division qualifying and are qualified to go to the State
tournament in the Spring. She also recognized Weston Turner and JC Mock for taking
fourth place and stated that Hayden Davis and Dawson Hair from Tunstall joined the Dan
River team and took tenth place. She also recognized Riley Jo and Blake, that are
extraordinary people. They lost their home last week, but they are still here driving and
pushing for the young people, and she believes we need to stand behind and support them.
• Dalton thanked everyone for coming out, thanked Staff, Turille, Hunt, and he asked
everyone to pray for Israel and the County Board as well.
COUNTY ADMINISTRATOR REPORTS
Turille stated that tax assessments will go out October 25, 2023, and he plans to work with the
Board of Supervisors to adjust the tax rate down, after a review of the current and future needs of
the community and organization. He stated the Emergency Operations Response Team is working
to confirm preparations to handle possible emergency situations through a series of tabletop
exercises. He stated that at the next Board Meeting he will present strategic goals and assessment
reports on the long-term projects to improve the community and he also plans to discuss proposed
changes to the solid waste division. He stated that the 2024 Board of Supervisors retreat planning
is underway.
ADJOURNMENT
Dalton adjourned the Meeting at 7:44 PM.
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7.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: New Board Member Swearing-in/Reorganizational
Meeting Date Approval (1/4/24)
Staff Contact(s): Kaylyn McCluster
Agenda Date: November 28, 2023 Item Number: 7.b.
Attachment(s): None
Reviewed By:
SUMMARY:
The Board conducts its annual Reorganizational Meeting the first week of
January. The Board will have three (3) new Members as of January 2024, and all
Members must be sworn in before conducting the Reorganizational
Meeting. County Staff recommends the Board schedule the New Board
Member Swearing-in Ceremony at 5:15 PM, and the Reorganizational Meeting
at 5:30 PM on Thursday, January 4, 2024, in the Board Meeting Room.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board hold the New Board Member Swearing-in
Ceremony at 5:15 PM and the Reorganizational Meeting at 5:30 PM on
Thursday, January 4, 2024, in the Board Meeting Room.
MOTION:
"I make a Motion to hold the New Board Member Swearing-in Ceremony at 5:15
PM and the Reorganizational Meeting at 5:30 PM on Thursday, January 4, 2024,
in the Board Meeting Room."
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7.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Resolution # 2023-11-02 Approval (School Land Sale
Proceeds Retention for Renan Property)
Staff Contact(s): Kaylyn McCluster
Agenda Date: November 28, 2023 Item Number: 7.c.
Attachment(s): 1. 2023-11-02 School
Land Sale Proceeds
Retention
Reviewed By:
SUMMARY:
As evinced in attached Resolution # 2023-11-02, Pittsylvania County Schools was
the owner of certain real property, and on June 14, 2022, the County School
Board ("School Board") determined that it no longer had use for the Renan
Property. On July 12, 2022, the School Board held a Public Hearing regarding
the sale of said property and approved the sale for a sum of $3,000. As allowed
by Virginia Code § 22.1-129(A), Surplus property; sale, exchange or lease of real
and personal property, the School Board may retain the proceeds of such sale
upon approval of the local governing body. The School Board has requested
the Board approve the attached Resolution allowing it to retain all of the $3,000
proceeds from the sale of the Renan Property.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve attached Resolution # 2023-11-
02, allowing the School Board to retain all of the $3,000 proceeds from the sale
of the Renan Property.
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MOTION:
"I make a Motion approving attached Resolution # 2023-11-02."
10
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2023-11-02
_____________________________________________________________________________
PITTSYLVANIA COUNTY SCHOOL LAND SALE PROCEEDS RETENTION APPROVAL
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) November 28, 2023, Business
Meeting, the following Resolution was presented and adopted:
WHEREAS, Pittsylvania County tax records indicate that Pittsylvania County Schools is or was the
owner of certain real property described as follows: Lot 2 containing 0.61 acre shown on a Plat of Survey dated
December 15, 1969, by John D. Jacobs, C.L.S., recorded in the Clerk’s Office of Pittsylvania County in Deed
Book 547, at page 357 (the “Renan Property”); and
WHEREAS, Virginia Code § 22.1-129 allows school boards to sell real property it has determined it has
no use for and retain all or a portion of the proceeds of such sale upon the approval of the local governing body
provided that the School Board holds a Public Hearing on such sale and retention of proceeds; and
WHEREAS, on June 14, 2022, the Pittsylvania County School Board (the “School Board”) determined
that it no longer had use for the Renan Property, and on July 12, 2022, the School Board held a Public Hearing
regarding the sale of the Renan property and approved the sale of the Renan Property for the sum of $3,000; and
WHEREAS, the School Board has requested to retain all of the $3,000 proceeds from the sale of the
Renan Property, and the Pittsylvania County Board of Supervisors approves that request.
NOW, THEREFORE, BE IT RESOLVED, that the Pittsylvania County Board of Supervisors hereby
grants approval of the School Board’s sale of the Renan Property for the sum of $3,000 and the School Board’s
retention of all of the proceeds of that sale.
Given under my hand this 28th day of November, 2023.
________________________________________________
Darrell W. Dalton
Chairman, Pittsylvania County Board of Supervisors
________________________________________________
Stuart J. Turille, Jr.
Clerk, Pittsylvania County Board of Supervisors
Attest:
_____________________
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7.d.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Residential Brush/Leaf Landfill Tipping Fee Waiver (for
Duration of Burn Ban) Approval Ratification
Staff Contact(s): Chris Adcock
Agenda Date: November 28, 2023 Item Number: 7.d.
Attachment(s): None
Reviewed By:
SUMMARY:
To support the current Burn Ban in the County, the Board has authorized a
temporary waiver of County Landfill tipping fees for residentially generated
brush and leaves from County residents.
Valid identification showing proof of County residence is required for disposal
and must be presented at the County’s Landfill office upon delivery, or to other
County Staff upon request.
Accepted identification is as follows:
• Unexpired Virginia Driver’s license, military ID, or photo ID card with
Pittsylvania County address;
• Deed, mortgage, or monthly mortgage/rental statement with matching
photo ID verifying County residence;
• U.S. Postal Service change of address confirmation form with matching
photo ID; or
• Current payroll stub by employer with matching photo ID showing a valid
County address of the employee.
The County Landfill tipping fee waiver is only in effect for residentially generated
brush and leaves, not leaves or brush generated through business, commercial,
or agricultural sources. No quantity limits are placed on residential customers
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delivering their own leaves or brush by personal passenger vehicle smaller than
a one (1) ton pickup truck and/or a flat, 4’x8’ single axle trailer with sides no
greater than thirty-six (36) inches high.
The County Landfill tipping fee waiver will only be valid while the County’s Burn
Ban is in effect.
FINANCIAL IMPACT AND FUNDING SOURCE:
The financial impact of allowing the disposal of residentially generated brush
and leaves will be minimal.
RECOMMENDATION:
County Staff recommends the Board ratify the approval to waive the County
Landfill tipping fees for residentially generated brush and leaves from County
residents, while the County’s Burn Ban is in effect.
MOTION:
"I make a Motion ratifying the approval to waive the County Landfill tipping fees
for residentially generated brush and leaves from County residents, while the
County’s Burn Ban is in effect."
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7.e.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: 2024 Board Legislative Priority Agenda Approval
Staff Contact(s): Kaylyn McCluster
Agenda Date: November 28, 2023 Item Number: 7.e.
Attachment(s): 1. PCBOS 2024
Legislative Agenda
Reviewed By:
SUMMARY:
For the Board’s review and consideration, attached is the Board's 2024
Legislative Agenda. This Legislative Agenda was created with input from
County Staff, the Board, and Constitutional Officers.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board approve the attached 2024 Legislative
Agenda as presented.
MOTION:
“I make a Motion approving the attached 2024 Legislative Agenda as
presented.”
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PCBOS 2024 LEGISLATIVE AGENDA
1. New Jail State Funding
2. New Justice Complex State Funding
3. Parks and Recreation Complex Funding
4. Cherrystone and Roaring Fork Dams Rehabilitation State Funding
5. Limiting of Virginia Wetlands Enforcement
6. Composite Index Formula Revision
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7.f.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: County's 2023 October Bill List Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: November 28, 2023 Item Number: 7.f.
Attachment(s): None
Reviewed By:
SUMMARY:
At each Board Business Meeting, the County’s Auditors recommend the Board
review and approve payments made by the County as oversight of County
Fund expenditures. For the Board's review and consideration, the County's
October 2023 Bill List is found at the below link:
https://weblink.pittgov.net/WebLink/Browse.aspx?id=490791&dbid=0&repo=Pitt
GovDocs
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the County’s 2023 October Bill List
as presented.
MOTION:
“I make a Motion approving the County’s 2023 October Bill List as presented.”
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7.g.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Budget
Agenda Title: DOJ Sheriff Body Worn Cameras Grant Award Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: November 28, 2023 Item Number: 7.g.
Attachment(s): 1. Body Worn Camera
Grant Award
September 2023
Reviewed By:
SUMMARY:
The County's Sheriff's Office was recently awarded a Grant in the amount of
$148,000 from the Department of Justice to purchase a total of 65 body-worn
camera systems for Sheriff's Deputies. These cameras will replace the current
body-worn cameras that were purchased in 2015 and have outlived their useful
lives.
FINANCIAL IMPACT AND FUNDING SOURCE:
This Grant requires a fifty percent (50 %) local match totaling $148,000. These
funds are currently available in the Sheriff's regular FY24 Operating Budget.
RECOMMENDATION:
County Staff recommends the Board approve the DOJ Body Worn Camera
Grant in the total amount of $296,000 (fifty percent (50 %) Grant and fifty
percent (50 %) Local Match) to purchase 65 body-worn cameras for the Sheriff's
Office.
MOTION:
"I make a Motion approving the DOJ Body Worn Camera Grant as presented."
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7.h.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: BIL Funding Award Acceptance Approval (Robin Court
Waterline Extension Project)
Staff Contact(s): Chris Adcock
Agenda Date: November 28, 2023 Item Number: 7.h.
Attachment(s): 1. BIL 011S-
24_Pittsylvania
County_Robin Court
Subdivision Water
Extension
Reviewed By:
SUMMARY:
The Virginia Department of Health ("VDH") has completed a preliminary review
of County Staff's application for drinking water construction funds for the Robin
Court Subdivision Waterline Extension project ("Project"). Based on the
information provided in the application, VDH has made an initial offer of
$905,000 as principal forgiveness to be used for the construction of the
Project. Funds are offered through the Virginia Drinking Water State Revolving
Fund, FY 2024 Bipartisan Infrastructure Law ("BIL"). The VDH Division of Financial,
Construction, and Assistance Program administers BIL funds. If desired to
participate in the funding, the County must accept this initial offer no later than
December 1, 2023.
FINANCIAL IMPACT AND FUNDING SOURCE:
The $905,000 is offered as principal forgiveness and the County will not have to
pay that amount back. County Staff expects this amount to cover all expected
construction costs. If construction costs exceed this amount, while not
21
expected, this overage can be paid for from the County's Water Fund
balance.
RECOMMENDATION:
County Staff recommends the Board approve the acceptance of this initial
funding offer and authorize County Staff to make formal acceptance of the
offer.
MOTION:
"I make a Motion approving the acceptance of the initial funding offer from the
Virginia Drinking Water State Revolving Fund in the amount of $905,000 as
principal forgiveness for the Project and authorize County Staff to make formal
acceptance of the same."
22
COMMONWEALTH of VIRGINIA
Department of Health
Karen Shelton, MD P O BOX 2448 TTY 7-1-1 OR
State Health Commissioner RICHMOND, VA 23218 1-800-828-1120
R. Christopher Lindsay
Chief Operating Officer
October 26, 2023
Subject: Pittsylvania County
Water Pittsylvania County
Robin Court Subdivision Water Extension
BIL 011S-24
Mr. Chris Adcock, Director of Public Works
Pittsylvania County
P.O. Box 426
Chatham, Virginia 24531
Re: Virginia Drinking Water State Revolving Fund
FY 2024 Bipartisan Infrastructure Law (BIL)
BIL Initial Offer
Dear Mr. Adcock:
The Virginia Department of Health (VDH) has completed a preliminary review of your application for drinking
water construction funds. The determination of the funding package is shown below; however, this
Use Plan is contingent on the availability of federal and
state funding as well as the conditions below. The VDH Division of Financial, Construction and Assistance
Programs (FCAP) administers BIL funds.
Based on the information provided, VDH determined the total funding package for your project is estimated
to be $905,000 as principal forgiveness. The funding package was determined using information provided in
your loan application.
This offer requires a commitment to evaluate revenues and adjust rates as necessary to ensure revenue growth
that factors in increases (e.g., operational costs, inflation, etc.), other costs (e.g., asset/equipment replacements,
technology upgrades, capital improvements, etc.), and takes into account other potential revenue reductions
(e.g., future regulations, reductions from water conservation, etc.). VDH urges waterworks owners to establish
and fund a capital reserve fund that adequately supports capital improvements and asset replacements.
23
Mr. Chris Adcock, Director of Public Works
October 26, 2023
Page 2
Furthermore, VDH recommends waterworks owners implement a revenue growth model that includes
automatic annual rate adjustments that exceed inflation. VDH recommends waterworks self-evaluate their
financial position using the attached Building Financial Sustainability/Financial Health Indicators to ensure
they are able to provide for financial sustainability.
VDH recommends all waterworks maintain updated Waterworks Business Operation Plans, Asset
Management Plans, and/or Capital Improvement Plans. The Financial and Construction Assistance Program
(FCAP) requires a current Asset Management Plan (AMP) to receive funding. VDH may be able to make
funds available for this plan if it was not included in the original budget. Please coordinate with Capacity
Development on the AMP, and for questions on the Technical, Managerial, and Financial (TMF) review.
These questions can be directed to Ms. Jeanean B. Francis, Capacity Development Sustainability Coordinator,
at (804) 292-5681 or Jeanean.Bustamante@vdh.virginia.gov. Mr. Barry Matthews, CPG, TCDO Division
Director, is also available to answer questions on the TMF review and he can be reached at (804) 477-5171 or
Barry.Matthews@vdh.virginia.gov.
Currently, the federal Drinking Water State Revolving Fund (DWSRF) appropriation and final requirements
have not yet been finalized. However, all recipients should expect to comply with the Build America/Buy
America Act (which includes American Iron and Steel requirements), Davis Bacon Prevailing Wage, and other
provisions as required.
The funding package and loan closing are conditioned on and are subject to change based on (but not limited
to) the following:
(1) The availability of federal and state match funds to support the DWSRF Program,
(2) New restrictions/conditions that the EPA or VDH may require in the use of the SRF funds or for
participation in the Program,
(3) Changes to the purpose, benefit, or scope of the project from the Preliminary Engineering Report
(PER) or the DWSRF Application; or if the VDH-ODW Field Office does not concur with the
project purpose, benefit, or scope,
(4) Owner complying with the DWSRF Program requirements, and owne
according to a pre-negotiated schedule, or delays/changes in project readiness to proceed,
(5)ODW/DWSRF Program (i.e., late or non-payments or non-
compliance),
(6) Owner obtaining user agreements from future water users in the project area (if applicable),
(7) The financial estimates provided in your loan application changing,
(8)(if applicable). All loan offers will require an acceptable credit
review by the Virginia Resources Authority,
(9) Owner soliciting other lenders for parity on this new debt (if applicable),
(10) Owner being debarred or suspended from applying for state or federal funds,
(11) Waterworks maintaining compliance with the Virginia Waterworks Regulations and other applicable
state/federal laws, regulations, policies, and procedures, and
(12) EPA mandates that all program assistance recipients demonstrate full technical, financial, and
managerial capacity in order to receive funds. VDH may place special requirements on recipients
in order to ensure capacity requirements are met prior to loan closing.
24
Mr. Chris Adcock, Director of Public Works
October 26, 2023
Page 3
An acceptance of this funding offer reflects a commitment on your part to these requirements. VDH reserves
the right to by-pass any project that has not executed financial agreements within 12 months from the date of
Please notify me in writing as soon as possible but no later than December 1, 2023, at the address above
of your acceptance of this initial funding package offer or any concerns and additional factors that
should be considered. Failure to notify me can be deemed as your withdrawal from this program. Please use
the above referenced project number and name on all correspondence. If necessary, I can be contacted at (804)
629-7206 or at Kelly.Ward@vdh.virginia.gov.
Sincerely,
Kelly Ward, Director
Division of Financial, Construction & Assistance Programs
cc: Barry Matthews, CPG, Division Director Training, Capacity Development and Outreach
Keith Kornegay, P.E., FCAP Project Team Leader, Lexington Field Office
K. Ray Weiland, PE, ODW Deputy Field Director, Danville Field Office
Joe Bergeron, VRA, Director of Financial Services and Investments
25
VDH OFFICE OF DRINKING WATER
FINANCIAL AND CONSTRUCTION ASSISTANCE PROGRAMS (FCAP)
Building Financial Sustainability/Financial Health Indicators
Having adequate financial capacity and an acceptable credit review is a Program
requirement for revolving fund loan projects. Listed below are some financial indicators
that may be evaluated during a review by VDH or by the Virginia Resources Authority
(VRA). Reviews are not limited to the factors listed below and may include other factors.
Revenue Pledge Factors:(User fees pledged for loan repayment)
1.Debt Service Coverage Ratio: Net Revenue (revenue O&M) available for debt service divided by
applicable debt service. Evaluated using the first two fiscal years after project completion.
Poor Less than 1.15x
Adequate From 1.15x to 1.5x
Strong Greater than 1.5x
2.Days Cash on Hand: Amount of total available unrestricted liquid reserves divided by daily operating
expenditure requirements.
Poor Less than 60 days
Adequate From 60 to 120 days
Strong Greater than 120 days
3.Operating Ratio: Total operating income plus operating reserves divided by total operating costs (not
including debt)
Poor Less than 1.1
Adequate From 1.1 to 3.0, Small systems (1.25 to 3.0), Medium and large (1.1 to 2.0)
Strong Greater than 3.0 Small systems (3.0), Medium and large (2.0)
General Obligation Factors:1 (Locality pledges its full faith and credit, backed by taxing
power)
4.State Aid (if applicable): Available state aid divided by applicable debt service.
Poor Less than 1.0x
Adequate From 1.0x to 1.5x
Strong Greater than 1.5x
5.Debt Service vs. Expenditures: Debt service compared to the total operating budget.
Poor Greater than 15%
Adequate From 10% to 15%
Strong Less than 10%
1 Evaluate the debt, revenues, and expenses of the entire entity and not just the waterworks enterprise
fund
26
6.Unassigned Fund Balance: Unassigned fund balance vs. total revenue.
Poor Less than 5%
Adequate From 5% to 10%
Strong Greater than 10%
7.Debt Payout Ratio: Measurement of how much debt is paid off in ten years.
Poor Less than 50%
Adequate From 50% to 60%
Strong Greater than 60%
8.Total Debt vs. Total Valuation:
Poor Greater than 6%
Adequate From 2% to 6%
Strong Less than 2%
Other Factors:
9.Affordability Index Target: Annual residential bill divided by Annual Median Household Income (MHI).
1% for average gallons per month*
2% for 5,000 gallons per month
* Use the rate structure (in-town, if applicable) for residential customers and apply it to the average
monthly residential water usage to derive the average monthly user rate for evaluation under the DWSRF
Program. The average monthly residential water usage is to be based on residential water meter data.
Waterworks are expected to meet or exceed the target rate criteria at the time of project completion.
Other considerations:
Experience has shown that fairly structured utility rates that implement gradual rate increases annually
have been the most acceptable to the ratepayers and most effective in keeping revenue at pace with
costs.
VDH recommends waterworks implement a revenue growth model that factors in increases (e.g.,
operational costs, inflation, etc.), other costs (e.g., asset/equipment replacements, technology upgrades,
capital improvements, etc.), and takes into account other potential revenue reductions (e.g., future
regulations, reductions from water conservation, etc.).
VDH recommends waterworks establish and fund a capital reserve fund that adequately supports capital
improvements and asset replacements.
VDH reserves the right to require an implementation schedule acceptable to VDH for those waterworks
that may need additional time for implementation of significant rate increases.
27
7.i.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Sheriff Surplus Equipment Declaration/Distribution
Approval
Staff Contact(s): Connie Gibson
Agenda Date: November 28, 2023 Item Number: 7.i.
Attachment(s): None
Reviewed By:
SUMMARY:
The Pittsylvania County Sheriff's Office received a letter of request from Attorney
General Jason Miyares asking law enforcement agencies across Virginia to
donate equipment, such as surplus body armor, protective gear, and tactical
gear equipment to help with Israel’s Defense Forces fighting terrorism. The
Sheriff's Office has surplus body armor in the form of twenty-two (22) vests that
are past their shelf life, but can still be of help. These vests are older and
expired, and have already been replaced, but remain the property of the
County and Sheriff Taylor is requesting the Board's approval to provide such
surplus items for this effort.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the donation of the Sheriff's
Office surplus body armor to help with Israel’s Defense Forces fighting terrorism.
MOTION:
"I make a Motion approving the donation of the Sheriff's Office surplus body
armor to help with Israel’s Defense Forces fighting terrorism."
28
7.j.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: IDA (Tunstall); (John Daniel)
Staff Contact(s): William Ingram
Agenda Date: November 28, 2023 Item Number: 7.j.
Attachment(s): 1. 11-16-2023 John
Daniel - IDA
Reviewed By:
SUMMARY:
John Daniel (“Daniel”) is currently the Industrial Development Authority's ("IDA")
Tunstall District Representative. His term expired on November 3, 2023, and
Supervisor Ingram desires to re-appoint Daniel for a new four (4)-year term
beginning on November 28, 2023, and ending on November 28, 2027.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
Supervisor Ingram recommends the Board re-appoint Daniel as the IDA's Tunstall
District Representative for a new four (4)-year term beginning on November 28,
2023, and ending on November 28, 2027.
MOTION:
"I make a Motion to re-appoint Daniel as the IDA's Tunstall District Representative
for a new four (4)-year term beginning on November 28, 2023, and ending on
November 28, 2027."
29
Serve on a Board or Commission
Submission Date: 11/16/2023
Full Name
John W.Daniel
Full Address
257 Saddle Road
Danville, Virginia 24541
Election District
Tunstall
Phone
(434) 334-6901
Email
john@danielbuildersllc.com
Board, Committee, or Commission of Interest
Industrial Development Authority
Education Background
I have been in the construction industry for in this area for over 40 years and have been self-employed
for the last 40 years. I am a lifelong resident of this county.
Occupation
Owner of General Construction Company - Daniel Builders LLC
Why do you want to serve on this Board?
I currently serve on the IDA board, and I am the Vice Chair. I feel that it is important to have engaged
individuals in this type of position, and not just someone to fill the seat. I feel that my construction
background and overall business experience is important and plays a vital role on our board. I want to
do whatever I can to help move our county forward and attract new industry.
What special skills/interests/qualifications would benefit you in this
appointment?
See my answer above.
Code of Ethics/Model of Excellence
Yes
30
7.k.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: Planning Commission (Banister);
(Colette Henderson)
Staff Contact(s):
Agenda Date: November 28, 2023 Item Number: 7.k.
Attachment(s): 1. 11-16-2023 Colette
Henderson - Planning
Commission
Reviewed By:
SUMMARY:
Colette Henderson (“Henderson”) is currently the Planning Commission's ("PC")
Banister District Representative. Her term is set to expire on November 30, 2023,
and Supervisor Tucker desires to re-appoint Henderson for a new four (4)-year
term beginning on December 1, 2023, and ending on December 1, 2027.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
Supervisor Tucker recommends the Board re-appoint Henderson as the PC's
Banister District Representative for a new four (4)-year term beginning on
December 1, 2023, and ending on December 1, 2027.
MOTION:
"I make a Motion re-appointing Henderson as the PC's Banister District
Representative for a new four (4)-year term beginning on December 1, 2023,
and ending on December 1, 2027."
Robert Tucker
31
Serve on a Board or Commission
Submission Date: 11/16/2023
Full Name
Colette Henderson
Full Address
848 East Gretna rd
Gretna, VA 24557
Election District
Banister
Phone
(434) 710-3176
Email
chenderson0052@gmail.com
Board, Committee, or Commission of Interest
Planning Commission
Education Background
Graduate of Chatham High School, 1996
Occupation
Business Owner, Signing Agent
Why do you want to serve on this Board?
I possess a genuine interest in land use as it pertains to Pittsylvania County and adjacent
jurisdictions. I believe that it is important to adhere to guidelines and procedures, when
determining the best use for property and county land.
What special skills/interests/qualifications would benefit you in this
appointment?
I am detail oriented, possess effective communication skills, both of which are useful tools
when dealing with the public at large. I am a business owner of 15 years and Notary Public. I am
comfortable with technology and social media. I am very familiar with plats and maps as well as
various forms that are utilized in our agenda packet. I gained some of this knowledge while I
was employed as an executive administrative assistant for a local land surveyor in 2022.
Code of Ethics/Model of Excellence
32
7.l.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Ophelia Griffin Terry (Honoring 100th Birthday) Certificate
Approval
Staff Contact(s): Robert Tucker
Agenda Date: November 28, 2023 Item Number: 7.l.
Attachment(s): 1. 11-28-2023 Ophelia
Terry - 100th Birthday
2. 11-28-2023 Ophelia
Griffin Terry - 100
Years Certificate of
Recognition
Reviewed By:
SUMMARY:
Ophelia Griffin Terry ("Terry"), a Banister District resident, turned one-hundred
(100) years old on November 23, 2023. For the Board's review and
consideration, attached is a Certificate recognizing this remarkable
achievement.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve issuing the attached Certificate
to Terry.
MOTION:
"I make a Motion approving Terry's Certificate."
33
BOARD OF SUPERVISORS
P.O. Box 426 • 1 Center Street
Chatham, Virginia 24531
Phone (434) 432-1987
_______________________________________________________________________________________________________
BUSINESS SAVVY. PEOPLE FRIENDLY.
November 28, 2023
VIA U.S. MAIL
Ophelia Griffin Terry
5796 Old Richmond Rd
Danville, VA 24540
Re: 100th Birthday
Dear Ms. Terry,
Happy 100th Birthday! On behalf of the Pittsylvania County Board of Supervisors I
would like to express my sincerest wishes on this memorable occasion.
What a pleasure it is to share this important occasion with you. You have
experienced 100 years amongst family and friends and witnessed many events and
milestones. As you reflect on your cherished memories, I hope that your heart will be filled
with happiness.
Congratulations on your special birthday, and may you enjoy many more happy
years to come.
Sincerely yours,
Robert M. Tucker, Jr.
Banister District
Pittsylvania County Board of Supervisors
34
C e r t i f i c a t e o f R e c o g n i t i o n
Ophelia Griffin Terry
Darrell W. Dalton
Chairman
The Pittsylvania County Board of Supervisors expresses its sincere
congratulations to Ms. Ophelia Griffin Terry as she celebrated her
100th Birthday on November 23, 2023. It is a great pleasure to
send you best wishes and warmest congratulations on this amazing
milestone, and we hope that your day was filled with everlasting joy
and pleasure.
Happy 100th Birthday!
Given this 28th day of November, 2023
Robert M. Tucker, Jr.
Banister District
35
7.m.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2023-11-01 Adoption (Honoring North Point
Lane Fire First Responders)
Staff Contact(s): Christopher Key
Agenda Date: November 28, 2023 Item Number: 7.m.
Attachment(s): 1. 2023-11-01
HONORING NORTH
POINT LANE FIRE FIRST
RESPONDERS
Reviewed By:
SUMMARY:
In the early morning hours of November 12, 2023, fire crews were dispatched to
NorthPointe Apartments located at 600 North Point Lane in Pittsylvania County,
Virginia (“County”). The Blairs Fire and Rescue Department, in collaboration
with neighboring fire departments, promptly and efficiently responded to the
fire, demonstrating professionalism, courage, and exemplary teamwork in
rescuing the residents, and containing and extinguishing the blaze, and we
would like to recognize the efforts and sacrifices of the first responders who
risked their own safety to respond to this apartment fire.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve Resolution # 2023-11-01 as
attached.
MOTION:
36
"I make a Motion to approve Resolution # 2023-11-01 as attached."
37
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2023-11-01
_____________________________________________________________________________
HONORING NORTHPOINTE LANE FIRE FIRST RESPONDERS
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) November 28, 2023, Business Meeting,
the following Resolution was presented and adopted:
WHEREAS, emergencies can occur at any time that require police, fire, or emergency medical services, and when
an emergency occurs, the prompt response of our First Responders is critical to the protection of life and preservation of
property; and
WHEREAS, in the early morning hours of November 12, 2023, fire crews were dispatched to NorthPointe
Apartments located at 600 North Point Lane in Pittsylvania County, Virginia (“County”); and
WHEREAS, the massive blaze triggered what’s known as a “County-wide call for assistance” and fire crews from
the City of Danville, Virginia (“Danville”) also responded; and
WHEREAS, when first responders arrived on scene, heavy flames had already engulfed half of the apartment
building, with residents trapped inside and many trying to escape the blaze through balconies and windows; and
WHEREAS, the Blairs Fire and Rescue Department, in collaboration with neighboring fire departments, promptly
and efficiently responded to the fire, demonstrating professionalism, courage, and exemplary teamwork in rescuing the
residents, and containing and extinguishing the blaze; and
WHEREAS, the swift action and bravery displayed by County volunteer firefighters in containing and
extinguishing the fire undoubtedly prevented further damage and ensured the safety of the residents and surrounding
community; and
WHEREAS, volunteers and first responders throughout the County and Danville gave their time to help ensure
that evacuees were rescued, sheltered, clothed, fed, and emotionally comforted through this traumatic event; and
WHEREAS, people throughout the County and Danville responded with an outpouring of support for the victims
of this incident; and
WHEREAS, the County recognizes the efforts and sacrifices of the first responders who risked their own safety to
respond to this apartment fire; and
NOW, THEREFORE, BE IT RESOLVED, that the Board hereby recognizes and honors the bravery and heroism
of the Blairs Fire and Rescue Department and all participating Fire Departments, E-911 Operators, Public Safety Staff,
Local Law Enforcement Staff, Volunteers, and anyone else involved with assisting this recent large apartment fire, and
encourages the citizens of the County to join in expressing our heartfelt thanks to these brave men and women for their
exemplary service and sacrifice.
Given under my hand this 28th day of November, 2023.
________________________________________________
Darrell W. Dalton
Chairman, Pittsylvania County Board of Supervisors
________________________________________________
Stuart J. Turille, Jr.
Clerk, Pittsylvania County Board of Supervisors
38
7.n.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Certificate of Appreciation Approval (Dominion Energy
Altavista Office; Wayside Park Benches)
Staff Contact(s): Justin Price
Agenda Date: November 28, 2023 Item Number: 7.n.
Attachment(s): 1. 11-28-2023 Certificate
of Appreciation -
Dominion Energy
Reviewed By:
SUMMARY:
Employees from Dominion Energy’s Altavista District Office spent the morning of
November 8, 2023, installing four (4) park benches at Wayside Park in Hurt,
Virginia. Dominion likes to do local volunteer projects, and since many of the
men in the office use the park and live in the County, the Office thought
installing the benches would be a worthwhile project. The County greatly
appreciates Dominion’s Altavista Office for choosing Parks and Recreation as
the recipient of their local volunteer project and thank them for this generous
contribution that will benefit the visitors of Wayside Park for years to come.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the Certificate of Appreciation to
Dominion Energy's Altavista Office as attached.
MOTION:
39
"I make a Motion approving the Certificate of Appreciation to Dominion
Energy's Altavista Office as attached."
40
C e r t i f i c a t e o f A p p r e c i a t i o n
Dominion Energy Altavista Office
Darrell W. Dalton
Chairman
The Pittsylvania County Board of Supervisors expresses its sincere
appreciation to David Billings, and the Dominion Energy Altavista Office, for
choosing Parks and Recreation as the recipient of your local volunteer
project. The four benches installed along the walking trails in the park, in
which three are located near the creek, will allow visitors to take a break and
enjoy the water while they take in all that our beautiful park has to offer.
Thank you for your generous contribution to Wayside Park that will benefit
visitors for years to come.
Given this 28th day of November, 2023
Timothy W. Dudley
Vice-Chair
41
8.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: General Presentations (Board of Supervisors); (if any)
Staff Contact(s): Kaylyn McCluster
Agenda Date: November 28, 2023 Item Number: 8.a.
Attachment(s): None
Reviewed By:
The Board will present any Proclamations, Resolutions, and/or Certificates
approved/adopted on the November Consent Agenda or at previous
Meetings.
42
10.a.1.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Public Hearing: Case R-23-026; Board of Supervisors
Pittsylvania County, Virginia; Rezoning from A-1,
Agricultural District, to M-2, Industrial District, Heavy
Industry. The Planning Commission recommended by a
6-0 vote, with no opposition, that the petitioner's request
be granted. (Supervisor Warren)
Staff Contact(s): Emily Ragsdale
Agenda Date: November 28, 2023 Item Number: 10.a.1.
Attachment(s): 1. R-23-026 BOS Jail App
2. R-23-026 BOS Jail Plat
3. R-23-026 BOS Jail Site
Plan
4. R-23-026 BOS Jail
Conceptual Pics
Reviewed By:
SUMMARY:
In Case R-23-026, the Board of Supervisors Pittsylvania County, Virginia
(“Petitioner”), has petitioned to rezone 32.26 acres from A-1, Agricultural District,
to M-2, Industrial District, Heavy Industry, (to allow for a public facility (correctional
facility)). The subject property is located on U.S. Highway 29, in the Chatham-Blairs
Election District, and shown on the Tax Maps as GPIN # 2423-19-0816. Once the property is
rezoned to M-2, all uses listed under Pittsylvania County Code § 35-402 are
permitted. On October 3, 2023, the Planning Commission recommended, by a
6-0 vote, with no opposition, that the Petitioner's request be granted. For the
Board’s review, the County Staff Summary is attached.
43
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approval of Case R-23-026 as presented. The subject
property is adjacent to properties currently zoned M-2, Industrial District, Heavy
Industry.
MOTION:
“In Case R-23-026, I make a Motion approving the rezoning of 32.26 acres from
A-1, Agricultural District, to M-2, Industrial District, Heavy Industry, to allow the property to
be used for a public facility (correctional facility).”
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
10.a.2.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Public Hearing: Case R-23-027; Connie Sue Gardner
Horsley; Rezoning from A-1, Agricultural District, and R-1,
Residential Suburban Subdivision District, to A-1,
Agricultural District. The Planning Commission
recommended by a 6-0 vote, with no opposition, the
Petitioner's request. (Supervisor Ingram)
Staff Contact(s): Emily Ragsdale
Agenda Date: November 28, 2023 Item Number: 10.a.2.
Attachment(s): 1. R-23-027 Connie
Horsley App
2. R-23-027 Connie
Horsley Map
3. R-23-027 Connie
Horsley Plat
Reviewed By:
SUMMARY:
In Case R-23-027, Connie Sue Gardner Horsley (“Petitioner”) has petitioned to
rezone 43.00 acres from A-1, Agricultural District, and R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District (to allow for the placement of a doublewide mobile
home). The subject property is located on Primitive Baptist Road West, in the Tunstall
Election District, and shown on the Tax Maps as GPIN # 1461-62-5579. Once the property is
rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are
permitted. On October 3, 2023, the Planning Commission recommended, by a
6-0 vote, with no opposition, that the Petitioner's request be granted. For the
Board’s review, the County Staff Summary is attached.
64
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approval of Case R-23-027 as presented. The subject
property is adjacent to other properties currently zoned A-1, Agricultural District,
and the rezoning would be consistent with the County’s Comprehensive Plan.
MOTION:
“In Case R-23-027, I make a Motion approving the rezoning of 43.00 acres from
R-1, Residential Suburban Subdivision District, and A-1, Agricultural District, to A-
1, Agricultural District, to allow a doublewide to be placed on the property.”
65
66
67
68
69
70
71
72
73
74
75
76
10.b.1.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Public Hearing
Agenda Title: Public Hearing: Pittsylvania County Code Amendments,
Chapter 18 (Subdivision Ordinance)
Staff Contact(s): Emily Ragsdale
Agenda Date: November 28, 2023 Item Number: 10.b.1.
Attachment(s): 1. Chapter 18
Subdivision 11282023
Reviewed By:
SUMMARY:
On August 15, 2023, the Board adopted amendments to Pittsylvania County
Code ("PCC") Chapter 35, Division 7. Residential Planned Unit Development
District ("RPD"), reducing minimum lots sizes, allowing private streets to be utilized
to provide access to certain uses upon Board approval, and increased
density. Currently, PCC Chapter 18, Subdivision Ordinance, requires a minimum
of fifty (50) feet of road frontage on a state-maintained road for all properties
that are governed by the Ordinance. Without the adoption of the attached
proposed PCC revisions, this requirement would supersede the amendments
made to the County's Zoning Ordinance, eliminating the possibility for the
property to be subdivided. This Public Hearing was duly advertised in the
Chatham Star Tribune on November 15 and 22, 2023. For the Board's review
and consideration, attached are the proposed PCC revisions.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
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Following the conducting of the legally required Public Hearing, County
Community Development Staff recommends the Board approve the attached
PCC Amendments as presented.
MOTION:
"I make a Motion approving the attached revisions to PCC Chapter 18 as
presented."
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PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a Public Hearing at 7:00 p.m. on Tuesday,
November 28, 2023, at the Board Meeting Room, 39 Bank Street, Chatham, Virginia 24531, to
receive citizen input on proposed revisions to Pittsylvania County Code (“PCC”), Chapter 18,
Subdivision Ordinance. A complete copy of the proposed revisions is available at the Pittsylvania
County Administrator’s Office, 1 Center Street, Chatham, Virginia 24531, Monday through
Friday, 8:00 a.m. to 5:00 p.m., as well as on the County’s website at
www.pittsylvaniacountyva.gov.
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PITTSYLVANIA COUNTY CODE
CHAPTER 18
SUBDIVISION ORDINANCE
Article I.
General Considerations
§ 18-1. Incorporation of State Laws
§ 18-2. Definition
§ 18-3. Administration
§ 18-4. Duties
§ 18-5. To Consult
Article II.
Submission of Plats
§ 18-6. Platting Required
§ 18-7. Appeal of Disapproval by Agent
§ 18-8. Draw and Certify
§ 18-9. Owner's Statement
§ 18-10. No One Exempt
§ 18-11. Private Contracts
§ 18-12. Necessary Changes
§ 18-13. Fees
Article III.
Requirements of Subdivisions
§ 18-14. Mutual Responsibility
§ 18-15. Land must be Suitable
§ 18-16. Flooding
§ 18-17. Building Site
§ 18-18. Improvements
§ 18-19. Bond
§ 18-20. Plans and Specifications
§ 18-21. Part of a Tract
§ 18-22. Lots
§ 18-23. Blocks
§ 18-24. Streets
§ 18-25. Monuments
§ 18-26. Reservation of Land for Public Purposes
Article IV.
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Approval of Plats
§ 18-27. Approval Required Before Sale
§ 18-28. Preliminary Sketch
§ 18-29. Preliminary Plat
§ 18-30. Procedure
§ 18-31. No Guarantee
§ 18-32. Six Months' Limit
§ 18-33. Final Plat
§ 18-34. Conditions
§ 18-35. Special Provisions
Article V.
Advertising Standards
§ 18-36. Advertising Standards
Article VII.
Effectual Clauses
§ 18-37. Exceptions
§ 18-38. Penalties
§ 18-39. Severability
§ 18-40. Repeal
§ 18-41. Amendments
§ 18-42. Street and Highway Construction
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PITTSYLVANIA COUNTY CODE
CHAPTER 18
SUBDIVISION ORDINANCE
An ordinance to regulate the subdivision of property into lots, streets, alleys, and other
public areas, to provide for the making and recording of plats of such subdivisions and the
certification of same and provide for the approval of plats.
Whereas, pursuant to Chapter 22, Article 6 of Title 15.2, Code of Virginia 1950, as
amended, the Board of Supervisors of Pittsylvania County, Virginia, is authorized to adopt
regulations to assure the orderly subdivision of land and its development, to provide for the
harmonious and economic development of the county, for the coordination of streets within
subdivisions of land with other existing or planned streets, for adequate open spaces for traffic,
recreation, light and air, and for distribution of population and traffic which will tend to create
conditions favorable to health, safety, convenience and prosperity.
Therefore, be it ordered by the Board of Supervisors of Pittsylvania County, Virginia,
that the following regulations are hereby adopted for the subdivision of land within
unincorporated portions of Pittsylvania County, and from and after the effective date of this
ordinance, every owner or proprietor of any tract of land to which these regulations apply after
the approval of the Board of Supervisors or designated agent, shall cause a plat of such
subdivision developed and prepared in accordance with these regulations with reference to
known or permanent monuments, to be made and recorded in the office of the Clerk of the
Circuit Court wherein deeds conveying such land are required by law to be recorded. A copy of
said plat shall also be filed in the office of the Commissioner of Revenue.
PITTSYLVANIA COUNTY CODE
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CHAPTER 18
SUBDIVISION ORDINANCE
Purpose:
The purpose of this ordinance is to establish certain standards for the division of land into
subdivided parts in accordance with procedures established by Pittsylvania County, Virginia,
within such of its geographical area as may come under jurisdiction of the governing body.
These regulations are part of a long-range plan to guide and facilitate the orderly
beneficial growth of the community, and to promote the public health, safety, convenience,
comfort, prosperity and general welfare. More specifically, the purpose of these standards and
procedures are to provide a guide for the change that occurs when lands and acreage become
urban in character as a result of development for residential, business or industrial purposes; to
provide assurance that the purchasers of lots are buying a commodity that is suitable for
development and use; and to make possible the provisions of public services in a safe, adequate
and efficient manner. Subdivided land sooner or later becomes a public responsibility in that
roads and streets must be maintained and numerous public services customary to urban areas
must be provided. This ordinance assists the community in meeting these responsibilities.
Article I. General Considerations
Sec. 18-1. Incorporation of State Laws
This ordinance hereby incorporates by reference Title 15.2, Chapter 22, Article 6 of the
Code of Virginia (1950), as amended; and related laws.
Sec. 18-2. Definitions
For the purpose of this ordinance, certain words and terms used herein shall be interpreted or
defined as follows: Words used in the present tense include the future, words in the singular
number include the plural, and the plural the singular, unless the natural construction of the word
indicates otherwise; the word "lot" includes the word "parcel"; the word "shall" is mandatory and
not discretionary; the word "approve" shall be considered to be followed by the words "or
disapprove"; and reference to this ordinance includes all ordinances amending or supplementing
the same; all distances and areas refer to measurement in a horizontal plane.
(a) Agent. The representative of the Board of Supervisors of Pittsylvania County who has been
appointed agent of the Board in approving subdivision plats.
(b) Alley. A permanent service way providing a secondary means of access to abutting
properties.
(c) Building line. The distance which a building is from the front line or front boundary line.
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(d) Commission. The Planning Commission of Pittsylvania County, Virginia.
(e) Cul-de-sac. A street with only one outlet and having an appropriate turn-around for a state
and convenient reverse traffic movement.
(f) Developer. An owner of property being subdivided, whether or not represented by an
agent.
(g) Easement. A grant by a property owner of the use of land for a specific purpose or
purposes.
(h) Engineer. An engineer licensed by the Commonwealth of Virginia.
(i) Governing Body. The Board of Supervisors of Pittsylvania County, Virginia.
(j) Health Official. Either the health director or sanitarian of Pittsylvania County, Virginia.
(k) Highway Engineer. The resident engineer employed by the Virginia Department of
Transportation.
(l) Jurisdiction. The area or territory subject to the legislative control of the governing body.
(m) Lot. A numbered and recorded portion of a subdivision intended for transfer of
ownership or for building development for a single building and its accessory
building.
(n) Lot, corner. A lot abutting upon two (2) or more streets at their intersection; the shortest side
fronting upon a street shall be considered the front of the lot, and the longest side fronting
upon a street shall be considered the side of the lot.
(o) Lot, depth of. The mean horizontal distance between the front and rear lot lines.
(p) Lot, double frontage. An interior lot having frontage on two (2) streets.
(q) Lot of record. A lot which has been recorded in the office of the Clerk of the Circuit Court.
(r) Lot, width of. The mean horizontal distance between the side lot lines.
(s) Planned Residential Communities. Is a planned unit development consisting of varied types
of residential land use and density. All Planned Residential Communities (PRC) must
comply with this subdivision ordinance and are subject to additional requirements as may
be deemed necessary by the Board or its designated agent.
(t) Plat. Includes the terms map, plan, plot, replat, or replot; a map or plan of a tract or parcel of
land which is to be, or which has been subdivided. When used as a verb "plat" is
synonymous with "subdivide."
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(u) Property. Any tract, lot, parcel or several of the same collected together for the purpose of
subdividing.
(v) Remnant. There shall be no remnants of land left in a subdivision.
(w) Re-subdivision. The division of a lot, parcel, or tract in an approved subdivision into two
(2) or more lots, parcels, or tracts. All resubdivisions shall comply and be subject to the
same policies and procedures as a subdivision.
(x) Street. A public right-of-way, or publicly dedicated right-of-way which offers a primary
means of vehicular ingress and egress, or access, to properties, or abutting properties, or
provides for through traffic, whether designated as a highway, street, avenue, boulevard,
road, lane, alley or any other public way. (B.S.M. 07/01/02)
(y) Street or alley, public use of. The unrestricted use of a specified area or right of way for
ingress and egress to two (2) or more abutting properties.
(z) Street, major. A heavily traveled thoroughfare or highway that carries a large volume of
through traffic, or anticipated traffic exceeding five hundred (500) vehicles per day.
(aa)Street, other. A street that is used primarily as a means of public access to the abutting
properties with anticipated traffic of less than five hundred (500) vehicles per day.
(bb) Street, service drive. A public right of way generally paralleled and contiguous to a major
highway, primarily designed to promote safety by eliminating promiscuous ingress and
egress to the right of way by providing safe and orderly points of access to the highway.
(cc) Street width. The total width of the strip of land dedicated or reserved for public travel,
including roadway, curbs, gutters, sidewalks, and planting strips.
(dd) Subdivision. A subdivision shall mean the division of any-lot, parcel, or tract of land
into four (4) or more parts each for the purpose of transfer of ownership or building
development, or if a new street is involved in such division, any division of a parcel of
land is required to meet the requirements of this ordinance.
(B.S.M. 04/06/87), (B.S.M. 07/01/02)
The term subdivision shall not include a bona fide single division or partition of land between
immediate family members for a building site. The term “immediate family” shall be defined as
provided for in Virginia Code Section 15.2-2244 A, as the same may be from time to time
amended, which is incorporated herein by reference. Any such division shall be subject to
provisions of Virginia Code Section 15.2-2244.1, as the same may from time to time be
amended. In addition, no division of land which has been ordered by a Court of competent
jurisdiction shall be subject to the provision of this ordinance. (B.S.M. 07/07/08)(B.S.M.
12/21/10)
The word “subdivide” and any derivative thereof shall have reference to the term “subdivider” as
defined below:
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(ee) Subdivider. An individual, corporation or registered partnership, owning any tract, lot or
parcel of land to be subdivided, or group of (2) two or more persons owning any tract,
lot or parcel of land to be subdivided, who has given their power of attorney to one of
their group or to another individual to act on their behalf in planning, negotiating for, in
representing, or executing the legal requirements of the subdivision.
(ff) Surveyor. Certified land surveyor as licensed by the Commonwealth of Virginia.
Sec. 18-3. Administration
The County Administrator, or his designee hereby is designated the agent appointed by the Board
of Supervisors to administer this ordinance. In so acting, the agent shall be considered the agent
of the Board of Supervisors, and approval or disapproval by the agent shall constitute approval or
disapproval until countermanded by the Board of Supervisors. (B.S.M. 07/01/02)
Sec. 18-4. Duties
The agent shall perform its duties as regards subdivisions and subdividing in accordance with
this ordinance and with Article 7 of the Virginia Planning Act.
Sec. 18-5. To Consult
In the performance of its duties the agent may call for opinions or decisions, either verbal or
written, from other departments in considering details of any submitted plat. This authority by
the agent shall have particular reference to the resident highway engineer and the health officer.
Article II. Procedure for Making and Recording Plats
Sec. 18-6. Platting Required
Any owner or developer of any tract of land situated within Pittsylvania County who subdivides
the same shall cause a plat of such subdivision, with reference to known or permanent
monuments to be made and recorded in the office of the clerk of the Circuit Court of
Pittsylvania, Virginia. No such plat of subdivision shall be recorded unless and until it shall have
been submitted, approved and certified by the agent in accordance with the regulations set forth
in this ordinance. No lot shall be sold in any such subdivision before the plat shall have been
recorded.
Sec. 18-7. Appeal of Disapproval by Agent
In the event a plan for subdivision is disapproved by the agent, the subdivider may appeal to the
governing body which may then override the recommendation of the agent and approve said plat.
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Sec. 18-8. Draw and Certify
Every such plat shall be prepared by a surveyor or civil engineer duly licensed by the State of
Virginia, who shall endorse upon each plat a certificate signed by him setting forth the source of
the title of the land subdivided, and the place of record of the last instrument in the chain of title.
When the plat is of land acquired from more than one source of title, the outlines of the several
tracts shall be indicated upon such plat, within an insert block, or by means of a dotted boundary
line upon the plat.
Sec. 18-9. Owner's Statement
Every such plat, or the deed of dedication to which such plat is attached, shall contain in addition
to the surveyor's or civil engineer's certificate a statement to the effect that "the above and
foregoing subdivision of (here insert correct description of the land subdivided) as appears in this
plat is with free consent and in accordance with the desire of the undersigned owners,
proprietors, and trustees, if any," which shall be signed by the owners, proprietors, and trustees,
if any, and shall be duly acknowledged before some officer authorized to take
acknowledgements of deeds and when thus executed and approved as herein specified shall be
filed and recorded in the office of the clerk of the Circuit Court of Pittsylvania County, Virginia,
and included under the names of the land owners signing such statement and under the name of
the subdivision.
Sec. 18-10. No One Exempt
No person shall subdivide any tract of land that is located within Pittsylvania County as defined
in Article 7 of the Virginia Planning Act except in conformity with the provisions of this
ordinance.
Sec. 18-11. Private Contracts
This ordinance bears no relation to any private easement, covenant, agreement or restrictions, nor
is the responsibility of enforcing such private easement, covenant, agreement or restriction
implied herein to any public official. When this ordinance calls for more restrictive standards
than are required by private contract the provisions of this ordinance shall control.
Sec. 18-12. Necessary Changes
No change, erasure or revision shall be made on any preliminary or final plat, nor on
accompanying data sheets after approval of the agent has been endorsed in writing on the plat or
sheets, unless authorization for such changes have been granted in writing by the agent.
Sec. 18-13. Fees
There shall be a charge for the examination and approval or disapproval of every plat reviewed
by the agent. At the time of filing the final plat in the Administrator's Office, the subdivider may
pay in cash or deposit with the agent checks payable to the treasurer in the amount of twenty-five
dollars ($25.00) per plat plus one dollar ($1.00) per lot. In the event a plat is disapproved there
will be a fee of ten dollars ($10.00) payable on return of the disapproved plat.
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Article III. Requirements of Subdivisions
Sec. 18-14. Mutual Responsibility
There is a mutual responsibility between the subdivider and the county to divide the land so as to
improve the general use pattern of the land being subdivided.
Sec. 18-15. Land Must be Suitable
The agent shall not approve the subdivision of land if from adequate investigations conducted by
all public agencies concerned, it has been determined that in the best interest of the public the
site is not suitable for platting and development purposes of the kind proposed.
Sec. 18-16. Flooding
Land subject to flooding and land deemed to be topographically unsuitable shall not be platted
for residential occupancy, or for such other uses as may increase danger of health, life or
property, or aggravate erosion or flood hazard. Such land within the subdivision shall be set
aside on the plat for such uses as shall not be endangered by periodic or occasional inundation or
shall not produce conditions contrary to public welfare.
Sec. 18-17. Building Site
To insure that residents will have sufficient land upon which to build a house which is flood free,
the agent may require the subdivider to provide elevation and flood profiles sufficient to
demonstrate the land to be completely free of the danger of flood waters.
Sec. 18-18. Improvements
All required improvements shall be installed by the subdivider at his cost. In cases where
specifications have been established either by the Virginia Department of Transportation or local
ordinances and codes, such specifications shall be followed. The subdivider's bond shall not be
released until construction has been inspected and approved by the appropriate engineer. All
improvements shall be in accordance with the following requirements: (B.S.M. 07/01/02)
A. Lot size - public water and sewer. Residential lots served by both public water
and public sewer systems shall be seventy-five (75) feet or more in width at the building line and
ten thousand (10,000) square feet or more in area;. provided, however, smaller lot sizes may be
approved by the Board of Supervisors as part of a rezoning application for lots in the Residential
Planned Unit Development District.
B. Lot size - public water or sewer. Residential lots served by either public water
or public sewer systems shall be one hundred (100) feet or more in width at the building line and
fifteen thousand (15,000) feet or more in area.
C. Lot size - neither public water nor sewer. Residential lots served by neither public
water nor public sewer systems shall be one hundred (100) feet or more in width and twenty
thousand (20,000) square feet or more in area.
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D. Minimum front footage. The minimum allowable front footage on a lot fronting
on a public street shall be fifty (50) feet, except (i) that the minimum for lots on a cul-de- sac
shall be thirty (30) feet or (ii) for property fronting on a private street with the minimum approved
lot width in the Residential Planned Unit Development District as approved by the Board of
Supervisors as part of a rezoning application.
E. Septic tanks. The agent shall not approve any subdivision where sanitary sewers
are not provided unless that agent shall receive in writing from the health official, a statement to
the effect that the area contained in the subdivision is satisfactory for the installation of septic
tanks, and that they will not create hazards to public health on an individual lot by all basis.
F. Exceptions. Greater lot areas may be required where individual septic tanks or
individual wells are used if the health official determines that there are factors of drainage, soil
condition or other conditions to cause potential health problems. The agency may require that
data from percolation tests be submitted as a basis for passing upon subdivisions dependent upon
septic tanks as a means of sewage disposal.
G. Flood control and drainage. The subdivider shall provide all necessary
information needed to determine what improvements are necessary to properly develop the
subject property including flood control devices. The subdivider shall also provide plans for all
such improvements together with a certified engineer's statement that such improvements, when
properly installed, will be adequate for proper development. The highway engineer shall then
approve or disapprove the plans. The subdivider shall also provide any other information
required by the highway engineer.
H. Easements. The agent may require that easements for drainage through adjoining
property be provided by the subdivider. Easements of not less than ten (10) feet in width shall be
provided for water, sewer, power lines and other utilities in the subdivision when required by the
agent.
I. Public water. Where public water is available the service shall be extended to all
lots within a subdivision.
J. Private water and/or sewer. Nothing in this regulation shall prevent the
installation of privately owned water distribution systems or sewage collection and treatment
facilities, provided, however, that any such installations must meet all of the requirements of the
State Water Control Boar, the State Health Department, and any other State or local regulation
having authority over such installations.
K. Fire protection. The installation of adequate fire hydrants in a subdivision
at locations approved by the agent may be required, provided necessary public water is available.
The agent shall consult with the proper authority before approving such location.
Sec. 18-19. Bond
Before any subdivision plat will be finally approved by the agent, the subdivider shall, in lieu of
completed construction of any street, curb, sidewalk, drainage or sewage system, or other
improvements to be financed in whole or part by private funds, furnish to the governing body a
certified check in the amount of estimated costs of construction, or a performance bond, with
surety satisfactory to the governing body in an amount calculated by the agent to be sufficient for 89
and conditioned upon the construction of such facilities or the required improvements, in a
workmanlike manner, and in accordance with specifications and construction schedules
established or approved by the appropriate engineer, which bond shall be payable to and
held by the Board of Supervisors.
Upon written request by the subdivider or developer, the governing body, or its agent, shall
provide periodic partial and final complete release of any bond, escrow, letter of credit, or other
performance guarantee required by the governing body, in accordance with the provisions of
Title 15.2-2245 of the Code of Virginia, as amended. The governing body shall not provide final
complete release of any bond, escrow, letter of credit, or other performance guarantee required
for the proper construction of subdivision streets until these streets are accepted into the
secondary road system of the Virginia Department of Transportation. When it shall become
necessary to forfeit the bond to cover required improvement, once three (3) houses are completed
in subdivision section with four (4) or more lots, the County subdivision agent shall notify the
developer by registered or certified mail of the County's intent to forfeit the bond. The developer
may establish a schedule to complete the work with the subdivision agent; such schedule shall
not exceed six (6) months from the date of the certified notice. A waiver on the six (6) months
requirement may be granted by the Board of Supervisors upon written request to the Board of
Supervisors at regularly scheduled meeting. (B.S.M. 07/01/02)
Sec. 18-20. Plans and Specifications
Three (3) blue or black line prints of the plans and specifications for all required physical
improvements to be installed, shall be prepared by a certified land surveyor or civil engineer and
shall be submitted to the agent, who shall approve or disapprove within thirty (30) days, except
as Section 18-29 (H.) is applicable. If approved, one (1) copy bearing certification of such
approval shall be returned to the subdivider. If disapproved, all papers shall be returned to the
subdivider with the reason of disapproval in writing. In the event no action is taken in thirty (30)
days such subdivision shall be deemed approved.
Sec. 18-21. Part of a Tract
Whenever part of a tract is proposed for platting and it is intended to subdivide additional parts
in the future, a sketch plan for the entire tract shall be submitted with the preliminary plat.
Sec. 18-22. Lots
A. Shape. The lot arrangement, design, and shape shall be such that lots will provide
satisfactory and desirable sites for buildings, and be properly related to topography, and conform
to requirements of this ordinance. Lots shall not contain peculiarly shaped elongation's solely to
provide necessary square footage of area, which would be unusable for normal purposes.
B. Location. Each lot shall abut on a street dedicated by the subdivision plat, or
on an existing publicly dedicated street, or on a street, which has become public by right of use,
or on a private street approved in the Residential Planned Unit Development District by the Board of
Supervisors as part of a rezoning application . If the existing streets are not fifty (50) feet in width,
the subdivider shall make provisions in the deeds to the lots for all buildings to be so constructed
as to permit the widening by dedication of such roads or streets to a width of fifty (50) feet.
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C. Building lines. It is recommended that all structures have a minimum setback of
thirty (30) feet from any street right-of-way line except in a Residential Planned Unit
Development District and such setbacks will comply with the requirements of the Residential
Planned Unit Development District regulations.
D. Corner lots. Corner lots shall have extra width sufficient for maintenance of
any required building lines on both streets as required by the agent.
E. Side lines. Side lines of lots shall be approximately at right angles, or radial to
the street line.
F. Remnants. All remnants of lots below minimum size left over after subdividing of
a tract must be added to adjacent lots, or otherwise disposed of rather than allowed to remain
unusable parcels.
Sec. 18-23. Blocks
A. Length and width. The maximum length of blocks generally shall be twelve
hundred (1,200) feet and the minimum length of blocks upon which lots have frontage shall
generally be five hundred (500) feet. except as part of a Residential Planned Unit Development
District community design plan approved by the Board of Supervisors during the rezoning
process. Blocks shall be wide enough to allow two tiers of lots of minimum depth, except where
fronting on major streets, unless prevented by topographical conditions or size of the property, in
which case the agent may approve a single tier of lots of minimum depth.
B. Orientation. Where a subdivision adjoins a major road, the commission may
require that the greater dimension of the block shall front or back upon such major thoroughfare
to avoid unnecessary ingress or egress.
C. Business or industrial. Blocks intended for business or industrial use shall be
designed specifically for such purposes with adequate space set aside for off-street parking and
delivery facilities.
Sec. 18-24. Streets
A. Alignment and layout. The arrangement of streets in new subdivisions shall make
provision for the continuation of existing streets in adjoining areas. The street arrangement must
be such as to cause no unnecessary hardship to owners of adjoining property when they plat their
own land and seek to provide for convenient access to it. Where, in the opinion of the agent, it is
desirable to provide for street access to adjoining property, proposed streets shall be extended by
dedication to the boundary line of such property. Half streets along the boundary of land
proposed for subdivision may not be permitted. Wherever possible, streets should interest at
right angles. In all hillside areas streets running with contours shall be required to intersect at
angles of not less than sixty (60) degrees, unless approved by the highway engineer.
B. Approach angle. Major streets shall approach the major or collector streets at
an angle or not less than eighty (80) degrees, unless the agent upon recommendation of the
highway engineer, shall approve a lesser angle of approach for reasons of contour, terrain or
matching of existing patterns.
C. Minimum widths. The minimum widths of proposed streets, measured from 91
the lot line, shall be as shown on the major street plan, or if not shown on such plan shall be:
1. As identified in the VDOT subdivision street standards on 24VAC 30-90-
380 Table I as revised by VDOT.
2. Rural rustic roads, as defined by Virginia Department of Transportation,
not less than thirty (30) feet. (B.S.M. 09/19/02)
3. Or other minor streets which cannot be extended in the future – no less
than forty (40) feet. (B.S.M. 09/01/02)
D. Construction requirements. Unless otherwise specified, all street construction
requirements shall be those of the Virginia Department of Transportation for acceptance into the
State secondary system, including but not limited to the current edition of: "Subdivision Street
Requirements" and "Pavement Design Guide for Subdivision and Secondary Roads in Virginia”,
as both are amended from time to time. (B.S.M. 07/01/02)
E. Cul-de-sacs. Shall meet the requirements of VDOT 24VAC 30-90-380
subdivision standard as revised by VDOT. (B.S.M. 03/21/06)
F. Alleys. Alleys should be avoided wherever possible except for an alley located in
the Residential Planned Unit Development District that is approved by the Board of Supervisors
as part of the rezoning process.. Dead-end alleys, if unavoidable, shall be provided with adequate
turnaround facilities as determined by the agent.
G. Private streets. Except as provided in Section 15.2-2267 Code of Virginia, 1950,
as the same may from time to time be amended, there shall be no private streets platted in any
subdivision except for an alley located in the Residential Planned Unit Development District that
is approved by the Board of Supervisors as part of the rezoning process. Every subdivided
property shall be served from a publicly dedicated street except properties located within the
Residential Planned Unit Development District that are served by a private street approved by
the Board of Supervisors as part of the rezoning process. There shall be no reserved strips
controlling access to streets, except where the control of such strips is definitely placed within
the community under conditions approved by the agent.
(B.S.M. 03/21/06)
H. Names. Proposed streets which are obviously in alignment with other already
existing and named streets shall bear the names of the existing street. In no case shall the name
of proposed streets duplicate existing street names in Pittsylvania County and adjoining
jurisdictions, irrespective of the use of the suffix street, avenue, boulevard, drive, way, place,
lane or court. Street names shall be indicated on the preliminary and final plats, and shall be
approved by the agent. Names of existing streets shall not be changed except by approval of the
Board of Supervisors.
I. Identification signs. Street identification signs of an approved design shall be
installed at all intersections.
J. Grades. Deleted in its entirety. (B.S.M. 03/21/06)
Sec. 18-25. Monuments 92
A. Visible for inspection. Upon completion of subdivision streets, sewers and other
improvements, the subdivider shall make certain that all monuments required by the highway
engineer are clearly visible for inspection and use. Such monuments shall be inspected and
approved by the engineer before any improvements are accepted by the Board of Supervisors.
B. Location - permanent. Permanent monuments shall be set at all street corners, at all
points where the street line intersects the exterior boundaries of the subdivision, and at right angle
points, and points of curve in each street. The top of the monument shall have an appropriate mark
to identify properly the location.
C. Location - iron. All other lot corners shall be marked with solid iron not less than five-
eight's (5/8) inch in diameter and twenty-four (24) inches long and driven so as to be flush with
the finished grade. When rock is encountered, drill a hole four (4) inches deep in the rock and
cement a steel or iron rod at least five-eight's (5/8) inch diameter whose top shall be flush with
the finished grade line.
Sec. 18-26. Reservation of Land for Public Purposes
The Board of Supervisors or Planning Commission may require subdividers of residential
subdivisions to set aside land for parks, playgrounds, schools, libraries, county buildings, and
similar public and semipublic uses, subject to the following regulations:
A. Subdividers shall not be required to reserve land for public purposes other than
streets, drainage, parks and playgrounds, except on a reimbursement basis. They shall be
reimbursed by the jurisdiction or agency requiring the land. The county shall be required to
obtain an option upon the property involved for a period of twelve (12) months following the
recording of the plat for such purchase. If the land is not purchased within the said twelve (12)
months it may be sold as lots for the same purpose for which the subdivision was platted. To
facilitate such possible eventual sale of reserved land as separate lots, the subdivider shall show
on his final plat, by dotted lines and dotted numbers, the sizes and dimensions of lots to be
created within the boundaries of any such reserved land, and may sell such lots, after the
expiration date of the reservation, by lot number, without filing an amended plat.
B. The commission shall make certain that lands so reserved are divisible in the
same manner as the remainder of the subdivision so that the subdivider will not be required to
reserve an unusable portion of his subdivision.
Article IV. Approval of Plats
Sec. 18-27. Approval Required Before Sale
Whenever any subdivision of land is proposed, and before any permit for the erection of a
structure shall be granted, the subdivider or his agent shall apply in writing to the agent for the
approval of the subdivision plat and submit three (3) copies of the preliminary plat including the
lot, street and utilities layout. No lot shall be sold until a final plat for the subdivision shall have
been approved and recorded in the following manner.
Sec. 18-28. Preliminary Sketch
The subdivider may, if he so chooses, submit to the agent a preliminary sketch of the proposed
subdivision prior to his preparing an engineered preliminary, and final plat. The purpose of such 93
preliminary sketch is to permit the agent to advise the subdivider whether his plans in general,
are in accordance with the requirements of this ordinance. The commission, upon submission of
any preliminary sketch, shall study it, and advise the subdivider wherein it appears that changes
would be necessary. The agent may mark the preliminary sketch indicating necessary changes
and any such marked sketch shall be returned to the commission with the preliminary plat.
Sec. 18-29. Preliminary Plat
The subdivider shall present to the agent three (3) copies of a preliminary layout at a
scale of not less than one hundred (100) feet to the inch as a preliminary plat. The preliminary
plat shall include the following information:
A. Name of subdivision, owner, subdivider, surveyor or engineer, date of drawing,
number of sheets, magisterial district, adjoining property owners, true north point and scale.
B. Location of proposed subdivision by an insert map at a scale of not less than two
(2) inches equal one (1) mile showing adjoining roads, their names and numbers, towns,
subdivisions and other landmarks.
C. The boundary survey or existing survey of record provided such survey shows a
closure with an accuracy of not less than one in twenty-five hundred; total acreage, acreage of
subdivided area, number and approximate area and frontage of all building sites, existing
buildings within the boundaries of the tract, names of owners and their property lines within the
boundaries of the tract and adjoining such boundaries.
D. All existing, platted and proposed streets, their names, number and width; existing
utility or other easements, public areas and parking spaces; culverts, drains and water courses,
their names and other pertinent data.
E. All parcels of land to be dedicated for public use and the conditions of such
dedication.
F. Location of proposed docks or piers on waterfront property is required. Such
proposed location must meet the requirements of the Army Corp of Engineers, the Division of
Game and Inland Fisheries and the Smith Mountain Lake Policy Advisory Board depending on
the jurisdiction. It is the developer's responsibility to find out what jurisdictional authority
controls the waterway in question. (B.S.M. 08/07/89)
G. Elevations of existing and proposed ground surface at all street intersections and
at points of major grade change along the center line of streets together with proposed grade lines
connecting therewith.
H. Proposed connections with existing sanitary sewers and existing water supply or
alternate means of sewage disposal and water supply. Should alternate means of sewage
disposal and water supply require State Health Department and/or State Water Control Board
approval, then the thirty (30) day plat approval period in Section 18-20 is not applicable.
I. Provision for collecting and discharging surface drainage and preliminary designs
of any structures that may be required.
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J. A minimum of two control points on each plat sheet must be identified with their
X and Y coordinate values based on the NAD 1983 State Plane Virginia South FIPS 4502 (US
Feet) projected coordinate system. (B.S.M. 3/15/22)
Sec. 18-30. Procedure
The agent or his appointed representative shall discuss the preliminary plat with the subdivider in
order to determine whether or not his preliminary plat generally conforms to the requirements of
the subdivision ordinance. The subdivider shall then be advised in writing within thirty (30)
days, which may be by formal letter or by legible markings on his copy of the preliminary plat,
concerning any additional data that may be required, the character and extent of public
improvements that will have to be made, and an estimate of the cost of construction or
improvements and the amount of the performance bond which will be required as a prerequisite
to approval of the final subdivision plat. In determining the cost of required improvements and
the amount of performance bond, the agent may consult with a duly licensed engineer who shall
prepare this data for the agent if the subdivider does not provide a bona fide estimate of the cost
of improvements.
Sec. 18-31. No Guarantee
Approval by the agent of the preliminary plat does not constitute a guarantee of approval of the
final plat.
Sec. 18-32. Six Months' Limit
The subdivider shall have not more than six (6) months after receiving official notification
concerning the preliminary plat to file with the agent a final subdivision plat in accordance with
this ordinance. Failure so to do shall make preliminary approval null and void. The agent may,
on written request by the subdivider, grant an extension of this time limit.
Sec. 18-33. Final Plat
The final plat shall meet the standards of quality required under the Virginia Public Records Act
as defined in Section 42.1-76 of the Code of Virginia, as amended, 1950.
The subdivision plat submitted for final approval by the governing body, or it’s designated
Agent, and subsequent recording shall be clearly and legibly drawn in ink upon reproducible
Mylar paper at a scale of one hundred (100) feet to the inch on sheets having a size of eighteen
by twenty inches (18" X 20"). In addition to the requirements of the preliminary plat the final
plat shall include the following: (B.S.M. 07/01/02)
A. A blank oblong space of 3" X 5" shall be reserved for the use of the approving
authority.
B. Certificate signed by the surveyor or engineer setting forth the source of title of
the owners of the land subdivided and the place of record of the last instrument in the chain of
title.
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C. A statement to the effect that the subdivision as it appears on this plat is with the
free consent and in accordance with the desires of the owners, proprietors and trustees, if any,
which shall be duly acknowledged before some officer authorized to take acknowledgements of
deeds.
D. When the subdivision consists of land acquired from more than one source of title
the outlines of the various tracts shall be indicated be dash-lines, and identification of the
respective tracts shall be placed on the plat.
E. The accurate location and dimensions by bearings and distances with curve data
on all lots and street lines and center lines of streets, boundaries of all proposed or existing
easements, parks, school sites or other public areas, the number and area of all building sites, all
existing public and private streets, their names, numbers and widths, existing utilities, and those
to be provided such as sanitary sewers, storm drains, water mains, manholes and underground
conduits including their size and type, water courses and their names, names of owners and their
property lines, both within the boundary of the subdivision and adjoining said boundaries.
F. Distances and bearings must balance and close with an accuracy of not less than
one in ten thousand.
G. The data of all curves along the street frontage shall be shown in detail at the
curve or in a curve data table containing the following: Delta, radius, arc, tangent, chord and
chord bearings.
H. A minimum of two control points on each plat sheet must be identified with their
X and Y coordinate values based on the NAD 1983 State Plane Virginia South FIPS 4502 (US
Feet) projected coordinate system. (B.S.M. 3/15/22)
Sec. 18-34. Conditions
The plat shall not be approved until the subdivider has complied with the general requirements
and minimum standards of design in accordance with this ordinance, and has posted a
satisfactory performance bond, cash property, or other bonds to cover the cost of necessary
improvements, in lieu of construction, with surety satisfactory to the agent.
Approval of final plat shall be written on the face of the plat by the agent, who shall direct the
plat to be recorded; otherwise agent shall mark plat "void" and return same to subdivider.
Sec. 18-35. Special Provisions
Special provisions for restriction of any nature affecting the subdivided property shall be
properly displayed on the plat.
Article V. Advertising Standards
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Sec. 18-36. Advertising Standards
A subdivider, when advertising a subdivided tract of land for sale, shall be specific as to the type
of water and sewage facilities available.
Article VI. Effectual Clauses
Sec. 18-37. Exceptions
Where the subdivider can show that a provision of these standards would cause unnecessary
hardship if strictly adhered to, and where, because of topographical or other conditions peculiar
to the site, in the opinion of the agent a departure may be made without destroying the intent of
such provisions, the agent may authorize an exception. Any exception thus authorized is to be
stated in writing in the report of the agent with the reasoning on which the departure was
justified, set forth. All exceptions granted to the development of streets in a subdivision will
coincide with the approval of the Resident Engineer’s office. (B.S.M. 4/6/87)
The exceptions authorized by this section specifically include surface treatment of the streets.
Sec. 18-38. Penalties
Any owner or proprietor of any tract of land who subdivides that tract of land and who violates
any of the provisions of this ordinance shall be guilty of a misdemeanor, punishable by a fine or
not less than ten dollars ($10.00) nor more than two hundred and fifty ($250.00), and each day
after the first during which violation shall continue shall constitute a separate violation
punishable by a ten dollar ($10.00) fine.
Sec. 18-39. Severability
Should any article, section, subsection or provision of this subdivision ordinance be declared by
a court of competent jurisdiction to be invalid or unconstitutional, such decision shall not affect
the validity or constitutionality of this subdivision ordinance as a whole or any part thereof other
than the part so declared to be invalid or unconstitutional.
Sec. 18-40. Repeal
All ordinances or portions of ordinances in conflict with this ordinance are hereby repealed to the
extent of their conflict.
Sec. 18-41. Amendments
This ordinance may be amended in whole or in part by the governing body provided that any
such amendment shall either originate with or be submitted to the commission for
recommendations; and further provided that no such amendment shall be adopted without a
public hearing having been held by the governing body. Notice of the time and place of the
hearing shall be published once a week for two successive weeks in some newspaper published
or having general circulation in Pittsylvania County and the hearing shall be held not less than
six (6) days or more than twenty-one (21) days after final publication.
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Sec. 18-42. Street and Highway Construction
The intent of the Board of Supervisors is to require the necessary street and highway
construction requirements needed to make all subdivision roads eligible for acceptance into the
Secondary Road System of the Virginia Department of Transportation. or, if a street remains
private in an approved Residential Planned Unit Development District, such street is of sufficient
design and has adequate systems in place to be maintained by the property owners association
established for such subdivision pursuant to Sec. 35-302. Before approval of the roads in any final
subdivision plat shall be given, the highway engineer for Pittsylvania County shall submit in
writing that all requirements and specifications of the Virginia Department of Transportation for
acceptance into the Secondary Road System have been met. This approval does not indicate,
however, that such roads will be immediately accepted by the Secondary Road System of the
Virginia Department of Transportation. All approved subdivisions with a minimum of three
dwelling units per mile shall receive top priority for acceptance into the Secondary Road System
of Virginia Department of Transportation by the Board of Supervisors. After the effective date of
this ordinance, all subdivisions shall incorporate the road design standards developed by the
Virginia Department of Transportation for acceptance into the Secondary Road System,
including but not limited to the current edition of: “Subdivision Street Requirements” and
“Pavement Design Guide for Subdivision and Secondary Roads in Virginia”, as both are
amended from time to time. (B.S.M. 7/1/02)
The provisions of this Ordinance which changes, amends and re-enacts the Pittsylvania County
Subdivision Ordinance adopted in 1965 shall take effect immediately upon its adoption by the
Board of Supervisors. Adopted October 20, 1986.
This ordinance was amended on April 6, 1987, March 16, 1989, August 7, 1989, July 1,
2002, November 19, 2002, March 21, 2006, July 7, 2008, December 21, 2010, and March 15,
2022.
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10.b.2.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Public Hearing
Agenda Title: Public Hearing: Pittsylvania County Code Chapter 25(J)
Revision Approval (Small Purchases Threshold Increase)
Staff Contact(s): Connie Gibson
Agenda Date: November 28, 2023 Item Number: 10.b.2.
Attachment(s): 1. 11-28-2023 PCC
Chapter 25J - Small
Purchases
Reviewed By:
SUMMARY:
County Purchasing Manager, Connie Gibson, is requesting that the County's
Small Purchase threshold be increased due to the following:
o Prices have increased significantly over the last three (3) years.
o The supply chain is consistently backlogged and a variety of vendors is
needed without increased work by staff members to acquire three (3)
bids.
o Many purchases are needed because of the nature (landfill, Public
Works, B&G etc..) of the County Department, which must receive quotes
for just about every purchase needed. It is time-consuming to try to find
vendors that will give us bids. Vendors are limited in our area for the
needs of the department.
o Vendors do not want to spend time giving us quotes on such small
purchases (depending on their goods/services). It is expected that we
will receive more quotes from vendors if we increase the threshold.
After researching more than seventeen (17) other governmental agencies
(Cities/Counties), the County's Small Purchase threshold amounts appear to be
out of line with other agencies.
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This Public Hearing was duly advertised in the Chatham Star Tribune on
November 15, 2023, and November 22, 2023. For the Board's review and
consideration, attached are the proposed PCC revisions.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
Following the conducting of the legally required Public Hearing, County
Purchasing Staff recommends the Board approve the attached PCC
Amendments as presented.
MOTION:
"I make a Motion approving the attached revisions to PCC Chapter 25(J) as
presented."
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PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a Public Hearing at 7:00
p.m. on Tuesday, November 28, 2023, at the Board Meeting Room, 39 Bank Street,
Chatham, Virginia 24531, to receive citizen input on proposed revisions to
Pittsylvania County Code Chapter 25(J), Small Purchases. A complete copy of the
proposed revisions is available at the Pittsylvania County Administrator’s Office, 1
Center Street, Chatham, Virginia 24531, Monday through Friday, 8:00 a.m. to 5:00
p.m., as well as on the County’s website at www.pittsylvaniacountyva.gov.
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a. Contracts for architectural or engineering services; or
b. Construction. This subdivision shall not be construed to prohibit sole
source or emergency procurements awarded pursuant to subsections E
and F of § 2.2-4303. Subdivision 2 shall not apply to (i) the installation
of artificial turf and track surfaces, (ii) stream restoration, or (iii)
stormwater management practices, including all associated and
necessary construction and maintenance.
I. Small Purchases.
a. Purchases where the estimated total cost of the materials, equipment, supplies,
shipping, insurance, construction, or service are not expected to exceed
One Hundred Thousand Dollars ($100,000) may be awarded in accordance
with procedures delineated in the most recently approved Purchasing
Procedures/Regulations.
Small purchase procedures shall include but are not limited to the following provisions:
i. Purchases from nongovernmental sources where the estimated total
cost of the goods or services are $10,000 $15,000 or greater but less
than $100,000 may be made after soliciting a minimum of three (3)
written quotations.
ii. Purchases from nongovernmental sources where the estimated total
cost of the goods or services is $1,000 $5,000 or greater but less than
$10,000 $15,000 may be made after soliciting a minimum of three
(3) written or documented verbal or telephonic quotations.
iii. Purchases where the estimated total cost of the goods or services is
less than $1,000 $5,000 may be made upon receipt of one (1) fair
and reasonable price.
iv. Purchase of used equipment, defined as equipment which has been
previously owned and used where the estimated total cost is $5,000 or
greater but less than $100,000, may be made after soliciting a
minimum of two (2) written quotations; award shall be based on the
offer deemed to be in the best interest of Pittsylvania County. Prior to
the award of a contract for used equipment, a person technically
knowledgeable of the type of equipment sought shall document
the condition of the equipment stating that this purchase would be
in the best interest of the County as part of the purchase
documentation; price reasonableness shall be considered in
determining award.
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12.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Sheriff/County MOA Renewal Execution Approval
Staff Contact(s): Holly Stanfield
Agenda Date: November 28, 2023 Item Number: 12.a.
Attachment(s): 1. Sheriff MOA Renewal
Reviewed By:
SUMMARY:
On June 16, 2020, the Board approved a Memorandum of Agreement (“MOA”)
with the County and the Pittsylvania County Sheriff (“Sheriff”), Michael W.
Taylor. Said MOA will expire on December 31, 2023. For the Board's review and
consideration, attached is an updated MOA for renewal to be effective on
January 1, 2024, and end on December 31, 2027. The only revisions to the
previous MOA are as follows:
• Item 13. The Sheriff acknowledges and agrees that, except as required by
law, any increase in funding by the VCB to the Sheriff and/or his/her
employees/appointees above the level of compensation set by the
County’s Uniform Pay and Classification Plan shallmay be used to
supplant County funding of the Sheriff and his/her
employees/appointees’ salaries.
• The addition of item 15. Pittsylvania County, Virginia (“County”), desires to
start offering an additional Short-Term Disability Benefit (“STDB”) for all
newly full-time (“FT”) sworn Sheriff’s Deputies for recruitment and retention
purposes. To help with this effort, the County will subsidize all but $10 per
month of the premium cost of the maximum STDB of $2,000 per month
(“Subsidy”), which is offered by the County’s third-party Benefits
Administrator. According to the STDB Carrier, a full-time employee must
work a minimum of 40 hours per week, annually to qualify for this benefit.
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The County will cover this STDB Subsidy for two (2) years from date of hire.
Additionally, for the first year of the STDB implementation, Deputies with
less than two (2) years of County service would be offered the STDB
Subsidy beginning January 1, 2024. Said Deputies would be allowed this
STDB Subsidy for two (2) years from this date. Newly sworn FT Deputies that
fall under this STDB Subsidy and choose to opt out of this STDB Subsidy will
be required to sign a waiver stating that they were offered the STDB
Subsidy and declined it. At no time will the Deputy be able to elect the
STDB Subsidy after the waiver has been signed.
FINANCIAL IMPACT AND FUNDING SOURCE:
The cost of this additional STDB benefit is $7,850 for FY2024, and will come from
the Sheriff’s Operating Budget.
RECOMMENDATION:
County Staff recommends the Board approve the Sheriff's MOA renewal as
attached.
MOTION:
“I make a Motion approving the Sheriff's MOA renewal as attached.”
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CONSTITUTIONAL OFFICER MEMORANDUM OF AGREEMENT
This Constitutional Officer Memorandum of Agreement (“MOA”), made this 28th day of
November, 2023, by and between the Pittsylvania County Board of Supervisors (“Board”), and
the Michael W. Taylor, Pittsylvania County Sheriff (“Sheriff”); (individually “Party;”
collectively “Parties”) recites and agrees with the following recitals:
RECITALS
WHEREAS, in accordance with § 2.2-3008, Code of Virginia, 1950, as amended,
employees and appointees of Constitutional Officers may be accepted in a local governing body’s
Grievance Procedure or Personnel Plan, if agreed to by both Parties; and
WHEREAS, the employees/appointees receive salary allocations from the Commonwealth
of Virginia’s Compensation Board (“VCB”) for themselves and some of their
employees/appointees; and
WHEREAS, the Board currently funds out of local revenue, and without VCB funding, the
salaries of some of the employees/appointees of the personnel of the Sheriff’s Office; and
WHEREAS, the employees/appointees desire that the Board supplement the salary
allocations for themselves and those employees/appointees which are VCB funded, as permitted
by law; and
WHEREAS, as permitted by law, the Board is willing to fund the salaries of the locally
funded employees/appointees of the Sheriff and to supplement the funding allocated by the VCB
for the salaries of those employees/appointees funded by the VCB in consideration of the
employee/appointee agreeing to adopt and abide by certain of Pittsylvania County, Virginia’s
(“County”) Human Resources Polices; and
WHEREAS, § 15.2-1605.1, Code of Virginia, 1950, as amended, permits the Sheriff and
the Board to agree that the Board will supplement the salaries of the Sheriff and his/her
employee/appointees; now, therefore:
WITNESSETH
In consideration to the mutual covenants and promises contained herein, the Board and the
Sheriff agree as follows:
1. The MOA’s term shall be effective, retroactively, on January 1, 2024, and end on
December 31, 2027; and
2. The Board and the Sheriff shall be able to cancel/void this MOA at any time during
the MOA’s Term, provided the moving Party provides the other Party at least a one-hundred and
eighty (180) day written notice; and
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Page 2 of 4
3. Employees/Appointees of the Sheriff are appointed under § 15.2-1603, Code of
Virginia, 1950, as amended, and shall be considered “at will” employees/appointees of the Sheriff
regardless of whether the employee/appointee is locally funded or funded by the VCB; and
4. All Sheriff employees shall be appointed by the Sheriff. The Sheriff agrees to fully
and completely adopt, follow, and be bound by the County’s Personnel Plan, except in the
following areas: Qualifications for Employment; Applicant Process; Hiring; Appointments;
Vacancies; Classification of Positions; Administration of Pay Plan; Pay of Employees Based on
Performance; Promotions; Scheduling; Employee/Appointee; Discipline; Separations; In-Service
Activities; Off-Duty Management; Rules of Conduct; Re-employment Procedures; and Grievance
Procedures; and
5. The Sheriff agrees to fully adopt, follow, and administer FMLA as outlined in the
County’s Personnel Plan. The Board agrees that the Sheriff shall have sole discretionary authority
to administer leave for eligible Sheriff employees who exhaust FMLA leave benefits, and may
need additional leave beyond the FMLA twelve (12)-week entitlement period; and
6. Except as provided herein or required by law, the Sheriff does hereby adopt and
agree that he/she and employees/appointees shall be under County’s Uniform Pay and
Classification Plan; and
7. The Board agrees that, except as required by law, all employees/appointees of the
Sheriff shall be classified, graded, and compensated (to include fringe benefits and overtime
considerations) in conformance with the County’s Uniform Pay and Classification Plan to the
extent required to meet the level of compensation accorded under the Plan; and
8. The Board will subject itself to the lawful appropriation of funds, and the
supplement of said funds, appropriated by the VCB and obtainable grant funding; and
9. The Board agrees to supplement the salaries of the Sheriff’s Office in the amount
determined by the Board after consultation with the Sheriff; and
10. The Board agrees that the Sheriff has sole authority over the employee/appointee’s
increase/decrease in salary compensation and it shall be based upon a satisfactory annual
evaluation that has been reviewed by both the employee’s Supervisor and the Sheriff. Increases
will be determined by the Sheriff and subject to Board appropriation of funds for said merit
increases; and
11. The Board agrees to continue to encourage retention of Sheriff’s
employees/appointees by continuing to appropriate supplemental funding for educational
achievements; and
12. The Board agrees that in the occurrence a present employee/appointee is being
compensated at a rate not consistent with the County’s Uniform Pay and Classification Plan, the
Board will not decrease the employee/appointee’s compensation schedule; and future employees
shall be paid in accordance with the County’s Uniform Pay and Classification Plan; and
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Page 3 of 4
13. The Sheriff acknowledges and agrees that, except as required by law, any increase
in funding by the VCB to the Sheriff and/or his/her employees/appointees above the level of
compensation set by the County’s Uniform Pay and Classification Plan shall may be used to
supplant County funding of the Sheriff and his/her employees/appointees’ salaries; and
14. To the extent that provisions of this MOA, any County Policy, or the County’s
Uniform Pay and Classification Plan conflicts with any mandatory requirements established by the
Commonwealth of Virginia, VCB, or the U.S. Department of Labor, the mandatory state or federal
requirement shall control.; and
15. Pittsylvania County, Virginia (“County”), desires to start offering an additional
Short-Term Disability Benefit (“STDB”) for all newly full-time (“FT”) sworn Sheriff’s Deputies
for recruitment and retention purposes. To help with this effort, the County will subsidize all but
$10 per month of the premium cost of the maximum STDB of $2,000 per month (“Subsidy”),
which is offered by the County’s third-party Benefits Administrator. According to the STDB
Carrier, a full-time employee must work a minimum of 40 hours per week, annually to qualify
for this benefit. The County will cover this STDB Subsidy for two (2) years from date of hire.
Additionally, for the first year of the STDB implementation, Deputies with less than two (2)
years of County service would be offered the STDB Subsidy beginning January 1, 2024. Said
Deputies would be allowed this STDB Subsidy for two (2) years from this date. Newly sworn FT
Deputies that fall under this STDB Subsidy and choose to opt out of this STDB Subsidy will be
required to sign a waiver stating that they were offered the STDB Subsidy and declined it. At no
time will the Deputy be able to elect the STDB Subsidy after the waiver has been signed.
IN WITNESS WHEREOF, the Parties have caused this MOA to be duly executed
intending to be bound thereby.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
By:
Title:
Date:
APPROVED AS TO FORM:
By:
Title:
Date:
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Page 4 of 4
PITTSYLVANIA COUNTY SHERIFF
By:
Title:
Date:
108
WAIVER OF COVERAGE
I, understand I have been offered a Short-term Disability
plan with a total monthly benefit of $2,000 with a subsidy to cover all but $10 per month toward
the cost of premiums for a period of 2 years from my hire date. I further understand, by waiving
coverage at this time, I will be unable to receive this subsidy at any time prior to end of the 2-
year term. I, therefore, waive coverage of this benefit.
Signed: Date:
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