11-28-2023 Work Session Agenda Packet
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, November 28, 2023 - 3:30 PM
Board Meeting Room
39 Bank Street, SE,
Chatham,Virginia 24531
AGENDA
1. CALL TO ORDER (3:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings
are now being recorded and can be viewed on the same YouTube
location as the Board of Supervisor’s Business Meetings. Please remember
that the Board’s Work Session is designed for internal Board and County
Staff communication, discussion, and work. It is not a question and
answer session with the audience. Accordingly, during the Work Session,
no questions or comments from the audience will be entertained.
Respectfully, any outbursts or disorderly conduct from the audience will
not be tolerated and may result in the offending person’s removal from
the Work Session. As a reminder, all County citizens, and other
appropriate parties as designated by the Board’s Bylaws, are permitted
to make comments under the Hearing of the Citizens’ Section of tonight’s
Business Meeting.
5. PRESENTATIONS
a. IALR Quarterly Update (15 minutes) (Staff Contact: Telly Tucker
(IALR))
b. VDH Funding Retention Request (15 minutes) (Staff Contact: Kim
VanDerHyde)
c. Broadband Project Update (15 minutes) (Staff Contact: Robert
Taylor (RiverStreet))
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Reassessment Update (5 minutes) (Staff Contact: Patsy Budd)
b. Sheriff Deputies' Short Term Disability Benefit Subsidy (10 minutes)
(Staff Contact: Kim VanDerHyde)
c. Solid Waste Briefing ((1) Fund Review; (2) Potential Director Hiring
Discussion)); (30 minutes) (Staff Contact: Stuart Turille, Kim
VanDerHyde)
d. Facility Improvements Funding Discussion (20 minutes) (Staff
Contact: Chris Adcock)
7. BUSINESS MEETING DISCUSSION
8. CLOSED SESSION
a. Closed Session - Economic Development Update (Staff
Contact: Matthew Rowe)
b. Closed Session - Legal (Staff Contact: Vaden Hunt)
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification (Staff Contact: Kaylyn McCluster)
10. ADJOURNMENT
5.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: IALR Quarterly Update (15 minutes)
Staff Contact(s): Telly Tucker (IALR)
Agenda Date: November 28, 2023 Item Number: 5.a.
Attachment(s): None
Reviewed By:
Telly Tucker, IALR President, will present to the Board IALR’s Quarterly
Update. Related information/documentation will be presented and/or
distributed to the Board at the Work Session.
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5.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: VDH Funding Retention Request (15 minutes)
Staff Contact(s): Kim VanDerHyde
Agenda Date: November 28, 2023 Item Number: 5.b.
Attachment(s): 1.
Reviewed By:
Dr. Spillman and Krystal Davis will be here to discuss the local Virginia Health
Department's request to retain funds in the total amount of $246,421.57
($103,627.57 in carryover funds from the FY23 year-end settlement and $142,794
in FY24 unmatched funding). A Budget Amendment is not necessary to
approve this request and will not require any additional funding from the
County.
Health Department
Request to Retain
Funds
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1
Kim Van Der Hyde
From:Davis, Krystal (VDH) <Krystal.Davis@vdh.virginia.gov>
Sent:Friday, September 22, 2023 1:02 PM
To:Kim Van Der Hyde
Subject:Request to Retain Funds
CAUTION: This email originated from outside of the organization. Do not click links or open attachments
unless you recognize the sender and know the content is safe.
Good a ernoon, Kim! I hope you are doing well. I wanted to reach out to you about retaining our funding from
carryover funds for the FY23 Year End Se lement, together with the FY24 unmatched funding.
We have $103,627.57 in carryover funds from the FY23 Year End Se lement. In addi on, we also have $142,794 in FY24
unmatched funding. In reference to the FY24 unmatched funding, this is the remaining amount of allocated funding, and
we are not asking for addi onal funding from the County, only to use the agreed upon fiscal support in other areas. We
are reques ng to retain a total amount (between FY23 and FY24 funds) of $246,421.57.
With a por on of the funds, we would like to invest in a so ware installa on in the Chatham office for Environmental
Health purposes. We are currently u lizing Docuware in our Southside district to manage and maintain our EH database.
However, in Pi sylvania County, we have a bunch of “discs” that we must u lize to pull up stored informa on. With the
installa on of Docuware in Pi sylvania County, we would be able to leverage the infrastructure already in place and be
able to communicate district-wide from out in the field, as this is a cloud-based storage solu on. As it is now, our EH
workers must physically be in the office to access the informa on, which may prove difficult if they are in the field for
extended periods of me performing site assessments.
We would like to put the remaining funds towards the purchase of two vehicles, preferably SUVs, to serve the
Pi sylvania County area. We are seeing an increase in the need for environmental health services and our EH employees
are spending a lot of me traveling to sites for inspec ons. We expect these numbers to increase as the numbers of
residences, businesses, and restaurants con nue to rise. We have recently had two of our vehicles dedicated to serving
Pi sylvania County die on us, one with a bad motor and one with a bad transmission. These vehicles have not been
replaced in our fleet and we are short of vehicles to provide to the employees.
We would greatly appreciate your considera on and approval to retain the funds in the amount of $246,421.57. If we
need to present this request before the board as we have done in years past, just let me know on what date. Please let
me know if you have any ques ons. I appreciate your assistance in this ma er.
Sincerely,
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Krystal H. Davis, MBA, VCA
Business Manager C
Pittsylvania/Danville & Southside Health Departments
Phone: (434) 766-9860
Mobile: (434) 483-3004
Facebook | Twitter | YouTube | LinkedIn
Danville Health Department
326 Taylor Drive
Danville, Virginia 24541
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5.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Staff Report
Agenda Title: Broadband Project Update (15 minutes)
Staff Contact(s): Robert Taylor (RiverStreet)
Agenda Date: November 28, 2023 Item Number: 5.c.
Attachment(s): None
Reviewed By:
Robert Taylor, RiverStreet Networks’ Director of Business Development &
Government Affairs, will present to the Board a Broadband Project
Update. Related information/documentation will be presented and/or
distributed to the Board at the Work Session.
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6.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Reassessment Update (5 minutes)
Staff Contact(s): Patsy Budd
Agenda Date: November 28, 2023 Item Number: 6.a.
Attachment(s): None
Reviewed By:
Patsy Budd, County Internal Auditor/Reassessment Coordinator, will present to
the Board a Reassessment Project Update. Related information/documentation
will be presented and/or distributed to the Board at the Work Session.
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6.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Staff Report
Agenda Title: Sheriff Deputies' Short Term Disability Benefit Subsidy (10
minutes)
Staff Contact(s): Kim VanDerHyde
Agenda Date: November 28, 2023 Item Number: 6.b.
Attachment(s): 1. Sheriff MOA Renewal
Reviewed By:
During the recent review of the Sheriff's Memorandum of Agreement ("MOA"), a
discussion was had concerning the need to provide a Short-Term Disability
Benefit ("STDB") for newly hired full-time sworn Sheriff's Deputies to help with
recruitment and retention. Currently, new employees earn a total of eight (8)
hours of sick leave per month and eight (8) hours of vacation leave per
month. This leave is used to cover employee absences. Since Deputies are in a
very high risk job for accidents to occur, they may experience injuries that may
take them out for an extended period of time and would leave them with no
income. Since it takes a while to accumulate enough leave to cover such an
absence, a STDB is being proposed to cover lost time for the first 2 years of
employment for newly hired full-time sworn deputies. This benefit, with a total
monthly cost to the deputy of ten dollars ($10), would provide a two-thousand
dollar ($2,000) monthly benefit, if approved by the insurance carrier. This item
has been included as item 15 in the Sheriff's MOA renewal that will be approved
at tonight's Business Meeting under the Consent Agenda. For the Board's review
and consideration, the revised MOA for renewal is attached.
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Page 1 of 4
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:
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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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6.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Solid Waste Briefing ((1) Fund Review; (2) Potential
Director Hiring Discussion)); (30 minutes)
Staff Contact(s): Stuart Turille, Kim VanDerHyde
Agenda Date: November 28, 2023 Item Number: 6.c.
Attachment(s): None
Reviewed By:
Stuart Turille, County Administrator, Kim Van Der Hyde, Finance Director, and
Butch Joyce, LaBella Associates, will present to the Board a Solid Waste
Briefing. Related information/documentation will be presented and/or
distributed to the Board at the Work Session.
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6.d.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Staff Report
Agenda Title: Facility Improvements Funding Discussion (20 minutes)
Staff Contact(s): Chris Adcock
Agenda Date: November 28, 2023 Item Number: 6.d.
Attachment(s): None
Reviewed By:
In 2022, The County contracted with Ameresco, an Energy Savings Company, to
audit all County buildings (except schools) to identify energy-saving measures
and projects. What Ameresco found were mechanical equipment failures;
thermal comfort issues; many heating, ventilation and cooling (“HVAC”) systems
not operating properly or efficiently; antiquated or inefficient lighting systems;
and the lack of a functional building automation or control system. An
automation system provides for much more efficient utilization of HVAC and
other building systems. In most energy savings program projects, the building
upgrades are funded by utility costs and operational savings. In the County's
review, all of the identified projects were too extensive to be covered by the
energy savings alone. County Staff reviewed the recommended project list
and identified the measures that provide the greatest benefit to the County,
improve the conditions and comfort issues inside its facilities, and address some
significant deferred maintenance issues that, if left unaddressed, could cause
significant future problems. This project list was presented to the Board at its
August Work Session. The Board expressed some concerns about the overall
cost of all of the capital improvements, how the debt would be serviced going
forward, and if any grants would be available for these projects. Over the last
several months, Ameresco and County Staff investigated potential grant
funding for these projects, but were unable to identify any that would apply to
these projects. Due to the immediate needs and conditions present at the
Sheriff's Office (Moses Building), County Staff asks the Board to consider a
pared-down project that would address just this building. This will allow County
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Staff to continue researching funding options or other possibilities for the
completion of the other identified projects.
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8.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Closed Session
Agenda Title: Closed Session - Economic Development Update
Staff Contact(s): Matthew Rowe
Agenda Date: November 28, 2023 Item Number: 8.a.
Attachment(s): None
Reviewed By:
Discussion concerning a prospective business or industry or the expansion of an
existing business or industry where no previous announcement has been made
of the business' or industry's interest in locating or expanding its facilities in the
community.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matters: Projects Bourbon, Bakery, Big Dipper, 30, and AM
Purpose: General Economic Development Project Updates on
Unannounced/Prospective Businesses/Projects/Industries
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8.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Closed Session
Agenda Title: Closed Session - Legal
Staff Contact(s): Vaden Hunt
Agenda Date: November 28, 2023 Item Number: 8.b.
Attachment(s): None
Reviewed By:
Consultation with legal counsel employed or retained by a public body
regarding specific legal matters requiring the provision of legal advice by such
counsel.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matter: WIB Fiscal Agent Legal Agreement
Purpose: Consultation with Legal Counsel
Regarding WIB Fiscal Legal Agreement
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9.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Closed Session Certification
Staff Contact(s): Kaylyn McCluster
Agenda Date: November 28, 2023 Item Number: 9.a.
Attachment(s): None
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’
(“Board”) Work Session on November 28, 2023, the Board hereby certifies by a
recorded vote that to the best of each Board Member’s knowledge, only public
business matters lawfully exempted from the Open Meeting requirements of the
Virginia Freedom of Information Act (“Act”) and identified in the Motion
authorizing the Closed Meeting were heard, discussed, or considered in the
Closed Meeting. If any Board Member believes that there was a departure from
the requirements of the Act, he shall so state prior to the vote indicating the
substance of the departure. The Statement shall be recorded in the Board's
Minutes.
Vote
Nancy K. Eanes Yes/No
William V. (“Vic”) Ingram Yes/No
Ronald S. Scearce Yes/No
Robert M. Tucker, Jr. Yes/No
Robert (“Bob”) W. Warren Yes/No
Timothy W. Dudley Yes/No
Darrell W. Dalton Yes/No
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