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11-15-2022 Work Session - FINALPITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION November 15, 2022 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Work Session was held on November 15, 2022, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (4:00 PM) Ingram called the Meeting to Order at 4:00 PM. ROLL CALL The following Board Members were present: Attendee Name Title Status Arrived William V. ("Vic") Ingram Chairman - Tunstall District Present 3:52 PM Tim Chesher Supervisor - Dan River District Present 3:47 PM Darrell Dalton Supervisor - Callands-Gretna District Present 3:51 PM Timothy W. Dudley Supervisor - Staunton River District Present 3:53 PM Ronald S. Scearce Supervisor - Westover District Present 3:53 PM Robert M Tucker Jr Supervisor - Banister District Present 3:47 PM Robert ("Bob") W. Warren Supervisor - Chatham-Blairs District Present 3:52 PM AGENDA ITEMS TO BE ADDED Motion to add the following item to the Agenda: • Discussion of Land Use Deadline as item 6f RESULT: ADOPTED [UNANIMOUS] MOVER: Warren SECONDER: Chesher AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Warren SECONDER: Dudley AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren PRESENTATIONS a. Lindsey Hodges (New VDOT Resident Engineer) Introduction/Presentation (Presenter: Jay Craddock); (5 minutes) Jay Craddock, VDOT’s Assistant Resident Engineer, introduced Lindsey Hodges, new Resident Engineer, to the Board. Hodges is a Virginia Tech graduate, and she has been with VDOT for nine (9) years. She’s also had previous experience working with land use, traffic engineering, and was an area construction engineer. Craddock also gave the Board an update on VDOT’s Rural Rustic Program. Roads that VDOT paved this past year included Cox’s Store Road, Cherrystone Lake Road, Friendly Drive, Hubbard Road, Oliver’s Lane, and Roark Mill Road. On the schedule for next construction season are Oxford Road, Pocket Road, Victoria Road, and Valley Road. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Sheriff's Department Grants Discussion (Contact: Sheriff Taylor); (20 minutes) Sheriff Taylor and Van Der Hyde stated the Governor of Virginia has intentions of putting School Resource Officers (“SRO”) in every school in Virginia and this Grant became available very quickly. The Grant is for ten (10) SRO positions. The first phase is one (1) year from October 1, 2022, through June 30, 2023, and this Grant covers $475,170 for ten (10) SRO positions and there Board of Supervisors November 15, 2022 Work Session is no local match for the Grant funds used for SRO salaries. However, there are upfront costs to outfit ten (10) Deputies that include a gun, uniform and accessories, name tag, duty belt with gear, flashlight, taser, vest with carrier, and a Dodge Charger, which totals $505,960 for ten (10) SROs. For years two (2) – four (4), after nine (9) months, the 25% local match will be a minimum of approximately $158,390 annually. Taylor has reached out to the Attorney General’s Office for clarification of if the Sheriff’s Department can take their eight (8) existing SROs and place those into this Grant. Motion to recommend the full Board approve this Grant at tonight’s Business Meeting, pending the Attorney General’s ruling in County’s favor that it can use current SROs for the Grant. If it cannot, the Board will revisit this issue as it relates to having to hire all new people. RESULT: APPROVED [UNANIMOUS] MOVER: Warren SECONDER: Tucker AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren b. Convenience Centers Improvements Update/Priority Discussion (Staff Contact: Chris D. Adcock); (20 minutes) Adcock reviewed Convenience Center updates with the Board. He recommended moving forward with the Mt. Hermon project, as well as Motley and Berry Hill, as funding allows. He also suggested to look at acquiring additional land for this site and creating a new site. When looking at the engineer’s cost to update the existing site, the total amount is $329,960. A brand-new site was recently built at Climax for $499,000, and a brand-new site at Level Run Road for $375,000. This does not include the land cost, but Adcock does not anticipate the land cost being extremely high in that area. This site is so tight that it would continue to be a traffic nightmare, even if updated. Motion to recommend the full Board approve County Staff recommendations to proceed as requested at tonight’s Business Meeting. RESULT: APPROVED [UNANIMOUS] MOVER: Warren SECONDER: Dudley AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren c. CSA Annual Audit Presentation (Staff Contact: Cheryl J. Boswell); (10 minutes) Cheryl J. Boswell, County CSA Coordinator, presented the County's CSA’s Annual Audit to the Board, which can be found on the County’s website at www.pittsylvaniacountyva.gov. d. Potential Future Board Bylaws Revisions Discussion (Contact: Chairman Ingram); (20 minutes) Ingram requested the Board look at its current Bylaws and submit to McCluster or Hunt any suggestions for them to be updated. Once suggestions have been received, they can be placed on the Board’s Reorganizational Meeting Agenda for potential adoption. e. Fire and Rescue Funding Discussion (Contact: Chairman Ingram); (20 minutes) Motion by Warren to approve the increase per call to accommodate the recommendation that was originally made from Key, but to amend the $97,000 to be placed in the emergency fund so it could all be used by any Agency that has a major issue. Any Agency would have the availability to get it, and they would bring it to Key, then to the Commission, and ultimately back to the Board for approval. Substitute Motion for the full Board at tonight’s Business Meeting to approve both funding requests as discussed in the past, RESULT: APPROVED [4 TO 3] MOVER: Ingram SECONDER: Chesher AYES: Ingram, Chesher, Dalton, Tucker NAYS: Dudley, Scearce, Warren f. Discussion of Land Deadline Extension Board of Supervisors November 15, 2022 Work Session There was an issue with the printing of the Land Use revalidation forms, which has delayed citizens from receiving them. This causes strain on those property owners who may not reside in the County and must meet with others locally for the paperwork to be signed. Motion by Warren for full Board at tonight’s Business Meeting extend the deadline until December 31, 2022, and waive the $100 late fee. Amended Motion for full Board at tonight’s Business Meeting extend the deadline until December 20, 2022, provided the material is sent out no later than November 18, 2022. RESULT: APPROVED [UNANIMOUS] MOVER: Warren SECONDER: Darrell Dalton, Supervisor - Callands-Gretna District AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 5:40 PM RESULT: ADOPTED [UNANIMOUS] MOVER: Ingram SECONDER: Dudley AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren a. Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. (Staff Contact: Dave F. Arnold) (1) Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject Matters: Jail Land (Property Acquisition) Purpose: Legal Consultation/Legal Advice Regarding the Same b. 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. (Staff Contact: Matthew D. Rowe) (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Unannounced Prospective Businesses/Industries Purpose: General Economic Development Projects Update RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:55 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work Session on November 15, 2022, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's Minutes. Vote Timothy W. Chesher Yes Darrell W. Dalton Yes Timothy W. Dudley Yes Ronald S. Scearce Yes Board of Supervisors November 15, 2022 Work Session Robert M. Tucker, Jr. Yes Robert (“Bob”) W. Warren Yes William V. (“Vic”) Ingram Yes ADJOURNMENT Ingram adjourned the Meeting at 6:57 PM.