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12-20-2022 Work Session - FINALPITTSYLVANIA COUNTY BOARD OF SUPERVISORS WORK SESSION December 20, 2022 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Work Session was held on December 20, 2022, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (4:30 PM) Ingram called the Meeting to Order at 4:30 PM. ROLL CALL The following Board Members were present: Attendee Name Title Status Arrived William V. ("Vic") Ingram Chairman - Tunstall District Present 4:08 PM Tim Chesher Supervisor - Dan River District Present 4:09 PM Darrell Dalton Supervisor - Callands-Gretna District Present 4:10 PM Timothy W. Dudley Supervisor - Staunton River District Present 4:09 PM Ronald S. Scearce Supervisor - Westover District Present 4:10 PM Robert M Tucker, Jr. Supervisor - Banister District Present 4:10 PM Robert ("Bob”) W. Warren Supervisor - Chatham-Blairs District Present 4:09 PM APPROVAL OF AGENDA Motion to approve Agenda. RESULT: ADOPTED [UNANIMOUS] MOVER: Chesher SECONDER: Dudley AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren PRESENTATIONS a. School Board Gun Resolution Presentation (Staff Contacts: The Honorable Bryan Haskins and the Honorable Sheriff Taylor); (15 minutes) The Honorable Bryan Haskins, Commonwealth’s Attorney discussed with the Board implications of the School Board’s recently adopted Gun Free Zone Resolution. Haskins stated there must be signs posted stating that it is a gun free zone, and if they are in violation, they can be charged for trespassing. Signs have not been posted as to date. The School Board did go back and table this Resolution being effective until March. Warren stated the School Board should have reached out and had this discussion with the Board before making a decision such as this, especially since the County used ARPA funds to renovate the ECC as the Board Meeting Room that is used by both the Board and the School Board. b. 2022 Comprehensive Annual Financial Report Presentation (Staff Contact: Kimberly G. Van Der Hyde); (Presenter: Scott Wickham); (45 minutes) Board of Supervisors December 20, 2022 Work Session Scott Wickham, CPA, Robinson, Farmer, Cox Associates, presented the County’s FY2022 Comprehensive Annual Financial Report to the Board, which can be found on the County’s website at www.pittsylvaniacountyva.gov. c. Mid-Year County Budget Amendments Review (Staff Contact: Kimberly G. Van Der Hyde); (10 minutes) There is a Public Hearing on this item at the night’s Business Meeting and due to time, Van Der Hyde will discuss this item then. d. Personal Property Tax Rate Discussion (Staff Contact: Kimberly G. Van Der Hyde); (10 minutes) This item has been discussed before because the optics of the Personal Property Tax Rate is at $9.00, but the methodology is different from other localities. There are a lot of moving parts to this, and the Board, Staff, and the Commissioner of the Revenue would have to would have to work very close together if updating this formula and it will be a long process. County Staff will get information together to bring back in January. e. Potential Resolution Supporting Arming Public School Teachers Discussion (Contact: Supervisor Scearce) Scearce desires to have teachers as special Conservators of the Peace in the schools and requested a letter or Resolution be sent to the Attorney General to get an opinion. Ingram stated he wishes to hold a Joint Meeting with the School Board soon to discuss this item. f. Christmas 2022 Solid Waste Plan Discussion (Staff Contact: Chris D. Adcock); (10 minutes) Adcock, County Public Works Director, proposed to close County Convenience Sites at 8:00 p.m. on Christmas Eve, December 24, 2022, and have the sites closed on Sunday, Christmas Day, December 25, 2022. Sites would open as normal at 6:00 a.m. on Monday, December 26, 2022. This schedule would give the County’s 40+ site attendants time to spend with their families on Christmas Day. By having the sites closed on Sunday, County Solid Waste Staff will be more prepared to handle the Christmas trash load during their regular daily schedule, as opposed to playing catch-up to sites that may get overwhelmed on Sunday, Christmas Day. Other plans are to do compaction efforts at needed sites on Christmas Eve, focus and monitor cameras to catch any illegal dumping at gates, communicate to County citizens via County’s social media platforms, secure assistance from contract haulers, and provide extra containers at the County’s busiest sites. Adcock feels most of the public will understand this Christmas Day closure and the County’s hard- working Public Works Staff will get a much-needed break. Adcock also researched how surrounding Counties operate for Holidays. Henry County closes all its sites on Thanksgiving, Christmas, and New Year’s Day. Bedford County’s gated collection sites are closed on those Holidays, in addition to Memorial Day, July 4th, and Labor Day. Caswell County’s sites are closed on Sundays and Christmas Day. Franklin County’s manned green box sites are also closed on Christmas. Pending the County’s successful completion of this Christmas Day closure, County Public Works Staff desires, in the future, that the Board to consider closing County sites on all major Holidays. Ingram stated he supports this suggestion. Warren stated he supports the Christmas Day closure, Board of Supervisors December 20, 2022 Work Session but he does not desire to close on all holidays. Citizens expect the sites to be open, and Warren suggested looking at split shifts or other time off for the Landfill employees who work on other County Holidays. There was consensus of the Board to close convenience sites on Christmas Day. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 6:11 PM. RESULT: ADOPTED [UNANIMOUS] MOVER: Dudley SECONDER: Dalton AYES: Ingram, Chesher, Dalton, Dudley, Scearce, Tucker, Warren a. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. (Contact: Board of Supervisors) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Administrator Search/Interim County Administrator Discussion Purpose: Discussion of Next Steps 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 Matters: Projects Polo and Tank Purpose: Economic Development Updates on Unannounced Prospective Business/Industry or Expansion of Existing Business/Industry RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:59 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 December 20, 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 Board of Supervisors December 20, 2022 Work Session 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 Robert M. Tucker, Jr. Yes Robert (“Bob”) W. Warren Yes William V. (“Vic”) Ingram Yes ADJOURNMENT Ingram adjourned the Meeting at 7:00 PM.