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08-15-2023 Work Session - FINAL PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ WORK SESSION August 15, 2023 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was held on August 15, 2023, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (3:30 PM) Dalton called the Meeting to Order at 3:30 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: Ingram SECONDER: Eanes AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes NAYS: None ABSTAIN: None PRESENTATIONS a. County/IDA Economic Development Strategic Plan Scope Presentation Joey Faucette, IDA Chairman, extended an invitation to the Board to join the IDA in creating an economic development strategic plan that leverages the County's historical strengths, maximizes the current momentum, and creates a prosperous, high-quality of life future for the citizens. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Horseshoe Road Waterline Extension Project - Saddle Road Addition Discussion Recently, County Public Works Staff was contacted by a resident at 212 Saddle Road who was interested in acquiring public water during the Horseshoe Road Extension Project ("Project"). Saddle Road joins Horseshoe Road but was not included in the Project. County Staff advised the resident that Saddle Road was not included in the Project, but, if there was interest, it could be brought before the Board for consideration. County Staff also advised the resident that it would be helpful to obtain a petition from those who would be interested in public water service. Petitions and letters were received indicating the residents' willingness to pay the connection fee. Adcock stated the original Project may come in under budget, due to not encountering as much rock as estimated, but there are also reserves in the County Public Works' Water and Sewer Fund that could be utilized to fund the Saddle Road Project extension. He requested the Board authorize him to proceed with revising this Project to include the Saddle Road water extension. Motion to send this request to the Business Meeting for approval. RESULT: 7-0 (Approved) MOVER: Ingram SECONDER: Scearce AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes NAYS: None ABSTAIN: None b. Ameresco County Facilities Improvements Funding Discussion Adcock stated that over the last year, Ameresco, an energy efficiency company, has been performing an investment-grade energy audit ("IGA") of all County buildings. The IGA performs a very detailed investigation into energy use and develops proposed measures that can provide improvements to the facilities, while saving energy expenses that can then be used to help pay for the building improvement measures. County Staff has reviewed the completed IGA 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 problems. One (1) of the County's buildings, the Moses Building, which houses the County's Sheriff's Office, was constructed in 1938, and has significant issues including old windows, which allow moisture intrusion, inefficient window air-conditioning units, and an older, inefficient steam boiler heating. In addition to a new HVAC system and new windows for the Moses Building, other identified improvements include HVAC control upgrades at fourteen (14 ) County buildings, boiler and air handling unit replacements at the Martin Administration Building, air handling unit replacements at the Human Services Building, and a new HVAC system serving the older sections of the Courthouse Complex. County Staff has identified approximately $400,000 from unused ARPA funds that can be utilized to pay for the Human Services Building portion, as that would be a qualified expense based on that building's use. County Staff recommends financing the remainder for a maximum 15-year term. At current interest rates, it would result in an annual payment of approximately $375,000 - $400,000; said amount will need to be budgeted annually. Ameresco has been awarded several state cooperative contracts for its related services that meet County procurement requirements. Representatives from Ameresco were in attendance and presented the 100% Investment Grade Audit Review to the Board. The presentation can be found on the County's website at www.pttsylvaniacountyva.gov. Board members requested Van Der Hyde gather additional financial information and give an update at the September Work Session. c. General Rezoning Public Hearing Notice, Advertising, and Signage Discussion Ragsdale was requested to provide information to the Board regarding general rezoning public hearings, advertising, and signage. She stated her office follows State Code regarding the notices and advertising. In addition, Ragsdale’s office goes above State Code requirements regarding the signs. The Board discussed the possibility of reusable signs and requested Ragsdale bring sample signs back to the Board for review. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 4:25 PM. RESULT: 7-0 (Approved) MOVER: Tucker SECONDER: Warren AYES: Dalton, Tucker, Warren, Scearce, Dudley, Ingram, Eanes NAYS: None ABSTAIN: None 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. (1) Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject Matters: Property Acquisition (Hurt Property) Purpose: Review/Discussion Regarding the Same a. 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 Matters: Southside Housing Development Rezoning; Fire and Rescue Service Agreement Purpose: Consultation with Legal Counsel/Legal Advice and Discussion Regarding the Same RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:08 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 August 15 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 William V. (“Vic”) Ingram Yes Ronald S. Scearce Yes Robert M. Tucker, Jr. Yes Robert (“Bob”) W. Warren Yes Timothy W. Dudley Yes Darrell W. Dalton Yes ADJOURNMENT Dalton adjourned the Meeting at 6:10 PM.