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02-20-2024 Business Meeting Agenda Packet BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, February 20, 2024 - 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 (Staff Contact: Kaylyn McCluster) b. County's 2024 January Bill List Approval (Staff Contact: Kim VanDerHyde) c. Resolution # 2024-02-01 Adoption (Official Intent to Reimburse Expenditures with Proceeds of Borrowing) (Staff Contact: Kim VanDerHyde) d. Resolution # 2024-02-02 Adoption (Requesting Approval of the CBCP Needs and Planning Study and Reimbursement for Eligible Design and Construction Expenses) (Staff Contact: Dave Arnold) e. Southside Soccer Club Lease Approval (Staff Contact: Vaden Hunt) f. 57 Convenience Center Lease Approval (Staff Contact: Vaden Hunt) g. Service Weapon Purchase Approval (Nathan Spencer) (Staff Contact: Michael Taylor) h. Appointment: FRC (Banister District); (Alan Casper) (Staff Contact: Robert Tucker) i. Appointment: FRC (Dan River District); (Jimmy Adkins) (Staff Contact: Eddie Hite) 1 j. Appointment: FRC (Northwest Quadrant); (Kermit King) (Staff Contact: Christopher Key) k. Appointment: FRC (Southwest Quadrant); (Steven Stallings) (Staff Contact: Christopher Key) l. Landfill Tipping Fee Waiver Approval (Mega Site House Demolition Waste) (Staff Contact: Chris Adcock) m. Emergency Landfill Equipment Repairs Approval (Staff Contact: Chris Adcock) n. Fire and Rescue Study Grant Match Revision Approval (Staff Contact: Kim VanDerHyde) o. Certificate of Excellence Approval (Tunstall Volleyball) (Staff Contact: William Ingram) p. Certificate of Excellence Approval (Paige Echols); (Tunstall Volleyball Coach of the Year) (Staff Contact: William Ingram) q. Certificate of Excellence Approval (Lauren Fowlkes) (Staff Contact: Eddie Hite) 8. PRESENTATIONS a. General Presentations (Board of Supervisors) (Staff Contact: Kaylyn McCluster) b. Youth Commission Introductions Presentation (Staff Contact: Kelsie Myers) 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 2 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. 1. Case R-24-001: James and Betty Garrett; 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 Dalton) (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: FY24 Budget Amendments (Staff Contact: Kim VanDerHyde) 11. UNFINISHED BUSINESS a. Case R-23-017: Gwendolyn Averett; Rezoning from RC-1, Residential Combined Subdivision District, to B-2, Business District, General. The Planning Commission recommended by a 6-0, vote, with opposition, that the Petitioner's request be granted. (Supervisor Hite) (Staff Contact: Emily Ragsdale) 12. NEW BUSINESS 13. MATTERS FROM WORK SESSION (IF ANY) 14. BOARD MEMBER REPORTS 15. COUNTY ADMINISTRATOR REPORTS 16. ADJOURNMENT 3 7.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Board Meeting Minutes Approval Staff Contact(s): Kaylyn McCluster Agenda Date: February 20, 2024 Item Number: 7.a. Attachment(s): 1. 01-16-2024 Budget Workshop 2. 01-16-2024 Work Session - DRAFT 3. 01-16-2024 Business Meeting - DRAFT 4. 01-23-2024 Joint Meeting - Planning and BZA - DRAFT 5. 02-06-2024 Joint Meeting with School Board - DRAFT Reviewed By: SUMMARY: For the Board's review and consideration, attached are the following Board Meeting Minutes: (1) 01/16/2024 Budget Workshop; (2) 01/16/2024 Work Session; (3) 01/16/2024 Business Meeting; (4) 01/23/2024 Joint Meeting with PC and BZA; and (5) 02/06/2024 Joint Meeting with School Board. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the Board Meeting Minutes as attached and presented. 4 MOTION: "I make a Motion approving the Board Meeting Minutes as attached and presented." 5 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BUDGET WORKSHOP VIRGINIA: The Pittsylvania County Board of Supervisors held a Budget Workshop on Tuesday, January 16, 2024, at the Chatham Community Center located at 115 S Main Street, Chatham, Virginia 24531. Darrell W. Dalton, Chairman, called the Meeting to Order at 12:16 PM. The following Members were present: Kenneth L. Bowman Chatham-Blairs District Timothy W. Dudley Staunton River District Eddie L. Hite, Jr. Dan River District William V. “Vic” Ingram Tunstall District Murray W. Whittle Westover District Robert M. Tucker, Jr. Banister District Darrell W. Dalton Callands-Gretna District Stuart J. Turille, Jr., County Administrator and Clerk of the Board; Dave F. Arnold, Assistant County Administrator; J. Vaden Hunt Esq., County Attorney; Kimberly G. Van Der Hyde, Finance Director; Kaylyn M. McCluster, Deputy Clerk, and Diana McFarland, Public Relations Manager, were also present. Turille welcomed all Members to the Workshop and Van Der Hyde introduced Kristy Choi, Performance Financial Management ("PFM"). Choi participated via Microsoft Teams, and she presented a debt analysis to the Board. Van Der Hyde then presented the Capital Improvements Plan to the Board and discussion ensued. The Workshop recessed from 2:15 PM – 2:30 PM. The Board reviewed the proposed Budget Calendar with Van Der Hyde and she explained this item is on the night's Business Meeting Agenda for action. Van Der Hyde then presented information on the FY24-25 Budget and the Board finished out the Workshop with general discussion regarding the tax rate adjustment to support funding requests. Presentations can be found on the County’s website at www.pittsylvaniacountyva.gov. Adjournment Dalton adjourned the Meeting at 3:40 PM. Darrell W. Dalton, Chair Pittsylvania County Board of Supervisors Stuart J. Turille, Jr., Clerk Pittsylvania County Board of Supervisors 6 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ WORK SESSION January 16, 2024 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was held on January 16, 2024, 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 - Callands-Gretna District Robert M. Tucker, Jr. - Banister District Kenneth L. Bowman - Chatham-Blairs District Timothy W. Dudley - Staunton River District Eddie L. Hite, Jr. - Dan River District William V. (“Vic”) Ingram - Tunstall District Murray W. Whittle - Westover District REVISIONS TO AGENDA Motion to remove item 6a from the Agenda. RESULT: 7-0 (Approved) MOVER: Bowman SECONDER: Ingram AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approved) MOVER: Tucker SECONDER: Ingram AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None ITEMS REMOVED FROM AGENDA a. Potential Board Bylaws Revisions Discussion (10 minutes) (Staff Contact: Ingram/Bowman) 7 CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 4:07 PM. RESULT: 7-0 (Approved) MOVER: Dudley SECONDER: Hite AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None a. 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 1, 2, 3, 4, and 5 Purpose: General Economic Development Projects Update/Discussion on Unannounced Industries/Businesses b. 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: Volunteer Fire and Rescue Service Agreement; Potential Gaines/Terry Delinquent Taxes Reimbursement Purpose: Consultation with Legal Counsel/Legal Advice and Discussion Regarding the Same c. 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: Potential Real Property Acquisition for Public Purpose (Hurt Property) Purpose: Review/Discussion Regarding the Same RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:42 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION 8 BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work Session on January 16, 2024, 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 Kenneth L. Bowman Yes Timothy W. Dudley Yes Eddie L. Hite, Jr. Yes William V. (“Vic”) Ingram Yes Murray W. Whittle Yes Robert M. Tucker, Jr. Yes Darrell W. Dalton Yes ADJOURNMENT Dalton adjourned the Meeting at 6:44 PM. 9 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ BUSINESS MEETING January 16, 2024 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Business Meeting was held on January 16, 2024, 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 - Callands-Gretna District Robert M. Tucker, Jr. - Banister District Kenneth L. Bowman - Chatham-Blairs District Timothy W. Dudley - Staunton River District Eddie L. Hite, Jr. - Dan River District William V. (“Vic”) Ingram - Tunstall District Murray W. Whittle - Westover District ITEMS TO BE ADDED TO AGENDA Motion to revise the Agenda as follows: • Remove items 7(g) and 7(h) from the Consent Agenda • Add Staunton River District Appointment of Robert Storey to the DSS Board • Remove item 8(b), Youth Commission Introductions • Add the following items under Matters from Work Session: -CIP Plan Approval as item 13a -Fire and EMS Consulting Study Approval as item 13b -Fire and Rescue Service Agreement as item 13c RESULT: 7-0 (Approve) MOVER: Hite SECONDER: Ingram AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approve) MOVER: Ingram 10 SECONDER: Hite AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None CONSENT AGENDA Motion to approve Consent Agenda. RESULT: 7-0 (Approve) MOVER: Dudley SECONDER: Tucker AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None a. Board Meeting Minutes Approval b. County's 2023 December Bill List Approval c. Budget Calendar Approval d. Mid-Year FY 2024 Local Budget Amendments Approval e. CPMT Attendance Report Acceptance f. Resolution # 2024-01-01 Approval (School Land Sale Proceeds Retention for Pigg River Property) g. Solid Waste Landfill Cell "C2" Construction Bid Award h. DSS Appointment, Staunton River District, Robert Storey ITEMS REMOVED FROM AGENDA a. Appointment: DSS (Ronnie Glass); (Dan River District) b. Appointment: DSS (Anna Warren); (Tunstall District) c. Youth Commission Introductions HEARING OF THE CITIZENS Nathan Black and his sons, from Banister District, presented the history of his family and his opposition to any flag restrictions in the County. Alan Casper, Banister District, congratulated all new members on the Board and thanked them all for their willingness to serve. He is looking forward to this year because he knows that he can work with and trust each member on this Board. Wayne Robertson, Chatham-Blairs District, thanked all Board members for serving and voiced his concerns regarding the proposed new jail and asked the Board to drop the project. He feels it is too much a burden on the citizens of the County, and he is looking for the Code that states the Judge really has the authority to demand a new jail and Courthouse. Ben Meeks, Callands-Gretna District, wished the Board a Happy New Year and asked the Board for support for Fire and Rescue throughout the County. He provided information on inflation and how it has affected supplies, vehicles, and many other things they need. 11 Jim Scearce, Westover District, spoke on Fire and Rescue and their audit requirements. Mike Neal, Chatham-Blairs District, also spoke on the needed support for Fire and Rescue throughout the County. Vanessa Scearce, Westover District, stated she has been praying for the Board and that 2024 will be a pivotal year for the County, the Country, and the World. She urged everyone to contact their member of the House of Representatives and ask them to vote against HJ 1 and SJ 1. PUBLIC HEARINGS Rezoning Public Hearings 1. Case R-23-017: Gwendolyn Averett; Rezoning from RC-1, Residential Combined Subdivision District, to B-2, Business District, General. The Planning Commission recommended by a 6-0, with opposition, that the Petitioner's request be granted. (Supervisor Hite) In Case R-23-017, Gwendolyn Averett (“Petitioner”) has petitioned to rezone 1.80 acres from RC- 1, Residential Combined Subdivision District, to B-2, Business District, General, (to allow a daycare facility to be operated on the property). The subject property is located on State Road 732/Little Creek Road, in the Dan River Election District, and shown on the Tax Maps as GPIN # 2338-33-4895. Once the property is rezoned to B-2, all uses listed under Pittsylvania County Code ("PCC") § 35-365are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with opposition, that the Petitioner's request be granted. At the Planning Commission meeting, the Petitioner offered to submit proffers eliminating all uses under PCC § 35-365 that did not relate to the operation of a daycare to eliminate the concerns of those in opposition. At this time, said proffers have not been submitted to County Staff. Dalton opened the Public Hearing at 7:32 PM. Petitioner was present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:32 PM. Motion by Hite to deny the rezoning of 1.80 acres from RC- 1, Residential Combined Subdivision District, to B-2, Business District, General. Dalton reopened the Public Hearing at 7:37 PM to allow Petitioner to speak. Dalton closed the Public Hearing at 7:43 PM. Hite withdrew his Motion to deny and made a Motion to postpone this Rezoning Case to the February Meeting. RESULT: 7-0 (Approve) MOVER: Hite SECONDER: Tucker AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None 12 2. Case R-23-030: James Hubbard; Rezoning from R-1, Residential Suburban Subdivision District, to B-2, Business District, General. The Planning Commission recommended by a 6- 0 vote, with opposition, that the Petitioner's request be granted. (Supervisor Dudley) In Case R-23-030, James Hubbard (“Petitioner”) has petitioned to rezone 3.0 acres from R-1, Residential Suburban Subdivision District, to B-2, Business District, General (to allow for a public garage). The subject property is located on State Road 668/Grit Road, in the Staunton River Election District and shown on the Tax Maps as GPIN # 2556-80-0938. Once the property is rezoned to B-2, all uses listed under Pittsylvania County Code § 35-365 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with opposition, that the Petitioner's request be granted. Dalton opened the Public Hearing at 7:45 PM. Petitioner was present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:46 PM. Motion to approve the rezoning of 3.0 acres from R-1, Residential Suburban Subdivision District, to B-2, Business District, General, to allow a public garage to be operated on the property. RESULT: 7-0 (Approve) MOVER: Dudley SECONDER: Hite AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None 3. Case R-23-032: Donald, Larry, and Ralph Clay; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning Commission recommended by a 6-0 vote, with no opposition, that the Petitioners' request be granted. (Supervisor Dalton) In Case R-23-032, Donald, Larry, and Ralph Clay (“Petitioners”) have petitioned to rezone 14.26 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, (to allow the property to be subdivided). The subject property is located on State Road 634/Blue Ridge Drive, in the Callands-Gretna Election District and shown on the Tax Maps as GPIN # 2531-40-3919. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35- 178 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with no opposition, that the Petitioners' request be granted. Dalton opened the Public Hearing at 7:48 PM. Petitioners were present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:49 PM. Motion to approve the rezoning of 14.26 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow the property to be subdivided. RESULT: 7-0 (Approve) MOVER: Dudley SECONDER: Bowman AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None 13 ABSTAIN: None 4. Case R-23-033: William Knick; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning Commission recommended by a 6-0 vote, with no opposition, that the Petitioner's request be granted. (Supervisor Whittle) In Case R-23-033, William Knick (“Petitioner”) has petitioned to rezone 4.516 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, (to allow the property to be consolidated with an adjacent parcel zoned A-1). The subject property is located on State Road 742/Walnut Creek Road and Walnut Creek Road, in the Westover Election District, and shown on the Tax Maps as a portion of GPIN # 2318-06-4016. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with no opposition, that the Petitioner's request be granted. Dalton opened the Public Hearing at 7:51 PM. No one signed up to speak and Dalton closed the Public Hearing at 7:51 PM. Motion to approve the rezoning of 4.516 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow property lines to be adjusted. RESULT: 7-0 (Approve) MOVER: Whittle SECONDER: Dudley AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None 5. Case R-23-034: Dwight Jefferson; Rezoning from R-1, Residential Suburban Subdivision District, to B-2, Business District, General. The Planning Commission recommended by a 6- 0 vote, with no opposition, that the Petitioner's request be granted. (Supervisor Dalton) In Case R-23-034, Dwight Jefferson (“Petitioner”) has petitioned to rezone 1.009 acres from R-1, Residential Suburban Subdivision District, to B-2, Business District, General (to allow the property to be consolidated with an adjacent parcel zoned B-2). The subject property is located on US Route 29 Business/North Main Street and State Road 1324/Northwest Drive, in the Callands-Gretna Election District, and shown on the Tax Maps as GPIN # 2531-20-9775. Once the property is rezoned to B-2, all uses listed under Pittsylvania County Code § 35-365 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with no opposition, that the Petitioner's request be granted. Dalton opened the Public Hearing at 7:53 PM. Petitioner was present to represent the Petiiton. No one signed up to speak and Dalton closed the Public Hearing at 7:54 PM. Motion to approve the rezoning of 1.009 acres from R-1, Residential Suburban Subdivision District, to B-2, Business District, General, to allow property lines to be adjusted. RESULT: 7-0 (Approve) 14 MOVER: Dudley SECONDER: Ingram AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None 6. Case R-23-036: Clarence and Robin Emerzon; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning Commission recommended by a 6-0 vote, with no opposition, that the Petitioners' request be granted. (Supervisor Bowman) In Case R-23-036, Clarence and Robin Emerson (“Petitioners”) have petitioned to rezone 6.17 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, (to allow a wayside stand to be operated on the property). The subject property is located on State Road 41/Franklin Turnpike, in the Chatham-Blairs Election District, and shown on the Tax Maps as GPIN # 2401-19-5270. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with no opposition, that the Petitioners' request be granted. Dalton opened the Public Hearing at 7:56 PM. The Petitioners were present to represent the Petition. No one signed up to speak and Dalton closed the Public Hearing at 7:56 PM. Ragsdale clarified that the last name is Emerson, with an "s" and not a "z." Motion to approve the rezoning of 6.17 acres from R- 1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow a wayside stand to be operated on the property. RESULT: 7-0 (Approve) MOVER: Bowman SECONDER: Ingram AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None 7. Case R-23-037: Jonathan Wachendorfer; Rezoning from R-1, Residential Suburban Subdivision District, to RMF, Residential Multi-Family District. The Planning Commission recommended by a 6-0 vote, with no opposition, that the Petitioner's request be granted. (Supervisor Whittle) In Case R-23-037, Jonathan Wachendorfer (“Petitioner”) has petitioned to rezone two (2) parcels, totaling 1.39 acres from R-1, Residential Suburban Subdivision District, to RMF, Residential Multi- Family District (to allow two (2) duplexes to be constructed on the property). The subject property is located on State Road 740/Iris Lane, in the Westover Election District, and shown on the Tax Maps as GPIN #s 2319-72-1889 and 2319-72-2938. Once the property is rezoned to RMF, all uses listed under Pittsylvania County Code § 35-280 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with no opposition, that the Petitioner's request be granted. Dalton opened the Public Hearing at 7:59 PM. Petitioner was present to represent the Petition. No 15 one signed up to speak and Dalton closed the Public Hearing at 7:59 PM. Motion to approve the rezoning of two (2) parcels, totaling 1.39 acres, from R-1, Residential Suburban Subdivision District, to RMF, Residential Multi-Family District, to allow duplexes to be constructed on the property. RESULT: 7-0 (Approve) MOVER: Whittle SECONDER: Dudley AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None 8. Case R-23-038: Morris Smith; Rezoning from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning Commission recommended by a 6-0 vote, with no opposition, that the Petitioner's request be granted. (Supervisor Tucker) In Case R-23-038, Morris Smith (“Petitioner”) has petitioned to rezone 7.595 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, (to allow the property to be subdivided). The subject property is located on State Road 823/Concord Road, in the Banister Election District, and shown on the Tax Maps as a part of GPIN # 2415-37-2958. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with no opposition, that the Petitioner's request be granted. Dalton opened the Public Hearing at 8:01 PM. No one signed up to speak and Dalton closed the Public Hearing at 8:01 PM. Motion to approve the rezoning of 7.595 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow the property to be subdivided. RESULT: 7-0 (Approve) MOVER: Tucker SECONDER: Ingram AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None MATTERS FROM WORK SESSION a. CIP Plan Approval Motion to approve the CIP as discussed in today's Budget Workshop, noting that the CIP is only a budgeting tool and is subject to change and prioritization. RESULT: 7-0 (Approve) MOVER: Tucker SECONDER: Hite 16 AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None b. Fire and EMS Consulting Study Motion to authorize County Staff to hire a consultant to conduct a comprehensive study of the County's paid and volunteer Fire and Rescue system. Any hiring of said consultant shall be in compliance with the Virginia Public Procurement Act. RESULT: 7-0 (Approve) MOVER: Ingram SECONDER: Tucker AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None c. Fire and Rescue Service Agreement Motion to revise the Annual Volunteer Fire and EMS Department Service Memorandum of Agreement by removing Section 8(c); said revision shall be retroactively effective as of 07/01/2023. Any agency that has expended funds to conduct an audit for FY24 shall be reimbursed up to $3,000, provided the agency provides sufficient documentation to County Finance evidencing expenditure for said audit. RESULT: 7-0 (Approve) MOVER: Hite SECONDER: Whittle AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None BOARD MEMBER REPORTS • Hite thanked County Staff for working with him and for smooth onboarding and he thanked everyone for coming out to the meeting. He thanked the Fire and Rescue volunteers and commended them for their service to the County. • Tucker thanked everyone for their hard work and attendance at the Meeting. • Dudley stated it is a privilege to serve and thanked citizens for coming out to the Meeting. He thanked County Staff, welcomed the new Board members, and stated his appreciation for their dedication. • Bowman thanked everyone for being in attendance and thanked the Board for working together. He thanked McFarland for her work on the Citizen's Academy, and he shared events that he has attended. • Ingram stated it is an honor to work with a group of men who have this County at the foremost part of their heart, and he looks forward to many more great Board Meetings. 17 • Dalton stated he appreciates those coming out tonight, thanked County Staff for their work, and stated he is looking forward to a good year. COUNTY ADMINISTRATOR REPORTS Turille stated the Board had an excellent Reorganization Meeting at the beginning of January. He also stated the Board had a very productive Budget Workshop today. ADJOURNMENT Dalton adjourned the Meeting at 8:16 PM. 18 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ JOINT MEETING WITH PLANNING COMMISSION AND BOARD OF ZONING APPEALS January 23, 2024 VIRGINIA: The Pittsylvania County Board of Supervisors’ (“Board”) Joint Meeting was held on January 23, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (5:30 PM) Dalton called the Meeting to Order at 5:30 PM. ROLL CALL The following Board Members were present: Darrell W. Dalton - Callands-Gretna District Robert M. Tucker, Jr. - Banister District Kenneth L. Bowman - Chatham-Blairs District Timothy W. Dudley - Staunton River District Eddie L. Hite, Jr. - Dan River District William V. (“Vic”) Ingram - Tunstall District Murray W. Whittle - Westover District The following Planning Commission Members were present: Fred Webb Janet Mease Richard Waters Colette Henderson (via phone) The following Board of Zoning Appeals Members were present: Joseph Craddock Ronald Merricks APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 6-0 (APPROVE) MOVER: Ingram SECONDER: Tucker AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None 19 PRESENTATIONS a. Zoning Ordinance Update Presentation (Staff Contact: Emily S. Ragsdale); (Presenter: The Berkley Group) Caroline Vanterve, Planner, The Berkley Group, reviewed the County’s Zoning Ordinance Update with the Board, Planning Commission, and the Board of Zoning Appeals. Her presentation can be found on the County’s website at www.pittsylvaniacountyva.gov. ADJOURNMENT Dalton adjourned the Meeting at 7:19 PM. 20 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ JOINT MEETING WITH SCHOOL BOARD February 6, 2024 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Joint Meeting with the School Board was held on February 6, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (2:00 PM) Dalton called the Meeting to Order at 2:00 PM ROLL CALL The following Board Members were present: Darrell W. Dalton – Chairman, Callands-Gretna District Robert M. Tucker, Jr. – Vice-Chair, Banister District Kenneth L. Bowman - Chatham-Blairs District Timothy W. Dudley - Staunton River District Eddie L. Hite, Jr. - Dan River District William V. (“Vic”) Ingram - Tunstall District Murray W. Whittle - Westover District The following School Board Members were present: Calvin D. Doss – Chairman, Callands-Gretna District Kelly H. Merricks – Vice-Chair, Dan River District Mark R. Shields – Chatham-Blairs District Willie T. Fitzgerald – Banister District George V. Henderson – Tunstall District Kevin W. Mills – Westover District APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approve) MOVER: Ingram SECONDER: Tucker AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None NEW BUSINESS a. Schools 1% Sales Tax Projects Presentation Dr. Jones presented to the Board the School's Capital Improvement Priorities from the 1% Sales Tax. These projects include safety vestibules, enclose corridors to gyms, HVAC and window replacement, and additions to eliminate mobile units. The full presentation can be found on the County's website at www.pittsylvaniacountyva.gov. 21 b. School Division's Budget Request Presentation Dr. Jones also presented to the Board the School's Budget request for the upcoming year. Jones stated that all County Elementary, Middle, and High Schools are at or above State average on the SOL pass rates. Throughout the State, they have the 16th best pass rate in Math (top 12%), 20th best pass rate in Reading (top 15%), and 22nd best pass rate in Science (top 16%). They have five (5) Blue Ribbon Schools throughout the County. T. Worley also covered the history of the Board Local Composite Index and funding over the required minimum, and School Staff priorities for FY 2025. The full presentation can be found on the County's website at www.pittsylvaniacountyva.gov. ADJOURNMENT Dalton adjourned the Meeting at 3:19 PM. 22 7.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: County's 2024 January Bill List Approval Staff Contact(s): Kim VanDerHyde Agenda Date: February 20, 2024 Item Number: 7.b. 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 January 2024 Bill List is found at the below link: https://weblink.pittgov.net/WebLink/Browse.aspx?id=497847&dbid=0&repo=Pitt GovDocs FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the County’s 2024 January Bill List as presented. MOTION: “I make a Motion approving the County’s 2024 January Bill List as presented.” 23 7.c. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Resolution # 2024-02-01 Adoption (Official Intent to Reimburse Expenditures with Proceeds of Borrowing) Staff Contact(s): Kim VanDerHyde Agenda Date: February 20, 2024 Item Number: 7.c. Attachment(s): 1. 2024-02-01 Reimbursement Resolution (for Critical Infrastructure) Reviewed By: SUMMARY: The Board recently approved a contract with Ameresco to begin work at the Moses Building to include HVAC and window replacements. Both the County's Financial Advisors and Bond Counsel recommended the County adopt Resolution # 2024-02-01, attached, to ensure the County can recoup expenses associated with the upgrades being made at the Moses Building, should the County decide to finance this project along with other similar County infrastructure projects in the near future. Obtaining financing for these projects would not occur until there is a considerable downturn in interest rates. FINANCIAL IMPACT AND FUNDING SOURCE: Resolution # 2024-02-01 allows the County to incur costs for the upgrades to the Moses Building and be reimbursed, should the County decide to finance this project in the future. RECOMMENDATION: County Staff recommends the Board adopt attached Resolution # 2024-02-01 as attached and presented. MOTION: "I make a Motion adopting Resolution # 2024-02-01 as attached and presented." 24 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS ______________________________________________________________________________ RESOLUTION # 2024-02-01 A RESOLUTION OF OFFICIAL INTENT TO REIMBURSE EXPENDITURES WITH PROCEEDS OF A BORROWING VIRGINIA: The Pittsylvania County Board of Supervisors (“Board”) adopted the following Resolution at its Business Meeting on February 20, 2024: WHEREAS, Pittsylvania County, Virginia (“County”), intends to acquire, construct, equip, and develop capital improvements to remedy various critical infrastructure needs, including without limitation, HVAC and window repairs and/or replacements in various County buildings (collectively, “Project”); and WHEREAS, plans for the Project have advanced, and the County expects to advance funds to pay expenditures related to the Project (“Expenditures”) prior to incurring indebtedness and to receive reimbursement for such Expenditures from proceeds of tax-exempt obligations or taxable obligations, or both. BE IT RESOLVED BY THE BOARD: 1. The County intends to utilize the proceeds of tax-exempt obligations or taxable obligations (“Obligations”) in an amount not currently expected to exceed $5,000,000 to pay or reimburse the costs of the Project. 2. The County intends that the proceeds of the Obligations be used to reimburse the County for Expenditures made with respect to the Project on or after the date that is no more than sixty (60) days prior to the date of this Resolution. As of the date hereof, the County reasonably expects that it will reimburse the Expenditures with the proceeds of the Obligations. 3. Each Expenditure was, or will be, unless otherwise approved by bond counsel, either (a) of a type properly chargeable to a capital account under general federal income tax principles (determined in each case as of the date of the Expenditure), (b) a cost of issuance with respect to the Obligations, (c) a nonrecurring item that is not customarily payable from current revenues, or (d) a grant to a party that is not related to or an agent of the County, so long as such grant does not impose any obligation or condition (directly or indirectly) to repay any amount to or for the benefit of the County. 4. The County intends to make a reimbursement allocation, which is a written allocation by the County that evidences the County’s use of proceeds of the Obligations to reimburse an Expenditure, no later than eighteen (18) months after the later of (a) the date on which the Expenditure is paid, or (b) the Project is placed in service or abandoned, but in no event 25 more than three (3) years after the date on which the Expenditure is paid; provided, however, that such timing limitations are subject to the applicability of (x) Treasury Regulations Section 1.150- 2(d)(2)(ii), related to expenditures by “small issuers” (based on the year of issuance and not the year of expenditure), and (y) Treasury Regulations Section 1.150-(d)(2)(iii), related to expenditures for “long-term” construction projects requiring at least five years to complete. 5. The County recognizes that the limitations set forth in the foregoing Paragraphs 2 and 4 do not apply to reimbursements to pay: (a) “preliminary expenditures” (as such term is used in Treasury Regulations Section 1.150-2(f)(2)) up to an amount not in excess of twenty percent (20%) of the aggregate issue price of the Obligations that finance or are reasonably expected to finance the Project for which the preliminary expenditures were incurred; (b) costs of issuance of any Obligations; and (c) “de minimis” amounts (which shall not in the aggregate exceed the lesser of $100,000 or five percent (5%) of the proceeds of the Obligations). 6. The County intends that the adoption of this resolution confirms the “official intent” within the meaning of Treasury Regulations Section 1.150-2 promulgated under the Internal Revenue Code of 1986, as amended. 7. This Resolution shall take effect immediately upon its passage. Given under my hand this 20th day of February, 2024. __________________________________________ Darrell W. Dalton, Chairman Pittsylvania County Board of Supervisors ATTEST: ________________________________ Stuart J. Turille, Jr., Clerk Pittsylvania County Board of Supervisors VOTE Darrell W. Dalton, Chairman ___ Robert W. Tucker, Jr., Vice-Chairman ___ Timothy W. Dudley ___ William V. (“Vic”) Ingram ___ Kenneth L. Bowman ___ Eddie L. Hite, Jr. ___ Murray W. Whittle ___ Ayes ____ Nays ____ Abstentions ____ 26 7.d. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Resolution Agenda Title: Resolution # 2024-02-02 Adoption (Requesting Approval of the CBCP Needs and Planning Study and Reimbursement for Eligible Design and Construction Expenses) Staff Contact(s): Dave Arnold Agenda Date: February 20, 2024 Item Number: 7.d. Attachment(s): 1. 2024-02-02 Requesting Approval of the CBCP Needs and Planning Study and Reimbursement for Eligible Design and Construction Expenses Reviewed By: SUMMARY: Per attached Resolution #2024-02-02, a Community Based Corrections Plan (“CBCP”) was submitted to the Virginia Department of Corrections on the County’s behalf by Moseley Architects in December 2023 outlining the need and plans for a new County jail. The CBCP is required in order for up to twenty- five percent (25%) of eligible project costs to be reimbursed by the Commonwealth of Virginia, pending BLRJ, Governor, and General Assembly approval. Adoption of the attached Resolution is a requirement of the CBCP approval process. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve Resolution # 2024-02-02 as attached and presented. MOTION: 27 "I make a Motion approving Resolution # 2024-02-02 as attached and presented." 28 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2024-02-02 REQUESTING APPROVAL OF THE COMMUNITY BASED CORRECTIONS PLAN NEEDS ASSESSMENT AND PLANNING STUDY AND REIMBURSEMENT FOR ELIGIBLE DESIGN AND CONSTRUCTION EXPENSES RELATED TO NEW COUNTY JAIL PROJECT VIRGINIA: The Pittsylvania County Board of Supervisors (“Board”) adopted the following Resolution at its Business Meeting on February 20, 2024: WHEREAS, the “Standards for Planning, Design, Construction, and Reimbursement of Local Correctional Facilities,” 6VAC15-81-100 requires that a Resolution be submitted to the Board of Local and Regional Jails (“BLRJ”) requesting approval of the Community Based Corrections Plan (“CBCP”) Needs Assessment and Planning Study and reimbursement for eligible design and construction expenses; and WHEREAS, Moseley Architects has submitted a CBCP Assessment and Planning Study on behalf of Pittsylvania County, Virginia (“County”), for the construction of a new County jail project as required by the Standards; and WHEREAS, the new County jail project is eligible for reimbursement of eligible design and construction costs pursuant to § 53.1-81, Code of Virginia, 1950, as amended. NOW THEREFORE, BE IT RESOLVED BY THE BOARD THE COUNTY ADMINISTRATOR AND BOARD CLERK that the County requests that the BLRJ gives its approval for the CBCP Needs Assessment and Planning Study and funding for reimbursement of twenty-five percent (25%) of all eligible costs subsequent to Governor and General Assembly approval and funding for the new County jail project as identified in the CBCP Needs Assessment and Planning Study submitted to the BLRJ pursuant to § 53.1-81, Code of Virginia, 1950, as amended. Given under my hand this 20th day of February, 2024. __________________________________________ Darrell W. Dalton, Chairman Pittsylvania County Board of Supervisors ATTEST: __________________________________ Stuart J. Turille, Jr., Clerk 29 Pittsylvania County Board of Supervisors VOTE Darrell W. Dalton, Chairman ___ Robert W. Tucker, Jr., Vice-Chairman ___ Timothy W. Dudley ___ William V. (“Vic”) Ingram ___ Kenneth L. Bowman ___ Eddie L. Hite, Jr. ___ Murray W. Whittle ___ Ayes ____ Nays ____ Abstentions ____ 30 7.e. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Southside Soccer Club Lease Approval Staff Contact(s): Vaden Hunt Agenda Date: February 20, 2024 Item Number: 7.e. Attachment(s): 1. Lease Agreement (Southside Soccer Club) Reviewed By: SUMMARY: Southside Soccer Club, Inc. (“SSC”), desires to use the restroom during soccer season in the Southside Lofts’ auditorium. The County currently leases the auditorium (and its restrooms) from Southside Lofts. SSC has contacted Southside Lofts regarding the same, and Southside Lofts does not object to SSC’s use of the restrooms. SSC will use the restrooms in March, April, May, September, October, and the first week of November. For the Board’s review and consideration, a Lease Agreement (“Lease”) detailing the lease of the restrooms is attached. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve execution of the Lease as attached and presented. MOTION: “I make a Motion approving the Lease as attached and presented.” 31 Page 1 of 5 LEASE AGREEMENT This LEASE AGREEMENT (the “Lease”), is made on ____________, 202___ (“Date of Execution”), between the Pittsylvania County Board of Supervisors (“Lessor”), a political subdivision of the Commonwealth of Virginia, and Southside Soccer Club, Inc. (“Lessee”), a non- profit tax exempt corporation organized under the laws of the Commonwealth of Virginia (collectively “the Parties”). WITNESSETH THAT FOR AND IN CONSIDERATION of the mutual covenants and agreements herein contained, the Parties do hereby covenant and agree as follows: 1. LEASE OF PROPERTY; COVENANTS OF OWNERSHIP; QUIET ENJOYMENT: Lessor hereby leases and demises, and Lessee hereby uses, the restroom facilities located in the auditorium of that certain building located in the Southside Lofts, Blairs, Virginia 24527. The Premises is solely leased for the use of the restroom facilities during Lessee’s events. Any other purpose must be approved by Lessor. Lessor covenants and agrees that it is the owner of the demised Premises, and that Lessee shall have quiet enjoyment thereof for the Lease’s duration. 2. TERM OF LEASE; RENEWALS; TERMINATION: The initial term of this Lease shall be for one (1) year, commencing on March 1, 2024, and encompasses March, April, May, September, October, and first weekend of November. Lease may be terminated by either party with telephone or written notice. 3. INSURANCE; INDEMNIFICATION: A. Casualty Insurance on Contents: Lessee shall maintain, at its expense, fire and casualty insurance coverage, protecting its property and the property of others located on the Premises from loss, damage, or injuries. B. Liability Insurance During the Lease: Lessee shall provide and keep in force, for the protection of the general public and Lessor, liability insurance against claims for property damage, bodily/personal injury, or death upon the Premises, to the extent of not less than five hundred thousand and 00/100 dollars ($500,000.00), with respect to property damage, bodily/personal injury, or death to any one (1) person and to the extent of not less than one million and 00/100 dollars ($1,000,000.00) for property damage, bodily/personal injury, or death to any number of persons arising out of one accident. C. Notice to Lessor Regarding Insurance: Any form of insurance provided in Paragraph 3(B), shall be in a form approved by Lessor. Unless otherwise provided, such policy shall name Lessor as an additional insured and shall contain a clause that the insurer shall not cancel, materially modify, or fail to renew the insurance without first giving Lessor thirty (30) days’ prior written notice Any such insurance shall be with an insurance company approved by the Lessor, authorized to do business in the Commonwealth of Virginia, and have a policyholder’s rating of 32 Page 2 of 5 no less than “the most current edition of best insurance reports.” A copy of the policy or certificate evidencing the insurance shall be delivered to the Lessor. D. Indemnification of Lessor: Lessor shall not be liable for any damage to property or injury arising from Lessee's occupation or use of the Premises, except as may be caused by Lessor's failure to perform under the Lease. Lessee shall protect, indemnify, defend, and save harmless the Lessor, his agents, or servants from and against any and all claims, actions, damages, liabilities, and expenses (including reasonable attorneys’ fees) resulting from the negligent, unlawful, or willful acts or omissions of Lessee, Lessee’s employees, representative, agents, customers, invitees, or visitors, or from Lessee's failure to perform any obligation imposed upon it by law or the provisions of this Lease, notwithstanding any possible negligence (whether sole, concurrent, or otherwise) on the part of Lessor, its agents, contractors, or servants. 4. MAINTENANCE OF THE PREMISES: Lessee shall maintain the Premises at all times in a neat and orderly condition and return the Premises in the same condition as the date of the Lease. 5. DESTRUCTION OF PREMISES: If Premises is totally destroyed by casualty or becomes so extensively damaged, without fault of Lessee, so as to render the demised Premises unusable by Lessee, Lessor or Lessee may elect to terminate this Lease. 6. ALTERATIONS OR IMPROVEMENTS: No alterations shall be made to the demised Premises by the Lessee without Lessor’s prior written consent. Any and all alterations made to the Premises shall be the Lessor’s property at the Lease’s termination. 7. ASSIGNMENTS AND SUBLEASE: No assignment or sublease of the rights of the Lessee under this Lease shall be made without Lessor’s prior written consent. 8. LESSOR’S RIGHT OF ENTRY: Lessor may, at reasonable times, enter upon the demised Premises for the purpose of inspecting the same. 9. BREACH OF COVENANTS: In the event Lessee fails to perform any of the other covenants of this Lease to be performed by Lessee under this Lease, then Lessor shall have the right, in addition to all other rights or remedies provided by law or equity, to: (i) without demand or notice to re-enter, by force or otherwise, and take possession of the Premises without being liable by doing said; and (ii) setoff against rents paid in advance for any damages caused by such breach, with the Lessee being liable for any deficiency. In the event Lessor fails to perform any of the covenants of this Lease to be performed by Lessor, Lessee shall have all rights and remedies provided by law and equity. If an action is brought to enforce any of the rights or remedies available to either party in the event a breach of any term of this Lease, the prevailing party shall be entitled to any and all costs expended, including reasonable attorneys’ fees, court costs, and litigation costs. 10. WAIVER OF BREACH: The failure of Lessor to enforce one (1) or more of the terms or conditions of the Lease, shall not constitute a waiver of such terms or conditions upon subsequent or continuing breach. 33 Page 3 of 5 11. APPLICABLE LAW: This Lease shall be construed according to the laws of the Commonwealth of Virginia. 12. VENUE: The legal venue for any litigation arising out of this Lease shall be the appropriate court of Pittsylvania County, Virginia. 13. ENTIRE AGREEMENT: This Lease constitutes the entire agreement between the Parties. This Lease may not be changed orally, but only by an agreement in writing, signed by both Parties. 14. BENEFIT: This Lease shall inure to the benefit of, and shall bind the heirs, successors, and assigns of the Parties. 15. NOTICES: Any notice or demand under this Lease shall be by registered or certified mail, return receipt requested, sent to the Parties at the addresses listed below, and shall be deemed delivered on the date postmarked: A. LESSOR: Pittsylvania County Board of Supervisors 1 Center Street P.O. Box 426 Chatham, Virginia 24531 B. LESSEE: _____________________ ____________________ ____________________ Witness the following signatures and seals: [THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK] 34 Page 4 of 5 LESSOR: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS BY: _______________________________________________________________ Name (Printed):_______________________________________________________ Its:_________________________________________________________________ COMMONWEALTH OF VIRGINIA COUNTY OF ______________: BE IT REMEMBERED, that before me on this ___ day of ______________, 202__, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. ______________________________ NOTARY PUBLIC APPROVED AS TO FORM _______________________________ J. Vaden Hunt, Esq. Pittsylvania County Attorney 35 Page 5 of 5 LESSEE: BY:_____________________________________________________ Name (Printed):____________________________________________ Its:_______________________________________________________ COMMONWEALTH OF VIRGINIA COUNTY/CITY OF ______________: BE IT REMEMBERED, that before me on this ___ day of ______________, 202__, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his/her voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. ______________________________ NOTARY PUBLIC 36 7.f. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: 57 Convenience Center Lease Approval Staff Contact(s): Vaden Hunt Agenda Date: February 20, 2024 Item Number: 7.f. Attachment(s): 1. Whitehead Lease Agreement Reviewed By: SUMMARY: Currently, the Board leases a parcel of real estate for the County's Route 57 Convenience Center site. Claude Whitehead, Jr., was the landlord since the inception of the lease agreement in July of 2010. He passed away in 2021, and the family has now settled his estate. This property has been inherited by the family, and they have now asked that the payments be directed to CHC Whitehead Farms, LLC. A revised real estate lease agreement reflecting the new landlord has been drafted. For the Board’s review and consideration, the revised real estate lease agreement is attached. FINANCIAL IMPACT AND FUNDING SOURCE: The Board will pay $600.00 annually under the terms of the revised real estate lease agreement. RECOMMENDATION: County Staff recommends the Board approve the execution of the revised real estate lease agreement as attached and presented. MOTION: “I make a Motion approving the revised real estate lease agreement as attached and presented.” 37 Page 1 of 5 REAL ESTATE LEASE AGREEMENT This Real Lease Agreement (“Lease”) is dated March 1, 2024, by and between CHC WHITEHEAD FARMS, LLC, (“Landlord”), and THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA, (“Tenant”); (individually, “party;” collectively, “parties”). The parties agree as follows: 1. PREMISES. Landlord, in consideration of the lease payments provided in this Lease, leases to Tenant: All that certain tract or parcel of land, with improvements thereon and all appurtenances thereunto pertaining, lying and being situate in the Chatham-Blairs Magisterial District of the County of Pittsylvania, Virginia, and lying on the southerly margin of Route 57, where Route 57 crosses the Banister River, said parcel of land which is the subject of this lease lying on the western bank of the Banister River, and fronting approximately 100 feet on Route 57, thence laying between two parallel lines leaving Route 57 for approximately 100 feet, more or less (“Premises”), located on Halifax Road, Chatham, Virginia 24531. 2. TERM. The Lease term will begin on March 1, 2024, and will terminate on March 1, 2025. 3. LEASE PAYMENTS. Tenant shall pay to Landlord monthly installments of $50.00, payable in advance on the first (1st) day of each month, for a total lease payment of $600.00. Lease payments shall be made to the Landlord at P.O. Box 437, Chatham, Virginia 24531, which address may be changed from time- to-time by the Landlord. 4. POSSESSION. Tenant shall be entitled to possession on the first (1st) day of the term of this Lease, and shall yield possession to Landlord on the last day of the term of this Lease, unless otherwise agreed by both parties in writing. At the expiration of the term, Tenant shall remove its goods and effects and peaceable yield up the Premises to Landlord in as good condition as when delivered to Tenant, ordinary wear and tear excepted. 5. USE OF PREMISE. Tenant may use the Premises only for purposes of solid waste collection, transportation, and removal. The Premises may be used for any other purpose only with the prior written consent of the Landlord, which shall not be unreasonably withheld. Tenant shall notify Landlord of any anticipated extended absence from the Premises not later than the first (1st) day of the extended absence. 6. LIABILITY INSURANCE. 38 Page 2 of 5 Tenant shall maintain a minimum of one million ($1,000,000.00) dollars liability insurance coverage on all activities conducted on the Premises. Tenant shall deliver appropriate evidence to Landlord as proof that adequate insurance is in force issued by companies reasonably satisfactory to Landlord. Landlord shall receive advance written notice from the insurer prior to any termination of such insurance policy. 7. RENEWAL TERMS. This Lease shall automatically renew for an additional period of one (1) year per renewal term, unless either party gives written notice of termination no later than ninety (90) days prior to the end of the term or renewal term. The Lease terms during any such renewal term shall be the same as those contained in this Lease. 8. MAINTENANCE. Tenant shall have the responsibility to always maintain the Premises in good repair during the term of this Lease. 9. TAXES. Landlord shall pay all real estate taxes and assessments for the Premises. 10. DEFAULTS. Tenant shall be in default of this Lease, if Tenant fails to fulfill any Lease obligation or term by which Tenant is bound. Subject to any governing provisions of law to the contrary, if Tenant fails to cure any financial obligation within ten (10) days (or any other obligation within ten (10) days) after written notice of such default is provided by Landlord to Tenant, Landlord may take possession of the Premises without further notice (to the extent permitted by law), and without prejudicing Landlord’s rights to damages. In the alternative, Landlord may elect to cure any default and the cost of such action shall be added to Tenant’s financial obligations under this Lease. Tenant shall pay all costs, damages, and expenses (including reasonable attorney fees and expenses) suffered by Landlord by reason of Tenant’s default(s). All sums of money or charges required to be paid by Tenant under this Lease shall be additional rent, whether or not such sums or charges are designated as “additional rent.” The rights provided by this Paragraph are cumulative in nature and are in addition to any other rights afforded by law. 11. LATE PAYMENTS. For any payment that is not paid within thirty (30) days after its due date, Tenant shall pay a late fee of twenty-five ($25.00) Dollars. 12. HOLDOVER. If Tenant maintains possession of the Premises for any period after the termination of this Lease (“Holdover Period”), Tenant shall pay to the Landlord Lease payment(s) during the Holdover Period at a rate equal to the normal payment rate set forth in the Renewal Terms Paragraph. 13. CUMULATIVE RIGHTS. The rights of the parties under this Lease are cumulative and shall not be construed as exclusive unless otherwise required by law. 39 Page 3 of 5 14. INDEMNITY REGARDING USE OF PREMISES. To the extent permitted by Virginia law, Tenant agrees to indemnify, hold harmless, and defend Landlord from and against any and all losses, claims, liabilities, and expenses, including reasonable attorney fees, if any, which Landlord may suffer or incur in connection with Tenant’s possession, use or misuse of the Premises, except Landlord’s act or negligence. 15. NOTICE. Notices under this Lease shall not be deemed valid, unless given or served in writing and forwarded by mail, postage prepaid, addressed as follows: LANDLORD: CHC Whitehead Farms, LLC Post Office Box 437 Chatham, Virginia 24531 TENANT: The Board of Supervisors of Pittsylvania County, Virginia Post Office Box 426 Chatham, Virginia 24531 Such addresses may be changed from time to time by either party by providing notice as set forth above. Notice mailed in accordance with the above provisions shall be deemed received on the third (3rd) day after posting. 16. GOVERNING LAW. This Lease shall be construed in accordance with the laws of the Commonwealth of Virginia. 17. ENTIRE AGREEMENT/AMENDMENT. This Lease contains the entire agreement of the parties and there are no other promises, conditions, understandings, or other agreements, whether oral or written, relating to the subject matter of this Lease. This Lease may be modified or amended in writing, if the writing is signed by the party obligated under the amendment. 18. SEVERABILITY. If any portion of this Lease shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Lease is invalid or unenforceable, but that by limiting such provision, it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited. 17. WAIVER. The failure of either party to enforce any provisions of this Lease shall not be construed as a waiver or limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of this Lease. 18. BINDING EFFECT. 40 Page 4 of 5 The provisions of this Lease shall be binding upon and inure to the benefit of both parties and their respective legal representatives, successors, and assigns. LANDLORD: CHC WHITEHEAD FARMS, LLC By:____________________________________ Name (Printed): __________________________ Its: _____________________________________ COMMONWEALTH OF VIRGINIA COUNTY/CITY OF ______________: BE IT REMEMBERED, that before me on this ___ day of ______________, 202__, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his/her voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. ______________________________ NOTARY PUBLIC 41 Page 5 of 5 TENANT: THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY By: ____________________________________ Name (Printed):___________________________ Its:______________________________________ COMMONWEALTH OF VIRGINIA COUNTY OF PITTSYLVANIA: BE IT REMEMBERED, that before me on this ___ day of ______________, 202__, appeared __________________________, who acknowledged the signing of the foregoing instrument to be his voluntary act and deed. IN TESTIMONY WHEREOF, I have hereunto subscribed my name and affixed my official seal, on the day set forth above. ______________________________ NOTARY PUBLIC APPROVED AS TO FORM _______________________________ J. Vaden Hunt, Esq. Pittsylvania County Attorney 42 7.g. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Service Weapon Purchase Approval (Nathan Spencer) Staff Contact(s): Michael Taylor Agenda Date: February 20, 2024 Item Number: 7.g. Attachment(s): 1. Nathan Spencer - Request to Purchase Service Weapon Reviewed By: SUMMARY: Retired Investigator Nathan Spencer ("Spencer") has requested to purchase his service weapon, a Glock .40 caliber, Model 23, serial number YHW-474, per Virginia Code § 59.1-148.3. Spencer is eligible for this purchase, per this Virginia Code Section, since he served in the Sheriff's Office for more than eighteen (18) years. As with all transfers of firearms from the Sheriff's Office to eligible Deputies at their retirement, a registered Federal Firearms Licensed dealer engaged in a business pertaining to the manufacture or importation of firearms and ammunition, or the interstate and intrastate sale of firearms, will make the transfer. Spencer has submitted the required $1.00 for the purchase price. Said purchase price will be delivered to the County Treasurer with a letter of explanation. FINANCIAL IMPACT AND FUNDING SOURCE: Spencer's firearm will be purchased for $1.00. RECOMMENDATION: As authorized by Virginia Code § 59.1-148.3, County Staff recommends approving the transfer of Spencer's service weapon to him for $1.00. MOTION: “As authorized by Virginia Code § 59.1-148.3, I make a Motion approving the transfer of Spencer's service weapon to him for $1.00.” 43 44 December 4, 2023 Nathan W. Spencer, Investigator 1600 Slatesville Road Chatham, Virginia 24531 Via email: Nathan.spencer@pittgov.org Re: Intent to Retire Dear Investigator Spencer: I received your letter letting me know of your intent to retire on the date of 1 February 2024. Undoubtedly, I regret you leaving us however, I recognize you’ve put a lot of thought into your decision, and I accept it. In your years of service, you’ve shown a strong work ethic and commitment to your oath of office. You’ve served as a role model to the many who have worked along beside you and to the public. Your achievements are much to be proud of in your service here. Your work-product will serve as an exemplary example of commitment to other deputies for years to come. As an administrative matter you are eligible per § 59.1-148.3, Code of Virginia, to purchase your service handgun for $1.00. Should that be your desire please send me an email indicating as such and I will start that process. Also, and at your convenience, please meet with Captain Campbell who will provide all the benefits that you may be entitled to upon your separation from the office. Thank you again for all you have done to make my job an easier and less demanding one. I appreciate the many years of support you’ve extended to me. I wish nothing but the best for you and your family. Know that in retirement you are always welcome in this office. If I may be of help to you in any way, please know you can call upon me. God bless and with kindest regards I remain, Very truly yours, Michael W. Taylor Sheriff Cc via email: Gerald Ford, Captain Pittsylvania County Sheriff’s Office Michael W. Taylor, Sheriff 21 North Main Street  Post Office Box 407  Chatham, Virginia 24531 Telephone: (434) 432-7800 (434) 656-6211  Fax: (434) 432-7823 45 7.h. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: FRC (Banister District); (Alan Casper) Staff Contact(s): Robert Tucker Agenda Date: February 20, 2024 Item Number: 7.h. Attachment(s): 1. 02-14-2024 Alan Casper - FRC Reviewed By: SUMMARY: Alan Casper (“Casper”) is the current Fire and Rescue Commission's ("FRC") Banister District Representative, and his term will expire on March 15, 2024. Casper has expressed interest in being reappointed, and Supervisor Tucker desires to reappoint Casper as the FRC's Banister District Representative for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: Supervisor Tucker recommends the Board reappoint Casper as the FRC's Banister District Representative for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. MOTION: "I make a Motion reappointing Casper as the FRC's Banister District Representative for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028." 46 Serve on a Board or Commission Submitted: 02/14/2024 Full Name Alan Casper Full Address 7425 Straightstone Rd Long Island, VA 24569 Election District Banister Phone (434) 238-4045 Email hokiefireman@gmail.com Board, Committee, or Commission of Interest Fire and Rescue Commission Education Background Rockingham Community College Paramedic Program. Danville Community College Nursing Program. Central Virginia Police Academy Police Officer 1 Occupation Senior Radiation Control Technician at BWXT Why do you want to serve on this Board? I currently serve and represent the Banister District and would like to continue to serve the citizens of the Banister District in that capacity. What special skills/interests/qualifications would benefit you in this appointment? 42 years of fire and rescue experience. I currently serve as Deputy Chief of EMS at Gretna Fire and Rescue and Assistant Fire Chief at Renan Fire Department Agree to complete all required filings and to adhere to the Code of Ethics/Model of Excellence Yes If appointed to serve on any Committee, Board, or Commission, I agree to the following: - Complete the required Conflict of Interest Act (COIA) Annual Filings and adhere to the Code of Ethics/Model of Excellence as included in the Pittsylvania County Board of Supervisors Bylaws -Using a County-issued email for communications should one be provided to me - Complete all training as required by the County/State Agree to all the requirements above: Yes 47 7.i. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: FRC (Dan River District); (Jimmy Adkins) Staff Contact(s): Eddie Hite Agenda Date: February 20, 2024 Item Number: 7.i. Attachment(s): 1. 02-14-2024 Jimmy Adkins - FRC Reviewed By: SUMMARY: James Hollie (“Hollie”) is the current Fire and Rescue Commission's ("FRC") Dan River District Representative, and his term will expire on March 15, 2024. Hollie does not wish to be reappointed. Jimmy Adkins ("Adkins") has submitted his interest form (attached) for consideration, and Supervisor Hite desires to appoint Adkins as the FRC's Dan River District Representative for a four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: Supervisor Hite recommends the Board appoint Adkins as the FRC's Dan River District Representative for a four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. MOTION: "I make a Motion appointing Adkins as the FRC's Dan River District Representative for a four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028." 48 49 7.j. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: FRC (Northwest Quadrant); (Kermit King) Staff Contact(s): Christopher Key Agenda Date: February 20, 2024 Item Number: 7.j. Attachment(s): None Reviewed By: SUMMARY: Kermit King (“King”) is the current Fire and Rescue Commission's ("FRC") Northwest Quadrant Representative, and his term will expire on March 15, 2024. King has expressed interest in being reappointed for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends reappointing King as the FRC's Northwest Quadrant Representative for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. MOTION: "I make a Motion reappointing King as the FRC's Northwest Quadrant Representative for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028." 50 7.k. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: FRC (Southwest Quadrant); (Steven Stallings) Staff Contact(s): Christopher Key Agenda Date: February 20, 2024 Item Number: 7.k. Attachment(s): None Reviewed By: SUMMARY: Steven Stallings (“Stallings”) is the current Fire and Rescue Commission's ("FRC") Southwest Quadrant Representative, and his term will expire on March 15, 2024. Stallings has expressed interest in being reappointed for a new four (4)- year term beginning on March 16, 2024, and ending on March 16, 2028. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends reappointing Stallings as the FRC's Southwest Quadrant Representative for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. MOTION: "I make a Motion reappointing Stallings as the FRC's Southwest Quadrant Representative for a new four (4)-year term beginning on March 16, 2024, and ending on March 16, 2028. 51 7.l. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Landfill Tipping Fee Waiver Approval (Mega Site House Demolition Waste) Staff Contact(s): Chris Adcock Agenda Date: February 20, 2024 Item Number: 7.l. Attachment(s): None Reviewed By: SUMMARY: The Regional Industrial Facility Authority ("RIFA") is current contracted with Sellers Brothers, Inc. ("Contractor"), to demolish a house on the property of the Southern Virginia Mega Site at Berry Hill ("Mega Site"), located at 4380 Berry Hill Road. There is a request to waive the regular tipping fees for this disposal, since the County is a partner in the RIFA project. The County currently has a deficit in funds that are owed to the City with regard to RIFA expenditures and the value of the tipping fees can be used to cover some of that deficit. FINANCIAL IMPACT AND FUNDING SOURCE: The value of the tonnage brought in to the landfill for this demolition project (calculated at regular tipping fee rates) will be accounted for in the annual settlement of RIFA expenditures between the City of Danville, Virginia, and the County. It is not known what the final tonnage or tipping fee amounts will be for the demolition project. RECOMMENDATION: County Staff recommends waiving the tipping fees that would normally be charged to the Contractor, but accounting for that value in the annual settlement of joint expenditures credited to the County. MOTION: "I make a Motion waiving the landfill tipping fees for the structure on the Mega Site, and instruct County Staff to account for that disposal value at the regular landfill disposal rate in the annual settlement of joints costs for RIFA." 52 7.m. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Emergency Landfill Equipment Repairs Approval Staff Contact(s): Chris Adcock Agenda Date: February 20, 2024 Item Number: 7.m. Attachment(s): 1. 2-1-24 Pittsylvania County Landfill 836K Transmission Estimate Reviewed By: SUMMARY: A Caterpillar 836K, the large Compactor at the County's Landfill, recently broke down during daily operations. Carter Cat, the County's current landfill equipment maintenance provider, sent a technician to check the Compactor, and they found metal shavings in the transmission. It currently will not move. The initial estimate for repairing the Compactor's transmission (attached) is $109,000.00. There are not enough funds in the County Landfill's current equipment maintenance account to cover this repair. Per the technician, it could be cheaper once they get the Compactor taken apart and see exactly what the issue is. While the County Landfill currently does have a smaller compactor, the Caterpillar 836K is its newer, larger machine and is extremely critical to County Landfill operations, providing optimal compaction. There is no warranty coverage, due to the age and engine hours on the Compactor. FINANCIAL IMPACT AND FUNDING SOURCE: There are funds available in Capital Reserve-Equipment (520-4-094110-8142) that can cover this repair. Funds needed for the repair will be transferred to the County's Landfill Equipment Account (520-4-094110-8102). RECOMMENDATION: County Staff recommends transferring the necessary funds for the repair of the Cat 836K Compactor. MOTION: 53 "I make a Motion authorizing County Staff to transfer the funds needed for the Compactor repair cost and to issue a purchase order to Carter Caterpillar for the necessary Compactor repair." 54 Carter Machinery Service Repair Estimate Q1706101-01 Created on February 1 , 2024 at 13:50:28 Page 1 Estimate Number ......:Q1706101-01 Estimate Date ...:2024-02-01 Prepared By ..........:BRYAN WATKINS Valid Until .....:2024-03-02 We are providing the following repair estimate for the services identified below PREPARED FOR Customer Name ......:PITTSYLVANIA COUNTY LANDFILL Address ..............: 382 RAINBOW LANE DRY FORK Make Model Serial Number Unit Number Cat 836K 0TWZ00510 WORK TO BE PERFORMED Segment Description Type Amount 01 TRAVEL TO/FROM MACHINE Flat Rate All 3,220.00 Travel time and mileage for quoted repairs 02 TROUBLESHOOT TRANSMISSION Firm Labor 582.00 Troubleshoot transmission. Cut open transmission filter. Alot of brass and metal in filter. 03 REMOVE & INSTALL TRANSMISSION Firm Labor Firm Parts Firm Misc. 9,700.00 1,500.00 200.00 Remove and install transmission , torque and scavage pump. Parts to include necessary oil, filters, gaskets, seals and made hoses. ****Hard parts found bad will be additional. 04 RECONDITION AFTER FAILURE TRANSMISSION Flat Rate All 60,280.00 Recon after failure transmission. Comes with a 1 year warranty. **** Possible add charges for bad housing and gears. 05 RECONDITION AFTER FAILURE TORQUE CONVERTER Flat Rate All 30,460.00 Recon after failure rebuild on torque. Comes with a 1 year warranty. **** Possible add charges for bad housing and gears. 06 RECONDITION AFTER FAILURE TC/TRANS SCAVENGE PUMP Flat Rate All 2,800.00 Recon after failure rebuild on scavage pump. Comes with a 1 year warranty. *****Possible add charges for bad housing. Total of Firm Price Items 108,742.00 Total of Estimated Items 0 REPAIR SUPPLIES 321.83 ENVIRONMENT CHG.270.00 Total 109,333.83 This Estimate does not include freight, taxes, or environmental charges unless otherwise stated. The above estimate covers only the work described herein. Any additional work will be performed only after customer authorization. 55 Carter Machinery Service Repair Estimate Q1706101-01 Created on February 1 , 2024 at 13:50:28 Page 2 This Estimate does not obligate Customer or Carter in any way. Should Customer later request Carter to perform the work, and if Carter agrees to do so, the work will be done in accordance with Carter's Customary Terms and Conditions as contained in its standard forms, and the cost will be based on the work actually performed and on prices in effect at the time. Did you know that Carter Machinery can finance your repair? Please contact your Carter Machinery Parts and Service sales rep or local Carter Machinery branch store. Your dealer contact: BRYAN WATKINS Phone: 434-821-6953 Cell: 434-841-6651 E-mail: Bryan_Watkins@cartermachinery.com Customer Signature:________________________________ Date:__________________________________ Customer Email: ___________________________________ Purchase Order: _______________________ SUBJECT TO CARTER'S STANDARD TERMS AND CONDITIONS 56 7.n. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Fire and Rescue Study Grant Match Revision Approval Staff Contact(s): Kim VanDerHyde Agenda Date: February 20, 2024 Item Number: 7.n. Attachment(s): None Reviewed By: SUMMARY: The Board recently approved a contract with Emergency Services Consulting International ("ESCI") to perform a Fire and Rescue study ("Study"). The Board was seeking a grant from the Danville Regional Foundation ("DRF") to cover the cost of the Study. FINANCIAL IMPACT AND FUNDING SOURCE: The County received an award letter from DRF concerning the Study's funding. The Grant will cover a total of $20,000 of the total contract cost of $25,000. The County's local match will be $5,000, and will be covered by local funds set aside for Grant local matches. RECOMMENDATION: County Staff recommends that the Board accept the DRF Grant in the amount of $20,000, and approve the transfer of $5,000 from the County Budget's Grants Local Match Line Item (100-4-091200-8109). MOTION: "I make a Motion accepting the DRF Grant in the amount of $20,000, and approve a transfer of $5,000 in local funds as the County's match." 57 7.o. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Certificate of Excellence Approval (Tunstall Volleyball) Staff Contact(s): William Ingram Agenda Date: February 20, 2024 Item Number: 7.o. Attachment(s): 1. Certificate of Excellence - Tunstall Volleyball 2023 Reviewed By: SUMMARY: The Tunstall High School volleyball ("Lady Trojans") team had an outstanding season, with an overall record of 21-4. They won the Piedmont District Regular Season and continued their streak by advancing and winning the Piedmont District Tournament. They then competed at the next level, in the Region and were Region 3D Tournament Semifinalists. The Board, via the attached Certificate of Excellence ("COE"), expresses its deepest congratulations and admiration to the Lady Trojans for these amazing accomplishments. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached COE honoring the Lady Trojans. MOTION: "I make a Motion approving the attached COE honoring the Lady Trojans." 58 C e r t i f i c a t e o f E x c e l l e n c e Tunstall Lady Trojans Volleyball Darrell W. Dalton Chairman The Tunstall High (Trojans) Volleyball team had an outstanding season with an overall record of 21-4. They won the Piedmont District Regular Season and continued their streak by advancing and winning the Piedmont District Tournament. They then competed at the next level in the Region and were Region 3D Tournament Semifinalists. The Pittsylvania County Board of Supervisors expresses its deepest congratulations and admiration to the Tunstall Lady Trojans Volleyball Team for these amazing accomplishments and wish you all the best in your future endeavors. Given this 20th day of February, 2024 William "Vic" Ingram Tunstall Supervisor 59 7.p. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Certificate of Excellence Approval (Paige Echols); (Tunstall Volleyball Coach of the Year) Staff Contact(s): William Ingram Agenda Date: February 20, 2024 Item Number: 7.p. Attachment(s): 1. Certificate of Excellence - Paige Echols - Tunstall Volleyball Coach of the Year Reviewed By: SUMMARY: In her first year at Tunstall High School, head coach Paige Echols ("Echols") was named Piedmont District Coach of the Year. The Lady Trojans had twenty-one (21) wins under her leadership. They won the Piedmont District Regular Season and continued their streak by advancing and winning the Piedmont District Tournament. They then competed at the next level in the Region and were Region 3D Tournament Semifinalists. The Board, via the attached Certificate of Excellence ("COE"), expresses its deepest congratulations and admiration to Echols for this accomplishment. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached COE honoring Echols. MOTION: "I make a Motion approving the attached COE honoring Echols." 60 C e r t i f i c a t e o f E x c e l l e n c e Paige Echols Darrell W. Dalton Chairman In her first year at Tunstall High School, head coach Paige Echols was named Piedmont District Coach of the Year. The Lady Trojans had 21 wins under her leadership. They won the Piedmont District Regular Season and continued their streak by advancing and winning the Piedmont District Tournament. They then competed at the next level in the Region and were Region 3D Tournament Semifinalists. Before coaching at Tunstall, she was the Head Coach for WCA Middle School for 1 season, Assistant Coach for CHS for 1 season, and Head Coach for CHS for 6 seasons. Her commitment to excellence and passion for empowering her athletes to reach their full potential is truly commendable, and her leadership and guidance have made a significant impact on the team and inspired those around her. The Pittsylvania County Board of Supervisors expresses its deepest congratulations and admiration to Paige Echols for this accomplishment and wish you all the best in your future endeavors. Given this 20th day of February, 2024 William "Vic" Ingram, Tunstall Supervisor 61 7.q. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Certificate of Excellence Approval (Lauren Fowlkes) Staff Contact(s): Eddie Hite Agenda Date: February 20, 2024 Item Number: 7.q. Attachment(s): 1. Certificate of Excellence - Lauren Fowlkes Reviewed By: SUMMARY: The Board expresses its sincere appreciation and admiration to Lauren Fowlkes ("Fowlkes") for her outstanding bravery and heroism displayed on December 7, 2023, as she rushed to provide the Heimlich Manuever to one of her First Grade students, ultimately saving his life. The courage she displayed during this event is remarkable, and she is the true definition of a "Local Hero." The Board, via the attached Certificate of Excellence ("COE"), expresses its sincere appreciation and admiration to Fowlkes for her courageous efforts. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached COE honoring Fowlkes. MOTION: "I make a Motion approving the attached COE honoring Fowlkes." 62 C e r t i f i c a t e o f E x c e l l e n c e Lauren Fowlkes Darrell W. Dalton Chairman The Pittsylvania County Board of Supervisors expresses its sincere appreciation and admiration to you for your outstanding bravery and heroism displayed on December 7, 2023, as you rushed to provide the Heimlich Manuever to one of your 1st Grade students, ultimately saving his life. The courage you displayed during this event is remarkable and you are the true definition of a Local Hero. Thank you again for your courageous efforts and we wish you the best in your future endeavors. Given this 20th day of February, 2024 Eddie L. Hite, Jr., Dan River Supervisor 63 8.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: General Presentations (Board of Supervisors) Staff Contact(s): Kaylyn McCluster Agenda Date: February 20, 2024 Item Number: 8.a. Attachment(s): None Reviewed By: The Board will present any Proclamations, Resolutions, and/or Certificates approved/adopted on the February Consent Agenda or at previous Meetings. 64 8.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Youth Commission Introductions Presentation Staff Contact(s): Kelsie Myers Agenda Date: February 20, 2024 Item Number: 8.b. Attachment(s): None Reviewed By: Kelsie R. Myers, Parks and Recreation Program Coordinator, will introduce to the Board the 2024 Youth Commission Members. 65 10.a.1. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Rezoning Case Agenda Title: Case R-24-001: James and Betty Garrett; 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 Dalton) Staff Contact(s): Emily Ragsdale Agenda Date: February 20, 2024 Item Number: 10.a.1. Attachment(s): 1. R-24-001 Garrett App 2. R-24-001 Garrett Map 3. R-24-001 Garrett Plat Reviewed By: SUMMARY: In Case R-24-001, James and Betty Garrett (“Petitioners”) have petitioned to rezone 2.952 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District (to allow the property to be subdivided). The subject property is located on State Road 841/Stillmeadow Road, in the Callands- Gretna Election District and shown on the Tax Maps as part of GPIN # 1444-80- 1822. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are permitted. On January 4, 2024, the Planning Commission recommended, by a 7-0 vote, with no opposition, that the Petitioners' request be granted. For the Board’s review, the County Staff Summary is attached. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: County Staff recommends approval of Case R-24-001 as submitted. The subject property is adjacent to property currently zoned A-1, Agricultural District, and the rezoning would be consistent with the Comprehensive Plan. 66 MOTION: “In Case R-24-001, I make a Motion approving the rezoning of 2.952 acres from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow the property to be subdivided.” 67 68 69 70 71 72 73 74 75 76 10.b.1. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Public Hearing: FY24 Budget Amendments Staff Contact(s): Kim VanDerHyde Agenda Date: February 20, 2024 Item Number: 10.b.1. Attachment(s): 1. NOTICE OF PUBLIC HEARING-COUNTY-2.20.24 2. FY 2024 Budget Amendment-2.20.24 Reviewed By: SUMMARY: Virginia Code § 15.2-2507 states that “Any locality may amend its budget to adjust the aggregate amount to be appropriated during the current fiscal year as shown in the currently adopted budget as prescribed by section 15.2- 2504. However, any such amendment which exceeds one percent of the total expenditures shown in the currently adopted budget must be accomplished by publishing a notice of a meeting and a public hearing once in a newspaper having general circulation in that locality at least seven days prior to the meeting date." An advertisement of the County Budget Amendments, attached, appeared in the Chatham Star Tribune on February 7, 2024, which satisfies the seven (7)-day legal notice requirement. For the Board's review and consideration, attached is a Budget Synopsis showing both revenues and expenditures. This increase to the County's FY24 Budget totals $9,555,243. FINANCIAL IMPACT AND FUNDING SOURCE: The County needs to make several FY24 County Budget Amendments totaling $9,555,243 to the FY24 County Budget. Please see attached documentation for specific numbers. RECOMMENDATION: Following the required Public Hearing, County Staff recommends the Board approve an appropriation of $9,555,243. MOTION: 77 "I make a Motion approving FY24 County Budget Amendments totaling $9,555,243 as presented." 78 PUBLIC HEARING NOTICE Pursuant to §15.2-2507, Code of Virginia, 1950, as amended, the Pittsylvania County Board of Supervisors will hold a public hearing on Tuesday, February 20, 2024, at 7:00 p.m., in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia, 24531, to receive citizen input on the proposed FY2024 Budget Amendments. Public hearing documents are available for public inspection Monday-Friday, 8 am – 5 pm, in the Pittsylvania County Administration Building, 1 Center Street, Chatham, Virginia, 24531, and on the County’s website, www.pittsylvaniacountyva.gov. Proposed Budget Amendments 2023-2024 REVENUES Current Budgeted Revenues $289,260,145.53 State Compensation Board Revenue 328,139.00 School State Revenue 5,877,104.00 1% School Sales Tax Revenue 3,350,000.00 Proposed Amended Revenues $298,815,388.53 EXPENDITURES Current Budgeted Expenditures $289,260,145.53 General Fund Operating Budget 328,139.00 School Operating Budget 5,877,104.00 1% School Sales Tax Projects 3,350,000.00 Proposed Amended Expenditures $298,815,388.53 79 80 11.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Rezoning Case Agenda Title: Case R-23-017: Gwendolyn Averett; Rezoning from RC-1, Residential Combined Subdivision District, to B-2, Business District, General. The Planning Commission recommended by a 6-0, vote, with opposition, that the Petitioner's request be granted. (Supervisor Hite) Staff Contact(s): Emily Ragsdale Agenda Date: February 20, 2024 Item Number: 11.a. Attachment(s): 1. R-23-017 Gwendolyn Averett App 2. R-23-017 Gwendolyn Averett Map Reviewed By: SUMMARY: Case R-23-017, Gwendolyn Averett (“Petitioner”) has petitioned to rezone 1.80 acres from RC-1, Residential Combined Subdivision District, to B-2, Business District, General (to allow a daycare facility to be operated on the property). The subject property is located on State Road 732/Little Creek Road, in the Dan River Election District, and shown on the Tax Maps as GPIN # 2338-33- 4895. Once the property is rezoned to B-2, all uses listed under Pittsylvania County Code ("PCC") § 35-365 are permitted. On December 5, 2023, the Planning Commission recommended, by a 6-0 vote, with opposition, that the Petitioner's request be granted. At the Planning Commission Meeting, the Petitioner offered to submit proffers eliminating all uses under PCC § 35-365 that did not relate to the operation of a daycare to eliminate the concerns of those in opposition. The Petitioner has submitted proffers to County Staff, which will be provided at the Business Meeting. For the Board’s review, the County Staff Summary is attached. FINANCIAL IMPACT AND FUNDING SOURCE: None. RECOMMENDATION: 81 County Staff recommends approval of Case R-23-017 with the proffers submitted by the Petitioner. The property is adjacent to properties zoned B-2, Business District, General. MOTION: “In Case R-23-017, I make a Motion approving the rezoning of 1.80 acres from RC-1, Residential Combined Subdivision District, to B-2, Business District, General, with the proffers offered by the Petitoner.” 82 83 84 85 86 87 88 89 90