05-21-2024 Business Meeting Agenda Packet
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, May 21, 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 April Bill List Approval (Staff Contact: Kim
VanDerHyde)
c. Battle on the Border Donation Request (Staff Contact: Darrell
Dalton)
d. Revised WIA Fiscal Agent Agreement Approval (Staff Contact: Kim
VanDerHyde)
e. Appointment: Beautification Committee (Chatham-Blairs District);
(Wendy Shields) (Staff Contact: Kenneth Bowman)
f. Appointment: Beautification Committee (Dan River District); (Phyllis
Barker) (Staff Contact: Eddie Hite)
g. Appointment: Beautification Committee (Callands-Gretna District);
(Sherry Moss) (Staff Contact: Darrell Dalton)
h. Appointment: Beautification Committee (Westover District);
(Katherine Blair) (Staff Contact: Murray Whittle)
i. Appointment: Beautification Committee (Tunstall District); (Carolyn
Herndon) (Staff Contact: William Ingram)
j. Appointment: Beautification Committee (Banister District); (Evelyn
Davis) (Staff Contact: Robert Tucker)
k. Reappointment: DPCS (Tunstall District); (Deborah Stowe) (Staff
Contact: William Ingram)
l. Reappointment: DPCS (Staunton River District); (Arlene Burkhardt)
(Staff Contact: Tim Dudley)
m. Reappointment: Library Board (Westover District); (Sandy Mitchell)
(Staff Contact: Murray Whittle)
n. Reappointment: IALR Board of Directors (David Bennett); (Full Board
Appointment) (Staff Contact: Board of Supervisors)
o. Resolution # 2024-05-03 Adoption (Gretna Solar Project Special Use
Permit Extension Approval) (Staff Contact: Emily Ragsdale)
p. FY 24-25 Solid Waste Roll-Off Truck Purchase Approval (Staff
Contact: Chris Adcock)
q. Resolution # 2024-05-02 Adoption (Jasper Woods Road
Abandonment Approval) (Staff Contact: Vaden Hunt)
r. Resolution # 2024-05-04 Adoption (Honoring Freedom of Choice
Program Individuals) (Staff Contact: Robert Tucker)
s. VDOT U.S. Highway 58 Temporary Construction Easement Approval
(Staff Contact: )
t. Financial Management Policy Revisions Approval (Staff
Contact: Kim VanDerHyde)
u. Proclamation Approval (Business Appreciation Day) (Staff
Contact: Kaylyn McCluster)
v. Proclamation Approval (National EMS Week) (Staff Contact: Kaylyn
McCluster)
w. Proclamation Approval (National Police Week) (Staff
Contact: Kaylyn McCluster)
x. Certificate of Recognition (100th Birthday; Margaret Geneva Carter
Taylor Wooding) (Staff Contact: Robert Tucker, Darrell Dalton)
y. Certificate of Excellence Approval (Tunstall Volleyball) (Staff
Contact: William Ingram)
z. Certificate of Excellence Approval (Paige Echols); (Tunstall
Volleyball Coach of the Year) (Staff Contact: William Ingram)
8. PRESENTATIONS
a. General Presentations (Board of Supervisors) (Staff Contact: Kaylyn
McCluster)
b. Danville Humane Society's Emmett Edmonds Officer of the Year
Award Presentation (Leslie Fowler) (Staff Contact: Kaylyn
McCluster)
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
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-24-003: Gregory and Tamara Gomersall; 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 Hite).
(Staff Contact: Emily Ragsdale)
2. Case R-24-005: JDA Associates, Inc.; Rezoning from A-1, Agricultural
District, to RC-1, Residential Combined Subdivision District. The
Planning Commission recommended by a 7-0 vote, with no
opposition, that the petitioner's request be granted (Supervisor
Bowman). (Staff Contact: Emily Ragsdale)
3. Case R-24-007: Donald Fouts; 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 Petitioner's request be granted (Supervisor
Whittle). (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: PCC Sections 35-142 (Data Center) and 35-403
(M-2 Special Use Permits) Revisions; Case CA-24-001 -
Amendments to Pittsylvania County Code 35-142 and 35-403.
The Planning Commission recommended by a 7-0 vote, with
no opposition, that proposed PCC changes be adopted as
presented. (Staff Contact: Emily Ragsdale)
2. Public Hearing: Literary Loan Borrowing and Resolution #
2024-05-01 Approval (Authorizing the Filing of Applications
with the Literary Fund of Virginia) (Staff Contact: Kim
VanDerHyde)
3. Public Hearing: FY 25/26 - 29/30 Secondary Six (6)-Year Plan
(Staff Contact: Kaylyn McCluster)
11. UNFINISHED BUSINESS
12. NEW BUSINESS
13. MATTERS FROM WORK SESSION (IF ANY)
14. BOARD MEMBER REPORTS
15. COUNTY ADMINISTRATOR REPORTS
16. ADJOURNMENT
7.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Board Meeting Minutes Approval
Staff Contact(s): Kaylyn McCluster
Agenda Date: May 21, 2024 Item Number: 7.a.
Attachment(s): 1. 04-16-2024 Work Session - DRAFT
2. 04-16-2024 Business Meeting - DRAFT
Reviewed By:
SUMMARY:
For the Board's review and consideration, attached are the following Board
Meeting Minutes:
(1) 4/16/24; Work Session; and
(2) 4/16/24; Business Meeting.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the attached Board Meeting
Minutes.
MOTION:
"I make a Motion approving the attached Board Meeting Minutes."
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
WORK SESSION
April 16, 2024
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was
held on April 16, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531.
CALL TO ORDER (3:30 PM)
Dalton called the Meeting to Order at 3:30 PM.
ROLL CALL
The following Board Members were present:
Darrell W. Dalton - 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, participated in the Meeting remotely from his
residence, 1301 Deercrest Lane, Danville, Virginia 24541, due to medical reasons.
Murray W. Whittle, Westover District, joined the Meeting at 4:03 PM.
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: 6-0 (Approved)
MOVER: Bowman
SECONDER: Tucker
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram
NAYS: None
ABSTAIN: None
PRESENTATIONS
a. County Broadband Project Update
Rob Taylor, RiverStreet Networks, updated the Board on the County Broadband Project. He
stated as of April 11, 2024, 384 were customers installed, which is an increase of 131 locations
since the last update, and currently 129 orders in process. His full presentation can be found on
the County's website at www.pittsylvaniacountyva.gov.
b. Potential Unpaved Roads to be Added to County’s Secondary 6-Year Plan
Jay Craddock, VDOT Resident Engineer, presented proposed roads to be added to the secondary
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six-year plan and stated that VDOT would like to hold the Joint Public Hearing at next month's
Meeting. The three (3) roads that were added to the Plan are Dairy View Road, Rockcreek Road,
and Midway Road.
STAFF.COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Potential Pittsylvania County Code Section 6-6 (Exemption on Real Estate of
Certain Elderly and Disabled Persons) Revisions
Van Der Hyde reviewed with the Board potential revisions to Pittsylvania County Code Section
6-6, Exemption on Real Estate of Certain Elderly and Disabled Persons. She recommended the
County increase their total income limit from $25,000 to $30,000, as well as other changes.
b. Future County Strategic Initiatives Discussion
Turille presented his future County strategic initiatives to the Board. No related discussion
occurred.
CLOSED SESSION
Motion to enter Closed Session.
The Board entered Closed Session at 4:31 PM.
RESULT: 7-0 (Approved)
MOVER: Tucker
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
a. Discussion, consideration, or interviews of prospective candidates for employment;
assignment, appointment, promotion, performance, demotion, salaries, disciplining, or
resignation of specific public officers, appointees, or employees of any public body.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matters: County Administrator
Purpose: Conduct Annual Performance Review/Evaluation;
Review/Discussion of Same
RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
The Board returned to Open Session at 7:00 PM and the following Certification was recorded:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work
Session on April 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
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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 7:02 PM.
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PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
BUSINESS MEETING
April 16, 2024
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Business Meeting
was held on April 16, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia
24531.
CALL TO ORDER
Dalton called the Meeting to Order at 7:09 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
Murray W. Whittle - Westover District
William V. (“Vic”) Ingram, Tunstall District, participated in the Meeting remotely from his
residence, 1301 Deercrest Lane, Danville, Virginia 24541, due to medical reasons.
ITEMS TO BE ADDED TO AGENDA
Motion to add the following items to the Agenda:
• Proclamation: Animal Care and Control Appreciation Week as item 7h;
• Proclamation: National Public Safety Telecommunicators Week as item 7i; and
• County Administrator Performance Evaluation as item 13a.
RESULT: 7-0 (Approve)
MOVER: Bowman
SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
APPROVAL OF AGENDA
Motion to approve Agenda as amended.
RESULT: 7-0 (Approve)
MOVER: Tucker
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
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ABSTAIN: None
CONSENT AGENDA
Motion to approve Consent Agenda.
RESULT: 7-0 (Approve)
MOVER: Dudley
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
a. Board Meeting Minutes Approval
b. County's 2024 March Bill List Approval
c. Resolution # 2024-04-02 Adoption Ratification (Sheriff’s CCPCP Notice of Participation
Resolution)
d. Camp 15 Items Surplus Declaration/Green Rock Correctional Center Gift Authorization
e. Certificate of Recognition (105th Birthday; Ressie Tarpley Keen)
f. Resolution # 2024-04-03 Adoption (Sargent Major Jeffrey Fitzgerald's U.S. Army National
Guard Retirement)
g. Grant Approvals and Appropriations (WIB; Pet Center; Opioid Abatement Authority)
h. Proclamation: Animal Care and Control Appreciation Week
i. Proclamation: National Public Safety Telecommunicators Week
PRESENTATIONS
The Board presented a Certificate of Recognition to Ressie Tarpley Keen in honor of her 100th
Birthday, a Resolution in honor of Sergeant Major Jeffrey Fitzgerald's U.S. Army National Guard
Retirement, a Proclamation to the County's Animal Control Officers in honor of Animal Care and
Control Appreciation Week, and a Proclamation to the County's Telecommunicators in honor of
National Public Safety Telecommunicators Week.
HEARING OF THE CITIZENS
John Owen, Callands-Gretna District, stated his opposition to the recently adopted budget. He
stated there are actions that can be taken to hold those who voted for the tax rate accountable, such
as recall petitions to the Circuit Court.
Whitney Wagman, Staunton River District, stated she was a citizen of the Town of Hurt, and she
shared her concerns with the Town of Hurt. There are many residents of the Town of Hurt that
would like to see the Town be dissolved back into the County for reasons such as high town taxes,
without seeing any significant return on these payments, the unpopular purchase of the Staunton
River Plaza, high water rates, which will be going up again due to the maintenance that is needed,
trash pickup contracted through the Town of Altavista is ending and the pickup will either go away
or a private company will take over the pickup, potentially at an additional cost to residents, and
limited availability of town police. She also shared concern about a Council Member's behavior
towards the residents of the Town.
Wayne Robertson, Chatham-Blairs District, stated that the previous Board gave the Blairs Middle
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School property to a builder in North Carolina, and he feels they could have used that building for
a new school. He also shared his opposition towards building a new jail and recommended that
Camp 15 or the old armory building be used for the new jail.
Vanessa Scearce, Westover District, stated how encouraged and proud she was of the younger
generation that came out to the Budget Public Hearing. She stated that they are the future of the
County and wished they could have been given a great example of what local government should
look like, instead they listened to the majority tell the reasons not to increase taxes and they saw
those comments fall on deaf ears. She commended Dalton and Bowman for their vote against the
approved tax rate. She encouraged the next generation citizens to not grow weary in well doing,
and to keep watching and voting accordingly.
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 (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")
§ 35-365 are permitted. On March 5, 2024, the Planning Commission recommended, by a 6-1 vote,
with opposition, that the Petitioner's request be granted, with the proffers offered by the Petitioner.
Dalton opened the Public Hearing at 8:02 PM. The Averett's were present to represent the Petition.
Wanda Mangum stated she is a neighbor of the Averett's, and she is in support of this rezoning for
the childcare center. Phyllis Barker shared her opposition to this rezoning. She believes this is spot
zoning and is concerned about the hardship on the land, the noise, and disrupting the aesthetics of
the neighborhood. Beverly Barker also shared her opposition to this rezoning and is concerned
about the potential traffic this will cause. Andrew Smith shared his opposition to this rezoning and
stated there would be little or no area for parking and would cause traffic to overflow into the road.
Shelby Tate also shared her opposition to the rezoning and requested the Board deny this rezoning.
Mike Barker also shared his opposition to this rezoning. Ronald Colvin stated that he supports this
rezoning and stated there was a need for childcare within the County. Pamela Dunn stated she is in
support of the proposed daycare. Brinda Satterfield shared her support of this proposed daycare.
Dalton closed the Public Hearing at 8:34 PM.
Motion by Hite, seconded by Ingram, to deny the rezoning of 1.80 acres from RC-1, Residential
Combined Subdivision District, to B-2, Business District, General. Much discussion ensued about
potential options for the applicant to narrow the proffers down to a daycare.
Substitute Motion to allow the applicant to withdraw this case without penalty.
RESULT: 7-0 (Approve)
MOVER: Tucker
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SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
2. Case R-24-004: Austina Gibson; Rezoning from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District (Chairman Dalton)
In Case R-24-004, Austina Gibson (“Petitioner”) has petitioned to rezone 10.50 acres from R-1,
Residential Suburban Subdivision District, to A-1, Agricultural District (to allow a second dwelling
to be placed on the property). The subject property is located on State Road 626/Museville Road,
in the Callands-Gretna Election District and shown on the Tax Maps as GPIN # 1468-90-7461.
Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code § 35- 178 are
permitted. On March 5, 2024, the Planning Commission recommended, by a 7-0 vote, with no
opposition, that the Petitioner's request be granted.
Dalton opened the Public Hearing at 8:59 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:59 PM.
Motion to approve the rezoning of 10.50 acres from R-1, Residential Suburban Subdivision District,
to A-1, Agricultural District, to allow a second dwelling to be placed on the property.
RESULT: 7-0 (Approve)
MOVER: Dudley
SECONDER: Tucker
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
MATTERS FROM WORK SESSION
a. County Administrator Performance Evaluation
The Pittsylvania County Board of Supervisors makes a Motion to accept the resignation of Stuart
J. Turille, Jr., County Administrator, effective immediately, with a waiver of the thirty (30)-day
resignation notice period and pay Turille his full severance of six (6) months, plus benefits, as
detailed in his March 21, 2023, Employment Agreement. This Board thanks Turille for his work
and dedication to this County.
RESULT: 7-0 (Approve)
MOVER: Dalton
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
BOARD MEMBER REPORTS
• Hite thanked Laurel Grove Fire Department and stated they have built a nice helipad and
walkway. He asked to remember the members of Kentuck Fire Department as they lost
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two (2) members of their Board, Robbie Barker and Dennis Guill, who have recently
passed away. He also thanked Ringgold Fire and Rescue and stated they had just put a
new engine into service and, because of fundraisers and such, it did not cost them anything.
He thanked all citizens for coming out.
• Tucker stated it has been a good meeting. He thanked the public for watching, citizens for
coming out, and County Staff for their hard work.
• Dudley thanked everyone for coming out and those who spoke. He asked everyone to be
in prayer for Ingram and Dudley's dad as well.
• Whittle thanked County Staff for all they do, and shared appreciation to Turille for his hard
work.
• Bowman stated he attended God's Pit Crew's Annual Banquet. He thanked the citizens
who attended the community meeting regarding Franklin Turnpike and thanked the Mt.
Hermon Fire Department for the use of their facility for the meeting. He also attended the
Southern Regional Procurement Fair at the Institute, and he thanked County Staff for
setting up a table at this event. He asked the public to check out the podcast he did on the
Beautification Committee, and to remember Ingram, and stated he hopes to see him back
soon. He also asked for everyone to remember the family of Kenyon Scott. He thanked
Turille for his service to the County citizens, for guiding County Staff, and for providing
guidance to the Board.
• Ingram stated he is on the mend; he looks forward to being back with everyone next month
and appreciates all the thoughts and prayers from everyone. He asked to remember the
family of Kenyon Scott and the School Board employees as well. He also thanked the
Telecommunicators and the Animal Control officers for their continued service they
provide to the County.
• Dalton thanked everyone for coming out, and thanked all staff for the hard work they do.
He stated he attended the service of Kenyon Scott and said that this is a huge loss for the
County and the School System. On April 26, 2024, there will be a Youth Livestock Show
at the Olde Dominion Agricultural Complex. He thanked Turille for his service to the
County and wish him nothing but the best.
COUNTY ADMINISTRATOR REPORTS
Turille stated there are two (2) upcoming events; Earth Day on April 27, 2024, from 9:00 AM -
noon, and stated the County is hosting another session of the Citizens Academy that offers citizens
a fun and interactive way to find out how the County works.
ADJOURNMENT
Dalton adjourned the Meeting at 9:15 PM.
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7.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: County's 2024 April Bill List Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: May 21, 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 April
2024 Bill List is found at the below link:
https://weblink.pittgov.net/WebLink/Browse.aspx?id=501138&dbid=0&repo=Pitt
GovDocs
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the County’s 2024 April Bill List as
presented.
MOTION:
“I make a Motion approving the County’s 2024 April Bill List as presented.”
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7.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Battle on the Border Donation Request
Staff Contact(s): Darrell Dalton
Agenda Date: May 21, 2024 Item Number: 7.c.
Attachment(s): 1. 2024 Battle on the Border Sponsor Levels
Reviewed By:
SUMMARY:
The Honorable Darrell W. Dalton, Board Chairman, has submitted a donation
request for $2,000 for the County to be a "Diamond Buckle Sponsor" for the
Battle on the Border livestock show that will be held at ODAC in August.
FINANCIAL IMPACT AND FUNDING SOURCE:
There is no budgeted amount currently available for this donation. If the Board
chooses to approve this request, funds will have to be identified and
appropriated.
RECOMMENDATION:
Count Staff recommends approval of the proposed donation as presented.
MOTION:
"I make a Motion approving the donation for the Battle on the Border livestock
show as presented."
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Name and/or logo placed ringside for the entire two day event.
Brand recognition made on Battle on the Border Social Media and website.
Brand recognition on Battle on the Border t-shirts that will be given out to all entered exhibitors.
Recognition throughout the entire two day event.
Name and/or logo placed ringside on the group sponsor banner displayed for the entire two day event.
Brand recognition Battle on the Border social media pages and website leading up to the event.
Brand recognition on Battle on the Border t-shirts that will be given out to all entered exhibitors.
Recognition throughout the entire two day event.
Brand recognition on Battle on the Border social media pages and website leading up to the event.
Brand recognition on Battle on the Border t-shirts that will be given out to all entered exhibitors.
Recognition throughout the entire two day event.
Brand recognition on Battle on the Border social media pages and website leading up to the event.
Name recognition on Battle on the Border t-shirts that will be given out to all entered exhibitors.
Recognition throughout the entire two day event.
Diamond Buckle Sponsor Level - $2,000+
Platinum Buckle Sponsor Level $1,000
Silver Buckle Sponsor Level $500
Bronze Buckle Sponsor Level $250
Friends of Battle on the Border - Any Amount - ____________________
Sponsors are invited to attend the event and may participate in awarding winners.
AUGUST 10 & 11
GOA TS | L A M B S | HOG S | CA T TL E
Sponsor Name:
Contact Person:
Address:
Email Address:
Phone Number:
Website:
Social Media:
Email logo to info@battleontheborder.show
Please make all checks payable to: Dominion Livestock Association
If mailing sponsorship form, please complete form and return to:
Battle on the Border
3855 W Gretna Road
Gretna, VA 24557 12
7.d.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Revised WIA Fiscal Agent Agreement Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: May 21, 2024 Item Number: 7.d.
Attachment(s): 1. Fiscal Agent Agreement 7.1.24-6.30.25-SIGNED
Reviewed By:
SUMMARY:
The County has served as the Workforce Investment Board's (WIB) fiscal agent
since 2003. In December 2023, the County sent a notice to the WIB stating that
effective June 30, 2024, the County would no longer serve in this capacity, since
the WIB had failed to provide a required audit of their organization prior to the
issuance of the County's Financial Statements for the year ending June 30,
2023. The WIB has since complied with this requirement and desires to continue
utilizing the County as their fiscal agent for the upcoming year. Accordingly, for
the Board's review and consideration, attached is the Fiscal Agent Agreement
("FA Agreement") that has already been accepted by the WIB. This FA
Agreement contains language to ensure that an audit from the WIB will be
received by October 15, 2024. Should the WIB fail to comply with the
stipulations in this FA Agreement, the County can discontinue this relationship
with a sixty (60)-day written notice to the WIB.
FINANCIAL IMPACT AND FUNDING SOURCE:
The County will receive a total of $48,647 for the upcoming fiscal year. These
funds will be deposited in the County's General Fund to offset the cost of
providing this service to the WIB.
RECOMMENDATION:
County Staff recommends the Board approve the attached FA Agreement and
allow the County to continue to serve as the WIB's fiscal agent for FY2025.
MOTION:
13
"I make a Motion approving the attached FA Agreement with the WIB for
FY2025."
14
15
16
17
18
19
7.e.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Beautification Committee (Chatham-
Blairs District); (Wendy Shields)
Staff Contact(s): Kenneth Bowman
Agenda Date: May 21, 2024 Item Number: 7.e.
Attachment(s): 1. 04-12-2024 Wendy Shields - Beautification -
Tunstall
Reviewed By:
SUMMARY:
Per the Board's direction at its March 19, 2024, Business Meeting, the
Beautification Committee ("BC") has been reinstated. Supervisor Bowman
desires to appoint Wendy Shields ("Shields") as the Chatham-Blairs District
representative for a one (1)-year term beginning on May 21, 2024, and ending
on May 21, 2025.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Bowman's
recommendation and appoint Shields as the Chatham-Blairs District
representative on the BC for a one (1)-year term beginning on May 21, 2024,
and ending on May 21, 2025.
MOTION:
"I make a Motion appointing Shields as the Chatham-Blairs District
representative on the BC for a one (1)-year term beginning on May 21, 2024,
and ending on May 21, 2025."
20
Serve on a Board or Commission
Submission Date: 04/11/2024
Full Name
Wendy Shields
Full Address
2720 Franklin Turnpike
DANVILLE, VA 24540
Election District
Tunstall
Phone
(434) 836-1722
Email
wshields@sitestar.net
Board, Committee, or Commission of Interest
Beautification Committee
Education Background
B.S. Degree Radford University, Radford, VA
Occupation
Haymore Garden Center, Owner
Why do you want to serve on this Board?
I would like to encourage citizens and work myself to beautify our county.
What special skills/interests/qualifications would benefit you in this appointment?
many years of planting experience and plant knowledge.
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
21
7.f.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Beautification Committee (Dan River
District); (Phyllis Barker)
Staff Contact(s): Eddie Hite
Agenda Date: May 21, 2024 Item Number: 7.f.
Attachment(s): 1. 04-09-2024 Phyllis Barker - Beautification
Committee - Dan River
Reviewed By:
SUMMARY:
Per the Board's direction at its March 19, 2024, Business Meeting, the
Beautification Committee ("BC") has been reinstated. Supervisor Hite desires to
appoint Phyllis Barker ("Barker") as the Dan River District representative for a one
(1)-year term beginning on May 21, 2024, and ending on May 21, 2025.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Hite's recommendation
and appoint Barker as the Dan River District representative on the BC for a one
(1)-year term beginning on May 21, 2024, and ending on May 21, 2025.
MOTION:
"I make a Motion appointing Barker as the Dan River District representative on
the BC for a one (1)-year term beginning on May 21, 2024, and ending on May
21, 2025."
22
23
7.g.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Beautification Committee (Callands-
Gretna District); (Sherry Moss)
Staff Contact(s): Darrell Dalton
Agenda Date: May 21, 2024 Item Number: 7.g.
Attachment(s): 1. 05-14-2024 Sherry Moss - Beautification
Committee
Reviewed By:
SUMMARY:
Per the Board's direction at its March 19, 2024, Business Meeting, the
Beautification Committee ("BC") has been reinstated. Supervisor Dalton desires
to appoint Sherry Moss ("Moss") as the Callands-Gretna District representative for
a one (1)-year term beginning on May 21, 2024, and ending on May 21, 2025.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Dalton's
recommendation and appoint Moss as the Callands-Gretna District
representative on the BC for a one (1)-year term beginning on May 21, 2024,
and ending on May 21, 2025.
MOTION:
"I make a Motion appointing Moss as the Callands-Gretna District representative
on the BC for a one (1)-year term beginning on May 21, 2024, and ending on
May 21, 2025."
24
Serve on a Board or Commission
Submission Date: 05/14/2024
Full Name
Sherry Moss
Full Address
1105 Cotton Patch Rd
Gretna, VA 24557
Election District
Callands-Gretna
Phone
(434) 656-6551
Email
shmoss@rsnet.org
Board, Committee, or Commission of Interest
Beautification Committee
Education Background
Tunstall High School 1982 Danville Community College 1984
Occupation
Windy Acres Nursery, Inc- President
Why do you want to serve on this Board?
The beauty and cleanliness of a region is a reflection of the attitude of the people living in said region. Pittsylvania
County has a quality population second to none therefore, to improve the beauty of the region via works and
education improves attitudes, productivity, real estate values and overall makes the county a more desirable place
to live, raise a family and work.
What special skills/interests/qualifications would benefit you in this appointment?
Owner of Windy Acres Nursery, Inc for the past 37 years. A love for nature, cleanliness and landscape. Very familiar
with landscaping and plant material.
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
25
7.h.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Beautification Committee (Westover
District); (Katherine Blair)
Staff Contact(s): Murray Whittle
Agenda Date: May 21, 2024 Item Number: 7.h.
Attachment(s): 1. 05-14-2024 Katherine Blair - Beautification
Committee
Reviewed By:
SUMMARY:
Per the Board's direction at its March 19, 2024, Business Meeting, the
Beautification Committee ("BC") has been reinstated. Supervisor Whittle desires
to appoint Katherine Blair ("Blair") as the Westover District representative for a
one (1)-year term beginning on May 21, 2024, and ending on May 21, 2025.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Whittle's
recommendation and appoint Blair as the Westover District representative on
the BC for a one (1)-year term beginning on May 21, 2024, and ending on May
21, 2025.
MOTION:
"I make a Motion appointing Blair as the Westover District representative on the
BC for a one (1)-year term beginning on May 21, 2024, and ending on May 21,
2025."
26
Serve on a Board or Commission
Submission Date: 05/14/2024
Full Name
Katherine Blair
Full Address
1020 Moorefield Bridge Road
Danville, Virginia 24540
Election District
Westover
Phone
(434) 709-1151
Email
katherine.blair@pcs.k12.va.us
Board, Committee, or Commission of Interest
Beautification Committee
Education Background
BS Averett College
Occupation
Retired Teacher
Why do you want to serve on this Board?
I am concerned about the trash along our county's roads.
What special skills/interests/qualifications would benefit you in this appointment?
Interested in educating our residents about the reasons why littering is not good for our county.
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
27
7.i.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Beautification Committee (Tunstall
District); (Carolyn Herndon)
Staff Contact(s): William Ingram
Agenda Date: May 21, 2024 Item Number: 7.i.
Attachment(s): None
Reviewed By:
SUMMARY:
Per the Board's direction at its March 19, 2024, Business Meeting, the
Beautification Committee ("BC") has been reinstated. Supervisor Ingram desires
to appoint Carolyn Herndon ("Herndon") as the Tunstall District representative for
a one (1)-year term beginning on May 21, 2024, and ending on May 21, 2025.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Ingram's
recommendation and appoint Herndon as the Tunstall District representative on
the BC for a one (1)-year term beginning on May 21, 2024, and ending on May
21, 2025.
MOTION:
"I make a Motion appointing Herndon as the Tunstall District representative on
the BC for a one (1)-year term beginning on May 21, 2024, and ending on May
21, 2025."
28
7.j.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Appointment: Beautification Committee (Banister
District); (Evelyn Davis)
Staff Contact(s): Robert Tucker
Agenda Date: May 21, 2024 Item Number: 7.j.
Attachment(s): None
Reviewed By:
SUMMARY:
Per direction from the Board's direction at its March 19, 2024, Business Meeting,
the Beautification Committee ("BC") has been reinstated. Supervisor Tucker
desires to appoint Evelyn Davis ("Davis") as the Banister District representative for
a one (1)-year term beginning on May 21, 2024, and ending on May 21, 2025.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Tucker's
recommendation and appoint Davis as the Banister District representative on
the BC for a one (1)-year term beginning on May 21, 2024, and ending on May
21, 2025.
MOTION:
"I make a Motion appointing Davis as the Banister District representative on the
BC for a one (1)-year term beginning on May 21, 2024, and ending on May 21,
2025."
29
7.k.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: DPCS (Tunstall District); (Deborah
Stowe)
Staff Contact(s): William Ingram
Agenda Date: May 21, 2024 Item Number: 7.k.
Attachment(s): None
Reviewed By:
SUMMARY:
Deborah Stowe ("Stowe") is the current Tunstall District representative on the
Danville-Pittsylvania County Community Services Board (“DPCS”), and her term
expires June 30, 2024. Supervisor Ingram desires to reappoint Stowe to the DPCS
Board for a four (4)-year term beginning on July 1, 2024, and ending on June 30,
2028.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Ingram's
recommendation and reappoint Stowe as the Tunstall District representative on
the DPCS Board for a four (4)-year term beginning on July 1, 2024, and ending
on June 30, 2028.
MOTION:
"I make a Motion reappointing Stowe as the Tunstall District representative on
the DPCS Board for a four (4)-year term beginning on July 1, 2024, and ending
on June 30, 2028."
30
7.l.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: DPCS (Staunton River District); (Arlene
Burkhardt)
Staff Contact(s): Tim Dudley
Agenda Date: May 21, 2024 Item Number: 7.l.
Attachment(s): None
Reviewed By:
SUMMARY:
Arlene Burkhardt ("Burkhardt") is the current Staunton River District representative
on the Danville-Pittsylvania County Community Services Board (“DPCS”), and
her term expires June 30, 2024. Supervisor Dudley desires to reappoint Burkhardt
to the DPCS Board for a four (4)-year term beginning on July 1, 2024, and
ending on June 30, 2028.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Dudley's
recommendation and reappoint Burkhardt as the Staunton River District
representative on the DPCS Board for a four (4)-year term beginning on July 1,
2024, and ending on June 30, 2028.
MOTION:
"I make a Motion reappointing Burkhardt as the Staunton River District
representative on the DPCS Board for a four (4)-year term beginning on July 1,
2024, and ending on June 30, 2028."
31
7.m.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: Library Board (Westover District);
(Sandy Mitchell)
Staff Contact(s): Murray Whittle
Agenda Date: May 21, 2024 Item Number: 7.m.
Attachment(s): None
Reviewed By:
SUMMARY:
Sandy Mitchell ("Mitchell") is the current Westover District representative on the
County's Library Board and her term expires June 30, 2024. Supervisor Whittle
desires to reappoint Mitchell to the Library Board for a four (4)-year term
beginning on July 1, 2024, and ending on June 30, 2028.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Whittle's
recommendation and reappoint Mitchell as the Westover District representative
on the Library Board for a four (4)-year term beginning on July 1, 2024, and
ending on June 30, 2028.
MOTION:
"I make a Motion reappointing Mitchell as the Westover District representative
on the Library Board for a four (4)-year term beginning on July 1, 2024, and
ending on June 30, 2028."
32
7.n.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: IALR Board of Directors (David Bennett);
(Full Board Appointment)
Staff Contact(s): Board of Supervisors
Agenda Date: May 21, 2024 Item Number: 7.n.
Attachment(s): None
Reviewed By:
SUMMARY:
David Bennett ("Bennett") is the County representative on the IALR Board of
Directors and his term expires June 30, 2024. County Staff received a request
from the IALR to reappoint Bennett to this seat for a three (3)-year term
beginning on July 1, 2024, and ending on June 30, 2027. This is a full Board
appointment.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow IALR's recommendation and
reappoint Bennett as the County representative on the IALR Board of Directors
for a three (3)-year term beginning on July 1, 2024, and ending on June 30,
2027.
MOTION:
"I make a Motion reappointing Bennett as the County representative on the
IALR Board of Directors for a three (3)-year term beginning on July 1, 2024, and
ending on June 30, 2027."
33
7.o.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-05-03 Adoption (Gretna Solar Project
Special Use Permit Extension Approval)
Staff Contact(s): Emily Ragsdale
Agenda Date: May 21, 2024 Item Number: 7.o.
Attachment(s): 1. 2024-05-03 Gretna Solar Project Special Use
Permit Extension Approval
Reviewed By:
SUMMARY:
On May 10, 2021, the Board of Zoning Appeals granted Special Use Permit
(“SUP”) # S-21-002 for a utility scale solar energy facility project known as Gretna
Solar 2. A condition was imposed on the SUP stating, “the SUP will expire unless
construction of the entire Project is commenced within 3 years of the date of
issuance of the SUP.” Said SUP will soon expire. Under Code of Virginia § 15.2-
2209.1:2, Extension of land use approvals for solar photovoltaic projects, SUPs
may be extended by Resolution of the governing body, allowing the project
until July 1, 2026 , o begin construction. Accordingly, for the Board's review and
consideration, Resolution # 2024-05-03, evincing the same, is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt attached Resolution # 2024-05-03
extending the SUP for Gretna Solar 2 until July 1, 2026.
MOTION:
“I make a Motion adopting attached Resolution # 2024-05-03 extending the SUP
for Gretna Solar 2 until July 1, 2026.”
34
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-05-03
_____________________________________________________________________________
GRETNA SOLAR PROJECT SPECIAL USE PERMIT EXTENSION APPROVAL
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) May 21, 2024, Business
Meeting, the following Resolution was presented and adopted:
WHEREAS, the Pittsylvania County Board of Zoning Appeals (“BZA”) issued a Special Use Permit
(“SUP”) to allow an utility scale solar energy facility (“Project”) on GPIN # 2530-46-8059, known as Case # S-
21-002, on May 10, 2021; and
WHEREAS, the BZA imposed a condition stating, “the SUP will expire unless construction of the entire
Project is commenced within 3 years of the date of issuance of the SUP;” and
WHEREAS, Code of Virginia § 15.2-2209.1:2, Extension of land use approvals for solar photovoltaic
projects, states: “Notwithstanding any other provision of this chapter, for any valid special exception, special use
permit, or conditional use permit, or any modifications thereto, for a solar photovoltaic project outstanding as of
July 1, 2023, any deadline in the exception permit, or in the local zoning ordinance that requires the landowner
or developer to commence the project within a certain time, may be extended by a resolution of the governing
body until July 1, 2026;” and
WHEREAS, the Project developers have requested an extension of the special use permit until July 1,
2026; and
WHEREAS, Community Development Staff have begun reviewing construction plans and related
documentation and believe construction will begin within the extended timeframe.
NOW, THEREFORE, BE IT RESOLVED, that the Board grants an extension of SUP # S-21-002 until
July 1, 2026.
Given under my hand this 21st day of May, 2024.
__________________________________________
Darrell W. Dalton
Chairman, Pittsylvania County Board of Supervisors
ATTEST:
_______________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
35
7.p.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: FY 24-25 Solid Waste Roll-Off Truck Purchase Approval
Staff Contact(s): Chris Adcock
Agenda Date: May 21, 2024 Item Number: 7.p.
Attachment(s): 1. MidAtlantic Roll Off Hoist Quote 2024
2. Pitt Co. Roll-Off Truck Cost Proposal_Excel
Truck Group
3. VSA Heavy Equipment Contract Award_VTA
dba Excel Truck Group
Reviewed By:
SUMMARY:
The Solid Waste Division of the County's Public Works Department is requesting
the purchase of a new 2025 Freight Liner 114SD Roll-Off truck with Galbreath Roll
Hoist and Pioneer Tarp System, which includes an extended five (5)-year
warranty. The County's Purchasing Department will be using the Virginia Sheriff's
Association's Cooperative Procurement Contract, #24-05-0713, through Excel
Truck Group. This is a competitively bid contract that is available for utilization
by all local public bodies. For the Board's reference and review, related
documentation is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
The cost of the truck is $146,023.00 and the cost of the hoist is $76,000.00, or a
total outlay of $222,023.00. Funds are budgeted to cover this cost.
RECOMMENDATION:
County Staff recommends the Board award the purchase of this Roll-Off Truck to
Excel Truck Group.
MOTION:
36
"I make a Motion awarding the purchase of the Roll -Off Truck to Excel Truck
Group."
37
PROPOSAL
Remittance Address for Deposits:
10641 Cordova Road
Easton, MD 21601
SOLD TO SHIP TO Quote #:RSSQ40563
Chris Hofer Rodney Poole Account:
Excel Truck Group Pittsylvania County Terms:
Date:03/05/24267 Lee Highway
Roanoke, VA 24019
382 Rainbow Lane
Dry Fork, VA 24549
(540) 777-7700 (434) 432-7980 Sales Rep Jim Martinchofer@exceltg.com rodney.poole@pittgov.org
Quote expires 30 days from proposal date. Due to fluctuating materials and fuel charges, final price can
change without notice. We appreciate the opportunity to work with you on this!
QTY DESCRIPTION UNIT PRICE EXT PRICE
1.00 $76,000.00 $76,000.00Galbreath U5-OR-174 60000# Standard Mount Outside Rail Tandem-Axle Roll-Off Hoist;Container Length 18' To 22'; Complete Upper Hoist Assembly; Sub-Frame Attached withHydraulic Tubing; Bumper Clearance Lights; HD Rear Hinge; DMP #A4250 (Rear Port); OilTank with 2 Spool Valve and Filter Attached; Outside Controls; Hoist Props; Hoist UpWarning Light; Hoist Up Alarm & Hoist Back Up Alarm - Mid Body Turn Signals; Air AssistFold-Up ICC Bumper; Inside air Controls; LED Light bumper
1.00 Integrate Pioneer Tarper into Hoist Valve Section (3 additional spools)
1.00 Off-Set Tarper Mounting Platform - Includes Protective Valve Cover
1.00 Contoured Smooth Steel Tandem Fenders
1.00 MAWS Clutch Shift P.T.O.
1.00 Integrate Pioneer Tarper into Hoist Valve Section (2 additional spools)
1.00 Tandem/Single Axle Mount: Roll-Off Hoist or Hooklift - Standard or Reverse Mount - New
Chassis Only - includes Side Marker Lights to NOT Come on with Brake Lights
1.00 MAWS Surcharge - Hoist/Hook Mount
1.00 MAWS Tool Box 18" x 18" x 36" - Aluminum Diamond Plate
1.00 MAWS Hold-Down Straps
1.00 Hoist / Hook Paint - Standard Black
1.00 Pioneer RP4500RG-SA Rack 'N Pinion Strong-Arm Tarp System
Features: Adjustable Gantry; Adjustable Telescoping Low-Arms; Rollmaster Roller
Assembly; For Various Size Containers
1.00 MAWS Mount Tarper - Pioneer
1.00 MAWS LED Work Lights Mounted on Tarp Gantry - Dual
Delivery is currently 90-120 days from receipt of chassis
Terms: Net 30 days
Price is based on the delivery of a clean and clear, ready to mount chassis,
meeting Galbreath's minimum chassis requirements, delivered to a
Mid-Atlantic Waste Systems truck mount facility. Any alterations of battery
box, air tanks, etc., will be an additional charge to the customer.
Price includes mounting.
All built per manufacturer's standard specifications.
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38
QTY DESCRIPTION UNIT PRICE EXT PRICE
Painted black.
No title or tag fees included.
Due to the volatility of the fuel and steel markets, prices are subject to change
without notice.
Price does not include any local, state, or federal excise tax.
Quote expires 30 days from proposal date. Due to fluctuating materials and fuel charges, final price can
change without notice. We appreciate the opportunity to work with you on this!
Subtotal $76,000.00
Federal Excise Tax $0.00
Sales Tax $0.00
TOTAL* $76,000.00
*Total does not include optional items
F.E.T will be charged on all applicable items
unless current F.E.T Exemption form is on file.
Any cancellation or modification of order will result in a 20% restocking charge to Buyer.
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TERMS AND CONDITIONS
1. General
No terms or condition of Buyer’s purchase order which is different from or in addition to Seller’s terms and
conditions set forth herein shall bind Seller unless expressly agreed to in writing by Seller’s duly authorized
representative. Buyer’s acceptance of any offer made by Seller is expressly limited to the terms and conditions
provided herein. Unless otherwise stated, Seller’s quotation may be modified or withdrawn prior to acceptance,
and in any event, shall expire after 30 days from its date. This order is not binding on MID-ATLANTIC WASTE
SYSTEMS until officially approved. The said machinery, equipment and/or parts are ordered and will be
purchased subject to written contract only, and are not affected by any verbal representations or agreements,
nor is this order subject to cancellation by the Purchaser without the Seller's consent. Any cancellation or
modification of order will result in a 20% restocking charge to Buyer.
2. Price and Payment
**Payments Accepted: Cash, Checks, ACH & Wires. Credit Card payments above $5,000 will incur a 3% fee.
(a) Prices quoted herein are exclusive of all taxes. Any taxes levied or which may become due, and other
charges or assessments made by any taxing authority in connection with this contract or the sale, except those
measured by Seller’s net income, shall be the expense of the Buyer and shall be payable to Seller at or before
such tax or other amount is due. When Buyer is entitled to exemption from any tax, Buyer shall furnish Seller
with a tax exemption certificate acceptable to the taxing authorities.
(b) Interest at the rate of one and one-half per cent (1.5%) per month (18% per annum), or the maximum
lawful rate allowable, will be charged, whichever is less, on all past due invoices. The undersigned agrees to
pay all expenses, charges, costs and fees, including, without limitation, attorney’s fees and expenses, of any
nature whatsoever paid or incurred by, or on behalf of MID-ATLANTIC WASTE SYSTEMS, DIVISION OF THC
ENTERPRISES, INC., in connection with any collection action brought hereunder. The invalidity of all or any
part of any provision of this Agreement shall not render invalid the remainder of such provision or any other part
of this Agreement.
(c) MID-ATLANTIC WASTE SYSTEMS, DIVISION OF THC ENTERPRISES, INC., shall retain ownership of
and title to the above machinery, equipment and parts covered by this order until fully paid for in cash and until
any note given in evidence of indebtedness, and any renewals thereof, have been fully paid. If any such note is
not paid in full at its maturity, all other notes and obligations given in evidence of indebtedness hereof shall at
once become due, and the said MID-ATLANTIC WASTE SYSTEMS, DIVISION OF THC ENTERPRISES, INC.,
shall have the right to take possession of said machinery wheresoever it may be situated and sell the same
pursuant to the conditional sales statutes of the State of Maryland.
3. Delivery
(a) Delivery dates are estimated and not guaranteed by Seller and, in any event are conditioned upon
receipt of all specifications and other data required to be furnished by the Buyer.
(b) If shipment or delivery is delayed because of an act or omission of the Buyer, payment shall be due upon
notification by Seller that goods are ready for shipment. Buyer shall pay any additional charges including, but not
limited to, cost of storage, handling, and insurance.
4. WARRANTY AND LIMITATIONS OF LIABILITY
ANY EXPRESS WRITTEN WARRANTY PROVIDED BY THE MANUFACTURER OF THE EQUIPMENT
DESCRIBED IN THIS QUOTATION IS GIVEN IN LIEU OF ALL OTHER WARRANTIES EXPRESS OR
IMPLIED, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A
PARTICULAR PURPOSE. SELLER SHALL NOT BE LIABLE FOR SPECIAL, INCIDENTAL, OR
CONSEQUENTIAL DAMAGES RESULTING FROM DEFECTIVE GOODS, SELLER’S NEGLIGENCE,
BREACH OF WARRANTY OR CONTRACT, OR CLAIMS BASED UPON STRICT LIABILITY. IN NO EVENT
SHALL SELLER BE LIABLE FOR CONSEQUENTIAL DAMAGES COMMERCIAL IN NATURE.
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5. Delays
Seller shall not be liable for the failure or delay in the performance of any term, condition, or obligation
hereunder due to any cause beyond the Seller’s control, including but not limited to Acts of God, acts of the
Buyer, war, insurrections or riots, fires, floods, accidents, acts, orders or regulations of any government, inability
to obtain necessary materials, services or facilities, strikes or other labor troubles.
6. Development Changes
Changes in design, specifications, construction or materials, may be made at Seller’s discretion, and without
Buyer’s consent, where such changes do not materially affect price, delivery or guaranteed performance (if any)
of the goods, or make unusable any other item of goods furnished hereunder.
7. Termination
No order may be terminated without Seller’s written consent. Upon any termination Buyer shall pay
reasonable termination charges, including but not limited to, manufacturing and sales costs, overhead, costs or
goods and profit.Any cancellation or modification of order will result in a 20% restocking charge to Buyer.
8. Miscellaneous
This agreement shall be binding upon the successors and assigns of the parties. If any provision herein is
found to be invalid as a matter of law or by public policy, it shall be considered severed from the remainder of
the provisions which shall remain in full force and effect. This agreement shall be governed by the laws of the
State of Maryland.
[MUST BE COMPLETED OR A PURCHASE ORDER* MUST
BE ATTACHED TO PROCESS ORDER]Equipment Purchase Agreement -
**PURCHASE ORDER MUST INCLUDE BILLING INFORMATION, TAX STATUS
AND EXEMPTION (IF APPLICABLE) TO BE ACCEPTED IN LIEU OF COMPLETING BELOW.PO attached
* COPY OF TAX EXEMPTION
ATTACHEDSales Tax Status - MUST SELECT AN OPTION NOT EXEMPT TAX EXEMPT *
PLEASE NOTE: Tax exemption form is mandatory if the "Tax Exempt" box is checked, otherwise sales tax will be applied if supporting document is not provided.
We are not able to remove sales tax once billed. It will be the customers responsibility to contact the state agency in order to request a refund.
Billing Information:
CHECK IF SAME AS SOLD TO ABOVE. IF NOT, PLEASE FILL OUT BELOW.
BILL TO NAME(S):
NAME CONT.):
ADDRESS:
ADD CONT.
CITY STATE ZIP
EMAIL (where invoice is to be sent):
NOTE: Please read carefully. This quote becomes a sales order if signed by customer. Your order will be processed as written! Notify of any
changes needed within five (5) days of signing. Financing available, subject to credit approval. I have read and understand the terms and
conditions on this Order.
$76,000.00 RSSQ40563You are agreeing to be invoiced _________________ per quote .
X
Customer Approval to Process Order Date
Thank you for the opportunity to earn your business!
4 of 4 Doc #RSSQ40563Date03/05/24
4 of 4
41
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 1 of 21
A proposal for
PITTSYLVANIA COUNTY
Prepared by
EXCEL TRUCK GROUP
Chris Hofer
Apr 29, 2024
Freightliner 114SD Plus
Components shown may not reflect all spec'd options and are not to scale
42
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 2 of 21
S P E C I F I C A T I O N P R O P O S A L
Description
Weight
Front
Weight
Rear
Price Level
SD PRL-28D (EFF:MY25 ORDERS)
Data Version
SPECPRO21 DATA RELEASE VER 040
Vehicle Configuration
114SD PLUS CONVENTIONAL CHASSIS 7,934 6,476
2025 MODEL YEAR SPECIFIED
SET BACK AXLE - TRUCK 480 -480
STRAIGHT TRUCK PROVISION, NON-TOWING
LH PRIMARY STEERING LOCATION
General Service
TRUCK CONFIGURATION
DOMICILED, USA (EXCLUDING CALIFORNIA AND
CARB OPT-IN STATES)
EPA EMISSIONS CERTIFICATION FOR
REGISTRATION OUTSIDE CARB STATES - EPA
CLEAN IDLE (INCLUDES 6X4 INCH LABEL ON
LOWER FORWARD OF DRIVER DOOR)
NONE
CONSTRUCTION SERVICE
GOVERNMENT BUSINESS SEGMENT
DRY BULK COMMODITY
TERRAIN/DUTY: 100% (ALL) OF THE TIME, IN
TRANSIT, IS SPENT ON PAVED ROADS
MAXIMUM 8% EXPECTED GRADE
SMOOTH CONCRETE OR ASPHALT PAVEMENT -
MOST SEVERE IN-TRANSIT (BETWEEN SITES)
ROAD SURFACE
FREIGHTLINER LEVEL II WARRANTY
EXPECTED FRONT AXLE(S) LOAD : 20000.0 lbs
EXPECTED REAR DRIVE AXLE(S) LOAD :
40000.0 lbs
43
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 3 of 21
Description
Weight
Front
Weight
Rear
EXPECTED GROSS VEHICLE WEIGHT CAPACITY
: 60000.0 lbs
Truck Service
ROLL OFF/ROLL ON BODY
MID-ATLANTIC WASTE SYSTEMS
Engine
CUM X12 430V HP @ 1900 RPM, 1650 LB-FT @
1000 RPM, 2000 GOV RPM,VOC
-390 -45
Electronic Parameters
72 MPH ROAD SPEED LIMIT
CRUISE CONTROL SPEED LIMIT SAME AS ROAD
SPEED LIMIT
CUMMINS TRIP INFORMATION REPORTS
ENABLED; LEVEL 1: 4 MPH, LEVEL 2: 7 MPH ABOVE ROAD SPEED LIMIT
PTO MODE ENGINE RPM LIMIT - 1000 RPM
PTO MODE THROTTLE OVERRIDE - LIMIT TO
1000 RPM
PTO MODE BRAKE OVERRIDE - SERVICE BRAKE APPLIED OR PARK BRAKE NOT APPLIED
PTO RPM WITH CRUISE SET SWITCH - 900 RPM
PTO RPM WITH CRUISE RESUME SWITCH - 900
RPM
PTO MODE CANCEL VEHICLE SPEED - 5 MPH
PTO GOVERNOR RAMP RATE - 250 RPM PER
SECOND
PTO MINIMUM RPM - 700
REGEN INHIBIT SPEED THRESHOLD - 5 MPH
N PTO 1, DASH SWITCH, ROLLING OPERATION (ENGAGE WHILE PARKED, ROLL IN NEUTRAL
AFTER ENGAGEMENT)
Engine Equipment
EPA 2010/GHG 2024 CONFIGURATION
STANDARD OIL PAN
ENGINE MOUNTED OIL CHECK AND FILL
SIDE OF HOOD AIR INTAKE WITH DONALDSON
HIGH CAPACITY AIR CLEANER WITH SAFETY
ELEMENT, FIREWALL MOUNTED
DR 12V 160 AMP 28-SI QUADRAMOUNT PAD
ALTERNATOR WITH REMOTE BATTERY VOLT
SENSE
44
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 4 of 21
Description
Weight
Front
Weight
Rear
(3) DTNA GENUINE, FLOODED STARTING, MIN
3000CCA, 555RC, THREADED STUD BATTERIES
BATTERY BOX FRAME MOUNTED
STANDARD BATTERY JUMPERS
SINGLE BATTERY BOX FRAME MOUNTED LH
SIDE BACK OF CAB
WIRE GROUND RETURN FOR BATTERY CABLES
WITH ADDITIONAL FRAME GROUND RETURN
NON-POLISHED BATTERY BOX COVER
POSITIVE AND NEGATIVE POSTS FOR
JUMPSTART LOCATED ON FRAME NEXT TO
STARTER
2
PROGRESSIVE LOW VOLTAGE DISCONNECT AT
12.3 VOLTS FOR DESIGNATED CIRCUITS
CUMMINS NATURALLY ASPIRATED 25.9 CFM
AIR COMPRESSOR WITH INTERNAL SAFETY
VALVE
ELECTRONIC ENGINE INTEGRAL SHUTDOWN
PROTECTION SYSTEM
CUMMINS INTEBRAKE BRAKE WITH HIGH MED
LOW BRAKE
RH OUTBOARD UNDER STEP MOUNTED
HORIZONTAL AFTERTREATMENT SYSTEM
ASSEMBLY WITH RH B-PILLAR MOUNTED
VERTICAL TAILPIPE
30 25
ENGINE AFTERTREATMENT DEVICE,
AUTOMATIC OVER THE ROAD ACTIVE
REGENERATION AND VIRTUAL REGENERATION
REQUEST SWITCH IN CLUSTER AND DASH
MOUNTED INHIBIT SWITCH
10 FOOT 06 INCH (126 INCH+0/-5.9 INCH)
EXHAUST SYSTEM HEIGHT
RH CURVED VERTICAL TAILPIPE B-PILLAR
MOUNTED ROUTED FROM STEP
13 GALLON DIESEL EXHAUST FLUID TANK
100 PERCENT DIESEL EXHAUST FLUID FILL
STANDARD DIESEL EXHAUST FLUID PUMP
MOUNTING
NON-POLISHED ALUMINUM DIAMOND PLATE
DIESEL EXHAUST FLUID TANK COVER
15 5
LH MEDIUM DUTY STANDARD DIESEL EXHAUST
FLUID TANK LOCATION
STANDARD DIESEL EXHAUST FLUID TANK CAP
ALUMINUM AFTERTREATMENT
DEVICE/MUFFLER/TAILPIPE SHIELD(S)
45
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 5 of 21
Description
Weight
Front
Weight
Rear
AIR POWERED ON/OFF ENGINE FAN CLUTCH
AUTOMATIC FAN CONTROL WITHOUT DASH
SWITCH, NON ENGINE MOUNTED
CUMMINS SPIN ON FUEL FILTER
COMBINATION FULL FLOW/BYPASS OIL FILTER
1500 SQUARE INCH ALUMINUM RADIATOR
ANTIFREEZE TO -34F, OAT (NITRITE AND
SILICATE FREE) EXTENDED LIFE COOLANT
GATES BLUE STRIPE COOLANT HOSES OR
EQUIVALENT
CONSTANT TENSION HOSE CLAMPS FOR
COOLANT HOSES
RADIATOR DRAIN VALVE
PHILLIPS-TEMRO 1500 WATT/115 VOLT BLOCK
HEATER
4
BLACK PLASTIC ENGINE HEATER RECEPTACLE
MOUNTED UNDER LH DOOR
DELCO 12V 39MT HD/OCP STARTER WITH
THERMAL PROTECTION AND INTEGRATED
MAGNETIC SWITCH
-45
Transmission
ALLISON 4500 RDS AUTOMATIC TRANSMISSION
WITH PTO PROVISION
260 100
Transmission Equipment
ALLISON VOCATIONAL PACKAGE 223 -
AVAILABLE ON 3000/4000 PRODUCT FAMILIES
WITH VOCATIONAL MODELS RDS, HS, MH AND
TRV
ALLISON VOCATIONAL RATING FOR ON/OFF
HIGHWAY APPLICATIONS AVAILABLE WITH ALL
PRODUCT FAMILIES
PRIMARY MODE GEARS, LOWEST GEAR 1,
START GEAR 1, HIGHEST GEAR 6, AVAILABLE
FOR 3000/4000 PRODUCT FAMILIES ONLY
SECONDARY MODE GEARS, LOWEST GEAR 1,
START GEAR 1, HIGHEST GEAR 6, AVAILABLE
FOR 3000/4000 PRODUCT FAMILIES ONLY
PRIMARY SHIFT SCHEDULE RECOMMENDED BY
DTNA AND ALLISON, THIS DEFINED BY ENGINE
AND VOCATIONAL USAGE
SECONDARY SHIFT SCHEDULE
RECOMMENDED BY DTNA AND ALLISON, THIS
DEFINED BY ENGINE AND VOCATIONAL USAGE
46
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 6 of 21
Description
Weight
Front
Weight
Rear
PRIMARY SHIFT SPEED RECOMMENDED BY
DTNA AND ALLISON, THIS DEFINED BY ENGINE
AND VOCATIONAL USAGE
SECONDARY SHIFT SPEED RECOMMENDED BY
DTNA AND ALLISON, THIS DEFINED BY ENGINE
AND VOCATIONAL USAGE
2ND GEAR ENGINE BRAKE ALTERNATE
PRESELECT WITH MODERATE DOWNSHIFT
STRATEGY
FUEL SENSE 2.0 DISABLED - PERFORMANCE -
TABLE BASED
DRIVER SWITCH INPUT - DEFAULT - NO
SWITCHES
DIRECTION CHANGE ENABLED WITH
MULTIPLEXED SERVICE BRAKES - ALLISON 5TH
GEN TRANSMISSIONS
QUICKFIT BODY LIGHTING CONNECTOR UNDER
CAB, WITH BLUNTCUTS
ELECTRONIC TRANSMISSION WIRING TO
CUSTOMER INTERFACE CONNECTOR
CUSTOMER INSTALLED CHELSEA 870 SERIES
PTO
PTO MOUNTING, LH SIDE OF MAIN
TRANSMISSION ALLISON
MAGNETIC PLUGS, ENGINE DRAIN,
TRANSMISSION DRAIN, AXLE(S) FILL AND
DRAIN
PUSH BUTTON ELECTRONIC SHIFT CONTROL,
DASH MOUNTED
TRANSMISSION PROGNOSTICS - ENABLED 2013
WATER TO OIL TRANSMISSION COOLER,
FRAME MOUNTED
TRANSMISSION OIL CHECK AND FILL WITH
ELECTRONIC OIL LEVEL CHECK
SYNTHETIC TRANSMISSION FLUID (TES-295
COMPLIANT)
Front Axle and Equipment
CUMMINS-MERITOR MFS-20-133A 20,000# FL1
71.0 INCH KPI/3.74 INCH DROP SINGLE FRONT
AXLE
260
MERITOR 16.5X6 Q+ CAST SPIDER CAM FRONT
BRAKES, DOUBLE ANCHOR, FABRICATED
SHOES
10
NON-ASBESTOS FRONT BRAKE LINING
CONMET CAST IRON FRONT BRAKE DRUMS
47
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 7 of 21
Description
Weight
Front
Weight
Rear
FRONT OIL SEALS
VENTED FRONT HUB CAPS WITH WINDOW,
CENTER AND SIDE PLUGS - OIL
STANDARD SPINDLE NUTS FOR ALL AXLES
MERITOR AUTOMATIC FRONT SLACK
ADJUSTERS
STANDARD KING PIN BUSHINGS
TRW THP-60 POWER STEERING WITH RCH45
AUXILIARY GEAR
130
POWER STEERING PUMP
4 QUART POWER STEERING RESERVOIR
OIL/AIR POWER STEERING COOLER
CURRENT AVAILABLE SYNTHETIC 75W-90
FRONT AXLE LUBE
Front Suspension
20,000# FLAT LEAF FRONT SUSPENSION 310
GRAPHITE BRONZE BUSHINGS WITH SEALS -
FRONT SUSPENSION
NO FRONT SHOCK ABSORBERS -30
Rear Axle and Equipment
CUMMINS-MERITOR MT-44-14X 44,000# R-
SERIES TANDEM REAR AXLE
65
4.11 REAR AXLE RATIO
IRON REAR AXLE CARRIER WITH STANDARD
AXLE HOUSING
RPL25SD MERITOR MAIN DRIVELINE 100 100
RPL20 MERITOR INTERAXLE DRIVELINE
DRIVER CONTROLLED TRACTION
DIFFERENTIAL - BOTH TANDEM REAR AXLES
30
(1) INTERAXLE LOCK VALVE, (1) DRIVER
CONTROLLED DIFFERENTIAL LOCK FORWARD-
REAR AND REAR-REAR AXLE VALVE
INDICATOR LIGHT FOR EACH INTERAXLE
LOCKOUT SWITCH, DISENGAGE INTERAXLE
LOCK WITH IGNITION OFF
INDICATOR LIGHT FOR EACH DIFFERENTIAL
LOCKOUT SWITCH, ENGAGE AT SPEEDS 5 MPH
OR LESS, DISENGAGE W/IGN OFF OR SPEEDS
EXCEEDING 25 MPH
MERITOR 16.5X7 Q+ CAST SPIDER CAM REAR
BRAKES, DOUBLE ANCHOR, FABRICATED
SHOES
48
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 8 of 21
Description
Weight
Front
Weight
Rear
NON-ASBESTOS REAR BRAKE LINING
STANDARD BRAKE CHAMBER LOCATION
CONMET CAST IRON REAR BRAKE DRUMS
REAR OIL SEALS
BENDIX EVERSURE LONGSTROKE 2-DRIVE
AXLES SPRING PARKING CHAMBERS
HALDEX AUTOMATIC REAR SLACK ADJUSTERS
CURRENT AVAILABLE SYNTHETIC 75W-90 REAR
AXLE LUBE
STANDARD REAR AXLE BREATHER(S)
Rear Suspension
HENDRICKSON HAULMAAX EX 46,000# REAR
SUSPENSION
120
HENDRICKSON HAULMAAX/ULTIMAAX - 10.50"
RIDE HEIGHT
54 INCH AXLE SPACING
HENDRICKSON HN, HAULMAAX AND ULTIMAAX
SERIES STEEL BEAMS WITH BAR PIN
STANDARD DUTY FORE/AFT AND HEAVY DUTY
TRANSVERSE CONTROL RODS
DOUBLE REBOUND STRAP - INBOARD AND
OUTBOARD
13
REAR SHOCK ABSORBERS - TWO AXLES
(TANDEM)
60
Pusher / Tag Equipment
NO PUSHER/TAG BRAKE DUST SHIELDS
Brake System
WABCO 4S/4M ABS
REINFORCED NYLON, FABRIC BRAID AND WIRE BRAID CHASSIS AIR LINES
FIBER BRAID PARKING BRAKE HOSE
STANDARD BRAKE SYSTEM VALVES
STANDARD AIR SYSTEM PRESSURE
PROTECTION SYSTEM
STD U.S. FRONT BRAKE VALVE
RELAY VALVE WITH 5-8 PSI CRACK PRESSURE,
NO REAR PROPORTIONING VALVE
WABCO SYSTEM SAVER HP WITH INTEGRAL
AIR GOVERNOR AND HEATER
AIR DRYER MOUNTED INBOARD ON LH RAIL
STEEL AIR BRAKE RESERVOIRS MOUNTED
INSIDE RAIL
49
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 9 of 21
Description
Weight
Front
Weight
Rear
PULL CABLES ON ALL AIR RESERVOIR(S)
Trailer Connections
NO TRAILER AIR HOSE
NO AIR HOSE HANGER
NO TRAILER ELECTRICAL CABLE
Wheelbase & Frame
6400MM (252 INCH) WHEELBASE
7/16X3-9/16X11-1/8 INCH STEEL FRAME
(11.11MMX282.6MM/0.437X11.13 INCH) 120KSI
700 120
1/4 INCH (6.35MM) C-CHANNEL INNER FRAME
REINFORCEMENT
260 440
1425MM (56 INCH) REAR FRAME OVERHANG
FRAME OVERHANG RANGE: 51 INCH TO 60
INCH
20 -80
CALC'D BACK OF CAB TO REAR SUSP C/L (CA) :
186.42 in
CALCULATED EFFECTIVE BACK OF CAB TO
REAR SUSPENSION C/L (CA) : 183.42 in
CALC'D FRAME LENGTH - OVERALL : 338.19 in
CALCULATED FRAME SPACE LH SIDE : 95.18 in
CALCULATED FRAME SPACE RH SIDE : 131.3 in
SQUARE END OF FRAME
REAR TOW HOOKS 10
FRONT CLOSING CROSSMEMBER
STANDARD WEIGHT ENGINE CROSSMEMBER
STANDARD MIDSHIP #1 CROSSMEMBER(S)
STANDARD REARMOST CROSSMEMBER
HEAVY DUTY SUSPENSION CROSSMEMBER 30
Chassis Equipment
14 INCH PAINTED STEEL BUMPER 20
REMOVABLE FRONT TOW/RECOVERY
DEVICE,STORED ON CHASSIS FRAME
15
BUMPER MOUNTING FOR SINGLE LICENSE
PLATE
NO MUDFLAP BRACKETS
NO REAR MUDFLAPS
GRADE 8 THREADED HEX HEADED FRAME
FASTENERS
EXTERIOR HARNESSES WRAPPED IN ABRASION TAPE
50
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 10 of 21
Description
Weight
Front
Weight
Rear
CLEAR FRAME RAILS FROM BACK OF CAB TO
FRONT REAR SUSPENSION BRACKET, BOTH
RAILS OUTBOARD
Fifth Wheel
NO FIFTH WHEEL
Fuel Tanks
70 GALLON/264 LITER ALUMINUM FUEL TANK -
LH
5
23 INCH DIAMETER FUEL TANK(S)
PLAIN ALUMINUM/PAINTED STEEL
FUEL/HYDRAULIC TANK(S) WITH PAINTED
BANDS
FUEL TANK(S) FORWARD
PLAIN STEP FINISH
FUEL TANK CAP(S)
ALLIANCE FUEL FILTER/WATER SEPARATOR 15
EQUIFLO INBOARD FUEL SYSTEM
HIGH TEMPERATURE REINFORCED NYLON
FUEL LINE
FUEL COOLER 10
Tires
MICHELIN XZU-S2 315/80R22.5 20 PLY RADIAL
FRONT TIRES
100
MICHELIN X MULTI D+ 11R22.5 16 PLY RADIAL REAR TIRES 120
Hubs
CONMET PRESET PLUS PREMIUM IRON FRONT
HUBS
CONMET PRESET PLUS PREMIUM ALUMINUM
REAR HUBS
-60
Wheels
ACCURIDE 29039 22.5X9.00 10-HUB PILOT 5.25
INSET 5-HAND STEEL DISC FRONT WHEELS
66
ACCURIDE 28828 22.5X8.25 10-HUB PILOT 2-
HAND HD STEEL DISC REAR WHEELS
104
FRONT WHEEL MOUNTING NUTS
REAR WHEEL MOUNTING NUTS
Cab Exterior
114 INCH BBC FLAT ROOF ALUMINUM
CONVENTIONAL CAB
AIR CAB MOUNTING
51
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 11 of 21
Description
Weight
Front
Weight
Rear
NONREMOVABLE BUGSCREEN MOUNTED
BEHIND GRILLE
FRONT FENDERS SET-BACK AXLE
BOLT-ON MOLDED FLEXIBLE FENDER
EXTENSIONS
10
LH AND RH GRAB HANDLES
STATIONARY BLACK GRILLE
BLACK HOOD MOUNTED AIR INTAKE GRILLE
FIBERGLASS HOOD
TUNNEL/FIREWALL LINER
DUAL 24 INCH ROUND POLISHED ALUMINUM
AIR HORNS ROOF MOUNTED
4
SINGLE ELECTRIC HORN
DUAL HORN SHIELDS
REAR LICENSE PLATE MOUNT END OF FRAME
HALOGEN COMPOSITE HEADLAMPS WITH
BLACK BEZELS
LED AERODYNAMIC MARKER LIGHTS
DAYTIME RUNNING LIGHTS
INTEGRAL STOP/TAIL/BACKUP LIGHTS
STANDARD FRONT TURN SIGNAL LAMPS
DUAL WEST COAST MOLDED-IN COLOR
HEATED MIRRORS WITH LH AND RH REMOTE
DOOR MOUNTED MIRRORS
102 INCH EQUIPMENT WIDTH
LH AND RH 8 INCH MOLDED-IN COLOR CONVEX
MIRRORS M0UNTED UNDER PRIMARY
MIRRORS
RH DOWN VIEW MIRROR
STANDARD SIDE/REAR REFLECTORS
RH AFTERTREATMENT SYSTEM CAB ACCESS
WITH PLAIN SHIELDING
63X14 INCH TINTED REAR WINDOW
TINTED DOOR GLASS LH AND RH WITH TINTED
OPERATING WING WINDOWS
RH AND LH ELECTRIC POWERED WINDOWS
1-PIECE SOLAR GREEN GLASS WINDSHIELD
8 LITER (2 GAL) WINDSHIELD WASHER
RESERVOIR, CAB MOUNTED, WITH FLUID
LEVEL INDICATOR
Cab Interior
RUGGED TRIM PACKAGE
52
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 12 of 21
Description
Weight
Front
Weight
Rear
GRAY & CARBON VINYL INTERIOR "RUGGED"
CARBON WITH PREMIUM GUNMETAL ACCENT
(RUGGED)
MOLDED PLASTIC DOOR PANEL
MOLDED PLASTIC DOOR PANEL
BLACK MATS WITH SINGLE INSULATION
(1)DASH MOUNTED 12V POWER OUTLET,
(1)DASH MOUNTED DUAL USB-C OUTLET
FORWARD ROOF MOUNTED CONSOLE
LH AND RH DOOR STORAGE POCKETS
INTEGRATED INTO MOLDED DOOR PANELS
DIGITAL ALARM CLOCK IN DRIVER DISPLAY
(2) CUP HOLDERS LH AND RH DASH
M2/SD DASH
5 LB. FIRE EXTINGUISHER 10
HEATER, DEFROSTER AND AIR CONDITIONER
STANDARD HVAC DUCTING
MAIN HVAC CONTROLS WITH RECIRCULATION
SWITCH
STANDARD HEATER PLUMBING
VALEO HEAVY DUTY A/C REFRIGERANT
COMPRESSOR
BINARY CONTROL, R-134A
STANDARD INSULATION
SOLID-STATE CIRCUIT PROTECTION AND
FUSES
12V NEGATIVE GROUND ELECTRICAL SYSTEM
STANDARD LED CAB LIGHTING
NO SECURITY DEVICE
DOOR LOCKS AND IGNITION SWITCH KEYED
THE SAME
KEY QUANTITY OF 2
LH AND RH ELECTRIC DOOR LOCKS
TRIANGULAR REFLECTORS WITHOUT FLARES 10
BASIC ISRINGHAUSEN HIGH BACK AIR
SUSPENSION DRIVERS SEAT WTIH
MECHANICAL LUMBAR AND INTEGRATED
CUSHION EXTENSION
30
BASIC ISRI HIGH BACK NON SUSPENSION
PASSENGER SEAT
DUAL DRIVER SEAT ARMRESTS, NO
PASSENGER SEAT ARMRESTS
4
53
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 13 of 21
Description
Weight
Front
Weight
Rear
LH AND RH INTEGRAL DOOR PANEL ARMRESTS
BLACK VINYL DRIVER SEAT COVER
BLACK VINYL PASSENGER SEAT COVER
BLACK SEAT BELTS
ADJUSTABLE TILT AND TELESCOPING
STEERING COLUMN
4-SPOKE 18 INCH (450MM) BLACK STEERING
WHEEL WITH SWITCHES
DRIVER AND PASSENGER INTERIOR SUN
VISORS
Instruments & Controls
ELECTRONIC ACCELERATOR CONTROL
NO INSTRUMENT PANEL-DRIVER
FULLY CONFIGURABLE CENTER INSTRUMENT
PANELS
ENGINE REMOTE INTERFACE WITH PARK
BRAKE INTERLOCK
BRIGHT ARGENT FINISH GAUGE BEZELS
LOW AIR PRESSURE INDICATOR LIGHT AND
AUDIBLE ALARM
DUAL NEEDLE PRIMARY AND SECONDARY AIR
PRESSURE GAUGE
INTAKE MOUNTED AIR RESTRICTION
INDICATOR WITH GRADUATIONS
97 DB BACKUP ALARM 3
ELECTRONIC CRUISE CONTROL WITH
CONTROLS ON STEERING WHEEL SPOKES
KEY OPERATED IGNITION SWITCH AND
INTEGRAL START POSITION; 4 POSITION
OFF/RUN/START/ACCESSORY
PREMIUM INSTRUMENT CLUSTER WITH 5.0
INCH TFT COLOR DISPLAY
DIGITAL PANEL LAMP DIMMER SWITCH IN
DRIVER DISPLAY
HEAVY DUTY ONBOARD DIAGNOSTICS
INTERFACE CONNECTOR LOCATED BELOW LH
DASH
2 INCH ELECTRIC FUEL GAUGE
ENGINE REMOTE INTERFACE WITH ONE OR
MORE SET SPEEDS
QUICKFIT POWERTRAIN INTERFACE
CONNECTOR UNDER CAB WITH CAPS
54
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 14 of 21
Description
Weight
Front
Weight
Rear
QUICKFIT PROGRAMMABLE INTERFACE
CONNECTORS 1 & 2 BETWEEN SEATS WITH
BLUNTCUTS
ENGINE REMOTE INTERFACE CONNECTOR AT
POWERTRAIN INTERFACE CONNECTOR
ELECTRICAL ENGINE COOLANT TEMPERATURE
GAUGE
DIGITAL ENGINE OIL TEMPERATURE IN DRIVER
DISPLAY
ELECTRIC ENGINE OIL PRESSURE GAUGE
2 INCH TRANSMISSION OIL TEMPERATURE
GAUGE
ELECTRONIC OUTSIDE TEMPERATURE
SENSOR DISPLAY IN DRIVER MESSAGE
CENTER
ENGINE AND TRIP HOUR METERS INTEGRAL
WITHIN DRIVER DISPLAY
PTO CONTROLS FOR ENHANCED VEHICLE
ELECTRIC/ELECTRONIC ARCHITECTURE
NO OBSTACLE DETECTION SYSTEM
NO DR ASSIST SYSTEM
NO VEHICLE STABILITY ADVISOR OR CONTROL
NO LANE DEPARTURE WARNING SYSTEM
NO REVERSE PROXIMITY SENSOR
NO OVERHEAD INSTRUMENT PANEL
QUICKFIT PROGRAMMABLE INTERFACE
MODULE + (8) 20 AMP FUSED RELAYS
TOP OF DASH RAM MOUNT WITHOUT POWER
OR GROUND, FOR CUSTOMER FURNISHED
DEVICE
AM/FM/WB WORLD TUNER RADIO WITH
SIRIUSXM, BLUETOOTH, IPOD INTERFACE, USB
AND AUXILIARY INPUTS, J1939
10
DASH MOUNTED RADIO
(2) RADIO SPEAKERS IN CAB
NO AM/FM RADIO ANTENNA
POWER AND GROUND WIRING PROVISION
OVERHEAD
ROOF/OVERHEAD CONSOLE CB RADIO
PROVISION
SHARKFIN MULTI-BAND ANTENNA:
AM/FM/WEATHERBAND, WIFI/BLUETOOTH,
SDAR/SIRIUSXM, GNSS/GPS
INTEROPERABLE SDAR ANTENNA
55
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 15 of 21
Description
Weight
Front
Weight
Rear
STANDARD RADIO WIRING WITH STEERING
WHEEL CONTROLS
ELECTRONIC MPH SPEEDOMETER WITH
SECONDARY KPH SCALE, WITHOUT
ODOMETER
STANDARD VEHICLE SPEED SENSOR
ELECTRONIC 3000 RPM TACHOMETER
DETROIT CONNECT PLATFORM HARDWARE
TMC RP1226 ACCESSORY CONNECTOR
LOCATED BEHIND PASSENGER SIDE
REMOVEABLE DASH PANEL
IGNITION SWITCH CONTROLLED ENGINE STOP
NO HARDWIRE SWITCH #1
NO HARDWIRE SWITCH #2
NO HARDWIRE SWITCH #3
NO HARDWIRE SWITCH #4
PRE-TRIP INSPECTION FEATURE FOR
EXTERIOR LAMPS ONLY
(1) OVERHEAD MOUNTED LANYARD CONTROL
FOR DRIVER AIR HORN
NO TRAILER HAND CONTROL BRAKE VALVE
DIGITAL VOLTAGE DISPLAY INTEGRAL WITH
DRIVER DISPLAY
SINGLE ELECTRIC WINDSHIELD WIPER MOTOR
WITH DELAY
ROTARY HEADLAMP SWITCH, MARKER
LIGHTS/HEADLIGHTS SWITCH WITH PULL OUT
FOR OPTIONAL FOG/ROAD LAMPS
ONE VALVE PARKING BRAKE SYSTEM WITH
WARNING INDICATOR
SELF CANCELING TURN SIGNAL SWITCH WITH
DIMMER, HEADLAMP FLASH,
WASH/WIPE/INTERMITTENT
INTEGRAL ELECTRONIC TURN SIGNAL
FLASHER WITH 40 AMP (20 AMP PER SIDE)
TRAILER LAMP CAPACITY
NO WRG/SW-OPTL #2,CHAS,AIR
Design
PAINT: ONE SOLID COLOR
Color
CAB COLOR A: L0006EY WHITE ELITE EY
BLACK, HIGH SOLIDS POLYURETHANE CHASSIS
PAINT
56
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 16 of 21
Description
Weight
Front
Weight
Rear
POWDER WHITE (N0006EA) FRONT
WHEELS/RIMS (PKWHT21, TKWHT21, W, TW)
POWDER WHITE (N0006EA) REAR
WHEELS/RIMS (PKWHT21, TKWHT21, W, TW)
STANDARD BLACK BUMPER PAINT
STANDARD E COAT/UNDERCOATING
Certification / Compliance
U.S. FMVSS CERTIFICATION, EXCEPT SALES
CABS AND GLIDER KITS
Sales Programs
NO SALES PROGRAMS HAVE BEEN SELECTED
T O T A L V E H I C L E S U M M A R Y
Weight Summary
Weight
Front
Weight
Rear
Total
Weight
Factory Weight+10359 lbs 7156 lbs 17515 lbs
Total Weight+10359 lbs 7156 lbs 17515 lbs
Extended Warranty
CUM EPA 2017 X12: HD1 5 YEARS / 500,000 MILES / 805,000 KM
EXTENDED WARRANTY. FEX APPLIES.
CUM EPA 2017 X12: AT3 5 YEARS / 500,000 MILES / 805,000 KM
AFTERTREATMENT. FEX APPLIES.
ALLISON 4500 RDS SERIES TRANSMISSION EXTENDED
WARRANTY, 5 YEARS/UNLIMITED MILES FEX
(+) Weights shown are estimates only.
If weight is critical, contact Customer Application Engineering.
57
Prepared for:
Connie Gibson
PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris Hofer
EXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 17 of 21
(***) All cost increases for major components (Engines, Transmissions, Axles, Front and Rear Tires) and government mandated
requirements, tariffs, and raw material surcharges will be passed through and added to factory invoices.
58
Prepared for:
Connie Gibson PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris HoferEXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 18 of 21
D I M E N S I O N S
VEHICLE SPECIFICATIONS SUMMARY - DIMENSIONS
Model.............................................................................................................................................................................................114SD
Wheelbase (545) .............................................................................................................................6400MM (252 INCH) WHEELBASE
Rear Frame Overhang (552).......................................................................................1425MM (56 INCH) REAR FRAME OVERHANG
Fifth Wheel (578) .......................................................................................................................................................NO FIFTH WHEEL
Mounting Location (577)...................................................................................................................NO FIFTH WHEEL LOCATION
Maximum Forward Position (in)........................................................................................................................................................0
Maximum Rearward Position (in).....................................................................................................................................................0
Amount of Slide Travel (in)...............................................................................................................................................................0
Slide Increment (in)..........................................................................................................................................................................0
Desired Slide Position (in).............................................................................................................................................................0.0
Cab Size (829)..................................................................................114 INCH BBC FLAT ROOF ALUMINUM CONVENTIONAL CAB
Sleeper (682)...................................................................................................................................NO SLEEPER BOX/SLEEPERCAB
Exhaust System (016)RH OUTBOARD UNDER STEP MOUNTED HORIZONTAL AFTERTREATMENT SYSTEM ASSEMBLY
WITH RH B-PILLAR MOUNTED VERTICAL TAILPIPE
TABLE SUMMARY - DIMENSIONS
59
Prepared for:
Connie Gibson PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris HoferEXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 19 of 21
Performance calculations are estimates only. If performance calculations are critical, please contact Customer Application
Engineering.
60
Prepared for:
Connie Gibson PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris HoferEXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 20 of 21
Q U O T A T I O N
114SD PLUS CONVENTIONAL CHASSIS
SET BACK AXLE - TRUCK
CUM X12 430V HP @ 1900 RPM, 1650 LB-FT @ 1000
RPM, 2000 GOV RPM,VOC
ALLISON 4500 RDS AUTOMATIC TRANSMISSION WITH
PTO PROVISION
CUMMINS-MERITOR MT-44-14X 44,000# R-SERIES
TANDEM REAR AXLE
HENDRICKSON HAULMAAX EX 46,000# REAR
SUSPENSION
CUMMINS-MERITOR MFS-20-133A 20,000# FL1 71.0
INCH KPI/3.74 INCH DROP SINGLE FRONT
AXLE
20,000# FLAT LEAF FRONT SUSPENSION
114 INCH BBC FLAT ROOF ALUMINUM CONVENTIONAL
CAB
6400MM (252 INCH) WHEELBASE
NO FIFTH WHEEL
7/16X3-9/16X11-1/8 INCH STEEL FRAME
(11.11MMX282.6MM/0.437X11.13 INCH) 120KSI
1425MM (56 INCH) REAR FRAME OVERHANG
1/4 INCH (6.35MM) C-CHANNEL INNER FRAME
REINFORCEMENT
PER UNIT TOTAL
TAXES AND FEES
TAXES AND FEES $0 $0
OTHER CHARGES $0 $0
TRADE-IN
TRADE-IN ALLOWANCE $(0)$(0)
COMMENTS:
Projected delivery on ___ / ___ / ___ provided the order is received before ___ / ___ / ___.
APPROVAL:
Please indicate your acceptance of this quotation by signing below:
Customer: X_______________________________________ Date: ___ / ___ / ___.
Financing that works for you.
See your local dealer for a competitive quote from Daimler Truck Financial, or
contact us at Information@dtfoffers.com.
Daimler Truck Financial offers a variety of finance, lease and insurance solutions to
fit your business needs. For more information about our products and services, visit
our website at www.daimler-truckfinancial.com.
VEHICLE PRICE TOTAL # OF UNITS (1)$139,833 $139,833
EXTENDED WARRANTY $6,190 $6,190
DEALER INSTALLED OPTIONS $0 $0
CUSTOMER PRICE BEFORE TAX $146,023 $146,023
BALANCE DUE (LOCAL CURRENCY)$146,023 $146,023
61
Prepared for:
Connie Gibson PITTSYLVANIA COUNTY
21 North Main St
Chatham, VA 24531
Prepared by:
Chris HoferEXCEL TRUCK GROUP
267 LEE HIGHWAY SOUTH
ROANOKE, VA 24019
Phone: 800-849-8823
Application Version 11.9.708
Data Version PRL-28D.040
Pitt Co. Roll-Off Plus 2025MY
04/29/2024 10:41 AM
Page 21 of 21
62
63
7.q.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-05-02 Adoption (Jasper Woods Road
Abandonment Approval)
Staff Contact(s): Vaden Hunt
Agenda Date: May 21, 2024 Item Number: 7.q.
Attachment(s): 1. 2024-05-02 Road Abandonment - Jasper
Wood Road
2. Jasper Wood Road Attachments
Reviewed By:
SUMMARY:
Paul and Barbara Young (the “Youngs”) own 777 Jasper Wood Road in the
County’s Staunton River Magisterial District. The Youngs desire to have the 50’ x
150’ adjacent roadway (not open) abandoned to maintain its upkeep. There is
one (1) adjacent parcel and said parcel’s owner is not opposed to the
abandonment, if the Youngs agree that upon the County deeding the property
to them, they will give an easement to the adjacent property owner to access
the back side of the adjacent parcel which houses the adjacent property
owner’s garage entrance. The Youngs have agreed to provide said easement.
Per Virginia Code § 33.2-909, the following procedures for the abandonment
of an existing road, or portion of a road have been met:
(1) The Board, at its March 19, 2024, by a 7-0 vote, decided that no public
necessity exists for the continuance of the public road;
(2) The Board sent a formal notice of its intent to abandon the road to the
VDOT Commissioner and County Staff was advised by Joseph Craddock, VDOT,
that the abandoned road was not a part of the VDOT system and belongs to
the County;
(3) The Board posted notices in at least three (3) places on and along the
road sought to be abandoned for at least thirty (30) days;
(4) The Board published notice of its intent to abandon the road in two (2) or
more issues of a newspaper having general circulation in the County;
64
(5) The Board has waited thirty (30) days for any interested party to request a
Public Hearing of or related to the road abandonment; and
(6) No request for a Public Hearing has been received, thus the Board, within
the four (4) months of the thirty (30) day posting period, must pass the attached
Ordinance or Resolution abandoning the road.
For the Board’s review and consideration, Resolution # 2024-05-02, abandoning
the above-referenced portion of Jasper Woods Road and related
documentation is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the Board adopt attached Resolution # 2024-05-02
abandoning the above-referenced portion of Jasper Wood Road and go
forward with the preparation of the appropriate transfer to the Youngs, with the
stipulation that the adjacent landowner be given the above-described
easement.
MOTION:
“I make a Motion adopting attached Resolution # 2024-05-02 abandoning the
above-portion of Jasper Wood Road and direct Staff to take the appropriate
steps to transfer the same to the Youngs, with the stipulation that the adjacent
landowner be given the above-described easement.”
65
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-05-02
__________________________________________________________________
REQUEST TO ABANDON PORTION OF JASPER WOOD ROAD IN THE STAUNTON
RIVER MAGISTERIAL DISTRICT
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) May 21, 2024,
Business Meeting, the following Resolution was presented and adopted:
WHEREAS, public notice was posted as prescribed under § 33.2-909, Code of Virginia,
1950, as amended, announcing the Board’s intent to abandon the road described below from the
secondary system of state highways, and offering to hold a public hearing on the same, if so
requested by any interested party; and
WHEREAS, the Commissioner of the Virginia Department of Transportation (“VDOT”)
was provided the prescribed notice of this Board's intent to abandon the subject section of road;
and
WHEREAS, no person requested a public hearing on this matter during the statutory
posting notice period; and
WHEREAS, after considering all evidence available, this Board is satisfied that no public
necessity exists for the continuance of the following portion of Jasper Wood Road:
the property shown between Lot 12 and Lot 11 as “50’ Roadway (not open)” on the
plat by Richard B. Armstrong recorded as instrument number 220001839. This
property begins at a point on the northeast corner of Lot 12 on the right of way of
State Route 753 (Jasper Wood Drive), then S 18° 30’ 14” W, 199.88 feet to a point,
thence S 71° 12’ 57” E, 49.06 feet to the southwest corner of Lot 11, thence N 18°
46’ 20”, 199.91 feet to the northwest corner of Lot 11, thence N 71° 15’ 11” W
along the right of way of State Route 753, 50.00 feet to the point of beginning,
containing 0.227 acres in the Staunton River Magisterial District of Pittsylvania
County, Virginia, and hereby deems that section of road is no longer necessary as
a part of the secondary system of state highways.
NOW, THEREFORE, BE IT RESOLVED, this Board abandons the above-described
section of road and removes it from the secondary system of state highways, subject to VDOT
approval, pursuant to § 33.2-909, Code of Virginia, 1950, as amended; and
BE IT FURTHER RESOLVED, this Board has provided VDOT with a plat dated
December 20, 2021, depicting the above-referenced portion of the secondary system of state
highways to be abandoned, which plat is hereby incorporated herein by reference.
66
BE IT ALSO RESOLVED, this Board requests that VDOT abandon the portion of the
secondary system of state highways identified on the attached plat, pursuant to §33.1-229, Code
of Virginia, 1950, as amended; and
FINALLY BE IT RESOLVED that a certified copy of this Resolution is forwarded to
VDOT.
Given under my hand this 21st day of May, 2024.
________________________________
Darrell W. Dalton
Chairman, Pittsylvania County Board of Supervisors
ATTEST:
_______________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
67
68
69
70
71
72
73
74
75
76
77
7.r.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-05-04 Adoption (Honoring Freedom of
Choice Program Individuals)
Staff Contact(s): Robert Tucker
Agenda Date: May 21, 2024 Item Number: 7.r.
Attachment(s): 1. 2024-05-04 Freedom of Choice Program
Individuals
Reviewed By:
SUMMARY:
The Board commends the dedicated members of the "Freedom of Choice"
Committee that was formed to honor students who paved the way for
integration during Virginia’s “Freedom of Choice” era in the mid-1960’s. For the
Board's review and adoption consideration, Resolution # 2024-05-04, evincing
the same, is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt attached Resolution # 2024-05-04
honoring the Freedom of Choice program individuals as presented.
MOTION:
"I make a Motion adopting attached Resolution # 2024-05-04 honoring the
Freedom of Choice program individuals as presented."
78
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-05-04
__________________________________________________________________
HONORING FREEDOM OF CHOICE INDIVIDUALS
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) May 21, 2024,
Business Meeting, the following Resolution was presented and adopted:
WHEREAS, in October 2021, the process began to form the “Freedom of Choice”
Committee (“Committee”), which is comprised partly of alumni from formerly all-black
Pittsylvania County public schools who remember the days prior to and during integration. Other
committee members include representation from the County’s Public Library System and County’s
Historical Society; and
WHEREAS, Committee members and community members alike lived during Virginia’s
“Freedom of Choice” era, and the initiative was undertaken to ensure an accurate, complete,
honest, and inclusive account of this chapter in not-so-ancient history; and
WHEREAS, the Committee wanted to do something to recognize County students from
that were a part of the “Freedom of Choice” era, because they were so brave and so few; and
WHEREAS, after two (2) years of research and searching through yearbooks, a list of
names was assembled of the black County students that attended the primarily white County High
Schools during the “Freedom of Choice” era (1964-1969) before full integration; and
WHEREAS, the Committee worked with support from the County School Board, and in
partnership primarily with the County Public Library System and the County Historical Society
on the collaborative effort to curate and preserve the interviews and documentation collected about
“Freedom of Choice” in the County; and digital records, including audio and video recordings of
alumni, were stored and made available to researchers and the public; and
WHEREAS, the Committee Members are: Elizabeth Mayo, Michael Brown, Pastor
Reginald Carter, Glen Miller, Pastor Raymond Ramsey, Brenda Breedslove Carter, Margie Lanier
Richardson, Henry Myers, Rhonda Griffin, Marian Shelton Keyes, Calvin Yarbrough, Elma
Patrick Lane, Lisa Tuite, and Gayle Hunt Breakley; and
WHEREAS, four (4) ceremonies were held in February 2024 to unveil the plaques
installed at each County High School (Chatham, Gretna, Tunstall, and Dan River), which list the
names of black students who attended under the “Freedom of Choice” policy, honoring their
courage and commemorating both the struggle, and overcoming it.
NOW, THEREFORE, BE IT RESOLVED, that the Board commends the dedicated
members of the Committee who joined together to honor these students who paved the way for
integration during Virginia’s “Freedom of Choice” era in the mid-1960’s, and showed remarkable
courage, leadership, and sacrifice to help break the racial barrier in education.
79
Given under my hand this 21st day of May, 2024.
__________________________________________
Darrell W. Dalton
Chairman, Pittsylvania County Board of Supervisors
ATTEST:
_______________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
80
7.s.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: VDOT U.S. Highway 58 Temporary Construction Easement
Approval
Staff Contact(s):
Agenda Date: May 21, 2024 Item Number: 7.s.
Attachment(s): 1. 04-16-2024 Construction Easement Route 58
Reviewed By:
SUMMARY:
VDOT requests an temporary construction easement to replace or
rehabilitate a culvert pipe that runs under Route 58 (South Boston Highway)
adjacent to the Sutherlin Convenience Site (County-owned property; GPIN
2367-01-6925). Related documents are attached for review and reference.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends approval of the attached Temporary Construction
Easement and Access to allow VDOT to repair a culvert adjacent to County
property.
MOTION:
"I make a Motion authorizing the Assistant County Administrator, on behalf of
the Board, to execute a Temporary Construction Easement and Access with the
Commonwealth of Virginia for replacement or rehabilitation of a mainline
culvert."
81
82
83
84
7.t.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Financial Management Policy Revisions Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: May 21, 2024 Item Number: 7.t.
Attachment(s): 1. FMA adopted 05-02-1994 REVISED 5_21_24
2. Financial Management Policy-Summary of
Changes.5.21.24
Reviewed By:
SUMMARY:
It is time for the Board to review and/or make additions and revisions to the
County's Financial Management Policies if needed. As discussed at the Board's
May Work Session, there are several revisions and one (1) additional Policy that
needs to be added to the overall Financial Management Policies. For the
Board's review and consideration, a summary of these changes is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
RECOMMENDATION:
County Staff recommends the changes to the Financial Management Policies
as attached and presented.
MOTION:
"I make a Motion approving the revisions/addition to the County's Financial
Management Policies as attached and presented."
85
FINANCIAL MANAGEMENT POLICIES
PITTSYLVANIA COUNTY, VIRGINIA
ADOPTED: MAY 2, 1994
REVISED: NOVEMBER 20, 2012
REVISED: JULY 21, 2015
REVISED: SEPTEMBER 18, 2018
REVISED: FEBRUARY 15, 2022
REVISED: MAY 21, 2024
86
TABLE OF CONTENTS
POLICY I RESERVES....................................................................................................3-4
POLICY II ANNUAL FISCAL PLAN ............................................................................5-6
POLICY III REVENUES ...................................................................................................7-8
POLICY IV CAPITAL IMPROVEMENT PROGRAM....................................................9
POLICY V CAPITAL ASSETS POLICY……………………………………………... 10-12
POLICY VI DEBT MANAGEMENT ...............................................................................13
POLICY VII CASH MANAGEMENT ...............................................................................14
POLICY VIII ACCOUNTING AND FINANCIAL REPORTING .....................................15
POLICY IX PROCUREMENT ..........................................................................................16
POLICY X RISK MANAGEMENT.................................................................................17
POLICY XI ECONOMIC DEVELOPMENT ....................................................................18
POLICY XII FEDERAL AWARDS ADMINISTRATION………………………………19-33
POLICY XIII POLICY REVIEW.........................................................................................34
87
Policy I Reserves and Fund Balance
Fund balance is the difference between the assets and liabilities reported in a governmental fund.
Pittsylvania County’s General Fund balance provides the County with sufficient working capital
and some ability to address emergencies without borrowing. The following five fund balance
classifications describe the relative strength of the spending constraints placed on the purposes for
which the resources can be used:
o Nonspendable fund balance – amounts that are not in spendable form (such as
inventory and prepaids) or are required to be maintained intact (corpus of a
permanent fund);
o Restricted fund balance – amounts constrained to specific purposes by their providers
(such as grantors, bondholders, and higher levels of government), through
constitutional provisions, or by enabling legislation;
o Committed fund balance – amounts constrained to specific purposes by a
government itself, using its highest level of decision-making authority; to be reported
as committed, amounts cannot be used for any other purpose unless the government
takes the same highest level action to remove or change the constraint;
o Assigned fund balance – amounts a government intends to use for a specific purpose;
intent can be expressed by the governing body or by an official or body to which the
governing body delegates the authority; for all funds except the general fund,
assigned fund balance is the residual fund balance classification;
o Unassigned fund balance – amounts that are available for any purpose; positive
amounts are only reported in the general fund.
To further provide the stable management of County services, maintain the County’s fiscal integrity,
a stable and equitable tax rate and a high credit rating to minimize borrowing costs, the County shall
establish the following minimum General Fund Balance elements:
o Committed Fund Balance Policy: The Board of Supervisors is the County’s highest
level of decision-making authority and the formal action that is required to be taken
to establish, modify, or rescind a fund balance commitment is a resolution approved
by the Board of Supervisors. The resolution must either be approved or rescinded, as
applicable, prior to the last day of the fiscal year for which the commitment is made.
The amount subject to the constraint may be determined in the subsequent period.
o Assigned Fund Balance Policy: The Board of Supervisors has authorized the
County’s Finance Director as the official authorized to assign fund balance to a
specific purpose as approved by this fund balance policy.
o An Unassigned General Fund Balance of not less than 20% of the most current
audited General Fund expenditures to address natural and manmade disasters and to
offset budget fluctuations.
o This General Fund Balance shall not be used to support recurring operating
expenditures outside of the current budget year and this shall be done only on the
basis of a shortfall in revenues. In the ensuing year the County will increase its 3 88
General Fund revenues or decrease its expenditures to prevent using this General
Fund Balance two years in a row to subsidize General Fund Operations.
o Funds in excess of the General Fund Balance “target” at the close of the fiscal year
shall be considered to address mid-year request for critical expenditures.
o Resource Flow Policy: when fund balance resources are available for a specific
purpose in more than one classification, it is the County’s policy to use the most
restrictive funds first in the following order: restricted, committed, assigned, and
unassigned as they are needed.
o In the event the Unassigned General Fund Balance is used to provide for temporary
funding of unforeseen emergency needs, the County shall restore the Unassigned
General Fund Balance to the minimum level of twenty percent (20%) of the most
current audited General Fund expenditures within two (2) fiscal years following the
fiscal year in which the event occurred.
4 89
Policy II Annual Fiscal Plan
The County’s annual operating budget must continue to show fiscal restraint with the objective of
providing public services at the lowest possible cost. However, delivering services economically is
not sufficient; the quality of service delivery is expected to remain high. Therefore, to receive
maximum benefit from the dollars spent, the County must integrate performance measurement and
productivity indicators where possible within the annual budget process. Duplication of services
and inefficiency in delivery should be eliminated wherever they are identified.
The County will fund current expenditures with current revenues and other recurring funding
sources such as the projected under expenditure of current budget appropriations. The County will
avoid budgetary procedures that balance current expenditures at the expense of meeting future
years’ expenses, such as postponing expenditures, accruing future years’ revenues or rolling over
short-term debt.
If a deficit is subsequently projected during any fiscal year, the County will reduce expenditures or
increase revenues to the extent necessary to ensure a balanced budget at the close of the fiscal year.
The County shall establish a Contingency Appropriation as part of the annual General Fund budget
process not to exceed 1% of the adopted County budget, excluding transfers, to meet unexpected
expenditure increases for General Fund supported agencies.
Equipment (e.g., vehicles) should be replaced on a cost-effective basis (i.e., whenever they become
unsafe or too expensive to maintain). To address this objective, the County will maintain a
comprehensive replacement program comprised of a schedule of capital assets to be replaced and
the scheduled expenditures by fiscal year. These scheduled expenditures will be programmed into
future budget periods to provide a more consistent approach to the replacement of capital assets;
thereby contributing to the stability of the County’s tax rate.
The amount of annual School Funding as evidenced by the Transfer from the General Fund to the
School Operating Fund shall be determined as follows:
o Local Tax Revenues
Local taxes are used to fund the required transfer to the School Operating Fund.
This Calculation shall be based on revenue estimates used in the budget process.
o Standards of Quality
The County shall meet the “Standards of Quality” (SOQ) requirements, as defined by the
Commonwealth of Virginia, as the minimum funding requirements for School use.
In order to assist with financial planning decisions, the County will prepare a five year projection of
General Fund revenues and expenditures. This projection will use detailed analyses and economic
forecasts. These analyses and forecasts will enable the County to focus on the long-range financial
impact of proposed program expenditures and future revenue trends that may affect the delivery of
services.
To monitor the status of the current years’ fiscal plan, a formal budget review process shall be
implemented. The objectives of this review are twofold: 5 90
1. The review shall highlight the expenditure of funds against budget by function and revenue
trends.
2. The review shall provide a status report on the major programs and project initiatives
contained in the adopted fiscal plan. This report shall be presented at the conclusion of the
second, third and fourth quarters of the current fiscal year.
The County will continue to annually prepare a budget consistent with the guidelines established by
the Government Finance Officers Association under its Distinguished Budget Award Program. In
order to receive this award, a governmental unit must publish a budget document that meets
rigorous program standards as a policy document, as an operations guide, as a financial plan, and as
a communication tool. This award, along with the Certificate of Achievement for Excellence in
Financial Reporting, would help Pittsylvania County present a quality financial image.
6 91
Policy III Revenues
The County will establish and maintain a diversified and stable revenue base to protect it from
short-run fluctuations in any one revenue source. The County will estimate its annual revenues by
an objective, analytical process and project revenues for the next five years; updating this projection
annually. Each existing and potential revenue source will be re-examined annually as part of this
process.
Charges for Services:
The County will establish all user charges and fees at an appropriate level after recognition of the
cost of providing the services. Periodically, the County will recalculate the full costs of activities
supported by user fees to identify the impact of inflation and other cost increases. It is recognized
that occasionally competing policy objectives will result in user fee levels that recover only a
portion of service costs.
Intergovernmental Aid:
Pittsylvania County should pursue intergovernmental aid for only those programs and activities that
address a recognized need and are consistent with the County’s long-range objectives. Any decision
to pursue intergovernmental aid should be preceded by the consideration of the following fiscal
consideration:
1. Present and future funding requirements;
2. Cost of administering the funds; and
3. Costs associated with special conditions or regulations attached to the grant award.
The County should attempt to recover all allowable costs – direct and indirect – associated with the
administration and implementation of programs funded through intergovernmental aid. In the case
of State and federally mandated programs, the County should attempt to obtain as much funding as
possible from the governmental entity requiring that the service be provided.
Assessments:
Through sound appraisal practices, the County will ensure that real property is assessed every four
years and personal property is assessed annually on a fair and equitable basis within standards
established by the International Association of Assessing Officers regarding the level of assessment
and assessment equity. Real and personal property will be enforced to ensure that the tax burden is
shared equitably among all taxpayers. The level of assessment on January 1st will be the legally
mandated ratio of 100% of market value. The achievement of the requirement for real estate shall
be measured against the Virginia Department of Taxation’s annual study which reports each local
government’s assessment to sales ratio. The County’s goal is to achieve an annual assessment to
sales ratio of at least 94%, under current real estate market conditions, when January 1st assessment
is compared to sales in the succeeding calendar year.
A report on assessment ratios shall be submitted annually to the Board of Supervisors by the
Commissioner of Revenue.
7 92
Property Tax Collections:
The County must continue to strive toward increasing its property tax collection ratio by taking
advantage of all available legal enforcement powers (liens on bank accounts, attachment of
property, public sale of real property, etc.).
The County’s total collections each year of current taxes, delinquent taxes and late penalties should
equal the full tax levy for the current year.
8 93
Policy IV Capital Improvement Program
The County will adopt an annually updated multi-year capital improvement program that sets forth
desired capital improvements and the sources of funding for such improvements. Where general
obligation bonds or other types of long-term debt are proposed, their impact on the County’s debt
ratios and real property tax rate will be examined. The expenses of operating proposed facilities and
any new programs associated with them are vital and will be included in the annual capital
budgeting process. The revenues necessary to fund these expenditures are to be estimated and
provided as part of the overall financial impact of the capital improvement program. The utilization
of this process will result in an orderly approach to meeting capital requirements and a manageable
schedule for the payment of debt service and operating costs.
A contribution from current revenues to the County’s capital improvement program reduces future
debt services requirements and provides a safety margin to protect the County from revenue
shortfalls. It shall be the County’s objective to dedicate the required amount of the annual General
Fund revenues allocated to the County’s operating budget to fund projects included in the County’s
Capital Improvement Plan (CIP).
9 94
Policy V Capital Asset Policy
Capital assets are tangible or intangible assets that are obtained for use in operations. The
Pittsylvania County (the County) capitalizes assets that have an individual cost that exceeds the
thresholds in the table below and an expected useful life of more than two years. If federal
and/or state capital asset policies and regulations conflict with the policy of the County, the
federal and state policies and regulations will prevail. However, if federal and/or state policies
and regulations are less restrictive than the County policy, then the County policy will prevail.
Capital assets can be purchased, constructed, or donated, and fall into one of the categories
below:
Capital Asset Category Capitalization Threshold Land $ 20,000 Buildings & Improvements 20,000 Furniture, Fixtures, and Equipment 20,000
Vehicles 20,000 Right-to-use leased assets 20,000 Construction in Progress based on anticipated final asset cost
Capital Asset Categories
A. Land
Land is real property that provides a foundation for structures or produces crops,
trees, and other forms of shrubbery. Land has an indefinite useful life.
Expenses to prepare the land for its intended use are capitalized. Capitalizable
costs for land include purchase price, legal and title fees, easements, grading,
etc.
B. Buildings
Buildings are permanent structures, which include warehouses, plant facilities,
and office buildings. Capitalizable costs for buildings include purchase price,
legal fees, reconditioning, materials, labor, professional fees, etc. The County
capitalizes all components of a building as one asset and depreciates them over
the useful life of the building. Replacement of components of the building, such
as replacement of a roof, is expensed as incurred.
C. Building/Land Improvements
Land improvements add value to the land and can be inexhaustible or exhaustible.
• Inexhaustible
Inexhaustible land improvements include costs that are necessary to
bring the land to its intended condition for use. Initial improvement
costs, such as clearing, filling, grading, and leveling of land, are included
in the cost of the land.
10 95
• Exhaustible
Land improvements that are exhaustible, or deteriorate over time, are
capitalized separately and depreciated. Examples include, but are not
limited to, parking lots, fences, and landscaping.
Building improvements are capitalized if they prolong the useful life of the asset
or increase the value or future economic benefit of the individual asset. Regular
maintenance or minor renovations, however, are not capitalized by the County.
D. Furniture, Fixtures, and Equipment
Furniture, fixtures, and equipment are assets that include machinery, furnishings,
software, and similar items. Capitalizable costs include net purchase price,
taxes, transportation, installation, etc.
a. Software
Software is considered an intangible asset and should be capitalized if
purchased or developed for internal uses. Acquisition costs and other costs
incurred to customize the software are also capitalized. Major software
upgrades that provide a significant increase in functionality or exceed the
aggregate capitalization threshold are capitalized. Internally generated
computer software has additional qualifications for capitalization. Internally
generated software development is considered to occur in three phases:
i. Preliminary Project Stage: conceptual formulation, evaluation of
alternatives, determination of existence of needed technologies, and
final selection from alternatives
ii. Application Development Stage: design of the chosen path, coding,
installation to hardware, testing, and data conversion needed to make
software operational
iii. Post-Implementation/Operations Stage: application training and
software maintenance
Costs are only capitalized in the application development stage once the
preliminary project stage is complete. Costs can only be capitalized once
management authorizes and commits to funding. Costs in the preliminary
project stage and post-implementation/operations stage are not capitalized.
E. Vehicles
Vehicles include cars, trucks, ambulances, etc. used by the County in its normal
operations. Capitalizable costs for vehicles include net purchase price, taxes,
transportation, etc. Vehicles are capitalized individually and tracked in
coordination with the Department of General Properties.
F. Construction in Progress
Construction in progress is used for costs incurred to construct capital assets
before they are substantially complete. Costs during construction are tracked
throughout the construction period in an effort to represent reliable information
on the County’s financial statements. 11 96
Capitalizable Costs
Capital assets are recorded at historical cost. Historical costs include:
• Purchase price
• Costs needed to place the asset at its intended location, i.e. freight
• Costs needed to place the asset in its intended condition for use, i.e. installation and site
preparation costs
All costs must be directly identifiable with a specific asset to be capitalized. Costs incurred
after the asset acquisition is considered to be probable are capitalized. Internal costs that
directly relate to the acquisition or construction of a specific asset are also capitalized. Assets
donated by third parties are recorded at fair market value.
Depreciation
Depreciation is a method to distribute the cost of a capital asset over its useful life in a
systematic and rational manner. The County uses the straight-line method to depreciate capital
assets. Assets are assumed to have no salvage value at the end of their useful lives.
Depreciation is prorated by month in the year of acquisition and disposal. Depreciation begins
the month following the acquisition date. Capital assets are depreciated based on the useful life
schedule below:
Capital Asset Category Useful Life Land and Land Improvements (Inexhaustible) Indefinite Buildings and Improvements 10-40 years Furniture and Office Equipment 5-10 years Machinery & Equipment 5-10 years Computer-related Equipment 5-10 years
Vehicles 5 years Garbage and Dump trucks 10 years Fire and Rescue Vehicles 10-20 years Right-to-use leased assets Life of the lease
Depreciation expense must be reported as a reduction of net assets in the government-wide
statement of activities. Accumulated depreciation reduces the carrying amount of capital assets
as reported in the government-wide statement of net assets.
Dispositions
It is at the discretion of the department to determine when an asset is considered for disposition.
Once an item has been disposed, the department should notify the Finance Department so the
item can be removed from the capital asset system. A capital asset report is sent to departments
annually to verify that all assets are correct.
This policy shall be effective July 1, 2023.
12 97
Policy VI Debt Management
Debt ratios must be maintained at the following levels:
1. Outstanding General Fund Debt as a percentage of the estimated market value of all
taxable property (real and personal) in the County should not exceed 3%; and
2. Annual debt and lease purchase financing for capital facilities will be used in
computing debt ratios for financial planning and reporting purposes. Debt service as
a percentage of General Fund Expenditures should not exceed 10%.
3. School debt and lease purchase financing for capital facilities will be used in
computing debt ratios for financial planning and reporting purposes except for
financed School projects where debt service is paid specifically from the 1% School
Sales Tax Revenue stream.
13 98
Policy VII Cash Management
Effective cash management is an essential part of good financial management, particularly at a time
when rising costs place mounting pressures on local revenues. Maximization of County investment
returns on funds not immediately required for County operations can help offset this pressure. The
County investment program must meet four criteria which are listed in the order of their importance:
1. Legality,
2. Safety,
3. Liquidity, and
4. Yield
The legality and safety of public investments are crucial. To allow for unforeseen expenditures, it
must be possible to liquidate investments quickly without loss of principal. Only after these criteria
are met should the maximization of investment yield be pursued.
Investment performance will be based upon the comparison of the County’s investment yield to the
average yield on the 91 day U. S. Treasury Bill; Donoghue’s Money Market Fund Average and the
average annual rate of return experienced by other jurisdictions.
Within the constraints of normal trade practices, the County should increase the amount of funds
available for investment by rapid collection of money owed to the County and decelerated payment
of obligations. At all times total cash invested shall at a minimum equal 100% of total book cash
balances.
A timely report of this information should be prepared by the Treasurer and submitted to the Board
of Supervisors monthly.
14 99
Policy VIII Accounting and Financial Reporting
The County will comply with generally accepted accounting principles (GAAP) in its accounting
and financial reporting system, as contained in the following publications:
o Codification of Governmental Accounting and Financial Reporting Standards, issued
by the Governmental Accounting Standards Board (GASB).
o Governmental Accounting, Auditing, and Financial Reporting (GAAFR), issued by
the Governmental finance Officers Association of the United States and Canada.
o Uniform Financial Reporting Manual for Virginia Counties and Municipalities,
prepared by the Commonwealth of Virginia Auditor of Public Accounts.
o Audits of State and Local Governmental Units, an industry audit guide published by
the American Institute of Certified Public Accountants.
The County will annually prepare its financial report in compliance with the principles and
guidelines established by the Government Finance Officers Association’s Certificate of
Achievement for Excellence in Financial Reporting Program. The Certificate of Achievement,
which is issued for excellence in financial reporting, provides national recognition for jurisdictions
that qualify and increases the marketability of their debt offerings. Conformance with the
Association’s standards also increases the comparability of the County’s reports to those of other
jurisdictions following the same standards.
The County’s annual financial statements, federal grant reports, and Uniform Financial Reports will
be audited yearly by a qualified, independent public accounting firm. An independent audit
provides objective evidence that the County’s financial transactions are properly handled, recorded,
and reported. This assurance increases the confidence of third parties (banks, bond-holders, bond
rating agencies, etc.) and the general public in the County’s annual financial reports.
The County must never resort to unsound fiscal practices to achieve a balanced budget or to provide
needed capital improvements. Such things as moving tax payment dates forward to produce one-
time “windfalls” or using fund balance for recurring expenditures are examples of such unsound
financial practices which must be avoided.
15 100
Policy IX Procurement
The primary objectives of the County’s procurement process center upon economy and efficiency.
One objective is to obtain supplies, equipment, and services as economically as possible. A second
objective is to purchase materials that are best suited to the specific needs of operating departments.
Most importantly, needed materials should be available in a timely manner to avoid any
interruptions in the delivery of services to the public. To achieve these objectives, five essential
components are necessary:
1. Sufficient and competent personnel,
2. Centralized organization,
3. Formal regulations,
4. Standardization and specifications, and
5. Effective operating procedures
Finally, the procurement process must guard against fraud, waste, and favoritism in the purchase of
goods and services. Additional information regarding procurement procedures can be found the
Procurement Policy.
16 101
Policy X Risk Management
Pittsylvania County is to be protected against accidental loss or losses which would significantly
affect personnel, property, the budget, or the ability of the County to continue to fulfill its
responsibilities to taxpayers and the public. Potentially hazardous situations, practices, and
conditions will continue to be evaluated and where feasible and cost effective, reduced or
eliminated. Since 1992, the County has been self-insured with respect to certain insurance
programs. The County must therefore maintain actuarially sound insurance reserves that will
indemnify the County and its employees against potential loss. The maintenance of an actuarially
determined self-insurance fund serves to further enhance the professional financial management
image of the County.
17 102
Policy XI Economic Development
Pittsylvania County shall continue to expand and diversify its economic base by attracting industrial
and commercial firms to the County. Special emphasis should be given to industrial and
commercial enterprises that will employ the local labor force. In addition, the County will continue
to utilize a network of public facilities which links planned industrial and commercial areas with its
growing residential areas. Further diversification of the County’s tax base through industrial and
commercial development will serve to provide employment stability in the area and tend to reduce
the tax burden of individual taxpayers.
18 103
Policy XII Federal Grants Administration
GRANT ADMINISTRATION
Pittsylvania County does not have a centralized grants department; therefore, it is the
responsibility of each department obtaining a grant to care for and be familiar with all
grant documents and requirements. If a grant is Federal, the department should
immediately notify the Finance Director for inclusion in the Pittsylvania County’s
Single Audit. For the purpose of this policy “Program Director” applies to the
individual within a given department who will be responsible for the grant.
1. Grant Development, Application, and Approval –
a. Legislative Approval – The point at which legislative approval is required is
determined by the requirements of the grant program. If the grant must be
submitted by “an individual authorized by the legislative body”, then Board
approval is required prior to submitting the application. If such legislative
approval is not specifically required by the written terms of the grant, then the
department head may, at his or her discretion, approve grant applications. In
this case, a copy of the application shall be sent to the County Administrator’s
office. If an award is given, a copy of the agreement shall also be furnished to
the County Administrator’s office. Electronic copies are preferable.
b. Matching Funds – Grants that require cash local matches must be coordinated
through the County Administrator’s office. At a minimum, funds must be
identified within the existing budget to provide the match, or a budget
adjustment will be required. Depending on the nature of the grant, there may
also be some policy implications that will bear discussion. (For example, will
the grant establish a level of service that cannot be sustained once the grant
funds are depleted?)
c. Grant Budgets – Most grants require the submission of an expenditure budget.
The department head should review this portion of the grant request prior to
submission. The Finance Director will need to be contacted regarding
personnel projections.
2. Grant Program Implementation –
a. Notification and Acceptance of an Award – Official notification of a grant
award is typically sent by a funding agency to the program director and/or
other official designated in the original grant proposal. However, the
authorization to actually spend grant funds is derived from the Board through
the approval of a grant budget. This is done with the adoption of the
Government-wide operating budget, as the grant budget is a component of
such.
b. Establishment of Accounts – The department that obtained the grant will
provide the Finance office with information needed to establish revenue and
expense accounts for the project. Ordinarily, this information will include a
copy of a summary of the project and a copy of the full project budget.
c. Purchasing Guidelines – All other Pittsylvania County purchasing and procurement
guidelines apply to the expenditure of grant funds. The use of grant funds does
not exempt any purchase from normal purchasing requirements. All typical 19 104
paperwork, staff approvals, and bidding requirements apply. When in doubt, the
Program Director should contact the County Administrator’s office for further
assistance.
3. Financial and Budgetary Compliance –
a. Monitoring Grant Funds – Departments may use some internal mechanism (such
as a spreadsheet) to monitor grant revenues, expenditures and budgetary
compliance, however all such financial information will also be maintained in the
Pittsylvania County’s finance software at some level. The finance software is
considered to be Pittsylvania County’s “official” accounting system. Ultimately, the
information in this system is what will be audited and used to report to governing
boards, not information obtained from offline spreadsheets. Program Directors are
strongly encouraged to use inquiries and reports generated directly from the
finance software to aide in grant tracking. If any “off-system” accounting records
are maintained, it is the responsibility of the Program Director to ensure that the
program’s internal records agree to the Pittsylvania County’s accounting system.
b. Fiscal Years – Occasionally, the fiscal year for the granting agency will not
coincide with the Pittsylvania County’s fiscal year. This may require adjustments to
the internal budget accounts and interim financial reports as well as special
handling during fiscal year-end close. It is the responsibility of the department
head to oversee grant budgets within his/her department and to bring such
discrepancies to the attention of the Finance office at the time the grant accounts
are established.
c. Grant Budgets – When the accounting structure for a grant is designed, it will
include the budget that was prepared when the grant application was submitted.
The terms of each specific grant will dictate whether any budget transfers between
budgeted line items will be permitted. In no case will the Program Director be
authorized to exceed the total budget authority provided by the grant.
If grant funds have not been totally expended by fiscal year-end, it is the
responsibility of the Program Director to notify the Finance Director that budget
funds need to be carried forward to the new fiscal year, and to confirm the
amounts of such carry-forwards. This can be done during the Pittsylvania
County’s normal annual budgeting process. Carry-forwards of grant funds will be
subjected to maximum allowable amounts/percentages based on the grant award
agreement and/or the Uniform Guidance compliance supplement.
d. Capital Assets – Pittsylvania County is responsible for maintaining an inventory of
assets purchased with grant monies. The Pittsylvania County is accountable for
them and must make them physically available for inspection during any audit.
The Finance Director must be notified immediately of any sale of these assets.
20 105
Customarily, the proceeds of the sale can only be used on the grant program that
purchased them. In most cases, specific governing regulations can be found in the
original grant.
The individual department overseeing the grant will coordinate this requirement.
All transactions that involve the acquisition or disposal of grant funded fixed
assets must be immediately brought to the attention of the Finance Director.
4. Record Keeping –
a. Audit Workpapers – The Pittsylvania County’s external auditors audit all grants at
the end of each fiscal year. The department who obtained the grant will prepare
the required audit workpapers. These will then need to be sent to the Finance
Director within a reasonable time following year end.
b. Record Keeping Requirements – Grant record keeping requirements may vary
substantially from one granting agency to another. Consequently, a clear
understanding of these grant requirements at the beginning of the grant process is
vital. The Program Director in the Finance Department will maintain copies of all
grant draw requests, and approved grant agreements (including budgets). Records
shall be retained for a minimum of 5 years from the date on which the final
Financial Status Report is submitted, or as otherwise specified in the requirements
of the federal award, unless a written extension is provided by the awarding
agency, cognizant agency for audit or cognizant agency for indirect costs.
Uniform Guidance Compliance Supplement - General Information
Board Policies. The Board of Supervisors has adopted various financial policies
independent of those now required for federal awards under the Uniform Guidance.
These policies may be incorporated into this document by reference. All of the
established board policies also apply to federal grants where appropriate. These policies
include:
• Pittsylvania County Procurement Policy
• Personnel Policy
21 106
Uniform Guidance Compliance Supplement - Activities Allowed/Unallowed and
Allowable Costs/Cost Principles
The requirements for allowable costs/cost principles are contained in the Uniform
Guidance, program legislation, Federal awarding agency regulations, and the terms and
conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. All grant expenditures will be in compliance with the Uniform Guidance, State law,
Pittsylvania County policy, and the provisions of the grant award agreement will also
be considered in determining allowability. Grant funds will only be used for
expenditures that are considered reasonable and necessary for the administration of
the program and treatment will be consistent with the policies and procedures the
Pittsylvania County would apply to non-federally financed work.
2. Grant expenditures will be approved by the department head when the bill or invoice
is received. The terms and conditions of the Federal Award will be considered when
approving. The approval will be evidenced by the department head’s initials on the
original bill or invoice. Accounts payable disbursements will not be processed for
payment until necessary approval has been obtained.
3. Payroll costs will be documented in accordance with the Uniform Guidance.
Specifically, compensation for personal services will be handled as set out in
§200.430 and compensation for fringe benefits will follow §200.431 of the Uniform
Guidance.
4. An indirect cost rate will only be charged to the grant to the extent that it was
specifically approved through the grant budget/agreement.
Part 200 examines the allowability of 55 specific cost items (commonly referred to as
Selected Items of Cost) at 2 CFR 200.420-200.475. These cost items are listed in the
chart below along with the citation where it is discussed whether the item is allowable.
Pittsylvania County personnel responsible for spending federal grant funds and for
determining allowability must be familiar with the Part 200 selected items of cost section.
Pittsylvania County must follow these rules when charging these specific expenditures to a
federal grant. When applicable, staff must check costs against the selected items of cost
requirements to ensure the cost is allowable.
The selected item of cost addressed in Part 200 includes the following (in alphabetical
order):
Item of Cost Citation of Allowability Rule
Advertising and public relations costs 2 CFR § 200.421
Advisory councils 2 CFR § 200.422
Alcoholic beverages 2 CFR § 200.423
Alumni/ae activities 2 CFR § 200.424
Audit services 2 CFR § 200.425
Bad debts 2 CFR § 200.426
Bonding costs 2 CFR § 200.427
Collection of improper payments 2 CFR § 200.428 22 107
Commencement and convocation costs 2 CFR § 200.429
Compensation – personal services 2 CFR § 200.430
Compensation – fringe benefits 2 CFR § 200.431
Conferences 2 CFR § 200.432
Contingency provisions 2 CFR § 200.433
Contributions and donations 2 CFR § 200.434
Defense and prosecution of criminal and civil
proceedings, claims, appeals and patent
infringements
2 CFR § 200.435
Depreciation 2 CFR § 200.436
Employee health and welfare costs 2 CFR § 200.437
Entertainment costs 2 CFR § 200.438
Equipment and other capital expenditures 2 CFR § 200.439
Exchange rates 2 CFR § 200.440
Fines, penalties, damages and other
settlements
2 CFR § 200.441
Fund raising and investment management
costs
2 CFR § 200.442
Gains and losses on disposition of
depreciable assets
2 CFR § 200.443
General costs of government 2 CFR § 200.444
Goods and services for personal use 2 CFR § 200.445
Idle facilities and idle capacity 2 CFR § 200.446
Insurance and indemnification 2 CFR § 200.447
Intellectual property 2 CFR § 200.448
Interest 2 CFR § 200.449
Lobbying 2 CFR § 200.450
Losses on other awards or contracts 2 CFR § 200.451
Maintenance and repair costs 2 CFR § 200.452
Materials and supplies costs, including costs
of computing devices
2 CFR § 200.453
Memberships, subscriptions, and
professional activity costs
2 CFR § 200.454
Organization costs 2 CFR § 200.455
Participant support costs 2 CFR § 200.456
Plant and security costs 2 CFR § 200.457
Pre-award costs 2 CFR § 200.458
Professional services costs 2 CFR § 200.459
Proposal costs 2 CFR § 200.460
Publication and printing costs 2 CFR § 200.461
Rearrangement and reconversion costs 2 CFR § 200.462
Recruiting costs 2 CFR § 200.463
Relocation costs of employees 2 CFR § 200.464
Rental costs of real property and equipment 2 CFR § 200.465
Scholarships and student aid costs 2 CFR § 200.466
Selling and marketing costs 2 CFR § 200.467
Specialized service facilities 2 CFR § 200.468
Student activity costs 2 CFR § 200.469
Taxes (including Value Added Tax) 2 CFR § 200.470
Termination costs 2 CFR § 200.471
Training and education costs 2 CFR § 200.472 23 108
Transportation costs 2 CFR § 200.473
Travel costs 2 CFR § 200.474
Trustees 2 CFR § 200.475
Uniform Guidance Compliance Supplement - Cash Management
Source of Governing Requirements – The requirements for cash management are
contained in the Uniform Guidance, program legislation, Federal awarding agency
regulations, and the terms and conditions or the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Most of the Pittsylvania County’s grants are awarded on a reimbursement basis. As
such, program costs will be expended and disbursed prior to requesting
reimbursement from the grantor agency. If Federal grant funds are received first, care
will be taken in order to minimize the time elapsing between receipt of Federal funds
and disbursement to contractors/employees/subrecipients according to §200.302 (6)
of the Uniform Guidance. Expenditures will be compared with budgeted amounts for
each Federal award.
2. Cash draws will be initiated by the Program Director who will determine the
appropriate draw amount. Documentation of how this amount was determined will be
retained. Payments and travel costs will be handled in a manner consistent with the
Pittsylvania County’s existing Accounts Payable policies and in accordance with
§200.305 (payments) and §200.474 (travel costs) of the Uniform Guidance.
3. The physical draw of cash will be processed in the Pittsylvania County’s finance
software, or through the means prescribed by the grant agreement for other awards.
4. Supporting documentation or a copy of the cash draw paperwork will be filed along
with the approved paperwork described above and retained for audit purposes.
Uniform Guidance Compliance Supplement - Eligibility
Source of Governing Requirements – The requirements for eligibility are contained in
program legislation, Federal awarding agency regulations, and the terms and conditions
of the award.
Additional Policies and Procedures. The following policies and procedures will also be
applied:
1. Federal grants will only benefit those individuals and/or groups of participants that
are deemed to be eligible.
2. Initial eligibility determinations will be made by the Program Director based on the
grant award/contract. Sufficient documentation to support these determinations will
be retained and made available to administration, auditors, and pass-through or
grantor agencies, upon request. It is the department’s responsibility to maintain
complete, accurate, and organized records to support eligibility determinations.
24 109
Uniform Guidance Compliance Supplement - Equipment and Real Property
Management
Source of Governing Requirements – The requirements for equipment are contained in
the Uniform Guidance, program legislation, Federal awarding agency regulations, and
the terms and conditions of the award.
Additional Policies and Procedures. The following policies and procedures will also be
applied:
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. All equipment will be used in the program for which it was acquired or, when
appropriate, in other Federal programs.
2. When required, purchases of equipment will be pre-approved by the grantor or pass-
through agency. The Program Director will be responsible for ensuring that
equipment purchases have been previously approved, if required, and will retain
evidence of this approval.
3. Property/Equipment records will be maintained, a physical inventory shall be taken
every two years, and an appropriate system shall be used to safeguard assets.
4. When assets with a current per unit fair market value of $5,000 or more are no longer
needed for a Federal program, a request for written guidance shall be made from the
grantor agency as to what to do with the property/equipment prior to sale or
relocation. The Pittsylvania County shall abide with the requirements set out in
§200.311 and §200.313 of the Uniform Guidance in this regard. If a sale will take
place, proper procedures shall be used to provide for competition to the extent
practical and result in the highest possible return.
Uniform Guidance Compliance Supplement - Matching, Level of Effort and
Earmarking
Source of Governing Requirements – The requirements for matching are contained in the
Uniform Guidance, program legislation, Federal awarding agency regulations, and the
terms and conditions of the award. The requirements for level of effort and earmarking
are contained in program legislation, Federal awarding agency regulations, and the terms
and conditions of the award.
Pittsylvania County defines “matching”, “level of effort”, and “earmarking” consistent
with the definitions of the Uniform Guidance Compliance Supplement:
Matching or cost sharing includes requirements to provide contributions (usually non-
Federal) or a specified amount or percentage of match Federal awards. Matching may be
in the form of allowable costs incurred or in-kind contributions (including third-party in-
kind contributions).
25 110
Level of effort includes requirements for (a) a specified level of service to be provided
from period to period, (b) a specified level of expenditures from non-Federal or Federal
sources for specified activities to be maintained from period to period, and (c) Federal
funds to supplement and not supplant non-Federal funding of services.
Earmarking includes requirements that specify the minimum and/or maximum amount of
percentage of the program’s funding that must/may be used for specified activities,
including funds provided to subrecipients. Earmarking may also be specified in relation
to the types of participants covered.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Compliance with matching, level of effort, and earmarking requirements will be the
responsibility of the Finance Director.
2. Adequate documentation will be maintained to support compliance with matching,
level of effort, and earmarking requirements. Such information will be made available
to administration, auditors, and pass-through or grantor agencies, as requested.
Uniform Guidance Compliance Supplement - Period of Performance
Source of Governing Requirements – The requirements for period of performance of
Federal funds are contained in the Uniform Guidance, program legislation, Federal
awarding agency regulations, and the terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Costs will be charged to an award only if the obligation was incurred during the
funding period (unless pre-approved by the Federal awarding agency or pass-through
grantor agency).
2. All obligations will be liquidated no later than 90 days after the end of the funding
period (or as specified by program legislation).
3. Compliance with period of performance requirements will initially be assigned to the
Program Director. All AP disbursements are subject to the review and approval of
accounts payable staff and the Board as part of the payment process.
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Uniform Guidance Compliance Supplement - Procurement, Suspension and
Debarment
Source of Governing Requirements – The requirements for procurement are contained in
the Uniform Guidance, program legislation, Federal awarding agency regulations, and the
terms and conditions of the award.
The requirements for suspension and debarment are contained in OMB guidance in 2
CFR part 180, which implements Executive Orders 12549 and 12689, Debarment and
Suspension; Federal agency regulations in 2 CFR implementing the OMB guidance; the
Uniform Guidance; program legislation; Federal awarding agency regulations; and the
terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Purchasing and procurement related to Federal grants will be subject to the general
policies and procedures of Pittsylvania County, and to the provisions of the uniform
guidance as detailed below. (See Pittsylvania County procurement policy.)
2. Contract files will document the significant history of the procurement, including the
rationale for the method of procurement, selection of the contract type, contractor
selection or rejection, and the basis of contract price.
3. Procurement will provide for full and open competition.
4. No employee, officer, or agent may participate in the selection, award, or
administration of a contract supported by a Federal award if he or she has a real or
apparent conflict of interest. Such a conflict of interest would arise when the
employee, officer, or agent, any member of his or her immediate family, his or her
partner, or an organization which employs or is about to employ any of the parties
indicated herein, has a financial or other interest in or a tangible personal benefit from
a firm considered for a contract. The officers, employees, and agents can neither
solicit nor accept gratuities, favors, or anything of monetary value from contractors or
parties to subcontracts. If the financial interest is not substantial or the gift is an
unsolicited item of nominal value, no further action will be taken. However,
disciplinary actions will be applied for violations of such standards otherwise.
5. Pittsylvania County will avoid acquisition of unnecessary or duplicative items.
Consideration will be given to consolidating or breaking out procurements to obtain a
more economical purchase. Where appropriate, an analysis will be made of lease
versus purchase alternatives, and any other appropriate analysis to determine the most
economical approach. Pittsylvania County will also analyze other means, as described
in §200.318 of the Uniform Guidance, in order to ensure appropriate and economic
acquisitions.
6. Pittsylvania County is prohibited from contracting with or making subawards under
covered transactions to parties that are suspended or debarred or whose principals are
suspended or debarred.
“Covered transactions” include those procurement contracts for goods and services
awarded under a nonprocurement transaction (i.e., grant or cooperative agreement)
that are expected to equal or exceed $20,000 or meet certain other specified criteria.
All nonprocurement transactions (i.e., subawards to subrecipients), irrespective of
award amount, are considered covered transactions.
27 112
7. Pittsylvania County will include a suspension/debarment clause in all written contracts
in which the vendor/contractor will certify that it is not suspended or debarred. The
contract will also contain language requiring the vendor/contractor to notify the
Government immediately upon becoming suspended or debarred. This will serve as
adequate documentation as long as the contract remains in effect.
The Program Director or designee will be responsible for running a year-to-date
transaction report from the Pittsylvania County’s accounting system. Any vendor
with accumulated transactions equaling or exceeding $20,000 that is not subject to a
written contract including a suspension/debarment clause or for which a signed
statement or suspension or debarment is not on file will be subject to additional
procedures. The Program Director or designee will check the Excluded Parties List
System (EPLS), https://www.sam.gov/portal/public/SAM/ maintained by the General
Services Administration (GSA) for the vendor name. A potential match will be
followed-up on immediately. Each vendor searched on EPLS will be initialed on the
vendor transaction report and the report will be signed and dated on the first or last
page. The vendor transaction report will be retained as evidence of the control.
8. If a vendor is found to be suspended or debarred, the Pittsylvania County will
immediately cease to do business with this vendor.
9. Executed contracts and signed quarterly vendor transaction history reports will be
retained and filed by the Program Director.
10. When a request for purchase of equipment, supplies, or services for a federal program
has been submitted the procurement method to be used will be determined based on
the total cost of the purchase as further outlined below. This procedure outlines how
the cost thresholds for determining when the quote or formal bidding procedures that
are required by state law must be modified when making purchases for federally
funded purposes to which the Uniform Grant Guidance regulations apply.
A. Micro-purchases not requiring quotes or bidding (up to $10,000)
For purposes of this procedure, micro-purchase means a purchase of
equipment, supplies, or services for use in federally funded programs using
simplified acquisition procedures, the aggregate amount of which does not
exceed a base amount of $10,000. The micro-purchase dollar threshold is
adjusted periodically by the federal government, and the threshold most
recently published and published in the Federal Register shall apply if other
than $10,000.
The micro-purchase method is used in order to expedite the completion of its
lowest dollar small purchase transactions and minimize the associated
administrative burden and cost. Procurement by micro-purchase is the
acquisition of equipment, supplies or services, the aggregate dollar amount
of which does not exceed the micro-purchase threshold.
To the extent practicable, the Pittsylvania County distributes micro-purchases
equitably among qualified suppliers when the same or materially
interchangeable products are identified and such suppliers offer effectively
equivalent rates, prices and other terms.
28 113
Micro-purchases may be awarded without soliciting competitive quotations
if the Pittsylvania County considers the price to be reasonable. Evidence will
be maintained of this reasonableness in the records of all micro-purchases.
Reasonable means that sound business practices were followed and the
purchase is comparable to market prices for the geographic area. Such
determinations of reasonableness may include comparison of the price to
previous purchases of the same item or comparison of the price of items
similar to the item being purchased.
Even if the cost of a purchase qualifies it as a micro-purchase, bidding or
small purchase procedures may be used optionally when those procedures
may result in cost savings.
B. Small Purchase Procedures (Between $10,000 and $250,000).
For purposes of this procedure, small purchase procedures are those
relatively simple and informal procurement methods for securing equipment,
services, or supplies that cost more than the amount qualifying as micro-
purchase and do not exceed $250,000. Small purchase procedures cannot be
used for purchases of equipment or supplies for construction, repair or
maintenance services costing between $50,000 and $250,000 because the
Pittsylvania County purchasing policy requires formal competitive bidding at
that level of cost.
If small purchase procedures are used, written or telephonic price or rate
quotations are obtained from at least three (3) qualified sources and records
of quotes are maintained.
C. Publicly Solicited Sealed Competitive Bids (Purchase between $50,000 and
$250,000)
For purchases of equipment or supplies, or of services for construction,
maintenance or repairs of facilities, sealed competitive bids are publicly
solicited and awarded to the lowest responsive and responsible bidder as
provided in the Pittsylvania County’s procurement policy.
D. Competitive Proposals (Purchase between $50,000 and $250,000)
For purchases of qualifications-based procurement of
architectural/engineering professional services whereby competitors’
qualifications are evaluated and the most qualified competitor is selected,
subject to negotiation of fair and reasonable compensation. If this method is
used, the following requirements apply:
1. Requests for proposals must be publicized and identify all
evaluation factors and their relative importance. Any response to
publicized requests for proposals must be considered to the
maximum extent practical;
2. Proposals must be solicited from an adequate number of
qualified sources; and
3. Contracts must be awarded to the responsible firm whose
proposal is most advantageous to the program, with price and
other factors considered.
29 114
E. Noncompetitive Proposals (Sole Source)
Procurement by noncompetitive proposals is procurement through
solicitation of a proposal from only one source and may be used only when
one or more of the following circumstances apply:
1. The item is available only from a single source; or
2. The public exigency or emergency for the requirement will not
permit a delay resulting from competitive solicitation; or
3. The Federal awarding agency or pass-through entity expressly
authorizes noncompetitive proposals in response to a written
request from the non-Federal entity; or
4. After solicitation of a number of sources, competition is
determined inadequate.
11. Pittsylvania County must use the micro-purchase and small purchase methods only for
procurements that meet the applicable criteria under 2 CFR sections 200.320(a) and
(b). Under the micro-purchase method, the aggregate dollar amount does not exceed
$10,000. Small purchase procedures must be used for purchases that exceed the
micro-purchase amount but do not exceed the simplified acquisition threshold of
$250,000. Micro-purchases may be awarded without soliciting competitive
quotations if the Pittsylvania County considers the price to be reasonable (2 CFR
section 200.320(a)). If small purchase procedures are used, price or rate quotations
must be obtained from an adequate number of qualified sources (2 CFR section
200.320(b)).
30 115
Uniform Guidance Compliance Supplement - Program Income
Source of Governing Requirements – The requirements for program income are found in
the Uniform Guidance, program legislation, Federal awarding agency regulations, and the
terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Program income will include (but will not be limited to): income from fees for
services performed, the use or rental of real or personal property acquired with grant
funds, the sale of commodities or items fabricated under a grant agreement, and
payments of principal and interest on loans made with grant funds. It will not include
interest on grant funds, rebates, credits, discounts, refunds, etc., or interest earned on
any of these items unless otherwise provided in the Federal awarding agency
regulations or terms and conditions of the award. It will also not include proceeds
from the sale of equipment or real property.
2. Pittsylvania County will allow program income to be used in one of three methods:
a. Deducted from outlays
b. Added to the project budget
c. Used to meet matching requirements
Absent specific guidance in the Federal awarding agency regulations or the terms and
conditions of the award, program income shall be deducted from program outlays.
3. Program income, when applicable, will be accounted for as a revenue source in the
same program code as the Federal grant.
Uniform Guidance Compliance Supplement - Reporting
Source of Governing Requirements – Reporting requirements are contained in the
following documents:
Uniform Guidance, Performance reporting, 2 CFR section 215, Performance reporting, 2
CFR section 215.51, program legislation, ARRA (and the previously listed OMB
documents and future additional OMB guidance documents that may be issued), the
Transparency Act, implementing requirements in 2 CFR part 170 and the FAR, and
previously listed OMB guidance documents, Federal awarding agency regulations, and
the terms and conditions of the award.
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
1. Reports will be submitted in the required frequency and within the required deadlines.
2. Reports will be completed using the standard forms (as applicable) and method of
delivery (i.e., e-mail, grantor website, postal service, etc.).
3. Regardless of the method of report delivery, a copy of the submitted report will be
retained along with any documentation necessary to support the data in the report.
The report will evidence the date of submission in order to document compliance
with timeliness requirements. This may be done either physically or electronically.31 116
4. Financial reports will always be prepared based on the general ledger using the
required basis of accounting (i.e., cash or accrual). In cases where financial data is
tracked outside of the accounting system (such as in spreadsheets or paper ledgers),
this information will be reconciled to the general ledger prior to report submission.
5. Any report with financial-related data will either be prepared or reviewed by the
Program Director and will have the appropriate review based on specific grant
guidelines.
6. Preparation of reports will be the responsibility of Program Director and Department
responsible receiving grant funding. All reports (whether financial, performance, or
special) must be reviewed and approved (as applicable) prior to submission. This will
be evidenced by either physical signatures or electronic timestamps of approval.
7. Copies of submitted reports with preparer and reviewer signatures and data will be
filed with supporting documentation and any follow-up correspondence from the
grantor or pass-through agency. Copies of all such reports will be made available to
administration, auditors, and pass-through or grantor agencies, as requested.
Uniform Guidance Compliance Supplement – Subrecipient Monitoring
Source of Governing Requirements – The requirements for subrecipient monitoring are
contained in 31 USC 7502(f)(2)(B) (Single Audit Act Amendments of 1996 (Pub. L. No.
104-156)), Uniform Guidance, program legislation, 2 CFR parts 25 and 170, and 48 CFR
parts 4, 42, and 52 Federal awarding agency regulations, and the terms and conditions of
the award.
The Pittsylvania County will review and oversee subrecipient activity and obtain a copy
of their single audit. Additionally, Pittsylvania County will evaluate the subrecipient’s
risk of noncompliance with Federal statutes, regulations, and the terms and conditions of
the subaward for purposes of determining the appropriate monitoring procedures as
required by the Uniform Guidance Title 2 CFR 200.331. Other oversight processes and
procedures will be established on a case by case basis, dependent on grant requirements
and the level of activity of the subrecipient.
Uniform Guidance Compliance Supplement - Special Tests and Provisions
Source of Governing Requirements – The laws, regulations, and the provisions of
contract or grant agreements pertaining to the program.
Additional Policies and Procedures. The following policies and procedures will also be
applied:
In order to ensure compliance with these requirements, Pittsylvania County has
implemented the following policies and procedures:
The Program Director will be assigned the responsibility for identifying compliance
requirements for special tests and provisions, determining approved methods for
compliance, and retaining any necessary documentation.
32 117
Uniform Guidance– Federal Program Travel Costs
Pittsylvania County shall reimburse administrative, professional, and support employees,
and officials, for travel costs incurred in the course of performing services related to
official business as a federal grant recipient.
For the purposes of this policy, travel costs shall mean the expenses for transportation,
lodging, subsistence, and related items incurred by employees who are in travel status on
official business as a federal grant recipient.
Employees shall comply with the applicable Pittsylvania County policies and
administrative regulations established for reimbursement of travel and other expenses.
The validity of payments for travel costs for all employees shall be determined by the
Program Director.
Travel costs shall be reimbursed on a mileage basis for travel using an employee’s
personal vehicle and on an actual cost basis for meals, lodging and other allowable
expenses, consistent with those normally allowed in like circumstances in the Pittsylvania
County’s nonfederally funded activities, and in accordance with the Pittsylvania County’s
travel reimbursement policies and administrative regulations.
Mileage reimbursements shall be at the rate approved by Administration for other
Pittsylvania County travel reimbursements. Actual costs for meals, lodging and other
allowable expenses shall be reimbursed only to the extent they are reasonable and do not
exceed the per diem limits established by the Board of Supervisors.
If travel reimbursement costs are charged directly to a federal award, documentation must
be maintained that justifies that (1) participation of the individual is necessary to the
federal award, and (2) the costs are reasonable and consistent with the
Locality’s/Organization’s established policy.
33 118
Policy XIII Policy Review
Policies will be reviewed every 2 years by the Board of Supervisors.
34 119
Summary of Revisions to the Financial Management Policy
Policy I (Pages 3-4) Reserves and Fund Balance:
Current Policy regarding Unassigned Fund Balance:
o An Unassigned General Fund Balance of not less than 20% of the average actual most
current audited General Fund Expenditures for the preceding three flscal years to
address natural and manmade disasters and to offset budget fiuctuations.
o In the event the Unassigned General Fund Balance is used to provide for temporary
funding of unforeseen emergency needs, the County shall restore the Unassigned
General Fund Balance to the minimum level of twenty percent (20%) of the average
actual most current audited General Fund Expenditures for the preceding three
flscal years within two (2) flscal years following the flscal year in which the event
occurred.
Policy V Capital Asset Policy (Pages 10-12): This is a new policy that is being incorporated into this
policy to provide guidance when capitalizing assets for the County. Prior to implementation of this
policy Finance Staff followed the general guidelines of the County Auditor. Information provided in
this policy was recommended by our current County Auditor, Robinson, Farmer, Cox, and
Associates. Please note this policy will be effective starting July 1, 2023.
Policy V Debt Management (Page 13):
Debt ratios must be maintained at the following levels:
1. Outstanding General Fund Debt as a percentage of the estimated market value of all
taxable property (real and personal) in the County should not exceed 3%; and
2. Annual debt and lease purchase flnancing for capital facilities will be used in
computing debt ratios for flnancial planning and reporting purposes. Debt service as
a percentage of General Fund Expenditures should not exceed 10%.
3. School debt and lease purchase flnancing for capital facilities will be used in
computing debt ratios for flnancial planning and reporting purposes except for School
projects where debt service is paid speciflcally from the 1% School Sales Tax
Revenue stream.
120
7.u.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Proclamation Approval (Business Appreciation Day)
Staff Contact(s): Kaylyn McCluster
Agenda Date: May 21, 2024 Item Number: 7.u.
Attachment(s): 1. 06-05-2024 Business Appreciation Day
Reviewed By:
SUMMARY:
Annually, the Board, in cooperation with the Danville-Pittsylvania County
Chamber of Commerce, sets up and supports Business Appreciation
Day. Attached is a Proclamation designating June 5, 2024, as “Business
Appreciation Day” in the County.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the attached Proclamation
designating June 5, 2024, as “Business Appreciation Day” in the County.
MOTION:
"I make a Motion approving the attached Proclamation designating June 5,
2024, as "Business Appreciation Day" in the County."
121
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
PROCLAMATION
BUSINESS APPRECIATION DAY
JUNE 5, 2024
WHEREAS, Pittsylvania County, Virginia (“County”), is pleased to have a thriving base
of business and industry to support the local economy; and
WHEREAS, these businesses provide essential employment opportunities for County
citizens; and
WHEREAS, these businesses provide local revenues from which the entire local
citizenry benefit; and
WHEREAS, these businesses also make significant contributions in the County to
promote educational opportunities for County children and promote a variety of activities
which increase the quality of life of the County; and
WHEREAS, the Pittsylvania Board of Supervisors (“Board”) and County citizens
recognizes and appreciates these businesses; then
NOW, THEREFORE, the Board does hereby proclaim the day of June 5, 2024, as
“Business Appreciation Day” in the County; and
BE IT FURTHER PROCLAIMED, that a copy of this Proclamation be forwarded to
local media sources.
Given under my hand this 21st day of May, 2024.
____________________________________
Darrell W. Dalton (Chairman)
Pittsylvania County Board of Supervisors
ATTEST:
_______________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
122
7.v.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Proclamation Approval (National EMS Week)
Staff Contact(s): Kaylyn McCluster
Agenda Date: May 21, 2024 Item Number: 7.v.
Attachment(s): 1. 05-21-2024 National EMS Week
Reviewed By:
SUMMARY:
May 19 - 25, 2024, has been designated as National Emergency Medical
Services ("EMS") Week. Emergency Medical Services has grown to fill a gap by
providing important, out of hospital care, including preventative medicine,
follow-up care, and access to telemedicine. The EMS System consists of first
responders, emergency medical technicians, paramedics, emergency medical
dispatchers, firefighters, police officers, educators, administrators, pre-hospital
nurses, emergency nurses, emergency physicians, trained members of the
public, and other out of hospital medical care providers. The County’s EMS
technicians provide an invaluable service to County citizens by answering
thousands of calls per year, responding at all times of the day and night,
training thousands of hours annually, and helping to improve the lives of many
individuals each day. The attached Proclamation recognizes the value and the
accomplishments of EMS providers by designating May 19 - 25, 2024, as EMS
Week in the County.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt the attached Proclamation
recognizing May 19 - 25, 2024, as National EMS Week in the County.
MOTION:
123
“I make a Motion approving the attached Proclamation recognizing May 19 -
25, 2024, as National EMS Week in the County."
124
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
PROCLAMATION
__________________________________________________________________________________________
NATIONAL EMERGENCY MEDICAL SERVICES WEEK
May 19 – 25, 2024
“EMS Week: Honoring Our Past, Forging Our Future”
__________________________________________________________________________________________
The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation at its
Business Meeting on Tuesday, May 21, 2024.
WHEREAS, Emergency Medical Services is a vital public service; and
WHEREAS, Emergency Medical Services Member teams are ready to provide lifesaving care to those
in need, twenty-four (24) hours a day, seven (7) days a week; and
WHEREAS, access to quality emergency care dramatically improves the survival and recovery rate of
those who experience sudden illness or injury; and
WHEREAS, Emergency Medical Services has grown to fill a gap by providing important, out of
hospital care, including preventative medicine, follow-up care, and access to telemedicine; and
WHEREAS, the Emergency Medical Services System consists of first responders, emergency medical
technicians, paramedics, emergency medical dispatchers, firefighters, police officers, educators, administrators,
pre-hospital nurses, emergency nurses, emergency physicians, trained members of the public, and other out of
hospital medical care providers; and
WHEREAS, Emergency Medical Services Teams, whether career or volunteer, engage in thousands of
hours of specialized training and continuing education to enhance their lifesaving skills; and
WHEREAS, it is appropriate to recognize the value and the accomplishments of Emergency Medical
Services providers by designating Emergency Medical Services Week.
NOW, THEREFORE, BE IT RESOLVED that the Pittsylvania County Board of Supervisors in
recognition of this event do hereby declare the week of May 19 - 25, 2024, as Emergency Medical Services
Week in Pittsylvania County, Virginia.
Given under my hand this 21st day of May, 2024.
____________________________________
Darrell W. Dalton (Chairman)
Pittsylvania County Board of Supervisors
ATTEST:
_______________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
125
7.w.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Proclamation Approval (National Police Week)
Staff Contact(s): Kaylyn McCluster
Agenda Date: May 21, 2024 Item Number: 7.w.
Attachment(s): 1. 05-21-2024 National Police Week
Reviewed By:
SUMMARY:
Each year, the Board, in cooperation with the County’s Sheriff Department and
the Virginia State Police, prepare a Proclamation to provide awareness for
National Police Week and Peace Officers Memorial Day. For the Board’s review
and consideration, said Proclamation is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the attached Proclamation.
MOTION:
“I make a Motion approving the attached Proclamation declaring May 12 – 18,
2024, as National Police Week, and May 15, 2024, as Peace Officers Memorial
Day in the County.”
126
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
PROCLAMATION
__________________________________________________________________
NATIONAL POLICE WEEK
May 12 - 18, 2024
_____________________________________________________________________________________
To recognize National Police Week 2024, and May 15th as Peace Officers Memorial Day, by
honoring the service and sacrifice of those law enforcement officers killed in the line of duty while
protecting our communities and safeguarding our democracy.
_____________________________________________________________________________________
The Pittsylvania County Board of Supervisors (“Board”) adopted the following Proclamation
at its Business Meeting on Tuesday, May 21, 2024.
WHEREAS, Congress and the President of the United States have declared law enforcement
officer safety and wellness a top priority, and the International Association of Chiefs of Police’s
Center for Officer Safety and Wellness promotes the importance of individual, agency, family, and
community safety and wellness awareness; and
WHEREAS, Pittsylvania County Sheriff’s Department members play an essential role in
safeguarding the rights and freedom of the citizens of Pittsylvania County, Virginia (“County”); and
WHEREAS, it is important that all citizens know and understand the problems, duties, and
responsibilities of their Sheriff’s Department, and that members of the County’s Sheriff’s
Department recognize their duty to serve the people by safeguarding life and property, by protecting
them against violence or disorder, and by protecting the innocent against deception and the weak
against oppression or intimidation; and
WHEREAS, the County’s Sheriff’s Department has grown to be a modern and scientific law
enforcement agency which unceasingly provides a vital public service.
NOW, THEREFORE, BE IT RESOLVED, the Pittsylvania County Board of Supervisors
calls upon all County citizens, and upon all patriotic, civil, and educational organizations to observe
the week of May 12 - 18, 2024, as Police Week with appropriate recognition and thanks for the
police officers, past and present, who by their faithful and loyal devotion to their responsibilities,
have rendered a dedicated service to their communities and, in doing so, have established for
themselves an enviable and enduring reputation for preserving the rights and security for all citizens;
and
THE BOARD FURTHER RESOLVES to call on all County citizens to observe May 15,
2024, as Peace Officers Memorial Day to honor those peace officers who, through their courageous
deeds, have lost their lives or have become disabled in the performance of duty.
Given under my hand this 21st day of May, 2024.
____________________________________
Darrell W. Dalton (Chairman)
Pittsylvania County Board of Supervisors
ATTEST:
_______________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney 127
7.x.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Certificate of Recognition (100th Birthday; Margaret
Geneva Carter Taylor Wooding)
Staff Contact(s): Robert Tucker, Darrell Dalton
Agenda Date: May 21, 2024 Item Number: 7.x.
Attachment(s): 1. 05-21-2024 Margaret Wooding - 100th Birthday
Reviewed By:
SUMMARY:
Margaret Geneva Carter Taylor Wooding ("Wooding"), a Tunstall District
resident, turned one-hundred (100) years old on April 29, 2024. For the Board's
review and consideration, attached is a Certificate of Recognition ("COR")
commemorating this remarkable achievement.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve issuing the attached COR to
Wooding.
MOTION:
"I make a Motion approving the issuance of the attached COR to Wooding."
128
BOARD OF SUPERVISORS
P.O. Box 426 • 1 Center Street
Chatham, Virginia 24531
Phone (434) 432-1987
_______________________________________________________________________________________________________
BUSINESS SAVVY. PEOPLE FRIENDLY.
May 21, 2024
Margaret Geneva Carter Taylor Wooding
2861 W Sunrise Drive
Dry Fork, VA 24549
Dear Ms. Wooding,
Happy 100th Birthday! On behalf of the Pittsylvania County Board of Supervisors I
would like to express my sincerest wishes on this memorable occasion.
What a pleasure it is to share this important occasion with you. You have
experienced 100 years amongst family and friends and witnessed many events and
milestones. As you reflect on your cherished memories, I hope that your heart will be filled
with happiness.
Congratulations on your special birthday, and may you enjoy many more happy
years to come.
Sincerely yours,
___________________________
Darrell W. Dalton, Chairman
Callands-Gretna District
Pittsylvania County Board of Supervisors
129
C e r t i f i c a t e o f R e c o g n i t i o n
Margaret Geneva Carter Taylor Wooding
Darrell W. Dalton
Chairman
The Pittsylvania County Board of Supervisors expresses its sincere congratulations to Ms. Margaret
Geneva Carter Taylor Wooding as she recently celebrated her 100th Birthday. On April 29, 1924,
Ms. Wooding was born in the Dry Fork Community of Pittsylvania County, where she has lived her
entire life. She worked in the textile industry and she loved working in her flower garden, sewing,
and reading the Bible, which she has done several times. She also enjoyed cooking, where peach
cobbler and sweet potato fried pies were her specialty. Ms. Wooding had two husbands, five
children, eight grandchildren, twelve great-grandchildren, and nine great -great grandchildren. Her
favorite Bible verse is 2 Chronicles 7:14 and her favorite sayings are “I won’t shame you” and “just
have (behave) yourself.” It is a great pleasure to send you best wishes and warmest congratulations
on this amazing milestone, and we hope that your day was filled with everlasting joy and pleasure.
Happy 100th Birthday!
Given this 21st day of May, 2024
William “Vic” Ingram
Tunstall District Supervisor
130
7.y.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Certificate of Excellence Approval (Tunstall Volleyball)
Staff Contact(s): William Ingram
Agenda Date: May 21, 2024 Item Number: 7.y.
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."
131
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 21st day of May, 2024
William "Vic" Ingram
Tunstall Supervisor
132
7.z.
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: May 21, 2024 Item Number: 7.z.
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."
133
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 21st day of May, 2024
William "Vic" Ingram, Tunstall Supervisor
134
8.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: General Presentations (Board of Supervisors)
Staff Contact(s): Kaylyn McCluster
Agenda Date: May 21, 2024 Item Number: 8.a.
Attachment(s): None
Reviewed By:
The Board will present any Proclamations, Resolutions, and/or Certificates
approved/adopted on the May Consent Agenda or at previous Meetings.
135
8.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Danville Humane Society's Emmett Edmonds Officer of
the Year Award Presentation (Leslie Fowler)
Staff Contact(s): Kaylyn McCluster
Agenda Date: May 21, 2024 Item Number: 8.b.
Attachment(s): None
Reviewed By:
Paulette Dean, Executive Director of the Danville Area Humane Society, will be
presenting the Emmett Edmonds Officer of the Year Award to Leslie Fowler,
County Animal Control Officer.
136
10.a.1.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Case R-24-003: Gregory and Tamara Gomersall;
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 Hite).
Staff Contact(s): Emily Ragsdale
Agenda Date: May 21, 2024 Item Number: 10.a.1.
Attachment(s): 1. R-24-003 Gomersall App
2. R-24-003 Gomersall Map
Reviewed By:
SUMMARY:
In Case R-24-003, Gregory and Tamara Gomersall (“Petitioners”) have
petitioned to rezone 5.96 acres from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District (to allow for agricultural uses on the
property). The subject property is located on State Road 698/Henrys Mill Road,
in the Dan River Election District, and shown on the Tax Maps as GPIN # 2484-14-
4151. Once the property is rezoned to A-1, all uses listed under Pittsylvania
County Code § 35-178 are permitted. On April 2, 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-24-004 as submitted. The subject
property is adjacent to property currently zoned A-1, Agricultural District, and
the rezoning would be consistent with the County's Comprehensive Plan.
137
MOTION:
“In Case R-24-003, I make a Motion approving the rezoning of 5.96 acres from R-
1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow
for agricultural uses on the property.”
138
139
140
141
142
143
144
145
146
147
10.a.2.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Case R-24-005: JDA Associates, Inc.; Rezoning from A-1,
Agricultural District, to RC-1, Residential Combined
Subdivision District. The Planning Commission
recommended by a 7-0 vote, with no opposition, that
the petitioner's request be granted (Supervisor Bowman).
Staff Contact(s): Emily Ragsdale
Agenda Date: May 21, 2024 Item Number: 10.a.2.
Attachment(s): 1. R-24-004 JDA App
2. R-24-004 JDA Map
3. R-24-004 JDA Plat
Reviewed By:
SUMMARY:
In Case R-24-005, JDA Associates, Inc. (“Petitioner”) has petitioned to rezone
0.414 acres from RC-1, Residential Combined Subdivision District, to A-1,
Agricultural District (to allow the property to be consolidated with an adjacent
parcel zoned RC-1). The subject property is located on State Road 745/Mount
View Road, in the Chatham-Blairs Election District, and shown on the Tax Maps
as part of GPIN # 2421-28-0326. Once the property is rezoned to RC-1, all uses
listed under Pittsylvania County Code § 35-1267 are permitted. On April 2, 2024,
the Planning Commission recommended, by a 7-0 vote, with no opposition, that
the Petitioner's 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-24-005 as submitted. The subject
property is adjacent to property currently zoned RC-1, Residential Combined
148
Subdivision District, and the rezoning would be consistent with the County's
Comprehensive Plan.
MOTION:
“In Case R-24-003, I make a Motion approving the rezoning of 0.414 acres from
A-1, Agricultural District, to RC-1, Residential Combined Subdivision District, to
allow property lines to be adjusted.”
149
150
151
152
153
154
155
156
157
158
159
10.a.3.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Case R-24-007: Donald Fouts; 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 Petitioner's request be granted (Supervisor Whittle).
Staff Contact(s): Emily Ragsdale
Agenda Date: May 21, 2024 Item Number: 10.a.3.
Attachment(s): 1. R-24-007 Fouts
2. R-24-007 Fouts Map
3. R-24-007 Fouts Plat
Reviewed By:
SUMMARY:
In Case R-24-007, Donald Fouts (“Petitioner”) has petitioned to rezone a total of
21.407 from R-1, Residential Suburban Subdivision District, to A-1, Agricultural
District (to allow for an accessory structure to be placed on the property). The
subject property is located on Washburn Drive, in the Westover Election District,
and shown on the Tax Maps as GPIN #s 1387-90-8515 and 1387-90-4610. Once
the property is rezoned to A-1, all uses listed under Pittsylvania County Code §
35-178 are permitted. On April 2, 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-24-004 as submitted. While the
rezoning would not be consistent with the Comprehensive Plan, the subject
property is adjacent to properties currently zoned A-1, Agricultural District, so the
rezoning would not be considered Illegal spot zoning.
160
MOTION:
“In Case R-24-007, I make a Motion approving the rezoning of a total of 21.407
from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to
allow for the placement of an accessory structure on the property.”
161
162
163
164
165
166
167
168
169
170
10.b.1.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Public Hearing: PCC Sections 35-142 (Data Center) and
35-403 (M-2 Special Use Permits) Revisions; Case CA-24-
001 - Amendments to Pittsylvania County Code 35-142
and 35-403. The Planning Commission recommended by
a 7-0 vote, with no opposition, that proposed PCC
changes be adopted as presented.
Staff Contact(s): Emily Ragsdale
Agenda Date: May 21, 2024 Item Number: 10.b.1.
Attachment(s): 1. Public Hearing Notice - PCC Sections 35-142
and 35-403
2. M-2 Data Center
3. Data Center Supplementary Regs
Reviewed By:
SUMMARY:
Currently, the Pittsylvania County Code ("PCC") does not include regulations
relating to data centers. Based on current development trends in Virginia,
County Community Development Staff feels that regulations should be added
to PCC, Chapter 35, to ensure that the use can be regulated in a manner that
will protect the health, safety, and general welfare of County
citizens. Therefore, County Community Development Staff is proposing that the
use be added to PCC Section 35-403, Special Use Permits. This will allow data
centers by Special Use Permit within the M-2, Industrial District, Heavy Industry,
Zoning District. Additionally, County Community Development Staff is proposing
supplemental regulations be added to PCC, Chapter 35, Division 4,
Supplementary Regulations, as PCC Section 35-142. For the Board's review and
consideration, a redlined version of the proposed PCC changes is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
None.
171
RECOMMENDATION:
After conducting the legally required Public Hearing, County Community
Development Staff recommends the Board approve the attached revisions to
PCC Sections 35-142 and 35-403 as presented.
MOTION:
"I make a Motion approving the attached revisions to PCC Sections 35-142 and
35-403 as presented."
172
PUBLIC HEARING NOTICE
The Pittsylvania County Board of Supervisors will hold a Public Hearing at 7:00 p.m., on Tuesday,
May 21, 2024, at the Board Meeting Room, 39 Bank Street SE, Chatham, Virginia 24531, to
receive citizen input on proposed revisions to Pittsylvania County Code §§ 35-142 (Data Center)
and 35-403 (M-2 SUPs). A complete copy of the proposed revisions is available at the Pittsylvania
County Administrator’s Office, 1 Center Street, Chatham, Virginia 24531, Monday through Friday, 8:00 a.m. to 5:00 p.m., as well as on the County’s website at
www.pittsylvaniacountyva.gov.
173
DIVISION 12. INDUSTRIAL DISTRICT (M-2); HEAVY INDUSTRY
SEC. 35-403. SPECIAL USE PERMITS
The following uses shall be permitted only by special use permit:
abattoirs (rendering plants)
acetylene mfg.
acid mfg.
automobile, vehicle graveyards
canning
child day care (licensed) (Amended February 18, 1992)
crushed stone operations
curing food
data center
electric transmission-private
electric towers-private
fertilizer mill
feed and grain storage
flour milling
food products mfg.
frozen food products mfg.
fruit processing
gasoline stations
gasoline storage bulk
grain milling
incineration of animals, garbage, wastes-non-radioactive
junkyards, salvage yards
LP gas, natural gas storage
malt products mfg.
matches mfg.
milk bottling
milk, dairy products mfg.
mining (conforming to State regulations)
oil, gas transmission facility
ordnance (explosives) mfg.
petroleum, petroleum by-products refining, processing, storage
poultry processing, packaging
private recreational facilities
public landfills non-hazardous, non-radioactive materials, approved by the Virginia
Department of Waste Management and Pittsylvania County Waste Ordinance (Chapter 29)
public recreational facilities
special temporary churches (Amended December 21, 1993)
quarrying (conforming to State regulations)
raceway
roasted coffee, tea products
radio and TV towers
radio and TV transmission/transmitters
salvage yards
spice processing, packaging
174
DIVISION 4. SUPPLEMENTARY REGULATIONS
SEC. 35-142. DATA CENTER.
(A) Due to the high water demand, data centers shall be connected to a public water system if a
water-based cooling system is utilized.
(1) Data centers shall not establish commercial wells for any operations.
(B) Power generators, water cooling systems, storage facilities, and any other mechanical
infrastructure necessary for the operations of the data center shall be within an enclosed
structure screened as not to be visible from any adjacent street, use, or building.
(1) Ground mounted mechanical equipment is prohibited in front yards.
(2) Solid screening walls must be constructed with a design, materials, details, and treatment
compatible with those used on the nearest Principal Facade of a building but may include
perforated surfaces as needed for ventilation of mechanical equipment.
(C) Generator testing shall be limited to weekdays between 8:00 a.m. and 5:00 p.m.
(D) No data center shall be built until evidence has been given as part of the application that the
owner has been approved by the utility company.
(E) Principal façade requirements apply to all building facades that face adjacent existing or
planned public roads or that face an adjacent property with existing residential development,
an approved plat showing residential development, or zoning district permitting residential
dwellings. Principal facades must have differentiated surfaces, consistent design and
fenestration to create visual interest and consistency with community character.
(F) Ground mounted mechanical equipment must be setback from adjacent property with
existing residential development, an approved plat showing residential development, or
zoning district permitting residential dwellings, a minimum of 75 ft. from the property line.
(G) During operation, a data center shall not produce a noise level that exceeds 65 dBA as
measured at the property line.
(H) Noise Testing. Operation of all data center uses shall not commence until conformance with
the requirements of this Section is confirmed.
(1) After completion of construction and prior to commencement of operation, the
applicant shall submit a sound test prepared by a qualified full member of the Acoustical
Society of America (ASA), a Board Certified member of the Institute of Noise Control
Engineering (INCE), or other credentialed professional as approved by the
Administrator. The purpose of such test is to confirm noise levels after completion of
construction and prior commencement of operation meet the general standards
provided above and/or any additional use performance standards and conditions
associated with the use.
(i) If the sound test finds that noise levels exceed the maximum permissible dBA stated in
Section 7-6-2(G), above, or any additional use performance standards and conditions
associated with the use, then there shall be no commencement of the use.
175
(ii) For projects completed in phases, the above testing requirements shall apply after
construction of each phase and prior to full operation.
(2) Annual Testing. Noise testing as required in Section 7-6-2(A), above, shall be conducted
annually and submitted to the Administrator no later than July 1 of each calendar year
for the life of the use.
(i) If the sound test finds that noise levels exceed the maximum permissible dBA stated
in this Division or any additional use performance standards and conditions
associated with the use, the applicant shall have 48 hours to mitigate the violation or
operations shall be suspended and the Applicant shall cease the use until such time
that the Applicant can demonstrate the noise levels are in compliance with this
Section.
176
10.b.2.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Public Hearing
Agenda Title: Public Hearing: Literary Loan Borrowing and Resolution #
2024-05-01 Approval (Authorizing the Filing of
Applications with the Literary Fund of Virginia)
Staff Contact(s): Kim VanDerHyde
Agenda Date: May 21, 2024 Item Number: 10.b.2.
Attachment(s): 1. Pittsylvania - 2024 Literary Loans - Notice of
Public Hearing - 306514968-v1-c
2. 2024-05-01 Literary Funds of Virginia Resolution
Authorizing Applications with Certification
Reviewed By:
SUMMARY:
This Public Hearing is being held at the Board's May Business Meeting to hear
citizen input concerning the undertaking by the County School Board to obtain
loans from the Literary Loan Fund of the Commonwealth of Virginia in an
aggregate principal amount not to exceed $26,486,278. A copy of the Notice
of Public Hearing is attached for your review. Said notice was also duly
advertised in the Chatham Star Tribune on May 8, 2024, and May 15, 2024. The
proceeds of such loans will be used to fund various capital improvements
benefiting the County's Public School System as outlined in Exhibit "A" of the
attached Resolution # 2024-05-01.
FINANCIAL IMPACT AND FUNDING SOURCE:
Funding for the repayment of these loans will be covered by the 1% School
Sales Tax revenues.
RECOMMENDATION:
After conducting the legally required Public Hearing, County Staff recommends
the Board approve Resolution # 2024-05-01 as attached and presented.
MOTION:
177
"I make a Motion approving Resolution # 2024-05-01 authorizing County Schools
to make three (3) applications to the Literary Loan Fund of the Commonwealth
of Virignia in an aggregate principal amount not to exceed $26,486,278."
178
NOTICE OF PUBLIC HEARING
On Tuesday, the 21st day of May, 2024, the Board of Supervisors of Pittsylvania County,
Virginia (the “County”), will hold a public hearing on the proposed undertaking by the County
School Board to obtain loans from the Literary Loan Fund of the Commonwealth of Virginia in
an aggregate principal amount not to exceed $26,486,278. The proceeds of such loans will be used
to fund various capital improvements benefiting the County’s public school system. Pursuant to
Virginia law, such loans will constitute general obligation indebtedness of the County, and the
County Board of Supervisors is required to provide for the repayment of such loans.
The public hearing, which may be continued or adjourned, will be held during the Board
of Supervisors regular meeting scheduled to start at 7:00 P.M., local time (or as soon thereafter as
the matter may be heard), in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia
24531. All interested persons may appear at such time and place to present their views. Anyone
needing assistance or accommodation under the Americans with Disabilities Act should call the
Assistant County Administrator at (434) 432-7710.
Deputy Clerk, Board of Supervisors of
Pittsylvania County, Virginia
179
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-05-01
_____________________________________________________________________________
RESOLUTION AUTHORIZING THE SCHOOL BOARD OF PITTSYLVANIA COUNTY, VIRGINIA,
TO FILE APPLICATIONS TO THE LITERARY LOAN FUND OF THE COMMONWEALTH OF
VIRGINIA REQUESTING LOANS IN AN AGGREGATE PRINCIPAL AMOUNT NOT TO EXCEED
$26,486,278
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) May 21, 2024, Business
Meeting, the following Resolution was presented and adopted:
WHEREAS, the School Board of Pittsylvania County, Virginia (the “School Board”), has presented on
the date hereof to the Board of Supervisors of Pittsylvania County, Virginia (the “Board of Supervisors”), a
resolution authorizing one or more applications addressed to the Virginia Board of Education for the purpose of
borrowing from the Literary Fund an aggregate principal amount not to exceed $26,486,278 for various capital
improvements for its public school system, including costs to acquire, construct, develop, expand, renovate and
equip the projects and schools described on Exhibit A attached hereto (collectively, the “Projects”);
BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY,
VIRGINIA:
1. The applications of the School Board to the State Board of Education of Virginia (the “State
Board”) for one or more loans in an aggregate principal amount not to exceed $26,486,278 from the Literary Fund
is hereby authorized, and authority is hereby granted to the School Board to borrow such amount for the purposes
set out in such applications. It is understood that each such loan will be repayable over a term determined by the
School Board and the State Board (not to exceed 30 years) and that the interest rate thereon will be determined
pursuant to applicable Virginia law and the regulations established by the State Board (not to exceed 3.35% per
annum).
2. The Board of Supervisors agrees each year during the life of the loans, at the time the Board fixes the
regular levies, to fix a rate of levy for schools or make a cash appropriation sufficient for operation expenses and
to pay such loans in annual installments and the interest thereon, as required by law regulating loans from the
Literary Fund.
3. This resolution shall take effect immediately.
I hereby certify that the foregoing is a true and correct extract from the minutes of a regular meeting of
the Board of Supervisors of Pittsylvania County, Virginia, held in Pittsylvania County on the 21st day of May,
2024, and of the whole thereof so far as applicable to the matters referred to in such extract.
WITNESS my signature and seal of the Pittsylvania County, Virginia this 21st day of May, 2024.
________________________________________________
Darrell W. Dalton
Chairman, Pittsylvania County Board of Supervisors
________________________________________________
David F. Arnold
Assistant County Administrator
180
ATTEST:
_______________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
181
EXHIBIT A
PROJECTS
Name of School Project Description Amount of Loan
Requested
Kentuck Elementary School 12 Classroom Addition $10,792,290
Southside Elementary School Replace HVAC system and
windows
$9,388,584
Union Hall Elementary School Replace HVAC system and
windows
$6,305,404
Total $26,486,278
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10.b.3.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Public Hearing
Agenda Title: Public Hearing: FY 25/26 - 29/30 Secondary Six (6)-Year
Plan
Staff Contact(s): Kaylyn McCluster
Agenda Date: May 21, 2024 Item Number: 10.b.3.
Attachment(s): 1. 05-21-2024 Public Hearing Notice - VDOT 6 yr
plan
Reviewed By:
SUMMARY:
Annually, the Board and the Virginia Department of Transportation (“VDOT”) are
required to hold a Public Hearing to receive citizen input on the proposed
Secondary Six (6)-Year Plan. This Public Hearing has been legally
advertised. Jay Craddock, VDOT Assistant Resident Engineer, will be present to
answer any questions the Board may have. For the Board's review and
consideration, related documentation is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
Following conducting of the legally required related Public Hearing, County
Staff recommends that the Board approve the attached VDOT Secondary Six
(6)-Year Plan as presented.
MOTION:
“I make a Motion approving the attached VDOT Secondary Six (6)-Year Plan
as presented and authorize the appropriate County Staff Member to sign any
related necessary documentation.”
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PUBLIC HEARING NOTICE
The Virginia Department of Transportation (“VDOT”) and the Pittsylvania Board of
Supervisors, in accordance with Virginia Code § 33.2-331, 1950, as amended, will
conduct a Joint Public Hearing in the Board Meeting Room, 39 Bank Street SE,
Chatham, Virginia 24531, at 7:00pm, on Tuesday, May 21, 2024. The purpose of said
Public Hearing is to receive public comment on the proposed Secondary Six (6)-Year
Plan for Fiscal Years 2025/26 - 2029/30 (“Plan”). During normal business hours, a copy
of the proposed Plan may be reviewed in VDOT’s Halifax Residency Office, 5211
Halifax Road, Halifax, U.S. Highway 501, Halifax, Virginia 24558, or at the Pittsylvania
County Administration Building, 1 Center Street, Chatham, Virginia 24531, or on the
County’s website at www.pittsylvaniacountyva.gov. All projects in the Plan that are
eligible for federal funds will be included in the Statewide Transportation Improvement
Program, which documents how the Commonwealth of Virginia will obligate future
federal transportation funds.
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