06-18-2024 Business Meeting Agenda Packet
BOARD OF SUPERVISORS
BUSINESS MEETING
Tuesday, June 18, 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 May Bill List Approval (Staff Contact: Kim
VanDerHyde)
c. Resolution # 2024-06-01 Adoption (VDOT FY 25/26 - 29/30 Secondary
Six (6)-Year Plan); (Staff Contact: Kaylyn McCluster)
d. Resolution # 2024-06-02 Adoption (Honoring Reverend Abernathy's
Retirement); (Staff Contact: Kenneth Bowman)
e. Resolution # 2024-06-03 Adoption (Kaylyn M. McCluster; VMCA Clerk
of the Year); (Staff Contact: Board of Supervisors)
f. Dominion Energy Right-of-Way Easement Approval (1180 U.S.
Highway 29; Chatham, Virginia); (Staff Contact: Vaden Hunt)
g. FY 2025 Fire and Rescue Service Agreement Approval (Staff
Contact: Christopher Key)
h. Fire and Rescue Reserve Fund Disbursement Approval (Brosville
Brush Truck Transmission Replacement); (Staff Contact: Christopher
Key)
i. Resolution # 2024-06-04 Adoption (School Capital Improvements
Reimbursement Authorization); (Staff Contact: Kim Van Der Hyde)
j. Updated TLAC Cooperative Agreement Approval (Staff
Contact: Kaylyn McCluster)
k. DSS Janitorial Services Agreement Authorization (Staff
Contact: Connie Gibson)
l. Commonwealth’s Attorney Case Management Software
Agreement Approval (Staff Contact: Connie Gibson)
m. Solid Waste Freightliner 114SD Plus Purchase Authorization (Staff
Contact: Chris Adcock)
n. Reappointment: DPCS (Chatham-Blairs District); (Rufus Fuller); (Staff
Contact: Kenneth Bowman)
o. Reappointment: Library Board (Tunstall District); (Debra Turner);
(Staff Contact: William Ingram)
p. Reappointment: Planning Commission (Callands-Gretna District);
(Janet Mease); (Staff Contact: Darrell Dalton)
8. PRESENTATIONS
a. General Presentations (Board of Supervisors); (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-24-006: Frank Tice; Rezoning from R-1, Residential Suburban
Subdivision District, to A-1, Agricultural District. The Planning
Commission recommended by a 6-0 vote, with no opposition, that
the Petitioner's request be granted (Supervisor Tucker). (Staff
Contact: Emily Ragsdale)
2. Case R-24-008 Sharolli, Inc.; Rezoning from R-1, Residential Suburban
Subdivision District, to B-2, Business District, General. The Planning
Commission recommended by a 6-0 vote, with no opposition, that
the petitioner's request be granted (Supervisor Tucker). (Staff
Contact: Emily Ragsdale)
3. Case R-23-017: Gwendolyn Averett; Rezoning from RC-1, Residential
Combined Subdivision District, to B-2, Business District, General. The
Planning Commission recommended by a 6-0 vote, with opposition,
that the Petitioner's request be granted with the proffers offered by
the applicant (Supervisor Hite). (Staff Contact: Emily Ragsdale)
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: June 18, 2024 Item Number: 7.a.
Attachment(s): 1. 05-21-2024 Work Session - DRAFT
2. 05-21-2024 Business Meeting - DRAFT
Reviewed By:
SUMMARY:
For the Board's review and consideration, attached are the following Board
Meeting Minutes:
(1) 5/21/24; Work Session; and
(2) 5/21/24; 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."
1
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
WORK SESSION
May 21, 2024
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was
held on May 21, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531.
CALL TO ORDER (3:00 PM)
Dalton called the Meeting to Order at 3:00 PM.
ROLL CALL
The following Board Members were present:
Darrell W. Dalton - Callands-Gretna District
Robert M. Tucker, Jr. - Banister District
Kenneth L. Bowman - Chatham-Blairs District
Timothy W. Dudley – Staunton River District
Eddie L. Hite, Jr. - Dan River District
William V. (“Vic”) Ingram - Tunstall District
Murray W. Whittle - Westover District
APPROVAL OF AGENDA
Motion to approve Agenda.
RESULT: 7-0 (Approved)
MOVER: Tucker
SECONDER: Ingram
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
PRESENTATIONS
a. Potential Board Bylaws Revisions (Section IV; Board Committees)
Bowman presented his proposed revisions to the Board’s Bylaws. He recommended the following:
(1) reducing the number of committee members on each committee to only two (2); (2) removing
the $350 monthly travel allowance and leaving that total open for travel throughout the month, and
removing the word "County" and having it just listed as travel.
Motion to remove the words "up to $350" and "in-County" in § 1.6. Board Benefits, of the Board’s
Bylaws.
RESULT: 4-3 (Failed)
MOVER: Bowman
SECONDER: Whittle
2
AYES: Bowman, Hite, Whittle
NAYS: Dalton, Tucker, Dudley, Ingram
ABSTAIN: None
Motion to reduce the number of committee members to only two (2) members per committee,
relating to the standing committees listed in § 4.1. Board Committees, of the Board’s Bylaws.
RESULT: 4-3 (Failed)
MOVER: Bowman
SECONDER: Whittle
AYES: Bowman, Hite, Whittle
NAYS: Dalton, Tucker, Dudley, Ingram
ABSTAIN: None
b. Salaries and Compensation for Various Boards and Commissions for FY 2021-2025
Draft Resolution
Bowman provided a Resolution to the Board to institute additional compensation for Board
members for attending meetings at other Chairman appointed board, authority, or committee
meetings (detailed in Board Bylaws § 4.2) they have been appointed to.
Motion to approve the proposed Resolution with a rate of $125 per meeting.
RESULT: 5-2 (Failed)
MOVER: Bowman
SECONDER: Whittle
AYES: Bowman, Whittle
NAYS: Dalton, Tucker, Dudley, Hite, Ingram
ABSTAIN: None
STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. County Charitable Donations Policy
Arnold discussed possible opportunities to improve how the County receives and prioritizes
charitable donation requests from local organizations. County Staff desires to standardize the
request process through a formal request form that the Board would review and prioritize
accordingly. At a future meeting, a policy will be brought forward for the Board's review and
consideration.
b. Finance Updates (Literary Loan Applications; Financial Management Policy
Revisions)
Van Der Hyde introduced Garrett Van Allen, the new Finance and Budget Analyst.
Her presentation of the financial management policy revisions can be found on the County's website
at www.pittsylvaniacountyva.gov.
c. EMS Drug Box Requirements Update
Key and Seay updated the Board on EMS Drug Box issues.
3
BUSINESS MEETING DISCUSSION
Hunt stated the Virginia Supreme Court granted July 5, 2024, as an additional day off for the July
4th Holiday, and Dalton desires to grant the same to County employees. This item will be added to
the Consent Agenda at tonight's Business Meeting.
CLOSED SESSION
Motion to enter Closed Session.
The Board entered Closed Session at 4:40 PM.
RESULT: 7-0 (Approved)
MOVER: Hite
SECONDER: Whittle
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
a. Consultation with legal counsel employed or retained by a public body regarding specific
legal matters requiring the provision of legal advice by such counsel. Nothing in this
subdivision shall be construed to permit the closure of a meeting merely because an attorney
representing the public body is in attendance or is consulted on a matter.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matter: Employment Matter Regarding Former Sheriff’s
Employee
Purpose: Consultation with Legal Counsel/Legal Advice and
Discussion Regarding the Same
b. Discussion concerning a prospective business or industry or the expansion of an existing
business or industry where no previous announcement has been made of the business' or
industry's interest in locating or expanding its facilities in the community.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matters: Unannounced Prospective Businesses/Industries
Purpose: General Economic Development Projects
Update/Discussion on the Same
c. 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 Matter: County Administrator/Interim County Administrator
Hiring/Search
Purpose: Review and Discussion of Related Next Steps
RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
The Board returned to Open Session at 6:49 PM and the following Certification was recorded:
4
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work
Session on May 21, 2024, the Board hereby certifies by a recorded vote that to the best of each
Board Member’s knowledge only public business matters lawfully exempted from the Open
Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the
Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting.
If any Board Member believes that there was a departure from the requirements of the Act, he shall
so state prior to the vote indicating the substance of the departure. The Statement shall be recorded
in the Board's Minutes.
Vote
Kenneth L. Bowman Yes
Timothy W. Dudley Yes
Eddie L. Hite, Jr. Yes
William V. (“Vic”) Ingram Yes
Murray W. Whittle Yes
Robert M. Tucker, Jr. Yes
Darrell W. Dalton Yes
ADJOURNMENT
Dalton adjourned the Meeting at 6:50 PM.
5
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
BUSINESS MEETING
May 21, 2024
VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Business Meeting
was held on May 21, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia
24531.
CALL TO ORDER
Dalton called the Meeting to Order at 7:00 PM.
ROLL CALL
The following Board Members were present:
Darrell W. Dalton - Callands-Gretna District
Robert M. Tucker, Jr. - Banister District
Kenneth L. Bowman - Chatham-Blairs District
Timothy W. Dudley - Staunton River District
Eddie L. Hite, Jr. - Dan River District
William V. (“Vic”) Ingram - Tunstall District
Murray W. Whittle - Westover District
ITEMS TO BE ADDED TO AGENDA
Motion to add July 5th Work Holiday Approval to the Consent Agenda.
RESULT: 7-0 (Approve)
MOVER: Dudley
SECONDER: Tucker
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: Ingram
SECONDER: Bowman
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
CONSENT AGENDA
Motion to approve Consent Agenda with addition.
RESULT: 7-0 (Approve)
MOVER: Dudley
6
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
a. Board Meeting Minutes Approval
b. County's 2024 April Bill List Approval
c. Battle on the Border Donation Request
d. Revised WIA Fiscal Agent Agreement Approval
e. Appointment: Beautification Committee (Chatham-Blairs District); (Wendy Shields)
f. Appointment: Beautification Committee (Dan River District); (Phyllis Barker)
g. Appointment: Beautification Committee (Callands-Gretna District); (Sherry Moss)
h. Appointment: Beautification Committee (Westover District); (Katherine Blair)
i. Appointment: Beautification Committee (Tunstall District); (Carolyn Herndon)
j. Appointment: Beautification Committee (Banister District); (Evelyn Davis)
k. Reappointment: DPCS (Tunstall District); (Deborah Stowe)
l. Reappointment: DPCS (Staunton River District); (Arlene Burkhardt)
m. Reappointment: Library Board (Westover District); (Sandy Mitchell)
n. Reappointment: IALR Board of Directors (David Bennett); (Full Board Appointment)
o. Resolution # 2024-05-03 Adoption (Gretna Solar Project Special Use Permit Extension
Approval)
p. FY 24-25 Solid Waste Roll-Off Truck Purchase Approval
q. Resolution # 2024-05-02 Adoption (Jasper Woods Road Abandonment Approval)
r. Resolution # 2024-05-04 Adoption (Honoring Freedom of Choice Program Individuals)
s. VDOT U.S. Highway 58 Temporary Construction Easement Approval
t. Financial Management Policy Revisions Approval
u. Proclamation Approval (Business Appreciation Day)
v. Proclamation Approval (National EMS Week)
w. Proclamation Approval (National Police Week)
x. Certificate of Recognition (100th Birthday; Margaret Geneva Carter Taylor Wooding)
y. Certificate of Excellence Approval (Tunstall Volleyball)
z. Certificate of Excellence Approval (Paige Echols); (Tunstall Volleyball Coach of the Year)
aa. July 5th Work Holiday Approval
PRESENTATIONS
The Board presented Resolution # 2024-05-04 Honoring the Freedom of Choice Program
Individuals, Proclamations for National EMS Week, and National Police Week, 100th Birthday
Certificate of Recognition to Geneva Carter Taylor Wooding, and Certificates of Excellence to
Tunstall Volleyball and Paige Echols. Bowman also introduced members of the newly formed
Beautification Committee.
Paulette Dean, Executive Director of the Danville Area Humane Society, presented the Emmett
Edmonds Officer of the Year Award to Leslie Fowler, County Animal Control Officer.
HEARING OF THE CITIZENS
None.
PUBLIC HEARINGS
7
Rezoning Public Hearings
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
(‘PC”) recommended by a 7-0 vote, with no opposition, that the Petitioners' request be
granted (Supervisor Hite)
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/Henry’s
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 (“PCC”)
§ 35-178 are permitted. On April 2, 2024, the PC recommended, by a 7-0 vote, with no opposition,
that the Petitioners' request be granted.
Dalton opened the Public Hearing at 8:03 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:03 PM.
Motion to approve 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.
RESULT: 7-0 (Approve)
MOVER: Hite
SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
2. Case R-24-005: JDA Associates, Inc.; Rezoning from A-1, Agricultural District, to RC-1,
Residential Combined Subdivision District. The PC recommended by a 7-0 vote, with no
opposition, that the Petitioner's request be granted (Supervisor Bowman)
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 PCC § 35-1267 are permitted. On April 2, 2024, the PC recommended, by a 7-0 vote, with
no opposition, that the Petitioner's request be granted.
Dalton opened the Public Hearing at 8:05 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:06 PM.
Motion to approve 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.
RESULT: 7-0 (Approve)
MOVER: Bowman
SECONDER: Tucker
8
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
3. Case R-24-007: Donald Fouts; Rezoning from R-1, Residential Suburban Subdivision
District, to A-1, Agricultural District. The PC recommended by a 7-0 vote, with no opposition,
that the Petitioner's request be granted (Supervisor Whittle)
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 PCC § 35-178 are permitted. On
April 2, 2024, the PC recommended, by a 7-0 vote, with no opposition, that the Petitioners' request
be granted.
Dalton opened the Public Hearing at 8:08 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:08 PM.
Motion to approve 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.
RESULT: 7-0 (Approve)
MOVER: Whittle
SECONDER: Ingram
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
Other Public Hearings
1. Public Hearing: PCC Sections 35-142 (Data Center) and 35-403 (M-2 Special Use Permits)
Revisions; Case CA-24-001 - Amendments to PCC §§ 35-142 and 35-403. The PC
recommended by a 7-0 vote, with no opposition, that proposed PCC changes be adopted as
presented.
Currently, the 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 § 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 § 35-
142.
Dalton opened the Public Hearing at 8:13 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:13 PM.
9
Motion to approve revisions to PCC Sections 35-142 and 35-403 as presented.
RESULT: 7-0 (Approve)
MOVER: Dudley
SECONDER: Hite
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
2. Public Hearing: Literary Loan Borrowing and Resolution # 2024-05-01 Approval
(Authorizing the Filing of Applications with the Literary Fund of Virginia)
Van Der Hyde stated 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. 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 Resolution # 2024-05-
01.
Dalton opened the Public Hearing at 8:16 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:16 PM.
Motion to approve Resolution # 2024-05-01 authorizing County Schools to make three (3)
applications to the Literary Loan Fund of the Commonwealth of Virginia in an aggregate principal
amount not to exceed $26,486,278.
RESULT: 7-0 (Approve)
MOVER: Tucker
SECONDER: Bowman
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
3. Public Hearing: FY 25/26 - 29/30 Secondary Six (6)-Year Plan
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. Jay
Craddock, VDOT Assistant Resident Engineer, presented VDOT's proposed Secondary Six (6)-
Year Plan for FY 2025-2030.
Dalton opened the Public Hearing at 8:21 PM. No one signed up to speak and Dalton closed the
Public Hearing at 8:22 PM.
Motion to approve VDOT's Secondary Six (6)-Year Plan as presented and authorize the appropriate
County Staff Member to sign any related necessary documentation.
RESULT: 7-0 (Approve)
10
MOVER: Ingram
SECONDER: Dudley
AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle
NAYS: None
ABSTAIN: None
BOARD MEMBER REPORTS
• Whittle wished a Happy Anniversary to his wife of fourteen (14) years.
• Bowman stated he attended the following events: spaghetti fundraiser at Blairs Fire
Department, presentation regarding Solar Farm concerns, the Chamber's Legislative
Luncheon, the County Employee Appreciation event at the Downtown Chowdown, Peace
Officers Memorial Service, Pittsylvania County Graduate of Merit Recognition Ceremony,
VACo's Supervisors Forum, and the Good News Jail Ministry meeting. He thanked
Chaplain David Abernathy for his thirty-five (35) years of service to this ministry, and he
also thanked Senator Tammy Mulchi and Sheriffs Taylor and Mondul for their comments
during the ceremony. Finally, he also congratulated Karen Hayes and Arlene Worley on
their well-deserved retirements and asked everyone to remember the reason for the
upcoming Memorial Day Holiday.
• Ingram wished mothers a Happy Belated Mother's Day. He thanked law enforcement for
their sacrifices and stated he attended the memorial service. He also thanked everyone for
the calls, texts, and prayers during his time in the hospital.
• Hite welcomed Ingram back and is glad he is feeling better. He thanked County Staff for
their help and thanked those who helped with the County-wide clean-up day. He
congratulated the upcoming graduates, and he also recognized his daughter who just
graduated from Liberty University this past weekend. He also stated he celebrated his 38th
wedding anniversary this month.
• Tucker echoed comments of the other Board Members.
• Dudley stated May 5th was his wedding anniversary, and he thanked their wives for
everything they do. He also thanked everyone for coming out and thanked County Staff
for their hard work.
• Dalton thanked County Staff for their hard work and stated he attended the County Service
Awards to celebrate the 647 combined years of service by the award recipients. He stated
he attended the livestock show at ODAC and welcomed Ingram back.
ADJOURNMENT
Dalton adjourned the Meeting at 8:34 PM.
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7.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: County's 2024 May Bill List Approval
Staff Contact(s): Kim VanDerHyde
Agenda Date: June 18, 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 May
2024 Bill List is found at the below link:
https://weblink.pittgov.net/WebLink/Browse.aspx?id=502750&dbid=0&repo=Pitt
GovDocs
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the County’s 2024 May Bill List as
presented.
MOTION:
“I make a Motion approving the County’s 2024 May Bill List as presented.”
12
7.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-06-01 Adoption (VDOT FY 25/26 - 29/30
Secondary Six (6)-Year Plan)
Staff Contact(s): Kaylyn McCluster
Agenda Date: June 18, 2024 Item Number: 7.c.
Attachment(s): 1. 2024-06-01 VDOT Secondary Six Year Plan
Reviewed By:
SUMMARY:
Virginia Code Sections 33.2-358 and 33.2-364 provide the opportunity for each
County in the Commonwealth to work with the Virginia Department of
Transportation in developing a Secondary Six-(6) Year Road Plan (“Plan”). For
the Board’s review and consideration, attached is Resolution # 2024-06-01,
supporting the adoption of said Plan (for which a duly advertised and
conducted public hearing was held at the Board’s May Business Meeting) for
County roads for FY 25/26 – 29/30.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt Resolution # 2024-06-01 as
attached.
MOTION:
“I make a Motion adopting Resolution # 2024-06-01 as attached and authorize
County Staff to sign any necessary related documentation."
13
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-06-01
_____________________________________________________________________________
APPROVAL OF VDOT’S SECONDARY SIX (6)-YEAR PLAN
____________________________________________________________________________________________________________
Virginia: At the Pittsylvania County Board of Supervisors’ Business Meeting held in the Board
Meeting Room in Chatham, Virginia, on Tuesday, May 21, 2024, at 7:00 p.m., the following Board members
were present:
Darrell W. Dalton - Callands-Gretna District
Robert M. Tucker, Jr. - Banister District
Kenneth L. Bowman - Chatham-Blairs District
Timothy W. Dudley - Staunton River District
Eddie L. Hite, Jr. - Dan River District
William V. (“Vic”) Ingram - Tunstall District
Murray W. Whittle - Westover District
Motion made by Ingram, seconded by Dudley, and carried by a 7 to 0 vote of the Board:
WHEREAS, §§ 33.2-358 and 33.2-364, Code of Virginia, 1950, as amended, provide the opportunity
for each County to work with the Virginia Department of Transportation (“VDOT”) in developing the
Secondary Six (6)-Year Road Plan (“Plan”); and
WHEREAS, this Board has previously agreed to assist in the preparation of this Plan, in accordance
with VDOT policies and procedures, and participated in a Public Hearing on the proposed Plan (2025 - 2030)
on Tuesday, May 21, 2024, after being duly advertised so that all County citizens had the opportunity to
participate in said Public Hearing and to make comments and recommendations concerning the proposed Plan;
and
WHEREAS, Joseph Craddock, VDOT Resident Engineer, appeared before the Board and
recommended approval of the Plan; then
NOW, THEREFORE, BE IT RESOLVED, that since said Plan appears to be in the best interests of
the Secondary Road System in the County and of the citizens residing on the Secondary System, said Plan
hereby approved as presented at the Public Hearing.
Given under my hand this 18th day of June, 2024.
__________________________________________
Darrell W. Dalton (Chairman)
Pittsylvania County Board of Supervisors
__________________________________________
David F. Arnold
Assistant County Administrator
14
7.d.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Resolution
Agenda Title: Resolution # 2024-06-02 Adoption (Honoring Reverend
Abernathy's Retirement)
Staff Contact(s): Kenneth Bowman
Agenda Date: June 18, 2024 Item Number: 7.d.
Attachment(s): 1. 2024-06-02 Honoring Reverend Abernathys
Retirement
Reviewed By:
SUMMARY:
After thirty-five (35) years of serving as a chaplain to Pittsylvania County, Virginia
(“County”), and in the City of Danville, Virginia, with Good News Global,
Reverend David Abernathy (“Abernathy”) is retiring on July 1, 2024. The Board
expresses its sincere appreciation to Abernathy for his years of service to the
inmates and correctional staff of the County and surrounding community and
the lasting impact he has made on many individuals and congratulates him on
his well-deserved retirement. For the Board's review and consideration,
Resolution # 2024-06-02 evincing the same, is attached for potential adoption.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt Resolution # 2024-06-02 as
attached and presented.
MOTION:
"I make a Motion adopting Resolution # 2024-06-02 as attached and
presented."
15
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-06-02
__________________________________________________________________________________________
HONORING REVEREND DAVID ABERNATHY’S RETIREMENT
__________________________________________________________________________________________
VIRGINIA: The Pittsylvania County Board of Supervisors (“Board”) adopted the following Resolution at its
Business Meeting on June 18, 2024:
WHEREAS, after thirty-five (35) years of serving as a chaplain to Pittsylvania County, Virginia
(“County”), and in the City of Danville, Virginia, with Good News Global, Reverend David Abernathy
(“Abernathy”) is retiring on July 1, 2024; and
WHEREAS, he and his wife, Liz, are Danville natives and were married in 1976. They actively led music
and youth programs in area churches, and Abernathy spent ten (10) years in the retail new car business, prior to
becoming a missionary; and
WHEREAS, prior to joining Good News in 1989, Abernathy was a volunteer in the County and City jail, and
served two (2) years on the local Good News Advisory Board; and
WHEREAS, affectionately known as “The Rev” when behind jail walls, Abernathy ministers to a total
daily population of more than 500 inmates, as well as correctional staff and their families. An essential part of his
area ministry has been the addition of over 100 volunteers from local churches, agencies, and organizations; and
WHEREAS, during his tenure as Chaplain, Abernathy recognized the need for innovation in programing
for inmates to develop life skills while in jail to reduce recidivism, and a number of talented individuals provided
the inspiration and knowledge to implement programs unique to Southside Virginia, such as a mobile library for
inmates; Positive Outlook for a New You Speakers Bureau; Creative Writing Class; and the national acclaimed
Second Chance Book Club conducted by Jennifer Williams; and
WHEREAS, Abernathy writes an email devotional, The Chaplain’s Corner, conducts staff Bible study,
and serves as a team leader for the Good News Global Chaplain Team that consists of chaplains in Virginia,
Florida, Kentucky, Utah, and California; and
WHEREAS, Abernathy received the Chaplain of the Year Award from the Good News Jail & Prison
Ministry in 1993 and 2005, and he was also a recipient of the Dr. William L. Simmer Award for Excellence in
Ministry from Good News Jail & Prison Ministry in 2015; and
WHEREAS, Abernathy has been an invaluable asset to the County and surrounding community,
providing unwavering support and compassionate guidance to those in need.
NOW, THEREFORE, BE IT RESOLVED, that the Board expresses its sincere appreciation to Abernathy
for his 35 years of service to the inmates and correctional staff of the County and surrounding community and the
lasting impact he has made on many individuals and congratulates him on his well-deserved retirement.
Adopted this 18th day of June, 2024.
__________________________________________
Kenneth L. Bowman (Chatham-Blairs Supervisor)
Pittsylvania County Board of Supervisors
__________________________________________
Darrell W. Dalton (Chairman)
Pittsylvania County Board of Supervisors
16
7.e.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Resolution # 2024-06-03 Adoption (Kaylyn M. McCluster;
VMCA Clerk of the Year)
Staff Contact(s): Board of Supervisors
Agenda Date: June 18, 2024 Item Number: 7.e.
Attachment(s): 1. 2024-06-03 Kaylyn McCluster - Clerk of the
Year Award
Reviewed By:
SUMMARY:
On April 18, 2024, Kaylyn M. McCluster ("McCluster"), Certified Municipal Clerk
(“CMC”) for the Board, was awarded the Clerk of the Year Award by the
Virginia Municipal Clerks Association. The Board, via Resolution # 2024-06-03,
attached, desires to express its deepest congratulations and admiration to
McCluster for this remarkable achievement.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board adopt attached Resolution # 2024-06-03
honoring McCluster.
MOTION:
"I make a Motion adopting attached Resolution # 2024-06-03 honoring
McCluster."
17
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-06-03
__________________________________________________________________________________________
HONORING KAYLYN M. MCCLUSTER FOR CLERK OF THE YEAR AWARD
__________________________________________________________________________________________
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on June 18,
2024, the following Resolution was presented and adopted:
WHEREAS, Kaylyn M. McCluster (“McCluster”), Certified Municipal Clerk (“CMC”) for the Board,
was recently recognized by the Virginia Municipal Clerks Association (“VMCA”); and
WHEREAS, McCluster received the Clerk of the Year Award at the VMCA’s Annual Conference on
April 18, 2024, in Charlottesville, Virginia; and
WHEREAS, this award is regarded as the state’s top honor for Municipal Clerks who are innovative,
committed to professional development, committed to community involvement, and demonstrate extraordinary
individual job performance, as well as a positive on-the-job attitude; and
WHEREAS, the award was based on a nomination process of clerks throughout Virginia and reflects
McCluster’s dedication, hard work, and commitment to her job and the community; and
WHEREAS, McCluster provides direct support to the Board, as well as the County Administrator, and
regularly assists other Boards, Committees, Commissions, and Departments within the County, as well as
coordinating meetings and events as part of her many duties; and
WHEREAS, McCluster is dedicated to her career and continuous learning, having earned her CMC
designation in 2022, and is currently pursuing her Master Municipal Clerk designation; and
WHEREAS, McCluster was elected, and has been serving, as VMCA’s Secretary since March 2023.
Additionally, she has served as Virginia’s Region V Director and on the VMCA’s Education Committee since
2021, continuing her dedicated service in these roles. Outside of work, she also volunteers her time to serve on
numerous committees and participates in a wide range of community events; and
WHEREAS, McCluster has served the County for twelve (12) years and her wealth of institutional
knowledge is an invaluable asset to the organization, and her professionalism and positivity has an enormous
impact on the County as a whole.
NOW, THEREFORE, BE IT RESOLVED, that the Board hereby expresses its deepest congratulations
and admiration to McCluster for her accomplishments and extends its best wishes to her in all her future
endeavors.
Given under my hand this 18th day of June, 2024.
__________________________________________
Darrell W. Dalton (Chairman)
Pittsylvania County Board of Supervisors
18
7.f.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Dominion Energy Right-of-Way Easement Approval (1180
U.S. Highway 29; Chatham, Virginia)
Staff Contact(s): Vaden Hunt
Agenda Date: June 18, 2024 Item Number: 7.f.
Attachment(s): 1. Dominion Energy Proposed Right-of-Way
Agreement
Reviewed By:
SUMMARY:
Dominion Energy is seeking an overhead right-of-way easement on property
owned by the County at 11880 U.S. Highway 29 in Chatham, Virginia. This
easement is to build an overhead line to interconnect with a solar project on
the Owen Farms, Inc., property. A Right-of-Way Agreement ("Agreement")
outlining the easement has been drafted. For the Board’s review and
consideration, said Agreement is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the execution of the Agreement
as attached and presented.
MOTION:
“I make a Motion approving the Agreement as attached."
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25
7.g.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: FY 2025 Fire and Rescue Service Agreement Approval
Staff Contact(s): Christopher Key
Agenda Date: June 18, 2024 Item Number: 7.g.
Attachment(s): 1. FY25 Fire and Rescue Service Agreement
Reviewed By:
SUMMARY:
The County requires County Volunteer Fire and Rescue Agencies to sign an
annual Service Agreement that outlines the expectations of both parties. For
the Board's review and consideration, the revised FY 2025 Service Agreement
("Agreement") is attached. The only revision to the Agreement is the removal of
Section B(8)(c), the audit requirement. The revised Agreement was approved
by the Fire and Rescue Commission at its May Meeting.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the attached Agreement.
MOTION:
"I make a Motion approving the attached Agreement."
26
Page 1 of 7
FY 25 FIRE AND EMS DEPARTMENT SERVICE MEMORANDUM OF
AGREEMENT
This Fire and EMS Department Service Memorandum of Agreement (the “MOA”) is
hereby made and entered into on the ___ day of ________, 2024, by and between the County of
Pittsylvania, Virginia (the “County”), and ____________________ (the “Volunteer Agency”);
(individually the “Party,” collectively the “Parties”).
A. PURPOSE:
The purpose of this MOA is to outline in reasonable detail the mutual obligations of the
County and the Volunteer Agency in regard to the eligibility by the Volunteer Agency for County
funds/contributions related to Fire and EMS provision/response in the County.
The Parties to this MOA hereby agree to be fully legally bound in all aspects to the below
terms and conditions contained in this MOA.
B. THE COUNTY/VOLUNTEER AGENCY’S OBLIGATIONS:
1. The County shall provide property and casualty insurance for the Volunteer Agency;
however, the County will only cover the cost of insuring those apparatus recommended
by the County’s Public Safety Department.
2. The County shall maintain accident and sickness insurance coverage on the Volunteer
Agency’s Members.
3. The County shall allocate direct funds/contributions to the Volunteer Agency in three
(3) allocations as described more fully below.
4. The County’s first (1st) fiscal year allocation of funds/contributions to the Volunteer
Agency shall occur in August and contain fifty percent (50%) of the Volunteer
Agency’s annual funds/contributions. Said first (1st) allocation shall only be given to
the Volunteer Agency by the County, if the following conditions/milestones are fully
and completely met and satisfied:
a. The Volunteer Agency has maintained a current roster on file with the County’s
Public Safety Department with the name, current certifications, and radio number
of each Member.
b The Volunteer Agency is current with all applicable State and Federal laws,
Virginia Office of EMS Rules and Regulation, and the County’s standard operating
guidelines and procedures.
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Page 2 of 7
c. The Volunteer Agency is in good standing as determined by the County’s Fire and
Rescue Commission.
d. It is recommended the volunteer agency be an active participant in the County’s
Fire and Rescue Association.
5. The County’s second (2nd) fiscal year allocation of funds/contributions to the Volunteer
Agency shall occur in January and contain thirty-five percent (35%) of the Volunteer
Agency’s annual funds/contributions. Said second (2nd) allocation shall only be given
to the Volunteer Agency by the County, if the following conditions/milestones are fully
and completely met:
a. The Volunteer Agency is in compliance with the conditions/milestones contained
in Section B (4) herein.
b. All the Volunteer Agency’s equipment and apparatus is maintained in good
working order and a readiness condition.
c. When the County Capital Improvement Plan is used to purchase equipment for the
Volunteer Agency, it fully and completely complies with the Virginia Public
Procurement Act and all other County Purchasing guidelines.
d. The Volunteer Agency, if it conducts EMS response, will have an annual review
with the County’s appointee of the EMS Agency’s Response Plan as provided to
the Virginia Office of EMS.
e. The Volunteer Agency practices the proper Incident Command System while
responding to and mitigating emergency scenes.
f. The Volunteer Agency maintains on file with the Public Safety Department copies
of updated training records of all members of the agency. These records shall be
maintained on a continuous basis.
g. The Volunteer Agency is participating in any Countywide records and response
reporting system.
6. The County’s third (3rd) fiscal year allocation of funds/contributions to the Volunteer
Agency shall occur in June and contain fifteen percent (15%) of the Volunteer
Agency’s annual funds/contributions. Said third (3rd) allocation shall only be given to
the Volunteer Agency by the County, if the following conditions/milestones are fully
and completely met:
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Page 3 of 7
a. The Volunteer Agency continues to comply with all provisions/conditions
contained in Sections B (4) and(B)(5) herein.
b. To date in the current fiscal year, the Volunteer Agency has responded to at least
seventy percent (70%) of its first due calls (agencies that provide both fire and EMS
service who fail to obtain the seventy percent (70%) response rate overall can
receive fifty percent (50%) of their fund if it maintains a seventy percent (70%)
response rate in either the fire service or the EMS service and is not below a 50%
response rate in either service); (credit for calls is given when an agency responds
with certified personnel) and
c. To date in the current fiscal year, for a dispatched call, the Volunteer Agency
must respond within eight (8) minutes of the call being dispatched to the Agency.
7. The County shall also reimburse EMS Transport Agencies twenty-five dollars
($25.00) per call responded to on a quarterly basis.
8. The Volunteer Agency shall complete and submit to the County the following
FY2025 financial documents:
a The detailed expenditure report form provided by the County by August 1;
b. The department IRS 990 form by December 31
9. The Volunteer Agency shall report any complaints received against it within forty-
eight (48) hours of receipt to the County Public Safety Director. Within thirty (30)
days of receipt of complaint, the County Administrator, County Attorney, County
Public Safety Director, Volunteer Agency’s Operational Medical Director, and/or
VA OEMS, shall investigate the legitimacy/merit of the complaint and implement
the appropriate related corrective action (if necessary). The County Administrator
shall report all verified/founded complaints to the County Board of Supervisors.
C. IT IS MUTUALLY UNDERSTOOD AND AGREED BY AND BETWEEN THE
PARTIES THAT:
1. ENTIRE AGREEMENT/MODIFICATION. This MOU contains the entire agreement
of the Parties with respect to the subject matter of this MOU, and supersedes all prior
negotiations, agreements, and understandings with respect thereto. This MOU may
only be amended/modified by a written document duly executed by all Parties.
2. PRINCIPAL CONTACTS. The principal contacts for this MOA are: Pittsylvania
County Administrator c/o the Pittsylvania County Public Safety Director (for the
County), and __________________________ (for the Volunteer Agency).
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Page 4 of 7
3. COMMENCEMENT/EXPIRATION DATE/TERMINATION. This MOA is executed
as of the date of the last signature below and is effective through June 30, 2024, at
which time it will expire, unless extended for another fiscal year. Either party may
terminate this MOA by providing 60 days’ notice to the other Party. In the event that
said termination notice provided by Volunteer Agency is during a current fiscal year,
the Volunteer Agency shall reimburse to County any unexpended funds allocated to it
within thirty (30) days’ receipt by County of termination notice.
4. GOVERNING LAW, VENUE, MEDIATION, LEGAL FEES/COSTS:
a. Governing Law: This MOA shall be governed by and construed in
accordance with the laws of the Commonwealth of Virginia.
b. Venue: If legal action by either party is necessary for or with respect to
the enforcement of any or all of the terms and conditions hereof, then
exclusive venue therefore shall lie in the County of Pittsylvania, Virginia.
c. Mediation:
i. Good faith mediation shall be a condition precedent to the filing of any
litigation in law or equity by either Party against the other Party relating to this
MOA. Before the remedies provided for in this Section may be exercised by
either Party, such Party shall give written notice to the other Party that such
Party believes that an event of default or impasse under this MOA may have
occurred, specifying the circumstances constituting the event of default or
impasse in sufficient detail that the other Party will be fully advised of the nature
of the event of default or impasse. The responding Party shall prepare and serve
a written response thereto within ten (10) business days of receipt of such
notice. A meeting shall be held within ten (10) business days after the response
between the Parties to attempt in good faith to negotiate a resolution of the
dispute.
ii. If the Parties are unable to resolve the dispute through the above- process,
the Parties shall attempt to resolve the controversy by engaging a single
mediator, experienced in the subject matter, to mediate the dispute. The
mediator shall be mutually selected by the Parties, to the controversy and
conduct mediation at a location to be agreed upon by the Parties or absent
agreement, by the mediator. Within two (2) business days of selection, the
mediator shall be furnished copies of the notice, this MOA, response, and any
other documents exchanged by the Parties. If the Parties and the mediator are
unable to settle the same within thirty (30) days from selection, or such other
time as the Parties agree, the mediator shall make a written recommendation as
to the resolution of the dispute. Each Party, in its sole discretion, shall accept
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Page 5 of 7
or reject such recommendation in writing within ten (10) days. Should the
Parties be unable to agree upon a single mediator within five (5) business days
of the written response of the responding Party, the Parties jointly, shall agree
upon the selection of a neutral third-party agreed upon by the Parties, to appoint
a mediator, experienced and knowledgeable in the matters which are the subject
of the dispute. The costs of the Mediator and the mediation shall be shared
equally by the Parties to the dispute.
iii. Notwithstanding the preceding paragraphs, the Parties reserve the right to
file suit or pursue litigation. The Parties consent to selection of a mediator by
any Court shall not constitute consent to jurisdiction of such court or waiver of
defenses as to venue or jurisdiction.
d. Legal Fees/Costs: At all times under this MOA, each Party shall be
responsible for its own legal fees and costs.
5. WAIVER OF BREACH. The failure of the County to enforce one (1) or more of the
terms or conditions of the MOA, from time-to-time, shall not constitute a waiver of
such terms or conditions upon subsequent or continuing breach.
6. BENEFIT. This MOA shall inure to the benefit of, and shall bind the heirs, successors,
and assigns of the Parties.
IN WITNESS WHEREOF, the parties hereto have executed this MOA as of the last date
written below. Witness following signatures and seals:
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Page 6 of 7
THE COUNTY OF PITTSYLVANIA, VIRGINIA
By: ___________________________________
Title: _________________________________
Print Name: ___________________________
COMMONWEALTH OF VIRGINIA
County of Pittsylvania, to-wit:
I, _______________________, a Notary Public for the Commonwealth of Virginia at large, do
hereby certify that ________________, whose name is signed to the foregoing MOA, bearing date
of the ____ day of ________, 2024, has acknowledged the same before me in the jurisdiction
aforesaid.
Given under my hand this ____ day of _________________, 20__.
_______________________________
Notary Public
My commission expires: _________________________________
APPROVED AS TO FORM
________________________
J. Vaden Hunt, Esq.
Pittsylvania County Attorney
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Page 7 of 7
FIRE/EMS DEPARTMENT:
______________________________________
By: ___________________________________
Title: _________________________________
Print Name: ___________________________
COMMONWEALTH OF VIRGINIA
County of Pittsylvania, to-wit:
I, _______________________, a Notary Public for the Commonwealth of Virginia at large, do
hereby certify that ________________, whose name is signed to the foregoing MOA, bearing date
of the ____ day of ________, 2024, has acknowledged the same before me in the jurisdiction
aforesaid.
Given under my hand this ____ day of _________________, 20__.
_______________________________
Notary Public
My commission expires: _________________________________
33
7.h.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Fire and Rescue Reserve Fund Disbursement Approval
(Brosville Brush Truck Transmission Replacement)
Staff Contact(s): Christopher Key
Agenda Date: June 18, 2024 Item Number: 7.h.
Attachment(s): 1. Brosville Capital reserve request
Reviewed By:
SUMMARY:
The purpose of the Capital Reserve Fund is to provide general guidance for the
distribution and use of Capital Reserve Funds. Capital Reserve Funds shall be
appropriated at the discretion of the Board after a recommendation from the
Fire and Rescue Commission ("FRC"). The Capital Reserve Fund is intended to
address unforeseen emergency financial needs of Fire and Rescue
Agencies. Brosville F&R presented a Capital Reserve Fund request for funding
for a transmission replacement in a brush truck to the FRC on May 23, 2024. The
FRC reviewed and approved the request as presented.
FINANCIAL IMPACT AND FUNDING SOURCE:
Capital Reserve Fund request of $4,000.
RECOMMENDATION:
County Public Safety Staff recommends the Board approve the attached
Capital Reserve Funds Request as presented.
MOTION:
“I make a Motion approving the attached Capital Reserve Funds Request as
presented.”
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7.i.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Resolution # 2024-06-04 Adoption (School Capital
Improvements Reimbursement Authorization)
Staff Contact(s):
Agenda Date: June 18, 2024 Item Number: 7.i.
Attachment(s): 1. Pittsylvania - 2024 - Reimbursement Resolution
(for School Security Projects) - 307001996-v1-c
Reviewed By:
SUMMARY:
Bids have been received by Pittsylvania County Schools ("PCS") to begin
construction of safety vestibules and other safety upgrades at fourteen (14)
schools throughout the County. This work will take place this summer, while PCS
is not in session. Recently, PCS applied for a Literary Fund loan to cover the cost
of classroom additions, window and HVAC replacement, and upgrades to
Kentuck, Southside, and Union Hall Elementary Schools. Since the PCS Safety
Project was already underway, PCS was unable to apply for Literary Funds for
this project. Therefore, a Reimbursement Resolution is needed to cover the
expenditure of funds for the project, until financing is obtained. The County will
not seek this funding until we receive notification concerning the Literary Loan
funding, in case this project needs to be included with the PCS Safety Project
financing. For the Board's review and consideration, Resolution # 2024-06-04
concerning the reimbursement of costs incurred by PCS for school capital
projects covered by the 1% Sales Tax revenue is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
The 1% Sales Tax Revenue will cover the cost of financing the PCS Safety
Project. Attached Resolution # 2024-06-04 ensures the County will be able to
reimburse itself from borrowed funds to cover costs incurred before funding is
secured.
RECOMMENDATION:
39
County Staff recommends the Board adopt attached Resolution # 2024-06-04
concerning the reimbursement of costs incurred by PCS for school capital
projects covered by the 1% Sales Tax revenue.
MOTION:
"I make a Motion adopting Resolution # 2024-06-04 as attached and
presented."
40
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2024-06-04
__________________________________________________________________
A RESOLUTION OF OFFICIAL INTENT TO REIMBURSE
EXPENDITURES WITH PROCEEDS OF A BORROWING
VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) June 18, 2024, Business
Meeting, the following Resolution was presented and adopted:
WHEREAS, the School Board of Pittsylvania County, Virginia (the “County”), desires to
undertake a program to renovate and upgrade public school facilities, including (without
limitation) the construction or installation of vestibules and other security enhancements
(collectively, the “Project”); and
WHEREAS, plans for the Project have advanced, and the County Board of Supervisors
expects to advance County funds to pay expenditures related to the Project (the “Expenditures”)
prior to incurring indebtedness and to receive reimbursement for such Expenditures from proceeds
of tax-exempt obligations or taxable obligations, or both;
BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF PITTSYLVANIA
COUNTY, VIRGINIA:
1. The County intends to utilize the proceeds of tax-exempt obligations or taxable
obligations (the “Obligations”) in an amount not currently expected to exceed $6,500,000 to pay
or reimburse the costs of the Project.
2. The County intends that the proceeds of the Obligations be used to reimburse the
County for Expenditures made with respect to the Project on or after the date that is no more than
60 days prior to the date of this resolution. As of the date hereof, the County reasonably expects
that it will reimburse the Expenditures with the proceeds of the Obligations.
3. Each Expenditure was or will be, unless otherwise approved by bond counsel, either
(a) of a type properly chargeable to a capital account under general federal income tax principles
(determined in each case as of the date of the Expenditure), (b) a cost of issuance with respect to
the Obligations, (c) a nonrecurring item that is not customarily payable from current revenues or
(d) a grant to a party that is not related to or an agent of the County so long as such grant does not
impose any obligation or condition (directly or indirectly) to repay any amount to or for the benefit
of the County.
4. The County intends to make a reimbursement allocation, which is a written
allocation by the County that evidences the County’s use of proceeds of the Obligations to
reimburse an Expenditure, no later than 18 months after the later of (a) the date on which the
Expenditure is paid or (b) the Project is placed in service or abandoned, but in no event more than
three years after the date on which the Expenditure is paid; provided, however, that such timing
limitations are subject to the applicability of (x) Treasury Regulations Section 1.150-2(d)(2)(ii)
41
related to expenditures by “small issuers” (based on the year of issuance and not the year of
expenditure), and (y) Treasury Regulations Section 1.150-(d)(2)(iii) related to expenditures for
“long-term” construction projects requiring at least five years to complete.
5. The County recognizes that the limitations set forth in the foregoing paragraphs 2
and 4 do not apply to reimbursements to pay:
(a) “preliminary expenditures” (as such term is used in Treasury Regulations Section
1.150-2(f)(2)) up to an amount not in excess of 20% of the aggregate issue price of the
Obligations that finance or are reasonably expected to finance the Project for which the
preliminary expenditures were incurred;
(b) costs of issuance of any Obligations; and
(c) “de minimis” amounts (which shall not in the aggregate exceed the lesser of
$100,000 or 5% of the proceeds of the Obligations).
6. The County intends that the adoption of this resolution confirms the “official intent”
within the meaning of Treasury Regulations Section 1.150-2 promulgated under the Internal
Revenue Code of 1986, as amended.
7. This resolution shall take effect immediately upon its passage.
Given under my hand this 18th day of June, 2024.
__________________________________________
Darrell W. Dalton
Chairman, Pittsylvania County Board of Supervisors
__________________________________________
David F. Arnold
Assistant County Administrator
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7.j.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Updated TLAC Cooperative Agreement Approval
Staff Contact(s): Kaylyn McCluster
Agenda Date: June 18, 2024 Item Number: 7.j.
Attachment(s): 1. TLAC Resolution
2. TLAC Cooperative Agreement
Reviewed By:
SUMMARY:
The Tri-County Lakes Administrative Commission (“TLAC”) recently updated its
Organizational Cooperative Agreement ("Agreement") on April 9, 2024,
reflecting the addition of a Campbell County Citizen-at-Large. For the Board’s
review and consideration, said revised TLAC Organizational Cooperative
Agreement is attached, as well as the Resolution reflecting the TLAC Board's
vote to execute the revised Agreement.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board approve the revised TLAC Agreement as
attached.
MOTION:
“I make a Motion to approving the revised TLAC Agreement as attached."
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Resolution 2024-002Leesnlle LrikeTri- County Lakes Administrative CommissionSmith Mountain LakeAt a regular meeting of the Tri-County Lakes Administrative Commission Board of Directors, held at the TLAC office,Moneta, Virginia, on the 9th day of April 2024, beginning at 4:00 p.m.MEMBERS:Dave ArnoldDarrell DaltonRobert HissRoy KelleyTom LawtonEmily RagsdaleFrank RogersVOTE:YesYesYesAbsentYesAbsentYesMEMBERS:Jeff SalmonLorie SmithEdgar TuckStuart TurilleJohn VidovichDavid WellsChris WhitlowVOTE:YesYesYesYesAbsentYesYesUpon motion of Chris Whitlow, seconded by Jeff Salmon, and with the motion carried, the following was adopted:A RESOLUTION TO APPROVETHE AMENDMENT TO THETRI-COUNTY LAKES ADMINISTRATIVE COMMISSIONCOOPERATIVE AGREEMENTWHEREAS, Bedford, Franklin and Pittsylvania Counites are represented by a Citizen-at-Large on the Tri-County LakesAdministrative Commission (TLAC) Board of Directors; andWHEREAS, citizens of Campbell County have requested representation by a Citizen-at-Large from Campbell Countyrepresent the County on the TLAC Board of Directors; andWHEREAS, Campbell County Supervisor Lawton presented this matter to the Campbell County Board of Supervisorsduring the April 2, 2024 Board of Supervisors meeting; andWHEREAS, the unanimous consensus of the Board was to request TLAC to consider addmg an additional citizenrepresentative from Campbell County; andWHEREAS, the Campbell County Board of Supervisors agreed that the Campbell County Citizen-at-Large will cast a voteonly in the absence of the Campbell County Supervisor or Administrator who is an appointed member of the TLAC Board;andWHEREAS, Campbell County will retain only 2 votes as is designated by the TLAC Cooperative Agreement of whichCampbell County is a party,NOW THEREFORE, BE IT RESOLVED, that the TLAC Board of Directors approves to make the request to the memberlocalities to amend the Cooperative Agreement to establish a Campbell County Citizen-at-Large position on the TLACBoard.A Copy'-Teste^<•istina Sage, EJtecutjve Director44
ORGANIZATIONAL COOPERATIVE AGREEMENTCREATING THETRI-COUNTY LAKES ADMINISTRATIVE COMMISSION (TLAC)Creation oftheTri-County Lakes Administrative Commission ("TLAC")This Cooperative Agreement is among the counties of Bedford, and Campbell, andFranklin, and Pittsylvania, for a joint administrative organization under the provisions of Section15.2.1300 of the Code of Virginia, and is:• to be known as the Tri-County Lakes Administrative CommissionPURPOSE: The purpose of the Tri-County Lakes Administrative Commission is to serve as anadministrative department for the four counties surrounding Smith Mountain Lake and LeesvilleLake, and is established to carry out lake planning duties as may be assigned by the respectiveBoards of Supervisors. Such duties may also include, but are not limited to, navigation markerissues, aquatic vegetation issues, debris cleanup issues, monitoring of License requirements, andcoordination with American Electric Power on lake-related issues. The Tri-County LakesAdministrative Commission may also be directed by the Boards of Supervisors from time to timeto perform specific projects which will require the coordination of lake volunteers in order toaccomplish such activities. The Tri-County Lakes Administrative Commission shall serve as thefirst point of contact for iake-related issues and concerns and shall forward such concerns as areappropriate to the body or agency best able to respond to the citizen. Notwithstanding theabove, the Tri-County Lakes Administrative Commission is authorized only to perform thoseduties as approved in the annual Work Plan and as amended, by its Board of Directors and whichare not the responsibility of Appalachian Power Company/American Electric Power or its assignsand successors by virtue of its License with the Federal Energy Regulatory Commission.MISSION: The mission of the Tri-County Lakes Administrative Commission is to assist in thedevelopment of a harmonious community at the lakes through the administration of theprograms and projects delegated to it by the Boards of Supervisors of the affected counties andto study and advise the Boards of Supervisors on issues related to the overall well being of thelakes as directed by the member counties. It is the mission of the Tri-County Lakes AdministrativeCommission to do for the four counties in a more efficient and effective manner what any one ofthe member counties could do for themselves individually; and, to perform such duties and toexercise such appropriate powers and authority as may be delegated by the Boards ofSupervisors of the member counties to the "TLAC" and not exceeding the limits of delegation asprescribed under the Code of Virginia.FinalRevisedCoopAgmtMar2014 Revised 042424 FINAL Page 145
GUIDING PRINCIPLES: (1) The "TLAC" shall serve at the direction of the member counties withinput from the lakes community at large, and such other citizens who may wish to offer inputinto the public process of guiding lakes area concerns. (2) The four member counties shall agreeas to a fiscal agent for the "TLAC" who will process all income and expenditures of the entityunder the guidelines established by the fiscal agent and shall be reimbursed by the TLAC budgetfor reasonable costs experienced in providing this service. Employees assigned to staff the"TLAC" shall be employees of the fiscal agent and function in the same manner as all otheremployees of the fiscal agent. (3) A work program shall be approved annually by the "TLAC"Board and shall guide the activities of the "TLAC".DURATION OF COOPERATIVE AGREEMENT: This Cooperative Agreement shall become effectiveimmediately on approval and adoption of resolutions by Bedford, and Campbell, and Franklin,and Pittsylvania counties, and shall run for two-year terms beginning July 1, 2014 or as theCooperative Agreement may be amended or extended by action of parties to the CooperativeAgreement. This provision is to assure that the "TLAC's" effectiveness is regularly reviewed bymember counties and recognizes that member counties may choose to supplant the TLAC with amodified organization orterminatetheTLACinfavorofa new organization or entity. In the eventwritten notice of termination is not given by any party to this agreement as provided herein, thenthis contract shall automatically renew for a term of twenty-four (24) months and shallautomatically renew at the end of each successive term thereafter, unless such notice is given.ORGANIZATION OF THE TRI-COUNTY LAKES ADMINISTRATIVE COMMISSION: The "TLAC" shallbe comprised of three members each from the participating political subdivisions of Bedford,Campbell, Franklin, and Pittsylvania Counties. One member from each political subdivision shallbe a member of the Board of Supervisors of that political subdivision whose voting districtborders Leesville or Smith Mountain Lakes, or his/her alternate; the alternate for the Board ofSupervisors from Bedford, Campbell/ Franklin and Pittsylvania Counties shall be another memberof the respective Board of Supervisors: one member shall be a citizen at large who shall reside ina voting precinct whose area shall include the shoreline of Leesville or Smith Mountain Lakes;one member shall be the County Administrator, or his designee.The citizen at large for Campbell County, because of its smaller area involvement and financialresponsibility/ shall cast a vote only in the absence of the Campbell County Supervisor orAdministrator, thereby Campbell County will cast only 2 votes.There shall also be one member each from the Smith Mountain Lake Association (SMLA) and theLeesville Lake Association (LVLA). Annually the Associations will recommend a memberrepresentative to the Board of Directors of TLAC. Appointments of Association members to theTLAC Board shall occur at the first meeting of members of the TLAC Board following February 1.There shall also be one member appointed by American Electric Power Company who will be anex-officio, non-voting member.There shall be a total of 13 voting members and 1 non-voting member.FinalRevisedCoopAgmtMar2014 Revised 042424 FINAL Page 246
a) Appointments to "TLAC". The citizen members and Board members of the Tri-CountyLakes Administrative Commission will be appointed by the Boards of Supervisors of thecounty which they represent. These members shall serve at the pleasure of the respectiveBoards of Supervisors. Appointments should be made at annual Board of Supervisorsreorganization meetings and terms shall run from February 1 through January 31.b) Members of the "TLAC" shall elect a member as "TLAC" chairman, and a member as vicechairman, and a member as secretary at its next regularly scheduled meeting followingFebruary 1.c) Compensation of "TLAC" members. The respective member jurisdiction's Board ofSupervisors shall determine compensation, if any, to be received by their respectiveappointed "TLAC" members.FUNDING: The percentage of shoreline for each of the lakes, as it relates to the four counties, isas follows:SMITH MOUNTAIN LAKE (SML)Franklin 288 miles -57.5%Bedford 192 miles - 38.3%Pittsylvania 21 miles - 4.2%100%LEESVILLE LAKE (LVL)Bedford 26 miles - 25.0%Campbell 12 miles -11.0%Pittsylvania 67 miles - 64.0%100%The budget amount for the Executive Director will be funded 80% by the SML counties accordingto the above percentages, and 20% by the LVL counties according to the above percentages, andbe contained in each budget.Funding for the SML budget and the LVL budget shall be the responsibility of the applicablecounties in the proportion as set forth above. The lowest approved budget by each of theseapplicable counties for each lake shall be used. It is expressly understood however, that anyCounty can fund the budget in a greater amount.It is the intent of the parties that the historic function ofTLAC continue, and that the budget forthe SML counties continue to reflect primarily matters concerning SML and only those LVL issuesrelevant thereto. Therefore, the LVL budget shall include matters exclusive to LVL counties,including the expense for the LVL staff, as well as an estimate of any additional expense (includingtime and mileage) of other TLAC staff devoted to LVL matters beyond the expense for theExecutive Director. The LVL counties (in the proportions set forth above) shall be responsible forsaid cost for other TLAC staff.FinalRevisedCoopAgmtMar2014 Revised 042424 FINAL Page 347
EXECUTIVE COMMITTEE: The Executive Committee includes the four County Administrators.The purpose of the Executive Committee shall be to present an annual budget for the LVLcounties and for the SML counties for the approval of their respective counties, to assist theExecutive Director in addressing essential business between regular Board meetings, to takeaction on all matters which cannot or should not be deferred until the Board's next meeting,review of potential Board meeting topics when appropriate, support the Executive Director andassess his/her performance. The Executive Committee shall meet as often as necessary. Amajority of the voting members shall constitute a quorum.METHODS (CONCEPT) OF OPERATION: It is the intent of the parties hereto that TLAC operateunder the following parameters:a) TLAC shall create citizen committees devoted to SML matters, and separate citizencommittees devoted to LVL matters.b) The Executive Director shall segregate staff time devoted to LVL matters for accountingpurposes.c) The TLAC representatives from Campbell County shall abstain from discussion or votingon matters regarding SML; and likewise/ Franklin County representatives from mattersregarding LVL.d) Only two Pittsylvania County representatives may vote on SML matters, in the followingorder: supervisor, administrator, citizen-at-large.e) Any activities, programs, or initiatives which pertain only to LVL shall be submitted tothe LVL staff to be placed on the agenda for TLAC approval, and shall be funded by theLVL counties according to the aforesaid formula.WITHDRAWALS FROM THIS COOPERATIVE AGREEMENT: Any party to this CooperativeAgreement shall have the right to withdraw from this Cooperative Agreement at any time afterwritten notification to the "TLAC" of the party's intention to withdraw from the "TLAC". Writtennotification of intent to withdraw shall be tendered to the "TLAC" at least 180 days before thedate of official withdrawal. This is restricted in that notice must be given at least 180 days beforethe end of the "TLAC's" then current fiscal year. In the event that any of the counties withdrawfrom the agreement, then the agreement will be terminated.DISPOSITION OF PROPERTIES AND FUNDS OF THE TRI-COUNTY LAKES ADMINISTRATIVECOMMISSION UNDER TERMINATION: In the event of termination/ funds, records, and tangibleproperty, real and personal, that are held by the "TLAC", or are in custody of its administrativeentity, its agents or assigns, shall be returned to the participating political subdivision pro rata totheir annual rates of contributions/ or as otherwise agreed to by the member counties.Participating political subdivisions shall be defined as those that are members to the CooperativeAgreement on the day before termination shall become effective. Annual rate shall be that whichthe termination of this Cooperative Agreement shall occur.FinalRevisedCoopAgmtMar2014 Revised 042424 FINAL Page 448
COMMITTEES: The "TLAC" shall from time to time establish such special committees as deemednecessary for aiding in the effective implementation of the "TLAC's" responsibilities, duties andauthorities. Committees shall report to the "TLAC". The ExecutiveCommittee of the "TLAC" may be utilized in communications between the "TLAC" andcommittees and between the committees and outside persons. The chair of any such committeeneed not be a member of "TLAC", unless deemed necessary by the Executive Committee, and allcommittee appointments shall be approved by the TLAC. The chairs are expected to attend TLACBoard meetings on a regular basis.EFFECTIVE DATE OF THIS COOPERATIVE AGREEMENT: This Cooperative Agreement between thecounties of Bedford and Campbell and Franklin and Pittsylvania shall be effective beginning onJune 11, 2024.BEDFORD COUNTY BOARD OF SUPERVISORSBYCHAIRMAN OF THE BOARDATTEST:CLERKAPPROVED AS TO FORM:COUNTY ATTORNEYCAMPBELL COUNTY BOARD OF SUPERVISORSBYCHAIRMAN OF THE BOARDATTEST:CLERKAPPROVED AS TO FORM:COUNTY ATTORNEYFinalRevisedCoopAgmtMar2014 Revised 042424 FINAL Page 549
FRANKLIN COUNTY BOARD OF SUPERVISORSBYCHAIRMAN OF THE BOARDATTEST:CLERKAPPROVED AS TO FORM:COUNTY ATTORNEYPITTSYLVANIA COUNTY BOARD OF SUPERVISORSBYCHAIRMAN OF THE BOARDATTEST:CLERKAPPROVED AS TO FORM:COUNTY ATTORNEYFinalRevisedCoopAgmtMar2014 Revised 042424 FINAL Page 650
7.k.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: DSS Janitorial Services Agreement Authorization
Staff Contact(s): Connie Gibson
Agenda Date: June 18, 2024 Item Number: 7.k.
Attachment(s): 1. DSS Contract
Reviewed By:
SUMMARY:
Recently, the County issued a Request for Proposal ("RFP") for Janitorial Services
for the Social Services Building. In response to said RFP, the County received
one (1) proposal from Derrick's Cleaning Services, Inc. ("Derrick's"), for $24,692.00
annually. This is the same price as the previous contract with Derrick's Cleaning
Services, Inc. County Staff evaluated the RFP response proposals and agreed
that Derrick's is responsive and responsible. For the Board's review and
consideration, a related contract is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
The contract will be for one (1) year at a cost of $24,692.00 annually, with four
(4)-one (1)-year potential optional renewals for a total of $123,460.00. Funds are
budgeted to cover this cost.
RECOMMENDATION:
County Staff recommends awarding the attached contract to Derrick's.
MOTION:
"I make a Motion awarding the attached contract to Derrick's."
51
County of Pittsylvania, VA
Contract Number: 20240701
This contract entered into this 1st day of July, by Derrick’s Cleaning Service, hereinafter called the
“Contractor” and County of Pittsylvania, Department of Social Services called the “Purchasing Agency.”
WITNESSETH that the Contractor and the Purchasing Agency, in consideration of the mutual covenants,
promises and agreements herein contained, agree as follows:
SCOPE OF SERVICES: The Contractor shall provide the services to the Department of Social Services as
set forth in the RFP 20240507 and proposal received.
PERIOD OF PERFORMANCE: PERIOD OF PERFORMANCE: From: 7/1/24 through 6/30/25 with an
additional four (4) one- year optional renewals.
The contract documents shall consist of:
A. This signed form;
B. The following portions of the Request for Proposals dated 5/2724:
(1) Scope of services,
(2) Pittsylvania County General Terms and Conditions
(3) Pittsylvania County Special Terms and Condition
C. The Provider’s Proposal dated 5/28/24 and;
IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound
thereby.
CONTRACTOR: DIRECTOR OF SOCIAL SERVICES:
By: _________________________________________ By: _______________________________
Title: _________________________________________ Title: _______________________________
Note: This public body does not discriminate against faith-based organizations in accordance with the Code
of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin,
age, disability, or any other basis prohibited by state law relating to discrimination in employment.
52
7.l.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Commonwealth’s Attorney Case Management Software
Agreement Approval
Staff Contact(s): Connie Gibson
Agenda Date: June 18, 2024 Item Number: 7.l.
Attachment(s): 1. RFP 20240208 Prosecutor Management Case
Software_Final
2. Virginia Pittsylvania Contract 2024 (2) (002)
Reviewed By:
SUMMARY:
The County's Purchasing Department issued RFP #20240208 for Prosecutor Case
Management Software. The advertisement was posted on the Virginia Business
Opportunity website, in the Chatham Star Tribune, and on the County's
website. The County received five (5) proposals. The evaluation committee
had three (3) vendors give a presentation and the Committee desires to move
forward with Software Unlimited Corporation. For the Board's review and
consideration, a related contract is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
The total investment for year one (1) is $95,165, and includes installation,
training, professional services, and interfacing. The annual recurring services are
$17,465 for the next four (4) years. Funds are budgeted to cover this cost.
RECOMMENDATION:
County Staff recommends awarding the contract to Software Unlimited
Corporation as attached.
MOTION:
"I make a Motion awarding the attached contract to Software Unlimited
Corporation."
53
PITTSYLVANIA COUNTY
BOARD OF SUPERVISORS
REQUEST FOR PROPOSAL
RFP: 20240208
Prosecutor Case Management Software for the
Commonwealth’s Attorney Office
CONTACTS: CONNIE GIBSON, PURCHASING MANAGER
434-432-7744
Connie.gibson@pittgov.org
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1
Pittsylvania County, Virginia
RFP # 20240208
Prosecutor Case Management Software
Note: The County of Pittsylvania, Virginia does not discriminate against faith-based organizations in accordance
with the Code of Virginia, §§ 2.2-4343.1, 1950 as amended or against a bidder or offeror because of race, religion,
color, sex, national origin, age, disability, or any other basis prohibited by Federal, State, and County law relating
to discrimination in employment or contracting.
GENERAL INSTRUCTIONS TO OFFERORS
DUE DATE: Sealed Proposals will be received until March 7, 2024, no later than 2:00 P.M. Failure to
submit proposals to the correct location by the designated date and hour will result in disqualification.
ADDRESS: One electronic version (flash-drive) and four (4) hard copies of the proposals should be
mailed, or hand delivered to:
Pittsylvania County Purchasing Department
Att: Connie Gibson
1 Center Street
Chatham, VA 24531.
All Proposals must be in a sealed envelope or box and clearly marked in the lower left corner:
Sealed Proposal - RFP #20240208, “Prosecutor Case Management Software”.
Proposals not so marked or sealed shall be returned to the offeror and will not be considered.
Proposals shall clearly indicate the legal name, address and telephone number of the offeror (company,
firm, partnership, individual). Proposals shall be signed above the typed or printed name and include the
title of the individual signing on behalf of the offeror (see page 2). All expenses for making Proposals to
Pittsylvania County shall be borne by the offeror. All Proposals shall be received by 2:00 P.M.,
March 7, 2024. Any proposal received after this time and date will not be considered. The offeror has
the sole responsibility to have the proposal received by the Pittsylvania County Purchasing Department
at the above address and by the above stated time and date.
QUESTIONS:
1.All questions regarding this RFP must be made in writing. The written questions must be
received by the County no later than 10:00 a.m., Wednesday, February 19, 2024.
Questions may be emailed to Connie.gibson@pittgov.org.
2.All responses to questions will be posted on Pittsylvania County website:
www.pittsylvaniacountyva.gov by February 20, 2024, by 2:00 p.m. The offeror has the sole
responsibility to go to the website and receive the responses or by contacting Connie Gibson
requesting they be emailed. The responses will be an addendum to the RFP. All such responses
by the County shall become part of the RFP.
3.Oral instructions do not become part of the proposal documents.
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2
In Compliance with this Request for Proposal the named party hereby submits a proposal in response to
Pittsylvania County to furnish services described in this RFP. The entire proposal, including Technical
proposal, Proposal Cover Sheet, and any supplemental materials required to be provided by the offeror
pursuant to the terms and conditions of the RFP, constitute the entire proposal.
The party hereby certifies that such is genuine and not collusive or sham; that said offeror has not
colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a
sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by
agreement or collusion or communication or conference, with any person to fix the bid price or affiant or
any bidder, or to fix any overhead, profit or cost element of said bid price, or of that of any other bidder,
or to secure any advantage against Pittsylvania County or any person interested in the proposed contract.
The party submitting the forgoing Proposal acknowledges the provisions, terms and conditions of this
RFP, including all attachments and addenda, and agrees to be bound by those provisions, terms and
conditions. Further, the party certifies that all information submitted in response to this RFP is correct
and true. The person signing this form shall be an authorized signatory officer of the corporation or an
individual authorized by the By-Laws of the Corporation that has been given authoritative responsibility
to bind the firm in a contract.
Name and Address of Firm:
___________________________________________ Date: ______________________________________
___________________________________________ By: ______________________________________
(Signature in Ink by Officer of the Corporation)
___________________________________________
___________________________________________ Name: _______________________________________
(Please Print)
_________________________Zip Code___________ Title: _____________________________________
Phone: (____) _______________________________ Fax: (_____) _________________________________
E-mail: _____________________________________ State of Incorporation: _________________________
State Corporation Commission #: _________________
Receipt of the following Addenda are acknowledged: Attach a copy of your company’s SCC Certificate
and a list of officers.
Addendum No. ____________, dated____________
(Please note all addenda’s)
(Return this Form)
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3
A. PURPOSE
The purpose of this Request for Proposals (RFP) is to solicit proposals to secure a vendor to
provide services and solutions for a prosecutor application for the Commonwealth’s Attorney
Office.
The Pittsylvania County Commonwealth Attorney’s Office primarily prosecutes criminal cases
in Pittsylvania County, Virginia. The Office prosecutes criminal cases in all three courts, Circuit,
General and Juvenile and Domestic Courts.
In addition to the trial work, the Office also handles the filing of lawsuits related to civil
forfeiture of money seized from illegal activities in Pittsylvania County. The Office provides
legal advice when called upon to local law enforcement and supplements the local law
enforcement training seminars. In addition to the elected Commonwealth attorney, there are six
(6) attorneys, three (3) support staff, and two victim witness positions for a total of thirteen (13).
The Commonwealth’s Attorney Office currently utilizes a card catalogue that has reached the
end of life. There will be no data conversion required.
B. SCOPE OF SERVICE
1. TECHNICAL REQUIREMENTS
a. Microsoft SQL Server 2012 minimum or greater.
b. Windows Server 2012 minimum or greater.
c. Windows 10 Pro or greater for client workstations
d. Active Directory authentication: please explain if application is not AD
authenticated.
e. Report writing capability built in or compatible with major reporting system.
2. APPLICATION REQUIREMENTS
a. Ability to interface with SunGard OSSI’s Records Management System
(RMS) and Jail Management System (JMS) data.
b. Ability to access the application via the internet (inquiry only) (optional).
c. Name information should import from RMS.
d. System should track all aspects of a case from pretrial to final
compliance.
e. Ability to automatically assign a case number.
f. Name information can be entered directly into the prosecutor software
system.
g. Ability to enter and maintain the following master Person record data
elements: • Name (first, middle, last, suffix)
• Current address (city, state, zip code) information • Previous addresses (city, state, zip code) information
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4
• Age/Race/Sex • Date of birth
• Driver’s license number • Driver’s license expiration date
• Social Security Number / Date of Birth combination (to verify the
correct defendant) • Recent photo of person
• Occupation • Home phone
• Cell phone
• FBI Number • State Number
• Alias
• Affiliations (schools, gangs, employers, etc.), these should include
address, phone active dates, notes, status
• Relationships (associated people: wife, sister,
acquaintances, etc.)
h. Ability to enter and maintain Prosecutor Case information including:
• Case Number
• Case Type • Court Status (ex: Active, Inactive, Pending)
• Disposition Status • Date of Disposition
• Case Comments
• Referral dates • Recent photo of person
i. Ability to perform Prosecutor Case Inquiries.
j. Ability to perform mass professional (Attorney, Judge etc.)
reassignments.
k. Availability of specific Prosecutor reports.
l. Availability of Court subpoenas.
m. Ability to produce subpoenas, either at the case or event level.
Alternatively provide a method to produce subpoenas in batch by
analyzing the relationships between events and witnesses. Then track the
subsequent subpoena service information.
n. Should support Prosecutor Mass Calendaring (allowing mass
rescheduling of court dates and mass disposition).
o. Ability to enter and maintain Charge information (add, delete, modify).
p. Ability to track 'amendments' to charges, keeping the original charge
information.
q. Ability to regenerate the Charging (Complaint or Indictment) document,
but keep the original if desired.
r. Ability to track 'enhancements' to the Charges and pull this into the
Complaint if desired.
s. Ability to enter and maintain Sentencing information. • Sentence type
• Sentence starting date • Incarceration type
• Plea code
• Plea comments
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5
• Order time • Minimum time (days, months, years)
• Suspended time (days, months, years)
• Probation information (type of probation, start/end dates,
probation officer, agency, etc.)
• Community service (where to serve, dates, hours)
• Consecutive/concurrent
• 4th amendment waiver and related start/end dates • Good behavior
• Operator license suspended/restricted information
t. Ability to enter and maintain information regarding involved professionals
(Judge, Officer, Attorneys) and agencies (Courts, Police Agencies) and the
ability to have unlimited/multiples of each.
u. Ability to enter and maintain Events information, including Court dates and
other user defined event types. Court dates should track the court, judge,
attorneys, officers, court case numbers and the action taken. Documents
should be able to be generated at the event level (notices of trial, victim
letters etc.)
v. Provide a 'Case Summary', which will display (or print) all aspects of the
case in a single view.
w. Provide a court date scheduler which will set up a user definable maximum
number of defendants for an event type (Arraignment, Jury Trial, etc.) by
Judge, Attorney, Officer and/or Court. The scheduler should account for
'days off' and allow for scheduling based on a pattern (every Tuesday at 11
am) or use selected dates.
x. Ability to enter and maintain Ticklers to remind of upcoming
activities/events.
y. Ability to enter and maintain information regarding other Persons involved
in a case.
z. Ability to enter and maintain Warrant information.
aa. Ability to enter and maintain attachments associated to a case (Word
documents, pictures, video and audio, etc.).
bb. Ability to enter and maintain information regarding Defendants involved in
case.
cc. Ability to enter and maintain Victim/Witness information.
dd. Ability to enter and maintain Arrest Order information.
ee. Ability to enter and maintain Subpoena information.
ff. Ability to enter and maintain Disposition information.
• Disposition type
• Disposition date
• Disposition comments
gg. All data entered should be editable with appropriate rights.
hh. Create and track Discovery packets.
ii. Provide an Attorney dashboard capable of showing Attorney caseload and
statistics. The Dashboard should allow District Attorneys and certain
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6
appointees to see all cases, team leaders to see their attorneys’ cases and
individual attorneys to see only their cases.
jj. Provide a Receptionist Inquiry which can quickly show the main aspects of
a case.
kk. Provide a Forensics module tracking various data elements related to an
autopsy, blood alcohol content, DNA, drug analysis, firearms analysis,
toxicology and other tests.
ll. Track forfeitures including: Seizure information, Properties, Interested
Parties, Disbursements and Receipts.
mm. Provide a method to determine equal distribution of workloads among
attorneys for assignment decisions.
nn. Ability for e-discovery.
oo. Ability to sync or put LEO case numbers on the subpoenas. pp.
Prompts with frequent witness information.
qq. Ability to selectively bring over what is needed from the RMS.
rr. Ability to input and track bond information.
ss. Ability to comment on events so the comments are visible to other staff and
attorneys.
tt. Provide a way to flag a file for special handling such as special
prosecutor, extradition, and IAD.
uu. Ability to track revocations, NGRI hearings, and commitment appeals.
vv. Provide capability to archive data files and selectively retrieve archived
information for a specific case/defendant.
ww. Should provide integration for import of arrest/booking (including
defendant/alias information, charges, officers, witnesses, victims, alerts and
mugshot) and citation (traffic and parking) data.
xx. Should be highly integrated between all the available justice products.
yy. Ability to limit module access and certain functions to certain users
zz. All data entered should be editable with appropriate rights
aaa. Provide menu driven functionality for accessing different modules and
functions.
bbb. Should use ADD, EDIT, CANCEL, APPLY and DELETE buttons for data
support.
ccc. System should flow with functional progression of data entry screens
following case management processes.
ddd. The Master Person screen should allow users to view person details and
associated cases.
eee. Provide the ability for the software to integrate criminal case tracking with
legal document production and word processing.
fff. Should provide mass tickler functionality to follow workflow and display
reminders.
ggg. Should provide information and statistics about judges and attorneys.
hhh. Should provide mass calendar functionality to accommodate changes in
scheduling and events.
iii. System must allow imaging of documents and include the ability to attach
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documents to case files. Images should be able to attach within a single
case's processing screens as well as have the ability to scan mass documents
then attach them from a list to the appropriate cases.
jjj. Enhanced scanning features including: Ability to configure and save
scanner settings, allow preview of scanned images, ability to save
multiple pages to a single PDF.
kkk. The information entered must apply for witness, victim, suspect and
defendant data.
lll. Must provide a common listing of name information and allow one person to
be viewed as being involved in multiple cases.
mmm. Provide the ability to search on multiple fields for reporting and previously
entered cases.
nnn. Ability to capture, display and print all fines and restitutions information
processed for victims.
ooo. Provides a 'tickler' indicator of all needed actions/upcoming events for
report logs and filed cases.
ppp. Provides the ability to indicate a defendant's felony case procedure level.
qqq. Ability to classify cases using user definable code tables for statistical
purposes.
rrr. Ability to flag cases when processed.
sss. Ability to track log information.
ttt. Provide incident status tracking for report logs, cases filed and actions
needed/not needed.
uuu. Must be able to re-open cases.
vvv. Provide notification for release of resources when a case is closed.
www. Must allow for validation of trial dates.
xxx. Must provide the ability to display a location of physical files from the
defendant's information screen.
yyy. Ability to determine prior Commonwealth Attorney involvement with
defendant or witness.
zzz. Must provide audit tracking ability of all tables to review record
changes within the system.
aaaa. Ability to filter/report case assignments by attorneys.
bbbb. Ability to filter/report case scheduling by user defined criteria.
cccc. Provide the ability to track warrants.
dddd. Allow calendar functions for/by events and event types to be shared by
Commonwealth Attorney staff.
eeee. Ability to track pre-sentencing orders.
ffff. Allow to track probation violations.
gggg. Allow to track cases under appeal.
hhhh. Ability to produce charging documents via word processing functions.
iiii. Ability to retrieve and update associated data for co-defendants.
jjjj. Must be able to have data from a main source for witnesses, officers etc.
be copied to each associated co-defendant file to prevent duplicate data
entry.
kkkk. System must provide security levels of access.
llll. System must provide security levels of access for each staff level on an
individual basis.
mmmm. Provide the ability to generate trial notices to officers
nnnn. Should have canned reports available throughout the system.
oooo. Should allow the use of SQL statements for creating documents including
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the capability for automatic merging of specific case data.
pppp. Should have an option for user to create SQL statements for documents
that will be used repeatedly in the system.
qqqq. The software should also provide pre- built commonly used/needed
SQL statements for reporting.
rrrr. Must be able to keep track of officer requested subpoena information.
ssss. Should have a report indicating specific charge information and type of
case.
tttt. Should have a report for Court of Record.
uuuu. Should have a report for disposition of charges.
vvvv. Should have a report reflecting hearing status such as a continuation.
wwww . Capability to export data to Word, Excel or email.
xxxx. Provide the ability to associate certain charges on a case with
witnesses/victims
zzzz. Provide the ability to associate certain charges on a case with events (for
example court dates)
aaaaa. Note fields should allow unlimited text and provide spell check.
bbbbb. Provide the ability to automate business rules so that common tasks can
be configured, then performed with minimal key strokes.
ccccc. Provide a 'Distributed Case Management' feature.
ddddd. Provide the ability to merge duplicate Person records
eeeee Allow Case types and/or Locations/courts to be changed
fffff . Provide security at the case type level (certain types of cases only
viewable by certain users/groups)
ggggg. Allow cases to be copied to another case type or location/court (bound
over).
hhhhh. The system must allow an optical character recognition (OCR) scanner,
that allows the county to scan the bar code on the face of the warrants
and have system pull the data (names, addresses, etc.) to automatically
populate fields.
C. RESPONSIBILITIES OF THE COUNTY
• Shall assist the Vendor by placing at his disposal all available
information pertinent to the project.
• Guarantee access to and make all provisions for the Vendor to enter
upon public and private property as required for the Vendor to perform
his services under this agreement.
• Furnish all required approvals and permits from all governmental
authorities having jurisdiction over the project and such approvals and
consents from others as may be necessary for completion of the project.
• Give prompt written notice to the Vendor whenever the County
observes or otherwise becomes aware of any development that affects
the scope of Vendor’s services.
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D. PROPOSAL FORMAT
To facilitate the analysis of proposals, Offerors are encouraged to prepare the proposal according
to the instructions and in the order presented in this section. Proposals should be prepared as
simply as possible with straightforward, concise descriptions to demonstrate an understanding of
the project and services required by the County. Proposals that provide innovative alternatives
and creative approaches are encouraged. Any other information thought to be relevant, but not
applicable to the categories below, may be provided as an appendix to the proposal.
The proposal should be organized with tabs in the following order and minimally contain the
following information:
• An executive summary that provides a narrative, prepared in non-technical terms, summarizing
the proposal.
• A profile which includes company/firm history, ownership, products or services offered,
qualifications, financial status, etc.
• A description of the Offeror’s understanding of the requirements contained in the Scope of
Work
.
• Capability and functionality of the proposed solution and how it meets the needs of the County.
• Key personnel, including experience history, who will be assigned to work on the
project/provide services. Identify all subcontractors/sub-consultants who will work on the
project/provide services and define their roles.
• Successes on projects similar in size and scope.
• The timeframe for project implementation and completion.
• A statement of financial status of the firm and cost.
• Three References
E. EVALUATION OF PROPOSALS: SELECTION FACTORS
All proposals meeting the requirements of this RFP shall be reviewed and rated by a
County evaluation committee according to the criteria listed below. The County
expressly reserves the right to reject all proposals received.
• Experience and qualifications of the key personnel. (25 points)
• Project approach, work plan, timeline, deliverables and project management. (25 points)
• Quality, completeness, and responsiveness of the proposal. (25 points)
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• Cost- break out specifics for software licensing, annual support, training and
implementation and training. (25 points)
F. AWARD PROCEDURES
AWARD: Selection shall be made of two or more offerors deemed to be fully
qualified and best suited among those submitting proposals on the basis of the
evaluation factors included in the Request for Proposals, including price, if so
stated in the Request for Proposals. Presentations may be required. Negotiations
shall be conducted with the offerors so selected. Price shall be considered but
need not be the sole determining factor. After negotiations have been conducted
with each offeror so selected, the agency shall select the offeror which, in its
opinion, has made the best proposal, and shall award the contract to that offeror.
The County may cancel this Request for Proposals or reject proposals at any time
prior to an award and is not required to furnish a statement of the reasons why a
particular proposal was not deemed to be the most advantageous (Code of
Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in
its sole discretion that only one offeror is fully qualified, or that one offeror is
clearly more highly qualified than the others under consideration, a contract may
be negotiated and awarded to that offeror. The award document will be a contract
incorporating by reference all the requirements, terms and conditions of the
solicitation and the contractor’s proposal as negotiated.
Note: Offerors should expect to provide a demonstration of the proposed
solution.
G. SPECIAL TERMS AND CONDITIONS
BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (120)
days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the
bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is
canceled.
ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to
award a contract as a result of this solicitation, the purchasing agency will publicly post such
notice on the County’s website, www.pittsylvaniacountyva.gov and on the County Public Notice
Bulletin Board located at 1 Center Street, Chatham, VA 24531.
CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and
terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice
to the contractor. In the event the initial contract period is for more than 12 months, the resulting
contract may be terminated by either party, without penalty, after the initial 12 months of the
contract period upon 60 days written notice to the other party. Any contract cancellation notice
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shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding
orders issued prior to the effective date of cancellation.
OWNERSHIP/FOIA: Ownership of all data, materials and documentation originated and
prepared for the County pursuant to the RFP shall belong exclusively to the County and be
subject to public inspection in accordance with the Virginia Freedom of Information Act.
Trade secrets or proprietary information submitted by an Offeror shall not be subject to public
disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the
protections of Section 2.2-4342D of the Code of Virginia, in writing, either before or at the time
the data or other materials to be protected and state the reasons why protection is necessary. The
proprietary or trade secret material submitted must be identified by some distinct method such as
highlighting or underlining and must indicate only the specific words, figures, or paragraphs that
constitute trade secret or proprietary information. The classification of an entire proposal
document, line item, prices and/or total proposal prices as proprietary or trade secrets is not
acceptable and will result in rejection of the proposal.
STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to
Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to
transact business in the Commonwealth pursuant to B-30 Title 13.1 or Title 50 is required to
include in its bid or proposal the identification number issued to it by the State Corporation
Commission (SCC). Any bidder or offeror that is not required to be authorized to transact
business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as
otherwise required by law is required to include in its bid or proposal a statement describing why
the bidder or offeror is not required to be so authorized. Indicate the above information on the
SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1
and 50 is checked during the solicitation stage (including without limitation the SCC Form
provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such
form, or its acceptance of Contractor’s statement describing why the bidder or offeror was not
legally required to be authorized to transact business in the Commonwealth, shall not be
conclusive of the issue and shall not be relied upon by the Contractor as demonstrating
compliance.
COOPERATIVE PURCHASE: If authorized by the Offeror, the contract resulting from this
Request for Proposals may be extended to other public bodies, public agencies or institutions
within the State of Virginia to purchase at contract prices and terms. Any public entity that uses
the contract shall place its own order(s) directly with the contractor(s). Pittsylvania County
Board of Supervisors is not a party to such contracts and is not responsible for placement of
orders, payment or discrepancies of the participating jurisdictions. It is the Offeror’s
responsibility to notify the jurisdictions of the availability of contract(s). Offerors who do not
wish to extend the terms, conditions and prices to other public entities shall so indicate in the
proposal.
RENEWAL OF CONTRACT: This contract will be for three (3) years and may be renewed by
the County for two (2) successive three- year periods under the terms and conditions of the
original contract. Price increases may be negotiated only at the time of renewal. Written notice of
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the County’s intention to renew shall be given approximately 30 days prior to the expiration date
of each contract period.
CYBER SECURITY AND PRIVACY BREACH INDEMNIFICATION: In the event, there
is a breach of confidential or private information from County data due to any alleged act,
omission, professional error, fault, mistake, or negligence of the Contractor, its employees,
agents, representatives, or subcontractors, their employees, agents, or representatives in
connection with or incidental to the performance of the contract, the Contractor shall indemnify
the County, its elected officials, officers employees, and volunteers for all costs associated with
the privacy or security breach including the costs of professional external Information
Technology services to contain and or terminate the security failure or privacy event,
professional external Information Technology services to conduct a forensic investigation to
determine cause, and scope of the breach including who may have been affected by the breach,
services to research and identify current address information to contact those affected, third party
notification services, third party identity theft, and identity restoration insurance and or services,
legal services and advices relating to the security failure or privacy event, external
communications firm services to provide call center services, press releases, and answer
questions related to the breach for those affected, regulatory fines, penalties or assessments
levied against the County as a result of the breach including State, Federal, PCI, and, and shall
fully indemnify the County for any third party claims resulting on account of loss of or damage
to any property or for injuries to or death of any person.
CONFIDENTIAL: Confidential Information may be supplied to the Contractor solely for the
purposes of performance under the Contract and Contractor agrees not to use this data for any
other purpose or to disclose the data to any third party. Contractor shall be liable for any
damages arising from breach of any local, state, or federal confidentiality or privacy laws related
to the Contractor’s performance under the contract. Contractor shall take all reasonable and
appropriate action to prevent such disclosure by its employees or agents. The confidentiality
covenants contained herein will survive the termination or cancellation of the contract. This
obligation of confidentiality will not apply to information that:
a. is in the public domain, either at the time of disclosure or afterwards, except by
breach of this contract by a party or its employees or agents;
b. a party can establish by reasonable proof was in that party's possession at the time
of initial disclosure;
c. a party receives from a third party who has a right to disclose it to the receiving
party; or
d. is the subject of a court order, subpoena, or other legitimate disclosure request or
demand under the Virginia Freedom of Information Act, Va. Code §2.2-3700, et
seq. or similar applicable public disclosure laws governing this contract; provided,
however, that in the event you receive a public records, subpoena or other similar
applicable request or demand, you will give us prompt notice and otherwise
perform the functions required by applicable law.
e. Any violation by Vendor of any provision under this Confidential Information
section shall constitute a material breach of this contract, and as such the County
reserves the right to terminate the contract immediately without penalty and
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pursue any remedies allowed by law to prevent or remedy a breach by the
Contractor of its obligations to the Confidential Information section to include
injunctive relief.
PITTSYLVANIA COUNTY
GENERAL TERMS AND CONDITIONS
(not all will be applicable)
Any Special Terms and Conditions will supersede the below terms and conditions.
A. VENDORS MANUAL 1
B. APPLICABLE LAWS AND COURTS 1
C. ANTI-DISCRIMINATION 1
D. ETHICS IN PUBLIC CONTRACTING 2
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986 2
F. DEBARMENT STATUS 2
G. ANTITRUST 3
H. CLARIFICATION OF TERMS 3
I. PAYMENT 3
J. PRECEDENCE OF TERMS 4
K. QUALIFICATIONS OF BIDDERS OR OFFERORS 4
L. TESTING AND INSPECTION 4
M. ASSIGNMENT OF CONTRACT 4
N. CHANGES TO THE CONTRACT 4
O. DEFAULT 4
P. TAXES 5
Q. USE OF BRAND NAMES 5
R. TRANSPORTATION AND PACKAGING 5
S. INSURANCE 5
T. ANNOUNCEMENT OF AWARD 6
U DRUG-FREE WORKPLACE 6
V. NONDISCRIMINATION OF CONTRACTORS 7
W. AVAILABILITY OF FUNDS 7
X. SMALL, WOMEN-, MINIORTY AND SERVICE DISABLED VETERAN-OWNED .
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia
Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in
their entirety.
B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all
respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any
litigation with respect thereto shall be brought in the circuit court of Pittsylvania County. The county and the
contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any
contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366).
ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all
applicable federal, state and local laws, rules and regulations.
C. ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the County that
they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the
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Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With
Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act
(VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any
recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's
religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender
sexual orientation, gender identity, or national origin and shall be subject to the same rules as other
organizations that contract with public bodies to account for the use of the funds provided; however, if the
faith-based organization segregates public funds into separate accounts, only the accounts and programs
funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment because of
race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any
other basis prohibited by state law relating to discrimination in employment, except where there is a
bona fide occupational qualification reasonably necessary to the normal operation of the contractor.
The contractor agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination clause.
b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the
contractor, will state that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation
shall be deemed sufficient for the purpose of meeting the requirements of this section.
d. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor
violates one of these provisions, the Commonwealth may terminate the affected part of this contract
for breach, or at its option, the whole contract. Violation of one of these provisions may also result
in debarment from State contracting regardless of whether the specific contract is terminated.
e. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in
its employment practices, subcontracting practices, and delivery of goods or services, on the basis of
race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation,
disability, or veteran status, is hereby incorporated in this contract.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order over
$10,000, so that the provisions will be binding upon each subcontractor or vendor.
D. ETHICS IN PUBLIC CONTRACTING: By submitting their (bids/proposals), (bidders/offerors) certify that
their (bids/proposals) are made without collusion or fraud and that they have not offered or received any
kickbacks or inducements from any other (bidder/offeror), supplier, manufacturer or subcontractor in
connection with their (bid/proposal), and that they have not conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money,
services or anything of more than nominal value, present or promised, unless consideration of substantially
equal or greater value was exchanged.
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:
By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the
Contractor does not, and shall not during the performance of the contract for goods and services in Pittsylvania
County , knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control
Act of 1986.
F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently
debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services
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covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or
accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the
Commonwealth of Virginia.
If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor,
the non-debarred vendor will be debarred for the same time period as the debarred vendor.
G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to Pittsylvania
County all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the
antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or
services purchased or acquired by Pittsylvania County under said contract.
H. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications or
other solicitation documents, the prospective (bidder/offeror) should contact the buyer whose name appears on
the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation
will be made only by addendum issued by the buyer.
I. PAYMENT:
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to
the
payment address shown on the purchase order/contract. All invoices shall show the contract number
and/or purchase order number; social security number (for individual contractors) or the federal
employer identification number (for proprietorships, partnerships, and corporations).
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30
days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for
payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase order, that are to be paid for with
public funds, shall be billed by the contractor at the contract price, regardless of which public
agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all cases where
payment is made by mail, or when offset proceedings have been instituted as authorized under the
Virginia Debt Collection Act.
e. Unreasonable Charges. Under certain emergency procurements and for most time and material
purchases, final job costs cannot be accurately determined at the time orders are placed. In such
cases, contractors should be put on notice that final payment in full is contingent on a determination
of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable
will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that
invoiced charges are not reasonable, the County shall notify the contractor of defects or
improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2-4351.,. The
provisions of this section do not relieve an agency of its prompt payment obligations with respect to
those charges which are not in dispute (Code of Virginia, § 2.2-4363).
2. To Subcontractors:
a. Within seven (7) days of the contractor’s receipt of payment from the County, a contractor awarded
a contract under this solicitation is hereby obligated:
(1) To pay the subcontractor(s) for the proportionate share of the payment received for work
performed by the subcontractor(s) under the contract; or
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(2) To notify the county and the subcontractor(s), in writing, of the contractor’s intention to
withhold payment and the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month
(unless otherwise provided under the terms of the contract) on all amounts owed by the contractor
that remain unpaid seven (7) days following receipt of payment from the County except for amounts
withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be
payment to the addressee. These provisions apply to each sub-tier contractor performing under the
primary contract. A contractor’s obligation to pay an interest charge to a subcontractor may not be
construed to be an obligation of the County.
3. The Pittsylvania County encourages contractors and subcontractors to accept credit card payments.
J. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL,
APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING,
IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST,
MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF
TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other
General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms
and Conditions shall apply.
K. QUALIFICATIONS OF (BIDDERS/OFFERORS): Pittsylvania County may make such reasonable
investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the
services/furnish the goods and the (bidder/offeror) shall furnish to the County all such information and data for
this purpose as may be requested. The County reserves the right to inspect (bidder’s/offeror’s) physical
facilities prior to award to satisfy questions regarding the (bidder’s/offeror’s) capabilities. The County further
reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such
(bidder/offeror) fails to satisfy the County that such (bidder/offeror) is properly qualified to carry out the
obligations of the contract and to provide the services and/or furnish the goods contemplated therein.
L. TESTING AND INSPECTION: Pittsylvania County reserves the right to conduct any test/inspection it may
deem advisable to assure goods and services conform to the specifications.
M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part
without the written consent of Pittsylvania County.
N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:
1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional
goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or
within the same broad product or service categories as were included in the contract award. Any increase
or decrease in the price of the contract resulting from such modification shall be agreed to by the parties
as a part of their written agreement to modify the scope of the contract.
2. The Purchasing Department may order changes within the general scope of the contract at any time by
written notice to the contractor. Changes within the scope of the contract include, but are not limited to,
things such as services to be performed, the method of packing or shipment, and the place of delivery or
installation. The contractor shall comply with the notice upon receipt, unless the contractor intends to
claim an adjustment to compensation, schedule, or other contractual impact that would be caused by
complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing
Department of the adjustment to be sought, and before proceeding to comply with the notice, shall await
the Purchasing Manager’s written decision affirming, modifying, or revoking the prior written notice. If
the Purchasing Department decides to issue a notice that requires an adjustment to compensation, the
contractor shall be compensated for any additional costs incurred as the result of such order and shall give
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the Purchasing Department a credit for any savings. Said compensation shall be determined by one of the
following methods:
Any additions or changes to the contact shall be mutually agreed upon between the parties
in writing and approved by the Procurement Manger before the changes take affect.
O. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and
conditions, the County, after due oral or written notice, may terminate this contract and procure all goods
and/or services contracted for, from other sources and hold the contractor responsible for any resulting
additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the
County may have.
P. TAXES: Sales to Pittsylvania County are normally exempt from State sales tax. State sales and use tax
certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall
usually be free of Federal excise and transportation taxes. The County’s excise tax exemption registration
number is 54-6001508.
If sales or deliveries against the contract are not exempt, the contractor shall be responsible for the payment of
such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the contractor
from offering a tax-included price.
Q. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make
or manufacturer does not restrict (bidders/offerors) to the specific brand, make or manufacturer named, but
conveys the general style, type, character, and quality of the article desired. Any article which the public body,
in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship,
economy of operation, and suitability for the purpose intended, shall be accepted. The (bidder/offeror) is
responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive
literature, catalog cuts and technical detail to enable the Commonwealth to determine if the product offered
meets the requirements of the solicitation. This is required even if offering the exact brand, make or
manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid
will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in
declaring a bid nonresponsive. Unless the (bidder/offeror) clearly indicates in its (bid/proposal) that the
product offered is an equivalent product, such (bid/proposal) will be considered to offer the brand name
product referenced in the solicitation.
R. TRANSPORTATION AND PACKAGING: By submitting their (bids/proposals), all (bidders/offerors)
certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the
lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise
specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping
containers shall be legibly marked or labeled on the outside with purchase order number, commodity
description, and quantity.
S. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or offeror
certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is
awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’
compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The
bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance
coverages during the entire term of the contract and that all coverage will be provided by companies authorized
to sell insurance in Virginia by the Virginia State Corporation Commission.
MINIMUM INSURANCE COVERAGES AND LIMITS:
1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of
three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of
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increases in the number of employees that change their workers’ compensation requirements under the
Code of Virginia during the course of the contract shall be in noncompliance with the contract.
2. Employer’s Liability - $100,000.
3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial
General Liability is to include bodily injury and property damage, personal injury and advertising injury,
products and completed operations coverage. The Commonwealth of Virginia shall be added as an
additional insured to the policy by an endorsement.
4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by
the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is
maintained by the Contractor (or third party owner of such motor vehicle.)
Profession/Service Limits
Accounting $1,000,000 per occurrence, $3,000,000 aggregate
Architecture $2,000,000 per occurrence, $6,000,000 aggregate
Asbestos Design, Inspection or Abatement Contractors $1,000,000 per occurrence, $3,000,000 aggregate
Health Care Practitioner (to include Dentists, Licensed Dental
Hygienists, Optometrists, Registered or Licensed
Practical Nurses, Pharmacists, Physicians, Podiatrists,
Chiropractors, Physical Therapists, Physical
Therapist Assistants, Clinical Psychologists,
Clinical Social Workers, Professional Counselors,
Hospitals, or Health Maintenance
Organizations.) Code of Virginia § 8.01-581.15
https://law.lis.virginia.gov/vacode/title8.01/chapter21.1/section8.01-581.15/
Insurance/Risk Management $1,000,000 per occurrence, $3,000,000 aggregate
Landscape/Architecture $1,000,000 per occurrence, $1,000,000 aggregate
Legal $1,000,000 per occurrence, $5,000,000 aggregate
Professional Engineer $2,000,000 per occurrence, $6,000,000 aggregate
Surveying $1,000,000 per occurrence, $1,000,000 aggregate
T. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract
as a result of this solicitation, the purchasing agency will publicly post such notice on the County’s website
(www.pittsylvaniacountyva.gov) for a minimum of 10 days.
U. DRUG-FREE WORKPLACE: Applicable for all contracts over $10,000:
During the performance of this contract, the contractor agrees to (i) provide a drug-free workplace for the
contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment,
a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or
use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the
actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free
workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of
over $10,000, so that the provisions will be binding upon each subcontractor or vendor.
For the purposes of this section, “drug-free workplace” means a site for the performance of work done in
connection with a specific contract awarded to a contractor, the employees of whom are prohibited from
engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled
substance or marijuana during the performance of the contract.
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V. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated
against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation,
gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by
state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders
unless the state agency, department or institution has made a written determination that employing ex-
offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based
organization and an individual, who applies for or receives goods, services, or disbursements provided
pursuant to this contract objects to the religious character of the faith-based organization from which the
individual receives or would receive the goods, services, or disbursements, the public body shall offer the
individual, within a reasonable period of time after the date of his objection, access to equivalent goods,
services, or disbursements from an alternative provider.
W. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall
be bound hereunder only to the extent that the Board of Supervisors has appropriated funds that are legally
available or may hereafter become legally available for the purpose of this agreement.
X. Small, Women-, Minority and Service Disabled Veteran-Owned Business Participation.
The Purchasing Department will try to facilitate the participation of small, women-, minority-, and
service-disabled veteran-owned businesses in the procurement transactions of the County. The
County grants no preferences or set-asides to such businesses. The Purchasing Department shall
assist any such business in understanding bids or proposals.
Discrimination Prohibited.
In the solicitation of awarding of contracts, The County shall not discriminate against any bidder or
offeror because of race, religion, color, sex, national origin, age, disability, status as a service
disabled veteran, or other basis prohibited by state or federal law relating to discrimination in
employment.
Pittsylvania County shall not discriminate against any faith-based organizations.
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CONTRACTOR ELIGIBILITY CERTIFICATION
This is to certify that this person/firm/corporation has not been barred from
bidding on contracts by any agency of the Commonwealth of Virginia, nor is this
person/firm/corporation a part of any firm/corporation that has been barred from bidding
on contracts by any agency of the Commonwealth of Virginia.
______________________________
Name of Official
______________________________
Title
______________________________
Firm or Corporation
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Software Unlimited Professional Services Agreement – Page 1
Professional Services Agreement
This agreement entered into this ___ day of _________ 2024 between the Pittsylvania
County Commonwealth’s Attorney in Chatham, Virginia (hereinafter called Customer)
and Software Unlimited Corporation (hereinafter called Vendor).
Whereas, the Customer has the duties and responsibilities as set forth in the Constitutional
Laws of the State of Virginia.
Whereas, the Customer may contract with the Vendor to assist carrying out those duties
and responsibilities, and
Whereas, the Customer wishes to contract for professional services for a case management
software system with Vendor and the Vendor wishes to accept this agreement,
Now therefore, it is agreed as follows:
1. Vendor shall perform the duties as follows and other matters as assigned by the
Customer in a professional manner.
2. Customer agrees to accept a personal, nontransferable, non-exclusive license to use
the proprietary software products whether in standard or customized forms for the
term of this Agreement. Customer agrees not to disclose, publish, release or
transfer to another, any Products without first obtaining the written permission of
the Vendor.
3. Software:
The Customer is contracting for a 13 user Criminal Case Management System for
$32,500.00 and 13 user Document Management software for $10,400.00 totaling
$42,900.00. The Criminal Case Management system consists of all components
listed in the initial quote provided to the Customer including Premium Document
Management.
4. Interfaces:
The Customer is considering two interfaces.
• Sungards Record Management System. The initial estimate for this
interface is $4,500.00 for development. An additional $2,500.00 will be
charged for testing and implementation.
• Jail Management System Data. The initial estimate for this interface is
$5,500.00 for development. An additional $2,500.00 will be charged for
testing and implementation. ** prices may vary based on complexity of
interfaces once details are discussed.
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Software Unlimited Professional Services Agreement – Page 2
5. Installation:
Criminal Case Management and Premium Document Management Online Client
Installation is billed at a rate of $950 a day for 3 days totaling $2,850.00.
6. Professional Services:
Vendor shall provide Criminal Case Management and Premium Document
Management Professional Services for Pre Project Implementation Meetings and is
billed at a rate of $150 per hour for 3 hrs totaling $450.00
7. Hosted Server:
If customer decides they want a hosted server, the vendor shall configure and setup
a hosted server for the customers for 13 users:
• A one time Setup of Hosting Server is billed at a rate of $450.00/day
for 4 days totaling $3,800.
8. Microsoft Government Cloud Storage:
Customer has decided to use the County’s Microsoft Government Office 365
account for evidence storage. Vendor will not be providing this service per
customer’s request.
9. Sonix – Transcription Service
Customer has requested transcription capabilities for video and audio files, as
needed.
Sonix bills at a rate of $22.00/month/user for 7 Users totaling $1848.00 per year
plus $5.00/hr for transcription services based on length of video or audio file
transcribed. The transcription services will be billed quarterly and determined by
the number of hours used for transcription.
**this fee is dictated by Sonix. If Sonix would increase its prices, this would be
passed on to the customers.
10. Training:
Vendor shall provide Criminal Case Management and Premium Document
Management:
• Online Preinstall Training at a rate of $150/hr for 6 hrs totaling $900.
• Online Training is billed at $950/day for a six hour day. Vendor shall
provide 3 days of online training for a total of $2850.00
• Onsite Training has been chosen. Onsite training is billed at a rate of $2000
a day for a six-hour day. Vendor shall provide 4 days of training for a total
of $8000.
• Online Post Install Training at a rate of $950 a day for 1 day totaling
$950.00
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Software Unlimited Professional Services Agreement – Page 3
Total Criminal Case Management and Premium Document Management
Training $12,700.00
Vendor shall provide Sonix Training:
• Online training at a rate of $150/hour for 6 hours, totaling $900.00.
Total Sonix Training - $900.00
Total Training: $13,600.00
11. Annual Support:
• Criminal Case Management Software and Document Management Software
Support:
An annual maintenance fee for Software Unlimited Criminal Case
Management Software of $8,320.00 and Premium Document
Management of $2,080.00 per year totaling $10,400.00 for 13 users.
• Interfaces Annual Support:
An annual maintenance fee for the Sunguard’s Record Management
System interface of $1,400.00 and Jail Management System Data
interface of $1,600.00 per year totaling $3,000.00. This annual fee
will be prorated based on the number of months left in the current
year after interface is completed and installed for year 1. Then all
subsequent years, an annual fee of $3,000.00 will be due.
• Hosted Server Support and Fees:
Monthly Cloud Server Hosting Fees at $225.00/month totaling
$2,700/year
Cloud Support per User at a rate of $6.75/mo totaling $1053/year
Storage fees for server 1 TB at a rate of $26.00/mo totaling
$312/year
• Sonix Annual Support:
An annual maintenance fee for Sonix billed at a rate of $350/year.
It is a warranty against defect or internal system failure. This warranty only covers
specific internal flaws of the software and does not extend to damage resulting from
the internal flaw, user error or hardware malfunctions. Maintenance fee for
Criminal Case Management system and Premium Document Management will
begin billing on installation of the software. Maintenance includes phone, e-mail,
and web-support for users, incidental troubleshooting, and administrative
assistance.
Major rewrites of the application are not considered version upgrades. There may
be additional charges for the use of new features that are the result of major rewrites
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Software Unlimited Professional Services Agreement – Page 4
of the application. Maintenance does not include on-site troubleshooting, support
or training. Such additional services will be billed at the normal billing rates.
Tech Support is provided Monday through Friday 7:00 a.m. – 5:00 p.m. central
standard time.
Tech support is available in a number of formats, including telephone support, remote
assist support using Go To Assist and email support. Regardless of the method by
which users contact Vendor’s support staff, Vendor endeavors to provide a quick and
accurate response to Customer’s issue. These annual support fees are binding for 3
years, after 3 years, customer can provide a 30 day notice of intent to cancel if they
choose. Software Unlimited will lock in the pricing for these 3 years with the
option to extend services for a 4th year at the same rate. After 4 years, prices are
subject to change. **Price lock guarantee does not include services or products
that Software Unlimited is not directly in charge of such as storage fees from
Hosted Server and Sonix transcription fees.
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Software Unlimited Professional Services Agreement – Page 5
12. Pricing Detail:
The Customer shall process and pay the Vendor the payment plan in the initial invoice
within thirty (30) days of the Customer’s receipt of the Vendor’s invoice.
Criminal Case Management and Premium Document Management Software:
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Software Unlimited Professional Services Agreement – Page 6
Continued - Criminal Case Management and Premium Document Management
Software:
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Software Unlimited Professional Services Agreement – Page 7
Hosted Server: (If Chosen)
81
Software Unlimited Professional Services Agreement – Page 8
Interfaces: (If Chosen)
82
Software Unlimited Professional Services Agreement – Page 9
Sonix: 7 Users
83
Software Unlimited Professional Services Agreement – Page 10
13. In all matters relating to this Contract, the Vendor shall act as an Independent
Contractor. The Vendor is not an employee of the Customer under the meaning or
application of any Federal or State unemployment laws, insurance laws, workers
compensation laws, tax laws, or otherwise, including FICA. The Vendor shall receive
an IRS Form 1099 for the appropriate tax year(s). At all times the Vendor shall be
considered an Independent Contractor and accordingly the Vendor shall pay expenses
such as clerical, taxes, etc. as required.
14. Special Terms and Conditions from the RFP 20240208 shall be incorporated into this
agreement.
THIS AGREEMENT SUPERSEDES ANY PRIOR PROPOSAL, AGREEMENT,
COMMITMENTS OR REPRESENTATIONS OF ANY KIND, WHETHER ORAL OR
WRITTEN, WITH RESPECT TO THE PRODUCT.
This agreement shall be effective with the signatures of those in authority to make this
agreement binding.
Dated _________________, 2024 Dated ___________________, 2024
_________________________________ ______________________________
June Geddie
County Administrator CEO/President
Chatham, Virginia Software Unlimited Corporation
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7.m.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Solid Waste Freightliner 114SD Plus Purchase
Authorization
Staff Contact(s): Chris Adcock
Agenda Date: June 18, 2024 Item Number: 7.m.
Attachment(s): 1. Excel Truck
Reviewed By:
SUMMARY:
The County's Public Works Department, Solid Waste Division, is requesting the
purchase of a Freightliner 114SD Plus. 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, and the cost of the Galberth Roll Off Hoist is
$70,000, for a total of $216,023.00. Funds are contained in Solid Waste's budget
to cover this cost.
RECOMMENDATION:
County Staff recommends the Board award the purchase of the Freightliner
114SD Plus to Excel Truck Group.
MOTION:
"I make a Motion awarding the purchase of the Freightliner 114SD Plus to Excel
Truck Group."
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7.n.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: DPCS (Chatham-Blairs District); (Rufus
Fuller)
Staff Contact(s): Kenneth Bowman
Agenda Date: June 18, 2024 Item Number: 7.n.
Attachment(s): None
Reviewed By:
SUMMARY:
Rufus Fuller ("Fuller") is the current Chatham-Blairs District representative on the
Danville-Pittsylvania County Community Services Board (“DPCS”), and his term
expires June 30, 2024. Supervisor Bowman desires to reappoint Fuller 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 Bowman's
recommendation and reappoint Fuller as the Chatham-Blairs 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 Fuller as the Chatham-Blairs District
representative on the DPCS Board for a four (4)-year term beginning on July 1,
2024, and ending on June 30, 2028."
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7.o.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: Library Board (Tunstall District); (Debra
Turner)
Staff Contact(s): William Ingram
Agenda Date: June 18, 2024 Item Number: 7.o.
Attachment(s): None
Reviewed By:
SUMMARY:
Debra Turner ("Debra Turner") is the current Tunstall District representative on the
County's Library Board and her term expires June 30, 2024. Supervisor Ingram
desires to reappoint Turner 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 Ingram's
recommendation and reappoint Turner as the Tunstall 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 Turner as the Tunstall District representative on
the Library Board for a four (4)-year term beginning on July 1, 2024, and ending
on June 30, 2028."
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7.p.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Reappointment: Planning Commission (Callands-Gretna
District); (Janet Mease)
Staff Contact(s): Darrell Dalton
Agenda Date: June 18, 2024 Item Number: 7.p.
Attachment(s): None
Reviewed By:
SUMMARY:
Janet Mease ("Mease") is the current Callands-Gretna District representative on
the County's Planning Commission ("PC") and her term expires July 31,
2024. Chairman Dalton desires to reappoint Mease to the PC for a four (4)-year
term beginning on August 1, 2024, and ending on July 31, 2028.
FINANCIAL IMPACT AND FUNDING SOURCE:
Not applicable.
RECOMMENDATION:
County Staff recommends the Board follow Supervisor Dalton's
recommendation and reappoint Mease as the Callands-Gretna District
representative on the PC for a four (4)-year term beginning on August 1, 2024,
and ending on July 31, 2028.
MOTION:
"I make a Motion reappointing Mease as the Callands-Gretna District
representative on the PC for a four (4)-year term beginning on August 1, 2024,
and ending on July 31, 2028."
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8.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: General Presentations (Board of Supervisors)
Staff Contact(s): Kaylyn McCluster
Agenda Date: June 18, 2024 Item Number: 8.a.
Attachment(s): None
Reviewed By:
The Board will present any Proclamations, Resolutions, and/or Certificates
approved/adopted on the June Consent Agenda or at previous Meetings.
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10.a.1.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Case R-24-006: Frank Tice; Rezoning from R-1, Residential
Suburban Subdivision District, to A-1, Agricultural
District. The Planning Commission recommended by a 6-
0 vote, with no opposition, that the Petitioner's request
be granted (Supervisor Tucker).
Staff Contact(s): Emily Ragsdale
Agenda Date: June 18, 2024 Item Number: 10.a.1.
Attachment(s): 1. R-24-006 TICE App
2. R-24-006 TICE Map
Reviewed By:
SUMMARY:
In Case R-24-006, Frank TIce (“Petitioner”) has petitioned to rezone 2.99 acres
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 State Road 796/Coleman Road, in the Banister Election
District, and shown on the Tax Maps as GPIN # 2498-53-1013. Once the property
is rezoned to A-1, all uses listed under Pittsylvania County Code § 35-178 are
permitted. On May 7, 2024, the Planning Commission recommended, by a 6-0
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-24-006 as submitted. The subject
property is adjacent to properties currently zoned A-1, Agricultural District, and
the rezoning would be consistent with the County's Comprehensive Plan.
MOTION:
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“In Case R-24-006, I make a Motion approving the rezoning of 2.99 acres from R-
1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow
for the placement of an accessory structure on the property.”
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10.a.2.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Case R-24-008 Sharolli, Inc.; Rezoning from R-1,
Residential Suburban Subdivision District, to B-2, Business
District, General. The Planning Commission
recommended by a 6-0 vote, with no opposition, that
the petitioner's request be granted (Supervisor Tucker).
Staff Contact(s): Emily Ragsdale
Agenda Date: June 18, 2024 Item Number: 10.a.2.
Attachment(s): 1. R-24-008 Sharolli App
2. R-24-008 Sharolli Map
Reviewed By:
SUMMARY:
In Case R-24-008, Sharolli, Inc. (“Petitioner”), has petitioned to rezone 0.89 acres
from R-1, Residential Suburban Subdivision District, to B-2, Business District,
General (to allow the property to be used for the sales, service, and repair of
automobiles). The subject property is located on U.S. Highway 29 Business, in the
Banister Election District, and shown on the Tax Maps as GPIN # 2329-44-
1326. Once the property is rezoned to B-2, all uses listed under Pittsylvania
County Code § 35-365 are permitted. On May 7, 2024, the Planning
Commission recommended, by a 6-0 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-24-008 as submitted. The subject
property is adjacent to property currently zoned B-2, Business District, General,
and the rezoning would be consistent with the County’s Comprehensive Plan.
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MOTION:
“In Case R-24-008, I make a Motion approving the rezoning 0.89 acres from R-1,
Residential Suburban Subdivision District, to B-2, Business District, General, to
allow the property to be used for the sales, service, and repair of automobiles.”
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10.a.3.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Rezoning Case
Agenda Title: Case R-23-017: Gwendolyn Averett; Rezoning from RC-1,
Residential Combined Subdivision District, to B-2, Business
District, General. The Planning Commission
recommended by a 6-0 vote, with opposition, that the
Petitioner's request be granted with the proffers offered
by the applicant (Supervisor Hite).
Staff Contact(s): Emily Ragsdale
Agenda Date: June 18, 2024 Item Number: 10.a.3.
Attachment(s): 1. R-23-017 Updated SS
2. R-23-017 Gwendolyn Averett App
3. Averett Proffers 2
4. R-23-017 Gwendolyn Averett Map
5. R-23-017 Site Plan
6. R-23-017 Opposition
Reviewed By:
SUMMARY:
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 § 35-365 are permitted. On May 7, 2024, the Planning
Commission recommended, by a 6-0 vote, with opposition, that the Petitioner's
request be granted, with the proffers offered by the Petitioner. For the Board’s
review, the County Staff Summary is attached.
FINANCIAL IMPACT AND FUNDING SOURCE:
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None
RECOMMENDATION:
County Staff recommends approval of Case R-23-017, with the proffers
submitted by the Petitioner. The subject property is adjacent to property
currently zoned B-2, Business District, General, and the proffers limit the uses to
uses compatible with a residential area.
MOTION:
“In Case R-23-017, I make a Motion approving the rezoning of 1.80 acres from
RC-1, Residential Combined Subdivision District, to B-2, Business District, General,
with the proffers submitted by the Petitioner.”
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