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07-16-2024 Work Session Agenda Packet BOARD OF SUPERVISORS WORK SESSION Tuesday, July 16, 2024 - 2:30 PM Board Meeting Room 39 Bank Street, SE, Chatham, Virginia 24531 AGENDA 1. CALL TO ORDER (2:30 PM) 2. ROLL CALL 3. AGENDA ITEMS TO BE ADDED 4. APPROVAL OF AGENDA For the citizens’ convenience, all Work Session and Committee Meetings are now being recorded and can be viewed on the County's Facebook and the same YouTube location as the Board of Supervisor’s Business Meetings. Please remember that the Board’s Work Session is designed for internal Board and County Staff communication, discussion, and work. It is not a question and answer session with the audience. Accordingly, during the Work Session, no questions or comments from the audience will be entertained. Respectfully, any outbursts or disorderly conduct from the audience will not be tolerated and may result in the offending person’s removal from the Work Session. As a reminder, all County citizens, and other appropriate parties as designated by the Board’s Bylaws, are permitted to make comments under the Hearing of the Citizens’ Section of tonight’s Business Meeting. 5. PRESENTATIONS a. Parks and Recreation Master Plan Update (20 minutes); (Staff Contact: Art Thatcher (BerryDunn)) 6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. EMS Drug Box Update (20 minutes); (Staff Contact: Christopher Key, Kim VanDerHyde) b. Potential New Solid Waste Office Update (10 minutes); (Staff Contact: Chris Adcock, Caleb Milam) c. FY24 School Carryover Funds Discussion (20 minutes); (Staff Contact: Kim VanDerHyde) d. 2025 County Health and Dental Insurance Rates Discussion (10 minutes); (Staff Contact: Kim VanDerHyde) 7. BUSINESS MEETING DISCUSSION 8. CLOSED SESSION a. Closed Session (Economic Development;) (Staff Contact: Matthew Rowe) b. Closed Session (Personnel;) (Staff Contact: Board of Supervisors) c. Closed Session (Potential Real Property Acquisition for Public Purpose); (Staff Contact: Dave Arnold) d. Closed Session (Legal;) (Staff Contact: Vaden Hunt) 9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification (Staff Contact: Kaylyn McCluster) 10. ADJOURNMENT 5.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Staff Contact(s): Art Thatcher (BerryDunn) Agenda Date: July 16, 2024 Item Number: 5.a. Attachment(s): 1. Pittsylvania - Findings Presention Reviewed By: Art Thatcher, Manager with BerryDunn, will update the Board on the County’s Parks and Recreation Master Plan. For the Board’s review, related documentation is attached and/or will be distributed at the Work Session. Parks and Recreation Master Plan Update (20 minutes) 1 66 Age Distribution 0-4 years 4.4% 5-9 years 5.0% 10-14 years 5.5% 15-19 years 5.2% Young Adult (20-34 years)16.0% Adult (35-54 years)24.7% Older Adult (55-74 years)30.3% Senior (75+ years)8.9% Youth 20.1% 2 77 Household Characteristics 3 88 Visitor Characteristics 0.00%5.00%10.00%15.00%20.00%25.00%30.00%35.00% <10K 10K - 15K 15K - 20K 20K - 25K 25K - 30K 30K - 35K 35K - 40K 40K - 45K 45K - 50K 50K - 60K 60K - 75K 75K - 100K 100K - 125K 125K - 150K 150K - 200K >200K Pittsylvania County Community Center Ringgold Rail Trail Pittsylvania Wayside Park *Visitor Median Incomes by Location 4 99 Visitor Profile By Location Pittsylvania County Community Center 28% Economic Challenges 14.3% Golden Year Guardians 9.5% Autumn Years Ringgold Rail Trail 50.5% Pastoral Pride 12.2% Autumn Years 11.5% Economic Challenges Pittsylvania Wayside Park 19.2% Autumn Years 16.7% Golden Year Guardians 16.2% Pastoral Pride Golden Year Guardians • Retirees living in old homes, settled residences, and communities •Key Features: •Cautious money managers •Domestic holidays •Established credit •Health-conscious •Retired •Tech novices •Interests: •Community groups: churches, veterans clubs, AARP •Reading books, gardening, needlework, playing cards Autumn Years • Established and mature couples living gratified lifestyles in older homes •Key Features: •AARP members •Community roots •Financial savings •Financially secure •Rural living •Interests: •Outdoor activities: walking, fishing, gardening •Watching TV, listening to music, playing card games, reading books, needlework Pastoral Pride • Eclectic mix of lower-middle-class consumers who have settled in country and small-town areas •Key Features: •Blue-collar jobs •Limited investments •Rural living •Satellite TV •Tech wizards •Working class sensibility •Interests: •Outdoor activities •Playing cards, attending potluck dinners, watching sports on TV Economic Challenges • Cost-conscious adults living alone in urban areas •Key Features: •Cable TV •College sports fans •Limited budgets •Lottery ticket holders •Modest educations •Modest spenders •Interests: •Home-based entertainment: watching tv and listening to music 5 1010 Trends Basketball is the most popular team sport with 27.1 million participants. Stationary cycling (group exercise) has been heavily impacted by at-home fitness equipment, declining by 6.0% in five years with 5.9 million participants. Ultimate Frisbee has experienced a significant decline in participation. Dance, step, and other choreographed exercises have grown by 2.6% since 2016, attracting 24.8 million participants each year. Yoga has seen significant growth since 2016, with 34.3 million participants and a 5.5% increase. Pickleball is the fastest-growing racquet sport with a growth rate of 11.5%, attracting 4.8 million participants each year. Treadmill usage is the most prevalent form of aerobic exercise. Tennis is the most popular racquet sport with 22.6 million participants. 6 1111 Community Engagement 7 1212 Mixed Methods Information Gathering 1,746 Community engagement participants through July <5 years 5 – 9 years 10 – 19 years 20+ years Not a resident but use programs or facilities 8 1313 Engagement Statistics •Social Pinpoint (online engagement site)- 342 unique visitors •Leadership Interviews- 10 participants •Focus Groups, School Sessions, and Open Forum- 262 community members and partners •Middle and High School Survey- 311 participants •Community Needs Assessment Survey- 343 participants •Intercept Engagement (vendor table)- 197 participants 9 1414 Community Engagement Stakeholders and Focus Group sessions •County administration •County leadership •Park and recreation users/community members •Middle and high school students •Sports advocates •Park advocates •Recreation and parks staff Special Focus on Specific Needs •Active adults •Natural areas •Minority community •Trails •Accessibility and inclusion •Community wellness •Youth 10 1515 Strengths (Onsite Engagement) •Land and opportunity •Youth sports programs •Wayside Park •Ringgold Trail •Parks and recreation staff •Maintenance of locations •Recreation Center •Collaboration with other organizations •Rental fees 11 1616 Challenges (Onsite Engagement) •Large county •Programming outside of youth sports •Funding and staffing •Transportation •Decrease in youth population •Lack of equitable facilities •Communication/Marketing of services •Need for rectangular and diamond fields •Lack of teen programs 12 1717 New Facilities (Onsite Engagement) •Pickleball Courts (outdoor) •Boat ramps/water access •Local sports complex •Diamond and Rectangle Fields •Playgrounds •Gymnasium •Fitness Center •Skate Park •Bike path/trails 13 1818 New Programs/Activities (Onsite Engagement) •Exercise/fitness classes (Yoga) •Senior programs •E-Sports •Outdoor recreation programs •Mentoring/life skills programs •Shooting sports •Special events •Fishing programs 14 1919 Social Pinpoint Site (342 unique visits) *Participants prioritized athletic fields and recreation facilities in the budget exercise. *Most comments on the Ideas Wall were made about recreation facilities. 9.4% 28.1% 34.4% 6.3% 21.9% Other/Misc.Outdoor Recreation Recreation Facilities Recreation Programs Youth and Adult Sports 15 2020 Social Pinpoint Site (Forum, 37 responses) If you could add one program or activity to Pittsylvania County Parks and Recreation offerings, what would it be? •Additional walking trails •Installation of splash pad in the County •Gaming center at the Recreation Center •Mentoring program •After-school childcare programs •Naturalist programs •Sports complex to address shortage of fields and courts in the County •Public tennis courts 16 2121 Student Survey (311 responses) Gretna Middle School Tunstall Middle School Tunstall High School Chatham Middle School Dan River Middle School Chatham High School Dan River High School Gretna High School 0 10 20 30 40 50 60 70 17 2222 Student Survey (Programs) 0 20 40 60 80 100 120 140 160 180 200 Other (please specify) Intergenerational programs (programs with adults) Homework help Dance programs Computer/Esports programs Pre-teen programs Nature programs Arts programs Sports tournaments Teen programs Fitness and wellness programs Summer Camps Outdoor recreation programs Community events (e.g. festivals, dances, game nights) Sports camps Athletic leagues 18 2323 Student Survey (Facilities) Other (please specify) Disc Golf Course Pickleball courts Bike lane/sidewalks Skate Park Dog parks Additional water access Bike Park/All Wheels Park Facilities accessible for those with physical challenges Other Indoor or Outdoor facilities Splash pads New community/recreation center Athletic field complex Playgrounds Improved park amenities (drinking fountains, restrooms, benches, etc) Indoor/Outdoor aquatic facility 0 50 100 150 200 250 19 2424 Amenities Boards (894 votes) 20 2525 Amenities Boards 0 50 100 150 200 250 300 350 Preschool Progams Adult Programs Youth Classes Teen Programs Adult Sports Art Classes Nature Progams Youth Sports Summer Camps Special Events 0 20 40 60 80 100 120 140 Disc Golf Public Art Pickleball Courts Playgrounds Gymnasium Skate/Bike Park Outdoor Water Sports (SUP/Kayak) Athletic Fields Outdoor Basketball Fitness Centers Outdoor Public Pool Splash Pads 21 2626 Community Needs Assessment Survey 343 Surveys Completed 22 2727 Survey Findings (343 completed surveys) 23 2828 Survey Findings 24 2929 Survey Findings 25 3030 Survey Findings 26 3131 Survey Findings 27 3232 Survey Findings 28 3333 Survey Findings 29 3434 Survey Findings 30 3535 Survey Findings 31 3636 Inventory & Level of Service 32 37 •Most parks are at school sites •System has many playgrounds •Lacking lighted fields and sport courts •Should consider additional tree planting and ornamentals •Park signage is well established and consistent •Loop walk are a popular amenity •Ringgold trail is a strong asset and would be better to connect to Danville •Maintenance crews are limited but parks and fields are well kept •Playgrounds and shelters are in good condition •Create/adopt park standards o Park signage (Monument signs, Rules & Regs, Wayfinding) o Basketball courts o ADA access and general park paths Inventory Site Visits 33 38 Amenities Scoring 34 3939 What Have We Heard Most? 35 4040 Recurring Themes •Full and part time staff •Desire additional facilities and amenities ▪Sports complex ▪Pickleball courts ▪Water access points ▪More playgrounds •Additional programs and services ▪Senior programs ▪Fitness classes ▪Special events ▪Teen programs •Maintain and improve existing parks •Connectivity: Trails and bike paths •Enhanced partnership for school usage •Growing programs and services should be the Department’s focus 36 4141 Next Steps •Finalizing analysis •Visioning Session •Draft Document •Draft Presentation •Final Document 37 4242 Additional Comments or Suggestions? 38 4343 Art Thatcher, CPRP, MPA Manager, art.thatcher@berrydunn.com Here’s our contact information: Thank you for joining us!! Any questions? Art Thatcher, CPRP, MPA Manager, BerryDunn art.thatcher@berrydunn.com James Mickle, CPRP, CPSI Manager, BerryDunn James.mickle@berrydunn.com 39 6.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Staff Contact(s): Christopher Key, Kim VanDerHyde Agenda Date: July 16, 2024 Item Number: 6.a. Attachment(s): None Reviewed By: Christopher T. Key, Public Safety Director, and Kim G. Van Der Hyde, Finance Director, will update the Board on EMS Drug Box issues. Related documentation is attached and/or may be distributed at the Work Session. EMS Drug Box Update (20 minutes) 40 6.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Staff Contact(s): Chris Adcock, Caleb Milam Agenda Date: July 16, 2024 Item Number: 6.b. Attachment(s): None Reviewed By: Christopher D. Adcock, Director of Public Works, and/or Caleb Milam, Assistant Director, will update the Board on a potential new Solid Waste office. Related documentation is attached and/or may be distributed at the Work Session. Potential New Solid Waste Office Update (10 minutes) 41 6.c. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Staff Contact(s): Kim VanDerHyde Agenda Date: July 16, 2024 Item Number: 6.c. Attachment(s): None Reviewed By: Kim G. Van Der Hyde, Finance Director, Dr. Mark Jones, Superintendent of Pittsylvania County Schools ("PCS"), and Tracey Worley, PCS Finance Director, will discuss with the Board the FY24 Schools carryover funds. Related documentation will be distributed and/or presented at the Work Session. FY24 School Carryover Funds Discussion (20 minutes) 42 6.d. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Staff Contact(s): Kim VanDerHyde Agenda Date: July 16, 2024 Item Number: 6.d. Attachment(s): 1. Anthem Rates 10.01.2024-BOS 2. Dental Rates 10.01.2024-BOS Reviewed By: Kim G. Van Der Hyde, Finance Director, will discuss 2025 County health and dental insurance rates with the Board. A related action item is on the Board's Business Meeting (Consent Agenda). Related documentation will be distributed and/or presented at the Work Session. 2025 County Health and Dental Insurance Rates Discussion (10 minutes) 43 TYPE OF COVERAGE MONTHLY PREMIUM MONTHLY INC/(DEC)MONTHLY INC/(DEC) KeyCare 30 $30 Copay/$1500 Deductible Employee Only 824.43 727.61 (12.16) 96.82 (6.18) Employee and One Child 1,136.52 689.94 (145.94) 446.58 (28.50) Employee and Children 1,573.47 802.47 771.00 - Employee and Spouse 1,894.99 913.40 54.81 981.60 (62.65) Employee and Family 2,480.34 1,047.05 (19.99) 1,433.30 (91.49) Employee Only 715.17 699.55 20.27 15.62 (1.00) Employee and One Child 981.38 709.85 (86.97) 271.54 (17.33) Employee and Children 1,360.41 829.85 530.56 - Employee and Spouse 1,639.33 957.59 104.43 681.74 (43.52) Employee and Family 2,147.10 1,140.53 59.34 1,006.58 (64.25) The Board of Supervisors agreed to pay a total of $34.17/month/per employee from the Employee Health Fund for all tiers except the Employee Only tier. They also agreed to pay an employer contribution of $1,000.00 per covered employee participating in the Lumenos (HDHP) ~ Health Savings Account (HSA). ANTHEM BLUE CROSS BLUE SHIELD OCTOBER 1, 2024 (PAYROLL DEDUCTION BEGINS IN SEPTEMBER) PREMIUMS EMPLOYEE COST COUNTY SHARE HDHP w/Health Saving Account $3,500/100% 44 EMPLOYEE COST TYPE OF COVERAGE MONTHLY PREMIUM COUNTY CONTRIBUTION MONTHLY*INC/(DEC) Employee 20.28 12.00 8.28 (2.36) Employee/Spouse 39.77 12.00 27.78 (4.68) Employee/One Child 33.62 12.00 21.62 (3.96) Family 66.58 12.00 54.58 (7.80) EMPLOYEE COST TYPE OF COVERAGE MONTHLY PREMIUM COUNTY CONTRIBUTION MONTHLY*INC/(DEC) Employee 30.99 12.00 19.00 2.38 Employee/Spouse 60.77 12.00 48.78 1.44 Employee/One Child 51.38 12.00 39.38 3.08 Family 101.74 12.00 89.74 18.88 *Amounts adjusted for cents DELTA DENTAL PLAN OF VIRGINIA DENTAL INSURANCE - EFFECTIVE OCTOBER 1, 2024 BASIC PLAN COMPREHENSIVE PLAN 45 8.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Economic Development) Staff Contact(s): Matthew Rowe Agenda Date: July 16, 2024 Item Number: 8.a. Attachment(s): None Reviewed By: Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matters: Projects Big Dipper, Atlas, Great Dragon, RBW, Toy Story, and Ballyhoo Purpose: Economic Development Projects Update/Discussion on Unannounced Prospective Businesses/Industries 46 8.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Personnel) Staff Contact(s): Board of Supervisors Agenda Date: July 16, 2024 Item Number: 8.b. Attachment(s): None Reviewed By: Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. (Contact: Board of Supervisors) (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Administrator Hiring/Search Purpose: Review/Discussion of Related Next Steps 47 8.c. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Potential Real Property Acquisition for Public Purpose) Staff Contact(s): Dave Arnold Agenda Date: July 16, 2024 Item Number: 8.c. Attachment(s): None Reviewed By: Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. (1) Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject Matters: Potential Real Property Acquisition for Public Purpose Purpose: Review/Discussion Regarding the Same 48 8.d. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Legal) Staff Contact(s): Vaden Hunt Agenda Date: July 16, 2024 Item Number: 8.d. Attachment(s): None Reviewed By: Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matters: Hurt Partners Tipping Fee Waiver Request, Potential New Outside Solid Waste Contracts, Shockhoe Solar Project SUP Extension, and ODAC Lease Renewal Purpose: Consultation with Legal Counsel/Legal Advice and Discussion Regarding the Same 49 9.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Closed Session Certification Staff Contact(s): Kaylyn McCluster Agenda Date: July 16, 2024 Item Number: 9.a. Attachment(s): None Reviewed By: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work Session on July 16, 2024, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge, only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's minutes. Vote Kenneth L. Bowman Yes/No Timothy W. Dudley Yes/No Eddie L. Hite, Jr. Yes/No William V. ("Vic") Ingram Yes/No Murray W. Whittle Yes/No Robert M. Tucker, Jr. Yes/No Darrell W. Dalton Yes/No 50