02-18-2025 Finance Committee Agenda Packet
BOARD OF SUPERVISORS
FINANCE COMMITTEE
Tuesday, February 18, 2025 - 3:00 PM
Board Meeting Room
39 Bank Street, SE,
Chatham,Virginia 24531
AGENDA
1. CALL TO ORDER (3:00 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. NEW BUSINESS
a. Capital Improvements Plan (Staff Contact: Kim VanDerHyde)
b. Financing Options (Staff Contact: Kim VanDerHyde)
c. Discussion of information requested from the Budget Forum (Staff
Contact: Kim VanDerHyde)
d. Resolution to Adopt Tax Rates (Staff Contact: Kim VanDerHyde)
6. MATTERS FROM COMMITTEE MEMBERS
7. ADJOURNMENT
5.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Capital Improvements Plan
Staff Contact(s): Kim VanDerHyde
Agenda Date: February 18, 2025 Item Number: 5.a.
Attachment(s): 1. CIP List FY2026-2030 with Schools-FINANCE-
LT01
2. Training Center MOA
3. Letter re. Joint Facilities Use Agreement -
March 6 2017
4. Pitts Co Joint Use Agreement UPDATE W PARKS
5. CIP-Elections-PollpadUpgrade.11-26-2024
6. Public Safety Career
7. Project Detail Sheet - PCPS ambulance (002)
Reviewed By:
The completed FY2026-2030 Capital Improvements Plan (CIP) is attached for
your review with the changes you all requested during the Budget Forum. Items
removed from this list include:
1.) Training Center Improvements-($37,500-Volunteers and $37,500-Career Public
Safety-TOTALS $75,000-FY2026)-MOA Attached
2.) County Recycling Center-($100,000-F2026 and $550,000-FY2027)
3.) Recreation-School Parks/Grounds Improvements-($45,000-FY2026)-MOA
Attached
4.) Ladder Truck for Volunteers ($500,000-FY2026-FY2029)
Items requiring additional information-these items are currently still in the CIP for
further review by the Board:
1
Elections
1.) Poll Pads-$120,000-See Attached Project Detailed Sheet
Public Safety-Career
1.) SCBA Packs & Accessories-$18,000-See Attached Explanation
2.) Ambulance-$435,000-See Attached Explanation
Public Safety-Volunteer
1.) Increased Fire Engine Contribtuion-$100,000 per truck
2.) Increased Ambulance Contribution-$100,000 per truck
2
Department Request FY 2026
Elections:
New Poll Pads 120,000.00$
Voting Equipment 185,000.00$
Total Elections 305,000.00$
Public Safety:
Medical Equipment 50,000.00$
SCBA Packs & Accessories 18,000.00$
Personal Protective Equipment 16,000.00$
Career Ambulance 435,000.00$
Total Public Safety 519,000.00$
Volunteer Fire & Rescue:
Communication Equipment 190,000.00$
Fire Engine Contribution 650,000.00$
Ambulance Contribution 250,000.00$
Total Volunteer Fire & Rescue 1,090,000.00$
Building & Grounds :
Property Acquisition 2,000,000.00$
Courthouse HVAC 2,100,000.00$
Human Services Roof Replacement 250,000.00$
General Building Maintenance 250,000.00$
Total Building & Grounds 4,600,000.00$
Community Development:
Comprehensive Plan 200,250.00$
Total Community Development 200,250.00$
Library:
Chatham Library Renovation 75,000.00$
Bookmobile 100,000.00$
Total Library 175,000.00$
Recreation:
School Parks/Grounds Improvements 15,000.00$
Total Recreation 15,000.00$
E911
CAD System Replacement 1,351,731.00$
Radio System Upgrade 1,900,000.00$
Total E911 3,251,731.00$
Additional Capital:
Pittsylvania County
Capital Improvements Plan
FY 2026
3
Broadband 4,159,300.00$
Total Additional Capital 4,159,300.00$
Water & Sewer:
R&L Smith Road Water Line 1,100,000.00$
Stony Mill Water Line 600,000.00$
Total Water & Sewer 1,700,000.00$
Solid Waste:
Cell 1-Phase III Construction 300,000.00$
Java Convenience Center 50,000.00$
Motley/Hurt Convenience Center 550,000.00$
Total Solid Waste 900,000.00$
Grand Total Operating Budget FY 2026 14,315,281.00$
Grand Total Enterprise Fund Water & Sewer FY 2026 1,700,000.00$
Grand Total Enterprise Fund Solid Waste FY 2026 900,000.00$
FINANCING FY2026
GENERAL FUND:
Pay Go Project Totals 2,804,250.00$
Financed Project Totals 9,511,031.00$
Available Project Funds 2,000,000.00$
TOTAL 14,315,281.00$
WATER & SEWER ENTERPRISE FUND:
Financed Project Totals (Early FY2027)$1,700,000
TOTAL $1,700,000
SOLID WASTE ENTERPRISE FUND:
Pay Go Project Totals 429,000.00$
2021 VRA Bond Funds-Disposal (Landfill Operations)74,000.00$
2021 VRA Bond Funds-Collections 397,000.00$
900,000.00$
4
Department Request FY 2026 FY 2027 FY 2028 FY 2029 FY 2030 Total
Elections:
New Poll Pads 120,000.00$ 120,000.00$
Voting Equipment 185,000.00$ 185,000.00$
Total Elections 305,000.00$ 305,000.00$
Public Safety:
Medical Equipment 50,000.00$ 50,000.00$
SCBA Packs & Accessories 18,000.00$ 18,000.00$
Personal Protective Equipment 16,000.00$ 16,000.00$
Career Ambulance 435,000.00$ 450,000.00$ 475,000.00$ 1,360,000.00$
Total Public Safety 519,000.00$ 450,000.00$ 475,000.00$ 1,444,000.00$
Volunteer Fire & Rescue:
Communication Equipment 190,000.00$ 190,000.00$
Fire Engine Contribution 650,000.00$ 650,000.00$
Ambulance Contribution 250,000.00$ 250,000.00$
Total Volunteer Fire & Rescue 1,090,000.00$ 1,090,000.00$
Building & Grounds :
Property Acquisition 2,000,000.00$ 2,000,000.00$
Courthouse HVAC 2,100,000.00$ 2,100,000.00$
Cherrystone Dam 1 & 2 1,050,000.00$ 1,050,000.00$
Human Services Roof Replacement 250,000.00$ 250,000.00$
General Building Maintenance 250,000.00$ 250,000.00$
Total Building & Grounds 4,600,000.00$ 1,050,000.00$ 5,650,000.00$
Community Development:
Comprehensive Plan 200,250.00$ 200,250.00$
Total Community Development 200,250.00$ 200,250.00$
Library:
Library Dan River District 250,000.00$ 2,125,000.00$ 2,125,000.00$ 4,500,000.00$
Chatham Library Renovation 75,000.00$ 125,000.00$ 200,000.00$ 400,000.00$
Bookmobile 100,000.00$ 100,000.00$
Total Library 175,000.00$ 375,000.00$ 2,325,000.00$ 2,125,000.00$ 5,000,000.00$
Recreation:
School Parks/Grounds Improvements 15,000.00$ 15,000.00$
Rail Trail Surfacing 150,000.00$ 150,000.00$
Local Sports Complex 500,000.00$ 3,200,000.00$ 3,700,000.00$
Total Recreation 15,000.00$ 650,000.00$ 3,200,000.00$ 3,865,000.00$
E911
CAD System Replacement 1,351,731.00$ 1,351,731.00$
Radio System Upgrade 1,900,000.00$ 1,900,000.00$
Total E911 3,251,731.00$ 3,251,731.00$
Additional Capital:
Pittsylvania County
Capital Improvements Plan
FY 2026-2030
5
Broadband 4,159,300.00$ 4,159,300.00$
Total Additional Capital 4,159,300.00$ 4,159,300.00$
Water & Sewer:
R&L Smith Road Water Line 1,100,000.00$ 3,250,000.00$ 4,350,000.00$
Stony Mill Water Line 600,000.00$ 5,400,000.00$ 6,000,000.00$
29 North Booster Station -$ -$ 300,000.00$ 900,000.00$ 1,200,000.00$
Total Water & Sewer 1,700,000.00$ 8,650,000.00$ 300,000.00$ 900,000.00$ 11,550,000.00$
Solid Waste:
Cell 1-Phase III Construction 300,000.00$ 2,000,000.00$ 700,000.00$ 3,000,000.00$
Cell A and Part of Cell B-Phase II Closure -$ 1,750,000.00$ 1,750,000.00$
Java Convenience Center 50,000.00$ 550,000.00$ 600,000.00$
Motley/Hurt Convenience Center 550,000.00$ 550,000.00$
Total Solid Waste 900,000.00$ 2,550,000.00$ 2,450,000.00$ 5,900,000.00$
Grand Total Operating Budget 14,315,281.00$ 1,425,000.00$ 3,425,000.00$ 5,325,000.00$ 475,000.00$ 24,965,281.00$
Grand Total Enterprise Fund Water & Sewer 1,700,000.00$ 8,650,000.00$ 300,000.00$ 900,000.00$ -$ 11,550,000.00$
Grand Total Enterprise Fund Solid Waste 900,000.00$ 2,550,000.00$ 2,450,000.00$ -$ -$ 5,900,000.00$
FINANCING FY2026
GENERAL FUND:
Pay Go Project Totals 2,804,250.00$
Financed Project Totals 9,511,031.00$
Available Project Funds 2,000,000.00$
TOTAL 14,315,281.00$
WATER & SEWER ENTERPRISE FUND:
Financed Project Totals (Early FY2027)$1,700,000
TOTAL $1,700,000
SOLID WASTE ENTERPRISE FUND:
Pay Go Project Totals 429,000.00$
2021 VRA Bond Funds-Disposal (Landfill Operations)74,000.00$
2021 VRA Bond Funds-Collections 397,000.00$
900,000.00$
6
DEPARTMENT: Pittsylvania County Schools
Dr. Mark Jones
TIER I - IMMINENT NEEDS
School Board Office HVAC Mechanical & Electrical
Upgrade & Window replacement 1969 30 1,500,000$ $ 1,500,000 3
Chatham Elementary - 6 Additional Rooms for STAR
Program 1950 50 4,025,000$ 4 4,025,000$
Chatham Additional Toilet Facilities 1950 500,000$ 5 500,000$
Stony Mill Elementary School - Upgrade Water System 1964 550,000$ 275,000$ 1 275,000$
Stony Mill Elementary School - Drainfield Improvements
(Allowance)1964 500,000$ $ 250,000 2 $ 250,000
-$
-$
SUBTOTAL 7,075,000$ 2,025,000$ 525,000$ 4,525,000$ -$ -$
TIER II - EXPECTED REPLACEMENTS
Stony Mill Elementary School - Pave the Teacher Parking
lot 2004 200,000$ 200,000$
Union Hall Elementary School Roof 2004 20 460,000$ 460,000$ 1
High School Chiller R'Newals(8) - One per year 2009 15 750,000$ 150,000$ 4 150,000$ 150,000$ 150,000$ 150,000$
Mount Airy Elementary School Window Replacement &
Mechanical/Electrical Upgrade(Sales Tax?)1963 30 5,100,000$ 8 $ 5,100,000
Mount Airy Elementary School Roof 2004 20 460,000$ 460,000$ 7
Kentuck Elementary - Renovate 2 sets of Student toilets 1963 150,000$ 11 150,000$
Southside Elementary School - Renovate 3 sets of toilets 1962 225,000$ 10 225,000$
Stony Mill Elementary - Renovate 2 sets of Student toilets 1964 225,000$ 12 225,000$ -$
Southside Elementary School - Renovate the kitchen floor
and kitchen sewer lines 100,000$ 2
Union Hall Elementary School - Renovate the kitchen floor
and kitchen sewer lines 100,000$ 3
Stony Mill Elementary School - Renovate the kitchen floor
and kitchen sewer lines 9 100,000$
Chatham Elementary Elementary School - Renovate the
kitchen floor and kitchen sewer lines 5 100,000$
Hurt Elementary Elementary School - Renovate the kitchen
floor and kitchen sewer lines 6 100,000$
Mt Airy Elementary Elementary School - Renovate the
kitchen floor and kitchen sewer lines 100,000$
SUBTOTAL 8,170,000$ 1,270,000$ 550,000$ 5,575,000$ 625,000$ 150,000$
FY 2028 FY 2029 FY 2030Original Date Expected Life Replacement Value FY 2026 Ordered Priority FY 2027
7
DEPARTMENT: Pittsylvania County Schools
Dr. Mark Jones FY 2028 FY 2029 FY 2030Original Date Expected Life Replacement Value FY 2026 Ordered Priority FY 2027
TIER III - VISIONARY REQUESTS
Gretna Middle School - Exterior Restrooms at the ballfields 150,000$ 5 150,000$
Tunstall Middle School - Exterior Restrooms at the ballfields 150,000$ 6 150,000$
Middle School Sports Fields - Baseball, softball, football 12,600,000$
PCTC - 42,000 Sqft Addition 1978 27,300,000$ 3 27,300,000$
Chatham Elementary School - Entrance renovation &
Restroom additions and entrance 1952 254,172$ 7 254,172$ -$
Brosville Elementary School - 2 additional classrooms 1939 800,000$ 4 800,000$ -$
Mount Airy Elementary School 5 additional classrooms and
entrances 1963 2,237,234$ 9 2,237,234$
Gretna Elementary School - New Entrance 1996 500,000$ 8 500,000$ -$
John L. Hurt Elementary School - 4 additional classrooms
and entrances 1948 3,450,000$ 1 3,450,000$
John L. Hurt Elementary School - Connect the
cafeteria/gym to the main building 1948 1,000,000$ 2 1,000,000$
Twin Springs Elementary School - Construct new
entrance/traffic pattern 1996 1,000,000$ 8 1,000,000$
ECC Building Upgrades - 1,000,000$
SUBTOTAL 36,841,406$ -$ 800,000$ 40,154,172$ 6,250,000$ 3,237,234$
DEPARTMENT GRAND TOTAL 65,686,406$ 3,295,000$ 1,875,000$ 50,254,172$ 6,875,000$ 3,387,234$
8
9
10
11
12
13
14
15
16
17
18
19
20
Dr. Mark R. Jones
Division Superintendent
March 6, 2017
TO: Mr. Calvin D. Doss, Chairman
School Board Members
Dr. Mark Jones, Division Superintendent
FROM: Jeffrey B. Early, Ph.D., Assistant Superintendent for Operations
SUBJECT: Joint Use Agreement
The Joint Use Agreement between the Pittsylvania County Board of Supervisors and the
Pittsylvania County School Board relative to the use of our facilities by the Pittsylvania County
Parks and Recreation Department has been in place since 2011. During this time, Mr. Mark
Moore, Director of Pittsylvania County Parks and Recreation Department, has made over one
million dollars of renovations and improvements to our facilities. Additionally, students in our
division have been exposed to sporting experiences that have hopefully laid the foundation for
the life-long pursuits of sports and leisure activities.
The Joint Use Agreement precisely articulates the duties and responsibilities of each party. Last
month a revised Joint Use Agreement was presented to you. The revisions address the addition of
the middle school parks. I recommend you approve and sign this revised Joint Use Agreement
and, in light of the mutually beneficial history between our school division and the Parks and
Recreation Department, I recommend that the rental fee for the 2017-2018 school year be set at
$1.00. Mr. Moore wishes to continue improving our facilities in the coming year and will
appropriate $15,000 from his 2017-18 budget to construct storage and bathroom facilities at the
Stony Mill Elementary gymnasium. The total cost of this project will be divided equally
between Pittsylvania County Schools and the Parks and Recreation Department.
Opportunities to continue partnering with the Parks and Recreation Department to provide
mutually beneficial facilities improvements will continue to present themselves. I recommend
Pittsylvania County Schools take advantage of these opportunities.
Please do not hesitate in contacting me should you have questions regarding this
recommendation.
C: Mr. Mike Hutson, Director of Maintenance and Facilities
Mr. Mark Moore, Director of Pittsylvania County Parks and Recreation Department
OP-28/16-17
21
Pittsylvania County Joint Use Agreement Page 1 of 9
JOINT USE AGREEMENT
between the
BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA
and the
PITTSYLVANIA COUNTY SCHOOL BOARD
AGREEMENT between the PITTSYLVANIA COUNTY SCHOOL BOARD (the “School Board”)
and the COUNTY OF PITTSYLVANIA, VIRGINIA (the “County”) for use of school athletic facilities by
and through the COUNTY DEPARTMENT OF PARKS AND RECREATION.
WHEREAS, the Pittsylvania County Parks and Recreation Department (the “County P & R
Department”) has been created by the Board of Supervisors Pittsylvania County, Virginia, (“Board
of Supervisors”) to provide recreational opportunities to the public; and
WHEREAS, the Pittsylvania County School Board cooperates in making schools and school
facilities available for recreational purposes secondary to education as per School Board Policy KG-
PC; and
WHEREAS, it is in the public interest and economical advantage to obtain maximum benefits
from investments of public expenditures; and
WHEREAS, it is the intent of all parties to create opportunities to promote public health and
wellness through recreational activities.
NOW, THEREFORE, BE IT RESOLVED, that the Joint Use Agreement (this “Agreement”) for
the use of school facilities for community recreational purposes secondary to educational purposes,
as published herein, shall be the policy of the Board of Supervisors and the Pittsylvania County
School Board, but is not to supersede School Board Policy KG-PC.
I. TERM, FEES, AND NONAPPROPRIATION:
A. TERM: The initial term of this Agreement shall be for the 2011-1012 fiscal year only
(the “Initial Term”). At the end of the Initial Term, this Agreement shall
automatically renew year to year (each, a “Renewal Term”), subject to
nonappropriation as provided in Section I-E below, unless either party gives at least
ninety (90) days’ notice of nonrenewal. The Initial Term and all Renewal Terms, if
any, shall be collectively referred to as the “Term”.
22
Pittsylvania County Joint Use Agreement Page 2 of 9
B. RENTAL FEE: A flat rental fee of $40,000 (the “Rent”) for the operation of the
County P & R Department youth leagues for the 2011-12 fiscal year was voted on
and passed at the April 12, 2011, Pittsylvania County School Board meeting.
C. CUSTODIAL FEE: For custodial services performed by school custodians working any
time after his/her regular working hours, the County P & R Department shall pay a
custodial fee of $20.00 per hour to each such custodian, pursuant to School Board
Policy KG-PC. The County P & R Department shall be responsible for all employment
withholdings and reporting required by law pertaining to such payments to the
custodians, and the County P & R Department shall issue all tax forms, including
without limitation IRS Form 1099, pertaining to such payments. Notwithstanding
the foregoing, such custodial staff shall at all times remain employees of the School
Board.
D. FUTURE RENTAL FEE: Future rental fees shall be set by the School Board based on
the actual costs of facility operations and the negotiated value of services provided
by the County P & R Department, and shall be subject to annual appropriation by
the Board of Supervisors. Future rental fees shall be paid by the County P & R
Department to the School Board no later than July 31 of each fiscal year.
E. NONAPPROPRIATION: Notwithstanding any other provision in this Agreement to
the contrary:
1. If prior to any fiscal year the Board of Supervisors fails to appropriate or allocate
sufficient funds to pay the amounts pursuant to the provisions of this
Agreement, which become due or payable during such fiscal year, then this
Agreement shall automatically terminate before the start of the fiscal year for
which such non-appropriation occurs; and
2. If prior to any fiscal year the School Board fails to appropriate or allocate
sufficient funds to pay the amounts pursuant to the provisions of this
Agreement, which become due or payable during such fiscal year, then this
Agreement shall automatically terminate before the start of the fiscal year for
which such non-appropriation occurs.
II. GENERAL INFORMATION:
A. In support of this Agreement, the School Board shall make available schools and
related facilities for recreational programs administered by the County P & R
23
Pittsylvania County Joint Use Agreement Page 3 of 9
Department as per School Board Policy KG-PC. All parties in this Agreement shall
recognize that the use of schools and related facilities for recreational purposes shall
not infringe upon educational and school-related requirements and shall present a
secondary priority to the facility use.
B. All parties to this Agreement understand that the Pittsylvania County School Board
shall provide funding primarily for the development and operation of schools and
related facilities needed for its instructional program and related school activities.
All parties further agree, however, to the concept of mutual consultation in the
planning and development of new facilities to address needs for, and provide the
maximum reasonable and practical opportunities for, community use of each new
facility’s amenities.
C. Any gate/admission fees charged for recreational football and basketball games will
be collected by County P & R Department staff and will be deposited into the County
P & R Department budget.
D. In exchange for a waiving of rental fees for the use of baseball and softball facilities,
all gate/admission fees charged for recreation baseball and softball games will be
collected by the respective high school athletics program and used to offset
maintenance costs for field usage.
E. By March 30th of each fiscal year, the Board of Supervisors, the School Board, and
the Parks and Recreation Director may meet, if required, to review this Agreement
and to discuss issues relevant to all agencies.
F. This Agreement may not be modified, nor may compliance with any of its terms be
waived, except by written instrument executed and approved in the same manner
as this Agreement.
III. SCHEDULING OF SCHOOL FACILITIES:
A. GENERAL:
1. The foremost priority for use of schools and related facilities and grounds is
assigned to the Pittsylvania County Public Schools and programs sponsored by
the school, departments or classes of the school as per School Board Policy KG-
PC.
24
Pittsylvania County Joint Use Agreement Page 4 of 9
2. The second priority for the use of schools and County related facilities including
middle school parks is assigned to the P & R Department. The County P & R
Department shall be recognized as the scheduling authority for all non-school
related recreational programs within the County.
3. When space is available at times that do not interfere with the priorities listed
above, schools and related facilities may be scheduled by schools for use by
other community organizations for non-recreational activities as per School
Board Policy KG-PC.
4. When the County P & R Department sponsors an activity at a school site, it
assumes the responsibility for planning, promoting, scheduling, coordinating,
supervising, and executing the activity.
5. When schools are in session, schools and related facilities shall not be available
for County P & R Department sponsored activities during normal instructional
hours. When schools are in session, the normal daily operations for County P &
R Department sponsored activities shall be on a daily basis from the conclusion
of the school day or the conclusion of scheduled school-related activities that
would impact County P & R Department use until 9:00 p.m. indoors and 10:00
p.m. outdoors. Middle school park hours are before or after school is in session
and close at dark. Any exceptions to these hours of operation shall require the
prior approval of the Superintendent of Schools, or designee.
B. SCHEDULING INSTRUCTIONS:
The County P & R Department shall be exempt from filing the written
application form as per School Board Policy KG-PC, but shall submit requests by
email for use of school facilities to the principal no later than thirty (30) days prior to
the activity. However, in extenuating circumstances, this requirement may be
waived at the discretion of the Superintendent/designee.
1. The Principal, or designee, shall notify the Director of Parks and Recreation of
any changes in school activities or school-related activities that conflict with
scheduled County P & R Department sponsored activities. This notification
should be given at the earliest possible date but not less than seven (7) days in
advance, unless the activity is being rescheduled as the result of weather-related
cancellation.
25
Pittsylvania County Joint Use Agreement Page 5 of 9
2. If a County P & R Department sponsored activity must be canceled and
rescheduled for reasons of emergency, acts of God, early school closing, or other
reasons, the Director of Parks and Recreation shall be contacted immediately.
3. If schools are closed due to inclement weather, all County P & R Department
sponsored activities scheduled to be conducted at schools that same day shall
be canceled. On inclement weather days when school is not in session, the
County P & R Department shall evaluate conditions and decide, in consultation
with the Superintendent of Schools, whether activities will be conducted as
scheduled, unless the Director of Parks and Recreation is notified by the
Superintendent of Schools, or designee, that school personnel will not be
available at one or more specific sites.
4. The school principals, or designees, shall be responsible for ensuring that the
schools and school facilities being used for County P & R Department sponsored
activities are unlocked at the beginning of the activities and locked at the
completion of the activities, and that approved equipment is set up for use as
per School Board Policy KG-PC.
5. County P & R Department sponsored activity participants will not be allowed in
schools:
a. For practices – unless a team coach is onsite; and
b. For games – unless the County P & R Department assigned gym
supervisor is onsite.
IV. THIRD-PARTY LIABILITY PROTECTION:
The County P & R Department represent that they maintain, and will
continue to maintain throughout the period of this Agreement, liability insurance
applicable to the substance of this contract in a minimum amount of one million
dollars ($1,000,000) with the Pittsylvania County School Board listed as co-insured
as per School Board Policy KG-PC. A certificate of insurance shall be on file in the
School Board Office prior to use of school facilities. The County P & R Department
shall promptly notify the School Superintendent of any event that may result in a
claim by a third-party, and shall cooperate in a reasonable manner in investigating
and defending against such claims. Nothing in this Agreement, or the applicable
insurance, shall be construed as a waiver of sovereign immunity or of any defense,
and nothing in this Agreement shall create any rights in any third-party or inure to
the benefit of any third-party.
26
Pittsylvania County Joint Use Agreement Page 6 of 9
V. MAINTENANCE OF SCHOOL FACILITIES:
A. The parties to this Agreement concur that high school athletic fields and grounds
shall be maintained by the high school coaches, or designee.
B. The parties further agree that while the mowing of middle and elementary school
grounds is provided by the School Board, the lining, painting, and various field
setups for outdoor fields for County P & R Department sponsored activities is
completed by the local recreational booster club in that school district in
coordination with the County P & R Department.
C. General maintenance and care of parks, restrooms and athletic fields not located at
high schools will handled by the Parks and Recreation Department. However, the
parties to this Agreement concur that there will be maintenance requirements due
to general use, vandalism, etc. and will work to reach a mutual agreement to
address repairs as needed.
VI. PERSONNEL SERVICES:
A. DUTIES – OUTDOORS:
1. High Schools – Maintained by high school coach, or designee.
2. Middle and Elementary – School grounds are mowed by the School
Board, field setup for County P & R Department sponsored activities are
completed by the local recreational booster club.
B. DUTIES – INDOORS:
The following shall be normal services performed by the school custodian working
during the County P & R Department sponsored activity:
1. Unlock/lock areas scheduled for use;
2. Issuing equipment is a seasonal need, most often limited to scoreboards
controls, scorers table, chairs, etc.; and
3. Note any damage or dangerous practices observed while on duty and
notify gym supervisor (if during a game) or school principal (if during
practice).
27
Pittsylvania County Joint Use Agreement Page 7 of 9
VII. SUPERVISION OF ACTIVITIES:
A. Consistent with Section III-B-5 of this Agreement, the County P & R Department shall
be responsible for supervising scheduled use of indoor school facilities, whether by
team coaches for practices or gym supervisors for games.
B. The custodian assigned to provide custodial support shall not be considered a
supervisor.
C. While supervising an activity in a school facility, the County P & R Department Gym
Supervisor shall be responsible for making regular checks of the area in use,
restricting user groups to authorized and scheduled areas, reporting irregularities,
and addressing any safety concerns. This Supervisor shall cause the area to be
inspected fifteen (15) minutes before and immediately following games.
Some specific duties of the Supervisor include:
1. Put away equipment, pick up trash, general cleanup of areas used.
2. Cause users who are admitted to the facility to leave at the appropriate
time.
3. Provide information, assistance, and direction to users.
4. Take appropriate steps, including summoning of police or emergency
personnel if necessary, to control disruptive behavior, respond to other
incidents or injuries, and/or safeguard the well-being of users and
visitors.
5. Gather pertinent information and report incidents, damage and/or
breakage of property and equipment, injuries, unsafe practices, or
conditions, and security problems.
6. Monitoring bathrooms and hallways as applicable.
D. During practices in school gymnasiums, only children on the team roster and
children of the coach are permitted in the school. Parents cannot allow siblings of
players to roam unsupervised in school facilities.
VIII. GOVERNING LAW, VENUE, MEDIATION, LEGAL FEES/COSTS:
A. GOVERNING LAW: This Agreement shall be governed by and construed in
accordance with the laws of the Commonwealth of Virginia.
28
Pittsylvania County Joint Use Agreement Page 8 of 9
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 Pittsylvania County, Virginia.
C. MEDIATION:
1. 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
Agreement. 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 Agreement 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.
2. 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 Agreement, 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 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.
3. 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
29
Pittsylvania County Joint Use Agreement Page 9 of 9
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 Agreement, each Party shall be
responsible for its own legal fees and costs.
IX. ENTIRE AGREEMENT:
This Agreement and School Board Policy KG-PC constitutes the entire
understanding between the parties with respect to the subject matter and supersedes
any prior negotiations, representations, agreements, and understandings.
Attachment: School Board Policy KG-PC - Community Use of School Facilities
Joint Use Agreement Acknowledgment
The attached Joint Use Agreement between the Board of Supervisors of Pittsylvania County,
Virginia, and Pittsylvania County School Board is acknowledged this
__________________________________ Day of _______________________________, 20__.
Chairman, Board of Supervisors of Pittsylvania County, Virginia Date
Chairman, Pittsylvania County School Board Date
Director, Pittsylvania County Parks and Recreation Department Date
30
Project Title:Department:Project Type:
Programmed Funding Total Appropriated to Date FY26 FY27 FY28 FY29 FY30
Funding
Future
FY26 FY27 FY28 FY29 FY30
Total Operating Budget Impacts
Project Activities From-To Amount
Total Budgetary Cost Estimate:
Amount
Total Funding:
Schedule of Activities
Means of Financing
Funding Subclass
Progammed Funding
Fiscal Years FY26 through FY30 Capital Improvement Program
Description and Scope
Purpose and Need
History and Current Status
Operating Budget Impact
31
Public Safety Career
• The board wants to know what they plan to do with the old ambulance.
1. The next new ambulance will go in service at Station 4 in the Riceville Java
Community as they are currently on an older 2007 model with lower milage. That
will make it to where the 2007 ambulance can be moved to reserve status, along with
a 2012 reserve with high milage and the older 2004 reserve ambulance can be sold for
surplus.
A. Station 1 in Hurt has a 2019 ambulance with over 100,000 miles.
B. Station 2 in Chatham has a 2019 ambulance with over 100,000 miles.
C. Station 3 in Mt Herman has a 2024 ambulance with around 1,000 miles
(New purchase last year).
D. Station 4 in Riceville Java has a 2007 ambulance with around 80,000
.miles – this unit would move to reserve status with the purchase of the
next new ambulance.
E. Reserve unit 3 - 2012 ambulance with 120,000 miles.
F. Reserve unit 5 – 2004 ambulance with 120,000 miles – this unit would be
sold with the purchase of the next new ambulance.
• SCBA Air Packs justification.
- The SCBA are MSA Firehawks NFPA 1981-2002 edition, that were given to
Pittsylvania County (free of charge) by the Danville Fire Department when they
upgraded to new MSA G1 airpacks in October 2016. They were given to the
county in 2022. These airpacks are aging out of service and need to be replaced.
NFPA recognizes air pack life by model edition service year. The current edition
is 2025 standard. We are running the 2002 edition, with updates in 2007, 2013,
2018 and now 2025. The service life is current through 3 editions. With the 2025
edition coming out, it puts our scba out of date thus needing to be removed from
service.
.
32
Project Title:Department:Project Type:
Programmed Funding Total Appropriated to Date FY26 FY27 FY28 FY29 FY30
Funding
Future
FY26 FY27 FY28 FY29 FY30
Total Operating Budget Impacts
Project Activities From-To Amount
Total Budgetary Cost Estimate:
Amount
Total Funding:
Schedule of Activities
Means of Financing
Funding Subclass
Progammed Funding
Fiscal Years FY26 through FY30 Capital Improvement Program
Description and Scope
Purpose and Need
History and Current Status
Operating Budget Impact
33
5.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Financing Options
Staff Contact(s): Kim VanDerHyde
Agenda Date: February 18, 2025 Item Number: 5.b.
Attachment(s): 1. Financing Options.2026
Reviewed By:
Kim Van Der Hyde will present financing options for various capital items
requiring funding prior to December 31, 2025.
34
Project Description Cost
Date Financing
Required
CAD System Replacement 1,351,731 7/1/2025
Radio System Upgrade 1,900,000 7/1/2025
Courthouse HVAC 2,100,000 Uncertain
Property Acquisitions and Renovation 2,000,000 7/1/2025
Broadband Final Payment 4,159,300 7/1/2025
11,511,031
Project Description Cost
Date Financing
Required
CAD System Replacement 1,351,731 7/1/2025
Radio System Upgrade 1,900,000 7/1/2025
Courthouse HVAC 2,100,000 Uncertain
Property Acquisitions and Renovation 2,000,000 Uncertain
Broadband Final Payment 4,159,300 7/1/2025
11,511,031
Project Fund-Cash Contribution (2,000,000)
Amount to be Financed-Summer 2025 9,511,031
Project Description-Project with a definite
project timeline Cost
Date Financing
Required
Moses Building Window Replacement/HVAC 1,541,993
Reimbursement-
7/01/2024
Covered with Bond
Reimbursement Resolution
2024-02-01
Path's Building Purchase and Renovations 725,788 10/31/2024
Covered with Bond
Reimbursement Resolution
2024-02-01
CAD System Replacement 1,351,731 7/1/2025
Radio System Upgrade 1,900,000 7/1/2025
Broadband Final Payment 4,159,300 7/1/2025
Amount to be Financed-Summer 2025 9,678,812
Cash Contributions Available for Capital Exp:Cash Available
Project Fund 2,000,000
Bond reimbursement funds 2,267,781
Total Cash available for Expenditure 4,267,781
Projects to be Funded with Cash Funds:Cost-Estimate Date Required
Property Acquisition and Renovation-Rt 29 2,000,000 Uncertain
Courthouse HVAC 2,100,000 Uncertain
4,100,000
FY2026 Capital Projects Requiring Financing
OPTION #1-Financing All Projects Listed with an offset of Project Funds
OPTION #2-Financing Projects already underway with a definite project timeline-
also utilizes Project Funds
Pittsylvania County
Financing Options
35
5.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Discussion of information requested from the Budget
Forum
Staff Contact(s): Kim VanDerHyde
Agenda Date: February 18, 2025 Item Number: 5.c.
Attachment(s): None
Reviewed By:
General Discussion about items requested during the Budget Forum.
36
5.d.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Resolution to Adopt Tax Rates
Staff Contact(s): Kim VanDerHyde
Agenda Date: February 18, 2025 Item Number: 5.d.
Attachment(s): 1. 2025-02-05 Adopting Tax Rates
Reviewed By:
Kim Van Der Hyde will present Resolution # 2025-02-05, adopting the tax rates
for FY2026 that will require Board approval at tonight's meeting.
37
RESOLUTION #2025-02-05
RESOLUTION ADOPTING TAX RATES
FOR PITTSYLVANIA COUNTY
FISCAL YEAR 2026
BE IT RESOLVED that, pursuant to the provisions of Virginia Code §58.01-3001, the Board hereby
establishes the tax levies for the fiscal budget year beginning July 1, 2025, and ending June 30, 2026, and
calendar tax year beginning January 1, 2025 and ending December 31, 2025, as follows to wit:
Real Property: $.56 per $100 of assessed value, 100%
market value
Mobile Homes and Barns: $.56 per $100 of assessed value, 100%
market value
Machinery and Tools: $ 4.50 per $100 of assessed value at 10%
of original cost
Contract Carrier: $4.50 per $100 of assessed value at fair
market value
Personal Property: $9.00 per $100 of assessed value, 30% of
market value.
In accordance with the requirements set forth in Section 58.1-3524 (C) (2) and Section 58.1-3912 (E) of the Code
of Virginia, as amended by Chapter 1 of the Acts of Assembly (2004 Special Session 1) and as set forth in Item
503.E (Personal Property Tax Relief Program) of Chapter 951 of the 2005 Acts of Assembly any qualifying vehicle
sitused within the county commencing January 1, 2025, shall receive personal property tax relief in the following
manner:
▪ Personal use vehicles valued at $1,000 or less will be eligible for 100% tax relief;
▪ Personal use vehicles valued at $1,001 to $20,000 will be eligible for % tax relief (to be determined when
current vehicle values are received);
▪ Personal use vehicles valued at $20,001 or more shall only receive % tax relief (to be determined when
current vehicle values are received) on the first $20,000 of value; and
▪ All other vehicles which do not meet the definition of “qualifying” (business use vehicles, farm use
vehicles, motor home, etc.) will not be eligible for any of tax relief under this program.
Generating Equipment: $.56 per $100 of assessed value, 100% of
market value
Capital Merchant Tax: Tier 1 $ 2.75 per $100 of assessed value,
30% of inventory value from
$1 to $1,000,000
Tier 2 $2.75 per $100 of assessed value,
10% of inventory value from
$1,000,001 to $5,000,000
38
Tier 3 $2.75 per $100 of assessed value,
5% of inventory value from
$5,000,001 to unlimited
Consumer Utility Tax: 20% of the first $15.00 monthly for
residential users and 20% of the first
$100.00 monthly for commercial or
industrial users, except as required
for Gas and Electricity, as defined by
Chapter 6 Section 13 of the
Pittsylvania County Code 1975 as amended
AND BE IT FURTHER RESOLVED that the following fee will also be collected by Pittsylvania County for
tax year beginning January 1, 2025 and for the fiscal year beginning on July 1, 2025:
Motor Vehicle License Fee: $40.75 per vehicle/truck
$28.75 per motorcycle
These are the rates not to exceed the vehicle
registration fees set by the Department of
Motor Vehicles and Virginia Code
39