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06-17-2025 Business Meeting Agenda Packet BOARD OF SUPERVISORS BUSINESS MEETING Tuesday, June 17, 2025 - 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. County's May 2025 Bill List Approval (Staff Contact: Kim VanDerHyde) b. Various FY2025 Budget Amendments-Next Gen 911 Grant Closeout, School Bus Lease, Soil & Water Conservation District, and Tyson Foods COF Grant (Staff Contact: Kim VanDerHyde) c. Resolution # 2025-06-01 Adoption (VDOT FY 26/27 - 30/31 Secondary Six (6)-Year Plan) (Staff Contact: Kaylyn McCluster) d. Resolution #2025-06-02 to approve the VRA-Tobacco Commission loan extension agreement for RealtyLink USA, LLC and VA Danville CC L6, LLC (Staff Contact: Matthew Rowe, Kim VanDerHyde) e. Resolution # 2025-06-03 Resolution to Oppose Modifications to Products Eligible Under the Duty Drawback Program (Staff Contact: Robert Tucker) f. Pittsylvania County Parks and Recreation-Pittsylvania County Schools Joint Usage Agreement (Staff Contact: Justin Price) g. Parks and Recreation Facility Rental and Youth Sports Gate Fees for FY2026 (Staff Contact: Kim VanDerHyde) h. Mutual Aid Agreement w/ Henry County for Inspection and Plan Review Services (Staff Contact: Dave Arnold) 1 i. VBAF Performance Agreement Approval (Staff Contact: Matthew Rowe) j. HVAC Preventive Maintenance Contract Award Approval (Staff Contact: Connie Gibson) k. Fire and Rescue Property and Accidental/ Sickness Insurance Contract Award Approval (Staff Contact: Connie Gibson) l. Service Weapon Purchase Approvals (Owens; Spencer; Walters; Warren) (Staff Contact: Michael Taylor) m. Renaming of a Portion of Oak Ridge Farm Road (Harville-Saunders Parkway) (Staff Contact: Matthew Evans) n. Re-appointments: Library Board (Chatham-Blairs & Town of Hurt) (Staff Contact: Kaylyn McCluster) o. Re-appointment: DPCS (Banister, Willie Fitzgerald) (Staff Contact: Robert Tucker) p. Re-appointments: DSS (Banister & Callands-Gretna) (Staff Contact: Kaylyn McCluster) q. Appointment: Library Board (Callands-Gretna, Julie Ragsdale) (Staff Contact: Darrell Dalton) r. Appointment: DSS Board (Tunstall, Darrell Dunford) (Staff Contact: William Ingram) s. Certificate of Appreciation Approval (Joey Bray, Department of Social Services Board) (Staff Contact: Kenneth Bowman) 8. PRESENTATIONS a. General Presentations (Board of Supervisors); (if any) (Staff Contact: Board of Supervisors) 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. 2 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-25-011; Victor and Vicky Keatts; Requesting to rezone from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning Commission recommended by a 5-0 vote, with no opposition, that the petitioners' request be granted (Supervisor Ingram) (Staff Contact: Emily Ragsdale) b. Other Public Hearings 11. 12. 13. MATTERS FROM WORK SESSION (IF ANY) Each person addressing the Board under a Public Hearing shall step up, give his/her name and district, and/or his/her place of residency for non-County citizens, in an audible tone of voice for the record, and unless further time is granted by the Chairman, shall limit his/her address to three (3) minutes; speakers for a group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time, unless the consent of the Board is affirmatively given to extend the speakers allotted time. Absent Chairman’s approval, no person shall be able to speak who has not signed up. 1.Public Hearing: Dog Controlled Area (Bridgewood Subdivision) (Staff Contact: Kaylyn McCluster) 2. Public Hearing: Ordinance # 2025-06-01 (DSS One-time (Bonus) (Staff Contact: Matthew Evans) 3.Public Hearing: Solar Siting Agreement & Extension Request (Staff Contact: Emily Ragsdale) 4.Public Hearing: Cell Tower Lease Renewal (Staff Contact:Dave Arnold) UNFINISHED BUSINESS NEW BUSINESS 3 14. BOARD MEMBER REPORTS 15. COUNTY ADMINISTRATOR REPORTS 16. ADJOURNMENT 4 7.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: County's May 2025 Bill List Approval Staff Contact(s): Kim VanDerHyde Agenda Date: June 17, 2025 Item Number: 7.a. 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 2025 Bill List is found at the below link: https://weblink.pittgov.net/WebLink/Browse.aspx?id=529935&dbid=0&repo=Pitt GovDocs FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the County’s May 2025 Bill List as presented. MOTION: “I make a Motion approving the County’s May 2025 Bill List as presented.” 5 7.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Various FY2025 Budget Amendments-Next Gen 911 Grant Closeout, School Bus Lease, Soil & Water Conservation District, and Tyson Foods COF Grant Staff Contact(s): Kim VanDerHyde Agenda Date: June 17, 2025 Item Number: 7.b. Attachment(s): 1. Pittsylvania County Delta Payment 1 - Advance of Funds Request Signature Form Update 2. Pittsylvania County Delta Payment 2 - Advance of Funds Request Signature Form Update - Copy 3. Cogent Bus Lease 4. Tyson Farms Closeout Letter (002) Reviewed By: SUMMARY: As we begin year-end processing for FY2025, there are several budgetary items that will require a budget amendment before the year ends. These items include the Next Gen 911 Grant Closeout, a School Bus Lease, an amendment to cover Soil & Water Conservation District Salaries, and an appropriation of COF grant funds for Tyson Foods. FINANCIAL IMPACT AND FUNDING SOURCE: There will be no financial impact due to these adjustments to the FY2025 budget. RECOMMENDATION: Staff recommends the following amendments be made to the FY2025 Budget: Next Gen 911 Grant Closeout 6 The County recently received final payments made for the implementation of the Next Gen 911 System. The funds received were to cover the cost of the initial telephone bills received and paid for by the County for this new system. Since these bills were covered by the PSAP E911 grant funds, the remaining funds in the Next Gen 911 Grant totaling $47,628.88 need to be transferred to reimburse the PSAP E911 Grant for these expenditures. School Bus Lease Pittsylvania County Schools recently entered into a 3-year School Bus Lease with Cogent Bank in the amount of $1,353,484.00 to purchase 11 new/replacement 65-passenger school buses. These funds need to be appropriated by the Board of Supervisors since all school funds are appropriated in the County's budget. Pittsylvania County Schools will be solely responsible for the debt payments, which will be paid off in May 2027. Soil & Water Conservation District The County currently performs payroll services for the Soil & Water Conservation District (SWCD). Pittsylvania County SWCD is billed quarterly for the total of the salaries charged. During FY2025, the SWCD has increased its payroll and these increases were not previously included in the FY2025 adopted budget. Therefore, an additional $25,000 amendment to the SWCD budget is needed to ensure sufficient funds exist to cover salary expenses for the remainder of the year. Tyson Food Commonwealth's Opportunity Fund (COF) Grant The County recently received the second and final payment of the COF Grant for Tyson Foods in the amount of $1,806,420. These funds have been forwarded to Danville-Pittsylvania County Regional Industrial Facilities Authority (DP-RIFA) for disbursement to Tyson Foods. For budgetary purposes, the Board needs to approve an appropriation of grant funds in the amount of $1,806,420 to the County's FY2025 budget. MOTION: "I make a Motion to approve the FY2025 budget amendments as presented." 7 NG9-1-1 DELTA PAYMENT - ADVANCE OF FUNDS REQUEST FORM* NGS Bureau – Virginia Department of Emergency Management On November 12, 2020, the 9-1-1 Services Board approved the process for the NG9-1-1 Delta Payment – Advance of Funds Request. PSAPs submit copies of their final three months of legacy 9-1-1 bills and their first AT&T bill to complete the advance of funds workbook which contains the values needed to complete this form. I understand that any part of this advance that is not supported by cost documents and/or expended within the scope of the NG9-1-1 funding monthly delta line item and associated Monthly Delta Authorization Form will be refunded to the Wireless 9-1-1 Fund within 30 days of receiving the de-obligation notice. Note to the PSAP: The second advance of funds request (2 of 2) can be requested 12 months after the cutover date listed above. Printed Name of Applicant / Title Christopher Key Signature of Applicant Applicant Email Address Christopher.Key@pittgov.org Applicant Telephone Number 434-709-1034 Applicant Mailing Address 53 N Main St Applicant City, ST, Zip Chatham, VA 24531 Date Submitted CODING: FUND 09281 PROG 712002 DEPT 98518100 COST CTR 983080 ACCT CODE 5014310 AGY USE 2 CODE PSAP-ADV Financial Note: NGS stores copies of the advance of funds workbook and associated supporting documents should they be needed for any financial review or audit. Program Manager Signature & Date Division Director Signature & Date Supplier ID- Address Sequence - Location - MAIN PSAP Name – FIPS Pittsylvania - 143 PSAP EIN (Locality Tax ID #) 54-6001508 NG9-1-1 Funding ID# Delta Payment = Line Item (D) NG911-030 D *12-Month Amount Requested(*) The amount needed to meet costs for the next 12 months. $21,132.12 Date of PSAP Cutover to AT&T 10/13/2022 Request Number (Request 1 of 2) OR (Request 2 of 2) 1 of 2 8 NG9-1-1 DELTA PAYMENT - ADVANCE OF FUNDS REQUEST FORM* NGS Bureau – Virginia Department of Emergency Management On November 12, 2020, the 9-1-1 Services Board approved the process for the NG9-1-1 Delta Payment – Advance of Funds Request. PSAPs submit copies of their final three months of legacy 9-1-1 bills and their first AT&T bill to complete the advance of funds workbook which contains the values needed to complete this form. I understand that any part of this advance that is not supported by cost documents and/or expended within the scope of the NG9-1-1 funding monthly delta line item and associated Monthly Delta Authorization Form will be refunded to the Wireless 9-1-1 Fund within 30 days of receiving the de-obligation notice. Note to the PSAP: The second advance of funds request (2 of 2) can be requested 12 months after the cutover date listed above. Printed Name of Applicant / Title Christopher Key Signature of Applicant Applicant Email Address Christopher.Key@pittgov.org Applicant Telephone Number 434-709-1034 Applicant Mailing Address 53 N Main St Applicant City, ST, Zip Chatham, VA 24531 Date Submitted CODING: FUND 09281 PROG 712002 DEPT 98518100 COST CTR 983080 ACCT CODE 5014310 AGY USE 2 CODE PSAP-ADV Financial Note: NGS stores copies of the advance of funds workbook and associated supporting documents should they be needed for any financial review or audit. Program Manager Signature & Date Division Director Signature & Date Supplier ID- Address Sequence - Location - MAIN PSAP Name – FIPS Pittsylvania - 143 PSAP EIN (Locality Tax ID #) 54-6001508 NG9-1-1 Funding ID# Delta Payment = Line Item (D) NG911-030 D *12-Month Amount Requested(*) The amount needed to meet costs for the next 12 months. $21,132.12 Date of PSAP Cutover to AT&T 10/13/2022 Request Number (Request 1 of 2) OR (Request 2 of 2) 2 of 2 9 MASTER LEASE PURCHASE AGREEMENT This Master Lease Purchase Agreement (this "Agreement"), dated as of May 15, 2025, is made and entered into by and between COGENT BANK (together with its successors and assigns, "Lessor"), and the PITTSYLVANIA COUNTY SCHOOL BOARD, a political subdivision of the Commonwealth of Virginia ("Lessee"). In consideration of the mutual covenants herein contained, the parties hereto agree as follows: 1. LEASE OF EQUIPMENT; FUNDING 1.1. Lease; Possession and Use. Lessor hereby agrees to sell, transfer and lease to Lessee, and Lessee hereby agrees to acquire, purchase and lease from Lessor the property described in each Lease Schedule (defined herein) executed and delivered by Lessor and Lessee, upon the terms and conditions set forth herein, together with all attachments, additions, accessions, parts, repairs, improvements, replacements and substitutions thereto (the "Equipment"). Each Lease (defined herein) executed and delivered by Lessor and Lessee pursuant to this Agreement shall constitute a separate and independent lease and installment purchase of the Equipment described therein. This Agreement is not a commitment by Lessor to enter into any Lease and nothing in this Agreement shall be construed to impose any obligation upon Lessor to enter into any proposed Lease. The decision whether Lessor enters into anyLease is within Lessor's sole discretion. As used herein, (i) "Lease Schedule" means a schedule substantially in the form attached as Exhibit A to this Agreement, together with all addenda, riders, attachments, certificates and exhibits thereto, as the same may from time to time be amended, modified or supplemented, and (ii) "Lease" means a Lease Schedule each together with this Agreement the terms and conditions of which are incorporated therein. 1.2. Funding. Unless otherwise provided in the applicable Lease Schedule, in order to provide financing to pay the costs to acquire and install the Equipment and to pay certain costs related to the execution and delivery of the Lease Documents (defined herein) as set forth in the applicable Lease Schedule (the "Purchase Price"), Lessor and Lessee shall execute and deliver an escrow agreement relating to such Schedule in form and substance and with an escrow agent satisfactory to Lessor (an "Escrow Agreement"). If all conditions set forth in Section 1.3 have been satisfied in full or waived, then Lessor will deposit or cause to be deposited into an escrow fund under the related Escrow Agreement, if applicable, or pay to Lessee an amount equal to the Purchase Price for the Equipment to be financed under the related Lease Schedule. 1.3. Funding Requirements. The funding of the Purchase Price and the performance by Lessor of any of its obligations pursuant to any Lease, are subject to the satisfaction or waiver of the following: (a) Lessor has received all of the following documents, which shall be reasonably satisfactory, in form and substance, to Lessor: (1) evidence of insurance coverage or self-insurance as required by the Lease; (2) an opinion of Lessee's counsel and/or bond counsel to Lessee with respect to certain matters related to the Lease; (3) waivers of third party holders of interests in the real property where the Equipment will be located, as Lessor may deem necessary; (4) copies of resolutions by Lessee's governing body, duly authorizing the Lease and the Escrow Agreement and incumbency certificates for the person(s) executing the Lease and the Escrow Agreement; (5) such documents and certificates as Lessor may request relating to federal tax-exemption of interest payable under the Lease, including (without limitation) IRS Form 8038- G or 8038-GC and evidence of the adoption of a reimbursement resolution or other official action in the event that Lessee is to be reimbursed for expenditures that it has paid more than 60 days prior to the funding of the Purchase Price; (6) if all or a portion of the Purchase Price will be paid to Lessee (or vendor(s) or supplier(s) of the Equipment on behalf of Lessee), an acceptance certificate for the Equipment (substantially in the form attached as Exhibit B to this Agreement)(an "Acceptance Certificate"); and(7) such other documents and information previously identified by Lessor or otherwise reasonably requested by Lessor. (b)Lessee has executed and delivered to Lessor the Lease Schedule, its related Payment 10 Schedule and the related Escrow Agreement (if applicable); (c) no Event of Default shall have occurred and be continuing under any Lease; (d) no material adverse change shall have occurred in the financial condition of Lessee; (e) the Equipment is reasonably satisfactory to Lessor and is free and clear of any Liens(defined herein) other than the respective rights of Lessor and Lessee as herein provided; and (f)all representations of Lessee in the Lease remain true, accurate and complete. 1.4. Delivery, Installation and Acceptance of Equipment. Lessee shall order each Equipment, shall cause the Equipment to be delivered and installed at the locations specified under the applicable Lease Schedule and shall pay all taxes, delivery costs and installation costs, if any, in connection therewith. If the Purchase Price is deposited under an Escrow Agreement for the acquisition of the Equipment, such funds shall be disbursed as provided therein. The insufficiency of proceeds of any Lease to pay all costs of the Equipment subject thereto shall not affect Lessee's obligations under this Section. When theEquipment described in such Lease Schedule is delivered, installed and accepted, Lessee shall promptly execute and deliver to Lessor an Acceptance Certificate for the Equipment. 2. TERM 2.1. Term. The term of each Lease (the "Lease Term") shall commence on the Lease Date set forth in the applicable Lease Schedule and shall continue until the end of the fiscal year of Lessee in effect at such Lease Date (the "Original Term"); provided that the Lease Term for each Lease may be continued, solely at the option of Lessee, at the end of the Original Term or any renewal term of each Lease, each having a duration of one year and a term coextensive with Lessee's fiscal year or such earlier date specified in the Lease (each a "Renewal Term"), as specified in the Lease Schedule applicable thereto up to the maximum Lease Term set forth in such Lease. At the end of the Original Term and at the end of each Renewal Term until the maximum Lease Term has been completed, Lessee shall be deemed to have exercised its option to continue each Lease for the next Renewal Term, unless sooner terminated pursuant to the Lease. 3. RENTAL PAYMENTS 3.1. Rental Payments. Lessee agrees to pay the rent payments ("Rental Payments") in the amounts and on the dates (each a "Payment Date") as specified in the Payment Schedule attached to each Lease Schedule. A portion of each Rental Payment is paid as interest as specified in the Payment Schedule for each Lease. All Rental Payments shall be paid to Lessor, at such places as Lessor may from time to time designate by written notice to Lessee. Lessee shall pay the Rental Payments with lawful money of the United States of America from moneys legally available therefor. 3.2. Current Expense. The obligations of Lessee under this Agreement and all Lease Schedules, including its obligation to pay the Rental Payments due in any fiscal year shall constitute a current expense of Lessee for such fiscal year and shall not constitute an indebtedness of Lessee within the meaning of the Constitution and laws of the Commonwealth of Virginia (the "State"). THE RENTALPAYMENTS AND ANY OTHER AMOUNTS PAYABLE HEREUNDER ARE TO BE MADE ONLY FROM LESSEE'S LEGALLY AVAILABLE REVENUES APPROPRIATED ON AN ANNUAL BASIS, AND NONE OF LESSEE, THE STATE, OR ANY POLITICAL SUBDIVISION OR AGENCY THEREOF SHALL BE OBLIGATED TO PAY ANY SUMS DUE UNDER A LEASE FROM THE COMPELLED LEVY OF AD VALOREM OR OTHER TAXES EXCEPT FROM THOSE LEGALLY AVAILABLE REVENUES APPROPRIATED BY LESSEE ON AN ANNUAL BASIS. Nothing herein shall constitute a pledge by Lessee of the full faith and credit or taxing power of the Lessee, the State or any political subdivision or agency thereof. The person or entity in charge of preparing Lessee's budget will include in the budget request for each fiscal year the Rental Payments to become due during such fiscal year, and will use all reasonable 2 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 April 15, 2025 Mr. Matt Rowe Director of Economic Development Pittsylvania County P.O. Box 426 Chatham, Virginia 24531 Dear Matt: Thank you for providing the final documentation for the $3,048,000 Commonwealth’s Opportunity Fund (COF) grant related to Tyson Farms. We have verified the reported numbers, and the company is eligible to receive the remaining COF grant amount of $1,806,420. The grant disbursement has been requested and will be transferred to Pittsylvania in approximately six weeks. If you need anything further, please let me know. Sincerely, Kimberly M. Ellett Director of Compliance /kme cc Kattie Saunders, Project Manager, Pittsylvania Economic Development 27 7.c. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Resolution Agenda Title: Resolution # 2025-06-01 Adoption (VDOT FY 26/27 - 30/31 Secondary Six (6)-Year Plan) Staff Contact(s): Kaylyn McCluster Agenda Date: June 17, 2025 Item Number: 7.c. Attachment(s): 1. 2025-06-01 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 # 2025-06-01, 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 26/27 – 30/31. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board adopt Resolution # 2025-06-01 as attached. MOTION: “I make a Motion adopting Resolution # 2025-06-01 as attached and authorize County Staff to sign any necessary related documentation." 28 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2025-06-01 __________________________________________________________________ APPROVAL OF VDOT’S SECONDARY SIX (6)-YEAR PLAN VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) Business Meeting on Tuesday, June 17, 2025, the following Resolution was presented and adopted: 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 (2026 - 2031) on Tuesday, May 20, 2025, 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 17th day of June, 2025. ___________________________________ Robert M. Tucker, Jr. (Chairman) Pittsylvania County Board of Supervisors ___________________________________ Kaylyn M. McCluster (Clerk) Pittsylvania County Board of Supervisors 29 7.d. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Resolution #2025-06-02 to approve the VRA-Tobacco Commission loan extension agreement for RealtyLink USA, LLC and VA Danville CC L6, LLC Staff Contact(s): Matthew Rowe, Kim VanDerHyde Agenda Date: June 17, 2025 Item Number: 7.d. Attachment(s): 1. 2025-06-02 Pittsylvania IDA - 2025 Amendments to VRA_Tobacco Loan - Resolution of the County Board 2. Pittsylvania IDA - 2025 Amendments to VRA_Tobacco Loan - Amended Support Agreement 3. VRA Pittsylvania IDA Tobacco Amended and Restated Financing Agreement-c Reviewed By: SUMMARY: The Tobacco Commission recently approved a loan extension for Realty Link and VA Danville CC L6, LLC at their May 21, 2025 meeting. The original loan was issued by the Virginia Resources Authority on behalf of the Tobacco Commission on March 22, 2021, and included two separate notes - one for $800,000 and the second for $350,000. Both notes were due and payable five (5) years from the date of the Promissory note. The original Tobacco Commission agreement allowed for the forgiveness of $400,000 upon the completion of construction of a 100,000 sq. ft. shell building located on Lot 6 of the Cane Creek Center. Forgiveness of this $400,000 amount was allowed by the Tobacco Commission on April 22, 2022, leaving a balance on the loan of $750,000. This amount was to be paid on July 16, 2025 had this extension not been granted. The Board of Supervisors will approve Resolution #2025-06-02 authorizing the execution of an agreement for a loan extension between the Pittsylvania County Industrial Development Authority and RealtyLink USA, LLC, and VA Danville CC L6, LLC. The Pittsylvania IDA will approve a similar resolution at their 30 June 18, 2025 meeting. This loan extension will mature on July 16, 2028 when the outstanding balance of $750,000 will be due and payable. RealtyLink USA, LLC/VA Danville CC L6, LLC will be responsible for making interest-only payments semi-annually at a rate of 5.79%. The Pittsylvania County IDA will serve as the conduit to ensure these payments are made in a timely manner. FINANCIAL IMPACT AND FUNDING SOURCE: There is no direct financial impact to the County at this time. RECOMMENDATION: Staff recommends the Board approve Resolution #2025-06-02 authorizing the execution of an agreement for a loan extension between the Pittsylvania County IDA and RealtyLink, LLC and VA Danville CC L6, LLC. MOTION: "I make a Motion to approve Resolution # 2025-06-02 as presented." 31 COVERING CERTIFICATE FOR RESOLUTION The undersigned Clerk of the Board of Supervisors of Pittsylvania County, Virginia (the “Board”), certifies that: 1. Attached hereto is a true, correct and complete copy of a resolution entitled “RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT PROVIDING FOR A NON-BINDING UNDERTAKING OF THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA, TO CONSIDER CERTAIN APPROPRIATIONS TO THE INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, AND AGREEING TO CERTAIN MATTERS RELATED TO THE ISSUANCE AND SALE BY THE AUTHORITY OF AN AMENDED REVENUE BOND FOR THE BENEFIT OF REALTYLINK USA, LLC, AND VA DANVILLE CC L6, LLC” (the “Resolution”). The Resolution was adopted at a regular meeting of the Board held on June __, 2025, by a majority of all members of the Board by an affirmative roll-call vote. 2. The meeting at which the Resolution was adopted was held at the time and place established by the Board for such meeting. The minutes of such meeting reflect the attendance of the members and their votes on the Resolution as follows: Member Attendance (Present/Absent) Vote (Aye/Nay/Abstain) 3. The Resolution has not been repealed, revoked, rescinded or amended and is in full force and effect on the date hereto. Witness my signature and the seal of the Board of Supervisors of Pittsylvania County, Virginia, this ____ day of June, 2025. (SEAL) Clerk, Board of Supervisors, Pittsylvania County, Virginia 32 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2025-06-02 RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT PROVIDING FOR A NON-BINDING UNDERTAKING OF THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA, TO CONSIDER CERTAIN APPROPRIATIONS TO THE INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, AND AGREEING TO CERTAIN MATTERS RELATED TO THE ISSUANCE AND SALE BY THE AUTHORITY OF AN AMENDED REVENUE BOND FOR THE BENEFIT OF REALTYLINK USA, LLC, AND VA DANVILLE CC L6, LLC WHEREAS, the Industrial Development Authority of the County of Pittsylvania, Virginia (the “Authority”), is a political subdivision of the Commonwealth of Virginia (the “Commonwealth”), duly created and existing pursuant to the Industrial Development and Revenue Bond Act (the “Act”); WHEREAS, at the request of RealtyLink USA, LLC (the “Obligor”), and VA DANVILLE CC L6, LLC (the “Developer” and, together with the Obligor, the “Borrower”), the Authority issued and sold its Loan Revenue Bond (RealtyLink Project), Series 2021 (the “Bond”) to the Virginia Tobacco Region Revitalization Commission (the “Commission”) and loaned the proceeds of the Bond to the Borrower to finance the construction of a 100,000-square foot industrial building in Cane Creek Centre (the “Project”) in Pittsylvania County, Virginia (the “County”); WHEREAS, the Obligor issued two promissory notes (together, the “Notes”) in the aggregate principal amount of the Bond and delivered such Notes to the Authority to evidence the Borrower’s payment obligations with respect to the loan of the Bond proceeds; WHEREAS, the Bond was secured by an assignment of the Notes and the Authority’s rights thereunder to the Commission pursuant to an assignment attached thereto; WHEREAS, the Commission agreed to purchase the Bond pursuant to the terms of a Financing Agreement between the Commission and the Authority (the “Financing Agreement”), subject to the County’s entering into a non-binding undertaking to appropriate from time to time moneys to the Authority to the extent amounts received pursuant to the Notes are insufficient to make the payments due pursuant to the Bond and the Financing Agreement; WHEREAS, the Board of Supervisors entered into a Support Agreement dated as of March 1, 2021 (the “Original Support Agreement”), with the Authority and Commission, with respect to the Bond, setting forth the County’s agreement to enter into such a non-binding undertaking; and 33 2 WHEREAS, the Authority wishes to amend the terms of the Bond (which has a current outstanding balance of $750,000) and the related financing documents to extend the maturity date of the Bond to July 16, 2028, and to increase the interest rate borne by the Bond to 5.79% per year (collectively, the “Amended Bond Terms”); WHEREAS, as a condition to its acceptance of the Amended Bond Terms, the Commission has requested the County to acknowledge the Amended Bond Terms and reaffirm its undertakings in relation thereto by entering into an amendment to the Original Support Agreement; and WHEREAS, there has been presented to this meeting a form of an Amended and Restated Support Agreement (the “Amended Support Agreement”) between the Board of Supervisors, acting on behalf of the County, the Authority and the Commission; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA: 1. It is determined that (a) the original issuance of the Bond and the loan of the proceeds thereof to the Borrower, and the execution of the Original Support Agreement in connection therewith, has (i) promoted industry and develop trade by inducing a manufacturing, industrial or commercial enterprise to locate in or remain in the Commonwealth, (ii) furthered the use of the Commonwealth’s natural resources and (iii) benefitted the inhabitants of the Commonwealth through the increase of their commerce and through the promotion of their welfare, convenience and prosperity and (b) it is in the best interests of the County and its citizens for the Board of Supervisors to enter into an Amended Support Agreement to reflect the Amended Bond Terms. 2. In consideration of the Authority’s undertakings with respect to the issuance of the Bond and the loan of the proceeds thereof to the Borrower, the Chairman and Vice Chairman of the Board of Supervisors, either of whom may act, are hereby authorized and directed to execute and deliver the Amended Support Agreement in connection with the amendment of the Bond by the Authority. The Amended Support Agreement shall be in substantially the form presented to this meeting, which is hereby approved, with such completions, omissions, insertions or changes not inconsistent with this resolution as may be approved by the Chairman or Vice-Chairman, the execution thereof by the Chairman or Vice-Chairman to constitute conclusive evidence of his approval of such completions, omissions, insertions or changes. 3. The County Administrator is hereby authorized and directed to carry out the obligations imposed by the Amended Support Agreement on the County Administrator. 4. As set forth in the Amended Support Agreement, the Board of Supervisors hereby enters into a non-binding undertaking to appropriate to the Authority such amounts as may be requested from time to time pursuant to the Amended Support Agreement, to the fullest degree and in such manner as is consistent with the Constitution and laws of the Commonwealth of Virginia. The Board of Supervisors, while recognizing that it is not empowered to make any binding commitment to make such appropriations in future fiscal years, hereby states its intent to 34 3 make such appropriations in future fiscal years and hereby recommends that future Boards of Supervisors do likewise during the term of the Amended Support Agreement. 5. The Board of Supervisors, on behalf of the County, hereby acknowledges and consents to the Amended Bond Terms for purposes of the County’s undertakings set forth in the Amended Support Agreement. 6. All resolutions or parts thereof in conflict herewith are hereby repealed. 7. This resolution shall take effect immediately. ____________________________________ Robert M. Tucker, Jr., Chairman Board of Supervisors Pittsylvania County, Virginia _____________________________________ Kaylyn M. McCluster, Clerk to the Board Pittsylvania County, Virginia ATTEST: _____________________ Matthew W. Evans, Esq. Pittsylvania County Attorney 35 AMENDED AND RESTATED SUPPORT AGREEMENT INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA LOAN NO. 3352 THIS AMENDED AND RESTATED SUPPORT AGREEMENT is made as of the first day of _____, 2025 (this “Agreement”), by and among the BOARD OF SUPERVISORS OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA (the “Board of Supervisors”), acting as the governing body of the County of Pittsylvania, Virginia (the “County”), the INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, a public body corporate and a political subdivision of the Commonwealth of Virginia (the “Borrower”), and the VIRGINIA TOBACCO REGION REVITALIZATION COMMISSION, a public body corporate and a political subdivision of the Commonwealth of Virginia (the “Commission”), as purchaser of the Amended Local Bond (as hereinafter defined), pursuant to an Amended and Restated Financing Agreement (as hereinafter defined). RECITALS: WHEREAS, the Borrower has issued and sold its Loan Revenue Bond (RealtyLink Project), Series 2021, in an original aggregate principal amount of $1,150,000 (the “Original Local Bond”) to the Commission pursuant to the terms of a Financing Agreement dated as of March 1, 2021 (the “Original Financing Agreement”), in order to finance the Project (as defined therein); WHEREAS, the Board of Supervisors entered into a Support Agreement dated as of March 1, 2021 (the “Original Support Agreement”), pursuant to which the Board of Supervisors undertook a non-binding obligation to consider certain appropriations in support of the Original Local Bond and the Project; WHEREAS, the Borrower desires to amend the terms of the Original Local Bond (which has a current outstanding balance of $750,000) and the related financing documents to extend the maturity date of the Original Local Bond to July 16, 2028, and to increase the interest rate borne by the Original Local Bond to 5.79% per year (collectively, the “Amended Bond Terms”); WHEREAS, the Borrower intends to execute an allonge (the “Allonge”) containing the Amended Bond Terms that will be attached to the Original Local Bond (as amended, the “Amended Local Bond”); WHEREAS, contemporaneous with the execution and delivery of this Amended Support Agreement, the Borrower and the Commission will amend the terms of the Original Financing Agreement by entering into an Amended and Restated Financing Agreement dated as of June 1, 2025 (the “Amended Financing Agreement”), to reflect the Amended Bond Terms; WHEREAS, as a condition to its acceptance of the Amended Bond Terms, the Commission has requested the County to acknowledge the Amended Bond Terms and reaffirm its undertakings in relation thereto by amending the Original Support Agreement; and WHEREAS, the Board of Supervisors, the Borrower and the Commission desires now to amend and restate and supersede the Original Support Agreement pursuant to the terms of this 36 2 Amended Support Agreement; AGREEMENT NOW, THEREFORE, for and in consideration of the foregoing and of the mutual covenants herein set forth, the parties hereto agree as follows: 1. Unless otherwise defined, each capitalized term used in this Amended Support Agreement shall have the meaning given it in the Amended Financing Agreement. 2. The Borrower shall execute and deliver an Allonge reflecting the Amended Bond Terms. 3. No later than May 15 of each year, beginning May 15, 2026, the Borrower shall notify the Board of Supervisors of the amount (the “Annual Deficiency Amount”) by which the Borrower reasonably expects the Revenues to be insufficient to pay (i) the debt service obligations under the Amended Financing Agreement and the Amended Local Bond, and (ii) the Additional Payments in full as and when due during the County’s fiscal year beginning the following July 1. 4. The County Administrator of the County (the “County Administrator”) shall include the Annual Deficiency Amount in his budget submitted to the Board of Supervisors for the following fiscal year as an amount to be appropriated to or on behalf of the Borrower. The County Administrator shall deliver to the Commission within ten days after the adoption of the County’s budget for each fiscal year, but not later than July 15 of each year, a certificate stating whether the Board of Supervisors has appropriated to or on behalf of the Borrower an amount equal to the Annual Deficiency Amount. 5. If at any time Revenues shall be insufficient to make any of the payments referred to in paragraph 3 hereof, the Borrower shall notify the County Administrator of the amount of such insufficiency and the County Administrator shall request a supplemental appropriation from the Board of Supervisors in the amount necessary to make such payment. 6. The County Administrator shall present each request for appropriation pursuant to paragraph 5 above to the Board of Supervisors, and the Board of Supervisors shall consider such request, at the Board of Supervisors’ next regularly scheduled meeting at which it is possible to satisfy any applicable notification requirement. Promptly after such meeting, the County Administrator shall notify the Commission as to whether the amount so requested was appropriated. If the Board of Supervisors shall fail to make any such appropriation, the County Administrator shall add the amount of such requested appropriation to the Annual Deficiency Amount reported to the County by the County Administrator for the County’s next fiscal year. 7. The Board of Supervisors hereby undertakes a non-binding obligation to appropriate such amounts as may be requested from time to time pursuant to paragraphs 4 and 5 above, to the fullest degree and in such manner as is consistent with the Constitution and laws of the Commonwealth of Virginia. The Board of Supervisors, while recognizing that it is not empowered to make any binding commitment to make such appropriations in future fiscal years, hereby states its intent to make such appropriations in future fiscal years, and hereby recommends that future Boards of Supervisors do likewise. 37 3 8. Nothing herein contained is or shall be deemed to be a lending of the credit of the County to the Borrower, the Commission, the Developer or to any holder of the Amended Local Bond or to any other person, and nothing herein contained is or shall be deemed to be a pledge of the faith and credit or the taxing power of the County, nor shall anything herein contained legally bind or obligate the Board of Supervisors to appropriate funds for the purposes described herein. 9. Any notices or requests required to be given hereunder shall be deemed given if sent by registered or certified mail, postage prepaid, addressed (i) if to the County, to 1 Center Street, P.O. Box 426, Chatham, VA 24531, Attention: County Administrator, (ii) if to the Borrower, to 1 Center Street, P.O. Box 426, Chatham, VA 24531, Attention: Chairman, and (iii) if to the Commission, to 701 East Franklin Street, Suite 501, Richmond, Virginia, 23219, Attention: Executive Director. Any party may designate any other address for notices or requests by giving notice. 10. It is the intent of the parties hereto that this Agreement shall be governed by the laws of the Commonwealth of Virginia. 11. This Agreement shall remain in full force and effect until the Amended Local Bond and all other amounts payable by the Borrower under the Amended Financing Agreement have been paid in full. 12. This Agreement may be executed in any number of counterparts, each of which shall be an original and all of which together shall constitute but one and the same instrument. 38 [Signature page to Support Agreement] IN WITNESS WHEREOF, the parties hereto have each caused this Agreement to be executed in their respective names as of the date first above written. BOARD OF SUPERVISORS OF PITTSYLVANIA COUNTY, VIRGINIA By: ____________________________________________ Title: ___________________________________________ INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA By: ____________________________________________ Title: ___________________________________________ VIRGINIA TOBACCO REGION REVITALIZATION COMMISSION By: ____________________________________________ Title: ___________________________________________ 39 K&C Draft: 6/11/25 CGK (6/12/25) AMENDED AND RESTATED FINANCING AGREEMENT dated as of June 1, 2025 amending and restating the Financing Agreement dated as of March 1, 2021 between VIRGINIA TOBACCO REGION REVITALIZATION COMMISSION and INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA Loan No. 3352 40 - i - TABLE OF CONTENTS [To Be Updated] Page ARTICLE I DEFINITIONS Section 1.1. Definitions ...................................................................................................1 Section 1.2. Rules of Construction .................................................................................3 ARTICLE II REPRESENTATIONS Section 2.1. Representations by Borrower ......................................................................4 ARTICLE III AMENDMENT AND RESTATEMENT Section 3.1. Reserved .......................................................................................................6 Section 3.2. Conditions Precedent to Amendment and Restatement ...............................6 ARTICLE IV RESERVED ARTICLE V PLEDGE OF REVENUES; COLLATERAL Section 5.1. Pledge of Revenues ......................................................................................8 Section 5.2. Assignment of Notes ....................................................................................8 ARTICLE VI PAYMENTS Section 6.1. Payment of Local Bond ...............................................................................8 Section 6.2. Payment of Additional Payments ................................................................8 Page 41 - ii - ARTICLE VII PREPAYMENTS Section 7.1. Prepayment of Local Bond .........................................................................9 ARTICLE VIII SPECIAL COVENANTS Section 8.1. Inspection of Borrower’s Books and Records .............................................9 Section 8.2. Collection of Revenues; Amendments to Notes ..........................................9 ARTICLE IX RESERVED ARTICLE X SPECIAL COVENANTS Section 10.1. Maintenance of Existence ..........................................................................10 Section 10.2. RESERVED ...............................................................................................10 Section 10.3. RESERVED ...............................................................................................10 Section 10.4. Further Assurances.....................................................................................10 Section 10.5. RESERVED ...............................................................................................10 Section 10.6. Assignment by Borrower ...........................................................................10 Section 10.7. Additional Indebtedness and Liens ............................................................11 ARTICLE XI DEFAULTS AND REMEDIES Section 11.1. Events of Default ......................................................................................11 Section 11.2. Notice of Default .......................................................................................12 Section 11.3. Remedies on Default ..................................................................................12 Section 11.4. Delay and Waiver ......................................................................................12 42 - iii - Page ARTICLE XII MISCELLANEOUS Section 12.1. Successors and Assigns .............................................................................12 Section 12.2. Amendments .............................................................................................13 Section 12.3. Limitation of Borrower’s Liability. ...........................................................13 Section 12.4. Applicable Law .........................................................................................13 Section 12.5. Severability ...............................................................................................13 Section 12.6. Notices ......................................................................................................14 Section 12.7. Right to Cure Default ................................................................................14 Section 12.8. Headings ...................................................................................................14 Section 12.9. Term of Agreement ...................................................................................14 Section 12.10. Counterparts ..............................................................................................15 43 - iv - EXHIBITS Exhibit A – Form of Local Bond Exhibit B – Project Description Exhibit C – Reserved Exhibit D – Opinion of Borrower’s Bond Counsel Exhibit E – Reserved Exhibit F – Form of Support Agreement 44 -1- AMENDED AND RESTATED FINANCING AGREEMENT THIS AMENDED AND RESTATED FINANCING AGREEMENT (this “Agreement”) is made as of this first day of June, 2025, between the VIRGINIA TOBACCO REGION REVITALIZATION COMMISSION, a public body corporate and a political subdivision of the Commonwealth of Virginia (the “Commission”), and the INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA, a public body corporate and a political subdivision of the Commonwealth of Virginia (the “Borrower”). Pursuant to Chapter 31, Title 3.2 of the Code of Virginia (1950), as amended (the “Act”), the Commission has the authority from time to time to make loans for the purposes set forth in such chapter in any of the tobacco-dependent communities in the Southside and Southwest regions of Virginia, subject to receiving a written recommendation as to financial viability and feasibility from the Commission’s financial viability manager (the “Loan Servicer”). The Borrower and the Commission entered into a Financing Agreement, dated as of March 1, 2021 (the “Original Financing Agreement”), by which the Commission loaned to the Borrower the amount of $1,150,000 (the “Loan”) to finance the Project (as defined below). In connection therewith, the Borrower issued its Loan Revenue Bond (RealtyLink Project), Series 2021, dated March 30, 2021 (the “Original Local Bond”), to evidence the Loan, and the Original Local Bond is currently outstanding in the principal amount of $750,000. The Borrower has requested and the Commission has agreed to an amendment to and restatement of the Original Financing Agreement as set forth in this Agreement. As required by Section 12.2 of the Original Financing Agreement, the Loan Servicer has provided its written consent to the amendments to the Original Financing Agreement as set forth herein. ARTICLE I DEFINITIONS Section 1.1. Definitions. The capitalized terms contained in this Agreement and not defined above shall have the meanings set forth below, unless the context requires otherwise, or shall have the meaning assigned to such terms in the Act: “Additional Payments” means the payments required by Section 6.2. “Agreement” means this Amended and Restated Financing Agreement between the Borrower and the Commission, amending and restating the Original Financing Agreement, together with any amendments or supplements hereto. “Allonge” means the Allonge dated June [July]__, 2025 issued by the Borrower to amend the Original Local Bond. Commented [HAK1]: Given that the interest rate today is 0% and the new interest rate will be higher, there is a desire to close as close to July 16th as reasonably appropriate. 45 -2- “Authorized Representative” means any director or officer of the Borrower authorized by resolution, ordinance or other official act of the governing body of the Borrower to perform the act or sign the document in question. “Closing Date” means the date of the delivery of the Local Bond to the Commission. “Collateral” means any property of the Borrower, including but not limited to the Notes and the Revenues, in which the Commission is granted a lien to secure repayment of the Local Bond. “County” means the County of Pittsylvania, Virginia. “Default” means an event or condition the occurrence of which would, with the lapse of time or the giving of notice or both, become an Event of Default. “Default Rate” has the meaning set forth in Section 6.1. “Developer” means VA DANVILLE CC L6, LLC, a South Carolina limited liability company, an affiliate of the Guarantor. “Developer Representative” means any director or officer of the Developer authorized by resolution, ordinance or other official act of the governing body of the Developer to perform the act or sign the document in question. “Event of Default” shall have the meaning set forth in Section 11.1. “Fiscal Year” means the period of twelve months established by the Borrower as its annual accounting period. “Guarantor” means RealtyLink USA, LLC, a South Carolina limited liability company, an affiliate of the Developer. “Independent Consultant” means an architect or consulting engineer designated by the Developer Representative as the Developer’s architect or consulting engineer for the Project in a written notice to the Commission, which firm or individual shall be subject to the reasonable approval of the Commission. “Loan” has the meaning set forth in the preamble to this Agreement. “Loan Servicer” has the meaning set forth in the preamble to this Agreement. Pursuant to a Letter Agreement dated November 17, 2020, the Virginia Resources Authority serves as the Loan Servicer with respect to the Loan. “Local Bond” means the Original Local Bond, as amended by the Allonge, in substantially the form attached to this Agreement as Exhibit A issued by the Borrower to the Commission pursuant to this Agreement. Commented [HAK2]: Defined term used? 46 -3- “Local Bond Proceeds” means the proceeds of the sale of the Local Bond to the Commission pursuant to this Agreement. “Local Resolution” means, collectively, all resolutions adopted by the governing body of the Borrower, approving the transactions contemplated by and authorizing the execution and delivery of this Agreement. “Notes” means, collectively, the Promissory Note dated March 22, 2021 issued by the Guarantor to the Borrower in the amount of $350,000[, as amended by an Allonge dated [July]June __, 2025,] and the Promissory Note dated March 22, 2021 issued by the Guarantor to the Borrower in the amount of $800,000[, as amended by an Allonge dated [July]June __, 2025,] each with an assignment to the Commission as security for payment of the Local Bond. “Opinion of Counsel” means a written opinion of recognized bond counsel to the Borrower, acceptable to the Commission. “Project” means the particular project described in Exhibit B, the costs of the undertaking of which are to be financed or refinanced in whole or in part with the Local Bond Proceeds. “Project Costs” means the costs of the undertaking of the Project, and such other costs as may be requested by the Borrower and approved in writing by the Commission, provided such costs are permitted by the Act. “Revenues” means all of the Borrower’s right, title and interest in and to any and all (i) revenues, receipts, sale proceeds, accounts, accounts receivable, general intangibles and income derived from or with respect to the Notes and the Project, (ii) amounts that may be appropriated for and paid to the Borrower by the County under the Support Agreement, and (iii) any other income from other sources pledged by the Borrower to the payment of the Local Bond. “Support Agreement” means the Amended and Restated Support Agreement, dated as of the date hereof, among the Borrower, the Commission and the County, substantially in the form of Exhibit F hereto, as the same may be further amended, modified or replaced from time to time. Section 1.2. Rules of Construction. The following rules shall apply to the construction of this Agreement unless the context requires otherwise: (a) Singular words shall connote the plural number as well as the singular and vice versa. (b) All references in this Agreement to particular Sections or Exhibits are references to Sections or Exhibits of this Agreement unless otherwise indicated. 47 -4- (c) The headings and table of contents as used in this Agreement are solely for convenience of reference and shall not constitute a part of this Agreement nor shall they affect its meaning, construction or effect. ARTICLE II REPRESENTATIONS Section 2.1. Representations by Borrower. The Borrower makes the following representations as the basis for its undertakings under this Agreement: (a) The Borrower is a duly created and validly existing a public body corporate and a political subdivision of the Commonwealth of Virginia and is vested with the rights and powers conferred upon it by Virginia law. (b) The Borrower has full right, power and authority to (i) adopt the Local Resolution and execute and deliver this Agreement, the Support Agreement and the other documents related thereto, (ii) issue, sell and deliver the Local Bond to the Commission, (iii) undertake the Project (as described in Exhibit B) and finance or refinance the Project Costs by borrowing money for such purpose pursuant to this Agreement and the issuance of the Local Bond, (iv) pledge the Revenues to the payment of the Local Bond and (v) carry out and consummate all of the transactions contemplated by the Local Resolution, this Agreement, the Support Agreement and the Local Bond. (c) The Borrower has found that the issuance of the Local Bond will serve the purposes of the Industrial Development and Revenue Bond Act, Chapter 49, Title 15.2, Code of Virginia of 1950, as amended. (d) To the best of the Borrower’s knowledge, none of the directors of the Borrower (who participated in any discussions or votes taken in connection with the Project or this Agreement) has a personal interest (as defined in Section 2.2-3101 of the Code of Virginia of 1950, as amended) in thise Financing Agreement, the Support Agreement, the Local Bond, the Notes, or in any transaction contemplated thereby, or is an officer or employee of the Commission. (e) This Agreement, the Support Agreement and the Local Bond were duly authorized by the Local Resolution and are in substantially the same form as presented to the governing body of the Borrower at its meeting at which the Local Resolution was adopted. (f) All authorizations and approvals required to have been obtained as of the date of the delivery of this Agreement have been obtained by or on behalf of the Borrower for (i) the Borrower’s adoption of the Local Resolution, (ii) the execution and delivery by the Borrower of this Agreement, the Support Agreement and the Local Bond, and (iii) the performance and enforcement of the obligations of the Borrower thereunder. (g) This Agreement and the Support Agreement have been executed and delivered by duly authorized officials of the Borrower and constitute legal, valid and binding Commented [HAK3]: Covering both 2021 and 2025 meetings? 48 -5- limited obligations of the Borrower enforceable against the Borrower in accordance with their respective terms. (h) When executed and delivered in accordance with the Local Resolution and this Agreement, the Local Bond will have been executed and delivered by duly authorized officials of the Borrower and will constitute a legal, valid and binding limited obligation of the Borrower enforceable against the Borrower in accordance with its terms. (i) The issuance of the Local Bond and the execution and delivery of this Agreement and the Support Agreement and the performance by the Borrower of its obligations thereunder are within the powers of the Borrower and will not conflict with, or constitute a breach or result in a violation of, (i) to the best of the Borrower’s knowledge, any Federal or Virginia constitutional or statutory provision, (ii) any agreement or other instrument to which the Borrower is a party or by which it is bound or (iii) any order, rule, regulation, decree or ordinance of any court, government or governmental authority having jurisdiction over the Borrower or its property. (j) The Borrower is not in default in the payment of the principal of or interest on any of its indebtedness for borrowed money and is not in default under any instrument under and subject to which any indebtedness for borrowed money has been incurred. To the best of Borrower’s knowledge, no event or condition has happened or existed, or is happening or existing, under the provisions of any such instrument, including but not limited to this Agreement, which constitutes, or which, with notice or lapse of time, or both, would constitute, an event of default thereunder. (k) The Borrower (i) to the best of the Borrower’s knowledge, is not in violation of any existing law, rule or regulation applicable to it in any way which would have a material adverse effect on its financial condition or its ability to perform its obligations under this Agreement, the Support Agreement or the Local Bond and (ii) is not in default under any indenture, mortgage, deed of trust, lien, lease, contract, note, order, judgment, decree or other agreement, instrument or restriction of any kind to which the Borrower is a party or by which it is bound or to which any of its assets is subject, which would have a material adverse effect on its financial condition or its ability to perform its obligations under this Agreement, the Support Agreement or the Local Bond. The execution and delivery by the Borrower of this Agreement, the Support Agreement or the Local Bond and the compliance with the terms and conditions thereof will not conflict with or result in a breach of or constitute a default under any of the foregoing. (l) There are not pending nor, to the best of the Borrower’s knowledge, threatened against the Borrower, any actions, suits, proceedings or investigations of a legal, equitable, regulatory, administrative or legislative nature (i) affecting the creation, organization or existence of the Borrower or the title of its officers to their respective offices, (ii) seeking to prohibit, restrain or enjoin the approval, execution, delivery or performance of the Local Resolution, this Agreement, the Support Agreement or the Local Bond or the issuance of the Local Bond, (iii) in any way contesting or affecting the validity or enforceability of the Local Resolution, this Agreement, the Support Agreement, the Local Bond or any agreement or instrument relating to any of the foregoing, (iv) in which a judgment, order or resolution may 49 -6- have a material adverse effect on the Borrower or its business, assets, condition (financial or otherwise), operations or prospects or on its ability to perform its obligations under the Local Resolution, this Agreement, the Support Agreement, or the Local Bond, (v) in any way affecting or contesting the undertaking of the Project, or (vi) contesting or challenging the power of the Borrower to pledge the Revenues to the payment of the Local Bond. (m) There is no other indebtedness of the Borrower secured by or payable from a pledge of Revenues or a lien on the Collateral. (n) No Event of Default or Default has occurred and is continuing. ARTICLE III AMENDMENT AND RESTATEMENT Section 3.1. Reserved. Section 3.2. Conditions Precedent to Amendment and Restatement. This Agreement shall not be construed and is not intended as a novation of the Local Bond. The Commission shall not be required to amend and restate the Original Financing Agreement unless the Commission shall have received the following, all in form and substance satisfactory to the Commission: (a) The Local Bond and the Support Agreement. (b) The Notes, along with evidence of their assignment to the Commission as security for payment of the Local Bond. (c) A certified copy of the Local Resolution. (d) A certificate of appropriate officials of the Borrower as to the matters set forth in Section 2.1 and such other matters as the Commission may reasonably require. (e) Evidence satisfactory to the Commission that the Borrower has performed and satisfied all of the terms and conditions contained in this Agreement to be performed and satisfied by it as of such date. (f) An Opinion of Counsel, substantially in the form of Exhibit D, that the Local Bond has been validly authorized and issued by the Borrower, subject to customary exceptions, addressed to the Commission. (g) An opinion of general counsel to the Borrower in form and substance reasonably satisfactory to the Commission. (h) Such other documentation, certificates and opinions with respect to the Borrower and the financing of the Project as the Commission may reasonably require, including an opinion from counsel acceptable to the Commission that the Support Agreement is a valid and enforceable obligation against the Borrower, subject to usual and customary qualifications. 50 -7- ARTICLE IV RESERVED ARTICLE V PLEDGE OF REVENUES; COLLATERAL Section 5.1. Pledge of Revenues. The Borrower hereby grants to the Commission a lien on and pledge of Revenues to secure the payment of the principal of and interest on the Local Bond and the payment and performance of the Borrower’s obligations under this Agreement. This pledge shall be valid and binding from and after the execution and delivery of this Agreement. The Revenues, as received by the Borrower, shall immediately be subject to the lien of this pledge without any physical delivery of them or further act. The lien of this pledge shall have priority over all other obligations and liabilities of the Borrower, and the lien of this pledge shall be valid and binding against all parties having claims of any kind against the Borrower regardless of whether such parties have notice of this pledge. Section 5.2. Assignment of Notes. The Borrower hereby grants a security interest in and assigns, without recourse, the Notes to the Commission, as evidenced through the form of assignment affixed to the Notes. ARTICLE VI PAYMENTS Section 6.1. Payment of Local Bond. (a) The Local Bond shall be dated the date of its delivery to the Commission. Interest on the Local Bond shall be computed on the disbursed principal balance thereof from __________, 2025 at the rate of five and seventy-nine one- hundredths percent (5.79%) per annum. (b) Interest only on all amounts disbursed and outstanding under the Local Bond shall be due and payable semi-annually on each January 16 and July 16, commencing January 16, 2026. Principal, accrued interest and all other amounts due hereunder and under the Local Bond shall be due and payable in full on July 16, 2028. (c) Upon the occurrence of an Event of Default set forth in Section 11.1(a), including failure to pay upon mandatory prepayment or at final maturity, the outstanding principal balance of the Local Bond shall, at the Commission’s option, bear interest at a rate of four percentage points (4%) per annum (the “Default Rate”) on the overdue installment from its due date until the date it is paid. Section 6.2. Payment of Additional Payments. In addition to the payments of principal of and interest on the Local Bond, the Borrower agrees to pay on demand of the Commission the following Additional Payments: 51 -8- (1) The costs of the Commission in connection with the enforcement of this Agreement including the reasonable fees and expenses of any attorneys or consultants used by any of them; and (2) All expenses, including reasonable attorneys’ fees, relating to any amendments, waivers, consents or collection or enforcement proceedings pursuant to the provisions hereof. The Borrower agrees to pay, but solely from Revenues, interest on any Additional Payments enumerated in (1) or (2) above not received by the Commission within ten (10) days after demand therefor at the Default Rate on the overdue installment from its due date until the date it is paid. ARTICLE VII PREPAYMENTS Section 7.1. Prepayment of Local Bond. (a) Upon at least three (3) days’ prior written notice, the Borrower may prepay the Local Bond at any time, in whole or in part and without penalty. Such written notice shall specify the date on which such prepayment shall occur and whether the Local Bond will be prepaid in full or in part, and if in part, the principal amount to be prepaid. Any such partial prepayment shall be applied against the principal amount outstanding under the Local Bond but shall not postpone the due date of any subsequent payment on the Local Bond, unless the Borrower and the Commission agree otherwise in writing. (b) When the Borrower receives payment, either in advance of maturity or at maturity, of principal due on the Notes, such amounts shall be promptly applied by the Borrower to prepayment of the Local Bond pursuant to subsection (a) above. ARTICLE VIII SPECIAL COVENANTS Section 8.1. Inspection of Borrower’s Books and Records. Without limiting the Commission’s rights under the Collateral, the Commission and its authorized representatives and agents shall have the right at all reasonable times and upon reasonable prior notice to the Borrower to examine and copy the books and records of the Borrower insofar as such books and records relate to the Project as may be necessary to determine whether the Borrower is in compliance with the requirements of this Agreement. Section 8.2. Collection of Revenues; Amendments to Notes. The Borrower shall use its best efforts to collect all sums due to it under the Notes and shall not permit any amendments to the Notes without the prior written consent of the Commission. 52 -9- ARTICLE IX RESERVED ARTICLE X SPECIAL COVENANTS Section 10.1 Maintenance of Existence. The Borrower shall maintain its existence as a public body corporate and a political subdivision of the Commonwealth of Virginia and, without consent of the Commission, shall not dissolve or otherwise dispose of all or substantially all of its assets or consolidate or merge with or into another entity. Notwithstanding the foregoing, the Borrower may consolidate or merge with or into, or sell or otherwise transfer all or substantially all of its assets to a political subdivision of the Commonwealth of Virginia, and the Borrower thereafter may dissolve, if the surviving, resulting or transferee political subdivision, if other than the Borrower, assumes, in written form acceptable to the Commission, all of the obligations of the Borrower contained in the Local Bond and this Agreement, and there is furnished to the Commission an Opinion of Counsel acceptable to the Commission subject to customary exceptions and qualifications, to the effect that such assumption constitutes the legal, valid and binding obligation of the surviving, resulting or transferee political subdivision enforceable against it in accordance with its terms. Section 10.2 RESERVED. Section 10.3. RESERVED. Section 10.4. Further Assurances. The Borrower shall to the fullest extent permitted by law, pass, make, do, execute, acknowledge and deliver such further resolutions, acts, deeds, conveyances, assignments, transfers and assurances as may be necessary or desirable for the better assuring, conveying, granting, assigning and confirming the rights granted or assigned by this Agreement, or as may be required to carry out the purposes of this Agreement. The Borrower shall at all times, to the fullest extent permitted by law, defend, preserve and protect all rights of the Commission under this Agreement against all claims and demands of all persons. Section 10.5. RESERVED. Section 10.6. Assignment by Borrower. The Borrower may not assign its rights under this Agreement without the prior written consent of the Commission. If the Borrower desires to assign its rights under this Agreement to another political subdivision of the Commonwealth of Virginia, the Borrower shall give notice of such fact to the Commission. If the Commission consent to the proposed assignment, the Borrower may proceed with the proposed assignment, but such assignment shall not become effective until the Commission is furnished (i) an assumption agreement in form and substance satisfactory to the Commission by which the assignee agrees to assume all of the Borrower’s obligations under the Local Bond and this Agreement, and (ii) an Opinion of Counsel to the assignee, subject to customary exceptions and qualifications, that the assumption agreement, the Local Bond and this Agreement constitute legal, valid and binding obligations of the assignee enforceable against the assignee in 53 -10- accordance with their terms and that the assignment and assumption comply in all respects with the provisions of this Agreement. Notwithstanding the foregoing, the assignment of the rights of the Borrower under the Local Bond and this Agreement or the assumption of the obligations thereunder by the assignee shall in no way be construed as releasing the Borrower’s obligations. Section 10.7 Additional Indebtedness and Liens. The Borrower shall not incur any indebtedness or issue any bonds, notes or other evidences of indebtedness secured by or payable from the pledge of Revenues or a lien on the Collateral, without the prior written consent of the Commission. Other than as related to this Agreement, the Borrower shall not, directly or indirectly, create, incur, assume or suffer to exist any mortgage, pledge, security interest, lien, charge, encumbrance or claim on or with respect to the pledge of Revenues or a lien on the Collateral, without the prior written consent of the Commission. ARTICLE XI DEFAULTS AND REMEDIES Section 11.1. Events of Default. Each of the following events shall be an “Event of Default”: (a) The failure to pay when due any payment of principal or interest due hereunder or to make any other payment required to be made under the Local Bond or this Agreement; (b) The Borrower’s failure to perform or observe any of the other covenants, agreements or conditions of the Local Bond, the Support Agreement or this Agreement and the continuation of such failure for a period of thirty (30) days after the Commission gives the Borrower written notice specifying such failure and requesting that it be cured, unless the Commission shall agree in writing to an extension of such time prior to its expiration; provided, however, if the failure stated in the notice is correctable but cannot be corrected within the applicable period, the Commission will not unreasonably withhold its consent to an extension of such time if corrective action is instituted by the Borrower within the applicable period and diligently pursued until the Default is corrected; (c) Any warranty, representation or other statement by or on behalf of the Borrower contained in this Agreement or in any instrument furnished in compliance with or in reference to this Agreement or in connection with the issuance and sale of the Local Bond is false or misleading in any material respect; (d) The occurrence of a default by the Borrower under the terms of any other indebtedness secured by a pledge of Revenues or a lien on the Collateral, and the failure to cure such default or obtain a waiver thereof within any period of time permitted thereunder; (e) Any proceeding shall be instituted, with the Borrower’s consent or acquiescence, for the purpose of effecting a composition between the Borrower and its creditors or for the purpose of adjusting the claims of such creditors, pursuant to any federal or state 54 -11- statute now or hereafter enacted, if the claims of such creditors are under any circumstances secured by a pledge of Revenues or lien on the Collateral; or (f) Any bankruptcy, insolvency or other similar proceeding shall be instituted by or against the Borrower under any federal or state bankruptcy or insolvency law now or hereinafter in effect and, if instituted against the Borrower, is not dismissed within sixty (60) days after filing. Section 11.2. Notice of Default. The Borrower agrees to give the Commission prompt written notice if any order, decree or proceeding referred to in Section 11.1(e) or (f) is entered or instituted against the Borrower or of the occurrence of any other event or condition which constitutes a Default or an Event of Default immediately upon becoming aware of the existence thereof. Section 11.3. Remedies on Default. Whenever any Event of Default referred to in Section 11.1 shall have happened and be continuing, the Commission shall, in addition to any other remedies provided herein or by law, have the right, at its option without any further demand or notice, to take one or both of the following remedial steps: (a) Declare immediately due and payable all payments due or to become due on the Local Bond and under this Agreement, and upon notice to the Borrower, the same shall become immediately due and payable by the Borrower without further notice or demand; and (b) Take whatever other action at law or in equity may appear necessary or desirable to collect the payments then due and thereafter to become due on the Local Bond and under this Agreement, to enforce any other of the Commission’s rights under this Agreement, or to enforce performance by the Borrower of its covenants, agreements or undertakings contained herein or in the Local Bond, which the Borrower hereby agrees are assigned to the Commission upon the occurrence of an Event of Default. Section 11.4. Delay and Waiver. No delay or omission to exercise any right or power accruing upon any Default or Event of Default shall impair any such right or power or shall be construed to be a waiver of any such Default or Event of Default or acquiescence therein, and every such right or power may be exercised from time to time and as often as may be deemed expedient. No waiver of any Default or Event of Default under this Agreement shall extend to or shall affect any subsequent Default or Event of Default or shall impair any rights or remedies consequent thereto. ARTICLE XII MISCELLANEOUS Section 12.1. Successors and Assigns. This Agreement shall be binding upon, inure to the benefit of and be enforceable by the parties and their respective successors and permitted assigns. 55 -12- Section 12.2. Amendments. The Borrower and the Commission shall have the right to amend from time to time any of the terms and conditions of this Agreement, provided that all amendments shall be in a writing and shall be signed by the Borrower and the Commission; provided, however, that the written consent of the Loan Servicer shall be required for the Commission and the Borrower to amend this Agreement. Section 12.3. Limitation of Borrower’s Liability. No covenant, agreement or obligation contained in this Agreement or the Local Bond shall be deemed to be a covenant, agreement or obligation of any present or future director, officer, employee or agent of the Borrower in his or her individual capacity, and neither the directors of the Borrower nor any officer, employee or agent thereof executing this Agreement or the Local Bond shall be liable personally on such Agreement or Promissory Note or be subject to any personal liability or accountability by reason of the issuance thereof. No director, officer, employee or agent of the Borrower shall incur any personal liability with respect to any other action taken by him or her pursuant to this Agreement or the Local Bond or the Industrial Development and Revenue Bond Act (Section 15.2-4900 et. seq. of the Code of Virginia of 1950, as amended) or any of the transactions contemplated thereby provided he or she acts in good faith. THE OBLIGATIONS OF THE BORROWER UNDER THIS AGREEMENT AND THE LOCAL BOND ARE NOT GENERAL OBLIGATIONS OF THE BORROWER BUT ARE LIMITED OBLIGATIONS PAYABLE SOLELY FROM THE REVENUES AND RECEIPTS DERIVED BY THE BORROWER PURSUANT TO THIS AGREEMENT, WHICH REVENUES AND RECEIPTS HAVE BEEN PLEDGED AND ASSIGNED TO SUCH PURPOSES. THE OBLIGATIONS OF THE BORROWER HEREUNDER SHALL NOT BE DEEMED TO CONSTITUTE A DEBT OR A PLEDGE OF THE FAITH AND CREDIT OF THE COMMONWEALTH OF VIRGINIA OR ANY POLITICAL SUBDIVISION THEREOF, INCLUDING THE BORROWER AND THE COUNTY. NEITHER THE COMMONWEALTH OF VIRGINIA NOR ANY POLITICAL SUBDIVISION THEREOF, INCLUDING THE BORROWER AND THE COUNTY, SHALL BE OBLIGATED TO PAY THE OBLIGATIONS HEREUNDER OR OTHER COSTS INCIDENT THERETO EXCEPT FROM THE REVENUES, RECEIPTS AND PAYMENTS PLEDGED THEREFOR, AND NEITHER THE FAITH AND CREDIT NOR THE TAXING POWER OF THE COMMONWEALTH OF VIRGINIA OR ANY POLITICAL SUBDIVISION THEREOF, INCLUDING THE BORROWER AND THE COUNTY, IS PLEDGED TO THE PAYMENT OF THE LOCAL BOND. Section 12.4. Applicable Law. This Agreement shall be governed by the applicable laws of the Commonwealth of Virginia. Section 12.5. Severability. If any clause, provision or section of this Agreement shall be held illegal or invalid by any court, the illegality or invalidity of such clause, provision or Section shall not affect the remainder of this Agreement which shall be construed and enforced as if such illegal or invalid clause, provision or section had not been contained in this Agreement. If any agreement or obligation contained in this Agreement is held to be in violation of law, then such agreement or obligation shall be deemed to be the agreement or obligation of the Borrower and the Commission, as the case may be, only to the extent permitted by law. 56 -13- Section 12.6. Notices. Unless otherwise provided for herein, all demands, notices, approvals, consents, requests, opinions and other communications under the Local Bond or this Agreement shall be in writing and shall be deemed to have been given when delivered in person, mailed by first class registered or certified mail, postage prepaid, or sent by recognized national overnight courier, addressed as follows: Commission: Tobacco Region Revitalization Commission 701 East Franklin Street, Suite 501 Richmond, VA 23219 Attention: Executive Director Borrower: Industrial Development Authority of the County of Pittsylvania, Virginia 1 Center Street P.O. Box 426 Chatham, VA 24531 Attention: Chairman Loan Servicer: Virginia Resources Authority 1111 East Main Street, Suite 1920 Richmond, VA 23219 Attention: Executive Director A duplicate copy of each demand, notice, approval, consent, request, opinion or other communication given by any party named in this Section 12.5 shall also be given to each of the other parties named. The Commission and the Borrower may designate, by notice given hereunder, any further or different addresses to which subsequent demands, notices, approvals, consents, requests, opinions or other communications shall be sent or persons to whose attention the same shall be directed. Section 12.7. Right to Cure Default. If the Borrower shall fail to make any payment or to perform any act required by it under the Local Bond or this Agreement, the Commission without prior notice to or demand upon the Borrower and without waiving or releasing any obligation or default, may (but shall be under no obligation to) make such payment or perform such act. All amounts so paid by the Commission and all costs, fees and expenses so incurred shall be payable by the Borrower solely from Revenues as an additional obligation under this Agreement, together with interest thereon at the Default Rate until paid. The Borrower’s obligation under this Section shall survive the payment of the Local Bond. Section 12.8. Headings. The headings of the several articles and sections of this Agreement are inserted for convenience only and do not comprise a part of this Agreement. Section 12.9. Term of Agreement. This Agreement shall be effective upon its execution and delivery, provided that the Local Bond previously or simultaneously shall have been executed and delivered. Except as otherwise specified, the Borrower’s obligations under 57 -14- the Local Bond and this Agreement shall expire upon payment in full of the Local Bond and all other amounts payable by the Borrower under this Agreement. Section 12.10. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be an original and all of which together shall constitute but one and the same instrument. [Remainder of Page Intentionally Left Blank] 58 -15- WITNESS the following signatures, all duly authorized. VIRGINIA TOBACCO REGION REVITALIZATION COMMISSION By: Its: INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA By: Its: 59 EXHIBIT A FORM OF LOCAL BOND INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA LOAN NO. 3352 [To Be Provided] 60 EXHIBIT B PROJECT DESCRIPTION INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA LOAN NO. 3352 The Project includes financing a loan to the Developer, to be used for the construction of a 100,000 square foot shell industrial building suitable for advance manufacturing in Cane Creek Centre industrial park, referred to as new Lot 6A at 233 Cane Creek Parkway, Danville, Virginia 24540, together with related expenses. 61 EXHIBIT C RESERVED 62 EXHIBIT D OPINION OF BORROWER’S BOND COUNSEL INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA LOAN NO. 3352 [To Be Provided] 63 EXHIBIT E RESERVED 64 EXHIBIT F AMENDED AND RESTATED SUPPORT AGREEMENT INDUSTRIAL DEVELOPMENT AUTHORITY OF THE COUNTY OF PITTSYLVANIA, VIRGINIA LOAN NO. 3352 [To Be Provided] 65 7.e. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Resolution Agenda Title: Resolution # 2025-06-03 Resolution to Oppose Modifications to Products Eligible Under the Duty Drawback Program Staff Contact(s): Robert Tucker Agenda Date: June 17, 2025 Item Number: 7.e. Attachment(s): 1. 2025-06-03 Resolution to Oppose Modifications to Products Eligible Under the Duty Drawback Program Reviewed By: SUMMARY: Resolution # 2025-06-03 expresses strong opposition to any proposed federal modifications that would remove tobacco and tobacco-related products from eligibility under the Duty Drawback Program. This long-standing federal program allows U.S. exporters to recover duties on imported materials used in goods that are ultimately exported, including tobacco products. Tobacco farming is a key component of Pittsylvania County’s agricultural economy and heritage. Eliminating tobacco from the Duty Drawback Program would jeopardize local farm incomes, threaten rural manufacturing investments, and harm the overall economic stability of the County’s agricultural sector. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board adopt Resolution # 2025-06-03 as attached. MOTION: "I make a Motion to adopt Resolution # 2025-06-03 as attached." 66 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2025-06-03 RESOLUTION OPPOSING MODIFICATIONS TO PRODUCTS ELIGIBLE UNDER THE DUTY DRAWBACK PROGRAM __________________________________________________________________________________________ VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) June 17, 2025, Meeting, the following Resolution was presented and adopted: WHEREAS, tobacco production has historically been a cornerstone of Pittsylvania County’s agricultural economy, supporting generations of local farmers, agribusinesses, and rural communities; and WHEREAS, tobacco farming remains a vital component of Pittsylvania County’s diverse agricultural sector, encompassing numerous family-owned farms that collectively contribute to the County’s economic stability; and WHEREAS, Pittsylvania County has long ranked among the top tobacco-producing counties in the Commonwealth of Virginia, making it a key contributor to both the state and national tobacco markets; and WHEREAS, tobacco farming generates millions of dollars annually in local sales, tax revenue, and associated economic activity, thereby reinforcing the sustainability of rural livelihoods and agribusiness infrastructure in the County; and WHEREAS, the federal Duty Drawback Program, first enacted by Congress in 1789, allows U.S. exporters to recover duties paid on imported materials used in goods that are later exported, including tobacco products—providing vital economic support to rural producers and manufacturers; and WHEREAS, it is estimated that a significant portion of tobacco grown in Virginia, including in Pittsylvania County, is purchased by companies that export tobacco products, with approximately 40% of that volume tied directly to the Duty Drawback Program; and WHEREAS, removing tobacco products from eligibility under the Duty Drawback Program would result in immediate economic hardship for Pittsylvania County farmers, reduce export competitiveness, discourage investment in rural manufacturing, and threaten the long-term viability of family farms and agribusinesses; and WHEREAS, tobacco production is not only a key economic driver in Pittsylvania County, but also an integral part of the County’s history, culture, and agricultural identity; NOW, THEREFORE, BE IT RESOLVED, by the Pittsylvania County Board of Supervisors that: 1. The Board strongly supports the retention and continued inclusion of tobacco and tobacco-related products within the federal Duty Drawback Program and authorizes the County Administrator to engage in any advocacy efforts necessary to support this policy position on behalf of the Board and the citizens of Pittsylvania County. 2. A copy of this Resolution shall be forwarded to members of the federal delegation representing Pittsylvania County to express the County’s firm opposition to any changes that would eliminate tobacco from the Duty Drawback Program. 67 Given under my hand this 17th day of June, 2025. ___________________________________ Robert M. Tucker, Jr. (Chairman) Pittsylvania County Board of Supervisors ___________________________________ Kaylyn M. McCluster (Clerk) Pittsylvania County Board of Supervisors ATTEST: _____________________ Matthew W. Evans, Esq. Pittsylvania County Attorney 68 7.f. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Pittsylvania County Parks and Recreation-Pittsylvania County Schools Joint Usage Agreement Staff Contact(s): Justin Price Agenda Date: June 17, 2025 Item Number: 7.f. Attachment(s): 1. Redline Version Pitts Co Joint Use Agreement 2025-26 School Year Reviewed By: SUMMARY: A Joint Use Agreement between the Board of Supervisors (“Board”) and the School Board (“School Board”) is currently in place and allows County Parks and Recreation (“P&R”) to use School Board athletic facilities for organized youth sports events (i.e., practices, games, competitions, etc.). For fiscal year 2025- 2026, the School Board has proposed reinstatement of an annual rental fee to cover the costs incurred by the School Board for facility maintenance, utilities, etc. The School Board is also willing for P&R to collect gate fees for baseball and softball games beginning in fiscal year 2025-2026. Currently, P&R only collects gate fees for football and basketball games. FINANCIAL IMPACT AND FUNDING SOURCE: $50,000; which is available in the FY2025 budget as a capital line item in the Parks and Recreation Dept. budget. RECOMMENDATION: County Staff recommends the Board approve the updated Pittsylvania County Parks and Recreation-Pittsylvania County Schools Joint Usage Agreement as attached. MOTION: "I make a Motion to approve the updated Pittsylvania County Parks and Recreation-Pittsylvania County Schools Joint Usage Agreement as attached." 69 Pittsylvania County Joint Use Agreement Page 1 of 10 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”. 70 Pittsylvania County Joint Use Agreement Page 2 of 10 B. RENTAL FEE: A flat rental fee of $50,00040,000 (the “Rent”) for the operation of the County P & R Department youth leagues for the 2011-122025-26 fiscal year was voted on and passed at the April 12, 2011, Pittsylvania County School Board meeting. will go into effect on June 30thJuly 1, 2025. 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. 71 Pittsylvania County Joint Use Agreement Page 3 of 10 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 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, baseball and softball 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.D. 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.E. 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 72 Pittsylvania County Joint Use Agreement Page 4 of 10 the school, departments or classes of the school as per School Board Policy KG- PC. 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 73 Pittsylvania County Joint Use Agreement Page 5 of 10 advance, unless the activity is being rescheduled as the result of weather-related cancellation. 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 74 Pittsylvania County Joint Use Agreement Page 6 of 10 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. 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 75 Pittsylvania County Joint Use Agreement Page 7 of 10 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). 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. 76 Pittsylvania County Joint Use Agreement Page 8 of 10 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. 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 77 Pittsylvania County Joint Use Agreement Page 9 of 10 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 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 78 Pittsylvania County Joint Use Agreement Page 10 of 10 Director, Pittsylvania County Parks and Recreation Department Date 79 7.g. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Parks and Recreation Facility Rental and Youth Sports Gate Fees for FY2026 Staff Contact(s): Kim VanDerHyde Agenda Date: June 17, 2025 Item Number: 7.g. Attachment(s): 1. Recreation Fees-REVISED Reviewed By: SUMMARY: The Board recently approved the FY2026 Budget Resolution which included the fees charged by the County for various services, rental fees, and activities. The Recreation Fees that were included need to be updated to include gate fees charged at County Youth League Sports games and rental fees for all County- owned parks, as well as updated rental rates for the Community Center. FINANCIAL IMPACT AND FUNDING SOURCE: There will be a slight increase in revenue due to the addition of gate fees collected for baseball games which have previously been collected by the Schools. In addition to this increase, there will also be a slight increase in revenues based on the increased rental rates for the Community Center. RECOMMENDATION: Staff recommends the Board of Supervisors approve the revised fee schedule for the Parks and Recreation Department. Once these fees are approved, they will replace the fees listed in the FY2026 Budget Resolution. MOTION: "I make a motion to approve the Parks and Recreation Facility Rental and Youth Sports Gate Fees for FY2026 and authorize staff to replace the previously approved Parks and Recreation fees in the FY2026 Budget Resolution with these updated fees." 80 Exhibit C Room Capacity Bleacher Rental Rental Set Up/Take Down Staff Fees Additional Fees Theatre Style Seating 4 Hours 8 Hours Flat Rate Art Studio 40 20 $60.00 $120.00 $48.00 $15.00 per hour Kitchen n/a n/a $50.00 $100.00 -$12.50 Per Hour Gallery Room 100 n/a $168.00 $336.00 $72.00 $42.00 Per Hour Grand Hall 175 n/a $192.00 $384.00 $96.00 $48.00 Per Hour Gymnasium 450 134 $408.00 $816.00 $144.00 $102.00 Per Hour Stage ---- Mic, Podium, Speakers FY2026 Fee Schedule Approved by the Board of Supervisors - 6-17-25 $20 per section (max 4 sections) ----$20.00 Recreation Fees EFFECTIVE 07/01/2025 81 Exhibit C FY2026 Fee Schedule Approved by the Board of Supervisors - 6-17-25 Recreation Fees EFFECTIVE 07/01/2025 Park Location Park Address Cost (4-hour blocks) Additional Fees Cavalier Park 11650 US 29 Chatham 24531 $60 per 4- hour block $15.00 per hour Titan Park 1160 Tunstall High Road Dry Fork 24549 $60 per 4- hour block $15.00 per hour Wildcat Park 5875 Kentuck Road Ringgold 24586 $60 per 4- hour block $15.00 per hour Hawk Park 201 Coffey Street Gretna 24557 $60 per 4- hour block $15.00 per hour 1678 Main Street Hurt, VA $60 per 4- hour block $15.00 per hour Wayside Park Shelter #2 (near playground) 1678 Main Street Hurt, VA 24563 $60 per 4- hour block $15.00 per hour Wayside Park Pavilion (across bridge) 1678 Main Street Hurt, VA 24563 $120 per 4- hour block $30 per hour Sycamore Stage (across bridge) 1678 Main Street Hurt, VA 24563 $120 per 4- hour block $30 per hour Wayside Park Pavilion & Sycamore Stage 1678 Main Street Hurt, VA 24563 $240 per 4- hour block $60 per hour Sycamore Creek Amphitheater 1678 Main Street Hurt, VA 24563 $480 per 4- hour block $120 per hour Gate Fees- Collected for all County League Sports --$5 per person- gate fee Wayside Park Shelter #1 (near playground) 82 7.h. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Mutual Aid Agreement w/ Henry County for Inspection and Plan Review Services Staff Contact(s): Dave Arnold Agenda Date: June 17, 2025 Item Number: 7.h. Attachment(s): 1. 2025 06 04 Pittsylvania County - EMERGENCY MUTUAL AID AGREEMENT - Inspector Plan Review Services w Henry County HC Signed Reviewed By: SUMMARY: Pittsylvania County is in need of assistance with completion of required building inspections and plan reviews. Henry County has agreed to enter into a mutual aid agreement with Pittsylvania County whereby Henry County provides staff to assist with those building inspections and plan reviews. The proposed agreement will provide Pittsylvania County with the resources needed to complete its required duties. FINANCIAL IMPACT AND FUNDING SOURCE: Funds are already included in the current Budget to cover these costs. RECOMMENDATION: County Staff recommends the Board approve the Mutual Aid Agreement as attached. MOTION: "I make a Motion to approve the Mutual Aid Agreement as attached." 83 EMERGENCY MUTUAL AID AGREEMENT (BUILDING INSPECTOR) BETWEEN PITTSYLVANIA COUNTY AND HENRY COUNTY Whereas this Emergency Mutual Aid Agreement is made effective the date that the last signatory signs below, and is by and between Pittsylvania County, Virginia, a political subdivision of the Commonwealth of Virginia and Henry County, Virginia, a political subdivision of the Commonwealth of Virginia; Whereas in the instant case, an unforeseen staffing circumstance has unexpectedly resulted in a Pittsylvania County combination inspector (“Inspector”) and the chief building official (“Building Official”) position being temporarily vacant; Whereas given the attendant regulations, Pittsylvania County is experiencing an emergency circumstance such that it needs to secure the services of a combination inspector to meet regulatory requirements, as well as conduct commercial plan reviews for Pittsylvania County’s acting chief building official; Whereas Pittsylvania County, through its County administration, has reached out to Henry County seeking temporary emergency mutual aid with regard to this matter in accordance with the Code of Virginia (1950), as amended, Secs. 15.2-1300.1 and 44-146.20, and as otherwise may be permitted by law; Whereas Henry County and Pittsylvania County administration propose that aid be afforded under the following terms and conditions, subject to affirmation by a majority vote of the respective Boards; Whereas the grant of aid is intended to be effective immediately and to be in place for one hundred twenty (120) days from execution, subject to affirmation by a majority vote of the respective Boards, under the following terms and conditions: Now in consideration of the mutual promises and consideration hereby acknowledged, the parties agree to the following: I. Inspector. Henry County shall provide staff member(s) to Pittsylvania County with appropriate credentials to serve as an inspector and assist with Pittsylvania County inspections. II. Building Official. Henry County shall provide staff member(s) to Pittsylvania County 84 with appropriate credentials to serve as the building official and assist with Pittsylvania County inspections and plan reviews. III. Term. Subject to staff availability, Henry County staff with appropriate credentials will be made available to Pittsylvania County beginning immediately and for one hundred twenty (120) days from execution of this agreement, unless this mutual aid agreement is not affirmed by both of the respective Boards and/or until the aid agreement, if affirmed, or is terminated by the hiring of a certified and credentialed inspector by Pittsylvania County. Either party may terminate this agreement with fifteen (15) days written notice. Pittsylvania County shall have the option to extend this agreement for additional thirty (30) day terms upon giving written notice 15 days prior to the termination of any term. IV. Time Commitment. Henry County will provide staff to Pittsylvania County as described hereinabove as Henry County’s workload, scheduling, and staffing levels permit. Scheduling of Henry County staff will generally occur after 4:30 p.m. on weekdays and on Saturdays. Weekly coordination meetings between the two jurisdictions will identify upcoming inspections Henry County staff will perform. V. Insurance: Pittsylvania County agrees to report this arrangement to its insurance company and temporarily add Henry County as an additional insured party with regard to any claims involving or related to the acts of the Inspector for the full duration of this agreement. VI. Reimbursement for costs and expenses. Pittsylvania County agrees to reimburse Henry County for any and all costs and expenses arising from and related to provision of inspection services under this agreement. These costs and expenses include, but are not limited to: i. An hourly rate of $59.75 for services provided by a Henry County inspector; ii. An hourly rate of $82.50 for services provided by the Henry County Chief Building Official; iii. Mileage reimbursement at the current IRS rate or as otherwise agreed; Costs 85 of any necessary materials and supplies used in the performance of duties under this agreement. iv. An administrative fee of 15% applied to the total of all billable items listed above. VII. It is expected that materials and supplies costs are likely to be de minimis. Nonetheless, in the event any materials or supplies cost is anticipated to exceed $200.00, the inspector shall discuss the matter with and obtain the consent of the Pittsylvania County Administrator for the expense. The costs mentioned herein shall be billed monthly by Henry County with payment being due from Pittsylvania County to the Henry County in full within thirty (30) days thereafter receipt of any and all invoices. VIII. Billing and Payment. Henry County shall invoice Pittsylvania monthly for all costs described herein. Payment in full shall be due within thirty (30) days of receipt of each invoice. IX. Duties. The Inspector and Building Official shall have the following duties: a. The Inspector and Building Official shall perform all duties consistent with the position, as may be assigned by Pittsylvania County, so long as said duties are governed and consistent with the Virginia Uniform Statewide Building Code requirements. b. The Inspector and Building Official shall keep up to date his or her present credentialing and shall inform the Pittsylvania County Administrator without haste of any lapse, suspension, or revocation of his or her present credentialing. c. The Inspector and Building Official shall keep records of his or her actions consistent with industry standards and the law. He or she shall timely turn over any such records he or she creates to the Pittsylvania County Community Development Department. These records shall be the property of Pittsylvania County. X. Sovereign Immunity. By entering into this agreement, neither of the parties or the Inspector waives any governmental or sovereign immunity defense against third parties. 86 XI. Applicable Law. This agreement shall be interpreted under the laws of the Commonwealth of Virginia. XII. Venue. Any claim or cause of action arising under or related to this agreement shall be brought by the parties in the Pittsylvania County Circuit Court. The parties waive any and all right of removal to federal court. XIII. Severability. Should any portion of this agreement be judicially determined unlawful or unenforceable, the remainder of agreement shall remain in full force and effect. HENRY COUNTY: ________________________________ _________________ Dale Wagoner, County Administrator Date PITTSYLVANIA COUNTY: _________________________________ _________________ Dave Arnold, Acting County Administrator Date Approved as to Form: ____________________ Matthew W. Evans Pittsylvania County Attorney 06/04/2025 06/04/2025 87 7.i. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: VBAF Performance Agreement Approval Staff Contact(s): Matthew Rowe Agenda Date: June 17, 2025 Item Number: 7.i. Attachment(s): 1. Pittsylvania County PA Execution Copy - VBAF- 306 Reviewed By: SUMMARY: Pittsylvania County has received a Site Assessment and Planning Grant in the amount of $50,000 from the Virginia Brownfields Restoration and Economic Redevelopment Assistance Fund Program for the Southern Virginia Multi-Modal Park located at 797 Main Street, Hurt, Virginia. The scope of work will include remediation of existing trash pile and domestic landfill with a budget of $480,000. The local match will be coming from Hurt Partners, LLC. FINANCIAL IMPACT AND FUNDING SOURCE: Hurt Partners, LLC is the Funding Source for this project, Pittsylvania County was awarded a $50,000 grant and Hurt Partners will be providing the local match. RECOMMENDATION: County Staff recommends that the Board approve the Performance Agreement as presented. MOTION: "I make a Motion to approve the Performance Agreement as presented." 88 Page 1 of 18 VIRGINIA BROWNFIELDS RESTORATION AND ECONOMIC REDEVELOPMENT ASSISTANCE FUND PROGRAM SITE ASSESSMENT AND PLANNING GRANT PERFORMANCE AGREEMENT Executive Summary Effective Date: 5/7/2025 Grantee: County of Pittsylvania, Virginia, a political subdivision of the Commonwealth of Virginia Project: Site Remediation: Remediation of Recognized Environmental Concern #1: Existing Trash Pile and Domestic Landfill Site: Property known as the Southern Virginia Multi-Modal Park (Rec #1) located at 797 Main Street, Hurt, Virginia 24563 (Tax Parcel Numbers: 2545-69-3879 & 2446-30-7636) Grant: $50,000 Local Match: $430,000 as detailed in Exhibit A Performance Date: 9/30/2025 Variations: N/A Notices: if to the Grantee: NAME: Matthew D. Rowe TITLE: Director of Economic Development LOCALITY: County of Pittsylvania, Virginia ADDRESS: 1 Center Street ADDRESS: Chatham, Virginia 24531 EMAIL: Matthew.rowe@pittgov.org [SIGNATURES APPEAR ON FOLLOWING PAGE, FOLLOWED BY BODY OF AGREEMENT] 89 Page 2 of 18 WITNESS the following signatures as of the effective date, each having the same force and effect as if set forth at the end of this agreement. VIRGINIA ECONOMIC DEVELOPMENT PARTNERSHIP AUTHORITY By: _____________________________ Name: Katherine Goodwin Title: Senior Vice President, Business Investment Date: ___________________________ COUNTY OF PITTSYLVANIA, VIRGINIA By: _____________________________ Name: ___________________________ Title: ___________________________ Date: ___________________________ SEEN AND ACKNOWLEDGED: VIRGINIA DEPARTMENT OF ENVIRONMENTAL QUALITY By: ________________________ Name: Kathryn Perszyk Title: Director, Division of Land Protection and Revitalization Date: ______________________ VIRGINIA RESOURCES AUTHORITY By: _________________________ Name: Shawn Crumlish Title: Executive Director Date: _______________________ 90 Page 3 of 18 This PERFORMANCE AGREEMENT (this “Agreement”), dated as of the Effective Date, by and between the VIRGINIA ECONOMIC DEVELOPMENT PARTNERSHIP AUTHORITY (“VEDP”), a political subdivision of the Commonwealth of Virginia (the “Commonwealth”), and the GRANTEE identified in the Executive Summary above, recites and provides as follows: Recitals: 1. The Virginia Brownfields Restoration and Economic Redevelopment Assistance Fund (the “VBAF”) was established pursuant to § 10.1-1237 of the Code of Virginia of 1950, as amended (the “Virginia Code”), to promote the restoration and redevelopment of brownfield sites in the Commonwealth and to address environmental problems or obstacles to reuse so that such sites can be effectively marketed to new economic development prospects; 2. The VBAF is administered by the Virginia Resources Authority (“VRA”), and VEDP directs the distribution of grants from the VBAF; 3. VEDP, in consultation with the Virginia Department of Environmental Quality (“DEQ”), has established guidelines for the awarding of Site Assessment and Planning Grants from the VBAF; 4. The Grantee submitted an application for a Site Assessment and Planning Grant (the “Grant”) to assist with the Investment (set forth in Exhibit A attached hereto) being made by or on behalf of the Grantee for the Project at the Site; 5. VEDP, in consultation with DEQ and based upon the VBAF priorities, has awarded the Grant to the Grantee for the Project; 6. VEDP and the Grantee desire to set forth their mutual understanding and agreement as to the payout of the Grant, the use of the Grant proceeds, the obligations of the Grantee, and the repayment by the Grantee of all or part of the Grant proceeds under certain circumstances, all of which shall be governed by this Agreement; and 7. The restoration and redevelopment of brownfield sites and addressing environmental problems or obstacles to reuse of such sites constitutes a valid public purpose for the expenditure of public funds and is the animating purpose in making the Grant: NOW, THEREFORE, in consideration of the foregoing, the mutual benefits, promises and undertakings of the parties to this Agreement, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties covenant and agree as follows. 91 Page 4 of 18 Section 1. Construction and Definitions. (a) Incorporated Terms: The Executive Summary, signature page and recitals above, and exhibits attached hereto, all constitute integral parts of this Agreement and are hereby incorporated by reference. (b) Variations: To the extent any terms and conditions set forth in the Variations section of the Executive Summary, if applicable, conflict with the terms and conditions set forth below, the terms and conditions set forth in the Variations section of the Executive Summary shall prevail. (c) Definitions: As used in this Agreement, terms set forth in the first column of the Executive Summary shall have the meanings ascribed thereto in the second column, and the following terms shall have the following meanings: “Asbestos Abatement Report” means a report in the form of Exhibit C attached hereto, to be delivered by the Grantee in accordance with Section 4(c) (if applicable). “Grant Report” means a report in the form of Exhibit B attached hereto, to be delivered by the Grantee in accordance with Section 4(b). “Investment” means expenditures by or on behalf of the Grantee associated with the Project, including the Grant proceeds and the Local Match, to be made in accordance with Exhibit A attached hereto. “Local Match” means the required one-to-one match by the Grantee of the amount of the Grant from public and/or private sources in either cash or documented reasonable and necessary costs associated with the Project, to be included in the Investment, as identified in the Executive Summary and Exhibit A attached hereto. “Performance Date” means the date designated as such in the Executive Summary, which is the date by which the Grantee expects to have completed the Project. If VEDP, in consultation with DEQ, deems that good faith and reasonable efforts have been made and are being made by the Grantee to complete the Project, the Performance Date may be extended by up to 15 months and the date to which the Performance Date has been extended shall be the “Performance Date” for the purposes of this Agreement. Section 2. The Grant. (a) The Grant: VEDP, in consultation with DEQ and based upon the VBAF priorities, has awarded the Grant to the Grantee for the Project. (b) Disbursement: Promptly after the full execution and delivery of this Agreement, VEDP will forward a fully-executed copy of this Agreement to VRA, together with a direction to 92 Page 5 of 18 disburse the full amount of the Grant in one lump sum to the Grantee, by wire transfer in accordance with the ACH instructions previously provided by the Grantee. (c) Use of Grant Proceeds: The Grantee will expend the proceeds of the Grant only as permitted by § 10.1-1237 of the Virginia Code and as part of the Investment in accordance with Exhibit A attached hereto. Section 3. Investment. (a) Investment: The Grantee expects to make the Investment and complete the Project on or before the Performance Date. As the Project is undertaken, adjustments to the Investment may be needed. Except for de minimis adjustments (impacting, in the aggregate, less than 10% of the Grant proceeds), adjustments to the Investment require the prior written approval of VEDP and must be reflected on a revised Exhibit A provided to VEDP. (b) Local Match: The Grantee will contribute the required Local Match toward the Investment on or before the Performance Date. Section 4. Reporting. (a) Interim Reports: The Grantee shall provide an interim report on the progress of the Project at such times as VEDP and DEQ may request. (b) Grant Report: Promptly after completion of the Project, the Grantee will deliver the Grant Report to VEDP. Such report must be completed, signed by an authorized representative of the Grantee, and have copies of invoices and all other required supporting documentation attached. (c) Asbestos Abatement Report (if Applicable): If the Project involves the removal of asbestos-containing material, the Grantee will, promptly after completion of the Project, deliver the Asbestos Abatement Report to VEDP. Such report must be completed, signed by an authorized representative of the Grantee, and have all required supporting documentation attached. (d) Status Reports: After the Performance Date, at such times as VEDP and DEQ may request, the Grantee shall provide a written detailed report satisfactory to VEDP and DEQ providing an update on the Site, including whether (i) the Site was successfully marketed to a new economic development prospect, and (ii) the Project generated any additional private investment and job creation. (e) Costs of Reporting: The costs of reporting shall be borne by the Grantee. 93 Page 6 of 18 Section 5. Repayment Obligations. (a) If Investment is Less than Expected: If the Grant Report indicates that the Grantee was able to complete the Project for less than the expected Investment, such that the amount of the Grant proceeds exceeds the Local Match or the Grantee will not need all of the Grant proceeds previously disbursed to the Grantee, the Grantee must repay to VEDP an amount equal to the excess amount or the amount of the Grant proceeds no longer required. (b) If Grant Proceeds are Misspent: If the Grant Report indicates, or any evidence gathered by VEDP reveals, that any Grant proceeds have been expended on anything other than the Investment, the Grantee must repay to VEDP the amount so misspent. (c) Failure to Complete by Performance Date: If it is determined that the Grantee is unable to complete the Project and expend the Grant proceeds by the Performance Date and the Performance Date is not extended, the Grantee must repay to VEDP the unspent proceeds of the Grant as of the Performance Date. (d) Repayments to Fund: VEDP will provide written notification to the Grantee if any repayment is due from the Grantee to VEDP under this Agreement. Within 60 days of receiving such notification, the Grantee will make the repayment to VEDP, subject to appropriation. Any repayment received by VEDP will be promptly transferred by VEDP to the VRA for redeposit to the VBAF. Section 6. Notices. Formal notices and communications among the parties shall be given either by (i) personal service, (ii) delivery by a reputable document delivery service that provides a receipt showing date and time of delivery, (iii) mailing utilizing a certified or first class mail postage prepaid service of the United States Postal Service that provides a receipt showing date and time of delivery, or (iv) delivery by email with transmittal confirmation and confirmation of delivery, addressed as noted below. Notices and communications personally delivered or delivered by document delivery service shall be deemed effective upon receipt. Notices and communications mailed shall be deemed effective on the second business day following deposit in the United States mail. Notices and communications delivered by email shall be deemed effective the next business day, not less than 24 hours, following the date of transmittal and confirmation of delivery to the intended recipient. Such written notices and communications shall be addressed to: if to the Grantee: see Executive Summary 94 Page 7 of 18 if to VEDP, to: with a copy to: Virginia Economic Development Partnership One James Center, Suite 900 901 East Cary Street Richmond, Virginia 23219 Email: kellett@vedp.org Attention: Director of Compliance Virginia Economic Development Partnership One James Center, Suite 900 901 East Cary Street Richmond, Virginia 23219 Email: jcanup@vedp.org Attention: Assistant General Counsel Section 7. Miscellaneous. (a) Compliance with Laws: The Grantee hereby agrees that all proceeds of the Grant shall be used for the Investment, and all work and activities associated with the Project will be performed and conducted in full compliance with all applicable laws, rules, and regulations. (b) Entire Agreement; Amendments: This Agreement constitutes the entire agreement between the parties hereto as to the Grant, and may not be amended or modified, except in writing, signed by each of the parties hereto. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and assigns. The Grantee may not assign its rights and obligations under this Agreement without the prior written consent of VEDP. (c) Governing Law; Venue: This Agreement is made, and is intended to be performed, in the Commonwealth and shall be construed and enforced in accordance with the laws of the Commonwealth. Jurisdiction and venue for any litigation arising out of or involving this Agreement shall lie in the Circuit Court of the City of Richmond, and such litigation shall be brought only in such court. In the event this Agreement is subject to litigation, each party shall be responsible for its own attorneys’ fees. (d) Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be an original, and all of which together shall be one and the same instrument. (e) Severability: If any provision of this Agreement is determined to be unenforceable, invalid, or illegal, then the enforceability, validity and legality of the remaining provisions will not in any way be affected or impaired, and such provision will be deemed to be restated to reflect the original intentions of the parties as nearly as possible in accordance with applicable law. [SIGNATURES APPEAR ON PAGE 2] Exhibit A: Investment Exhibit B: Form of Grant Report Exhibit C: Form of Asbestos Abatement Report 95 Page 8 of 18 EXHIBIT A INVESTMENT Scope of Work: Site Remediation: Remediation of Recognized Environmental Concern #1: Existing Trash Pile and Domestic Landfill Project Budget: County of Pittsylvania Scope of Work Budget/Sources of Funding 96 Page 9 of 18 EXHIBIT B FORM OF GRANT REPORT [ATTACHED] 97 Page 10 of 18 VIRGINIA BROWNFIELDS RESTORATION AND ECONOMIC REDEVELOPMENT ASSISTANCE FUND PROGRAM SITE ASSESSMENT AND PLANNING GRANT GRANT REPORT Project Summary Grantee: County of Pittsylvania, Virginia, a political subdivision of the Commonwealth of Virginia Site: Property known as the Southern Virginia Multi-Modal Park (Rec #1) located at 797 Main Street, Hurt, Virginia 24563 (Tax Parcel Numbers: 2545-69-3879 & 2446-30- 7636) Grant Amount: $50,000 Effective Date of Performance Agreement: 5/7/2025 Performance Date: 9/30/2025 Project Report 1. Project Summary. Provide a brief summary of the outcome of the Project: 98 Page 11 of 18 2. Adjustments to Scope of Work. In the table below, report any adjustments to the scope of work for the Project (as set forth in Exhibit A to the Performance Agreement) and associated costs (or check the box if no adjustments were made). ☐ There were no adjustments to the Scope of Work for the Project. ADJUSTMENTS TO SCOPE OF WORK FOR PROJECT Scope of Work Adjustment Budget Source Local Match EPA Grant Share VBAF Grant Share TOTAL $____________ $____________ $____________ $____________ 3. Enhanced Value. Provide assessment values for the Site before the Grant and after completion of the Project: Before Grant After Project Completion Assessed Property Value: $____________ $____________ 4. Reports. Attach complete copies of all studies and reports performed and obtained in connection with the Project. Such studies and reports will be subject to review and requests for supporting documentation and additional materials. 99 Page 12 of 18 5. VRP Enrollment. The Site is enrolled in the Virginia Voluntary Remediation Program (the “VRP”) (check appropriate box): Yes ☐ No ☐ 6. Invoices. Attach complete copies of all invoices for the Project. 7. Site Photographs. Attach before and after photographs of the Site. CERTIFICATION BY A REPRESENTATIVE OF THE GRANTEE: By my signature below, I hereby certify that: (i) I have examined this Grant Report and the information provided is true, correct, and complete in all respects, and all required documentation is attached; (ii) data collected with respect to the Site reflects certification by the Virginia Division of Consolidated Laboratory Services (DCLS) Virginia Environmental Laboratory Accreditation Program (VELAP); (iii) if the Site is not enrolled in the VRP, the Project has met appropriate standards of care for reuse of the Site in accordance with the VRP, and the Grantee will maintain all records for facilitating potential future brownfields revitalization of the Site, to demonstrate appropriate care, and to facilitate potential future enrollment in the VRP if necessary; (iv) the Grant proceeds have been used exclusively for the Project in accordance with the Performance Agreement, and any unused Grant proceeds will be promptly repaid to VEDP; (v) the Grantee is delivering a signed and complete Asbestos Abatement Report simultaneously with this Grant Report (if applicable); and (vi) all work and activities associated with the Project were performed and conducted in full compliance with all applicable laws, rules, and regulations. WITNESS the following signature. Grantee: COUNTY OF PITTSYLVANIA, VIRGINIA Submitted by: ________________________________________ ____________________ Signature of Official Title Name: ____________________________ Print Name Date: ____________________________ 100 Page 13 of 18 EXHIBIT C FORM OF ASBESTOS ABATEMENT REPORT [ATTACHED] 101 Page 14 of 18 VIRGINIA BROWNFIELDS RESTORATION AND ECONOMIC REDEVELOPMENT ASSISTANCE FUND PROGRAM SITE ASSESSMENT AND PLANNING GRANT ASBESTOS ABATEMENT REPORT Project Summary Grantee: County of Pittsylvania, Virginia, a political subdivision of the Commonwealth of Virginia Site: Property known as the Southern Virginia Multi-Modal Park (Rec #1) located at 797 Main Street, Hurt, Virginia 24563 (Tax Parcel Numbers: 2545-69-3879 & 2446-30- 7636) Grant Amount: $50,000 Effective Date of Performance Agreement: 5/7/2025 Performance Date: 9/30/2025 Asbestos Abatement Report 1. Introduction and Project Description. Provide a brief summary of the asbestos abatement portion of the Project and its outcome (based on the Asbestos Survey Report): 102 Page 15 of 18 2. Notifications. In the space below, describe any notifications received from the Environmental Protection Agency (EPA) and/or the Virginia Occupational Health and Safety Compliance Program (VOSH) (or check the box if no such notifications were received). ☐ No such notifications were received in connection with the Project. 3. General Observations. In the space below, provide any general observations of which the VBAF Review Committee should be aware regarding the asbestos and any lead paint abatement processes for this Project. 4. Air Monitoring Reports. In the space below, generally summarize the findings set forth in the Asbestos Air Monitoring Report(s) obtained in connection with this Project, including any abatement and clearance. 103 Page 16 of 18 5. Special Waste Shipments. In the space below, summarize any special waste shipments associated with the Project, including the identity of any hauling contractors involved. 6. Waste Disposal. In the space below, report the total quantities of waste materials that required or require disposal in connection with the Project, and identify landfills utilized. 104 Page 17 of 18 7. Attachments. Complete copies of all of the following Project documents must be labeled and attached to this Asbestos Abatement Report in the following order: Attachment Description A Accreditation Documentation (DPOR Licenses) B Site Map (Abatement Locations) C Daily Field Reports (Abatement Activities) D Asbestos Air Monitoring Reports (PCM) E Asbestos Clearance Reports (TEM) F Photograph Log (Abatement Process) G CDL Licenses (Special Waste Endorsement) H Shipping Documentation (DOT) I Disposal Records (Landfill) J Building Permit Application (City Code Compliance) K Asbestos Survey Report (Type and Location of Asbestos) 8. Note on ACMs and Lead Paint. Projects involving the removal of asbestos-containing materials (ACMs) and lead paint abatement may require specific permitting and licensing requirements and these criteria must be met. Please check with the Department of Labor and Industry at 804.371.2327 regarding notification requirements and the Department of Professional and Occupational Regulation at 804.367.8595 regarding licensing requirements. Removal of ACMs and lead paint abatement must be conducted pursuant to applicable federal and state laws and regulations, including but not limited to, the National Emission Standards for Hazardous Pollutants (NESHAP), Occupational Safety and Health Administration (OSHA), Residential Lead-Based Paint Hazard Reduction Act of 1992, Toxic Substances Control Act of 1976, VOSH, and Virginia Regulations for Asbestos Emissions Standards for Demolition and Renovation. 105 Page 18 of 18 CERTIFICATION BY A REPRESENTATIVE OF THE GRANTEE: By my signature below, I hereby certify that: (i) I have examined this Asbestos Abatement Report and the information provided is true, correct, and complete in all respects, and all required documentation is attached, and (ii) all work and activities associated with the removal of ACMs and/or lead paint abatement and related to the Project were performed and conducted in all respects in full compliance with all applicable laws, rules, and regulations. WITNESS the following signature. Grantee: COUNTY OF PITTSYLVANIA, VIRGINIA Submitted by: ________________________________________ ________________________ Signature of Official Title Name: ______________________ Print Name Date: ______________________ 106 7.j. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: HVAC Preventive Maintenance Contract Award Approval Staff Contact(s): Connie Gibson Agenda Date: June 17, 2025 Item Number: 7.j. Attachment(s): 1. Southern Air - SAI Proposal - RFP #20250410, HVAC PM MAINTENANCE 2. CONTRACT Reviewed By: SUMMARY: The County recently issued a Request for Proposal (RFP) for HVAC PMs on A/C units at various locations in the County. Four (4) proposals were received and evaluated based on the criteria outlined in the RFP. Southern Air was ranked as the top vendor and was selected for the award. FINANCIAL IMPACT AND FUNDING SOURCE: Funds have been allocated. RECOMMENDATION: County Staff recommends the Board award the attached contract to Southern Air Inc. MOTION: "I make a Motion awarding the HVAC Preventative Maintenance contract to Southern Air, Inc." 107 Working Together….RFP-20250410HVAC Preventative Maintenance1108 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS REQUEST FOR PROPOSAL PITTSYLVANIA COUNTY HVAC PREVENTIVE MAINTENANCE RFP 20250410 CONTACT: CONNIE GIBSON, PROCUREMENT MANAGER (434) 432-7744 2109 2 GENERAL INSTRUCTIONS TO OFFEROR: DUE DATE: Sealed Proposals shall be received by May 13, 2025, no later than 2:00PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification. ADDRESS: One original, two (2) copies, and one electronic copy (USB) of the proposals should be mailed or hand delivered to: Pittsylvania County Purchasing Department Attn: 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 #20250410, HVAC PM MAINTENANCE Proposals not so marked or sealed shall be returned to the offeror and will not be considered. Proposal Submission Requirements: Proposals must be received by May 13, 2025, no later than 2:00 p.m. Pittsylvania County offers the option to submit bids or proposals electronically through the Commonwealth of Virginia’s eVA procurement marketplace (not mandatory). You must be registered in eVA to submit electronic bids and proposals. There is no cost to register. eVA Registration: https://eva.virginia.gov/register-now.html Pittsylvania County will still accept paper responses, as well as requiring a paper response for the electronic bids/proposals for review purposes. ADDENDUMS: If an addendum has been issued, the vendor needs to ensure that they have responded to the latest version of the IFB/RFP by going to our website and checking to see if any addendums have been issued. www.pittsylvaniacountyva.gov . OPTIONAL PRE-PROPOSAL MEETING: An optional pre-proposal meeting will be held on April 23, 2025, at 10:00 A.M. at the County Administration Building, 1 Center Street, Chatham, VA 24531. Building and Grounds Supervisor will be attending and available to provide a walk-through of the buildings if requested. This will be the only time a walk-through will be available. No addendum will be issued on this meeting. We recommend that contractors attend the meeting to be fully informed of the project. QUESTIONS: 1. All questions regarding this RFP shall be made in writing. The written questions must be received by the County no later than 2:00 P.M., May 1, 2025. Questions may be emailed to: Connie.gibson@pittgov.org. 2. All responses to questions will be posted on Pittsylvania County website: www.pittsylvaniacountyva.gov and on https://eva.virginia.gov by 4:00 p.m. May 2, 2025. The offeror has the sole responsibility to go to the websites and receive the responses or by contacting Connie Gibson requesting them by email. The responses will be an addendum to the RFP. All such responses by the County shall become part of the RFP. 3110 4111 4 1. GENERAL: The County of Pittsylvania, Virginia, is interested in receiving proposals from qualified Bidders to provide HVAC preventive maintenance, required testing and inspections, calibration and /or other work necessary to maintain the equipment in complete operational condition during the contract period for Human Services Building, Courthouse, Community Center, Pet Center and eleven (11) tower sites. 2. CONTRACT TERM: This contract may be renewed by the County for four (4) successive one- 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 the County’s intention to renew shall be given approximately 30 days prior to the expiration date of each contract period. 3. STATEMENT OF NEEDS: PREVENTIVE MAINTENANCE: The contractor shall provide necessary preventive maintenance, required testing and inspection, calibration and/or other work necessary to maintain the equipment in complete operational condition during the contract. Maintenance is to be performed on a quarterly basis, unless stated otherwise in the RFP. Staff shall be certified HVAC technicians. The proposal shall include labor and materials to provide the following services related to the equipment listed. The County will provide belts and filters. A. Human Services Building Qty System Components Manufacturer Model # Location Tonnage 37 VAV Box Johnson Control Various 1 By-Pass Damper Johnson Control 1 Controller Johnson Control FX80 Mechanical Room 1 Rooftop Gas Pack Carrier 48TFD0072601 Roof 6 1 Rooftop Gas Pack Carrier (new unit) Don’t have at this time Roof 20 1 Rooftop Gas Pack Carrier (new unit) Don’t have at this time Roof 30 1 Rooftop Gas Pack Carrier (new unit)RTU-2-3 Don’t have at this time Roof 30 Rooftop Gas Pack Trane TCS072A4EO 8 1 Rooftop Unit Trane Heat Pump YSC092A4EM Roof 8 1 Rooftop Unit Carrier 50HJQ004-621 Roof 6 1 BAS Johnson Control Mechanical room Maintenance shall consist of but not limited to: • Filters- Inspects and replace • Belts- Inspect and replace if necessary(min 1x annually) • Coils- Inspect and clean(min 1x annually) • Lubricants- Inspect and adjust as necessary • Motors -Inspect and adjust as necessary • Fans- Inspect and adjust as necessary • Bearing- Inspect and lubricate quarterly • Electrical- Inspect and adjust as necessary • Control- Inspect and adjust as necessary • Calibrate • Refrigerants- Inspect and adjust as necessary* *5 lbs of refrigerant to be included in contract for term of service agreement 5112 5 B. Courthouse Area QTY System Components Manufacturer Model# Location COOLING TOWER Baltimore FTX-068- sr# Mechanical Room 1 CHILLER (Annex building) York YCWJ45PRO/46P Serial# YKYM766803 6 Pumps Marathon Mechanical room 1 DDC/Pneumatic Control System Johnson Network Automated Engine Mechanical room 1 Air compressor annex Johnson Controls Can’t read it Mechanical room 1 Air Dryer Annex Johnson Controls A-4312-1 Mechanical room Chiller Trane CGWQ060AA0E10T900110000 Mechanical room Cooling tower Baltimore FXT-068 sr#u095u03603 Roof 1 Boiler- steam generator Superior- built in 1968 SR#5998-11500 Mechanical room 1 Boiler -steam generator Superior- built in 1968 SR#5998-11501 Mechanical room Maintenance for Courthouse Area shall consist of but not limited to: • Filters Inspects and replace • Belts Inspect and replace if necessary(min 1x annually) • Coils Inspect and clean(min 1x annually) • Lubricants Inspect and adjust as necessary • Motors Inspect and adjust as necessary • Fans Inspect and adjust as necessary • Bearing Inspect and lubricate quarterly • Electrical Inspect and adjust as necessary • Controls Inspect and adjust as necessary • Calibrate • Refrigerant- Inspect and adjust as necessary* • Seasonal Startup maintenance (old courthouse area) • Clean cooling tower • Rod out the condenser barrel • Perform acid test on compressor • Leak checks • Check Water Flows and pressures *5 lbs of refrigerant to be included in contract for term of service agreement. 6113 6 C. Pet Center QTY System Components Manufacturer Model# Serial # Location Tonnage 1 ERV Unit Greenheck ERCH-90-30L- 24P 14807148 Rooftop 1 ERV Unit Greenheck ERCH-90-30L- 30P 14807149 Rooftop 1 2.5 Ton Split Heat Pump Lennox CBX27UH-030 1616H16487 In building 2.5 1 2.5 Ton Split Heat Pump Lennox CBX27UH-024 1616K02190 In building 2.5 Maintenance for Pet Center shall consist of but not limited to: • Filters Inspects and replace • Belts Inspect and replace if necessary (min 1x annually) • Coils Inspect and clean (min 1x annually) • Lubricants Inspect and adjust as necessary • Motors Inspect and adjust as necessary • Fans Inspect and adjust as necessary • Bearing Inspect and lubricate quarterly • Electrical Inspect and adjust as necessary • Controls Inspect and adjust as necessary D. Parks and Recreation (Community Center) QTY System Components Manufacturer Model# Serial # Location Tonnage 1 Gas Pack York DR12ON15B2BZZ3000 NON70502198 Rooftop 1 Gas Pack York DR18ON24B2HAA2C NOA8582632 Rooftop 1 Gas Pack York Y23BN42A1KANBI NOB8615372 Rooftop 1 Gas Pack York DH078N10A2DAA4A NON7494527 Rooftop Maintenance for Parks and Recreation shall consist of but not limited to: • Filters Inspects and replace • Belts Inspect and replace if necessary (min 1x annually) • Coils Inspect and clean (min 1x annually) • Lubricants Inspect and adjust as necessary • Motors Inspect and adjust as necessary • Fans Inspect and adjust as necessary • Bearing Inspect and lubricate quarterly • Electrical Inspect and adjust as necessary • Controls Inspect and adjust as necessary 7114 7 E. TOWER SITES- same inspections as Parks & Recreation **All bids or invoices for work required outside contract agreements will be submitted with labor and materials cost itemized before any work is performed The bid sheet shall include two (2) quarters as minor inspections and two (2) quarters as major inspections (Summer, Spring, Winter, Fall). INSTRUCTIONS, AND PROPOSAL INFORMATION FOR OFFERORS PROPOSAL REQUIREMENTS A. The proposal shall provide information necessary for Pittsylvania County to evaluate the qualifications, experience, and expertise of the proposed firm to perform janitorial services for five public libraries. The proposal should also demonstrate the experience and capabilities of the Offeror in providing the goods and services to local and/or state governments. B. The proposal shall contain a CONCISE summary of the subject items described in the proposal evaluation criteria contained in this RFP. C. The proposal shall clearly indicate primary contact and assigned personnel. Offeror shall provide the name of the Offeror and firm, if any, the address and telephone number, and the name and title of the primary and secondary individuals who would be responsible for providing these goods and/or services to the County. D. The proposal shall demonstrate Offerors experience in providing Scope of Services. QTY Location Systems Manufacturer Model#Serial #TonnageLocation 2 95 Cascade Road, Cascade Bard WA242-A05XWXXXJ I40F021729525-02 I40F021729511.02 3.5 Back of building/wall mount 1 740 Tunstall High Road, Dry Fork, VA Marvair AVPA24ACCA040M5L FJ-F166522-0-2 2 Back of building/wall mount 1 980 Old Mayfield Road, Danville Marvair AVPA24ACA040M5U- A5-100 FJ-F168522-0-1 2 Front of building/wall mount 2 5875 Kentuck Road, Ringgold Bard W30L1-A05XWXXXJ 298K122944240-02 298C122885575-02 2.5 Right side of building/ Wall mount 2 553 Tower Lane, Blairs Bard W70L1-A05XWXXXJ 337F122904375-02 337F122904379-02 6 Front of building/Wall mount 1 53 North Main St. Chatham Bard W24AB-AO5XPXXXJ 434D203758525-02 2 Right side of building/ Wall mount 2 20410 Franklin Turnpike, Chatham Bard W24L1-A05XWXXXJ 314J122925306-02 314J122930564-02 2 Front of building/wall mount 2 6310 Rockford School Rd Gretna Bard W36L1-A05XWXXXJ 309L122952893-02 309L122952890-02 3 Front of building/wall mount 2 1861 Jasmine Road, Sandy Level Bard WA242-A05XWXXXJ 140F021728527-02 140F021728518-02 3.5 Front of building/wall mount 2 120 Renan Road, Gretna Bard W30L1-A05XWXXXJ 298A132977791-02 298A132977792.02 2.5 Front of building/wall mount 2 3700 Wards Road, Altavista Bard W30L1-A05XWXXXJ 298M112848130-02 298A132977793-02 2.5 Back of building/wall mount 8115 8 E. Offeror shall provide a minimum of three references of other similar size organizations utilizing janitorial services that they have provided. The references shall include names, phone numbers and email addresses of key contact personnel. F. Offerors shall indicate any exceptions taken to any part of this Request for Proposals. Offerors shall fill out and clearly identify any proprietary information and return with proposal response. Identify the specificity of the data or other materials for which protection is sought, indicate the section and page number where it can be found in the Offerors RFP response and state the reasons why protection is necessary in accordance with the Code of Virginia, Chapter 43, § 2.2-4342. G. Offerors shall provide a table of contents and number all pages of their proposal response and shall fill out and return the cover page 3 of this RFP signed by a person with corporate authority to enter into any contract which may result from the RFP. H. Offerors shall provide their current workload with reference to personnel and other resources being proposed. I. Offerors shall provide information on the corporate structure of their firm as well as any proposed subcontractors required to perform the required work. J. Offerors shall provide cost for services stated in the proposal. K. Offeror shall include a copy of their State Corporation Commission Certificate. L. Forms that need to be included in the proposal 1. Cost Proposal, page 9 2. Statement of Disclaimer, page 17 3. Contractor Eligibility, page 17 4. Copy of Insurance Certificate 5. Any employee training certifications PROPOSAL EVALUATION CRITERIA Selection of the successful Offeror(s) will be based upon submission of proposals meeting the selection criteria. The Selection Committee (SSC) will use the following criteria in its review and evaluation of the Proposals: EVALUATION CRITERIA WEIGHT 1. Qualifications and Experience of Offeror in Providing Similar Services. 35 pts 2. Approach for Providing Services to Meet the Statement of Needs. 30 pts 3. Proposed price. 25pts 4. Oral Presentation Interviews. (Will only be conducted if deemed necessary by the County). 10 pts. If an interview is not needed, proposals will be scored on a maximum of 90 points only. 9116 10 $6,022.00 Annual Amount Per Connie Gibson on 5/5/25, leave blank $1,060.00 Annual Amount 11,792.00 7,082.00 $4,842.00 Annual Amount $2,890.00 Annual Amount $4,060.00 Annual Amount $753.00 3,012.00 Annual Amount $711.00 2,844.00 Annual Amount $3,453.00 6,906.00 Annual Amount 31,636,00 110.00 165.00 same as above 50.00 Truck Charge/ $35 Fuel Surcharge 117 11 SPECIAL TERMS AND CONDITIONS NOTICE OF AWARD: Notice of Award will be posted on the Pittsylvania County website contingent on the approval by the Board of Supervisors. Contract to begin July 1, 2025. AWARD: The Selection Committee shall use competitive negotiation for nonprofessional services procedures and select 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. 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 selected, the agency shall select the offeror which, in its sole 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 County 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. An award letter will be generated and a contract created incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated. CANCELLATION OF CONTRACT: The County reserves the right to cancel and terminate any resulting contract in part or in whole, without penalty, upon sixty (60) days written notice to the contractor. In the event the initial contract period is for more than twelve (12) months, the resulting contract may be terminated by either party, without penalty, after the initial twelve (12) months of the contract period upon sixty (60) days written notice to the other party. Any contract cancellation notice 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. BID ACCETPANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty (60) 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. RENEWAL OF CONTRACT: This contract may be renewed by the County for four (4) one (1) year renewals under the terms and conditions of the original contract. Price increases may be negotiated only at the time of renewal. Written notice of the County’s intention to renew shall be given approximately 30 days prior to the expiration date of each contract period. COOPERATIVE CONTRACTING: This procurement is being conducted by County of Albemarle in accordance with the provisions of Virginia Code § 2.2-4304. Except for contracts for architectural and engineering services, if agreed to by the contractor, other public bodies may utilize this contract. The Contractor shall deal directly with any public body it authorizes to use the contract. Pittsylvania County, its officials and staff are not responsible for placement of orders, invoicing, payments, contractual disputes, or any other transactions between the Contractor and any other public bodies, and in no event shall the County, its officials or staff be responsible for any costs, damages or injury resulting to any party from use of an Pittsylvania County contract. The Pittsylvania County assumes no responsibility for any notification of the availability of the contract for use by other public bodies, but the Contractor may conduct such notification. ADDITIONS: The County reserves the right to add similar items/services or delete items/services specified in the resultant contract as requirements change during the period of the contract. The County and the contractor will mutually agree to prices for items/services to be added to the contract. Contract amendments/modifications will be issued for all additions or deletions at renewal time each year. 11118 12 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: 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 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, 12119 13 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 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 13120 14 (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 with no service charge. 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 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 Purchasing 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. 14121 15 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 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 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, 15122 16 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. 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. A. 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. 16123 17124 Connie Gibson Procurement Manage 1 Center Street Virginia Phone (434) 432-7744 Website: www.pittsylvaniacountyva.gov May 1, 2025 RE: RFP# 20250410- HVAC Preventive Maintenance The following shall serve as Addendum #1. Please acknowledge receipt of this addendum when submitting your proposal. Pre-Proposal Meeting Minutes 4/23/25 Project overview: The contractor shall provide necessary preventive maintenance, required testing and inspection, calibration and/or other work necessary to maintain the equipment in complete operational condition during the contract. Maintenance is to be performed on a quarterly basis, unless stated otherwise in the RFP. Staff shall be certified HVAC technicians. The proposal shall include labor and materials to provide the following services related to the equipment listed. Proposals ar due May 13, 2025 no later than 2:00pm. There will be no bid opening. Proposal Submission Requirements: Proposals must be received by May 13, 2025, no later than 2:00 p.m. Pittsylvania County offers the option to submit bids or proposals electronically through the Commonwealth of Virginia’s eVA procurement marketplace (not mandatory). You must be registered in eVA to submit electronic bids and proposals. There is no cost to register. eVA Registration: https://eva.virginia.gov/register-now.html Pittsylvania County will still accept paper responses, as well as requiring a paper response for the electronic bids/proposals for review purposes. Questions Received 1. Can you provide the address for each location? Human Services Building- 220 HG McGee Drive, Chatham, VA 24531 Courthouse- 11 N. Main Street, Chatham, VA 24531 Pet Center- 11880 Highway 29, Chatham, VA 24531 Parks and Recreation Community Center- 115 S/ Main St, Chatham, VA 24531 The Tower site locations are listed in the RFP. 18125 2. Is it possible to survey each physical location, the buildings, not the Tower sites? We will do a walk through at the pre- proposal meeting. 3. Typically VAV boxes are only checked annually or semi-annually, with the filter being changed on that schedule; Can you confirm that you want the VAV boxes inspected on a quarterly basis with the filter being changed quarterly? We have decided that the VAV boxes are to be inspected semi-annually. The VAV boxes do not have filters. 4. Are the Tower Site locations also being performed on a quarterly basis? Please change the frequency to semi-annual. 5. To clarify, the awarded vendor will provide belts and filters and any other equipment, supplies etc, needed for the maintenance of each location. Proposal Questions 1. All questions regarding this RFP shall be made in writing. The written questions must be received by the County no later than 2:00 P.M., May 1, 2025. Questions may be emailed to: Connie.gibson@pittgov.org. 2. All responses to questions will be posted on Pittsylvania County website: www.pittsylvaniacountyva.gov and on https://eva.virginia.gov by 4:00 p.m. May 2, 2025. The offeror has the sole responsibility to go to the websites and receive the responses or by contacting Connie Gibson requesting them by email. The responses will be an addendum to the RFP. All such responses by the County shall become part of the RFP. Addendum will be issued on May 2, 2025 by 4:00pm to include the minutes and questions from the pre- proposal meeting and any other questions received. A. Questions/ Clarifications 1. Page 7, A, remove” janitorial Services for five public libraries”, add HVAC Preventive Maintenance. 2. Page 8, E, remove” janitorial Services”, add HVAC Preventive Maintenance. 3. BAS Controls at Human Services Building, Johnson Controls shall be inspected, check and calibrated quarterly. The Courthouse controls need to be inspected, checked and calibrated annually. 4. See attached cost proposal sheet Updated. 5. Page 4, A, remove, “Refrigerants- Inspect and adjust as necessary and 5lbs of refrigerant to be included in contract for term of service agreement”. 6. Page 5, B, remove “Refrigerants- Inspect and adjust as necessary and 5lbs of refrigerant to be included in contract for term of service agreement”. 7. Page 11, Cooperative Contracting, remove “County of Albermarle” and replace with Pittsylvania County. 8. We don’t have an updated belt or filter list. 19126 9.We have two (2) chillers: York: only runs in the summer months. Needs an oil analysis inspection. Eddy Current testing and vibration analysis will be done on an as needed basis. Do not include cost in the proposal. Trane: runs all year. Needs an oil analysis inspection. Eddy Current testing and vibration analysis will be done on an as needed basis. Do not include cost in the proposal. End of Pre-Proposal Minutes. QUESTIONS RECEIVED 10.I want to let you know your current BAS system is not ours (Johnson’s rep). The controllers you have are made by Johnson Controls and sold under the “Facility Explorer” brand to after- market installers. I’m almost certain your BAS software system is Tridium, which is licensed to resellers like Southern Air. https://www.tridium.com/us/en. I’m sure Southern Air can verify exactly what you are currently using and if they replaced our BAS. I would like to provide a proposal not including the BAS portion since we are under time constraints. We can certainly provide a BAS proposal after our folks visit your sites and determine what is required. Please let me know if this is acceptable. If you leave out the BAS price, you are taking a risk of not completing the required information in your proposal. Keep in mind that Southern Air is not the only vendor that has done our preventive maintenance in the past. 11.Can you provide me with a master filter and belt list for all the locations from your current provider SA. We don’t have one. 12.Can you confirm the correct frequencies for all the locations noted. The courthouse is annually and the BAS is annually, Human Service building is quarterly, and the BAS system is semi- annually. The tower sites are semi-annually, Pet Center and Parks and Recreation are quarterly. 13.Will the awarded contractor be given the Johnson controls Bas login information to view the set points and be able to make the appropriate adjustments as needed. See response on question 10. We will be able to give you that information. 14.When is the start date for this planned maintenance agreement? July 1, 2025 15.Will Thomas Worley be our point of contact for scheduling the planned maintenance visits and service call’s. Yes 16.Can you confirm water access and locations on rooftops? All have water access but not on roof top except for the tower sites. There is no water access at any of the tower sites. 17.Will combustion gas analysis be required? (Superior boilers) No 18.Are controls tied into a BAS that we can access on-site? i.e. computer room with access to BAS module? Yes 19.For the tower site that requires 4WD, can we use our own service vehicle or will we need to be escorted by Pittsylvania Co. representative? (Water hauling). You are referring to the Smith Mountain 20127 Lake tower site, which the road is very steep and curvy and hard to get up the mountain. But we don’t require you to use our services. You will have to provide water for that site. 20. Do we need to clean the evaporator coils annually alongside the condenser coils? Yes, both evaporated and condenser coils need to be cleaned. 21. -Submission of bids is accepted online but are bids submitted online still required to be hand delivered as well? Does not have to be hand delivered, but we do want a paper copy at some point. 22. Services include filter and belt inspection and replacement. Are Filters required to be changed quarterly or as needed? Filters need to be changed on a ss needed, but most will need to be changed every quarterly. Are filters and belts being provided by the county or contractor? The contractor will be providing the filters and belts. 23. Courthouse Area Maintenance – how in-depth of an inspection is required on the control system? Is log in information available if required? The Courthouse controls need to be inspected, checked and calibrated annually. Login information will be available. 24. 4-Do we know what refrigerant types are at the various locations and if replacement/drop-in refrigerants have been substituted anywhere? We don’t know what types of refrigerants. No replacement as far as we know. 25. 5- Page 7 paragraph A mentions janitorial services for 5 public libraries. Please clarify what “janitorial services” are requested. Page 7, A, remove” janitorial Services for five public libraries”, add HVAC Preventive Maintenance. Sincerely Connie Gibon Procurement Manager 21128 Table of ContentsA. Qualifications, Experience & Expertise of FirmB. PM ProposalsC. Assigned PersonnelD. ExperienceE. ReferencesH. Current Workload & ReferenceI. Corporate StructureJ. Costs of ServiceK. State Corporation Commission CertificateL. Forms22129 A. Qualifications, Experience & Expertise of Firm23130 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Corporate History Founded in 1946, Southern Air has grown from a residential heating company with 15 employees to a full-service design/build industrial, commercial and institutional contractor. Southern Air currently employs over 800 team members and has an annual volume of approximately $200,000,000. Over the years, the demands of the industry have changed, but our unyielding dedication to quality service has not. One of the southeast’s leading Mechanical and Electrical Contractors, Southern Air specializes in the design, installation and service of the following systems: Heating, Ventilating & Air Conditioning Electrical Plumbing Piping Southern Air is very diversified and offers a wide variety of related services include Building Automation Systems (HVAC Controls), Industrial Maintenance (Millwright/Rigging), Boilers, Chillers and HVAC Water Treatment. Southern Air is headquartered in Lynchburg, Virginia with additional offices located in: Virginia West Virginia North Carolina Charlottesville Bluefield Greensboro Fredericksburg Morgantown Harrisonburg Newport News Richmond Roanoke Winchester We have the experience, manpower, equipment, training, financial stability and clout with our suppliers to outperform our competitors. Our long list of comprehensive services, extensive experience and reputation for innovation and economy has proven to be an asset for our clients. 24131 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM We deliver the highest degree of quality in our workmanship and attention to working safely. Southern Air has been recognized by three national construction organizations: Associated General Contractors (AGC), Associated Builders & Contractors (ABC), and by a worldwide industry publication, Engineering News & Record (ENR) as being a leader in the industry in providing:  Quality  Education/Training  Safety  Prefabrication/Technology Employee development is our top priority and is essential to our continued growth. We take our training to the next level to ensure our team members don’t just know how to do the job; they know how to do the job better. Our commitment to employee training and development means that we have the best equipped team in the business, capable of handling jobs that range widely in size, type, complexity and location. We are a merit shop that values and rewards hard work, innovation and advancement. Southern Air was the first contractor in the Region 2000 area to implement a four-year State approved Apprenticeship Program. We utilize the “Wheels of Learning” curriculum (a national standard) developed by the National Center for Construction Education and Research (NCCER). We also received the ABC’s Paragon Award for Excellence in Safety for five consecutive years. Our EMR is .91 and our recordable incident rate for 2024 is 1.6; both well below national averages. In addition, Southern Air was instrumental in developing the Associated General Contractors’ Central Virginia Safety Alliance. When considering best value, you must include integrity. We have always conducted our relationship with our clients in the highest degree of integrity. 25132 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Mission Statement Southern Air is dedicated to being the industry leader in designing, constructing and maintaining Mechanical and Electrical systems. We strive for excellence in everything we do; working as a team to benefit our associates, customers and the communities we serve while never compromising our values and integrity. Our mission statement is based on the following principles: To provide our customers with quality, economically operating systems; and to install and service these systems to the best of our ability. To provide meaningful employment and good working conditions for our employees. To provide increased value growth for our stockholders through profits, the ultimate measure of our performance. To never compromise our integrity and pursue our mission in a manner that commands respect for its integrity and its positive contribution to society. We are dedicated to the Pursuit of our Mission and to the Quality of our Service. We strive for Excellence in everything we do; working as a team to be the Best, ultimately benefiting our employees and the company. 26133 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Vision Our vision is to continue our growth towards becoming the preferred Mechanical & Electrical contractor in the Southeast. We will foster a culture that will incorporate Continuous Training and Growth Opportunities for our Associates, the Application of Innovative Technology, Quality Workmanship, and Extraordinary Customer Service. This is accomplished in an environment where trust and mutual respect are paramount as exemplified in the following principles: Safety shall be the first consideration for any task. Our associates are our greatest asset, and nothing is more important than their health and well-being. We value the excellent reputation we have built and will protect it by always doing the right thing. We promote mutual respect by treating others as we would expect to be treated. We believe a fair profit is essential to achieving our mission of serving our customers and developing the careers of all our associates. We demand the highest level of workmanship, quality and commitment from all associates in serving our customers and fellow team members. We foster a culture of trust that empowers our team to serve our customers and one another. 27134 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Code of Ethics The purpose of this ethics policy is to communicate Southern Air, Inc. values and outline Company expectations of employees and business partners. This policy shall apply to all employees of, and business partners associated with Southern Air, Inc.(herein referred to as “the Company”). Southern Air, Inc. is committed to the highest standards of social and business practices. All employees of business partners associated with Southern Air, Inc. are expected to observe the highest possible standards of integrity as they conduct day-to- day operations, complying with all applicable Local, State and Federal laws, regulations and rules. Employees are expected to read, understand, and comply with this policy at all times. It is the responsibility of the employee to ask for clarification if anything in this policy is not clear. This policy is designed to be a guideline and cannot cover every possible situation which may arise in day-to-day operations of the Company. Employees should ask Management about situations which are not directly covered by this policy. Employees are expected not only to comply with this policy but also to report known violations to Management. Discrimination Southern Air, Inc. is an equal opportunity employer and shall treat all employees and partners fairly. The Company does not discriminate on the basis of age, color, religion, disability, race/ethnicity, veteran status, gender or marital status. The Company shall not tolerate harassment of or discrimination against any employee, applicant for employment or business partner by an employee or business partner in the workplace or on Company jobsites. Conduct The Company’s policy is to maintain a work environment free from all forms of harassment, discrimination and inappropriate conduct and to insist that all employees and business partners be treated with dignity, respect and courtesy. Employees are expected to conduct themselves in a professional manner at all times when conducting Company business. Any conduct that fails to show appropriate respect to others including fellow employees, customers, and suppliers violates the Company’s values. The following are examples of unacceptable conduct: insults, threats, intimidation, profanity, ridicule, vulgarity, discrimination, harassment, physical or verbal abuse, sexually explicit humor, conversation, or behavior, gossip, slurs or stereotyping, unwelcome sexual advances, unwelcome touching or invasion of personal space, ignoring the rights of others, and insensitivity to the beliefs and customs of others. 28135 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Any act that involves theft, fraud, embezzlement, or misappropriation of any property, including that of Southern Air, Inc. or any of its employees, suppliers, or customers, is strictly prohibited. Activities conducted on behalf of the Company must reflect the standards of honesty, loyalty, trustworthiness, fairness, accountability and concern for others. Southern Air, Inc. encourages employees to do the right thing. This includes reporting all violations of the law or of Company policies. Management will investigate all such reports and will take appropriate action. Retaliation against any employee for the good faith reporting of a suspected violation or for participating in any investigation of a suspected violation will not be tolerated Health and Safety Southern Air, Inc. is committed to providing a safe and healthy environment for its employees and business partners. The Company recognizes that a healthy and safe workplace comes from a culture of minimizing risk through employee training, effective and consistently applied policies and procedures, and leadership support through all levels of the Company. The Company and employees together will ensure that all Southern Air, Inc. equipment and machinery is operated within manufactures parameters and is maintained and kept in good working order. The Company strictly prohibits the use of any illegal substances or the consumption of alcohol by the employees and business partners in the workplace and on all Company job sites. Hiring Third Parties Sales agents, consultants, independent contractors, temporary workers and suppliers of the Company are expected to observe the same standards of conduct as Southern Air, Inc. employees when conducting business with or for the Company. No employee may indirectly or through agents, do anything the employee is prohibited from doing hereunder. Integrity is a key consideration for the selection of subcontractors and vendors. Thorough due diligence shall be conducted before retaining any sales agent, consultant, representative, independent contractor, external temporary worker or supplier. Product Safety Southern Air, Inc. provides quality products and services that are designed and installed to meet applicable industry standards, codes, regulations, laws and contractual requirements. The Company strives to ensure that all products and services are safe for its customers and the public. Delivering our products and services in this manner fulfills the Company’s commitment to its core values while also enhancing the Company’s competitive position in the marketplace and inspiring the confidence of its customers. 29136 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Confidentiality During the course of day-to-day business employees and business partners of Southern Air, Inc. are exposed to information that is considered confidential to the Company. Confidential information includes, but is not limited to, strategic plans, sales data, customer lists, financial information, product designs, information regarding negotiations with suppliers and customers, agreements or dealings with suppliers and customers, business operations and processes, personal and company related employee information, software, trademarks, and similar information from customers or suppliers. Disclosure of any confidential information could result in significant damage to the Company and its ability to conduct business. Disclosure of confidential information to any person or organization, directly or indirectly, without prior written consent from the Company is prohibited. Using confidential information for commercial or other purposes other than conducting Company business is prohibited and may be illegal. The responsibility to maintain the confidentiality of company information survives an employment termination or the termination of a supplier agreement. Accurate Records & Reports Every employee of Southern Air, Inc. has the responsibility to maintain accurate and complete records and reports. Employees may not make any false statements, misleading or artificial entries, or material omissions or misrepresentations in any of the company books, financial records, or other documents or communications. All financial transactions shall be fully and completely documented and recorded in the Company’s accounting records. Any report, document, or statement submitted to the government or communicated publicly must be accurate, complete, and timely. Safeguarding the Company’s assets and records is the responsibility of all employees and representatives. Employees should use and maintain assets with care and respect, while guarding against waste and abuse. Privacy Southern Air, Inc. is committed to respecting the privacy rights of its employees and customers. The Company has implemented a standard of limited access and a variety of security measures to maintain the safety of personal and confidential information. It is the responsibility of every employee to respect and maintain the privacy of Southern Air, Inc. customers and fellow employees. Employee and customer information should not be used for personal benefit or for the benefit of others. Outside Business Interests Southern Air, Inc. recognizes and respects the rights of employees to take part in financial, business, employment, or other activities outside of their jobs with the Company. These activities must be lawful and free of any potential conflicts with employees’ responsibilities with the Company. A conflict of interest arises when an employee uses his or her position at Southern Air, Inc. for personal gain or when the employee’s personal interests’ conflicts 30137 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM with or are put ahead of the Company’s interests. All employees must avoid any actions or relationships that could conflict with, or appear to conflict with, the interests of the Company. Examples of conflicts of interest include but are not limited to: Accepting or offering payments, gifts or favors from or to companies doing business with the Company Taking personal advantage of opportunities, you discovered through the use of Company property, information, or position Using the Company’s name, reputation, information or assets for personal gain Any outside business interests that affect an employee’s job performance with Southern Air, Inc. Directly or indirectly working for a competitor of the Company It is the responsibility of the employee to advise company management of any potential or actual conflicts of interest and to consult management if it is unclear whether a situation is considered a conflict of interest. Non-Solicitation Under no circumstance should an employee or partner of Southern Air, Inc. at any time present or solicit a bribe to or from any third party to coerce business for or with the Company or for personal gain. Any employee found offering or soliciting bribes to or from any third party will face disciplinary action up to and including termination. Any business partner found offering or soliciting bribes will no longer be allowed to conduct business with the Company. Antitrust & Competition It is Company policy to compete fairly and vigorously. All employees must comply with antitrust and competition laws. All product and service development, manufacturing, purchasing and sales efforts must conform to the highest ethical standards. Antitrust laws prohibit agreements or understandings among actual or potential competitors to fix or control prices, fix bids, or boycott specified suppliers or customers, or limit the production and sales of product lines. Other laws prohibit controlling the resale pricing of distributors and dealers, publicly disparaging a competitor, misrepresenting Company products or services, stealing trade secrets or offering or paying bribes or kickbacks. 31138 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Compliance with Applicable Laws All employees and business partners of Southern Air, Inc. shall, at all times act, in accordance with the laws, rules and regulations of the governing jurisdictions in which Southern Air, Inc. conducts business. Violations of Code of Ethics Any violation of this Code of Ethics by any employee of Southern Air, Inc. is grounds for disciplinary action up to and including dismissal. Any violation of this Code of Ethics by a business partner may lead to disassociation from the Company. 32139 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Performance… The Southern Air Difference In 1946, George Costan began Southern Air in downtown Lynchburg, Virginia out of a desire to build a strong company through dedication to customers. From that moment on, he created one of the largest privately owned Mechanical, Electrical and Service Contracting Companies in the Southeast. I’m sure his initial vision didn’t include Digital BAS Controls, Variable Refrigerant Flow (VRF) Systems or 3 Dimensional Computerized Models, but his inspiration does. Customer satisfaction drives everything we do. At Southern Air, we approach every customer as a potential partner. We provide solutions through constant communication that helps us better understand and adapt to our customers’ needs. With a reputation for continually setting the bar higher and higher, Southern Air has become one of the most respected Design/Build and Contracting firms in Virginia. Through hard work and determination, almost 75% of our work comes from repeat customers who place their trust in a solid company with outstanding people and exceptional results. 10,000+ Years of Combined Experience 79 Years of Service 33140 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Projects Our resume includes various industries including education, industrial, commercial in Virginia, North Carolina and West Virginia. From simple Mechanical upfits to Energy Plants with 42” welded piping, Southern Air can provide the expertise to get the job done on time and within budget. Southern Air has extensive experience working at Pittsylvania County Virginia and has been previously approved by the municipality as an On Demand Pre- Qualified Contractor for Mechanical, Plumbing and Electrical. Our team of professionals are ready for every challenge: Project Managers and Engineers on Staff Commitment to Continuous Training and Improvement Buying Power with Large Vendors OSHA 10 Trained Mechanics OSHA 30 Trained Leadmen (Superintendents) Certified Technicans Largest Percentage of Our Work Continues to be “Repeat Customers” Latest Scheduling / Update Software Project Experience Ranges from $1,000 to $20 Million 34141 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Major Clients 35142 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Response Time At Southern Air, we go beyond the role of a typical specialty contractor - We Participate as a True Partner with Pittsylvania County. Responses will be as quickly as needed by the county. Typical response time is 2 hours on calls deemed emergency; non-emergency calls are 2 – 4 hours. Southern Air has a statewide network of branch offices with highly qualified service technicians. Available 24/7 – 365 Days Familiarity With Security /Operation Procedures Single Point of Contact – Mechanical / Electrical / Service Team Members Empowered & Dedicated Proven Track Record – Projects Completed on Time or Ahead of Schedule Our customer-focused team members have the resources, experience and expertise to meet any challenge 24/7. 36143 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Capabilities & Qualifications Air Conditioning Systems Air Washers Balancing - Air & Water Building Automation Systems Certified Welding Chemical Process Piping Computer Aided Engineering Constant Temperature & Humidity Processes Control Systems Control Wiring Cost Analysis & Budgeting Electrical Systems Energy Conservation & Management Heat Recovery Heating Systems Industrial Equipment Installation & Relocation Instrumentation Interior & Exterior Lighting Labs & Clean Rooms Material Handling Duct Systems Medical Gas Piping Millwright Noise Control Pharmaceutical Process Piping Pipe Prefabrication Plumbing Power Distribution Power Wiring Process Piping Rigging Sheet Metal Fabrication Site Utilities Uninterrupted Power Supplies Ventilation Systems Air Conditioning Equipment Air Filter Service Backflow Preventer Inspection Boiler Repair & Maintenance Building Automated Systems Chillers Control Systems Duct Cleaning Electrical Heating Equipment Investigations/Remediation Industrial Equipment Legionella Testing & Disinfection Medical Equipment Services Plumbing Refrigerant Emission Control Refrigeration Ultra Low Temperature Equipment Ventilation Water Treatment Specializing in the design, installation & service of heating, air conditioning, electrical, plumbing and piping systems for commercial & industrial facilities Design & Installation Service 37144 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Service Division With a staff of 175 Service Technicians servicing over 12,000 HVAC systems, Southern Air is recognized as one of the top HVAC service contractors in the Southeast. The focus of the Service Division is providing industry leading maintenance, repair and replacement services to a broad range of industrial, commercial and institutional customers in the service footprint covered by our 10 service branch locations. Southern Air Service Technicians are thoroughly trained and equipped with the best tools and technology to diagnose and repair all types of HVAC systems and components. Southern Air ensures that Service Technicians’ knowledge is up to date by prioritizing continuous training in the Service Division’s operating budgets and Technician scheduling each year. On average the company spends the equivalent of 3% of Technician base pay on training annually. The Service Division can be accessed by our customers 24/7 via phone or online. Customers from all of our branch locations are served by our centralized Call and Dispatch Center located in Lynchburg, Virginia. Calls are prioritized and electronically assigned by Dispatchers to Service Technicians. All Technicians are equipped with tablet PCs giving them the ability to view all data related to the call, as well as access to the past service history for the customer’s equipment from Southern Air’s database. The tablets also give the Technicians the ability to view online equipment manuals and diagrams. Time, materials, field purchase orders and repair notes are all captured and routed electronically using the Technician tablets. Southern Air is recognized as one of the top HVAC Service Contractors in the Southeast. Serving VA, WV & NC Servicing over 12,000 HVAC Systems Custom Preventive Maintenance Agreements 175 Service Technicians 24 /7 HVAC Emergency Service 38145 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Southern Air Service Division provides a full range of programmed preventative maintenance, repair service and equipment replacement which includes: Refrigerant Recovery & Handling per EPA Guidelines Hot Water & Steam Boiler Systems Gas / Electric Rooftop Units & Split Systems Electric / Electric Rooftop Unit & Split Systems Chilled & Hot Water Fan Coil Systems Exhaust & Make-Up Air Systems Heat Recovery Systems Dehumidification Systems Air Compressors & Driers Building Automated Control Systems System Commissioning & Re-commissioning Filtration Systems Filter-Changing Programs Variable Air Volume Systems (VAVs) Air Handling Units Centrifugal, Reciprocating, Scroll & Screw Chiller Systems 39146 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Heating, Ventilating & Air Conditioning At Southern Air, we focus on interior environments designed for comfort and energy efficiency. We design, fabricate and install total comfort systems for heating, ventilating, cooling and air conditioning. Our design engineers begin with a thorough understanding of your needs and the building’s structure and environment. They then combine the latest techniques and materials with their extensive experience to create an efficient system. Experienced estimators using the latest software technology and Southern Air’s extensive vendor network assure accurate cost projections. All ductwork and fittings are precision-manufactured in our shops and installed by Southern Air team members who take pride in quality installation. Most of our mechanics have been with Southern Air for 15 to 20 years and are skilled in high, medium and low-pressure duct systems. Once your system is installed, Southern Air is still on the job, balancing both air and water systems to achieve the ideal settings. Our 24-hour, 7-day Service Department keeps data on your job so we can quickly handle all your service needs. The key to success with any project is the people responsible for it. When you rely on Southern Air, you can be sure that at every step of your system’s creation there is an individual who is saying to himself: Whatever your project, we make it work! 40147 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Building Automation Systems Building Automation Systems helps you achieve the most efficient and economical use of your HVAC system. Southern Air designs, sells, installs and services a wide range of building environment control systems. With our state-of-the-art services to the industrial, commercial and institutional markets, we solve the most complicated problems to improve the performance of your existing system. Trust the building controls specialists at Southern Air. Specialists in: Honeywell Trane Johnson Controls Services include: Systems Evaluation and Recommendations Complete Design Services Trained and Certified Technicians for Honeywell, Trane & Johnson Controls & Systems Customized Preventive Maintenance Programs, HVAC Retrofits, Retro Commissioning Training for Your Personnel 41148 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Water Treatment At Southern Air, we are specialists in protecting all your mechanical equipment and systems that use water in their processes. Serving the needs of the Industrial, Commercial, Institutional and Health Care sectors, our programs are designed to help reduce energy costs, extend equipment life and minimize maintenance and downtime. Using state-of-the- art feed and control equipment and high-quality chemicals, we deliver exceptional service to protect your system from scale, corrosion and biological fouling. We specialize in: Cooling Towers Chillers Steam Boilers Water Softeners Closed Loop Systems Our services include: Testing & Analysis Cleaning & Repair Legionella Testing Routine Maintenance Troubleshooting Laboratory Analysis Service Reports / Communication 42149 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Plumbing & Piping Indoors or outdoors, simple or complex, Southern Air has extensive experience in design and installation of these systems: Steam Hot Water Chilled Water Compressed Air Sewer Acid Waste Chemical Process Piping What does it take? Experience, Good People and the Right Tools. Southern Air has built a reputation for solid and dedicated personnel for 79 years. Our design engineers work with sophisticated CAD and estimating systems to assess specifications, design innovative, money saving systems and estimate costs precisely. Simply put, you won’t find a company that can give you a better fluid flow system anywhere. Southern Air’s technicians, including certified welders, install every job so you can be assured of your project’s successful completion. In each case, success is a team effort of dedicated Southern Air field/office personnel. Our field crew, many of whom have worked for us for 15 years or more, are an exceptional group. And with our Employee Stock Option program, all team members are shareholders. As shareholders, they take a great deal of pride in their work. Each step to getting your operation up and running will be carefully completed with time and budget in mind. No matter what the need, Southern Air always provides uncompromising piping and plumbing solutions based on quality and value. That doesn’t stop at project completion. With our customized maintenance contracts, you can be assured of first- rate emergency services to keep your downtime to a minimum. 43150 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Electrical From power distribution to process instrumentation, lighting to ground systems, Southern Air can design, fabricate and install your facility’s electrical system needs. Southern Air has provided hundreds of businesses and industries with quality work and innovative, cost- saving solutions to electrical problems. Our design specialists use their experience and broad knowledge of equipment and technologies to create a variety of electrical systems throughout Virginia and beyond. Computer-aided design and estimating systems and job cost feedback from hundreds of projects ensure accurate and efficient design and estimates. Our field and office personnel have years of experience in electrical contracting and are supplied with equipment and tools to accomplish every task. Each team member is dedicated to total quality on every project, large or small. They routinely go the extra mile to ensure your project is completed to your satisfaction. We stand behind every Southern Air electrical system. From conception through years of successful operation…. whatever your project – we make it work. 44151 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Plant Relocations / Rigging Southern Air’s Industrial Maintenance Division handles a wide range of projects. A recent example involved relocation of a facility in the northeast to Central Virginia. The work involved foundations, structural steel, power and control wiring and equipment refurbishing along with innovative engineering modifications to increase the client’s capacity. Whether you are relocating to an existing building or to a new site, Southern Air has the experience necessary to get it done. From rigging intricate electronic clean room equipment to material handling silos that have to be moved by multiple rail cars, we have the expertise to handle your needs. We utilize state-of-the-art alignment methods that will ensure accuracy and precision. We also offer budgeting along with engineering evaluations to assist the customer in making the right decisions. Specialists In: Equipment /Plant Relocations Millwright / Rigging Civil / Structural Emergency Response Services Include: Industrial Evaluation & Design Customized Maintenance Programs Process Equipment Applications Environmental Humidity Control Material Handling Structural Welding Demolition 45152 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Design/Build & Engineering Design/Build at Southern Air provides our customers with a chance to communicate their changing needs through the course of the project. Southern Air has a Design/Engineering staff of: 9 Professional Engineers (licensed) 11 Designers / CAD Operators We have over 100 years of combined experience in the design of efficient, cost-effective HVAC, Plumbing and Electrical systems. With the advent of LEED Building practices, this experience has proven to be extremely helpful. Southern Air has been responsible for some of the most innovative mechanical and electrical building designs in Virginia in recent years. With LEED Platinum, Gold and Certified projects in our portfolio, we are a leader within our industry for efficient building design. Southern Air uses 3D modeling to facilitate our prefab and support our installation of the work. This technology enables the team to model, coordinate, estimate, plan and then virtually build, at every step in the construction delivery process. This begins before we ever put a shovel in the ground. After groundbreaking and during remodeling projects, virtual design and construction technology enables us to navigate through existing spaces, identify and resolve clashes and determine available space for any new systems that are required. This process supports greater collaboration and project transparency plus saves time and money on your project. 3D modeling enables us to create a virtual construction model of the project utilizing the X, Y and Z axes for coordination and visualization, achieving better clarification than multiple drawings overlaid on paper ever could. We have centered our implementation of Building Information Modeling (BIM) technology on supporting our Prefabrication Shops and field installation forces. 46153 A. Qualifications, Experience, Expertise of Firm (800) 743-1214  SOUTHERN-AIR.COM Our Design Staff utilizes the following computer assisted design software: Fabrication CAD MEP: Prefabrication of Piping & Plumbing Systems Fabrication CAD MEP & Fabrication CAM DUCT: Detailing, Download & Fabrication of Duct Systems AutoCAD MEP & REVIT: Coordinate & Fabricate Electrical Systems Autodesk Navisworks Manage 2019: Collision Checks Our Detailers use the latest Autodesk products that are designed to support our piping and ductwork detailing software. We currently use Autodesk Architectural Engineering Collection (AEC), which includes the AutoCAD Architecture, AutoCAD MEP products, Fabrication CAD MEP, AutoCAD Revit products and Navisworks. Southern Air also has the ability to transfer coordinated information to the field via the Trimble Total Station Robot. With the Trimble robot, we are able to locate points for items such as hanger and sleeves directly from the coordinated BIM model, bridging the gap between coordination and installation and inevitably saving time and money. Virtual meeting technologies such as CitrixGoTo meeting are used to collaborate between all project stakeholders on a regular schedule. This allows all team members to maximize the efficient use of their time by avoiding unnecessary travel. Virginia Tech – New Classroom Bldg BIM Model Virginia Tech – New Classroom Bldg Field Installation 47154 B. PM Proposals48155 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement Prepared for PITTSYLVANIA COUNTY ADMINISTRATION HUMAN SERVICES BUILDING - HVAC PREVENTIVE MAINTENANCE May 5, 2025 Page 1 of 8 49156 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 May 5, 2025 Connie Gibson / Tom Worley, We appreciate the opportunity to present this proposal for preventive maintenance. Listed below is a brief overview of this service. We will provide quarterly preventive maintenance service on the systems listed on the equipment page of this agreement. This service will consist of a spring and a fall start-up and 2 additional inspections. We will provide and replace the air filters during each scheduled service. During the spring service we will clean air-cooled condenser coil surfaces. We will supply and replace the blower belts once annually during the spring service. Thank you for this opportunity and I hope we are able to earn your business. Sincerely, O.G. Morcom Jr Business Development Southern Air, Inc. Page 2 of 8 50157 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Scope of Work This agreement is between Southern Air, Inc. and PITTSYLVANIA COUNTY ADMINISTRATION located at 220 hg Mcghee Drive Chatham , VA 24531. Southern Air, Inc. will provide the customer with the applicable maintenance services listed below. This covers the equipment listed in the Equipment Inventory attached to this Preventive Maintenance Agreement. Test Equipment and Components • Safety Controls • Refrigerant Charge • Sub-Cooling / Superheat • Compressor and Motor Windings • Flue Gas • Combustion & Draft • Temperature Split • Voltage • Amperage Draws on Motors Inspect Equipment Operation & Component Integrity • Compressor Operation • Refrigerant Oil • Oil Level • For Refrigerant & Oil Leaks Visually • Condenser Coil Surfaces • High & Low Pressure Switch Operation • Unloader Operation • Crankcase Heater • Contactor Operation • Belt Integrity • Condenser Fan & Motor Operation • Evaporator Fan & Motor Operation • Motor Mounts • Flame Composition • Soot Buildup • Gas Train Operation & Ignition System • Aquastat & Low Water Cutoff • Cooling Tower Sump Clean Equipment & Components • Burner Orifices, Passages, and Nozzles • Pilot Tube & Igniter • Evaporator Coils not included unless noted Align Equipment Components • Belts • Pulleys & Sheaves • Drive Couplings Lubricate Equipment • Bearings • Drive Assembly • Linkages Tighten Components • Electrical Connections • Mounting Bolts • Pipe Clamps • Refrigerant Pipe Fasteners Adjust Components • Belt Tension • Burner Fuel Ratio • Gas Regulator Pressure • Limit Set Points • Sump Floats Page 3 of 8 51158 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment Inventory Equipment ID Location Make Model Serial Tons GAS PACKAGE UNIT ROOF CARRIER 48FCEM07A2A6 3019C76165 6 GAS PACKAGE UNIT ROOF CARRIER 48K3AF20-OE6A1C3AO 1325U45362 20 GAS PACKAGE UNIT ROOF CARRIER 48K3AF30-1E6A1C3AO 1325U45370 30 GAS PACKAGE UNIT ROOF CARRIER 48K3AF30-1E6A1C3AO 1325U45371 30 GAS PACKAGE UNIT ROOF TRANE TCS072A4EO 638100425L 6 GAS PACKAGE UNIT ROOF TRANE YSC092A4EM N/A 7.5 GAS PACKAGE UNIT ROOF CARRIER 50HJQ004-621 4508G10885 3 Belt AX30 1/2X32 GRIPNOTCH COG BELT 1 Belt AX32 1/2X34"GRIPNOTCH COG BELT 2 Belt BX50 21/32X53 GRIPNOTCH COG BELT 6 Filter Pleated 16x16x2 4 Filter Pleated 16x25x2 10 Filter Pleated 20x24x2 30 37 - VAV BOX ABOVE DROP CEILING Page 4 of 8 52159 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Custom Details This PM Agreement is for quarterly service and includes the following materials: Coil Cleaner - to wash the outside condenser coils Lubricants - for fans and blowers Pleated Filters - to be replaced at each service Drain pan Tablets - as needed NOTE: The evaporator coils and blowers will be inspected for cleanliness each service. If they are found to be in need of cleaning, there will be a separate quote provided for that cleaning. VAV Boxes We will perform a semi-annual preventive maintenance service on the VAV Boxes listed on the equipment page of the agreement. Each service we will check the mechanical operation of each box which will include the fan assembly and heater package. Note : These VAV Boxes do not have air filters. Page 5 of 8 53160 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions The following terms and conditions apply to the Preventive Maintenance Contract, between Southern Air, Inc. (“Contractor”), and the Customer. 1. Term of Agreement: This Agreement shall be in effect for twelve (12) months and shall automatically renew unless terminated by written notice from either party thirty (30) days prior to the annual renewal date. The rates charged under this Agreement are subject to adjustment annually to reflect increased labor, material and other costs. 2. Scope of Services and Fees: The intent of this Agreement is to provide routine preventive maintenance service on the Customer’s equipment listed in the attached Equipment Inventory. The services covered by this Agreement are listed in the Scope of Work attachment. Repairs, installations, and/or other services outside the preventive maintenance scope of work shall be billed as additional work using the rates and charges agreed upon herein. The Contractor shall include all applicable taxes in its invoices to the Customer. 3. Payment Terms: Terms of payment for Contractor invoices to the Customer are Net thirty (30) days. Invoices paid outside of these terms are subject to a late charge of 1.5% per month. In the event invoices are not paid within sixty (60) days, Contractor may stop all work under this Agreement without notice and may cancel this Agreement with no further obligation to provide services to the Customer and the unpaid balance of the annual contract amount shall become immediately due and payable. If the Customer pays by credit card a 3% charge will be added at the time of payment. 4. Governing Law: This Agreement shall be governed by and interpreted under the laws of the Commonwealth of Virginia. The Contractor and Customer consent to the exclusive jurisdiction of Lynchburg, Virginia for resolution of any disputes arising under this Agreement. The prevailing party in any dispute related to this Agreement shall be entitled to recover reasonable legal fees from the other party. 5. Indemnification: To the fullest extent permitted by law, the Contractor and Customer shall indemnify and hold harmless one another, their agents, officers and employees from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees arising out of or resulting from performance of work hereunder, provided that such claim, damage, loss or expense is caused in whole or in part by anyone for whose acts the responsible party may be liable. Action resulting from any claim arising from the performance, nonperformance or other reasons under this Agreement shall be commenced within one (1) year from the date of the event which caused such claim. Under no circumstances, whether arising in contract, tort, including negligence, or otherwise shall Contractor be responsible for loss of use, loss of profit, increased operating or maintenance expenses, claims of customers or tenants or any special, indirect or consequential damages. The Contractor shall not be liable for delays or failure to provide services due to conditions or circumstances outside of its reasonable control including but not limited to weather, strikes, war, riot, acts of God, unavailability of machinery, equipment or materials, or delays in transportation by third parties. 6. Davis-Bacon Act: Davis Bacon wage and benefit rates are not included in this proposal. If at any time during or after performance of the project it is determined that Davis Bacon wage and benefit rates are required, Southern Air will be compensated in full for any additional resulting costs. If Southern Air is awarded this project, this understanding will be incorporated in the terms of the contract. Page 6 of 8 54161 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions 7. Site Conditions: The Customer is responsible for providing the Contractor with clear and safe access to its facilities and equipment during the Contractor’s normal working hours. This includes allowing the Contractor to start and stop the equipment as required to perform the services contemplated hereunder. The Contractor shall not be responsible for relocation, replacement or alteration of the Customer’s building structure or any components thereof. The Contractor’s rates under this Agreement are contingent upon the Customer’s equipment being in a maintainable condition. If further inspection or subsequent events reveal this not to be the case, the Contractor shall provide the Customer with a quote for the necessary repairs. In the event that Customer elects not to authorize such repairs, the Contractor may either remove the unacceptable system(s), component(s), or part(s) from the scope of work of this Agreement and adjust its rates for the Agreement accordingly or cancel the Agreement. During the term of this Agreement, the Customer shall permit only the Contractor’s personnel or agents to perform the work included in the scope of this Agreement. In the event that others perform such work, the Contractor may elect to remove the affected equipment from the scope of work or cancel this Agreement. The Customer will notify the Contractor of any known defect, modification, or alteration of the covered equipment. Contractor has the option to adjust its fees or cancel the Agreement if the Customer makes material alterations to its facilities and/or to the equipment covered by this Agreement. The Contractor and Customer shall make available to one another all pertinent Material Safety Data Sheets (MSDS) pursuant to the OSHA Hazard Communication Standard Regulations. The Contractor’s obligations under this Agreement do not include the identification or removal of asbestos products or other hazardous substances. In the event that such products or substances are encountered, the Contractor’s sole obligation will be to notify the Customer of the existence of such products and substances. The Contractor shall have the right to suspend its work until such hazards are removed by the Customer, and the Contractor shall be entitled to an extension of time and to an equitable price adjustment for resulting suspensions or delays of its work. 8. Insurance: The Contractor shall maintain workers compensation insurance as required by the states where its services are provided. Coverages for bodily injury and property damage shall be maintained in accordance with industry standards, and the Contractor agrees to provide the Customer with satisfactory evidence that such insurance policies are in force. 9. Contractor Personnel: The Contractor shall provide qualified, properly trained and licensed personnel along with the necessary tools and equipment to perform the services under this Agreement. Customer agrees that during the course of this Agreement and for a period of one (1) year following the expiration thereof, however caused, Customer will not, without the express written consent of the Contractor, solicit or entice any employee of Contractor, who provided services under this Agreement to Customer, to leave employment with the Contractor for any purpose which is in competition with the services which are provided by the Contractor to the general public. Notwithstanding the above, the hiring of an individual as an employee in response to: (a) a general advertisement in a periodical, newspaper, internet source and the like, or (b) the voluntary inquiry by an employee concerning employment shall not be prohibited. In recognition of the Contractor’s investment in and reliance on its personnel in providing these services, the Customer further agrees that violation of this provision shall entitle the Contractor to remuneration from the Customer equal to thirty percent (30%) of the first year compensation for any of Contractor’s employees hired during the specified time period in addition to any other legal or equitable remedies which may be available to Contractor. Customer further agrees to pay Contractor’s reasonable attorneys’ fees and costs, if Contractor is the prevailing party in any dispute arising out of this provision. 10. Other: The Contractor and the Customer agree that these Terms and Conditions along with the attached schedules represent the entire Agreement between the parties. No other terms, scope of work, discussions or representations whether verbal or written which are not specifically contained herein shall be binding upon the parties to this Agreement. This Agreement is the property of the Contractor and is provided with the understanding that it is proprietary and for the Customer’s internal use only. Contractor shall not be held responsible for problems resulting from the original design of the system, obsolete equipment or components, damages attributable to weather conditions, power outages, or other basic utility failures, low voltage, electrical power distribution (whole or in part), low water pressure, safety testing, misuse or abuse of the system by Customer or others, failure of the Customer to properly operate the system, negligence by Customer or others, government regulations imposed subsequent to the date of this agreement, inspections or tests required by Customer’s insurance company and other causes beyond the Contractor’s control. Page 7 of 8 55162 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement This agreement is between Southern Air, Inc. (contractor) 2655 Lakeside Drive Lynchburg, Virginia 24501 and PITTSYLVANIA COUNTY ADMINISTRATION (customer), and is subject to the Preventive Maintenance Agreement Terms and Conditions, and the Scope of Work attached hereto. The total annual rate will be $7,732.00 from July 1, 2025 to June 30, 2026. The quarterly billing rate will be $1,933.00. ________________________________Signature of Contractor Representative ________________________________O.G. Morcom JrPrint name ________________________________Business DevelopmentTitle ________________________________May 5, 2025Date ________________________________Signature of Customer Representative ________________________________Print name ________________________________Title ________________________________Date Any repair work that may be needed will be performed at the prevailing contract rate. Normal business hours are Monday - Friday, 7:30am - 4pm. Any holiday, Saturday, Sunday, or hours other than listed above will be billed at 1.5 times the prevailing contract rate. A truck charge of $50.00 is applied to each trouble call. Benefits of Partnership • Ensure equipment is operating safely and efficiently. • Discounted labor rate for service calls. • Professional technicians experienced and trained in commercial HVAC systems. • Priority response to critical service calls 24/7. Southern Air Call Center Phone: 800-743-0747 E-mail: callcenter@southern-air.com Powered by TCPDF (www.tcpdf.org) Page 8 of 8 56163 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Building Automation Systems Maintenance Agreement Prepared for PITTSYLVANIA COUNTY ADMINISTRATION HUMAN SERVICES BUILDING May 5, 2025 Page 1 of 8 57164 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 May 5, 2025 Connie Gibson / Tom Whorley, We appreciate the opportunity to present this proposal for preventive maintenance. Listed below is a brief overview of this service. We will provide quarterly preventive maintenance service on the systems listed on the equipment page of this agreement. Thank you for this opportunity and I hope we are able to earn your business. Sincerely, O.G. Morcom Jr Business Development Southern Air, Inc. Page 2 of 8 58165 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Scope of Work This agreement is between Southern Air, Inc. and null located at , null . Southern Air, Inc. will provide the customer with the applicable maintenance services listed below. This covers the equipment listed in the Equipment Inventory attached to this Preventive Maintenance Agreement. The Contractor may utilize remote access to the Customer's BAS controls system and/or on-site inspections. Type of access will be determined by the Customer's requirements as stated in this Agreement, limitations of the Customer's system, and the Contractor's discretion. Typical On-Site Activities Check in with customer's representative, and verify occupant comfort and energy usage trends Visually verify operation of systems Typical Remote Activities View and analyze the system using internet access to the graphics and programming Evaluate trend-logs, alarm and event logs Make minor adjustments to the system to evaluate smooth operation of control loops Typical Scope of Work Review the controls network data, alarms, and trend logs. Determine inconsistencies and perform corrective measures through calibration or loop tuning methods Check temperature and humidity sensors for accuracy, and calibrate as needed Modulate damper actuators and check for smooth operation Check static sensors for accuracy Save a copy of the database once annually Report findings to the Customer Page 3 of 8 59166 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment Inventory Equipment ID Location Make Model 1 - BUILDING CONTROLLER JOHNSON CONTOL FX80 3 - BACNET PLANT CONTROLLER VAV - RTU'S -2,3,4 39 - BACNET / N2 VAV CONTROLLERSFAN VAV BOXES JOHNSON CONTOL PCV1630 1 - BACNET / N2 T-STAT RTU SOLARIUM JOHNSON CONTOL TEC3000 Page 4 of 8 60167 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Custom Details All PM services will be performed on site. Remote monitoring will be used for troubleshooting purposes and may greatly reduce Southern Air's reaction time to controls related issues and other HVAC issues. BAS Controls Agreement Exclusions Installation of conduit, or the removal or replacement of any pipe insulation Voltages over 24v Pneumatic controls or devices, equipment control panels, mechanical equipment Page 5 of 8 61168 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions The following terms and conditions apply to the Preventive Maintenance Contract, between Southern Air, Inc. (“Contractor”), and the Customer. 1. Term of Agreement: This Agreement shall be in effect for twelve (12) months and shall automatically renew unless terminated by written notice from either party thirty (30) days prior to the annual renewal date. The rates charged under this Agreement are subject to adjustment annually to reflect increased labor, material and other costs. 2. Scope of Services and Fees: The intent of this Agreement is to provide routine preventive maintenance service on the Customer’s equipment listed in the attached Equipment Inventory. The services covered by this Agreement are listed in the Scope of Work attachment. Repairs, installations, and/or other services outside the preventive maintenance scope of work shall be billed as additional work using the rates and charges agreed upon herein. The Contractor shall include all applicable taxes in its invoices to the Customer. 3. Payment Terms: Terms of payment for Contractor invoices to the Customer are Net thirty (30) days. Invoices paid outside of these terms are subject to a late charge of 1.5% per month. In the event invoices are not paid within sixty (60) days, Contractor may stop all work under this Agreement without notice and may cancel this Agreement with no further obligation to provide services to the Customer and the unpaid balance of the annual contract amount shall become immediately due and payable. If the Customer pays by credit card a 3% charge will be added at the time of payment. 4. Governing Law: This Agreement shall be governed by and interpreted under the laws of the Commonwealth of Virginia. The Contractor and Customer consent to the exclusive jurisdiction of Lynchburg, Virginia for resolution of any disputes arising under this Agreement. The prevailing party in any dispute related to this Agreement shall be entitled to recover reasonable legal fees from the other party. 5. Indemnification: To the fullest extent permitted by law, the Contractor and Customer shall indemnify and hold harmless one another, their agents, officers and employees from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees arising out of or resulting from performance of work hereunder, provided that such claim, damage, loss or expense is caused in whole or in part by anyone for whose acts the responsible party may be liable. Action resulting from any claim arising from the performance, nonperformance or other reasons under this Agreement shall be commenced within one (1) year from the date of the event which caused such claim. Under no circumstances, whether arising in contract, tort, including negligence, or otherwise shall Contractor be responsible for loss of use, loss of profit, increased operating or maintenance expenses, claims of customers or tenants or any special, indirect or consequential damages. The Contractor shall not be liable for delays or failure to provide services due to conditions or circumstances outside of its reasonable control including but not limited to weather, strikes, war, riot, acts of God, unavailability of machinery, equipment or materials, or delays in transportation by third parties. 6. Davis-Bacon Act: Davis Bacon wage and benefit rates are not included in this proposal. If at any time during or after performance of the project it is determined that Davis Bacon wage and benefit rates are required, Southern Air will be compensated in full for any additional resulting costs. If Southern Air is awarded this project, this understanding will be incorporated in the terms of the contract. Page 6 of 8 62169 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions 7. Site Conditions: The Customer is responsible for providing the Contractor with clear and safe access to its facilities and equipment during the Contractor’s normal working hours. This includes allowing the Contractor to start and stop the equipment as required to perform the services contemplated hereunder. The Contractor shall not be responsible for relocation, replacement or alteration of the Customer’s building structure or any components thereof. The Contractor’s rates under this Agreement are contingent upon the Customer’s equipment being in a maintainable condition. If further inspection or subsequent events reveal this not to be the case, the Contractor shall provide the Customer with a quote for the necessary repairs. In the event that Customer elects not to authorize such repairs, the Contractor may either remove the unacceptable system(s), component(s), or part(s) from the scope of work of this Agreement and adjust its rates for the Agreement accordingly or cancel the Agreement. During the term of this Agreement, the Customer shall permit only the Contractor’s personnel or agents to perform the work included in the scope of this Agreement. In the event that others perform such work, the Contractor may elect to remove the affected equipment from the scope of work or cancel this Agreement. The Customer will notify the Contractor of any known defect, modification, or alteration of the covered equipment. Contractor has the option to adjust its fees or cancel the Agreement if the Customer makes material alterations to its facilities and/or to the equipment covered by this Agreement. The Contractor and Customer shall make available to one another all pertinent Material Safety Data Sheets (MSDS) pursuant to the OSHA Hazard Communication Standard Regulations. The Contractor’s obligations under this Agreement do not include the identification or removal of asbestos products or other hazardous substances. In the event that such products or substances are encountered, the Contractor’s sole obligation will be to notify the Customer of the existence of such products and substances. The Contractor shall have the right to suspend its work until such hazards are removed by the Customer, and the Contractor shall be entitled to an extension of time and to an equitable price adjustment for resulting suspensions or delays of its work. 8. Insurance: The Contractor shall maintain workers compensation insurance as required by the states where its services are provided. Coverages for bodily injury and property damage shall be maintained in accordance with industry standards, and the Contractor agrees to provide the Customer with satisfactory evidence that such insurance policies are in force. 9. Contractor Personnel: The Contractor shall provide qualified, properly trained and licensed personnel along with the necessary tools and equipment to perform the services under this Agreement. Customer agrees that during the course of this Agreement and for a period of one (1) year following the expiration thereof, however caused, Customer will not, without the express written consent of the Contractor, solicit or entice any employee of Contractor, who provided services under this Agreement to Customer, to leave employment with the Contractor for any purpose which is in competition with the services which are provided by the Contractor to the general public. Notwithstanding the above, the hiring of an individual as an employee in response to: (a) a general advertisement in a periodical, newspaper, internet source and the like, or (b) the voluntary inquiry by an employee concerning employment shall not be prohibited. In recognition of the Contractor’s investment in and reliance on its personnel in providing these services, the Customer further agrees that violation of this provision shall entitle the Contractor to remuneration from the Customer equal to thirty percent (30%) of the first year compensation for any of Contractor’s employees hired during the specified time period in addition to any other legal or equitable remedies which may be available to Contractor. Customer further agrees to pay Contractor’s reasonable attorneys’ fees and costs, if Contractor is the prevailing party in any dispute arising out of this provision. 10. Other: The Contractor and the Customer agree that these Terms and Conditions along with the attached schedules represent the entire Agreement between the parties. No other terms, scope of work, discussions or representations whether verbal or written which are not specifically contained herein shall be binding upon the parties to this Agreement. This Agreement is the property of the Contractor and is provided with the understanding that it is proprietary and for the Customer’s internal use only. Contractor shall not be held responsible for problems resulting from the original design of the system, obsolete equipment or components, damages attributable to weather conditions, power outages, or other basic utility failures, low voltage, electrical power distribution (whole or in part), low water pressure, safety testing, misuse or abuse of the system by Customer or others, failure of the Customer to properly operate the system, negligence by Customer or others, government regulations imposed subsequent to the date of this agreement, inspections or tests required by Customer’s insurance company and other causes beyond the Contractor’s control. Page 7 of 8 63170 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement This agreement is between Southern Air, Inc. (contractor) 2655 Lakeside Drive Lynchburg, Virginia 24501 and PITTSYLVANIA COUNTY ADMINISTRATION (customer), and is subject to the Preventive Maintenance Agreement Terms and Conditions, and the Scope of Work attached hereto. The total annual rate will be $4,060.00 from July 1, 2025 to June 30, 2026. The quarterly billing rate will be $1,015.00. ________________________________Signature of Contractor Representative ________________________________O.G. Morcom JrPrint name ________________________________Business DevelopmentTitle ________________________________May 5, 2025Date ________________________________Signature of Customer Representative ________________________________Print name ________________________________Title ________________________________Date Any repair work that may be needed will be performed at the prevailing contract rate. Normal business hours are Monday - Friday, 7:30am - 4pm. Any holiday, Saturday, Sunday, or hours other than listed above will be billed at 1.5 times the prevailing contract rate. Benefits of Partnership • Ensure equipment is operating safely and efficiently. • Discounted labor rate for service calls. • Professional technicians experienced and trained in commercial HVAC systems. • Priority response to critical service calls 24/7. Southern Air Call Center Phone: 800-743-0747 E-mail: callcenter@southern-air.com Powered by TCPDF (www.tcpdf.org) Page 8 of 8 64171 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement Prepared for PITTSYLVANIA COUNTY ADMINISTRATION COURTHOUSE - HVAC PREVENTIVE MAINTENANCE May 5, 2025 Page 1 of 13 65172 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 May 5, 2025 Connie Gibson / Tom Worley, We appreciate the opportunity to present this proposal for preventive maintenance. Listed below is a brief overview of this service. We will provide annual preventive maintenance service on the systems listed on the equipment page of this agreement. Thank you for this opportunity and I hope we are able to earn your business. Sincerely, O.G. Morcom Jr Business Development Southern Air, Inc. Page 2 of 13 66173 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Scope of Work Reciprocating/Scroll Compressor Chiller Preventive Maintenance Program 1. ANNUAL MAINTENANCE – Once a year a thorough preventive maintenance program should be performed to include the following A. A thorough visual refrigerant leak check over the entire machine. B. Thorough inspection of all motor starter components. C. Inspect all motor starter, oil pump starter, control contactors and relay contacts dust, wear and pitting. D. Inspect all motor and motor starter power and control wiring for overheating and loose terminal connections. E. Perform motor winding integrity test with meg – ohm meter. F. Inspect all control panel component contacts and wire terminals for pitting, overheating, and tightness. Correct as required. G. Test and confirm correct operation of chiller capacity control devices. H. Perform on site acid / moisture test. I. Verify correct operation of phase reversal control if so equipped. Verify correct rotation of scroll compressors. J. Verify operation of chiller sequencing and step unloading control. K. Inspect oil sump heater, verify correct operating temperature, voltage, current draw. L. Test all safety controls, operating controls, and sensors. Calibrate as required. M. Review all service and operating alarms stored in memory of control panel. Page 3 of 13 67174 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 2. SEASONAL START-UP – May be performed concurrently with Annual Maintenance, or at a later date mutually agreed upon between Southern Air and equipment owner. A. Start machine per manufacturer’s recommendations. B. Verify condition and correct operation of all flow switches, differential pressure switches, or other external interlock safety controls. C. Check and record all operating voltages and amperages. D. Verify correct oil and refrigerant charges. Verify correct operating oil pressure. E. Verify design water flow and pressure drop across condenser and evaporator barrel. (Water- cooled only). F. Verify proper calibration and control of all safety and operating devises. G. Verify correct programming and operating parameters of chiller control panel. H. Verify and adjust as required for design superheat and subcooling. I. Present copy of start-up log to owner with detailed explanation of findings. Cooling Tower Preventive Maintenance Program 1. ANNUAL MAINTENANCE AND SEASONAL START-UP – Once per year a thorough preventive maintenance should be performed to include the following procedures. Page 4 of 13 68175 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 A. Drain and clean tower water sump, check for leaks and general condition. B. Check valve seat and adjust float valve for correct water level in sump. C. Check and clean bleed off line and overflow. D. Clean tower strainers. E. Clean tower spray nozzles and eliminators, adjust balancing valves for correct flow. F. Flush cooling tower after cleaning. G. Inspect and check gear box oil as required, where applicable. H. Inspect fan coupling, where applicable. I. Inspect and adjust drive belts, where applicable. J. Refill cooling tower with water. After cleaning, verify no leaks exist. K. Lubricate fan and motor bearings per manufacturers recommendations. L. Meg cooling tower fan motor. M. Check and record voltage and amperage draw on electric motors. N. Inspect electrical connections, contactors, relays and operating/safety controls. O. Check and adjust condenser temperature controls, where installed. P. Check cooling tower sump heater, record voltage and current draw. Q. Verify correct operation of cooling tower low water cutoff. R. Check heat tape serving cooling tower make-up water lines (where applicable). S. Start chiller and record temperature drop across cooling tower. T. Review findings of inspection with owner personnel. Page 5 of 13 69176 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Hot Water Boilers Preventive Maintenance Program 1. ANNUAL MAINTENANCE – Once a year a thorough preventive maintenance should be performed to include the following procedures. A. Secure boiler, incorporating all aspects of lock-out, tag-out procedures. B. Open fireside of boiler and inspect all refractory material in front and rear headers, inspect combustion chamber and breaching. C. Inspect fire tubes and tube sheet, confirm no water leakage between tubes and tube sheet. D. Clean fire inspection glass, reseal fireside, replacing gaskets where required. E. Clean combustion air fan wheel and air dampers of burner assembly. F. Check, calibrate boiler temperature/pressure gauge. G. Clean and gap burner and pilot electrodes. Replace if required. H. Clean flame safeguard scanner eye. I. Clean and lubricate burner linkage, tighten all linkage screws. J. Lubricate burner motor bearings per manufacturers recommendations. K. Clean program timer contacts, and inspect all control wiring and terminals, tighten as required. L. Check for leaks on all gas valves and pressure regulators. (Gas fired only.) M. Check all vent lines for connection and obstruction. (Gas fired only.) N. Clean and inspect burner tube and fire cone. (Gas fired only.) Page 6 of 13 70177 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 O. Flush sediment from make-up water feed control. P. Check and adjust low water cut-off control. 2. SEASONAL START-UP – (May be performed concurrently with Annual Maintenance.) A. Re-fire boiler per manufacturers recommendations. B. Verify correct operation of gas valves. (Gas fired only.) C. Test gas pressure at burner, check and adjust burner and pilot pressure regulators as required. (Gas fired only.) D. Test all safety and operating controls, calibrate as required. E. Test flame failure control for positive shut-off upon loss of flame. F. Test water pressure safety/relief valve for correct relief setting and positive seal. G. Observe burner flame through entire range of modulation from low fire to high fire. H. Perform smoke spot efficiency test and adjust fuel pressure or volume regulating valve cam as required. Test to be performed at low fire, mid fire, high fire. Adjust combustion air dampers as required. I. Confirm smooth full range operation of burner modulation motor and associated components. J. Test and adjust stack draft per manufacturers recommendations. K. Perform O² and CO² combustion efficiency tests. Check stack discharge temperature and adjust for maximum efficiency. L. Verify correct water level in expansion tank, adjust as required. M. Log all operating conditions on applicable log sheet. Page 7 of 13 71178 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 N. Clock gas meter to determine fuel volume when over or under firing is suspected. (Gas fired only.) O. Review findings of inspection with owner personnel. Page 8 of 13 72179 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment Inventory Equipment ID Location Make Model Serial Tons WATER COOLED CHILLER MECHANICAL ROOM YORK YCWJ45PRO / 46P YKYM766803 45 Other CONDENSER BARREL GASKET 1 COOLING TOWER ROOF BAC FXT-068 N/A Belt B95 21/32X98 SUPER GRIPBELT 1 6 - CIRCULTING PUMP MECHANICAL ROOM AIR COMPRESSOR MECHANICAL ROOM JOHNSON CONTROL N/A N/A Other PM MATERIAL 1 AIR DRYER MECHANICAL ROOM JOHNSON CONTROL A-4312-1 N/A COOLING TOWER ROOF BAC FXT-068 U095U03603 Belt B95 21/32X98 SUPER GRIPBELT 1 WATER COOLED CHILLER MECHANICAL ROOM TRANE CGWQ060AA0E10T900110000 1740A-01 60 Other ACID / MOISTURE TEST 1 HOT WATER BOILER MECHANICAL ROOM SUPERIOR N4GPA60A 5998-11500 Other PM GASKET MATERIAL 1 HOT WATER BOILER MECHANICAL ROOM SUPERIOR N4GPA60A 5998-11501 Other PM GASKET MATERIAL 1 Page 9 of 13 73180 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Custom Details Chiller Preventive Maintenance We will perform an annual preventive maintenance service on the chillers listed on the equipment page of the agreement . During this service we will brush the condenser barrel tubes , provide and replace the condenser barrel gasket and perform an onsite acid / moisture test on each machine. At this time we will check the operation of each machine and determine if there are any issues. For a further description of what this service will include please see the cooling tower preventive maintenance program under the scope of work on pages 3 and 4 of this agreement. Cooling Tower Preventive Maintenance We will perform an annual preventive maintenance service on the cooling towers listed on the equipment page of this agreement. During this service we will drain the towers and thoroughly clean the basin and fill. This service will also include providing and replacing the drive belt and checking the operation to determine if there are any issues. For a further description of what this service will include please see the cooling tower preventive maintenance program under the scope of work on pages 4 and 5 of this agreement. Boiler Preventive Maintenance We will perform an annual preventive maintenance service on the boilers listed on the equipment page of the agreement. During this service we will open the boilers brush tubes and clean . After cleaning is complete we will provide gaskets and close both ends. We will check the operation of each boiler to determine if there are any issues. For a further description of what this service will include please see the boiler preventive maintenance program under the scope of work on pages 6,7 and 8 of this agreement. Air Compressor and Air Dryer We will perform an annual preventive maintenance service on the air compressor and air dryer listed on the equipment page of the agreement. This service will include providing and replacing the drive belt and oil in the air compressor . We will also clean the air filter on the air compressor. During this service we will check the operation of the air compressor and air dryer to determine if there are any issues. Page 10 of 13 74181 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions The following terms and conditions apply to the Preventive Maintenance Contract, between Southern Air, Inc. (“Contractor”), and the Customer. 1. Term of Agreement: This Agreement shall be in effect for twelve (12) months and shall automatically renew unless terminated by written notice from either party thirty (30) days prior to the annual renewal date. The rates charged under this Agreement are subject to adjustment annually to reflect increased labor, material and other costs. 2. Scope of Services and Fees: The intent of this Agreement is to provide routine preventive maintenance service on the Customer’s equipment listed in the attached Equipment Inventory. The services covered by this Agreement are listed in the Scope of Work attachment. Repairs, installations, and/or other services outside the preventive maintenance scope of work shall be billed as additional work using the rates and charges agreed upon herein. The Contractor shall include all applicable taxes in its invoices to the Customer. 3. Payment Terms: Terms of payment for Contractor invoices to the Customer are Net thirty (30) days. Invoices paid outside of these terms are subject to a late charge of 1.5% per month. In the event invoices are not paid within sixty (60) days, Contractor may stop all work under this Agreement without notice and may cancel this Agreement with no further obligation to provide services to the Customer and the unpaid balance of the annual contract amount shall become immediately due and payable. If the Customer pays by credit card a 3% charge will be added at the time of payment. 4. Governing Law: This Agreement shall be governed by and interpreted under the laws of the Commonwealth of Virginia. The Contractor and Customer consent to the exclusive jurisdiction of Lynchburg, Virginia for resolution of any disputes arising under this Agreement. The prevailing party in any dispute related to this Agreement shall be entitled to recover reasonable legal fees from the other party. 5. Indemnification: To the fullest extent permitted by law, the Contractor and Customer shall indemnify and hold harmless one another, their agents, officers and employees from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees arising out of or resulting from performance of work hereunder, provided that such claim, damage, loss or expense is caused in whole or in part by anyone for whose acts the responsible party may be liable. Action resulting from any claim arising from the performance, nonperformance or other reasons under this Agreement shall be commenced within one (1) year from the date of the event which caused such claim. Under no circumstances, whether arising in contract, tort, including negligence, or otherwise shall Contractor be responsible for loss of use, loss of profit, increased operating or maintenance expenses, claims of customers or tenants or any special, indirect or consequential damages. The Contractor shall not be liable for delays or failure to provide services due to conditions or circumstances outside of its reasonable control including but not limited to weather, strikes, war, riot, acts of God, unavailability of machinery, equipment or materials, or delays in transportation by third parties. 6. Davis-Bacon Act: Davis Bacon wage and benefit rates are not included in this proposal. If at any time during or after performance of the project it is determined that Davis Bacon wage and benefit rates are required, Southern Air will be compensated in full for any additional resulting costs. If Southern Air is awarded this project, this understanding will be incorporated in the terms of the contract. Page 11 of 13 75182 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions 7. Site Conditions: The Customer is responsible for providing the Contractor with clear and safe access to its facilities and equipment during the Contractor’s normal working hours. This includes allowing the Contractor to start and stop the equipment as required to perform the services contemplated hereunder. The Contractor shall not be responsible for relocation, replacement or alteration of the Customer’s building structure or any components thereof. The Contractor’s rates under this Agreement are contingent upon the Customer’s equipment being in a maintainable condition. If further inspection or subsequent events reveal this not to be the case, the Contractor shall provide the Customer with a quote for the necessary repairs. In the event that Customer elects not to authorize such repairs, the Contractor may either remove the unacceptable system(s), component(s), or part(s) from the scope of work of this Agreement and adjust its rates for the Agreement accordingly or cancel the Agreement. During the term of this Agreement, the Customer shall permit only the Contractor’s personnel or agents to perform the work included in the scope of this Agreement. In the event that others perform such work, the Contractor may elect to remove the affected equipment from the scope of work or cancel this Agreement. The Customer will notify the Contractor of any known defect, modification, or alteration of the covered equipment. Contractor has the option to adjust its fees or cancel the Agreement if the Customer makes material alterations to its facilities and/or to the equipment covered by this Agreement. The Contractor and Customer shall make available to one another all pertinent Material Safety Data Sheets (MSDS) pursuant to the OSHA Hazard Communication Standard Regulations. The Contractor’s obligations under this Agreement do not include the identification or removal of asbestos products or other hazardous substances. In the event that such products or substances are encountered, the Contractor’s sole obligation will be to notify the Customer of the existence of such products and substances. The Contractor shall have the right to suspend its work until such hazards are removed by the Customer, and the Contractor shall be entitled to an extension of time and to an equitable price adjustment for resulting suspensions or delays of its work. 8. Insurance: The Contractor shall maintain workers compensation insurance as required by the states where its services are provided. Coverages for bodily injury and property damage shall be maintained in accordance with industry standards, and the Contractor agrees to provide the Customer with satisfactory evidence that such insurance policies are in force. 9. Contractor Personnel: The Contractor shall provide qualified, properly trained and licensed personnel along with the necessary tools and equipment to perform the services under this Agreement. Customer agrees that during the course of this Agreement and for a period of one (1) year following the expiration thereof, however caused, Customer will not, without the express written consent of the Contractor, solicit or entice any employee of Contractor, who provided services under this Agreement to Customer, to leave employment with the Contractor for any purpose which is in competition with the services which are provided by the Contractor to the general public. Notwithstanding the above, the hiring of an individual as an employee in response to: (a) a general advertisement in a periodical, newspaper, internet source and the like, or (b) the voluntary inquiry by an employee concerning employment shall not be prohibited. In recognition of the Contractor’s investment in and reliance on its personnel in providing these services, the Customer further agrees that violation of this provision shall entitle the Contractor to remuneration from the Customer equal to thirty percent (30%) of the first year compensation for any of Contractor’s employees hired during the specified time period in addition to any other legal or equitable remedies which may be available to Contractor. Customer further agrees to pay Contractor’s reasonable attorneys’ fees and costs, if Contractor is the prevailing party in any dispute arising out of this provision. 10. Other: The Contractor and the Customer agree that these Terms and Conditions along with the attached schedules represent the entire Agreement between the parties. No other terms, scope of work, discussions or representations whether verbal or written which are not specifically contained herein shall be binding upon the parties to this Agreement. This Agreement is the property of the Contractor and is provided with the understanding that it is proprietary and for the Customer’s internal use only. Contractor shall not be held responsible for problems resulting from the original design of the system, obsolete equipment or components, damages attributable to weather conditions, power outages, or other basic utility failures, low voltage, electrical power distribution (whole or in part), low water pressure, safety testing, misuse or abuse of the system by Customer or others, failure of the Customer to properly operate the system, negligence by Customer or others, government regulations imposed subsequent to the date of this agreement, inspections or tests required by Customer’s insurance company and other causes beyond the Contractor’s control. Page 12 of 13 76183 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement This agreement is between Southern Air, Inc. (contractor) 2655 Lakeside Drive Lynchburg, Virginia 24501 and PITTSYLVANIA COUNTY ADMINISTRATION (customer), and is subject to the Preventive Maintenance Agreement Terms and Conditions, and the Scope of Work attached hereto. The total annual rate will be $6,022.00 from July 1, 2025 to June 30, 2026. The semi-annual billing rate will be $3,011.00. ________________________________Signature of Contractor Representative ________________________________O.G. Morcom JrPrint name ________________________________Business DevelopmentTitle ________________________________May 5, 2025Date ________________________________Signature of Customer Representative ________________________________Print name ________________________________Title ________________________________Date Any repair work that may be needed will be performed at the prevailing contract rate. Normal business hours are Monday - Friday, 7:30am - 4pm. Any holiday, Saturday, Sunday, or hours other than listed above will be billed at 1.5 times the prevailing contract rate. A truck charge of $50.00 is applied to each trouble call. Benefits of Partnership • Ensure equipment is operating safely and efficiently. • Discounted labor rate for service calls. • Professional technicians experienced and trained in commercial HVAC systems. • Priority response to critical service calls 24/7. Southern Air Call Center Phone: 800-743-0747 E-mail: callcenter@southern-air.com Powered by TCPDF (www.tcpdf.org) Page 13 of 13 77184 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Building Automation Systems Maintenance Agreement Prepared for PITTSYLVANIA COUNTY ADMINISITRATION COURTHOUSE May 5, 2025 Page 1 of 8 78185 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 May 5, 2025 Connie Gibson / Tom Worley, We appreciate the opportunity to present this proposal for preventive maintenance. Listed below is a brief overview of this service. We will provide annual preventive maintenance service on the systems listed on the equipment page of this agreement. Thank you for this opportunity and I hope we are able to earn your business. Sincerely, O.G. Morcom Jr Business Development Southern Air, Inc. Page 2 of 8 79186 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Scope of Work This agreement is between Southern Air, Inc. and null located at , null . Southern Air, Inc. will provide the customer with the applicable maintenance services listed below. This covers the equipment listed in the Equipment Inventory attached to this Preventive Maintenance Agreement. The Contractor may utilize remote access to the Customer's BAS controls system and/or on-site inspections. Type of access will be determined by the Customer's requirements as stated in this Agreement, limitations of the Customer's system, and the Contractor's discretion. Typical On-Site Activities Check in with customer's representative, and verify occupant comfort and energy usage trends Visually verify operation of systems Typical Remote Activities View and analyze the system using internet access to the graphics and programming Evaluate trend-logs, alarm and event logs Make minor adjustments to the system to evaluate smooth operation of control loops Typical Scope of Work Review the controls network data, alarms, and trend logs. Determine inconsistencies and perform corrective measures through calibration or loop tuning methods Check temperature and humidity sensors for accuracy, and calibrate as needed Modulate damper actuators and check for smooth operation Check static sensors for accuracy Save a copy of the database once annually Report findings to the Customer Page 3 of 8 80187 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment Inventory Equipment ID Location Make Model 1 - BUILDING CONTROLLER JOHNSON CONTROL NAE 3 - BACNET PLANT CONTROLLERS AHU-1,2,3 JOHNSON CONTROL MS-FEC2611-0 2 - BACNET PLANT CONTROLLERS HOT WATER , CHILL ...JOHNSON CONTROL MS-FEC2611-0 1 - INPUT / OUTPUT MODULE HOT WATER JOHNSON CONTROL MS-IOM2721-0 Page 4 of 8 81188 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Custom Details All PM services will be performed on site. Remote monitoring will be used for troubleshooting purposes and may greatly reduce Southern Air's reaction time to controls related issues and other HVAC issues. BAS Controls Agreement Exclusions Installation of conduit, or the removal or replacement of any pipe insulation Voltages over 24v Pneumatic controls or devices, equipment control panels, mechanical equipment Page 5 of 8 82189 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions The following terms and conditions apply to the Preventive Maintenance Contract, between Southern Air, Inc. (“Contractor”), and the Customer. 1. Term of Agreement: This Agreement shall be in effect for twelve (12) months and shall automatically renew unless terminated by written notice from either party thirty (30) days prior to the annual renewal date. The rates charged under this Agreement are subject to adjustment annually to reflect increased labor, material and other costs. 2. Scope of Services and Fees: The intent of this Agreement is to provide routine preventive maintenance service on the Customer’s equipment listed in the attached Equipment Inventory. The services covered by this Agreement are listed in the Scope of Work attachment. Repairs, installations, and/or other services outside the preventive maintenance scope of work shall be billed as additional work using the rates and charges agreed upon herein. The Contractor shall include all applicable taxes in its invoices to the Customer. 3. Payment Terms: Terms of payment for Contractor invoices to the Customer are Net thirty (30) days. Invoices paid outside of these terms are subject to a late charge of 1.5% per month. In the event invoices are not paid within sixty (60) days, Contractor may stop all work under this Agreement without notice and may cancel this Agreement with no further obligation to provide services to the Customer and the unpaid balance of the annual contract amount shall become immediately due and payable. If the Customer pays by credit card a 3% charge will be added at the time of payment. 4. Governing Law: This Agreement shall be governed by and interpreted under the laws of the Commonwealth of Virginia. The Contractor and Customer consent to the exclusive jurisdiction of Lynchburg, Virginia for resolution of any disputes arising under this Agreement. The prevailing party in any dispute related to this Agreement shall be entitled to recover reasonable legal fees from the other party. 5. Indemnification: To the fullest extent permitted by law, the Contractor and Customer shall indemnify and hold harmless one another, their agents, officers and employees from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees arising out of or resulting from performance of work hereunder, provided that such claim, damage, loss or expense is caused in whole or in part by anyone for whose acts the responsible party may be liable. Action resulting from any claim arising from the performance, nonperformance or other reasons under this Agreement shall be commenced within one (1) year from the date of the event which caused such claim. Under no circumstances, whether arising in contract, tort, including negligence, or otherwise shall Contractor be responsible for loss of use, loss of profit, increased operating or maintenance expenses, claims of customers or tenants or any special, indirect or consequential damages. The Contractor shall not be liable for delays or failure to provide services due to conditions or circumstances outside of its reasonable control including but not limited to weather, strikes, war, riot, acts of God, unavailability of machinery, equipment or materials, or delays in transportation by third parties. 6. Davis-Bacon Act: Davis Bacon wage and benefit rates are not included in this proposal. If at any time during or after performance of the project it is determined that Davis Bacon wage and benefit rates are required, Southern Air will be compensated in full for any additional resulting costs. If Southern Air is awarded this project, this understanding will be incorporated in the terms of the contract. Page 6 of 8 83190 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions 7. Site Conditions: The Customer is responsible for providing the Contractor with clear and safe access to its facilities and equipment during the Contractor’s normal working hours. This includes allowing the Contractor to start and stop the equipment as required to perform the services contemplated hereunder. The Contractor shall not be responsible for relocation, replacement or alteration of the Customer’s building structure or any components thereof. The Contractor’s rates under this Agreement are contingent upon the Customer’s equipment being in a maintainable condition. If further inspection or subsequent events reveal this not to be the case, the Contractor shall provide the Customer with a quote for the necessary repairs. In the event that Customer elects not to authorize such repairs, the Contractor may either remove the unacceptable system(s), component(s), or part(s) from the scope of work of this Agreement and adjust its rates for the Agreement accordingly or cancel the Agreement. During the term of this Agreement, the Customer shall permit only the Contractor’s personnel or agents to perform the work included in the scope of this Agreement. In the event that others perform such work, the Contractor may elect to remove the affected equipment from the scope of work or cancel this Agreement. The Customer will notify the Contractor of any known defect, modification, or alteration of the covered equipment. Contractor has the option to adjust its fees or cancel the Agreement if the Customer makes material alterations to its facilities and/or to the equipment covered by this Agreement. The Contractor and Customer shall make available to one another all pertinent Material Safety Data Sheets (MSDS) pursuant to the OSHA Hazard Communication Standard Regulations. The Contractor’s obligations under this Agreement do not include the identification or removal of asbestos products or other hazardous substances. In the event that such products or substances are encountered, the Contractor’s sole obligation will be to notify the Customer of the existence of such products and substances. The Contractor shall have the right to suspend its work until such hazards are removed by the Customer, and the Contractor shall be entitled to an extension of time and to an equitable price adjustment for resulting suspensions or delays of its work. 8. Insurance: The Contractor shall maintain workers compensation insurance as required by the states where its services are provided. Coverages for bodily injury and property damage shall be maintained in accordance with industry standards, and the Contractor agrees to provide the Customer with satisfactory evidence that such insurance policies are in force. 9. Contractor Personnel: The Contractor shall provide qualified, properly trained and licensed personnel along with the necessary tools and equipment to perform the services under this Agreement. Customer agrees that during the course of this Agreement and for a period of one (1) year following the expiration thereof, however caused, Customer will not, without the express written consent of the Contractor, solicit or entice any employee of Contractor, who provided services under this Agreement to Customer, to leave employment with the Contractor for any purpose which is in competition with the services which are provided by the Contractor to the general public. Notwithstanding the above, the hiring of an individual as an employee in response to: (a) a general advertisement in a periodical, newspaper, internet source and the like, or (b) the voluntary inquiry by an employee concerning employment shall not be prohibited. In recognition of the Contractor’s investment in and reliance on its personnel in providing these services, the Customer further agrees that violation of this provision shall entitle the Contractor to remuneration from the Customer equal to thirty percent (30%) of the first year compensation for any of Contractor’s employees hired during the specified time period in addition to any other legal or equitable remedies which may be available to Contractor. Customer further agrees to pay Contractor’s reasonable attorneys’ fees and costs, if Contractor is the prevailing party in any dispute arising out of this provision. 10. Other: The Contractor and the Customer agree that these Terms and Conditions along with the attached schedules represent the entire Agreement between the parties. No other terms, scope of work, discussions or representations whether verbal or written which are not specifically contained herein shall be binding upon the parties to this Agreement. This Agreement is the property of the Contractor and is provided with the understanding that it is proprietary and for the Customer’s internal use only. Contractor shall not be held responsible for problems resulting from the original design of the system, obsolete equipment or components, damages attributable to weather conditions, power outages, or other basic utility failures, low voltage, electrical power distribution (whole or in part), low water pressure, safety testing, misuse or abuse of the system by Customer or others, failure of the Customer to properly operate the system, negligence by Customer or others, government regulations imposed subsequent to the date of this agreement, inspections or tests required by Customer’s insurance company and other causes beyond the Contractor’s control. Page 7 of 8 84191 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement This agreement is between Southern Air, Inc. (contractor) 2655 Lakeside Drive Lynchburg, Virginia 24501 and PITTSYLVANIA COUNTY ADMINISITRATION (customer), and is subject to the Preventive Maintenance Agreement Terms and Conditions, and the Scope of Work attached hereto. The total annual rate will be $1,060.00 from July 1, 2025 to June 30, 2026. ________________________________Signature of Contractor Representative ________________________________O.G. Morcom JrPrint name ________________________________Business DevelopmentTitle ________________________________May 5, 2025 Date ________________________________Signature of Customer Representative ________________________________Print name ________________________________Title ________________________________ Date Any repair work that may be needed will be performed at the prevailing contract rate. Normal business hours are Monday - Friday, 7:30am - 4pm. Any holiday, Saturday, Sunday, or hours other than listed above will be billed at 1.5 times the prevailing contract rate. Benefits of Partnership • Ensure equipment is operating safely and efficiently. • Discounted labor rate for service calls. • Professional technicians experienced and trained in commercial HVAC systems. • Priority response to critical service calls 24/7. Southern Air Call Center Phone: 800-743-0747 E-mail: callcenter@southern-air.com Powered by TCPDF (www.tcpdf.org) Page 8 of 8 85192 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement Prepared for PITTSYLVANIA COUNTY ADMINISTRATION PET CENTER - HVAC PREVENTIVE MAINTENANCE May 5, 2025 Page 1 of 8 86193 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 May 5, 2025 Connie Gibson / Tom Worley, We appreciate the opportunity to present this proposal for preventive maintenance. Listed below is a brief overview of this service. We will provide quarterly preventive maintenance service on the systems listed on the equipment page of this agreement. This service will consist of a spring and a fall start-up and 2 additional inspections. We will provide and replace the air filters during each scheduled service. During the spring service we will clean air-cooled condenser coil surfaces. We will supply and replace the blower belts once annually during the spring service. Thank you for this opportunity and I hope we are able to earn your business. Sincerely, O.G. Morcom Jr Business Development Southern Air, Inc. Page 2 of 8 87194 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Scope of Work This agreement is between Southern Air, Inc. and PITTSYLVANIA COUNTY ADMINISTRATION located at 11880 us - 29 Chatham , VA 24531. Southern Air, Inc. will provide the customer with the applicable maintenance services listed below. This covers the equipment listed in the Equipment Inventory attached to this Preventive Maintenance Agreement. Test Equipment and Components • Safety Controls • Refrigerant Charge • Sub-Cooling / Superheat • Compressor and Motor Windings • Flue Gas • Combustion & Draft • Temperature Split • Voltage • Amperage Draws on Motors Inspect Equipment Operation & Component Integrity • Compressor Operation • Refrigerant Oil • Oil Level • For Refrigerant & Oil Leaks Visually • Condenser Coil Surfaces • High & Low Pressure Switch Operation • Unloader Operation • Crankcase Heater • Contactor Operation • Belt Integrity • Condenser Fan & Motor Operation • Evaporator Fan & Motor Operation • Motor Mounts • Flame Composition • Soot Buildup • Gas Train Operation & Ignition System • Aquastat & Low Water Cutoff • Cooling Tower Sump Clean Equipment & Components • Burner Orifices, Passages, and Nozzles • Pilot Tube & Igniter • Evaporator Coils not included unless noted Align Equipment Components • Belts • Pulleys & Sheaves • Drive Couplings Lubricate Equipment • Bearings • Drive Assembly • Linkages Tighten Components • Electrical Connections • Mounting Bolts • Pipe Clamps • Refrigerant Pipe Fasteners Adjust Components • Belt Tension • Burner Fuel Ratio • Gas Regulator Pressure • Limit Set Points • Sump Floats Page 3 of 8 88195 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment Inventory Equipment ID Location Make Model Serial Tons ENERGY RECOVERY UNIT ROOF GREENHECK ERCH-90-30L-24P 14807-148 24 ENERGY RECOVERY UNIT ROOF GREENHECK ERCH-90-30L-30P 14807-149 30 SPLIT SYSTEM AHU - MECH CLOSET LENNOX CBX27UH-030 1616H16487 2.5 COND - ON ROOF N/A N/A SPLIT SYSTEM AHU - MECH. CLOSET LENNOX CBX27UH-024 1616K02190 2 COND - ON ROOF N/A N/A Belt BX60 21/32X63 GRIPNOTCH COG BELT 2 Belt BX65 21/32X68 GRIPNOTCH COG BELT 2 Filter Pleated 20x20x1 2 Filter Pleated 20x20x2 32 Page 4 of 8 89196 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Custom Details This PM Agreement is for quarterly service and includes the following materials: Coil Cleaner - to wash the outside condenser coils Lubricants - for fans and blowers Pleated Filters - to be replaced at each service Drain pan Tablets - as needed NOTE: The evaporator coils and blowers will be inspected for cleanliness each service. If they are found to be in need of cleaning, there will be a separate quote provided for that cleaning. Page 5 of 8 90197 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions The following terms and conditions apply to the Preventive Maintenance Contract, between Southern Air, Inc. (“Contractor”), and the Customer. 1. Term of Agreement: This Agreement shall be in effect for twelve (12) months and shall automatically renew unless terminated by written notice from either party thirty (30) days prior to the annual renewal date. The rates charged under this Agreement are subject to adjustment annually to reflect increased labor, material and other costs. 2. Scope of Services and Fees: The intent of this Agreement is to provide routine preventive maintenance service on the Customer’s equipment listed in the attached Equipment Inventory. The services covered by this Agreement are listed in the Scope of Work attachment. Repairs, installations, and/or other services outside the preventive maintenance scope of work shall be billed as additional work using the rates and charges agreed upon herein. The Contractor shall include all applicable taxes in its invoices to the Customer. 3. Payment Terms: Terms of payment for Contractor invoices to the Customer are Net thirty (30) days. Invoices paid outside of these terms are subject to a late charge of 1.5% per month. In the event invoices are not paid within sixty (60) days, Contractor may stop all work under this Agreement without notice and may cancel this Agreement with no further obligation to provide services to the Customer and the unpaid balance of the annual contract amount shall become immediately due and payable. If the Customer pays by credit card a 3% charge will be added at the time of payment. 4. Governing Law: This Agreement shall be governed by and interpreted under the laws of the Commonwealth of Virginia. The Contractor and Customer consent to the exclusive jurisdiction of Lynchburg, Virginia for resolution of any disputes arising under this Agreement. The prevailing party in any dispute related to this Agreement shall be entitled to recover reasonable legal fees from the other party. 5. Indemnification: To the fullest extent permitted by law, the Contractor and Customer shall indemnify and hold harmless one another, their agents, officers and employees from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees arising out of or resulting from performance of work hereunder, provided that such claim, damage, loss or expense is caused in whole or in part by anyone for whose acts the responsible party may be liable. Action resulting from any claim arising from the performance, nonperformance or other reasons under this Agreement shall be commenced within one (1) year from the date of the event which caused such claim. Under no circumstances, whether arising in contract, tort, including negligence, or otherwise shall Contractor be responsible for loss of use, loss of profit, increased operating or maintenance expenses, claims of customers or tenants or any special, indirect or consequential damages. The Contractor shall not be liable for delays or failure to provide services due to conditions or circumstances outside of its reasonable control including but not limited to weather, strikes, war, riot, acts of God, unavailability of machinery, equipment or materials, or delays in transportation by third parties. 6. Davis-Bacon Act: Davis Bacon wage and benefit rates are not included in this proposal. If at any time during or after performance of the project it is determined that Davis Bacon wage and benefit rates are required, Southern Air will be compensated in full for any additional resulting costs. If Southern Air is awarded this project, this understanding will be incorporated in the terms of the contract. Page 6 of 8 91198 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions 7. Site Conditions: The Customer is responsible for providing the Contractor with clear and safe access to its facilities and equipment during the Contractor’s normal working hours. This includes allowing the Contractor to start and stop the equipment as required to perform the services contemplated hereunder. The Contractor shall not be responsible for relocation, replacement or alteration of the Customer’s building structure or any components thereof. The Contractor’s rates under this Agreement are contingent upon the Customer’s equipment being in a maintainable condition. If further inspection or subsequent events reveal this not to be the case, the Contractor shall provide the Customer with a quote for the necessary repairs. In the event that Customer elects not to authorize such repairs, the Contractor may either remove the unacceptable system(s), component(s), or part(s) from the scope of work of this Agreement and adjust its rates for the Agreement accordingly or cancel the Agreement. During the term of this Agreement, the Customer shall permit only the Contractor’s personnel or agents to perform the work included in the scope of this Agreement. In the event that others perform such work, the Contractor may elect to remove the affected equipment from the scope of work or cancel this Agreement. The Customer will notify the Contractor of any known defect, modification, or alteration of the covered equipment. Contractor has the option to adjust its fees or cancel the Agreement if the Customer makes material alterations to its facilities and/or to the equipment covered by this Agreement. The Contractor and Customer shall make available to one another all pertinent Material Safety Data Sheets (MSDS) pursuant to the OSHA Hazard Communication Standard Regulations. The Contractor’s obligations under this Agreement do not include the identification or removal of asbestos products or other hazardous substances. In the event that such products or substances are encountered, the Contractor’s sole obligation will be to notify the Customer of the existence of such products and substances. The Contractor shall have the right to suspend its work until such hazards are removed by the Customer, and the Contractor shall be entitled to an extension of time and to an equitable price adjustment for resulting suspensions or delays of its work. 8. Insurance: The Contractor shall maintain workers compensation insurance as required by the states where its services are provided. Coverages for bodily injury and property damage shall be maintained in accordance with industry standards, and the Contractor agrees to provide the Customer with satisfactory evidence that such insurance policies are in force. 9. Contractor Personnel: The Contractor shall provide qualified, properly trained and licensed personnel along with the necessary tools and equipment to perform the services under this Agreement. Customer agrees that during the course of this Agreement and for a period of one (1) year following the expiration thereof, however caused, Customer will not, without the express written consent of the Contractor, solicit or entice any employee of Contractor, who provided services under this Agreement to Customer, to leave employment with the Contractor for any purpose which is in competition with the services which are provided by the Contractor to the general public. Notwithstanding the above, the hiring of an individual as an employee in response to: (a) a general advertisement in a periodical, newspaper, internet source and the like, or (b) the voluntary inquiry by an employee concerning employment shall not be prohibited. In recognition of the Contractor’s investment in and reliance on its personnel in providing these services, the Customer further agrees that violation of this provision shall entitle the Contractor to remuneration from the Customer equal to thirty percent (30%) of the first year compensation for any of Contractor’s employees hired during the specified time period in addition to any other legal or equitable remedies which may be available to Contractor. Customer further agrees to pay Contractor’s reasonable attorneys’ fees and costs, if Contractor is the prevailing party in any dispute arising out of this provision. 10. Other: The Contractor and the Customer agree that these Terms and Conditions along with the attached schedules represent the entire Agreement between the parties. No other terms, scope of work, discussions or representations whether verbal or written which are not specifically contained herein shall be binding upon the parties to this Agreement. This Agreement is the property of the Contractor and is provided with the understanding that it is proprietary and for the Customer’s internal use only. Contractor shall not be held responsible for problems resulting from the original design of the system, obsolete equipment or components, damages attributable to weather conditions, power outages, or other basic utility failures, low voltage, electrical power distribution (whole or in part), low water pressure, safety testing, misuse or abuse of the system by Customer or others, failure of the Customer to properly operate the system, negligence by Customer or others, government regulations imposed subsequent to the date of this agreement, inspections or tests required by Customer’s insurance company and other causes beyond the Contractor’s control. Page 7 of 8 92199 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement This agreement is between Southern Air, Inc. (contractor) 2655 Lakeside Drive Lynchburg, Virginia 24501 and PITTSYLVANIA COUNTY ADMINISTRATION (customer), and is subject to the Preventive Maintenance Agreement Terms and Conditions, and the Scope of Work attached hereto. The total annual rate will be $3,012.00 from July 1, 2025 to June 30, 2026. The quarterly billing rate will be $753.00. ________________________________Signature of Contractor Representative ________________________________O.G. Morcom JrPrint name ________________________________Business DevelopmentTitle ________________________________May 5, 2025Date ________________________________Signature of Customer Representative ________________________________Print name ________________________________Title ________________________________Date Any repair work that may be needed will be performed at the prevailing contract rate. Normal business hours are Monday - Friday, 7:30am - 4pm. Any holiday, Saturday, Sunday, or hours other than listed above will be billed at 1.5 times the prevailing contract rate. A truck charge of $50.00 is applied to each trouble call. Benefits of Partnership • Ensure equipment is operating safely and efficiently. • Discounted labor rate for service calls. • Professional technicians experienced and trained in commercial HVAC systems. • Priority response to critical service calls 24/7. Southern Air Call Center Phone: 800-743-0747 E-mail: callcenter@southern-air.com Powered by TCPDF (www.tcpdf.org) Page 8 of 8 93200 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement Prepared for PITTSYLVANIA COUNTY ADMINISTRATION PARKS AND RECREATION / COMMUNITY CENTER - HVAC PREVENTIVE MAINTENANCE May 5, 2025 Page 1 of 8 94201 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 May 5, 2025 Connie Gibson / Tom Worley, We appreciate the opportunity to present this proposal for preventive maintenance. Listed below is a brief overview of this service. We will provide quarterly preventive maintenance service on the systems listed on the equipment page of this agreement. This service will consist of a spring and a fall start-up and 2 additional inspections. We will provide and replace the air filters during each scheduled service. During the spring service we will clean air-cooled condenser coil surfaces. We will supply and replace the blower belts once annually during the spring service. Thank you for this opportunity and I hope we are able to earn your business. Sincerely, O.G. Morcom Jr Business Development Southern Air, Inc. Page 2 of 8 95202 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Scope of Work This agreement is between Southern Air, Inc. and PITTSYLVANIA COUNTY ADMINISTRATION located at 115 South Main Street Chatham , VA 24531. Southern Air, Inc. will provide the customer with the applicable maintenance services listed below. This covers the equipment listed in the Equipment Inventory attached to this Preventive Maintenance Agreement. Test Equipment and Components • Safety Controls • Refrigerant Charge • Sub-Cooling / Superheat • Compressor and Motor Windings • Flue Gas • Combustion & Draft • Temperature Split • Voltage • Amperage Draws on Motors Inspect Equipment Operation & Component Integrity • Compressor Operation • Refrigerant Oil • Oil Level • For Refrigerant & Oil Leaks Visually • Condenser Coil Surfaces • High & Low Pressure Switch Operation • Unloader Operation • Crankcase Heater • Contactor Operation • Belt Integrity • Condenser Fan & Motor Operation • Evaporator Fan & Motor Operation • Motor Mounts • Flame Composition • Soot Buildup • Gas Train Operation & Ignition System • Aquastat & Low Water Cutoff • Cooling Tower Sump Clean Equipment & Components • Burner Orifices, Passages, and Nozzles • Pilot Tube & Igniter • Evaporator Coils not included unless noted Align Equipment Components • Belts • Pulleys & Sheaves • Drive Couplings Lubricate Equipment • Bearings • Drive Assembly • Linkages Tighten Components • Electrical Connections • Mounting Bolts • Pipe Clamps • Refrigerant Pipe Fasteners Adjust Components • Belt Tension • Burner Fuel Ratio • Gas Regulator Pressure • Limit Set Points • Sump Floats Page 3 of 8 96203 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment Inventory Equipment ID Location Make Model Serial Tons GAS PACKAGE UNIT ROOF YORK DR120N15B2BZZ3000 NON70502198 10 GAS PACKAGE UNIT ROOF YORK DR180N24B2HAA2C NOA8582632 15 GAS PACKAGE UNIT ROOF YORK Y23BN42A1KANBI NOB8615372 30 GAS PACKAGE UNIT ROOF YORK DH078N10A2DAA4A NON7494527 6 Belt A56 1/2X58 SUPER GRIPBELT 2 Belt B45 21/32X48 SUPER GRIPBELT 1 Belt BX56 21/32X59 GRIPNOTCH COG BELT 2 Filter Pleated 16x20x2 4 Filter Pleated 16x25x2 12 Filter Pleated 20x25x2 10 Page 4 of 8 97204 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Custom Details This PM Agreement is for quarterly service and includes the following materials: Coil Cleaner - to wash the outside condenser coils Lubricants - for fans and blowers Pleated Filters - to be replaced at each service Drain pan Tablets - as needed NOTE: The evaporator coils and blowers will be inspected for cleanliness each service. If they are found to be in need of cleaning, there will be a separate quote provided for that cleaning. Page 5 of 8 98205 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions The following terms and conditions apply to the Preventive Maintenance Contract, between Southern Air, Inc. (“Contractor”), and the Customer. 1. Term of Agreement: This Agreement shall be in effect for twelve (12) months and shall automatically renew unless terminated by written notice from either party thirty (30) days prior to the annual renewal date. The rates charged under this Agreement are subject to adjustment annually to reflect increased labor, material and other costs. 2. Scope of Services and Fees: The intent of this Agreement is to provide routine preventive maintenance service on the Customer’s equipment listed in the attached Equipment Inventory. The services covered by this Agreement are listed in the Scope of Work attachment. Repairs, installations, and/or other services outside the preventive maintenance scope of work shall be billed as additional work using the rates and charges agreed upon herein. The Contractor shall include all applicable taxes in its invoices to the Customer. 3. Payment Terms: Terms of payment for Contractor invoices to the Customer are Net thirty (30) days. Invoices paid outside of these terms are subject to a late charge of 1.5% per month. In the event invoices are not paid within sixty (60) days, Contractor may stop all work under this Agreement without notice and may cancel this Agreement with no further obligation to provide services to the Customer and the unpaid balance of the annual contract amount shall become immediately due and payable. If the Customer pays by credit card a 3% charge will be added at the time of payment. 4. Governing Law: This Agreement shall be governed by and interpreted under the laws of the Commonwealth of Virginia. The Contractor and Customer consent to the exclusive jurisdiction of Lynchburg, Virginia for resolution of any disputes arising under this Agreement. The prevailing party in any dispute related to this Agreement shall be entitled to recover reasonable legal fees from the other party. 5. Indemnification: To the fullest extent permitted by law, the Contractor and Customer shall indemnify and hold harmless one another, their agents, officers and employees from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees arising out of or resulting from performance of work hereunder, provided that such claim, damage, loss or expense is caused in whole or in part by anyone for whose acts the responsible party may be liable. Action resulting from any claim arising from the performance, nonperformance or other reasons under this Agreement shall be commenced within one (1) year from the date of the event which caused such claim. Under no circumstances, whether arising in contract, tort, including negligence, or otherwise shall Contractor be responsible for loss of use, loss of profit, increased operating or maintenance expenses, claims of customers or tenants or any special, indirect or consequential damages. The Contractor shall not be liable for delays or failure to provide services due to conditions or circumstances outside of its reasonable control including but not limited to weather, strikes, war, riot, acts of God, unavailability of machinery, equipment or materials, or delays in transportation by third parties. 6. Davis-Bacon Act: Davis Bacon wage and benefit rates are not included in this proposal. If at any time during or after performance of the project it is determined that Davis Bacon wage and benefit rates are required, Southern Air will be compensated in full for any additional resulting costs. If Southern Air is awarded this project, this understanding will be incorporated in the terms of the contract. Page 6 of 8 99206 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions 7. Site Conditions: The Customer is responsible for providing the Contractor with clear and safe access to its facilities and equipment during the Contractor’s normal working hours. This includes allowing the Contractor to start and stop the equipment as required to perform the services contemplated hereunder. The Contractor shall not be responsible for relocation, replacement or alteration of the Customer’s building structure or any components thereof. The Contractor’s rates under this Agreement are contingent upon the Customer’s equipment being in a maintainable condition. If further inspection or subsequent events reveal this not to be the case, the Contractor shall provide the Customer with a quote for the necessary repairs. In the event that Customer elects not to authorize such repairs, the Contractor may either remove the unacceptable system(s), component(s), or part(s) from the scope of work of this Agreement and adjust its rates for the Agreement accordingly or cancel the Agreement. During the term of this Agreement, the Customer shall permit only the Contractor’s personnel or agents to perform the work included in the scope of this Agreement. In the event that others perform such work, the Contractor may elect to remove the affected equipment from the scope of work or cancel this Agreement. The Customer will notify the Contractor of any known defect, modification, or alteration of the covered equipment. Contractor has the option to adjust its fees or cancel the Agreement if the Customer makes material alterations to its facilities and/or to the equipment covered by this Agreement. The Contractor and Customer shall make available to one another all pertinent Material Safety Data Sheets (MSDS) pursuant to the OSHA Hazard Communication Standard Regulations. The Contractor’s obligations under this Agreement do not include the identification or removal of asbestos products or other hazardous substances. In the event that such products or substances are encountered, the Contractor’s sole obligation will be to notify the Customer of the existence of such products and substances. The Contractor shall have the right to suspend its work until such hazards are removed by the Customer, and the Contractor shall be entitled to an extension of time and to an equitable price adjustment for resulting suspensions or delays of its work. 8. Insurance: The Contractor shall maintain workers compensation insurance as required by the states where its services are provided. Coverages for bodily injury and property damage shall be maintained in accordance with industry standards, and the Contractor agrees to provide the Customer with satisfactory evidence that such insurance policies are in force. 9. Contractor Personnel: The Contractor shall provide qualified, properly trained and licensed personnel along with the necessary tools and equipment to perform the services under this Agreement. Customer agrees that during the course of this Agreement and for a period of one (1) year following the expiration thereof, however caused, Customer will not, without the express written consent of the Contractor, solicit or entice any employee of Contractor, who provided services under this Agreement to Customer, to leave employment with the Contractor for any purpose which is in competition with the services which are provided by the Contractor to the general public. Notwithstanding the above, the hiring of an individual as an employee in response to: (a) a general advertisement in a periodical, newspaper, internet source and the like, or (b) the voluntary inquiry by an employee concerning employment shall not be prohibited. In recognition of the Contractor’s investment in and reliance on its personnel in providing these services, the Customer further agrees that violation of this provision shall entitle the Contractor to remuneration from the Customer equal to thirty percent (30%) of the first year compensation for any of Contractor’s employees hired during the specified time period in addition to any other legal or equitable remedies which may be available to Contractor. Customer further agrees to pay Contractor’s reasonable attorneys’ fees and costs, if Contractor is the prevailing party in any dispute arising out of this provision. 10. Other: The Contractor and the Customer agree that these Terms and Conditions along with the attached schedules represent the entire Agreement between the parties. No other terms, scope of work, discussions or representations whether verbal or written which are not specifically contained herein shall be binding upon the parties to this Agreement. This Agreement is the property of the Contractor and is provided with the understanding that it is proprietary and for the Customer’s internal use only. Contractor shall not be held responsible for problems resulting from the original design of the system, obsolete equipment or components, damages attributable to weather conditions, power outages, or other basic utility failures, low voltage, electrical power distribution (whole or in part), low water pressure, safety testing, misuse or abuse of the system by Customer or others, failure of the Customer to properly operate the system, negligence by Customer or others, government regulations imposed subsequent to the date of this agreement, inspections or tests required by Customer’s insurance company and other causes beyond the Contractor’s control. Page 7 of 8 100207 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement This agreement is between Southern Air, Inc. (contractor) 2655 Lakeside Drive Lynchburg, Virginia 24501 and PITTSYLVANIA COUNTY ADMINISTRATION (customer), and is subject to the Preventive Maintenance Agreement Terms and Conditions, and the Scope of Work attached hereto. The total annual rate will be $2,844.00 from July 1, 2025 to June 30, 2026. The quarterly billing rate will be $711.00. ________________________________Signature of Contractor Representative ________________________________O.G. Morcom JrPrint name ________________________________Business DevelopmentTitle ________________________________May 5, 2025Date ________________________________Signature of Customer Representative ________________________________Print name ________________________________Title ________________________________Date Any repair work that may be needed will be performed at the prevailing contract rate. Normal business hours are Monday - Friday, 7:30am - 4pm. Any holiday, Saturday, Sunday, or hours other than listed above will be billed at 1.5 times the prevailing contract rate. A truck charge of $50.00 is applied to each trouble call. Benefits of Partnership • Ensure equipment is operating safely and efficiently. • Discounted labor rate for service calls. • Professional technicians experienced and trained in commercial HVAC systems. • Priority response to critical service calls 24/7. Southern Air Call Center Phone: 800-743-0747 E-mail: callcenter@southern-air.com Powered by TCPDF (www.tcpdf.org) Page 8 of 8 101208 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement Prepared for PITTSYLVANIA COUNTY ADMINISTRATION May 5, 2025 Page 1 of 9 102209 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 May 5, 2025 Connie Gibson / Tom Worley, We appreciate the opportunity to present this proposal for preventive maintenance. Listed below is a brief overview of this service. We will provide semi-annual preventive maintenance service on the systems listed on the equipment page of this agreement. This service will consist of a spring and a fall start-up. We will provide and replace the air filters during each scheduled service. During the spring service we will clean air- cooled condenser coil surfaces. Thank you for this opportunity and I hope we are able to earn your business. Sincerely, O.G. Morcom Jr Business Development Southern Air, Inc. Page 2 of 9 103210 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Scope of Work This agreement is between Southern Air, Inc. and PITTSYLVANIA COUNTY ADMINISTRATION located at various locations. Southern Air, Inc. will provide the customer with the applicable maintenance services listed below. This covers the equipment listed in the Equipment Inventory attached to this Preventive Maintenance Agreement. Test Equipment and Components • Safety Controls • Refrigerant Charge • Sub-Cooling / Superheat • Compressor and Motor Windings • Flue Gas • Combustion & Draft • Temperature Split • Voltage • Amperage Draws on Motors Inspect Equipment Operation & Component Integrity • Compressor Operation • Refrigerant Oil • Oil Level • For Refrigerant & Oil Leaks Visually • Condenser Coil Surfaces • High & Low Pressure Switch Operation • Unloader Operation • Crankcase Heater • Contactor Operation • Belt Integrity • Condenser Fan & Motor Operation • Evaporator Fan & Motor Operation • Motor Mounts • Flame Composition • Soot Buildup • Gas Train Operation & Ignition System • Aquastat & Low Water Cutoff • Cooling Tower Sump Clean Equipment & Components • Burner Orifices, Passages, and Nozzles • Pilot Tube & Igniter • Evaporator Coils not included unless noted Align Equipment Components • Belts • Pulleys & Sheaves • Drive Couplings Lubricate Equipment • Bearings • Drive Assembly • Linkages Tighten Components • Electrical Connections • Mounting Bolts • Pipe Clamps • Refrigerant Pipe Fasteners Adjust Components • Belt Tension • Burner Fuel Ratio • Gas Regulator Pressure • Limit Set Points • Sump Floats Page 3 of 9 104211 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment Inventory Equipment ID Location Make Model Serial Tons CHATHAM N. MAIN TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3090 WALL MOUNTED PACKAGE UNIT WALL MTD.-RIGHT SI...BARD W24AB-A05XPXXXJ 434D203758525-02 2 Filter Pleated 16x25x1 1 Other WATER-ALL SITES EXCEPT SMITH MTN. SITE 2 CASCADE TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3085 WALL MOUNTED PACKAGE UNIT WALL MTD.-BACK OF ...BARD WA242-A05XWXXXJ I40F02179525-02 3.5 Filter Pleated 16x25x1 1 WALL MOUNTED PACKAGE UNIT WALL MTD.-BACK OF ...BARD WA242-A05XWXXXJ I40F021729511-02 3.5 Filter Pleated 16x25x1 1 BLAIRS TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3089 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W70L1-A05XWXXXJ 337F122904375-02 6 Filter Pleated 20x30x1 1 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W70L1-A05XWXXXJ 337F122904379-02 6 Filter Pleated 20x30x1 1 RINGGOLD TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3088 WALL MOUNTED PACKAGE UNIT WALL MTD.-RIGHT SI...BARD W30L1-A05XWXXXJ 298K122944240-02 2.5 Filter Pleated 16x30x1 1 WALL MOUNTED PACKAGE UNIT WALL MTD.-RIGHT SI...BARD W30L1-A05XWXXXJ 298KC122885575-02 2.5 Filter Pleated 16x30x1 1 CHATHAM FRANKLIN TURNPIKE TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3091 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W24L1-A05XWXXXJ 314J122925306-02 2 Filter Pleated 16x25x1 1 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W24L1-A05XWXXXJ 314J122930564-02 2 Filter Pleated 16x25x1 1 DRY FORK TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3086 WALL MOUNTED PACKAGE UNIT WALL MTD.-BACK OF ...MARVAIR AVPA24ACCA040M5L FJ-F166522-0-2 2 Filter Pleated 16x25x1 1 Page 4 of 9 105212 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Equipment ID Location Make Model Serial Tons DANVILLE TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3087 WALL MOUNTED PACKAGE UNIT WALL MITD.-FRONT O...MARVAIR AVPA24ACA040M5U-A5-100 FJ-F168522-0-1 2 Filter Pleated 16x25x1 1 GRETNA ROCKFORD SCHOOL TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3092 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W36L1-A05XWXXXJ 309L122952893-02 3 Filter Pleated 16x30x1 1 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W36L1-A05XWXXXJ 309L1229582890-02 3 Filter Pleated 16x30x1 1 ALTAVISTA TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3095 WALL MOUNTED PACKAGE UNIT WALL MOUNTED-BACK ...BARD W30L1-A05XWXXXJ 298M112848130-02 2.5 Filter Pleated 16x30x1 1 WALL MOUNTED PACKAGE UNIT WALL MOUNTED-BACK ...BARD W30L1-A05XWXXXJ 298A132977793-02 2.5 Filter Pleated 16x30x1 1 GRETNA RENAN ROAD TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3094 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W30L1-A05XWXXXJ 298A132977791-02 2.5 Filter Pleated 16x30x1 1 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD W30L1-A05XWXXXJ 298A132977792-02 2.5 Filter Pleated 16x30x1 1 SANDY LEVEL TOWER SITE - HVAC PREVENTIVE MAINTENANCE Quote : 3093 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD WA242-A05XWXXXJ 140F021728527-02 3.5 Filter Pleated 16x25x1 1 WALL MOUNTED PACKAGE UNIT WALL MTD.-FRONT OF...BARD WA242-A05XWXXXJ 140F021728518-02 3.5 Filter Pleated 16x25x1 1 Page 5 of 9 106213 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Custom Details This PM Agreement is for semi-annual service and includes the following materials: Coil Cleaner - to wash the outside condenser coils Lubricants - for fans and blowers Pleated Filters - to be replaced at each service Drain pan Tablets - as needed NOTE: The evaporator coils and blowers will be inspected for cleanliness each service. If they are found to be in need of cleaning, there will be a separate quote provided for that cleaning. NOTE : This proposal is based on the customer providing a vehicle with driver and water tank to service the Smith Mountain Lake site. Page 6 of 9 107214 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions The following terms and conditions apply to the Preventive Maintenance Contract, between Southern Air, Inc. (“Contractor”), and the Customer. 1. Term of Agreement: This Agreement shall be in effect for twelve (12) months and shall automatically renew unless terminated by written notice from either party thirty (30) days prior to the annual renewal date. The rates charged under this Agreement are subject to adjustment annually to reflect increased labor, material and other costs. 2. Scope of Services and Fees: The intent of this Agreement is to provide routine preventive maintenance service on the Customer’s equipment listed in the attached Equipment Inventory. The services covered by this Agreement are listed in the Scope of Work attachment. Repairs, installations, and/or other services outside the preventive maintenance scope of work shall be billed as additional work using the rates and charges agreed upon herein. The Contractor shall include all applicable taxes in its invoices to the Customer. 3. Payment Terms: Terms of payment for Contractor invoices to the Customer are Net thirty (30) days. Invoices paid outside of these terms are subject to a late charge of 1.5% per month. In the event invoices are not paid within sixty (60) days, Contractor may stop all work under this Agreement without notice and may cancel this Agreement with no further obligation to provide services to the Customer and the unpaid balance of the annual contract amount shall become immediately due and payable. If the Customer pays by credit card a 3% charge will be added at the time of payment. 4. Governing Law: This Agreement shall be governed by and interpreted under the laws of the Commonwealth of Virginia. The Contractor and Customer consent to the exclusive jurisdiction of Lynchburg, Virginia for resolution of any disputes arising under this Agreement. The prevailing party in any dispute related to this Agreement shall be entitled to recover reasonable legal fees from the other party. 5. Indemnification: To the fullest extent permitted by law, the Contractor and Customer shall indemnify and hold harmless one another, their agents, officers and employees from and against all claims, damages, losses, and expenses, including but not limited to attorneys’ fees arising out of or resulting from performance of work hereunder, provided that such claim, damage, loss or expense is caused in whole or in part by anyone for whose acts the responsible party may be liable. Action resulting from any claim arising from the performance, nonperformance or other reasons under this Agreement shall be commenced within one (1) year from the date of the event which caused such claim. Under no circumstances, whether arising in contract, tort, including negligence, or otherwise shall Contractor be responsible for loss of use, loss of profit, increased operating or maintenance expenses, claims of customers or tenants or any special, indirect or consequential damages. The Contractor shall not be liable for delays or failure to provide services due to conditions or circumstances outside of its reasonable control including but not limited to weather, strikes, war, riot, acts of God, unavailability of machinery, equipment or materials, or delays in transportation by third parties. 6. Davis-Bacon Act: Davis Bacon wage and benefit rates are not included in this proposal. If at any time during or after performance of the project it is determined that Davis Bacon wage and benefit rates are required, Southern Air will be compensated in full for any additional resulting costs. If Southern Air is awarded this project, this understanding will be incorporated in the terms of the contract. Page 7 of 9 108215 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Terms and Conditions 7. Site Conditions: The Customer is responsible for providing the Contractor with clear and safe access to its facilities and equipment during the Contractor’s normal working hours. This includes allowing the Contractor to start and stop the equipment as required to perform the services contemplated hereunder. The Contractor shall not be responsible for relocation, replacement or alteration of the Customer’s building structure or any components thereof. The Contractor’s rates under this Agreement are contingent upon the Customer’s equipment being in a maintainable condition. If further inspection or subsequent events reveal this not to be the case, the Contractor shall provide the Customer with a quote for the necessary repairs. In the event that Customer elects not to authorize such repairs, the Contractor may either remove the unacceptable system(s), component(s), or part(s) from the scope of work of this Agreement and adjust its rates for the Agreement accordingly or cancel the Agreement. During the term of this Agreement, the Customer shall permit only the Contractor’s personnel or agents to perform the work included in the scope of this Agreement. In the event that others perform such work, the Contractor may elect to remove the affected equipment from the scope of work or cancel this Agreement. The Customer will notify the Contractor of any known defect, modification, or alteration of the covered equipment. Contractor has the option to adjust its fees or cancel the Agreement if the Customer makes material alterations to its facilities and/or to the equipment covered by this Agreement. The Contractor and Customer shall make available to one another all pertinent Material Safety Data Sheets (MSDS) pursuant to the OSHA Hazard Communication Standard Regulations. The Contractor’s obligations under this Agreement do not include the identification or removal of asbestos products or other hazardous substances. In the event that such products or substances are encountered, the Contractor’s sole obligation will be to notify the Customer of the existence of such products and substances. The Contractor shall have the right to suspend its work until such hazards are removed by the Customer, and the Contractor shall be entitled to an extension of time and to an equitable price adjustment for resulting suspensions or delays of its work. 8. Insurance: The Contractor shall maintain workers compensation insurance as required by the states where its services are provided. Coverages for bodily injury and property damage shall be maintained in accordance with industry standards, and the Contractor agrees to provide the Customer with satisfactory evidence that such insurance policies are in force. 9. Contractor Personnel: The Contractor shall provide qualified, properly trained and licensed personnel along with the necessary tools and equipment to perform the services under this Agreement. Customer agrees that during the course of this Agreement and for a period of one (1) year following the expiration thereof, however caused, Customer will not, without the express written consent of the Contractor, solicit or entice any employee of Contractor, who provided services under this Agreement to Customer, to leave employment with the Contractor for any purpose which is in competition with the services which are provided by the Contractor to the general public. Notwithstanding the above, the hiring of an individual as an employee in response to: (a) a general advertisement in a periodical, newspaper, internet source and the like, or (b) the voluntary inquiry by an employee concerning employment shall not be prohibited. In recognition of the Contractor’s investment in and reliance on its personnel in providing these services, the Customer further agrees that violation of this provision shall entitle the Contractor to remuneration from the Customer equal to thirty percent (30%) of the first year compensation for any of Contractor’s employees hired during the specified time period in addition to any other legal or equitable remedies which may be available to Contractor. Customer further agrees to pay Contractor’s reasonable attorneys’ fees and costs, if Contractor is the prevailing party in any dispute arising out of this provision. 10. Other: The Contractor and the Customer agree that these Terms and Conditions along with the attached schedules represent the entire Agreement between the parties. No other terms, scope of work, discussions or representations whether verbal or written which are not specifically contained herein shall be binding upon the parties to this Agreement. This Agreement is the property of the Contractor and is provided with the understanding that it is proprietary and for the Customer’s internal use only. Contractor shall not be held responsible for problems resulting from the original design of the system, obsolete equipment or components, damages attributable to weather conditions, power outages, or other basic utility failures, low voltage, electrical power distribution (whole or in part), low water pressure, safety testing, misuse or abuse of the system by Customer or others, failure of the Customer to properly operate the system, negligence by Customer or others, government regulations imposed subsequent to the date of this agreement, inspections or tests required by Customer’s insurance company and other causes beyond the Contractor’s control. Page 8 of 9 109216 License Numbers: VA 2701001733 • WV 001545 • NC L.34582 & U.33082 Preventive Maintenance Agreement This agreement is between Southern Air, Inc. (contractor) 2655 Lakeside Drive Lynchburg, Virginia 24501 and PITTSYLVANIA COUNTY ADMINISTRATION (customer), and is subject to the Preventive Maintenance Agreement Terms and Conditions, and the Scope of Work attached hereto. The total annual rate will be $6,906.00 from July 1, 2025 to June 30, 2026. The semi-annual billing rate will be $3,453.00. ________________________________Signature of Contractor Representative ________________________________O.G. Morcom JrPrint name ________________________________Business DevelopmentTitle ________________________________May 5, 2025Date ________________________________Signature of Customer Representative ________________________________Print name ________________________________Title ________________________________Date Any repair work that may be needed will be performed at the prevailing contract rate. Normal business hours are Monday - Friday, 7:30am - 4pm. Any holiday, Saturday, Sunday, or hours other than listed above will be billed at 1.5 times the prevailing contract rate. A truck charge of $50.00 is applied to each trouble call. Benefits of Partnership • Ensure equipment is operating safely and efficiently. • Discounted labor rate for service calls. • Professional technicians experienced and trained in commercial HVAC systems. • Priority response to critical service calls 24/7. Southern Air Call Center Phone: 800-743-0747 E-mail: callcenter@southern-air.com Powered by TCPDF (www.tcpdf.org) Page 9 of 9 110217 C. Assigned Personnel111218 C. Assigned Personnel (800) 743-1214  SOUTHERN-AIR.COM Executive Management: Board of Directors Cell # Office # Paul Denham, President (434) 942-0058 (800) 743-0747 Robert Burrill, CFO (434) 841-6821 (800) 743-0747 Greg Graham, VP (434) 942-7238 (800) 743-0747 Doug Davidson, VP (434) 907-4243 (800) 743-0747 Neal Fowler, VP (434) 907-2268 (800) 743-0747 Charles Cardwell, VP (434) 942-4234 (800) 743-0747 Foster Beeker, VP (434) 942-2970 (800) 743-0747 Jim Moses, VP (434) 426-6776 (800) 743-0747 Key Personnel – Pittsylvania County: Key Personnel Cell # Office # Jody Rising, Branch Manager (434) 509-3893 (800) 743-0747 Kris Wrenn, Service Manager (336) 312-5235 (800) 743-0747 O.G. Morcom, Business Development (434) 941-1690 (800) 743-0747 Steve Vest, Field Supervisor (434) 770-0835 (800) 743-0747 Tommy Gay, Safety Director (434) 401-7294 (800) 743-0747 Primary Contact- O.G. Morcom Secondary Contact – Kris Wrenn 112219 D. Experience113220 D. Experience (800) 743-1214  SOUTHERN-AIR.COM Maintenance Contracts Location Contract Chesterfield County Public Schools Chesterfield, VA $1.0M Virginia Military Institute Lexington, VA $1.2M Amherst County Admin Amherst, VA $98K Amherst County Public Schools Rockingham County Admin Amherst, VA Harrisonburg, VA $.5M $49K Government Projects HRC Jail Harrisonburg, VA $4.0M Fredericksburg Courthouse Fredericksburg, VA $9.1M Richmond Main Street Station Richmond, VA $7M Grant County Courthouse Petersburg, WV $.6M Tazewell County Jail & Courthouse Tazewell, VA $3.1M Roanoke County Public Safety Bldg. Roanoke County, VA $5.5M Stafford County Public Safety Bldg. Stafford, VA $9.5M Meherrin River Regional Jail Brunswick County, VA $9.1M FEMA Emergency Operations Facility Northern VA $5.5M FEMA Logistics Center Northern VA $3.9M Amherst Regional Jail Amherst, VA $9.8M Southwest VA Regional Jails Grundy, VA $2.4M Nelson County Courthouse Lovingston, VA $1.5M Campbell County Utilities & Service Authority Campbell County, VA $.7M Poff Federal Building Roanoke, VA $15M Mount Weather Shenandoah, VA $5.5M NGIC Charlottesville, VA $6.2M Amherst County Schools EMS Amherst, VA $22.6M Radford University Reed/Currie Hall Radford, VA $7.0M VMI Indoor Training Facility Lexington, VA $8.8M Virginia Tech New Academic Building Blacksburg, VA $3.4M Virginia Tech CID Dorm Blacksburg, VA $24.5M Longwood Curry/Frazer Dorm Farmville, VA $18M JMU Steam Plant Harrisonburg, VA $4.5M JMU Grace Street Dorm Harrisonburg, VA $4.6M Virginia Tech Football Locker Room Blacksburg, VA $2.7M Virginia Tech Ambler Johnston Hall Blacksburg, VA $5.5M Longwood Off Campus Housing Farmville, VA $9.2M Virginia Tech Indoor Football Facility Blacksburg, VA $1.8M Longwood University Steam Plant Farmville, VA $4.5M UVA Chiller Plant Charlottesville, VA $1.4M Heritage High School Lynchburg, VA $15M 114221 D. Experience (800) 743-1214  SOUTHERN-AIR.COM Pittsylvania County Maintenance Contract Chatham, VA 3 Buildings 11 Tower Sites HVAC & BAS Services Chilled Water Systems Boiler Systems HVAC Systems Water Treatment Two Technicians assigned 115222 D. Experience (800) 743-1214  SOUTHERN-AIR.COM Amherst County Maintenance Contract Amherst, VA Administrative & School Buildings HVAC & BAS Services Chilled Water Systems Boiler Systems HVAC Systems Water Treatment Three Technicians assigned 116223 E. References117224 E. References (800) 743-1214  SOUTHERN-AIR.COM 1. Virginia Military Institute POC - Todd Willey Email - willeytj@vmi.edu Phone - 540-464-7947 2. Amherst County Administration POC - Melissa Woodard Email - mwoodard@countyofamherst.com Phone - 434-946-9308 3. Danville Community College POC - Alonzo Jones Email - Alonzo.jones@danville.edu Phone - 434-797-8427 118225 H. Current Workload & Reference119226 H. Current Workload & Reference (800) 743-1214  SOUTHERN-AIR.COM Current Workload & Reference At Southern Air we have 200 technicians managing over $15 Million in contracts across Virginia, West Virginia, and North Carolina. Pittsylvania County will be supported by an assigned team of dedicated technicians. In addition, we have 59 technicians within 90 minutes of the county. 120227 I. Corporate Structure121228 Paul Denham PresidentCharles CardwellExecutive VPNeal FowlerService VPKris WrennService ManagerFoster BeekerService VPIndustrial Field Crew& Code WeldersService TechniciansHarrisonburgService TechniciansHarrisonburgJody RisingBranch ManagerO.G. MorcomBusiness DevelopmentSteve VestField SupervisorDemond GunterTechnician*maintenance services will be self-performed122229 J. Costs of Service123230 124 $6,022.00 Annual Amount Per Connie Gibson on 5/5/25, leave blank $1,060.00 Annual Amount 11,792.00 7,082.00 $4,842.00 Annual Amount $2,890.00 Annual Amount $4,060.00 Annual Amount $753.00 3,012.00 Annual Amount $711.00 2,844.00 Annual Amount $3,453.00 6,906.00 Annual Amount 31,636,00 110.00 165.00 same as above 50.00 Truck Charge/ $35 Fuel Surcharge 231 K. State Corporation Commission Certificate125232 126233 L. Forms127234 128 $6,022.00 Annual Amount Per Connie Gibson on 5/5/25, leave blank $1,060.00 Annual Amount 11,792.00 7,082.00 $4,842.00 Annual Amount $2,890.00 Annual Amount $4,060.00 Annual Amount $753.00 3,012.00 Annual Amount $711.00 2,844.00 Annual Amount $3,453.00 6,906.00 Annual Amount 31,636,00 110.00 165.00 same as above 50.00 Truck Charge/ $35 Fuel Surcharge 235 129236 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No): FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILELIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBEREXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANYPROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZEDREPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIREDAUTOS ONLY 130237 Employee Training Log April 29, 2025 P.O. Box 4205 Lynchburg, VA 24502 (434) 385-6200 Employee: Vest, Stephen Employee #: 99596 Job Title: Technician Description Eff Date Exp Date Skill Tester Notes Arc Flash 2021-10-08 2024-10-08 Nelson Crawford Cfc Refrigeration Card 1994-01-26 Universal - Mainstream Engineering Electrical Safety 2019-05-16 Michael Shelton First Aid & Cpr 2022-05-13 2024-05-13 Nelson Crawford Harrassment Awareness 2019-10-17 2020-10-17 Michael Shelton HVAC Code Ceu 2023-01-20 Jerry Jennings Sr Kinder Morgan Orientation 2017-04-13 2018-04-13 Isnetworld Master HVAC 2018-02-02 2026-02-28 DPOR Orientation/safety 2014-05-30 John Plazak pk Hw-comfort Boilers 2021-07-15 2022-07-15 Patterson-kelley Pretask Planning Fman & Lman 2024-05-02 Nelson Crawford Laser Alignment - Pumps/motors 2024-04-08 Hoffman Hydronics HVAC Pump School 2024-03-14 Hoffman Hydronics Basic Controls & Troubleshooting 2024-03-08 Power Flame Basic Combustion - Power Flame Burner 2024-03-06 Power Flame pk Boiler Startup & Service 2019-06-13 Harsco Industrial - Schultz & James Pneumatic Controls 2018-10-03 Acr Supply LG Install & Service Training 2017-11-03 Acr Supply Driving Safety 2024-05-02 Nelson Crawford Ladder Safety 2024-05-02 Nelson Crawford Reverse Signal Operation 2014-05-30 John Plazak 131238 Employee Training Log April 29, 2025 P.O. Box 4205 Lynchburg, VA 24502 (434) 385-6200 Employee: Vest, Stephen Employee #: 99596 Job Title: Technician Description Eff Date Exp Date Skill Tester Notes COVID-19 VOSH Training Video 2020-09-17 Online 2022-09-18 Online 2021-09-08 Online 2024-02-05 Online Harassment Training Video for Supervisors 2024-02-08 Online Harassment Training Video for Supervisors 2022-09-29 Online 2022-09-18 Online 2021-09-08 Online 2024-02-05 Online Harassment, Sexual Harassment, and Discrimination Awareness and Prevention video 2021-09-08 Online Harassment, Sexual Harassment, and Discrimination Awareness and Prevention video 2022-09-18 Online Harassment Training 2024-02-05 Online Powered by TCPDF (www.tcpdf.org) 132239 Employee Training Log April 29, 2025 P.O. Box 4205 Lynchburg, VA 24502 (434) 385-6200 Employee: Gunter, Demond Employee #: 100472 Job Title: Technician Description Eff Date Exp Date Skill Tester Notes Arc Flash 2022-05-12 2025-05-12 Nelson Crawford Electrical Safety 2019-05-16 Michael Shelton First Aid & Cpr 2023-01-24 2025-01-24 Nelson Crawford Harrassment Awareness 2019-10-17 2020-10-17 Michael Shelton Lock Out / Tag Out 2024-11-12 Nelson Crawford Orientation/safety 2018-12-13 Robert Cash pk Hw-comfort Boilers 2021-07-15 2022-07-15 Patterson-kelley Compressor Operation & Service 2022-12-08 Acr Reverse Signal Operation 2018-12-13 Robert Cash Scissor/boom Lift 2018-12-13 Robert Cash Silica Awareness 2018-12-13 Robert Cash 133240 Employee Training Log April 29, 2025 P.O. Box 4205 Lynchburg, VA 24502 (434) 385-6200 Employee: Gunter, Demond Employee #: 100472 Job Title: Technician Description Eff Date Exp Date Skill Tester Notes COVID-19 VOSH Training Video 2020-09-18 Online 2024-02-16 Online 2022-09-22 Online 2021-09-15 Online Harassment Training Video for Supervisors 2022-09-29 Online Harassment Training Video for Supervisors 2024-03-08 Online 2021-09-15 Online 2024-02-16 Online 2022-09-22 Online Harassment, Sexual Harassment, and Discrimination Awareness and Prevention video 2022-09-22 Online Harassment, Sexual Harassment, and Discrimination Awareness and Prevention video 2021-09-15 Online Harassment Training 2024-02-16 Online Powered by TCPDF (www.tcpdf.org) 134241 County of Pittsylvania, VA Contract Number: 20250710 This contract entered into this 1st day of July 2025 by Southern Air Inc. hereinafter called the “Contractor” and County of Pittsylvania 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 County of Pittsylvania as set forth in the RFP 20250410 and proposal received. PERIOD OF PERFORMANCE: PERIOD OF PERFORMANCE: from 07/01/2025 through 06/30/2026 with four (4) 1- year renewals. The contract documents shall consist of: A. This signed form; B. The following portions of the Request for Proposals dated April 10, 2025: (1) Scope of services, (2) The General and Special Terms and Conditions C. The Provider’s Proposal dated May 13, 2025 to include cost; IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby. CONTRACTOR: PURCHASING AGENCY: By: _________________________________________ By: _______________________________ Title: _________________________________________ Title: _______________________________ Date: _________________________________________ Date: ________________________________ 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 242 7.k. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Fire and Rescue Property and Accidental/ Sickness Insurance Contract Award Approval Staff Contact(s): Connie Gibson Agenda Date: June 17, 2025 Item Number: 7.k. Attachment(s): 1. Chesterfield proposal Update 2. CONTRACT Reviewed By: SUMMARY: The County recently issued a Request for Proposal (RFP) for Fire and Rescue Insurance. Two (2) proposals were received and evaluated based on the criteria outlined in the RFP's. Chesterfield Insurers was ranked as the top vendor and was selected for the award. FINANCIAL IMPACT AND FUNDING SOURCE: Funds have been allocated. RECOMMENDATION: County Staff recommends the Board award the attached contract to Chesterfield Insurers. MOTION: "I make a Motion awarding the attached contract to Chesterfield Insurers." 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 266 267 268 269 270 271 272 273 274 275 276 277 278 279 280 281 282 283 284 285 286 287 288 289 290 291 292 County of Pittsylvania, VA Contract Number: 20250701 This contract entered into this 1st day of July, 2025 by Chesterfield Insurers hereinafter called the “Contractor” and County of Pittsylvania 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 County of Pittsylvania as set forth in the RFP 20250305 and proposal received. PERIOD OF PERFORMANCE: PERIOD OF PERFORMANCE: From 07/01/2025 through 06/30/2030. The contract documents shall consist of: A. This signed form; B. The following portions of the Request for Proposals dated March 5, 2025: (1) Scope of services, (2) The General and Special Terms and Conditions C. The Provider’s Proposal dated April 4, 2025 and; IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby. CONTRACTOR: PURCHASING AGENCY: By: _________________________________________ By: _______________________________ Title: _________________________________________ Title: _______________________________ Date: _________________________________________ Date: ________________________________ 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 293 7.l. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Service Weapon Purchase Approvals (Owens; Spencer; Walters; Warren) Staff Contact(s): Michael Taylor Agenda Date: June 17, 2025 Item Number: 7.l. Attachment(s): 1. M Taylor - Service Weapon Req Reviewed By: SUMMARY: As authorized by Virginia Code § 59.1-148.3, the following Sheriff’s Office personnel have requested to purchase their assigned duty weapons upon their retirement: • Michael Owens; Glock 23: Serial Number YHW485; and • Nathan Spencer; Glock 23: Serial Number YHW474; and • Terrance Walters; Glock 22: Serial Number YMT871; and • Daniel Warren; Glock 22: Serial Number YMT824. As with all transfers of firearms from the Sheriff's Office to eligible deputies at their retirement, a registered Federal Firearms Licensed dealer engaged in a business pertaining to the manufacture or importation of firearms and ammunition, or the interstate and intrastate sale of firearms, will make the transfer. The $1.00 received from Owens, Spencer, Walters, and Warren will be delivered to the County Treasurer with a letter of explanation. All documents related to that transfer will become a part of each personnel file. FINANCIAL IMPACT AND FUNDING SOURCE: Each firearm will be purchased for $1.00. RECOMMENDATION: County Staff recommends approving the transfer of Owens, Spencer, Walters, and Warren's service weapon to them for $1.00 each. 294 MOTION: “As authorized by Virginia Code § 59.1-148.3, I make a Motion approving the transfer of Owens, Spencer, Walters, and Warren's service weapon to them for $1.00 each." 295 296 7.m. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Renaming of a Portion of Oak Ridge Farm Road (Harville- Saunders Parkway) Staff Contact(s): Matthew Evans Agenda Date: June 17, 2025 Item Number: 7.m. Attachment(s): 1. Harville-Saunders Pkwy Reviewed By: SUMMARY: VDOT's Resident Engineer, Jay Craddock, has requested that the County rename a short segment of Oak Ridge Farm Road (Route 1260), from its connection with Harville-Saunders Parkway (Route 311) to its intersection with Vandola Church Road. The recommendation is to extend the Harville-Saunders Parkway name through this stretch for consistency. VDOT will manage the assignment of route numbers, and there are no residential properties affected by this change along the designated portion. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board follow Mr. Craddock's recommendation and rename a short segment of Oak Ridge Farm Road (Route 1260), from its connection with Harville-Saunders Parkway (Route 311) to its intersection with Vandola Church Road, as evinced on the attached map. MOTION: "I make a Motion to approve the renaming of a short segment of Oak Ridge Farm Road (Route 1260), from its connection with Harville-Saunders Parkway (Route 311) to its intersection with Vandola Church Road, as evinced on the attached map." 297 298 7.n. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Re-appointments: Library Board (Chatham-Blairs & Town of Hurt) Staff Contact(s): Kaylyn McCluster Agenda Date: June 17, 2025 Item Number: 7.n. Attachment(s): None Reviewed By: SUMMARY: The following two (2) Library Appointments will expire June 30, 2025: Karen Eades (Chatham-Blairs), and Michael Irby (Town of Hurt). Their respective Supervisors desire for each of them to be re-appointed for another four (4)-year term beginning on July 1, 2025, and expiring on June 30, 2029. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board reappoint the Library Board Members as detailed above." MOTION: "I make a Motion to re-appoint the Library Board Members as detailed above." 299 7.o. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Re-appointment: DPCS (Banister, Willie Fitzgerald) Staff Contact(s): Robert Tucker Agenda Date: June 17, 2025 Item Number: 7.o. Attachment(s): None Reviewed By: SUMMARY: Willie Fitzgerald is the current Banister District Representative on the DPCS Board, and his term will expire on June 30, 2025. Chairman Tucker desires for him to be re-appointed for another three (3)-year term beginning on July 1, 2025, and expiring on June 30, 2028. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board re-appoint Willie Fitzgerald to the DPCS Board as detailed above. MOTION: "I make a Motion to re-appoint Willie Fitzgerald to the DPCS Board as detailed above." 300 7.p. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Re-appointments: DSS (Banister & Callands-Gretna) Staff Contact(s): Kaylyn McCluster Agenda Date: June 17, 2025 Item Number: 7.p. Attachment(s): None Reviewed By: SUMMARY: The following two (2) DSS Board Appointments will expire June 30, 2025: Lee Cameron (Banister), and Lynn Dawson (Callands-Gretna). Their respective Supervisors desire for each of them to be re-appointed for another four (4)-year term beginning on July 1, 2025, and expiring on June 30, 2029. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board reappoint the DSS Board Members as detailed above. MOTION: "I make a Motion to re-appoint the DSS Board Members as detailed above." 301 7.q. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: Library Board (Callands-Gretna, Julie Ragsdale) Staff Contact(s): Darrell Dalton Agenda Date: June 17, 2025 Item Number: 7.q. Attachment(s): 1. 06-11-2025 Julie Ragsdale - Library Board Reviewed By: SUMMARY: York Pilson is the current Callands-Gretna District Representative on the Library Board. His term expires on June 30, 2025, and he does not wish to be reappointed. Julie Ragsdale is interested in serving in this capacity and Supervisor Dalton desires to appoint her to the Library Board for a four (4)-year term beginning on July 1, 2025, and expiring on June 30, 2029. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board appoint Julie Ragsdale to the Library Board as detailed above. MOTION: "I make a Motion to appoint Julie Ragsdale to the Library Board as detailed above." 302 Full Name Julie Ragsdale Full Address 1508 Sailors Creek Rd Callands, VA 24530 Election District Callands-Gretna Phone (434) 989-3745 Email jar5p@virginia.edu Board, Committee, or Commission of Interest Library Board Resume or Cover Letter Julie Ragsdale Resume Library Board.docx Education Background Doctorate of Education--Educational Psychology, University of Virginia Occupation Church Secretary Why do you want to serve on this Board? I would like to serve of the Board to insure that the wishes of the members of the Callands-Gretna district are represented on the Board. Additionally, I believe that literacy and access to the resources provided by our libraries are fundamental to the well being and education (primary, secondary, and continuing) of our communities. As such I wish to do my part to ensure that our library system remains vibrant and healthy both for current patrons and for generations to come. What special skills/interests/qualifications would benefit you in this appointment? In my educational career I have spent a significant amount of times in libraries, and have worked in several. I also have a background in social science research (both designing and implementing), and community outreach events and fundraising. Agree to complete all required filings and to adhere to the Code of Ethics/Model of Excellence Yes 303 JULIE RAGSDALE 1508 Sailors Creek Rd, Callands, VA 24530 | 434-989-3745 | jar5p@virginia.edu Objective I am seeking a position on the Pittsylvania County Library Board . I have completed a doctorate in educational psychology. I have a background in student service oriented positions, library services, and community outreach. Employment History Secretary 04/2015 – Present Hollywood Baptist Church Chatham, VA Provided clerical support for a small office. Duties included: answering phones, interacting with church members, book keeping, record keeping, and church correspondence. I also helped the church digitize records, manage their social media, and transition into providing online services. I served on the church missions committee and was implemented changes that saw our Operation Christmas Child collections quadruple. Childhood Development Instructor 01/2014 – Current University of Virginia Charlottesville, VA Provided instruction to students in a postsecondary institution by performing duties including: developing teaching materials, delivering lectures, leading group discussions, preparing and giving examinations, grading examinations and papers, and creating a supportive learning environment for students. Research Assistant 08/2008 – 12/2013 University of Virginia Charlottesville, VA Assisted educational psychologists in laboratory, survey, and other social science research. Duties included: reviewing and synthesizing relevant literature, qualitative data collection and analysis, intervention program development and analysis, and group collaboration on research projects. 304 Emergency Personnel 05/2005 – Current University of Virginia Charlottesville, VA Provided services to university students. Duties included: customer service, production of educational materials, correspondence and coordination with other offices within the university, inventory of materials, and scheduling and training of staff members. Adolescent Development Teaching Assistant 08/2007 - 12/2013 University of Virginia Charlottesville, VA Assisted faculty in a postsecondary institution by performing duties including: teaching, developing teaching materials, preparing and giving examinations, grading examinations and papers, and providing support for students who were struggling in the course or with the transition to a university environment. Childhood Development Teaching Assistant 01/2011 - 05/2011 University of Virginia Charlottesville, VA Assisted faculty in a postsecondary institution by performing duties including: developing teaching materials, preparing and giving examinations, grading examinations and papers, and aiding non-traditional/adult students. Media Librarian Assistant 08/2006 - 05/2008 University of Virginia Charlottesville, VA Assisted librarians by helping patrons in the use of library catalogs, databases, and indexes to media; and by answering questions that required only brief consultation of standard reference. Compiled records; sorted and shelved media; removed or repaired damaged media; registered patrons; and checked materials in and out of the circulation process. Replaced materials in shelving areas. Cashier and Salesperson 03/2003 - 12/2005 Toot's Creek Antiques Halifax, VA Sold merchandise to consumers. Duties included management functions, such as accounting, and communications with vendors. 305 Education and Training Issuing Institution Qualification Course of Study University of Virginia Doctorate of Philosophy Educational Psychology University of Virginia Masters Degree Educational Psychology University of Virginia Bachelor's Degree Psychology 306 7.r. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Appointment: DSS Board (Tunstall, Darrell Dunford) Staff Contact(s): William Ingram Agenda Date: June 17, 2025 Item Number: 7.r. Attachment(s): 1. 05-14-2025 Darrell Dunford - DSS Board Reviewed By: SUMMARY: Phillip Adams is the current Tunstall District Representative on the DSS Board. His term expires on June 30, 2025. Supervisor Ingram desires to appoint Darrell Dunford to the DSS Board for a four (4)-year term beginning on July 1, 2025, and expiring on June 30, 2029. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board appoint Darrell Dunford to the DSS Board as detailed above. MOTION: "I make a Motion to appoint Darrell Dunford to the DSS Board as detailed above." 307 308 7.s. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Certificate of Appreciation Approval (Joey Bray, Department of Social Services Board) Staff Contact(s): Kenneth Bowman Agenda Date: June 17, 2025 Item Number: 7.s. Attachment(s): 1. Certificate of Appreciation - Joey Bray - DSS Reviewed By: SUMMARY: The Board expresses its sincere appreciation to Joey Bray ("Bray") for his eight (8) years of service to the Department of Social Services ("DSS") Board. Mr. Bray has generously shared his time, knowledge, and experience, and his commitment, insight, and tireless efforts have had a lasting impact on the lives of countless individuals and families in our community. The Board, via the attached Certificate of Appreciation ("COA"), expresses its sincere appreciation and admiration to Bray for his dedication and service to the County's DSS Board. FINANCIAL IMPACT AND FUNDING SOURCE: Not applicable. RECOMMENDATION: County Staff recommends the Board approve the attached COA honoring Bray. MOTION: "I make a Motion approving the attached COA honoring Bray" 309 C e r t i f i c a t e o f A p p r e c i a t i o n Joey Bray Robert M. Tucker, Jr. Chairman The Pittsylvania County Board of Supervisors expresses its sincere appreciation to Joey Bray for his eight (8) years of service to the Department of Social Services Board. Mr. Bray has generously shared his time, knowledge, and experience, and his commitment, insight, and tireless efforts have had a lasting impact on the lives of countless individuals and families in our community. The Board expresses its sincere appreciation to you for your dedicated service and commitment to the County’s future over the past eight years. Given this 17th day of June, 2025 Kenneth L. Bowman Chatham-Blairs Supervisor 310 8.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: General Presentations (Board of Supervisors); (if any) Staff Contact(s): Board of Supervisors Agenda Date: June 17, 2025 Item Number: 8.a. Attachment(s): None Reviewed By: The Board will present any Resolutions, Proclamations, or Recognitions approved on the June (or any previous) Consent Agenda. 311 10.a.1. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Rezoning Case Agenda Title: Case R-25-011; Victor and Vicky Keatts; Requesting to rezone from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District. The Planning Commission recommended by a 5-0 vote, with no opposition, that the petitioners' request be granted (Supervisor Ingram) Staff Contact(s): Emily Ragsdale Agenda Date: June 17, 2025 Item Number: 10.a.1. Attachment(s): 1. R-25-011 Victor Keatts-App 2. R-25-011 Victor Keatts-Map Reviewed By: SUMMARY: In Case R-25-011, Victor and Vicky Keatts (Petitioners) have petitioned to rezone property located on State Road 954/Plantation Drive in the Tunstall Election District and shown on the Tax Maps as GPIN # 1430-83-3038. The applicant is requesting to rezone 3.48 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow a campground on the property. Once the property is rezoned to A-1, all uses listed under Pittsylvania County Code Section 35-178 are a Permitted Use. The Comprehensive Plan indicates the area is suitable for Agricultural and Rural Residential uses. Zoning conditions and Ordinance standards shall control the density of allowable development. On May 6, 2025, the Planning Commission recommended by a 5-0 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: 312 County Staff recommends approval of Case R-25-011 as submitted. The subject property is adjacent to property currently zoned A-1, Agricultural District, and the rezoning would be consistent with the County's Comprehensive Plan. MOTION: "In Case R-25-011, I make a Motion to approve the rezoning of 3.48 acres, from R-1, Residential Suburban Subdivision District, to A-1, Agricultural District, to allow for a campground on the property." 313 314 315 316 317 318 319 320 10.b.1. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Public Hearing: Dog Controlled Area (Bridgewood Subdivision) Staff Contact(s): Kaylyn McCluster Agenda Date: June 17, 2025 Item Number: 10.b.1. Attachment(s): 1. 06-17-2025 Public Hearing Notice - Running at Large Restrictions - Bridgewood Subdivision in Danville VA Reviewed By: SUMMARY: County Staff received a Petition from by Danielle Merricks, resident of Cobblestone Ct. in the County, requesting the Board consider amending Pittsylvania County Code (“PCC”) § 2.2-22; Running At Large Restrictions in Designated Areas, to include the Bridgewood Subdivision in Danville, VA. Ms. Merricks has developed a Petition supporting a dog-controlled area defined as the Bridgewood Subdivision. County Staff has verified there are seventy-six (26) property owners within this area. Ms. Merrick's Petition has fifty-seven (57) signatures, representing 75% of property owners in the proposed dog-controlled area. At the May 20, 2025, Business Meeting, the Board authorized County Staff to advertise for a Public Hearing for citizen input on amending PCC § 2.2-22 to include the aforementioned subdivision. The Public Hearing was advertised in the Chatham Star Tribune on May 28, 2025, and June 4, 2025. FINANCIAL IMPACT AND FUNDING SOURCE: Per PCC § 2.2-22, the Petitioner is required to fully pay for any and all advertising costs associated with the Public Hearing. If the Board approves the petition, the Petitioner shall pay the County for all costs associated with producing and installing the “no dogs running at large” signs. RECOMMENDATION: 321 County Staff recommends the Board conduct the required Public Hearing for citizen input on amending PCC § 2.2-22, Dogs Running At Large Restrictions in Designated Areas, to include the aforementioned subdivision. MOTION: “I make a Motion to amend Pittsylvania County Code 2.2-22, Dogs Running At Large Restrictions in Designated Areas, to include the Bridgewood Subdivision as presented." 322 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a Public Hearing on Tuesday, June 17, 2025, at 7:00 p.m., at the Board Meeting Room, 39 Bank Street, Chatham, Virginia 24531, to receive citizen input on the proposed amendment to Pittsylvania County Code (“PCC”) § 2.2-22; Running At Large Restrictions in Designated Areas, to include a restricted dog area in the Bridgewood Subdivision in Danville, VA. A full text of the proposed PCC amendment is available in the Office of the County Administrator, County Administration Building, 1 Center Street, Chatham, Virginia, 24531, on Monday through Friday, 8:00 a.m. to 5:00 p.m., and on the County’s website, www.pittsylvaniacountyva.gov. 323 SEC. 2-21. SEVERABILITY CLAUSE. It is hereby declared to be the intention of the Board of Supervisors that the sections, paragraphs, sentences, clauses, and phrases of this Ordinance are severable, and if any phrase, clause, sentence, paragraph, or section of this Ordinance shall be declared unconstitutional or invalid by the valid judgment or decree of a Court of competent jurisdiction, such unconstitutionality or invalidity shall not affect any of the remaining phrases, clauses, sentences, paragraphs, and sections of this Ordinance. (Code 1975, Sec.1-3) SEC. 2-22. RUNNING AT LARGE RESTRICTIONS IN DESIGNATED AREAS. (a) Notwithstanding the provisions of Section 2-13, it shall be unlawful for any dogs, licensed or unlicensed to run at large within certain designated subdivisions, towns, villages, or other defined areas. (B.S.M. 4/19/05) (b) At least seventy-five percent (75%) of the property owners in any R-1 zoned subdivision, town, village, or other defined area within Pittsylvania County may petition the Board of Supervisors to be included among those areas within which it is unlawful for dogs to run at large. Only one (1) owner per property shall be counted towards the above-required percentage. The Petitioner shall be required to fully pay for any and all advertising costs associated with the Public Hearing on their petition. Upon receipt of such petition, the Board shall consider (1) whether the petition is signed by at least seventy-five (75%) percent of the property owners within the area, and (2) whether the area is well enough defined to permit adequate enforcement by the Animal Control Officer. Thereafter, the Board shall vote upon the petition. If a majority of the members of the Board vote in favor of the petition, the area designated therein shall be added to those on file in the County Administrator’s Office. If the Board approves the petition, the Petitioner shall pay the County for all costs associated with producing and installing the “no dogs running at large” signs. (B.S.M. 9/17/19) (c) The following areas shall be designated areas restricting dogs running at large. (1) Quailwood Subdivision, off Orphanage Road in the Mt. Hermon area as recorded in Map Book 43, Page 67 H, Section 2, Lots 1-26, 28 and 29. (2) Fairfield Park Subdivision, off Highway 41 in the Mt. Hermon area as shown on maps recorded in Map Book 14, Pg. 84, Sec. A, B, C, D; Pg. 31, Map Book 20, Pg. 65; Map Book 31, Pg. 98. (3) Ridgecrest Park Subdivision, off Highway 41 in the Mt. Hermon area as shown on maps recorded in Map Book 15, Pg. 51, Sec. A, B, C, D, E; Map Book 22, Pg. 17, Sec. A, B, C; Map Book 33, Page 41, Sec. B, F; Map Book 33, Pg. 42, Sec. G. (4) Olde Hunting Hills Subdivision, off Mt. Cross Road, Secondary Highway 750 as shown on maps recorded in Map Book 23, Pg. 93, Sec. K., Sec. L-Lt. 7A, Sec. B-Lt. 18A; Map Book 13; Pg. 94 Sec's A-1A-3A, B-1-6, C-1-3; Map Book 16, Pg. 8, Sec's A-4, 5, B-18-24, L-1-7; Map Book 26, Pg. 25, Sec's A, L, M; Map Book 37, Pg. 49, Sec's L, M, N; Map Book 39, Pg. 12, Sec's A, M, N, P; Map Book 40, Pg. 188, Sec's A, P; Map Book 14, Pg. 65, Sec's D, E. 324 (5) Laurel Woods Subdivision, off Golf Club Road in the Mt. Hermon area as recorded in Map Book 21, Page 7, Sections A, B; Map Book 40, Page 17. (B.S.M. 7/19/05 effective 9/1/05) (6) Mountain View Place Subdivision, off R & L Smith Drive, State Route 863, as recorded in Deed Book 848, Page 748, Sections A & B, Plat Book 43, Page 148-L, Tax I.D. #125-A-47, Zoning R-1. (B.S.M. 9/20/05 effective 10/21/05). (7) Stoneridge Subdivision, off Pinecroft Road, State Road 747, as recorded in Deed Book 1176, Page 102; DB 1309, Pg 651; DB 1324, Pg 662; DB 1330, Pg 490; DB 1332, Pg 729; DB 1352, Pg 090; DB 1353, Pg 124; DB 1354, Pg 457; DB 1402, Pg 140; DB 1403, Pg 858; DB 1431, Pg 623; DB 1443, Pg 406; DB 1452, Pg 400; DB 1455, Pg 622; DB 1461, Pg 219; DB 1475, Pg 009; DB 1478, Pg 617; DB 1499, Pg 646; DB 1511, Pg 605; DB 1513, Pg 488; DB 1522, Pg 850. (B.S.M. 7/18/06) (8) A portion of Stony Mill Road, beginning at the intersection of SR 869 & SR 844 and ending at the Stony Mill Bridge at Sandy River. A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (9) Mt. Hermon Place Subdivision, from Samuel Road to the end of Pepper Lane, and the cul- de-sacs’ of Samuel Road, Samuel Ct., Samuel Bend, and Franklin Place as recorded in MB 39, Peg 199; DB 840, Pg 323; MB 40, Pg 84; MB 43, Pg 139B; MB 43, Pg 26J; MB 39, Pg 55; MB 40, Pg 13; MB 42, Pg 193; MB 43, Pg 21C; MB 43, Pg 30G; MB 43, Pg 170B; MB 42, Pg 142. A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (B.S.M. 10/21/08 effective 11/3/08) (10) Huckleberry Hills Subdivision, from Blue Ridge Drive/SR 634 to end of Banley Street/SR 980, as recorded in DB 1191, Pg 581; DB 1191, Pg 578; DB 606, Pg 164; DB 587, Pg 113; DB 1268, Pg 052; DB 1463, Pg 643; DB 1202, Pg 782; DB 586, Pg 46; DB 998, Pg 609; DB 533, Pg 583; DB 557, Pg 487; DB 1025, Pg 004; DB 894, Pg 124; DB 551, Pg 547; WF 09, Pg 00134; including 250 feet around 125 Banleys Street #2532-73-2915 in the Staunton River District, A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (B.S.M. 5/19/09) (11) Dogwood Estates Subdivision including the entire subdivision from Ridgecrest Drive (SR 744), along Dogwood Lane (SR 1540), along all of Maple Drive (SR 1541), along all of John Drive (SR 1558) and to the end of Allen Place (SR 1559) as recorded in MB 43, Pg 63C; MB 29, Pg 53 MB 43, Pg 156K; MB 43, Pg 156J; Plat Cabinet 2, Pg 232C. A map is available for viewing in the office of the County Administrator, 21 North Main Street, Chatham, Virginia. (B.S.M. 4/17/12) (12) Wayside Acres Subdivision, from Hillside Road (Route 1115), to Hogan Street, to Ridgeview Road (Route 1114) MB 2, Pg 100, including Ollie S. Short Subdivision, DB 415, Pg 344 and Pg 345. A Map is available for viewing in the Office of the County Administrator, located at 1 Center Street, Chatham, Virginia. (B.S.M. 11/5/12) (13) Sunset Bay Subdivision, from Rose Street (SR 758) to the Sandy Court cul-de-sac, along Sunset Bay Road to the Crestview Lane cul-de-sac as recorded in MB 43, Pg. 287E; MB 43, Pg. 325 251G and MB 43, Pg. 251H. A Map is available for viewing in the Office of the County Administrator, located at 1 Center Street, Chatham, Virginia. (B.S.M. 2/19/13) (14) Lakeside Drive the entire length Lakeside Drive coming off U.S. 29N thru its entire length of 2051.18 feet upon reaching the deadend, in the Banister Electoral District. A Map is available for viewing in the Office of the County Administrator, located at 1 Center Street, Chatham, Virginia. (B.S.M. 1/21/14) (15) Restriction in Designated Areas, to include Jasper Woods Road in Hurt, Virginia, with a controlled area defined as from Highway View Road/SR 988 to Jasper Wood Road/ SR 753, and ending at Shula Drive/SR 642. (B.S.M. 12/15/15) (16) Restriction to include the entirety of Green Farm Road/SR 719 in the Banister and Dan River Election Districts. (B.S.M. 12/9/17) SEC. 2-23. FEMALES IN SEASON RUNNING AT LARGE. It shall be unlawful for the owner of any female dog to permit such dog to stray from his premises, while such dog is known to such owner to be in season. During the entire time such dog is in season she shall be confined, restricted or penned up in a building or a secure enclosure adequate to prevent the animal from running at large. Tethering of a female dog in season not under the direct supervision and control of the owner or custodian shall not be considered adequate confinement. For authority of this section, refer to Section 3.2-6538, Code of Virginia, 1950, as amended. (B.S.M. 3/7/05) SEC. 2-24. IMPOUNDMENT WHERE RUNNING AT LARGE. (a) It shall be the duty of the Animal Control Officer or other officer to cause any dog found running at large in violation of any provisions of this Chapter to be caught and confined in the County animal shelter. Every effort shall be made on the part of such officer to determine ownership of the confined dog and to notify the owner of its whereabouts. If the owner is known by the virtue of a nametag, license or other identification on the dog, such owner shall be notified forthwith by the person taking the dog into custody. (b) A dog confined, pursuant to this Chapter may be claimed by the rightful owner, after displaying proof of ownership, a current dog tag and current rabies inoculation proof. No dog shall be released to any person claiming ownership, unless such tag and proof are displayed. Any owner claiming a dog impounded under this Chapter shall pay to the person in charge of the animal shelter a fee in an amount equal to the actual expenses incurred in keeping the dog impounded. Such fee shall be in addition to any penalty imposed for the violation of this article and shall be paid prior to release of the dog from the shelter. The County Animal Shelter collecting such fee shall furnish the owner of the dog with a printed receipt, in a form and manner approved by the County Administrator and shall keep an electronic copy of all such receipts. These funds shall be tracked and turned over to the County Treasurer with normal deposits. Records of these charges collected shall be subject to audit by representatives of the Board of Supervisors whenever requested. 326 PARCEL ID PROPERTY DESCRIPTION ACCOUNT_NAME1 ACCOUNT_NAME2 PROPERTY ADDRESS 2410-09-4010 BRIDGE-WOOD SUBD LOT 3 SEC D .75 AC ALABANZA, THOMAS M ALABANZA, CECILIA E 420 KNOTTINGHAM WAY DANVILLE, VA 245402400-88-3581 BRIDGEWOOD SUBD LOT 1 SEC F ARNONE, JOHN P JR ARNONE, JENNIFER B 5017 COBBLESTONE DR DANVILLE, VA 245402400-97-8926 BRIDGE-WOOD SUBD LOT 4 SEC A 1.00 AC ATKINSON PROPERTY TRUST DTD 1/4/2023 ATKISON, JACKIE RAY R SR TRUSTEE 4004 BRIDGEWOOD DR DANVILLE, VA 24540 2400-98-2192 BRIDGE-WOOD SUBD LOT 16 SEC C .67 AC BARKER, RICHARD A J 5002 COBBLESTONE DR DANVILLE, VA 24540 2400-89-1207 BRIDGEWOOD SUBD LOT 6 SEC F BELL, ARCHELLUS II ADAMS-BELL, REVA 5027 COBBLESTONE DR DANVILLE, VA 24540 2400-98-7128 BRIDGE-WOOD SUBD LOT 1 SEC C BOOTH, GARY JOHN BOOTH, PAMELA ADKERSON 145 KNOTTINGHAM WAY DANVILLE, VA 24540 2410-08-7569 BRIDGE-WOOD SUBD LOT 14A SEC A BRIDGEN, WILLIAM B BRIDGEN, BEVERLY A 340 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-89-3287 BRIDGEWOOD SUBD LOT 9 SEC F BROOKS, KYLE A 2410-08-3040 BRIDGE-WOOD SUBD LOT 9 SEC A CANAVAN, MICHAEL T 220 KNOTTINGHAM WAY DANVILLE, VA 245402400-88-8884 BRIDGEWOOD SUBD LOT 21 SEC F CASSADA, JON P CASSADA, BRITTANY 6004 COBBLESTONE CT DANVILLE, VA 245402400-88-7546 BRIDGE-WOOD SUBD LOT 21 SEC C CHOUDHERY, MUBASHAR NAEEM 5012 COBBLESTONE DR DANVILLE, VA 24540 2400-98-5562 BRIDGE-WOOD SUBD LOT 3 SEC C COBBS, ROLAND COBBS, IDA L 4010 BRIDGEWOOD DR DANVILLE, VA 24540 2400-98-9997 BRIDGE-WOOD SUBD LOT 8 SEC D .84 AC COSTAGLIOLA, PASQUALE COSTAGLIOLA, ELIZABETH 469 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-98-0372 BRIDGE-WOOD SUBD LOT 18 SEC C .79 AC COUZO, JOHN A COUZO, BRIDGETTE F 5006 COBBLESTONE DR DANVILLE, VA 24540 2400-97-0887 BRIDGE-WOOD SUBD LOT 8 SEC B 1.52 AC DALTON, JONATHAN D DALTON, JENNIFER A 5005 COBBLESTONE DR DANVILLE, VA 24540 2400-98-6335 BRIDGE-WOOD SUBD LOT 2 SEC C DALTON, MARC 4008 BRIDGEWOOD DR DANVILLE, VA 24540 2400-99-8246 BRIDGE-WOOD SUBD LOT 6 SEC D DANIEL, STEPHEN WILLARD DANIEL, LAURA WYATT 500 KNOTTINGHAM WAY DANVILLE, VA 245402400-88-0766 BRIDGEWOOD SUBD LOT 3 SEC F DAVIS, MARY ELLEN 5021 COBBLESTONE DR DANVILLE, VA 245402400-88-2633 BRIDGEWOOD SUBD LOT 2 SEC F DAVIS, MARY ELLEN 2400-89-8145 BRIDGEWOOD SUBD LOT 19 SEC F DEBOE, JOEL R DEBOE, VIRGINIA G 2400-89-9323 BRIDGEWOOD SUBD LOT 18 SEC F DEBOE, JOEL R DEBOE, VIRGINIA G 6010 COBBLESTONE CT DANVILLE, VA 24540 2400-97-5905 BRIDGE-WOOD SUBD LOT 6 SEC B 1.10 AC DOSS, CHERYL WILSON 5001 COBBLESTONE DR DANVILLE, VA 24540 2400-99-5179 BRIDGE-WOOD SUBD LOT 7-B SEC C 2.80 AC EADES, HERBERT H III EADES, KAREN S 4028 BRIDGEWOOD DR DANVILLE, VA 24540 2400-98-5617 BRIDGE-WOOD SUBD LOT 4 SEC C .98 AC EAST, RYLAND H EAST, LYNNE O 4012 BRIDGEWOOD DR DANVILLE, VA 24540 2410-08-2297 BRIDGE-WOOD SUBD LOT 1 SEC E EDWARDS, JAMES ALTON EDWARDS, KEYONA S 239 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-98-5801 BRIDGE-WOOD SUBD LOT 5 SEC C .93 AC FOSTER, MARK W FOSTER, MELANIE C 4014 BRIDGEWOOD DR DANVILLE, VA 245402400-88-9073 BRIDGE-WOOD SUBD LOT 9 SEC B .79 AC FOYE, SHERRIE 5007 COBBLESTONE DR DANVILLE, VA 245402400-97-8576 BRIDGE-WOOD SUBD LOT 2 SEC A 1.12 AC FRANCIS, DAVID M FRANCIS, BRITTANY B 4000 BRIDGEWOOD DR DANVILLE, VA 24540 2400-88-7243 BRIDGE-WOOD SUBD LOT 11 SEC B .69 AC FRANCISCO, ZACHARY EVANS REESE, MARY KATHERINE 5011 COBBLESTONE DR DANVILLE, VA 24540 2400-99-7098 BRIDGE-WOOD SUBD LOT 7 SEC D 1.10 AC GAMMON, TYLER BRENT GAMMON, TRICIA WEATHERFORD 505 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-89-5037 BRIDGEWOOD SUBD LOT 15 SEC F GRAY, MATTHEW W CANDLER, ELIZABETH W 6007 COBBLESTONE CT DANVILLE, VA 24540 2400-89-6338 BRIDGEWOOD SUBD LOT 17 SEC F GRUBB, JERRY M GRUBB, MIRIAM J 6011 COBBLESTONE CT DANVILLE, VA 24540 2410-08-8212 BRIDGE-WOOD SUBD LOT 12 SEC A GUNN, EDWARD WAYNE GUNN, NETER HARSHAW 300 KNOTTINGHAM WAY 2410-08-4254 BRIDGE-WOOD SUBD LOT 2 SEC E HALL, JASON E HALL, KATI H 249 KNOTTINGHAM WAY DANVILLE, VA 245402400-98-1272 BRIDGE-WOOD SUBD LOT 17 SEC C .72 AC HARAWAY, LEONARD M HARAWAY, TERI B 5004 COBBLESTONE DR DANVILLE, VA 245402400-79-9530 BRIDGEWOOD SUBD LOT 7A SEC F HARRIS, PAULA CHARLENE 5029 COBBLESTONE DR DANVILLE, VA 24540 2410-09-0282 BRIDGE-WOOD SUBD LOT 5-A SEC D HEDRICK RALPH EDWIN LIV TRST AGRMT DTD 9/18/23 ET HEDRICK, RALPH EDWIN TRUSTEE 480 KNOTTINGHAM WAY DANVILLE, VA 24540 2410-08-5796 BRIDGE-WOOD SUBD LOT 1A SEC D HEDRICK, RALPH C HEDRICK, GLORIA W 360 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-89-3481 BRIDGEWOOD SUBD LOT 8 SEC F HESS, MACKLIN LAMAR HESS, JODY DALE 5026 COBBLESTONE DR DANVILLE, VA 24540 2410-07-0993 BRIDGE-WOOD SUBD LOT 5A SEC A 1.86 AC HUTCHENS, JESSE DILLARD HUTCHENS, DRUSCILLA 160 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-97-8890 BRIDGE-WOOD SUBD LOT 3 SEC A HYDE, PRESTON J HYDE, JORDAN T 4002 BRIDGEWOOD DR DANVILLE, VA 24540 2410-08-6066 BRIDGE-WOOD SUBD LOT 11 SEC A JACKSON, EUGENE FRANCIS JR 280 KNOTTINGHAM WAY DANVILLE, VA 245402400-98-2513 BRIDGE-WOOD SUBD LOT 13 SEC C 1.08 AC JAMISON, DOUGLAS M JAMISON, DEIDRA S 4011 BRIDGEWOOD DR DANVILLE, VA 245402400-78-9993 BRIDGEWOOD SUBD LOT 4 SEC F KEEL, STANLEY H KEEL, JANICE H 5023 COBBLESTONE DR DANVILLE, VA 24540 2410-09-2185 BRIDGE-WOOD SUBD LOT 4-A SEC D KHAN, ABDUL W KHAN, FOZIA R 440 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-89-5263 BRIDGEWOOD SUBD LOT 16 SEC F KISER, VANCE T KISER, MARGARET W 6009 COBBLESTONE CT DANVILLE, VA 24540 2410-08-3665 BRIDGE-WOOD SUBD LOT 5 SEC E LEWIS, DAVID S DECLARATION OF TRUST DTD 3/25/2020 LEWIS, DAVID S TRUSTEE 381 KNOTTINGHAM WAY DANVILLE, VA 24540 2410-07-5928 BRIDGE-WOOD SUBD LOT 10 SEC A MARTIN, DAVID SCOTT MARTIN, MARY ANN 240 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-89-0152 BRIDGEWOOD SUBD LOT 5 SEC F MCGEE, JAMES E II MCGEE, RACHEL A 5025 COBBLESTONE DR DANVILLE, VA 24540 2400-98-8825 BRIDGE-WOOD SUBD LOT 9-A SEC D 1.38 AC MCGREGOR, TAYLOR E JR MCGREGOR, ELLEN A 160 CORNWALLIS DR DANVILLE, VA 24540 2400-98-5924 BRIDGE-WOOD SUBD LOT 6 SEC C 1.07 AC MILLER, PAUL W MILLER, SHANNON N 4016 BRIDGEWOOD DR DANVILLE, VA 245402400-88-2965 BRIDGEWOOD SUBD LOT 11 SEC F MILLS, DENNIS LANE JR MILLS, TAMMY R 5018 COBBLESTONE DR DANVILLE, VA 245402400-98-3307 BRIDGE-WOOD SUBD LOT 14 SEC C .93 AC MOSCHLER, CLARENCE RAY MOSCHLER, SUSAN G 4009 BRIDGEWOOD DR DANVILLE, VA 24540 2410-08-5369 BRIDGE-WOOD SUBD LOT 3 SEC E OAKLEY, PERCY WILSON JR OAKLEY, JUNE H W 301 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-97-2871 BRIDGE-WOOD SUBD LOT 7 SEC B PAYNE, CHRISTOPHER A PAYNE, HAN D 5003 COBBLESTONE DR DANVILLE, VA 24540 2410-08-0259 BRIDGE-WOOD SUBD LOT 12 SEC D .99 AC PAYNE, MICHAEL A PAYNE, KATHERINE F 161 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-98-8498 BRIDGE-WOOD SUBD LOT 11 SEC D PAYNE, MICHAEL A PAYNE, KATHERINE F 2410-08-8481 BRIDGE-WOOD SUBD LOT 13A SEC A PHILLIPS FAMILY REV LIVING TRST DTD 10-17-08 PHILLIPS, PASCHAL W TRUSTEE 320 KNOTTINGHAM WAY DANVILLE, VA 24540 2410-07-3786 BRIDGE-WOOD SUBD LOT 8 SEC A PRUITT, JUSTIN A PRUITT, CARLA-MARIE A 150 CORNWALLIS PLACE DANVILLE, VA 245402400-88-5889 BRIDGEWOOD SUBD LOT 14 SEC F PUGLIESE, AGOSTINO PUGLIESE, BRANDI K 6003 COBBLESTONE CT DANVILLE, VA 245402400-88-5411 BRIDGE-WOOD SUBD LOT 13 SEC B .69 AC REYNOLDS, GEORGE RODNEY 2400-88-6332 BRIDGE-WOOD SUBD LOT 12 SEC B .69 AC REYNOLDS, GEORGE RODNEY 5013 COBBLESTONE DR DANVILLE, VA 24540 2410-08-2451 BRIDGE-WOOD SUBD LOT 10 SEC E SAUNDERS, JACQUELINE STEPHENS 241 CORNWALLIS DR DANVILLE, VA 24540 2400-97-5765 BRIDGE-WOOD SUBD LOT 5 SEC B 1.59 AC SCHLEDORN BETTY B IRREVOCABLE TRUST DTD 09/10/14 SCHLEDORN, BETTY B TRUSTEE 4003 BRIDGEWOOD DR DANVILLE, VA 24540 2400-98-8626 BRIDGE-WOOD SUBD LOT 10-A SEC D SHAH, MINESH RAMESHCHANDRA SHAH, RAJU N 200 CORNWALLIS DR DANVILLE, VA 24540 2410-08-4552 BRIDGE-WOOD SUBD LOT 4 SEC E SHELTON, BEVERLY NORMAN SHELTON, SHELBY H 349 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-89-3122 BRIDGEWOOD SUBD LOT 10 SEC F SINGH, KIRPAL SINGH, JAGJIT 5022 COBBLESTONE DR DANVILLE, VA 245402410-08-1720 BRIDGE-WOOD SUBD LOT 8 SEC E .67 AC SMITH, LEWIS CONRAD III SMITH, KIMBERLY S 203 CORNWALLIS DR DANVILLE, VA 245402400-98-4220 BRIDGE-WOOD SUBD LOT 15 SEC C .75 AC SWANSON, WM CLARENCE JR 4007 BRIDGEWOOD DR DANVILLE, VA 24540 2400-88-9471 BRIDGE-WOOD SUBD LOT 19 SEC C .86 AC TAKATA BRENNA YONEKO HAGIWARA LIV TRST DTD11-19-10 TAKATA CALVIN T LIVING TRST DTD 11-19-2010 5008 COBBLESTONE DR DANVILLE, VA 24540 2400-99-1136 BRIDGE-WOOD SUBD LOT 9A SEC C 1.46 AC THOMPSON, RONALD J THOMPSON, JUDY D 2400-98-1957 BRIDGE-WOOD SUBD LOT 10-A SEC C 2.17 AC THOMPSON, RONALD J THOMPSON, JUDY D 4017 BRIDGEWOOD DR DANVILLE, VA 24540 2400-88-8469 BRIDGE-WOOD SUBD LOT 20 SEC C .83 AC VEST, GREGORY M VEST, TERRI W 5010 COBBLESTONE DR DANVILLE, VA 24540 2410-08-1889 BRIDGE-WOOD SUBD LOT 7 SEC E WALSTON, JUNE HUNDLEY 2400-88-3874 BRIDGEWOOD SUBD LOT 12 SEC F WATKINS, WAVERLY E JR WATKINS, KIMBERLY C 5016 COBBLESTONE DR DANVILLE, VA 24540 2400-88-8164 BRIDGE-WOOD SUBD LOT 10 SEC B .70 AC WELLS, RONNIE LYNN WELLS, ROBYN H 5009 COBBLESTONE DR DANVILLE, VA 245402400-88-8780 BRIDGEWOOD SUBD LOT 22 SEC F WHITE, BOBBY L WHITE, BRANDON R 6002 COBBLESTONE CT DANVILLE, VA 245402410-08-5807 BRIDGE-WOOD SUBD LOT 2 SEC D WRIGHT, KIRBY WRIGHT, THELMA G 400 KNOTTINGHAM WAY DANVILLE, VA 24540 2400-98-1843 BRIDGE-WOOD SUBD LOT 11 SEC C 1.12 AC YEATTS, RAMSEY W YEATTS, BECKY C 4015 BRIDGEWOOD DR DANVILLE, VA 24540 2400-88-5731 BRIDGEWOOD SUBD LOT 13 SEC F YEATTS, ROBERT A ET ALS YEATTS, JANET O ET ALS 5014 COBBLESTONE DR DANVILLE, VA 24540 2400-98-1658 BRIDGE-WOOD SUBD LOT 12 SEC C ZAHER, SAMIR ZAHER, MAJIDA 4013 BRIDGEWOOD DR DANVILLE, VA 24540 Danielle Merricks has submitted a petition which has fifty-seven (57) signatures (75% of property owners), requesting a Public Hearing for citizen input on amending PCC Section 2.2-22, Running At Large Restriction in Designated Areas, to include the area of the Bridgewood Subdivision in Danville, VA. The highlighted lines indicate parcels that are excluded due to duplication. 327 328 r PETITION FOR CONTROLLED AREA We the undersigned residents of dy&um,'Suk d i);f i#8!1 in Pittsylvania County,Virginia hereby petition the Pittvania County Board of Supervisors for a controlled area from to in accordance with Chapter 2, Section 2-22 of the Pittsylvania County Code. Petitioner n / , Witness, A 1. -4 0,_ 11 1.vj (L1 1 L4Ls.` 0660J-144PrintN 7yame di,- 41)y/fut." Sign Name Sign Name N r iI 4 rIvIA-e- 61,Qt(6 0tbli6 kat CA-- aa icy-, /1i76 , Y 1)i V(A- 45 P Address&Telephone Number Address r2. liCk_AV-CX4--- 2.t. z/ n,l /C:, --'- P ' me Prin ame A-Ass—of 'elk_ Ale r t!tell Sign lame i Name ML/c,i( /e 1(— *6-tV i .k_ LA:\V\GUVIA ti Address X Telephone Number Address( ( I 7t7 33aLnai ii[ 1( iit5e- f- P . " 3. 1)0)11e-11C rikut:, c-if r P NNamleii. L Ppt cNameALA i ti /t Sign Name Sign Name Litt 16 600113 1/4^t, t 4--- 6 :. toWWs c 1)U\vift A 45-b 13 a_ 4 os le / 11 c( , f cD Address&Telephone Number Address 4. I 41.5n,- n t,---'7zi, Pri l ame >4 i Sign Na S gn Name kG0 Cif Git iaiT'' (f- a6 Cdifik7i1W 61' Pi\Uk)3)/7'. () At It 11.1(c / 14 , dV') V Address&Telephone Number Address 0 i 7) // V (3) 0 yD Petitioner Witness 329 tciroi\e I 1 I. 5. ecw-er n 5. '- tii l eik. 1 lktcJS P ' t Name n Yry Prin me pI`Ci l.iDlj e.QJ /I CV'2 i n Name Sign me 50 11 bble5-tv ne Ye. (r 11Q 4s C)lP 5""P C Iki SA 4 Qu4J,7IQ, i/k. ay5-y0 Iy —S 1 - 3-1) y3y- 9a- 09YO Address&Telephone Number Address 6. 12\G (I `k)a?` ts 6. 4060 ffierl ;64 P 3 ame 1 o C/Q , n ame c 1LAJL Sign Name S n Name SooSooct coutiiu or .Man tth Cc a " fief: u--ivk- 2 Sq0 Al - 4 ')o .22Y Address&Teleplone Number Address 7. I 1 il(11atp,47, f(eir'c/1.LC 7.S Prin ame Print Nam Ae,; ft ,ue% Sign Name Sign Nam t'W/PS.i i7. Address&Telephone Number Address 8. Ajitt, Q(3 8. CJwi /P (7e / " a 'C s iameJPriamef , '41! Ir 1f the Al( S .n Name a Sign Name fir. I Li C01. li Ti i y . Cpii/e,,o/p\e OdRll J sy tl. v`i 1 Ie, ii5 4 0 v y- 4 4 7 O Address&Telephone Number/35._t4q/-iv(3,1 Address 9. Mr frD.r\ 9. 0411le /okti, ILIs , mr i Pri ame ali.-ll-ki Kg ilki-,'LA 0,U Sign Name Sig dame 41- ' I,ALLC C\i/ ,SCI\0\0\9\e_ A-0-r)Dr Orkr,,64 ,AP,- (9.u,S-c-fo' ' Lov - .1/10_97ye Address&Telephone Number C^ Address Petitioner Witness 330 10. 0)(.. --(// yt 10. {me/tc pei ; c s 1 1 Print e Print 6,,,,veee /1/LQ 4/- Sign Name Sign e 66)6 64)0e' S c/r.p C/ 1% kn0H oltri Wag n il , ' tie, L' . d 6 0 F a i w tfe v' a Address&Telephone Number Address LI 3 7 11. MeeiVdei 27,kke tr 11.fa/ t ?e(L Act/,'c'i.PVa e 4 c Prin` a e Sign N e Sign Name 4-(0i fir,a &AFL) a i, b-,Au,kk vA .,11 s`tv V j y - /1 i? D - O c( 0 Address&Telephone Number Li 23`-1`-S 122-S1 Address 12. €' iiwA 1'\_C V 1@• f i c 12. 84,fl 4,.de_ i i' /I C /C. Print Name 0 Print WIIng ail Vd---it Lailf 17illii't Sign Name Sign Name z1 6 od CaM/ s i> 16 0 Corn \J S L r v e A ' l/F, /t; (-> /5 cic) a u-,'tie, U N3/- 776 rt3 I jjy - 9 1 '' - VD Address Address&Telephone Number Address 13.til l+an Ca.Sacl 13. Nov,e I!•`- 01\0,44c t ,y kt. e c4. e t Pnnt V z ik_iciticial Sign Nam. Sign Name Dell ! K.l V AILIS i D 431 J 4-C.( S" 000 _ a ) " -i Address 1 JAddress&Telephone Number V . l 1 /714. v rl1C ' l/ e.. 14.ft A kilftO i`NC /`S . Print NLZ.rta.,—L--':------ (..L)1_47 . Print a e_i1r..11CJe ititit Sign Name Sign me fl6W6, Optb1( patio /f , Va 24- o t(3C1- /M 0Address&Tlephone Number Address Petitioner Witness 331 15.LOVI Win 19iItOri 15. d Hde r tN e• mot& kiSignNamegnName 0 .10i eth0001 X 400i 3r1'd Or jt AMtllt, VA z43Q-12611. 3L1/1-I nv UUt, vA 1-134- i-j -4933 Address&Telephone Number Address 16. 3ord ( [• tilde, 16. V- gei Do1H-011 t Na I ftNat6. ig-OAVU S' n Name Sign Name . vvZ d Oriv o _ erl a gevUood, Oanv i t e, V/a 934-1-1 - licie oo air, U/\ 1-1;q12 -a-12.ti Address&Telephone Number Address 17. osI, 17.00 191I ' #11ftVV1 rin,i;,;Vg., V). irt 1 Sign Name Sign Name tom 3 w ,,, a L i li 61(.1 *elAni, rh. 7)4vU/Z U ,2 I -6 MHO nE, vA Address&Telephone Number Address 18. "a LG-}-•}-S 18. Y t al/I1 kc1fto 'i Print Name Ubtrajs; L:tti O&M., Sign Name 11(Si_n Name r CA01 fi 1.3Occ Jar'. L Ps rb11911CAMA Ivy o--,wi ( k v'A 245 o PlrIVI Address&Telephone Number Address 19. ,,ill 60,1-.6e--.. 191,11)014 I/ H'OVt Print ame 1 N in Sign ame Sign Name 5v5 E- 1 JO U 01 / 120i, 11i, k/O, D. 'SDI o Mi iI tt, Address&Telephone Number Address Petitioner Witness 332 20. i UQ GOJ-lrlor) 20. V1 t2e 1 OM I3V V i lis t ame ia.iyuyizo u • Namf/ • , , i C, y Sign NameSignName 503 i w 000i fir. cnr\ i I e c' l45 4 T AVI ltt Address&Tele hone Number Address 10162A//0_5dt/ C---- 21. . id bi le019,-or rint Name rd-alarAGt)W 11) fl o,e L r, Sign N Sign Nameft 02'29Lg6iaid,o/ 4 , P'o *no 4N ODc o. 0 I/ _,,,, ,y/ 7ic. 27 i f nvile VA Address&Telephone Number Address 22. Y-\\ \ 3cc W 22.V V Y1 16fA ' rat 1i- / '1 '0 Pint Name WV Nan6, OW0( Sign Name Sign Name QD3 Coma\VI Of..iNV 1 te,V p at rbvi&1(y)1440 ok W . 0--),(4) 42-1- 519 OPIrm\itt VA Address&Telephone Number Address 23. £LJ 4 t X I U TCc,A'S 23. UO 1 Istr1/11 IV1F1Ofl Prtame y' fNar 4.17_c_thzdyt...,te6. MO Sign Name 1 Sign Name l(; 0 iiru i n N G N p/n Gcf,Q r ir10 o K/ Y . 1 I AkV/LLe , VA. -2÷ eS4'a loom/Ille, V . Address&Telephone Number Address 24. E%1' r '41 , 241, 1 1 2 ?kti 3Hovi P nt(::Nameca_Ltx.x._ Ltyti)7 nNat Sig ame Sign Name 11/01s,) /k%v-IstiMiNns cl)(4_/.41_ 0/.4-r 1- GDO 011700491 M. zt_Akq',A.LeAct.,434--r(aq'- ier5f) oink/mei, Address&Telephone Number Address Petitioner Witness 333 25.`Jy50A E. )ALL 25.WO 104M0 P . aame e.7 i it Mat. Si ame Sign Name 1 Ao N 4y6mfriK 140S evi of in. i)9.vvii-ke 141 -Wslio ii.v/-7-V-0`169 0191(VIlle V Address&Telephone Number Address ASIT101 dV\1QTdS 26.Will Pe, Jfrtvv11.3C rVca 7 v " am . n NSign Name z3 CII(non ham 'IN a. '}0e enoioporod IV. U W11\e vi z S L1if)kbo is 11 VI lei V/ Address&Telephone Number Ad ess 27 JO Q L1,'(-,, i ('V(.. 5ij7. LA)II MI Poi lion Print Nam gyi____Me g voiRm ign N Sign Name 1 OVI(/•V C- 1 i 4-j 71/ I. If k bUDS .13i(1010V,NOW eV A-v.kf R (., V fi 2`4 sdo Oonvim, V Address&Telephone Number Address 28. t( Al1 t A. `Y 28. 9r1 I 0 , yikAw 1 - tA: Sign Name a..iavi of wad ov. V afilAultit_ t im Pii.s ri 0 OM VI Iljer 1 Address&Telephone Number Address 29.totlylveth.t s ev79 T v4I 29.k i 16,,e,i/vi 00., kr fKk .e17(its vA l 4 R•4,4 at,"441 (jPa%IdakCi - ign Name AOL' Sign Name , 4OIIG(Ai 4 , Q s a--1 Co\cble5 b.12-,v'e- Ofinv II it 1 V Address&Tele hon Number Address 11 93 3 Petitioner Witness 334 30. K1Y?pi\ S‘11,5L 30.(hri Pc VoiMi Print Name a 1JI.S1/ ang. // ,i' Sign Name ^ ign Name 1 562-2- C er6\442.1celusa. IP, LIODS OldqvuOval 101(. c- _ qv,\1\\Ne 1 v t, 2 O mvivi lie), VA Address&Telephone Number Address 31Dh 4,12,(1.0(131.1a1 Nplii-flori P ' a e ameg). SVI Name i_n Name 17-6eci9 rithAL406 /F..-.olgoto-ool IA. M- 9 5 LiS(e1 - 110—PP-45 l VL 1 le, V Address&Telephone Number Address rC(( L 44kS5 32. Wilt0 Y ` Print N mell `I / J Na O&M, Name Sign Name OS . ohetA)00191 igir. 434— 7'70 DA23 nVI leo V Address&Telephone Number Address V3QAh133. JM C G7c, 33V f nt am, v ' ame $/ , i S' n Name Sign Name S015- Cb4ls,L L lil SI Wn0( VV. 9341- y2A2 -0/nvI le , Address&Telephone Number Address 34. Soc.( D_ 6, e.34.0 M&[ 1 t DI-1-vn Print Name < D- - 16 WW1; Mace) Sig Name Sign Name . G n to Co bbie—S trsx C,# . 1 1 * &010i eAlttr W. 113hi 7,7f 333 wvil [el Address&Telephone Number Address Petitioner Witness 335 35. R C6 J 35. Lk4i (4 /i4mc if Print Nan 02=0 Sign Name Sign Name f (c3toOCojc\5 a c% c67-, H 2So ' I37 ZAi/1/!e lice Y A ress&'Telephone Number Address f Ji,/ /2 17 7 7 7 7> 36.iA ?(0'y o_36. NA 1 e 1 / eiwic Jr Print Na Print.Name 4.)atiLkki--04) 711-(2 0AI Sign Name Sign Name 3 UW914.01404Iteitiie, r u . c 3{ - 4 8 - oto Address&Telephone Number Address j / fQ - 02 9 S yo L 37. %LOC), al (1` i cl P ' t ame i t Name J/ ry fikuo , j Sign ame Sign V& Co 6t(Pf `.Q C /, re-? '3-'01_9 ee.,)06 C. .17i- at A U ,(/e i/q V S 4-5.72 _ciss c(3 y- q a - 9 7 4QAddress&Telephone Number Address 38. 38. OCUliel(f All W/C4 Print N Pri ame p o /1/62..v 04. Sin amT " e Sign Nameg 00 00a) le 1 Soa 4fl TM role Ito v/( ci 1 (7j(7v VdpAll f v Address 3U._ 4 4 ® - (4 7i Address&Telephone Number 39. L(o,E- Z- ..i rr,<J-.0^ >-,/ 39. ii k Ile lik f r /c/J ,.i Print N Print e • A L 4 „ {ti Sign Name Sign a e16,a /l k5 L-4 Cl 11,-44.64, 4J...7 , 0,,,,x- r= 0 - e9--::79 0 q A us'1I p ( of,q Pie) Address&Telephone Number Address 40(1 - /11) O-01 7 O Petitioner Witness 336 40.40. Print NxiC gell7 q, A Pri , arte 16_' ACM C i S Sign,$1016 \.CtLCi /h11-1()C ,i( Sign c9--c-- 0 l' I& 1--/--t;&S-- A0,604- b(l6/1 fia ttui(t . vq, 4 VW° Address&Telephone b ' 36t7 ddress y jy - /i ' 1 0 ` 41, f'_.cita S V[L/Y)/_Sa/)41' Utt ik I e lie A L° /A a ti , e damdia_eSilabrILek)o)t- P ' L'1. QoQ h..Q ,L,(0 (/ l Sign Name ign Name 61/eYelk'Q Cli fir/` 5 ef4ik ;/le 1G, s/S o lip( fir 9y0 Address&Telephone Number Address 42. X 'I r i kJ 1._ ( ' kt 42.WnW }1v1 Print Name 7 Gatl4Mitajou Sign Name Sign Name l{/Zij(e4 VO-1-110 --. - qm 0(w, ek. 4a,Yhgkc 1 10-60iviiit Address&Telephone Number/ 4 3 y_1;17. 00014 Address 43. ir` drat aôe3' 43.LOH OV Print Name (4N Sign Name LQan1gName g 6d 6r c/3 ek)ca P - 1 r tr Oh*601000f 1I if —5g6-6 3 0 VJ le) VA k Address&Telephone Number 44. Address 44. hRI111iZCott 4 Print Name kftr (Na 1(Sign Name Sign Name 1) 45 404Wit Ilk 01( 1 rODJtV VA Address&Telephone Number Address 5 0 o 2 Co b e) -.6-5."1c,-“.; D 0..N,\./ 4, Petitioner Witness 337 45. 4e0 g' 4.,/ hY ail.t--- ail.e ' l err,C is print Nam` fle4/1. Pri Name - 7Liz" Sign Na e S Name t/ `f teoPfe 11 6/ tr. C oOC; (16i (4Sire (17' 414n VC(i a 702f-72_q _ a 4 /(ec( X./Y /6 Address&Telephone Number Ad r siy_ 0 46. E` /7 Q 6S 0&• 1 C''C -i 46. 6441.4 M emi c i ri ameP cc P ' Name a_e,cp.j2() ArLe i Sign Name Sign Name 6 Cam'`) C1626ZA 7/4 c - 6co6 ( i1 f o vtv. 1 (J/}4 4 c) 6 al 0 et& / ()co O Address&Telephone Number Address 34)sv ab ' 1//:f)aictit Alheiikir47.Se) 47. Print Na PrintN 27 kfut.,2&,,, 44..e,agffh S' ,,,Isele_cy N,,,,, 4 Zn. Sign Name 6CV6, oak ik/N; (77, a it 0 fie / d-ct7S-0 04,4 dijk_f1/-/)C) Address&TelephoneumNber Address 9pi 07?-(J 48. 'Bram„Oa- 0 kr fit. 48. t (/f e i/ii) ir Pri t Name Pnnt e g Ai-a eAt Sign Name 0, 4-vY,„ Dh, Si 666m Cedi y`o/ L C7,lY0 rS 1)a-fr- ' ; r czj v t i/s 6t/i 4 I/a . ,9/7WC if5401;i4p-I D ig 7 KcJAddress&Telephone Number Address Vj?( 49. ah f2Zbela C t ACA 49. (1 I e 4 e 1c/c Print Nam ti Print' e 11 it..ki:te4 i, ifj a Sign Name Na e L.,)la i-',n t :: Qk Sign i47I5 ' 0, LP)÷ 1 - .y 5`Ic Oaft1 ( tict 7/ Address&Telephone Number Address pi,i Iraa ,Q' y 0 Petitioner Witness 338 r e- 711c l I', sC/if 50. 2so. 1)r A k Print Na Print Na U-AA T eb r IQTibpd, Sig am/ Sign Name 1/ P08 Cobh/1.s ^ Co,,.'a-` 6dtk Co ire ,e 2 i-/ , 5 , Address&Telephone Number 7 Address L 3 yam- 4 '/ D 1-D 51. ti 51. ii i' / k 14 - Print Name Pri lit 1. Y\ L VOW WffL i I S'40 Name Sign 'ame C.,a6: Cat/ C -r 7cc' D.7-`6:3 Y c) a t)&( OA i5 4- i3S7 fir 7 yCjAddress&Telephone Number Address l jj r 52. 1'\. PA ^PsTil`S 52. tt e;ke . /[ tj .)( kr Print Na Prin ame 4.t _ n 1 Sig a Sig a e tea.fr air el ' C '062 co co ci,,tectuai r .. d1 fig r 1/'ataUr D7 i i'll — 1 i?0 -- 07 _ V 4 WO nn Address&Telepho / pb as f— 6 4.11 Address ile ill, 53. n 53.lL t t Name A, n Print Na ieO(1_ / ,( /eFt? _ Sign Name Sign Name it `- c 6 ii f'7'd y- moo ( 4Nieixt,,,,,e ,, uI1'- big' ( d 0 Pik_/1 U 1 V'or ,dy 5 c/ r '1 1 0 --,) 7 s 0 Address&Tele one Nu ber Address q3 - ic»y . -3/, 54. i\1'L Q ,rc r,t c a'j54. o G(U? J l I Print Name Print Na it Sign Name ,) Sign N e 44 e. i _. „(1.e(I, 1 (ititt 4Re I)c WIC 1 OCI— CY/Wi\- 0 C, ai/6 E. L.--o: 'I Ok)e-1" V.... 4D - Jii Y -();Address&Telephone Number Address l3 ii,P J1,4_ , 5-) 0 1 cygq) 12-4- 4461 ( Petitioner Witness 339 55. cot' 1sQ-14/1 JJ1kovi Print Name N. C3Vi t i aw- r_c s Sign Name IP i I (tame Name vVOc1111 &-c4-41.4.-e..,A Uotetiv.6to rair.Lie-cteelfrico,eex.roOct- Dr. rc' invi , VA Address&Tele he e Number Address L 3:_11 3344 - 8 ->1 56. 1 3 5011 6e41/1 10V1tNameam y M Sign Name lrrign Name 3 D o jeAettti\rtitN,,,,o,okLi i . &Oro Wad ljV. O (& sg -v --C l' v'tVU\e.,,, \ 4 Address&T ephone Number A.dress 57. Li rn n.e Ecc+57./1 I601 Oaifrlvn Print Name i ii Sign Name Sign Name L1Q tZ brill ewoodr DI--- tW4I\{ , VA5 Their.‘ltc, vA 619040 • 1 1 r6 PahOU Address&Telephone Number 434-7 0-S96 v ,•v.dress 58. Py iM (9,AP . 58. f\e/41 e tri\i r Ic Print e r Name,..,,,,..:Le? Ale_ k k,_, Sign Name Sign Name b i D - )./A `CI— Oa ; o •ler OV A Address&Telephone Number Lf,3t.i,-- .•- Address 59. --- U.h S 59. CC/l 'le_ ditcI. `/Print Name Prin me Z k..9,...Vulf? (...AMb..t.A-- cvLi_f_t ../ 4241....---tst( Name S' ame ieke edi/es-7/14/e 64 J LkSuco isk t )/i /,I . f Address&Telephone Number Address ci* till /6)-c37c/ r- Petitioner Witness 340 61CL_>`aAt dire_ ivN p ' n 714/417)//Prin me nitute% Sign Name Sin ame yD/ 4441, bal.2 cjb6/ sw 6z, 40 ifesea 64-/,) /6/ Oie, 4ef 6-Ye; Address&Te14 hone Numb Address v 3L'— m - 61. 61. Print Name Print Name Sign Name Sign Name Address&Telephone Number Address 62. 62. Print Name Print Name Sign Name Sign Name Address&Telephone Number Address 63. 63. Print Name Print Name Sign Name Sign Name Address&Telephone Number Address 64. 64. Print Name Print Name Sign Name Sign Name Address&Telephone Number Address Petitioner Witness 341 10.b.2. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Public Hearing: Ordinance # 2025-06-01 (DSS One-time Bonus) Staff Contact(s): Matthew Evans Agenda Date: June 17, 2025 Item Number: 10.b.2. Attachment(s): 1. 2025-06-01 Authorizing the Payment of a One- Time Bonus to Eligible Employees of the Pittsylvania County Department of Social Services Reviewed By: SUMMARY: The Virginia General Assembly approved a one-time bonus of 1.5% of base salary for all full-time employees of local departments of social services, effective July 1, 2025. In accordance with § 15.2-1508 of the Code of Virginia, localities must adopt an ordinance to authorize the payment of this bonus. This ordinance fulfills the requirement to allow eligible employees of the Pittsylvania County Department of Social Services to receive the bonus, which is fully funded by the Commonwealth of Virginia. FINANCIAL IMPACT AND FUNDING SOURCE: There is no local financial impact. The 1.5% bonus is a state-supported expenditure, reimbursed by the Virginia Department of Social Services. The bonus must be paid in Fiscal Year 2026 and submitted through LASER using the appropriate account codes provided in the DSS Finance Guidelines Manual. RECOMMENDATION: County Staff recommends that the Board of Supervisors adopt Ordinance # 2025-06-01 as presented to ensure compliance with State requirements and to allow the County to receive full reimbursement for the bonus allocation. MOTION: 342 "I make a Motion to adopt Ordinance # 2025-06-01 authorizing the payment of a one-time 1.5% bonus to eligible full-time employees of the Pittsylvania County Department of Social Services, in accordance with § 15.2-1508 of the Code of Virginia and the FY2026 State budget allocation." 343 PRESENTED: June 17, 2025 ADOPTED: June 17, 2025 ORDINANCE NO. O-2025-06-01 AN ORDINANCE AUTHORIZING THE PAYMENT OF A ONE-TIME BONUS TO ELIGIBLE EMPLOYEES OF THE PITTSYLVANIA COUNTY DEPARTMENT OF SOCIAL SERVICES WHEREAS, the Virginia General Assembly has authorized a one-time bonus of 1.5 percent of base salary for full-time employees of local departments of social services, effective July 1, 2025; and WHEREAS, the Virginia Code § 15.2-1508 requires the adoption of an ordinance by the governing body of a locality to authorize the payment of bonuses to its officers and employees; and WHEREAS, the Pittsylvania County Board of Supervisors desires to recognize the dedication and contributions of its Department of Social Services employees by providing this one-time bonus in accordance with the law; NOW, THEREFORE, BE IT ORDAINED, by the Pittsylvania County Board of Supervisors that: 1. A one-time bonus in the amount of 1.5 percent of base salary is authorized to be paid to all full-time employees of the Pittsylvania County Department of Social Services, as eligible under the guidance of the Virginia Department of Social Services. 2. Said bonus shall be paid on or after July 1, 2025, and no later than the end of Fiscal Year 2026. 3. This ordinance shall be effective immediately upon adoption. Adopted this 17th day of June, 2025. APPROVED: ________________________________ Robert M. Tucker, Jr., Chairman Board of Supervisors ATTEST: ________________________________ Kaylyn M. McCluster, Clerk County of Pittsylvania, Virginia 344 Ordinance No. O-2025-06-01 2 APPROVED AS TO FORM: ________________________________ Matthew W. Evans, Esq. County Attorney 345 10.b.3. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Public Hearing: Solar Siting Agreement & Extension Request Staff Contact(s): Emily Ragsdale Agenda Date: June 17, 2025 Item Number: 10.b.3. Attachment(s): 1. 06-17-2025 Public Hearing Notice - Solar Siting Agreement 2. 2025-06-04 Axton Special Use Permit Extension Approval Reviewed By: SUMMARY: In 2021, the General Assembly passed legislation giving localities additional measures to further regulate the development of utility-scale solar energy facilities. This legislation requires that any solar project or an energy storage project applicant give the host locality written notice of the applicant’s intent to locate in the locality and request a meeting to discuss a related Siting Agreement. Once a Siting Agreement has been negotiated with the County, a Public Hearing must be held before it can be executed. This Public Hearing has been duly and legally advertised/noticed. For the Board’s review and consideration, attached is a solar Siting Agreement for the Acton Solar, LLC, to be in the Tunstall Election District. Said Siting Agreement has been successfully negotiated with the County. A Special Use Permit was previously approved by the Board of Zoning Appeals for Axton Solar, LLC, Case S-20-019, on December 8, 2020, and an amendment on December 13, 2021, Case S-21-012. Both SUPs included a condition that the project commence construction within three (3) years of the approval of the SUP; however, this was automatically extended to July 1, 2025, by Va Code Section 15.2-2209. In addition to the proposed siting agreement, the applicant is also requesting a 2-year extension. If approved, this would extend the SUP to July 1, 2027. FINANCIAL IMPACT AND FUNDING SOURCE: 346 Financial details contained in Siting Agreement. RECOMMENDATION: Following the conducting of the legally required Public Hearing, County Staff recommends the Board approve the execution of the attached Siting Agreement for Acton Solar, LLC. If the Siting Agreement is approved, staff recommends approval of Resolution # 2025-06-04, granting a two (2) year extension. MOTION: “I make a Motion approving the execution of the attached Siting Agreement for the Axton Solar project and Resolution # 2025-06-04, granting an extension of the SUP until July 1, 2027.” 347 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a Public Hearing on Tuesday, June 17, 2025, at 7:00 p.m., at the Board Meeting Room, 39 Bank Street, Chatham, Virginia 24531, to receive public comment on the potential consideration of a solar siting agreement for a potential solar project in Pittsylvania County, Virginia, as required by Virginia Code § 15.2-2316.8(B). Related documentation/information is available for public viewing at the County Administration Building, 1 Center Street, Chatham, Virginia 24531, Monday through Friday from 8:00 a.m. to 5:00 p.m., and on the County’s website: www.pittsylvaniacountyva.gov. 348 Page 1 of 11 25637\0001\12628516v1 SITING AGREEMENT This SITING AGREEMENT (together with all exhibits appended hereto, this “Siting Agreement”) dated as of _____________, 2025 (the “Effective Date”) is made by and between AXTON SOLAR LLC, a Delaware limited liability company authorized to do business in the Commonwealth of Virginia (“Axton”), and THE COUNTY OF PITTSYLVANIA, VIRGINIA, a political subdivision of the Commonwealth of Virginia (the “County”). Axton and the County may each be referred to herein as “Party” and collectively, the “Parties.” RECITALS: WHEREAS, Axton is proposing to develop an approximately 200 megawatt (“MW”) alternating current (“ac”) photovoltaic solar facility (the “Project”) on certain parcels of land partially located in the County and identified by the Tax Map Numbers set forth in Exhibit A hereto (collectively, the “Property”); and WHEREAS, the Board of Zoning Appeals has previously approved a Special Use Permit (“SUP”) for the Project pursuant to Section 35-141(C) of the County’s Zoning Ordinance authorizing the use of the Property for the Project; WHEREAS, Axton has requested that the County extend the deadline by which Axton must commence construction of the Project pursuant to Code of Virginia § 15.2-2209.1:2(B); WHEREAS, pursuant to Code of Virginia Chapter 22, Title 15.2, Article 7.3 (the “Siting Agreement Statute”), Axton and the County may enter into a siting agreement with respect to a solar energy generating facility proposed to be located in the County; WHEREAS, pursuant to Code of Virginia § 15.2-2316.7, Axton is required to provide the County with written notice of Axton’s proposed intent to locate the Project in Pittsylvania County and request a meeting to discuss and negotiate a Siting Agreement (such notification, discussion and negotiation being the “Siting Agreement Process”); WHEREAS, prior to the date hereof, Axton commenced the Siting Agreement Process with respect to the Project; WHEREAS, the Project has a nameplate electrical energy generating capacity of 200 MW(ac), as shown in the application of Axton for interconnection of the Project with the applicable utility, and thus in no event would a statutory exemption from local machinery and tools (“M&T”) taxation (as provided by Code of Virginia § 58.1 – 3508.6 and local ordinance) apply to the Project; WHEREAS, the County has not adopted an ordinance pursuant to Code of Virginia § 58.1- 2636 assessing a revenue share of up to $1400 per MW(ac) (a “Revenue Share Ordinance”); 349 Page 2 of 11 25637\0001\12628516v1 WHEREAS, pursuant to authority granted in the Siting Agreement Statute, the County wishes to enter into a Siting Agreement with Axton pursuant to which the County sets forth certain financial obligations of Axton; WHEREAS, pursuant to the requirement of Code of Virginia §15.2-2316.8(B), the County has held a public hearing in accordance with Code of Virginia §15.2-2204(A) for the purpose of considering this Siting Agreement; and WHEREAS, at a meeting of the Board of Supervisors of Pittsylvania County (the “Board”), a majority of a quorum of the members of the Board approved this Siting Agreement. NOW, THEREFORE, pursuant to Code of Virginia Chapter 22, Title 15.2, Article 7.2, intending to be legally bound hereby and in consideration of the mutual covenants and agreements set forth herein, the receipt and sufficiency of which are conclusively acknowledged, the Parties hereby agree as follows: 1. CAPITAL PAYMENT OBLIGATION. (a) Payment Schedule. Axton will make the following payments (individually and collectively, the “Capital Payments”) to the County at the milestones set forth below: (i) Building Permit Issuance Payment: Within five (5) days after the date that the County issues all building permits related to the solar generation equipment to Axton with respect to the Project, Axton will pay to the County the amount of five thousand dollars ($5,000.00) for each MWac of nameplate capacity installed in the County for the Project. (ii) Commercial Operations Payment. Within five (5) days after the date that the Project begins commercial electrical production (“COD”) Axton will pay to the County the amount of fifteen thousand dollars ($15,000.00) for each MWac of nameplate capacity installed in the County for the Project. (b) Use of Payment. The Capital Payment is intended to be used, at the County’s sole discretion, to (a) assist the County in addressing capital needs set out in the County’s (i) capital improvement plan, (ii) current fiscal budget or (iii) fiscal fund balance and/or (b) support broadband (as defined in Code of Virginia § 56-585.1:9) funding, all as permitted by Code of Virginia § 15.2-2316.7. (c) Distinguished from all other Taxes and Other Obligations. The Capital Payment is separate and distinct from all M&T and real estate taxes owed pursuant to Section 6.1.1 of Chapter 6 of the Pittsylvania County Code, and other taxes, fees, and ordinances that may be validly applicable to the Project and the Property. 2. STATEMENT OF BENEFIT. Axton acknowledges that this Siting Agreement is beneficial to Axton in assisting it to proceed with the installation of the Project provides for future revenues to the County that are fair to both Parties. The County acknowledges that the funding provided pursuant to this Siting Agreement is beneficial in that it will result in mutually acceptable, predictable, and reasonable payments to the County. 350 Page 3 of 11 25637\0001\12628516v1 3. PERMITS AND APPROVALS. (a) SUP Expiration. The Parties acknowledge that Axton is required to comply with all obligations of the SUP in order to construct and operate the Project on the Property. As further consideration of this Siting Agreement and notwithstanding the conditions in the SUP for the Project, Axton shall have until July 1, 2027 to commence construction of the Project. (b) Limitation of Remedies. Notwithstanding anything to the contrary in the SUP, this Siting Agreement, or otherwise, neither an actual or asserted breach of this Siting Agreement by Axton nor the voiding, termination or invalidation of this Siting Agreement shall be grounds for voiding, terminating or suspending the SUP, provided that this subsection 3(b) shall not apply in the case of a willful or intentional breach of this Siting Agreement by Axton. 4. CONFORMANCE WITH COMPREHENSIVE PLAN. Upon approval of this Siting Agreement by the County and in accordance with Code of Virginia § 15.2-2316.9, the Project and all related transmission facilities shall be deemed to be “substantially in accord” with the “2010 Pittsylvania County Comprehensive Plan,” in all respects, to the extent that prior to such date of approval the County’s Planning Commission has not determined that the Project was “substantially in accord” with the Pittsylvania County’s Comprehensive Plan then in effect under Code of Virginia § 15.2-2232(A). 5. EFFECT OF SITING AGREEMENT (a) Supremacy of Siting Agreement. In accordance with Code of Virginia § 15.2- 2316.9(B), and as acknowledged and agreed to by the Parties, the terms of this Siting Agreement shall control over any County ordinance(s) and/or regulation(s) that may be inconsistent with the terms of this Siting Agreement, including any ordinances, regulations, policies, and/or guidelines which are inconsistent with the design, construction, operation and/or maintenance of the Project as indicated in the Application, which Application will control. (b) Binding Effect. In accordance with Code of Virginia § 15.2-2316.8(A)(3), and acknowledged and agreed to by the parties, this Siting Agreement shall be binding upon the County and enforceable against the governing body and future governing bodies of the County in any court of competent jurisdiction. (c) Conditional Effect. This Siting Agreement is expressly conditioned upon, among other factors, the County’s extension of the deadline to commence construction as stated in the conditions of the SUP authorizing the use of the Property as a utility-scale solar facility. Should the County fail to approve a resolution granting such extension, and Axton elects not to proceed with the construction of the Project prior to the Payment, then this Siting Agreement shall be null and void and of no effect, at Axton’s election. (d) No Obligation to Develop. The parties agree and acknowledge that Axton has no obligation to develop the Project and this Siting Agreement does not require that any Capital Payment prior to COD made except pursuant to Section 1(a)(i). It is expressly 351 Page 4 of 11 25637\0001\12628516v1 understood that development of the Project is contingent upon a number of factors and no election by Axton, in its sole discretion, to terminate, defer, suspend, or modify plans to develop the Project shall be deemed a default by Axton under this Siting Agreement. The production of test energy, or any other energy, prior to the COD does not trigger payment under this paragraph. (e) Covenant to Pay. Axton covenants to the County that it will pay the County the amounts due hereunder when due in accordance with the terms of this Siting Agreement, and, in the absence of a breach or default by County of its obligations hereunder, will not seek to invalidate this Siting Agreement, or otherwise take a position adverse to the purpose or validity of this Siting Agreement. 6. SUCCESSORS AND ASSIGNS. This Siting Agreement may be assigned by Axton without the necessity of obtaining the County’s consent, and the assignee shall have the same rights under this Siting Agreement as held by the assignor prior to the assignment, provided the assignee agrees to be bound by the terms of this Siting Agreement and a notice of assignment, in a form reasonably acceptable to the County, is delivered to the County evidencing the assignee’s acknowledgement of the terms of this Siting Agreement and agreement to be bound hereby. If Axton sells, transfers, leases or assigns all or substantially all of its interest in the Project or the ownership of Axton, this Agreement will automatically be assumed by and be binding on the purchaser, transferee or assignee. If any successor or assign does not comply with this Siting Agreement, the Zoning or Building Ordinances of the County, or the SUP after applicable cure periods, the SUP may be revoked. 7. REPRESENTATIONS. Each Party represents as follows: (a) It has the power and authority to enter into and perform this Siting Agreement; and that the execution, delivery and performance of this Siting Agreement has been duly authorized by all necessary corporate or governmental action, as applicable; (b) No suit, action, arbitration, legal, administrative, or other proceeding is pending or, to the best of its knowledge, has been threatened against it that would affect the validity or enforceability of this Siting Agreement or its ability to fulfill its commitments hereunder, or that would, if adversely determined, have a material adverse effect on its performance of this Siting Agreement; (c) The execution, delivery, and performance of this Siting Agreement by it will not result in a breach of, default under or violation of any applicable law; and (d) This Siting Agreement constitutes a legal, valid, and binding obligation enforceable against it in accordance with its terms, except as the enforceability of such terms may be limited by applicable bankruptcy, reorganization, insolvency, or similar laws affecting the enforcement of creditors’ rights generally. 8. MISCELLANEOUS (a) Governing Law; Jurisdiction; Venue. This Siting Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, without 352 Page 5 of 11 25637\0001\12628516v1 regard to any of its principles of conflicts of laws or other laws which would result in the application of the laws of another jurisdiction. The Parties hereto (a) agree that any suit, action or other legal proceeding, as between the Parties hereto, arising out of or relating to this Siting Agreement shall be brought and tried only in the Circuit Court of Pittsylvania County, Virginia, (b) consent to the jurisdiction of such Court in any such suit, action or proceeding, and (c) waive any objection which any of them may have to the laying of venue or any such suit, action, or proceeding in such court and any claim that any such suit, action, or proceeding has been brought in an inconvenient forum. The Parties hereto agree that a final judgment in any such suit, action, or proceeding shall be conclusive and may be enforced in other jurisdictions by suit on the judgment or in any other manner provided by law. (b) Confidentiality. Once public notice has been issued regarding the Board’s scheduled consideration of this Siting Agreement at an upcoming meeting of the Board, this Siting Agreement shall be a public document, subject to production under the Freedom of Information Act (FOIA). The County understands and acknowledges Axton, and as applicable, their associates, contractors, partners and affiliates utilize confidential and proprietary "state-of-the-art" information and data in their operations ("Confidential Information"), and that disclosure of any information, including, but not limited to, disclosures of technical, financial or other information concerning Axton or any affiliated entity could result in substantial harm to them and could thereby have a significant detrimental impact on their employees and also upon the County. The County acknowledges that during the development of this Siting Agreement, certain Confidential Information may be shared with the County by Axton. Axton agrees to clearly identify any information it deems to be Confidential and not subject to mandatory disclosure under the Virginia Freedom of Information Act or other applicable law as Confidential Information at the time it provides such information to the County. The County agrees that, except as required by law and pursuant to the County's police powers, neither the County nor any employee, agent or contractor of the County will knowingly or intentionally disclose or otherwise divulge any such confidential or proprietary information to any person, firm, governmental body or agency, or any other entity unless the request for Confidential Information is made under a provision of Local, State or Federal law. Upon receipt of such request but before transmitting any documents or information which may contain Confidential Information, the County will contact Axton to review the request for information and associated documents to determine if any Confidential Information is at risk of disclosure. If Confidential Information exists, Axton may intervene on behalf of the County and defend against disclosure of the Confidential Information. The County agrees to cooperate in this defense and to the extent allowed by law, work to protect the Confidential Information of Axton. (c) Removal of Property. The County acknowledges that the final design of the Project will occur at a later date. Based on final design, Axton shall have the right to remove parcels from the Project without the consent of the County. Property that is not included in the Project will be considered withdrawn from this Agreement without the need for further action by the Parties. The withdrawal of any parcels from this Agreement shall not affect Axton’s obligations under this Agreement. 353 Page 6 of 11 25637\0001\12628516v1 (d) Notices. Any communication required or permitted by this Siting Agreement must be in writing except as expressly provided otherwise in this Siting Agreement. Any communication under this Siting Agreement shall be sufficiently given and deemed given when delivered by hand or after being deposited in the mails by first- class certified mail, postage prepaid, and addressed as follows: If to Axton: Axton Solar LLC c/o Vesper Energy Development LLC 1722 Routh Street, Suite 900 Dallas, Texas 75201 Attn: Legal Department With copies to: Jon Puvak, Esq. Gentry Locke Attorneys 10 Franklin Road, Suite 900 Roanoke, Virginia 24011 If to the County: County Administrator Pittsylvania County, Virginia 1 Center Street P.O. Box 426 Chatham, Virginia 24531 Attn: County Administrator With a copy to: Matthew Evans, Esq. County Attorney Gravitt Law Group, PLC 75 Maple Avenue Halifax, Virginia 24558 Any addressee may designate additional or different addresses for communications by notice given under this Section to each other. (e) Memorandum of Siting Agreement. A memorandum of this Siting Agreement (the “Memorandum”), in a form acceptable to the County, shall be recorded in the land records of the Clerk’s Office of the Circuit Court of Pittsylvania County, Virginia (the “Clerk’s Office”). Such recordation shall be at Axton’s sole cost and expense and shall occur as reasonably practicable after the full execution of this Siting Agreement. If Axton chooses not to develop the Project, the Parties, at the request of either Party, shall execute a release of the Memorandum filed in the Clerk's Office and direct its recordation. (f) Non-Business Days. If the date for making any payment or performing any act or exercising any right is not a day when financial institutions are open for business in the 354 Page 7 of 11 25637\0001\12628516v1 Commonwealth of Virginia, such payment must be made or act performed or right exercised on or before the next business day such offices are open for public business. (g) Entire Agreement: Amendments. This Siting Agreement and any schedules or exhibits constitute the entire agreement and supersedes all other prior agreements and understandings, both written and oral, between the parties hereto with respect to the subject matter hereof. No provision of this Siting Agreement can be modified, altered, or amended except in a writing executed by all parties hereto. This Siting Agreement may not be changed except in writing signed by all parties (h) Construction. This Siting Agreement was drafted with input by the County and Axton, and no presumption will exist against any Party. (i) Binding Effect. This Siting Agreement is binding upon, inures to the benefit of and is enforceable by the parties and their respective successors and assigns. There are no other agreements or other conditions precedent to the binding nature of the respective obligations of Axton and the County. (j) Liability of Officers and Agents. No officer, agent, or employee of the County or Axton or its affiliates shall be subject to any personal liability or accountability by reason of the execution of this Siting Agreement or any other documents related to the transactions contemplated hereby. Such officers, agents, or employees shall be deemed to execute such documents in their official capacities only, and not in their individual capacities. This Section shall not relieve any such officer, agent, or employee from the performance of any official duty provided by law. (k) Counterparts; Electronic Signatures. This Siting Agreement may be executed simultaneously in any number of counterparts, each of which shall be deemed to be an original, and all of which shall constitute one in the same instrument. A signed copy of this Siting Agreement delivered by facsimile, email/PDF or other means of electronics transmission shall be deemed to have the same legal effect as delivery of an original signed copy of this Siting Agreement. Electronic signatures using a nationally recognized service, such as DocuSign, shall be permitted for execution of this Siting Agreement (l) Force Majeure. Any delay in the performance of any of the duties or obligations of either party hereunder (the “Delayed Party”) shall not be considered a breach of this Siting Agreement and the time required for performance shall be extended for a period equal to the period of such delay, provided that such delay has been caused by or is the result of any acts of God; acts of the public enemy; insurrections; riots; embargoes; labor disputes, including strikes, lockouts, job actions, or boycotts; shortages of materials or energy; fires; explosions; floods; changes in laws governing international trade; or other unforeseeable causes beyond the control and without the fault or negligence of the Delayed Party. The Delayed Party shall give prompt notice to the other party of such cause and shall take whatever reasonable steps are necessary to relieve the effect of such cause as promptly as possible. No such event shall excuse the payment of any sums due and payable hereunder on the due date thereof except any 355 Page 8 of 11 25637\0001\12628516v1 payment due upon the occurrence of any act or event for which delayed performance is excused as provided above. (m) Severability; Invalidity. Any provision of this Siting Agreement that conflicts with applicable law or is held to be void or unenforceable shall be ineffective to the extent of such conflict, voidness, or unenforceability without invalidating the remaining provisions hereof, which remaining provisions shall be enforceable to the fullest extent permitted under applicable law. If, for any reason, including a change in applicable law, it is ever determined by any court or governmental authority of competent jurisdiction that this Siting Agreement is invalid then the parties shall, subject to any necessary County meeting vote or procedures, undertake reasonable efforts to amend and or reauthorize this Siting Agreement so as to render the invalid provisions herein lawful, valid, and enforceable. If the Parties are unable to do so, this Siting Agreement shall terminate as of the date of such determination of invalidity, and the Property and Project will thereafter be assessed and taxed as though this Siting Agreement did not exist. The Parties will cooperate with each other and use reasonable efforts to defend against and contest any challenge to this Siting Agreement by a third party. (n) Third Party Beneficiaries. This Siting Agreement is solely for the benefit of the Parties hereto and their respective successors and permitted assigns, and no other person shall have any right, benefit, priority, or interest in, under or because of the existence of, this Siting Agreement. (o) No Obligation to Develop Project. Axton and its successors and assigns are under no obligation to continue to develop the Project after the date of this Siting Agreement. SEE ATTACHED SIGNATURE PAGES 356 Page 9 of 11 25637\0001\12628516v1 IN WITNESS WHEREOF, the County has caused this Siting Agreement to be executed in its corporate name by an authorized person as of the date first written above. COUNTY OF PITTSYLVANIA, VIRGINIA By: Name: Title: Date: REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY 357 Page 10 of 11 25637\0001\12628516v1 IN WITNESS WHEREOF, Axton has caused this Siting Agreement to be executed in its corporate name by its duly authorized officer as of the date first above written. AXTON SOLAR LLC By: Name: Title: Date: REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY 358 Page 11 of 11 25637\0001\12628516v1 Exhibit A The Property Chart of Tax Map Parcels Included in the Project, Including Acreage 359 PITTSYLVANIA COUNTY BOARD OF SUPERVISORS RESOLUTION # 2025-06-04 _____________________________________________________________________________________________ AXTON SOLAR, LLC PROJECT SPECIAL USE PERMIT EXTENSION APPROVAL ____________________________________________________________________________________________ VIRGINIA: At the Pittsylvania County Board of Supervisors’ (“Board”) 17th of June 2025, Business Meeting, the following Resolution was presented and adopted: WHEREAS, the Pittsylvania County Board of Zoning Appeals (“BZA”) issued a Special Use Permit (“SUP”) to allow a utility scale solar energy facility (“Project”) on GPIN #s 1441-36-6607, 1431-81-4115, 1431-96- 7114, 1431-97-8417, 1441-08-9109, 1441-16-1326, 1430-57-7323, 1430-64-0182, 1430-68-5445, 1441-69-7402, 1441- 89-3730, 1442-60-5423, 1442-82-0370, 1430-65-5210, 1430-84-7909, and 1430-97-7607, known as Case # S-20-019, on December 13, 2020; and WHEREAS, the BZA issued an amendment to the original SUP to allow GPIN#s 1452-12-4768, 1452-00- 7670, 1441-77-6885, 1430-77-3730, 1430-76-4322, and 1442-51-0809 to be included in the project, known as Case S-21-012; and WHEREAS, the BZA imposed a condition stating, “the SUP will expire unless construction of the entire Project is commenced within 3 years of the date of issuance of the SUP”; and WHEREAS, Code of Virginia § 15.2-2209.1:2, Extension of land use approvals for solar photovoltaic projects, states: “Notwithstanding any other provision of this chapter, for any valid special exception, special use permit, or conditional use permit, or any modifications thereto, for a solar photovoltaic project outstanding as of July 1, 2023, any deadline in the exception permit, or in the local zoning ordinance that requires the landowner or developer to commence the project within a certain time, may be extended by a resolution of the governing body until July 1, 2026; or such longer period as may be agreed to by the locality” and WHEREAS, the Project developers have requested an extension of the special use permit until July 1, 2027; and WHEREAS, the Project that is the subject of the SUP was designated by agreement to be "substantially in accord" with the "2010 Pittsylvania County Comprehensive Plan”; and NOW, THEREFORE, BE IT RESOLVED, that the Board grants an extension of SUP # S-20-019 and S- 21-012 until July 1, 2027. Given under my hand this 17th day of June 2025. ________________________________________ Robert M. Tucker, Jr. Chairman Pittsylvania County Board of Supervisors Approved as to Form: ________________________ Matthew W. Evans, Esq. Pittsylvania County Attorney 360 Vote Robert M. Tucker, Jr. (Chairman) ___ Eddie L. Hite, Jr. (Vice-Chairman) ___ Darrell W. Dalton ___ Kenneth L. Bowman ___ Timothy W. Dudley ___ William V. (“Vic”) Ingram ___ Murray W. Whittle ___ Ayes __ Nays __ Abstentions __ 361 10.b.4. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Public Hearing: Cell Tower Lease Renewal Staff Contact(s): Dave Arnold Agenda Date: June 17, 2025 Item Number: 10.b.4. Attachment(s): 1. 06-17-2025 Public Hearing Notice - Cell Tower Lease Renewal 2. AT&T - redline Reviewed By: SUMMARY: AT&T is considering revisions for the current lease renewal to take effect July 1, 2025. Below is a list of several terms that are being considered/proposed. The updated lease is attached. • Monthly payment: $2,100/month beginning July 1, 2025 • 2% annual increase beginning Sept. 3, 2026 • Initial Term: 10 years beginning July 1, 2025, with penalty for early termination by tenant FINANCIAL IMPACT AND FUNDING SOURCE: $2,100/month, with a 2% annual increase beginning September 3, 2026, totals $269,804 for the initial term. RECOMMENDATION: County Staff recommends the Board approve the updated lease as attached. MOTION: "I make a Motion to approve the updated lease as attached." 362 PUBLIC HEARING NOTICE The Pittsylvania County Board of Supervisors will hold a Public Hearing on Tuesday, June 17, 2025, at 7:00 p.m., at the Board Meeting Room, 39 Bank Street, Chatham, Virginia 24531, to receive citizen input on a proposed lease renewal of tower space to a cellular company on the County’s existing cell tower located at 325 Dodson Lane, Ringgold, VA 24586. A complete text of the proposed lease and related documents are available in the Pittsylvania County Administrator’s Office, 1 Center Street, Chatham, Virginia, 24531, Monday through Friday, 8:00 a.m. to 5:00 p.m., as well as on the County’s website at www.pittsylvaniacountyva.gov. 363 2019 Amendment - 1 - Market: VA / WV Cell Site Number: DA149 Cell Site Name: COUNTY TOWER ASR1284218 Fixed Asset Number: 12559988 FIRST AMENDMENT TO TOWER STRUCTURE DEED OF LEASE AGREEMENT THIS FIRST AMENDMENT TO TOWER STRUCTURE DEED OF LEASE AGREEMENT (“Amendment”) dated as of the later date below is by and between Pittsylvania County Board of Supervisors, a county in Virginia, having a mailing address at 1 Center Street, Chatham, VA 24531 (“Landlord”) and New Cingular Wireless PCS, LLC, a Delaware limited liability company, having a mailing address at 1025 Lenox Park Blvd NE, 3rd Floor, Atlanta, GA 30319 (“Tenant”). WHEREAS, Landlord and Tenant entered into a Tower Structure Deed of Lease Agreement dated September 4, 2019, whereby Landlord leased to Tenant certain Premises, therein described, that are a portion of the Property located at 325 Dodson Lane, Ringgold, VA 24531 (the “Agreement”); and WHEREAS, Landlord and Tenant desire to amend the Agreement to extend the Term of the Agreement; and WHEREAS, Landlord and Tenant desire to adjust the Rent in conjunction with the modifications to the Agreement contained herein; and WHEREAS, Landlord and Tenant desire to amend the Agreement to modify the notice section thereof; and WHEREAS, Landlord and Tenant, in their mutual interest, wish to amend the Agreement as set forth below accordingly. NOW THEREFORE, in consideration of the foregoing and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Landlord and Tenant agree as follows: 1. Term. The Term of the Agreement shall be amended to provide that the Agreement has a new initial term of ten (10) years (“New Initial Term”), commencing on July 1, 2025, (“New Term Commencement Date”). As of such New Term Commencement Date, all remaining Extension Terms in the Agreement, except as set forth herein, shall be void and of no further force and consequence. The Agreement will be automatically renewed for up to five (5) additional five (5) year terms (each an “Extension Term”) upon the same terms and conditions of the Agreement, as amended herein, without further action by Tenant, unless Tenant notifies Landlord in writing of Tenant’s intention not to renew the Agreement at least sixty (60) days prior to the expiration of the New Initial Term or the then current Extension Term. Hereafter, the defined term “Term” shall include the New Initial Term and any applicable Extension Term. Landlord agrees and acknowledges that except that as such permitted use or other rights may be amended herein, Tenant 364 2019 Amendment - 2 - may continue to use and exercise its rights under the Agreement as permitted prior to the New Initial Term. 2. Termination. In addition to any rights that may exist in the Agreement, Tenant may terminate the Agreement at any time prior to the end of the New Initial Term with thirty (30) days prior written notice to Landlord for any or no reason, subject to a penalty. Said early termination penalty shall be the difference between the total rent already paid during the New Initial Term at the time of termination and the full value of the rent to be paid during the entire New Initial Term, including the Future Rent Increase. Once the New Initial Term expires, the Tenant may terminate the Agreement at any time with thirty (30) days prior written notice to Landlord for any or no reason without an early termination penalty. In addition to any rights that may exist in the Agreement, Tenant may terminate the Agreement at any time with thirty (30) days prior written notice to Landlord for any or no reason. 2. 3. Modification of Rent. Commencing on July 1, 2025, the current Rent payable under the Agreement shall be Two Thousand One Hundred and No/100 Dollars ($2,100.00) per month (the “Rent”), and shall continue during the Term, subject to adjustment, if any, as provided below. In the event of any overpayment of Rent prior to or after the Effective Date, Tenant shall have the right to deduct from any future Rent payments an amount equal to the overpayment amount. 4. Future Rent Increase / Monthly / Annual Payments. The Agreement is amended to provide that commencing on September 4, 2026, Rent shall increase by two percent (2%) over the Rent paid during the previous year. 5. Removal/Restoration. In addition to the terms set forth in the Agreement, Landlord agrees that the Communications Facility and any related equipment brought to the Premises by Tenant, its agents, contractors, predecessors in interest or subtenants, shall be and remain Tenant’s personal property or the personal property of its subtenant(s), as the case may be. Landlord waives any and all rights it may have, including any rights it may have in its capacity as Landlord under the Agreement to assert any liens, encumbrances or adverse claims, statutory or otherwise, related to or in connection with the Communications Facility or any portion thereof. Tenant, in its sole discretion, may remove the Communications Facility or any portion of the Communications Facility at any time during the Term of the Agreement, without notice to Landlord and without Landlord’s consent. Notwithstanding any terms to the contrary, Tenant will not be responsible for the replacement of any trees, shrubs or other vegetation, nor will Tenant be required to remove from the Premises or the Property any foundations or underground utilities. Tenant, may, in its sole discretion, transfer any improvements or alterations to the Premises to Landlord at any time during the Term of the Agreement without notice to the Landlord and without the Landlord’s consent. 6. Acknowledgement. Landlord acknowledges that: 1) this Amendment is entered into of the Landlord’s free will and volition; 2) Landlord has read and understands this Amendment and the underlying Agreement and, prior to execution of this Amendment, was free to consult with counsel of its choosing regarding Landlord’s decision to enter into this Amendment and to have counsel review the terms and conditions of this Amendment; 3) Landlord has been advised and is informed that should Landlord not enter into this Amendment, the underlying Agreement between Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Font: 12 pt Formatted: Indent: Left: 0.25", No bullets or numbering 365 2019 Amendment - 3 - Landlord and Tenant, including any termination or non-renewal provision therein, would remain in full force and effect. 7. Notices. Section 17 of the Agreement is hereby deleted in its entirety and replaced with the following: NOTICES. All notices, requests, payments of rent, demands, and other communications required or permitted hereunder shall be given as follows: For Notices of Default to Tenant: a) To Tenant’s Lease Administration Department at NoticeIntake@att.com; and b) To Tenant’s Law Department via First Class certified or registered mail, return receipt requested, or by a nationally recognized overnight courier, postage prepaid: New Cingular Wireless PCS, LLC Attn.: Legal Dept – Network Operations Re: Cell Site #: DA149; Cell Site Name: COUNTY TOWER ASR1284218 (VA) Fixed Asset #: 12559988 208 Akard Street Dallas, TX 75202-4206 For Notices of Default to Landlord: a) To Landlord at dave.arnold@pittgov.org; and b) To Landlord’s Law Department via First Class certified or registered mail, return receipt requested, or by a nationally recognized overnight courier, postage prepaid: Pittsylvania County Board of Supervisors 1 Center Street Chatham, VA 24531 All other Notices will be sent: a) To Tenant’s Lease Administration Department at NoticeIntake@att.com; and b) To Landlord at dave.arnold@pittgov.org Notices by email will be effective on the first calendar day after it was sent unless the sender receives an automated message that the email has not been delivered. Electronic mail shall be sent with a read receipt, but a read receipt shall not be required to establish that notice was given and received. All other Notices shall be effective when received unless returned undelivered. Either party hereto may change the place for the giving of notice to it by thirty (30) days’ prior written notice to the other party hereto as provided herein. Formatted: English (United States) Formatted: English (United States) Formatted: English (United States) 366 2019 Amendment - 4 - 8. Other Terms and Conditions Remain. In the event of any inconsistencies between the Agreement and this Amendment, the terms of this Amendment shall control. Except as expressly set forth in this Amendment, the Agreement otherwise is unmodified and remains in full force and effect. Each reference in the Agreement to itself shall be deemed also to refer to this Amendment. 9. Capitalized Terms. All capitalized terms used but not defined herein shall have the same meanings as defined in the Agreement. [NO MORE TEXT ON THIS PAGE - SIGNATURES TO FOLLOW ON NEXT PAGE] 367 2019 Amendment - 5 - IN WITNESS WHEREOF, the parties have caused this Amendment to be effective as of the last date written below. LANDLORD: Pittsylvania County Board of Supervisors, a county in Virginia By: [NOT FOR EXECUTION] Print Name: Its: Date: LANDLORD ACKNOWLEDGEMENT STATE OF ________________ ) ) SS. COUNTY OF ______________ ) I certify that I know or have satisfactory evidence that ________________________________ is the person who appeared before me, and said person acknowledged that said person signed this instrument, on oath stated that said person was authorized to execute the instrument and acknowledged it as the __________________________________ of Pittsylvania County Board of Supervisors, a county in Virginia, to be the free and voluntary act of such party for the uses and purposes mentioned in the instrument. DATED: _______________________________ Notary Seal (Signature of Notary) (Legibly Print or Stamp Name of Notary) Notary Public in and for the State of ________________ My appointment expires: 368 2019 Amendment - 6 - IN WITNESS WHEREOF, the parties have caused this Amendment to be effective as of the last date written below. TENANT: New Cingular Wireless PCS, LLC, a Delaware limited liability company By: AT&T Mobility Corporation Its: Manager By: [NOT FOR EXECUTION] Print Name: Its: Date: TENANT ACKNOWLEDGEMENT STATE OF ________________ ) ) SS. COUNTY OF ______________ ) I certify that I know or have satisfactory evidence that ___________________________________ is the person who appeared before me, and said person acknowledged that he/she signed this instrument, on oath stated that he/she was authorized to execute the instrument and acknowledged it as the ____________________________ of AT&T Mobility Corporation, the Manager of New Cingular Wireless PCS, LLC, a Delaware limited liability company, to be the free and voluntary act of such party for the uses and purposes mentioned in the instrument. DATED: _______________________________. Notary Seal (Signature of Notary) (Legibly Print or Stamp Name of Notary) Notary Public in and for the State of ___________ My appointment expires: 369