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07-15-2025 Work Session Agenda Packet BOARD OF SUPERVISORS WORK SESSION Tuesday, July 15, 2025 - 3:00 PM Board Meeting Room 39 Bank Street, SE, Chatham,Virginia 24531 AGENDA 1. CALL TO ORDER (3:00 PM) 2. ROLL CALL 3. AGENDA ITEMS TO BE ADDED 4. APPROVAL OF AGENDA For the citizens’ convenience, all Work Session and Committee Meetings are now being recorded and can be viewed on the County's Facebook and the same YouTube location as the Board of Supervisor’s Business Meetings. Please remember that the Board’s Work Session is designed for internal Board and County Staff communication, discussion, and work. It is not a question and answer session with the audience. Accordingly, during the Work Session, no questions or comments from the audience will be entertained. Respectfully, any outbursts or disorderly conduct from the audience will not be tolerated and may result in the offending person’s removal from the Work Session. As a reminder, all County citizens, and other appropriate parties as designated by the Board’s Bylaws, are permitted to make comments under the Hearing of the Citizens’ Section of tonight’s Business Meeting. 5. PRESENTATIONS 6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Landfill Gate Fee Adjustment for County Residents (20 minutes) (Staff Contact: Chris Adcock) b. Update on Water Infrastructure Projects (30 minutes) (Staff Contact: Chris Adcock) c. Battle on the Border Donation Request (15 minutes) (Staff Contact: Darrell Dalton) d. Health Insurance Rate Increase (15 minutes) (Staff Contact: Kim VanDerHyde) 7. BUSINESS MEETING DISCUSSION 8. CLOSED SESSION a. Closed Session (Potential Landfill Contract) (Staff Contact: Chris Adcock) b. Closed Session (Potential Property Donation Acquisition Discussion) (Staff Contact: Dave Arnold) c. Closed Session (Comprehensive Plan Update Project) (Staff Contact: Dave Arnold, Emily Ragsdale) d. Closed Session (Economic Development Update) (Staff Contact: Matthew Rowe) 9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION a. Closed Session Certification (Staff Contact: Matthew Evans) 10. ADJOURNMENT 6.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Landfill Gate Fee Adjustment for County Residents (20 minutes) Staff Contact(s): Chris Adcock Agenda Date: July 15, 2025 Item Number: 6.a. Attachment(s): None Reviewed By: The landfill disposal rate (tipping fee or gate fee) was recently increased for all non-contract disposal. The rate was increased from $41/ton to $45/ton. Chris Adcock, Public Works Director, will present a recommendation to adjust the landfill gate fee structure for County residents. 6.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Information Only Agenda Title: Update on Water Infrastructure Projects (30 minutes) Staff Contact(s): Chris Adcock Agenda Date: July 15, 2025 Item Number: 6.b. Attachment(s): 1. Recommendation of Award - Vista Pointe Well System Improvements Reviewed By: Chris Adcock, Public Works Director, will be present to give an update and answer any questions regarding the following projects: • Water Tank Maintenance Pittsylvania County Public Works (PCPW) is responsible for the ownership, operation, and maintenance of five (5) large water storage tanks. These tanks require annual inspections, periodic internal cleanings, and both internal and external painting to ensure proper sanitation and structural integrity. Prior to merging with the County, the former Pittsylvania County Service Authority (PCSA) had a long-term maintenance contract in place. Following the merger, it was determined that the contract needed to be re- bid. As a result, the County’s Purchasing Department issued a Request for Proposals (RFP) for Water Tank Maintenance Services. The RFP was advertised in the Star Tribune, posted on the Virginia Business Opportunities (VBO) website, and made available on the County’s website. Two proposals were received in response. After thorough evaluation, the selection committee recommended awarding the contract to USG Water Solutions. The contract is valued at $68,293 annually for a term of five (5) years, totaling $341,465 over the life of the contract. The Public Works Department allocates funding for these services as part of its annual budget. • Vista Pointe Water System Improvements Pittsylvania County Public Works (PCPW) has operated the Vista Pointe water system since 1984, with no major improvements made since 1988. To address the aging infrastructure, bids were recently solicited for significant upgrades to the system. Falwell Corporation submitted the low bid and was selected as the recommended contractor. Falwell recently completed a successful upgrade to the Woodroam water system in Motley, VA. Dewberry, the County’s engineering consultant for this project, has reviewed the bids and recommends awarding the contract to Falwell Corporation in the amount of $199,570.00. The Public Works Department has sufficient budgeted funds to cover the cost of these improvements. Dewberry’s recommendation letter is attached for reference. • Robin Court Waterline Extension Project PCPW received bids on Friday, July 11, 2025, for the much-anticipated and discussed waterline extension to serve the Robin Court neighborhood, east of Chatham. The results of those bids were not available for the agenda printing, but will be available at the work session meeting. In an effort to not further delay the project, PCPW hopes to present a recommendation to award a contract for construction at the work session and for approval at the business meeting. Page 1 of 1 July 9, 2025 Mr. Chris Adcock Public Works Director 405 R&L Smith Drive Danville, VA 24540 RE: Vista Pointe Well System Improvements Dear Mr. Adcock, Bids were opened for the above referenced project on Tuesday, July 8th, at 2:00 pm at the County Administration Building. The project was advertised for over 30 days and generated interest from three (3) general contractors, one (1) of which who submitted a bid before the deadline. The low bidder is Falwell Corporation of Lynchburg, VA. The bid documents were reviewed and the bidder did provide the necessary information to be an acceptable bidder. Earlier this year, Falwell also completed the successful renovation of the Woodroam Well System in Motley, VA for the County. Attached is the list of bids from the July 8th bid opening and the bid form provided by Falwell. Dewberry recommends Pittsylvania County move forward with the award of the contract to Falwell. If you have any questions or concerns, feel free to contact me. Sincerely, Drew Arnold, PE Associate | Department Manager 6.c. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Battle on the Border Donation Request (15 minutes) Staff Contact(s): Darrell Dalton Agenda Date: July 15, 2025 Item Number: 6.c. Attachment(s): None Reviewed By: Supervisor Dalton will facilitate discussion regarding a $2,000 donation request for the County to be a "Diamond Buckle Sponsor" for the Battle on the Border livestock show that will be held at ODAC in August. There is no budgeted amount currently available for this donation, so funds will need to be identified and appropriated. 6.d. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Staff Report Agenda Title: Health Insurance Rate Increase (15 minutes) Staff Contact(s): Kim VanDerHyde Agenda Date: July 15, 2025 Item Number: 6.d. Attachment(s): 1. Anthem Rates 10.01.2025-BOS Reviewed By: The County recently received insurance renewal information from Anthem. This year's expected rates reflect an average increase of 9.3%. After carefully reviewing the County's current rate structure and comparing it to surrounding localities, staff is recommending a decrease to the current employee rates for Family coverage in both the KeyCare30 Plan and the High Deductible Health Plan (HDHP). This change will align the employee's rate for the Family tier with other localities and make this coverage more affordable for employees struggling to provide quality healthcare for their families. Other than the Family tier of coverage for the Keycare 30 plan, employees with insurance in the other tiers will pay an additional 9.3% over the prior year for their coverage. The Employee Only tier of the HDHP will also experience a 9.3% increase in their premium in the coming year. The Employee Child, Employee Children, and Employee Spouse tiers will have no increase for the coming year. Please see the attached rates for the breakdown of premiums per tier. The total cost of this change based on current enrollment totals $169,287 and will be covered with funds from the Insurance Reserve line item. In addition to this request, staff recommend increasing the wellness benefit to $250 for the coming year. This benefit is paid out to employees who provide proof of receiving an annual physical examination. This benefit not only financially benefits our employees, but helps identify potential life-threatening health events before they become a real problem in the future. Prevention of these health events can be costly in health insurance claims and out-of-pocket costs. With routine doctor visits, we keep our employees well while keeping health insurance costs to a minimum. This recommendation was made by Holly Stanfield during the Budget Forum held in January. TYPE OF COVERAGE MONTHLY PREMIUM MONTHLY INC/(DEC)MONTHLY INC/(DEC) KeyCare 30 $30 Copay/$1500 Deductible Employee Only 887.80 781.98 54.37 105.82 9.00 Employee and One Child 1,230.71 742.60 52.66 488.12 41.54 Employee and Children 1,706.55 863.86 61.39 842.70 71.70 Employee and Spouse 2,056.69 983.80 70.40 1,072.89 91.29 Employee and Family 2,694.13 1,547.50 500.46 1,146.64 (286.66) HDHP w/Health Saving Account $3,500/100% Employee Only 768.82 751.74 52.20 17.08 1.45 Employee and One Child 1,061.76 790.22 80.38 271.54 - Employee and Children 1,474.53 943.98 114.13 530.56 - Employee and Spouse 1,778.27 1,096.54 138.95 681.74 - Employee and Family 2,331.23 1,576.30 435.78 754.94 (251.65) The Board of Supervisors agreed to pay the following monthly amounts from the Employee Health Fund: $10 for the Employee Only tier and $44.17 for all other tiers. They also agreed to pay an employer contribution of $1,000.00 per covered employee participating in the Lumenos (HDHP) ~ Health Savings Account (HSA). ANTHEM BLUE CROSS BLUE SHIELD OCTOBER 1, 2025 (PAYROLL DEDUCTION BEGINS IN SEPTEMBER) PREMIUMS EMPLOYEE COST COUNTY SHARE 8.a. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Potential Landfill Contract) Staff Contact(s): Chris Adcock Agenda Date: July 15, 2025 Item Number: 8.a. Attachment(s): None Reviewed By: Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matter: Potential Landfill Contract Purpose: Legal Counsel Contract Consultation 8.b. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Potential Property Donation Acquisition Discussion) Staff Contact(s): Dave Arnold Agenda Date: July 15, 2025 Item Number: 8.b. Attachment(s): None Reviewed By: Discussion or consideration of the acquisition of real property for a public purpose, or of the disposition of publicly held real property, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body. (1) Legal Authority: Virginia Code § 2.2-3711(A)(3) Subject Matter: Potential Property Donation Acquisition Purpose: Review/Discussion Regarding the Same 8.c. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Comprehensive Plan Update Project) Staff Contact(s): Dave Arnold, Emily Ragsdale Agenda Date: July 15, 2025 Item Number: 8.c. Attachment(s): None Reviewed By: Discussion of the award of a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body. (1) Legal Authority: Virginia Code § 2.2-3711(A)(29) Subject Matter: Comprehensive Plan Update Project Purpose: Contractor/Vendor Selection and Negotiations Discussion 8.d. BOARD OF SUPERVISORS EXECUTIVE SUMMARY Closed Session Agenda Title: Closed Session (Economic Development Update) Staff Contact(s): Matthew Rowe Agenda Date: July 15, 2025 Item Number: 8.d. Attachment(s): None Reviewed By: Discussion concerning a prospective business or industry or the expansion of an existing business or industry where no previous announcement has been made of the business' or industry's interest in locating or expanding its facilities in the community. (1) Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Unannounced Prospective Businesses/Industries Purpose: General Economic Development Projects Update BOARD OF SUPERVISORS EXECUTIVE SUMMARY Action Item Agenda Title: Closed Session Certification Staff Contact(s): Kaylyn McCluster Agenda Date: July 15, 2025 Item Number: 9.a. Attachment(s): None Reviewed By: MWE PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work Session on July 15, 2025, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge, only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's minutes. Vote Kenneth L. Bowman Yes/No Darrell W. Dalton Yes/No Timothy W. Dudley Yes/No William V. ("Vic") Ingram Yes/No Murray W. Whittle Yes/No Eddie L. Hite, Jr. Yes/No Robert M. Tucker, Jr. Yes/No 9.a.