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10-15-2024 Work Session - FINAL PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ WORK SESSION October 15, 2024 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was held on October 15, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (4:00 PM) Dalton called the Meeting to Order at 4:00 PM. ROLL CALL The following Board Members were present: Darrell W. Dalton - Callands-Gretna District Robert M. Tucker, Jr. - Banister District Kenneth L. Bowman - Chatham-Blairs District Timothy W. Dudley – Staunton River District Eddie L. Hite, Jr. - Dan River District William V. (“Vic”) Ingram - Tunstall District Murray W. Whittle - Westover District APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approved) MOVER: Ingram SECONDER: Tucker AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None PRESENTATIONS a. County Broadband Project Update Rob Taylor, RiverStreet Networks, provided an update on the County's Broadband Project, highlighting its progress, current status, and future plans. The project spans most of the County, aiming to provide broadband access to over 16,500 locations. Funding has been secured through various sources, including VATI, County matching funds, River Street Networks, and others. Currently, more than 5,198 locations have access to broadband service, with 1,207 additional locations in pre-order status, expected to be service-ready within 30 days. Another 2,646 locations are under construction, with service projected to become available in 90 to 120 days. The entire project is expected to be completed by the end of next year. Community engagement and marketing efforts have been a critical component of the rollout. These include online advertisements, radio spots, billboards, direct mailers, door hangers, and local sign-up events. Promotional campaigns have aimed to increase the subscription rate, which currently sits at 22%. Taylor also discussed the upcoming BEAD funding opportunity. The state has received $1.48 billion in federal funding for broadband expansion, with approximately $900,000 designated for projects like this one. In the County, 2,918 locations have been identified as eligible for this funding, as they currently lack service or funding to achieve it within the next few years. Taylor requested the Board provide a letter of support for the BEAD funding application, which would enable continued collaboration without obligating the County to provide matching funds. This request is expected to be considered at the November 19, 2024, meeting. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. Solid Waste, Water, and Building and Grounds Updates Chris Adcock, Public Works Director, provided an update on several public works projects in the County, focusing on water line extensions, solid waste management, and building improvements. The Robin Court Water Line Extension project aims to replace an outdated well system, which has been under a consent order due to radium exceedances. The project, funded through grants, involves connecting to the Chatham water system and replacing the main line and residential services. Delays have occurred due to federal requirements for an environmental assessment, but construction is expected to begin early next year. The R & L Smith Road Waterline Extension will connect the 29 North system with the Mt. Hermon system to improve water pressure, fire flow, and system resiliency. This project addresses long- standing infrastructure needs and supports future residential development in the area. In Solid Waste management, the County is focusing on upgrading collection sites. Recent improvements include expansions at Mt. Hermon and plans for Berry Hill and Motley sites. The Motley site may require relocation to improve functionality, with new property acquisition under consideration. The landfill has also expanded with the completion of a new cell, adding approximately three years of capacity while future phases are planned to ensure long-term viability. On building improvements, repairs have been completed on the Callands Courthouse and Clerk’s Office roofs. Additional work on trim and painting is planned. The Moses Building HVAC improvements are in the design-build phase, with construction anticipated within two months. The landfill and solid waste updates emphasized balancing current waste intake with long-term planning to ensure sustainability while exploring opportunities for additional revenue from external waste contracts. b. Potential PCC Revisions Discussion ((1) Standardization of Firing Range Regulations; (2) Burning of Construction Materials Regulations) Emily Ragsdale, Director of Community Development, facilitated a discussion focused on two potential revisions to the County code: regulations for open burning and for commercial gun ranges. Regarding burning regulations, the proposed revisions aim to align County codes with state laws that prohibit burning materials like construction debris, tires, and shingles due to environmental and safety concerns. The fire marshal emphasized that having a local ordinance would allow the County to retain fine revenues, rather than those funds going to the state. The board expressed support for exploring this further and requested a detailed proposal, including potential penalties, for review in the next meeting. For commercial gun ranges, staff proposed creating clear, standardized guidelines for the construction and operation of such facilities. Currently, gun ranges are regulated through special use permits, but there are no specific standards for safety, noise control, or environmental impact. The aim is to ensure safety for surrounding areas, manage noise, and address concerns like lead contamination while supporting economic development. Staff recommended using resources like the NRA Range Source Book and EPA guidelines for lead management. The discussion also highlighted the importance of collaborating with existing gun range operators to ensure regulations are fair and practical. The Board supported moving forward with both initiatives, requesting further details and a draft ordinance for consideration at a future meeting. c. Tornado Response Debriefing Chris Key, Director of Public Safety, debriefed the Board on the tornado response surrounding the September 27, 2024, tornado in Dry Fork, which resulted from Hurricane Helene remnants. The tornado, classified as an EF2, traveled over six miles, causing significant damage to 20 homes and injuring one person. Emergency responders faced challenges accessing affected areas due to downed trees, power lines, and fires. Despite these obstacles, they quickly secured the area, extinguished fires, and provided necessary aid, including relocating one family with assistance from the Red Cross. Power was restored within 12 hours, and debris removal began the following day. The National Weather Service confirmed the tornado's classification and path, and VDEM assessed property damage. On October 1, 2024, President Biden declared a major disaster, enabling public and individual assistance for affected residents. FEMA and VDEM began door-to-door assessments to identify those eligible for aid, focusing on uninsured and underinsured individuals. Public safety worked efficiently to coordinate efforts among multiple agencies, including local fire departments, VDOT, and utility crews. Moving forward, officials are expediting FEMA application information to impacted residents through door-to-door visits and online postings to ensure timely access to assistance. The Board commended the rapid, coordinated response by public safety, first responders, and supporting agencies, emphasizing the importance of minimizing misinformation and providing accurate resources to the public. d. Ringgold Rail Trail Bridge Repair Discussion Dave Arnold, Assistant County Administrator, discussed the financial and logistical challenges surrounding the restoration of the Ringgold Rail Trail pedestrian bridge, which was damaged by Tropical Storm Michael in 2018. The project recently received an additional $2.1 million in funding from FEMA, bringing the total project budget to $3.1 million. However, the lowest bid received for the project came in at nearly $4 million, leaving a funding gap of approximately $1.1 million. FEMA has advised proceeding with the project by awarding the contract and applying for additional funding and a time extension. However, the Board expressed concerns about committing to the contract without a guarantee of receiving the additional funds. Members also raised questions about the long-term costs if the project is delayed further and whether FEMA funding already approved would remain secure if the timeline is not met. Suggestions included exploring alternative funding sources, such as historical preservation grants or partnerships with local organizations like Caesars or the Dan River Regional Foundation. Staff committed to investigating these options and bringing a more comprehensive plan back to the Board within 30 days. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 5:59 PM. RESULT: 7-0 (Approved) MOVER: Tucker SECONDER: Whittle AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None a. Consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel. (1) Legal Authority: Virginia Code § 2.2-3711(A)(8) Subject Matters: Active 911/Code Red Purpose: Consultation with Legal Counsel/Legal Advice and Discussion Regarding the Same b. Discussion, consideration, or interviews of prospective candidates for employment; assignment, appointment, promotion, performance, demotion, salaries, disciplining, or resignation of specific public officers, appointees, or employees of any public body. (1) Legal Authority: Virginia Code § 2.2-3711(A)(1) Subject Matter: County Attorney Performance Purpose: Review/Discussion of Same RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 7:19 PM and the following Certification was recorded: PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ CLOSED MEETING CERTIFICATION BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’ (“Board”) Work Session on October 15, 2024, the Board hereby certifies by a recorded vote that to the best of each Board Member’s knowledge only public business matters lawfully exempted from the Open Meeting requirements of the Virginia Freedom of Information Act (“Act”) and identified in the Motion authorizing the Closed Meeting were heard, discussed, or considered in the Closed Meeting. If any Board Member believes that there was a departure from the requirements of the Act, he shall so state prior to the vote indicating the substance of the departure. The Statement shall be recorded in the Board's Minutes. Vote Kenneth L. Bowman Yes Timothy W. Dudley Yes Eddie L. Hite, Jr. Yes William V. (“Vic”) Ingram Yes Murray W. Whittle Yes Robert M. Tucker, Jr. Yes Darrell W. Dalton Yes ADJOURNMENT Dalton adjourned the Meeting at 7:20 PM.