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12-17-2024 Work Session - FINAL PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ WORK SESSION December 17, 2024 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was held on December 17, 2024, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (3:30 PM) Dalton called the Meeting to Order at 3:30 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 AGENDA ITEMS TO BE ADDED Motion to add the following Closed Session to the Agenda: 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. Legal Authority: Virginia Code § 2.2-3711(A)(5) Subject Matter: Unannounced Prospective Businesses/Industries Purpose: General Economic Development Projects Update/Discussion Regarding the Same RESULT: 7-0 (Approved) MOVER: Ingram SECONDER: Tucker AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None NOT PRESENT: None APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 7-0 (Approved) MOVER: Ingram SECONDER: Bowman AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None NOT PRESENT: None PRESENTATIONS a. County FY 2024 Comprehensive Annual Financial Report Presentation The County’s Auditor, Scott Wickham, CPA, of Robinson, Farmer, Cox and Associates, presented to the Board the County’s FY 2024 Annual Financial Report. The county received an unmodified (clean) opinion, the highest assurance of accurate financial reporting. Wickham highlighted key sections of the 174-page report, including the management discussion and analysis, which offers comparative data and a high-level summary. The audit found the county in a strong financial position, with increased revenues outpacing expenditures over the past five years and a solid unassigned fund balance of $46 million. Key insights included positive cash flow in the solid waste and water and sewer funds, effective debt management, and a reduction in overall debt. While minor recommendations were made for best practices, including improved compliance with conflict-of-interest forms and timely reconciliation of Social Services accounts, the overall findings reflected strong financial stewardship. Board members commended the Finance Department, led by Kim Van Der Hyde, for its diligence in maintaining financial health and praised the collaborative efforts of county staff and department heads in budget management. The report reinforced the county’s stable financial outlook, with Wickham emphasizing the importance of ongoing fiscal discipline and planning for future needs The full presentation can be found on the County's website at www.pittsylvaniacountyva.gov. b. Parks and Recreation Master Plan Study Presentation James Mickle, BerryDunn, presented the draft Parks and Recreation Master Plan, a comprehensive 10-year roadmap designed to enhance operations, programs, and services within the county. The plan was developed through extensive community engagement, which included input from over 1,200 residents, 262 stakeholder interviews, focus groups, and statistically valid surveys with a 96% accuracy rate. This feedback highlighted the community’s needs and desires for the future of parks and recreation. The master plan focuses on four strategic areas. For organizational efficiencies, recommendations include formalizing joint use agreements, conducting annual reviews of standard procedures, and adding three full-time positions over the next decade: a maintenance staff member, a program coordinator, and a recreation manager. In program and service delivery, the plan aims to enhance offerings for seniors (55+), teens, and families, including creating a part-time role dedicated to senior programming. Facilities and parks recommendations prioritize equitable access by addressing gaps in underserved regions, developing a playground replacement plan, and exploring feasibility for an outdoor athletic complex and improved water access. For financial accountability, the plan suggests leveraging alternative funding through sponsorships, grants, and establishing a Parks and Recreation Foundation Board. The plan emphasizes addressing equity gaps, increasing recreational field availability, and improving health outcomes through accessible spaces. Mickle highlighted the strong community interest in the plan and its potential to unlock funding opportunities for future projects. His presentation can be found on the County's website at www.pittsylvaniacountyva.gov. c. Fire and Rescue Study Presentation Dwayne Bonnett, a consultant with Emergency Services Consulting International ("ESCI"), presented an assessment of the fire and emergency services system in Pittsylvania County. The study aimed to evaluate the current system's strengths, challenges, and opportunities, focusing on the predominantly volunteer-based fire service. Bonnett emphasized that the study was not an in- depth assessment of individual stations but a high-level analysis of the overall system. The team gathered information through site visits, interviews with stakeholders, and data analysis to form the basis of their recommendations. The findings highlighted several strengths, including a strong foundation of committed first responders, long-standing volunteer companies, and supportive county leadership. However, challenges such as declining volunteerism, fragmented operations, and increasing costs to maintain the system were noted. Bonnett also identified opportunities to centralize administrative functions, improve data management, and develop a strategic plan to guide future decisions. Bonnett concluded by encouraging collaboration among stakeholders, including the public safety department, volunteer agencies, and community members, to develop actionable strategies that address both immediate needs and long-term goals. Board members expressed their gratitude for the insights provided and reaffirmed their commitment to advancing and strengthening fire and emergency services for the community. Bonnett's presentation can be found on the County's website at www.pittsylvaniacountyva.gov. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. County CIP Review/Discussion Kim Van Der Hyde, Finance Director, unveiled a new Capital Improvements Plan (CIP), showcasing significant changes from previous years. The CIP remains a five-year plan reviewed annually, with departments submitting detailed project requests rather than simply updating spreadsheets. The updated process required departments to specify project details, previous funding, and future budgetary needs. The funding threshold was raised from $5,000 to $20,000 to focus on more substantial projects, with a $100,000 minimum for inclusion in the CIP. Departments collaborated closely with Garrett Van Allen, Budget & Financial Analyst, managing project coordination and information gathering. Key departments participating in the process included Public Works/Building and Grounds, Parks and Recreation, Elections, Public Safety, Libraries, and Schools. Van Allen highlighted major projects including courthouse HVAC upgrades, solid waste improvements, water and sewer extensions, sports complex development, and library expansions. Additionally, the Sheriff's Office and Fire and Rescue agencies submitted requests for significant operating and capital items, including new vehicles, tasers, ambulances, and fire equipment. This structured approach aims to ensure informed decision-making, aligning projects with the County's financial capabilities and strategic priorities. The Board was provided 30 days to review the CIP, with discussions and prioritization scheduled for January. The full presentation can be found on the County's website at www.pittsylvaniacountyva.gov. b. Mass County Zoning Ordinance Discussion/Review Emily Ragsdale, Community Development Director, reviewed with the Board updated material for the County's Mass Zoning Ordinance Revision in preparation for possible adoption at the January meeting. The presentation addressed board concerns raised during the previous Public Hearing, particularly regarding campground regulations and power station policies. For campgrounds, changes include standardizing setbacks, introducing a 365-day length-of-stay limit per site to maintain transient use, and allowing limited retail sales for campground residents. Waste disposal requirements and other standards remain consistent, with some language moved into the Zoning Ordinance for clarity. For power stations, staff proposed adding language to regulate facilities generating power for both off-site and on-site consumption. This change would close potential regulatory loopholes and ensure oversight of environmental impacts, decommissioning, and community impact assessments. Comprehensive pre-application requirements, including traffic studies and site development plans, were also highlighted. The Board expressed support for the updates, particularly the inclusion of decommissioning requirements. Staff will finalize changes with the Berkeley Group and advertise the updated ordinance for public review by January 1, 2025. The full presentation can be found on the County's website at www.pittsylvaniacountyva.gov. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 5:34 PM. RESULT: 7-0 (Approved) MOVER: Tucker SECONDER: Dudley AYES: Dalton, Tucker, Bowman, Dudley, Hite, Ingram, Whittle NAYS: None ABSTAIN: None a. 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 Administrator Purpose: Review/Discussion of Related Next Steps b. 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: Balico LLC Rezoning Application Purpose: Consultation with Legal Counsel/Legal Advice and Discussion Regarding the Same c. 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/Discussion Regarding the Same RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:52 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 December 17, 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 6:53 PM.