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08-19-2025 Work Session - FINAL PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ WORK SESSION August 19, 2025 VIRGINIA: The Pittsylvania County Board of Supervisors' ("Board") Work Session was held on August 19, 2025, in the Board Meeting Room, 39 Bank Street, SE, Chatham, Virginia 24531. CALL TO ORDER (3:30 PM) Tucker called the Meeting to Order at 3:30 PM. ROLL CALL The following Board Members were present: Robert M. Tucker, Jr. - Banister District Kenneth L. Bowman - Chatham-Blairs District Darrell W. Dalton - Callands-Gretna District Timothy W. Dudley – Staunton River District William V. (“Vic”) Ingram - Tunstall District Murray W. Whittle - Westover District Eddie L. Hite, Jr. - Dan River District, joined the Meeting at 3:44 PM. APPROVAL OF AGENDA Motion to approve Agenda. RESULT: 6-0 (Approved) MOVER: Dudley SECONDER: Bowman AYES: Tucker, Bowman, Dalton, Dudley, Ingram, Whittle NAYS: None ABSTAIN: None NOT PRESENT: None STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS a. FY2025 and FY2026 Budget Amendments Van Der Hyde provided an overview of the FY25 year-end budget adjustments and FY26 amendments. For FY25, adjustments resulted in a net budget increase of $25.6 million, primarily to ensure all departments closed the fiscal year in balance. Most were bookkeeping entries, with $608,754 drawn from the Solid Waste fund balance to address compliance issues. Additional revenues of $22.4 million were recognized across several funds, and the Board committed $2.5 million for projects including the DSS roof, a career ambulance, voting equipment, the Comprehensive Plan, and economic development incentives. DSS also requested $66,648 of returned funds for building renovations. For FY26, the net budget increase was $20 million, with $19.2 million in carryovers, including $15.3 million for Schools (already encumbered). Board commitments included $500,000 for reassessment, $67,000 for Sheriff’s Office equipment, and $105,000 for library improvements. The County also received a $150,000 grant for the E-911 Center to replace outdated consoles and upgrade the facility. b. Human Services Building Roof Replacement Discussion Adcock reported on the need to replace the original roof on the Human Services Building, which was built around 2000 and has caused ongoing maintenance problems. A roof assessment confirmed the covering has exceeded its lifespan, though the underlayment remains in good condition. Through a cooperative procurement contract, bids were solicited, and the recommended option is a 15-year roof replacement at a cost of $386,000. The work will include new walk pads and joint repairs, and it will cover the main building, solarium, and William Pritchett Training Center. The contract will be held with Garland Roofing and include a 15-year warranty. Funding will come from the Building and Grounds capital account, and staff recommended placing the contract on the Consent Agenda for approval c. Election Systems & Software-Voting Machines Update Shani Shorter, Registrar, presented information on the requested purchase of new DS300 poll pad scanners and tabulators. The County’s current ballot scanners, purchased in 2012, are reaching the end of manufacturer support, making upgrades necessary to remain compliant with state and federal voting system guidelines. The new equipment will ensure compliance with current VVSG 1.0/1.1 standards and allow for transition to VVSG 2.0 once certified. The DS300 machines have already been approved by the State Board of Elections, and the Pittsylvania County Electoral Board formally approved the request on July 14, 2025. The total purchase price is $246,345, reduced by $56,000 through trade-ins and reuse of components such as ballot boxes. Staff emphasized that this investment reflects the County’s commitment to election security, modernization, and fiscal responsibility, and noted that contract negotiations are underway. CLOSED SESSION Motion to enter Closed Session. The Board entered Closed Session at 4:06 PM. RESULT: 7-0 (Approved) MOVER: Ingram SECONDER: Dalton AYES: Tucker, Hite, Bowman, Dalton, Dudley, Ingram, Whittle NAYS: None ABSTAIN: None NOT PRESENT: None a. Discussion of plans to protect public safety as it relates to terrorist activity or specific cybersecurity threats or vulnerabilities and briefings by staff members, legal counsel, or law- enforcement or emergency service officials concerning actions taken to respond to such matters or a related threat to public safety; discussion of information subject to the exclusion in subdivision 2 or 14 of § 2.2-3705.2, where discussion in an open meeting would jeopardize the safety of any person or the security of any facility, building, structure, information technology system, or software program; or discussion of reports or plans related to the security of any governmental facility, building or structure, or the safety of persons using such facility, building or structure. (1) Legal Authority: Virginia Code § 2.2-3711(A)(19) Subject Matter: Jail Project Purpose: Discussion Regarding the Same b. 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 RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION The Board returned to Open Session at 6:55 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 August 19, 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 Darrell W. Dalton Yes Timothy W. Dudley Yes William V. (“Vic”) Ingram Yes Murray W. Whittle Yes Eddie L. Hite, Jr. Yes Robert M. Tucker, Jr. Yes ADJOURNMENT Tucker adjourned the Meeting at 6:57 PM.