10-07-2025 Special Meeting - Progress and Planning Session Agenda Packet
BOARD OF SUPERVISORS
SPECIAL MEETING
PROGRESS AND PLANNING SESSION
Tuesday, October 7, 2025 - 1:00 PM
County Administration Conference Room
1 Center Street
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
5. OLD BUSINESS
a. Comprehensive Plan Contract Award Approval (Staff
Contact: Dave Arnold)
6. NEW BUSINESS
a. Current Capital Improvement Projects Updates (Staff Contact: Kim
VanDerHyde, Vincent Shorter)
b. Future Capital Improvement Projects Review/Discussion (Staff
Contact: Kim VanDerHyde, Vincent Shorter)
c. Jail Presentation (Staff Contact: Sheriff Taylor)
d. Capital Improvement Projects Prioritization Discussion
(Contact: Board of Supervisors)
7. MATTERS FROM BOARD MEMBERS (IF ANY)
8. ADJOURNMENT
5.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Comprehensive Plan Contract Award Approval (Line
and Grade)
Staff Contact(s): Dave Arnold
Agenda Date: October 7, 2025 Item Number: 5.a.
Attachment(s): 1. Line and Grade - Contract
Reviewed By:
SUMMARY:
Recently, the County issued a Request for Proposals (RFP) for professional
services to update the County’s Comprehensive Plan. In response, five (5)
proposals were received and evaluated based on the criteria outlined in the
RFP. Following the evaluation process, two (2) vendors were invited to present to
the Planning Commission and Board of Supervisors on June 17, 2025. On July 1,
2025, the Planning Commission voted unanimously to recommend Line and
Grade to the Board of Supervisors to be selected for the Comprehensive Plan
Update Project. A Public Hearing was subsequently held on September 6, 2025,
to receive public comments regarding the project scope, community
engagement strategy, and overall development process for the
Comprehensive Plan. During that hearing, representatives from Line and Grade
presented details on the proposed agreement for the Comprehensive Plan
Update Project. Related documentation has been attached for the Board’s
review and consideration.
FINANCIAL IMPACT AND FUNDING SOURCE:
Funds for this project have already been allocated and will be drawn from the
FY26 Budget and grant funding provided by DRF.
RECOMMENDATION:
County Staff recommends the Board award the contract to Line and Grade
MOTION:
"I make a Motion to award the contract to Line and Grade as attached."
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County of Pittsylvania, VA
Contract Number: 20250820
This contract entered into this 20th day of August 2025, by Line and Grade, LLC 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 services as set forth in the RFP#20250303
and the proposal from Line and Grade, LLC
PERIOD OF PERFORMANCE: August 20,2025 through completion of project.
The contract documents shall consist of:
A. This signed form;
B. The following portions of the Request for Proposal, 20250303 dated February 28,2025
(1) Scope of services,
(2) The General Terms and Conditions and;
(3) The Special Terms and Conditions
C. The Provider’s proposal
D. Addendum letter from Line and Grade dated 7/31/25 (see attached)
IN WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to
be bound thereby.
CONTRACTOR: PURCHASING AGENCY:
By: _________________________________________ By: _______________________________
Date: _________________________________________ Date: _______________________________
Title: _________________________________________ Title: _______________________________
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
employment.
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434-262-0169 line-grade.com 222 West South Street, Charlottesville, VA 22902
July 31, 2025
Dave Arnold
Deputy County Administrator
Pittsylvania County, VA
Delivered via email
RE: Addendum to Pittsylvania County Comprehensive Plan Update Proposal
Dear Dave,
Line and Grade appreciates the opportunity to enter negotiations with Pittsylvania
County for the Comprehensive Plan Update project. This letter serves as an
addendum to the Proposal Dated March 28, 2025. Below you will find a summary of
negotiated items based on discussions with County staff and some options for
moving forward.
Option 1 | Original Proposal inclusive of Preliminary Zoning Review at no added cost
This added service will consist of a high-level evaluation of the draft Zoning
Ordinance to assess its readiness for adoption. Our assessment may include
recommendations for phased adoption and integration with the Comprehensive Plan
update process. Recommendations will be summarized in a memo to County staff.
This added service will be completed as part of the Phase 0 tasks and deliverables.
Our proposal will accommodate the addition of a preliminary evaluation of the
County’s draft Zoning Ordinance within the initial proposed fee of $200,982.
Option 2 | Original Proposal inclusive of Preliminary Zoning Review with addition of
Fiscal Impact Analysis Tool
Option 2 incorporates the addition of Fiscal Impact Analysis Tool which is designed
to help County decision makers understand the impacts of different growth
scenarios. As part of this task, we’ll collaborate with County staff to identify up to
three growth-related impacts to measure, such as fire/rescue services, traffic,
schools, and public utilities. For each, we’ll establish baseline costs or impacts and
analyze how various growth scenarios affect each topic area.
The resulting tool will be focused on the County’s current development areas or a
specific sub-geography and will present up to three potential growth models for
consideration. These might include, for example, a low-density single-family
development pattern versus mixed-use growth adjacent to Danville and other
County towns. This added service would be completed as part of the Phase 2 tasks
and services.
The estimated fee for incorporating the Fiscal Impact Analysis Tool is $23,995. This
added to the initial fee brings the overall project fee to $225,997.
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Pittsylvania County Comprehensive Plan Update Proposal
July 31, 2025
Page 2
Option 3 | Original Proposal inclusive of Preliminary Zoning Review with addition of
all Optional Services
During negotiation discussions, staff requested the final costs of all "Optional
Services" detailed in the proposal. Staff also requested we include additional
Optional Services of support for Zoning Ordinance updates, support for Zoning Map
updates, and an additional Steering Committee meeting.
At the outset of the project, the need for many of these Optional Services is
uncertain. For example, during Phase 2 or Phase 3 of the project, we may identify a
need for an additional Community Meeting or Steering Committee meeting to
address topics that need additional discussion or input. Optional Services may be
incorporated into the contract via an additional Task Order at any point during the
project's duration, as the need arises.
An estimated cost for each Optional Services is provided below.
Date Estimated Cost
Optional Service: Fiscal Impact Analysis Tool $23,995
Optional Service: Additional Community Meeting $8,820
Optional Service: Additional Steering Committee Meeting $5,665
Optional Service: Support for Zoning Ordinance Updates $22,600
Optional Service: Support for Zoning Map Updates $31,125
Optional Service: Online Interactive Mapping Tool $9,605
Optional Service: Project Metrics and Project Website $13,850
If all Optional Services were to be added to the original project fee, the total fee
would equal $304,497.
We are also attaching to this letter an amended project schedule. The updated
schedule reflects the timeline based on number of months from the date of the
executed contract and notice to proceed.
We're excited about the opportunity to partner with Pittsylvania County on its
Comprehensive Plan Update. After discussions with staff, we believe Option 2 would
most effectively serve the County's needs. We remain flexible and ready to
incorporate Optional Services as they become necessary and we're ready to
proceed with whichever direction best aligns with your priorities.
Please let us know if you have any questions or require further clarification on these
options.
Sincerely,
Mike Callahan, AICP
Director of Community Planning
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PITTSYLVANIA COUNTY COMPREHENSIVE PLAN CONSULTING SERVICES | 3
Number of months beginning with notice to proceed
TASKS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17
TASK 0 | SETUP & ONGOING MANAGEMENT
Branding, Project Website, Doc Review
Bi-Weekly Team Meetings
TASK 1 | DISCOVERY & VISIONING
Demographics, Existing Conditions
Buildout Analysis & Forecasting
Steering Committee Meeting 1
Community Listening Session & Survey
Background report / draft vision
TASK 2 | POLICY SETTING
Land Use & Trans-portation Plan
Steering Committee Meeting 2
Housing / Econ. Dev. Strategies
Steering Committee Meeting 3
Community Open House & Survey
PC & BOS Work Sessions
TASK 3 | IMPLEMENTATION PLANNING
Draft Implementation Strategies Matrix
Steering Committee Meeting 4
Community Workshop & Survey
PC & BOS Work Sessions
Task 4 | ADOPTION
Final Draft Plan
Public Comment Period
Public Hearings & Adoption
PROPOSED SCHEDULE BY TASK
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6.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Current Capital Improvement Projects Updates
Staff Contact(s): Kim VanDerHyde, Vincent Shorter
Agenda Date: October 7, 2025 Item Number: 6.a.
Attachment(s): None
Reviewed By:
Staff will provide the Board with an update on active Capital Improvement
Projects, including current progress and anticipated completion dates. These
projects represent key investments in the County’s infrastructure and public
facilities, supporting continued efficiency and service delivery across multiple
departments.
Current projects include:
• Human Services Building Roof Replacement
• Former PATHS Building Renovation for the Commonwealth’s Attorney’s
Office
• Water Line Extensions – Robin Court and R & L Smith Road
• 911 Center Console Replacement
• 911 Radio System Upgrade
• Riverstreet Network Fiber Installation
• Courthouse HVAC Replacement
• Renovation of the Moses Building
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6.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Future Capital Improvement Projects Review/Discussion
Staff Contact(s): Kim VanDerHyde, Vincent Shorter
Agenda Date: October 7, 2025 Item Number: 6.b.
Attachment(s): None
Reviewed By:
Staff will also present a list of potential future capital projects for the Board’s
review and prioritization. These projects address long-term facility needs, public
safety enhancements, and infrastructure upgrades that will require strategic
financial planning and phasing over the next several fiscal years.
Future projects under consideration include:
• Cherrystone Dam Rehabilitation
• Landfill Cell Opening – Phase III
• Repurposing of the Commonwealth’s Attorney’s Former Offices
• Park Addition – Main Street, Gretna
• Construction of a New Jail Facility
• Construction of a New Courthouse
• New Java Compactor Site
• Upgrade of Hurt Compactor Site
• Water Line Extension – Route 58 to Route 41
• CAD System Upgrade/Replacement
Mrs. VanDerHyde will provide an overview of the County’s financial capacity,
including borrowing limits, debt service obligations, and potential funding
strategies for future projects.
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6.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Jail Presentation
Staff Contact(s): Sheriff Taylor
Agenda Date: October 7, 2025 Item Number: 6.c.
Attachment(s): None
Reviewed By:
Sheriff Taylor will brief the Board on the latest developments and next steps
associated with the future Jail Project.
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6.d.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Capital Improvement Projects Prioritization Discussion
Staff Contact(s): Board of Supervisors
Agenda Date: October 7, 2025 Item Number: 6.d.
Attachment(s): None
Reviewed By:
Following the review of current and future projects, the Board will discuss and
prioritize upcoming Capital Improvement needs based on available funding,
project urgency, and long-term strategic goals. The goal is to establish clear
priorities to guide future budgeting and capital planning decisions.
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