01-20-2026 Work Session Presentation - 250th Independence Day FestivalPittsylvania County’s
250th Independence
Day Festival
Pittsylvania County will celebrate
America’s 250th Anniversary with a once-
in-a-generation, free, county-wide event
for residents that honors our past,
celebrates who we are today, and
creates something meaningful for the
future.
The celebration will take place on July 4, 2026, at the Olde
Dominion Agricultural Complex and will feature live
entertainment, food trucks, community vendors, children’s
activities, historical and cultural displays, a fireworks finale to
close the event, and much more.
Because the event will be held at ODAC and is anticipated to
draw a large number of attendees, there will be no on-site
public parking. To ensure safe, efficient, and accessible
transportation, the County will operate continuous shuttle bus
service throughout the day from designated off-site parking
locations. This approach is intended to reduce traffic
congestion, improve pedestrian safety, and ensure all
residents can comfortably access the event.
Event Overview
9:00 AM – Field of Honor
11:00 AM – Parade Downtown Chatham to kick things off
12:00 PM – Event officially opens to the public at ODAC
1:00 PM – Welcome Kickoff
Live music, food trucks, and activities throughout the day
9:45 PM – Fireworks finale to close the event
Event Details
Planning for the 250th celebration is being led by the
County through an organized committee structure that
includes County employees, staff from the Towns of
Chatham, Gretna, and Hurt, and community volunteers.
These committees allow work to be divided into
manageable areas such as logistics, programming, safety,
and fundraising, while still maintaining centralized
coordination and oversight.
This structure helps ensure accountability, clear
communication, and efficient decision-making as
planning progresses.
Planning
Structure
Committees
•Steering Committee (Executive Planning Team)
•Historical & Heritage Committee
•Events & Entertainment Committee
•Parking, Shuttle, & Site Planning Committee
•Decorations & Beautification Committee
•Volunteer Coordination Committee
•Food & Beverage Committee
•Public Relations & Marketing Committee
•Fundraising & Sponsorship Committee
•Youth Engagement Committee
•Safety, Security, & Logistics Committee
•Branding Committee
•Legacy & Time Capsule Committee
•Faith & Reflection Committee
Steering
Committee
Mr. Tucker - BOS Chairman - robert.tucker@pittgov.org
Mr. Shorter - County Administrator - vincent.shorter@pittgov.org
Kim Van Der Hyde - PC Finance Director - kim.vanderhyde@pittgov.org
Kaylyn McCluster - Clerk to the Board - kaylyn.mccluster@pittgov.org
Holly Stanfield - PC HR Director - holly.stanfield@pittgov.org
Connie Gibson – PC Purchasing Manager – connie.gibson@pittgov.org
Kelly Hawker - TOC Clerk -khawker@chatham-va.gov
Alisa Davis - TOC Mayor -adavis@chatham-va.gov
Crystal Grubbs - TOG Clerk - crystal.grubbs@townofgretna.org
Keith Motley - TOG Mayor - krmotley@mfa.net and/or rkmotley@comcast.net Nick Morris - Chatham First, Rotary, etc. - helogrunt@hotmail.com Jimmy Harding - TOH Council Member - jharding12900@gmail.com Alice Bond - TOH Council Member - alice.bond@townofhurtva.gov
Calvin "Bunky" Doss - PCSB Chair - calvin.doss@pcs.k12.va.us
Steve Mayhew - PCS Superintendent - steven.mayhew@pcs.k12.va.us
Otis Vaughan – PC Chief Building Official – otis.vaughan@pittgov.org
Bill Wiebking – Town of Chatham -wwiebking@chatham-va.gov
•Oversees all planning and
coordination
•Sets overall goals, budget, and
timeline
•Serves as liaison with local
officials, sponsors, and
emergency services
Procurement & Purchasing Policy
In preparation for Pittsylvania County’s 250th Independence Day Festival, staff has
developed a comprehensive Purchasing and Procurement Procedures Policy, along
with a Festival Purchase Request Form, and a Committee Acknowledgment Form, to
govern all Festival-related purchases and expenditures.
Together, these documents establish a clear, standardized process for requesting,
reviewing, approving, and tracking purchases; clarify purchasing and contract
authority; and ensure compliance with the Pittsylvania County Procurement Policy,
Chapter 25. The documents also ensure that all committee members acknowledge
and understand their responsibilities and limitations related to purchasing and
procurement.
Board approval of the policy and related forms will provide centralized oversight,
promote transparency, and allow Festival planning activities to proceed in a
controlled and compliant manner.
Proposed Funding Structure
To support the planning and implementation of the Festival, Chairman Tucker
has indicated support for appropriating $125,000 for this purpose, and
recommends the Board transfer the funds from the Board's Contingency line
item to a newly established line item specifically designed for this event.
A Fundraising Committee has been established and tasked with seeking
donations, sponsorships, and other financial support. All donations and
sponsorship funds will be tracked separately from County funds and placed
in a separate line item specifically designated for Festival donations.
Next Steps
Once the Board adopts the Procurement & Purchasing Policy
and establishes a budget:
•Planning and coordination will continue
•Procurement activities will begin as needed
•The Board will receive updates as the event progresses
Questions & Discussion