08-18-2020 PCSA Agenda Packet
405 R&L Smith Drive • Danville, Virginia 24540-9805
P.O. Box 209 • Blairs, Virginia 24527
Phone: 434-836-7135 • Fax: 434-836-7139
Website: pcsa.co
Commissioners:
Robert “Bob” Warren • Ronald Scearce • William "Vic" Ingram
Joe Davis • Tim W. Dudley • Charles Miller, Jr. • Ben Farmer
PITTSYLVANIA COUNTY SERVICE AUTHORITY
REGULAR MEETING
Tuesday, August 18, 2020; 3:30 p.m.
Chatham Community Center
115 South Main Street, Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER
2. ROLL CALL
3. ANY REVISIONS/ADDITIONS TO AGENDA
4. APPROVAL OF AGENDA
5. CONSENT AGENDA
A. Minutes Approval (July 21, 2020, Regular Meeting)
6. HEARING OF THE CITIZENS
Each person addressing the Authority under Hearing of the Citizens shall be a resident or
landowner of the County, or the registered agent of such resident or landowner. Each person shall
step up, give his/her name and district in an audible tone of voice for the record, and unless further
time is granted by the Chairman, shall limit his/her address to three (3) minutes. No person shall
be permitted to address the Authority more than once during Hearing of the Citizens. All remarks
shall be addressed to the Authority as a body and not to any individual member thereof. Hearing
of the Citizens shall last for a maximum of forty-five (45) minutes. Any individual that is signed
up to speak during said section who does not get the opportunity to do so because of the time limit,
shall be given speaking priority at the next Authority meeting. Absent Chairman’s approval, no
person shall be able to speak who has not signed up.
7. PRESENTATIONS
A. Employee Spotlight (Rochella Fitzgerald); (Presented by Adcock)
8. NEW BUSINESS
A. Resolution # 2020-08-01 (Authority’s Termination and Dissolution Intention
Determination) Adoption (Hunt)
B. Staff Reports:
1. Waterline Extension Updates (Adcock)
a. Horseshoe Road
b. Stony Mill Road
c. Foxberry West
9. MATTERS FROM AUTHORITY MEMBERS
10. ADJOURNMENT
405 R&L Smith Drive • Danville, Virginia 24540-9805
P.O. Box 209 • Blairs, Virginia 24527
Phone: (434) 836-7135 • Fax: (434) 836-7139
Website: pcsa.co
PCSA Members:
Joe B. Davis • Tim W. Dudley • Ben L. Farmer • William ("Vic") Ingram • Charles H. Miller, Jr. •
Ronald S. Scearce • Robert W. (“Bob”) Warren
MINUTES OF THE REGULAR MEETING OF PITTSYLVANIA COUNTY
SERVICE AUTHORITY
Tuesday, July 21, 2020, Chatham Community Center, 115 South Main Street,
Chatham, Virginia 24531
I. CALL TO ORDER
Smitherman called the Meeting to Order at 3:30 P.M.
II. ROLL CALL
McCluster conducted the following Roll Call:
Members Present
Joe B. Davis
Tim W. Dudley
Ben L. Farmer
William (“Vic”) Ingram
Charles H. Miller, Jr.
Ronald S. Scearce
Robert (“Bob”) W. Warren
Staff Present
David Smitherman (County Administrator/PCSA Chief Administrative Officer)
J. Vaden Hunt, Esq. (County Attorney/PCSA Legal Counsel)
Richard N. Hicks (Deputy County Administrator)
Kim Van Der Hyde (County Finance Director)
Chris Adcock (County Director of Public Works/PCSA Secretary)
Kaylyn M. McCluster (BOS Deputy Clerk)
III. ANY ADDITIONS/REVISIONS TO AGENDA
None.
IV. APPROVAL OF AGENDA
On Motion by Ingram, seconded Scearce, without discussion, Agenda approved unanimously.
On Motion by Warren, seconded by Dudley, with no discussion, Meeting unanimously recessed at
3:33 PM. The Meeting was reconvened at 4:11 P.M.
PCSA Meeting Minutes (July 21, 2020)
Page | 2
V. CONSENT AGENDA
On Motion by Scearce, seconded by Ingram, without discussion, Consent Agenda approved
unanimously.
A. Minutes Approval (June 16, 2020, Regular Meeting)
VI. HEARING OF THE CITIZENS
None.
VII. PRESENTATIONS
A. PCSA Employee Spotlight
Adcock recognized Reggie Harper, Authority Water and Sewer Operations Supervisor, for his long
and dedicated service to the Authority.
VIII. NEW BUSINESS
A. Officers Election
1. Chairman
Smitherman opened the floor for nominations for Authority Chairman for Fiscal Year 20/21
(July 1, 2020 - June 30, 2021). Ingram nominated Mille, which was seconded by Warren. Being no other
nominations, Smitherman closed the nominations and called for a vote. Without discussion, the vote was
unanimous in favor of Miller for Authority Chairman.
2. Vice-Chairman
Smitherman relinquished presiding duties to Miller. Miller opened the floor for nominations
for Authority Vice-Chairman for FY 20/21 (July 1, 2020 - June 30, 2021). Warren nominated Davis, which
was seconded by Dudley. Being no other nominations, Miller closed the nominations and called for a vote.
Without discussion, the vote was unanimous in favor of Davis for Authority Vice-Chairman.
B. Bylaws Adoption
Mr. Hunt noted the revised bylaws were included in the agenda packet sent to all board members
and recommended their approval and adoption. Mr. Warren reminded the board and staff that the consensus
of the Board of Supervisors, with the creation of the Public Works Department and the inclusion of PCSA’s
operations into that department, was to dissolve the PCSA and asked staff to move forward with that
dissolution. Mr. Scearce moved to adopt the revised bylaws. The motion was seconded by Mr. Dudley,
there was no additional discussion, and the motion passed unanimously.
C. Staff Reports
1. FY 21 Budget Update
Van Der Hyde noted there was a minor correction to the administrative fee paid from the
Authority to the County in the FY 20/21 Budget due to a calculation error. The new fee differs slightly to
the one previously presented to the Authority and the Board of Supervisors.
2. Long Range Plan Update
PCSA Meeting Minutes (July 21, 2020)
Page | 3
Adcock noted that a Request for Proposal has been issued for the previously discussed
update to the Authority’s Water and Wastewater Master Plan. Those proposals from engineering firms to
assist the Authority with this plan are due near the end of August.
IX. MATTERS FROM AUTHORITY MEMBERS
Ingram desired for the Authority to consider adding a water extension along Stony Mill Road as part
of a previously discussed Horseshoe Road water extension, if and when said Project may move forward.
On Motion by Warren, seconded by Dudley, without discussion, Meeting was recessed at 4:28 PM.
The Meeting was reconvened at 4:32 P.M.
X. CLOSED SESSION
On Motion by Davis, seconded by Ingram, without discussion, the Authority unanimously approved
to enter Closed Session on the following items at 4:33 P.M.
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.
Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject: Grit Road Water Supply Waterworks
Purpose: Discussion of State Board of Health Order by Consent
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.
Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject: Project Matterhorn
Purpose: Discuss of Prospective Business or Industry and Related Water Needs
XI. RETURN TO CLOSED SESSION AND CLOSED SESSION CERTIFICATION
The Board returned to Open Session at 5:09 P.M. and the following Closed Session Certification was
recorded:
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Service Authority (“Authority”) Meeting on July
21, 2020, the Authority hereby certifies by a recorded vote that to the best of each Authority 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 Authority 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 Authority's Minutes.
Roll Call Vote
Davis - Yes
Dudley - Yes
Farmer - Yes
PCSA Meeting Minutes (July 21, 2020)
Page | 4
Ingram - Yes
Miller - Yes
Scearce - Yes
Warren - Yes
XII. ADJOURNMENT
Miller adjourned the Meeting at 5:10 P.M.
PITTSYLVANIA COUNTY SERVICE AUTHORITY
RESOLUTION 2020-08-01
AUTHORITY’S TERMINATION AND DISSOLUTION INTENTION
DETERMINATION
______________________________________________________________________________
The Pittsylvania County Service Authority (“Authority”), at its August 18, 2020, Regular
Monthly Meeting, adopted the following Resolution:
WHEREAS, per Virginia Code § 15.2-5109, the Authority determines, effective on or
before June 30, 2021, that it should be terminated and dissolved, because its functions have been
taken over by Pittsylvania County, Virginia’s (“County”), creation of a Public Works Department;
and
WHEREAS, as also required by Virginia Code § 15.2-5109, the Authority formally
requests the County, on or before June 30, 2021, to assume all its outstanding debt (if any).
NOW, THEREFORE, BE IT RESOLVED, that the Authority directs Authority Staff,
on or before June 30, 2021, to commence the process of winding its activities and distributing its
assets to the County; and
BE IT FURTHER RESOLVED, as required by Virginia Code § 15.2-5109, that the
Authority directs its Legal Counsel, on or before June 30, 2021, to file Articles of Dissolution and
Articles of Termination of Corporate Existence for the Authority with the State Corporation
Commission; and
BE IT FINALLY RESOLVED, that the Authority, on or before June 30, 2021, requests
its Legal Counsel to request the County’s Board of Supervisors advertise and conduct a public
hearing to remove Chapter 21, Article I, of the Pittsylvania County Code, related to establishment
of the Authority.
Given under my hand this 18th day of August, 2020.
_________________________________________
Dr. Charles H. Miller, Jr., Chairman
Pittsylvania County Service Authority
ATTEST:
__________________________________________
David M. Smitherman, Chief Administrative Officer
Pittsylvania County Service Authority
Horseshoe Road
Estimated Cost: $500,000
No. of Potential Customers: 22 (per petition)
For 20-year payback based on anticipated revenue from 22 connections, PCSA could invest $185,000.
The remaining cost would be approximately $14,000 per customer.
For a 30-year payback, PCSA could invest $290,000. The remaining cost would be approximately
$9,500 per customer.
DENOTES NEW WATERLINE
Stony Mill Road
Estimated Cost: $196,000
No. of Potential Customers: Apt. Complex (13 units), 1 residence
per request, 8 additional residences on the road, but no requests
For 20-year payback, PCSA could invest $60,000 based on revenue
expected of the 14 connections (apt. complex + 1 residence). This leaves
a $136,000 shortfal which, in this scenario, would be the responsibility of
the requesting apartment owner.
DENOTES NEW WATERLINE
Foxberry Lane, Kinsley Ct., Aby Way, Beacon Way
Estimated Cost: $150,000
No. of Potential Customers: 22 (All potential signed a petition)
For 10-year payback: $55,000 PCSA Investment, $4,400 customer cost
For 15-year payback: $80,000 Investment, $3,200 per customer
For 20-year payback: $105,000 Investment, $2,100 per customer
DENOTES NEW WATERLINE