01-04-2021 Reorganizational Meeting
1. CALL TO ORDER
2. ROLL CALL
3. ANY ADDITIONS/REVISIONS TO AGENDA
4. APPROVAL OF AGENDA
5. CHAIRMAN NOMINATION AND ELECTION
a. Nomination and Chairman Election
b. Turn Meeting Over to New Chairman
6. VICE-CHAIRMAN NOMINATION AND ELECTION
a. Nomination and Vice-Chairman Election
7. BOARD BYLAWS ADOPTION
a. Adoption of Board Bylaws
8. 2021 MEETING SCHEDULE ADOPTION
a. Adoption of 2021 Meeting Schedule
9. STANDING COMMITTEES
a. Finance/Insurance Committee (Appoint 4 Board Members)
b. Personnel Committee (Appoint 3 Board Members)
c. Property/Building Committee (Appoint 3 Board Members)
d. Legislative Committee (Appoint 3 Board Members)
10. SPECIAL COMMITTEES
BOARD OF SUPERVISORS
REORGANIZATIONAL MEETING
Monday, January 4, 2021 – 5:00 PM
Gallery Room - Chatham Community Center
115 South Main Street,
Chatham, Virginia 24531
AGENDA
11.
12.
January 4, 2021
a.Solid Waste Committee (Appoint 3 Board Members)
b.Computer/Radio/Telecommunications Committee (Appoint 3 Board Members)
c.Board of Supervisors/School Board Liaison Committee (Appoint 3 Board Members)
d.Fire & Rescue Policies and Procedures Committee (Appoint 3 Board Members)
e.Economic Development Committee (Appoint 3 Board Members)
OTHER CHAIRMAN APPOINTMENTS
a.Pittsylvania County Planning Commission (Appoint 1 Board Member)
b.Virginia Association of Counties (Appoint 1 Board Member)
c.Metropolitan Planning Organization (MPO) (Appoint 3 Board Members (from either
the Tunstall, Chatham-Blairs, Dan River, Westover, or Banister District) and 1 Board
Member as an Alternate)
d.SARA Title III (Appoint 2 Board Members)
e.Pittsylvania County Social Services Board (Appoint 1 Board Member)
f.Roanoke River Basin Association (Appoint 1 Board Member)
g.Dan River Business Development Center (Appoint 2 Board Members)
h.West Piedmont Planning District Commission (Appoint 2 Board Members)
i.Fire and Rescue Commission (Appoint 1 Board Member)
j.Local Elected Officials (Appoint 1 Board Member)
k.Tri-County Lake Administrative Commission (Appoint 1 Board Member)
l.Community Policy and Management Team (Appoint 1 Board Member)
m.Pittsylvania County Community Action Board (Appoint 1 Board Member)
n.Danville-Pittsylvania County Regional Industrial Facility Authority (1 Board
Member, 4-Year Term); 1 Board Member, 4-Year Term); and (1 Alternate Board
Member, 4-Year Term); (No new appointments needed)
o.Staunton River Regional Industrial Facility Authority (1 Board Member, 4-Year
Term); (1 Board Member, 4-Year Term); and (1 Alternate Board Member. 4-Year
Term); (No new appointments needed)
p.Tri-County Lakes Administrative Commission (3); (County Administrator; (1
Pittsylvania County Citizen Representative); and (1 Leesville Lake Association
Representative); (Citizen Representative needs to be appointed)
ADJOURNMENT
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Nomination and Chairman Election
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 5.a
Attachment(s):
Reviewed By:
5.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Turn Meeting Over to New Chairman
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 5.b
Attachment(s):
Reviewed By:
5.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Nomination and Vice-Chairman Election
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 6.a
Attachment(s):
Reviewed By:
6.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Adoption of Board Bylaws
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 7.a
Attachment(s): PC BOS ByLaws and Rules of Procedure
Reviewed By:
7.a
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Page 1 of 8
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’ BY-
LAWS AND RULES OF PROCEDURE
(B.S.M. 2/02/04, 4/15/08, 2/02/09, 2/01/10, 4/20/10, 9/20/11, 6/19/12, 2/4/13, 7/01/13, 10/06/14,
11/03/14, 6/06/16, 2/6/17, 3/20/18, 1/03/19, 3/17/20, 05/19/20)
PURPOSE.
To establish and set forth certain rules to provide for the orderly conduct of Pittsylvania County,
Virginia (“County”), business, to prescribe the manner and procedure by which the Pittsylvania
County Board of Supervisors (“Board of Supervisors” or “Board”) shall conduct matters of
business, and to provide for the efficient handling thereof.
ARTICLE I. BOARD OFFICER ELECTION, COMPOSITION,
FUNCTION, COMPENSATION, AND BENEFITS.
1.1. Board Composition.
The Board shall be composed of seven (7) members who shall be elected by the qualified voters
of the County for four (4)-year terms; one (1) member shall be elected from each of the seven (7)
election districts. Pursuant to Section 24.2-219, Code of Virginia, 1950, as amended, beginning
with the November 2015 General Election, the Board was elected to staggered terms as follows:
the voters in the Banister, Callands-Gretna, and Dan River Election Districts shall elect a member
of the Board for a two (2)-year term, and the voters in the Chatham-Blairs, Staunton River,
Tunstall, and Westover Election Districts shall elect a member of the Board for a four (4)-year
term. At the November 2017 General Election, the voters in the three (3) Election Districts in
which a Supervisor was elected for a two (2)-year term, elected a Supervisor for a four (4)-year
term, and thereafter elections for all Supervisors are held on a biennial basis for four (4)-year terms.
1.2. Chairman; Election and Duties.
At the Regular Board Meeting in January each year (the “Reorganizational Meeting”), or at any
other time as determined by a majority of the Board, there shall be elected a Chairman to serve for
a period of one (1) year expiring on December 31st, or until replaced by Board Membership. The
County Administrator, serving as temporary Chairman, shall take nominations. Nominations
require a second, and the vote will be taken in the order the nominations are made. A majority
vote is required. It shall be the Chairman’s duty to preside at all Board meetings, and to maintain
the orderly conduct thereof. He/she shall sign all voucher warrants of the County; and when the
Board is not in session, he/she shall provide policy guidance to the County Administrator and the
County Attorney. The Chairman shall continue to be a voting member of the Board. The
Chairman, with guidance from County Staff and consultation with other Board Members, can
authorize the advertisement and conducting of Public Hearings.
1.3. Vice-Chairman; Election and Duties.
7.a.a
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The Board shall also elect a Vice-Chairman to serve a concurrent term with the Chairman. In the
absence or incapacity of the Chairman, the Vice-Chairman shall assume all the duties and functions
of the Chairman. In the case where the Chairman and Vice-Chairman are absent from a meeting,
the remaining Members present shall choose one (1) of their number as temporary Chairman.
1.4. Board Function.
The Board shall have both administrative and legislative responsibilities, some of which shall be
discharged in their role as governing body, and some of which they derive as an administrative
political subdivision of the Commonwealth. The powers and duties of the Board shall include, but
not be limited to, the following: preparation and adoption of the County Budget, levying of taxes,
appropriating funds, constructing and maintaining County buildings, making and enforcing
Ordinances, providing for the general health, safety, and welfare of the public, and generally
exercising all other powers and functions normally attributed to government and permitted by the
laws of the Commonwealth.
1.5. Board Compensation.
Board compensation shall be governed by §§ 15.2-1406, 15.2-1414.1, 15.2-1414.2, and/or 15.2-
1414.3, Code of Virginia, 1950, as amended.
1.6. Board Benefits.
Board benefits shall be governed by governed by §§ 15.2-1414.2 and/or 15.2-1414.3, Code of
Virginia, 1950, as amended. Board benefits shall include all applicable fringe benefits available
to other County employees, including health and dental insurance. Upon receipt of an itemized
report by the Deputy Clerk, Board Members shall be reimbursed up to $350.00 monthly for in-
County travel while performing official duties related to their office. Board Members shall not
receive dedicated internet service at their residence. Upon County separation, Board Members
shall be able to purchase their assigned County-owned electronic devices for fair market value.
ARTICLE II. MEETINGS.
2.1. Regular Meetings.
The Board shall meet regularly on the third (3rd) Tuesday of each month in the County
Administration Building, Main Conference Room, and 4:30 p.m. for a Work Session, and at 7:00
p.m., on the same day, for a Business Meeting in the Pittsylvania County General District
Courtroom for the purpose of discharging their administrative and legislative responsibilities. The
Board shall also be authorized to set other dates for Regular Meetings, and any and all other
Meetings, at the Reorganizational Meeting, or at any other appropriate time(s).
2.2. Parliamentary Procedure.
All such Meetings shall be open to the public and shall be conducted in an orderly fashion with
the most recent edition of Robert’s Rules of Order being used for parliamentary procedure.
7.a.a
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2.3. Sergeant of Arms.
The County’s Sheriff, or his/her designee, shall act as “Sergeant of Arms” at all Board Meetings,
and shall, when so directed by the Chairman, expel any person or persons from such Meetings.
2.4. Meeting Seating.
For the purpose of address and order, the Board and County Staff shall sit in front of the “public
rail” in the Courtroom, and all other persons shall sit behind the “public rail.” The Chairman shall
sit in the middle of the dais, and all other seats shall be selected by Board Members based on
longevity of Board membership.
2.5. Agendas.
Agendas shall be prepared by the Clerk and used at all Meetings. All items requested to be placed
on the Agenda shall be submitted in writing to the Clerk, or his/her designee, ten (10) working
days before the Meeting; however, Board Members may make oral requests. Any items received
after that time shall appear on the next Regular Meeting Agenda, unless a majority of the Board
present vote to place such items on the current Agenda.
2.6. Meeting Order.
The Meeting Order of all the Board’s Work Sessions and Business Meetings shall be as follows:
Work Session Meeting Order:
Call to Order (4:30 p.m.; County Administration Building; Main Conference Room)
Roll Call Agenda
Items to be Added
Approval of Agenda
Presentations
Staff, Committee, and/or Constitutional Officer Reports
Business Meeting Discussion Items
Closed Session (if any)
Return to Open Session & Closed Session Certification (if required)
Adjournment
Business Meeting Order:
Call to Order (7:00 p.m.; Pittsylvania County General District Courtroom)
Roll Call
Moment of Silence
Pledge of Allegiance
Items to be Added
Approval of Agenda
7.a.a
Packet Pg. 9 Attachment: PC BOS ByLaws and Rules of Procedure (1856 : Adoption of Board Bylaws)
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Consent Agenda
Presentations
Hearing of the Citizens
Public Hearings
A. Zoning Public Hearings
B. Other Public Hearings
Unfinished Business
New Business
Appointments
Matters from Work Session
Board Member Reports
County Administrator/County Attorney Reports
Adjournment
2.7. Presentations.
All presentations to the Board shall be limited to a maximum of ten (10) minutes.
2.8. Recognitions.
The particular method of recognition (i.e., Certificate, Resolution, and/or plaque) shall be governed
by the Board’s Policy on Recognitions formally adopted on October 15, 2019 and made a part
hereof.
2.9. Public Hearings.
All Public Hearings on Business Meetings shall be conducted as follows: Each person addressing
the Board under a Public Hearing shall step up, give his/her name and district, and/or his/her place
of residency for non-County citizens, 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; speakers for a
group shall be limited to ten (10) minutes. Speakers shall conclude their remarks at that time,
unless the consent of the Board is affirmatively given to extend the speakers allotted time. All
remarks shall be addressed to the Board as a body and not to any individual member thereof. No
person, other than the Board and the person having the floor, shall be permitted to enter into any
discussion, either directly or indirectly or through a Board Member, without first being recognized
by the Chairman. No question shall be asked a Board Member except through the Chairman.
2.10. Hearing of the Citizens.
All Hearing of the Citizens on Business Meetings shall be conducted as follows: Each person
addressing the Board 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
7.a.a
Packet Pg. 10 Attachment: PC BOS ByLaws and Rules of Procedure (1856 : Adoption of Board Bylaws)
Page 5 of 8
the Board more than once during Hearing of the Citizens. All remarks shall be addressed to the
Board 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 aforementioned time limit, shall
be given speaking priority at the next Board Meeting.
2.11. Special Meetings.
The Board may from time-to-time hold special, called, adjourned, and/or informational meetings
in accordance with the laws of the Commonwealth.
2.12. Motions/Resolutions.
Each oral Motion or Resolution shall be recorded by the Deputy Clerk and may be read back to
the whole Board by the Deputy Clerk, if so requested, before any vote is taken.
2.13. Board Member Reports.
Board Member Reports shall be used for individual Board Members to share information with
other Board Members and/or the public. No official action may take place during Board Member
Reports.
2.14. Closed Meetings.
Closed Meetings of the Board shall be requested in the same manner as prescribed in Section 2.5
or added as allowed by the Virginia Freedom of Information Act.
2.15. Quorum and Method of Voting.
At any Board Meeting, a majority of the Supervisors present shall constitute a quorum. A majority
of the Board shall mean four (4). All questions submitted to the Board for decision shall be
determined by a viva voce vote or approved electronic voting method of a majority of the Board
present voting on any such question, unless otherwise provided by law. The name of each Member
voting and how he/she voted must be recorded. The Board has elected not to have a tie breaker as
provided for by the Code of Virginia, and a tie vote on any Motion shall be considered defeated as
provided for in Section 15.2-1420, Code of Virginia, 1950, as amended. Each Board Member
present when a question is put shall vote “yes” or “no.” No Board Member shall be excused from
voting, except on matters involving the consideration of his/her own official conduct, where his/her
own financial interests are involved, or where he/she may have a conflict of interest, pursuant to
the Virginia State and Local Government Conflict of Interests Act.
2.16. Roll Call Procedure.
(1) Board Members shall either cast votes in District order on a rotating basis, or
simultaneously if using an approved electronic voting method.
7.a.a
Packet Pg. 11 Attachment: PC BOS ByLaws and Rules of Procedure (1856 : Adoption of Board Bylaws)
Page 6 of 8
(2) The Board Chairman shall cast the last vote, unless using an approved electronic voting
method.
2.17. Remote Participation in Board Meeting.
As authorized by Section 2.2-3708.2, Code of Virginia, 1950, as amended, the Board shall allow
the participation of Board Members in a Meeting through electronic communication means from
a remote location that is not open to the public subject to complying with all parts of the following
written policy:
1. On or before the day of a Meeting, the Supervisor shall notify the Board Chairman that
the Supervisor is unable to attend the meeting due a personal matter, and the Supervisor shall
identify with specificity the nature of the personal matter, or the Supervisor shall notify the Board
Chairman that the Supervisor is unable to attend a meeting due to a temporary or permanent
disability or other medical condition that prevents the Supervisor’s physical attendance. The
Board shall record the specific nature of the personal matter or fact of temporary or permanent
disability, and the remote location from which the absent Supervisor participated in its minutes.
2. If the absent Supervisor’s remote participation is disapproved, because such participation
would violate the strict and uniform application of this written policy, such disapproval shall be
recorded in the Board’s Minutes.
3. Such participation by the absent Supervisor shall be limited in each calendar year to two
(2) meetings.
4. A quorum of the Board shall be physically assembled at the primary or central meeting
location.
5. The Board shall arrange for the voice of the absent Supervisor to be heard by all persons
in attendance at the primary or central meeting location.
ARTICLE III. COUNTY ADMINISTRATOR.
3.1. The Board may appoint a County Administrator who shall serve at the pleasure of the Board.
Once appointed, the County Administrator shall be the Chief Administrative Officer of the County
and shall perform his/her duties in accordance with the laws of the Commonwealth and the policies
of the County as established by the Board for that purpose.
ARTICLE IV. BOARD COMMITTEES.
4.1. The Board Standing Committees shall be as follows:
(a) Finance/Insurance: To aid and advise in the preparation on the County Budget and
make recommendations concerning Fiscal Policy.
7.a.a
Packet Pg. 12 Attachment: PC BOS ByLaws and Rules of Procedure (1856 : Adoption of Board Bylaws)
Page 7 of 8
(b) Personnel: To review policies and practices and make recommendations regarding the
same.
(c) Property/Building: To view buildings and grounds and make recommendations
regarding the same.
(d) Legislative Committee: The Legislative Committee, in collaboration with the County
Attorney, shall review, propose changes, and maintain current revisions to the Board of
Supervisors’ Bylaws and Rules of Procedure; review, propose changes, and maintain current
revisions to the Pittsylvania County Board of Supervisors Policies and Procedures Manual; and
review, propose changes, set public hearings for any proposed changes, and maintain current
revisions to the Pittsylvania County Code.
4.2. At the Board’s Reorganizational Meeting, or at any other appropriate time(s), membership to
the above-Standing Committees and the following entities shall be appointed by the Board
Chairman for a specific term of office as determined by the Chairman:
(a) Computer/Radio/Telecommunications
(b) BOS/School Joint Liaison
(c) Economic Development
(d) Solid Waste
(e) Dan River Business Development Center
(f) Danville-Pittsylvania Regional Facility Authority
(g) Fire and Rescue Commission
(h) Local Elected Officials
(i) Metropolitan Planning Organization
(j) Pittsylvania County Community Action Agency
(k) Pittsylvania County Planning Commission
(l) Roanoke River Basin Association
(m) SARA Title III/D-PC Local Emergency Planning
(n) Pittsylvania County Social Services Board
(o) Virginia Association of Counties Committee
(p) West Piedmont Planning District Commission
(q) Community Policy Management Team
(r) Staunton River Regional Facility Authority
(s) Tri-County Lake Advisory Committee
4.3. The Board may, from time-to-time, direct that the Board Chairman appoint committees for a
specific purpose with a limited duration.
4.4. The Board Chairman shall be authorized to temporarily participate, including voting, in any
committee for the purpose of creating a quorum.
4.5. The Board and/or Board Chairman shall be authorized, to the extent allowed by law, to remove
any of its/his appointee(s) to any committee or other entity.
7.a.a
Packet Pg. 13 Attachment: PC BOS ByLaws and Rules of Procedure (1856 : Adoption of Board Bylaws)
Page 8 of 8
4.6. The Board shall strive to require all potential committee or other entity appointees to submit
a letter of interest, resume, and/or application prior to appointment.
4.7. The Board shall strive to create a uniform stipend policy for all appointed committees and
other entities.
ARTICLE V. CERTAIN ORDINANCES AND RESOLUTIONS TO LIE
OVER.
5.1. No Ordinance or Resolution imposing taxes or appropriating money from General Fund
balances, not included in the adopted Budget, in excess of $50,000, shall be passed until after ten
(10) days from the introduction thereof. This shall not restrict the appropriation of State, Federal,
or other funds not in the current General Fund balances.
ARTICLE VI. RECORDATION OF ORDINANCES AND RESOLUTIONS.
6.1. Every Resolution upon its final passage shall be recorded in a book kept for that purpose and
shall be authenticated by the signature of the Chairman and the County Administrator.
6.22. Every Resolution shall be authenticated and recorded in the same manner as in 6.1-above.
6.3. Every Motion appropriating funds or adopting an Ordinance shall be by Roll Call vote.
6.4. Every Ordinance passed by the Board shall be incorporated into the Pittsylvania County Code.
ARTICLE VII. AMENDMENTS AND ADOPTIONS.
7.1. Amendments to these By-Laws and Rules of Procedure may be made at any Board Meeting
by a majority vote of the Board present, after a notice of intent to amend has been given to each
Board member not less than ten (10) days prior to such Meeting.
7.2. Adoption of the By-Laws and Rules of Procedures shall be by simple majority vote of the
Board present and shall be in force and effect on the day after their passage.
7.a.a
Packet Pg. 14 Attachment: PC BOS ByLaws and Rules of Procedure (1856 : Adoption of Board Bylaws)
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Adoption of 2021 Meeting Schedule
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 8.a
Attachment(s):
Reviewed By:
2021 Proposed Meeting Schedule
January 19, 2021
February 16, 2021
March 16, 2021
April 20, 2021
May 18, 2021
June 15, 2021
July 20, 2021
August 17, 2021
September 21, 2021
October 19, 2021
November 16, 2021
December 21, 2021
*All Work Sessions to begin at 4:30 PM. The January Meetings will be held in the Gallery
Room of the Chatham Community Center, 115 S Main Street, Chatham, Virginia 24531. Once
the new Meeting Space is complete, all remaining Meetings will be held in the new location. An
updated Meeting list will be created and posted upon completion of the renovations.
8.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Finance/Insurance Committee (Appoint 4 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 9.a
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
4. ________________________
9.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Personnel Committee (Appoint 3 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 9.b
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
9.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Property/Building Committee (Appoint 3 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 9.c
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
9.c
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Legislative Committee (Appoint 3 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 9.d
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
9.d
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Solid Waste Committee (Appoint 3 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 10.a
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
10.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Computer/Radio/Telecommunications Committee (Appoint 3 Board
Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 10.b
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
10.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Board of Supervisors/School Board Liaison Committee (Appoint 3 Board
Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 10.c
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
10.c
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Fire & Rescue Policies and Procedures Committee (Appoint 3 Board
Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 10.d
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
10.d
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Economic Development Committee (Appoint 3 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 10.e
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
10.e
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Pittsylvania County Planning Commission (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.a
Attachment(s):
Reviewed By:
1. ________________________
11.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Virginia Association of Counties (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.b
Attachment(s):
Reviewed By:
1. ________________________
11.b
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Metropolitan Planning Organization (MPO) (Appoint 3 Board Members
(from either the Tunstall, Chatham-Blairs, Dan River, Westover, or
Banister District) and 1 Board Member as an Alternate)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.c
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
3. ________________________
Alternate: __________________
11.c
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: SARA Title III (Appoint 2 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.d
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
11.d
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Pittsylvania County Social Services Board (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.e
Attachment(s):
Reviewed By:
1. ________________________
11.e
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Roanoke River Basin Association (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.f
Attachment(s):
Reviewed By:
1. ________________________
11.f
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Dan River Business Development Center (Appoint 2 Board Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.g
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
11.g
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: West Piedmont Planning District Commission (Appoint 2 Board
Members)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.h
Attachment(s):
Reviewed By:
1. ________________________
2. ________________________
11.h
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Fire and Rescue Commission (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.i
Attachment(s):
Reviewed By:
1. ________________________
11.i
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Local Elected Officials (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.j
Attachment(s):
Reviewed By:
1. ________________________
11.j
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Tri-County Lake Administrative Commission (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.k
Attachment(s):
Reviewed By:
1. ________________________
11.k
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Community Policy and Management Team (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.l
Attachment(s):
Reviewed By:
1. ____________________
11.l
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Pittsylvania County Community Action Board (Appoint 1 Board Member)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.m
Attachment(s):
Reviewed By:
1. ________________________
11.m
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Danville-Pittsylvania County Regional Industrial Facility Authority (1
Board Member, 4-Year Term); 1 Board Member, 4-Year Term); and (1
Alternate Board Member, 4-Year Term); (No new appointments needed)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.n
Attachment(s):
Reviewed By:
1. Robert W. Warren (term expires 12/31/21)
2. Ronald S. Scearce (term expires 12/31/21)
Alternate: William “Vic” Ingram (term expires 12/31/2023)
11.n
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Staunton River Regional Industrial Facility Authority (1 Board Member,
4-Year Term); (1 Board Member, 4-Year Term); and (1 Alternate Board
Member. 4-Year Term); (No new appointments needed)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.o
Attachment(s):
Reviewed By:
1. Ben L. Farmer (term expires 12/31/22)
2. Timothy W. Dudley (term expires 12/31/23)
Alternate: Dr. Charles H. Miller, Jr. (term expires 12/31/22)
11.o
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Tri-County Lakes Administrative Commission (3); (County
Administrator; (1 Pittsylvania County Citizen Representative); and (1
Leesville Lake Association Representative); (Citizen Representative needs
to be appointed)
Staff Contact(s):
Agenda Date: January 04, 2021 Item Number: 11.p
Attachment(s): 12-10-2020 Leesville Lake Association
Reviewed By:
1. David Smitherman (County Administrator)
2. Dennis Benhoff (Citizen Representative) term expires 01/31/2021
3. Dave Rives (Leesville Lake Representative)
Citizen Representative__________________
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Minutes of Board Meeting,
Leesville Lake Association, December 10, 2020, Altavista Train Station
Call to order: Vice-President, Chip Zimmerman called the meeting to order at 6:30 p.m.
Present: Richard Beaton, J W Burton, Tony Capuco, Frank Podrebarac, Phyllis Garlick, Joe Humphrey,
Mary Loiselle, Dannie Smith, Dana Williams, Dave Waterman, Chip Zimmerman
Absent: Gerry Caprario, Ralph English, Dave Rives,
Quorum: Yes
Approval of Agenda:
Chip asked for a motion to approve the agenda for the December 10, 2020 Board Meeting. Added
to the agenda: Communications: E-Newsletter-Decide what groups should be sent the Newsletter
and TLAC Update: Select LLA Representative to TLAC.
Motion: Mary made a motion to approve the agenda for the December 10, 2020 meeting with
the above additions. Frank seconded. All approved.
Minutes:
Chip asked for a motion to approve the minutes from the November 12, 2020 Board meeting.
Motion: J.W. made a motion to approve the minutes from the November 12, 2020 Board meeting.
Dannie seconded. All approved.
Treasurer’s Report: Mary emailed the monthly reports to all Board members on December 8th. No
issues were reported. Membership and calendar spokespeople can report on income from their
respective sources. Both items have dropped off in the past week or two. Mary reported that Travis
and Kara Marshall donated $1,500. After paying dues, and credit card fees, the total donation totaled
$1,475. Dave R. sent a Thank You card, a 2021 calendar and two decals. Reimbursement from TLAC for
Pigg River testing is complete. A Christmas card was received from TLAC. The 2020 tax return was
submitted on November 23rd. The Finance Committee inspected the books on 12/9/2020 finding no
issues. Julie Moore will forward a letter stating their findings. Mary set-up autopay for the storage unit
payment and it is working. The membership list in Aplos needs to be updated. There are at least 58
people that need to be removed. They were invoiced and sent reminders and still have not responded.
The LLA debit cards expired 12/31/2020 and the bank notified Mary that new ones should be received
by 12/31/2020. If the card is on file with a business, the new credit card info will need to be given.
Since the Treasurer’s report for October was not approved by the Board at the November 12 meeting,
Chip asked for a motion to approve the November and the December Treasurer’s reports.
Motion: Frank made a motion to approve the November and December Treasurer’s reports. Joe
seconded. All approved.
Committee Reports:
Executive: Per the agenda prepared by Dave R. he reminded the Board that the updating of the
Beautification Day Planning Guide for 2021 is still in the process of being redone.
Finance: Per Mary, the Finance Committee met 12/9/2020, inspected the books and a report is
forthcoming. There are no CIP ideas in the works.
11.p.a
Packet Pg. 41 Attachment: 12-10-2020 Leesville Lake Association (1884 : Tri-County Lakes Administrative Commission (3);)
Nominating: J W. reported that he has spoken with several prospects about serving on our Board. He
will continue the search.
Beautification Day: Dannie brought the 2020 BD t-shirts and distributed them to the Board members.
Several Board members volunteered to deliver t-shirts to the volunteers that registered to work.
Motion: Frank made a motion to send an email blast to members notifying them that the 2020 t-shirts
are available for $10. Interested purchasers will need to contact a Board member to schedule the
delivery and payment for the shirts. Dannie seconded. All approved.
Joe will purchase plastic containers and store the t-shirts in the storage unit for Board members that
receive requests. A sheet will be prepared for Board members to record the number and size of t-shirts
removed from the unit.
Communications: Dave W. reported that Dianne needs articles for the January issue of the E-
newsletter.
Email: Frank will get with Dana to set-up an LLA email for him.
E-Newsletter: The Board decided that only members and political leaders will be sent the E-
Newsletter. Frank and Dave W. will get update the lists and get them to Dianne.
Calendar: Phyllis asked that a reminder the calendars are available be included in an email
blast.
Social Media/Facebook: Joni Pauley is now an administrator for FB.
Debris: Dave R. reported through email a brief update on his meeting with the various state
representatives regarding the lake and our debris issue. He met with Del. Matt Fariss(Campbell Co.),
Del. Les Adams (Pitts. Co.) and Sen. Frank Ruff (Pitts. Co.). Sens. David Suetterlein (Bed.Co.) and Steven
Newman (Camp.Co,) have failed to respond to two separate emails regarding a potential meeting. Del.
Kathy Bryon (Bed Co.) has answered my email and I have proposed some dates for a meeting but
nothing has been set up at this time. The meetings went well lasting 1-1/2 to 2 hours. Reviewed were
the lake in general, pump storage operations and how LVL works with SM, showed pictures of the debris
issues, talked about the Pigg River, went over high points of the FERC license and discussed our history
in trying to work with APCo/AEP over the last three years. Fariss-Wasn’t very familiar with the lake or
the operation. He asked many questions but recognized he doesn’t have many constituents on the lake.
He indicated that he might pursue working with the VA Secretary of Natural Resources on the issue.
Adams-Met on 11/24. Knew some about the lake, but not much. Also knew little about how Smith and
LVL work together. He indicated he may look at the state budget to see if there is any help in that area.
Ruff-Met on 12/2. Lives on Buggs Island lake and was the most familiar with LVL, FERC and how a
pumped storage facility works. Understands the issue and indicated that our next move was with the
U.S. Senators from VA. Dave R. requested that they contact AEP’s Chief Government Affairs person (R,
Jefferson) and let him know that we had met and make Mr. Jefferson aware to keep them informed on
the Pigg River solution, the Myer’s Creek Removal site, and more on APCo’s lack of interest in increasing
resources, including equipment and crews, on the lake until the Pigg River is solved. Dave R. also invited
to come to one of our membership meetings.
Dave R. reported that AEP has assigned Mike Zwick as VP Generating Assets for APCo, taking Dave
Hoffman’s place. He is the senior leader in all things SML Projects. LLA has requested a conference call
11.p.a
Packet Pg. 42 Attachment: 12-10-2020 Leesville Lake Association (1884 : Tri-County Lakes Administrative Commission (3);)
with AEP/APCo to discuss the status of: Myers Creek, Pigg River, and the general contractor utilization
on the lake. Mr. Zwick will be introduced on that call.
Membership: Chip had no update.
Annual Meeting in January 2021: The Altavista Train Station is now under the VA restrictions or
gathering of no more than 10 people.
Motion: Tony made a motion to cancel the January 9, 2021 membership meeting and schedule a
Zoom Board Meeting for January 14, 2021. Frank seconded. All approved.
Frank will send an email blast notifying members.
Guest Speaker: Joe will let Cory Horbour with DWR know of the update.
Navigational Aids: Joe reported that DWR has not yet approved plan for the Hazard Markers. Once he
gets that approval, he will get them installed.
Property: In Gerry’s absence, per an email from Dave R., 200 maps have been requested from APCo.
They will produce them as soon as the latest batch of hazard buoys are approved and include them on
the maps.
Safety: In Gerry’s absence, the was not a Safety report.
Water Quality: Tony reported that the Water Quality Committee responded to the most recent
monthly water quality reports from AEP to the water quality technical review committee. It was
pointed out that the dissolved oxygen (DO) content of tailwater from SML was unacceptably low and
that action needs to be taken to improve water quality to meet the required standards for operation.
Recent reports showed that the DO content fell below the operational standards 100% of the time in
August and September. Over recent years operational changes have been used to improve the DO
content of the discharged waters, but this has failed to rectify the situation. Action is needed.
Tony stated that Liz Parcells emailed a request to submit a work plan and budget for the Water Quality
Monitoring Committee for two (2) years versus the usual one (1) year. There are concerns that more
funds may be needed in the years to come.
Motion: Tony made a motion to submit a two (2) year budget with the second year budget (2022-
2023) being 10% more than the one (1) year budget (2021-2022). If the submitted two (2) year budget
is not approved, then the one (1) year budget will is the only one that the WQM committee will
submit. Joe seconded. All approved.
TLAC: The TLAC representative for LLA needs to be elected for the 2021 year. There were no
nominations from the floor. Per an email from Dave R., he stated that he would continue being the LLA
representative.
Motion: Chip made the motion to accept Dave Rives as the TLAC representative from the Leesville
Lake Association for the 2021 year. Tony seconded. All approved.
AEP Technical Review Committee Updates: The only reports from any of the AEP Technical Review
Committee Reps. was Recreation. Chip stated that the TRC was scheduled to meet 12/4. After several
11.p.a
Packet Pg. 43 Attachment: 12-10-2020 Leesville Lake Association (1884 : Tri-County Lakes Administrative Commission (3);)
emails changing the link to join the meeting, the last link only played music. Chip was never allowed
into the meeting.
Old Business: There was no Old Business to discuss.
New Business: There was no New Business to discuss.
Executive Session: There was no executive business to discuss.
Confirmation of Next Meeting: The next meeting will be a Zoom Board meeting on Thursday, January
14, 2021 at 6:30 pm. Frank will set this up and send the link.
Adjournment :
Motion: Joe made a motion to adjourn. Frank seconded. All approved.
11.p.a
Packet Pg. 44 Attachment: 12-10-2020 Leesville Lake Association (1884 : Tri-County Lakes Administrative Commission (3);)