08-17-2021 Work Session Agenda Packet
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, August 17, 2021 – 4:30 PM
Elections and Training Center
18 Depot Street,
Chatham, Virginia 24531
AGENDA
1. CALL TO ORDER (4:30 PM)
2. ROLL CALL
3. AGENDA ITEMS TO BE ADDED
4. APPROVAL OF AGENDA
For the citizens’ convenience, all Work Session and Committee Meetings are now being
recorded and can be viewed on the same YouTube location as the Board of Supervisor’s
Business Meetings. Please remember that the Board’s Work Session is designed for
internal Board and County Staff communication, discussion, and work. It is not a
question and answer session with the audience. Accordingly, during the Work Session,
no questions or comments from the audience will be entertained. Respectfully, any
outbursts or disorderly conduct from the audience will not be tolerated and may result in
the offending person’s removal from the Work Session. As a reminder, all County
citizens, and other appropriate parties as designated by the Board’s Bylaws, are permitted
to make comments under the Hearing of the Citizens’ Section of tonight’s Business
Meeting.
5. PRESENTATIONS
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. CSA Audit Review (Staff Contact: Cheryl J. Boswell); (10 minutes)
b. Final Proposed Water and Sewer Extension Policy Review (Staff Contact:
Christopher Adcock); (30 minutes)
7. BUSINESS MEETING DISCUSSION ITEMS
a. Finance Committee Recommendations (Staff Contact: Kimberly G. Van Der Hyde);
(5 minutes)
Work Session - August 17, 2021
8. CLOSED SESSION
a. 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.
(Staff Contact: Matthew D. Rowe)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matters: Projects Solomon, AI, Settlement, and P
Purpose: Economic Development Updates on Unannounced
Industries/Prospective Businesses
b. Discussion or consideration of the acquisition of real property for a public purpose, or
of the disposition of publicly held real property, where discussion in an open meeting
would adversely affect the bargaining position or negotiating strategy of the public
body. (Staff Contact: J. Vaden Hunt, Esq.)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Jail Land
Purpose: Discussion of Related Property Acquisitions for a
Public Purpose
c. Consultation with legal counsel employed or retained by a public body regarding
specific legal matters requiring the provision of legal advice by such counsel. (Staff
Contact: J. Vaden Hunt, Esq.)
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matters: RDOF MOU Update, Solar Siting Agreement
Review, Cool Branch/Franklin County
Agreement Update, and Keeling VFD Probation
Update
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification
10. ADJOURNMENT
Purpose:Legal Consultation/Legal Advice Regarding the
Same
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: CSA Audit Review (Staff Contact: Cheryl J. Boswell); (10 minutes)
Staff Contact(s): Cheryl J. Boswell
Agenda Date: August 17, 2021 Item Number: 6.a
Attachment(s): Pittsylvania CSA SAV FY20-21 Final Report Corrected
Reviewed By:
Cheryl J. Boswell, CSA Coordinator, will present the Board the attached Final CSA Audit
Report.
6.a
Packet Pg. 3
6.a.aPacket Pg. 4Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
6.a.aPacket Pg. 5Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
6.a.aPacket Pg. 6Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
6.a.aPacket Pg. 7Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
6.a.aPacket Pg. 8Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
6.a.aPacket Pg. 9Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
6.a.aPacket Pg. 10Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
6.a.aPacket Pg. 11Attachment: Pittsylvania CSA SAV FY20-21 Final Report Corrected (2673 : CSA Audit Review (Staff Contact: Cheryl J. Boswell))
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Final Proposed Water and Sewer Extension Policy Review (Staff Contact:
Christopher Adcock); (30 minutes)
Staff Contact(s): Chris Adcock
Agenda Date: August 17, 2021 Item Number: 6.b
Attachment(s): Utility Extension Policy Review - Work Session
Reviewed By:
Following review of the final draft Utility Extension Policy, County Staff thought it would be
helpful to the Board to see how the new potential Policy would apply to some recent water
extension requests. For the Board’s review and consideration, related documentation is attached.
6.b
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Water Extension Policy Review
•New Developments (Subdivisions)
•Water & Sewer Infrastructure shall be at the sole
cost of the developer, unless otherwise decided
by the BOS on a case-by-case basis.
•Developments with 15 or more equivalent
residential connections shall be required to
connect if within the specified distances from
existing County facilities.
6.b.a
Packet Pg. 13 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Water Extension Policy Review
Existing Development Petition Process Examples
•Horseshoe Road
•Foxberry Lane
6.b.a
Packet Pg. 14 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Horseshoe Road
6.b.a
Packet Pg. 15 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Horseshoe Road
•44 total lots “eligible lots” along proposed extension,
20 petitioners. 51% participation requirement not met.
•Preliminary cost estimate is $570,000.
•13 -Tier 3 participants at $15,000 per. 7 -Tier 2 participants at
$11,250 per.
•Total participant fees = $273,750.
•Additional project costs not covered by fees = $296,250
•Per policy the additional costs can be borne by County if resources
exist or subsidized by the petitioners.
•County may consider financing balance to petitioners.
6.b.a
Packet Pg. 16 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Foxberry Lane
6.b.a
Packet Pg. 17 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Foxberry Lane
•23 total lots “eligible lots” along proposed extension,
21 petitioners. 51% participation requirement is met.
•Preliminary cost estimate is $156,000.
•8 -Tier 1 participants at $7,500 per. 4 -Tier 2 participants at $11,250
per. 9 –Tier 3 participants at $15,000.
•Total participant fees = $240,000.
•Overage? To be returned or applied to extension fund?
6.b.a
Packet Pg. 18 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Project Fees Comparison
Total Costs = Project Fee
+ New Customer Signup
Fees:
Tier 1= $3,500 + $5,900
=$9,400 (total)
Tier 2 = $10,900 (total)
Tier 3 = $12,400 (total)
6.b.a
Packet Pg. 19 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Project Fees Comparison
For 5/8” size meter (typical residential size):
Western VA current Water Availability Fee = $3,000
Western VA current Water Connection Fee = $2,000
6.b.a
Packet Pg. 20 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Potential Funding Assistance
Western Virginia Water Authority
•Subject to availability of funds the Authority may offer to make
loans to property owners who wish to connect onto the water or
wastewater system.
•Could cover connection fees, availability fees, and /or extension
costs.
•The number of installment payments allowed, and interest rates will
be at the discretion of the Authority and will be decided on a case-
by-case basis.
•Property owners are required to sign a customer financing
agreement, a promissory note which sets forth the terms and
conditions of the loan, and a lien instrument to secure the
repayment of the promissory note by the owner.
•The lien shall be against the property of the owner.
6.b.a
Packet Pg. 21 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Potential Funding Assistance
Bedford Regional Water Authority
•Have offered a monthly payment option during recent extension
projects.
•Those owners who selected the payment option had to complete a
lien form to ensure payment.
•The payback period was capped at 10 years and they utilized an
interest rate of 4%. This could vary based on market rate.
6.b.a
Packet Pg. 22 Attachment: Utility Extension Policy Review - Work Session (2686 : Final Proposed Water and Sewer
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Finance Committee Recommendations (Staff Contact: Kimberly G. Van
Der Hyde); (5 minutes)
Staff Contact(s): Kimberly G. Van Der Hyde
Agenda Date: August 17, 2021 Item Number: 7.a
Attachment(s):
Reviewed By:
Kimberly Van Der Hyde, Finance Director, will review with the Board the Finance Committee’s
recent recommendations.
7.a
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Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
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. (Staff Contact: Matthew D. Rowe)
Staff Contact(s): Matthew D. Rowe
Agenda Date: August 17, 2021 Item Number: 8.a
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(5)
Subject Matters: Projects Solomon, AI, Settlement, and P
Purpose: Economic Development Updates on Unannounced
Industries/Prospective Businesses
8.a
Packet Pg. 24
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Discussion or consideration of the acquisition of real property for a public
purpose, or of the disposition of publicly held real property, where
discussion in an open meeting would adversely affect the bargaining
position or negotiating strategy of the public body. (Staff Contact: J.
Vaden Hunt, Esq.)
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: August 17, 2021 Item Number: 8.b
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(3)
Subject Matter: Jail Land
Purpose: Discussion of Related Property Acquisitions for a
Public Purpose
8.b
Packet Pg. 25
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title:
Consultation with legal counsel employed or retained by a public body
regarding specific legal matters requiring the provision of legal advice by
such counsel. (Staff Contact: J. Vaden Hunt, Esq.)
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: August 17, 2021 Item Number: 8.c
Attachment(s):
Reviewed By:
(1) Legal Authority: Virginia Code § 2.2-3711(A)(8)
Subject Matters: RDOF MOU Update, Solar Siting Agreement
Review, Cool Branch/Franklin County
Agreement Update, and Keeling VFD Probation
Update
Purpose: Legal Consultation/Legal Advice Regarding the Same
8.c
Packet Pg. 26
Board of Supervisors
EXECUTIVE SUMMARY
INFORMATION ITEM
Agenda Title: Closed Session Certification
Staff Contact(s): J. Vaden Hunt, Esq.
Agenda Date: August 17, 2021 Item Number: 9.a
Attachment(s):
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at Pittsylvania County Board of Supervisors’ (“Board”)
Meeting on August 17, 2021, 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
Joe B. Davis Yes/No
Timothy W. Dudley Yes/No
Ben L. Farmer Yes/No
William V. (“Vic”) Ingram Yes/No
Charles H. Miller, Jr. Yes/No
Ronald S. Scearce Yes/No
Robert (“Bob”) W. Warren Yes/No
9.a
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