12-19-2023 Work Session Agenda Packet
BOARD OF SUPERVISORS
WORK SESSION
Tuesday, December 19, 2023 - 3:30 PM
Board Meeting Room
39 Bank Street, SE,
Chatham,Virginia 24531
AGENDA
1. CALL TO ORDER (3:30 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
a. FY 2023 Comprehensive Annual Financial Report Presentation (20
minutes) (Staff Contact: Kim VanDerHyde)
6. STAFF, COMMITTEE, AND/OR CONSTITUTIONAL OFFICER REPORTS
a. Jail Reimbursement Resolution Review (10 minutes) (Staff
Contact: Kim VanDerHyde)
b. New Jail Aesthetics Review (10 minutes) (Staff Contact: Dave
Arnold, Mike Taylor)
c. Pittsylvania County Code Chapter 18 (Subdivision) Revisions Review
(10 minutes) (Staff Contact: Emily Ragsdale)
7. BUSINESS MEETING DISCUSSION
8. CLOSED SESSION
a. Closed Session (Personnel) (Staff Contact: Stuart Turille)
9. RETURN TO OPEN SESSION & CLOSED SESSION CERTIFICATION
a. Closed Session Certification (Staff Contact: Kaylyn McCluster)
10. ADJOURNMENT
5.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: FY 2023 Comprehensive Annual Financial Report
Presentation (20 minutes)
Staff Contact(s): Kim VanDerHyde
Agenda Date: December 19, 2023 Item Number: 5.a.
Attachment(s): None
Reviewed By:
The County’s Auditor, Scott Wickham, CPA, of Robinson, Farmer, Cox and
Associates, will present to the Board the County’s FY 2023 Annual Financial
Report. Related documentation will be distributed and/or presented at the
Work Session.
6.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Jail Reimbursement Resolution Review (10 minutes)
Staff Contact(s): Kim VanDerHyde
Agenda Date: December 19, 2023 Item Number: 6.a.
Attachment(s): 1. Pittsylvania - 2023 - Reimbursement Resolution
(for Jail Facilities) - 304279497-v1-c
Reviewed By:
The County is working with Moseley Architects to start the process of
constructing the new jail. By December 31, 2023, Moseley plans to submit the
County's Community Based Corrections Plan ("CBCP") to the Department of
Corrections ("DOC"). The DOC will review the CBCP and determine if the
Commonwealth of Virginia should cover twenty-five percent (25%) of the
eligible costs associated with the new jail's construction. Design work for the
new jail will occur in FY 2026, with construction beginning in FY 2027. Financing
for the new jail construction will be secured near the end of FY 2027. Kimberly
G. Van Der Hyde, Finance Director, will review attached Resolution # 2023-12-
01. Said Resolution, which is on the Board's December Business Meeting's
Consent Agenda for potential adoption, allows for the County to begin
incurring costs for the new jail and be reimbursed for said costs once financing is
complete.
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS
RESOLUTION # 2023-12-01
RESOLUTION OF OFFICIAL INTENT TO REIMBURSE EXPENDITURES WITH
PROCEEDS OF A BORROWING
VIRGINIA: The following Resolution was presented and adopted at the Board of
Supervisors of Pittsylvania County, Virginia’s (“Board”), Business Meeting on December 19,
2023:
WHEREAS, the County of Pittsylvania, Virginia (“County”), intends to acquire,
construct, equip and develop capital improvements for a new jail facility (“Project”); and
WHEREAS, plans for the Project have advanced, and the County expects to advance funds
to pay expenditures related to the Project (“Expenditures”) prior to incurring indebtedness and to
receive reimbursement for such Expenditures from proceeds of tax-exempt obligations or taxable
obligations, or both.
NOW THEREFORE, BE IT OFFICIALLY RESOLVED BY THE BOARD:
1. The County intends to utilize the proceeds of tax-exempt obligations or taxable obligations
(“Obligations”) in an amount not currently expected to exceed $55,403,461 to pay or reimburse
the costs of the Project.
2. The County intends that the proceeds of the Obligations be used to reimburse the County
for Expenditures made with respect to the Project on or after the date that is no more than 60 days
prior to the date of this Resolution. As of the date hereof, the County reasonably expects that it
will reimburse the Expenditures with the proceeds of the Obligations.
3. Each Expenditure was or will be, unless otherwise approved by bond counsel, either (a) of
a type properly chargeable to a capital account under general federal income tax principles
(determined in each case as of the date of the Expenditure), (b) a cost of issuance with respect to
the Obligations, (c) a nonrecurring item that is not customarily payable from current revenues, or
(d) a grant to a party that is not related to or an agent of the County so long as such grant does not
impose any obligation or condition (directly or indirectly) to repay any amount to or for the benefit
of the County.
4. The County intends to make a reimbursement allocation, which is a written allocation by
the County that evidences the County’s use of proceeds of the Obligations to reimburse an
Expenditure, no later than 18 months after the later of (a) the date on which the Expenditure is
paid or (b) the Project is placed in service or abandoned, but in no event more than three years
after the date on which the Expenditure is paid; provided, however, that such timing limitations
are subject to the applicability of (x) Treasury Regulations Section 1.150-2(d)(2)(ii) related to
expenditures by “small issuers” (based on the year of issuance and not the year of expenditure),
and (y) Treasury Regulations Section 1.150-(d)(2)(iii) related to expenditures for “long-term”
construction projects requiring at least five years to complete.
5. The County recognizes that the limitations set forth in the foregoing paragraphs 2 and 4 do
not apply to:
(a) “preliminary expenditures” (as such term is used in Treasury Regulations Section
1.150-2(f)(2)) up to an amount not in excess of 20% of the aggregate issue price of the Obligations
that finance or are reasonably expected to finance the Project for which the preliminary
expenditures were incurred;
(b) costs of issuance of any Obligations; and
(c) “de minimis” amounts (which shall not in the aggregate exceed the lesser of
$100,000 or 5% of the proceeds of the Obligations).
6. The County intends that the adoption of this Resolution confirms the “official intent”
within the meaning of Treasury Regulations Section 1.150-2 promulgated under the Internal
Revenue Code of 1986, as amended.
This Resolution shall take effect immediately upon its passage.
Given under my hand and adopted this 19th day of December, 2023.
__________________________________________
Darrell Dalton, Chairman
Pittsylvania County Board of Supervisors
ATTEST:
________________________________
Stuart J. Turille, Clerk
Pittsylvania County Board of Supervisors
VOTE
Darrell Dalton, Chairman ___
Tim W. Dudley, Vice-Chairman
Ronald S. Scearce ___
Nancy K. Eanes ___
William V. (“Vic”) Ingram
Ronald S. Scearce__
Robert (“Bob”) W. Warren ___
Ayes ____ Nays ____ Abstentions ____
6.b.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: New Jail Aesthetics Review (10 minutes)
Staff Contact(s): Dave Arnold, Mike Taylor
Agenda Date: December 19, 2023 Item Number: 6.b.
Attachment(s): None
Reviewed By:
Dave F. Arnold, Deputy County Administrator, and the Honorable Mike Taylor,
Sheriff, will review with the Board potential new County jail aesthetic
issues. Related documentation will be distributed and/or presented at the Work
Session.
6.c.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Information Only
Agenda Title: Pittsylvania County Code Chapter 18 (Subdivision)
Revisions Review (10 minutes)
Staff Contact(s): Emily Ragsdale
Agenda Date: December 19, 2023 Item Number: 6.c.
Attachment(s): 1. Chapter 18 Subdivision Revisions
Reviewed By:
In preparation for the related Public Hearing at the Board’s Business Meeting,
Emily S. Ragsdale, County Development Director, will review the attached
potential revision to Pittsylvania County Code Chapter 18 (Subdivisions).
PITTSYLVANIA COUNTY CODE
CHAPTER 18
SUBDIVISION ORDINANCE
Article I.
General Considerations
§ 18-1. Incorporation of State Laws
§ 18-2. Definition
§ 18-3. Administration
§ 18-4. Duties
§ 18-5. To Consult
Article II.
Submission of Plats
§ 18-6. Platting Required
§ 18-7. Appeal of Disapproval by Agent
§ 18-8. Draw and Certify
§ 18-9. Owner's Statement
§ 18-10. No One Exempt
§ 18-11. Private Contracts
§ 18-12. Necessary Changes
§ 18-13. Fees
Article III.
Requirements of Subdivisions
§ 18-14. Mutual Responsibility
§ 18-15. Land must be Suitable
§ 18-16. Flooding
§ 18-17. Building Site
§ 18-18. Improvements
§ 18-19. Bond
§ 18-20. Plans and Specifications
§ 18-21. Part of a Tract
§ 18-22. Lots
§ 18-23. Blocks
§ 18-24. Streets
§ 18-25. Monuments
§ 18-26. Reservation of Land for Public Purposes
Article IV.
Approval of Plats
§ 18-27. Approval Required Before Sale
§ 18-28. Preliminary Sketch
§ 18-29. Preliminary Plat
§ 18-30. Procedure
§ 18-31. No Guarantee
§ 18-32. Six Months' Limit
§ 18-33. Final Plat
§ 18-34. Conditions
§ 18-35. Special Provisions
Article V.
Advertising Standards
§ 18-36. Advertising Standards
Article VII.
Effectual Clauses
§ 18-37. Exceptions
§ 18-38. Penalties
§ 18-39. Severability
§ 18-40. Repeal
§ 18-41. Amendments
§ 18-42. Street and Highway Construction
PITTSYLVANIA COUNTY CODE
CHAPTER 18
SUBDIVISION ORDINANCE
An ordinance to regulate the subdivision of property into lots, streets, alleys, and other
public areas, to provide for the making and recording of plats of such subdivisions and the
certification of same and provide for the approval of plats.
Whereas, pursuant to Chapter 22, Article 6 of Title 15.2, Code of Virginia 1950, as
amended, the Board of Supervisors of Pittsylvania County, Virginia, is authorized to adopt
regulations to assure the orderly subdivision of land and its development, to provide for the
harmonious and economic development of the county, for the coordination of streets within
subdivisions of land with other existing or planned streets, for adequate open spaces for traffic,
recreation, light and air, and for distribution of population and traffic which will tend to create
conditions favorable to health, safety, convenience and prosperity.
Therefore, be it ordered by the Board of Supervisors of Pittsylvania County, Virginia,
that the following regulations are hereby adopted for the subdivision of land within
unincorporated portions of Pittsylvania County, and from and after the effective date of this
ordinance, every owner or proprietor of any tract of land to which these regulations apply after
the approval of the Board of Supervisors or designated agent, shall cause a plat of such
subdivision developed and prepared in accordance with these regulations with reference to
known or permanent monuments, to be made and recorded in the office of the Clerk of the
Circuit Court wherein deeds conveying such land are required by law to be recorded. A copy of
said plat shall also be filed in the office of the Commissioner of Revenue.
PITTSYLVANIA COUNTY CODE
CHAPTER 18
SUBDIVISION ORDINANCE
Purpose:
The purpose of this ordinance is to establish certain standards for the division of land into
subdivided parts in accordance with procedures established by Pittsylvania County, Virginia,
within such of its geographical area as may come under jurisdiction of the governing body.
These regulations are part of a long-range plan to guide and facilitate the orderly
beneficial growth of the community, and to promote the public health, safety, convenience,
comfort, prosperity and general welfare. More specifically, the purpose of these standards and
procedures are to provide a guide for the change that occurs when lands and acreage become
urban in character as a result of development for residential, business or industrial purposes; to
provide assurance that the purchasers of lots are buying a commodity that is suitable for
development and use; and to make possible the provisions of public services in a safe, adequate
and efficient manner. Subdivided land sooner or later becomes a public responsibility in that
roads and streets must be maintained and numerous public services customary to urban areas
must be provided. This ordinance assists the community in meeting these responsibilities.
Article I. General Considerations
Sec. 18-1. Incorporation of State Laws
This ordinance hereby incorporates by reference Title 15.2, Chapter 22, Article 6 of the
Code of Virginia (1950), as amended; and related laws.
Sec. 18-2. Definitions
For the purpose of this ordinance, certain words and terms used herein shall be interpreted or
defined as follows: Words used in the present tense include the future, words in the singular
number include the plural, and the plural the singular, unless the natural construction of the word
indicates otherwise; the word "lot" includes the word "parcel"; the word "shall" is mandatory and
not discretionary; the word "approve" shall be considered to be followed by the words "or
disapprove"; and reference to this ordinance includes all ordinances amending or supplementing
the same; all distances and areas refer to measurement in a horizontal plane.
(a) Agent. The representative of the Board of Supervisors of Pittsylvania County who has been
appointed agent of the Board in approving subdivision plats.
(b) Alley. A permanent service way providing a secondary means of access to abutting
properties.
(c) Building line. The distance which a building is from the front line or front boundary line.
(d) Commission. The Planning Commission of Pittsylvania County, Virginia.
(e) Cul-de-sac. A street with only one outlet and having an appropriate turn-around for a state
and convenient reverse traffic movement.
(f) Developer. An owner of property being subdivided, whether or not represented by an
agent.
(g) Easement. A grant by a property owner of the use of land for a specific purpose or
purposes.
(h) Engineer. An engineer licensed by the Commonwealth of Virginia.
(i) Governing Body. The Board of Supervisors of Pittsylvania County, Virginia.
(j) Health Official. Either the health director or sanitarian of Pittsylvania County, Virginia.
(k) Highway Engineer. The resident engineer employed by the Virginia Department of
Transportation.
(l) Jurisdiction. The area or territory subject to the legislative control of the governing body.
(m) Lot. A numbered and recorded portion of a subdivision intended for transfer of
ownership or for building development for a single building and its accessory
building.
(n) Lot, corner. A lot abutting upon two (2) or more streets at their intersection; the shortest side
fronting upon a street shall be considered the front of the lot, and the longest side fronting
upon a street shall be considered the side of the lot.
(o) Lot, depth of. The mean horizontal distance between the front and rear lot lines.
(p) Lot, double frontage. An interior lot having frontage on two (2) streets.
(q) Lot of record. A lot which has been recorded in the office of the Clerk of the Circuit Court.
(r) Lot, width of. The mean horizontal distance between the side lot lines.
(s) Planned Residential Communities. Is a planned unit development consisting of varied types
of residential land use and density. All Planned Residential Communities (PRC) must
comply with this subdivision ordinance and are subject to additional requirements as may
be deemed necessary by the Board or its designated agent.
(t) Plat. Includes the terms map, plan, plot, replat, or replot; a map or plan of a tract or parcel of
land which is to be, or which has been subdivided. When used as a verb "plat" is
synonymous with "subdivide."
(u) Property. Any tract, lot, parcel or several of the same collected together for the purpose of
subdividing.
(v) Remnant. There shall be no remnants of land left in a subdivision.
(w) Re-subdivision. The division of a lot, parcel, or tract in an approved subdivision into two
(2) or more lots, parcels, or tracts. All resubdivisions shall comply and be subject to the
same policies and procedures as a subdivision.
(x) Street. A public right-of-way, or publicly dedicated right-of-way which offers a primary
means of vehicular ingress and egress, or access, to properties, or abutting properties, or
provides for through traffic, whether designated as a highway, street, avenue, boulevard,
road, lane, alley or any other public way. (B.S.M. 07/01/02)
(y) Street or alley, public use of. The unrestricted use of a specified area or right of way for
ingress and egress to two (2) or more abutting properties.
(z) Street, major. A heavily traveled thoroughfare or highway that carries a large volume of
through traffic, or anticipated traffic exceeding five hundred (500) vehicles per day.
(aa)Street, other. A street that is used primarily as a means of public access to the abutting
properties with anticipated traffic of less than five hundred (500) vehicles per day.
(bb) Street, service drive. A public right of way generally paralleled and contiguous to a major
highway, primarily designed to promote safety by eliminating promiscuous ingress and
egress to the right of way by providing safe and orderly points of access to the highway.
(cc) Street width. The total width of the strip of land dedicated or reserved for public travel,
including roadway, curbs, gutters, sidewalks, and planting strips.
(dd) Subdivision. A subdivision shall mean the division of any-lot, parcel, or tract of land
into four (4) or more parts each for the purpose of transfer of ownership or building
development, or if a new street is involved in such division, any division of a parcel of
land is required to meet the requirements of this ordinance.
(B.S.M. 04/06/87), (B.S.M. 07/01/02)
The term subdivision shall not include a bona fide single division or partition of land between
immediate family members for a building site. The term “immediate family” shall be defined as
provided for in Virginia Code Section 15.2-2244 A, as the same may be from time to time
amended, which is incorporated herein by reference. Any such division shall be subject to
provisions of Virginia Code Section 15.2-2244.1, as the same may from time to time be
amended. In addition, no division of land which has been ordered by a Court of competent
jurisdiction shall be subject to the provision of this ordinance. (B.S.M. 07/07/08)(B.S.M.
12/21/10)
The word “subdivide” and any derivative thereof shall have reference to the term “subdivider” as
defined below:
(ee) Subdivider. An individual, corporation or registered partnership, owning any tract, lot or
parcel of land to be subdivided, or group of (2) two or more persons owning any tract,
lot or parcel of land to be subdivided, who has given their power of attorney to one of
their group or to another individual to act on their behalf in planning, negotiating for, in
representing, or executing the legal requirements of the subdivision.
(ff) Surveyor. Certified land surveyor as licensed by the Commonwealth of Virginia.
Sec. 18-3. Administration
The County Administrator, or his designee hereby is designated the agent appointed by the Board
of Supervisors to administer this ordinance. In so acting, the agent shall be considered the agent
of the Board of Supervisors, and approval or disapproval by the agent shall constitute approval or
disapproval until countermanded by the Board of Supervisors. (B.S.M. 07/01/02)
Sec. 18-4. Duties
The agent shall perform its duties as regards subdivisions and subdividing in accordance with
this ordinance and with Article 7 of the Virginia Planning Act.
Sec. 18-5. To Consult
In the performance of its duties the agent may call for opinions or decisions, either verbal or
written, from other departments in considering details of any submitted plat. This authority by
the agent shall have particular reference to the resident highway engineer and the health officer.
Article II. Procedure for Making and Recording Plats
Sec. 18-6. Platting Required
Any owner or developer of any tract of land situated within Pittsylvania County who subdivides
the same shall cause a plat of such subdivision, with reference to known or permanent
monuments to be made and recorded in the office of the clerk of the Circuit Court of
Pittsylvania, Virginia. No such plat of subdivision shall be recorded unless and until it shall have
been submitted, approved and certified by the agent in accordance with the regulations set forth
in this ordinance. No lot shall be sold in any such subdivision before the plat shall have been
recorded.
Sec. 18-7. Appeal of Disapproval by Agent
In the event a plan for subdivision is disapproved by the agent, the subdivider may appeal to the
governing body which may then override the recommendation of the agent and approve said plat.
Sec. 18-8. Draw and Certify
Every such plat shall be prepared by a surveyor or civil engineer duly licensed by the State of
Virginia, who shall endorse upon each plat a certificate signed by him setting forth the source of
the title of the land subdivided, and the place of record of the last instrument in the chain of title.
When the plat is of land acquired from more than one source of title, the outlines of the several
tracts shall be indicated upon such plat, within an insert block, or by means of a dotted boundary
line upon the plat.
Sec. 18-9. Owner's Statement
Every such plat, or the deed of dedication to which such plat is attached, shall contain in addition
to the surveyor's or civil engineer's certificate a statement to the effect that "the above and
foregoing subdivision of (here insert correct description of the land subdivided) as appears in this
plat is with free consent and in accordance with the desire of the undersigned owners,
proprietors, and trustees, if any," which shall be signed by the owners, proprietors, and trustees,
if any, and shall be duly acknowledged before some officer authorized to take
acknowledgements of deeds and when thus executed and approved as herein specified shall be
filed and recorded in the office of the clerk of the Circuit Court of Pittsylvania County, Virginia,
and included under the names of the land owners signing such statement and under the name of
the subdivision.
Sec. 18-10. No One Exempt
No person shall subdivide any tract of land that is located within Pittsylvania County as defined
in Article 7 of the Virginia Planning Act except in conformity with the provisions of this
ordinance.
Sec. 18-11. Private Contracts
This ordinance bears no relation to any private easement, covenant, agreement or restrictions, nor
is the responsibility of enforcing such private easement, covenant, agreement or restriction
implied herein to any public official. When this ordinance calls for more restrictive standards
than are required by private contract the provisions of this ordinance shall control.
Sec. 18-12. Necessary Changes
No change, erasure or revision shall be made on any preliminary or final plat, nor on
accompanying data sheets after approval of the agent has been endorsed in writing on the plat or
sheets, unless authorization for such changes have been granted in writing by the agent.
Sec. 18-13. Fees
There shall be a charge for the examination and approval or disapproval of every plat reviewed
by the agent. At the time of filing the final plat in the Administrator's Office, the subdivider may
pay in cash or deposit with the agent checks payable to the treasurer in the amount of twenty-five
dollars ($25.00) per plat plus one dollar ($1.00) per lot. In the event a plat is disapproved there
will be a fee of ten dollars ($10.00) payable on return of the disapproved plat.
Article III. Requirements of Subdivisions
Sec. 18-14. Mutual Responsibility
There is a mutual responsibility between the subdivider and the county to divide the land so as to
improve the general use pattern of the land being subdivided.
Sec. 18-15. Land Must be Suitable
The agent shall not approve the subdivision of land if from adequate investigations conducted by
all public agencies concerned, it has been determined that in the best interest of the public the
site is not suitable for platting and development purposes of the kind proposed.
Sec. 18-16. Flooding
Land subject to flooding and land deemed to be topographically unsuitable shall not be platted
for residential occupancy, or for such other uses as may increase danger of health, life or
property, or aggravate erosion or flood hazard. Such land within the subdivision shall be set
aside on the plat for such uses as shall not be endangered by periodic or occasional inundation or
shall not produce conditions contrary to public welfare.
Sec. 18-17. Building Site
To insure that residents will have sufficient land upon which to build a house which is flood free,
the agent may require the subdivider to provide elevation and flood profiles sufficient to
demonstrate the land to be completely free of the danger of flood waters.
Sec. 18-18. Improvements
All required improvements shall be installed by the subdivider at his cost. In cases where
specifications have been established either by the Virginia Department of Transportation or local
ordinances and codes, such specifications shall be followed. The subdivider's bond shall not be
released until construction has been inspected and approved by the appropriate engineer. All
improvements shall be in accordance with the following requirements: (B.S.M. 07/01/02)
A. Lot size - public water and sewer. Residential lots served by both public water
and public sewer systems shall be seventy-five (75) feet or more in width at the building line and
ten thousand (10,000) square feet or more in area;. provided, however, smaller lot sizes may be
approved by the Board of Supervisors as part of a rezoning application for lots in the Residential
Planned Unit Development District.
B. Lot size - public water or sewer. Residential lots served by either public water
or public sewer systems shall be one hundred (100) feet or more in width at the building line and
fifteen thousand (15,000) feet or more in area.
C. Lot size - neither public water nor sewer. Residential lots served by neither public
water nor public sewer systems shall be one hundred (100) feet or more in width and twenty
thousand (20,000) square feet or more in area.
D. Minimum front footage. The minimum allowable front footage on a lot fronting
on a public street shall be fifty (50) feet, except (i) that the minimum for lots on a cul-de- sac
shall be thirty (30) feet or (ii) for property fronting on a private street with the minimum approved
lot width in the Residential Planned Unit Development District as approved by the Board of
Supervisors as part of a rezoning application.
E. Septic tanks. The agent shall not approve any subdivision where sanitary sewers
are not provided unless that agent shall receive in writing from the health official, a statement to
the effect that the area contained in the subdivision is satisfactory for the installation of septic
tanks, and that they will not create hazards to public health on an individual lot by all basis.
F. Exceptions. Greater lot areas may be required where individual septic tanks or
individual wells are used if the health official determines that there are factors of drainage, soil
condition or other conditions to cause potential health problems. The agency may require that
data from percolation tests be submitted as a basis for passing upon subdivisions dependent upon
septic tanks as a means of sewage disposal.
G. Flood control and drainage. The subdivider shall provide all necessary
information needed to determine what improvements are necessary to properly develop the
subject property including flood control devices. The subdivider shall also provide plans for all
such improvements together with a certified engineer's statement that such improvements, when
properly installed, will be adequate for proper development. The highway engineer shall then
approve or disapprove the plans. The subdivider shall also provide any other information
required by the highway engineer.
H. Easements. The agent may require that easements for drainage through adjoining
property be provided by the subdivider. Easements of not less than ten (10) feet in width shall be
provided for water, sewer, power lines and other utilities in the subdivision when required by the
agent.
I. Public water. Where public water is available the service shall be extended to all
lots within a subdivision.
J. Private water and/or sewer. Nothing in this regulation shall prevent the
installation of privately owned water distribution systems or sewage collection and treatment
facilities, provided, however, that any such installations must meet all of the requirements of the
State Water Control Boar, the State Health Department, and any other State or local regulation
having authority over such installations.
K. Fire protection. The installation of adequate fire hydrants in a subdivision
at locations approved by the agent may be required, provided necessary public water is available.
The agent shall consult with the proper authority before approving such location.
Sec. 18-19. Bond
Before any subdivision plat will be finally approved by the agent, the subdivider shall, in lieu of
completed construction of any street, curb, sidewalk, drainage or sewage system, or other
improvements to be financed in whole or part by private funds, furnish to the governing body a
certified check in the amount of estimated costs of construction, or a performance bond, with
surety satisfactory to the governing body in an amount calculated by the agent to be sufficient for
and conditioned upon the construction of such facilities or the required improvements, in a
workmanlike manner, and in accordance with specifications and construction schedules
established or approved by the appropriate engineer, which bond shall be payable to and
held by the Board of Supervisors.
Upon written request by the subdivider or developer, the governing body, or its agent, shall
provide periodic partial and final complete release of any bond, escrow, letter of credit, or other
performance guarantee required by the governing body, in accordance with the provisions of
Title 15.2-2245 of the Code of Virginia, as amended. The governing body shall not provide final
complete release of any bond, escrow, letter of credit, or other performance guarantee required
for the proper construction of subdivision streets until these streets are accepted into the
secondary road system of the Virginia Department of Transportation. When it shall become
necessary to forfeit the bond to cover required improvement, once three (3) houses are completed
in subdivision section with four (4) or more lots, the County subdivision agent shall notify the
developer by registered or certified mail of the County's intent to forfeit the bond. The developer
may establish a schedule to complete the work with the subdivision agent; such schedule shall
not exceed six (6) months from the date of the certified notice. A waiver on the six (6) months
requirement may be granted by the Board of Supervisors upon written request to the Board of
Supervisors at regularly scheduled meeting. (B.S.M. 07/01/02)
Sec. 18-20. Plans and Specifications
Three (3) blue or black line prints of the plans and specifications for all required physical
improvements to be installed, shall be prepared by a certified land surveyor or civil engineer and
shall be submitted to the agent, who shall approve or disapprove within thirty (30) days, except
as Section 18-29 (H.) is applicable. If approved, one (1) copy bearing certification of such
approval shall be returned to the subdivider. If disapproved, all papers shall be returned to the
subdivider with the reason of disapproval in writing. In the event no action is taken in thirty (30)
days such subdivision shall be deemed approved.
Sec. 18-21. Part of a Tract
Whenever part of a tract is proposed for platting and it is intended to subdivide additional parts
in the future, a sketch plan for the entire tract shall be submitted with the preliminary plat.
Sec. 18-22. Lots
A. Shape. The lot arrangement, design, and shape shall be such that lots will provide
satisfactory and desirable sites for buildings, and be properly related to topography, and conform
to requirements of this ordinance. Lots shall not contain peculiarly shaped elongation's solely to
provide necessary square footage of area, which would be unusable for normal purposes.
B. Location. Each lot shall abut on a street dedicated by the subdivision plat, or
on an existing publicly dedicated street, or on a street, which has become public by right of use,
or on a private street approved in the Residential Planned Unit Development District by the Board of
Supervisors as part of a rezoning application . If the existing streets are not fifty (50) feet in width,
the subdivider shall make provisions in the deeds to the lots for all buildings to be so constructed
as to permit the widening by dedication of such roads or streets to a width of fifty (50) feet.
C. Building lines. It is recommended that all structures have a minimum setback of
thirty (30) feet from any street right-of-way line except in a Residential Planned Unit
Development District and such setbacks will comply with the requirements of the Residential
Planned Unit Development District regulations.
D. Corner lots. Corner lots shall have extra width sufficient for maintenance of
any required building lines on both streets as required by the agent.
E. Side lines. Side lines of lots shall be approximately at right angles, or radial to
the street line.
F. Remnants. All remnants of lots below minimum size left over after subdividing of
a tract must be added to adjacent lots, or otherwise disposed of rather than allowed to remain
unusable parcels.
Sec. 18-23. Blocks
A. Length and width. The maximum length of blocks generally shall be twelve
hundred (1,200) feet and the minimum length of blocks upon which lots have frontage shall
generally be five hundred (500) feet. except as part of a Residential Planned Unit Development
District community design plan approved by the Board of Supervisors during the rezoning
process. Blocks shall be wide enough to allow two tiers of lots of minimum depth, except where
fronting on major streets, unless prevented by topographical conditions or size of the property, in
which case the agent may approve a single tier of lots of minimum depth.
B. Orientation. Where a subdivision adjoins a major road, the commission may
require that the greater dimension of the block shall front or back upon such major thoroughfare
to avoid unnecessary ingress or egress.
C. Business or industrial. Blocks intended for business or industrial use shall be
designed specifically for such purposes with adequate space set aside for off-street parking and
delivery facilities.
Sec. 18-24. Streets
A. Alignment and layout. The arrangement of streets in new subdivisions shall make
provision for the continuation of existing streets in adjoining areas. The street arrangement must
be such as to cause no unnecessary hardship to owners of adjoining property when they plat their
own land and seek to provide for convenient access to it. Where, in the opinion of the agent, it is
desirable to provide for street access to adjoining property, proposed streets shall be extended by
dedication to the boundary line of such property. Half streets along the boundary of land
proposed for subdivision may not be permitted. Wherever possible, streets should interest at
right angles. In all hillside areas streets running with contours shall be required to intersect at
angles of not less than sixty (60) degrees, unless approved by the highway engineer.
B. Approach angle. Major streets shall approach the major or collector streets at
an angle or not less than eighty (80) degrees, unless the agent upon recommendation of the
highway engineer, shall approve a lesser angle of approach for reasons of contour, terrain or
matching of existing patterns.
C. Minimum widths. The minimum widths of proposed streets, measured from
the lot line, shall be as shown on the major street plan, or if not shown on such plan shall be:
1. As identified in the VDOT subdivision street standards on 24VAC 30-90-
380 Table I as revised by VDOT.
2. Rural rustic roads, as defined by Virginia Department of Transportation,
not less than thirty (30) feet. (B.S.M. 09/19/02)
3. Or other minor streets which cannot be extended in the future – no less
than forty (40) feet. (B.S.M. 09/01/02)
D. Construction requirements. Unless otherwise specified, all street construction
requirements shall be those of the Virginia Department of Transportation for acceptance into the
State secondary system, including but not limited to the current edition of: "Subdivision Street
Requirements" and "Pavement Design Guide for Subdivision and Secondary Roads in Virginia”,
as both are amended from time to time. (B.S.M. 07/01/02)
E. Cul-de-sacs. Shall meet the requirements of VDOT 24VAC 30-90-380
subdivision standard as revised by VDOT. (B.S.M. 03/21/06)
F. Alleys. Alleys should be avoided wherever possible except for an alley located in
the Residential Planned Unit Development District that is approved by the Board of Supervisors
as part of the rezoning process.. Dead-end alleys, if unavoidable, shall be provided with adequate
turnaround facilities as determined by the agent.
G. Private streets. Except as provided in Section 15.2-2267 Code of Virginia, 1950,
as the same may from time to time be amended, there shall be no private streets platted in any
subdivision except for an alley located in the Residential Planned Unit Development District that
is approved by the Board of Supervisors as part of the rezoning process. Every subdivided
property shall be served from a publicly dedicated street except properties located within the
Residential Planned Unit Development District that are served by a private street approved by
the Board of Supervisors as part of the rezoning process. There shall be no reserved strips
controlling access to streets, except where the control of such strips is definitely placed within
the community under conditions approved by the agent.
(B.S.M. 03/21/06)
H. Names. Proposed streets which are obviously in alignment with other already
existing and named streets shall bear the names of the existing street. In no case shall the name
of proposed streets duplicate existing street names in Pittsylvania County and adjoining
jurisdictions, irrespective of the use of the suffix street, avenue, boulevard, drive, way, place,
lane or court. Street names shall be indicated on the preliminary and final plats, and shall be
approved by the agent. Names of existing streets shall not be changed except by approval of the
Board of Supervisors.
I. Identification signs. Street identification signs of an approved design shall be
installed at all intersections.
J. Grades. Deleted in its entirety. (B.S.M. 03/21/06)
Sec. 18-25. Monuments
A. Visible for inspection. Upon completion of subdivision streets, sewers and other
improvements, the subdivider shall make certain that all monuments required by the highway
engineer are clearly visible for inspection and use. Such monuments shall be inspected and
approved by the engineer before any improvements are accepted by the Board of Supervisors.
B. Location - permanent. Permanent monuments shall be set at all street corners, at all
points where the street line intersects the exterior boundaries of the subdivision, and at right angle
points, and points of curve in each street. The top of the monument shall have an appropriate mark
to identify properly the location.
C. Location - iron. All other lot corners shall be marked with solid iron not less than five-
eight's (5/8) inch in diameter and twenty-four (24) inches long and driven so as to be flush with
the finished grade. When rock is encountered, drill a hole four (4) inches deep in the rock and
cement a steel or iron rod at least five-eight's (5/8) inch diameter whose top shall be flush with
the finished grade line.
Sec. 18-26. Reservation of Land for Public Purposes
The Board of Supervisors or Planning Commission may require subdividers of residential
subdivisions to set aside land for parks, playgrounds, schools, libraries, county buildings, and
similar public and semipublic uses, subject to the following regulations:
A. Subdividers shall not be required to reserve land for public purposes other than
streets, drainage, parks and playgrounds, except on a reimbursement basis. They shall be
reimbursed by the jurisdiction or agency requiring the land. The county shall be required to
obtain an option upon the property involved for a period of twelve (12) months following the
recording of the plat for such purchase. If the land is not purchased within the said twelve (12)
months it may be sold as lots for the same purpose for which the subdivision was platted. To
facilitate such possible eventual sale of reserved land as separate lots, the subdivider shall show
on his final plat, by dotted lines and dotted numbers, the sizes and dimensions of lots to be
created within the boundaries of any such reserved land, and may sell such lots, after the
expiration date of the reservation, by lot number, without filing an amended plat.
B. The commission shall make certain that lands so reserved are divisible in the
same manner as the remainder of the subdivision so that the subdivider will not be required to
reserve an unusable portion of his subdivision.
Article IV. Approval of Plats
Sec. 18-27. Approval Required Before Sale
Whenever any subdivision of land is proposed, and before any permit for the erection of a
structure shall be granted, the subdivider or his agent shall apply in writing to the agent for the
approval of the subdivision plat and submit three (3) copies of the preliminary plat including the
lot, street and utilities layout. No lot shall be sold until a final plat for the subdivision shall have
been approved and recorded in the following manner.
Sec. 18-28. Preliminary Sketch
The subdivider may, if he so chooses, submit to the agent a preliminary sketch of the proposed
subdivision prior to his preparing an engineered preliminary, and final plat. The purpose of such
preliminary sketch is to permit the agent to advise the subdivider whether his plans in general,
are in accordance with the requirements of this ordinance. The commission, upon submission of
any preliminary sketch, shall study it, and advise the subdivider wherein it appears that changes
would be necessary. The agent may mark the preliminary sketch indicating necessary changes
and any such marked sketch shall be returned to the commission with the preliminary plat.
Sec. 18-29. Preliminary Plat
The subdivider shall present to the agent three (3) copies of a preliminary layout at a
scale of not less than one hundred (100) feet to the inch as a preliminary plat. The preliminary
plat shall include the following information:
A. Name of subdivision, owner, subdivider, surveyor or engineer, date of drawing,
number of sheets, magisterial district, adjoining property owners, true north point and scale.
B. Location of proposed subdivision by an insert map at a scale of not less than two
(2) inches equal one (1) mile showing adjoining roads, their names and numbers, towns,
subdivisions and other landmarks.
C. The boundary survey or existing survey of record provided such survey shows a
closure with an accuracy of not less than one in twenty-five hundred; total acreage, acreage of
subdivided area, number and approximate area and frontage of all building sites, existing
buildings within the boundaries of the tract, names of owners and their property lines within the
boundaries of the tract and adjoining such boundaries.
D. All existing, platted and proposed streets, their names, number and width; existing
utility or other easements, public areas and parking spaces; culverts, drains and water courses,
their names and other pertinent data.
E. All parcels of land to be dedicated for public use and the conditions of such
dedication.
F. Location of proposed docks or piers on waterfront property is required. Such
proposed location must meet the requirements of the Army Corp of Engineers, the Division of
Game and Inland Fisheries and the Smith Mountain Lake Policy Advisory Board depending on
the jurisdiction. It is the developer's responsibility to find out what jurisdictional authority
controls the waterway in question. (B.S.M. 08/07/89)
G. Elevations of existing and proposed ground surface at all street intersections and
at points of major grade change along the center line of streets together with proposed grade lines
connecting therewith.
H. Proposed connections with existing sanitary sewers and existing water supply or
alternate means of sewage disposal and water supply. Should alternate means of sewage
disposal and water supply require State Health Department and/or State Water Control Board
approval, then the thirty (30) day plat approval period in Section 18-20 is not applicable.
I. Provision for collecting and discharging surface drainage and preliminary designs
of any structures that may be required.
J. A minimum of two control points on each plat sheet must be identified with their
X and Y coordinate values based on the NAD 1983 State Plane Virginia South FIPS 4502 (US
Feet) projected coordinate system. (B.S.M. 3/15/22)
Sec. 18-30. Procedure
The agent or his appointed representative shall discuss the preliminary plat with the subdivider in
order to determine whether or not his preliminary plat generally conforms to the requirements of
the subdivision ordinance. The subdivider shall then be advised in writing within thirty (30)
days, which may be by formal letter or by legible markings on his copy of the preliminary plat,
concerning any additional data that may be required, the character and extent of public
improvements that will have to be made, and an estimate of the cost of construction or
improvements and the amount of the performance bond which will be required as a prerequisite
to approval of the final subdivision plat. In determining the cost of required improvements and
the amount of performance bond, the agent may consult with a duly licensed engineer who shall
prepare this data for the agent if the subdivider does not provide a bona fide estimate of the cost
of improvements.
Sec. 18-31. No Guarantee
Approval by the agent of the preliminary plat does not constitute a guarantee of approval of the
final plat.
Sec. 18-32. Six Months' Limit
The subdivider shall have not more than six (6) months after receiving official notification
concerning the preliminary plat to file with the agent a final subdivision plat in accordance with
this ordinance. Failure so to do shall make preliminary approval null and void. The agent may,
on written request by the subdivider, grant an extension of this time limit.
Sec. 18-33. Final Plat
The final plat shall meet the standards of quality required under the Virginia Public Records Act
as defined in Section 42.1-76 of the Code of Virginia, as amended, 1950.
The subdivision plat submitted for final approval by the governing body, or it’s designated
Agent, and subsequent recording shall be clearly and legibly drawn in ink upon reproducible
Mylar paper at a scale of one hundred (100) feet to the inch on sheets having a size of eighteen
by twenty inches (18" X 20"). In addition to the requirements of the preliminary plat the final
plat shall include the following: (B.S.M. 07/01/02)
A. A blank oblong space of 3" X 5" shall be reserved for the use of the approving
authority.
B. Certificate signed by the surveyor or engineer setting forth the source of title of
the owners of the land subdivided and the place of record of the last instrument in the chain of
title.
C. A statement to the effect that the subdivision as it appears on this plat is with the
free consent and in accordance with the desires of the owners, proprietors and trustees, if any,
which shall be duly acknowledged before some officer authorized to take acknowledgements of
deeds.
D. When the subdivision consists of land acquired from more than one source of title
the outlines of the various tracts shall be indicated be dash-lines, and identification of the
respective tracts shall be placed on the plat.
E. The accurate location and dimensions by bearings and distances with curve data
on all lots and street lines and center lines of streets, boundaries of all proposed or existing
easements, parks, school sites or other public areas, the number and area of all building sites, all
existing public and private streets, their names, numbers and widths, existing utilities, and those
to be provided such as sanitary sewers, storm drains, water mains, manholes and underground
conduits including their size and type, water courses and their names, names of owners and their
property lines, both within the boundary of the subdivision and adjoining said boundaries.
F. Distances and bearings must balance and close with an accuracy of not less than
one in ten thousand.
G. The data of all curves along the street frontage shall be shown in detail at the
curve or in a curve data table containing the following: Delta, radius, arc, tangent, chord and
chord bearings.
H. A minimum of two control points on each plat sheet must be identified with their
X and Y coordinate values based on the NAD 1983 State Plane Virginia South FIPS 4502 (US
Feet) projected coordinate system. (B.S.M. 3/15/22)
Sec. 18-34. Conditions
The plat shall not be approved until the subdivider has complied with the general requirements
and minimum standards of design in accordance with this ordinance, and has posted a
satisfactory performance bond, cash property, or other bonds to cover the cost of necessary
improvements, in lieu of construction, with surety satisfactory to the agent.
Approval of final plat shall be written on the face of the plat by the agent, who shall direct the
plat to be recorded; otherwise agent shall mark plat "void" and return same to subdivider.
Sec. 18-35. Special Provisions
Special provisions for restriction of any nature affecting the subdivided property shall be
properly displayed on the plat.
Article V. Advertising Standards
Sec. 18-36. Advertising Standards
A subdivider, when advertising a subdivided tract of land for sale, shall be specific as to the type
of water and sewage facilities available.
Article VI. Effectual Clauses
Sec. 18-37. Exceptions
Where the subdivider can show that a provision of these standards would cause unnecessary
hardship if strictly adhered to, and where, because of topographical or other conditions peculiar
to the site, in the opinion of the agent a departure may be made without destroying the intent of
such provisions, the agent may authorize an exception. Any exception thus authorized is to be
stated in writing in the report of the agent with the reasoning on which the departure was
justified, set forth. All exceptions granted to the development of streets in a subdivision will
coincide with the approval of the Resident Engineer’s office. (B.S.M. 4/6/87)
The exceptions authorized by this section specifically include surface treatment of the streets.
Sec. 18-38. Penalties
Any owner or proprietor of any tract of land who subdivides that tract of land and who violates
any of the provisions of this ordinance shall be guilty of a misdemeanor, punishable by a fine or
not less than ten dollars ($10.00) nor more than two hundred and fifty ($250.00), and each day
after the first during which violation shall continue shall constitute a separate violation
punishable by a ten dollar ($10.00) fine.
Sec. 18-39. Severability
Should any article, section, subsection or provision of this subdivision ordinance be declared by
a court of competent jurisdiction to be invalid or unconstitutional, such decision shall not affect
the validity or constitutionality of this subdivision ordinance as a whole or any part thereof other
than the part so declared to be invalid or unconstitutional.
Sec. 18-40. Repeal
All ordinances or portions of ordinances in conflict with this ordinance are hereby repealed to the
extent of their conflict.
Sec. 18-41. Amendments
This ordinance may be amended in whole or in part by the governing body provided that any
such amendment shall either originate with or be submitted to the commission for
recommendations; and further provided that no such amendment shall be adopted without a
public hearing having been held by the governing body. Notice of the time and place of the
hearing shall be published once a week for two successive weeks in some newspaper published
or having general circulation in Pittsylvania County and the hearing shall be held not less than
six (6) days or more than twenty-one (21) days after final publication.
Sec. 18-42. Street and Highway Construction
The intent of the Board of Supervisors is to require the necessary street and highway
construction requirements needed to make all subdivision roads eligible for acceptance into the
Secondary Road System of the Virginia Department of Transportation. or, if a street remains
private in an approved Residential Planned Unit Development District, such street is of sufficient
design and has adequate systems in place to be maintained by the property owners association
established for such subdivision pursuant to Sec. 35-302. Before approval of the roads in any final
subdivision plat shall be given, the highway engineer for Pittsylvania County shall submit in
writing that all requirements and specifications of the Virginia Department of Transportation for
acceptance into the Secondary Road System have been met. This approval does not indicate,
however, that such roads will be immediately accepted by the Secondary Road System of the
Virginia Department of Transportation. All approved subdivisions with a minimum of three
dwelling units per mile shall receive top priority for acceptance into the Secondary Road System
of Virginia Department of Transportation by the Board of Supervisors. After the effective date of
this ordinance, all subdivisions shall incorporate the road design standards developed by the
Virginia Department of Transportation for acceptance into the Secondary Road System,
including but not limited to the current edition of: “Subdivision Street Requirements” and
“Pavement Design Guide for Subdivision and Secondary Roads in Virginia”, as both are
amended from time to time. (B.S.M. 7/1/02)
The provisions of this Ordinance which changes, amends and re-enacts the Pittsylvania County
Subdivision Ordinance adopted in 1965 shall take effect immediately upon its adoption by the
Board of Supervisors. Adopted October 20, 1986.
This ordinance was amended on April 6, 1987, March 16, 1989, August 7, 1989, July 1,
2002, November 19, 2002, March 21, 2006, July 7, 2008, December 21, 2010, and March 15,
2022.
8.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Closed Session
Agenda Title: Closed Session (Personnel)
Staff Contact(s): Stuart Turille
Agenda Date: December 19, 2023 Item Number: 8.a.
Attachment(s): None
Reviewed By:
Discussion, consideration, or interviews of prospective candidates for
employment; assignment, appointment, promotion, performance, demotion,
salaries, disciplining, or resignation of specific public officers, appointees, or
employees of any public body.
(1) Legal Authority: Virginia Code § 2.2-3711(A)(1)
Subject Matter: County Administrator Job Performance
Discussion/Evaluation Review;
County Attorney Annual Performance
Evaluation Review
Purpose: Review/Discussion of Same
9.a.
BOARD OF SUPERVISORS
EXECUTIVE SUMMARY
Action Item
Agenda Title: Closed Session Certification
Staff Contact(s): Kaylyn McCluster
Agenda Date: December 19, 2023 Item Number: 9.a.
Attachment(s): None
Reviewed By:
PITTSYLVANIA COUNTY BOARD OF SUPERVISORS’
CLOSED MEETING CERTIFICATION
BE IT RESOLVED that at the Pittsylvania County Board of Supervisors’
(“Board”) Work Session on December 19, 2023, 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
Nancy K. Eanes Yes/No
William V. (“Vic”) Ingram Yes/No
Ronald S. Scearce Yes/No
Robert M. Tucker, Jr. Yes/No
Robert (“Bob”) W. Warren Yes/No
Timothy W. Dudley Yes/No
Darrell W. Dalton Yes/No