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HomeMy WebLinkAboutSeptember 23, 1992 Regular Meeting 089 A regular meeting of the Frederick County Board of Supervi- sors was held on September 23, 1992, at 7:15 p.m., in the Board of Supervisor's Meeting Room, Frederick County Courthouse, Loudoun street Mall, Winchester, Virginia. PRESENT: Chairman Richard G. Dick; Vice-Chairman W. Harrington smith, Jr.; James L. Longerbeam; Robert M. Sager; Beverly J. Sherwood; and Charles W. Orndoff, Sr. CALL TO ORDER The chairman called the meeting to order. INVOCATION The invocation was delivered by Supervisor Robert M. Sager in absence of a minister. ADOPTION OF AGENDA county Administrator John Riley requested Tab D, Request for Approval of the Centrex Agreement (Phone System) for county Offices, be pulled for further study. Upon motion made by Robert M. Sager, seconded by W. Harrington smith, Jr., the agenda was adopted as amended. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye CONSENT AGENDA John Riley requested that the following tabs be approved under the consent agenda: 1. Tab I - Road Naming Change Requests; 2. Tab J - Road Resolutions: Apple Ridge Subdivision and Marathon Drive; 3. Tab K - Activity Report - September 1-15, 1992; 4. Tab L - Parks and Recreation Commission Report; 5. Tab M - Transportation Committee Report; 6. Tab N - Personnel committee Report; and 7. Tab 0 - Finance Committee Report. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the consent agenda was approved. The above motion was passed by the following recorded vote: 090 Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye MINUTES OF REGULAR MEETING OF AUGUST 12. 1992 - APPROVED AS AMENDED Supervisor Charles Orndoff stated that on page 56, para- graph 3, the sentence that reads "Mr. McGregor asked that the Board direct Mr. McGregor..." should read "Mr. McGregor asked that the Board direct Mr. A:::l...." Supervisor Orndoff also stated that on page 57, the sentence that reads "Mrs. McGregor replied, plan evergreen trees..." should read "Mrs. McGregor replied, plant evergreen trees..." Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the minutes of August 12, 1992, were approved as amended. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood Aye Charles W. Orndoff, Sr. - Aye COMMITTEE APPOINTMENTS A memorandum from John Riley was presented to the board regarding upcoming appointments and vacancies on various commit- tees. The board requested that this information be carried over until the next meeting since there were no nominations for same at this time. NORTHWESTERN COMMUNITY SERVICES EXECUTIVE DIRECTOR DAVID M. ZIEGLER ADDRESSES BOARD Mr. Ziegler addressed the board to briefly explain some issues regarding the services Northwestern Community Services provides for persons with mental health, mental retardation, and substance abuse. The General Assembly enacted legislation regarding youth family services and is effective January of 1993, in which greater levels of services will need to be provided for children with behavior problems. Services will need to be provided in the child's home area to reduce the necessity of the child 091 having to leave their home environment for treatment. A region- al meeting will be held on September 28 to begin discussions on how the agencies want to address this issue. John Riley will be present at that meeting along with the other regional county administrators and the city manager. They will also need to decide whether or not this issue will be addressed regionally or done separately by each locality. The state will be allocating approximately $5 million dollars state-wide for these services and this area will need to put together a competitive proposal to obtain some of these funds. On November 3, a bond referendum will be presented regard- ing education, mental health, and parks and recreation. Of the $612 million proposed, $45.2 million will be designated for mental health facilities and will go to all state mental health facilities (no dollars in the bond referendum will go directly to Northwestern or other community service boards). $6 million dollars of the $45.2 million will be designated for a 60 bed addition to the Northern virginia Mental Health Institute (NVMHI) located in Fairfax. This will help Northwestern as it will open up bed space at Western state Hospital when it fills to capacity since NVMHI presently uses Western state Hospital as its secondary site when it is filled to capacity. If this bond does not pass, the General Assembly will have to look at other ways to fund some of the major capital expenditures that will be needed for mental health services. Budget implications for Northwestern cannot be addressed at this time and cannot be determined until the General Assembly decides what will be done if this bond does not pass. PATRICIA LIGHTNER. PRESIDENT. FREDERICK COUNTY EDUCATION ASSOCIATION. ADDRESSES BOARD RE: "HIT THE BOOKS - GIVE SCHOOL A MAJOR LEAGUE EFFORT" Mrs. Lightner briefly explained this program to the board. The virginia Education Association, along with two other states, began a program with Major League Baseball players to endorse the value of education. Bookmarks were distributed throughout Frederick County and the state with statements printed by various baseball players as to why they felt reading was 092 important as well as quotes from famous historical literary figures. This program has been so successful that it has received national attention and is being produced in twelve other states and Canada. ROGER LAMBORNE ADDRESSES BOARD RE: REOUEST FOR A PUBLIC HEARING FOR THE BOARD TO GRANT AN EASEMENT TO JACK EARMAN FOR A SEPTIC DRAINFIELD LOCATED IN THE SHAWNEE LAND SANI- TARY DISTRICT - DENIED Mr. Roger Lamborne, with Dynasty Realty, Inc., appeared before the board with this request. He basically requested that the board of supervisors set a public hearing date for the approval of an easement onto a right-of-way on Graywolf Trail in Shawnee Land, for Jack Earman of Lot 54, to construct a septic drainfield. Mr. Lamborne questioned why the board had to decide if a public hearing should be scheduled. He felt it was his right to have a public hearing and at that time the board should decide whether or not to approve the easement request. He cited the Sanitary District law which deals with the power and duties of the board of supervisors and stated he did not understand why the county could not grant such an easement, especially when the county has done so in the past for the use of wells in Shawnee Land. (Mr. Lamborne had typed his request and a copy was handed out to all board members and a copy is on file in the county administrator's office). Frederick County Attorney Lawrence R. Ambrogi stated the key issue of this request was based upon "such terms as the governing body of the district may determine to be in the best interests of the district..." By law, Mr. Ambrogi stated the county could not grant easements for purposes such as this. The county would have to sell this right-of-way and he could not see where doing so would benefit the county or sanitary district, therefore, in his opinion, could not recommend that the board approve this request. This is a General Assembly statute. He further noted that if the right-of-way was sold and the county decided to widened this portion of the road, it could not be done because of the septic drainfield. In addition, if any damages were caused to the drainfield because of any road improvements the county performs, the county would be liable for L _~~_ n__~ 093 II the damages. He did not have any problem with the county going forward with having a public hearing but the board could not approve an easement request or the sale of this property for purposes as stated by Mr. Lamborne. Upon motion made by Robert M. Sager, seconded by James L. Longerbeam, Mr. Lamborne's request for a public hearing on this request was denied. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Nay James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Mr. Smith voted against this motion as he felt the board was not following the statutes by not allowing a public hearing on this matter. Mr. Riley also noted that the county approved by ordinance, not easements, that any encroachments to existing wells located on Shawnee Land property could be terminated at any time by the board. CENTREX TELEPHONE COMMUNICATION SERVICES AGREEMENT - PULLED FOR FURTHER STUDY RESOLUTION REGARDING ROUTE 37 - APPROVED Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Sager, to approve the following resolution: WHEREAS, highway transportation is a competitive advantage for Winchester-Frederick County for the purposes of business development; and WHEREAS, the area incorporating the interchange between U.S. 11 North, VA 37, and Interstate 81 is the location of a major portion of the community's industrial base; and WHEREAS, there currently exists in that area traffic pattern and demand problems creating concern on the part of the industrial base for needed improvements; and WHEREAS, that area will continue to be attractive to new business development because of its location and the other infrastructure already in place; and WHEREAS, the proposed eastern VA Route 37 plans incorporate proposed improvements for the area in question, but the current time frame for these improvements is not until at least the year 2000; and WHEREAS, the Frederick county Primary Improvement Plan (March, 1992) identifies the need to deal with immediate defi- ciencies in this interchange area as identified in the Winchester Area Transportation Study, but the project is not funded; 094 THEREFORE, let it be resolved that the Winchester-Frederick ounty Economic Development Commission requests that the con- truction timetable for Route 37 be reversed and that the improvements to the Route 37/U.S. 11 North/Interstate 81 inter- hange area become the first priority of this project; FURTHERMORE, be it further resolved that efforts using the state Primary Improvement Plan should be elevated so that interchange improvements can proceed without regard to other design considerations for the remainder of the eastern portion of Route 37. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye PLANNING COMMISSION BUSINESS PUBLIC HEARING ITEMS REQUEST FOR CANCELLATION OF CONDITIONAL USE PERMIT (CUP) #025-79 FOR POWLEN EOUIPMENT COMPANY. INC. THIS CUP FOR SALES AND SERVICE OF CONSTRUCTION EOUIPMENT WAS LOCATED ON THE WEST SIDE OF STATE ROUTE 728 (VICTORY LANE) AND ON THE EAST END OF THE WINCHESTER AIRPORT. IN THE SHAWNEE MAGISTE- RIAL DISTRICT - APPROVED Zoning Administrator Wayne Miller presented this request. This CUP should be cancelled since the company no longer oper- ates this facility in Frederick County. Mr. L. J. Powlen, Jr., with Powlen Equipment Company, did approve cancellation of this CUP, however, he would not do so in writing. The Planning Commission, in their meeting of September 2, 1992, unanimously recommended approval of this request. No one spoke in favor of or opposing this CUP cancellation. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., cancellation of CUP #025-79 was ap- proved. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye CONDITIONAL USE PERMIT #011-92 OF P. DIANE MCMILLIAN FOR STENCIL SALES AND SERVICE BY APPOINTMENT. THIS PROPERTY IS LOCATED OFF ROUTE 641 ON ROUTE 636. IN THE OPEOUON MAGIS- TERIAL DISTRICT. AND IS IDENTIFIED AS GPIN 86000030000080 - APPROVED c_u _ 095 Mr. Miller presented this CUP request. The Planning Commission recommended approval, in their meeting of September 2, 1992, with conditions as follows: 1. No structures shall be expanded to contain the use nor new structures constructed to contain the use, unless a revised CUP is obtained. 2. No more than one sign shall be placed along Route 636 and it shall be limited to four square feet. 3. Sales shall be limited to appointments only. 4. Hours of operation shall be limited to 9 a.m. to 9 p.m. 5. All review agency comments shall be complied with. No one spoke in favor of or opposing this CUP. Upon motion made by Robert M. Sager, seconded by w. Harrington Smith, Jr., CUP #011-92 was approved. END OF PUBLIC HEARING ITEMS MASTER DEVELOPMENT PLAN #005-92 FOR PRESTON PLACE. 120 GARDEN APARTMENTS. SOUTH OF ROUTE 645. EAST OF ROUTE 522 AND WEST OF THE WINCHESTER REGIONAL AIRPORT LOCATED IN THE SHAWNEE MAGISTERIAL DISTRICT - APPROVED WITH CONDITIONS Deputy Planning Director Kris C. Tierney presented this request. The Planning Commission, in their meeting of September 2, 1992, recommended approval with the following conditions: 1. The applicant shall submit in writing what type of insulation factors will be used to sound proof build- ings from airport noise. 2. The prospective lessees/purchasers of property shall be required to sign a written statement that they are aware of the proximity of the airport and the possible problems with airport noise. 3. Full disclosure of the proximity of the airport shall be made in all marketing materials. 4. All staff and agency comments shall be addressed. Supervisor Smith referred to the aviation conditions discussed at a previous board meeting dealing with a previous master development plan located near the airport in which the owner would have residents sign a written statement advising them of probable aircraft noise and fly over nuisance. This would be posted as well as printed in all advertisements and promotional material. This was also to be a perpetual condition in the deed. He requested that these conditions also apply to this development. 096 After further discussion of this matter, it was the cons en- sus of the board that this condition should be made a covenant to the deed of said property. The lease agreements were already covered in the Planning Commission's conditions. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, to approve this master development plan with conditions set forth by the Planning Commission and to add to those conditions that a covenant to the deed of this property must be done to include the aviation conditions as set forth above. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye CERTIFICATION OF APPROVAL OF THE PRESTON PLACE MASTER DEVELOPMENT PLAN FOR THE VIRGINIA HOUSING DEVELOPMENT AUTHORITY - APPROVED The Virginia Housing Development Authority is considering financing the residential housing development described as "Preston Place". Pursuant to Section 36-55.99(B), the authority is required to obtain from the applicable governing body a certified copy of a resolution approving the proposed develop- ment before financing can be established. Upon motion made by W. Harrington smith, Jr., seconded by Robert M. Sager, to approve the certification of Approval and a resolution for the residential housing development described as "Preston Place." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye REOUEST FOR ROUTE 639 TO BE NAMED "EAST REFUGE CHURCH ROAD" - APPROVED UNDER CONSENT AGENDA The board, in their meeting of September 9, approved a request to change Route 639 and Route 640 to "Refuge Church Road", however, the planning staff discovered that petitioners on Route 639 wanted their route changed to "East Refuge Church 097 Road." The Road Naming Committee agreed "East Refuge Church Road" would be appropriate as Refuge Church is an obvious landmark and no one living on Route 640 would have to change their current address. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. orndoff, Sr. - Aye ROAD NAMING COMMITTEE The Frederick County Road Naming Committee is continuing to review road name change requests on a monthly basis. At the September meeting, the committee decided on recommendations for the requests currently on file and therefore, submit these recommendations to the board for action. Recommendation for Approval The fOllowing road name requests have met the requirements set forth by the Board and the Road Naming Committee feels that these changes will assist in clarifying street addressing: 1) FROM: TO: Hiett Road Catalpa Road (From Rt. 739, west to Rt 677 2) FROM: TO: Hiett Road Hiatt Road (From 739, east to Rt. 661) Residents desire to create uniform name spelling of "Hiatt" in all roads and geography. 3) FROM: Dodge Avenue TO: Dairy Corner Place (From Rt. 7, east, to old Dodge Avenue. All of old Berryville Avenue inclusive) 4) FROM: Fennel Lane TO: Finicky Lane 5) FROM: Neville Road, Rt 675 TO: Foster Hollow Road (From Rt 639, south to, Warren County Line) 6) FROM: Sylvan Lane TO: Memory Lane 098 Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, the Road Naming Committee report was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye ROAD RESOLUTION FOR MARATHON DRIVE - APPROVED UNDER THE CONSENT AGENDA Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, to approve the following resolution under the "Consent Agenda.": BE IT RESOLVED, that the Virginia Department of Transpor- tation is hereby requested to add the following road to the Secondary System of Frederick County pursuant to Section 33.1 - 229, Code of Virginia, 1950, as amended: MARATHON opment From: To: DRIVE (50' ROW) Battlefield Partnership Devel- Length: Intersection with Route 11 703.41' or 0.13 mile Southeast of Intersection with Route 11 703.41' or 0.13 mile and as described in Deed Book 784, Page 0052 and certified on September 14, 1992. Total length of the addition is 703.41' or 0.13 mile. BE IT FURTHER RESOLVED that the Board of Supervisors does guarantee to the Commonwealth of Virginia, an unrestricted right of way of 50' as described in the above referenced Deed Book and Page number, with the necessary easements for cuts, fills and drainage. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye ROAD RESOLUTION FOR APPLE RIDGE SUBDIVISION - APPROVED UNDER THE CONSENT AGENDA Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, to approve the following road resolution under the "Consent Agenda": BE IT RESOLVED, that the Virginia Department of Transporta- tion is hereby requested to add the following roads to the Secondary System of FrederiCk County pursuant to Section 33.1 - 229 of the Code of Virginia, 1950, as amended: ALPINE MEADOW ROAD (50' ROW) Apple Ridge Subdivision From: Morning Glory Drive To: Length: 099 365.00' or 0.07 mile N.E. of Tamarack Circle (cul-de-sac) 1,334.31' or 0.25 mile and as depicted in Deed Book 668, Page 164 and certified on December 22, 1987. FERN COURT (50' ROW) Apple Ridge Subdivision From: Alpine Meadow Road To: 185.00' or 0.04 mile South (cul-de-sac) Length: 185.00' or 0.04 mile and as depicted in Deed Book 668, Page 164 and certified on December 22, 1987. KAPOK From: To: Length: MESOUITE From: To: Length: MORNING From: To: Length: TAMARACK From: To: Length: WAFARING From: To: Length: CIRCLE (50' ROW) Apple Ridge Subdivision Alpine Meadow Road 335.00' or 0.06 mile Northwest (cul-de-sac) 335.00' or 0.06 mile and as depicted in Deed Book 668, Page 164 and certified on December 22, 1987. COURT (50' ROW) Apple Ridge Subdivision Morning Glory Drive 235.00' or 0.05 mile East (cul-de-sac) 235.00' or 0.05 mile and as depicted in 668, Page 164 and certified on December Deed Book 22,1987. GLORY DRIVE (50' ROW) Apple Ridge Subdivision Route 657 145.00' or 0.03 mile Northeast of Primrose Place 2,395.31' or 0.45 mile and as depicted in Deed Book 668, Page 164 and as certified on December 22,1987. CIRCLE (50' ROW) Apple Ridge Subdivision Alpine Meadow Road 387.98' or 0.07 mile West (cul-de-sac) 387.98' or 0.07 mile and as depicted in 668, Page 164 and certified on December Deed Book 22,1987. DRIVE (50' ROW) Apple Ridge Subdivision Morning Glory Drive 208.76' or 0.04 mile West 208.76' or 0.04 mile and as depicted in Deed Book 668, Page 164 and certified on December 22, 1987. The total length of the addition is 5,081.36' or 0.96 mile. BE IT FURTHER RESOLVED, since the developer has no remain- ing financial interest in the subdivision, the County of Freder- ick has recently had the rights-of-way reconstructed to current VDOT Standards & Specifications and VDOT has provided the necessary inspection services to insure compliance, that all maintenance fees and surety bond requirements be waived. BE IT FURTHER RESOLVED that the Board of supervisors does guarantee to the Commonwealth of Virginia an unrestricted right of way of 50' as described in the above referenced Deed Book and Page numbers, with the necessary easements for cuts, fills and drainage. The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye END OF PLANNING COMMISSION BUSINESS ACTIVITY REPORT - SEPTEMBER 1 - 15. 1992 - RECEIVED AS INFORMATION 100 This report was submitted for the board's information only and is on file in the county administrator's office. COMMITTEE REPORTS PARKS AND RECREATION COMMISSION The Parks and Recreation Commission met on september 15, 1992. Members present were: James RObinson, Robert Roper, Charles Sandy, Carmen Rio, Jimmie Ellington, Joe Bishop, and Beverly Sherwood. The following item was discussed and required board action: Frederick Heiqhts Community Park Mr. Ellington moved that the board of supervisors proceed with due haste to resolve the issue of ownership of the property at Frederick Heights Park, and that the property be maintained as a park, seconded by Mr. Sandy, carried unanimously (6-0). Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye The following items were discussed and submitted for the board's information only: 1993-94 capital Improvements Plan Request (CIPl Mr. Roper moved to accept the 1993-94 CIP request, seconded by Mr. Ellington, carried unanimously (6-0). No action re- quired. Letters of Appreciation Mr. Ellington moved that the staff prepare letters of appreciation on behalf of the commission to the Girl Scouts for the swans and to the anonymous donor of 300 trees, seconded by Mr. sandy, carried unanimously (6-0). No action required. TRANSPORTATION COMMITTEE - APPROVED UNDER THE CONSENT AGENDA The Frederick County Transportation Committee held a public meeting to discuss the Frederick County six Year Secondary Road 101 Improvement Plan. Two citizens addressed the Transportation committee regarding projects that are currently included on this plan. Mr. William Johnston, of Route 704 (Back Creek Road), presented photographs to the committee and asked that the Virginia Department of Transportation conduct studies to deter- mine if short term safety improvements could be made to certain sections of Route 704. Mr. Jim Walters addressed the Transportation Committee regarding hardsurface improvements to Route 636 (Huttle Road) between Route 709 and Route 735. Mr. Walters expressed concern with dust and increased traffic on this road. Mr. william H. Bushman stated that current traffic counts on this section of Route 636 do not make this project as high a priority as other hardsurface improvements. Mr. Bushman also suggested that Mr. Walters request an average daily trip recount for this section of road. This recount would not be conducted until late next year. After public comment, the Transportation Committee dis- cussed each phase of the six year secondary road plan. No new projects were added to this plan, and projects that are current- ly funded for this fiscal year were removed. The Transportation Committee recommended unanimous approval of the Frederick County six Year Secondary Road Improvement Plan. This plan will appear on the October 7, 1992 Planning commission Agenda. Upon motion made by W. Harrington smith, Jr., seconded by Robert M. Sager, the Transportation Committee Report was ap- proved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye PERSONNEL COMMITTEE The Personnel Committee met on Tuesday, September 15, 1992, at 8 a.m. in the Personnel Department Conference Room with the following members present: James L. Longerbeam, chairman; 102 Beverly Sherwood; Ed Keenan; Colleen BlYi and Ann Kelican. Mr. Ralph Lewis was absent. The committee submitted the following report and recommen- dations to the board of supervisors for consideration: Emplovee of the Month/Year Policy - APPROVED UNDER THE CONSENT AGENDA The committee reviewed the Employee of the Month/Year Policy and supporting documents and recommended approval of same (this policy is filed in the personnel department). Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Planner II Salary Amendment - APPROVED UNDER THE CONSENT AGENDA Planning Director Bob Watkins appeared before the committee and requested that the salary for the Planner II position be increased from $22,678 to $23,274 so that the most qualified candidate can be hired for the position. The Personnel Commit- tee recommended approval of this request and the appropriation of $596 plus fringes from the general operating budget to cover this salary amendment. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Sheriff's Reauest to Retain Two Deputv positions - APPROVED UNDER THE CONSENT AGENDA Sheriff Williamson appeared before the committee and requested approval of funding for FY 92-93 to retain two deputy positions in his department in accordance with action taken by I.. . T 103 the board of supervisors in March, 1992. The committee recom- mended approval of this request and the appropriation of $53,179 ($39,984 - salary and $13,195 - fringes) from the General Operating Budget to fund these two positions. It should be noted that should vacancies occur in the sheriff's department, the individuals in these positions will be transferred to the vacated positions and the above two positions will not be filled. Upon motion made by W. Harrington smith, Jr., seconded by Robert M. Sager, this request was approved under the "consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye FINANCE COMMITTEE The Finance Committee met on Wednesday, september 9, 1992, at 8 a.m. in the FrederiCk County Courthouse Conference Room. Present were committee Chairman Robert M. Sager; committee members W. Harrington smith, Jr.; John Good, Jr.; and Natalie Cather Miller. Also present were County Administrator John R. Riley, Jr.; Assistant County Administrator Stephen F. Owen; Finance Director Barbara W. Ratcliff; Assistant Finance Director Cheryl B. Shiffler; Superintendent of Schools Thomas Malcolm; and School Finance Director Jim Boyd. committee member Raymond C. Sandy was absent. The fOllowing items required board action: County Administrator's Reouest for a General Fund Supple- mental Appropriation from Funds Remaining in FY 91-92 in the Amount of $71.291.20 for storm Water Improvements - APPROVED UNDER THE CONSENT AGENDA The Finance Committee recommended approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye 104 James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye County Administrator's Reauest for a General Fund Transfer of $40.000 from 9201-5890 (Operational Continaencv) to 1224-3002 (Professional Services - Other) - APPROVED UNDER THE CONSENT AGENDA This amount is needed for expected professional fees for FY 92-93. The Finance Committee recommended approval. Upon motion made by W. Harrington smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Regional Jail's Reauest for a General Fund Supplemental Appropriation From Funds Remainina in FY 91-92 in the Amount of $48.610.29 - APPROVED UNDER THE CONSENT AGENDA The jail requested that this amount be allocated to print- ing and binding in the amount of $11,131.46 and $37,478.83 for the purchase of acoustic panels. The Finance Committee recom- mended approval. Upon motion made by W. Harrington smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Director of Plannina and Development's Reauest for a General Fund Supplemental Appropriation from Funds Remain- ina in FY 91-92 in the Amount of $2.161 and a General Fund Supplemental Appropriation in the Amount of $10.700 - APPROVED UNDER THE CONSENT AGENDA The total request of $12,861 is needed for extra help for the house numbering project. The Finance Committee recommended approval. 105 Upon motion made by w. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Parks and Recreation Director's Request for a General Fund Supplemental Appropriation from Funds Remainina in FY 91-92 in the Amount of $17.460 - APPROVED UNDER THE CONSENT AGENDA Funds are needed for a railing on the spillway at Sherando Park, replacement of four paddleboats, and recapping the asphalt parking lot at Clearbrook Park. The Finance Committee recom- mended approval. Upon motion made by w. Harrington smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Superintendent of Schools' Request for a School Operatina Supplemental Appropriation from Funds Remainina in FY 91-92 in the Amount of $133.957.99 - APPROVED UNDER THE CONSENT AGENDA Funds are needed for an an additional one-year position at James Wood - Amherst Campus, removal of underground storage tanks, a transfer to the school textbook fund, and reserve for contingencies. The Finance Committee recommended approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye 106 Parks and Recreation Director's Request for a General Fund su~plemental Appropriation in the Amount of $1.388 - APPROVED UNDER THE CONSENT AGENDA Funds represent donations received by the parks and recrea- tion department. No additional local funds are necessary. The Finance Committee recommended approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye w. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Parks and Recreation Director's Request for a General Fund Supplemental Appropriation in the Amount of $7.350 - APPROVED UNDER THE CONSENT AGENDA Due to the unbudgeted increased dumping fee rate at the treatment plant, these funds are needed. The Finance Committee recommended approval and that the county administrator continue negotiations with the Frederick-Winchester Service Authority in reducing the cost of processing the waste from the Clearbrook Park Facility. If the cost is reduced, the money saved will be returned to the General Fund. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye Assistant Countv Administrator's Request for a General Fund Supplemental Appropriation from Funds Remaininq in FY 91-92 in the Amount of $42.000 for the Manaqement Studv proiect - APPROVED UNDER THE CONSENT AGENDA These funds were approved in FY 91-92 but not invoiced until 92-93. The Finance Committee recommended approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." \- 107 The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye School Finance Director's Reauest for a General Fund Supplemental Appropriation Transfer in the Amount of $8 . 395.89 - APPROVED UNDER THE CONSENT AGENDA This money was reserved in General Fund balance and needs to be transferred to the School Operating Fund for year end settlement with Blue Cross/Blue Shield. No additional local funds are required. The Finance Committee recommended approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington Smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye School Finance Director's Reauest for a School Operatina Supplemental Appropriation in the Net Amount of $97.366.18 - APPROVED UNDER THE CONSENT AGENDA Funds are needed to appropriate grants awarded after the FY 92-93 budget cycle was completed and to carry forward unused flow through and Federal Title II funds. The Finance Committee recommended approval. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Sager, this request was approved under the "Consent Agenda." The above motion was passed by the following recorded vote: Richard G. Dick - Aye W. Harrington smith, Jr. - Aye James L. Longerbeam - Aye Robert M. Sager - Aye Beverly J. Sherwood - Aye Charles W. Orndoff, Sr. - Aye END OF COMMITTEE REPORTS UPON MOTION MADE BY ROBERT M. SAGER, SECONDED BY BEVERLY J. SHERWOOD, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THE BOARD, THE MEETING WAS ADJOURNED. 108 -~ ~ of Supervisors