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April 10, 1991 Regular Meeting216 A Regular Meeting of the Frederick County Board of Super- visors was held on April 10, 1991, 7:15 P.M., in the Board of Supervisor's Meeting Room, Frederick County Courthouse, Loudoun Street Mall, Winchester, Virginia. PRESENT Kenneth Y. Stiles, Chairman; Robert M. Rhodes, Vice - Chairman; Dudley H. Rinker; Roger L. Crosen; W. Harrington Smith, Jr. and Charles W. Orndoff, Sr. County Administrator John Riley, Jr. and Assistant County Administrator Stephen F. Owen were not present at the start of the meeting due to a prior commitment. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by the Reverend Carlisle McDonald of the Presbyterian Church of the Valleys. ADOPTION OF AGENDA Upon motion made by Roger L. Crosen, seconded by Charles W. Orndoff, Sr. and passed unanimously, the Agenda was adopted as presented. CONSENT AGENDA Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the following items were approved under the Consent Agenda: Tab A - Closing of County Offices for Apple Blossom Festival. Tab C - Certificate of Recognition - National Organ and Tissue Donor Awareness Week. Tab H - Departmental Annual Programs of Work. Tab I - Request from Shenandoah Valley Community Residences, Inc. for Outdoor Festival Permit. CLOSING OF COUNTY OFFICES FOR APPLE BLOSSOM FESTIVAL - APPROVED UNDER THE CONSENT AGENDA Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the closing of County Offices on Friday, May 3, 1991, for the Apple Blossom Festival was approved under the Consent Agenda. JIMMIE R ELLINGTON APPOINTED TO THE PARKS AND RECREATION COMMISSION - APPROVED 217 Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, Jimmie K. Ellington was appointed to the Parks and Recreation Commission as a Member -At- Large, filling the unexpired term of Patricia Perry who resigned, said term to expire January 13, 1992. JOHN R RILEY JR., COUNTY ADMINISTRATOR REAPPOINTED TO THE OLD DOMINION ASAP POLICY BOARD - APPROVED Upon motion made by W. Harrington Smith, Jr., seconded by Dudley H. Rinker and passed unanimously, John R. Riley, Jr., County Administrator, was reappointed to the Old Dominion ASAP Policy Board for a three year term, said term to commence July 1, 1991 and expire on July 1, 1994. CERTIFICATE OF RECOGNITION - NATIONAL ORGAN AND TISSUE DONOR AWARENESS WEEK - APPROVED UNDER THE CONSENT AGENDA Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the following resolution was approved under the Consent Agenda: WHEREAS, Americans are a caring and giving people; and WHEREAS, one of the.most meaningful gifts that one human being can bestow upon another is the precious gift of life; and WHEREAS, tremendous advances have been made in the technol- ogy of organ and tissue transplantation in recent years, offer- ing the very opportunity of life for many and for others a significant improvement in their quality of life; and WHEREAS, the Virginias' Organ Procurement Agency was created to actively promote the donation of organs and tissues through public and professional education; NOW, THEREFORE, I, Kenneth Y. Stiles, Chairman of the Board of Supervisors, Frederick County, along with the Virginias' Organ Procurement Agency, hereby recognize April 21 -27, 1991, as NATIONAL ORGAN AND TISSUE DONOR AWARENESS WEEK in Virginia and call its significance to the attention of all our citizens. APPOINTMENT TO SHENANDOAH VALLEY PRIVATE INDUSTRY COUNCIL (PIC) - REFERRED BACK TO THE BOARD Board members were asked to work on this and try to get someone that would be willing to serve. APPOINTMENTS TO HISTORIC RESOURCES BOARD - TABLED UNTIL NEXT BOARD MEETING REORGANIZATION OF ENGINEERING AND INSPECTIONS DEPARTMENTS - APPROVED Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the reorganization request of Harvey E. Strawsnyder, Jr., P.E. was approved as presented with 218 John Trenary being appointed Chief Inspector handling day to day operations. SHAWNEELAND SANITARY DISTRICT ADVISORY COMMITTEE PROCEDURES - APPROVED Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the Shawneeland Sanitary District Advisory Committee procedures were approved as presented for use in selecting future membership. SANITATION AUTHORITY ELECTS NOT TO BUILD ELEVATED WATER STORAGE TANK ON THEIR PROPERTY ON ROUTE 642 Mr. James Diehl, Chairman of the Sanitation Authority, appeared before the Board to first thank them for all their assistance on the Shawneeland Advisory Committee Procedures that were just adopted and secondly, that the Sanitation Authority had reconsidered their position on the building of an elevated water storage tank on their property on Route 642. Mr. Stiles expressed his thanks to Mr. Diehl on behalf of the Board for the Sanitation Authority's consideration of this request and the decision to move the tower. ADOPTION OF THE FISCAL YEAR 1991 -1992 BUDGET - APPROVED Mr. Stiles explained that the new rate at the Landfill would be $20 per ton rather than $24 as stated during budget deliberations. Upon motion made by Charles W. Orndoff, Sr., seconded by Dudley H. Rinker and passed unanimously, the new rate at the Landfill effective July 1, 1991 to be $20 per ton was approved. Mr. Stiles asked the Board members to reconsider increasing local funding to the school budget in the amount of $617,000.00. He explained that based on different factors such as an increase from gross receipts that have been collected to date and an economy that he feels is improving, he would like to ask the Board to reconsider their earlier position and increase local funding to the schools in the amount of $617,000.00 for next year. Mr. Smith noted that $1,000,000.00 had been taken from the fund reserved for a new Administration building as well as $1,000,000.00 from Fund Balance in order to balance the budget. 219 He referred to earlier years when the school budget had a surplus and there was no need for additional funds. He asked that the School Board budget be submitted earlier to the Board, regardless of what the State says as this would definitely help give an early picture of what was needed for the budget and felt the Board is definitely in a "catch 22" situation. He further stated that the school bus driver situation is deplorable and that this definitely needs to be addressed. Mr. Rinker inquired as to how much would be needed to fund a ten percent increase for the bus drivers and instructional supplies. $100,000.00 would be sufficient to take care of this increase as noted by the Board. Mr. Orndoff questioned the remark made by the lady at the public hearing on the budget and the fact that she had to pay for the dirt she used in one of her school projects. Mr. Stiles stated that he did not feel this Board would ever deny any teacher having funds to do the necessary projects for their students. Mr. Crosen stated that some comments made by individuals on all sides have been inappropriate and at times, taken out of context. He stated that he felt that funds have to be raised before they can be appropriated. He explained the current budget figures and the fact that as figures stand now they will have a shortfall come June 30 and they did not know this when the budget was approved last April. He addressed the various statements that have been made with regard to the school budget being cut and that this has been done by the Board of Super- visors and this simply is not true. He further stated that he did not want to see Frederick County end up like Loudoun and Fairfax Counties and all their financial problems. He stated that everyone has to realize that we are all in an economic hard time and he could not vote to increase this deficit. Mr. Rinker stated that he too agreed that this is a bad economic time and the budget cannot be increased by $617,000.00. 220 He would agree to the $100,000.00 to include raises for the bus drivers and restore $1.50 per student for supplies, but no more. Mr. Stiles stated that the average County teacher is making $5,000.00 less per year than a teacher with the City school system and he did not think this was fair. He requested that the County School Board meet with the City School Board and work on a uniformed salary scale. Mr. Rinker stated that at this time they did not know if the current economic situation is going to be short term or long term and that the Chairman was a lot more confident of the current situation improving than he is. Mr. Rhodes stated that he was elected to his position eight years ago and he felt he came on board when a lot of financial matters in the County were receiving the rubber stamp. He further stated that he was the Lone Ranger when the County had an opportunity to purchase land for a County Administration Building and everyone knew that land will never be cheaper. He stated that whomever is elected to serve as Board members next year will have a horrendous job. Mr. Rhodes further stated that the school system is getting ten percent over what they received last year. He stated that County employees have been asked to work 2 1/2 hours more per week, have given up a holiday and will not receive any pay raises in next year's budget. He stated that the Federal and State governments need to be doing their share as this is where the bulk of the problem is coming from as they are shifting all the burden to the localities. Mr. Rhodes further stated that he felt this is not the time to be adding additional funds to a budget that is already showing a deficit. Motion was made by W. Harrington Smith, Jr. to approve additional funding in the amount of $300,000.00 to the school budget for FY 1991 -1992. There was no second. Mr. Stiles asked for a vote: Aye - Kenneth Y. Stiles and W. Harrington Smith, Jr. Nay - Robert M. Rhodes, Dudley H. Rinker, Roger L. Crosen and Charles W. Orndoff, Sr. Mr. Riley arrived at this time. 221 Mr. Stiles suggested that the amount be reduced to $200,000.00. Mr. Orndoff agreed to this. Mr. Rhodes said $150,000.00 Mr. Crosen asked Mr. Malcolm, Superintendent of Schools, as to whether or not the bus drivers would get this additional money and also whether instructional supplies would be purchased with the remainder. Mr. Malcolm replied this was slotted in October but he could not say absolutely that the funds would be spent for the bus drivers but this is a high priority. Upon motion made by W. Harrington Smith, Jr. and seconded by Dudley H. Rinker, to give an additional $150,000.00 to the school operating budget for the FY 1991 -1992 budget. The above motion was passed by the following recorded vote: Aye - Kenneth Y. Stiles, Robert M. Rhodes, Dudley H. Rinker and W. Harrington Smith, Jr. Nay - Roger L. Crosen and Charles W. Orndoff, Sr. Upon motion made by Roger L. Crosen and seconded by W. Harrington Smith, Jr. to restore $2,375.00 to the Group Tour Marketing budget of the Chamber of Commerce. The above motion was approved by the following recorded vote: Aye - Kenneth Y. Stiles, Robert M. Rhodes, Roger L. Crosen, W. Harrington Smith, Jr. and Charles W. Orndoff, Sr. Abstaining - Dudley H. Rinker as he is a part of this group. Mr. Rinker stated that he would like the record to show that at the budget hearing Mr. Lewis Costello indicated that he had not been asked to run again for the School Board seat from Opequon District and that was not true. He stated that Mr. Costello had made the statement that he did not want to be reappointed therefore he nominated Mr. James Q. Huey, Jr. Mr. Owen arrived at the meeting at this time. Mr. Stiles explained that during his time on the Board the schools had always been the first priority and just in the last four years the school budget had increased by 95% and he did not 222 feel this Board of Supervisors should be accused of not funding schools in Frederick County. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr. and passed unanimously, the following resolution for the FY 1991 -1992 budget was approved: WHEREAS, a notice of public hearing and budget synopsis has been published and a public hearing held on March 27, 1991 in accordance with Title 15.1, Chapter 4, Section 15.1 -162, of the Code of Virginia, 1950, as amended; THEREFORE, BE IT RESOLVED, by the Board of Supervisors of the County of Frederick, Virginia, that the budget for the 1991 -1992 fiscal year as advertised in the Winchester Evening Star on March 16, 1991 as amended be hereby approved in the amount of $82,904,624 and that appropriations in the amount of $82,904,624 be hereby authorized for the 1991 -1992 fiscal year and; BE IT FURTHER RESOLVED, that the Board of Supervisors of the County of Frederick, Virginia, does herein adopt the tax rate for the 1991 assessment year at the rate of 43¢ to be applied to real estate, the rate of $4.25 to be applied to personal property, the Business and Professional Occupational License rates are as follows: retail 20¢ per $100 of gross receipts, contractors 16¢ per $100 of gross receipts, profes- sional services 58¢ per $100 of gross receipts, personal and business 36¢ per $100 of gross receipts, wholesale 5¢ per $100 of purchases, and the rate of $4.25 to be applied to machinery and tools, and the rate of $20 per ton municipal and $20 per ton commercial to be applied to Landfill and; BE IT FURTHER RESOLVED, that appropriations are hereby authorized for the central stores fund, special welfare fund, health insurance fund and unemployment compensation fund equal to the total cash balance on hand at July 1, 1991, plus the total amount of receipts for the Fiscal Year 1991 -1992. DEPARTMENTAL ANNUAL PROGRAMS OF WORK - APPROVED UNDER THE CONSENT AGENDA Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the Departmental Annual Programs of Work were approved under the Consent Agenda. REOUEST FROM SHENANDOAH VALLEY COMMUNITY RESIDENCES INC FOR OUTDOOR FESTIVAL PERMIT - APPROVED UNDER THE CONSENT AGENDA Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the request from Shenandoah Valley Community Residences, Inc. for an outdoor festival permit was approved under the Consent Agenda. PLANNING COMMISSION BUSINESS PUBLIC HEARING ORDINANCE AMENDMENTS PERMITTING CAR WASHES - APPROVED 223 Mr. Watkins, Director of Planning and Development, present -I ed this ordinance amendment request and stated that the Planning Commission unanimously recommended denial. Mr. Rinker asked why the Planning Commission recommended denial. Mr. Watkins replied trash, noise, etc. Mr. Bill Tisinger, Attorney, appeared before the Board on behalf of this request representing DeHaven- Wilson Enterprises. He spelled out the hours the car wash would be open and stated that it would be manned. Mr. Tisinger had pictures which were viewed by the Board members of other locations within the County that are zoned B -1. Petitions were presented opposing as well as in favor of this request. Mr. Wade Emmart, adjoining property owner, appeared before the Board in favor of this request and stated that he could not understand why neighbors would rather see a strip mall than a car wash. The following County citizens appeared before the Board to oppose this request: Frank Courtney of Plymn Owens Estates, Ralph Hines of Plymn Owens Estates, Ralph Ogle, Marshall Connor, Virginia Propst. Mr. Doug Russell, resident in area of the car wash located on Route 522 had no complaints and felt it was a good neighbor. Mr. Tisinger explained that he knew the neighbors would rather see this lot remain vacant, however that is not an option as something is definitely going to be built there. The Board discussed this issue at great length at which time Mr. Rinker moved to endorse the Planning Commission's recommendation to deny. This motion died for lack of a second. Upon motion made by Roger L. Crosen and seconded by Charles W. Orndoff, Sr. to approve with restricted hours as spelled out and that a full -time attendant be on duty. The above motion was passed by the following recorded vote: Aye - Kenneth Y. Stiles, Robert M. Rhodes, Roger L. Crosen and Charles W. Orndoff, Sr. Nay - Dudley H. Rinker and W. 224 Harrington Smith, Jr. stating that Route 647 is currently a real traffic problem and this would only increase that problem which concerned him. The following ordinance amendments were approved: AN AMENDMENT TO THE FREDERICK COUNTY CODE, CHAPTER 21, ZONING; ARTICLE IX, NEIGHBORHOOD BUSINESS DISTRICT, B -1; SECTION 9 -1 -1, ALLOWED USES TO INCLUDE CAR WASHES AS AN ALLOWED USE TO READ AS FOLLOWS: 9 -1 -1 Neighborhood Business District, B -1 Allowed Use Standard Industrial Classification (,SIC) Car Washes 7542 AN AMENDMENT TO THE FREDERICK COUNTY CODE, CHAPTER 21, ZONING; ARTICLE III, SUPPLEMENTARY USE REGULATIONS; TO CREATE SECTION 3 -22 TO PROVIDE USE REGULATIONS FOR CAR WASHES IN THE B -1, NEIGHBORHOOD BUSINESS DISTRICT TO READ AS FOLLOWS: 3 -22 Car Washes 3 -22 -1 Car Washes - Car washes located in the B -1, Neighborhood Business zoning district shall have an operator on site during all hours of operation. 3- 22 -1.1 Hours of Operation - In the B -1, Neighborhood Business zoning district, car washes shall be operated only during the following hours: Day Hours Monday - Friday 7:00 A.M. - 9:00 P.M. Saturday 8:00 A.M. - 9:00 P.M. Sunday 12:00 Noon to 6:00 P.M. AN AMENDMENT TO THE FREDERICK COUNTY CODE CHAPTER 21, ZONING' ARTICLE III SUPPLEMENTARY USE REGULATIONS; SECTION 3 -1 -2. HEIGHT REQUIREMENTS TO INCLUDE AUTOMATED STORAGE FACILITIES IN THE M -1 LIGHT IND USTRIAL AND M -2 INDUSTRIAL GENERAL DISTRICTS - APPROVED Mr. Watkins presented this ordinance amendment request. Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the following ordinance amendment was approved: AN AMENDMENT TO THE FREDERICK COUNTY CODE, CHAPTER 21, ZONING; ARTICLE III, SUPPLEMENTARY USE REGULATIONS; SECTION 3 -1 -2, HEIGHT REQUIREMENTS TO INCLUDE AUTOMATED STORAGE FACILITIES IN THE M -1 LIGHT INDUSTRIAL AND M -2, INDUSTRIAL GENERAL DISTRICTS TO READ AS FOLLOWS: 3 -1 -2.1.3 Automated storage facilities in the M -1 and M -2 Zoning Districts shall be exempt from the maximum height requirement. In no case shall the height of these facilities exceed one hundred (100) feet in height. 1991 REVISIONS TO THE FREDERICK COUNTY COMPREHENSIVE POLICY PLAN. PRIMARY REVISIONS CONCERNING HISTORIC PRESERVATION 225 INDUSTRIAL AREA ON ROUTE 522 SOUTH - APPROVED Mr. Watkins presented this Plan. The question was raised with regard to Number 4 on Page 8 and Number 4 on Page 12. It was the consensus of the Board that this should read 11 that membership should be voluntary. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Rhodes and passed unanimously, the 1991 Revisions to the Frederick County Comprehensive Policy Plan was approved as amended. End of Planning Commission public hearings. REVISED MASTER DEVELOPMENT PLAN OF HAMPTON CHASE - APPROVED Mr. Watkins presented this revised master development plan. Mr. Chuck Maddox, of G. W. Clifford and Associates, ex- plained the revisions to the Board. Mr. Crosen requested that curb and guttering be throughout the project. Upon motion made by Charles W. Orndoff, Sr. and seconded by Dudley H. Rinker, to approve the revised master development plan of Hampton Chase. The above motion was approved by the following recorded vote: Aye - Kenneth Y. Stiles, Robert M. Rhodes, Dudley H. Rinker, W. Harrington Smith, Jr. and Charles W. Orndoff, Sr. Nay - Roger L. Crosen. 1991 PRIMARY ROAD IMPROVEMENT PLAN - APPROVED Mr. Watkins presented this Plan. Mr. Stiles requested that number 7, Improve Major Intersec- tions and number 8. Route 522 South (East of Winchester) be switched. The Board concurred. -.- 11 Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the following resolution was approved: WHEREAS, the Transportation Committee and Frederick County planning staff reviewed the proposed 1991 Primary Road Improve- ment Plan for Frederick County; and, 226 WHEREAS, the Transportation Committee recommended approval of this Plan on March 4, 1991; and, WHEREAS, the Frederick County Planning Commission recom- mended unanimous approval of this Plan at their regular meeting on April 3, 1991; and, WHEREAS, the Frederick County Board of Supervisors con- sidered this Plan at their regular meeting of April 10, 1991; NOW THEREFORE, BE IT ORDAINED, by the Frederick County Board of Supervisors as follows: The Frederick County Board of Supervisors hereby approves the recommended 1991 Primary Road Improvement Plan of Frederick County, Virginia. This resolution shall be in effect upon its passage. End of Planning Commission business. RELOCATION OF DIVISION OF COURT SERVICES TO THE OLD FREDERICK COUNTY JAIL - APPROVED Mr. Riley, County Administrator, presented this request. Upon motion made by W. Harrington Smith, Jr., seconded by Dudley H. Rinker and passed unanimously, the request of Division of Court Services for the appropriation of $200,000.00 from Fund 13, Program 2118, Community Corrections Facility, excess reve- nues to be utilized for the purpose of demolition of the exist- ing jail (cell area only) and construction of a one floor 70 x 40 foot detoxification center was approved. It was further approved that Landfill fees be waived for the depositing /dumping of materials removed from the existing structure which could be a savings of about $15,000 to $20,000 which would permit renova- tion to needed office space in the front section (original old jail). It was noted that this request does not impact on the County's General Fund and is not taxpayers money. The funds are revenue derived over the past six years from per diem fees paid by clients. /•1 1 1 :1 1•' r1/ :•1 Upon motion made by W. Harrington Smith, Jr., seconded by Dudley H. Rinker and passed unanimously, the board endorsed Doo -Dah Day scheduled for April 27, 1991. COMMITTEE REPORTS PARKS AND RECREATION COMMISSION REPORT 227 Mr. Rinker, Board liaison on the Parks and Recreation Commission, presented the following report: The Parks and Recreation Commission met on March 19, 1991. Members present were: Carmen Rio, Donald Wilson, Robert Roper, Charles Sandy, James Robinson, Carole Ambrogi. The following action was taken: 1. Mrs. Ambrogi moved that resolutions of appreciation be presented to Patricia Perry and Courtland Smith at the April, 1991 meeting, seconded by Mr. Wilson, carried unanimously (6 -0). No action taken. 2. Mr. Wilson moved that the staff be allowed to charge the general public a nominal admission fee to attend the July Fourth event, seconded by Mr. Sandy, carried unanimously (6 -0). Upon motion made by Charles W. Orndoff, Sr. and seconded by W. Harrington Smith, Jr., that there be no general admission charge for the 4th of July. The above motion was passed by the following recorded vote: Aye - Kenneth Y. Stiles, Robert M. Rhodes, Roger L. Crosen, W. Harrington Smith, Jr. and Charles W. Orndoff, Sr. Nay - Dudley H. Rinker. FIRE AND RESCUE ASSOCIATION REPORT Mr. Crosen, Board liaison on the Fire and Rescue Associa- tion, presented the following report and stated that no action was necessary: The Fire and Rescue Association met on Monday, March 18, 1991 at 7:30 P.M. at the Stephens City Fire Station. All Fire and Rescue Companies were represented with the exception of Gainesboro and Timber Ridge. Also present were Board member Roger L. Crosen; Director Thomas Owens and Fire Marshal Doug Kiracofe. The following items /issues were discussed, however none require Board action: Hazardous Materials Unit Director Owens and Winchester Fire Chief Lynn Miller discussed the Regional Hazardous Materials Response Team. The new vehicle has been received and is being equipped. The unit W was on display at the meeting for inspection by all in attend- ance. An update on team training and operations was provided. FY 92 Budget Director Owens reported that the public hearing on the FY92 proposed budget is scheduled for March 27, 1991 in the Board Room. VA Fireman's Association Convention A representative of the Virginia State Fireman's Associa- tion updated the County Association on plans which are underway for the 1991 State convention in August. The convention will be held in Winchester and will be co- hosted by the City and County Fire and Rescue Associations. Volunteer Recruitment Programs Director Owens reported that the volunteer recruitment committee had forwarded a membership questionnaire to all company presidents. This information is needed to inform the committee of membership requirements and procedures of each company, so we may begin to develop recruitment literature and materials that are generic to all companies. Career Employee Job Announcement Director Owens distributed a copy of the job announcement to all companies for posting in each station. The testing process will be used to establish an eligibility list for future positions should the need arise. He also reported that one opening will be occurring soon due to the resignation of Fire- fighter Mongold. Service Agreement The formal signing ceremony for the Fire and Rescue Service Agreement is scheduled for Sunday, April 7, 1991 at 1:30 P.M. in the Board of Supervisor's Meeting Room. Each volunteer Chief and President need to attend. New Laws Relating To Fire and Rescue Services A listing of various legislation related to Fire and Rescue Services acted on by the General Assembly was distributed. Donation of Cellular Telephones 229 A proposal by Shen -Tel to donate the hardware for one cellular telephone for each fire and rescue company was dis- cussed. A meeting with Shen -Tel representatives has been scheduled for April 3, 1991 to discuss the proposal further. Emergency Operations Plan A copy of the newly revised Emergency Operations Plan, adopted by the Board of Supervisors, was distributed to each company as a station reference. "Red Tag" Program Fire Marshal Kiracofe distributed the newly developed "Red Tags" for use by each company. He explained that the tags should be used to mark equipment or appliances in people's homes or businesses out of service if they have been damaged or malfunctioned. EMS Status And Call -In Procedure The Fire and Rescue Association voted unanimously to adopt the EMS status and call -in procedure developed by the EMS Steering Committee. The meeting adjourned at 9:59 P.M. PUBLIC WORKS COMMITTEE REPORT Mr. Orndoff, Chairman of the Public Works Committee, presented the following report: The Public Works Committee met on Tuesday, April 2, 1991, at 7:30 a.m. Present were Board members Charles W. Orndoff, Sr. and W. Harrington Smith, Jr.; Committee members Keith A. Tubandt and Chester A. Renner; County Administrator John R. Riley, Jr.; Assistant County Administrator Stephen F. Owen; and Director of Engineering and General Services Harvey E. Strawsnyder, Jr. The following items were discussed: Items Requiring Action Request for Transfers - Approved Ed Strawsnyder presented several landfill projects that he has worked on and have been discussed by the Committee before (see Attachment 1). The Committee recommends approval and the following transfers from landfill fund's reserve for contingency line item to the appropriate line items as follows: 230 A. Scales and Scale House $95,000 B. Transfer and Recycling Station $20,000 C. Storage Shed $70,000 Upon motion made by Charles W. Orndoff, Sr., seconded by Dudley H. Rinker and passed unanimously, the above was approved. Items Not Reauiring Action Courthouse Projects The Committee directed staff to proceed with bidding out several projects involving the Old Courthouse: chimney and cupola repairs and trim painting. 522 North Dumpsters Steve Owen advised that the dumpsters on 522 North next to the Old Midway Restaurant have been removed because of the 522 North four - laning project. A new site will be pursued, although few complaints have been received. Gore School Lease Staff advised that the lease with the Sydney Gore Day Care Center will expire soon. The Committee directed staff to renew the lease with the same provisions. Clarke County Trash Staff advised that Clarke County contributes about 4,800 tons of trash to the landfill a year. This is equal to about six acres, one foot deep. Winchester Recycling Staff advised the Committee that an offer of several recycling containers, paid for out of the landfill fund, had been offered to the City of Winchester due to their possible delay in expanding their curbside program. The City Manager will advise if this will be needed. Miscellaneous Reports a. Landfill Tonnage Report (see Attachment 2), b. Recycling Report (see Attachment 3), and c. Animal Shelter Report (see Attachment 4). PERSONNEL COMMITTEE REPORT Mr. Rhodes, Chairman of the Personnel Committee, presented the following report: The Personnel Committee met on April 3, 1991, with the following members present: Robbie Rhodes, Roger Crosen, James 231 Longerbeam, John Riley, Steve Owen and Ann Kelican. Mr. Ralph Lewis was unable to attend the meeting. The Committee submits the following report and recommendations to the Board of Super- visors for consideration. Drug Abuse Policy - Approved The Committee reviewed the attached drug abuse policy and recommends approval of same as Section XXI of the Frederick County Personnel Policies. (See Attachment A) Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the above was approved. VRS Early Retirement Program - Approved The Committee reviewed the attached information regarding the VRS Early Retirement Program recently approved by the General Assembly and recommends approval of same. A guide resolution is attached to implement this program. (See Attach- ment B) Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the above was approved. Appointees to Grievance Panel - Approved The Committee discussed the need for appointees to the County's Grievance Panel list. We currently have 4 grievances in progress, 3 of which have reached the panel stage. With only 7 members currently on the panel list, we need immediate appoint- ees to bring the membership to at least 10 and preferably 12 to adequately hear these grievances. Appointees should be County residents, cannot be employed by the County, nor be members of any County Committee, Commission, Board or Authority for which payment is received. Mr. Stiles appointed Jim Coates and Pat Perry to the Panel. Position Reassignment - Approved Due to reduced workload and current economic conditions two positions (Computer Operator and Data Entry Operator) are being removed from the Information Services Department. The Committee recommends the reassignment of one position to a general recep- tionist/clerk typist to serve the County offices. This position 232 would be located on the first floor of 9 Court Square in the Personnel Department. The Personnel Department is being relo- cated to the offices formerly occupied by the Planning Depart- ment and would be responsible for directing telephone inquiries, walk -in traffic, and possibly mail and copy services for all the administrative departments. Because this is a position reassign- ment and not a new position, no additional funds are needed. Mr. Riley noted that this position will be under the County Administrator's Office. Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the above was approved. FINANCE COMMITTEE REPORT Mr. Rhodes, Chairman of the Finance Committee, presented the following report: The Finance Committee was polled by telephone on Tuesday, April 2, 1991. The following agenda items require Board action: Request From the Assistant County Administrator for a General Fund Supplemental Appropriation in the Amount of $25,000.00 - Approved The Assistant County Administrator requests a General Fund supplemental appropriation in the amount of $25,000.00 to proceed with the House Numbering Project (line item number 10- 4102- 3002 - 000 -000). See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. Request From the CFW Regional Jail Administrator for General Fund Appropriation Transfers - Approved The CFW Regional Jail Administrator requests the following General Fund appropriation transfers: $11,740.00 from the Part -Time Help line item to Extra Help- Overtime - $8,000 and Incentive Pay - $3,740 and $5,000 from Water and Sewer to Heating Services. No additional local funds are needed. See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. 233 R_eauest From the Assistant County Administrator for a General Fund Supplemental Appropriation in the Amount of $22,112.06 - Approved The Assistant County Administrator requests a General Fund supplemental appropriation in the amount of $22,112.06 to pay the lease at the Hamman Building for the remainder of FY 91 (line item #10- 4304 - 8002 - 000 -000 Lease /Rent Buildings). See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. supplemental appropriation in the amount of $1,000.00 received from the Fraternal Order of Eagles to be used for the Annual Spring Fever Biathlon. No additional local funds are needed. See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. For Information Only: 1. Attached is correspondence from the Virginia Municipal Liability Pool. Please note that the County will be receiving an insurance dividend distribution of $63,190. This will be applied to our premium in FY 92. BOARD RETIRED INTO EXECUTIVE SESSION Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the Board retired into Executive Session in accordance with Virginia Code, 1950, as amended, Section 2.1 -344, Subsection A (1) to discuss Personnel matters. BOARD WITHDREW FROM EXECUTIVE SESSION Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the Board withdrew from Executive Session. BOARD RECONVENED INTO REGULAR SESSION The Parks and Recreation Director requests a General Fund 234 Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the Board recon- vened into Regular Session. Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, that nothing was discussed other than what was noted in the request for an Executive Session. EVALUATION OF ASSISTANT COUNTY ADMINISTRATOR. STEPHEN F. OWEN - APPROVED Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the evaluation of Assistant County Administrator, Stephen F. Owen was approved. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT WAS ORDERED THAT THE BOARD OF SUPERVISORS ADJOURN. Clerk and of uper isors