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HomeMy WebLinkAboutDecember 13, 1989 Regular Meeting454 A Regular Meeting of the Frederick County Board of Super- visors was held on December 13, 1989, at 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. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by Reverend Timothy Teates of the Relief United Methodist Church. ADOPTION OF AGENDA Mr. Riley stated that he had the following amendments: 1. Recommendations to the Board of Zoning Appeals. 2. The Business, Professional and Occupational License Tax will be heard on December 19 at a Special Board Meeting. 3. Finance Committee Report, item number 1 dealing with the Economic Development Commission, will be discussed at the Board meeting on December 19. Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the Agenda was adopted as amend- ed. CONSENT AGENDA Upon motion made by W. Harrington, Smith, Jr., seconded by Dudley H. Rinker and passed unanimously, the following Tabs were approved and will not need additional discussion or action: Tab F - Request from Division of Court Services Re: Approval of Proclamation - 1989 Drunk and Drugged Driving Awareness Week. Tab G - Request from the Virginia Department of Transporta- tion Re: Approval of Resolution - Genstar Stone Products Company. Tab H - Request from the Buckingham County Board of Super- visors, Buckingham County High School PTA Re: Approval of Resolution - Funding of Capital Expenditures for Public Schools by the Virginia Lottery. Tab J - Memorandum from Billy Jones, Sanitary District Manager, Re: Shawneeland Lots Owned by the Sanitary District. Tab K - Industrial Access Resolution Re: JIC Limited Industrial Park, Phase II. F, 4 AV9 5 Tab Q - Parks and Recreation Commission Report. APPROVAL OF MINUTES Mr. Crosen stated that in the minutes of the Regular meet- ing of October 25, 1989, under "Adoption of Agenda ", the second paragraph should read, "Mr. Riley noted that he had a transfer request from the Jail to the Sheriff's Department ", and the third paragraph should read, "Mr. Crosen stated that he had an 11 item under "County Officials" with reference to a road name change. Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the minutes of the Regular meeting of October 25, 1989 were approved as amended. CERTIFICATES OF APPRECIATION - APPROVED Mr. Stiles presented certificates of appreciation to the following: Frank Weller, Michael Sigler, Mac McConnaughey and the 1989 James Wood High School Girls Basketball Team: John T. Maphis, Head Coach Brad Hoover, Assistant Coach Shawn Bonvella Underwood Jennifer Lyn Birchenough Ana Lane Litton Heather Elizabeth Ringer Christi Lelin Ray Julie Lynn Orndorff Barbara Ellen Papierniak Melanie Dawn Marks Kelly Denise Evans Beth Ann Smith Laura Ashley Dufford Brandi Kay Kalafat Kathryn Lynn McDonald Jackquetta Kay Clark Angela Sue Moreland Amy Kathleen Tubbs TODD A. CONNOR APPOINTED TO THE CHAPTER 10 BOARD Upon motion made by Roger L. Crosen, seconded by Robert M. Rhodes and passed unanimously, Todd A. Connor was appointed to the Chapter 10 Board to fill the unexpired term of Susan H. Horton, said term to expire December 31, 1990. BOARD MEMBER W. HARRINGTON SMITH, JR. REAPPOINTED TO THE COMMUNITY CORRECTIONS RESOURCES BOARD Mr. Stiles reappointed Board member W. Harrington Smith, Jr. to the Community Corrections Resources Board, said term to expire December 31, 1993. DATE SET FOR PUBLIC HEARING FOR PLANNING DEPARTMENT REZONINGS 456 Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, Rezoning Application of Harry Stimpson, Jr., Rezoning Application of Oakcrest Builders and the Rezoning Application of Robert and Kitty Hockman will be heard on January 10, 1990. REQUEST FROM THE SCHOOL BOARD RE: VPSA FUNDING - APPROVED Mr. R. Thomas Malcolm, Superintendent of Schools, presented this request. Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the following resolution was approved: The County School Board of Frederick County, Virginia, resolves to apply for a loan through the Virginia Public School Authority in the amount of 4.421 million dollars for the con- struction of a new elementary school on U.S. Route 522 South, Eastern Frederick I ($3.921 million), and the renovation and equipping of Gainesboro Elementary School ($500,000.00) to be reopened in September of 1990. The Board further resolves to apply for a loan from the Literary Fund of the Commonwealth of Virginia in the amount of $1 million to make Frederick County Middle School more energy efficient and more accessible to the handicapped by replacing the roof, changing the window structure, adding lifts, ramps and an elevator. RECOMMENDATIONS TO THE BOARD OF ZONING APPEALS - APPROVED Upon motion made by Roger L. Crosen, seconded by Robert M. Rhodes and passed unanimously, Mrs. Louise Nelson and Mr. Alvin Rich are the names to be submitted to the Honorable Judge Berry for his consideration in the appointment to the Board of Zoning Appeals. PLANNING COMMISSION BUSINESS EXPANSION OF THE PARKINS MILL PLANT - APPROVED Mr. Watkins, Planning and Development Director, presented this request to the Board and stated that the Sanitation Authori- ty wanted to expand the Parkins Mill Plant from 0.5 million gallons per day capacity to 1.5 million gallons per day. He further stated that this had been reviewed by the Planning Commission and they recommended approval. Mr. Crosen asked if this was to serve the area that was designated earlier. Mr. Watkins replied that was correct. 457 Mr. Wellington Jones, Engineer /Director of the Sanitation Authority, appeared before the Board to further explain the expansion and why it was necessary. Upon motion made by W. Harrington Smith, Jr., seconded by Dudley H. Rinker and passed unanimously, the expansion of the Parkins Mill Plant was approved as submitted. REQUEST FROM THE DIVISION OF COURT SERVICES RE: APPROVAL OF PROCLAMATION - 1989 DRUNK AND DRUGGED DRIVING AWARENESS WEEK - APPROVED UNDER CONSENT AGENDA WHEREAS, 522 people were killed and 14,172 people were injured in alcohol related crashes in 1988; and WHEREAS, 49 percent of all fatalities on Virginia's roads involve someone drinking; and WHEREAS, mixing alcohol and driving causes more violent deaths and injuries than any other crime; and WHEREAS, the costs of these crashes costs society up wards of $25 billion dollars a year; and WHEREAS, there are increasing numbers of collisions involving drivers who have used prescription or illegal drugs; and WHEREAS, such enormous and tragic waste can be decreas ed each year by greater public attention to automobile and high way safety measures, including proper use of seal belts, avoid ance of dangerous drinks and drugs and careful attention to driving by all on the roads of Virginia; and WHEREAS, the Christmas and New Year's holiday period is a particularly appropriate time to focus attention on this critical problem, because more drivers are on the roads, more social functions are attended and more traffic collisions occur. NOW, THEREFORE, the Fr visors hereby does proclaim "Frederick County Drunk and supports national and local citizens to learn what they driving during the upcoming =derick County Board of Super the week of December 10 -16 as Drugged Driving Awareness Week" and observances thereof, and urges all can do to prevent drunk and drugged holiday season. REQUEST FROM THE VIRGINIA DEPARTMENT OF TRANSPORTATION RE: APPROVAL OF RESOLUTION - GENSTAR STONE PRODUCTS COMPANY - APPROVED UNDER CONSENT AGENDA BE IT RESOLVED, that the Virginia Department of Transportation is hereby requested to allow Genstar Stone Products Company to install and maintain one (1) railroad crossing of State Route 624 approximately 80' South of the intersection with State Route 757 in Frederick County pursuant to Section 56 -18 of the 1950 Code of Virginia, as amended. AND BE IT FURTHER RESOLVED, that the Board does guarantee the Commonwealth of Virginia its full support of this railroad crossing and this resolution will be of a continuous nature. FROM THE BUCKINGHAM COUNTY BOARD OF SUPERVISORS • WHEREAS, Virginia's children are its greatest natural resource, and WHEREAS, it is the joint responsibility of the General Assembly and the local governing bodies to provide the funding for the education of Virginia's children, and WHEREAS, local governing bodies are finding it increasingly difficult to finance needed additions and renovations to existing public school buildings and new buildings and equipment, and WHEREAS, local monies are poured into lottery which would otherwise be spent in the local economy, and WHEREAS, only a small portion of the lottery monies is returned to the localities in prizes, be it therefore RESOLVED, that the Buckingham County High School PTA requests that the Buckingham County Board of Supervisors support legislation that would direct the Commonwealth of Virginia to provide 50% of the funding for approved public school renovations, additions and new buildings beginning with the next fiscal year and that such funding should come from lottery net proceeds, and be it further RESOLVED, that the Buckingham County High School PTA requests tht the Buckingham County Board of Supervisors join forces to initiate an information program to contact all other local governing bodies in the Commonwealth to encourage support for such legislation, and be it further RESOLVED, that the Buckingham County High School PTA requests that the Buckingham County Board of Supervisors contact its elected state representatives requesting the introduction of such legislation at the 1990 General Assembly. REQUEST FROM BILLY JONES, SANITARY DISTRICT MANAGER, RE: SHAWNEELAND LOTS OWNED BY THE SANITARY DISTRICT - APPROVED UNDER THE CONSENT AGENDA INDUSTRIAL ACCESS RESOLUTION RE: JIC LIMITED INDUSTRIAL PARK, PH ASE II - APPROVED UNDER THE CONSENT AGENDA WHEREAS, the Frederick County Board of Supervisors wishes to improve access to the JIC Industrial Park and specifically Winchester Woodworking and Allied Systems Corp., zoned and used for industrial uses; and, WHEREAS, said manufacturing facilities are located in the County of Frederick, Virginia; and, NOW, THEREFORE, BE IT RESOLVED, that the Virginia Department of Transportation is hereby requested to provide funding to improve approximately 1400 feet of access road to serve the Winchester Woodworking and Allied Systems Corp. facilities, and; BE IT FURTHER RESOLVED, that the Board does guarantee the Commonwealth of Virginia an unrestricted right -of -way necessary for the proposed improvement with industrial access funds. PLANNING COMMISSION BUSINESS (CONTINUED) PUBLIC HEARING REZONING APPLICATION #020 -89 OF ALSON H. SMITH AND CT - X59 Mr. Watkins presented this request and stated that the Planning Commission recommended approval. Mr. Rhodes asked about the water pressure in this area as he understood there was a problem, and that to act on this re- quest at this time might be premature. Mr. Orndoff stated that he felt there was a problem with all the truck traffic on Route 661 and this needed to be con- sidered. Mr. Smith asked why wasn't the water problem included in the staff report and what was being done to correct this problem. Mr. Watkins replied water storage. Mr. Smith asked about the sprinkler system and the fact of the water pressure being too low for the system to work proper- ly. Mr. Jones explained that some of the buildings are fine, others are not. The question of having a water tank built was discussed and the cost for this would be between $220,000 to $240,000. Mr. Riley explained that the County could say that no more building permits would be issued until the tank is built. Mr. Stiles requested that Mr. Jones keep the Board appraised of the water situation. Mr. Harry Benham, III, Attorney, appeared before the Board on behalf of the applicant. He stated that all that was being requested at this time was the rezoning and the water situation in addition to the plans for what would be built here could be addressed later. Mr. James Parsons, resident living North of this location, addressed the Board and stated that he is concerned about water run -off from this location going on to his property. Mr. Stiles explained this would be addressed at the master plan stage and he felt this would help Mr. Parsons' current situation. Mr. Stiles stated that he had had a number of calls regard- ing truck traffic on this section of Welltown Pike. 460 Upon motion made by Charles W. Orndoff, Sr. and seconded by Robert M. Rhodes, to refer this back to the staff and Planning Commission, as well as the Transportation Commission, for further study and recommendation. The above motion was approved by the following recorded vote: Aye - Kenneth Y. Stiles, Robert M. Rhodes, Dudley H. Rinker, Roger L. Crosen and Charles W. Orndoff, Sr. Nay - W. Harrington Smith, Jr. REZONING APPLICATION #021 -89 OF THE EVANS COMPANY - OPEQUON MAGISTERIAL DISTRICT - APPROVED Mr. Watkins presented this request and stated that the Planning Commission recommended approval with proffers. Upon motion made by Dudley H. Rinker, seconded by Charles W. Orndoff, Sr. and passed unanimously, the following letter from Dave Holliday, with reference to the donation of lot 34, is to be made a part of the record: December 13, 1989 Mr. Bob Watkins Director of Planning Frederick County of Virginia 9 Court Square Winchester, VA 22601 Dear Bob: By this letter please be informed that the Top of Virginia Development Corporation, owner of Fredericktowne Estates, is willing to give up lot #34, Section II and dedicate this area to the County of Frederick, that the Golliday Road may be extended by the Evans Company to and through the Snyder property to Route 277. As this dedication and loss to our firm is of no cost to the County or to Evans; Evans has agreed to purchase an outlot bordering their Townhouse site of approximately 22,000 square feet from the Top of Virginia. They are asking that this space be included in their master plan for townhouses, adding 4 units to the plan. If you see no problem with this, I will immediately sign whatever documents necessary to execute the right -of -way dedication. Thank you for your time and cooperation. Sincerely, /s /David B. Holliday David B. Holliday President Top of Virginia Development Corporation CC: File Chuck Maddox Evans Group Mr. Charles Maddox, with G. W. Clifford Associates, addressed the Board on behalf of the petitioner and presented slides and explained what was planned for the area. Mr. Stiles asked what the time frame was for this project. The owner replied three to five years. Mr. Rinker had a concern about entrances. Mr. Watkins explained that essential entrances can be made a part of the agreement at the master plan stage. Mr. Crosen stated that he had a number of concerns such as schools and law enforcement and did not feel he could endorse this request as presented. Mr. Rinker stated that the road networking is a concern of the local citizens. Upon motion made by Dudley H. Rinker and seconded by W. Harrington Smith, Jr. to approve rezoning application number 021 -89 of the Evans Company, 8251 Greensboro Drive, Suite 1100, McLean, Virginia, to rezone 54.625 acres from RA (Rural Areas) to B -2 (Business General) and RP (Residential Performance). This property is located North and adjacent to State Route 277, East of Stephens City and 1,750 East of State Route 641, approximately 1.75 miles East of I -81 and is identified as Parcel 102 -0 on Tax Map 86 in the Opequon Magisterial District. The above motion was passed 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. CONDITIONAL USE PERMIT #018 -89 OF DAVID B. HOLLIDAY - SHAWNEE MAG ISTERIAL DISTRICT - APPROVED Mr. Watkins presented this request and stated that this was approved by the Planning Commission with conditions. Mr. Chuck Maddox, with G. W. Clifford Associates, presented this request on behalf of the Petitioner. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Rhodes and passed unanimously, conditional use permit number 018 -89 of David B. Holliday, P. 0. Box 2715, Winchester, Virginia, for a day care facility to be located on the Southeast 46 corner of the intersection of State Route 642 and Chinkapin Drive in the Lakeside Estates Subdivision was approved. This property is identified on Tax Map 75B in the Shawnee Magisterial District. CONDITIONAL USE PERMIT #019 -89 OF JOANNE R. HAPP - STONEWALL MAGISTERIAL DISTRICT - APPROVED Mr. Watkins presented this request and stated that the Plan- ning Commission recommended approval with conditions. Upon motion made by Charles W. Orndoff, Sr., seconded by Dudley H. Rinker and passed unanimously, conditional use permit number 019 -89 of Joanne R. Happ, Route 1, Box 215, Clearbrook, Virginia, for an artist's studio to be located near Grimes on the Northern side of Route 671 at the intersection of Route 661 (Welltown Pike) was approved. This property is identified as Parcel 74 on Tax Map 32 in the Shawnee Magisterial District. COMMITTEE REPORTS PARKS AND RECREATION COMMISSION REPORT - APPROVED UNDER THE CONSENT AGENDA The Parks and Recreation Commission met on November 2, 1989. Members present were: Robert Roper, Patricia Perry, Carmen Rio, Donald Wilson, Carole Ambrogi, Dudley Rinker, Courtland Smith. The following action was taken: Shelter Fees - No Action Taken Mr. Wilson moved to approve the revised shelter fees for five shelters including $25 fee for Kiwanis Shelter, seconded by Mr. Smith, carried unanimously (7 -0). Group Picnic Policy - No Action Taken Mrs. Perry moved to accept the group picnic policy which will provide a complete package of picnic services for the community, seconded by Mrs. Ambrogi, carried unanimously. FY 1990 -91 - No Action Taken Mrs. Perry moved to approve the FY 1990 -91 Parks and Recrea- tion Department budget with supplements. Motion seconded by Mr. Smith, carried unanimously (7 -0). FIRE AND RESCUE COMMITTEE REPORT Mr. Crosen, Board liaison on the Fire and Rescue Committee, presented the following report: C u tl The Fire and Rescue Committee met on Monday, November 20, 1989, at 7:30 P.M., in the Round Hill Volunteer Fire Company facility. All companies were present. Also present were Board member Roger L. Crosen; Assistant County Administrator Stephen F. Owen and Fire Marshal Paul N. Stinnett. The following items were discussed: Items Requiring Action Emergency Command /Communications Bus - Approved in Part After discussing the availability of a free school bus for an emergency communications /command vehicle, the Committee voted unanimously to recommend the Board's approval of accepting the bus provided that funding does not interefere with funding for upgrading the entire radio system. Mr. Orndoff and Mr. Crosen stated that the firemen they had spoken to were not in favor of accepting this bus, but they understood that this was not expressed at the meeting. Mr. Crosen explained that once the committment is made then it would be an on going expense and he was not in favor of this. Upon motion made by W. Harrington Smith, Jr. and seconded by Robert M. Rhodes, to accept the bus only, no expenditures. 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. Items Not Requiring Action Cardiac Care Technicians Request A request for four paid cardiac care technicians from Winchester Rescue Squad was tabled until the Winchester Rescue Squad joins in on Central Dispatch. Fire Marshal's Report Paul Stinnett reported on his monthly permits, inspections and investigations. He noted that some County Code amendments are needed. Finally, he praised the fire companies for their professionalism. Fee Waiver and Tax Exemption 464 Steve Owen reported that the Board of Supervisors had approved the building permit /plan review fee waivers for fire and rescue companies, as well as the personal property tax exemp- tion program. Steve stated he will develop a form for use in the tax exemption program. PUBLIC WORKS COMMITTEE REPORT Mr. Orndoff, Chairman of the Public Works Committee, presented the following report: The Public Works Committee met on Tuesday, December 5, 1989, 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.; and Assistant County Administrator Stephen F. Owen. The following items were discussed: Items Requiring Action Radio Communications Request - Approved The Committee discussed a request from Valley Regional Enterprises, a sister corporation to the hospital, to place a base station and tower antenna at the Shawneeland mountaintop. This is unanimously recommended for Board approval provided that they provide a study on the possible interferences with existing radio systems (see Attachment 1). Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the above request was approved with a $500 per year charge. LEPC Appointment - Approved The Local Emergency Planning Committee has requested that the Board nominate Mike Butler of the Lord Fairfax Emergency Medical Services Council for a seat on the LEPC. The Committee recommends approval. Upon motion made by Charles W. Orndoff, Sr., seconded by Dudley H. Rinker and passed unanimously, the above request was approved. It was noted that this had been acted on earlier. 4C� Gore School Parcel Sale - Approved Board approval of the sale of a .10 acre parcel next to Gore School to Larry Ahoe in the amount of $2,750 is unanimously recommended. Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr. and passed unanimously, the above request was approved. Building Maintenance Code - No Action Taken The Committee discussed the problem of the Building Maintenance Code not being enforced for residential buildings as adopted by the Board of Supervisors. Greenwood Fire Company and the Building Official have requested that the Board reconsider this policy. The Committee unanimously recommends the Board revise the policy to allow the Code to be enforced on residen- tial buildings on a complaint basis. The Board took no action on this request. Information Items Only Landfill Contracts Steve Owen advised the Committee on recent landfill con- tract awards as follows: Contract 1 - Leachate System to Perry Engineering for $539,912; Contract 2 - New Landfill and Closure of Existing Landfill to L. F. Franklin & Son for $670,450.40. Several of the bids on Contract 2 were as high as $2.4, $2.3 and $1.8 million. Emerqency Services Coordinator's Report Monthly data on missed fire and rescue calls was reviewed. It was noted that some of the rural companies, Gore, Gainesboro and Reynolds Store missed the most calls in October (see Attach- ment 2) . Landfill Tonnage See Attachment 3. CODE AND ORDINANCE COMMITTEE REPORT Mr. Smith, Chairman of the Code and Ordinance Committee, presented the following report: The Code and Ordinance Committee met on Monday, November 6 1989, at 7:30 A.M. Present were Board member W. Harrington Smith, Jr.; County Administrator John R. Riley, Jr.; Assistant County Administrator Stephen F. Owen; Emergency Services Coordinator Homer H. Sanders and Fire Marshall Paul N. Stinnett. The following items were discussed: Items Requiring Action Incident Report Charge - Approved Fire and Rescue Incident reports are currently being provid- ed to insurance companies at no charge and on an everincreasing basis. The Fire Marshall requests permission to charge $2.00 11 - per report. Upon motion made by W. Harrington Smith, Jr., seconded by Charles W. Orndoff, Sr., the above request was approved. Fire Lane /Hydrant Enforcement - Approved Parking regulations for fire lanes and hydrants are current- ly enforceable only by the Sheriff's Department. This is a grow- ing problem, especially at shopping centers. The Fire Marshal requests that Chapter 13 of the County Code be amended to allow him to enforce these regulations also, thus freeing up law enforcement personnel for more critical areas. A public hearing is required and needs to be set in order to accomplish this. Upon motion made by W. Harrington Smith, Jr., seconded by II Roger L. Crosen and passed unanimously, the above request was approved. Open Burning - Approved Several conflicts between State Law and the County Code regarding open burning have been found and should be clarified. These include materials that cannot be burned in permitted open burning operations (woods and large logs) and the distance open burning operations must be from occupied buildings. The County requires 300 feet, the State requires 500 feet. A public hear- ing to amend Chapter 10 is required to correct these irregulari- ties. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Rhodes and passed unanimously, the above request was approved. ,t a r+ Sworn Officer - Approved The Fire Marshal requests that he be sworn as a special police officer in order to be able to issue summons under the provisions of the Fire Code. The question of gun carrying is a non - issue, as the Fire Marshal is already permitted to carry a weapon under State Law, as may sometimes be necessary in arson investigations. Upon motion made by W. Harrington Smith, Jr., seconded by Dudley H. Rinker and passed unanimously, the above request was approved. Fire Prevention Code - Approved There are quite a few areas that need to be addressed by the adoption of the Fire Prevention Code in its entirety (the Board of Supervisors partially adopted the Code in May of 1988). This is being worked on by the Fire Marshal and will include proposed new language to cover enforcement, smoke detectors, tire storage and permit fees. This item may also be scheduled for public hearing or sent back to the Code and Ordinance Committee for a full Committee recommendation, or scheduled for a workshop after the first of the year, whatever the Board's pleasure. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Rhodes, and passed unanimously, the above request was approved It was recommended that a draft be prepared. PERSONNEL COMMITTEE REPORT Mr. Rhodes, Chairman of the Personnel Committee, presented the following report: The Personnel Committee met on Wednesday, December 6, 1989 with the following members present: Robert M. Rhodes, Roger L. Crosen, James L. Longerbeam, John R. Riley, Stephen F. Owen and Ann K. Kelican. Clarence L. Hunter was absent. The Committee submits the following report and recommendations to the Board of Supervisors for consideration. Request for Funds for Temporary Help - Personnel Department - Approved 468 The Committee reviewed the attached request for funds for temporary help in the Personnel Department and recommends approval of same. (See Attachment A) Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above request was approved. Request for Funds - Annual Awards Banquet - Approved The Committee reviewed the attached request for funds for the annual awards banquet and recommends approval of same. (See Attachment B) Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above request was approved. Request for Fulltime Position - Division of Court Services - Approved The Committee reviewed the attached request from the Director of Division of Court Services to upgrade the part -time cook position to a fulltime position and recommends approval of same. (See Attachment C) Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr., and passed unanimously, the above request was approved. ICMA Deferred Compensation Program - Approved The Committee reviewed a resolution which provides for the establishment of a deferred compensation program for employees administered by the ICMA Retirement Corporation and recommends approval of same. (Resolution to be presented at the meeting.) Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the above request was approved. Department Head Evaluations - To be Done in Executive Session The Committee reviewed the following Department Head evaluations and recommends approval of same as submitted: A. James M. Doran, Parks and Recreation Director B. Kenneth L. Coffelt, Director of Code Administration C. Joseph A. Walker, Court Services Director D. Ann K. Kelican, Personnel Director (The above evaluations are attached under separate cover.) This is to be done in Executive Session. FINANCE COMMIT REPORT Mr. Rhodes, Chairman of the Finance Committee, presented the following report: The Finance Committee met on Wednesday, December 6, 1989, at 1:30 P.M., in the Old Courthouse Conference Room. Carl Fryling was absent. All other members were present. The following require Board action: Request from the Economic Development Commission for a General Fund Supplemental Appropriation in the Amoun of $43.489 - Held Over Until the January Meetinq The Economic Development Commission requests a General Fund supplemental appropriation of $43,489 and that Frederick County become the fiscal agent effective January 1, 1990. The County has remitted to the City our share of 89 -90 funding; therefore, the total amount of $43,489 will be required to be reimbursed by the City. The Committee recommends approval. It was the consensus of the Board that this be held over until the January meeting. Request from the Special Administrator for the Common- wealth's Attorney for a General Fund Transfer from Capital Contingency in the Amount of $5,674.50 - Approved The Special Administrator for the Commonwealth's Attorney requests a General Fund transfer from Capital Contingency of $5,674.50 for computer equipment and $2,700 for a new Merlin telephone system. See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above request was approved. st from the Regional Jail Board for a General Fund emental Appropriation in the Amo of 172,078.72 - The Regional Jail Board requests a General Fund supplement- al appropriation of $172,078.72 for eight new employees at the Jail. Frederick County's share will be $19,868.85 for the re- mainder of FY 1989 -90. Effective 10 -1 -89 the Regional Jail Board assumed responsibility for the operation of the jail. As a result, Frederick County became fiscal agent for the Clarke County personnel. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the above request was approved. 470 Request from the School Finance Director for a School Operating Fund Supplemental Appropriation in the Amount of $4,846 - Approved The School Finance Director requests a School Operating Fund supplemental appropriation of $4,846 for computer equipment. No additional local funds are needed. See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the above request was approved. q uest from the Sanitary District Manager for a Sanit strict Fund Transfer in the Amount of $15,000 - The Sanitary District Manager requests a Sanitary District Fund transfer of $15,000 to purchase a tractor. See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the above request was approved. Request from the Director of Division of Court Services for a Division of Court Services Fund Supplemental Appropria- tion in the Amount of $15,785 - Approved The Division of Court Services Director requests a Division of Court Services Fund supplemental appropriation of $15,785 for Alco- Sensors. No additional local funds are needed. See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the above request was approved. Request from the Sanitary District Manager and the Chairman of the Sanitary District Advisory Committee for a Sanitary District Fund Appropriation in the Amount of $1,000 - Approved See attached memo from the Sanitary District Manager and the Chairman of the Sanitary District Advisory Committee regard- ing a Sanitary District Fund Appropriation of $1,000 for SCORE, a school bus stop shelter. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the above request was approved. Request from the Assistant County Administrator for a General Fund Supplemental Appropriation Transfer from Capital Continqency in the Amount of $14,900 - Approved 71 The Assistant County Administrator requests a General Fund supplemental appropriation transfer from Capital Contingency of $14,900 for computer equipment. See attached memo. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by W. Harrington Smith, Jr. and passed unanimously, the above request was approved and it was noted that this figure includes the Personnel Department. Request from the O.I.C. Regarding the Pre - Release /Post Incarceration Program - Referred to the Regional Jail Board See attached memo from the Executive Director of Tri- County O.I.C. regarding the Pre - Release /Post- Incarceration Program. State money for the program has not been received due to an eligibility problem, and the City of Winchester did not support the program. However, O.I.C. would still like to use the funds provided by Frederick County in August, 1989. The Committee recommends the money be returned for FY 89 -90 and the request be re- evaluated in FY 90 -91. It was the consensus of the Board that the money be returned and that this be referred to the Regional Jail Board. LAW ENFORCEMENT AND COURTS COMMITTEE REPORT Mr. Crosen, Chairman of the Law Enforcement and Courts Committee, presented the following report and stated that it was for information only and no action was necessary: The Law Enforcement and Courts Committee met on Tuesday, December 12, 1989, 4:00 P.M., in the Conference Room of the Frederick County Courthouse. Present were Roger L. Crosen, Chairman of the Committee; W. Harrington Smith, Jr. and Larry P. Coverstone. Charles R. McIlwee was absent. Also present were Sheriff Charles L. Sturdivant; Captain John E. Liggett; Bob Williamson and John R. Riley, Jr., County Administrator. The Committee submits the following: Discussion of Sheriff's Department Budget - No Action m.tio„ The Committee discussed the Sheriff's Department's budget. No action was taken. BOARD RETIRED INTO EXECUTIVE SESSION 47 Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Rhodes 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 and to also discuss pending litigation. BOARD WITHDREW FROM EXECUTIVE SESSION Upon motion made by Roger L. Crosen, seconded by Dudley H. Rinker and passed unanimously, the Board withdrew from Executive Session. BOARD RECONVENED INTO REGULAR SESSION Upon motion made by Roger L. Crosen, seconded by Dudley H. Rinker and passed unanimously, the Board reconvened into Regular Session. DEPARTMENT HEAD MERIT EVALUATIONS APPROVED AS SUBMITTED Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the merit evaluations of the following Department Directors were approved as submitted: A. James M. Doran, Parks and Recreation Director B. Kenneth L. Coffelt, Director of Code Administration C. Joseph A. Walker, Court Services Director D. Ann K. Kelican, Personnel Director UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT WAS ORDERED THAT THE BOARD OF SUPERVISORS ADJOURN. / L ChtL�t Boar o Su ervisors Cle"iril o1E Su rvisors