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HomeMy WebLinkAboutOctober 26, 1988 Regular MeetingW A Regular Meeting of the Frederick County Board of Super- visors was held on October 26, 1988, 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; L. A. "Steve" Putnam and Charles W. Orndoff, Sr. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by the Reverend Donald Campbell of the Calvary Baptist Church. ADOPTION OF AGENDA Mr. Riley stated that he had several items to add to the Agenda: (1) two items dealing with Shawneeland; (2) two road resolutions; (3) information on a special election; and (4) announcement dealing with the 250th celebration. Mr. Riley stated that on the Agenda sheet, under "County Officials ", Appointments /Reappointments, it should read Industrial Develop- ment Authority and not Handley Library Board. Mr. Rhodes stated that he had an appointment for the Sani- tary District Board. Upon motion made by Dudley H. Rinker, seconded by L. A. "Steve" Putnam and passed unanimously, the Agenda was adopted asi amended. APPROVAL OF MINUTES Upon motion made by Dudley H. Rinker, seconded by L. A. "Steve" Putnam and passed unanimously, the minutes of the Regular Meeting of September 14, 1988 were approved as amended. Upon motion made by Charles W. Ornodff, Sr., seconded by Dudley H. Rinker and passed unanimously, the minutes of the Regular Meeting of September 26, 1988 were approved as sub- mitted. BOARD APPROVED REPAIR WORK TO BOILER IN THE LODGE AT SHAWNEELAND 91 Mr. Riley explained that one of the boilers in the Lodge at Shawneeland was in need of repair in order to have any heat at all in the Lodge this winter. Mr. Rhodes stated that the lowest bid received for this work was $500. Upon motion made by Robert M. Rhodes, seconded by Charles W. Orndoff, Sr. and passed unanimously, to approve the expendi- ture of $500 for repair to one of the boilers in the Lodge at Shawneeland. It is to be understood that this is in no way a committment for any further expenditures to be done on the Lodge. SALE OF DONATED LOTS IN SHAWNEELAND - APPROVED Mr. Wayne Miller, Manager of Shawneeland Sanitary District, by way of a memorandum, explained that a Mr. George B. Baldwin was interested in purchasing a tract of land that had been donated to the Sanitary District. He stated that he recommended that the County ask $1500 for this property. Upon motion made by Robert M. Rhodes, seconded by L. A. "Steve" Putnam and passed unanimously, the above was approved. Mr. Miller is to handle the necessary advertising as re- quired by Law for a public hearing. APPO 5 - TABLED UNTIL NEXT BOARD The appointments /reappointments to the Community Correc- tions Resources Board and the Industrial Development Authority were tabled until the next Board meeting. DAVID M. ZIEGLER, EXECUTIVE DIRECTOR Mr. Ziegler, Executive Director of Northwestern Community Services, appeared before the Board and outlined the activities and programs of Northwestern Community Services for the year. He explained that there are currently six groups for ASAP which they have been conducting since July and that this is a six week program. Mr. Stiles asked about the fee for this program and if every participant was paying the same. Mr. Ziegler replied that it was $20 per session and that a sliding scale was used to determine the client's ability to pay. He further stated that as of this date, all clients were paying the full amount. Mr. Stiles stated that he would not be in favor of lowering this fee very much as this was part of the ASAP program. PLANS FOR 250TH ANNIVERSARY CELEBRATION ANNOUNCED Mr. Riley announced that the 250th Anniversary Committee has planned a formal function for November 19 and that all Board members were urged to attend. GENE R. JANISCH APPOINTED TO THE SHAWNEELAND SANITARY DISTRICT ADVISORY BOARD Mr. Rhodes noted that there was a vacancy on the Sanitary District Board and he would like to nominate Gene R. Janisch to fill this seat. Upon motion made by Robert M. Rhodes, seconded by L. A. "Steve" Putnam and passed unanimously, Gene R. Janisch was appointed to serve on the Shawneeland Sanitary District Advisory) Board. WATER LINE FOR ROUTE 277 - APPROVED Mr. Riley explained that at the request of the developers of Wheatlands and the Virginia Department of Corrections, the Authority is proposing to extend a 12" water line along Route 277 and the Authority is proposing to construct a 400,000 gallon elevated storage tank near the intersection of Routes 277 and 641. It was the consensus of the Board that this project would be welcomed by many County residents. Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the water line project for Route 277 was approved. BOARD DISCUSSION OF SPECIAL ELECTION FOR REFERENDUM ON MEALS TAX Upon motion made by Dudley H. Rinker, seconded by Robert M. Rhodes and passed unanimously, the following resolution was approved: 93 BE IT HEREBY RESOLVED, that the Board of Supervisors of Frederick County, Virginia, petition the Circuit Court of said County to cause that a referendum be held within the County in accordance with the provisions of Section 24.1 -165 of the Code of Virginia of 1950, as amended, to issue a Writ of Special Election to be held , 1989 authorizing the said County of Frederick to levy a tax on food and beverages sold for human consumption and consumed on such premises where sold, said tax not to exceed four (4) percent of the amount charged for such food and beverages, pursuant to Section 58.1 -3833 of the Code. Mr. Crosen explained that he was concerned that there could be a small turnout for a special election. Mr. Stiles replied that this would be a chance the County would take but felt when the citizens were made aware of the proceeds that would be realized from this tax and what effect it could have on a possible tax increase, that this would be enough reason for the voters to turn out. PLANNING COMMISSION BUSINESS SUBDIVISION REQUEST - CLARENCE W. SHILEY ESTATE - APPROVED Mr. Riley, County Administrator, presented this request and stated that the Planning Commission recommended approval. Upon motion made by L. A. "Steve" Putnam, seconded by Dudley H. Rinker and passed unanimously, the subdivision request of Clarence W. Shiley Estate was approved. ROAD RESOL UTION - ALBIN VILLAGE - APPROVED Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the following resolution was approved: BE IT RESOLVED, that the Virginia Department of Trans- portation 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: Albin Drive, Albin Village, Section I, (50' right -of -way), 1,440 feet or 0.27 mile from the intersection of Route 1048 (Caroline Street) to 42.69 feet or 0.01 mile east of Columbia Circle, as described in Deed Book 602, Page 268, dated September 30, 1985. Tunis Court, Albin Village, Section I, (40' right -of -way), 200 feet or 0.04 mile from the intersection of Albin Drive to 200.00 feet or 0.04 mile northwest of Albin Drive, as described i in Deed Book 602, Page 268, dated September 30, 1985. Morgan Court, Albin Village, Section I, (40' right -of -way), 237.86 feet or 0.05 mile from the intersection of Albin Drive to 237.86 feet or 0.05 mile northwest of Albin Drive, as described in Deed Book 602, Page 268, dated September 30, 1985. 94 Targee Place, Albin Village, Section I, (40' right -of -way), 310.00 or 0.06 mile from the intersection of Albin Drive to 310.00 feet or 0.06 mile south of Albin Drive, as described in Deed Book 602, Page 268, dated September 30, 1985. Karakul Court, Albin Village, Section I, (40' right -of- way), 262.32 feet or 0.05 mile from the intersection of Albin Drive to 262.32 feet or 0.05 mile south of Albin Drive, as described in Deed Book 602, Page 268, dated September 30, 1985. Columbia Circle, Albin Village, Section I, (40' right -of- way), 458.31 feet or 0.09 mile from the intersection of Albin Drive to 458.31 feet or 0.09 mile southwest of Albin Drive, as described in Deed Book 602, Page 268, dated September 30, 1985. AND FURTHER BE IT RESOLVED, that the Board does guarantee the Commonwealth of Virginia an unrestricted right -of- way of either 40 feet or 50 feet as described in the above Deed Book and referenced page numbers with necessary easements for cuts, fills and drainage. ROAD RESOLUTION - SHENANDOAH HILLS, SECTION III - APPROVED Upon motion made by Charles W. Orndoff, Sr., seconded by L. A. "Steve" Putnam and passed unanimously, the following resolution was approved: BE IT RESOLVED, that the Virginia Department of Trans- portation 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: Cardinal Drive, Shenandoah Hills, Section III, 0.08 mile from 0.04 mile east of Route 1210 to 422.70 feet or 0.08 mile east to the cul -de -sac, as described in Deed Book 696, Page 66, dated July 10, 1987. O'Brien's Circle, Shenandoah Hills, Section III, 0.24 mile from the intersection of Cardinal Drive, to 1,264.25 feet or 0.24 mile south to the cul -de -sac, as described in Deed Book 696, Page 66, dated July 10, 1987. Hite's Road, Shenandoah Hills, Section III, 0.10 mile from the intersection of O'Brien's Circle to 513.29 feet or 0.10 mile east to the intersection of Pioneer's Road, as described in Deed Book 696, Page 66, dated July 10, 1987. Pioneer's Road, Shenandoah Hills, Section III, 0.25 mile from the intersection of Route 656 to 1,339.67 feet or 0.25 mile north to the cul -de -sac, as described in Deed Book 696, Page 66, dated July 10, 1987. AND FURTHER BE IT RESOLVED, that the Board does guarantee the Commonwealth of Virginia an unrestricted right -of- way of 50 feet as described in the above Deed Book and refer- enced page numbers with necessary easements for cuts, fills and drainage. REGIONAL JAIL ADMINISTRATOR, D ARNLEY R. HODGE, Mr. Riley introduced to the Board, Mr. Darnley R. Hodge, who was recently hired as the Regional Jail Administrator. COMMITTEE REPORTS FIRE AND RESCUE COMMI REPORT 95 Mr. Crosen, Board member on the Fire and Rescue Committee, presented the following report: The Fire and Rescue Committee met on Monday, October 17, 1988, at 7:30 P.M., in the Round Hill Volunteer Fire Company facility. All companies were represented except Company 17. Also present were Board member Roger L. Crosen; County Admini- strator John R. Riley, Jr.; Assistant County Administrator Stephen F. Owen; Emergency Services Coordinator Homer H. Sanders; and Fire Inspector Douglas A. Kiracofe. The following items were discussed: Items Requiring Action Commercial Burn Permit - Approved The Committee discussed this proposal from Homer Sanders and Doug Kiracofe and voted unanimously to recommend a County Code amendment to the Board of Supervisors to accommodate commer- cial burning permits. Such a permit would allow for burning hour extensions past midnight under certain guidelines, includ- ing consideration of wind, weather, adjacent buildings and high- ways and available equipment such as bulldozers. The permit would have to be applied for ten days prior to burning, the Fire Inspector or Emergency Services Coordinator would issue it, and it could be withdrawn if conditions change. Fire company notifi- cation would also occur. The proposed rates would be $15, $25 and $30 for various size fires. Specific language for the Code amendment will be prepared and a public hearing should be set if the Board supports this recommendation. Upon motion made by Roger L. Crosen, seconded by L. A. "Steve" Putnam and passed unanimously, the above was approved. House Numbering, Street Site and Mapping Services - It was the consensus of the Fire and Rescue Committee to recommend that a consultant be retained to provide these services as soon as possible. Board authorization to proceed with this project is requested. Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the above was approved. Fire Programs Fund Resolution - Approved 96 The attached resolution to extend the Fire Programs Fund past its initial expiration date was discussed and unanimously recommended for Board of Supervisors' approval. Upon motion made by Roger L. Crosen, seconded by L. A. "Steve" Putnam and passed unanimously, the following resolution was approved: WHEREAS, the County of Frederick has greatly benefited from the Fire Programs Fund which has provided as much as $31,000 a year to augment the County's outstanding fire protec- tion service, and WHEREAS, the Fire Programs funding is scheduled to ex- pire by operation of a sunset clause in the legislation, and WHEREAS, the Virginia Services Board of the Department of Fire Programs and numerous Fire Safety Officials and Munici- palities throughout the State have called on the General Assemb- ly to remove the sunset clause to enable the continuation of the Fire Programs Fund, NOW, THEREFORE, BE IT RESOLVED, by the County of Frederick, Virginia, that the General Assembly be hereby reques ed to remove the sunset clause from the Fire Programs Fund and provide for the regular continuation of funding under this pro- gram by the Commonwealth of Virginia to the various municipal and volunteer fire departments of the Commonwealth, AND BE IT FURTHER RESOLVED, by the Board that a copy of this resolution be forwarded to the Virginia Fire Services Board, Department of Fire Programs, and to the representatives of this County in the honorable State Senate and House of Dele- gates of the General Assembly of Virginia. PASSED this 26th day of October, 1988. Items Not Requiring Action Emergency Services Coordinator Report Homer Sanders reported on various meetings he had attended this month, as well as several ongoing projects such as SARA Title III road surveys, chlorine leak training, an upcoming HAM radio emergency exercise, radioactive monitoring equipment, and two -way radio problems. Career Personnel A great deal of discussion was held on the Fire and Rescue Career Study Committee Report proposing that eight career fire fighters be hired on July 1, 1989. No other companies expressed interest in joining Greenwood, Round Hill, Stephens City and Middletown in requesting career personnel. Committee Chairman Frank Weller appointed Henry Shiley to chair a new subcommittee, also to consist of Perry Silva, Ralph Robinson, Gary Kelley and Homer Sanders, to recommend a funding mechanism and the details 97 of manpower deployment. Their recommendation is due in November. Historical Society Request Doug Kiracofe advised the Companies that the Historical Society would like to take pictures of houses before they are burned in training exercises. PUBLIC WORKS COMMITTEE REPORT Mr. Orndoff, Chairman of the Public Works Committee, presented the following report: The Public Works Committee met on Wednesday, October 19, 1988 at 7:30 A.M. Present were Board members Charles W. Orndoff, Sr. and L. A. Putnam; Committee members Col. (Ret.) W. Wayne Miller and Keith A. Tubandt; County Administrator John R. Riley, Jr.; Assistant County Administrator Stephen F. Owen; Emergency Services Coordinator Homer H. Sanders; and Fire Inspector Douglas A. Kiracofe. The following items were discussed: Items Requiring Action Commercial Burn Permit The Committee discussed Homer Sanders' and Doug Kiracofe's proposal, as unanimously recommended by the Fire and Rescue Committee on October 17, 1988, to amend Chapter 10 of the County Code to provide for a commercial burn permit (see Fire and Rescue Committee Report for more details). The Committee recom- mends approval. This was acted upon under the Fire and Rescue Committee Report. Sheriff's Department Radios - Approved John Riley stated that radio proposals were received from three vendors. Based on service, features and overall quality, the subcommittee that reviewed the bids recommends the Board accept Motorola's proposal in the amount of $242,044.00 and a supplemental appropriation from Fund Balance in that amount to the appropriate line item. 98 Mr. Putnam stated that this had been in the discussion stage for some time and he felt it was time that it be worked out. Mr. Orndoff asked if this would all tie in if the County would go to central dispatch. Mr. Riley replied that he felt it would eventually and that this does need to be discussed with the City of Winchester. Mr. Rinker asked if this system would eliminate the dead spots. Captain Liggett, with the Sheriff's Department, replied 90% of them. Mr. Putnam asked where the repeater would be. Captain Liggett replied on the mountain at Shawneeland. Mr. Crosen asked about high band and low band. Captain Liggett replied that the County currently has low band. Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Rhodes and passed unanimously, the purchase of Moto- rola radio equipment for the Sheriff's Department in the amount of $242,044 was approved. Mr. Stiles requested that Mr. Crosen and Mr. Rhodes work with Mr. Steve Owen, along with City representatives, on a cen- tral dispatch system for the City and County and that it be housed in the shelled space in the basement of the Judicial Center if possible. Old Courthouse Air Conditioning - Approved The Committee discussed Miller and Anderson's revised bid for a new air conditioning system for the Old Courthouse. Bids were first received in the Fall of 1987 for heating and air con- ditioning, with a range of about $55,000 to $80,000. Those bids were all rejected, however, the heating system failed in December of 1987 and a gas furnace was installed on an emergency basis for about $16,000. Air conditioning bids were then re- quested earlier this year from nine different mechanical contractors. Miller and Anderson submitted the only bid in the amount of $67,493. Negotiations and project revisions have now roys MAM resulted in a revised bid in the amount of $50,531. The Committee recommends approval and a supplemental appropriation from Capital Contingency in that amount of the appropriate line item. Upon motion made by L. A. "Steve" Putnam, seconded by Roger L. Crosen and passed unanimously, the above was approved. Items Not Requiring Action Third Party Inspections John Riley briefed the Committee on the County's recent notification to third party inspectors regarding problem areas. A six month review period and meetings should resolve the prob- lems. Mapping, House Numbering and Street Sign Consultant Steve Owen advised that the Fire and Rescue Committee has recommended that a consultant be hired for mapping, house numbering and street sign location services as soon as possible. Jail Plumbing Problems John Riley reported on recent plumbing problems at the Jail which have temporarily caused two cell blocks to be closed and II 18 prisoners moved to Shenandoah County's jail. Project Updates Steve Owen reported on the progress of new compactor sta- tions at Gainesboro, Greenwood Fire Company and Lakeside; the Animal Shelter; the new wheel tractor scraper ordered for the Landfill and Landfill closeout and expansion. Monthly Tonnage Report See Attachment 2. PARRS AND RECREATION COMMISSION REPORT Mr. Rinker, Board Liaision on the Parks and Recreation Commission, presented the following report: The Parks and Recreation Commission met on October 18, 1988. Members present were: Dudley Rinker, Carmen Rio, Pat Perry, Bob Roper, Don Wilson, Courtland Smith, Thomas Grove, Carole Ambrogi. The following action was taken on agenda items: Donation from Blue Ridge Youth Soccer Association $7,000 - No Action Necessary 100 Referred to Parks and Recreation Finance Committee for review and discussion with staff. Staff will then meet with Blue Ridge Youth Soccer Association prior to the November Commission meeting to prepare a proposal for submission to the Commission for action. No action by the Board was necessary. Request for Impact Fees (Indian Hollow Elementary School) No Action Necessary Commission felt the School Board should be approached for these funds and unanimously denied the School's request for $3,000 in impact funds for a softball field backstop and permanent soccer goals at the school. Commission recommended an amendment be made to the Impact Fee Policy adopted by the Board of Supervisors on September 23, 1981 limiting dispersion of funds to the magisterial district in which they were collected. Commission directed Mr. Doran to notify Ms. Shelhamer, Assistant Principal, in writing, of their decision. Mr. Riley is to check on this and correspond with School officials on current policy for use of School facilities. CIP List - No Action Necessary Commission unanimously approved a revised CIP priority list) to be submitted to the Planning Commission's CIP Subcommittee for consideration. No action by the Board was necessary. Mr. Stiles noted that the bids recently received on the two pools were $400,000 less than what was received on the first go around and stated that water and sewer is not included in this figure. Mr. Putnam inquired as to whether a service club could build a shelter at one of the parks if they so desired and if the Parks and Recreation Commission would look at this favor- ably. Mr. Stiles replied yes. Mr. Orndoff asked if there were any firm estimates on costs for soccer fields at this point. Mr. Rinker replied no. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT WAS ORDERED THAT THE BOARD OF SUPERVISORS ADJOURN. 101 sors C1 Board of Su ervisors