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HomeMy WebLinkAboutDecember 13, 1988 Regular Meeting1 < A Regular Meeting of the Frederick County Board of Super- visors was held on December 13, 1988, at 7:15 P.M., in the Boar 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 the Reverend James E. Guthrie of the Burnt Presbyterian Church. CHAIRMAN STILES WELCOMED MR. SMITH TO THE BOARD Mr. Stiles welcomed Mr. Harrington Smith to the Board as its newest member and stated that he was looking forward to working with him in the year ahead. Mr. Smith will be representing Shawnee District. ADOPTION OF AGENDA Mr. Riley noted that the following items were to be added to the Agenda: 1. Transfer of funds for the Sheriff's Department. 2. Request for transfer of funds for the Jail. 3. Approval of School Board Literary Loan. 4. Review of Annual Conditional Use Permits. 5. Correspondence from Mr. Willis White. Mr. Stiles stated that Mr. Charles Harbaugh has requested to address the Board if it's the Board's pleasure. Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the Agenda was adopted as amend- ed. APPROVAL OF MINUTES Mr. Crosen stated that in the minutes of November 9, 1988, Page 5, next to the last paragraph, he would like to request that the following be added to this paragraph, "concerning mobile homes ". 119 Mr. Rinker noted that on Page 15, the motion was made by him and not L. A. "Steve" Putnam on the Parks and Recreation pool project. CHARLES HARBAUGH, COUNTY RESIDENT, ADDRESSED THE BOARD RE: EXPENSES AT THE AIRPORT Mr. Charles Harbaugh, County resident, appeared before the Board and requested that they look into the operation of the regional airport. He explained that they are planning to con- struct a large building that he felt is entirely too large for what it will be used for and not at all practical, and further that he didn't know how they plan to pay for such an expendi- ture. Mr. Stiles explained to Mr. Harbaugh that the Board budgets for the airport and no additional expenditures are permitted unless they are approved by the Board, but,that the questions he had raised concerning airport budget and construction will be looked into. FUTURE REAPPOINTMENTS/APPOINTMENTS TO THE INDUSTRIAL Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, that all future reappointments/ - appointments to the Industrial Development Authority will be district appointments with only two At -Large appointments. RICHARD G. DICK REAPPOINTED TO THE INDUSTRIAL DEVELOPMENT AUTHORITY AS AN AT -LARGE MEMBER Upon motion made by Roger L. Crosen, seconded by W. Harrington Smith, Jr. and passed unanimously, Richard G. Dick was reappointed to the Industrial Development Authority as an At -Large member, said term to commence November 10, 1988 and expire on November 10, 1992. GENE T. DICKS REAPPOINTED TO THE INDUSTRIAL DEVELOPMENT TrrmrvA mT r1r ^" Y1T ^Tyi %T TYQMD rn Upon motion made by Dudley H. Rinker, seconded by Charles W. Orndoff, Sr. and passed unanimously, Gene T. Dicks was re- appointed to the Industrial Development Authority as a represen- tative from Opequon District, said term to commence on November 10, 1988 and expire on November 10, 1992. APPOINTMENT TO THE COMMUNITY CORRECTIONS RESOURCES BOARD - TABLED 12 It was the consensus of the Board to table this appoint- ment. JAMES F. GARRETT RECOMMENDED TO THE CIRCUIT COURT FOR REAPPOINTMENT TO THE BOARD OF ZONING APPEALS FROM OPEQUON DISTRICT Upon motion made by Dudley H. Rinker, seconded by Charles W. Orndoff, Sr. and passed unanimously, James F. Garrett is to be recommended to the Circuit Court for reappointment to the Board of Zoning Appeals from Opequon District. RALPH WAKEMAN RECOMMENDED TO THE CIRCUIT COURT FOR REAPPOINTMENT TO THE BOARD OF ZONING APPEALS FROM SHAWNEE DISTRICT Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Rhodes and passed unanimously, Ralph Wakeman is to recommended to the Circuit Court for reappointment to the Board of Zoning Appeals from Shawnee District. REAPPOINTMENT /APPOINTMENT TO THE PARKS AND RECREATION COMMISSION - TABLED It was the consensus of the Board to table this appoint- ment. SITION OF PROPERTY FOR REGIONAL JAIL SITE - Mr. Riley presented this request. Mr. Smith asked how the other jurisdictions felt about thi' choice of site for the new regional jail. Mr. Riley replied that as far as he knew, they were all it favor of the site. Upon motion made by Roger L. Crosen, seconded by Robert M.I Rhodes and passed unanimously, the purchase of twenty (20) a in the amount of $600,000 for the regional jail site /support facilities at the Fort Collier Industrial Park was approved. ITEMS OF CONCERN TO BE FORWARDED TO DELEGATE ALSON SMITH FOR PRESENTATION TO THE GENERAL ASSEMBLY It was the consensus of the Board that the following ite be presented by Delegate Alson Smith to the General Assembly at their upcoming session in January: 1. Increase in State funding for the regional jail. 2. Proffering. 3. State participation in school construction funding. 121 REQUEST FROM THE VIRGINIA DEPARTMENT OF TRANSPORTATION RE: CURB AND GUTTER PROGRAM - REFERRED TO THE TRANSPOR- TATION COMMITTEE It was the consensus of the Board to refer this to the Transportation Committee. ROAD RESOLUTIONS Mr. Crosen requested that a dollar amount be included in both these resolutions. WHEREAS, the eastern portions of Frederick County are developing rapidly and there is an immediate need to plan for a road system to serve the developing area; and, WHEREAS, it is clear that an extended Route 37 loop, through the eastern portions of the County, will provide the central component of such a road system; and, WHEREAS, new development proposals may preclude the location of necessary new roads; NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of the County of Frederick, Virginia does hereby request that the Virginia Department of Transportation do whatever is necessary to locate an alignment for the Route 37 loop extension through the timely completion of the update of the Winchester Thoroughfare Plan and through other methods. BE IT FURTHER RESOLVED, that the Board of Supervisors is willing to support and fund studies to facilitate and design the Route 37 loop in order to determine its location on a more timely basis in an amount not to exceed one million dollars ($1,000,000.00). Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the above resolution was approved. WHEREAS, various portions of Frederick County are developing rapidly and there is a need to accelerate the road improvement process for secondary and primary roads; NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of the County of Frederick, Virginia does hereby request that the Virginia Department of Transportation investigate what legal and institutional methods are available to allow the use of a revolving fund provided by Frederick County to accelerate the road improvement process. This would involve using a contribution of County funds to road improvement projects to allow those projects to be accelerated. These funds would be reimbursed to the County when the particular project was fully funded by the Virginia Department of Transportation. BE IT FURTHER RESOLVED, that the Board of Supervisors supports any changes to procedures or enabling legislation that could be provided to allow such a revolving funding in an amount not to exceed two hundred, fifty thousdand dollars ($250,000.00). Upon motion made by Dudley H. Rinker, seconded by W. Harrington Smith, Jr. and passed unanimously, the above resolution was approved. 122 FROM THE INDUSTRIAL DEVELOPMENT AUTHORITY RE: ISSUANCE OF REVENUE BONDS - ALLIED SYSTEMS CORPORATION - Is] Upon motion made by Dudley H. Rinker, seconded by Robert Rhodes and passed unanimously, the following resolution was approved: WHEREAS, the Industrial Development Authority of the County of Frederick, Virginia ( "Authority "), has considered the application of Allied Systems Corporation ( "Company ") requestin the issuance of the Authority's revenue bonds in an amount not to exceed $2,000,000 ( "Bonds ") to assist in the financing of th Company's acquisition, construction and equipping of a wood products manufacturing facility consisting of approximately 23,000 square feet ( "Project ") to be located on a 5 -acre tract of land fronting on the South side of Route 50 approximately one -tenth mile West of Route 728, in the County of Frederick, Virginia, and has held a public hearing thereon on November 22, 1988; WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended, provides that the governmental unit having jurisdiction over the issuer of private activity bonds and over the area in which any facility financed with the proceeds of private activity bonds is located must approve the issuance of the bonds; WHEREAS, the Authority issues its bonds on behalf of the County of Frederick, Virginia ( "County "), the Project is to be located in the County and the Board of Supervisors of the County of Frederick, Virginia ( "Board ") constitutes the highest elected governmental unit of the County; WHEREAS, the Authority has recommended that the Board approve the issuance of the Bonds; and WHEREAS, a copy of the Authority's resolution approving the issuance of the Bonds, subject to the terms to be agreed upon, a certificate of the public hearing and a Fiscal Impact Statement have been filed with the Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPER- VISORS OF THE COUNTY OF FREDERICK, VIRGINIA: 1. The Board approves the issuance of the Bonds by the Authority for the benefit of the Company, as required by Sectio 147(f) and Section 15.1- 1378.1 of the Code of Virginia of 1950, as amended ( "Virginia Code ") to permit the Authority to assist in the financing of the Project. 2. The approval of the issuance of the Bonds does not constitute an endorsement to a prospective purchaser of the Bonds of the creditworthiness of the Project or the Company. 3. Pursuant to the limitations contained in Temporary Income Tax Regulations Section 5f.- 103- 2(f)(1), this resolution shall remain in effect for a period of one year from the date o. its adoption. 4. The Board directs the County Administrator to request an allocation of the State Reserve, as defined in Executive Order 28(86), to cover the issuance of the Bonds. 5. This resolution shall take effect immediately upon its adoption. PUBLIC HEARING CONTEMPLATED BUDGET FOR THE GENERAL FUND, SCHOOL CONSTRUCTION FUND AND PARKS AND RECREATION'S POOL CONSTRUCTION FUND FOR THE FISCAL YEAR - - APPROVED 123 Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the following budget amendments for Fiscal Year 1988 -1989 were approved: REVENUE General Fund From $1,087.654 to $1,998,379 Parks and Recreation Pool Construction Fund From $1,152,654 to $2,063.379 Indian Hollow Elementary School Fund From $201,575 to $281,742 Middletown Elementary School Fund From $5,414,988 to $6,332.843 Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the following resolution was approved: WHEREAS, a notice of Public Hearing and a Budget synopsis has been published and a public hearing held on December 13, 1988, in accordance with Title 15.1, Chapter 4, Section 15.1- 162.1, of the Code of Virginia, 1950, as amended, THEREFORE, BE IT RESOLVED, by the Board of Supervisors of the County of Frederick, Virginia, tha the Budget amendment for the 1988 -1989 fiscal year as advertised in the Winchester Evening Star on December 3, 1988, be hereby approved in the amount of $2,819,472 and that appropriations in the amount of $2,819,472 hereby authorized for the 1988 -1989 fiscal year as detailed below: General Fund $ 910,725 Pool Construction Fund $ 910,725 Indian Hollow Elementary School Fund $ 80,167 Middletown Elementary School Fund $ 917,855 $2 PLANNING COMMISSION BUSINESS PUBLIC HEARING REZONING APPLICATION #018 -88 OF NICHOLAS SMART - SHAWNEE MAGISTERIAL DISTRICT - TABLED It was the consensus of the Board to table this rezoning request as recommended by the Planning Commission. REZONING APPLICATION #019 -88 OF WILLIS WHITE - O PEQUON MAGISTERIAL DISTRICT - REFERRED BACK TO THE 124 This rezoning application was referred back to the Plannin Commission. Other Planning Items PRELIMINARY MASTER DEVELOPMENT PLAN - CANTERBURY (FORMERLY NEW DOMINION) - APPROVED Mr. Watkins, Planning and Development Director, presented this request and stated that the Planning Commission recommend approval. Mr. Michael Bryan, partner, was present to answer any que tions the Board might have. Upon motion made by Roger L. Crosen, seconded by Robert M.1 Rhodes and passed unanimously, the preliminary master develop- ment plan of Canterbury Square (formerly New Dominion) was approved. PRELIMINARY MASTER DEVELOPMENT PLAN - OAKDALE CROSSING - APPROVED Mr. Watkins presented this request and stated that the Pl ning Commission recommended approval. Mr. Chuck Maddox and Scott Marsh, of G. W. Clifford Associates, appeared before the Board and by way of a map explained what was planned for this development. Mr. Smith asked what price houses were planned for this development. Mr. Maddox replied something over the $100,000 range. Mr. Taylor, of Oak Ridge Road in Shawnee District, appeare before the Board and presented a letter from Mr. Ken Kisner, also of Oak Ridge Road, who was unable to attend the meeting du to illness and explained his concerns with this proposed develc ment, especially with stormwater run -off. Mr. Stiles requested that Mr. Maddox keep Mr. Kisner abreast of what was happening with this development and to meet with him concerning his questions about stormwater run -off. Upon motion made by W. Harrington Smith, Jr., seconded by Robert M. Rhodes and passed unanimously, the preliminary master development plan of Oakdale Crossing was approved. PLAT VACATION AND SUBDIVISION REQUEST - FREDERICK PLAZA (FORMERLY FREDERICK MALL ) - APPROVED 125 Mr. Watkins presented this request and stated that the Plan- ning Commission recommended approval. Mr. Rinker inquired as to what was scheduled for this 15 acres and if it was to be located behind the High's and Texaco Store. Mr. Watkins explained how the parcels were to be divided and that it would be located behind High's and Texaco. Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the plat vacation and subdivision request of Frederick Plaza (formerly Frederick Mall) was approved. SUBDIVISION REQUEST - KIM HENRY - APPROVED Mr. Watkins presented this request and stated that the Plan- ning Commission recommended approval. Mr. Michael Bryan was present on behalf of this request. Upon motion made by Charles W. Orndoff, Sr., seconded by Dudley H. Rinker and passed unanimously, the subdivision request of Kim Henry was approved. ANNUAL REVIEW /RENEWAL OF CONDITIONAL USE PERMITS The conditional use permits for annual review and renewal were presented for the Board's review. They are to be adver- tised and will be presented at a future meeting for amendment and approval. COMMITTEE REPORTS FIRE AND RESCUE COMMITTEE REPORT Mr. Crosen, Board Liaison on the Fire and Rescue Committee, presented the following report: The Fire and Rescue Committee met on Monday, November 21, 1988, at 7:30 P.M., in the Round Hill Volunteer Fire Company facility. All companies were represented except Company 20. Also present were Board members Roger L. Crosen and W. Harrington Smith, Jr.; Assistant County Administrator Stephen F. Owen and Fire Inspector Douglas A. Kiracofe. The following items were discussed: Items Requiring Action Commercial Burning Permit - To Be Advertised for Public Hearing Z26 The Committee discussed and all companies present recommended that the Board adopt the attached County Code amendment to provide for commercial burning permits. The Boa will need to set a public hearing on this prior to adoption. See Attachment 1. This is to be advertised for public hearing. Career Personnel - Referred to the Public Works Committee and Public Hearings Held to Receive Input The Career Personnel Subcommittee gave its report of several meetings on this matter. All nine companies in attendance voted to recommend career personnel to the Board of Supervisors as follows: a. Requested Manpower Two (2) career employees assigned to Company 11 (Stephens City); Two (2) career employees assigned to Company 12 (Middletown); Two (2) career employees assigned to Company 15 (Round Hill); Two (2) career employees assigned to Company 18 (Greenwood); One (1) career employee assigned to Company 14 (Gore); One (1) career employee assigned to Company 16 (Gainesboro); and "Enough ( ?) career employees to cover Company 13 (Clearbrook) 24 hours a day, seven days a week." (Estimate: 3 -4). b. Funding . First year: General Fund. Second year: study specific fire and rescue tax levy at same rate County -wide. c. Starting Salary Compatible with City of Winchester (currently $17,015). d. Uniforms and Equipment Work Pants: 5 Pair Work Shirts: 5 Pair Coveralls: 1 Pair Bunker Pants: 1 Pair Gloves: 1 Pair Knee Boots: 1 Pair 3/4 Boots: 1 Pair Helmet: 1 Turn Out Coat: 1 e. Qualifications 127 See attached draft job description, plus Firefighter I certificates (see Attachment 2). f. Supervisors and Work Assignments . To be performed by Emergency Services Coordinator. g. Personnel Administration Hiring by Frederick County Personnel Department with input from Emergency Services Coordinator and Company Chief. Same benefits as all other County personnel. Evaluations by Emergency Services Coordinator under County merit system. h. Insurance Health, life and liability insurance to be provided by Frederick County; vehicle insurance on company -owned apparatus will continue to be provided by individual companies. (Related attachments: Revised Emergency Services Coordinator Job Description - Attachment 3; Liability Legal Opinion - Attachment 4; Physical Agility Test - Attachment 5; Daily Tasks Checklist - Attachment 6.) Mr. Crosen stated that he felt a great deal of discussion was still needed before a final decision was made on this matter. The question of how this service could be provided to cer- tain citizens within the County and still be fair to all County citizens as far as who pays for this service was discussed by the Board. Mr. Stiles explained that he felt further discussion and input was definitely needed and that public meetings were needed in order to receive public input, and further that he felt the citizens living in the area receiving this service are the ones that should be paying for it. He stated that there was a possibility of the County purchasing some land in the Kernstown area to house this personnel as this seems to be the area with the most need. Mr. Crosen explained that he felt that land and equipment was not the most crucial thing at this point but that personnel is what is really needed. The question of whether paid 11 personnel will cause friction with the volunteer personnel was also discussed. Mr. Rinker stated that Stephens City and Middletown need assistance during the day. 728 Mr. Smith asked if a fire district was created, then who would set the rates. Mr. Stiles replied the County. Mr. Orndoff asked about the liability. Mr. Stiles replied that would be the responsibility of the County. It was the consensus of the Board that this be referred toll the Public Works Committee and that public hearings be held to receive input. Items Not Requiring Action Emergency Services Coordinator's Report See Attachment 7. Fire Inspector's Report Doug Kiracofe noted some confusion over site plan comment and advised the Committee that preliminary plans do not show hydrants. Recent Board Actions The Committee was advised of recent Board of Supervisor's action on the requested Fire Programs Fund Resolution and Reciprocal Fire Service Agreements with Jefferson County. PUBLIC WORKS COMMITTEE REPORT Mr. Orndoff, Sr., Chairman of the Public Works Committee, presented the following report: The Public Works Committee met on Wednesday, December 7, 1988, at 7:30 A.M. Present were Board members Charles W. Orndoff, Sr. and W. Harrington Smith, Jr.; Committee members L. A. Putnam, Col. (Ret.) W. Wayne Miller and Keith A. Tubandt. Also present were County Administrator John R. Riley, Jr. and Assistant County Administrator Stephen F. Owen. The following items were discussed: Items Requiring Action SPCA Cat Handling Fee Increase - Approved The Committee discussed and recommends approval of a re- quest from the SPCA to increase the cat handling charge from $1.00 to $3.00. A supplemental appropriation of $2,000 to cov same would be needed (see Attachment 1). 129 Mrs. Elizabeth Parker, Executive Director of the SPCA, appeared before the Board to address the procedures and cost involved with cats at the SPCA. Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Rhodes and passed unanimously, the above was approved. Handicapped Ramp Request for Treasurer's Building - T The Committee discussed and unanimously voted to have a handicapped ramp constructed for the Treasurer's Building like the one on the Old County Courthouse (see Attachment 2). Upon motion made by Charles W. Orndoff, Sr., seconded by Dudley H. Rinker and passed unanimously, the above was approved. Fire Marshall Appointment - Approved The Committee unanimously recommended that Douglas A. Kiracofe, Fire Inspector II, be appointed Fire Marshall pursuant to Section 27 -30 through 27 -37 of the State Code. The Common- wealth's Attorney's office has advised that appointment of a Fire Marshall is required in order to enforce the Fire Preven- tion Code (see Attachment 3). Upon motion made by Charles W. Orndoff, Sr., seconded by W. Harrington Smith, Jr. and passed unanimously, the above was approved. Items Not Requiring Action Windy Hill Drive Road Maintenance A request to bring Windy Hill Drive up to State standards was tabled by the Committee pending further study. Fredericktowne Curb Side Refuse Collection A cost estimate prepared by BFI for curb side refuse collec- tion in the Fredericktowne area was discussed. The report looked at once a week curb side collection for 2,200 residences. Estimating 60 pounds per unit per pick up, the cost would be between $120,000 and $137,000 per year. This breaks down to range between $54.55 to $62.27 per year per residence. Because the Committee did not feel the County can possibly provide curb side refuse collection County wide, the consensus was to con- tinue to encourage private individuals to contract directly for their refuse collection services. 130 Landfill Permit Application Steve Owen noted recent action taken by the Virginia Waste Management Board which could require double liners and double leachate collection systems for new landfills. He further re- ported that these requirements were added at the last minute an that Frederick County will pursue an exemption because its per- mit application was submitted prior to the effective date of these new regulations. Lease Request A short term lease proposal from Lonnie Johns for a porti of the old Landfill was recommended for approval. However, since the committee meeting, Mr. Johns has withdrawn the reques for a month. CODE AND ORDINANCE COMMITTEE REPORT Mr. Crosen, Chairman of the Code and Ordinance Committee, presented the following report and stated that it was for information only: The Code and Ordinance Committee met on Monday, November 7 1988, 8:30 A.M. in the Office of the County Administrator. Present were Roger L. Crosen, Chairman of the Committee; Charle W. Orndoff, Sr.; John R. Riley, Jr., County Administrator; Stephen F. Owen, Assistant County Administrator and Homer Sanders, Emergency Services Coordinator. Stephen G. Butler and George W. Johnston, III, Committee members, were absent. The only item of discussion was a proposed Code amendment to allow for commercial burning permits. The Committee directe staff to specifically define and exempt prescribed burning and agricultural burning. They also suggested that the permit appl - cation provide for an alternate date in case of inclement weather. Track equipment should be required on site. Finally, the Board is requested to set a public hearing on the ordinance amendment after consideration by the Fire and Rescue Committee. The ordinance, as amended by the Committee, is attached. PARKS AND RECREATION COMMISSION REPORT 131 Mr. Rinker, Board Liaison on the Parks and Recreation Commission, presented the following report and stated that it was for the Board's information: The Parks and Recreation Commission met on November 15, 1988. Members present were: Robert Roper, Patricia Perry, Donald Wilson, Thomas Grove, Carmen Rio and Dudley Rinker. The following action was taken: Sewage Treatment Plant Mrs. Perry moved that we absolutely do not expand our current treatment plant at Clearbrook Park other than to facili- tate our present obligation to Seaward International and what is needed to accommodate future Park facilities, seconded by Mr. Rio, carried unanimously. There was no action taken by the Board of Supervisors. PERSONNEL COMMITTEE REPORT Mr. Crosen, Board member on the Personnel Committee, presented the following report: The Personnel Committee met on December 6, 1988 with all members present and submits the following report and recommenda- tions to the Board of Supervisors for consideration: Transfer of Gypsy Moth Position - Approved The Committee reviewed the attached request to remove the Gypsy Moth Coordinator position from the Department of Planning and Development. The Committee recommends that this position be transferred from the Department of Planning and Development to the Virginia Tech Extension Office. Upon motion made by Roger L. Crosen, seconded by Dudley H. Rinker and passed unanimously, the above recommendation was approved. Amendments to Grievance Procedure - Approved The Committee reviewed the proposed amendments to the griev- ance procedure and recommends approval of same. Upon motion made by Roger L. Crosen, seconded by Dudley H. Rinker and passed unanimously, the above was approved. 132 Request for Overtime - Sheriff's Department The Committee reviewed a request for overtime from the Sheriff's Department and recommends approval of same with a notice to all supervisors that overtime policies will be strict ly adhered to. (See Attachment C under separate cover.) This is to be done under "Executive Session ". Committee Recommendation for Parks and Recreation Director Position (See Attachment D under separate cover.) This is to be acted upon in "Executive Session ". Consideration of Holiday Office Closings We have been advised that the following schedule has been set for State employees in observance of the Christmas and New Year Holidays. Offices will be closed as follows: 1/2 day on December 23rd 1/2 day on December 30th All day December 26th All day on January 2nd This information is submitted to the Board for considera- tion as to whether County offices will observe the State schedule. It was noted that all County offices will be open on the 23rd and the 30th from 9:00 A.M. to 5:00 P.M. Consideration of Department Head Evaluations (Attached under separate cover.) A. Kenneth L. Coffelt, Director of Inspections B. Joseph A. Walker, Division of Court Services Director C. Ann K. Kelican, Personnel Director This is to be done in "Executive Session ". Request for Merit Increase To be discussed in "Executive Session ". (See Attachment E under separate cover.) FINANCE COMMITTEE REPORT Mr. Rhodes, Chairman of the Finance Committee, presented the following report: The Finance Committee met on December 6, 1988 with all members present. The following items require Board action: Request from the School Finance Director for a School Operating Fund Supplemental Appropriation in the Amount of $30,00U - Approved 133 The School Finance Director is requesting a School Operat- ing Fund supplemental appropriation in the amount of $30,000. No local funds are required. 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 for a General Fund Supplemental Appropriation from Parks and Recreation in the Amount of 2, 00 - Approved Request for a General Fund supplemental appropriation from Parks and Recreation in the amount of $2,000. No local funds are required. The Committee recommends approval. See attached memo. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. Request for an Increase in Petty Cash for the Count Administrator's Office in the Amount of 0 - Approved The Committee recommends approval. See attached memo. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. Request for a General Fund Appropriation Transfer in the Amount of $6,423 - Approved Request for a General Fund appropriation transfer in the amount of $6,423 in order to purchase office furniture and fix- tunes for Planning and Building. The Committee recommends approval. See attached memo. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. Request for a General Fund Supplemental Appropriation in the Amount o ,200 for Copies - Approved No local funds are required. Revenue is collected at the time of the sale of the ordinances and maps. The Committee recommends approval. See attached. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above was approved. The following items are for your information only: 1. Request from the Warren County Council on Domestic Violence for a tax exempt status on vacant lot in Shawneeland. The Committee does not recommend approval. See attached. 1 34 2. Attached is a tentative budget calendar. 3. Attached is a copy of the advertisement and resolution for the public hearing on pools and schools. TRANSFER OF FUNDS WITHIN SHERIFF'S DEPARTMENT BUDGET - APPROVED The Sheriff of Frederick County respectfully requests the following transfer of funds within the Sheriff's Department's budget in order to maximize efficiency in uniform patrol: Transfer From Transfer To Amount 10- 3301 - 1001 -52 10- 3102 - 1001 -52 $13,944.16 10- 3102 - 7003 -00 10- 3102- 5413 -00 $ 4,000.00 10- 3102 - 4003 -02 10- 3102 - 5408 -01 $ 2 Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the above was approved. PROMOTION OF CERTAIN CORRECTIONAL STAFF MEMBERS - APPROVED Due to lack of supervisory personnel on the evening and early morning shifts at the Winchester- Frederick Jail, Mr. Darnley Hodge is requesting that the following personnel be promoted: (Corporals) Jail Shift Commanders C. Cunningham M. Webber B. Sargent M. Coffelt Fringes 799 Total 3,995 Compensation Board increases will move the individuals listed herein to $17,501 effective January 1, 1989. The County supplement will place the individuals in a sergeant's pay class�- fication range. It is therefore respectfully requested that the County transfer from operational contingency $3,995 to the appropriate line items in the Sheriff's Department budget. The City of Winchester will be billed for one -half of the amount. This office will also request reimbursement from the State Compensa- tion Board. Promotion Current Salary to Salary 01/01/89 Sergeant Differenc $16,733 $17,501 $18,300 $ 799 $16,733 $17,501 $18,300 $ 799 $16,733 $17,501 $18,300 $ 799 $16,733 $17,501 $18,300 Fringes 799 Total 3,995 Compensation Board increases will move the individuals listed herein to $17,501 effective January 1, 1989. The County supplement will place the individuals in a sergeant's pay class�- fication range. It is therefore respectfully requested that the County transfer from operational contingency $3,995 to the appropriate line items in the Sheriff's Department budget. The City of Winchester will be billed for one -half of the amount. This office will also request reimbursement from the State Compensa- tion Board. 135 Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the above was approved. R. THOMAS MALCOLM, ASSISTANT SUPERINTENDENT OF SCHOOLS, ADDRESSED THE BOARD RE: VPSA FUNDING FOR SPRING CONSTRUCTION Mr. Malcolm explained the current enrollment figures at the elementary schools and the options the County would have depending on whether they would build the elementary school on 522 South and whether it would be completed by Fall 1990 or 1991. Mr. Stiles stated that he felt with current projections that 1991 would be a more appropriate time. The use of modular classrooms was discussed as an option to handle overcrowding if necessary until the new school is com- pleted. Mr. Crosen asked Mr. Malcolm his opinion on the use of modu- lar classrooms. Mr. Malcolm replied in his opinion it depended on existing and surrounding buildings. He further stated that modulars are being budgeted for at the Middle School. It was the consensus of the Board that public hearings be held for public input with regard to the location and construc- tion of a high school. The Board discussed with Mr. Malcolm enrollment figures and how need projections are made based on these enrollment figures, and the fact that it is difficult to make projections from enrollment figures in September of one year, and know what your needs will be by September of the following year. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, to approve the request of the School Board for funding of a 2.5 Literary Fund and that the VPSA loan request be referred back to the School Board. BOARD RETIRED INTO EXECUTIVE SESSION Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the Board retired into Executive Session in accordance with Virginia Code, 1950, as amended, 136 Section 2.1 -344, Subsection A (1) and (6) to discuss personnel and legal matters. BOARD WITHDREW FROM EXECUTIVE SESSION Upon motion made by Dudley H. Rinker, seconded by Charles W. Orndoff, Sr., and passed unanimously, the Board withdrew fr Executive Session. BOARD RECONVENED INTO REGULAR SESSION Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the Board reconvened into Regula� Session. EVALUATIONS OF KENNETH L. COFFELT, INSPECTIONS DIRECTOR ANN K. KELICAN, PERSONNEL DIRECTOR AND JOSEPH WALKER, Upon motion made by Roger L. Crosen, seconded by Robert M. Rhodes and passed unanimously, the evaluations of Kenneth L. Coffelt, Inspections Director; Ann K. Kelican, Personnel Director and Joseph Walker, Division of Court Services Director were approved. JAMES M. DORAN SELECTED AS DIRECTOR OF PARKS AND RECREATION Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, James M. Doran was selected as the Director of Parks and Recreation effective this date at an annual salary of $37,000. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT WAS ORDERED THAT THE BOARD OF SUPERVISORS ADJOURN. J , Cha irman, Bo of SuperviFors C1 , Boar of Sup rvisors