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HomeMy WebLinkAboutMay 11, 1988 Regular Meeting528 A Regular Meeting of the Frederick County Board of Super- visors was held on May 11, 1988, 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; L. A. Putnam and Charles W. Orndoff, Sr. b CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by the Reverend Conrad Christianson of the Bethel Lutheran Church. ADOPTION OF AGENDA Mr. Riley stated that he had several transfer requests under the "Finance Committee Report ". He further stated that Mr. Glen Dean from the State Enforcement Office was present to discuss the enforcement on commercial and industrial buildings, and the fact that he had to drive back to Richmond that he was requesting to move Tab J to number 1 under "Public Hearings ". Upon motion made by Dudley H. Rinker, seconded by L. A. Putnam and passed unanimously, the Agenda was adopted as amend- ed. APPROVAL OF MINUTES Mr. Orndoff stated that in the minutes of March 9, 1988, Page 6, under rezoning application number 002 -88, it was listed as being in Stonewall District and it should read Shawnee District. Mr. Crosen stated that on Page 21, under what Board member Robert M. Rhodes said about project CLEAN, the figure should read $54,000 and not $108,000. Upon motion made by Charles W. Orndoff, Sr., seconded by L. A. Putnam and passed unanimously, the minutes of the regular meeting of March 9, 1988 were approved as amended. Upon motion made by Dudley H. Rinker, seconded by L. A. Putnam and passed unanimously, the minutes of the regular meet- ing of March 23, 1988 were approved as submitted. 529 Mr. Crosen stated that in the minutes of March 30, 1988, Page 2, the final list of road improvements had been amended from the one that was presented at the meeting and should read as follows: 1. Route 522 North (West of Winchester) 2. Route 522 South (East of Winchester) 3. Eastern By- Pass /Loop A. Route 37 (South of Winchester) to Route 522 South B. Route 37 (East of Winchester) to Route 7 East C. Route 37 (East of Winchester) to Route 50 East D. Route 37 (East of Winchester) Between Routes 50 and 522. 4. Improve Major Intersections 5. Route 277 (East of Stephens City) 6. Route 11 (North and South of Winchester) A. Route 11 South B. Route 11 North 7. I -81 (East of Winchester) Upon motion made by Mr. Charles W. Orndoff, Sr., seconded by Dudley H. Rinker and passed unanimously, the minutes of the special meeting of March 30, 1988 were approved as amended. JIMMY WHITMER APPOINTED TO THE LORD FAIRFAX HEALTH DISTRICT SERVICES ADVISORY BOARD Mr. Stiles appointed Mr. Jimmy Whitmer to the Lord Fairfax Health District Services Advisory Board, said term to commence this date. Upon motion made by Robert M. Rhodes, seconded by Roger L. Crosen and passed unanimously, the above appointment was approved. BRUCE BEHL APPOINTED TO THE PRIVATE INDUSTRY COUNCIL Mr. Stiles appointed Mr. Bruce Behl, of Amoco Foam, to the Private Industry Council. Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, the above appointment was approved. RECONSIDERATION OF J. W. ATHEY REZONING REQUEST 530 It was the consensus of the Board to wait for Mr. Ambrogi to arrive before proceeding with this request. CONDEMNATION OF ROUTE 635 Mr. Stiles requested that a representative of the Highway Department be present at the next Board meeting to discuss this condemnation as he had some questions with regard to how the Highway Department planned to handle this matter. PUBLIC HEARINGS A PUBLIC HEARING TO RECEIVE CIT INPUT ON A PROPOSED PREVENTION CODE - APPROVED Mr. Riley introduced Mr. L. A. Dean from the State Enforce- ment Office. Mr. Dean appeared before the Board to explain this ordi- nance and stated that it became effective on March 1, 1988 and is enforceable. He further stated that should a locality choo not to enforce this ordinance, then the State Enforcement Offi would. Mr. Stiles stated that this ordinance would pertain only commercial and industrial buildings. Mr. Dean replied that that was correct. Upon motion made by L. A. Putnam, seconded by Charles W. Orndoff, Sr. and passed unanimously, the ordinance that would allow the County to initiate enforcement activities on commercial and industrial buildings, when written complaints related to fire safety conditions are already generally known about by the County, was approved. INCREASE OF THE ANNUAL CO OF SUPERVISORS - APPROVED RATE OF THE BOARD Mr. Riley stated that it has been proposed that the Board member's salaries be increased from $2,700 to $4,000 for the Chairman, annually, and the Board members from $2,500 to $3,500 annually. Upon motion made by Roger L. Crosen, seconded by Robert M. Rhodes and passed unanimously, the above was approved. REZONING REQUEST #008 -88 OF BUTLER MANUFACTURING COMPANY - STONEWALL MAGISTERIAL DISTRICT - APPROVED 53� Mr. Watkins, Planning and Development Director, presented this request and stated that the Planning Commission recommended approval. Mr. Werner Eugster, representative of Butler Buildings, appeared before the Board on behalf of this request. Mr. John Light, area resident, appeared before the Board to oppose this request and stated that his main concern is the fil- ter system that they plan to use. He stated that he was con- cerned what would happen when the ground becomes saturated. He further stated that there were other neighbors that shared his concerns but they did not wish to appear before the Board. Mr. Light stated that he felt additional rows of evergreen were need- ed beside his property than what the plans called for and stated that he was requesting three rows of evergreen as a buffer. Mr. Stiles stated that he did not feel that the County could require a buffer such as this. Mr. Edward Grant, area resident, appeared before the Board and stated that he did not feel the County had all the needed answers concerning this request. 11 Mr. Riley explained to the Board the Wisconsin Filter System that is to be used for this project as explained to him by Dr. Tenney of the Health Department. Mr. Light appeared before the Board again and stated that the bedrock in this area concerned him as well as the filtering system. Mr. Eugster appeared before the Board again to reassure all parties that Butler Buildings would do whatever is necessary to insure the proper filter system would be installed. He stated that he felt three rows of buffer was extreme but he would take a look at it. Upon motion made by Charles W. Orndoff, Sr., seconded by L. A. Putnam and passed unanimously, rezoning request number 008 -88 of Butler Manufacturing Company, Rural Systems Division, 7400 East 13th Street, Kansas City, Missouri, to rezone 30 (plus or minus) acres from A -2 (Agricultural General) to M -1 (Industrial Limited) was approved. This property is located on Route 669 53 and is identified as Parcel 6A on Tax Map 34 in the Stonewall Magisterial District. RECONSIDERATION OF REZONING REQUEST OF J. W. ATHEY Mr. Riley presented this request. Mr. Ambrogi, Commonwealth's Attorney, stated that he felt that perhaps this should be discussed in Executive Session prio� to being discussed in open session. It was the consensus of the Board that this would not be necessary. Mr. Stiles explained to the new Board members the back- ground of this rezoning request. Mr. Joseph Massie, Attorney representing J. W. Athey, appeared before the Board. Mr. Stiles discussed with Mr. Massie the letter received from Judge Arthur W. Sinclair with reference to this rezoning a: their interpretation of the letter was not the same. He stated that there were two separate parcels of land on the County records and that one was grandfathered and the other was not. Mr. B. J. Tisinger, Attorney, asked if this was a public hearing. Mr. Stiles replied no, but the Board would receive any ment he would care to make. Mr. Tisinger replied that he had none. Upon motion made by Dudley H. Rinker, seconded by L. A. Putnam and passed unanimously, to advertise this as a public hearing for the first Board meeting in June. REZONING REQUEST #009 -88 OF READING LANDSCAPES, INC. - GAINESBORO MAGISTERIAL DISTRICT - TABLED Mr. Watkins presented this request and stated that the Plar ning Commission recommended approval. Mr. Michael Bryan, Attorney, appeared before the Board on behalf of the petitioner. Mr. Crosen stated that he had no problems with a nursery landscaping business being at this location, but it did concern him as to what else might go here if this business were sold based on what is stated in the Code, and that he would like to 533 see this referred back to the Planning Commission for further study. Mr. Bryan stated that he did not agree with this statement completely. Mr. Crosen stated that none of the surrounding property is commercial. The Board discussed at length amending the ordinance to address this request and if this is done it would be the first of September with the Planning Commission and the Board hearing this before a decision could be made. Mr. Bryan stated that May 17 is the deadline for the pur- chase of the property. Upon motion made by Roger L. Crosen and seconded by Robert M. Rhodes, to refer this to the Planning Commission and have them consider an A -2 Ordinance. The above motion was approved by the following recorded vote: Aye - Robert M. Rhodes, Dudley H. Rinker, Roger L. Crosen and Charles W. Orndoff, Sr. Nay - Kenneth Y. Stiles and L. A. Putnam. Mr. Riley asked if this could not be sent back to the Plan- ning Commission to be amended and brought back to the Board at their first meeting in June. The Board concurred. REZONING REQUEST #010 -88 OF GLAIZE AND BROTHERS - SHAWNEE MAGISTERIAL DISTRICT - APPROVED Mr. Watkins presented this request and stated that the Plan- ning Commission had recommended approval. Mr. Chuck Maddox, of G. W. Clifford Associates, appeared before the Board and by way of a map explained the location and detail of this request to the Board. Mr. B. J. Tisinger, Attorney, appeared before the Board on behalf of this request and stated that these homes would be on display such as those on the right as you enter Upperville. Mr. Orndoff asked how many models would there be. Mr. Maddox replied six. Mr. Stiles asked if anyone present cared to address this request. 534 No one came forward, however, Mr. Stiles noted that corre pondence had been received from the Calvary Church as they did have some concerns but were not objecting to this request. Mr. Putnam stated that he had a few citizens call him with regard to what would happen with this property in the future. Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, rezoning request number 010 -88 0 Glaize and Brothers, P. O. Box 2598, Winchester, Virginia, to rezone 5.00 acres from MH -1 (Mobile Home Park) to B -2 (Business General) was approved. This property is located at Route 522 with Bufflick Road and located on the East side of Route 522 an is identified as Parcel 9B on Tax Map 64 in the Shawnee Magis- terial District. CONDITIONAL USE PERMIT #008 -83 OF STEPHEN P. WILLIAMS - BACK CREEK MAGISTERIAL DISTRICT - APPROVED Mr. Watkins presented this request and stated that the P1 ning Commission recommended approval. Mr. Stephen Butler, Attorney, appeared before the Board to represent this request. Upon motion made by Robert M. Rhodes, seconded by Dudley H Rinker and passed unanimously, conditional use permit number 008 -83 of Stephen P. Williams, P. 0. Drawer 2097, Winchester, Virginia, to reestablish an existing prior nonconforming use fo equipment sales and service was approved. This property is lo- cated on the South side of U. S. Route 50 and the North side of the Winchester and Western Railroad, near the intersection of Route 608 and Route 50. This property is identified as Parcel 152 on Tax Map 51 in the Back Creek Magisterial District. ORDINANCE AMENDMENTS Mr. Watkins presented this request and stated that the Planning Commission recommended approval. AN ORDINANCE TO AMEND THE FREDERICK COUNTY CODE, CHAPTER 21 ZONING, ARTICLE I, IN GENERAL. SECTION 1 -1 VEHICLE - APPROVED Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, the following ordinance amendmen was approved: �3 AN ORDINANCE TO AMEND THE FREDERICK COUNTY CODE, CHAPTER 21, ZONING, ARTICLE I, IN GENERAL, SECTION 1 -1, DEFINITIONS TO AMEND THE DEFINITION OF AUTOMOBILE GRAVEYARD AND TO ADD A DEFINITION OF INOPERABLE VEHICLE TO READ AS FOLLOWS: 1 -1 -12 Automobile Graveyard - Any lot or place which is exposed to the weather upon which more than five inoperable motor vehicles are placed, located or found. 1 -1 -111.3 Inoperable Motor Vehicle - Any moter vehicle having any major component missing and which is exposed to the weather and unlicensed by the Virginia Division of Motor Vehicles. Major components shall include the engine, transmission, steering mechanism or other components which are necessary for the safe and normal operation of such vehicle. AN ORDINANCE TO AMEND THE FREDERICK CO UNTY CODE, CHAPTER Upon motion made by Robert M. Rhodes and seconded by Dudley H. Rinker, to approve the following ordinance amendment: The above motion was passed by the following recorded vote: Aye - Kenneth Y. Stiles, Robert M. Rhodes, Dudley H. Rinker, Roger L. Crosen and L. A. Putnam. Nay - Charles W. Orndoff, Sr. AN ORDINANCE TO AMEND THE FREDERICK COUNTY CODE, CHAPTER 21, ZONING, ARTICLE X, BUSINESS NEIGHBORHOOD DISTRICT, (B -1), TO REVISE THE STATEMENT OF INTENT TO ELIMINATE THE INTENT TO LIMIT STRUCTURE SIZE AND TO ADD A DIMENSIONAL REQUIREMENT LIMITING THE AVERAGE FLOOR AREA OF USES ON PARCELS IN THE B -1 DISTRICT TO 3,000 SQUARE FEET TO READ AS FOLLOWS: 10 -1 Statement of Intent The primary purpose of this district is to establish a business district that will serve the surrounding residential districts. Traffic and parking congestion are to be held to a minimum to protect and preserve property values in the surrounding residential districts and, insofar as possible, neighborhood business development should take place in the district. The district should include such activities as are necessary for the day -to -day operation and convenience of a normal household. Neighborhood business developments are intended to be relatively small in area. 10 -7 Use Area Requirements The average total floor area for all individual uses on a parcel of land shall not exceed 3,000 square feet. SALE OF ABANDONED RIGHT -OF -WAY DESIGNATED AS A PORTION OF 536 Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, the abandoned right -of -way desigi nated as a portion of Stanford Drive in the College Park Subdivi sion was approved to be advertised for sale. OTHER PLANNING ITEMS SUBDIVISION REQUEST - ROBERT ADAMS - APPROVED Mr. Watkins presented this request and stated that the P1 ning Commission recommended approval. Mr. Greenstreet appeared before the Board to represent Mr. Adams. Upon motion made by Charles W. Orndoff, Sr., seconded by L� A. Putnam and passed unanimously, the subdivision request of Robert Adams was approved. SUBDIVISION REQUEST - CURTIS R. HANSEN LAND - APPROVED Mr. Watkins presented this request and stated that the P1 ning Commission recommended approval. Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, the subdivision request of the Curtis R. Hansen Land was approved. SUBDIVISION REQUEST - KIMERLY G. HENRY - APPROVED Mr. Watkins presented this request and stated that the P1 ning Commission recommended approval. Upon motion made by Charles W. Orndoff, Sr., seconded by Robert M. Rhodes and passed unanimously, the subdivision request of Kimerly G. Henry was approved. SUBDIVISION REQUEST - KIMERLY G. HENRY - LOTS 30 AND 31 - APPROVED Mr. Watkins presented this request and stated that the P1 ning Commission recommended approval. Upon motion made by Charles W. Orndoff, Sr., seconded by L. A. Putnam and passed unanimously, the subdivision request of Kimerly G. Henry, Lots 30 and 31, was approved. The Board recessed at this time. PURCHASE OF SHAWNEELAND UTILITY COMPANY - DISCUSSED Mr. Stiles stated that this was discussed at a special ing on May 5, 1988. 5 3 1' Mr. Bill Swimley, resident of Shawneeland, appeared before the Board and stated that if the County chose to purchase this water system he did not feel this cost should be spread to all residents of Shawneeland. Mr. Stiles explained how this would work and that only the users of the system would bear the cost. Mr. Swimley stated that he was concerned as to what the long range plans were. Mr. Wayne Crater, resident of Shawneeland, appeared before the Board and referred to an earlier meeting where hook -ups to the water system was discussed. Mr. Riley stated that per Dr. Tenney, of the Health Depart- ment, a lot of the lots cannot have a well and septic due to the size of the lot. Mr. Stiles stated that Mr. Ambrogi and Mr. Riley would be going to Harrisonburg on Friday, the 13th, to find out more about the sale of the current water system in Shawneeland. COMMITTEE REPORTS REGIONAL AIRPORT AUTHORITY REPORT Mr. Stephen F. Owen, Assistant County Administrator, presented this report and stated that it was for information only. FIRE AND RESCUE COMMITTEE REPORT Mr. Stephen F. Owen, Assistant County Administrator, presented the following report and stated that it was for information only and no action was necessary: The Fire and Rescue Committee met on Monday, April 18, 1988, at 7:30 P.M., in the Round Hill Volunteer Fire Company facility. All companies were represented. Also present were Board Member Roger Crosen and Emergency Services Coordinator Homer Sanders who covered the meeting for the County. The following items were discussed, however, none require Board action: NFIRS Reporting Homer Sanders requested that the Fire Companies advise if they would be participating in the National Fire Incident Report- 538 ing System project through the Assistant County Administrator's Office. Most companies indicated that they would start within the next several months. Paid Personnel The Committee scheduled May 4, 1988, at 7:30 P.M., for the Paid Fire and Rescue Personnel Subcommittee to meet. False Alarms Homer Sanders advised the Committee of State Law concerni calling in false alarms, in response to recent problems at Baker House. Chlorine Risk Asses Homer Sanders reported that he had recently inspected chlorine facilities at all of the County's public water and sewer plants and was trying to schedule the private facilities next. Tornado Pre - Planning Tornado risk management pre -plans have now been done by Mrl Sanders for Robert E. Middle School and Quarles and Bass - Hooverl Elementary Schools. Communications Subcommittee Ty Cather was appointed Chairman for the Committee's Communications Subcommittee. PUBLIC WORKS COMMITTEE REPORT Mr. Orndoff, Chairman of the Public Works Committee, pre- sented the following report: The Public Works Committee met on Wednesday, May 3, 1988, at 7:30 A.M., at the Holiday Inn East. Present were Board members Charles W. Orndoff, Sr. and L. A. Putnam; Committee members Col. (Ret.) W. Wayne Miller and Keith A. Tubandt; Count, Administrator John R. Riley, Jr. and Assistant County Admini- strator Stephen F. Owen. The following items were discussed: Landfill Wheel Tractor Scraper Bids - Approved The Committee recommends Board approval to order a Landfil wheel tractor scraper from Alban Tractor Company, Inc., based their bid of $250,478. The Committee also recommends that the 539 Board authorize staff to obtain quotes for financing the scraper and to proceed with arranging loan documents with the lender offering the best terms. Upon motion made by Charles W. Orndoff, Sr., seconded by L. A. Putnam and passed unanimously, the above recommendation was approved. Landfill Rate Increase - Approved The Committee reviewed a report prepared by Foundation Engineering of Virginia relative to projected landfill revenues and expenditures for the next 14 years, and now recommends that the Board advertise for public hearing rate increases as follows: Current Proposed Municipal Rate $ 8.00 /Ton $10.00 /Ton Commercial Rate $10.00 /Ton $12.00 /Ton Upon motion made by Charles W. Orndoff, Sr., seconded by L. A. Putnam and passed unanimously, the above recommendation was approved. Litter Control Grant Expenditure - Approved The Committee recommends that up to $1,000 of the $5,809 in litter control grant funds the County will receive in FY 88 -89 from the State be used to pay for the Chamber of Commerce's Natural Resources Committee's recycling project and recycling essay contest's actual expenses, provided that the City of Winchester participates in the same manner. Upon motion made by Charles W. Orndoff, Sr., seconded by L. A. Putnam and passed unanimously, the above recommendation was approved. Items Not Requiring Action Abandoned Vehicle Program The Committee concurred with staff's recommendation to award a one year contract, renewable for one additional year, to Zuckerman Company, Inc. for this program. Zuckerman Company will pick up, store and demolish abandoned vehicles that are voluntarily submitted under this program. A $50.00 bounty is available from the Virginia Division of Motor Vehicles for each vehicle submitted with an identification number of which the 540 County will keep $5.00, the vehicle owner will receive $15.00, and Zuckerman will receive $30.00. A magazine article on the program is attached. Greenwood and Gainesboro Compactor Site Plans Staff reviewed site plans for the Greenwood and Gainesborol compactor sites and advised that work on these will start as soon as possible. Landfill Monthly Tonnage Report See Attachment 4. INFORMATION SERVICES COMMITTEE REPORT Mr. Rinker, Chairman of the Information Services Committee] presented the following report: The Information Services Committee met on Thursday, May 5, 1988, 12:00 noon, in the County Administrator's Office. Presen were Dudley H. Rinker, Chairman of the Committee; L. A. Putnam; C. William Orndoff, Jr., Treasurer; Stephen F. Owen, Assistant County Administrator and John R. Riley, Jr., County Administra- tor. Absent were Committee members William O. Bauserman and James L. Beukema. Mr. Tyson was also absent. The Committee submits the following: Discussion of Request for Proposal for Treasurer's Office Automation - Approved The Committee reviewed the attached software proposal and recommends advertisement for request for proposals for software purchase. The Committee also noted that the RFP's will be re- viewed for completeness and adaptability to our system by the consultant hired by the County. Upon motion made by Dudley H. Rinker, seconded by L. A. Putnam and passed unanimously, the above recommendation was approved. PARKS AND RECREATION COMMITTEE REPORT Mr. Dudley Rinker, Board Liaison on the Parks and Recreation Commission, presented the following report and stat that it was for information only and no action was necessary: The Parks and Recreation Commission met on April 19, 1988. Members present were: Robert Roper, Carole Ambrogi, Patricia 541 Perry, Carmen Rio, Donald Wilson, Dudley Rinker. Absent: Courtland Smith, Thomas Grove. The following action was taken on agenda items: Community and Law Enforcement Against Narcotics, Inc. - „ .- The Commission voted unanimously to support a Joint Teen Committee within Clarke and Frederick Counties and the City of Winchester. Review of Proposed Pool Fees and Hours of Operation The Commission voted unanimously to approve the report as proposed. Review of Committee Goals The Commission voted unanimously to approve the preliminary Committee goals (Finance, Public Affairs, Capital Improvements). Pool Fund - Raising Drive The Commission voted unanimously that the members should not make additional community contacts to solicit donations for the proposed swimming pools. If the staff or volunteers want to contact companies not previously contacted, it is the Depart- ment's decision to follow up. Approval of Joint Worksession with Board of Supervisors The purpose of the session would be an annual visit between the Board members and the Commission during a week day afternoon concluding with a cookout at one of the Parks. Commission voted unanimously on the proposed worksession. Approval of Worksession with Planning Commission Commission unanimously approved a worksession with the Plan- ning Commission to be held May 23, 7:00 P.M. Approval of Commission Worksession Commission voted unanimously to hold a worksession on May 17, 1988 in lieu of a formal Commission meeting. TRANSPORTATION COMMITTEE REPORT Mr. Watkins presented the following report: The Transportation Committee met Monday, May 2, 1988, and acted on the following items: Rural Addition Request for Hudson Avenue Located in Albin 542 The Committee requested that the staff proceed with all necessary work to bring this private road into the VDOT system. The staff will meet with the residents of this neighborhood to discuss right -of -way needs. Please see the attached letter and plat. No action was taken. School Warning Signs for Shenandoah Valley Church, Route 11 South The Committee requested that VDOT investigate the possibil- ity of school warning signs and report back to the Committee at its June meeting. No action was taken. Speed Limit Reduction Request - Route 522 South - Approved The Committee recommended approval of the speed limit tion on Route 522 South from Route 645 (Bufflick Road) to the Route 50, 17 and 522 South interchange at Delco Plaza. The reduction is from 45 mph to 35 mph. Please see the attached petition. The Committee recommends the Board of Supervisor's support of this request. Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, the above recommendation was approved. Status of Highway Safety Grant Requests No agencies have participated in the Highway Safety Grant programs as discussed by the Committee. No action was taken. Tran Coun )ort ation Study Program Needs - Eastern Frederick The Committee recommended that the Request for Proposals (RFP), as attached, be held for 30 -60 days and further coordina ed with the VDOT. Currently, VDOT is finalizing discussions with consultants for the Winchester- Frederick County Transporta tion Plan. Once the VDOT scope of study is defined and com- plete, the Committee will initiate a coordinated RFP. No action was taken. 543 The next Transportation Committee meeting will be June 6, PERSONNEL COMMITTEE REPORT Mr. Putnam, Chairman of the Personnel Committee, presented the following report: The Personnel Committee met on Tuesday, May 3, 1988. Present were Steve Putnam, Roger Crosen, John Riley, Steve Owen and Ann Kelican. Clarence L. Hunter was absent. The Committee submits the following report and recommendations to the Board of Supervisors for consideration: Merit Evaluation System The Committee discussed the annual merit evaluation system and will consider a recommendation at the next meeting. Reappointment to Private Industry Council - Approved The Committee viewed the attached request from Dorothy Brewer for reappointment to PIC and recommends approval of same. Upon motion made by L. A. Putnam, seconded by Roger L. Crosen and passed unanimously, the above recommendation was approved. Appointment to Private Industry Council to Fill Vacancy The Committee reviewed the attached request to fill the PIC vacancy created by the resignation of Edward Keenan and recom- mends that this appointment be made as soon as possible. This was done earlier in the meeting. FINANCE COMMITTEE REPORT Mr. Rhodes, Chairman of the Finance Committee, presented the following report: The Finance Committee met on Tuesday, May 3, 1988. All members were present. The following items require Board action: Request from Planning for a General Fund Appropriation Transfer in the Amount of $1,000.00 - Approved II Request for a 1987 -88 General Fund appropriation transfer from Planning in the amount of $1,000.00. The transfer is needed to pay computer phone bills. The Committee recommends approval. y 4 1. Upon motion made by Robert M. Rhodes, seconded by Dudley Hi Rinker and passed unanimously, the above request was approved. Request for Frederick County to Advance Funds to North- western Community Services - Denied The Committee recommends that the County guarantee a line of credit for Northwestern Community Services at a local financial institution. The above request was denied. est from the School for Appropriation Transfers of 000 and a Supplemental Appropriation of 13,255.91 - Eighteen thousand dollars is needed to compensate for unanticipated expenses related to securing funds for the new elementary schools and greater than anticipated legal fees this fiscal year. Ten thousand dollars is needed due to increased cost for handicapped children serviced by the school system. Also, additional funds of $13,255.91 will be received for the vocational disadvantaged program. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above request was approved. Request from the School Finance Director for a School Operating Fund Supplemental Appropriation in the Amount of 6,15 .00 and Ap ro riation Transfers in the Amount of 33,065.00 to Reinstate Protect CLEAN for FY88 -89 - The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above request was approved. The Manager of the Sanitary District is Requesting an Additional Sanitary District A ropriat in the Amount of 89,2 5 for Road Improvements rom the June 5, 1988 Sanitary District Tax Collection The Committee recommends approval. This was done at the Special Meeting on May 5, 1988. Requests from the Commissioner of the Revenue for 1987 -88 General Fund A2propriation Transfers in the Amount of 2,128, within the Department. Also, Requested is a 1987 -88 General Fund Appropriation Transfer From Continaencv in the Amount of T1,559 - Approved The Committee recommends approval. 1209 - 1005 -00 Transfer from Extra Help /Overtime $ 528 1209 - 5506 -00 Transfer from Travel 450 545 1209 - 4003 -02 Transfer from Central Stores Gasoline 250 1209- 3006 -00 Transfer from Printing and Binding 500 1209 - 3004 -02 Transfer from Repair & Maintenance 400 9301 - 5890 -00 Transfer from Contingency 1,559 $3,687 1209 - 5204 -00 Transfer to Postage and Telephone $1,200 1209 - 3005 -00 Transfer to Maintenance Service Contract 219 1209 - 3010 -00 Transfer to Other Contractual Service 2 $3,687 The purposes for this request include filming documents on microfiche by the Northwestern Workshop, additional postage, and maintenance on typewriters. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above requests were approved. The Finance Director is Requesting a 1987 -88 General Fund Appropriation for Computer Consultinq Services - Approved The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by L. A. Putnam and passed unanimously, the above request was approved. Request from the Finance Director for a 1987 -88 General Fund Appropriation Transfer from Contingency of $2,000 to Help Purchase a Personal Computer - Approved Currently, I have $3,000 budgeted. The Finance Department has two personal computers that seven staff persons utilize. After the consultant has completed his study, I anticipate we will need a PC for everyone. However, one additional PC would help at this time. The Data Processing Director would assist with the selection. The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by Dudley H. Rinker and passed unanimously, the above request was approved. Attached is the Code Section Regarding Procedures for Establishing Salaries for Boards of Supervisors The Committee recommends $3,500.00 for Board members and $4,000.00 for the Chairman of the Board. This was done earlier in the meeting. The Inspections Department is Requesting the Establishment 546 of Another Petty Cash Drawer in the Amount of Which to Sell Permits - Approved The Committee recommends approval. Upon motion made by Robert M. Rhodes, seconded by L. A. Putnam and passed unanimously, the above request was approved. The following is for your information only: 1. Attached is a letter from the City Manager regarding expanding City transit services into Frederick County. The Committee recommends no action. 2. Attached is information from the Department of Taxation. 3. The Sheriff's Department is now eligible to be added our General Liability Insurance Policy. The cost to add them for FY88 -89 is $42,140.00. The cost to the County without the Sheriff's Department for FY88 -89 is $62,476.00. Together the cost would be $104,616. The Committee recommends the County renew coverage at the current status which does not include General Liability coverage for the Sheriff's Department. A Law Enforcement policy for one million dollars is in force currently. REQUEST FOR TRANSFER OF FUNDS FOR THE ANIMAL SHELTER APPROVED Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, a transfer of funds in the amount of $6,550 (Alterations to Old Buildings) for the old dog kennel to the shelter project (10 -4305- 7800 -00 - Buildings) was approved. REQUEST FOR TRANSFER OF FUNDS FOR JAIL REPAIRS - APPROVED Upon motion made by L. A. Putnam, seconded by Dudley H. Rinker and passed unanimously, that the previously approved $35,000 for jail modular units be used for repairs at the Jail and that $10,000 be transferred from fund balance for plumbing repairs. PROPOSED CIVIC CENTER - DISCUSSED Mr. Stiles stated that the City had voted not to put the proposed civic center to referendum on the ballot in the Elec- 0.00 from tion this Fall. 5 4 s' Mr. Crosen stated that he felt City Council had acted pre- maturely and that the citizens of the County and City are dis- appointed that they will not be given the opportunity to vote on this in the Election this Fall. Mr. Stiles stated that he felt it was better to make that decision now rather than to drag it out all Summer when it is apparent to both localities with all the capital expenditures that both localities have committed to, there is no way a Civic Center could be built in the near future. Mr. Putnam stated that he was surprised, he felt the Committee level would have gone further before the issue was killed. Following discussion, the Board could not reach a decision on the final wording for their action on the future of the Civic Center. BOARD RETIRED INTO EXECUTIVE SESSION Upon motion made by Dudley H. Rinker, seconded by Roger L. Crosen and passed unanimously, the Board retired into Executive Session in accordance with Virginia Code, 1950, as amended, Section 2.1 -344, Subsection A (6) to discuss legal matters and acquisition of property. BOARD WITHDREW FROM EXECUTIVE SESSION Upon motion made by Dudley H. Rinker, seconded by L. A. Putnam and passed unanimously, the Board withdrew from Executive Session. BOARD RECONVENED INTO REGULAR SESSION Upon motion made by Dudley H. Rinker, seconded by L. A. Putnam and passed unanimously, the Board reconvened into regular session. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT W ORDERED THAT THE ARD I V airman, Board Supervisors OF SUPERVISORS ADJOURN.