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July 13, 1983 Regular Meeting179- A Regular Meeting of the Frederick County Board of Supervisors was held on July 13, 1983, at 7:00 P.M., in the Board of Supervisor's Meeting Room, 9 Court Square, Winchester, Virginia. PRESENT S. Roger Koontz, Chairman; Will L. Owings, Vice- Chairman; Rhoda W. Maddox and Kenneth Y. Stiles. Absent: William H. Baker and David L. Smith. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by the Reverend James Guthrie of the Burnt Presbyterian Church. ADOPTION OF AGENDA Mr. Stiles stated that he had an item under "County Officials" and also an item under "Personnel ". Mr. Owings requested time under the "Finance Committee Report" for a report to be handed out from the Finance Director. Mr. Koontz stated that he had an item that he would like to request an Executive Session for at the end of the meeting dealing with Personnel. Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, the agenda was adopted as amended. APPROVAL OF MINUTES Mrs. Maddox stated that in the minutes of June 8, 1983, on Page 4, it should state that the funding had been "recommended" for reinstatement. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, that the minutes of the Regular Meetings of May 11, May 25, June 8 and June 22, 1983 be appproved as amended. RESOLUTION HONORING JAMES WOOD HIGH SCHOOL FFA CHAPTER - APPROVED Mr. Riley read the following resolution honoring the James Wood High School FFA Chapter: WHEREAS, the James Wood FFA Chapter attended the 57th Annual State FFA Convention at VPI and SU in Blacksburg, Virginia in June, 1983; and WHEREAS, the members received many awards for their individual achievements; and WHEREAS, the Chapter was also recognized for its achievements. NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors hereby express their congratulations to the members and staff of the James Wood High School FFA Chapter for their achievements. BE IT FURTHER RESOLVED, that a true copy of this resolution be delivered to the FFA Chapter. RESOLVED this 13th day of July, 1983. /s/ S. Roger Koontz _ S. Roger Koontz, Chairman /s/ Will L. Owings Will L. Owings, Vice - Chairman /s/ William H. Baker William H. Baker ATTEST: /s/ John R. Riley, Jr. John R. Riley, Jr., Clerk Board of Supervisors /s/ Rhoda W. Maddox Rhoda W. Maddox /s/ David L. Smith David L. Smith /s/ Kenneth Y. Stiles Kenneth Y. Stiles Upon motion made by Kenneth Y. Stiles, seconded by Rhoda W. Maddox and passed unanimously, the above resolution was approved. TERMS FOR COUNTY MEMBERS ON WINCHESTER REGIONAL AIRPORT COMMISSION - TABLED The Board concurred that the terms of the County members on the Regional Airport Commission would be tabled until the meeting of August 24, 1983. BOARD RECEI FROM DAVID SCHWEMER. EXECUTIVE SCAL The Board had received a letter from David Schwemer stating that it was his understanding that the Board had granted Northwestern Community Services 1984 Fiscal Year Funding Request of $57,156. He thanked the Board for their support during his seven and half years as Director of the Northwestern Community Services inasmuch as he would be leaving the area for a new position. Mr. Stiles requested that a letter be sent to Mr. Schwemer thanking him for his assistance and support during his tenure as Director. The Board concurred with Mr. Stiles' request. BOARD RESCINDS ACTION OF MAR NEFFSTOWN REDISTRICTING 83 DEALING W17 Mr. Stiles stated that at the March 23, 1983 Board Meeting, action had been taken to change the polling place of the Neffstown Precinct, but in doing so the boundary lines had not been changed, therefore this action would have to be rescinded inasmuch as time does not allow this to be readvertised as set out in the guidelines from the Justice Department in time for the forthcoming November election. • Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, that the following Board action of March 23, 1983 be rescinded: Upon motion made by Will L. Owings, seconded by David L. Smith and passed unanimously, that the following ordinance amendment be approved: An Ordinance to amend the Frederick County Code, Chapter 7, Article III, Section 7 -11, Polling Place Changes: Neffstown Precinct Change polling place in Neffstown Precinct from Frederick Block Company to Stonewall Elementary School. REQUEST FROM STONEBROOK CITIZENS ASSOCIATION, INC. FOR A "NO HUNTING" ORDINANCE - TABLED AND REFERRED TO THE LAW ENFORCEMENT AND COURTS COMMITTEE Mrs. Barbara Van Osten appeared before the Board with reference to this request and stated that this request was being brought about mainly because of an incident that had happened with hunters last Fall in the Brookneil Subdivision. She further stated that there had been many incidents where firearms had been fired close to the Stonebrook Subdivision and that with the many residents in the subdivision, and especially children, that some- thing needed to be done to prevent a tragedy from occuring. After discussion by the Board it was felt this needed further study and it was referred to the Law Enforcement and Courts Committee. The following is a statement submitted by Mr. Baker regarding the above, inasmuch as he was unable to attend the meeting. Once again, I recognize the fact that I cannot vote absentee, however, I would like to submit my comments in writing on the concerns of the Stone - brook Citizens Association as submitted by their President, Mrs. Barbara E. VanOsten and their request for an ordinance prohibiting hunting within a populated subdivision or within one half mile of such a subdivision. I would like to go on record as saying that consideration should be given to this request and I would ask if the Board would consider advertis- ing for the purpose of having a Public Hearing on the matter and then giving consideration to an ordinance as requested by the Stonebrook Citizens Association. 1983 -84 HIGHWAY IMPROVEMENT BUDGET - APPROVED Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, that the 1983 -84 Highway Improvement Budget in the amount of $727,990.00 be approved as submitted. Mr. Stiles asked about the process involved in abandonment of a section of Route 660. Mr. Bushman stated that a notice of intent to abandon would have to be posted and then a public hearing would be held. 182 Mr. Stiles requested that the Highway Department proceed with the necessary steps to have this procedure started as this section of road was becoming a real problem. Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, that the above request be approved and that proceedings be started as soon as possible in order for this section of road to be closed. SEWER AND WATER EXTENSION PROJECTS PLANNED FOR THE COUNTY - RnAPn APPRMMC CCUiGO nnn v Mr. Horne stated that the Planning Commission had met and discussed the three projects to extend sewer and water facilities to various areas of Frederick County and makes the following recommendation to the Board on behalf of the Planning Commission: The Route 277 water project and the Route 522 South water project are substantially in compliance with the Frederick County Comprehensive Plan. The Route 522 South sewer project is substantially in compliance with the Frederick County Comprehensive Plan for the natural gravity service area only. Any plans to pump additional flows into the water line from outside the gravity service area would require further approval by the Commission and the Board of Supervisors. The Planning Commission unanimously approved the Route 277 water project and the Route 522 South water project as well as the Route 522 South sewer project. Mr. Stiles stated that due to a decision rendered during the past few days by the Sanitation Authority regarding the water project, the only thing the Board needs to discuss is the sewer part of this plan. Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, the Board of Supervisors does herein approve the request of the Sanitation Authority for endorsement for the funding under the "Jobs Bill" from the Farmers Home Administration for the 522 South sewer project only. EORGANIZATION OF COI TRANSPORTATION COMMIT - APPROVE[ Mr. Horne stated that at the last Planning Commission meeting a motion was made and passed which set the composition of the Transportation Committee at one member from each magisterial district, one member from the Planning Commission and one member from the Board of Supervisors with staff help from the Planning Department, the Highway Department, the Sheriffs 183 Department and the State Police Department. He further stated that at the meeting of July 6, 1983, the Commission reiterated their support for the above structure and recommended that the Planning Commission representative on the Committee be James Golladay and that the Board of Supervisors representative be the Board's liaison to the Planning Commission. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, to approve the above recommendation of the Planning Commission. FRED GORE APPOINTED TO THE T OPEQUON DISTRICT - APPROVED EE FROM Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, that Fred Gore of Opequon District, be appointed to the Transportation Committee. CHARLES W. ORNDOFF, JR. APPOINTED TO THE TRANSPORTATION COMMITTEE FROM STONEWALL DISTRICT - APPROVED Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, that Charles W. Orndoff, Jr. of Stonewall District, be appointed to the Transportation Committee. The remaining nominations to this Committee will be done at the August 24, 1983 Board meeting. PUBLIC HEARINGS ZMAP #009 -83 - THOMAS C. BAKER - STONEWALL MAGISTERIAL DISTRICT - APPROVED Mr. Horne presented this rezoning request and stated that the Planning Commission recommended unanimous approval. Mr. Baker appeared before the Board on behalf of his request. There was no opposition to this request. Upon motion made by Kenneth Y. Stiles, seconded by Rhoda W. Maddox and passed unanimously, that rezoning petition #009 -83 of Thomas C. Baker, P. 0. Box 3243, Winchester, Virginia, to rezone 3.062 acres now zoned M -1 (Industrial- Limited) to B -3 (Industrial- Transition) be approved. This property is designated as Parcel Number 107 on Tax Map 54 in the Stonewall Magisterial District. ZMAP #010 -83 - THOMAS D. ORNDORFF - OPEQUON MAGISTERIAL DISTRICT - APPROVED Mr. Horne presented this request and stated that the Planning Commis- sion recommended unanimous approval. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, that rezoning petition #010 -83 of Thomas D. Orndorff, 184 Route 1, Box 384, Stephens City, Virginia, to rezone .75 acres now zoned B -1 (Business- Limited) to B -2 (Business - General) be approved. This property is designated as Parcel Number 16 on Tax Map Number 86 in the Opequon Magisterial District. CUP #008 -83 - R. D. BROWN - BAUSERMAN OIL COMPANY, INC. - STONEWALL MAGISTERIAL DISTRICT - TABLED Mr. Stiles moved that this request be tabled inasmuch as it had been tabled at the Planning Commission Meeting and there was no recommendation. CUP #007 -83 - YUSAF ALI - BACK CREEK MAGISTERIAL DISTRICT - TABLED Mr. Horne presented this request and stated there were three or four adjoining property owners that had not been notified of this request due to the way the property was outlined on the map in the Commissioner of Revenue's Office. The property owners in question were present at the meeting and made themselves known to the Board. Mr. Ambrogi stated that in his opinion the Board should not proceed with this request tonight unless the property owners that had not received the proper notice concerning this request would waive notice at this time. Those property owners not receiving notice stated that they would not waive notice and would like for this request to go back to the Planning Commission. Mr. Horne stated that this would be going back to the Planning Commis- sion at their meeting on August 3, 1983 and be heard by the Board of Super- visors at their meeting on August 24, 1983. Mr. Bernard Fisher, son of the present owner, stated that he had spoken with the Planning Department earlier this Summer with reference to reopening this park, and further that he was of the opinion that his request could be granted under the Grandfather Clause. Mr. Horne stated it is the opinion of the Planning staff that this does not come under the Grandfather Clause and if Mr. Fisher disagrees then he can appeal this decision to the Board of Zoning Appeals. Mr. Fisher stated he would like to address this matter further. Mr. Koontz stated that legally this could not be done at this meeting and that this request would be going back to the Planning Commission and be brought back to the Board at their meeting of August 24, 1983. REQUEST BY CITY OF WINCHESTER AND WINCHESTER MEMORIAL HOSPIT FOR EXTENSION OF SEWER LINES IN MERRIMANS LANE AREA - APPROVE WITH CONDITIONS Mr. Carl Napps was present as representative of the Winchester Memorial Hospital as was Mr. Pete Johnston, President of the Hospital Board. Mr. Frank Cox, Engineer for this project, from the firm of Cox, McGee and Okerfund, of Charlottesville, was also present. Mr. Jay Givens, Utilities Director for the City of Winchester, appeared before the Board and explained exactly where the sewer lines would be located in relation to Merrimans Lane in order to service the Hospital which will be located on the DeGrange property off Route 50. He further stated that the City does not have the power to service County residents, however the City does have the ability to go through the County to serve City property provided the City is in accordance with the Zoning Ordinance of the political jurisdiction that they would be passing through, and this is why he was present at tonight's meeting to request the approval of the Board of Supervisors for this project. Mr. Stiles asked what size line would be used where the line ends at Williamsburg Heights. Mr. Givens replied the sewer line at that point is a twelve inch sewer main. Mr. Owings asked if the Hospital would use the full capacity of the twelve inch main. Mr. Givens replied no, that the contract between the City and the Hospital calls for an eight inch extension through this area, and further that the City is paying for the difference in the cost of that so that the City can serve that undeveloped area within the City limits in the future. Mr. Owings asked Mr. Givens if this line could serve any County residents in Merrimans Estates. Mr. Givens stated that the City has no power to extend sewer into the County. Mr. Owings asked what if the County would give permission for this to be done. Mr. Givens stated that it is a question that would have to be considered, then the City would have to act on the policy which was passed in 1976. Mr. Owings stated it appeared odd to him that the City was going to run the sewer line through property that is owned by Frederick County citizens in order to develop an undeveloped area which is East of Merrimans Estates. Mr. Givens stated that was the instructions given to him and he had no right to do otherwise. Mr. Stiles stated that when this presentation was made to the Planning Commission, it was done showing that there would be no County connections. He further stated that there are several members of the Planning Commission, including himself, that felt strongly that consideration needed to be given if this line is going to be run in this area and is going to run through the County to make provisions for serving part of the area West of Route 37 for which there had been requests in the past. Mr. Stiles addressed the fact of this extension not being in conformance with the Comprehensive Plan and in fact there are already sewer services West of 37, that being the new High School and the GE Plant. Mr. Horne stated that he felt that immediately West of 37 was the prime agricultural area of the County with all of the apple orchards presently located there. Based on this the staff recommendation was to allow this extension with the specific recommendation, at the time the decision is made, that this is in fact not to be treated as a precedent for extension West of Route 37. Mr. Koontz stated that he could understand Mr. Givens' position but he did have a real qualm about cutting off large blocks of land in the County that can never be serviced and the fact that it would take a legislative action by City Council in order to do so. He further stated that it was the responsibility of the Board to look out after the citizens of Frederick County. Mr. Koontz asked if there was enough time for the two bodies, or Committees of the two bodies, to sit down and discuss this situation further before reaching a final decision. Mr. Givens stated that with the time schedule that is involved he did not think there would be enough time for such a meeting. Mr. Pete Johnston, President of the Hospital Board, appeared before the Board to address the time situation which he stated is rather critical and if the approval for this specific project is not forthcoming by the Board of Supervisors that this could create a serious problem for the Hospital. Mr. Koontz asked Mr. Horne if he could put together in thirty days some of the County needs in reference to this such as land use assumption, etc. Mr. Horne replied yes. Mr. Stiles stated that his main concern was that the Board not make a decision now that would close the doors in the future. He further stated 18 that the problem is that once the County gives general approval of the location the County's level for friendly negotiations is gone, and the bottom line is unless there is some negotiations the approval might not be forthcoming. Mr. Owings asked Mr. Givens if the Board would give approval tonight for the location, would he make a committment on behalf of the City that there would be nothing serviced but the Hospital until the agreement is worked out. Mr. Givens stated that he could not do that. Mrs. Maddox stated that it seemed like the Board was always on the short end of a time schedule. The question as to what could be done with reference to this matter and the Courts, if in fact the Board did not approve this, was discussed at great length by the Board and Mr. Johnston. Mr. A. V. Dailey, Jr., a resident of Merrimans Estates, appeared before the Board and stated that he felt the only way to get rid of the water run- off which some of the residents had a problem with was through storm sewer. Mr. Frank Cox, Engineer, appeared before the Board to address the drainage problem in this area and he stated that he felt some of these ^ ` I problems were unfounded and that some are caused by the fact that some of the homes were built in a flood prone area. Dr. James B. Finan, resident of Merrimans Estates, appeared before the Board and stated that if the City and the Hospital want the yacht then let them buy the flag. He further stated that all the talk was what could be done for the City and Hospital, what about the County. Mr. William Barnett, resident of Merrimans' Estates, appeared before the Board and addressed the drainage problem in that area and stated that he felt the culverts were not large enough to handle the run -off. After much discussion the following six conditions were attached to this request made by the City of Winchester and the Winchester Memorial Hospital: 1. Approval is based on the location as described in the attached maps (approximately 50 ft. East of the rear property lines of the properties which front on Wayland Drive). 2. Written assurance be received from the City that the contractor is required to carry adequate liability insurance and bonding to cover possible damage to adjacent properties. 3. In the case of malfunctioning septic systems, consideration be given to allowing residents of Merrimans Estates to connect to this line. • 4. A commitment be received from the City that post development run -off rates not exceed predevelopment rates from the Hospital site. 5. A commitment be received from Winchester Memorial Hospital that their construction will not cause stormwater drainage patterns in the Merrimans Estates area to deteriorate. Service will be made available to areas in Frederick County to be designated by the Board of Supervisors and Winchester City Council. Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, that the request of the Winchester Memorial Hospital and the City of Winchester to extend sewer lines in the Merrimans Estates area be approved with the conditions as listed above. The following statement was submitted by Mr. William Baker, Board member, due to the fact that he was not able to be present at this meeting: I am aware of the fact that I cannot vote absentee, however, I under- stand I am permitted to offer comments in writing, therefore, with reference to the proposed sewer extension by the Winchester Memorial Hospital and the city of Winchester, I offer the following: It was very evident that those residents present at the Planning Commission meeting on Wednesday, July 6, 1983, are very concerned about the installation of sewer lines and its effect on their property. On the occasion of the City of Winchester's hearing on the matter in June, one route for the line was discussed, no possibility of another route was offered. Considerable objection was voiced, principally from the stand point of the line being run across the rear of the County residents property, plus possible damage to drainfields and wells. Last Wednesday night Mr. Givens pointed out a rerouting of the line 50 ft. to the East of the first proposal. This removes the line from the County residents property and places it on City property residents which is located on the County line dividing the City of Winchester and Frederick County at that point. This certainly relieves the primary concern voiced at the City June meeting, however, other legitimate concerns were offered, i.e., home damage due to construction, malfunction of septic system due to possible blasting damage, added run -off as a result of additional hard surfacing, roofs, etc., each resulting in added damage. Water has been a problem in the Merrimans Estates area and the easement along the rear of the property has its problems carrying off heavy rains properly and as a result some flooding has occurred. Certainly there is the potential for considerable additional run -off. It appears due consideration should be given this and improved drainage become a part of the overall plan. I question the validity of the site plan addressing "Run -Off Not to Exceed the Original Run -Off" if it can, great, if it cannot, the problem remains. Damage to any residence by virtue of blast- ing, etc. is a reality and certainly it behooves the contractor to have adequate insurance to cover such. In addition, ample care should be given to avoid the possibility of such damage, recognizing the fact that the area is relatively open, caution may not be exercised as it would in a more conjested area. Certainly I recognize the need for and the value of the facility that is being considered, I also recognize the concerns of the residents of the area. I encourage you to also recognize the concerns of the residents of Merrimans Estates in making your deliberation on this request. BOARD APPROVES FILLING DESIGN REVIEW SPECIALIST POSITION Mr. Riley requested permission of the Board to fill the recently vacated position of the Design Review Specialist within the Planning Office. Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, that the positon of Design Review Specialist be filled upon approval of the Personnel Committee. INFORMATION SERVICES COMMITTEE REPORT Mrs. Maddox, Chairman, presented the following report: The Information Services Committee met on June 28, 1983 with all members present. The Committee makes the following report and recommenda- tions: Micro - Computer for Parks and Recreation The Parks and Recreation Director appeared before the Committee to discuss a request for the purchase of a micro- computer. Information provided will be used in an on -going evaluation of the capabilities and versatility of our present equipment. A part of that study is the correla- tion of Word Processing, Micro- Computer and large frame computer as it relates to each department. There was no action taken. Cash Registers - Treasurer's Office The Information Services Director presented a proposal and estimated cost for an electronic cash register system which would provide better automation for cash receipts instead of total dependence on terminals. The cash register method could total end -of -day amounts by operator, relieve the need for writing receipts and break out daily cash sheet totals by general ledger account numbers. A terminal allowing inquiry capabilities to determine specific tax payment status would further enhance this automation. The Committee recommends approval, forwarding it to the Finance Committee for their consideration. Mr. Riley stated that he had addressed this with Finance members Mr. Baker and Mr. Owings and that they were in agreement with the amount which will be $12,000 and permission was given by them to proceed with the purchase of these cash registers. Upon motion made by Rhoda W. Maddox, seconded by Will L. Owings and passed unanimously, that the $12,000 be approved for purchase of said cash registers. WORD PROCESSING EQUIPMENT INFORMATION 1 M The Committee reviewed a report submitted by Renee' Arlotta, Permit Center Office Manager, dealing cost factors, useage level and applications available for the word processing equipment. This information will be beneficial when merged with that of other equipment for a more in -depth evaluation. The Committee has requested that a one month log -on procedure for word processing be conducted to provide time on and off the equipment, type of application and smart disk used and the volume of production. There was no action taken. Budget Adjustment - Sheriffs Department During the budget preparation cycle for 1983 -84, funds for automation equipment were overlooked. The following line items were affected: 03- 031 -3102- 7007 -00 CRT Terminal $4,000.00 03- 031 - 3102 - 8001 -00 Rent /UDS 2000 2,549.00 Total - $6,549.00 The Committee recommends approval. There was no action taken. FIRE AND RESCUE COMMITTEE REPORT Mr. Riley presented the following report: The Fire and Rescue Committee met on June 28, 1983, at 7:30 P.M., in the Gore Fire Company facility. The following companies were represented: Greenwood, Roundhill, Gainesboro, Middletown, Stephens City, Star Tannery, Clearbrook and Gore. Also present were Rhoda Maddox and John Riley. The following items were discussed: A. All companies were advised that the aerial maps and street maps of Frederick County have been distributed. There was no action taken. B. Company representatives requested an up -date on the status of a County Fire Code. Concern was expressed regarding locked /chained fire doors in public buildings. Increasing urbanization and industrial uses within the County are of concern. There was no action taken C. Requested that a fire hydrant flow test schedule be established with the Sanitation Authority. Mr. Riley stated that this was discussed at the last Sanitation Authority meeting. 191 D. John Riley gave a briefing on the previously distributed memorandum regarding the Five Year Plan. Mr. Riley emphasized the importance of team work and mutual goal setting for the fire and rescue companie county -wide. There was no action taken. E. It was requested that the Planning and Development Department alert the appropriate company when a change in use is approved so that proper fire pre - planning can be done. This has been referred to the proper County agency. F. Requested final floor plans of industrial /commercial facilities for proper pre - planning. This has been referred to the proper County agency. LAW ENFORCEMENT AND COURTS COMMITTEE REPORT Mrs. Maddox, Chairman, presented the following report: The Law Enforcement and Courts Committee met on Tuesday, July 5, 1983, at 11:30 A.M., in the Conference Room. Present were Rhoda Maddox and Larry Coverstone. Also present were Patricia Flegal, Dr. Majarov, Bob Harriman, Ann Kelican and John Riley. The Committee makes the following report: Discussion of Grant Request from the Northwestern Regional Jail Project The Committee discussed the Grant request with Mrs. Flegal and Dr. Majarov. The Committee still maintains that adequate precautions are now being taken and that current training is being provided. The recommendation was to deny the request. Upon motion made by Rhoda W. Maddox, seconded by Kenneth Y. Stiles and passed unanimously, the above recommendation to deny was approved. Bids for Jail Renovation The bids for the plumbing and electrical renovation of the Jail were discussed. It is estimated that the total cost for renovation, including converting the furnace from coal to natural gas, will be $17,000. Conversion of the furnance to gas would result in an energy savings payback and also reduce the fuels used at the Jail from three (oil, coal and electric) to two (gas and electrical). The Committee recommends that this work be authorized and refers the bids to the Code and Engineering Committee for consideration on July 13, 1983. Mr. Riley stated that due to the fact that the Board would not be meet- ing again until August 24, 1983, he would request permission to proceed with this project. 192 Upon motion made by Rhoda W. Maddox, seconded by Will L. Owings and passed unanimously, that the above request be approved. Incentive Pay Policy Amendments The Committee reviewed the existing Incentive Pay Policy. After a brief discussion it was requested that the staff prepare a revised policy and submit it to the Committee for review. There was no action taken. Discussion of Regional Jail Task Force Committee The Committee recommends that the Court Services Advisory Board comprise the Regional Jail Task Force. The composition of the Court Services Advisory Board represents all jurisdictions. Its current function enables the Board to be very familiar with the assignment of a needs assess- ment for a Regional Jail. It is requested that the Court Services Advisory Board be contacted to determine if they would be willing to accept this responsibility. Upon motion made by Rhoda W. Maddox, seconded by Kenneth Y. Stiles passed unanimously, the above was approved. FINANCE COMMITTEE REPORT Mr. Owings presented the following report: The Finance Committee met on June 27, 1983 with Mr. Baker and Owings present. Also attending were the Finance Director, County Administrator, Commonwealth's Attorney and Parks and Recreation Director. Request for Funds from Winchester -to- Winchester Student Exchange The Committee reviewed a request for funds from the Coordinator of the Winchester -to- Winchester Student Exchange Program. The Committee recommends that $100.00 be transferred from the contingency account for this program and that the Board of Supervisors consider this program each year during their regular budget process. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, the above was approved. Request from Shenandoah County The Committee reviewed a letter from the County Administrator of Shenandoah County offering to share the cost of an additional sanitarian position. A letter from the Director of the Lord Fairfax Health District which indicated a need for an additional sanitarian and the possibility of 193 establishing a fee system for septic tank permits was also reviewed by the Committee. The Committee recommends that Frederick County share the cost of an additional sanitarian with Shenandoah County and that a public hearing be scheduled to seek input on establishing a fee system to support the cost of sanitarians performing services in Frederick County. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, the above was approved. Request for 83 -84 Budget Adjustment The Committee reviewed a request from the Sheriff for a budget adjust- ment to include the cost of computer equipment for his department. The Committee recommends approval of the request with the funds for this equip- ment to be available from unanticipated funds remaining within the 1982 -83 Sheriffs budget. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, the above was approved. Request from Virginia Association of Counties The Committee reviewed a request from the Virginia Association of Counties to participate in funding telephone rate negotiations for local governments within Virginia. The Committee recommends that the County not participate in funding this project. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, the above recommendation was approved. Request for Deferred Payment of Recreational Impact Fees The Committee reviewed a letter from Counsel for Fredericktowne Company asking whether or not the County would be willing to accept payment for recreational impact fees on a deferred basis. The Committee recommends accepting $500.00 per month on the condition that any additional charges originating as a result of further subdivision be collected when due. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, the above recommendation was approved. Review of 1981 and 1982 Delinquent Lists The Committee reviewed the 1981 and 1982 delinquent real estate and 1978 thru 1982 personal property lists as prepared by Information Services Director. 194 The Committee recommends that the 1982 delinquent real estate and personal property taxes at June 30, 1983 be advertised as soon as possible and legal action be initiated. It is further recommended that this be a continuing automatic process each year. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, the above recommendation was approved. Request to Allocate Interest The Finance Director proposed that, beginning in July, certificates of deposit not be designated by fund in the Treasurer's office, but instead interest be allocated to all funds each quarter based on the average balance in each fund and the average interest rate for each quarter. This would be less work for the Treasurer and would allow funds with accumulated cash balances such as Cafeteria Fund and Landfill Fund to be credited with interest earnings. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, the above was approved. Request for Additional Funds The Committee reviewed the following as forwarded from the Law Enforce- ment and Courts Committee: A . Installing cages in patrol cars - The Committee recommends that $1,140.00 be transferred from the contingency account to fund the installation of four cages into patrol cars, one vehicle on each shift. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, the above recommendation was approved. The Committee further recommends that this process be repeated over the next three years until all patrol cars are so equipped. B. Jail Alarm Monitoring System - The Committee recommends that the low bid for the monitoring system be accepted, that $1,589.00 be transferred from the contingency account for that purpose, and the City of Winchester be invoiced for one -half the cost. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, the above recommendation was approved. C . Jail Liability Insurance Policy - The Committee recommends approval of additional liability coverage at the jail and further recommends that $3,339.00 be transferred from the contingency account for that purpose, and the City of Winchester be invoiced for their propor- tionate share. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, the above recommendation was approved. Supplemental Appropriation Request 195 The Finance Director requested a supplemental appropriation to the School Debt Fund in the amount of $245.00 to fund additional bank service charges. The Committee recommends approval. Upon motion made by Will L. Owings, seconded by Kenneth Y. Stiles and passed unanimously, the above recommendation was approved. Mr. Owings read the following memorandum from the Finance Director concerning cash flow estimates: Cash flow estimates have been made for the months of July, 83 thru November, '83. It appears that, although the General Operating Fund cash balance could decrease to approximately $236,000.00, the County will not have to borrow funds to operate. This assumes that there will not be a great escalation of payouts required for the Judicial Center during this period. At June 30, 1983 the Judicial Center payments were approximately $500,000.00 below the original estimated schedule. School Board unused funds will be approximately $293,000.00 which is $178,000.00 greater than estimated and will also aid in the cash flow situa- tion. The worksheet attached indicates current projections. No allowances have been made for additional advances to the Frederick - Winchester Service Authority during the indicated period. There was no action taken. BOARD RETIRES INTO EXECUTIVE SESSION Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, the Board retired into Executive Session in accordance with Virginia Code (1950), Section 2.1 -344, Subsection A (1) to discuss Personnel matters. BOARD WITHDRAWS FROM EXECUTIVE SESSION Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, the Board withdrew from Executive Session. BOARD RECONVENES INTO REGULAR SESSION Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, the Board reconvened into Regular Session. WILL L. OWINGS APPOINTED TO SERVE ON THE SOCIAL SERVICES BOARD TO FILL UNEXPIRED TERM OF DAVID L. SMITH Mr. Koontz stated that Mr. Will Owings will replace Mr. David Smith on the Social Services Board. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT THE BOARD OF SUPERVIS07 NOW ADJOURN. ;j Ch , oard of pervis s Board lof S visors