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November 26, 1980 Regular Meetingiwo, A Regular Meeting of the Frederick County Board of Super- visors was held on November 26, 1980, at 7:00 P.M. in the Board of Supervisors' Meeting Room, 9 Court Square, Winchester, Virginia. PRESENT: S. Roger Koontz, Chairman; Will L. Owings, Vice- Chairman; William H. Baker; Rhoda W. Maddox; R. Thomas Malcolm and Kenneth Y. Stiles. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by Reverend David Hampton of the Braddock Street United Methodist Church. ADOPTION OF AGENDA Mr. White requested that a resolution in honor of the James Wood High School football team be added to the agenda. The Board concurred. Mrs. Maddox stated that she wanted to make an announcement regarding the Planning Commission before the end of the regular business meeting. The Board concurred with her request. Mr. Stiles stated that he had three concerns and also a matter regarding the Planning Commission that he would like to discuss. The Board agreed. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, the Agenda was adopted as amended. RESOLUTION IN HONOR OF THE 1980 JAMES WOOD HIGH SCHOOL FOOTBALL TEAM - APPROVED Upon motion made by William H. Baker and seconded by Kenneth Y. Stiles, RESOLUTION IN HONOR OF JAMES WOOD HIGH SCHOOL FOOTBALL TEAM WHEREAS, The James Wood High School Football Team won the Commonwealth District Football Championship; and, WHEREAS, It was the first undefeated regular season for James Wood High School with a 10 and 0 record since 1968; and, WHEREAS, The team achieved high state ranking which brought favorable recognition upon themselves, their school and their 137 community; NOW, THEREFORE, BE IT RESOLVED, That the Frederick County Board of Supervisors offers its congratulations to the coaches and players of the team for a job well done; and, BE IT FURTHER RESOLVED, That the Board hereby expresses its appreciation for all their efforts; and, BE IT FURTHER RESOLVED, That a true copy of this resolution be presented to the coaches and the team. RESOLVED this 26th day of November, 1980. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm and Kenneth Y. Stiles. APPLICATIONS FOR APPOINTMENT TO PLANNING COMMISSION - DISCUSSED Mrs. Maddox stated she had an application which was a general form which she felt would be good to follow for any appointments necessary to be made by the Board. She requested that if any Board member knew anyone in the Gainesboro District who would be willing to serve on the Planning Commission to please let her know by December 8, 1980. LETTER RE: ROCKINGHAM COUNTY ANNEXATION SUIT - DISCUSSED The Board was presented copies of a letter regarding the current annexation suit in Rockingham County and Mr. Malcolm asked if someone from Frederick County would be there to observe what is happening. Mr. White advised that someone from the Department of Planning and Development will attend the meeting to take notes. BOARD WORK SESSION WITH PLANNING COMMISSION SCHEDULED FOR Mr. Stiles stated that there is considerable concern on the f part of the Planning Commission and the staff regarding what is happening under the large lot subdivision requirements and the Planning Commission intended to begin intensive review of possible alternatives to alleviate the problem. He noted that the Planning Commission felt it would take at least six months to get something in ordinance form for public hearing and the Planning Commission had requested a joint work session with the Board of Supervisors to discuss this matter. 133 The Board set the date of December 17, 1980 for a joint work session with the Planning Commission at 7:30 P.M. to discuss the large lot subdivision requirements. RAT CONTROL PROBLEM REFERRED TO COMMITTEE ON ENGINEERING AND CODE ENFORCEMENT Mr. Stiles stated that he had received several calls regard- ing the rat problem in the County. He requested that the Committee on Engineering and Code Enforcement review the possi- bilities of developing some type of rat control ordinance to address this problem. The Board concurred and the matter was referred to the Committee on Engineering and Code Enforcement. HIGH SPEED CHASES BY LAW OFFICERS REFERRED T Mr. Stiles requested the matter of high speed chases by law enforcement officers be referred to the Law Enforcement Committee for consideration of possible remedies in this area. The Board agreed to send this matter to the Law Enforcement Committee for consideration. PERSONNEL COMMITTEE REPORT Mr. Baker presented the Personnel Committee report and the following action was taken: on of New Job C lassification in Permit Center - Denied ion of Steve Melni off to Deputy Director of Code Enforcement - Mr. Baker reported that the Committee reviewed the organiza- tion of the Land Development Permit Center. The Committee noted that the staff had been unable to fill the position of Design Review Specialist as it was originally envisioned. The Committee noted that the requirements of the original position may have been too specialized for the available job market and salary offered for the position. In an effort to make the Permit Center fully operational, the staff presented a revised organizational structure. Committee reviewed the attached job description for the position of Deputy Director of Code Enforcement. This posi- tion would replace the class specification for the Design Review Specialist. The Committee noted that it was the staff's inten- tion to promote the chief building inspector, Mr. Steve Melnikoff, to the position of Deputy Director of Code Enforce- 139 ment. The Committee noted that the duties outlined for the Deputy Director embraced the primary responsibilities of the Design Review Specialist and also include a more precise defini- tion of supervisory responsibilities in relation to the other code enforcement personnel. The Committee feels that this is a realistic approach for implementing the operations of the Land Development Permit Center. Pursuant to the provisions of the County's Personnel Management Plan the Personnel Committee recom- mends that the specification for Deputy Director of Code Enforce- ment be approved by the Board. In a related matter the Committee notes with regret the resignation of Mr. Chester Webber, plumbing inspector for Frederick County. The promotion of Mr. Steve Melnikoff and the resignation of Mr. Webber will in effect create two vacancies in the field inspection personnel. The Committee notes that these positions will be filled within the entry level salary range, thus these changes can be implemented with no addi- tional cost beyond the current authorized budget. Mr. Owings stated that he was in favor of the Permit Center but felt it should be staffed by current personnel. He also ex- pressed concern regarding the possibility of causing a problem between the department of Inspections and the Planning and Development department with the creation of this position. Mr. Owings stated that he did not feel any additional supervisory positions were necessary at this time. Mr. white explained the Permit Center concept and the re- sponsibilities this position would entail in order to make the workflow more efficient and less time consuming for the Board, the staff and the public. Mr. Stiles stated that he agreed with Mr. Owings and that he did not feel any additional supervisory positions were neces- sary at this time. He stated that if the Building Inspector could spend more time doing inspections rather than office work, this would alleviate the problem. He further suggested that the Board give serious consideration to not filling the position of Public Works Director; that the salary for this position could be allocated to the staff personnel who are now doing the work for this position. He added that he did not think the creation 140 of these positions would serve the needs of the people of Frederick County. Mr. White again explained the responsibilities of the posi- tion of Deputy Director of Code Enforcement and stated that Mr. Melnikoff is performing many of these duties at the present time. He stated that this position would allow the Permit Center to handle permits in a rapid, efficient manner without hassle to the people. Mrs. Maddox stated that it would appear that this posi- tion would take Mr. Melnikoff off the road and put him in an office and if he works in the building she would question the need of an additional car for another inspector. There followed a brief discussion regarding the inspectors and Mr. White advised that the current plan is to crosstrain all the inspectors to have them inspect under the full range of the BOCA Code, thereby eliminating specialist inspectors. Upon motion made by William H. Baker and seconded by R. Thomas Malcolm. BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein approve the specifications for the position of Deputy Director of Code Enforcement pursuant to the provisions of the County's Personnel Management Plan and does acknowledge that Mr. Steven Melnikoff will be promoted to this position; and, BE IT FURTHER RESOLVED, That the Board does direct one of the two entry level inspector positions be filled at this time. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm and Kenneth Y. Stiles. Holiday_ Schedule - Approved Upon motion made by Will L. Owings and seconded by Rhoda W. [Maddox, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein direct that County offices be closed on the following dates in observance of the Christmas and New Year holidays: December 25 and December 26, 1980, January 1 and January 2, 1981. 14 The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm and Kenneth Y. Stiles. Report - Personnel Director and other Topics Mr. Baker reported that the Committee noted that over 300 applications have been received for the position of Personnel Director. Mr. White informed the Committee that the applica- tions had been screened to approximately 20 and that telephone interviews are being held to reduce this number for final inter- view. It is anticipated that a recommendation for the position will be forthcoming as soon as possible. The Committee has also commenced a study of the general committee structure and organi- zation of the Board of Supervisors. The Committee intends to make recommendations regarding the general committee structure of the Board to insure that it is organized as efficiently as possible. The Committee would appreciate input regarding this from any of the Board Members. The Committee is also studying the existing personnel policies, especially benefits, compensa- tion and merit evaluations, so that all necessary revisions to the existing personnel policies of the County can be made as soon as practical. Mr. Stiles stated that he had been long standing in his position that he did not feel that the County needs a Personnel Director and he had not seen any evidence to the contrary thus far. FINANCE COMMITTEE REPORT Mr. Baker presented the Finance Committee report and the following action was taken: Delinquent Tax List to be Published Mr. Baker reported that the Committee reviewed the list of the 1979 delinquent taxes that had been submitted by County Treasurer, Dorothy Keckley. The Committee also reviewed the provisions of the Virginia Code Section 58 -983 noting that the code requires the governing body to publish once in a newspaper of general circulation, a list, or such parts thereof as deemed advisable, of delinquent taxpayers. The Finance Committee recommends that the names of all delinquent taxpayers, and the 14� amount owed for the tax years 1977, 1978 and 1979 for both real estate and personal property taxes that have not paid as of December 1, 1980, be published by the County Treasurer pursuant to the provisions of Virginia Code Section 58 -983. The Committee notes that it intends to recommend that the Board publish the list of delinquent taxpayers on an annual basis pursuant to the provisions of the Virginia State Code. The Committee is concerned that every lawful attempt will be made to collect delinquent taxes. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the recommendation of the Finance Committee regarding delinquent taxes as set forth above was accepted and the County Administrator was requested to meet with the Treasurer to ensure that this recommendation was carried out at the earliest possible date. James Wood Ridge Campus - Discussed T Mr. Baker Reported that the Committee reviewed the contents of the letter from School Superintendent Wright and John Solen- berger of the School Board regarding the cost for the James Wood Ridge Campus. The Committee acknowledges that the guaranteed maximum price of the construction manager as approved by the Board of Supervisors on September 12, 1979 for the construction of the school was $7,574,534.00. The Committee also acknow- ledges approval of the architects and engineering fee and equip- nt cost estimates brought the total to $8,703,261.00. The ittee notes that in June of 1980 the Frederick County Board of Supervisors authorized the transfer of $150,000.00 from the 1979 -1980 surplus in the School Board budget to the building fund for the purchase of equipment and furniture for the Ridge Campus building. The Committee hereby recommends that in response to points raised in the School Board's letter that the Board of Supervisors send a letter to the School Board to remind the School Board that the Board of Supervisors acknowledges its intent to limit its fiscal responsibility for the James Wood Ridge Campus to the previously appropriated sums as herein acknowledged. The Committee notes that while no such request 143 has been received, any additional funding for this project must have prior approval from the Board of Supervisors. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the Board approved the recommen- dation of the Finance Committee as set forth above regarding the James Wood Ridge Campus High School and requested the County Administrator to draft the letter to be sent to the School Board. Word Processing Equipment Report Mr. Baker reported that the Committee received a status re- port on the progress being made in studying word processing alternatives for various Frederick County offices. The Committee noted that potential vendors of word processing equipment had been identified and that a field trial of one brand of equipment was currently underway. The Committee noted that a cost analysis of word processing equipment is being prepared and that several other alternate systems are yet to be explored. Additional in- formation and recommendations will be presented at such time as that information is available. Operational Transfer of $3,700.00 for County Share of Relocation of Circuit Court Judges' Offices - Approved Mr. Baker reported that the Committee noted that offices of Judge Woltz and Judge Whiting had been consolidated to a single location in the Kurtz building owned by the City and that the City had borne the expenses associated with remodeling the offices and moving the Judges to those quarters. The Committee noted that a request had been received from the Circuit Court Judges to participate financially with the City and the other membered jurisdictions of the Circuit in providing funds for the improvements in furnishings as well as secretarial salaries in office expenditures for the relocated Judges' chambers. The Committee recommends that an operational transfer in the amount of $3,700.00 be made to the Circuit Court account to provide necessary funds to pay the County's share of these expenses. The Committee noted that all other jurisdictions of the Judicial Circuit have allocated their appropriate share of these expenses. Upon motion made by William H. Baker, and seconded by Will L. Owings, 144 BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein approve an operational funds transfer of $3,700.00 to pay the County's share of expenses for the relocation of the Circuit Court Judges' offices to the Kurtz building. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm and Kenneth Y. Stiles. Operational Transfer of $9,800.00 For Development of Fixed Assets Control Svstem - Approved Mr. Baker reported that the Committee noted that the accounting procedures report previously presented to the Board by the firm of Robinson, Farmer, Cox and Associates recommend that the County proceed with the updating of its fixed assets management system. The Committee authorized the staff to solicit a proposal for the implementation of such a system by Robinson, Farmer, Cox and Associates. The Committee reviewed the proposal from the firm. The Committee feels very strongly that the County has a responsibility to implement a modern fixed assets management system. The Committee also notes that such a system would include all County property. The Finance Committee noted that the development and implementation of the system would commence in May and be completed by the end of next summer. The Committee therefore recommends that a $9,800.00 allocation be made as an operational transfer for the development of a fixed assets control system to retain the firm of Robinson, Farmer, Cox and Associates to assist the County in this program. The Committee recognizes that all of the funds may not be expended by the end of the current fiscal year and that the necessary funds be carried forward to complete the project. The Committee also recognizes that a proper fixed assets management system is a necessary part of modern governmental accounting practices and should be implemented. Upon motion made by William H. Baker and seconded by Will L. Owings, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein approve an operational funds 145 transfer of $9,800.00 for the development of a fixed assets con- trol system and does authorize the firm of Robinson, Farmer, Cox and Associates be retained to assist the County in the develop- ment of this program; and, BE IT FURTHER RESOLVED, That the Board does herein authorize that if all the funds are not expended by the end of the current fiscal year, the necessary funds to complete the project shall be carried forward. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm and Kenneth Y. Stiles. Road Deputy's Salary Adjustment - Approved Mr. Baker reported that the Committee reviewed a recommenda- tion from the Committee on Law Enforcement regarding a salary ad- justment for a road deputy. The Committee recommends that the recommendation of the Law Enforcement Committee for the salary of Scott Grim, a road deputy in the Sheriff's Department, be ad- justed identical to that of road deputy Randolph Bowers. This salary adjustment shall be effective from January 1, 1980. The t Committee notes that both deputies were hired within a month of each other and have essentially identical duties and training backgrounds and should therefore be receiving equivalent compensation for their responsibilities. Upon motion made by William H. Baker and seconded by Will L. Owings, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein approve a salary adjustment for road deputy Scott Grim in the Frederick County Sheriff's Department to the identical amount being paid road deputy Randolph Bowers, said adjustment to be retroactive to January 1, 1980. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm and Kenneth Y. Stiles. INDUSTRIAL DEVELOPMENT AUTHORITY MEMORANDUM - DISCUSSED The following memorandum from the Industrial Development Authority was reviewed and discussed by the Board: 1 146 M E M O R A N D U M November 14 , 1980 TO: The Frederick County Board of Supervisors FROM: Board of Directors, Industrial Development Authority of Frederick County, Virginia SUBJECT: INDUSTRIAL PROMOTION This memorandum is to voice our concern about a problem now facing Frederick County and Winchester; and, to suggest a possible method to address the problem. As members of the IDA and as citizens concerned with industrial growth in the community, we feel that industrial promotion has not been handled in a consistent or efficient manner in the past. The sources of information available to prospective in- dustries have been fragmented and outdated, with the result being that prospects needed to spend time collecting basic data from many sources. In addition, there has been too much frag- mentation between the City's and County's efforts instead of a coordinated effort to sell the Winchester - Frederick County community as a whole. We would suggest that the County take the initiative in encourag- ing a coordinated marketing approach. Mr. White and Mr. Riley have suggested that the Department of Planning and Development prepare an updated industrial promotion brochure with specific site data on all industrial sites in the County. The Department will also begin to develop a coordinated management system for industrial promotion. This system would include members of the public and private sectors and would aim at streamlining the process whereby a prospective industry would gather information to aid in its location decision. The City administration will be contacted about the possibility of a joint effort to include sites within the City and County. The Industrial Development Authority would suggest that the Board of Directors act as liaison and information dispersal group for this system. We, the Board of Directors of the Industrial Development Authority, would recommend that the County proceed with the above plan to establish a coordinated and efficient industrial promo- tion program for the Frederick County - Winchester community. /s /Fred L. Glaize Fred L. Glaize, III Chairman FLG:bjs The Board agreed to try and schedule a joint meeting with the Industrial Development Authority to discuss these concerns. REASSESSMENT REPORT The Chairman stated that the reassessment had been com- pleted in all districts and notices for Back Creek and Gaines - boro Districts have been sent out. He added that hearing dates would be established and noted that the tax rate would be re- vised and the current rate will not be applicable to new values placed on property in the County. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. 147 Clerk, Bgftra 07 Supervisors