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HomeMy WebLinkAboutJuly 08, 1981 Regular Meeting3571 A Regular Meeting of the Frederick County Board of Supervisors was held on July 8, 1981, 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; 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 the Reverend Robert Tangaman of the Emmanuel Methodist Church. ADOPTION OF AGENDA Upon motion made by William H. Baker, seconded by Rhoda W. Maddox and passed unanimously, the Agenda was adopted as presented. APPROVAL OF MINUTES Mr. Stiles requested the following corrections be made: Page 2, first line, the spelling of "Periodontics ". Second paragraph, second line, the spelling of "proposed ". Page 4, sixth paragraph, the name "Carl" should be spelled, "Karl ". Page 5, third paragraph, "Mr T. J. Whiteman" should read, "Mr. T. J. Wakeman ". Page 5 fifth paragraph, "Mr. Bill Owings" should read, "Mr. Bill Owens ". Page 5, sixth paragraph, "Mr. H. M. Brooks" should read, "Dr. H. M. Brooks ". Page 6 should state that Mr. Glenn Williamson also addressed the Board of Supervisors with regard to the use of Public Use vehicles by certain County employees. Page 7, second paragraph, should read, "Mr. Joe Hepner ". Mr. Baker requested the following changes: Page 4, sixth paragraph, "Mr. Earl Culver" should read, "Mr. Earl Colvin ". Page 7, third paragraph, third line, the word "their" should be spelled, "there ". 358 Mrs. Maddox requested that in the last paragraph of Page 8, the name "Mathes" should be spelled, "Mathis ". Upon motion made by William H. Baker, seconded by Rhoda W. Maddox and passed unanimously, the minutes of the Public Hearing of June 4, 1981 were approved as amended. MEMO FROM ROBERT HARRIMAN - PUBLIC WORKS DIRECTOR - RE: SH AWNEE DAM Mr. Koontz stated he would like to thank Mr. Harriman for a I -- job well done with regard to his handling, and his reporting of the problem with the Shawnee Dam which was brought about as the result of the Corps of Engineers and the State Water Control Board finding a leak at the Dam. Mr. Stiles asked if in fact a danger did exist at the dam site. Mr. Koontz stated that the State Water Control Board did state there was in fact a dangerous situation as the Dam could go, and that the State Water Control Board would be the ones to say when the Dam would once again be safe. Mr. Malcolm inquired as to where do we go from here as far as dealing with this problem. Mr. Koontz stated this would be left up to the people of Shawneeland. REPAIR OF LANDFILL BY BFI COMPLETED Mr. White stated that as of June, 1981, all work pursuant to the contract between the State Water Control Board, BFI and the County for the repair to the Old Landfill has been completed. Mr. White further stated that pursuant to the agreement, the County has received a check from BFI in the amount of $5,000.00 for the implementation of a ground water monitoring program, and that the Finance Department has set up a special fund account for the stewardship of the funds for the exclusive use of the monitoring program and further that it is anticipated that the program will continue for the better part for the next two years. HANDLEY LIBRARY AGREEMENT- APPROVED Upon motion made by Rhoda W. Maddox, seconded by R. Thomas Malcolm and passed unanimously, the following amendment to the 359! Handley Library Agreement was made, that being the deletion of the second sentence of Article 10 which reads, "every budget shall exceed the standards set by the Virginia State Library Board ". CUP #010 - ROSELLA SHADE - SHAWNEEE MAGISERIAL DISTRICT - APPROVED Mr. Riley presented this conditional use permit request and stated that the Planning Commission recommended approval with conditions. Ms. Shade appeared before the Board on behalf of her request. Mr. Malcolm asked Ms. Shade if she was the owner of the property. Ms. Shade replied that she was not. She stated that Mr. Adam Myers was owner of the property and that he would continue to live there as he had in the past, but that he would not be expected to help with any of the work. Mr. Malcolm asked Ms. Shade if she had a lease agreement with Mr. Myers. Ms. Shade stated that she was to lease the building from him and pay him a sum of money on a month to month basis. Mr. Malcolm asked Ms. Shade if she was aware of the fact that if Mr. Myers would sell this property, that she would no longer be able to operate under this conditional use permit. Ms. Shade stated that there was no mention in the lease with regard to what would happen if the property was sold, but the fact is addressed if something should happen to Mr. Myers that she will have a certain period of time to vacate the premises. Upon motion made by R. Thomas Malcolm and seconded by Kenneth Y. Stiles, BE IT RESOLVED, That the Board of Supervisors of the Count i of Frederick, Virginia, does herein approve the conditional use permit #010 -81 of Rosella Shade, for a home for the elderly, zoned R -3 (Single Family Residential), Shawnee Magisterial District, with the conditions as spelled out by the Planning Commission. 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. REZONING REQUEST #005 -81 - J. P. DARLINGTON - STONEWALL MAGISTERIAL DISTRICT - APPROVED Mr. Riley presented this request and stated that the Planning Commission recommended approval. Mr. Ronnie Ward, representing Mr. J. P. Darlington, appeared before the Board and stated that there would be 100 apartment units constructed on 6+ acres now zoned R -3 (Single - Family Residential), and that the apartment unit proposal will consist of elderly housing units. He further stated that this request is contingent upon receiving the appropriate funding from the Virginia Housing and Development Authority, and in the event the funding is not received, Mr. Darlington would request the property be returned to the R -3 zoning. Upon motion made by Kenneth Y. Stiles and seconded by William H. Baker, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein approve the rezoning request of J. P. Darlington, #005 -81, Stonewall Magisterial District, for 6+ acres zoned R -3 (Single - Family Residential) to R -6 (Multi - Family Residential). 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. REQUEST FOR SECONDARY ROAD ADDITION - RIDGEFIELD SUBDIVISION - OPEQUON MAGISTERIAL DISTRICT - APPROVED BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein request the Virginia Department of Highways and Transportation to accept into the secondary road system the following roads in Ridgefield Subdivision, Section 1 in Opequon Magisterial District, pursuant to the provisions of Section 33.1 -229 of the Code of Virginia, 1950 as amended: Ridgefield Avenue - from Linwood Ct. to a point approximately 870' South (.165 miles). Woodside Drive - from Ridgefield Avenue to cul -de -sac approximately 960' West (.182 miles). 361 Glen Oak Court - from Woodside Drive to cul -de -sac approximately 330' South (.063 miles). BE IT FURTHER RESOLVED, That this Board does guarantee the Commonwealth of Virginia an unrestricted right -of -way of sixty (60) feet with necessary easements for cuts, fills and drainage recorded in Deed Book 482, Page 265, dated October 25, 1977 and, BE IT FURTHER RESOLVED, That this request is contingent upon the posting of a proper and acceptable bond with the Virginia Department of Highways. 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. FINANCE COMMITTEE REPORT AND RECOMMENDATIONS Mr. William Baker presented the Finance Committee report and recommendations. The Finance Committee met on Tuesday, June 30, 1981, at 7:00 P.M.-with all members present and makes the following report and recommendations: 1. Compensation Study The Committee reviewed the previously authorized compensation study by Municipal Advisors, Incorporated. In reviewing the report, the Committee noted: A. Competing jurisdictions in the Winchester- Frederick County labor market area were surveyed to determine salaries and fringe benefits provided. B. Data was analyzed and compared to the County's current pay plan to determine areas where salaries may have become non - competitive. C. A new schematic list of classes was created and positions were reallocated to new ranges in the pay plan. These allocations were made according to the point factor system of job evaluation employed when the system was first created. Frederick's resulting salaries will not lead the market, but they will be competitive. D. The fringe benefit package was evaluated based on data provided by local employers. The Committee also noted that the draft report from the consultant was presented to the County Administrator who had the Administrative Assistant for Personnel conduct a review of the findings, especially where uncertainties existed regarding job descriptions or the accuracy of the market data. Additional information was sought for clarification. The Committee is satisfied that the recommendations from the consultants provide 1332 proper adjustments to the salary ranges of the various positions to enable Frederick County to remain competitive in the market place for quality employees. The Committee noted that there had been considerable slippage in this regard especially in the lower classifications, i.e., clerical, skilled trades, laborers, etc. The Committee therefore recommends adoption of the revised schematic list of classes. The Committee also noted that several job descriptions were selected, which were representative of each group of class specifications, for reevaluation to be used as benchmarkes for classifying similar positions within the class group. The Committee noted that the industries used were local. The Committee discussed the techniques for allocating the jobs to the recommended schematic list. The Committee strongly endorses the concept of a true merit pay system which rewards employees in direct correlation to their level of performance. The Committee also endorses the concept of decelerating the rate of increase as an individual moves through the salary range. As a result of this concept, the Committee proposes the application of the following Merit Factor Performance Matrix for the current fiscal year, wherein raises would be approved as a function of performance levels and the quartile for the salary range in which a given salary is located. The Committee notes that such a system would replace cost of living adjustments in future budgets. MERIT FACTOR PERFORMANCE MATRIX % of QUARTILES _ Grou Performance Level 1 2 3 _ 4 5 8 Outstanding 15 14 I I I�13 12 25 I Excellent 112 1 11 1 DI 10 1 9 3 P 60 Proficient 10 9 8 7 O. 5 1 Needs Improvement 1 8 1 6 1 Il 4 1 0 1 N 2 Unacceptable 0 0 0 0 T 363 For allocation purposes, performance Level 3 was used as the basis for establishing a percentage factor to allocate positions as modified by the following three factors: A. Any individual whose current salary was below entry level as recommended in the revised schematic list was adjusted up to the entry level. B. If the adjustment to bring the salary up to the entry level was less than 10% as shown on Level 3, First Quartile, then the individual total adjustment was established at 10% of the current approved FY -81 salary. C. For those individuals whose salary is already within the current salary range for their position, the percentage adjustment to their salary was based on the quartile in which their current salary fits; for Level 3 this would be 2nd quartile 9 %, 3rd quartile 8 %, etc. The Committee noted that the cost of allocating the salaries to the new positions from the FY -81 approved levels for FY -82 is approximately $174,000. The Committee also noted that the 10% planning factor set aside in the FY -82 budget for adjustments totalled $180,575. Therefore, the allocations can be made within current budget constraints. The Committee noted that approximately $60,000 of unexpended reassessment funds had been reserved for pay adjustments and recommends that these funds be set aside for implementation of the merit system based on the above matrix upon completion and approval by the Board of the details of the merit review process. The Committee notes that adjustments would be made on an annual basis on the anniversary date of the employee and the system is intended to replace any emphasis on cost of living or longevity pay adjustments. Mr. Stiles stated once this pay plan is in the works will this not totally remove the control of salaries from the Board or will the Board establish the percentage levels identified in the matrix. Mr. Baker stated that the Board will still have control. Mr. Stiles inquired as to what is the general outline and how will it be determined which employees fall into which performance level. Mr. Baker stated that a performance evaluation would be run on each and every County employee with adjustments being made ;64 based upon the approval of that performance appraisal which he assumed would come through Mr. White's office from a standpoint of a final review and then this would be presented to the Board for the Board's review. Mr. Stiles stated that he could not quite understand the fact that the Finance Director was the lowest paid Department Head. He further stated that with all due respect to Mr. Poe, the idea of the Court Services Director being at the top of the pay range for what is basically a Department Head job, struck him as being out of line and with regard to talent and skill he could not see how it was comparable to either Mr. Riley's or Mr. Boyd's position. Mr. Stiles stated that he noted that some Laborer positions call for a higher salary than some teachers were making in Frederick County. Mr. Baker stated that the ranges that you see are a result of the survey that was taken in this area and this is the salary scale for Laborers. Mr. Owings stated that last Fall there was discussion regarding certain pay adjustments and he had never been told if these adjustments were ever made. Mr. Baker stated that the positions discussed for a one time adjustment were made. Mr. Owings stated that he was referring to salaries being brought up to where the Board felt they should be. Mr. Baker stated that it had been agreed upon that any further adjustments would be put on hold until this study was completed. Mr. Owings stated that he felt there was an inequity when you have someone that is responsible for a 24 million dollar budget classified at a 26 and someone who goes out to see if the ball diamonds are mowed and lined is classified at a 27, there is just no comparison in the two jobs. Mr. Owings compared other localities salaries in the Recreation Department to Frederick County. Mr. Stiles stated that he felt the supervisory positions salaries in the Parks and Recreation Department were entirely 365 out of line. He further stated that we are proposing to start teachers with 4 years college education at $11,400.00 and the Parks and Recreation Superintendent with the same college education at $16,000.00. Mr. Baker stated that he felt the Board, unless there was some radical objection, should approve the plan and get it into action, and look for the items that are of concern and look to the future to make these necessary adjustments. Mr. Stiles stated that if there were concerns, he felt they should be addressed at this time. He further stated that this plan calls for a maintenance technician to start at $12,000.00 and a deputy at $11,400.00. Mr. Owings stated that he had questioned this classification at the Finance Committee meetings. Mr. White stated that this was a multi step process and that a very thorough review was done. He further stated that Mrs. Kelican could share with any Board member any detailed information that they may need. Mrs. Maddox stated that she had been looking forward to this survey for sometime because she has been interested in how the Board addresses salaries as well as salary increases. She further stated that when the plan was not adopted in 1977 there was no progress from then until now with regard to being comparable to the job market in this area but at least with this we have a starting place. She further stated that with this study we know what the other counties are doing and we now have thorough job descriptions in writing and that everyone in these positions know what they have to accomplish. Mr. Koontz stated that he felt there was enough concern, that the Board does need some type of a comparative study done with Recreation Departments and like jurisdictions. He further requested if this separate study could be done in house. Mr. White stated that it could. Mr. Baker stated that he felt Mr. Owings and Mr. Stiles points are well taken. He further stated that he would like for them to consider implementation of this plan in order that this 366 might be put into action and then review the areas that they have questions about. Mr. Owings stated that he had no quarrel with that, but that he did feel the Director of Finance and Parks and Recreation were out of line, but that he would not want to penalize the rest of the County employees pending the outcome of these two positions. He further stated that he would rather vote on the pay plan and hold these two positions. Mr. Stiles stated that he felt the Court Services Director's salary too, was out of line. He inquired as to whether the $11,471.00 starting salary of deputies is comparable to other jurisdictions. Mrs. Kelican stated that these salaries are set by the State Compensation Board. Upon motion made by William H. Baker and seconded by Will L. Owings, BE IT RESOLVED, That the Board of Supervisors of the County I of Frederick, Virginia, does herein accept the pay plan as I presented with the exception of the Parks and Recreation Department and Department Heads, and; BE IT FURTHER RESOLVED, That a study will be done in house of these positions and this report will be made to the Board at their next Regular Board Meeting on August 12, 1981. 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. 2. Motor Pool - The Committee reviewed the content of a memo from the County Administrator regarding progress that had been made to date on the development of an overall motor fleet policy. The Committee noted that items such as size of the fleet, assignment of vehicles, and cost effective operation of the vehicles have been addressed. The Committee reviewed policy options regarding the assignment of cars based on: executive perk, defined need and basis of availability. The Committee directed the staff to proceed with the completion of the development of the policy for the assignment of cars on the basis of need. The Committee noted that other items which would 3671 be developed in the policy relating to the vehicle fleet' are: parking, storage of vehicles, coordination of vehicle assignment, maintenance and improving cost of operation. It is anticipated that the details of this policy will be completed for further review by the Finance Committee and presentation to the Board in August. Mr. Stiles asked if there is a situation where a car has been available to a Department Head, and now that will no longer be the case does that mean that the person will be compensated to make up for the fact that they no longer have a vehicle. Mr. White stated there would be no compensation. 3. Accounting Study of the Treasurer's Office - The Committee reviewed a progress report from the accountants re- garding the study to improve operations in the Treasurer's office. The Committee noted that repurchase agreements have been executed, where daily account balances are large enough to permit and new interest earned through May 31 totals $20,008.88. U The Committee also noted that specifications for bank services have been prepared and proposals are currently being solicited. Included in the bank services would be lock -box service. It is anticipated that these services will be in place prior to the commencement of the billing cycle for the current tax year. This report is made to keep the Board informed of current progress. Several additional items pertaining to the operation of the Treasurer's office will be presented in subsequent reports. Mr. Malcolm inquired as to when the Board could anticipate the CPA firm finishing up on this project in the Treasurer's office. Mr. White stated that the final recommendations should be forthcoming in approximately 60 days. Mr. Stiles requested that the Finance Committee check into the possibility of changing the collection date of taxes from December 5 to the first Tuesday in November. Mr. Koontz requested Mr. Baker to have the Finance Committee take this request under advisement. BOARD RETIRES INTO EXECUTIVE SESSION 368 Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the Board retired into Executive Session in accordance with Section 2.1- 344(a)(1)(6), to discuss personnel and legal matters. BOARD WITHDRAWS FROM EXECUTIVE SESSION Upon motion made by Kenneth Y. Stiles, seconded by R. Thomas Malcolm and passed unanimously, the Board withdrew from Executive Session. BOARD RECONVENES INTO REGULAR SESSION Upon motion made by Kenneth Y. Stiles, seconded by R. Thomas Malcolm and passed unanimously, the Board reconvened into Regular Session. LARRY TAYLOR HIRED AS DIRECTOR OF INSPEC - APPROVED Upon motion made by William H. Baker and seconded by Kenneth Y. Stiles, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein approve the hiring of Larry Taylor as Director of the Inspections Department at a starting salary of $20,565.00. 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. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. �/t G � 4 Chaf rm n, ca*ofupervi s rs lerk, Board of Supervisors