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February 10, 1982 Regular Meeting478 A Regular Meeting of the Frederick County Board of Supervisors was held on February 10, 1982, 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; David L. Smith and Kenneth Y. Stiles. Rhoda W. Maddox was absent as she was attending a Seminar in Colorado on "Corrections as Part of County Government ". CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by the Reverend Conrad Christianson, Jr. of the Bethel Lutheran Church. ADOPTION OF AGENDA Mr. Stiles stated that he would like to request that the Comprehensive Plan Update be done before the County Work Program under County Officials inasmuch as the Planning Commission members were here and he did not want to detain them any longer than necessary. He further requested that an Executive Session be held following the meeting to discuss Personnel matters. He further stated that he had two matters that he would like to discuss under County Officials. Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, the agenda was adopted as amended. APPROVAL OF MINUTES Mr. Stiles stated that at the Board's December 9, 1981 meeting, the Board adopted the recommendation of the Finance Committee and did not grant additional funding for the facilities at the Sherando Park. This matter was referred back to the Recreation Commission and a request made that the Commission report back to the Board with a plan to construct a facility within the amount of money that was available. He further stated that it had been two months since this was discussed and the Board still does not have a recommendation. Mr. Baker stated that this was in the Parks and Recreation Work Program and it was discussed but no decision was arrived at at the last Commission meeting. Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, the minutes of January 20, 1982 were approved as submitted. 479 OLD BUSINESS Mr. Stiles stated that in the list of proposed capital improvements being submitted to the Capital Improvements Committee, number 1 on the Parks and Recreation Commission wish list is $93,000.00 in the 82 -83 Fiscal Year for a restroom /concession stand at the Sherando Park, and something doesn't jive somewhere. Mr. Koontz asked if this was not discussed as part of the 81 -82 budget. Mr. White stated that $42,000.00 was in the budget and it is still being examined for feasible alternatives. Mr. Stiles stated that it was his understanding that the Commission had said if they couldn't get the money this year then they would put it off until next year, and the Finance Committee had said no to this. Mr. Koontz stated that he was under the impression that the Board had instructed the Parks and Recreation Commission to see what they could do with the $42,000.00. Mr. White stated they were still working on it. Mr. Stiles stated that if we stretch out working on this much longer the 82 year will be over with and it concerned him that what the Board had requested had not been received. Mr. Baker stated that the additional funding was denied by the Finance Committee and they plan to stand on this, and further that the Finance Committee would in no way overlook the fact if this should try and be squeezed in the "ensuing budget." Mr. Stiles stated that he felt the Parks and Recreation Commission needed to sit down with the Board to make sure everyone was going down the same highway in the same direction. Mr. Koontz stated that he felt the Parks and Recreation Commission should be present at the 24 February meeting to give the Board an up -to -date report on this project. Mr. Stiles requested and the Board concurred that representatives of the Parks and Recreation Commission and staff be requested to be present at the meeting on 24 February to discuss this project with the Board. JOHN POUR, DIRECTOR OF TRI- COUNTY OIC, ADDRESSES BOARD OF SUPERVISORS Mr. John Poux, Director of the Tri- County OIC, appeared before the Board and gave the annual report of the OIC. Mr. Poux stated that 67 • trainees had been placed in full -time jobs in the private sector. He further stated that in light of the new budget cuts from the Federal level, the OIC Board was not sure what bearing this would have on their program for the next year. Mr. Stiles stated that he had been very opposed to the CETA program, but that he felt this program had worked out very well. He further stated and Mr. Koontz also agreed that they felt Mr. Poux had done an excellent job with this program. BONNIE EDWARDS APPOINTED TO SOCIAL SERVICES BOARD - APPPOVF(1 Upon motion made by David L. Smith, seconded by Kenneth Y. Stiles and passed unanimously, Mrs. Bonnie Edwards of Route 1, Box 242 -E, Winchester, Virginia, was appointed to the Social Services Board for a four year term, said term to commence on January 1, 1982 and terminate December 31, 1985. COMPREHENSIVE PLAN UPDATE Mr. Jim Golladay, Vice- Chairman of the Planning Commission, stated that the Planning Commission was in the process of updating the Comprehensive Plan and what was being presented tonight were ideas and ideas only and that the Planning Commission would like for the Board to voice their opinions on these ideas. Mr. Horne stated that what was being presented to the Board tonight is the same presentation that is being planned for presentation to the various districts within the County at local neighborhood meetings. Mr. Horne presented slides explaining what the Planning Commission would like to do in updating the Comprehensive Plan. Mr. Koontz asked about the possible problem the County might encounter with duplexes as compared to single family housing. Mr. Baker stated that he did not disagree with that philosophy whatsoever, however he felt Mr. Horne's and the Planning Commissions' point of consideration of duplex or multi housing facilities is very important to this County as well as any other County from the economical standpoint of the people that make up our population, and he thought it was a very strong consideration that the Planning Commission has given to this. Mr. Stiles stated that in a survey done within the County one of the problems was affordable housing. Mr. Owings stated that he felt the Planning Commission was going in the right direction but he could foresee a lot of problems in his district due to the amount of farmland that is there. The Board concurred that this information from the Planning Commission be presented to the citizens at neighborhood meetings in order that the Planning Commission might get their ideas on the proposed comprehensive plan update. WORK PROGRAMS FOR 1982 -1983 PRESENTED TO THE BOARD Mr. White presented the 1982 -1983 work program of the various depart- ments to the Board members for their review. Mr. Stiles asked if the endorsement of the Board was slated for the Board Meeting on 24 February. Mr. White stated that he would like for the decision to be made on the 24th but if the Board felt it needed more time that would be fine. COUNTY OFFICIALS Mr. Stiles stated that he had received a letter from Mr. Charlie Hott informing him that he did not plan to seek another term from Stonewall District on the Parks and Recreation Commission. Mr. Stiles stated that he was interested in hearing from anyone that was interested in serving on the Parks and Recreation Commission to replace Mr. Hott. He further stated that with reference to an article that appeared in the Winchester Evening Star this date, stating that he was representing Frederick County at a hearing in Richmond, was not accurate, and he would like the records to show that he was representing the Farm Bureau and not the County of Frederick. ORDINANCE AMENDMENT Upon motion made by Will L. Owings, seconded by William H. Baker and passed unanimously, the Board of Supervisors of the County of Frederick, Virginia, does herein approve the followng ordinance amendment: AN ORDINANCE TO AMEND THE FREDERICK COUNTY CODE, CHAPTER 21, ZONING, TO AMEND ARTICLE I, SECTION 21 -1, AND ARTICLE II, SECTION 21 -13.1 (19) AS FOLLOWS: Article I, Section 21 -1 add: Tractor - A motor driven vehicle with a short chasis and a swivel (fifth wheel), which is used in combination with a trailer to be used in hauling of freight. (Not to include farm tractors) Trailer - A wheeled vehicle designed to be pulled by a tractor and /or every vehicle without motive power designed for use in conjunction with a motor vehicle that some part of its own load rests upon or is carried by another vechicle. ZL Truck - A motor driven vehicle designed to transport heavy materials. (Not to include motor homes or travel trailers used for temporary residential use) and /or every motor vehicle designed to transport property on its own structure independent of any other vehicle and having a registered gross weight in excess of 7,500 pounds. Tractor Truck - Every motor vehicle designed and used primarily for drawing other vehicles and not so constructed as to carry a load other than a part of the load and weight of the vehicle attached thereto. cle II, Section 21.13.1 (19) The following shall not be parked or stored within a residential or mobile home zoning district: 1. Any portion of a tractor - trailer truck, including tractor portion or the trailer portion; or any tractor - truck. 2. Any truck with a total length in excess of twenty -five (25) feet. FINANCE COMMITTEE REPORT AND RECOMMENDATIONS Mr. Baker presented the following report and recommendations: The Finance Committee met on Tuesday, February 2, 1982, with Mr. Baker and Mr. Dailey present. The Committee makes the following report and recommendations: Fixed Asset System Procedures Manual The Committee reviewed the fixed assets system procedures manual and fixed asset system data printout that had been prepared by the firm of Robinson, Farmer, Cox Associates and the department of Information Systems, respectively. The Committee briefly reviewed the proposed procedures conform to Generally Accepted Accounting Principles and will provide for a modern and effective fixed assets management system for Frederick County. The Committee therefore recommends that the system procedures manual be adopted by the Board. The Committee noted that the system manual is 91 pages long and recommends that if the Board Members are interested in reviewing the procedures, they may do so at the office of the Finance Director or County Administrator. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. Request for Funding of h1agna Carta The Committee reviewed a letter from Mr. Robert Edwards requesting a County donation of $2,500 to assist in the cost of bringing the Magna Carta to the Winchester- Frederick community. The Committee noted that the City had approved an appropriation of $2,500 contingent on County approval. The Committee recognizes this as an opportunity for the community to see this historic document and therefore recommends approval of the request. The Committee also recommends that the School Board be requested to provide one half of the County funds, or $1,250, for this project. The Committee feels the primary benefit would be for the County's school children. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. Insurance Coverage The Committee reviewed a memo from the Finance Director regarding current insurance coverage for the County. The Committee noted that the total combined premium for all County policies totals $194,737 for FY82. It was proposed that an insurance consultant be retained to evaluate the coverages covering the County. The Committee recognized that outside expertise is appropriate for a matter as complex as insurance coverage. The Committee has scheduled another meeting in February and intends to invite the Finance Committee from the School Board to participate in a joint discussion regarding insurance and insurance coverage. More will be reported to the Board regarding this matter at a future date. Budget Schedule The Committee reviewed and endorsed a schedule for completion of the FY83 Budget. The Committee noted the substantial emphasis in the budget cycles is being placed on the review of the work programs by the various committees of the Board and also the review of the detailed budget presenta- tions by the various committees. As was reported previously, the Committee intends to allocate available revenue to the departments and expects the various departments and agencies to submit budget requests within the allocated amounts. As was reported earlier, the Finance Committee intends to meet with the Finance Committee of the School Board later this month. Mr. Stiles stated that he felt the Board was proceeding in the right direction with the work programs, etc. He further stated that he was concerned as to what would happen if the County found out they didn't have the funds to implement these work programs. He asked if by agreeing to these work programs the Board was locking themselves into any final committ- ments. Mr. White stated that everyone was asked to prioritize their needs. Mr. Baker asked Mr. Ambrogi where the County stood with reference to collection of delinquent taxes during the last 3 years. 484 Mr. Ambrogi stated that this information would be forthcoming within the next few weeks. Recommendation from the Law and Courts Committee The Finance Committee reviewed a recommendation from the Law and Courts Committee to establish the salary for the Assistant Commonwealth's Attorney at $20,000 per year and that the Assistant Commonwealth's Attorney be made available to assist the Commonwealth's Attorney on civil matters pertaining to the County. The Committee recommends adoption of this recommendation effective 1 March 1982. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. Capital Improvements Program - Phase I Report - Financial Analysis The Committee reviewed a copy of the Phase I report on Financial Analysis which had been prepared by the consulting firm, Robinson, Farmer, Cox Associates. As reported previously, the report contains a 10 year fiscal summary of the expenditure and revenue trends of the County. The report also contains an extensive analysis of fiscal trend indicators of County operations. Also contained in the report are projections for the period involved in the Capital Improvements Program pertaining to revenues, expenditures and funds projected to be available for capital expenditure. The report contains a great deal of information and will be analyzed further in subsequent Finance Committee meetings. The Committee is most pleased with the contents of the report and notes that the report provides a 10 year perspective on the financial dynamics of Frederick County government. The contents of the report will be relied upon in the development of a series of fiscal policies pertaining both to the allocation of operating budget revenues and capital expenditures. Mr. Stiles stated that he felt that some of these predictions were highly unreliable and that as a Board member he would be very hesitant to lock himself in and he would not do it. He further stated that it was his understanding the Committee will evaluate the program and make recommendations to the Board. Finance Department Work Program The Committee received a copy of the proposed Finance Department Work Program and will be reviewing the program in depth and providing a recommen- dation to the Board for subsequent action. PERSONNEL COMMITTEE REPORT AND RECOMMENDATIONS 485 Mr. Baker read the following report and recommendations: The Committee reviewed the attached report detailing the development and proposed implementation of the Frederick County Merit System. The Committee noted the staff has spent the past ten months developing this system and feel that it represents a true merit system as requested by the Board of Supervisors. The Committee noted that the development of the system involved the participation of all county employees and therefore is designed to address all County positions as they relate to the specific category where the position is allocated. The Committee noted that County employees have been enthusiastic and supportive of the merit system because it provides salary increases based upon individual performance rather than a straight across - the -board increase for all County employees and further because they had the opportunity to assist in its development. The Committee recognizes that with any new system there will be areas which need additional attention and we believe with the continuing support of the County employees, the Personnel Committee, and the Board of Supervisors that these areas can be addressed as they arise. Based on statistical analysis, the projected cost of this system for the next eighteen months should not exceed $302,000. The funds are available for reservation in the current fiscal resources of the County and will not place any additional burden on the Fiscal 1983 Budget. The Committee recognized the fine efforts of the staff in developing the system and recommends adoption and implementation by the Board. The Committee received a copy of the proposed work program of the Personnel Office and will be reviewing the program and will provide a recommendation to the Board for subsequent action. The Committee received a copy of the proposed work program of the Personnel Office and will be reviewing the program and will provide a recommendation to the Board for subsequent action. Mr. Stiles expressed concern about the 10% locked in average salary increase as he understood it. Mr. White explained that the money that was being identified for this was available from resources in excess from projections now and that it basically reserves it for salary use in the budget cycle. He further stated that another approach would be the average cost of the matrix on an annual /semi- annual basis and set a ceiling that is within your then current resources. Mr. Stiles asked what the implications were for next year's budget if the teachers' pay raises are figured at 10% the same as the average pay raise of County employees. Mr. Owings stated that he was in perfect agreement with the way it is counted but he did not agree, or at least I did not assume that I was, that this was going to be a guaranteed 10% overall raise. Mr. Owings asked, what if we couldn't afford 10% and here we are guaranteeing them an average of 10 %. Mr. Stiles stated that according to the timetable there is really not the time to wait to make this decision as part of the budget process, is this not correct. He further asked if this did not need to be done in order that the County could get on with the process of evaluating. Mrs. Kelican stated that this had been explained to the employees in the meetings and they understood that these figures are current matrix figures that will be reviewed. Mr. Stiles stated that he could go this far for the first six months, I will go along with the 10% average, but for the second six months, that has to be evaluated as part of the budget process. Mr. White stated that that was fine just so the Board knows the pro- jected cost of that over 18 months, actually almost 23 months. Mrs. Kelican stated that if this system is adopted tonight we begin evaluations this month, February. They are scheduled to be spread through February, March and April and eventually they will be taking place every month of the year. This will mean that you will not have all County employees getting raises July 1, they will be coming through each month on their anniversary dates. She further stated that the employees were made aware of the fact that if the funds were not available at the end of the fiscal year that the matrix would have to be rearranged, and that she felt the County employees understood that. Mr. Stiles stated that he felt the evaluations of the department heads should be forwarded to the Board for their review through the Personnel Committee. Mr. Baker stated that the Board would have to review the County Administrator's evaluation. Mr. White stated that this was scheduled to be discussed at the next Personnel Committee meeting. Mr. Stiles stated that he felt the Board should commend Mrs. Kelican for the work she had done on the merit plan for the County employees. The Board concurred with this. Mr. Koontz stated that he felt Mrs. Kelican had done a very good job and with a working merit system he had no problem with teachers or anyone else talking about 10% or whatever. He further stated that over the years the Board had separated that and he thought that if the matrix calls for 100 and the teachers get 6% that that is the way the ball bounces and he had no problem with that as the teachers knew how he felt. Upon motion made by William H. Baker, seconded by David L. Smith and passed unanimously, the Board of Supervisors of the County of Frederick, Virginia, does herein approve the merit system as presented for the next six months from this date. LETTER FROM FREDERICK - WINCHESTER SERVICE AUTHORITY Mr. White stated that the County had received a letter from the Frederick - Winchester Service Authority with reference to the optimization investigation and that the Authority was authorizing Camp, Dresser, McKee to proceed with this investigation as set forth in the agreement with the Frederick - Winchester Service Authority. BOARD RETIRES INTO EXECUTIVE SESSION Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, the Board retired into Executive Session in accordance with Section 2.1 -344 (a)(1) to discuss Personnel matters. BOARD WITHDRAWS FROM EXECUTIVE SESSION Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, the Board withdraws from Executive Session. BOARD RECONVENES INTO REGULAR SESSION Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, the Board reconvenes into Regular Session. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. Z4 C_ airman, B and of uper, ' s Xlerk, Board of Supervisors r