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February 24, 1982 Regular Meeting4&8 A Regular Meeting of the Frederick County Board of Supervisors was held on February 24, 1982, at 7:00 P.M., in the Board of Supervisors' Fleeting Room, 9 Court Square, Winchester, Virginia. PRESENT S. Roger Koontz, Chairman; Will L. Owings, Vice- Chairman; William H. Baker; Rhoda W. Maddox; David L. Smith and Kenneth Y. Stiles. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by the Reverend Fred Bowman of the Calvary Church of the Bretheran. ADOPTION OF AGENDA Mrs. Maddox requested time under County Officials. Mr. Koontz stated that he had several announcements he would like to make. Upon motion made by William H. Baker, seconded by Rhoda W. Maddox and passed unanimously, the agenda was adopted as amended. COUNTY OFFICIALS Mrs. Maddox stated that she would like to commend those that were involved with the problems that occured last week on Route 522 North and that she hoped this section of 522 would be given serious consideration in the Six Year Plan. Mr. Koontz stated that he felt the County had come through the snow period very well considering how this budget had been cut. NEIL STALLINGS ADDRESSES BOARD RE: EMERGENCY MEDICAL SERVICE COUNCIL REPORT Mr. Neil Stallings appeared before the Board to present the Emergency Medical Service Council report. He stated that they would not be receiving any Federal funds this year and they were number 7 on the list as far as receiving any funds from Block Grants. Mr. Stallings further stated that he felt the Council had been very beneficial to the County and that the Council was requesting a donation from the Board of $5,000. Mr. Stiles asked if the position the Council is requesting is in addition to Mr. Hovermale's position. Mr. Stallings stated that Mr. Hovermale was retiring and this person would be replacing him. MILDRED MOSS REAPPOINTED TO THE EXTENSION ADVISORY BOARD - GAINESBORO MAGISTERIAL DISTRICT - APPROVED I Upon motion made by Rhoda W. Maddox, seconded by Will L. Owings and passed unanimously, the Board of Supervisors of the County of Frederick, Virginia, does herein approve the reappointment of Mildred Moss to the Extension Advisory Board from Gainesboro Magisterial District, said appoint- ment to commence on January 20, 1982 and terminate December 31, 1982. PARKS AND RECREATION COMMISSION RECOMMENDATIONS Funding For Restroom /Concession Building At Sherando Park Mr. Koontz stated that it was his understanding that this project was to be done for $42,800. Mr. Cheely stated that the Commission planned on doing this project with the funds that are currently in the budget which is $42,800, and if the bids should come in over this amount that it was the Commissions' plans to solicit funds for the balance needed. Mr. Koontz asked if this finished building would do the job and would it be capable of handling the crowds. Mr. Cheely stated that yes, it would be functional. Mr. Smith asked if the four contractors that were listed were basically the ones that would be bidding the job. Mr. Cheely replied no, with the construction business being at an all time low we feel there will be quite a few more bidders than before. Mr. Stiles inquired as to why the work submitted for bidding last Fall was not included in the budget, the outside work on the building, etc. Mr. Cheely stated that when the original plans were shown all of this was included on the blueprints that were shown to the Board at that time. He stated that he felt that the problems that came about were due to the excavation and site work and not the building itself. Mr. Owings asked when the bids would be going out. Mr. Cheely replied, tomorrow if this is approved by the Board tonight and if all goes as planned we would hope to have this building completed by approximately June 15th. Mr. Owings asked Mr. Cheely if after the bids were received he would come back to the Board to review the bids with the Board. Mr. Cheely stated that no, he had not planned to, that it was his understanding that if the bids were to come in over $42,800 that the Commission would ask for donations for the difference. 490 Mr. Owings stated that it concerned him if the bids were to come in over the $42,800 and construction would begin and the necessary donations needed to make up the difference could not be raised. Mr. Cheely stated that if the Commission felt that we could not raise the necessary funds the project would be cancelled and further that the project would not be started until such time as all the necessary funds were available. Mrs. Retha Crosen, of the Parks and Recreation Commission, addressed the Board with reference to this project stating that they did not plan to start this project without the necessary funds being available. She further stated that if the Board was not satisfied with how the Commission was doing the job then they should replace them. Mr. Smith stated that he was not questioning the Commission and Mr. Cheely's abilities, he was only trying to find answers to questions that he did not understand as he felt he owed that to the citizens of Shawnee District and himself. Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, the Board of Supervisors of the County of Frederick, Virginia, does herein approve the expenditure of $42,800 for a restroom /- concession building at Sherando Park and further, should the bids come in at more than $42,800 and it is necessary to seek donations that the entire amount of the acceptable bid be in hand before construction is begun. Fitness Trail at Sherando Park Named in Honor of Del Sewell Upon motion made by William H. Baker, seconded by Rhoda W. Maddox and passed unanimously, that the proposed fitness trail donated by the Winchester- Frederick County Jaycees be named in honor of Del Sewell. This trail is located at Sherando Park in Stephens City. ENGINEERING AND CODE ENFORCEMENT COMMITTEE REPORT AND RECOMMENDATIONS Mr. Owings, Chairman of the Engineering and Code Enforcement Committee, presented the following report and recommendations: The Committee met on 16 February with all members present and makes the following report and recommendations: Proposed Work Program for the Public Services Department The Committee reviewed the proposed work programs for: a) Solid Waste b) Emergency Services c) Buildings and Grounds d) Inspections 491 e) Animal Control The work programs were examined and discussed and accepted as sub- mitted. The Committee recommended adding item number 10 to the Inspections Work Program. 11 10. Develop an information package describing the situations when a permit is required for home improvements and place them at Commericial Establishments throughout the County." (This will be discussed along with the work program.) Permit Center Permitting Process The Committee reviewed a memo and a flow chart from the Planning and Development Director and concurred with the procedures. (This will be discussed along with the work program.) Exoneration of Landfill Accounts The Committee examined the list of accounts and agreed that the accounts should be cancelled and the holders not be permitted to deposit refuse until the accounts are paid. Upon motion made by Will L. Owings, seconded by Rhoda W. Maddox and passed unanimously, the above recommendation was approved. Bottle Bill The Committee reviewed a current proposed legislation and noted it had been killed at the Committee level. The Committee recognized need for similar legislation and recommends that appropriate Committees of General Assembly be urged to adopt some form of Bottle legislation. PERSONNEL COMMITTEE REPORT AND RECOMMENDATIONS Mr. Baker, Chairman of the Personnel Committee, presented the following report and recommendations: The Committee met on Tuesday, February 16, 1982 and reviewed the pro- posed work program for the Personnel Office for 1982 -1983. The Committee agrees that the projects set forth in the proposed program represent a realistic approach to the continuing development of the Personnel Office and therefore recommends endorsement of the Personnel Office Work Program by the Board of Supervisors as submitted. The Committee discussed the process for review of Department Heads and County Administrator merit evaluations and agreed to continue consideration of this matter at the next meeting. A recommendation regarding this process will be forthcoming. FINANCE COMMITTEE REPORT AND RECOMMENDATO 492 Mr. Baker, Chairman of the Finance Committee, presented the following report and recommendations: The Finance Committee met on 18 February 1982 with all members present. Also present were Mrs. Barbara Black, member of the School Board Finance Committee; Mr. Charlie Hott, member of the School Board; Dr. Melton Wright, School Superintendent and Mr. Don Perrault, School Board Clerk. The Committee makes the following report and recommendations: Review of Insurance Study Proposal The Committee listened to a presentation by Mr. Sam Rosenthal, of Industrial Insurance Management Corporation, regarding consultant services for study and assistance in the management of the various insurance coverages of the County. The Committees agreed to discuss the concept of the proposal further. Review of CIP Fiscal Analysis Report The Committee reviewed a presentation by Mr. Steve Jacobs, of Robinson, Farmer, Cox Associates, regarding the Phase I report on the Financial Evaluation of the County. The Committee discussed several possible fiscal policy alternatives and will be presenting more information on this from subsequent meetings. Review of Cost Containment Study Proposal The Finance Committee and the representatives from the School Board received a presentation by Mr. Spencer Elmore, of Robinson, Farmer, Cox Associates, regarding the concept of a cost containment study for the School Board. Mr. Elmore generally outlined the approach that his firm would take in such a study to familiarize the members present with the concept. The Committees agreed that the concept warrants further discussion between the Board of Supervisors and the School Board. A time table for such discus- sions will be developed by the Finance Committee in subsequent meetings. Presentation of Phase II Report - Intergovernmental Agreements The Finance Committee received Report 11, "A Survey of Intergovern- mental Agreements ", prepared by Robinson, Farmer, Cox Associates, as part of the development of the Capital Improvements Program. The Committee noted that the report surveys the content of all of the inter- governmental agreements that exist between Frederick County and various other jurisdictions and makes a series of recommendations for the improve- ment or clarification of the various agreements. The Committee will be reviewing the recommendations of the report and will be requesting the 493 assistance of certain other Committees of the Board in the review and implementation of the report's findings. FY83 Budget The Committee had a brief discussion regarding possible alternatives for allocation of projected revenues for development of the 83 budget. The Committee will be meeting later in the month to continue its consideration of various alternatives. Finance Department Work Program The Committee reviewed the contents of the Finance Department Work Program. The Committee recommends approval of the work program as pre- sented. The Committee noted that the work program includes a proposal for reallocation of specific Finance Department responsibilites to include the creation of a new position of Budget Analyst. The Committee has endorsed the concept and will be forwarding the proposal to the Personnel Committee for further evaluation. APPLE BLOSSOM FESTIVAL REQUEST - WITHDRAWN Mr. Koontz stated that the request from the Apple Blossom Festival to use the interior of the County Courthouse had been withdrawn. BOARD ANNOUNCEMENTS Mr. Koontz stated that he would like for the Board to review the memo passed out earlier at the meeting from him with reference to all the break -ins that had been occurring within the County and that they may want to consider having neighborhood meetings to discuss this with the citizens of their district. He further stated that there would be a meeting on March 1, 1982 in the Board Room to discuss the possibilities of setting up a crisis center for the County and he would like for as many as possible of the Board members to attend. Mr. White stated that there is currently a hot line that is being offered for crisis situations through the Chapter 10 Board. Mr. Koontz stated that he did not want to interfere with the hot line that the Chapter 10 has, this was being done to make sure everything poss- ible is available to the citizens within the County that might have a crisis situation at a time when so many citizens are being laid off and the problems that accompany this along with the current economic situation. Mr. Stiles asked Mr. Cheely if his Director, of the Senior Citizen Program, had been contacted with reference to the distribution of the cheese program. 494 Mr. Cheely stated no, to his knowledge they had not been contacted. Mr. Stiles requested that Parks and Recreation contact Mr. Toht of the Area Agency on Aging concerning this. SHERIFF ROSCOE BRUCE NAMED LAW ENFORCEMENT OFFICER OF THE YEAR Mr. Koontz stated that he was pleased to announce that Sheriff Roscoe Bruce had been named Law Enforcement Officer of the Year by the local Exchange Club. PERSONNEL ACTIONS The Board reviewed the list of personnel actions as presented by the Personnel Office and requested that this information be supplied to them on a quarterly basis. COUNTY WORK PROGRAMS PERSONNEL OFFICE Mrs. Kelican appeared before the Board to answer questions concerning the Personnel Office. Mr. Koontz asked about the additional employee that is mentioned in this work program. Mr. Baker stated that that would not be for two years. Mr. Owings stated that he would like to have a list of the employees that are evaluated and the increase they will be receiving. Mr. Stiles stated that he felt the Board should review the Department Heads and County Administrator's evaluations before they go into effect. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the Personnel Work Program was approved as presented. Mr. Stiles stated these are being approved contingent upon funds and the Board concurred. INFORMATIONAL SERVICES DEPARTMENT Mrs. Locke appeared before the Board to answer questions concerning the Informational Services Department. Mr. Stiles inquired as to the cost involved in determining what the County's cost would be for all the data processing services that is provided to a number of outside agencies. After discussion it was decided that effective July 1, records would be kept to determine what these expenses are. 495 Mr. Baker stated that he felt serious consideration should be given to filling the vacant position in Data Processing as understaffing is no assistance with all that is involved in the Data Processing Program. Mrs. Locke stated that the new equipment is running behind schedule as far as installation and that she was waiting for this to be completed as it is very difficult to train new employees under these conditions. Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the Informational Services Work Program was approved as submitted. FINANCE DEPARTMENT Mr. Boyd appeared before the Board to answer questions concerning the Finance Department. Mr. Boyd stated that he was asking for an additional position in his work program as he had to have help with the budget. He further stated that with all his other duties the budget had just gotten to be too much and he was requesting a Budget Analyst Assistant. This is to be referred to the Personnel Committee for review and recommendation. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the Finance Department Work Program was approved as sub- mitted with the exception of the new position which is referred to the Personnel Committee. PLANNING AND DEVELOPMENT DEPARTMENT Mr. Horne and Mr. Frank Brumback, Chairman of the Planning Commission, appeared before the Board to answer questions pertaining to the work program of the Planning and Development Department. Mr. Brumback stated that the Planning Commission had endorsed this work program and that the main concentration this year will be on the updating of the Comprehensive Plan. Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the Planning and Development Department Work Program was approved as submitted. PUBLIC SERVICES DEPARTMENT Mr. Harriman, Director, appeared before the Board along with employees Ed Wright from the Landfill, John Dennison from Inspections and Dr. Max Mandel, County member of the Animal Care Committee, to discuss the various programs within this department. Landfill 0 Mr. Harriman stated that some of the equipment at the Landfill needed to be replaced as it has some age on it and it is starting to need repair. Animal Care Dr. Max Mandel stated that the Humane Societies are bringing more suits every day with reference to how animals are being cared for at kennels. He did state that the County was doing a good job in this area. Inspections Mr. Koontz asked about phone calls with reference to requests, com- plaints, etc. within the Inspections Department. Mr. Harriman explained how complaints are handled within the department from the time they are received until they are resolved. He further stated that the department has always been fee supported up until now, but due to the decline in construction, the permits have also declined thus, the fee intake has dropped greatly. Mr. Stiles expressed concern on the length of time it takes for a final inspection from the time the call is received within the Inspections Office. Refuse Collection The existing refuse sites within the County were discussed along with the possibility of moving the Armel site to another location within the area. Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, the Public Services Department Work Program was approved as submitted. PARKS AND RECREATION DEPARTMENT Mrs. Retha Crosen, Mr. Charlie Hott, Mr. Don Welsh, Parks and Recrea- tion Commission members, Mr. Ned Cheely, Jim Doran, Bill Britton, staff members appeared before the Board to answer questions concerning the Parks and Recreation Department Work Program. Mr. Cheely stated that the Parks and Recreation Commission felt the Finance Committee and the Commission needed to meet in order to discuss and review fees, etc. within the department. Discussion followed as to the amount the fee increase should be in order to warrant bringing it before the Board of Supervisors. Mr. Cheely asked if it would be necessary to bring an increase before the Board if it was just a minimal amount or could this be decided by the Commission. 497 Mr. Baker stated that once the original list of fees is approved by the Board and then it would be necessary to increase a fee, say be 50 cents, he did not feel it would be necessary for this to be brought back before the Board in order for it to be put into effect. He further stated that he felt this amount could be handled by the staff and Commission. Mr. Koontz stated that he had some problems with fees being charged, especially where children were concerned. Mr. Stiles stated that he felt Parks and Recreation were offering a few classes such as language, that were not necessary, as he felt such subjects as this need to be handled within the school system. Mr. Owings questioned the salaries of the Commissioners and whether or not some of them could be eliminated. Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the Parks and Recreation Department Work Program was approved as submitted with the fee schedule going to the Finance Committee for their review and recommendation. DIVISION OF COURT SERVICES DEPARTMENT Colonel Lynn Myers, Advisory Committee Member, appeared before the Board to answer questions the Board might have in Mr. Poe's absence. He stated that one of the programs currently offered by the Division might have to be deleted due to cuts in funding on the Federal level and this informa- tion will be forthcoming in the near future. The goals of the Court Services were discussed by Colonel Myers and the Board. Upon motion made by Rhoda W. Maddox, seconded by Will L. Owings and passed unanimously, the Division of Court Services Department Work Program was approved as submitted. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. CVLairman, oa d of S vis Z /a CI , Board of Supervisors