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November 10, 1982 Regular Meeting700 A Regular Meeting of the Frederick County Board of Supervisors was held on November 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; Rhoda W. Maddox and Kenneth Y. Stiles. Absent - David L. Smith. CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by the Reverend Joseph Carawan of the Salvation Army. ADOPTION OF AGENDA Mr. Stiles requested time under "County Officials" and also "Old Business" Mr. Baker stated that he had a Personnel Committee Report and Appro- priation Transfers to be added to the Finance Committee Report. Mr. Koontz stated that he had a proclamation that he would like to read at the end of the meeting having to do with National Education Week. Mr. Baker requested that the Board retire into Executive Session pending arrival of a particular party. Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the agenda was adopted as amended. Mr. Koontz stated that Mr. Smith had called him to say that he was in New York and would not be present at tonight's meeting. APPROVAL OF MINUTES Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the minutes of the Regular Meeting of October 13, 1982 were approved as submitted. COUNTY OFFICIALS FRED L. GLAI ZE, 111 REAPPOINTED MENT AUTHORITY - APPROVED 0 THE INDUSTRIAL DEVELOP- Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and i passed unanimously, that Fred L. Glaize be reappointed to the Industrial Development Authority for a four year term, said term to commence on November 10, 1982 and terminate on November 10, 1986. JAMES B. FINAN APPOINTED TO THE INDUSTRIAL DEVELOPMENT AUTHORITY - APPROVED 701 Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, that James B. Finan, of Wayland Drive, Winchester, be appointed to the Industrial Development Authority for a four year term, said term to commence on November 10, 1982 and terminate on November 10, 1986. Mr. Stiles requested that Mr. Boyd, Finance Director, put together a complete report of revenues and expenses within the Inspections Department for discussion by the Finance Committee at their meeting in December. The Board concurred with Mr. Stiles's request. Mr. Stiles requested that this information be given to the Board at the first meeting in December. Mr. Stiles further requested that a full report be given to the Board at the first meeting in December on the current status of the present Landfill and approximately how much longer the County will be able to utilize this as a Landfill. He stated that he understood that one of the Constitutional Officers had made the statement that he would not hire a female for a particular position within their Department and he would like to go on record as saying that if this person was denied employment that he would not be in favor of the Board voting to pay legal fees in the event the County should be sued. ROAD VIEWERS Mr. Owings stated that he still did not have his appointment due to illness. Mr. Stiles stated that his appointment from the last meeeting, Mr. Cline, to the Road Viewers was having a conflict with time due to his job. He suggested that the two Viewers that had been appointed earlier go ahead and meet with Mr. Bushman, of the Highway Department, and Mr. Horne to review the roads that are in question. RESOLUTION GRANTING CAMPUS EXTENSION TO SHENANDOAH COLLEGE AND CONSERVATORY OF MUSIC - APPROVED Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the following resolution was approved: WHEREAS, the Board of Supervisors of the County of Frederick, Virginia, has reviewed a request by Shenandoah College and Conservatory of Music for informal approval of an extension of their College campus onto property east of US Interstate Highway 81, known as the Seal Property (Property I.D. #64000- 0000 - 0000 - 0110 -0); and, WHEREAS, the Frederick County Planning Commission has informally endorsed this move. THEREFORE, BE IT RESOLVED, that the Board of Supervisors does hereby endorse the extension of the campus of Shenandoah College and Conservatory of Music onto the Seal Property, contingent on the necessary approvals being obtained by the College as required under the Frederick County Code. 7CJ� OLD BUSINESS DISCUSSION OF PAUL RHINEHART PROPERTY Mr. Stiles stated that at the last meeting the Board discussed the storage of tires at the Paul Rhinehart property and he feels this matter needs to be resolved as far as Mr. Rhinehart is concerned as well as Mr. Rhinehart's neighbors. He further stated that the staff had been directed to put together some options but these options had not been verbally accept- able. Mr. Koontz stated that there was no one present at tonight's meeting to bring the Board up -to -date on what was discussed by the staff at the last meeting. Mr. Stiles stated that he had a proposal that he would like to put to the Board. Mr. Baker stated that he felt that this should be done in Executive Session. The Board concurred with Mr. Baker's suggestion. FINANCE COMMITTEE APPROPRIATION TRANSFERS /B MENTS - APPROVED Appropriation Transfers , GET ADJUST- Property Tax Relief for the Elderly, as certified by the Commissioner of the Revenue, was $2,732.86 more than budgeted. A transfer from the Reserve for Contingency account is requested. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. Braddock House expenses were more than anticipated by $593.76 for the past fiscal year. A transfer within the J & D Court budget is requested. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. Budget Adjustment Sheriff requests budget adjustment in the amount of $464,21 to repair auto involved in an accident. Funds have been received from the insurance company. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. FUNDS FOR KLINE SCHOOL RENOVATION - APPROVED Mr. Baker presented this request. 703 Dr. Walker, School Superintendent, and Mr. Charlie Hott, School Board Member, appeared before the Board on behalf of the School Board request. Dr. Walker stated that the School Board had gone back over the building and updated the plans as well as the estimates. Mr. Stiles asked Dr. Walker what the total cost of the project was at this time. Dr. Walker stated that with the revisions the cost would be approxi- mately $210,200.00. Mr. Stiles stated this is with the bulk of the work being done by the School Board staff. Dr. Walker replied that is correct. Mr. Stiles stated that he would like to suggest that the Board not transfer the $180,500.00 being returned from the Sanitation Authority but hold onto it for the present time. He further stated that there was $36,179.00 available from the Construction Fund and it was his understanding that there was some $36,000.00 that would be available because of the elimination of the Alternative Education Program. He stated that that would give the School Board $72,000.00 and it was his understanding that there is a possibility of an additional $30,000.00 being available from other sources which would put the County halfway toward the total cost. Mr. Stiles further stated that he would like to suggest that the Board authorize the approval to start the project with the funds that he has mentioned and if by the time the additional funds become necessary, and the School property has not been sold, then the remaining funds necessary to complete the project would be advanced from the $180,500.00 until such time as the property is sold. He further stated that he strongly suspected that the County is going to desperately need this $180,000.00 by the time Spring rolls around. Mr. Owings asked when the $30,000.00 from the Alternative Education would be available. Dr. Walker stated it has been appropriated and is in the School Board budget. Mr. Koontz asked about the time frame for this project. Dr. Walker stated that they would like to start immediately on this project and it would probably take to the end of the fiscal year to complete. Upon motion made by William H. Baker, seconded by Kenneth Y. Stiles and passed unanimously, that the Sanitation Authority return the $180,500.00 704 back to the County to be used toward the construction project at Kline School. Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, that the Board authorize the School Board to proceed with the project for the renovation of Kline School and further that the Board appropriate the remaining funds in the Construction Fund to this particular line item, and further that the Board authorize the transfer of the funds available, because of the elimination of the Alternative Education Program, to be transferred to that same line item in the School Board Construction Fund. FINANCE COMMITTEE REPORT AND RECOMMENDATIONS Mr. William Baker, Chairman, presented the following Finance Committee Report: The Finance Committee met on November 3, 1982 with all members present. Reassessment of Real Estate Since the Board took action requesting an extension, additional information became available which indicated that the Board of Supervisors has the authority to establish the number of years between reassessment if the County population is below forty thousand. (The attached resolution is recommended for approval.) Be it resolved by the Frederick County Board of Supervisors, that pursuant to Virginia Code Section 58 -778, reassessment of real estate will be conducted every six years. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. Quarterly Financial Report The Finance Director presented a summary of projected revenues for the current year as related to budget estimates and preliminary revenue estimates were presented for the fiscal year 1983 -84 (see copy attached). The Committee makes the following observations: A. During the current fiscal year it is estimated that there will be a revenue shortfall, primarily in Sales Tax collections and interest earnings, totalling between $100,000 and $150,000 assuming that tax collections remain at prior year levels. B. The revenue shortfall will be offset by the Board of Supervisors not filling vacant positions in the Inspections Department ($20,779) and 7V� first year windfall on the Business License Tax, assuming that it will be passed by the Board. C. Revenue projections for 1983 -84 will allow the following allocation of funds based on the current tax rates: Funding Allocations Courthouse Project 543,092 83 -84 School Construction Present Projected Total Level Allocations Difference General Operating Fund: the allocations based on current projections will be Operating 4,611,441 4,227,403 (384,038) Capital 319,277 319,277 - Schools - Local 6,628,602 6,078,308 (550,294) Unemployment Comp. 10,000 10,000 - School Debt Service 1,345,269 1,083,149 (262,120) Courthouse Project 543,092 1,040,979 497,887 School Construction 10,000 - (10,000) Total 13,467,681 12,759,116 (708,565) It is pointed out that the allocations based on current projections will be $708,565 less than current levels of operation, unless additional sources of revenue are forthcoming or expenditures are curtailed. The decline in expected revenues is a result of current economic conditions and the fact that no 82 -83 appropriations are estimated to be unspent at June 30, 1983. Any funds that remain can be carried forward to help balance the 83 -84 budget. New projections will be made at the end of each calendar quarter during the year. D. $85,000 will have to be advanced to the Frederick - Winchester Service Authority during the current fiscal year. This amount is unbudgeted and can be funded by the remaining unallocated funds as a result of opera- tions during 81 -82 ($40,000) and the business license tax, the total of which will not be allocated ($45,000). E. $36,179 of unallocated funds remain in the School Construction Fund which can be used to assist in funding the $200,000 renovation of Kline School. The following recommendations are made: A. All departments be notified of the projected shortfall in revenue and the projected decrease in allocations for next year and that Department Heads be directed to be as austere as possible in expending funds for the remainder of the fiscal year. 706 Expenditures should not be made unless they are absolutely necessary for the department or agency to operate efficiently. All department expenditures will be scrutinized on a periodic basis and at budget time by the Finance Committee to insure that this directive has been followed. This action is necessary if an attempt is to be made at maintaining departmental budgets at 82 -83 levels. B. The Board is urged to give every consideration to the enactment of the proposed Business License Tax at the maximum rates. Revenues from said tax can be carried forward to help raise the funds needed to complete the Courthouse facility and offset declining revenues. There was no action taken. Review of 83 -84 Budget Schedule (See copy attached) There was no action taken. Pre -hire Physicals in Sheriffs Department The Committee discussed a request from the Sheriff (see memo attached) to transfer $600.00 from the Reserve for Contingency account to conduct pre -hire physicals as required by the Code of Virginia. The Committee recommends approval. Upon motion made by William H. Baker, seconded by Rhoda W. Maddox and passed unanimously, the above was approved. Transfers and Budget Adjustments The Committee recommends approval of the attached appropriation transfers and budget adjustment requests presented by the Finance Director. Appropriation Transfers 1. Division of Court Services requests that $1,000.00 be transferred to Central Stores Gasoline account to cover cost of gasoline pumped from the tank at the bus shop. This was an oversight during budget preparation. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. 2. Division of Court Services - Detox Center requests that remaining funds in a full -time position be transferred to a part -time line item. Amount is $6,685.67. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. MI-M 3. Planning Department requests that $2,350.00 be transferred from their regular Office Supply account to Central Stores account. This was an oversight in the budget preparation. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. 4. Planning Department requests that $400.00 be transferred to Central Stores Gasoline account to cover cost of gasoline pumped from the tank at the bus shop. This was an oversight during the budget preparation. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. 5. Planning Department requests $50.00 transfer to cover cost of word processor training materials. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. 6. Sheriff requests $1,416.00 transfer from the Reserve for Contin- gencies account to fund an emergency installation of a new hot water tank at the jail. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. 7. Public Services Department requests that $500.00 be transferred to the Repair and Maintenance account to provide for in -house fence installa- tion work rather than hiring a contractor. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. 8. Planning and Development Department requests that $500.00 be trans- ferred to cover cost of reproduction of comprehensive plan. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. Budget Adjustments 1. Sheriffs Department requests budget adjustment in the amount of $644.63 to repair auto involved in an accident. Funds have been received from the insurance company. Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. 2. Division of Court Services requests budget adjustment in the amount of $169.20 to repair auto involved in an accident. Funds have been received from the insurance company. 7®8 Upon motion made by William H. Baker, seconded by Will L. Owings and passed unanimously, the above was approved. The above transfer requests and budget adjustments with the exception of the hot water tank at the jail, require no additional funds. All the above transfers and budget adjustments are recommended for approval. Consultant on Business License Tax The Committee directed the Finance Director to ask a representative from Robinson, Farmer, Cox Associates to be present at the public hearing on the proposed Business License Tax to answer technical questions which may arise. There was no action taken. Lord Fairfax Planning District Commission The Committee recommends that Frederick County withdraw from the Lord Fairfax Planning District Commission and notice to be sent to the appropri- ate official prior to year end. Upon motion made by William H. Baker and seconded by Will L. Owings, the above was passed by the following recorded vote: Aye - Will L. Owings, William H. Baker, Rhoda W. Maddox and Kenneth Y. Stiles. Nay - S. Roger Koontz. Mr. Koontz stated that he had some problems with the County withdrawing from the Lord Fairfax Planning District Commission as he felt the Planning District Commission did give assistance to County citizens with reference to securing Farmers Home Administration Funds and if the County withdrew he felt this could hurt some of the County citizens. Mr. Owings stated that the only reason the County did not withdraw last year was it was too late in the year to notify the Lord Fairfax Planning District Commission when the Finance Committee considered the matter. PERSONNEL COMMITTEE REPORT AND RECOMMENDATIONS Mr. William Baker, Chairman, presented the following Personnel Committee Report and Recommendations: The Personnel Committee met on November 8, 1982 and makes the following report and recommendations: The Committee reviewed and certified the evaluations conducted during the month of October as set forth on the attached chart. There was no action taken. The Committee conducted evaluations for Planning Director, John T. P. Horne and Division of Court Services Director, Charles D. Poe. The Board 709 was given the evaluation of Parks and Recreation Director, Needham S. Cheely at the last Board Meeting. It would be appropriate for the Board to review and certify these evaluations in Executive Session. BOARD RETIRES INTO EXECUTIVE SESSION Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the Board retired into Executive Session in accordance with Virginia Code (1950) Section 2.1 -344, Subsection A, (1) and (6) to discuss Personnel and Legal matters. BOARD WITHDRAWS FROM EXECUTIVE SESSION Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the Board withdrew from Executive Session. BOARD RECONVENES INTO REGULAR SESSION Upon motion made by Kenneth Y. Stiles, seconded by William H. Baker and passed unanimously, the Board reconvened into Regular Session. Mr. Baker stated that the Board had approved the evaluation of the Director of Parks and Recreation, Mr. Ned Cheely. AMERICAN EDUCATION WEEK PROCLAIMED Mr. Koontz read the following proclamation: WHEREAS, Public rules are an important and integral part of our society; and, WHEREAS, A concept of free and equal education is an American tradition in the Country's strength; and, WHEREAS, The students of today are leaders of tomorrow. NOW, THEREFORE, I, S. Roger Koontz do proclaim November 14 -20, 1982 as American Education Week. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. -, --J - Ta,c., L r w2i1.i Deputy Clerk, Board of Supervisors