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January 09, 1980 to January 17, 19802 8.1 1 • -1 • • • A Special Meeting of the Frederick County Board of Supervisors was held on January 9, 1980, at 11:30 A.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. WAIVER OF NOTICE OF SPECIAL MEETING WAIVER OF NOTICE OF SPECIAL MEETING We, the undersigned members of the Board of Supervisors of Frederick County, Virginia, the Commonwealth Attorney, and the Clerk of the Board, do hereby waive Notice of Special Meeting, to be held on Wednesday, January 9, 1980, at 11:30 A.M. in the Frederick County Board of Supervisors' Meeting Room, 9 Court Square, Winchester, Virginia,'for following purposes: 1. Meeting with Department of Planning and Development Signed and attested this 9th day of January 1980. /s/ S. Roger Koontz S. Roger Koontz Chairman /s/ William Baker " William Baker Back Creek District /s/ Rhoda Maddox Rhoda Maddox Gainesboro District /s/ Will L. Owings Will L. Owings Opequon District /s/ R. Thomas Malcolm R. Thomas Malcolm Shawnee District /s/ Kenneth Y. Stiles Kenneth Y. Stiles Stonewall District /s/ Lawrence R. Ambrogi _ Lawrence R. Ambrogi Commonwealth's Attorney ATTEST: /s/ Stan Pangle Stan Pangle Interim Clerk of the Board of Supervisors WORK SESSION WITH PLANNING AND DEVELOPMENT DIRECTOR Mr. John Riley, Planning and Development Director, appeared before the Board and presented a brief background regarding the Department of Planning and Development and described the goals and objectives of the department. He stated that the Comprehensive Plan had been adopted as a planning tool and is mandated by Virginia Code. 2 2 Mr. Riley then explained the reasons for the proposed downzoning in the County which is currently being considered and pointed out on the zoning maps the areas planned for downzoning. He stated that if the zoning in the County remains as it now stands, we are wide open for development and do not have the capabilities to provide the services such development would demand. The procedures to be followed to accomplish downzoning were discussed at length. Mr. Riley added that when the comprehensive rezoning is completed, he would suggest that the Planning Commission be designated as the reviewing agency for site plans and subdivision plats thereby relieving the Board of this work. He stated that the Board's control would be in the rezoning process. Mr. Stiles stated that he would most definitely be opposed to this proposal. Mr. Riley stated that once the comprehensive rezoning is completed, the land use portion of the Comprehensive Plan should be updated where necessary. He added that a capital inprovements program would be developed so that the Board would be informed as to what would be necessary in the next five years. He stated that in 1981, when the census data and the soil maps are completed, the entire Comprehensive Plan would be revised to determine if we are pro- ceeding in the right direction as far as proposed growth in Frederick County is concerned. Mr. Riley stated that if growth in the County is to take place, in order to process and administer the day -to -day operations of his department, he felt there would be a necessity in the future for a draftsman, an additional secretary, a zoning administrator, and possibly a planner (to be involved strictly in advanced planning such as the preparation of documents, reports, etc.). Public input relative to the proposed downzoning was discussed and Mr. Riley advised that he hoped to have all the community meetings completed in January and February so that the Board and Planning Commission could then reevaluate the plan, advertise it and go to a joint public hearing. The Board discussed the need to retain legal counsel to represent the Board in any law suits which might arise as a result of the downzoning and suggested that counsel should attend the community meetings in order to be aware of the areas of concern where possible suits may arise. Upon motion made by R. Thomas Malcolm and seconded by Will L. Owings, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein direct that the Interim County Administrator and the Planning and Development Director contact Mr. David Andre *, Attorney at Law, as soon as possible, to ascertain whether or not he wouid'be' willing to con- tinue his services to the Board of Supervisors relative to the proposed down- zoning in Frederick County at a negotiated fee. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, Rhoda W. Maddox, William H. Baker, R. Thomas Malcolm, and Kenneth Y. Stiles. Mr. Riley requested that the Board consider, contingent upon the com- prehensive rezoning, adopting the tax maps as the official maps of the County stating that he would like to put the zoning on the tax maps so that if a property owner wants a copy of the map showing his property it could be made. I • • • C� 0 233 SPECIAL MEETING SET FOR JANUARY 17, 1980 The Board set the date of January 17, 1980, at 11:30 P.M. in the Board Room, for a work session with the Parks and Recreation Director. UPON MOTION DULY MADE, SECONDED, AND PASSED UNANIMOUSLY IT IS ORDERED THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. L4,A Secretary, Boale of Supervisors • A Regular Meeting of the Frederick County Board of Supervisors was U] held on January 9, 1980, in the Board of Supervisors' Meeting Room, 9 Court Square, Winchester, Virginia. PRESENT: S. Roger Koontz, Chairman; Will L. Owings; R. Thomas Malcolm; Kenneth Y. Stiles; William H. Baker; and Rhoda W. Maddox. INVOCATION The invocation was delivered by the Reverend Malcolm A. Lerch of the Stephens City Luthern Church. CALL TO ORDER The Chairman called the meeting to order. INTRODUCTION OF NEW BOARD MEMBERS AND NEW COUNTY ADMINISTRATOR Mr. Koontz introduced Mrs. Rhoda W. Maddox, the new representative from Gainesboro District and Mr. William H. Baker, the new representative from Back Creek District, and welcomed them to the Board of Supervisors. Mr. Koontz then introduced Mr. James M. White, the new County Administra i and passed unanimously, Mr. Will L. Owings was elected Vice Chairman of the Board of Supervisors for a term of one year, said term to commence on January 1, 1980 and terminate December 31, 1981. ESTABLISHMENT OF MEETING DATE, TIME AND LOCATION • Upon motion made by Kenneth Y. Stiles, seconded by Will L. Owings and passed unanimously, the Board established the second and fourth Wednesday of each month as the Regular Meeting dates for the Board, said meetings to begin at 7:00 P.M. to be held in the Board of Supervisors' Meeting Room, 9 Court Square, Winchester, Virginia. APPOINTMENT CLERK AND DEPUTY CLERK OF THE BOARD Upon motion made by Kenneth Y. Stiles, seconded by R. Thomas Malcolm tor, and stated that he would begin his duties the middle of February. ORGANIZATION OF BOARD ELECTION OF VICE CHAIRMAN Upon motion made by Kenneth Y. Stiles, seconded by R. Thomas Malcolm and passed unanimously, Mr. James M. White was appointed Clerk of the Board of Supervisors and Mrs. Ann K. Kelican was appointed Deputy Clerk of the Board of Supervisors. 284 APPOINTMENT OF PARLIAMENTARIAN Upon motion made by Will L. Owings, seconded by R. Thomas Malcolm and passed unanimously, Mr. James M. White was appointed parliamentarian of the Board of Supervisors. PARLIAMENTARY PROCEDURES APPROVED The Chairman stated that the conduct of the meetings shall follow Robert's) Rules of Order and that the Chairman being elected at large shall have the right to vote. He stated that issues resulting in a tie vote would die and could be reintroduced at the-next regular meeting of the Board; that there would be no tie,;breaker. The Chairman stated that time limits would be imposed on presentations made to the Board and Mr. Malcolm suggested the following limitations: 10 minutes for the affirmative presentation 5 minutes for questions relative to the affirmative presentation 10 minutes for the opposing presentation 5 minutes for questions relative to the opposing presentation 5 minutes for summary for both sides Time limits may be extended only by a majority vote of the Board There followed a brief discussion regarding the above guidelines and Mr. Stiles stated that although he felt time limits might be necessary, he also felt anyone should be able to address the Board should they so desire. Mrs. Maddox agreed. Mr. Baker stated that he agreed, but many times there is a lot of repetition and perhaps this would be a means of avoiding this problem. Mr. Malcolm then requested that the Board give serious consideration to establishing time limits for the Board meetings inasmuch as he did not feel the Board could act effectively when board meetings continue into the very late hours. Mr. Malcolm and Mr. Stiles expressed concern regarding supplemental agendas being presented to the Board immediately prior to the meeting. Mr. Stiles stated that he felt the Board should establish a policy whereby any materials not included in the agenda would have to have a majority vote to be heard by the Board. Mr. James White advised that with two meetings a month, he could not see the urgency for a supplemental agenda. He added that it had been his policy to establish a closing date for agenda items and nothing is added after said date without the majority vote of the Board. He stated that should the Board adopt the agenda as the first order of business, it would take a majority vote of the Board to hear any other issue. Thereupon Mr. Stiles moved that the Board of Supervisors authorize the Clerk and Deputy Clerk of the Board to establish a deadline for items to be included on the agenda for the Board meetings and that any items submitted following said deadline would be considered by the Board only after a majority vote. This motion was seconded by R. Thomas Malcolm and passed unanimously. Upon motion made by Will L. Owings, seconded by William H. Baker and passed unanimously, the Board approved the parliamentary procedures as set forth above. COMMITTEE APPOINTMENTS • • • • F. The Chairman made the following Committee appointments: 285 IL I U • • i 1. Finance Committee - Mr. Baker and Mr. Owings 2. Planning Commission - Mr. Stiles 3. Committee on Law Enforcement & Courts - Mrs. Maddox and Mr. Stiles 4. Parks and Recreation Commission - Mr. Baker 5. Committee on Engineering & Code Enforcement - Mr. Owings and Mrs. Maddox 6. Social Services Board - Mr. Malcolm 7. Capital Facilities Committee - Mr. Malcolm and Mr. Stiles The Chairman stated that the committees would meet monthly, would establish meeting dates and prepare agendas, and that the first named appointee would serve as Chairman of that committee. The Chairman then made the following commit.tee.rappointments stating that these are minor committees and will meet only when meetings are called: 1. Courts - Mrs. Maddox 2. Stream Standards - Mr. Stiles 3. Frederick County Transportation Safety Commission - Mr. Owings 4. Personnel - Mr. Baker and Mr. Koontz 5. Extension Advisory Committee - Mrs. Maddox 6. Industrial Development Authority - Mr. Owings 7. Animal Care - Mr. Malcolm The Chairman made the following liaison appointments: 1. School Board - Mr. Owings 2. Sanitation Authority - Mr. Koontz 3. Health Department - Mr. Malcolm 4. ASAP - Mr. Malcolm 5. ASC - Mr. Stiles 6. Lord Fairfax Planning District Commission - Mr Mr. Baker 7. Library Board - Mrs. Maddox 8. Clerk of the Circuit Court - Mr. Malcolm 9. Treasurer - Mr. Baker 10. Sheriff - Mrs. Maddox 11. Commissioner of Revenue - Mr. Owings 12. Commonwealth's Attorney - Mr. Stiles 13. Braddock House - Mr. Malcolm Koontz and The Chairman announced that he had contacted Mr. Hugh Dailey and Mr. Dailey has agreed to continue his service for the time being on the Finance Committee inasmuch as he is the only remaining member of the Committee and preparation of the budget has begun. Mr. Owings suggested that Mr. Stiles be appointed to the Committee on Law Enforcement and Courts along with Mrs. Maddox inasmuch as he has served on this committee for the past two years. The Board concurred and the Chairman appointed Mr. Stiles to serve on said committee. There was a brief discussion regarding the Chairman's request for the appointment of citizen members from each district to the various committees. Mr. Stiles stated that this is a major departure from the policy previously followed by the Board and he felt it should have been discussed with the Board members before its presentation. He questioned the Chairman's authority to change the committee structure. Mr. Koontz stated that he felt the five citizen members would provide better repre- sentation and the only committee which would not have five citizen members would be the Finance Committee and this was basically because of the nature of the matters discussed by this committee. He advised that those committee established by code or ordinance would remain as they are currently structured. He added that the appointments would be for a period of one year. Mr. Stiles stated that hb felt strongly that the Board should have been made aware of these changes before they were presented for considera- tion. !s 2$6 SHERIFF AND COMMONWEALTH'S ATTORNEY APPOINTED TO CENTRAL SHENANDOAH CRIMINAL JUSTICE ADVISORY COMMITTEE Upon motion made by Kenneth Y. Stiles and seconded by R. Thomas Malcolm, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein appoint Sheriff Roscoe Bruce and Common- wealth's Attorney! Lawrence R. Ambrogi to serve as representatives from Frederick County on the Central Shenandoah Criminal Justice Advisory Committee fora term of three years. 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. APPOINTMENT OF JAMES'M. WHITE AS CITIZEN MEMBER TO THE CENTRAL SHENANDOAH CRIMINAL JUSTICE ADVISORY COMMITTEE Upon motion made by Kenneth Y. Stiles and seconded by R. Thomas Malcolm, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick; Virginia, does herein appoint Mr. James M. White to serve as the citizen representative from Frederick County on the Central Shenandoah Criminal Justice Advisory Committee. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhodd W. Maddox, R. Thomas Malcolm and Kenneth Y. Stiles. APPOINTMENT WILLIAM H. BAKER TO LORD FAIRFAX PLANN DISTRICT COMMISSIO'. Upon motion made by Kenneth Y. Stiles and seconded by R. Thomas Malcolm, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick) Virginia, does herein appoint Mr. William H. Baker to serve as the elected official from Frederick County on the Lord Fairfax Planning District Commiss 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 E • Malcolm, and Kenneth Y. Stiles. • DISCUSSION RE: PERSONNEL COMMITTEE The personnel committee was discussed and Mr. Stiles stated that he felt ' the Board should check to see whether or not this is legal as it would relate to the grievance procedures. Mr. Baker suggested that the Board move ahead to set up the committee and that the committee would gather criteria to present to the Board for consideration setting forth the function of the Committee. The Board concurred. REAPPOINTMENT OF GEORGE W. WALTERS TO PARKS AND RECREATION COMMISSION - APPROVED • Upon motion made by R. Thomas Malcolm and seconded by Kenneth Y. Stiles, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein reappoint Mr. George W. Walters to serve as the Shawnee District representative on the Frederick County Parks and Recreation Commission for a term of four years, said term to commence on January 10, 1980 and terminate on January 10, 1983. 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. ll_ '28 7 • U • 1 • The appointment of the at -large members was discussed and Mr. Stiles requested that the minutes be researched to determine how these appoint- ments are made. REAPPOINTMENT OF ELMER VENSKOSKE TO FREDERICK COUNTY PLANNING COMMISSION - APPROVED Upon motion made by Rhoda W. Maddox and seconded by Will L. Owings, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein reappoint Mr. Elmer Venskoske to serve as the representative from Gainesboro District on the Frederick County Planning Commission for a term of four years. 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. AGRICULTURAL DISTRICT ADVISORY COMMITTEE DI Mr. Riley suggested that the Board consider the formation of an agricultural district advisory committee. Following a brief discussion, the Board requested that they be furnished with a copy of the procedures to be followed to form such a committee for consideration. POLICY RE: CONDITIONAL USE PERMITS - APPROVED Mr. John Riley presented a policy regarding review and renewal of conditional use permits which had been recommended by the Planning Commiss wherein said permits would be renewed administratively provided all condi- tions of the permit had been met. Mr. Stiles asked if the holder of the permit would have L appeal to the Board of Supervisors should his permit, upon review, he in question, and Mr. Riley advised that any permit on which there was a question would automatically be brought before the Board of Supervisors for consideration. Mr. Malcolm asked how this policy would relate to the conditional use permits which had been approved for a three year period and Mr. Riley re- plied that they would still be reviewed and would follow the same procedure as yearly permits. Upon motion made by Kenneth Y. Stiles and seconded by Will L. Owings, BE IT RESOLVED, That the Board of Supervisors of the County of Frederi Virginia, does herein direct that effective this date, conditional use permits shall be reviewed and renewed annually by the County staff, pro- vided all conditions placed on the conditional use permit have been met. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz,. Will L. Owings, R. Thomas Malcolm, Rhoda W. Maddox, William H. Baker and Kenneth Y. Stiles. SUBDIVISION - MERRIMAN'S ESTATES, SECTION III - BACK CREEK DISTRICT - Mr. Riley presented the subdivision request for Merriman's Estates, Section III, stating that the Planning Commission recommended approval of said plat with the condition that Lot 39 be adjoined to Lot 40 inasmuch as Lot 40 does not have a suitable drainfield location. The recreation impact fee was discussed and Mr. Riley advised that the fee would be $444 ($111 per lot) and not $555 as set forth in the agenda. 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 the subdivision plat of Merriman's Estates, Section III, located at the end of Wayland Drive in Back Creek Magisterial District, with the stipulation that Lot 40 as set forth on said plat be adjoined to Lot 39 inasmuch as Lot 40 does not have a suitable drainfield location. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, Rhoda W. Maddox, William H. Baker, R. Thomas Malcolm, and Kenneth Y. Stiles. FIRST AND SECOND READINGS Mr. Riley read the following conditional use permit request on first and second reading: CONDITIONAL USE PERMIT NO. 024 -79 OF DR.. AND MRS. ROBERT W. KAPP, JR., 202 -204 DODGE AVENUE, WINCHESTER, VIRGINIA, REQUESTING A CONDITIONAL USE PERMIT TO REPLACE A TRAILER DAMAGED BY FIRE AT 202 =204 DODGE AVENUE, ZONED RESIDENTIAL- GENERAL (R -3). THIS PROPERTY IS DESIGNATED PROPERTY IDENTIFICATION NUMBER 54C -(A)1, 2, 3, IN SHAWNEE MAGISTERIAL DISTRICT. MONTHLY STAFF REPORT - '.ACCEPTED After review, the monthly staff7report,was accepted. AUTHORIZATION FOR FREDERICK- WINCHESTER..SERVICE TO EXPEND 4,050 TO STUDY ALTERNATE SITE FOR REGIONAL SEWAGE TREATMENT PLANT- Mr. Koontz stated that the Frederick - Winchester Service Authority had agreed to study the alternate site if the_"County was willing to pay the local share of said study in the amount of $4,050. He advised that the City had appointed a committee to study alternatives and Mr. Owings suggested that the County appoint a similar committee to work with the City committee on this project. Mr. Stiles stated that the people who own the farm where the plant is ' proposed to be located have come to the conclusion that as long as they get a fair price for their land, there objections are not as intense as they have been. Mr. and Mrs. William Beck appeared before the Board and expressed their objections to the alternate site stating that their property adjoins the site and should the plant be located there it would devalue their property. A gentlemen in the audience expressed concern regarding odor from the proposed plant and Mr. W. H. Jones explained the process of an aerated lagoon system stating that only on extremely rare occassions would there be an odor from the plant. He stated that the proposed site is suitable for the process recommended by the engineers and meets all the criteriai.therefor; He advised that there is a possibility, if another site is chosen, the process may have to be changed. Mr. Malcolm stated that the engineers had found the proposed site to be the most cost effective and he was not sure what would be accomplished by a study of the alternate site; that the delay of the overall project might well result in a plant which is not cost effective and which will cost the users more in the long run. Mr. Jones suggested that the Board appoint an ad hoc committee to work with the City's committee to iron out any paints of difference. _ OF F Tel w • lui • • Upon motion made by R. Thomas Malcolm and seconded by William H. Baker, BE IT RESOLVED, That the Board of Supervisors of the County of Freder Virginia, does herein deny authorization to the Frederick - Winchester Sery Authority to expend $4,050 for the study of an alternate site for the lo- cation of the Regional Sewage Treatment Plant; and, BE IT FURTHER RESOLVED, That the Board does direct that an ad hoc committee be appointed to work with the City committee relative to concerns regarding the regional concept. 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. APPOINTMENT OF AD HOC COMMITTEE RE: REGIONAL SEWAGE TREATMENT PLANT The Chairman appointed Mr. Kenneth Y. Stiles, Mr. W. H. Jones, Mr. James Diehl and himself to serve on the Ad Hoc Committee to work with the City Ad Hoc Committee on the Regional Sewage Treatment concept. CAPITAL FACILITIES PROJECT DELIBERATIONS - TABLED Upon motion made by R. Thomas Malcolm and seconded by Kenneth Y. Stile BE IT RESOLVED, That the Board of Supervisors of the County of Frederi Virginiat;''doe "sJherein table deliberations on the capital facilities project until such time as an agreement is reached on the regional sewage treat- ment plant inasmuch as the Board feels that both projects are important in the overall plans of the County and City. 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, CONCERNS Proposed Salary Increases - Mr. Stiles suggested that the Finance Committee meet with the Budget Committee of the School Board to discuss salary increases inasmuch as figures which are currently being discussed are not possible. Proposed School Board Building Projects - Mr. Stiles suggested that the Board of Supervisors meet with the School Board in the near future to discuss the long term building program. He stated that the School Board is preparing to embark on a series of actions which will have long term repercussions and which will involve long term committments. He added that he felt the Board should deal with this now before irrevocable steps are taken which should be addressed jointly. Mr. Malcolm asked what kind of long term building program Mr. Stiles was speaking of and Mr. Stiles replied that in the report of school board building needs, there are recommendations which involve the closing of Gore and Gainesboro Schools thereby necessitating the need for a new school in that area. He added that the possibility of Kline School being converted into an administration building is discussed and he felt the Board of Supervisors and School Board should work together on these projects. 290 Planning and Development as it Relates to Property Owners Mr. Stiles stated that he had given a lot of consideration to the subject of Planning & Development; that the Board had talked about guiding Frederick County and without belittling the need for good planning, he felt the governing body was wrong when they try to substitute the decisions of politicians for the decisions of property owners when it comes to what a person intends to do with his land. He added that the Board should never deal lightly with the property owners' right to utilize his property as he sees fit. He stated that the Board is getting further and further into telling the property owner what he can or cannot do.W th�his'•land-•and:he. felt this was an area the Board should give extra consideration. Method of Committee Appointments - Mr. Stiles stated that although he recognizes the prerogative of the Chairman to make appointments, he felt it was a matter of courtesy to contact Board members before said appointments are made. UPON MOTION DULY MADE, SECONDED, AND PASSED UNANIMOUSLY IT IS ORDERED THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. ,,B r of Su ervisors Secretary, Board f Supervisors \ ��, A Special Meeting of the Frederick County Board of Supervisors was held on January 17, 1980 in the Board of Supervisors' Meeting Room, 9 Court Square, Winchester, Virginia. PRESENT: S. Roger Koontz, Chairman; Will L. Owings, Vice Chairman; Rhoda W. Maddox; R. Thomas Malcolm; and Kenneth Y. Stiles. ABSENT: William H. Baker. CALL TO ORDER The Chairman called the meeting to order. WAIVER OF NOTICE OF SPECIAL MEETING WAIVER OF NOTICE OF SPECIAL MEETING We, the undersigned members of the Board of Supervisors of Frederick County, Virginia, the Commonwealth Attorney, and the Interim Clerk of the Board, do hereby waive Notice of Special Meeting, to be held on Thursday, January 17, 1980, at 11:30 A.M. in the Frederick County Board of Supervisors' Meeting Room, 9 Court Square, Winchester, Virginia, for the following purposes: 1. Meeting with Department of Parks & Recreation 2. Such other business as may come before this Board Signed and attested this 17th day of January 1980,. /s/ S. Roger Koontz S. Roger Koontz Chairman r • • • • L /s/ Will L. Owings Will L. Owings Vice Chairman Opequon District 291 • • U I • /s/ William H. Baker William H. Baker Back Creek District /s/ Rhoda Maddox Rhoda Maddox Gainesboro District /s/ R. Thomas Malcolm R. Thomas Malcolm Shawnee District /s/ Kenneth Y. Stiles Kenneth Y. Stiles Stonewall District /s/ Lawrence R. Ambrogi Lawrence R. Ambrogi Commonwealth's Attorney ATTEST: C �I'r7— P /s/ Stan Pangle Stan Pangle Interim Clerk of the Board of Supervisors WORK SESSION WITH PARKS AND RECREATION DIRECTOR The Chairman introduced Mr. Ned Cheely, Parks and Recreation Director, who appeared before the Board and presented a brief background regarding the Parks and Recreation Department. Mr. Cheely presented hand- outs to the Board setting forth the long term planning for his department covering areas of programs, facilities and staff and stated that any increase in programs or facilities would necessarily require an increase in staff. He added that he felt a master plan was essential for the development of the parks. Mr. Cheely expressed the need for a maintenance facility and a repair program for vehicles. The Director presented a chart showing the existing staff in his department and stated that there would be a need for additional staff in the near future. Mr. Cheely then presented several slides showing both parks and several of the programs the department operates. He pointed out the flooding problem in the area of the current maintenance facility at Clearbrook Park. The number and type of programs offered by the Department were dis- cussed and Mr. Cheely stated that the use of the schools for some of these programs is becoming increasingly more difficult in that the department has to schedule their activities around the school's activities and many times when there is a school event cancelled and rescheduled for another date, there is a conflict and the Parks and Recreation Department must then find another location. The proposed pool complex was discussed and Mr. Cheely advised that there was a possibility of 50% matching funding from COR or the County might want to finance the project through some type of bonds. Joint maintenance facilities with the School Board for vehicle main- tenance was discussed and Mr. Malcolm advised that the mechanics at the School Bus Garage can hardly keep up with their own work and if the 292 County wanted to locate their repair facilities there, it would probably necessitate adding space and additional manpower. Mr. Owings stated that the Board must decide what direction the Parks and Recreation Department is to take, i.e. whether to continue to expand their services or to maintain the department as it now stands. Mr. Stiles stated that he objected violently to the statement containedl in the handout that "We believe the provision of leisure experiences is a primary function of government in today's society ". He suggested that the Board consider carefully maintaining the programs we already have with- out a great deal of expansion. A fee schedule for use of County recreational facilities was discussed briefly as well as the proposal that subdivisions be required to set aside open space for recreation when the subdivision is submitted for approval. The softball program was discussed and'Mr. Cheely advised that a certain number of teams would be permitted on a first come, first served basis, and that the deadline for registration would be widely publicized; that any team coming in for registration after the deadline date when the league is filled, would be turned away. He added that the Department would need the Board's strong support in this policy to avoid a situation such as the one which occurred last year. The method of selecting programs was discussed and Mr. Cheely advised that this is done through requests from the public, i.e. if there is enough interest in a specific program, the Department tries to offer it and it must be self- supporting. The function of the Parks and Recreation Commission was discussed and Mr. Cheely stated that the Commission is not a policy making body but is an advisory.committee. Mrs. Maddox stated that she felt the Recreation Department should endeavor to maintain the facilities they now operate rather than expand at this time inasmuch as it would not be feasible to have facilities you cannot maintain. The possible construction of a pool was discussed and Mr. Stiles stated that he would be totally opposed to bonds of any type for recreation. The Chairman thanked the Parks and Recreation Director for his presen- tation and stated that he hoped the Board's input would aid him in the direction the Board desires the Recreation Department to follow. SPECIAL MEETING SET FOR JANUARY 23, 1980 The Board set the date of January 23, 1980, at 11:30 A.M. in the Board Room for a work session with the Director of Data Processing and the Fiananco Director. UPON MOTION DULY MADE, SECONDED, AND PASSED UNANIMOUSLY, IT IS ORDERED THAT THE OARD OF SUPER ISO S DO NOW ADJO �A =�J I . - WV Cam= Bo rd of S pervisor Secretary, Board Supervisors C • • • J • fl