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January 23, 1980 to January 30, 1980293 i • • L� • A Special Meeting of the Frederick County Board of Supervisors was held on January 23, 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's Attorney and the Interim Clerk of the Board,:'do hereby waive Notice of Special Meeting, to be held on Wednesday, Janaury 23:; 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 the Departments of Data Processing and Finance. 2. Such other business as may come before the Board. Signed and attested this 23rd day of January 1980. /s/ S. R S. Roger Chairman r Koontz ntz /s/ Will L. Owin Will L. Owings Vice Chairman Opequon District /s/ William H. Baker William H. Baker Back Creek District s/ Rhoda W. Maddox Rhoda W,. Maddox Gainesboro District R. Thomas Malcolm R. Thomas Malcolm Shawnee District Stonewall District Lawrence R. Ambroqi Lawrence R. Ambrogi Commonwealth's Attorney ATTEST:�� /s/ Stan Stan Paa Stan Pangle Interim Clerk of the Board of Supervisors WORK SESSION .WITH DATA PROCESSING DIRECTOR Mrs. Helen Locke, Data Processing Director, appeared before the Board and'presented a brief background of the Data Processing Department. She presented a handout setting forth a summary of services and information furnished by her Department. Mrs. Locke explained the various requests she had received to provide additional services to the Planning and Y. Stiles 294 Development, the Inspections Department and the Sheriff's Department, and the benefits each would derive from said services. Mrs. Locke stated that she is now experiencing a problem with the storage of files and because of the demand for expanded services, additional equipment or a new system would be necessary in the near future. She explained that the additional equipment would have a life span of approxi- mately two to three years at an approximate cost of $15,000 and a new system, which would have a life span of approximately 10 years, would cost approximately $72,000, or approximately $7,200 a year. She advised' that we are currently paying a rental fee of $6,000 per year for the data recorders in her department, and she felt the use of the new system would far outweigh the cost. The salvage value of the current equipment was discussed and Mrs. Locke stated that she would estimate the salvage value to be approximately $20,000. The need for additional` staff was.discussed ;and the Director stated that additional personnel would not be necessary unless the department takes on additional large projects. Billing for the services rendered by the Data Processing Department to the various departments and agencies was discussed and Mr. James E. Boyd advised that this is being done to some extent at the present time and when the new accounting system is put into effect, this will be a part of said system. The possibility of costs being recovered from the State Compensation Board for work done for the Commissioner of Revenue and the Treasurer was discussed and Mr. Boyd advised that a request could be forwarded to the State Compensation Board to determine if they would participate in these costs. Mrs. Locke then explained the procedures necessary to convert to a new system and advised that she would like to include the new system in her budget for the coming fiscal year. WORK SESSION WITH FINANCE DIRECTOR Mr. James E. Boyd, Finance Director, appeared before the Board and presented a brief background on the development of the Finance Department stating that the department now employs five people and the most pressing problems are the need for additional office space and storage areas. He advised that any growth would require an increase in staff in his depart- ment inasmuch as the current staff is hard pressed to maintain the current workload. He advised that as other departments grow the workload in his office necessarily increases, i.e. additional payroll, additional accounting procedures and forms, etc. Mr. Boyd stated that he is requesting funds in his budget for the coming fiscal year for part -time help with the hope that additional fulltime personnel will not become necessary this year. He explained the goals and objectives of his Department and the reasons therefor. Mr. Boyd advised that the staff is currently in the process of pre- paring the budget for the coming fiscal year; that the budget worksheets are due February 4th and meetings with the Finance Committee and /or Board would be scheduled after February 18th. Mr. Koontz thanked Mrs. Locke and Mr. Boyd for their presentations and stated that the Board was very pleased with the work of both of these • • • -295 departments. Mr. James White stated that from a financial management standpoint, in terms of utilization by the Board, these two departments are probably critical in terms of giving the Board information to make quality public decisions. He stated that he felt very strongly that the Board must maintain strong support of both these departments in order that they might maintain the flow of information which the Board needs. RESOLUTION OF APPOINTMENTS TO CENTRAL SHENANDOAH CRIMINAL JUSTICE ADVISORY COMMITTEE RESCINDED Upon motion made by Kenneth Y. Stiles and seconded by Will L. Owings, 9, 1980 appointing Sheriff Roscoe Bruce, Lawrence R. Ambrogi, Commonwealth' Attorney, and the County Administrator to the Central Shenandoah Criminal Justice Advisory Committee due to the fact that said appointments were erroneous. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, R. Thomas Malcolm, William H. Baker, Rhoda W. Maddox and Kenneth Y. Stiles. • APPOINTMENT OF SHERIFF ROSCOE BRUCE AND LAWRENCE R. AMBROGI TO LORD FAIRFAX PLANNING DISTRICT COMMISSION CRIMINAL JUSTICE ADVISORY COMMITTEE AND MR. JAMES M. WHITE, COUNTY ADMINISTRATOR AS A CITIZEN MEMBER OF THE LORD FAIRFAX PLANNING DISTRICT COMMISSION ; APPROVED I 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 • Frederick, Virginia, does herein appoint Sheriff Roscoe Bruce and Common- wealth's Attorney, Lawrence R. Ambrogi to serve as Frederick County's representatives for a term of three years on the Lord Fairfax Planning District Commission Criminal Justice Advisory Committee and Mr. James M. White, County Administrator to serve as the citizen member from Frederic County on the Lord Fairfax Planning District Commission. The above resolution was passed by the following recorded vote: • R. Thomas Malcolm, Kenneth Y. Stiles. Aye - S. Roger Koontz, Will L. Owings, Rhoda W. Maddox, William H. Baker, UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT T BOARD OF SUPERVISORS DO NOW ADJOURN. Jja i Ch an, oar of 'S erviso Secretary, Bo of Supervisors A Regular Meeting of the Frederick County Board of Supervisors was I held on January 23, 1980, 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. BE IT RESOLVED, That the Board of Supervisors of the County of • Frederick, Virginia; does herein rescind the resolution passed on January 9, 1980 appointing Sheriff Roscoe Bruce, Lawrence R. Ambrogi, Commonwealth' Attorney, and the County Administrator to the Central Shenandoah Criminal Justice Advisory Committee due to the fact that said appointments were erroneous. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, R. Thomas Malcolm, William H. Baker, Rhoda W. Maddox and Kenneth Y. Stiles. • APPOINTMENT OF SHERIFF ROSCOE BRUCE AND LAWRENCE R. AMBROGI TO LORD FAIRFAX PLANNING DISTRICT COMMISSION CRIMINAL JUSTICE ADVISORY COMMITTEE AND MR. JAMES M. WHITE, COUNTY ADMINISTRATOR AS A CITIZEN MEMBER OF THE LORD FAIRFAX PLANNING DISTRICT COMMISSION ; APPROVED I 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 • Frederick, Virginia, does herein appoint Sheriff Roscoe Bruce and Common- wealth's Attorney, Lawrence R. Ambrogi to serve as Frederick County's representatives for a term of three years on the Lord Fairfax Planning District Commission Criminal Justice Advisory Committee and Mr. James M. White, County Administrator to serve as the citizen member from Frederic County on the Lord Fairfax Planning District Commission. The above resolution was passed by the following recorded vote: • R. Thomas Malcolm, Kenneth Y. Stiles. Aye - S. Roger Koontz, Will L. Owings, Rhoda W. Maddox, William H. Baker, UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED THAT T BOARD OF SUPERVISORS DO NOW ADJOURN. Jja i Ch an, oar of 'S erviso Secretary, Bo of Supervisors A Regular Meeting of the Frederick County Board of Supervisors was I held on January 23, 1980, 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. 296 CALL TO ORDER The Chairman called the meeting to order. INVOCATION The invocation was delivered by Reverend Peter Ford, Chaplain attthe Winchester Memorial Hospital and Winchester Centre Friends. APPROVAL OF MINUTES Upon motion made by R. Thomas Malcolm, seconded by Kenneth Y. Stiles and passed unanimously, the last sentence in the first paragraph on Page 10 of the December 6th minutes was corrected to read: "The Board felt that if the juris- dictions could not work cooperatively on one project, i.e. the regional sewage system, perhaps they could not work cooperatively on the capital facilities plan" Upon motion made by R. Thomas Malcolm, seconded by Will L. Owings and passed unanimously, the word "log" on Page 6 of the December 19th minutes was corrected to read "lot" and the motion to set the salary of the Sheriff on Page 19 of said minutes was corrected to read "seconded by Dr. Raymond L. Fish" and not "Kenneth Y. Stiles" Upon motion made by Kenneth Y. Stiles, seconded by Rhoda W. Maddox and passed unanimously, the minutes of the Adjourned Meeting of December 6, 1979, and the Adjourned Meeting of December 19, 1979, were approved as corrected. INTRODUCTION OF MR. WILLIAM P•IFER, REPRESENTATIVE FROM CONGRESSMAN ROBINSON' OFFICE The Chairman stated that Mr. William Pifer, a representative from Congressman J. Kenneth Robinson's Office, was present and had requested to address the Board. Mr. Pifer appeared before the Board and stated that his purpose in addressinc the Board was to introduce himself and to reiterate that Congressman Robinson's Office is available to offer assistance whenever possible to both the governing body and the constituency of Frederick County. PRESENTATION BY JIM HAWVERMALE, FIELD COORDINATOR LORD FAIRFAX EMS COUNCIL Mr. Jim Hawvermale, Field Coordinator for the Lord Fairfax EMS Council, appeared before the Board and requested a letter from the Board of Supervisors setting forth their support of the Lord Fairfax EMS Council stating that such a letter was necessary from all the jurisdictions in the planning district; that this would not be a legally binding letter. He explained briefly the operation and purpose of the EMS Council. Mr. Stiles asked if this would be an ongoing, permanent operation or is it just an organizational type thing inasmuch as the federal government would pick up 758 of the funding for the first five years and Mr. Hawvermale replied that they are not planning to design anything which will require a major investment after the five year period and the maintenance costs would be borne by the rescue squads and hospitals after that time. Mr. Baker asked if the state participates in this program and Mr. Hawvermale replied that they did not inasmuch as there is no of state and federal funds. Mr. Malcolm suggested that the Board request comments from Frederick County'! representatives on the EMS Council before endorsing a letter of support. The Board concurred. Mr. Hawvermale requested that the letter of support be approved by February 15, 1980 if possible. • • E 297 RESOLUTION DATED FEBRUARY 28, 1979 RE: REGIONAL JAIL PROJECT RESCINDED - RESOLUTION APPROVING GRANT FUNDING FOR FIS YEAR 1979 -1980 - APPROVED Mr. James Allamong, Project Coordinator for the Regional Jail Project a L� • appeared before the Board and stated that in talking with the Finance Director and researching the minutes he had found that the Board on February 28, 1979 had approved grant funding for the project for 90% federal funds, 58 local funds and 5% state funds, for fiscal year 1979 -1980. He stated that this should have been a 50/50 matching grant in the total amount of $20,192, of which Frederick County's share would be $7,806, and that funds have been allocat in this year's budget. He requested that the abovementioned resolution be re- scinded and the appropriate resolution passed in order that the funding might be expended from the budget. He presented a brief report regarding the joint confinement project stating that it appears to be working very well and at this point in time we are the only area in the state complying with the regulations for segragation of prisoners. Upon motion made by Will L. Owings and seconded by R. Thomas Malcolm, 1] BE IT RESOLVED, That the Board of Supervisors of the(County of Frederick, Virginia does herein rescind the resolution passed by the Board on February 28, 1979 regarding grant funding for the Regional Jail Project setting forth 90% federal funding, 58 local funding and 5% state funding; and, BE IT FURTHER RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia does herein approve grant funding for the Joint Confinement and Corrections Operations Project for Fiscal Year 1979 -1980 in the amount of $20,192 on a 508 federal /508 local basis, with Frederick County's share being $7,806. The above resolution was passed by the following recorded vote: Aye - • L� S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm, and Kenneth Y. Stiles. ROBERT E. AYLOR REAPPOINTED TO THE NORTHWESTERN VIRGINIA HEALTH SYSTEMS AGENCY, INC. Upon motion made by Will L. Owings and seconded by Kenneth Y. Stiles, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein reappoint Mr. Robert E. Aylor to serve as a representati from Frederick County on the Northwestern Virginia Health Systems Agency, Inc. for a term of three years, said term to commence.on February 1, 1980 and terminate on January 31, 1983. The above resolution was passed by the following recorded vote: Aye - • S. Roger Koontz, Will L. Owings, R. Thomas Malcolm, William H. Baker, Rhoda W. Maddox, and Kenneth Y. Stiles. Mr. Stiles stated that although he fully supported Mr. Aylor's reappoint ment to the Agency, he did object to the various agencies and commissions writing letters to the Board of Supervisors suggesting who should be appointed to these organizations inasmuch as he felt it put the Board in an awkward position and tends to have the control flowing in the wrong direction. 11 COMMITTEE APPOINTMENTS 298 ✓ Gainesboro District Parks and Recreation Commission - Retha Crosen - Approved Upon motion made by Rhoda W. Maddox and seconded by William H. Baker, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia does herein appoint Mrs. Retha Crosen to serve as the representative from Gainesboro District on the Frederick County Parks and Recreation Commission for a term of one year, said term to commence on January 10, 1980 and terminate on January 10, 1981. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, Will L. Owings, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm, and Kenneth Y. Stiles. Capital Facilities Committee - George B. Whitacre - App roved Upon motion made by Rhoda W. Maddox and seconded by William H. Baker, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia does herein reappoint Mr. George B. Whitacre, Clerk of the Circuit Court to serve as a representative from Gainesboro District on the Capital Facilities Committee for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980. 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. Opequon District Mr. Owings stated that he was not interested in changing the membership on the Capital Facilities Committee inasmuch as the current Committee has been working on the project and is familiar with it. ick County Transportation Safety C ommissior - Nei Stallings - Upon motion made by Will L. Owings and seconded by Kenneth Y. Stiles, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein reappoint Mr. Neil Stallings to serve as the representative from Opequon District on the Frederick County Transportation Safety Commission for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980. 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. Parks and Recreation Commission - Donald E. Welch - Approved Upon motion made by Will L. Owings and seconded by Kenneth Y. Stiles, BE IT RESOLVED, That the Board of Supervisors of the County of Frederick, Virginia, does herein reappoint Mr. Donald E. Welch to serve as the representa- tive from Opequon District on the Frederick County Parks and Recreation Commi for a term of four years, said term to commence on January 10, 1980 and terminate on January 10, 1984. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, &sill L. Owings, Rhoda W. Maddox, Kenneth Y. Stiles, William H. Baker and R. Thomas Malcolm. • C • A 299 Shawnee District Stream Standards Committee - Bart Tizio - 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 appoint Mr. Bart Tizio to serve as the representative from Shawnee District on the Frederick County Stream Standards Committee for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980. 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. Frederick County Transportation Safety Commission - Forrest E. Sirbaugh, Jr. - 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, 1 • Virginia, does herein reappoint Mr. Forrest E. Sirbaugh, Jr. to serve as the Shawnee District representative on the Frederick County Transportation Safety Commission for the term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980. 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. Animal Care Committee - Robert Crim - 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 appoint Mr. Robert Crim to serve as the Shawnee District representative on the Frederick County Animal Care Committee for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980. The above resolution was passed by the following recorded vote: Aye - • S. Roger Koontz, Will L. Owings, Rhoda W. Maddox, Kenneth Y. Stiles, William H. Baker and R. Thomas Malcolm Committee on Engineerinq and Code Enforcement - Robert Prettyman - 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. Robert E. Prettyman to serve as a citizen member on the Committee on Engineering and Code Enforcement for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 19 The above resolution was passed by the following recorded vote: Aye'' S. Roger Koontz, Will L. Owings, Rhoda W. Maddox, Kenneth Y. Stiles, William H. Baker and Thomas Malcolm. ital Facilities Committee - Richard Dick - 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, i Virginia, does herein reappoint Mr. Richard Dick to serve as the representative from Shawnee District on the Frederick County Capital Facilities Committee for a term of one year, said term to commence on January 1, 1980 and terminate on 300 December 31, 1980. 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. Stonewall District Animal Care Committee - Esther Boyd - Approved 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 Frederick, Virginia, does herein appoint Mrs. Esther Boyd to serve as the representative from Stonewall District on the Frederick County Animal Care Committee for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980. 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. Frederick Count )ortation Safet - Patrick Russell - r r 1 U 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 Frederick, Virginia, does herein appoint Mr. Patrick Russell to serve as the Stonewall District representative on the Frederick County Transportation Safety Commission for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980. 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. Extension Advisory Committee 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 Frederick, Virginia, does herein appoint Mr. George Cather to serve as the representative from Stonewall District on the Extension Advisory Committee for a term of one year, said term to commence on January 1, 1980 and terminate on December 31, 1980 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. SHERIFF ROSCOE BRUCE APPOINTED TO ASAP 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 to the ASAP.Advisory Committee for a term of four years, said term to commence on January 1, 1980 and terminate on December 31, 1983. 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. ASAP ADVISORY COMMITTEE TERMS ESTABLISHED FOR FOUR YEARS 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 establish the terms of the members on the ASAP Advisory Committee at four years, commencement of said terms to be retroactive to August • • 3.0 x 23, 1978, and terminate on August 23, 1982, with the exception of the Sheriff whose term shall run concurrently with his term of office. 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. REAPPOINTMENT MANUEL C. DEHAVEN TO FREDERICK COUNTY PLANNING COMMISSION - APPROVED 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 Frederick, Virginia, does herein approve the reappointment of Manuel C. DeHaven to serve as the representative from Stonewall District on the Frederick County Planning Commission, for a term of four years, said term to commence on January 9, 1980 and terminate on January 8, 1984. 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. FINANCE COMMITTEE RECOMMENDATIONS Mr. William Baker presented the Finance Committee recommendations and the following action was taken. EXTENSION SERVICE REQUEST TO HIRE A FULLTIME CLERK TYPIST I - APPROVED 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 request of the Extension Service to hire a fulltime Clerk Typist I at an annual salary of $6,579, said funds to be expended from Reserve from Contingencies. 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. Mr. Stiles stated that he and Mr. Malcolm had both found that the general feeling in the County is that the Extension Office is working very well in Frederick County now. He stated that he felt Mr. DeOms, Ms. Burtner, and Mr. Ritenour should be commended for their efforts in this regard. STANT PLANNING DIRECTOR - ENT HEAD LEVEL AND ABOVE - - MAXIMUM MOVING Mr. Baker stated that the Finance Committee recommended that moving expenses in the amount of $412 be approved for the recently employed Assistant Planning Director and that a policy of $500 be established for department head level and above who are henceforth employed by the county. He then moved for the approval of this recommendation. Mr. Owings seconded the motion. Mr. Stiles moved to table the matter so that it might be discussed in Executive Session. This motion died for lack of a second. Mr. Stiles stated that his statement had no reflection on the gentleman involved, but that this matter had been discussed by the Board in November and the Board decided not to pay moving expenses; that this had been made clear before the job was offered. He said he could see no reason for the Board to change their mind simply because some people, without the authority to do so, made a commitment.when the applicant was interviewed for the job. He added that noone can commit money except the Board, acting as a Board, and he felt this should be reflected in the future. He futher stated that he was:-opposed to paying moving expenses for new employees. 302 Therefore, 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 moving expenses for Mr. John Horne, Assistant Planning Director, in the amount of $412.00; and, BE IT FURTHER RESOLVED, That the Board does herein establish a policy for future hirings setting forth that moving expenses will be made available to the department head level and above, with a maximum ceiling of $500.00: The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, William H. Baker, Rhoda W. Maddox, R. Thomas Malcolm, and Will L. Owings. Nay - Kenneth Y. Stiles. HANDLEY LIBRARY REQUEST TO EXPEND $7,438 GRANT IN AID FUNDS - APPROVED 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 that the amount of $7,438 in federal grant in aid funds may be expended by the Handley Library under the regulations of the State Library Board. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, William H. Baker, Rhoda W. Maddox, Will L. Owings, 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. 025 -79 OF POWLEN EQUIPMENT CO., INC., 1000 AIRPORT ROAD, WINCHESTER, VIRGINIA, REQUESTING A CONDITIONAL USE PERMIT FOR A CONSTRUCTION EQUIPMENT DISTRIBUTORSHIP AND SALES OFFICE. THIS PROPERTY IS DESIGNATED AS PROPERTY IDENTIFICATION NUMBER 64- 055(A) IN SHAWNEE MAGISTERIAL DISTRICT. ITH WINCHESTER AND THE A joint meeting with the Winchester City Council and the Clarke County Board of Supervisors was set for February 6, 1980 at 8:00 P.M. in the Board of Supervisors' Meeting Room to discuss the proposed regional sewage treatment plant. DAVID ANDRE, ESQUIRE RETAINED TO REPRESENT COUNTY AS PER PRIOR AGREEMENT 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 accept the letter from David Andre, Esquire, dated January 11, 1980, setting forth his fee schedule to represent Frederick County in the downzoning process and in litigation which may result from that process pursuant to an earlier agreement between Mr. Andre and the Board of Supervisors. 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. CORRESPONDENCE FROM SENATOR JOE CANADA, JR. NOTED The Board noted a letter from Senator Joe Canada, Jr., regarding his pro- posed bill to prohibit the sale of drug paraphernalia and stated that any individual who cared to support said bill should reply to the Senator setting forth their support or opposition. • • • • 303 l � CONFIRMATION OF APPOINTMENT OF DAVID BRUBAKER, STUDENT O N THE PARKS AND RECREATION COMMISSION - APPROVED 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 confirm the appointment of Mr. David Brubaker as a studen representative on the Frederick County Parks and Recreation Commission for a of two years (May 1, 1979 thru May 1, 198]). 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. The Board recessed for ten minutes. B OARD RETIRES INTO EXECUTIVE SESSION Upon motion made by Kenneth Y. Stiles, seconded by R. Thomas Malcolm, Ll • and passed unanimously, the Board retired into Executive Session in accordance with Section 2.1 -344 of the Code of Virginia, 1950, as amended, Subsections (a) (6) and (a) (1) to discuss legal and personnel matters. B OARD 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. VIRGINIA DIVISION OF FORESTRY STATEMENT - APPROVED 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 payment of the statement received from the Virginia Division of Forestry in the amount of $1,381.00 for services rendered under the terms of Section 10 -46 for forest fire control for the fiscal year 1979 -1980. The above resolution was passed by the following recorded vote: Aye - S. Roger Koontz, William H. Baker, Rhoda W. Maddox, Will L. Owings, R. Thomas Malcolm, and Kenneth Y. Stiles. UPON MOTION DULY MADE, SECONDED AND PASSED UNANIMOUSLY, IT IS ORDERED is THAT THE BOARD OF SUPERVISORS DO NOW ADJOURN. Secretary, Bo of Supervisors A Special Meeting of the Frederick County Board of Supervisors was held on January 30, 1980, in the Board of Supervisors' Meeting Room, 9 Court Square, Winchester, Virginia. PRESENT: S. Roger Koontz, Chairman; William H. Baker, Rhoda W. Maddox; 304 R. Thomas Malcolm. ABSENT: Will L. Owings, Kenneth Y. Stiles. CALL TO ORDER The Chairman called the meeting to order. W AIVER OF NOTICE OF SPECIAL MEETING W AIVER 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 Notive of Special Meeting, to be held on Wednesday, January 30, 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 the Departments of Public Works and Inspections. 2. Such other business as may come before the Board. Siqned and attested this 30th day of January 1980. /s/ S. Roger Koontz S. Roger Koontz Chairman / s/ Will L. Owings Will L. Owings Vice Chairman Opequon District /s/ William H. Baker William H. Baker Back Creek District /s/ Rhoda W. Maddox Rhoda W. 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: *M� Y4 /s/ Stan Pangle Stan Pangle Interim Clerk of the Board of Supervisors W ORK SESSION WITH DIRECTOR OF INSPECTIONS Mr. Carroll R. Brown, Inspections Director, appeared before the Board and presented a handout setting forth the history of his department and its development, its future goals and objectives. He stated that the department now has 7 employees and additional would be requested only when the workload exceeds the department's ability to provide quality inspections. He described the various inspections per by the department and cited the need for a fire protection inspector. J C7 1 C11 r L • F - L-J 305 Mr. Brown then presented graphs showing the various agencies his department works with and the annual increase in inspections in the Couunty. . He reported that he had testified before the General Assembly regarding House Bill 168 which deals with the building code and had in fact been permitted to help write the wording in the bill.. He stated that he felt this would improve the building code and solve the problems many departments were now experiencing as a result of the code revision passed under House Bill 659 several years ago. WORK SESSION WITH PUBLIC WORKS DIRECTOR • Mr. Stan Pangle, Public Works Director, appeared before the Board and presented a brief overview of the Public Works Department stating that the department is divided into five categories; (1) refuse collection; (2) refuse disposal; (3) buildings and grounds; (4) public works; and (5) emergency services. He briefly described the services provided by each of the above operations. of Winchester, and Clarke County; that this goes beyond-.the scope of civic responsibility. The hours of operation of the landfill were discussed and Mr. Malcolm stated that it may become necessary to consider modifying the hours due to the volume of trash which is dumped on the weekends. The compacter sites were discussed and Mr. Koontz stated that they were a great improvement over the container system . • Space needs and the law library were discussed and Mr. Pangle advised that the Commonwealth Attorney had taken the books he uses regularly from the law library to his office and there was a tentative plan to move the remaining books to the Handley Library until new court facilities are constructed. Mr. Koontz thanked Mr. Brown and Mr. Pangle for their presentations stating that he felt it was most beneficial for the Board to fully under- stand the responsibilities and functions of the County departments. UPON MOTION DULY MADE, SECONDED, AND PASSED UNANIMOUSLY, IT IS ORDERED • NOW ADJOURN. ecretary, B U rd of Supervisors The litter control project was discussed and Mr. Malcolm stated that ' due to the fact that the landfill is located in Shawnee District, the roads in that vicinity should be given priority consideration in the clean -up . program. He stated that it was not fair for the people in that district to have to bear the fallout of trash from all over the County, the City of Winchester, and Clarke County; that this goes beyond-.the scope of civic responsibility. The hours of operation of the landfill were discussed and Mr. Malcolm stated that it may become necessary to consider modifying the hours due to the volume of trash which is dumped on the weekends. The compacter sites were discussed and Mr. Koontz stated that they were a great improvement over the container system . • Space needs and the law library were discussed and Mr. Pangle advised that the Commonwealth Attorney had taken the books he uses regularly from the law library to his office and there was a tentative plan to move the remaining books to the Handley Library until new court facilities are constructed. Mr. Koontz thanked Mr. Brown and Mr. Pangle for their presentations stating that he felt it was most beneficial for the Board to fully under- stand the responsibilities and functions of the County departments. UPON MOTION DULY MADE, SECONDED, AND PASSED UNANIMOUSLY, IT IS ORDERED • NOW ADJOURN. ecretary, B U rd of Supervisors