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September 04, 2002 Regular Meeting 208 A Special Meeting ofthe Frederick County Board of Supervisors was held on September 4, 2002, at 12 Noon, in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman Richard C. Shickle; Vice Chairman W. Harrington Smith, Jr.; Margaret B. Douglas; Sidney A. Reyes; Gina A. Forrester; and Lynda J. Tyler. ABSENT Robert M. Sager (out of town) INVOCATION Supervisor Douglas delivered the prayer in absence of a minister. AGENDA ADOPTED AS PRESENTED Upon motion made by Supervisor Smith, seconded by Supervisor Tyler, the agenda was adopted, as presented, by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 2002 FALL VPSA BOND SALE AND LITERARY FUND SUBSIDY PROGRAM - RESOLUTION (#006-02 AND #007-02) APPROVED Superintendent Dr. William Dean appeared before the Board on behalf of this request advising it is time once again to apply for the cash flow needs from November to May. These projected cash flow needs are $7,800,000 which includes $6,000,000 for Millbrook High School, $800,000 for James Wood Middle School, and $1,000,000 for the fourth middle school. He further advised the traditional Virginia Public School Authority (VPSA) Fall bond sale is available to them with application due by September 3, 2002, thus the reason for this Special Board Meeting. Director of School Finance Lisa Frye appeared before the Board advising the two resolutions included in the Board's packet authorize applications to participate in the bond sales. The subsidy resolution authorizes application for $4,355,000 specific to Millbrook. The non-subsidy resolution authorizes application for $7,800,000 to satisfy total projected cash flow needs through May 2003. She further advised if the subsidy program is sufficient to include part or all of the $4,355',000 Minute Book Number 28 Board of Snpervisors Special Meeting of 09/04/02 209 request, the non-subsidy bond sale amount will be reduced. Thus, total expected increase in debt for the entire Fall sale will be $7,800,000. Discussion followed with regard to when the Board would know if the funding would be received. Director Frye advised it would be late October. Supervisor Tyler asked how the list was prioritized. Director Frye explained it is by application and there are different bench marks. Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the following resolution(#006-02) were approved: BOARD OF SUPERVISORS COUNTY OF FREDERICK FREDERICK, VIRGINIA RESOLUTION At a meeting ofthe Frederick County Board of Supervisors (the "Board of Supervisors") held on the 4th day of September, 2002, the following resolution was adopted by a majority of the members of the Board of Supervisors by the following roll call vote, as recorded in the minutes of the meeting: PRESENT: VOTE: Richard C. Shickle, Chairman W. Harrington Smith, Jr. Margaret B. Douglas Sidney A. Reyes Robert M. Sager Lynda J. Tyler Gina A. Forrester Aye Aye Aye Aye Absent Aye Aye A RESOLUTION AUTHORIZING FREDERICK COUNTY TO SUBMIT AN APPLICATION TO VPSA LITERARY FUND SUBSIDY SALE AND TO SCHEDULE A PUBLIC HEARING WHEREAS, the Frederick County School Board (the "School Board") has an application for financing the cost of capital improvements to Millbrook High School (the "Project") in the amount of $4,355,000 on the Literary Fund Priority Waiting List for which it currently desires to proceed with financing; and WHEREAS, the School Board has received an application for the Virginia Public School Authority ("VPSA") Fall 2002 subsidy sale, and the School Board and the Board of Supervisors of the County of Frederick, Virginia ("County") have determined that it is advisable to contract a debt and issue general obligation bonds of the County in the amount not to exceed $4,355,000 to finance a portion ofthe Project (the "Subsidy Bonds") and to sell the Subsidy Bonds to the VPSA pursuant to the Fall 2002 Literary Fund subsidy sale; and NOW, THEREFORE, BE IT RESOLVED BY THE FREDERICK COUNTY BOARD OF SUPERVISORS: The County Administrator is authorized and directed to submit an application to the VPSA Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 210 in order to sell the Subsidy Bonds to the VPSA at the Fall 2002 VPSA bond sale. The County Administrator is authorized to advertise a public hearing to be held on September 25,2002 on the issuance of the Subsidy Bonds. This resolution shall take effect immediately upon its adoption. Adopted this 4th day of September, 2002. The above motion was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye (Resolution #007-02) At a meeting ofthe Frederick County Board of Supervisors (the "Board of Supervisors") held on the 4th day of September, 2002, the following resolution was adopted by a majority of the members of the Board of Supervisors by the following roll call vote, as recorded in the minutes of the meeting: PRESENT: VOTE: Richard C. Shickle, Chairman W. Harrington Smith, Jr. Margaret B. Douglas Sidney A. Reyes Robert M. Sager Lynda 1. Tyler Gina A. Forrester Aye Aye Aye Aye Absent Aye Aye A RESOLUTION AUTHORIZING FREDERICK COUNTY TO SUBMIT AN APPLICATION TO VPSA FOR $7,800,000 AND TO SCHEDULE A PUBLIC HEARING WHEREAS, the Board of Supervisors has received a request from the Frederick County School Board (the "School Board") to contract a debt and issue general obligation bonds of the County in the maximum amount of $7,800,000 to finance certain capital improvements for public school purposes (the "Bonds") and to sell such bonds to the Virginia Public School Authority ("VPSA"); and WHEREAS, the Board of Supervisors has determined that it may be necessary or desirable to advance money to pay the costs for such capital projects for public school purposes (the "Projects") and to reimburse such advances with proceeds of one or more financing; NOW, THEREFORE, BE IT RESOLVED BY THE FREDERICK COUNTY BOARD OF SUPERVISORS: The Board of Supervisors adopts this declaration of official intent under Treasury Regulations Section 1.150.2. The Board of Supervisors reasonably expects to reimburse advances made or to be made by the County or the School Board to pay the costs of acquiring, constructing and equipping the Projects from the proceeds of the Bonds to be issued in the maximum amount of $7,800,000. Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 211 The County Administrator is authorized and directed to submit an application to the VPSA in order to sell the Bonds to the VPSA at the Fall 2002 VPSA bond sale. The County Administrator is authorized to advertise a public hearing to be held on September 25,2002 on the issuance of the Bonds. This resolution shall take effect immediately upon its adoption. Adopted this 4th day of September, 2002. The above motion was approved by the following recorded vote: Richard C. Shick1e - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye REOUEST FOR TRANSFER OF FUNDS FOR COMPLETION OF NORTH KENT STREET INDUSTRIAL ACCESS PROJECT - APPROVED Administrator Riley advised that an operation contingency transfer is being requested in order to complete the North Kent Street Industrial Access Project in the amount of$23,500. These funds will be used to relocate an Allegheny Power substation fence and to relocate utilities. The Fiscal Year budget included $100,000 for operational contingencies and it is requested that this amount be allocated from those budgeted funds. Upon motion made by Supervisor Douglas, seconded by Supervisor Tyler, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye FINANCE DIRECTOR SHIFFLER REVIEWS WlTHTHE BOARD FISCAL DATA FOR YEAR ENDING JUNE 30. 2002 Finance Director Shiffler presented to the Board an overview of data from year ending June 30, 2002 including the following: 1. What was the County's financial picture at the end of the fiscal year? 2. Revenues - Revenue Detail Analysis 3. Expenditures - Expenditure Detail Analysis 4. What impact does last fiscal year and the current fiscal year to date have on the County's Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 212 Unreserved Fund Balance? 5. Looking Forward 6. How do all these numbers tie together? Supervisor Forrester inquired as to when the bill would be received for Warrior Drive? Public Works Director Strawsnyder advised that approximately $300,000 had been paid to date, and that the County would be billing VDOT once the bill is received. Director Shiffler advised the Board of what the County is looking at concerning the budget and County needs. Supervisor Forrester asked ifthe funds that will be coming from VDOT will help? Director Shiffler advised those funds are what is considered a "windfall," one time money, and they will not help. Administrator Riley explained what the County would be looking at for the start of budget preparation at the next budget meeting. Supervisor Reyes advised that based on what he has heard the County is looking at a tax increase and he wants to know what can be done to prevent a tax increase. Administrator Riley advised that in his opinion there will be a tax increase, and the question is how big will the increase be. He feels based on status quo the County could be looking at a 34 cent increase. Supervisor Forrester asked about the "rainy day fund." Administrator Riley responded advising these were funds left over from the construction of the Bowman Library, and have now been depleted. Supervisor Forrester asked how much was in the unreserved fund? Director Shiffler advised $12.5 million at this point. Chairman Shickle asked Administrator Riley the time schedule for preparation of the upcoming budget. Administrator Riley advised that would be available in the next few weeks. FINANCE COMMITTEE REPORT The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on August 21, 2002 at 8:00 A.M. The committee approved agenda items 6. 7, 8, 9, 16, and 19 under consent agenda. The Finance Director presented an analysis of the year end financial picture. Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 213 Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the consent agenda was approved, as presented, by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, JI. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 1. The School Finance Director requests a NREP Operating Fund supplemental appropriation in the amount of$14A01.64. a School Ooerating Fund supplemental appropriation in the amount of$450.668.00. a School Cafeteria Fund supplemental appropriation in the amount of $50.000.00. a Construction Fund supplemental appropriation in the amount of$28.899.042.12. and a Textbook Fund supplemental appropriation in the amount of$558.30. These amounts represent outstanding encumbrances for the school system at 6/30/02. See attached memo, p.I-5. The committee recommends approval; however, a request exceeding $500,000.00 requires a public hearing and will be included in the Public Hearing section of the agenda. Upon motion made Supervisor Smith, seconded by Supervisor Forrester, for all the amounts above with the exception of construction fund supplemental appropriation as it has to have a public hearing. The above motion was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye The committee recommends postponement of agenda items 2, 3, and 4, and requests that the Board of Supervisors review the budget and the criteria established for the preservation of battlefields. A lengthy discussion followed as to the best way to handle these requests. Chairman Shickle advised that he felt it was an uncomfortable situation, and he was not sure how the Board got to this point. Assistant Tierney explained about when certain grants became available for battlefield purchases; however, those that are long standing are not eligible. Supervisor Forrester suggested that perhaps a percentage of what they are requesting might be an alternative. Administrator Riley advised that he could not advise the Board to exceed the $500,000 that was earmarked for this request. Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 214 Supervisor Forrester suggested perhaps some sort of a weighted system could be used to determine how much each request would receive based on certain criteria. Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, numbers 2, 3 and 4 are hereby postponed until the next Board meeting. The above motion was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 2. The Fort Collier Civil War Center, Inc. requests the use of$29,000.00 ofthe appropriated county funds for the preservation of battlefields in order to retire the debt on the property. See attached memo, p.6-7. - Postponed 3. The Director of Belle Grove Plantation requests $130,000.00 ofthe appropriated county funds for the preservation of battlefields to pay for the purchase of 183 acres of adj acent land. See attached memo, p.8-16. - Postponed 4. The Cedar Creek Battlefield Foundation is requesting consideration to receive a portion ofthe appropriated county funds for the preservation of battlefields. See attached memo, p.17-20. - Postponed S. The Finance Director requests a General Fund supplemental appropriation in the amount of $1.956.163.94. a Regional Jail supplemental appropriation in the amount of $64.745.26. a Building Fund supplemental appropriation in the amount of $652,4 15.00. and an Airport Capital Project supplemental appropriation in the amount of $81.418.67. These amounts represent outstanding purchase orders at 6/30/02. See attached list for detail, p.21. The committee recommends approval; however, items exceeding $500,000.00 require a public hearing and will be included in the Public Hearing section of the agenda. Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above figures, for less than $500,000 were approved as requested, and for those over $500,000 they were approved for public hearing. The above motion was approvcd by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 6. The Director ofthe Frederick County Victim Witncss Program requests a General Fund supplemental appropriation in the amount of $19.231.00. This amount represents a request to change a part-time position to a full-time position as Assistant Director of the Frederick County Victim Witness Program and is fully funded by the Department of Criminal Justice Services. No additional local funds are needed. See attached memo, p.22-23. The committee recommends Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 215 approval. - Approved Under Consent 7. The Sheriff requests a General Fund supplemental appropriation in the amount of $2,036.19. This amount represents the department's share in a recent sale of seized property and is requested to be placed in line item 3102-5413-000-007 Forfeited Property Surplus. No additional local funds are needed. See attached memo, p.24-25. The committee recommends approval. _ Approved Under Consent 8. The Sheriff requests a General Fund supplemental appropriation in the amount of $200.00. This amount represents donations from two ofthe elementary schools in the county for the DARE program and is requested to be placed in line item 3102-5413-000-001 Drug Program. No additional local funds are needed. See attached memo, p.26-27. The committee recommends approval. - Approved Under Consent 9. The Sheriff requests a General Fund supplemental appropriation in the amount of $435.93. This amount represents an insurance reimbursement for an auto claim and is requested to be placed in line item 3102-3004-000-002 Repair and Maintenance Vehicle. No additional local funds are needed. See attached memo, p.28. The committee recommends approval. - Approved Under Consent 10. The Sheriff requests a General Fund supplemental appropriation in the amount of $14.443.42. This amount is requested to be carried forward from FY02 in line item 3102-5413-000- 00] DARE Program in the amount of $13,544.76 and line item 3102-5413-000-007 Forfeited Property in the amount of$898.66. See attached memo p.29. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 11. The Finance Director requests clarification in the FY03 budgeted line items for the DARE Program and Forfeited Property. Local allocations were reversed in FY02 at the direction of the Finance Committee. FY03 budget allocations for local funding include $] 7,549.00 for the DARE Program and $21,502.00 for Forfeited Property. The committee recommends approval to reverse the local funding. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above request was approved by the following recorded voted: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 12. The Directors of Public Safety Communications request a General Fund supplemental appropriation in the amount of $30,000.00. This amount is requested to be carried forward from FY02 in line item 3506-3002-000-000 Professional Services for mapping software and licensing for Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 216 the CAD system. See attached memo p.30- 31. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Doug]as - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 13. The Directors ofPub]ic Safety Communications request a General Fund supplemental appropriation in the amount of $40.000.00. This amount is requested to be carried forward from FY02 and represents funds for the construction of a communications tower and the upgrading of a current structure. See attached memo, p.32. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Doug]as - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 14. The Director of Public Works requests a General Fund supplemental appropriation in the amount of $43.818.00. This amount represents a request for an additional environmental inspector position reviewed and endorsed by the Public Works Committee. See attached memo, p.33-47. The committee recommends approval and requests that the revenue generated from increased permit fees effective 7/1/02 be reviewed to determine ifthe cost ofthis position could be offset by this revenue. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 15. The Director of Public Works requests several carry forward amounts that were endorsed by the Public Works Committee. A Landfill Supplemental Appropriation in the amount of $820.000.00. This amount represents projects or purchases that were budgeted for FY02 and not completed and is requested that the following line items and amounts are affected: 12-4204-3002- 000-000 Professional Services for $100,000.00, 12-4204-8006-000-000 Construction Vehicles and Equipment for $60,000.00, and 12-4204-8900-000-000 Improvements Other Than Buildings for $660,000.00. The committee recommends approval. A Genera] Fund supplemental appropriation in the amount of $33.047.00 is requested. This amount will be used to educate the citizens of Frederick County about the proposed curbside trash program, complete the fence and gate at Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 217 ShawneeLand convenience sites, expand the Albin site and to collect litter during special Litter- Thon events and is requested to be placed in the following line items: 4203-5204-000-000 Postage for $8,700.00,4203-3007-000-000 Advertising for $5,000.00, 4203-3006-000-000 Printing and Binding for $10,000.00, 4203-5506-000-000 Travel for $1,200.00, 4203-3004-000-000 Repair and Maintenance- Buildings for $7,180.00, and 4205-3010-000-000 Contractual Services for $967.00. The committee recommends approval. A General Fund supplemental appropriation in the amount of$4.500.00. This amount is requested to be placed in the following line items: 4305-3002-000-000 Contractual Services for $2,000.00, 4305-3004-000-000 Repair and Maintenance Appliances and Equipment for $500.00, and 4305-3004-000-003 Repair and Maintenance Buildings and Grounds for $2,000.00. The committee recommends approval. A ShawneeLand Sanitarv District supplemental aporooriation in the amount of $131.500.00. This request is requested to be placed in the following line items: 16-81 08-3004-000-003 Repair and Maintenance Buildings and Grounds for $116,000.00, 16-8108-301O-000-000 Other Contractual Services for $9,000.00, and 16-8108- 8700-000-000 Land for $6,500.00. See attached memo, pA8-52. The committee recommends approval. The $820,000.00 will be scheduled for public hearing. Upon motion made by Supervisor Smith, seconded by Supervisor Forrester the request for $33,047.00 was approved by the following recorded vote: Richard C. Shickle - Nay W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the request for $4,500.00 was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda 1. Tyler - Aye Gina A. Forrester - Aye Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, a ShawneeLand Sanitary District supplemental appropriation in the amount of $131,500.00 was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 16. The Department of Social Services requests a General Fund supplemental appropriation in the amount of$26.232.00. This amount represents additional state funds for Independent Living and Respite Care. No additional local funds are required. The committee recommends approval. Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 218 Approved Under Consent Agenda 17. The Unit Coordinator for the Virginia Cooperative Extension requests a General Fund supplemental appropriation in the amount of $1.500.00. This amount represents unspent funds in the FY02 budget and is requested to be placed in line item 8301-5506-000-000 Travel. See attached memo, p.53. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 18. The Winchester-Frederick-Clarke Office on Youth and Families requests a General Fund supplemental appropriation in the amount of$7 .500.00. Similar requests are being made to the City of Winchester, and Clarke County. Additional local funds are required. See attached memo, p.54- 75. The committee recommends approval contingent on approval by the City of Winchester. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Aye Robert M. Sager - Absent Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda 1. Tyler - Aye Gina A. Forrester - Aye 19. The CFFW Regional Jail requests a Regional Jail supplemental appropriation in the amount of $1.324.00. This request represents an insurance reimbursement and is requested to be placed in line item 11-3301-3004-000-003 Repair & Maintenance-Buildings and Grounds. No local funds are required. See attached memo, p.76-77. The committee recommends approval. - Approved Under Consent ***For Information Only*** 1. Attached is a letter form Millwood Station Volunteer Fire and Rescue Company 21 in appreciation of the $67,164.00 contribution. See attached memo, p.78. 2:00 P.M. JOINT MEETING WITH WINCHESTER CITY COUNCIL AND VIRGINIA DEPARTMENT OF TRANSPORTATION OFFICIALS (VDOT) RE: METROPOLITAN PLANNING ORGANIZATION (MPO) The following staff members were present from VDOT and the Virginia Department of Rail and Public Transit: Ivan Rucker- Federal Highway Administration Minute Book Number 28 Board of Supervisors Special Meeting of 09/04102 219 Ken Meyers - Federal Highway Administration Jack Apostolides - Transportation Planner, Va. Dept. of Rail & Public Transit Darrel M. Feasel-Transit Planner, Va. Dept of Rail & Public Transit Herman F. Hollins-Transportation Planner, VDOT Kenneth E. Lantz-Transportation Planner, VDOT Robert "Ben" Mannel- Transportation Planner, VDOT Frank H. Hancock-Transportation P1anner- VDOT Jerry Copp - Resident Engineer - VDOT Ben Lineberry- Transportation Assistant Resident Engineer - VDOT City of Winchester Attendees President Charlie Gaynor Councilman Jeff Buettner City Manager Ed Daley Ivan Rucker advised that MPO is Metropolitan Planning Organization that serves a region with urbanized population greater than 50,000. MPO conducts a continuing, cooperative, and comprehensive transportation planning process that results in plans and programs considering all transportation modes and supports metropolitan community development and social goals. He further advised that only one MPO is designated for each urbanized area or group of contiguous urbanized areas. Designation is made by cooperative agreement between the Governor and local governments representing at least 75% of the local population. Responsibilities should be clearly established in an agreement or memorandum of understanding executed by the State and MPO. The agreement serves as the legal basis for the MPO and is also the basis of the funding contract. Designation clearly identifies the policy body that is the forum for cooperative decision making and will be taking the required actions. This group is generally known as the Policy Board or Policy Committee. The voting membership ofthe policy board must include at a minimum Local elected officials, Operators of major transportation services: transit, airports, maritime ports, rail and State transportation officials. Non-voting membership includes Federal transportation agencies (FHW A & FTA). Most MPO's also establish a TECHNICAL COMMITTEE consisting oflocal planners, state transportation planners, and FHW NFT A staff to advise the policy board on technical issues. Technical committee members need to coordinate with their respective policy board members to fulfill their advisory responsibilites. Most MPO's establish by-laws detailing membership, obligations, and committee structures. The MPO will need to have staff to conduct administrative and technical work on behalf ofthe MPO. In most cases, it is more cost efficient to co-locate MPO staff with other regional planning efforts. The MPO study area must cover the urbanized area and the contiguous geographic areas expected to be urbanized within 20 years. The MPO study area Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 220 must be submitted to the Governor for approval. The designated study area must also be submitted to FHW A and FT A, however no approval action is necessary. The MPO, in cooperation with the State and transportation operators, is responsible for carrying out the metropolitan transportation planning process. They will cooperatively develop and approve the following: 1. Unified Planning Work Program (May 2003) 2. Constrained Long Range Transportation Plan (Oct.2005) 3. Transportation Improvement Program (Oct. 2005) These actions do require MPO Policy Board approval. Mr. Rucker further advised of the Unified Planning Work Program, Long Range Transportation Plan. Public Involvement, Funding for Planning, Transit Funding for Planning, Timeline and FHW A's role in this Plan. Chairman Shickle stated that we have already passed six months of2002. Ben Lineberry advised Chairman Shickle that we would make the deadline. President Gaynor inquired about Federal Funding being supplemented by State Funding and what the formula was. Mr. Rucker advised the figure of$32,000 was guaranteed and it goes up. He further advised that the City of Danville received $110,000. President Gaynor asked about WATTS, for as he understands it WATTS will be no more. Asked why we are changing? Mr. Rucker advised it was due to having a population over 50,000. He is not sure at this point, but feels Frederick County should get somewhere between $140,000 to $150,000. President Gaynor asked about additional funding. Manager Daley advised these funds were just for planning as construction funds would be along later. He further advised it was his understanding that the Planning District Office would be doing the bulk of this work, and that additional staff would not be hired. Ben Lineberry explained the difference between the former WATTS and this MPO Plan. Chairman Shickle asked about local funds. He feels the request for effort was considerable; however, the amount of funding is considerably less. Supervisor Tyler advised of what she felt the County could have done by November and December. She further addressed the resolutions that are needed from both the City of Winchester Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02 221 and the County, as well as the representatives that will need to be appointed to the MPO. She asked about the Commonwealth Transportation Board and where they come in to play with this? Supervisor Reyes asked when the $32,000 would be forthcoming. Ben Lineberry advised that he felt there was approximately $50,000 to work with. Mr. Rucker reiterated the importance of keeping on schedule with the dates. Supervisor Forrester asked when the preliminary MOU would be available for the Board to revIew. City Manager Daley advised they have not been made available as of this date. Chairman Shickle inquired about staffing. Administrator Riley advised that both he and City Manager Daley agreed that the Planning District, and their Director Steve Kerr, would be the one to do this, and that the documents would be coming to both the Board and City Council. President Gaynor stated that WATTS cannot be used. Administrator Riley advised that was correct, we are starting over. Supervisor Forrester inquired as to when the regional airport would become involved in this? Steve Kerr advised of his experiences with MPO when he was in Pennsylvania. He advised that the locality knew more about what was going on and the funding was more. He further advised that it does open some doors, and it is renewable. There is more input from the citizens and local government, and more opportunities; however it is also more work This worksession adjourned at 3:18 P.M. n' ~ n ~ ~_-.O~ Richard C. Shickle Chairman, Board of Supervisors , GJ)rfK':;f Jolin R. Riley, . Clerk, Board of Supervisors Minutes Prepared By: l,"All.l_ ,-;<h 1 , ~ Carol T. Bayli';;i Deputy Clerk, Board of Supervisors Minute Book Number 28 Board of Supervisors Special Meeting of 09/04/02