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HomeMy WebLinkAboutDecember 19 2007 Work Session164 A Worksession of the Frederick County Board of Supervisors was held on Wednesday, December 19, 2007 at 9:30 A.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. PRESENT Chairman Richard C. Shickle; Vice Chairman Gene E. Fisher; Charles S. DeHaven, Jr.; Gary W. llove; and Bill M. Ewing. ABSENT Philip A. Lemieux and Barbara F,. Van Osten (Arrived at 11:00 A.M.). John R. Riley, Jr., County Administrator; Jay E. Tibbs, Deputy County Administrator; Kris C. Tierney, Assistant County Administrator; School Board members Don Butler; Rick Howett; Melvin S. "Jim" Harmon, Jr.; and Benjamin Waterman; Patricia Taylor, Superintendent of Schools; Lisa Frye, Finance Director, Frederick County Public Schools; AI Orndorff, Superintendent for Administration; Steve Edwards, Clerk to the School Board; Peter Vernimb, Superintendent for Instruction; and Larry Rickard, Director of Buildings and Grounds. CALL TO ORDER Chairman Shickle called the Worksession to order. APPROVAL OF AGENDA -APPROVED Chairman Shickle suggested the order of the agenda be changed so that item IV, Closed Session: Property, would take place prior to Item III, Discussion of School Board's Current CIP. Upon a motion by Vice-Chairman Fisher, seconded by Supervisor DeHaven, the Board approved the agenda by the following vote: Richard C. Shickle Aye Gene E. Fisher Aue Charles S. DeHaven, Jr. Aye Gary W. Dove Aye Bill M. Ewing Ayc Philip A. Lemieux Absent Barbara E. Van Osten Absent BOARD RETIRED INTO CLOSED SESSION Upon a motion by Vice-Chairman Fisher, seconded by Supervisor DeHaven, the Board convened in Closed Session pursuant to Code of Virginia, 1950, as Amended, Section 2.2-3711 A Minute Book Number 33 Board of Supervisors Worksession of 12/19/07 (Worksession with School Officials Re: Current Capital Improvements Plan (CIP)) 165 (3) to discuss acquisition of real estate. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Gene E. Fisher Aye Charles S. DeHaven, Jr. Aye Gary W. Dove Aye Bill M. Ewing Aye Philip A. Lemieux Absent Barbara E. Van Osten Absent BOARD RECONVENED INTO REGULAR SESSION Upon a motion by Vice-Chairman Fisher, seconded by Supervisor Ewing, the Board came out of closed session and reconvened in Regular Session. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Gene E. Fisher Aye Charles S. DeHaven, Jr. Aye Gary W. Dove Aye Bill M. Ewing Aye Philip A. Lemieux Absent Barbara E. Van Osten Absent Upon a motion by Vice-Chairman Fisher, seconded by Supervisor DeHaven, the Board certified that to the best of each board member's knowledge only Virginia Code Section 2.2-3711 A (3) acquisition of real estate was discussed. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Gene E. Fisher Aye Charles S. DeHaven, Jr. Aye Gary W. Dove Aye Bill M. F,wing Aye Philip A. Lemieux Absent Barbara E. Van Osten Absent DISCUSSION OF SCHOOL BOARD'S CURRENT CAPITAL IMPROVEMENTS PLAN Superintendent Taylor presented the Board with a copy of a memo from School Board Chairman John Lamanna to Board of Supervisors Chairman Richard Shickle listing the proposed budget adjustments for the FY 2008 School Construction Fund. In addition, she presented a time line showing the various CIP projects and the associated cost for each. She noted the School Board approved a supplemental appropriation request for each of the items on the list. With regard to those Minute Book Number 33 Board of Supervisors Worksession of 12/19/07 (Worksession with School Ofticials Re: Current Capital Improvements Plan (CIP)) 66 projects which required attainment of a suitable site, Superintendent Taylor noted any site selected would be acceptable to both boards. The Board then reviewed the six projects: 1. Request for Transportation Facility The requested funds would be used for land acquisition, architectural design, engineering, and site testing up to the point that bid documents would be published. The requested appropriation for this phase was $2 million. Superintendent Orndorff advised the school had done everything to maximize the current transportation facility. Chairman Shickle asked how long it would take for fund balance to be repaid. Finance Director Frye responded that bond monies are received in May and November. She stated the School Board would like to have these items placed on a future Board of Supervisors agenda and they would hope the Board would entertain a public hearing on these items at its January 23, 2008 meeting. 2. Request for Renovation/Addition to Apple Pie Ridge and Bass Hoover The requested funds would be used for the renovation of the existing space and additional classrooms. The requested appropriation for these projects is $2 million. Superintendent'1'ayloradyised this request had been listed on previous Capital Improvement Plans; however, it has now been broken down into two phases. Superintendent Orndorff stated the new phase I included the creation of a kindergarten area to accommodate full-day kindergarten, if it is implemented. Phis phase should be completed by July 2009. Superintendent Taylor stated Frederick County was the last of the 134 school districts in Virginia to still have half day kindergarten. 3. ~ucst for Replacement Frederick County Middle School The requested funds would be used for land acquisition, architectural design, engineering, and site testing up to the point that bid documents would be published. The requested appropriation for this project is $2 million. Superintendent Taylor stated the proposed replacement of Frederick County Middle School Minute Book Number 33 Board of Supervisors Worksession of 12/19/07 (VVorksession with School Officials Re: Current Capital Improvements Plan (CIP)) 167 could possibly delay the need for the 5th middle school, because this would increase capacity at the school. Superintendent Orndorff advised that the School Board had conducted an extensive study and amended the Capital Improvement Plan to construct a replacement Frederick County Middle School to be placed outside of the city. "The proposed school would accommodate 850 students and would be similar to Admiral Byrd. The proposed school would be placed in the Indian Hollow area. Superintendent Taylor stated, once the replacement school was completed, the old school would be declared surplus property. 4. Request for School Administration Building The requested funds would be used for architectural design, engineering, and site testing up to the point that bid documents would be published. The requested appropriation for this phase of the project is $500,000. Superintendent Taylor stated this dealt with the congested area at James Wood Middle School, the Administration Building, and Fox Drive. Superintendent Orndorff stated a 5,000 square foot building would be placed in back of the existing building. Phase II of this project would permit the design, engineering, and site testing for anew 2-story building on the current site. Supervisor DeHaven asked if the new entrance would serve James Wood Middle School also. Superintendent Orndorff responded yes. Chairman Shickle asked if the building would be designed fora 25 or 50 year useful life. Superintendent Orndorffresponded it would be a 25 year useful life. Chairman Shickle stated that 25 years seemed "a little light". Supervisor Ewing asked if the annual bond cost for each project could be shown. 1~ finance Director Frye responded that information would be provided. 5. Request for Aylor Middle School Renovation The requested funds would be used for architectural design and engineering up to the point that bid documents would be published. The requested appropriation for this phase of the project is $500,000. Minute Book Number 33 Board of Supervisors Worksession of 12/19/07 (Worksession with School Officials Re: Current Capital Improvements Plan (CIP)) 68 Superintendent Orndorff stated the building was in need of renovation and the systems (e.g. fire alarm, electric, and HVAC) needed upgrading. Additional space would also be added to the building. Maintenance and Grounds Director Larry Rickard advised the HVAC needed to be addressed in the very near future and the roof was in need of replacement. 6. Request for 4th High School The requested funds would be used for land acquisition, architectural design, engineering, and site testing up to the point that bid documents would be published. The requested appropriation for this phase was $7.5 million. Superintendent Taylor advised this was a three year project and the school board was watching the enrollment numbers very carefully. She stated that land acquisition was an important part of this project. Superintendent Orndorff advised the school board needed to look at property to purchase for this school and it would be a 1,250 member school similar to Millbrook and Sherando High Schools. Per the Comprehensive Plan, the school is proposed for the Admiral Byrd Middle School area, but other areas being considered include the Orchard View and Indian Hollow areas. Chairman Shickle asked if the County had the fund balance capacity to address all of the requests. Administrator Riley responded no, He stated the Board might be able to advance $4 million over a short period to be recovered back to fund balance, but he would not recommend advancing all of the funds. Finance Director Frye stated that, under the VPSA schedule, requests for borrowing needed to be coordinated. Chairman Shickle expressed concern about money from fund balance being tied up for a long period of time. Finance Director Frye stated these figures were preliminary estimates, which would "get us to the street". Chairman Shickle stated staff needed to work on funding options and bring a level of comfort to the Board. Minute Book Number 33 Board of Supervisors Worksession of 12/19/07 (Worksession with School Officials Rr. Current Capital improvements Plan (CIP)) 169 Supervisor Dove wanted to know the effect of this borrowing on the budget. Administrator Riley asked if debt service was included in the $265 million committed for the projects. Finance Director Frye responded yes. Supervisor Ewing expressed concern about tying up $14.5 million in fund balance. Superintendent Taylor responded they could not move on a project until they had the money to start. Chairman Shickle stated it would be better to fund those projects that would be reimbursed as part of the spring bond issue. Superintendent Taylor suggested doing projects 1-5. Administrator Kiley stated the Board could hold a public hearing on an amount not to exceed. Superintendent Orndorff stated he was comfortable removing project #6. Superintendent Taylor stated, with the removal of project #6, the request would be reduced to $7 million. Finance Director Frye stated the School Board's Capital Improvement Plan would change if the 4th High School was removed. Chairman Shickle stated the minimum amount of funding must be what can be reimbursed at the spring bond issue. He went on to say the Board must also minimize what gets carried over after June 30. Supervisor DcHaven stated there seemed to be some consensus for the projects, but he had grave concerns about appropriating money that cannot be backed up if certain things do not happen. Chairman Shickle asked what type of explanation was needed to satisfy any concerns. Supervisor DeHaven responded that both staffs needed to get together and come up with a doable plan. Supervisor Dove expressed concern about putting additional debt service on the backs of the county's taxpayers. He felt the schools should be utilized as much as possible and he needed to see some hard numbers as to where we are with enrollment and where we will be. He concluded by wondering if this amount of debt was something the citizens should decide via referendum. Minute Book Number 33 Board o(Supervisors Worksession of 12/19/07 (Worksession with School Officials Re: Current Capital Improvements Plan (CIP)) 70 Supervisor Ewing was concerned about the debt amount. He went on to say he could see need for some of the projects, but had reservations about others. Supervisor Van Osten favored funding projects 1-5. Vice-Chairman Fisher stated failing infrastructure was something that needed to addressed. He went on to say that he could understand the infrastructure issues, but his concern was the fund balance issue. Chairman Shickle stated there was a need to figure out a way to put this in motion with little impact to fund balance as possible. He went on to say a total project cost estimate was for the things being setting in motion. Supervisor DeHaven stated he was not opposed to having a public hearing with a not exceed amount, but he would prefer to have this worked out and the necessary information prior the hearing. Supervisor Ewing stated he would like to have the figure up front. Chairman Shickle directed Administrator Riley to schedule a time to get back together to taking this item forward for public hearing. Administrator Riley briefed both bodies as to the status of the current fiscal year budget. cited declining revenues, which equated to an estimated shortfall of $2.3 million. He advised the Finance Committee and staff were looking at interim spending measures now. He noted of the revenue decline is from permit and development application fees. ADJOURN UPON A MOTION BY SUPERVISOR EWING, SECONDED BY DOVE, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS THIS MEETING IS HEREBY ADJOURNED. (11:30 A.M.) Richard C. Shickle Joh .Rile , r. Chairman, Board of Supervisors erk, Board of Supervisors Minute Book Number 33 Board of Supervisors Worksession of 12/19/07 (Worksession with School Officials Re: Current Capital Improvements Plan (CIP)) 171 Minutes Prepared By: ~ ~ A Jay F,. ib s Deputy Clerk, Board of Supervisors Minute Book Number 33 Board of Supervisors Worksession of 12/19/07 (Worksession with School Officials Re: Current Capital Improvements Plan (CIP))