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February 27, 2002 Regular Meeting 637 ' A Regular Meeting ofthe Frederick County Board of Supervisors was held on February 27, 2002, at 7:15 P.M., 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, JT.; Robert M. Sager; Margaret B. Douglas; Sidney A. Reyes; Gina A. Forrester; and Lynda 1. Tyler. CALL TO ORDER Chairman Shickle called the meeting to order. INVOCATION The invocation was delivered by Reverend Robert C. Blinn ofthe Relief and Hites Chapel United Methodist Church. PLEDGE OF ALLEGIANCE ADOPTION OF AGENDA Administrator Riley advised that Public Works Director Strawsnyder has a response to E & S questions raised at the last Board meeting by a county resident. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the agenda was adopted, as amended, 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 CONSENT AGENDA Administrator Riley advised the Board he had nothing under consent agenda. CITIZEN COMMENT David Burgess, Shawnee District, addressed House Bi1140 and his views of this Bill. Henry Buettner, Gainesboro District, addressed House Bill 40 and advised that he felt this would have been good for the City of Winchester and Frederick County. He referred to the millions of dollars that would have benefitted both localities had this legislation passed in the General Assembly. This amount of money should not have been left on the table, as these funds would have gone to the school system. Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 638 Sam Lehman, Back Creek District, disagrees with what Mf. Buettner had to say, he feels this decision should be left up to the taxpayers. Donald W. Luttrell, Opequon District, advised that he is upset with the City of Winchester and their thoughts on House Bill 40. He asked the Board not to locate county schools in industrial areas. He addressed the prices that have been paid for property for the location of schools advising that he felt the school building program is completely out of control. Pam Kennedy, Gainesboro District, addressed the area of growth within the county. She asked if the county's decisions on growth have been right and have they been wise. She feels the county is at a cross roads. Mark Stivers, Stonewall District, read a parable from a book. He addressed the question of $250,000 being paid by the county for participation in the battlefield partnership. He asked the Board not to be afraid of raising taxes, as there are times that this has to be done in order to meet the necessary expenses of the county. He feels tourism, open space, will provide four times the return on the county's investment. Catherine Whitesell, Back Creek District, wanted to bring attention to the exhibit directly behind the Board members, showing the proposed sewer and water service area expansion. She referred to another sewer and water service expansion that was proposed, and she has yet to know when this Board or the previous Board voted on that expansion. This is in the Northeast Land Use Plan. She advised that the public wants to know when that was done. MINUTES Chairman Shickle advised that on page 20, ofthe minutes of January 23, he had a question concerning the vote and asked Supervisor Forrester ifher vote was Nay on this item. Supervisor Forrester replied yes. Upon motion made by Supervisor Sager, seconded by Supervisor Reyes, the minutes ofthe regular meeting of January 23,2002 were approved, as amended, to reflect the correction of the vote 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 Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 639 Chairman Shickle advised that on page I, last sentence, of the January 29, 2002, Joint worksession with the Finance Committee the word "there" should be spelled "their". Upon motion made by Supervisor Sager, seconded by Supervisor Reyes, the minutes ofthe worksession on January 29, 2002, were approved, as amended, 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 1. Tyler - Aye Gina A. Forrester - Aye Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the minutes of the joint worksession with the City of Winchester of February 5, 2002, were approved, as presented, 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 COMMITTEE APPOINTMENTS AREND L. NYDAM REAPPOINTED TO BOARD OF BUILDING APPEALS FROM GAINESBORO DISTRICT Upon motion made by Supervisor Reyes, seconded by Supervisor Smith, Arend L. Nydam was reappointed to the Board of Building Appeals from Gainesboro District. This is a five year appointment. This term will commence on April 9, 2002 and expire on April 9, 2007. The above motion 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 1. Tyler - Aye Gina A. Forrester - Aye ROBERT P. MOWERY WAS REAPPOINTED TO THE SANITATION AUTHORITY FROM OPEOUON DISTRICT Upon motion made by Supervisor Sager, seconded by Supervisor Reyes, Robert P. Mowery was reappointed to the Sanitation Authority from Opequon District. This is a four year appointment. The term will commence on April 15, 2002 and expire on April 15, 2006. Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 640 The above motion 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 1. Tyler - Aye Gina A. Forrester - Aye STEVE LEE. ENVIRONMENTAL HEALTH SUPERVISOR. LORD FAIRFAX HEALTH DISTRICT. ADDRESSED BOARD RE: REVISIONS TO THE RULES AND REGULATIONS OF THE BOARD OF HEALTH. COMMONWEALTH OF VIRGINIA. GOVERNING RESTAURANTS - RECEIVED AS INFORMATION Supervisor Lee was present, but due to the fact that he was not feeling well, Kelly Vanover, Environmental Health Manager with Health Department, appeared before the Board on his behalf. Chairman Shickle advised that he thought the Board members had received this information about six months ago. Manager Vanover advised that was correct. Supervisor Sager asked about penalties, fines and the closing of a facility. Manager Vanover explained that the Health Director does have the ability to close a facility ifit is deemed necessary. Supervisor Reyes asked if a facility operator is required to report any disease. Manager Kelly replied yes, if this disease can be transmitted through food. RESOLUTION (#032-02) FROM WINCHESTER AND WESTERN RAILROAD RE: RAIL PRESERVATION APPLICATION - APPROVED Administrator Riley presented this resolution. Agent John W. Hood appeared before the Board to answer any questions they may have. He advised the Board of various projects that have been completed throughout the county, and that he had spoken with the new Board members. Chairman Shickle asked that a copy of this resolution be forwarded to the Virginia Department of Transportation. Upon motion made by Supervisor Smith, seconded by Supervisor Reyes, the following resolution was approved: WHEREAS, the WINCHESTER & WESTERN RR desires to file an application with the VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION for safety and improvement projects; and WHEREAS, the identified improvement projects are estimated to cost $7,231,653.00; and Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 641 WHEREAS, the 2002 General Assembly has approved funding for the acquisition, lease or improvement of railways within the Rail Preservation Program budget; and WHEREAS, the WINCHESTER & WESTERN RR is an important element of the WINCHESTER/FREDERICK COUNTY transportation system; and WHEREAS, the WINCHESTER & WESTERN RR is instrumental in the economic development of the WINCHESTER/FREDERICK COUNTY area, and provides relief to the highway system by transporting freight, and provides an alternate means of transporting commodities; and WHEREAS, FREDERICK COUNTY supports the project and the retention of rail service; and WHEREAS, the COMMONWEALTH TRANSPORT A TION BOARD has established procedures for all allocation and distribution ofthe funds approved by the 2002 General Assembly. NOW, THEREFORE, BE IT RESOLVED that FREDERICK COUNTY does hereby request the VIRGINIA DEPARTMENT OF RAIL AND PUBLIC TRANSPORTATION to give priority consideration to the projects proposed by the WINCHESTER & WESTERN RR totaling $7,231,653.00 in FREDERICK COUNTY and THE CITY OF WINCHESTER. The above resolution 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 RESOLUTION (#033-02) RE: FLOOD ASSISTANCE FUND - LAKE HOLIDAY DAM APPROVED Chairman Shickle asked Darwin Braden, resident of Gainesboro District, serving on the Sanitation Authority to address the Board with regard to this resolution. Mr. Braden appeared before the Board advising that he felt the wording in the last paragraph and urges the passage of should be eliminated. Upon motion made by Supervisor Reyes, seconded by Supervisor Forrester, the following resolution was approved, as amended. WHEREAS, the Commonwealth has imposed retroactive design requirements on existing dam structures in the Commonwealth, which affect among other dams, the one creating the lake known as Lake Holiday located in Frederick County; and WHEREAS, the projected cost of the required remedial work would impose a significant hardship to those property owners so affected, and by not accomplishing the work would create the possibility of a public safety threat to those downstream residents; and WHEREAS, Delegate Beverly Sherwood has introduced legislative language identified as House Bill 178 (HB 178) which will provide a dedicated fund for low cost loans to be made available for the owners of these properties to make such remedial work as may be required. Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 642 NOW, THEREFORE, BE IT RESOLVED, that in the interest of public safety, the Frederick County Board of Supervisors hereby supports HB 178. Adopted this 27th day of February, 2002, 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 PUBLIC WORKS DIRECTOR ED STRA WSNYDER AND ASSISTANT JOE WILDER APPEARED BEFORE BOARD TO PRESENT SLIDES AND BACKGROUND INFORMATION ON VARIOUS E & S SITES LOCATED THROUGH OUT THE COUNTY IN RESPONSE TO A CITIZEN'S COMMENT AT BOARD MEETING OF FEBRUARY 13. 2002 Director of Public Works Ed Straw snyder, and Assistant Joe Wilder, appeared before the Board, and by way of a slide presentation presented to the Board a response to a citizen's concern about erosion and sedimentation(E&S) within the county. The slides showed the measures that had been put in place within the subdivisions to make sure that erosion and sedimentation was under control. These subdivisions were Merriman's Chase, Marshall Acres, and Orchard Subdivision. Assistant Wilder advised the Board that work is currently being done on the current E&S ordinance and this draft should be coming to the Board within the next few months. He also advised that this ordinance is reviewed by the State. PLANNING COMMISSION BUSINESS PUBLIC HEARINGS PUBLIC HEARING - EXPANSION OF THE SEWER AND WATER SERVICE AREA (SWSA). TO INCORPORATE APPROXIMATELY 199 ACRES OF PROPERTY LOCATED SOUTH OF FAIRFAX PIKE (ROUTE 277). IN THE VICINITY OF HUDSON HOLLOW ROAD (ROUTE 636) AND SHERANDO PARK. IN THE OPEQUON MAGISTERIAL DISTRICT. SHERANDO HIGH SCHOOL AND SHERANDO PARK OCCUPY APPROXIMATELY 170 ACRES OF THE EXPANSION - APPROVED Assistant Planning Director Lawrence presented this request to the Board advising that during the Board of Supervisors' January 23,2002 meeting, staff presented four alternatives in response to a Board request for consideration of expansion of the Sewer and Water Service Area(SWSA) in the vicinity of Hudson Hollow Road (Route 636). As a result ofthis discussion, the Board selected Alternative 4 as the choice for the SWSA expansion. Assistant Lawrence furthcr explained that in November of 1994, the Board of Supervisors approved a request to allow public Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 643 sewer service outside the SWSA, enabling the M2 (Industrial General) zoned Fulton property (located at the corner of Route 277 and 636) to be served by the public sewer system. This approval also enabled residences in the immediate vicinity to utilize the sewer system even though their properties were located outside the SWSA. Since that time, the Fulton property has connected to the public sewer; a majority ofthe residences have not. At the direction ofthe Board in 2001, staff developed options for the extension ofthe Sewer and Water Service Area (SWSA) south of Fairfax Pike (Route 277), in the Sherando Park area. This extension was intended to enable existing residences, many of whom have claimed to have failing health systems, to utilize the public water and sewer system. This request, if approved, would also revise the county's SWSA boundary to include the subject properties. Assistant Lawrence further advised that the planning commission recommended approval ofthe expansion as presented. Supervisor Sager advised that 90% ofthese residents are walking in sewer, these are the same people who have been in need of this since 1991. Tonya Mallory, resident of Hudson Hollow Road, appeared before the Board to explain the situation(sewer) they are dealing with, and have been dealing with for quite some time. She further explained that the residents cannot afford to pay the entire bill for this service, and they need help. Some type of alternate funding is needed. Mark Smith of Greenway Engineering, appeared before the Board to further advise them of the conditions in this area. Sam Lehman, Back Creek District, asked what is the difference between Sewer and Water Service Area and Urban Development Area. He questioned why there is a difference. Assistant Administrator Tierney advised that he knows there has been a great deal of confusion about this. He further advised that in most places throughout the county the Urban Development Boundary and the Sewer and Water Service Area boundary are coterminous, the line is basically indistinguishable, but there are locations where one extends beyond the other. The Urban Development Area extends part the way up Apple Pie Ridge, and the reason being, when the boundaries were drawn, that section of the county was already extensively subdivided into 2 acre lots. There was never any intention of sewering that area, but given that the area was already developed, or into small lots, that Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 64 it would be included in the Urban Development Area, and this is noted within the Comprehensive Plan. He advised that his recollection is that Eastgate is the first time the county extended the Sewer and Water Service out beyond the Urban Development Area. Supervisor Sager stated that this has been a concern of his since he has been on the Board. He hopes the Sanitation Authority will develop the line, as it is very much needed. Supervisor Smith asked what the charge would be. Public Works Director Strawsnyder advised about 8 or 9 thousand dollars. Chairman Shickle advised that the wording is that the "homeowners along Route 636, and the immediate vicinity", be allowed to tie into this line at their expense. He is questioning exactly what does that mean. Assistant Tierney stated that ifit is the desire of the Board to limit those properties to just residential hook- ups, then he would leave well enough alone, and not move the boundary. You have already said, they have permission to hook those residences up to sewer. Upon motion made by Supervisor Sager, seconded by Supervisor Douglas, thc above request for expansion ofthe Sewer and Water Service Area(SWSA) was approved by thc following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, Jr. - Nay Robcrt M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Nay Gina A. Forrestcr - Nay REQUEST FOR WAIVER TO INCREASE WOODLANDS DISTURBANCE ON WESTVIEW BUSINESS CENTER. LOT 4 - APPROVED Assistant Lawrcnce presented this request advising that Mark Smith of Greenway Enginecring is making this request on behalf ofthc Westview Business Center. He further advised Mr. Smith requests that a waivcr ofthe woodlands disturbance requirement ofthe Zoning Ordinance be granted. The woodlands waiver is for approximatcly 35.62 acrcs and is included in the Wcstvicw Business Center Master Development Plan approved in 2001. Assistant Lawrcncc furthcr advised that the planning commission forwards to the Board a rccommcndation for approval, with thc stipulation that a survey description for the "pcrimctcr tree save area" be provided to ensure that subsequent site development plans do not encroach into this area. Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 645 Supervisor Reyes asked Assistant Lawrence ifhe had pictures of the trees. Supervisor Sager stated that based on the photos he saw, he would not call them trees. Upon motion made by Supervisor Smith, seconded by Supervisor Reyes, the above waiver 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 1. Tyler - Aye Gina A. Forrester - Nay DISCUSSION AS TO WHETHER SCHOOLS SHOULD BE PERMITTED IN THE B-2 DISTRICT - FOLLOWING DISCUSSION VOTE WAS TAKEN FOR THIS NOT TO BE ADVERTISED Director Wyatt presented this information to the Board. Supervisor Sager asked if there are any other schools, within the county, located in B2 zoning, other than Robinson? Director Wyatt replied no, as they are not allowed. Supervisor Reyes stated that he was totally against this request. Upon motion made by Supervisor Reyes, seconded by Supervisor Sager, this item is not to be advertised, not to be in B-2. The above motion was approved by the following recorded vote: Richard C. Shick1e - Nay W. Harrington Smith, Jr. - Aye Robert M. Sager - Aye Margaret B. Douglas - Nay Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye DISCUSSION OF ROAD EFFICIENCY BUFFER REQUIREMENTS - TO BE ADVERTISED Director Wyatt presented this request to the Board advising that Chapter 165-37E ofthe Frederick County Zoning Ordinance provides requirements for road efficiency buffers forresidential land uses. The intent ofthe road efficiency buffer is to adequately screen residential land uses from interstate, limited access, arterial and major collector road systems to reduce visual and noise impacts. Currently, developers and designers have two options to meet the requirements for road efficiency buffers. He further advised that staff has concerns with the current requirements for road Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 646 efficiency buffers, including disparity between full and reduced vegetative planting requirements, the spacing requirements for plant materials, and the ability to place this feature within residential lots. Director Wyatt stated that staff requests the Board review this information and determine if a legal advertisement of this amendment is desired. Upon motion made by Supervisor Sager, seconded by Supervisor Smith, the Board directed staff to advertise the amendments, as noted. The above motion was approved by the following recorded vote: Richard e. 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 COMMITTEE REPORTS PERSONNEL COMMITTEE The Personnel Committee met on Tuesday, February 19,2002, with the following members present: Margaret B. Douglas; Chairman, Gina A. Forrester; Verne E. Collins; John R. Riley, Jr.; Kris Tierney; and Ann K. Kelican. Committee Members Philip e.G. Farley and Bill Still were absent. Supervisor Douglas presented this report. 1. Request from the Sheriff and Fire and Rescue Director for Restructure and Career Development Prol!ram - Approved The Committee reviewed a request from Gary DuBrueler, Fire and Rescue Director, for restructure of personnel in the Communications Center and adoption of a Career Development Program. Mr. DuBrueler advised that the Center is severely understaffed and we have been unable to hire qualified personnel primarily because of the salary structure. The turnover rate in this department has been extremely high and as a result staff is hard pressed to maintain the additional workload. The Committee approved the plan contingent upon fimdiIig and refers the request to the Finance Committee for consideration. (See Attachment "A") Upon motion made by Supervisor Douglas, 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 2. Reauest from Re2:ional Jail Superintendent to Fill Correctional Officer Positions- Approved Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 647 Jail Superintendent Fred Hildebrand requested approval to fill three Correctional Officer positions. These positions were previously approved by the State Compensation Board but were not filled at that time. Due to the overcrowded conditions at the Jail, the Superintendent advises that it is necessary to fill these positions at this time and is requesting approval to do so. No additional local funds are required for FY 2002 and funding for these positions is budgeted in the FY 2003 Budget. The Committee recommends approval of this request. (See Attachment "B") Upon motion made by Supervisor Douglas, seconded by Supervisor Sager, the above request was approved by the following recorded vote: Richard C. Shickle - Aye W. Harrington Smith, JI. - Aye Robert M. Sager - Aye Margaret B. Douglas - Aye Sidney A. Reyes - Aye Lynda J. Tyler - Aye Gina A. Forrester - Aye 3. Frederick County Promotion Policy - Approved The Committee reviewed the County's current promotion policy and recommends approval of same. No revisions were recommended. (See Attachment "C") Supervisor Reyes advised that he felt this should be 30 days or more. Discussion followed as to whether an amendment was necessary. It was determined it was not. Upon motion made by Supervisor Douglas, seconded by Supervisor Smith, the above recommendation ofthe Personnel Committee was approved, as presented, by the following recorded vote: Richard e. 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 Information Only County Administrator John Riley advised that he had reviewed the applications received for the Personnel Director's position and had short-listed the file to five candidates. He requested that the Personnel Committee assist him in the interview process and that interviews be scheduled as soon as possible. The Committee agreed and we will attempt to schedule interviews for the week of February 25,2002. FINANCE COMMITTEE The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on February 20,2002 at 8:00 a.m. The committee approved a2:enda items 1. 2. 3 and 8 under consent al!enda. Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the consent agenda Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 648 for this report 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 1. The Sheriff requests a General Fund supplemental appropriation in the amount of $1.082.62. This amount represents this department's share in recent drug seizures/forfeitures and is requested to be appropriated to line item 3102-5413-000-007 Forfeited Property - Surplus. No additional local funds are needed. See attached memos, p. 1-5. The committee recommends approval. - Approved Under Consent Agenda 2. The Sheriff requests a General Fund supplemental appropriation in the amount of $1.705.00. This amount represents a donation and a reimbursement to the DARE Program and is requested to be appropriated to line item 3102-5413-000-001 Drug Program. No additional local funds are needed. See attached memos, p. 6-8. The committee recommends approval. - Approved Under Consent Agenda 3. The Sheriff requests a General Fund supplemental approoriation in the amount of $890.00. This amount represents a donation to purchase a fan system for a cruiser that transports a canine unit and is requested to be appropriated to line item 3102-5409-000-000 Police Supplies. No additional local funds are needed. See attached memo, p. 9. The committee recommends approval. - Approved Under Consent Agenda 4. The Fire and Rescue Director requests authorization to add a pager contract to the Fire and Rescue Department. See attached memo, p. 10-12. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Reyes, 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 5. The Department of Public Safety Communications requests a General Fund supplemental appropriation in the amount of $65.566.94. This amount represents Wireless 911 Grant monies received and is requested to be appropriated to various line items. No additional local funds are needed. See attached memo, p.13. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Sager, 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 Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 649 Lynda J. Tyler - Aye Gina A. Forrester - Aye 6. The Department of Public Safety Communications requests a General Fund budget transfer in the amount of$8.125.00. This transfer is needed to purchase a Dictaphone. No additional local funds are needed. See attached memo, p. 14. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Reyes, 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 7. The Public Works Director requests a Librarv Fund supplemental appropriation in the amount of$5.038.00. This amount represents a change order for heating improvements during the library construction. Additional local funds are necessary. This was due to a design error. See attached memo, p. 15-31. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved as presented 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 8. The Division of Court Services Director requests a Court Services Fund supplemental appropriation in the amount of $16.000.00. This amount represents unbudgeted grant monies received for substance abuse treatment and is requested to be appropriated to line item 2112-3010- 000-000 Contractual Services. No additional local funds are needed. See attached memo, p. 32. The committee recommends approval. - Approved Under Consent Agenda 9. The School Finance Director requests a School Operating Fund supplemental appropriation in the amount of $248.617.00. This request was postponed at January's Finance Committee meeting until further information could be presented. See attached memo, p. 33. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved, as presented, 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 Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 650 10. The Jail Superintendent requests Regional Jail Fund budget transfers totaling $44.710.00. These transfers are needed to purchase ADP Equipment and for continued water and sewer expenses. No additional local funds are needed. See attached memos, p. 34-36. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Forrester, the above request was approved, as presented, 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 1. Tyler - Aye Gina A. Forrester - Aye 11. The Jail Superintendent requests a Regional Jail Fund supplemental appropriation in the amount of $65.000.00. This amount represents new state grant funds and unbudgeted phone commissions to purchase ADP Equipment. No additional local funds are needed. See attached memo, p. 37. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Douglas, the above request was approved, as presented, 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 12. A copy of the Memorandum of Understanding for the Clarke, Frederick, Fauquier and Winchester Regional Jail as requested by the committee last month has been included in the agenda. The Jail Superintendent will be available for discussion. See attached copy, p. 38-48. Discussion will continue in sixty days when the Jail Superintendent can return with requested information by Finance Committee members. - Information Only 13. The Frederick County Battlefield Partnership requests a General Fund supplemental appropriation in the amount of $250.000 annuallv for three vears. Additional local funds are necessary. See attached memo, p. 49-50. This item has been postponed awaiting further detail. 14. The Kernstown Battlefield Association requests the county's participation in a fiscal agent partnership for a National Park Service American Battlefields Protection Program grant. Representatives from the Civil War Preservation Trust and the Shenandoah Valley Battlefields Foundation supported this request. See attached letter, p. 51-60. The committee recommends approval. - Approved Upon motion made by Supervisor Smith, seconded by Supervisor Sager, 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 Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 651 Lynda J. Tyler - Aye Gina A. Forrester - Aye 15. The County Administrator requests a General Fund supplemental appropriation in the amount of$2AOO. This amount is needed for a board retreat planned for March, 2002. Additional local funds are necessary. See attached memo. P. 61. The committee recommends approval. Approved Upon motion made by Supervisor Smith, seconded by Supervisor Sager, the above request was approved, as presented 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 **For Information Only** 1. A memo from the School Finance Director regarding the NREP fund balance is attached as requested at last month's meeting. See attached memo, p. 62. 2. A letter of appreciation from First Night Winchester is attached, p. 63. 3. Monthly financial statements for the month ending December 31,2001 are included. See attached memo, p. 64-75. A Budget Worksession was held prior to the regular agenda. Recommendations will be forwarded to the Board for the worksession on February 27,2002. BOARD OF SUPERVISORS COMMENTS Supervisor Forrester asked ifthis Board has any interest in having ajoint presentation by the Sanitation Authority and the Frederick Winchester Service Authority on where the county stands in terms of capacity? Chairman Shickle advised that he thought he had read where there is something going on between the Sanitation Authority and the Planning Commission, and he asked Administrator Riley ifhe knew about this. Administrator Riley stated that he thought it was to talk about expansion and capacity. Planning Director Wyatt advised that the planning staff had offered Director Wellington Jones an opportunity to have a worksession with the planning commission, and questions such as capacity will be discussed. This worksession is scheduled for March 20 at 7:00 P.M. Administrator Riley asked the Board ifthey would like to take advantage ofthis worksession. Supervisor Forrester advised that she would like to sit in on that worksession; however, she Minute Book Number 27 Board of Supervisors Meeting of 02/27/02 652 would also like to hear from the Service Authority as well. Discussion followed concerning the Board members attending the worksession being held by the planning commission, and whether or not it was too late to extend an invitation to the Service Authority. It was noted ifthis can be worked out, there would not be a need of a second worksession at this time. Director Wyatt advised that Board members could also submit their questions, should they desire to do so. He further advised that the deadline for submission of these questions is March 6. Chairman Shickle asked Assistant Administrator Tierney to attempt to answer the question raised by Mrs. Whitesell under Citizen Comment. He advised that he could not follow all of it; therefore, he is not clear as to what the question is. He requested to have the reply in writing. Assistant Tierney advised that he would take care of it. PLANNING DIRECTOR EVAN WYATT RECOGNIZED FOR HIS ACCOMPLISHMENTS Administrator Riley advised the Board that Director Evan Wyatt has been notified that his submission of the MS Medical Support District, Frederick County Zoning Ordinance to the Virginia Chapter ofthe American Planning Association Annual Awards Program has been selected to receive the Outstanding Planning Award for the project. UPON MOTION MADE BY SUPERVISOR SAGER, SECONDED BY SUPERVISOR FORRESTER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (TIME: 9:20 P.M.) \L,<-\c-y L5?::.-Q.-J JL/ Richard C. Shickle Chairman, Board of Supervisors ^ - ...~ .) Minutes Prepared By: {b..u~L I. '--1:5a>~t L,. Carol T. Bayliss Deputy Clerk, Board of Supervisors Minute Book Number 27 Board of Supervisors Meeting of 02/27102