HomeMy WebLinkAboutMarch 23 2011 Minutes - Joint Work Session with Public Safety & Public Works Committees.228
A joint work session of the Frederick County Board of Supervisors and the Public Works
and Public Safety Committees was held on Wednesday, March 23, 2011 at 5:30 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 Bill M. Ewing; Christopher
E. Collins; Charles S. DeHaven, Jr.; Gary W. Dove; Gene E. Fisher; and Gary A. Lofton.
OTHERS PRESENT John R. Riley, Jr., County Administrator; Kris C. Tierney,
Assistant County Administrator; Jay E. Tibbs, Deputy County Administrator; Eric R. Lawrence,
Director of Planning and Development; LeeAnna Pyles, Director of Public Safety
Communications; Robert T. Williamson, Sheriff, Dennis Linaburg, Acting Fire Chief; Ellen
Murphy, Commissioner of the Revenue; C. William Orndoff, Jr., Treasurer; Harvey E.
Strawsnyder, Director of Public Works; Public Safety Committee members Chuck Torpy and
Tim Price; Public Works Committee members George Ludwig, Robert Wells, and Whit Wagner;
and Perry Silva and Chester Lauck.
CALL TO ORDER
Chairman Shickle called the work session to order and turned the presentation over to
County Administrator John R. Riley, Jr.
Administrator Riley advised that the purpose of this evening's work session was to
provide the Board with an overview of discussions held by the joint committee comprised of the
Public Works and Public Safety Committees regarding the development of a construction policy
to govern county owned fire and rescue substations and the relocation/rebuilding of existing
volunteer company stations. He went on to say staff was seeking feedback and direction from
the Board which would be used to develop a formal policy which will be presented to the Board
of Supervisors for final approval. He noted that over the past couple of years the County
received a number of unsolicited PPEA proposals for construction of a new fire substation in the
Route 277 area. In addition, the Round Hill Volunteer Fire & Rescue Department is in need of a
new facility. The County received 3 to 4 acres of land as part of the Silver Lake (Lutheran
Home) rezoning for the relocation of the Round Hill Fire & Rescue Department, along with $1
million to be used towards the construction of this new facility. In light of these two needs and
the various questions, assumptions, and concerns that each issue raises, the County
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03/23/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations
229
Administrator requested the Board of Supervisors schedule a joint meeting of the Public Safety
and Public Works committees to begin developing a policy to govern the construction of new
county -owned fire stations /substations and reconstruction/relocation of existing fire stations.
The Public Works Committee, at its October 26, 2011 meeting endorsed this request and
forwarded their recommendation to the Board. At the November 10, 2010 Board of Supervisors'
meeting, the Board's consensus was to move forward with the creation of the joint committee.
The joint committee met twice regarding these issues. The first meeting was held on
December 7, 2010 and members of the Round Hill Volunteer Fire & Rescue Department were in
attendance. Part of this meeting focused on the construction of county -owned fire substations
and the remainder focused on the issues specific to the Round Hill facility. The second meeting
was held on January 24, 2011. At this meeting staff provided answers to questions raised at the
December meeting.
Based on the committees' discussions, the following assumptions relating to ownership
of land, maintenance responsibility, need, and funding were developed. In addition to those
assumptions previously listed, the committee addressed approximate project cost and preferred
method of financing. Finally, the committee recommended a floor plan for the prototype station.
The prototype consists of an approximately 11,000 square foot facility with two stacking
bays — bays can accommodate two apparatus per bay, excluding specialized equipment such as a
ladder truck. The facility also contains bunk rooms, showers kitchen, conference room, and
offices. The committee believes this prototype meets the needs of a county -owned fire
substation. It should be noted these substations are not meant to be the primary service provider
in the area, but would supplement the operations of the existing volunteer companies. For
example, the Route 277 area substation would supplement the efforts of Stephens City and
Millwood Station. Administrator Riley paused to see if there were any questions or concerns
with the assumptions developed by the committees.
Administrator Riley spoke regarding the concept of county -owned fire substations. He
noted there were a few outstanding questions. The most important question dealt with the
distribution and use of proffers to fund these projects. He went on to say the County Attorney
had opined that proffers collected and designated for fire and rescue services could be used to
enhance a county -wide fire and rescue effort. There also remained the issue of whether the
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03123/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations
230
substations should provide satellite office space for the Sheriff, Commissioner of the Revenue,
Treasurer, or other departments. He concluded this topic by saying staff was seeking direction
from the Board regarding these items.
Supervisor Lofton asked if these stations would house strictly fire apparatus or if they
would house both fire and rescue components.
Administrator Riley responded it would be a fire and rescue substation.
Supervisor DeHaven stated he would like to have a copy of the prototype floor plan. He
went on to say he would like to discuss the substation approach more in depth. Supervisor
DeHaven stated he would like to know what other localities have done regarding this issue.
Administrator Riley responded that staff would do that research.
Mr. Price stated the committees did not investigate this aspect in depth because they
wanted to bring their preliminary work to the Board for additional guidance.
Having concluded the discussion of the county -owned substation portion of the
presentation and Administrator Riley began discussing the policy direction regarding the need to
rebuild /relocate existing fire stations. The remainder of the presentation addressed the
rebuild /relocation of existing stations focusing specifically on the Round Hill facility at the
Silver Lake site. He advised that members of Company 15 participated in the discussions at the
committees' meetings and noted their need for a new facility. The committee believed a policy
should also be developed regarding County assistance to the volunteer companies for
rebuild /relocation projects.
The assumptions developed by the committee included: fund balance would not be used
to fund construction; lease revenue bonds were the preferred financing method; and the
estimated cost of these facilities would be $3 million excluding construction of a social hall.
He showed the Board a conceptual plan of the proposed Round Hill Fire Station to be
located at the Silver Lake site. This facility would have a social hall component, unlike the
county -owned substations. The concept plan showed a three acre site with an approximately
13,500 fire station (80 feet x 70 feet) with five equipment bays and a social hall of approximately
9,600 or (80 feet x 20 feet).
Administrator Riley went on to say during the committees' meetings a great deal of
discussion focused on social halls and how these facilities would co -exist on a site with a county-
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03/23/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations
231
owned station. It was the committees' consensus that the respective fire company would be
responsible for the social hall.
In conversations with members of the joint committee and members of Round Hill, it was
noted the social hall is the economic engine that drives the fund raising efforts for the volunteer
companies; therefore, it was agreed that a social hall could be located on the same site as the fire
station. The social hall could be attached or detached; however, a detached social hall should be
in close proximity to the fire station in order to allow the volunteers to answer calls in a timely
manner. He went on to say that in speaking with the County's insurance provider, social hall
functions held by the volunteer companies could continue, as long as the company provides a
certificate of insurance with Frederick County listed as an additional insured.
The committee discussed the timing of the construction of the fire station and social hall.
It was the committees' consensus that the most cost effective approach would be to construct the
fire station and social hall at the same time.
Administrator Riley then reviewed the unanswered questions relative to the fire station
rebuild /relocation. He went on to say staff was seeking direction from the Board as this would
help formulate the policy.
With regard to the distribution of proffers and how they could be best applied to a
county -wide fire and rescue effort Administrator Riley noted this was a decision to be made by
the Board of Supervisors. The example cited during committee discussions dealt with the
western part of the county, where there are no rezonings and thus no proffers for fire and rescue
services, but there might be a need for a new substation or rebuild of an existing station. How
does the County reconcile the use of proffers to address a need in another area? Administrator
Riley advised that the County Attorney opined that proffers received from a rezoning could be
used for a county -wide fire and rescue effort and need not be earmarked to the first due company
in the rezoning area.
He concluded by saying the committees have tried to develop some direction for the
policy development process and were looking to the Board to provide the input and direction
needed to move forward to construct a policy based on this input.
Chairman Shickle suggested the Board go over the outstanding questions to see where a
consensus could be reached.
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03/23/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations
232
Distribution of Proffers
Will previously collected proffers be made available to fund these projects or retained for
future capital expenditures?
How can proffers be best applied to a county -wide fire and rescue protection service?
Supervisor Fisher stated the Board was responsible for the total fire and rescue system
and there were projects in one area of the county that could affect other areas of the county;
therefore, the proffers could be used to put something in place to address those needs.
Supervisor DeHaven stated the Board would have to honor the proffers that currently
exist; however, as things move forward, commitments to the county -wide system should be
encouraged. He concluded by saying the system should decide where the most urgent need
exists.
Supervisor Dove agreed with Supervisors Fisher and DeHaven.
Supervisor Collins agreed as well.
Vice - Chairman Ewing stated he agreed with a county -wide proffer system; however, if a
need comes up then we might have to look at other means of financing to assist.
Supervisor Lofton agreed that proffers should be put where they are needed; however, he
recognized there would not be enough proffer money available to construct a fire station.
Chairman Shickle stated at the end of the day this would mean less proffer money for
equipment purchases.
Administrator Riley advised that more stations were appearing on the Capital
Improvements Plan, as the focus has been more on bricks and mortar than equipment.
Chairman Shickle stated this might disrupt the planning process, but he supported the
initiative.
Is there interest in providing office space for satellite offices for the Sheriff, Commissioner
of the Revenue, Treasurer, etc.?
Vice - Chairman Ewing stated he could support satellite offices if there was a need.
Supervisor DeHaven stated that use by the Sheriff made sense
Supervisor Lofton stated he was okay with satellite office space as long as the need for it
was shown.
Commissioner of the Revenue Ellen Murphy advised that her staff could use a small
work area for the field auditors, consisting of a desk and a computer terminal.
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03/23/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations
233
Supervisor DeHaven stated that he hoped all users could share office space with the
station staff.
Supervisor Fisher stated we need to review efficiency of use of space. He supported
satellite office space for the Sheriff's Department.
Supervisor Collins favored the concept of satellite office space.
Supervisor Dove stated he was open to sharing space.
Who owns the land on which the social hall would sit?
Supervisor Dove stated the land should belong to the fire company.
Supervisor DeHaven stated the land on which the fire station sits and the land for the
social hall should be separate in order to protect the parties' equity and maximize the investment.
Supervisor Lofton asked how parking and setbacks came into play if the facilities were
on separate parcels.
Vice - Chairman Ewing stated the County should own the land and facilities and lease to
the company.
Administrator Riley advised the companies would like to own the land on which the
social hall sits.
Supervisor Collins stated the fire company should own the property.
Supervisor Fisher stated the issue was not real clear for him, but if the fire station owned
the land then there should be a reversionary clause for the land and facility to go back to the
county if it ceased to exist as a fire station.
Chairman Shickle stated there were economies to building the facilities together;
however, he would like to see scenarios researched and more information provided. He went on
to say the following three questions were too inter - related and could not be addressed
individually:
- Who owns the land on which the social hall would sit?
- Should the County or IDA own the station indefinitely and lease it to the volunteer
company (e.g. 99 years w /reversionary clause) r should ownership be transferred to
the company once the debt is repaid?
- Should the County /IDA own the social hall and lease it back to the volunteer
company?
With regard to the issue of whether the social hall should be attached to the station or detached,
Chairman Shickle stated that was a preference issue. He went on to say if the respective
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03/23/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations
2341
company went to the IDA for financing then the County could weigh in with conditions, etc.
The Board then discussed whether the IDA should own the facility and lease it back to
the company.
Supervisor Lofton stated he did not know why the county would give up ownership of the
station.
Administrator Riley advised the committees' consensus was for the County to own the
fire station.
Chairman Shickle stated that by giving up ownership of the station, the County would be
giving up equity, which is something "you ought not to do ".
Vice - Chairman Ewing stated he could not see the property leaving the hands of the
county.
Mr. Ludwig felt there was a disconnect in the discussions regarding the social hall and
the fire station. He went on to say that he could see the County having a large interest in the
social hall /community center aspect of the stations.
Supervisor Fisher stated the land for the fire hall should remain with the County. He
went on to say he would like to see both parties work together to accommodate both facilities on
one site.
Supervisor DeHaven stated we need to get to where we can respond in more urban areas.
He went on to say the "dinosaur model" of the large station housing 10 -12 pieces of equipment is
a model that does not work going forward.
Supervisor Fisher asked if the county built the fire station and the volunteer company
built the social hall could they be funded from the same source.
Administrator Riley responded the volunteer company could take advantage of the
County's interest rate in the bond market.
There being no further discussions, the work session adjourned at 6:50 P.M.
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03/23/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations
235
Richard C. Shickle ji n R. Hey, Jr.
Chairman, Board of Supervisors erk, Board of Supervisors
Minutes Prepared By:
Jay E. Ti s
Deputy Clerk, Board of Supervisors
Minute Book Number 36
Board of Supervisors Work Session with Public Works and Public Safety Committees — 03/23/11
Re: Development of a Construction Policy to Govern County Owned Fire and Rescue Substations and the
Relocation/Rebuilding of Existing Volunteer Company Stations