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HomeMy WebLinkAboutAugust 30 2011 Work Session Meeting Minutes035 A joint work session of the Frederick County Board of Supervisors and the Public Works and Public Safety Committees was held on Tuesday, August 30, 2011, at 12:00 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.; Gene E. Fisher; Gary A. Lofton; and Ross P. Spicer. 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; Candice Perkins, Senior Planner; John Bishop, Deputy Director of Planning — Transportation; LeeAnna Pyles, Director of Public Safety Communications; Robert T. Williamson, Sheriff, Dennis Linaburg, Fire Chief, Harvey E. Strawsnyder, Director of Public Works; Joe Wilder, Deputy Director of Public Works; Public Safety Committee member Tim Price; Public Works Committee members George Ludwig, Whit Wagner, and Robert Wells; Uwe Weindel, Engineer /Director, Frederick County Sanitation Authority; Chester Lauck and Elwood Patterson, Round Hill Volunteer Fire and Rescue Company; and Martha Shickle, Executive Director of the Northern Shenandoah Valley Regional Commission, and Jill Keihn, Natural Resources Manager for the Northern Shenandoah Valley Regional Commission. CALL TO ORDER Chairman Shickle called the work session to order. COUNTY OFFICIALS County Administrator John R. Riley, Jr. reviewed the agenda for the afternoon's work session. He then introduced Jill Keihn, Natural Resources Manager for the Northern Shenandoah Valley Regional Commission. REGIONAL WATER SUPPLY PLAN Jill Keihn, Natural Resources Manager for the Northern Shenandoah Valley Regional Commission, provided a brief overview of the water supply plan and the planning process. In 2008 the 20 localities in the region approved a resolution to participate in the regional plan. The plan is a State mandate and will be reviewed every five years and resubmitted to the state every 10 years. She went on to say a Technical Advisory Committee was appointed. She noted that FCSA Engineer- Director Uwe Weindel and Planning Director Eric Lawrence participated on that Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations 036 committee. She explained that the plan used data from 2002, 2003 and 2008 and then projected water demand up to the year 2040. The components of the plan are: - Existing water sources; - Existing water use; - Assessment of projected water demand; - Drought Response Plan; and - Statement of future need. The Drought Response Plan contains the triggers for the various drought stages (i.e. watch, warning, and /or emergency) along with the enforcement component, which is the drought ordinance. The results of the study showed water would be supplied by the Frederick County Sanitation Authority with the projected demand being met through the year 2020. There would be a water supply deficit between the years 2020 -2030. She concluded by saying this plan would be presented to the Board for public hearing at its September 28, 2011 meeting. Uwe Weindel, Engineer- Director of the Frederick County Sanitation Authority, advised the authority was looking at both long and short-term water supplies. Chairman Shickle asked what the most important things were that need to be worked on if the plan was adopted. Ms. Keihn responded it would be important to identify future water sources, expand existing capacities, and look at alternatives. Chairman Shickle asked Mr. Riley to help coordinate those items. Supervisor Spicer asked if there were any financial consequences associated with any inter - municipal agreement. Engineer- Director Weindel responded the existing contract between the City and the Authority allows three extensions and will go out to the year 2037. The Authority is allotted 2 million gallons per day with the ability to obtain 4 million gallons per day, if there is capacity within the system. Administrator Riley advised that one benefit of an adopted plan would allow Frederick County to work with Warren County to look at a regional treatment plant on the Shenandoah River. He hoped the plan would breed regional cooperation. PROPOSED DROUGHT ORDINANCE Senior Planner Candice Perkins appeared before the Board and committees regarding this Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations 037 item. She advised this proposed drought ordinance is a mandate of the Code of Virginia. The proposed ordinance includes a local drought response and contingency plan that outlines the drought stages, voluntary and mandatory water conservation measures, and enforcement procedures for violations. Staff is seeking comments from the Board and committee regarding the proposed ordinance. She concluded by saying the plan must be adopted by September and submitted to the Virginia Department of Water Quality by November 2011. Supervisor Collins asked who would declare the watch, etc. Senior Planner Perkins responded that the Sanitation Authority would provide information to the county administrator. The Board would then certify the designation. Supervisor Collins asked about the implementation of the conservation rates which would raise rates 20 %. Engineer- Director Weindel responded the intent of the increase was the role economics play in conservation. They would be implemented only during an emergency situation. He noted this was a deterrent and nothing else. Supervisor Spicer asked how a drought warning might affect a commercial carwash. Engineer- Director Weindel responded that during an emergency that might be an area the Authority would address; however, in this instance the focus is on the private person washing their vehicle in their driveway. He noted the verbiage could be clarified. Sheriff Williamson agreed the language needed to be tightened up. Supervisor Fisher asked about enforcement. He noted the Sanitation Authority stated enforcement was not in their by -laws. He asked if the details regarding who can write citations have been worked out. Senior Planner Perkins responded the Authority would be authorized under this chapter. Sheriff Williamson stated he had not received any information on the cost of printing and processing the citations and who would be responsible for payment. Chairman Shickle expressed concern because there appeared to be a number of departments issuing citations, one fine collector, and one person who can waive the fee. He asked if anyone had talked to the Treasurer about the collection of fines. Senior Planner Perkins responded no. Chairman Shickle stated the process needed to be clarified. Administrator Riley advised that language should be included in the ordinance regarding Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations • the declaration of emergency, which mirrors that in the State Code. Vice - Chairman Ewing stated the proposed 20% rate increase during emergency periods is a "hiccup" for him. Chairman Shickle stated that does add insult to injury and it is unfortunate this happens during an emergency declaration. (Public Works Committee Member James Wilson arrived.) Chairman Shickle asked if this proposed ordinance would govern privately owned water systems such as Lake Holiday and Shawneeland. Ms. Keihn responded that she would check. She believed Augusta County included private systems in their ordinance. Under that proposal system owners had the ability to enforce the drought stages by a monetary fee. Fire Chief Dennis Linaburg advised that from a fire and rescue standpoint, they would want to look at the plan in more detail because rationing would affect buildings that are sprinkled. CONSTRUCTION OF NEW FIRE STATIONS AND RECONSTRUCTION AND /OR RELOCATION OF EXISTING FIRE STATIONS County Administrator John R. Riley, Jr. advised the purpose of this afternoon's work session was to update the Board with an overview of additional 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 stations and the relocation/rebuilding of existing volunteer company stations. Staff is seeking feedback and direction from the Board regarding the development of a formal policy which will be presented to the Board of Supervisors at a future meeting for final approval. He gave some background as to the catalysts for this policy development and a timeline of the various meetings that have been held. He noted the County has received a number of unsolicited PPEA proposals for construction of a new fire station 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. Joint meetings of the Public Safety and Public Works Committees were held regarding the development of a policy to govern the construction Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations 039 of new county -owned fire stations and reconstruction/relocation of existing fire stations. Members of the Round Hill Volunteer Fire & Rescue Department were in attendance at the various joint meetings, as part of those meetings focused on issues specific to the Round Hill facility. He went on to say the joint committee reported out to the Board of Supervisors at the March 23, 2011 joint work session. At that work session, the Board heard and responded to the committees' assumptions regarding ownership of land, maintenance responsibility, need, and funding; as well as, provided feedback to the various unanswered questions. Following the March 23, 2011 work session, the fire chief was tasked with surveying localities served by a combined (i.e. career /volunteer) system to inquire about specific data relative to constructing new and replacement of existing fire and rescue stations. The fire chief reported to the joint committee on June 28, 2011. At the conclusion of that meeting, the committees endorsed various criteria regarding construction of new and replacement of existing fire stations. Today's work session was an opportunity for the Board to review the committees' endorsements and provide input, which would lead to the development of a formal policy. Administrator Riley then reviewed a summary of the Board's input, which was received at the March 23, 2011 meeting. These points were in response to the various unanswered questions regarding the distribution of proffers to include whether previously collected proffers would be made available to fund these construction/relocation projects and how proffers could be best applied to a county -wide fire and rescue effort. In addition, there were questions regarding the provision of satellite office space for the Sheriff, Commissioner of the Revenue, etc. and finally, ownership of land, particularly the land on which the social hall would be constructed. He explained that the fire chief surveyed localities in Virginia served by combined fire and rescue departments. The survey focused on ownership, funding solutions, whether or not the locality had any written policies, and finally, general construction practices. There were a variety of funding options utilized for replacement fire stations. Funding was derived from the local budget, lease - purchase options, bonds, local tax funds, and revolving loan funds. In some localities, a service plan was created which outlined the planned architectural, engineering, and construction of new fire and rescue stations over the next five to ten years. The plan also included plans for renovating existing fire stations. This plan was aligned with the local capital improvements plan (CIP). Inception of the project was based on community development, Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations 040 population growth and existing station needs. All aspects of the plan were reviewed annually. At the conclusion of the survey, the fire chief found that ownership of the station was dependent upon whether the station was new or existing. In all of the localities surveyed, new fire stations were owned by the county while existing stations remained the property of the volunteer company. There was no one set funding method. All of the localities utilized a variety of funding methods to include funding construction through proffers, bonds, or lease - purchase -- agreements. Only two localities addressed the issue of social halls, but there was no information regarding ownership or funding, etc. Finally, there was only one locality that had a policy /plan regarding construction of fire and rescue stations. Administrator Riley then showed a floor plan of the proposed prototype fire station, which 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 would also contain bunk rooms, showers, kitchen, conference room, and offices. The committee believes this prototype meets the needs of a county -owned fire station. It should be noted these new stations are not meant to be the primary service provider in the area, but rather would supplement the operations of the existing volunteer companies. For example, the Route 277 area station would supplement the efforts of Stephens City and Millwood Station. He advised that the committees endorsed the design of the prototype station. They also endorsed county financing, construction, and ownership of the new fire stations. With regard to replacing existing stations, Administrator Riley stated the committees believed the prototype station should be the model for replacement stations. If the replacement stations were to be larger than 11,000 square feet cost sharing between the county and the company should be required. The replacement station would be maintained by the personnel, both career and volunteer, assigned to each station. The volunteer company would own and maintain its equipment. The replacement stations would be financed and owned by the county, with the exception of those stations larger than 11,000 square feet then the financing would involve cost sharing between the county and the company. The committees discussed the concept of county owned fire stations on volunteer company owned land. It was their consensus that a long -term lease agreement between the county and the company could adequately address any concerns. Finally, the committees discussed the issue of social halls. It was the committees' recommendation that the social hall Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations 041 should be either connected to or built adjacent to the fire station. As a matter of cost savings, the committees recommended the social hall be constructed simultaneously with the fire station. The volunteer company would be responsible for maintaining the social hall. 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 the committees' input. Vice - Chairman Ewing stated he did not see the issue of existing stations addressed. He asked if a volunteer company dissolved would the county take over providing the service. Administrator Riley responded that the county would be responsible for the provision of service. He went on to say he believed the assets would transfer and we would operate the station. Chairman Shickle asked the board for comments regarding the endorsements. Supervisor DeHaven offered the following comments: - Agreed if the county builds the station then the county should own it. - The prototype station should be the only one we build. - Anything that will not fit in the prototype is a more strategic station and is specific to the area served. Building additional Millwood Stations is wrong. - Any station built with taxpayer dollars should be owned by the taxpayer. - Why would a volunteer group invest money in a facility they do not own? - Construction of a social hall on one parcel and physically connecting it to a fire station on another parcel is not impossible, but we would get into zero lot lines. - A long term lease is not equitable for the taxpayers' investment. Chairman Shickle asked if the bullet points were entitlements or a guide. Administrator Riley responded they were a guide. Chairman Shickle stated that anything proposed per the guidelines should have the mutual approval of all parties Supervisor DeHaven stated he did not believe there was enough on paper to form a policy. Administrator Riley reminded the Board that Round Hill was in a go position. Supervisor DeHaven stated we need to find a path for them. Supervisor Fisher advised the intent of this policy is to work from an all encompassing perspective. He went on to say there was a need to do something such as social halls. Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations 042 Supervisor DeHaven stated we need to be careful how we finance them. Supervisor Fisher stated he thought the issues could be kept separate. Administrator Riley advised the social hall would be paid for by the volunteer company while the fire station would be owned by the county. Fire & Rescue Association President Tim Price stated that ownership of the property seems to be a sticking point for some stations. The issue revolves around financing because the company's use the land and building as collateral to fund equipment purchases. Supervisor DeHaven advised that he did not have an issue with social halls and taxpayers financing or helping fund, as long as there are protections. Vice - Chairman Ewing stated he wanted to see the county work in some sort of arrangement where we are assured debt service can be provided for the social hall. Administrator Riley stated he would like to try to put together a draft document entitled Guidelines for County Constructed and Replacement Volunteer Stations. Chairman Shickle believed most issues could be addressed with some change in wording. He also suggested that the guidelines have equity follow the contribution. Sheriff Williamson advised the consensus concern of the volunteers that he hears from has to do with the fact that they own and maintain the equipment, but wonder how that funding will be raised without a social hall. Administrator Riley stated that in the Round Hill instance we have to figure out where to build the social hall near the station. He went on to say that each area would be different. Chester Lauck, Chief of Round Hill Volunteer Fire and Rescue Company, stated that he had heard some things that were disheartening. He advised the volunteers need ownership also. He went on to say if the companies put money into stations then the system will be station rich and apparatus poor. He stated Round Hill was on a time crunch, needed to move forward, and needed help from the county. He went on to explain that the members need to feel like they are a part of it. He stated the prototype floor plan does not meet their needs and the county needs to think about that when they begin putting a plan together. He concluded by asking to be included in future discussions. Fire Chief Dennis Linaburg stated we are on new ground here, but believed that together we could make decisions regarding taxpayer dollars. He went on to say this issue is being looked at from a system wide approach. He concluded by saying he thought there was common Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations 043 ground to be found. Supervisor Lofton asked what was next following this meeting. Administrator Riley responded that he would like to take the comments from today and put them into a guidelines format dealing with the two issues. He hoped to get the document before the Board to see if this was something they could adopt. He acknowledged this was not perfect, but should be enough to take an application or the Round Hill request and work on it. He concluded by saying the draft guidelines should be ready by October. Supervisor DeHaven asked Administrator Riley if he intended to run this back through the committees. Administrator Riley responded he would distribute them. There being no further business, the meeting adjourned at 1:45 P.M. A Richard C. Shickle An R. W117ey, Jr. Chairman, Board of Supervisors Clerk, Board of Supervisors Minutes Prepared By: Jay E. Y1 4 - s Deputy Clerk, Board of Supervisors Minute Book Number 37 Board of Supervisors Work Session with Public Works and Public Safety Committees — 08/30/11 Re: Regional Water Supply Plan, Proposed Drought Ordinance and Construction of New Fire Stations and Reconstruction and /or Relocation of Existing Fire Stations