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September_12_2012_Agenda_Packet
CO w AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, SEPTEMBER 12, 2012 7:15 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA Call To Order Invocation Pledge of Allegiance Adoption of Agenda Pursuant to established procedures, the Board should adopt the Agenda for the meeting. Consent Agenda (Tentative Agenda Items for Consent are Tabs: E, F, and Q) Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes (See Attached) 1. Regular Meeting, July 25, 2012. 2. Regular Meeting, August 8, 2012. County Officials 1. Employee of the Month Award. (See Attached) 'Bull D 2. Committee Appointments. (See Attached) ------------------------------------- - - - - -- C AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, SEPTEMBER 12, 2012 PAGE 2 3. Request from the Commissioner of the Revenue for Refunds. (See Attached) ------------------------------------------------------------------------- - - - - -- D Committee Reports 1. Technology Committee. (See Attached) E 2. Human Resources Committee. (See Attached) ------------------------------ - - - - -- F 3. Code & Ordinance Committee. (See Attached) ------------------------------- - - - - -- G 4. Public Works Committee. (See Attached) -------------------------------------- - - - - -- H 5. Finance Committee. (See Attached) --------------------------------------------- - - - - -- 6. Transportation Committee. (See Attached) ------------------------------------ - - - - -- J Public Hearing 1. Amendment to the 2012 -2013 Fiscal Year Budget - Pursuant to Section 15.2 -2507 of the Code of Virginia, 1950, as Amended, the Board of Supervisors will Hold a Public Hearing to Amend the Fiscal Year 2012 -2013 Budget to Reflect: School Construction Fund Supplemental Appropriation in the Amount of $6.1 Million for Additions to Four Elementary Schools This Request is Needed for Adding Additional Classrooms at the Elementary Level for the Implementation of Full Day Kindergarten. School Construction Fund Supplemental Appropriation in the Amount of $2.5 Million for the Design and Document Preparation for the Fourth High School to the Point of, but Not Including, the Bidding the Project Prior to Construction. School Construction Fund Supplemental Appropriation in the Amount of $2.0 Million for the Design and Document Preparation for the Replacement of Frederick County Middle School to the Point of, but Not Including, the Bidding the Project Prior to Construction. (See Attached) ------------------------------------------------------------------------- - - - - -- K AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, SEPTEMBER 12, 2012 PAGE 3 2. Proposed School Bond Financings by the Board of Supervisors of the County of Frederick, Virginia. The Board of Supervisors of the County of Frederick, Virginia (the "County ") will Hold a Public Hearing in Accordance with Section 15.2 -2606 of the Code of Virginia, 1950, as Amended, on the Issuance of General Obligation School Bonds (the "Bonds ") of the County in an Aggregate Principal Amount Not to Exceed $4,800,000 to Finance Certain Capital Projects for Public School Purposes, Including, but not Limited to, Renovations at James Wood High School, Additions at Various Elementary Schools, and the Architectural and Engineering Associated with the Construction of a New High School and a Replacement Middle School. A Resolution Authorizing the Issuance of the Bonds will be Considered by the Board of Supervisors at Its Meeting on Wednesday, September 12, 2012. All Interested Parties are Invited to Attend and Present Oral or Written Comments. a. VPSA Resolution. b. Reimbursement Resolution. (See Attached) Planning Commission Business -L 1. Conditional Use Permit #03 -12 for James W. Frye, for a Kennel. This Property is Located at 323 Hunting Ridge Road (Route 608), and is Identified with Property Identification Number 30 -A -98A in the Gainesboro Magisterial District. (Board Action Postponed at July 25, 2012 Meeting.) (See Attached) ------------------------------------------------------------------------- - - - - -- M 2. Master Development Plan — Doonbeg, LLC. (See Attached) ------------- - - - - -- N 3. Master Development Plan — Winchester -81 LLC. (See Attached) ------- - - - - -- O 4. Request to Schedule a Work Session for Business Development Advancement Study (BDAS) Report and Recommendations. (See Attached) ------------------------------------------------------------------------- - - - - -- P 5. Road Resolutions: (See Attached) - - -- Z] a. Wakeland Manor, Phase 9. b. Wakeland Manor, Warrior Drive. AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, SEPTEMBER 12, 2012 PAGE 4 Board Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjourn }^-�. FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES REGULAR MEETING July 25, 2012 A Regular Meeting of the Frederick County Board of Supervisors was held on Wednesday, July 25, 2012 at 7:15 P.M., in the Board of Supervisors' Meeting Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Richard C. Shickle; Christopher E. Collins; Charles S. DeHaven, Jr.; Bill M. Ewing; Gene E. Fisher; Gary A. Lofton; and Ross P. Spicer CALL TO ORDER Chairman Shickle called the meeting to order. INVOCATION Reverend Lee Reams, Grace Community Church, delivered the invocation. PLEDGE OF ALLEGIANCE Vice - Chairman Ewing led the Pledge of Allegiance. ADOPTION OF AGENDA - APPROVED County Administrator John R. Riley, Jr. advised he had one addition to the agenda. He added the July 23, 2012 Transportation Committee report as item 6 under Committee Reports. Upon a motion by Supervisor DeHaven, seconded by Supervisor Spicer, the Board approved the agenda, as amended, by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye CONSENT AGENDA - APPROVED 1 Administrator Riley offered the following items for the Board's consideration under the consent agenda: - Parks and Recreation Commission Report — Tab G; - Technology Committee Report — Tab H; - HR Committee Report — Tab I; - Transportation Committee Report --- Tab K; - Vacation of Right -of -Way of Lessur Lane, Ridge Estates — Tab O; and - Road Resolutions for Brookside Estates, Abrams Pointe, and Chimney Hill Estates — Tab P. Upon a motion by Supervisor Spicer, seconded by Supervisor Collins, the Board approved the consent agenda by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS' COMMENTS There were no Board of Supervisors' comments. MINUTES - APPROVED Upon a motion by Supervisor DeHaven, seconded by Vice-Chairman Ewing, the Board approved the minutes from the June 13, 2012 Regular Meeting by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye 2 Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye COUNTY OFFICIALS EMPLOYEE OF THE MONTH AWARD - APPROVED Upon a motion by Supervisor Lofton, seconded by Supervisor Spicer, the Board approved Barbara S. Miller as Employee of the Month for July 2012. WHEREAS, the Frederick County Board of Supervisors recognizes that the County's employees are a most important resource; and WHEREAS, on September 9, 1992, the Board of Supervisors approved a resolution which established the Employee of the Month award and candidates for the award may be nominated by any County employee; and WHEREAS, the Board of Supervisors selects one employee from those nominated, based on the merits of outstanding performance and productivity, positive job attitude and other noteworthy contributions to their department and to the County; and WHEREAS, Barbara S. Miller, who serves as Case Manager with the NRADC, Division of Court Services, was nominated for Employee of the Month; and WHEREAS, Barbara S. Miller is being awarded employee of the month for demonstrating commitment to our agency as well as other Local Probation agencies by providing training and assistance to fellow staff members in use of their data software and skill -based training course; Ms. Miller also demonstrates the team atmosphere the department strives for with assisting her follow Case Managers by seeing their clients during their unexpected absence due to court appearances; and, NOW, THEREFORE, BE IT RESOLVED by the Frederick County Board of Supervisors this 25 day of July, 2012 that Barbara S. Miller is hereby recognized as the Frederick County Employee of the Month for July 2012; and BE IT FURTHER RESOLVED that the Board of Supervisors extends its gratitude to Barbara S. Miller for her outstanding performance and dedicated service and wishes her continued success in future endeavors; and BE IT FURTHER RESOLVED that Barbara S. Miller is hereby entitled to all of the rights and privileges associated with this award. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye COMMITTEE APPOINTMENTS APPOINTMENT OF JACK ALKIRE TO FILL THE UNEXPIRED TERM OF FREDERICK S. VONDY AS FREDERICK COUNTY REPRESENTATIVE TO THE NORTHWESTERN COMMUNITY SERVICES BOARD - APPROVED Upon a motion by Supervisor Collins, seconded by Supervisor Fisher, the Board appointed Jack Alkire to fill the unexpired term of Frederick S. Vondy as Frederick County representative to the Northwestern Community Services Board. Term expires December 31, 2014. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye APPOINTMENT OF ANGELA FRITTS WHITACRE AS FREDERICK COUNTY AT -LARGE REPRESENTATIVE TO THE SHENANDOAH AREA AGENCY ON AGING - APPROVED Upon a motion by Supervisor Spicer, seconded by Vice - Chairman Ewing, the Board appointed Angela Fritts Whitacre as Frederick County At -Large representative to the Shenandoah Area Agency on Aging. This is a four year appointment. Term expires July 25, 2016. The above motion was approved by the following recorded vote: 4 Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye REAPPOINTMENT OF ELAINE CAIN, ROBERT SOLENBERGER ,,,,, AND CHARLES TRIPLETT TO THE CONSERVATION EASEMENT AUTHORITY - APPROVED Upon a motion by Supervisor DeHaven, seconded by Supervisor Fisher, the Board reappointed Elaine Cain, Robert Solenberger, and Charles Triplett to the Conservation Easement Authority. This is a three year appointment. Term expires August 24, 2015. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye REQUEST FROM THE COMMISSIONER OF THE REVENUE FOR REFUND - APPROVED Administrator Riley advised the Commissioner of the Revenue was requesting authorization for the Treasurer to refund Daimler Trust in the amount of $2,559.40 for the removal of a leased vehicle for 2011, incorrectly reported and paid to Frederick County. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Lofton, the Board approved the above refund request. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye Administrator Riley advised the Commissioner of the Revenue was requesting authorization for the Treasurer to refund Q Card Site #504 the amount of 54,053.57. This refund is the result of an amended classification of business gross receipts for 2009 and 2010 from retail merchant to wholesale merchant, based upon a Virginia Department of Taxation ruling, not involving Frederick County, that the taxpayer provided to us, which ruling appears to involve a substantially similar business activity. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor DeHaven, the Board approved the above refund request. The above motion was approved by the following recorded vote; Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye Administrator Riley advised the Commissioner of the Revenue was requesting authorization for the Treasurer to refund Quarles Petroleum, Inc. the amount of $17,351.79. The refund is the result of an amended classification of business gross receipts for 2009 and 2010 from retail merchant to wholesale merchant, based upon a Virginia Department of Taxation ruling, not involving Frederick County, that the taxpayer provided to us, which ruling appears to involve a substantially similar business activity. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Fisher, the Board approved the above refund request. b The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye CARRY FORWARD REQUEST FOR SHAWNEELAND FROM FISCAL YEAR 201.1/2012 BUDGET TO FISCAL YEAR 201212013 BUDGET - APPROVED Administrator Riley advised this was a request from the Public Works Director to carry forward $289,164 for two projects for Shawneeland. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Lofton, the Board approved the carry forward request by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye PERFORMANCE AGREEMENT AND RESOLUTION FOR EXPANSION OF ON MINERALS CHEMSTONE COMPANY DBA CARMEUSE LIME AND STONE -APPROVED Supervisor DeHaven advised that he would be abstaining from consideration of this matter due to a conflict of interest. Administrator Riley advised this was a performance agreement and resolution for the expansion of ON Minerals (Chemstone) Company d/b /a Carmeuse Lime and Stone. The proposed expansion will occur at the company's Clearbrook location. The expansion will entail a capital expenditure in real estate and machinery and equipment of approximately $49,207,277 and will create 25 new jobs at the facility. He went on to say staff recommended the Board of Supervisors appropriate the entire $550,000 into a reserved fund balance account so the money could be distributed per the terms of the agreement rather than appropriating the entire amount to the Industrial Development Authority, This would allow the County to retain and earn interest on those funds until such time as the company achieves the various targets which require the payment of the local economic development incentive grant. Upon a motion by Supervisor Collins, seconded by Supervisor Fisher, the Board approved the resolution for ON Minerals (Chemstone) Company d/b /a Carmeuse Lime and Stone and placed the Local Economic Development Incentive Grant in a reserved fund balance to be disbursed per the Performance Agreement. WHEREAS, ON MINERALS (CHEMSTONE) COMPANY D/B /A Carmeuse Lime and Stone has made known its intent to expand its operation by making new taxable real estate and machinery and tools investments and retain and create jobs; and WHEREAS, the company meets the policy guidelines of the Frederick County Economic Development Incentives Policy as established by the Winchester - Frederick County Economic Development Commission in 1995; BE IT RESOLVED, that the Board of Supervisors for the County of Frederick, Virginia, does hereby approve and appropriate the payment of $550,000.00 in installments as stated in the executed Performance Agreement to the Industrial Development Authority of Frederick County, Virginia from Frederick County's Unreserved Fund Balance to assist in expanding the operation for ON MINERALS (CHEMSTONE) COMPANY DBIA Carmeuse Lime and STONE in Frederick County, Virginia. BE IT RESOLVED, that said funds are subject to an executed Performance Agreement outlining the required performance criteria. BE IT FURTHER RESOLVED, that the Board of Supervisors for the County of Frederick, Virginia, does authorize the Chairman to execute the Performance Agreement on its behalf. ADOPTED, this 25' day of July 2012. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Abstain Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye COMMITTEE REPORTS PARKS AND RECREATION COMMISSION — APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on June 12, 2012. Members present were: Charles Sandy, Jr., Ronald Madagan, Kevin Anderson, Gary Longerbeam, P.W. Hillyard, III, and Marty Cybulski. Members absent were: Ron Hodgson and Christopher Collins. Items Requiring Board of Supervisors Action: 1. None Submitted for Board Information Only: 1. Building and Grounds — Tree Planting and Landscape Project — The Buildings and Grounds Committee recommended to allow the Sanders Family to install trees and plants for a landscaping project at Sherando Park adjacent to the softball complex, second by Mr. Sandy, motion carried unanimously (6 -0). 2. Finance Committee — Proffer Request for Trip Van — The Finance Committee recommended the use of $75,000 from the Parks and Recreation proffer account for the purchase of a 20+ passenger shuttle bus for adult trips, second by Mr. Madagan, carried unanimously (6 -0). TECHNOLOGY COMMITTEE — APPROVED UNDER CONSENT AGENDA The Board of Supervisors Information Technology Committee met on Wednesday, June 6, 2012 at 8:00 a.m. in the First Floor Conference Room, Board of Supervisors Meeting Room, County Administration Building, 107 N. Kent St., Winchester, Virginia. Present were Gary Lofton, Chairman; Bill Ewing; Charles S. DeHaven, Jr.; Walter Banks, IT Director; Brian Madagan; and Quaiser Absar. Others present were: Martha Shickle, Northern Shenandoah Valley Regional Commission. The committee submits the following: ** *Items Requiring Board Action * ** 1. None ** *Items NOT Requiring Board Action * ** 1. Old Business: W a. Microsoft Office 365 moves documents and e-mail to the virtualized environment for a higher level of management. The subscription S oftware-as-a- Service (SaaS) provides built -in virus protection, spam filtering, e -mail archiving, and redundancy /storage of documents. The County currently pays for all of these components separately and annually to support the current e-mail system, MS Exchange 2003. Microsoft's top of the line version of 365, with all features, is $72 per month, per user. An e -mail only version is offered for $S per month per user. Other options: Walt reviewed open source cloud e-mail & document SaaS companies, but they did not meet all of the requirements of the County. Google offers a similar cloud service that Walt will review. Walt will report at the next meeting the current per user cost of e -mail and document storage. b. Status of the ruggedized laptops for the Sheriff's Office. At the time of this meeting, 25 of the 100 have been delivered and the other 75 are in production, due for delivery by the end of June. Details of the imaging process to expedite the set -up and deployment of the laptops are almost complete. Still to be determined are the mounting system, whether or not the laptops will be on the County's domain and which wireless carrier, Sprint or Verizon, the Sheriff s Office will choose. Wireless connectivity for the deputies throughout the County is still a concern. Verizon and Sprint have assured Walt that 4G and improved coverage are coming in the 3 rd quarter of the year. Some areas may see it sooner and some areas not at all. The hand radios will still be used as back -up in those instances until a better solution is in place. c. Virtualization deployment at PSB: Before the cloud can be completed between the 2 sites, PSB needs to be transitioned from the non - domain environment to the County domain. However, there are security concerns that need to be worked out. The virtualized servers are installed and set up based on three priority tiers. The servers on the first tier are snapshot every 15 minutes, the second tier are 2 -4 hour tier for machines that are not as critical, the last tier is snapshot every 24 hours. The first tier machines have been prepped, but will not be transitioned until after tax season in late July. 2. New Business a. A Memo of Understanding (MOU) has been established between the County and the Northern Shenandoah Valley Regional Commission. Martha Shickle and her staff at NSVRC have expertise in finding and obtaining grants. In exchange for their assistance with obtaining the Planning Grant from VA DHCD for the Broadband Initiative, IT & GIS staff will provide analysis and technical support of their current hardware and software systems. Any product or software upgrade will come out of NSVRC's budget. 10 b. Development of the new content management system (CMS) for the County website is actively underway. The vendor was recently on site working with Jeremy Coulson, the Webmaster, and the Web Committee on finalizing a wireframe or mockup of the new website's layout. Representatives from each department have contributed what they would like to see on the new site and have been requested to provide fresh content. The new CMS will allow for greater storage of content on the site, including video clips. Project completion is projected for late July. The press and public will be notified so as to provide feedback. BOS AV Room Refresh: All of the new equipment is installed and operational. With the improved capabilities of the system broadcasting the County's cable channel, better content and videos will be aired rather than just the static story boards. Footage from around the County will be broadcast and Parks and Rec has asked to run clips of their activities and some training videos. Kris suggested replaying the Service Learning Students' presentations as well. d. Broadband planning schedule: The Broadband Management Team will be meeting immediately following this meeting. A public meeting with Internet service providers will be on Monday, June 11 ''. Updating County phone system: Walt is exploring the offerings of different Voice - over- Internet -Phone (VoIP) vendors for replacing the County's 10 year old phone system. NRADC's and PSB's phone systems are 5 -6 years old. The capabilities and features of today's phone systems are vastly different from 5 years ago. Walt wants to vet out all of the features available so the Phone Subcommittee can make an informed recommendation to the Technology Committee and eventually approve an RFP. As representatives from AllWorx, a local VoIP company, gave a presentation recently to the Phone Subcommittee. The VoIP products and Cisco and Shortel will also be examined. Kris commented the current phone system has reached the limits of life expectancy. There have been a few instances that have served as warnings of what's ahead. This is a proactive move before there's a crisis situation leaving the County offices without phone communications and a non - repairable system. f. IT, MIS, GIS staff updates: Benny Tyson and Barbara Omps were recognized by HR for their 40 years of service. They started in the original data processing department, Lindsey Felton of GIS has been awarded employee of the month and transferred to the Planning Department last month. IT is currently seeking a candidate for this entry level position and hopes to have it filled by July I". Filling the Network Supervisor position has been more problematic. HR has found other venues to post the position announcement; now more applications are coming in. 11 3. The first Wednesday in July is July 4th and there will be no meeting until the first Wednesday in August, August 1 St at 8:00 a.m. 4. There were no questions and the meeting was adjourned. HR COMMITTEE -- APPROVED UNDER CONSENT AGENDA The HR Committee met in the First Floor Conference Room at 107 N. Kent Street on Friday, July 6, 2012 at 8:00 a.m. Committee members present were: Ross Spicer; Bill Ewing; Chris Collins; Dorrie Green; Sharon Gromling; and Phil Farley. Also present were: Assistant County Administrator Kris Tierney; County Attorney Rod Williams; and NRADC Superintendent Bruce Conover. The following items were discussed: ** *Items Requiring Action * ** 1. Approval of the Employee of the Month Award. The Committee recommends approval to award Barbara Miller the Employee of the Month for July 2012. (Attachment 1) ** *Items Not Requiring Action * ** 1. The discussion of three (3) Human Resource policies. Committee Chairman Ross Spicer introduced the discussion with HR Director Paula Nofsinger outlining the recommended changes to the policies. The intent is not to proceed with any action to the Board of Supervisors until all of the remaining policies can be reviewed in total. The Committee also agreed to have a work session with the Board of Supervisors when all policies have been reviewed, discussed, and revised by the Committee. There being no further business, the meeting was adjourned. Due to scheduling conflicts, the next meeting will be held on Friday, August 10, 2012 at 8:00 a.m. PUBLIC WORKS COMMITTEE - APPROVED The Public Works Committee met on Tuesday, June 26, 2012 at 8 :00 a.m. All members were present except Ross Spicer, Bob Wells, Gary Lofton, and George Ludwig. The following items were discussed: ** *Items Requiring Action * ** 1. Rural Roads -- BOARD CONSENSUS TO HOLD A WORK SESSION 12 It was the consensus of committee members present to request that the board schedule a work session to discuss the subject of rural roads in Frederick County. County Administrator John R. Riley, Jr. suggested that Mr. Ted McCormack with VACo be invited to this work session to comment on present and future legislative action by the Virginia Department of Transportation related to the disposition of rural roads. The Board's consensus was to hold a work session with the Public Works Committee and Mr. McCormack regarding this topic. Chairman Shickle asked that the Transportation Committee be included in this work session as well. 2. Creation of a Stormwater Ordinance Subcommittee — AUTHORIZED THE PUBLIC WORKS COMMITTEE TO ESTABLISH A SUBCOMMITTEE Deputy Director of Public Works, Mr. Joe Wilder, presented a request to establish a subcommittee to assist staff in the creation of a stormwater ordinance for Frederick County. After briefly discussing this issue, the committee members present suggested that the board be given the option of appointing the members of the subcommittee or deferring that responsibility to the staff and public works committee. In either instance, staff recommended that the subcommittee be limited to seven (7) members with two (2) representatives selected from the public works committee, (Attachment 1) Upon a motion by Supervisor Lofton, seconded by Supervisor Spicer, the Board authorized the Public Works Committee to create a subcommittee to study the proposed Stormwater Ordinance. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye ** *Items Not Requiring Action * ** 1. Request from Building Official to Revise Hours of Operation 13 The committee members present reviewed and endorsed a proposal from the Building Official, John Trenary, to revise the current hours of operation from 8:00 a.m. to 5:00 p.m. to 7:30 a.m. to 4:30 p.m. Mr. Riley indicated that this request can be handled as an administrative action. As indicated in the attached memorandum, this action will allow building inspectors to be more responsive to the customers. (Attachment 2) 2. Discuss Development of a New Citizens' Convenience Site in Gainesboro The director presented a proposal to develop a new compactor site behind the Old Gainesboro Elementary School to replace the existing site adjacent to Back Creek. As highlighted in the attached memorandum from Solid Waste Manager, Ms. Gloria Puffknburger, the current site is woefully inadequate and subject to illegal dumping. There is also the possibility that the lease associated with the site property will not be renewed. This particular site has been on our Capital Improvement list for, at least, seven (7) years because of aging equipment and site constraints. It should be noted that only recently have we been able to acquire a site for the relocation of the convenience center. The sale of the old Gainesboro Elementary School resulted in retaining a 1.4 acre parcel that can accommodate the development of a new convenience site. We also retained a 60 foot right -of -way across the former school property. We are proposing that the site be developed using the revenue generated from the sale of the property ($74,000) and all funds remaining from the public works refuse budgets (Fiscal Year 2011/2012): citizens' refuse disposal (10 -4204) and refuse collection (4203). Preliminary estimates indicate that the design and development of the site will cost approximately $340,000. The committee members present unanimously endorsed this proposal and recommended that it be referred to the finance committee for their review. (Attachment 3) 3. Carry Forward Requests from Shawneeland and Landfill The committee members present unanimously endorsed the following carry forward requests for referral to the finance committee: (Attachments 4 and S) 16 -8108 — Shawneeland The total carry forward request is $289,164. 12 -4204 — Landfill The total carry forward request is $1,055,000. 4. Miscellaneous Reports a) Tonnage Report (Attachment 6) b) Recycling Report 14 (Attachment 7) c) Animal Shelter Dog Report (Attachment 8) d) Animal Shelter Cat Report (Attachment 9) TRANSPORTATION COMMITTEE — APPROVED UNDER CONSENT AGENDA The Transportation Committee met on June 25, 2012 at 8:30 a.m. Members Present Chuck Deflaven (voting) Gene Fisher (voting) James Racey (voting) Gary Oates (liaison PC) Lewis Boyer (liaison Stephens City) Members Absent Mark Davis (liaison Middletown) Chris Collins (voting) Bryon Grigsby (voting) ** *Items Requiring Action * ** None ** *Items Not Requiring Action * ** 1. Transportation Concerns for Route 600 Staff presented the Committee with the following information: The County has received concerns from Mr. Bruce Sigurdson regarding the length of the left turn lane from Route 50 west onto Route 600 SB (Hayfield Road), and also regarding the speed limit on Route 600. Staff has conducted research with other agencies on the issue and learned the following: VDOT — VDOT reviewed both issues and determined that a speed study was unlikely to yield a recommendation of a change in speed limit in this area. In addition, VDOT determined that a warrants analysis would be borderline as to whether lengthening the left turn lane would be warranted. Frederick County Schools —1 spoke with Mr. Puglisi, who is in charge of the school's bus fleet. He indicated that they are always supportive of more room in the turning lane. He also noted that there was an issue with site distance in this location. He did not have an issue with the speed limit. Frederick County Sherriff s Office — I spoke with Lieutenant Mike Richardson and he did not have an issue with the speed limit on that roadway, but noted that they had been 15 giving it increased attention due to some citizen concerns in the area. Regarding the need for a turn lane, he wasn't sure it was really necessary. When asked about the site distance issue brought up by Mr. Puglisi, he thought that was a very valid concern. By consensus, the Committee decided to have staff request that VDOT look into the site distance issue and report back. 2. Road Resolution Request As part of the normal system of getting new roadways accepted into the State Highway system, County staff coordinates with VDOT as they review whether a roadway meets the criteria. Once everything appears to be in order, a road resolution is forwarded to the Board of Supervisors for their consideration. In the situation of the attached request, we have a section of roadway in which this normal process is not working very well. Milton Ray Drive, in the Rutherford development on Route I 1 North, is constructed from the entrance of FEMA and runs approximately .2 miles past Lowes and across the railroad tracks. Per proffer, this roadway was constructed to state standards and has since been under bond by the County pending acceptance to the state system. To date, coordinating staff at VDOT have indicated it does not meet their standards for acceptance into the state system. The applicant disagrees with this determination and is asking that Frederick County move ahead with our road resolution so that VDOT may issue a formal action which they, in turn, would have the ability to appeal. While this is somewhat different from the process we are used to, it is the only way to allow the applicant to move forward in their desired process. The Committee discussed a number of items of potential resolution with the applicant and VDOT in order to try and reach a compromise. VDOT and the applicant indicated that they will continue to work together on this issue. UPDATE: It is the understanding of staff that this issue is near resolution and that we can expect the road to be in the system relatively soon. 3. Project Updates Staff updated the Committee on a number of ongoing projects. 4. Other TRANSPORTATION COMMITTEE JULY 23 2012 - APPROVED The Transportation Committee met on July 23, 2012 at 8:30 a.m. Members Present Members Absent Chuck DeHaven (voting) Mark Davis (liaison Middletown) 16 Gene Fisher (voting) Chris Collins (voting) James Racey (voting) Lewis Boyer (liaison Stephens City) Gary Oates (liaison PC) Bryon Grigsby (voting) ** *Items Requiring Action *** 1. Canter Estates Traffic Calming - APPROVED Staff advised the Committee that a request has been received from the Canter Estates Homeowners Association to install additional $200 for speeding signs on Corral Drive, Clydesdale Drive, and White Oak Road. Staff also provided the Committee with the rules and structure of the program (attached). The Committee discussed the merits of the request and determined that White Oak Road should not be considered. Motion: Mr, Fisher made a motion that was seconded by Mr. Grigsby to recommend the Board of Supervisors adopt a resolution (attached) requesting VDOT to install additional $200 for speeding signs on Clydesdale Drive and Corral Drive. Motion passed unanimously. Upon a motion by Supervisor DeHaven, seconded by Supervisor Fisher, the Board approved the resolution for the additional $200 for speeding signs to be placed at Clydesdale and Corral Drive. WHEREAS, the Frederick County Board of Supervisors has received a request from the Canter Estates community to install additional $200 for speeding signs on Clydesdale Drive and Corral Drive; and WHEREAS, Clydesdale Drive and Corral Drive are local residential streets with speed limits of 25 mph; and WHEREAS, speed data collected by the Virginia Department of Transportation and Frederick County Sheriff's office has indicated that a speeding problem exists; and WHEREAS, the request for additional fines has the support of the residents in the neighborhood. NOW, THEREFORE, BE IT RESOLVED THAT: the Frederick County Board of Supervisors hereby requests that the Virginia Department of Transportation install signs warning of an additional $200.00 for exceeding the speed limit on Clydesdale Drive and Corral Drive. 17 ADOPTED this 25' day of July, 2012. Supervisor Lofton stated he would like to see more information because the information did not give a lot of detail. He went on to say this program would become a nightmare to regulate. He concluded by saying that he sympathized with the homeowners' association, but he would be voting against this request. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Nay ** *Items Not Requiring Action * ** 2. Project Updates Staff updated the Committee on a number of ongoing projects. 3. Other PLANNING COMMISSION BUSINESS PUBLIC HEARINGS CONDITIONAL USE PERMIT #03-12 FOR ,TAMES W. FRYE, FOR A KENNEL. „ THIS PROPERTY IS IDENTIFIED AT 323 HUNTING RIDGE ROAD (ROUTE CATION NUMBER 608), AND IS IDENTIFIED WITH- IDENTIFI R 30- A -98A IN THE GAINESBORO MAGISTERIAL DISTRICT. — POSTPONED UNTIL SEPTEMBER 12 2012 MEETING Zoning Inspector Dana Johnston appeared before the Board regarding this item. He advised this was a request for a conditional use permit for a kennel. The property is located on Hunting Ridge Road in the Gainesboro Magisterial District. Kennels are permitted in the Rural Areas (RA) Zoning District with a conditional use permit. He noted the applicant has 18 constructed the board -on -board fence. He went on say the Planning Commission recommended approval with the following conditions: 1. All review agency comments shall be complied with at all times. 2. No more than thirty (30) dogs and puppies allowed on the property at any given time. 3. This Conditional Use Permit (CUP) is to allow breeding only. Boarding of dogs will not be permitted on the property. 4. All dogs shall be controlled so as not to create a nuisance to any adjoining properties by roaming free or barking. 5. All dogs must be confined indoors by 9:00 p.m. and not to be let outdoors prior to 8:00 a.m,, unless accompanied by the owners. 6. A six foot board -on -board fence must be constructed along all adjoining properties. 7. No signage allowed with this use. Any expansion or modification of this use will require an approval of a new Conditional Use Permit. Supervisor Spicer asked if a conditional use permit could have a duration put on it, such as one year, in order to address any issues that might arise. Zoning Inspector Johnston responded that if complaints were raised concerning about the use and were found to be valid, the conditional use permit could be revoked. Supervisor Collins asked if the condition could be changed to allow no more than 10 adult dogs, Zoning Inspector Johnston responded that the proposed number of 30 included both dogs and puppies. James Frye, applicant, appeared before the Board regarding this application. He advised that he had bark collars and other equipment to deter barking. 19 Supervisor Lofton asked how the Board could be assured that the applicant was not boarding dogs at his facility. Mr. Frey responded that he did not have room to board dogs at his home. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Supervisor Spicer stated he was concerned about having a kennel in a residential area, There were issues with noise, traffic, etc. Based upon the concerns cited, Supervisor Spicer moved to deny Conditional Use Permit #03 -12. The motion was seconded by Supervisor DeHaven. The above motion failed by the following recorded vote: Richard C. Shickle Nay Bill M. Ewing Nay Christopher E. Collins Nay Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Nay Gary A. Lofton Nay Upon a motion by Supervisor Collins, seconded by Supervisor Lofton, the Board postponed action until the first meeting in September in order to hear if there are more complaints and the nature of those complaints. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye 20 Chairman Shickle stated he would like to know who opposes this proposed use. He went on to say unless somebody comes up with something that was not heard tonight then this is lot ado about nothing, OTHER PLANNING ITEMS DISCUSSION OF PROPOSED ORDINANCE AMENDMENT — RP ORDINANCE STANDARDS — BOARD CONSENSUS TO HOLD ANOTHER WORK SESSION Supervisor Fisher began by saying this proposal was "tough reading" and pretty involved. He went on to say that he would like to have time to digest this information before it is sent to public hearing. Deputy Planning Director Michael T. Ruddy appeared before the Board regarding this item. He stated this was continuation of the Board's discussion from their May work session regarding RP standards. He advised this was an effort to update the Residential Performance (RP) Zoning District to ensure that the requirements are easier to understand, provide additional flexibility and housing options, up to date with the current needs of the community, and conforms with the 2030 Comprehensive Plan. A summary of the proposed changes are as follows: - Part 402 Changes — Introduction and District Regulations o Intent — Changes to reflect the Comprehensive Plan and revisions for clarity. o Permitted Uses — clarification and addition of public buildings. o Conditional Uses — addition of museums. o Gross Density and Multifamily Housing — combination of two separate sections; moves the density requirements from the individual housing types to one table; increases the density for garden apartments, townhouses, and single family developments; and increase in the multifamily percentage for parcels between 25.1 to 50 acres. 21 o Open Space and Recreation Facility Requirements — Revisions to the open space requirements for single family traditional, mixed use developments, and an addition of non- residential uses; reduction in the number of recreational units required to qualify for an open space reduction; and revisions to the recreational facility requirements to update the playground equipment requirements. o Height for other Uses — addition of maximum height for non - residential uses. - Part 402 — Dimensional Requirements for Housing Types o Format — The dimensional requirements are shown in a table format instead of a list. o Single Family Detached Rural Traditional— Addition of setbacks for unroofed decks, stoops, landings, and similar features. o Single Family Detached Traditional — Addition of setbacks for unroofed decks, stoops, landings, and similar features. o Single Family Detached Urban — Addition of setbacks for unroofed decks, stoops, landings, and similar features. o Single Family Detached Cluster — Elimination of the additional open space requirement because this housing type already has a higher percentage of required open space; reduced front/side /rear setbacks for the dwelling (to fall below single family urban since it has a smaller lot size); and addition of setbacks for unroofed decks, stoops, landings, and similar features. o Single Family Zero Lot Line — Addition of setbacks for unroofed decks, stoops, landings, and similar features; and revisions to specify that only fences can be located within the required maintenance easement. o Single Family Small Lot — Allowance for a front setback reduction when rear alleys are used for access (i.e. no driveways /garages located at the front); and addition of front and side setbacks for unroofed decks, stoops, landings, and similar features. o Duplex — Deletion of the duplex housing type — this use can already be achieved under the single family small lot housing type. o Multiplex — Removal of the minimum/average lot size table and parking requirement based on number of bedrooms; addition of a set minimum lot size and parking requirement; and addition of setbacks for unroofed decks, stoops, landing, and similar features. ►era o Atrium House — removal of this housing type, which has never been utilized. o Weak -link Townhouse — removal of this housing type, which has never been utilized. o Townhouse — Addition of back -to -back townhouses; removal of the minimum/average lot size table and parking requirement based on number of bedrooms; addition of a set minimum lot size and parking requirement; reduced front/side setbacks and addition of a rear setback instead of a perimeter setback requirement; addition of setbacks for unroofed decks, stoops, landings, and similar features; and increase in the structure height from 35 feet to 40 feet. o Garden Apartment — Revision to the description to remove "common outside access" requirement. This allows more flexibility for the unit type (i.e. standard condo or a stacked unit design); removal of the minimum/average lot size table and parking requirements based on number of bedrooms; addition of a set parking requirement; reduced side /rear setbacks and elimination of the perimeter setback; modified building spacing requirements; addition of a setback for rear balconies; and increase in the structure height from 40 feet to 55 feet. o Multifamily Residential Buildings — Proposed new housing type; only permitted in areas designated in the Comprehensive Plan as neighborhood villages, urban centers or planned for high density residential uses; number of units not specified, but would be based on the gross density of the land; and building height increased from 60 feet to 80 feet. o Age Restricted Multifamily — Removal of the minimum/average lot size table and parking requirement based on number of bedrooms; setback for rear balconies decreased, balconies may extend 10 feet into a perimeter boundary; and modified building spacing requirements. - Part 203 Changes — Buffer and Landscape Requirements o Landscaping/Buffer Changes — Introduction of new plant types, removal of plant types, changes regarding utilization of certain plants; planting procedures (e.g. size, spacing, measurements); revisions to residential separation buffers regarding separation buffers between various housing types, including the elimination of internal buffers , reductions to some of the buffer distances and format revisions to put requirements in table format; and revisions to road efficiency buffers to show similar buffer layout required throughout the ordinance and additions to allow existing vegetation to be utilized for road efficiency buffers. - Part 101 & 102 Changes —Definitions and Supplemental Use Regulations 23 o New Definition of Building Height — Revised definition that is more consistent with current method of measuring building height. o New Definition of Multi- Family Building o Setback Requirements _.. Revisions to the extensions into setback yards to remove balconies, porches, stoops, and decks as an extension because they have been added to the individual RP housing types; and removal of weak - link townhouses. Deputy Director Ruddy concluded by saying staff was seeking direction from the Board about taking this proposal forward for public hearing. Supervisor Fisher suggested staff wordsmith the reference to master development plan review by the Board of Supervisors in g 165- 402.07. Chairman Shickle asked if any big issues were contained in this proposal. Deputy Director Ruddy responded there were none that had not been discussed over the years as part of the urban areas discussion. Chairman Shickle stated he did not want to go to public hearing at the next meeting and the Board not understand what they were reading. Administrator Riley suggested that this item be taken back to a work session if the Board was not comfortable moving forward. Supervisor DeHaven stated there was a lot here. He went on to say he found no negatives, but there was a lot of material. The consensus of the Board was to have another work session regarding this proposal. DISCUSSION OF PROPOSED ORDINANCE AMENDMENT -- RE ORDINANCE WAIVERS — SENT FORWARD FOR PUBLIC HEARING Deputy Director Michael Ruddy appeared before the Board regarding this item. He advised staff had been asked to review all waiver opportunities contained within the Zoning and 24 Subdivision Ordinances, This review was due partly to the fact that staff has been informed that the Code of Virginia does not allow the Planning Commission to approve deviations from the ordinances. The waiver responsibility will now be placed with the Zoning Administrator and the Board of Supervisors. Chairman Shickle asked if Board approved waivers will be reviewed by the Planning Commission. Deputy Director Ruddy responded yes. Chairman Shickle stated he did not want to lose planning commission input. Upon a motion by Supervisor Collins, seconded by Supervisor DePlaven, the Board sent this item forward for public hearing. DIRECTING THE PLANNING COMMISSION TO HOLD A PUBLIC HEARING REGARDING CHAPTER 165 ZONING AND CHAPTER 144 SUBDIVISION OF LAND CHAPTER 165 ZONING ARTICLE II SUPPLEMENTARY USE REGULATIONS, PARKING, BUFFERS AND REGULATIONS FOR SPECIFIC USES PART 201 SUPPLEMENTARY USE REGULATIONS 165- 201.02 SETBACK REQUIREMENTS, 165- 201.03 HEIGHT LIMITATIONS; EXCEPTIONS, 165 - 201.06 SIGNS, 165-201.07 OUTDOOR LIGHTING, 165- 201.08 PROTECTIONS OF ENVIRONMENTAL FEATURES PART 202 OFF - STREET PARKING, LOADING AND ACCESS 165 - 202 -01 OFF - STREET PARKING; PARKING LOTS, 165-202.02 LOADING AREAS, 165 - 202.03 MOTOR VEHICLE ACCESS, 165-202.04 STREETS; INTER - PARCEL CONNECTORS PART 203 BUFFERS AND LANDSCAPING 165 - 203.01 LANDSCAPING REQUIREMENTS, 165-203.02 BUFFER AND SCREENING REQUIREMENTS PART 204 ADDITIONAL REGULATIONS FOR SPECIFIC USES 165- 204.06 FLEX -TECH USES, 165-204.11 LANDFILLS, JUNKYARDS, TRASH DISPOSAL AND INOPERABLE VEHICLES, 165- 204.14 SEWAGE TREATMENT FACILITIES, 165- 204.19 TELECOMMUNICATION FACILITIES, COMMERCIAL, 165- 204.21 TRUCK OR FLEET MAINTENANCE FACILITIES AND TRUCK RENTAL AND LEASING FACILITIES, WITHOUT DRIVERS, 165- 204.23 WELDING REPAIR (SIC 7692),165- 204.24 TRACTOR TRUCK AND TRACTOR TRUCK TRAILER PARKING, 165 - 204.25 FLEA MARKETS, 165- 204.26 PUBLIC UTILITIES 041 ARTICLE IV AGRICULTURAL AND RESIDENTIAL DISTRICTS PART 401 RA RURAL AREAS DISTRICT 165 - 401 -02 PERMITTED USES, 165-401.06 PERMITTED LOT SIZES, 165 - 401.07 SETBACK REQUIREMENTS PART 402 RP RESIDENTIAL PERFORMANCE DISTRICT 165- 402.07 OPEN SPACE REQUIREMENTS, 165 - 402.08 RECREATION FACILITIES, 165- 402.09 DIMENSIONAL REQUIREMENTS PART 403 MH1 MOBILE HOME COMMUNITY DISTRICT 165- 403 -04 MOBILE HOME PARKS AND SUBDIVISIONS ARTICLE V PLANNED DEVELOPMENT DISTRICTS PART 501 R4 RESIDENTIAL PLANNED COMMUNITY DISTRICT 165 - 501.06 DESIGN REQUIREMENTS PART 502 R5 RESIDENTIAL RECREATIONAL COMMUNITY DISTRICT 165- 502.05 DESIGN REQUIREMENTS, PART 504 MS MEDICAL SUPPORT DISTRICT 165- 504.04 ACCESS REGULATIONS ARTICLE VI BUSINESS AND INDUSTRIAL ZONING DISTRICTS PART 601 DIMENSIONAL AND INTENSITY REQUIREMENTS 165- 601.03 MINIMUM LANDSCAPED AREA PART 608 EM EXTRACTIVE MANUFACTURING DISTRICT 165 - 608.04 LANDSCAPING PART 609 HE HIGHER EDUCATION DISTRICT 165- 609.04 BUFFERS AND SCREENING, 165-609.05 HEIGHT LIMITATION ARTICLE VII OVERLAY DISTRICTS PART 704 IA INTERSTATE AREA OVERLAY DISTRICT 165 - 704.05 DISTRICT REGULATIONS PART 705 TNDB TRADITIONAL NEIGHBORHOOD DESIGN BUSINESS OVERLAY DISTRICT 165 - 705.04 USE, DENSITY, DIMENSIONAL AND INTENSITY REGULATIONS, 165- 705.05 OFF - STREET PARKING; PARKING LOTS, 165 - 705.06 DESIGN STANDARDS ARTICLE IX NONCONFORMING USES, STRUCTURES AND SIGNS PART 901 NONCONFORMING USES, STRUCTURES AND SIGNS 165- 901.04 EXPANSIONS AND MODIFICATIONS, 165 - 901.06 RESTORATION OR REPLACEMENT CHAPTER 144 SUBDIVISION OF LAND ARTICLE III GENERAL PROVISIONS 144.4 SUBDIVISION ADMINISTRATOR, 144.5 INTERPRETATIONS AND APPEALS ARTICLE V DESIGN STANDARDS 144.17 STREETS, 144.18 SIDEWALKS AND PEDESTRIAN WALKWAYS, 144.19 STREETLIGHTS, 144.21 STORMWATER MANAGEMENT 144.25 UTILITIES AND EASEMENTS 26 WHEREAS, the Frederick County Planning Department has been directed to review all waiver opportunities contained within Chapter 165 Zoning and Chapter 144 Subdivision of Land. WHEREAS, The Development Review and Regulations Committee (DRRC) recommended, on February 23, 2012, this item be forwarded to the Planning Commission and Board of Supervisors; and WHEREAS, the Planning Commission was presented with the proposed changes at a joint work session on May 10, 2012; and WHEREAS, the Frederick County Board of Supervisors finds that in the public necessity, convenience, general welfare, and good zoning practice, directs the Frederick County Planning Commission hold a public hearing regarding an amendment to Chapter 165 and Chapter 144 concerning all waiver opportunities. NOW, THEREFORE, BE IT REQUESTED by the Frederick County Board of Supervisors that the Frederick County Planning Commission shall hold a public hearing to consider all waiver opportunities contained within Chapter 165 Zoning and Chapter 144 Subdivision of Land as set forth in the heading of this Resolution. Passed this 25th day of July, 2012 by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Aye VACATION OF RIGHT -OF -WAY OF LESSUR LANE RIDGE ESTATES — APPROVED UNDER CONSENT AGENDA This was a request for the Board of Supervisors to vacate a road right -of -way containing 2.3044 + /- acres within Ridge Estates Subdivision submitted on behalf of 30ON LLC by Marsh and Legge Land Surveyors, P.L.C. The above request was approved under the consent agenda. ROAD RESOLUTION 27 BROOKSIDE ESTATES — APPROVED UNDER CONSENT AGENDA WHEREAS, the streets described on the attached Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Frederick County; and WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board that the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation; and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on rune 9, 1993, for comprehensive stormwater detention which apply to this request for addition; and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described in the attached Form AM -4.3 to the secondary system of state highways, pursuant to 33.1 -229, Code of Virginia, and the Department's Subdivision Street Requirement and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right -of -way, as described, and any necessary easements for cuts, fills, and drainage; and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. ABRAMS POINTE — APPROVED UNDER CONSENT AGENDA WHEREAS, the streets described on the attached Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Frederick County; and WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board that the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation; and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on rune 9, 1993, for comprehensive stormwater detention which apply to this request for addition; and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described in the attached Form AM -4.3 to the secondary system of state highways, pursuant to 33.1 -229, Code of Virginia, and the Department's Subdivision Street Requirement; and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right-of-way, as described, and any necessary easements for cuts, fills, and drainage; and 28 BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. CHIMNEY HILL ESTATES — APPROVED UNDER CONSENT AGENDA WHEREAS, the streets described on the attached Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Frederick County; and WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board that the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation; and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on June 9, 1993, for comprehensive stormwater detention which apply to this request for addition; and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described in the attached Form AM -4.3 to the secondary system of state highways, pursuant to 33.1 -229, Code of Virginia, and the Department's Subdivision Street Requirement; and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right -of -way, as described, and any necessary easements for cuts, fills, and drainage; and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Department of Transportation. BOARD LIAISON REPORTS There were no Board liaison reports. CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS Chairman Shickle took a moment to briefly recognize Winchester Star reporter Sarah Greenhalgh, who died mysteriously. He expressed condolences to her family on behalf of the 29 Supervisor Lofton announced that Gwen Monroe, Frederick County Director of Social Services was retiring and Tamara Green would be taking over as Director. He expressed good wishes to both Gwen and Tamara, "131110 ngI UPON A MOTION BY VICE - CHAIRMAN EWING, SECONDED BY SUPERVISOR FISHER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (8:40 P.M.) 30 FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES REGULAR MEETING August 08, 2012 A Regular Meeting of the Frederick County Board of Supervisors was held on Wednesday, August 8, 2012 at 7;15 P.M., in the Board of Supervisors' Meeting Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Richard C. Shickle; Christopher E, Collins; Charles S. DeHaven, Jr.; Bill M. Ewing; Gene E. Fisher; and Ross P. Spicer ABSENT Gary A. Lofton CALL TO ORDER Chairman Shickle called the meeting to order. INVOCATION Supervisor Fisher delivered the invocation. PLEDGE OF ALLEGIANCE Vice- Chairman Ewing led the Pledge of Allegiance. ADOPTION OF AGENDA - APPROVED County Administrator John R. Riley, Jr. advised that he had no additions or changes to the agenda. Upon a motion by Supervisor DeHaven, seconded by Vice - Chairman Ewing, the Board approved the agenda by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent CONSENT AGENDA - APPROVED Administrator Riley offered the following items for the Board's consideration under the consent agenda: - Resolution of Appreciation for Gwen T. Monroe — Tab B; - Memorandum from County Attorney and Resolution Re: Notice of Claim of Vernon Downes Tab F; and - Public Safety Committee Report — Tab H. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Fisher, the Board approved the consent agenda by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS There were no Board of Supervisors comments, MINUTES - APPROVED Upon a motion by Supervisor Collins, seconded by Supervisor Spicer, the Board approved the minutes from the July 25, 2012 work session with the Frederick County School The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye K Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent COUNTY OFFICIALS RESOLUTION OF APPRECIATION FOR GWEN T. MONROE — APPROVED UNDER CONSENT AGENDA WHEREAS, Gwen T. Monroe faithfully served as the Director of Social Services for County of Frederick, Virginia, for the past 34 years, from January 1, 1978 until July 31, 2012; and WHEREAS, Mrs. Monroe was an advocate in Virginia for the state's Children's Transformation initiative and became an "agent of change" under the Virginia Department of Social Services system of identifying grass roots leaders under The Agents of Change Program, which was designed to improve the way at --risk children and their families achieve success; and WHEREAS, Mrs. Monroe initiated and implemented child and family teams as a matter of practice for all children at critical decision points such as preventing removal from and return to the home; and WHEREAS, during her term as chair of the Community Policy Management Team, Mrs. Monroe changed the way families were engaged as partners to prevent placement of children outside of the home; and WHEREAS, Mrs. Monroe's work has been highlighted, on many occasions, as a model in leadership and community practice. NOW, THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors extends its sincerest appreciation to Gwen T. Monroe and wishes her all of the best in her future endeavors. BE IT FURTHER RESOLVED, that this resolution be spread across the minutes of the Frederick County Board of Supervisors for all citizens to reflect upon the accomplishments of this public servant. ADOPTED this 8th day of August, 2012. COMMITTEE APPOINTMENTS 3 REAPPOINTMENT OF JOHN R. RILEY, JR. AS FREDERICK COUNTY ALTERNATE TO THE JUVENILE DETENTION CENTER COMMISSION - APPROVED Upon a motion by Supervisor DeHaven, seconded by Supervisor Fisher, the Board reappointed John R. Riley, Jr. as Frederick County Alternate to the Juvenile Detention Center Commission. This is a four year appointment. Term expires September 27, 2016. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent REAPPOINTMENT OF ERIC R. LAWRENCE AND KRIS C. TIERNEY AS FREDERICK COUNTY REPRESENTATIVE AND FREDERICK COUNTY ALTERNATE TO THE NORTHERN SHENANDOAH VALLEY REGIONAL COMMISSION - APPROVED Upon a motion by Supervisor Spicer, seconded by Vice - Chairman Ewing, the Board reappointed Eric R. Lawrence as Frederick County representative and Kris C. Tierney as Frederick County alternate to the Northern Shenandoah Valley Regional Commission. This is a three year appointment. Term expires September 30, 2015. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent REAPPOINTMENT OF BILL M. EWING AS FREDERICK COUNTY BOARD OF SUPERIVSORS' REPRESENTATIVE TO THE NORTHWESTERN REGIONAL JAIL AUTHORITY - APPROVED 4 Upon a motion by Supervisor Fisher, seconded by Supervisor DeHaven, the Board reappointed Bill M. Ewing as Frederick County Board of Supervisors' representative to the Northwestern Regional Jail Authority. This is a four year appointment. Term expires October 13, 2016. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent REQUEST FROM COMMISSIONER OF THE REVENUE FOR REFUNDS - APPROVED Administrator Riley advised the Commissioner of the Revenue requested the Treasurer be authorized to refund the following: 1. Ryder Truck Rental in the amount of $2,576.23 for the proration and an adjustment to values for personal property taxes of 2011 and 2012. 2. Williams Recycling, Inc. in the amount of $2,570.48 for an amended equipment filing and adjustment to rate for personal property taxes for 2011 and 2012. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor DeHaven, the Board approved the refund requests by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent REQUEST FROM FREDERICK COUNTY SCHOOLS TO SCHEDULE PUBLIC HEARING DATE FOR FY13 BUDGET AMENDMENTS AND TO PARTICIPATE IN THE FALL 2012 VIRGINIA PUBLIC SCHOOL AUTHORITY PSA BOND SALES - APPROVED Administrator Riley advised this was a request from Frederick County Schools to schedule a public hearing for FY2013 Budget Amendments and to participate in the Fall 2012 Virginia Public School Authority bond sale. The FY2013 budget adjustments are for the following: $6.1 million adjustment to the School Construction Fund for additions to the four elementary schools to accommodate full -day kindergarten, 2. $2.5 million for the design and document preparation for the fourth high school to the point of, but not including, bidding the project prior to construction. 3. $2.0 million for the design and document preparation for the replacement Frederick County Middle School to the point of, but not including, bidding the project prior to construction. The second public hearing is seeking approval to participate in the Fall 2012 VPSA bond sale in the amount of $4.8 million ($1.4 million for James Wood High School, $1.0 million elementary additions, $1.4 million 4 th high school, and $1.0 million middle school). It is requested that these public hearings be held at the Board's September 12, 2012 meeting. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Fisher, the Board authorized the requested public hearings. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent MEMORANDUM FROM COUNTY ATTORNEY AND RESOLUTION RE: NOTICE OF CLAIM OF VERNON DOWNES — APPROVED UNDER CONSENT AGENDA WHEREAS, the County has received, apparently, pursuant to the provisions of Virginia Code §§ 8.08 -195.1 et seq., and/or 15.2 -1243 et seq., notice (the "Notice ") of a claim (the "Claim "), dated June 12, 2012, asserted by Vernon Downes ( "Mr. Downes "); and WHEREAS, the Claim purports to assert that Mr. Downes, on June 17, 2011, allegedly sustained injuries while riding a bicycle into a chain allegedly strung across an area located near "Mulberry Terrace Road" and "Newtown Court Road ", in the Town of Stephens City; and WHEREAS, Virginia Code §15.2 -209 provides that every claim cognizable against any county, city, or town for negligence shall be forever barred unless the claimant or his agent, attorney, or representative has filed a written statement of the nature of the claim, which includes the time and place at which the injury is alleged to have occurred, within six months after such cause of action accrued; and WHEREAS, the Notice alleges an injury occurred on June 17, 2011, but the Notice was not dated until June 12, 2012, and was not received by the County until subsequent to that date, and, therefore, was not filed with the County until after six months after the alleged injury occurred and any cause of action may have accrued; and WHEREAS, the Notice does not state the time the alleged injury occurred; and WHEREAS, County staff has further investigated the Claim and found that, among other things, the streets and area where Mr. Downes allegedly may have sustained injuries are private property and are neither owned nor maintained by the Commonwealth of Virginia, the County of Frederick, or the Town of Stephens City; and WHEREAS, the Claim is forever barred against the County, as being made beyond the applicable limitations period, and, further, the Notice fails to state the time of the alleged injury, and, as well, incorrectly alleges ownership and /or maintenance of the property involved by the County, and as to which the County could have been responsible, and, accordingly, the Claim is without merit and is not well- grounded in fact or law and must be disallowed. NOW,THEREFORE, BE IT RESOLVED, that the Board hereby disallows the Claim of Mr. Downes, as asserted in the Notice dated June 12, 2012. ADOPTED this Bch day of August, 2012. This item was approved under consent agenda. COMMITTEE REPORTS JOINT FINANCE COMMITTEE - APPROVED The Joint Finance Committee met on Thursday, June 21, 2012 at 8:00 A.M., in the First Floor Conference Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. Present were Richard Shickle, Frederick County representative; Bill M. Ewing, Frederick County representative; and John Willingham, City of Winchester representative. Jeff Buettner, City of Winchester representative, was absent. Others present were: Milt McInturff, Winchester City Council, Jay E. Tibbs, Deputy County Administrator; Dale Iman, City Manager; Roderick B. Williams, County Attorney, Anthony Williams, City Attorney; Mary Blowe, Finance Director, City of Winchester; Cheryl Shiffler, Finance Director, Frederick County; Samantha Anderson, Parking Director; Karen Helm, Director of Old Town Development Board; Dick Helm, Winchester Parking Authority Chairman; Ed Chapman, Blue Ridge Association of Realtors; and Sarah Greenhalgh, The Winchester Star. Mr. Shickle called the meeting to order. ** *For Board Action * ** MEMORANDUM OF UNDERSTANDING FOR JOINT FINANCE COMMITTEE - APPROVED The committee reviewed the draft Memorandum of Understanding regarding the Joint Finance Committee, It was suggested a section be added to the Memorandum of Understanding regarding the election of the committee chairman. Upon a motion by Mr. Willingham, seconded by Mr. Ewing, the committee recommended approval of the Memorandum of Understanding with the discussed amendment. (See attached.) A copy of the revised Memorandum of Understanding is attached. Upon a motion by Supervisor Spicer, seconded by Vice - Chairman Ewing, the Board approved the Memorandum of Understanding for the Joint Finance Committee. The above motion was approved by the following recorded vote: Richard C. Shickle Bill M. Ewing Christopher E. Collins Charles S. DeHaven, Jr. Ross P. Spicer Gene E. Fisher Gary A. Lofton ELECTION OF CHAIRMAN Aye Aye Aye Aye Aye Aye Absent ** *For Information Only * ** Richard Shickle was elected chairman of the Joint Finance Committee. DISCUSSION OF PROPOSED WASHINGTON SQUARE PARK Mr. Ed Chapman appeared before the committee on behalf of the Blue Ridge Association of Realtors to discuss the proposed Washington Square Park. He advised that studies showed the need for green space in downtown Winchester and the Blue Ridge Association of Realtors was interested in completing the Washington Square Park that was originally proposed by Judge Robert Woltz. Mr. Chapman noted one of the pluses for this proposal was due to the property's close proximity to the walking mall but it would not interfere with the day to day business operations on the mall. He went on to say the project would be funded by the Blue Ridge Association of Realtors and the community. He concluded by saying time is of the essence and this project needs to get through the process quickly. Mr. Mclnturff asked if there had been any inquiries of the JJC departments regarding this proposal. Mr. Chapman noted that Sheriff Millholland expressed some reluctance, but he would continue to work with the Sheriff to get a level of comfort. Mr. Iman noted this rendering was a second take on the proposed park and the proposal would allow some parking. Mr. Chapman stated the proposed design would give the area a hard surface on which to hold events. Mr. Ewing asked for the estimated cost. Mr. Chapman responded approximately $150,000. Chairman Shickle stated he was unsure of the possible issues regarding this project and suggested that comments regarding this version be solicited from key players. Mr. Ewing agreed with the suggestion of circulating the plan and soliciting feedback from key players. Mr. Helm stated he did not believe this proposal would negatively impact the downtown. He noted the Parking Authority needed to be involved in decisions about how this lot would be managed. He went on to say the Parking Authority would have to change its charter to allow the use of this space for events. He stated if parking was to be included on the site then he would encourage the construction of a second exit on Boscawen Street. He concluded by saying if there were no meters and the parking was private then the Authority would not be involved. City Attorney Tony Williams stated he would have to review the JJC agreement to see if Winchester Parking Authority management of the lot is part of the agreement. He went on to say he would have to confirm also if the revenues collected from this lot are part of the bond revenues to pay for the parking garage. Mr. Willingham stated there remained a lot of questions to be worked out. Chairman Shickle suggested the plan be sent out for comment to the various stakeholders. Upon a motion by Mr. Willingham, seconded by Mr. Ewing, the committee voted to send the proposed park plan to the various JJC department heads for feedback. (See attached.) There being no further business, the meeting was adjourned at 8:42 a.m. PUBLIC SAFETY COMMITTEE — APPROVED UNDER CONSENT AGENDA The Public Safety Committee met on Tuesday, July 31, 2012 at 9:00 A.M., at the Public Safety Building, 1080 Coverstone Drive, Winchester, Virginia. Present were: Chairman Gary A. Lofton; Supervisor Gene E. Fisher; Supervisor Christopher E. Collins; citizen committee members Charles Torpy and Ronald Wilkins; President of the Fire and Rescue Association Tim Price; Perry Silva; Public Safety Director LeeAnna Pyles; Fire and Rescue Director Denny Linaburg; and County Administrator John R. Riley, Jr. The committee submits the following: 1. Distribution of Revenue Collected — Revenue Recovery Program Subcommittee recommends the following distributor of revenue collected from the revenue recovery program: Total Amount Billed $2,967,555.00 Total Amount Collected $2,077,289.00 of the total amount collected: 100% mileage to companies $287,518.00 10% to county for Program Mgr. & Billing Co. $178,977.00 Remaining revenue $1,610,793.00 County share $805,396.00 Vol. companies' share $805,396.00 The Public Safety Committee will forward this information to the Fire and Rescue Association for their review and recommendation back to the Public Safety Committee. (See Attached) 2. Outsourcing Emergency Medical Service Chairman Lofton shared with the committee an inquiry he had made to the Governor's office with reference to whether local governments have the option to outsource emergency medical service. After discussing same, it was concluded that staff would research localities in the Commonwealth that have outsourced this service and to what extent it was successful. (See Attached) PUBLIC HEARING 10 OUTDOOR FESTIVAL PERMIT RE UEST OF CONCERN HOTLINE —13 ANNUAL FRIDAY FISH FRY. PURSUANT TO THE FREDERICK COUNTY CODE CHAPTER 86 FESTIVALS• SECTION 86 -3 PERMIT REQUIRED; APPLICATION; ISSUANCE OR DENIAL; FOR AN OUTDOOR FESTIVAL PERMIT. FESTIVAL TO BE HELD FRIDAY, SEPTEMBER SETE 7, 2012, FROM 4:00 P.M. TO 9:00 P.M. ON THE GROUNDS OF GROVE'S WINCHESTER HARLEY DAVIDSON, 140 INDEPENDENCE DRIVE,., WINCHESTER, VIRGINIA. PROPERTY OWNED BY JOBALIE, LLC. - APPROVED Administrator Riley advised this was a request for an outdoor festival permit for Concern Hotline's 13 Annual Friday Fish Fry. The event will be held on Friday, September 7, 2012 from 4 :00 p.m. to 9:00 p.m. on the grounds of Grove's Winchester Harley Davidson. Chairman Shickle convened the public hearing. There were no public comments Chairman Shickle closed the public hearing. Upon a motion by Supervisor Fisher, seconded by Supervisor Collins, the Board approved the outdoor festival permit for Concern Hotline's 13 Annual Friday Fish Fry. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M, Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent OUTDOOR FESTIVAL PERMIT REO UEST OF HIVE MINISTRIES — UTOPIA EDM REVIVAL CHRISTIAN DANCE FESTIVAL. PURSUANT TO THE FREDERICK COUNTY CODE CHAPTER 86 FESTIVALS• SECTION 86 -3 PERMIT REQUIRED; APPLICATION OR DENIAL• FOR AN OUTDOOR FESTIVAL PERMIT. FESTIVAL TO BE HELD FRIDAY AUGUST 24 2012 FROM 12:00 NOON THROUGH 12:00 NOON SUNDAY AUGUST 26 2012 ON THE GROUNDS OF THE COVE CAMPGROUND 980 COVE ROAD GORE VIRGINIA. PROPERTY OWNED BY ALEXANDER W. K. MCDOWELL AND MCDOWELL FAMILY LLC. — APPROVED WITH CONDITIONS 11 Administrator Riley advised this was a request for an outdoor festival permit by Hive Ministries for the Utopia EDM Revival Christian Dance Festival. The event will be held from 12 :00 noon, Friday, August 24, 2012 through 12:00 noon, Sunday, August 26, 2012 on the grounds of the Cove Campground, 980 Cove Road, Gore, VA. Supervisor Spicer expressed concern about the lack of specifics in the application, in particular information concerning medical facilities and fire protection. Jeff Hodges, appeared before the Board on behalf of the applicant. He advised that the main applicant had contacted the local fire and rescue company. There would be multiple EMTs on site and an area would be set aside for medical care also. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Spicer, seconded by Supervisor Collins, the Board approved the outdoor festival permit application for Hive Ministries conditioned upon the applicant providing a detailed plan for medical facilities and fire protection and, if deemed adequate or inadequate, staff is authorized to approve or deny the permit. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent PROPOSED DECLARATION AS SURPLUS AND DISPOSAL OF THE REMAINING PORTION OWNED BY THE COUNTY OF REAL PROPERTY KNOWN AS THE OLD STEPHENS CITY SCHOOL PROPERTY, COMPRISED OF TWO PARCELS TOTALING APPROXIMATELY T ,_......,... ELY TWO AND THREE 12 QUARTERS (2.75) ACRES 5506 AND 5516 MAIN STREET, STEPHENS CITY, VIRGINIA AND IDENTIFIED AS PARCEL IDENTIFICATION NUMBERS 74A03- A -160A AND 85 -A -58, AND THE PROPOSED RELEASE OF THE REVERSIONARY CLAUSE FOR THAT PORTIO ^ N OF THE REAL PROPERTY KNOWN AS THE OLD STEPHENS CITY SCHOOL PROPERTY OWNED BY THE TOWN OF STEPHENS CITY COMPRISED OF APPROXIMATELY ONE AND THREE TENTHS 1.3 ACRES AND IDENTIFIED AS PARCEL IDENTIFICATION NUMBER 74A03 -A -160. THE REVERSIONARY CLAUSE PROVIDES THAT SHOULD THE PROPERTY CEASE TO BE USED FOR PUBLIC OR COMMUNITY NON - COMMERCIAL PURPOSES AS ARE INTENDED FOR THE BENEFIT OF THE HEALTH SAFETY WELFARE EDUCATION, CULTURAL . RECREATION, ENLIGHTENMENT, LITERACY, OR CIVIC AWARENESS OF THE COMMUNITY OR ANY OTHER PUBLIC PURPOSE PERMITTED BY LAW THE PROPERTY SHALL REVERT BACK TO THE COUNTY. THE HEARING IS PURSUANT TO VIRGINIA CODE SECTION 15.2 -1800 AND THE PURPOSE OF THE HEARING IS TO RECEIVE PUBLIC COMMENTS ON THE DECLARATION OF THE INDICATED PROPERTY OWNED BY THE COUNTY AS SURPLUS AND APPROVAL OF THE SALE OF THE PROPERTY, TO THE TOWN OF STE PHENS CITY. VIRGINIA, AND RELEASE OF THE REVERSIONARY CLAUSE, PER THE TERMS OF A REAL ESTATE SALES CONTRACT DATED JUNE 4 2012. - APPROVED Assistant County Administrator Kris Tierney appeared before the Board regarding this item. He advised the former Stephens City School property was declared surplus by the Frederick County School Board on August 16, 2011 and gifted to Frederick County on September 15, 2012. There is no viable use for the whole of the property and improvements. Frederick County advertised the sale of the property through an invitation for bids. The Town of Stephens City submitted the high bid. The Town's offer was conditioned on the elimination of the reversionary clause, which was part of the 2007 conveyance of the main Stephens City School building to the Town. The clause states: "The Grantee or its assigns, shall use, or permit the use of the above described property solely for public or community non- commercial purposes as are intended for the benefit of the health, safety, welfare, education, recreation, cultural enlightenment, literacy, or civic awareness of the community, or any other public purpose permitted by law, and if the property ceases to be used for such purposes it shall revert back to the Grantor. " 13 Assistant Administrator Tierney went on to say the sale of the property is contingent upon final approval of the terms and declaration of the property as surplus by the Board of Supervisors. He concluded by saying a resolution declaring the property surplus and approving the sale and termination of the reversionary clause is presented for the Board's consideration. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Collins, the Board approved the resolution approving declaration as surplus and conveyance of property identified as parcel identification number 74A03- A -160A and 85 -A -58, comprising a portion of the former Stephens City School property, and approving release of the reversionary clause for property identified as Parcel Identification Number 74A03 -A -160, comprising a portion of the former Stephens City School Property, WHEREAS, the County of Frederick, Virginia, is the owner of real property and improvements identified as Parcel Identification Numbers 74A03- A -160A and 85 -A -58 in the Town of Stephens City, Virginia, comprising a portion ofthe former Stephens City School property and containing a total of approximately two and three quarter (2.75) acres; and WHEREAS, the property was declared surplus by the Frederick County School Board on August 16, 2011, and gifted to Frederick County on September 15, 2011; and WHEREAS, having no viable use for the whole of the property and improvements, Frederick County advertised the sale of the property through an invitation for bids published on March 24, 2012, and again on March 31, 2012, in The Winchester Star; and WHEREAS, the Town of Stephens City submitted the high bid in response to the invitation for bids; and WHEREAS, the Town of Stephens City, as a condition of its bid, asked that the Board of Supervisors release the reversionary clause for the adjoining Old Stephens City School property, owned by the Town of Stephens City, comprised of approximately one and three tenths (1.3) acres and identified as Parcel Identification Number 74A03 -A -160, said reversionary clause providing that, should the Property cease to be used for public or community non - commercial 14 purposes as are intended for the benefit of the health, safety, welfare, education, recreation, cultural enlightenment, literacy, or civic awareness of the community, or any other public purpose permitted by the law, the property shall revert back to the County, the County having previously conveyed the property to the Town of Stephens City; and WHEREAS, at their August S, 2012 meeting, the Board of Supervisors conducted a public hearing on the declaration as surplus and conveyance of parcels 74A03- A -160A and 85 -A -58 and on the release of the reversionary clause for parcel 74A03 -A -160. NOW, THEREFORE, BE IT RESOLVED that the Frederick County Board of Supervisors hereby declares the real property and improvements identified as property identification numbers 74A03- A -106A and 85 -A -58, to be surplus property and approves the sale of the property to the Town of Stephens City, per the terms of real estate sales contract dated June 4, 2012; and BE IT FURTHER RESOLVED that the Frederick County Board of Supervisors hereby authorizes the release of the reversionary clause for the adjoining Old Stephens City School Property, owned by the Town of Stephens City, comprised of approximately one and three tenths (1.3) acres, and identified as Parcel Identification Number 74AO3-A -160, per the terms of real estate sales contract dated June 4, 2012; and BE IT FURTHER RESOLVED that the County Administrator is hereby authorized to take all actions and to execute all documents necessary to accomplish the objectives of this resolution. ADOPTED this S day of August, 2012. The above motion was approved by the following recorded vote: Richard C. Shickle Nay Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent PLANNING COMMISSION BUSINESS PUBLIC HEARINGS CONDITOINA USE PERMIT #10 -11 FOR JOSEPH RACEY, SR.. AND AT &T MOBILITY, FOR A 199 FOOT MONOPOLE TELECOMMUNICATIONS FACILITY. THIS PROPERTY IS LOCATED ATED AT 3392 BACK MOUNTAIN ROAD AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 59 -A -6 IN THE BACK CREEK MAGISTERIAL DISTRICT. - APPROVED 15 Zoning and Subdivision Administrator Mark Cheran appeared before the Board regarding this item. He advised this was a request for a conditional use permit to enable the construction of a 199 foot monopole telecommunications facility. The property is zoned RA (Rural Areas) District and located in the Back Creek Magisterial District. Zoning Administrator Cheran advised the Frederick County Historic Resources Advisory Board expressed concerns about the proposed location because it was near three identified structures on the landmark survey report. The Planning Commission conducted a public hearing on this item and there were no comments. The Commission discussed the HRAB's concerns at length and recommended the cabinet be screened. Zoning Administrator Cheran concluded by saying the Planning Commission recommended approval with the following conditions: 1. All review agency comments and requirements shall be complied with at all times. 2. The tower shall be available for collocating personal wireless services providers. 3. A minor site plan shall be approved by Frederick County. 4, The tower shall be removed by the applicant or property owner within twelve (12) months of abandonment of operation. 5. In the event a telecommunications tower is not erected within (12) months of the approval of this Conditional Use Permit, the CUP will be deemed invalid. 6. Any expansion or modifications of this use will require a new Conditional Use Permit, Supervisor DeHaven asked if VDOT's issue had been addressed. Zoning Administrator Cheran responded they would be addressed at the site plan stage. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor DeHaven, seconded by Vice - Chairman Ewing, the Board approved Conditional Use Permit #10 -11 with the conditions as stated. Supervisor Fisher moved to amend the original motion to add the following condition: The tower be marked and lighted in accordance with the FAA Advisory Circular 7017460 -IK, Change 2, per the Winchester Regional Airport's request. The motion to amend was seconded by Supervisor Spicer and approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent The amended motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent ORDINANCE AMENDMENT — CHAP R144 SUBDIVISION OF LAND .. _ . _TICLE V DESIGN STANDARDS, AND DARDS, 5144.20 SEWER WATER SERVICE — REVISION TO EXEMPT LOTS GREATER THAN 20 ACRES FROM THE --. INDIVIDUAL ON -LOT SYSTEMS REOUIRE (DRAINFIELDS) IN THE RA DISTRICT. - APPROVED Deputy Director of Planning Michael T. Ruddy appeared before the Board regarding this item. He advised that staff received a request to revise the drainfield requirements for parent tract lots that are a minimum of 20 acres in size. Currently, the Subdivision Ordinance requires all lots that are being subdivided to be provided with a drainfield and a 100% reserve area. This 17 requirement was put into place when agricultural lots were deleted from the Zoning Ordinance in 2009 as part of the Rural Areas Study. This proposal was discussed by the Development Review and Regulations Committee and the changes were endorsed. The Planning Commission agreed with the proposed change and recommended this proposed amendment be forwarded to the Board of Supervisors. The Board expressed concern that the proposed amendment would create lots that could not be built on and the amendment could conflict with the Rural Areas Study, but ultimately decided to send the amendment forward for public hearing. The Planning Commission conducted its public hearing and recommended approval of the proposed amendment. Supervisor DeHaven asked if this proposal would eliminate or delay the health system requirement. Deputy Director Ruddy responded the requirement would be delayed until further subdivision. Supervisor DeHaven expressed concern about creating a lot that could be transferred many times, but never built upon and creating a lot that could not be built upon because it could not accommodate a health system. Chairman Shickle convened the public hearing. Gary Oates, Stonewall District, advised that he had asked that this request be presented to the DRRC. He noted this was not something to circumvent the ordinance or create a loophole. This request had to do with the expense involved in creating a drainfield on a tract that might never be developed. There being no further comments, Chairman Shickle closed the public hearing. 18 Chairman Shickle asked if this was the best way to address concerns if one supported the ordinance, but had concerns about what it would do elsewhere. Deputy Director Ruddy responded yes, this was a good approach and he though the RA (Rural Areas) Study addressed the other concerns, Chairman Shickle stated he had some doubts about whether or not the problem has been solved. Upon a motion by Supervisor Collins, seconded by Supervisor Fisher, the Board approved the ordinance amending Frederick County Code Chapter 144 Subdivision of Land, Article V Design Standards, 144.20 Sewer and Water Service. WHEREAS, an ordinance to amend Chapter 144 Subdivision of Land to include a drainfield exemption for lots (parent tracts) that are 20 acres in size or greater and are part of a minor rural subdivision, was considered. WHEREAS, the Planning Commission held a public hearing on this ordinance on July 18, 2012; and WHEREAS, the Board of Supervisors held a public hearing on this ordinance on August 8, 2012; and WHEREAS, the Frederick County Board of Supervisors finds that the adoption of this ordinance to be in the best interest of the public health, safety, welfare, and in good zoning practice; and NOW, THEREFORE, BE IT ORDAINED, by the Frederick County Board of Supervisors that Chapter 144 Subdivision of Land, Article V Design Standards, 144.20 Sewer and Water Service is amended to include a drainfield exemption for lots (parent tracts) that are 20 acres in size or greater and are part of a minor rural subdivision, in the Frederick County Zoning Ordinance. Chapter 144 — Subdivision of Land ARTICLE V Design Standards § 144.20. Sewer and water service. Generally, in the sewer and water service area designated by the Frederick County Comprehensive Plan or where public sewer and water is available, such service shall be extended 19 by the developer to all lots within a subdivision and throughout the limits of the property to adjoining properties. Such facilities shall meet all regulations and specifications of the Frederick County Sanitation Authority or other applicable federal, state or local agencies. A. Central sewer or water systems. Any person proposing the construction of a central sewer or water facility shall obtain a written agreement with the Frederick County Sanitation Authority, prior to final subdivision plat approval, which states that said facility shall become the property of the Sanitation Authority. Such systems shall only be constructed if they are in conformance with the policies set forth in the Comprehensive Plan. B. Private sewage systems. Installation of privately owned sewage collection and treatment facilities shall meet all the requirements of the State Water Control Board, the Virginia Department of Health and any other state or local agencies having authority over such installations. Such facilities shall not be designated or utilized to serve more than one residence. C. Individual on -lot systems. The Subdivision Administrator shall not approve any subdivision where a public sanitary sewer system is not provided unless a written statement from the local health official is present to the effect that the area contained in each subdivided lot is satisfactory for the installation of an on -site sewage disposal system. These requirements shall not apply to a anent tract that is part o a minor rural subdivision so long as said parent tract remains a minimum of 20 acres after the subdivision. This amendment shall be in effect on the day of adoption. Passed this 8 th day of August, 2012 by the following recorded vote: Richard C. Shickle Nay Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Nay Ross P. Spicer Aye Gene E. Fisher Aye Gary A. Lofton Absent OTHER PLANNING ITEMS DISCUSSION OF STONEWALL WAREHOUSING SITE PLAN STONEWALL INDUSTRIAL PARK — INFORMATION ONLY Zoning and Subdivision Administrator Mark Cheran appeared before the Board regarding this item. He advised this was a site plan for the Stonewall Warehousing site for review and 20 information, which is being presented to the Board for information due to its potential impact on the planned route for Route 37. He concluded by saying no action on this plan is required. Supervisor Spicer asked how concrete the Route 37 right -of -way was. Planning Director Eric Lawrence responded that it had been adopted and would not deviate from the planned route. Chairman Shickle stated that it was safe to say that if the lot is sold and developed then the construction of Route 37 just got harder. BOARD LIAISON REPORTS There were no Board liaison reports. CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS There were no Board of Supervisors' comments. ADJOURN UPON A MOTION BY VICE- CHAIRMAN EWING, SECONDED BY SUPERVISOR FISHER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (8 :15 P.M.) 21 County of Frederick N(YNN �••••••.�..:� •�.p:N NYNYYIWNNYN��YNNYYllNiYWNYN111{ NIIYNIENHIIYYYYY ••"•••" ° tltlWINYY1iW YYYINNNYNNII/ INMNYNNNYNNIWNYXNMIIXNYYNIYIYINIIINYYXNYW�NNMNNNNNIINI [NIIXNW Paula A. Nofsinger Director of Human Resources (540) 665 -5668 FAX: (540) 665 -5669 pnofsing @co.frederick.va.us TO: Board of Supervisors FROM: Lynsey Orndorff, HR Generalist DATE: September, 2012 SUBJECT: Employee Recognition Please find attached resolution recognizing Gene D. Boyce with the NRADC for Employee of the Month. Gene plans to attend the September 12th Board Meeting to accept his award. Thanks 107 Nnrth Kent Street Winrhester. VA 22601 -5000 Employee of the Month Resolution A warded to. Gene D. Boyce WHERE the Frederick County Board of Supervisors recognizes that the County's employees are a most important resource; and, WHEREAS, on September 9, 1.992, the Board of Supervisors approved a resolution which established the Employee of the Month award and candidates for the award may be nominated by any County employee; and, WHEREAS, the Board of Supervisors selects one employee from those nominated, based on the merits of outstanding performance and productivity, positive job attitude and other noteworthy contributions to their department and to the County; and, WHEREAS, Gene D. Boyce, who serves as Correctional Systems Officer with the NRADC, was nominated for Employee of the Month; and, WHEREAS, Gene D. Boyce is responsible for training, maintenance, and the operational oversight of our most critical IT systems in the Detention Center and during the months of April. and May, Officer Boyce, with the County 's IT staff, personally planned and executed the Jail's transition from Verizon to Comeast phone service Officer Boyce is being awarded employee of the month for his persistence and uncompromising commitment to this project and while completing the task he demonstrated himself to be among the most dedicated and tireless member of the Jail staff, and, NOW, THEREFORE BE IT RESOLVED, by the Frederick County Board of Supervisors this 1P day of September, that Gene D. Boyce is hereby recognized as the M- ederick County Employee of the Month for August 2012; anal, BE IT F URTITE R RESOLVED that the Board. of Supervisors extends gratitude to Gene D. Boyce for his outstanding performance and dedicated service and wishes him continued success in future endeavors; and, BE IT F[TRTITE+ R RESOLVED, that Gene D. Boyce is hereby entitled to all of the rights and privileges associated with his award. County of Frederick, VA Board of Sitpervisors Richard C. Shickle, Chairman�� m Aa O V o� a tr� 0.1 v O aa �l O v l v C� ti N ti N 0 O� O o� U v r 11 County of Frederick Employee of the Month a Nomination Form r Outstanding service can be demonstrated in many ways, but it always involves more than just good job performance. An employee can be outstanding for suggesting improvements that result in greater efficiency, improved service, or cost savings; for leadership in departmental activities, for the department's goals or for the goals of the county as a whole. Outstanding service includes job performance that clearly exceeds requirements. The Board of Supervisors must discount generalities not supported by specific examples of activities which support the nomination. Remember, there is no way to know whether specifics are missing by accident or because they do not exist. If you believe an employee has made an outstanding contribution, give specific examples of what they have done. Nominations are not judged on how well you write. However, they are judged on the facts presented, Employee Name: Gene Boyce Nomination Submitted By: Lt. E. S. Sturdivant Nominator's Signature: Reason for Nomination (please be s l d definite): Department: NRADC Department:NRADC Date: 05/07/2012 the Jail's Security and Inmate Information Systems Manager, Officer Boyce remains responsible for training, iintenance and operational oversight of the most critical IT systems in the Detention, Center and in the last 60 days has demonstrated himself to be among the most dedicated and tireless members of the Jail staff. Between April 1 and May 31, 2012, Officer Boyce, in close coordination with the County's IT staff, personally planned and executed the Jail's transition from Verizon to Comcast phone service. Encountering significant and unfortunately frequent hurdles during the transition, his persistence and uncompromising commitment to minimizing the impact upon the Jail staff was highly evident in every action he took and every report he rendered. Because of his diligence and "no- quit" attitude, the impact of the transition upon Jail operations was minimized. ithin weeks of the phone transition project, Officer Boyce began planning and coordinating for the first upgrade to e Detention Center's automated inmate information management system in more than four years. Aware of the �mendous operational consequences other facilities experienced during similar upgrades, Officer Boyce wentto Creme lengths to ensure thorough pre- testing and familiarizing with the new software. He literally spent days, many f -duty, personally checking and verifying the observations of others in the test environment. As a result of his !rsonal preparation, staff training and coordination, the upgrade was completed in superb fashion with far fewer oblems than ever anticipated. In all, these last several months simply re- confirmed for us what a tremendously talented and totally committed member of the staff Officer Gene Boyce remains. Innovative, thorough, and relentless in his pursuit of excellence, he demonstrated himself to be a truly exceptional member of the Jail Team and most deserving of this special recognition. HR Section: Received: Z RCommittee: �V t COUNTY of FREDERICK TO: Board of Supervisc FROM: John R. Riley, Jr., i DATE: September 6, 2012 RE: Committee Appointments John R. Riley, Jr County Administrator 5401665 -5666 Fax 540/667 -0370 E -mail: jrileyCrO co.frederick.va_us Listed below are the vacancies /appointments due through December, 2012. As a reminder, in order for everyone to have ample time to review applications, and so they can be included in the agenda, please remember to submit applications prior to Friday agenda preparation. Your assistance is greatly appreciated. VACANCIES /OTHER Communi Polio and Management Team CPMT Kimberly Peterson - Parent Representative 103 Keverne Court Stephens City, VA 22655 Home: (540)869 -7715 Term Expired. 06/30/12 Two year term (Ms. Peterson will be moving out of state. The above vacancy has been posted to the county's website in order to seek possible applicants. To date, no applications have been received.) Extension Leadershi Council William H. Schuller — Red Bud District Representative 915 Valley Mill Road Winchester, VA 22602 Home: (540)662 -6145 Term Expires: 06/22/15 Four year term (Mr. Schuller has resigned.) (See Attached) 107 North Kent Street • Winchester, Virginia 22601 Memorandum - Board of Supervisors September 6, 2012 Page 2 Becky Miller — Member -At -Large 173 Three Creeks Road Winchester, VA 22603 Home: .(540)888-3702 Term Expires: 02/13/14 Four year term (Ms. Miller has resigned. The Extension Leadership Council is composed of one citizen member from each district appointed. by the Board of Supervisors and. three members -at large recommended by the Virginia Tech Extension Service. Recommendation on the At-Large seat will be forwarded to the Board upon receipt of same from the Extension Service.) (See Attached) Local Emergency Planning Committee (LEPC) .It is requested that Mr. Dan Cunningham be approved to replace Mr. Walt Cunningham as the Fire & Rescue Association representative on the Local Emergency Planning Committee. Mr. Dan Cunningham is currently President of Greenwood Fire Company and is Secretary of the Fire & Rescue Association. Parks and Recreation Commission Patrick Anderson -- Shawnee District Representative 102 Trent Court Winchester, VA 22602 Home: (540)722 -3676 Term Expired: 01128112 Four year term (The above vacancy has been posted to the county's website in order to seek possible applicants. To date, no applications have been received.) ShawneeLand Sanitary District Advisory Committee Mr. Les Taylor — Chairman of Committee 106 Red Fox Trail Winchester, VA 22602 Home: (540)771 -7460 Term Expired: 10/08/12 Two year term (Mr, Taylor advised he has resigned effective July 2, 2012. He will be moving from ShawneeLand community and due to his workload, is unable to continue serving. Memorandum _ Board of Supervisors September 6, 2012 Page 3 The Advisory Committee is comprised of five members made up of resident property owners and serve a two year term.) SEPTEMBER 2012 Shenandoah Area Agency on Aging Teresa L. Strohmeyer — Frederick County Representative 1263 Cedar Hill Road Clearbrook, VA 22624 Home: (540)664 -2000 Term Expires: 09130/12 Four year term (Frederick County has two members on this board. According to agency by- laws, members may only serve two terms. The Board of Supervisors will need to nominate an individual for appointment/reappointment, with final appointment being made by the Area Agency on Aging Board. Mrs. Strohmeyer has served one full term and is eligible for reappointment. Mrs. Strohmeyer has advised staff she is willing to continue serving.) NOVEMBER 2012 Industrial Development Authorit Dan Wall — Back Creek District Representative 234 Germany Road Winchester, VA 22602 Home: (540)974 -3954 Term Expires: 11/10/12 Four year term Richard G. Dick — Shawnee District Representative 1600 Millwood Pike Winchester, VA 22602 Home: (540)722 -6221 Term Expires: 11/10/12 Four year term Memorandum — Board of Supervisors September 6, 2012 Page 4 Handley Regional Librafy Board Tracy L. Drumheller — County Representative (Stonewall District Resident) 147 Sterrett Lane Clearbrook, VA 22624 Home: (540)667 -9028 Term Expires: 11/30/12 Four year term (The County has five seats on the Handley Regional Library Board as a result of the Joint Agreement and Memorandum of Understanding with the City. As stated in the library by -laws, members may only serve two terms. Mrs. Drumheller has served one full term and is eligible for reappointment.) DECEMBER 2012 Board of Equalization Michael A. Lake — County Representative (Gainesboro District Resident) 861 Valley View Drive Winchester, VA 22603 Home: (540)665 -0108 Term Expires: 12/31/12 Three year term (The Board of Equalization is composed of five members. Members must be free holders in the county. In October 2010, the Board of Supervisors appointed the Board of Equalization as a "permanent" board for subsequent reassessments. The original five members were appointed for the following terms: one member for a one -year term; one member for a two -year term; and three members for a three -year term. Going forward, all future appointments shall be for a three -year term. Recommendations for appointmentJreappointment are made by the Board of Supervisors and submitted to the Judge of the Frederick County Circuit Court for final appointment.) Board of Zoninq Appeals Reginald K. Shirley, III — Opequon District Representative 108 Patrick Place Stephens City, VA 22655 Home: (540)869 -5305 Term Expires: 12/31/12 Five year term Memorandum - Board of Supervisors September 6, 2012 Page 6 (There are seven members on the Board of Zoning Appeals. Recommendations are made by the Board of Supervisors and submitted to the Judge of the Frederick County Circuit Court for final appointment) Chapter 10 Board Derek C. Aston — County Representative 100 Scenic View Place Cross Junction, VA 22625 Home: (540)888 -3647 Term Expires: 12/31/12 Three year term Ryan A. Clouse -- County Representative 111 Rebecca Drive Winchester, VA 22601 Home: (540)545 -8970 Term Expires: 12/31/12 Three year term (The Chapter 10 Board is composed of representatives from each of the jurisdictions within the planning district. The county has three seats on the Chapter 10 Board. Members serve a three year term and may only serve three consecutive terms. Messrs. Aston and Clouse are eligible for reappointment.) Juvenile Detention Center Commission Supervisor Charles S. DeHaven — Frederick County Representative Term Expires: 12/11/12 Four year term J RRltjp Attachments U:1TJPlcommitteeappointments\ Memos\ BoardCommitteeAppts (091212Mtg).docx William Schuller P 0 Box 897 Berryville, Va. 22611 August 27, 2012 Dear Mrs. Ridings 107 N. Kent St. Winchester, Va. 22601 r il,6 2}12 o no Mrs. Ridings this is a request for you to accept my registration from Extension Leadership Council as it has been a conflict and 1 haven't been able to attend. l appreciate the chant to be a part of this program, but it just didn't workout. Thanks again. William Schuller Teresa Price "' Jay Tibbs It: Thursday, August 30, 2012 9:11 AM 10: Teresa Price; John Riley Subject: FW: ELC w from Karen FYI -- we have an ELC vacancy now. See below. ]ay F.. Tibbs Deputy County Administrator County of Frederick, VA 107 N. Kent Street Winchester, VA 22601 540 -665 -6382 Fat: 540 - 667 -0370 E -mail: idbbsQco.frederick�va.us From: Wright, Marsha [ mailto:mawrigh4@vt.edu ) Sent: Thursday, August 30, 2012 8:26 AM To: Jay Tibbs Subject: FW: ELC N from Karen Please see the email below pertaining to the resignation of ELC member Becky Miller. Marsha m: secky Miller CmHlerbecky @wps.k12.va.us] _.:nt: Wednesday, August 29, 2012 2:34 PM To: Ridings, Karen Subject: RE: ELC N from Karen - - - -- Original Message---- - From: Ridings, Karen Lgjalflto: rid in sk vt.edu Sent: Friday, August 24, 2012 4 :09 PM To: Becky Miller Subject: ELC N from Karen Hi Becky, Hope this email finds you well. I am sure very busy as you get ready for the beginning of the school year. Laurie said you all have a bunch of new regs.... Anyway, I. was wondering if you were no longer interested in participating on the ELC, as we missed you the last few meetings. If this is the case, would you please send a letter to me stating that you can't participate any longer? I can't replace you until i have something from you in writing. I certainly understand if you are unable to work on the committee... Take care, Karen Karen A. Ridings,M.S.,RD Unit Coordinator, FCS Agent VCE Frederick County COUNTY OF FREDERICK Roderick B. Williams County Attorney 5401722 -8383 Fax 5401667 -0370 E -mail: rwillia @co.frederick.va.us MEMORANDUM TO: Frederick County Board of Supervisors CC: John R. Riley, Jr., County Administrator FROM: Roderick B. Williams, County Attorney DATE: September 6, 2012 RE: Commissioner of Revenue Refund Requests Attached, for the Board's review, are requests to authorize the Treasurer to refund the following entities: 1. BMW Financial Services NA LLC ($3,048.33); 2. G E Capital Auto Lease ($2,869.22); 2. Solution Services Corp. ($5,313.65); 3. Toyota Motor Credit Corp. ($5,842.04); 4. Wheels LT ($3,909.25); 5. Suntrust Equipment Finance ($4,472.17). o erick B. Williams County Attorney Attachments 107 North Kent Street • Winchester, Virginia 22601 ,�h IIf wall 0 a IN 11 0A 14 Roderick B. Williams County Attorney 540/722-8383 Fax 5401667 -0370 E -mail: rwillia @co.frederick.va.us MEMORANDUM TO: Ellen E. Murphy, Commissioner of the Revenue Frederick County Board of Supervisors CC: John R. Riley, Jr., County Administrator FROM: Roderick B. Williams, County Attorney DATE: August 8, 2012 RE: Refund — BMW Financial Services NA LLC I am in receipt of the Commissioner's request (copy attached) dated August 1, 2012 to authorize the Treasurer to refund BMW Financial Services NA LLC the amount of $3,048.33 for normal proration of vehicles for personal property taxes of 2011 and 2012. Proof of disposal or move out has been provided. Pursuant to the provisions of Section 58.1- 3981(A) of the Code of Virginia (1950, as amended), I hereby note my consent to the proposed action. Further pursuant to Sec ' 8.1- 3981(A), the Board of Supervisors will need to act on the request, as indicated in e sio er' memorandum. i v�o crick B. Williams County Attorney Attachment 107 North Kent Street • Winchester, Virginia 22601 TO: FROM: DATE: RE: Frederick County, Virginia Ellen E. Murphy Commissioner of the Revenue 107 North Kent Street Winchester, VA 22601 email: emu rphy[a.co.frederick,va.us Telephone (540) 665 -5681 Fax (540) 667 -6487 ROD WILLIAMS, COUNTY ATTORNEY FREDERICK COUNTY BOARD OF SUPERVh ELLEN MURPHY, COMMISSIONER OF THE AUGUST 01, 2012 REFUND TO BMW FINANCIAL SERVICES NA LLC Please authorize the Treasurer to refund $3,048.33 to BMW Financial Services NA LLC. This is for normal proration of vehicles for personal property taxes of 2011 and 2012. Proof of disposal or move out has been provided. The Commissioner's staff has all data and the necessary information on this refund. Everything appears in order. Substantiating documents are located in the Commissioner's office and contain secure data. Total of refund is $3,048.33. Attachment Date: 8101112 Cash Register: COUNTY OF FREDERICK Time: 11 :32 :47 4 °- Register: OPEN Customer Name: bMW FINANCIAL SERIVCES NA -LLC Drawer: LKH Soc. Sec. No.: Customer Transauu-Luii:: (FS= Review) Total Transactions: 450 apt Ticket No. FRQ Bil Date Charge Penalty Int Amount Pai d - Balance PP2011 00 44558 18 M 4/011 3 �4 - 130.48- PP2012 00046020003 001 4/26/2012 277.83- 277.83 - PP2012 00046020007 001 4/26/2012 535.51- 535.51 - PP2012 00046020004 002 4/26/2012 833.49- 833.49 - PP2012 00046020008 002 4/26/2012 1071.02 -- 1071.02- Comment.. * ... ** ...... : DO NOT ROLL ANY CREDITS 7/5/12 Old /New Promise Date.: Total: $3048.33- - No. of Transactions: — 5 Amount to Pay: F3 =Exit F4= Accept Payment F7 =Pay Bills Separately F21= Command Line F15 =Show Penalty /Int COUNTY OF FREDERICK Roderick B. Williams County Attorney 540/722-8383 Fax 540/667 -0370 E -mail: rwillia@co.frederick.va.us 1► i l�u C�7 711►1.71 TO: Ellen E. Murphy, Commissioner of the Revenue Frederick County Board of Supervisors CC: John R. Riley, Jr., County Administrator FROM: Roderick B. Williams, County Attorney DATE: August 21, 2012 RE: Refund — G E Capital Auto Lease I am in receipt of the Commissioner's request (copy attached) dated August 21, 2012 to authorize the Treasurer to refund G E Capital Auto Lease the amount of $2,869.22 for proration of vehicles in the normal course of business for 2012. Pursuant to the provisions of Section 58.1- 3981(A) of the Code of Virginia (1950, as amended), I hereby note my consent to the proposed action. Further pursuant to Section 58.1- 3981(A), the Board of Supervisors will need to act on the request, as indicated in the Commissioner's memorandum. County Attorney Attachment 107 North Kent Street - Winchester, Virginia 22601 August 21, 2012 Frederick County, Virginia Ellen E. Murphy Commissioner of the Revenue 907 North Kent Street Winchester, VA 22609 Phone 540- 665 -568' Fax 540- 667 -6487 entail: ernurphy @coArederick.va,us TO: Mr. Roderick Williams, County Attorney Frederick County Board of Supervisors FROM: Ellen E. Murphy, Commissioner of the Revenue RE: Exoneration G E CAPITAL AUTO LEASE Please allow the Treasurer to refund $2,869.22 to G E Capital Auto Lease for proration of vehicles in the normal course of business for 2012. These exonerations /prorations appear in order and all backup information has been examined and approved by Commissioner of the Revenue staff. Supplemental information was also received. Backup information is in the Commissioner of the Revenue office and contains secure data. Exoneration total is $2,869.22. Date: 8/08/12 Cash Register: COUNTY OF FREDERICK Time: 13:45:40 I Total T --- — 49 - _ 7 Customer Name: G E CAPITAL AUTO LEASE Customer Transactions: 10 Options: 2=Edit 4=Delete 5=View -,,t Dept Trans Ticket No. Tax Amount Penalty/Int Amount Paid PP2 00183070007 $160.79 - x.00 - PP2012 2 00183070008 $241.18- $.00 $241.18- - PP2012 3 00183070009 $152.89- $.00 $152.89- PP2012 4 00183070010 $183.46 - $.00 $183.46- PP2012 5 00183070025 $323.19- $.00 $323.19- PP2012 6 00183070026 $323.19- $,00 $323.19- PP2012 7 00183070061 $432.85- $.00 $432.85- PP2012 8 00183070062 $519.41- $.00 $519.41- PP2012 9 00183070082 $507.26- $.00 $507.26- VL2012 10 00256310001 $25.00- $.00 $25.00- Total Paid : $2,869.22 F3=Exit F14=Show Map # F15=Show Balance F18=Sort-Entered —F21=CmdLine COUNTY OF FREDERICK Roderick B. Williams County Attorney 5401722 -8383 Fax 5401667 -0370 E -mail: rwillia @co.frederick.va.us MEMORANDUM TO: Ellen E. Murphy, Commissioner of the Revenue Frederick County Board of Supervisors CC: John R. Riley, Jr., County Administrator FROM: Roderick B. Williams, County Attorney DATE: August 21, 2012 RE: Refund — Solution Services Corp. I am in receipt of the Commissioner's request (copy attached) dated August 1, 2012 to authorize the Treasurer to refund Solution Services Corp. the amount of $5,313.65. This refund was requested by the accountant for the company by amendment to the company's 2009 income tax return. The amendment corrected the reporting of income as gross receipts that was in actuality passed through funds only and not revenue for Solution Services Corp. Specifically, the company serves as an accounts receivable agent for a number of tax exempt entities that are themselves not subject to business license taxation by the county. Therefore the gross receipts reported to Frederick County for 2009 by Solution Services Corp. were overstated and the refund is in the nature of an overpayment due to incorrect reporting by the company. Pursuant to the provisions of Section 58.1- 3981(A) of the Code of Virginia (1950, as amended), I hereby note my consent to the proposed action. Further pursuant to Section 58.1- 3981(A), the Board of Supervisors will need to act on the request, as indicated in the Commissioner's memorandum. k.. oddrick B. illiams County Attorney Attachment 107 North Kent Street • Winchester, Virginia 22601 TO: FROM: DATE: RE: Frederick County, Virginia Ellen E. Murphy Commissioner of the Revenue 107 North Kent Street Winchester, VA 22601 email: emurphy6d-)co.frederick.va.us Telephone (540) 665 -5681 Fax (540) 667 -6487 ROD WILLIAMS, COUNTY ATTORNEY FREDERICK COUNTY BOARD OF SUPERVISORS ELLEN MURPHY, COMMISSIONER OF THE REVENUE AUGUST 1, 2012 REFUND TO SOLUTION SERVICES CORP. Please authorize the Treasurer to refund $5,313.65 to Solution Services Corp. This refund was created by the accountant for the company amending their 2009 income tax return to correct the reporting of income as gross receipts that was in actuality pass through funds only and not revenue for Solution Services Corp. Information has also been provided that the overstated receipts in question belong to tax exempt entities and are not subject to business license taxation by the county. Therefore the gross receipts reported to Frederick County for 2009 by Solution Services Corp were overstated. This refund is in the nature of an overpayment due to incorrect reporting by the company. Details have been provided by the account and reviewed by staff. All corrected data appears in order and the necessary information has been received on this refund. Substantiating documents are located in the Commissioner's office and contain secure data. Total of refund is $5,313.65. Attachment Date:° 8/01/12 Cash Register: COUNTY OF FREDERICK Time: 14 :55;00 Cas— ��hier: I' an�arr,n C. Trans. Dept /Bill #: / 00024540001 Penalty/Interest Date: 7/3 2012 7 7 31/2012 . Business; DTION SERVICES CORP Address: 136 CREEKSIDE LN Status Codes: WINCHESTER VA Zip Code: 22602 - 0000 Applicant: Address: Fed ID# ISSN #. 136 CREEKSIDE LN WINCHESTER VA Zip Code: 22602 Original Bill; $9,899.04 Payments; $15,212.69 Setoff Claim #; 00000000 Penalty Paid: $30 Int Paid: $30 Last Date: 7/24/2012 Amount Owed: $5,313.65- Other; $.00 Total Owed: $5,313.65- Penalty: $30 Interest: $.00 Prin. being Paid; 5313.65- Pen Rate , Int Fact Dept Code Penalty being Paid: Interest being Paid: Total Amount Paid; 5313.65- Aging: Late Filing Penalties Promise to Pay Date; Supplement No; 05 F1 =Amt Tender F2 =next Ticket F3 =Exit F10 =Funct Menu COUNTY OF FREDERICK Roderick B. Williams County Attorney 5401722 -8383 Fax 5401667 -0370 E -mail: rwillia @co.frederick.va.us MEMORANDUM TO: Ellen E. Murphy, Commissioner of the Revenue Frederick County Board of Supervisors CC: John R. Riley, Jr., County Administrator FROM: Roderick B. Williams, County Attorney DATE: August 21, 2012 RE: Refund — Toyota Motor Credit Corp. I am in receipt of the Commissioner's request (copy attached) dated August 21, 2012 to authorize the Treasurer to refund Toyota Motor Credit Corp. the amount of $5,842.04 for proration of vehicles in the normal course of business for 2011 and 2012. Pursuant to the provisions of Section 58.1- 3981(A) of the Code of Virginia (1950, as amended), I hereby note my consent to the proposed action. Further pursuant to Section 58.1- 3981(A), the Board of Supervis 'll need to act on the request, as indicated in the Commissioner's memorandum. 4 R6ode k B. Wil ams County Attorney Attachment 107 North Kent Street • Winchester, Virginia 22601 August 21, 2012 Frederick County, Virginia Ellen E Murphy Commissioner of the Revenue 907 North Kent Street Winchester, VA 22609 Phone 540- 665 -5689 Fax 540- 667 -6487 email. emurphy@coArederick.va.us TO: Mr. Roderick Williams, County Attorney Frederick County Board of Supervisors FROM: Ellen E. Murphy, Commissioner of the Revenue RE: Exoneration Toyota Motor Credit Please allow the Treasurer to refund $5842.04 to Toyota Motor Credit Corp for proration of vehicles in the normal course of business for 2011 and 2012. Continuing effort is made to encourage leasing and financing companies to provide prorating information in a timely manner but we have had less than good cooperation. These exonerationslprorations appear in order and all backup information has been examined and approved by Commissioner of the Revenue staff. Supplemental information was also received. Backup information is in the Commissioner of the Revenue office and contains secure data. Exoneration total is $5,842.04. Date: 8/20/12 Cash Register: COUNTY OF FREDERICK Time: 14:37:36 Ids Name: TOYOTA MOTOR CREDIT Total Transactions: STU Cu CORP Customer Transactions: 27 Options: 2=Edit 4=Delete S=View -------- - - - - -- Dept Trans Ticket No. Tax Amount Amount Paid PP2011 I 00534940O06 $125.32- .. Penalty/Int $.00 PP2011 2 00534940008 $213.44- $.00 $213.44 - PP2011 3 00534960007 $151.27- $.00 $151.27- PP2011 4 00534960008 $907.60- $,00 $907.60- PP2012 5 00535240001 $128.79- $.00 $128.79 - PP2012 6 00535240003 $577.13- $.00 $577.13- PP2012 7 00535240005 $31.89- $.00 $31.89- PP2012 8 00535240011 $60.85- $.00 $60.85 - PP2012 9 00535240012 $365.11- $.00 $365.11- PP2012 10 00535240044 $96.19- $.00 $96.19 - PP2012 11 00535240066 $158.45- $.00 $158.45- PP2012 12 00535240070 $354.88- $,00 $354.88 - Multiple Pages Total Paid : $5,842.04 F3=Exit F14=Show Map # F15=Show Balance F18=Sort-Entered F21=CmdLine Date: 8/20/12 Cash Register: COUNTY OF FREDERICK Time: 14:37:36 Total Transactions: 5 Customer N ame. TOYOTA MOTOR CREDIT CORP Customer Transactions: 27 Options: 2=Edit 4=Delete 5=View Dept Trans Ticket No. Tax Amount Penalty/Int Amount Paid P=2 005352400!77 $85.20- PP2012 14 00535240101 $202.00- $.00 $202.00 - PP2012 15 00535240102 $201.99- $.00 $201.99- PP2012 16 00535240103 $224.47- $.00 $224.47- PP2012 17 00535240104 $224.47- $.00 $224.47 - PP2012 18 00535260001 $37.21- $.00 $37.21- PP2012 19 00535260002 $223.25- $.00 $223.25- PP2012 20 00535260003 $896.67- $.00 $896.67 - PP2012 21 00535260006 $425.86- $.00 $425.86- VL2012 22 00752470001 $25.00- $.00 $25.00 - VL2012 23 00752480001 $25.00- $.00 $25.00- VL2012 24 00752490001 $25.00- $.00 $25.00 - Multiple Pages Total Paid : $5,842.04 F3=Exit F14=Show Map # F15=Show Balance F18=Sort-Entered _F21=CmdLine' Date: 8/20/12 Cash Register: COUNTY OF FREDERICK Time: 14:37:36 Multiple Pages Total Paid : $5,842.04 F3=Exit F14=Show Map # F15=Show Balance F18=Sort-Entered F21=CmdLine Total TransactTons.' I Customer Name: .OTA MOTOR CREDIT CORP Customer Transactions: 27 Options: 2=Edit 4=Delete 5=View ."C Dept Trans Ticket No. Tax Amount Penalty/Tnt Amount Paid VL2 00752980001 $25.00- o $25-00- VL2012 26 00752990001 $25.00- $.00 $25.00- VL2012 27 00753020001 $25.00- $.00 $25.00- Multiple Pages Total Paid : $5,842.04 F3=Exit F14=Show Map # F15=Show Balance F18=Sort-Entered F21=CmdLine COUNTY OF FREDERICK Roderick B. Williams County Attorney 5401722 -8383 Fax 5401667 -0370 E -mail: rwillia@co.frederick.va.us N A_MUTIG TO: Ellen E. Murphy, Commissioner of Revenue Frederick County Board of Supervisors CC: John R. Riley, Jr., County Administrator FROM: Roderick B. Williams, County Attorney DATE: August 21, 2012 RE: Refund — Wheels LT I am in receipt of the Commissioner's request (copy attached) dated August 21, 2012 to authorize the Treasurer to refund Wheels LT the amount of $3,909.25 for proration of vehicles in the normal course of business for 2011 and 2012. Pursuant to the provisions of Section 58.1 - 3981(A) of the Code of Virginia (1950, as amended), I hereby note my consent to the proposed action. Further pursuant to Section 58.1- 3981(A), the Board of Supervisors will need to act on the request as indicated in the Commissioner's memorandum. f d ode ck B. Williams County Attorney Attachment 107 North Kent Street • Winchester, Virginia 22601 August 21, 2012 Frederick County, Virginia Ellen E. Murphy Commissioner of the Revenue 107 North Kent Street Winchester, VA 22601 Phone 540 - 665 -5681 Fax 540667 -6487 email: emurphy @coArederick.va.us TO: Mr. Roderick Williams, County Attorney Frederick County Board of Supervisors FROM: Ellen E. Murphy, Commissioner of the Revenue RE: Exoneration Wheels LT ta Please allow the Treasurer to refund $3,909.25 to Wheels LT for proration of vehicles in the normal course of business for 2011 and 2012. Continuing effort is made to encourage leasing and financing companies to provide prorating information in a timely manner but we have had less than good cooperation. These exonerations /proration appear in order and all backup information has been examined and approved by Commissioner of the Revenue staff. Supplemental information was also received. Backup information is in the Commissioner of the Revenue office and contains secure data. Exoneration total is $3,909.25 Date: 8/16/12 Cash Register: COUNTY OF FREDERICK Time: 15:50:24 Total Transactions: 509 Customer Name: WHEELS LT Customer Transactions: 19 on,tions: 2=Edit 4=Delete 5=View �, t DejDt Trans Ticket No. Tax Amount Penalty/Tnt Amount Paid P M 0056M0012 - $.00 $34.12- PP2011 2 00562930015 $59.54- $.00 $59.54 - PP2011 3 00562930016 $178.60- $.00 $178A0- PP2011 4 00562930020 $237.53- $.00 $237.53 - PP2011 5 00562930058 $49.31- $.00 $49.31- PP2011 6 00562930104 $256.79- $.00 $258.79- PP2011 7 00562930106 $129.40- $.00 $129.40 - PP2011 8 00562930111 $43.13- $.00 $43.13- PP2011 9 00562930112 $258.79- $.00 $258.79- PP2012 10 00563150015 $47.28- $.00 $47-28- PP2012 11 00563150016 $283.70- $.00 $283,70 - PP2012 12 00563150018 $445.30- $.00 $445.30 - Multiple Pages Total Paid : $3,909.25 F3=Exit F14=Show Map # F15=Show Balance F18=Sort-Entered F21=CmdLine Date: 8/16/12 Cash Register: COUNTY OF FREDERICK Time: 15:50:24 C a� tti Total Transactions: 509 Customer Name: WHEELS LT Customer Transactions: 19 0-tions: 2=Edit 4=Delete 5=View u Dept Trans Ticket No. Tax Amount Penalty/Int Amount Paid P=2 00561150022 .00 $355.39- PP2012 14 00563150027 $53.46- $.00 $53.46- PP2012 15 00563150028 $320.76- $.00 $320.76 - PP2012 16 00563150043 $223.26- $.00 $223.26- PP2012 17 00563150044 $446.51- $.00 $446.51- PP2012 18 00563150105 $121.10- $.00 $121.10 - PP2012 19 00563150106 $363.28- $.00 $363.28- Multiple Pages Total Paid : $3,909.25 F3=Exit F14=Show Map # F15=Show Balance FlS=Sort-Entered F21=CmdLine- COUNTY OF FREDERICK Roderick B. Williams County Attorney 5401722 -8383 Fax 5401667 -0370 E -mail: rwillia@co.frederick.va.us MEMORANDUM TO: Ellen E. Murphy, Commissioner of the Revenue Frederick County Board of Supervisors CC: John R. Riley, Jr., County Administrator FROM: Roderick B. Williams, County Attorney DATE: September 6, 2012 RE: Refund — Suntrust Equipment Finance I am in receipt of the Commissioner's request (copy attached) dated August 21, 2012 to authorize the Treasurer to refund Suntrust Equipment Finance the amount of $4,472.17 for removal of a construction crane mistakenly reported to Frederick County. The crane is housed in Spotsylvania County. Pursuant to the provisions of Section 58.1- 3981(A) of the Code of Virginia (1950, as amended), I hereby note my consent to the proposed action. Further pursuant to Section 58.1- 3981(A), the Board of Supervisors will need to act on the request, as indicated in the Commissioner's memorandum. "Roderick B. Williams County Attorney Attachment 107 North Kent Street e Winchester, Virginia 22601 August 21, 2012 Frederick County, Virginia Ellen E. Murphy Commissioner of the Revenue 107 North Kent Street Winchester, VA 22601 Phone 540- 665 -5689 Fax 540- 667 -6487 email: emurphy@co.frederick.va.us TO: Mr. Roderick Williams, County Attorney Frederick County Board of Supervisors FROM: Ellen E. Murphy, Commissioner of the R RE: Exoneration SUNTRUST EQUIPMENT Please allow the Treasurer to refund $4,472.17 to Suntrust Equipment Finance for removal of a construction crane mistakenly reported to Frederick County. Crane is housed in Spotsylvania County. This exoneration appears in order and all backup information has been examined and approved by Commissioner of the Revenue staff. Verification with Spotsylvania County has been made. Backup information is in the Commissioner of the Revenue office and contains secure data. Exoneration total is $4,472.17. aT ro e� N r m m H 1 m t W W d 0 x ww H u u zz + a d zz H H N W N N Z Z I N I W W H I a w O I H H q J� I P a W t7 1 01 QI I U [ m H H o cn rn \ a a N fyi (Y. H H E x o zz u N p ❑ Q1 (Y 11 f�l 41 W ❑ a) I o; O Ul I V m Q1 W JI I N ?+ lJ D Z 4 I 1d u H I V N Q I 5 i FC a H a N N O a I H C O 4J t o o N N U O M In .,' s4 44 N \ \ b O r{ m m J j 4-1 O O Id N H r 41 1d O + H m ik { ti N O m al I b b x I o 0 �rl I ri r N N) H I m T H r Ln v q o p 0 0 a II O W 4� C J-I I N N O N I o 0 N q l N N 41 4, d o FL 94 Ill N \ N M ¢ I fp PJ b m H 1 C COUNTY OF FREDERICK Information Technologies (540) 665 -5614 MEMORANDUM To: Board of Supervisors From: Walter T. Banks, IT Director Date: August 01, 2012 Subject: Board of Supervisors Information Technology Committee Report The Board of Supervisors Information Technology Committee met on Wednesday, August 01, 2012 at 8:00 am, in the First Floor Conference Room, County Administration Building, 107 N. Kent St., Winchester, Virginia. Present were Bill Ewing, Kris Tierney, Bruce Conover, Eric Lawrence, Walter Banks, Patrick Fly, Todd Robertson and Quaiser Absar, of Shenandoah University. The committee submits the following: ** *Items Requiring Board Action * ** 1 _ None ** *Items NOT Requiring Board Action * ** 1. Old Business: a. Virtualization update: The Laserfiche server was virtualized and updates run in July. The Taxes server will soon be virtualized in the High Availablity layer of the cloud. Currently ironing out the finer details and logistics for its implementation_ The Treasurer's office had some misconceptions and security concerns which have been addressed. Also waiting on David Jarrett, the AS400 specialist, who is making sure the dot net code and IP addresses will work seamlessly with AS400. We anticipate about a week, and then we'll coordinate a day with the Treasurer's office to virtualize_ b. Clarification of Cloud types: Public cloud, simply put, is like the Internet, Googledocs and DropBox which are publicly accessible to anyone. A private cloud is in close proximity, point -to- point, site -to -site within an organization that has invested security measures. There is no direct input from the public or outside environment. c. There are still 5 -6 servers to be put into the virtual environment, but will not be on the High Availability layer. Once the project is completed, it will 1) make the County less hardware dependent; 2) lower total operating costs; 3) less energy consumed will make the County greener; 4) provide redundancy; 5) be easier for technicians to maintain the network and the servers. d. There are still some NT servers within the County organization that are 8 -10 years beyond their end -of -life and are no longer supported by the manufacturer or by Microsoft. If there was an equipment failure or operating system failure, the amount of time to get them back on line, due to lack of parts and legacy support, would not be acceptable. The County has secured current enterprise licensing for servers and these NT servers need to be updated and eventually virtualized. 2. Leadership updates: a. IT Director's update: The Network Supervisor position is still open. Candidates were interviewed last month, but none were a good fit for the requirements of the position. With that position vacant and Michelle Nugent on medical leave until the end of summer, Dave Bruns and Craig Grubb are working very hard to stay on top of the network and tech requests. 3. Phone System update: a. Walt is negotiating a service contract with a company called Continuant to monitor and service the Nortel BCM 400 system at 107 N Kent until a new phone system is installed. The Nortel BCM 400 is a legacy system, 8 -10 yrs old. Walt had already started researching a new phone system for 107 when NRADC's phone system was crippled by a lightning strike about ten days ago. b. NRADC's NEC phone system was installed in 2005/2006 and but the technology & equipment was from 2000. In 2010, NEC stopped supporting and stopped manufacturing parts for the equipment. The lightning strike damaged several major cards and a critical CPU card. It took four days to be able to find a replacement CPU card and other parts are also extremely difficult to obtain at this point. Preliminary estimates of the damage to a number of the systems in the jail, as well as the Juvenile Detention Center, are $30,000- 35,000. Repairs to just the phone system are estimated to be $10,000- 11,000 of that. Annually, NRADC is spending $5,000- 10,000 in repairs to the phone system. The Public Safety Building has also been in the same boat. Replacing the phone system has become a number one priority. Mr. Conover remarked that prudence was also taken when purchasing the Security Control System at the jail. A Chevrolet model was purchased instead of the Cadillac model and the jail has been spending thousands of dollars annually to piece together and uphold the system. Mr. Conover requests this be kept in mind when the replacement phone system is purchased. Also, an easier phone system, that in -house technicians can do simple updates and adjustments to, would be preferred to having to pay for service calls for the smallest of tasks. c. Input from all departments requested: The RFP would be for a global system for all three County sites. In order to produce a RFP, a committee is need, to be comprised of department heads or representatives from every department. They will give input on the features needed for the different requirements or tasks the phone system performs in their departments. Not every feature, on every department's wish list, will be implemented in Phase 1. The committee will hash out what features are must -haves and those features they can wait on for Phase 2 or 3; the scalability factor. d. PRIs vs. SIIP trunking: The current phone system is based on PRIs or hard lines coming into a building. SIIP trunking is based on bandwidth. When using a SIIP compliant Internet provider, the phone system is conveyed over the existing Ethernet connection (Voice- over -IP). After switching from PRIs to SIIP, there will no longer be a monthly PRI bill resulting in a savings to the County of over $2,200 per month. Phase 1 would be a combination of less PRIs & some SIIP. Phase 2 would be totally SIIP. At that point, increasing the County's total bandwidth will need to be considered. Running a phone system based on the existing network will save the County $5,000- 10,000 annually in service and maintenance costs. The County's in -house network technicians will be able to operate, troubleshoot and repair the phone system. Department requests for adjustments or additions can be handled quickly in- house. e. Hosted phone system vs. In -house phone system: In a server hosted environment, if an application goes down, it's manageable. Communications are critical though. Smaller organizations may not need to own the expertise, but an organization like our County government is dependent on its communications. We need hands on the problem immediately, which IT can provide in- house. f A customized RFP: The committee of department representatives will determine every detail and have it completely speed out at the time the RFP released. This will help eliminate, from the start, those vendors unable to meet the County's requirements. Walt will be leaning on the technical expertise of local IT resources, who have all gone through the purchase & installation of a VoIP system and have learned what to avoid and what can be done better. This will save the County money by not having to hire a consultant, who may be vendor - biased. g. Budget concerns and timeline: In speaking with Administration, they are looking at next fiscal year. However, due to the critical situation NRADC is in at this time, it is important to have the project vetted and a vendor selected in the event NRADC's system crashes and they can't wait until next July. Walt proposes a phone subcommittee start meeting this month with a goal of releasing an RFP in 30 days. Walt hopes to have the committee back at the table reviewing the proposals 60 days after release of the RFP so by the end of the calendar year the vendor has been selected. Once a vendor's bid is selected and that amount is arranged for in the FYI budget, will the vendor commit to holding the price until July 2013? Vendors typically commit to a range knowing that the true cost cannot be determined until they are a quarter of the way into the project, even though they will require a percentage of the bid amount up front. It can be stated in the RFP that installation will begin on July l with timeline benchmarks to be met throughout the duration of the project or the County will enact penalties. A complete VoIP system is estimated around $850,000, but can go up depending on the features and amount of features the departments' add -on. The cost can be financed out over several fiscal years. 4. Other new business: ESRI Enterprise Licensing Agreement (ELA) a. County needs to upgrade to more robust ESRI software to grow with the need for web - based, mobile mapping applications and more advanced desktop GIS applications. The new ELA also provides for a larger amount of licensing, training and tech support. b. The current ESRI agreement the County has been operating under for many years will expire at the end of this calendar year. In October, some of the free services of ESRI that the County has been utilizing will now be charged for usage. c. Contract cost of ELA is a leap in cost from the current ESRI/County Agreement. To offset the cost, Patrick is working on obtaining partnership agreements with other entities, namely the Frederick County Sanitation Authority and the Northern Shenandoah Valley Regional Commission. d. Frederick County GIS would host the ELA and put in a virtual environment where the other partners could access the application and data. e. The opportune time to enroll in the new ELA is the December /January timeframe due to the expiration of the County's current contract. 5. Meeting adjourned. The next meeting will be Wednesday, September 5'. 107 North Kent Street, Winchester, Virginia 22601 -5039 County of Frederick 1111111 I.l....Ne. N. nn.... l.. i .......... .' III III .IIm,I..IYISINAY.yI ............ 1111.II. 11....... .... ll ...V. .......... 11.uu.111.11.111.1. 1111 1111111 ..11...1...1..1.......1.1..... IIIY IIIII.I.... NNNtlII1HNNNN11pNIN1pNIN11NNitIMMMNIMl111NN1! Paula A. Nofsinger Director of Human Resources (540) 665 -5668 Fax: (540) 665 -5669 pnofsing@co.frederick.va.us TO: Board of Supervisors FROM: Paula Nofsinger, Director of Human Resources DATE: August 13, 2012 SUBJECT: Human Resources Committee Report IIn' WN ........................ ....... . ..... IN 11V........ .............. IHY1 0.b ...NNI.III..IN.IN.NIII.11l. III. ..... IIIIII. YIII.Y.I.IH...1.I.. IIIIIIIl .IV.N14lNINI.i.N.1.ln ....IIII14111YNI1 HINIIIt{N The IJR Committee met in the First Floor Conference Room at 107 North Kent Street on Friday, August 10, 2012, at 8 :00a.m. Committee members present were: Ross Spicer, Bill Ewing, Chris Collins, and Phil Farley. Committee members absent were Dorrie Green and Sharon Gromling. Also present were: County Administrator John R. Riley, Jr., Finance Director Cheryl Shiffler, and NRADC Superintendent Bruce Conover. ** *Items Requiring Action*** 1. Approval of the Employee of the Month Award. The Committee recommends approval to award Gene Boyce the Employee of the Month for September 2012. (Attachment 1). `Items Not Requiring Action -" 2. The Commonwealth's Attorney requested consideration of eliminating a part -time position and creating a new full time Assistant Commonwealth's Attorney position. HR Committee Chairman, Ross Spicer, relinquished himself as chair and Supervisor Collins led the discussion. The Committee approved Mr. Williamson's request and forwarded request to the Finance Committee for funding consideration. 107 North Kent 'Street, Winchester, VA 22601 There being no further business, the meeting was adjourned. The next HR Committee meeting is scheduled for Friday, September 7, 2012 at 8:00am. Respectfully Submitted, Human Resources Committee Ross Spicer, Chairman Bill Ewing Christopher Collins Phil Farley M. Paula A. Nofsinger Director of Human Attachments 107 North Kent Street, Winchester, VA 22601 County of Frederick LO Employee of the Month + Nomination Form Outstanding service can be demonstrated in many ways, but it always involves more than just good job performance. An employee can be outstanding for suggesting improvements that result in greater efficiency, improved service, or cost savings; for leadership in departmental activities, for the department's goals or for the goals of the county as a whole. Outstanding service includes job performance that clearly exceeds requirements. The Board of Supervisors must discount generalities not supported by specific examples of activities which support the nomination. Remember, there is no way to know whether specifics are missing by accident or because they do not exist. If you believe an employee has made an outstanding contribution, give specific examples of whatthey have done. Nominations are notiudged on how well you write. However, they arejudged on the facts presented. Employee Name: Gene Boyce Nomination Submitted By: Lt. E. S. Sturdivant Nominator's Signature: Reason for Nomination (please be s i ic, precise, and definite): Department: NRADC Department: NRADC Date: 05/07/2012 the Jail's Security and Inmate Information Systems Manager, Officer Boyce remains responsible for training, iintenance and operational oversight of the most critical IT systems in the Detention, Center and in the last 60 days has demonstrated himself to be among the most dedicated and tireless members of the Jail staff. Between April 1 and May 31, 2012, Officer Boyce, in close coordination with the County's IT staff, personally planned and executed the Jail's transition from Verizon to Comcast phone service. Encountering significant and unfortunately Frequent hurdles during the transition, his persistence and uncompromising commitment to minimizing the impact upon the Jail staff was highly evident in every action he took and every report he rendered. Because of his diligence and "no- quit" attitude, the impact of the transition upon Jail operations was minimized. Jithin weeks of the phone transition project, Officer Boyce began planning and coordinating for the first upgrade to ie Detention Center's automated inmate information management system in more than four years. Aware of the emendous operational consequences other facilities experienced during similar upgrades, Officer Boyce went to xtreme lengths to ensure thorough pre- testing and familiarizing with the new software. He literally spent days, many ff -duty, personally checking and verifying the observations of others in the test environment. As a result of his ersonal preparation, staff training and coordination, the upgrade was completed in superb fashion with far fewer roblems than ever anticipated. In all, these last several months simply re- confirmed for us what a tremendously talented and totally committed member of the staff Officer Gene Boyce remains. Innovative, thorough, and relentless in his pursuit of excellence, he demonstrated himself to be a truly exceptional member of the Jail Team and most deserving of this special recognition. HR Section: Received: E`16+" HR Committee:,{ [ %p COUNTY of FREDERICK John R. Riley, Jr. County Administrator 5401665 -5666 Fax 5401667 -0370 TO: Board of Supervisors FROM: John R. Riley, Jr., County Administrator DATE: August 29, 2012 RE: Code and Ordinance Committee Report E-mail: j riley @co.frederick.ya.us The Code & Ordinance Committee met on Wednesday, August 29, 2012 at 3:00 P.M., in the First Floor Conference Room, County Administration Building, 107 North Kent Street, Winchester, Virginia. Present were Christopher E. Collins, Chairman; Supervisors Ross P. Spicer and Bill M. Ewing; and James Drown. Members absent were: Stephen Butler and Derek Aston. Also present Deputy County Administrator Jay E. Tibbs; County Attorney Rod Williams; Rick Miller, Voter Registrar; Jay Bauserman, Fire Marshal; Sheriff Robert T. Williamson; and C. William Orndoff, Jr., Treasurer. The committee submits the following: ** *Items Requiring Board Action * ** 1. Request from 'Voter Registrar for Proposed Amendment to Chapter 7, Elections. The Code and Ordinance Committee reviewed a request to amend Frederick County Code, Chapter 7, Elections, Section 7 -3. Central Absentee Voting Precinct. Due to both the Town of Stephens City and the Town of Middletown moving their elections from May to November, the Voter Registrar is requesting the County Code be amended to have all absentee votes cast during the town elections counted at the Central Absentee Precinct. Upon a motion by Mr, Ewing, seconded by Mr. Spicer, the Committee forwarded the proposed amendment to the Board for public hearing with a recommendation of approval. The above motion was unanimously approved. (See Attached.) 2. Proposed Amendment to Chapter 158, Vehicles and Traffic; Article II, Stopping, Standing, and Parking. The Code and Ordinance Committee reviewed a proposed amendment to the entirety of Chapter 158, Vehicles and Traffic; Article 11, Stopping, Standing, and Parking. At its April 12, 2012 meeting, the committee reviewed Chapter 158 and noted sections where verbiage changes were warranted and discussed parking violations and how those citations are currently handled. Staff drafted amendments based upon those discussions and presented them to committee. Upon a motion by Mr. Spicer, seconded by Mr. Ewing, the Committee forwarded the proposed amendment to the Board for public hearing with a recommendation of approval. The above motion was unanimously approved. (See Attached.) ** *Items Not Requiring Board Action * ** 1. Letter to Judge Whitacre re: Vehicles and Traffic Violations. The Code and Ordinance Committee, at its April 12, 2012 meeting, discussed Frederick County Code Chapter 158 Vehicles and Traffic regarding offenses that are being written under the County Code versus the State Code to determine whether or not there were additional offenses that could be written as violations of the County Code. After some discussion, Mr. Spicer volunteered to draft a letter to the court outlining a proposal 107 North Kent Street • Winchester, Virginia 22601 to allow suspended license citations and reckless driving violations to be written as County Code violations. The other sections in that chapter appeared to sufficiently allow violations to be written under the County Code. The Committee reviewed the draft letter and upon a motion by Mr. Drown, seconded by Mr. Ewing, unanimously approved forwarding the letter to Judge Whitacre. Respectfully Submitted, Code and Ordinance Committee Christopher E. Collins, Chairman Ross P. Spicer Bill M. Ewing James Drown r t By: o ley, Jr. County Administrator JRR /jet Attachments OFFICE OF VOTER REGISTRATION & ELECTION ADMINISTRATION General Registrar of Voters E -mail: fcvotes @co.frederick.va.us Rick Miller 5401665-5660 Fax 5401665 -8976 MEMORANDUM r t�'Jlrllll:3llffe'i:'� iJi:l� . . To: John Riley, County Administrator From: Rick Miller, Voter Registrar N Subject: Change in County Code for Elections Date: June 22, 2012 The Voter Registrar needs the following change to be made to the Frederick County Code, Chapter 7. Elections. Section § 7 -3. Central Absentee Voting Precinct. The Central Absentee Voting Precinct for all elections Slephens is to be held at 107 North Kent Street (County Administration Building), Winchester, Virginia, in a first -floor conference room. When both Middletown and Stephens City had their elections in May, each Town only had one precinct and they would count any absentee votes after the polls closed at each respective precinct. Both Middletown and Stephens City have moved their elections from May to November and will need to have their respective absentee votes counted in the Central Absentee Precinct. If you have any questions or need additional information, please contact me. 107 North Kent Street - Suite 102 _ Winchester, Virginia - 22601 Frederick County, VA Quick View GENERA1. CODE eCodec Page 1 of 2 Index New Laws ARTICLE I. General Provisions Frederick County, VA CHAPTER 158 VEHICLES AND TRAFFIC Help Print ARTICLE M. County Vehicle Licenses r nis erectronic version is proVidect for intormabonal purposes only. For the official version please contact the municipality. .lump to Content ARTICLE I1. Stopping Standing and Parkin § 158 -4. General restrictions. § 158 -5. Other parking violations. 158 -6. Fire lanes and hydrants. 158 -6.1. Begging or soliciting alms in public rights-of-way. § 158 -6.2. Solicitation to persons in motor vehicles prohibited. Article II. Stopping, Standing and Parking § 158-4. General restrictions. [Amended 7- 14- 2004]Double- parking. It shall be unlawful for any person to park any vehicle in the street or highway alongside another vehicle parked at the curb or at the edge of the street or highway, it being the purpose of this subsection to prevent double- parking. Any person violating this subsection shall be punished as provided in Article I. The fine shall be the maximum allowed by law, as determined by the courts. § 158 -5. Other parking violations. [Added 7- 14- 2004Editor's Note: This ordinance also repealed,former § 158 -5, Parking meters.; amended 2 -8 -20061 A. Parking against traffic. With the exception of those streets designated as one -way streets, it shall be unlawful for any person to park a vehicle against traffic on the lefthand side of a street against traffic. B. No current state license or inspection sticker. C. Parking commercial vehicle in residential zone. D. Stopping or obstructing traffic. E, Enforcement. The Sheriff is hereby authorized and directed to enforce this chapter and all rules, regulations and penalties herein related to parking. The Sheriff or deputy shall attach to any vehicle whose operator is in violation of any of the provisions of this chapter a notice of violation indicating that such vehicle has been parked in violation of one or more of said provisions. F. Violations procedure. (1) Prior to the issuance of a warrant or summons for a violation of any of the provisions of this chapter, such violation may be disposed of by payment to the Office of the County Treasurer of the fill] amount of the fine provided for in Subsection G. If payment is not received within 30 days, the fine will be increased by $10 for each outstanding notice of violation of any County ordinance after the issuance of a summons or warrant. http: / /www.ecode360.com/8707646 914!2012 Frederick County, VA Quick View Page 2 of 2 (2) Any person who may be subject to a liability under this chapter as a result of the issuance of a notice of violation, may, prior to the issuance of a warrant or summons, notify the County Treasurer of his or her desire to contest the issuance of the notice of violation. Upon receiving such notification, the County Treasurer shall certify that alleged violation to the County General District Court to be scheduled for a hearing on a date certain, and notice of such hearing shall be given to the person contesting the violation. (3) A warrant or summons may be issued for the prosecution of a violation of any of the provisions of this chapter at any time after thirty days from the issuance of the notice of violation. G. PenaIty. Whoever violates any of the provisions of §§ 158 -1 through 158 -5A may dispose of such violation by payment to the Office of the County Treasurer prior to the issuance of a summons or warrant, subject to the provisions of § 158 -27. § 158 -6. Fire lanes and hydrants. A. It shall be unlawful for any person to park any vehicle in a designated fire lane or within 15 feet of a fire hydrant. Enforcement of the same shall be provided by the Fire Marshal and the Sheriff and/or his designee. [Amended 1 -24 -1990; 4 -28 -1999; 7 -14 -20041 B. The penalty for violation of parking regulation. Penalty for violation of parking regulations pursuant to the provisions of this section shall be as follows: [Amended 7 -14 -20041 (1) For parking within 15 feet of a fire hydrant the fine shall be $40. (2) For parking in a fire lane where indicated by adequate street painting, markers or signs the fine shall be $40. C. In any prosecution charging a violation of this section proof that the vehicle described in the complaint, summons, parking ticket, citation or warrant was parked in violation of this section, together with proof that the defendant was at the time the registered owner of the vehicle, as required by Chapter 6 (§ 46.2- 600 et seq.), Code of Virginia, shall constitute prima facie evidence that the registered owner of the vehicle was the person who committed the violation. [Added 4 -28 -19991 § 158 -6.1. Begging or soliciting alms in public rights -of -way. [Added 7- 14- 200411t shall be unlawful and a Class 4 misdemeanor for any person, whether able - bodied or not, to beg or solicit money or other things of value, in or upon the roads, streets or alleys of the County, or those rights- of-way designated as highways for law enforcement purposes only. § 158 -6.2. Solicitation to persons in motor vehicles prohibited. [Added 7- 14- 200411t shall be unlawful for any person to solicit or sell to persons in motor vehicles, from a stand or otherwise, in public rights -of -way or those rights -of -way designated as highways for law enforcement purposes only within Frederick County, in such a manner as: A. To interfere with, impede, or hinder the free passage of vehicular traffic. B. To harass another member or members of the public. Prev UP / Top, Next Change Views Contents Privacy Policy Help Terms of Service 1 : / /www.ecode360.com/8707646 9/4/2012 ORDINANCE 2012 The Board of Supervisors of Frederick County, Virginia hereby ordains that Article II (Stopping, Standing and Parking) of Chapter 158 (Vehicles and Traffic) of the Code of Frederick County, Virginia be, and the same- hereby is, amended in its entirety by repealing the current Article II (Stopping, Standing and Parking) and by enacting the following as Article II (Stopping, Standing and , Parking), to take effect immediately: CHAPTER 158 ARTICLE II Stopping, Standing add Parking 158 -4. General restrictions. A. Double- parking. It shall be unlawful for any person to park any vehicle on any street or highway alongside another vehicle parked at the curb or at the edge of the street or highway, it being the purpose of this subsection to prevent double - parking. The penalty for any violation of this restriction shall be a fine in the amount of $40: B. Perpendicular or diagonal' parking. It shall be unlawful for any person to park any vehicle on any street or highway in any manner other than parallel to the street or highway, except in a marked parking space. The penalty for any violation of this restriction shall be a fine in. the amount of $40. C. Parking vehicle against traffic'. It shall be unlawful for any person to park any vehide against traffic on any street or highway. The penalty for any violation of this restriction shall be a fine in the amount of $40. D. Parking vehicle without current state license and inspection sticker. It shall be unlawful for any person to park any vehicle on any street or highway without the vehicle displaying a current state license and inspection sticker. The penalty for any violation of this restriction shall be a fine in the amount of $40. E. Parking so as to stop or obstruct traffic. It shall be unlawful for any person to park any vehicle in such a manner as to stop or obstruct traffic on any street or highway. The penalty for any violation of this restriction shall be a fine in the amount of $40. F. Parking vehicle within 20 feet of a corner or intersection. It shall be unlawful for any person to park any vehicle within 20 feet of a corner or intersection on any street or highway. The penalty for any violation of this restriction shall be a fine in the amount of $40. G. Parking so as to block driveway. It shall be unlawful for any person to park any vehicle in such a manner as to prevent vehicular access to any driveway or entrance to any property. The penalty for any violation of this restriction shall be a fine in the amount of $40. H. Parking vehicle on sidewalk or walking trail. It shall bnlawful for any person to park any vehicle on any sidewalk that is open to pule or an any walking trail that is open to public use. The penalty for any violbtion c-� J restriction shall be a fine in the amount of $40. 1. Parking vehicle within 15 feet of a fire by nt. It shall be unla r any person to park any vehicle within 15 feet of a q Brant. .he penalty for Lion of this restriction shall be a fine in the amou 40 , J. Parking vehicle in fire lane It shall be unlawful , ny person to park any vehicle in any fire lane where ilJcpted by adequ aiming markers or signs. J , The penalty for violation of this �r�ton shall be a ,the amount of $40. K. Parking vehicle without proper perfrnit i disabilities. It shalLbe unlawful for 4n�, space reserve(i� indicated by proper per vehicle, regardI parkingvlaac re ans with disci ite p 0A$gW',4S-'halI tang, marKea so also be A wfi tber - Ahe vehi ;ss, but n restriction L. Park1hgyehicle co unlawful4,bT any p( 157 of an officia ;E?ighv fine in the amoxit u perso n e served for persons with person o,ark any vehicle in any parking g, ities and :which parking space is so s, or signs, unless such vehicle displays a u�l ,awful for any person to park any . 01 ,1 16 - displays a proper permit to park in a i disabilities, in any area adjacent to any - i disabilities, which area is reserved for ing, beer " pns with disabilities. The penalty for violation of )e a fin R b °the amount of $100. r ry to the directions of an official highway sign. It shall be On to park any vehicle in a manner contrary to the directions sign. The penalty for violation of this restriction shall be a $40. M. The terms "street" or "highway ", as used herein, shall have the same meaning as the term "highway" as set forth in § 46.2 -100 of the Code of Virginia N. In any prosecution charging a violation of this section, proof that the vehicle described in the complaint, summons, parking ticket, citation, or warrant was parked in violation of this section, together with proof that the defendant was at the time the registered owner of the vehicle, as required by Chapter 6 (§ 46.2- 600 et seq.) of the Code of Virginia, shall constitute prima facie evidence that the registered owner of the vehicle was the person who committed the violation. 2 § 158 -5. Enforcement. The Sheriff, his deputies, and designees are hereby authorized and directed to enforce this chapter and all rules, regulations, and penalties of § 158 -4 related to parking. § 158 -6. Procedure. A. The Sheriff or his deputy shall attach to any vehicle parked in violation of any of the provisions of § 158 -4 a citation indicating that such ve le has been parked in violation of one or more of said provisions. With res any vehicle parked in violation of the provisions of § 158 -4(I) and/or (J), Sheriff, a deputy, or the Fire Marshal or his deputy shall attach to any veh' p d in violation of any of such provisions a citation indicating that such ve le ha R n parked in violation of one or more of said provisions. B. Such violation may be disposed of by Treasurer of the full amount of the fin@ received within 30 days, the fine will in for such violation may be issued. C. Any person who may be subte issuance of a citation, may, prig the Sheriff, or if the citation was i Marshal, of his or her desire to co receiving such Marshal or his County Gendr and notice of z fication, the Sheri] uf, h ,,Fire Marsl strict at urt to be s hearqtg shall be g D. At ns r th § 158 fi ,Begging or' 'b citin ; uance of a rant or summons, notify Fire MaT al or his deputy, the Fire �3 the citation. Upon if the cf ion was issued by the Fire shall ce' ify that alleged violation to the duled for a hearing on a date certain, 1- the person contesting the violation. rbt the issuance of the citation, a warrant or the prosecution of a violation of § 158 -4. s in public rights -of -way. It shall be dr60 ful and a th Fic infraction for any person, whether able - bodied or not, to beg or solicit �y or oththings of value, in or upon any street or highway, or any right - of - way desig ed af6 highway for law enforcement purposes only. The penalty for a first infraction aidli`this section shall be a fine not to exceed $100 and the penalty for any second and sbsequent infraction under this section shall be a fine not to exceed $200. § 158 -6.2. Solicitation to persons in motor vehicles prohibited. It shall be unlawful and a traffic infraction for any person to solicit or sell to persons in motor vehicles, from a stand or otherwise, or upon any street or highway, or any rights - of -way designated as a highway for law enforcement purposes only. The penalty for a first infraction under this section shall be a fine not to exceed $100 and the penalty for ent to the Office of t HWun y Wed for1in § 158 -4 If p ant is not ;ryv aid a warrant summons liability under §158 4 as a result of the 3 any second and subsequent infraction under this section shall be a fine not to exceed $200. Enacted this day of , 2012. Richard C. Shickle, Chairman Gary A. 'Lofton Ross P. Spicer Bill M. Ewing Christopher E. Collins Gene E. Fis Charles S. QeHaven, Jr. 0 J 61 7fey Jr. 4F Fred County Administrator 12 COUNTY of FREDERICK Department of Public Works 540/665-5643 FAX: 5401678 -0682 MEMORANDUM TO: Board of Supervisors FROM: Harvey E. Strawsnyder, Jr., P.E., Director of Public Works R SUBJECT: Public Works and Green Advisory Committees Report for Meeting of August 28, 2012 DATE: August 31, 2012 The Public Works and Green Advisory Committees met on Tuesday, August 28, 2012, at 8:00 a.m. All members were present except George Ludwig and Gene Fisher. The following items were discussed: ** *Items Requiring Action * ** 1. Design and Construction of New Fire Station As a result of recommendations from the fire station construction subcommittee, the public works committee unanimously recommended that staff advertise for architectural services to design a new fire station to replace the existing Round Hill Volunteer Fire Station. (Attachment 1) 2. Green Advisory Committee Action Item Refer to the attached green advisory committee report. (Attachment 2) ** *Items Not Requiring Action * ** 1. Creation of a Stormwater Ordinance Subcommittee Deputy Director of Public Works, Mr. Joe Wilder, advised the committee that he has begun the task of soliciting volunteers to man a subcommittee to develop a stormwater program and ordinance for Frederick County. To date, an engineer and a construction estimator have Public Works Committee Report Page 2 August 31, 2012 volunteered to serve. After a brief discussion, Mr. Whit Wagner and Mr. Jim Wilson volunteered to serve as representatives from the public works committee. Mr. Wagner suggested that we contact Mr. Jeff Rezin as a representative from the environmental field. It is anticipated that the subcommittee's first meeting will be held in October of this year. 2. Recycling /Litter Programs DMME and DCR Gran Summaries Solid Waste Manager, Gloria Puffinburger, presented a brief summary of the department's accomplishments in recycling and related community education during the past Fiscal 2011 /2012 budget year. (Attachment 3) 3. Miscellaneous Reports a) Tonnage Report (Attachment 4) b) Recycling Report (Attachment 5) c) Animal Shelter Dog Report (Attachment 6) d) Animal Shelter Cat Report (Attachment 7) Respectfully submitted, Public Works Committee Gene E. Fisher, Chairman Gary Lofton George Ludwig Ross P. Spicer Whit L. Wagner Robert W. Wells James Wilson dL--- r khaumbLL By Harvey E. S wsnyder, Jr., .E. Public Works Director HES /rls Attachments: as stated cc: file ATTACHMENT 1 FREDERICK COUNTY PUBLIC WORKS COMMITTEE FIRE STATION CONSTRUCTION SUBCOMMITTEE A meeting of the Fire Station Construction Subcommittee of the Public Works Committee was held on Tuesday, July 17, 2012 at 6:30 P.M. at the Round Hill Community Volunteer Fire and Rescue Company, 769 Round Hill Road, Winchester, VA. Committee members present were: Committee Chairman Gene Fisher, Gary Lofton, and Whit Wagner. Also in attendance were County Administrator John R. Riley, Jr., Round Hill Chief Chester Lauck; Assistant Chief David Plunkitt; President Elwood Patterson; Charles Mclllwee; and Jim Pearce. The purpose of the meeting was to discuss the proposed design and location of the Round Hill Community Fire and Rescue Company replacement station. All members of the Company agree that the location of the new station will be on the Silver Lake proffered site. This site is 4 acres and a CAD drawing prepared by Greenway Engineering places the building, with five (5) bays, on the site along with the social hall. Those in attendance agreed that the replacement station should be three (3) stacking bays with the ability to add a fourth. The prototype floor plan is generally what is needed, but areas such as bunk rooms, kitchen, lockers, showers, etc. will need specific reviews by the architect hired to design the facility_ Everyone in attendance agreed the concept is in line with County policy and that it would be the recommendation to the Public Works Committee that an RFP to hire an architect be initiated. Mr. Riley was tasked with contracting the owner of the site to let them know the company's preference. Mr. Riley has contacted the owner to confirm same. ATTACHMENT 2 MEMORANDUM TO: Board of Supervisors FROM: Jonathan M. Turkel, Park & Stewardship Planner SUBJECT: Green Advisory Committee Report for Meeting of August 28, 2012 DATE: August 28, 2012 The Green Advisory Committee met on Tuesday, August 28, 2012 at 8:00 a.m. in the Public Works conference Room 2 °d Floor, 107 N. Kent Street, Winchester, VA. Members present were: Ross Spicer„ Gary Lofton, James Wilson, Whitney Wagner and Bob Wells. Absent was Gene Fischer. and George Ludwig. ** *Item Requiring Action * ** 1. Performance Contract Year 1 Measurement and Verification a. Recommendation: Green Advisory Committee recommends ending the Energy Performance Contract Measurement and Verification program with Siemens. Motion: Whitney Wagner, 2" d : Gary Lofton, passed unanimously. The measurement and verification (M &V) program compares anticipated performance of energy efficiency improvements with actual outcomes. Attachment 1 outlines results, showing Year 1 savings of $34,840, this is $800 more than anticipated. Although not all component projects realized better than anticipated results the overall savings guarantee was exceeded thus satisfying the contract. The cost of continuing the '\4&V program for FYI is $6,339. The benefit of continuing the M &V program is it will hold Siemens to their performance guarantee for the year. However, the Green Advisory Committee and staff do not see any reason to believe there will be any changes in the performance of facility improvements. Frederick County has no obligation to continue the M &V program and can terminate the agreement at its will at any time. Frederick County is continuing to monitor energy consumption at all of its facilities through a service subscription with Planet Footprint (see below). ** *Items Not Requiring Action * ** 2. Updates for Ongoing Projects a. Planet Footprint subscription Energy use (Electricity and Gas), are continuing to be monitored. Staff has met to introduce the program with departments responsible for utility accounts. Minor account changes were identified and process for responding to anomaly reports was discussed. Staff will continue the effort to monitor and respond to utility bills as quarterly reports are produced. b. Sheriff Propane Vehicles. The propane conversion program has been plagued with time and technical issues. Sheriff Williamson is planning to meet with program representatives to determine if the department will abandon the effort. Performance Contracts Currently the combined annual savings from Performance Contract projects with Frederick County, NRADC, and FCPS is near $175,000. FCPS is now looking for opportunities to expand their program at the Middle School level. I i z W 2 W W r � _rZ C') Ln ko b' to N — r Q N 4-+ CA © co 0 IT N o o (� in un it O N t7 t` C•? r In N N N �I }�7 i fn�t •� 64 64'64 0 64 nt fH 69 64 64 � Ln }+ L O _0 N LA' to C N MM N Ln tL' � {h — E Ln Q 6f1 6) 64 fA EO U) O d] CM C CM � u T kn Ln dS M C O CD Q? c N f Ln > Q, � O P (3j , 06 E ♦fu 4 •� fA 64 � 64 6l# 0 Ln 4� 0 p +-i C: -V - ZJ CU In N ) 0 a--+ {L3 O ^' - N C:7 N O N � jA d cm Vi In E a�--+ a, .... �- CQ Cn Z s c a — +-j Ln r-. 00 r ro V' CD w L E 0 4--j E Q CA CD M (U m DO Z51 C T� lr U dJ cn ' C: . N k QJ N i p d cn i .}-i r W Ul V S� L r CD Ul N E E N E C y` M u- N W r D7 C') 0) ko b' to N r r O N CA m co 0 IT N N it O N t7 t` C•? st In N N N 00 64 64'64 64 64 fH 69 64 64 V! CSC LO N to C N MM N tL' � m � Q 6f1 6) 64 fA EO U) O d] CM C CM � T CC7 dS M C O CD N > O ca fA 64 64 6l# � 41 In tO C:7 N O N d cm Vi z RI N CQ Cn Z r-. 00 r V' CD r 4 _ ` CA CD Cl) m DO T� lr lL C17 Y N r CD N N N C y` M Cl) N N d � CO Y � cm N 0 O r O CO m co 00 "0 m 6 27) i A 4 N L « N 64 � ER N 64 O ye} i ch r f+ r 6 y It M 3 4 23 O = A � 0 co co 21 C4 64 64 LZ 64 eA N 4 .-. C° N w � E ns 3 _ U C r In N — N CD w CA 2 j Vt N Cn 00 m C+] CC] 00 r r CD N w U) Y C h CO to O tfi Ln M m M M CD r M r � � r Y � co CL E cu m , CD 7 0 o c) a� E L C/1 N CU N CU CD E m _ 0 N 95 'U L O` W C U E L C E L E C L _C C _l � ❑ J (l7 J � U7 C� � ATTACHMENT 3 COUNTY ©f FREDERICK Department of Public Works 540/665 -5643 FAX: 54 0/678 - 4682 MEMORANDUM TO: Public Works Committee FROM: Gloria M. Puffinburger� Solid Waste Manager RE: Recycling /Litter Programs DMME and DCR Grant Summaries DATE: August 21, 2012 RECYCLING PROGRAM: During 2011, the county's recycling program collected 2,649 tons of material at the various convenience sites and the landfill citizens' center. As reported to the Virginia Department of Environmental Quality, the county's recycling rate is 51 percent which reflects diversion efforts by local residents and businesses. This is being driven primarily by strong markets for scrap metal. Surpassing the 2010 rate of 48 percent, the 2011 rate places Frederick County again at the top in the Northern Shenandoah Valley Planning District. The region's overall recycling rate is 39.1 percent. REGIONAL ELECTRONICS RECYCLING PROGRAM: Tonnage of e -waste recycled during FY 11/12 increased slightly to 247 tons, despite the growing number of alternative recycling options offered by retailers and some charities. This fee - sustaining program utilizes the regional detention center's Community Inmate Workforce (CIWF) in order to curtail operational costs. LITTER PROGRAM: Frederick County Clean Sweep collected 36 tons of roadside litter during FY 11/12. Trustees from the regional jail (CIWF) are supervised by a part -time public works staffer. The combined efforts of the CIWF represented an in -kind contribution of $45,761. All operational costs associated with the county's litter program are more than off -set by state grant funding of about Public Works Committee (page 2 of 2) $12,000. The Virginia Department of Transportation, Winchester Office, transports bagged litter to the regional landfill. DMME GRANT: A two -year grant- funded project wrapped up in June. Administered by the Virginia Department of Mines, Minerals and Energy, the $22,905 grant represented federal stimulus monies awarded to Frederick County in support of recycling and outreach efforts. Primary accomplishments included: environmental assemblies in a game show format focusing on recycling, litter and water quality presented to 2,498 elementary students and their teachers; purchase and distribution of 750 recycling bins; purchase of kiosks for convenience sites; publication of Greening the Valley, a compilation of recycling and conservation success stories from across the planning district. This publication will be distributed in coming weeks and posted electronically. The county's contributions included staff support; school resources; reusable totes; development of a Facebook presence; and with the assistance of the webmaster, continued enhancement of the county's recycling web pages. DCR GRANT: Proceeds of a $4,200 grant funded environmental education assemblies at each of the county's eleven elementary schools. Assemblies featured Andrew White, a marine biologist. White's "Chesapeake Critters" assemblies correlated well with Virginia's Standards of Learning, bringing approximately 2,500 students up close and personal with live horseshoe crabs, blue crabs, oysters, flounder and blow fish. By bringing bay critters into the school, assemblies not only enhanced classroom learning, but made a lasting impression about conservation and pollution prevention. The county's contributions included staff support, school resources and permanent signage promoting water quality at the various convenience sites. /gmp cc: file ATTACHMENT 4 COUNTY of FREDERICK Department of Public Works 540/665 -5643 FAX: 540/678-0682 MEMORANDUM TO: Public Works Committee FROM: Harvey E. Strawsnyder, Jr., P.E., Director of Public Works SUBJECT: Monthly Tonnage Report - Fiscal Year 11/12 DATE: August 17, 2012 REA The following is the tonnage for the months of July 2012, through June 2013, and the average monthly tonnage for fiscal years 02/03 through 11/12. FY 02 -03: FY 03 -04: FY 04 -05: FY 05 -06: FY 06 -07: FY 07 -08: FY 08 -09: FY 09 -10: FY 10 -11: FY 11 -12: FY 12 -13: MONTH JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY JUNE AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: AVERAGE PER MONTH: 15,184 TONS (UP 1,177 TONS) 16,348 TONS (UP 1,164 TONS) 17,029 TONS (UP 681 TONS) 17,785 TONS (UP 756 TONS) 16,705 TONS (DOWN 1,080 TONS) 13,904 TONS (DOWN 2,801 TONS) 13,316 TONS (DOWN 588 TONS) 12,219 TONS (DOWN 1,097 TONS) 12,184 TONS (DOWN 35 TONS) 12,013 TONS (DOWN 171 TONS) 12,596 TONS (UP 583 TONS) FY 2011 -2012 12,600 13,265 12,140 12,091 12,389 11,363 10,545 10,676 12,479 11,366 12,688 12,550 FY 2012 -2013 12,596 HES /gmp ATTACHMENT 5 M M 0 0 0 O 0 N M N O r I— M I- 'It O M O N 0 0 0 M 0 0 O O LO (O I'- I— M 0 N'It LO r LO q-* I` M O O S I` M M 0 O q-* O N M N 0 O J r M O M r N M M� M 0 M r 0 O� 0 0 W LO N r M M� M�� M .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. .. O .. Q Ln 00 (O O (O (O r I O Ln I N O I` (O 00 i O 00 N Ln O O O M O) � Ln I 0 I%- M M M N (O LO W O N r M NI* (O N O M M m O w M w I M lt O O O LO M LO LO LO 0q-t M O M O M 0 0 N r q-* M O'It M M co Ln Ln Ln q�i Ln M N N N N N N N N N N N Lf O O O M O 0 0 0 0 0 0 Lo w I'- w r 0 0 0 0 0 0 0 0 0 0 d N N N r 00 00 (O O N O (O O I— O O LO 00 I— N 00 M 00 'It N 00 r Q I` Ln O) I— N O rql* N r N I� O r M r 00 O N O N (O r (O r 00 N 'It q-* I'- O O O qt - 'It LO O O N O 00 I` N O 'It LO (D - 00 O) 'It 00 O U N r CO N N O O O 0 CD q-* LO CO N'It O) I— Ln O N CO I- Ln qt r y r r r r r r r r r r r qt N M O r LO N M r I� 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0q-* M I— O O r r N�I'* N N N O N O"t 0 N O N 0 O r I%- 0 O I%- '--t 0 m U q I` Ln I— M- I` r O O N (O O O I` r Ln V 00 00 O Ln W O N 0 M O M'--t - CD 'It I%- 0� M N r M 0 N'It N J N It M M1--t 00 O M O m w 00 I%- 0 O 0 O W 'It M M N r 0 M 0 CD W 0 N� N qt N O�� 0 0 0 N w O J O'--t 0 r M O I— M 0 N r M I- N O N N N N r r N N N N X N N N LO W H y 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 O W I-� LO O M LO N N N O O M N�- co LD O N 00 00 06 co N O (O 00 O O O O O CO 00 r r I— M M I- N r O) N M O 00 (O (O 00 00 CO O 00 r I� (O Ln O) N N U M 00 O I— M N 00 N O) V r I— 00 (O O) (O M N U M M M - q-t M O O N N N Oqqt - qqt 0 � O I� I` O O O I` I` O I` I- I- I- � N 0 1' * � 0 O O p O 0 0 M M N r I— 0 0 0 N O 0 0 0'It N M r N r r U) 0 r I— O O O O LO � W N O) -q� O Ln (O 00 Ln N 00 I— (O 00 00 (O M 00 I- r r r N I— Ln O O O O (O d 0 M M N M r O 0 � O O M O Q M M O M 0 M r� N 0 LO r M O M O I'- M N Ln H M O LO W r M 0 0 r r r r r r r co a N r O r M I'- 0 0 0 0 LO 0 0 0 0 'It Ln 0 LO N M M M I'- Ln 0 Ln 0 O J O N Lo N Lo O Co O 0 co I � qt I` 0� qt 00 N N r� 0 CO 'It O I` N M 0 y W z N M 00 r M 00 O) I M 00 I— M o0 V (p N Ln N Ln Ln r r Ln O o0 O) I (O O) O W O L) 0 0 0 0 0 I— O I` I` I` m w 0 Ln O O M I' � M 0 � N N M O� 00 r r r m O m U) It N N M N N N N N N�� � y U O) O m 0 N M LO O O r LO �� O� M M� W LO I— O 0 I— I` '--t I` '--t r co co 0 O LO I-* M M MI'* I- 1--t O 00 NI'* I- M M I— r M'--t 0 0 I— 0 O M'It r J Z r (O N Ln � I` N V O M r (O 00 00 � I` 00 V V 00 Ln M r Ln M Ln V r QI MI'* M M M M M M M M M M N N M 0 r N r r 0 0 0 O O M M M r V N r r r r r r r r r N N co co O O O O O O O O O O O O O N 0 M O O O O O O Ln O LO 0 N F- N M O m co N O V. 0 0 N Ln 00 N N N r N 0 I— 'It r 0 O r 0 CO r U) O) r N M (O V O) N O) V r 00 M V M O N I— (O N N I` O Ln N V r r V 00 r (O N O Nqqt M r M N 0qqt M M O N'It O O M 0 r M II- qqt (O r II- LO M M M M M M N M M M M M m II- I` N M O M O I- H M O I- M M r 0 r (L M M M M N N r r r r r r r r r N r O co O O O O O O O O O O O O O LO r O Nqqt I'- I` 0 I'- O 0 I'- N'It 0 M r (O 00 N 00 N (O (O O (O (O M M I- r M 0 0 N M N M r'It O M O I- � d W O) (O Ln Ln r N O Ln r L!') r 00 M r (O 00 O) V M Ln 00 (O N (O V r N r O) I� z Q M M m w O N 0 M M I 0 m M N� O M O- M O 0 N N 0 M � � 00 0 0 0 Il- 0 Il- I- I- I— 0 N 0 M O U) 'It r 0 M N O M I'- r � O J 00 O r I� (O Ln Ln Ln M Ln N C7 r O - a r co 0 0 0 ti to w -e M N O m w I-. w 0 0 0 0 0 0 0 0 W z J U d H U Z m Z Q O' 9 9 T T T T Q »wUOwaw<m< :) 000 000000 ° owa o ia�ia o ia�i 0 0 n<wozanLLm<m -)OT" ATTACHMENT 6 co r O N N_ O N LL W J W 2 U) J Q Z Q D O m w 2 U w Z D O U Y U_ W 0 W LL H O d W 0 O 0 a� _ W� 0 Z O 0 0 2 r- r- w co cm �~ � Q W U Z Z W w d Q 0 0 0 U � U U W � J Q W Dz o 0 — W D Y D W U) 0 r r � r r U) D D W 2 Q o 0 J LO LO U W D W ao ao O "' "' D Q Q w � z o 0 O w m V w w cn o 0 m U Z T- O 0 m m � J W w > Z W W U Y w� � Q 2 Q Z D O Z rn rn Q O LL m m 2 Z �— O U LL = J O J D w U O w Z m Q w � Q z �QcnOzO�LWD 0 5 c c � Y U ) O CB = E O � Q co c � O O)U O N L co U O O 2 cu c cu E a) 0) O c ---t ATTACHMENT 7 H O w w Q U O = o z co 0,0 LO co U w Z Z W w d Q 0 0 0 U � U U W J Q W Z M M — W 0 Y 0 W O - CN d N N U) 0 0 W Q � � J U W 0 w w� O M co 0 Q Q W � Z rn rn O w CO V U W W �- (n o 0 m U Z �— 2 Lo LO 0 m m 0 J W w Z U Y N N W � Q 2 H Z Q Z 0 O co co Q LL M co = O Z O � LL = J O J D w U O w z w Q� � Q z �QcnOzO�LWD 0 L y-+ O 7 O C co co U :1 0 C O E N L C COUNTY of FREDERICK Finance Department Cheryl B. Shiffler Director 540/665 -5610 Fax: 540/667 -0370 E -mail: cshiffle @co.frederick.va.us TO: Board of Supervisors FROM: Finance Committee DATE: August 15, 2012 SUBJECT: Finance Committee Report and Recommendations The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on Wednesday, August 15, 2012 at 8:00 a.m. Members Richard Shickle, Gary Lofton and Richie Wilkins were absent. (0) Items 1, 5, 6, 8, 11, 12, 13, 15 and 17 were approved under consent agenda. 1. (0) The Department of Social Services requests an FY12 General Fund reduction appropriation in the amount of $72,708. Of this amount, $18,948 represents reduced local costs. See attached information, p. 1— 4. 2. The Parks & Recreation Director requests an FY13 General Fund supplemental appropriation in the amount of $75,000 from reserved proffer funds. This amount represents funds needed to purchase a 20 passenger mini bus. See attached memo, p. 5. The committee recommends approval. 3. The Commonwealth's Attorney requests an FY13 General Fund supplemental appropriation in the amount of $27,827 for the addition of an assistant attorney position. Item was reviewed and approved by the County HR Committee on August 10, 2012. Local funds are required. See attached information, p. 6 —12. The committee recommends retaining the existing part -time administrative position and fully funding the addition of an attorney position. The FY13 General Fund supplemental appropriation request increases to $60,146. 107 North Kent Street • Winchester, Virginia 22601 Finance Committee Report and Recommendations August 15, 2012 Page 12 4. The Winchester Regional Airport Director requests an FY13 Airport Capital Fund supplemental appropriation in the amount of $1,480,749 and an FY13 General Fund supplemental appropriation in the amount of $24,156. This amount represents funds for capital projects and land acquisitions. See attached information, p. 13 — 19. The committee recommends approval. 5. (0) The Sheriff requests an FY12 General Fund supplemental appropriation in the amount of $155. This amount represents DARE donations. No local funds required. See attached memos, p. 20 — 21. 6. (0) The Sheriff requests an FY13 General Fund supplemental appropriation in the amount of $1,000. This amount represents reimbursements for the use of the firing range. No local funds required. See attached memo, p. 22 — 23. 7. The Sheriff requests an FY13 General Fund supplemental appropriation in the amount of $91,742. This amount represents two grants from DOS for Internet Crimes Against Children. See attached information, p. 24 — 32. The committee recommends approval. 8. (0) The Sheriff requests an FY13 General Fund supplemental appropriation in the amount of $5,032.85. This amount represents an auto insurance reimbursement. No local funds required. See attached memo, p. 33. 9. The Public Works Director requests an FY13 Landfill Fund supplemental appropriation in the amount of $1,055,000. This amount represents carry forwards of unused FY12 funds for several projects. The Public Works Committee has approved this request. See attached information, p. 34 -44. The committee recommends approval. Finance Committee Report and Recommendations August 15, 2012 Page 13 10. The Public Works Director requests an FY13 General Fund supplemental appropriation in the amount of $287,500 in order to relocate the Gainesboro citizens' convenience site. The Public Works Committee has approved this request. See attached memo, p. 34 -44. The committee recommends approval. 11. (Q) The Solid Waste Manager requests an FY13 General Fund supplemental appropriation in the amount of $5,489.94. This amount represents a VDMME grant. No local funds required. See attached memo, p. 45. 12. (®) The Deputy Public Works Director requests an FY13 Lake Holiday Sanitary District Fund supplemental appropriation in the amount of $1,968,141.70. This amount represents a carry forward of unencumbered VRA loan funds appropriated in FY12. No local funds required. See attached memo, p. 46. 13. (0) The Assistant County Administrator requests an FY13 General Fund supplemental appropriation in the amount of $37,385. This amount represents a carry forward of unused FY12 funds for the completion of painting projects. See attached memo, p. 47 — 49. 14. The Fire & Rescue Chief requests an FY13 General Fund supplemental appropriation in the amount of 59,363.96. This amount represents reimbursements received from the Commonwealth of Virginia for the February 2010 snow storm to be disbursed to fire departments and towns and to recognize revenue to non - general funds. See attached information, p. 50 — 53. The committee recommends approval. 15. (Q) The IT Director requests an FY13 General Fund supplemental appropriation in the amount of $36,041. This amount represents a carry forward of funds appropriated in FY12 for the website content management system. The project remains in process. See attached memo, p. 54. Finance Committee Report and Recommendations August 15, 2012 Page 14 16. The Transportation Director requests an FY13 Development Projects Fund supplemental appropriation in the amount of $480,183. This amount represents a carry forward of unspent FY12 funds for the Renaissance Drive project. See attached information, p. 55. The committee recommends approval. 17. (Q) The Finance Director requests an FY13 General Fund supplemental appropriation in the amount of $43,779.17. This amount represents a carry forward of unspent proffer funds appropriated for Stephens City Fire in FY12. See attached, p. 56. 18. The Finance Director provides requested information on the Consolidated Vehicle Maintenance Agreement and General Fund vehicle repair budgets. See attached information, p. 57. No action required. INFORMATION ONLY 1. The Proffer Policy is provided. See attached, p. 58. 2. The Finance Director provides a Fund 10 Transfer report for FY12. See attached, p. 59 — 62. 3. The Finance Director provides a Fund 10 Transfer report for FY13. See attached, p. 63. 4. The AARP Tax Aide Program submits program statistics. See attached, p. 64 — 65. 5. The Government Finance Officers Association (GFOA) has awarded the County a Certificate of Achievement for Excellence in Financial Reporting for the June 30, 2011 Comprehensive Annual Financial Report (CAFR). This is the 26 consecutive year that Frederick County has received this achievement. See attached, p. 66 — 67. Finance Committee Report and Recommendations August 15, 2012 Page 15 6. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement in Popular Annual Financial Reporting for the June 30, 2011 Popular Annual Financial Report (PAFR). This is the 5 consecutive year that Frederick County has received this award. See attached, p. 68 — 69. Respectfully submitted, FINANCE COMMITTEE Bill Ewing Charles DeHaven Ron Hottle Stephen Swiger By A 4 4-" A6 41 Cheryl B. Shiffler, Finance l5irector I To: Finance Committe / C h eryl Shiffler From. De lsie b. Butts CQ Date: June 25, 2012 Re. Appropriation adjustments The attached spreadsheet contains fourteen (14) program budget lines that need to be adjusted in order to bring our County budget in line with our State budget. Of that fourteen, four (4) programs need to be reduced by a total of $345,685. The reason for these decreases is that the State reduced our allocation or it was that we did not expend these funds and therefore had to send it back to the State. The other ten (10) program budget lines need to be increased by a total of $272,977_ These ten budget lines are either State mandated programs and we expended our initial allocation or that we were able to draw down additional funding from the Federal and State which reduced the need for local funds. The net of these adjustments results in a decrease of $72,708 total dollars, of which $18,948 is local dollars_ The remaining thirteen (13) adjustments were to our Administrative budget lines and those adjustments were only to absorb negative amounts in certain line items, The net of these adjustments are $0.00. No additional local dollars is needed. Thank you for your consideration. C ,..� �._� i.e. �z«z� Delsie D. Butts Administrative Services Manager 1 2011.2012 BUDGET INFORMATION - ORIGINAL BUDGET FISCAL YEAR END 2012 APPROPRIATION ADJUSTMENTS 4,458,982.00 417,4108.78 480,116,78 4,385.274.00 (72,708.00) aMcati(an reduetiort tear fY 2012 "These Charges are to bring the county budget appropriations in alignment to our state budget approprtations. No additional local dollars are needed, 2 Original Budget Debit Credit New 8ppropriation $ 053170 - 5811 -000 AFDC - Faster Care 176 70,000.00 246,923.00 053170 - 5812 -000 Adoption Subsidy 251,396.00 165,000.00 416,396.00 053170 - 5813 -000 General Relief 3,000.00 800.00 3,600.00 053170 - 5817.000 Spacial Needs Adoptfan 169,233.00 5,000.00 174,231.00 053170 - 5861 -000 V Cducation & Training 4,000.00 1,000.00 5,000.00 053170 - 5864.400 foster Parent Respite Care 2,400.00 700.00 3,100.00 053170 - 5867 -000 TANF Competitive Grant 140,000.00 12,972,00 136,028.00 053170 - 5871 -000 VIEW Wording & Trans. Child Care 275,000.00 87 188,000.00 053170 - 5672 -000 view P0rw3s» cat Services 84,547.00 20,000.00 104,547.00 053170 - 6873 -000 foster Parent 'i"raining 27,000.00 677.00 27,877.00 053170 - 5878.000 Head Start Child Care 17,000,00 9300 26,300.00 053170 - 5881 -000 Non -VIEW CNN Care 90% 150,713.00 150,713,00 - 053170 - 5863 -000 Non -VIEW Child Care 400% 258,423.00 95,000.00 163,423.00 053170 5895.000 Adult Protective 5orvices 6,517.00 300.00 8,817.00 053160 - 1005 -000 Ort CO rornperlsation /01 29,70000 5,50000 35,200,00 053160 • 2009 -000 ()rw.mploymem Insurance 2,000 0o 6,263.00 8,263.00 053160 - 2011 -000 Workers Compensation 7,646.00 002.00 6,548.00 053160 • 3001 -000 Professional Servires - other 1,600.00 1,500.00 - 053160 - 3005 -000 Maintenance Service Contracts 12,000.00 9,300.00 21,300.00 053160 - 3010 -000 Contractual Services - non legal 40,000.00 30,000.00 70,000.00 053160 - 4002 -000 GaasolineiRepairs • Vehicles 29,000.00 7,000.00 27,000.00 053160 5401.000 Office Supplies 59,000.00 3,000,00 62,000,00 053160 - 5506 -000 ravel 1,600,0'0 200 -00 1,700.00 053160 - B005 -000 MotorVehick>s - 41,715.26 41,715.26 053160 8007 -000 tntegrated-1ech, Equipment - 1 ?,551.52 11,56152 053160 - 9002 -000 LeaselRent of Building 242,000.00 29,000.00 271,000.00 053160 - 1001 -000 Salaries 2,468,486.00 142,931.78 2,325,554.22 4,458,982.00 417,4108.78 480,116,78 4,385.274.00 (72,708.00) aMcati(an reduetiort tear fY 2012 "These Charges are to bring the county budget appropriations in alignment to our state budget approprtations. No additional local dollars are needed, 2 2011 -2012 BUDGET IN - REVISED BUDGET DEPARTMENT. Frederick Co. DSS - Administration EXPENDITURE TOTAL AMOUNT LINE ITEM DESCRIPTION (PER LINE ITEM) 1001 S alaries & W ages 2,325,554 1005 Extra help /overtime 35,200 1006 Compensation of Board members 4,80 2001 FICA 177,605 2002 VRS 308, 370 2005 Health 549,390 20 06 Group Life Insurance 6_ ,257 2009 MM_.__.._.— _ Unemployment Insurance 8,263 2011_ Wo 8,5 48 _0 3001 Professional Services - Other 3002 C ontr a c t Serv ices - Lega 65,000 3005 . __ .. _ Maintenance Service Contracts 21,300 3007 Advertisement 2,800 3010 Contract Services - Not Legal 70,000 4002 _ in Gasoline /Rep airs - Vehicles .__ ____....,_..._,....�_........._ 27,00 5201 —...._ Postage 26,000 5202 Telecommunicat 15,000 5300 Insurance 8,000 540 Offi S u p plies - - - 6 2,000 _ _ 5505 - - - -- -- Training 1,000 5506 Travel 1,700 5600 Contribution Shelter for Abused Women 6,503 58 ( Dues & Association Memberships 1 ,000 8005___... .._.___._.___— __.._._..__.___.- _ Motor Vehicles _ 41,715 8007 Inte Tech Eq 11,552 9001 Lease /Rent of Equipment 12,000 9002 LeaselRent of Building 2 71,000 TOTALS 4,067,557 9 El in 0 an a En o 0 0 60 &No sn am © o 61 to C> n on n C7 C� 0 C L C5 r- C3) � C3 C3 CD C> r- co o m -- i C3 n CD; CD CD M r- to CD M cj 1 C9Q 0 N v M C5 t17 Lr)_ M ti to M CD UJ LEl 0 ID �r CD! t) i C)i 0! 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OD ! a) co o (0 : Ln, LO LO L L,) i io l 4"�! LO: LD El COUNTY ofI=REDERICK Parks and Recreation Dcpimnicrnt 540 -665 -5678 FAX: 540- 665 -9687 %vwNv.icprd.nct c -mail: fcprd(i MEMO To: Finance Committee From: Jason Robertson, Director Subject: Proffer Funds Date: July 3, 2012 The Frederick County Parks and Recreation Commission is requesting $75,000 in Parks and Recreation proffer funds to purchase a mini -bus. The mini -bus would have a minimum occupancy of 20 passengers and be used for general public regional trips, senior programs, senior trips, and camps. The mini -bus is a component of the Fleet Trip Vehicles which is # 2 on the Parks and Recreation CIP list for 2013. Continued growth in the overall County population since 2000 has led to the increased activity demands on the Parks and Recreation Department. All Frederick County residents, regardless of geographic location may benefit from this vehicle. 'The Parks and Recreation Proffer balance was $178,112 as of May 31, 2012. Please feel free to contact me in advance with any questions you may have regarding this request at (540) 665 -5678. 107 Nortlh Kent Street Wincltesier, VA 22601 5 16" Alt 0 _ _ r) ° ;, . 1 COMMONWEALTH ATTORNEY ELIMINATE P/T ADMN POSITION AND FILL WITH F/T ATTORNEY HIRE F/T ATTORNEY AND RETAIN P/T ADMN POSITION P/T S/A request F/T 9 months YEARLY BUDGETED SALARY $ 40,000 $ 60,000 FICA 7.65% $ 833.33 3,060 June 2013) 4,590 MEDICAL /DENTAL $ 7,084 7.65% - 3,443 7,084 VRS 12.93 % 5,313 - 12.93% 7,758 GROUP LIFE 1.19% 1.19% - 536 714 WORKERS COMP 0.08 36 32 48 TOTAL FRINGES (YEARLY) TOTAL COMPENSATION $ 3,092 $ 20,194 TOTAL COMPENSATION $ 43,092 $ 80,194 HIRE F/T ATTORNEY AND RETAIN P/T ADMN POSITION General Fund Supplemental Appropriation Request 0 S/A request S/A request Addt'I Funds 9 months Addt'I Funds 9 months (Oct 2012 - Needed (yr) (per pay) (Oct 2012 - $ 20,000 $ 833.33 F/T June 2013) YEARLY BUDGETED SALARY $ 60,000 $ 45,000 FICA 7.65% 4,590 3,443 MEDICAL /DENTAL $ 7,084 7,084 5,313 VRS 12.93% 7,758 5,819 GROUP LIFE 1.19% 714 536 WORKERS COMP 0.08 48 36 TOTAL FRINGES (YEARLY) $ 20,194 $ 15,146 TOTAL COMPENSATION $ 80,194 $ 60,146 General Fund Supplemental Appropriation Request 0 S/A request Addt'I Funds 9 months Addt'I Funds Needed (Oct 2012 - Needed (yr) (per pay) June 2013) $ 20,000 $ 833.33 $ 15,000.00 1,530 63.75 $ 1,147.50 7,084 295.17 $ 5,313.00 7,758 323.25 $ 5,818.50 714 29.75 $ 535.50 16 0.67 $ 12.00 $ 37,102 $ 1,545.92 $ 27,826.50 General Fund Supplemental Appropriation Request 0 m onwealth ®f 1 ' i r � . �C,o � era COUNTY OF FREDERICK GLENN R. WILLIAMSON Commonwealth's Attorney ROSS P. SPICER Deputy Commonwealth's Attorney ANDREW M. ROBINS Assistant Commonwealth's Attorney DENNIS J. MCLOUGHLIN, JR. Assistant Commonwealth's Attorney OFFICE OF THE COMMONWEALTH'S ATTORNEY 107 NORTH KENT STREET WINCHESTER, VIRGINIA 22601 (540) 665 -6353 FAX (540) 667 -3454 To: Paul Nofsinger, Director of Human Resources Frederick County Human Resources Cheryl Shiffler, Finance Director Frederick County Finance From: Glenn R. Williamson, Commonwealth's Attorney Frederick County Commonwealth's Attorney's Office Date: July 25, 2012 RE: Change of Positions FAHNDA HASHISH Assistant Commonwealth's Attorney ERIC W. HEFLIN Investigator MELISSA D. RICE Victim /Witness Director — 665 -6364 I am requesting that the present part -time Administrative Assistant position in the Commonwealth's Attorney's Office (Budget item 1003 -000) be eliminated and that a new full -time position for an additional Assistant Commonwealth's Attorney be created. 7 • r r ^ry Employee Section: Employee Name: Address: Home Prone Number: County of Frederick Human Resources Department Part -Time Employee Action Form Cell Phone Number: Emergency Contact Name & Phone Number : Emergency Contact Full Address: Employee Signature: Department Section: Date: Action: � lNW� � � � - Title: . S t I r a �� � SSr<S'�d Effective Date: De NNINdefii (ft eu's 'UITTo Line Item: Ioo3 _ bob Hourly Rate Supervisor Signature: Date: Dept Head Signature: Date: 'j 9-12- o j Z New Hires: These required forms must be attached 1. 1 -9 2. State & Federal Tax Forms 3. Direct Deposit HR Section: Received: HR Representative Signature: Finance 'Section: FEDW: STW: Emailed to Finance: 941: DOB: City: W/C: Emp #: Race: Sex: State: Zip: Email: Date: EE04: i Department Section: Employee Name: Address: Date: Phone Number: Email: Race: Action: NCw p2SI -n TitleAssis-6y�t ©i e& Effective Date: LWOP: Dates: Effective Date: Other: see a a ryAek Effective Date: Salary. $ Gr 000. ©) % increase (sal adj): (last n ame only) '/ Month: $ $4.00 Department: Hourly : $ $0.00 Line Item: Employee Signature: Dept Head Signature: HR Section: = Pay Total: $ Received: Emailed to Finance: Pay Date: Dates: # hrs: @ S hour = $ + 1/2 mth: $ Other: Leave Payout: Next Pay Date: Date: Date: 7 ZS 0 12— j I 1/2 mth: S HR Director Signature: County Administrator Signature: New emp Deductions F1 Add H/D ❑ COBRA ❑ GL # Evaluation Date: Term em p Remove HID ❑ COBRA❑ Code Finance Section: FEpW STW . 941 WIC County of Frederick Human Resources Department Fulltime Employee Action Form Emp #: Other: $ Date: State: No Further Checking: EE04: Reason City: Dept # Title# E /NE Range Step VRS HOSP 9 DENTAL Zip: Sex: m onwealth o f 'T ro , , ,o g nia COUNTY OF FREDERICK GLENN R. WILLIAMSON Commonwealth's Attorney ROSS P. SPICER Deputy Commonwealth's Attorney ANDREW M. ROBBINS Assistant Commonwealth's Attorney DENNIS J. MCLOUGHLIN, JR. Assistant Commonwealth's Attorney OFFICE OF THE COMMONWEALTH'S ATTORNEY 107 NORTH KENT STREET WINCHESTER, VIRGINIA 22601 (540) 665 -6383 FAX (540) 667 -3454 July 25, 2012 John R. Riley, Jr. County Administrator County of Frederick 107 North Dent Street Winchester, Virginia 22601 FAHNDA HASHISH Assistant Commonwealth's Attorney ERIC W. HEFLIN Investigator MELISSA D. RICE Victim/Witness Director -- 665 -6369 N , t r O 26 2728 �9 130 o � 4LO �6 Dear John: I know that this is not a good time to make a request for additional funds but I feel I have no choice. According to the latest available staffing standards (2012) of the State Compensation Board, my Office should have S Assistant Commonwealth's Attorneys. As you know, I have four (4) Assistants. Thanks to the positive governance of our County through the salary supplements provided, I have top -notch Assistants who are able to handle more than an average caseload. But even quality has its limitations. We are in desperate need of another Assistant. Even though we are ranked 3 in terms of need among all Commonwealth's Attorney Offices and 1 among "mid- size" Offices, our annual requests to the Compensation Board for an additional Assistant have not been granted and the prospects of getting one this year, as I understand, are practically none. Therefore, reluctantly, what I am proposing is that the position of Administrative Assistant, presently filled by Dan Hoopes (Budget item 1003 -000) be eliminated and, in its place, I be permitted to hire an additional Assistant Commonwealth's Attorney, which would be funded entirely by the County. The minimum salary for an Assistant required by the Compensation Board is $ 45,385,1 think. However, in order to hire a quality prosecutor I think 10 it would require a salary of approximately S 60,000. This would require an additional $ 20,000 plus the cost of benefits from the County. I know this is a difficult time for all but I wouldn't mare this request unless 1 thought it necessary to continue the same level of quality service to the citizens. Please advise me of any additional action necessary on my part or any additional information you may need. As always, thank you for your assistance and consideration. Sin erely, Glenn R. Williamson Commonwealth's Attorney Frederick County, 'Virginia 11 0. 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M f• O) r C37 (� CA r o L17 r 6S m M r r Ln M r Cn t< Lf 1 M 0 M C> M M I- 1 M C) CD L() r< (D L() M N'cr 1' 4 0 r o r M cD CD M M M M Q M M C)) 0 L() C) r M C) C) C] C) C) r CD C) LC) r r r r r r C) r r C) r a C) r r r r r r Q r N co rt U CD h w M C) r N M I - U) CO r- M M C) <- N CO �r U) cD r- 00 Cn O r N Z N N N N N N N N N N M M M k� 12 I< NX WINCHESTER REGIONAL AIRPORT 491 AIRPORT ROAD UWNG,nf WINCHESTER, VIRGINIA22602 ic7V OF MRGMA � 540 - 662 -5786 To: Cheryl Shiffler, Finance Director, Fredrick County From: Renny Manuel, Director, Winchester Airport Date: July 31, 2012 Re: Fund 85 — Capital FY 2013 Budget Appropriations On behalf of the Winchester Regional Airport Authority, I respectfully request a budget appropriation in Fund 85 (Capital) as listed below for new projects; encumbered balances for projects in progress at year end FY 2012 and unencumbered balances for land acquisition projects in progress at year end FY 2012. Revenue appropriations: 85- 033010 -0012 85- 024040 -0012 85- 019110 -5150 85- 019110 -0009 85- 019110 -0009 Federal Reimbursements State Reimbursements Transfer from General Fund — County Share Local Contribution —City Share Local Contribution —Other Localities $1,275,689 $ 131,676 $ 45,320 $ 18,064 $ 10,000 Expenditure appropriations: 85- 081030 - 8801 - 000 -060 FY 12 Bal- Acquire Land APR Mini Storage 85- 081030 - 8801 -000 -071 FY 12 Bal— Land Acquisition Parcel 64 85- 081030 - 7801 - 000 -043 NEW - State Eligible Maintenance Repairs 85- 081030 - 7801 - 000 -XXX NEW —Rehab & Relocate South Apron 85-081030- 7801 - 000 -XXX NEW — Maintenance Facility Design $647,830 $295,000 $ 50,000 $400,000 $ 87,919 The land acquisition projects are ongoing and are not encumbered therefore the balances are not automatically carried into the current fiscal year_ All listed projects are programmed for Federal and/or State funding grants. Supporting documents are attached for reference. Should you need additional information or have any questions, please do not hesitate contacting me. Thank you for your continued support and assistance. 13 14 I %./ _ N] in 17 , t71 €] CA SD c�i 4.7 114 dt g -0 C?, CL 0) co y{ al • N a O r r L $ m 0 CL C v �c U - c °W w O f 7 41 C js C [c6 3 [f] L Q7 w. 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O (0 C (0 C c m j c N U) C E m C O O L "d Q +� J L N N O o or U) cn , uJ Q O Q O U) U) Q U r Q Q- Q Q- L Q � U L C Q N a. U Q N Q N ..+ c LL m c c c N W V p c- }• c- }• p N N N U) U) N N c N + LL LL E m D E (7 LL LU L U i ^^,, W U) N O U) Q p cu <Q M Q a U ® Q M 0) m CO a� m g C U U 22 cu C cm (B D D cn : LL. (6 (6 (6 CU U N Z J J d CD L N W c U > CU C .� C N (6 Q a- a (D Q m w (D D� 0 (6 N U) 1 O \ Q q a C \ 0 � $ 0 0 0 � � / / q q G 2 C) Q) / / / / $ n o o \ o o } \ $ / ± k K C) 7 O R . � § c � \ / / / / / k 2 k R < J + � % ± U / ) ) \ E 2 k O t .§ 2 \ � \ / CO � u c o 0 0 0 0 a) \ E $ / / / -j � Z ƒ © % / ? � w � \ a n V > ± ± VZ W LL \ k / \ \ / � 00 % / % \ m CO W > � < CL CU E — g c � 5 5 /_ / Q $ CO m / % m � � ƒ / \ f / m \ « § Lu ƒ ƒ 2 } / c c ± ® m f 0 2 2 / 7 / \ a. \ / / ® / \ § LL 2 = 2 ° \ / \ � \ / . $ ± ± ± 2 ± < 2 \ Q $ ' I § $ L / / \ / / < 5 % % ® $ / \ ƒ © ° / ƒ \ :t:f / $ (D ± E q E ƒ < / 7 E % E $ \ 2 / 0 07 E m < $ ƒ \ k \ ƒ O \ Q q a C \ 0 � $ 0 0 0 � � / / q q G 2 |/ Q) } ± / § c � > g � 2 k R / J % 2 / ) ) E k t .§ 2 \ � \ / \ � -1 / / / LL |/ CAPITAL PROJECT JUSTIFICATIONS WINCHESTER REGIONAL AIRPORT The Winchester Regional Airport Authority plans to continue the development of the Winchester Regional Airport in accordance with the Twenty Year Master Plan developed to enhance services to the community and nearby localities. ITEM: LAND ACQUISITION BUFFLICK ROAD Land Acquisition of numerous parcels along Bufflick Road identified on the current Airport Property Map are included in the Airport Twenty -Year Master Plan and is to be acquired fee simple to meet Federal Aviation Administration design standards for Runway 14 Safety Area and for Noise Abatement. Under the Federal Aviation Administration's Part 77 Surface Requirements, the Airport is required to own fee simple property within the Primary Surfaces. This requirement is also included in the Code of Virginia 15.2. For several years, development requiring land acquisition at the Winchester Regional Airport has focused on the Runway 32 (southwest) end. With that land acquisition project complete, several parcels within the Runway 14 (northeast) end also need to be acquired. Acquisition is necessary because many of the identified parcels are located within the Airport's FAR Part 77 primary surface and /or approach surface. In addition, several of the residential parcels are located inside the FAA's projected DNL 65 noise contour. The FAA considers residential use within the noise contour non - compatible with airport operations and encourages airport to resolve the non - compatibility through acquisition fee simple where feasible. Parcels designated for acquisition will be scheduled and budgeted based upon FAA and Virginia Department of Aviation safety criteria. It is anticipated that the airport will budget approximately two parcels a year for acquisition over the next ten years. Safe and efficient approach systems into the airport are essential in attracting business traffic into this region especially during adverse weather conditions which could produce more revenue for the region and additional operating revenue for the airport to help the airport be more self- sustaining. Funding is on a 95/3/2 Federal /State /Local basis ITEM: REHABILITATE & RELOCATE SOUTHEAST APRON (Inc. partial relocation of TIW "A" to 400') - DESIGN PHASE The design phase to reahiblitate & relocate the South Apron is included in Section I of the Taxiway "A" relocation project. Due to detoriating conditions of the existing ramp this project will begin prior to work for relocating the existing taxiway. The taxiway relocation project will be phased in four sections spanning over a five -year period and will be postponed until asphalt conditions move the project to a higher priority. This project is part of the 20 Year Master Plan adopted in October 2005. Funding is on a 95/3/2 Federal /State /Local basis ITEM: AIRFIELD MAINTENANCE STORAGE FACILITY Currently all airfield maintenance equipment is being stored in various location throughout the airport. Airport dump trucks, snow removal equipment and some tractors are stored in an old wooden t- hangar structure. The structure is slated for removal as part of the Master Plan due to its location within the safety area. The structure has dirt floors, barn type sliding doors most of which have broken off from age & weather, is open and unsecured. Birds are quickly destroying the finish on equipment and making nests inside of engine compartments. A new storage facility will include a small attached bay area large enough to accommodate airport equipment for preventative maintenance by staff. Currently the airport uses one of the t- hangar units to store supplies and to use for light maintenance such as oil changes, brake pads, etc. performed by staff. The t- hangar unit is unheated with no restroom facility and because of its current use for parts storage, etc. it is not being leased resulting is a slight loss of operating revenue potential. Certain aspects of this project are eligible for limited funding from the State and will be largely funded from local funds. Funding for the design phase is State - $51,392; Local $36,527 ITEM: MAINTENANCE ITEMS A. General Maintenance This item will provide funds for the general maintenance of eligible Airport facilities including vegetation control. Funding is on an 80/20 State /Local basis. B. F & E Repairs, lighting supplies, etc. This item will provide funds for the general maintenance of all airfield lighting including fixtures, bulbs, flanges, etc. Funding is on an 80/20 State /Local basis. With some items being funded on a State only basis. C. AWOS and Lighting Equipment Maintenance Contract Airfield maintenance is eligible for State funding through the Department of Aviation's maintenance program. Maintenance of airfield lighting is required by State grant assurances. There is no increase to the operating budget from this project. Without State funding, the operating budget would have to cover these maintenance items. Funding is on an 90/10 State /Local basis. i FY 2013. The City approved a larger amount than currently needed on Capital because the budget packet in December included Phase I of the Taxiway Relocation project. That project is being delayed until the asphalt warrants giving it a higher funding priority per the FAA. The memo is just for your FYI. There are only 3 NEW projects —the other three are in FY 2012. If you need me to submit some other layout let me know or if you have any questions just call. Thanks as always for your help, Renny Serena (Kenny) Manuel Executive Director - Winchester Kegional.Airport .Authority 491 .Airport Koad Winchester, Virginia 22602 (54o) 662 -5786 ok 1J g � r fK County fl elp ROB ERT T. WILLIAMSON Sheriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 TO : Angela Whitacre — Treasurer's Office FROM : Sheriff Robert T. Williamson SUBJECT : Donation — DARE Program MAJOR R. C. ECKMAN Chief Deputy DATE : June 11, 2012 Attached please find a check in the amount of $100.00 from Evendale Elementary School. This amount represents a donation to the DARE Program. We are requesting this amount be posted to 3- 010 - 0189901 -0015 (100J). A separate memo will be sent to Finance requesting the funds be appropriated into the DARE operating budget. Thank you. RTWlasw Cc: Finance o31oaD -5413 - 00a�� Sheriff � 20 x sl � - �ounly rou ROBERT T. WILLIAMSON Sheriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax(540)504 -6400 TO : Angela Whitacre — Treasurer's Office FROM : Sheriff Robert T. Williamson 9411 SUBJECT : Donation — DARE Program DATE : June 25, 2012 MAJOR R. C. ECKMAN Ch ief Dep uty Attached please find a check in the amount of $55.00 from the Evendale Elementary School PTO. This check represents a donation to the DARE Program. We are requesting this amount be posted to 3- 010 - 018990 -0015 (100J). A separate memo will be sent to Finance requesting this amount be appropriated into our operating budget for DARE. Thank you, RTW /asw Cc: Finance c.5• bla y- o\ o- D 31 adD- 5L� 13 -C�� ob Sheer "'"'Irrfae 21 MICHAEL J WILSON United states Government 1 007 UBACE/MED -iaer Official Use Only 17 -2191G 77776 US Government Tax Exempt USAGE MIDDLE EAST DIVISON fi= � r4TW41$ 201 PRINCE FREDRICK DR.% WINCHESTER, VA 22602 f Yom' U.S. BANK 1 1' [Mbank. CONVENIENCE CHE US. Bank National Association o_ _,�, Minneapolis, MN 55440 [yFIMVrj r OLLARS ' , NOT VALID FOR MORE THAN $3000.00 4 M+ Fax (540) 504 -6400 TO : Angela Whitacre - Treasurer's Office _{ FROM : Sheriff Robert T. Williamson , SUBJECT : Quarterly Payment -- Use of Range R R. C. ECKMAN Chief Deputy DATE : July 18, 2012 Attached please find a check in the amount of $500.00 from the Army Corps of Engineer - Middle East Division for their quarterly payment for use of our firing range. We are requesting this amount be posted to 3- 010 - 019110 -0058 (1 OFL). A separate memo will be sent to Finance with a copy of this memo requesting appropriation in our budget. Thank you. 4 - 01 D 31 0a0-540q RTW /asw Attachment Cc. Finance 22 w ,,,dl olrlc,k COu � Sheers �c,%. ROBERT T. WILLIAMSON Sheriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 TO : Angela Whitacre — Treasurer's Office FROM : Sheriff Robert T. Williamson 0 SUBJECT : Quarterly Payment— Use of Range MAJOR R. C. ECKMAN Chief Deputy DATE : June 25, 2012 Attached please find a check in the amount of $500.00 from the Army Corps of Engineers for use of our firing range. We are requesting,this amount be posted to 3 -010- 019110 -0058 (1 OFL). A separate memo will be sent to Finance requesting this amount be appropriated into our operating budget. Thank you, RTWlasw Cc: Finance C,5. �I2 y -o�ti- o3ioa0- 5409 -W' 0-000 23 COMMONWEALTH ®f VIRGINIA Garth L. Wheeler Department of Criminal Justice Services Director June 30, 2012 Mr. John R. Riley, Jr. County Administrator Frederick County 107 North Kent St., 2nd Fl. Winchester, VA 22601 Title: Interinet Crimes Against Children Dear Mr. Riley: ' 1100 Bank Street Richmond, Virginia 23219 (804) 786 -4000 TD❑ (844) 386 -8732 I am pleased to advise you that grant number 13- B2273AC13 for the above - referenced grant program has been approved for a total award of $76,964 in Special Funds. Enclosed you will find a Statement of Grant Award and a Statement of Grant Award Special Conditions, To indicate your acceptance of the award and conditions, please sign the award acceptance and return it to Janice Waddy, Grants Administrator, at the Department of Criminal Justice Services (DCJS). Please review the conditions carefully; as some require action on your part before we will disburse grant funds. Also, enclosed are the Post Award Instructions and Reporting Requirements Please refer to and read this information carefully as it contains details on processing financial and progress reports, as well as requesting . awarded funds. .Remember all financial andprogress reports, budget amendment requests and requestfor funds must be processed through our online Grants Management Information System (GMIS). We appreciate your interest in this grant program and will be happy to assist you in any way we can to assure your project's success. If you have any questions, please call Heather Smolka at (804) 371 -0635. . Sincerely, 7 :? J, Garth L. Wheeler Enclosures cc: The Hon. Robert Williamson, Sheriff Ms. Cheryl B. Shiffler, Finance Director Ms. Heather Smolka, DCJS Monitor 3- 010 - 024040 -0030 (10BN) Criminal Justice Service Board • Committee on Training - Advisory Committee on Juvenile Justice Advisory Committee to Court Appointed Special Advocate and Children's Justice Act Programs Private Security Services Advisory Board • Criminal Justice Information Systems Committee wws.virginia,gov Department of Criminal Justice Services 1100 Bank Street, 12th Floor, Richmond, VA 23219 Statement of Grant Award /Acceptance Subgrantee: Frederick County Date: July 30, 2012 Grant Period: Grant Number: From: 07/01/2012 Through: 06/30/2013 13- B2273AC13 Project Director Project Administrator Finance Officer The Hon. Robert Williamson Mr. John R. Riley, Jr. Ms. Cheryl B. Shifl]er Sheriff County Administrator Finance Director Frederick County Frederick County Frederick County 1080 Coverstone Drive 107 North Kent Street, 2nd Floor 107 North Kent Street 2nd Floor Winchester, VA 22602 Winchester, VA 22601 Winchester, VA 22601 Phone: (540) 504 -6580 Phone: (540) 665 -5666 Phone: (540) 665 -5610 Email: rwilliam @co.frederick.va.us Email: jriley @co.frederick.va.us Email: eshiffler @co.frederick.va.us Grant Award Budget Budget Categories DCJS Funds Federal General Special Local = TALS Travel $0 $0 $0 $0 $o Supplies /Other $0 $0 $0 $0 $0 Personnel $0 $0 $76,964 $0 $76,964 Indirect Cost $0 $0 $0 $0 $0 Equipment $0 $0 $0 $0 $0 Consultant $0 $0 $0 $0 $0 Totals $0 $0 $76,964 $0 $76,964 This grant is subject to all rules, regulations, and criteria included in th grant guidelines and the special conditions attached thereto. earth L. Wheeler, Director The undersigned, having received the Statement of Grant Award /Acceptance and t e Conditions attached thereto, does hereby accept this grant and agree to the conditions pertaining thereto, this j r Signatur Title: \-- Al eeII7 25 STATEMENT OF GRANT AWARD SPECIAL CONDITIONS Department of Criminal Justice Services 1100 Bank Street Richmond, Virginia 23219 Internet Crimes Against Children (ICAO) Grant Program — Localities Subgrantee: Frederick County Title: Internet Crimes Against Children Grant Number: 13- B2273AC13 Date: June'�0, 2012 The following conditions are attached to and made a part of this grant award: 1. By signing the Statement of Grant Award/Acceptance, the grant recipient agrees: to use the grant funds to carry out the activities described in the grant application, as modified by the terms and conditions attached to this award or by subsequent amendments approved by DCJS; to adhere to the approved budget contained in this award and amendments made to it in accord with these berms and conditions; and to comply with all terms, conditions and assurances either attached to this award or submitted with the grant application. t 2. The Subgrantee agrees to submit such reports as requested by DCJS. Funds from this grant will not be disbursed, if any of the required Financial or Progress reports are overdue by more than 30 days unless you can show good cause for missing the reporting deadline. 3. Grant funds, including matching funds, may only be expended and/or obligated during the grant period. 'All legal obligations must be fulfilled no later than 90 days after the end of the grant period. 4. By accepting this grant, the recipient assures that funds made available through it will not be used to replace state or local funds that would, in the absence of this grant, be made available for the same purposes, 5. Subgrantee may follow their own established travel rates if they have an established travel policy. If a subgrantee does not have an established policy, then they must adhere to state travel policy. The state allows reimbursement for actual reasonable expenses. Please refer to the following IRS website for the most current mileage *ate: hltp: / /www.irs. / taxpros /article /0 „id= 156624,00.html Transportation costs for air and rail must be at coach rates. 6. Within 60 days of the starting date of the grant, the subgrantee must initiate the project funded. If not started during this period, the subgrantee must report to the DCJS, by letter, the steps taken to initiate the project and the reasons for"the delay, and the expected starting date. If the project is not operational within 90 days of the start date, the Subgrantee must receive approval in writing from the DCJS for a new implementation date or the DCJS may cancel and terminate the project and redistribute the funds to another program. 7. No amendment to the approved budget may be made without the prior approval of DCJS. No more than twog(2) budget amendments will be permitted during the grant period. Budget amendments must be requested using the: online Grants Management Information System, (GMIS), accompanied with a narrative. No budget amendments will be allowed after April 30, 2013. 8. The subgrantee agrees to forward a copy to the DCJS of the scheduled audit of this grant award. 9. All purchases for goods and services must comply with the Virginia Public Procurement Act. Procurement tran$actiotls, whether negotiated or advertised and without regard to dollar value, shall be conducted in a manner so as to provide maximum open and free competition. An exemption to this regulation requires the prior approval of the DCJS and is only given in unusual circumstances. Any request for exemption must be submitted in writing to the DCJS. Permission to make sole source procurements must be obtained from DCJS in advance. 26 Page 2 of 2 Grant No: 13 - 132273AC 13 County of Frederick 10, Acceptance of this grant award by the local government applicant constitutes its agreement that it assumes full responsibility for the management of all aspects of the grant and the activities funded by the grant, including ,assuring proper fiscal management of and accounting for grant funds; assuring that personnel paid with grant funds ay"e hired, supervised and evaluated in accord with the local government's established employment and personnel policies; and assuring that all terms, conditions and assurances —those submitted with the grant application, and those issued.ivith this award —are complied with. 11. PROJECT INCOME: Any funds generated as a direct result of DCJS grant funded projects are deemed project.�income. Project income must be reported on forms provided by DCJS. The following are examples of project income: Service fees; Client fees, Usage or Rental fees; sales of materials; income received from sale of seized and forfeited assets (cash, personal or real property included). 12. DCJS will require the same Quarterly data collection form with the specific data to be collected through cioi Grant Quarter reporting period. A reporting schedule will be included in the Statement of Grant Award documentation.. - if you have any questions regarding your reporting requirements, please contact DCJS Grant Monitor Heather Smolka at Heather. Smolka @dcjs.virginia.gov. 13. Prior to DCJS disbursing funds, the Subgrantee must comply with the following special conditions: a) Please return the signed and dated Internet Crimes Against Children (ICAC) Fund Certification form to'. DCJS by August 31, 2012. The form must be received prior to requesting funds. F 27 COMMONWEALTH of VIRGINIA Department of Criminal Ja stice Services 1100 Bank Street Garth L. Wheeler Richmond, Virginia 23219 Director (804) 786 -4000 June 18, 2012 TDD (804) 386 -8732 Mr. John R. Riley, Jr. County Administrator Frederick County 107 North Kent Street, 2nd Floors JUN 291 Winchester, VA 22601 Title: Internet Crimes Against Children Dear Mr. Riley: I am pleased to advise you that grant number 13- A2585AC13 for the above - referenced grant program has been approved for a total award of $14,778 in Special Funds. Enclosed you will find a Statement of Grant Award and a Statement of Grant Award Special Conditions. To indicate your acceptance of the award and conditions, please sign the award acceptance and return it to Janice Waddy, Grants Administrator, at the Department of Criminal Justice Services (DCJS). Please review the conditions carefully; as some require action on your part before we will disburse grant funds. Also, enclosed are the Post Award Instructions and Reporting Requirements Please refer to and read this information carefully as it contains details on processing financial and progress reports, as well as requesting awarded funds. Remember all financial and progress reports, budget amendment requests and request for funds must be processed through our online Grants Management Information System (GAMS). We appreciate your interest in this grant program and will be happy to assist you in any way we can to assure your project's success. If you have any questions, please call Heather SmoIka at (804) 371 -0635. Sincerely, Garth L. Wheeler Enclosures cc: The Hon. Robert Williamson, Sheriff Ms. Cheryl B. Shiffler, Finance Director Ms. Heather Smolka, DCJS Monitor 3 010 0aLIOlI➢ 00M) Criminal Justice Service Board • Committee on Training • Advisory Committee on Juvenile Justice Advisory Committee to Court Appoirted Special Advocate and Children's Justice Act Programs Private Security Services Advisory Board - Criminal Justice Information Systems Committee www.dc)g�ginia.gov Department of Criminal Justice Services 1100 Batik Street, 12th Floor, Richmond, VA 232I9 Statement of Grant Award /Acceptance Subgrantee: Frederick County Date, June 18, 2012 Grant Period: Grant Number: From: 07/01/2012 Through: 06/30/2013 13- A2585AC 13 Project Director Project Administrator Finance officer The Hon. Robert Williamson Mr. John R. Riley, Jr. Ms. Cheryl B. Shittler I Sheriff County Administrator Finance Director Frederick County Frederick County Frederick County 1080 Coverstone Drive 107 North Kent Street, 2nd Floor 107 North Kent Street, 2nd Floor Winchester, VA 22602 Winchester, VA 22601 Winchester, VA 22601 Phone: (540) 504 -6580 Phone: (540) 665 -6382 Phone: (540) 665 -5610 Email: rwilliam@co.frederick.va.us Email: jrileyuco.fredcrick.va.us Email. cshifflcc@ico.frederick.va.us Grant Award Budget Budget Categories DCJS Funds Federal General Special Local TOTALS Travel $0 $0 $0 $0 $0 Supplies /Other $0 $0 $8,399 $0 $8,399 Personnel $0 $0 $0 $0 $0 Indirect Cost $0 $0 $0 $0 $0 Equipment $0 $0 $6,379 $0 $6,379 Consultant $0 $0 $0 $0 $0 Totals $0 $0 $14,778 1 $0 $14,778 This grant is subject to all rules, regulations, and criteria included in the grant guidelines and the special conditions attached thereto. Garth L. Wheeler, Director The undersigned, having received the Statement of Grant Award/Acceptance and the Conditions attached thereto, does hereby accept this grant and agree to the conditions pertaining thereto, this day of 20 Signature: Title: 29 o4 Lrlmina7� , Commonwealth of Virginia Department of Criminal Justice Services Grants Management & Administration Date: Locality and Grant number Internet Crimes Against Children (ICAO) Fund Equipment, Overtime and Training Certification For NOVA ICAO Affiliates I certify that any funds awarded under the grant period July 1, 2012 to June 30, 2013 will be used to supplement existing funds for ICAC Equipment, Overtime Pay, and Training and will not replace (supplant) local funds. The ICAC Fund will be used to provide funding directly to local law enforcement agencies to enhance affiliate members' ability to comply with response and operational guidelines established by 4JJDP. While working Overtime hours paid with grant funds, the ICAC Investigator must be assigned to conduct investigations related to ICAC affiliated cases for the employing law enforcement agency and the ICAC affiliate law enforcement agencies within the Investigator's ICAC District. Equipment and Training purchased with grant funds must be utilized solely for the purpose of conducting ICAC affiliated cases for the employing law enforcement agency. Signature of Grant Project Director Loca tt Title Phone # and email Mail completed form to: Department of Criminal Justice Services Grants Management 1100 Bank St. Richmond, VA 23219 30 STATEMENT OF GRANT AWARD SPECIAL CONDITIONS Department of Criminal Justice Services 1100 Bank Street Richmond, Virginia 23219 Internet Crimes Against Children (ICAO) Grant Program W- Localities Subgrantee: Frederick County Title: Internet Crimes Against Children Date: June 18, 2012 The following conditions are attached to and made a part of this grant award: I. By signing the Statement of Grant Award/Acceptance, the grant recipient agrees: to use the grant funds to carry out the activities described in the grant application, as modified by the terms and conditions attached to this award or by subsequent amendments approved by DCJS; to adhere to the approved budget contained in this award and amendments made to it in accord with these terms and conditions; and to comply with all terms, conditions and assurances either attached to this award or submitted with the grant application. 2. The Subgrantee agrees to submit such reports as requested by DCJS. Funds from this grant will not be disbursed, if any of the required Financial or Progress reports are overdue by more than 30 days unless you can show good cause for missing the reporting deadline. 3. Grant funds, including matching funds, may only be expended and/or obligated during the grant period. All legal obligations must be fulfilled no later than 90 days after the end of the grant period. 4. By accepting this grant, the recipient assures that funds made available through it will not be used to replace state or local funds that would, in the absence of this grant, be made available for the same purposes. 5. Subgrantee may follow their own established travel rates if they have an established travel policy. If subgrantee does not have an established policy, then they must adhere to state travel policy. The state allows reimbursement for actual reasonable expenses. Please refer to the following IRS website for the most current mileage rate: http: / /www.irs.gov /taxpros /article /O,.id= 156624,00.htm) Transportation costs for air and rail must beat coach rates. 6. Within 60 days of the starting date of the grant, the subgrantee must initiate the project funded. If not started during this period, the subgrantee must report to the DCJS, by letter, the steps taken to initiate the project and the reasons for the delay, and the expected starting date. If the project is not operational within 90 days of the start date, the subgrantee must receive approval in writing from the DCJS for a new implementation date or the DCJS may cancel and terminate the project and redistribute the funds to another program. 7. No amendment to the approved budget may be made without the prior approval of DCJS. No more than two (2) budget amendments will be permitted during the grant period. Budget amendments must be requested using the online Grants Management Information System, (GMIS), accompanied with a narrative. No budget amendments will be allowed after April 30, 2013. 8. The subgrantee agrees to forward a copy to the DCJS of the scheduled audit of this grant award. 9. All purchases for goods and services must comply with the Virginia Public Procurement Act. Procurement transactions, whether negotiated or advertised and without regard to dollar value, shall be conducted in a manner so as to provide maximum open and free competition. An exemption to this regulation requires the prior approval of the DCJS and is only given in unusual circumstances. Any request for exemption must be submitted in writing to the DCJS. Permission to make sole source procurements must be obtained from DCJS in advance. Grant Number: 13- A2585AC13 31 Page 2 of 2 Grant No: 13- A2585AC13 County of Frederick 10. Acceptance of this grant award by the local government applicant constitutes its agreement that it assumes full responsibility for the management of all aspects of the grant and the activities funded by the grant, including assuring proper fiscal management of and accounting for grant funds; assuring that personnel paid with grant funds are hired, supervised and evaluated in accord with the local government's established employment and personnel policies; and assuring that all terms, conditions and assurances —those submitted with the grant application, and those issued with this award —are complied with. 11. PROJECT INCOME: Any funds generated as a direct result of DCJS grant funded projects are deemed project income. Project income must be reported on forms provided by DCJS. The following are examples of project income: Service fees; Client fees; Usage or Rental fees; sales of materials; income received from sale of seized and forfeited assets (cash, personal or real property included). 12. DCJS will require the same Quarterly data collection form with the specific data to be collected through each Grant Quarter reporting period. A reporting schedule will be included in the Statement of Grant Award documentation. If you have any questions regarding your reporting requirements, please contact DCJS Grant Monitor Heather Smotka at I- leather .Smolka @dcjs.virginia.gov. 13. Prior to DCJS disbursing funds, the Subgrantee must comply with the following special conditions: a) Please return the signed and dated Internet Crimes Against Children (ICAC) Fund Certification form to DCJS by August 31, 2012, The form must be received prior to requesting funds. 32 fl oo County ROBERT T. WILLIAMSON Sheriff sbeyr,•s 'wow 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 MAJOR R. C. ECKMAN Chief Deputy RECe JUL 1 9 201Z Finange bePartrnent TO : Finance Department FROM : Sheriff Robert T. Williamson SUBJECT : Insurance Reimbursement DATE : July 18, 2012 We are requesting the amount received of $5,032.85 for the auto claim dated June 24, 2012 be appropriated into our operating budget to cover the cost of repair to the vehicle. Appropriation line: 3102 -3004 -002. Thank you. 3-aa -Mqo -cal C.S. 1 31 1;� RTW /asw 33 w Department of Public Works 540/665 -5643 ae nr FAX: 540/678 -0682 MEMORANDUM TO: Cheryl B. Shiffler, Director of Finance FROM: Harvey E. Strawsnyder, Jr., P.E., Director of Public Works HA Im SUBJECT: Carry Forward /Supplemental Appropriation Request Fiscal Year Budget 2011/2012 to Fiscal Year Budget 2012/2013 DATE: August 7, 2012 In a scheduled meeting dated June 26, 2012, the public works committee endorsed the following carry forward requests for referral to the finance committee: Landfill -12 -4204 $1,055,000 (Attachment 1) In addition to the above carry forward request, the committee reviewed and endorsed a request to fund the development of a new citizens' convenience site to replace the woefully inadequate Gainesboro site which continues to be subjected to illegal dumping. This particular site has been on our capital improvement list for at least seven (7) years due to the aging equipment and limited site constraints. It should be noted that only recently have we been able to acquire a site for the relocation of the convenience center. The sale of the old Gainesboro Elementary School resulted in retaining a 1.4 acre parcel that can accommodate the development of a new convenience site. We also retained a 60 foot right -of -way across the former school property. We are proposing that the site be developed using the revenue generated from the sale of the property ($74,000) and all funds remaining from the public works refuse budgets (Fiscal Year 2011/2012), citizens' refuse disposal (10 -4204) and refuse collection (4203) with estimated year end remaining funds of $142,000 and $71,500, respectively. Preliminary budget estimates indicate that the design and development of the site will cost approximately $325,000 (see attachment 2). The difference between the above fund sources and the estimated budget will be derived from the current Fiscal Year 2012/2013 budget. We are requesting that the finance committee consider a supplemental appropriation in the amount of $287,500 to be placed in the Fiscal Year 2012/2013 refuse collection budget line item 10- 4203 - 8900 -00 — Improvements Other than Buildings. HES /rls Attachments: as stated cc: file T:\RHONDA\ BUDGET \CARRYFORWARDS\ FINANCECOMCARRYFORWARD- SUPAPPROPFYI3.DOCX 34 ATTACHMENT 1 =� COUNTY of FREDERICK Department of Public Works 5401665 -5643 FAX: 540/678 -0682 MEMORANDUM TO: Public Works Committee FROM: Steve Frye, Landfill Manager THROUGH: Harvey E. Strawsnyder, Director of Public Works Rel SUBJECT: Carry Forwards to 2012/2013 DATE: June 18, 2012 We are requesting that the following funds be carried over from the 2011/2012 budget into the new 2012/2013 budget. The total amount of this request is $1,055,000 and is itemized as follows: 12- 4204 - 3002 -00 Professional Services We are requesting that $200,000 be carried forward and allocated to line item 12- 4204- 3002 -00 for professional services. These funds were allocated for construction quality assurance monitoring for a new CDD cell that will be completed in the fall of 2012. It will also be used to improve on the Permit 40 storm water infiltration design. These projects are ongoing and will require funding in the 12/13 budget. 12- 4204 - 3010 -00 Other Contractual Services We are requesting that $125,000 be carried forward and allocated to line item 12- 4204- 3010 -00 for other contractual services. The landfill needs to relocate a power line that is located on the Clarke County property. In addition, there is a large stockpile of concrete and rock that we would like to have crushed and reduced to make useable material. 12- 4204 - 8006 -00 Construction Vehicles and Equipment We are requesting to carry forward $30,000 in this line item. We have included a new water truck in the 2012/2013 budget. During preliminary discussions with vendors, we have found that our initial budget is below actual anticipated costs of the vehicle. 35 12- 4204 - 8900 -00 Improvements Other Than Buildings We are requesting that $700,000 be carried forward to complete projects that were planned for the 2011/ 2012 that did not get completed. These projects include upgrades to the permit 40 leachate collection basin along with improvements to the storm water management system. 36 ATT COUNTY OF FREDERICK Department of Engineering & General Services (703) 665-5643 Job No: Item: By: Date. 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If f IZC By- oate:1 LioLILF Project: amw&&V,(;e ISheet I of Check: I Date: �.Q-i s 4- 7 __ 4i + � 4VL& L ' I � �t � Cf J u " I kv z 7 T_ A- .-CA AA' ro'-0 + . � +s�� _.mac- .. - r�-d� __ � n�, �`a N �e _� I ��r�� _�_ � b_�p . ;_ + d 5 4— J Aiew r eft. - COUNTY OF FREDERICK Department of Engineering & General Services (703) 665-5643 M Job No. — Item: (Or 5 Da" By: fig Pro Nu, 6CA vu3 Vow'a Sheet of Check: Date: 4 - A Mf – 7� C1� 0 uw -e- T Lu (JIM 6.1 �► �t�, �c.lo_. ��� rt" � �aS � 1. c�_ �.� �X� rm_ ���_��j� • , -� { � \ �6 6�.� -C vyot a Cx 4-- 41 f- -6 40*esl TK oo x t WOJdL T w 1 4d uA eCkV1;1 t V7- 6 ax, t r tn a� y - Y -4o�t �c�Cs� f I VISAI ta 0 Thor, - 751 td& qaor F- I 'Wd I I Ck. tkom-A w, tk, L. T u 40 Icy COUNTY OF FREDERICK C Department of Engineering & General Services (703) 665-5643 Job No: - Ttqm-.(0A E'54- St By: I Date: Project: (OM i & &y I uLu 6aww Wyo V% !C I Sheet 2 of 4. Check- Date: 7 -4� A --4 . ...... .. . 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