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April242013_Agenda_PacketCO w AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, APRIL 24, 2013 7:00 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: D) Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes (See Attached) 1. Budget Work Session, April 3, 2013. 2. Regular Meeting, April 9, 2013. 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, APRIL 24, 2013 PAGE 2 3. Set Schedule for Board Meetings During Summer Months and for November and December, 2013. (See Attached) ---------------------------- - - - - -- D 4. Resolution to Accept for Consideration an Unsolicited Proposal Under the Public- Private Education Facilities and Infrastructure Act of 2002 and to Invite Competing Proposals. (See Attached) ------------------------------- - - - - -- E Committee Reports 1. Finance Committee Report. (See Attached) Public Hearing -F Ordinance to Amend the Frederick County Code, Chapter 155, Taxation; Article XVIII, Special License Provisions; Sections 155 -98 Carnivals, Circuses and Trained Animal Shows; and 155 -100 Itinerant and Distressed Merchandise Vendors. The Purpose of these Amendments is, Generally, to Add Trained Animal Shows as Subject to the License Tax in Section 155 -98, to Reduce the License Tax from $500 to $100 Per Event for Persons Conducting For - Profit Festivals, to Reduce the License Tax from $500 to $30 Per Event for Persons Selling Goods at For - Profit Festivals, to Exempt from the License Tax Non - Profit Organizations Conducting Festivals, and to Exempt from the License Tax Persons Selling Goods at Festivals Organized By Non - Profit Organizations. (See Attached) --------------------------------- - - - - -- G 2. Proposed Sale of an Easement to the Olde Woolen Mill, LLC (Or Successor(s) or Assign(s)), to Accommodate a Connection to the Frederick County Sanitation Authority System, for the Benefit of the Property of the Olde Woolen Mill, LLC (or Successor(s) or Assign(s)), Said Easement Constituting Approximately 7,843 Square Feet, and Being Located on a Portion of Tax Parcel Number 33- A -162B, Said Parcel (Including Portions That Would Not Be Subject to the Easement) Being a Portion of the Property Used By and Referred to by Frederick County as Clearbrook Park, in the Stonewall Magisterial District. (See Attached) ------------------------ - - - - -- H Planning Commission Business Public Hearing AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, APRIL 24, 2013 PAGE 3 Conditional Use Permit #02 -13 for Fred Sabia, for a Cottage Occupation — Home Office. The Property is Located at 102 Caliber Court (Route 1396), and is Identified with Property Identification Number 54N- 2 -5 -82 in the Stonewall Magisterial District. (See Attached) ------------------------------ - - - - -- Board Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjourn fk FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES BUDGET WORK SESSION April 3, 2013 A Joint Budget Work Session of the Frederick County Finance Committee and Board of Supervisors was held on Wednesday, April 3, 2013 at 12:00 P.M., in the Board of Supervisors' Meeting Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Richard C. Shickle; Charles S. DeHaven, Jr.; Bill M. Ewing; Christopher E. Collins; Gene E. Fisher; Robert A. Hess; and Gary A. Lofton OTHERS PRESENT Finance Committee member Judy McCann - Slaughter; John R. Riley, Jr., County Administrator; Kris C. Tierney, Assistant County Administrator; Jay E. Tibbs, Deputy County Administrator; Cheryl B. Shiffler, Finance Director; Jennifer Place, Budget Analyst; Rod Williams, County Attorney; and Ellen Murphy, Commissioner of the Revenue. CALL TO ORDER Vice - Chairman Ewing called the work session to order. Administrator Riley advised staff had provided information concerning outside agency funding requests. He noted there were two types of outside agencies, discretionary and non- discretionary. He concluded by saying he would be happy to answer any questions. Supervisor Lofton stated outside agency funding has been his focus for a number of years. He went on to say he would like to make some recommendations because he is not sure why the County continues to fund some of these programs, He advised that he would like to find out more about some of them. He particularly cited decreased contributions to Lord Fairfax Community College. He noted part of these funds went to provide scholarships to Frederick County students; however, the reduction in funding resulted in a reduced number of county scholarships. Administrator Riley stated that staff would listen to whatever the Board wanted to do. Vice - Chairman Ewing noted he shared many of the same concerns. He went on to say he had a couple of funding requests that were still under study, particularly the Discovery Museum. He went on to say there were some contributions the County should look at phasing out. Supervisor Lofton stated he would like to understand the affect this year. Vice - Chairman Ewing responded that he was okay doing whatever the Board wanted to do this year or wait until next year. Supervisor Lofton responded that he would like to have information regarding increases and decreases in particular areas. Chairman Shickle stated that his interpretation would be to hold the budget as is, but not disburse funds until later. Supervisor Hess noted it was easier to start funding an organization rather than stop funding. Supervisor Collins asked about The Laurel Center. Administrator Riley noted the new request was a capital donation as part of the new construction project. Supervisor Lofton asked how the process would work to recommend increases or decreases in funding. Chairman Shickle suggested letting the Finance Committee handle it and make a recommendation to the entire board. Vice - Chairman Ewing suggested putting youth football and Youth Development Center under the Parks and Recreation budget. Administrator Riley noted those were typical outside agencies that provided services the County does not have to provide, but agreed it was probably right that they be placed under a department for oversight. Supervisor Fisher stated his concern was that the agencies funded were doing good work. He asked if there were agencies providing services that the public sector would have to provide if that group did not. He concluded by asking if there was any accountability besides the audit reports. Chairman Shickle responded that several years ago the County had contracts with certain groups, which outlined the responsibilities and expectations. Vice - Chairman Ewing advised he had no problem approving the budget as proposed, as long as no funding was disbursed until the Board has had a chance to look at the requests. Supervisor DcHaven asked if the discussions continued at the Finance Committee, could staff redistribute the lists of agencies, etc. Finance Director Shiffler advised the outside agency requests would be part of the Finance Committee agenda. Supervisor Lofton stated he would like to get copies of any contracts between the County and outside agencies (e.g. Our Health, Youth Development Center, Discovery Museum, etc.). Administrator Riley advised staff would have the budget resolution at Tuesday evening's meeting for adoption. Vice - Chairman Ewing asked if revenue recovery would be part of this year's budget. Administrator Riley responded the County would be hiring a billing clerk in the Fire & Rescue Department and we would work under the City's contract with Valley Health regarding billing. He went on to say when the program goes online, staff would provide quarterly reports on revenue received, but not distributed. He concluded by saying he was not sure if there would be an appropriation out of that fund during the fiscal year. Supervisor DeHaven stated, with regard to the outside agencies, the Board needs to make sure it is not misleading agencies while reviewing their funding. Finance Director Shiffler responded she would hold the funding letters until after the Finance Committee discusses outside agency funding in April. Vice - Chairman Ewing asked if there was an operational contingency fund. Finance Director Shiffler responded that line item was a holding place for funds until it can be determined which remaining departmental requests will be funded. Vice - Chairman Ewing asked what staff had in mind in the way of a salary increase. Administrator Riley responded staff was looking at an average 3.5% merit increase for employees. The raises would take effect October 1, 2013. Funds would be allocated per department. Administrator Riley concluded by saying this budget would be funded with a total of $43 million from fund balance. There being no further business, the work session was adjourned at 12:42 p.m. FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES REGULAR MEETING April 9, 2013 A Regular Meeting of the Frederick County Board of Supervisors was held on Tuesday, April 9, 2013 at 7:00 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; Robert A. Hess; and 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 there were no changes or additions to the agenda. Upon a motion by Supervisor DeHaven, seconded by Supervisor Hess, 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 Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye CONSENT AGENDA - APPROVED Administrator Riley offered the following items for the Board's consideration under the consent agenda: - Proclamation Declaring April 14 -20, 2013 as National Telecommunicator's Week — Tab D; - Memorandum Re: Closing of County Offices for Annual Apple Blossom Festival — Tab E; - Resolution Re: Adoption of the Northern Shenandoah Valley Regional Hazard Mitigation Plan — Tab G; - Transportation Committee Report — Tab H; and - Department Fiscal Year 2013 -2011 Annual Work Programs -- Tab 1. Upon a motion by Supervisor Collins, seconded by Vice - Chairman Ewing, 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 Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye CITIZEN COMMENTS Jonathan Hanson, Back Creek District, appeared before the Board regarding the Senseny Road project. He advised that he had been recruited by Winchester Medical Center and his hiring bonus allowed him to purchase a home. He stated he wanted to commute to work via running, biking, and rollerblading. He went on to say he found direction and friendship with the Winchester Wheelmen group. He concluded by saying there were many reasons why the Senseny Road project should happen and he hoped the project could be completed. Shawn Carrico, Opequon District, spoke on behalf of the Winchester Wheelmen, which has 150 members, half of whom reside in Frederick County. He stated he would like to see the County invest the one -time $110,000 to widen Senseny Road for community recreation purposes. He noted the wider shoulder would also make the road safer for regular traffic. William Bartee, Shawnee District, thanked school board chairman Stuart Wolk and the school's Finance Department for responding to his questions. He cited the 88% on -time high school graduation rate and stated he had not heard from the superintendent, school board, or this board regarding the 12% that are not graduating. He went on to say he would like to see them come up with something to help those students. He stated, during this process, he found a number of people pushing an agenda, but not looking at the entire budget. He asked how we could get more citizens to participate in this endeavor and how information could be disseminated to the citizens. Stuart M. "Mike" Perry, Back Creek District, stated his family had been here for over 100 years, so he is vested in the community. He would like to see the Senseny Road corridor have a paved shoulder. He went on to say he owns bike shops in the county and the city. Through his business he sees a lot of new people coming here and seeking places to ride bikes, but there is nowhere for them to ride, so they end up going to other localities and states. He concluded by saying he would be leaving information regarding the value of paving road shoulders. Steve Breeden, Red Bud District, advised that he rides approximately 7,000 miles per year and he finds Senseny Road to be too dangerous. He went on to say that he sees a lot of people riding bikes along the road, including children, so it would be good to have a lane to get into the city. He concluded by saying if some small improvements could be made, we could see positive differences. Edward Schrank, Red Bud District, spoke in favor of paving the shoulders of Senseny Road. He supported making the roads bike and pedestrian friendly. He concluded by saying it would be a great investment of county funds, Jay Marts, Gainesboro District, read the following: "Chairman Shickle, Members of the Board, Administrator Riley: It appears you will be adopting the largest County budget in many years & the largest single year % increase that I could find records on. Seems a shame the increase in Budget is twice the population increase on a percentage basis. I hope the economy indicators cited in the Board meeting minutes hold true. The taxpayers could use some good news. However, if the Board continues on the same trend of the last several years, any surplus will be spent & the Taxpayer may be subjected to higher tax rates. It appears the special interest lobby was successful in swaying your favor on the budget options. I would hope that after several years of bonuses & salary increase far our Public Servants, that perhaps the taxpayers could get some relief. " Mr. Marts went on to say he was pleased to see action taken on the Expense Recovery initiative and he looked forward to seeing the program implemented. BOARD OF SUPERVISORS COMMENTS There were no Board of Supervisors' comments. MINUTES - APPROVED Upon a motion by Supervisor DeHaven, seconded by Supervisor Fisher, the minutes from the March 27, 2013 regular meeting were approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye COUNTY OFFICIALS ADOPTION OF FISCAL YEAR 2013 -2014 BUDGET - APPROVED Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Hess, the Board 4 approved the Fiscal Year 2013 -2014 Budget. WHEREAS a notice of public hearing and budget synopsis has been published and a public hearing held on March 27, 2013, in accordance with Title 15.2, Chapter 25, Section 15.2- 2506, of the Code of Virginia, 1950 as amended. THEREFORE BE IT FURTHER RESOLVED by the Board of Supervisors of the County of Frederick, Virginia, that the budget for the 2013 -2014 Fiscal Year as advertised in The Winchester Star on March 18, 2013, be hereby approved in the amount of $329,342,306. BE IT FURTHER RESOLVED that the County of Frederick budget for the 2013 -2014 fiscal year be adopted as follows: General Operating Fund 133,024,407 Regional Jail Fund 18,415,374 Landfill Fund 6,626,620 Division of Court Services Fund 600,489 Shawneeland Sanitary District Fund 849,550 Airport Operating Fund 2,298,838 Lake Holiday Sanitary District Fund 1,120,326 School Operating Fund 134,000,043 School Debt Service Fund 14,954,701 School Capital Projects Fund 1,182,640 School Nutrition Services Fund 6,124,927 School Textbook Fund 2,158,429 NREP Operating Fund 4,819,862 NREP Textbook Fund 50,000 Consolidated Services /Maintenance Fund 3,100,000 School Trust Funds 16,100 5 BE IT FURTHER RESOLVED that the Board of Supervisors of the County of Frederick, Virginia, does herein adopt the tax rates for the 2013 assessment year as follows: Property Taxes — Rates per $100 of assessed value 58 %2 cents Applied to real estate, including mobile homes $4.86 Applied to personal property $2.25 Applied to personal property on one vehicle to volunteer firefighters that are approved and registered with the Frederick County Fire and Rescue Department 1 cent Applied to airplanes Zero tax Applied to antique vehicles $2.00 On declining values to be applied to machinery and tools. The declining values are 60% for year one, 50% for year two, 40% for year three, and 30% for year four and all subsequent years. $2.00 On apportioned percentage of book values to be applied to Contract Classified Vehicles and equipment Business and Professional Occupational License Rates Contractors 16 cents per $100 of gross receipts Retail 20 cents per $100 of gross receipts Financial, Real Estate, and Professional 58 cents per $100 of gross receipts Services Repair, personal and business services 36 cents per $100 of gross receipts and all other businesses and occupations not specifically listed or exempted in the County Code Wholesale 5 cents per $100 of purchases The tax rates for other businesses and occupations specifically listed in the County Code are also unchanged. 0 Other General Taxes Meals tax 4% of gross receipts Transient Occupancy tax 2 % of gross receipts Vehicle License Taxes $25 per vehicle and $10 per motorcycle Sanitary Landfill Fees $45 Per ton for commercial /industrial $42 Per ton for construction demolition debris $12 Per ton for municipal waste $28 Per ton for municipal sludge Shawneeland Sanitary District Taxes $180 Unimproved Lots $530 Improved Lots Lake Holida y Sanitga District Taxes $678 Buildable Lots $264 Unbuildable Lots Star Fort Subdivision Taxes/Fees $60 Per Lot Street Light Fees Oakdale Crossing and Fredericktowne $60 annually Green Acres $25 annually BE IT FURTHER RESOLVED that appropriations are hereby authorized for the central stores fund, special welfare fund, comprehensive services fund, county health insurance fund, school health insurance fund, length of service fund, special grant awards fund, employee benefits fund, maintenance insurance fund, development project fund, sales tax fund, 7 commonwealth sales tax fund, unemployment compensation fund, DARE Program, and Forfeited Assets Program equal to the total cash balance on hand at July 1, 2013, plus the total amount of receipts for the fiscal year 2013 -2014. The Fire Company Capital appropriation will include the current year appropriation plus any unused funds at the end of the fiscal year 2013. BE IT FURTHER RESOLVED that funding for all outstanding encumbrances at June 30, 2013, are re- appropriated to the 2013 -2014 fiscal year to the same department and account for which they are encumbered in the 2012 -2013 fiscal year. BE IT FURTHER RESOLVED that the construction fund projects will be appropriated as a carryforward in the amount that equals the approved original project cost, less expenditures and encumbrances through June 30, 2013. 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 Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye COMMITTEE APPOINTMENTS APPOINTMENT OF GREG BRONDOS TO FILL THE UNEXPIRED TERM OF PAUL W. HILLYARD AS GAINESBORO DISTRICT REPRESENTATIVE TO THE PARKS AND RECREATION COMMISSION - APPROVED Upon a motion by Supervisor Hess, seconded by Supervisor Fisher, the Board appointed Greg Brondos to fill the unexpired term of Paul W. Hillyard as Gainesboro District representative to the Parks and Recreation Commission. Term expires February 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 Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye PROCLAMATION DECLARING APRIL 14-20,2013 AS NATIONAL TELECOMMUNICATOR'S WEEK — APPROVED UNDER CONSENT AGENDA WHEREAS, emergencies can occur at anytime that require police, fire or emergency medical services; and WHEREAS, when an emergency occurs, the prompt response of police officers, firefighters and paramedics is critical to the protection of life and preservation of property; and WHEREAS, the safety of our police officers and firefighters is dependent upon the quality and accuracy of information obtained from citizens who telephone the Frederick County Department of Public Safety Communications Center; and WHEREAS, Public Safety Dispatchers are the first and most critical contact our citizens have with emergency services; and WHEREAS, Public Safety Dispatchers are the single vital link for our police officers and firefighters by monitoring their activities by radio, providing them information and ensuring their safety; and WHEREAS, Public Safety Dispatchers of Frederick County, Virginia have contributed substantially to the apprehension of criminals, suppression of fires and treatment of patients; and WHEREAS, each dispatcher has exhibited compassion, understanding and professionalism during the performance of their job in the past year. NOW THEREOFRE BE IT RESOLVED, that the Board of Supervisors of Frederick County, Virginia does hereby proclaim the week of April 14 -20, 2013 to be National Telecommunicator's Week in Frederick County, in honor of the men and women whose diligence and professionalism keep our county and citizens safe. This item was approved under the consent agenda. MEMORANDUM RE: CLOSING OF COUNTY OFFICES FOR ANNUAL APPLE BLOSSOM FESTIVAL — APPROVED UNDER CONSENT AGENDA The Board approved closing the county offices on Friday, May 3, 2013 for the 86`" Shenandoah Apple Blossom Festival. _ REQUEST _ COMMISSIONER OF THE REVENUE FOR REFUND - _ ., FROM CO APPROVED Administrator Riley advised this was a request from the Commissioner of the Revenue to authorize the Treasurer to refund Hamill Trucking, Inc. the amount of $3,504.28 for adjustment W to business licenses for one or more years. Specific year information is no disclosed, so as not to reveal confidential specific annual gross revenue amounts. He went on to say Hamill Trucking is licensed under Interstate Commerce and as such cannot be taxed for a business license on their gross receipts, They were unaware of their exemption when they filed and staff did not know their Federal status. The county attorney has reviewed the request and the refund request is justified. Upon a motion by Vice- Chairman Ewing, seconded by Supervisor DeHaven, the Board approved the refund request by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye RESOLUTION RE: ADOPTION OF THE NORTHERN SHENANDOAH VALLEY REGIONAL HAZARD MITIGATION PLAN — APPROVED UNDER CONSENT AGENDA WHEREAS, Frederick County, Virginia, like any jurisdiction is vulnerable to a variety of natural hazards that can result in loss of life and damages to public and private property; and WHEREAS, it is the intent of the Frederick County Board of Supervisors to protect its citizens and property from the effects of natural hazards to the furthest extent possible; and WHEREAS, the Frederick County Board of Supervisors desires to seek ways to effectively reduce and mitigate the risk of these natural and human - caused hazards through participation with the Northern Shenandoah Valley Regional Commission and adjoining jurisdictions in the development and implementation of a regional hazard mitigation plan; and WHEREAS, it is also the intent of the Frederick County Board Supervisors to fulfill its obligation under Section 322: Mitigation Planning, of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, to remain eligible to receive state and assistance in the event of a declared disaster affecting Frederick County; and WHEREAS, the Federal Emergency Management Agency and the Virginia Department of Emergency Management have reviewed the said plan, inclusive of the Frederick County Board 10 of Supervisors' section prepared with input from appropriate local and state officials, and has approved the plan pending the completion of local adoption procedures. NOW, THEREFORE, BE IT RESOLVED by the Frederick County Board of Supervisors this 9` day of April 2013, that the Board adopts the 2012 Northern Shenandoah Valley Regional Hazard Mitigation Plan and agrees to take such other official action as may be reasonably necessary to carry out the proposed actions included in the Frederick County section of the Plan, effective this date. This item was approved under the consent agenda. COMMITTEE REPORTS TRANSPORTATION COMMITTEE — APPROVED UNDER CONSENT AGENDA The Transportation Committee met on March 25, 2013 at 8:30 a.m. Members Present Chuck DeHaven (voting) Gene Fisher (voting) Gary Oates (liaison PC) Lewis Boyer (liaison Stephens City) Members Absent Mark Davis (liaison Middletown) Christopher Collins (voting) James Racey (voting) Bryon Grigsby (voting) ** *Items Requiring Action * ** None ** *Items Not Requiring Action * ** 1. Aylor Road Realignment Property owners impacted by the Aylor Road Realignment attended the meeting and requested that the Committee consider modifications to the currently adopted alignment that is going to be done as part of the Route 277 project. Committee members noted that, due to a lack of quorum, no recommendation could be made but they asked staff to work with VDOT to explore the possibilities of what was being proposed by the property owners. It was noted that if multiple impacted property owners are in favor of the same modification that it is worth consideration. 2. VDOT Route 37 Work 11 Staff presented the attached map to the Committee which denotes the differences in the Route 37 alignment between what is currently adopted and the work VDOT has done to. reflect more current standards. Staff noted that they only have comments requiring VDOT reconsider the future interchange between Route 37 and Warrior Drive. The request would be that VDOT make an effort to draw an interchange footprint more in keeping with what has been planned at that location due to the amount of planning and commitments already made by neighboring development. The Committee was supportive of this comment. 3. Senseny Road Enhancement Funding Staff discussed the following information with the Committee. It should be noted that the paved shoulder discussion below is quite different from what was originally applied for and envisioned. Originally, the project was to consist of off street multi -use paths for bicycles and pedestrians, but as no additional funding was forthcoming due to economic conditions, the project discussed below was arrived at after much discussion of different alternatives with VDOT. Currently, the County is holding an award of $442,521.00 in enhancement funds for the Senseny Road Corridor. Due to a lack of funding toward the overall planned project, which totaled over $2 M, and no additional awards forthcoming, this project has not been able to move forward. More recently staff, along with VDOT, has analyzed what could be accomplished with what has been awarded and it has been determined that the funds allocated would allow for a wider paved shoulder to be placed along Senseny Road between 1 -81 and Greenwood Road. This shoulder would not be eligible for marking as a bicycle or pedestrian facility. Matching funds required to make use of the grant would total $110,630. The parks and recreation department has indicated willingness to fund one half of this match using proffer dollars, which would leave $55,315 needing to be funded out of the general fund. Due to the amount of time that has passed, VDOT is requesting that the County provide a plan of action for expenditure of the funds, along with support by our CTB member, or the funds will be reallocated to other existing enhancement projects in the state. Staff also noted that discussion with the Parks and Recreation Dept. were at the staff level and that any actual recommendation of matching funds from that department would require approval by the Parks and Recreation Board. Mr. Turkel of the Parks and Recreation department and Mr. Perry of the Winchester Wheelmen Bicycle Club each spoke to the benefits provided by paved shoulders. In addition, Mr. Perry noted that the Winchester Wheelmen would be willing to provide $1,000.00 toward the matching fund requirement. 12 The Committee discussed the issue at length, but no consensus was reached and no vote was taken due to lack of a quorum. 4. Other ANNUAL REPORT DEPARTMENTAL FISCAL YEAR 2013 -2014 ANNUAL WORK PROGRAMS (FOR INFORMATION ONLY) -- APPROVED UNDER CONSENT AGENDA PUBLIC HEARING OUTDOOR FESTIVAL PERMIT REQUEST OF BELLE GROVE PLANTATION -- "OF ALE AND HISTORY" MICROBREW AND IMPORTED BEER TASTING FESTIVAL. PURSUANT TO THE FREDERICK COUNTY CODE CHAPTER 86 FESTIVALS; SECTION 86 -3 PERMIT RE UIRED• APPLICATION• ISSUANCE OR DENIAL• FEE AN OUTDOOR FESTIVAL PERMIT. FESTIVAL TO BE HELD ON SATURDAY, MAY 11 2013 FROM 11 :00 A.M. TO 6:00 P.M. ON THE GROUNDS OF BELLE GROVE P .,.,...,.,.,... LANTATION 336 BELLE GROVE ROAD MIDDLETOWN VIRIGNIA. PROPERTY OWNED BY THE NATIONAL TRUST FOR HISTORIC PRESERVATION. _ APPROVED Administrator Riley advised this was a request for an outdoor festival permit from Belle Grove Plantation for "Of Ale and History" Microbrew and Imported Beer Tasting Festival. The event will be held on Saturday, May 11, 2013 from 11:00 a.m, to 6:00 p.m. on the grounds of Belle Gove. Sandy Dunkle, Chairman of the Board of Directors, appeared before the Board and advised this was the 18 annual event, and it was their largest fund raiser. She concluded by asking the Board to approve the application. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Lofton, seconded by Vice- Chairman Ewing, the Board approved the outdoor festival permit application for Belle Grove Plantation — "Of Ale and 13 History" Microbrew and Imported Beer Tasting festival. 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 Robert A. Hess Aye Gene E. fisher Aye Gary A. Lofton Aye OUTDOOR FESTIVAL PERMIT REOUEST OF VIRGINIA EAGLE DISTRIBUTING — "WELCOME CLYDESDALES ". PURSUANT TO THE FREDERICK COUNTY CODE CHAPTER 86 FESTIVALS; SECTION 86 -3 PERMIT REQUIRED; APPLICATION; ISSUANCE OR DENIAL• FEE FOR AN OUTDOOR FESTIVAL PERMIT. FESTIVAL TO BE HELD ON THURSDAY, MAY 2 2013 FROM 4:00 P.M. TO 7:00 P.M.; AT 3425 VALLEY PIKE WINCHESTER, VIRGINIA. PROPERTY OWNED BY VIRGINIA EAGLE DISTRIBUTING. - APPROVED Administrator Riley advised this was a request for an outdoor festival permit from Eagle Distributing — "Welcome Clydesdales ". The event will be held on Thursday, May 2, 2013 from 4:00 p.m. to 7:00 p.m. at 3425 Valley Pike. Rusty Nicholson, appeared before the Board on behalf of the application. He advised this was the first year for this type of event, which was being given for Eagle Distributing's retail customers and employees. He noted an ABC license was not required and there would be security on site. There would also be shuttle buses running to bus people to the event, as this would alleviate on -site parking concerns. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Lofton, seconded by Supervisor DeHaven, the Board approved the outdoor festival permit for Eagle Distributing. 14 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 Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye 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. (7:37 P.M.) 15 County of Frederick IMfNUwNNNNNNxNx. Ib11 HIbHblaNabHlNfllfxuufulfuuuu .wfwuuffullulf IIH,NeI.NxffwwawfNU..... ffu uuuuuuufwuNluwufxuauNNN IINNN NINIiIaNUUUU1. utwfuulfllullNN. bbxxxHUUafuuxNflxxfllluwfufwuunuuuNlf4a 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 General DATE: April 17, 2013 SUBJECT: Employee Recognition Please find an attached resolution recognizing Beverley H. Rosato of the Commissioner of the Revenue for Employee of the Month, April. She plans to attend the April 24th Board Meeting to accept her award. Thanks 107 North Kent Street Winchester. VA 22601 -5000 County of Frederick Employee of the Month 4 0F 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 what they have done. Nominations are not judged on how well you write. However, they are judged on the facts presented. Employee Name: Bev Rosato Department: Commissioner of the Revenue Nomination Submitted By: Heidi Largent, Felicia Andre, Leiqhann Miller, Lorraine Mossburg Department: Commissioner of the Revenue Nominator's Signatures : t w ` z �V_(Clk k4 6J 7 Date: 5-- aU - k Date Date: y 7_:3113 Date: 3/2`1 �•' Reason for Nomination (please be specific, precise, and definite): Bev Rosato is the Chief Administrator of the Commissioner of the Revenue's Business Division who handle: • Business licenses: issue /adjust 7,000 accounts annually (includes ins /outs) • Business equipment /furnishings, manufacturing (M &T), and processor taxes: handle approx. 4900 annual returns • Consumer taxes = meals (food & beverage) and lodging (transient occupancy): process initial registration and approx. 133 monthly tax filings • Short -term rental business property tax: handle annual registration and approx. 24 quarterly filings Bev: • oversees the welcoming and educating of new County businesses by providing them with staff - designed brochures, contact information, and important deadlines • personally assists businesses with the multi -step initial license application and annual renewal application • goes well beyond the specific responsibilities of the Commissioner's office in helping businesses with their initial set up by explaining where to obtain ownership structuring information, referring some to the Lord Fairfax Small Business Center and /or the State Corporation Commission, providing other business resources, and having a staff notary public available • was at the forefront of implementing a website with not only vital information but the availability 24 hours /day, 7 days /week of the current 31 printable business - related forms or instructional sheets as well as 19 user- friendly business online programs — thereby eliminating the need for business owners to wait in long lines as well as substantially reducing County expenses for the cost of paper, ink, postage and administrative time associated with the printing, mailing, and receiving back of annual and other required forms • has encouraged taxpayers to "go green" and again achieved a tremendously successful result -- for the 2013 season: out of 3,421 business licenses that were renewed by the March 1 deadline, 2,488 or 72.7% were done online; plus, there was a 32.4% increase in business equipment returns that were filed online this year by the March 15 deadline! • was the County employee who tested the software system for online business license application and renewal as it was being developed and refined by Bright & Associates Inc. over several years (Frederick County was the only locality in the Commonwealth with a representative to do this testing) • continues to contribute suggestions for updating or improving this online software system which is now used by multiple localities in Virginia • brought about the integration of the business license renewal online program with Laserfiche so that an online renewal is immediately transmitted to its proper file location in the document management system, thus saving a huge amount of both time and money by eliminating the need for a staff member to print, scan, and file each of the thousands of business license annual renewal applications • initiated the process of sending businesses multiple mass email reminders so they can meet a deadline or due date to avoid payment of penalties • has designed forms /website to include personal phone extensions & emails for direct contact with staff, and provides multiple options for businesses to transmit information /documents back, such as online, fax, email, mail, and phone • has taken on the time - consuming task of working with the County Attorney on legal issues and updating the County's Code due to Frederick County's population growth and resulting business base expansion, including the presence of types of businesses not heretofore in the County As Bev's staff, we know her work ethic is exceptional. She is very knowledgeable and always encourages us to further our knowledge. Everything she knows, she has made sure that we are aware of so that we can help taxpayers in her absence. If Bev does not have the answer, she will find it for you rather than leave you "out in the cold" to figure it out yourself. She is always looking for new ways to make our jobs easier and more efficient, and guides us to come up with ideas as well. Bev has patience and passion for her work. She is fair, giving, caring, respectful, and very approachable. Because of Bev, we have a smooth- running, productive team who work well under pressure to meet tight deadlines and achieve our goals. HR Section: Received: Emailed to HR Committee: Employee of the Month Resolution A warded to.` Beverley H. Rosato WHEREAS, the Frederick County Board of Supervisors, recognizes that the County's employees are a most important resources; 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 meats of outstanding performance and productivity, positive ,fob attitude and other noteworthy contributions to their department and to the County; and, WHEREAS, Beverley H. Rosato who serves the. Commissioner of the Revenue Business Division was nominated for Employee of the Month; and, WHEREAS, Beverley H. Rosato is being awarded for her loyalty and commitment to her position as Chief Administrator. In addition to welcoming and educating new County businesses, Beverley goes beyond the specific duties of her office by explaining where to obtain ownership structuring information, providing other business resources, and having a staff notary public available. One of Beverley's most notable accomplishments includes the forefront of implementing a website with the availability of 24 -hour, 7 -days a week access to the current 31 printable business - related forms and instruction sheets, as well as 19 user - friendly business online programs. As a result, County expenses for issuing required forms have been substantially reduced. She has also encouraged tax payers to "go green", which has resulted in tremendous success for the 2013 season where 72.7% of business renewals were completed online. Beverley is to be commended for her initiative and dedication. NOW, THEREFORE BE IT RESOLVED, by the Frederick County Board of Supervisors this 24 day of April, 2013, that Beverley II. Rosato is hereby recognized as the lFrederick County Employee of the Month for April 2013; and, BE IT FURTHER RESOLVED that the Board of Supervisors extends gratitude to Beverley H, Rosato for her outstanding performance and dedicated service and wishes her continued success in future endeavors; and, BE IT 11TR'I'HER RESOLVED, that Beverley H. Rosato is hereby entitled to all of the rights and privileges associated with her award. County of ]Frederick, VA Board of Supervisors Richard C. Shickle, Chairman o O IE 1' a 4.4 ,t C) ya O ya Lj 4.1 ti O - � MA 9 O 1711 Qn 0 I lii�!!Ili IPV IVI �� �b AMR 19P COUNTY of FREDERICK 540/665 -5666 Fax 5401667 -0370 cl: Doara or Supervisors FROM: John R Riley, Jr., County Administra o DATE- April 18, 2013 RE: Committee Appointments reminder, din 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: VACANCIESIOTHER Historic Resources Adviso Board Vacancy from Gainesboro District due to the Appointment of Mr. Robert Hess to the Board of'Supervisors. Term to Expire 05127/13, four year term. Russell 150 Community Development Authorit John S. Scully, IV Colony Realty 112 North Cameron Street Winchester, VA 22601 Office: {540 }662 -0323 Term: 03/01/09 - 03/01/13 Four year term (Mr. Scully does not want to be reappointed. The Community Development Authority (CDA) was created in 2005. The CDA consists of five members. Appointments are for a four year term.) MAY 2013, Planning Commission 107 North Kent Street • Winchester, Virginia 22601 Social Services Board Lorene Carter — Gainesboro District Representative 141 .Upper Ridge Road Winchester, VA 22603 Home: (540 )535 -2236 Term Expires: 06130/13 Four year term (Ms. Carter has served two terms" and is not eligible for reappointment.) COUNTY of FREDERICK FF%Wlvl. avI I I I r%. rSitCy, 01 uvumy r�amirnsiir As in the .past, the Board of Supervisors has canceled meetings during the Summer months due to Vacation schedules. Cancelation o the meetings of Jun 26 July 24 ", August 28 , September 25 , and October 23 is requested. It i also requested at this time to cancel meetings for November bind December due to the holidays. Those cancelation dates are November 27 and December 25 Board action at the April 24, 2013 meeting will give staff and th O ffice o f Planning and Development ample time for scheduling, advertising and notification purposes. Should you have any questions, please give me a call. Thank you. JRRltjp U:1TJPlmisomemoslCountyAdm inistratorlBdOf5up5uinmerMtgschedule &Holidays(2013).doex 107 North Kent Street , Winchester, Virginia 22601 RESOLUTION TO ACCEPT FOR CONSIDERATION AN UNSOLICITED PROPOSAL UNDER THE PUBLIC - PRIVATE EDUCATION FACILITIES AND INFRASTRUCTURE ACT OF 2002 AND TO INVITE COMPETING PROPOSALS WHEREAS, the current County administration building is located in downtown Winchester and is no longer sufficiently convenient to the citizens of Frederick County; and WHEREAS, the population of the County has grown, based upon estimates from the University of Virginia's Weldon Cooper Center for Public Service, from 55,900 in 1997 (when the current County administration building was opened) to 80,118 in 2012, an increase of 44 %, and is anticipated to grow to 119,419 in 2030, a further increase of 49 %; and WHEREAS, given the County's past and anticipated population growth, the current County administration building is not capable of sufficient expansion to continue to adequately serve the needs of the County's growing population; and WHEREAS, significant undeveloped acreages zoned for commercial development are present in the County and construction of a new County administration building in the County would a catalyst for economic development in the County generally and, specifically, in the particular environs of a new County administration building; and WHEREAS, the County has received an unsolicited proposal, under the Public- Private Education Facilities and Infrastructure Act of 2002 ( "PPEA "), Va. Code § 56- 575.1, et sec ., from Frederick County Center, LLC to provide financing for, land for, and design and construction of a new County office building, and purchase of the existing County office building at 107 North Kent Street, Winchester, Virginia; and WHEREAS, the Frederick County Board of Supervisors has determined that proceeding with a procurement under the PPEA initiated by acceptance for consideration of the unsolicited proposal, submitted by Frederick County Center, LLC, to provide financing for, land for, and design and construction of a new County office building, and purchase of the existing County office building at 107 North Kent Street, Winchester, Virginia, using the procurement method of "competitive negotiation of other than professional services ", the evaluation criteria developed by County staff, and terms and conditions developed by County staff, is appropriate and justified and that use of "competitive negotiation" procedures under the PPEA for this procurement is likely to be more advantageous to the County and the public based upon (1) the probable scope, complexity, or urgency of the project, or (2) risk sharing, added value, economic benefit from the project that would not otherwise be available. NOW, THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors does hereby accept for consideration by County the PPEA proposal of Frederick County Center, LLC, to provide financing for, land for, and design and construction of a new County office building, and purchase of the existing County office building at 107 North Kent Street, Winchester, Virginia, and that County solicit competing proposals for the financing for, land for, and design and construction of a new County office building, and purchase of the existing County office building at 107 North Kent Street, Winchester, Virginia, with such new building being located in the County and being approximately 150,000 square feet in size, and with any such proposal providing for the purchase of the existing County office building at 107 North Kent Street, Winchester, Virginia; and BE IT FURTHER RESOLVED, that the Board authorizes the County Administrator to cause an appropriate Notice to be issued and published, as required by the PPEA and the County's PPEA procedures, and to cause an appropriate Receipt of Unsolicited PPEA Proposal and Solicitation of Competing Proposals to be issued, the Notice and the Receipt being in substantially the same form as presented to the Board at its meeting on April 24, 2013; and BE IT FURTHER RESOLVED, that, for unsolicited proposal of Frederick County Center, LLC and any competing proposals, the County use the procurement method of "competitive negotiation of other than professional services ", the evaluation criteria developed by County staff, and terms and conditions developed by County staff, as reflected in the referenced Receipt of Unsolicited PPEA Proposal and Solicitation of Competing Proposals. ADOPTED this 24 day of April, 2013. Richard C. Shickle Robert A. Hess Christopher E. Collins Charles S. DeHaven, Jr. Gary A. Lofton Bill M. Ewing Gene E. Fisher John R. Riley, Jr. Clerk, Board of Supervisors County of Frederick, Virginia PUBLIC NOTICE BY COUNTY OF FREDERICK, VIRGINIA, OF RECEIPT OF UNSOLICITED PPEA PROPOSAL AND INVITATION FOR COMPETING PROPOSALS The County of Frederick has received and accepted an unsolicited proposal from Frederick County Center LLC for a public - private partnership under which the private proposer would provide finance for, land for, and design and construction of a county office building, and purchase of the County's existing office building at 107 N. Kent Street, Winchester, VA. This unsolicited proposal was submitted pursuant to the Public- Private Education Facilities and Infrastructure Act of 2002, Va. Code §§ 56- 575.1, et sec.., ( "PPEA "), and the County's PPEA implementing procedures. The County intends to evaluate the proposal simultaneously along with any competing proposals received by 2:00 p.m. on June 25, 2013, that comply with the PPEA, the County's implementing procedures, and the instructions, terms, and conditions in a more detailed "Receipt of Unsolicited PPEA Proposal and Solicitation of Competing Proposals" ( "Solicitation "), which has been issued concurrently with this Notice. The Solicitation is available to interested persons and has the instructions, terms and conditions applicable to this procurement, a summary of the proposed qualifying project, the evaluation criteria for this procurement, and instructions for obtaining any portions of the unsolicited proposal that are releasable. The County may negotiate a comprehensive agreement under the PPEA for the qualifying project with the submitter of the unsolicited proposal or any competing proposal. THIS IS ONLY A PUBLIC NOTICE. FOR SPECIFICS YOU ARE DIRECTED TO THE MORE DETAILED RECEIPT OF UNSOLICITED PPEA PROPOSAL AND SOLICITATION OF COMPETING PROPOSALS. Copies of the more detailed Receipt of Unsolicited PPEA Proposal and Solicitation of Competing Proposals are available from the Frederick County Finance Department, 107 North US ACTIVE - 112676375.1 Kent Street, Winchester, Virginia 22601, 540- 665 -5610, or by accessing materials via the "Current Solicitations" tab on the County's website at http: / /www.co.frederick.va.us /finance /finance purchasing.aspx The County representative familiar with the unsolicited proposal and County PPEA guidelines who can respond to inquiries and meet with private entities who are considering submission of a competing proposal is John R. Riley, Jr., County Administrator, and he may be reached at 107 North Kent Street, Winchester, Virginia 22601. RECEIPT OF UNSOLICITED PPEA PROPOSAL AND SOLICITATION OF COMPETING PROPOSALS Introduction The County of Frederick, Virginia, ( "County ") has received an unsolicited proposal pursuant to the Public- Private Education Facilities and Infrastructure Act of 2002 ( "PPEA "), Va. Code § 56- 575.1, et SeMC . The County previously adopted implementing procedures for the PPEA. Copies of these procedures are available on the County's website at http : / /www. co. frederick.va.us/ finance /pdfs/ PPEA %20Guidelines %20Revised %2012 - 07 %20FINAL.pdf Pursuant to the PPEA and these implementing procedures, the County has given notice that it has decided to consider an unsolicited proposal by Frederick County Center, LLC, along with any competing proposals that are submitted to it by 2:00 p.m., June 25, 2013, to determine whether the County should enter into a Comprehensive Agreement pursuant to the PPEA under which a private entity proposer would provide financing for, land for, and design and construction of a new County office building, and purchase of the existing County office building at 107 North Kent Street, Winchester, VA. The new County office building would be located in the County and would be approximately 150,000 square feet in size. The County invites competing proposals by that deadline. The County has determined that the "competitive negotiation" of other than professional services procurement method, as described in its implementing procedures, will be used to consider the unsolicited proposal and any competing proposals. Under this method, any competing proposers are to submit by the deadline indicated their conceptual -phase proposals, with contents as prescribed by the PPEA, the implementing procedures, and this Receipt of Unsolicited PPEA Proposal and Solicitation of Competing Proposals ( "Solicitation "). The evaluation criteria for this procurement are as stated in Section VI of this Solicitation. IL General Description of Proposal Submittal, Evaluation and Selection Process The County contemplates that proposal submittal, evaluation, and selection will be a multi -step process. In general terms, in Step I, proposers submit initial conceptual -phase US ACTIVE - 112678379.1 proposals, the contents of which are described in the PPEA, in the County's implementing procedures, and in this Solicitation. Proposers should carefully follow all the instructions in this Solicitation to ensure that their proposals are eligible. The County will review the proposals and evaluate them in accordance with the evaluation criteria contained in this Solicitation. The County may ask proposers, individually or collectively, for clarifications or further information, may check references and other information, may meet individually with proposers, in its discretion, and may request oral presentations, or it may base its evaluations on the proposals as submitted. If there are a number of competing proposals, the County will likely select a limited number of proposers from Step I (perhaps two) as the proposers who are fully qualified and best suited to submit a detailed -phase proposal that best meets the County's needs and invite those proposers to submit detailed -phase proposals by a deadline to be specified in the future. Upon receipt of these proposers' detailed -phase proposals, the required contents of which will be prescribed by the PPEA, the County's implementing procedures, and the invitation to submit detailed -phase proposals, the County will evaluate the detailed -phase proposals, request additional information or clarifications if deemed necessary, and conduct negotiations with each proposer asked to submit a detailed -phase proposal. The County may request oral presentations from the proposers. However, the County may, in its discretion, at any stage, choose just one proposer for negotiations if proposals show only that proposer is fully qualified or show that that proposer is clearly more qualified than any other. III. Instructions to Proposers on Proposal Submission A. General - Applicable To Both Conceptual -Phase and Detailed -Phase Proposals 1. Submittal of Proposals To be considered: a. Proposals must be signed in ink by an authorized representative of the proposer, with an original and ten (10) copies provided to the County at the location designated herein. b. Proposals must be complete when submitted, including a completed cover sheet and all attachments. -2- C. Submit proposals to Frederick County Finance Department, 107 North Kent Street, Winchester, Virginia 22601. Proposals must be clearly identified as " PPEA Proposal — County Office Building and be received by June 25, 2013, no later than 2:00 p.m. local time. Requests for extensions of this date will not be granted except by written amendment to this Solicitation and applicable to all prospective proposers. d. Proposals are to be returned in a sealed envelope with the words "Proposal Enclosed" on the face of the envelope and the lower left corner of the face of the envelope shall indicate the title of the proposal ( " PPEA Proposal — County Office Building ") e. Proposals or any amendments to proposals received by the County after the closing date may not be considered. Actual receipt by the County, and not the mailing or sending date, shall control. 2. Brevity, clarity, and responsiveness in proposals are encouraged. The inclusion of extraneous information not pertinent to the basic purpose of the procurement is discouraged. The original and ten (10) copies of the proposal must be received before the submission deadline in the format specified. In addition, a review fee, in an amount equal to two and one half percent (2.5 %) of the reasonably anticipated cost of the proposed project, not to exceed $50,000, must be received with the proposal. B. Any questions concerning the requirements of this procurement should be directed in writing to: John R. Riley, Jr. County Administrator 107 North Kent Street Winchester, Virginia 22601 The County will attempt to review the written questions and requests for clarification, if any, if submitted by June 18, 2013. To the extent the County decides to respond to such questions and requests for clarification, any and all responses and any supplemental instructions will be in the -3- form of written addenda which, if issued, will be mailed to all proposers. All addenda shall become part of this Solicitation. IV. Terms and Conditions of this Notification and Invitation The following terms and conditions apply to this Solicitation, and by submitting its proposal, the proposer agrees to them without exception: 1. Neither this Solicitation nor the County's receipt or consideration of any proposal shall create any contract, express or implied, any contractual obligation by the County to any proposer, or any other obligation by the County to any proposer. The County makes no promise, express or implied, regarding whether it will enter into a Comprehensive Agreement with any proposer or regarding the manner in which it will consider proposals. The County will only be bound by the terms of any Comprehensive Agreement(s) into which it enters should it choose to enter into any such agreements. 2. The County will not be responsible for any expenses incurred by a proposer in preparing and submitting a proposal, or in engaging in oral presentations, discussions, or negotiations with the County. 3. Proposers may be required to make an oral presentation or oral presentations of their proposal in Frederick County at their own expense. The County may request the presence of proposers' representatives from their development, financial, architectural engineering and construction teams at these presentations. The County will schedule the time and location for these presentations. By submitting its proposal, the offeror agrees to make these representatives reasonably available in Frederick County. 4. The County reserves the right to waive any informalities with respect to any proposal submitted. 5. The County reserves the right to accept or reject any and all proposals received by reason of this Solicitation, in whole or in part, and to negotiate separately in any manner necessary to serve the best interests of the County. This procurement may result in multiple awards to multiple offerors. me 6. Generally, proposal documents submitted to public bodies, such as ones submitted to the County, by private entities are subject to the Virginia Freedom of Information Act ( "FOIA "). In accordance with Va. Code § 22- 3705.6(11), such documents are releasable if requested, except to the extent that they relate to (i) confidential proprietary information submitted to the responsible public entity under a promise of confidentiality or (ii) memoranda, working papers or other records related to proposals if making public such records would adversely affect the financial interest of the public or private entity or the bargaining position of either party. In order for proposers to exclude confidential proprietary information from public release, proposers must (i) invoke such exclusion upon submission of the data or other materials for which protection from disclosure is sought, (ii) identify the data or other materials for which protection is sought, and (iii) state the reasons why protection is necessary. The proposer must also mark each page of information for which protection is sought with the legend- "Confidential Proprietary Information - Exempt from FOIA Release." 7. The County reserves the right to reject any and all proposals without explanation. 8. The provisions of Va. Code § 2.2 -4310 are applicable to this Solicitation, and any procurement done pursuant to it by virtue of the PPEA, Va. Code § 55.576.16.2, and the procedures the County has adopted pursuant to that PPEA provision. The County will not discriminate against a proposer because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. V. Proposer's Executive Summary and Proposal The executive summary submitted with the unsolicited proposal is as follows: Finance, Provision of Land, Design and Construction of a New Frederick County Office Building. The Frederick County Center, LLC team is excited to have the opportunity to help Frederick County. We believe that this proposal sets forth an ambitious achievable plan that will forever improve Frederick County and provide renewed efficiency to the way it provides governmental services. -5- Our focus, during the conceptual phase of this procurement, has been upon identifying appropriate land parcels, arranging finance, designing and planning to construct an economical facility that will provide functional spaces which impart the County's reputation for quality and fiscal responsibility. VI. Evaluation Criteria for Evaluating Proposals The following are the evaluation criteria that the County will be using to evaluate proposals, in their descending order of priority: a. The desirability of the site for the new County offices proposed in terms of location, transportation infrastructure, communications infrastructure, public access, ease of commuting for County employees, parking, nearby amenities, and consistency with County planning goals. b. The proposer's ability to construct high quality government facilities of the complexity of this project, including without limitation, the proposer's past experience on similar proj ects; C. The proposer's ability to bring the project on -line within schedule and at the lowest reasonable cost, including without limitation, the proposer's past performance, its claims history, and its litigation history; d. The price and the reasonableness of the net cost to the County after considering the price of the new facility and proceeds from sale of the existing facility; e. The proposer's ability to create and obtain a financing package in order to meet the financial goals of the County; f. The ability for future expansion of County facilities at the site and on land areas surrounding the site; Sol g. The degree to which the facility would serve as a catalyst for economic development in the County generally and, specifically, in the particular environs of the proposed facility; h. The qualifications of proposer's team; i. The proposer's ability to work with public bodies having review and regulatory jurisdiction over the project; j. The proposer's accommodation of the County's preferences expressed in this Solicitation or the invitation for detailed -phase proposals, as applicable; k. The public interest and public input; and 1. The proposer's ability to leverage and integrate existing County and other available resources. VII. Copies of Unsolicited Proposal The submitter of the unsolicited proposal, Frederick County Center, LLC, has designated portions of its proposal as confidential proprietary information exempt from release under the Virginia Freedom of Information Act. Copies of those portions of the unsolicited proposal not so designated are available from the Frederick County Finance Department, 107 North Kent Street, Winchester, Virginia 22601, 540- 665 -5610, or by accessing materials via the "Current Solicitations" tab on the County's website at hllp: / /www.co.frederick.va.us /finance /finance purchasing.aspx -7- 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: April 17, 2013 SUBJECT: Finance Committee Report and Recommendations The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on Wednesday, April 17, 2013 at 8:00 a.m. Member Richard Shickle was absent. 1. Approval of March 20, 2013 meeting minutes. See attached, p. 3 — 6. The committee recommends approval. 2. The Sheriff requests a General Fund supplemental appropriation in the amount of $1,953.90. This amount represents travel reimbursements. No local funds required. See attached memo, p. 7. The committee recommends approval. 3. The Sheriff requests a General Fund supplemental appropriation in the amount of $703,359.56. This amount represents funds needed for technology projects. See attached information, p. 8 — 9. The committee authorized vendor negotiations to begin for phase III of the mobile project. The committee also recommends approval of $95,400 for the dual authentication and the virtual server projects. Remaining requests will be considered at a later date. 4. Outside agency contribution information is provided for discussion. See attached information, p. 10 — 26. The committee will continue discussions at the next committee meeting. 107 North Kent Street • Winchester, Virginia 22601 1 Finance Committee Report and Recommendations April 17, 2013 Page 12 5. The Finance Director requests a General Fund supplemental appropriation in the amount of $518,088.76. This amount represents prior year tax refunds that were refunded in 2012. The committee recommends approval. 6. The County Administrator provides requested information for discussion on tax exemption for The Village at Orchard Ridge. See attached information, p. 27 — 28. The committee recommends denial of the PILT request. Chairman Ewing and member Hottle abstained from this item. INFORMATION ONLY 1. The Finance Director provides a Fund 10 Transfer report for March 2013. See attached, p. 29 2. The Finance Director provides 3/31/13 financial statements. See attached, p. 30 -40. 3. The Finance Director provides 4/12/13 General Fund fund balance report. See attached, p. 41. Respectfully submitted, FINANCE COMMITTEE Bill Ewing Charles DeHaven Ron Hottle Gary Lofton Judy McCann Slaughter By Cheryl B. Shiffler, Finance irector 2 A Finance Committee meeting was held on Wednesday, March 20, 2013 at 8:00 A.M., in the First Floor Conference Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Bill M. Ewing; Richard C. Shickle; Charles S. DeHaven; Gary A. Lofton; Ron Hottle; Judy McCann - Slaughter; and Ellen Murphy, Commissioner of the Revenue (non- voting liaison). OTHERS PRESENT John R. Riley, Jr., County Administrator; Kris C. Tierney, Assistant County Administrator; Cheryl B. Shiffler, Finance Director; Rod Williams, County Attorney; Sharon Kibler, Assistant Finance Director; Jennifer L. Place, Budget Analyst; Lisa Saville, Lieutenant NRADC; and Larry Bradshaw, President and CEO — National Lutheran Communities & Services, Inc. CALL TO ORDER Chairman Ewing called the meeting to order. AGENDA ITEMS Chairman Ewing proposed an amendment to the agenda to add a supplemental appropriation request from Assistant Administrator Tierney as item 3. Hearing no discussion, the agenda was amended. 1. The NRADC Superintendent requested a NRADC Fund supplemental appropriation in the amount of $30,464.85. This amount represents insurance reimbursements for storm damage. No local funds required. See attached information, p. 1. Upon a motion by Committee Member Hottle, seconded by Committee Member DeHaven, the request was unanimously approved. 2. The Assistant County Administrator requested a General Fund supplemental appropriation in the amount of $9,175.04. This amount represents an insurance reimbursement for storm damage. No local funds required. See attached information, p. 2. Upon a motion by Committee Member Hottle, seconded by Committee Member DeHaven, the request was unanimously approved. 3. The Assistant County Administrator requested a General Fund supplemental appropriation in the amount of $44,500. This amount represents funds received from the general contractor for damages sustained to the roof surface at the Bowman Library during construction. The general 3 contractor has provided one half of the estimated cost of the roof repair. The other half will come from library proffer funds that were previously appropriated for the installation of a walkway at the library. See attached information, p. 3. Upon a motion by Committee Member DeHaven, seconded by Committee Member Hottle, the request was unanimously approved. 4. The Finance Director requested discussion on budget amendments to cover large tax refunds. See example, p. 4. Finance Director Shiffler presented the following concerns with issuing tax refunds without an accompanying budget amendment: a. Income statement is incorrect due to refunds normally being from revenue collected in prior years; b. Unbudgeted disbursements reduce the opportunity to increase fund balance at year end; c. There is no expenditure recorded for the refund, therefore there is no mechanism to track refunds. Chairman Ewing asked for an explanation of the cause for refunds. Commissioner of the Revenue Murphy responded that manufacturers file their tax information; however, when mistakes are discovered they utilize an appeals process to request a refund. She stated that in this particular case [i.e. Southestern Container], the State disallowed items that the County had not and through an appeals process the refund was granted. Committee Member Shickle suggested that, moving forward, if a refund is requested for prior year revenue, a supplemental appropriation request should accompany the refund request. Ms. Shiffler will provide a detail of all refunds granted for the current fiscal year to date at the next Finance Committee meeting. 5. The County Administrator requested discussion on the development of a payment in lieu of taxes agreement between the County and The Village at Orchard Ridge. See attached information, p. 5 — 13. Chairman Ewing abstained from this item due to a conflict and turned the meeting over to Committee Member DeHaven to chair. Administrator Riley presented a brief summary regarding a similar agreement that the County currently has with Westminster- Canterbury of Winchester, Inc. (See attached contract, p. 14.) 0 He also reported that at the time of the Westminster agreement, requests were not handled at the local level, but granted by the General Assembly. That procedure has changed and localities now review and grant exemptions for properties within their jurisdiction. Commissioner of the Revenue Murphy stated that other like organizations operate within the County who do not have a payment in lieu of taxes agreement. Most other tax exempt organizations in the County were granted by the General Assembly. Mrs. Murphy had previously reviewed this request and denied it due State Code restrictions. She noted the chapel and the critical care portions of The Village at Orchard Ridge have been granted a tax exemption. Committee Member Lofton asked why this request was being presented now and not at the time the project was approved. Mr. Bradshaw responded there were facts unknown to him at the time of project approval. He was originally unaware that Westminster- Canterbury had this type of agreement with the County and by not granting the same status to The Village at Orchard Ridge would put them at a competitive disadvantage. Mr. Bradshaw also stated that the project provides proffers, jobs, and other taxable development. The committee expressed concerns that when The Village at Orchard Ridge project was originally presented to the County, it was believed to be primarily taxable. Committee Member Lofton, seconded by Committee Member Hottle, made a motion to postpone the request until the following additional information could be presented to the committee: a. Provide the fiscal impact to the County if this requested is granted; b. Provide information on the actions taken by other localities in the State when presented with a similar request; c. Provide a review of existing tax exempt organizations in the County to determine if there should /could be any re- evaluations. The request for postponement was unanimously approved. 5 6. Outside agency funding requests were provided for discussion. A summary of the requests is attached, p. 15. Detailed requests have been uploaded to SkyDrive. Click here to view /download: http: / /sdrv.ms /16uw4PN Administrator Riley gave a brief summary of how outside agency requests have been handled in the past. The committee had the following comments regarding outside agency funding: a. Would like to see temporary capital requests considered; b. Prefer County contributions to be more performance based and review performance annually in order to assess the value provided by agency to the community compared to the County's contribution. c. Request staff identify those outside agencies having multi - jurisdictional support. Administrator Riley requested that committee members advise staff of individual concerns and /or requests for information prior to the next budget work session. OTHER BUSINESS Chairman Ewing requested a budget work session be scheduled between the March 27, 2013 budget public hearing and the April 10, 2013 budget adoption. A joint Finance Committee & Board of Supervisors budget work session will be held at 12:00 noon on Wednesday, April 3, 2013 in the Board of Supervisors' Meeting Room, 107 North Kent Street, Winchester, VA. ADJOURNMENT There being no further business, the meeting adjourned at 8:55 A.M. INFORMATION ONLY 1. The Finance Director provided a Fund 10 Transfer report for February 2013. See attached, p. 16. 2. The Finance Director provided 2/28/13 financial statements. See attached, p 17 — 26. 3. The Finance Director provided 3/14/13 General Fund fund balance report. See attached, p. 27. 9 ���ck county To ROBERT T. WILLIAMSON Sheriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax(540)504 -6400 Shepi//y► � �e MAJOR R. C. ECKMAN Chief Deputy TO : Finance Department FROM : Sheriff R. T. Williamson SUBJECT : Reimbursement - Travel /Training and Extradition DATE : April 5, 2013 Attached are copies of memos that were sent to the Treasurer's Office with checks attached. These checks were reimbursements received from the Commonwealth of Virginia for travel /training expenses and for expenses incurred on an extradition. We are requesting appropriation into our operating budget as follows: 3102 -5506 -000 $694.20 3102 -5506 -001 $1,259.70 Thank you. RTW /asw Attachments G.S • 4`1 113 joFL. (3- 0j0-Otq j t -oLr F"µ,Iericl: CowIly Rc:CEI ED APR 0 9 2013 ysria��g -r.4 7 d eck ROBERT T. WILLIAMSON Sheriff March 14, 2013 Cheryl Shiffler Frederick County Finance Department 107 North Kent Street Winchester, Va. 22601 REF; Supplemental Appropriations Request Dear Ms. Shiffler, County S 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax(540)504 -6400 MAJOR R. C. ECKMAN Chief D eputy If possible, please add the below list of requests to the Finance Committee Meeting Agenda which is scheduled for Wednesday, March 20, 2013. The requests total $703,359.56 Mobile. P roje ct - Phase 111 _ $526,340. The Sheriff's Office is prepared to begin implementation of Phase III of the In -Car Computer Project. This, the final phase of the project, will provide the hardware and software necessary to connect alf in car computers to Sheriff's Records Management and Computer Aided Dispatch Systems. Without this funding, the Sheriff's Office will be unable to complete the goals of the project which are to provide deputies in the field with immediate access to the many information resources only available to them when they are at the Public Safety Bui lding. Dua Authe nticati on � � $20,400.0 By September 30, 2013, the FBI's 2012 CJIS Mandates will require all In -Car Computer Systems, capable of accessing criminal justice information to use 2 forms of authentication to access the information and systems installed on the vehicle's computer. The Sheriff's In -Car Computers currently use only one form of authentication, a user name and password to protect information and systems installed. Information readily available via the Internet can allow a person with a small amount of computer experience and physical access to the computer, to easily access the contents of a computer using this type of authentication. The second method of authentication proposed utilizes the fingerprint reader already installed on the In -Car Computers to verify the person's identity. A user's fingerprints are pre- registered on the proposed system after which the user simply swipes his finger across the reader to verify he or she is authorized to access the computer. Without the purchase of this system, the Sheriff's Office will be forbidden by the noted mandates to access and or store any type of criminal justice information on the In -Car Computers. Utilization of dual authentication will also help reduce the liability associated with computers that contain the Personally Identifiable Information (PII) of citizens, particularly if a computer is lost, stolen, etc. heriff+ oft Sprint Wireless Vehicles $29,520.00 The Sheriff's In -Car Computer Systems uses the Sprint Cellular Network to access the network at the Public Safety Building. Grant and monies previously committed by the County will cover the cost of service until January of 2014. To continue this service, $59,040.00 must be allocated each year to cover the cost of the connectivity. Without this service, the In -Car Computers will no longer be able to connect to servers and systems at the Public Safety Building. Virtual Server - Public Safet $75,000.00 Many of the servers supporting both the Sheriff's Office and other Public Safety Departments are out of warranty and are well beyond their typical life expectance. The virtual server environment currently in use by the County does not meet the security restrictions, etc. required for Criminal Justice Information Systems. The demonstrated benefits of a virtual environment suggest the Sheriff's Office and the other Public Safety Departments would benefit greatly from a similar virtual environment which meets or exceeds the security restrictions, etc. set forth during the FBI's 2012 CJIS Mandates. Without the implementation of this virtual environment, the Sheriff and other Public Safety Departments will have to purchase individual servers to replace the aging population of servers in use now. Laserfiche $55,099.56 The Sheriff's Office wishes to replace its existing document imaging system with County's Laserfiche Document Imaging System. The cost information noted provides the Sheriff's Office with the software licenses and support service necessary to implement the system and convert all existing documents to the Laserfiche System Please let me know if you have any questions concerning these request. Sincerely; Robert T. Williamson Sheriff Q 9 * a 9 * * * * rat n �n m o 0 0 Z9 Q C) m 0 m m o 0 0 l♦ d 0 mt N m L �in4^ r4 V IA. c ry o ry m M N LO pq ri QI .--I Ln 111 n � o N 03 1 to in m 00 Qh m rl N N M an in to t4 rl W 4 m 4r). N CA w o + m 0 m m 0 0 n V Ln ry Ln Ln !� o a o en M LC La m o N Ln o Ln W O LY M r- M Lp 06 O V q em o `� � m ° �7 mm w -UN . 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Nvo L V} 00 O Ill Lr Lr Lr L6 Lf of Q O 1p N V► V� In V� 4h V► rl N N N m o r4 " An 4n• C4 V► V� 4n• rl VJ- VA 14 V) w m o o" o 6 Ln Vl Ln O o o v1 N O O 4n• W Ln N rl N In Rr VI m N r` ap m uq o m w Ln H en N an an v -qr M %4 lO M N M O 0 O V) r & L H in i/L i/L i/L 4/} An � � AA 4 VY � 4%L 00 m N A a-I N r A N + H 11 cc 3 W Z M a� m w v o +a 0 0 o a LU c V ct c U w ao UA �+ L 1p m V1 7 W CL C g LL p E u° Z +m U u y o ,r N Y 3 e a' ., u C O L r= U W N 61 C c+ U U a � .� = V o u c s Ln et m u y oc M co LQ != G = b.0 > r ca a � a i1 U A LL m y t aci CL z i m R _� Y a• � x CU c >> O LL v w c v O O c C y = C a G J J Y 9R t Z C Y m m t� L -D a a v H H m Z V En O Z r in Q 2 00 m N A a-I N r A N + H 11 rIVH titi 1Jipss -.- V %cam, % -Ivrh1 Financial information 12 FY 11 FY 12 FY 13 FY 14 Requested/Planned a FUNDING SOURCES County of Frederick Budget APpropriation 5,000 5.000 5,000 S,Ogo Other Local Governments Federal Government Fundraisin Other Funding - Event Revenue 1 1 ,54$,687 1,1329,051 1 TOTAL Frederick County funds as IA of Total funding sources .334 % .322 76 307 % _322 % BUDGET PERSONNEL Salaries and Wa es 143,359 137,796 146,425 151,000 Fein a Benefits TOTAL PERSONNEL 143,359 137,796 146 425 151,000 OPERATIONS occupancy rent /lease /mo age) Telecommunications 1,660 964 3-504 1. 5QQ Postage 642 555 600 Printin Copying 6$ Equipment Purchase /Lease and Maintenance 1,500 2 = 2,6A7 2 Travel Professional Development OfflceSu Iles 8, 160 7, 752 8,110 8,000 Prof. Sgrvlces (legal, accounting, fundraisin consultant 7,432 = _ 8,027 7 555 8,250 Dues and Subscrl tiom Other - event costs 1,274,724 1,389,134 1 1,384,238 1,379,430 TOTAL OPERATIONS 111,437 1 ,547,094 1,550,479 55 0 CAPITAL PROJECTS TOTAL BUDGET 12 — F4%4— "%-LI e_% Cx r% Financial Information ' FY 11 FY 12 FY 13 FY 14 Requested /Planned FUNDING SOURCES County of Frederick Budget b Appropriation 6503 6503 6503 8000 Other Local Governments 5,000 5,000 5000 7000 Government Grants 483970 579699 520544 550000 Fundraising 51660 65527 53,000 55,000 Other Funding 344623 144640 174297 175000 TOTAL 891756 801369 759344 795000 Frederick County funds as 9b of Total funding sources .007% 1 .008% .008% 01% BUDGET PERSONNEL S2iaries and Wages 522204 511318 518259 525000 Fringe Benefits 71353 63418 88437 90000 TOTAL PERSONNEL 593557 574736 606696 615000 OPERATIONS Occupancy (rent /lease /mortgage) 6158 6168 6168 6168 Telecommunications 17009 15859 14640 14640 Postage 2758 3178 350 3500 Printing/Copying 6051 3310 3500 3500 Equipment Purchase /Lease and Maintenance 826 5365 0 2000 Travel 2867 5566 3000 3000 Professional Development 2958 3279 4000 4000 Office Supplies 10503 8758 9000 9000 Prof. Services (legal, accounting, fundraising, consultant) 15710 14740 15500 15500 Dues and Subscriptions 2094 2338 2500 2500 Other 96964 64959 93990 116192 TOTAL OPERATIONS 757466 708256 759344 795000 CAPrTAL PROJECTS 76615 8983 1500000 1800000 TOTAL BUDGET 8314081 717234 1 2259344 12595000 The Laurel Center 13 j 4 tAz+ F--1 t-001 txu 1 WFYFL Calendar Year Income Statement Income 2012 Actual 2013 Est. Registration Income $232.92 $500.00 Football $23,509.00 $16,875.00 Cheer $228.13 $5,000.00 m Fundraising Income $2,500.00 $5,000.00 Golf Tournament $6,640.00 $6,DOD.DD Picture Day $580.00 $580.00 Donations - $3,000.00 $3,000.00 Gameday Operations $321.37 $500.00 Gate and Program Sales $1,033.20 $1,000.00 Interest $350.00 $350.00 Money Market $26.62 $25.00 Other $385.00 $400.00 Miscellaneous $72.00 0.00 Total income $34,860.82 $32,480.00 Expenses Football Operations Equipment $7,272.85 $10,000.00 Storage Equipment $232.92 $500.00 Officials $3,763.00 $3,800.00 Programs $228.13 $250.00 WPR User Fee $2,500.00 $5,000.00 Cheer Championship $280.46 $250.00 Advertising Newspaper $648.40 $650.00 Signs $321.37 $500.00 Insurance AYF Membership $350.00 $350.00 GL /D &O /Accident $2,897-00 $3,000.00 Property - Equipment $385.00 $400.00 Fundralsing Golf Tournament $8,021.53 $5,000.00 Coaches and Board Member Appreciation Gifts $2,106.72 $1,500,00 Banquet $2,718.38 $2,000.00 Total Expenses $31,725.76 $33,200.00 Total Profit /(Loss) $3,135.06 - $720.00 P 14 BLUE RIDGE LEGAL SERVICES, INC. Detailed Statement of Cash Flow October 2012 INCOME r,}Di±6owrAu YearYo513eie ;i kYeaFEnd"itita] n sAin uhf' � ;S arianes�sW:, -V rlandes- LSC $55,769.00 $557,692,(10 $688,977.50 $667,713.00 $1,264.50 0,2% LSCV $44,545.82 $448 ,45820 $534,546.87 $534,560.00 (&0.13) 0,0% United Ways $16,640.70 $107,471.60 $128,340.55 $126,213.67 $3,126.87 2.6% Aging Agencies $0.00 $18,659,90 $23,897,40 $31,425,00 ($7,527.60) -24.0% Lowlitles $2,634.75 $50,33925 $50,338.25 $43,065.00 $7,274.25 16.9% Misceiieneous $0,00 $10,191.55 $10,199.55 $0,00 $10,191,55 WA Contributions $7,976.00 $99,392.69 $114,392.89 $30,671.61 583,721.08 273.(Y% Interest $56.04 $906.09 $1,406.09 $3,000.00 {$1,593,91} -63.1% ,CAP -SAW $2,895.DO $7,095.00 $9,790.00 $9,790.00 $0.00 0.D% GAL Fees $2,100.00 $8,468,00 $8,468.00 $4,000.00 $4,468.00 11117% Va. Victims of domestic Violence Fund $9, 779.97 $46,371.34 $47,5DDA0 347,500 .00 $0.00 0.0% Community Foundation of the Central Blue Ridge $O,OD $7,5DUO $7,500.00 $6,250.00 $1,250.00 20.0% Legal Aid Society of Roanoke Valley $0,D0 $39,216.OD $7D,859.50 $78,432,00 ($7,572.50) -9,7% Andemen Foundation $D,DD .$0.00 $2,500.00 $2,500.00 30.00 0.0% AUorneya Fees $1,565.00 $5,665, DO $5,585.00 $0.00 $5,585,D0 NIA Walmart grant for GACAAA $D,00 $500,00 $500.00 $0.00 $50D.OD NIA Barristers Sall- HRSA $1,900.00 $1,900.00 ___ _$1 $0.00 $1,800.00 NIA TOTAL INCOMI= (exc donated Services) T $145,881.22 $1,406,748,82 $1,688,697.59 $1,564,110.48 $102,587.11 6.5% donated Goods $0.00 $900,00 $1,080.00 Danated Services -P $37,005,00 $320,965.00 $386,146.00 Donated Services -Law Clerks $5,579.25 $BB,4912B $82,189,54 • , ;' TOTAL DONATED SMVICES 543,884,26 S390,346.28 $468,415.54 :.;':',= .,;.�: . TOTAL INC $189,465,46 $1,797,093AD $2,156,11313 �,' :r_ ,,, i , _, ,,, `,• . , _ ,, 15 35 BLUE RIDGE LEGAL SERVICES, INC, Detalied Statement of Cash Flow October 2012 EXPENSES Salaries Fringe benefits Total Personnel Property Rents Utilities & Maintenance Equipment Rental Equipment Maintenance Office Supplies Postage Printing Telephone Dallne Services Program Travel Training & Conferences Insurance Lltigetion Accounting Dees Audit Coats Contracts to Program Dues a Fees Advertising Miscellaneous Library Expense Equipment Acquisition LHI Mini - grant expenses GACAAA expenses Statewide Website Expenses Barristo rs Ball - MR13A Total Non - Personnel TOTAL EXPENSES (exc. Donated 6ervices) Donated Goods Donated Services -PBI Donated Services -Law Clerks TOTAL 13814ATED SERVICES $1,169.57 $12,804.22 $16,304.22 $15,000,00 (5304,22) -2.0% 5227.50 $1,695,67 $2,029.00 $2,000,00 ($29.00) - 1.6% $99.49 $7,894.38 $9,694.38 $12,000,00 $2,105.62 17.6% $1,519.96 $8,790.48 $10,623.81 511,000.00 5376.19 3.4% $1,727.50 $8,799.26 $10,799.26 $12,000.00 $9,200.74 10.0% $221.01 $1,064.94 $1,731.61 64,000.00 $2,268.39 56.7% $1,415,40 $14,15139 $17,234.72 $18,500.00 $1,265.28 8.8% $1,009.84 $10,842.35 $13,059.02 $14,500,00 $1,440.98 9.9% $1,955.25 716,848.55 $18,849.55 $18,000.00 ($849,55) 4.7% $2,664.76 $12,542,60 $14,542.50 512,000,00 ($2,542.50) -21.2% $0.00 $7,866,76 $7,865.76 $9,500,00 $1,634.24 17.2% ($602,28) $6,676.58 $9,092.25 $2,500,00 ($6,592.25) - 263,7% $138,20 $3,125,65 $3,876.55 '$4,500.00 $624.35 93.9% $0.00 $5,860.00 $5,850.00 $6,800.OD ($50.00) -019% $129.10 $2,401.35 $3,401,35 $6,000.00 $2,698.65 43.3% $381,00 $9,661.78 $9,000.00 $10,500.00 $1,500.00 14.3% $450.70 $6,445.56 $7,778,88 $8,000.00 $221.12 2.8% ($240.00) $1,982.54 $2,316.97 $2,000.06 ($315.97) - 1fi.B°Jo 31,606.66 $17,025.51 $20,192.18 $19,000.00 ($1,192,18) -6.3% $0.00 $9,449.05 315,000.00 515,000.00 $0.00 0.0% $0.00 $1,420.63 $1,420.63 $0,00 ($1,420,63) NIA $512.57 5731.61 $731.81 $0.00 ($731.81) NIA $0.00 $11,500.00 $11,500.00 $0.00 ($11,500.00} NIA $0.00 $37,005,00 1AU7,355,98 $1,680,395.63 51,669,473.13 ($10,922,40) -11.7% $900,00 $1,060,0 0 $320,955.00 $366,14600 $68.491.28 982.189 64 :�•: r. " " '_'4 +�'" ' } 4 ` °� TOTALEXPENSES $178,684.B1 $1 $2,148,811.07 INCOME OVER EXPENSES $ {0,780,67 ($609.16) $6,392.06 ($85,352.65) $91,664.71 16 36 4 - H Center � r Pi na nri aI Infnrmatioln 6� 17 -Pf 11 FY L F5f 13 FY 14 Requested /Planned FUNDING SOURCES County of Frederick Budget App ° a q o.5 3t�c ✓ 00 Qther Local Govemrneats e! Federal Government — 0 — — L� Fundra {sing Ll 7 3 (o `a 4 Ca: k �F Other Fundin e TOTAL [ 3q Frederick County funds as Yo of Total funding snurcas - � v % BUDGET , PERSONNEL Salaries and Wages ;LL7 1 1 Fringe Benefits Q lo TOTAL PERSONNEL —71 f (, ST -la 4 W4 OPERATIONS occupaqR Irent/lease/ma e) O 0 Telecommunications `7 8 O 1 postag d Printing6p?pying D C� Equipment Purchase /Lease and Maintenance r f 7 n 1 3 Travel Professional. Development {ik v 3 4" f-/ Office Supplies Prof. Services (legal, accounting, fundraisin , consultant) Dues and Subscriptions Other 4 f TOTALOPEPATIONS f { CAPITAL PROJECTS L40, o TOTAL BUDGET 1 /0 3 3i sl3sl 6� 17 Financial Information FY11 FY12 FY13 FY14 Requested /Planned FUNDING SOURCES County of Frederick Budget Appropriation 10 ,519.00 10,519.00 10,519.00 15,000.00 Otheriocal Governments b 6,543.97 6,258.00 30,()00.00 Federal Government 102,358.44 102,358.44 102,358.44 102,358.44 Fundraising 4,230.26 9,735.82 20,000.00 11,321.75 Other Funding 58,402.00 48,611.00 53,506.50 53,506.50 Total 175,509.70 171,224,26 186,383.94 192,186.69 Frederick County funds as % of Total Funding Sources 16.68% 16.27% 17.72% 12.81% BUDGET PERSONNEL y m Salaries & Wages 109,973.29 151,437.28 160,000.00 Fringe Benefits 6,543.97 6,258.00 6,900.00 TOTAL PERSONNEL 102,854.46 116,517.26 157,695.28 166,900.00 OPERATIONS ?��t .."� ". ;, �n .�`.tii.!1.' r 4,029.00 fir.. i'...:b,'�: r i c k...a 0011, a � F Occupancy (utilities only) 2,133.00 2,844.00 2,844.00 Telecommunications 766.35 1,305.79 2,331.00 2,331.00 Postage 743.26 768.95 820.00 820.00 Printing/Copying 2,744.80 2,495.42 2,516.00 2,620.11 Equipment Purchase/Maintenance 1,092.98 379.00 600.00 700.00 Travel 1,244.51 2,938.91 2,025.00 2,325.00 Professional Development 2,886.96 2,370.08 2,628.00 2,628.52 Office Supplies 3,819.08 4,516.93 3,585.00 4,168.00 Prof. Services (audit, accounting, fundraising, IT support) 8,152.01 13,877.48 13,750.00 13,014.00 Dues and Subscriptions 614.29 405.00 925.00 405.00 office /Building Maintenance 2,67112 2,389.01 2,500.00 2,531.06 Program Supplies 5,499.39 2,862,03 2,500.00 4,180.71 TOTAL OPERATIONS 34,265.75 36,441.60 37,024.00 39,567.40 I CAPITAL PROJECTS TOTAL BUDGET $137,120.21 $152,958.86 1 $200,142.00__]_ $145,417.63 i Ja ya'( Financial Information 19 FY 11 FY 12 FY 13 FY 14 Requested /Planned FUNDING SOURCES County of Frederick Budget& Appropriation 29,750 19 , 125 Other Local Governments 10 , ! ` Federal Government Fundraisin 36,562 70,935 70,000 Other Funding Lr TOTAL r 352,279 413,991 396,108 439,366 Frederick County funds as % of Total funding sources BUDGET 8 % 5 5 % % 6 % PERSONNEL Salaries and Wages ,34 14 q 392 1 )b 4 7 9 c P f Fringe Benefits / S 2'{b t 92TI /.3 G I v TOTAL PERSONNEL 2 J,3 b cu 33 t 7 f BSI OPERATIONS Occupancy (rent /lease /mo e) /$ p U '2 Z o a$ tlf 2 S J p 0 Telecommunications / fr 1 Z `7 Y t q 3_15- a Q Postage $$ I U Y C L Printing/Copy r L5 Equipment Purchase /Lease and Maintenance 1, C.`t� J .3 y 9 ' Travel J 3 tfG i � Professional Develo merit 11 1 Office Supplies 2. St/l? /fit ( J SGa U Prof. Services (legal, accounting, fundraising, consultant) / a �S 2`i /Y 7 G p to Dues and Subscriptions J g G 27 9 other s` Z o t, R - 7, 2 17 9 7 (A 23 TOTAL OPERATIONS - )R, a h (' b, ki l $ 2 lU 7 (o Co CAPITAL PROJECTS 2Q_ 9.�Zl 2 V o 0 6 0° TOTAL BUDGET 19 ©+.'r d-k wu�\ l t- n Financial Information FY11(Actual) FY12 (Budget) FY13 (Budget) FY 14 Requested /Planned FUNDING SOURCES , County of Frederick Budget Appropriation $ 20,655.00 $ 20,655.00 $ 20,655.00 $ 20,655.00 Other Local Governments m $ 26,688.00 $ 26,688.00 $ 26,688.00 $ 26,688.00 Federal Government $ 73,793.41 $ Fundraising $ 27,729.16 $ 55,000.00 $ 57,441.30 $ 58,590.13 Other Funding (Rental Income, Valley Health, Shockey) $ 436,081.59 $ 411,604.65 $ 393,393.70 $ 401,261.57 TOTAL $ 584,947.16 $ 513,947.65 $ 498,178.00 $ 507,194.70 Frederick County funds as %of Total funding sources 3.53% 4.02% 4.15% 4.07% BUDGET PERSONNEL r S j - .. �n1r ,.i t 9E .- x ± x Salaries and Wages $ 222,445.71 $ 226,450.00 $ 231,586.11 $ 236,217.83 Fringe $ 57,687.31 $ 58,877.00 $ 60,212.38 $ 61,416.64 TOTAL PERSONNEL OPERATIONS Occupancy (rent /lease /mortgage) $ 2 lt Jx SHwTiTPa $ 66,673.28 $ 285,327.00 i3T £i( $ 75,165.00 $ 29 x �1 t 1Y s� t� $ 73,900.00 $ $ 297,634.47 t� �§ w �� {U 75,378.00 Telecommunications $ 14,510.73 $ 20,000.00 $ 18,000.00 $ 18,350.00 Postage Printing /Copying $ 1,069.45 $ 1,200.00 $ 1,200.00 $ 1,224.00 Equipment Purchase /Lease and Maintenance $ 1,935.57 $ 1,000.00 $ 1,000.00 $ 1,020.00 Travel $ 837.73 $ 500.00 $ 500.00 $ 510.00 Professional Development $ 409.00 $ 2,000.00 $ 2,000.00 $ 2,040.00 Office Supplies $ 4,724.28 $ 4,200.00 $ 4,200.00 $ 4,284.00 Prof. Services (legal, accounting, fundraising, consultant) $ 115,398.55 $ 81,900.00 $ 82,679.51 $ 84,333.10 Dues and Subscriptions $ 826.00 S 500.00 $ 250.00 $ 255.00 Other (Advertsing, Insurance, Website) $ 29,492.69 $ 28,700.92 $ 22,650.00 $ 23,103.00 TOTAL OPERATIONS $ 235,877.28 $ 215,165.92 $ 206,379.51 $ 210,507.10 CAPITAL PROJECTS TOTAL BUDGET $ 516,010.30 $ 500,492.92 $ 498,178.00 $ 508,141.57 QUKj via t" Financial Information FY 14 FYI 1 FY1 2 FY1 3 Requested[Planned FUNDING SOURCES County of Frederick Budget Approeriation $1,000,000 $25,245: $25,245 $29,750 Other Local Governments 982,381 1,030,953 1,070,324 1.200,000 Federal Government 1,409,341 1,439,627 1,425,000 1,425,000 Fundraising 91,623 82,153 90,000 120,000 Other Funding 679,060 1,370,269 638,004 650,000 P rinting/Co in 0 0 0 0 TOTAL $4,162,405 $3.948,247 $3,248,573 $3,424,750 Travel 7,863 4,853 6,500 5,500 Frederick County funds as % of I i 9,020 9,500 9,500 Total funding sources _I _ 24.025% 0.639% 0.777% 0,869%, BUDGET PERSONNEL Salaries and Wages $1,866,592 $2,016,566 '01 $1,966,052 $1,980,000 Fringe Benefits 577,876 616,957 652,549 680,000 TOTAL PERSONNEL OPERATIONS Occupancy (rent/lease/mortgage) $2,444,468 $250,332 $2,633,523 $352,749 $2,618,601 $360,500 $2,660,000 $380,000 Telecommunications 19,781 22,021 20,000 22,000 Postage 1,348 1,529 1,800 1,600 P rinting/Co in 0 0 0 0 1= s q2lpment Purchase/Lease & Mainterianc 174,621 163,355 100,000 110,000 Travel 7,863 4,853 6,500 5,500 Professional Development 7,750 9,020 9,500 9,500 Office Supplies 12,835 7,399 8,000 8,000 Professional Services (legal, accounting, fundraising, consultant) 215,998 60,351 45,000 98,067 Dues and Subscriptons 5,450 6,077 _6,000 6,200 Other 245,105 216,936 166,524 175,000 TOTAL OPERATIONS $3,385,551 $3,515,529 $3,346,776 $3,422,800 CAPITAL PROJECTS 0 0 TOTAL BUDGET 5,5291 $3,346,T $3,422,BDOI 21 Financial Information 22 FY11 FY12 FY13 FY14 FUNDING SOURCES County of Frederick 22,950 22,950 22,950 30,000 Other Locai Gov „ 10 10,000 10,000 10,000 Federal Gov -0- -0- -0- -0- Fundraising 111,000 133,000 130,000 130,000 Other Funding 271,204 293,755 291,867 291,867 TOTAL 415,154 459,705 454,817 454,817 Frederick County % 5.5% 4.9'x5 5.0% _ 6.5% BUDGET PERSONNEL Salaries & Fringe 175,846 180,589 196,258 196,258 TOTAL PERSONNEL 175,846 180,589 196,258 196,258 OPERATIONS Occupancy -0- -0- -0- -0- Telecommunications & Utilities 32,600 41,300 40,300 40,300 Postage 1,000 1,000 1,100 1,100 Printing 1,600 3,100 -0- -0- Equipment/Maintenance 8,000 11,200 9,900 9,900 Travel -0- -0- -0- -0- Prof. Development -0- -0- -0- -0- Office Supplies 2,000 1,600 2,000 2,000 Prof. Services 3,500 3,500 3,500 3,500 Dues & Subscriptions 1 1,000 1,100 1,100 Other 189,302 215,561 199,700 199,700 TOTAL OPERATIONS 239,002 277,261 257,600 257,600 CAPITAL PROJECTS -0- -0- -0- -0- TOTAL BUDGET 414,848 457,850 453,858 1 453,858 22 A L, o n Financial Information FY 11 FY 32 FY 13 FY 14 Requested /Planned FUNDING SOURCES ` county of Frederick Budget E Appropriatlon_ 60,930 60,930 60,930 100,215 Other Local Governments 328,550 121,500 228,000 413,285 Federal Government 1,127,387 1,047,377 1,092,853 1,150,000 Fundraising 225,342 323,234 206,190 300,000 Other Funding 904,535 566,824 509,495 520,000 TOTAL 2,646,744 2,199,865 2,097,468 2,483,500 Frederick County funds as % of Total funding sources 2.30% 2.87% 2.89% 4.00% BUDGET PERSONNEL Salaries and Wages 1,450,889 938,649 1,028,722 1,0'50,000 Fringe Benefits 326,566 213,119 118,391 125,000 TOTAL PERSONNEL 1,777,455 1,151,768 1,147,113 1,175,000 OPERATIONS Occupancy (rent /lease /mortgage) 200,657 39,182 50,027 52,000 Telecommunications 63,406 46,340 37,911 38,000 Postage 8,556 2,317 8,148 8,500 Printing/Copying 8,167 4,752 5,500 5,700 Equipment Purchase /Lease and Maintenance 31,617 23,419 28,540 32,000 Travel 50,950 8,755 15,040 16,000 Professional Development Office Supplies 16,342 4,884 8,452 9 Prof. Services (legal, accounting, fundraising, consultant) 151,432 153,672 78,000 78,000 Dues and Subscriptions 10,231 4,553 7,530 7,530 Other *• 523,370 1 593,153 461,586 470,000 TOTAL OPERATIONS 2,842,183 2,032,803 1 1,847,847 1 1,892,230 CAPITAL PROJECTS TOTAL SIJOGET • * State Government Funding, Cooling Funds, Grants, Donated Rent, Interest. ** Food and Disposables, Insurance, Bank Fees, Service Contract Expenses, Utilities, Taxes. 23 Finan Inform r- ,r o. d;� [ h - - FY 11 FY 12 A FY 13 FY 14 Requested /Planned FUNDING SOURCES County ofFrederi0Budget �Ep ro riation 16,420 16,42D 16,420 16,420 Other Local Governments ° 46,32q 46.1?q 46,129 Federal Government - 191.721 191,721 191,721 191, Fundraising 4,000 4,000 4,000 4,500 Other Fund 4 237,770 260,069 190,099 164,299 TOTAL 496,240 518,539 448,569 423,269 Frederick [aunty funds as % of Total funding sources 3 % 3 96 3 % 3 % BUDGET PERSONNEL Salaries and Wages . 32,335 252,614 257,742 228,106 Fringe Benefits _ 252,614 257,742 228,106 TOTAL PERSONNEL 232,335 OPERATIONS s� Occupancy [rent/lease /mortgage] 23,37 39,455 45,792 50,045 Telecommunications 6,0 6,10D , Posts a 2,185 1,512 2,200 2,200 Printing/Copying 41- r560 4,560 4,560 4,700 Equipment Purchase /Lease and Maintenance 5,700 5, 704 5,700 5,700 Travel Professional Development _ Office supplies 3 654 9 4,000 4 Prof. Services (legal, accounting, fundralsing consultant) 3,500 3 , 600 4 Du es and Subscriptions 1,760 622 --- 4 . 1 000 900 1,600 TOTAL OPERATIONS CAPITAL PROJECTS TOTAL BUDGET 950,661 1 976,593 1 896,724 1 846,241 ** Employees are not provided fringe benefits. * Other funding & other expenses include all revenue & expenses related to the CPR /First Aid program as well as the EMS program. training, 9 24 � LC Z4 --Y -1 C an Al Financial information Scene 10 5 R, A j,,I FY 11 aX.A va.l FY 12 qua ,-� PY 33 FY 14 Requested /Planned FUNDING SOURCES County of Frederick Budget Aperopdation 11 4 15 t 1 'tT S 11 W"t 5 11 W1 5 Other Lagl Guvemments (0 100 6 1 0 0 Mo (a 9.10 Federal Govemment 3(0 1q►{ a6 1 4 09 , a� D SO >,i qco Fundralsin - - - - Other Funding {r n 1 tc1 tio3Cn ��� ��7 $� a 3'14 TOTAL (aab ' 5�?, `ItQ 5SoT l'i �5t3 fo> l rederick County funds as % of Tote I funding sources 1 -'1 96 n % % BUDGET PERSONNEL Salaries and Wages 140 1 1 V %5 3Lk9 0153 SA 5(a(a 000 MW Beftefits 11"1 QA tly S(0"1 130 107. 4AS Coo TOTAL PIR"WEL OPERAT14ONS Occup [rent /lease /mo age) $A 5 Lfi% oq5 W.'a 5$ 5 45 '�x 1' ykk% L4% SI Soo k33 000 54A aoo Telecamrnunicatlons 7 ;ii 40 141(0 S 00(3 5 GO KD 13" a x 113 3 %(04 404 1 cos Minting/Copying - - Equipment PurcMse /Lease and Nlaintenanre osto Ta aoo Travel Professional Develo me n►,::. — 1Z $S$ 1`t 933 w 550 T 000 Office Supplies 3 t 6q S t o all Prof. services (legal, accounting, fuc+ m,"IMtonsuWant3 Y1 1 ly li°4 - I sap 7 100 flues and Subscrip r0 aGx ba 1 3 %%% LA oaG other 61 fe w1 4$vi4' 15''% 17. s'k4 TOTAL OPEPATIONS 10 (s w% 43a.0o 5GZ 1�9 &?;r3 ro7`1 CAPIM PROJECTS - - TOTAL StiMET 0�$' a : IK l5 A 1 3`L S� •• 25 H wt -t-r1 01�) .4 Financial Information 26 FY 11 FY 12 FY 13 FY 14 Requested/Planned a FUNDING SOURCES County of Frederick Budget Appropriation 0 6 $7,500.0 Other local Governments $ 20,800-00 21 200.0 $23,700.00 $27,500.0 Federal Government $28 $28, 139-00 101 000.0 $8 Fundraisin $43,445-00 $23,503.00 $9 2,030.00 95 000.0 Other Funding $ 54 , 487.00 108 074.00 $85927.00 $97,300-0 TOTAL $1.46,993.00 $180,916.00 $302,657.0 $307,300.0 Frederick County funds as % of Total funding sources % % % 2% BUDGET $PERSONNEL Salaries and wages 'A $56 $61 r M $62 $62 900.00 Frin a Benefits $ 2, 600-0 $2 400.0 2 400.4 $2,400.0 TOTAL PERSONNEL OPERATIONS $59,184. 0 $64,09S.00 $64,640.0( $65 300.0 Occupancy ( rent /lease /mortgage) Telecommunications $1906.0 2 159 a $ 2,040.0 $2200.0 Postage 483.00 $455.Q 450.0 470.0 Printing/Copy $ 800,00 $913.0( $1,500.0( $1,575-00 Equipment Purchase /Lease and Maintenance 0 0 $500.00 $500.0 Traver $479.00 $895.00 $1,000.00 $1,100.0 Professional Develop $1.155.00 $749.00 $500.00 $500.0 Office Supplies $1,482.00 $735.0 $500.00 $600.0 Prof, Services {legal, accounting, fundraising, consultant) $8,310.0 $11,074.00 $7,000.00 $7,700.0 Dues and Subscriptions $ 230.00 $390.00 $400.00 $400.0 other (Includes Project Expenses 1 $123,648.00 1.61 259.0 $ 225,735.00 $206,800M TOTALOPEkATIONS 1$ 138, 493.00 $178, 629.0( $23962 $221, CAPITAL PROJECTS 01 Q TOTA BUDG 1$1 724.0 $304,265 _. $287,145_.00 26 COUNTY of FREDERICK John R. Riley, Jr. County Administrator 540/665 -5666 Fax 540/667 -0370 E -mail: jriley @co.frederick.va.us MEMORANDUM TO: Finance Committee FROM: John R. Riley, Jr., County Administra SUBJECT: Payment In Lieu of Taxes (PILT) — The Village at Orchard Ridge DATE: April 9, 2013 The following information is provided as directed by the Finance Committee at its last meeting. - Projected Real Estate Taxes from The Village at Orchard Ridge (Lutheran Home) - $194,800. Requested payment in lieu - $42,000. - Projected Real Estate Taxes from Westminster- Canterbury $143,033. Actual payment in lieu - $24,000. - Fiscal Impact to County Capital Facilities per the Development Impact Model (DIM) over twenty years - $2,836,936. Revoking the PILT for Westminster - Canterbury would require approval from the Virginia General Assembly since legislation was adopted by same. Our local delegation would need to introduce legislation. The county attorney will have his research available at the Finance Committee, as to similar situations throughout the Commonwealth. Please contact me if you have any questions. JRRljet Attachments 107 North Kent Street - 2 Winchester, Virginia 22601 John Rile From: Eric Lawrence Sent: Monday, April 08, 2013 11:42 AM To: John Riley Subject: The Village at Orchard Ridge and DIM Based on the DIM in effect in 2009, when the rezoning for the Village at Orchard Ridge was processed, the projected impact on capital facilities was $2,707 per unit. This acknowledges that schools would not be impacted, and consider the residential units to be deemed apartments. The approved Master Development Plan for the project indicates that there will be 1,048 residential units. 820 Independent Care Living Units 126 Assisted Care Living Units 102 Skilled nursing Care Units When applying the DIM to this 1,048 unit project, the model projects a total impact of $2,836,936. Eric R. Lawrence, AICP Director, Department of Planning and Development Frederick County 107 N. Kent Street Winchester, VA 22601 540- 665 -5651 540- 665 -6395 (fax) elawrenc co.frederick.va.us www.FrederickCountvVa.qov/Planninq www. FrederickCountyVa.gov 1 28 Per Apartment Unit For 1,048 Apartment units Fire and Rescue $557 $583,736 General Government $0 $0 Public Safety $0 $0 Library $368 $385.664 Parks and Recreation $1,782 $1,867,536 TOTAL $ 2,707 $2,836,936 Eric R. Lawrence, AICP Director, Department of Planning and Development Frederick County 107 N. Kent Street Winchester, VA 22601 540- 665 -5651 540- 665 -6395 (fax) elawrenc co.frederick.va.us www.FrederickCountvVa.qov/Planninq www. FrederickCountyVa.gov 1 28 4/3/2013 FY13 MARCH BUDGET TRANSFER REPORT PAGE 1 DATE DEPARTMENT /GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 3/1/2013 FIRE AND RESCUE CAREER DEVELOPMENT 3505 1001 000 000 11,229.24 FIRE AND RESCUE 3505 1007 000 001 (11,229.24) 3/8/2013 ANIMALSHELTER SUPPLEMENT LINE ITEM FY13 4305 3002 000 001 (2,000.00) ANIMAL SHELTER 43055407 000 000 2,000.00 3/8/2013 ECONOMIC DEVELOPMENT COMMISSION COVER DUES & MEMBERSHIP 8102 3007 000 000 (500.00) ECONOMIC DEVELOPMENT COMMISSION 8102 5801 000 000 500.00 3/8/2013 ECONOMIC DEVELOPMENT COMMISSION COVER OTHER OPERATING EXPENSES 8102 3002 000 006 (1,000.00) ECONOMIC DEVELOPMENT COMMISSION 8102 5413 000 000 1,000.00 3/11/2013 COMMISSIONER OF THE REVENUE POSTAGE COST INCREASE 1209 5801 000 000 (800.00) COMMISSIONER OF THE REVENUE 1209 5204 000 000 800.00 COMMISSIONER OF THE REVENUE 1209 5204 000 000 800.00 REASSESSMENT /BOARD OF ASSESSORS 1210 5506 000 000 (800.00) 3/11/2013 SHERIFF COVER EXPENSES IN CURRENT YEAR 3102 90011 000 000 (6,500.00) SHERIFF 3102 5410 000 000 6,500.00 SHERIFF 3102 9001 000 000 (3,000.00) SHERIFF 3102 3004 000 001 3,000.00 3/12/2013 CLEARBROOK PARK COVER THE COST OF BASES 7109 5413 000 000 (783.16) CLEARBROOK PARK 7109 5412 000 000 783.16 3/14/2013 REASSESSMENT /BOARD OF ASSESSORS ASSESSOR TESTING 1210 5801 000 000 (200.00) REASSESSMENT /BOARD OF ASSESSORS 1210 5506 000 000 200.00 3/18/2013 HUMAN RESOURCES BAI SOFTWARE PTO ACCRUAL 1203 5413 000 000 4,800.00 TRANSFERS /CONTINGENCY 93015890 000 000 (4,800.00) 3/18/2013 INFORMATION TECHNOLOGY PROMOTION 3/13 12201001 000 032 2,191.38 INFORMATION TECHNOLOGY 12201001 000 025 (2,191.38) 3/19/2013 HUMAN RESOURCES MARCH EMPLOYEE OF THE MONTH 1203 3006 000 000 (200.00) HUMAN RESOURCES 1203 1007 000 003 200.00 3/19/2013 HUMAN RESOURCES TRAVEL EXPENSES FROM VALHSO CONFERENCE 1203 5204 000 000 (229.38) HUMAN RESOURCES 1203 5506 000 000 229.38 3/20/2013 LITTER CONTROL GRANT FUNDSTO MISC LINE ITEM 4205 5506 000 000 (350.00) LITTER CONTROL GRANT 4205 5413 000 000 350.00 3/20/2013 ANIMAL SHELTER SUPPLEMENT LINE ITEM FY13 4305 3002 000 001 (1,500.00) ANIMAL SHELTER 43055405 000 000 1,500.00 3/21/2013 PUBLIC SAFETY COMMUNICATIONS LICENSES AND OTHER PURCHASES 35065204 000 000 (1,000.00) PUBLIC SAFETY COMMUNICATIONS 35065413 000 000 1,000.00 3/21/2013 COUNTY OFFICE BUILDINGS /COURTHOUSE FUNDS FOR JANITORIAL SUPPLIES CAB 4304 5405 000 005 (3,500.00) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 5405 000 000 3,500.00 3/25/2013 COUNTY OFFICE BUILDINGS /COURTHOUSE LEASING OF EMERGENCY GENERATOR 4304 3010 000 000 (1,000.00) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 9001 000 000 1,000.00 3/27/2013 REFUSE COLLECTION FUND UNIFORMS FOR FY2013 4203 5405 000 000 (300.00) REFUSE COLLECTION 4203 5410 000 000 300.00 3/28/2013 ANIMAL SHELTER SUPPLEMENT FOR REMAINDER OF FY13 43053002 000 001 (1,500.00) ANIMAL SHELTER 4305 5407 000 000 1,500.00 3/28/2013 AGRICULTURE VA STATE HORT. SOCIETY DUES 8301 5401 000 000 (5.00) AGRICULTURE 83015801 000 000 5.00 4/2/2013 FIRE AND RESCUE EQUIPMENT CABINET FOR CHEVY TAHOE 35055605 000 002 (3,800.00) FIRE AND RESCUE 3505 5408 000 000 3,800.00 4/2/2013 INFORMATION TECHNOLOGY TRAINING CLASSES FOR IT 1220 5299 000 000 (3,500.00) INFORMATION TECHNOLOGY 1220 0001 003 3,500.00 4/3/2013 BOARD OF SUPERVISORS GENERAL CODE INVOICES &BOS BROADCASTING SVC 1101153051 0001 000 (1,500.00) BOARD OF SUPERVISORS 1101130021 0001 000 1,500.00 29 County of Frederick General Fund March 31, 2013 ASSETS FY13 FY12 3/31/13 3/31/12 Increase (Decrease) Cash and Cash Equivalents Petty Cash Receivables: Taxes, Commonwealth, Reimb. P/P Streetlights Commonwealth,Federal,45 day Taxes Due from Fred. Co. San. Auth. Prepaid Postage GL controls (est.rev / est. exp) TOTAL ASSETS LIABILITIES Accrued Liabilities Performance Bonds Payable Taxes Collected in Advance Deferred Revenue TOTAL LIABILITIES EQUITY Fund Balance Reserved: Encumbrance General Fund Conservation Easement Peg Grant Prepaid Items Advances Employee Benefits Courthouse ADA Fees Historical Markers Transportation Reserve Animal Shelter Proffers Economic Development Incentive Star Fort Fees VDOT Revenue Sharing Undesignated Adjusted Fund Balance TOTAL EQUITY TOTAL LIAB. & EQUITY 36,677,735.78 31,564,332.16 1,555.00 1,555.00 5,113,403.62 *A 0.00 3,386,048.00 3,020,598.01 365,449.99 *B 1,242.81 1,375.54 (132.73) 48,282.98 49,791.97 (1,508.99) 734,939.23 734,939.23 0.00 3,759.94 5,500.68 (1,740.74) (12.261.870.55) (6,635,451.26) (5,626,419.29) (1) Attached 28.591.693.19 28,742,641.33 (150,948.14) 362,409.63 348,852.44 13,557.19 *C 1,495,545.90 1,546,389.96 (50,844.06) 208,662.35 137,256.85 71,405.50 3,435,883.08 3,067,054.33 368,828.75 *D 5,502,500.96 5,099,553.58 402,947.38 512,741.90 226,779.94 285,961.96 (2) Attached 2,135.00 1,635.00 500.00 128,354.00 82,948.40 45,405.60 949.63 949.63 0.00 734,939.23 734,939.23 0.00 93,120.82 93,120.82 0.00 124,084.63 75,601.48 48,483.15 17,227.91 17,194.14 33.77 377,396.00 438,300.00 (60,904.00) *E 325, 780.61 309, 579.84 16, 200.77 1,630,662.27 1,640,089.10 (9,426.83) (3) Attached 550,000.00 687.01 549,312.99 *F 0.00 4,261.53 (4,261.53) 436,270.00 436,270.00 0.00 18.155.530.23 19,580,731.63 (1,425,201.40) (4) Attached 23.089.192.23 23,643,087.75 (553,895.52) 28.591.693.19 28,742,641.33 (150,948.14) NOTES: *A The cash increase of $5.1 million reflects the $4.8 million increase in revenue. *B The increase in taxes receivable was impacted by the increased real estate tax rate and on the assessments of real property and personal property. *C The difference is a result of employer health insurance costs being collected a month in advance. *D Deferred revenue includes taxes receivable, street lights, misc.charges, dog tags, and motor vehicle registration fees. *E Due to Rt. 11 N. Project(Board Action 2/27/13). *F The current $550,000 represents Carmeuse Lime and Stone local incentive. 30 BALANCE SHEET (1) GL Controls FY13 FY12 Inc /(Decrease) Est.Revenue 123,265,656 122,049,710 1,215,946 Appropriations (59,816,347) (56,567,846) (3,248,501) Est.Tr.to Other fds (76,223,922) (72,344,095) (3,879,826) Encumbrances 512,742 226,780 285,962 1,630,662.27 (12,261,871) (6,635,451) (5,626,419) (2) General Fund Purchase Orders Outstanding Purchase Orders 3/31/13 DEPARTMENT Fire and Rescue Stephens City Fire & Rescue Parks Sheriff Treasurer Total 512.741.90 Designated Other Projects Detail Administration Designated Bridges (3)Proffer Information Historic Preservation 58,000.00 Other 14,907.00 SCHOOLS PARKS FIRE & RESCUE Projects TOTAL Balance @3 /31/13 1 722,838.19 105,037.47 280,362.07 522,424.54 1,630,662.27 Designated Other Projects Detail Administration 126,243.54 Bridges 43,700.00 Historic Preservation 58,000.00 Library 14,907.00 Rt.50 Trans.lmp. 10,000.00 Rt. 50 Rezoning 25,000.00 Rt. 656 & 657 Imp. 25,000.00 RT.277 162,375.00 Sheriff 19,199.00 Solid Waste 12,000.00 Stop Lights 26,000.00 Total 522,424.54 Other Proffers @3/31/13 (4) Fund Balance Adjusted Beginning Balance 3/13 22,381,090.33 Revenue 3/13 76,274,384.54 Expenditures 3/13 (38,844,037.37) Transfers 3/13 (41,655,907.27) 3/13 Adjusted Fund Balance 18,155,530.23 Amount Description 9,635.49 Uniforms 29,373.65 Chevy Tahoe 11,228.99 HAZ MAT Equipment 3,015.99 Scott SCBA Repair 3,851.16 Fire Service Test Banks 3,995.00 Fire Manual Annual Subscription 5,195.00 Tile Replacement 8,750.00 Bathroom Renovation 57,699.00 2013 Bus 78,061.00 3 Toro Mowers 9,019.00 Replaster Sherando Wading Pool 10,093.85 Seed and Fertilizer 227,016.00 9 Police Interceptor Sedans 2,820.00 Reflective Marking Kits 22,974.00 Lightbars and Adapter Kits 22,942.22 Ammunition 3,511.95 Computer Forensics Software& Equipment 3,559.60 Envelopes 31 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance March 31, 2013 EXPENDITURES: General Administration 9,491,274.44 FY13 FY 12 YTD Judicial Administration REVENUES: 1,472,961.98 3/31/13 3/31/12 Actual 26,519,468.11 18,627,320.78 Appropriated Actual Actual Variance 2,595,758.41 General Property Taxes 82,285,000.00 39,896,345.15 37,204,396.92 2,691,948.23 (1) Other local taxes 27,145,651.00 18,843,176.35 17,576,893.89 1,266,282.46 (2) Permits & Privilege fees 904,250.00 859,886.82 733,493.22 126,393.60 (3) Revenue from use of money 1,245,311.44 1,226,474.34 18,837.10 TOTAL EXPENDITURES 56,816,771.68 and property 173,500.56 430,186.96 179,377.93 250,809.03 (4) Charges for Services 2,250,180.00 1,564,419.68 1,557,840.46 6,579.22 Miscellaneous 811,954.79 424,693.19 283,418.79 141,274.40 Recovered Costs 751,053.81 1,662,258.00 1,008,129.65 654,128.35 (5) Intergovernmental: Commonwealth 8,747,460.94 12,427,933.26 12,654,642.65 (226,709.39) (6) Federal 196,604.85 165,485.13 254,121.35 (88,636.22) (7) Transfers 0.00 0.00 0.00 0.00 TOTAL REVENUES 123,265,655.95 76,274,384.54 71,452,314.86 4,822,069.68 EXPENDITURES: General Administration 9,491,274.44 6,895,948.11 5,098,155.46 1,797,792.65 Judicial Administration 2,112,454.66 1,472,961.98 1,365,762.04 107,199.94 Public Safety 26,519,468.11 18,627,320.78 17,407,631.69 1,219,689.09 Public Works 4,431,958.67 2,595,758.41 2,490,456.75 105,301.66 Health and Welfare 7,125,292.00 4,508,175.03 4,745,158.23 (236,983.20) Education 56,493.00 42,369.75 42,369.75 0.00 Parks, Recreation, Culture 5,261,636.92 3,456,191.87 3,532,693.63 (76,501.76) Community Development 1,818,193.88 1,245,311.44 1,226,474.34 18,837.10 TOTAL EXPENDITURES 56,816,771.68 38,844,037.37 35,908,701.89 2,935,335.48 (8) OTHER FINANCING SOURCES ( USES): Operating transfers from / to 79,223,496.72 41,655,907.27 38,625,314.71 3,030,592.56 (9) Excess (deficiency)of revenues & other sources over expenditures & other uses (12,774,612.45) (4,225,560.10) (3,081,701.74) 1,143,858.36 Fund Balance per General Ledger 22,381,090.33 22,662,433.37 (281,343.04) Fund Balance Adjusted to reflect 18,155,530.23 19,580,731.63 (1,425,201.40) Income Statement @3 /31/13 32 (1)General Property Taxes FY13 FY12 Increase /Decrease Real Estate Taxes 22,201,046 20,503,223 1,697,823 Public Services 1,229,704 685,750 543,954 Personal Property 15,513,573 15,072,821 440,752 Penalties and Interest 704,721 689,521 15,200 Credit Card Chgs. /Delinq.Advertising 1 (19,197) (16,062) (3,135) Adm.Fees For Liens &Distress 1 266,497 1 269,144 (2,647) Meals Tax 39,896,345 1 37,204,397 1 2,691,948 (2) Other Local Taxes Local Sales & Use Tax 6,462,282.27 6,067,764.61 394,517.66 Communications Sales Tax 815,250.54 791,603.02 23,647.52 Utility Taxes 1,934,405.91 1,916,819.79 17,586.12 Business Licenses 5,268,788.58 4,769,176.02 499,612.56 Auto Rental Tax 75,610.47 77,481.66 (1,871.19) Motor Vehicle Licenses Fees 490,714.33 495,956.27 (5,241.94) Recordation Taxes 949,660.66 685,677.52 263,983.14 Meals Tax 2,560,364.67 2,480,812.25 79,552.42 Lodging Tax 263,630.32 268,912.87 (5,282.55) Street Lights 18,163.43 18,126.67 36.76 Star Fort Fees 4,305.17 4,563.21 (258.04) Total 18,843,176.35 17,576,893.89 1,266,282.46 (3)Perm its &Privileges Dog Licenses 29,652.00 40,278.00 (10,626.00) Land Use Application Fees 7,225.00 4,343.00 2,882.00 Transfer Fees 1,859.40 1,660.50 198.90 Development Review Fees 245,327.44 121,320.20 124,007.24 *1 Building Permits 431,790.81 385,855.58 45,935.23 2% State Fees 3,422.40 2,974.19 448.21 Electrical Permits 46,448.00 70,897.00 (24,449.00) Plumbing Permits 8,160.00 18,970.00 (10,810.00) Mechanical Permits 38,425.17 55,019.75 (16,594.58) Sign Permits 2,751.60 1,790.00 961.60 Permits for Commercial Burning 350.00 100.00 250.00 Explosive Storage Permits 700.00 700.00 - Blasting Permits 225.00 165.00 60.00 Land Disturbance Permits 43,200.00 27,120.00 16,080.00 Sewage Haulers Permit - 200.00 (200.00) Sewage Installation License 300.00 1,500.00 (1,200.00) Residential Pump And Haul Fee 50.00 100.00 (50.00) Transfer Development Rights - 500.00 (500.00) Total 859,886.82 733,493.22 126,393.60 (4) Revenue from use of Money 80,569.31 147,137.10 (66,567.79) Property 349,617.65 32,240.83 317,376.82 *2 430,186.96 179,377.93 250,809.03 *1 The increase of permit fees were impacted by the increase in the fee charge for development review and other fee categories *2 Sale of Stephens City School($99,025) and 317 Cameron Street($ 217,587) 33 (5) Recovered Costs FY13 FY12 Increase /Decrease Recovered Costs Treas. Office 44,955.25 44,142.29 812.96 Worker's Comp 900.00 850.00 50.00 Purchasing Card Rebate 96,305.09 93,020.92 3,284.17 Recovered Costs- IT /GIS 5,000.00 - 5,000.00 Reimbursement Circuit Court 10,263.75 14,930.18 (4,666.43) Clarke County Container Fees 36,363.80 38,149.39 (1,785.59) City of Winchester Container Fees 11,901.15 8,162.36 3,738.79 Refuse Disposal Fees 41,613.54 36,690.05 4,923.49 Recycling Revenue 83,695.77 59,780.45 23,915.32 Sheriff Restitution - 150.60 (150.60) Fire &Rescue Merchandise (Resale) 193.18 128.75 64.43 Container Fees Bowman Library 960.73 709.20 251.53 Restitution Victim Witness 2,148.36 8,071.52 (5,923.16) Reimb.of Expenses Gen.District Court 26,089.85 21,788.38 4,301.47 Reimb. Public Works Salaries 41,682.00 92,723.00 (51,041.00) Reimb. Of Expenses J &D Court - 4,822.55 (4,822.55) Winchester EDC 54,000.00 54,000.00 - Reimb.Task Force 37,020.77 38,678.99 (1,658.22) C &P Jail (60.00) - (60.00) EDC /Recovered Costs 480.00 119.95 360.05 Sign Deposits Planning (150.00) 150.00 (300.00) Reimbursement Elections 4,043.36 4,631.59 (588.23) Westminister Canterbury Lieu of Tax 12,260.55 12,260.55 - Reimbursement Street Signs 2,471.89 324.00 2,147.89 Grounds Maintenance Frederick Co. Schools 104,677.61 145,362.94 (40,685.33) Comcast PEG Grant 46,288.40 30,468.40 15,820.00 Proffer -Other 345,000.00 5,220.50 339,779.50 Fire School Programs 15,020.00 22,939.53 (7,919.53) Proffer Sovereign Village 18,293.65 10,976.19 7,317.46 Proffer Lynnehaven 16,891.55 37,161.41 (20,269.86) Proffer Redbud Run 116,172.00 90,356.00 25,816.00 Clerks Reimbursement to County 9,142.47 9,115.35 27.12 Canter Estates - 4,087.97 (4,087.97) Village at Harvest Ridge 10,773.00 - 10,773.00 Proffer Snowden Bridge 371,755.14 97,484.60 274,270.54 Proffer Meadows Edge Racey Tract 50,360.00 - 50,360.00 Sheriff Reimbursement 44,745.14 20,672.04 24,073.10 Westbury Commons Proffer 1,000.00 - 1 1,000.00 Total 1,662,258.00 1,008,129.65 1 654,128.35 *1 $330,000 Transportation Proffer from BPG Properties for Rt.11 Corridor 34 (6) Commonwealth Revenue 3/31/2013 3/31/2012 FY13 FY12 Increase /Decrease Motor Vehicle Carriers Tax 34,612.37 30,284.33 4,328.04 Mobile Home Titling Tax 52,974.07 66,544.33 (13,570.26) State PP /Reimbursement 6,526,528.18 6,526,528.18 - Recordation Taxes 235,589.00 210,941.70 24,647.30 Shared Expenses Comm.Atty. 297,432.59 306,817.05 (9,384.46) Shared Expenses Sheriff 1,537,158.64 1,555,402.86 (18,244.22) Shared Expenses Comm.of Rev. 133,743.41 116,430.11 17,313.30 Shared Expenses Treasurer 100,944.48 100,895.74 48.74 Shared Expenses Clerk 268,289.76 277,431.30 (9,141.54) Public Assistance Grants 2,289,862.67 2,659,334.57 (369,471.90) Litter Control Grant 17,573.00 12,177.00 5,396.00 Dept. of Transportation Safety Grant - 1,174.64 (1,174.64) Emergency Services Fire Program 209,360.00 191,433.00 17,927.00 Emergency Services Special Grants - 88,693.23 (88,693.23) Recycling Grant 5,489.94 - 5,489.94 DMV Grant Funding 34,768.32 27,845.04 6,923.28 DCJS & Sheriff State Grants 44,314.79 43,369.61 945.18 JJC Grant Juvenile Justice 96,269.00 92,697.00 3,572.00 Rent /Lease Payments 186,323.78 213,133.67 (26,809.89) Spay /Neuter Assistance -State 2,183.76 1,710.49 473.27 VDEM Grant Sheriff 223,500.00 - 223,500.00 Wireless 911 Grant 42,601.10 40,186.01 2,415.09 State Forfeited Asset Funds 29,876.40 26,974.52 2,901.88 VA Dept of Health Biosolids - 7,692.27 (7,692.27) Victim Witness - Commonwealth Office 50,111.00 50,111.50 (0.50) Social Services VOCA Grant 3,325.00 4,132.50 (807.50) F/R OEMS Reimb. 5,102.00 2,702.00 2,400.00 Total 12,427,933.26 12,654,642.65 (226,709.39) *1 Reduction in revenue as the daycare assistance program payments are processed electronically by the state. *1 35 County of Frederick General Fund March 31, 2013 (7) Federal Revenue FY13 FY12 Increase /Decrease Federal Forfeited Assets 182.80 16,872.76 (16,689.96) Housing Illegal Aliens 24,595.00 23,988.00 607.00 Federal Grants Sheriff 140,707.33 213,260.59 (72,553.26) Total 165,485.13 1 254,121.35 (88,636.22) (8) Expenditures The VRS increase and overtime pay calculations effective 7/1/12 impact the $2,935,335.48 increase of FY13 expenditures. General Administration was significantly affected by the timing of the FY13 $880,502.00 local match to Comprehensive Services. Public Safety was impacted by the $349,491.00 increase in the County local share for the Jail. Health and Welfare decreased $236,983.20 as the State Division of Social Services processes the daycare assistance programs payments electronically (this payment change was effective February 2012). Transfers increased $3,030,592.56 in total. See chart below: (9) Transfers Increased $3,551,319.82 FY13 FY12 Increase /Decrease School Operating 32,274,604.34 28,747,083.14 3,527,521.20 Debt Service School 7,313,075.50 7,313,075.50 - School Construction 0.00 600,000.00 (600,000.00) Shaweela nd 597.36 - 597.36 Debt Service County 1,404,483.91 1,489,528.56 (85,044.65) School Special Grants 0.00 41,499.19 (41,499.19) N RADC 972.98 - 972.98 Operational Transfers 662,173.181 434,128.32 1 228,044.86 Total 41,655,907.27 38,625,314.71 1 3,030,592.56 *1 Includes $1,128,002.00 Re- appropriation and the $2,223,000.00 10/10/12 Resolution *2 Worker's compensation refunds, and one- time employer payments *1 *2 36 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER March 31, 2013 ASSETS FY2013 FY2012 Increase 3/31/13 3/31/12 (Decrease) Cash 3,745,421.76 3,736,997.25 8,424.51 Accounts Receivable Other 0.00 233.35 (233.35) GL controls(est.rev /est.exp) (1,387,785.07) (861,931.50) (525,853.57) TOTAL ASSETS 2,357,636.69 2,875,299.10 (517,662.41) LIABILITIES Accrued Operating Reserve Costs 2,004,040.97 1,871,308.00 132,732.97 TOTAL LIABILITIES 2,004,040.97 1,871,308.00 132,732.97 EQUITY Fund Balance Reserved Encumbrances 109,576.00 3,840.00 105,736.00 Undesignated Fund Balance 244,019.72 1,000,151.10 (756,131.38) *1 TOTAL EQUITY 353,595.72 1,003,991.10 (650,395.38) TOTAL LIABILITY & EQUITY 2,357,636.69 2,875,299.10 (517,662.41) NOTES: *1 Fund balance was impacted by expenditures in excess of revenue and the $221,000.00 share for the new Jail telephone system and $261,183.00 for the bonus and career development. Current Unrecorded Accounts Receivable- Prisoner Billing: Compensation Board Reimbursement 3/13 Total FY2013 26,105.40 438,538.24 464,643.64 37 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance 3/31/2013 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY2013 FY2012 REVENUES: 3/31/2013 3/31/2012 YTD Actual Appropriated Actual Actual Variance Interest - 4,748.72 8,886.53 (4,137.81) Supervision Fees 55,399.00 33,547.50 33,547.50 Drug Testing Fees 5,506.00 4,138.46 4,138.46 Work Release Fees 499,800.00 256,853.38 258,359.39 (1,506.01) Federal Bureau Of Prisons 0.00 165.00 725.00 (560.00) Local Contributions 5,273,767.00 3,955,325.25 3,871,615.50 83,709.75 Miscellaneous 42,910.85 40,308.43 24,531.73 15,776.70 Phone Commissions 126,000.00 69,267.44 69,417.61 (150.17) Food & Staff Reimb. Juv.Det.Ctrv.Det.Ctr. 96,000.00 68,072.83 67,246.46 826.37 Elec.Monitoring Part.Fees 83,767.00 39,771.84 38,579.77 1,192.07 Employee Meal Supplements 500.00 0.00 220.00 (220.00) Share of Jail Cost Commonwealth 975,355.00 515,569.00 513,327.77 2,241.23 Medical & Health Reimb. 51,237.00 36,960.41 39,041.56 (2,081.15) Shared Expenses CFW Jail 5,003,495.00 3,456,922.73 3,473,168.37 (16,245.64) State Grants 242,915.00 139,178.00 141,993.00 (2,815.00) Local Offender Probation 238,888.00 125,568.00 125,568.00 DOC Contract Beds 0.00 13,292.00 15,796.00 (2,504.00) Bond Proceeds 0.00 0.00 3,248.01 (3,248.01) Transfer from General Fd, 4,199,498.00 3,150,596.48 2,800,132.50 350,463.98 TOTAL REVENUES 16,895,037.85 11,910,285.47 11,326,289.20 583,996.27 EXPENDITURES: 18,392,398.92 12,862,340.38 12,175,027.26 687,313.12 Excess(Deficiency)of revenues over expenditures (952,054.91) (848,738.06) (103,316.85) FUND BALANCE PER GENERAL LEDGER 1,196,074.63 1,848,889.16 (652,814.53) Fund Balance Adjusted To Reflect 244,019.72 1,000,151.10 (756,131.38) Income Statement @3131113 i County of Frederick Fund 12 Landfill March 31, 2013 ASSETS Cash Receivables: Accounts Receivable Fees Accounts Receivable Other Allow. Uncollectible Fees Fixed Assets Accumulated Depreciation GL controls(est.rev /est.exp) TOTAL ASSETS LIABILITIES Accounts Payable Accrued VAC.Pay and Comp TimePay Accrued Remediation Costs Retainage Payable Deferred Revenue Misc.Charges TOTAL LIABILITIES EQUITY Fund Balance Reserved: Encumbrances Land Acquisition New Development Costs Environmental Project Costs Equipment Undesignated Fund Balance TOTAL EQUITY TOTAL LIABILITY AND EQUITY FY2013 FY2012 Increase 3/31/13 3/31/12 (Decrease) 29,166,104.51 29,304,210.63 (138,106.12) *1 519,996.67 590,683.71 (70,687.04) *2 92.00 4,674.26 (4,582.26) (84,000.00) (84,000.00) 0.00 42,516,271.35 39,719,334.39 2,796,936.96 (21,543,603.09) (19,781,833.70) (1,761,769.39) (4.468,310.00) (3,324,748.15) (1,143.561.85) 46.106,551.44 46,428.321.14 (321,769.70) 134,423.76 122,588.76 11,835.00 11,765,034.50 11,545,003.93 220,030.57 *3 47,620.17 359,969.95 (312,349.78) 92.00 4,674.26 4 5( 82.26) 11,947,170.43 12,032,236.90 (85,066.47) 133,402.17 1,535,721.85 (1,402,319.68) *4 1,048,000.00 1,048,000.00 0.00 3,812,000.00 3,812,000.00 0.00 1,948,442.00 1,948,442.00 0.00 3,050,000.00 3,050,000.00 0.00 24,167,536.84 23,001,920.39 1,165,616.45 *5 34,159.381.01 34,396,084.24 (236,703.23) 46.106.551.44 46,428.321.14 (321,769.70) NOTES: *1 The decrease in cash was impacted by prior year increases in expenditures disbursed in the current year *2 Receivables at 3/31/13 decreased $70,687.04. Landfill charges for 3/13 were $349,326.32 compared to $406,883.48 at 3/12 for a decrease of $57,557.16. The delinquent fees at 3/13 were $170,191.78 compared to $181,401.96 at 3/12 for a decrease of $11,210.18. *3 Accrued remediation increased $220,030.57, and includes $216,869.00 for post closure costs and $3,161.57 interest. *4 Encumbrances decreased $1,402,319.68. The encumbrance balance at 3/31/13 was $133,402.17 and includes $33,902.17 for partial capping MSW, and $99,500.00 for a hydroseeder and spray options. *5 Total fund balance increased $1,165,616.45. The beginning fund balance was $25,906,408.20 that includes adjusting entries, budget controls for FY13($2,836,732.00), ($1,055,000.00) carry forwards of unused FY12 funds for several projects. $1,335,682.35 for FY12 audit adjustments that include depreciation, equipment and capital projects, and the year to date revenue less expenditures $817,178.29. 39 County of Frederick Comparative Statement of Revenue, Expenditures and Changes in Fund Balance March 31, 2013 FUND 12 LANDFILL FY13 FY12 YTD REVENUES 3/31/13 3/31/12 Actual Appropriated Actual Actual Variance Interest Charge 0.00 4,302.03 4,945.40 (643.37) Interest on Bank Deposits 40,000.00 34,093.17 36,288.54 (2,195.37) Salvage and Surplus 0.00 85,490.30 124,252.78 (38,762.48) Sanitary Landfill Fees 4,565,400.00 3,137,297.77 3,192,561.76 (55,263.99) Charges to County 0.00 237,145.55 243,247.19 (6,101.64) Charges to Winchester 0.00 69,443.20 67,390.92 2,052.28 Tire Recycling 70,000.00 74,713.72 102,038.84 (27,325.12) Reg.Recycling Electronics 40,000.00 33,421.00 32,926.00 495.00 Miscellaneous 0.00 4,478.00 288.00 4,190.00 Wheel Recycling 120,000.00 8,637.50 100.00 8,537.50 Charges for RTOP 0.00 0.00 0.00 0.00 Renewable Energy Credits 0.00 0.00 0.00 0.00 Landfill Gas To Electricity 554,048.00 363,950.81 379,295.59 (15,344.78) Waste Oil Recycling 12,435.89 10,209.00 2,226.89 State Reimbursement Tire Operation 0.00 6,120.00 11,408.00 (5,288.00) TOTAL REVENUES 5,389,448.00 4,071,528.94 4,204,952.02 (133,423.08) Operating Expenditures 5,195,180.00 2,417,467.66 2,290,301.22 127,166.44 Capital Expenditures 4,795,980.17 836,882.99 2,312,509.88 (1,475,626.89) TOTAL Expenditures 9,991,160.17 3,254,350.65 4,602,811.10 (1,348,460.45) Excess(defiency)of revenue over expenditures 817,178.29 (397,859.08) 1,215,037.37 Fund Balance Per General Ledger 23,350,358.55 23,399,779.47 (49,420.92) FUND BALANCE ADJUSTED 24,167,536.84 23,001,920.39 1,165,616.45 EN County of Frederick, VA Report on Unreserved Fund Balance April 12, 2013 Unreserved Fund Balance, Beginning of Year, July 1, 2012 29,782,513 Prior Year Funding & Carryforward Amounts C/F Bowman Library Parking Lot (54,257) Remove EDC C/F 687 C/F Fire Company Capital (152,794) C/F Painting (Maintenance) (37,385) C/F CMS Project (36,041) C/F Stephens City Proffer (43,779) C/F DARE (2,282) C/F Forfeited Assets (52,525) C/F Schools (1,153,002) FY12 Star Fort fees 4,262 FY12 Encumbrances 515,543 Sheriff computer forensics (1,011,573) Other Funding / Adjustments Carmeuse Incentive (550,000) Feb 2010 Snow (58,328) GAP Pay (46,383) Asst Comm Attorney position (60,146) Airport Capital (24,156) Gainesboro Conv Site (287,500) AS400 Lease (21,018) Sheriff's Dept physicals (3,880) Phase II Sheriff's Dept laptop project (280,593) Resolution (3,900,000) Return VJCCCA funds (5,839) Sheriff computer forensics (48,875) Sheriff overtime (100,000) Phone system (517,400) Round Hill station design (452,347) June 2013 primary (33,385) (6,389,850) Fund Balance, April 12, 2013 22,381,090 41 COUNTY OF FREDERICK Roderick B. Williams County Attorney 540/722 -8383 Fax 540/667 -0370 E -mail: rwillia @co.frederick.va.us MEMORANDUM TO: Board of Supervisors FROM: Roderick B. Williams County Attorney DATE: April 15, 2013 RE: Proposed Amendments to Sections 155 -98 and 155 -100 of the County Code, to Reduce to $30 the $500 per Day /Event Business License Tax for Certain Transient Business Activities The County Code, as currently written, requires any vendor at an event such as a festival, if the vendor does not already have a County business license, to pay a $500 business license tax The exceptions created by the Droposed amendments would provide significant tax relief for festival vendors by reducing the current $500 business license tax to $30. The particularity of the language proposed to be added to Sections 155 -98 and 155 -100 is necessary to ensure that the exceptions do not extend beyond business activities occurring at festivals and similar events and that other transient business activities, such as the sale of goods from trucks parked in lots or on street corners, are still subject the $500 tax. Again, the effect of the proposed amendments is a tax reduction for certain businesses. A full explanation of each part of the proposed amendments is as follows: • § 155 -98(A) — The deletion of the reference to "festivals, fiestas and amusements of a like nature" is primarily to make sure that festivals and similar events are distinguished from carnivals and, as a result, are exempted from the $500 tax. § 155 -98(B) — The addition of the reference to "trained animal shows" is to help make the operative language of the section consistent with its heading. Trained animal shows would remain subject to the $500 tax, owing to their similarity in some respects to carnivals, which also remain subject to the $500 tax. • § 155 -98(C) — This new subsection clarifies that the cross - referenced events — sales at festivals — do not fall within the scope of "carnivals" that are subject to the $500 tax. 107 North Kent Street • Winchester, Virginia 22601 • § 155 -98(D) o The revised language in this subsection clarifies the organizations and vendors that are to be exempt from the $500 tax. o The current language is unclear (as to what constitutes a nonprofit "operating" in the County) and inadequate (the County does not "charter" organizations; the State Corporation Commission has exclusive authority for doing so in Virginia). o Thus, the revised language serves to clarify that events such as the Frederick County Fair and vendors operating at the Fair are exempt from business license taxes to the extent of their activities at the Fair. Presently, the County Code language does not actually operate to provide any such exemption. • § 155- 100(B) — The revisions change the filing requirements from an affidavit to a statement, to make compliance with local tax ordinances less burdensome on businesses. • § 155- 100(E) o The revised language in this subsection operates in tandem with the revised language in § 155- 98(D), discussed above, exempting certain organizations and vendors. o The proposed last sentence is a notice of the fact that state law requires that all vendors at fairs, festivals, and similar events charge sales tax and, for prepared food, meals tax. The only state law exception is for a non - profit organization itself selling food (or tickets that include provision of food), provided that the profits from such sales are for fundraising purposes solely to support the organization or for donation to another IRS § 501(c) organization. Virginia Department of Taxation Policy Document 08 -189 (Oct. 20, 2008). • § 155- 100(F) o This new subsection clarifies that vendors at events that constitute "festivals" under the County Code, or similar pre - arranged events, whether indoors or outdoors, are exempt from the $500 tax in subsections A through D, and are instead subject to a $30 per event license tax. The new subsection does not override the exemption in § 155- 100(E), discussed in the immediately preceding item. o The proposed last sentence again (as in the immediately preceding item) operates as a notice of the fact that state law requires that all vendors at fairs, festivals, and similar events charge sales tax and, for prepared food, meals tax. • § 155- 100(G) — For clarity, this new subsection provides a definition of what it means to "conduct" a festival or event, as referred to in § 155 -100. Attachment W ORDINANCE April 24, 2013 The Board of Supervisors of Frederick County, Virginia hereby ordains that Sections 155 -98 and 155 -100 of Chapter 155 (Taxation) of the Code of Frederick County, Virginia be, and the same hereby are, amended by enacting amended Sections 155 -98 and 155 -100 of Chapter 155 (Taxation) of the Code of Frederick County, Virginia, as follows and to take effect immediately (deletions are shown in b44 strokethrGLL gh and additions are shown in bold underline CHAPTER 155 TAXATION § 155 -98 Carnivals, circuses and trained animal shows. A. "Carnival" shall mean an aggregation of shows, amusements, concessions, eating places and riding devices operated together on one lot or street or not on contiguous lots or street, whether the same are owned and actually operated by a separate person or not. Carnivals, festivals fist -as -anr- amusement's of iiV° n -ature for the privilege of doing business in Frederick County,, shall pay a license tax of $500 per day or part thereof, which shall not be prorated or transferable. B. Circuses, menageries trained animal shows, and shows of a like nature shall pay for the privilege of showing in the County a license tax of $100 per day or part thereof. C. Persons conducting events pursuant to Section 155- 100(F) of this Code shall pay for the privilege of conducting such events in the County a license tax of $100 per event. D. A nonprofit organization ^nested or i.h -art °r°rl within this Geunty is not required to obtain a license under this section nor is any person or organization participating in an event, not to exceed ten consecutive days in length, conducted by a nonprofit organization, when the purpose of such event is in furtherance of the nonprofit nature of such organization, required to obtain a license under this section § 155 -100 Itinerant and distressed merchandise vendors. A. Each person who shall engage in or transact any temporary or transient business in this County for the sale of goods, wares and merchandise and who, for the purpose of carrying on such business, shall hire, lease, use or occupy any building or structure, motor vehicle, tent, car or public room or any part thereof, including rooms in hotels, lodging houses or houses of private entertainment, or in any street, alley or other public place for a period of less than a year for the exhibition or sale of such goods, wares or merchandise shall pay for such privilege a license tax of $500 per year, which license shall not be prorated or transferable. B. Each person who or which has not been licensed for at least one year to sell or to offer for sale goods, wares or merchandise before the adoption of this section and who shall hereafter apply for a license to sell or offer for sale, goods, wares or merchandise within the County shall file with such application an aff ' ay a statement from the owner of the building, structure, etc., to be used by such applicant, indicating consent to use the premises for such sales, or no license shall be issued unless and until such aff statement is attached to the application. C. On each transient vendor for the sale of bankrupt, assignee, trustee, fire -wreck stock or salvage stock, a license tax shall be paid of $500 per year, which license shall not be prorated or transferable. D. No persons shall be exempt from the payment of the license tax imposed by this section by reason of associating temporarily with any local merchant, dealer or trader or by reason of conducting such business in the name of any local merchant, dealer, trader or auctioneer. E. No license tax shall be required under this section for any itinerant merchant participating in an event, not to exceed ten consecutive three days in length, GPGAGGFed and conducted by a nonprofit organization epeFate,d e r0h_ar+ere,a GgUn+., when the purpose of such event is in furtherance of the nonprofit nature of such organization, and the sale of any goods, wares or merchandise is merely ancillary to such event and not the primary purpose therefor, and any such itinerant merchant shall have registered with and been approved by such nonprofit organization. The provisions of this subsection E do not create any exemption from the provisions of this Code regarding the meals tax or from the provisions of the Code of Virginia regarding the sales and use tax. F. Notwithstanding subsections A through D of this section, each person who shall engage in or transact any business in this County for the sale of goods, wares and merchandise at a festival, as that term is defined in Section 86 -2 of this Code, or at any other pre - arranged event at a single location, whether indoors or outdoors, of more than 100 individuals, shall Pay for such privilege a license tax of $30 per festival or event, which license shall not be prorated or transferable, and any such person shall have registered with and been approved by the person conducting the festival or event. No license shall be required under this subsection for (i) vendors at flea markets under Section 155 -112 of this Code, who are to be licensed under that section; or (ii) vendors who have otherwise obtained or are otherwise required to obtain a license pursuant to Section 155 -73 of this Code. The provisions of this subsection F do not create any exemption from the provisions of this Code regarding the meals tax or from the provisions of the Code of Virginia regarding the sales and use tax. G. "Conducting" shall, for purposes of this section, mean organizing, sponsoring, promoting, hosting, or otherwise being responsible for a festival or event under this section. Enacted this 24 day of April, 2013. Richard C. Shickle, Chairman Gary A. Lofton Robert A. Hess Bill M. Ewing Christopher E. Collins Gene E. Fisher Charles S. DeHaven, Jr. A COPY ATTEST John R. Riley, Jr. Frederick County Administrator COUNTY of FREDERICK I'MRI INI Parks and Recreation Departiricnt 540- 665 -5678 FAX: 540- 665 -9687 wLvwfeprd.11et e- niai1: fcprd(cc;co.frcderick.va.us ic1 MEMO To: Board of Supervisors � Tn�j, From: Jason Robertson, Direct a = �e Subject: Easement Request �`, - - - -- Date: April 17, 2013 The Parks and Recreation Commission recommends the Board of Supervisors approve the sewer easement request submitted by Painter and Lewis that would run from the old Clearbrook Woolen Shop property through a portion of Clearbrook Park and connect to the Frederick County Sanitation Authority system. This easement is approximately 7,800 square feet and is located on tax map parcel 33- A -162B. The request was approved by the Parks and Recreation Commission and the requestor will compensate Frederick County $1,638 which is twenty -five percent of the appraised value as per the Parks and Recreation Easement Policy (9500.07). The requester has also offered to donate $25,000 for the construction of a maintenance storage building at Clearbrook Park in addition to meeting the requirements of the Easement Policy. Please give me a call at 722 -8294 if you need additional information regarding the above. 107 Nortli Kent Street Winchester, VA 22601 Parks and Recreation Department 540- 665 -5678 FAX: 540- 665 -9687 www.fcprd.net To: John R. Riley, Jr., County Administrator From: Jason L. Robertson, Director, Parks & Recreation Dept. m Subject: Parks and Recreation Commission Action Date: March 14, 2013 The Parks and Recreation Commission met on March 12, 2013. Members present were: Marty Cybulski, Charles Sandy, Jr., Ronald Madagan, Patrick Anderson, Kevin Anderson and Gary Longerbeam. Members absent were: Ron Hodgson and Christopher Collins. Items Requiring Board of Supervisors Action: 1. Building and Grounds — Sewer Easement Request — The Buildings and Grounds Committee recommended to approve the sewer easement request submitted by Painter & Lewis for a gravity sewer system that would run from the old Clearbrook Woolen, Shop property through a portion of Clearbrook Park and connect to the Frederick County Sanitation Authority System, second by Mr. Sandy, motion carried unanimously (6 -0). A public hearing is required if the Board of Supervisors wish to move forward with the Parks and Recreation Commission's recommendation. Submitted for Board Infor mation Only: 1. Reserve Fund Policy — Mr. Madagan moved to postpone the approval of the Reserve Fund Policy to establish a general maintenance fund, second by Mr. Sandy, motion carried unanimously (6 -0). 2. Facility Reservation Policy — Mr. Madagan moved to approve the Facility Reservation Policy as submitted, second by Mr. Sandy, motion carried unanimously (6 -0). cc: Martin Cybulski, Chairman Christopher Collins, Board Liaison 107 North Kent Street Winchester, VA 22601 COUNTY of FREDERICK Parks and Recreation Department 540- 665 -5678 FAX: 540- 665 -9687 wwwAprd,nct Q"Gk.va.us MEMO To: Board of Supervisors From: Jason Robertson, Director Subj: Easement Request Date: March 21, 2013 The Parks and Recreation Commission recommends the Board of Supervisors approve the sewer easement request submitted by Painter and Lewis that would run from the old Clearbrook Woolen Shop property through a portion of Clearbrook Park and connect to the Frederick County Sanitation Authority system. This easement is approximately 7,800 square feet and is located on tax map parcel 33- A -162B. Attached you will find a detailed plat of the area. The request was approved by the Parks and Recreation Commission and the requestor will compensate Frederick County $1,638 which is twenty -five percent of the appraised value as per the Parks and Recreation Easement Policy (#500.07). The requestor has also offered to donate $25,000 for the construction of a maintenance storage building at Clearbrook Park in addition to meeting the requirements of the Easement Policy. A public hearing is required if the Board of Supervisors desire to move forward with the Parks and Recreation Commissions recommendation. Please give me a call at 722 --8294 if you need additional information regarding the above. 107 North Kent Street Winchester, VA 22601 r z .0 ,1 t ! ! 1 � Ted #33 —A --1628 !� - ! COUNTY OF FREDERICK CLEARMOOK PARK t t DH 396 PG fib t .1 I i 1t 20' SANITARY SEWER'. ' iC 3 EASEMENT HEREBY CREATED FOR THE USE OF CLEARBROOK WOOLEN MILL ! �„ ! ► (7,843 SQ. FT.) I . I I . t TM ,#33 -A -159 t ! ! N/F ALLEN B. ,WE, ET ALS INSTR. $010016591 l i is i 1 { t t' t i'. 20.0' i ! ! A ! ! 70.42'- - ---�° 082"" W 27171' z e M TM #33 —A -162 TM C 3-A -158 THE OLDS WOOLM W1111 UZ N/F CLEARBROOK i MM. #110002895 PRESBYTERIAN CHURCH R r t� f e i �l GRAPHIC SCALE Ch% a� :` v \ ! �% F 60 0 30 60 120 h� SA N1 TARY SEWER EASEMENT AA T ON THE LAND OF COUNTY OF FREDERICK, WRGINIA TO BENEFIT THE LAND OF THE OLDS WOOLEN MILL, LLC STONEWALL MAGISTERIAL DISTRICT FREDERICK COUNTY, VIRGINIA DATE' MARCH 14, 2013 SCALE- l'--60' 1 inch = 60 ft. ELLIOTT RITCHIE, No. 1318 L4 N D SUgVE`;�4 \ ` TOP 615.00{ PR. 8" INV. OUT= 610.3 r `L l i 9Q.OQ �8 \ � - ��``. �' \ C \� �` Jobe, Zonec Use: Res, f C) � `mo o, ofederick 33— —16 \ *� 1 1� 30 Use: Clearbro ©.B. 396 P. cn o w I)A CP / r \ / 00" 1 7 w EX. MANHOLE TOP = 613.89f FY A" ipo%, mi — c. -.... c� , Co CONDITIONAL USE PERMIT #02 -13 4v FRED SABIA Staff Report for the Board of Supervisors w � Prepared: April 9, 2013 , ".R Staff Contact: Dana M. Johnston, Zoning Inspector This report is prepared by the Frederick County Planning Staff to provide information to the Planning Commission and the Board of Supervisors to assist them in making a decision on this request. It may also be useful to others interested in this zoning matter. Reviewed Action Planning Commission: 04/03/13 Recommended approval Board of Supervisors: 04/24/13 Pending EXECUTIVE SUMMARY: This is a request for a Cottage Occupation — Home Office — Counseling Service. Should the Planning Commission find this use appropriate, Staff would suggest the following conditions be placed on the CUP: 1. All review agency comments and requirements shall be complied with at all times. 2. No more than six (6) clients per day. 3. The applicant shall provide two (2) parking spaces for this use. 4. Hours of operation shall be Monday through Friday, 9 a.m. to 6 p.m., and one additional Saturday a month from 9 a.m. to 3 p.m. 5. No signage permitted. 6. Other than those residing on the property, there shall be no additional employees. 7. Any expansion or change of use shall require a new Conditional Use Permit. Following this public hearing, a decision regarding this Conditional Use Permit application by the Board of Supervisors would be appropriate. The applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. Page 2 CUP 902 -13, Fred Sabia April 9, 2013 LOCATION This property is located at 102 Caliber Court (Route 1396) (Star Fort). MAGISTERIAL DISTRICT Stonewall PROPERTY ID NUMBER 54N- 2 -5 -82 PROPERTY ZONING & PRESENT USE Zoned: RP (Residential Performance) Land Use: Residence ADJOINING PROPERTY ZONING & USE North: RP (Residential Performance) Land Use: Residence South: RP (Residential Performance) Land Use: Residence East: RP (Residential Performance) Land Use: Residence West: RP (Residential Performance) Land Use: Residence PROPOSED USE This application is for a Cottage Occupation — Home Office — Counseling Service. REVIEW EVALUATIONS Virginia Department of Transportation: The application for a Conditional Use Permit for this property appears to have little measurable impact on Caliber Court, Route 1396, the VDOT facility which would provide access to the property. However, VDOT has concerns about parking as the existing shoulders are not designed for routine parking. Applicant needs to ensure there is sufficient off - street parking for clients as well as occupants of the house. Should use ever expand in the future, the entrance may have to be upgraded to VDOT commercial standards. Frederick County Fire Marshall: Plan approved provided that there is at least one functioning smoke detector and one 5 lb. ABC fire extinguisher in the office area. Frederick County Inspections: The area being utilized shall comply with The Virginia Uniform Statewide Building Code and Section 304 -B, Business Use Group of the International Building Code /2009. Other Code that applies is ICC /ANSI A117.1 -03 Accessible and Usable Buildings and Facilities_ Change of Use for Conditional Use of Counseling services within existing Residential R5 shall comply with ANSI A117 and International Building Code for door entrance and stairway requirements. Handrails shall be provided on both sides of stairway and shall comply with the International Building Code/Virginia Uniform Statewide Building Code 2009. ANSI Accessibility shall be addressed on the building plans submitted for permitting. Page 3 CUP 902 -13, Fred Sabia April 9, 2013 Please submit floor plan at time of application for building permit application. Plan should indicate materials used in constructing any partitions or infill of wall areas. (i.e., 2x4 @24" oc.) Frederick County Sanitation Authority: Per your request, a review of the proposed conditional use has been performed. The Frederick County Sanitation Authority offers comments limited to the anticipated impact /effect upon the Authority's public water and sanitary sewer system and the demands thereon. The parcel is in the water and sanitary sewer area and is presently serviced by the Authority. Based on the anticipated usage, water and sanitary sewer capacity is available and should have minimal effect on our system. Planning and Zoning: The applicant is requesting a Conditional Use Permit (CUP) to allow a marriage and family counseling office within the residence. Cottage occupations are allowed within the RP (Residential Performance) zoning district with an approved Conditional Use Permit. This proposed use is located within the Star Fort Subdivision and has direct access off of Caliber Court on an existing driveway, and at least two (2) parking spaces will be required for use. The applicant wishes to have no more than six (6) clients per day, and is requesting that hours of operation be limited to Monday through Friday 9 a.m. to 6 p.m., and one additional Saturday per month from 9 a.m. to 3 p.m. The applicant has opted to have no signs with this use and no additional employees. The property is surrounded by residential properties, and based on the limited scale of this proposed use and evaluation of the property, it appears that this proposed use would not have any significant impact on the adjoining properties. STAFF CONCLUSIONS FOR THE 04/03/13 PLANNING COMMISSION MEETING Should the Planning Commission find this use appropriate, Staff would suggest the following conditions be placed on the CUP: 1. All review agency comments and requirements shall be complied with at all times. 2. No more than six (6) clients per day. 3. The applicant shall provide two (2) parking spaces for this use. 4. Hours of operation shall be Monday through Friday, 9 a.m. to 6 p.m., and one additional Saturday a month from 9 a.m. to 3 p.m. 5. No signage permitted. 6. Other than those residing on the property there shall be no additional employees. 7. Any expansion or change of use shall require a new Conditional Use Permit. Page 4 CUP 902 -13, Fred Sabia April 9, 2013 PLANNING COMMISSION SUMMARY & ACTION OF THE 04/03/13 MEETING Questions from members of the Planning Commission focused on the parking of clients' vehicles and how many vehicles the applicant's driveway could accommodate. Commission members asked how many vehicles the applicant owned and whether appointments would be staggered. There were no public comments. After speaking with the applicant, the Commissioners were satisfied that the applicant's driveway could accommodate the parking of clients' vehicles. No other issues were raised and the Commission unanimously recommended approval with the same conditions recommended by the staff, as follows: 1. All review agency comments and requirements shall be complied with at all times. 2. No more than six (6) clients per day. 3. The applicant shall provide two (2) parking spaces for this use. 4. Hours of operation shall be Monday through Friday, 9 a.m. to 6 p.m., and one additional Saturday a month from 9 a.m. to 3 p.m. 5. No signage permitted. 6. Other than those residing on the property there shall be no additional employees. 7. Any expansion or change of use shall require a new Conditional Use Permit. (Note: Commissioners Wilmot, Thomas, and Crosen were absent from the meeting.) Following this public hearing, a decision regarding this Conditional Use Permit application by the Board of Supervisors would be appropriate. The applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. i � 1 �fl flf�J �O M 2 5 82 O Applications Q Parcels Building Footprints 131 (Business, Neighborhood District) B2 (Business, General Distrist) B3 (Business, Industrial Transition District) f EM (Extractive Manufacturing District) HE (Higher Education District) M1 (Industrial, Light District) M2 (Industrial, General District) MH1 (Mobile Home Community District) MS (Medical Support District) OM (Office - Manufacturing Park) - R4 (Residential Planned Community District) R5 (Residential Recreational Community District) RA (Rural Area District) RP (Residential Performance District) i fl�(D 54N 2 587 54N 2 5 84 Note: CUP # 02-13 Frederick County Dept of Planning & Development Fred Sabia 1 07 N Kent St e PINS: S 202 54N - 2 - 5 - 82 Winchester, VA 22601 Cottage Occupation - Office 540 - 665 - 5651 Map Created: March 12, 2013 Staff: djohnston 0 30 60 120 Feet R "EIVE1 Lr FEB 2 2 20 Submittal Deadline Frederick County P/C Meeting Public Works & Inspection BOS Meeting APPLICATION FOR CONDITIONAL USE PERMIT FREDERICK COUNTY, VIRGINIA 11 9' ,3 1. Applicant (The app - if the - owner other) NAME: F7re_ (A S� c _ 61 CA_ ADDRESS: 10 tiLe-c- C+. . IAA Nekes VA TELEPHONE 5 72 - �f o 3 6 o t S_ 4 0 532 - 0 (L(S 2. Please list all owners, occupants (adult individuals as well as any entities occupying the property), or parties in the interest of the property: mi (Le S. The property is owned by )jjLtije_jje as evidenced by deed from & Vk o p N ejj.> Y I& recorded }-r-urnco + (previous 6caner) on page as recorded in the records of the v7Tle`rk� of the Circuit Court, County of Frederick. o co 164 9:5' 6. Tax(Parcel)Identification (I.D.)No. Magisterial District J5 - p Current Zoning 0 19-61110 0 f 11dA_ 7. Adjoining Property: USE North lie '."f t East South L , West &L ZONING 7X 8- The type of use- proposed is (consult with the Planning Dept. before completing) ___ - - - , fynel:la R COVA!C421)A I't — - !moo r- (-, "_ - - /),-, '-_ _LL , �­ - I b uildings eri W Q e K 9. lt is proposed that the following will be constructed: C'x 4-e- Y' 10. The following are all of the individuals, firms, or corporations owning property adjacent to both sides and rear and in front of (across street from) the property where the requested use will be conducted. (Continue on back if necessary.) These people will be notified by mail of this application: 4 NAME U I S ADDRESS 10tA j2LIJ L* V4 PROPERTYID# NAME (' L cvc k-P- ADDRESS 1 k et VA PROPERTYID# NAME e I t I 0 - 1 ,p ADDRESS 10,5 C- PROPERTY ID# NAME 1 etc i& ADDRESS /03 PROPERTYID# i " CI It.4 +_42,r NAME ADDRESS PROPERTYID# NAME ADDRESS • a a 'A VA WIM I (we), the undersigned, do hereby respectfully make application and petition the governing body of Frederick County, Virginia to allow the use described in this application. I understand that the sign issued to me when this application is submitted must be placed at the front property line at least seven (7) days prior to the first public hearing and maintained so as to be visible until after the Board of Supervisors' public hearing. Your application for a Conditional Use Permit authorizes any member of the Frederick County Planning Commission, Board of Supervisors or Planning and Development Department to inspect your property where the proposed use will be conducted. IYT77477=10: USE CODE: SEE SHEET / 6 A l 89 'i o / 1 � S 1 z / /I 41 LOT 88 • o STAR FORT SECTION Il 15,027 SO, FT. 4,4, INSERT 50- -2 \ P"r D8 610 ZONED: RP USDRESIDENTIAt� �Z' 87 10 40 \ COQ 9 lam/\ 86 20' UTILITY EASEMENT (FYP_ j SO LOT 82 \ \ 15,002 SG. FT. LOT 83 f 39 �o� �2• 15, 100 SG. FT. �'�• �' / 84 so 1 l STAR FORT ti SEL'TION lV -A �v• INSERT 54N -2 -4A mod. 6j ?5 9b pD INSTRUMENT 030028725 ZONED: RP USE RESIDENTIAL 80 g6° 2 11. � 133 STAR FORT - SECTION VI \ 135 INSERT 54N -2 -6 \ INSTRUMENT 040011434 ZONED: RP USE: RESIDENTIAL Marsh & Legge Land Surveyors, P.L.C. 560 NORTH LOUDOUN STREET — WINCHESTER, VIRGINIA 22601 DRAWN BY: PDB PHONE (540) 667 -0468 — FAX (540) 667 -0469 EMAIL office @marshandlegge.com DWG NAME: 06296 CD CD C-) sv