Loading...
May_22_2013_Agenda_PacketCO w AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, MAY 22, 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: F) Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes (See Attached) ------------------------------------------------------------------------- - - - - -- A 1. Regular Meeting, May 8, 2013. County Officials 1. Committee Appointments. (See Attached) ------------------------------------- - - - - -- B 2. Memo and Resolution Re: Resignation of Opequon District Supervisor - Petition for Special Election. (See Attached) ---------------------------------- - - - - -- C AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, MAY 22, 2013 PAGE 2 Committee Reports 1. Human Resources Committee. (See Attached) ------------------------------ - - - - -- D 2. Finance Committee. (See Attached) --------------------------------------------- - - - - -- E 3. Transportation Committee. (See Attached) ------------------------------------ - - - - -- F Planning Commission Business Public Hearing Draft Update of the 2013 -2014 Frederick County Primary and Interstate Road Improvement Plans - The Primary and Interstate Road Improvement Plans Establish Priorities for Improvements to the Primary and Interstate Road Networks within Frederick County. Comments from the Transportation Committee will be Forwarded to the Planning Commission and Board of Supervisors. Ultimately, the Priorities Adopted by the Board of Supervisors will be Forwarded to the Commonwealth Transportation Board for Consideration. The Virginia Department of Transportation and the Board of Supervisors for the County of Frederick, Virginia, in Accordance with Section 33.1 -70.01 of the Code of Virginia, will Conduct a Joint Public Hearing. The Purpose of this Public Hearing is to Receive Public Comment on the Proposed Secondary Road Improvement Plan for Fiscal Years 2014 Through 2019 in Frederick County and on the Secondary System Construction Budget for Fiscal Year 2014. Copies of the Proposed Plan and Budget May be Reviewed at the Edinburg Office of the Virginia Department of Transportation, Located at 14031 Old Valley Pike, Edinburg, Virginia or at the Frederick County Offices Located at 107 North Kent Street, Winchester, Virginia. All Projects in the Secondary Road Improvement Plan that are Eligible for Federal Funds will be Included in the Statewide Transportation Improvement Program (STIP), which Documents How Virginia will Obligate Federal Transportation Funds. Persons Requiring Special Assistance to Attend and Participate in this Hearing Should Contact the Virginia Department of Transportation at 1- 800 - 367 -7623. (See Attached) ------------------------------------------------------------------------- - - - - -- G AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, MAY 22, 2013 PAGE 3 Board Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjourn }^-�. FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES REGULAR MEETING May S, 2013 A Regular Meeting of the Frederick County Board of Supervisors was held on Wednesday, May 8, 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 Hess delivered the invocation. PLEDGE OF ALLEGIANCE Vice - Chairman Ewing led the Pledge of Allegiance. Following the Pledge of Allegiance, Chairman Shickle recognized scouts from Pack 71, Den 1 and their Scoutmaster Tom Hazelwood. The scouts were working on their citizenship badge. ADOPTION OF AGENDA - APPROVED County Administrator John R. Riley, Jr. advised there were no additions to the agenda. Upon a motion by Vice - Chairman Ewing, seconded by Supervisor DeHaven, 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 1 CONSENT AGENDA There were no items for the consent agenda. CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS There were no board of supervisors' comments. MINUTES - APPROVED Upon a motion by Supervisor DeHaven, seconded by Supervisor Fisher, the Board approved the minutes from the April 24, 2013 meeting. 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 COUNTY OFFICIALS COMMITTEE APPOINTMENTS REAPPOINTMENT OF ROGER L. THOMAS AS OPEOUON DISTRICT REPRESENTATIVE TO THE PLANNING COMMISSION - APPROVED Upon a motion by Vice - Chairman Ewing, seconded by Supervisor Fisher, the Board reappointed Roger L. Thomas as Opequon District representative to the Planning Commission. This is a four year appointment. Term expires June 14, 2017. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye 2 Charles S. DeHaven, Jr. Aye Robert A. Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye APPOINTMENT OF DAVID W. GANSE TO THE PUBLIC WORKS COMMITTEE Chairman Shickle announced that he had appointed David W. Ganse as a citizen member to the Public Works Committee. PUBLIC HEARING PROPOSED ORDINANCE — SALARIES OF THE BOARD OF SUPERVISORS PURSUANT TO SECTION 15.2-1414.3 OF THE CODE OF PIRGINIA, 1950, AS AMENDED, THE BOARD OF SUPERVISORS WILL HOLD A PUBLIC HEARING TO FIX THE ANNUAL SALARIES OF THE BOARD OF SUPERVISORS AS FOLLOWS: CHAIRMAN $15,000 VICE- CHAIRMAN $13,500; AND EACH OTHER MEMBER OF THE BOARD OF SUPERVISORS AT $ 10,000. — APPROVED KEEPING CURRENT SALARIES Administrator Riley advised, pursuant to Section 15.2 - 1414.3 of the Code of Virginia, 1950, as amended, each year the Board conducts a hearing to fix the annual salaries of the Board of Supervisors members. This year staff proposed the following increase in the Board's salaries: Current Proposed Chairman $10,800 $15,000 Vice - Chairman $10,200 $13,500 Other Members $9,000 $10,000 He noted the Board's salaries have not been increased since May 2001. The proposed increase is comparable to like sized jurisdictions and is on par with Rockingham County. Chairman Shickle spoke about then need to consider this issue and went on to say the Board needed to engage in some dialogue about this item, not just for the current board but for future boards. Chairman Shickle convened the public hearing. 3 John Wright, Red Bud District, stated he was struck by the high percentage of the proposed increase (i,e. chairman 38 %, vice - chairman 31 %, and board members 11 %). He thanked the board for their service to the county and the citizens, but asked them to take a step back and think about the perception in the eyes of the taxpayers, voters, and employees. He cited a number of negative comments he had heard regarding the proposed salary increase. He went on to say if he had the ability to raise his own salary he would consider it. He suggested sending the pay raise issue to the voters as a referendum. He concluded by thanking the Board for their service. Bill Dodson, Opequon District, stated he was the former chairman and vice - chairman of the Frederick County Democratic Party and he had the chance to work with most of the board members on various issues. He went on to say he had a pretty good idea of what the job entailed and the members usually put in about 15 to 20 hours per week, which equated to about $9.00 per hour, which was not a lot for all that the board members do. He concluded by saying he had no problem if the board members wanted to raise their salaries because they were the executives of this county. Isaiah Kahle, Stonewall District, stated he agreed with the other speakers that the board members put in an extended amount of time in their service. He noted the same goes for the employees of Frederick County, including the public safety employees. He noted that firefighters work 2,600 hours /year and have received no pay raises over the past few years. He went on to say he was not opposed to the Board receiving a pay increase, but felt it should be equivalent to other employees. There being no further comments, Chairman Shickle closed the public hearing. Vice - Chairman Ewing stated he would be leaving the Board soon and would not realize M any benefits of the higher salary. He went on to say the proposed increase equated to about 1.1 % per year, which is about 2,5% lower than county employees received over the same period. He stated it was time some increased compensation be considered. Vice - Chairman Ewing moved to approve the salary increase as presented. The motion died due to the lack of a second. Supervisor Fisher moved to keep the current salaries in place. The motion was seconded by Supervisor Hess. BE IT ORDAINED, the annual salary for each member of the Frederick County Board of Supervisors, for the fiscal year beginning July 1, 2013, shall be as follows: Chairman, $10,800; Vice Chairman, $10,200; and each other member of the Board of Supervisors at $9,000. Supervisor DeHaven stated this was a difficult position, but it was something worth thinking about. He stated the salaries should be kept equitable to cover expenses and the time invested so people can serve without a financial investment of their own, Supervisor Lofton agreed with Vice - Chairman Ewing's comments. He noted county employees received salary increases and receive benefits. He went on to say a lot of time and travel goes into attending meetings, etc. He did not think the proposed salaries were out of line. He agreed with Supervisor DeHaven's comments. There were others who would like to serve, but might not have the wherewithal to deal with the required time and other expenses. He concluded by saying this was not the year to do it, but believed the proposal does have some benefit. There being no further discussion, the motion to keep the current salaries was approved by the following recorded vote: Richard C. Shickle Nay Bill M. Ewing Nay 5 Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Robert A, Hess Aye Gene E. Fisher Aye Gary A. Lofton Aye PLANNING COMMISSION BUSINESS. PUBLIC HEARING ADDITION TO THE SOUTH TIMBER RIDGE AGRICULTURAL AND FORESTAL DISTRICT — THE PROPOSED ADDITION CONTAINS A TOTAL OF 268 +/- ACRES WITHIN TWO PARCELS AND IS LOCATED IN THE GAINESBORO MAGISTERIAL DISTRICT ALONG HOLLOW ROAD fROUTE 707} TO THE NORTH, MUSE ROAD (ROUTE 610) AND GOLD ORCHARD ROAD ROUTE 708 TO THE EAST. - APPROVED Zoning Administrator Mark Cheran appeared before the Board regarding this item. He advised this was a proposed increase to the South Timber Ridge Agricultural and Forestal District. The proposed increase contains 268 acres more or less within two parcels. The proposed new district would total 883 acres. The property is located in the Gainesboro Magisterial District. He concluded by saying the Agricultural District Advisory Committee and Planning Commission recommended approval of the increase. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Hess, seconded by Supervisor Lofton, the Board approved the additions to the South Timber Ridge Agricultural and Forestal District. WHEREAS, a proposal to increase the South Timber Ridge Agricultural & Forestal District by 268 acres was considered. The properties are located in the Gainesboro Magisterial District along Hollow Road (Route 707) to the north, Muse Road (Route 610) and Gold Orchard Road (Route 708) to the east and are identified by Property Identification Numbers 37 -A -72 and 37 -A-73. This application was reviewed by the Agricultural District Advisory Committee (ADAC) and the Planning Commission during their regularly scheduled meetings; and WHEREAS, the Agricultural District Advisory Committee (ADAC) recommended approval of this proposal on March 18, 2013; and WHEREAS, the Planning Commission held a public hearing and recommended approval on this proposal to increase the South Timber Ridge Agricultural & Forestal District on May 1, 2013; and WHEREAS, the Board of Supervisors held a public hearing on this proposal to increase the South Timber Ridge Agricultural & Forestal District on May 8, 2013; and WHEREAS, the Frederick County Board of Supervisors finds the addition to the South Timber Ridge Agricultural & Forestal District contributes the conservation and preservation of agricultural and forestal land in Frederick County. NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors as follows: The Frederick County Board of Supervisors hereby increases the South Timber Ridge Agricultural & Forestal District by 268 to total 883 acres in the Gainesboro Magisterial District, with an expiration and renewal date of May 1", 2015. This Agricultural & Forestal District is as described on the attached map. This ordinance shall be in effect on the day of adoption. Passed this 81h day of May, 2013 by the following recorded vote: Richard C. Shickle Aye Bill M. Ewing Aye Christopher E. Collins Aye Charles S. DeHaven, Jr. Aye Robert A. Less Aye Gene E. Fisher Aye Gary A. Lofton Aye ESTABLISHMENT OF A NEW AGRICULTURAL AND FORESTAL DISTRICT NORTH OPE UON AGRICULTURAL AND FORESTAL DISTRICT — THE PROPOSED DISTRICT CONTAINS 400.186 +/- ACRES WITHIN FIVE PARCELS AND IS LOCATED IN THE STONEWALL MAGISTERIAL DISTRICT STRADDLING OLD CHARLESTOWN ROAD fROUTE 761 TO THE NORTH AND SOUTH, OPEOUON CREEK TO THE EAST AND SLATE LANE TO THE WEST. - APPROVED Zoning Administrator Mark Cheran appeared before the Board regarding this item. He advised this was a proposal to create the North Opequon Agricultural and Forestal District. The 7 proposed district would contain 400.186 acres more or less within five parcels. The property is located in the Stonewall Magisterial District. He concluded by saying the Agricultural District Advisory Committee and Planning Commissioner recommended approval of the new district. Gary Oates, GreyWolf, Inc., appeared before the Board and advised the historic house was not part of the proposed district because the owners wanted to preserve the rights to make it a bed and breakfast. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor DeHaven, seconded by Vice - Chairman Ewing, the Board approved the establishment of the North Opequon Agricultural and Forestal District. WHEREAS, a proposal to create the North Opequon Agricultural & Forestal District to consist of 400.186 acres, was considered. The properties are located in the Stonewall Magisterial District straddling Old Charles Town Road (Route 761) to the north and south, the Opequon Creek to the east and Slate Lane to the west, and are identified by Property Identification Numbers 45- A -IOV, 45- A -10W, 45-A-30,45-A-3 1, and 45 -A -32. This application was reviewed by the Agricultural District Advisory Committee (ADAC) and the Planning Commission during their regularly scheduled meetings; and WHEREAS, the Agricultural District Advisory Committee (ADAC) recommended approval of this proposal on March 18, 2013; and WHEREAS, the Planning Commission held a public hearing and recommended approval on this proposal to establish the North Opequon Agricultural & Forestal District on May 1, 2013; and WHEREAS, the Board of Supervisors held a public hearing on this proposal to establish the North Opequon Agricultural & Forestal District on May 8, 2013; and WHEREAS, the Frederick County Board of Supervisors finds the establishment of the North Opequon Agricultural & Forestal District contributes the conservation and preservation of agricultural and forestal land in Frederick County. NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors as follows. The Frederick County Board of Supervisors hereby establishes the North Opequon Agricultural & Forestal District to consist of 400.186 acres in the Stonewall Magisterial District, with an expiration and renewal date of May 1", 2015. This Agricultural & Forestal District is as described on the attached map. This ordinance shall be in effect on the day of adoption. Passed this 8 1h day of May, 2013 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 OTHER PLANNING ITEMS DISCUSSION — COMPREHENSIVE POLICY PLAN AMENDMENT (CPPA) — MIDDLETOWN/LORD FAIRFAX COMMUNITY COLLEGE S . . _ . SEWER AND WATER SERVICE ARES (SWSA) FUTURE EXPANSION AREA. -- SENT FORWARD FOR PUBLIC HEARING AS MODIFIED Deputy Planning Director Michael Ruddy appeared before the Board regarding this item. He advised this was a proposal to change the land use designation of the area to the north of Lord Fairfax Community College to OM. This designation would permit rezoning requests to allow other business development land uses aimed at supporting the college. The proposal would also look at expansion of the sewer and water service area to support these proposed new uses. Deputy Director Ruddy noted neither the Planning Commission or the Comprehensive Policies and Plans Committee addressed the sewer and water service area expansion. He advised, currently, water would be provided by the City of Winchester and sewer service would be provided by the Town of Middletown. He concluded by saying the applicant would like to see the sewer and water service area expanded and staff is seeking direction from the Board of Supervisors. 9 Supervisor DeHaven asked about capacity to serve the site, Deputy Director Ruddy responded that the Frederick County Sanitation Authority has no desire to service this area at this time. He went on to say the Town of Middletown would provide sewer service and the City of Winchester would provide water service. He noted those two entities would have to ensure they have the capacities in place to accommodate any future development. Chairman Shickle asked if forward movement of the application would preclude the Frederick County Sanitation Authority from getting involved. Deputy Director Ruddy responded yes, prior expansions have resulted in the Sanitation Authority stepping aside to allow Middletown and Winchester to serve. Supervisor Lofton asked if the establishment of the sewer and water service area determined the provider of services or could the provider change? Deputy Director Ruddy responded the Frederick County Sanitation Authority is the primarily responsible to provide services in Frederick County; however, the proposed plan recognizes that they did not want to provide service at this time. He went on to say, in the future, the sanitation authority would have the ability to "step up" with the Board's direction. Supervisor DeHaven stated this would beg the question of ownership of the facilities moving forward, Supervisor Lofton asked what the most intense industrial use could be in the OM District. Deputy Director Ruddy responded the designation would allow high tech manufacturing uses. Evan Wyatt, Greenway Engineering, appeared before the Board on behalf of the applicant. He noted there had been dialogue with Lord Fairfax Community College to deal with 10 services and opportunities for the college. He went on to say the applicant had reached out to both the city and the town and they are willing to provide water and sewer service to the property. He noted the concepts discussed at Lord Fairfax included small office or manufacturing that would help their STEM program. He noted there was a scale issue that needed to be talked about because they do not want a Fort Collier type use on the property. Supervisor Lofton asked when the Board.would get to weigh in on this aspect. Mr. Wyatt responded that would occur during the rezoning process. He went on to say it would be prudent to add a statement to the plan text about the scale being compatible with surrounding land uses. Chairman. Shickle asked staff for the Board's options. Deputy Director Ruddy responded the Board could include the sewer and water service area expansion around the property or they could forward the proposal to public hearing without the sewer and water service area proposal and just recognize the proposed land uses. Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board approved sending the CPPA, Middletown/Lord Fairfax SWSA — Future Expansion Area forward for public hearing with the modifications to include the addition of the sewer and water service area and additional language pertaining to the scale of development. Supervisor Fisher stated there were too many ambiguities with this proposal. He went on to say there were too many questions and he could not support the proposal at this time. He concluded by saying he was not comfortable putting another piece of property in the sewer and water service area. Supervisor Lofton stated he did not totally disagree with Supervisor Fisher. He went on to say the Sanitation Authority has no desire to serve this area now or in the near future, but the 11 development would support the mission of Lord Fairfax Community College. Supervisor DeHaven stated that, philosophically, he supported this proposal. He went on to say he supports the discussion of scale happening in this process. Deputy Director Ruddy advised staff could include language as this amendment is brought forward. He went on to say the Comprehensive Plan was the first place to make the scale issue clear. Supervisor Lofton asked the discussion be included in the public hearing. Supervisor Fisher stated the Board needs to create a desire on the part of the Sanitation Authority to serve these areas. There being no further discussion, the 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 Nay Gary A. Lofton Aye DISCUSSION — COMPREHENSIVE POLICY PLAN AMENDMENT (CPPA NORTHEAST LAND USE PLAN UPDATE — LIGHT PROPERTY SEWER AND WATER SERVICE AREA SWSA EXPANSION. — DIRECTED STAFF TO SCHEDULE WORK SESSION WITH FREDERICK COUNTY SANITATION AUTHORITY Deputy Planning Director Michael Ruddy appeared before the Board regarding this item. He advised the Board directed staff to undertake a sewer and water service area expansion study to evaluate land in the vicinity of the Light Property near the intersection of Woodbine and Woodside Roads in the Stonewall Magisterial District. He noted the site would be designated for future business development. The proposal would modify the sewer and water service area with 12 individual land use designations. The proposed expansion would contain approximately 530 acres. The proposal would modify pages of the Northeast Land Use Plan. There would be no other changes outside of the specified area. He concluded by saying staff was seeking recommendation from the Board regarding whether to move this amendment forward for public hearing. Supervisor DeHaven asked about the developmentally sensitive area in the sewer and water service area. Deputy Director Ruddy responded the developmentally sensitive area serves as the boundary between industrial development and the rural areas. Supervisor DeHaven asked if there had been any discussion regarding active recreational uses on the property. Deputy Director Ruddy responded no. Supervisor DeHaven advised he would like to see more discussion regarding the Frederick County Sanitation Authority's ability to serve the additional 530 acres and the existing sewer and water service area. He went on to say he would like to have that discussion before this item goes to public hearing. He would like to see the results of these discussions comeback before the Board before going to public hearing. Deputy Director Ruddy advised staff could complete that task and get back with the Board. He went on to say staff would engage the Sanitation Authority and thoroughly find the answers Supervisor DeHaven was seeking. Chairman Shickle stated he would like to have the Sanitation Authority here to talk about these issues. Planning Director Eric Lawrence advised staff would arrange a work session with the 13 Board and the Sanitation Authority. DISCUSSION — ZONING ORDINANCE AMENDMENT TO ENTRANCE SPACING. — SENT FORWARD FOR PUBLIC HEARING Senior Planner Candice Perkins appeared before the Board regarding this item. She advised this was a proposed update to the motor vehicle access requirements, specifically the entrance spacing requirements. The current standards are in conflict with VDOT's minimum entrance spacing requirements and the standards do not specifically address residential driveways on arterial or collector roadways, The Planning Commission discussed this item at its March 20, 2013 meeting and recommended approval, Chairman Shickle asked how much of a burden this proposal put on the first person in a development. Deputy Planning Director — Transportation John Bishop appeared before the Board. He advised the County typically does not ask the first person in to build the connectors, but we ask the site be planned so there is no proliferation of entrances. Supervisor DeHaven stated this was a difficult issue to deal with. He went on to say this was an approach that has potential to work, but has some sticking points. He concluded by saying the ordinance should not be in conflict with VDOT. Deputy Director Bishop advised the changes were not driven by VDOT, but was our method of making the ordinance come closer to VDOT's standards, Supervisor Lofton asked if it would be easier to draw out the VDOT standards in our ordinance and just make reference to current policies, Deputy Director Bishop responded that was a viable solution, but it would be incumbent upon staff and the Transportation Committee to monitor the standards. Supervisor Hess cited page 1, section A 2 and asked if a comma was needed after the 14 second onto or should one of them be deleted. Senior Planner Perkins responded the ordinance was meant to read as it is currently drafted. Supervisor Hess asked about page 2, item 5, which references the measurement in feet from centerline to centerline versus tangent line of the curb. Deputy Director Bishop responded that both methods were acceptable. He noted the tangent would be more exacting. He suggested the Board could choose one or the other. Chairman Shickle asked how significant the change on page 3, section A 8 would be. Deputy Director Bishop responded the change would be pretty significant. Upon a motion by Supervisor DeHaven, seconded by Supervisor Collins, the Board directed the Planning Commission to hold a public hearing regarding Chapter 165 Zoning, Article 11 Supplementary Use Regulations; Parking; Buffers; and Regulations for Specific Uses, Part 202 Off - Street Parking, Loading and Access, 165- 202.03 Motor Vehicle Access. WHEREAS, the Frederick County Planning Department has been directed to update the motor vehicle access requirements, specifically the entrance spacing requirements. WHEREAS, the Development Review and Regulations Committee (DRRC) recommended this item be forwarded to the Planning Commission and Board of Supervisors; and WHEREAS, the Planning Commission discussed the proposed changes at their regularly scheduled meeting on March 20, 2013; and WHEREAS, the Board of Supervisors discussed the proposed changes at their regularly scheduled meeting on May 8, 2013; and WHEREAS, the Frederick County Board of Supervisors finds that in the public necessity, convenience, general welfare, and good zoning practice, directs the Frederick County Planning Commission hold a public hearing regarding an amendment to Chapter 165 to update the motor vehicle access requirements, specifically the entrance spacing requirements. NOW, THEREFORE, BE IT REQUESTED by the Frederick County Board of Supervisors that the Frederick County Planning Commission shall hold a public hearing to consider changes to update the motor vehicle access requirements, specifically the entrance spacing requirements. 15 Passed this 8 day of May, 2013 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 Supervisor Lofton reported that six young ladies involved in Frederick County 4 -H would be travelling to the Southern Regional's Horse Show Championship in West Monroe, Louisiana. The six young ladies were: Hannah McDonald, Bridget Murray, Rachael Getts, Deanna Madagan, Morgan Strickler, and Anna Shortt. He noted they have put in many hours of training and three are State Champions. They need to raise $8,000 to pay for their trip and he wishes them the best in Louisiana. Administrator Riley reported he had met with the subcommittee chairmen of the Business Friendly Committee. They discussed the finalization of the report and will report out to the full committee and the Board. CITIZENS COMMENTS Dody Stottlemyer, Shawnee District, spoke regarding the proposed new Frederick County office building. She felt it was disingenuous to say this was a great plan to go on since the information was proprietary. She asked if the information regarding the proposal would be made available within 45 days. She noted there were a lot of caveats and ifs surrounding the proposal. She asked what would happen to the $1.6 million owed on the existing building. She concluded by saying the taxpayers would end up footing the bill for this building, but she did not feel the taxpayers would benefit. 16 BOARD OF SUPERVISORS COMMENTS Vice - Chairman Ewing stated that back in January he announced he would be leaving the Board because he was moving out of the Opequon District. He advised that effective May 28, 2013 he would officially resign from the Board of Supervisors. ADJOURN UPON A MOTION BY VICE - CHAIRMAN EWING, SECONDED BY SUPERVISOR FISHER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (8:39 P.M.) 17 COUNTY of FREDERICK TO: Board of Supervisors John R. limey, Jr County Administrator 5401665 -5666 Fax 5401667 -0370 E -mail: jriley@co.frederick.va.us - Listed below are the vacancies /appointments due through August, 2013. As a reminder, in order for everyone to have ample time to review applications, and so they can .be included in the agenda, please remember to submit applications prior to Friday agenda preparation. Your assistance is greatly appreciated. VACANCIESIOTHER Russell 150 Community Development Authority 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 ..(See Attached Application of Scot Marsh) (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 20'13 Historic Resources Advisory Board Robert Hess — Gainesboro District Representative 348 Peeper Lane Winchester, VA 22603 Home: (540)662 -0462 Term Expires: 05/27/13 Four year term 107 North Kent Street ® Winchester, Virginia 22601 Memorandum Board of Supervisors May 16, 2013 Page 2 Plan.nina Commission Kevin O Crosen Back Creek District Representative 361 Perry Road Winchester, VA 22602 Home: (540)662 -8750 Term .Expires: 05/27/13 Four year term Rill ZL4+t +7i K? Social; Services Board FOR FREDERICK COUNTY BOARD OF SUPERVISORS COADdrME APPaMMNTS District mar. Wtld like to mmnivate you to ,Semi au tC As a brief pmOwl irLnWUzfi0A to [he o1her Boad lmemben, please fill out the LrSo ma ion regoestc I d below for their taview prior to fflft tbd apgai artQUCnt (Plme print Clewly. 11ank Yon.) Name: Scot W. Marsh Rome Phone; 540/662 -6423 Address: 560 North Loudoun Street pffice Phan.: 540/667 -0468 Winchester, VA 22601 Fax; 540/667 -0469 Employer: Marsh & Legge Land Surveyors Ems: smarsh@marshandl e Occupation: Land Surveyor Cfvic/Commnnity A.etWes: Member of Vir inia Associat' Bethel Lutheran Church, Frederick County Land Use and Devela Mnt Subco Frederick County business friendly. Will You Be Able To Attend This Committee's Regularly SebeduWl Meeting On: Yes; x No: — Do YOU Foresee Any Possible Canfficts Of Interest WhIeb Might Arise By Your Serving On Thb Commitft7 Yes: Nn. x Expbda. Addidoaal Information Or Consweuts You Would Like To Provide (1f you need more spate plus use the reverse side or include additional sheets): Please note that Marsh & Legge Land Survev . - Li2Da =Mang C tra . . See attached res A"Iieatre's Siguat are: jute: May 16, 2013 _ Namb acing 5uperosees Comments: ( SCOT WAYLAND MARSH Scot W. Marsh is a native of the Northern Shenandoah Valley of Virginia. He is a graduate of the Virginia Military Institute, Class of 1981, with a degree in Civil Engineering. Upon graduation, he received a commission as a Combat Engineer in the Virginia National Guard's 29 Division. He completed the Army Basic Engineer Officers' course, the Engineers' Sapper School, and graduated from the Army Parachute School. After graduation from VMI, he served as an instructor on the faculty of the Civil Engineering Department for two years and taught Basic Engineering and Surveying at the Institute. He is a Virginia Professional Land Surveyor and has over 26 years in practicing and teaching Land Surveying. He is the Presiding Partner of Marsh & Legge Land Surveyors, P.L.C., a professional company founded in 1995 specializing in Land Surveying services in support of engineering and architectural projects. The firm is located in Winchester, and is one of the largest sole surveying companies in Virginia, and provides surveying services throughout the Commonwealth, and in West Virginia, Maryland and North Carolina, Mr. Marsh was appointed to the Planning Commission for the Shenandoah Valley Battlefield National Park and took part in the drafting of the Park plan later adopted by the U. S. Congress to establish the Regional Historic District. He is a member of the ASCE, NSPS, ACSM, and the Virginia Association of Surveyors. In 1990, he was called to active duty for the Persian Gulf War as a Combat Engineer assigned to a U. S. Army Civil Affairs command, and took part in the liberation of Kuwait City. For his combat service, he was awarded the Army Bronze Star Medal. He retired from the Army Reserve with the rank of Major. Mr. Marsh is married to the former Susan Willis of Newport News. They have three children: Kate, a senior at The University of Virginia; Sally, a sophomore at James Madison University; and Ben, a freshman at James Wood High School. They reside in Frederick County, Virginia. COUNTY OF FREDERICK Roderick B. Williams County Attorney 540/722 -8383 Fax 540/667 -0370 E -mail: rwillia @co.frederick.va.us MEMORANDUM TO: The Honorable Chairman and Members of the Board of Supervisors FROM: Roderick B. Williams County Attorney DATE: May 16, 2013 RE: Resignation of Opequon District Supervisor — Petition for Special Election Opequon District Supervisor Bill M. Ewing has submitted his resignation effective May 28, 2013. State law requires that, not later 15 days after the effective date of the resignation, the Board of Supervisors petition the Circuit Court for a writ of election, for a special election to fill the vacancy. Attached please find for your consideration a proposed resolution authorizing the filing of petition requesting that the Circuit Court set the date of the special election as November 5, 2013, the same date as the next general election. I would not actually file the petition until after the May 28 effective date of Supervisor Ewing's resignation. The November 5 date is also the same date as the special election set to fill the remainder of the unexpired term for the Gainesboro District. Setting the special elections to be held concurrent with the general election saves the County the additional expense of conducting elections on separate dates. Attachment cc: John R. Riley, Jr., County Administrator 107 North Kent Street • Winchester, Virginia 22601 BOARD OF SUPERVISORS AUTHORIZING THE COUNTYATTORNEY TO FILE A PETITION FOR WRIT OF ELECTION TO FILL VACANCY IN THE OFFICE OF 0PEQU0N DISTRICT REPRESENTATIVE TO THE BOARD OF SUPERVISORS WHEREAS, Bill M. Ewing has submitted his resignation as Opequon District representative to Board of Supervisors, effective May 28, 2013; and WHEREAS, Virginia Code § 24.2- 226(A) requires the Board of Supervisors to file with the Circuit Court a petition for a writ of election to fill the vacancy in the office of Opequon District representative to Board of Supervisors within 15 days of the vacancy; and WHEREAS, state law permits the Circuit Court to schedule such election concurrent with the general election already scheduled for November 5, 2013; and WHEREAS, the Circuit Court has previously scheduled a separate vacancy, in the office of the Gainesboro District representative to the Board of Supervisors, to be filled by a special election concurrent with the general election already scheduled for November 5, 2013; and WHEREAS, state law provides for the office of Opequon District representative to Board of Supervisors to be filled on an interim basis until his successor is elected and qualified and has taken the oath of office. NOW, THEREFORE, BE IT RESOLVED, that the Board authorizes the County Attorney, as soon as possible following the effective date of the Opequon District vacancy, to file with the Circuit Court a petition seeking issuance of a writ of election, to fill the vacancy in the office of Opequon District representative to Board of Supervisors, such election to occur on November 5, 2013, concurrent with the general election that same day, or on such other date as the Circuit Court may find just and proper. ADOPTED this 22 day of May, 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 County of Frederick Paula A. Nofsinger Director of Human Resources (540) 665 -5668 Fax: (540) 665-5669 pnofsing@co.frederick,va.us TO: Board of Supervisors FROM: Paula Nofsinger, Director of Human Resources DATE: May 14, 2013 SUBJECT: Human Resources Committee Report INWNxWNWI iWNxxxxl nxx x .............. r.iix.xix. ..... .... .....xx.ixie. xx..ixu��xir�xii�. The HR Committee met in the First Floor Conference Room at 107 North Kent Street on Friday, May 10, 2013, at 8:OOa.m. Committee members present were: Supervisor Robert Hess, Supervisor Bill Ewing, Citizen Member Dorrie Greene, and Citizen Member Beth Lewin. Committee members absent were Supervisor Chris Collins and Citizen Member Barbara Vance. Also present were: Assistant County Administrator Kris Tierney, County Attorney Rod Williams, Fire and Rescue Chief Dennis Linaburg, Deputy Chief Larry Oliver, Emergency Management Coordinator Chester Lauck, and DSS Administrative Manager Delsie Butts. * ** Items Requiring Action * ** 1, Adoption of updated HR policies. The Committee recommends adoption of the amended HR policies: a. Harassment/Sexual Harassment Policy b. Drug and Alcohol Free Workplace Policy c. Workplace Violence Policy 2. Creation of the EMS Billing Manager position within the Fire & Rescue Department. The Committee recommends the creation of the EMS Billing Manager position within the Fire & Rescue department. This is a new position within the County and will require the Board of Supervisor's approval to create it. Once approved, staff can begin the process of researching the appropriate class, range, and salary that will support the goals of the County with the EMS Expense Recovery Program. Once these position items are researched, the Committee will review and recommend salary and benefit details involved with the position. ** *Items Not Requiring Action * ** 1. The annual review of the HR Committee Charter. As a requirement of the HR Committee Charter, the Committee reviewed and reassessed the adequacy of the Charter. The Committee decided to maintain the current charter, but utilize it as a means to schedule topics and discussions for each meeting. The HR Director was tasked with drafting an annual schedule that will enable the Committee to enforce the purpose of the charter and be proactive on the responsibilities of the Committee. Additionally, the HR Director was 107 North Kent Street, Winchester, VA 22601 tasked with, at the next meeting, providing an overview of the County's benefit programs and a list of the Unclassified Positions within the Compensation Plan. 3. Discussion of future meeting days and times. The Committee decided to maintain the current schedule for monthly meetings, the first Friday of each month at 8:00am. There being no further business, the meeting was adjourned. The next HR Committee meeting is scheduled for Friday, June 7, 2013. Respectfully Submitted, Human Resources Committee Robert Hess, Chairman Bill Ewing Dorrie Greene Beth Lewin By: Paula A. Nofsinger Director of Human Resources 107 North Kent Street, Winchester, VA 22601 Original Policies XX. HARASSMENTfSEXUAL HARASSMENT POLICY Frederick County is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. Purpose To define Frederick County =s position regarding employee harassment and /or sexual harassment, to maintain a working environment that is free of sexual harassment in accordance with Title VII of the Civil Rights Act of 1964, and to communicate Frederick County=s actions to any such conduct. Policy: It is the policy of Frederick County that harassment and /or sexual harassment of applicants and employees on the basis of race, religion, gender, national origin, age, marital status, veteran status and mental and physical handicap is unacreptahle and will not he tolerated. This policy applies to all County employees, customers, vendors, or other third parties with whom Frederick County has business dealings. Sexual harassment has been defined generally as including unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature, whenever: 1. submission to the conduct is either an explicit or implicit term or condition of employment; 2. an employee =s reaction to the conduct is used as a basis for employment decisions affecting that employee; or 3. the conduct has the purpose or effect of interfering with the employee =s work performance or creating an intimidation, hostile or offensive working environment No employee or applicant should be subjected to unsolicited and unwelcome sexual overtures. Nor should any employee or applicant be led to believe that an employment opportunity or benefit will in any way depend upon Acooperation@ of a sexual nature. Sexual harassment includes behavior which is not welcome and which is personally intimidating, hostile or offensive.. It also may include such actions as: 1. sexually- oriented verbal teasing or jokes; 2. repeated offensive sexual flirtations, advances, or propositions; 3. continued or repeated verbal abuse of a sexual nature; 4. graphic or degrading comments about an individual or his or her appearance; 5. the display of sexually suggestive objects or pictures; 6 subtle pressure for sexual activity; and 7. physical contact nr blocking movement. Harassment can occur as the result of a single incident or a pattern of behavior where the purpose of effect is to create a hostile, offensive, or intimidating work environment. Harassment encompasses a broad range of physical or verbal behavior which can include, but is not limited to the following: 1. physical or mental abuse; 2. racial insults; 3. derogatory jokes; 4. religious slurs; S. unwelcome sexual advances. Proced Any employee who feels that he or she has been the subject of harassment or who has reason to believe that someone else has been the subject of harassment has the obligation to notify the Personnel Director, his or her supervisor or Department Head. It is the policy of Frederick County to investigate such reports. Frederick County prohibits retaliation against any individual who reports discrimination or harassment based on an honest perception of the events or participates in an investigation of a complaint. The County will attempt to resnlve the matter. This may include a confidential investigation, dkrussinn with the parties, and /or disciplinary action up to and including dismissal. False and malicious complaints of harassment, discrimination or retaliation as opposed to complaints which, even if erroneous, are made in good faith, may be the subject of appropriate disciplinary action. This policy may be revised from time to time as appropriate in the County's judgment. XXI. DRUG AND ALCOHOL FREE WORKPLACE POLICY REVISED October 2006 21.1 Background The County is firmly committed to the health and safety of our employees and the public, the duality of programs and services we provide, and the efficient operation of our organization. The County considers the influence of drugs and alcohol in the workplace to be detrimental to these goals and is committed to maintaining a drug and alcohol free workplace and to doing our part to eradicate substance abuse in our community. Because of these commitments, the County adheres to the following policy on drugs. The County will comply with all regulations on drug testing established by the United States or the Commonwealth of Virginia. This program is designed to protect individual privacy, to ensure accountability and integrity of specimens and to provide for confirmation of all positive drug test results. In addition, this program provides for the confidentiality of test results and medical histories, and employs non - discriminatory testing methods. The goal of this program is to ensure a drug - free environment which, in turn, will reduce accidents and casualties in our operations. This policy may be amended from time to time to conform with changes required by federal and state law or at the discretion of the County Administrator. 21.2 Policy The use of drugs by County employees is a serious problem which endangers not only their safety, but the safety of the general public as well. Drug use by employees also reduces productivity and endangers property. The County is committed to providing a safe workplace and to promoting high standards of health and safety to protect its employees as well as the public. Accordingly, the County has adopted the following rules regarding drug use: a. Employees are prohibited from using, possessing, selling, distributing, transporting or concealing drugs, equipment or paraphernalia on County property or on County time, with the exception of law enforcement employees in the lawful performance of their duties. b. Employees shall not have drugs in their systems, regardless of when and where the drugs were taken, while on County time, while acting as an agent or representative of the County or while on County property on any occasion associated with his role as an employee, agent or representative of the County. All employees must report to work in a substance free condition. C. An applicant who tests positive for any drug will not be hired. An employee who tests positive for any drug is subject to discipline up to and including discharge. A refusal to take a drug test will have the same effect as a positive test under the policy. As a condition of employment, each employee agrees to notify his supervisor of his arrest for any criminal drug statute, no later than five [5j days after such arrest. An employee who violates these rules is subject to discipline up to and including discharge. This policy is not intended to address all circumstances when an employee's involvement with drugs warrants disciplinary action. Accordingly, nothing in this policy shall be considered as limiting the County's right to take disciplinary action, up to and including discharge, for an employee's involvement with illegal drugs not specifically addressed in this policy. 21.3 Definitions Dru Includes both illegally -used controlled substances (illegal drugs or other controlled substances as defined under state or federal laws including narcotic and non- narcotic drugs, and prescription drugs used abusively), and non - controlled (over the counter) substances if they impair one's performance, including alcohol, In addition, the abuse of any substance for a non - therapeutic purpose will fall under the prohibition against use of drugs. Possession Includes the presence of drugs on the employee's person; in an employee's desk, office, or locker; in an employee's toolbox, lunch box, or personal automobile while it is located on County property; or in a County vehicle. On County Property Includes, but not limited to, land or property owned or ]eased by the County, including County parking lots, County vehicles, equipment, lockers, and recreational areas. Qn C -ounty Time Includes when an employee is on County property at any time associated with bis role as a County employee, agent, or representative; during the employee's work day; or any time an employee is acting as an agent or representative of the County. Workplace The site for the performance of work and includes any County property, County -owned or County- approved vehicles used to transport employees and County - sponsored activity. 21.4 When Employees Will Be Tested f?re_-_�mploynient Testing All applicants who the County intends to hire into a safety- sensitive or security- related position shall be tested for drugs as a pre - qualification to employment. Reasonable Cause Testine The County also will require testing when there is reasonable cause to suspect an employee has used drugs or violated any other provision in this policy pertaining to drug use. As used in this policy, reasonable cause simply means that there is an articulable suspicion based on specific facts, and reasonable inferences drawn from those facts, that a particular employee is under the influence of drugs or has violated this policy. Circumstances which may constitute a basis For such a reasonable cause may include, but are not limited to: a. A pattern of abnormal or erratic behavior (e.g., hyperactivity, unexplained mood swings, paranoia, hallucinations); b. A prolonged, unexplained deterioration in performance or attendance; C. Information provided by a reliable and credible source; d. A work - related accident, e. Direct observation of drug use: Possession of drugs or drug paraphernalia; or g. Presence of the physical symptoms of drug use (e.g., glassy or bloodshot eyes, slurred speech, poor coordination and /or reflexes, needle marks /scar tracks on arms, etc., unusual perspiration or shakes, unusual drowsiness or sluggishness). Managers or appropriate department heads are responsible for observing and monitoring their employees' behavior for signs or symptoms of drug use, and shall promptly report any such observations to the appropriate administrator. Generally, two managers should observe an employee engaging in conduct that creates a reasonable cause to believe that the employee has used a drug before requiring a drug test. However, if only one manager is available, then he or she alone may require that an employee submit to a drug test for reasonable cause. The manager(s) who orders a reasonable cause drug test shall document in writing the conduct giving rise to the reasonable suspicion of drug use within 24 hours of the observed behavior or before the results of the test are released, whichever is earlier. This description of circumstances that may constitute reasonable cause for testing is not intended to limit in any way the discretion of the County in deciding that an individual should be tested. Random Testine Develop, maintain, and administer the method of random selection, chain of custody, and screening documentation. Testing as a Condition of Participation in a Substance Abuse Program submit to unannounced drug testing to assure compliance with the program. See paragraph 21.5 part c. 21.5 Effect of a Positive Test or a Refusal to Take _a Test a. An applicant who tests positive for drugs on a pre - employment drug test will not be hired by the County. b. An employee who tests positive for drugs will be subject to discipline, up to and including discharge. C. An employee who tests positive for drugs gander any of the circumstances described above who remains employed will be required to enter a substance abuse program and comply with any and all directions of the substance abuse program counselor. As part of such a program, an employee may be required to submit to unannounced testing to assure compliance with the program. Before returning to duty, such an employee will be required to pass a drug test Failure to enter the program or refusal to comply with the Counselor's recommendations or directions will be grounds for immediate dierharge. d. An employee who tests positive for drugs under any of the circumstances described above on a second occasion will be discharged immediately. C. A refusal to take a drug test will have the same effect as a positive test for all purposes under this policy, resulting in discipline up to and including discharge. 21.6 Prescription Drugs An employee will not be subject to discipline if he /she tests positive for drugs but can prove, through clear and convincing evidence, that the positive test was the result of his use of a drug prescribed by a licensed medical practitioner and consistent with legal drug use and consistent with safe performance of his duties_ An employee who tests positive for drugs bears the burden of proving that the use was prescribed, lawful and safe. 21.7 Confidentiality of Test Results The results of any drug or alcohol test that is performed pursuant to this policy shall be confidential and shall be made know only to the County Administration managers who are directly involved in any decision made as a result of such test results or in any grievance arising out of such decision, 21.8 Searches To enforce the goals of this policy, the County reserves the right to search any employee, his personal vehicle on County property, baggage, clothing, toolbox, lunch box, locker, desk, office, and County- provided facilities or vehicles. Searches of an employee's person or clothing will only be conducted when the County has reasonable cause to believe that an employee has a drug in his possession or has violated any of the rules pertaining to drug use set forth in this policy. The County will conduct searches with appropriate regard for the personal privacy of the employee. An employee's refusal to submit to a search may result in disciplinary action, up to and including discharge. XXIL WORKPLACE VIOLENCE POLICY A. Purpose Frederick County recognizes that violence at work, family violence, and any other violence can affect any employees work performance. The purpose of the policy is to reduce the possibility of death or injury as a result of workplace violence and to foster a work environment of respect and healthy conflict resolution. Nothing is more important to the County than the safety and security of its employees. Threats, threatening behavior, or acts of violence against employees, visitors, guests, nr other individuals by anyone on Frederick County property will not be tolerated. Violations of this policy by employees will lead to disciplinary action which may include dismissal, arrest, and prosecution. Definitions: I. Violence is an action of physical force, harassment or intimidation. 2. Threat is the expression of an intent to cause physical or mental harm. An expression constitutes a threat without regard to whether the party communicating the threat has the present ability to carry it out and without regard to whether the expression is contingent, conditional or future. 3. Physical attack is unwanted or hostile physical contact such as hitting, fighting, pushing, shoving, throwing objects or using a weapon. 4. Property damage is intentional damage to property which includes property owned by the County, employees, visitors or vendors. 5. harassment is to intimidate or annoy persistently. C. Procedures: Frederick County recognizes that an employee can be exposed to many different types of violence including between employees, between employee and supervisor, between employee and customer, or between an employee and a family member or former friend. It further acknowledges that many of its employees are exposed to violence by the very nature of their jobs. Frederick County asserts that any acts of violence are not acceptable and establish the following procedures to take preventative and /or corrective action. 1. Any employee who makes threats, exhibits threatening behavior, or engages in violent acts on County property shall be removed from the premises as quickly as safety permits, and shall remain off the premises pending the outcome of an investigation. Frederick County will initiate an appropriate response. This response may include, but is not limited to, disciplinary action and /or criminal prosecution of the person or persons involved. 2. The unauthorized possession or use of firearms or other weapons by employees on Frederick County property or during working hours is strictly prohibited. Violation of this shall result in suspension and /or discharge. 3. Similar situations could occur in employee contacts with the public. While Frederick County has a strong commitment to r_ustomer service, employees should not be subjected to abuse. A supervisor should be requested to intervene when a customer is abusive. If there is concern over the possibility of physical violence, it should be immediately called to the attention of a supervisor or another employee so measures may be implemented to reduce the threat and protect the employee. These include calling 911 or 9911 and /or removing the customer from the premises. 4. All employees who apply for or obtain a protective or restraining order which lists Frederick County locations as being protected areas, must provide to the Personnel Director and the Department Head a copy of the petition and declarations used to seek the order, a copy of any temporary protective or retraining order which is granted, and a copy Many protective or restraining order which is made permanent. 5. No existing Frederick County policy, practice, or procedure should be interpreted to prohibit decisions designed to prevent a threat from being carried nut a violent act from occurring or a life threatening situation from developing. 6. All Frederick County personnel are responsible for notifying the Personnel Director or Department Head of any threats which they have witnessed, received, or have been told that another person has witnessed or received. Even without an actual threat, employees shall also report any behavior they have witnessed which they regard as threatening or violent, when that behavior is job related or might be carried out on a Frederick County controlled site, or is connected to Frederick County employment. Employees are responsible for making this report regardless of the relationship between the individual who initiated the threat or threatening behavior and the person or persons who were threatened or were the focus of the threatening behavior. If the Personnel Director or Department Head is not available, employees shall report the threat to the supervisor. A Workplace Violence incident report is provided to employees at all work sites. 7. Any report of violence will be handled in a confidential manner, with information released only on a need -to -know basis. Employees who report real or perceived violent behavior or violations of this policy will not be retaliated against or subjected to harassment. D. Program Components: Frederick County shall insure the following components of an effective program of preventing workplace violence [as outlined in the US Department of Labor =s OSHA Guidelines for Preventing Workplace Violence] are implemented and maintained: 1. Management commitment and employee involvement 2. Policy development and implementation 3. Work site security and records analysis 4. Hazard prevention, control, and workplace adaptation 5. Training and education 6. Evaluation of program Proposed Policies XX. HARASSMENT /SEXUAL HARASSMENT POLICY Frederick County is committed to a work environment in which all individuals are treated with respect and dignity. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including harassment. Purpose To define Frederick County's position regarding em playee and/or sexual harassment, to maintain a working environment that is free of discriminatory harassment and /or sexual harassment in accordance with Title VII of the Civil Rights Act of 1964 and all other applicable laws and to communicate Frederick County's actions to any such conduct, Policy; It. is the policy of Frederick County that discriminatory harassment and/or sexual harassment of applicants and employees on the basis of race, religion, gender, national originw age, marital status, veteran status and mental and physical handicap is unacceptable and will not be tolerated. This policy applie i-exists to rop tect all County employees, applicants, customers, vendors, or other third parties with whom Frederick County has business dealings. Harassment can occur as the result of single incident or a pattern of behavior, including whenever° WheReVUF 1. submission to the harassing conduct is either an explicit or implicit term or condition of employment; 2. an employee's reaction to the harassing conduct is used as a basis for employment decisions affecting that employee; or 3. the harassing; conduct has the purpose or effect of interfering with the employee's work performance or creating an intimidation, hostile or offensive working environment. Harassment encompasses a broad range of physical or verbal behavior which can include but is not limited to the following: 1. physical or mental abuse; 2. racial insults; 3. derogatory `okes• 4. religious slurs; 5. unwelcome sexual advances. Sexual harassment has been is defined generally as including unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature, �-r-rtci$cTV No employee or applicant should be subjected to unsolicited and unwelcome sexual overtures. Nor should any employee or applicant be led to believe that an employment opportunity or benefit will in any way depend upon "cooperation" of a sexual nature. Sexual harassment includes behavior which is not welcome and which is personally intimidating, hostile or offensive including but not limited to physical acts, written acts. and electronic transmissions It also may include such actions as: 1. sexually - oriented verbal teasing or jokes; 2, repeated offensive sexual flirtations, advances, or propositions; 3. continued or repeated verbal abuse of a sexual nature; 4. graphic or degrading comments about an individual or his or her appearance; 5. the display of sexually suggestive objects or pictures; 6 subtle pressure for sexual activity; and 7. physical contact or blocking movement. whenever: . " i ,a:faa to flip F 7 me ial .lts /1. religiOUS sus; .a,ia,.a.,,,o Procedure. Any employee who feels that he or she has been the subject of any form of harassment or who has reason to believe that someone else has been the subject of any form of harassment has the obligation to notify the °eirsen„o; -HR Director, his or her supervisor, or Department Head. The emolovee is expected to provide information the County requests. including a detailed account of the incident(s) complained of, related facts, witnesses (if any), dates, etc. The Director of Human Resources will make . a prompt investigation of the matter, and will document, as appropriate, the contents of meetings, interviews. and related matters. The employee will be entitled to learn the conclusions and recommendations of the investigation, upon its conclusion. The G.eHntN' -Wm" a tt e f f 9 th orc�'�;pr -cv moor "rte err 'r'nir ec Any employee found to have violated the Count policy against sexual harassment will be immediately subject to appropriate disciplinary action, including possible termination, depending upon the severity of the offense. of „ ,,,,.,,plaint It is the County's policy that no one will be retaliated against for making a complaint of harassment based upon an honest perception of the events or for participating in the investigation of complaint. No one will be presumed to be in violation because an investigation is beine conducted. The County well attempt to i the m�attew. This, Fnay a eenfidential inve stigati on. di scuss i en w ith th Ftie a nd/or di se i pli nary I ineludin—, di- &m-i -sW- False and malicious complaints of harassment, discrimination or retaliation as opposed to complaints which, even if erroneous, are made in good faith, may be the subject of appropriate disciplinary action. XXI Drug and Alcohol Free Workplace Policy 21,1 Background The County is firmly committed to the health and safety of our employees and the public, the quality of programs and services we provide, and the efficient operation of our organization. The County considers the influence of drugs and alcohol in the workplace to be detrimental to these goals and is committed to maintaining a drug and alcohol free workplace and to doing our part to eradicate substance abuse in our community. Because of these commitments, the County adheres to the following policy on drugs. The County will comply with all regulations on drug testing established by the United States or the Commonwealth of Virginia. This program is designed to protect individual privacy, to ensure accountability and integrity of specimens and to provide for confirmation of all positive drug test results. In addition, this program provides for the confidentiality of test results and medical histories, and employs non- discriminatory testing methods. The goal of this program is to ensure a drug -free environment which, in turn, will reduce accidents and casualties in our operations. This r ;liey may be ania +; am ,;,,, to .:,,,e to confior-ii with changes i - equired hy federal and state law on - a! the diseizetieii A-F-111-P AdI!I i fIiStFatE)F-. 21.2 Policy The use of illegal drugs by County employees is a serious problem which endangers not only their safety, but the safety of the general public as well. Drug use by employees also reduces productivity and endangers property. The County is committed to providing a safe workplace and to promoting high standards of health and safety to protect its employees as well as the public. Accordingly, the County has adopted the following rules regarding drug use: a. Employees are prohibited from using, possessing, selling, distributing, transporting or concealing drugs, drug equipment or drug paraphernalia on County property or on County time, with the exception of law enforcement employees in the lawful performance of their duties. b. Employees shall not have drugs in their systems, regardless of when and where the drugs were taken, while on County time, while acting as an agent or representative of the County or while on County property on any occasion associated with his role as an employee, agent or representative of the County. All employees must report to work in a substance free condition. C. An applicant who tests positive for any drug will not be hired. An employee who tests positive for any drug is subject to discipline up to and including discharge. A refusal to take a drug test will have the same effect as a positive test under the policy. e. As a condition of employment, each employee agrees to notify his supervisor of his arrest for any criminal drug statute, no later than five (5) days after such an An employee who violates these rules is subject to discipline up to and including discharge. This policy is not intended to address all circumstances when an employee's involvement with drugs warrants disciplinary action. Accordingly, nothing in this policy shall be considered as limiting the County's right to take disciplinary action, up to and including discharge, for an employee's involvement with illegal drugs not specifically addressed in this policy. 21.3 Definitions Drug(s) Includes both illegally -used controlled substances (illegal drugs or other controlled substances as defined under state or federal laws including narcotic and non - narcotic drugs, and prescription drugs used abusively), and non - controlled (over the counter) substances if they impair one's performance, including alcohol, In addition, the abuse of any substance for a non - therapeutic purpose will fall under the prohibition against use of drugs. Possession Includes the presence of drugs on the employee's person; in an employee's desk, office, or locker, in an employee's toolbox, lunch box, or personal automobile while it is located on County property; or in a County vehicle. On County Property Includes, but not limited to, land or property owned or leased by the County, including County parking lots, County vehicles, equipment, lockers, and recreational areas. On County Time Includes when an employee is on County property at anytime associated with his role as a County employee, agent, or representative; during the employee's work day; or any time an employee is acting as an agent or representative of the County. Workplace The site for the performance of work and includes any County property, County -owned or County - approved vehicles used to transport employees and County- sponsored activity. 21.4 When Employees Will Be Tested Pre - Employment Testing All applicants who the County intends to hire into a safety- sensitive or security - related position shall be tested for drugs as a pre - qualification to employment. Reasonable Cause Testing The County also will require testing when there is reasonable cause to suspect an employee has used drugs or violated any other provision in this policy pertaining to drug use. As used in this policy, reasonable cause simply means that there is an articulable suspicion based on specific facts, and reasonable inferences drawn from those facts, that a particular employee is under the influence of drugs or has violated this policy. Circumstances which may constitute a basis for such a reasonable cause may include, but are not limited to: 1. A pattern of abnormal or erratic behavior (e.g., hyperactivity, unexplained mood swings, _ paranoia, hallucinations); 2. A prolonged, unexplained deterioration in perfonnance or attendance; 3. Information provided by a reliable and credible source; 4. A work- related accident; 5. Direct observation of drug user 6. Possession of drugs or drug paraphernalia; or 7. Presence of the physical symptoms of drug use (e.g., glassy or bloodshot eyes, slurred 2 speech, poor coordination and/or reflexes, needle marks /scar tracks on arms, etc., unusual perspiration or shakes, unusual drowsiness or sluggishness). Managers or appropriate department heads are responsible for observing and monitoring their employees' behavior for signs or symptoms of drug use, and shall promptly report any such observations to the appropriate administrator. Generally, two managers should observe an employee engaging in conduct that creates a reasonable cause to believe that the employee has used a drug before requiring a drug test. However, if only one manager is available, then he or she alone may require that an employee submit to a drug test for reasonable cause. The manager(s) who orders a reasonable cause drug test shall document in writing the conduct giving rise to the reasonable suspicion of drug use within 24 hours of the observed behavior or before the results of the test are released, whichever is earlier. This description of circumstances that may constitute reasonable cause for testing is not intended to limit in any way the discretion of the County in deciding that an individual should be tested. Random Testing for Commerical Driver's License Holders As a regulation of the Department of Transportations' Federal Motor Carrier Safety Administration. Tthe County will also require testing at random for employees required to obtain and maintain a commercial driver's license as a requircmcnt of their position The County Administrator and Director of Human Resources will develop, maintain, and administer the method of random selection, chain of custody, and screening documentation as per the federal regulations Testing as a Condition of Participation in a Substance Abuse Program An employee who enters a substance abuse program as a condition of continued employment may be required to submit to unannounced drug testing to assure compliance with the program. See paragraph 21.5 part c. 21.5 Effect of a Positive Test or a Refusal to Take a Test a. An applicant who tests positive for drugs on a pre - employment drug test will not be hired by the County. An employee who tests positive for drugs will be subject to discipline, up to and including discharge. C. An employee who tests positive for drugs under any of the circumstances described above who remains employed will be required to enter a substance abuse program and comply with any and all directions of the substance abuse program counselor. As part of such a program, an employee may be required to submit to unannounced testing to assure compliance with the program. Before returning to duty, such an employee will be required to pass a drug test. Failure to enter the program or refusal to comply with the Counselor's recommendations or directions will be grounds for immediate discharge. d. An employee who tests positive for drugs under any of the circumstances described above on a second occasion will be discharged immediately. A refusal to take a drug test will have the same effect as a positive test for all purposes under this policy, resulting in discipline up to and including discharge_ 21.6 Prescription Drugs An employee will not be subject to discipline if he /she tests positive for drugs but can prove, through clear and convincing evidence, that the positive test was the result of his use of a drug prescribed by a licensed medical practitioner and consistent with legal drug use and consistent with safe performance of his duties. An employee who tests positive for drugs bears the burden of proving that the use was prescribed, lawful and safe. 21.7 Confidentiality of Test Results The results of any drug or alcohol test that is performed pursuant to this policy shall be confidential and shall be made know only to the County Administration managers who are directly involved in any decision made as a result of such test results or in any grievance arising out of such decision. 21.8 Searches To enforce the goals of this policy, the County reserves the right to search any employee, his personal vehicle on County property, baggage, clothing, toolbox, lunch box, desk, office, and County- provided facilities or vehicles. Searches of an employee's person or clothing will only be conducted when the County has reasonable cause to believe that an employee has a drug in his possession or has violated any of the rules pertaining to drug use set forth in this policy. The County will conduct searches with appropriate regard for the personal privacy of the employee. An employee's refusal to submit to a search may result in disciplinary action, up to and including discharge. 4 XXIL WORKPLACE VIOLENCE POLICY A. Purpose Frederick County recognizes that violence at work, family violence, and any other violence can affect any employee's work performance. The purpose of the policy is to reduce the possibility of death or injury as a result of workplace violence and to foster a work environment of respect and healthy conflict resolution. Nothing is more important to the County than the safety and security of its employees. Threats, threatening behavior, or acts of violence against employees, visitors, guests, or other individuals by anyone on Frederick County property will not be tolerated. Violations of this policy by employees will lead to disciplinary action which may include dismissal, arrest, and prosecution. S. Definitions: 1. Violence is an action of physical force, harassment or intimidation. 2. Threat is the expression of intent to cause physical or mental harm. An expression constitutes a threat without regard to whether the party communicating the threat has the present ability to carry it out and without regard to whether the expression is contingent, conditional or future. 3. Physical attack is unwanted or hostile physical contact such as hitting, fighting, pushing, shoving, throwing objects or using a weapon. 4. Property damage is intentional damage to property which includes property owned by the County, employees, visitors or vendors. 5. Harassment is to intimidate or annoy persistently. C. Procedures: Frederick County recognizes that an employee can be exposed to many different types of violence including between employees, between employee and supervisor, between employee and customer, between employee and citizen, or between an employee and a family member or formed I+= acquaintance It further acknowledges that many of its employees are exposed to violence by the very nature of theirjobs. Frederick County asserts that any acts of violence are not acceptable and establish the following procedures to take preventative and /or corrective action: 1. Any employee who makes threats, exhibits threatening behavior, or engages in violent acts on County property shall be removed from the premises as quickly as safety permits, and shall remain off the premises pending the outcome of an investigation. Frederick County will initiate an appropriate response. This response may include, but is not limited to, disciplinary action and /or criminal prosecution of the person or persons involved, 2. The unauthorized possession or use of firearms or other weapons by employees on Frederick County property or during working hours is strictly prohibited. Violation of this shall result in suspension and/or discharge. 3. Similar situations could occur in employee contacts with the public. While Frederick County has a strong commitment to customer service, employees should not be subjected to abuse. A supervisor should be requested to intervene when a customer is abusive. If there is concern over the possibility of physical violence, it should be immediately called to the attention of a supervisor or another employee so measures may be implemented to reduce the threat and protect the employee. These include calling 911 or 9911 and/or removing the customer from the premises. 4. All employees who apply for or -and obtain a protective or restraining order which lists Frederick County locations as being protected areas, must provide to the PecsuRiel HR Director and the Department Head a copy of the petition and declarations used to seek the order, a copy of any temporary protective or restraining order which is ,granted, and a copy of any protective or restraining order which is made permanent. No existing Frederick County policy, practice, or procedure should be interpreted to prohibit decisions designed to prevent a threat from being can - icd out, a violent act from occurring, or a life threatening situation from developing. 6. All Frederick County pev-soFine4- mp gyres are responsible for notifying the Pei-sonnel HR Director or Department Head of any threats which they have witnessed, received, or have been told that another person has witnessed or received. Even without an actual threat, employees shall also report any behavior they have witnessed which they regard as threatening or violent, when that behavior is job related or might be carried out on a Frederick County controlled site, or is connected to Frederick County employment. Employees are responsible for making this report regardless of the relationship between the individual who initiated the threat or threatening behavior and the person or persons who were threatened or were the focus of the threatening behavior. If the rH R Director or Department Head is not available, employees shall report the threat to the supervisor. A WoFkiplaee Nl iz-epeA is provided to employees at all work sites. 7. Any report of violence will be handled in a confidential manner, with information released only on a need -to -know basis. Employees who report real or perceived violent behavior or violations of this policy will not be retaliated against or subjected to harassment. D. Program Components: Frederick County shall insure the following components of an effective program of preventing workplace violence (as outlined in the US Department of Labor's OSHA Guidelines for Preventing Workplace Violence) are implemented and maintained: 1. Management commitment and employee involvement 2. Policy development and implementation 3. Work site security and records analysis 4. Hazard prevention, control, and workplace adaptation 5. Training and education 6. Evaluation of program COUNTY OF FREDERICK, VIRGINIA FIRE AND RESCUF. DF.PARTMF.NT 1080 Coverstone Drive Winchester, VA 22602 William R. Sowmaster, Sr. Deputy Chief Operations Division MEMORANDUM TO: Paula Nofsinger, Director Human Resource Department FROM: Dennis D. Linaburg, Fire Chief Fire and Rescue Department SUBJECT: EMS Billing Manager DATE: May 1, 2013 With the .EMS Expense Recovery Memorandum of Understanding in place, it is now time to move forward with the advertising and hiring of an EMS Billing Manager. This will be a new position to the County of Frederick within the Fire and Rescue Department. This position will be responsible for the technical work planning, managing, organizing and directing of the County's EMS billing program. All of this while maximizing revenue and minimizing the impact on citizens. The job will include but not be limited to HIPPA compliance, coordination of patient care reporting, coordinate public and internal educational activities, and manage the contract for billing services. Position will perform auditing and compliance, supervise the preparation of reports, development and implement policies and procedures, and respond to inquiries and complaints from the public, insurance companies, etc. The Billing Manager will also work with the Finance Department to ensure all collection and disbursement of revenues associated with the program. We recommend at this time the approval to move forwarding with the filling of this position. This will allow the EMS Expense Recovery to move forward. If you have any questions or comments, please do not hesitate to contact me. DDL /jlc Attachments: as stated Cc: File Office (540) 665 -5618 0 wbowmast @co.frederick.va.us 0 Fax (540) 678 -4739 1county of Frederick, Virginia • • D etails Position Title: EMS Billing Manager Date 'Position Created: April 2013 Department: Fire & Rescue Department Reports To: Fire Chief /F &R Director Q Exempt E Non- Exempt Date Prepared: 4/25/2013 Prepared By: HR Generalist Range: Grade: Salary: G/L Line Item: Job Purpose: Performs difficult, technical work planning, managing, organizing and directing the County's EMS billing program to maximize revenue while minimizing the impact on citizens. Work is performed under direct supervision of the Department Director or his /her designee. I=nsure HIPAA compliance throughout the EMS billing program; • Coordinate and develop electronic patient care reporting and related operational services; • Coordinate public and internal educational activities; • Manage the contract for billing services; • Perform auditing and compliance /program reviews of related Department regulations and procedures; • Supervise the preparation of reports and other accounting aspects of the program; • Develops and implements policies and procedures; • Coordinate all aspects cf contract oversight with billing vendor; • Ensure efficient service is provided to customers and insurance companies, and all Medicare and Medicaid requirements are met, as well as private insurance requirements; • Work with County's Information Technology Department to manage and oversee program information systems, database and statistical programs operations; • Respond to inquiries and complaints from the public, insurance companies, lawyers, etc. while maintaining HIPAA compliance; • Establish controls to be required of the vendor to ensure accurate accounting for ambulance fee payments; • Work with the Finance Department to ensure all revenues are appropriately collected and posted to proper general ledg account .• -. iT Education: Associate's Degree in accounting or business administration is required; bachelor's preferred. Experience: Minimum two years experience in a finance office or doing medical billing. Knowledge /Skills: Thorough knowledge and use of the principles and practices of accounting; basic knowledge and use of the principles, underlying general laws and administrative policies governing municipal financial practices and procedures. Possess strong communication and leadership skills. Thorough knowledge and use of standard office practices and procedures. Experienced in the use of standard office and accounting equipment including general knowledge and use of data processing practices and data entry through a computer terminal. Ability to maintain a high level of confidentiality. Ability to establish and maintain effective working relationships with co- workers, departments, agencies and officials and possess professional telephone etiquette. Working C onditio ns; Physical Demands: Walking, talking, stooping, kneeling, bending, reaching, and gripping. Incumbent may be required on occasion to move and lift up to 30 Ibs. (boxes, files, etc.); work long periods at a desk; walk over rough terrain on occasion. Must fully participate as required as a civilian member of an emergency response organization. Responsibilities: Supervisory Number of Employees Supervised: 0 Number of Subordinate Supervisors Reporting to Job: 0 A Department Director: Date: HR Director: Date: Finance Director: Date: County Administrator: Date: Board of Supervisors Approval: Date: Frederick County Board of Supervisor's Human Resources Committee Charter I. Oreanization There shall be a committee of the Board of Supervisors ( "Board ") of Frederick County, Virginia ( "County ") known as the Human Resources Committee ( "Committee "). The Committee shall be comprised of three (3) members of the Board of Supervisors who will be appointed by the Chairman of the Board, with one appointed as Chair, and three (3) citizen members as appointed by the Chairman of the Board. This Charter shall govern the Committee with regard to its duties and responsibilities. The goal of the Committee shall be to promote programs, policies, and practices that attract and retain qualified employees. II. Purpose The primary function of the Committee is to assist the Board in fulfilling its oversight responsibilities by reviewing and evaluating the human resources programs, policies, and procedures of the County. The Committee's primary duties and responsibilities are as follows: To serve as an independent and objective party to monitor the human resources programs and policies of the County. • To review and appraise the County's efforts to attract and retain a qualified and productive employee workforce. The Committee will primarily fulfill these responsibilities by carrying out the activities enumerated in Section IV of this Charter. In. Meetings The Committee shall meet at least twelve (12) times annually or more or less frequently as circumstances dictate, The Chairman of the Board, the Chair of the Committee, or a majority of the Committee members may call or cancel meetings of the Committee. The Chair of the Committee shall prepare or approve an agenda in advance of each meeting. The County Administrator and the Director or Directors with the responsibilities for human resources shall be invited to all meetings. Other management officials and counsel to the Board may be invited as necessary. With the exception of Directors, the Chair may excuse any non - Committee members from attendance at any meeting or portion of any meeting. IV. Responsibilities The Committee shall have the following duties and responsibilities: A. Human Resources 1. Review and advise the Board of Supervisors and senior management of the County with respect to human resources initiatives, policies and procedures, including activities relating to recruiting, retention and training of employees, as well as employee relations in general. 2. Establish, review, and recommend the County's compensation strategy to ensure that rewards are commensurate with County success and the creation of value for its employees, and that the strategy supports the achievement of the County's objectives. Review and recommend salary grade structures and guidelines, incentive plans, and merit plans, including the cumulative effect of awards made pursuant to such plans. Report the results of the review and any recommended action by the Committee to the Board of Supervisors for final approval. 3. Review the unclassified compensation plans to ensure that the County attracts, retains and rewards qualified Directors and other key employees, and that their interests are aligned with the long -term interests of the County. Report the results of such review to the Board of Supervisors. 4. Review and approve the major benefit plans and programs of the County to ensure that they support the County's objectives. Report the results of such review and any recommended action by the Committee to the Board of Supervisors. 5. Obtain advice and assistance from internal or external accounting, legal or other consultants to provide advice to the Committee on matters under its purview, including an annual independent review of the County's compensation and benefit plans and programs. The Committee shall recommend to the Board the fees and terms of engagement of those rendering external advice to the Committee. 6. Review annually the County's results and compliance with employee grievances and equal opportunity claims, and report the results of such review to the Board of Supervisors. B. Other Duties Related to Review, Reports and Improvement Procedures 1. Review and reassess annually the adequacy of this Charter, and conduct an annual self- assessment of this Committee's performance. 2. Prepare minutes of all meetings of the Committee, and report to the Board on the matters discussed at each Committee meeting, as appropriate. 3. Perform any other activities consistent with this Charter, the County's goals, objectives and governing law, as the Committee or the Board deems necessary or appropriate. 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: May 15, 2013 SUBJECT: Finance Committee Report and Recommendations The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on Wednesday, May 15, 2013 at 8:00 a.m. Member Richard Shickle was absent. (21) Items 1, 2, 4 and 6 were approved on consent agenda. 1. (Q) The Sheriff requests a General Fund supplemental appropriation in the amount of $2,820. This amount represents DARE donations. No local funds required. See attached memo, p. 4 — 5. 2. (0) The Sheriff requests a General Fund supplemental appropriation in the amount of $500. This amount represents funds received for firing range use. No local funds required. See attached information, p. 6. 3. The Sheriff requests a General Fund supplemental appropriation in the amount of $25,000 to cover overtime incurred through year end. See attached memo, p. 7. The committee recommends approval. 4. (Q) The Department of Social Services requests a net General Fund reduction appropriation in the amount of $352,416 of which all is State /Federal dollars. See attached information, p. 8 — 9. 107 North Kent Street • Winchester, Virginia 22601 1 Finance Committee Report and Recommendations May 15, 2013 Page 12 5. The Fire & Rescue Chief requests a General Fund supplemental appropriation in the amount of $14,834.61. This amount represents revenues collected in excess of budgeted amounts and will be used for overtime expenses through year end. No local funds required. See attached memo, p. 10. The committee recommends approval. 6. (2) The Fire & Rescue Chief requests a General Fund supplemental appropriation in the amount of $200. This amount represents a donation to the department. See attached memo, p. 11. 7. The Fire & Rescue Chief requests the use of proffer funds and a General Fund supplemental appropriation in the amount of $15,000 for station renovation and HVAC replacement at Clear Brook Fire Company. See attached memo, p. 12. The approved Proffer Policy is provided, see attached, p. 13. The committee recommends approval with the County providing procurement oversight and administration. 8. The Fire & Rescue Chief requests a change order to PO 21448 in the amount of $875 for additional tile work. Procurement policy states that a change order that exceeds the original purchase order by more than 10% must be approved by the Board of Supervisors. See attached memo, p. 14. The committee recommends approval. 9. Outside agency contribution and Parks & Rec co- sponsorship information are provided for continued discussion. See attached information, p. 15 — 23. The committee recommends FY 2014 elimination of the contribution to Our Health and a reduction of the contribution to the Shenandoah Valley Discovery Museum to $5,000. The committee will review all non - discretionary outside agency contributions for potential adjustments to the FY 2015 contributions. 2 Finance Committee Report and Recommendations May 15, 2013 Page 13 10. The County Administrator provides the 2011 Frederick County Fire & Rescue Companies Audit Findings and Recommendations and requests discussion and recommendations. See attached information, p. 24. The committee recommends that each company submit a corrective action plan prior to the next scheduled donation disbursement in August 2013. 11. The County Attorney presented information on the amendment to the special assessment roll approved by the Russell 150 Community Development Authority. See attached information, p. 25 — 31. No action required. INFORMATION ONLY 1. The Finance Director provides a Fund 10 Transfer report for April 2013. See attached, p. 32. 2. The Finance Director provides 4/30/13 financial statements. See attached, p. 33 — 43. 3. The Finance Director provides 5/9/13 General Fund fund balance report. See attached, p. 44. Respectfully submitted, FINANCE COMMITTEE Bill Ewing Charles DeHaven Judy McCann - Slaughter Ron Hottle Gary Lofton By , Cheryl B. Shiffler, Finance irector 3 � F� ROBERT T. WILLIAMSON Sh eriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 TO : Angela Whitacre, Treasurer's Office FROM : Sheriff R. T. Williamson 9� SUBJECT : Donations — DARE Program MAJOR R. C. ECKMAN Chief Deputy R DATE : April 29, 2013 Attached please find checks totaling 51,990.00 from the elementary schools. These checks represent donations to the DARE program for the purchase of DARE t- shirts. We are requesting this amount be posted to revenue line: 3010 - 018990 -0015 (100J). A separate memo will be sent to Finance requesting appropriation into our operating budget. Thank you. -- 0 i�� b31U ° Z - 5L ) 1 - Wa -oL aj . . RTWlasw Attachments C,S, 4 `3olt3 4 sn•a&.'go fled elick ROBERT T. WILLIAMSON Sher County Sheryy 0*0 1080 Caverstane Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 TO : Angela Whitacre, Treasurer's Office FROM : Sheriff R. T. Williamson/ SUBJECT : Donations — DARE Program MAJOR R. C. ECKMAN Chief Deputy DATE : May 6, 2013 Attached please find two checks totaling $830.00. These checks represent donations from the elementary schools for the DARE program. We are requesting this amount be posted to revenue line: 3010 - 018990 -0015 (100J). A separate memo will be sent to Finance requesting appropriation. Thank you. D 02-) tuDL 0-- 154ol- 000 -�)o0 RTWlasw Attachment Cc: Finance GS 5 ��k County Shea ft fl : ROBERT T. WILLIAMSON Sheri 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 TO : Angela Whitacre, Treasurer's Office FROM : Sheriff R. T. Williamson SUBJECT : Quarterly Payment — Use of Range MAJOR R. C. ECKMAN Chief Deputy DATE : April 29, 2013 Attached please find a check from the US Army Corp of Engineers in the amount of $500.00. This represents the Corps quarterly payment for use of the firing range. Please post this amount to revenue line: 3010 - 019110 -0058 (1 OFL). A separate memo will be sent to Finance requesting appropriation. Thank you RTW /asw Attachment 4 -�() t5 n o rsd6ric County Sheer t � ° ��e ROBERT T. WILLIAMSON Sheriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax(540)504 -6400 May 6, 2013 Cheryl Shiffler — Director, Finance Department Finance Committee RE. Supplemental Appropriation -- Overtime Dear Ms. Shiffler and Committee Members: MAJOR R. C. ECKMAN Chief Deputy In January we requested an additional budget appropriation in the amount of $300,000.00 for overtime purposes. We were given a supplemental appropriation in the amount of $100,000 for overtime and were told to come back to the committee with an additional request if needed. We currently have $49,115.12 available in our overtime budget line with the last pay out of overtime being April 16, 2013. With the recent Apple Blossom holiday and the upcoming Memorial Day holiday, we feel it necessary to request an additional appropriation of $25,000 to cover the overtime incurred for these holidays plus the overtime incurred for court appearances, special assignments and investigations. Any consideration you may give this request is greatly appreciated. lY, Robert T. Williamson, Sheriff . RTW /asw 7 To: Finance Committee /Cheryl ShifFler From: Delsie D. Butts cc: bate: May 8, 2013 Re. Appropriation adjustments The attached spreadsheet contains fourteen (14) program budget lines that need to be adjusted in order to bring our County budget in line with our State budget. Of that fourteen, five (5) programs need to be reduced by a total of $703,416. The reason for four (4) of these decreases is that the State now makes all of our Daycare Assistance payments; therefore the State removed our funding from our budget. The other program was a grant that was not renewed in FY 2013. The other nine (9) program budget lines need to be increased by a total of $351,000. These nine budget lines are State mandated programs and we spent our initial allocation and the State gave us additional funding. The net of these adjustments results in a decrease of $352,416 total dollars, of which all is State /Federal dollars. The remaining thirteen (13) adjustments were to our Administrative budget lines and those adjustments were only to absorb negative amounts in certain operating line items, purchase new phone system, and for the increase in rent of office space. The net of these adjustments are $0.00. No additional local dollars is needed, Thank you for your consideration. Delsie D. Butts Administrative Services Manager 2012 -2013 BUDGET INFORMATION - ORIGINAL SUOGUT FISCAL YEAR ENO 2013 APPROPRIATION ADJUSTMENTS 5,035,684,00 558,814,00 911,230,00 4,383,268.00 ( 352,416.00) allocaWn reduciion for FY 2013 " 1 hese, changes are to bring the county b Udget approfxiat €ons in alignment to our state budget No additional local dol are needed. 9 Ori i� nal 6udc et Ocbit Credit New Appropriation $ 053170 - 5604 -000 Auxiliary Grant 135,844,00 7,000.00 142,844.00 053170 - 5812 -0811 Adoptkon Subsidy 251,398,00 170,000,00 421,3K.00 053170 - 5813 -000 General Relief 3,000.00 2,000.00 5,000.00 053170 - 5817 -000 Special Needs Adoption 159,231.00 145,04100 314 053170 - 5861.000 !LI` Lducation & i raining 4,000,00 3,000,00 7,000.00 053170 - 5867 -000 t'ANf Competitive Grant 149 149 053170 - 5871 -000 VIL'VV Working & - 1 rans. Chid Care 275,000,00 275,000,00 053170 - 5872 -000 View Purchase of Services 84,547,00 20,000.00 104,547.00 053170 5873 -000 fostert?ar'errtTraming 27,000,00 1,000.00 28,000,00 053170 - SB78 -000 Head Start Child Cara 17,000.00 17,000.00 053170 - 5881 -000 Non -WEVV Child Care 90% 150,713,00 150 053170 - 5883 -000 Nan -VILW Child Care 100% 256,423,00 - 258,423.00 053170 5895 -000 Adult F'rot.ective Sermes 6,51 7.00 3,000.00 9,517,00 053170 - 5900 -000 VOCA 15',i100,0c 2.2 0.00 12,720.0 053160 - 1001 -060 Salaries 2,505,967.00 51,214.00 2,454,753,00 053160 - 1005 -000 On Call compensrationi0) 29,700.00 18,G00 ,0o 11,100.00 053160 - 2001 -000 FICA 211,269.00 26,000.00 183,289,00 053160 - 2002 -000 VIES 372 110,000,00 262,115.90 053160 - 2006 -000 Life Insurance 26,829.00 2,000.00 28,62900 053160 - 2009.000 Unemployment Ilrsaarnnce - 2,849.00 2,649.00 053160 - 3002 -000 Contraot Services - Legal 60,000.00 20,000,00 80,000,00 053160 - 3005 -000 Maaintprmnce Service contracts 12,000.00 21,000.00 33,000.00 053160 - 3010 -000 Contractual Services - non legal 13,812.00 60,000,00 73,812.00 053160 - 4002 -000 Gasoline /Repairs- Vehicles 22,000.00 7,100.00 29,100.00 053160 - 5201 -000 postage 19,000.00 7,065,00 26,065.00 053160 - 6007 -000 Integrated tech, Equipment 50,c00,cc 60,000.00 053160 - 9002 -000 LeasF. /RFnt of Building 216,300.00 28,000,00 244,300.00 5,035,684,00 558,814,00 911,230,00 4,383,268.00 ( 352,416.00) allocaWn reduciion for FY 2013 " 1 hese, changes are to bring the county b Udget approfxiat €ons in alignment to our state budget No additional local dol are needed. 9 COUNTY OF FREDERICK, VIRGINIA FIRE AND RESCUE DEPARTMENT 1080 Coverstone Drive Winchester, VA 22602 Dennis D. Linaburg Fire Chief MEMORANDUM TO: Cheryl Shiffler, Director Finance Department FROM: Dennis D. Linaburg, Chief Fire & Rescue Department SUBJECT: Request for Supplemental Appropriation DATE: May 9, 2013 Willi the end of the Fiscal Year 2013 approaching, I respectfully request the following amounts be transferred from the listed revenue line items to assist in offsetting accrued overtime expenses. We continue to experience unanticipated staffing shortages and these funds are needed to assist in reconciling the overtime line item. 3- 010 -19110 -0040 Fire School Programs $ 335.00 3 -010- 24040 -0051 F/R ©EMS $10,782.00 3 -010- 16170 -0001 SCBA Parts/Repairs $ 3,717.61 Total Transfer $14,834.61 I request these funds be placed into line item 3505 -1005 -000 Overtime. If you have any questions or need additional information regarding this request, please do not hesitate to contact me so I may further discuss this with you. DDL:jlc Cc: File Office (540) 665 -5618 dlinabur@co.fTyrick.va.us Fax (540) 678 -4739 COUNTY OF FREDERICK., VIRGINIA FIRE AND RESCUE DEPARTMENT 1080 Coverstone Drive Winchester, VA 22602 Dennis D. Linaburg Fire Chief MEMORANDUM TO: Cheryl Shiffler, Director Finance Department FROM: Dennis D. Linaburg, Chief Fire & Rescue Department SUBJECT: Request for Supplemental Appropriation DATE: May 9, 2013 The Fire Marshals responded to an arson fire at 1215 Back Mountain Road involving a historical home. The fire was significant and the home was a total loss. Arsonists were convicted in relation to this case. The Frederick County Fire and Rescue Department is in receipt of a donation in the amount of $200.00 (check #1059) from the owner of said property. See attachment. We request a supplemental appropriation in the amount of $200.00 be placed in line item 3505- 5402 -001 K -9 Maintenance to be utilized for the purchase of canine food. With the economy and the current budget situation, this would allow for additional funds in this line item as it is a new expenditure to the Life Safety Division. This amount would purchase three months of food for both canines in the Fire Marshal's Office. These funds are located in revenue line item 3- 010- 018990 -0005 Donations. Total Transfer: $200.00 If you have any questions or need additional information regarding this request, please do not hesitate to contact me so I may further discuss these issues. DDL,j]c Attachments: (1) Cc: File c.s. 9/17/12 Office (540) 665 -5618 0 d1inabur @co.frf1erick.va.us Fax (540) 678 -4739 MEMORANDUM TO: Cheryl Shiffler, Director Finance Department FROM: Dennis D. Linaburg, Chief Fire & Rescue Department SUBJECT: Request for Supplemental Appropriation DATE: May 9, 2013 I request the use of proffer funds in the amount of $15,000.00 be placed in line item 3202 -5604 -001 Clear Brook Fire Company. This appropriation is to cover the cost of station renovation and replacement of the heat and A/C system within the station. The proffer balance, as of 4/30/13, designated to Clear Brook is $170,695.75. Total Request: $15,000.00 If you have any questions or need additional information regarding this request, please do not hesitate to contact me so I may further discuss these issues. DDL.jlc Cc: File 12 Frederick County Cash Proffer Policy As approved by the Board of Supervisors on January 28, 2009. Proffered funds received by Frederick County will be held for the use specified by the proffer language. In the case of funds proffered to offset impacts to fire and rescue services, in the absence of other proffered specifications, the funds will be earmarked for the first due company in the area of the subject rezoning at the time the proffered funds are received All proffered funds will be collected, held, and will accumulate until such time as a capital project funding request is received from a qualifying County department, agency, or volunteer fire and rescue company. Qualifying agency or departmental requests to access proffered funds shall be submitted to the County =s Finance Department for processing. In order to qualify as a capital project the following criteria must be met: ])the item or project must have a minimum value of five thousand dollars ($5, 000), and; 2) the item /project must have an anticipated useful life of at least five(5)years. The Finance Department will forward requests to the Finance Committee for a recommendation to the Board of Supervisors on the appropriateness of the use of proffered funds for the requested purpose. To assist the Finance Committee and Board in their deliberations requests to utilize proffered funds should include the following: 1) the amount of funds requested, 2) the total project cost, 3)a detailed description of the desired capital project or purchase including a discussion of how recent or anticipated development contributes to the need for the expenditure, and, 4) indicate whether or not the item or project is listed on the County =s Capital Improvements Plan (CIP). In order to comply with State Code ' 15.2 -2 -2298 (A) the Planning staff, working in conjunction with the County Attorney, will attempt to insure that cash proffers associated with future rezonings are appropriately addressed through inclusion of relevant capital projects in the County =s CIP prior to acceptance of the proffered funds. For the purpose of determining whether a projector item is appropriate for individual listing on the CIP only, a threshold value of $100,000 and useful life of at least five year shall be utilized. (This would not preclude the purchase of capital items valued at less than $100,000 utilizing proffered funds, where other relevant criteria are met and procedures followed.) U:\DOCS\FY2013\FTNANCECONMTTEE \20130515 \07B ADOPTED PROFFER POLICY 128 09_DOCX 13 COUNTY OF FREDERICK, VIRGINIA FIRE AND RESCUE DEPARTMENT y , R G, N , 1080 Coverstone Drive 1758 Winchester, VA 22602 Dennis D. Linaburg . Fire Chief MEMORANDUM. RECEIVED MAY 14 ?013 TO: Cheryl Shiffler, Director Finance Department FROM: Dennis D. Linaburg, Chief & Rescue X V. SUBJECT: Change Order: Stephens City Flooring Renovations DATE: May 13,260 Troffer (ands .in the amount of $58,809.17 were approved and appropriated for facility pp rehabilitation at Stephens City Fire Department which included flooring renovations. A purchase order was issued in the amount of $5,195, It is necessary to request a change order for additional work (not in the original project scope) in the amount of $875. Procurement policy states that a change order that exceeds the original purchase order by more than 10% must be approved by the Board of Supervisors. The remaining balance of appropriated proffer funds is $29,834.17 (see detail below). $58,809.17 - Appropriated (F.C. 9/21/2011) - 15,030.00 United Roofing (paid) $43;779.17 Balance carry.forward (F.C. 9/2012) - 5,195:00 Floor Shop (encumbered 8,750.00 McDaniel Piping (encumbered} $2$;834:17 Balance remaining . Office (540) 665 -5618 0 d1inabur @co1f*derick.va.us - Fax (540) 678 -4739 COUNTY of FREDERICK I MEMO Parks and Recreation Department 540 -665 -5678 FAX: 540 -665 -9687 Nvw\N.tcprd.nct c -mail: fcprd(, To: Finance Committee s From: Jason Robertson, Director Subject: Cosponsored Youth Orga i tions Date: May 8, 2013 Attached you will find a copy of the Parks and Recreation Cosponsored Groups policy. Frederick County began cosponsoring youth sport organizations in 1991. Frederick County Parks and Recreation provides facilities for holding activities and processes criminal background checks for volunteers for these organizations. The amount of fees waived for these services is calculated through a formula which includes the number of participants, the game rate for the facility, percentage of county residents in the program, and the recreation value for the program. Cosponsored organizations pay for facilities and background checks exceeding their fee waiver. Each cosponsored organization is a non - profit youth organization that trains their volunteer coaches and staff according to nationally recognized best practices and provides Frederick County with the proper level of insurance coverage. Organizations apply annually to be cosponsored by Frederick County. Frederick County is waiving $ 57,823 in facility and background check fees to six organizations who provided sport activities to 2,467 children in fiscal 2013. Frederick County RECEIVED MAY 0 8 2013 107 North Kent Street Winchester. VA 22601 Finance Department 15 COSPONSORED GROUPS 500.02 PURPOSE: To promote and provide assistance to recreational youth programs and special interest activities within Frederick County for established recreation groups. GOAL: To provide and expand recreational programs by aligning with established recreation groups. POLICY: Cosponsored groups shall provide a recreational activity or sport to participants or provide a level of skill not offered by Frederick County Parks and Recreation (FCPRD). Cosponsored organizations shall not restrict participation on the basis of race, creed, color, religion, national origin, or sex. Cosponsored groups shall meet the requirements of the Americans with Disabilities Act as it applies to FCPRD. Seventy percent of the cosponsored organization's participants must reside in Frederick County. This will be an average of the last three years. All cosponsored groups must be chartered or operate in accordance with an established constitution and bylaws. A copy of the group's bylaws and policies and procedures manual must be given to Frederick County Parks and Recreation Department. Affiliation with national bodies or organizations is permissible; however, such national policies shall not conflict with local departmental policies. Cosponsored "youth" organizations meeting the terms of this policy may be eligible for a facility fee waiver. The facility fee waiver is for activities reflecting the primary focus of the cosponsored group. Fee waiver activities include practices, games, and league tournament play. FCPRD will determine fee waiver status for all cosponsored activities. Fee waiver amounts vary on whether the activity or skill level is provided by FCPRD, policies regarding participation, and percentage of county participants. The formula to determine the percentage of fees waived is found in the cosponsored application completed each fiscal year. Cosponsored groups shall abide by all Departmental rules, regulations, and policies wherever applicable. Under a cosponsor ship agreement, FCPRD shall provide the following services where possible: a. Publicity b. Facilities for holding meetings and activities. The fees for these facilities will be paid by a donation from the Board of Supervisors and by the groups. Cosponsored groups shall have priority scheduling over all other groups excluding FCPRD, Frederick County Public Schools, and other cosponsored groups, if submitted by the provided deadline. c. FCPRD will waive the Vendor Policy ( #200.1) fees for coaches, administrators, game 16 officials, and team photography services for cosponsored activities. d. FCPRD will provide two opportunities per season for coaches to attend a nationally recognized coaches training program. e. FCPRD will provide a monthly statement indicating balance and facility use. This statement will indicate the amount owed FCPRD should the cosponsored organization's usage exceed the annual fee waiver. The amount owed FCPRD will be due by the date indicated on the statement (typically thirty days). Cosponsor Organizations shall be responsible for: a. assigning one adult to be responsible for the conduct of participants and spectators at cosponsored events. Failure to comply with all FCPRD rules and regulations may result in additional security /staff requirements or loss of cosponsor status. b. following through with established safety and emergency procedures c. accepting responsibility for the conduct and behavior of all staff and volunteers working on the group's behalf d. conducting criminal background checks according to the FCPRD Criminal Background Check Policy (# 500.03) for all coaches and volunteers working directly with the participants. Submit a list of coaches according to the schedule in Appendix "A ". All requests submitted outside the dates in Appendix "A" will result in a $ 5 processing fee. e. have all volunteers and staff trained in their specific duties and responsibilities according to the national recommended standards of their activity f. advertise and announce activity so all children may have an opportunity to participate g. comply with all procedural steps required of cosponsored groups Procedural Steps Necessary to Maintain Cosponsorship Status a. Submit a signed cosponsor application with a fee waiver request by November 1 each year. b. A copy of the group's bylaws and policies and procedures manual must be given to FCPRD at the time of application. c. Provide an annual financial report to FCPRD thirty days after the conclusion of the group's fiscal year. A copy of the organization's non - profit status (i.e., IRS 990 statement) must be provided. d. Provide the Department with accurate records of board members and officers; including their name, address, and phone number and expiration date of their tern. e. Provide the County with a certificate of insurance demonstrating coverage of $ 1 million for bodily injury per occurrence with a $ 2 million annual aggregate and $200,000 in property damage with a $ 500,000 annual aggregate naming Frederick County and Frederick County Public Schools additionally insured. f. Recognize Frederick County Parks and Recreation Department by the phrase "cosponsored by Frederick County Parks and Recreation Department" on all promotional materials and websites. A copy of all publicity sent out by the group must be forwarded to Frederick County Parks and Recreation Department at the time of distribution. g. Provide copies of organizational correspondence such as mailers, flyers, brochures, or newsletters to FCPRD h. Designate one person to act as a liaison for the group when contacting the Facilities Manager for scheduling and one person to deal with all other matters relating to the co- 17 sponsorship. L Provide FCPRD a list of coaches (head and assistant) and team affiliation. All coaches must be eligible per the criminal background check policy ( #500.03) before coaching or selecting players. j. All coaches must wear a current volunteer badge provided by FCPRD whenever coaching on Frederick County and Frederick County Public School facilities. It will be the cosponsor organization's responsibility to ensure badges are worn at all time. IF FCPRD staff reports badges are not worn by a cosponsor volunteer, the cosponsor organization will have one week to identify the volunteer. Repeated violations may result in the disqualification of a volunteer or loss of cosponsor status. k. Provide and meet training standards for all Head Coaches based on the national affiliation's coaches training standard. 1. Provide practice and game schedules to FCPRD two weeks before they are scheduled to begin. All facilities set aside for group use will be made available to the general public if schedules are not received two weeks in advance. m. Report by phone or in person injuries, accidents, facility damage, dangerous or unsafe conditions, or unusual or suspicious situations to FCPRD as soon as possible, but no longer than 24 hours after the occurrence or discovery. Written reports on accidents or damage must be completed accurately and in full and must follow within 3 days, on the appropriate departmental form. n. Accept all facilities as is and leave in a similar state of cleanliness as upon arrival. o. Upon request, verify that all participants meet established membership criteria to ensure that the group is not later penalized for a violation of participation rules. p. Provide FCPRD the number of participants by residence at the conclusion of each season. If requested, provide FCPRD a list of all participants and their residence. q. Abide by and enforce all FCPRD policies and rules to group members and spectators. Failure to do so may result in financial penalties including and up to loss of cosponsor fee waiver. Prior to cosponsorship, a representative of a potential cosponsored group must meet with the Director, or designee. If the Director determines the group may be eligible, the group will be on the next scheduled Frederick County Parks and Recreation Commission agenda for a decision. The FCPRD Commission will determine the cosponsor status of an organization. The Department will review existing cosponsored groups annually for compliance with rules, regulations, and procedures to determine whether to recommend the organization for cosponsor status to the Parks and Recreation Commission. ffool Cosponsor Application Having read the Frederick County parks and Recreation Cosponsor Groups Policy (200 #10) and understanding the responsibilities of cosponsored groups, agree to abide by the policies set forth for (Co- Sponsor Group) as it relates to the cosponsor agreement with Frederick County Parks and Recreation for the period of I agree to pay for all fees determined by FCPRD by 30 days after the receipt of an invoice. Signature (Name - Title - Cosponsor Group -date) Address Phone: Day Night ZIP 19 Questions to determine % of fee waived 1. Does Frederick County Parks and Recreation (FCPRD) provide the activity? a. If Yes: 0% b. If No: 33% 2. Does FCPRD provide a comparable level of the activity? a. If Yes: 0% b. if No: 33% 3. Does every child attempting to participate, participate in the activity with your organization? a. If Yes. 33% b. If No: 0 % 4. Recreation Percentage (Add 1,2, and 3 together -if 99% =100 %) 5. Number of unique enrollments in your organization 5. Percentage of participants who reside in Frederick County 6. Proposed Field Fee Waiver = number of children X Game Rate for facility X Recreation Percentage X Percentage of Frederick County Children in program 7. Background Check Waiver = number of children / avg children on a team X 2 coaches per team (3 baseball /softball) X 50% X $ 14.75 8. Total Fee Waiver Director (Approved) Staff Representative to Group Date (Name and Title) 20 Appendix "A" Background Check Procedures In an effort to create a more efficient method of providing background checks for Co- Sponsored Youth Organizations; the following dates have been established as to when background checks are to be submitted. Any requests outside of these established dates will be charged a S5 processing fee to the requesting organization. Fall Sports: a. August 1 b. August 15 c. August 25 Winter Sports: a. November 15 b. December 1 c. December 10 Spring Sports: a. March 1 b. March 15 c. March 25 Please provide the following information: a. Tull Name of Coach/Volunteer b. Team Affiliation c. Position with Team d. Email Address Current: December 2011 21 r-I O m O m N -1 m -1 -1 W -1 lqr 0 Ln O y m N O W O m v m N m W O c Co CD O Ln o r- o o Ln Ln - Ln Ln Ln 0 Ln o Ln o r- L4 m o v o r oo rr v o Ln 00 L4 N o W - V O m m -1 �T 00 m Ln O N Ln O c-I N O rl N c-I -* lf1 Zf� r- Q1 V1 6 m tn cn Ln <n tn tn <n <n <n <n in m r-I to-k VL w VL aJ O 0 in 0 0 0 to 0 0 0 0 0 0 in 0 0 0 0 0 0 0 0 In 0 0 0 0 cn O T- fV 0 0 Rt o m o 0 o rn o 0 0 0 n 0 N v o 0 ri , v u'1 V? 00 O Ln Ln In u'1 Lr Lr m O O & N O N d d V 1 ► V Ln Vf V1 V1 -1 N N N m O -1 1 -1 7 V? V1 V? V? V? V1 r1 V1 V1 V1 1f1 Q ih 7 O m 0: N M t�p m 0 O .i u•1 m cn Ln in o o o cn o N O 0 V? tD In N e-I N In V In m N n V? y 1r1 -p oo m Ln 0 00 0o m .-1 in N m m v v ry in LS fr} N ry O m O ui N O lt] I - Z N C � V} V? V► V► V? V? V? Vf V► V► V► V} V? W N m ur iy O. 7 Q O O. in N Q W a H N • 0 ri 1 � W � N � cr LU Z LL cr 0 3 I W W Z OC + V O ru m T m m 0 C 0 o O Y N_ O yJ c Ln a m ` V E CI m W 7 C V 4] no tr G 3 1i' C C Q 2 O _ C t o c V c a aj T u v O C u- c p L,� •*' E w v v c u 'm m M Y p V bo fl] C o a`i v T c a v c a CL c a`, a`, - m m a a' m m W C a — — w CL 00 • C fp t t,j a C C 3 L a V V ` L C G L x a r a] O p 0a C C 0 C L C a] 7 7 LL C d o 0 C ro N a� C ++ C r C 4] a Ln r r} G] z V V 0 Z } 1-- Q 2 00 Ln n Q 1YI ti Jhl ►1 ol N fM'1 rn 00 to n O N ih Y H 22 o * * a * * * 9 a rl l--i (N �D m O O O u L W O O m lD rn m 0 0 0 O LD v m v �V)- M Q� LD V N m qzj' C m� N 6 O tn a - Ln Ln N Arj. to to to a O Ln = 0 o m L C) d tw N d N m a fV Ln d CN N 4 0) 0 j in t fn ao t m O� M tn- O m w N tn W O N m O m m 0 0 Ln N Ln Ln m LD O O M lD lD 07 011: N Li 1 0 w m O L+'S W N 0 aD tin mm a t4 m O� tNn a N d 3 N th th th LLI 14 a m a N a .-I 7 O O M a N z O LL I m- W u v z O z 0 N_ C m m 0 Q? m al U L 00 C a C u Y � a ? a N C 3 s > E U E a 0 E 0 N LL v E -2 a ca n U m m u a x + 0 Q t a m I r a a' 0 tw LL a t m LL 3 t > Ln 0 o a o z= z u oL 0 n N 1n• N rl 00 n rl n m LM LM rl �o a+ 23 FREDERICK COUNTY FIRE & RESCUE COMPANIES AUDIT FINDINGS AND RECOMMENDATIONS 2011 1. Bank Reconciliations — All accounts should be reconciled to the general ledger. 2. Cash Disbursements — Invoices should be received and filed for all cash disbursements. 3. Cash Disbursements — All checks should require two signatures. 4. Credit Card Purchases — invoices from charge purchases should be compared to and maintained with all credit card statements. The expenditures should then be distributed to the appropriate general ledger accounts. 5. Documentation — Funds expended for member or community assistance should be approved by the Board and documented in the Board minutes. 6. Bank Statements —Original bank statements should be kept intact and on file for all accounts. 7. Interest on Checking Accounts All accounts should be interest bearing. S. Cash Receipts —All funds should be deposited into bank as soon as reasonably possible. 9. Pre - numbered Receipts — Pre- numbered cash receipts should be issued for all monies received. 10. Treasurer's Report A monthly detailed treasurer's report should be presented to the Board. The report should consist of a statement of cash receipts and disbursements and the beginning and ending cash balances. Expenditures should be compared to budgeted amounts where feasible. 11. Donor Lists —A list of contributors and the amounts they gave should accompany the monthly Treasurers Report. This list should become part of the permanent records of the Company. 12. Holding checks —Cash flow is being managed by writing and signing checks but not issuing them until funds are available. Checks should not be written and held as a cash management tool. Penalties and interest have been incurred on late payments. 13. Minutes — Minutes for all Board meetings should be promptly transcribed and maintained in a secure place as part of the permanent records of the Company. 14. Information Returns — Form 1099 should be issued to appropriate vendors as required by the Internal Revenue Service. 24 MUNICAP, IN_ PU13LIC FINANCE MEMORANDUM DATE: MARCH 13, 2013 TO: JOHN MARKER, CHAIRMAN RUSSELL 150 COMMUNITY D EVELOPMENT AUTH ORITY FROM: FAIZAN HABIB, MANAGER MUNIC", INC. RE: AMENDMENT TO THE SPECIAL ASSESSMENT ROLL I. BACKGROUND INFORMATION The Russell 150 Community Development Authority (the "Authority ") was created pursuant to an ordinance adopted by the Frederick County Board of Supervisors (the `BOS ") on March 9, 2005. The BOS adopted an ordinance on May 25, 2006 authorizing the levy of special assessments within the boundaries of the CDA district. On May 1, 2007, the Authority issued $5,470,000 in Series 2007A Special Assessment Bonds and $15,685,000 in Series 2007B Special Assessments Bonds, collectively referred to herein as the Bonds, to finance public in£rastructare improvements. II. LIISTORICAL LEVY OF SPECIALASSESSMENTS (2009-2012) Bond proceeds deposited in the Capitalized Interest Account were used to pay debt service in the 2008 Assessment Year and first -half of the 2009 Assessment Year. The Authority approved the levy of the special assessment, upon exhaustion of the Capitalized Interest Account, in the 2009, 2010, 2011, and 2012 Assessment Years. Table A shows the annual amount of special assessments approved by the Authority for each Assessment Year. Table A Approved Annual Special Assessments The approved special assessments were due in two installments in June and December of each Assessment Year. Russell 150 LC (the "Developer ") failed to pay the annual installment of special assessments. As a result of non - payment of the special assessments, payments on the Bonds were paid from bond proceeds deposited in the Debt Service Reserve Fund, deposits made in the Supplemental Debt Service Reserve Fund by MMA Realty Capital, LLC (the `Bondholder ") pursuant to the Debt Service Reserve Fund Deficiency Agreement (the "SDSRF Agreement "), and deposits made by the Bondholder in the Revenue Fund. As of the date of this memorandum, the annual special assessments approved by the Authority remain delinquent. #466083 011322 -0046 25 Special Assessment Assessment Year Le 2009 $1,390,000 2010 $1,732,936 2011 $1,732,123 2012 $524,223 Total $5,379,282 The approved special assessments were due in two installments in June and December of each Assessment Year. Russell 150 LC (the "Developer ") failed to pay the annual installment of special assessments. As a result of non - payment of the special assessments, payments on the Bonds were paid from bond proceeds deposited in the Debt Service Reserve Fund, deposits made in the Supplemental Debt Service Reserve Fund by MMA Realty Capital, LLC (the `Bondholder ") pursuant to the Debt Service Reserve Fund Deficiency Agreement (the "SDSRF Agreement "), and deposits made by the Bondholder in the Revenue Fund. As of the date of this memorandum, the annual special assessments approved by the Authority remain delinquent. #466083 011322 -0046 25 On October 18, 2011, the Authority authorized redemption of the Bonds using remaining proceeds in the Project Fund at the request of the Bondholder. Accordingly, Regions Bank (the "Trustee ") transferred $14,570,000 from the Project Fund to the Bond Fund Principal Account to reduce the total amount of Bonds outstanding. Table 13 shows the Series A and Series B Bonds prior to and after redemption. Table B Bonds Redeemed Note, the bonds outstanding prior to redemption reflect $630,000 of principal paid on the Bonds when due in 2010 and 2011 from the funds mentioned above, resulting in the Bonds outstanding in the amount of $20,525,000. Table C shows the principal payments, Bonds redeemed, and principal amount currently outstanding as of March 2, 2013. This table includes an additional $206,000 of principal paid on the Bonds when due in 2012 and 2013 from the funds mentioned above, resulting in Bonds outstanding in the amount of $5,749,000. , Table C Principal Outstanding Bonds Outstanding Series A Bonds Series B Bonds Total Bonds outstanding prior to redemption $5,305,000 $15,220,000 $20,525,000 ............ Bonds redeemed 3766000 ($ , , ) ($10,8 4,000) ($14,570,000) Principal amount outstanding after redemption $1,539;000 $4,416,000 $5,955,000 Note, the bonds outstanding prior to redemption reflect $630,000 of principal paid on the Bonds when due in 2010 and 2011 from the funds mentioned above, resulting in the Bonds outstanding in the amount of $20,525,000. Table C shows the principal payments, Bonds redeemed, and principal amount currently outstanding as of March 2, 2013. This table includes an additional $206,000 of principal paid on the Bonds when due in 2012 and 2013 from the funds mentioned above, resulting in Bonds outstanding in the amount of $5,749,000. , Table C Principal Outstanding Bonds Outstanding Series 2007 Bonds Total Bonds issued $21,155,000 Sinking fund payment 3/ 1/10 ($305,000) Sinking fund payment 3/1/11 ($325,000) Bonds redeemed ($14,570,000) Sinking fund payment 3/1/12 ($100,000) Sinking fund payment 3/1/13 ($106,000) Total Bonds outstanding $5,749,000 111. PROPOSED TERM SHEET AND AMENDMENT TO THE SPECIAL ASSESSMENT ROLL The proposed Series 2007 Bonds Revision to the Special Assessments Term Sheet (the "Term Sheet "), attached hereto as Exhibit A, includes a request by the Bondholder to the Authority and Frederick County to approve and authorize the forgiveness of a portion of the past due annual special assessments and the rescheduling of the year the remaining portion of the past due annual special assessment are to be collected. The request to reschedule the past due annual special assessments is to reimburse the Bondholder for the deposits made by it to the Supplemental Debt Service Reserve Fund pursuant to SDSRF Agreement and the Revenue Fund as a result of non - payment of special assessments. The annual special assessment to be rescheduled are equal to $500,000 per year starting in the 2022 Assessment Year until $2,062,053 in advances previously made by the Bondholder have been collected. The Bondholder requests the Authority and Frederick County to forgive the remaining delinquent special assessments, along with related penalties and interest. The total past due annual special assessments are equal to $5,379,282. Of this amount, $2,062,053 is to be rescheduled and collected from 2022 through 2026, with the balance of $3,317,229 to be forgiven. 26 Table D shows summary of the advances made by the Bondholder to pay debt service and outstanding administrative expenses related to the district. Table D Summary of Deposits made by the Bondholder Description of the Deposits made by the Bondholder Amount August 2009 deposit in the supplemental reserve fund to pay interest on Sept. 1, 2009 $2$5,404 February 2010 deposit in the supplemental reserve fund to pay interest on Mar. 1, 2010 $697,956 August 2010 deposit in the supplemental reserve fund to pay interest on Sept. 1, 2010 $413,690 February 2012 deposit in the Revenue Fund to pay interest on Mar. 1, 2012 $196,515 August 2012 deposit in the Revenue Fund to pay interest on Sept. 1, 2012 $192,173 Payment of outstanding administrative expenses in Nov. 2012 $83,100 February 2013 deposit in the Revenue Fund to pay interest on Mar. I, 2013 I $193,215 Total reimbursement requested by the Bondholder 1 $2,062,053 The total request of reimbursement by the Bondholder shown in Table D excludes the principal payments made on March 1, 2010, March 1, 2012, and March 1, 2013 from proceeds deposited by the Bondholder. Exhibit B, attached herein, includes the revised debt service repayment schedule, which includes the additional annual special assessment requested by the Bondholder. Mr. Marker, please do not hesitate to contact me with questions regarding this memorandum and the attached documents. Yours truly, Faizan Habib MuniCap, Inc. — CDA Administrator 27 Exhibit A Term Sheet The following is intended to set forth the general terms under which the remaining outstanding principal balance of the Russell 150 Community Development Authority Special Assessment Bonds Series 2007A and Series 2008B (the `Bonds ") will be repaid. The parties will use reasonable efforts to accommodate the terms set forth below without the need to refund the Bonds, and if possible, within the confines of the existing bond documents without the need to have a reissuance for tax purposes. Outstanding Principal Balance: Guarantor Advances: Delinquent Assessments: Payment of Delinquent Assessments: Bondholder Advance Reimbursement: $5,749,000 $2,062,053 $5,379,282 Delinquent assessments will be repealed. Beginning in 2022, Russell 150 Community Development Authority (the "Authority ") will request and Frederick County (the "County ") will issue additional assessments of $500,000 per year for four years and $62,053 for one year to be applied by the Authority to the repayment in full of the Guarantor Advances, Interest Rate: Amortization: Accrued but Unpaid Interest: 6.60% (unchanged) The Authority shall request and the County will issue assessments sufficient to amortize the outstanding principal balance of the Bonds, as of the date of the restructuring, over the remaining term of the Bonds, in accordance with the amortization schedule attached as Exhibit B to the MuniCap, Inc. memorandum of March 13, 2013, all in accordance with the existing Bond documents to the maximum extent possible. Going forward, any accrued but unpaid interest on the bonds from and after the date of the restructuring shall bear interest as provided in the existing Bond documents. Such interest on interest shall be paid from interest on delinquent special assessments, to the extent available. Acceleration and Foreclosure: For as long as all of the property in the Russell 150 District has only one owner, the Authority shall have, in addition to the right to foreclose on the property to collect overdue assessments, the right to accelerate the entire unpaid principal amount of the Bonds, but only to the extent permitted under the Bond documents (including any Supplemental Indentures) and only at the direction of a majority in interest of the bondholders, and to apply the proceeds of foreclosure in satisfaction of all accrued but unpaid interest and, if accelerated, the entire outstanding principal amount of the Bonds. (Signatures appear on following page) 29 R150 SPE LLC By: Name: Title: RUSSELL 150 COMMUNITY DEVELOPMENT AUTHORITY By: Name: Title: FREDERICK COUNTY, VIRGINIA By: Name: Title: REGIONS BANK, AS BOND TRUSTEE By: Name: Title: (Signature Page to Russell 150 Bond Restructuring Term Sheet) 30 Exhibit B Revised Special Assessment Roll 31 Revised Reimbursement Estimated Estimated Bond Year Principal Revised to the Administrative Annual Ending Payment Interest Bondholder Ex penses 1 Installment 1- Mar -14 $113,000 $379,434 $65,784 $558,218 1- Mar -15 3122,000 $371,976 $44,460 $538,436 1- Mar -16 $129,000 $363,924 345,149 $538,073 1- Mar -17 $137,000 $355,410 $45,852 $538,262 1- Mar -18 $147,000 $346,368 546,569 $539,937 1- Mar -19 $157,000 $336,666 $47,300 $540,966 1-- Mar -20 $167,000 $326,304 $48,046 $541,350 1- Mar -21 $177,000 $315,282 $48,807 $541,089 1-- Mar -22 $188,000 $303,600 $49,583 $541,183 1- Mar -23 $201,000 $291,192 $500,000 $50,375 $1,042,567 1- Mar-24 $215,000 $277,926 $500,000 $51,183 $1,044,109 1- Mar -25 $229,000 $263,736 $500,000 $52,006 $1,044,742 1- Mar -26 $243,000 $248,622 $500,000 $52,846 $1,044,468 1- Mar -27 $260,000 $232,584 $62,053 $53,703 $608,340 1- Mar -28 $277,000 $215,424 $54,577 $547,001 1- Mar -29 $296,000 3197,142 $55,469 $548,611 1- Mar -30 $315,000 3177,606 $56,378 $548,984 1- Mar -31 $337,000 $156,816 $57,306 $551,122 1- Mar -32 $358,000 5134,574 $58,252 $550,826 1- Mar -33 $382,000 $110,946 $59,217 $552,163 1- Max -34 $406,000 $85,734 $60,201 $551,935 1- Mar -35 $434,000 $58,938 $61,205 $554,143 1- Max -36 $459,000 $30,2941 $62,229 $551,523 Total $5,749,000 $5,580,498 1 $2,062,053 $1,226,499 $14,618,050 Administrative expense for bond year ending March 1, 2014 include estimated cost to do the audit ($25,000 for 2008 through 2012), arbitrage rebate report ($1,250), and estimated annual CDA expenses. The administrative expense budget for subsequent years is based on the original estimate of the annual administrative expenses of the CDA. A contingency of $10,000 is also included as part of the annual CDA expense fund budget in the event of delinquencies and unexpected expenses. 31 5/6/2013 FY13 APRIL BUDGET TRANSFER REPORT PAGE 1 DATE DEPARTMENT /GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 4/9/2013 HUMAN RESOURCES OFFICE SUPPLIES 1203 3006 000 000 (30.00) HUMAN RESOURCES 1203 5401 000 000 30.00 4/9/2013 COUNTYATTORNEY LGACONFERENCE IN ROANOKE 1202 3007 000 000 (105.61) COUNTY ATTORNEY 1202 5506 000 000 105.61 4/11/2013 PARKS MAINTENANCE LIFEGUARD TRAINING MATERIAL 7103 3002 000 000 (807.98) PARKS MAINTENANCE 7103 5506 000 000 807.98 4/11/2013 ECONOMIC DEVELOPMENT COMMISSION OPERATING SUPPLIES 8102 5506 000 000 (1,500.00) ECONOMIC DEVELOPMENT COMMISSION 8102 5413 000 000 1,500.00 4/11/2013 COMMISSIONER OF THE REVENUE POSTAGE COSTS 1209 3010 000 000 (3,200.00) COMMISSIONER OF THE REVENUE 1209 5204 000 000 3,200.00 4/11/2013 ECONOMIC DEVELOPMENT COMMISSION REPAIR AND MAINTENANCE VEHICLE 8102 5506 000 000 (450.00) ECONOMIC DEVELOPMENT COMMISSION 8102 3004 000 002 450.00 4/11/2013 SHERANDO PARK COST OF HEATING 7110 5413 000 001 (482.81) SHERANDO PARK 7110 5102 000 000 482.81 4/11/2013 SHERANDO PARK COST OF SOCCER NETS 7110 5407 000 000 (1,763.39) SHERANDO PARK 7110 5412 000 000 1,763.39 4/15/2013 COUNTY OFFICE BUILDINGS /COURTHOUSE ICE MACHINE REPAIR AT PUBLIC SERVICE BUILDING 4304 3010 000 005 (117.50) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 3004 000 005 117.50 4/17/2013 HUMAN RESOURCES EMPLOYEE OF THE MONTH 1203 3007 000 000 (200.00) HUMAN RESOURCES 1203 1007 000 003 200.00 4/17/2013 HUMAN RESOURCES OFFICE SUPPLIES 1203 5411 000 000 (26.00) HUMAN RESOURCES 1203 5401 000 000 26.00 4/18/2013 COUNTY OFFICE BUILDINGS /COURTHOUSE FERTILIZATION OF TURF AT PSB 4304 5408 000 005 (278.67) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 5403 000 005 278.67 4/18/2013 COUNTY OFFICE BUILDINGS /COURTHOUSE PART FOR EMERGENCY GENERATOR AT CAB 4304 3010 000 000 (2,126.00) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 3004 000 001 2,126.00 4/18/2013 LITTER CONTROL GRANT PURCHASE RAIN BARRELS FOR RESALE 4205 4003 000 002 (2,500.00) LITTER CONTROL GRANT 4205 5413 000 000 2,500.00 4/22/2013 TREASURER ENVELOPES AND EQUIPMENT DUE TO FLOODING 1213 3002 000 002 (3,500.00) TREASURER 1213 5401 000 000 3,500.00 4/22/2013 TREASURER GFOA DUES 1213 3002 000 001 (30.00) TREASURER 1213 5801 000 000 30.00 4/22/2013 FIRE AND RESCUE LIGHT BARS, SIRENS, ETC.FOR NEW TAHOE 3505 5605 000 002 (6,400.00) FIRE AND RESCUE 3505 5408 000 000 6,400.00 4/24/2013 AGRICULTURE PROGRAM SUPPLIES 8301 5204 000 000 (800.00) AGRICULTURE 83015401 000 000 800.00 4/24/2013 BOARD OF SUPERVISORS FOOD FOR BOS WORK SESSION &SABF EXPENSES 1101 5506 000 000 (500.00) BOARD OF SUPERVISORS 1101 5413 000 000 500.00 4/24/2013 OTHER MPOTRANSPORATION PROGRAMMING INVOICES 1224 3002 000 000 (50.00) OTHER 1224 5604 000 025 50.00 4/24/2013 AGRICULTURE PROGRAM SUPPLIES 8301 5506 000 000 (2,250.00) AGRICULTURE 8301 5401 000 000 2,250.00 4/24/2013 REASSESSMENT /BOARD OF ASSESSORS TRAINING ASSESSORS 1210 5801 000 000 (600.00) REASSESSMENT /BOARD OF ASSESSORS 1210 5506 000 000 600.00 REASSESSMENT /BOARD OF ASSESSORS 1210 3010 000 000 (455.00) REASSESSMENT /BOARD OF ASSESSORS 1210 5506 000 000 455.00 4/25/2013 FIRE AND RESCUE PURCHASE OF LIGHTBARS &SHORTAGE IN LINE ITEM 3505 5605 000 002 (1,000.00) FIRE AND RESCUE 3505 5408 000 000 1,000.00 4/25/2013 COUNTY OFFICE BUILDINGS /COURTHOUSE TREADMILL REPAIR AT PSB 4304 3010 000 005 (231.00) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 3004 000 005 231.00 4/29/2013 COUNTYATTORNEY SPRING 2013 LGA CONFERENCE 1202 3007 000 000 (74.39) COUNTY ATTORNEY 1202 5506 000 000 74.39 COUNTY ATTORNEY 1202 3002 000 000 (417.82) COUNTY ATTORNEY 1202 5506 000 000 417.82 5/2/2013 SHERANDO PARK SERVICE CALL TO REPLACE BALLFIELD LAMP 7110 30041 0001 003 (299.50) SHERANDO PARK 7110 3010 000 000 229.50 5/2/2013 TREASURER VAAO DUES 1213 5204 000 000 (20.00) TREASURER 1213 5801 000 000 20.00 5/2/2013 MAINTENANCE ADMINISTRATION IVEHICLE REPAIRS 43013004 000 002 250.00 COUNTY OFFICE BUILDINGS /COURTHOUSE 1 4304 5405 000 005 (250.00) 5/2/2013 CLEARBROOK PARK WATER /SEWER AT CLEARBROOK 7109 5101 000 000 (1,885.00) CLEARBROOK PARK 1 1 7109151031 0001 0001 1,885.00 32 County of Frederick General Fund April 30, 2013 ASSETS FY13 FY12 Increase Performance Bonds Payable 4/30/13 4/30/12 (Decrease) Cash and Cash Equivalents 35,788,953.92 30,445,315.12 5,343,638.80 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: 95,057,775.31 4,496,373.52 90,561,401.79 Taxes, Commonwealth, Reimb. P/P 92,828,772.16 2,286,810.60 90,541,961.56 *B Streetlights 34,017.75 1,293.96 32,723.79 Commonwealth,Federal,45 day Taxes 19,908.85 43,746.91 (23,838.06) Due from Fred. Co. San. Auth. 734,939.23 734,939.23 0.00 Prepaid Postage 5,521.20 2,753.71 2,767.49 GL controls (est.rev / est. exp) (12.502.979.47) (6,601,845.50) (5,901,133.97) (1) Attached TOTAL ASSETS 116.910.688.64 26,914,569.03 89,996,119.61 LIABILITIES Accrued Liabilities 639,524.92 349,889.62 289,635.30 *C Performance Bonds Payable 1,495,632.88 1,553,080.36 (57,447.48) Taxes Collected in Advance 39,673.75 261,574.90 (221,901.15) Deferred Revenue 92,882,943.76 2,331,828.64 90,551,115.12 *D TOTAL LIABILITIES 95,057,775.31 4,496,373.52 90,561,401.79 EQUITY Fund Balance Reserved: Encumbrance General Fund 885,121.74 260,385.70 624,736.04 (2) Attached Conservation Easement 2,135.00 1,635.00 500.00 Peg Grant 128,354.00 82,948.40 45,405.60 Prepaid Items 949.63 949.63 0.00 Advances 734,939.23 734,939.23 0.00 Employee Benefits 93,120.82 93,120.82 0.00 Courthouse ADA Fees 124,084.63 75,601.48 48,483.15 Historical Markers 17,235.77 17,200.00 35.77 Transportation Reserve 377,396.00 438,300.00 (60,904.00) *E Animal Shelter 325,780.61 309,579.84 16,200.77 Proffers 1,630,662.27 1,640,089.10 (9,426.83) (3) Attached Economic Development Incentive 550,000.00 687.01 549,312.99 *F Star Fort Fees 0.00 4,261.53 (4,261.53) VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance 16.546.863.63 18,322,227.77 (1,775,364.14) (4) Attached TOTAL EQUITY 21.852.913.33 22,418,195.51 (565,282.18) TOTAL LIAB. & EQUITY 116.910.688.64 26,914,569.03 89,996,119.61 NOTES: *A The cash increase of $5.3 million reflects the $5.2 million increase in revenue(See Comparative Statement of Revenues, Expenditures and Changes in Fund Balance). *B The $90 million increase in taxes receivable was due to the tax levy delay from April to May last year. *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(See Note B for increase explanation). *E Due to Rt. 11 N. Project(Board Action 2/27/13). *F The current $550,000 represents Carmeuse Lime and Stone local incentive. 33 BALANCE SHEET (1) GL Controls FY13 FY12 Inc /(Decrease) Est.Revenue 123,267,610 122,061,968 1,205,642 Appropriations (60,431,789) (56,580,104) (3,851,686) Est.Tr.to Other fds (76,223,922) (72,344,095) (3,879,826) Encumbrances 885,122 260,386 624,736 6,393.71 Lighting, Siren, Console (12,502,979) (6,601,846) (5,901,134) (2) General Fund Purchase Orders Outstanding Purchase Orders @4/30/13 Designated DEPARTMENT Amount Description Bowman Library 65,000.00 Roof Resurface Fire and Rescue 9,635.49 Uniforms 14,907.00 11,228.99 HAZ MAT Equipment PARKS 3,015.99 Scott SCBA Repair Projects 3,851.16 Fire Service Test Banks Balancelf4 /30/13 3,995.00 Fire Manual Annual Subscription 105,037.47 3,797.00 Custom Cabinet for Chevy Tahoe 522,424.54 6,393.71 Lighting, Siren, Console Stephens City Fire & Rescue 5,195.00 Tile Replacement 26,000.00 8,750.00 Bathroom Renovation IT 429,000.00 VOIP & Network Upgrade Litter Control 2,600.00 Rain Barrels for Resale to Public Parks 10,000.00 2013 Bus 14,575.00 Chemicals for Pools 9,019.00 Replaster Sherando Wading Pool 10,093.85 Seed and Fertilizer Planning 7,519.33 Apple IPAD WI -Fl & Cellular Sheriff 227,016.00 (9)PoliceOmterceptorSedans 22,974.00 Lightbars and Adapter Kits 22,942.22 Ammunition 3,511.95 Computer Forensics Software& Equipment 5,008.05 (9) GamberJohnson Mount Parts for 2013 Fords Tota I 885.121.74 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 Balancelf4 /30/13 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 @4/30/13 (4) Fund Balance Adjusted Beginning Balance 4/13 21,767,601.57 Revenue 4/13 80,733,033.54 Expenditures 4/13 (44,346,503.67) Tansfers 4/13 (41,607,267.81) 4/13 Adjusted Fund Balance 16,546,863.63 34 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance April 30, 2013 REVENUES: Appropriated FY13 FY 12 YTD 4/30/13 4/30/12 Actual Actual Actual Variance General Property Taxes 82,285,000.00 Otherlocaltaxes 27,145,651.00 Permits & Privilege fees 904,250.00 Revenue from use of money and property 173,500.56 Charges for Services 2,250,180.00 Miscellaneous 811,954.79 Recovered Costs 753,007.71 Intergovernmental: Commonwealth 8,747,460.94 Federal 196,604.85 Transfers 0.00 TOTALREVENUES EXPENDITURES: General Administration Judicial Administration Public Safety Public Works Health and Welfare Education Parks, Recreation, Culture Community Development TOTAL EXPENDITURES OTHER FINANCING SOURCES ( USES): Operating transfers from / to Excess (deficiency)of revenues & other sources over expenditures & other uses Fund Balance per General Ledger Fund Balance Adjusted to reflect Income Statement @4 /30/13 41,160,984.58 37,578,875.69 3,582,108.89 (1) 20,880,111.74 19,705,456.20 1,174,655.54 (2) 965,751.24 813,323.20 152,428.04 (3) 422,075.70 158,212.93 263,862.77 (4) 1,749,442.95 1,743,334.26 6,108.69 (234,398.60) 461,662.48 320,035.29 141,627.19 0.00 1,779,551.44 1,500,053.70 279,497.74 (5) 13,131, 968.28 13,403, 524.14 (271, 555.86) (6) 181,485.13 279,910.39 (98,425.26) (7) 0.00 0.00 0.00 123,267,609.85 80,733,033.54 75,502,725.80 5,230,307.74 10,009,363.20 7,974,137.94 6,500,352.67 1,473,785.27 2,112,454.66 1,647,149.48 1,519,803.75 127, 345.73 26, 616, 822.01 21,464, 974.50 19, 902, 740.47 1,562,234.03 4,387,458.67 2,954,071.61 2,773,184.56 180,887.05 7,125,292.00 4,968,142.36 5,202,540.96 (234,398.60) 56,493.00 42,369.75 42,369.75 0.00 5,306,136.92 3,904,427.85 3,899,664.09 4,763.76 1,818,193.88 1,391,230.18 1,356,590.59 34,639.59 57,432,214.34 44,346,503.67 41,197,246.84 3,149,256.83 (8) 79,223,496.72 41,607,267.81 38,645,684.56 2,961,583.25 (9) (13,388,101.21) (5,220,737.94) (4,340,205.60) 880,532.34 21,767,601.57 22,662,433.37 (894,831.80) 16,546,863.63 18,322,227.77 (1,775,364.14) 35 (1)General Property Taxes FY13 FY12 Increase /Decrease Real Estate Taxes 22,466,213 20,570,020 1,896,193 Public Services 1,239,405 685,750 553,655 Personal Property 16,410,325 15,292,820 1,117,506 Penalties and Interest 778,136 755,919 22,217 Credit Card Chgs. /Delinq.Advertising 1 (21,804) (19,479) (2,325) Adm.Fees For Liens &Distress 1 288,7101 293,846 1 (5,136) Recordation Taxes 41,160,986 1 37,578,876 1 3,582,110 (2) Other Local Taxes Local Sales & Use Tax 7,242,531.12 6,849,274.78 393,256.34 Communications Sales Tax 929,778.86 906,025.08 23,753.78 Utility Taxes 2,228,759.02 2,278,574.19 (49,815.17) Business Licenses 5,594,004.48 5,131,353.44 462,651.04 Auto Rental Tax 81,085.52 77,481.66 3,603.86 Motor Vehicle Licenses Fees 528,513.77 519,772.61 8,741.16 Bank Stock Taxes - 24,169.00 (24,169.00) Recordation Taxes 1,027,086.11 772,166.82 254,919.29 Meals Tax 2,929,404.10 2,822,595.36 106,808.74 Lodging Tax 296,380.10 301,271.80 (4,891.70) Street Lights 18,263.49 18,208.25 55.24 Star Fort Fees 4,305.17 4,563.21 (258.04) Tota 1 20,880,111.74 19, 705,456.20 1,174,655.54 (3)Perm its &Privileges Dog Licenses 36,943.00 43,620.00 (6,677.00) Land Use Application Fees 7,325.00 4,343.00 2,982.00 Transfer Fees 2,029.50 1,882.80 146.70 Development Review Fees 283,054.04 130,190.20 152,863.84 *1 Building Permits 477,913.63 444,985.80 32,927.83 2% State Fees 1,281.30 1,422.65 (141.35) Electrical Permits 49,841.00 73,817.00 (23,976.00) Plumbing Permits 8,570.00 20,065.00 (11,495.00) Mechanical Permits 45,582.17 57,831.75 (12,249.58) Sign Permits 2,901.60 2,080.00 821.60 Permits for Commercial Burning 400.00 200.00 200.00 Explosive Storage Permits 700.00 700.00 - Blasting Permits 360.00 165.00 195.00 Annual Burning Permits 100.00 - 100.00 Land Disturbance Permits 48,100.00 29,720.00 18,380.00 Sewage Haulers Permit - 200.00 (200.00) Sewage Installation License 600.00 1,500.00 (900.00) Residential Pump And Haul Fee 50.00 100.00 (50.00) Transfer Development Rights - 500.00 (500.00) Total 965,751.24 813,323.20 152,428.04 (4) Revenue from use of Money 70,844.02 123,361.49 (52,517.47) Property 351,231.68 34,851.44 316,380.24 *2 422,075.70 158,212.93 263,862.77 *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) 36 (5) Recovered Costs FY13 FY12 Increase /Decrease Recovered Costs Treas. Office 44,955.25 45,020.29 (65.04) Worker's Comp 1,050.00 950.00 100.00 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 11,612.43 16,138.19 (4,525.76) Clarke County Container Fees 39,274.02 42,047.40 (2,773.38) City of Winchester Container Fees 14,032.97 9,323.74 4,709.23 Refuse Disposal Fees 45,155.56 40,309.74 4,845.82 Recycling Revenue 90,686.92 69,411.98 21,274.94 Sheriff Restitution - 150.60 (150.60) Fire &Rescue Merchandise (Resale) 345.38 128.75 216.63 Container Fees Bowman Library 960.73 844.81 115.92 Restitution Victim Witness 2,518.63 8,113.62 (5,594.99) Reimb.of Expenses Gen.District Court 28,618.59 24,748.20 3,870.39 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 72,000.00 72,000.00 - Reimb.Task Force 47,060.45 43,503.68 3,556.77 C &P Jail (60.00) - (60.00) EDC /Recovered Costs 880.00 119.95 760.05 Sign Deposits Planning - 50.00 (50.00) 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 111,661.37 154,584.72 (42,923.35) Comcast PEG Grant 46,288.40 30,468.40 15,820.00 Proffer -Other 345,000.00 405,220.50 (60,220.50) Fire School Programs 16,335.00 23,669.53 (7,334.53) Proffer Sovereign Village 18,293.65 10,976.19 7,317.46 Proffer Lynnehaven 16,891.55 40,539.72 (23,648.17) Proffer Redbud Run 116,172.00 103,264.00 12,908.00 Clerks Reimbursement to County 9,766.41 10,285.43 (519.02) Canter Estates - 4,087.97 (4,087.97) Village at Harvest Ridge 12,312.00 - 12,312.00 Proffer Snowden Bridge 391,321.20 110,528.64 280,792.56 Proffer Meadows Edge Racey Tract 80,576.00 - 80,576.00 Sheriff Reimbursement 47,199.04 20,904.04 26,295.00 Proffer Cedar Meadows 4,881.00 4,881.00 - Westbury Commons Proffer 2,000.00 - 2,000.00 Total 1,779,551.44 1,500,053.70 279,497.74 *1 $330,000 Transportation Proffer from BPG Properties for Rt.11 Corridor 37 (6) Commonwealth Revenue 4/30/2013 4/30/2012 FY13 FY12 Increase /Decrease Motor Vehicle Carriers Tax 34,612.37 30,284.33 4,328.04 Mobile Home Titling Tax 64,353.57 91,390.20 (27,036.63) State PP /Reimbursement 6,526,528.18 6,526,528.18 - Recordation Taxes 316,939.62 282,167.37 34,772.25 Shared Expenses Comm.Atty. 337,376.34 343,803.39 (6,427.05) Shared Expenses Sheriff 1,731,723.81 1,754,557.04 (22,833.23) Shared Expenses Comm.of Rev. 151,001.91 133,680.79 17,321.12 Shared Expenses Treasurer 114,332.74 114,277.91 54.83 Shared Expenses Clerk 300,689.30 310,726.99 (10,037.69) Public Assistance Grants 2,496,756.96 2,909,494.48 (412,737.52) 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 4,724.56 765.38 DMV Grant Funding 34,768.32 27,845.04 6,923.28 DCJS & Sheriff State Grants 44,314.79 61,590.44 (17,275.65) JJC Grant Juvenile Justice 122,392.00 121,212.00 1,180.00 Rent /Lease Payments 231,678.50 237,116.43 (5,437.93) Spay /Neuter Assistance -State 2,183.76 1,710.49 473.27 VDEM Grant Sheriff 223,500.00 - 223,500.00 Wireless 911 Grant 76,330.90 44,866.41 31,464.49 State Forfeited Asset Funds 31,524.27 28,452.68 3,071.59 VA Dept of Health Biosolids - 7,692.27 (7,692.27) Victim Witness - Commonwealth Office 50,111.00 70,718.25 (20,607.25) Social Services VOCA Grant 3,325.00 4,132.50 (807.50) Fire & Rescue OEMS Reimb. 5,102.00 3,074.52 2,027.48 Total 13,131,968.28 13,403,524.14 (271,555.86) *1 Reduction in revenue as the daycare assistance program payments are processed electronically by the state. *1 i County of Frederick General Fund April 30, 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 156,707.33 239,049.63 (82,342.30) Total 181,485.13 1 279,910.39 (98,425.26) (8) Expenditures The VRS increase and overtime pay calculations effective 7/1/12 impact the $3,149,256.83 increase of FY13 expenditures. General Administration was significantly affected by the $710,904.00 revenue sharing project to add thru lane from I81 to Rt.37 and provide left turn lanes. Public Safety was impacted by the $465,988.00 increase in the County local share for the Jail. Health and Welfare decreased $234,398.00 as the State Division of Social Services processes the daycare assistance programs payments electronically (this payment change was effective February 2012). Transfers increased $2,961,583.25 in total. See chart below: (9) Transfers Increased $2,961,583.25 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 1,407,286.70 1,548,817.36 (141,530.66) School Special Grants 0.00 41,499.19 (41,499.19) N RADC 972.98 - 972.98 Operational Transfers 1 610,730.931 395,209.37 1 215,521.56 Total 1 41,607,267.81 38,645,684.56 1 2,961,583.25 *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 39 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER April 30, 2013 ASSETS FY2013 FY2012 Increase 4/30/13 4/30/12 (Decrease) Cash 5,591,807.75 5,274,457.36 317,350.39 Accounts Receivable Other 0.00 233.35 (233.35) GL controls(est.rev /est.exp) (1,166,785.07) (860,151.50) (306,633.57) TOTAL ASSETS 4,425,022.68 4,414,539.21 10,483.47 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 330,576.00 5,620.00 324,956.00 Undesignated Fund Balance 2,090,405.71 2,537,611.21 (447,205.50) *1 TOTAL EQUITY 2,420,981.71 2,543,231.21 (122,249.50) TOTAL LIABILITY & EQUITY 4,425,022.68 4,414,539.21 10,483.47 NOTES: *1 The fund balance decrease was impacted by the new telephone system($221,000.00; and bonus and career development($261,183.00). Current Unrecorded Accounts Receivable- Prisoner Billing: Compensation Board Reimbursement 4/13 Total FY2013 28,064.72 433,358.36 461,423.08 M County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance 4/30/2013 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY2013 FY2012 REVENUES: 4/30/2013 4/30/2012 YTD Actual Appropriated Actual Actual Variance Interest - 18,660.72 10,374.77 8,285.95 Supervision Fees 55,399.00 37,812.50 37,812.50 Drug Testing Fees 5,506.00 4,798.46 4,798.46 Work Release Fees 499,800.00 284,674.13 278,259.60 6,414.53 Federal Bureau Of Prisons 0.00 165.00 890.00 (725.00) Local Contributions 5,273,767.00 5,273,767.00 5,162,154.00 111,613.00 Miscellaneous 42,910.85 41,831.10 24,894.26 16,936.84 Phone Commissions 126,000.00 90,880.52 79,753.33 11,127.19 Food & Staff Reimbursement 96,000.00 78,670.74 67,246.46 11,424.28 Elec.Monitoring Part.Fees 83,767.00 44,219.59 44,516.49 (296.90) 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 40,489.55 44,358.47 (3,868.92) Shared Expenses CFW Jail 5,003,495.00 3,895,460.97 3,920,600.82 (25,139.85) State Grants 242,915.00 250,166.00 162,654.00 87,512.00 Local Offender Probation 238,888.00 234,431.00 0.00 234,431.00 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 4,200,470.98 3,733,510.00 466,960.98 TOTAL REVENUES 16,895,037.85 15,025,359.26 14,061,803.98 963,555.28 EXPENDITURES: 18,392,398.92 14,131,028.18 13,373,081.93 757,946.25 Excess(Deficiency)of revenues over expenditures 894,331.08 688,722.05 205,609.03 FUND BALANCE PER GENERAL LEDGER 1,196,074.63 1,848,889.16 (652,814.53) Fund Balance Adjusted To Reflect 2,090,405.71 2,537,611.21 (447,205.50) Income Statement @ 4130/13 41 County of Frederick Fund 12 Landfill April 30, 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 4/30/13 4/30/12 (Decrease) 29,312,967.12 29,402,819.77 (89,852.65) *1 536,795.39 515,630.11 21,165.28 *2 155.00 83.00 72.00 (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) (4.567,810.00) (3,343,947.15) (1,223.862.85) 46.170.775.77 46,428.086.42 (257,310.65) 134,423.76 122,588.76 11,835.00 11,765,034.50 11,649,874.93 115,159.57 *3 47,620.17 359,969.95 (312,349.78) 155.00 83.00 72.00 11,947,233.43 12,132,516.64 (185,283.21) 33,902.17 1,516,522.85 (1,482,620.68) *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 24,331,198.17 22,920,604.93 1,410,593.24 *5 34,223.542.34 34,295,569.78 (72,027.44) 46.170.775.77 46,428,086.42 (257,310.65) NOTES: *1 The decrease in cash was impacted by prior year increases in expenditures disbursed in the current year *2 Receivables at 4/30/13 increased $21,165.28. Landfill charges for 4/13 were $422,237.67 compared to $369,979.64 at 4/12 for and increase of $52,258.03. The delinquent fees at 4/13 were $111,989.59 compared to $143,212.96 at 4/12 for a decrease of $31,223.37. *3 Remediation increased $115,159.57, and includes $111,998.00 for post closure costs and $3,161.57 interest. *4 Encumbrances decreased $1,482,620.68. The encumbrance balance at 4/30/13 was $33,902.17 for partial capping MSW. *5 Total fund balance increased $1,410,593.24. 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 $980,839.62. 42 County of Frederick Comparative Statement of Revenue, Expenditures and Changes in Fund Balance April 30, 2013 FUND 12 LANDFILL FY13 FY12 YTD REVENUES 4/30/13 4/30/12 Actual Appropriated Actual Actual Variance Interest Charge 0.00 5,259.92 5,438.51 (178.59) Interest on Bank Deposits 40,000.00 44,221.23 42,442.85 1,778.38 Salvage and Surplus 0.00 96,380.90 140,688.78 (44,307.88) Sanitary Landfill Fees 4,565,400.00 3,521,852.64 3,512,599.61 9,253.03 Charges to County 0.00 269,794.87 270,792.69 (997.82) Charges to Winchester 0.00 77,104.68 74,695.44 2,409.24 Tire Recycling 70,000.00 82,257.99 112,192.50 (29,934.51) Reg.Recycling Electronics 40,000.00 37,022.00 36,980.00 42.00 Miscellaneous 0.00 4,554.00 409.00 4,145.00 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 554,048.00 413,523.03 409,936.08 3,586.95 Waste Oil Recycling 12,435.89 13,570.50 (1,134.61) State Reimbursement Tire Operation 0.00 6,120.00 11,408.00 (5,288.00) TOTAL REVENUES 5,389,448.00 4,579,164.65 4,631,253.96 (52,089.31) Operating Expenditures 5,195,180.00 2,661,942.04 2,741,953.28 (80,011.24) Capital Expenditures 4,795,980.17 936,382.99 2,368,475.22 (1,432,092.23) TOTAL Expenditures 9,991,160.17 3,598,325.03 5,110,428.50 (1,512,103.47) Excess(defiency)of revenue over expenditures 980,839.62 (479,174.54) 1,460,014.16 Fund Balance Per General Ledger 23,350,358.55 23,399,779.47 (49,420.92) FUND BALANCE ADJUSTED 24,331,198.17 22,920,604.93 1,410,593.24 43 County of Frederick, VA Report on Unreserved Fund Balance May 9, 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 Return VJCCCA funds (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) Sheriff IT (95,400) Prior year tax refunds (518,089) (7,003,339) Fund Balance, May 9, 2013 21,767,601 ii CO of FREDERICK Department of Planning and Development 540/665 -5651 FAX: 540/665 -6395 MEMORANDUM TO: Board of Supervisors FROM: John A. Bishop, AICP, Deputy Director - Transportations' RE: Transportation Committee Report for Meeting of April 22, 2 3 DATE: May 15, 2013 The Transportation Committee met on April 22, 2013 at 8:30 a.m. Members Present Chuck DeHaven (voting) Gene Fisher (voting) Christopher Collins (voting) James Racey (voting) Bryon Grigsby (voting) Gary Oates (liaison PC) Lewis Boyer (liaison Stephens City) Members Absent Mark Davis (liaison Middletown) ** *Items Requiring Action * ** None ** *Items Not Requiring Action * ** 1. 2. Interstate, Primary, and Secondary Road Plan Updates The Committee reviewed this item and has recommended approval to the Board of Supervisors. This will appear as an independent item on the Board agenda because it is a public hearing item. Wakeland Manor Sign Requests The County Administrator's office has forwarded a request from the Wakeland Manor Home Owners Association for Children at Play signs in their neighborhood. A total of ten 107 North Kent Street, Suite 202 • Winchester, Virginia 22601 -5000 signs are requested. Under VDOT's new policy, these signs would be installed and maintained by Frederick County. Cost is expected to be $3004400 per sign. As the Committee considers this request, staff would note that Children at Play signs in residential areas are most appropriate around recreation areas, as opposed to more general coverage. The Committee reviewed this item and had concerns regarding placement and volume of signs. In addition, due to the fact that the County would be responsible for installation and maintenance, they have asked staff to come up with a review process and fee structure for dealing with these requests and their associated costs. 3. No Parking Request in Redbud Run Mr. Robert Pageant of the Red Bud Run Subdivision has contacted VDOT and staff to request that no parking be allowed in the vicinity of the following intersections. Morlyn Drive and Morgan Mill Road MacKenzie Lane and Woods Mill Road The roadways in question are public streets and, should the County request a parking restriction, VDOT will consider it. The Committee considered this item and determined that they did not feel a recommendation that the Board request a parking restriction of VDOT was warranted. 4. Apple Pie Ridge Road Mr. Greg Hewitt has contacted staff regarding speed limits on Apple Pie Ridge Road. His concern is with the differing speed limits for trucks and passenger vehicles. He feels that the discrepancy creates driver frustration on the part of the passenger vehicle and leads to unsafe passing and accidents. He is particularly concerned by the number of the drivers that are teenagers, due to the close proximity of James Wood High School. Staff would note that VDOT has recently conducted a speed study and enacted speed limit changes along Apple Pie Ridge Road. If changes were enacted to eliminate the difference in speeds, it would likely be to lower the overall limit to the current truck limit. The Committee reviewed this item. The discussion noted that conversations were had with VDOT at the time the speed limits were adjusted. The Committee determined that further interaction with VDOT regarding the speeds on this roadway was not warranted at this time. 2 COUNTY of FREDERICK Department of Planning and Development 540/665 -5651 FAX: 540/665-6395 MEMORANDUM TO: Frederick County Board of Supervisors FROM: John A. Bishop, AICP, Deputy Director - Transportation RE: Update of the Interstate, Primary, and Secondary Road Plans DATE: May 16, 2013 This is a public hearing item to consider the update of the 2013 — 2014 Interstate, Primary, and Secondary Road Improvement Plans. The Interstate and Primary plans remain unchanged from the 2012 -2013 adoption. Significant changes have been made to the secondary plan, specifically with regard to the paving of unpaved roads. With new money from the recent transportation bill, the road rankings have been updated and six projects have been moved to the scheduled list. Of note is the fact that, due to a state requirement that unpaved roads have at least 200 trips per day, some roadways on the unscheduled list that were highly ranked were bypassed by roads with lower rankings due to the trip count. For reference, the Board's policy on hard surface roads, the scoring worksheet, and the scores of the full list of unpaved roads are attached. The Transportation Committee reviewed this item at their meeting on April 22 and recommended approval. The Planning Commission reviewed this item at their meeting on May 15 and recommended approval. Staff is seeking approval from the Board of Supervisors on the plan. Attachments JAB /bad 107 North Kent Street, Suite 202 • Winchester, Virginia 22601 -5000 2013 -2014 INTERSTATE ROAD IMPROVEMENT PLAN for FREDERICK COUNTY, VIRGINIA Frederick County Transportation Committee: 0412212013 Frederick County Planning Commission: 0511512013 Frederick County Board of Supervisors: I -81 Improvements Provide additional travel lanes on the main line, collector - distributor lanes adjacent to the main line, modifications to existing interchange areas, and develop new interchange areas and bridge crossings of the main line as recommended by the WinFred MPO Long Range Plan. In addition, as the State continues to work toward an ultimate plan for the I -81 widening, the County of Frederick continues to support the study of Eastern Route 37 as a potential corridor on new location as an alternative for that effort. Moreover, the County of Frederick supports exploration of the potential for rail transportation as a component of the Interstate 81 Corridor improvements. A) Progress to Phase 1 of the FHWA approved interchange modification to Exit 310 (as illustrated on map as priority A) B) Relocate Exit 307 further south to alleviate existing and future congestion on Route 277. There is an urgent need to begin increased study of this project. (as illustrated on map as priority B) C) Widen I -81 from Fairfax Pike to Route 37 North. This should include the relocation of the 277 Interchange. From: Route 277, Exit 307 To: Route 37 North, Exit 310 (as illustrated on map as priority C) D) Widen Remainder of I -81 in Frederick County From: West Virginia line To: Warren County line (as illustrated on map as priority D) E) Spot Improvements on I -81 in Frederick County. Provide spot improvements at various interchanges to increase capacity and /or enhance safety for the motoring public. 2013 -2014 PRIMARY ROAD IMPROVEMENT PLAN for FREDERICK COUNTY, VIRGINIA Frederick County Transportation Committee: 0412212013 Frederick County Planning Commission: 0511512013 Frederick County Board of Supervisors: 1) Route 37 Bypass A. Route 37 - Phase 1 Initiate final engineering and design, acquire right -of -way, and establish a construction phase schedule for the southern segment of the Route 37 Eastern Bypass from Interstate 1 -81 to Front Royal Pike (Route 522 South). (As illustrated on map as priority IA) B. Route 37 - Phase 2 Initiate final engineering and design, acquire right -of -way, and establish a construction phase schedule for the preferred alternative between existing Route 37 around Stonewall Industrial Park and Route 7. (As illustrated on map as priority 1B) C. Route 37 - Phase 3 Initiate final engineering and design, acquire right -of -way, and establish a construction phase schedule for the preferred alternative between Route 7 and Route 522. (As illustrated on map as priority 1 C) 2) Route 277 (East of Stephens City) From: I -81 /Route 277 /Route 647 Intersection (East of Stephens City) To: Route 340 /Route 522 South Intersection (East of Double Toll Gate) Improve to a four lane divided roadway with County staff to work with site developers to acquire dedicated right -of -way and achieve grading, drainage, and construction improvements in conjunction with development projects which occur along the corridor until such time that funding is available for construction. Establish a construction schedule for the phased improvement of Fairfax Pike (Route 277). Program funding for the completion of right -of -way acquisition and construction of each phase as described above. 3) Route 11 (North and South of Winchester) A) Establish an Urban Divided Four Lane System From: Southern limits of the City of Winchester To: 0.4 miles south of intersection of Route 37 South, Exit 310 (As illustrated on map as priority 3A) B) Establish an Urban Divided Four Lane System From: Northern limits of the City of Winchester To: Intersection of Merchant Street (As illustrated on map as priority 3B) C) Establish an Urban Divided Four Lane System From: Intersection of Merchant Street To: West Virginia line (As illustrated on map as priority 3C) 4) South Frederick County Parkway From: Relocated Exit 307 To: Intersection with Route 277 approximately 1 Mile west of the intersection of Route 277 and Route 522 This is a planned new roadway with limited access points serving a mixture of predominantly commercial and industrial development. There is need to study this project in conjunction with the Exit 307 relocation and planning for Route 277 improvements noted in item 3. Phasing of this project is not yet clearly defined, however general phasing would be from West to East with the clear first phase being from relocated Exit 307 to Warrior Dr. (As illustrated on map as priority 4) 5) Commuter Park and Ride Lots Establish a new park and ride facility along the Berryville Pike (Route 7) corridor. Work with the Northern Shenandoah Valley Regional Commission to determine appropriate locations for park and ride facilities at other strategic locations within the County's Urban Development Area. For Park and Ride locations in Frederick County the primary goal should be that they are situated in such a manner that they reduce traffic in Frederick County in addition to adjacent localities_ (As illustrated on map as priority 5) 2013/14 - 2018/19 SECONDARY ROAD IMPROVEMENT PLAN for FREDERICK COUNTY, VIRGINIA Frederick County Transportation Committee: 0412212013 Frederick County Planning Commission: 0511512013 Frederick County Board of Supervisors: FREDERICK COUNTY MAJOR ROAD IMPROVEMENT PROJECTS 2013/2014 through 2018/2019 Major road improvement projects command the reconstruction of hardsurfaced roads to enhance public safety. Improvements required for road width, road alignment, road strength, and road gradient are considered major road improvements projects. w V ww w J g N Z w cn Y � Q w P az z � LU v o ww z a o o °� ° w � ;� � �a � u_ y a a ��� co 0 aQ oo y o w Q 1) 655 Sulphur Springs Route 50 .30 Mi East 6000 1.1 miles SH $7,505,445 2013 $5,798,052 Road Rt. 656 Allocated 2) 661 Red Bud Road .47 Mi Int. 1300 0.5 miles ST $2,000,000 UN /SH Partial South Snowden Funded Route 11 Bridge Relocation Blvd. $1,500,000 Partial 3) 672 Brucetown Road Route 11 .35 Mi East 3200 0.35 miles ST Significantly UN /SH Funded Variable $100,000 Thru Plan 0.44 miles $10,414,000 Appited for 4) 788 East Tevis Street Route 522 Winchester N/A SH Revenue UN /SH R/S Funds City Limit Sharin 0.40 miles 5) 788 East Tevis Street Route 522 1 -81 N/A SH $1,400,000 UN /SH Cover Overall Revenue Project Needs Sharin BC Locally Adm. 6) Renaisance Drive Route 11 .24 Mi. N/A .24 Mi. $2,001,000 UN /SH Connector West of Revenue Road Through Rt. 11 Sharing Commercial/ Industrial Area 17000 BC VDOT ADM 7) 11 Valley Pike Intersection N/A $100,000 UN /SH Rt. 706 Revenue Sharin 16000 0.2 Mi ST LF Turn Lns 8) 11 Martinsburg Pike Under 81 $1,621,808 UN /SH SBound @ Overpass Revenue I -81 Overpass Exit 317 Sharin 9) 642 Tasker Road & 0.10 Mi 0.10 Mi. 7600 0.2 Mi OP $751,000 Const. Install Left White Oak West East Spring Turn Lanes Route 636 Route 636 2011 COMPLETED 10) 723 Carpers Valley Road At Clarke 1100 N/A SH $1,262,327 Beyond Federal County line 2013 Bridge Replacement Fundin 11) 788 Renaissance .24 Mi Int. N/A .18 Mi BC $1,635,658 2013 R/S West Shady Elm Funds Route 11 Road �i. 11 V 50 .d r l "a 8 FJ J yp y \4 Winchester 4 I P Y r` O 8}J wA 1. Sulpher Springs Rd ' { �2. Redbud Rd # Brucetown Rd 50 ` 0 East Tevis Street 522 OW,# 5. East Tevis Street ` #W* Renaisance Dr 04%,07. Valley Pike �.� # Martinsburg Pike ! 0%09. Carpers Valley Rd Stephens City � . 10. Tasker Rd / White Oak Rd 11. Renaisance Dr o Frederick County Major Road A / Improvement Projects 2013/2014 thru 2018/2019 j , FREDERICK COUNTY HARDSURFACE ROAD IMPROVEMENT PROJECTS 2013/2014 through 2018/2019 Hardsurface road improvement projects provide impervious resurfacing and reconstruction of non - hardsurfaced secondary roads. Hardsurface improvement projects are prioritized by an objective rating system, which considers average daily traffic volumes; occupied structures; physical road conditions including geometrics, drainage, and accident reports; school bus routing; and the time that project requests have been on the Secondary Road Improvement Plan. U J Z Z w w w w g ° w co z Z °� 2 o o ° who LU 0 co 20 v Pa 2 Q °0 w co � P: W ° 0 as o �° w o ° a $20,000 671 Woodside Road Route 11 0.4 East of 50 0.4 miles ST $144,000 UN /SH Allocated Route 11 Potential Rural Rustic /Funding by Others 676 Warm Springs Road Route 677 0.83 Mi N 310 0.83 miles ST $253,150 04/30/2015 CTB Unpaved Roads Funding 671 Woodside Road Route 669 WV Line 270 0.30 miles ST $91,500 04/28/2018 CTB Unpaved Roads Fundin 661 Wright Road Route 669 WV Line 240 1.84 miles ST $561,200 04/30/2018 CTB Unpaved Roads Fundin 629 Carter Lane Route 631 Route 625 220 1.8 miles BC $549,000 04/30/2019 CTB Unpaved Roads Fundin 692 Pack Horse Road 1.2 Mi NE Route 671 210 1.4 miles GA $427,000 04/30/2020 CTB Unpaved of Rt. 600 1 1 Roads Fundin 629 Laurel Grove Road Route 622 2.5 Mi W of 200 2.5 miles BC $762,000 04/30/2021 CTB Unpaved Rt. 622 1 1 Roads Fundin <. Frederick County Hardsurface Road C Improvement Projects 1. Woodside Rd l �' j �` 2013/2014 thru 2018/2019 * Warm Springs Rd 3. Woodside Rd 22 4. Wright Rd 5. Carters Ln ti 6. Pack Horse Rd ,' 27 , 7. Laurel Grove Rd 37 Winchester S v i W E g 0 2 4 8 Miles FREDERICK COUNTY UNSCHEDULED HARDSURFACE ROAD IMPROVEMENT PROJECTS RATINGS UPDATED 2013/2014 through 2018/2019 U w � wU w Q � y t- Y H a w a�z z WV z w a a ° ~o F- F o W LU 0 w cA a 0 a w y coo o o a� o 1) 709 Ridings Mill Road 1.30 Mi S Route 636 130 1.40 OP Route 735 miles 2) 707 Hollow Road WV Line Route 610 190 1.6 BC /GA 74 Miles 3) 734 North Sleepy 1.27 Mi S W of 2.27 Mi S W of 150 1.0 GA 73 Creek Road Route 522 Route 522 mile 4) 730 Babbs Mountain Route 654 Route 677 130 0.9 GA 72 Road miles 5) 677 Old Baltimore Route 676 Route 672 170 1.2 GA 70 Road miles 6) 607 Heishman Road Route 600 End of State 150 0.78 BC 68 Maintenance miles 7) 695 Middle Fork 2.3 Mi N of WV Line 30 0.9 GA 68 Road Route 522 miles 8) 733 Fletcher Road Route 50 Route 707 150 1.3 GA 67 miles 9) 636 Canterburg Road Route 640 Route 641 170 1.5 OP 66 miles 10) 634 Cougill Road Route 635 Route 11 200 0.25 BC 64 miles 11) 612 Fishel Road Route 600 Route 600 40 1.6 BC 64 miles 12) 638 Clark Road Route 625 Route 759 90 0.8 BC 63 miles 13) 644 East Parkins Mill Route 50 End of State 140 0.81 SH 61 Road Maintenance miles 14) 811 Timberlakes Route 671 End of State 290 0.25 ST 61 Lane Maintenance miles 15) 682 Glaize Orchard Route 608 Route 671 240 1.54 GA 57 Road Miles 16) 636 Huttle Road Route 709 Route 735 140 1.1 OP 53 miles 17) 616 McDonald Road Route 608 Mid- 0.44 Mile N 150 0.45 BC 53 Int. Route 608 miles 18) 696 South Timber Route 522 Route 694 120 1.3 GA 53 Ridge Road miles 19) 685 Light Road Route 600 Route 681 130 1.3 GA 47 Miles 20) 731 Cattail Road Route 608 Route 654 130 1.7 GA 46 Miles 21) 608 Hunting Ridge Route 682 2.41 Miles West 100 2.41 GA 46 Road Of682 Frederick County Unscheduled Hardsurface Road 0%01, Ridings Mill Rd 0%02, Hollow Rd 0%03, North Sleepy Creek Rd 0%04, Babbs Mountain Rd OV44 & # 5, Old Baltimore Rd 4%06, Heishman Rd 0%07, Middle Fork Rd 0%08, Fletcher Rd 0%09, Canterburg Rd 0%010, Cougill Rd 11, Fishel Rd 0%012, Clark Rd 4%013, East Parkins Mill Rd 4%014, Timberlakes Ln ^015, Glaize Orchard Rd 0%016, Huttle Rd 0%017, McDonald Rd 0%018, South Timber Ridge Rd 0%019, Light Rd 4%020, Cattail Rd ~ 1 #4&21, Hunting Ridge Rd Improvement Projects Ratings Updated April 2013 2013/2014 thru 2018/2019 N W E 5 0 2 4 8 Miles HARD SURFACE IMPROVEMENT PROJECT RATING SYSTEM POLICY Adopted by the Frederick County Board of Supervisors on April 25, 2007. The following procedures are intended to delineate the steps necessary for the application of this rating system policy. This policy shall be applied and projects updated and reranked using the most current information available at each update of the Frederick County Secondary Road Improvement Plan if funds are available that will allow projects to be added to the `scheduled' list within that plan. Adherence to these procedures will ensure consistency in the application of this rating system policy for existing and future hard surface road improvement project requests. This policy shall be effective following the adoption of these procedures through a public hearing process held by the Board of Supervisors and shall only be altered through the same process. Information pertaining to the rating system application for each hard surface road improvement project shall be maintained in the Frederick County Planning Department. The Board of Supervisors shall have the authority to revise the Hard Surface Road Improvement Projects section of the Frederick County Secondary Road Improvement Plan subsequent to the application of the rating system to ensure the health, safety, and general welfare of the citizens of Frederick County RATING SYSTEM REVIEW AGENCIES • Candidate projects shall be evaluated by the Frederick County Planning Department, the Frederick County Transportation Committee, and the Virginia Department of Transportation (VDOT). • One rating sheet shall be prepared for each candidate project. • Staff from the Frederick County Planning Department and VDOT shall coordinate to complete a rating sheet for each candidate project and submit the results to the Transportation Committee for review. I • Candidate projects shall be rated utilizing the following information and methodology detailed on the scoring sheet for each category: I Average Daily Traffic Count — utilize the most recent traffic counts for each candidate project provided by the VDOT residency. 2. Occupied Structures — utilize the Frederick County Planning Department addressing database and digital mapping system to determine the total number of occupied structures that have direct access to, or whose only means of ingress and egress from a private road is achieved by each candidate project. 3. Physical Road Conditions/Safety a. Surface Width — obtain surface width data for each candidate project through the VDOT Residency. b. Shoulder Width — obtain shoulder width data for each candidate project through the VDOT Residency. c. Horizontal Curvature — horizontal curvature is determined to be deficient if sight distance around the curve is limited by cut sections or vegetation traveling at normal driving speeds. d. Vertical Curvature — vertical curvature is determined to be deficient if sight distance is significantly reduced or eliminated due to the rise and fall of the road segment traveling at normal driving speeds. e. Drainage — candidate projects shall be determined to have good, fair, or poor drainage utilizing the following guidelines. 2 Good: Pipes are of adequate size and number. Water drains away from the roadway and creates no problem with surface maintenance. Ditches are of adequate size which produce no flooding within the roadway. Fair: Pipes are of adequate size; however, additional pipes may be needed. Water drains away from the roadway with minimal maintenance problems. Drainage ditches are in good condition, require little maintenance, and produce no flooding within the roadway. Poor: Pipes are not adequate in size or number. Ditch lines are inadequate and require extra maintenance water does not drain from the roadway effectively, creating maintenance problems and flooding. f. Accident Data — obtain crash data detailing the number of accidents in the most recent data year available from the VDOT Residency. 4. School Bus Travel — utilize information reflecting current or proposed school bus travel routes for each candidate project provided by the Frederick County Public Schools Transportation Supervisor. 5. Time on Road Plan — utilize information from current and previously approved Frederick County Secondary Road Improvement Plans maintained within the Frederick County Planning Department to determine when candidate projects were incorporated. • Total points are determined for each category element. A cumulative total is obtained for each candidate project utilizing the total points derived from each category element. • If two or more candidate projects have the same cumulative point average, a tie- breaking system will be utilized. First priority will be given to the project that has been on the road plan longer. Following that the individual categories will be used to break the tie in the following order: 1. Accidents, 2. Combined Score of physical road conditions categories (Surface width, shoulder width, horizontal curvature, vertical curvature, drainage), 3. Average Daily Traffic, 4. School Bus Travel, 5. Occupied Structures. • The cumulative point average for each candidate project shall be final. Any citizen request to alter the termini of a current candidate project and subsequent Board action will require a new rating sheet to be completed for the resulting segment(s). The resulting segment(s) will retain the 'time on road plan' date of the previous segment. • The Hard Surface Road Improvement Projects section of the Frederick County Secondary Road Improvement Plan will reflect the candidate projects with the highest cumulative point total that can be incorporated into the VDOT Six-Year Improvement Program based on available funding. This information will be provided to the Frederick County Planning Department by the VDOT Residency. • All remaining candidate projects will be placed on an Unscheduled Hard Surface Improvement Projects list which will be incorporated within the Frederick County Secondary Road Improvement Plan. Candidate projects incorporated into this section of the plan will be ranked from the highest cumulative point total to the lowest cumulative point total. • VDOT will advise the Frederick County Transportation Committee when funding is available for the inclusion of new candidate projects within the Hard Surface Road Improvement Projects section of the Frederick County Secondary Road Improvement Plan. All candidate projects placed on the Unscheduled Hard Surface Improvement Projects list, as well as newly requested candidate projects, will be reviewed by the procedure detailed above to determine current conditions. Appropriate ranking for all candidate projects will be determined at that time and placed accordingly. M NEW PROJECT REQUESTS • New project requests and supporting materials must be received by the Frederick County Planning Department by April I" to be included in the next plan update. • A written request must be provided to the Frederick County Planning Department which describes the location of the candidate project, the origin and terminus of the segment, and a petition signed by at least 51 % of all property owners fronting on the proposed segment. • The Transportation Committee shall recommend new project requests which meet these criteria after determining that the candidate project includes a segment of a state route that has a rational origin and terminus. The Transportation Committee shall have the authority to adjust the project origin and terminus to create a more logical segment at their discretion. Logical termini of projects are evaluated to ensure that a segment is approved that will be the most complete and efficient project from the standpoint of construction and a complete transportation network. PROJECT REMOVAL • Road Improvements projects shall be removed from the plan once VDOT has notified Frederick County that the project has been funded and advertised for bid. • The Board of Supervisors may remove projects from the plan if VDOT has provided notification that right -of -way efforts have been ceased. N F et Route Number: miles: Rural Ro Hard Surfacinq Scorinq Shee Road Name: From: Segment Length: F To: Number of 1/4 Category Criteria Weight Total Points 1) Average Daily Traffic Count 3+ (3 per each 50) NA 2) Occupied Structures (1) 1 -10 (3x1) /number of 1/4 miles (2) 11 -25 (3x2) /number of 1/4 miles (3) 26 -50 (3x3) /number of 1/4 miles (4) 51+ (3x4) /number of 1/4 miles 3) Physical Road Conditions /Safety a) Surface Width (4) 10' -12' 4x4 (3) 12.1'- 14' 4x3 (2) 14.1' - 16' 4x2 (1) 16'+ 4x1 (4) 0' 4x4 b) Shoulder Width (3) 1' 4x3 ( 2 ' 4x2 (1) 3'+ 4x1 c) Horizontal Curvature (1) for each occurance (4 x number of occurances) / number of 1/4 miles d) Vertical Curvature (1) for each occurance (4 x number of occurances) / number of 1/4 miles e) Drainage (1) good 4x1 (2) fair 4x2 (3) poor 4x3 0 Accident Data (1) 1 -5 per year 4x1 (2) 6 -10 per year 4x2 (3) 10+ per year 4x3 1 4) School Bus Travel (1) Yes 5x1 (2) No 5x0 5) Time on Road Plan (1) 0 -5 years 4x0 (2) 5 -10 years 4x2 (3) 11 +years 4x3 GIRAND TOTAL FOR ALL CATEGORIES------------------------------------------------------------------------- -------- ---------- ------- -- - - -- N a lie _ a M r O 04