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HomeMy WebLinkAboutOctober_09_2013_Agenda_PacketCO w AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, OCTOBER 9, 2013 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA Call To Order Invocation Pledge of Allegiance Adoption of Agenda Pursuant to established procedures, the Board should adopt the Agenda for the meeting. Consent Agenda (Tentative Agenda Items for Consent are Tabs: D, E, and L) Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes (See Attached) 1. Regular Meeting, September 9, 2013. County Officials 1. Presentation of Resolution to Sherando High School Baseball Team. 2. Employee of the Month Award. (See Attached) 'Bull D 3. Committee Appointments. (See Attached) ------------------------------------- - - - - -- C AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, OCTOBER 9, 2013 PAGE 2 Committee Reports 1. Parks and Recreation Commission. (See Attached) ------------------------ - - - - -- D 2. Human Resources Committee. (See Attached) ------------------------------ - - - - -- E 3. Finance Committee. (See Attached) -- Public Hearing 111111119 1. Outdoor Festival Permit Request of Joshua R. Nelson — Not Fade Away Festival. Pursuant to the Frederick County Code, Chapter 86, Festivals; Section 86 -3, Permit Required; Application; Issuance or Denial; for an Outdoor Festival Permit. Festival to be Held Thursday, October 24, 2013, from 5:00 P.M. Through Sunday, October 27, 2013, 12:00 Midnight, on the Grounds of The Cove Campground, 980 Cove Road, Gore, Virginia. Property Owned by Alexander W. K. McDowell and McDowell Family, LLC. (See Attached) ----------------------------------------- - - - - -- G 2. Proposed School Bond Financings by the Board of Supervisors of the County of Frederick, Virginia. The Board of Supervisors (the "Board ") of the County of Frederick, Virginia (the "County ") will Hold a Public Hearing in Accordance with Section 15.2 -2606 of the Code of Virginia of 1950, as Amended, on the Issuance of General Obligation School Bonds (the "Bonds ") of the County in an Aggregate Principal Amount Not to Exceed $5,400,000 to Finance Certain Capital Projects for Public School Purposes, Including, but not Limited to, Additions at Various Elementary Schools and the Architectural and Engineering Associated with the Construction of a Replacement Middle School. A Resolution Authorizing the Issuance of the Bonds will be Considered by the Board of Supervisors. (See Attached) ------------------------------------------------------------------------- - - - - -- H Planning Commission Business Public Hearing Rezoning #04 -13 The Overlook, Submitted by Greenway Engineering, Inc., to Rezone 55.46 Acres as Follows: 14.183± Acres from RP (Residential Performance) District to RA (Rural Areas) District; 7.098± Acres from RP (Residential Performance) District to B2 (General Business) District; 10.040± Acres from RA (Rural Areas) District to RP (Residential Performance) AGENDA REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, OCTOBER 9, 2013 PAGE 3 District; and 24.145± Acres to Remain RP (Residential Performance) District with Proffers. The Property is Located on the South Side of Berryville Pike (U.S. Route 7) Near and Adjoining the Valley Mill Road Intersection and are Identified by Property Identification Numbers 55 -A -161, 55- A -165A, 55 -A -166, 55 -A -167, 55-A-1 67A, 55 -A -168, 55-A-1 74A, 55-A-1 74B, 55-A-1 74D, and 55 -A -165 a Portion, in the Red Bud Magisterial District. (See Attached) ------------------------------------------------------------------------- - - - - -- Other Planning Items 1. Resolution of Intent to Submit Revenue Sharing Project Application for Valley Mill Road Work Related to Rezoning #04 -13, The Overlook. (See Attached) ------------------------------------------------------------------------- - - - - -- J 2. Discussion — Proposed Ordinance Amendments — Height Requirements in the EM (Extractive Manufacturing), M1 (Light Industrial), and M2 (Industrial General) Districts. (See Attached) ------------------------------------------------ - - - - -- K 3. Road Resolution — Brookland Manor Subdivision. (See Attached) ------ - - - - -- L Board Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjourn }^-�. FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES REGULAR MEETING September 9, 2013 A Regular Meeting of the Frederick County Board of Supervisors was held on Wednesday, September 9, 2013 at 7:00 P.M., in the Board of Supervisors' Meeting Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Richard C. Shickle; Charles S. DeHaven, Jr.; Christopher E. Collins; Gene E. Fisher; Robert A. Hess; Gary A. Lofton; and Robert W. Wells CALL TO ORDER Chairman Shickle called the meeting to order. INVOCATION Supervisor Fisher delivered the invocation. PLEDGE OF ALLEGIANCE Vice - Chairman DeHaven led the Pledge of Allegiance. ADOPTION OF AGENDA - APPROVED County Administrator John R. Riley, Jr. advised he had no changes to the agenda. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board approved the agenda, as amended, by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CONSENT AGENDA - APPROVED Administrator Riley offered the following items for the Board's consideration under the consent agenda: - Parks and Recreation Commission Report — Tab F; - Public Safety Committee Report — Tab G; - Public Works Committee Report — Tab H; and - Technology Committee Report — Tab I. Upon a motion by Supervisor Lofton, seconded by Supervisor Fisher, the Board approved the consent agenda by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CITIZEN COMMENTS Jay Marts, Gainesboro District, addressed the Board: "Chairman Shickle, Members of the Board, Administrator Riley: I noted the Public Works Committee has outlined a Scope of Workfor County Government Department Space Planning Needs Assessment. This seems to be another `past due" action taken on the "Path to Justification" to have a new County Administration Building constructed. Yet another step that appears to be out ofsequence from the normal development process. I have attempted to do a little "homework" on this subject & found that the Virginia Public Procurement Act and Procurement Best Practices outline the Identification of Need as an important 1 st step. That community requirements should be based on strategic plans where management has outlined organizational needs. For us that should have been accomplished some time back and outlined in the Frederick County Capital Improvements Plan CIP . This latest version for Fiscal Year 2013 -2014 was approved after a Public Hearing on January 23, 2013 by all Supervisors in attendance. This strategic document with a 5 year outlook, a component of the Comprehensive Plan, that consumes time & effort of many of our County employees, Boards & Commissions. It did not identify a requirement for a `new' County Administration Building. I assume this was but one reason that the Planning Commission voted 9 -3 against endorsing a proposed amendment to construct a County Admin /School Board Bldg. Additionally, I do not understand why the Comprehensive Plans & Programs Committee (CPPQ of the Planning Commission was not involved in providing recommendations for a capital facilities project of this nature. I believe that is one of their major governmental functions. We have a process to determine taxpayer funded priorities for Capital Improvements. I would recommend we stick to it. I would also like to remark about Competition in the PPEA Process. If this County Bldg project had been listed in the CIP for a period of time, would more proposals have been submitted? Perhaps. The `Best Practice's' procurement literature indicates that a government entity generally receives the best price if there are a reasonable number of vendors competing for a contract. Best procurement practices also highlights that providing specific versus general requirements results in better price competition. There seemed to be no requirements, specific or general, outlined by the County of a need for a new Administration Building. I am still curious how a group of Real Estate, Construction, Architects, Legal & Financial professionals all came together & decided to submit an unsolicited proposal for a facility that no one had determined that a requirement existed. And further how the County Government has quickly moved to put in place all the bureaucratic requirements,forjustification & possibly eventual approval. I recall the BUSINESS CLIMA TE ASSESSMENT CITIZEN COMMITTEE Report recommended that you streamline some of the processes. Is this the outcome? As a last comment I would add that I am a bit troubled by the closing comments from the Chairman at the last meeting. I was not here to receive them in person, but I have watched the video file a couple of times. I was elated to see all the folks that exercised their right to speak at this public forum & then quite disappointed listening to the closing comments from the Chair. I believe the inference was that citizen groups, perhaps such as the one I have the pleasure to lead, the Northern Shenandoah Valley TEA Party may be fabricating information to increase attendance at our meetings and further we may be inciting masses with no good reason. I have provided input to this governing body many, many times. I am curious as to how many other Supervisors on this Board think that I would falsify information to fill seats at my public meetings ?? Most of you have accepted invitations to speak at our gatherings. Do you believe we would do this ?? Thank you for the opportunity to address the board. " Maury McGrew, Opequon District, advised that he addressed the Board at their last meeting, but he was not representing anyone other than himself. He went on to say that he spoke only about the proposed new county office building and the need for a vote to be taken at that point in the process. He asked why the chairman would suggest that that he would fabricate information and incite the masses. He stated citizens have a right to attend the board's meetings and address the board and offer their opinion to their elected officials. He believed the citizens have a right to expect complete openness of the process. He stated that he did express an opinion about the proposal for the new county office building and its unsolicited nature. He clarified to say that it might not have been part of a formal request for proposals process, but it did not come out of thin air. He concluded by thanking the Board for the opportunity to clarify his comments. BOARD OF SUPERVISORS COMMENTS Chairman Shickle stated "someone once said `if the shoe fits wear it. If the shoe doesn't fit then you don't have to wear it.' So I don't know the defensive reaction to my comments, but if they don't apply you should not take them to heart. If they do apply then I hope you will take them to heart." MINUTES - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Collins, the Board approved the minutes from the August 14, 2013 work session with the Frederick County Sanitation Authority. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye 4 Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye Supervisor Hess noted two typographical errors in the August 14, 2013 regular meeting minutes and asked that the following addition be made to page 37: Supervisor Hess asked "didn't we receive a letter from the school board asking to be included in the building? In fact, the information on inall resented to us was or 'ust a coon o ice building but when the school board learned of it when it became ublic we received a letter f om them asking to be included. " Chairman Shickle responded `;you are correct. " Upon a motion by Supervisor Hess, seconded by Supervisor Lofton, the Board approved the minutes from the August 14, 2013 regular meeting, as corrected, by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board approved the minutes from the August 22, 2013 outside agency presentations. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 5 COUNTY OFFICIALS AMY BRACEWELL SITE MANAGER, NATIONAL PARK SERVICE TO MAKE HER INTRODUCTION TO THE BOARD OF SUPERVISORS AND PROVIDE UPDATE Amy Bracewell, Site Manager for the National Park Service, introduced herself to the Board. She advised that she came on board in March of 2013 and has since been joined by the new superintendent Jim Northrop. She provided the Board with a brief update on various projects: - Working with VDOT regarding signage on Interstate 81 at Exits 298 and 302. - Opened a visitors' contact station'in Middletown in April. - Held a ribbon cutting in May for the contact station. - Working with partners on the Civil War Sesquicentennial at Cedar Creek. She concluded by saying they were working on several other projects with their park partners. EMPLOYEE OF THE MONTH AWARD — APPROVED STEPHEN A. MOORE Upon a motion by Supervisor Wells, seconded by Supervisor Fisher, the Board approved Stephen A. Moore as Employee of the Month for September 2013. WHEREAS, the Frederick County Board of Supervisors recognizes that the County's employees are a most important resource; and WHEREAS, on September 9, 1992, the Board of Supervisors approved a resolution which established the Employee of the Month award and candidates for the award may be nominated by any County employee; and WHEREAS, Stephen A. Moore who serves the Frederick County Sheriff s Office was nominated for Employee of the Month; and WHEREAS, Stephen A. Moore is being awarded for his loyalty and commitment to his position as Deputy Sheriff. On June 18, 2013, Deputy Moore observed smoke coming from a building at 300 North Kent Street. He immediately responded and checked to make sure all residents were out of the building. He located a mother and four children. Deputy Moore was then notified that a fifth child was still in the residence. When the mother ran back into the burning home to find the fifth child, Deputy Moore went in after her and then brought her back C1 out when he noticed burns on her arms. He then went back in again with Winchester Police Officers to continue to search for the child, but they were forced out of the building when fire and smoke fully engulfed the residence. Deputy Moore acted with courage, selflessness, and determination. Deputy Moore is to be commended for his initiative and dedication. NOW, THEREFORE, BE IT RESOLVED by the Frederick County Board of Supervisors this 9 th day of September, 2013 that Stephen A. Moore is hereby recognized as the Frederick County Employee of the Month for September 2013; and BE IT FURTHER RESOLVED that the Board of Supervisors extends its gratitude to the Stephen A. Moore for his outstanding performance and dedicated service and wishes him continued success in future endeavors; and BE IT FURTHER RESOLVED that Stephen A. Moore is hereby entitled to all of the rights and privileges associated with this award. Adopted September 9, 2013. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye COMMITTEE APPOINTMENTS REAPPOINTMENT OF DAVID W. GANSE TO THE BOARD OF BUILDING APPEALS - APPROVED Upon a motion by Supervisor Fisher, seconded by Vice- Chainnan DeHaven, the Board reappointed David W. Ganse to the Board of Building Appeals. This is a five year appointment. Term expires November 10, 2018. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye APPOINTMENT OF CAROLE FOX AND REAPPOINTMENT OF LARRY SULLIVAN AS COUNTY REPRESENTATIVES TO THE HANDLEY REGIONAL LIBRARY BOARD - APPROVED Upon a motion by Supervisor Lofton, seconded by Supervisor Fisher, the Board appointed Carole Fox and reappointed Larry Sullivan as county representatives to the Handley Regional Library Board. These are four year appointments. Terms expire November 30, 2017. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REAPPOINTMENT OF JUNE M. WILMOT AS MEMBER -AT -LARGE TO THE PLANNING COMMISSION - APPROVED Upon a motion by Chairman Shickle, seconded by Supervisor Collins, the Board reappointed June M. Wilmot as Member -At -Large to the Planning Commission. This is a four year appointment. Term expires November 14, 2017. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REAPPOINTMENT OF HUGH B. VAN METER TO THE SHAWNEELAND SANITARY DISTRICT ADVISORY COMMITTEE - APPROVED Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board reappointed Hugh B. Van Meter to the Shawneeland Sanitary District Advisory Committee. This is a two year appointment. Term expires November 9, 2015. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REQUEST FROM FREDERICK COUNTY SCHOOLS TO SCHEDULE PUBLIC HEARING DATE TO PARTICIPATE IN THE FALL 2013 VIRGINIA PUBLIC SCHOOL AUTHORITY (VPSA) BOND SALE — AUTHORIZED PUBLIC HEARING Administrator Riley advised this was a request from the School Board for the Board of Supervisors to approve the County's participation in the Fall 2013 VPSA bond sale. It was requested that the required public hearing be held on October 9, 2013. Administrator Riley noted the proceeds from the bonds sale would satisfy the projected cash needs for the construction of the elementary schools additions and for architectural and engineering services for the replacement middle school. The amount of the bond application is $5,400.000. Upon a motion by Supervisor Collins, seconded by Supervisor Wells, the Board scheduled the public hearing for October 9, 2013. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 9 REQUEST FROM COMMISSIONER OF THE REVENUE FOR REFUNDS - APPROVVIn Administrator Riley advised this was a request from the Commissioner of the Revenue to authorize the Treasurer to refund Firstmerit Equipment Finance the amount of $2,605.15 for amounts resulting from duplicate reporting and subsequent overpayment of personal property taxes on business leased assets for the first and second halves of 2013. Both the leasing company and the finance company reported the same assets by reports filed under different names on different dates. Upon a motion by Supervisor Hess, seconded by Supervisor Collins, the Board approved the above refund request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye Administrator Riley advised this was a request from the Commissioner of the Revenue to authorize the Treasurer to refund Probuild East LLC $2,742.44 for amounts relating to vehicles sold or moved out of state for 2012 and first half of 2013. Upon a motion by Supervisor Hess, seconded by Supervisor Collins, the Board approved the above refund request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 10 COMMITTEE REPORTS PARKS AND RECREATION COMMISSION — APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on August 13, 2013. Members present were: Ronald Madagan, Charles Sandy, Jr., Kevin Anderson, Patrick Anderson, and Gary Longerbeam. Members absent were: Marty Cybulski, Greg Brondos, Jr., and Christopher Collins. Items Re uirin Board of Super—visors Action 1. None Submitted for Board Information On1v: Mission/Vision Statement — Mr. Kevin Anderson moved to adopt the Department Mission/Vision statement as submitted, second by Mr. Madagan, motion carried unanimously (5 -0). Please find attached a copy of our MissionNision Statement. 2. Co- Sponsor Policy— Mr. Sandy moved to postpone the adoption of the co- sponsor policy until next month's meeting, second by Mr. Madagan, motion carried unanimously (5 -0). PUBLIC SAFETY COMMITTEE — APPROVED UNDER CONSENT AGENDA A meeting of the Public Safety Committee was held on Monday August 19, 2013 at 8 :30 a.m. at the Frederick County Public Safety Building, 1080 Coverstone Drive, Winchester, VA. Committee members present were: Committee Chairman Gary Lofton, Ron Wilkins, Chuck Torpy, Chris Collins and Michael Lindsay. Member Gene Fisher was absent. Also in attendance were County Administrator John Riley, Public Safety Communications Director LeeAnna Pyles, Fire & Rescue Chief Denny Linaburg, Deputy Fire Chief Larry Oliver, County Attorney Rod Williams, Human Resources Director Paula Nofsinger, Sheriff Robert Williamson and Fire & Rescue Association President Tim Price. The following items were discussed: ** *Items Not Requiring Action * ** 1. Discussion of Evidence Tech position Sheriff Williamson was recently notified that the department's current fulltime Evidence Tech is going to retire next year. This position is responsible for transporting and logging all evidence received by the Sheriff s Department. The Department needs to hire a person to begin training in this position so the transition will be smooth. The position would be a temporary part-time position until the current employee retires then it would become a full -time position. Sheriff Williamson asked the Public Safety Committee for authorization to move forward to the HR Committee to request for the additional position on a temporary basis. I The Committee unanimously referred the above request to the Human Resource Committee for consideration. 2. Star Tannery request for staffing LAttachment A) Chief Linaburg received a letter from Star Tannery (Co. 17) requesting of additional staffing. Star Tannery is the last company in the County that does not have daytime career staffing. They are a dual dispatch company with Middletown and North Mountain and also share runs with Shenandoah County as there is an overlap in the coverage area. The Committee asked Chief Linaburg for additional information including. copies of first due maps, number of calls run, and any supporting documents that would illustrate the need for daytime staffing. The Committee generally supported this request, but postponed action until additional information is received. This item will be discussed at the next PSC meeting. 3. Proposal to change Fire and EMS reporting program Attachments B -G The Fire & Rescue department currently utilizes Firehouse software to input reports for EMS and fire calls. This software has become increasingly difficult to use, manage reports, and staff has experienced tremendous technical difficulties with keeping the software updated and functional. There is an increased level of frustration with the current software. The department believes it would be better off with a new system. Chief Linaburg has worked with the IT department in an effort to try to resolve these issues, but both parties have come to the conclusion that the FireHouse software is unreliable and a new vendor is needed for this service. ImageTrend is a newer updated software program currently used by the.State. ImageTrend would be the host server, meaning they would run the software and maintain the server. The EMS portion of this software is free with the signed contract and the other portions would be financed accordingly. With this new software, reports can be inputted in a timely fashion and with more user friendly functionality for the end user. Chief Linaburg mentioned that the department has been working on a grant to purchase hand held units (e.g. iPads) so companies can make reports in real time with ImageTrend. There are no problems with integration of the software with the 911 center, hospitals, or any of the other fire companies. It was noted there would be no interruption in the Fee for Service program. The Public Safety Committee recommended this issue be sent to the IT Committee for review and approval of the new ImageTrend hosted software. 4. Revenue Recovery update (Attachments H -K) Deputy Chief Larry Oliver presented an update on the Revenue Recovery program. A contract has been signed with Premier Accounts Receivable and Anthem. Medicare/Medicaid /Tricare applications have been submitted. It will take approximately 120 days for approval. The EMS billing position has been filled. Deputy Oliver supplied copies of the four primary forms that will be utilized with the Revenue Recovery program. The privacy notice will be handed out to every patient. The verbiage on the form cannot be changed as it is a Federal notice. The second form will be given to every transport which authorizes the County to bill the patient's insurance company. This is also a Federal notice and cannot be changed. The third form is the consent 12 form for Medicare /Aid/Tricare to be billed upon transport. The final form is the only one citizens might see. This form will be used for motor vehicle accidents where the transported person is not a resident of Frederick County and we might not obtain the insurance information up front. The Fire & Rescue office will be scheduling dates for EMS training on all forms. The unofficial launch date for the Revenue Recovery program will be October 1, 2013. A public education program is beginning with the help of the fire companies and staff. The County has a line item appropriated with $800,000 to fuzed the EMS billing position, reimbursement of supplies, and payment to Premier. Premier will provide statistical analysis reports within the first year to gauge if we are on target with goals, potential co -pays, payments received, and protocol of services rendered. Next Meeting: ., Adjourn: The meeting was adjourned at 9:30 a.m. TECHNOLOGY COMMITTEE — APPROVED UNDER CONSENT AGENDA The Board of Supervisors Information Technology Committee met on Wednesday, September 4, 2013 at 8:15 a.m. in the First Floor Conference Room, County Administration Building, 107 N. Kent Street, Winchester, Virginia. Committee members present: Gary Lofton, Chairman, Chuck DeHaven, Bob Wells, Quaiser Absar, and Todd Robertson. Committee members absent: Brian Madagan_ Others present were: Walter Banks, IT Director, Patrick Fly, GIS Manager, Alisa Scott, Administrative Assistant, Denny Linaburg, Fire Chief, and Kris Tierney, Assistant County Administrator. The Board of Supervisors IT Committee welcomed Bob Wells to the Committee. The Committee submits the following: ** *Items Requiring Board Action * ** 1. None ** *Items NOT Requiring Board Action * ** X. Old Business A. Phone Implementation Project Update: Mr. Banks let the committee know that the project was completed on time and with a change order ($3,000) to legacy equipment. Department of Social Services was also successfully added. Mr. Banks thanked the IT staff and commended outstanding performances from quality personnel. IT Department will continually provide staff training on the phone system once a month. 13 B. Broadband Project: Mr. Fly commented that the project is now winding down with the full report due this Friday (September 6, 2013) after many communications with the vendor to ensure the county was issued a specific report. The Broadband Management Team is expected to be briefed at the end of September. It is the County's effort to facilitate Internet providers to increase their footprint in Frederick County and not be a broadband Internet provider. Larger providers such as Comcast are willing to expand. C. Adding satellite offices such as Economic Development Commission and Winchester Regional Airport: The committee discussed the possibility and cost allocation of IT services to agencies for which the county serves as fiscal agent. D. Personnel: Mr. Banks let the committee know about a single position located at the Public Safety Building that was now being shared by all positions within the IT Department. Mr. Linaburg supported the decision for this position to be shared and the committee also agreed that the idea of distributed knowledge would benefit the county. Mr. Linaburg said, "The plan to share this position is the best plan we've had. It gives me a level of comfort that no matter who comes to work at the PSB, they have an overall understanding of the importance of redundancy and IT support. We're firing on all cylinders now." Mr. Banks again recognized the excellent staff work and cooperation from the entire county as adjustments have been made. Mr. Banks is currently looking into the current IT structure to see how the IT Department can more efficiently serve the IT needs of the county staff and community at an overall savings by eliminating that position. Mr. Banks would like to look internally and add a single position of Trainer /Project Manager or Project Coordinator to the IT Department because of the success of the phone project and the ongoing high investments in different technologies and services. E. Fire Reporting Software: Mr. Linaburg brought to the committee a recommendation that Fire & Rescue no longer use their current software for creating and submitting EMS reports, Firehouse. He suggested that, due to the unstable software and the fact that there are no web -based applications, the Committee approve the purchase of software used by Valley Health and the state, Image Trend. Mr. DeHaven asked about the use of mobile devices and Mr. Linaburg responded that the county would be receiving a grant for that purchase. Mr. DeHaven wanted to ensure that the agreement also included services the state was providing at no additional cost to the county. Also, Mr. DeHaven asked about training and Mr. Banks responded that this project would be a hybrid project where IT would be able to 14 provide some training to end users as well. It was confirmed to the committee that the service fee was slightly higher (4 %) than normal. Security concerns were also brought up to the committee. Mr. Banks and Mr. Linaburg assured the committee that through standard networking permissions and the security already enabled on the software that unauthorized use would not exist. It was determined that the committee would recommend the software purchase to the Finance Committee in order to stay consistent that all funding requests are moved to the Finance Committee. Mr. DeHaven moved that the Frederick County IT Committee recommend the purchase of EMS reporting software for Fire & Rescue and forward the recommendation to the Finance Committee. Mr. Wells seconded the motion and the motion was approved. F. Comments /Questions Meeting adjourned. The next meeting will be Wednesday, October 2, 2013. We will confirm one week prior. PUBLIC WORKS COMMITTEE — APPROVED UNDER CONSENT AGENDA The Public Works Committee met on Tuesday, August 20, 2013 at 8:00 a.m. All members were present except for Jim Wilson. The following items were discussed: ** *Items Requiring Action * ** 1. Review of PPEA Proposal for New County Office Building Prior to convening into a closed session to discuss the PPEA submittal from the Frederick County Center LLC, Mr. Dave Ganse recused himself from further involvement in this topic because of a possible conflict of interest. The committee then convened into closed session in accordance with the appropriate sections of the Virginia State Code §2.2 -3711. After reconvening from the closed session, the committee members unanimously certified that only the items related to the confidential nature of the PPEA proposal were discussed. At that point, the committee unanimously recommended that County Administrator, John R. Riley, Jr., be authorized to award a contract to OWPR to perform a needs assessment study for the county government staff, as well as the school administration. OWPR currently has an open -ended contract with the Frederick County School Board to perform architectural /engineering services. A copy of their proposal to perform the needs assessment study is attached. (Attachment 1) FINANCE COMMITTEE - APPROVED The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on Thursday, August 22, 2013 at 8:00 a.m. There were meetings with the outside agencies 15 following the Finance Committee meeting, beginning at 9:15 a.m. in the Board of Supervisors meeting room. Member Ron Hottle was absent. The agenda was amended to add item 14. Items 3, 5, 6, 7, 8, 9, and 11 were approved under consent agenda. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Fisher, the Board approved the consent agenda by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 1. The Department of Social Services requests an FY 2014 General Fund supplemental appropriation in the amount of $50,000 This amount represents a carry forward of FY 2013 funds for Strengthening Families Innovators for Success Council Project ($10,000 State funds) and a new phone system ($40,000 local funds). See attached memo, p. 6. The committee recommends approval. - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board approved the above request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 2. The Winchester Regional Airport requests an FY2014 Airport Capital Fund supplemental annroDriation in the amount of $4,437,906 and a Fund 10 supplemental appropriation in the amount of $499,004. These amounts represent the Airport Capital budget appropriation and the general fund share. The Airport Capital Fund request will require a public hearing. See attached information, p. 7 -17. The committee recommends advertising for public hearing and approval of the Fund 10 supplemental appropriation. - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board approved the above request by the following recorded vote: 16 Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 3. The Parks and Recreation Director requests an FY 2014 General Fund supplemental appropriation in the amount of $25,000 This amount represents a donation from Old Woolen Mill LLC received in FY 2013 for the construction of a maintenance storage building at Clearbrook Park. See attached memo, p. 18. — APPROVED UNDER CONSENT AGENDA. 4. The Public Works Director requests an FY 2014 General Fund supplemental appropriation in the amount of $99,061 and a Landfill Fund supplemental aDDrobriation in the amount of $1,178,000 These amounts represent carry forwards of unspent FY 2013 funds. This request has been endorsed by the Public Works Committee. See attached information, p. 19 -21. The committee recommends approval. — APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Fisher, the Board approved the above request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 5. The Sheriff requests an FY 2014 General Fund supplementalqppropriation in the amounts of $78,614 and $25,000 These amounts represent Internet Crimes Against Children (ICAC) grants awarded by the Department of Criminal Justice (DCJS) and the Department of State Police. No local funds required. See attached information, p. 22 -31. — APPROVED UNDER CONSENT AGENDA 6. The Sheriff requests an FY 2013 General Fund supplemental appropriation in the amount of $775. This amount represents DARE donations received. See attached memos, p. 32- 34. — APPROVED UNDER CONSENT AGENDA 7. The Sheriff requests an FY 2013 General Fund supplemental appropriation in the amount of $5,423.95. This amount represents reimbursements for prisoner extraditions. See attached memos, p. 35 -36. — APPROVED UNDER CONSENT AGENDA 17 8. The Fire & Rescue Chief requests an FY 2014 General Fund su lemental qppropriation in the amount of $7,008.40. This amount represents unspent VDEM grant fiends received in FY 2013. See attached memo, p. 37. — APPROVED UNDER CONSENT AGENDA 9. The Fire & Rescue Chief requests an FY 2013 and an FY 2014 General Fund su lemental a ro riation in the amount of $4,428.99. This amount represents reimbursement for damaged fire gear received in FY 2013 and carried forward for FY 2014. See attached memo, p. 38. — APPROVED UNDER CONSENT AGENDA 10. The Fire & Rescue Chief requests an FY 2014 General Fund supplemental appropriation in the amount of $850,000. This amount represents a budget for the EMS Revenue Recovery Program for six months. See attached memo, p. 39 -41. The committee recommends approval. - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Wells, the Board approved the above request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 11. The Public Safety Communications Director requests an FY 2014 General Fund supplemental appropriation in the amount of $2,000 This amount represents a grant received from the Virginia E -911 Wireless Education Program. See attached memo, p. 42 -43. — APPROVED UNDER CONSENT AGENDA. 12. The Public Safety Communications Director requests an FY 2014 General Fund supplemental appropriation in the amount of $200,000 of which $50,000 represents a carry forward of unspent FY 2013 funds and $150,000 represents a grant received from the Virginia # -911 Services Board. Funds will be used for the down payment on a new upgraded 9 -1 -1 phone system. See attached information, p. 44 -50. The committee recommends approval. - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board approved the above request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye 18 Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 13. The Finance /Audit Committee charter adopted by the Board of Supervisors requires an annual review and reassessment. See attached charter, p. 51 -52. The committee recommends reducing the number of Board of Supervisor representatives from four to three. - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board approved the above request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 14. The County Administrator requests a General Fund supplemental appropriation in the amount of $377,396.00 This amount represents funds reserved in the general fund that will need to be appropriated and transferred to the Development Project Fund for various road projects. Also requested is a Development Project Fund Supplemental Appropriation in the amount of $470 This amount represents the transfer from the General Fund in the amount of $377,396.00 and funds reserved in the project fund in the amount of $933,337.50. The committee recommends approval. - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Fisher, the Board approved the above request by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 15. The Committee received presentations from requested outside agencies. There was a consensus to maintain FY 2014 budgets at current levels. Further discussions on the FY 2015 funding will continue during upcoming budget discussions. See attached, p. 54 -68. INFORMATION ONLY 19 The Finance Director provides a Fund 10 Transfer Report for FY 2013. See attached, p. 69 -72. 2. The Finance Director provides a Fund 10 Transfer Report for FY 2014. See attached, p. 73. 3. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement for Excellence in Financial Reporting for the June 30, 2012 Comprehensive Annual Financial Report (CAFR). This is the 27 consecutive year that Frederick County has received this achievement. See attached, p. 74 -75. 4. The Government Finance Officers Association (GFOA) has awarded the County the Award for Outstanding Achievement in Popular Annual Financial Reporting for the June 30, 2012 Popular Annual Financial Report (PAFR). This is the 6th consecutive year that Frederick County has received this award. See attached, p. 76 -77. TRANSPORTATION COMMITTEE - APPROVED The Transportation Committee met on August 26, 2013 at 8:30 a.m. Members Present Chuck DeHaven (voting) Gene Fisher (voting) James Racey (voting) Lewis Boyer (liaison Stephens City) Members Absent Mark Davis (liaison Middletown) Christopher Collins (voting) Bryon Grigsby (voting) Gary Oates (liaison PC) ** *Items Requiring Action * ** 1. Rail Access Grant Request - APPROVED Staff presented the information on the following pages regarding the request by Miller Milling for a Board resolution of support as they seek rail access funds for an expansion of their facilities. The following pages contain the request and project description as well as a draft resolution of Board support. Motion by Mr. Racey and seconded by Mr. Fisher to recommend support. Motion passed unanimously. Upon a motion by Vice- Chairman DeHaven, seconded by Supervisor Fisher, the Board adopted the resolution of support by the Frederick County Board of Supervisors of the Utilization of Industrial Access Railroad Track Funds. 20 WHEREAS, Miller Milling has expressed its intent and desire to the Board of Supervisors to locate its commercial, business, or industrial operations in Frederick County; and WHEREAS, Miller Milling and its operation will require rail access; and WHEREAS, the Officials of Miller Milling have reported to Frederick County their intent to apply for Industrial Access Railroad Track Funds from the Commonwealth of Virginia's Department of Rail and Public Transportation in the amount of $450,000; and WHEREAS, Miller Milling has requested that the Board of Supervisors provide a Resolution supporting its application for said funds which are administered by the Virginia Department of Rail and Public Transportation. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Frederick County, Virginia, hereby endorses and supports the application of Miller Milling for $450,000 in Industrial Access Railroad Track Funds; and BE IT FURTHER RESOLVED, that the Board of Supervisors hereby makes known its desire and intent to assist the Commonwealth Transportation Board in providing the maximum financial assistance to Miller Milling for the purpose of locating its business, commercial, or industrial facility in Frederick County. ADOPTED this 9 t11 day of September, 2013. The resolution was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye ** *Items Not Requiring Action * ** 2. Through Truck Restriction Consideration for Routes 600 and 608 Supervisor Lofton is in receipt of a request for consideration of a Truck Restriction for Routes 600 and 608 between Route 50 and Route 55. The citizen that contacted Mr. Lofton was concerned that the number of trucks has grown significantly on these roadways, particularly since the opening of Corridor H in West Virginia, 21 Staff provided a number of items for the committee to review as they considered this request. Those items included traffic counts with truck percentages from 2001 and 2011, maps of potential alternative routes, and VDOT guidelines for truck restriction requests. Staff noted that while overall traffic volumes had increased, truck percentages had not increased during that time. In addition, potential alternative routes were significant and likely to negatively impact facilities with similar characteristics as those proposed for restriction. Finally staff noted that a key consideration when VDOT determines whether to accept a truck restriction request is that they consider length of alternative routes as a key portion of the decision making process. Mr. Fisher noted that for vehicles trying to travel between Route 50 and Route 55, using the routes proposed for restriction didn't make a lot of sense. Route 259 would be a much better route. Mr. Fisher and Mr. Racey also noted that additional data would be useful such as origin and destination data for trucks utilizing Route 600 and 608. Mr. DeHaven noted that such data was not currently available and would be costly to gather. By consensus, the committee did not forward a recommendation that the Board of Supervisors request a truck restriction for Route 600 and 608. 3. Children at Play Signage Recently, the County has received a number of requests for Children at Play signs in some of our residential areas. In 2012, VDOT updated their program for these signs to make them the responsibility of localities. In researching the issue in order to determine how to move forward with requests for these signs, what we found was that in many areas where localities are responsible for sign placement these signs are not allowed. Reasons given for not using these signs are many but the most compelling reasons are as follows: The Federal Highway Administration not only discourages use of these signs, but has completely removed them from the Manual of Uniform Traffic Control Devices, which is the guidebook for sign format and use throughout the country. 2. Studies have shown these types of signs to be ineffective. 3. Placement of these signs by a locality or state agency can be interpreted as encouragement or acknowledgment that playing in the street is an acceptable activity. This has led to liability concerns. d. Inaccurate impression that areas without these signs may not have "children at play ". It is staff s recommendation that the Committee not consider requests for these signs. 22 The Committee discussed the items outlined above and the attached materials and by consensus endorsed staff's recommendation. 4. Aylor Road Alternatives Following the public meeting held in the area and meetings with local residents, VDOT officials have made revisions to the chosen path for the Aylor Road realignment. Staff has attached the previous and the new recommendation for alignment. The Committee reviewed the attached alternatives and found no issues with the proposed revisions. 5. Revenue Sharing Design Funds Public Works and Planning staffs have recently completed interviews with on -call contractors for road design work in the County. The chosen contractor will be qualified and eligible to begin design work on the Russell 150 roads and bridge and the Tevis Street connection. Staff is seeking a recommendation to the Board of Supervisors on the use of the $470,733.50 in transportation reserve funds toward design on the Russell 150 roads and bridge and Tevis Street connection. This will allow design to move ahead as planned and prepare us for use of construction dollars awarded by VDOT over the past two fiscal years. Motion by Mr. Fisher and seconded by Mr. Racey to recommend approval for use of these funds toward design of revenue sharing projects. Motion passed unanimously. Note: This is an action item on the Finance Committee report which is why it is not an action item here. PUBLIC HEARING OUTDOOR FESTIVAL PERMIT REQUEST OF CEDAR CREEK BATTLEFIELD FOUNDATION -- REENACTMENT OF THE BATTLE OF CEDAR CREEK. PURSUANT TO THE FREDERICK COUNTY CODE, CHAPTER 86, FESTIVALS; SECTION 86 -3, PERMIT REQUIRED; APPLICATION• ISSUANCE OR DENIAL FOR AN OUTDOOR FESTIVAL PERMIT. FESTIVALS TO BE HELD ON SATURDAY OCTOBER 19, 2013 FROM 10:00 A.M. TO 5:30 P.M., AND SUNDAY, OCTOBER 20, 2013, FROM 10:00 A.M. TO 4:00 P.M. TO BE HELD ON THE GROUNDS OF CEDAR CREEK BATTLEFIELD 8437 VALLEY PIKE MIDDLETOWN VIRGINIA 22645, PROPERTY OWNED BY CEDAR CREEK BATTLEFIELD FOUNDATION. - APPROVED 23 Administrator Riley advised this was a request for an outdoor festival permit by the Cedar Creek Battlefield Foundation for the Reenactment of the Battle of Cedar Creek. The festival will be held on Saturday, October 19, 2013 from 10:00 A.M. to 5:30 P.M. and Sunday, October 20, 2013 from 10:00 A.M. to 4:00 P.M. to be held on the grounds of Cedar Creek Battlefield, property owned by the Cedar Creek Battlefield Foundation. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Lofton, seconded by Supervisor Wells, the Board approved the outdoor festival permit for Cedar Creek Battlefield Foundation. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye AMENDMENT TO THE 2013 -2014 FISCAL YEAR BUDGET — PURSUANT TO SECTION 15.2 -2507 OF THE CODE OF VIRGINIA, 295Q,-AS AMENDED, THE BOARD OF SUPERVISORS WILL HOLD A PUBLIC HEARING TO AMEND THE FISCAL YEAR 2013 -2014 BUDGET TO REFLECT: AIRPORT CAPITAL FUND SUPPLEMENTAL APPROPRIATION IN THE AMOUNT OF $4,437,906. THIS AMOUNT REPRESENTS THE NEW PROJECTS AND BALANCES FOR PROJECTS IN PROGRESS FOR FISCAL YEAR 2013 -2014 AT THE WINCHESTER REGIONAL AIRPORT, - APPROVED Administrator Riley advised this was a resolution to amend the FY 2013 -2014 Fiscal Year Budget to reflect an Airport Capital Fund supplemental appropriation in the amount of $4,437,906. This amount represents the new projects and balances for projects in progress for Fiscal Year 2013 -2014 at the Winchester Regional Airport. 24 Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Fisher, seconded by Vice - Chairman DeHaven, the Board approved the resolution amending the Fiscal Year 2013 -2014 Budget Amendment. WHEREAS, Pursuant to Section 15.2 -2507 of the Code of Virginia, 1950, as Amended, the Frederick County Board of Supervisors, meeting in regular session and public hearing held on September 9, 2013, took the following action: NOW, THEREFORE, BE IT RESOLVED, by the Board of Supervisors that the FY 2013 -2014 Budget be Amended to Reflect: Airport Capital Fund Supplemental Appropriation in the Amount of $4,437,906 This Amount Represents the New Projects and Balances for Projects in Progress for Fiscal Year 2013 — 2014 at the Winchester Regional Airport. The above motion was approved by the following resolution: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye PLANNING COMMISSION BUSINESS CONDITIONAL USE PERMIT #03 -13 OF VERIZON WIRELESS AND BERTHA MCILWE_E_ TRUST, SUBMITTED BY DONOHUE & STEARNS, PLC, FOR A 195 FOOT TOWER AND EQUIPMENT SHELTER. THE P , „. , ROPERTY IS LOCATED AT 2250 BACK MOUNTAIN ROAD ROUTE 600 AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 49 -A -28 IN THE BACK CREEK MAGISTERIAL DISTRICT. POSTPONED FROM BOARD MEETING OF AUGUST 14 2013 . -- APPROVED WITH ADDED CONDITIONS Zoning Administrator Mark Cheran appeared before the Board regarding this item. He stated the Board postponed action on this conditional use permit application at its August 14, 2013 meeting. He noted there were several questions and concerns regarding the proposed 25 lighting of the tower and the applicant had not talked to the Sanitary District Advisory Committee regarding access. Since that meeting, the applicant has met with the advisory committee and they have worked through the issues and are in a position to move the project forward. He concluded by saying, if the Board felt it appropriate, staff could add conditions to the permit. Stephanie Petway, Verizon Wireless, addressed the Board on behalf of the applicant. She advised that Verizon had met with the Shawneeland Sanitary District Advisory Committee and discussed the access issue. They looked at the site again and it can be accessed off of Back Mountain Road thereby avoiding any sanitary district roads during construction. She went on to say Verizon has agreed to pay the yearly assessment in order to have site access from the sanitary district roads for tower maintenance. She noted Verizon would have to make a small curb cut of 12 to 15 feet. She concluded by saying Verizon would pay for and repair any damages. Supervisor Hess cited condition number 2 and asked if the reference to other local providers would also include Internet service providers. Miss Petway responded yes. She went on to say this particular pole would allow two other providers to co- locate on the pole. Supervisor Lofton thanked the applicant and staff for meeting with the Shawneeland Sanitary District Advisory Committee. He advised the committee was comfortable with the details that have been worked out. He went on to say there was a need to add two more conditions to this particular conditional use permit. The first condition was that Verizon would be listed as a lot owner in the district so they could pay the $500 annual fee for road 26 maintenance. The second condition would be for any other providers co- locating on the tower to be listed as lot owners. Miss Petway stated Verizon did not have a problem with the added conditions. She went on to say the applicant would be agreeable to leasing space to any provider and not just cellular providers. She concluded by saying construction access by any other providers would be via Back Mountain Road. Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board approved Conditional Use Permit #03 -13 with the additional conditions. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye DISCUSSION — PROPOSED ORDINANCE AMENDMENTS -- HEIGHT REQUIREMENTS IN THE EM ESTRACTIVE MANUFACTURING MI ................. (LIGHT INDUSTRIAL), AND M2 (INDUSTRIAL GENERAL) DISTRICTS, AUTOMATED FACILITY HEIGHTS AND CONDITIONAL USE PERMIT REQUIREMENTS. — NOT SENT FORWARD FOR PUBLIC HEARING Senior Planner Candice Perkins appeared before the Board regarding this item. She advised staff received a request to increase the maximum height in the EM, M1, and M2 Districts. Currently the EM District height limit is 60 feet by right. The proposed amendment would allow an unmanned structure of 200 feet with a conditional use permit. The increase height would require additional setbacks. The height limit in the M1 and M2 Districts is 60 feet by right. The proposed amendment would allow an unmanned structure of 150 feet with a conditional use permit. The increased height would require additional setbacks. She went on to 27 say there were supplementary use regulations added to the ordinance. She concluded by saying staff was seeking the Board's guidance regarding public hearing. Supervisor Hess asked if there were any concerns expressed by Fire and Rescue. Senior Planner Perkins responded by saying a copy of the ordinance was sent to Fire and Rescue, but staff had not received a response. Supervisor Lofton asked if there were any structures in the county, which were 200 feet tall. Senior Planner Perkins responded no. She noted there were structures at HP Hood, which were 100 feet tall. Supervisor Fisher stated he thought the proposal should go back and start over in the process. He did not like associating conditional use permits with permanent structures because they are expensive to build and tear down. Senior Planner Perkins advised the Planning Commission had the same concern. She went on to say staff tried to address the concerns raised. Attempts were made to modify to make sure the conditional use permit was not revoked unless the violations were specific violations to the conditional use permit. Vice - Chairman DeHaven supported Supervisor Fisher's comments to have continuing discussions. Supervisor Fisher stated he did not think this should be a conditional use permit and he was having trouble agreeing to a conditional use permit for this type of use. Vice- Chairman DeHaven stated there was enough concern that the committee and the Planning Commission should try to seek a middle ground. 28 Senior Planner Perkins stated the board could proceed with the height as a by -right use and if the Board was uncomfortable with the height then staff would need to revisit it. Vice - Chairman DeHaven stated there may be other structures besides silos that the Board should look at. Supervisor Hess asked if some of the changes being considered might take the Board out of the process. Senior Planner Perkins responded if the use was made by -right it would not require Board approval. Upon a motion by Supervisor Fisher, seconded by Supervisor Collins, the Board voted not to send this item forward for public hearing. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye DISCUSSION — PROPOSED ORDINANCE AMENDMENTS — TDR TRANSFER OF DEVELOPMENT RIGHTS REVISIONS. — SENT FORWARD FOR PUBLIC NF. A R INC- Senior Planner Perkins appeared before the Board regarding this item. She advised this was a proposed ordinance to amend the Transfer of Development Rights Ordinance. She noted the following changes: 1. Changes to the TDR density table. 2. Contiguous sending properties. 3. Density conversion rate. 29 She noted the proposed changes were based on the Development Impact Model and they had been reviewed by the Development Review and Regulations Committee and the Planning Commission. Chairman Shickle stated he had never considered there were RA (Rural Areas) properties in the Urban Development Area and he never thought this would be a way to circumvent the rezoning process. Senior Planner Perkins responded that receiving properties must be: located in the Urban Development Area, served by water and sewer, and planned for residential development. She went on to say transfer of development rights is only viable for RA properties as in -fill development. Vice - Chairman DeHaven stated the program was not originally sold that way, but that is what the ordinance says. He went on to say he thought it was a viable incentive for people to use the TDR program to keep development in areas already served by county services. Upon a motion by Supervisor Collins, seconded by Vice - Chairman DeHaven, the Board approved the resolution directing the Planning Commission to hold a public hearing regarding Chapter 165, Zoning, Article III — Transfer of Development Rights (TDR) Program, Part 302 — Sending and Receiving Properties, §165- 302.01 Sending Properties; §165- 302.02 Receiving Properties, § 165- 302.03 Calculation of Development Rights. WHEREAS, the Frederick County Planning Department has drafted three proposed revisions to the Transfer of Development Rights (TDR) Ordinance. The proposed revisions are. (1) updates to the Transfer of Development Rights (TDR) Density Table, (2) an addition that allows the use of contiguous parcels for TDR transfers, and (3) inclusion of a density right conversion that would apply to density rights being applied to receiving properties; and WHEREAS, the Development Review and Regulations Committee (DRRC) reviewed the density revisions of April 25, 2013 and reviewed the allowance for contiguous parcels and the TDR conversion rate on July 25, 2013 and recommended these revisions be forwarded to the Planning Commission and Board of Supervisors; and 30 WHEREAS, the Planning Commission discussed the density revisions on May 15, 2013 and again along with the allowance for contiguous parcels and the TDR conversion rate at their regularly scheduled meeting on August 21, 2013; and WHEREAS, the Board of Supervisors discussed the proposed revisions at their regularly scheduled meeting on September 9, 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 make the proposed revisions to the TDR Ordinance. 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 the proposed revisions to the TDR Ordinance. Passed this 9th day of September, 2013 by the following recorded vote: Richard C. Shickle Nay Charles S. DeHaven, Jr. Aye Christopher E. Collins Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye BOARD LIAISON REPORTS Administrator Riley reported that he delivered the resolution honoring the late George Ludwig to his family and they were very appreciative. CITIZEN COMMENTS Maury McGrew, Opequon District, stated he did not appreciate the Chairman's comments. He stated he was a man of the highest integrity and he would not incite masses or fabricate information. He went on to say he did not appreciate the Chairman intimating that. Jay Marts, Gainesboro District, stated he was not sure he understood the "if the shoe fits wear it comment ". He asked if this was a way of discrediting citizens' comments. He went on to 31 say he did take it a bit personally. He concluded by saying he would like to hear other board members comments regarding the statements about citizen groups fabricating information. Pamela McKinley, Back Creek District, addressed the Board regarding the proposed new county office building. She stated that she understood the current building houses county employees and the sheriff department and several conference rooms within approximately 100,000 square feet. She advised that she had requested a tour of the facility, for her and some others, through Assistant County Administrator Kris Tierney. She went on to say a new phone system had been installed in the current facility at a cost of $400,000. She asked why this new building has become a priority all of the sudden. She went on to ask "aren't there county departments that need access to the court?" She suggested moving the county offices would result in the county having to lease office space in the current building for these departments, at an added expense to the taxpayer. She concluded by asking that taxpayers not be burdened with taxes for 20 years to pay the debt and urged the Board to give additional thought to this. Margaret Hottle, Back Creek District, address the Board regarding the proposed new County office building. She stated that most of the information regarding the costs is being kept proprietary. She stated it had been announced that the cost for the basic building could be $40 million, which is close to $300 per square foot. This proposed cost per square foot is above the average construction cost. She went on to say the $40 million figure does not include costs for architectural and engineering services, legal fees, financing costs, land, site preparation, roads, the bridge, utilities, furniture, phone system, parking lot, etc. She stated the cost would probably exceed that $40 million figure. She concluded by saying the taxpayers would be responsible for the debt payment and the taxpayers do not need this building. BOARD OF SUPERVISORS COMMENTS 32 Supervisor Lofton stated he did not take the Chairman's remarks as accusatory. He noted the Sheriff's Department moved out of the Joint Judicial Center, not the current County office building. He went on to say he thought this discourse was great and this proposal was "nowhere near to being a done deal." Supervisor Fisher stated some of the questions being raised by the citizens are some of the same ones he has. He went on to say that going through this process is helping to get those questions answered. Supervisor Collins stated "I think a better term than misinformation is lack of information." He went on to say there have been a lot of statistics mentioned tonight about how much this project is going to cost. "If that is how much it is going to cost I am not going to be in favor of it. We don't know what the cost is because we don't have everything that is in the pot." He noted the new phone system installed in the current building was portable. He concluded by saying he was a member of the Sheriff s Department and helped them move out of their space in the Joint Judicial Center. Administrator Riley suggested that those interested in touring the building begin with a tour of the school board office, since the proposal being considered is for a consolidated office building. Chairman Shickle stated that going forward he would listen intently to the various speakers and would try to correct any misinformation first personally, but then publicly if the first step did not work. He went on to ask if people decide to tour the County office building that they not say "Chairman Shickle told me to ". He concluded by saying thank you for your attention and he would try to do better. 33 Supervisor Lofton stated there was an information sheet from a young person seeking an appointment to the Handley Regional Library Board. He commended the individual for taking the opportunity to ask to be put on a board and thanked them for their interest. Chairman Shickle took a moment to refer the Board back to Committee Appointments and announced that he had appointed Angela Rudolph, a local CPA, to the Finance Committee. Vice - Chairman DeHaven recognized the Finance Director and staff for receiving an award from the Government Finance Officers' Association for reporting. This is the 27 consecutive year they have received this award. They were also recognized by GFOA for the Popular Annual Financial Report for the sixth consecutive year. He congratulated them for these achievements. ADJOURN UPON A MOTION BY VICE - CHAIRMAN DEHAVEN, SECONDED BY SUPERVISOR COLLINS, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (8.29 P.M.) 34 County of Frederick N!{ Wl MNNIIIINIHNXIIHi1HNH11NNMXNMNNNIHIXppNHNNXHIi MWll111MIHM1IXNNMN{W XWNIINpXNHNp11MX{W HNNH W WNw4ppX11NNWHHiHIpNNi1/ 4NHN11W1{ IpII INIMHNIIIXNNp11UNtIpH11NMNpi1Hp11HNHW11NMi Paula A. Nofsinger Director of Human Resources (540) 665 -5668 FAX: (540) 665 -5669 pnofsing @co.frederick.va.us TO: Board of Supervisors FROM: Lynsey Orndorff, HR Generalist DATE: October, 2013 SUBJECT: Employee Recognition Please find attached, resolution recognizing Jodi Jones with the Frederick County Fire & Rescue Department for Employee of the Month, October. Specialist Jones plans to attend the October 9th Board Meeting to accept her award. Thanks 107 North Kent Street Winchester, VA 22601 -5000 Employee of the Month Resolution Awu to' J L. Jones WHEREAS, the Frederick County Board of SuperNrisois recognizes that the County's employees are a most important resource; and, WHEREAS, on September 9, 1992, the Board of Supeiiisors approved a resolution which established the Employee of the Month award and candidates for the award may be nominated by any County employee, and, WHEREAS, the Board of Snper�riisoi[s selects one employee from those nominated, based on the merits of outstanding performance and productivity positive ,job attitude and other noteworthy contributions to their department and to the County; and, WHEREAS, Jodi L. Jones who serves the Mvdeiick County Fire and Rescue Department was nominated for Employee of the Month; and, WHEREAS, Jodi L Jones is being awarded for her loyalty and corr►mitinerit to the Round Hill Volunteer Fine Company, which is the first clue company to the new Lutheran Home at, Orchard Ridge in Frederick County. Specialist Jones has worked with the staff at Round Hill VFC and Orchard Ridge to establish a pre - incident plan for the large residential complex. She has conducted countless wall- throughs of the facility, gathering information in order to develop a plan with a detailed layout of all of the floors and features- of the building. The documents have been loaded onto Frederick Count, 's Fire Nlanagertrerrt System and will allow fire and rescue workers access to a pre- incident plan while on the scene of an emergent situation. Specialist Jones was able to successfidly complete this task along with her other daily duties and projects. Specialist Jones is to be commended for her initiative and dedication. NOW, ZTH;REFORE BE IT RESOLVED, by the FPredeiick County Board of Siipervisois this 9 day of October, 2013, that Jodi L Jones is hereby recognized as the Frederick County Employee of the Month for October 2013; and, BE IT FURTHER RESOLVED that the Board of Supervisors extends gratitude to .Jodi L Jones for her outstanding performance and dedicated serviep and wishes her continued success in future endeavors; and, BE IT FURTHER RESOLVED, that Jodi L..Jones is hereby entitled to all of the lights and privileges associated with her award. County of Frederick, VA Board of Supervisors Richard C. Shickle, Chairman x I�, I!' i�J�lllllll�ll��l�ll�4 '�' "���;1'4°41�IIIP�M" liii��IIIIIIIhhUN C� ............................ ........... ........... %4? tj ,o c 1 44 U C3 O O� O� O� �° l'a v O d v 0 C7> r S 0 V v L� v � VIII�JII! I�N��II�IIIIIIN��igliiluu }�II�iII�IIIII�VVIVllllll!! illll�ll !�Illlllllllllll�lif�v�,�il C> County of Frederick Employee of the Month Nomination Form Outstanding service can be demonstrated in many ways, but it always involves more than just good job performance. An employee can be outstanding for suggesting improvements that result in greater efficiency, improved service, or cost savings; for leadership in departmental activities, for the department's goals or for the goals of the county as a whole. Outstanding service includes job performance that clearly exceeds requirements. The Board of Supervisors must discount generalities not supported by specific examples of activities which support the nomination. Remember, there is no way to know whether specifics are missing by accident or because they do not exist. If you believe an employee has made an outstanding contribution, give specific examples of what they have done. Nominations are not judged on how well you write. However, they are judged on the facts presented. Employee Name: Jodi Jones Nomination Submitted By: Captain Keith Jenkins Department: Fire & Rescue Nominator' Signature: Keith Jenkins a , A �.�Ft.w, Date: 07/14/2013 Reason for Nomination (please be specific, precise, and definite): Specialist Jodi Jones is a very dedicated and hardworking employee and she has went above the expected work aerformance for the Fire and Rescue Department once again. Specialist Jones is stationed at the Round Hill VFC which s the first due company to the new Lutheran Home at Orchard Ridge in Frederick County. This is a very large esidential facility that is several hundred thousand square foot under roof. These buildings pose many risk and )bstacles to fire and rescue workers. Specialist Jones has worked with the staffed at Round Hill VFC and Lutheran Home at Orchard Ridge to establish a pre - incident plan of the complex. She has conducted countless walk through of the building detailing the buildings layout. She has taken this information and developed a pre - incident plan that has a very detailed lay out of all the floors of the building. The plan identifies all the features of the building and the multiple things that are needed for the response to this facility. Upon completion of this document the Round Hill VFC has conducted multiple training sessions on the facility to relay the information learned. These documents have been loaded onto our Fire Manager System and will allow everyone to see the pre -plan and the incident commanders to access while on scene of a incident at the Lutheran Home. pecialist Jones dedication and hard work will result in more safe and proficient operations at the Lutheran Home for all re and rescue units. She was able to complete this along with many other task as upgrading maps for the fire station nd performing her normal duties. For these reasons I would like for Specialist Jodi Jones be considered for employee f the month for Frederick County. Department: Fire & Rescue HR Section: Received: 0 7/15/2013 Ema!led to HR Committee: A)4_7. Z0 COUNTY of FREDERICK TO: FROM: DATE. Board of Supervisors John R. Riley, Jr., County Administ at r October 3 201 RE: Committee Appointments John R. Riley, Jr. County Administrator 5401665 -5666 Fax 540/667 -0370 E -mail: jriley@Pco.frederick.va.us Listed below are the vacancies /appointments duo. through :December, 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 Extension Lea,dership. Council , Edward J. Keenan - Shawnee District Representative 840 Carpers Valley Road -Winchester, VA 22602 Home: (5.40)667 -4816 Term Expires`. 01/25114 Four year term (Mr. Keenan has resigned.) Parks and Recreation Commission Ron Hodgson - Stonewall District Representative Sportsplex 221 'Commonwealth Court Winchester, VA 22602 Office: (540)868 -2200 Term Expires: 06/23/14 Four year term (Mr. Hodgson has resigned). 107 North Kent Street ® Winchester, Virginia 22601 Memorandum - Board of Supervisors October 3, 2013 Page 2 NOVEMBER 2013 Industrial' Develoement Authorit Jay. C. Meyers - Gainesboro District Representative 162 Upper Ridge Road Winchester, VA` 22603 Home: (540)327 -0744 Term Expires: 11 /18/13 Four year`term Shawneeland Sanita District Adviso Committee William T.' Swimley, lr. 148 Juniper Trail Winchester, VA 226.02 Horne (540)8772114 Term Expires.: 11/09/13 Two` year term DECEMBER`2013 Board af;Eauafization COUNTY of FREDERICK I Parks and Recreation Department 540- 665 -5678 FAX: 540 - 665 -9667 wtuw.fcprd,net 4 ick.va.us frQ�L�� To: John R. Riley, Jr., County Administrator From: Jason L. Robertson, Director, Parks & Recreation Dept. Subject: Parks and Recreation Commission Action ]Date: September 12, 2013 The Parks and Recreation Commission met on September 10, 2013. Members present were: Marty Cybulski, Kevin Anderson, Christopher Collins, Gary Longerbeam, Ronald Madagan, and Charles Sandy, Jr., Members absent were: Patrick Anderson, Greg Brondos, Jr. and vacant appointment from Stonewall District. Items Requiring Board of Supervisors Action 1. The Park and Recreation Commission recommended purchasing two zero turn mowers and a sun "shade for the Sherando Pool Complex with the funds the department is returning from the Fiscal 2013 budget, second by Mr. Kevin Anderson, motion carried unanimously (5 -0). This recommendation will be forwarded to the Finance Committee. Submitted for Board Information G : 1. Cosponsor Policy — Mr. Sandy moved to adopt Cosponsor Policy as submitted, second by Mr. Madagan, motion carried unanimously (5 -0). Please find attached a copy of the approved Cosponsor Policy (500,02). 2. Finance Committee — The Finance Committee recommended adopting the Facility Rental Policy, Vendor Policy and Fiscal 15 Fees and Charges with changes as submitted, second by Mr. Longerbeam, motion carried unanimously (5 -0). Please find attached a copy of the approved Vendor Policy (500.16) and Facility Rental Policy (500.19). You wiII also find enclosed a copy of the approved Fiscal 2015 Fees and Charges. Attachment cc: Martin CybuIski, Chairman Christopher Collins, Board Liaison Cheryl Shiffler, Finance Director 107 North Kent Street Wincl VA 22601 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. POLICE': 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. 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 free practice space, game space, meeting space and criminal background checks for coaches. The amount of free space and background checks vary if the activity or skill level is provided by FCPRD, policies regarding participation, number of participants, percentage of county residents, and amount of space recommended for the activity by FCPRD. These amounts will be based off how FCPRD would provide the sport for the amount of participants provided in the application. This amount will be provided to the organization requesting cosponsor status at least one week prior to the scheduled Frederick County Parks and Recreation Commission meeting when the commission approves organizations and the amount of facility space and services provided. A timeline of the cosponsor calendar is provided in Appendix "A ". Cosponsored groups shall abide by all Departmental rules, regulations, and policies wherever applicable. The Parks and Recreation Commission Chairman will appoint a cosponsor subcommittee to monitor the provision of services and each organization's compliance with the cosponsor policy. The cosponsor subcommittee will recommend organizations to the commission based on the organization's purpose and past performance. FCPRD shall provide the following services where possible under the cosponsored agreement: a. Publicity b. Facilities approved by the Parks and Recreation Commission. 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. FCPRD will provide a monthly statement indicating facility use for practices, games and meetings. This statement will indicate the amount owed FCPRD once the cosponsored organization's use exceeds the free space approved by the Parks and Recreation Commission. The amount owed FCPRD will be due by the date indicated on the statement (typically thirty days). c. FCPRD will provide two opportunities per season for coaches to attend a nationally recognized coaches training program. d. Staff liaison to attend one board meeting each year. Cosponsor groups may request staff attend additional meetings as well as a member of the Cosponsor Sub - Committee of the Parks and Recreation Commission. These requests must be two weeks prior to a scheduled board meeting. e. Cosponsor organization may elect to operate a concession stand per guidelines in Appendix "C ". Appendix "C" lists the organization, facilities, and price. The cosponsor organization must decide by December 31 if they will operate the concession stand for the upcoming year. If the cosponsor organization elects not to operate the concession stand, the concession stand will be put out for competitive bid for the lowest bid. Cosponsor Organizations shall be responsible for: a. Assigning one adult to be responsible for the conduct of participants and spectators at cosponsored events and accepting responsibility for the conduct and behavior of all staff and volunteers working on the group's behalf. Failure to control the conduct of participants or spectators may result in a requirement for the Cosponsor organization to provide security or the potential loss of free space provided by FCPRD. b. Following through with established safety and emergency procedures c. Conducting criminal background checks according to the FCPRD Criminal Background Check Policy (# 500.03) for all coaches and volunteers working directly with the participants and ensuring all coaches are eligible. Submit a list of coaches according to the schedule in Appendix "B ". All requests submitted outside the dates in Appendix "B" will result in a $ 5 processing fee. FCPRD will provide badges for all coaches to wear during cosponsor activities. Failure to conduct criminal background checks per policy ( #500.03) and/or coaches failing to wear badges may result in the discontinuation of cosponsor agreement. This will be determined by the Parks and Recreation Commission at the recommendation of the cosponsor subcommittee. d. Have all volunteers and staff trained in their specific duties and responsibilities according to the national recommended standards of their activity e. Advertise and announce activity so all children may have an opportunity to participate f. Comply with all procedural steps required of cosponsored groups g. Establishing a participant fee offsetting cost to run organization and not requiring participants to participate in fundraisers for additional revenue. The cosponsor organization will be required to provide the participant fee to FCPRD. 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 term. e. Provide the County with a certificate of insurance and an endorsement 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, VA 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 meeting agendas, 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- sponsorship. i. 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 players. j. Provide and meet training standards for all head coaches based on the national affiliation's coaches training standard. k. Provide practice and game schedules to FCPRD by the dates outlined in the seasonal Field Allocation. All facilities set aside for group use will be made available to the general public if schedules are not received two weeks in advance. 1. Notify FCPRD of all practice and game cancellations. Failure to notify FCPRD twelve hours prior to the scheduled activity will result in a fee for the space. 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 more than 24 hours or the next business day after the occurrence or discovery. Written reports on accidents or damage must be completed accurately and sent to FCPRD within 24 hours or the next business day. 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, and up to, loss of cosponsor status. 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. Failure to abide by the terms of this policy during the year may result in an immediate review by the cosponsor subcommittee of the Parks and Recreation Commission, which reserves the right to recommend the termination of the cosponsor agreement. Approved 09/10/13 Cosponsor Application Having read the Frederick County parks and Recreation Cosponsor Groups Policy (200 #10) and understanding the responsibilities of cosponsored groups, I 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 Que ons to deter i e space and . ckground`checks for cosponsored organization 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% X100 %) 5. Number of unique enrollments in your organization 5. Percentage of participants who reside in Frederick County 5 Pa�t�ipant Fee Appendix " A" Timeline: October Organizations desiring to be cosponsor meet with Parks and Recreation staff iiason and a member of the cosponsor sub - committee to discuss the upcoming year and review the past year November Parks and Recreation Commission cosponsor subcommittee meets and formulates recommendation to the Parks and Recreation Commission December Parks and Recreation Commission determines the amount of space and services provided each recommended cosponsor organization Staff notifies cosponsor organization of Commission' decision February Parks and Recreation Chairman appoints cosponsor subcommittee for calendar year March /April for Spring Sports and July /August for Fall sports Criminal Background Checks are to be completed before a coach can be assigned a team Schedules are due to FCPRD according to the schedule provided by FCPRD staff— any unscheduled space will be released to the general public after this date Appendix "B" 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 $5 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. Full Name of Coach/Volunteer b. Team Affiliation c. Position with Team d. Email Address Appendix "C" Concession Opportunities Existing Organizations National Little League American Little League BRYSA Mavericks American Legion AAU Winchester Rising Star Sherando South Concession $ 5,500 Clearbrook Ball field Concession $ 5,500 Soccer field mobile unit $ 2,500 Sherando North Concession $ 600 N/A Concession at tournaments $ 200 Approved 09/10/13 VENDOR POLICY 500.16 PURPOSE: To establish a procedure for vendors to conduct business on park property for private or public events. GOAL: To expand our service to the community during recreational activities and events. POLICY: A vendor is defined as any individual, group, club, profit/non- profit organization, or business who desires to conduct business activities on county park facilities or school facility governed by the cooperative agreement FCPRD has with Frederick County Public Schools. This includes any instances where a vendor conducts an activity, tournament, instructional class, or provides other services. Approval to conduct business is granted contingent upon the specific activity and is valid for a period of one year. All federal, state, and local licensing requirements and regulations apply and must be provided by the vendor to FCPRD for verification. All vendors must provide a copy of a certificate of general liability insurance listing Frederick County, VA as additionally insured with the insurance threshold appropriate for the desired activity. This threshold is determined by the insurance carrier for the County of Frederick, VA. A permit to park must be displayed by vendors needing to bring vehicles into unauthorized parking areas. These are issued no less than five days prior to the event. Unauthorized vendors will be denied park access pending proper authorization. In addition, authorized vendors who supplement their inventory or services with goods or services deemed incompatible or inappropriate with the standards required by FCPRD will be required to discontinue the sale of that item or service. Failure to comply will result in dismissal from the park. Any vendor found providing services not reported to FCPRD will have their vendor permit revoked and may face possible suspension from providing services in our facilities for a period of 1 -2 years. The department will review the performance of vendors from the previous year in consideration for maintaining their vendor listing on an annual basis. Approved 09/10/13 FACILITY RENTAL 500,19 PURPOSE: To establish a procedure for patrons renting or leasing indoor or outdoor FCPRD facilities. GOAL: To standardize the process for facility rentals to improve customer service and to provide a pleasurable experience for all park visitors. POLICY: FCPRD has the following facilities available for rental: athletic fields, shelters, pools, gymnasiums, multi - purpose rooms, and open outdoor areas. Any rental that meets at least one of the following criteria will be defined as a festival /special event; (1) monies will be collected (on or off Frederick County Property) to attend the activity, either as an admission fee or as a donation for fundraising purposes or, (2) the activity is open to the general public. For rentals that are defined as a festival /event; the following criteria must be met before approval will be granted; (t) the person reserving the facilities must be at least 21 years of age, (2) the activity must be covered by a general liability insurance policy naming Frederick Count, VA and or Frederick County Public Schools, Frederick County, VA as additionally insured in the appropriate amount; adequate coverage amounts will be provided upon request, (3) individual or organization must have a Frederick County business or vendor license, and (4) security personnel may be required by the Director or designee depending upon the nature of the activity. For any rental that will be supported by vendors, all applicable procedures must be adhered to as outlined in the Frederick County Parks and Recreation Vendor Policy ( #500.16). Any rental for the purpose of an athletic tournament must adhere to the applicable procedures outlined in the tournament packet. For groups requesting space to hold walk -a- thons; the following guidelines have been established: Walk -a -thons may be held in Clearbrook Park during the period of October 1 st- March 31st. All requests for Sherando Park will be assigned the track at Sherando High School and the walking/5K trail located in the adjacent woods. A fee may be charged based on services and materials required of Frederick County Parks and Recreation Department. The Parks and Recreation Vendor Policy ( #500.16) will be applicable. For shelters, pools, or community centers; all facility reservations must be made five (5) business days in advance. Payment is due upon reservation. For requests less than five (5) business days, a 20% fee will be assessed and reservation is not guaranteed. For use of outdoor athletic fields; adhere to the procedures outlined in the Athletic Field Use Policy ( #500.01). Approved 09 /10 /13 § � � § � �2 �Q c k k § �LL � � � \ 0- � � . 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N d -- _. t� E a 1 E? E c 1 E cr3 Q O Ca cn (3_ Li O C� I w € 0 Q I. i U . (D tu . c� W, a) m a § � � § CL Q �k 0 ■ J $ jeLL M I 1q CD CF) � § [ § . E E E 0000 $ ƒƒ ) �mt 99 g g 2 g@ 6-� 6--G 2 k� CD 7q7/ R \2 ItR ~ � / � / ~ C a ¢ 2 2 ! 2 k � E W-�+ k a 0 E fort C) e o 0 0 0 o 0 0 o c o. ( o o c o o 0 Cl 0 0 Cl &[ / L6& w a E w a w a/ b \ o CN E2 § § V 2 CL ■ � m o m�_�\/ / o f �LL ® 2 a m�m�+ f C E E . / � .3 / / CL \ \ k k t n / § o o m \ \ # o � kCOkN U. 2 k \ /�k0 � � kk k E 7 § E § J £ 8 / § t. § g 6 0 0 E E E E iz. / 0 R o o§ R o § o 3 « � r & m E �/ 2 k k k k e x > >, o t- ±-- > ■ & 2 O w U- U- LL 1q CD CF) � County of Frederick Paula A. Nofsinger Director of Human Resources (540) 665 -6668 Fax: (540) 665 -5669 pnofsing@co.frederick.va.us TO: Board of Supervisors FROM: Paula Nofsin,ger, Director of Human Resources DATE: September 23, 2013 SUBJECT: Human Resources Committee Report .1..11lH..xMHNx IHNHIM. 1x 111..1.. Nf.I11111411 f.Ix1f1lllllll {Ixxxlll.lN.H..IrN Nli/.... Nxr.Ixrrll...N1411rl...Nl....Nl 1. Ix.N IN............... r.......lx The HR Committee met in the First Floor Confcrcnec Room at 107 North Kent Street on Friday, September 6, 2013, at 8:00a.m. Committee members present were: Supervisor Robert Hess, Supervisor Robert Wells, Citizen Member Dorrie Greene, and Citizen Member Beth Lewin. Committee members absent were Citizen Member Barbara Vance and Supervisor Chris Collins. Also present were: Assistant County Administrator Kris Tierney, County Attorney Rod Williams, NRADC Superintendent Jim Whitley, Finance Director Cheryl Shiffler, Planning Director Eric Lawrence, and DSS representative Delsie Butts. * ** Items Requiring Action * ** 1. None. ** *Items Not Requiring Action * ** 1. Presentation by the Director of Planning and Zoning, Eric Lawrence. At the request of the Committee, Mr. Lawrence presented an overview of the objectives and responsibilities of the Planning and Zoning department. The presentation also provided the Committee an understanding of his employee population, the skills required, and topics of importance within his department. Presentation attached. There being no further business, the meeting was adjourned. The next HR Committee meeting is scheduled for Friday, October 4, 2013. Respectfully Submitted, Human Resources Committee Robert Hess, Chairman Chris Collins Robert Wells Dorrie Greene Beth Lewin By: Paula A. Nofsingpr Director of Human Resources 107 North Kent Street. Winchester, VA 22601 N iK WJ ` r-4 r-A n C V F-�-I co V . 0- 0 F -1-j C E >1 _® C 0. > E Co W 0. n o 4-- 0 4. -1.-i 0 n C: W -E M 0. 0 0 0 c r a �, I � k � �-i , _ M 4-J M OR A-j cd a� ba Cd W QL U) 0 T C: E 0 CD- -j a 0 0 v � c CM CD cn 0 � Co 0 0 E t Ca 0 — cm . cn CL " r _,. © 14 So# ---. 4_ �--1 ?--1 • r--1 ct r__4 I Y 0 4-a 0 i C) FL _0 . C: 0 W C7 } 0 L U) A. - O 0 E W 0 E m . m f . C: m 0 C: 0 .' 0 Q� 4-1 C L 0 �L CL C�► 0 E r L 0 Co (n . _0 . 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Shiffler Director 540/665 -5610 Fax: 540/667 -0370 E -mail: cshiffle @fcva.us TO: Board of Supervisors FROM: Finance Committee DATE: September 30, 2013 SUBJECT: Finance Committee Report and Recommendations The Finance Committee met in the First Floor Conference Room at 107 North Kent Street on Monday, September 30, 2013 at 8:00 a.m. All members were present. (Q) Items 2, 4, 5, 6, 7 and 8 were approved under consent agenda. 1. The Fire & Rescue Chief requests a General Fund supplemental appropriation in the amount of $354,506. This amount represents funds required to eliminate the "Kelly Day' scheduling method. This item has been reviewed by both the Public Safety and Human Resources committees and forwarded to the Finance Committee with support. See attached information, p. 5 — 8. The committee recommends approval. 2. (Q) The Fire & Rescue Chief requests a General Fund supplemental appropriation in the amount of $2,202.30. This amount represents a carry forward of proffer funds for the Stephens City Fire facility rehabilitation. This completes the project. See attached memo, p. 9. 3. The Parks & Recreation Director requests the approval of the Recreation Reserve Fund Policy and the creation of the Parks Capital Projects Fund. Policy has been 107 North Kent Street • Winchester, Virginia 22601 1 Finance Committee Report and Recommendations September 30, 2013 Page 12 approved by the Parks & Recreation Commission. See attached information, p. 10 —12. The committee recommends approval. 4. (0) The Sheriff requests a General Fund supplemental appropriation in the amount of $1,100. This amount represents DARE donations. No local funds required. See attached memos, p. 13 —14. 5. (0) The Sheriff requests a General Fund supplemental appropriation in the amount of $500. This amount represents reimbursement for firing range use. No local funds required. See attached memo, p. 15. 6. (0) The IT Director requests a General Fund supplemental appropriation in the amount of $16,666.66. This amount represents unspent grant funds. No local funds required. See attached memo, p. 16 — 23. 7. (0) The GIS Manager requests a General Fund supplemental appropriation in the amount of $20,000. This amount represents reimbursements for GIS software maintenance. No local funds required. See attached memo, p. 24. 8. (0) The Deputy Public Works Director requests a Lake Holiday Sanitary District Fund supplemental appropriation in the amount of $3,272.50. This amount represent a carry forward of funds needed to pay for the final engineering services invoice. See attached memo, p. 25 — 26. 9. The Finance Director requests a EMS Revenue Recovery Fund supplemental appropriation and a General Fund reverse appropriation in the amount of $ 850,000. This is needed to move the EMS Revenue Recovery program budget to its own fund. The original General Fund supplemental appropriation was approved at the August Finance Committee meeting. The committee recommends approval. 2 Finance Committee Report and Recommendations September 30, 2013 Page 13 10. (no action required) The Finance Director presents FY 2013 year end financial information. See attached, p. 27 — 34. 11. (no action required) The School Finance Director provides FY 2013 year end financial information and is available for discussion. See attached, p. 35 — 61. INFORMATION ONLY 1. The Finance Director provides a Fund 10 Transfer Report for FY 2014. See attached, p 62. 2. The Finance Director provides FY 2014 financial statements for the period ending August 31, 2013. See attached, p. 63 — 73. 3. The Parks & Recreation Department returned $13,681 of unused appropriated proffer funds for the purchase of the 20 passenger bus. The original appropriation was $75,000. See attached memo, p. 74. 4. The County provides the FY 2013 year end open purchase order list. See attached, p. 75 — 80. 5. The County Schools provide the FY 2013 year end open purchase order list. See attached, p. 81— 84. 6. The IT Committee report is provided for an update on the fire reporting software. See attached, p. 85 — 91. 7. The Assistant County Administrator provides the yearly report from the Shenandoah Valley Battlefields Foundation regarding funding derived from Star Fort homeowner assessments. See attached information, p. 92 — 95. 3 Finance Committee Report and Recommendations September 30, 2013 Page 14 8. The Shenandoah Valley Discovery Museum and the Winchester- Frederick County Youth Football League send notes of thanks for the County's continued support. See attached emails, p. 96 — 97. 9. An article from VML Virginia Town & City regarding the "Future of local [tax] levy, taxing authority at stake" is provided. See attached article, p. 98 -100. Respectfully submitted, FINANCE COMMITTEE Charles DeHaven Judy McCann - Slaughter Ron Hottle Angela Rudolph Richard Shickle Gary Lofton By Al Cheryl B. Shiffler, Finance6irector 0 COUNTY OF FREDERICK, VIRGINIA FIRE AND RESCUE DEPARTMENT 1080 Coverstone Drive Winchester, VA 22602 Dennis D. Linaburg M E M O R A N D U M Fire Chief TO: Cheryl Shiffler, Director Finance Department FROM: Dennis D. Linaburg, Chief Fire and Rescue Department SUBJECT: Request for Supplemental Appropriation DATE: September 16, 2013 As discussed in previous finance committee meetings in regards to the ceasing of Kelly Day scheduling for 24 -hour shift Fire and Rescue staff, I present the following information. The ceasing of the Kelly Day schedule is recommended to serve several purposes that we feel will justify the annual increase in overtime for Fire and Rescue. Among the advantages are: • Moderate financial gain that will help stem the flow of Fire and Rescue staff leaving employment with Frederick County for higher paying. I hope that this will buy us some time until salaries can be adjusted across the board. Daily staffing will increase by approximately five (5) staff per day if they no longer observe Kelly Days. Considering the fact that we are short staffed on a daily basis, this will be beneficial. An increase in daily staffing will provide the Department a savings in salaries, benefits, uniform costs, and supplies that would be associated with the need to hire additional personnel in the immediate future. In addition, maintaining the current training day will reduce the future Training Academy cost. • The ceasing of Kelly Day's will also result in the reduction of part-time Fire and Rescue employees, where the funding can be used to cover some of the overtime expenses. Office (540) 665 -5618 & d1inabur @co.fr51erick.va.us Fax (540) 678 -4739 With seven (7) pay periods anticipated to be remaining in FY14, the Fire and Rescue Department would need an additional $354,505.79 in Line Item 4- 010 - 035050- 1005 -000 Overtime, to cover the increase in overtime through the end of this fiscal year. Total Request. $354,545.79* Attached is the Executive Summary that was presented earlier this year which details the benefits of eliminated the Kelly Day scheduling for 24 -hour shift personnel. DDL:mhn Attachments: I Cc: file * This amount includes the 3.5% merit increase expected during FY14 and 7.65% F. 1. C. A tax. 0 EXECUTIVE SUMMARY The Fire and Rescue Department is committed to providing the best possible service to the citizens and community. With this in mind our staff is our most valuable resource. The Executive Staff is dedicated to providing a transparent, balanced cutting edge workforce. The following is a summary of the recommendations prepared for the Public Safety Committee. Staff has identified the issues and provided potential solutions. Information was gathered and compared to various other departments throughout the Commonwealth of Virginia. The document provides an in -depth look into the cessation of the Kelly Day scheduling for 24 -hour shift personnel. The aforementioned cessation of the Kelly Day schedule is recommended to serve several purposes that we feel will justify the annual increase in overtime for the Fire and Rescue Department. Among the advantages are: • Moderate financial gain that will help stern the flow of Fire and Rescue staff leaving employment with Frederick County for higher paying departments in Northern Virginia. Hopefully, this will buy us some time until salaries can be adjusted across the board. (However, this proposal will only help 24 -hour shift employees. The Captains, day shift personnel, and office staff will not see any financial benefit from this proposal.) • Daily staffing will increase by approximately five (5) personnel per day if they no longer observe Kelly Days. Considering the fact that we are short staffed on a daily basis, this will be beneficial to the entire fire and rescue system. With increasing the daily staffing by five (5) personnel, this will provide the Department with a savings of salaries, benefits, uniform costs, and ancillary supplies for the need of hiring additional personnel in the immediate future. With the daily staffing increase listed above, the proposal to implement a Recruit School/Training Academy for career personnel will be easier to facilitate by taking two (2) field personnel and reassigning them to the Training Division. This process will eliminate the need to hire any additional personnel in the immediate future for this proposal. These two additional Assistant Training Officers will also be able to facilitate annual training programs adopted by the Department when a Recruit School is not in session. These two additional Assistant Training Officers will also allow the Training Division to implement the Advanced Emergency Medical Technician program once the Department receives Accreditation. 7 Maintaining the Shift Training Days will allow the Department to continue to provide all of the mandated training for existing personnel that is required by local, state, and federal authorities based upon specific policies and procedures from the certifying organizations. • The cessation of Kelly Day's will also result in the reduction in the usage of part -time employees for coverage in fire and rescue stations. This will allow the Department to utilize part -time personnel to maintain and support many of the existing projects where the funding as well as some of the part -time money can be moved to the overtime fine item to cover some of these expenses. 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 and Rescue Department SUBJECT: Request for Supplemental Appropriation DATE: September 18, 2013 am requesting the use of proffer funds in the amount of $2,202.30 be placed in line item 3202 -5604 -007 Stephens City Fire Company to cover the remaining expenses paid in FYI 4. This will then conclude the Stephens City Fire Department's facility rehabilitation project. $58809.17 Appropriated (F.C. 9/21/2011 - 15030.00 United Roofing paid FY12 43779.17 Balance carry forward F.C. 912012 - 6070.00 Floor Shop paid FYI 3 - 8705.00 McDaniel Piping paid FYI 3 29004.17 Balance remaining 6130113 -66.30 Floor Shop aid FY14 - 2,136.00 American Bedding Mfg. paid FYI4 26,801.87 Balance remaining (9118113) Total Request: $2,202.30 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:rnsn CC: file Office (540) 665 -5618 0 dlinabur@co.frIgerick,va.us a Fax (540) 678 -4739 COUNTY of FREDERICK Parks and Recreation Department 540- 665 -5678 FAX: 540- 665 -9687 \w\vw.tcprd.nct e -maii: rcpraL;co.rrcacriCK.va.us MEMO To: Finance Committee From: Jason Robertson, Director Subject: Recreation Reserve Fund P 1' y Date: July 1, 2013 Please find enclosed the Recreation Reserve Fund Policy which was recommended for approval by the Frederick County Parks and Recreation Commission at its June 11, 2013 meeting. The Recreation Reserve Fund utilizes an existing mechanism, the Frederick County Reserve Fund, to assist in providing alternative funding sources to support Frederick County youth participation in recreation programs, improve existing park facilities, and assist Frederick County in providing new facilities identified in the Frederick County Comprehensive Plan. There will be three types of funds within the Recreation Reserve Fund; the Recreation Assistance Fund, Capital Project Fund, and General Park Improvement Fund. The creation of specific Capital Project Fund pools is subject to approval by the Board of Supervisors through recommendations of the Parks and Recreation Commission and Finance Committee and requires a minimum commitment. Donations to the Recreation Assistance and General Park Improvement Fund do not have any minimum commitment or approval process. Disbursement from all three funds will require Board of Supervisor approval. Please feel free to contact me at 722 -8294 with any questions regarding the above. fe-der';ck County r q 9 4' - r -r RECEt E Jul ® 1 2013 Finance Demartme -M 107 North Kcnt Strcct Winchester. VA 22601 10 Recreation Reserve Fund Goal: Increase Frederick County youth participation in recreation for those who are unable to afford recreation, programs and provide recreation facilities identified in the Frederick County Comprehensive Plan. Purpose: The Recreation Reserve Fund within the Frederick County Reserve Fund will be used for Frederick County residents who need financial assistance for their children to participate in recreation programs and to assist Frederick County in raising funds to fund capital projects identified in the Frederick County Comprehensive Plan. This fund is not intended to provide funds which can be substituted for traditional tax base funding. Policy: There are three types of funds within the Recreation Reserve Fund, the Recreation Assistance Fund, specific capital project funds, and a general park improvement fund. A. Recreation Assistance Fund: Funds dedicated for Recreation Assistance will be placed in the Recreation Reserve Fund within Frederick County's Reserve Fund as they are received. Each donation will be noted in a revenue code (TBD). Donations are non - refundable. These funds will be utilized for individuals seeking recreation assistance based on their income level according to the Economic Assistance Policy ( #500.08). Each time an individual requests assistance, Parks and Recreation staff will apply the standards from Policy #500.08. If the individual is eligible to receive assistance and funds are available, assistance will be provided and accounted in the department's registration system. Staff will request the Commission to recommend receiving the discounted registration fees from the Recreation Reserve Fund's Recreation Assistance Fund at the April Parks and Recreation Commission meeting. This request will be forwarded to the Finance Committee April meeting for recommendation to the Board of Supervisor's May meeting for reimbursement. B. Capital Project Funds A capital project fund may be created for any capital project approved by the Frederick County Parks and Recreation Commission and Frederick County Board of Supervisors. Twenty percent of the total project cost must be pledged prior to the establishment and acceptance of donations for a specific capital project fund in a revenue code (TBD). The Frederick County Parks and Recreation Commission will recommend utilizing the money from the Recreation Reserve Fund within the Frederick County Reserve Fund to the Frederick County Finance Committee to recommend to the Frederick County Board of Supervisors. The Frederick County Board of 11 Supervisors must approve the disbursement of the Recreation Reserve Fund money within the Frederick County Reserve Fund. C. General Park Improvement Fund The general park improvement fund is for donations made to improve existing parks or facilities. Donations may be of any amount, deposited into revenue code (TBA), and are non refundable. The Parks and Recreation Commission will recommend the use of General Park Improvement Funds to the Finance Committee and the Board of Supervisors specifying the particular improvement. Auditing /Accountability: All funds within the Recreation Reserve Fund will be accounted for annually by the Parks and Recreation i Department based on the balance provide by the Frederick County Finance Department and the Parks and Recreation Department. This balance and activity will be reported to the Parks and Recreation Commission annually. iV 0060110v` Sherlff+s 0swc ROBERT T. WILLIAMSON Sheriff MAJOR R. C. ECKMAN Chief Deputy 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 722 -4001 To: Sharon Kibler, Assistant Director of Finance From: Sheriff R.T. Williamson P� Subject: DARE Donation Date: September 19, 2013 I am requesting the check submitted by Public Works Department to the Treasurer in the amount of $1,000.00, from Mid Atlantic Textile Recycling, be submitted as a donation to the Frederick County DARE Program. Please appropriate this amount to Budget Line item 3102 -5413- 0000 -0001. Thank you RTW /mlr c.s.8/15/13 3- 010 - 018990 -0015 13 rea��ck County Sheer � F g e ROBERT T. WILLIAMSON Sheriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 TO : Angela Whitacre, Treasurer's Office FROM : Sheriff R. T. Williamson Kjl� SUBJECT : Donation — DARE Program MAJOR R. C. ECKMAN Chief Deputy DATE : August 28, 2013 Attached please find a check in the amount of $100.00 from Winchester- Shawnee Lions Club. This amount represents a donation from this civic club to our DARE Program. We are requesting this amount be posted to revenue line 3- 010 - 018990 -0015. A separate memo will be sent to Finance requesting appropriation into our budget. Thank you. q- 010 - 0 316- o - 5L-13 -000 f RTW /asw Attachment Cc: Finance C §, 4Z 1 2Cl I 0 WINCH ESTER. S HAWN EE LIONS CLUB o9 -07 800 PO BOX 106 WINCHESTER, VA 22804 ee - z5e X14 12 DATE PAY TO THE . ORDER OF DOLLARS u" stras6urg, VA 540.465.9121 FOR l' k c ountjr She�//y� ti ed' s ric a ee ROBERT T. WILLIAMSON Sheriff 1080 Coverstone Drive Winchester, Virginia 22602 (540) 662 -6168 Fax (540) 504 -6400 TO : Angela Whitacre, Treasurer' Office FROM :Sheriff R. T. Williamson ` SUBJECT : Reimbursement — Range Use MAJOR R. C. ECKMAN Chief Deputy DATE : August 27, 2013 Attached please find a check in the amount of $500.00 from United States Army Corps of Engineers. This amount represents quarterly reimbursement for use of our firing range. We are requesting this amount be posted to 3- 010 - 019110 -058. A separate memo will be sent to Finance requesting appropriation. Thank you RTW /asw Attachment Cc: Finance '{ -c�lo- o3lozo -54o9 - oo� -000 AY r� t United States Government 1 026 For Official Use Only US Government Tax Exempt i 7 -2/910 77770 3'01 —� tea. JDATF D $ 4z OLLARS Sr �i. W e x. NOTVALID FOR MORE THAN $3000.00 COUNTY OF FREDERICK Information Technologies (540) 665 -5614 MEMORANDUM To: Finance Committee From: Walter T. Banks, IT Director Subject: Request to Carry Balance Forward from Supplemental Appropriation — Grant from Virginia Department of Housing and Community Development (VDHCD) Date: August 26, 2013 The County has received a planning grant from the Virginia Department of Housing and Community Development (VDHCD) in the amount of $25,000 on September 12"', 2012, to hire a broadband consultant to evaluate data, explore options, and produce an RFP to improve broadband internet service for the Frederick County area. This appropriation requires $0 in local funding. The County has been billed as project phases are completed with the first invoice due after the Needs Assessment in the amount of $8,333.33 in FY2013. The County has two remaining invoices in FY 2014. The second and final invoices amount to $16,666.66. We are requesting the funds be carried forward from FY 2013 to FY 2014 to pay the reminder of the balance. Total funds requested to be carried forward is $16,666.66 to be placed in the Professional Services -Other Information Technology Line item 4 -10- 012200- 3002 -000. Sincerely, ; AK Walter T. Banks Director of IT original s/a 1/23/13: 3- 010 - 024040 -0054 - -> 4- 010 - 012200 - 3002 - 000 -000 107 North Kent Street, Winchester, Virginia 22601 16 CIT CENTER WA INNOWIYE TECN MOGY Frederick County 107 North Kent Street 3rd floor Winchester, VA 22601 Period covered by invoue: Deliverable #4 - Business Case Analysis INVOICE TOTAL Invoice Number 4711 Invoice Date 7/3112013 $$,333.33 $$,333.33 aaD 3ooa aq) u, r 2214 Rock Hill Road Suite 604 Herndon, VA 20170 -4228 T 703 689 3000 F 703 689 3041 wf wwwclt.org 17 CUTER FM INNNATWTECHNOMY AC I�IIh Fredtrh* County 107 North Kent Suet 3rd floor Winchester, VA 22601 Invoice Number 4676 Invoice Date 3/31/2013 Period covered by Invoice: Deliverable 92 - Completion of Needs Assessment $8,333.33 INVOICE TOTAL $8,333:33 6) IAA Fredrick Ccunty RECEIVED �- D 0 JUN lz 2013 Finance Department VENDOR # INVOICE # DUE DATE'': „ PREP. BY *✓ DATE PAID 16.111. DATE trY L��'1 2214 Rock Hill Road Suite 600 Herndon, A 20170.4228 T 1 703 689-3000 F 1 703 689 3041 WI www.dLorg im C4ah'ast FW Coo raginla md the Cooer ow hmmmdm TPedekcy Me f+') CdOOM Nom; FS -13-M ASteeoaew bo week crr comma offeoor: Sande Teay FYe Wo* Omwly 107 Notch rjM St PAW mrmdegw, vhgbia 2ml and remw for b gKwR idc rte' tCFn CiT' ow", Ste e 3214 Rude [Milt Roo EknWM Vim 201'i0 Cyr is s msaoft cmpomow O anft ohts laws afthc Come of V',glaia PSymcd 1: UPM cmupkdm of Nomb Alms rm t'- 5'5,33333 Payment Z Upon comas= of fbta mu QSc ftAbsk - SU3333 Payo= 3.' Upw dedieity and of The Pbm- $x.34. TOW SZ.SAWO0 Pay—t wM'be ma& pmmmt to the BiddmKXr Ad=wkdammmtof pj�meot pcmdwm via An, PWM=ft , 1100 ffiaMdonPaakway ,.HandMV">rgidis3:0I7O ItojonS Trwak Idwuber A51000017. The Phaw enma6cr fordwbmk is U841S2 - 5000 Oka" 1213_ C RG&N io®i' mfimmftm ofbo& pestles wW be pr+omcftd by .wh p w : Ding oardlidr tiai bifarngfiom of Ct'f', suds' slab 6e tamed as aamdidett1 etdless such c onfidoWale'ty is � kftuxion by ft Vi goWa Fwcd= of fns A,d 03700 et seq.) and ttade s or ptwp kcmy dmR wly be deemed camfidada ifC#T aball (i) fovoo&o Buy pees of Va C j 434]M prkrto or upoai sabmiasi m ofdrs data oradser sasa�s. (uI ids ft Berta or other oasberiala to be pfd, 000 @Q d* cite reasoas powcfm is tsccesamy. aT bemin kvatms site pro of VA Code 1 2 24342(P) for the taw pa0videa data and steps sbmvisag Rwdf C prm++ida coal: C:f�'�s s+gaaed 1V®'s with csarrs paog their dam. f t I .f 19 12.E LACY t>i�as shall beaonsiaj4 aW dbe lcgd Mlad % bmv= QTaad f County shad be ddwob W -in a=rdmwe mith & fatiars of the Comffxwm eabh of Vir&k 13. TI E.ES The PBMVgph tiles of this Amt me far'ilkWck tim oaly and do oot.lieuit iltf scope as e#'Fett a: fhe Kaddoas tha mm Any CwAiet beta um the Edde md body afa p wagaph sit he molved in hvw ofttu resraoisined in ffic-paraoraph body. ACCEPTED AND AGREED M. CENrERFMrNmov IM TECHNOLOGY now 3 labse; lit and.GED p'"-DERJCK COUNTY, VIIRGfNtA 13 20 T TATEMENT WORK ATTACBAffM A PROJECT: FmOrIck'County CommuntIty TelecorhniunlUdons Plan Perlod of Performance. March 1, 2013 through September 30, 2013 Award'Amount.- $25,000 Summary of Work Reftluested Frederick County, Vir is seeking with a planning project for'county-wi& brokbroadband , teleco This lftimt will under ft a compmh=Ave approach *&,Includes identHication of need within the county and a bmWWmd teleezaImunications Mustructm pmposal to meet that need. The Center for Innovative Technology's Broadband smice line will to conduct a thorough needs asessawnt, provide broadband education and application adoption strategies, last mile Iconnectivity sokition coons including preliminary engineering and construction cost estimates as well as and operational recommendation for fixture network implementation projects with fuadimg strategies for those projects while workin&closely with the FhxkTick County Area Broadband Project Management Team. Personnel KWVX Jackson, Dep&Uy SecreWy of TedinoloV for At CommxwAa A Yke PmAdeW of CIT Broadband -- bb. Jackson will oversee theprojectprovidkg guidance and feedback•o the team. Sandie Tam, BmsAaxdPrqmmMWWff for C1T — bb. Terry will provide Project Mmmpmeal; general projW oversight and in4cp& analysis, assessment, mommendadons, produce project deliverables and conduct public meetings and review sessions with Frederick County Broadhand.ProjectUmagement Team. Camflne &rkaj% BroadUmd Pmgmm Assts for CJT — Ms. Gorham will document broadband cdu=on demands and current programs, mmmew current providers•to obtain, plans-and challenges and Pull vertical asset inventory. Pelff Sfomp, Dbrabf of V& Xechs Centff for GftvpWW ZxfommUn Te4hadogy — Mr. Sfom will asseas-and recommend vertical asset placement and specifications, identify'rigirts-of-way and estimate fiber routing and deployment costs. DeflVembles and Mileftnes Ncft the following .target dates are all contracts we My executed prior to March �tg'L,2013 21 1 ' � . t..c.1 T.. k. ?, S. pt"�- STATEMENIr F. R X ATTACEINDM A Aggregain Broadband Demand: Aggregate demand for miodmum buying power and zemonsftve unmet de-mend to,entice FxMdws to expand savioes• in ft communities. 22 'March 15,2013 - A 'Define goals, deslivc! apprkatlons•and the 'chamiiie6 (or bef"), I Needs Assessnunt May 3 1, 2013 0 Demand Aaregation 0 Verd4al Assets.inventory R Current C6mrage Assessment Z Review assessment with Broadband Management Tom I PuMic Wlsetlijg to Present Pi*ct !*b— praobatily S PardElpate with FredeAck's Broadband Management- Team •1"n , conductinga public corhinunity meeting W announce and expWth the project 4 Business came Anappft Junv28,2013 0 Review-current telecom expenditures -a Re4lew tuftnt 0olides and `fees 0 Interview local p and future plains) 6 l6frastructure Analysis N Broadband educztIdnal programs S;kp analysli R Review BL&Iness,Case AnaIV%ls findings 4th Broadband Management Team 5 Omment Rep*mMen&tIons fft Plan) August 23, 2013 N Models most a pplkable , 0 Policy recomm N Fiber and.- n , fr " astrtK(urX.:mcomm s. endatI6n il Partnership miximmendattons • Broadband applications educalidribi options • Remmmerk.dedarpnizational-stmicture 0 Fu0dIhg;Ar#0&l4s 6 Delbrar-and Or*swtthe Plan - August. 3Q, 21913 0 Present the recommendations to the Frederick Broadband Management team Public meeting TRD 0 Make modifications based on feedback probably InSeptember 0 PartictliaTf Frederick Broadband Manal6ment team -to present the plan,at.a publk community meeting Aggregain Broadband Demand: Aggregate demand for miodmum buying power and zemonsftve unmet de-mend to,entice FxMdws to expand savioes• in ft communities. 22 "T -,, 0 -A"'P StATEMENT OF WORK A17ACPAUM A Strategic Broodband Deployment Plan: Wauffied-mm for futtft depl an d partnerships with the providbrsto leverage fifiding,stmegies and provide solid.business cam for bmadband services expansions. Improved Community We: Develop strongpattatrihips; *ith educational organizada t provide many educational opportunities for cW=s and businesses.to leverage ft bmadb services for improved community life and improve wmilfbme skills to expand employment options. Competitive Broadband Environment: Frederick County and the City of wincitester rftogaintWaimesstomulti lie, affordable. broadband service options provides a p I competitive advantage to fully harness the benefits.of broadband. ProJed Reporting Each major milestone/ phase includes a review session of that phase's findings with the Frederick Broadband Mawament Tom, Additionally, CIT Broadband will provide a monthly Mon of activities to Frederick IT Walter Banks. 23 COUNTY OF FREDERICK Information Technologies Patrick Fly, GIS Manager pfly @co.frederick.va.us Voice 540.722.8225 Fax 540.722.2169 MEMO To: Finance Committee From: Patrick Fly, GIS Manager Subject: Request for Supplemental Appropriation for Software Licensing, No additional local funds required. Date: September 16, 2013 The County GIS has entered into a joint funding agreement with the Frederick County Sanitation Authority and Frederick County Public schools to fund enterprise wide software licensing for GIS. This is technology that all three organizations already use; the agreement allows us to maximize our purchasing power. We are requesting a General Fund supplemental appropriation in the amount of $20,000 to be placed in the GIS Maintenance and Service Contracts line item 4 -10- 012200 - 3005- 000 -002. This amount represents reimbursement from the Frederick County Sanitation Authority and Frederick County Public Schools for their portion of the ESRI GIS software maintenance. No additional local funds are required. Going forward both the revenue and expenditure for this software licensing will be built into the FY 2015 budget. If you should have any questions please do not hesitate to contact me. revenue: 3- 010 - 019010 -0014 107 North Kent Street, Winchester, Virginia 22601 -5039 24 COUNTY of R MEMORANDUM TO: FROM: SUBJECT: DATE: Cheryl B_ Shiffler Joe C. Wilder, Deputy Director of Public World Department of Public Works 540/665-5643 FAX: 5401678 -0682 Carry Forward Request Fiscal Year Budget 2012/2013 to Fiscal Year Budget 2013/2014 — Lake Holiday Dam Spillway Upgrade Project September 18, 2013 The Lake Holiday Dam Spillway Upgrade project was completed during June, 2013 (FY12 /13). At this time, the county currently holds retainage in the amount of $10,000 (as well as the Certificates of Insurance, Payment and Performance Bonds) for the subject project until C_ William Hetzer, Inc. performs final site stabilization including seeding and grading. Dewberry Consultants was under contract with the county to perform engineering services related to the construction of the new bridge associated with the repairs. The final service they performed as per their contract was the bridge rating study. The cost for this study was $3,272.50; however, the invoice was not submitted for payment until after July 1, 2013 (FYI 3/14). At this point, the only amount left the budget line item associated with the repairs was the encumbrance for the contract with C. William Hetzer, Inc. in the amount of $9,999.99. Because there was only one expenditure line item associated with this project and we were holding Hetzer's retainage, we requested that we be able to pay Dewberry's final invoice from the encumbered funds. In exchange for processing the outstanding invoice for services from the encumbrance, it would be necessary to request a carry forward to replace the amount expended. The invoice was paid on or about September 2, 2013 by p -card. Consequently, I am requesting a carry forward in the amount of $3,272.51 from FYI 2/13 budget line item 29 -1229- 8900 -02 — Improvements Other Than Buildings to FY13 /14 budget line item 29- 1229 - 8900 -02 -Improvements Other Than Buildings. The request amount will cover the amount used to pay the final Dewberry invoice as well as cover the $10,000 retainage being withheld until Hetzer performs the final site stabilization. If you have any questions, do not hesitate to contact me. JCW /rls cc: Kris Tierney, Assistant County Administrator David J. Burleson, Jr., General Manager, Lake Holiday Country Club, Inc. T: IRHONDAI BUDGETRCARRYFORWARDSWYI4LAKEHOLIDAYDAMCARRYFORWARD .DOCX 25 Dewberry remit to; Dewberry Consultants Li_C P.O. Box 1824 Merrifield, VA 22116 -1824 (703)849 -0100 TIN: 54- 0604420 Invoice #: 1008262 /Clarifications lmfoice Date: 8112/2013 Interpretations Due Dale: 9/11/2013 Bill To: FREDERICK COUNTY, DEPT. OF PUBLIC WORKS Client M. 39313 ATTN: JOE C. WILDER Contract #: 50 266 107 NORTH KENT STREET Batch #: 242.8962 WINCHESTER VA 22601 TOTAL HOURLY LABOR $ 330.00 Work Performed Thru Period Ending 7/26/2013 Job: 50648266 Lake Holiday Const Phase Svcs TIME A MATERIAL SICCING Task ID Task Description /Clarifications NTE Amount $ 6,800,00 CURRENT PERIOD BILLING N001 Interpretations Description Prev Amount Billed $ 3,795.00 Hours Rate Amount 2.00 165.000 $ 330.00 ENGlPLANM VIIE TOTAL HOURLY LABOR $ 330.00 TOTAL FOR N001 $ 330.00 Rating Calc NTE Amount $ 5,760-00 CURRENT PERIOD BILLING N005 Bridge Description Pmv Amount Billed $ -00 Hours Rate , Amount 11.00 110.000 $ 1,210.00 ENGIPLANlLA IIl 10.50 165.000 $ 1,732.50 ENGlPLANfLA VIII TOTAL HOURLY LABOR $ 2,942.50 TOTAL FOR N005 $ 2,942.50 TOTAL FOR JOB: 50048266 $ 3,272.50 TOTAL. INVOICE AMOUNT DUE $ 3,272.50 BY 9111I2Q13 This immice is dire and payable within 30 days of the invoice dete. Any questions pertaining to the above should be brought to the attention of Dewberry immediately. Thankyou, I accurately reflects the terms and conditions of our re I meat and the amount hereon is correct. ROBERT L_ EDWARDS Dewberry complies with Section 202 of Executive Omer 11246 as amended by Executive Order 11375, Page 1 of 1 26 County of Frederick Year Ended June 30, 2013 f � Ep �RICK ICO�ti 1. YII*'■ In Summary, what are the County's year -end General Fund numbers? • Actual Revenues $137 • Actual Expenditures $130,984,532 6,182,991 Revenue and Expenditure detail on following slides 27 1 General Fund Unreserved Fund Balance $34 (Includes a reduction of $4.3 used to balance FY 2014 budget. Does not include FY 2014 budget amendments.) Budgeted Revenue TOTALS 122,938,972 137,167,523 14,228,550 'Includes reimbursement for PPTRA. 28 2 BUDGETED ACTUAL VARIANCE *Property Taxes 82,285,000 91,274,000 8,989,000 Other Local Taxes 27,145,651 29,933,428 2,787,777 Permits / Fees 904,250 1,214,052 309,802 Fines / Forfeitures 251,759 387,848 136,089 Rev. from Use of Prop. 173,501 446,272 272,771 Charges for Services 2,253,898 2,212,738 (41,160) Miscellaneous 555,216 640,548 85,332 Recovered Costs 759,267 2,175,749 1,416,483 State 8,405,827 8,658,232 252,405 Federal 204,605 224,656 20,051 TOTALS 122,938,972 137,167,523 14,228,550 'Includes reimbursement for PPTRA. 28 2 Property Taxes BUDGETED ACTUAL VARIANCE Real Estate 40,700,000 44,657,302 3,957,302 Public Service 1,500,000 2,296,440 796,440 Personal Property 34,000,000 37,183,850 3,183,850 Machinery and Tools 5,000,000 5,616,692 616,692 Penalties / Interest 900,000 1,211,857 311,857 Admin Fees - Treasurer 185,000 307,860 122,860 TOTALS 82, 285, 000 91, 274, 000 8,989,000 `Includes state reimbursement for PPTRA. 4,125,000 4,592,244 467,244 Other Local Taxes BUDGETED ACTUAL VARIANCE Sales Tax 10,335,682 11,039,176 703,494 Communications Tax 1,400,000 1,381,781 (18,219) Utility Taxes 2,950,000 3,062,954 112,954 Business License 5,000,000 5,937,867 937,867 Motor Vehicle Decals 2,050,000 2,269,990 219,990 Bank Stock& Franchise 250,000 351,832 101,832 Taxes on Wills & Recordation 991,949 1,254,738 262,789 Meals & Room Taxes 4,125,000 4,592,244 467,244 Street Lights /Star Fort Fees 43,020 42,845 (175) TOTALS 27,145,651 29,933,428 2,787,777 29 3 Permits / Fees ACTUAL VARIANCE BUDGETED ACTUAL VARIANCE Dog License 35,000 41,088 6,088 Land Use Application Fees 8,000 7,325 (675) Development Review Fees 175,000 382,026 207,026 Building Permits 507,040 594,874 87,834 Transfer fees 0 2,515 2,515 Electrical Permits 58,000 58,311 311 Plumbing Permits 29,810 10,155 1,707,290 Mechanical Permits 37,000 51,870 14,870 Sign Permits 3,600 3,112 130,984,532 Permits - Fire and Rescue 800 1,765 965 Land Disturbance Permits 50,000 59,860 9,860 2% State Fees 0 502 502 Septic Hauler /Sewage Install. 650 650 TOTALS 904,250 1,214,052 309,802 Unspent Budgeted Expenditures by category AMENDED BUDGET ACTUAL VARIANCE Administration 10,004,883 9,245,731 759,153 Judicial 2,112,455 2,004,289 108,166 Public Safety 27,267,021 25,365,932 1,901,089 Public Works 4,397,459 3,627,132 770,327 Health / Welfare 6,772,876 6,547,404 225,472 Community College 56,493 56,493 0 Parks, Rec. & Cultural 5,327,299 4,888,472 438,827 Community Development 1,818,194 1,707,290 110,904 Transfers 79,007,815 77,541,790 1,466,024 TOTAL 136,764,494 130,984,532 5,779,961 Detail presented on following pages. 30 4 Budgeted Expenditures by department ADMINISTRATION AMENDED BUDGET ACTUAL VARIANCE Board of Supervisors 244,022 229,550 14,471 County Administrator 580,366 582,586 (2,220 County Attorney 203,301 205,904 (2,602 Human Resources 306,916 309,441 (2,525 Independent Auditor 65,000 63,500 1,50 Comm. of Revenue 1,119,581 1,096,406 23,17 Reassessment 232,178 157,943 74,23 Treasurer 1,110,080 1,056,895 53,18 Finance 704,306 689,146 15,16 IT /GIS 1,539,757 1,193,319 346,43 MIS 510,676 489,167 21,50 Other 3,094,417 2,906,623 187,79 1 Electoral Board 136,910 114,584 22,326 Registrar 157,373 150,666 6,707 SUBTOTAL 10,004,883 9,245,731 759,153 Budgeted Expenditures by department jr JUDICIAL AMENDED BUDGET ACTUAL VARIANCE Circuit Court 60,815 60,150 665 Gen. District Court 15,752 13,893 1,859 J &D Court 19,450 15,325 4,125 Clerk 676,667 629,993 46,674 Law Library 7,200 11,634 (4,434) Comm. Attorney 1,209,126 1,152, 232 56,894 Victim Witness 123,445 121,063 2,383 SUBTOTAL 2,112,455 2,004,289 108,166 31 5 Budgeted Expenditures by department PUBLIC SAFETY AMENDED BUDGET ACTUAL VARIANCE Sheriff 11,848,976 10,989,045 859,931 Vol. Fire Depts. 1,008,806 867,127 141,680 Ambul. / Rescue 843,566 444,864 398,702 Jail/ Juv. Detention 4,683,354 4,595,256 88,098 Juvenile Court 171,105 121,321 49,784 Inspections 1,041,995 991,264 50,732 Fire & Rescue 6,484,896 6,295,055 189,841 Public Comm. 1,184,322 1,062,000 122,321 SUBTOTAL 27,267,021 25,365,932 1,901,089 Budgeted Expenditures by department PUBLIC WORKS AMENDED BUDGET ACTUAL VARIANCE Road Admn. 20,475 13,382 7,093 Street Lights /Star Ft 43,020 33,275 9,745 Engineering 328,912 322,953 5,959 Refuse Collection 1,540,532 1,060,125 480,407 Refuse Disposal 401,096 331,654 69,442 Litter Control Grant 13,932 10,065 3,867 Maintenance Admn. 535,139 504,155 30,984 County Ofc. Bldg. 1,012,507 882,221 130,286 Animal Shelter 501,845 469,302 32,543 SUBTOTAL 4,397,459 3,627,132 770,327 32 6 Budgeted Expenditures by department HEALTH /WELFARE AMENDED BUDGET ACTUAL VARIANCE Local Health Dept. 301,959 301,959 0 Ch. 10 Board 318,263 318,263 Social Services 5,611,724 5,369,471 242,25 Area on Aging 60,930 60,930 Q Prop. Tax Relief 480,000 496,782 SUBTOTAL 6,772,876 6,547,404 225,47 Budgeted Expenditures by department COMMUNITY COLLEGE AMENDED BUDGET ACTUAL VARIANCE Community College 56,493 56,493 0 SUBTOTAL 56,493 56,493 0 PARKS, REC & CUL AMENDED BUDGET ACTUAL VARIANCE Parks /Rec. Admn. 497,816 481,122 16,695 Parks Maintenance 1,588,642 1,486,413 102,229 RecCtr /Playgrnds 1,609,520 1,385,909 223,610 Clearbrook Park 408,165 390,367 17,798 Sherando Park 323,043 303,305 19,738 Regional Library 900,113 841,356 58,757 SUBTOTAL 5,327,299 4,888,472 438,827 33 7 Budgeted Expenditures by department COMMUNITY DEV AMENDED BUDGET ACTUAL VARIANCE Planning 1,075,329 983,162 92,16 EDC 486,429 478,722 7,70 Zoning Board 6,175 1,961 4,21 Building Appeals 550 0 55 NSV Reg. Comm. 43,622 43,622 Other Gypsy Moth 0 0 153,95 Soil & Water 7,650 7,650 77,541,790 Agriculture 198,438 192,173 6,26 SUBTOTAL 1,818,194 1,707,290 110,90 Budgeted Expenditures by department TRANSFERS AMENDED BUDGET ACTUAL VARIANCE School Transfers 75,599,986 74,483,200 1,116,78 County Debt & Unemployment Claims 2,561,645 2,366,360 195,28 Other 846,183 692,230 153,95 SUBTOTAL 79,007,815 77,541,790 1,466,02 GRAND TOTAL 136, 764, 494 130, 984, 532 5,779,96 34 8 °Frederick Count y Public Schools to ensure all students an excellent education Executive Director of Finance fryel @frederick.k12.va.us TO: School Board Members David T. Sovine, Ed.D., Superintendent of Schools I - , FROM: Lisa K. Frye, Executive Director of Finance :. < /�c��� DATE: September 3, 2013 SUBJECT: Financial Reports for Fiscal Year 2012 -13 Attached are the year -end financial reports for fiscal year 2012 -13. As of the date of this report, the financials are un- audited. Included are the statements of operations for all funds managed by the school system. This report summarizes the key activities within each fund. Table of Contents Fund Report School Operating Fund Page 3 School Nutrition Fund Page 8 School Textbook Fund Page 10 School Capital Projects Fund Page 12 School Construction Funds Page 14 School Debt Service Fund Page 16 School Health Insurance Reserve Fund Page 18 Northwestern Regional Educational Programs Funds Page 20 Consolidated Services Fund Page 22 Special Grants Fund Page 24 Fiduciary Funds Page 26 Please refer to the respective financial statement as you proceed through the text. 1415 Amherst Street P.O. Box 3508 Winchester, Virginia 22604 -2546 www.frederick. k12. va.us 540 - 662 -3888 fax 540 - 722 -2788 35 This page intentionally left blank Frederick County Public Schools Page 2 Fiscal Year 2012 -2013 Financial Report 36 School Operating Fund The unobligated surplus for the fiscal year 2013 school operating fund is $800,883, which is 0.60% of the $134,322,636 total operating fund budget. Key factors generating the school operating fund surplus: Budget Enroll (Standards of Quality funding) $ 4 7,568, 674 Wage and benefit savings due to vacancy $ 107,934,222 savin and turno _ Energy /utility savings $ 2,762,388 Actual Variance $ 47,236,103 ($332,571) $ 107,653,744 $ 280,478 $ 2,393,565 $ 368,823 Budget savings — schools and departments Special education regional program funding All other unobligated variances $ 14,786,309 $ 14,326,482 $ 459,827 $58,340 schools $401,487 depts. $1,267,683 $ 129,090 ($104,7641 $ 1,138,593 Remaining Unobligated Surplus for FY 2013 $ 800,883 The original (beginning) budget for the school operating fund for FY 2013 was $131,906,999. Adjustments of $2,415,637 were approved and resulted in the current budget balance of $134,322,636. The adjustments included carryforward operating, encumbrance, and grant receipts from FY2012. FY 2013 revenues in the school operating fund were $133,055,460 and expenses totaled $132,157,566. Special obligations in the amount of $97,012 for certain restricted programs are reserved for re- appropriation to FY 2014, resulting in a FY2013 unobligated surplus of $800,883. The remaining portion of this section explains the financial activity and resulting variances. Understanding the Operating Fund Variances The financial statement for the School Operating Fund is presented in a format reflecting two components of financial activity: unrestricted and restricted programs. The majority of the school division's programs and operations are funded by state and local funds in the unrestricted component. While the school division must maintain minimum standards of quality with a mandated local match in most cases, the local school board deploys those funds with discretion and in line with its planning goals. Therefore, the expenditures in this component are referred to as unrestricted. The restricted program section shows the financial activity of grant funds received by the school division for specific use on designated programs within the division. The budget and related financial activity align with the grant award amounts and spending period, creating budget to actual variances which tend to be misunderstood as local surpluses or deficits. For this reason, the format shown is designed to assist the reader with the distinction between the two. Frederick County Public Schools Page 3 Fiscal Year 2012 -2013 Financial Report 37 School Operating Fund — Continued Unrestricted Revenues and Expenditures Unrestricted revenues exceeded expenditures by $937,080 [line 11]. The variance for each revenue source and expenditure category is described in the following text. This amount is offset by the $39,186 deficit in the restricted program section [line 14] resulting in the total operating fund surplus of $897,895. Revenues: $126,905,349 [line 61 Local Sources [line 1] ➢ $993,522 in miscellaneous local revenue was received, including fees and charges to students and the public, as well as billings to other agencies, gifts and donations, rebates and refunds, and rental charges for the use of school division facilities. Funds received from these sources were less than projected by $29,126. Commonwealth [line 2] ➢ $64,692,202 in state revenues were received, including Standards of Quality (SOQ) funding, sales tax receipts, incentive funding, categorical funding, lottery funds, and some miscellaneous funds were less than budgeted by $191,332. ➢ SOQ funding was less than budgeted by $332,571 due to lower than projected enrollment for the school year. ➢ Other state revenues were greater than budgeted by $141,239, including positive variances in special education regional program funds of $129,090, greater sales tax receipts by $10,125, and other miscellaneous variances of a positive $2,024. Federal Government [line 3] ➢ $4,358 in federal program revenues were received and are primarily restricted; however, a small roads grant is provided each year to assist the operating budget. Local Government [lines 4 -5] ➢ $61,215,266 was received from the County's General Fund, including prior year funding rolled over into the current year to satisfy carryforward encumbrance obligations and a transfer from the Debt Service Fund for specified FY2013 obligations, and the current year commitment by the local governing body for the School Operating Fund. Expenditures: $125,968,269 [line 10] Instruction [line 7] ➢ $94,475,031 was expended for instructional purposes and include costs incurred for classroom instruction, student support services, library and media services, instructional support services, and school administrative offices in the areas of regular education, special education, vocational education, gifted education, and the other categories of instruction. Seventy -five percent of all expenditures are in this category. The positive variance of $201,978 is attributable to expenditure savings throughout the schools and instructional departments. Instructional and Administrative Technology [line 8] ➢ $5,461,085 was expended for costs associated with division technology, whether for instructional, administrative, or operational categories. The $58,660 positive variance is the net of all personnel and operational expenditures. Frederick County Public Schools Page 4 Fiscal Year 2012 -2013 Financial Report 38 School Operating Fund — Continued Support Services [line 9] ➢ $26,032,153 was expended for costs associated with supporting the operations of the school division, including administration, services related to students' attendance and health, transporting students, and maintaining facilities. The $811,345 positive variance is the net of all personnel and operational expenditures, including the $368,823 in energy savings. ➢ Administration, Attendance and Health - Costs associated with the health services as well as the executive, finance, public information, human resources, and other administrative departments. ➢ Savings of $143,267 were realized in all types of expenditures. The largest variances occurred due to personnel turnover and lower than expected legal fees and contracted services. ➢ Transportation - Costs associated with transporting students and maintaining school buses. ➢ A $19,803 positive variance due to a savings in vehicle fuel. ➢ Operations and Maintenance - Costs associated with maintaining the division's facilities. ➢ Utility expenses comprise a significant portion of this function. A $603,538 positive variance was realized in the maintenance function and a $44,736 positive variance was realized in the facility planning category. While savings were realized throughout all types of expenditures, a notable variance occurred in electricity and heating expenses due to installed lighting projects, conservation efforts and weather conditions. Local support of restricted programs [linel4] ➢ $39,186 is the excess local portion for restricted programs. FY 2013 Unrestricted Surplus (Revenues in Excess of Expenditures) [Line 171 $800,883 Obligations against the surplus funds of $897,895 include: 1) a $40,744 for the FY 2014 mentor teacher program, 2) $37,073 for SOL Algebra Readiness, 3) $974 for the EpiPens program, 4) $4,000 for vocational equipment (lift project), 5) $3,538 for the I3 program, and 6) $10,682 for carryforward insurance recovery on vehicles. A separate appropriation request will be submitted for these amounts to be approved by the Board of Supervisors. Restricted Programs [Line 181 Restricted Programs provide funding for specific programs or initiatives. The majority of the restricted revenues are based upon certain student populations or capabilities. Restricted program funding is associated with specific spending criteria as well as reporting criteria. The vast majority of restricted revenues come from the federal government, but a few are from state or miscellaneous sources. Restricted program revenues totaled $6,150,111 for FY 2013, and program expenditures totaled $6,189,297. The resulting negative balance of $39,186 represents a small amount of local funding toward those specific program budgets. ➢ The restricted programs include: eRate telecommunications, state mandates in the area of educational services to special needs students, and federally- funded programs including such grants as Titles I, II, III, IV, VI -B, and vocational education. The fiscal year for the federal grants extends beyond the local June 30 fiscal year, and any remaining grant balances for active grants are eligible for expenditure in the next fiscal year. The variance is the remaining appropriation associated with the grant award amount and does not contribute to or reduce the remaining unobligated surplus. Frederick County Public Schools Page 5 Fiscal Year 2012 -2013 Financial Report 39 Frederick County Public Schools School Operating Fund Year Ended June 30, 2013 [a] [b] [c] $ [d] $ [e] $ 2011 -12 2012 -13 2012 -13 2012 -13 Variance Actual' Original Adjusted Actual' from b Special education Budget Budget 14,851,643 Ad]. Budget SUMMARY 14,883,422 247,492 c Vocational education [A] TOTAL REVENUES $ 126,935,659 $ 131,906,999 $ 134,322,636 $ 133,055,460 $ (1,267,176) [B] TOTAL EXPENDITURES $ 125,118,707 $ 131,906,999 $ 134,322,636 $ 132,157,566 $ 2,165,070 [C] REVENUE OVER EXPENDITURES $ 1,816,952 $ - $ - $ 897,895 $ 897,895 [D] Obligated Funds - Special Programs 25,000 1,336,132 1,359,673 14,682 1,343,165 [E] Obligated Funds - Required Carryforward 663,949 f Summer School 2,697 82,330 5,000 [F] LOCAL FUNDS UNOBLIGATED AT JUNE 30 $ 1,128,003 19,264 $ 800,883 g Adult education [G] Percentage Surplus of Total Budget 0.88% 45,680 0.60% 141,002 * Acmal fiscal year expenditures includes encumbrances (95,980) h Non - regular school day - - Unrestricted Revenues - - - [8] Instructional & Administrative Technology [1] Revenue from Local Sources $ 1,000,681 $ 1,173,070 $ 1,022,648 $ 993,522 $ (29,126) [2] Revenue from Commonwealth $ 59,716,602 $ 64,695,380 $ 64,883,534 $ 64,692,202 $ (191,332) a Standards of Quality (SOQ) 43,120,821 47,476,528 47,568,674 47,236,103 (332,571) b Sales Tax 12,649,914 13,092,868 13,092,868 13,102,993 10,125 c Incentive Accounts. 1,553,661 1,121,305 1,029,159 1,121,305 92,146 d Categorical 95,177 110,592 110,592 72,893 [9] (37,699) e Lottery- Funded Programs 1,984,552 2,734,087 2,872,681 $ 3,016,402 $ 143,721 f Miscllaneous State 312,477 160,000 209,561 142,506 (67,054) [3] Revenue from Federal Government $ 2,760,815 $ 5,262 $ 5,262 $ 4,358 $ (904) a Regular Grants 4,510 5,262 5,262 4,358 (904) b ARRA State Stabilization/Education Jobs Fund/Other 2,756,306 - - - - [4] Transfers / CarryOver /Prior Year Encumbrances $ 139,765 $ 1,369,433 $ 1,562,070 $ 1,593,804 $ 31,734 [5] Local Funds -Board of Supervisors $ 56,637,668 $ 57,398,462 $ 59,621,462 $ 59,621,462 $ - [6] Total Unrestricted Revenues $ 120,255,531 $ 124,641,607 $ 127,094,977 $ 126,905,349 $ (189,628) Unrestricted Expenditures [7] Instruction $ 88,015,027 $ 93,020,620 $ 94,677,008 $ 94,475,031 $ 201,978 a Regular education 66,809,771 69,837,900 71,007,194 70,866,669 140,525 b Special education 13,159,739 14,851,643 15,130,913 14,883,422 247,492 c Vocational education 6,016,392 6,218,514 6,387,733 6,496,101 (108,368) d Gifted education 692,589 725,751 741,473 725,409 16,065 e Other education 1,301,672 1,336,132 1,359,673 1,343,165 16,509 f Summer School 2,697 5,000 5,000 19,264 (14,264) g Adult education 32,167 45,680 45,022 141,002 (95,980) h Non - regular school day - - - - - [8] Instructional & Administrative Technology $ 5,431,849 $ 5,209,858 $ 5,519,745 $ 5,461,085 $ 58,660 a Instructional technology 1,426,077 660,701 819,845 823,536 (3,691) b Instructional support technology 2,433,427 3,176,908 3,181,718 3,159,027 22,691 c Administrative technology 1,572,345 1,372,250 1,518,181 1,478,522 39,659 [9] Support Services $ 24,977,736 $ 26,352,437 $ 26,843,498 $ 26,032,153 $ 811,345 a Adnunistration, Attendance & Health 5,239,700 5,661,380 5,813,342 5,670,074 143,267 b Pupil Transportation Services 7,792,408 7,970,607 8,065,671 8,045,868 19,803 c Operation and Maintenance 11,337,865 12,049,427 12,276,418 11,672,880 603,538 d Facilities 406,399 249,322 185,632 140,896 44,736 e Fund Transfers 201,364 421,700 502,436 502,436 - [10] Unrestricted Expenditures $ 118,424,612 $ 124,582,915 $ 127,040,251 $ 125,968,269 $ 1,071,983 [11] Unrestricted Revenue Over /(Under) Expense $ 1,830,919 Restricted Programs [12] Total Restricted Revenues $ 6,680,128 $ [13] Total Restricted Expenditures $ 6,694,095 $ Y3 /,UZ;u 7,265,392 $ 7,227,659 $ 6,150,111 $ (1,077,548) 7,324,084 $ 7,282,384 $ 6,189,297 $ 1,093,087 [14] Restricted Revenue Over /(Under) Expense $ (13,967) $ 1,816,952 [15] Obligated Funds - Special Programs 25,000 [16] Obligated Funds - Required Carryforward for FY14 663,949 [17] LOCAL FUNDS UNRESTRICTED AND UNOBLIGATED $ 1,128,003 � (3Y,tifb) $ 897,895 14,682 82,330 $ 800,883 Frederick County Public Schools Page 6 Fiscal Year 2012 -2013 Financial Report 40 Supplementary Information Regarding Restricted Programs Restricted Programs 2012 -2013 2012 -2013 2012 -2013 1,091,422 (39,268) Revenue Expenditures Variance a eRate Program 67,900 76,540 (8,640) b Regional Juvenile Detention Center 424,886 421,154 3,732 c Special Education - In -Jail 77,593 77,593 - d Early Reading Intervention 206,783 241,004 (34,221) e SOL Algebra Readiness 108,896 133,103 (24,207) I Other Special State Programs 41,773 71,998 (30,225) g Bridges to Success - Apple Federal Credit. Union 30,000 14,256 15,744 h Title I, Part A 1,832,388 1,832,388 - i Title I, Part D 92,527 105,707 (13,179) j Title I, School Choice 97,415 97,415 - k Title IL Part A Improve Teacher Quality 266,646 265,315 1,331 1 Title IL Ed Tech 199 199 - m Title III LEP 51,549 51,549 - n Title VI -B 2 2,636,284 45,416 o Perkins Vocational 150,356 148,831 1,525 P Miscellaneous Federal 19,500 15,962 3,538 [18] Total Restricted Programs $ 6,150 $ 6,189 $ (39,186) Revenue from Local/Other Sources 1,066,324 1,272,320 RECAPITULATION: 1,091,422 (39,268) Year Ended June 30, 2013 [a] [b] [c] [d] [e] 2011 -12 2012 -13 2012 -13 2012 -13 Variance Actual* Original Adjusted Actual* from Budget Budget Adj. Budget Revenue from Local/Other Sources 1,066,324 1,272,320 1,130,690 1,091,422 (39,268) Revenue from the Commonwealth 60,463,979 65,944,595 66,028,267 65,552,134 (476,133) Revenue from the Federal Government 8,627,923 5,922,189 5,980,146 5,196,638 (783,508) Revenue from Local Governing Body 56,777,433 58,767,895 61,183,532 61,215,266 31,734 [19] TOTAL REVENUES $ 126,935,659 $ 131,906,999 $ 134,322 $ 133,055,460 $ (1,267,176) Instruction 88,015,027 93,020,620 94,677,008 94,475,031 201,978 Instruction - Restricted Programs 6,694,095 7,324,084 7,282,384 6,189,297 1,093,087 Technology - Instructional & Administrative 5,431,849 5,209,858 5,519,745 5,461,085 58,660 Support Services 24,977,736 26,352,437 26,843,498 26,032,153 811,345 [20] TOTAL EXPENDITURES $ 125,118,707 $ 131,906,999 $ 134,322,636 $ 132,157,566 $ 2,165,070 [21] REVENUE OVER EXPENDITURES $ 1,816,952 $ $ - $ 897,895 $ 897,895 [22] Obligated Funds - Special Programs 25,000 14,682 [23] Obligated Funds - Required Carryforward 663,949 82,330 [24] LOCAL FUNDS UNOBLIGATED AT .TUNE 30 S 1,128,003 S 800,883 [25] Percentage Surplus of Total Budget 0.88% 0.60% * Actual fiscal year expenditures includes encumbrances Frederick County Public Schools Page 7 Fiscal Year 2012 -2013 Financial Report 41 School Nutrition Fund The food service operation finished the year with expenditures in excess of revenues of $307,404, which decreases the fund balance to $1,202,601. Revenue was less than expected due to a decline in the number of students buying meals and expenditures were greater than expected for the associated number of meals served. 1,259,431 lunches and 269,024 breakfasts were served throughout the 2012 -2013 school year, which was 208,443 less meals than budgeted. The lunch prices for a full meal were $2.20 for elementary, $2.45 for middle, and $2.45 regular lunch /$2.55 pizza lunch for high school students. Other items were sold on an a la carte basis. The division food service operation produced an average of 13.91 meals per labor hour — 8,865 equivalent meals daily. The fund balance includes inventory valuation of $193,785. Revenue Variances: Compared to budget, revenues were $464,584 less than expected. The variance is the net result of three main components: interest revenue, meal sales (including breakfast and lunch), and federal meal reimbursement through the National School Lunch Program. ➢ Interest earnings were $2,324 less than expected. Lunch and breakfast sales for full- priced meals were $400,146 lower than expected. This variance is attributed to the number of students who pay full price for meals, which was less than expected. A la carte /other sales were lower than expected by $154,440. This variance may have been the result of encouraging students to purchase full meals and reducing the sale of individual products such as ice cream. ➢ Federal and state subsidies were $31,095 greater than planned. This shift in revenue also reflects changes in student population and meal participation patterns. Free and reduced eligibility increased from 33.3 %in June 2012 to 35.1% in June 2013. Expenditure Variances: Operating expenditures, exclusive of the budgeted use of prior year carry - forward, were $157,181 less than expected. Per meal labor and food costs increased significantly over the prior year and contributed to the operating loss. 2012 -2013 was the first year of compliance with the Child Nutrition Act. The new meal patterns and ingredient requirements created challenges in staff training and in the ability of food vendors to accommodate the demand in different food products. While salaries and benefits were $107,750 less than expected primarily due to savings in personnel costs, there were not enough savings realized to keep the per meal labor cost at budget. 50% of the food service operation is labor cost. Food and other operational supply expenditures were greater than budgeted by $24,821. This increased cost reflects a higher average food cost per meal offset by the savings associated with serving fewer meals than planned. The average food cost per meal was $1.40 compared to a budgeted $1.23 — a 14% variance. Utility, travel, contracted services, and capital outlay expenses were $74,251 less than planned. Frederick County Public Schools Page 8 Fiscal Year 2012 -2013 Financial Report 42 Frederick County Public Schools School Nutition Fund Year Ended June 30, 2013 * Beginning and ending balances include inventory valuation Frederick County Public Schools Page 9 Fiscal Year 2012 -2013 Financial Report 43 [a] [b] [c] [d] [e] Adjusted Variance Actual Actual Budget Actual from 2010 -2011 2011 -2012 2012 -2013 2012 -2013 Adi Budget [1] Beginning Balance July 1* $ 1,291,722 $ 1,548,297 $ 1,658,107 $ 1,510,004 Revenues: [2] Interest on Bank Deposits $ 6,385 $ 4,103 $ 5,449 $ 3,125 $ (2,324) [3] Type A Lunches 1,812,967 1,790,515 1,943,297 1,569,601 $ (373,696) [4] Breakfast Program 106,772 116,940 122,620 96,170 $ (26,450) [5] All Other Sales and Adults 650,833 578,179 670,058 515,618 $ (154,440) [6] Other Receipts 61 57,589 53,806 84,970 $ 31,164 [7] State School Food Payments 91,058 94,601 99,148 99,079 $ (69) [8] Federal Meals Reimbursement 2,038,064 2,165,867 2,222,366 2,283,597 $ 61,231 [9] Transfers From School Operating - - - - $ [10] Total Revenues $ 4,767,920 $ 4,807,794 $ 5,116,744 $ 4,652,160 $ (464,584) Expenditures: [11] Salaries $ 1,730,667 $ 1,777,889 $ 1,913,497 $ 1,836,709 $ 76,788 [12] Fringe Benefits 539,510 579,372 655,809 624,847 30,962 [13] Contractual Services 71,998 44,950 73,627 48,632 24,995 [14] Utilities, Travel and Misc 53,516 49,525 56,893 50,580 6,313 [15] Food and Supplies 2,090,051 2,368,367 2,342,159 2,366,980 (24,821) [16] Capital Outlay /Use of Carryforward 25,604 25,982 74,759 31,816 42,943 [17] Total Expenditures $ 4,511,345 $ 4,846,087 $ 5,116,744 $ 4,959,563 $ 157,181 [18] Income Over Expenditures 256,575 (38,293) - (307,404) [19] Balance June 30 $ 1,548,297 $ 1,510,004 $ 1,658,107 $ 1,202,601 * Beginning and ending balances include inventory valuation Frederick County Public Schools Page 9 Fiscal Year 2012 -2013 Financial Report 43 School Textbook Fund The textbook fund finished the year with a decrease of $256,829, bringing the fund balance to $1,155,102. The primary source of revenue for this fund comes from the Standards of Quality funding provided by the Commonwealth. The state funds require a local match equal to the composite index percentage. For FY 2013, state funds of $745,564 plus $421,717 in local matching funds, and miscellaneous receipts for interest and fees totaled $1,171,964 in revenue for the School Textbook Fund. Textbook purchases were made for replacements of worn textbooks, new reading and language arts textbooks for grades kindergarten through 5, new science textbooks for grades 6 through 12, and teacher's editions. Total expenditures on textbooks and related expenditures equaled $1,428,792 for the year — less than planned due to savings on shipping costs. A small portion of the expense total is for a clerical position attributable to maintaining the textbook inventory. The textbook fund balance is accumulated over time and is used to support the year -to -year disbursements driven by textbook adoption requirements. Frederick County Public Schools Page 10 Fiscal Year 2012 -2013 Financial Report 44 Frederick County Public Schools School Textbook Fund Year Ended June 30, 2013 Frederick County Public Schools Page 11 Fiscal Year 2012 -2013 Financial Report 45 [a] [b] [c] [d] [e] 2010 -11 2011 -12 2012 -13 2012 -13 Actual Actual* Budget Actual Variance [1] Balance July 1 $ 2,259,056 $ 1,704,857 $ 1,110,138 $ 1,411,930 $ 361,793 Revenues: [2] Interest on Bank Deposits 7,963 4,827 20,000 2,372 (17,628) [3] Sale of Textbooks/ Lost Fees 2,471 5,391 6,500 2,310 (4,190) [4] Misc Revenue - - - - [5] State Reimbursements 421,251 324,073 749,365 745,564 (3,801) [6] Transfers From Other Funds $ 261,786 $ 201,391 $ 421,850 $ 421,717 (133) [7] Total Revenues $ 693,471 $ 535,682 $ 1,197,715 $ 1,171,964 $ (25,751) Expenditures: [8] Salaries $ 18,848 $ 19,035 $ 19,783 $ 20,377 (594) [9] Fringe Benefits $ 5,912 $ 6,428 S 7,146 $ 7,165 (19) [10] Contractual Services $ $ $ - $ - - [1l] Payments to Publishers $ 1,222,910 $ 815,723 $ 1,598,604 $ 1,401,250 197,353 [12] Planned Carryforward to Next Year $ $ $ 682,320 $ - 682,320 [13] Total Expenditures $ 1,247,670 $ 841,185 $ 2,307,853 $ 1,428,792 $ 879,060 [14] Revenues Over (Under) Expenditures $ (554,199) $ (305,503) $ $ (256,829) [15] Balance June 30 $ 1,704,857 $ 1,399,354 $ $ 1,155,102 * Actual fiscal year expenditures includes encumbrances Frederick County Public Schools Page 11 Fiscal Year 2012 -2013 Financial Report 45 School Capital Proiects Fund The school capital projects fund is a separate fund intended for the purchase of capital items that are not provided for in the annual school operating fund. This fund typically receives revenue from the local governing body through direct appropriation or through the transfer of funds from prior year remaining balances in the school operating fund. Additionally, in FY 2013, funds were transferred from the school debt service fund to support the planned initiatives for school capital projects. With the downturn of the economy in 2008, this fund has been used to address high priority items that were removed from the school operating fund. $442,256 was carried forward from FY 2012 and $1,395,117 was available from the operating and debt service funds for a total of $1,837,373. During FY 2013, expenditures and encumbrances totaled $1,816,416 for various, major maintenance projects; including upgrades to fueling equipment, school bus replacement purchases, energy performance improvements at Frederick County and Robert E. Aylor middle schools, information technology department renovations at the School Board Office, James Wood Middle School parking lot improvements, Millbrook High School track repairs, and information technology equipment. The resulting balance of $20,957 will be carried forward into FY 2014. Funding for many of the types of items listed above should be budgeted in the operating fund because they are part of the larger scope of the annual operating responsibilities of the school division. Restoration of such funding in the operating budget will allow for this fund to return to the practice of using it for special projects outside the norm of the operating fund, yet also not large enough for the construction fund. Frederick County Public Schools Page 12 Fiscal Year 2012 -2013 Financial Report 46 Frederick County Public Schools School Capital Projects Fund Year Ended June 30, 2013 [a] [b] [c] [d] [e] Variance 2010 -11 2011 -12 2012 -13 2012 -13 from Actual* Actual* Budget Actual* Adjusted Budget [1] Balance July 1 $ $ 303,528 $ 100,000 $ 442,256 Revenues: [2] Other Receipts - [3] LocalFunds - FrederickCounty 297,116 1,128,002 1,128,002 [4] Transfers from Other Funds 1,693,595 985,123 267,115 267,115 [5] Transfers- Encumbrances from prior year 348,021 (348,021) Total Revenues $ 1,693,595 $ 1,282,239 $ 1,743,138 $ 1,395,117 $ (348,021) Expenditures: [6] Capital Outlay 1,661,075 1,491,532 1,653,247 1,816,416 (163,169) [7] Total Expenditures $ 1,661,075 $ 1,491,532 $ 1,653,247 $ 1,816,416 $ (163,169) [8] Fund Balance June 30 $ 32,520 $ 94,235 $ 20,957 * Actual fiscal year amounts include encumbrances Frederick County Public Schools Page 13 Fiscal Year 2012 -2013 Financial Report 47 Construction Funds The active construction projects for FY 2013 were: • final construction and opening of the new transportation facility, • final construction of Amherst Street /Fox Drive traffic light and JWMS parking lot improvement, • land acquisition and design services for the 4 I high school and replacement for FCMS, • additional rooms in preparation for full -day kindergarten at Bass - Hoover, Stonewall, Evendale and Redbud Run Elementary Schools, and • completion of the renovation of JWHS walls and facade. A summary of each project's financial activity is shown below and is provided in a different format on the financial statement. Transportation Facility: Beginning project amount Expenditures through June 30, 2013 O/S Encumbrances @ June 30, 2013 Remaining project balance Cash received — bond proceeds Cash received — premium proceeds Cash received — interest earnings Cash received — other sources Cash disbursed for project Accounts Payable @ June 30, 2013 Cash/A/P balance @June 30, 2013 Replacement FCMS: Beginning project amount Expenditures through June 30, 2013 O/S Encumbrances 4 June 30, 2013 Remaining project balance Cash received — bond proceeds Cash received — premium proceeds Cash received — interest earnings Cash received — easement proceeds Cash transferred to other sources Cash disbursed for project Accounts Payable L June 30, 2013 Cash/A/P balance gJune 30, 2013 Fourth Hieh School: Beginning project amount Expenditures through June 30, 2013 O/S Encumbrances @ June 30, 2013 Remaining project balance Cash received — bond proceeds Cash received — premium proceed Cash received — interest earnings Cash transferred- undesignated funds Cash received from other projects Cash disbursed for project Accounts Payable @ June 30, 2013 Cash/A/P balance gJune 30, 2013 $ 17,205,000.00 $(16,717,789.67) $( 482,381.35) S 4,R2R_9R $ 15,843,205.00 $ 943,735.42 $ 53,339.96 $ 395,776.51 $(16,574,860.92) $ ( 142,928.75) � 518,267.22 $ 4,000,000.00 $( 825,257.83) $(1,343,356.00) 9'i 1,R31,3Rfi_77 $ 3,799,555.00 $ 209,210.76 $ 23,412.89 $ 120,000,00 $(2,253,080.57) $( 777,280.83) $( 47,977.00) $ 1.073.840.25 $ 4,800,000.00 $( 92,320.00) $( 2,266,125.00) S 2,441,555.00 $ 1,286,150.00 $ 105,857.26 $ 1,851.11 $ 1,300,000.00 $ 230,199.17 $( 62,320.00) $( 30,000.00) J2.8 JWMS Parking Lot Beginning project amount Expenditures through June 30, 2013 O/S Encumbrances @ June 30, 2013 Remaining project balance Cash received — proffers proceeds Cash disbursed for project Accounts Payable @ June 30, 2013 Cash/ AT balance as of June 30, 2013 James Wood High School: Beginning project amount Expenditures through June 30, 2013 O/S Encumbrances @ June 30, 2013 Remaining project balance Cash received — bond proceeds Cash received — premium proceeds Cash received — interest earnings Cash disbursed for project Accounts Payable @ June 30, 2013 Cash/ A/P balance as of June 30, 2013 Elementary Additions: Beginning project amount Expenditures through June 30, 2013 O/S Encumbrances @ June 30, 2013 Remaining project balance Cash received — bond proceeds Cash received — premium proceed Cash received — interest earnings Cash disbursed for project Accounts Payable L June 30, 2013 Cash/ A/P balance as of June 30, 2013 $ 600,000.00 $( 588,877.05) $( 8,350.00) S 2,77295 $ 600,000.00 $( 588,877.05) $ 0.00 $ 11.122.95 $ 1,500,000.00 $(1,341,909.05) $( 9,252.00) S 14R,R3R.95 $ 1,286,150.00 $ 105,857.26 $ 399.80 $(1,336,980.05) $( 4,929.00) 50.498:01 $ 6,100,000.00 $(1,339,239.48) $( 4,499,564.92) S 2fi1,195_fi0 $ 931,350.00 $ 76,655.26 $ 1,291.98 $( 310,992.45) $( 1,028,247.03) $( 329.942.24) Frederick County Public Schools Page 14 Fiscal Year 2012 -2013 Financial Report 48 Frederick County Public Schools Construction Funds Year Ended June 30, 2013 [14] Balance June 30 Frederick County Public Schools Page 15 Fiscal Year 2012 -2013 Financial Report 49 [a] [b] [c] [d] Cummulative Project Prior Years' 2012 -2013 Project Budget Receipts Actual Receipts Receipts [1] Balance July 1 $ 9,720,770 Revenues: [2] Interest Income $ 27,132 $ 14,473 $ 41,605 [3] Proceeds from Bond Sale $ 34,205,000 $ 16,388,106 $ 4,435,000 $ 20,823,106 [4] Other Receipts $ 811,180 $ 485,025 $ 1,296,205 [5] Transfers from Other Projects /Funds $ 2,900,000 $ $ 2,900,000 [6] Total Revenues $ 34,205,000 $ 20,126,418 $ 4,934,498 $ 25,060,916 [a] [b] [c] [d] [e] [f] Cummulative Remaining Project Prior Years' 2012 -2013 Project Outstanding Project Budget Expenditures Actual Expenditures Encumbrances Balance Expenditures: [7] New Transportation Facility $ 17,205,000 $ 10,169,472 $ 6,548,317 $ 16,717,790 $ 482,381 $ 4,829 [8] JWMS Parking Lot $ 600,000 $ 94,330 $ 494,547 $ 588,877 $ 8,350 $ 2,773 [9] JWHS Wall Renovations $ 1,500,000 $ 141,847 $ 1,200,062 $ 1,341,909 $ 9,252 $ 148,839 [10] Replacement FCMS- land & design $ 4,000,000 $ $ 825,258 $ 825,258 $ 1,343,356 $ 1,831,386 [11] Elementary School Additions $ 6,100,000 $ $ 1,339,239 $ 1,339,239 $ 4,499,565 $ 261,196 [12] Fourth High School - land & design $ 4,800,000 $ $ 92,320 $ 92,320 $ 2,266,125 $ 2,441,555 [13] Total Expenditures $ 34,205 $ 10,405,649 $ 10,499,744 $ 20,905,393 $ 8,609,029 $ 4,690,578 [14] Balance June 30 Frederick County Public Schools Page 15 Fiscal Year 2012 -2013 Financial Report 49 Debt Service Fund The year -end balance in the debt service fund is $20,158. The fund balance will be used to offset the local share of debt service in the next fiscal year. During the fiscal year, FCPS received $284,559 from the federal government as an interest rebate subsidy for the Qualified School Construction Bonds (QSCB) program and $14,626,151 from the County for debt service obligations, administrative expenses, and a transfer to the school capital project fund. The federal subsidy was less than expected due to an 8.7% sequestration reduction; however savings were realized on the administrative expenses producing the fund balance of $20,158. As of June 30, 2013, there were 33 active debt issues. The total principal and interest payments, along with the management fees for the debt issues, totaled $13,939,002. A summary of the outstanding indebtedness is shown below. Outstanding debt at June 30, 2012 $ 108,122,937 New debt incurred during FY 2013 $ 4,435,000 Principal payments on existing debt during FY 2013 ($ 9,056,755) Outstanding debt at June 30, 2013 103.501.182 * During FY 2013, FCPS participated in the fall 2012 Virginia Public School Authority (VPSA) bond sale for $4,435,000, which will be used to fund the construction of elementary school additions at Bass - Hoover, Evendale, Redbud Run, and Stonewall elementary schools, as well as land acquisition and architectural /engineering services for the fourth high school and replacement Frederick County Middle School. Frederick County Public Schools Page 16 Fiscal Year 2012 -2013 Financial Report 50 Frederick County Public Schools Debt Service Fund Year Ended June 30, 2013 [1] Balance July 1 Revenues: [2] Federal - QSCB [3] Local Funds - Frederick County [4] Transfers from Other Funds [5] Total Revenues Expenditures: [6] Principal Payments [7] Interest Payments [8] Miscellaneous [9] Total Expenditures [10] Transfers to Other Funds [11] Balance June 30 [a] [b] [c] [d] [e] 4,948,631 4,869,297 4,869,297 0 14,650 Variance 25,000 12,950 12,050 2012 -13 from 2010 -11 2011 -12 Adjusted 2012 -13 Adjusted Actual Actual Budget Actual Budget $ 20,158 $ 250,520 $ 80,400 $ - $ 21,049 $ 21,049 - 137,181 297,500 284,559 (12,941) 14,626,151 14,626,151 14,626,151 14,626,151 $ 14,626,151 $ 14,763,332 $ 14,923,651 $ 14,910,710 $ (12,941) 9,388,482 8,874,628 9,056,755 9,056,755 - 3,699,544 4,948,631 4,869,297 4,869,297 0 14,650 14,300 25,000 12,950 12,050 $ 13,102,676 $ 13,837,559 $ 13,951,052 $ 13,939,002 $ 12,050 1,693,595 985,123 972,599 972,599 $ 80,400 $ 21,049 $ - $ 20,158 Frederick County Public Schools Page 17 Fiscal Year 2012 -2013 Financial Report 51 Insurance Reserve Fund The insurance reserve fund accounts for the premiums received and health claims paid for participating employees. The fund balance is generated from medical and dental premiums paid by the school system and employees exceeding insurance carrier payments for those claims. Likewise, the fund balance could decrease for claims exceeding premiums paid. A range for projected claims expense and health care utilization is prepared by the insurance carrier. Premiums are set within the projected range. The health insurance program provided coverage for about 1,759 FCPS employees and retirees plus their dependents. The program includes three medical plan options, one vision, and one dental plan — all provided by Anthem. The three medical plan options are known as Keycare 300, Keycare 30, and the Health Savings Account (HSA) plan. Column [e] shows the current year activity compared to expected and maximum levels shown in columns [c] and [d]. Medical and dental claims and other expenses for FY 2013 were $14,802,280, below the expected level of $15,682,256. The insurance reserve fund year -end balance decreased by $27,872 to an ending balance of $2,312,491. The fund balance equates to just about two months of claims activity. Columns [f] and [g] provide a range of activity projected for FY 2014. It is important to maintain a fund balance sufficient to support claims which may reach maximum liability. Frederick County Public Schools Page 18 Fiscal Year 2012 -2013 Financial Report 52 Frederick County Public Schools Insurance Reserve Fund Year Ended June 30, 2013 [1] Balance July 1 Revenues: [2] Interest on Bank Deposits [3] Health Insurance Premiums [4] Total Revenues Expenditures: [5] Contracted Activities [6] Health Care Claims [7] Dental Claims [8] Total Expenditures [9] Revenues Over (Under) Expenditures [10] Balance June 30 [a] [b] Actual Actual 2010 -11 2011 -2012 $ 2,472,496 $ 2,504,322 20,744 13,240 13,028,981 14,208,262 $ 13,049,726 $ 14,221,502 39,113 23,195 12,056,581 13,469,031 922,207 893,235 $ 13,017,900 $ 14,385,461 31,826 504.322 [c] [d] [e] Maximum Maximum Claim Expected Claim 2013 -14 Activity Liability Actual 2012 -13 2012 -13 2012 -2013 $ 2,340,363 $ 2,340,363 $ 2,340,363 15,280,085 $ 15,280,085 50,000 14,632,256 1,000,000 $ 15,682,256 9) (402,171) (1,847162) 3 1 $ 1.938.192 $ 493.201 - 9,281 15,280,085 14,765,127 $ 15,280,085 $ 14,774,408 50,000 12,221 16,077,247 13,927,856 1,000,000 862,203 $ 17,127,247 $ 14,802,280 (27 312 [t7 [g] Maximum Expected Claim Activity Liability 2013 -14 2013 -14 $ 2,312,491 $ 2,312,491 [1] - - [2] 16,393,139 16,393,139 [3] $ 16,393,139 $ 16,393,139 [4] 50,000 50,000 [5] 15,310,501 17,207,058 [6] 956,052 956,052 [7] $ 16,316,553 $ 18,213,110 [8] 76,586 (1,819,971) [9] 89,077 $ 492,520 [10] Frederick County Public Schools Page 19 Fiscal Year 2012 -2013 Financial Report 53 Northwestern Regional Educational Programs (NREP) Funds Frederick County Public Schools is the fiscal agent for the NREP program. The school divisions of Winchester City and Frederick and Clarke Counties fund the program along with some federal and state dollars. The NREP program provides intense services to multiple disabled students, emotionally disabled students, autistic students, hearing impaired students, deafiblind students, and preschoolers with various disabilities. The program also provides outreach services to daycares and homes, as well as occupational, physical, and speech therapy services. Total revenues were $4,180,758 and were $214,668 less than budgeted. This amount represents a reduction in the localities' contributions due to the distribution of the FY 2012 surplus of $218,333, as well as positive variances in interest earnings of $1,467 and tuition payments of $2,198. Expenditure savings of $270,874 were realized throughout the year. The residual surplus is $54,495, which will be credited back to the localities in FY 2014. The residual surplus was generated from reduced contracted service costs for occupational, physical, and speech therapy and autism services. The NREP textbook fund concluded the year with a fund balance of $25. The fund balance is accumulated over time and is used to support the year -to -year disbursements driven by textbook adoption requirements. Frederick County Public Schools Page 20 Fiscal Year 2012 -2013 Financial Report 54 Frederick County Public Schools Northwestern Regional Educational Programs (NREP) Funds Year Ended June 30, 2013 OPERATING FUND Balance at July 1 REVENUES: [1] Interest [2] Tuition [3] Revenue from Commonwealth [4] Revenue from Federal Government [5] Local Funds -- Frederick County, Winchester City, and Clarke County [6] TOTAL REVENUES EXPENDITURES: [7] Instruction [8] Administration, Attendance & Health [9] Pupil Transportation Services [10] Operations and Maintenance [11] Food Services [12] Fund Transfers /Contingency [13] Technology [14] TOTAL EXPENDITURES [a] [b] $218,333 $ [c] [d] * Actual fiscal year expenditures include outstanding [e] 2010 -11 2011 -12 2012 -13 2012 -13 Variance Actual Actual $ 45,044 Adjusted Actual $ 20,283 from Budget [1] Interest Adj. Budget $ 483,259 $ 294,363 $ 220,044 $ 218,333 $ (1,711) $ 3,940 $ 2,171 $ - $ 1,467 $ 1,467 9,780 12,025 $ 7,400 9,598 $ 2,198 26,000 26,000 26,000 26,000 $ - 3,647,213 3,901,535 4,362,026 4,143,693 $ (218,333) 3,686,933 $ 3,941,731 $ 4,395,426 $ 4,180,758 $ (214,668) $ 3,137,341 $ 3,289,457 $ 3,824,551 $ 3,556,788 $ 267,762 156,539 164,191 170,657 176,353 (5,696) 525,516 505,231 542,976 538,429 4,547 10,000 10,000 23,952 23,952 - 46,432 48,883 53,334 49,073 4,260 $ 3,875,829 $ 4,017,761 $ 4,615,470 $ 4,344,596 $ 270,874 [15] Balance at June 30 $ 294,363 $218,333 $ - $ 54,495 * Actual fiscal year expenditures include outstanding encumbrances at year end. TEXTBOOK FUND Balance at July 1 $ 45,044 $ 36,062 $ 26,048 $ 20,283 REVENUES: [1] Interest 181 130 0 24 [2] Transfers from NREP Operating Fund 10,000 10,000 23,952 23,952 [3] TOTAL REVENUES $ 10,181 $ 10,130 $ 23,952 $ 23,976 EXPENDITURES: [4] Payments for textbooks [5] TOTAL EXPENDITURES Balance at June 30 $ (5,765) 24 0 $ 24 19,163 25,908 50,000 44,234 5,766 $ 19,163 $ 25,908 $ 50,000 $ 44,234 $ 5,766 Frederick County Public Schools Page 21 Fiscal Year 2012 -2013 Financial Report 55 Consolidated Services Fund The consolidated service fund accounts for the transaction activity associated with building services provided to county buildings and the Handley Regional Library, as well as vehicle services provided to the school division and outside agencies. FY 2013 was the first year of accounting for the vehicle services within this enterprise fund. The new transportation facility opened December 2012. The new facility is located on Route 522 south, is equipped for fleet maintenance services, and is currently providing those services to the division's bus and vehicle fleet. The facility operations include vehicle repairs, tire changing, washing and fueling, and inspections. The facility is staffed by heavy -duty and light -duty mechanics. Most of the service mechanics hold Automotive Service Excellence (ASE.) certification in their respective fields. Services are billed to the user departments of the school division on a cost recovery basis. The charges are comprised of full recovery of all direct and indirect expenses associated with the services provided. The facility is also equipped for efficient fueling services to users. Building services for FY 2013 in the amount of $9,799 were provided to the County and Regional Library. Vehicle maintenance and fueling services in the amount of $2,618,659 were provided to the school division and outside agencies. Frederick County Public Schools Page 22 Fiscal Year 2012 -2013 Financial Report 56 Frederick County Public Schools Consolidated Services Fund Year Ended June 30, 2013 Balance July 1 [1] Revenue: [2] Building Services Billings to Regional Library Board Billings to County Government Sub -total Building Services [3] Vehicle Services Billings to FCPS Billings to Outside Agencies Other Receipts Sub -total Vehicle Services [4] Transfers from School Operating Fund [5] Total Receipts [6] Expenditures: [7] Building Services County Administration Building Bowman Regional Library Other Agencies Sub -total Building Services [8] Vehicle Services Salaries Fringe Benefits Purchased Services Other Charges Materials and Supplies Capital Outlay Sub -total Vehicle Services [a] [b] [c] 2012 -13 2010 -11 2011 -12 Adjusted Actual Actual Budget $ 748 $ $ 3,262 7,178 7,043 7,614 10,305 14,792 $ 10,305 $ 14,792 [d] [e] Variance 2012 -13 from Actual Adj. Budget 6,519 210 210 4,238 9,590 9,590 - 9,799 9,799 2,637,053 2,459,704 (177,349) - 101,746 101,746 62,947 57,209 (5,738) 2,700,000 2,618,659 (81,341) - 54,132 54,132 $ 2,700,000 $ 2,682,591 $ (17,409) 6,519 7,075 $ 2,700,000 $ 2,682,590 4,238 (4,238) 3,262 7,178 (0) 210 (210) 1,272 539 [12] Adjustment - Yearend Inventory Valuatio 5,352 (5,352) 11,053 14,792 - 9,799 (9,799) [14] Balance June 30 $ 0 $ 627,391 610,008 17,383 224,161 218,163 5,998 68,067 67,187 880 106,583 80,103 26,479 1,673,799 1,697,330 (23,531) 2,700,000 2,672,791 27,209 [9] Total Expenditures $ 11,053 $ 14,792 $ 2,700,000 $ 2,682,590 $ 17,410 [10] Revenues Over (Under) Expenditures (748) - - 0 (0) [11] Adjustment - Beginning Inventory 201,032 201,032 [12] Adjustment - Yearend Inventory Valuatio 31,188 31,188 [13] Revenues Over (Under) Expenditures (748) 232,220 232,219 [14] Balance June 30 $ 0 $ $ $ 232,220 $ 232,220 Frederick County Public Schools Page 23 Fiscal Year 2012 -2013 Financial Report 57 Special Grants Fund The special grants fund is a fiduciary fund which accounts for the transaction activity associated with the special grants or programs for which Frederick County Public Schools is the fiscal agent. In FY 2013, four special grants /donations were transacted in this fund — the Chain of Checks Donation, the Regional Adult Education Program, the federal grant entitled Building Bridges: Teaching American History, and miscellaneous donations for the Teacher of the Year Program. In FY 2013, FCPS was the recipient of $23,000 from the Chain of Checks donation program. Donated funds are restricted for supporting eligible homeless students' fees for school- sponsored activities (i.e. yearbooks, prom tickets, homecoming, school pictures, cap and gown, athletic fees, etc.). Further, $4,702 is available for the Teacher of the Year Program. An ending balance of $24,191 is available for these programs in the FY 2014. FCPS was fiscal agent to the Regional Adult Education Program. The localities of Frederick, Clarke, Shenandoah, and Warren counties and Winchester City participate in the regional program. Revenue for three months of the program was $253,525 from state, federal, and locality billings as well as fees charged to local industries obtaining the service. The program was transferred to Lord Fairfax Community College during the FY 2013. A remaining balance of $6,290 for the Regional Literacy Coordinating Committee is carried - forward into FY 2014 for reimbursement to the participating locality. The Building Bridges: Teaching American History (TAH) grant is a three year grant for just under $1 million. Expenditures for the third year totaled $428,397 and are reimbursed by the federal government. The grant will expire at the close of the 2013 calendar year. Remaining funds of $632 are carried forward into the FY 2014. Frederick County Public Schools Page 24 Fiscal Year 2012 -2013 Financial Report 58 Frederick County Public Schools Special Grants Fund Year Ended June 30, 2013 EXPENDITURES: [5] Chain of Checks Donation Regional Adult Education Program Personnel Operating Capital Outlay [6] Sub -total Reg. Adult Ed. Expenditures Teaching American History Grant (TAH) Personnel Operating Capital Outlay [7] Sub -total TAH Expenditures [8] TOTAL EXPENDITURES [9] Balance June 30 $0 [a] [b] [c] [d] (2,881) 2011 -12 2012 -13 2012 -13 Variance 261,233 (24,926) Actual Adjusted Actual from 6,900 31 Budget 689,876 Adj. Budget 243,238 Balance July 1 $41,500 (24,895) $ 20,898 $ 20,898 REVENUES: 69,425 1,071 [1] Donations and Grants 401,828 - 27,072 27,072 $ Fees from Business & Industry 44,178 3,997 4,134 137 43,927 Tuition Payments from Localities 121,781 145,338 155,489 10,150 699,411 $ Revenue from the Commonwealth 243,672 93,903 93,903 - Revenue from the Federal Government 259,643 - - - [2] Sub -total Regional Adult Ed. Revenues $ 669,274 $ 243,238 $ 253,525 $ 10,288 [3] Federal Grant -Teaching American History $304,006 $472,324 $429,029 ($43,295) [4] TOTAL REVENUES $ 973,280 $ 715,562 $ 709,626 $ (5,935) EXPENDITURES: [5] Chain of Checks Donation Regional Adult Education Program Personnel Operating Capital Outlay [6] Sub -total Reg. Adult Ed. Expenditures Teaching American History Grant (TAH) Personnel Operating Capital Outlay [7] Sub -total TAH Expenditures [8] TOTAL EXPENDITURES [9] Balance June 30 Frederick County Public Schools Page 25 Fiscal Year 2012 -2013 Financial Report 59 $0 $0 $2,881 (2,881) 613,234 236,306 261,233 (24,926) 76,641 6,931 6,900 31 $ 689,876 $ 243,238 $ 268,133 $ (24,895) 80,733 70,496 69,425 1,071 223,273 401,828 358,973 42,856 $ 304,006 $ 472,324 $ 428,397 $ 43,927 $ 993,882 $ 715,562 $ 699,411 $ 16,151 31,113 $ 20,898 $ - $ Frederick County Public Schools Page 25 Fiscal Year 2012 -2013 Financial Report 59 Fiduciary Funds Two other funds maintained by the school division include a private - purpose endowment fund and a private - purpose income fund. The endowment fund activity includes contributions and management expenses associated with the principal or corpus. The income fund activity includes interest postings, disbursements, and fund transfers. Fund balances are brought forward each year into the next fiscal period. The endowment fund balance at June 30, 2013 is comprised of the following: Armstrong Foundation Scholarship Fund This fund accounts for funds provided by the Armstrong Foundation. Earnings are used to provide scholarships to deserving students of the Frederick County, Virginia schools. Olin Larrick Trust Fund This fund accounts for funds provided through a private donor. Earnings on fund assets may be used to provide a scholarship to a deserving student of the Frederick County, Virginia schools. Laura Bates Trust Fund This fund accounts for funds provided by a private donor. Investment earnings on fund assets may be used to construct a nondenominational chapel at Middletown School. Harriet S. Sides Trust Fund This fund accounts for funds provided through a private donor. When the trust was developed, textbooks were not free to all students, and the donor's intent was for the investment earnings to be used to purchase textbooks for indigent students of Frederick County Public Schools. Since all students are provided with textbooks at no cost, the earnings are transferred to the textbook fund to assist with the purchase of textbooks available for all students. Frederick County Public Schools Page 26 Fiscal Year 2012 -2013 Financial Report 60 Private - Purpose Endowment Balance Private - Purpose Income Fund Balance Armstrong Foundation $ 228,279 $ 0 Olin Larrick $ 1,920 $ 4 Laura Bates $ 12,533 $ 23 Harriet S. Sides $ 9,381 $ 0 Total $ 252,113 $ 27 Armstrong Foundation Scholarship Fund This fund accounts for funds provided by the Armstrong Foundation. Earnings are used to provide scholarships to deserving students of the Frederick County, Virginia schools. Olin Larrick Trust Fund This fund accounts for funds provided through a private donor. Earnings on fund assets may be used to provide a scholarship to a deserving student of the Frederick County, Virginia schools. Laura Bates Trust Fund This fund accounts for funds provided by a private donor. Investment earnings on fund assets may be used to construct a nondenominational chapel at Middletown School. Harriet S. Sides Trust Fund This fund accounts for funds provided through a private donor. When the trust was developed, textbooks were not free to all students, and the donor's intent was for the investment earnings to be used to purchase textbooks for indigent students of Frederick County Public Schools. Since all students are provided with textbooks at no cost, the earnings are transferred to the textbook fund to assist with the purchase of textbooks available for all students. Frederick County Public Schools Page 26 Fiscal Year 2012 -2013 Financial Report 60 Frederick County Public Schools Fiduciary Funds Year Ended June 30, 2013 Balance July 1 REVENUES: Contributions Appreciation on Investments Investment Earnings TOTAL REVENUES EXPENDITURES: [a] [b] Private - Purpose Private - Purpose Endowment Income $ 241,968 $ - 13,467 $ 7,044 13,467 $ 7,044 Trust Fund Activity $ 3,321 $ 7,000 Transfers to Other Funds $ 17 TOTAL EXPENDITURES $ 3,321 $ 7,017 Balance June 30 $ 252,113 $ 27 Frederick County Public Schools Page 27 Fiscal Year 2012 -2013 Financial Report 61 FY14 AUGUST BUDGET TRANSFERS PAGE 1 DATE DEPARTMENT /GENERAL FUND REASON FOR TRANSFER FROM TO ACCT CODE AMOUNT 8/1/2013 PLANNING PROMOTIONS /SALARY ADJUSTMENT 81011001 000 036 (10,715.68) PLANNING 81011001 000 033 10,819.28 PLANNING 81011001 000 036 (8,420.00) PLANNING 81015413 000 000 (2,399.28) PLANNING 8101 1001 000 032 10,715.68 8/1/2013 SHERIFF PROMOTIONS /SALARY ADJUSTMENT 3102 1002 000 037 5,213.36 SHERIFF 3102 10021 0001 005 1,736.84 SHERIFF 3102 1001 000 061 3,703.84 SHERIFF 31021002 000 075 5,212.80 SHERIFF 3102 1001 000 026 3,884.68 SHERIFF 31021002 000 078 5,212.56 SHERIFF 31021002 000 052 5,212.56 SHERIFF 31021001 000 062 9,385.78 SHERIFF 3102 1007 000 001 (39,562.42) 8/1/2013 COMMONWEALTH'S ATTORNEY UNBUDGETED PROMOTION 7 /1/13 2201 1001 000 005 5,000.00 TRANSFERS /CONTINGENCY 9301 5807 000 001 (5,000.00) 8/8/2013 INSPECTIONS PART -TIME EMPLOYMENT 3401 3002 000 000 (5,000.00) INSPECTIONS 3401 1003 000 000 5,000.00 8/19/2013 SHERIFF DARE WORKBOOKS FOR SCHOOL 3102 5409 000 000 (1,600.00) SHERIFF 3102 5413 000 001 1,600.00 8/20/2013 PARKS AND RECREATION ADMINISTRATION NEWSPAPER SUBSCRIPTIONS 7101 55061 0001 000 (178.80) PARKS AND RECREATION ADMINISTRATION 7101 5411 000 000 178.80 8/20/2013 PUBLIC SAFETY COMMUNICATIONS INTERNET ACCESS 35063004 000 001 (1,700.00) PUBLIC SAFETY COMMUNICATIONS 35065299 000 000 1,700.00 8/21/2013 SHERIFF INTERNET ACCESS 3102 5204 000 000 (760.00) SHERIFF 3102 5299 000 000 760.00 8/22/2013 ICOUNTY OFFICE BUILDINGS /COURTHOUSE ROOF TOP UNIT REPAIR AT BOWMAN LIBRARY 4304 3004 000 003 (2,500.00) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 30041 0001 007 2,500.00 8/23/2013 INFORMATION TECHNOLOGY MEMBERSHIP DUES INCREASE 1220 5413 000 002 (50.00) INFORMATION TECHNOLOGY 1220 5801 000 002 50.00 8/28/2013 COUNTY OFFICE BUILDINGS /COURTHOUSE OLD GENERATOR REMOVAL 4304 5407 000 000 (175.00) COUNTY OFFICE BUILDINGS /COURTHOUSE 4304 8001 000 000 175.00 8/28/2013 INFORMATION TECHNOLOGY VOIPSUPPLIES 1220 8007 000 003 (2,518.35) INFORMATION TECHNOLOGY 1220 8007 000 000 2,518.35 8/29/2013 SHERIFF EXTRADITION /PRISONER TRANSFER 3102 5401 000 000 (6,000.00) SHERIFF 3102 5506 000 001 6,000.00 8/20/2013 SHERIFF NEW HIRE PHYSICALS/TESTING 3102 90011 0001 000 (700.00) SHERIFF 3102 3001 000 000 700.00 62 County of Frederick General Fund August 31, 2013 ASSETS FY 14 FY13 Increase Performance Bonds Payable 8/31/13 8/31/12 (Decrease) Cash and Cash Equivalents 44,767,653.43 39,279,031.63 5,488,621.80 *A Petty Cash 1,555.00 1,555.00 0.00 Receivables: 41,591,572.55 42,418,568.92 (826,996.37) Taxes, Commonwealth, Reim b.P /P 40,391,638.54 40,213,303.58 178,334.96 Streetlights 17,002.59 19,226.24 (2,223.65) Commonwealth, Federal, 45 day Taxes 59,563.86 54,114.75 5,449.11 Due from Fred. Co. San. Auth. 734,939.23 734,939.23 0.00 Prepaid Postage 5,270.51 1,228.56 4,041.95 GL controls (est.rev / est. exp) (5,621,599.70) (4,704,145.55) (917,454.15) (1) Attached TOTAL ASSETS 80,356,023.46 75,599,253.44 4,756,770.02 LIABILITIES Accrued Liabilities 453,059.12 579,885.18 (126,826.06) *B Performance Bonds Payable 375,683.13 1,527,194.27 (1,151,511.14) *C Taxes Collected in Advance 314,396.75 57,708.66 256,688.09 Deferred Revenue 40,448,433.55 40,253,780.81 194,652.74 *D TOTAL LIABILITIES 41,591,572.55 42,418,568.92 (826,996.37) EQUITY Fund Balance Reserved: Encumbrance General Fund 1,068,067.88 111,337.95 956,729.93 (2) Attached Conservation Easement 2,135.00 2,135.00 0.00 Peg Grant 190,138.00 128,354.00 61,784.00 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 177,748.15 124,084.63 53,663.52 Historical Markers 17,244.80 17,210.60 34.20 Transportation Reserve 377,396.00 438,300.00 (60,904.00) *E Animal Shelter 335,530.02 325,780.61 9,749.41 Proffers 2,843,610.60 2,380,873.65 462,736.95 (3) Attached Economic Development Incentive 550,000.00 550,000.00 0.00 *F Star Fort Fees 0.00 0.00 0.00 VDOT Revenue Sharing 436,270.00 436,270.00 0.00 Undesignated Adjusted Fund Balance 31,937,300.78 27,837,328.40 4,099,972.38 (4) Attached TOTAL EQUITY 38,764,450.91 33,180,684.52 5,583,766.39 TOTAL LIAB. & EQUITY 80,356,023.46 75,599,253.44 4,756,770.02 NOTES: *A The cash increase can be attributed to an increase in fund balance. *B The difference is a result of employer health insurance costs being collected a month in advance. *C Performance bonds decreased $1.1 million due to completed projects and pay out of the bonds for the county to complete the project. *D Deferred revenue includes taxes receivable, street lights, misc. charges, dog tags, and motor vehicle registration fees. *E Due to Rt. 11 N. Project(Board Action 2/27/13). *F The current $550,000 represents Carmeuse Lime and Stone local incentive. 63 BALANCE SHEET (1) GL Controls FY14 FY13 Inc /(Decrease) DEPARTMENT Amount Description Est.Revenue 128,874,407 122,884,304 5,990,103 Bowman Library Appropriations (55,408,931) (51,509,170) (3,899,760) 18,653.95 Lighting, Lightba rs, Siren, Misc.Equip. Est.Tr.to Other fds (80,155,144) (76,190,617) (3,964,527) 931,292.04 Encumbrances 1,068,068 111,338 956,730 25,891.06 Uniforms 330,000.00 (5,621,600) (4,704,146) (917,454) IT (2) General Fund Purchase Orders Outstanding Purchase Orders @8/31/13 Designated DEPARTMENT Amount Description Administration Building 35,200.00 Emergency Generator Animal Shelter 16,127.00 (5)Double Stack Cat Condos w /Base Bowman Library 25,000.00 Roof Resurface Fire and Rescue 3,797.00 Custom Cabinet for Chevy Tahoe Projects 18,653.95 Lighting, Lightba rs, Siren, Misc.Equip. Balance 28 /31/2013 32,771.19 2014 Ford F -250 224,730.17 58,747.30 (2) 2014 Chevy Tahoe SUV 931,292.04 76,135.42 (2) Lifepak 15 12,000.00 675.00 Firefighter Bailout System 26,000.00 25,891.06 Uniforms 330,000.00 7,230.00 Academy Textbooks Inspections 20,952.11 2013 Ford F -150 IT 271,381.37 VOIP & Network Upgrade 5,490.00 GPS Equipment MIS 2,554.62 (2) Dell Optiplex w /Mini Tower Parks 10,006.75 Chemicals for Pools 3,886.70 Holiday Lighting 8,438.00 Toro Zero Turn Mower 5,500.00 Plants for Clearbrook Park 3,110.94 Systems Furniture Parts 19,760.00 Fall T -Shirts Refuse Collection 183,075.12 Earthwork for Gainesboro Citizens Site 119,200.00 Concrete Wall /Slab for Gainesboro Citizens Site Sheriff 22,942.22 Ammunition 13,025.04 IT Virtualization Project 3,065.00 Body Armor 14,217.71 Guidance Software, License, and Training 4,049.50 (10) 40 Cal. Pistols 49,400.00 Sungard OSSI Software 3,724.88 HP Laserjet Pro 200 4,060.00 Tactical Pole Camera Total 1 Designated Other Projects Detail Administration Designated Bridges (3)Proffer Information Historic Preservation 80,000.00 Other 38, 217.00 SCHOOLS PARKS FIRE & RESCUE Projects TOTAL Balance 28 /31/2013 1 1,307,008.84 224,730.17 380,579.55 931,292.04 2,843,610.60 Designated Other Projects Detail Administration 153, 340.04 Bridges 44,900.00 Historic Preservation 80,000.00 Library 38, 217.00 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 24,460.00 Solid Waste 12,000.00 Stop Lights 26,000.00 BPG Properties /Rt.11 Corridor 330,000.00 Total 931,292.04 Other Proffers 8/31/13 (4) Fund Balance Adjusted Beginning Balance 8/13 33,310,846.35 Revenue 8/13 8,903,951.11 Expenditures 8/13 (9,892,683.90) Transfers 8/13 (384,812.78) 8/13 Adjusted Fund Balance 31,937,300.78 M County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance August 31, 2013 NAUMIL *y General Property Taxes Other local taxes Permits & Privilege fees Revenue from use of money and property Charges for Services Miscellaneous Recovered Costs Intergovernmental: Commonwealth Federal Transfers TOTALREVENUES EXPENDITURES: General Administration Judicial Administration Public Safety Public Works Health and Welfare Education Parks, Recreation, Culture Community Development 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 @8/31/13 FY14 FY13 YTD 8/31/13 8/31/12 Actual Appropriated Actual Actual Variance 87,168,379.00 3,242,831.03 2,722,790.18 520,040.85 (1) 28,429,460.00 1,135,204.95 846,231.48 288,973.47 (2) 956,610.00 254,710.94 183,239.80 71,471.14 (3) 131,120.00 34,757.00 35,414.37 (657.37) (4) 2,309,230.00 403,861.07 437,168.00 (33,306.93) 520,295.00 52,692.87 102,586.76 (49,893.89) 916,702.00 303,124.97 230,327.96 72,797.01 (5) 8,427,611.00 3,468,780.31 3,493,060.62 (24,280.31) (6) 15,000.00 7,987.97 2,513.98 5,473.99 (7) 0.00 0.00 0.00 0.00 128,874,407.00 8,903,951.11 8,053,333.15 850,617.96 8,882,310.77 1,124,193.20 1,067,215.72 56,977.48 2,156,183.48 316,681.54 308,979.22 7,702.32 26,588,474.07 5,693,941.87 5,001,578.56 692,363.31 4, 324, 576.80 448, 762.64 551, 343.74 (102, 581.10) 6,935,132.00 1,006,172.23 1,073,030.73 (66,858.50) 56,493.00 14,123.25 14,123.25 0.00 5,179,595.18 999,908.74 943,689.13 56,219.61 2,293,343.28 288,900.43 294,821.84 (5,921.41) 56,416,108.58 9,892,683.90 9,254,782.19 637,901.71 (8) 79,147,966.00 384,812.78 509,627.32 (124,814.54) (9) (6,689,667.58) (1,373,545.57) (1,711,076.36) (337,530.79) 33,310,846.35 29,548,404.76 3,762,441.59 31,937,300.78 27,837,328.40 4,099,972.38 65 (1)General Property Taxes FY14 FY13 Increase /Decrease Real Estate Taxes 1,222,766 1,153,256 69,509 Personal Property 1,912,121 1,414,675 497,446 Penalties and Interest 52,000 73,592 (21,592) Credit Card Chgs. /Delinq.Advertising (14,798) (14,812) 14 Adm.Fees For Liens &Distress 70,742 96,078 (25,336) Lodging Tax 3,242,831 2,722,790 520,041 (2) Other Local Taxes Utility Taxes 252,723.38 124,536.32 128,187.06 Business Licenses 269,734.60 192,405.29 77,329.31 Auto Rental Tax 7,840.26 - 7,840.26 Motor Vehicle Licenses Fees 32,151.88 62,429.51 (30,277.63) Recordation Taxes 234,759.17 205,570.16 29,189.01 Meals Tax 302,866.12 231,436.09 71,430.03 Lodging Tax 34,218.04 29,264.47 4,953.57 Street Lights 727.50 300.00 427.50 Star Fort Fees 184.00 289.64 (105.64) Total 1,135,204.95 846,231.48 288,973.47 (3) Perm its &Privileges Dog Licenses 7,815.00 8,007.00 (192.00) Transfer Fees 463.27 403.20 60.07 Development Review Fees 67,559.20 47,865.24 19,693.96 Building Permits 140,027.75 91,269.02 48,758.73 2% State Fees 3,154.22 2,198.45 955.77 Electrical Permits 11,386.00 10,389.00 997.00 Plumbing Permits 1,480.00 1,475.00 5.00 Mechanical Permits 6,715.50 7,182.89 (467.39) Sign Permits 510.00 660.00 (150.00) Permits for Commercial Burning - 75.00 (75.00) Explosive Storage Permits - 100.00 (100.00) Blasting Permits 90.00 45.00 45.00 Land Disturbance Permits 14,860.00 13,520.00 1,340.00 Residential Pump And Haul Fee - 50.00 (50.00) Transfer Development Rights 650.00 - 650.00 Total 254,710.94 183,239.80 71,471.14 (4) Revenue from use of Money 30,073.19 32,038.81 (1,965.62) Property 4,683.81 3,375.56 1,308.25 34,757.00 35,414.37 (657.37) • • (5) Recovered Costs FY14 FY13 Increase /Decrease Recovered Costs Treas. Office - 371.22 (371.22) Worker's Comp 200.00 250.00 (50.00) Reimbursement Circuit Court 2,130.68 2,400.82 (270.14) Clarke County Container Fees 9,001.24 9,629.97 (628.73) City of Winchester Container Fees 7,099.26 1,598.42 5,500.84 Refuse Disposal Fees 13,549.54 8,970.52 4,579.02 Recycling Revenue 25,290.58 17,841.68 7,448.90 Fire &Rescue Merchandise (Resale) - 10.50 (10.50) Container Fees Bowman Library 137.52 135.61 1.91 Restitution Victim Witness 4,735.90 1,991.16 2,744.74 Reimb.of Expenses Gen. District Court 4,458.82 7,020.74 (2,561.92) Reimb.Public Works Salaries - 41,682.00 (41,682.00) Winchester EDC - 18,000.00 (18,000.00) Reimb.Task Force 5,097.38 5,019.84 77.54 EDC /Recovered Costs - 480.00 (480.00) Sign Deposits Planning 200.00 (50.00) 250.00 Reimbursement Street Signs - 1,989.60 (1,989.60) Comcast PEG Grant 15,749.60 15,282.80 466.80 Proffer -Other 5,000.00 5,000.00 - Fire School Programs 11,671.00 11,510.00 161.00 Proffer Sovereign Village 7,317.46 14,634.92 (7,317.46) Proffer Lynnehaven - 10,134.93 (10,134.93) Proffer Redbud Run 32,270.00 12,908.00 19,362.00 Clerks Reimbursement to County 3,105.40 2,687.63 417.77 Proffer Village at Harvest Rdige 1,539.00 - 1,539.00 Proffer Snowden Bridge 39,132.12 19,566.06 19,566.06 Proffer Meadows Edge Racey Tract 90,648.00 - 90,648.00 Sheriff Reimbursement 24,791.47 21,261.54 3,529.93 Total 303,124.97 230,327.96 72,797.01 67 (6) Commonwealth Revenue 8/31/2013 8/31/2012 FY14 FY13 Increase /Decrease Motor Vehicle Carriers Tax 37,981.90 159.54 37,822.36 Mobile Home Titling Tax 13,211.19 19,662.98 (6,451.79) State PP /Reimbursement 2,610,611.27 2,610,611.27 - Recordation Taxes 86,438.33 70,525.32 15,913.01 Shared ExpensesComm.Atty. 28,572.10 34,094.05 (5,521.95) Shared Expenses Sheriff 160,507.49 176,415.91 (15,908.42) Shared Expenses Comm.of Rev. 15,720.00 12,933.91 2,786.09 Shared Expenses Treasurer 11,620.53 7,226.66 4,393.87 Shared Expenses Clerk 31,712.82 26,718.18 4,994.64 Public Assistance Grants 363,963.29 378,109.64 (14,146.35) Emergency Services Fire Program 33,557.00 28,410.00 5,147.00 Recycling Grant - 5,489.94 (5,489.94) DMV Grant Funding 6,054.78 16,421.51 (10,366.73) DCJS & Sheriff State Grants - 18,220.85 (18,220.85) JJC Grant Juvenile Justice 32,090.00 32,090.00 Rent /Lease Payments 27,422.59 48,117.10 (20,694.51) VDEM Grant Sheriff 3,813.08 - 3,813.08 Wireless 911 Grant 5,503.94 677.00 4,826.94 State Forfeited Asset Funds - 3,851.76 (3,851.76) Social Services VOCA Grant 3,325.00 (3,325.00) Total 3,468,780.31 3,493,060.62 (24,280.31) M County of Frederick General Fund August 31, 2013 (7) Federal Revenue FY14 FY13 Increase /Decrease Federal Forfeited Assets 7,987.97 182.80 7,805.17 Federal Grants Sheriff - 2,331.18 (2,331.18) Total 1 7,987.97 1 2,513.98 1 5,473.99 (8) Expenditures Expenditures increased $637,901.71 in total. Public Safety increased $692,363.31 and included the Sheriff's department cost of the IT Virtualization Project, implementation of the Sungard OSSI software, and equipment for IT upgrades including servers, PC's, printers and licenses totaling $448,694.00 year to date. Additionally, the County local share for the Jail increased $66,876 for the first quarter of FY14 over the previous year. Public Works decreased $102,581.10 due to the timing of the payment for the County share of the Courthouse Complex maintenance. Transfers decreased $124,814.54. See chart below: (9) Transfers decreased $124,814.54 FY14 FY13 Increase /Decrease School Operating 0.00 167,637.37 (167,637.37) Debt Service County 144,378.37 125,181.16 19,197.21 Operational Transfers 240,434.41 216,808.79 23,625.62 Total 384,812.781 509,627.32 (124,814.54) *1 Timing of encumbrance transfer *1 •• NOTES: *1 The decrease in cash can be attributed to the increase in accrued accounts payable in the previous year disbursed in the current year. *2 Total fund balance increased $250,668.57. The beginning fund balance was $2,155,709.80 that includes adjusting entries, budget controls for FY14($521,421.00), and the year to date revenue less expenditures of $589,336.67. Current Unrecorded Accounts Receivable- FY2014 Prisoner Billing: Compensation Board Reimbursement 8/13 Total 30,733.36 436,671.34 467,404.70 70 County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER August 31, 2013 ASSETS FY2014 FY2013 Increase 8/31/13 8/31/12 (Decrease) Cash 4,678,893.27 4,992,175.94 (313,282.67) *1 Accounts Receivable Other 0.00 0.00 0.00 GL controls(est.rev /est.exp) (352,108.87) (856,688.93) 504,580.06 TOTAL ASSETS 4,326,784.40 4,135,487.01 191,297.39 LIABILITIES Accrued Operating Reserve Costs 2,077,528.07 2,004,040.97 73,487.10 TOTAL LIABILITIES 2,077,528.07 2,004,040.97 73,487.10 EQUITY Fund Balance Reserved Encumbrances 25,630.86 158,489.14 (132,858.28) Undesignated Fund Balance 2,223,625.47 1,972,956.90 250,668.57 *2 TOTAL EQUITY 2,249,256.33 2,131,446.04 117,810.29 TOTAL LIABILITY & EQUITY 4,326,784.40 4,135,487.01 191,297.39 NOTES: *1 The decrease in cash can be attributed to the increase in accrued accounts payable in the previous year disbursed in the current year. *2 Total fund balance increased $250,668.57. The beginning fund balance was $2,155,709.80 that includes adjusting entries, budget controls for FY14($521,421.00), and the year to date revenue less expenditures of $589,336.67. Current Unrecorded Accounts Receivable- FY2014 Prisoner Billing: Compensation Board Reimbursement 8/13 Total 30,733.36 436,671.34 467,404.70 70 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance 8/31/2013 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY2014 FY2013 REVENUES: 8/31/13 8/31/12 YTD Actual Appropriated Actual Actual Variance Interest - - 6,465.00 (6,465.00) Supervision Fees 45,000.00 5,377.30 1,025.00 4,352.30 Drug Testing Fees 5,500.00 670.00 31,116.61 (30,446.61) Work Release Fees 384,616.00 30,553.21 0.00 30,553.21 Federal Bureau Of Prisons 0.00 0.00 0.00 0.00 Local Contributions 5,888,444.00 1,382,691.25 1,318,441.75 64,249.50 Miscellaneous 15,000.00 1,302.95 2,556.85 (1,253.90) Phone Commissions 120,000.00 0.00 0.00 0.00 Food & Staff Reimbursement 100,000.00 9,579.83 7,081.25 2,498.58 Elec.Monitoring Part.Fees 83,767.00 0.00 0.00 0.00 Employee Meal Supplements 200.00 0.00 0.00 0.00 Share of Jail Cost Commonwealth 997,975.00 0.00 0.00 0.00 Medical & Health Reimb. 57,600.00 6,462.73 5,289.33 1,173.40 Shared Expenses CFW Jail 4,947,976.00 368,583.80 419,496.83 (50,913.03) State Grants 249,551.00 0.00 0.00 0.00 Local Offender Probation 242,437.00 0.00 0.00 0.00 DOC Contract Beds 0.00 0.00 0.00 0.00 Bond Proceeds 0.00 221,000.00 0.00 221,000.00 Transfer from General Fd, 4,755,887.00 1,116,750.50 1,049,874.50 66,876.00 TOTAL REVENUES 17,893,953.00 3,142,971.57 2,841,347.12 301,624.45 EXPENDITURES: 18,271,692.73 2,553,634.90 2,542,571.68 11,063.22 Excess(Deficiency)of revenues over expenditures 589,336.67 298,775.44 290,561.23 FUND BALANCE PER GENERAL LEDGER 1,634,288.80 1,674,181.46 (39,892.66) Fund Balance Adjusted To Reflect 2,223,625.47 1,972,956.90 250,668.57 Income Statement @8131/13 71 LIABILITIES Accounts Payable Accrued VAC.Pay and Comp TimePay County of Frederick 122,588.76 11,835.00 Accrued Remediation Costs 11,791,736.42 Fund 12 Landfill 138,699.92 *3 Retainage Payable 47,620.17 359,969.95 August 31, 2013 Deferred Revenue Misc.Charges 4,103.22 133.00 3,970.22 TOTAL LIABILITIES FY2014 FY2013 Increase ASSETS 8/31/13 8/31/12 (Decrease) Cash 29,391,239.38 28,699,006.21 692,233.17 *1 Receivables: Encumbrances 0.00 700,588.22 Accounts Receivable Land Acquisition 1,048,000.00 1,048,000.00 0.00 Fees 3,812,000.00 670,298.57 655,404.65 14,893.92 *2 Accounts Receivable Other 1,948,442.00 4,103.22 133.00 3,970.22 Allow.Uncollectible Fees 0.00 (84,000.00) (84,000.00) 0.00 Fixed Assets Fund Balance 42,516,271.35 39,719,334.39 2,796,936.96 Accumulated Depreciation 37.641,192.86 (21,543,603.09) (19,781,833.70) (1,761,769.39) GL controls(est.rev /est.exp) 46,361,920.60 (1,335,233.00) (2.846,123.95) 1,510,890.95 TOTALASSETS 49,619,076.43 46,361,920.60 3.257.155.83 LIABILITIES Accounts Payable Accrued VAC.Pay and Comp TimePay 134,423.76 122,588.76 11,835.00 Accrued Remediation Costs 11,791,736.42 11,653,036.50 138,699.92 *3 Retainage Payable 47,620.17 359,969.95 (312,349.78) Deferred Revenue Misc.Charges 4,103.22 133.00 3,970.22 TOTAL LIABILITIES 11,977.883.57 12,135,728.21 (157,844.64) EQUITY Fund Balance Reserved: Encumbrances 0.00 700,588.22 (700,588.22) *4 Land Acquisition 1,048,000.00 1,048,000.00 0.00 New Development Costs 3,812,000.00 3,812,000.00 0.00 Environmental Project Costs 1,948,442.00 1,948,442.00 0.00 Equipment 3,050,000.00 3,050,000.00 0.00 Undesignated Fund Balance 27,782.750.86 23,667,162.17 4,115,588.69 *5 TOTAL EQUITY 37.641,192.86 34,226.192.39 3.415.000.47 TOTAL LIABILITY AND EQUITY 49,619,076.43 46,361,920.60 3.257.155.83 NOTES: *1 The increase in cash can be attributed to a decrease in the previous years accrued accounts payable disbursed in the current year. *2 Receivables increased $14,893.92 at 8/31/13. Landfill charges for 8/13 were $449,313.11 compared to $460,204.84 at 8/12 for a decrease of $10,891.73. The delinquent fees at 8/13 were $217,327.43 compared to $192,631.68 at 8/12 for an increase of $24,695.75. *3 Remediation increased $138,699.92, and includes $111,998.00 for post closure costs and $26,701.92 interest. *4 There are no encumbrances at 8/31/13. *5 Total fund balance increased $4,115,588.69. The beginning fund balance was $28,478,302.42 that includes adjusting entries, budget controls for FY14($1,320,360.00), and the year to date revenue less expenditures $624,808.44. 72 County of Frederick Comparative Statement of Revenue, Expenditures and Changes in Fund Balance August 31, 2013 FUND 12 LANDFILL FY14 FY13 YTD REVENUES 8/31/13 8/31/12 Actual Appropriated Actual Actual Variance Interest Charge 0.00 493.51 887.27 (393.76) Interest on Bank Deposits 40,000.00 2,422.91 0.00 2,422.91 Salvage and Surplus 0.00 16,837.00 25,931.10 (9,094.10) Sanitary Landfill Fees 4,632,600.00 807,707.42 775,082.52 32,624.90 Charges to County 0.00 62,640.44 63,146.56 (506.12) Charges to Winchester 0.00 16,738.48 19,108.96 (2,370.48) Tire Recycling 70,000.00 7,542.06 24,805.16 (17,263.10) Reg.Recycling Electronics 40,000.00 7,675.60 12,077.00 (4,401.40) Miscellaneous 0.00 0.00 0.00 0.00 Wheel Recycling 120,000.00 0.00 0.00 0.00 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 403,660.00 53,297.21 95,631.99 (42,334.78) Waste Oil Recycling 894.60 2,571.34 (1,676.74) State Reimbursement Tire Operation 0.00 0.00 0.00 0.00 TOTAL REVENUES 5,306,260.00 976,249.23 1,019,241.90 (42,992.67) Operating Expenditures 4,728,993.00 351,440.79 333,082.29 18,358.50 Capital Expenditures 1,912,500.00 0.00 88,673.64 (88,673.64) TOTAL Expenditures 6,641,493.00 351,440.79 421,755.93 (70,315.14) Excess(defiency)of revenue over expenditures 624,808.44 597,485.97 27,322.47 Fund Balance Per General Ledger 27,157,942.42 23,069,676.20 4,088,266.22 FUND BALANCE ADJUSTED 27,782,750.86 23,667,162.17 4,115,588.69 73 COUNTY of FREDERICK Parks and Recreation 40 r FAX: 540 - 665 - 9687 �,Iww.fcprd.nct c- 111ail: fcprd(q co.frcdcrick.va.us ►IT/� To: Finance Department From: Jason L. Robertson, Director Subject: Proffer Fund Monies D August 16, 2013 Th parks and Recreation Department would like to request r a he county the amount the purchase of the 20 passenger bus to be returned to the pr Of $13,681.0 If you should have any questions, please contact me at your convenience. 0 107 N ort41 Kcnt Street Winchester, VA 22601 74 FY 2013 YEAR END AP240 8/21/2013 OaIM OF rTU= VA. OPEN PU?C LASE ORffi2S * OPEN * PAPS 1 l k mm� IV ]E KIO-DEPP-LC C A= RATE $ PMXNP $ $ TOTAL $ APPEND BY PO D- -ipti— 21312 005267 Iw C W ILLIAM 4029- 012290 -8900- 000 -002- 7/29/2011 6,451,710.00 IARE FY4 mAV IPM SPILLkAY REP. 21312 005267 Iw C W ILLIAM 4029- 012290 -8900- 000 -002- 10/12/2011 158,190.19- 21312 005267 HETZER HC C WILLIAM 4029- 012290 -8900- 000 -002- 11/23/2011 209,922.63- 21312 005267 HETZER HC C WILLIAM 4029- 012290 -8900- 000 -002- 12/05/2011 82,000.00 Pdiitim of 4th Siph- 21312 005267 HETZER HC C WILLIAM 4029- 012290 -8900- 000 -002- 12/21/2011 58,580.00 P.P-P oh--1 21312 005267 HEI'ZER IW C W ILLIAM 4029- 012290 -8900- 000 -002- 12/27/2011 207,952.34- 21312 005267 HEI'ZER IW C W ILLIAM 4029 - 012290 -8900- 000 -002- 1/24/2012 156,590.31- 21312 005267 HEI'ZER IW C W ILLIAM 4029 - 012290- 8900 -000 -002- 2/24/2012 388,901.21- 21312 005267 HETZER HC C W ILLIAM 4029- 012290- 8900 - 000 -002- 3/26/2012 438,642.96- 21312 005267 HETZER HC C W ILLIAM 4029- 012290- 8900 - 000 -002- 5/24/2012 445,946.04- 21312 005267 HETZER HC C W ILLIAM 4029- 012290- 8900 - 000 -002- 6/26/2012 363,185.32- 21312 005267 HE= Iw C WILLIAM 4029- 012290- 8900 -000 -002- 8/08/2012 404,098.64- 21312 005267 HE= IW C WILLIAM 4029- 012290- 8900 -000 -002- 8/08/2012 446,954.86- 21312 005267 HETZER HC C W ILLIAM 4029- 012290- 8900 -000 -002- 9/14/2012 94,379.00 Pdhticrol de ital os =ete 21312 005267 HETZER HC C W ILLIAM 4029- 012290- 8900 -000 -002- 9/25/2012 21,100.14 Installatim of adhti¢ -1 21312 005267 HETZER HC C W RLIAI 4029- 012290- 8900 -000 -002- 9/25/2012 503,242.97- 21312 005267 HETZER Ibr C W ILLIAM 4029- 012290- 8900 -000 -002- 10/25/2012 602,336.27- 21312 005267 I-]ETT� Ibr C W ILLIAM 4029- 012290- 8900 -000 -002- 10/25/2012 25,125.00 Plain t of BErt- ite /Qay 21312 005267 HETZER Ibr C W ILLIAM 4029- 012290- 8900 - 000 -002- 11/26/2012 296,518.50- 21312 005267 HErZER HC H C WILLIAM 4029- 012290- 8900 - 000 -002- 11/26/2012 278,140.66- 21312 005267 HErZER H C WILLIAM C 4029- 012290- 8900 - 000 - 002 - 12/20/2012 269,764.36- 21312 005267 HErZER H C WILLIAM C 4029- 012290- 8900 - 000 -002- 1/24/2013 168,375.95- 21312 005267 I3ElT� Iw C W IILIAM 4029- 012290 -8900- 000 -002- 2/07/2013 65,342.84 Pl—t of additional dental 21312 005267 C AM HElT� H C W IILI 4029- 012290 -8900- 000 -02- 0 2/21/2013 173,577.01- 21312 005267 HElT� H C W ILLIAM C 4029- 012290 -8900- 000 -002- 2/22/2013 249,626.00 aila & d g the 21312 005267 HETZER H C WILLIAM C 4029- 012290 -8900- 000 -002- 3/26/2013 224,000.16- 21312 005267 HETZER H C WILLIAM C 4029 - 012290 -8900- 000 -002- 4/23/2013 130,248.27- 21312 005267 HETZER 2 H C WILLIAM 4029- 012290 -8900- 000 -002- 5/15/2013 2,030.00- 2" asphalt overlay not 21312 005267 HEITZER HC C W ILLIAM 4029- 012290- 8900 -000 -002- 5/24/2013 364,635.78- 21312 005267 HEIZER HC C W ILLIAM 4029- 012290- 8900 -000 -002- 6/07/2013 59,431.60 AT➢TTIQiAL CC%1 & RIP RAP 21312 005267 HE= HC C W ILLIAM 4029- 012290- 8900 - 000 -002- 6/25/2013 452,816.74- 21312 005267 HE1ffi2 HC C W ILLIAM 4029- 012290- 8900 - 000 -002- 6/25/2013 65,960.02- 21312 005267 HE1ffi2 HC C W ILLIAM 4029- 012290- 8900 - 000 -002- 7/25/2013 345,263..40- 9,999.99 9,999.99 21387 006204 W CS15TR[[} CN & 4027- 012270 - 5413 -000 -006- 6/12/2012 1,519,817.00 VA= PK PIP RFbPZ -q& EE CIR 21387 006204 W CS15TR[[} CN & 4027- 012270 -5413- 000 -006- 8/09/2012 14,665.00- Delete Prcp —e3 water &serer 21387 006204 W PSCN & 4027- 012270 - 5413 -000 -006- 8/28/2012 11,886.00 ad3itiQal e —ating & 21387 006204 W PSCN & 4027- 012270 - 5413 -000 -006- 9/14/2012 4,296.00 Isstallatim of Gaot —tile 21387 006204 W C2ISIHI} CN & 4027- 012270 - 5413 -000 -006- 9/20/2012 90,627.96- 21387 006204 W Ca11S=PICN & 4027 - 012270- 5413 -000 -006- 9/20/2012 90,627.96- 21387 006204 W C'T146R FI & 4027 - 012270- 5413 -000 -006- 9/20/2012 90,627.95- 21387 006204 W Ca11S FI & 4027- 012270- 5413 -000 -006- 10/01/2012 10,130.00 Install drainage inp�ts 21387 006204 W C7a46RR` CN & 4027- 012270 - 5413 -000 -006- 10/04/2012 6,605.80 I—tall cgeOtezd stab fabric 21387 006204 W C7a46RR` CN & 4027- 012270 - 5413 -000 -006- 10/23/2012 5,408.13 —str —t W—d foster pole 21387 006204 W C2 STRr=C N & 4027 - 012270 -5413- 000 -006- 1/15/2013 13,812.81 - Utility —1—ti— ocst 21387 006204 W C26`fR[) CN & 4027 - 012270 -5413- 000 -006- 1/22/2013 81,157.32- 21387 006204 W C26`fR[) CN & 4027 - 012270 -5413- 000 -006- 1/22/2013 81,157.31- 21387 006204 W-L rlCN & 4027 - 012270 - 5413 -000 -006- 1/22/2013 81,157.31- 21387 006204 W-L rlCN & 4027 - 012270 - 5413 -000 -006- 2/13/2013 3,950.00 G1adg area d—t of as 21387 006204 W-L PICN & 4027- 012270 - 5413 -000 -006- 4/18/2013 72,104.13- 946,155.18 946,155.18 21420 005006 LELTA AIRPCRT =111IANIS 4085 - 081030 -8801- 000 -073- 9/18/2012 391,000.00 EW HITEFRrnIa DE-,T( V /BID M+%qE 21420 003802 IIFLTA ATRPCRT =111IANIS 4085- 081030 -8801- 000 -073- 10/25/2012 14,360.87- 21420 003802 ffi,9A AIRPM C7d4RTWNT4 4085- 081030 - 8801 -000 - 073 - 11/26/2012 32,559.36- 21420 003802 ffi,9A AIRPM C7d4RTWN64 4085- 081030 - 8801 -000- 073 - 12/20/2012 48,265.04- 21420 003802 ffi,9A AIRPM C7d4RTWN64 4085- 081030 - 8801 -000 -073- 2/08/2013 57,539.58- 21420 003802 EEL9A A-UZP Lf COVSILTPNIS 4085 - 081030- 8801- 000 -073- 2/21/2013 14,766.43- 21420 003802 EEL9A A-UZP Lf CS6,41LTAI15 4085- 081030- 8801- 000 -073- 3/26/2013 44,666.22- 21420 003802 DEL9A AIRPW C244II1'RWN6R 4085- 081030- 8801 -000 -073- 4/23/2013 44,334.63- 21420 003802 DEL9A AIRPW C214 I1'ZUgS 4085- 081030- 8801 -000 -073- 5/24/2013 49,498.63- 21420 003802 DEL9A AIRPW C244II1'ZWN6R 40B5- 081030- 8801 -000 -073- 6/25/2013 15,360.06- 21420 003802 LEL9A MAPS CaUSUE0 US 4085- 081030 -8801- 000 -073- 7/25/2013 5,956.71- 63,692.47 63,692.47 21429 005006 LELTA AIRPW C2SULIM M 4085- 081030 -8801- 000 -074- 10/19/2012 83,919.00 DE FkP-gE PAINT FACIL= 21429 003802 DEL9A ATRR%II' CT64II1'ZWN64 4085 - 081030- 8801 -000 - 074 - 11/26/2012 8,339.08- 21429 003802 DEL9A AIRFCRT CT646r1'Z*TfS 4085- 081030- 8801 - 000- 074 - 12/20/2012 6,224.66- 75 AP240 8/21/2013 OalM OF FREERT VA. OPEN PCJ?C TARE ORffi2S * OPEN * PFCE 2 k vav� lV ]E RIO-DEPP-LC C ACCT MAZE $ Maw $ $ TOTAL $ APPIM BY PO D- -ipti— 21429 003802 LELIA AIRLTFU CCISMANTS 4085- 081030 -8801- 000 -074- 2/08/2013 5,790.90- 21429 003802 LELIA AIRTTFU CCISMANTS 4085- 081030 -8801- 000 -074- 2/21/2013 36,254.27- 21429 003802 IELM AIRPCRT Ya SLMWIS 4085- 081030 - 8801 -000 -074- 3/26/2013 8,057.16- 21429 003802 IELM AIRPCRT Ya SLMWI'S 4085- 081030 - 8801 -000 -074- 4/23/2013 2,912.45- 21429 003802 IELM AIRPCRT M SLMWI'S 4085- 081030 -8801- 000 -074- 5/24/2013 3,080.89- 21429 003802 LELZA AIRPCRT C TI9IITVQK4 4085- 081030- 8801 - 000 -074- 6/25/2013 2,379.02- 21429 003802 LELZA AIRFIRP CT49IIl9MK4 4085- 081030- 8801 - 000 -074- 7/25/2013 3,597.86- 7,282.71 7,282.71 21444 008492 BUS SERVICE INC 4010- 071030 -8005- 000 -000- 12/05/2012 57,699.00 2013 9DUn?AFT 20 PASS. H[S 21444 008492 BUS SERVICE INC 4010- 071030 -8005- 000 -000- 4/09/2013 47,699.00- 10,000.00 10,000.00 21448 000581 FLOCK SOP THE 4010- 032020 - 5604 - 000 - 007- 12/18/2012 5,195.00 ZTLE I� AND 1� 21448 000581 FLOCK SOP THE 4010- 032020 - 5604 -000 -007- 8/21/2013 5,195.00- .00 .00 21469 008568 PaTm c TPLTI II_ 4010- 031020 -5409- 000 -000- 2/25/2013 2,105.32 PM4NP1'ICN 21469 008568 PaT.X r UCTI II_ 4010- 031020 -5409- 000 -000- 2/25/2013 16,583.00 PM4NP1'ICN 21469 008568 AITAM TPCTI ITC 4010- 031020 -5409- 000 -000- 2/25/2013 4,253.90 22,942.22 PM4NP1'CN 22,942.22 21477 007325 INI'ERSME RESC[E LLC 4010- 035050 -5408- 000 -000- 4/05/2013 3, 517.00 CSLCN CAH= FOR C3EVY T9FDE 21477 007325 INI'ERSME RESCE LLC 4010- 035050 -5408- 000 -000- 4/05/2013 280.00 3,797.00 paallqr 3,797.00.* 21478 005458 DISYS C2RP 4010- 012200 - 8007 -000 -000- 4/09/2013 429,000.00 WIP & NEIWJRKL - KENT 21478 005458 DISYS C2RP 4010 - 012200- 8007 -000 -000- 7/18/2013 61,544.63- 21478 00545E DISYS 02RP 4010 - 012200- 8007 -000 -000- 7/18/2013 50,000.00- 21478 005458 DISYS 0 RP 4010 - 012200 - 8007 -000 -000- 7/18/2013 50,000.00- 267,455.37 21478 005458 DISYS 0RP 4011- 033010- 8007 -000 -000- 4/09/2013 221,000.00 WIP & NEZWJRK L1FC32A1E - 1 RPDC 21478 005458 DISYS 0RP 4011 - 033010- 8007 -000 -000- 5/23/2013 49,000.00- 21478 005458 DISYS CSRP 4011- 033010 - 8007 -000 -000- 5/23/2013 36,000.00- 21478 005458 DISYS CORP 4011- 033010 - 8007 -000 -000- 5/23/2013 45,000.00- 21478 005458 DISYS CORP 4011 - 033010- 8007 -000 -000- 6/19/2013 363.26- 21478 005458 DISYS CRP 4011- 033010 -8007- 000 -000- 6/19/2013 10,725.00- 21478 005458 DISYS CRP 4011- 033010 -8007- 000 -000- 7/18/2013 71,456.37- 21478 005458 DISYS CRP 4011- 033010 -8007- 000 -000- 7/18/2013 8,455.37- .00 267,455.37 21479 007277 CPS 4010 - 071090 -5413- 000 -000- 4/11/2013 7,287.50 LJUJI -CLLR 21479 007277 CRS 4010 - 071090 -5413- 000 -000- 7/18/2013 733..00- 21479 007277 CPS 4010- 071090 -5413- 000 -000- 8/21/2013 728.75- 5,825.75 21479 007277 CPS 4010- 071100 -5413- 000 -000- 4/11/2013 7,287.50 LI¢II -C-IIDR 21479 007277 CPS 4010 - 071100 -5413 -000 -000- 7/18/2013 2,236.25- 21479 007277 CPS 4010 - 071100 -5413 -000 -000- 8/21/2013 870.25- 4,181.00 10,006.75 21484 008615 CS ICSSAL CNIRACICRS IP- 4010- 073020 - 5605 -000 -004- 4/25/2013 65,000.00 Ba%VPN UTBRARY R3DF RE91REACE 21484 008615 CS ICSSAL ONII2ACICRS IP- 4010 - 073020 -5605- 000 -004- 6/19/2013 40,000.00- 25,000.00 25,000.00 21485 007692 FAST CIAST ENFFI Y 4010- 035050 -5408- 000 -000- 4/25/2013 6,393.71 6,393.71 1TfbMIG SIREN, CYN931E 6,393.71 21486 007374 EMERS)CN NEIP7N XXFK PLOVER 4010- 035060 - 3004 -000 -001- 5/07/2013 7,896.96 REPLACE COORS AND FANS 21486 007374 EMERS)CN DIEIW7WCCFK FOYER 4010- 035060 -3004- 000 -001- 8/21/2013 7,896.96- .00 .00 76 AP240 8/21/2013 OaIM OF FTU= VA. OFER PURCHASE ORffiRS * OPEN * PPP 3 FOI{ mav� IV ]E FLIO- DEPP-LC C A= $ PMXNP $ $ TOTAL $ APPIM BY PO D- -ipti— 21490 008548 INIERRA GLCEAL C)RP 4012- 042040 -5413- 000 -001- 5/17/2013 13,409.00 1.5 -31V4 GRANULAR S=(A C£L 21490 008548 INTERRA GLCEAL C)RP 4012- 042040 -5413- 000 -001- 5/17/2013 1,464.00 14,873.00 FREIffi -IP 14,873.00 21493 008644 CD LGq]Ar EJJIR'KgT 4010- 071030 -3004- 000 -002- 5/22/2013 3,620.00 3, 620.00 FLOCR MIACHMW CN NEW HIS 3,620.00 21495 003954 ffi,L NP?KEPIPK3 LP 4010- 012200- 5413 -000 -000- 5/28/2013 8,243.63 DELL APPASSURE 21495 003954 ffi,L NPJ?KETIPK3 LP 4010 - 012200- 5413 -000 -000- 8/21/2013 8,243.63 .00 00 * 21496 003954 ffi,L DIA149 = LP 4010 - 031020- 8007 -000 -000- 6/03/2013 61,664.93 IT VInIIArT= HNl= PER 21496 003954 ffi,L DIA149 PID1 LP 4010- 031020- 8007 -000 -000- 8/21/2013 27,767.79- 21496 003954 T ELL NPRICETIPN3 LP 4010 - 031020 - 8007 -000 -000- 8/21/2013 6,651.70- 21496 003954 ffi,L NPRICETIPN3 LP 4010 - 031020 - 8007 -000 -000- 8/21/2013 6,935.52- 21496 003954 ffi,L NPIIICET LP 4010 - 031020 - 8007 -000 -000- 8/21/2013 2,436.00- 21496 003954 L ECL NPlua - fu ; LP 4010- 031020 -8007- 000 -000- 8/21/2013 4,848.88- 13,025.04 13,025.04 21497 008679 FOINP BLANK E4IERFRISFS 4010- 031020 -5410- 000 -000- 6/10/2013 2,970.00 BCOY ANf)R - PACA FERFONN XP 21497 008679 IOWA EADIIC ENIYRFRISES 4010 - 031020 -5410- 000 -000- 6/10/2013 95.00 3,065.00 EfflIIdAL CARRIER 3,065.00 21499 003954 TELL NPRKEPPIP7i LP 4010- 012140- 5401 -000 -000- 6/11/2013 3,957.78 ADVANCE) DELL MIPIEx IC 21499 003954 TELL NPRKEPPIP7i LP 4010- 012140- 5401 -000 -000- 6/11/2013 561.56 DELL PRDFFSSIaPL DCUMRS 21499 003954 ffi,L NPPRKEPPIP7i LP 4010- 012140- 5401 -000 -000- 8/21/2013 561.56- 21499 003954 ffi,L DPRKETIP7i LP 4010- 012140 - 5401 -000 -000- 8/21/2013 3,957.78- .00 .00 21500 008568 ATiPImc = CAL IIS 4011- 033010 - 5409 -000 -000- 6/11/2013 4,090.00 4,090.00 M= 23 � CN 4 PISTOLS 4,090.00 21501 008205 FM SIRATBMER 4010- 031020 -5401- 000 -000- 6/12/2013 9,406.60 D IGITAL PIIMA PRO ENIFRA2rSF 21501 008205 RN SIRATE= 4010- 031020 -5401- 000 -000- 6/12/2013 415.00 9,821.60 D =IAL PERSaIA CABLE REALER 9,821.60 21504 006548 .SKI 4010 - 031020 -5401- 000 -000- 6/17/2013 7,199.37 I'MOSOFP SZL SERVER 2012 LIC 21504 006548 SEE 4010- 031020 -5401- 000 -000- 6/17/2013 22.23 M OUSOFP 9ZL SERVER 2008 I7VD 21504 006548 EFL 4010- 031020 -5401- 000 -000- 8/21/2013 7,221.60- .00 .00 21505 008684 APPIE FCRD OF LYMlfflII�– 4010- 035050- 8005 -000 -000- 6/19/2013 32,771.19 32,771.19 2014 EGO F -250 32,771.19 21.506 001867 BOB BARKER C214PANY INC 4011 - 033010 - 5410 -000 -001- 6/20/2013 3,717.24 INVATE J[P7PS[IITS 21.506 001867 BOB HAM R C214PPNY HC 4011- 033010 - 5410 -000 -001- 6/20/2013 643.08 4,360.32 ORNIGE J[P7PS[IITS 4,360.32 21507 008704 ETET`IRi CaqFRA17TRS 4010- 043040 -8001- 000 -000- 6/20/2013 35,200.00 35,200.00 IDGE rr MM 480V 10014 NATURAL 35,200.00 77 AP240 8/21/2013 OalM OF ERETERI VA. OFFN PURCRkSE ORffi2S * OPEN * PAPS 4 k vav� lV ]E KIO-DEPP-LCC ACCT $ PMXNP $ $ TOTAL $ APPIM BY FO D- -ipti— 21508 008664 GJI PI\CE SOFTWARE IP- 4010- 031020 -5401- 000 -000- 6/20/2013 14,217.71 14,217.71 GULD)NCE SOFINARE 14,217.71 21509 006548 sEII 4010 - 031020 -5401- 000 -000- 6/21/2013 34,969.20 MICRDSOFT 2013 M LICMDES 21509 006548 SKI 4010- 031020 -5401- 000 -000- 6/21/2013 22.23 34,991.43 MICRDSOFT (&FICE 2013 DVD 34,991.43 21510 003954 DELL NPJU(ETIPK3 LP 4010 - 031020 - 5401 -000 -000- 6/21/2013 20,713.60 20,713.60 DELL DESKTOPS 20,713.60 * 21511 003868 FERRY EDBINEERUG HC 4010- 042030- 8900- 000 -000- 6/24/2013 213,239.00 213,239.00 ELK 213,239.00 * 21512 008706 Dal=CN CIISSIHI)^1zCN 4010- 042030- 8900 -000 -000- 6/24/2013 119,200.00 119,200.00 BETE WALL /STAB /GUWSBCM 119,200.00 * 21514 006011 A°4ERLClN T ttx3l'rN7 LIC 4010 - 071030 -5412- 000 -000- 6/24/2013 6,606.74 6,606.74 1- maY LIGnIac 6,606.74 * 21515 002497 7URF gyJIHKNP &4mvry CD 4010- 071100- 8001- 000 -000- 6/24/2013 8,438.00 8,438.00 7T%O ZEW TURN MIE2 8,438.00 * 21516 005039 7CM FDLI SUPPLY 4010- 031020 - 5409 -000 -000- 6/24/2013 4,049.50 4,049.50 5664 #309700 MP PISIOL, 40 CAL 4,049.50 * 21517 004559 CAP ClC TRuCK\S IP- 4010- 035050 - 8005 -000 -000- 6/25/2013 58,747.30 2014 CHEEVY U,EUE (SSU), SW 21517 004559 CAPITAL Cc TRUCK'S IIbu 4010- 035050- 8005 -000 -000- 6/25/2013 .00 58,747.30 H\la S DELI 7O 58,747.30 * 21518 002301 M--lE GUN SHOP 4011- 033010 - 5409 -000 -000- 6/25/2013 879.60 00 HICK 4 IE13200B 21518 002301 713E GUN SEEP 4011- 033010 - 5409 -000 -000- 6/25/2013 227.00 SLIPS #LE127RS 21518 002301 MBE GUN SHOP 4011- 033010 - 5409 -000 -000- 6/25/2013 5,515.44 6,622.04 40 CAL. ENU #40L53955 6,622.04 * 21519 005627 BU.UE RIDGE LMDS3WE & 4010- 071090 -5413- 000 -000- 6/25/2013 5,500.00 5,500.00 Ai?BCEVPIPE PLPNF 5,500.00 21520 005859 CDW GOVERWENF INC 4010- 031020 - 5401 -000 -000- 6/25/2013 3,724.88 3,724.88 BP IA4F= PRD 200, MERS, 3,724.88 21521 005283 SLMI J PUBLIC SEim IIVC 4010- 031020 - 5401 -000 -000- 6/26/2013 397,420.00 397,420.00 SU\'-'M CESI MFIKIRE 397,420.00 21522 004649 FHYSIO- CTNIRCL INC 4010- 035050 -8009- 000 -000- 6/26/2013 65,996.00 LIFEP 15 21522 004649 FHYSI - OlgI C INC 4010- 035050 -8009- 000 -000- 6/26/2013 .00 65,996.00 ShIIPPIPD 65,996.00 w AP240 8/21/2013 OalM OF FTU= VA. OPEN PRTHASF OAffi2S * OPEN * PAPS 5 k mav� lV ]E RIO-DEPP-LC C A= MAZE $ Maw $ $ TOTAL $ APPIM BY FU D- -ipti— 21523 008710 SVCI TACTICAL 4010- 031020 -5409- 000 -000- 6/26/2013 3,985.00 BASIC CRAUIC1 SYSIYM 21523 008710 SVCI TACTICAL 4010- 031020 -5409- 000 -000- 6/26/2013 75.00 4,060.00 S[ -IIPPIM cHullclt: 4,060.00 21524 002609 CARM EAST IP- 4010- 012200 -5413- 000 -002- 6/26/2013 4,490.00 ZOPCDN CRS -1 CES KIT 21524 002609 CARM EAST IDw_ 4010- 012200 - 5413 -000 -002- 6/26/2013 500.00 TCPCrN DVaQET GSS SOFIVARE 21524 002609 CABIN EAST IP- 4010- 012200 -5413- 000 -002- 6/26/2013 500.00 5,490.00 TGPa V OFFICE ZTDLS 93F74ARE 5,490.00 * 21525 007316 A AaFI CIP7 LID 4010- 071010 - 5401 -000 -000- 6/26/2013 2,981.58 2,981.58 LAZHFM MNOEG = RYLC% M 2,981.58 21526 005769 MNICIPAL ENER(*NCY SERVI 4010- 035050 -5410- 000 -000- 6/26/2013 2,469.35 S1R[M RAL FIRE PElYTEIS 21.526 005769 MNICIPAL ENEffiVCY SHIM 4010 - 035050 - 5410 -000 -000- 6/26/2013 35.00 2,504.35 SHIIPPHG 2,504.35 * 21527 006651 W&EDU INC 4010- 035050 -5410- 000 -000- 6/26/2013 3,060.10 FIREPTGnER PATTTYTP SYSTEM 21527 006651 kvl= HC 4010- 035050 -5410- 000 -000- 6/26/2013 .00 3,060.10 SlEPPIM 3,060.10 * 21528 007692 K4ST (OAST EFR[ 4010- 035050 -5408- 000 -000- 6/26/2013 8,463.36 LI GREARS AND MISC BJTP� 21528 007692 K4ST MAST EFR[ 4010- 035050 -5408- 000 -000- 6/26/2013 .00 8,463.36 SHIPPHG 8,463.36 * 21529 005282 RUIL IDD 4010- 012090 - 5401 -000 -000- 6/26/2013 3,110.94 3,110.94 SY,II FOINTIURE PAM 3,110.94 * 21530 005329 (D UNIAT EGO TTUCK SUES 4010- 034010 -8005- 000 -000- 6/26/2013 20,952.11 20,952.11 2013 F -150 ZR[32K 20,952.11 * 21531 008709 ZRISTAR METALS INC 4010- 043050 -5413- 000 -000- 6/26/2013 11,210.00 DaiR[E SIACC SS CAT (rrm 21531 008709 ZRISIAR IETALS INC 4010- 043050 -5413- 000 -000- 6/26/2013 4, 250.00 SMMESS STEEL CAFTTNFT HASH, 21531 008709 ZRISIAR METALS INC 4010- 043050 -5413- 000 -000- 6/26/2013 1,440.00 SFIIPPHG 21531 008709 ZRISIAR METALS INC 4010- 043050 -5413- 000 -000- 6/26/2013 773.00- 16,127.00 SAE= DISOaM 16,127.00 21532 008568 AnMIT = Q T L IT`D 4011 - 033010 -5409- 000 -000- 6/26/2013 1,196.00 SAFARTTANfI 6393 - 283 -131 H MME 21532 008568 AnMIT TPLSI IDD 4011- 033010 -5409- 000 -000- 6/26/2013 598.00 LEFT HAM FDISIER 6393 - 283 -131 21532 008568 ATfATTT TFLIT IPD 4011 - 033010 - 5409 -000 -000- 6/26/2013 566.25 Y]AGA LNE B A COCK 23 21532 008568 ATfATTT TFLIT IPD 4011 - 033010 - 5409 -000 -000- 6/26/2013 410.75 SAFPRIIAM QLS KIT 21532 008568 ATfATTT TFLIT IPD 4011 - 033010 - 5409 -000 -000- 6/26/2013 20.00 2,791.00 ShIIPPIPD 2,791.00 21.533 003954 ffi.L YARKETIM LP 4010- 012220 -5413- 000 -000- 6/27/2013 2,554.62 2,554.62 DELL O PLIPTFX 9010 MIIVTIO& R 2,554.62 21534 005397 9x7II3ESI C ll'[= 4010- 012200 -5413- 000 -003- 6/27/2013 2,001.78 2,001.78 AP Ff PrFRYK FOLIO 947CM 21534 005397 9x7II3ESI C ll'[ R 4010 - 012220 -5401- 000 -000- 6/27/2013 3,297.66 APPLE NPMOOK PRO 21534 005397 97UR -I M CIINHITFR 4010 - 012220 -5401- 000 -000- 6/27/2013 869.23 4,166.89 APPLE YACBMK AIR 6,168.67 79 AP240 8/21/2013 OaIM OF rRF= VA. OPFN PURCHASE OAffi2S * OPEN * PAPS 6 { mavV PIA 1E ELIO- DEPP-LC C A= D AZE $ ANIXNP $ $ TOTAL $ APPIM BY PO D- -ipti- 21535 003954 ffi.L MUCETIM LP 4010- 012220 -5401- 000 -000- 6/27/2013 3,261.64 3,261.64 FDEREME 8320 SERVER 3,261.64 2,534,543.12 ** L / FCPS FY13 Year -end Encumbrance Listing Purchase Order Number Date Vendor # Description Amount 46761 PO 6/24/2013 WESTERN BRANCH DIESEL PURGE VALVE KIT 8,972.42 45.0000.0.0.000.000020.15.00 INVENTORY VEHICLE PARTS 8,972.42 46784 PO 6/24/2013 ACUITY AUDIOVISUAL 77" SMART BOARD 1,229.00 50.1100.1.1.000.008210.02.00 TECHNOLOGY HARDWARE - NEW 1,229.00 46137 PO 12/7/2012 METRITECH, INC. ENGLISH LEARNER TESTS 13,325.00 46298 PO 2/27/2013 COLLEGE -BOUND BUNDLED REPORTS FOR HIGH SCHOOL 1,OSS.00 50.1100.2.1.000.006067.00.18 TESTING MATERIALS 14,380.00 46764 PO 6/24/2013 DELL MARKETING DELL LATITUDE 3330 13,704.50 50.1100.2.1.000.008210.06.00 TECHNOLOGY HARDWARE - NEW 13,704.50 46739 PO 6/20/2013 KURTZ BROS WORK STATIONS /DESKS 1,594.00 46752 PO 6/21/2013 STEVE WEISS MUSIC PERCUSSION EQUIPMENT 2,819.OS 50.1100.3.1.000.008201.28.00 FURNITURE & EQUIP- -NEW 4,413.05 46710 PO 6/14/2013 CDW GOVERNMENT SPECTRUM CLOUD 32 CHROMEBOOK 1,322.58 50.1100.3.1.000.008251.20.00 NEW EQUIPMENT 1,322.58 46698 PO 6/13/2013 AMAZON CREDIT PLAN KENSINGTON 33374 POWER ADAPTER 37.35 50.1100.3.4.000.006044.00.00 INTRUCTIONAL SUPPLIES 37.35 45109 PO 6/12/2012 RICOH USA, INC. SPECIAL SERVICES 6001 COPIER 457.11 50.1310.3.2.000.005401.00.00 LEASE /RENT OF EQUIPMENT 457.11 46576 PO S/29/2013 HON COMPANY HUDDLE TABLE TOP & GUEST CHAIRS 4,356.20 50.1320.2.1.000.006077.42.00 DIVISION MEDIA CENTER 4,356.20 45134 PO 6/12/2012 RICOH USA, INC. THREE 8000 COPIERS $1467 2,935.08 50.1410.1.1.000.005401.02.00 LEASE /RENT OF EQUIPMENT 2,935.08 45114 PO 6/12/2012 RICOH USA, INC. 1- 6001 AND 1- 5001 COPIER 722.76 50.1410.2.1.000.005401.07.00 LEASE /RENT OF EQUIPMENT 722.76 45131 PO 6/12/2012 RICOH USA, INC. 2 - 5001 & 1- 8001 COPIER 975.82 50.1410.2.1.000.005401.10.00 LEASE /RENT OF EQUIPMENT 975.82 45127 PO 6/12/2012 RICOH USA, INC. LIBRARY 1601 COPIER 77.22 50.1410.3.1.000.005401.01.00 LEASE /RENT OF EQUIPMENT 77.22 45129 PO 6/12/2012 RICOH USA, INC. COPIERS FOR BAND, PE, FOR LANG 2,528.69 46356 PO 3/22/2013 RICOH USA, INC. SERVICE CHARGE COPIERS 1,119.84 50.1410.3.1.000.005401.20.00 LEASE /RENT OF EQUIPMENT 3,648.53 45133 PO 6/12/2012 RICOH USA, INC. 7001SP COPIER IN THE OFFICE 448.72 50.1410.3.3.000.005401.34.00 LEASE /RENT OF EQUIPMENT 448.72 46701 PO 6/14/2013 OWPR CHILLER REPLACEMENT DESIGN 3,000.00 50.4200.9.0.000.003310.03.00 REPAIRS AND MAINTENANCE 3,000.00 46537 PO 5/23/2013 CONFEDERATE CONTRACTOR QUARRY TILE & INSTALL NEW VCT 2,200.00 50.4200.9.0.000.003310.06.00 REPAIRS AND MAINTENANCE 2,200.00 Pale 1 FCPS FY13 Year -end Encumbrance Listing Purchase Order Number Date Vendor # Description Amount 46507 PO 5/15/2013 TRIAD ENGINEERING, INC. LIGHT DUTY AUTO SHOP CAR LIFT 800.00 50.4200.9.0.000.003310.34.00 REPAIRS AND MAINTENANCE 800.00 4628S PO 2/20/2013 CONFEDERATE CONTRACTOR RENOVATION TO CLASSROOM 1,050.00 50.4200.9.0.000.003310.35.00 REPAIRS AND MAINTENANCE 1,050.00 46498 PO S/10/2013 ARCHITECTURAL PRODUCTS MTES MATERIALS & INSTALLATION 23,432.00 50.4200.9.0.000.008151.06.00 REPLACEMENT EQUIPMENT 23,432.00 46498 PO S/10/2013 ARCHITECTURAL PRODUCTS BHES MATERIALS & INSTALLATION 36,299.00 50.4200.9.0.000.008151.10.00 REPLACEMENT EQUIPMENT 36,299.00 46498 PO 5/10/2013 ARCHITECTURAL PRODUCTS SWES MATERIALS & INSTALLATION 21,764.00 50.4200.9.0.000.008151.11.00 REPLACEMENT EQUIPMENT 21,764.00 46498 PO S/10/2013 ARCHITECTURAL PRODUCTS APRES MATERIALS & INSTALLATION 36,527.00 50.4200.9.0.000.008151.12.00 REPLACEMENT EQUIPMENT 36,527.00 466SS PO 6/S/2013 NORVAC LOCK TECHNOLOGY KEY CUTTING MACHINE 8,266.00 50.4200.9.0.000.008251.16.00 NEW EQUIPMENT 8 46595 PO 5/30/2013 CARROLL CONSTRUCTION REPAIRS TO PARKING LOT 4,59S.00 50.4300.9.0.000.003310.01.00 3310.01.00 REPAIRS AND MAINTENANCE 4,595.00 46426 PO 4/18/2013 CARROLL CONSTRUCTION INSTALL ASPHALT AT SWING OUT AREA 4,675.00 50.4300.9.0.000.003310.02.00 REPAIRS AND MAINTENANCE 4,675.00 46502 PO S/13/2013 WILSON'S ASPHALT MAINTE( LABOR & MATERIALS FOR INSTALLATION 2,910.00 50.4300.9.0.000.003310.14.00 REPAIRS AND MAINTENANCE 2,910.00 46503 PO 5/13/2013 WILSON'S ASPHALT MAINTE( LABOR & MATERIALS FOR INSTALLATION 2,910.00 50.4300.9.0.000.003310.30.00 REPAIRS AND MAINTENANCE 2,910.00 45109 PO 6/12/2012 RICOH USA, INC. ADMIN COPY ROOM 7001 388.94 50.4400.9.0.000.005401.50.00 LEASE /RENT OF EQUIPMENT 388.94 45844 PO 9/18/2012 OWPR AE SERVICES SHS TRAFFIC STUDY 2,990.00 50.6300.9.0.000.003194.00.56 PURCHASED SERVICES 2,990.00 46495 PO 5/10/2013 SHI WINPRO 8 ALNG UPGRADE MV 402.40 50.8100.9.0.000.006040.00.00 SOFTWARE /ONLINE CONTENT 402.40 46519 PO 5/20/2013 DELL MARKETING, L.P. DELL B1265DNF LASER PRINTER 2,699.90 50.8100.9.0.000.006050.00.00 TECHNOLOGY HARDWARE 2,699.90 46744 PO 6/21/2013 ABS TECHNOLOGY CATALYST 29605 24 GIGE SWITCH 6,050.70 50.8100.9.0.000.008107.00.00 ADP EQUIP -- REPLACEMENT 6,050.70 46506 PO 5/15/2013 ACUITY AUDIOVISUAL 77" SMART BOARD 2,410.00 50.8100.9.0.000.008210.00.00 TECHNOLOGY HARDWARE - NEW 2,410.00 46110 PO 11/27/2012 50FTDOCS REMOTE SYSTEM IMPLEMENTATION 3,525.00 Page 2 82 FCPS FY13 Year -end Encumbrance Listing Purchase Order Number Date Vendor # Description 50.8300.9.0.000.006040.00.00 9/18/2012 OWPR SOFTWARE /ONLINE CONTENT 46764 PO 6/24/2013 DELL MARKETING, L.P. DELL LATITUDE 3330 50.8300.9.0.000.008210.00.00 9/18/2012 OWPR TECHNOLOGY HARDWARE - NEW 46268 MANPO 4/24/2013 SIEMENS INDUSTRY, INC ENERGY PERFORMANCE CONTRACT 59.4200.9.0.000.008151.02.00 2/9/2012 ENGINEERING ECONOMICS RELACEMENT EQUIPMENT 46268 MAN PO 4/24/2013 SIEMENS INDUSTRY, INC ENERGY PERFORMANCE CONTRACT 59.4200.9.0.000.008151.03.00 4/11/2013 TRIAD ENGINEERING, INC. RELACEMENT EQUIPMENT 46406 PO 4/15/2013 AMERICAN TENNIS COURTS RESURFACE MHS TRACK 59.4300.9.0.000.008151.28.00 4/5/2013 ECS MID - ATLANTIC, LLC REPLACEMENT EQUIPMENT 46443 PO 4/23/2013 CARROLL CONSTRUCTION DEMOLITION GREENHOUSE JWMS 46462 PO 4/30/2013 MCGRANE FENCE CO DUMPSTER ENCLOSURE JWMS 60.6200.9.0.000.003100.05.00 CONTRACTED SERVICES 46437 PO 60.6300.9.0.000.003000.02.00 45845 PO 46397 PO 60.6300.9.0.000.003000.10 45843 PO 46383 PO 60.6300.9.0.000.003000.11.00 44662 PO 60.6300.9.0.000.003000.15.00 45847 PO 46396 PO 60.6300.9.0.000.003000.22.00 45846 PO 46382 PO 60.6300.9.0.000.003000.25.00 46469 PO 60.6300.9.0.000.003000.29.00 46407 PO 60.65 00.9.0.000.008151.01.00 46070 MANPO 60.6500.9.0.000.008 251.15.00 43893 PO 60.65 00.9.0.000.008256 ,15.00 4/23/2013 SHW GROUP FEE FOR A & E SERVICES FCMS PURCHASED SERVICES 9/18/2012 OWPR A/E FEE FOR DESIGN CLASSROOMS 4/11/2013 TRIAD ENGINEERING FEE TO CONDUCT THIRD PARTY PURCHASED SERVICES 9/18/2012 OWPR A/E FEE FOR DESIGN CLASSROOMS 4/5/2013 ECS MID - ATLANTIC, LLC FEE TO CONDUCT THIRD PARTY PURCHASED SERVICES 2/9/2012 ENGINEERING ECONOMICS FEE FOR LEED FUNDAMENTAL PURCHASED SERVICES 9/18/2012 OWPR A/E FEE FOR DESIGN AND CLASSROOMS 4/11/2013 TRIAD ENGINEERING, INC. FEE TO CONDUCT THIRD PARTY PURCHASED SERVICES 9/18/2012 OWPR A/E FEE FOR DESIGN AND CLASSROOMS 4/5/2013 ECS MID - ATLANTIC, LLC FEE TO CONDUCT THIRD PARTY PURCHASED SERVICES 5/2/2013 OWPR 4/15/2013 LUXOUT STAGE CURTAINS 2/27/2013 B &R ASSOCIATES 7/18/2011 CALDWELL & SANTMYER A & E 5ERVICES 4TH HIGH SCHOOL PURCHASED SERVICES CLEAN & TREAT STAGE CURTAINS REPLACEMENT EQUIPMENT PARALLELOGRAM LIFT -5032 NEW EQUIPMENT TRANSPORTATION FACILITY NEW BUILDINGS /MODULARS Amount 3,525.00 3,289.08 3,289.08 8,196.30 8,196.30 8,196.30 8,196.30 111, 278.55 111,278.55 4,750.00 3,600.00 8,350.00 1,343,356.00 1,343,356.00 10,520.66 15,155. S 5 25,676.21 4,629.26 4,656.50 9,285.76 1,704.00 1,704.00 7,449.39 12,386.65 19,836.04 10,695.21 12,990.50 23,685.71 2,266,12S.00 2,266,125.00 9,252.00 9,252.00 6,575.50 6,575.50 474,101.85 474,101.85 Pag, 3 FCPS FY13 Year -end Encumbrance Listing Purchase Order Number 46392 PO 46392 PO 46392 PO 60.6600.9.0.000.003000.10.00 46395 PO 60.6600.9.0.000.003000.11.00 46393 PO 60.6600.9.0.000.003000.22.00 46394 PO 60.6600.9.0.000.003000.25.00 FUND 000045 TOTAL FUND 000050 TOTAL FUND 000059 TOTAL FUND 000060 TOTAL ENCUMBRANCE GRAND TOTAL Date Vendor # 4/11/2013 CALDWELL & SANTMYER 4/11/2013 CALDWELL & SANTMYER 4/11/2013 CALDWELL & SANTMYER 4/11/2013 CALDWELL & SANTMYER 4/11/2013 CALDWELL & SANTMYER 4/11/2013 CALDWELL & SANTMYER Description FEE FOR CONSTRUCTION OF BHES ALTERNATE # 1 ADDL CLASS ALTERNATE # 2 REPLACE AS PURCHASED SERVICES CONSTRUCTION OF TRANSPORTATION PURCHASED SERVICES CONSTRUCTION OF CLASSROOM PURCHASED SERVICES CONSTRUCTION OF CLASSROOM PURCHASED SERVICES Amount 1,223,425.20 156,400.00 15,700.00 1,395,525.20 752,713.65 752,713.65 1,042,650.35 1,042,650.35 1,230,192.00 1,230,192.00 8,972.42 218,891.94 127,671.15 8,609,029.27 8,964,564.78 Pag4 COUNTY OF FREDERICK Information Technologies (540) 665 -5614 MEMORANDUM To: Board of Supervisors From: Walter Banks, IT Director Date: September 4 2013 Subject: Board of Supervisors Information Technology Committee Report The Board of Supervisors Information Technology Committee met on Wednesday, September 4, 2013 at 8:15 am, in the 1 "Floor Conference Room, County Administration Building 107 N. Kent St., Winchester, Virginia. Committee members present: Gary Lofton, Chairman, Chuck Dehaven, Bob Wells, Quaiser Absar, and Todd Robertson. Committee members absent: Brian Madagan. Others present were Walter Banks, IT Director, Patrick Fly, GIS Manager, Alisa Scott, Administrative Assistant, Denny Linaburg, Fire Chief and Kris Tierney, Assistant County Administrator. The Board of Supervisors IT Committee welcomes Bob Wells to the Committee. The committee submits the following: ** *Items Requiring Board Action * ** 1. None ** *Items NOT Requiring Board Action * ** 1. Old Business A. Phone Implementation Project Update: Mr. Banks let the committee know that the project was completed on time and with a change order ($3,000) to legacy equipment. Department of Social Services was also successfully added. Mr. Banks thanked the IT staff and commended outstanding performances from quality personnel. IT Department will continually provide staff training on the phone system once a month 107 North Kent Street, Winchester, Virginia 22601 i B. Broadband Project: Mr. Fly commented that the project is now winding down with the full report due this Friday (September 6, 2013) after many communications with the vendor to ensure the county was issued a specific report. The Broadband Management Team is expected to be briefed at the end of September. It is the County's effort to facilitate Internet Providers to increase their footprint in Frederick County and not be a broadband Internet Provider. Larger providers such as Comcast are willing to expand. C. Adding satellite offices such as Economic Development Center, Winchester Regional Airport: The committee discussed the possibility and cost allocation of IT services to agencies for which the county serves as fiscal agent. D. Personnel: Mr. Banks let the committee know about a single position located at the Public Safety Building that was now being shared by all positions within the IT Department. Mr. Linaburg supported the decision for this position to be shared and the committee also agreed that the idea of distributed knowledge would benefit the county. Mr. Linaburg said, "The plan to share this position is the best plan we've had. It gives me a level of comfort that no matter who comes to work at the PSB they have an overall understanding of the importance of redundancy and IT support. We're firing on all cylinders now ". Mr. Banks again recognized the excellent staff work and cooperation from the entire county as adjustments have been made. Mr. Banks is currently looking into the current IT structure to see how the IT Department can more efficiently serve the IT needs of the county staff and community at an overall savings by eliminating that position. Mr. Banks would like to look internally and add a single position of Trainer /Project Manager or Project Coordinator to the IT Department because of the success of the phone project and the ongoing high investments in different technologies and services. E. Fire Reporting Software: Mr. Linaburg brought to the committee a recommendation that Fire & Rescue no longer use their current software for creating and submitting EMS reports, Firehouse. He suggested that due to the unstable software and the fact that there are no web -based applications, the Committee approve the purchase of software used by Valley Health, and the state, Image Trend. 107 North Kent Street, Winchester, Virginia 22601 M Mr. Dehaven asked about the use of mobile devices and Mr. Linaburg responded that the county would be receiving a grant for that purchase. Mr. Dehaven wanted to ensure that the agreement also included services the state was providing at no additional cost to the county. Also, Mr. Dehaven asked about training and Mr. Banks responded that this project would be a hybrid project where IT would be able to provide some training to end users as well. It was confirmed to the committee that the service fee was slightly higher (4 %) than normal. Security concerns were also brought up to the committee and Mr. Banks and Mr. Linaburg assured the committee that through standard networking permissions and the security already enabled on the software, that unauthorized use would not exist. It was determined that the committee would recommend the software purchase to the Finance Committee in order to stay consistent that all funding requests are moved to the Finance Committee. Mr. Dehaven moved that the Frederick County IT Committee recommend the purchase of EMS reporting software for Fire & Rescue and forward the recommendation to the Finance Committee. Mr. Wells seconded the motion and the motion was approved. D. Comments /Questions 5. Meeting adjourned. The next meeting will be Wednesday, October 2 2013. We will confirm one week prior. 107 North Kent Street, Winchester, Virginia 22601 i BOS Tech Committee Date: Wednesday September 4th, 2013 Time: 8:15 am Purple Conference Room 107 N Kent Street What's New? • Update on Phone Implementation Project • Update on Broadband Improvement Project • Discussion about what is needed to incorporate other satellite services and offices such as the Winchester Regional Airport and the Economic Development Center in the county's VoIP system. What will be the Protocol and Procedure to accomplish future requests? • Information on recommended solution for Fire Reporting Software. This application would allow Fire & Rescue to have a reporting system that is integrated with the local hospital and is in line with the transitional needs of service delivery. Action Required: Recommendation to move forward in the amount of$56,080.00 and annual maintenance of $13,580.00 for approval at the next Finance Committee Meeting MQ COUNTY OF FREDERICK, VIRGINIA FIRE AND RESCUE DEPARTMENT 1080 Coverstone Drive Winchester, VA 22602 Dennis D. Linaburg Fire Chief MEMORANDUM TO: Public Safety Committee FROM: Dennis D. Linaburg Fire &Rescue SUBJECT: Image Trend DATE: August 13, 2013 With changes to the State requirements for EMS reporting, we have encountered numerous issues with our current system, Firehouse. The State currently contracts with Image Trend for EMS reporting services, and as this system is already compliant with both State and National reporting requirements, we are looking to change to Image Trend as well. Image Trend is userfriendly, whereas Firehouse changes have made it difficult to maintain in the field.This program will allow for less reporting errors as it is already formatted for use in Virginia. In addition to these advantages, with the EMS Expense Recovery Program moving quickly along, this program will allow for better report tracking and data entry for billing and expense recovery. Office (540) 665 -5618 dlinabur@co.f��erick.va .us Fax (540) 678 -4730 Ship To: Dennis Linaburg Frederick County Fire & Rescue Departure 1080 Coverstone Drive Winchester, VA 22602 540 - 665 -5618 dlinabur @co.frederick.va.us IMAGETR ND INC PROPOSAL Salesperson Proposal Number Date Eric Ka hin st EK -739 C June 4, 2013 Description Qty Unit Price Total Software Rescue Bridge License (Fire & EMS) 1 $22,500.00 $22,500.00 Rescue Bridge Complete Annual Support 1 $3,600.00 $3,600.00 Rescue Bridge Complete Annual Hosting 1 $6,000.00 $6,000.00 EMS Modules Included: Certification Dashboard Run History Documents Staff QA/Q1 Training Report Writer 2.0 (Transactional) Fire Modules Included: NFIRS 5.0 Reporting Inspections Activities Inventory Checklist Locations Fire Shifts Occupants Hydrants Mobile Fire Inspections Client Site License 1 $7,500.00 $7,500.00 Mobile Fire Inspections Client Site License Annual Support 1 $1,200.00 $1,200.00 Field Bridge Site License 1 Provided by VA OEMS *Requires Hardware with Tablet PC Operating System if for Field Use Field Bridge Site License Annual Support 1 Proviced by VA OEMS Other Modules and Integrations CAD Integration to OSSI (inclusive of first agency) 1 $8,000.00 $8,000.00 CAD Annual Support 1 $1,280.00 $1,280.00 CAD Annual Hosting 1 $1,500.00 $1,500.00 Training Training Sessions - Onsite (Full Day M -F) 2 $1,000.00 $2,000.00 Travel per Trainer for Onsite Training 1 $1,500.00 $1,500.00 Optional Items Client may elect to purchase any of the following items by checking the associated box. These items will be added to your total cost.) [ — ]MARS Setup Fee 1 $500.00 MARS Annual Transactional Fee 1 $2,000.00 ❑Auto -Post from Rescue Bridge to State Bridge 1 $500.00 Inclusive of Frederick County Agencies, regularly $500 per agency Auto -Post from Rescue Bridge to State Bridge Annual Support 1 $100.00 TOTAL Year 1 j $55,080.00 Annual Fees after Year 1 $13,580.00 Terms of Agreement -The above mentioned items will be invoiced independently upon completion with payment terms of net 30 days. , The recurring annual fees will be billed annually in advance. Project completion occurs upon receipt of the product. ImageTrend's license, annual support and hosting are based on 10,000 annual incidents as provided by Client. ImageTrend reserves the right to audit the annual incident volume and the option to increase future support and hosting costs, with advanced notification to the Client, if the number of annual incidents increases substantially and has a resulting effect of increased support calls and hosting requirements to ImageTrend. ImageTrend, Inc. Tel: 952 - 469 -1589 20855 Kensington Blvd Fax: 952 - 985 -5671 Lakeville, MN 55044 PaQoDf 2 www.imagetrend.com , All hosting fees are based upon anticipated usage and include an average of 3 Mb Bandwidth and 30 GB of Storage. These fees are subject to annual usage audits, which may affect future fees at an increase of $15 /Mb /month for Bandwidth and $15/10GB /month for Storage. ImageTrend reserves the right to reevaluate on an annual basis and potentially increase the ongoing annual fee rates for the subsequent years. The increase shall not, however, exceed inflation. , This proposal is valid for 90 days. Note: If Client would like to schedule Onsite Training on the weekend, additional fees may apply. Note: ImageTrend is not responsible for any CAD Vendor requirements and any associated fees. Approved As: ImageTrend, Inc. Frederick County Fire & Rescue Department Signature Dated Purchase Order# (if applicable) If you have any questions regarding this proposal, contact: Eric Kaphingst at 952 - 469 -6228 or ekaphingst @imagetrend.com Julie Kaufman -Boom at 952 - 469 -6163 or jkaufman- boom @imagetrend.com Thank you for your business! ImageTrend, Inc. Tel: 952 - 469 -1589 20855 Kensington Blvd Fax: 952 - 985 -5671 Lakeville, MN 55044 PaQ Jof 2 www.imagetrend.com To: Frederick County Board of Supervisors From: Patrick Chase Milner, Manager of Stewardship. °,�. Shenandoah Valley Battlefields Foundation Late: August 28, 2013 Subject: Star Fort — 2013 Report ' The Shenandoah Valley Battlefields Foundation (SVBF) is pleased to submit (his report on the stabilization and restoration measures undertaken at Star Fort using the collected assessment funds distributed by the County to the Foundation. The funds received [Ws August, in the amount of $$,294.67, were derived from the mandatory assessments on the lots in the Star Fort Subdivision for the preservation, operation, and maintenance of the Star Fort collected for the prior fiscal year. The Battlefields Foundation's work at Star Fort is guided by Frederick County's Conce tual Plan for Star Fort Manqgement and Inte retati (2000), which provides guidelines for the stabilization and restoration of the site's earthworks, the development and installation of a trail system and interpretive signage, and construction of a small parking area to open the site for visitors. A summary of the Star Fort Project to date: * In 2007, a boundary fence was installed to secure the property, funded in part by the county. * In 2008, the Foundation unveiled a new Virginia Civil War Trails sign on the property to introduce the fort to neighbors and visitors. * In 2009, a local Eagle Scout coordinated a cleanup project at the site. In 2010, $23,671.64 of funds collected by Frederick County was utilized for Park Lay clean -up, extensive invasive vegetation removal and a foliar herbicide application. ® In 2011, $12,581 of fiends collected by Frederick County was utilized for stump grinding, invasive plant removal, and grass establishment on the earthworks. In 2012, $12,868 of funds collected by Frederick County was utilized for implementing an anneal landscaping management plan: and developing interpretive signage. Using this fourth year of funding as provided by Frederick County, the Battlefields Foundation is now following Phase Three (Enhanced Site Interpretation and Access) guidelines to implement our FY2013 project and interpretation objectives. SVBF staff maximized the use of the collected funds by splitting the funds into a 50 :50 allocation for anticipated stewardship and interpretation development costs, which then was used as snatching funds to leverage additional grant opportunities. Shenandoah Valley Battlefields Foundation Post Office Box 897 New Market, Virginia 22844 �10.740.4545 / 888.689.4545 Ix: 540.740.4509 www.5henandoahAtWanorg We were also able to match a $5,000 grant from the American Civil War Sesquicentennial Tourism Marketing Program for interpretive development at Star Fort, as well as utilize significant donations from project sponsors on behalf of our commemoration initiatives. In commemoration of Star Fort's role in the Second Battle of Winchester in 1863, the Foundation hosted a grand opening on the property for the general public in June which included Living history demonstrations, tours led by National Park Service personnel, as well as newly installed interpretive trail, Kiosk and wayside signage. In 2013, Frederick County funds were utilized to rehabilitate and enhance Star Fort as shown in the attached budget. This year's total allocated Star Fort project costs is currently $19,602, leaving a remaining balance of $11,308 to be paid in full by SVBF. We greatly appreciate the cooperation from Frederick County and the residents of the Star Fort Subdivision in our ongoing preservation and interpretation effort at Star Fort as we continue to make the site available to the community and visitors for next year's 3 rd Battle of Winchester Sesquicentennial commemoration. 7 •, m cm rA eN r4 a i J r, s ■ i G � r a Nl N C N V Q � w 6► Ln a-f R! O Gd G} V 0} D d v LL L na +C � O n'1 � U � n'1 tl 1` 69 `4 w ZS � � h y o O � y O # ti ti 95 kn ti0 %D [V O Ec O I'D O N •-- N M +--k 00 � 6 Es9 . � op� i6q 1 54 O H � cl �Q > l� c j"7 rc F� � r b ��f F � •� e on Ll O Nl N C N V Q � w 6► Ln a-f R! O Gd G} V 0} D d v LL L na +C � O n'1 � U � n'1 tl 1` 69 `4 w ZS � � h y o O � y O # ti ti 95 Jennifer Place From: Mary Braun <mbraun @discoverymuseum.net> Sent: Wednesday, September 11, 2013 4:08 PM To: Jennifer Place Cc: Phil Glaize; Mary Bruce Glaize; Marc Desmarais; Margaret Arhtur Subject: RE: FY 2014 Frederick County Funding Dear Jennifer, Kindly thank County Supervisors for their continued support. We rely on our community's giving to meet our annual operating goals — especially when the decision comes mid -cycle in our fiscal year. In this way, admissions fees are keep at a reasonable rate so that entry is accessible to students and families. We look forward to continuing to provide enriching educational experiences to citizens of Frederick County. Best regards, Mary * * * * * * * * * * * * * * * * * * * * * * * * * * ** Mary Braun, Executive Director Shenandoah Valley Discovery Museum 54 South Loudoun Street Winchester, Virginia 22601 p:540- 722 -2020 f:540 -722 -2189 mbraun discover museum.net www.discoverymuseum.net ************************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** Shenandoah Valley Discovery Museum Our mission: To ignite creativity, spark curiosity and inspire learning in patrons of all ages by providing a rich variety of interactive, hands -on exhibits and programs which focus on the sciences and mathematics, the humanities and the arts. From: Jennifer Place [mailto:jplace @fcva.us] Sent: Wednesday, September 11, 2013 9:15 AM To: Braun, Mary Subject: FY 2014 Frederick County Funding Please see attached. 0q t Jennifer L. Place County of Frederick, VA 107 North Kent Street Winchester, VA 22601 (540) 722 -8285 196 Jennifer Place From: John Bentley <jbentley @partlowinsurance.com> Sent: Wednesday, September 11, 2013 9:25 AM To: Jennifer Place Subject: RE: FY 2014 Frederick County Funding Jennifer, Thank you so much for the kind donation. As you know this will go a long way for helping us to pay our fees to the park for practice and game space. We have changed our address: Winchester - Frederick County Youth Football League P.O. Box 3161, Winchester, Va 22604 Thanks Again! John Bentley Pardow Insurance Agency, Inc. 2333 N. Frederick Pike (22603) P.O. Box 2900 Winchester, VA 22604 Phone: 540 - 665 -8387 ext. 228 Cell: 540 -974 -0956 Fax: 540 - 667 -3321 ibentlev(@oartlowinsurance.com www.partlowinsura nce.com From: Jennifer Place [mailto:jplace @fcva.us] Sent: Wednesday, September 11, 2013 9:13 AM To: Bentley, John; John Bentley Subject: FY 2014 Frederick County Funding Please see attached. oq , t Jennifer L. Place County of Frederick, VA 107 North Kent Street 197 BPOL e. � x �� s�c ' � `� Ida Y z�`r �. tops 11 �, �� x ��5� �� � t s.. S } .�-Fi E __16ti5�t �.� a �q , ,.t nt y ;L i I r 1 1 ti t n . w Et Mlu ', � �� : 'q at Y�� :1 1, ; , {� , i1:' play t ,, �k t 4 - 3Y x; � - � 2 014 � ;'tiq i �.t�v'c' �ai��. � . �., � session �`- Aa�3'.1iiY ,s1�4:{� =h`` ai t Y:� `' t u� Future of / / / / / / i N ASSORTMENT OF General Assembly committees and commissions will be busy in the months leading up to the 2014 legislative ses- sion examining a hodge- podge of issues. Two of the topics are of particular interest to local govern- ments. Local officials should not only follow the discussions, they should be prepared to plant themselves in the middle of the debate. At the top of the list is all the attention that will be paid to the Busi- ness, Professional and Occupational License (BPOL) tax, and in conjunc- tion with that, two other local levies — the merchants' capital tax and the machinery and tools tax, The Joint Legislative Audit and Review Commission wilt release a study in September on changing BPOL from a levy on gross receipts to one on net income. Judging by remarks made at a recentJLARC meeting, regardless of what the com- mission's staff reports, there will be a hue and cry from at least some mem- bers about BPOL. For example, Del. Johnny S. Joannou of Portsmouth asked if the study would examine the effect of the tax on retail merchants who pay it despite losing money. The staff said that those issues would be explored through interviews with businesses and local governments, which prompted Joannou to remark: "... from the localities' perspective, all they care about is the money. They don't care about the citizens." JLARC is not the only agency studying BPOL. Legislation intro- duced in the 2013 session by House Speaker Bill Howell (HJR 755) requested the Virginia Small Business Commission and the Virginia Manu- facturing Development Commission to evaluate and develop a plan for implementing tax restructuring to eliminate the three local taxes. The Senate Rules Committee, .however, killed that study resolution. Instead, the chairman of the committee, Sen. Ryan McDougle, wrote a letter to the two com- missions urging them to hold meetings after the 2013 session to examine tax restructuring. The commissions are comprised of state legislators and citizens with little or no knowledge of local government. The bottom line: Local govern- ments are likely to face a robust assault on their taxing authority when the 2014 General Assembly convenes. Anotber study of keen interest to towns and counties stems from legislation that was introduced to clarify whether a town or a county has jurisdiction when both localities have statutory authority over the same sub- ject matter. Again, the legislation was not adopted, but Del. Riley Ingram, chair of the House Committee on Counties, Cities and Towns, asked the Commission on Local Government to establish a task force to study the legal rights and responsibilities of towns and counties with regard to police power regulations and related general powers, The Local Government Attorneys Association of Virginia has been asked to appoint four town attorneys and four attorneys from counties in which there are towns to serve on the task force, In addition, the general counsels for VML and VACo will serve on the study group. The task force is to complete its work by November. Separate from the COLG task force on general powers, the Virginia Housing Commission is examining the responsibilities of a county build- ing official to enforce the building code in a town. A host of other issues will be studied and various reports will be released between now and the start of the 2014 session. Some studies commissioned this past session will not be completed until a future year. The list that follows shows the variety that will be undertaken. Most studies are commissioned through either a resolution adopted by both houses or through language inserted in the budget bill, HB 1500. Sometimes studies are embedded within legislation or result from failed legislation, in which the chair of the committee considering a bill will ask for further study. Here is a list of the other issues under consideration beginning this summer and fall.: Joint Legislative Audit and Review Commission study of education funding, including the efficiency and effectiveness of elementary and secondary school spending, com- parison to other states as to how and to what extent Virginia funds public education and identification of opportunities to improve the quality of education. Report due November 2016, (SJR 328) • Board of Education to develop student growth indicators by Oct. 1, 2014, to be used in the accredi- tation of schools and the evalua- tion of teachers. (SB 1167) • JLARC to study options to restruc- ture low - performing schools, with the study to be concluded by June 2014. (HB 1500; Item 31 #lc) Directs JLARC to study the amount of federal revenue that Virginia receives at the state and local level annually, by functional area, and determine its importance and impact. Report due in 2014, for the 2015 session. (HJR 635) 9 8 VIRGINIA TOWN & CITY I MAY 2013 13 HJR 755 (Howell) would have re- quested VML, VACo, the Virginia Small Business Commission and the Virginia Manufacturing Devel- opment Commission to evaluate and develop a plan for implement- ing tax restructuring to eliminate BPOL, the machinery and tool tax and the merchants' capital tax. The study was killed in the Senate Rules Committee, but the chair- man agreed to write a letter to the two commissions urging them to hold at least three -to -five meetings after the 2013 session to examine tax restructuring. Information is posted at this address: http: / /1. usa.gov/ 16MEJz0. • JLARC's study of the restructuring of the BPOL tax is scheduled to be given at the Sept. 9 meeting of the Commission. (HB 1301, Item 31, 2012 session) Virginia State Crime Commission to examine various issues and penalties regarding sexual conduct between secondary school students 18 years of age and older and teachers. (HJR 595) Joint Commission on Health Care to study the factors affecting health care costs. The Commission shall (i) study and report on promising policies, practices, and initiatives expected to help control health care costs while maintaining quality of care; (ii) identify factors considered to be the primary con- tributors to the increase of health care costs; (iii) review approaches undertaken in other states and countries to control health care costs; and (iv) examine the likely impact of federal Patient Protec- tion and Affordable Care Act provisions on the cost of health care. (HJR 687) Department of Social Services to develop and present options for implementing the extension of foster care maintenance and adoption assistance payments for individuals up to 21 years of age. (SJR 282) Joint Commission on Health Care study of the service needs of individuals with autism and autism spectrum disorders transitioning from public and private secondary schools, including needs related to housing, employment, and day support services. (SJR 330) Board of Health, in cooperation with the State Emergency Medical Services Advisory Board, to review the training for emergency medi- cal services personnel throughout the state to identify and address disparities in the delivery of training to and the availability of training for emergency medical services personnel. Report due by Dec. 1, 2013. (HB 1856) Medicaid Innovation and Reform Commission to determine whether to expand coverage of Medicaid to persons with income below 138 percent of the poverty level, (HB 1500, Item 4 -15) Commission on Youth study of the mental health needs of juveniles. SB 928 would have required an in- terdisciplinary team to evaluate the service needs of juvenile offenders. The bill was not adopted but the study will focus on recommenda- tions for improving screening and assessment of mental disorders in the juvenile offender population. 1 Commission on Local Govern- ment task force to study legal rights and responsibilities of towns and counties with regard to police power regulations and related general powers. HB 1535 (Rust) attempted to clarify whether town or county ordinances control when both localities have statutory authority over the same subject matter. The bill was tabled but the COLG is asked to convene and facilitate a task force appointed by the president of the Local Government Attorneys of Virginia to review the status of the law and make recommendations to the committee by Nov 1., 2013, on the need for legislation. 14 VIRGINIA TOWN & CITY I MAY 2013 •• MM Housing Commission examina- tion of town- county building code inspection issues. HB 1574 (Minchew) and SB 1239 (Herring) attempted to clarify the responsi- bilities of a county building official to enforce the building code in a town. The bills were not adopted but the Virginia Housing Com- mission was asked to consider the issues in the legislation in time for the 2014 session. JLARC to update its 2003 report on workforce training in Virginia, JLARC will examine the level of transparency of funding of workforce training and develop- ment programs and recommend measures to ensure access to information regarding expendi- tures and the outcomes generated by such expenditures. The report is due in 2014. (HJR 688) • Health Insurance Reform Com- mission is established to monitor the implementation of the federal Patient Protection and Affordable Care Act; determine whether Virginia should establish a state -run health benefit exchange; recommend what health benefits should be required to be provided under health insurance products offered in the Commonwealth; provide assessments of health care benefit mandates; and develop recommendations to increase access to health insurance cover- age, ensure that the costs of health insurance coverage are reasonable, and encourage a robust market for health insurance products. The commission will expire on July 1, 2017. (HB 2138) As part of a bill placing a mora- torium on the use of drones, the Department of CriminalJustice Services, in consultation with the Office of the Attorney General and other agencies, is instructed to develop protocols for the use of drones by law- enforcement agencies and report its findings to JLARC will report on its evalua- For more information, go to the the Governor and the General As- tion of state and local prepared- TSDAC website at http: / /1.usa. sembly by Nov 1, 2013. SB 1331 ness and planning in October. gov/10pz7WV (SB 1140) is identical. (HB 2012) (HJR 132, 2012 session) Department of Criminal Justice Services will review best practices and potential for using intelligence- led policing model in Virginia law enforcement agencies. Review is to include the feasibility of creating incentives for the development of intelligence -led policing in the allocation of state or federal funds available through the department. Report is due Oct. 15, 2013. (HB 1500, Item 393 #6c) Department of Criminal Justice Services will review jail prisoner reentry and drug and alcohol abuse treatment programs that have demonstrated a record of effectiveness in reducing offender recidivism, and consideration of whether effective programs should be expanded, The review will include an assessment of the Kingdom Life Ministries program at the Richmond City Jail. Report is due Jan. 1, 2014. (HB 1500, Item 393 #3e) Department of Criminal Justice Services will review the effective- ness of offender reentry and transitional programs including the services provided, the types of funding provided to these programs, the number of released offenders participating in each service and program and the effectiveness of programs based on reducing recidivism. (HB 3500, Item 393 #7c) The Department of Juvenile Justice will review current prac- tices in the post - dispositionai detention program and consider potential options for expansion of the program, including incentives for increased participation by local and regional detention facilities and increased use of these beds for holding state - responsible juveniles as an alternative to the use of state facilities. Report is due Sept. 1, 2013. (HB 1500, Item 408 #1 c) • Governor's Taskforce on School and Campus Safety. Final recom- mendations due by Oct. 1, 2013. (Executive Order 56) The Department of Human Resource Management will contract for an actuarial study of the feasibility of allowing local governments and school divisions to participate in the state employee health insurance program. (HB 1500, Item 83 #3c) • JLARC will deliver its study of the competitiveness, efficiency, and governance structure of the Port of Virginia in October. (HJR 62 1) Virginia Secretary of Public Safety to establish a Statewide Traffic Incident Management Committee to coordinate the adoption and implementation of the National Unified Goal for Traffic Incident Management by highway and emergency response personnel in order to mitigate highway incidents and improve incident response in the Commonwealth. (SJR 2 7 7) Senate Committee on Finance to study ways to mitigate the impact of tolls on Virginia's disadvan- taged citizens. (SR 30) • VDOT's evaluation of noise abate- ment is extended for two additional years, to June 30, 2015, (HB 2040) Establish a Transit Service Deliv- ery Advisory Committee (TSDAC) to advise the Department of Rail and Public Transportation and the Commonwealth Transportation Board on the distribution of new funds for transit resulting from the passage of HB 2313, the compre- hensive transportation funding bill. Secretary of Transportation to evaluate the potential benefits of purchasing the Dulles Greenway. The Greenway is a private road. Report due by Oct. 2013. (HB 1500, Item 430 #3c). As part of a bill dealing with changes to the Public Procure- ment Act, the bill requires the chairmen of the House Com- mittee on General Taws and the Senate Committee on General Taws and Technology to convene a working group consisting of rep- resentatives of the Department of General Services and the contract- ing community, locai government procurement officials, professional service contractors, and other interested parties to examine the provisions of the Virginia Public Procurement Act (§ 2.2 -4300 et seq.) relating to competitive sealed bidding and negotiation, with the findings and recommendations for changes in the law on or before Dec. 1, 2013. (HB 2079) As part of a bill dealing with mov- able soccer goals, the Department of Conservation and Recreation and the Division of State Parks are required to convene a work group to examine safety issues related to moveable soccer goals. (SB 933) Budget language requires the Com- mission on Local Governments to assemble a task force to examine the process to analyze the fiscal impacts of proposed bills and budget amendments on local governments. (HB 1500, Item 113 # 1 c). �1 w About the author MaiyJ Fields is director of researchfor VML. 1 00 VIRGINIA TOWN & CITY I MAY 2013 15 � APPLICATION FOR OUTDOOR FESTIVAL PERMIT: 3 13 i COUNTY OF FREDERICK, VIRGINIA ApkicANT diiV ORMATION `` ` Name of Applicant: QS�uc... _ $ zn Telephone Number(s): ®_ (d C` 9 home ❑ office ❑ cell {2(l�3 L 9 g d home ❑ office cell Address: H 5 CUId yG �c� C.har4�e5 nt_ e s lr�!'y" 20 y Iq -- Mkkl -- CI \5 tee r �•+�!!�1 )rr l A r�Jti�7A7 �liI1� ©!IY f y r TCJlY ill L 111�J1��Q/1N'i�'�fY/- a- estly� lru :fit'' Name of Festival: Vla- Z, tjcv, F l vr„ Cost of Admission to Festival: ' Business License Obtained: V ❑ No D'ae=$) Start. ��4{ 17�� fnitl ��fe� tt�� c± 2 4 Z - 7 nit 2 r'; 1"- �� 000 r cl 44A s iiocatirr>t, Address: r Q Wher Name(s): t r ofPrapef'tlf r Address: ao (j �� •....__.....,.,. r ( *NOTE: Applicant maybe required to provide a statement or other documentation indicating consent by the owner(s) for use of the and related parking for the festival. property P B ) Pro q a i Name(s): �cAlkuCA N) S �2 _.. Address: x.(`75 0� ct C1c u� l r�� i .� .� W V 2 .., - -�'�r ( *NOTE: For festivals other than not - for - profit, promoter may need to check with the Frederick County Commissioner of Revenue to a determine compliance with County business license requirements; in addition, promoters who have repeat or ongoing business in Virginia may be required to register with the VA State Corporation Commission for legal authority to conduct business in Virginia.) Fri�arl Name(s): �� C- 0< - CY\+aL °8�ck�r- ~ -} 1 � Old �a�vt Address: _._.._�1_.., n! P 2-5 1 L Perllorm r = Name of Persons) or Group(s): ' fie. 5c�uc e , �+ K ad j � �i �� � fib... ;. eo�. in A r o an ro S n � } of To mb 4 mir fc&.35" R of e l u .Q r S I t ( *NOTE: Applicant may need to update information as performers are booked for festival event.) r , FESTl1 i4L EVENT LOGIS7`1 ONFQRM�4TIONAl1irD Dt3CUMElIt vt17"JON.;' e t li 1. Attach a copy of the printed ticket or badge of admission to the festival, containing the dates) and time(s) of such festival (may be marked as "sample "). K copy attached OR ❑ copy to be provided as soon as available 2. Provide a plan for adequate sanitation facilities as well as garbage, trash, and sewage disposal for persons at the festival. This plan must meet the requirements of all state and local statutes, ordinances, and regulations, and must be approved by the VA Department of Health (Lord Fairfax Health District). 3. Provide a plan for providing food, water, and lodging for the persons at the festival. This plan must meet the requirements of all state and local statutes, ordinances, and regulations, and must be approved by the VA Department of Health (Lord Fairfax Health District). t, na d "S u n ' 4. Provide a plan for adequate medical facilities for persons at the festival. This plan must meet the requirements of all state and local statutes, ordinances, and regulations, and must be approved by the County Fire Chief or Fire Marshal and the lo fire and rescue com / {- y. I _ is t f ri s'!'C 5. Provide a plan for adequate fire protection. This plan must meet the requirements of all state and local statutes, ordinances, and regulations, and must be approved by the County Fire Chief or Fire Marshal and the local fire and rescue c,Qmpany. - - 6. Provide a plan for adequate parking facilities and traffic control In and around the festival area. (A diagram may be submitted.) CA ctM 7. State whether any outdoor lights or lighting will be utilized: ES ❑ NO if yes, provide a plan or submit a diagram showing the location of such lights and the proximity relative to the property boundaries and neighboring properties. In addition, show the location of shielding devices or other equipment to be used to prevent unreasonable glow beyond the property on which the festival is located. J 5f?4P--_Lj _ Gc Ck nag Z± S. State whether alcoholic beverages will be served: o YES VNO if yes, provide details on how it will be controlled. (NOTE: Evidence of any applicable VA ABC permit must also be provided and posted at the festival as required. Applicant may need to confirm with the VA ABC that a license is not required from that agency in order for festival attendees to bring their own alcoholic beverages to any event that is open to the general public upon payment of the applicable admission fee.) B. Music shall not be played, either by mechanical device or live performance, in such a manner that the sound emanating therefrom exceeds 73 decibels at the property on which the festival is located. C. No person under the age of eighteen (18) years of age shall be admitted to any festival unless accompanied by a parent or guardian, the parent or guardian to remain with such person at all times. (NOTE: It may be necessary to post signs to this effect.) D. The Board, its lawful agents, and /or duly constituted law enforcement officers shall have permission to go upon the property where the festival is being held at any time for the purpose of determining compliance with the provisions of the County ordinance. 1, the undersigned Applicant, hereby certify that all information, statements, and documents provided in connection with this Application are true and correct to the best of my knowledge. In addition, Applicant agrees that the festival event and its attendees shall comply with the provisions of the Frederick County ordinance pertaining to festivals as well as the festival provisions contained herein. 00aRk Signature of Applicant Date: l} _2c? 6 THE BOARD SHALL HAVE THE RIGHT TO REVOKE ANY PERMIT ISSUED UNDER THIS ORDINANCE UPON NON - COMPLIANCE WITH ANY OF ITS PROVISIONS AND CONDITIONS. h f u -[- i. r A �� WA r _�� OCTOBER 24 - 27 COVECAMPGROUND GORE, VIRGINIA PIGEONS PLAYING PING PONG WOBBLESAUCE I THE MANHATTAN PROJECT DJESBEN I BEGGARS TOMB PROFESSOR MARVEL I MOOGATU SOL FREQUENCY I SUPERSYLUM BROCCOLI SAMURAI THE WHARF RATS I BROKEDOWN HUSTLERS ATOADASO I WICKED SWAY CONSCIOUS PILOT I PLAErGROUND All Ages_ 18 and younger must be accompanied by adult. r Dogs are allowed Must be kept on leash. http:llhokdriylicket.con)fevent /148968 PRE -SALE TICKETS $55 wI PRE-SALE. This price includes the $30 Cove Campground Fee due on arrival and the $25 Pre -sale ticket. I $80 DAY OF SHOW. This price includes the $30 Cove Campground Fee due on arrival and the $50 Day of Shovv ticket. Area A Parking: $5 Area 3 Parking: FREE https:llv%mw.facebook co nilnetfadeawayfestival X O Mailing Address: THE COVE 980 Cove Road Gore, VA 22637 Ilk t AT GORE, VIRGINIA For Reservations: (540) 858 -2882 N CAMP X VIII x X CD CAMP ... �t�pe �/ w Neoeec I Camp Overlook � Rifle Q 0 Range ' " Hidden v Pond Beaver 6 5 .4 1 ; '. Pond :so••••�••Z i Persimrpon CAMP V Q Stone Ponds .7 Ponds [J .... 4 CAMP O .3 Vil Wildlife .2 , A Pond .1 Floating ❑ s' ��1 Cabin �rl p CAMP Spring '' •17A Pond ) '2 • T 1 ❑ •18AB 0 •19AB •16 •20A •15 �aQ •20C Duck LeoiC$ZaS •20E •74 {sl�d Nec8938r1e5 •13 Lakeside • z6F '12 �Cabin • '1/ Bath House & •9 •'o Cove Dumping Station Laice \ CAMP '° 36 •3, •41 CAMP pw1111 CAMP\ 'I 39. 6 Neeea. U • 34 Boat 11 III '\• 42 • '3 33 Dock Shelter 4 Clearing O;, 39• 2 Picnic A rea Wildan and P 'PT 2 25• 7 • 27 z6• '26 Goose Office Parkin OStorage 24 • Shelter Il .� Island Beach & Swiming ❑ Barn '1 •43 •44 23 Diving Area Shelter I Stand ° , • 45 21• •4e CAMP • 47 Field Otiice z 2 \.G • 48 50 •51A CAMP • •52 .3 !� •�'` •4 •10 N...ed. y . CAMP IV 'F O !II 13 .55 �\ •8 Frog .56 \ 6 Pond 5 Clearing •67 '.59 •62 •61B r `'\ e� o Clearing \ ��] Clearing J BSA Gamp �To Pinnacle Frederick Executive Directarof Finance DATE: September 12, 2013 Public County trpe@frededck.k12.va,us To: John R. Riley, County A rninistrator THROUGH: David T. Sovine, Ed. D, Superintendent of Schools FRom: Lisa K. Frye, Executivo Director of Financc'4 , SUBJL:CT: Resolution Authorizing Fall 2013 VPSA Bond Issue After receiving public comment on October 9, 2013, the School Board requests approval by the Board of Supervisors of the attached resolution which authorizes the issuance of $5.4 million in bonds through the Virginia Public School Authority in the fall 2013 sale. Proceeds from the bond issues will be used for the construction of the additions to four elementary schools ($5.1 million) and the architectural and engineering costs of the replacement Frederick County Middle School ($0.3 million). Thank you. cc: Lisa M. Williams, Bond Counsel, McGuireWoods, LLP Attachment A RESOLUTION AUTHORIZING THE ISSUANCE AND SALE OF NOT TO EXCEED $5,400,000 GENERAL OBLIGATION SCHOOL BOND OF THE COUNTY OF FREDERICK, VIRGINIA TO BE SOLD TO THE VIRGINIA PUBLIC SCHOOL AUTHORITY AND PROVIDING FOR THE FORM AND DETAILS THEREOF WHEREAS, the Board of Supervisors (the "Board ") of the County of Frederick, Virginia (the "County ") has determined that it is necessary and expedient to borrow an amount not to exceed $5,400,000 and to issue its general obligation school bond (as more specifically defined below, the "Local School Bond ") for the purpose of financing certain capital projects for public school purposes, including, but not limited to, additions at various elementary schools and the architectural and engineering associated with the construction of a replacement middle school (collectively,. the "Project "); WHEREAS, the County held a public hearing, duly noticed, on October 9, 2013, on the issuance of the Local School Bond in accordance with the requirements of Section 15.2 -2606, Code of Virginia of 1950, as amended (the "Virginia Code "); WHEREAS, the School Board of the County has, by resolution, requested the Board to authorize the issuance of the Local School Bond and consented to the issuance of the Local School Bond; WHEREAS, Virginia Public School Authority ( "VPSA ") has offered to purchase the Local School Bond along with the local school bonds of certain other localities with a portion of the proceeds of certain bonds to be issued by VPSA in the fall of 2013 (the "VPSA Bonds "); WHEREAS, the Bond Sale Agreement (as defined below) shall indicate that $5,400,000 is the amount of proceeds requested (the "Proceeds Requested ") from VPSA in connection with the sale of the Local School Bond; WHEREAS, VPSA's objective is to pay the County a purchase price for the Local School Bond which, in VPSA's judgment, reflects the Local School Bond's' market value (the "VPSA Purchase Price Objective "), taking into consideration of such factors as the amortization schedule the County has requested for the Local School Bond relative to, the amortization schedules requested by other localities, the purchase price to be received by VPSA from the sale of the VPSA Bonds and other market conditions relating to the sale of VPSA's Bonds; and WHEREAS, such factors may result in the Local School Bond having a purchase price other than par and consequently (i) the County may have to issue the Local School Bond in a principal amount that is greater than or less than the Proceeds Requested in order to receive an amount of proceeds that is substantially equal to the Proceeds Requested, or (ii) if the maximum authorized principal amount of the Local School Bond set forth in section 1 below does not exceed the Proceeds Requested by at least the amount of any discount, the purchase price to be paid to the County, given 1 the VPSA Purchase Price Objective and market conditions, will be less than the Proceeds Requested. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF THE COUNTY OF FREDERICK, VIRGINIA: 1. Authorization of Local School Bond and Use of Proceeds The Board hereby determines that it is advisable to contract a debt and to issue and sell its general obligation school bond in an aggregate principal amount not to exceed $5,400,000 (the "Local School Bond ") for the purpose of financing the Project. The Board hereby authorizes the issuance and sale of the Local School Bond in the form and upon the terms established pursuant to this Resolution. 2. Sale of the Local School Bond The sale of the Local School Bond, within the parameters set forth in paragraph 4 of this Resolution, to VPSA is authorized. Given the VPSA Purchase Price Objective and market conditions, the County acknowledges that the limitation on the maximum principal amount on the Local School Bond set forth in paragraph 1 of this Resolution restricts VPSA's ability to generate the Proceeds Requested, however, the Local School Bond may be sold for a purchase price not lower than 95% of the Proceeds Requested. The Chairman of the Board, the County Administrator, or either of them (each a "Delegate ") and such other officer or officers of the County as either may designate are hereby authorized and directed to enter into an agreement with VPSA providing for the sale of the Local School Bond to VPSA (the "Bond Sale Agreement "). The Bond Sale Agreement shall be in substantially the form submitted to the Board at this meeting, which form is hereby approved. 3. Details of the Local School Bond The Local School Bond shall be dated the date of its issuance and delivery; shall be designated "General Obligation School Bond, Series 2013 "; shall bear interest from the date of delivery thereof payable semi - annually on each January 15 and July 15 beginning July 15, 2014 (each an "Interest Payment Date "), at the rates established in accordance with paragraph 4 of this Resolution; and shall mature on July 15 in the years (each a "Principal Payment Date ") and in the amounts acceptable to a Delegate (the "Principal Installments "), subject to the provisions of paragraph 4 of this Resolution. 4. Interest Rates and Principal„ Installments. Each Delegate is hereby authorized and directed to accept the interest rates on the Local School Bond established by VPSA, provided that each interest rate shall be five one - hundredths of one percent (0.05 %) over the interest rate to be paid by VPSA for the corresponding principal payment date of the VPSA Bonds, a portion of the proceeds of which will be used to purchase the Local School Bond, and provided further that the true interest cost of the Local School Bond does not exceed five and fifty one - hundredths percent (5.50 %) per annum. The Interest Payment Dates and the Principal Installments are subject to change at the request of VPSA. Each Delegate is hereby authorized and directed to accept changes in the Interest Payment Dates and the Principal Installments at the request of VPSA based on the final term to maturity of the VPSA Bonds, 2 requirements imposed on VPSA by the nationally- recognized rating agencies and the final principal amount of the Local School Bond; provided, however, that the principal amount of the Local School Bond shall not exceed the amount authorized by this Resolution. The execution and delivery of the Local School Bond as described in paragraph 8 hereof shall conclusively evidence the approval and acceptance of all of the details of the Local School Bond by the Delegate as authorized by this Resolution. 5. Form of the Local School Bond. The Local School Bond shall be initially in the form of a single, temporary typewritten bond substantially in the form attached hereto as Exhibit A. 6. Payment; Paying Agent and Bond Registrar The following provisions shall apply to the Local School Bond: (a) For as long as VPSA is the registered owner of the Local School Bond, all payments of principal, premium, if any, and interest on the Local School Bond shall be made in immediately available funds to VPSA at, or before 11:00 a.m. on the applicable Interest Payment Date, Principal Payment Date or date fixed for prepayment or redemption, or if such date is not a business day for Virginia banks or for the Commonwealth of Virginia, then at or before 11 :00 a.m. on the business day next succeeding such Interest Payment Date, Principal Payment Date or date fixed for prepayment or redemption. (b) All overdue payments of principal and, to the extent permitted by law, interest shall bear interest at the applicable interest rate or rates on the Local School Bond. (c) U.S. Bank National Association, Richmond, Virginia, is designated as Bond Registrar and Paying Agent for the Local School Bond. 7. Prepayment or Redemption. The Principal Installments of the Local School Bond held by VPSA coming due on or before July 15, 2023, and the definitive bond for which the Local School Bond held by VPSA may be exchanged that mature on or before July 15, 2023, are not subject to prepayment or redemption prior to their stated maturities. The Principal Installments of the Local School Bond held by VPSA coming due on or after July 15, 2024, and the definitive bond(s) for which the Local School Bond held by VPSA may be exchanged that mature on or after July 15, 2024, are subject to prepayment or redemption at the option of the County prior to their stated maturities in whole or in part, on any date on or after July 15, 2023, upon payment of the prepayment or redemption prices (expressed as percentages of Principal Installments to be prepaid or the principal amount of the Local School: Bond to be redeemed) set forth below plus accrued interest to the date set for prepayment or redemption: 3 Dates Prices July 15, 2023 through July 14, 2024 101% July 15, 2024 through July 14, 2025 100'/2 July 15, 2025 and thereafter 100 Provided however that the Local School Bond shall not be subject to prepayment or redemption prior to their stated maturities as described above without first obtaining the written consent of VPSA or other registered owner of the Local School Bond.. Notice of any such prepayment or redemption shall be given by the Bond Registrar to VPSA or other registered owner by registered mail not more than ninety (90) and not less than sixty (60) days before the date fixed for prepayment or redemption. 8. Execution of the Local School Bond The Chairman or Vice Chairman and the Clerk or any Deputy Clerk of the Board are authorized and directed to execute and deliver the Local School Bond and to affix the seal of the County thereto, 9. Pled a of Full Faith and Credit. For the prompt payment of the principal of, premium, if any, and the interest on the Local School Bond as the same shall become due, the full faith and credit of the County are hereby irrevocably pledged, and in each year while any portion of the Local School Bond shall be outstanding there shall be levied and collected in accordance with law an annual ad valorem tax upon all taxable property in the County subject to local taxation sufficient in amount to provide for the payment of the principal of and premium, if any, and the interest on the Local School. Bond as such principal, premium, if any, and interest shall become due, which tax shall be without limitation as to rate or amount and in addition to all other taxes authorized to be levied in. the County to the extent other funds of the County are not lawfully available and appropriated for such purpose. 10. Use of Proceeds Certificate and Tax Compliance Agreement. The Chairman of the Board, the County Administrator and such other officer or officers of the County or the School Board as either may designate are hereby authorized and directed to execute and deliver on behalf of the County a Use of Proceeds Certificate and Tax Compliance Agreement (the "Tax Compliance Agreement ") setting forth the expected use and investment of the proceeds of the Local School Bond and containing such covenants as may be necessary in order to show compliance with the provisions of the Internal Revenue Code of 1986, as amended (the "Code "), and applicable regulations relating to the exclusion from gross income of interest on the Local School Bond and on the VPSA Bonds. The Board covenants on behalf of the County that (i) the proceeds from the issuance and sale of the Local School Bond will be invested and expended as set forth in such Tax Compliance Agreement and that the County shall comply with the other covenants and representations contained therein and (ii) the County shall comply with the provisions of the Code so that interest on the Local School Bond and on the VPSA Bonds will remain excludable from gross income for federal income tax purposes. E1 11. State Non - Arbitrage Program; Proceeds Agreement The Board hereby determines that it is in the best interests of the County to authorize and direct the County Treasurer to participate in the State Non- Arbitrage Program in connection with the Local School Bond. The Chairman of the Board, the County Administrator and such officer or officers of the County as either may designate are hereby authorized and directed to execute and deliver a Proceeds Agreement with respect to the deposit and investment of proceeds of the Local School Bond by and among the County, the other participants in the sale of the VPSA Bonds, VPSA, the investment manager and the depository, substantially in the form submitted to the Board at this meeting, which form is hereby approved. 12. Continuing Disclosure Agreement The Chairman of the Board, the County Administrator and such other officer or officers of the County as either may designate are hereby authorized and directed to execute a Continuing Disclosure Agreement, as set forth in Appendix F to the Bond Sale Agreement, setting forth the reports and notices to be filed by the County and containing such covenants as may be necessary in order to show compliance with the provisions of the Securities and Exchange Commission Rule 15c2 -12, under the Securities Exchange Act of 1934, as amended, and directed to make all filings required by Section 3 of the Bond Sale Agreement should the County be determined by VPSA to be a MOP (as defined in the Bond Sale Agreement). 13. Refunding The Board hereby acknowledges that VPSA may issue refunding bonds to refund any bonds previously issued by VPSA, including the VPSA Bonds issued to purchase the Local School Bond, and that the purpose of such refunding bonds would be to enable VPSA to pass on annual debt service savings to the local issuers, including the County, Each of the Delegates is authorized to execute and deliver to VPSA such allonge to the Local School Bond, revised debt service schedule, IRS Form 8038 -G or such other documents reasonably deemed necessary by VPSA and VPSA's bond counsel to be necessary to reflect and facilitate the refunding of the Local School Bond and the allocation of the annual debt service savings to the County by VPSA. The Clerk to the Board of Supervisors is authorized to affix the County's seal on any such documents and attest or countersign the same. 14. Filing of Resolution The appropriate officers or agents of the County are hereby authorized and directed to cause a certified copy of this Resolution to be filed with the Circuit Court of the County. 15. Election to Proceed under Public Finance Act In accordance with Section 15.2 -2601 of the Virginia Code, the Board elects to issue the Local School Bond pursuant to the provisions of the Public Finance Act of 1991, Chapter 26 of Title 15.2 of the Virginia Code. 16. Further Actions The members of the Board and all officers, employees and agents of the County are hereby authorized to take such action as they or any one of them may consider necessary or desirable in connection with the 5 issuance and sale of the Local School Bond and otherwise in furtherance of this Resolution and any such action previously taken is hereby ratified and confirmed. 17. Effective Date This Resolution shall take effect immediately. The undersigned Clerk of the Board of Supervisors of the County of Frederick, Virginia, hereby certifies that the foregoing constitutes a true and correct extract from the minutes of a meeting of the Board of Supervisors held on October 9, 2013, and of the whole thereof so far as applicable to the matters referred to in such extract. I hereby further certify that such meeting was a regularly scheduled meeting and that, during the consideration of the foregoing resolution, a quorum was present. The front page of this Resolution accurately records (i) the members of the Board of Supervisors present at the meeting, (ii) the members who were absent from the meeting, and (iii) the vote of each member, including any abstentions. WITNESS MY HAND and the seal of the Board of Supervisors of the County of Frederick, Virginia, this 9 th day of October, 2013. John R. Riley, Jr. Clerk, Board of Supervisors County of Frederick, Virginia (SEAL) Resolution No.: 017 -13 9 EXHIBIT A (FORM OF TEMPORARY BOND) NO. TR -1 UNITED STATES OF AMERICA COMMONWEALTH OF VIRGINIA, COUNTY OF FREDERICK General Obligation School Boni;: Series 2013 The COUNTY OF FREDERICK, VIRGINIA (tlie "County "), for Value recelyed, hereby acknowledges itself indebted and promises €td pay 'tQ the VIRGINIA PIJ IC SCHOOL AUTHORITY the principal amount Of. F in annual y f , i ' iil E installments in the amounts set forth ori;',S 46dule I attached hereto payable on July 15, 20_ and annually n Jul 15 thereafter to and inclu m Jul 15 2� € s.(each a "Principal Payment Date " }, y y 1 t�` g ' y. , a together with interest from the ate cif BoiOon the'tupaid installments payable semi - annually on January 15 and JuI� 15 of each ` , comm�&ricitig on July 15, 2014 (each an "Interest Payment Date "; together with y Prihdii l . Pa yme tt Date, a "Payment Date "), at the rates per annum set 0 forth an Schedule I attached hereto, subj6ct to prepayment or redemption as hereinafter provided. 3 Principaf of ;and terest and premium, if any, on this Bond are payable in lawful money of the 3 ,. United States of America: E For as long as th6 Virginia Public School Authority is the registered owner of this Bond, U.S. Bank National Association, as bond registrar (the `Bond Registrar "), shall make all payments of the principal of and interest and premium, if any, on this Bond, without the presentation or surrender hereof, to the Virginia Public School Authority, in immediately available funds at or before 11:00 a.m. on the applicable Payment Date or date fixed for prepayment or redemption. If a A -1 Payment Date or date fixed for prepayment or redemption is not a business day for banks in the Commonwealth of Virginia or for the Commonwealth of Virginia, then the payment of the principal of and interest and premium, if any, on this Bond shall be made in immediately available funds at or before 11 :00 a.m. on the business day next succeeding the scheduled Payment Date or date fixed for prepayment or redemption. Upon receipt by the registered owner of this Bond of said payments of principal, premium, if any, and interest, written acknowledgment` f receipt thereof shall be given promptly to the Bond Registrar, and the County shall be firI discharge of its obligation on Us Bond to the extent of the payment so made. on final pay' gi4j, this Bond shall be surrendered to the Bond Registrar for cancellation._,„ The full faith and credit of the County are irrevocably pteged for Ahe payment of the P principal of and the premium, if any �and;interest'on this;Bond. The resolution adopted by the Board of Supervisors authorizing the issuance 4i this BdA provides, and Section 15.2 -2624, Code of Virginia 1950, as ameriabq (`the " Virginia Cod ),, requires, that there shall be levied and collected an annual tax upon all taxable pi'o':p�rty!in the County subject to local taxation sufficient to provide for the payment `of the princlp� of and interest and premium, if any, on this Bond as the same shall lecome aw,whzch tart shalt be'without limitation as to rate or amount and shall be in additi6W i' o all other taxes' ) u p horized to be levied in the County to the extent other funds of the County are not lawfully' v ila i, and appropriated for such purpose. This Bond is duly �thorized and issued in compliance with and pursuant to the Constitution and laws of the Commonwealth of Virginia, including the Public Finance Act of 1991, Chapter 26, Title 15.2 of the Virginia Code, and resolutions duly adopted by the Board of County Supervisors of the County and the School Board of the County to provide funds for capital projects for school purposes. A -2 This Bond may be exchanged without cost, on twenty (20) days written notice from the Virginia Public School Authority, at the office of the Bond Registrar on one or more occasions for one or more temporary bonds or definitive bonds in marketable form and, in any case, in fully registered form, in denominations of $5,000 and whole multiples thereof, and having an equal aggregate principal amount, having principal installments or maturities and bearing interest at rates 1P('1 corresponding to the maturities of and the interest rates on the instal ents of principal of this Bond then unpaid, This Bond is registered in the name of the Virginia ,gblic School Authority on the t books of the County kept by the Bond Registrar, and the tr of this B n 1j d may be effected by the registered owner of this Bond only upon t .1 4 } d e PcutioAf,an assignme ; y u c registered owner. Upon receipt of such assignment and � £�he , surrend� Of " then and Registrar shall Y Ptt � gP4 " -i' exchange this Bond for definitive bo W&`- a here }o >provided, such definitive bonds to be registered on such registration books m 'the naine of t:3a ssignee or assignees named in such assignment. The principal installments bf this:! Bond co_ ming due on or before July 15, 2023 and the definitive bonds for - * & h this, } Bond may be exchanged that mature on or before July 15, 2023, are f 9 € ��E ➢ !f not subl�ct prepayment or retie x ion pri ' to their stated maturities. The principal installments fl E' of this'Bond taming due o ,;or after July 15, 2024, and the definitive bonds for which this Bond ,i�Y � � � I ik� may be exchanged that 1 rzz E < ature`ci1 or after July 15, 2024, are subject to prepayment or redemption at the option of the County prior to their stated maturities in whole or in part, on any date on or after July 15, 2023, upon payment of the prepayment or redemption prices (expressed as percentages of principal installments to be prepaid or the principal amount of this Bond to be redeemed) set forth below plus accrued interest to the date set for prepayment or redemption: MI Dates Prices July 15, 2023 through July 14, 2024 101% July 15, 2024 through July 14, 2025 100' /z July 15, 2025 and thereafter 100 Provided however that the principal installments on this Bond shall not be subject to prepayment or redemption prior to their stated maturities as described above without the prior written consent of VPSA or other registered owner of this Bond. Notre of any such prepayment or f redemption shall be given by the Bond Registrar to VPSA or other`; registered; owner by registered avail not more than ninety (90) and not less than sixty (60) days before the date fixed for prepayment or redemption. All acts, conditions and things required` `by the Co n"k#tution and. laws; tit ;?the Commonwealth of Virginia to happen, exist or be perform &precedMp in the issuance of this Bond have hap- pened, exist and have been performed in title taax�e, forme } manner as so required, and this Bond, together with all other indebte4 of the C is iW,'ithin eveiy debt and other limit prescribed by the Constitution and laws of the MOrnonwealth i of Virginia. 3 13 1 ! sr{ f j; • 1. , f A -4 IN WITNESS WHEREOF, the Board of Supervisors of the County of Frederick, Virginia has caused this Bond to be issued in the name of the County of Frederick, Virginia, to be signed by its Chairman or Vice-Chairman, its seal to be affixed hereto and attested by the signature of its Clerk or any of its Deputy Clerks, and this Bond to be dated [November 2013. COUNTY U f,'f FREDERICK, VIRGINIA [SEAL] ATTEST: By: y: H Clerk, Board of Supervisors of the ih ChMiTnan, BoaM,`Of Supervisors of the County of Frederick, Virginia County of Frederick, Virginia A-5 ASSIGNMENT FOR VALUE RECEIVED, the undersigned sells, assigns and transfers unto 'E' €q (PLEASE PRINT OR TYPEWRITE NAME AND ADDRESS,' �LUDI`NG ZIP CODE, OF ASSIGNEE) "; ,;iii ; ➢ :Fpr PLEASE INSERT SOCIAL SECURITY OR OTHER IDENTIFYING NUMBER OF ASSIGNEE: li ,, 7 a1 aj the within Bond and irrevocably constitutes and appoints `i, ( p S f; 'c attorney to exchange said Bond for definitive bonds in lieu of which this By 4ssued'au4'to register the transfer of such definitive bonds on the books kept for registration thei�eol, yn f ill'pawer of substitution in the premises. 3 i 1i Date: s� Registered Owner Signature Guaranty (NOTICE: The signature above must correspond with the name of the Registered (NOTICE'. S ignature(o must .I? gita�untcect' Owner as it appears on the front of this Bond by an !'eligible guarantoi instit itlon" m in every particular, without alteration or the req*ements of tai §;,Bond Registrar change.) which re Membership or participation in ST1 MP for such other "signature guarantee prifam" as may be determined by the Bondi Registrar in addition to, or in substitution 046i, for, STAMP, all in accordance with the Securities Exchange Act of 1934, as amended. Wei VIRGINIA PUBLIC SCHOOL AUTHORITY BOND SALE AGREEMENT Name of County, City or Town (the "Locality "): COUNTY OF FREDERICK, VIRGINIA VPSA Sale Date: Expected to be on or about October 28, 2013 Closing Date: Expected to be on or about November 21, 2013 Proceeds Requested: $5,400,000 Maximum Authorized Par Amount; $5,400,000 Amortization Period: Please specify your preferred amortization Number of Years of Principal Amortization: schedule (check one preference: 20 years, beginning(Check requested date): ❑ Level Debt Service ZJuly 15, 2014 ® Level Principal ❑July 15, 2015 ❑ Other (attach proposed amortization ❑Other structure) L The Virginia Public School Authority ( "VPSA ") hereby offers to purchase, solely from the proceeds of VPSA's 2013 Fall Pool Bonds (the "VPSA Bonds "), your general obligation school bond ( "local school bond ") at a price, determined by VPSA to be within the parameters set forth in your local resolution (as defined below) that, subject to VPSA's purchase price objective and market conditions described below, is substantially equal to your Proceeds Requested set forth above (as authorized by your local resolution). The sale date of the VPSA Bonds is tentatively scheduled for the week of October 28, 2013 but may occur, subject to market conditions, at any time between October 11, 2013 and December 31, 2013 (the "VPSA Sale Date "). You acknowledge that VPSA has advised you that its objective is to pay you a purchase price for your local school bond which in VPSA's judgment reflects its market value ('purchase price objective') taking into consideration such factors as the amortization schedule you have requested for your local school bond (as set forth above) relative to the amortization schedules requested by the other localities for their respective bonds, the purchase price received by VPSA for the VPSA Bonds and other market conditions relating to the sale of the VPSA Bonds. You further acknowledge that VPSA has advised you that such factors may result in your local school bond having a value other than par and that in order to receive an amount of proceeds that is substantially equal to your Proceeds Requested, you may need to issue your local school bond with a par amount that is greater or less than your Proceeds Requested. You, at the request of VPSA, agree to issue your local school bond in a par amount not in excess of the Maximum Authorized Par Amount to provide, to the fullest extent practicable given VPSA's purchase price objective, a purchase price for your local school bond and a proceeds amount that is substantially equal to your Proceeds Requested. You acknowledge that the purchase price for your local school bond will be less than the Proceeds Requested should the Maximum Authorized Par Amount be insufficient, based upon VPSA's purchase price objective, to generate an amount of proceeds substantially equal to your Proceeds Requested. 2, You represent that on or before October 21, 2013, your local governing body will have duly authorized the issuance of your local school bond by adopting a resolution in substantially the form attached hereto as Appendix B (the "local resolution ") and that your local school bond will be in the form set forth in the local resolution. Any changes that you or your counsel wish to make to the form of the local resolution and/or your local school bond must be approved by VPSA prior to adoption of the local resolution by your local governing body. 3. You hereby covenant that you will comply with and carry out all of the provisions of the Continuing Disclosure Agreement in the form attached hereto as Appendix F, which agreement is hereby incorporated by reference herein and expressly made a part hereof for all purposes. VPSA has defined a Material Obligated Person ( "MOP ") for purposes of the Continuing Disclosure Agreement as any Local Issuer (as defined therein) the principal amount of whose local school bond(s) pledged under VPSA's 1997 Resolution comprises more than 10% of the total principal amount of all bonds of VPSA outstanding under the 1997 Resolution. MOP status with respect to the VPSA Bonds will be determined by comparing the principal amount of your local school bond(s) to the principal amount of the bonds outstanding under the 1997 Resolution. MOP status for future VPSA bonds issued under the 1997 Resolution will be determined by adding the principal amount of your local school bond(s) to be sold to VPSA and the principal amount of your local school bond(s) previously sold to VPSA and pledged under VPSA's 1997 Resolution and measuring the total against 10% of the face value of all bonds of VPSA outstanding as of a bond closing date under VPSA's 1997 Resolution. If you are or may be a MOP with respect to the VPSA Bonds, VPSA will require that you file all the information described in the following paragraph prior to VPSA's distribution of its Preliminary Official Statement, currently scheduled for the week of October 21, 2013. You acknowledge that if you are, or in the sole judgment of VPSA may be, a MOP following the issuance of your local school bond that is the subject of this Bond Sale Agreement, VPSA will include by specific reference in its Preliminary Official Statements and final Official Statements (for this sale and, if you remain a MOP or become a MOP again after ceasing to be a MOP, for all , applicable future sales) the information respecting you ( "Your Information ") that is on file with the Municipal Securities Rulemaking Board (the "MSRB ") through its Electronic Municipal Market Access System. Accordingly, if VPSA has determined that you are at any time a MOP (I) following the delivery of your local school bond to VPSA in connection with this sale, or (II) during the course of any future sale, whether or not you are a participant in such sale, you hereby represent and covenant to VPSA that you - will file such additional -2 information, if any, as is required so that Your information, as of each of (I)(A) the date of VPSA's applicable Preliminary Official Statement (in the case of this sale, expected to be October 21, 2013), (B) the date of VPSA's applicable final Official Statement (in the case of this sale, expected to be October 28, 2013) and (C) the date of delivery of VPSA's Bonds (in the case of this sale, expected to be November 21, 2013) and (11) such other dates associated with future sales as VPSA may specify to you, will be true and correct and will not contain any untrue statement of a material fact or omit to state a material fact which should be included in Your information for the purpose for which it is included by specific reference in VPSA's official statement or which is necessary to make the statements contained in such information, in light of the circumstances under which they were made, not misleading. You further agree to furnish to VPSA a copy of all filings related to your local school bond(s) you make with the MSRB subsequent to the date of this Agreement. Such copy will be furnished to VPSA on or before the day that any such filing is made. I VPSA will advise you in writing within 60 days after the end of each fiscal year if you were a MOP as of the end of such fiscal year. Upon written request, VPSA will also advise you of your status as a MOP as of any other date. You hereby covenant that you will provide the certificate described in clause (e) of Section 4 below if VPSA includes Your Information by specific reference in its disclosure documents in connection with this sale or any future sale, whether or not you are a participant in such sale. 4. VPSA's commitment to purchase your local school bond is contingent upon (I) VPSA's receipt on the Closing Date of (a) your local school bond which shall include and otherwise meet the Standard Terms and Conditions contained in Appendix A hereto, (b) certified copies of the local resolution (see Appendix B attached hereto) and the school board resolution, if applicable (see Appendix E attached hereto), (c) an executed agreement, among VPSA, you and the other, if applicable, local units simultaneously selling their bonds to VPSA, the depository and the investment manager for the State Non - Arbitrage Program' ( "SNAP "), providing for the custody, investment and disbursement of the proceeds of your bonds and the other general obligation school bonds, and the payment by you and the other local units of the allocable, associated costs of compliance with the internal Revenue Code of 1986, as amended, and any costs incurred in connection with your participation in SNAP (the "Proceeds Agreement "), (d) an executed copy of the Use of Proceeds Certificate and Tax Compliance Agreement (the "Tax Compliance Agreement ") in the form attached hereto as Appendix C, (e) if you are a MOP and VPSA has included by specific reference Your Information into VPSA's Preliminary and final Official Statement, your certificate dated the date of the delivery of the VPSA Bonds to the effect that (i) Your Information was as of the date of VPSA's Preliminary and final Official Statements, and is as of the date of the certificate which shall be dated the closing date, true and correct and did not and does not contain an untrue" statement of a material fact or omit to state a material fact which should be included in Your Information for the purpose for which it is included by specific To provide you some perspective on this requirement, as of June 30, 2013, VPSA would have had to have pledged under its 1997 Resolution approximately $282 million of your bonds for you to have been designated a MOP. _3 reference in VPSA's Official Statements or which is necessary to make the statements contained in such information, in light of the circumstances under which they were made, not misleading, and (ii) you have complied with your undertakings regarding the amendments adopted on November 10, 1994 to Rule 15c2 -12 under the Securities Exchange Act of 1934, as amended, for the preceding five years, (f) an approving legal opinion from your bond counsel in form satisfactory to VPSA as to (1) the validity of the bonds and the exclusion from gross income for federal and Virginia income tax purposes of the interest on your local school bond, (2) the conformity of the terms and provisions of your local school bond to the requirements of this Bond Sale Agreement including the appendices attached hereto, and (3) the due authorization, execution and delivery of this Bond Sale Agreement, Continuing Disclosure Agreement, the Tax Compliance Agreement and the Proceeds Agreement, and the validity of the Continuing Disclosure Agreement, the Tax Compliance Agreement and the Proceeds Agreement, (g) a transcript of the other customary closing documents not listed above, and (h) the proceeds of the VPSA Bonds, (II) if you will be using the proceeds of your local school bond to retire a bond anticipation note, certificate of participation or other form of financing (the "Refunded Debt "), receipt by VPSA of (a) an opinion of your bond counsel that, as of the Closing Date, the Refunded Debt will have been paid in full or defeased according to the provisions of the instrument authorizing the Refunded Debt (in rendering such opinion bond counsel may rely on a letter or certificate of an accounting or financial professional as to any mathematical computations necessary for the basis for such opinion) and (b) an executed copy of the escrow deposit agreement/letter of instruction providing for the retirement of the Refunded Debt and (III) your compliance with the terms of this Bond Sale Agreement. One complete original transcript of the documents listed above shall be provided by your counsel to McGuireWoods LLP, bond counsel to VPSA, on the Closing Date or, with VPSA's permission, as soon as practicable thereafter but in no event more than thirty (30) business days after the Closing Date. Subject to the conditions described in Section 4 hereto, this Bond Sale Agreement shall become binding as of the later of the VPSA Sale Date and the date you execute this Bond Sale Agreement. Dated as of October 21, 2013. Virginia Public School Authority Authorized VPSA Representative Name of Jurisdiction: By: _ Name: Title: _4 John R. Riley, Jr. County Administrator REZONING APPLICATION #04 -13 The Overlook Staff Report for the Board of Supervisors Prepared: September 30, 2013 Staff Contact: Michael T. Ruddy, AICP, Deputy Planning Director Reviewed Action Planning Commission: 09/18/13 Recommended Approval Board of Supervisors: 10/09/13 Pending PROPOSAL To rezone 55.46 acres as follows: 14.183± acres from RP (Residential Performance) District to RA (Rural Areas) District; 7.098± acres from RP (Residential Performance) District to B2 (General Business) District; 10.040± acres from RA (Rural Areas) District to RP (Residential Performance) District; and 24.145± acres remaining as RP (Residential Performance) District. LOCATION The property is located on the south side of Berryville Pike (U.S. Route 7) near and adjoining the Valley Mill Road intersection. UPDATE, EXECUTIVE SUMMARY & PLANNING COMMISSION RECOMMENDATION FOR THE 10/09/13 BOARD OF SUPERVISORS MEETING: The Planning Commission unanimously recommended approval of the Overlook rezoning application with the proffers submitted by the Applicant. The application was recognized as being generally consistent with future land use designations of the 2030 Comprehensive Plan. More specifically, the commercial land use adjacent to Valley Mill Road in proximity to Route 7 and the residential land uses also along Valley Mill Road and to the interior of the project are consistent with the Senseny /Eastern Frederick Urban Areas Plan which provides guidance on the future development of the property. The impacts associated with this rezoning request have generally been addressed; in particular, the transportation improvements proposed which are substantial and further the County's long range transportation efforts. A couple of elements of the rezoning application were identified by Staff that the Planning Commission recognized during their consideration of this request. The most recent Development Impact Model output identifying the impacts to community facilities is not recognized and the number of entrances to the proj ect from Valley Mill Road, as pointed out by Mr. Bishop, should be evaluated. With regards to the DIM values; the Applicant recognized that they were working on finalizing the proffer statement at the time the Board of Supervisors adopted the 2013 DIM expectations, and they did not feel they needed to change the values from the 2012 values to the 2013 values. Based on the potential number of units modeled in the Impact Analysis (270), the monetary difference between the 2012 and 2013 values is in the approximate range of a $191,160 to $366,120 deficit impact on community facilities, depending on unit type and overall density. Confirmation of these items, and any issues raised by the Board, should be addressed prior to the decision of the Board of Supervisors. Rezoning #04 -13 The Overlook September 30, 2013 Page 2 Followinz the required public hearin ,-, a recommendation re ,-ardin,- this rezonin,- application to the Board of Supervisors would be appropriate. The applicant should be prepared to adeguately address all concerns raised by the Board of Supervisors. Rezoning #04 -13 The Overlook September 30, 2013 Page 3 This report is prepared by the Frederick County Planning Staff to provide information to the Planning Commission and the Board of Supervisors to assist them in making a decision on this application. It may also be useful to others interested in this zoning matter. Unresolved issues concerning this application are noted by staff where relevant throughout this staff report. Reviewed Action Planning Commission: 09/18/13 Recommended Approval Board of Supervisors: 10/09/13 Pending PROPOSAL To rezone 55.46 acres as follows: 14.183± acres from RP (Residential Performance) District to RA (Rural Areas) District; 7.098± acres from RP (Residential Performance) District to B2 (General Business) District; 10.040± acres from RA (Rural Areas) District to RP (Residential Performance) District; 24.145± acres remaining as RP (Residential Performance) District. LOCATION The property is on the south side of Berryville Pike (U.S. Route 7) near and adjoining the Valley Mill Road intersection. MAGISTERIAL DISTRICT Red Bud PROPERTY ID NUMBERS 55 -A -161, 55- A -165A, 55 -A -166, 55 -A -167, 55- A -167A, 55 -A -168, 55- A -174A, 55- A -174B, 55- A -174D, and 55 -A -165 a portion. PROPERTY ZONING RA (Rural Areas) District and RP (Residential Performance) District. PRESENT USE Residential, agricultural, and vacant. ADJOINING PROPERTY ZONING & PRESENT USE North: RA (Rural Areas) Use: Residential South: RA (Rural Areas) Use: Residential and Agricultural East: RA (Rural Areas) Use: Residential West: MH1 (Mobile Home Community) Use: Mobile Home Community Rezoning #04 -13 The Overlook September 30, 2013 Page 4 REVIEW EVALUATIONS: Virginia Dept. of Transportation: Please see attached comments dated July 1, 2013, from Matthew Smith, VDOT. Fire and Rescue: Plan approved. Public Works Department: No comments at this time. Department of Inspections: No Comments. Frederick County Sanitation Authority: Please see attached letter dated November 27, 2012, from Uwe E. Weindel, PE. Service Authority: Please see attached letter date November 28, 2012, from Jesse W. Moffett, Executive Director. Frederick - Winchester Health Department No Comment. Parks & Recreation: The applicant is addressing the Community (County) Development Impact Model for Parks and Recreation as addressed in the Impact Analysis statement dated 11/11/12. Winchester Regional Airport: Please see attached letter dated January 16, 2013, from S. R. Manuel, Executive Director. Frederick County Attorney: Please see attached comment dated June 21, 2013, from Rod Williams, County Attorney. Frederick County Public School: Please see attached letter dated February 19, 2013, from K Wayne Lee, Jr., LEED GA. Historic Resources Advisory Board: No comments. Planning & Zoning: 1) Site History In 2007, the Board of Supervisors approved a request to rezone 30.26 acres from RA (Rural Areas) District to RP (Residential Performance) District, and 15.18 acres from MH1 (Mobile Home Community) District to RP (Residential Performance) District, totaling 45.44 acres, with proffers, for up to 240 single family attached townhouses. This rezoning application, Rezoning #12 -06, was approved on July 25, 2007. In essence, this rezoning application (Rezoning #04 -13) is a reprogramming of Rezoning #12 -06. Rezoning #04 -13 The Overlook September 30, 2013 Page 5 The original Frederick County Zoning Map (U.S.G.S. Stephenson Quadrangle) identified the parcels for which the rezoning is being requested as being zoned a combination of A -1 Agricultural and MH Mobile Home zoning classifications. The County's A -1 and A -2 agricultural zoning districts were combined to form the RA (Rural Areas) District upon adoption of an amendment to the Frederick County Zoning Ordinance on May 10, 1989. The corresponding revision of the zoning map resulted in the re- mapping of the subject properties and all other A -1 and A -2 zoned land to the RA (Rural Areas) District. The Mobile Home designation encompassed the original boundaries of the Blue Ridge Mobile Home Park. The most recent Site Plan for the development of the remaining areas of the Blue Ridge Mobile Home Park was approved by the County on July 30, 1987. In 2005, a Boundary Line Adjustment plat was approved by the County that reorganized the parcels that made up rezoning request Rezoning #12 -06. Parcels 55 -A -161, 55-A- 165A, 55 -A -166, 55 -A -167, 55- A -167A, 55- A-174A maintained the RA zoning classification. Parcels 55 -A -168 and 55- A -174D maintained the MH1 zoning classification. Parcel 55- A -174A contains both the MH1 and RA zoning classification. The approval of this rezoning request would place all of the properties entirely into the RP zoning classification. As stated previously, Rezoning #12 -06 was approved on July 25, 2007 by the Board of Supervisors. 2) Comprehensive Policy Plan The 2030 Comprehensive Plan is the guide for the future growth of Frederick County. The 2030 Comprehensive Plan and the Senseny /Eastern Frederick Urban Areas Plan provide guidance on the future development of the property. Appendix I includes the Senseny /Eastern Frederick Urban Areas Plan as an approved Area Plan. The property is located in the UDA (Urban Development Area) and the SWSA (Sewer and Water Service Area). The 2030 Comprehensive Plan identifies the general area including and surrounding this property with a residential land use designation. In general, the proposed residential designation for this property is consistent with this residential land use designation of the Comprehensive Plan. In addition, a small area of commercial land use is identified on this property at the intersection of the related Valley Mill Road and Route 7, south of the environmental features that run parallel to Route 7. This area of commercial land use is consistent with the commercial designation identified in the Plan. The anticipated residential density is consistent with the residential densities of the RP (Residential Performance) section of the Zoning Ordinance, which was recently updated in implementation of the Comprehensive Plan. In addition, the introduction of a small area of commercial land use provides for a mix of uses in conjunction with each other, also an element of the 2030 Comprehensive Plan. Rezoning #04 -13 The Overlook September 30, 2013 Page 6 3) Site Suitability /Environment The Overlook site has been identified as a site typical of the Martinsburg Shale Region with steeply eroded side slopes and reasonably level plain areas. This is an accurate identification that presents challenges when planning the development program for this property. Ash Hollow Run parallels Route 7 along the entire frontage of the property. Abram's Creek forms a portion of the eastern boundary of the property. A pond is located central to the property. These features and their associated slopes, natural drainage ways, and floodplains warrant particular attention and provide an opportunity for enhanced protection of the riparian corridor. The site is predominantly heavily wooded. The application proposes development of a greater intensity in the reasonably level wooded areas and offers areas that will be set aside for environmental and open space purposes. The reversion of a portion of the land to the rural areas ensures the conservation of open areas and preservation of Valley Mill farm, a significant historical and agricultural resource in this area. The Comprehensive Plan identifies the preservation of the stream valleys as environmental open space as an important goal that contributes to the protection of flood plains and water quality and provides a continuous system of green open space. The application minimizes the impact to the identified environmental features. 4) Potential Impacts A. Transportation The Frederick County Eastern Road Plan provides the guidance regarding future arterial and collector road connections in the eastern portion of the County by identifying needed connections and locations. Plans for new development should provide for the right -of -ways necessary to implement planned road improvements and new roads shown on the road plan should be constructed by the developer when warranted by the scale, intensity, or impacts of the development. Existing roads should be improved as necessary by adjacent development to implement the intentions of the plan Route 7 is an arterial road whose character should be fully recognized in any rezoning application. Route 7 is characterized with high volumes of traffic traveling at rates of speed in excess of 55 miles per hour. Access management is a key consideration. Valley Mill Road is identified as an improved major collector road in the County's Eastern Road Plan. In addition, Valley Mill Road is shown as being relocated on a new alignment to a new location approximately 800 feet west on Route 7. New development in the Urban Development Area should only be approved when roads and other infrastructure with sufficient capacity have been provided. The Comprehensive Plan identifies that a level of service "C" should be maintained on roads adjacent to and within new developments and that traffic analysis should be provided by the applicants to ensure that Rezoning #04 -13 The Overlook September 30, 2013 Page 7 needed road improvements are identified in order to maintain or improve upon the level of service. In some cases, new development may need to contribute to the provision, construction, or improvement of roads that are not adjacent to the development. In such cases, developments should contribute their fair share costs of road improvements needed to accommodate the traffic generated by a particular development. Traffic Impact Analysis The Traffic Impact Analysis (TIA) prepared for this project, dated November 9, 2012, and revised June 5, 2013 projected that the development of 270 residential dwelling units and 35,300 square feet of commercial land use would generate 1,348 vehicle trips per day. The TIA concludes that the traffic impacts associated with The Overlook application are acceptable and manageable, assuming suggested improvements are in place. Suggested improvements include the signalization of the intersection of Route 659, Valley Mill Road with Route 7. The TIA identifies that this intersection will function at an acceptable level of service with the suggested improvements. The Applicant has provided for the signalization of the entrance to the commercial land bay if warranted and approved by VDOT. As noted previously, the Comprehensive Plan identifies that a level of service "C" should be maintained and that traffic analysis should be provided by the applicants to ensure that needed road improvements are identified in order to maintain or improve upon the level of service. Transportation Program The Generalized Development Plan for The Overlook delineates the general public road system that will serve the residential and commercial development. Primary access to the site is from a relocated and realigned Route 659, Valley Mill Road. A new intersection of Valley Mill Road and Route 7 is proposed to be established approximately 800 feet west of its current intersection. The existing portion of Valley Mill Road, including the existing one lane bridge crossing of Abrams Creek, is proposed to abandoned. The existing median crossover within Route 7 at Valley Mill Road is proposed to be closed. The applications proffer includes the construction of a traffic signal at the intersection of Valley Mill Road and Route 7 and all associated improvements within Route 7. The 2030 Comprehensive Plan promotes an effort to enhance and relocate Valley Mill Road so that it serves as a major collector road. The Senseny /Eastern Frederick Urban Areas Plan indicates the relocation and realignment of Valley Mill Road to provide the potential for a future alignment with the future Route 37 ramps on the north side of Route 7. This application implements the transportation goals of the 2030 Comprehensive Plan. Private inter parcel access accommodations have been included in the proffers to provide access between the commercial land bay and the adj acent Blue Ridge Mobile Home Park property. No other internal streets have been identified in the GDP. Other opportunities may exist for inter parcel connectivity with the future development of the property. Rezoning #04 -13 The Overlook September 30, 2013 Page 8 B. Sewer and Water The Overlook rezoning proposal is estimated to require approximately 66,135 gallons per day of water usage and approximately 66,135 gallons per day of wastewater. The Frederick County Sanitation Authority will serve the property and the wastewater flow from the site will go to the Opequon Wastewater Treatment Plant. C. Community Facilities The comment provided by the Frederick County Public Schools anticipates that the proposed 270 detached single family units will yield 127 students; 38 high school students, 31 middle school students and 58 elementary school students. The cumulative impact of this project, and others of similar nature, will necessitate the future construction of new school facilities to accommodate increased student enrollments. The impact of this rezoning on current and future school needs should be considered during the approval process. The Frederick County Development Impact Model is a tool that is used to identify the capital costs associated with various types of development proposals presented to the County. The projected costs to Fire and Rescue, Public Schools, Parks and Recreation, Library, Sheriff's Office and for the Administration Building are calculated and made available to rezoning applicants for their consideration. Most recently, the DIM update was approved by the Board of Supervisors on June 12, 2013. The 2013 update of the Development Impact Model has not been followed by the Applicant in this submission. The Applicant has followed the 2012 Development Impact Model outputs and yet to update the application based on its time of submission. Based on the 2013 update, the impacts associated with residential projects are fixed at $19,600 for single family detached residential units, $13,062 for single family attached residential dwelling units, and $11,339 for multifamily units. 5) Proffer Statement — Dated November 11, 2012 (Revised May 27, 2013) A. Generalized Development Plan The Applicant has provided a Generalized Development Plan for the purpose of identifying the general configuration of the relocated Valley Mill Road providing access to the project, residential and commercial land use areas, the bicycle and pedestrian facility, and open space and reservation areas within The Overlook development. The GDP may be utilized to a greater extent to more clearly address the sensitive environmental features on the property and the buffering of the adjacent residential uses. B. Land Use In addition to the residential land uses, the Applicant has committed to a maximum of 50,000 square feet of gross commercial floor area. The Applicant has also provided for rural area land uses east of relocated Valley Mill Road in support of the existing Valley Mill Farm, preserving the character of this farm and historical resource. Rezoning #04 -13 The Overlook September 30, 2013 Page 9 C. Transportation a. The Applicant has proffered a substantial transportation improvement package. All right of way necessary for the relocation of the ultimate section of Valley Mill Road through the property, and right of way necessary to allow the intersection of relocated Valley Mill Road and Route 7 to be constructed is proffered to be dedicated to the County. b. The construction of the ultimate section of relocated Valley Mill Road between Route 7 and the full access entrance to the commercial land bays, and a two lane section of relocated Valley Mill Road from this full access commercial entrance to the existing Valley Mill Road is proffered to occur in conjunction with the first phase of development on the property. At the same time, the Applicant shall design and construct the removal of the existing section of Valley Mill Road in a manner that is acceptable to VDOT_ c. Proffered improvements within Route 7 to allow for the signalization of the intersection of relocated Valley Mill Road and Route 7 include all median crossings and associated turn lanes and the removal of the existing median crossover, in addition to the signalization of this intersection. dl The Applicant has by proffer established the ability to construct a total of four entrances to the project from Valley Mill Road; three entrances for the residential portion of the development, and one entrance for the commercial part of the development. Please see Mr. Bishop's comment regarding the number of entrances proposed. e. If necessary, warranted, and permitted by VDOT, the Applicant has proffered for the signalization of the entrance to the commercial land bay from relocated Valley Mill Road Please see Mr. Matthew Smith, VDOT's comment regarding the signalization of this entrance. L Bicycle and pedestrian accommodations have been proffered generally along Valley Mill Road, into the commercial land bay, and to the adjacent property to the west. This is depicted on the Generalized Development Plan for this project. D. Access Management The Applicant has provided for inter parcel access between the commercial land bay and the adjacent Blue Ridge Mobile Home Park to the east by proffering to provide an easement to allow a private access drive to be constructed by others. Rezoning #04 -13 The Overlook September 30, 2013 Page 10 E. Community Facilities The Applicant has proffered a monetary contribution totaling $18,507 for each single family dwelling unit, $12,354 for each single family attached dwelling unit, and $9,983 for each apartment dwelling unit and potential above retail residential unit to offset the capital costs associated with this request. The Development Impact Model (DIM) is updated annually, with the most recent update being approved by the Board of Supervisors on June 12, 2013. Please note that the monetary contributions proffered by the Applicant to offset the community facility impacts do not reflect the current DIM. An adjustment to the monetary contributions to reflect the current DIM at the time of application would be appropriate. The Applicant has proposed a reduction in the proffered monetary contributions should age restricted residential units be developed on the property. EXECUTIVE SUMMARY & STAFF CONCLUSION FOR THE 09/18/13 PLANNING COMMISSION MEETING: The Overlook rezoning application is generally consistent with future land use designations of the 2030 Comprehensive Plan. More specifically, the commercial land use adjacent to Valley Mill Road in proximity to Route 7 and the residential land uses also along Valley Mill Road and to the interior of the proj ect are consistent with the Senseny/Eastern Frederick Urban Areas Plan which provides guidance on the future development of the property. The impacts associated with this rezoning request have generally been addressed; in particular, the transportation improvements proposed which are substantial and further the County's long range transportation efforts. A couple of elements of the rezoning application have been identified that should be recognized by the Planning Commission during your consideration of this request. The most recent Development Impact Model output identifying the impacts to community facilities is not recognized and the number of entrances to the project from Valley Mill Road, as pointed out by Mr. Bishop, should be evaluated. Confirmation of these items, and any issues raised by the Planning Commission, should be addressed prior to the decision of the Planning Commission. Following the required public hearing, a recommendation rezardin,- this rezoninz application to the Board of Supervisors would be appropriate. The applicant should be prepared to adequately address all concerns raised by the Planninz Commission. Rezoning #04 -13 The Overlook September 30, 2013 Page 11 PLANNING COMMISSION SUMMARY & ACTION OF THE 09/18/13 MEETING The applicant's representative, Mr. Evan Wyatt, provided a brief history of the project, from its origins with the Carriage Park rezoning to the present. He reviewed the various features of the GDP for The Overlook, as well as the noteworthy proffers, particularly those affecting transportation. Regarding the concern for the number of entrances along Valley Mill Road, Mr. Wyatt said the distances between their entrances were actually twice the distances allowed by VDOT; he added the entrances will have turn lanes, so through traffic along Valley Mill Road is not impeded by turning vehicles. Regarding the issue of 2012 values for the fiscal impact model, Mr. Wyatt said the applicant's rezoning package was ready for submittal in March; however, the County Attorney preferred to see a revenue sharing application referred to in the proffer package as a separate document. Recognition of commercial credit was also removed from the application. A Commission member said he was contacted by a resident along Eddy Lane who was concerned about the possibility of his property becoming landlocked. Mr. Wyatt explained how the existing median would be removed and replaced with a new median with a traffic signal; he said the improvements will not land -lock the resident. Commission members commented that this rezoning package was a vast improvement over the previous submittal made back in 2007. Favorable comments were made concerning the transportation improvements proffered for The Overlook project. There were no citizen comments made, either in favor or opposition, during the public comments portion of the public hearing. The Planning Commission voted unanimously to recommend approval of the rezoning with the proffers as submitted. (Note: Commissioners Wilmot and Madagan were absent from the meeting.) UPDATE, EXECUTIVE SUMMARY & PLANNING COMMISSION RECOMMENDATION FOR THE 10/09/13 BOARD OF SUPERVISORS MEETING: The Planning Commission unanimously recommended approval of the Overlook rezoning application with the proffers submitted by the Applicant. The application was recognized as being generally consistent with future land use designations of the 2030 Comprehensive Plan. More specifically, the commercial land use adjacent to Valley Mill Road in proximity to Route 7 and the residential land uses also along Valley Mill Road and to the interior of the project are consistent with the Senseny /Eastern Frederick Urban Areas Plan which provides guidance on the future development of the property. Rezoning #04 -13 The Overlook September 30, 2013 Page 12 The impacts associated with this rezoning request have generally been addressed; in particular, the transportation improvements proposed which are substantial and further the County's long range transportation efforts. A couple of elements of the rezoning application were identified by Staff that the Planning Commission recognized during their consideration of this request. The most recent Development Impact Model output identifying the impacts to community facilities is not recognized and the number of entrances to the project from Valley Mill Road, as pointed out by Mr. Bishop, should be evaluated. With regards to the DIM values; the Applicant recognized that they were working on finalizing the proffer statement at the time the Board of Supervisors adopted the 2013 DIM expectations, and they did not feel they needed to change the values from the 2012 values to the 2013 values. Based on the potential number of units modeled in the Impact Analysis (270), the monetary difference between the 2012 and 2013 values is in the approximate range of a $191,160 to $366,120 deficit impact on community facilities, depending on unit type and overall density. Confirmation of these items, and any issues raised by the Board, should be addressed prior to the decision of the Board of Supervisors. Followinz the required public hearinz, a recommendation rezardin,- this rezoninz application to the Board of Supervisors would be appropriate. The applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. . WIND fth- � y � F/a w Qhh. - , � � i ll II Ir � 6 C` f REZ0413� REZ0413 3 sa ?EZ0413 REZ0,4.13 0 , r dFRRyy„`� REZ041r3 *F REZ0413 REZ0413 REZ0413 c 659 Q e; VALLEY. MILL Rp_ 159 10E i REZ0413 ES d•. Lion ' FIELDSTONE Subdivision O Applications Q Parcels Building Footprints 131 (Business, Neighborhood District) B2 (Business, General Distrist) B3 (Business, Industrial Transition District) 4 EM (Extractive Manufacturing District) HE (Higher Education District) M1 (Industrial, Light District) M2 (Industrial, General District) MH1 (Mobile Home Community District) 4W MS (Medical Support District) OM (Office - Manufacturing Park) - R4 (Residential Planned Community District) R6 (Residential Recreational Community District) RA (Rural Area District) RP (Residential Performance District) � tT 4 _c C i '> 1 IS CL tF V4 - I J Note: The Overlook Frederick County Dept of Planning & Development PINS: 07 N Kent St e 55 - A - 161, 55 - A - 165, 55 - A - 165A, Suite 202 55 - A - 166, 55 - A - 167, 55 - A - 167A, Winchester, VA 22601 55 - A - 168, 55 - A - 174A, 55 - A - 17413, 540 - 665 - 5651 55 -A - 174D Map Created: August 27, 2013 RP and RA to B2, RP, RA Staff: mruddy 0 420 840 1,680 Feet \/ Greenway Engineering November H, 2012 The Overlook Rezoning Revised May 27, 2013 THE OVERLOOK - PROFFER STATEMENT REZONING: RZ# Residential Performance (RP) and Rural Areas (RA) to Business General (132) and Residential Performance (RP) PROPERTY: 55.46 + /- acres; Tax Parcels 55 -A -161, 55 -A -165 (portion), 55- A -165A, 55 -A -166, 55 -A -167, 55- A -167A, 55 -A -168, 55- A -174A, 55- A -174B, 55- A -174D RECORD OWNER: Timothy and Mary Stafford & Valley Mill Farm, LC APPLICANT: Timothy and Mary Stafford & Valley Mill Farm, LC (here -in after "Owner ") PROJECT NAME: The Overlook ORIGINAL DATE OF PROFFERS: November 11, 2012 REVISION DATE: May 27, 2013 Preliminary Matters Pursuant to Section 15.2 -2296 Et. Seq. of the Code of Virginia, 1950, as amended, and the provisions of the Frederick County Zoning Ordinance with respect to conditional zoning, the undersigned Owner hereby proffers that in the event the Board of Supervisors of Frederick County, Virginia, shall approve Rezoning Application # for the rezoning of 45.42± -acres of Residential Performance (RP) District with proffers and 10.04± -acres of Rural Areas (RA) District without proffers to 7.10± -acres of Business General (132) District with proffers, 34.18± -acres of Residential Performance (RP) District with proffers, and 14.1.8 ± -acres of Rural Areas (RA) District with proffers, development of the subject properties ( "Property ") shall be done in conformity with the terms and conditions set forth herein, except to the extent that such terms and conditions may be subsequently amended or revised by the Applicant and such be approved by the Frederick County Board of Supervisors in accordance with the said Code and Zoning Ordinance. In the event that such rezoning is not granted, then these proffers shall be deemed withdrawn and have no effect whatsoever. These proffers shall be binding upon the Owner and any legal successors, heirs, or assigns. The Property, identified as The Overlook, and more particularly described as the lands owned by Timothy and Mary Stafford, being all of Tax Map Parcels 55 -A -161, 55 -A- File #5301 S/EAW 1 Greenway Engineering November 11, 2012 The Overlook Rezoning Revised May 27, 2013 165A, 55 -A -166, 55 -A -167, 55- A -167A, 55 -A -168, 55- A -174A, 55- A -174B, 55 -A- 174D, further as shown on plats entitled Boundary Survey Certain Properties of Blue Ridge Associates and Jerry L. & Winifred D. Updyke, of the Remaining Lands of June H. Russell, by Ebert and Associates dated February 13, 1998, and Valley Mill Farm, LC, being a 10.04± acre portion of Tax Map Parcel 55 -A -165, further as shown on plat entitled Plat Showing a Boundary Survey of the Land of Valley Mill Farm, L.C., by Greenway Engineering dated February 14, 2001. THE OVERLOOK - PROFFER STATEMENT A. Generalized Development Plan 1) The Owner hereby proffers to develop the Property in substantial conformance with the Generalized Development Plan (GDP) prepared by Greenway Engineering, dated May 27, 2013, which is attached and approved as part of this rezoning application. The GDP is intended to delineate the general location of the relocated Valley Mill Road dedication area, the general location of the existing Valley Mill Road abandonment area, the general location of full access entrances along the relocated Valley Mill Road, the general location of the residential and commercial land bays, the general location of the off - right -of -way pedestrian and bicycle facility, the general location of the VDOT right -of -way dedication area along Berryville Pike (U.S. Route 7), and the general location of the property that is intended to be consolidated into the Valley Mill Farm, L.C. property (Stafford Property). The final location of the relocated Valley Mill Road, the Valley Mill Road abandonment area, the full access entrances, the residential and commercial land bays, the VDOT right -of -way dedication area along Berryville Pike, and the consolidated property area can be adjusted to accommodate final engineering design requirements without the need to revise the GDP provided that the final engineering design is consistent with the overall layout depicted on the GDP. B. Transportation 1) The Owner hereby proffers to dedicate a right -of -way area for the relocated Valley Mill Road through the limits of the Property sufficient for the construction of two eastbound travel lanes; two westbound travel lanes; a center left turn lane; right turn lanes at all full access entrances; left, right, and through stacking lanes for westbound traffic at the intersection of Berryville Pike; and two receiving lanes for eastbound traffic at the intersection of Berryville Pike. The dedicated right -of -way shall include temporary construction easements and permanent slope and drainage easements adjacent to the dedicated right -of -way. The Owner shall prepare the right -of -way dedication plat that conveys this property to the County, which shall be recorded prior to any development within the Property. File #5301 S /EAW 2 Greenway Engineering November 11, 2012 The Overlook Rezoning Revised May 27, 2013 2) The Owner hereby proffers to limit access to the Property along Valley Mill Road to a maximum of three full access entrances to the residential land bays and one full access entrance to the commercial land bay. All full access entrances shall be served with a right turn lane and a left turn lane on the relocated Valley Mill Road if warranted by VDOT. The location of these entrances shall be consistent with the location of the entrances depicted on the proffered GDP. 3) The Owner hereby proffers to cause for the development of the ultimate section of the relocated Valley Mill Road between Berryville Pike and the full access entrance to the commercial land bay and for two lanes of the relocated Valley Mill Road between the commercial land bay and the existing section of Valley Mill Road. The improvements described in this proffer section shall be constructed in conjunction with the first phase of development on the Property, which shall be available for public use at the time of issuance of the first occupancy permit within this phase. The construction of the improvements described in this proffer section shall include design measures to properly remove the existing section of Valley Mill Road from service that is acceptable to VDOT. 4) The Owner hereby proffers to cause for the development of improvements within the Berryville Pike (U.S. Route 7) right -of -way to include traffic signalization and a new median crossing at the intersection of the relocated Valley Mill Road, a left turn and taper lane along the westbound travel lane, a right turn and taper lane and a left turn and taper lane along the eastbound travel lane, and the closure of the median crossing at the intersection of the existing Valley Mill Road. These improvements shall meet VDOT design requirements and shall be constructed in conjunction with the first phase of development on the Property, which shall be available for public use at the time of issuance of the first occupancy permit within this phase. 5) The Owner hereby proffers to cause for the development of traffic signalization improvements at the entrance to the commercial land bay located along Valley Mill Road if warranted by VDOT. The Owner will ensure that VDOT is provided with the appropriate traffic signalization warrant analysis and access management exception request information at the time of the site plan review process for each development within the commercial land bay. If warranted, the traffic signal design and construction costs will be the responsibility of the Owner of the commercial land bay. 6) The Owner hereby proffers to cause for the development of a hard- surfaced bicycle and pedestrian facility that is 10 feet in width and is located outside of the public right -of -way. The bicycle and pedestrian facility is generally depicted on the proffered GDP to parallel the relocated Valley Mill Road through the residential land bays and to traverse the commercial land bay to connect to the adjoining property. The bicycle and pedestrian facility is intended to be constructed within the active portion of the required road efficiency buffer throughout the limits of the residential land bays during the development of those portions of the project, and through the commercial land bay as described in Eile #5301S /EAW 3 Greenway Engineering November t t, 2012 The Overlook Rezoning Revised May 27, 20t3 Section C4 of the proffer statement. The Owner shall establish appropriate documents for the maintenance of the bicycle and pedestrian facility and for allowance of public use of the bicycle and pedestrian facility. The general location of the bicycle and pedestrian facility depicted on the proffered GDP can be revised during the site design process without the need to modify the proffer statement, provided that the revised location meets the intent of this proffer and is determined to be acceptable by the County. C. Commercial Land Bay 1) The Owner hereby proffers to limit development within the commercial land bay to a maximum of 50,000 square feet of gross floor area of commercial use. The maximum square footage of development within the commercial land bay may be increased to accommodate above - retail residential land use provided that the Owner can meet all applicable Zoning Ordinance requirements at the time of development. 2) The Owner hereby proffers to utilize quality building materials for the front and sides of all commercial structures. Building materials for structures shall be limited to brick, stone, false- stone, cementuos siding, simulated stucco, wood, and glass; and standing seam metal or dimensional shingle rooflines. 3) The Owner hereby proffers to provide inter - parcel connections between all properties and structures developed within the commercial land bay area. 4) The Owner hereby proffers to develop a pedestrian and bicycle path that will traverse the commercial land bay to allow non - vehicular access between the commercial land bay and the Blue Ridge Mobile Home Park. The bicycle path shall be constructed in conjunction with the development of the first commercial Site Plan in this land bay. The pedestrian walkway shall be 10 feet in width and constructed of concrete or asphalt. 5) The Owner hereby proffers to provide an ingress /egress easement between the developed portion of the commercial land bay and the Blue Ridge Mobile Home Park that is of sufficient width to allow for the development of a private access drive to be constructed by others. The deed depicting the location of the ingress /egress easement shall be provided on the site plan for development within the western portion of the commercial land bay to allow for vehicular access to the commercial entrance at the relocated Valley Mill Road. D. Monetary Proffers 1) The Applicant hereby proffers to contribute the following monetary contributions per each type of residential unit developed on the Property: $18,507 per Single - Family Dwelling Unit File #5301S/EAW 4 Greenway Engineering November 11, 2012 The Overlook Rezoning Revised May 27, 2013 $12,354 per Townhouse Dwelling Unit $9,983 per Apartment Dwelling Unit and Above - Retail Residential Unit The monetary contributions are intended to mitigate impacts to County services and shall be made payable to the County prior to the issuance of the final Occupancy Permit for each dwelling unit. 2) The Applicant hereby proffers to contribute the following monetary contributions per each type of age- restricted residential unit developed on the Property: $2,834 per Single - Family Dwelling Unit $2,153 per Townhouse Dwelling Unit $2,160 per Apartment Dwelling Unit and Above - Retail Residential Unit The monetary contributions are intended to mitigate impacts to County services and shall be made payable to the County prior to the issuance of the final Occupancy Permit for each age- restricted dwelling unit. The location of age - restricted residential land use shall be provided on the approved Master Development Plan for the Property. E. Rural Areas Land 1) The Owner hereby proffers to convey all or portions of tax map parcels 55 -A -161, 55 -A -166, 55 -A -167, 55-A- 167A, 55 -A -168, and 55- A -174B along the Berryville Pike frontage of the Property to VDOT for future improvements to Berryville Pike (U.S. Route 7). The location of these areas of conveyance shall be generally consistent with the information depicted on the proffered GDP. The Owner shall prepare the right -of -way dedication plats and deeds for conveyance of these properties, which shall be recorded prior to any development within the Property. 2) The Owner hereby proffers to consolidate the portions of tax map parcels 55 -A- 165A and 55- A -174B, which are not required for right -of -way dedication for the relocated Valley Mill Road (Proffer B(1)) or the Berryville Pike frontage (Proffer E(1)), into the Valley Mill Farm, L.C. property (Stafford Property). The Owner shall prepare the consolidation plat for these properties, which shall be recorded prior to any development within the Property. APPLICANT NOTARIZED SIGNATURE ON FOLLOWING PAGE File #5301S /EAW 5 Greenway Engineering November 11, 2012 The Overlook Rezoning Revised May 27, 2013 The conditions proffered above shall be binding upon the heirs, executors, administrators, assigns and successors in the interest of the applicant and owner. In the event the Frederick County Board of Supervisors grants this rezoning and accepts the conditions, the proffered conditions shall apply to the land rezoned in addition to other requirements set forth in the Frederick County Code. Respectfully Submitted: _,t,A &A- `alley Mill Farm, LC Date Commonwealth of Virginia, Ci Cohn[ f '�€����:-�' I ct To Wit: The foregoing instrument was acknowledged before me this day of 20 l by a Notary Public My Commission Expires �e 2 ct3 �Cl ,'y Zq La 10 Lc wig It,, 0 ca 00 File #5301 S /EAW Greenway Engineering November 11, 2012 The Overlook Rezoning Revised May 27, 2013 Signature The conditions proffered above shall be binding upon the heirs, executors, administrators, assigns and successors in the interest of the applicant and owner. In the event the Frederick County Board of Supervisors grants this rezoning and accepts the conditions, the proffered conditions shall apply to the land rezoned in addition to other: requirements set forth in the Frederick County Code. Respectfully Submitted: P By: A� V. Staff -0 By: "" M y M. Stafford Commonwealth of Virginia, City aunt f }- recle: r[ 6& To Wit: tJ � Date Date The foregoing instrument was acknowledged before me this day of AU � } 20 by I I Y VAC)+hV \! , '5tC4 ("1C(y(A H d4a I Notary Public My Commission Expires Fe to , --CSI la o' dd (z .r© p� File #5301S /EAW 'rrsew�.�• '`� EU0J - &M1 3M Uaad,�i-MMM VINI091A 'A.LNIl00 NOI2I IGH2I3 '13RUSIQ 'IVI21YUSIOV➢I QIlH QH2I n a ano IL6I P P d ., SZ56 (OtS) �Xb'd g a sa.nn.c�g Jn�etauruorw<iu� $' m w SSLt Z99 (OtS) :auo 1dalal sio6a�ung `s as nwg N n Q ^ Z09ZZ fl?ur &?� �a�say�ui� r aarv7111H�pzndl [SL NO�� B Hi s` "' `ONIa33NIJN3 AYMN33HO F z F NVga INRNdOgHARQ GRZY ISNRO A . 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The property is located on the south side of Berryville Pike (U.S. Route 7) near and adjoining the Valley Mill Road intersection. The property is further identified by Property Identification Numbers 55 -A -161, 55-A- 165A, 55 -A -166, 55 -A -167, 55-A- 167A, 55 -A -168, 55- A -174A, 55- A -174B, 55- A -174D and 55 -A -165 a portion, in the Red Bud Magisterial District. WHEREAS, the Planning Commission held a public hearing on this rezoning on September 18, 2013; and WHEREAS, the Board of Supervisors held a public hearing on this rezoning on October 9, 2013; and WHEREAS, the Frederick County Board of Supervisors finds the approval of this rezoning to be in the best interest of the public health, safety, welfare, and in conformance with the Comprehensive Policy Plan; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 of the Frederick County Code, Zoning, is amended to revise the Zoning District Map to rezone 55.46 acres as follows: 14.183± acres from RP (Residential Performance) District to RA (Rural Areas) District; 7.098± acres from RP (Residential Performance) District to B2 (General Business) District; 10.040± acres from RA (Rural Areas) District to RP (Residential Performance) District and 24.145± acres to remain RP (Residential Performance) district with proffers dated November 11, 2012, last revised on May 27, 2013. The conditions voluntarily proffered in writing by the applicant and the property owner are attached. PDRes 924 -13 -2- This ordinance shall be in effect on the date of adoption. Passed this 9th day of October, 2013 by the following recorded vote: Richard C. Shickle, Chairman Gary A. Lofton Robert A. Hess Gene E. Fisher Christopher E. Collins Robert W. Wells Charles S. DeHaven, Jr. A COPY ATTEST John R. Riley, Jr. Frederick County Administrator PDRes 424 -13 COUNTY Qf FREDERICK Department of Planning.. and Development MEMORANDUM 5401665 -5651 FAX: 540/665-6395 TO: Michael T. Ruddy; Deputy Director CC: Overlook Rezoning File 04 -13 FRONT: John A. Bishop AICP, Deputy Director - Transportation 1 Overlook Rezoning Transportation Review DATE: September 3, 2013 I have reviewed the application for the Overlook Rezoning #04 -13 and offer the following review comments. CoanArehensi►e Plan The new alignment and proffered right -of -way is consistent with the Senseny /Eastern Frederick Area Plan adopted by the Board of Supervisors on June 13, 2012. T raffic Iinpact Analysis Including the 4 proposed access points to the development, the TIA studies 10 intersections surrounding the development area. The analysis considered two phases of project development (2015 and 2020) and also considered a `design year' of 2026 which analyzed a conceptual timeframe of when the ramps between Route 7 and Route 37 open. With proffered improvements between the current day and build out in 2020 the only movement that falls below a C is the evening left turn from Valley Mill Road onto Charming Drive which is a D. This is then alleviated by a signal at this intersection that would be necessitated by the implementation of the Route 37 ramp at Route 7. Looking ahead to the `Design Year' build out that considers a completed Route 37 interchange at Route 7 there are two movements that are below level of service C due to introduction of trips from this development. The evening eastbound Route 7 movement falls to level of service D at the intersection of future Haggerty Boulevard and Route 7 and the northbound movement of realigned Valley Mill Road at Route 7 falls to a D for the evening and Saturday timeframes. Given the highly speculative nature of predicting the implementation of Route 37 and a number of developments such as Haggerty Boulevard, I would urge caution before getting very concerned by this Design Year portion of this analysis. 107 North Kent Street, mite 202 ® Winchester, Virginia 22601 -5000 Included in the traffic analysis were a number of proffered improvements which allow the analysis to result in a generally acceptable traffic situation. Proffer Statenicnt Key proffers that have been put forth for transportation; A. Right of way for Valley Mill Road realignment in its ultimate form to accommodate 4 through lanes (two in each direction) left and right turn lanes at each entrance. B. Entrance limitation of 3 residential and 1 commercial. C. Construction of the ultimate section of Valley Mill at the intersection of relocated Valley Mill and Route 7, and two lanes plus turn lanes at entrances for the remainder of relocated Valley Mill in conjunction with the first phase of development. D. Improvements to Route 7 to include signalization and new median crossing at the location of relocated Valley Mill. Construction of left turn and taper for westbound Route 7 and right turn and taper as well as left turn and taper to for eastbound Route 7. In addition, they have proffered the closure of the median crossing at existing Valley Mill Road. E. Implementation of signalization at the entrance to the commercial land bay. F. Implementation of a 10' wide paved multiuse path along relocated Valley Mill Road. My only concern with the proffers is that there is no need for 3 residential entrances along what will be a roadway of increasing traffic and importance in this portion of the County. In summary, I find the following: A. The most significant traffic impacts of this development proposal are offset by the proffered transportation improvements. B. Bicycle and pedestrian accommodations are provided consistent with the comprehensive plan goals. C. The proposed road layout is consistent with the comprehensive plan. D. There are too many residential entrances and the applicant should consider removing the southernmost residential entrance (the one nearest existing Valley Mill Rd). GREENWAY ENGINEERING, Me. 151 Windy Hill Lane Winchester, Virginia 22602 Faurtded in 1971 August 8, 2013 Frederick County Planning Department Attn: Mike Ruddy, Deputy Director 107 North Kent Street Winchester, VA 22601 RE: The Overlook Rezoning — Comment Response Letter Dear Mike: The purpose of this Letter is to provide you with information in response to the review comments received for The Overlook Rezoning Application. Please note the following: VDOT Comments 1) Section B5 of the Proffer Statement provides for the property owner to submit an access management exception request with the traffic signalization warrant analysis for VDOT consideration of the proffered traffic signalization at the full access entrance to the commercial land bay. VDOT is correct in their statement that they cannot guarantee approval of the access management request at this point in the process. However, it should be noted that the TIA demonstrates this proposed signal location functions appropriately with the proposed signal location at Berryville Pike with acceptable levels of service at project buildout. Therefore, the property owner will work with VDOT when the commercial land bay has an identified user to allow VDOT to analyze this matter. Planning_ Comments 1) The revisions to the Proffer Statement and Impact Analysis Statement have adequately addressed all previous comments. County Attorney Comments 1) The property owner understands that the deed for ingress /egress will be a separate document that is created and will reference this document as a narrative on the Site Plan as specified in Proffer C5. Engineers Surveyors Flannery T;nvi roll rrental Scientists Telephone 540 -662 -4185 FAX 540 - 722 -9528 Project 53 015 www.greenwayeng.com FCSA Comments 1) Water and sanitary sewer service is available and capacity is available for the anticipated land usage of the project. FWSA Comments 1) Easements and metering stations will be identified on the construction plans associated with the future development of the property. County Fire Marshal 1) Plan approved. County Public Works 1) No comments at this time. County Parks and Recreation 1) The applicant is addressing community parks and recreation impacts through the proffered development impact monetary contributions. County Public Schools 1) Right turn and left turn lanes are included in the proffered design for the new Valley Mill Road intersection and for the new median crossing on Berryville Pike. 2) The existing median crossing on Berryville Pike serving the existing Valley Mill Road intersection will be eliminated as part of the proffered design. The existing Valley Mill Road is not proposed to be realigned at the Berryville Pike intersection. Winchester Regional Airport 1) The project will not impact operations at the regional airport. Project 53016 2 The information is this comment response letter demonstrates that all review agency comments have been addressed to the extent possible at this point in the process. Please include this letter in the information submitted to the Planning Commission and the Board of Supervisors. Sincerely, P e ll- E Wyatt, AICP Greenway Engineering Cc: Tim and Mary Stafford Project 5301 S Donna Meliso crom: Evan Wyatt Sent: Friday, June 21, 2013 3:54 PM To: Donna Meliso Subject: FW: The Overlook Rezoning Please print out for me - thanks, Evan - - -- Original Message---- - From: Rod Williams [ mailto :rwillia@co.frederick.va.us Sent: Sunday, June 16, 2013 3:41 PM To: Evan Wyatt Cc: Mike Ruddy; 1bishop@co.frederick.va.us Subject: The Overlook Rezoning Click in this box to return to the page that you were previously viewing Evan, I am in receipt of the revised proposed proffer statement, dated May 27, 2013, for the above proposed rezoning. Subject to the comment in the following paragraph, the proffer statement is in legally sufficient form. In Proffer C5, the proffer states that the deed for the ingress /egress easement to /from the mobile home park "shall be provided on the site plan ". The deed, of course, will need to be a document separate from the site plan. I understand that staff and the Planning Commission will review the substance of the proffer statement. ,od Roderick B. Williams County Attorney Frederick County, Virginia Sent from my iPad 1 Page 1 of 2 Evan Wyatt Click in this box to return to the page you From: Smith, Matthew, P.E. (VDOT) [Matthew .Smith @vdot.virginia.gov] were previously viewing Sent: Monday, July 01, 2013 2:57 PM To: Evan Wyatt Cc: Funkhouser, Rhonda (VDOT); Ge, Ruixin (VDOT); Mike Ruddy; Bishop, John. (VDOT) Subject: RE: The Overlook Rezoning Evan, We have reviewed the revised Traffic Impact Analysis and Rezoning Applications for the Overlook. Proje,°r as received by this office on June 11, 2013 for impacts to the local transportation system. Our° comments for your consideration are as follows: Transportation E'roffer Comment Proffer BS — Proffered Signal on Valley Mill dares not meet current separatism requirements per the State's Access Management Regulations based on location shown on (he Generalized Development Plan. Proffering to submit an access management exception retluest at the time of site plan review clues not guarantee it's approval. TIA Comments • Signal timings in future scenarios are. not optimized. Please correct, Should you have any questions. please do not hesitate to contact me. :Matthew B. Stnith, P.E. Area Land Use Engineer VDOT - Land Development Clarke, Frederick, Shenandoah & Warren Counties 14031 Old Valley Pike Edinburg, VA 22824 Phone # (540) 994 -5615 Fax # (540) 984 -5607 From: Evan Wyatt [mailto :ewyatt @greenwayeng.com] Sent:: Friday, June 21, 2013 3 :03 PM To: Smith, Matthew, P.E. (VDOT) Cc: Mike Ruddy; Bishop, John. (VDOT) Subject: FW: The Overlook Rezoning Hi Matt, I hope this message finds you doing well. Please note that the County Attorney and Planning have reviewed and approved the proposed revisions to the Proffer Statement and Impact Statement. I feel pretty confident that the revisions addressed the matters we discussed during our joint meeting with Planning; therefore, I would ask that you advise me accordingly sometime next week if possible. If everything looks good, I plan to formatiy submit the first week in .July to get on the August 7th Planning Commission meeting. Please give me a call if you have any questions or if you need anything regarding this matter. °Thanks Evan. From: Mike Ruddy [ mai Ito: mruddy @co.frederick.va.us] Sent: Thursday, June 20, 2013 4 :06 PM To: Evan Wyatt 8/2/2013 Page 1 of 1 Evan Wyatt From: Mike Ruddy [mruddy @co.frederick.va.us] Sent: Thursday, June 20, 2013 4:06 PM To. Evan Wyatt Subject: The Overlook Rezoning Hi Evan. The information you provided regarding The Overlook rezoning application appears to have addressed those comments offered by the reviewing agencies identified. We look forward to working with you when the application is officially submitted to this Department. Mike. Michael T. Ruddy, AICP Deputy Planning Director Frederick County Planning & Development 107 N. Kent Street Winchester, VA 22601 (540) 665 -5651 (540) 665 -6395 fax. m ruddy 0 co, trederick. va. us 6/21/2013 a PY C o RE Department of Planning and Development 5401665-5651 FAX: 540/665-6395 TO: Evan Wyatt Greenway Engineering FROM: Michael T. Ruddy, AICP Deputy Director• -�—� RE: Initial Rezoning Comments: The Overlook Rezoning Application DATE: December 21, 2012 The following comments are offered regarding the Overlook Rezoning Application. This is a request to rezone 56.48 acres from RA (Rural Areas) and RP (Residential Performance) to RP (Residential Performance), B2 (Business General), and RA (Rural Areas) with Proffers. The review is generally based upon the proffer statement dated November 11, 2012, and the Impact Analysis Statement also dated November 11, 2012. Prior to formal submission to the County, please ensure that these comments and all review agency comments are adequately addressed. At a minimum, a letter describing how each of the agencies and their comments have been addressed should be included as part of the submission. General 1. Please ensure that the acreage calculations are correct for the rezoning. The information in various parts of the application is slightly different. It would appear as though the rezoning plat is the most accurate. Acreage RA RP B2 Total Before 10.04 45.44 0 55.48 After 14.18 34.18 7.09 55.45 Rezoning Plant 14.183 24.145110.040 7.098 55.466 107 North Kent Street, Suite 202 • Winchester, Virginia 22601 -5000 The Overlook Rezoning Application Comments December 21, 2012 Page 2 2. Consider using the future road, relocated Valley Mill Road, as the dividing line between the urban character of the rezoning and the rural character of the remaining farm; all B2 and RP to the west of the road, and all RA to the east of the road to be incorporated into the farm. 3. The submission fee for this application would be based upon the acreage total, once confirmed. Assuming the rezoning plat is correct, the fee would be $15,547.00 (55.47 acres) plus the appropriate amount for public hearing signs. 4. Two public hearing signs would be necessary; one for the Route 7 frontage and one for the Valley Mill Road frontage. Land Use 1. The 2030 Comprehensive Plan and the Senseny /Eastern Frederick Urban Areas Plan provide guidance on the future development of the property. Appendix I includes the Senseny /Eastern Frederick Urban Areas Plan as an approved Area Plan. 2. The property is located within the UDA and SWSA. 3. The 2030 Comprehensive Policy Plan identifies the general area surrounding this property with a residential and commercial land use designation. In general, the proposed residential and commercial rezoning designation for this property is consistent with this residential and commercial land use designation of the Comprehensive Plan. Impact Analysis Statement Please address the following items from the Impact Analysis Statement prepared for this Application. 1. The Impact Analysis models the development of 270 residential connections and 35,800 square feet of commercial build out. It is recognized that a specific amount of development has not been proffered and, therefore, the numbers may vary with the actual development, depending on a variety of factors including permitted densities in the RP district. 2. Consider the preservation and /or enhancement of the identified pond that exists in the central portion of the property as a feature of the residential portion of the development. 3. The preservation of the mature woodlands adjacent to the adjoining properties in those areas where some form of buffer would be required is the preferred approach. A proffer to this end would ensure that this approach is guaranteed. Transportation The following transportation comments have been provided in conjunction with Mr. John Bishop, County Transportation Planner, and should be considered as the County Staff's position on the transportation component of the rezoning. The Overlook Rezoning Application Comments December 21, 2012 Page 3 1. The road alignment is in a generally agreed upon location, pending on final VDOT verification. In addition, access at Route 7 appears to be in the desired location, again pending VDOT approval. The importance of this location is to provide the best possible alignment with the future Route 37 western ramps. Care should be taken with the grade of the road as it approaches the Route 7 intersection. 2. Valley Mill Road is identified as a Major Collector Road on the County's Eastern Road Plan, and SEFUAP. A four lane median divided section is expected. The right -of -way has been proffered to accommodate such a road. The Applicant has proffered to construct two lanes of the road. 3. It is suggested that the Applicant advance a full four lane section with the initial road construction for the section directly leading from Route 7 to the first entrance. It would be appropriate to transition back to a two lane section from this point south. 4. Coordination with Haggerty Boulevard improvements and spacing with Route 37 eastern ramps is critical in this location. All improvements within Route 7 should be coordinated from a design and engineering perspective and correctly sequenced from a construction perspective. It would be best to address this at the earliest opportunity and incorporate into the rezoning. 5. Please clarify the proposed approach to addressing the spacing for existing Burnt Factory Road. Make sure that the intersection is designed to consider the impacts and modifications to the intersection of Route 7 and Burnt Factory Road. The same consideration should be given to the Eddy's Lane /Valley Mill access and crossover. 6. It would appear to be imperative that the intersection with Route 7 and all associated improvements is completed in one effort to minimize the impact on Route 7. This is also the rational for the initial full section of Valley Mill Road as it approaches this intersection. 7. Evaluate if the four entrances along Valley Mill could be reduced to three by sharing the northern most entrance with the residential area entrance at a point central to the two proposed entrances. Minimizing entrances onto this major collector road would be desirable. 8. The Impact Analysis states that the TIA demonstrates that this intersection may need to be signalized in the future. Moving the proposed entrance farther away from Route 7 may make this easier to accomplish this. Consideration should be given to a roundabout intersection at this location in the future. Again, this intersection may be the appropriate point to transition from a 2 lane section of Valley Mill Road to a four lane section as it approaches Route 7. 9. With regards to bicycle and pedestrian accommodations, it is suggested that a 10' multi -use trail is provided along the Valley Mill major collector road, located on the inside adjacent to the residential and commercial development, to connect with future developments. It would appear to be unnecessary to provide a sidewalk or trail on the east /farm /rural side. The Overlook Rezoning Application Comments December 21, 2012 Page 4 10. Evaluate the possibility of initiating the development of a 10' multiuse trail along the properties frontage of Route 7, adjacent to the road. This could be done in conjunction with the improvements needed on Route 7, or internal to the project. A similar approach was taken at the other end of Valley Mill Road at its intersection with Route 7, in front of the Walgreens development. 11. The TIA evaluates a phased approach to the development. However, the proffer statement does not propose any phasing consistent with the TIA. Assume the full impacts based on the TIA as no proffer is proposed. It is recognized that the RP zoning district may allow additional density above that which was modeled which has the potential to further increase the transportation impacts. 12. Please provide interparcel connectivity opportunities to adjacent Blue Ridge Mobile Home Park and undeveloped parcel. This is in addition to that suggested within the commercial land bay. Proffer Statement 1. Language included in the Proffer Statement contains commitments on behalf of the Board of Supervisors with regards to future actions and applications of Revenue Sharing and Road Abandonment. While the County is generally agreeable to these concepts, the Proffer Statement may not be the appropriate location for such an agreement. 2. The Applicant proffers to cause for the development of improvements of two lanes of the relocated Valley Mill four lane major collector road with appropriate turn and taper lanes. In those portions of the road that aren't built to the ultimate four lane section, it would be prudent to ensure that the ultimate four lane section is designed at this time, and that the grading, infrastructure other improvements necessary to support the four lane section are installed or developed at this time. 3. It may also be wise to determine which two lanes of the four lane section would be constructed with the first phase of development on the property. 4. The proffered interparcel connections between all properties and structures in the commercial land bay should be extended to ensure interparcel connectivity with the adjacent residential lard bay area. 5. The heading of Section D. of the proffer statement may be titled incorrectly. Given the content of this section, I believe you meant for it to be headed as the residential land bay. 6. Please clarify the appropriate proffered monetary contribution that you were intending to apply to the potential above retail residential uses. As these would be within the commercial land bay, not the residential land bay, it would be helpful. 7. to either restate this proffered monetary contribution in that section, or add a clarifying statement in the section dealing with this proffer. 8. The Applicant has proffered a reduced monetary proffer in the case that the residential units are age restricted. However, age - restricted units have not been proffered. Without such a commitment it would be difficult from the County's perspective to ensure that the age restriction would remain on the residential units. The Overlook Rezoning Application Comments December 21, 2012 Page 5 9. The County publishes annually the values identified in the Development Impact Model for residential impacts, per residential unit and by residential type, to assist Applicant's in the preparation of their rezoning request. The County does not run the Development Impact Model for individual rezoning requests or a variety of development alternatives. This proffer (D.3) should be removed. 10. Alternately, the Applicant could proffer a reduced amount if they can demonstrate that the commercial development would result in an applicable offset in tax revenue that may be applied to the capital impacts associated with the residential development, and also if they could guarantee that the commercial would occur prior to any residential development. Rezoning 412 -06 of Carriage Park This rezoning was approved by the Board of Supervisors on August 22, 2007. In general, the Carriage Park rezoning enabled the RP District on 45.44 acres, for up to 240 single family attached townhouses. Subject to a GDP, the rezoning also contained proffers. Among other things, the proffers provided: 0 Guidance and support to the future homeowners and property owners association, including the establishment of a start up fund to assist in the initial efforts of the HOA. ® A public street connection from the proposed relocated Valley Mill Road to the boundary of the Blue Ridge Mobile Home Park. • A $3,000 contribution per dwelling unit for transportation improvements in the general vicinity of the development. ! A riparian/natural vegetative buffer extended along Ash Hollow Run which included the preservation of vegetation and limitation on construction activities. • Landscape planting along the eastern side of the road adjacent to the Valley Mill Farm property to minimize viewshed impacts. ■ A $25,000 contribution to the County for purposes associated with security fencing at historic Star Fort. Staff suggests that the applicant evaluate further the potential to include some recognition of the items in the new proffer statement. In conclusion, please ensure that the above comments, and those offered by the reviewing agency are addressed. I look forward to receiving this application and moving it through the public process. ����.�TY 5AY11 Jg � Y Posi Offlee B ox 1877 WinclWsler Virginia 3261144377 November 27, 2012 Mr. Evan Wyatt Greenway Engineering 151 Windy dill bane Winchester, 'Virginia 22602 Click in this box to return FREDERICK COUNTY previouslyyeviewingre SANITATION AUTHORITY P11. - (540)868 -1061 fax - (546)5168 -1424 iv w w. ir%a -►rn tr r. cone Ref.; Rezoning Comments The Overlook Tax Map # 55 -A161, Dear Mr. Wyatt: 165A, 166,167A, 168,174A, 174B, 174D & 165 time E. Wrindel, P.E. Engineer-Director Per your request, a review of the proposed rezoning has been performed. The Frederick County Sanitation Authority offers comments limited to the anticipated impact /effect upon the Authority's public water and sanitary sewer system and the demands thereon. The parcel is in the water and sanitary sewer area served by the Authority. Based on the anticipated usage, water capacity is presently available. Sanitary sewer treatment capacity at the waste water treatment plant is presently available. Conveyance capacity and layout will be contingent on the applicant performing a technical analysis of the existing sanitary sewer system within the area to be served and the existing collection main. Both water and sanitary sewer facilities are located within a reasonable distance from this site. Please be aware that the Authority does not review or comment upon proffers and/or conditions proposed or submitted by the applicant in support of or in conjunction with this application for rezoning, nor does the Authority assume or undertake any responsibility to review or comment upon any amended proffers and/or conditions which the Applicant may hereafter provide to Frederick County. Thank you; � f 4 r L e E. Weindel, PE Engineer- Director RECEIVED % Wl' ; n � T1 i WATER'S WORTH rr I Frederick - Pull'inc ►n" ester Service AuthortV Post Office Box 43 Winchester, Virginia 22604 Office: 107 North Kent Street County Office Complex Winchester, Virginia 22601 1-540-722-3579 November 28, 2012 Greenway Engineering 151 Windy Hill Lane Winchester, VA 22602 Attention: Evan Wyatt Click in this box to return to the page you were previously viewing 1 . Show casement of existing OVY'RF trunk main. C14 y location of discharge to 0WRF trunk main. Is an additional meter station anticipated? The Frederick-Winchester Service Authority would strongly oppose an additional meter station. 3. If Blue Ridge Meter Station is the point of connection, metering station will need to be enlarged and upgraded to handle additional flow, Sincerely, Jesse W. Moffett Executive Director JWM:ncg Attachment (1) R l v ED 0 Cj;� E E N VV4. Y 9*7 'MWdai*dft0 and Pio*Wlsq I& Vadowsal I& eowiftkWly ifitom9A emvifostMesdad 81#*wd8A1#' r ax I r0m . ;3 January 16, 2013 WINCHESTER REGIONAL AIRPORT 491 AIRPORT ROAD NA�=- -02- (540) 662-5786 Evan Wyatt Greenway Engineering 151 Windy Hill Lane Winchester, Virginia 22602 Re: Rezoning Comments The , Overlook - Timothy & Mary Stafford Red Bud Magisterial District D Mr. Wyatt: Click in this box to return to the page that you were previously viewing The Winchester Regional Airport Authority offers the following comment regarding the proposed rezoning plan for the referenced property: Neither the location nor the elevation of this site requires a 7460-1 to be filed with the Federal Aviation Administration however it does lie within the air space of the Winchester Regional Airport. Due to its proximity to the airport, properly owners may experience aircraft fly-over noise from aircraft entering into or departing the flight pattern from the North. Special considerations will not be requested by the Winchester Regional Airport. Thank you for allowing us the opportunity to review this rezoning request. Sincerely, S. R. Manuel Executive Director 0#1 TOP OF VIRGINIA I January 16, 2013 WINCHESTER REGIONAL AIRPORT 491 AIRPORT ROAD NA�=- -02- (540) 662-5786 Evan Wyatt Greenway Engineering 151 Windy Hill Lane Winchester, Virginia 22602 Re: Rezoning Comments The , Overlook - Timothy & Mary Stafford Red Bud Magisterial District D Mr. Wyatt: Click in this box to return to the page that you were previously viewing The Winchester Regional Airport Authority offers the following comment regarding the proposed rezoning plan for the referenced property: Neither the location nor the elevation of this site requires a 7460-1 to be filed with the Federal Aviation Administration however it does lie within the air space of the Winchester Regional Airport. Due to its proximity to the airport, properly owners may experience aircraft fly-over noise from aircraft entering into or departing the flight pattern from the North. Special considerations will not be requested by the Winchester Regional Airport. Thank you for allowing us the opportunity to review this rezoning request. Sincerely, S. R. Manuel Executive Director 0#1 �_F County Public Schools A StuClt nL. in C l lic i (: ducauiii - K. Wayne Lee, Jr. LEED GA a, Coordinator of Planning and Development * leew @frederick.kl2.va.us February 19, 2013 Mr. Evan Wyatt Greenway Engineering 151 Windy Hill Lane Winchester, VA 22602 Re: The Overlook Rezoning Dear Evan: Click in this box to return to the page that you were previously viewing Frederick County Public Schools has reviewed The Overlook rezoning submitted to us in November 2012. We offer the following comments: 1. The cumulative impact of this development and other developments in Frederick County will eventually require construction of new schools and support facilities to accormnodate increased student enrollment. To estimate the impact of this rezoning, it is necessary to assume the mix of housing types. Assuming the highest - impact alternative, we estimate that 270 single - family detached units would house 127 students: 38 high school students, 31 middle school students, and 58 elementary school students. In order to properly serve these additional students, Frederick County Public Schools would spend an additional $1,325,000 per year in operating costs (or Cie $4,907 per unit per year) and $4,411,000 in one -time capital expenditures (or $16,337 per unit). You will find, enclosed with this letter, a more detailed assessment of the anticipated impact of The Overlook on FCPS, including attendance zone information. 2. For the relocation of Valley Mill Road, will the intersection with Route 7 require ramps in the median? 3. We anticipate that this is beyond the scope of your project, but it would be a significant safety improvement for us were the existing Valley Mill Road to be realigned to intersect Route 7 at a 90° angle. We will still use this road to provide transportation to students who live on Eddys Lane. Please feel free to contact me at leewna frederick.ki 2.va ras or 540- 662 -3888 x88249 if you have any questions or comments. Sincerely, ` r a 1k K. Wayne Lee, Jr., LEED GA Coordinator of Planning and Development enclosure cc: Dr. David Sovine, Superintendent of Schools Mr. Albert Orndorff, Assistant Superintendent for Administration Mr. John Grubbs, Transportation Director 1415 Amherst Street wwwAederick.k12.va.us 540.662.3889 Ext. 88249 R0, Box 3508 540.662.4237 fax Winchester, Virginia 22604.2546 ZONING APPLICATION FORM FREDERICK COUNTY, VIRGINIA To be completed by Planning Staff Fee Amount Paid $ { . Zoning Amendment, Numbe - 13 Date Received L3 PC Hearing Date ! , BOS Hearing Date r The following information shall be provided by the applicant: All parcel identification numbers, deed book and page numbers may be obtained from the Office of the Commissioner of Revenue, Real Estate Division, 107 North Kent Street, Winchester. 1. Applicant: Name: Timothy & Mary Stafford Address: 1494 Valley Mill Road Winchester. VA 22602 Telephone: (301) 785 -8001 2. Property Owner (if different than above): Name: N/A Telephone: Address: 3. Contact person if other than above: Name: Evan Wyatt Telephone: (540) 662 -4185 4. Property Information: a. property Identification Number(s): 55 -A -161, 165A, 166, 167, 167A, 168, 174A, 1746, 174D & 165 (portion) b. Total acreage to be rezoned: 55.46 +/- c. Total acreage of the parcel(s) to be rezoned (if the entirety of the parcel(s) is not being rezoned): N/A d. Current zoning designation(s) and acreage(s) in each designation: 45.42 +/- Acres RP 10.04 +/- Acres RA e. Proposed zoning designation(s) and acreage(s) in each designation: 7.10 +/- Acres B2 34.18 +/- Acres RP & 14.18 +/- Acres RA f. Magisterial District(s): Red Bud 12 5. Checklist: Check the following items that have been included with this application. Location map V Agency Comments Plat r/ Fees _ ►/ _ Deed to property _ �/ Impact Analysis Statement Verification of taxes paid _ �/ Proffer Statement Plat depicting exact meets and bounds for the proposed zoning district _ ►�` _ Digital copies (pdf's) of all submitted documents, maps and exhibits 6. The Code of Virginia allows us to request full disclosure of ownership in relation to rezoning applications. Please list below all owners or parties in interest of the land to be rezoned: Timothy V. Stafford & Mary M. Stafford Valley Mill Farm, LC - Timothy V. Stafford & Mary M. Stafford 7. Adjoining Property: PA RCEL f NUMBER USE ZONING Please re to atta Adjoin Pr Owner Map & Table 8. Location: The property is located at (give exact location based on nearest road and distance from nearest intersection, using road names and route numbers): The 55.46 +/- acre subject properties are located on the south side of Berryville Pike (U.S. Route 7) near and adjoining the Valley Mill Road intersection. The subject properties adjoin Berryville Pike, Valley Mill Road, the Blue Ridge Mobile Home Park, and the Valley Mill Farm property. 13 9. The following information should be provided according to the type of rezoning proposed: Number of Units Proposed Single Family homes: RefertoTIA Townhome: Refer toTIA Multi- Family: Refert °TIA Non- Residential Lots: Mobile Home: Hotel Rooms: Square Footage of Proposed Uses Office: Service Station: Retail: Refer to TiA Manufacturing: Restaurant: Warehouse: Commercial: Other: 1.0. Signature: I (we), the undersigned, do hereby respectfully make application and petition the Frederick County Board of Supervisors to amend the zoning ordinance and to change the zoning map of Frederick County, Virginia. I (we) authorize Frederick County officials to enter the property for site inspection purposes. I (we) understand that the sign issued when this application is submitted must be placed at the front property line at least seven days prior to the Planning Commission public hearing and the Board of Supervisors public hearing and maintained so as to be visible from the road right -of -way until the hearing. I (we) hereby certify that this application and its accompanying materials are true and accurate to the best of my (our) knowledge. 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T O N V vl vl vl w V V n n V n w N O� N `� m F m m w w w w m m w w w w v v w w w w v v w w w w v v w w w w v a w w w w a a w w w w a a w w w w a a w w w w a a w w w w a a w w w w a a w w w w a a w w w w 0 N T 'o V a v IMPACT ANALYSIS STATEMENT THE OVERLOOK REZONING Aggregate Area of 55 ®6± acres Red B n d Magis t erial District Frederick County, Virginia Tax Map Parcels. 55 -A -161 55 -A -11 65A, 554-166, 55 -A -167, 554-167A, 55 -A -168 55- A -174A, 55-A-174 B, 55-A-1174 D, & 55 -A -165 (portion) November 11, 2012 evi.- ed J mie 6 2013 Current Owners: Timothy & Mary Stafford Valley Mill Farm, LC Contact Persona Evan A. Wyatt, A) CP Greenway Engineering 151 Windy Hill bane Winchester, VA 22602 540 -662 -4185 Greenway Engineering General Information The Overlook Rezoning Location: South side of Berryville Pike (U.S. Route 7 East); North and West side of Valley Mill Road (Route 659) Magisterial District: Red Bud Magisterial District Tax Map Parcel Numbers: 55 -A -161, 55- A -165A, 55-A-166,55-A-167, 55- A -167A, 55 -A -168, 55- A -174A, 55- A -174B, 55- A -174D, and 55 -A -165 (portion) Current Zoning: RP, Residential Performance District RA, Rural Areas District Current Use: Agricultural and Unimproved Proposed Zoning: B2, Business General District: 7.10± acres RP, Residential Performance District: 34.18± acres RA, Rural Areas District: 14.18± acres Proposed Use: Total Area: Commercial Retail and Residential 55.46± acres COMPREM ENSIVE POLICY PLANT The Frederick County Board of Supervisors adopted the Senseny/Eastern Frederick Urban Area Plan (SEFUAP) on June 13, 2012. This Comprehensive Policy Plan amendment provides future land use recommendations and guiding principles for land use development within a significant area of eastern Frederick County, of which the proposed rezoning application is a component. The subject properties are located within the northeastern portion of the SEFUAP, which recommends new retail service land use adjacent to the future realignment of Valley Mill Road (Route 659) and Berryville Pike (U.S. Route 7), and residential land use adjacent to the retail service land use. The Applicant has submitted a rezoning application request that provides land dedications for the realignment of Valley Mill Road and for future improvements along Berryville Pike, and commits to the development of future retail service and residential land use consistent with the recommendations of the SEFUAP. The Applicant has proffered a Generalized Development Plan (GDP), which identifies the location of these dedication areas and land use areas, which ensure that the realignment of Valley Mill Road and improvements on Berryville Pike are in place consistent with the first phase of File #53015 2 Greenway Engineering The Overlook Rezoning development. Therefore, the AppIicant's rezoning application is in conformance with the recommendations of the SEFUAP portion of the Comprehensive Policy Plan. SUITABILITY OF THE SITE Existing Conditions The subject properties consist primarily of woodlands in the northern and western portions of the project site, open fields in the southern portion of the project site, and floodplain area in the eastern portion of the site. The subject properties have areas of rolling and moderately sloped terrain, as well as steep terrain and lowlands within the 100 -year floodplain. The open field area in the southern portion of the project site is used for agricultural purposes, while the remaining land area is primarily unimproved with the exception of a residential structure that is utilized for rental purposes. The existing site conditions limit development activities to the open field and woodland areas of the subject properties, which are proposed to occur on the western side of the relocated Valley Mill Road alignment as depicted on the proffered Generalized Development Plan. Floodplains The subject properties are identified on FEMA NFIP Map 510063- 0120 -B. The FEMA NFIP Map indicates that floodplain areas exist on tax parcels 55 -A -161, 55- A -165A, 55- A -166, 55 -A -167, 55- A -167A, and 55- A -174B, totaling approximately 10.5 acres. These floodplain areas are associated with the Abrams Creek and Ash Hollow stream channels located along the Berryville Pike and Valley Mill Road frontages of the subject properties. The proffered Generalized Development Plan directs land bay development away from the floodplain areas; however, some impacts to this environmental feature will be realized through the construction of the realigned Valley Mill Road intersection with Berryville Pike that is identified in the adopted Senseny /Eastern Frederick Urban Area Plan (SEFUAP). The Generalized Development Plan provides for the floodplain acreage to be consolidated into the Valley Mill Farm, LC property that is not proposed for development, and provides for this area along the Berryville Pike frontage to be dedicated to VDOT for future road improvements. Wetlands The National Wetlands Inventory Map does not identify wetland areas within the limits of the subject properties. A manmade pond exists in the central portion of the woodland area of the project, which drains to the southeast towards Abrams Creek. The manmade pond and drainage channel are located within the portion of the property that is proposed for residential development; therefore, the Applicant will conduct a detailed Wetlands File #5301 S 3 Greenway Engineering The Overlook Rezoning Delineation Study for the proposed development area to delineate any wetland areas prior to development activity on the property. Any wetland areas that are identified will be provided on the Master Development Plan to determine potential impacts and compliance with all Federal, State, and local requirements. Steep Slopes The subject properties contain minor areas of steep slope as defined, which are located primarily along the defined floodplain areas located along the Berryville Pike frontage portion of the site. It is anticipated that there will be minor impacts within the defined steep slope areas primarily due to the construction of the relocated Valley Mill Road. The projected impacted steep slope areas will be provided on the Master Development Plan to ensure compliance with County ordinance requirements. All areas of disturbance associated with the relocated Valley Mill Road of the Ash Hollow stream channel will be certified through geotechnical analysis during the site development process and all reports will be furnished to VDOT and the County for verification of this work. Mature Woodlands The subject properties are predominately covered with mature woodlands located within the proposed commercial and residential landbays; as well as the relocated Valley Mill Road realignment area. The proposed commercial and residential development adjoins an existing mobile home park, which will require buffers and screening to comply with the County Zoning Ordinance. The Applicant desires to maintain mature woodland areas where practical to meet buffer and screening requirements, and residential landscaping requirements. Therefore, the Applicant will identify the location of mature tree preservation areas on the Master Development Plan that can be utilized to meet these requirements. Soil Types The Soil Survey of Fredrick County published by the USDA Soil Conservation Service and the Frederick County GIS Database was consulted to determine soil types contained in this tract. The portions of the 56.48± acre properties proposed for development contain the following soil types: 1C — Berks Channery Silt Loam, 7 -15% slopes 41C — Weikert -Berks Channery Silt Loams, 7 -15% slope 41D — Weikert -Berks Channery Silt Loams, 15 -25% slope 41E — Weikert -Berks Channery Silt Loams, 25 -65% slope Table 5 of the Soil Survey does not identify any of the soil types located on the subject properties as prime farmland soils. File #53015 4 Greenway Engineering The Overlook Rezoning Table 10 of the Soil Survey identifies all soil types as moderate to severe for the development of roads, residential structures and commercial structures due to slope and depth to rock. Soils testing and compaction testing are standard practice for development projects and road construction; therefore, geotechnical reports verifying soils suitability will be conducted throughout the development of the subject site. The zoning and land uses for adjoining parcels are as follows: North: Zoned RA, Rural Area District South: Zoned RA, Rural Area District East: Zoned RA, Rural Areas District West: Zoned MH -1 District Zoned RA, Rural Areas District Use: Residential & Unimproved Use: Residential & Agricultural Use: Residential & Unimproved Use: Residential Residential & Agricultural The majority of the proposed development area adjoins the Blue Ridge Mobile Home Park, and a portion of the proposed development adjoins the McHale property, which is used for residential purposes. The Applicant desires to maintain mature woodland areas where practical to meet buffer and screening requirements, and residential landscaping requirements. The remainder of the surrounding properties that adjoin the proposed development are owned by the Applicant; therefore, development impacts to adjoining properties will be mitigated. The 55.46± acre subject site has approximately 1,900 linear feet of frontage along Berryville Pike (U.S. Route 7) and approximately 1,200 linear feet of frontage along Valley Mill Road (Route 659). The Senseny/Eastern Frederick Urban Area Plan (SEFUAP) recommends regional transportation improvements, which include the relocation and realignment of Valley Mill Road that establishes a new intersection and median crossing on Berryville Pike approximately 800 feet west of the existing intersection. The SEFUAP identifies the relocation and realignment of Valley Mill Road to align with the future Route 37 ramps that are planned for development on the north side of Berryville Pike. The SEFUAP recommendations will require the relocation and construction of approximately 1 /a -mile of Valley Mill Road, the relocation and File #53016 5 Greenway Engineering The Overlook Rezoning construction of a new median crossing, new eastbound and westbound turn lanes, and new traffic signalization on Berryville Pike. Therefore, the Applicant has met with VDOT and County representatives to discuss various matters including new right -of -way dedication needs, public right -of -way abandonment needs, and cost sharing options to ensure that the recommendations of the SEFUAP can be implemented. Additionally, VDOT has provided the Applicant with a letter advising that the VDOT Commissioner has the authority to approve the transfer of the abandoned public right -of -way to the property owner once it is no longer needed for transportation purposes without the need for action by the Commonwealth Transportation Board. A Traffic Impact Analysis (TIA) has been prepared for The Overlook project by Volkert, Inc., dated November 9, 2012, and revised June 5, 2013, which is included as a component of the Impact Analysis Statement. The TIA assumes the total build -out of 270 residential dwelling units and 35,300 square feet of commercial retail land use that is developed over a two -phase study period. Additionally, the TIA provides for a design year scenario subsequent to build -out of The Overlook project to provide information that considers the construction of the future Route 37 ramps. The TIA accounts for the build - out of six residential projects and one mixed -use residential and commercial project as background development in addition to the proposed development within The Overlook. The TIA studies turning movements and capacities at all major intersections that will be influenced by the relocated Valley Mill Road, including three intersections along the Berryville Pike (U.S. Route 7) corridor, three intersections along the Valley Mill Road corridor, one intersection along the Senseny Road corridor, and the new intersections along Valley Mill Road that provide access to The Overlook project. The TIA provides for a Level of Service (LOS) analysis for AM and PM peak hour weekday and Saturday traffic volumes, as well as Average Daily Trip (ADT) volumes for existing, background, and build -out conditions for the two -phase study; as well as for the design year scenario that considers the construction of the future Route 37 ramps. The TIA provides recommended improvements to the regional transportation network that will mitigate the impacts associated with the build -out of The Overlook Project and facilitate acceptable LOS at all studies intersections, which are the result of this project, as well as the traffic impacts associated with the seven projects identified in the background analysis. Phase 1 of the TIA accounts for the background projects agreed upon during the project scoping with VDOT and Frederick County, and includes the build -out of 270 residential units and 4,100 square feet of commercial retail within The Overlook. The TIA modeling demonstrates that the new Valley Mill Road intersection with Berryville Pike will be signalized as part of this study phase, and accounts for the signalization of the new Haggerty Connection intersection with Berryville Pike, which was proffered by the developer of that project. The regional transportation network improvements suggested during the Phase 1 development of The Overlook project create an acceptable LOS at all intersections analyzed in the TIA. These improvements include the relocation of Valley Mill Road, new traffic signalization at the intersection of Valley Mill Road and Berryville Pike, new right and left turn lanes for the eastbound Ianes on Berryville Pike, and a new left turn lane for the westbound lanes on Berryville Pike. File #5301S 6 Greenway Engineering The Overlook Rezoning Phase 2 of the TIA accounts for the assumptions utilized in Phase 1 and provides for the build -out of the remaining commercial retail square feet within The Overlook, as well as annualized traffic growth throughout the study area. The Phase 2 TIA modeling demonstrates that the commercial land bay intersection with the relocated Valley Mill Road may warrant traffic signalization to maintain an acceptable level of service. The Phase 2 TIA modeling demonstrates that the signalized intersections at Valley Mill Road/Berryville Pike and Greenwood Road/Berryville Pike experience minor decreases in level of service at project build -out; however, these intersections still function at an acceptable level of service. Additionally, the TIA provides for a design year build -out phase that accounts for the assumptions utilized in Phase 2, as well as annualized traffic growth throughout the study area, and the introduction of the new Route 37 on and off ramps at Berryville Pike. The TIA concludes that regional improvements may be required along Berryville Pike to accommodate the introduction of the new Route 37 interchange at this location. The Applicant's proffer statement provides several items that are consistent with the results of the TIA to mitigate transportation impacts associated with this project. The Applicant has offered to dedicate right -of -way and easements necessary for the collector road system recommended by the SEFUAP, as well as for future improvements that may be required along Berryville Pike to accommodate the future Route 37 interchange. The location and right -of -way sufficient for the construction of two eastbound travel lanes; two westbound travel lanes; a center left turn lane; right turn lanes at all full access entrances; left, right, and through stacking lanes for westbound traffic at the intersection of Berryville Pike; and two receiving lanes for eastbound traffic at the intersection of Berryville Pike has been determined based on meetings with VDOT and the County's Director of Transportation Planning. The Applicant has offered to complete the ultimate section of the relocated Valley Mill Road between Berryville Pike and the full access entrance to the commercial land bay and for two lanes of the relocated Valley Mill Road between the commercial land bay and the existing section of Valley Mill Road in conjunction with the first phase of development. This proffered condition will ensure that Valley Mill Road is relocated to a new intersection at Berryville Pike. This new intersection will include signalization, a new median crossing, and appropriate left and right turn lanes. Additionally, the Applicant has offered to limit entrance access into the commercial and residential land bays and provide signalization to include an access management exception request at the new commercial entrance should VDOT determine that warrants are met. The Applicant's proffer statement provides information to demonstrate the public right -of -way area that will need to be abandoned following the completion of the Valley Mill Road realignment. The Applicant is requesting support of a revenue sharing program project and an abandonment request from the Board of Supervisors through a separate agreement for The Overlook project. File #5301 S 7 Greenway Engineering The Overlook Rezoning SEWAGE CONVEYANCE AND TREATMENT The 55.46± acre subject property is located within the Urban Development Area (UDA) and the Sewer and Water Service Area (SWSA). A public sewer system including an 8" sanitary sewer gravity line exists on a portion of the subject property, which drains to an existing 30" sanitary sewer transmission main also located on the subject property. The residential and commercial land uses within The Overlook development will be designed to direct effluent to the 30" sanitary sewer transmission main, which directs effluent to the Opequon Water Reclamation Facility (OWRF). Based on comparable discharge patterns, the Frederick County Sanitation Authority (FCSA) has determined that 235 gallons /day per residential connection and 75 gallons /day per 1,000 square feet of commercial development is an appropriate calculation for estimating the sewer impact for the residential and commercial land uses. Q = 235 gallons /day /acre per residential connection Q = 235 GPD x 270 residential connections Q = 63,450 GPD projected at residential build -out Q = 75 gallons /day /acre per 1,000 square feet commercial Q = 75 GPD x 35.8 (35,800 sq.ft. /1,000 sq.ft.) Q = 2,685 GPD projected at commercial build -out TOTAL: Q = 66,135 GPD at project build -out The proposed build -out of The Overlook residential and commercial project is estimated to add 66,135 gallons per day to the public sewage conveyance system. The development project will direct effluent to the OWRF, which has a design capacity of 12.6 MGD. The Frederick - Winchester Service Authority (FWSA) has advised that Frederick County owns 5.475 MGD of the total design capacity and is currently using 2.434 MGD, or 44% of this allocated capacity. The Overlook project is estimated to utilize 0.021% of the remaining design capacity allocated to Frederick County at build -out; therefore, the OWRF has adequate capacity to provide treatment of the projected sewer demand of 66,135 GPD created by The Overlook project. WATER SUPPLY The 55.46± acre subject property is located within the Urban Development Area (UDA) and the Sewer and Water Service Area (SWSA). The Frederick County Sanitation Authority (FCSA) owns and operates the public water infrastructure near The Overlook project, and currently has 8 -inch water lines that serve the Mill Race Estates and Blue Ridge Mobile Home Park subdivisions to the west of the proposed development. File #53013 8 Greenway Engineering The Overlook Rezoning Based on comparable consumption estimates, the Frederick County Sanitation Authority (FCSA) has determined that that 235 gallons /day per residential connection and 75 gallons /day per 1,000 square feet of commercial development is an appropriate calculation for estimating the water impact for the residential and commercial land uses. The figures below represent the impact that the total build -out of the proposed land uses will have on the water supply and treatment systems. Q = 235 gallons /day /acre per residential connection Q = 235 GPD x 270 residential connections Q = 63,450 GPD projected at residential build -out Q = 75 gallons /day /acre per 1,000 square feet commercial Q = 75 GPD x 35.8 (35,800 sq.ft. /1,000 sq.ft.) Q = 2,685 GPD projected at commercial build -out TOTAL: Q = 66,135 GPD at project build -out The Applicant has prepared a water model report for The Overlook project to evaluate the capacity of the existing water system near the proposed development, which is included as information with this application. The water model calls for the extension of the fl- inch water lines serving the Mill Dace Estates and Blue Ridge Mobile Home Park subdivision that are looped to provide for redundancy within the water system. The results of this analysis demonstrates a minimum steady state system pressure of 87.6 psi, which exceeds the minimum 40 psi requirement of the FCSA. The analysis demonstrates a minimum system fire flow of 1,528 gpm, with a minimum zone pressure of 40 psi, which exceeds the minimum 1,000 gpm requirement of the FCSA. The FCSA water transmission system provides water service to this area of the community via the Stephens City quarry system from the James H. Diehl Water Filtration Plant and the Clearbrook quarry system from the North Water Filtration Plant. These systems currently provide 6.0 MGD and can be increased to 10 MGD. Additionally, the FCSA purchases water from the City of Winchester to further supplement the capacity of potable water required to serve properties within the UDA and the SWSA. Therefore, the FCSA has the capacity to provide potable water for The Overlook project based on the estimated 66,135 GPD needed at project build -out. The 55.46± acre subject property is naturally divided into two distinctive drainage areas, which direct drainage from the northern portion of the site towards Ash Hollow, and from the western, central, and southern portion of the site towards Abrams Creek. The proffered GDP for The Overlook demonstrates that the commercial landbay and the lower portion of the residential land bay will direct drainage towards Ash Hollow, while File #5301 S 9 Greenway Engineering The Overlook Rezoning the remaining residential landbay area will direct drainage towards Abrams Creek. Drainage associated with the development of the relocated Valley Mill Road will be designed to meet VDOT requirements. The Applicant will work with the County Engineer during the Master Development Plan process to determine the most appropriate approach to accommodate stormwater management facilities within The Overlook that meet quality and quantity measures at the time of development. Additionally, the Applicant will incorporate narratives on the Master Development Plan that account for needs associated with the 2014 County - Managed Stormwater Program, if applicable, for review and approval prior to land disturbance activities associated with The Overlook project. The impact on solid waste disposal facilities can be projected from an average annual business consumption of landfill volume of 5.4 cubic yards per 1,000 square feet of structural floor area and an average annual residential consumption of 5.4 cubic yards per household (Civil Engineering Reference Manual, 4 t11 edition). The following figures show the increase in average annual volume based on the 35,800 square feet of commercial land use, and 270 residential units that are projected to develop within The Overlook project: AV = 5.4 Cu. Yd. per 1,000 square feet AV = 5.4 Cu. Yd. x 35.8 (35,800 sq.ft. /1,000 sq.ft.) AV = 193 Cu. Yd. at commercial build - out/yr, or 135 tons /yr at build -out AV = 5.4 Cu. Yd. per household AV = 5.4 Cu. Yd. x 270 residential units AV = 1,458 Cu. Yd. at residential build -out, or 1,020 tons /yr at build -out TOTAL AV = 1,155 tons /yr at build -out The Municipal Solid Waste area of the Regional Landfill has a current remaining capacity of 13,100,000 cubic yards of air space. The projected build -out of The Overlook project will generate 1,155 tons of solid waste at build -out annually on average. This represents a 0.57% increase in the annual solid waste received by the Municipal Solid Waste area of the Regional Landfill, which currently averages 200,000 tons per year. The commercial land use portion of the project will utilize commercial waste haulers for trash pickup service; therefore, impacts at the citizen convenience centers will be reduced and tipping fees will be generated that will create a continuous revenue source for the Regional Landfill by a portion of the proposed project. File #5301 S 10 Greenway Engineering The Overlook Rezoning HISTORICAL SITES AND STRUCTURES The Frederick County Rural Landmarks Survey does not identify structures on the 55.46± acre subject property that are deemed potentially significant. The Frederick County Rural Landmarks Survey identifies Valley Mill Farm ( #34 -108) as a National Register Landmark, which is located on property immediately adjacent to The Overlook. Additionally, the National Park Service Study of Civil War Sites in the Shenandoah Valley identifies the subject property frontage along Berryville Pike as a containing a portion of the 3 rd Winchester Core Battlefield area (Berryville Canyon). The Valley Mill Farm ( #34 -108) is owned by Timothy and Mary Stafford, who are the Applicant for The Overlook rezoning application. The Stafford's are working with VDOT and Frederick County to relocate Valley Mill Road to the west of Valley Mill Farm, which will allow for the conversion of the public right -of -way between the one- lane low water bridge crossing of Abrams Creek and the frontage of Valley Mill Farm to a private access drive. The relocation of Valley Mill Road will allow for Valley Mill Farm to be protected from existing traffic impacts and from future development activities such as the reconstruction of the one -lane low water bridge adjacent to the Valley Mill Farm residence and outbuildings. The Berryville Canyon portion of the 3rd Winchester Core Battlefield area is located along the Berryville Pike frontage of The Overlook, which is planned for the future Route 37 interchange area. The Applicant's proffer statement dedicates the majority of the property that fronts on Berryville Pike to the west of the new relocated Valley Mill Road to VDOT for use in the regional improvements associated with the future Route 37 interchange area. The Applicant is retaining the portion of the Berryville Canyon that adjoins the existing Valley Mill Road and is consolidating this land area into the Valley Mill Farm ( #34 -108), which will protect this from future development. IMPACT ON COMMUNITY FACILITIES Fire and Rescue The development of commercial retail and residential land use will create an impact to fire and rescue services in this area of the community. The Applicant has provided a monetary contribution to Frederick County consistent with the community service impact values determined by the County Development Impact Model to mitigate this impact. Additionally, the County will receive revenues from the commercial development annually, which will further offset impacts to fund community services. File #5301 S 11 Greenway Engineering Parks and Recreation The Overlook Rezoning The development of residential land use will create an impact to parks and recreation services within the community. The Applicant has provided a monetary contribution to Frederick County consistent with the community service impact values determined by the County Development Impact Model to mitigate this impact. Additionally, the County will receive revenues from the commercial development annually, which will further offset impacts to fund community services. Educational Facilities The development of residential land use will create an impact to public school services in this area of the community. The Applicant has provided a monetary contribution to Frederick County consistent with the community service impact values determined by the County Development Impact Model to mitigate this impact. Additionally, the County will receive revenues from the commercial development annually, which will further offset impacts to fund community services. General Government The development of residential land use will create an impact to general government services within the community. The Applicant has provided a monetary contribution to Frederick County consistent with the community service impact values determined by the County Development Impact Model to mitigate this impact. Additionally, the County will receive revenues from the commercial development annually, which will further offset impacts to fund community services. File #5301S 12 ILI Iaad 00£ = gaul l 3lVOS A,.4..gaj Ie4uawaa1nu3 aa4.malseaN 8 aal@NI . sispualag lmuawuollnuS . ..a lld . sao6anmg . saaaul8u3. 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I Q sq n r n Q � n � r � Q � � U O - W) W C CO m Q p Q 0 Y O� uj W U) w > v 0 0 O Cl) w ° a� LL u w o v 0 0 M leed 009 = 4.-I l ]1VOS NoleJOge'7 �eleaWUwi,n113 !aleMalS � Qda) � . sl :?WPsieWw 4 3 . s, ld • ­4­S S . 5,2386 3 . dvN SDb:jni D_� ORJOlSIH anna ),s cla Nolsacll SOSS 011o3road zIoz -CZ-e alva wa�auaxemuaals nwr�, VINIO2J A ),iNnoo)i0N303HA erse- zzcboSK.� se�rzss ovsaaovaziai ^'� Z323 101NiSI0 1VIN31SIOVA0f180321 `JNINO zoszz e!ui6ir'alsaaaaw, aue�eiw+xc�n lel J100 0 3H1 dVA S3HAiV3d M101SIH 9NIa33NIJN3 AVMN33UJ oNINOZ3a )iOOla3AO 3H1 a O j' O \ O N 3 N m H \ \ w w O Y O p \ ° 6 LO a N o m � w J � J ° LL j o a w ° d � v 06 O y C w m 5 U U O m 0 �\ LJ ® U O ° n ° axao l � Db�'1NanS a NN W a a > LU of 5 " 5 � o OL of U ° > ^ c a O 0 0 a W LO a o� °a 0 J _J W J J 1 `I/Qa -771W SpppM MILL= RACE DR 1S_213JNIJJ N GR M�L / W rt W l � REBECCA DR THE OVERLOOK Traffic Impact Study Prepared Far: Tim Stafford 1494 Valley Mill Road Winchester, VA 22602 Prepared By: VOLK EA RT Volkert, Inc. 5400 Shawnee Road, Suite 301 Alexandria, VA 22312 Ph: 703,642.8100 Fax: 703.642.8106 November 9, 2012 Revised June 5, 2013 Located in: Frederick County, Virginia Table of Contents Description Page # Report Summary and Methodology ...... ............................... 4 Existing Conditions .......................... ............................... 6 Phase 1 Development Description ........ ............................... 10 2015 Background Conditions ............... ............................... 10 Phase 1 Trip Generation ................... ............................... 13 Phase 1 Trip Distribution And Trip Assignments ..................... 13 2015 Phase 1 Build -Out Conditions ..... ............................... 13 Phase 2 Development Description ........ ............................... 21 2020 Background Conditions .............. ............................... 21 Phase 2 Trip Generation ................... ............................... 24 Phase 2 Trip Distribution And Trip Assignments ..................... 24 2020 Phase 2 Build -Out Conditions ..... ............................... 24 "Design Year" Development Description .............................. 31 2026 "Design Year" Background Conditions .......................... 31 "Design Year" Trip Distribution And Trip Assignments............ 31 2026 "Design Year" Build -Out Conditions .............................. 31 Conclusions ................................... ............................... 40 -43 Access Management ........................ ............................... 43 Pedestrian and Bicycle Accommodations ............................. 43 Background Developments Location Map ........................... Appendix Background Developments Trip Distribution ........................ Appendix VDOT Scoping Document ................. ............................... Appendix Existing Traffic Count Data ............... ............................... Appendix Generalized Development Plan .......... ............................... Appendix V OLKE RT The Overlook — Revised Tragic Impact Stu June 5, 2013 Page 1 List of Figures Figure # Description Page # 1 Vicinity Map 5 2 Existing Traffic Volumes 7 3 Existing Lane Geometry and Levels of Service 8 4 2015 Background Traffic Volumes 11 5 2015 Background Lane Geometry and Levels of Service 12 6 Phase 1 Trip Distribution Percentages 14 6A Phase 1 Trip Distribution Percentages at Site - Driveways 15 7 Phase 1 The Overlook development Trip Assignments 16 8 2015 Phase 1 Build -out Traffic Volumes 17 9 2015 Phase 1 Build -out Lane Geometry and Levels of Service 18 10 2020 Background Traffic Volumes 22 11 2020 Background Lane Geometry and Levels of Service 23 12 Phase 2 Trip Distribution Percentages 25 13 Phase 2 The Overlook development Trip Assignments 26 14 2020 Phase 2 Build -out Traffic Volumes 27 15 2020 Phase 2 Build -out Lane Geometry and Levels of Service 28 16 2026 "Design Year" Background Traffic Volumes 32 17 2026 "Design Year" Background Lane Geometry and LOS 33 18 "Design Year" Trip Distribution Percentages 34 19 "Design Year" The Overlook development Trip Assignments 35 20 2026 "Design Year" Build -out Traffic Volumes 36 21 2026 "Design Year" Build -out Lane Geometry and LOS 37 A Background Developments Location Map Appendix Al -A7 Background Developments: Trip Distribution Percentages Appendix V O The T �,-,�� Overlook— Revised Traffic Impact Study L � ( J June 5, 2013 Page 2 List of Tables Table # Description Page # 1 Existing Levels of Service, Delay and Back of Queue Results 9 2 2015 Background Trip Generation Summary 10 3 Phase 1 Trip Generation Summary 13 4 2015 Background and Phase 1 Build -out LOS /Delay /Queue 19 -20 5 2020 Background Trip Generation Summary 21 6 Phase 2 Trip Generation Summary 24 7 2020 Background and Phase 2 Build -out LOS /Delay /Queue 29 -30 8 2026 "Design Year" Background and Phase 3 Build -out 38 -39 LOS /Delay /Queue VO LKE R T The Overlook— Revised Traf is Impact Stu June 5, 2013 Page 3 OVERVIEW Report Summary Volkert, Inc. has prepared this document to present the traffic impacts associated with the proposed The Overlook development to be located along the south side of Route 7 (Berryville Pike), west of Valley Mill Road (Route 659), in Frederick County, Virginia. The Study is based upon a projected development program of 270 single- family detached units, 21,800 square feet of Retail, a Convenience Mart/ Fast Food (2,000 square feet) with a 16 pump Gas Station, a 4,100 square foot Drive -in Bank and a 7,400 square foot High- Turnover "Sit Down" Restaurant. Access is to be provided along Route 7 via a relocated Valley Mill Road. Build -out is anticipated to occur over two (2) transportation phases by the Year 2020. Weekday AM peak hour, weekday PM peak hour and Saturday peak hour midday analyses are provided for Existing, 2015 Phase 1 Background (no- build), 2015 Phase 1 build -out, 2020 Phase 2 Background, 2020 Phase 2 Build -out, 2026 "Design Year" Background and 2026 "Design Year" Build -out conditions. The Overlook development Generalized Development Plan (GDP) is included in the Appendix section of this Report. Figure 1 is provided to illustrate the location of the proposed The Overlook development with respect to the surrounding roadway network. Methodology All methodology utilized in this Report is based upon an "approved" scoping letter established between the Applicant, the Virginia Department of Transportation (VDOT) and the Frederick County Planning Department. Documentation associated with this scoping letter is provided in the Appendix section of this Report. The traffic impacts accompanying The Overlook development were obtained through sequence of activities as the narratives that follow document: • Collection and evaluation of existing traffic data, • Assessment of background traffic (includes planned projects in the area of impact), • Calculation of trip generation for the proposed The Overlook development, • Distribution and assignment of The Overlook development- generated trips onto the study area roadway network, • Analysis of capacity and level of service using the latest version of Synchro for existing and future conditions. VOLKEDINT The Overlook — Revised Traf icImpact Study June 5, 2013 Page 4 The Overlook FIGURE 9 Vicinity Map EXISTING CONDITIONS Volkert, Inc. conducted weekday AM, weekday PM and Saturday midday peak hour manual turning movement counts at the intersections of Route 7 (Berryville Pike) /Valley Mill Road (Route 659), Route 7 /Greenwood Road (Route 656), Greenwood Road/Valley Mill Road, Valley Mill Road/ Channing Drive and Senseny Road (Route 657) / Channing Drive in Year 2010. In order to represent the current year (Year 2012) traffic condition, the counts were increased by applying an annual compounded growth rate of 0.25% from Year 2010 to Year 2012. ADT (Average Daily Traffic) was established along each of the study area roadway links using a "k" factor (the ratio of PM peak hour traffic volumes to 24 -hour traffic volumes) of 8% based upon the current VDOT traffic data. Figure 2 shows the existing weekday and Saturday ADT, as well as the weekday AM /PM and Saturday mid -day peak hour traffic volumes, at key locations within the study area. Figure 3 shows the corresponding existing lane geometry and peak hour levels of service results. All traffic count data and Synchro levels of service worksheets are included in the Appendix section of this Report. Table 1 is provided to show the existing levels of service, vehicle delay and 95 percentile back of queue, by lane group /approach, for each of the study area intersections. V The Overlook— Revised Traffic Impact Study OLKERT June 5, 2013 Page 6 LEGEND O 1 6VTERSECT/ON / X(Y)[Z] AM PEAK HOUR (PM PEAK IfOUR)[SATURDAYPEAK HOUR] N 1Q AVERAGE DAILY TRIPS H- a 2 9 WEEKOAYAOT SATURDAYADT 7 1 26420 19160 2 24500 18840 r... , U 3 3180 1630 656 ry 4 3180 1630 8 5 23900 22190 3 ° SITE 6 22200 23930 659 7 5570 4540 s 1'1I.LEY LL R 1tD 6 6650 3750 959 4 9 11410 6400 19 5120 3030 13 11 4090 2890 12 3470 1690 13 3110 2190 14 2000 2180 15 7690 5900 7q 16 9160 7520 5 5 O ]667j( 38)Ilj I �4$01 - 5/(22 )1I� � I 4 c W O N T O ® O 94 gi w ! z 859 �se(IIe)Is61 h o �7569(96S f{/ ^ 69( !3 17 4146gJ!>% 1/ \ >617 2 )! 71 "9Jr6gJlp8 659 5 ` J W17 )(10 s193�6 �1 659 l2521132 Itst� �a9 l �"1(19>j e,Z (1211(ib9)114� �� � N ti` 656 ` ° N 8 A� The Overlook FIGURE 2 Existing (2012) Traffic Conditions LEGEND Oi INTERSECTION# LANE CONFIGURATIONS N ' TRAFFIC SIGNAL STOP SIGN xcnm ANPEAKHOUR (PM PEAKHOUR)ISATURDAYPEAKHOURI * DENOTES UNStG CRITICAL MOVEMENT k 2 v 858 3 SITE 659 'ALLEYyRLL RD L (t9 A c 5 O UNGNALI ED �INT 859 O tHTPRSECTiON O /NTER ® �NTERSECTION O 1 S TERS IGNALIZED G9 8 o LOS C (B)IBI LOS= B (B)IBI LOS= B (B)[B] A(B)IAI 859 5 BB B) m �cl(C)c 656 � z The Overlook FIGURE 3 Existing (2012) Lane Geometry & LOS Table 1 The Overlook Levels of Service, Delay and Back of Queue (95 %) Results Existing Conditions EB = Eastbomid, WB = Westbomid, NB = Nortbbomid, SB — Southbomid, L: Left, T:Thru, R: Right VOLKERT The Overlook — Revised Traffic Impact Study June 5, 2013 Page 9 Existing Conditions Imtersecfion AM Peak Hour PM Peak Hour Saturday Peak Hour LOS Delay (in sec) Queue (in feet) LOS Delay (in sec) Queue (in feet) LOS Delay (in sec) Queue (in feet) EB/WB: Route 7 NB: Valley MID Road Traffic Control: Stop Sign EB/U N/A N/A N/A N/A N/A N/A NA N/A N/A EB/T N/A N/A N/A N/A N/A N/A N/A NA MA EB/R. N/A N/A N/A N/A N/A N/A N/A N/A N/A EB LOS N/A N/A N/A WB /L B 12s. 8 ft B 10 S. 19 ft A 10 WB/T N/A N/A N/A N/A N/A NA N/A N/A N/A WB LOS N/A N/A N/A NB/LR D 25 s. 79 ft B 14 s. 15 ft B — 12s, 9 a NB LOS N/A N/A N/A OVERALL N/A N/A N/A EB/WB: Route 7 NB: Greenwood Road SB: First Woods Drive Traffic Control: Signaliration EB/L D 45 s. 88 ft D 38 s. 16 ft C 33 s. 11 ft EB /T C 31 s. 354 ft C 23 s. 224 ft B 19s. 207 ft EB/R B 12s. 26 ft A 7 s. 29 ft A 5s. 38 ft EB LOS C C B WB/L D 41 s. 41 ft C 34s. 150 ft C 33 s. 81 ft WB/T C 30s. 216 ft B 11 s. 233 ft B 12s. 207 ft WB/R A 7s. 32 ft A 4s. 5 ft WB LOS C B B NB/LTR D 50 s. 376 ft B 20 s. 120 ft B 12s. 67 ft NB LOS D B B SB/LT C 33 s. 124 ft C 22s. 76 ft B 20 s. 32 ft SB/R B 12s. 23 ft B 13 s. 11 ft A 8 s. 25 it SB LOS C C B OVERALL C B B EB/WB: Valley Mill Road NB /SB: Greenwood Road Traffic Control: Signaliration EB/L C 31 s. 43 ft C 25 s. 37 ft C 25 s. 32 ft EB/TR C 22s. 98 ft C 28 s. 170 ft C 21 s. 101 ft EB LOS C — 55f C C WB/L B 20s. B 19 s. 55 ft B 16s. 35 ft WBTR B 17 s. 103 d B 14s. 63 ft B 12 s. 38 ft WB LOS B B B NB/L A 10 s. 81 it B 14 s. 112 ft A 9s. 51 ft NB IR A 9 s. 119 ft B 10 s. 133 ft A 7 s. 50 ft NB LOS A B A SB/L A 8 S. 16 ft B 11 s. 27 ft A 9 s. 13 ft SB/TR A 8 s. 74 ft B 11 s. 160 ft A 8 s. 68 ft SB LOS A B A OVERALL B B B WB: Valley Mill Road NB: Charming Drive SB: Valley Mill Road Traffic Control: Stop Sign WB/L A 10s. 8$ B 10 s. 12 ft A 9s. 5 ft WB/R N/A N/A N/A N/A N/A N/A WB LOS N/A N/A N/A NB/T N/A N/A N/A N/A N/A N/A N/A N/A N/A NB/R N/A N/A N/A N/A N/A N/A N/A N/A N/A NB LOS N/A N/A N/A SB/L A 8 s. 7 ft A 8 s. 4 ft A 8 S. 2 ft SB/T N/A N/A N/A N/A N/A N/A N/A N/A NA SB LOS N/A N/A N/A OVERALL N/A N/A N/A EB/WB: Senseny Road SB: Charming Drive Traffic Control: Signali7ation EB/L B 16s. 33 ft B 16s. 46 ft 7=F-719 s. 49 ft EB/T B 15 s. 74 ft B 20s. 150 ft C 23 s. 136 ft EB LOS B B C WB/T C 21 s. 148 ft B 17 s. 119 ft C 20 s. 107 ft WB /R A 6 s. O ft A 6s. 8 ft A 8 s. 9 ft WB LOS C B B SB/L A 7 s. 8ft A 7 s. 8 ft A 6 s. 8 ft SB/R A 3s. 15 ft A 3s. 16ft A 1 2s. 1 15 ft SB LOS A A A OVERALL B B B EB = Eastbomid, WB = Westbomid, NB = Nortbbomid, SB — Southbomid, L: Left, T:Thru, R: Right VOLKERT The Overlook — Revised Traffic Impact Study June 5, 2013 Page 9 PHASE 1 TRAFFIC ANALYSES (2015) The proposed Phase 1 development is to include 270 single - family detached units and a 4,100 square foot Drive -in Bank. Access is to be provided via four (4) site - driveways located along the relocated Valley Mill Road (Route 659). Access to the retail parcel is provided via the northernmost driveway. Access to the residential parcels is provided via three (3) other driveways. All driveways are stop - controlled. Phase 1 is to be built -out by Year 2015. 2015 BACKGROUND CONDITIONS In order to determine the 2015 background traffic conditions, Volkert, Inc. increased the existing traffic volumes, shown on Figure 2, using a rate of 0.5% per year through Year 2015. Per the September 2012 VDOT /County approved Scoping Agreement, 20% of the Greenwood Road traffic volumes were then reassigned to the new intersection of Route 7 /Valley Mill Road. Additionally, all trips relating to specific future "other developments" located within the vicinity of the site were incorporated. Table 2 is provided below to summarize the 2015 "other developments" trip generation as determined using rates provided by VDOT (Apartment and Townhouse /Condo residential uses) as well as those included in the 7 Edition of the Institute of Transportation Engineers' (ITE) TYi2 Generation Report Figure A is provided in the Appendix section of the report showing the location the background developments. Figures Al through A7 area also provided in the Appendix showing the trip distribution percentages associated with each of the background developments. Figure 4 shows the 2015 background weekday and Saturday ADT, as well as the weekday AM /PM and Saturday mid -day peak hour traffic volumes, at key locations within the study area. Figure 5 shows the corresponding 2015 background lane geometry and peak hour levels of service results. All Synchro levels of service worksheets are included in the Appendix section of the Report. Table 2 2015 Background "Other Developments" Trin Gpnvratinn Cnmmary Code Land Use Amount AM Peak Hour PM Peak Hour AD,I' Saturday Peak Hour �, In Out Total In Out Total In Out Total Red -Bud Run 210 Single- Family Detached 25 units 7 20 27 19 11 31 290 19 11 31 286 Total 7 20 27 19 11 31 290 19 11 31 286 Twin Lakes Phases 9 and 10 210 Single- Family Detached 65 units 14 41 55 46 27 73 700 46 27 73 702 230 Townhouse /Condo• 71 units 10 37 47 38 21 58 585 30 24 54 549 Total 24 78 102 84 48 131 1 1,284 76 51 126 1,251 Lynnhaven 210 Single - Family Detached 3 units 3 9 12 3 2 5 41 3 2 5 39 820 Retail 87,120 SF 88 56 144 274 297 572 6,209 412 380 791 8,471 po.,­..,oe Rw Total 91 65 156 277 299 576 6,250 414 382 796 8 Fieldstone Development 230 Townhouse /Condo` 93 units 13 47 60 49 27 76 760 39 31 69 719 Total 13 47 60 49 27 76 760 39 31 69 719 Sovereign Village 210 Single - Family Detached 42 units 10 29 39 31 18 49 468 31 18 49 466 220 Apartment* 64 units 9 30 39 32 18 50 503 30 18 48 499 820 Retail 104,544 SF 98 63 161 309 335 645 6,990 463 428 891 9,502 Total 18 59 78 63 36 99 971 61 37 97 ,964 Haggerty Property 210 Single - Family Detached Igo units 34 102 135 115 67 182 1,786 115 67 182 1,829 220 Apartment* 60 units 8 28 36 30 17 47 472 28 17 45 468 230 Townhouse /Condo` 60 units 9 31 40 32 18 50 497 25 20 46 464 Total 51 161 211 1 1.77 102 278 2,754 168 105 273 2,760 Opequon Crossing 210 Single - Family Detached 155 units 29 88 118 100 59 159 1,556 100 59 159 1,589 230 Townhouse /Condo* 170 units 23 84 107 88 48 136 1,364 19 55 124 1,314 Total 53 173 225 188 107 295 2 920 169 114 283 2,903 i. , civ provwc oyv—,. VOLKERT The Overlook— Revised Traffic Impact Study June 5, 2013 Page 10 LEGEND lO INTERSECTION# X(Y)[Z] AM PEAK HOUR (PM PEAK NOUR)[SATURDAYPEAK HOUR] 117 AVERAGE DAILYTRIPS (ADT) # SITE 29 1 FUTURE LOCATION i FUTURE LOOATfON O (k WEEKDAYADT SATURDAYAOT 31745 24748 29558 23981 6362 5092 6382 5092 29063 27554 28715 29973 5955 5504 7265 4694 11100 6010 7185 5264 4750 3340 5672 5152 7054 6971 7217 8712 9780 8377 12606 11805 10 m c � Ai 8'1(!78 �8y1 0 [301(34)37 5l(46 [751199)64�� 85 .31( 93)116 a O 0 87(145)[73] ,v a ISg 73(198)[164] 8$� 65 b (I)91 �2ISS� I e 12171(3 4)1 a� ^312(27 )!I II z N � z4 y ~ °iI6J'S�� FUTURE FUTURE FUTURE FUTURE INTERSECTION INTERSECTION INTERSECTION INTERSECTION s� o{ o w a The Overlook FIGURE 4 2015 Background Traffic Conditions � (138 1 10, 1 `4 ��91g9 4 � �� `1on9110 l�� ce &56 °ww 0 87(145)[73] ,v a ISg 73(198)[164] 8$� 65 b (I)91 �2ISS� I e 12171(3 4)1 a� ^312(27 )!I II z N � z4 y ~ °iI6J'S�� FUTURE FUTURE FUTURE FUTURE INTERSECTION INTERSECTION INTERSECTION INTERSECTION s� o{ o w a The Overlook FIGURE 4 2015 Background Traffic Conditions LEGEND OI INTERSECTION# W 6 LANE CONFIGURATIONS TRAFFIC SIGNAL STOP SIGN X(1)[Z] AM PEAKHOUR(PM PEAK HOUR)[SATURDAY PEAK HOUR] * DENOTES UNSIGNALRED CRITICAL MOVEMENT w R 2 o a.Ekxn,IL `pBCE s58 SITE 1 3 859 VgLLE.Y OQL RD `, •' a 8 Y PL Q Qv 4 859 2 � d o C. O SIGNALIZED INTERSECTION LOS- S(B)IBI B)818 s ° � 659 O INTERSECTION SIGNALIZED LOS. B(B)IBI O I SIGNALIZED ECTION ® �RSECTION D S O INTE RSECTION o y ' [ LOS•B(B)IBI < LOS- S(B)IBI Q A �7 �8�ita] 659 BBnsr LI ra �� tS 0 [ci<Qc 859 LI LI ( �Irc18 B( A))a) T 856 2 A © SIG N iLUM INTERSECTION O ® 9 10 LOS= C(B)IBI FUTURE FUTURE FUTURE FUTURE INTERSECTION INTERSECTION INTERSECTION INTERSECTION �p vv v s The Overlook FIGURE 5 2015 Background Lane Geometry & LOS PHASE 1 TRIP GENERATION Volkert, Inc. utilized the latest 8 Edition of the Institute of Transportation Engineers' (ITE) Trip Generation Report to establish the total trips for Phase 1 of The Overlook. Table 3 is provided to summarize the total trip generation associated with Phase 1 of the development. Table 3 Proposed Development: The Overlook Phase 1 Trin Generatinn 4nmmary ITE Code Land Use Amount In AM Peak Out Hour Total In PM Peak Out Rau Total ADT In Sat Peak Out Hour Total. ADT 210 Single - Family Detached 270 units 50 149 199 162 95 257 2700 132 117 250 2720 912 Drive -in Bank 4,100 SF 28 22 51 53 53 106 607 57 52 109 354 TotaITrips 78 171 249 215 148 363 3,307 189 170 359 3,074 PHASE 1 TRIP DISTRIBUTION AND TRIP ASSIGNMENT The distribution of trips was based upon local travel patterns for the roadway network surrounding the proposed site. Access to the site is provided Per the VDOT /County approved Scoping Agreement, Volkert, Inc. utilized the trip distribution percentages shown in Figure 6 to assign the proposed The Overlook Phase 1 development trips (Table 3) throughout the study area roadway network. Figure 6A is provided to show the percentages of site generated trips entering and exiting each of the site - driveways. Figure 7 shows the development - generated trip assignments for the weekday and Saturday ADT, as well as the weekday AM/PM and Saturday mid -day peak hours. PHASE 1 (2015) BUILD -OUT CONDITIONS The Phase 1 development assigned trips (Figure 7) were added to the 2015 background traffic volumes (Figure 4) to obtain 2015 build -out conditions. Figure 8 shows the 2015 Phase 1 build -out weekday and Saturday ADT, as well as the weekday AM/PM and Saturday mid -day peak hour traffic volumes, at key locations within the study area. Figure 9 shows the corresponding build -out lane geometry and peak hour levels of service results. All Synchro levels of service worksheets are included in the Appendix section of this Report. Volkert, Inc. has provided Table 4 to show the 2015 background and Phase 1 build -out levels of service, vehicle delay and 95 percentile back of queue, by lane group /approach, for each of the study area intersections. The Overlook— Revised Traffic Impact Study VOLKERT June 5, 2013 Page 13 \Q) The Overlook FIGURE 6 Phase 1 Trip Distribution Percentages The Overlook FIGURE 6A Trip Distribution Percentages At Site - Driveways LEGEND 0 INTERSECTION R X (Y)(Z] AM PEAK HOUR (PM PEAK HOUR)(SATURDAYPEAK HOUR] O JAVERAGE DAILY TRIPS (ADT) X SITE N (k WEEKDAYADT SATURDAYADT 627 769 1323 1230 2150 1998 1156 1076 992 922 992 922 0 0 0 0 496 461 496 461 0 0 1158 1076 661 615 661 615 331 307 331 307 607 354 945 952 1161 11 70 594 598 (7610' j��10(4)(47/ N) ~ 26(22)[25] D k � ` yl (411( ?7)43 /,3Q til /rlj -2l z�\ �'L 3 1� Z ti1� k C G .t� J �1q1� 91 \1��6110 O t pv lfh) 6 �� � `It bl 3 3 The Overlook FIGURE 7 Phase 1 Development- Generated Trips LEGEND O1 INTERSEC77ON N XM[Z] AM PEAK HOUR (PMPEAKHOUR)[SATURDAYPEAKHOURJ 7� AVERAGE DAILY TRIPS (ADTJ M WEEKDAYADT SATURDAYAOT F a 32572 25516 30881 25221 a. 2 N 8532 7090 atea 5 30075 28476 U ry B 28707 30896 SIT e 7 5955 5504 lJl a • A 8 7265 4694 ¢p '? B 11596 6471 7 A y 3 8 d 9 '� 9 oG p. 6 ^ 10 7681 5725 10 yP I Q ' 11 4750 3340 49 11 7830 6228 Y n 13 7716 7585 ti 0 } 73 14 7878 8327 Gp� 15 10111 8684 16 12837 12113 17 607 354 18 945 952 G 18 161 1170 ZO 599 599 7q O 1 �o 5 5 ((Iq/(10)121q �g6 3(q)11W93q( 21 114,, (18J 0 C` O ® O 09f r r 4 N D c' a n e ryry\ O f� W K � 96 (7 659 1 6113(167)1981 a ,Y s 'Sr j r107(227�[1981 �al Alps( (gq 859 5 � 111s � �10g03 �(9pl (l7gf(llq)I olry3 I 8 ll IQ 1 /S 7 129;7 �� �88(ll9 )37 S /28 (2 [301(34 5 8)] 7 31 ) 1 7 361 �pti e ti [751(99i16�� 859 �� 1 15 4 � (z72 Xzo � �'� o .ti 1231( z [ w �^ 85 �`� tinti n� O 8 O 70 916)(887)142, 4K.11p(I �� 1y9y1 y yf-, '� 2 L el��l` /202 )(279 ) 171 gJ1r � OZII �� ��9ib�aA � � 11 0 0 " ,5 b The Overlook FIGURE 8 2015 Phase 1 Build -out Traffic Conditions LEGEND OI INTERSECTION# �Qu - CONFIGURATIONS N TRAFFIC SIGNAL Q STOP SIGN X(Y)M AM PEAK HOUR (PM PEAK HOUR)(SATURDAYPEAK HOUR) * DENOTES UNS/GNAL/ZED CRITICAL MOVEMENT R 2 p 4 o EEKR Wf PIKE U SITE a �a 7 3 6 59 VALLEY 4QL e 8 q V�CLP�vI pSV � 6 RIl lO 4 RJJ a c INTERSECTION G LOS- S(B)(B] P 5 O SIGNALIZE INTERSECTION O INTERSECTION TION OO INTERSECTION INTERSECTION O INTERSECTION R �' o h C ^LOS' S(9)IBl < LOS-S(B)(B7 L05- BM)IB7 C �7 V � B(Q[Cj* t�= 659 5 tcl(c)c c 858 z SIGNALIZED © INTERSECTION LOS = C(B)(BI O UNSIGNALTIED s �T INTERSECTION O� 8 UNSIGMA ��T INTERSECTION �dp� q � , UNSIGNA INTERSECTION lU UMSIGNALtffD s INTERSECTION G 859 The Overlook FIGURE 9 2015 Phase 1 Build -out Lane Geometry & LOS Table 4 The Overlook Levels of Service, Delay and Back of Queue (95 %) Results 2015 Phase i Background and Build -out Conditions EB = Eastbound, WR =We bouud, l.B = Nonhbmmd, SB = S -bb—d, L Uh, T:Tlau R: Right V OLKERT The Overlook. — Revised Tra�ficlmpact Stu June 5, 2013 Page 19 2015 Background Conditi ons 2015 Phase I Buildout Conditions Wersection AM Peak Hour PM Peak Haur Saturday Peak Hour AM Peak Hour PM Peak Hour Saturday Peak Hour LOS Delay R se 1 Queue (Rt feet LOS Delsy (m sec) Quece (in ) 1e0L LOS Deley (in see) Queue on feet) LOS Delay (m sac) Queue (tn feet) LOS Delay ( ,.. e) Queue (,.feet) LOS Delay (in sec) Queue (io feet) EB/L C 26 s. 655 fl B 11 s. 325 8 B 20 s. 238 R C 31 s. 687 fl B 12 s. 374 fl A ERR A ' 9 % A 3s. 49fl A 1s. 7 fl A ' C 8 811 A ' 45$ A 1s. Oft MWB: Route 7 EB LOS C A B B A WB/L D 42.. 56 ft D 45 s. 142 fl D 47 s. 1 1439 D 42 a 56 R D 45 s- 142 ft D 97 s 143 R NB: Haggerty Conoectiou WB/T A 10 s: 142 ft H 19 s. 480 ft B ]6 s. 265 R A l O s. ] 47 fl B 20 s. 1 515 R B 13 s. 244 fl WB LOS B C B B C B Traffic Control Sigaaliredou NRL C 27 s. 164 R C 25 s. 10611 ­ 17 - 777 - 7 99 R G 21 a 164 R C 25 s. 106 ft C 24, 109 R NB /R H 14 s. 54 8 A 10 s. 39 $ B 1l s. 43. ft H 14 s. 54 fl A 10 s. 39 fl B 11a 43 ft NB LOS C B B C B B OVERALL C B B C B B EB 11 D 57 s. 61 R D 57 s. 67 R D 45 s. 57 R D 51 s. 611 D 51 s. 67 fl D 45 s. 57 fl EB/T B 13 s. 39011 B 13 s. 269 fl B 16 s. 252 ft B 13s. 390 R C 24 s. 370 fl C 25 s. 320 ft EH/R A 4 s. 1811 A 4 s. 20 It A 3, 20 R A J s. 22 ft A 4s. 35 fl A 4 s. 36 ft EB LOS B B B B C C WB/L D 35 s. 39 R D 49. 254 R D 53 s. 221 R D 37 s. 107 R C 33 s. 269 ft C 34 s. 202 Pr EB/WB: Route 7 WRIT A 6 s. 84 % A 4 s. 133 $ A 9 e. 48 ft A 6 s. 33 ft A 4 s. 123 ft A 8 s. 103 % NB: Vaney Mill Road TVB LOS A B B A A B NB/L D 36 s. 89 11 C 35 s. 58 R C 32 s. 57 R D s. 41 . 151 R D 37 s. 172 % C 37 s. I70 ft Traffic Co.-I: Signa$mti- NBtR A 9. 64 ft A 9 s. 53 R A ' B 52 R A 9 s. 70 fl A 9 s. 59 fl A 7 s. 58 fl NB LOS B B C B B OVERALL B B B B B B EB/L D 46 s. 107 Pr D 42 s. 16 R D 41 s. 13 R D 43 s. 95. R D 40 s. 15 R D 42 s. 73 fl EB/L B 15 s. 272 ft C 23 s. 32G ft B 19 s. 309 R B 15 s. 281 R C 23 s. 357 fl B 1S s. 326 fl EB /R A 6 s. 22 fl A 7 s. 47 R A 5 s. 5t' fl A 6 s. 22 R A 7, 1 49 R A 5 s. 5911 EB LOS B C B B C B EB/WB: Rauh 7 C 34 s. 32 ft D 43 s. 142 fl D 40 s. 79 ft C 35 s. 33 ft ❑ 44 s. 742 ft D 41 s. 79 11 Ne: Gre— od Road 166_ 2108 B I1; 303ft B 11 s. 274fl H 17s. 2348 B 12 s. 350ff H Its. 264% SB: ELst Wands Drive 3 s. 24 fl A 3 s, 8 ft A 5 s. 4 ft A 3 s. 25 R A 4 s. 9 11 A 4 s. 3 11 B B B B B B T1ude Cautrol: Sigualbetio t C M CI 29 s. 295 ft C 30 s. 295 R C 31 s. 163 R C 28 s. 151 % C C C C C C 23 s. 112 8 9s. 2111 C C B C C B B B B It B B EB/L C 30 s. 43 R C 26 s. 39 fl C 25 s 33 R C 3t s. 44 ft C 26 s 39 R C 25 s- 34 R EH/TR C 22 s. 99 R C 29 s. 182 % C 21 s. 104 ft C 23 s. 100 % C 30 s. 132 ff C 22 s. 106 8 EB LOS C C. C C C C WB/L B 19s 57 It H 20 s. 72 tt B 16 s. 43 R C 20 s. 72 ft C 21 s. 8s R B 77 s. 55 R E13AVB: Vaney Min Road WB/I72 B 16 s. IlOR B 11 s. 74fl A 8s. 9811 H 16 s. 7108 H 11 s. 74fl A 8s. 4711 NB/SB:,reeu od Road WB LOS B B B B B B NET A 10 s. 8411 B 1S s. 121fl A 9s: 5311 A 10s. 82% B 16 s. 122ft H 10 s. 55ft Traffic Control: Signalitatfoo NB ?R A 6 s. 94 ft B ]] s. 131 8 A 6 s. 43 fl A 8 s. 96 fl B t 1 s. 745 ft A S a 43 fl NB LOS A B A A g A SR 'L A 9 s. 28 ft B 14 s. 78 % A 9 B 11 s. 63 ft SRfIR A 7 s. 62 fl H 12 s. 739 fl A 49 ft A 7 s. 60 ft B 72 s. 139 ft A 8 s. 5011 SB LOS A B A A B A OVERALL B B B B B B WBR. B 72 s. 16 It B 14 s. 58'% p 8s. 411 B 13 s. 27ft C 78 s. 9411 C 1 . 6211 WB/R N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A NIA N/A N/A N/A i A ___ C 16s 62 ft Vauey Mill Road NB: Cb aad.g Drive WB LOS N/A N/A N/A N/A N/A NIA NB,7 NA N/A N/A N/A N/A N/A N.'A N/A N,A N/A N/A N/A N/A N:A N/A NiA N/A N;A SB: Valley Mill Road NRR N,A N/A N!A NB LOS N/A N/A N/A N/A N/A N/A Track Control: Stop Sign SH2 A 8 s. 10 R A 8 s. E ft B 19 s. 38 8 A 9 s. i l ft A 8 s. 9 fl A 8 s. 6 11 SB/L N/A N/A NiA N/A N/A N/A N/A N'A N/A N/A N/A N!A N/A N/A N!A N/A N/A N/A SB LOS N/A N/A N/A N/A N/A N/A OVERALL N/A N/A N/A NIA N/A N/A EB /L. C 25 s. 70 R C 32 s. 14" R C' 30 s. 17411 C 27 s_ 76 ft C 32 s. 163 fl C 29 s. 182 R EB.T B 74 s. 73fl B 16s. 1508 B 11s. 122fl B 14 s. 73 ft B 15 s. 148ft B 74 s. llBfl EB LOS B C C B C C EB/WB: Senseoy Road WB,T C 20 s. 747 8 B 15a 12011 B 14 s. 95 fl C 20 s. ]47 ft B 74 s- ] 1811 B 13 s. 9211 SB: Chamiog Drive WB/R A 4 s. 22 R A 3 s. 21 R A 3 s. 24 R A 4 s. 23 % A 3 s. 23 ft A 3 s. 25 ft WB LOS B B A B B A Trade Coutrol: Sigaaliratio t SB/L A 7 s 28 tt B 11 s. 58 fl B 12 s. 74 fl A __ 7s _ 34 ft B 12 s. 7 1 R B 13 s. 88 R SB,R A 2 s. 23 fl A 3 s. 3811 A 3 s. 43 R A 2s. 1 2411 A 3 s. 42 fl A 46 ft SB LOS A A A A A A OVERALL 1 B B I B B B B EB = Eastbound, WR =We bouud, l.B = Nonhbmmd, SB = S -bb—d, L Uh, T:Tlau R: Right V OLKERT The Overlook. — Revised Tra�ficlmpact Stu June 5, 2013 Page 19 Table 4(c..t. —b The Overlook Levels of Service, Delay and Back of Queue (95 %) Results 2015 Phase 1 Background and Build -out Conditions EB = Es, ­4 4 W B = Westho,A, NB = Nmlhbowld, SB = Sooffibowd, L. Left, T.Tlaµ R: Right VOLKERT The Overlook — Revised Traffic Impact Study June 5, 2013 Page 20 2015 Back round Conditions 2015 Phase 1 Build-out Conditions I.tetsecfiou AM Peak Haar PM Peak Hour Sato day Peak Hour AM Peels Hour PM Peak Haar Swd Ikv Peak Hour LOS Delsy ) (iv sec Queue (m feet) LOS Delay ( ,.see) Queue (iv feet. LOS Delay (loses) Queue (,.feet) LOS Delay (,.sec) Queue (infeet) IAS Delay (,.sec) Queue (inreet) LOS Delay (insee) Queue (infee0. LB IL B 14s. aft C 17 s. 9fr C 15 s. 8R ERR A 9s. 1$ B 12a 3$ B tOs. 2 f EB: Site - Driveway 41 EB LOS N/A N/A N/A NB/SB: Valley NIM Road NBZ A 8s. 1fr A 9 — . — F - 2 . fr _ 77- 7 -87 Ifl NB/T Tes is Control: Stop Sign NB LOS NIA N/A N/A SB/f N/A I N/A I N/A N/A I N/A NIA ' N/A N,A SBRR N/A N/A N/A N/A N,A N/A N/A N/A N/A SB LOS N/A N!A N/A OVERALL N/A N/A N/A EB/L B 14a 7 ft C 16 s. b fl B 14 s. 6 fl EB/R A 9s. lft B 11 s. Ifl B 10 s. Ifl EB: Site - Driveway #L NB/SB: lle B: Valley Mill Road EB LOS N/A N/A N/A NBT, A 8s. Ofl A 9s. ifl A Ss. I$ NB? /A N/A N/A WA N/A N/A NSA N/A WA e C.—ol; Stop Sign NB LOS N/A N/A N/A SB/f N/A N/A N/A N/A WA N/A N N'A N/A /A SER NA N/A N/A SB LOS N/A N/A N/A OVERALL N/A NIA N/A E &T, B 13s 7 - 79 77 s. E ft B 14 s. 6$ EB/R A 9 s. 3 ft B 11s. 3$ B 10 s. 3 ft EB: Site - Driveway #3 EB LOS N/A NIA NIA NR/SR: V.Uey MHt R..d NB/L A 8s. lfl A 8s. 3$ A I Ss: I 2fl NB? 11s8ic Cook Stop Sign NB. LOS N/A N/A N/A SRlf N/A N,A N/A N/A N/A N/A N/A N/A NSA SWR N/A W'A N/A N,A N/A N/A NiA N/A NA SB LOS N/A N/A N/A OVERALL I N/A N/A N/A EB/L B 1 13 s. 1 4fl C 1 15 s. j 3ft B 1 14s. 1 4ft EB /R A 9s. lft B 11 s. ]ft B SO s. 1ft EB: Site - Driveway #4 EB LOS N/A N/A NIA NB /SB: VsHey Min Road NB,L A Ss- Ofl A 3s. 1ft A 8s. 3fl NB? N/A 1 N/A 1 N/A N/A N/A N/A "N /A WA WA b.f1k Co­[: Stop Sig. NB LOS N/A N/A NIA SBrF N/A N/A N/A N/A N/A N/A N,'A N/A N/A SB/R N/A N/A N/A N/A N/A N/A N/A N/A NiA SB 1.05 N!A N/A NIA OVERALL N/A N {A N/A EB = Es, ­4 4 W B = Westho,A, NB = Nmlhbowld, SB = Sooffibowd, L. Left, T.Tlaµ R: Right VOLKERT The Overlook — Revised Traffic Impact Study June 5, 2013 Page 20 PHASE 2 TRAFFIC ANALYSES (2020) The proposed Phase 2 development is to include 270 single - family detached units, 21,800 square feet of Retail, a Convenience Mart/ Fast Food (2,000 square feet) with a 16 pump Gas Station, a 4,100 square foot Drive -in Bank and a 7,400 square foot High- Turnover "Sit Down" Restaurant. Access is to be provided via four (4) site - driveways located along the relocated Valley Mill Road (Route 659). Access to the retail parcel is provided via the northernmost driveway (signalized control). Access to the residential parcels is provided via three (3) other driveways (stop control). Phase 2 is to be built -out by Year 2020. 2020 BACKGROUND CONDITIONS In order to determine the 2020 background traffic conditions, Volkert, Inc. increased the existing traffic volumes, shown on Figure 2, using a rate of 0.5% per year through Year 2020. Per the September 2012 VDOT /County approved Scoping Agreement, 20% of the Greenwood Road traffic volumes were then reassigned to the new intersection of Route 7 /Valley Mill Road. Additionally, all trips relating to specific future "other developments" located within the vicinity of the site were incorporated. Table 5 is provided below to summarize the 2020 "other developments" trip generation as determined using rates provided by VDOT (Apartment and Townhouse /Condo residential uses) as well as those included in the 7 th Edition of the Institute of Transportation Engineers' (ITE) Trip Generation Report Figure 10 shows the 2020 background weekday and Saturday ADT, as well as the weekday AM /PM and Saturday mid -day peak hour traffic volumes, at key locations within the study area. Figure 11 shows the corresponding 2020 background lane geometry and peak hour levels of service results. All Synchro levels of service worksheets are included in the Appendix section of this Report. Table 5 2020 Background "Other Developments" Trin Generntinn Rnmmary Code Land Use Amount AM Peak Hour PM Peak Hour ADT Saturday Peak Hour ADT, In Out Total In Out Total In Oat Total Red -Bud Run 210 Single - Family Detached 25 units 7 20 27 19 11 31 290 19 11 31 286 Total 7 20 27 19 11 31 290. 19 11 31 286 Twin Lakes Phases 9 and 10 210 Single- Family Detached 65 units 14 41 55 46 27 73 700 46 27 73 702 230 Townhouse/Condo* 71 units 10 37 47 38 21 58 585 30 24 54 549 Total 24 78 102 84 48 131 1.284 76 51 126 1 1,251 Lynnhaven 210 Single- Family.Detached 3 units 3 9 12 3 2 5 41 3 2 5 39 820 Retail 87,120 SF 88 56 144 274 297 572 6,209 412 380 791 8,471 (1— '' Total 91 65 156 277 299 576 6 414 382 796 8,510 Fieldstone Development 230 Townhouse /Condo* 93 units 13 47 60 49 27 76 760 39 31 69 719 Total 13 47 60 49 27 76 1 760 39 31 69 719 Sovereign Village 210 Single - Family Detached 42 units 10 29 39 31 18 49 468 31 i8 49 466 220 Apartment* 64 units 9 30 39 32 18 50 503 30 18 48 499 820 Retail 104,544 SF 98 63 161 309 335 645 6,990 463 428 891 9,502 (12 <, CoR2FAR) Total 18 59 78 63 36 99 971 61 37 97 964 Haggerty Property 210 Single - Family Detached 180 units 34 102 135 115 67 182 1,786 115 67 182 1,829 220 Apartment* 60 units 8 28 36 30 17 47 472 28 17 45 468 230 Townhouse /Condo* 60 units 9 31 40 32 18 50 497 25 20 46 464 Total 51 161 211 177 102 278 2,754 168 105 273 2,760 Opequon Crossing 210 Single - Family Detached 155 units 29 88 118 100 59 159 1,556 100 59 159 1,589 230 Townhouse /Condo* 170 units 23 84 107 88 48 136 1,364 69 55 124 1,314 Total 53 173 225 188 107 295 2,920 169 114 283 2 ­—Emig mp W.—non races prove oy ­U1. 1. The Overlook — Revised Traf is Impact Study VOLKERT June 5, 2013 Page 21 LEGEND O i INTERSECTION# X (Y)[Z] AM PEAK HOUR (PM PEAK HOUR)(SATURDAYPEAK HOUR) 7� AVERAGE DAILYTRIPS (ADT) X SITE Imo,) WEEKDAYADT SATURDAYADT 32425 25236 30186 74471 6462 5132 6462 5132 29703 28124 29285 30563 6105 5624 7445 4794 11400 6170 7315 5344 4860 3420 6762 5202 7134 7031 7267 8772 9960 8527 12836 11885 20 1 FUTURELOCATION + FUTURE LOCATION O / ���ll)43 �7g(1gq� �29yq / /S8i1q�1► � � � a i m g ry v ��p� Inc vN Et � IIp(isj ` � H59 W4=99(148)1741 e �w �1� � 10 g 3/ ' 9g(7 j)/g y . !S6 ')3(200)[165] = e ry5 p(Ig1J( � � ^� �g121�9J /sl]/ /tgi /1(�glf2g H59 H5 ` J � �ry01ry rr [301(35)38 x(67 gISS� !n q�fq g) IIO ^ [8(179117) asroti�y °tipro�`9 S e h�l(1o2)�� 859 3h �� Jhp61 ti 11261(19�n9� n 491 61 4 (181/ gf po ( 1 s9 3J / FUTURE INTERSECTION l� FUTURE FUTURE FUTURE INTERSECTION I INTERSECTION I INTERSECTION The Overlook FIGURE 10 2020 Background Traffic Conditions LEGEND OI INTERSECTION A WiF - CONFIGURATIONS TRAFFIC SIGNAL Q STOP SIGN X (y)[Z] AM PEAK HOUR (PM PEAK HOUR)[SATURDAYPEAK HOUR] * DENOTES UNSIGNALIZED CRITICAL MOVEMENT SIGMALIZEO INTERSECTION LOS- B (B)FBI a Brie/ 0 0 O SIGNALIZED INT ERSECTION LOSS BtBI(BJ O INTERSECTION O O INTERSECT }ON INTERSECTION G90 LOS. S(B)(BJ LOS- B(B)[B] 0: e(B /�I 659 L�: B(B)tcr 659 it B !9 65 (cilB)c � �{1 659 /C z e s 6 SIGNALIZED INTERSECTION O B 9 JO LOS- B(B)IS] FUTURE FUTURE FUTURE FUTURE INTERSECTION INTERSECTION INTERSECTION INTERSECTION The Overlook FIGURE 11 2020 Background Lane Geometry & LOS PHASE 2 TRIP GENERATION Volkert, Inc. utilized the latest 8 Edition of the Institute of Transportation Engineers' (ITE) Trig Generation Report to establish the total trips for Phase 2 of The Overlook. Table 6 is provided to summarize the total trip generation associated with the Phase 2 development. Table 6 Proposed Development: The Overlook Phase 2 Trin Generation Snmmnry ITE Code Land Use Amount In AM Peak Hour Out Total In PM Peak Hour Out Total ADT In Sat Peak Hour Out Total ADT 210 Single -Family Detached 270 units 50 149 199 162 95 257 2700 132 117 250 2720 820 Retail 21,800 SF 38 24 63 110 119 229 2,523 166 153 318 3,539 853 Convenience Mart w \pumps 16 pumps 133 133 265 153 153 305 8,682 82 78 160 3,272 912 Drive -in Bank 4,100 SF 28 22 51 53 53 106 607 57 52 109 354 932 H -T Restaurant 7,400 SF 44 41 85 49 34 83 941 55 49 104 1172 933 Fast Food w /out DT 2,000 SF 53 35 88 27 26 52 1432 53 56 109 1392 (locaccd inside Con,. Mart) Sub -Total 346 404 750 553 479 1,032 16,885 545 505 1,050 12,449 Internal Trips (to /from Res. And Non -Res.) 30 30 60 39 39 77 810 37 37 75 816 Pass -by Trips 25% (Code 820) 8 8 16 29 29 57 631 40 40 80 885 Pass -by Trips 40% (Code 8531933) 71 71 141 71 71 143 4,045 54 54 108 1,865 Total "New" Trips 238 296 534 414 340 754 111,399 414 374 788 8,882 PHASE 2 TRIP DISTRIBUTION AND TRIP ASSIGNMENT The distribution of trips was based upon local travel patterns for the roadway network surrounding the proposed site. Per the VDOT /County approved Scoping Agreement, Volkert, Inc. utilized the trip distribution percentages shown in Figure 12 to assign the proposed The Overlook development Phase 2 development trips (Table 6) throughout the study area roadway network. Trip distributions at the site - driveways remain consistent with Figure 6A. Figure 13 shows the development - generated trip assignments for the weekday and Saturday ADT, as well as the weekday AM/PM and Saturday mid -day peak hours. PHASE 2 (2020) BUILD -OUT CONDITIONS The Phase 2 development assigned trips (Figure 13) were added to the 2020 background traffic volumes (Figure 10) to obtain 2020 build -out conditions. Figure 14 shows the 2020 Phase 2 build -out weekday and Saturday ADT, as well as the weekday AM/PM and Saturday mid -day peak hour traffic volumes, at key locations within the study area. Figure 15 shows the corresponding build -out lane geometry and peak hour levels of service results. All Synchro levels of service worksheets are included in the Appendix section of this Report. Table 7 is provided below to show the 2020 background and Phase 2 build -out levels of service, vehicle delay and 95 percentile back of queue, by lane group /approach, for each of the study area intersections. (�'�T T,���]l_�I\ER � The Overlook — Revised Tra,(fic Impact Steady V June 5, 2013 Page 24 The Overlook FIGURE 12 Phase 2 Trip Distribution Percentages LEGEND O I MTERSECTWNN (k X(1)[Z] AM PEAK HOUR (PM PEAKNOUR)(SATURDAYPEAKNOUR) D AVERAGE DAILY iWIPS (ADT) f - X(- Y)[-Z] DENOTES PASS -BY TRIPS f WEEKDAYADT SATURDAYADT 1 2850 2221 k 2 4560 3553 2 H 3 12065 8524 7 4 3000 3106 5 3420 2665 � ry 6 3420 2665 s56 SITE- 7 0 0 0) s �� ¢ p d r 8,t�p 6 b 1710 1332 9 49� G y 10 1710 1332 fD 10 659 11 0 0 4 A 12 3900 3100 N 13 2280 1776 13 14 2280 1776 G p= 15 1140 888 16 1140 888 17 14074 9614 18 950 956 G 18 f133 ff41 2D 728 737 7q 1 O �o 5 ^ (1 1J(!I6 3p9 �99(l5 �� 11;7 v a 4 4 659 V644(51)[561 a ` a �(I01JlIII! �a4(SjJ(56r jr59(68)[051 (62l(62)36� 859 65 1 � 14I I (4 I)2 Iq (ar 411Y�41�1� a,� J14rI e w 656 z !94!(BSJJ �2�2 /.7 � ♦ �'yl ' � 4l\ s 4 � 59(iO3J4 ,ti0y 4 q1 \� C j2olr l 2o69J, �� �� glJ(f�f �� (,) Q %J e R'o 659 �� vb`' 659 v��tiv B59 vv��l 9 �avlti The Overlook FIGURE 13 Phase 2 Deve G enerated Trips LEGEND O I INTERSECTIONS X(Y)[Z] AM PEAK ROUR(PM PEAKNOUR)18ATURDAY PEAK ROURJ N F1 I AVERAGE DAILY TRIPS (AD7)► 8 WEEKDAYADT SATURDAYAOT 1 35275 27458 k 2 34747 28024 0 2 14 3 18548 13656 j 4 10452 8241 5 33123 30789 5 32705 33228 958 SITE sr� 7 6105 5624 0 7)�F 1 8 7445 4794 7 3 9 13110 7502 9 d� 9 ys "C 6 n 114 9024 6677 70 n O J0 4860 3420 4 559 10752 8311 a N 9414 8808 13 9546 10549 pz 15 11120 9415 G 16 13976 12884 17 14074 9614 �$ 18 950 956 G Q' 19 1133 1141 20 728 737 lq O 5 ^ 5 1887/(87/(42)43 1769(13841(9 1288 /(294 �8 -6(43 (138 859 1 ,e� �v c O � O O O p94 ' o N> M T, R 49 I2p(l � /3 r f 98(7�/85 859 V6133(199)I131J ntr n M►2o( 323p6)(JZ?9 ^! �J2989/(52/ (Ig8 /(Jq 132(268)(240] 659 85 66j a 6 %. )/ / (301(35)38 59/ / 1 !1( J /( I� gs s� p 116 ^320 9)!1 -61 y �Vl 1yS'L �y�l p9 a o T7)(102)65�� 859 S 43 1158 )1206/ m ) a t126)(1 8 N`y �� 1& n A a 6 O7 8 O 10 s s (f202 � ' 1q9 �q�(J 82 /(2! 1 9J62 �g35�JOggl J26�(2�JJ ��7 /1�7AI 2� Jr2 v ��y l��J�J ,y �� 211 dy I� 3 6 w 1 The Overlook FIGURE 14 2020 Phase 2 Build -out Traffic Conditions LEGEND O7 INTERSECTION 0 LANE CONFIGURA77ONS N TRAFFIC SIGNAL E) STOP SIGN X (Y)[L] AM PEAK HOUR (PH PEAK HOURJ(SATURDAYPEAKHOUR] * DENOTES UNSIGNALIZED CRITICAL MOVEMENT A Z pp O BERR ! P IKE 858 SITE I 858 vALLRD M7 a x, 7 A a$ a a�QyvocA b 0 859 a oo w� �o O SIGNALLED INTERSECTION ^�G LOS- C(C)ICJ 5 Ay�9 U 859 O WMALME I.os c(c)(Bl O INTERSECTION O INTERSEC O INTERSECTION ON G94 I� LOS- 8(8)181 LOS. e(a)[07 B(D)tcl• 659 5 (� )8 859 of n 4 /c M) c• a(IJ[A] ��cl $ G� b t�1lBx $ z C�7 z © SIGNALIZED INTERSECTION LOS - D(C)(e7 O SIGNALIZED sr INTERSECTION o LOS B(B)M ® UNSIGNALUM) sib. INTERSECTION Fo y ,� rT 1; dp UNSIGNALIZF_D INTERSECTION 10 s� TF UNSIGNALLED INTERSECTION 1)9 #j n� �P . c 659 859 859 859 The Overlook FIGURE 15 2020 Phase 2 Build -out Lane Geometry & LOS Table 7 The Overlook Levels of Service, Delay and Back of Queue (95 %) Results 2020 Phase 2 Background and Build -out Conditions EB = Eastbound, WB = Westbound. NB = Northbound SB = Southbound L: Left, T:Thm, R: Right VOLKERT The Overlook — Revised Tra, f ec Impact Stu June 5, 2013 Page 29 2020 Back round Conditions 2020 Phase 2 Build -out Conditions Intersection Pat Peak Hour Saturday Peak Hour AM Peak Hour P.VI Peak Hour Saturday Peak Hour LOS Delay {Ill see) Queue Ill feet) LOS Delay tinsee) Queue linfeet) LOS Delay (in-) Queue iinfeet) LOS Dela Y /ill see) a Queue (in feet) LOS Dela y �III6CC� Queue (in feet) EB/T B 19 s. 263 R C 21 s. 256 ft B 18 s. 471 ft B 18 s. 284 ft B 17 s. 250 ft E &R A 3s. 39 ft A 3s. 358 A 3s. 17 ft A 3s. _ T7 — ft A 2s. 308 EB/WB: Route 7 EB LOS B B B B B WB/L D 42 s. 145 R D 181 ft D 43 S. 59 ft D 44 s. 148 R D 52 s. 188 ft NB: Haggerty Connection W13a B 12 s. 352 0 B 10 s. ]90 ft A 6 s. 107 R B 12 s. 363 ft A 8 s. 178 R WB LOS B B A B B Traffic Control: Signalirztion NB/L C 31 s. 123 ft C 25 s. 121 ft D 3fi s. L191 C 33 s. 125 R C 28 s. 127 ft NB/R A 8 s. 39ft A 7 s. 37 8 A 8 s. A 9S. 39 ft A 8 s. 39 R NB LOS C B C C B OVERALL B B B B B EB/U D 48 s. 60 ft D 43 s. 57 ft D 52 s. 62 ft D 51 s. 31 ft D 45 s EB/r C 22 332 R B 15 B 20 s. 384 ft D 39 s 384 ft C 23 s tk EB/R A 5s. 24 R A 3 s. 19 ft A 2 s: 32 R B 17 s. 147 R A 3 s. EB LOS C B B C B W &L D 46 s. 245 8 D 53 s. 186 ft D 54 s. 194 R' D 49 s. 422 R D 52 s. 329 ft EB/WB: Route 7 W WT B 13 s. 395 ft A 9 s. 226 8 A 8 s. 162 ft B 12 s. 371 ft A 10 s. 207 ft NB: Valley Mill Road WB LOS B B B C C NB /L C 35 s. 59 ft D 3fi s. 54 R D 54 s. 279 ft D 53 s. 258 fl D 48 s. 265 ft Traffic Contmi: Signar=tion NB/R A 9 s. 53 ft A 9 s. 55 9 B 17 s. 99 8 A 9S. 108 8 A 9 s. 41 R NB LOS B B C C C OVERALL B B C C C EB/L D 43 s. 16 ft D 42 s. 13 ft D 53 s. 96 R D 40 s. 15 ft D 41 s. 13 ft EB/T C 26 s. 357 R B 19 s 361 ft C B s. 473 ft C 25 S. 387 ft B 20 s. 385 ft EB/R A 8 s. 54 ft A 6s. 61 ft B 11 s. 33 ft A 7 s. 50 ft A 7 s. 72 ft EB/VVB: Route 7 EB LOS C B C C B WBiL D 45 s. 146 8 D 45 s. 83 ft D 46 s. 36 ft D 46 s. 139 R D 40 s. 79 ft NB: Greenwood Road WB/T B 13 s. 344 R B 12 s. 329 fl D 36 s. 421 8 B 15 s. 379 ft B 11 s. 318 ft SB: ISrst Woods Drive WB/R A 4 s. 9 ft A 5 s. O ft A 5 s. 37 ft A 7 s. O ft A 4 s. 3 ft Traffic Cuntml: Signalizltion WB LOS B B C B B NB./LTR C 28 s. 159 ft C 29 s. 151 ft D 51 s. 336 ft C 35 s. 181 ft C 29 s. 154 ft NB LOS C C D C C SB/LT C 26 s. 81 ft C 27 s. 39 R D 39 s. 134 It C 29 s. 85 ft C 27 s. 39 ft SB/R B 4 s ll 8 A 9 s. 28 R B 13 s. 24 it B 5 s. 1 ft A 9 s. 29 ft SB LOS C B C C B OVERALL C B C C B EB/L C 25 s 40 ft C 26s. 35 ft C 28 s. 42 ft C 28 s. 40 ft C 28 s. 36 ft EB/rR C 29 s. 189 ft C 24 s. 1 115 tt C 20 s. 96 R C 35s_ 193 R C 26 s 125 R EB LOS C C C C C WB/L B 20 s. 74 ft B 18 s 71 8 B 74 ft C 30 s. 109 R B 20 s 77 R EBJWB: Vafey:M61 Road WBIfR. B 11s 75 ft A 7 s. 47 ft B 13 s. 97 ft B 14s. 75 ft A 8 s. 51 R NB/SB: Greenwood Road WB LOS B B B B B NB/L B I6 s. 128 ft B 11 s. 60 ft B 11 s. 91 t B 17 s. 135 ft B i t s. 62 8 'Traffic Control Signaliaation NB/rR B I1 s. 138 R A 5 s. 57 fl A 9 s. 118 8 B 12 s. 178 fl A 5 s. 55 NB LOS B A B B A SB/L B 14 s 80 8 B I2 s. 69 ft A 10 s. 31 ft A 9 s. 45 ft B 11 s. 71 fl SB/rR B 12 s. 14fi ft A 9 s. 56 R A 9 s. G7 ft A 7 s. 76 ft A 9s- 57 ft SB LOS B B A A A OVERALL B B B B B W &Z B IS s. 608 A 9s. ]Oft B 15 s. 44$ D 28s. 191 fl C 23 s. 1268 WB/R N/A N/A N/A N/A N,'A N/A N/A N/A N/A N/A N/A N/A N/A N/A N1A WB: Valley Mill Road WB LOS N/A N/A N/A N/A N/A NB: Channing Drive NWr N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A SB: Valley -Mill Road NB/R N/A N/A N/A N/A N/A N/A N/A N/A N' /A N/A N/A N/A N/A N/A N/A NB LOS N/A N/A N/A N/A N/A Traffic Control: Stop Sign SB/L A 8 s. Eft C 23 s. 126 ft A 9 s. 14 8 A 9 s. 12 R A 9 s. 10 ft SB/T N/A N/A N/A N/A NA N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A SB LOS N/A N/A N/A N/A N/A OVERALL N/A N/A N/A N/A N/A EB/L C L s I55 H C 29s. 200 R C 35 s. 99 8 D 42 s_ 191 R C 27 s. 188 ft EB/T B 17 s. 159 R B 13 s. 116 ft H 15 s 77 @ B 19 s. 154 ft B 12 s. 109 ft EB/WB: Semeny Road EB LOS B C C C C WB/T B 15 s. 126 R B 12 s. 90 8 C 21 s. 15S 8 B 111 s. 122 ft B 11 s 85 ft SB: Charming Drive WB/R A 3, 22 ft A 3 s. 26 ft A 4 s. 25 R A 2 s. 23 ft A 2 s. 25 ft WB LOS A A B B A Traffic Control: Signaliaation SBfL B 11 s. 60 R B 14 s. 109 ft A 7 s. 39 & C 21 W 117 ft B l05 ft SB /R A 3 s. 39ft A 4 s. 51 ft A 2 s. 25 ft A 7 s. 65 R A 4 s. 51 ft SB LOS A A A B A OVERALL B B B B B EB = Eastbound, WB = Westbound. NB = Northbound SB = Southbound L: Left, T:Thm, R: Right VOLKERT The Overlook — Revised Tra, f ec Impact Stu June 5, 2013 Page 29 Table 7 (continued) The Overlook Levels of Service, Delay and Back of Queue (95 %) Results 2020 Phase 2 Background and Build -out Conditions -as-o. wb = westooeno Nb = rvannnotm , ] = bmmtwtmcL L: Len, 1:1Im; K: KVht VOLK The Overlook— Revised Tra„jfic Impact Study June 5, 2013 Page 30 2020 Back round Conditions 2020 Phase 2 Build -out Conditions Intersection PM Peak Hour Saturday Peak Hour AM Peak Hour PM Peak Hour Saturday Peak Hour LOS Delay (inset t in ueue (in feet) LOS Delay (inset) Queue (in feet) LOS Delay (in sec) Queue (in feet) LOS Delay (in sec) Queue (in feet) LOS Delay (inset) Queue (infeet) D 44s. 170 ft D 43 s. 223 R D 42 s. 223 R IiB/R A 9 s. 34 fl A 6 s. 39 ft A 6 s. 39 R EB: Site -D me uay #1 EB LOS C C C NB /SB: Valley Mill Road NB/L __AF 5 s. 36 R A 11 s. 59 ft A 1 8 s. 62 It NB/P A 6 s. 151 ft A 10 s. 115 ft A =7s. 118 ft Traffic Control: Signalization NB LOS A A A SB/T A 2 s. 26 ft A 2 s. a ft A 3 s. 49 ft SB /R A 1 s. 1 O ft A I s. O ft A I s, O ft SB LOS A A A OVERALL B B B EB/L C 16 s. 10 ft C 19 s. 8 ft C 17 s. 9 ft EBB A 10 s. 1 ft B 12 s. I ft B 11 s. 1 R Ell: Site - Driveway #2 EB LOS N/A N/A N/A NB/SB: Valley Mill Road NB /L A 8 s. o ft A 9s. 1 ft A 8 s. O ft NB If N/A N/A N/A N/A N/A N/A N/A N/A N/A Traffic Contml: Stop Sign NB LOS N/A N/A N/A SB/T N/A N/A N/A Na N/A N/A N/A N/A N/A SB/R NIA N/A N/A N/A N/A N/A N/A N/A N/A SB LOS N/A NIA N/A OVERALL N/A N/A N/A EB/L C 15 s. ]Off C 19 s. 8ft C 17 s. 9 ft EBB A 10 s. aft - B 12 s. 2 ft B 11 s. a ft Ell: Site - Driveway #3 EB LOS N/A N/A NIA NBISB: Valley Mill Road NR/L A 8 s. I R A 9 s. 2 R A 8 s. 2R_ NB/T N/A N/A N/A N/A N/A N/A N/A N/A N/A Traffic Control: Stop Sign NB LOS N/A N/A N/A slia Na N/A N/A N/A N/A N/A N/A N/A N, SBB N/A N/A N/A N/A N/A N/A N/A N/A N/A SB LOS N/A N/A N/A OVERALL N/A N/A N/A EB/L B 1S s. O ft C 18". 3 ft C 16 s. 4 ft EBB A ] 0 s. l ft B I l s. 1 R B l l s. l ft Ell: Site - Driveway #4 EB LOS N/A N/A N/A NB /SB: Valley Mill Road NB/L A 8 s. Oft A l ft NRT N/A NIA N/A N/A N/A N/A N/A N/A j WA Traffic Control: Stop Sign NB LOS N/A N/A N/A Slia N/A N/A N/A N/A N/A N/A N/A N/A I N/A SBB NIA N/A N/A N/A SB LOS N/A N/A NIA OVERALL N/A N/A N/A -as-o. wb = westooeno Nb = rvannnotm , ] = bmmtwtmcL L: Len, 1:1Im; K: KVht VOLK The Overlook— Revised Tra„jfic Impact Study June 5, 2013 Page 30 "DESIGN YEAR TRAFFIC ANALYSES (2026) As per VDOT Chapter 527 requirements, Volkert, Inc. has provided traffic analyses assuming a "Design Year" of 2026 (6 -years after build -out). This condition assumes the completion of the interchange of Route 7 /Route 37 with 500 vehicles per hour assigned to each ramp (as per the September 2012 scoping agreement). All other methodology remains consistent with the Phase 2 Background and Build -out conditions, respectively. 2026 "DESIGN YEAR" BACKGROUND CONDITIONS In order to determine the 2026 background traffic conditions, Volkert, Inc. increased the existing traffic volumes, shown on Figure 2, using a rate of 0.5% per year through Year 2026. Per the September 2012 VDOT /County approved Scoping Agreement, 20% of the Greenwood Road traffic volumes were then reassigned to the new intersection of Route 7 /Valley Mill Road. Additionally, all trips relating to specific future "other developments" located within the vicinity of the site were incorporated (See Table 5). Figure 16 shows the 2026 background weekday and Saturday ADT, as well as the weekday AM /PM and Saturday mid -day peak hour traffic volumes, at key locations within the study area. Figure 17 shows the corresponding 2026 background lane geometry and peak hour levels of service results. All Synchro levels of service worksheets are included in the Appendix section of this Report. THE OVERLOOK TRIP DISTRIBUTION AND TRIP ASSIGNMENT The distribution of trips was based upon local travel patterns for the roadway network surrounding the proposed site. Per the VDOT /County approved Scoping Agreement, Volkert, Inc. utilized the trip distribution percentages shown in Figure 18 to assign the proposed The Overlook development Phase 2 development trips (Table 6) throughout the study area roadway network. Figure 19 shows the development - generated assignments for the weekday and Saturday ADT, as well as the weekday AM/PM and Saturday mid -day peak hours. 2026 "DESIGN YEAR" BUILD -OUT CONDITIONS The Phase 2 development assigned trips (Figure 18) were added to the 2026 background traffic volumes (Figure 16) to obtain 2026 "Design Year" build -out conditions. Figure 20 shows the 2026 "Design Year" build -out weekday and Saturday ADT, as well as the weekday AM/PM and Saturday mid -day peak hour traffic volumes, at key locations within the study area. Figure 21 shows the corresponding build -out lane geometry and peak hour levels of service results. All Synchro levels of service worksheets are included in the Appendix section of this Report. Volkert, Inc. has provided Table 8 to show the 2026 "Design Year" background and build -out levels of service, vehicle delay and 95 percentile back of queue, by lane group /approach, for each of the study area intersections. VOLKE The Overlook— Revised Traffic Impact Study June 5, 2013 Page 31 LEGEND O 1 INTERSECTION p X(1)[Z] AN PEAK HOUR (PM PEAK HOUR)(SATUROAY PEAK HOUR] 7� I AVERAGE DAILY TRIPS SITE 20 FVTURELOC47ION ' FUTURE LOCATION 6 �\ g v61� ol` e7 � � 118(36) 2�IIp4/ I 1tr .a N WEEKDAYADT $ATURDAYADT 47398 37531 36520 31855 10242 10082 10242 10082 36026 35606 35558 36077 6275 5764 7655 4914 11760 6360 7485 5444 4980 3510 10552 10152 10914 12001 11017 13741 12060 11157 14966 14685 20 FVTURELOC47ION ' FUTURE LOCATION 6 �\ g v61� ol` e7 � � 118(36) 2�IIp4/ I 1tr .a N FUTURE FUTURE FUTURE FUTURE �6 INTERSECTION INTERSECTION INTERSECTION INTERSECTION 3 / (I 8(19 pl /j ZJ/I3l ti If 6S� The Overlook FIGURE 16 2026 "Design Year" Background Traffic Conditions e w 4 z e w 4 ; 1 �� F ( OS9 /( 1l(I4 `100 "_I2 X8/!86 �� / 9� / ( 1] 859 ry�o 540 51 39 / 117 /I �II (157 3)163 CZ64)u 6 FUTURE FUTURE FUTURE FUTURE �6 INTERSECTION INTERSECTION INTERSECTION INTERSECTION 3 / (I 8(19 pl /j ZJ/I3l ti If 6S� The Overlook FIGURE 16 2026 "Design Year" Background Traffic Conditions LEGEND OI INTERSECTION �4u LANE CONFIGURATIONS TRAFFIC SIGNAL E) STOP SIGN O((Y)[Z] AM PEAKHOUR(PM PEAK HOUR)(&1TURDAY PEAK HOUR] * DENOTES UNS/GNALIZED CRITICAL MOVEMENT >c ' R 2 4 S BCRRy{7 P EE � 658 SITE 1 7 ,•,' 59 VALLF,Y YDL RD 98 pl •' `10 ,4 6 859 a o � c O n q� SIGNALIZED INTERSECTION v o D(D)[D] � ��2j �• � � (V� "V CU 5 5 y ti60 O 4 SIGNALIZED INTERSECTION LOS- S(e)(S] SIGNALIZED O INTERSECTION ® SIGNALIZED INTERSECTION oa f O INTERSECTION I� hCV LOS - 6(8)[8] LOS- S(S)IS] LOS- B(B)[B] 0. � 659 � p(p)(p] 4 i � l 659 85 6 " jcj(Qc tr 1 C O ® 9 10 V G'' e(DJIC� V c� FUTURE FUTURE FUTURE FUTURE INTERSECTION INTERSECTION INTERSECTION INTERSECTION ��. 4 SIGNALIZED VFW Woo =< c INTERSECTION LOS- C(D)(C] The Overlook FIGURE 17 2026 'Design Year" Background Lane Geometry & LOS The Overlook FIGURE 18 "Design Year" Trip Distribution Percentages LEGEND O I INTERSECTION.# 7((Y)[ZJ AM PEAK HOUR (PM PEAK HOUR)[SATURDAYPEW HOUR) N Fl J AVERAGEDAILY TRIPS (AD T).# - X(-Y)[-Z) DENOTES PASS -BY TRIPS WEEKDAYADT SATURDAYADT w 1 2850 2221 2 4560 3553 Z 3 12085 8524 j 4 3990 3108 5 3420 2865 ry 6 3420 2665 e56 SITE 7 0 0 °� 8 0 0 8 �� 2 S 9 1710 1332 3 8594 9 �s � 6 10 1710 1332 20 - y ,PL 11 0 0 4 859 12 3990 3108 / P N 113 2280 1776 O 13 �~ 14 2280 1776 p� 15 1140 888 G 15 1140 888 17 14074 9614 z v � 18 850 956 G 19 1133 1141 20 728 737 1q O 5 5 (Ij( )(IJ �, (S JQS 11/ 44pCP ti h U ` o- 4 659 44(51)[56) j59(68)[75) 859 5 J •° 8g(l0z)(771/ �4q(SjJ(S6 (61J(61)36 (4JJ(4 I)14J � 855 856 bb � - ` p © 8 0 f 91 d 11 O � (9q /(8SJ 74 (/�2 ryory ^4-11 031�� /r y The Overlook FIGURE 19 "Design Year" Development- Generated Trips LEGEND O INTERSECTION N X (Y)[ZJ AM PEAK HOUR (PM PEAK HOUR)(SATURDAYPEAKHOU O AVERAGE DAILY -1- /ADTf N WEEKDAYADT SATURDAYADT 1 49337 38095 2 39990 34520 2 y 3 22328 16606 j 4 14232 13191 5 39445 36273 ry s 6 38977 40742 56 s SITE, 7 6275 5764 a '�; y 6 7655 4914 7 O 9 13470 7712 W 3 Jed 79„� 9 6 h i0 9194 6777 659 r � � ? �y� 7 ]p CT 11 4980 3510 659 q 12 14512 13261 a a 13 13194 13778 13 Gh10 14 13296 15519 per' 15 13200 12045 G 16 16106 15574 17 14074 9614 r ho 16 950 956 G 19 1133 1141 20 728 737 lq 4T 1 5 Ir 35 ��5 s !189](166 42 s 3> (!02!] 8 >I(I5 5)(25 1139](233)168 ��2rr2j(s16 �(lOs yQ� a l 4- m 4 b !22(15 a e �I 59 V6136(203)[132J �I(I4((91 (IS39I �� (53] !I � �� 231(417)14361 6.� 5 ti s > y (44!](37 J ` -Z, q(1- � 91624%116 [311( 67 /ice 659 6 � r� t (27 2)( 3 179q�I ^32g(2g�(2I2 I 1tj0 7A4 u2� ' ,o p Y e '� 56 F 3 ^ ^N 8 Q 10 10 17y�i r e ? AF (202((29 � 3r �lp (91 /(ICJ j � Jr ��� � lrOf r32j ti ~ 1 o w w 59 01��,� 659 c b��`61�11 659 Al`�ti o °� 9 The Overlook FIGURE 20 2026 "Design Year" Build -out Traffic Conditions LEGEND O1 INTERSECTION 0 LANE CONFIGURATIONS N ' TRAFFIC SIGNAL e STOP SIGN X(Y)rZ] AM PEAKHOUR(PM PEAK HOUR)[SATURDAYPEAK HOUR] * DENOTES UNSIGNALIED CRITICAL MOVEMENT 2 R 2 p 4 p &LRRWT � PTY(E v 85 SITE a A� 7 0 659 �'ALLaFMI ��� 9 �,�y' o cP�' 6 859 4 O� G ° O SKWALIZED I 1e TERSECTION IN z /h LOS- IXD)ID] G (/• V 659 O SIGNALIZED INTERSECTION S(C)JOI O INT R CTION ® INTERSEC77 SIG S O � LOS- LOS S(S)IaI LOS S(S)ISI LOS a(a)IBI &8)8 < 659 A(A)[A] e m 8 B )8 659 2 /rc�d lam' j� 659 5 z tcl( g ((L�� �LI ( c](c) c C � 4 858 r� a C sf IMB CTI rTE ( ® UNSIGNALUED F INTERSECTION 9 ,p /T�d UNS/GNALD'ED INTERSECTION UNSIGNALQED IU s� INTERSECTION u � d d @ (C( S)C �(( JC d 8 v q GN D TRTN INT `pl lPl p' ��/ , \��`Pd `P\ �Pl �/ ,�QA�pd (/• y s ° z c LOS- C(D)[C] 659 9 859 859 The Overlook FIGURE 21 2026 "Design Year" Build -out Lane Geometry & LOS Table 8 The Overlook Levels of Service, Delay and Back of Queue (95 %) Results 2026 "Design Year" Background and Build -out Conditions EB =E,Abm d,WB= W- b- 4NB- NMIM—d, SB= Somhbm d, L: Lcfl, T.1 R: Rijn The Overlook - Revised Tragic Impact Study VOLKERT June 5, 2013 Page 38 , 00 �o ®moo ®moo ®�o���c ®moo ®� i�o ®000® �o ®msi ®msia ®m�■�msi ®m ©mm ® ®msi ®m si ®mo ®m ©mmomm �o ®mommo��om ®si ®mom® s�oo ®oo© _ �o ®msi ®msi ®m ®ms;•mmsi ®m mim ®mosi�ssi ®mo ®msimm ®m yam ®si ®moo ®ma ® ®si ® ®omm s»o ©oo ©v �simmo ®m ®mom ©mmsi ®mo ®m �ommo ®mo ®msi ®m ®�m ®m m!o ® ®si ®msi ®mo ®svo ® ®amm �o ®vv ®v ��a0ooa mso ®msi ®m ©mmo ®msi ®psi ®® m•ammAm ® ®mmismmismmsimm �00000� �o ® ®si ®m ®m ®® ®mom ®si ®m ®mmsi ®msi ®m ® ®msi ®m si ®m m>•Ammo ®psi ®momm ®Am® s� ©oo�oo �o ®msi ®msi ® ®o ® ®si ® ® ®mm �o ®mom ®om ®ommsi ®momm s� ® ®msi ® ®si ®msi ®m ®mmsi ®m slIVFIM000a�o ®simmsi ®m ®mom ®mmsi ®m ®mm ni si ®msimmo ®mommsi ®msi ®m s�simm ®simmo ®msa ®msi ®m im000000 �000 ©oo m•o ®msi ®msi ®mo ®msi ®mo ®m spa ®i�aamma ®mo ®mv ®mo ®® mlmmm ®m ®ssmm ®mmom® imp ©0000 s�si ® ®si ®msi ®mo ® ®si ®msi ®® NB: Gm—od R . mi ®mmsi ®msi ®mo ®msa ® ®omm D s�Ammomm ©mmmmm ®mmAmm �000000 ima ®m® ®psi ® ®ss ®mo ®msi ®® �o�s0000 m;.a ®mA ® ®si ®mm ®msi ®ma ®m s�si��o ® ®si ®mo ®mo ®mo ®m i�0000 ■so m•si ®msi ®mamm ®mmsi ®msimm spa ®ma ®msi ®ma ®� ® ®ma ®m nova ®vv sass ® ®si ®msimmo ® ®si ®mom ��■ ®moo ®msimmo ®i>Easi ®momm �000000 s�si ®msi ® ®si ®mo ®msi ®ma ®m m;! ®�msi ®msi ®mss ®mo ®��smm m•ammo ®mo ®mo ®msimmo ®m imss ®�� ®msimmssmmo ®m ®mm �000000 s�simmo ®pis ®mssmmmmmsi® �om�ommom�sommmmmomm ®v ®v ®a . mime ®mmo ®m ® ®m ® ®ma ®m s� ®mm ®�mismmssmm ®mmsi�m �000000 �oaoiso® ©�v0000 imo ®�0 ®msi ®msa ®mss ®mo ®m �o ® ®o ®msa ®ma ®msa ®msi ®® �oo�000 L td- mmeco—kSig'alinti �sim ®si ®me ®mism ® ® ® ®si ®® im ®m ®ism ®simmsimmsimmAmm �o ©■v ©oo im0000 EB =E,Abm d,WB= W- b- 4NB- NMIM—d, SB= Somhbm d, L: Lcfl, T.1 R: Rijn The Overlook - Revised Tragic Impact Study VOLKERT June 5, 2013 Page 38 Table S (ceased) The Overlook Levels of Service, Delay and Back of Queue (95 %) Results 2026 "Design Year" Background and Build -out Conditions HH = eastcoaad, W H =W eslbowO, NH = Norlhbrnmd, SH = S htaa ad, L: Led,'i I I t R: R;glrt The Overlook— Revised Traffic Impact Study VOLKERT June 5, 2013 Page 39 2026 Background Conditions 2026 "Desi n Year" Build-out Conditions Interseclioa AM Peak How PM Peak How Satwday Peak How AM Peak How PM Peak Hon. S,twday Peak How LOS Delay (w sec) Queue (w et LOS Delay (inaee) Queue (infeet) LOS Delay (iu sec) Queue (m feat) LOS Delay (irate) Queue (infeet) IDS Delay (inset) Queue (wfee0 LOS Dela y (in sec) Queue d feet) EB/L D 55, 205 fl D 53 e. 21] $ D 52 s. 271 R EB/R A 10, 399 A 7s. 42E A 7 s. 44 It EB: Site - Driveway #1 NB/SB: Vane, Min Road EB LOS D D D NR/L A 5 s. 39 ft A 9 s. 71 fl _ s. 75 fl NBR Traffic Control: Signal cation NB LOS A A A SB/t A 3 s. - 1 13 $ A 6s, 96H A 899 SRa A ]s. 6$ A ls. 2ft A 1s. 3ft SB LOS A A A OVERALL B B B EB /L C 20 s. 14 R D 32 s. 15 ft D 33 s. 20 ft EB/R B 10 s. 2fl B 34 s. 2fl B 13 s. 2fl EB: Site - Driveway #2 EB LOS N/A NIA N/A NB/SB: Valley Min Road NB /L A R, 1 OR A 10s. 1$ A 1 9s. 1 Ifl N &7 NSA N/A N'A N/A N/A N/A N/A N'A N/A Traffic Cannot: Stop Sign NB LOS N/A N/A N/A SB/T NA T N/A N/A —N/—A7—NA N/A N/A N/A N:A SRR N'A N/A N!A N'A N/A NiA N/A N/A N/A SB LOS N/A N/A N/A OVERALL N/A N/A N/A EB/L C 20 s. 14 $ D 32s 15 $ D 32 s. 191t ERR B 10 s. 3$ EB: Site- Drivemy N3 NB/SB: Va$ey MID Road EB LOS N/A N/A N/A NB/L A Ss. 1R A 1 ]Os. 1 3ft A 1 9s. 1 2$ NB/T NIA N/A N/A Traffic Control: Stop Sig, NB LOS N/A N/A N/A SBrr N!A N/A N/A N/A N/A N/A N/A N/A N/A SBB N/A N/A N/A N/A N1A N/A NIA N/A N/A SB LOS NIA N/A N/A OVERALL N/A N/A N/A EB'L C I 18s. Oft D 1 26 s. 1 6ft D 1 26, 1 711 EB/R EB: Site - Driveway #4 EB LOS N/A N/A N/A NB/SB: Valley Mill Road NR/L A Ss. OA A 9s. 1ft A 9s. 1ft NSIT Tragic Cowrol: Stop Sig, NB LOS NIA N/A N/A SB/L N/A I NA I NIA N/A N/A N/A N/A N/A N/A SB/p. N,A I N/A I N/A SB LOS i N/A N/A N/A OVERALL. N/A N/A NIA HH = eastcoaad, W H =W eslbowO, NH = Norlhbrnmd, SH = S htaa ad, L: Led,'i I I t R: R;glrt The Overlook— Revised Traffic Impact Study VOLKERT June 5, 2013 Page 39 CONCLUSION Each of the study area intersections were evaluated using Synchro 7.0 capacity analysis software. The following describes the results for the future Phase 1, Phase 2 and "Design Year" build -out traffic conditions analyzed in this Study: ➢ PHASE 1 (2015) 1. Route 7 & Haggerty Connection Road: Signalized capacity analyses revealed overall levels of service of "C" or better during the weekday AM/PM and Saturday midday peak hours. All lane groups maintain levels of service of "D" or better. This intersection would be implemented in conjunction with the build -out the Haggerty Development The Study assumes an eastbound right -turn lane, a westbound left -turn lane, a northbound left -turn lane and a northbound right -turn lane. 2. Route 7 & Realigned Valley Mill Road. Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM/PM and Saturday midday peak hours. All lane groups maintain levels of service of "D" or better. This intersection would relocate to the west from its current location along Route 7. The Study assumes an eastbound right -turn lane, a westbound left -turn lane, a northbound left -turn lane and a northbound right -turn lane. 3. US Route 7 & Greenwood Road: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM /PM and Saturday midday peak hours. All the approaches maintain levels of service of "C" or better. Volkert, Inc. does not recommend improvements for this intersection. 4. Greenwood Road & Valley Mill Road: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM /PM and Saturday midday peak hours. All the approaches maintain levels of service of "C" or better. Volkert, Inc. does not recommend improvements for this intersection. 5. Valley Mill Road & Channing Drive: Unsignalized analyses revealed lane group levels of service of "C" or better during the weekday AM /PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 6. Senseny Road & Channing Drive: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM /PM and Saturday midday peak hours. All lane groups maintain levels of service of "C" or better. Volkert, Inc. does not recommend improvements for this intersection. 7. Valley Mill Road & Site - driveway #1: Unsignalized capacity analyses revealed lane group levels of service of "C" or better during the weekday AM /PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 8. Valley Mill Road & Site - driveway #2: Unsignalized capacity analyses revealed lane group levels of service of "C" or better during the weekday AM /PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 9. Valley Mill Road & Site - driveway #3: Unsignalized capacity analyses revealed lane group levels of service of "C" or better during the weekday AM /PM and Saturday VOLKERT The Overlook— Revised Traffic Impact Stu dy June 5, 2013 Page 40 midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 10. Valley Mill Road & Site- driveway #4: Unsignalized capacity analyses revealed lane group levels of service of "C" or better during the weekday AM/PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. ➢ PHASE 2 (2020) 1. Route 7 & Haggerty Connection Road. Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM/PM and Saturday midday peak hours. All approaches maintain levels of service of "C" or better. This intersection would be implemented in conjunction with the build -out the Haggerty Development The Study assumes an eastbound right -turn lane, a westbound left -turn lane, a northbound left -turn lane and a northbound right -turn lane. 2. Route 7 & Realigned Valley Mill Road: Signalized capacity analyses revealed overall levels of service of "C" or better during the weekday AM/PM and Saturday midday peak hours. All approaches maintain levels of service of "C" or better. This intersection would relocate to the west from its current location along Route 7. The Study assumes an eastbound right -turn lane, a westbound left -turn lane, a northbound left -turn lane and a northbound right -turn lane. 3. US Route 7 & Greenwood Road. Signalized capacity analyses revealed overall levels of service of "C" or better during the weekday AM /PM and Saturday midday peak hours. All approaches maintain levels of service of "D" or better. Volkert, Inc. does not recommend improvements for this intersection. 4. Greenwood Road & Valley Mill Road.: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM /PM and Saturday midday peak hours. All approaches maintain levels of service of "C" or better. Volkert, Inc. does not recommend improvements for this intersection. 5. Valley Mill Road & Channing Drive: Unsignalized analyses revealed lane group levels of service of "D" or better during the weekday AM /PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 6. Senseny Road & Channing Drive: Signalized capacity analyses revealed overall levels of service of `B" or better during the weekday AM /PM and Saturday midday peak hours. All approaches maintain levels of service of "C" or better. Volkert, Inc. does not recommend improvements for this intersection. 7. Valley Mill Road & Site- driveway #1: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM /PM and Saturday midday peak hours. All approaches maintain levels of service of "C" or better. Volkert, Inc. does not recommend improvements for this intersection. 8. Valley Mill Road & Site- driveway #2: Unsignalized capacity analyses revealed lane group levels of service of "C" or better during the weekday AM /PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. VOLKERT The Overlook — Revised Traffic Impact Study June 5, 2013 Page 41 9. Valley Mill Road & Site - driveway #3: Unsignalized capacity analyses revealed lane group levels of service of "C" or better during the weekday AM/PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 10. Valley Mill Road & Site - driveway #4: Unsignalized capacity analyses revealed lane group levels of service of "C" or better during the weekday AM/PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. ➢ "Design Year" (2026): 1. Route 7 & Haggerty Connection Road/Route 37 NB Ramps: Signalized capacity analyses revealed overall levels of service of "D" or better during the weekday AM /PM and Saturday midday peak hours. All approaches, except the north and south approaches in PM peak hour, maintain levels of service of "D" or better. The aforementioned two approaches maintain LOS "E ". This intersection would be implemented in conjunction with the build -out the Haggerty Development as well as the completion of Route 37 through to Route 7. The Study assumes dual eastbound left -turn lanes, an eastbound right -turn lane, dual westbound left -turn lanes, a westbound right -turn lane, a northbound left -turn lane, a northbound thru lane, a northbound right -turn lane, dual southbound left -turn lanes, a southbound thru lane and a southbound right -turn lane. 2. Route 7 & Realigned Valley Mill Road/Route 37 SB Ramps: Signalized capacity analyses revealed overall levels of service of "D" or better during the weekday AM /PM and Saturday midday peak hours. All approaches also maintain levels of service of "D" or better. This intersection would relocate to the west from its current location along Route 7. As a result of the completion of Route 37 through to Route 7, the Study assumes dual eastbound left -turn lanes, an eastbound right -turn lane, dual westbound left -turn lanes, a westbound right -turn lane, a northbound left -turn lanes, a northbound thru lane, a northbound right -turn lane, dual southbound left - turn lanes, a southbound thru lane and a southbound right -turn lane. 3. US Route 7 & Greenwood Road. Signalized capacity analyses revealed overall levels of service of "C" or better during the weekday AM/PM and Saturday midday peak hours. All approaches maintain levels of service of "D" or better. Volkert, Inc. does not recommend improvements for this intersection. 4. Greenwood Road & Valley Mill Road: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM /PM and Saturday midday peak hours. All approaches maintain levels of service of "C" or better. Volkert, Inc. does not recommend improvements for this intersection. 5. Valley Mill Road & Channing Drive: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM/PM and Saturday midday peak hours. All approaches maintain levels of service of "C" or better. Volkert, Inc. recommends traffic signalization during 2026 "Design Year" conditions. 6. Senseny Road & Channing Drive: Signalized capacity analyses revealed overall levels of service of `B" or better during the weekday AM /PM and Saturday midday VOLKE The Overlook — Revised Traffic Impact Study June 5, 2013 Page 42 peak hours. All approaches maintain levels of service of "D" or better. Volkert, Inc. does not recommend improvements for this intersection. 7. Valley Mill Road & Site - driveway #1: Signalized capacity analyses revealed overall levels of service of "B" or better during the weekday AM/PM and Saturday midday peak hours. All approaches maintain levels of service of "D" or better. Volkert, Inc. does not recommend improvements for this intersection. 8. Valley Mill Road & Site - driveway #2: Unsignalized capacity analyses revealed lane group levels of service of "D" or better during the weekday AM/PM & Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 9. Valley Mill Road & Site - driveway #3: Unsignalized capacity analyses revealed lane group levels of service of "D" or better during the weekday AM/PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. 10. Valley Mill Road & Site - driveway #4: Unsignalized capacity analyses revealed lane group levels of service of "D" or better during the weekday AM /PM and Saturday midday peak hours. Volkert, Inc. does not recommend improvements for this intersection. SITE ACCESS AND ACCESS MANAGEMENT To minimize the traffic impacts associated with the proposed development and to maintain satisfactory traffic flow, four (4) site- driveways are proposed to the west of Relocated Valley Mill Road. The northernmost driveway ( #1) will provide sole access to the retail development. The remaining three driveways will provide access to residential development only. All the driveways are stop controlled during Phase 1 traffic condition. Driveway #1 is proposed to be signalized to coincide with the build -out of Phase 2. Based on Table 2 -2 of VDOT Road Design Manual — Appendix F, all the proposed site - driveways maintain satisfactory spacing as described below. ➢ Site - driveway #1 maintain approximately 660 feet from the signalized intersection of Route 7 & Valley Mill Road, which satisfies the minimum spacing requirement of 660 feet between signalized intersections for Collector with speed at or below 45 mph. ➢ Distance between each of the site - driveways range from 660 feet to 775 feet, which satisfy the minimum spacing requirement of 440 feet between unsignalized intersections for Collector with speed limit at or below 45 mph. PEDESTRIAN AND BICYCLE ACCOMODATIONS The Overlook Proffer Statement provides for the development of a 10 -foot hard surfaced bicycle and pedestrian facility for this project. The proffered Generalized Development Plan identifies the location of this facility along the northwestern side of the relocated Valley Mill Road between the lower residential land bay and the commercial land bay, then through the commercial land bay to connect to the adjoining mobile home park. Therefore, this project accommodates pedestrian and bicycle needs through the limits of the project. The Overlook— Revised Traffic Impact Study VOLKER - r June 5, 2013 Page 43 Department of Planning and Development 5401665-5651 FAX: 5401665-6395 IQ :1 k i I oil] J, 6 TO: Board of Supervisors FROM: John A, Bishop AICP, Deputy Director - Transportation 6t RE: Resolution of Intent to Apply for Revenue Sharing Funds for Valley Mill Road Work Related to Rezoning 404-13, The Overlook DATE: October 1, 2013 Attached please find the resolution of intent to apply for revenue sharing funds in support of the Valley Mill Road transportation proffers in The Overlook Rezoning #04-13. The purpose of the resolution is to certify the Board's intent - io work with the developei. of the property subject to Rezoning #04-13 to implement the Valley Mill Road improvements and realignment and new intersection of Valley Mill Road and Route 7. In addition, the resolution lays out the conditions relavent to the Board's intent to pursue futidiiig such as when and under what circumstances. JAB/dlw 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 RESOLUTION OF INTENT TO SUBMIT REVENUE SHARING PROGRAM APPLICATION FREDERICK COUNTY BOARD OF SUPERVISORS Action: BOARD OF SUPERVISORS: October 9, 2013 IJ APPROVED IJ DENIED WHEREAS, Timothy and Mary Stafford, and Valley Mill Farm, LC (collectively the "Owners ") currently own 55.46 acres, more or less, located in Frederick County, Virginia, and described as tax parcels 55 -A -161, 55 -A -165 (portion), 55- A -165A, 55 -A -166, 55 -A -167, 55- A -167A, 55 -A -168, 55- A -174A, 55- A-174B, 55- A -174D (the "Property "); WHEREAS, the Owners have submitted, contemporaneously herewith, a Proffer Statement and Rezoning Application for the Property; WHEREAS, the Proffer Statement and Rezoning Application request the Property be rezoned from Residential Performance (RP) and Rural Areas(RA), to Business General (B2) and Residential Performance(RP); WHEREAS, the Generalized Development Plan ( "GDP ") prepared by Greenway Engineering, dated May 27, 2013, and approved as a part of the Rezoning Application, provides for the relocation of Valley Mill Road through the Property; WHEREAS, the Owners, by way of the Proffer Statement, have proffered to dedicate a right -of- way area for the relocation of Valley Mill Road which is sufficient to provide for the construction of two eastbound travel lanes, two westbound travel lanes, a center left turn lane, right turn lanes at all full access entrances, left, right, through stacking lanes for westbound traffic at the intersection of Berryville Pike, and two receiving lanes for eastbound traffic at the intersection of Berryville Pike (the "New Valley Mill Road Improvements "); and WHEREAS, the Owners have prepared information for Virginia Department of Transportation ( "VDOT ") review and comment concerning the abandonment of an approximately 0.9 acre portion of Valley Mill Road, as depicted on the GDP as the Valley Mill Road Abandonment Area, that will no longer be needed if said road is relocated as proffered. NOW THEREFORE, BE IT RESOLVED, that the Frederick County Board of Supervisors hereby adopts this Resolution on the following terms and conditions, as follows: 1. Revenue Sharing Application The Board intends to submit a Revenue Sharing Application pursuant to Va. Code Ann. § 33.1- 23.05, and consistent with the Virginia Department of Transportation (VDOT) Revenue Sharing Program Guidelines, for one -half of the funds necessary to design the New Valley Mill Road Improvements, provided the Owners satisfy the conditions precedent set forth herein. 2. Conditions Precedent to Board's Obligations Hereunder Prior to the Board submitting a Revenue Sharing Application, the Owners must have i) contributed one -half (1/2) of the costs of designing the New Valley Mill Road Improvements within twelve (12) months of approval of the final, un- appealed, approval of the Rezoning Application for the Property; and ii) agreed to dedicate for public use the right -of -way -2- through the Property necessary to construct the New Valley Mill Road Improvements within three (3) months of the approval of the design of the New Valley Mill Road improvements by VDOT and the County, unless said dates are extended by the County. 3. Channing Drive Proffer The Board intends to contribute to the total sum of the local match for the New Valley Mill Road Improvements funds proffered and collected for bridge construction as a part of the Channing Drive Rezoning, REZ #15 -99. 4. Locally Administered Projects The Board intends that the Revenue Sharing Application shall opt for the Locally Managed Projects option under the Revenue Sharing Program. 5. Implementation of Revenue Sharing The Board understands VDOT expects all requests for Revenue Sharing funding to be for viable projects with work anticipated in the near future, and thus the Board intends that a Revenue Sharing Application would be submitted as soon as practical after the conditions precedent set forth above have been met, and prior to submitting such Application the Board would adopt the necessary resolution required for the Revenue Sharing Application. 6. Additional Funding Sources The Board also resolves it intends to provide reasonable, non - monetary support to the Owners in applying for other Federal and State funding programs, if any, which could assist with funding the relocation and construction of Valley Mill Road, or other aspects of the project. 7. Right of Way Abandonment The Board resolves that it intends to support the abandonment of the approximately 0.9 acre portion of Valley Mill Road, as depicted on the GDP as the Valley Mill Road Abandonment Area, that will no longer be needed if said road is relocated as proffered, and the Board further resolves it intends to support transfer of the abandoned area to Valley Mill Farm, LC, all in accordance with Chapter 1 of Title 33.1 of the Code of Virginia (1950), or such other statutes as may be applicable. Any such abandonment proceedings as may be required by the Code would be instituted as soon as practical following VDOT acceptance of the relocated portion of Valley Mill Road into the State secondary system of highways. Passed the 9th day of October, 2013 by the following recorded vote: Richard C. Shickle, Chairman Gary A. Lofton Robert A. Hess Robert W. Wells Charles S. DeHaven, Jr. Christopher E. Collins Gene E. Fisher A COPY ATTEST John R. Riley, Jr. Frederick County Administrator PDRes #26 -13 COUNTY of FREDERICK Department of Planning and Development MEMORANDUM 540/665 -5651 FAX: 540/665-6395 To: Frederick County Board of Supervisors From: Candice E. Perkins, AICP, Senior Planner L Subject: Discussion — Height Requirements in the EM, Ml, and M2 Districts Date: September 30, 2013 At the Board of Supervisors September 9, 2013, meeting, Staff presented a request to increase the height allowance in the EM (Extractive Manufacturing), M1 (Light Industrial) and M2 (Industrial General) Zoning Districts through the approval of a Conditional Use Permit (CUP). During the discussion the Board of Supervisors expressed concern over the CUP process due to the permanent nature of the improvements and ultimately sent the amendment back to the Development Review and Regulations Committee (DRRC) for further review. Staff has prepared a revised amendment that removes the CUP requirement and replaces it with a Board of Supervisors waiver. The waiver would still allow the Board of Supervisors to determine the appropriateness of the proposed height increase in a requested location while providing an applicant with an irrevocable approval. The waiver would allow the Board of Supervisors to waive the height in the EM District up to 200' and the M1 /M2 District Height up to 150'. Supplementary use regulations have also been drafted that would need to be addressed when an applicant applies for the waiver. The supplementary use regulations address architectural renderings, the ability for the Board to require additional screening /distance as well as other conditions as necessary. A revision to the supplementary use regulations for height exemptions has also been added to expand the automated facility 100' allowance to also include automated manufacturing facilities. The Development Review and Regulation Committee (DRRC) discussed this item at their meeting on September 26, 2013. The DRRC was supportive of the waiver option as well as the supplementary use regulations. The attached document shows the existing ordinance with the proposed changes supported by the DRRC (with strikethroughs for text eliminated and bold italic for text added). Staff is seeking direction from the Board of Supervisors on these Zoning Ordinance text amendments; attached is a resolution directing the item to public hearing should the Board deem it appropriate. Attachments: 1. Proposed Height Revisions (deletions shown in strikethrough and additions show in bold underlined italics). 2. EDC Support Letter 3. Resolution CEP /pd 107 North Kent Street, Suite 202 • Winchester, Virginia 22601 -5000 Click in this box to return to the memo DRAFT Ordinance Amendment Attachment 1 EM /M1 /M2 Districts § 165 - 608.01 Intent. ARTICLE VI BUSINESS AND INDUSTRIAL ZONING DISTRICTS Part 608 — EM Extractive Manufacturing District The intent of the Extractive Manufacturing District is to provide for mining and related industries, all of which rely on the extraction of natural resources. Provisions and performance standards are provided to protect surrounding uses from adverse impacts. It is also the intent of this article to avoid the encroachment of incompatible uses on the borders of the EM District. *All other sections remain unchanged § 165 - 608.06 Height limitations. ",�;TStPEt re Sh@ Eee P-1 4 - feet I A h e+g ht. -The maximum structure height shall be 45 feet. The Board of Supervisors may waive the 45 foot height limitation provided that it will not negatively impact adjacent uses. In order to consider the waiver, the applicant must submit all information and adhere to requirements specified by § 165- 204.28. In no case shall any structure exceed 200 feet in height. 1 DRAFT Ordinance Amendment Attachment 1 EM /M1 /M2 Districts ARTICLE VI BUSINESS AND INDUSTRIAL ZONING DISTRICTS Part 601— Dimensional and Intensity Requirements § 165 - 601.02 Dimensional and intensity requirements The following table describes the dimensional and intensity requirements for the business and industrial districts: District Requirement 131 B2 B3 OM M1 M2 Front yard setback on primary or arterial highways (feet) 50 50 50 50 75 75 Front yard setback on collector or minor streets (feet) 35 35 35 35 75 75 Side yard setbacks (feet) - - 15 15 25 25 Rear yard setbacks (feet) - - 15 15 25 25 Floor area to lot area ratio (FAR) 0.3 1.0 1.0 2.0 1.0 1.0 Minimum landscaped area (percentage of lot area) 35 15 25 15 25 15 Maximum height (feet) 35 35 35 60 60 * 60 *In the M1 and M2 Districts the Board of Supervisors may waive the 60 foot height limitation provided that it will not negatively impact adjacent uses. In order to consider the waiver, the applicant must submit all information and adhere to requirements specified by § 165 - 204.28 In no case shall any structure exceed 150 feet in height. DRAFT Ordinance Amendment Attachment 1 EM /M1 /M2 Districts Article II SUPPLEMENTARY USE REGULATIONS, PARKING, BUFFERS, AND REGULATIONS FOR SPECIFIC USES § 165 - 204.28. Height Waivers in the EM (Extractive Manufacturing), M1 (Light Industrial) and M2 (Industrial General) District: Waiver requests for height increases in the EM, M1 and M2 Zoning Districts, shall adhere to the following requirements: 1. Architectural renderings of the proposed structure shall be submitted for review by the Planning Commission and the Board of Supervisors; 2. The Board of Supervisors may require buffer and screening elements and /or additional distance when deemed necessary to protect existing adjacent uses; 3. The Board of Supervisors may require additional conditions as deemed necessary; 4. This waiver shall not be permitted to increase the height of any signage regulated by § 165- 201.07. Article II SUPPLEMENTARY USE REGULATIONS, PARKING, BUFFERS, AND REGULATIONS FOR SPECIFIC USES Part 201— Supplementary Use Regulations § 165 - 201.03 Height limitations; exceptions. B. Exceptions to height requirements. (4) Automated storage facilities in the OM, M1 and M2 Zoning Districts and automated manufacturing facilities in the M1 and M2 Zoning Districts shall be exempt from the maximum height requirement. p,etest+eR @eee,FdiRste the 1spee Tr--@*iA-n- ef applieable ed Such exemptions shall be approved by the Frederick County Fire Marshal. In no case shall the height of these facilities exceed 100 feet in height. Click in this box to return to the memo 1W WINCHESTER FREDERICK COUNTY VIRGINIA EDC DATE: September 25, 2013 TO: Eric Lawrence, Planning Director FROM: Patrick Barker, CEcD, Executive Director RE: Height Requirements in the EM, M1 and M2 districts For the past several months Frederick County has worked steadfastly to enhance height limits in industrial zoning districts. The chief catalyst for this effort is rooted in an EDC supported project, a $45 million expansion by Carmeuse last year. This expansion will bring new modern kilns to meet growing demand. Carmeuse officials worked with Frederick County to discover a path to operate this new investment under County Code. One such path involved a Conditional Use Permit but proved to be problematic. This discussion required significant time. Now time is critical as Carmeuse aims to install this new investment by the end of this year. As such, County and Carmeuse officials have pursued a new Board of Supervisors waiver track. County processes require public hearings on such an amendment to the County code. In order to comply with Carmeuse's operational timeframe, staff engaged in a fast track process. This process bypasses receiving formal feedback on the waiver amendment from the Planning Commission prior to the Board of Supervisors' authorization of a public hearing, should they grant it. I appreciate your hopeful understanding. Please contact me with any questions. Your Move. Our Commitment. 45 East Boscawen Street A Winchester. VA 22601 A 540 -665 -0973 A Fax 540- 722 -0604 A wwwwinva.com Click in this box to return to the memo Action: BOARD OF SUPERVISORS: October 9, 2013 IJ APPROVED IJ DENIED RESOLUTION DIRECTING THE PLANNING COMMISSION TO HOLD A PUBLIC HEARING REGARDING CHAPTER 165, ZONING ARTICLE VI — BUSINESS AND INDUSTRIAL ZONING DISTRICT PART 601 - DIMENSIONAL AND INTENSITY REQUIREMENTS § 165- 601.02 DIMENSIONAL AND INTENSITY REQUIREMENTS PART 608 — EM EXTRACTIVE MANUFACTURING DISTRICT § 165- 608.06 HEIGHT LIMITATIONS. ARTICLE II SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES PART 201 — SUPPLEMENTARY USE REGULATIONS §165- 201.03 HEIGHT LIMITATIONS EXCEPTIONS PART 204 — ADDITIONAL REGULATIONS FOR SPECIFIC USES § 165- 204.28. HEIGHT WAIVERS IN THE EM (EXTRACTIVE MANUFACTURING), M1 (LIGHT INDUSTRIAL) AND M2 (INDUSTRIAL GENERAL) DISTRICT. WHEREAS, the Frederick County Planning Department has received a request to revise the Zoning Ordinance to increase the maximum height in the EM, MI and M2 Zoning Districts; and WHEREAS, the Board of Supervisors discussed proposed changes to the EM, MI and M2 Districts at their regularly scheduled meeting on September 9, 2013 and sent the amendment back to the DRRC for further review; and WHEREAS, The Development Review and Regulations Committee (DRRC) discussed revisions at their meeting on September 26, 2013 and recommended this item be forwarded to the Planning Commission and Board of Supervisors; and WHEREAS, the Board of Supervisors discussed the proposed changes at their regularly scheduled meeting on October 9, 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 increase the maximum height in the EM, M1 and M2 Zoning Districts with a Board of Supervisors Waiver and supplementary use regulations. Passed this 9th day of October, 2013 by the following recorded vote: This resolution was approved by the following recorded vote: Richard C. Shickle, Chairman Gary A. Lofton Robert A. Hess Gene E. Fisher Robert W. Wells Charles S. DeHaven, Jr. Christopher E. Collins A COPY ATTEST John R. Riley, Jr. Frederick County Administrator COUNTY of FREDERICK Department of Planning and Development 540/665-5651 FAX: 540/665-6395 Memorandum To: Frederick County Board of Supervisors From: Mark R. Cheran, Zoning and Subdivision Administrator Date: October 1, 2013 RE: Brookland Manor Subdivision The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested: Brookland Lane, State Route Number 658 0.05 miles Brookland Lane, State Route Number 658 0.02 miles Brookland Lane, State Route Number 658 0.03 miles Staff is available to answer any questions. MRC/dlw 107 North Kent Street, Suite 202 • Winchester, Virginia 22601-5000 4tiG� COGS RESOLUTION BY THE a° N FREDERICK COUNTY BOARD OF SUPERVISORS The Board of Supervisors of Frederick County, in regular meeting on the 9th day of October, 2013, adopted the following: WHEREAS, the streets described on the attached Form AM -4.3, fully incorporated herein by reference, are shown on plats recorded in the Clerk's Office of the Circuit Court of Frederick Count }; and WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board that the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation; and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on June 9, 1993, for comprehensive stormwater Vention which applies to this request for addition; and NOW, THEREFORE, BE IT RESOLVED, this Board requests the Virginia Department of Transportation to add the streets described in the attached Form AM -4.3 to the secondary system of state highways, pursuant to 33.1 -229, Code of Virginia, and the Department's Subdivision Street Requirements and BE IT FURTHER RESOLVED, this Board guarantees a clear and unrestricted right -of- way, as described, and any necessary easements for cuts, fills and drainage; and BE IT FURTHER RESOLVED, that a certified copy of this resolution be forwarded to the Resident Engineer for the Virginia Departme of T ransportation. Richard C. S le, Chairman Gary A. Lofton A. Hess Robert Robert W. Wells Christopher E. Collins Gene E. Fisher Charles S. DeHaven, Jr. _ PDRes. #25 -13 A COPY ATTEST John R. Riley, Jr. Frederick County Administrator In the County of Fre derick By resolution of the governing body adopted October 9, 2013 The foliowing VDOT Form AIM -4.3 is hereby attached and incorporated as part of the governing body's resolution for changes in the secondary system of state highwa . A Cony Testee Signed (County Official): Report of Changes in the Secondary System of State Highways Pro'ect/Subdivision Brookland Manor - Brookland Lane ige, as Extension Type Change to the Secondary System of State Highways: Addition The following additions to the Secondary System of State Highways, pursuant to the statutory provision or provisions cited, are hereby requested; the right of way for which, including additional easements for cuts, fills and drainac required, is hereby guaranteed: Reason for Change: ate Ng street Pursuant to Code of Virginia Statute: §33.1 -229 Street_ Nameandl nrBouteNumbec ,__-------- �------- - - - - -- ------ � - - - - -- ♦ Brookland Lane, Sta Route Number Old Route Number: 0 S. of: • From: 0.05 Mile Route 1418, Weathervane Drive /MonticelPQ- N. Int. To: 0.1 Mile S. Route 1418, Weathervane Drive /Monticello Sq. Int., a distance 0.05 miles. Recordation Reference: Instr. #080010741, Page 0: Right cf Way width (feet) = 60' Street Name andtor Route Number ♦ Bwokl and -Lane_ S4ate-Router ilumbex-65 8---------------------- - - - - -- — — — S. e Old Route Number: 0 • From: 0.03 Mile : Route 1418, Weathervane Drive Sq. a distance To: 0.05 Mile S. Route 1418, Weathervane Drive /Monticello N. Int., of: 0.02 miles. Recordation Reference: Instr. #080 0 1 0741, Page 0223 Right of Way width (feet) = 60' Street Name and /or Route Number 658 ♦ Brookland Lane, State Route Number OJ4Reuta- Namur. -0. — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — - S. Int. • From: 0.1 Mile S. Route 1418, Weathervane Drive /Monticello Sq. To; 0.13 Mile S. Route 1418, Weathervane Dr. /End of cul -de -sac , a distance of: 0.03 miles. Recordation Reference: Instr. #080010741, Page 0223 Right of Way width (feet) 60' = VDOT Form AM -4.3 (4120/2007) Maintenance Division Date of Resolution: October 9, 2013 Page 1 of 1