Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
January_13_2016_Board_Agenda_Packet
AGENDA CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, JANUARY 13, 2016 6:30 P.M., 7:00 P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 6:30 P.M. — Closed Session: The Board will Convene a Closed Session Pursuant to 2.2 -3711 A (1) of the Code of Virginia, 1950, as Amended, for Discussion of a Personnel Matter, Specifically Concerning the Terms and Conditions of the Employment of the County Attorney. 7:00 P.M. — Regular Meeting -Call To Order Invocation Pledge of Allegiance Organization of the Board of Supervisors for 2016: Pursuant to Code of Virginia, 1950, as Amended, the Board is Required to Organize Its Functions at Its First Meeting in January Including: A. Election of Vice - Chairman B. Adoption of Rules of Procedure (See Attached)------------------------------ - - - - -- A C. Selection of a Parliamentarian D. Selection of Time and Place for Regular Meetings (See Attached) ----- - - - - -- B E. Chairman's Board /Committee Assignments. (See Attached)------------- - - - - -- C 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, H, I, K and L) AGENDA CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, JANUARY 13, 2016 PAGE 2 Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes: (See Attached) 1. Regular Meeting of November 12, 2015. 2. Closed Session and Regular Meeting of December 9, 2015. 3. Transportation Forum, December 14, 2015. County Officials: 1. Presentation of Resolution of Appreciation of Eric R. Lawrence. 2. Committee Appointments. (See Attached) ❑� E 3. Request from Commissioner of the Revenue for Refunds. (See Attached) ------------------------------------------------------------------------- - - - - -- F 4. Request for Adoption of Frederick County's 2016 Emergency Operations Plan. (See Attached)----------------------------------------------------------------- - - - - -- G 5. Request to Approve Holding Two Rabies Clinics in 2016. (See Attached) ------------------------------------------------------------------------- - - - - -- H 6. Request to Schedule Public Hearing Re: Granting of Conveyance of an Easement for Clearbrook Volunteer Fire and Rescue, Inc. Across a Portion of Clearbrook Park Property. (See Attached) -------------------- - - - - -- 7. Resolution Authorizing Purchase of Property at 692 Old Charles Town Road, Stephenson, Virginia and Authorization of Appropriation of Proffer Funds. (See Attached)--------------------------------------------------------------- - - - - -- J Committee Reports: 1. Human Resources Committee. (See Attached) K 2. Parks and Recreation Commission. (See Attached) ------------------------ - - - - -- L AGENDA CLOSED SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, JANUARY 13, 2016 PAGE 3 3. Finance Committee. (See Attached)--------------------------------------------- - - - - -- M Planning Commission Business: Public Hearing: Conditional Use Permit #04 -15 for Jerry Lee and Kyung Lee, Submitted for Modification of CUP #22 -04 to Add a Monument Sign. The Property is Located at 549 Valley Mill Road (Route 659), and is Identified with Property Identification Number 55 -A -56 in the Red Bud Magisterial District. (See Attached) ------------------------------------------------------------------------- - - - - -- N 2. Rezoning #11 -15 of Freedom Manor, Submitted by Pennoni Associates, to Rezone 13.8596 Acres from the RA (Rural Areas) District to the RP (Residential Performance) District and 33.6819 Acres from the RP (Residential Performance) District to the RP (Residential Performance) District with Proffers. The Properties are Located East and Adjacent to Papermill Road (Route 644), Approximately 2,300 North/West of the Existing Signalized Intersection of Front Royal Pike (Route 522) and Papermill Road (Route 644), and are Identified by Property Identification Numbers 64 -A -23, 64 -A -20, and 64 -A -19 in the Shawnee Magisterial District. (See Attached) ------------------------------------------------------------------------- - - - - -- O 3. Ordinance Amendment to the Frederick County Code, Chapter 165 Zoning, Article II Supplementary Use Regulations; Parking; Buffers; and Regulations for Specific Uses; Part 201 Supplementary Use Regulations, Section 165 - 201.02 Setback Requirements. Revision to the Frederick County Zoning Ordinance to Remove the R5 (Residential Recreational Community) District Supplementary Use Regulations for Setback Extensions. (See Attached) -- P Board Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjourn RULES OF PROCEDURE FREDERICK COUNTY BOARD OF SUPERVISORS Adopted by the Frederick County Board of Supervisors at a Regular Meeting Heid on May 28, 2003 ARTICLE I - MEETINGS Section 1 -1. Annual Meeting; Schedule of Regular Meetings On the second Wednesday of January of each year, or on such other date in the month of January as it may designate, the Board shall assemble in the Board of Supervisors' Meeting Room of the County Administration Building, 107 North Kent Street, Winchester, Virginia, or such other public place as it may designate, in regular session and conduct its annual or organizational meeting. During the course of such meeting, the Board shall fix the date, time, and place of all of its regular meetings during the ensuing calendar year, and shall fix the day on which a regular meeting shall be continued should the Chairman later declare that weather or other conditions make it hazardous for members to attend. Thereafter, no changes shall be made to the schedule of regular meetings and continued dates of same unless the requirements of Section 152 -1416 of the Code of Virginia, 1950, as amended, are first met. Section 1 -2. Special Meetings The Board of Supervisors may hold such special meetings as it deems necessary and at such times and places as it may find convenient. A special meeting can only be called pursuant to the requirements imposed by Sections 15.2 -1417 and 152 -1418 of the Code of Virginia, 1950, as amended. Section 1 -3. Continued Meetings Upon majority vote of the members attending, the Board may continue its meetings, regular or special, from time to time as it may find convenient or necessary with no requirement to further advertise or announce. Section 1 -4. Quorum and Method of Voting At any meeting, a majority of the Supervisors shall constitute a quorum. All questions submitted to the Board for decision shall be determined by a majority vote of the Supervisors present and voting on any such question, unless otherwise provided by law or these Rules of Procedure. The name of each member voting and how he or she voted will be recorded for each action taken by the Board of Supervisors. The Board of Supervisors has elected not to have a tiebreaker, as provided for by the Code C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend09141 I).docx Rules of Procedure Frederick County Board of Supervisors Page 2 of Virginia, 1950, as amended. Section 1 -5. Motions Subject to limitations imposed hereafter in these rules, discussion of items on the agenda shall be permitted for purposes of clarifying the issues and /or the options available for consideration. No call for a vote shall be allowed until a member of the Board moves a specific action with reasonable clarity and each member of the Board has thereafter had an opportunity to speak to the specific motion. Motions shall require a second. When possible, Board members making complex, multi -part, or lengthy motions are requested to provide the clerk with a written copy of the motion at the time the motion is made. Section 1 -6. Motion to Adjourn At a meeting of the Board, a motion to adjourn shall always be in order and shall be decided without debate, provided each member of the Board is given a reasonable opportunity to be heard. Section 1 -7. Motions While a Question is Under Debate When a motion is under debate at a meeting of the Board, no motion shall be received unless it is one to amend, to refer to committee for the previous question, for a substitute motion to lay on the table, or to recess or adjourn. Section 1 -8. Reconsideration of Motions, Etc., Upon Which Vote Has Been Announced At any meeting of the Board, when any vote upon any motion, resolution, ordinance, or question has been previously announced, it may not be reconsidered unless and until a motion to that effect is presented by a member of the Board who previously voted with the prevailing side when such motion, resolution, ordinance, or question was considered. Any such motion to reconsider shall be decided by a majority vote of the members present at the time such motion to reconsider is presented. Section 1 -9. Robert's Rules of Order; Suspending Rules [Amended 09/14/11] The proceedings of the Board of Supervisors, except as otherwise provided in these rules and by applicable State law, shall be governed by Robert's Rules of Order, Simplified and Applied, with the exception of motions to postpone. Motions to postpone shall be for durations as decided by the Board of Supervisors and in conformity with the Code of Virginia, 1950, as C:A Users\ jiibbs�AppDaia \Local�lVlicrosoft \Windows \Temporary Iniernei Files�coniani. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend0914ll).docx Rules of Procedure Frederick County Board of Supervisors Page 3 of 13 amended, as applicable. These Rules of Procedure of the Board may only be suspended on presentation of a motion to that effect, which is carried by majority vote of the members present and voting. Section 1 -10. Board to Sit with Open Doors The Board of Supervisors shall sit with open doors, and all persons conducting themselves in an orderly manner may attend the meetings. However, the Board may hold closed meetings as permitted by law. Closed meetings may be placed on the agenda, or may be requested by any member of the Board. However, no closed meeting shall be convened unless and until the Board has favorably acted on a motion to so convene, and then, only if such motion accurately states a lawful reason for such closed meeting as permitted by and outlined in Section 22 -3711 of the Code of Virginia, 1950, as amended. Section 1 -11. Limitations on Duration and Hour of Meetings; Adjournment Meetings of the Board of Supervisors shall not continue for more than 4 consecutive hours or later than 11:00 P.M. without the consent of a majority of the members present. Should it appear to the Chair that the matter or matters before the Board cannot be heard within the time remaining, the Chair shall poll the members of the Board to determine the desire of the members. The Chair shall adjourn or recess the meeting upon final action on the current agenda item unless a majority of the members agree to exceed the limits established by this section. Any items not taken up by the Board of Supervisors prior to adjourning will be added to the agenda of the next meeting without further action of the Board. ARTICLE II - OFFICERS Section 2 -1. Chairman and Vice Chairman [Amended 01/14/09] At the annual or organizational meeting of the Board of Supervisors, as described in Section 1 -1 hereof, the Board shall elect from its membership a Vice Chair, who shall serve for a one year term expiring on December 31 st of the same year in which he or she is elected; provided, however, that unless the term of office has expired and the member has not been re- elected, the Vice Chair shall serve until their respective successors) shall have been elected and qualify. In the event that the Chair is absent from any meeting, the Vice Chair shall assume the authority and duties of the Chair. In the event the Chair and Vice Chair are absent from any meeting of the Board, then the members present at such meeting shall choose one of their number as temporary C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 4 of 13 Chair by majority vote of the members present and voting. Section 2 -2. Authority of the Chairman The efficient and dignified conduct of public business is the ultimate concern of the Board. Accordingly, it is the policy of the Board that its meetings be conducted with the highest degree of order and decorum, and the Board will permit no behavior, which is not in keeping with this policy. The Chairman shall preserve order and decorum at all meetings. He shall recognize persons desiring to speak and shall ensure that speaker's comments are limited to the issue before the Board for consideration and that any limitations on time are observed. The Chairman shall ensure that all persons entitled and desiring to speak are permitted to do so without interruption or comment during their presentation. The Chair shall determine if statements are demeaning, inappropriate, or out of order, and shall have the authority to revoke the speaker's right to continue. The Chairman may order the expulsion of any person for violation of rules, disruptive behavior, or any words or action that incite violence or disorder, subject to appeal to the Board. Any person so expelled shall not be readmitted for the remainder of the meeting from which he was expelled. Any person who has been so expelled and who at a later meeting again engages in words or actions justifying expulsion may be barred from attendance at future meetings of the Board for a specified and reasonable period of time not to exceed six months or upon a still subsequent expulsion, a period not to exceed one year, either by the Chairman, subject to appeal to the Board, or by motion passed by the Board. The Chairman shall have the power to administer an oath of honesty to any person concerning any matter submitted to the Board or connected with its powers and duties. The power to administer an oath granted to the Chair in this section shall be no greater than the same power authorized by Section 152 -1410 of the Code of Virginia, 1950, as amended. Section 2 -3. Clerk The Clerk of the Board shall be the County Administrator, and the duties and responsibilities of that position shall be as specified in Sections 15.2 -407 and 152 -1539 of the Code of Virginia, 1950, as amended. At the discretion of the Board, any county employee can be designated as Deputy Clerk, or Temporary Clerk, as the circumstances may require, and said employee shall have the same powers and duties outlined herein for the duration of said appointment. ARTICLE III - AGENDA C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 5 of 13 Section 3 -1. Preparation The Clerk shall prepare an agenda for each meeting of the Board of Supervisors, conforming to the order of business specified in Section 4 -1 under Order of Business. Supporting information for every item to be placed on the regular meeting agenda shall be received in the Office of the County Administrator before noon on the Thursday that falls in the week immediately prior to the regularly scheduled Board meeting. Agendas for special meetings shall be prepared as far in advance as the circumstances necessitating the special meeting allow. The clerk shall include on the agenda all matters for which a written request and supporting information have been received in advance of the deadline herein established. Section 3 -2. Delivery Each member of the Board shall receive the regular meeting agenda, along with the supporting information available to staff, on the Friday of the week prior to the regular meeting to be held on the second and fourth Wednesdays of each month. Special meeting agendas and supporting information will be delivered as far in advance as the circumstances necessitating the special meeting allow. Section 3 -3. Posting and Notice A copy of the meeting agendas shall be made available in the Office of the County Administrator, as of the date and time the information is distributed to members of the Board. Agendas will also be posted on the county web page at www.frederickcountyva.gov, both outside entrances to the Board of Supervisors' meeting room, the main interior doors to the meeting room, and outside the County Administrator's office. Section 3 -4. Copies The Clerk or Deputy Clerk of the Board shall prepare or cause to be prepared extra copies of the agenda and supporting information and shall make the same available to the Handley Regional Library located at Braddock and Piccadilly Streets, Winchester, Virginia, and the Bowman Library located at 871 Tasker Road, Stephens City, Virginia at the same time the agenda is posted pursuant to Section 3 -3, above. Individuals desiring complete copies of agenda packages shall arrange with the Clerk for the delivery and cost of the information desired. The Clerk or Deputy Clerk shall also have a copy of agenda packets available at each meeting. ARTICLE IV - CONDUCT OF BUSINESS C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 6 of 13 Section 4 -1. Order of Business [Amended 06/11/03]; [Amended 01/14/04] At meetings of the Board, the order of business should be as follows: Closed Session (When Required) Call to Order Invocation Pledge of Allegiance Adoption of Agenda Consent Agenda Citizen Comments (Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes County Officials Committee Reports Public Hearings (When Required) Planning Commission Items - Public Hearings (When Required) Planning Commission /Department -Other Items Liaison Reports (If Any) Citizen Comments Board of Supervisors Comments Adjournment Section 4 -2. Adoption of Agenda The agenda presented for adoption shall be the agenda prepared and delivered as required in Article III. Additions, deletions, or modifications and /or adoption of the agenda shall require the consent of a majority of the members of the Board present at the meeting. Section 4 -3. Consent Agenda The Consent Agenda shall be introduced by a motion "to approve the Consent Agenda ", and shall be considered by the Board as a single item. There shall be no debate or discussion by any member of the Board regarding any item on the Consent Agenda, beyond asking questions for simple clarification. On objection by any member of the Board of Supervisors to inclusion of any item on the Consent Agenda, that item shall be removed from the Consent Agenda forthwith. Such objection may be recorded at any time prior to completing the taking of a vote on the motion to approve the C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 7 of 13 Consent Agenda. Items which have been objected to and removed from the Consent Agenda shall be acted upon in the original order presented within the agenda. Approval of the motion to approve the Consent Agenda shall constitute approval, adoption, or enactment of each motion, resolution, or other item of business thereon, exactly as if each had been acted upon individually. Section 4 -4. Citizen Comments Period [Amended 4/14/04] Two Citizen Comments periods shall be furnished during every regular meeting of the Board of Supervisors. The first Citizen Comments period shall occur after the adoption of the Consent Agenda and shall be a time for citizens to address agenda items that are not scheduled for public hearing. A register for persons desiring to address the Board of Supervisors during this Citizen Comments period shall be furnished prior to the beginning of every regular meeting of the Board of Supervisors. Citizens desiring to address the Board of Supervisors during this period shall provide their name, the issue they want to address, and their place of residence on the register provided. The second Citizens Comments period shall occur prior to the Board of Supervisors Comments at the end of the meeting and shall be a time for citizens to address the Board of Supervisors on issues that are not part of the regular meeting agenda. Citizens desiring to address the Board of Supervisors during this period are not required to register; however, each shall state their name and their place of residence prior to their comments. Each speaker during the Citizen Comments periods shall be limited to one appearance per citizen comment period per meeting. Individuals speaking during the Citizen Comments periods shall be subject to a three minute time limitation. Any person desiring to address the Board of Supervisors during the Citizen Comments periods shall be required to abide by the rules governing such presentations as set forth in these rules in Article VI- Citizen Responsibilities. Members of the Board shall neither engage in debate with, nor shall they be expected to answer questions posed by individuals speaking during the Citizen Comment period. Section 4 -5. Scheduled Presentations Any person desiring to address the Board of Supervisors for a presentation under County Officials shall be required to abide by the rules governing such presentations as set forth in these rules in Article VI- Citizen Responsibilities. C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 8 of 13 Any citizen or staff member who desires to address the Board during the County Officials portion of the agenda at a regular meeting shall submit a written request to the Clerk, or his /her designee, identifying, with reasonable certainty, the subject matter of the presentation. Such request must be in the Clerk's hands not later than the agenda deadline specified in Section 3 -1 hereof. Only the person requesting to make the presentation may do so, unless otherwise permitted by the Chair, and every such speaker shall be subject to a five minute time limit for the presentation itself, which limit can be extended with agreement of the Chairman. Board member questions and discussion of the material presented shall not be subject to any time limit. Persons making presentations should be prepared to answer questions and provide detailed information in response to questions from members of the Board. ARTICLE V - PUBLIC HEARINGS Section 5 -1. Format for Public Hearings It is the purpose and objective of the Board of Supervisors to give each citizen an opportunity to express his /her views on the issues) at hand at public hearings and to give all speakers equal treatment and courtesy. While it is often necessary to have a presentation by an applicant and staff, it is the desire of the Board to hear from the public; and therefore, the applicant and staff presentations will be as brief as possible. In order to accomplish this objective it is necessary that certain rules of order prevail at all public hearings of the Board of Supervisors as follows: Section 5 -2. Order of Business At public hearings, the order of business will be as follows: (a) Identification of Issue and Verification of Notice (b) Staff and /or Applicant Presentation (c) Public Comment (d) Close of Public Hearing (e) Board Member Questions (f) Staff, Applicant Response (g) Board discussion and /or consideration Section 5 -3. Identification of Issue and Verification of Required Notice The Chair shall call upon the appropriate county staff member to verify that any required notice has been given and to read or summarize the notice for the benefit of those attending the C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 9 of 13 public hearing. Section 5 -4. Staff and /or Applicant Presentation The Chair will call upon the appropriate county staff and /or applicant to present such information as is necessary to explain the action requested of the Board of Supervisors. Presentations will be brief, concise summaries for the Supervisor's and the public's information and understanding, provided that sufficient time will be allowed to present, properly and fairly, the subject matter. When written information has been provided prior to the hearing, that information should be summarized and only new information should be presented in detail at the meeting. Section 5 -5. Public Comment Any person desiring to address the Board of Supervisors at a Public Hearing conducted by the Board of Supervisors shall be required to abide by the rules governing such presentations as set forth in these rules in Article VI- Citizen Responsibilities. Prior to permitting public comment, the Chair shall determine, to the best of his ability, the approximate number of persons desiring to comment at the public hearing and shall establish the manner in which speakers are recognized and the length of time each may speak. Should the Chair determine that the likely number of persons desiring to speak is 10 or more in number, he may direct that individuals desiring to speak register with staff, providing their name and the district in which they reside. Should registration be required, the Chair shall verify that all such registration has been completed before the hearings begin. Section 5 -6. Order of Speaking Members of the public shall be permitted to speak as the Chair recognizes each, provided that no member of the public shall be recognized to speak a second time until all persons desiring to speak have had an opportunity to do so. In the event the number of persons desiring to speak necessitates a register, speakers shall be recognized in the order in which they have registered. In the event the number of speakers results in the continuation of a public hearing, any persons registered but not heard at the initial Public Hearing will be the first given an opportunity to speak at the continued hearing. Section 5 -7. Presentation of Comments Each person may address the Board as many times as the Chair, in his or her discretion, C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 10 of 13 may allow, but no speaker shall exceed the total time limit set by the Chair. Section 5 -8. Board Members' Questions Upon completion of a presentation by staff, applicant or member of the public, any member of the Board may ask questions to enhance their understanding of the issue, verify information presented or clarify the action or actions requested. Members of the Board shall not engage in debate with the person or persons making the presentation. Section 5 -9. Staff and /or Applicant Response The Chairman shall call on the staff or applicant for any response on closing comments with reference to the public hearing presentations. Section 5 -10. Close of Hearing When the Chair of the Board shall have closed a public hearing, no further public comments shall be received. Section 5 -11. Board Discussions and /or Consideration At the close of the public hearing, the Board of Supervisors shall, at its discretion, act or defer action upon the matter set for public hearing. In the event the Board defers action to a later date, the record shall be left open to receive written comments up until the time that a vote is taken. ARTICLE VI - CITIZEN RESPONSIBILITIES Section 6 -1. Application of Rules Any person desiring to address the Board of Supervisors during any portion of a meeting designated for public comment shall be required to abide by the rules governing such presentations as hereafter set forth in these rules. Section 6 -2. Addressing the Board All persons speaking at a meeting of the Board during any portion of a meeting designated for public comment shall address their comments to the Board of Supervisors and shall limit their comments to matters before the Board of Supervisors. Speakers shall not engage in debate with other speakers or members of the public. Questions shall not be asked of other speakers, but may be directed to the Chairman of the Board for consideration by the Board in later deliberating the matter. C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 11 of 13 Section 6 -3. Conduct while Speaking /Conduct While Not Speaking Persons speaking at a meeting of the Board of Supervisors shall do so in a courteous manner. Cursing or other obscene language or gestures, threats, insults, or other actions intended to harass, provoke or incite a fight, brawl, or other such disorderly response will not be permitted. Any person whose conduct is contrary to this section will be removed as provided for in section 2 -2 of these rules. Board members are expected to observe the same decorum at all meetings. Section 6 -4. Name and Place of Residence Individuals addressing the Board during any portion of a meeting designated for public comment shall clearly state their name and place of residence prior to making any further comments. Should a person be recognized to speak more than once, they shall identify themselves each time before speaking. Section 6 -5. Organizational Representation Any person speaking at any portion of a meeting designated for public comment, who represents himself as being an officer or representative of an organization, group, association, corporation, or other entity, shall, upon request of a member of the Board, disclose for the organization, group, association, corporation, or other entity, the history, size, dues, structure, date of creation, requirements for membership, tax status; and shall reveal the organizations method of determining its official position and the speaker's authority to represent the organization. Unreasonable failure to provide this information to the satisfaction of the Board of Supervisors shall bar the speaker from speaking on behalf of the organization. Section 6 -6. Order of Speaking Persons speaking during any portion of a meeting designated for public comment shall do so in the order in which they are recognized and called upon by the Chair. Section 6 -7. Time Limits All persons speaking during any portion of a meeting designated for public comment shall observe all time limits established herein and shall yield the floor when informed their time has expired. Section 6 -8. Registration C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Final) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 12 of 13 Should registration of speakers be required, all persons desiring to speak shall sign the register, providing their name, place of residence and district. Section 6 -9. Written Copy of Comments Speakers are requested, but not required, to leave written statements and /or comments with the Clerk or Deputy Clerk of the Board to be incorporated into the written record of the meeting. Section 6 -10. Information Sources No person who speaks or otherwise presents information during any portion of a meeting designated for public comment shall knowingly present false or untrue information to the Board of Supervisors, and shall, upon request of any Board Member, provide the source of any information presented. ARTICLE VII - APPOINTMENTS Section 7 -1. Appointments The Chairman shall appoint members of the Board to such authorities, boards, commissions, committees or other organizations or positions as the Board shall so authorize and to appoint various citizen members to Board's standing committees. Section 7.2. Committee Appointments [Amended 01/25/06] Each board member may nominate citizen members to be appointed to the various authorities, boards, commissions, and committees where a representative is needed from a member's respective magisterial district or for the county at large. A majority vote of those board members present shall be required to appoint a nominee to said authority, board, commission, or committee. Prior to Board action on a perspective nominee, the following process shall be followed: Applications for vacancies are available through Board members and the County Administrator's Office. A completed application shall be required for all initial nominations; however, a completed application for candidates being reappointed shall not be required. 2. Applications shall be received in the County Administrator's Office up to 5:00 p.m. on the Thursday preceding a Board meeting in order that they might be included in the agenda for review by the members of the Board. C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx Rules of Procedure Frederick County Board of Supervisors Page 13 of 13 3. The applications will be acknowledged at the aforesaid meeting with action on the appointment to be taken at the next regular meeting of the Board. ARTICLE VIII - AMENDMENTS Section 8 -1. Amendments These Rules of Procedure may from time to time be revised, repealed, or otherwise amended upon an affirmative vote by a majority of the members of the Board of Supervisors present and voting. (Adopted: 05/28/03) (Amended: 06/11/03) (Amended: 01/14/04) (Amended: 04/14/04) (Amended: O 1 /25/06) (Amended: 01/14/09) (Amended: 09/14/11) C:A Users \jtibbs \AppDaia \Local \Microsoft \Windows \Temporary Internet Files content. Outlook\ K2DILKYR \RevisedRulesofProcedure(Fina1) Document (BdMtg052803)(Amend091411).docx SELECTION OF TIME AND PLACE FOR REGULAR MEETINGS I move that the second and fourth Wednesdays of each month, at 7:00 P.M., in the Board of Supervisors' Meeting Room, County Administration Building, 107 North Kent Street, Winchester, Virginia be the time and meeting place for the Frederick County Board of Supervisors for 2016. Should the meeting be cancelled due to inclement weather, then it will take place on the following evening. �U�1�13 CCIIUIMII7TEE AS'SIGNIUIEIIIT• 2a1f~i ACstat. Vcstlru DeHaven 1Nells Hass Lcafton Fisher Slaur�hter Dunn Si"ANI�II�IG G�7Mgt�q�'TI�S Code & Ordinance Finance Human Resources Public Safety Public Works Technology Transportatgon ,ICrINT Ci)IUII�IYTa Joint Finance IVIp'C� r4ltTHI�FtIT1E'SPCt711� Nq I�SIi�NS Agrport Authority Cons�;rvatgon Easement Econamic Development Authority Fred -Wind Service Authority North. Slhen. Halley Reg. Comrra. Juvenile Detentiran Center Regional Jail Board LIAISONS -Ncar� Vtatin� (- landley Regional Library Parks c� Recreation I�lanngng Commiss'ira�n Sanitation Authority Social Services Fire and Rescue Tourism Board O"�I-I E'R Agricugturaq Dgstrict Advisory Extension Leadership Landfill C7versight Tota l A - Serves as Alternate 1 � 4 4 3 3 3 Annual Y X X Annual 1" X X � a a a a 2 a — 00 - -�® 0--- ®® 0 —�� - —�� ©0���������� 1 � 4 4 3 3 3 Annual Y X X Annual 1" X X � a a a a 2 a 4 6 tr 8 7 8 6 C: lltsersljtibbslAp, pDatalLocallMcrosoftlU 'Jindova+siTemporai°y Internet FileslContent .CiutgookiPACALYLL1Copy of BoardCommitteeChart {2a 16� {a 11415BdAgenda)CSDJ R 0--- 0 —�� - -� ©0���������� 4 6 tr 8 7 8 6 C: lltsersljtibbslAp, pDatalLocallMcrosoftlU 'Jindova+siTemporai°y Internet FileslContent .CiutgookiPACALYLL1Copy of BoardCommitteeChart {2a 16� {a 11415BdAgenda)CSDJ R �ITRZE�! �CeIVII�ITTEE ,e�PE'�IIVT E�IT� 'I6 Crade lar�'inar�ce Ct��ritte� (meets as r�eeded� Derek. C. Astorn �tephera �G. Butler James A. Drov�rr� Fir�ar�oe �c�m�ittee (meets 3 °� vb'ed. each �merrth, �:�� �.�`li.� „, • • , . , � ,, I��man l��s+��ro�s �ortar�ittee (meets 2nd Fri. each mc��ath, 8:Q0 �4.M -) Don Butler Dorrie F�. G�reeu7e Betl1� p...e�riul P'�bli� safety �Cau�ua�ittee (meet �� �,eeaea> Jerry Zemlacheu�k�a �A�ptd. at 1 x/2811 � Beard Nleetirug) Charles I�. "�Cl�uck'° Tor,�y Vacau�t...... . I✓0u�u�rli+c'Vh� arks ��rrtir�uittee (meets 9astTues. eacV� menth, �:Q� A.Pvt.) David au�use„ AIA 1Nl�itruey ' °"�Jl1it'" i*.. V1laginer James T. tiilsoru Teohr�al�y ��rrt�trni� tee {meets �s deeded} �luaisar ,�bsar Tedd F�obertson Loriu-u �uttoru Tr�ns��rrt�tic�r� �or�aa�ittee meets ern 91r1c�n. each maret�a, B:�tD A.GV1.� James M. Lacey, II Barry �. �chr�oor Ju�renile C��t�rftic�r� �ec�ter �a�ru�o�issr�r� Robert T. 'V'�iNlian�srau� as a Frederlcic C�aunty Represerutive 4 year term FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES REGULAR MEETING NOVEMBER 12, 2015 A Regular Meeting of the Frederick County Board of Supervisors was held on Thursday, November 12, 2015 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.; Blaine P, Dunn; 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 AIlegiance. ADOPTION OF AGENDA - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board approved the agenda by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr, Aye Blaine P. Dunn Aye Gene E, Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CONSENT AGENDA - APPROVED Upon a motion by ViceWChairman: Wells, seconded by Supervisor Hess, the Board approved the following items under the consent agenda: - Minutes —Work Session with Economic Development Authority October 2$, 2015 —Tab A; - Transportation Committee —Tab I; and - Road Resolution —Santa Maria Estates --- Knock Lane —Tab R. The above motion was approved by the following recorded vote: Richard G Shic�le Aye Charles S. DeHaven, Jr. Aye Blaine P, Dann Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CITIZEN COMMENTS Jay L. Marts, Gainesboro District, read the following statement: "Chairman Shickle, Members of the Board &Administrator Garton: Welcome Supervisor Dunn, I extend my thanks to Supervisor Hess for representing the Board during the Veterans Council Veterans Day service at Shenandoah Memorial Park this week. His address to the assembled veterans was quite meaningful. I have previously made comments to this Board on the proposed 4`� High School and provided you with a petition from numerous members of the County. We received no written response from any of the Board members. This issue was a much discussed topic in this just passed County Supervisor election. Additionally, the School board has pushed back the proposed construction and opening date yet again, this time to July 2020. I believe this action makes the case for an expansion option, I have provided Mr. Tibbs with another PETITIQNsigned by more Frederick County citizens requesting consideration of alternatives. I have no confidence that we can get an unbiased feasibility study on expansion of the existing three (3) High Schools from the School Board. They are focused on one thing... building the most expensive HS in the Commonwealth. 4n a related subject I would like to provide comments to your proposed Legislative Initiatives. I am unsure if you were going to have a process to solicit citizen input before providing this to our elected representatives in the General Assembly. #2 a Education Funding —The County supports Parental Rights and School Choice Initiatives. The Free Market promotes competition which provides better results at a lower cost to consumers, We cannot sustain the Government School Construction costs, debt increases, and soaring operational expenditures. #Zb Tebow Bill —The County supports allowing any taxpayer with a child in a private school or being "Home�Schooled " to have access to the government school programs and especially athletic activities. #S Tax Exemptions — I support your continued efforts to revert authority to the locality. 2 #9 Changes to Legal Notices — I would support this initiative on a one year trial to determine if there is impact on public knowledge and transparency. I have concern on items listed to fund State Mandated position, Funding for Jails, Increasing salaries for District Courts and Transient Occupancy Tax. These seem to be broad statements with no dollar figure associated. How much of a tax increase will the State have to levy to pay for these initiatives. Thank you for allowing me to address the Board. " Shawn Graber, Back Creek District, spoke concerning the resolution of appreciation. He noted it was right and fitting to recognize when employees do well. He then showed a copy of a proposed settlement agreement with the County as part of the gap pay litigation. He stated this issue cost the taxpayers several thousands of dollars. He concluded by saying employees should not be honored when they don't do quite as good of a job for the taxpayers. BOARD OF SUPERVISORS COMMENTS There were no Board of Supervisors' comments. MINUTES -- APPROVED UNDER CONSENT AGENDA The minutes from the October 2$, 201 work session with the Economic Development Authority were approved under the consent agenda. COUNTY OFFICIALS RESOLUTION OF APPRECIATION FOR HUMAN RESOURCES DIRECTOR PAULA NOFSINGER - APPROVED Upon a motion by Supervisor Hess, seconded by Supervisor Lofton, the Board approved the resolution of appreciation for Human Resources Director Paula Nofsinger. WHEREAS, Paula A. Nofsinger served the employees of Frederick County, Virginia, for over nine years as Director of Human Resources; and WHEREAS, during her tenure Mrs. Nofsinger oversaw and implemented the following initiatives: electronic time keeping, paid time off program, revision of HR policies, and compensation survey; and WHEREAS, in addition to the above accomplishments, Mrs. Nofsinger worked through the employee wellness committee to implement an employee wellness program which was approved by the American Heart Association as Fit Friendly and received gold medal recognition; and 3 WHEREAS, in December 2013 Mrs. Nofsinger achieved certification as a Senior Professional in Human Resources {SPHR }. NOW, THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors extends its sincerest thanks to Paula A, Nofsinger and wishes her all of the best in her future endeavors. BE IT FURTHER RESOLVED, that this resolution be spread across the minutes of the Frederick County Board of Supervisors for all citizens to reflect upon the accomplishments of this public servant, ADOPTED this 12th day of November, 2015. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, .lr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye COMMITTEE APPOINTMENTS REAPPOINTMENT OF MARIANNE BIVIANO SHAWNEELAND SANITARY DISTRICT ADVISORY COMMITTEE - APPROVED Upon a motion by Supervisor Lofton, seconded by Vice - Chairman DeHaven, the Board reappointed Marianne Biviano to the Shawneeland Sanitary District Advisory Committee. This is a two year appointment. Term expires November 9, 2017. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REAPPOINTMENT OF ROBERT A. HESS TO THE NORTHERN SHENANDOAH VALLEY REGIONAL COMMISSION - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board 4 reappointed Robert A. Hess to the Northern Shenandoah Valley Regional Commission. This is a three year appointment. Term expires December 31, 2018. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REAPPOINTMENT OF GENE E. FISHER FREDERICK- WINCHESTER SERVICE AUTHORITY - APPROVED Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board reappointed Gene E. Fisher as a Frederick County representative to the Frederick - Winchester Service Authority. This is a three year appointment. Term expires January 10, 2019, The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine F. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REAPPOINTMENT OF GREG i.. UNGER AS BACK CREEK DISTRICT REPRESENTATIVE TO THE Pi.ANNING COMMISSION - APPROVED Upon a motion by Supervisor Lofton, seconded b� Supervisor Hess, the Board reappointed Greg L. Unger as Back Creek District representative to the Planning Commission. This is a four year appointment. Term expires January 26, 2020. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine F. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye 5 Robert W. Wells Aye REAPPOINTMENT OF H. PAIGE MANUEL AS SHAWNEE DISTRICT REPRESENTATIVE TO THE PLANNING COMMISSION - APPROVED Upon a motion by Supervisor Fisher, seconded by Supervisor Lofton, the Board reappointed H. Paige Manuel as Shawnee District representative to the Planning Commission. This is a four year appointment. Term expires January 26, 2020. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P, Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye RE VEST FROM COMMISSIONER OF THE REVENUE FOR REFUND - APPROVED Administrator Garton advised this was a request from the Commissioner of Revenue to authorize the Treasurer to refund Carrier Enterprise, LLC the amount of $106,515.68 for business license taxes in 2013. The refund resulted from Carrier Enterprise, LLC doing business as a wholesaler rather than a retail operation. The taxpayer filed as a retail establishment for the 2013 year. Previous adjustment was applied to 2010 and 2011. Upon a motion by Supervisor Fisher, seconded by Vice - Chairman DeHaven, the Board approved the refund request and supplemental appropriation. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. Del - haven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye SNOWDEN BRIDGE SCHOOL/PARK SITE — RE UEST FOR PUBLIC HEARING ON CONVEYANCE OF PORTION OF TO SCHOOL BOARD - APPROVED C� County Attorney Rod Williams advised this was a request to schedule a public hearing at the Board's December 9, 201 S regular meeting on the approval of the disposition to the School Board of the 20Wacre portion of the Snowden Bridge school /park site, currently held jointly by the School Board and the County. Upon a motion by Supervisor Hess, seconded by Supervisor Wells, the Board set the public hearing for the December 9, 201 S regular meeting, The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye PROCEDURE TO FILL SOON TO BE VACANT STONEWALL DISTRICT SEAT — PROCEDURE APPROVED WITH SPECIIAL ELECTION TO BE HELD MARCH $ 201b Administrator Garton advised Supervisor DeHaven's election to the office of Chairman -At- Large will result in a vacancy in the Stonewall District seat effective January 1, 2015. In anticipation of this upcoming vacancy, staff recommended a process whereby the Board would seek applications from residents of the Stonewall District interested in being considered to fill this vacancy. The appointee would serve until a special election could be held to fill the remainder of the unexpired term, which is December 31, 2017. She went on to say interested residents of the Stonewall District would be asked to complete a data sheet and return it to the County Administrator's Office, along with a letter of interest, resume, or any other information they believe would be beneficial to the Board's deliberations. Any applications received would be forwarded to the Chairman and Chairman - elect. Everyone submitting an application would be provided with the contact information for each board member. It would be the responsibility of each applicant to contact the members of the Board. The deadline to submit an application would 7 be Wednesday, November 25, 2015 at 12:00 p.m. The Board could select a replacement at its December 9, 2015 regular meeting. Supervisor Dunn moved to hold the special election in March or Apri12016. He stated this would allow the residents of the Stonewall District elect their own representative. He noted the cost was approximately $10,000. Chairman Shickle asked Supervisor Dunn if his intent was to approve the process outlined in the agenda packet. Supervisor Dunn advised that he was amenable to the process outlined for an interim appointment, but felt the special election should be held sometime after March lst County Attorney Williams reviewed the Virginia Code section regarding special elections. Supervisor Dunn's motion was to approve the procedure to fill the soon to be vacant Stonewall District seat with the special election to be held on March S, 2016. The motion was seconded by Supervisor Fisher. Supervisor Lofton asked if the motion was approved would the Board still make an interim appointment per the procedure outlined. Supervisor Dunn responded yes. There being no further discussion, the motion to approve the procedure to fill the soon to be vacant Stonewall District seat and to hold the special election to sill the remainder of the Stonewall District term on March S, 2016 was approved by the following recorded vote: Richard C. Shickle Nay Charles S. DeHaven, Jr. Nay Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye MEMORANDUM RE: FY 2015 -2015 BUDGET RESOLUTION RE- ADOPTION - APPRO VED Administrator Gaston advised that in preparation for the upcoming budget process, staff S was reviewing pertinent documents to include the FY 2015 -2016 budget resolution. In reviewing the document, a typographical error was discovered whereby the phrase "and funds appropriated" was accidentally omitted. She went on to say staff was seeking Board action on a revised resolution containing the omitted language. She noted this correction did not affect any of the dollar amounts or tax rates within the budget resolution. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board re- adopted the FY 2015W2016 Budget Resolution. WHEREAS a notice of public hearing and budget synopsis has been published and a public hearing held on March 25, 2015, in accordance with Title 15.2, Chapter 25, Section 15.2- 2506, of the Code of Virginia, 1450 as amended. THEREFORE BE IT RESOLVED by the Board of Supervisors of the County of Frederick, Virginia, that the budget for the 2015 -2016 Fiscal Year as advertised in The Winchester Star on March 16, 2015, be hereby approved in the amount of $368,820,813. BE IT FURTHER RESOLVED that the County of Frederick budget far the 2015 -2016 f scat year be adopted and the funds appropriated as follows: Creneral Operating Fund 154,813,644 Regional Jail Fund 20,063,860 Landfill Fund 6,086,520 Division of Court Services Fund 620,639 Shawneeland Sanitary District Fund 811,026 Airport Operating Fund 2,2$3,228 Lake Holiday Sanitary District Fund 800,570 EMS Revenue Recovery Fund 1,501,000 Economic Development Authority Fund 573,198 School Operating Fund 148,028,427 School Debt Service Fund 15,236,485 School Capital Projects Fund 500,000 E School Nutrition Services Fund 6,626,934 School Textbook Fund 1,900,544 NREP Operating Fund 5,259,23 8 NREP Textbook Fund 40,000 Consolidated Services /Maintenance Fund 3,600,OOU School Private Purpose Funds 75,000 BE IT FURTHER RESOLVED that the Board of Supervisors of the County of Frederick, Virginia, does herein adopt the tax rates for the 2015 assessment year as follows: Property Taxes —Rates per $100 of assessed value 56 cents Applied to real estate, including mobile homes $4.gg Applied to personal property including business equipment $2.25 Applied to personal property on one vehicle to volunteer firefighters that are approved and registered with the Frederick County Fire and Rescue Department 1 cent Applied to airplanes Zero tax Applied to antique vehicles and mopeds $2.00 On declining values to be applied to machinery and tools. The declining values are 60 °/a for year one, 50% for year two, 40% for year three, and 30 %for year four and all subsequent years. $2.00 On apportioned percentage of book values to be applied to Contract Classified Vehicles and equipment Business and Professional Occupational License Rates Contractors 16 cents per $100 of gross receipts Retail 20 cents per $100 of gross receipts Financial, Real Estate, and Professional 58 cents per $100 of gross receipts Services 10 Repair, personal and business services 36 cents per $100 of gross receipts and all other businesses and occupations not specifically listed or exempted in the County Code Wholesale Scents per $100 of purchases. The tax rates for other businesses and occupations specifically listed in the County Code are also unchanged, Other General Taxes Meals tax 4% of gross receipts Transient Occupancy tax 2% of gross receipts Vehicle License Taxes $25 per vehicle and $10 per motorcycle Sanitary Landfill Fees $47 Per ton for commercial /industrial $42 Per ton for construction demolition debris $14 Per ton for municipal waste $32 Per ton for municipal sludge $12 Per ton for Miscellaneous Rubble Debris Shawneeland Sanitary District Taxes $190 Unimproved Lots $560 Improved Lots Lake Holiday Sanitary District Taxes $678 Buildable Lots $264 Unbuildable Lots Star Fort Subdivision Taxes /Fees $60 Per Lot Street Light Fees Oakdale Crossing and Fredericktowne $60 annually Green Acres $25 annually BE IT FURTHER RESOLVED that appropriations are hereby authorized for the central stores fund, special welfare fund, comprehensive services fund, county health insurance fund, school health insurance fund, length of service fund, special grant awards fund, employee benefits fund, maintenance insurance fund, development project fund, sales tax fund, commonwealth sales tax fund, unemployment compensation fund, Forfeited Assets Program, and Four - For -Life and Fire Programs equal to the total cash balance an hand at July 1, 2015, plus the total amount of receipts for the %scat year 2015 -2016. The Fire Company Capital appropriation will include the current year appropriation plus any unused funds at the end of the fiscal year 201 S. BE IT FURTHER RESOLVED that funding for all outstanding encumbrances at June 30, 2015, are re- appropriated to the 2015 -201 b fiscal year to the same department and account far which they are encumbered in the 201.4W2015 fiscal year. BE IT FURTHER RESOLVED that the construction fund projects are appropriated as a carryforward in the amount that equals the approved original project cost, less expenditures and encumbrances through June 30, 2015. The above motion was approved by the following retarded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye MEMORANDUM RE: PROPOSED 201.6 LEGISLATIVE INITIATIVES - APPROVED Administrator Garton presented a list of Proposed Legislative Initiatives for 2016, which reflected input from the Department Directors and Constitutional Officers. She noted the Board could include additional items if they desired. She concluded by saying staff was seeking Board approval of the proposed initiatives. Supervisor Hess suggested adding language to address alternative septic system inspections /enforcement. The proposed item would read "the County requests the State provide adequate resources to local health departments to better enable them to track inspections and enforce inspection requirements for alternative septic systems." 12 Supervisor Dunn advised that he had some items he would like to see included in the legislative initiatives: 1. Ballot Access for Presidential candidates in primary elections. Change the law to make it significantly easier for a citizen to vote for a candidate of his choice. A presidential candidate could either pay a fee of $1,000 or have 1,000 signatures from any registered voter in the state in order for his name to be placed on the ballot. 2. Instant Runoff Voting. Change state law to require that in any election, a system is employed to require an instant run off so that a 50% plus one majority will determine the winner. 3. Party Registration. Change the law to require voters to register by party if they want to participate in a primary election. A primary election would include mass meetings, fire house primaries, conventions, or any other preliminary election to determine a party nominee. Supervisor Dunn then moved to amend the proposed legislative agenda to include the four additional items. The motion died for lack of a second. Upon a motion by Supervisor Dunn, seconded by Supervisor Lofton, the Board approved the 201b legislative initiatives to include the addition of language pertaining to alternative septic system inspections /enforcement. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher ,Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye Chairman Shickle recommended a prioritization of these items in future years. He also suggested finding a kinder, gentler way of conveying the County's legislative items. Supervisor Dunn addressed the proposed initiative concerning easing ballot access for Presidential candidate in primary elections. He noted under the current provisions rt was 13 significantly difficult for candidates to get on the ballot and he would fake to see the General Assembly modify the law to make ballot access easier. Supervisor Lofton stated this item needed to come from grassroots activists or parties. He noted that he was not ready to support this proposal. Supervisor Hess stated a more generalized statement to make the process easier might be a better approach. Upon a motion by Supervisor Hess, seconded by Supervisor Dunn, the Board amended the legislative initiatives to state the County supports decreased requirements to have names on the ballot. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr, Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Nay Robert W. Wells Nay Supervisor Fisher stated he would prefer to wait until the December meeting to address these items so the Board could have time to review the information. Supervisor Dunn agreed to postpone this matter until the December 9, 2015 meeting. COMMITTEE REPORTS TRANSPORTATION COMMITTEE — APPROVED UNDER CONSENT AGENDA The Transportation Committee met on October 26, 2015 at 8:30 a.m. Members Present Chuck DeHaven (voting) Gene Fisher (voting) James Racey (voting) Barry Schnoor (voting) Jason Ransom (voting) Gary Oates (liaison PC) Members Absent Mark Davis (liaison Middletown) Lewis Boyer (liaison Steplaens City) * * *Items Requiring Action* * * 14 NONE ** *Items Not Requiring Action * ** 1. Rail Access Funds Application for Trex Staff outlined that Trex is seeking a $300,000 grant from the Virginia Department of Rail and Public Transportation to construct a rail spur on their property south of Shawnee Drive, Staff noted that, unlike the highway access program through VDOT, this is not a County application but did require a County resolution of support. Motion by Mr. Racey and second by Mr. Ransom to recommend the Board adopt the resolution of support. Passed unanimously. This iterra was approved by the Board at their October 28, 2015 meeting. 2. Revenue Sharing Application Staff presented the following to the committee. Each year, the County applies for funding through the State Revenue Sharing program. Currently, the maximum application amount is $10 million. This is a dollar for dollar matching program, so an application for $10 million in funding would be in support of $20 million in projects. Staff is seeking a resolution of support for a total application amount of $10 million to support the following projects: ] . $500,000,00 in balance to complete funds for Route 11 North between Exit 317 and Route 37. Proffer funds to provide the match. 2. $550,000.00 in balance to complete and right -of- -way funds for Renaissance Drive. Expected match from Artillery Development. 3. $8,950,000.00 in minor design and construction funding for Jubal Early Extension and interchange with Route 37, Expected match from Willow Run Development. Motion by Mr. Racey and seconded by Mr. Fisher to recommend the Board approve the above application. This iterra was approved by the Board at their October 28, 2015 meeting. 3, Eastern Road Plan Update Staff provided a current copy of the transportation section of the Comprehensive Pian to begin discussion of its update as part of the overall update. Items that were noted to focus on are as follows: A. Discuss and evaluate the use of complete streets language. B. Traffic calming strategies in neighborhoods. C. Careful review of map projects to make sure they match recent actions and that they still make sense. D. Notation of key connections and projects. E. Staff noted there are items that will likely benefit from greater detail given the requirements of House Bill 2 project applications. 15 4. House Bill 2 Update and Next Steps Staff updated the committee on the status of the House Bill 2 applications and noted that the County now needs to begin preparing for the next round of applications. Items noted that will help in that process are as follows: A. Coordination with EDA on their strategic plan to make sure key projects are highlighted due to economic development being a key scoring component for our area. B. Additional detail in the comprehensive plan to support projects, C. Ongoing and aggressive review of other plans that can provide support for key projects in the documentation of the application. 5. Other PLANNING COMMISSION BUSINESS PUBLIC HEARING REZONING #09 -15 ARTILLERY BUSINESS CENTER SUBMITTED BY PENNONI ASSOCIATES, TO REVISE PROFFERS ASSOCIATED WITH REZONING #07 -08. THIS REVISION RELATES SPECIFICALLY TO THE TRANSPORTATION PROFFERS. THE PROPERTIES ARE LOCATED EAST AND ADJACENT TO SHADY ELM ROAD APPROXIMATELY � 500 FEET SOUTH OF THE INTERSECTION OF SHADY ELM ROAD AND APPLE VALLEY DRIVE. THE PROPERTIES ARE IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBERS 75 -A -1 AND 75 -A -1F IN THE BACK CREEK MAGISTERIAL DISTRICT. CONTINUED PUBLIC HEARING FROM OCTOBER 28 2015 BOARD MEETING. — POSTPONED UNTIL THE DECEMBER 4 2015 MEETING READVERTISE THE PUBLIC HEARING Chairman Shickle re- opened the public hearing on this matter, There were no public comments. Chairman Shickle closed the public hearing. Deputy Planning Director — Transportation Johzr Bishop appeared before the Board and advised that the applicant had requested the Board postpone action on this matter until its December 9, 2015 meeting. Chairman Shickle advised that the matter should be readvertised for public hearing at that meeting. Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board postponed Rezoning #09 -15 Artillery Business Center and directed staff to readvertised for public hearing at 16 the December 9, 2015 meeting, The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, rr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CONDITIONAL USE PERMIT #U3 -1S FOR GARY ROGERS ARGHYRIS, FOR COTTAGE OCCUPATION SALE OF SHEDS .THE PROPERTY IS LOCATED AT 1518 FAIRFAX PIKE WHITE POST VIRGINIA AND IS IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBER 87 -A -12D IN THE OPE UON MAGISTERIAL DISTRICT. - APPROVED Zoning Administrator Mark Cheran appeared before the Board regarding this item. He advised this was a request for a conditional use permit for a cottage occupation to sell sheds. The property is located on Fairfax Pike in the Opequon Magisterial District. The property is zoned RA {Rural Areas) District and its use is residential. He then reviewed the conditions recommended by the Planning Commission: 1. All review agency comments and requirements shall be complied with at all times. 2. No more than seven {7) sheds for display or sale shall be allowed on the property. Such sheds shall be kept in the rear of the property. 3. An illustrative sketch plan shall be submitted to and approved by Frederick County, and all plan improvements shall be implemented prior to operating the business. 4. One business sign shall be allowed and shall conform to Cottage Occupation sign requirements and shall not exceed four (4) square feet in size and five (5) feet in height. 5. Any expansion or change of use shall require a new Conditional Use Permit. Zoning Administrator Cheran concluded by saying this was the first conditional use permit with an illustrative site plan. Vice - Chairman DeHaven asked if staff's proposed item 2 regarding number of customers had been removed. Zoning Administrator Cheran responded yes. Bruce Downing appeared before the Board on behalf of the applicant. He advised that they were on the same page as staff and were present to answer any questions the Board might have. 17 Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Wells, seconded by Supervisor Lofton, the Board approved Conditional Use Permit #03 -15. WHEREAS, Conditional Use Permit #03 -15 of Gary Rogers Arghyris, submitted by Gary Rogers Arghyris for a cottage occupation for the assembly and sale of sheds was considered. The property is located at 15 I $Fairfax Pike. The property is further identified with Property Identification Number $7 -A -12D in the Opequon Magisterial District, The conditional use is a permitted use in the RA (Rural Areas} Zoning District; and WHEREAS, the Frederick County Planning Commission held a public hearing on the conditional use permit on October 21, 2015, recommended approval of the Conditional Use Permit with conditions; and WHEREAS, the Frederick County Board of Supervisors held a public hearing on this Conditional Use Permit during their regular meeting on November 12, 2015; and WHEREAS, the Frederick County Board of Supervisors finds the approval of this conditional use permit 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 map to reflect that Conditional Use Permit Application #03 -15 —Gary Rogers Arghyris for a cottage occupation for the assembly and sale of sheds is permitted on the parcel identif ed by Property Identification Number (PIN) $7 -A -12D with the following conditions: 1. All review agency comments and requirements shall be complied with at all times. 2. No more than seven (7) sheds for display or sale shall be allowed on the property. Such sheds shall be kept in the rear of the property. 3. An illustrative sketch plan shall be submitted to and approved by Frederick County, and all plan improvements shall be implemented prior to operating the business. 4. One business sign shall be allowed and shall conform to Cottage Occupation sign requirements and shall not exceed four (4) square feet in size and five (5) feet in height. 5. Any expansion or change of use shall require a new Conditional Use Permit. Passed this 12�'' day of November, 2015 by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye 1$ Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REZONING #07 -15 WOODSIDE LAND COMPANY. LLC.. SUBMITTED BY GREYWOLFE INC. TO REZONE 24 ACRES OF PROPERTY FROM RA RURAL AREAS} DISTRRCT TO M2 (INDUSTRIAL GENERAL) DSITRICT WITH . -. -. PROFFERS THE PROPERTY IS LOCATED ON THE SOUTHERN SIDE OF ROUTE 669 (WOODBINE ROAD) ABOUT 2000' EAST OF ROUTE 11 AND ADJACENT TO THE WINCHESTER &WESTERN RAILROAD AND IS IDENTIFIED BY PROPERTY IDENTIFICATION NUMBER 34 -A -6D IN THE STONEWALL MAGISTERIAL DISTRICT. — POSTPONED UNTIL THE DECEMBER 9, 2015 MEETING WITH PUBLIC HEARING TO REMAIN OPEN Deputy Planning Director Michael Ruddy appeared before the Board regarding this item. He advised this was a proposal to rezone 20 acres from RA (Rural Areas} District to M2 (Industrial General) District with proffers. The property is located on Woodbine Road in the Stonewall Magisterial District. On November 9, 2015 a new proffer statement was circulated. The applicant proffered $0.75 per square feet of building area for transportation. The amount would increase $0.05 per square foot on January 1, 2017 with an increase every year thereafter. Additional right- of -way for Route 669 was included. Deputy Director Ruddy advised the land uses were consistent with the area's land use plan. He concluded by saying the Planning Commission recommended approval of this request. Supervisor Wells expressed concern about the truck traffic on Route 664. Deputy Planning Director — Transportation John Bishop advised that VDOT had stayed out of evaluating cash proffers in this area. He noted the road plan called for the existing road to be straightened. He concluded by saying the transportation proffers were far unspecified improvements. .Chairman Shickle corivened the public hearing. George Sempeles, Stonewall District, supported Woodbine Farm's plan to rezone their property in conformance with the Comprehensive Plan and the Northeastern Land Use Plan; 14 however, he did not support this proposal. He stated this proposal allowed M -2 uses without excluding any of the permitted uses and it would have a negative impact on his home, He noted the proposed transportation proffer was deceiving because there was no minimum building size. The impact statement was not correct because the road were horrendous. He concluded by urging the Board to deny this proposed rezoning. There being no further public comments, Chairman Shickle closed the public hearing. Gary Oates, GreyWolfe, Tnc., appeared before the Board on behalf of the applicant. He advised the transportation proffer was based on the Blackburn project. He noted a transportation impact analysis on this project was so low that an analysis was not required. He noted a traffic impact analysis was required as part of a rezoning, but was not a requirement if one was doing a site plan. He stated the projected traffic was not enough to put any intersection in jeopardy, He went on to say this rezoning would allow for a shot of cash flow so the other parcel can be rezoned in the future. He noted the project received approval from the Planning Commission. He went on to say the applicant was proffering an easement to the Frederick County Sanitation Authority for a production well. He concluded by saying this proposal was kept as small as possible so as not to interfere with traffic. Chairman Shickle asked why the applicant did not address the types of uses. Mr, Oates responded the applicant was never asked. Chairman Shickle wondered if more could be done. Mr. Oates responded the applicant could do that if the application could be postponed. John Light, Stonewall District and applicant, stated he would be happy to proffer out "ugly" uses since he had to live there too. Supervisor Wells agreed with Chairman Shickle and stated it was a good idea for the adjoining property owners to get together. Vice - Chairman DeHaven stated he heard the applicant say he was willing to work on this 20 proposal. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Wells, the Board postponed Rezoning #07 -15 until December 9, 2015 and to keep the public hearing open. Supervisor Fisher asked about the Sanitation Authority easement and if there was a better location. Mr. Oates advised the applicant was open to looking at shifting the location around. Supervisor Hess asked the applicant to discuss the concerns raised with the citizens who spoke at the hearing. There being no further discussion, the motion to postpone was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr, Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W, Wells Aye REZONING #OS -15 MCCANN OFFICE PARK, SUBMITTED BY GREYWOLFE INC. TO REZONE 2.54.923 ACRES AS FOLLOWS: 43.76 ACRES FROM RA ,(RURAL AREAS} DISTRICT TO_ _RA RURAL AREAS} DISTRICT WITH PROFFERS, 6.180 ACRES FROM RA (RURAL AREAS) DISTRICT TO B2 GENERAL BUSINESS DISTRICT WITH PR , „...,.. —�_ OFFERS 11.729 ACRES FROM RA RURAL AREASZDISTRICT TO M1 (LIGHT INDUSTRIAL) DISTRICT WITH - -- - - PROFFERS AND 93.246 ACRES FROM RA;RURAL AREAS }DISTRICT TO OM . - �.. �.. OFFICE - MANUFACTURING PARK DISTRICT WITH PROFFERS. THE PROPERTY IS LOCATED ON THE SOUTHEASTERN SIDE OF MARTINSBURG PIKE (ROUTE 111 AND OLD CHARLESTOWN ROAD (ROTTTE 7F11 AND TS FICATION NUMBERS.44- A -�5A, 44- AND 44 -A -40 IN THE STONEWALL MAGISTERIAL DISTRICT. - APPROVED Deputy Planning Director Mike Ruddy appeared before the Board regarding this item. He advised this was a proposal to rezone 154923 acres to the following: 43.76 acres from RA (Rural Areas) District to RA (Rural Areas) District with proffers, 6.180 acres from RA (Rural Areas) District to B2 (General Business) District with proffers, 11.729 Acres from RA (Rural Areas) District to M1 (Light Industrial) District with proffers and 93.246 acres from RA (Rural Areas} 21 District to OM {Office- Manufacturing Park) District with proffers. The property is located in the Stonewall Magisterial District. Deputy Director Ruddy noted the future Route 37 goes through the southern portion of the property. There is no limitation on land uses. The open space conforms to the Comprehensive Plan. The proposed proffers include: Route 37right -of- -way, additional right - of -way for other roads, Route 11 signalization, improvements to McCann lane, and $0.10 per building square footage for fire and rescue. The rezoning conforms with the Comprehensive Plan. The impacts have generally been addressed. Deputy Director Ruddy cited proffer 4, which pertained to a monument sign. He noted any off - premise sign would require a conditional use permit. Supervisor Dunn asked about the proffer for the Route 37 right -of way. Gary Oates, GreyWolfe, Inc., appeared before the Board on behalf of the applicant. He advised the applicant would deed the right -of -way for Route 37 within 60 days of the County's request or with the first occupancy permit. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board approved Rezoning #08 -15. WHEREAS, Rezoning #OS -15, Of McCann. Off ice Park, submitted by GreyWolfe, Inc., to rezone 154.923 acres of land from the RA {Rural Areas) District to RA (Rural Areas) with proffers, 6.18 acres from RA (Rural Areas} District to B2 (General Business) District with proffers, 11.729 acres from RA (Rural Areas) District to M1 {Light Industrial) District with proffers and 93.246 acres from RA (Rural Areas) District to OM {Office- Manufacturing Park) District, with proffers dated March 6, 201 S, last revised on August 27, 2015 was considered. The property is located on the southeastern side of Martinsburg Pike (Route 11) and Old Charlestown Road. The property is further identified with PTN(s) 44- A -25A, 44 -A -25B and 44 -A -40 in the Stonewall Magisterial District; and WHEREAS, the Planning Commission held a public hearing on this rezoning an October 21, 201 S and recommended approval; and WHEREAS, the Board of Supervisors held a public hearing on this rezoning on November 12, 22 201 S; 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 16S of the Frederick County Code, Zoning, is amended to revise the Zoning District Map to rezone 1 54.923 acres of land from the RA (Rural Areas) District to RA (Rural Areas} with proffers, 6.18 acres from RA (Rural Areas} District to B2 (General Business) District with proffers, 11.729 acres from RA {Rural Areas) District to M1 {Light Industrial) District with proffers and 93.246 acres from RA (Rural Areas} District to OM (Ofl'ice- Manufacturing Park) District with proffers, dated March 6, 201 S, last revised on August 27, 2015. This ordinance shall be in effect on the date of adoption. Passed this 12th day of November, 201 S by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Tr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye ORDINANCE AMENDMENT TO THE FREDERICK COUNTY CODE CHAPTER 165 ZONING ARTICLE IV AGRICULTURAL AND RESIDENTIAL DISTRICTi PART 401 — RA RURAL AREAS DI�TRI CT X165- 401.03 CONDITIONAL USES. ARTICLE II SUPPLEMENTARY USE REGULATIONS PARKING BUFFERS AND REGULATIONS FOR SPECIFIC USES• PART 204 — ADDITIONAL REGULATIONS FOR SPECIFIC USES 165 - 204.18 STORAGE FACILITIES SELF - SERVICE. REVISION TO THE FREDERICK COUNTY ZONING ORDINANCE TO INCLUDE THE SELF - STORAGE FACILITIES AS A CONDITIONAL USE IN THE RA (RURAL AREAS) ZONING DISTRICT, - DENIED Senior Planner Candice Perkins appeared before the Board regarding this item. She advised this was proposed ordinance amendment to include self - storage facilities as a conditional use in the RA (Rural Areas} District. She noted this proposed use might be appropriate in the RA District due to its limited infrastructure. She noted the development must conform to the B -2 District al�d the parcel must have access to a state road. She concluded by saying the Planning Commission recommended approval of this proposed ordinance amendment. 23 Supervisor Fisher asked if this proposal would allow for the storage of trailers and recreational vehicles. Chairman Shickle stated he was generally supportive, but these uses are "ugly ". Senior Planner Perkins noted the use would have a B -2 buffer requirement. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing, Supervisor Lofton moved to approve this ordinance amendment. The motion was seconded by Vice - Chairman DeHaven. Supervisar Fisher stated he was uncomfortable with this proposal and did not think it fit in the RA District. Supervisors Hess and Dunn agreed with Supervisar Fisher. The above motion was defeated by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Nay Gene E. Fisher Nay Robert A, Hess Nay Gary A. Lofton Aye Robert W. Wells Nay ORDINANCE AMENDMENT TO THE FREDERICK COUNTY CODE CHAPTER 165 ZONING ARTICLE X BOARD OF ZONTNG APPEALS• PART 100I —BOARD OF ZONING APPEALS 165 - 1001.02 POWERS AND DUTIES. ARTTCLE T GENERAL PROVISIONS, AMENDMENTS, AND CONDITIONAL -. . „ — _ T „101.02 DEFINITIONS USE PERMITS; PART 101 GENERAL PROVISIONS „165 -,,,,, ,,,,,,,,,,,, AND WORD USAGE. REVISION TO THE FREDERICK COUNTY ZONING ORDINANCE TO REVISE AND UPDATE THE VARIANCE RE UIREMENTS PER THE CODE OF VIRGINIA. - APPROVED Senior Planner Candice Perkins appeared before the Board regarding this item. She advised this was a proposed ordinance amendment to bring the zoning ordinance into conformance with revisions to the State Code. The Planning Commission recommended approval. Chairman Shickle convened the public hearing. 24 There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Supervisor Fless, seconded by Supervisor Fisher, the Board approved the ordinance amending the Frederick County Code, Chapter 165 Zoning, Article X —Board of Zoning Appeals Part 1001 —Board of Zoning Appeals §165 - 1001.02 —Power and Duties; Article 1 _General Provisions, Amendments, and Conditional Use Permits; Part 101 -� General Provisions § 165- 101.02 — Definitions and Word Usage, WHEREAS, during the 2015 Session of the Virginia General Assembly passed an amendment to the Code of Virginia pertaining to the operation of the local Board of Zoning Appeals; and WHEREAS, The Frederick County Planning Department has drafted revisions to Article X and Article T of the Zoning Ordinance to be compliant with the Code of Virginia pertaining to the Board of Zoning Appeals and the standards by which the Board review variance requests; and WHEREAS, the Planning Commission held a public hearing on this ordinance amendment on October 21, 2015; and WHEREAS, the Board of Supervisors held a public hearing on this ordinance amendment on November 12, 2015; and WHEREAS, the Frederick County Board of Supervisors finds that the adoption of this ordinance to be in the best interest of the public health, safety, welfare, and in goad zoning practice; and NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 Zoning is amended to modify Article X —Board of Zoning Appeals, Part 1001 —Board of Zoning Appeals, §165- 1001.02 — Powers and Duties and Article I — General Provisions Amendments, and Conditional Use Permits, Part 101 — General Provisions, §165- 101.02 — Definitions and Ward Usage to be compliant with the Code of Virginia pertaining to the Board of Zoning Appeals and the standards by which the Board reviews variance requests. ARTICLE X BOARD OF ZONING APPEALS Part 1001— Board of Zoning Appeals § 1,65- 1001..01. Appointment; organization; terms. A Board of Zoning Appeals shall be appointed by the Circuit Court according to the 25 requirements and provisions of the Code of Virginia. The Board of Zoning Appeals shall organize and conduct itself according to all requirements of the Cade of Virginia. The Board of Zoning Appeals shall consist of fire members appointed for five -year terms, § 1651001.02 Powers and duties. A. Administrative appeals. The Board of Zoning Appeals shall hear and decide appeals from any order, requirement, decision or determination made by the Zoning Administrator, Director of Planning and Development or other administrative officer with authority to administer or enforce the requirements of this chapter. The determination o the Zonin Administrator shall be resumed to be correct. At a hearin the Zonin Administrator shall ex lain the basis or their determination a er which the a ellant has the burden o roo to rebut such resum Lion o correctness b a re anderance o the evidence. The Board o Zonin A eals shall consider an a livable ordinances, laws and regulations „in making its decision. �1J Procedures. An appeal to the Board of Zoning Appeals may be taken by any person, department, board, County or municipality aggrieved or affected by any decision of the Zoning Administrator. Such appeal shall be taken within 30 days after the decision by filing with the Zoning Administrator and Board of Zoning Appeals a notice of appeal specifying the grounds thereof. The Zoning Administrator shat! transmit to the Board al( the papers constituting the record upon which the action appealed was taken, An appeal shall stay all proceedings in furtherance of the action appealed unless the Zoning Administrator certifies to the Board that, by reason of facts stated in the certificate, a stay would, in his opinion, cause imminent peril to life or property, in which case proceedings shat! not be stayed otherwise than by a restraining order granted by the Board or by a court of record, on application and on notice to the Zoning Administrator and for good cause shown. (2) The Board shall fix a reasonable time for the hearing of an application or appeal and shall give public notice thereof as well as due notice to the parties in interest. !t shall decide the appeal within 60 days. The Board may reverse or affirm wholly or partly or may modify an order, requirement, decision or determination appealed according to the procedures described in the Code of Virginia. B. Map interpretations. The Board of Zoning Appeals shall hear and decide applications for the interpretation of the Zoning District Map after notice to the owners of the property affected and after a public hearing held according to the requirements of the Cade of Virginia. The Board shall interpret the map in such a way as to carry out the intent and purpose of this chapter far the particular district in question. The Board shall not have the power to change substantially the locations of district boundaries as established by this chapter. The Board shall not have power to rezone property. C. Variances. The Board of Zoning Appeals shall hear and decide applications for variances from specific terms or requirements of this chapter in specific cases. Variances shall only be granted by the Board in the following cases: t1� .The burden o roo shall be on the a licant or a variance to rove b a re onderance o the evidence that their application meets the standard for a variance, as defrned,• 1►T �, A variance shall becLranted if the evidence shows that the strict,application of the terms of the ordinance would unreasonably restrict the utilization of the property or that the granting the variance would alleviate a hardshi due to a h sical condition relatin to the ro ert or improvements thereon at the time of the effective date of the ordinance and: a. The ro ert interest or which the variance is bein re nested was ac aired in ood aith b. Any hardship was not created by the applicant�or the variance; c. The rantin o the variance will not be o substantial detriment to ad'acent ro ert and nearb y properties in the proximity of that geographical area; d. Condition or situation of the property concerned is not of so general or recurring a nature as to make reasonably practicable the„ formulation „of a general regulation to be adopted as an amendment to the ordinance; e. The rantin o the variance does not result in a use that is not otherwise ermitted on such property or a change in the zoning classification of the pr�erty, and f. The retie or remed sou ht b the variance a lication is not available throe h a Conditional Use Permit rocess or the recess or modi ication o a zonin ordinance. > > �f' nr /hi Cvrnn +inn -,I +nr�nrer- ..�h�n r.- .r..- li +:. -...r iii Cv +rnr. r.- din -�r.r rnnrli +i.�nr rnnrnrr.inrr +�-.n corn of -+ed i-.nr. r�+ �� 27 chn.xr +h �+ hic n nr +.r . irnri ire .. rJ f -.� +L. r,a ...}...r.. �#� -e+� e�- saw s#�e�e- -�#��� , rnne^�i +inr.r nn +hn r.rnr.nr+.. -r+ +hn +:rv.n nF i t �'�� hn - �Iln.�i� +n rl h.. �+ ynninn - +r.ynnrim n.t+ > > �f' nr /hi Cvrnn +inn -,I +nr�nrer- ..�h�n r.- .r..- li +:. -...r iii Cv +rnr. r.- din -�r.r rnnrli +i.�nr rnnrnrr.inrr +�-.n corn of -+ed i-.nr. r�+ �� 27 (3J No variance shall be granted for any proposed use, development or activity in the Floodway District that will cause any increase in flood levels during the one- hundred- yearflood. (4) When considering a variance application located within the floodplain districts, additional factors contained in ARTICLE Vil, §7.55- 702.7.8, must be followed. D. Procedures. Applications for variances shall be made to the Zoning Administrator in accordance with rukes adopted by the Zoning Administrator. Plans, maps and other application materials shall be provided by the applicant as required. Variances; shall be promptly transmitted to the Board of Zoning Appeals for public hearing. No variance shall be granted until after notice and a public hearing is held according to the requirements of the Code of Virginia. Applications for variances shall be accompanied by a nonrefundable fee in an amount as set by resolution of the Board of Supervisors from time to time. 28 APPEALS AND VARIANCES Gom�iete Pe #i #tan Filed with i'lann'tr4B Depar#rnen Notification of Pub #ia He8 g son � � pecisio o #e Yarianoe nr Variance or Appea! Denied Appeal 4ET+ied 29 E. Conditions. In granting a variance, the Board of Zoning Appeals may impose such conditions regarding the location, character and other features of the proposed structure or use as it may deem necessary in the public interest and may require a guaranty or bond to ensure that the conditions imposed are being and will continue to be complied with. F. Decisions of the Board of Zoning Appeals may be appealed to the Circuit Court according to procedures set forth in the Code of Virginia. ARTICLE I GENERAL PROVISIONS, AMENDMENTS, AND CONDITIONAL USE PERMITS Part 101 — General Proaisians § 165 - 101.02 Definitions and word usage. VARIANCE - A reasonable deviation from those provisions regulating the shppe, size or area of a lot or parcel of land, or the size, height, area, bulk or location of a building or structure when the strict application of this chapter would�,11+ :n ���� ° ^ ° °r °�•� ^ ^� ° °� ^ ^ ° "�^ " ^rr�r ":.�. +.. '' "^ �� ^ri °r +�� ^�•� ^ ^�r unreasonably restrict the utilization o f'the property, and such need far a variance would not be shared generally by other properties, and provided that such variance is not contrary to the � °�� purpose of this chapter Passed this 12th day of November, 2015 by the following recorded vote: Richard C. Shickle Aye Charles 5, DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye ORDINANCE AMENDMENT TO THE FREDERICK COUNTY CODE CHAPTER 165 ZONING, ARTICLE IV AGRICULTURAL AND RESIDENTIAL DIS'T'RICT; PART 401. — RA RURAL. AREAS,DISTRICT, X165- 401.07 SETBACK RE UIREMENTS. REVISION TO THE FRF1I)ERICK COUNTY ZONING ORDINANCE TO REVISE THE SETBACK FROM PARCELS WITHIN AGRICULTURAL AND FORESTAL DISTRICTS IN THE RA (RURAL AREASI DISTRICT. - APPROVED 30 Senior Planner Candice Perkins appeared before the Board regarding this item. She advised this was a proposed ordinance amendment regarding setbacks in the agricultural and forestal districts. Under the proposed revisions parcels containing six acres or less would have a setback of 50 feet while parcels of more than six acres would have a setback of 200 feet. The Planning Commission recommended approval of this proposed amendment. Chairman Shickle convened the public hearing. John Good, Stonewall District, spoke in support of this proposed amendment. He noted that small parcels have less to do with agricultural operations and they cause a lot of aggravation to their neighbors. John Taney, Back Creek District, spoke in support of this proposed amendment. He noted that he currently owns a parcel that could only be used for a residence; however, the current setback prohibits them from being able to sell the parcel. He stated that not allowing them to use their property would be a taking. He concluded by asking the Board to approve the ordinance amendment. There being no further public comments, Chairman Shickle closed the public hearing. Upon a motion by Supervisor Hess, seconded by Supervisor Lofton, the Board approved the ordinance amending the Frederick County Code, Chapter 165 Zoning, Article IV - Agricultural and Residential Districts Part 441 � RA Rural Areas District, §165 - 401.07 — Setback Requirements. WHEREAS, Staff has been directed to prepare an amendment to Chapter 165, Zoning to reduce the setbacks off of parcels within the Agricultural and Forestal District, Staff has drafted an amendment to the RA {Rural Areas) District setbacks that would require parcels abutting a property within an agricultural district that is six acres or less to have a 50' setback and parcels more than six acres would require a 200' setback; and WHEREAS, the Planning Commission held a public hearing on this ordinance amendment on October 21, 2015; and 31 WHEREAS, the Board of Supervisors held a public hearing on this ordinance amendment on November 12, 2015; and WHEREAS, the Frederick County Board of Supervisors finds that the adoption of this ordinance to be in the best interest of the public health, safety, welfare, and in good zoning practice; and NOW, THEREFORE, SE IT ORDAINED by the Frederick County Board of Supervisors that Chapter 165 Zoning, is amended to modify Article IV — Agricultural and Residential Districts, Part 401 — RA Rural Areas District; §165- 401.07 -- Setback Requirements requiring parcels abutting a property within an agriculturai district that is six acres or less to have a 50' setback and parcels more than six acres would require a 200' setback. ARTICLE IV AGRICULTURAL AND RfSIDENTIAL DI5TRICTS Part 401 — RA Rural Areas District § 165 - 401.07 Setback requirements. The following setback requirements shall apply to al! parcels within the RA Rural Areas Zaning District: A. Setbacks for all lots other than rural preservation lots shall be asset out below. (Amended 2 -28 -2007; 4 -27- 2011] (1j Front setbacks. The front setback for any principal or accessory use ar structure ' ^' ^,tin � +��.�; +; ^ ^-,' f,,, ^_.,,.�b ' ^+ shall be 60 feet from the property line or right -of -way of the street, road or ingress /egress easement. (2j Side or rear setbacks. The minimum side or rear setback far any principal use or structure shall be determined by the primary use of the adjoining parcel as follows: Adjoining Parce! Size Setback (side and Rearj (feet] 6 acres or less 50 More than 6 acres 100 Aprirultural and Forestal District�6 SU acres or less A ricultural and Forestal District 2UU more than b acres Orchard (regardless of parcel size) 200 Passed this 12th day of November, 2015 by the following recorded vote: 32 Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Rohert W. Wells Aye OTHER PLANNING ITEMS CONSIDERATION FOR INCLUSION OF PARCELS OF LESS TPIAN 5 ACRES INTO THE 2015 -2020 AGRICULTURAL AND FORESTAL DISTRICTS. - APPROVED Zoning Administrator Marls Cheran appeared before the Board regarding this item. He advised that staff was requesting the inclusion of 35 parcels totaling 70.44 acres into the 2015- 2020 agricultural and forestall districts, He noted the Board of Supervisors deferred action on these parcels at their August 12, 2015 meeting pending an ordinance change. Upon a motion by Supervisor Hess, seconded by Supervisor Wells, the Board approved the inclusion of the parcels less than five acres in the 20152020 Agricultural and Forestal Districts. WHEREAS, the inclusion of parcels, each less than 5 acres in size which are not adjacent nor encapsulated by existing Ag District and are adjacent to existing Ag District into the 2015 -2020 Agricultural &Forestal Districts was considered. The properties are identified by Property Identification Numbers $5 -A -33, 85 -A -25, $6- A -230A, $6 -A -231, $6 -A- 245, 86- A -264A, 86 -A -264, 86 -A -33, 43 -A -154, 55 -A -118, 62 -A -27, 61- A -43E, 73 -A -3$, 73 -12- 11, 73- 12 -26, 73- 12 -23, 31 -A -170, 31 -A -171, 85 -A -132, 44- A -28C, 44D -2 -6, 55 -A -14, 55A�117, 55 -A -115, 55- A -17$A, 55 -A -177, 61 -A -44, 73- A -64A, 73 -A -34, 73 -A -28, 73 -A -27, 73- A -30A, 73- A -30E, 73 -A -30, 74 -A -lOF as shown on the tables below; and PIN Owner Acres Ag &Forestal Districts Not Adjacent nor Encapsulated by existing Ag District 85 -A -33 JUDD, JE551E F 0.37 Double Church $5 -A -25 51EVER, ROGER DALE 0.50 Double Church 86- A -230A GORE, JEFFERY M & J05EPH F 0.97 Double Church $fi -A -231 GORE, l=RED B E7 AL5 2.50 Double Church 33 86 -A -245 BOOTH, JOHN H. &VIRGINIA G. 0.50 Double Church 86- A -264A RITENOUR,SHIRLEY 0.53 Double Church 86 -A -264 RITENOUR,SHIRLEY 0.50 Double Church 86 -A -33 STELZL, BETTY R 0.12 Double Church 43 -A -159 R &J LAND DEVELOPMENT, LLC 2.00 Red Bud 55 -A -118 STULTZ, DAWN M 1.13 Red Bud 62 -A -27 COPENHAVER, WILLIAM R 1.30 South Frederick 61 -A -43E MELBY, CAROL) 1.00 South Frederick 73 -A -38 ORNDORFF, MARK A & ROXANNA M 3.57 South Frederick 73 -12 -11 MURPHY, CHARLES R & VICKY O 2.86 South Frederick 7312 -26 MENEFEE, DAVID &JULIE 2.29 South Frederick 73 -12 -23 HLAViNKA, DAVID D & PATRICIA E 2.98 South Frederick Adiacent to Existing A� District 31 -A -170 FRUIT HILL ORCHARD INC 0.34 Ag &Forestal PIN Owner Acres Districts Adiacent to Existing A� District 31 -A -170 FRUIT HILL ORCHARD INC 0.34 Apple Pie Ridge 31 -A -171 FRUIT HILL ORCHARD INC 1.07 Appie Pie Ridge 85 -A -132 RITENOUR, SANDRA R 3.67 Double Church 44 -A�28C BODEN, ROBERTR.JR. &MARSHA 4.30 Red Bud 44D -2 -6 WILLIS, CHARLES I 2.37 Red Bud 55 -A -14 LAM, ERNEST L 2.00 Red Bud 55 -A -117 R & J LAND DEVELOPMENT, LLC 4.33 Red Bud 55 -A -115 JENKINS, JEFFREY G 1.75 Red Bud 55- A -178A SCHULLER, WILLIAM H SR & GENEVIEVE 1.28 Red Bud 55 -A -177 SCHULLER, WILLIAM HAMPTON JR 0.38 Red Bud 61 -A -44 SNAPP, 90SEPH DAVISON 2.20 South Frederick 73 -A -64A DILLENDER, HOLLY B &SAMUELCJR 2.32 South Frederick 73 -A -34 HAMILTON, CHARLES A. 4.80 South Frederick 73 -A -28 RIDINGS, LVERNON RESIDUAL TRUST 4.00 South Frederick 73 -A -27 COOLEY, MARTHA 4.00 South Frederick 73 -A -30A NOFFKE, KENTON L & KATHY C 1.71 South Frederick 73 -A -30E RINKER, DUDLEY H. 1.01 South Frederick 73 -A -30 RINKER, DUDLEY H. 4.83 South Frederick 74 -A -10F EARHART, LARRY L & JOYCE C 1.46 South Frederick WHEREAS, the Board of Supervisors held a public hearing on August 12, 2015 to consider the addition of the above - referenced parcels but was postponed for 90 days; and WHEREAS, the Board of Supervisors held a public hearing and recosnsnended approval of this addition on November 12, 201 S; and 34 WHEREAS, the Frederick County Board of Supervisors Ends the inclusion of the 35 parcels, each less than 5 acres in size which are not adjacent nor encapsulated by existing Ag District and are adjacent to existing Ag District contributes to the conservation and preservation of agricultural and forestal land in Frederick County; NOW, THEREFORE, BE IT ORDAINED by the Frederick County Board of Supervisors as follows: The Frederick County Board of Supervisors hereby adopts the inclusion of 35 parcels less than 5 acres which are not adjacent nor encapsulated by existing Ag District and are adjacent to existing Ag District as shown on the tables into the 2015 -2020 Agricultural & Forestal Districts totaling 70.94 acres with an expiration date of May 27, 2020. This ordinance shall be in effect on the day of adoption. Passed this 12th day of November, 2015 by the following recorded vote; Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye ROAD RESOLUTION —SANTA MARIA ESTATES —KNOCK LANE — APPROVED UNDER CONSENT AGENDA The Board of Supervisors of Frederick County, in regular meeting on the 12th day of November, 2015, 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 County; and WHEREAS, the Resident Engineer of the Virginia Department of Transportation has advised this Board that the streets meet the requirements established by the Subdivision Street Requirements of the Virginia Department of Transportation; and WHEREAS, the County and the Virginia Department of Transportation have entered into an agreement on June 9, 1993, for comprehensive stormwater detention which 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 Farm AM�4,3 to the secondary 35 system of state highways, pursuant to 33.E -705, 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 Department of Transportation. BOARD LIAISON REPORTS There were no Board liaison reports. CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS Supervisor Hess advised that he attended the Service Learning Veteran's Day breakfast at Millbrook High School. He noted this was a great event. Supervisor Fisher spoke about transportation proffers. He noted the $0.75 per square foot of building comes up and people act like it is some type of precedent. He noted that he was not comfortable with that approach. Supervisor Dunn thanked staff for a thorough two -day orientation and he thanked Chairman Shickle, Vice- Chairman DeHaven, and Supervisor Hess for the opportunity to meet and spend time together. Chairman Shickle welcomed Supervisor Dunn to the Board. a n_rnr iu�v UPON A MOTION BY VICE - CHAIRMAN DEHAVEN, SECONDED BY SUPERVISOR FISHER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (9:02 P.M.) 36 FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES CLOSED SESSION & REGULAR MEETING DECEMBER 9, 2015 A Closed Session of the Frederick County Board of Supervisors was held on Wednesday, December 9, 2015 at 6:00 P.M., in the Board of Supervisors' Meeting Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Richard C. Shickle; Charles S. DeHaven, Jr.; Blaine P. Dunn; Gene E. Fisher; Robert A. Hess; Gary A. Lofton; and Robert W. Wells. CALL TO ORDER Chairman Shickle called the meeting to order. CLOSED SESSION Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board convened in closed session pursuant to Section 22 -3711 A (7), for consultation with legal counsel and briefing by staff members pertaining to probable litigation, where such consultation or briefing in an open meeting would adversely affect the negotiating or litigating posture of the public body, and for consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel; and, pursuant to Virginia Code Section 2.2 -3711 A (1) for the discussion and consideration of prospective candidates for appointment as Stonewall District representative to the Board of Supervisors effective January 1, 2016, and for discussion and consideration of the terms and conditions of employment of a prospective candidate for employment. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye 1 Robert W. Wells Aye Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board came out of closed session and reconvened in open session. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn 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 Lofton, the Board certified that to the best of each board member's knowledge that only consultation with legal counsel and briefing by staff member, pursuant to Section 22 -3711 A (7) of the Code of Virginia, 1950, as amended, specifically consultation with legal counsel and briefing by staff members pertaining to probablE litigation, where such consultation or briefing in an open meeting would adversely affect the negotiating or litigating posture of the public body, and for consultation with legal counsel employed or retained by a public body regarding specific legal matters requiring the provision of legal advice by such counsel; and, discussion and consideration of prospective candidates for appointment as Stonewall District representative to the Board of Supervisors effective January 1, 2016, and for discussion and consideration of the terms and conditions of employment of a prospective candidate for employment, pursuant to Section 22 -3711 A (1) of the Code of Virginia, 1950, as amended, were discussed. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye 2 Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REGULAR MEETING —CALL TO ORDER Chairman Shickle called the regular meeting to order. INVOCATION Supervisor Dunn delivered the invocation. PLEDGE OF ALLEGIANCE Vice - Chairman DeHaven led the Pledge of Allegiance. ADOPTION OF AGENDA - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Fisher, the Board approved the agenda by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CONSENT AGENDA - APPROVED Chairman Shickle asked for the consent items to be split into two actions. He advised that he would be abstaining from consideration of the concurring resolution concerning the financing for Shenandoah University. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board approved the following items under the consent agenda: - Minutes — Closed Session and Regular Meeting of October 28, 2015 —Tab A, - Resolution of Appreciation for Eric R. Lawrence —Tab C, 3 - Acknowledgment of Receipt of Certified Copies of the Abstracts of Votes from the November 3 2015 General Election —Tab I, - Parks and Recreation Commission Report —Tab J, - Public Works Committee Report —Tab K, - Landfill Oversight Committee —Tab L, and - Transportation Committee —Tab M. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn 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 Resolution of the Board of Supervisors of Frederick County Concurring with a Financing to be Undertaken by the Economic Development Authority with a Financing to be Undertaken by the Economic Development Authority of the Town of Mount Jackson, Virginia, to Benefit Shenandoah University —Tab H. The above motion was approved by the following recorded vote: Richard C. Shickle Abstain Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS There were no Board of Supervisors' comments. MINUTES - APPROVED UNDER CONSENT AGENDA The minutes from the October 28, 2015 Closed Session and Regular Meeting were approved under the consent agenda. COUNTY OFFICIALS APPOINTMENT OF BOARD OF SUPERVISORS STONEWALL MAGISTERIAL DISTRICT SEAT — JUDITH MCCANN- SLAUGHTER APPOINTED Chairman Shickle advised that he would abstain from voting on this item since he would no longer be on the Board as of January 1, 2016. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board appointed Judith McCann - Slaughter to fill the soon to be vacant Stonewall Magisterial District seat. The above motion was approved by the following recorded vote: Richard C. Shickle Abstain Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye RESOLUTION OF APPRECIATION FOR ERIC R. LAWRENCE — APPROVED UNDER CONSENT AGENDA WHEREAS, Eric R. Lawrence served the citizens of Frederick County, Virginia, for approximately 20 years in the Department of Planning &Development; and WHEREAS, Mr. Lawrence began his career with Frederick County first as a Planner, then serving as Zoning Administrator, Deputy Director, and, finally, rising to the level Director of Planning &Development; and WHEREAS, through his leadership the department completed the Rural Areas Study, culminating in the adoption of the Rural Areas Recommendation and Report; established the Conservation Easement Authority and secured the first conservation easement through a partnership with Potomac Conservancy; and completed a comprehensive rewrite of the Comprehensive Plan; and WHEREAS, Mr. Lawrence oversaw and established the First Transfer of Development Rights (TDR) program in the Commonwealth of Virginia. NOW, THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors extends its sincerest thanks to Eric R. Lawrence for his leadership and wishes him all of the best in his future endeavors. BE IT FURTHER RESOLVED, that this resolution be spread across the minutes of the Frederick County Board of Supervisors for all citizens to reflect upon the accomplishments of this public servant. ADOPTED this 9�� day of December, 2015. INTRODUCTION OF NEW TOURISM DIRECTOR The new director of the Winchester - Frederick County Convention and Visitors Bureau, Justin R Kerns, appeared before the Board to introduce himself. He stated that he viewed his agency's job as more of a marketing engine for the community than just a group that operates a visitors' center. COMMITTEE APPOINTMENTS REAPPOINTMENT OF RONALD MADAGAN AS OPEQUON DISTRICT REPRESENTATIVE TO THE PARKS AND RECREATION COMMISSION - APPROVED Upon a motion by Supervisor Wells, seconded by Vice - Chairman DeHaven, the Board reappointed Ronald Madagan as Opequon District representative to the Parks and Recreation Commission. This is a four year appointment. Term expires January 14, 2020. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye APPOINTMENT OF BRIAN RESTER AS FREDERICK COUNTY REPRESENTATIVE TO THE HANDLEY REGIONAL LIBRARY BOARD - APPROVED Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Hess, the Board appointed Brian Hester as Frederick County representative to the Handley Regional Library Board. This is a four year appointment. Term expires November 30, 2019. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REAPPOINTMENT OF KEVIN KENNEY AS GAINESBORO DISTRICT REPRESENTATIVE TO THE PLANNING COMMISSION - APPROVED Upon a motion by Supervisor Hess, seconded by Supervisor Lofton, the Board reappointed Kevin Kenney as Gainesboro District representative to the Planning Commission. This is a four year appointment. Term expires January 26, 2020. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REQUEST FROM COMMISSIONER OF THE REVENUE FOR REFUNDS - APPROVED County Administrator Brenda Garton advised the Commissioner of the Revenue requested the Treasurer be authorized to credit the following: 7 Britt Louis Nemeth in the amount of $3,019.47 for personal property taxes in 2014 and 2015 and vehicle license fees for 2015. This refund is the result of normal proration of vehicle taxes for vehicles paid here but actually located in another Virginia locality. 2. Admiral Security Service in the amount of $2,815.49 for business license taxes for part of 2015. This refund is a result of the business moving their operation to the City of Winchester. Shenandoah Gas in the amount of $17,705.80 for consumer use taxes in 2014 and 2015 as part of the Washington Gas adjustment previously requested. The taxpayer had database issues that resulted in the payment of consumer use taxes to the wrong localities. This amount reflects the difference in their reconciliation for Frederick County. Upon a motion by Supervisor Hess, seconded by Supervisor Fisher, the Board approved the above refund requests and supplemental appropriations. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye RECONSIDERATION OF THE BOARD'S ACTION REGARDING THE SPECIAL ELECTION SLATED FOR MARCH 2016 — REQUESTED SPECIAL ELECTION FOR NOVEMBER 8, 2016 Supervisor Lofton advised that after reviewing the information received from the Voter Registrar he would like to change his vote because he was not comfortable with what the Board passed. Chairman Shickle asked the Voter Registrar to address the Board regarding the information provided to the Board. Voter Registrar Rick Miller advised the cost of the special election would be $14,800 and given the timing low voter turnout was possible. He cited inconvenience on to the voter because they would have to fill out two separate applications to request absentee ballots. He went on to say that candidates for the special election would have to file by January 8, 2016. He noted the proposed timeline conflicts with the closure of the registration books. He concluded by saying voting machines would have to be rented in order to hold the special election because the county's machines would be locked up for the required period of time following the primary election. Supervisor Dunn asked about moving the election to March 15 or March 22. Registrar Miller responded there would still be a need to rent voting machines. Upon a motion by Supervisor Lofton, seconded by Supervisor Fisher, the Board rescinded its previous action to set a special election for March 8, 2016. Supervisor Dunn stated, philosophically, he believed the citizens of the Stonewall District should elect their representative and that was his intent in proposing this date. He noted the cost of the election was 0.003% of the budget and he felt funds could be found in the budget to offset the costs. He concluded by saying he opposed the motion. Supervisor Lofton stated he appreciated Supervisor Dunn's comments; however, he did have some questions about the ability of incumbency to hold sway. He felt this appointee would be her own person and would vote to represent her constituents. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Nay Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board requested G� the judge to set a special election to fill the remainder of the unexpired term for the Stonewall District for November 8, 2016. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye CONSIDERATION OF ADDITIONS TO THE 2016 LEGISLATIVE INITIAIVES - APPROVED Administrator Garton advised that staff had received correspondence from Albemarle County and documentation supporting the position that counties in Virginia should have equal taxing authority to cities. In particular this authority would be granted to counties based on population density, meaning those counties already have the population density to be eligible for city status. Granting of this authority would recognize those counties need additional taxing authority to address the impacts of urbanization and higher density, as currently defined in the State Code. She noted staff was bringing this item to the Board for consideration as an addition to the County's legislative program. Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board approved this addition to the 20161egislative initiatives. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 10 Administrator Garton advised that staff included correspondence from Supervisor Dunn outlining his suggested additions to the County's legislative program. At the Board's November 12, 2015 meeting the Board briefly discussed these items, but ultimately postponed any consideration or action until its December 9, 2015 meeting. Supervisor Dunn stated he was seeking approval of his proposal to ask the General Assembly to change the law to make it significantly easier for presidential candidates to access the ballot in primary elections. He stated he was looking to make this process as open as possible. Supervisor Dunn moved to ask the General Assembly to pass a law to allow as many candidates for president to have access to the ballot and that write -ins be allowed. The motion was seconded by Supervisor Hess. Supervisor Lofton stated he found it difficult to engage in this conversation. He felt this should come from a grassroots movement. Chairman Shickle stated he would like to see more people on the ballot, but he was not sure everyone should be on the ballot. He stated that he could support the initiative if the proposal was to encourage the General Assembly to make the ballots more accessible. Supervisor Dunn amended his original motion to encourage the General Assembly to enact legislation to ease the ballot access requirements in order to enable more candidates to qualify for placement on the presidential ballots for primary elections. The amended motion was seconded by Supervisor Hess. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye 11 Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye The amended motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye Supervisor Dunn moved request the General Assembly amend the law to require an instant run -off so that a 50 % +l majority determines the winner in a general and primary election. The motion died for lack of a second. Supervisor Dunn moved to request the General Assembly change the law to require votes to register by party. The motion died for lack of a second. RESOLUTION OF THE BOARD OF SUPERVISORS OF FREDERICK COUNTY CONCURRING WITH A FINANCING TO BE UNDERTAKEN BY THE ECONOMIC DEVELOPMENT AUTHORITY OF THE TOWN OF MOUNT JACKSON, VIRGINIA, TO BENEFIT SHENANDOAH UNIVERSITY — APPROVED UNDER CONSENT AGENDA WHEREAS, the Economic Development Authority of the Town of Mount Jackson, Virginia (the "Authority "), has received an application from Shenandoah University, anot- for - profit Virginia non -stock corporation (the "University "), requesting the Authority to issue one or more series of Educational Facilities Revenue Bonds in an aggregate principal amount not to exceed $20,000,000 (the "Bonds ") to finance (a) the design, acquisition, construction, renovation, rehabilitation and equipping of various capital improvement projects including (without limitation) (1) an athletics and events center, (2) a three -story parking garage and (3) a student housing facility and (b) issuance expenses incurred in connection with the issuance of the Bonds (collectively, the "Project "); WHEREAS, Section 15.2 -4905 of the Code of Virginia of 1950, as amended (the "Virginia Code "), states that an industrial development authority may not finance facilities in another jurisdiction that has created its own industrial development authority "unless the governing body of such county, city or town in which the facilities are located or are proposed to be located, 12 concurs with the inducement resolution adopted by the Authority, and shows such concurrence in a duly adopted resolution;" WHEREAS, Section 147(f) of the Internal Revenue Code of 1986, as amended (the "Internal Revenue Code ") requires that the governmental unit having jurisdiction over the area in which any facility financed with the proceeds of the Bonds is located approve the issuance of such Bonds; WHEREAS, Section 147(f) of the Internal Revenue Code requires that any such approval by the applicable governmental unit be given after a public hearing following reasonable public notice, which hearing may be held by the public authority issuing the Bonds; WHEREAS, on November 30, 2015, in accordance with the requirements of Section 147(f) of the Internal Revenue Code and Section 15.2 -4906 of the Virginia Code, the Authority held a public hearing and adopted a resolution (the "Resolution "), a copy of which has been filed with the records of the Clerk of the Board of Supervisors of the County; and WHEREAS, the University has requested the Board of Supervisors of the County to express its concurrence with the Resolution so that a portion of the net proceeds of the Bonds may be loaned to the University to finance such portions of the Project to be located in the County. BE IT RESOLVED BY THE BOARD OF SUPERVISORS OF FREDERICK COUNTY, VIRGINIA: 1. The Board of Supervisors hereby approves the issuance of the Bonds by the Authority for the benefit of the University, as required by Section 147(f) of the Internal Revenue Code and Section 152 -4906 of the Virginia Code, and concurs with the Resolution adopted by the Authority for the benefit of the University to the extent required by Section 15.2 -4905 of the Virginia Code to permit the Authority to loan the proceeds of the Bonds to the University to finance the portion of the Project to be located in the County. 2. The approval of the issuance of the Bonds does not constitute an endorsement of the Bonds or the creditworthiness of the University. As required by Section 152 -4909 of the Virginia Code, the Bonds shall provide that the County will have no obligation to pay the Bonds or the interest thereon or other costs incident thereto. 3. All acts and doings of the officers of the County and members of the Board of Supervisors that are in conformity with the purposes and intent of this resolution shall be, and the same hereby are, in all respects approved and confirmed. 4. This Resolution shall take effect immediately. ACKNOWLEDGEMENT OF RECEIPT OF CERTIFIED COPIES OF THE ABSTRACTS OF VOTES FROM THE NOVEMBER 3, 2015 GENERAL ELECTION — APPROVED UNDER CONSENT AGENDA 13 Cast in FREt7ERiCi( COUNTY, VIRGINIA at the 2t]f 5 November General Blection held on November t}3, 20f 5 for, :' f � ai � � �'_ NAMES OF CANDIDATES ON THE 6ALLOT Charles S. DeHaven, Jr. .'Total Write -In votes [From Write -Ins Certifications] jValid Write -fns + Invalid Write ins =Total Write In Votes] Total Number of Overvates for Office TOT�4L VOTES RECEIVED (IN FfGURESJ f f 965: 2t}t] Q. We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 03, 20 f 5, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following person(sj has received the greatest number of votes cast for the Chairman Board of Supervisors. Charles S. DeHaven Jr, r n Cfzalrman Vice Chairman Secretary. Secretary, Electoral Board Cast in FRicDERICIC GOUNTY, VIRGfNSA at the 2D15 November General Election held on November 03, 2015 for, NAMES OF CANDIDATES QIV THE BAl1�7 Rebecca P. Hogan Total Write -In votes �1`rom Write -!ns Certifications] �Vafid- Write�lns -� Invalid Write ins =Total Write- In Votes] Total Number of Overvote5 for Office TOTAL VOTFS RECEIVED (!N FIGURES) 121$3 109 D We, the undersigned Electoral Board, upon examination of the offcial records deposited with lice Clerk of the Circuit Gourt of the election held on November D3, 2015, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that She following persons) has received the greatest number of votes cast for the Clerk of Court_ Given under our hands this Rebecca „�� Ho�ar� day of r �� ��� .� ,Chairman Vice Chairman Secretary Secretary, Electora! Board ?f'� �s� is�` � � �� � S 1 c" Cast in FREDERICK CQUNTY, VIRG1fVfA at the 2D15 November General Election held on November 43, 2D15 far, �. . �f p i :�f • ^: i NAMES DF CANDIDATES DN TFIE6ALLDT Ellen E, Murphy ,Total Write -In votes [From Write -Ins Certificatians� [Valid Write -Ins + Invalid Write ins =Total Write In Votesj Total Number of wervotes for ice TOTAL VDTES RECEIVED {IN FlGURESJ 122Bi 94 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November.03, 2015, da herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following persons} has received the greatest number of votes cast for the Commissioner of Revenue. Etten E. Murnhv Given under our hands this .:�: � .�:::w: �:.� �� i�w= ���� ��� `���- w;��� �-- �:: �::-� "i �w;is :....._ �::::x»•x:: -:.. �:: =:�: =: =- ..:�w�. �w� =.:... day of ,�O /;.� Chairman Vice Chairman Secretary Secretary, Electoral Board Cast in FREt]EF2iCK COUNTY, VIRGfI�IA at the 2015 November General Election held on November 03, 2015 for, NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTES RECEIVED (ill! FIGURES) Ross P, Spicer 11568 :Total Write -!n votes [From Write -Ins Certifications} 122 [Valid Write -!ns � Invalid Write ins = Total Write En Votes] Total Number of Overvotes for Office 0 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 03, 2015, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following persons) has received the greatest number of votes cast for the Commonwealth's Attorney. Given under our hands Ross p. Slicer _ day of `�L_ a/� •---- ,Chairman Vice Chairman ` ,Secretary �,�4� • ��1� ,Secretary, Eiectorai Board NAMES OF C,4ND1D,4TES ON THE BALLOT Gary A. Lofton 5t�awn L. Graber Total Wdte -fn votes �i=rom Write -fns Certifications] (Valid Write -tns + Invalid Write ins = �otaf Write In Votes] iotaf Number of Ovenvotes for Office TOTAL VOTES RECEIVED (1N FIGURES) i393 1267 95 0 We, the undersigned Electoral board, upon examination ot'the official records deposited with the Clerk of the Circuit Court of the election heid an fdovember i]3, 2i]15, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following persons) has received the greatest number of voles cast far the Member board of Supervisors. Given under our hands 13�A ^�a orr �-,� o , Chairman Vice Chairman Secretary , Secretary, E(ectoraf Board Cast In FRf= DERICK COt)NTY, VIRGINIA at the 2015 November General Election held on November p3, 2015 For, emir ��r ,�€ �per����rs District: GAIIVESlBORO RISTRICT NAMES OF CANDIDATES ON THE BALLOT Robert A. "bob" Hess Total Write -In votes [From Write -fns Cerfifrcations] [Valid Write -Ins � Invalid Write ins =Total Write In Votesj Total Number of Overvotes for Office TOTAL VOTES RECEIVED (1N FIGURES) 2031. 54 0 We, the undersigned Electorai Board, upon examination of the ofFcial records deposited with the Clerk of the Circuit Court of the election held on November D3, 2015, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following persons) has received the greatest number of votes cast for the Member Board of Supervisors. Given under our hands Roberf_/�. "Bob" Hem „�,� — . � � Chairman Vice Chairman Secretary Secretary, Electors! Board �1 ,r sib � ,vk z � � . n r , i" � F Cast in 1=REDERICK COUNTY, VIRGINIA at the 201 b f�lovernber General Election held on November 03, 201b for, �r¢�ber ��r ®f 5up�r����r� Dis #ric #: ®RE�iJ ®[� RISTRICT NAMES OF CANDIDATES ON THE BRLLOT Robert W. "Bob" Wells Total Wri #e-In votes [From Write -Ins Certifications] [Valid Write -Ins � Invalid Write ins = Total. Write In Vvtes] To #ai Number of Overvvte5 for Office TOT,4L VOTES RECFfVED (IN FIGURFSj 1797 11 0 We, the undersigned Electoral Board, upon examination of the official records deposited witfi the Clerk of the Circuit Court of the election field on November 03, 201 b, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following persons }has received the greatest number of votes cast fvr the Member Board of Supervisors. Given under our hands this Robert W, "doh °' Wetts _ day of _- —. � / p - x�-- -�-- -- , Chairman ��"�.�'� ,Vice Chairrnar� ' �_� ,rr.�" ,Secretary Secretary, Electoral Board a a i � r + � � �.� Cast In FREDERICK COUNTY, VIRGINIA a# the 2015 November General Election held on November 03, 2015 for, �Ji�ber ®ark ®� �p�r�i��rs � p�c6al Destri�t: ICED BUD DtSTtiICT NAMES OF CANDIDATES ON THE BALLOT TOTAL VOTER RECEIVED (1N FIGURES] Blaine P. Dunn 1246, 'Jason E. Ransom 849: Total Write -tn votes [From Write -Cns Certificatlgnsj 8° [Valid Write -ins +Invalid Write ins =Total Write In Va #esj Total Number of Overvotes for Office 0 We, the undersigned Electoral Soard, upon examination of the eiftciai records deposited with the Clerk of the Circuit Court of the election held on November 03, 2015, da herby certify that the above is a true and correct Abstract of Votes at the said election and do, #herefore, determine and declare that the following persons) has received the greatest number of votes cast for the Memi,�er $card of Supervisors - Special. Given under our hands Blaine I'. I'�unrs day of �� , � � ` .._ Chairman Vice Chairman Secretary Secretary, Electoral Board � 5 y �' � :,... fVAMES OF CA11fDIDATES 011! THE BALLOT J. Randy Minchew - Republican Peker C. Rush - Dernocra #ic Total Write -[n votes [From Write -Ins Certiflcakions] [Valid Write -Ins +Invalid Wri #e_ins = Total Write In Votes Total Number of Overvotes for Office TOTAL VOTES RECEIVED (IfV FfGUR1 =SJ 7920 530 17 a We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 03, 2015, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Member House of Delegates. Given under our hands J�neiy �inche�e,_- Fteeyubfican , Chairman Vice C�tairman Secretary Secretary, Etectaral Board 3� ... .. m � c .� NAMES OF CANDIDATES ON THE BALLOT Christopher E, Collins - l�epubllcan Total Write -In votes �l=rom Write -lns Certifications] [Valid Write'lns +invalid Write ins =Total Write In Votes] *� Please submit aWrite -Ins Certiilcafion ** Total Number of Overvotes for Office TOTAL VOTES RECEIVED (1N FIGURES) sass 1188 We, the undersigned Electoral Hoard, upon examination of the official records deposited with the Cleric of the Circuit Court of the election held on November 43, 2x15, do hereby certify that the above is a true at�d correct Abstract of Votes cast at said election far the Member House of delegates. Given under our hands Cpr {stopper It. Collins - Reoub {scan ��/�w( r , Chairman ,Vice Chairman Secretary Secretary, Electoral 6aard 0 � VIRGINIA i . M. �, W �„�..._x �, ���1r�� �� COMPLETE THIS FORM �P�LY IF (I� TOTAL NUMBER OF WRITE -INS fS 5 °/a OR MORE OF THE TOTAL NUMBER g�� OF VOTES CgAST FOR OFFICE U@i (i'r) A WRITE -IN CANDIpATE WAS ELECTELI TO THE OFFICE. FREDERIC6C COUNT! �Ser�era! ❑ Special Electioll� � COUNTY ❑CITY ❑TOWN IVlember, Mouse of Delegates November 3, , 20'l5 OFFICE TITLE ELECTION DATE 29�' District Page 1 of 6 DISTRICT NAME OR NUMBER, IFAPPLICA$LE TOTAL�IOTES RECEIVED W�gg ®®ppr�oo �egg pp,,�� �p {IN FIGURES} I�� °� &Vla� m �i��1�Y�1� A '�. ie�vatici Write -Ins 44 �. lfatid Write -ins ENTER TOTAL INVALID 1.12_4_ ....................................................... ............................... �. T ®tai Write -Ins ENTER TOTAL VALIp 1,168 ... tEPITER THIS FIGURE OTd LIPIE FDR TOTAL WRITE -fN VOTES ON ABSTRACT FOR THIS dFfICE.� App LR�fES '� AND 2 �ALdD UVRITE -I�� � ®ETe4iL LJST VALID WRITE -INS IN ALPHABETICAL ORDER BELOW AND ON CONTINUATION PAGES, TOTAL VOTES AS NEEDED. ALL VALID WFtiTE -1N5 WHEN ADDED TOGETHER MU5T EQUAL TOTAL ENTERED RECEIVED ON LIME 2 A84VE. { }N FIGURES Sally Anderson 1 Chris Barltrap �.,,�,�.�� �����,_ ........................... 1 Bastiat 1 CdfitTINUED ON PAGES 2 TH{tQl1GH 6 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on Tues�lay. November 3 .2075, do hereby certify that, with the continuation pages indicated, the a6vve is a true and cvn -ecf certiBcafivn of the write -in ►rofes cast at said election her the offr'ce indicated a6vve. _... .� �� ,Chairman ;e Chairman Secretary / /�i%[.��� � Secretary, Electoral Board � V1RG1P�fA � DEPARTMENT ��' ELE�TYONS IT -I� E��Fr��'r4TI��! . � a�-; 29�' District Page 2 of 6 DfSTRiCT NA1,AE OR ftiIUAA�LIi, 1F APPLICABLE �/4Li®` �F31iE -1NB - DEVIL �cantinued) f.i ONTINUE TD LIST VAC1D WRTTE-1N5 INALPNABETiCAL DRDEI? l4f= LOWAND OIV ADDITIONAL ?"dTli� VOTES CONTINUATION PAGES, li5 NEEDEb. ALL V,4LlD WRITE -!NS Wl-1EN ADDED TOGEiI -lER MUST RECEII�p EQUAL TOTAL ENTE�D ON L1NE 2 OF PAGE 1. (IN FIGURES% Mark J. Beeg . „,,,,,.., 1 Mark J. Berm Mark J. Berd � J. Berg 2 Ma9k Berg 1 _Mark Berk Jr. � Mark D, Berg � Mark E. Berg 2 Mark J. Ber ................... 1,Q�47 Michael Ber � !Michael J. Berg � Mike Be�� .._. ii. i.�i rvni.�i..�i -iii •..�k.,., •,...k... 7 Ron Ber ................... 1 Ron J, B erg ,� . ,_..... .., ................... � _Scott Berg � Mark Berk � George D. Bishop � * vra��ta�,� D�FARTME�TT` of ELE�TI�NS �41T� 11�� ���l1�i47'1�1� ;. a: r � • • FREDERICK COUNTY cauNrr C] cnY ❑ rawra Member, House of Delegates t7FF1GE TITLE . , f % ; � C7enes�a9 ❑Special Electiionl ELECTION GATE November 3 , 2015 29th District Page 3 of 6 DISTRICT NAME DR NUMBEit, IF APi'LICABLE V�4Lll? �F�ITE -��� � ®�r�i� �CORhFiued) CONTINUE TO LIST VIiLIA WRJTE�INS iNALPi-lABETICAL ORDER RELOWAND ONAdblT101yAL IOiIiL !/4TES CONTINUATION PAGES, A5 NEEDED. ALL VALli? WRiTF -INS WNENADDF -t1 t�GETNEi4 MI/5T RL�CFJ1+Ep EQUA L TOTAL ENTERED ON LINE 2 OF PAGE �. (I1V F1G�IRES� Bernie Blankenship Mis Blue .lame K. Bryant 11 _,. _,,,,,,,.,. ................... z ..� Michael_J. Burg ,,,_ 7 B rd � Babb B d � Mark Byrd ,,,,. 7 Mark J.. Byrd , „ ,. � 2 Adam Carr � Bill Cline , ,.,__ 1 Bill Clinton 1 Christo her E. Collins � Mark J. Collins 1 John C� eland � Connor gaily Sheila DaWis � Rober# Denitto � * V]RG1P1lA DEPARTMENT of ELECTIONS f��i��1�S �>�T��I�Ai� • � � s FREDER1CK Cl7UNTY Genera! ❑Special El�cfiiore cbuNTY ❑ ciTY ❑ TowN Member, House of Delegates November 3 , 215 DFFICE TfTLE ELECTIDN DATE 29�' District rage 4 of S DIS"fFiICT NAME OR NUMBER, fF AAPLICABLE I/i4Lll] WRITE -lNS - DET�4lL {continued) CONTINUE TO L15T VALID WRITS -WS JNALPNA6ETICAL ORDER BELOW ANO ON ARD1TlONAL TOTAL �/oTE3 CONTIIVIIATION PAGES, A51i[�FDED. ALL VALID WR1TE -!NS I+VHENADDED TOGETHER A,i1J5T A`�CEIVI =D EQUAL TOTAL ENT1= 'lii =A ON LJNE � OF PAGE 'l. �fpp FIGURES1 Robin Dick Deanne Dove .Daniel Drew Rick Dt�trow 1 Jack Fascist � Jonathan C. Foster LJa J�,Gore Dr. Gre Ann Gro Greg Groves Kevin Harris Craig Hawkins _ Patrick Henry ..,�� Hess Jos# Howell Lois Kirkwood Dave LaRock 1 i 1 1 1 1 '! 1 1 1 1 * VE#�GifV1A DEP�RT�VIENT v}' ELECTIONS IT�I� �ETI>�IATI� a, � IT I�►S CT�FIG�4T�� � TI'hl�i4ilN FREDERICK COUNTY' Ger�erat ❑ 5pecial Election cauNrw ❑ cln ❑ 1owM Member, House v #Delegates November 3 , 20'is DFFIGE TITLE EJECTION DATE 29�' District Page � of � nISTR1GT NAME DR NUMBER, �F APPLICABLE �ALI� WRITE -INS - DETi4IL (continued) li:dNTINUE TO L15T YALI,p WRl7� -INS IN �iLPHABETIC,4t ORDER 19L�l.DYV AND ON Abb1T1D14lAL TpTAt VOTE'S CONTINUATlDNPAGFS, AS NEEDED. ALL VAL {D 1NR1TE- -INS WNENADDED TOGETHEf7 MUST RECENEO L�QUAL TOTAL ENTERED DN LINE Z DF PAGE 1. {JN FlGUR�'S� _ A. S. Scott Madigan Sr. „, ,..,.,.,.,_ ,,,,, „�. _ �.._.. ...... ............. 1 Mapkjberg John Gregory McGowan,,,,,,,,,_,,,,,. Raber# McKew Minchew 1 1 1 9 Rand. Minchew 1 Mary Nelson . , „,,., ..., ................... 1 Miles Orndvrff 1 Richard Palvwski 1 Steve Pettier 1 George Ram�asy 1 Reagan. 1 Robert M. Rhodes 1 ..r...sw.... +. u. Peter Rush 1 D2;vid Safyers 1 Sanders 1 Paula Shipman 1 * V{R�tN�A � DEPARTMENT mf ELE�TI�NS I� -11V � �I�`Io4T°f :, � ,. ,; .. .. ,� . .,.,. !, r R, ; 29tH District Page B of B U�.STRlCT NAME OR MUM9ER, IF APPLfcABl.E 11A�lD RlT� -fIV� � ®ETAiIL (continued) LiQNTlNUE TQ LIST VALlD WRITE-!N5 INAI.PNABETlCAL QRDER BELOW ANp ON ADDlTiOlVAf. �orAL VaTiEs CONTINUATJON PAGES, AS NEEDED. ALL 1/IiLlb WRITE -I�JS 4yNENADDED TOGET,'iER MU57 RECENEp EG}llAL TOTAL ENTERED ON ZINE Z QF PAGE 7. {1N FI GURL�S� Pete Smith Richard Thomas Sousa Doug Toan Henri Trogdon George Washington Neal Watten Jim Webb Am Beth Wiliiams 7 7 1 7 2 1 1 �..• Nan�ES of c�Nar'aarES oN rxE aACCOr lave A. LaRock - Republican d, Chuck Hedges - Democratic Mark D. Anderson - Libertarian Total Write -]n votes From Write -ins Certficationsj [Valid Write -Ins + invalid Write ins =Total Write En Votesj Total Number of Overvotes for Office rorac vorFS RECEtvF� (IN FlGURESj 2362 745 990 6 We, the undersigned ><[ectoral Board, upon examination of the official records deposited with the Cleric of the Circuit Court of the election held on November 03, 2095, da hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Member House of Delegates. Given under our hands fhis have ,4. Ro - Re u 'can day o/J��d�I �, �Q /,�' Chairman ice Chalirman Secretary Secretary, Electoral Board 0 i � Cast in FRERERIC{C COUNTY, VIRGINIA at the 2D15 November General Election held an November 03, 2015 for, �e� �h ®�� ®�rci District: BAC14 CRfEiC DlSTR {CT NAMES OF CANAlDATES ON THE BALLOT Kali C. Klubertanz Total Write -In votes jFrom Write -Ins Certifications [Valid Write -lns +Invalid Write ins =Total Write in Votesj Total Number of Overvotes for Office TOTAL VDTES RECElVEa (IN FlGURESJ 2148 19 We, the undersigned Electoral Baard, upon examination of the official retards deposited with the Clerk of the Circuit Court of the election held on November 03, 2015, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following person {s) has received the greatest number of votes cast for the Member Schaal Hoard. Given under our hands this aC C, t bertanz , Cilairman , Vice Cis airman � I -� ,Secretary ,-�-- , Secretary, Electoral Board Cast in FREbERECiC COUNTY, VIRGINIA at the 2075 November Generai Election held on November 03, 2075 for, et��r c��® ��� District; GAiWESDDiiD DtSTRiCi NAMES dF CANDIDATES ON TFfE BALLOT TOTAL VOTES RECEIVED (IN FIGURES] Michael A. E_aice 7 g 7 9 Total Write-tn votes jFrorrs Write -Ins Certifcations] 52, EValid Write -ins +Invalid Write ins =Total Write In Votes] Total Number of Overvotes far Office 0 We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November t13, 2015, do herby certify that the above Is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the fallowing persons) has received the greatest number of votes cast for the Member Schaal Soard. Given under our hands this Michael A. 9.ake Chairman Vice Chairman Secretary Secretary, Electoral Board Cast !n FREpERICK COUNTY, VlRGfN1A at the 2015 November General Election held on November p3, 2015 for, �r��r �h��l gar olstrict: OPEC�iJOr� oISTRICr NAMES t3F CANDlDA7ES DN THE BALLDT Seth T. Thatcher Total Write -!n vo #es [From Write -Ins Certifications] [Valid Write -Ins +invalid Write ins = �'otal Write !n Votesj Total Number of Qvervotes for Office TQ7AL VQTES RECEIVED �rN 1'r�uR�s1 1724 13: We,, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the elec#ign held on November p3, 2p1b, do herby certify that the above Is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the fallowing persgn(s) has received the greatest number of votes cast fqr the Member School Board. Seth T. Thatcher Given under our hands this, = �. �/ ay of � �C�l. �- ,Chairman ��� � �'' ,Vice Chairman Secretary Secretary, electoral Board Cast in FREDERICK COUNTY, VIRGkNIA at the 2015 November General Election held on November 03, 2015 for, �. NANfES OF CANDIDATES ON THE BA��OT -John J. Lamanna Total Write -!n votes jFrom Write -ins Cefiftcationsj (Valid Write -Ins + Jnvalid Write ins =Total Write In Votesi Total Number of Oven+ote5 for Office TOTAL VOTES REGElVED (JN FIGURES) 1135& 143; 0 We, the undersigned Electorai Board, upon examination of the officia6 records deposited with the Clerk of the Circuit Court of the election held on November 03, 20'15, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following person(sj has received the greatest number of votes cast for the Member Sehool Board At Large. .fohn .f. l.amanna Given under our hands fhis . - %� da of � ���� r ,Chairman ��� ,Vice Cis airman Secre #ary " � ( � � ,Secretary, Elec #oral Board � -5 � s Cast in FREDERICK COUNTY, VIRGINIA at the 2015 November General Election held on November d3, 2015 for, �r��er senate �� �r�n�a District: 027 !NAMES OF CANDIDATES ON Ti-!E l�ALLOT Jii! Hoitxman Vogel - Republican Tota! Write -!n votes [From Write -Ins Certifications] [Valid 1Nrite -ins + Invalid Write ins = Tota! Write In Votesj Total Number of Overvotes for Office TOTAL VOTES RECEIVED (IN FIGURES) 12264 288 We, the undersigned �lectorai Board, upon examination of the ofFicia! records deposited with the Clerk of the Circuit Court of the election held on November 03, 2015, do hereby certify that the above is a true and correct Abstract of Votes cast at said election for the Member Senate of Virginia. i tin! an 1!o et - [de u!� i Given under our hands this �%`��' ,�,,,,_, day of �� /� Chairman Vice Chairman Secretary , Secretary, Electoral Board [7 :° � 1 °�� �: L, '� � � "R Cast in FREDERICK CQUNTY, VIRGINIA at the 2015 November General Election held on November 03, 2015 for, h�f� NAMES OF CANDIDATES ON THE BALLOT L. W. "Lenny" Mitiholland Terrence P. Bohan A. S. "Scan" Madigan, 5r. Total Write -In votes [From Write -Ins Certifications] [Valid Write -Ins +Invalid Write ins =Total Write to Votesj Total dumber of Overvotes for Dffice TOTAL VDTES RECEIVED (IN FIGURES) 6241 5526 2254 26 0. We, the undersigned Electoral Board, upon examination of the official records deposited with the Clerk of the Circuit Court of the election held on November 03, 2015, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the fallowing persons} has received the greatest number of votes cast for the Sheriff. Given under our hands fhis �.. W. �'I,.$Fln�/'� t�lilhOiland, �� �i Chairman Vice Chairman Secretary , Secretary, Efectaral Board �a � ,, � .,�. � � 3 , Cast in FREDERICK COUNTY, VIRGINIA at the 2015 November General Election held on November 03, 2015 for, 1 _, ,. , _ ? ,�., �, ,- r. � ,: 3 , ,., . _ S NA119ES OF' CANDfDATES ON THE BALLOT TOTAL VOTES RECEIVED (1N FfGURE5) Kitty Hockman- Nicholas SS53 A+tarietta Cather Wails 7828. Total Write -In votes [From Write -Ins Ceriificationsj 121 [Valid Write -Ins }Invalid Write ins =Total Write {n Votes] Total Number of Overvotes for Oifce � We, the undersigned Electoral Board, upon examination of the offcciai records deposited with the Clerk of the Circuit Court of the election held on November 03, 2015, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the following persQn(s} has received the greatest number of votes cast for the Soil and Water Conservation Director t_erd Fairfax District. 1. JfCi oc an- hiicholas 2. Marietta Cather „W�Ils Given under or�r hands ;..�_ ��� , Chairman Vice Chairman Secretary , Secretary, Electoral Board Cast in FRE�ERICIf COUNTY, VIRGINIA at the 2015 November General Election geld on November t]3, 2015 for, �T���i��°�� NAMES OF CANDIDATES ON THE BALLOT C. Wiiliam Omdoff, Jr, Total Write -[n votes [From Write -Pns Cerlifcations] [Valid Write -Ins +Invalid Write ins =Total Write in Votes] Total Number of Overvotes for Office TOTAL VOTES RECEIVED (JN !✓lGURES} 12458, a� D We, the undersigned Electoral Board, upon examination of the official retards deposited with the Clerk of the Circuit Cour# of the election held on November 03, 2015, do herby certify that the above is a true and correct Abstract of Votes at the said election and do, therefore, determine and declare that the follouving persons) has received the greatest number of votes cast for the Treasurer. C. Willi m Orn off .Dr. ,.�-i n r �� ,Chairman Vice Chairman Secretary Secretary, Electoral Board COMMITTEE REPORTS PARKS AND RECREATION COMMISSION — APPROVED UNDER CONSENT AGENDA The Parks and Recreation Commission met on November 10, 2015. Members present were: Kevin Anderson, Patrick Anderson, Randy Carter, Natalie Gerometta, Ronald Madagan, and Charles Sandy, Jr. Members absent were: Gary Longerbeam Items Requiring Board of Supervisors Action: None Submitted for Board Information Only: Proposed Parks and Recreation Commission Bylaw Revision — Mr. Madagan moved to revise Article 3, Section 5 of the Parks and Recreation Commission Bylaws to state "Commission members are required to attend seventy -five percent of the held commission meetings. Consideration of committee meeting attendance will be considered by the chairperson for those members not attending seventy -five percent of held meetings. Members failing to attend seventy -five percent of held commission meetings and not active in committee meetings will be notified by the chairperson regarding their lack of attendance ", second by Mr. Patrick Anderson, motion failed unanimously (6 -0). Mr. Carter moved to table the revision until staff can research change, second by Mr. Madagan, motion carried unanimously (6 -0). 2. Buildings and Grounds Committee — Capital Improvements Plan FY2016 -17 —The Buildings and Grounds Committee recommended the approval of the Capital Improvement Plan for FY 17 as submitted, second by Mr. Patrick Anderson, motion carried unanimously (6 -0). The Parks and Recreation FY 17 Capital Improvements Plan recommendation will be forwarded to the Planning Department for review by the Planning Commission. 3. Closed Session: Mr. Madagan moved to convene into closed session under Virginia Code 2.2 -3711 A (3) property for a public purpose, where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the public body, second by Mr. Kevin Anderson, motion carried unanimously (6 -0). Mr. Madagan moved to exit closed session, second by Mr. Patrick Anderson, carried unanimously (6 -0). All commission members were polled re: any discussion besides matter for closed session, all said no. PUBLIC WORKS COMMITTEE — APPROVED UNDER CONSENT AGENDA 14 The Public Works Committee met on Tuesday, November 24, 2015 at 8:00 a.m. All members were present except Gene Fisher. The following items were discussed: ���Items Not Requiring Action��� 1. Fiscal Year 2014/2015 Recycling Summary The Public Works Director presented a brief summary of the recycling accomplishments for FY14 /15. The attached memorandum from Ms. Gloria Puffinburger, Solid Waste Manager, describes these accomplishments. The summary also included the results of a usage survey for the various citizen refuse collection sites located throughout the county. 2. Proposed Fiscal Year 2016/2017 Budgets The Director presented the proposed draft budgets for Fiscal Year 2016/2017. These budgets were presented as general information with an emphasis on the basis for any major changes between the current budget and the proposed Fiscal Year 2016/2017 budgets. These draft budgets will be forwarded to the Finance Department on November 30, 2015. A subsequent budget review meeting has been scheduled with the County Administrator on December 16, 2015. 3. Closed Session A closed session was convened in accordance with Virginia Code §22 -3711 Subsection (A) (7), to consult with legal counsel and staff pertaining to probable litigation, where such consultation or briefing in an open meeting would adversely affect the negotiating or litigating posture of the public body. After reconvening into open session, the committee members unanimously certified that only matters pursuant to Virginia Code Section 22 -3711 Subsection (A) (7) and identified in the motion to convene in closed session were discussed in the closed session. There was no action taken after reconvening from the closed session. 4. Miscellaneous Reports a) Tonnage Report b) Recycling Report c) Animal Shelter Dog Report d) Animal Shelter Cat Report LANDFILL OVERSIGHT COMMITTEE — APPROVED UNDER CONSENT AGENDA The Landfill Oversight Committee met on Wednesday, December 2, 2015 at 8:00 a.m. All committee members were present except Winchester representative, City Manager, Eden Freeman and Clarke County representative, David Ash. The following items were discussed: ���Items Not Requiring Action��� 15 1. Fiscal Year 2014/2015 Project Updates Staff presented the following project updates for Fiscal Year 2014/2015: • Updated financial assurance limit to comply with new Department of Environmental Quality regulation. • Completed permit modification for the construction /demolition debris (CDD) landfill (Permit #591). • Completed plans and specifications for new cell development in the CDD landfill. 2. Proposed Projects for Fiscal Year 2016/2017 Staff discussed the following proposed projects for Fiscal Year 2016/2017: • Improve stormwater conveyance system at outfall #2 to reduce suspended solids. • Install security camera at the landfill's main entrance, scale house, shop and convenience site. • Expand gas collection system. • Construct 80 foot by 40 foot pole building. 3. Future Five (5) Year Projects As part of the budget process, staff presented a list of future projects that could potentially be constructed within the next five (5) years. 4. Fiscal Year 2016/2017 Budget Staff presented the proposed Fiscal Year 2016/2017 budget to the committee for their review. Significant items related to projected revenue included increasing the municipal tipping fee from $14 to $18 per ton and increasing the sludge tipping fee from $32 to $36 per ton. Capital expenditures included the purchase of a new trash compactor at a cost of $850,000 and a related GPS system for $120,000. Staff is proposing a Fiscal Year 2016/2017 budget of $6,990,921 and a revenue projection of $6,389,470. The minor difference will be funded from the landfill's fund balance. The landfill's fund balance is currently estimated at approximately $32,500,000. Of that amount, approximately $12,500,000 is dedicated to a closure /post - closure trust fund. It should also be noted that future projects planned for the next five years will require approximately $15,000,000 in capital expenditures. Staff anticipates that the landfill fund balance will be reduced to an amount of approximately $30,500,000 at the end of the fiscal year. At the conclusion of the discussion, the committee unanimously endorsed the proposed budget with one abstention by Ms. Garton, Frederick County Administrator. This endorsement and the proposed budget will be forwarded to the appropriate committees in the respective jurisdictions. TRANSPORTATION COMMITTEE — APPROVED UNDER CONSENT AGENDA 16 The Transportation Committee met on November 23, 2015 at 8:30 a.m. Members Present Chuck DeHaven (voting) James Racey (voting) Barry Schnoor (voting) Blaine Dunn (voting) Gary Oates (liaison PC) Lewis Boyer (liaison Stephens City) Members Absent Mark Davis (liaison Middletown) Gene Fisher (voting) ���Items Requiring Action��� NONE ���Items Not Requiring Action��� 1. Capital Improvement Program Staff presented last year's transportation component of the Capital Improvement Program (CIl') and noted that with the exception of some format updates the Board's adopted priorities had not changed. Staff also noted that since certain projects, such as Exit 310, were still underway it was not yet time to remove them from the CIl'. Mr. Oates asked whether it might be prudent to suggest promoting Redbud Road further up the priority list it might be beneficial since Snowden Bridge Boulevard is going to bid. Staff noted that since the projects above Redbud are on the Primary or Interstate system they were not typically competing for the same money and that the higher ranked prof ects still represented greater needs. 2. Long Range Plan Update — Complete Streets Discussion Staff noted that as part of the transportation section update of the Comprehensive Plan that questions had been raised about the use of the `Complete Streets' language. Staff outlined how they had been making use of the language in working with Applicants and Developers in order to ensure that the needs of all users are met. The Committee was also provided educational literature from the Complete Streets Coalition. The Committee noted that parts of the literature seemed to have a political agenda and that use of the complete streets terminology may be tying the Comprehensive Plan into more than the Committee and Board really desire which could lead to unintended consequences. However, the committee noted the importance of supporting the different user groups and was supportive of the items such as bicycle and pedestrian accommodations that staff was targeting with use of the complete streets terminology. The Committee requested that staff draft new language that met the goals of supporting 17 the different user groups but that did not make use of the specific complete streets language in order to avoid unintended consequences or interpretations of the Board's policy. 3. VDOT Updates on Route 37 and Exit 310 Mr. Chris Colson and Mr. Scott Alexander of VDOT attended the meeting to update the Committee on the progress of the Route 37 and Exit 313 studies. Regarding Route 37, Mr. Colson noted the recent efforts have been primarily focused on the southern area and that they soon expected to begin Interchange Justification Reports for the future Route 37 interchanges with Warrior Drive and Route 522. Mr. Colson noted that right -of- -way analysis for road sections was sufficiently completed for the entire eastern corridor that would allow the County to request any proffered right -of- -ways that circumstances might dictate. The Committee asked about what mechanisms were available to potentially limit construction or development within future right -of- -way sections that were not yet owned or proffered. Staff and VDOT clarified that the County cannot prevent any development that is allowed under current zoning on the property when the County or State does not own the right of way. However, it was noted that, if a property was in the process of being rezoned, the Applicant can proffer to reserve right -of- -way. Mr. Colson also noted that he will be providing the County with electronic CADD drawings of the work completed to date. Mr. Alexander noted that after delays created by the need to update the regional transportation model that the Exit 313 study is moving along well. He noted that the County should receive scenarios for input in late winter 2015 or early spring 2016. The Committee had significant discussion on potential maintenance of traffic issues and different construction scenarios. Mr. Alexander noted that improvements to the bridge would likely be done in a phased construction in which the westbound or eastbound lanes of the new bridge would be built next to the existing facility and then traffic shifted to that roadway before completing the other half of the new bridge. There was also discussion regarding the expected length of construction once the project was underway. It was asked whether there was a scenario in which it could be done in one year. Mr. Alexander noted that, while he would need to consult with the bridge section, it would more likely be a two year construction timeframe. 4. Other Staff gave a brief update of the County revenue sharing projects. HUMAN RESOURCES COMMITTEE - APPROVED The HR Committee met in the First Floor Conference Room at 107 North Kent Street at 8:00 a.m. on Friday, November 13, 2015. A quorum was not present. Committee members present were Supervisor Robert Hess and Supervisor Robert Wells; absent were Supervisor Blaine Dunn, citizen members Dorrie Greene, Beth Lewin, and Don Butler. ���Items Requiring Action��� 1. Creation of a Recreation Technician position within the Parks &Recreation Department. The Committee did not have a quorum in order to make a formal approval of the request for the position; however, it was the consensus of the members present to move forward with the request, no additional funding is needed for the position. - APPROVED Upon a motion by Supervisor Hess, seconded by Supervisor Wells, the Board approved the creation of the Recreation Technician position with the Parks &Recreation Department. The above motion was approved by the following recorded vote: Richard C. Shickle Charles S. DeHaven, Jr Blaine P. Dunn Gene E. Fisher Robert A. Hess Gary A. Lofton Robert W. Wells Aye Aye Aye Aye Aye Nay Aye ���Items Not Requiring Action��� 1. Ann Lloyd, Clerk of the Frederick County- Winchester Juvenile &Domestic Relations Court, and Debra Bull, Clerk of the Frederick County — Winchester General District Court presented the Committee with information regarding their departments staffing levels, caseload, and salary information. There being no further business, the meeting was adjourned. The next HR Committee meeting is currently scheduled for Friday, December 11, 2015. FINANCE COMMITTEE - APPROVED A Finance Committee meeting was held in the First Floor Conference Room at 107 North Kent Street on Wednesday, November 18, 2015 at 8:00 a.m. An Audit Committee meeting immediately followed. All members were present. 19 The Sheriff requests a General Fund su�lemental a�ropriation in the amount of $7,954.13. This amount represents proceeds from the Sheriff's Sale and will be used to purchase cruiser gun locks. No local funds required. 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 Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 2. The Sheriff requests a General Fund su�lemental a�ropriation in the amount of $8,350. This amount represents an insurance reimbursement for an auto claim. No local funds required. 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 Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 3. The Stewardship Planner requests a General Fund su�lemental a�ropriation in the amount of $26,000. This amount represents a donation received for a shelter at Rose Hill Park No local funds required. 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 Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 20 4. The Zoning Administrator requests a Development Projects Fund supplemental appropriation in the amount of $9,58238. This amount represents funds called in for the County to administer the completion of Security Drive for inclusion into the state secondary road system in the Westview Business Center. No local funds required. 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 Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 5. The County Administrator and the Assistant County Administrator provide a potential approach regarding Fire &Rescue services. The committee recommends the establishment of a task force. - 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 Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye 6. The Schools Executive Director of Finance provides corrected FY 2015 Financial Statements. No action required. 7. The Finance Director requests continued discussion on unfunded FY16 capital requests. The committee requested a prioritization of the requests and a balance of contingency funds available. No recommendations were made. 8. The Finance Director provides requested information on outside agencies regarding funding. The committee recommends forwarding the list to the City - County Joint Finance Committee. AUDIT COMMITTEE The Internal Audit Report ending August 31, 2015 is provided. No action required. 21 INFORMATION ONLY The Finance Director provides a Fund 10 Transfer Report for October 2015. 2. The Finance Director provides an FY 2016 Fund Balance Report ending November 12, 2015. The Finance Director provides financial statements for the month ending October 31, 2015. 4. The Government Finance Officers Association (GFOA) has awarded the County the Distinguished Budget Presentation Award for the FY 2016 Budget document. This is the 29"' consecutive year that Frederick County has received this achievement. PUBLIC HEARING TWELVE MONTH OUTDOOR FESTIVAL PERMIT REQUEST OF BELLE GROVE PLANTATION. PURSUANT TO THE FREDERICK COUNTY CODE, CHAPTER 86, FESTIVALS; SECTION 86 -3, PERMIT REQUIRED; APPLICATION; ISSUANCE OR DENIAL; FEE; PARAGRAPH D, TWELVE MONTH PERMITS. ALL EVENTS TO BE HELD ON THE GROUNDS OF BELLE GROVE PLANTATION, 336 BELLE GROVE ROAD, MIDDLETOWN, VIRGINIA. PROPERTY OWNED BY THE NATIONAL TRUST FOR HISTORIC PRESERVATION. - APPROVED 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 Hess, the Board approved the twelve month outdoor festival permit for Belle Grove Plantation. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye PROPOSED DISPOSITION TO THE FREDERICK COUNTY SCHOOL BOARD OF THE COUNTY'S INTEREST IN A 20 -ACRE PORTION OF REAL 22 PROPERTY KNOWN AS 532 OLD CHARLES TOWN ROAD, STEPHENSON, VIRGINIA, AND IDENTIFIED BY COUNTY PROPERTY IDENTIFICATION NUMBER 44 -A -292. THE HEARING IS PURSUANT TO VIRGINIA CODE SECTION 15.2 -1800 AND THE PURPOSE OF THE HEARING IS TO RECEIVE PUBLIC COMMENT ON THE PROPOSED DISPOSITION OF THE REAL PROPERTY. - APPROVED County Attorney Roderick Williams advised the County received a 44 acre parcel as part of a proffer obligation from the Snowden Bridge development. 20 acres of this parcel are designated for a park and the remaining 24 acres are for a school site. The parcel was received earlier this year; however, a subdivision cannot occur until the Board conducts a public hearing on the proposed disposition to the Frederick County School Board. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Lofton, the Board approved the resolution approving the conveyance of the 24 acre parcel. WHEREAS, on February 23, 2015, Frederick County and the Frederick County School Board received the conveyance of a 44 -acre parcel in the Snowden Bridge Subdivision, tax parcel number 44 -A -292, in fulfillment of a proffer obligation of the developer to provide a 20 -acre site for a school and a 24 -acre site for park use; and WHEREAS, at the time of the conveyance, the parcel was conveyed as a single undivided parcel, but it is now appropriate for the parcel to be subdivided into a 20 -acre site for a school and a 24 -acre site for park use and for the sites to be conveyed to the Frederick County School Board and Frederick County, respectively; and WHEREAS, on December 9, 2015, the Board of Supervisors of Frederick County, Virginia held a public hearing on the conveyance of Frederick County's interest in the 20 -acre school site portion of the parcel to the Frederick County School Board; THEREFORE, be it resolved by the Board of Supervisors of Frederick County, Virginia that the County Administrator is authorized to execute such documents as necessary to effect the subdivision of tax parcel number 44 -A -292 into a 20 -acre site for a school and a 24 -acre site for park use and to convey Frederick County's interest in the 20 -acre school site portion of the parcel to the Frederick County School Board. 23 The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye AN ORDINANCE TO AMEND SECTION 155 -153 OF ARTICLE XXV OF CHAPTER 155 OF THE CODE OF FREDERICK COUNTY, VIRGINIA TO DESIGNATE CERTAIN REAL OR PERSONAL PROPERTY OF EACH OF THE FOLLOWING ORGANIZATIONS AS EXEMPT FROM TAXATION: THE ARC — NORTHERN SHENANDOAH VALLEY, INCORPORATED, BELLE GROVE, INC., BLUE RIDGE HOSPICE, INC., CEDAR CREEK BATTLEFIELD FOUNDATION, INC., CONSERVATION CLUB (WINCHESTER- FREDERICK COUNTY CONSERVATION CLUB, INC.), FORT COLLIER CIVIL WAR CENTER, INC., THE NATURE CONSERVANCY, NW WORKS, INC., THE PEOPLE -TO- PEOPLE HEALTH FOUNDATION, INC., (PROJECT HOPE), POTOMAC APPALACHIAN TRAIL CLUB, THE SALVATION ARMY, SHENANDOAH VALLEY BATTLEFIELDS FOUNDATION, SHENANDOAH VALLEY COMMUNITY RESIDENCES, INC., STONE HOUSE FOUNDATION, THE WAYSIDE FOUNDATION FOR THE ARTS, INC., WINCHESTER CHAPER OF THE IZAAK WALTON LEAGUE, WOODMEN OF THE WORLD, AND THE YOUTH DEVELOPMENT CENTER, INC. - APPROVED County Attorney Williams advised this was a proposed ordinance that would establish in the County Code the tax exempt status of the listed organizations. This action would allow the General Assembly, at the County's request, to remove the General Assembly tax exemptions and the County would ultimately decide which organizations receive the tax exempt designation. He noted that 21 organizations were identified in this ordinance. Chairman Shiclde convened the public hearing. Jay Marts, Gainesboro District, stated the best way to handle exemptions for property taxes is at the local level and he supported this ordinance. He believed this authority should be given to the Board. 24 George Hughes, Gainesboro District, asked why these organizations were being given a blanket exemption now. He suggested doing an annual renewal. He concluded by saying the exemptions should have term limits. There being no further comments, Chairman Shiclde closed the public hearing. Upon a motion by Supervisor Lofton, seconded by Supervisor Hess, the Board approved the ordinance to amend Section 155 -153 of Article XXV of Chapter 155 of the Code of Frederick County. The Board of Supervisors of Frederick County, Virginia hereby ordains that Section 155- 153 (Property exempted from taxation by designation) of Article XXV (Exemption for Nonprofit Organizations) of Chapter 155 (Taxation) of the Code of Frederick County, Virginia be, and the same hereby is, amended by enacting an amended Section 155 -153 (Property exempted from taxation by designation) of Article XXV (Exemption for Nonprofit Organizations) of Chapter 155 (Taxation) of the Code of Frederick County, Virginia, as follows (additions are shown in bold underline): CHAPTER 155 TAXATION Article XXV Exemption for Nonprofit Organizations § 155 -153 Property exempted from taxation by designation. A. The real or personal property of an organization designated by the Board of Supervisors and used by such organization exclusively for one or more of the purposes as set forth in Article X, Section 6(a) of the Constitution of Virginia shall be exempt from taxation so long as such organization is operated not for profit and the property so exempted is used in accordance with the purposes) for which the organization is classified. The indicated real or personal property of each of the following organizations is so designated by the Board of Supervisors pursuant to this section: 1. ARC- Northern Shenandoah Valley_ Incoroorated_ The (formerlvknown as Winchester - Frederick CountyAssociation forRetardedCitizensand as Northern Shenandoah Valley Association for Retarded Citizens. Inc., The) - tax parcels 54J- 2 -3 -59, 54J -2 3 -60, and 54J- 2 -3 -61; 2. Belle Grove, Inc.- tax parcels 90 -A -33A and 90 -A -37; 3. B1ueRidgeHospice, Inc . - personal propertyofthriftshopin Stephens City; 4. Cedar Creek Battlefield Foundation, Inc. -tax parcels 90- A -23A, 90 -A- 25 23B, 90- A -32A, 90 -A -34, 90 -A -55, 90- A -59A, and 91- A -28C; 5. Conservation Club f Winchester- Frederick County Conservation Club, Inc., - taxparcels 19 -A -27, 19 -A -49, 19 -A -50, 19 -A -51, 19- A -52E. 19 -A- 53A, 19 -A- 81A, 29- A -37B, 29 -A -38, and29- A -43B; 6. FortCollierCivilWarCenter ,Inc.- taxparce154 -A81G; 7. Frederick United Methodist Housing Development Corp.- tax parcel 75 -A- 80B; 8. Kernstown BattlefieldAssociation, Inc. -tax parcels 63 -A -6A, 63 -A -7A, 63 -A -18, 63- A -18A, 63- A -18B, 63- A -18C, and 63- A -18D; 9. Leary Educational Foundation, Inc. -tax parcels 6 -A -17 and 6- A -18; 10. NatureConservancy, The- taxparcels48 -A -45 and48 -A -47; 11. NW Works_ Inc. (formerly known as Northwestern Workshob_ Inc.l -tax parce175 -A -1 F; 12. People -to- People Health Foundation, Inc., The (Project Hope, -tax parcel 64- A -40C; 13. Potomac Appalachian Trail Club -tax parcels 19- A -41D, 28- A -119A, 48- A- 29C, 48- A -33A, 48 -A -37, 48 -A -371, 48- A -37A, 48- A -37R, 48- A -49B, and 49- 1 -2 -48; 14. Salvation Army, The -tax parce154- A -36F; 15. ShenandoahVallevBattlefieldsFoundation- taxbarcels43- A- 154.43- A- 155, 43- A -159A, 54 -A -1 B, 54 -A -1 C, 54 -A -88, 54- A -89C, 54 -A -90, 55 -A -3, and 55 -A -4; 16. Shenandoah Valley Community Residences, Inc. -tax parcels 54N -2- 2-32 and 65H -12A ®108; 17. Stone House Foundation -tax parcels 74A03 -A -77, 74A03 -A -141, 74A03 -A- 142, 74A03 -A -144, and 74A03 -A -146; 18. Wayside Foundation for the Arts, Inc., The -tax parce191B- 1 -B -27; 19. Winchester Chapter of the lzaak Walton League- tax parcels 77 -A -72 and 77- A -76A; 20. Woodmen of the World- taxparce154E -8 -33; and 21. Youth Development Center, Inc., The- tax parce163- A -110B. B . Each organization which owns real property exempt from taxation pursuant to designation of the Board of Supervisors or pursuant to designation of the General Assembly shall file triennially, commencing on November 15, 2014, an application with the Commissioner of the Revenue as a requirement for retention of the exempt status of the property .The Commissioner of the Revenue shall send notice of this requirement to each such organization by not later than September 15 preceding the November 15 on which such application is due. Such application shall show the ownership and usage of such property, and such other information as the entity deems desirable, for the property for which retention of such exemption is sought. C. Exemptions of property from taxation under this article shall be strictly construed in accordance with the provisions of Article X, Section (6)(f) of 26 the Constitution of Virginia . The above motion was approved by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye PLANNING COMMISSION BUSINESS REZONING #09 -15 ARTILLERY BUSINESS CENTER SUBMITTED BY PENONI ASSOCIATES, TO REVISE PROFFERS ASSOCIATED WITH REZONING #07 -08. THIS REVISION RELATES SPECIFICALLY TO THE TRANSPORTATION PROFFERS. THE PROPERTIES ARE LOCATED EAST AND ADJACENT TO SHADY ELM ROAD APPROXIMATELY 4,500 FEET SOUTH OF THE INTERSECTION OF SHADY ELM ROAD AND APPLE VALLEY DRIVE. THE PROPERTIES ARE IDENTIFED WITH PROPERTY IDENTIFICATION NUMBERS 75 -A -1 AND 75 -A -1F IN THE BACK CREEK MAGISTERIAL DISTRICT. (CONTINUED PUBLIC HEARING FROM OCTOBER 28, 2015 BOARD MEETING AND POSTPONED FROM NOVEMBER 12, 2015 BOARD MEETING.) - APPROVED Deputy Planning Director - Transportation John Bishop appeared before the Board regarding this item. He noted some additional handouts had been provided to the Board to include amended proffers and a copy of the contract to purchase this parcel. He noted this was a proposal to amend the transportation proffers associated with a parcel of 57.6 acres located on Shady Elm Road in the Back Creek Magisterial District. He noted this property was rezoned in 2008. The proposed proffer modification would facilitate the sale of this parcel. The new proffers include: - $633,644 that could be used to leverage revenue sharing money or other state funds. - Acquisition of right -of- -way across the Carbaugh property. - Construction of 1,100 feet of Renaissance Drive. Deputy Director Bishop noted the approving resolution should refer to the newest version of the 27 proffers. Supervisor Lofton asked if acquisition of the right -of- -way from Carbaugh would provide all of the additional right -of- -way we would need. Deputy Director Bishop responded yes. Chairman Shickle asked how the new proffer statement differed from what was in the Board's agenda. Deputy Director Bishop stated the amount of the cash proffer was different. Supervisor Dunn asked if Renaissance Drive could cross the railroad tracks now. Deputy Director Bishop responded that additional revenue sharing money would be needed. He went on to say significant work was still needed with CSX in order to cross the railroad tracks. Patrick Sowers, Pennoni Associates, appeared before the Board on behalf of the applicant. He noted they did have a purchase agreement to acquire the property from the Carbaughs. He noted the revised proffers are much improved. 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 Hess, the Board approved Rezoning #09 -15 with the amended proffer statement dated December 8, 2015. WHEREAS, Rezoning #09 -15 Artillery Business Center — Proffer Amendment submitted by Pennoni Associates, to amend the proffers associated with Rezoning #07 -08 relating to the timing and commitments for transportation proffers was considered. The proffer amendment, original proffer statement dated February 7, 2008 with a final revision dated December 8, 2015 applies to parcels 75 -A -1 and 75 -A -1F owned by Venture I of Winchester, LLC and NW Works, Inc., respectively and is located approximately 1,500 feet south of Route 37 on the east side of Shady Elm Drive (Rt. 651) and across from Soldier's Rest Lane in the Back Creek District, and WHEREAS, the Planning Commission held a public hearing on this rezoning on October 21, 2015, and forwarded a recommendation of approval; and WHEREAS, the Board of Supervisors heard the items on October 28, 2015, then opened the public hearing and then voted to table the items and continue the public hearing on November 12, 2015 WHEREAS, the Board of Supervisors on December 9, 2015 continued the public hearing from October 28, 2015 on this rezoning; 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 amend the proffers associated with Rezoning #07 -08 relating to the timing and commitments for transportation proffers. This ordinance shall be in effect on the date of adoption. Passed this 9th day of December, 2015 by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REZONING #07 -15 WOODSIDE LAND COMPANY, LLC., SUBMITTED BY GREYWOLFE, INC., TO REZONE 20 ACRES OF PROPERTY FROM RA (RURAL AREAS) DISTRICT TO M2 (INDUSTRIAL GENERAL) DISTRICT WITH PROFFERS. THE PROPERTY IS LOCATED ON THE SOUTHERN SIDE OF ROUTE 669 (WOODBINE ROAD) ABOUT 2000' EAST OF ROUTE 11 AND ADJACENT TO THE WINCHESTER &WESTERN RAILROAD AND IS IDENTIFIED BY PROPERTY IDENTIFICATION NUMBER 34 -A -6D IN THE STONEWALL MAGISTERIAL DISTRICT. (CONTINUED FROM NOVEMBER 12, 2015 BOARD MEETING.) - APPROVED Deputy Planning Director Michael Ruddy appeared before the Board regarding this item. He advised this was a proposal to rezone 20 acres from RA (Rural Areas) District to M2 (Industrial General) District with proffers. The property is located in the Stonewall Magisterial District. He stated the Board reviewed this item at their November 12, 2015 meeting and 29 continued their public hearing. Supervisor Lofton asked if the concerns raised were addressed. Deputy Director Ruddy stated he would defer to the applicant. Gary Oates, GreyWolfe, Inc., appeared before the Board regarding this item. He noted they did meet with Mr. Sempeles. The applicant agreed to the signalization of Route 1 l; however, not all transportation issues have been agreed to. He went on to say the applicant agreed to exclude M -2 uses. He noted the bend in the road could not be fixed because the property owner did not want to sell. He concluded by saying the EDA has put the property in their system to market. Chairman Shickle convened the public hearing. George Sempeles, Stonewall District, stated he was satisfied with the exclusion of certain M -2 uses. He felt the transportation improvements fall short in addressing the Woodside Road issues and the signalization has no meaning. He concluded by saying if plans go forward for future rezonings then it would take the full cooperation to address the transportation needs on Woodside Road. Mark Regan, Stonewall District, urged the Board to deny this rezoning. He noted traffic is bad and getting worse and the truck traffic is horrible. He cited a potential conflict because people were using the Stonewall District planning commissioner for development applications in this area. There being no further comments, Chairman Shickle closed the public hearing. Upon a motion by Vice - Chairman DeHaven, seconded by Supervisor Wells, the Board approved Rezoning #07 -15. WHEREAS, Rezoning #07 -15, Of Woodside Land Company LLC, submitted by GreyWolfe, Inc., to rezone 20.00 acres of land from the RA (Rural Areas) District to the M2 (Industrial 30 General) District with proffers dated June 22, 2015, last revised on November 20, 2015, was considered. The property is located on the southern side of Route 669 about 2,000' east of Route 11 and adjacent to the Winchester &Western Railroad. The property is further identified by PIN 34 -A -6D in the Stonewall Magisterial District; and WHEREAS, the Planning Commission held a public hearing on this rezoning on October 21, 2015 and recommended approval; and WHEREAS, the Board of Supervisors tabled the request and continued the public hearing on this rezoning on November 12, 2015; and WHEREAS, the Board of Supervisors continued the public hearing on December 9, 2015; 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 20.00 acres of land from the RA (Rural Areas) District to the M2 (Industrial General) District with proffers. The conditions voluntarily proffered in writing by the applicant and the property owner are attached. This ordinance shall be in effect on the date of adoption. Passed this 9th day of December, 2015 by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye REZONING #06 -15 OPEQUON CROSSING SUBMITTED BY PENNONI ASSOCIATES, TO REVISE PROFFERS ASSOCATED WITH REZONING #04- 07 AND REZONING #12 -07. THIS REVISION RELATES SPECIFICALLY TO THE MONETARY TRANSPORTATION CREDITS. THE PROPERTIES ARE LOCATED SOUTH OF THE EXISTING TERMINUS OF EDDYS LANE (ROUTE 820), SOUTH OF ROUTE 7 AND ADJACENT TO OPEQUON CREEK THE PROPERTIES ARE IDENTIFIED WITH PROPERTY IDENTIFICATION NUMBERS 55 -A -210, 55 -A -212 AND 55- A -212A IN THE REDBUD MAGISTERIAL DISTRICT. - APPROVED 31 Supervisor Wells advised that he would abstain from consideration of this matter due to a potential conflict of interest. Deputy Planning Director — Transportation John Bishop appeared before the Board regarding this item. He advised this proposal would combine two rezonings into one, Opequon Crossing and Haggerty. The properties were rezoned in 2007 and 2008 respectively. He noted the applicant was seeking credits for the Route 37 right -of- -way, Haggerty Boulevard alignment and Route 7 improvements, Route 37 turn lanes, and force mains. He noted the applicant also proposed to reduce the number of units from 625 to 574, all of the reduced units were multi- family. He noted the Planning Commission revised this proposal and recommended approval. He noted since the Planning Commission meeting Parks &Recreation expressed concern about the allocation of credits. Patrick Sowers, Pennoni Associates, reviewed the credits. He noted this proposed proffer amendment would put the entire project under one proffer statement. Under the current proffer model, the transportation credits included: - Route 37 right -of- -way totaling 12.5 acres; - 80 feet of buffer totaling 8 acres; - Haggerty Boulevard to Route 7; - Route 7 improvements; - Relocation of 220 feet of force main. The total value is $2.1 million, which equates to a per unit credit of $3,648. He noted this was the first project presented under the County's transportation credit policy. He concluded by saying the Planning Commission recommended approval. Chairman Shickle convened the public hearing. There were no public comments. Chairman Shickle closed the public hearing 32 Upon a motion by Supervisor Dunn, seconded by Supervisor Fisher, the Board approved Rezoning #06 -15. WHEREAS, Rezoning #06 -15, Of The Canyon, LC, submitted by Pennoni Associates, Inc., to modify proffers on 177.71 acres consisting of two developments known as the Haggerty Rezoning and the Opequon Crossing rezoning, now collectively known as Opequon Crossing. The proffer revision which seeks to implement policy enabling credits for proffered transportation improvements with proffers dated May 29, 2015, last revised on November 20, 2015 was considered. The properties are located south of the existing terminus of Eddys Lane (Route 820) and South of Route 7 adjacent to Opequon Creek and the Opequon Water Reclamation Facility. The properties are further identified by PINs 55 -A -201, 212 & 212A in the Red Bud District; and WHEREAS, the Planning Commission held a public hearing on this rezoning on November 4, 2015 and recommended approval; and WHEREAS, the Board of Supervisors held a public hearing on this rezoning on December 9, 2015; 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 the proffers are amended with the proffer statement dated November 20, 2015. The conditions voluntarily proffered in writing by the Applicant and the Property Owner are attached. This ordinance shall be in effect on the date of adoption. Passed this 9th day of December, 2015 by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Abstain REZONING #10 -15 HERITAGE COMMONS, L.L.C., SUBMITTED BY GREENWAY ENGINEERING, INC., TO REZONE 96.28 + / -ACRES FROM B2 (BUSINESS GENERAL) DISTRICT TO R4 (RESIDENTIAL PLANNED COMMUNITY) DISTRICT WITH PROFFERS AND 54 +/- ACRES FROM RP 33 (RESIDENTIAL PERFORMANCE) DISTRICT TO R4 (RESIDENTIAL PLANNED COMMUNITY) DISTRICT WITH PROFFERS AND .31 +/- ACRES FROM RA (RURAL AREAS) DISTRICT TO R4 (RESIDENTIAL PLANNED COMMUNITY) DISTRICT WITH PROFFERS. THE PROPERTIES ARE LOCATED WEST OF THE INTERSECTION OF FRONT ROYAL PIKE (ROUTE 522) AND AIRPORT ROAD (ROUTE 645) AND ARE IDENTIFIED BY THE PROPERTY IDENTIFICATION NUMBERS 63 -A -150, 64 -A -10, AND 64 -A- 12 IN THE SHAWNEE MAGISTERIAL DISTRICT. - APPROVED Deputy Planning Director Michael Ruddy appeared before the Board regarding this item. He advised this was a request to rezone 150.59 acres to the R4 (Residential Planned Community) District. The property is located on Front Royal Pike opposite Airport Road in the Shawnee Magisterial District. The property is currently zoned B2 (General Business) and RP (Residential Performance) Districts. The applicant is proposing 645 residential units and commercial development. The units will be multifamily units in multifamily structures. The applicant has proffered: - Capital facility impacts; - Transportation improvements; - Recreational amenities; - Phasing. He noted the Board has a revised proffer statement dated December 7, 2015 at their seats. He stated that proffer H2 addressed the avigation easement and it would be executed within 30 days of rezoning approval. 107,500 square feet of commercial development would be provided by the 645' building permit in order to provide a balance of uses. Deputy Planning Director — Transportation John Bishop reviewed five key points between the current project and what was being proposed. With regard to revenue sharing, there were three awards totaling $8.7 million in State funds. He 34 $1,000,000 Warrior Drive Airport Road I -81 Bridge East Tevis St. Current Y Y Y Y Y Proposed N Right -of- -way only Y Y Right -of- -way only With regard to revenue sharing, there were three awards totaling $8.7 million in State funds. He 34 concluded by saying that items to be addressed were Warrior Drive and East Tevis Street. Deputy Director Ruddy stated the proposed land uses were not consistent with the 2030 Comprehensive Plan. He concluded by saying the Planning Commission recommended approval and staff was seeking Board action. Evan Wyatt, Greenway Engineering, appeared before the Board on behalf of the applicant. He reviewed the generalized development plan and stated the applicants believed this to be a better layout for the project. They would use a phasing approach to construct a total of 645 units. The proposal would require commercial construction while the residential units are being built. He noted the applicants would provide the Sheppard property with the opportunity to connect to sewer, if needed. He went on to say the applicant was seeking credits for proffered commercial development to reduce the development impact model cost from $8.9 million to $4.4 million for a cost of $6,640 per unit. He stated the applicant did not believe they would be able to secure revenue sharing funds for Warrior Drive, but they have dedicated the right -of- -way. He reviewed the other proffers to include: Avigation easement; Revenue sharing; Additional traffic studies if vehicle trips per day hit 20,000. With regard to the avigation easement, he advised the applicant was willing to clarify the language by adding the following phrase to proffer H2 — "...with terms and conditions acceptable to the airport... ". He concluded by saying the Planning Commission recommended approval. Chairman Shickle asked about the revenue sharing funds available to the applicant. Mr. Wyatt stated the proffer obligated the applicant to execute a single agreement with Frederick County, which would cover all of section A, part of section B and the bridge crossing. 35 He noted a tri -party agreement would be difficult. He stated the applicant assumes full responsibility for the bridge crossing. Chairman Shickle stated he would like to see all the money preserved. Deputy Director Bishop stated the County would look to preserve funds to maintain the northern "Y ". He noted there was a willingness by the third party to partner with the County. Chairman Shickle convened the public hearing. Mike Sheppard, Shawnee District, advised he was an adjacent property owner and had been working with Greenway. He was satisfied with the agreement to keep the shared buffer and for sewer access. George Hughes, Gainesboro District, stated the County needs a road like Warrior Drive, but there are no provisions to make it happen. He concluded by encouraging the Board to say to the applicant "you've just got to do it." There being no further public comments, Chairman Shickle closed the public hearing. Supervisor Fisher credited the applicant for working with the neighbors to be proactive. Upon a motion by Supervisor Fisher, seconded by Supervisor Hess, the Board approved rezoning #10 -15 of Heritage Commons, LLC with the additional language to proffer H2 with a date of December 9, 2015. WHEREAS, Rezoning #10 -15, of Heritage Commons LLC, submitted by Greenway Engineering, Inc., to rezone 9628 acres from B2 (Business General) District to R4 (Residential Planned Community) District and 54 acres from RP (Residential Performance) District to R4 (Residential Planned Community) District and 31 acres from the RA (Rural Areas) District to the R4 (Residential Planned Community) District with proffers, final revision date December 9, 2015 was considered. The site fronts on the west side of Front Royal Pike (Route 522), opposite Airport Road (Route 645), and has frontage on the east side of Interstate 81. The properties are further identified with PIN(s) 64 -A -10, 64 -A -12, 64 -A -150 in the Shawnee Magisterial District. WHEREAS, the Planning Commission held a public hearing on this rezoning on November 18, 2015 and recommended approval; and 36 WHEREAS, the Board of Supervisors held a public hearing on this rezoning on December 9, 2015; 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 96.28 acres from B2 (Business General) District to R4 (Residential Planned Community) District and 54 acres from RP (Residential Performance) District to R4 (Residential Planned Community) District and .31 acres from the RA (Rural Areas) District to the R4 (Residential Planned Community) District with proffers, final revision date December 9, 2015.The conditions voluntarily proffered in writing by the applicant and the property owner are attached. This ordinance shall be in effect on the date of adoption. Passed this 9th day of December, 2015 by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye OTHER PLANNING ITEMS SUBDIVISION REQUEST #07 -15 FOR REGENTS CREST — INFORMATION ONLY Zoning and Subdivision Administrator Mark Cheran appeared before the Board regarding this item. He advised this was a subdivision request located in Sunnyside in the Stonewall Magisterial District. The subdivision was originally approved in 2004. The property is zoned RP (Residential Performance) District. The master development plan did not allow for individual lots to be subdivided. The proposal would divide 9 acres into 42 townhouse units and 24 single family small lots with open space. He advised that no action was required by the 37 Board. He concluded by saying it was being presented as information only because of the master development plan for a subdivision of land. RESOLUTION RE: VIRGINIA DEPARTMENT OF TRANSPORTATION (VDOT) SIGNATORY AUTHORITY - APPROVED Upon a motion by Supervisor Hess, seconded by Vice - Chairman DeHaven, the Board approved the resolution granting VDOT signatory authority to County Administrator Brenda Garton. WHEREAS, Frederick County has received a request from the Virginia Department of Transportation for signatory authority granted by the Board of Supervisors to the individual signing when executing agreements with outside agencies; and WHEREAS, the County will be engaged in a number of County managed projects leading to more agreements with outside agencies; and NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Frederick County, Virginia, grants authority for County Administrator, Brenda G. Garton to execute project administration agreements with outside agencies. This authority shall be in effect on the day of adoption. Passed this 9th day of December, 2015 by the following recorded vote: Richard C. Shickle Aye Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye BOARD LIAISON REPORTS Supervisor Lofton reported that he attended the gifted and talented student showcase at Orchard View Elementary School. He noted the projects presented were very well thought out. CITIZEN COMMENTS There were no citizen comments. BOARD OF SUPERVISORS COMMENTS Vice - Chairman DeHaven asked Chairman Shickle if he would allow him to run this portion of the meeting. Chairman Shickle turned the gavel over to Vice - Chairman DeHaven. Vice - Chairman DeHaven read the following resolution of appreciation for Richard C. Shickle, Chairman At- Large: WHEREAS, Richard C. Shickle served the citizens of Frederick County, Virginia, for twenty (20) years, four as Supervisor for the Gainesboro District, from 1996 -1999, and sixteen as Chairman At -Large to the Board of Supervisors, from 2000 to 2016; and WHEREAS, Richard C. Shickle is currently the longest serving Chairman At -Large in the Commonwealth of Virginia; and WHEREAS, during his tenure he held seats on numerous committees, including the Finance Committee, Joint Finance Committee, Industrial Development Authority, Northern Shenandoah Valley Regional Commission, Consolidation Steering Committee, Metropolitan Planning Organization (MPO), and alternate to the Northwestern Regional Adult Detention Center; and WHEREAS, under Richard C. Shickle's leadership, Frederick County experienced great economic growth through business locations and expansions to include: H.P. Hood, LLC, Kraft Foods, Fisher Scientific, McKesson, Navy Federal Credit Union, and O.N. Minerals to name a few; and WHEREAS, several capital projects were completed during his time in office to include: Bowman Library, Frederick County Public Safety Building, Orchard View Elementary School, Millbrook High School, Admiral Richard E. Byrd Middle School, Evendale Elementary School, Gainesboro Elementary School, Greenwood Mill Elementary School, and the Frederick County Transportation Center; and WHEREAS, Richard C. Shickle was instrumental in promoting a number of studies to include the Rural Areas Study, culminating in the adoption of the Rural Areas Recommendation and Report, and the Business Friendly Committee study, which culminated in the establishment of the Frederick County Economic Development Authority; and WHEREAS, Richard C. Shickle will be remembered for his strong leadership and his ability to build consensus among differing constituencies; and WHEREAS, Richard C. Shickle was a tireless worker for all of the citizens of Frederick County; and 39 WHEREAS, this Board will always consider Richard C. Shickle a colleague and friend. NOW, THEREFORE BE IT RESOLVED, that the Frederick County Board of Supervisors extends its sincerest thanks to Chairman Richard C. Shickle and wishes him all of the best in his future endeavors. BE IT FURTHER RESOLVED, that this resolution be spread across the minutes of the Frederick County Board of Supervisors for all citizens to reflect upon the accomplishments of this citizen legislator. ADOPTED this 9�� day of December, 2015. Upon a motion by Supervisor Fisher, seconded by Supervisor Lofton, the Board approved the resolution of appreciation for Richard C. Shickle, Chairman At -Large by the following recorded vote: Richard C. Shickle Abstain Charles S. DeHaven, Jr. Aye Blaine P. Dunn Aye Gene E. Fisher Aye Robert A. Hess Aye Gary A. Lofton Aye Robert W. Wells Aye Chairman Shickle stated he did not know of a better place to live than Frederick County. He expressed his love for the county and its people and he appreciated the citizens' willingness to let him serve them. He stated it has been a gift to him. Supervisor Lofton thanked Chairman Shickle for his leadership and management that was a help to him. Supervisor Hess stated "it was an honor and privilege to serve with you. He went on to say the county and the citizens are better off as a result of your dedication." Vice - Chairman DeHaven spoke on behalf of the citizens and himself and stated Chairman Shickle has been a wonderful friend and mentor and he appreciated his dedication and commitment. .� Supervisor Dunn appreciated being treated like family and appreciated Chairman Shickle's friendship. He wished Chairman Shickle well. Supervisor Fisher echoed everyone's remarks. He stated his friendship and guidance was appreciated. Supervisor Wells thanked Chairman Shickle for everything he has done. ADJOURN UPON A MOTION BY VICE - CHAIRMAN DEHAVEN, SECONDED BY SUPERVISOR FISHER, THERE BEING NO FURTHER BUSINESS TO COME BEFORE THIS BOARD, THIS MEETING IS HEREBY ADJOURNED. (10:05 P.M.) 41 FREDERICK COUNTY BOARD OF SUPERVISORS' MINUTES TRANSPORTATION FORUM DECElV1BER 14, 2015 The Frederick County Board of Supervisors held a transportation forum on Monday, December 14, 2015 at 6:00 P.M,, in the Board of Supervisors' Meeting Room, 107 North Kent Street, Winchester, VA. PRESENT Chairman Richard C. Shickle; Charles S. DeHaven, Jr.; Blaine P. Dunn; Gene E. Fisher; Robert A. Hess; Gary A. Lofton; and Robert W. Wells. OTHERS PRESENT Delegate J. Randall Minchew; Delegate David A. LaRock; Delegate -elect Christopher E. Collins; Brenda G. Garton, County Administrator; Kris C. Tierney, Assistant County Administrator; John A. Bishop, Deputy Planning Director _Transportation; Michael T. Ruddy, Deputy Planning Director; Candice Perkins, Senior Planner; Karen Vacchio, Public lnformation Officer; Virginia Department of Transportation representatives: Clifton Balderson, Edinburg Residency Administrator; Ed Carter, Assistant Edinburg Residency Administrator; Terry Short, District Planning Manager; and Steve Damron, Programming Specialist Senior. Approximately 40 citizens were present. CALL TO ORDER Chairman Shickle called the forum to order and welcomed the attendees. He then turned the presentation over to Deputy Director Bishop. Deputy Director Bishop advised the forum would consist of an opportunity for people to meet with county and VDOT staff and elected officials to discuss transportation concerns along with an opportunity for citizens to provide formal comments to the Board and members of the local State delegation. At the conclusion of the informal discussions, approximately 10 -15 citizens addressed the elected officials. The majority of the comments focused on the paving of currently unpaved roads in the County and how that funding and maintenance process is administered. One citizen spoke about congestion and safety issues along Greenwood Road, particularly the intersection of Greenwood Road and Sulphur Springs Road. There being no further public comments, the forum was adjourned at 8:15 p.m, �� TUB Board ofi Supervisors FRC)11l1: Brenda G. �Gar$on, County Administrator IdATIE: January 7, 2016 FEE: Committee Appointments �� � �' �r�t�d . �art�a�t County AdrnIlraFStratar 5t3i665 -6382 Fix 54(}/667 -�37 {3 E -Mail; bgarton�fcva.us Listed below are the vacancies /appointments due through March, 2016. As a reminder, in order fer everyone to have ample time fio 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° 1�'ACANCIESI4TH�R community F''oficy and Management Team �GPMT) Holfy L. Bunk - Parent Representative 1179 Merrimans Lane Winchester, VA 226D2 Term Expires: 06130116 Two year fierm (See Attached �►pplication of Leslie Ste�rart. Staff has been advised s. Beck has resigned.) Social Services Board Susan V41. Marsh — Stonewall District Representative 160 Canterbury Lane VU'inchester, 1JA 22603 Term Expires: 09128116 Four year term (See Attached A,Pplicaton of i~a►1rs. Pat F�ileym) (1'illembers serve a four gear term and are limifed to two consecutive terms. j 1C�7 I"�s�rtl� Kent trcct � V�TncYncster, Vrrgini� 226x1 M+emorarrd� urn — ward of Supervisors ,�anuary 7, 2�1'�6 Page Z Jeremy 1111cDonald' _Back Creek District Representative 306 BufF:alo (Marsh Road Nliddletc�wn, VA 2266 Term: 0242611 � � 12131 116 (Staff has laeen advised Mr. l�cmonald has passed away.) (There are seven members on th+e Beard of �'oning Appeals. ,Recommen�latiorrs f ®r appointment/rea�apointment are rnaole by the Board of Supervisors and submitted to the Jude of the Fredericlr �ouraty Circuit Court far final appoirrt,nnent.) Northwestern Community Services Board Blaine J. "Jack'° F�Ikire -� Frederick County Representative 313 Frasher drive Glearbrook, VA 22624 Term Expires: 12./31/11 Three year term (i1Jl'r. Alkire has resigned.) Ryan Clouse — Frederick County Representative 111 Rebecca IDrive Winchester, \/f� 22602 Term Expires: 1213/115 Three year term (Mr. Clouse resigned at the er�d of hiis terrn.� (Staff has been in contact with Northwestern Carr�munity Services in seeking their assistance in finding possible candidates) and will Forward any recornr�endatioin {s) received to fibs Board of Supervisors.) (The Northwestern Commcrnity Services Board is composed of representatives from each of the jurisdictions !within the punning district. The county has three seats an the Northwestern Community Services Board. iiliembers serve a three year term and are limited to three consecutive terms.) Parks and Recreation Commission iVlartin J. Cybulski � Red Baud District Representative 134 1_ikens Way Winchester, V',A 226(12. Merraarandukm —Board of Su�aervisors J'ank�ary 7, 20'ifi Page 3 Term Expires: 04/28/18 Four year term �il�r. Cybulski Inas resigned.} .�ANlJ�4Rl� 2016 No remaining appointments due, :- � � Parks and Recreation Commission Nataiie Gerometta — Gainesboro District Representative 1741 Hunting Ridge Road Winchester, VA 22603 Phone: X540)550 -4178 Term Expires: 02113/16 Four year term Planning Commission Stan Crockett — StonewaNi District Representative 139 Panorama Drive Winchester, 1/A 22603 Phone: (540533 -9581 Term Expires: 02/12/16 Four year term ,� � IVo appointments due. BGG /tjp Attachments 1k:17J Plcnmrnikteeappointn- ientslMmos�LettrslBaardComrraitteeAppts (t}11316Bd NUktg). docx # � Comprehensive Services pct. �.Oy North Kent Street, Ord Floor Wiraci� ester, `VA 22fi�Q1 C)ffice; (S4Q) 66'5 -568 i�ecember 4, 2q1� Ms. Banda Gartner, Frederick County rz,drninistratawr �.a7 IV. Kent Street '�4Pinchester, Virginia 226ii1 hJls. Gartner, As Chairwoman of the Frederick County Community Planning and Management Team {CPMT� I am pleased' to inform you that at our rr�eeting of iVovember 1�, 2i�16 the CPMT nominated Ms. Leslie Stewart, by unaniniorusvote, to fill than vacancy of parent representative. The parent representative is a mandated position on the CPMT. The Sfate Code provides for both the private provider representative and the parent representative to be appointed by the Board of Supervisors. ,r�ppointmer7ts occur during the l'ulay Board of Supervisor's Meeting and' are for a two year term with mem%ers being eligible for reappointment, Interim appointments will finish oat the prior term and renew on the current schedule. Traditionally, the Board of Supervisors has considered input on new appointments to the CPMT'from the seated members. Ms. Stewart: has been and remains active on various committees in the community including the Northern Shenandoah Valley Substance abuse Coalition, lord Fairfax Planning C�istrict Prevention Coalition, and the Northern Shenar�ciciah Valley Alliance. She has � schooN age children and is committed to enriching our community„ She currently serves as Executive C9irector of Gp_I =AN, Inc, a local notMfor- profit organization that provides sulastance abuse prevention and education to the community. Her experience makes her a strong candidate for the positian of Parent Representative on the Frederick County CPMT. The nomination infcarmatioro that was submitted fear her is enclosed for your review grad information. Sincerely, ,, �, � �, � , CDana B+awman Cl'MT Chairwoman, Private Provider Representative Children's Services of Virginia IExea~utive director of A,dminstratioa� ,i �� w, , District Supervisor, wouid life to 1��7C111tlate +�'Dtt to serve �pil the Gammunity PaYicy and h+tanagemant Team As a brief" personal introduction to the other Poard rrte�nbers, please dill ottt the ir�formatiatt requested belaw �'ar their rev @ew prior to �]]ia�© the appointtnenta (I?Ie�YSe Print C`les►rly. Thank Yox�,) i�ilnle: Leslie Stewart, Address: 92t harden Court Winchester. VA 226a1 �mpl'oyer: oLEr,P�, tnc. �e+Cn]]i1tlQin' Executive Director Dome Phone; sao -ass -sass C9ffice Phone; sea- �zz -,�ss� Fell /Habits: 5�a -ass -seas F'ax: 54a- 7F2 -J155 lEtnail: 9sFewert�aleeninr�.arg j4."ly�eAlL.�nIlln u.naty Aetiv�t�es" As the parent. of lWb schnal �ag�s children) Priela m�yse {R an 6eingimotived wlth�a ariaty ntl romrndnitly events with the anal ofe ich.ing nurtAmmurvity. A currently sit bn a numher oP eosnmunitly coati+;io-ns to include fno IVodharn Shenantlbah VaVley 5utrslanca Anuse CaaBtllon, The Lard Falifax PVannany 6isiricl Prevention aoalllion. end the The IVSV Alliance Will You �e Able 'To Attend This rCornmittee "s Regularly Seheduled Meeting„ (3n':. Yes: x loo: I:Do You Foresee Any Possible onlicts �f Interest ''Which Might Arise By Your Serving Cbn This �ommittceT 'it'"�e,s. 1'�a: x Ia��lan: Additional InCor�nation C9r ICoim�nents You '�''Vould i�ilte To' Provide �If you need more spacY�, lalease use the reverse side or inelude additional sheets): Alaplieant's Signntwre: LesYi� Stewart Nominating S�rpervisor's Camrnnents: Please sulaanit t°orrro to: Fretiertck C4tanty Adtninistratar's t�f�ce ] a7 North Kent Street. Winchester, VA 226D1. ar email ta: t rich tr f°cva.tss or jtri�bs[�;tcva.oris (Q3 /%i4 /l �} �.�� wm ,,..�._M,„,w...e,..n Date: �utlsrzals ��om��o�� p�� " �o���mDev� � Ar�aam� _ L��der��ip ����""'`x - Pnee�n���one ~ <�nantVVh�n� ~ �tnst�Qio P|�nninB ~ �u����n��Abue�Pn*venUon ~ A|o0�o|�0d�}rug�dmuation ^ ��eoba| H�o�h �oommtion ~ Ang�r �N�noQunn�nt ^ �Oicyd� �neven�|on �Waetons of�o�enms. <�uun�e��nB Am���� 2O�f ���cm��n /���n� �u/n LAud�/ �op�||� �n�v�nsity. &HinM��po|ie. ��N �aoh��or�f8�o��|VVork [}ecennbm�2OOO ��u�ne {�unn L�udm) 8�ened/�h {�o//��m. /��/au7h, /V(� �o�r� Oevo�o�nment����i��ation �e�U0�o��n� VVork�oroe8o|ut|mnoCe�ifiu�Mon /\nger@Wmnegem�n� Ce�iMoaUmn -�/\p8A A�|�T <Ap�|ied �uici�e lnbenmanh�n �h�Ws Tmaining) ����TToainsg �A881 | & U| ����i�oatian �u�s�ano�/ubu�o6n*em�mbuno ��n�n�N/��La�nnF��uA3�oD N/onk��� N�h 1he lJ���V���n7�� �mpinQ N�� Gn�f �/�y�N�na�y (�edX���Mo� ,�t�|��Ado|eso�nha ,4��i�timne end �ompu|�iv� Boh�v�or 8iv�rsi�y. K8uUt�cu|tur�|ionl, 8nU �thi�o intMeVVorkp|�oe Addlotion �e � E}i���s� �L�A�,Vm�.(Cpmmunl�yLavvEnfomcem�n����iu��Nmron�cs),VV|ncheotor,v� ��p�h�no� �xacutive�i�eot�r Ju/y�O71-��aso� . Ovenoae�h��oi|yopenat|�moofthe|o�a|non-profitmrganiz�t|ontM�tprnvi��emoppo�tothe o�u�e.���oo!men�onmnnunity� ~ (�omntruo�y��r|y bud��ta 10 |mo|u�o pn»0rmnns �hathy �o coum1erac�1he�roVVinQ eubaf�no� ebu�� pro�|�msin �he�onnmumity� ~ Funot|o�� �� t�� oommmn|h/ |i�ioon forthe��u�o. ���#m�s. and other �ommun|tv-b�aed p ��(��� . ��oi��ohev�rinum m�e�inga�o ef�'otoh�n�e in th��omrmuMih/. b���d on t�e mu�t�-prong �p�nma�h oftMe SPF-B|�� to ino|�d�� �a�essm�nt, ��p��|h/, p|annin�. |m�|ernemtet�om and ev�|umtion� ^ �eseapoh and dmv�|op �no�r�nns ���ed �n [den����d Reada through �ao�ssrmenba �md det� um8eotion �nd �voXu�tion� ^ <�na��xvr�in� �� �bt��n fuOd�fb[diract�en/�ce. �nv�nonnn�mta| p �eot . an� ��||�y �h����� , Hir�. [raim. �m� prcw|demu�en/�o�on toD��d aba�om �n ongnimQ �a�|�^ to lnn|u�� int�rm su�en/�simn� ^ EnQa�� �n otnate�io p|�nDimg vv�h �ha bo�r� of�|nar1mre� ~ �nte��oe *vith the mnedi� out|�bs. ` Provi���du�m�|on�ndtneiningtotheon�|ition,bu�rdm�mb�ns.a�doommunity�t|�r0�� ~ CoOdootfuPd/o�inQ��o��.event��n�in��n�orgen���e�iaoompa�ns CL�A�,|��.(���mmmnumkv��xv��fon:�mm�n�A��i��tN�pnot�ms)VVinnh���er.Vir�im� �n��r�m'8�vn�ge� ���t�mher280�-Ju|y.2U11 ^ �rom�t�pr�mantimn�erv|oeeto�hi|dron.ado|eao�n�a.andaduitmus|ng�videnue-b�a�d progr�rns ~ �reveO��mbet�nma�bu��.�uio|de�n��ronm��esuoca�afu|m�nhs|hea|th ~ Co||eb�r�tevvitM|oo�)oo�|ition��n�oomnnmnih/m�mb�r�Vzo��r�e�ynu1hrieKb�h�v�or�of uonoerne� ° EnB�g�|mc�mnnmn�tym�edo�nsooamentn . Ppovid�lndiv|�u�|.0roup on�oamrnunityau�pu� . Uev�|o��r�ven�mnp|anmb�s�donth���r��eg�o�|�n�,�me�ork'wh�ohino|udes a�a�eenl�nt. �epoo�y. p|�nmin�. imp|emnentotiVn. en� �v�|uetion. a�vv��| ao�ust�in�bHl1y�nd ��|tur�|��mp�t�O�� ~ Repo��||��n/io�opnovi�edby�h�SAPTU�oo��mantboth�[>����rn�mtofB�h�viore|Nee|th ����ev�!�pnn�n�a[�on/�oe�(�B��S)tbrom�ht��irdet�b�me�|TOo|udona� ^ KHon|tor�r�v�ntioms�rvimaaprmvidedbyoontsant���noXth�t�mafuudndthrnughth��A�T ��nokgnynt�nd�n��nethoeeactivit)��e[�boingrepo��dhoD�H��throughtM�|rdm�a���� K|� �m|u1ion� ���uw��id�a Hm��i��,VVinohe�ter. V|rQin|o ���memv�m/�nt(���r�D����� Sep��/n�er��D��44�u��2ODG ' [)vems�vvthed�i|yfcno�ion�ofth��epe�v�m�ntd�p��n1nnt�n��1a�of1D ~ ���ottve|ynm�n����inoomingref�rna|e�onn�to�.hoop�cef�mi|iom.�n�thecommuni�y ~ P��i�ipated |n tMe �eve|opnnemtofpo�io��a, proma�ur�e. c|iniva| proto�o|�. for0s. and aerv�o� p�0�m� ^ Provid�dvvorh�h�pa�ndim-�arvi��etoino1ode�ohoq|�,bUsineas�a.�ndoonnnnumi�y ~ �rovid��|ndiVi�u�|�ndgrnopoowneeKin��o�du|tm�ndohi|dnen ~ Deve|opod�ndf��i||bs��d�ohoo|mu�p���po���for�hi|drenvviMhveriouone�d ~ Provi��� nrisi� imt�rvmm�ion . He|pedtoe�te�|ioh(�om�Ho�e.��onmpforgri�vingohi|�reneQe�D-18 ~ Est�b/ieh�d the��p�utio re|��ion�hi�s m/ith o|i�n�� fron) � v�r�e�yofou|tur�|, re||Qiou�/�piri�uo|. �n�eonim��onom<c��oh�romndo �3|ueF�i�Q���o�p�ce, VVinch���r,Virg�n�� ��r��wmnn�ntC�un�w/or �uo� 2������p��/n��r2O0� ° Eeteb|iehed �h�ne��u(io r�|ationship�xvi\h o§�mta �om � v8�ety �fcuKur�|. Pe|iginuo/��iritma|, ond soc|��oon�mVo b�ohQnoum�� ° Pnmv|d�d8r|ef�n�|ms�e�n/|maetohospiu�fam|N�s�nUC�800mmnuni�ythr�ugh|n�|v|du�|�nd group cnmn��0ng ° Pnrw�de� ln hom� �uppod �n� t�|�phon� con���t ~ {�neat���ndim�|emmRte�|n�ividW�|oarep|�n� ~ F�oi|ibate� ouppo� g,oup� - Asaaa��� ind�vidua| ne�ds �nd r��� [�v�|� ~ �rovido� nehermaY�tn��rnm�n�yr�oo�rc�s ^ Knbm��ued with �r�o �gen�ie� /�ommrmunity Hpmm�[�area�� H��p|��. {�|in1Vn. �odh ��ro|�n� ��en�omsnv�n� Coon�n�nor Au�uui2Q04-&Yay2�OY ~ ��ovid�U�r����nU��ro�v�m�ntthemapy ^ F�n}|itete� �up�o� ��xrupo - Eduu�t�dvo|un���ra�ndeta�on<�r^efond�tre�sPN�n�8�m�nt . K8�n���d mnrnp�ny in~eemioen ~ Prmv|dad �ommunity outreaoh �n th�formO uf�roopa �nd |eo�ur�s ~ Provided�u�po�to|oo�|�Q�noi�s,00hma|�.�ndbu�in�ns�mfmr�ri��na|�t��in�u�e . L7eveloped agency's annual Memorial Service Responsible for county's fiat Seniar Health and Fitness Fair. Cernmunitiy Hare Cac°e and' Hbs�ice, Clinton, h�orth Carolina VaPunteer Ganrdinator May �2�'t�1- �iecem�er 20CJ0 Gireoted, assessed, and supervised volunteer program consisting of �2(� volunteers . Assisted with. recruitment of volunteers and marketing within the community Facilitated training Assessed patient needs far placement purposes . Maintained volunteer schedule PrcaduGed regular statistic reports CG+ntrrlunity H'omle Care and �Haspice, Clinton, C Nledreal Social i�'orker l�'lay 2(71- C�ecem,�er CiLQ Served as a patient advocate. Maintained a 25 -3CJ patient caseload . evaluated and admitted patients for hospice services Completed various therapeutic plans of Care based upon individual needs Provided individual and family GounseGng engaged patients In Var101�5 tllerapeutlG teC'hnlCiueS IEduoated patients and families an advanced Gare directive Prepared Power of Attorney and t.ivin Vlfiils G�acumented Caseload for state agenoies . .Assisted patients 'in applying fear Medicare, Medicaid, and SSI C1ur Conrrrn�ni #y Hospitat' � Bnyar� L�n+g '�'erm Care Center; Scotland Nick, C'�C L)irectar of �4drrtr'ss6dns and Head �f �lae Soc6al Services �7ecerr��er 2�J� Managed a 10L1 bed unit Consisting of rest home., interl�ediate, and skuEled nursing, acute and swing beds Worked with the C�epartment of Social Services, Social Security, Home Health and Mental Health ,agencies . Completed the FL2„ level one screen and. obtained PASSAR numbers Assessed patients far level of Care for placement and discharge Performed bia- psyche - social assessments to obtain pertinent information to promote optimal Care Completed MC and Care puns Conducted family conferences in Ganjunction with other healthcare professionals . Counseled families regarding grief and loss Promoted and marketed the facility far'the ,purpose of maintaining a positive public relationship References Availat�le open request �e �7dith �[c�arart Slaughter Stonewall Magisteia _________._�.��.��. �I��tct `����rai�ar, gut ik� ��> _.��. �a�nzx�t� �� t� � tai the Soc�.1 Se�v�.ces �oa�d .� � rif e�nal �irc:�cir:��i�a�t t the �t�ZC�r �°� ����:r�tih�r�, ���,�,� �� cat the �rz�'c�s�ntz�x� �•�t�es�e Ic�ua �c��° thc�� t`�� +i�ti� �r ��r l��z� �ts�; ��rc�ir�tr�n. {�z�s� �i�t i���°�ya "�'h�n� ` "���.� F 5 � e�'` �: � l . , ... a . . �r e ��r'�1� ��x i�'�" :� Baas �a�ait��`s .�t€�� Sc��a�iecl e� �r�: `�s. r�i: e i a � i .. '., �, . . r e. ��;��ti�l ���-aatt��a �rw:�m+� �a�d � "� ���d (�� aac� a� a� t �e t� eves �d� a�° �����: �%�i sF����d 3'�orr���aa�r � �r�°���°` ca;�i�� Pat wool �n the octal Services Bob: ?�ea�� s�acr�t �'�� ta:. Pder�� ��rnt� �.��x�ixa�,st���c�r's ��� €i7 l�d�ax�i .�:zxt �:t `���ac.lxc:st�r, V� 2��� E �(i31�4 /1s j �`. 1' i�Yt�' t�rr�a5lf ;r�ctiit�Ap�ittcatic�n.d�ux �e an outstanding representat�.ve � ` i �'C): >Mrederick County Board of Superviso�:s CC: I3r�;nda (�. Carton, County Administrator FR±D�I; Roderick b. Williams, County Attorney DATE: January 3, ZQI6 RE; Commissioner of Revenue Refund Requests CC►UNTY �Cil~ fREDER_CCI .Roderick >�. WiIliarns County Attorney 54{�f722 -$38� �"ax 5�{1/66"�_�37� E- r�°�ail rwilla@,fcva_us �� ������ N� � �,w ✓W'�"'f u � "��. i� � � �� � h �.�, ��.� �, G ^�,� � ^.§� ,a, 9 � � _ .� ��;F� ���� , �"�; l �� ��� ,� ,� Attached, for tl�e board's review, are requests to authorize the �"reasurer to credit the following entities: l . Cxlass America Southeast, Inc.. — $2,83.92 2. Crown Cork. &Seal. Co [.SSA, Inc. — 352,334.411 � ���� ��` .��, ,�`' � oderick . Williams�� County Attorney Attachments 11)7 North I�.ent Street m Winchester, �r'lrginia 2.2601 �� �■ , � T�: Alen E. Murphy, Cair�rraissianer of t�� �.avenua l�rederick County Bard af' Supervisars CC: Brenda Cr. �Gartan, County Administrator Bft.+C�M: �.adericl� B. �Tilliams, County Attorney 1�ATl�,: I��ce��ber 3�i, 21.5 1�.E: l�efand �- +�a�flass Airieraca Sa�theast, trnc. ��1�1�1T'�' (�F FRI�LiEI�,.iCK :��derick :�. �►�Vid�ia:tns County Attarney 54tDf722 -8383 lax 54�Q0�67- 03"��0 -mail rwillia�,�t%fcva.us a�xa in receipt oft)�e Comanissioner "s request, dated T7ecernber 28, 2x15, to authorize the Treasurer to refund. Mass America ��autheast, Tne. the arnaunt of $2,833.92, far business license taxes in 2�D14 and 2�b15 and personal.. property taa�es in 2f�15. This refund. is a result of this carnpany's change of ownership, The operation of the cainpany remains in Freder-icl� County. The new charges are floe carne arryaunt as this refund. and lave been paid by the new ownership. The Cazinmissioner verified. that documentation and details far this refund rraect all requirements. pursuant to the ;provisions of Section 58.1 -3981. (A) of the Code of Virginia (195, as amended }, t herby Hate my consent to the proposed action. The Board of Supezvisors will also need to act on the request far approval of a supplemental appropriation, as indicated in the Gamn�issioner "s Ftadericl� B. ''r11 County Attorney Attachn� ant 107 Norala Kent: Street � Vv'inchester, Virginia 22�Q1 lDecember � �, �''� � � TCi: Rad Williams, Caunty Attaixxey Cheryl. '�h:�ller, Finance i�irectar Frederick Caunty l�aard of uparvisars ;l�.y Tibbs, Secretary to the ward. Brenda Gartan, Caunty Ad�ninistratar FR+C1l'�"1: Alen E. I"✓�urpy, Ca�xan�issianer afthe revenue �: llxaneratian Glass America S+autheast lnc.. ���i /iv'S i r a s ��l � 1 �� r �G'�'i r ir'� Ir y,ii�� jG a / 1 w.� �r��� �- Please aPprave a refund of 2, 83 3.92 t`ar business license tapes of 2� 1 x.40 i°ar 2fl i 4 and. 2f� l 5 a.nd 131 ta�ses of $23.52 �'mr 2�1 S in the Warne of Calass America Sautheast, Inc.. This carnPa;ny was rePlaeed lay (Mass America lw�lidest I�I,C, The aPeratian of the carnpany in. Fredrick Caunty remains the same but awnershi�a has changed. This refund is actually the carne arnaunt as the new charges to Mass American ll'w"lidwest l,�C. This refund reflects z�.arrnal praratian aI business license taa�es as reflected by change in awnership. The new charges have been paid by the new awnership. "Else Canarnissane�''s stal"l"persan %as verified all required data. and the paperw+�rk is in the care of the Cammissianer of the Revenue. Please else a�rarave a supplemental apPraPriatiazr fad• ties Finance I�rectar an tlxis request. l✓xaneratian is X2,833.92. I��te: 1/',/15 ��.sh Pegiste� °: ��I�l��'Y �F F�I)EF�ICK Tice = �7�:5�7:5� Tat�l Trans��t ions s 4th t�astca��z N�cxie� CLASS A1�iE�I�A �ust�un�r Tr�ns�ctir�ns: tJption�� 2 =��it 4= Delete S =View D -�� Trans Ti �l�et � . Tai Ameunt ��64. Pena 1 t Int Am�+unt P� i d BL2(�14 1 ����'�5'7C�C�Co1 �Q- � . %�7 l� , ��4.6�� ll3L�fJ15 2 fl��'�351D1�D1 �;1, 545 . ��- $. �� 1, 545.Sa- F'��415 4 D��'{���1tJDD� $11. ?�— .OJ 11.76— Tr�t�l I'�icl 2,8��.J2 �3 =fix i t F 14 =�h�w ���#� F 15 =hair �� 1 ace �` 18 =S�r t -ant er �� F� 1= �Cr�d�, i n ���a� f�o�.nd RC >pm�a.l � ' 1�, T�3; 1✓11era E. Murphy, Coirirriissianer afthe Re�eni�e .Frederick. +Caunty 13aard of Sixpervisors �� Brenda �. Garton, �Co>arity Admirristx-ator F%' Ulw!l: Roderick �. °W'illiarns, �`ounty Attarne lriAT�: 17ecember 3Ci, ��15 RE. Refund -� �rawri 'ark & ea1 Ga T,�'A, lnc. l�acler°ick �. 'G�'10��s �ourity Attorney �4t11722 -8383 1~ax 54t?1�i7 -�D'�0 -mail rwilliafcva.us 1 aria iri receFt of the Caia�rn.issiaricr's request, dated FDeceriiber 14, �C91 S, to autharize the Treasurer to refund Crrrvw�n �`ork Seal +o l..lA, h�ic. the ayriaurat of �3�2,334.�(l� far liersonal proPcrty taxes in 212, 2�p13, and x,01.4. This refund is a result of ne�a ackagin� equipriient being taxed as rnachiriery arid. tools. T"l�e taxpayer showed that the equipment was nit rsecessary, under state rules, to prey =eiat corltarninatian, making the purpose ofthe equipment beiiag far shipping only acid therefore statutorily intangible. Tlserefare, the equipir�ent is cxerrrlat from the machinery and. foals tax.. The taxpayer filed an appe�il and the �Camn�issianer verified the status afthe equipment, including by awalk- through afthe plant, and verified. that the dacuinentatian ar�d details for° this refund meet all requirements. Pursuant to tl�e provisions of ectiorr 58. l - 3981(A� of the bode of �lirginia (1950, as an�iended�, T hereby gate rimy consent to the proposed action. The Board of Supervisors wall also need to act an the request far approval of a snpplerriental apprapriati+an, as indicated in the �ammissianer's memorandum. �,,, .�� � fi' r oderrck $. VSJr�I�rris .'aunty Attorney a'�:tta�liIlIient 107 l�iarth l�:erit Street � Winchester, Virginia 2601 1�eceTT1178r � �� ��}l TC1: l�od Vv'illiams, County .Attorney Cheryl Shiffler, Finance Director Frederik County Board of Supervisors .Jay Tibbs, Secretary to the .Board Brenda. Garton, County Administrator FRC�Ivf: Ellen E. Murphy, Commissioner of the ft.cvcnue RE: l�xoneration — Crown. Cork c� Seal Co �JSA fnc. �/ (/� f L� UL �, � �'�,x %,� ,,� r ���� �rf „ �r ,% /,ri- Please approve a refund totaling $�52,334.4t1 for machinery and tools taxes for Zt112, 201 and 2tl l� for Crown, Cork � Seal Co. t_TSA, Tnc. Taxpayer had. filed. new packaging equipment with his machinery and tools rendition for the years in question. f�owever, because it was shown.. that the equipment was not necessary by state rules to prevent contamination the egl�ipment was deemed to be fear shipping only and intangible. '1 "herefore it was exerript: from, the rna�hinery and tools tax.. An appeal was filed and staff have verified the attorney Creneral opi:ni:on and contacted tl�e Tax. L?epartment for verification of the intangible status. This amount is the net difference in their reconciliation for Frederick County payments. The Conunissioner staff leas verified all data including a walk - through of the plant. All records and correspondence are in the Commissioner's office please also approve a supplemental. appropriation. for the Finance Director on this refund. Exoneration is �35�,34.�0. �at� : �2/�9�`�� Cash. �+�g star : C��'�`Y f�F �'REDE�IK lime � 6 � 48: �� �usi�m�r�� `�`otal T`r�r����ti�an�= 2'24 � C�tJI�N CC►Ri� � ,SAL CQ U aA II�C Ct�st�m+�r 'transact ions � 6 Cep t i tin s: 2 =�d i t 4 =De f e t e � =View �t� Tr am 7`i c��t Na . --- �'ax�Amourat - - -- -Pens. l t��fint --- Ama�tnt -�'a z � ,� FP2i�1.2 1 ��} � � 748�?�i!9� 7C} , 46� , ��- �4 �;7� , 4C� . �8- PP2C��2 2 �9�74899�►2 7d,4��.8�- .�� $74,4�6fi.88- �''P2�i 1'. � Q91.19 � li�C�t� $8 , 722.4!- . �J�a 5�� , 722 . X49- PP2� 13 4 �iQ � i9l �.�JQt�2 $5� „ 722.4!° � . C�9 ,�5� � 722.49 - PP2C314 t�C� 122 a5t7�� 1 .$4� , 977.92- � . C�9 �4� , 9'77.92- ,_ PP2+9 4 � (�C11225�Q�U2 $4� , 9'77.92- $ . 99 4� , 97"7.92- T�ata1 Paid �2,3�4.4(� P� =Ex � t �'�4= ahe�v a� F�� =S��aw �a 1 arace F18 =far t -Ent �:r �� x'21= C�dL,ne nos a�� I'�p�v�Ll t�'���;��t���� ��.�. �..��a�° _ ��, �,..,. ww.. �.. �.. ���. �.. w..._..._. �.. m_.. �..._ ��..__...___.._.___ ..w__w.�_ww......wwwwww_�.�._,� _. ,,,,m,� _.W..._ .R,n.�,�.,�.��. ���� ��� ���n ���� �� ��7��.a. °������� �. "����rrv�w����tc �����r������� ���� � 1"c�. �caard �f Super�✓s�rs F"r+c��t; C'l�e��er L�ucl�, le��t� �r��r��z�cy° a�aerrmi�r�t e�e�r��6n�t�r Dot: :M���ry '� i�1 G Vie; A��apt��r� �� E�xter�;�r�c ��ratic�rvs �9�ra �'�' Tie �u��t �tnr��n�y �e�-ati���s �'ll�i� �1U) ac���at�d ��m Ja��aary 11, 2�7 Q 2 ft�r a ��c�cad. e�f ��a�ar y�ea�°s �n� is �t t� ���a�r�. at tl�� e��� c��'J�r���ry �C1��. TI��i� dc�c�r��t �Z�� 1���.n tkzrc��;l�,l� c�st�n�az°y review �y 'Vur�ua�ia i�art�r����ut �f" �r�c���rue�y �r1�����x��.��t ���� �u;�;��ted c�l���;� t�aa-le. I�.eve arg� ac3c��atic�rr� c�af this plan is i� aec�rrdar�ce t� ��ci ca�'�"iri���a �- i4�a.l () a�nc�. needs tai �e c,cri��eteci rye ��ter thin .T�naz�ry � , 2 � , A:ttaehr�ealt; "�1� �;��' Table of Contents LIr�t► �aductiar� ............................................................ ............................... Purpose Plan Elements Incident Management Activities Other Key Concepts of Incident Management II. Assurrrrr�iarrs acrd Carrsidera�iarrs .......................... ............................... III. Or�arriza�iarr acrd Assigrrrrrerrt al'IBesparrsibilities ............................. IV. Corrcerrtol' Ogre► �zxtlarrs ........................................... ............................... V. Adrrrirristra�iarr F'irrarrce acrd I, aQis�ics ................. ............................... Mission Organization Concept of Operations Emergency Management Actions VI. Plan Ilevelaprrrerrt acrd li�Iairrterrarrce .................... ............................... VIL Exe►�cise zxrrd T'►�zxirrirrd ........................................... ............................... Annendix 1. Olosszx►��' ol'I�e�' T' e► �rrts ................................................. ............................... 2. List ofAc► �arr�' rrts ........................................................... ............................... 3. Autlrarities acrd IBei' ererrces .......................................... ............................... 4. li�Iatrix al' IBesrrarrsibili�ies ............................................. ............................... 5. Succession ofAutlra► �It�' ................................................ ............................... 6. Errrer�eucy Opera�iaus Plan Ilistribu�iau I, ist ........... ............................... 7. Esserrtizxl IBeco►�ds .......................................................... ............................... 8. I�TIMS IBesolutiorr ........................................................... ............................... 9. IBesolutiorr ol'Adotrtiorr ofEOP ................... ............................... 10. Sarrrple Ileclara�iau al'I,acal Errrer�euc� ........ .............................., Emer�encv Sunnort Functions (ESF) December 30, 2015 ................13 .............17 .............19 ............. 23 ............. 29 ................... 33 ................... 35 ...................... 37 ...................... 43 ...................... 45 ...................... 47 ...................... 49 ...................... 51 ...................... 53 ...................... 55 .................57 .................59 ......................... 61 1 ESF #2- Corrtrrtur�lczxtlor�s ............................................................................................ .............................65 Tab 1. Emergency Notification Procedure ...................................................... ............................... 68 Tab 2. Amateur Radio Emergency Service ..................................................... ............................... 69 Tab3. Warning Fan -Out System .................................................................... ............................... 70 ESF #3- Public i�o►�Ics zxr�d Er�Qlr�ee► �Ir�Q .................................................................... .............................71 Tab 1. Building Posting Guide ........................................................................ ............................... 74 Tab 2. Public Works and Recreation Organization and Resources ................ ............................... 75 ESF#4- FI►�e Fldhtlr�� ................................................................................................ ............................... 77 ESF #5- Errte►�verrc�' Mzxr�zxgerrter�t ............................................................................. .............................81 Tab 2. Primary EOC Staffing .......................................................................... ............................... 85 ESF #6- Mzxss Czx►�e )- louslr�Q zxr�d )- lurrtzxr� IBesau► �ces ............................................. ............................... 86 Tab 1. Shelter Center Registration Form ........................................................ ............................... 89 Tab 2. Emergency Shelter Management Plan ................................................. ............................... 90 ESF#7- IBesou►�ce Suo►'t .......................................................................................... .............................98 ESF #8- Public Flezxlth zxr�d Medlczxl Se►wlces ............................ ............................... ............................104 Tab 1. Emergency Medical Services Resources ........................................... ............................... 108 Tab 2. Health and Medical Resources .............................. ............................... ............................ 110 Tab 3. Crisis Counseling and Emergency Mental Health Services for Victims of Disaster........ 111 Tab 4. Mortuary Disaster Plan Organization .................... ............................... ............................ 115 ESF #9- IJ►�bzxr� Sezx►�ch zxr�d IBescue ............................................. ............................... ............................115 ESF #10- Oil and )- lazardaus li�laterials ..................................... ............................... ............................117 ESF #11- Agriculture and Natural IBesaurces ........................... ............................... ............................121 ESF#12- Eu .......................................................................... ............................... ............................125 ESF #13- Public Szxfet�' zxr�d Secu► �It�' .......................................... ............................... ............................129 Tab 1. Law Enforcement Resources ............................................................. ............................... 132 2 December 30, 2015 Tab 2. Waiver of Liability ............................................................................ ............................... 133 ESF #14- I,anQ Term Community Recavery and li�IitiQatian ... ............................... ............................135 ESF #15- External Atf�xirs ........................................................... ............................... ............................139 ESF #16- li�Illltar�' Al' fxi►' s ........................................................... ............................... 143 ESF #17- Volunteer and I�onations ............................................. ............................... ............................145 Tab 1. Sample Volunteer Registration Form ................................................ ............................... 148 Tab 2. Community Emergency Response Team ........................................... ............................... 149 Subpart Annexes I. Introduction .............................................................. ............................... ............................152 Purpose Background II. Roles and Responsibilities ........................................ ............................... ............................153 Coordinating Agency Cooperating Agencies SA #1- Animal Care and Control ............................................... ............................... ............................155 SA#2- I�am Sal' et�� ....................................................................... ............................... ............................157 Tab 1. Classifications and Emergency Stages .............................................. ............................... 159 Tab 2. Local Directory of Dam ..................................................................... ............................... 160 SA #3- I�amaQe Assessment Subbort .......................................... ............................... ............................161 Tab 1. Damage Assessment Teams ............................................................... ............................... 163 Tab 2. Initial Damage Assessment Report .................................................... ............................... 164 SA#4- Debris li�IanaQement ........................................................ ............................... ............................167 Tab 1. Debris Classification .......................................................................... ............................... 171 Tab 2. Debris Collection Sites ...................................................................... ............................... 172 Tab 3. Debris Quantity Estimates ................................................................. ............................... 173 SA #5- Evacuation Subbort Annexes ......................................... ............................... ............................175 3 December 30, 2015 Tab 1. Emergency Transportation Resources ............................................... ............................... 175 SA #6- F'Ir�zxr�clzxl MzxrtzxQetrter�Y Sulrlra► �t ..................................... ............................... ............................181 SA #7- Ir�fo►�zxtlor� T'ecl�r�oloQ�' /CIS Sunha► �t ........................... ............................... ............................185 SA#8- I,oblstics Mzxrtzx4etrter�Y Supa► �t ...................................... ............................... ............................187 Tab 1. Elements of a Resource List .............................................................. ............................... 190 Tab2. Sample Resources .............................................................................. ............................... 191 Tab 3. Sample Resource Distribution Centers .............................................. ............................... 192 SA #9- Public Affxl►�s Sutro►'t .................................................... ............................... ............................195 Tab 1. Use of Cable Television during an Emergency ................................. ............................... 198 Tab 2. Emergency Public Information Resources ........................................ ............................... 199 Tab 3. PIO Prearranged Message- Release or Spill .......... ............................... ............................ 200 Tab 4. PIO Prearranged Message- Fire or Explosion Imminent ...................... ............................ 201 SA #10- marker S�i'ety and Flealth Su��art ............................. ............................... ............................203 4 December 30, 2015 Promulgation of the County Emergency Operations Plan By virtue of the authority vested in me by the "Commonwealth of Virginia Emergency Services and Disaster Laws of 2000 as Amended" (Code of Virginia 44- 146.13 to 44- 146.29:2) as County Administrator of the County of Frederick, Deputy Director of Emergency Management, and as the administrator ultimately responsible for the emergency management of the County of Frederick I hereby promulgate and issue the County of Frederick Emergency Operations Plan ( "the Plan ") dated . The Plan provides for the county response to emergencies and disasters in order to save lives, to protect public health, safety and property; to restore essential services; and to enable and assist with economic recovery. The Plan complies with the Commonwealth of Virginia Emergency Services and Disaster Law of 2000 as amended and is consistent with the National Incident Management System as implemented in the National Response Framework adopted in January 2008. The Emergency management Coordinator and Deputy Coordinator, on behalf of the County Administrator are hereby authorized to activate the County of Frederick Emergency Operations Center ( "EOC ") in order to coordinate and supplement county emergency operations. Augmentation of the EOC shall constitute implementation of the Plan. Furthermore, the county Office of Emergency Management is hereby authorized, in coordination with the County Administrator, to amend the Plan as necessary to ensure the continued health and safety of the residents and property of the County of Frederick. Assigned in the Plan, the head of each designated county department or agency shall appoint a lead and at least one alternate for the department or agency. This promulgation rescinds any previous plan adoptions, This promulgation shall be effective upon its signing and shall remain in full force and effect until amended or rescinded by further promulgation. Given under my and hand and under the Seal of the County of Frederick, this the day of 2016. County Administrator: Brenda Garton Date Attest: Witness: December 30, 2015 Left blank intentionally December 30, 2015 ���„ � "� •..��� ".. 6tcso��rgtrwk>w 1^:Nnn�u��ency ti)peratit�us 1'la�n "N'gI,T�;NR�;AS, iluc: ll�'aaad c+8 "SwNrea�« "rsunms en1`dlre Ce�r�niy at'N'redccor"Nti rJim�,rvaiar��crgnares Nhc mid to �usgnar� N'crr, rw�a�pau�aud ta?, acrd ���c�rtv>r�r iYcarm uuataaraN anaaN axianuaxaa�tNa ciasa t�ra, aaurC9 W'gI�"Ih��S, YNu� �"cawmty u�q' D~'r�c9rerWC9c� laaa ��a r���Xaart� &il�aVrt;� �tu� f ?r+dxCrad�a feu�r CBae a.�Pety aaurN ar ^eNf ka�En7� of ub Lirtd rrnas drar9 w'�SOCCri�a; aoucl ggq+:�:AS, t,kue. �"rucmty arq'q^aecicaNc:NC Barus Fsuagr0ot9ua,rfi aoud aNap�airrv� ^d a tl�lrtt;�aaur, i'Dcgnraay N°9Nmec9a7ir, {;e�+a ?ae'Noauadtnr, gaud 13e�XOrnty C�.`�iarrlNaratrar �e rX` lsnmcmy�r :�eam�y'I<^SearnuN;araaer�i't�. 1'�Q3W, Tgq�'gt�➢� {)qtl., X3C: C`C" gtq�;�+'CXi,."1""q,g7, Nby tluc gia.r4ce9 at'Swpuerrni,scnrs crf tlNnc CanaaraG;y nni f'mcd�x�ck. Vrr�uee�a, VNua�; Ilraoa�r�+aricy C)�eratara¢r� PNaud as ua,,Nsud'ds uY"1"ac;�laNly ado�t�sE, sraud� 13E D'1" & fIR "1'glC7gq q{t��QDq.W�q) a4,Nf� ( >Adq)&:gt�:gT, tlllnat tNrso- q:�Na+a�rtarrc auf q�irruer�erzuy raunora�emaa rurt, raa NuuvNaer rNa tiN�nve�„ wxe taS�eaN snnud unrrkhcnra�;c9 acr ttaanatNra�ra ararN auvi,;n; ��: orrn�n?7 uauy tuna dira�urar�r✓trM1 uuea• hNoaa next tsar�rr ia'p y�auur yaCre�d rrr uaostil nar:�h t�6arrc tk �� srrdcncad tau ucocmvT Ixiavrn. tBaia'Cueaar�raN. It�ctaarcl SlnnwX:Nc, (Nuarrruaaia, f;Xrrauau& raf StaNUCrrura'rr: n'gvi "qS'1`; �"Icrk . %;unauutb' 13�ardat'Suaperuxisaars AdarNrtrteNtNrrtibltdadraXnrf ,T&�exaascy__ �fYt2, 12�L.�ao-S.nyd'9.ann, f?Q�B�u� -17 December 30, 2015 Left blank intentionally December 30, 2015 Record of Changes The following changes may require action by the Board of Supervisors while minor changes to the plan may be changed and tracked by the Director of Emergency Management or his /her designee. • A formal update of planning guidance or standards • A change in elected officials • A plan activation or major exercise • A change in the jurisdiction's demographics or hazard or threat profile, or • The enactment of new or amended laws or ordinances or policy changes Change Number Date of Change Page or Section Chan ed Summary of Changes Name of Person Authorizing Chan es 1 2 3 4 5 6 7 8 9 10 December 30, 2015 Left blank intentionally December 30, 2015 ���� Record of Distribution If this plan is for distribution to the public, it should be "clean" or without any sensitive or personal information. Group Agency /Department Title of Recipient Electronic or Hard Co 11 December 30, 2015 Left blank intentionally December 30, 2015 ��: L Introduction Purpose Frederick County is vulnerable to a variety of hazards. The purpose of this basic plan is to respond effectively to any emergency of a size or complexity beyond routine response systems. It is critical that all Frederick County public officials, departments and agencies, non - governmental emergency organizations and the public understand their roles and responsibilities. These non - routine responsibilities begin as the incident is recognized and response ensues, and become particularly important as command organizes beyond the initial reactive phase of the first responders. A well planned and coordinated response on the part of the state and local officials in support of "in -the- field" emergency responders can save lives, enhance property protection capabilities, and, more quickly restore essential services. The foundation for this coordinated response is established herein as the County of Frederick Emergency Operations Plan and is governed and directed by the "Commonwealth of Virginia Emergency Services and Disaster Laws of 2000 as amended" (Code of Virginia 44- 146.13 to 44- 146.29:2) which requires that state and local governments develop and maintain current Emergency Operations Plans (FOP) in preparation for such emergency instances. Plan Elements The purpose of this plan is to direct actions intended to preserve life and protect property from further destruction in the event of an emergency. The overall plan establishes an emergency organization to direct and coordinate operations during the emergency situation by assigning responsibilities to specific entities. All essential entities are to utilize any and all available resources when mitigating against, preparing for, responding to, and recovering from a natural or man -made emergency. Scope The county is responsible for maintaining an emergency operations plan and response capability to protect the lives and property of its citizens from the effects of both man -made and natural disasters. The population of Frederick County is approximately 79,453 (31,587 households) with the following demographics based on the 2013 ACS 5 -year population estimates: • Size of household: 2.68 persons • Median Household Income: $68,424 • Median age of resident: 40.1 • Percentage of populations >45 years of age: 32,961 (�4E5 %) • Percentage of population <19 years of age: 21,287 026.8 %) The County of Frederick is located in Northern Virginia, approximately 75 miles from the District of Columbia at 39 °ll'4.503N latitude and 78 °9'46.735W longitude. It covers approximately 415 square miles. Terrain ranges from 375 feet in elevation, to 2840 in elevation. 13 December 30, 2015 The major transportation routes in the county are: Route 7, Route 37, Route 50, Route 522 and Interstate 81. In accordance with the Virginia Emergency Services and Disaster Law of 2000, as amended, the county Emergency Operations Plan has been developed. This plan will be staffed, revised, exercised, readopted, and reissued once every four years. The Frederick County Emergency Operations Plan identifies a range of potential disasters that could occur in or near our locality. These potential hazards and their respective frequency /severity are listed below: Hazard Si nificance Ratin Natural Disasters Hurricane Limited Tornado Limited Severe Winter Storm Significant Thunder Storm Si nificant Conflagration Moderate Resource Shorta e Limited Earthquake Limited Flood Moderate Wildfire Si nificant Man -Made Disasters Terrorism Moderate Criminal Activity Moderate Pandemic Moderate Mass Casualty Moderate Civil Unrest Limited Chemical Incident Significant Radiolo ical Incident Moderate Biological Incident Moderate Explosive Incident Moderate Nuclear Incident Limited Communications Failure Moderate Infrastructure Failure Moderate Hazard indices and vulnerability assessments for moderate and significant risk events were developed for the County of Frederick The hazard indices evaluated the extent to which the buildings were at risk from a particular hazard. The vulnerability assessments estimated the potential impacts if a particular area was affected by a specific hazard. These assessments are described in the Regional Hazard Mitigation Plan. A local readiness capability assessment is conducted yearly (LCAR). This process is used to determine community capabilities and limits in order to prepare for and respond to defined hazards. It provides a snapshot of the jurisdictions preparedness capabilities. The most recent capability assessment was completed in June of 2015. 14 December 30, 2015 The EOP works to anticipate the needs that Frederick County might experience during an incident and provides guidance across county departments, agencies and response organizations by describing an overall emergency system. For example: • How county departments and agencies will be organized during response to an incident, including command authorities. • Critical actions and interfaces during all phases of the incident. • How the interaction between the county, regional, state and federal authorities is managed. • How the interaction between the county and its private partner organizations (hospitals, non- governmental organizations, and others) is managed. • How to manage available resources and request those resources which are not available within the locality. Incident Management Activities This plan addresses the full spectrum of activities related to local incident management, including mitigation, preparedness, response, and recovery actions. The plan focuses on those activities that are directly related to an evolving incident, potential incident, or event. These activities include but may not be limited to: • Increasing public awareness • Public warning and information systems • Coordination of protective measures across jurisdictional boundaries • Increasing mitigation activities including inspections, security, and infrastructure protection • Involvement in public health assessments and conducting a wide range of prevention measures to include, but not limited to the administration of vaccinations and other prophylactic medications as warranted by public health emergencies • Assisting with immediate as well as long term public health medical response assets • Providing strategies for the coordination of resources • Supporting immediate response and recovery activities while working to define and support long term recovery goals. Other key concepts of incident management include: • A systematic and coordinated incident management approach, including protocols for: o Incident reporting o Coordinated actions between departments, agencies and organizations o Alert and notification o Management of resources o Operating under all hazards • Proactive notification and deployment of resources in anticipation of or in response to catastrophic events in coordination and collaboration with federal, state, private entities as well as other local governments when possible. • Organizing interagency efforts to minimize damage, restore impacted areas to re- incident conditions if feasible, and /or implement programs to mitigate vulnerability to future events. • Coordinate incident communications, worker safety and health, private sector involvement, and other activities that are common to the majority of incidents. 15 December 30, 2015 • Organizing Emergency Support Functions (ESFs) to facilitate the delivery of critical resources, assets and assistance. Departments and agencies are assigned to lead or support ESFs based on authorities, resources and capabilities. • Providing mechanisms for coordination, communications, and information sharing in response to threats or incidents. These mechanisms facilitate the coordination between federal, state, and Frederick County government as well as between the public and private sector. • Providing support to departments and agencies acting under the requesting departments or agency's own authorities. • Developing detailed supplemental operations, tactical, and hazard specific contingency plans and procedures. • Providing the basis for coordination of interagency and intergovernmental planning, training, exercising, assessment, coordination, and information exchange. i[7 December 30, 2015 II.Assumptions & Considerations A.Incidents are typically managed at the lowest possible level of government. B.Incident Management activities will be initiated and conducted using the principles contained in the National Incident Management System (NIMS) and Incident Command System (ICS). C.The combined expertise and capabilities of government at all levels, the private sector, and non- governmental organizations will be required to prevent, prepare for, respond to, and recover from disasters. D.Incidents that require the Frederick County government to coordinate operations and/or resources may: Occur at any time with little or no warning Require the Coordinator or Deputy Coordinator to mobilize resources and personnel as required by the situation Require significant information sharing across multiple jurisdictions and between the public and private sectors Involve single or multiple geographic areas Have significant impact and/or require resource coordination and/or assistance Span the spectrum of incident management to include prevention, preparedness, response, and recovery Involve multiple, highly varied hazards or threats on a local or regional scale Result in numerouscasualties, fatalities, displaced people, property loss; disruption of normal operating systems, essential public services and basic infrastructure; and significant damage to the environment Attract a sizeable influx of independent, spontaneous volunteers and supplies Require short notice State and Federal asset coordination Require prolonged, sustained incident management operations and support activities. E.The top priorities of the Frederick County government are to: Save lives and protect the health andsafety of the public, responders, and recovery workers Ensure security of the County Prevent an imminent incident from occurring, when possible Protect and restore critical infrastructure and key resources Ensure the County government continues to function throughout the incident Protect property and mitigate damages and impacts to individuals, communities, and the environment, and Facilitate recovery of individuals, families, businesses, government, and the environment Secure mutual aid agreements with neighboring localities. 17 $¤¢¤¬¡¤± þ Left blank intentionally 18 $¤¢¤¬¡¤± þ III.Organization and Assignment of Responsibilities LOCAL CHIEF EXECUTIVE OFFICER/COUNTY ADMINISTRATOR The County Administrator, serving as the jurisdiction’s chief executive, is responsible for the public safety and welfare of the people of that jurisdiction. The County Administrator: Is responsible for coordinating local resources to address the full spectrum of actions to prevent, prepare for, respond to, and recover from incidents involving all hazards including terrorism, natural disasters, accidents, and other contingencies. Dependent upon state and local laws, has extraordinary powers to suspend local laws and ordinances, such as to establish a curfew, direct evacuations, and in coordination with the local health authority to order quarantine. Provides leadership and plays a key role in communicating to the public, and in helping people, businesses, and organizations cope with the consequences of any type of incident within the jurisdiction. EMERGENCY SUPPORT FUNCTIONS (ESFs) The Emergency Support Function is a grouping of government and certain private sector capabilities into an organization structure to provide support, resources, program implementation, and emergency services that are most likely to be needed during incidents. Each ESF is composed of primary and support agencies. The county will identify primary agencies on the basis of authorities, resources, and capabilities. Support agencies are assigned based on resources and capabilities in a given functional area (Matrix of Responsibilities –Basic Plan Page 43). Note that not all incidents result in the activation of the ESFs. It is possible an incident may be addressed without activating all of the ESFs. NONGOVERNMENTAL AND VOLUNTEER ORGANIZATIONS Although many of these organizations are founded on the state level, they will be expected to work in conjunction with and by request of the affected locality. PRIVATE SECTOR Primary and support agencies coordinate with the private sector to effectively share information, form courses of action, and incorporate available resources to prevent, prepare for, respond to, and recover from disasters. The roles, responsibilities, and participation of the private sector during a disaster vary based on the nature of the organization and the type and impact of the disaster. The roles of the private sector organizations are summarized below: 19 $¤¢¤¬¡¤± þ Type of OrganizationRole Impacted Organization of InfrastructurePrivate sector organizations may be affected by direct or indirect consequences of the incident, including privately owned critical infrastructure, key resources, and those main private sector organizations that are significant to local economic recovery. Examples of privately owned infrastructure include transportation, telecommunications, private utilities, financial institutions, and hospitals. Response ResourcePrivate sector organizations provide response resources (donated or compensated) during an incident – including specialized teams, equipment, and advanced technologies – through county, public-private emergency plans, mutual aid agreements, or incident specific requests from local governments and private sector volunteered initiatives Regulated and/or Responsible PartyOwners/operators of certain regulated facilities or hazardous operations may bear responsibilities under the law for preparing for and preventing incidents from occurring, and responding to an incident once it occurs. Local Emergency Organization MemberPrivate sector organizations may serve as an active partner in county emergency preparedness and response organizations and activities, such as membership on the Local Emergency Planning Committee (LEPC). Private sector organizations support emergency management by sharing information with the local government, identifying risks, performing vulnerability assessments, developing emergency response and business continuity plans, enhancing their overall readiness, implementing appropriate prevention and protection programs, and donating or otherwise providing goods and services through contractual arrangements or county government purchases to assist in response and recovery activities. Private sector organizations are encouraged to develop and maintain capabilities to respond and to manage a complete spectrum of incidents and emergencies. The Frederick County government maintains ongoing interaction with the critical infrastructure and key resources and industries to provide coordination of prevention, preparedness, response,and recovery activities. Private sector representatives should be included in planning and exercises. 20 $¤¢¤¬¡¤± þ Citizen Involvement Strong partnerships with citizen groups and organizations provide support for incident management prevention, preparedness, response, recovery and mitigation. The Citizen Corps brings these groups together and focuses efforts of individuals through education, training and volunteer services to help make communities safer, stronger and better prepared to address incidents of all types. The Citizen Corps works through a national network of state and local Citizen Corp Councils, which bring together leaders from law enforcement, fire, emergency medical, and other emergency management volunteer organizations, local elected officials, the private sector, and other community stakeholders. The Citizen Corps Council implements the Community Emergency Response Teams (CERT), Lord Fairfax Health District, Medical Reserve Corps Unit (MRC), Neighborhood Watch, Volunteers in Police Service, and the affiliate programs and provides opportunities for special skills and interests. The programs develop targeted outreach for special needs groups andorganize special projects and community events. The Frederick County government has partnered with the City of Winchester to develop a combined CERT team, with approximately 40 volunteers available to assist with emergency preparedness, response and recovery activities. The LEPC has taken on the responsibility of the CERT program as the lead agency. 21 $¤¢¤¬¡¤± þ Left blank intentionally 22 $¤¢¤¬¡¤± þ IV.Concept of Operations General This section describes the county’s coordinating structures, processes, and protocols employed to manage incidents. These coordinating structures and processes are designed to enable execution of the responsibilities of local government through the appropriate departments and agencies, and to integrate State, Federal, non- governmental organizations and private sector efforts into a comprehensive approach to incident management. In the event an incident exceeds local emergency response capabilities, outside assistance is available, either through mutual support agreements withnearby jurisdictions and volunteer emergency organizations or, through the Virginia Emergency Operations Center (VEOC). A local emergency must be declared and local resources must be fully committed before state and federal assistance is requested. 1.The Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended, provides that emergency services organizations and operations will be structured around existing constitutional government. The Frederick County organization for emergency operations consists of existing government departments, non-governmental, and private sector emergency response organizations. 2.The Directorof Emergency Management (Director) is the Chairman of the Board of Supervisors. The day-to-day activities of the emergency preparedness program have been delegated to the Deputy Director of Emergency Management(Deputy Director),Coordinator of Emergency Management (Coordinator),and Deputy Coordinator of Emergency Management (Deputy Coordinator). The Deputy Director, in conjunction with the Coordinator and Deputy Coordinator, will direct and controlemergency operations in time of emergency and issue directives to other services and organizations concerning disaster preparedness. The County Administrator’s office will be responsible for emergency public information. Public information may be provided in one or more forms which include but may not be limited to: radio, television, print media, and useof citizen’s alert system. 3.The Coordinator and Deputy Coordinator, assisted by department heads, will develop and maintain a primary Emergency Operations Center (EOC) from which coordination and support of field operations will occur. The primary EOC is located in the Frederick County Public Safety Building, 1080 Coverstone Drive, Winchester, Virginia 22602. The alternate EOC facility will be located at the determination of the Coordinator or Deputy Coordinator. 4.The day-to-day activities of the emergency management program, for which the Coordinator and Deputy Coordinator are responsible, include developing and maintaining an Emergency Operations Plan, maintaining the County EOC in a constant state of readiness, and other responsibilities as outlined in County and State regulations. 5.The Deputy Director or,in his absence, the Coordinator and Deputy Coordinator will determine the need to evacuate large areas and will issue orders for evacuation or other protective action as needed. Local Law Enforcement will implement evacuation and provide security for the evacuated area. In the event of a hazardous materials incident the Incident Commander or his representative on scene should coordinate immediate protective actions with the Coordinator or Deputy Coordinator to include evacuation as appropriate. 23 $¤¢¤¬¡¤± þ 6.Succession to the Director will be theDeputy Director,Assistant Director, Coordinator, andthe Deputy Coordinator, respectively. 7.The County department heads will maintain plans and procedures in order to be prepared to effectively accomplish their assigned EOC responsibilities. 8.The Coordinator, assisted by the Deputy Coordinator, will assure compatibility between the County’s Emergency Operations Plan and the plans and procedures of key facilities and private organizations within the County as appropriate. 9.The County must be prepared to bear the initial impact of a disaster on its own realizing that help may not be immediately available from the State or Federal governments after a natural or man-made disaster. All appropriate locally available forces and resources will be fully committed before requesting assistance from the State. Requests for assistance will be made through the State EOC. 10.By the authority given by the Deputy Director, the Coordinator or Deputy Coordinator,with support from designated County officials, will exercise direction and coordination efforts from the EOC during disaster operations. The EOC may be partially or fully staffed depending on the type and scope of the disaster. The EOC will provide logistical and administrative support to response personnel deployed to the disaster site(s). Available warning time will be used to implement increased readiness measures, which will insure maximum protection of the population, property, and supplies from the effects of threatening disasters. 11.The County Department heads will develop and maintain detailed plans and standard operating procedures necessary for their departments to effectively accomplish their assigned tasks. Department and agency heads will identify sources from which emergency supplies, equipment, and transportation may be obtained promptly when required. Accurate records of disaster-related expenditures will be maintained. All disaster-related expenditures will be documented to provide a basis for reimbursement if federal disaster assistance is needed. In time of emergency, the heads of County offices, departments, and agencies will continue to be responsible for the protection and preservation of records essential for the continuity of the Frederick County government. Department and agency heads will establish lines of succession of key emergency personnel within their respective Continuity of Operations Plan (COOP). 12.Day-to-day functions that do not contribute directly to the emergency operation may be suspended for the duration of any emergency. Efforts that would normally be required of those functions will be redirected to accomplish the emergency task by the agency concerned. 13.Declaration of a Local Emergency a.The Frederick County Board of Supervisors, by resolution, should declare an emergency to exist whenever the threat or actual occurrence of a disaster is, or threatens to be of sufficient severity and magnitude to require significant expenditures and a coordinated response in order to prevent or alleviate damage, loss, hardship, or suffering. b.A local emergency may be declared by the Deputy Director, in consultation with the Director,with the consent of the Board of Supervisors (see Section 44-146.21, 24 $¤¢¤¬¡¤± þ or in the absence of both the Virginia Emergency Services and Disaster Law) director and deputy director, any member of the governing body may declare the existence of a local emergency, subject to confirmation by the governing body at its next regularly scheduled meeting or at a special meeting within fourteen days of the declaration, whichever occurs first. c.A declaration of a local emergency activates the response and recovery program of all applicable local and inter-jurisdictional Emergency Operations Plans and authorizes the furnishing of aid and assistance in accordance with those plans. In the event the Board of Supervisors cannot convene due to the disaster, the Deputy Director, in consultation with the Director, or any other Emergency Management staff in his absence, may declare a local emergency to exist subject to confirmation of the entire Board, within fourteen days. The Deputy Director or, in his absence, the Coordinator or Deputy Coordinator will advise the Virginia EOC immediately following the declaration of a local emergency. d.When local resources are insufficient to cope with the effects of a disaster and Frederick County requests state assistance, the following procedures will apply. The Deputy Director, Coordinator or Deputy Coordinator will notify the State Coordinator of Emergency Management that a local emergency has been declared, through contact with the State EOC (VEOC). At that time, notification will be made that the EOP has been activated, that all local resources have been committed and that state assistance is being requested. A follow-up letter, with a copy of the resolution, declaring the local emergency should be forwarded to the VEOC. 14.The Virginia Emergency Operations Plan requires the submission of the following reports, as applicable, by local government in time of declared emergency. These reports are available through the on-line Web EOC program. a.Daily Situation Report b.Initial Damage Assessment Report c.Request for Assistance Form 15.Support by military units may be requested through the StateEOC. Military forces, when made available, will support and assist local forces and personnel and may receive from the County Deputy Director orhis designated representative (Coordinator or Deputy Coordinator) mission type requests, to include objectives, priorities, and other information necessary to accomplish missions. 16.Emergency assistance may be made available from neighboring jurisdictions in accordance with mutual aid agreements. Emergency forces may be sent from the County to assist adjoining jurisdictions. Such assistance will be in accordance with existing mutual aid agreements or, in the absence of official agreements, directed by the Deputy Director, Coordinator or Deputy Coordinator. 17.The Deputy Director in conjunction with the Department of Social Services and the American Red Cross will assist disaster victims in obtaining post-disaster assistance such as temporary housing and low-interest loans. 18.In the event that victims or witnesses of crimes during a disaster shall be protected and provided rights as defined in Code of Virginia §19.2-11.01 as a provision that the Virginia Department of Criminal Justice Services and the Virginia Criminal Injuries Compensation shall be contacted. 25 $¤¢¤¬¡¤± þ The current contact information is kept in the EOC as well as the resource manual and with the Deputy Emergency Management Coordinator 19.The Deputy Director, Coordinator and Deputy Coordinator shallhaveoverall responsibility for maintaining and updating this plan. It should be updated and improved upon based on lessons learned, and Code changes, and, following realtime, large scale emergency incidents, or exercises. Plan review should occur at least annually and the plan should be readopted every 4 years. 20.This plan is effective as a basis for training and pre-disaster preparedness upon receipt. It is effective for execution when: a.Any disaster threatens or occurs in the county and a local disaster is declared under the provisions of Section 44-146.21, the Commonwealth of Virginia Emergency Services and Disaster Law of 2000 as Amended. b.A State of Emergency is declared by the Governor. 26 $¤¢¤¬¡¤± þ Organization On Scene When the local emergency operations center (EOC) is activated, there should be coordination between the emergency manager and the incident commander to ensure a consistent response: EOC follows the ICS structure and The ESFs should be aligned with ICS staff. 27 $¤¢¤¬¡¤± þ Emergency Services ESFs Infrastructure Support ESFs Planning Section ESFs Human Services ESF Logistics Section ESFs 28 $¤¢¤¬¡¤± þ V. Administration, Finance and Logistics All assets (human resources and facility and equipment resources) of the county will become the purview of the County Administrator to direct in any way necessary to respond to an emergency. In the absence of theCounty Administrator, or his designee, the Coordinator or Deputy Coordinator may assume this authority. MISSION To ensure that the necessary management controls, budget authorities, and accounting procedures are in place to provide the necessary funding in a timely manner to conduct emergency operations, document expenditures, and maximize state and federal assistance following the disaster. ORGANIZATION The Board of Supervisors may include, within the body of the Declaration of Local Emergency, authority to expend specific funds in support of disaster operations. The Director of Finance and Coordinator are responsible for developing and implementing the necessary management policies and procedures that will facilitate and ensure an accurate accounting of disaster expenditures during all phases of disaster operations. These procedures will be designed to support and expedite emergency response operations, as well as maximize state and federal assistance. The Director of Finance and Coordinator will coordinate with all departments, government entities, and representatives from the private sector who support disaster operations. This may involve working with other local jurisdictions that provide mutual aid, state and federal governments, private contractors, local retailers, volunteer organizations, etc. CONCEPT OF OPERATIONS In an emergency situation, as defined by the Emergency Operations Plan, the Director of Finance will be responsible for expediting the process of procuring the necessary goods and services to support emergency operations; designating disaster account numbers(s) that disaster expenditures will be charged to, coordinating with department heads and the real estate assessor during the damage assessment and recovery phases of disaster operations; assisting in the development of applications for state and federal assistance; participating in the development and review of vendor contracts; developing, documenting, and providing financial data to the proper authorities, as necessary. The Coordinator and Director of Finance will meet with department directors to inform them of emergency authorities that will be delegated to them in order to make the necessary expenditures to address the situation in a timely manner. Department directors will also be informed of any assistance the central accounting office will provide. Department directors will be responsible for developing and maintaining accurate records and documentation to support all expenditures related to the disaster (e.g., personnel, equipment, facilities, contracts etc.). Department Directors will be responsible for keeping an accurate inventory of resources and identify potential needs for emergency/disaster situations. A listing of potential resource providers will be developed and maintained for anticipated equipment and service needs, as required. Mutual aid agreements and contract agreements will be developed to facilitate the receipt of assistance and expedite the procurement process during the response and recovery phases of disaster operations. 29 $¤¢¤¬¡¤± þ The accounting process followed by all departments will follow existing standardized procedures. All departments must adhere to established disaster accounting and finance procedures to minimize the potential for waste, fraud, and delays in processing requests, maximize state and federal assistance, and facilitate the documentation of disaster expenditures, the development of disaster cost statistics, and audits following the disaster. The Finance Office will beresponsible for developing and providing its own logistical support to carry out the assigned emergency duties. The Finance Office will also be responsible for developing, maintaining, and implementing the necessary measures to protect vital records and critical systems to ensure their continued operation during a disaster as well as facilitate their restoration if impacted by the disaster. EMERGENCY MANAGEMENT ACTIONS - BUDGET AND FINANCIAL MANAGEMENT 1.Normal Operations a.Develop, maintain, disseminate budget and management procedures to ensure the prompt and efficient disbursement and accounting of funds to conduct emergency operations, as well as support and maximize claims of financial assistance from state and federal governments, and facilitate audits following the disaster b.Provide training to familiarize staff with internal procedures, as well as federal and state disaster assistance requirements and forms c.Develop the necessary logistical support to carry out emergency tasking d.Instruct all departments to maintain an inventory of supplies on hand e.Develop the necessary mutual aid agreements, contracts, and listing of potential resource providers to expedite the procurement of anticipated resource needs for disaster operations f.Develop and maintain the necessary measures to protect vital records and critical systems to ensure their continued operation during a disaster, as well as to facilitate their restoration if impacted by the disaster 2.Increased Readiness A natural or man-made disaster is threatening the local area a.Review emergency budget and management procedures and update if necessary b.Review federal disaster assistance procedures, the Disaster Preparedness and Assistance Handbook, and the State Emergency Services and Disaster Law of 2000 as Amended c.Review resource inventories and prepare to make emergency purchases of goods and services. Major claimants will be Public Works, schools and Social Services 30 $¤¢¤¬¡¤± þ d.Review procedures to be followed in documenting and reporting disaster-related expenditures with all departments e.Pre-identify one or more cost center code numbers to the potential emergency/disaster incident to facilitate disaster cost accounting, and notify departments of code assignment f.Review and update mutual aid agreements, contracts, and listing of potential resource providers to expedite the procurement of anticipated resource needs for disaster operations g.Ensure that the necessary measures to protect vital records and critical systems are in place and can be implemented 3.Emergency Operations a.Implement emergency budget and financial management procedures to expedite the necessary procurement of goods and services to effectively address the situation at hand b.Begin tracking and compiling accurate cost center records from data submitted by departments c.Assist in damage assessment survey d.Implement the necessary mutual aid agreements e.Begin utilizing contracts and the resource listing to expedite the procurement of anticipated resource needs for disaster operations f.Implement the necessary measures to protect vital records and critical systems to ensure their continued operation during a disaster, as well as to facilitate their restoration if impacted by the disaster 4.Recovery a.Prepare and submit disaster assistance applications to the appropriate state and/or federal agencies for reimbursement of disaster related expenditures b.Assist in finalizing damage assessment report c.Review and revise real estate assessments based upon damages sustained to local infrastructure d.Assist in the preparation and submission of government insurance claims e.Conduct the necessary internal audits as well as support external audits required by state and federal governments for assistance received Identify and correct any shortfalls in emergency budget, accounting, and procurement procedures, as well as measures implemented to protect critical systems 31 $¤¢¤¬¡¤± þ Left blank intentionally 32 $¤¢¤¬¡¤± þ VI.Plan Development and Maintenance Commonwealth of Virginia Emergency Services and Disaster Law of 2000, as amended, requires jurisdictions to develop, adopt, and keep current a written Emergency Operations Plan. Every four years, the County of Frederick shall conduct a comprehensive review and revision of its Emergency Operations Planto ensure the plan remains current, and the revised plan shall be adopted formally by the Board of Supervisors. Such review shall also be certified in writing to the Department of Emergency Management. Drafting an emergency plan is a community effortand relies heavily on the Frederick County administrators and experts to provide comprehensive guidance on hazard analysis, exercise design, evacuation planning, emergency management, mitigation, recovery, emergency preparedness, and educational awareness. Input may be received by any or all of the following agencies and departments: Board of Supervisors County Administration Emergency Management Fire & Rescue Sheriff’s Office PSCC Public Works Finance Human Resources Social Services Other departments as applicable The Coordinator or Deputy Coordinator will review and update the Emergency Operations Plan annually. Emergency Management will coordinate with each emergency resource organization and assure the development and maintenance of an appropriate emergency response capability. It is the responsibility of the Coordinator and/or Deputy Coordinator to assure that the plan is tested and exercised on a scheduled basis. The Coordinator or Deputy Coordinator will maintain the exercise schedule and assure that the appropriate resources are available to complete these activities. After each drill, exercise or actual event, a hot wash and/or after-action review will take place. Any findings from these post-event reviews will be incorporated into an update of the plan. 33 $¤¢¤¬¡¤± þ Left blank intentionally 34 $¤¢¤¬¡¤± þ VII.Exercise and Training Trained and knowledgeable personnel are essential for the prompt and proper execution of the Frederick County EmergencyOperations Plan. The Coordinator and/or Deputy Coordinator will ensure that all response personnel have a thorough understanding of their assigned responsibilities in a disaster or emergency situation, as well as how their role and responsibilities interface with the other response components of the Frederick County Emergency Operations Plan. All personnel will be provided with the necessary training to execute those responsibilities in an effective and responsible manner. The Emergency Management Coordinator and/or Deputy Coordinator, in conjunction with the Fire and Rescue Training Division, is responsible for the development, administration, and maintenance of a comprehensive training and exercise program customized to the needs of Frederick County. This program will be comprised of a general, core, functionally specific, as well as on-going refresher training programs designed to attain and sustain an acceptable level of emergency preparedness for Frederick County. Training will be based on federal and state guidance. Instructors will be selected from Frederick County government officials and staff, state and federal governments, private industry, the military, and volunteer groups trained in emergency services and response. All training and exercises conducted in Frederick County will be documented. Training needs will be identified and records maintained for all personnel assigned emergency response duties in a disaster. The Emergency Management Coordinator and/or Deputy Coordinator will develop, plan, and conduct table top, functional and/or full-scale exercises as appropriate. These exercises will be designed to not only test the Frederick County Emergency Operations Plan, but to train all appropriate officials, emergency response personnel,Frederick County employees, and improve the overall emergency response organization and capability of the County. Quasi-public and volunteer groups and/or agencies will be encouraged to participate. Deficiencies identified by the exercise will be addressed as immediately as feasible and practical. 35 $¤¢¤¬¡¤± þ Left blank intentionally 36 $¤¢¤¬¡¤± þ Appendix 1 – Glossary of Key Terms Amateur Radio Emergency Services A public service organization of licensed amateur radio operators who have voluntarily registered their qualifications and equipment to provide emergency communications for public service events as needed American Red Cross A humanitarian organization led by volunteers, that provides relief to victims of disasters and helps prevent, prepare for, and respond to emergencies. It does this through services that are consistent with its Congressional Charter and the Principles of the International Red Cross Movement. Command Section Includes thefive functional areas of the Incident Command System. The function of the command sectionis to direct, control, or order resources, including people and equipment, to the best possible advantage. Command Post That location at which primary Command functions are executed; usually collocated with the Incident Base also referred to as the Incident Command Post. Comprehensive Resource Management Maximizes the use of available resources, consolidates like resources and reduces the communications load on the Incident Command Operation. Coordination The process of systemically analyzing a situation, developing relevant information, and informing appropriate personnel of viable alternatives for selection of the most effective combination of available resources to meet specific objectives. Emergency Any occurrence, or threat, whether natural or man-made, which results or may result in substantial injury or harm to the population or substantial damage to or loss of property or natural resources and may involve governmental action beyond that authorized or contemplated byexisting law because governmental inaction for the period required to amend the law to meet the exigency would work immediate and irrevocable harm upon the citizens or the environment of the Commonwealth or clearly defined portion or portions thereof. Decontamination The process of making people, objects, or areas safe by absorbing, destroying, neutralizing, making harmless, or removing the Hazardous Materials/HAZMAT Emergency/Disaster/Incident An event that demands a crisis response beyond the scope of any single line agency or service and that presents a threat to a community or larger area. An emergency is usually an event that can be controlled within the scope of local capabilities; a major emergency or disaster usually requires resources beyond what is available locally. Emergency Alert System A network of broadcast stations interconnecting facilities authorized by the Federal Communications Commission (FCC) to operate in a controlled manner to warn and inform the public of needed protective 37 $¤¢¤¬¡¤± þ actions in the event of a disaster or emergency situation. Emergency Operations Center A facility from which government coordinates and supports its emergency operations; where information about the status of the emergency situation is officially collected, compiled, and reported on; where coordination among response agencies takes place; and from which outside assistance is officially requested. Emergency Operations Plan A document which provides for a preplanned and coordinated response in the event of an emergency or disaster situation. Emergency Management The preparation for and the carrying out of functions (other than functions for which military forces are primarily responsible) to prevent, minimize, and repair injury and damage resulting from natural or manmade disasters. These functions include fire-fighting, police, medical and health, rescue, warning, engineering, communications, evacuation, resource management, plant protection, restoration of public utility services, and other functions related topreserving the public health, safety, and welfare. Emergency Support Function A functional area of response activity established to facilitate the delivery of Federal assistance required during the immediate response phase of a disaster to save lives, protect property and public health and maintain public safety. Exercise An activity designed to promote emergency preparedness; test or evaluate emergency operations plans, procedures, or facilities; train personnel in emergency response duties, and demonstrate operational capability. There are three specific types of exercises: tabletop, functional, and full scale. Evacuation Assisting people to move from the path or threat of a disaster to an area of relative safety. Federal Disaster Assistance Aid to disaster victims and/or state and local governments by federal agencies under provisions of the Robert T.Stafford Relief and Emergency Assistance Act of (PL 93-288). Geographic Information System A computer system capable of assembling, storing, manipulating, and displaying geographically referenced information, i.e.-data identified according to their locations. Hazardous Materials Substances or materials which may pose unreasonable risks to health, safety, property, or the environment when used, transported, stored or disposed of, which may include materials which are solid, liquid, or gas. Hazardous materials may include toxic substances, flammable and ignitable materials, explosives, or corrosive materials, and radioactive materials. Hazardous Materials Emergency Response Plan The plan was developed in response to the requirements of Section 303 (a) of the Emergency Planning and Community Right-to-Know Act (Title III) of Superfund Amendments and Reauthorization Act of 1986. It is intended to be a tool for our community’s use in recognizing the risks of a hazardous materials release, in evaluating our preparedness for such an event, and in planning our response and recovery 38 $¤¢¤¬¡¤± þ actions. This plan is separate from the county’s Emergency Operations Plan. Incident Command System A model for disaster response that uses common terminology, modular organization, integrated communications, unified command structure, action planning, manageable span or control, pre-designed facilities, and comprehensive resource management. In ICS there are five functional elements: Command, Operations, Logistics, Planning and Finance/Administration. Incident Commander The individual responsible for the management of all incident operations. Initial Damage Assessment Report A report that provides information regarding overall damage to public and privateproperty, thereby providing a basis for emergency declaration and/or disaster assistance. Integrated Communications Plan This plan coordinates the use of available communications means and establishes frequency assignments for certain functions. Local Emergency The condition declared by the local governing body when, in its judgment, the threat or actual occurrence of a disaster is or threatens to be of sufficient severity and magnitude to warrant coordinated local government action to prevent, or alleviate loss of life, property damage, or hardship. Only the Governor, upon petition of a local governing body, may declare a local emergency arising wholly or substantially out of a resource shortage when he deems the situation to be of sufficient magnitude to warrant coordinated local government action to prevent or alleviate the hardship or suffering threatened or caused thereby. Local Emergency Planning Committee Appointed representatives of local government, private industry, business, environmental groups, and emergency response organizations responsible for ensuring that the hazardous materials planning requirements of the Superfund Amendments and Reauthorization Act of 1986 (SARA Title III) are complied with. Mitigation Activities that actually eliminate or reduce the chance occurrence or the effects of a disaster. Examples of mitigation measures include, but are not limited to, the development of zoning laws and land use ordinances, State building code provisions, regulations and licensing for handling and storage of hazardous materials, and the inspection and enforcement of such ordinances, codes and regulations. Mobile Crisis Unit A field response team staffed and operated by mental health professionals specially trained in crisis intervention. The Mobile Crisis Unit is available to provide on-scene crisis intervention to incident victims and to follow up work with victims and formal Critical Incident Stress Debriefings for service providers after the incident has been brought under control. Mutual Aid Agreement A written agreement between agencies and/or jurisdictions in which they agree to assist one another, upon request, by furnishing personnel and/or equipment in an emergency situation. 39 $¤¢¤¬¡¤± þ National Response Framework Is a guide to how the Nation conducts all-hazard response. It is built upon scalable, flexible and adaptable coordinating structures to align key roles and responsibilities across the nation. National Weather Service The federal agency which provides localized weather informationto the population, and during a weather-related emergency, to state and local emergency management officials. Preparedness The development of plans to ensure the most effective, efficient response to a disaster or emergency. Preparedness activities are designed to help save lives and minimize damage by preparing people to respond appropriately when an emergency is imminent. Preparedness also includes establishing training, exercises and resources necessary to achieve readiness for all hazards, including Weapons of Mass destruction incidents. Presidential Declaration A presidential declaration frees up various sources of assistance from the Federal government based on the nature of the request from the governor. Primary Agency While several County departments will be performing varied and critical tasks during a disaster, in most cases only one agency will be considered the ‘primary agency.’ The primary agency shall be responsible for detailed planning, testing, and evaluation of their respective emergency support function. The Department Director of the primary agency shall serve as the principle advisor to the County Administratorduring the response and recovery phase. In addition, the Department Director or the primaryagency must assure that essential operations of his/her agency will continue, unless otherwise directed by the County Administratoror his/her designee. Regional Information Coordination Center The center facilitates communications and coordination amonglocal, state, and federal government authorities to ensure an effective and timely response to regional emergencies and incidents, including coordination of decision-making regarding events such as closings, early release of employees, evacuation, transportation decisions, health response, etc. Situation Report A form which, when completed at the end of each day of local Emergency Operations Center operations, will provide the County with an official daily summary of the status of an emergency and of the local emergency response. A copy should be submitted to the State EOC via fax or submitted through the Virginia Department of Emergency Management website. Span of Control As defined in the Incident Command System, Span of Control is the number of subordinates one supervisor can manage effectively. Guidelines for the desirable span of control recommend three to seven persons. The optimal number of subordinates is five for one supervisor. State of Emergency The condition declared by the Governor when, in his judgment, a threatened or actual disaster in any part of the State is of sufficient severity and magnitude to warrant disaster assistance by the State to supplement local efforts to prevent or alleviate loss of life and property damage. 40 $¤¢¤¬¡¤± þ Superfund Amendments and Reauthorization Act of 1986 Established Federal regulations for the handling of hazardous materials. Unified Command Shared responsibility for overall incident management as a result of a multi-jurisdictional or multi-agency incident.In the event of conflicting priorities or goals, or where resources are scarce, there must be a clear line of authority for decision-making. Agencies contribute to unified command by determining overall goals and objectives, jointly planning for tactical activities, conducting integrated tactical operations and maximizing the use of all assigned resources. Weapons of Mass Destruction Any explosive, incendiary, or poison gas, bomb, grenade, rocket having a propellant charge of more than 4 ounces, or a missile having an explosive incendiary charge of more than 0.25 ounce, or mine or device similar to the above; poison gas; weapon involving a disease organism; or weapon that is designed to release radiation or radioactivity at a level dangerous to human life. (Source: 18 USC 2332a as referenced in 18 USC 921). 41 $¤¢¤¬¡¤± þ Left blank intentionally 42 $¤¢¤¬¡¤± þ Appendix 2 – List of Acronyms APHIS Animal and Plant Health Inspection Service CERT Community Emergency Response Team CFO Chief Financial Officer CR Community Relations DSCO Deputy State Coordinating Officer DHS Department of Homeland Security DRC Disaster Recovery Center DMME Department of Mines, Minerals, and Energy DRM Disaster Recovery Manager EAS Emergency Alert System EOC Emergency Operations Center ESF Emergency Support Function EPA Environmental Protection Agency ERT-A Emergency Response Team – Advance Element FBI Federal Bureau of Investigation FCO Federal Coordinating Officer FEMA Federal Emergency Management Agency ICS Incident Command System JIC Joint Information Center JFO Joint Field Office MACC Multi-agency Command Center MOA Memorandum of Agreement MOU Memorandum of Understanding NAWASNational Warning System NCR National Capital Region NGO Nongovernmental Organization NIMS National Incident Management System NOAA National Oceanic and Atmospheric Administration NRC Nuclear Regulatory Commission NRP National Response Plan NWS National Weather Service PDA Preliminary Damage Assessment 43 $¤¢¤¬¡¤± þ PIO Public Information Officer POC Point of Contact RACES Radio Amateur Civil Emergency Services SAR Search and Rescue SCC State Corporation Commission SOP Standard Operating Procedures USACEU.S. Army Corps of Engineers USCG U.S. Coast Guard USDA U.S. Department of Agriculture VOAD Voluntary Organizations Active in Disaster WAWASWashington Area Warning System WMD Weapons of Mass Destruction 44 $¤¢¤¬¡¤± þ Appendix 3 – Authorities and References Federal 1.The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended 2.The Homeland Security Act 3.National Response Framework 4.Local and Tribal NIMS Integration: Integrating the National Incident Management System into Local and Tribal Emergency Operations Plans and Standard Operating Procedures, V. 1, Department of Homeland Security State 1.Commonwealth of Virginia EmergencyServices and Disaster Law of 2000, as amended. 2.The Commonwealth of Virginia Emergency Operations Plan, December 2007 Local 1. Frederick County Emergency Operations Plan 2. Department Continuity of Operation Plans: County Administrator Fire & Rescue Regional Adult Detention Center Landfill Shawneeland Sanitary District Public Works Communications Planning & Development Parks & Recreation Inspection Human Resources Department of Geographic Information Systems Finance Department Office of Treasurer Economic Development Commission Commissioner of Revenue Animal Shelter Social Services Data Processing Health Department 45 $¤¢¤¬¡¤± þ Left blank intentionally 46 $¤¢¤¬¡¤± þ Appendix 4 – Matrix of Responsibilities -- Primary responsibility -- Secondary or assist responsibility Direction and Controlooox Emergency Public Informationoxo Law Enforcementox Traffic Controloxx Communicationsoxxxx Warning and Alertingoxxx Fire Responseo Hazardous Materials Responseoxo Search and Rescueox Evacuationooxx Radiological Incident Responseoxox Shelter Operationoxxoo Emergency Medical Transportxoo Mass Feedingxxxox Welfare Servicesox Health Servicesxox Utilities Servicesox Street Maintenancexxo Debris Removalxxxo Damage Assessmentoxxx Resource and Supplyox Economic Stabilizationoxx Medical Servicesxxxo Mortuary Servicesxox 47 $¤¢¤¬¡¤± þ ESF MATRIX FOR COUNTY AGENCIES SUPPORT FUNCTION NUMBER1 2 3 4 5 6 7 8 9 101112131415 EMERGENCY SUPPORT FUNCTION FREDERICK COUNTY DEPARTMENTS ADMINISTRATIONP P P P P AIRPORTAUTHORITYP S S AMERICAN RED CROSSSSS COMMR. OF REVENUES S COUNTY ATTORNEYS DATA PROCESSINGS S S EXTENSION SERVICES S P FIRE & RESCUE DEPT.S S P S S S P S P S S S S HEALTH DEPARTMENTPSSPSSSSSSS INSPECTIONSP S S PARKS & RECREATIONSSS HUMAN RESOURCESS S PLANNINGS P S PUBLIC SAFETY COMM.P S S PUBLIC WORKSS P S S S S REGIONAL JAILS S S SANITATION DEPARTMENTS S S SCHOOL ADMINISTRATIONPSSPS SERVICE AUTHORITYS S SHERIFF’S DEPARTMENTSSSSSPSPSS SOCIAL SERVICESS P S S S S P–Primary Agency: Responsible for management of ESF. S–Support Agency: Responsible for supporting the primary agency. 48 $¤¢¤¬¡¤± þ Appendix 5 – Succession of Authority Continuity of Government is critical to the successful execution of emergency operations. Therefore, the following lines of succession are specified in anticipation of any contingency, which might result in the unavailability of the ranking member of the administrative hierarchy. The decision-making authority for each organization or service function is listed below by position in decreasing order. Organization/Service FunctionAuthority in Line of Succession Board of SupervisorsChairman Vice Chairman Senior Board Member County AdministrationCounty Administrator Assistant County Administrator Deputy County Administrator Emergency ManagementDirector Deputy Director Coordinator Deputy Coordinator FinanceDirector Assistant Director Risk Manager Fire & RescueChief Deputy Chiefs Captains Human ResourcesDirector Benefits Administrator H.R. Generalist Planning & DevelopmentDirector Deputy Director Senior Planner PSCCDirector Supervisor Supervisor Public WorksDirector Deputy Director Building Official SheriffSheriff Major Captain 49 $¤¢¤¬¡¤± þ Left blank intentionally 50 $¤¢¤¬¡¤± þ Appendix 6 – Emergency Operations Plan Distribution List Director of Emergency Management Deputy Director of Emergency Management Coordinator of Emergency Management Deputy Coordinator of Emergency Management Frederick County Fire & Rescue Department Frederick County Volunteer Fire & Rescue Companies (11) Public Utilities (5) SVEC, REC, FCSA, Comcast, Washington Gas Building Official Director, Parks and Recreation Commissioner of the Revenue Director, Social Services County Administration Frederick County Extension Services Frederick County Health Department County Attorney Public Safety Communications Center Frederick County Board of Supervisors (6) Frederick County Public Schools – Administration Office American Red Cross Virginia Department of Transportation Damage Assessment Team Winchester Medical Center Winchester Regional Airport Northwestern Regional Adult Detention Center Lord Fairfax EMS Council Salvation Army Virginia State Police – Kernstown Barracks Landfill Shawneeland Sanitary District Director, Public Works Director, Planning & Development Director, Human Resources Director, GIS Director, Finance Office of the Treasurer Animal Shelter Mayor, Town of Middletown Mayor, Town of Stephens City Virginia Department of Emergency Management 51 $¤¢¤¬¡¤± þ Left blank intentionally 52 $¤¢¤¬¡¤± þ Appendix 7 – Essential Records Court Records The preservation of essential records for the locality is the responsibility of the Frederick County, Clerk of the Circuit Court. All essential records are to be stored in the records vault located in the Office of the Clerk of the Circuit Court. These records include the following: Real Estate Records* Criminal Records Wills Civil Records Chancery Records Marriage Licenses The evacuation of records in the event of an emergency will be accomplished only by approval of the Clerk of the Circuit Court. The loading and transportation ofthese records is the responsibility of the Frederick County Sheriff’s Department. * A microfilm copy of all real estate records for the locality is stored in the Archives, State Library, Richmond, Virginia. Agencies/Organizations Each agency/organization within the structure of local government should establish its own records protection program. Those records deemed essential for continuing government functions should be identified and procedures should be established for their protection, such asduplicate copies in a separate location and/or the use of safe and secure storage facilities. Provisions should be made for the continued operations of automated data processing systems and records. 53 $¤¢¤¬¡¤± þ Left blank intentionally 54 $¤¢¤¬¡¤± þ Appendix 8 - NIMS Resolution Declaration of Adoption National Incident Management System Resolution (#042-05) RE: Adoption of the National Incident Management System – Approved Upon a motion by Supervisor Van Osten, seconded by Supervisor Tyler, the Board approved the Resolution re: Adoption of the National Incident Management System. WHEREAS, the Board of Supervisors of the County of Frederick, Virginia, does herby find as follows: WHEREAS, the President in Homeland Security Directive (HSPD)-5, directed the Secretary of the Department of Homeland Security to develop and administer a National Incident Management System (NIMS), which would provide a consistent nationwide approach for Federal, State, and local governments to work together more effectively and efficiently to prevent, prepare for, respond to and recover from domestic incidents, regardless of causer, size or complexity; WHEREAS, the collective input and guidance from all Federal, State, and local homeland security partners has been, and willcontinue to be, vital to the development, effective implementation and utilization of a comprehensive NIMS; WHEREAS, it is necessary and desirable that all Federal, State, and local emergency agencies and personnel coordinate their efforts to effectively and efficiently provide the highest levels of incident management; WHEREAS, to facilitate the most efficient and effective incident management it is critical that Federal, State, and local organizations utilize standardized terminology, standardized organizational structures, interoperable communications, consolidated action plans, unified command structures, uniform personnel qualification standards, uniform standards for planning, training, and exercising, comprehensive resources management, and designated incident facilities during emergencies or disasters; WHEREAS, the NIMS standardized procedures for managing personnel, communications, facilities and resources will improve the county’s ability to utilize federal funding to enhance local agency readiness, maintain first responder safety, and streamline incident management processes; WHEREAS, the Incident Command System components of NIMS are already an integral part of various county incident management activities, including current emergency management training programs; and WHEREAS, the National Commission on Terrorist Attacks (9-11 Commission) recommended adoption of a standardized Incident Command System. NOW, THEREFORE, BE IT HEREBY PROCLAIMEDby the Board of Supervisors of the County of Frederick, Virginia, that the National Incident Management Systems (NIMS) is established as the County standard for incident management. The above motion was approved by the following recorded vote: Richard C. Shickle Aye Gary W. Dove Aye Bill M. Ewing Aye Gene E. Fisher Aye Gina A. Forrester Aye Lynda J. Tyler Aye Barbara E. Van Osten Aye 55 $¤¢¤¬¡¤± þ Left blank intentionally 56 $¤¢¤¬¡¤± þ Appendix 9 – Resolution of Adoption of EOP Resolution ~ Emergency Operations Plan WHEREAS the Board of Supervisors of Frederick County, Virginia recognizes the need to prepare for, respond to, and recover from natural and manmade disasters; and WHEREAS Frederick County has a responsibility to provide for the safety and wellbeingof its citizens and visitors; and WHEREAS Frederick County has established and appointed a Director, Coordinator and Deputy Coordinatorof Emergency Management. NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of Frederick County Virginia, this Emergency Operations Plan as revised is officially adopted, and IT IS FUTHER RESOLVED AND ORDERED that the Coordinator of Emergency Management, or his/her designee, are tasked and authorized to maintain and revise as necessary this document over the nextfour (4) year period or until such time be ordered to come before this board. _______________________________________ Chairman, County Board of Supervisors ATTEST: _____________________________ Clerk County Board of Supervisors Adopted this ___ day of ____________________ 20___ 57 $¤¢¤¬¡¤± þ Left blank intentionally 58 $¤¢¤¬¡¤± þ Appendix 10 – Sample Declaration of Local Emergency RESOLUTION # _____ DECLARING A LOCAL EMERGENCY IN FREDERICK COUNTY, VIRGINIA WHEREAS , the Board of Supervisors of the County of Frederick does hereby find that: 1.Due to a severe winter storm with expected snow accumulation totals of 30 to 40 inches, the County of Frederick is facing dangerous conditions; 2.Due to a severe winter storm, a condition of extreme peril of life and property necessitates the proclamation of the existence of an emergency; NOW, THEREFORE, IT IS HEREBY PROCLAIMED BY THE Board of Supervisors of the County of Frederick, Virginia that an emergency exists throughout the county, and IT IS FURTHER PROCLAIMED AND ORDERED that due to the above stated circumstances, and after consultation with the Coordinator and Deputy Coordinator(s) of Emergency Management, the Director of Emergency Management declared a local emergency pursuant to Section 44.146.21 of the Code of Virginia on ___________, 20__. This local emergency declaration remained in effect until ___________, 20__ during which time the powers, functions, and duties of the Director of Emergency Management and the Emergency Services Organizations of the County of Frederick shall be those prescribed by state law and the ordinances, resolutions, and approved plan of the County of Frederick in order to mitigate the effects of said emergency. ADOPTED this ____ day of __________, 20__ Upon motion made by Supervisor ______________________, seconded by Supervisor __________________________, the above Resolution was approved by the following recorded vote: Chairman _____ Member _____ Member _____ Member _____ Member _____ Member _____ Member _____ A COPY TESTE: ___________________________________ County Administrator Clerk, Board of Supervisors County of Frederick, Virginia 59 $¤¢¤¬¡¤± þ Left blank intentionally 60 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #1 -TRANSPORTATION PRIMARY AGENCY County Transportation Planner SECONDARY/SUPPORT AGENCIES Law Enforcement Public Schools Public Works Virginia Department of Transportation Airport Authority INTRODUCTION PURPOSE: Emergency Support Function (ESF) #1 – Transportation assists local, federal, and state government entities and voluntary organizations requiring transportation capacity to perform response missions following a disaster or emergency. Emergency Support Function #1 will also serve as a coordination point between response operations and restoration of the transportation infrastructure. SCOPE: Assistance provided by ESF #1 includes, but is not limited to: Coordinating transportation activities and resources during the response phase immediately following an emergency or disaster; Facilitating damage assessments of transportation routes to establish priorities and determine needs of available transportation resources; Prioritization and/or allocation of all government transportation resources; Processing all transportation requests from county agencies and emergency support functions. This ESF will coordinate evacuation transportation as its first priority; and Facilitate movement of the public in coordination with other transportation agencies. POLICIES: Localtransportation planning will use the most effective means of transportation to carry out the necessary duties during an incident; Local transportation planning will recognize State and Federal policies, regulations, and priorities used to control movement of relief personnel, equipment and supplies; To facilitate the prompt deployment of resources, priorities for various incidents are developed and maintained through an interagency process led by local government prior to an incident. Each ESF is responsible for compiling, submitting, and updating information for inclusion in the ESF #1 prioritized shipments. 61 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL: The Emergency Operations Plan provides guidance for managing the use of transportation services and deployment of relief and recovery resources. A disaster may severely damage the transportation infrastructure and interrupt transportation services. Most localized transportation activities will be hampered by lack of usable surface transportation infrastructure. Thedamage to the transportation infrastructure may influence the means and accessibility level for relief services and supplies. Disaster responses, which require usable transportation routes, will be difficult to coordinate effectively during the immediatepost disaster period. Clearing access routes will permit a sustained flow of emergency relief, although localized distribution patterns may be disrupted for a significant period. All government transportation resources not being used for the emergency/disaster will be available for use. All requests for transportation support will be submitted to the Emergency Operations Center for coordination, validation, and/or action in accordance with this Emergency Support Function. ORGANIZATION: The County, in conjunction with the Virginia Department of Transportation, is responsible for coordinating resources needed to restore and maintain transportation routes necessary to protect lives and property during an emergency or disaster. The Department of Transportation will provide a liaison and provide information on road closures, alternate routes, and infrastructure damage, and debris removal, rail and bus transit and restoration activities. The Department of Transportation in conjunction with support agencies will assess the condition of highways, bridges, signals, rail and bus transit and other components of the transportation infrastructure and where appropriate: Close infrastructure determined to be unsafe; Post signing and barricades; and Maintain and restore critical transportation routes, facilities, and services. 62 $¤¢¤¬¡¤± þ ACTIONS ESF #1 will develop, maintain, and update plans and procedures for use during an emergency; The personnel will stay up to date with education and training that is required for a safe and efficient response to an incident; Alert local primary agency representative of possible incident, and begin preparations for mobilization of resources; If necessary, contact State or Federal agencies and alert Secondary Agencies. Assess initial damage and work to decide on the priorities for reconstruction and restoration of critical transportation facilities; Keep record of all expenses, and continue through the duration of the emergency; Prepare appropriate facilities for possible use; Identify a Transportation Officer (Fleet Management) to coordinatetransportation issues, as needed; Locality will communicate and inform the State EOC of actions and intentions; ESF #1 staff coordinates the use of transportation resources to fulfill mission assignments and follow established practices and procedures; and Continue to provide support where needed. RESPONSIBILITIES PRIMARY AGENCY: Staff EOC as required to coordinate activities; Partners with State and Federal departments as well as local industry to assess damage and impact on transportation and infrastructure; Coordinates and implements, response and recovery functions under Primary agency statutory authorities; Assists with determining the most viable transportation networks to, from and within the emergency or disaster area and regulates the use of these transportation networks; and Identifies resource requirements for transportation and coordinates their allocation. Ensures safe and open transportation routes; Maintenance and continued operation of infrastructure in County right-of way including traffic engineering and street maintenance; Assist with providing minimum essential sanitation services; Relocation of essential equipment and supplies; and Provide for a flood plain management program. Monitor/ provide information relative to the IFLOWS program to departments and businesses 63 $¤¢¤¬¡¤± þ EMERGENCY TRANSPORTATION RESOURCES FREDERICK COUNTY PUBLIC SCHOOLS: Bus Garage: 540-678-1868 or contact the Superintendent of Schools 135regular school buses (Approximately 119 radio/cellular-equipped) 18lift-equipped/wheelchair –capable buses of varying sizes (All radio/cellular equipped) Note: set-up/reconfiguration required to vary number of wheelchair bays in each, requiring some lead time 4Supervisor’s vehicles (radio/cellular-equipped) 6Activity vehicles. Base Radio; county frequency, can net with both the EOC and the Frederick County Communications Center. CHURCHES/CIVIC GROUPS/PRIVATE SCHOOLS: Public Information appeal for transportation; query mechanical reliability in order to avoid becoming a liability rather than asset; issue written directions on traffic control point entry pass. Consider, given church knowledge of their own aged and handicapped members in area, coordinating assets and inputs. Assign Vans to smaller, more remote roads, which cannot handle school buses. (Consider check-in/out at traffic control pt) PARKS AND RECREATION VANS Vehicles: 3– Seven passenger vans 1– Thirteen passenger van 1– 24 Passenger Bus PRIVATE TRANSPORTATION COMPANIES Schrock Tour & Charter 540-678-2871 Shuttle Transportation Inc. 540-631-9111 Taylor Charter Service540-888-3963 64 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #2 – COMMUNICATION PRIMARY AGENCY Public Safety Communications SECONDARY/SUPPORT AGENCIES Sheriff’s Department Fire & Rescue Department Local Telephone Service Providers Information Technology Department Amateur Radio INTRODUCTION PURPOSE: The purpose of Emergency Support Function #2 –Communication is to support public safety and other county agencies by maintaining continuity of information and telecommunication equipment and other technical resources. ESF #2 is responsible for keeping the public and county employees informed in regards to an emergency situation, provide guidance when appropriate to help save lives and protect property, and support county agencies with the restoration and reconstruction of telecommunications equipment, computers, and other technical resources. This section describes the locality’s emergency communications/ notification and warning system. The locality will coordinate with the State Emergency Operations Center should outside assistance be required. SCOPE: ESF #2 works to accurately and efficiently transfer information during an incident. This ESF is also responsible for the technology associated with the representation, transfer, interpretation, and processing of data among people, places, and machines. Communication includes transmission, emission, or reception of signs, signals, writing, images, and sounds or intelligence of any natures by wire, radio, optical, or other electromagnetic systems. POLICIES: The Communications Center (ECC) operates 24 hours a day, 7 days a week and serves as the 911 center and the locality warning point; The ECC is accessible to authorized personnel only; Support personnel to assist with communications, designated logistics, and administration will also be designated. The Deputy Director or Coordinator will be available for decision-making as required; and The ECC will initiate notification and warning of appropriate personnel. 65 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL: The Emergency Operations Plan provides guidance for managing emergency communications resources. The County’s Public Safety Communications Center is the point of contact for receipt of all warnings and notification of actual or impending emergencies or disaster. The dispatcher on duty will notify other key personnel, chiefs and department heads as required by the type of report and standard operating procedures (SOP). The Emergency Communications Center (ECC) is accessible to authorized personnel only. The ECC is most often the first point of contact for the general public. Use of all available forms of warning and notification will not provide sufficient warning to the general public and special needs population. The telephone companies will ensure that communications essential to emergency services are maintained. During a major disaster, additional telephone lines may be installed in the Emergency Operations Center (EOC) to coordinate emergency operations. At least one phone with a special publicized number (540-678-3911) will be reserved for “rumor control” to handle citizen inquiries from the EOC. The Coordinator will coordinate with the telephone company to provide these services. Amateur radio operators may provide emergency backup radio communications between the EOC and the State EOC, should normal communications be disrupted. They may also provide communications with some in-field operators. It is important that while communicating, standard plain language and common terminology is used so that multiple agencies are better able to interact and understand each other. Should an evacuation become necessary, warning and evacuation instructions will be put out via radio, TV and the Citizens Alert System. The Public Information Officer will develop and provide public information announcements and publications regarding evacuation procedures to include recommended primary and alternate evacuation routes, designated assembly points for those without transportation, rest areas and service facilities along evacuation routes, if appropriate, as well as potential health hazards associated with the risk. ORGANIZATION: Frederick County emergency communications are heavily dependent on the commercial telephone network. The telephone system is vulnerable to the effects of emergencies and disasters and to possible system overload due to increased usage. Technical failure or damage loss of telecommunications equipment could hamper communications or the ability to communicate with emergency personnel and the public throughout the locality. Mutual aid repeaters in contiguous jurisdictions may not be available or may not be able to provide sufficient coverage or channel loading to compensate for technical failure or damage to telecommunications resources in the locality during an emergency. Amateur radio operators and other nongovernmental volunteer groups used to assist with emergency radio communications support will be under the authority of the Deputy Director of the Coordinator. The amateur radio and other nongovernmental volunteer operators will be required to actively participate in regular training and exercises established by the Office of Emergency Management. ACTIONS 66 $¤¢¤¬¡¤± þ ESF #2 will establish a working arrangement between the local Primary Agency, the local Emergency Operations Center, and local news media; The ECC will initiate notification and warning of appropriate personnel. Landline telephones, voice or data-2 way radio, and wireless telecommunications devices may be utilized to notify public officials, EOC staff, emergency personnel and others, as required; Emergency service vehicles equipped with public address systems may be used to warn the general public; The Coordinator or his/her designee must authorize the use of the Emergency Alert System; and Emergency warning may originate at the federal, state or county level of government. Timely warning requires dissemination to the public by all available means: Emergency Communications Center o Emergency Alert System o Local radio and television stations o NOAA Weather Radio – National Weather Service o Mobile public address system o Telephone o General broadcast over all available radio frequencies o Citizens Alert System o Newspapers o Amateur Radio Volunteers o Cable TV o RESPONSIBILITIES Develop and maintain primary and alternate communications system for contact with local jurisdictions, state agencies, nongovernmental and private sector agencies required for mission support; Ensure the ability to provide continued service as the Public Safety Answering Point (PSAP) for incoming calls; Ensure communication lines and equipment essential to emergency services are maintained by the appropriate vendor; Provide additional staffing in the EOC to assist with communications functions; Develop and maintain an emergency communications program and plan; Provide telephone service providers with a restoration priority list for telephone service prior to and/or following a major disaster; and Maintain records of cost and expenditures and forward them to Finance Section Chief. 67 $¤¢¤¬¡¤± þ TAB 1 TO EMERGENCY SUPPORT FUNCTION #2 EMERGENCY NOTIFICATION PROCEDURES Until the EOC is activated, the Public Safety Communications Center of Frederick County will notify the following officials upon receipt of a severe weather flash flood or tornado watch or warning, or when directed by an on-scene incident commander: Personnel notificationlist are kept in Public Safety Communications Center of Frederick County, the EOC and with the Deputy Emergency Management Coordinator Additional personnel who are to be notified when an immediate evacuation is required or an immediate need for temporary shelter is required. Once operational, the EOC will receive messages directly from the State EOC. It is then the responsibility of the Dispatch Center of Frederick County to monitor message traffic and ensure that messages reach the Deputy Director or his designee. 68 $¤¢¤¬¡¤± þ TAB 2 EMERGENCY SUPPORT FUNCTION #2 AMATEUR RADIO EMERGENCY SERVICE The Amateur Radio Emergency Service (ARES) is an unincorporated association of federally licensed amateur radio operators who have voluntarily offered their qualifications and equipment for communications duty in the public service when disaster strikes, pursuant to Federal Communications Rule 97.1(a). The Frederick County leadership within ARES is exercised by the Emergency Coordinator who appoints Assistant Emergency Coordinators, as necessary, to assist in the administration and operation of ARES throughout the county. The ARES Emergency Coordinator for Frederick County reports to the South Piedmont Emergency Coordinator who, in turn, reports to the Virginia Section Emergency Coordinator. Upon notification by the EOC or other appropriate Frederick County official, the Frederick County ARES Emergency Coordinator will alert his ARES members, task organize his personnel and communications resources, and report immediately to the EOC or other location as directed. Upon reporting to the responsible Frederick County official directing activation, the ARES Emergency Coordinator shall receive tasking from that official until termination of the emergency and ARES members will then assume the authorizations and responsibilities as defined under the FCC rules and regulations. Frederick County ARES members are prepared to provide emergency backup radio communications, sustained by their own emergency backup power, from any location within Frederick County to other local, state and national locations, should the emergency warrant. Emergency backup radio communications provided by Frederick County ARES members include equipment utilizing a widevariety of media and frequencies that are capable of passing voice and/or record traffic, to include data processing, in order to support the telecommunications requirements of the EOC or other local officials. It shall be the responsibility of the Frederick County ARES Emergency Coordinator to ensure that personnel and communications resources assigned to his area remain fully prepared to support any of the functional operations phases delineated in Annex B. He shall keep the EOC fully advised of the state of readiness of ARES in Frederick County. 69 $¤¢¤¬¡¤± þ TAB 3 EMERGENCY SUPPORT FUNCTION #2 WARNING FAN-OUT SYSTEM VCINVDESVERIFIED VIRGINIASTATE DEPT. OFLOCAL CRIMINALEMERGENCYSOURCES SERVICES INFO NETWORK PHONEFROM TELE TYPE BY ANY STATE EOC FROM MEANS STATE POLICE COMMUNICATIONS CENTER PHONE, RADIO PHONE, RADIO PHONE, RADIO PHONE, RADIO PHONE, PHONE OR PAGEROR PAGEROR PAGEROR PAGERRADIO OR PAGER SHERIFFOTHER SUPER-FIRE DEPTS. DIRECTORCOORD- OFINATOR OF EMERGENCY INTENDENTAND EMERGENCYEMERGENCY AND PUBLIC OPERATIONS RESCUE OF SCHOOLS MANAG.MANAG. OFFICIALS SQUADS MOBILE COOPERATE UNITS RADIOEMERGENCYSCHOOLSWITH DISPATCHED STATIONSPERSONNELSHERIFF WITH PUBLIC AND OTHERON ADDRESS TO PUBLICPUBLIC AREAS WITH OFFICIALSADDRESS NO OTHER COVERAGE PUBLICADDRESS GENERAL PUBLIC ADDRESS PUBLIC LOCAL FIXED SIREN RADIO 70 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #3 – PUBLIC WORKS AND ENGINEERING PRIMARY AGENCY County Department of Public Works SECONDARY/SUPPORT AGENCIES Department of Building Inspection Services Department of Planning and Zoning Department of Park and Recreation Public Schools WaterAuthorities Fire and EMS Sheriff’s Department Department of Transportation County Attorney Virginia Department of Transportation Virginia Department of Environmental Quality Service Authorities Commissioner of Revenue INTRODUCTION PURPOSE: Emergency Support Function (ESF) #3 – Public Works and Engineering will assess the overall damage to public and private property. ESF #3 will also conduct necessary inspections to ensure the integrity of buildings, assist with debris removal and ensure that any rebuilding complies with existing zoning and land-use regulations. SCOPE: ESF #3 is structured to provide public works and engineering-related support for the changing requirements of incident management to include preparedness, prevention, response, recovery, and mitigation actions. Activities within the scope of this function include: Conducting pre- and post-incident assessments of public works and infrastructure; Executing emergency contract support for life-saving and life-sustaining services; Providing technical assistance to include engineering expertise, construction management, and contracting and real estate services; and Providing emergency repair of damaged infrastructure and critical facilities. 71 $¤¢¤¬¡¤± þ POLICIES: Personnel will stay up to date with procedure through training and education; The Primary Agency will develop work priorities in conjunction with other agencies when necessary; and Local authorities will obtain required waivers and clearances related to ESF #3 support. CONCEPT OF OPERATIONS GENERAL: In a disaster, buildings and structures may be destroyed or severely damaged. Homes, public buildings, bridges, and other facilities may need to be reinforced or demolished to ensure safety. Public utilities may be damaged and be partially or fully inoperable. Access to the disaster areas may be dependent upon debris clearance and roadway repairs. Debris clearance and emergency road repairs will be given top priority to support immediate lifesaving emergency response activities. Prompt assessment of the disaster area is required to determine critical response times and potential workloads. Early damage assessment must be made rapidly and be general in nature. Following an incident, a multitude of independent damage assessment activities will be conducted by a variety of organizations including the County Damage Assessment Teams, Insurance Companies, Virginia Department of Emergency Management, Utility Companies and Federal Agencies. ORGANIZATION: The Emergency Manager will be responsiblefor deploying damage assessment teams, consolidating damage data and compiling reports. At the Incident Commander’s request, the Damage Assessment Teams’ first priority will be to assess the structural damage. County Damage Assessment Teams will assess damage to the extent of their resources and in their areas of expertise.The Health Department may assist the Department of Public Works with damage assessments related to health hazards that may be caused by the disrupted disposal of sanitary wastes. An Initial Damage Assessment Report will be completed by Coordinator and submitted to the Virginia Department of Emergency Management within 72 hours of the event, outlining the severity of the problems and the determination of need for further assistance. Federal/State supported damage assessment precedes delivery of a Presidential Disaster Declaration and defines the specific needs for a long-term recovery. To minimize threats to public health, the Department of Public Works will serve as liaison with the Virginia Department of Environmental Quality (DEQ) and the County Attorney to secure the necessary emergency environmental waivers and legal clearances that would be needed to dispose of emergency debris and materials form demolition activities. The Department of Public Works will coordinate with DEQ to monitor the disposal of debris materials. The county departments mentioned will inspect all buildings for structural, electrical, gas, plumbing and mechanical damage following a disaster situation. They will ensure that any repairs or rebuilding that occurs following the incident will comply with the county building codes, zoning and land-use regulations and comprehensive plan. 72 $¤¢¤¬¡¤± þ The County Building Official is responsible for determining the state of a building and placing notification on the facility. The building owner retains responsibility for deciding whether to demolish or restore the structure. During the recovery phase the Building Official is responsible for the facilitation of the building permit issuance process and for the review and approval of the site-related and construction plans submitted for the rebuilding/restoration of residential and commercial buildings. ACTIONS Alert personnel to report to the EOC; Review plans; Begin keeping record of expenses and continue for the duration of the emergency; Prepare to make an initial damage assessment; Activate the necessary equipment and resources to address the emergency; and Coordinate response with County, State, Federal departments and agencies. RESPONSIBILITIES Assist in conducting initial damage assessment; Submit initial damage assessment to EOC (ESF#5) Assist in coordinating response and recovery; Prioritize debris removal; Inspect buildings for structural damage; and Ensure all repairs comply with County building codes, zoning, land-use regulations and comprehensive plan. 73 $¤¢¤¬¡¤± þ TAB 1 FOR EMERGENCY SUPPORT FUNCTION #3 BUILDING POSTING GUIDE 1.All buildings within the area, regardless of damage are to be POSTED by the emergency department members at the site. 2.One of the following three posters is to be used A.“SAFE FOR OCCUPANCY” GREEN POSTER No damage to structural elements. No damage to utilities. There is only minor damage to walls or roof affecting weather resistance. Generally 10% or less damage. B.“LIMITED ENTRY” YELLOW POSTER There is structural damage to a portion of the building. The building needs utility or weather resistance repairs. The building may be occupied safely. Generally greater than 10% and less than 50% damage. C.“THIS BUILDING IS UNSAFE” RED POSTER “DANGER KEEP OUT” There is major structural damage. No occupancy is allowed. May or may not need to be demolished. Generally more than 50% damage. 3.If there is immediate danger to life from failure or collapse, the squad leader should inspect and, as appropriate sign or have Building Official sign demolition order to call the appropriate entities to shore- up structure. 74 $¤¢¤¬¡¤± þ TAB 2 FOR EMERGENCY SUPPORT FUNCTION #3 PUBLIC WORKS AND RECREATION ORGANIZATION AND RESOURCES Parks and Recreation Parks and Recreation includes the responsibilities of the following: Building Maintenance Janitorial Services Parks and Recreation Facilities and Grounds Personnel: 37 Vehicles: Cars2 Pick-ups 17 Vans5 3– Seven passenger vans 1– Thirteen passenger van 1– Fifteen passenger van 1- 24 Passenger Bus 2– Dump trucks (Clear Brook & Sherando Maintenance Staff) Public Works Department Public Works Department includes the following: Land Fill Inspections Refuse Collection Re-Cycling Litter Control Shawnee Land Animal Shelter Personnel: 42 Vehicles: Van ...........................................................................................................1 Pick-ups ....................................................................................................18 Four Wheel Drive, Heavy Equipment, and Dump Trucks Signage that may be needed for buildings that have been determined to be safe for occupancy, limited entry or unsafe to enter shall be provided by the Building Department upon such inspections. 75 $¤¢¤¬¡¤± þ Left blank intentionally 76 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #4 – FIRE FIGHTING PRIMARY AGENCY Frederick County Fire & Rescue Department SECONDARY/SUPPORT AGENCIES Virginia Department of Forestry Volunteer Fire & Rescue Companies INTRODUCTION PURPOSE: Emergency Support Function (ESF) #4 – Fire Fighting directs and controls operations regarding fire prevention, fire detection, fire suppression, rescue and hazardous materials incidents; as well as to assist with warning and alerting, communications, evacuation, and other operations as required during an emergency. SCOPE: ESF #4 manages and coordinates fire-fighting activities including the detection and suppression of fires, and provides personnel, equipment, and supplies to support to the agencies involved in the firefighting operations. POLICIES: Priority for all firefighting operations is given to public and fire fighter safety andthen to protecting property (in that order). For efficient and effective fire suppression mutual aid may be required from various local firefighting agencies. This requires the use of the Incident Command System together with compatible equipment and communications. Personnel will stay up to date with procedures through education and training. CONCEPT OF OPERATIONS GENERAL: The Frederick County Fire & Rescue Department is prepared to assume primary operational control in fire prevention strategies, fire suppression, and hazardous material incidents. (See the Hazardous Material Emergency Response Plan.) Fire department personnel who are not otherwise engaged in emergency response operations will assist other local agencies in warning and alerting the public, evacuation, and communications as is necessary and appropriate during an emergency situation. When the Emergency Support Function is activated all requests for firefighting support will, in most 77 $¤¢¤¬¡¤± þ cases, be submitted to the 9-1-1 Center for coordination, validation, and/or action. The Director or his/her designee will determine the need to evacuatelarge areas and will issue orders for evacuation or other protective action as needed. However, the incident commander may order an immediate evacuation prior to requesting or obtaining approval, if in his/her judgment this action is necessary in order to safeguard lives and property. Should an evacuation become necessary the warning and instructions will be communicated through the appropriate means. In addition, the Law Enforcement will use mobile loudspeakers or bullhorns, or go door to door to ensure that all affected residents have received the warning. During an evacuation in which a large number of citizens are sheltered, the County fire & Rescue Department may coordinate the positioning of an onsite EMS basic life support unit to support the shelter operation . ORGANIZATION : A fire representative will be assigned to the EOC in order to coordinate the fire service response. The fire representative will be a part of the EOC staff and will assist with the overall direction and control of emergency operations. The Fire and EMS Departments will implement evacuations and the Sheriff’s Department will assist and provide security for the evacuated area. In the event of a hazardous materials incident, the Incident Commander should implement immediate protective actions to include evacuation as appropriate. The Fire Department has 81paid firefighters and approximately 300 volunteer firefighters in 11 volunteer stations. ACTIONS Develop and maintain plans and procedures to provide fire and rescue services in time of emergency; Document expenses and continue for the duration of the emergency; Check firefighting and communications equipment; Fire Service representatives should report to the County Emergency Operations Center to assist with operations; Fire department personnel may be asked to assist with warning and alerting, evacuating, communications, and emergency medical transport; and Follow established procedures in responding to fires and hazardous materials incidents and in providing rescue services; and Requests mutual aid from neighboring jurisdictions. 78 $¤¢¤¬¡¤± þ RESPONSIBILITIES Fire prevention and suppression; Emergency medical treatment and transport; Hazardous materials incident response and training; Radiological monitoring and decontamination; Assist with evacuation; Search and rescue; Temporary shelter for evacuees at each fire station; Assist in initial warning and alerting; Provide qualified representative to assist in the State EOC; Requests assistance from supporting agencies when needed; Arranges direct liaison with fire chiefs in the area; Implements Mutual Aid. Equipment : 18pumpers 7tankers 9utilities 14 brush trucks (all four-wheel drive) 2Aerial Devices 1search and rescue vehicle 5 ALS support vehicles 22ambulances 4rescue engines 10staff vehicles 2ATV 1Zodiac boat 1Mobile command post 1Raft 1John Boat 79 $¤¢¤¬¡¤± þ Left blank intentionally 80 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #5 – EMERGENCY MANAGEMENT PRIMARY AGENCY Coordinator of Emergency Management / Emergency Management Agencies SECONDARY/SUPPORT AGENCIES Fire & Rescue Sheriff’s Department Department of Information and Technology Department of Planning & Zoning Department of Public Works Red Cross County Attorney County Administrator Finance INTRODUCTION PURPOSE: Emergency Support Function (ESF) #5 – Emergency Management directs, controls, and coordinates emergency operations from the County’s Emergency Operation Center utilizing an incident command system. ESF #5 must ensure the implementation of actions as called for in this plan, coordinate emergency information to the public through ESF #2, and coordinate with the Virginia State Emergency Operation Center should outside assistance be required. SCOPE : ESF #5 serves as the support for all local departments and agencies across the spectrum of incident management from prevention to response and recovery. ESF #5 facilitates information flow in the pre-incident prevention phase in order to place assets on alert or to pre-position assets for quick response. During the post-incident response phase, ESF #5 activities include those functions that are critical to support and facilitate multi-agency planning and coordination. This includes alert and notification, deployment and staffing of emergency response teams, incident action planning, coordination of operations, logistics and material, direction and control, information management, facilitation of requests for assistance, resource acquisition and management (to include allocation and tracking), worker safety and health, facilities management, financial management, and other support as required. 81 $¤¢¤¬¡¤± þ POLICIES: Emergency Support Function #5 provides an overall locality wide multi-agency command system implemented to manage operations during a disaster. The Incident Command System can be used in any size or type of disaster to control response personnel, facilities, and equipment. The Incident Command System principles include use of common terminology, modular organization, integrated communications, unifiedcommand structure, coordinated action planning, a manageable span of control, pre-designated facilities, and comprehensive resource management. ESF #5 staff supports the implementation of mutual aid agreements to ensure seamless resource response. Provides representatives to staff key positions on Emergency Response Teams. Departments and agencies participate in the incident action planning process, which is coordinated by ESF #5. CONCEPT OF OPERATIONS GENERAL : The Coordinator or Deputy Coordinator willassure the development and maintenance of SOPs on the part of each major emergency support service. Generally, each service should maintain current notification rosters, designate and staff an official emergency operations center, designate an EOC representative, establish procedures for reporting appropriate emergency information, develop mutual aid agreements with like services in adjacent localities, and provide ongoing training to maintain emergency response capabilities. Emergency Management officials and agencies assigned responsibilities by this plan should be aware of the hazards that have the greatest potential for a local disaster and are most likely to occur. When an emergency threatens, available time will be used to implement increased readiness measures. The Coordinator or Deputy Coordinator will assure that all actions are completed as scheduled. The Planning Section will produce situation reports, which will be distributed to the EOC staff, on- scene incident command staff, and the VEOC. The staff of the EOC will support short term and long term planning activities. Plans will be short and concise. The EOC staff will record the activities planned and track their progress. The response priorities for the next operational period will be addressed in the Incident Action Plan (IAP). ORGANIZATION: Emergency operations will be directed and controlled from the Emergency Operations Center (EOC). The EOC staff will consist of the Deputy Director, Coordinator, and Deputy Coordinator, and key agency/department leads or their designated representatives. 82 $¤¢¤¬¡¤± þ The succession of authority within these key departments should be available in the EOP or Continuity of Operations Plan (COOP). The list should include information on both elected and designated positions; other positions may be outlined in State or County statues. EOC support personnel to assist with communications, internal logistics, finance, external affairs and administration will also be designated. The Deputy Director will be available for decision-making as required. The Deputy Director is also responsible for coordinating the development and implementation of hazard mitigation plans. The chiefs of regulatory agencies or designees are responsible for enforcing compliance with rules, codes, regulations, and ordinances. The Incident Commander will utilize the Incident Command System. Depending on the nature and scope of the incident it may be handled solely by the Incident Commander, or it may require coordination with the Emergency Operations Center. In major disasters there may be more than one incident command post. The Incident Commander will generally be a representative from the Primary Agency. The regulatory agencies and governing bodies play an important role as they must pass and implement the rules, regulations, codes and ordinances, which would reduce the impact of a disaster. Local government agencies and volunteer emergency response organizations assigned to disaster response duties are responsible for maintaining plans and procedures. These agencies are also responsible for ensuring that they are capable of performing these duties in the time of an emergency. In addition, these agencies are responsible for bringing any areas where new/revised codes, regulations, and ordinances may mitigate a particular hazard to the attention of the County Administratorand the County Board of Supervisors, in coordination with the Coordinator for Emergency Management. The Coordinator will assure the development and maintenance of established procedures on the part of each major emergency support function. Generally, each agency should maintain current notification rosters, designate staffing as appropriate for an official agency operation center, if applicable, designate EOC representatives, establish procedures for reporting appropriate emergency information, and provide ongoing training to maintain emergency response capabilities. The Coordinator will assure that all actions are completed as scheduled. The County Administrator may close facilities, programs, and activities in order that employees who are not designated “emergency service personnel” are not unnecessarily placed in harm’sway. The Coordinator will coordinate training for this emergency support function and conduct exercises involving the EOC. Actions Develop and maintain a capability for emergency operations and reflect it in the Emergency Operations Plan. Make individual assignments of duties and responsibilities to staff the EOC and o implement emergency operations; Maintain a notification roster of EOC personnel and their alternatives; o Establish a system and procedure for notifying EOC personnel; o Identify adequate facilities and resources to conduct emergency operations at the o EOC; Coordinate Emergency Management mutual aid agreements dealing with adjunct o jurisdictions and relief organizations, such as the American Red Cross; Develop plans and procedures for providing timely information and guidance to o the public in time of emergency through ESF #2; 83 $¤¢¤¬¡¤± þ Identify and maintain a list of essential services and facilities, which must continue o to operate and may need to be protected; Test and exercise plans and procedures; and o Conduct community outreach/mitigation programs. o Ensure compatibility between this plan and the emergency plans and procedures of key facilities and private organizations within the County; Develop accounting and record keeping procedures for expenses incurred during an emergency; Define and encourage hazard mitigation activities, which will reduce the probability of the occurrence of disaster and/or reduce its effects; Provide periodic staff briefings as required; Prepare to provide emergency information to the public in coordination with ESF #2; Provide logistical support to on scene emergency response personnel; Maintain essential emergency communications through the established communications network Provide reports and requests for assistance to the Virginia EOC; Compile and initial damage assessment report and send to the Virginia EOC; and Coordinate requests for non-mutual aid assistance. RESPONSIBILITIES Activates and convenes local emergency assets and capabilities; Coordinates with law enforcement and emergency management organizations; Coordinates short and long term planning activities; Maintains continuity of government; Coordinates and supports emergency operations; Submits state required reports and records; Conducts initial warning and alerting; and Provides emergency public information 84 $¤¢¤¬¡¤± þ TAB 1TO EMERGENCY SUPPORT FUNCTION #5 PRIMARY EOC STAFFING Skeletal Staffing Coordinator of Emergency Management Deputy Coordinator of Emergency Management Sheriff or Designated Person Message Clerk Phone Operator Fire & Rescue Chief or Designee Full Staffing Coordinator of Emergency Management – ESF 5 Deputy Coordinator of Emergency Management –ESF 5 Deputy Director of Emergency Management – ESF 5 Sheriff’s Department – ESF 13 Fire & Rescue Chief or Designated Person – ESF 4 Superintendent of Schools or Designated Person – ESF 1 Health Department Representative – ESF 8 Social Services Representative – ESF 6 Red Cross Message Clerks (2) PIO –ESF 15 Public Works Director or Designated Person –ESF 3 General Services or Designated Person – ESF 7 County Attorney Representative – ESF 5 Director of Communications or Designee – ESF 2 Haz-Mat Team Representative – ESF 10 Search & Rescue Representative – ESF 9 Parks & Recreation – ESF 7 Messengers (2) Status Board/Map Assistants (2) Plotter Security Phone Operators (2) Public Information/Rumor Control Public Information Officer Phone Operators Message Clerk Messenger Security 85 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #6 – MASS CARE, HOUSING, HUMAN RESOURCES PRIMARY AGENCY Department of Social Services SECONDARY/SUPPORT AGENCIES Red Cross Public Schools Virginia Voluntary Organizations Active in Disaster (VVOAD) Virginia Department of Health – Local Health Department VA Department of Mental Health, Mental Retardation and Substance Abuse Services Fire & Rescue Department Northwestern Community Services INTRODUCTION PURPOSE: Emergency Support Function (ESF) #6 receives and cares for persons who have been evacuated, either from a high-risk area in anticipation of an emergency or in response to an actual emergency. SCOPE: ESF #6 promotes the delivery of services and the implementation of programs to assist individuals, households, and families impacted by an incident. This includes economic assistance and other services for individuals. ESF #6 includes three primary functions: Mass Care, Housing, and Human Services. Mass Care involves the coordination of non-medicalmass care services to include sheltering of victims, organizing feeding operations, providing emergency first aid at designated sites, collecting and providing information on victims to family members, and coordinating bulk distribution of emergency relief items. Housing involves the provision of assistance for short- and long-term housing needs of victims. Human Services include providing victim related recovery efforts such as counseling, identifying support for persons with special needs, expediting processing of new benefits claims, assisting in collecting crime victim compensation for acts of terrorism, and expediting mail services in affected areas. POLICIES: Potential hazards may require an evacuation. The actual situation will determine the scope of the evacuation and the number of evacuees who will utilize a shelter. 86 $¤¢¤¬¡¤± þ The Coordinator will determine if a shelter is to be opened and will also select the shelter site(s) in coordination with the primary response agency and the agency that is the provider of the site. All government/volunteer/private sector resources will be utilized as necessary. As needed, sheltering, feeding and emergency first aid activities will begin immediately after the incident. Staging of facilities may occur before the incident when the incident is anticipated. Information about persons identified on shelter lists, casualty lists, hospital admission, etc., will be made available to family members to the extent allowable under confidentiality regulations. Efforts will be made to coordinate among agencies providing information to minimize the number of inquiry points for families. CONCEPT OF OPERATIONS GENERAL: In the event of a small-scale evacuation, shelter and care may be provided at the nearest public safety facility, which would include public schools, fire and EMS station or the Salvation Army. Local motels and local churches may also be used to shelter evacuees. In the event of a large-scale evacuation/displacement of residents, or when the Coordinator along with the Incident Commander decides that a larger facility is required, he will advise the Superintendent of Schools and the Department of Social Services. The Superintendent of Schools will then activate one or more of the schools in the county as shelter center(s) and designate a shelter manager to be responsible for operations at the facility. The Department of Social Services will be responsible for registration and record keeping. The American Red Cross will assist with operations at each facility. Evacuees will be advised to bring the following items with them if time and circumstances permit: one change of clothing, special medicines, baby food and supplies if needed, and sleeping bags or blankets. Upon arrival, registration forms will be completed for each family. Records will be maintained on the whereabouts of all evacuees throughout emergency operations. The American Red Cross and the Salvation Army may provide food and clothing, and assist in shelter operations in accordance with Statement of Understanding with the Commonwealth of Virginia. The Department of Social Services will assure thatpersons with disabilities and functionalneeds populations are provided for in time of an emergency. A current roster and a resources list should be maintained. Public information materials should be modified for these populations so that they will be aware of the primary hazards and of mitigation and response actions to be taken. Should crisis-counseling services be required, trained mental health professionals will be provided by local Community Services Boards, in conjunction with the Department of Mental Health, Mental Retardation and Substance Abuses Services (DMHMRSAS). Daily situation reports should be provided to the County Emergency Operations Center (EOC) about the status of evacuees and of operations at the shelter center(s). The Local EOC will then relay information to the Virginia EOC. Adequate records must be maintained for all costs incurred in order to be eligible for post-disaster assistance. 87 $¤¢¤¬¡¤± þ ORGANIZATION: The Department of Social Services assisted by the Superintendent of Schools, and the American Red Cross, is responsible for the reception and care of evacuees. Public school employees may be assigned support tasks. The County Sheriff’s Department or a private security company will provide security. The local health department along with EMS providers will provide first aid and limited medical care service at the shelter center. ACTIONS Identify shelter facilities and implementMOA and other agreements; Develop plans and procedures to transport, receive, and care for an indeterminate number of evacuees; Determine the maximum capacities for each potential shelter; Designate managers and other key staff personnel; Develop plans and procedures to receive and care for persons with disabilities evacuated from residential homes and treatment facilities that operate 24 hours a day, 7 days a week; Develop plans and procedures to receive and care for the animals of the evacuees; Provide mass transportation as required; Provide mass feeding as required; and Document expenses RESPONSIBILITIES Activates support agencies. Coordinates logistical and fiscal activities for ESF #5. Plans and supports meetings with secondary agencies, and ensures all agencies are informed and involved. Coordinates and integrate overall efforts. Provides registration and record keeping. Provides crisis-counseling services as required. Provides emergency welfare for displaced persons. Coordinates release of information for notification of relatives. Provides assistance for special needs population. Assists in provisional medical supplies and services. Provides available resources such as cots and ready to eat meals. 88 $¤¢¤¬¡¤± þ TAB 1 TO EMERGENCY SUPPORT FUNCTION #6 SHELTER CENTER REGISTRATION FORM Comment [EJT1]: Is Fredrick now using the Pheonix registration system? If not verify that this is in use and then remove from plan. Should be part of procedures. This “Disaster Shelter Registration” form (#5972) is the standard form used by all American Red Cross Shelter Centers. It is a four-part form with the back copy made of card stock. Copies are distributed within the Shelter Center for various functions such as family assistance and outside inquiry. This form should be kept on hand locally in ready-to-go Shelter Manager Kits. It is available from the American Red Cross National Office through local chapters. They recommend keeping 150 forms for every 100 expected evacuees. 89 $¤¢¤¬¡¤± þ TAB 2TO EMERGENCY SUPPROT FUNCTION #6 Frederick County, Peacetime Disaster Plan EMERGENCY SHELTER MANAGEMENT PLAN MISSION To receive and care for persons who have been evacuated, either from a high-risk area in anticipation of an emergency or in response to an actual emergency. ORGANIZATION The Department of Social Services, assisted by the Red Cross and the Salvation Army, is responsible for the reception and care of evacuees. During very large evacuations when the use of a public school is deemed necessary as an evacuation site, public school employees will be assigned support tasks. The Sheriff’s Department will provide security. Medical care will be provided by the Health Department. Northwestern Community Health will provide Crisis Intervention. Local rescue squads will provide emergency medical care at the Evacuation Assembly Center as necessary. CONCEPT OF OPERATIONS The provision of Emergency Shelter Services is a coordinated effort between the Department of Social Services, the Red Cross, the Salvation Army, the Frederick County School System and the local fire department/rescue squad units. The nature of the emergency and the anticipated size of the evacuation will determine the sheltering response to be implemented. Small Scale Temporary Evacuation Local fire departments have traditionally functioned as small scale, temporary evacuation sites. Located throughout the County, the fire companies will continue to serve as the “first point of shelter” or gathering place for individuals being evacuated during an emergency. Fire halls cannot accommodate individuals needing on-going shelter. Some individuals will be able to make arrangements for their own sheltering needs (e.g. local motels, etc) directly from the fire hall. Social Workers from the Department of Social Services will be on-call to assist individuals and families in making arrangements to divert their need for on-going shelter. Small Scale Emergency Shelter Salvation Army - 662-4777. The direct line to the shelter for evenings and weekends is 450-1555. In the event that it is determined by the Director that evacuees will need to be sheltered beyond the temporary capacity of the fire halls, care willbe provided by the Salvation Army with the assistance and support of the Department of Social Services and the Red Cross. The Salvation Army will be able to accommodate up to fifty evacuees at their facility located at 300 Ft. Collier Road. Evacuees will be advised to bring the following items with them if time and circumstances permit: one change of clothing, special medicines, baby food and supplies if needed, and sleeping bags or blankets. 90 $¤¢¤¬¡¤± þ Staff and volunteers of the Salvation Army and the Department of Social Services will be trained by the Red Cross in Emergency Shelter Management. The Red Cross will provide cots, blankets and personal care kits for the evacuees. Staff and volunteers of the Salvation Army will be responsible for registration and record keeping. Meals will be provided by the Salvation Army. The cost of food and supplies will be reimbursed by the Red Cross or Frederick County as appropriate. Shelter staff will be provided by the Salvation Army during the initial stage of the emergency shelter and will be supplemented by staff of the Department of Social Services and volunteers from the Red Cross. Support services (snow removal in the parking lot, garbage collection, delivery of necessary additional food and supplies, etc.) will be coordinated by the Director of Social Services or designee working with the Director. If it is determined that nursing services are required, a nurse will be provided by the Winchester/Frederick County Health Department. Should crisis-counseling services be required, mental health professionals will be provided by Northwestern Community Services. Large Scale Emergency Shelter At the point that the need for emergency shelter escalates beyond the capacity of the Salvation Army, the Director may determine that a larger facility is required. The Superintendent of Schools and the Director of Social Services will be notified. The school to be designated as the Evacuation Assembly Center will be determined based on the nature of the emergency. The Superintendent of Schools will assign school administrative staff, kitchen, staff, maintenance personnel and bus transportation personnel to assist with the emergency operations. A staff member of the Department of Social Services will function as Shelter Manager of the designated school. The Director of Social Services or designee will report to the Emergency Operations Center. Staff members of the Department of Social Services and volunteers of the Red Cross will be responsible for registration, record keeping and all sheltering duties. The Red Cross will provide a trained Shelter Manager to assume management of the shelter beyond the first 24 hours of the shelter’s operation. Sheltering of Animals Only service animals are permitted in either the small scaleor large scale sheltering facilities. Upon determination of shelter needs, the CERT will be activated to provide assistance with the Pet Sheltering needs. Winchester/Frederick County in conjunction with the LEPC and the Citizens Corp maintain equipment needed to provide “Pet Sheltering” at Emergency Shelters. Management of the pet sheltering shall be that of the local CERT which may need to be supplemented by employees and volunteers of both the City and County. Other pet animals for which no other alternative can be arranged will be placed at the Frederick County Animal Shelter, 161 Fort Collier Road, Winchester. 91 $¤¢¤¬¡¤± þ Frederick County Management Plan for Large Scale Emergency Shelter At the point that the need for emergency shelter escalates beyond the capacity of the Salvation Army, the Coordinator or Deputy Coordinator may determine that a larger facility is required. The Coordinator/Deputy Coordinator (through ECC) will contact the Red Cross, the Director of the Frederick County Departmentof Social Services and the Assistant Superintendent of the Frederick County School System. The following information is to be communicated by the ECC: 1.Name and location of school to be opened. 2.Nature of the evacuation emergency. 3.Estimated time of arrival of evacuees. Deputy Coordinator of Emergency Management Chester Lauck – 665-5618 clauck@fcva.us Central Dispatch Contact Responsibility is as follows: Red Cross to call Ham Radio Communications Volunteers, Red Cross Volunteers and Red Cross Shelter Manager. Social Services to call agency workers. School to call the Principal; cafeteria staff, custodians and transportation personnel. The Director of Social Services (or designee) will be stationed at the Emergency Operations Center (EOC) throughout the time that the Evacuation Assembly Center is open and functional. The Director will serve as the individual responsible for responding to all needs identified by the Emergency Operations Center. (In the case of a long term emergency requiring sheltering, the Director of Social Services may request assistance from the Red Cross in stationing a volunteer at the EOC.) Emergency Shelter Kits have been placed at the Salvation Army, James Wood Middle School, and at all county high schools. The Principal of each school knows where the Emergency Shelter Kit is stored in his or her school. SHELTER DUTIES AND RESPONSIBILITIES 1. Identification of Shelter Manager The Director of Social Services or designee will designate a Department of Social Services staff member as the Manager of the Emergency Shelter. The Red Cross will provide a trained Shelter Manager to assume management of the shelter beyond the first 24 hours of the shelter's operation. The Shelter Manager will identify himself/herself to the school principal, custodian and cafeteria manager. 92 $¤¢¤¬¡¤± þ 2. Space Designation The Shelter Manger will determine space to be utilized for receiving evacuees, waiting, eating, health clinic, and sleeping, with appropriate consideration for accessibility for people with mobility impairments. A copy of each school’s floor plan is located in that school’s Emergency Shelter Kit. 3. Shelter Identification Workers will put up signs and ensure appropriate doors are unlocked. (Signs are needed at main highway, driveway entrance, building entrance, bathrooms, health clinic and registration). The shelter will be identified as a "Red Cross Emergency Shelter" and the signs will be found in the Emergency Shelter Kit. 4. Set up Shelter Manager's Work Station The Shelter Manager will identify himself/herself to all workers volunteers and school staff and will brief all shelter staff as soon as possible. 5. Outside Traffic Control Workers will direct volunteers and evacuees to correct entrance, parking, etc. Volunteers and evacuees with disabilities will be directed to the designated accessible parking and entrances. 6. Workers/Volunteers Sign In All workers are to be identified by wearing red shelter vests and name badges. Duties will be assigned as workers sign in. Workers/volunteers must sign out if leaving the shelter. 7. Interior Traffic Control One worker will be stationed at the door to direct all workers to Shelter Manager's Work Station and to direct evacuees to registration. Worker will explain to evacuees what to expect. (e.g. "You will be registering yourself and your family; then you will be directed to the shelter activity and/or sleeping areas. We will be serving coffee and juice and, as soon as they are ready, an announcement will be made.") 8. Registration Workers need to set up registration tables and chairs. Pencils, Red Cross Registration Cards and name tags for evacuees will be available to each worker. Registration cards are to be completed by worker. Workers will assist evacuees with disabilities through the registration process as needed. Workers will note any special problems or concerns or health needs and will get full names of children (last names are often different than parents’ names). Once Registration card is completed, the evacuee takes card to the designated worker who will collect the cards, alphabetize cards, tell the evacuee what to expect next and direct the evacuee to the next activity. All evacuees will be given name badges to be worn atall times. 9. Room Set Up 93 $¤¢¤¬¡¤± þ One worker is to be assigned as Lead Worker for Activity/Sleeping arrangements. Worker prepares area for sleeping or resting, gets gym mats from storage and arranges them so that there are areas for single men, single women and families. Worker determines need for additional cots and arranges for chairs to be set up. Red Cross will supply blankets and cots to the shelter. Personal item kits will be provided to evacuees if available. 10. Food Preparation and Clean Up The School Cafeteria Manager or designee will direct all food preparation, serving and clean up with assistance from shelter volunteers and workers. As soon as possible following the opening of the Evacuation Center, coffee, juice and/or a snack will be served. The Cafeteria Manager will work closely with the Shelter Manager to determine meal times, needed supplies, etc. The Cafeteria Manager or designee will keep a record of all food utilized during the sheltering activity. If necessary, a second method of providing food for shelters will be the CFW Regional Jail cafeteria. Food will be prepared as needed and transported to the shelter site. If for any reason the above food preparation plan is not possible, the Director will coordinate with the Red Cross to utilize their food resource agreements. 11. Health Care Shelter health services will be provided by the staff of the Winchester-Frederick County Health Department. The primary contact person for the Health Department is April Jenkins (cell: (540) 247-2754). The Health Department nurses will provide shelter nursing services and will determine the need to transport evacuees to the hospital, if necessary. Fire & Rescue Department may station an Advanced Life Support Ambulance and crew as needed at the shelter. 12. Establishment of Sign-out/Re-entry Procedures A sign-out/re-entry procedure will be established so that an accurate accounting of all persons in the shelter is maintained. 13. Crisis Intervention An area will be established for agency workers to address the immediate mental health/emotional concerns of evacuees. Additional mental health counseling services will be provided through Northwestern Community Services Emergency Services (Phone 667-2658 or 667-0145 nights and weekends). If additional mental health services are needed, the Red Cross has disaster mental health counselors on-call. The Director or Shelter Manager can access these workers through the Red Cross phone number. 14. Group Meeting for Evacuees A printed list of Shelter Rules is located in the Emergency Shelter Kit. Copies of the Shelter Rules must be posted throughout the Shelter. As soon as possible following the registration of evacuees,a meeting will he held for all evacuees to go over the rules of the shelter and to share information known about the disaster or emergency. The following areas will be covered: -No smoking 94 $¤¢¤¬¡¤± þ -No drinking of alcoholic beverages -Location of bathrooms, including those specified as handicapped accessible -Parents are responsible for their children -Rules of pay phones/communication -Individuals are responsible for their own belongings -Acceptable/non-acceptable behaviors -Requirement to sign-out/sign-in when leaving or re-entering shelter -Eating/Food rules -Recreation activities -Call for volunteers from evacuees -Answer questions from evacuees -Emergency evacuation procedures and exits 15. Security/Safety A Security Officer will be provided by the Sheriff’s Department to the Shelter site. Safety/security issues willbe handled by the Sheriff’s Deputy. The Deputy will explain and enforce shelter rules, as needed, and assure fire exits are unlocked. 16. Supplies All supplies are to be ordered through the Red Cross procedures. The worker: -coordinates with Red Cross and the Emergency Operations Center to maintain a listing of supplies needed and supplies used; -works closely with food preparation worker; -orders supplies and arranges for transportation delivery to shelter; -periodically checks restrooms to assure adequate supplies; and -orders clothes for evacuees who have been previously contaminated and arrive at shelter in need of clean clothes. 17. Communication Worker monitors communication between shelter and outside, monitors payphone or other communications by evacuees to outside numbers, works with ham radio operators. Cellular phones and walkie-talkies from the physical education department may be used by Shelter staff. 18. Transportation If unable to get to shelter by their own vehicles, the transportation of workers to and from the shelter will be arranged through the Emergency Operations Center. Workers/Red Cross volunteers may be requested to use agency or Red Cross vehicles to obtain supplies. 19. Recreation Worker arranges for TV/DVD or other recreational items and monitors use of equipment. An Entertainment Box of DVDs, games and cards may be obtained through the Red Cross. 20. Shelter Clean Up All workers will return building to condition prior to shelter usage. 95 $¤¢¤¬¡¤± þ 21. AnimalCare Only Service Animals will be permitted within the shelter. All other animals cannot be cared for in the shelter setting. Arrangements will be made with the Frederick County Animal Shelter located at 161 Fort Collier Road, Winchester, to shelter pet animals, if necessary. Emergency contact is Animal Control at 662-6162. pdated 6/11 Emergency Shelter Management Plan for Large Scale Shelter –Public U 96 $¤¢¤¬¡¤± þ EMERGENCY SHELTER MANAGEMENT When it becomes necessary to establish an Emergency Shelter in the event of a natural or man-made disaster, Virginia State Law designates the Department of Social Services [DSS] as the government agency responsible for operating the shelter. The decision of when to open a shelter, where to open it and how long to remain open is the responsibility of the Deputy Director for Frederick County. When the decision is made to open a shelter, the Deputy Director will contact the DSS Director or designated individual who, in turn, will notify DSS employees. All DSS staff members are responsible for participating in the emergency shelter management. The following criteria excuse an employee from emergency shelter assignment: 1.Personal illness which would prevent employee from functioning during work assignment. 2.Employee is on approved annual leave. Leave must have been approved prior to imminent disaster. 3.Child or relative living in the employee’s home has an acute illness and the employee is the only caretaker. 4.Death of a member of the immediate family. 5.Pregnancy of seven or more months. Only the Director or designated shelter manager can excuse an employee from emergency shelter assignment. Refusal of assignment will be considered a violation of the Code of Conduct. It is recognized that during a disaster, employees may not be able to get to the shelter. In such cases, arrangements will be made to pick the employee up and return him or her home when the assignment is completed. Employees will be provided compensatory time for hours worked at the shelter.If beyond normal working hours, time will accrue from the time the worker leaves his or her residence until the return to residence. If Frederick County has been proclaimed a Disaster Area and Federal/State funds are provided, the employee may be paid in lieu of receiving compensatory time. It is expected that when placed on “Emergency Shelter Alert”, DSS employees will prepare for possible shelter assignment. It is expected that employees will have read the Emergency Shelter Management Plan (followingthis section) and will participate in any shelter training activities as assigned. 97 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #7 – RESOURCE SUPPORT PRIMARY AGENCY County Department of Finance Department of General Services SECONARY/SUPPORT AGENCIES Red Cross Department of Public Works Department of Social Services Virginia Department of Emergency Management County Public Schools Introduction Purpose: Emergency Support Function #7 will identify, procure, inventory, and distribute critical resources, in coordination with other local and state governments, the federal government, private industry, and volunteer organizations, to effectively respond to andrecover from the effects of a disaster. ESF #7 functions with the Logistics Support Annex. SCOPE: ESF #7 provides support for requirements not specifically identified in other ESFs. Resource Support may continue until the disposition of excess and surplus property is completed. The locality will determine what resources are needed and then ESF #7 will collect and distribute those goods by means of a distribution center. Goods that may be needed could include, ice, water, tarps, blankets, clothes, and non-perishable foods. ESF #7 will manage Staging Areas as needed to coordinate the resource influx and status. POLICIES: The initial emergency response will be dependent upon local public and private resources; Adequate local resources do not exist to cope with a catastrophic incident; Identified public and private sector resources will be available when needed for emergency response; Necessary personnel and supplies will be available to support emergency resource response; If local resources are depleted, assistance may be requested through the Virginia Emergency Operations Center (EOC); Local departments and agencies will use their own resources and equipment during incidents and will have control over the management of the resources as needed to respond to the situation; 98 $¤¢¤¬¡¤± þ The Coordinator will initiate the commitment of resources from outside government with operational control being exercised by the on-site commander of the service requiring that resource; and All resource expenditures will be reported and maintained, following proper procedures. CONCEPT OF OPERATIONS GENERAL: The Department of Finance will designate an agency to identify sites and facilities that will be used to receive, process, and distribute equipment, supplies and other properties that will be sent to the disaster area this may be in conjunction with the county GIS department. The necessary equipment, staff, communications, and security support to these facilities and sites will be provided by County, state, federal governments, volunteer organizations, and private security as required. This process must be closely coordinated with state and federal emergency management officials, local governments in the region, and the media. The Department of Finance will designate an agency to be responsible for securing and providing the necessary resource material and expertise in their respective areas, through public as well as private means, to efficiently and effectively perform their duties in the event of an emergency. Resource lists will be developed and maintained that detail the type, location, contact arrangements, and acquisition procedures of the resources identified as being critical. Mutual aid agreements will be developed and maintained with adjacent jurisdictions, private industry, quasi-public groups, and volunteer groups, as appropriate, to facilitate the acquisition of emergency resources and assistance. The County Resource Manager, Deputy Director and Coordinator, in coordination with the County Attorney, Finance Director, and Human Resources Director, will assist county departments in the procurement of the necessary resources, to include the contracting of specialized services and the hiring of additional personnel, to effectively respond to and recover from the emergency at hand. Records of all expenditures relating to the emergency/disaster will be maintained. Potential sites for local and regional resource distribution centers will be identified, if necessary, and strategically located to facilitate recovery efforts. Priorities will be set regarding the allocation and use of available resources. ORGANIZATION : All departments will be responsible for identifying essential resources in their functional area to successfully carry out their mission of mitigating against, responding to, and recovering from the devastating effects of disasters that could occur within their jurisdiction. All departments will coordinate their resource needs with the local finance director and procurement official. The Director of the Social Services Department, assisted by public relief organizations, will be in charge of coordinating the relief effort to meet the immediate needs of the stricken population in terms of food, water, housing, medical, and clothing. (See ESF #6 and #11). 99 $¤¢¤¬¡¤± þ ACTIONS Identify essential resources to carry out mission in each functional area and to support operation of critical facilities during the disaster; Designate local department(s) responsible for resource management; Develop contingency plans in conjunction with ESF#3 to provide emergency lighting, procure and distribute emergency water and provide sewage disposal, if necessary; Identify personnel requirements and training needs to effectively carry out mission; Develop resource lists that detail type, location, contact arrangements, and acquisition procedures for critical resources; Prepare mutual aid agreements with surrounding jurisdictions to augment local resources; Review compatibility of equipment of local departments and surrounding jurisdictions and identify specialized training or knowledge required to operate equipment; Develop SOPs to manage the processing, use, inspection, and return of resources coming into area; Identify actual or potential facilities and ensure they are ready and available to receive, store, and distribute resources (government, private, donated); Develop training/exercises to test plan, and to ensure maximum use of available resources; Coordinate and develop prescript announcements with Public Information Office regarding potential resource issues and instructions (e.g., types of resources required, status of critical reserves, recommended contingency actions, etc.); and Contract with federal and state agencies, as well as private industry for additional resources, equipment, and personnel, if necessary. RESPONSIBILITIES Locates, procures, and issues resources to other agencies to support the emergency response or to promote public safety. Locates and coordinates the use of available space for incident management activities. Coordinates and determines the availability and provision of consumable supplies. 100 $¤¢¤¬¡¤± þ STATE-LEVEL COMMODITY MANAGERS CommodityManager Natural GasState Corporation Commission(804) 371-9611 Division of Energy Regulation Electric PowerState Corporation Commission(804) 371-9611 Division of Energy Regulation Petroleum ProductsDepartment of Emergency Management(804) 674-2400 Solid FuelsDepartment of Emergency Management(804) 674-2400 Potable WaterDepartment of Health(540) 463-7136 (Water Programs) TransportationDepartment of Transportation(804) 367-6549 Health and MedicalDepartment of Health(804) 888-9100 (Emergency Medical Services) FoodDepartment of Agriculture(804) 786-8899 (Consumer Affairs) 101 $¤¢¤¬¡¤± þ MAJOR SUPPLIERS AND USERS OF RESOURCES To monitor the local situation, it is necessary to have a listing of the major suppliers and users of those resources considered to be essential to the health, welfare, and economic well-being of the local citizens. Information obtained from these major suppliers and users will be used to estimate the impact of shortages on the economy and health of the local community. This information should be obtained and then updated at least once a year. Please see Resource Manual. 102 $¤¢¤¬¡¤± þ Communications Facilities: Wireless Services AT&T (770) 701-2521 nTelos 1150 Shenandoah Valley Drive Waynesboro, VA 22980-7590 (540) 946-1853 (800) 262-2200 Sprint PCS 6391 Sprint Pky – KSOPHP0512-5-A300 Overland Park, KS 66251-4300 (913) 794-8484 (800) 927-2199 Verizon Wireless 1 Verizon Place, MC G A3B1REG Alpharetta, GA 30004-8511 (678) 339-4295 Triton PCS (Suncom) 100 Westgate Parkway Richmond, VA 23233 (804) 346-7872 103 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #8 – PUBLIC HEALTH AND MEDICAL SERVICES PRIMARY AGENCY Frederick County Health Department SECONDARY/SUPPORT AGENCIES Department of Social Services Department of Environmental Services Water Authority Community Services Board Sheriff’s Department Red Cross Virginia Department of Environmental Quality Virginia Department of Health Virginia Department of Agriculture and Consumer Services Frederick County Volunteer Fire & Rescue Companies Winchester Medical Center Valley Health System Frederick County Fire & Rescue Department Lord Fairfax Emergency Medical Services Council Northwestern Community Services Veteran Associations INTRODUCTION PURPOSE: Emergency Support Function (ESF) #8 – Health and Medical provides for coordinated medical, public health, mental health, and emergency medical services to save lives during and/or after an emergency and to guide/coordinate a response with local government in addition to state agencies when the emergency exceeds community capabilities. These health and medical needs are to include veterinary and/or animal health issues when appropriate. SCOPE: The scope is an all hazards approach based on the community’s ability to provide medical resources. ESF #8 meets public health and medical needs of victims affected by an incident. Examples of such support can be categorized in the following way: Assessment of public health/medical needs; Public health surveillance; Medical care personnel and medical equipment and supplies; and Detect mental health issues and prevent harmful stress levels in the general public. Environmental Health Monitoring and Response 104 $¤¢¤¬¡¤± þ POLICIES: The County Health Department coordinates all ESF #8 response actions using its own internal policies and procedures. Each ESF #8 organization is responsible for managing its respective response assets after receiving coordinating instructions. The Joint Information Center (JIC) is authorized to release general medical and public health response information to the public after consultation with the Health Department. The County Health Department determines the appropriateness of all requests for public health and medical information. The County Health Department is responsible for consulting with and organizing public health and subject matter experts as needed. CONCEPT OF OPERATIONS GENERAL : During a threatened or actual emergency, the Director of Health or designated representative will direct coordinated health, medical, and rescue services from the Emergency Operations Center (EOC). Coordination will be effected with adjacent jurisdictions as required. Should a disaster substantially overwhelm local medical and rescue resources, support and assistance will be requested from medical institutions and emergency medical service (EMS) providers in neighboring jurisdictions. The crisis augmentation of trained health and medical volunteers may also be appropriate. Essential public health services, such as food and water inspections, will be provided by the Virginia Department of Health,as augmented by state-level resources andmanpower. Public health advisories will be issued only after coordination with the EOC. During an evacuation in which a large number of evacuees are sheltered in the shelter center, local EMS providers will set up and staff an emergency medical aid station in the shelter center and the Sheriff’s Department will provide security. The Health Department will monitor food safety and shelter sanitation upon being notified of the intent to open a shelter in addition to providing disease surveillance and “contact” investigations if warranted. The Northwestern Community Services will provide mental health services. In disasters involving a large number of casualties, the Office of the Chief Medical Examiner (OCME) may request assistance from local funeral directors. The OCME must identify the deceased before they are released to funeral homes. A large building may need to be designated to serve as a temporary morgue. The Virginia Funeral Directors Association will provide equipment, supplies, and manpower as needed for such a localized disaster (See Tab 4). DMORT Teams may be requested as needed. 105 $¤¢¤¬¡¤± þ ORGANIZATION: A fire & rescue department representative will be assigned to the Emergency Operations Center (EOC) in order to coordinate the fire and rescue response. The fire & rescue representative will be a part of the EOC staff and will assist with the overall direction and control of emergency operations. All of the emergency medical service vehicles are dispatched through the County Public Safety Communications Center. The locality is also served by AIR-CARE 4MEDEVAC services operating out of the Warren County Regional Airport(See Tabs 1 and 3). Because of their speed, vertical flight, and minimal landing requirements, MEDEVAC helicopters are able to respond quickly to emergency situations and provide rapid evacuation of seriously injured and, in some cases, critically ill patients to specialty care centers (e.g., trauma centers). Each MEDEVAC helicopter consists of a specialty pilot and crew in addition to the latest life support and communications equipment. There are EMS providers serving the locality, which will provide emergency medical transportation, assist with the evacuation of endangered areas, and assist in land search and rescue operations. Local funeral homes will assist the Health Department and the Chief Medical Examiner’s Office in disasters involving mass casualties. ACTIONS Designate an individual to coordinate medical, public health, and mental health services; Develop and maintain procedures for providing a coordinated response; Maintain a roster of key officials in each medical support area; Establish a working relationship and review emergency roles with the local hospital and emergency medical services providers; Activate the agency emergency response plan; Implement mutual aid agreements as necessary; The Health Department representative will report to the EOC; Coordinate medical, public health, and mental health services; Provide laboratory services to support emergency public health protection measures; Obtain crisis augmentation of health/medical personnel (e.g., physicians, nurse practitioners, laboratory technicians, pharmacists, and other trained volunteers) and supplies as needed; Maintain records and monitor the status of persons injured during the emergency; Assist the Office of Chief Medical Examiner’s in the identification and disposition of the deceased; Consolidate and submit a record of disaster-related expenses incurred by Health Department personnel; and Maintain standards and monitor safety of food and water during an emergency. Provide support to Public Works and Engineering for water and waste water programs. 106 $¤¢¤¬¡¤± þ RESPONSIBILITIES Provide personnel, equipment, supplies and other resources necessary to coordinate plans and programs for public health activities during an incident; Inspect and advise on general food/water handling and sanitation matters; Certify emergency water supplies for human consumption; Establish communications with ESF#5 to report and receive assessments and status information; Coordinate through the Public Information Officer dissemination of disaster related public health information to the public; Provide preventive health services including investigation and prevention of communicable disease; Coordinate with hospitals and other health providers on response to public health needs; Provide investigation, surveillance, and take measures for containments of harmful health effects; Provide coordination of laboratory services; Coordinate with hospital medical control on patient care issues and operations; Coordinate with hospital medical control, area hospitals/receiving facilities, and EMS agencies on the transportation of the sick and injured. Coordinate behavioral health activities among response agencies; Assess behavioral health needs following an incident, considering both the immediate and cumulative stress resulting from the incident; Coordinate through the Public Information Officer the dissemination of public education on critical incident stress and stress management techniques; Coordinate outreach to serve identified behavioral health needs; Coordinate with ESF #6 to identify shelter occupants that may require assistance; Provide water control assistance; Local/Regional hospitals will provide medical care for those injured or ill; Assist in expanding medical and mortuary services to other facilities, if required; Coordinate the distribution of resources from the Strategic National Stockpile and; Identify deceased(Office of Chief Medical Examiner’s) with assistance from County Sheriff’s Department and Virginia State Police. Provide environmental and water quality of response in the context of public health as needed upon request. 107 $¤¢¤¬¡¤± þ TAB 1 TO EMERGENCY SUPPORT FUNCTION #8 EMERGENCY MEDICAL SERVICES RESOURCES County Fire & Rescue Fire and Rescue Stations – 11 Personnel: 300 Volunteers 81 Career Staff Equipment: 22ambulances 9utility vehicles 5 ALS support vehicles 4Rescue Engines Valley Medical Transport Personnel: 22 – ALS Certified 8– EMT Basic 2– Transport Specialists Transport Vehicles: 4– Ambulance 5– Wheelchair Vans 1– Neonatal Ambulance Dispatch Center: 8– Personnel Equipped with an emergency back-up system. 108 $¤¢¤¬¡¤± þ EMERGENCY MEDICAL SERVICES PROVIDERS ProviderLocationNumber of Trucks 109 $¤¢¤¬¡¤± þ TAB 2TO EMERGENCY SUPPORT FUNCTION #8 HEALTH AND MEDICAL RESOURCES Winchester Medical Center 240 Physicians Warren Memorial Hospital 46 Physicians Shenandoah Memorial Hospital Urgent Care Centers Winchester Front Royal VA Medical Center Stephens City Valley Home Care Emergency EMS Agencies and Equipment Private EMS Agencies and Equipment Lord Fairfax Health District 2 Physicians (Health Director and Child Development Clinic Part-time MD) 2 Nurse practitioners 19 Public Health Nurses including the Nurse Manager and Nurse Supervisor 1 Nursing Assistant 1 Bilingual English-Spanish Medical Interpreter 23 Environmental Health Specialists (Including Managers and Supervisor) 110 $¤¢¤¬¡¤± þ TAB 3TO EMERGENCY SUPPORT FUNCTION #8 CRISIS COUNSELING AND EMERGENCY MENTAL HEALTH SERVICES FOR VICTIMS OF DISASTERS MISSION To provide comprehensive counseling and support during crises, evaluation to determine type of service needed, prescribing and monitoring medications, individual-family-group therapy, guidance and advocacy for the client, including referral to other agencies and/or programs. ORGANIZATION Frederick County utilizes Northwestern Community Services, which is a non-profit organization providing mental health, mental retardation, and substance abuse services for the City of Winchester, and the counties of Clarke, Frederick, Shenandoah, Page, and Warren. Agency is licensed by the Department of Behavioral Health and DevelopmentalServices. Staff is professionally trained to provide a wide variety of community based services. CONCEPT OF OPERATIONS Mental Health Services Crisis Intervention Pre-Admission Screening Residential crisis stabilization Community Support and Aftercare Services Case management Chemotherapy Nursing services Residential services Pre-Discharge planning Day Support Services Psycho-Social rehabilitation Community house Sunshine house 111 $¤¢¤¬¡¤± þ Outpatient Services Assessment – Evaluation Individual therapy Family therapy Marital therapy Group therapy Child guidance Parent education Forensic services Prevention Substance Abuse Services Assessment Outpatient education Case management Intensive outpatient program Residential treatment Vocational rehabilitation services Mental Retardation Service Counseling – case management Social – life skill training Information and referral Family support and parent training Respite care Early intervention Day support Residential Concern Hotlines Winchester / Clarke, and Frederick County(540) 667-0145 Page County (540) 743-3733 Shenandoah County(540) 459-4742 Warren County (540) 635-4357 112 $¤¢¤¬¡¤± þ TAB 4TO EMERGENCY SUPPORT FUNCTION #8 VIRGINIA FUNERAL DIRECTORS ASSOCIATION, INC. MORTUARY DISASTER PLAN ORGANIZATION MISSION: To develop an efficient and effective management response system in mass fatality disaster situations to facilitate the preparation, processing, and release of deceased human remains to the next of kin or family representative. CONCEPT OF OPERATIONS: In the event of a mass fatality disaster situation, the State EOC will contact the Office of the Chief Medical Examiner (OCME), who will notify the Virginia Funeral Directors Association (VFDA). Once contacted by the OCME, the VFDA will activate the Mortuary Response Plan and response teams. The VFDA Response Teams will operate under the direction of the District Medical Examiner of the district in which the incidentoccurred. In order to ensure a prompt and professional response, the Virginia Funeral Directors Association maintains a resource manual of needed supplies, equipment, and vehicles. If additional resources are necessary to effectively respond to a disaster, the VFDA Executive Director has emergency purchasing authority up to a specified limit. The VFDA also has a specially equipped disaster trailer to assist the State Medical Examiner’s Office and other funeral directors in the state with disaster field response. ORGANIZATION: The Virginia Funeral Directors Association (VFDA) is responsible for the statewide coordination of the mortuary activities in the state. Each district has a response team comprised of members who have completed training in the VFDA-approved program that qualifies them as certified disaster coordinators. The VFDA response teams will provide support in recovery, evacuation, and identification of the remains. The OCME is by law responsible for the deceased. Virginia is divided into four medical examiner districts that include the Northern Virginia district based in Fairfax, the Western District based in Roanoke, the Central District based in Richmond, and the Tidewater District based in Norfolk. 113 $¤¢¤¬¡¤± þ Left blank intentionally 114 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNTION #9 – URBAN SEARCH AND RESCUE PRIMARY AGENCY Frederick County Sheriff’s Department SECONDARY/SUPPORT AGENCIES Fire & Rescue Department Coordinator of Emergency Management / Emergency Management Team Civil Air Patrol Volunteer Search and Rescue Groups Virginia Department of Emergency Management INTRODUCTION PURPOSE: Emergency Support Function (ESF) #9 – Urban Search and Rescue provides for the coordination and effective use of available resources for urban search and rescue activities to assist people in potential or actual distress. SCOPE: The locality is susceptible to many different natural and technical hazards that may result in the damage or collapse of structures within the county. Search and Rescue must be prepared to respond to emergency events and provide special lifesavingassistance. Their operational activities include locating, extricating, and providing on site medical treatment to victims trapped in collapse structures. In addition to this, people may be lost, missing, disoriented, traumatized, or injured in which case the search and rescue agency must be prepared to respond to these incidents and implement search and rescue tactics to assist those who are, or believed to be, in distress or imminent danger. Predominately, these search operations occur in “open field” situations, such as parks, neighborhoods, or other open terrain . POLICIES: The EOP provides the guidance for managing the acquisition of Search and Rescue resources; All requests for Search and Rescue will be submitted to the EOC for coordination, validation, and/or action in accordance with this ESF; Communications will be established and maintained with ESF #5 – Emergency Management to report and receive assessments andstatus information; Will coordinate with State and Federal agencies when necessary; Personnel will stay up to date with procedures through training and education; and Search and rescue task forces are considered Federal assets under the Robert T. StaffordAct only when requested for a search and rescue for a collapsed structure . 115 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL: The Sheriff’s Department will be responsible for urban search & rescue activities. The Sheriff’s Department will be responsible for ground search and rescue operations during a disaster. The Emergency Medical Services (EMS) providers will also assist with search and rescue operations. ORGANIZATION: The Sheriff’s Departmentwill be the primary agency in any urban search and rescue operation. The local EMS providers, Fire & Rescue department, public works and environmental services will assist when required for structural evaluation of buildings and structures (ESF #3The County Health Department will advise search and rescue medical teams on industrial hygiene issues as they become apparent. The Department of public worksand GIS Services will assist with any equipment, maps, staff, and vehicles. In a secondary role the Frederick County Sheriff’s Department will assist with perimeter security, communications, and assistance as required. The County Fire & Rescue Department as a secondary role will provide medical resources, equipment and expertise. Communications will be established and maintained with ESF #5 – Emergency Management to report and receive assessments and status information . ACTIONS Develop and maintain plans and procedures to implement search and rescue operations in time of emergency; Provide emergency medical treatment and pre-hospital care to the injured; Assist with the warning, evacuation and relocation of citizens during a disaster; The designated representatives should report to the Emergency Operations Center (EOC). When necessary assign duties to all personnel; Follow established procedures in responding to urban search and rescue incidents; and Record disaster related expenses. RESPONSIBILITIES Manages search and rescue task force deployment to, employment in, and redeployment from the affected area; Coordinates logistical support for search and rescue during field operations; Develops policies and procedures for effective use and coordination of search and rescue; Provides status reports on search and rescue operations throughout the affected area; and Request further assistance from the Virginia Department of Emergency Management for additional resources. 116 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #10 – OIL AND HAZARDOUS MATERIALS PRIMARY AGENCY Winchester Frederick County Regional Hazardous Materials Team SECONDARY/SUPPORT AGENCIES Virginia Department of Emergency Management Virginia Department of Environmental Quality Frederick County Health Department Frederick County Sheriff’s Department Frederick County Fire & Rescue Department Frederick County Volunteer Fire & Rescue Companies INTRODUCTION PURPOSE: This section provides information for response to hazardous materials incident and assists the Local Emergency Planning Committee (LEPC) in meeting its requirements under the Emergency Planning and Community Right to Know Act - SARA Title III. SCOPE: The threat of an incident involving hazardous materials has escalated due to the increase in everyday use and transportation of chemicals by the various segments of our population. Hazardous Materials incidents may occur without warning and require immediate response. Hazardous materials may be released into the environment from a variety of sources including, but not limited to: Fixed facilities that produces, generate, use, store, or dispose of hazardous materials; Transportation accidents, including rail, aircraft, and waterways; and Abandoned hazardous waste sites; and Terrorism incidents involving Weapons of Mass Destruction. Evacuation or sheltering in place may be required to protect portions of the locality. If contamination occurs, victims may require special medical treatment. The release of hazardous materials may have short and/or long health, environmental and economic effects depending upon the type of product. 117 $¤¢¤¬¡¤± þ POLICIES: Personnel will be properly trained; Fixed Facilities will report annually under SARA Title III; Incident Commander will assume primary operational control of all hazardous materials incidents; Determine the need to evacuate or shelter in place; Mutual aid agreements will be implemented; and Establish communications withESF #5 and ESF #15. CONCEPT OF OPERATIONS GENERAL : The EOP and the Hazardous Materials Response Plan provide the guidance for managing hazardous materials incidents. All requests for hazardous materials support will be submitted to the EOC for coordination, validation, and/or action in accordance with this ESF. ORGANIZATION : The Superfund Amendments and Reauthorization Act of 1986 (SARA Title III) requires the development of detailed procedures for identifying facilities with extremely hazardous materials and for assuring an adequate emergency response capability by these facilities and by local emergency services. A separately published Hazardous Material Emergency Response Plan has been developed for the locality. This plan is considered to be a part of the locality’s Emergency Operations Plan (EOP). The Incident Commander or designee will assume primary operational control of all hazardous materials incidents. Mutual aid agreements will be implemented should the incident demand greater resources than are immediately available. The Virginia Department of Emergency Management’s (VDEM) Regional Hazardous Materials Officer and Hazardous Materials Response Team may be requested through the Virginia Emergency Operations Center. The Deputy Director, in conjunction with the Coordinator and VDEM Regional Hazardous Materials Officer, will determine the need to evacuate a large area. Evacuation orders or other protective actions will be issued as needed. However, the on-scene commander may order an immediate evacuation prior to requesting or obtaining approval, if this action is necessary to protect life and property. Frederick County Fire & Rescue and the Sheriff’s Department will coordinate the evacuation of the area. The Frederick County Sheriff’s Office is responsible for providing security for the evacuated area. Should an evacuation become necessary, warning and directions for evacuation and/or protect in place will be disseminated via all appropriate means. Responding agencies will use mobile loudspeakers, bull horns and/or go door-to-door to ensure that residents in the threatened area have received evacuation warning. 118 $¤¢¤¬¡¤± þ ACTIONS Respond to the incident; Assess the situation; Determine the need for immediate evacuation or sheltering in place; Coordinate with the EOC; Request assistance through the VEOC; and Implement Mutual Aid agreements. RESPONSIBILITIES Develop and maintain the Hazardous Materials Emergency Response Plan; Develop procedures aimed at minimizing the impact of an unplanned release of a hazardous material to protect life and property; Conduct training for personnel in hazardous materials response and mitigation; Follow established procedures in responding to hazardous materials incidents; Provide technical information; Coordinate control/mitigation efforts with other local, state, and federal agencies; and Record expenses 119 $¤¢¤¬¡¤± þ Left blank intentionally 120 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #11 – AGRICULTURE AND NATURAL RESOURCES PRIMARY AGENCY Frederick County ExtensionService, Extension Agent SECONDARY/SUPPORT AGENCIES Frederick County Health Department Virginia Department of Social Services Red Cross Local/Regional Food Banks Virginia Voluntary Organizations Active in Disaster (VVOAD) Virginia Department of Agriculture and Consumer Services INTRODUCTION PURPOSE : Emergency Support Function #11 – Agriculture and Natural Resources works to address the provision of nutrition assistance; control and eradication of an outbreak of a highly contagious or economically devastating animal/zoonotic disease, highly infective plant disease, or economically devastating plant pest infestation; assurance of food safety and security; and protection of cultural resources and historic property resources during an incident. SCOPE Identify food assistance needs; Obtain appropriate food supplies; Arrange for transportation of food supplies to the designated area; Implement an integrated response to an outbreak of highly contagious or economically devastating animal disease, infective exotic plant disease or an economically devastating plant pest infestation; Coordinate with Frederick County Public Health Department and Medical Services to ensure that animal/veterinary/and wildlife issues are supported; Inspect and verify food safety in distribution and retail sites; Conduct food borne disease surveillance and field investigations; Coordinate appropriate response actions to conserve, rehabilitate, recover, and restore natural, cultural, and historic properties resources. 121 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL The Frederick County Extension Service will assume the coordinator’s role of this ESF. The coordinator will organize staff based on the four functional areas. It organizes and coordinates resources and capabilities to facilitate the delivery of services, assistance, and expertise. ESF #11 provides for an integrated response to an outbreak of highly contagious or economically devastating animal/zoonotic disease, exotic plant disease, or economically devastating plant or pest infestation. ESF #11 also ensures the safety and security of the commercial supply of food (meat, poultry and egg products) following an incident. ESF #11 identifies, secures and arranges for the transportation of food to areas. ORGANIZATION The coordination depends on what kind of assistance is required at the time. When an incident requires assistance from more than one of the functions, the Extension Service provides overall directions. Once the ESF is activated the coordinator will contactappropriate support agencies to assess the situation and determine appropriate actions. The locality will activate the Emergency Operations Center (EOC). A local emergency may need to be declared to initiate response activities. For food supply safety and security, the Virginia Department of Agriculture and Consumer Services and the County Health Department coordinate the field response. 122 $¤¢¤¬¡¤± þ ACTIONS Determine the critical needs of the affected population; Catalog available resources and locate these resources; Ensure food is fit for consumption; Coordinate shipment of food to staging areas; Work to obtain critical food supplies that are unavailable from existing inventories; Identify animal and plant disease outbreaks; and Provide inspection, fumigation, disinfection, sanitation, pest termination and destruction of animals or articles found to be contaminated or infected. RESPONSIBILITIES Provides guidance to unaffected areas as to precautions that may be taken to ensure animal and plant health; Ensure proper handling and packing of any samples and shipments to the appropriate research laboratory; Provides information and recommendations to the County Health Department for outbreak incidents; Assigns veterinary personnel to assist in delivering animal health care and performing preventative medicine activities; Conduct subsequent investigations jointly with other law enforcement agencies; Asses the operating status of inspected meat, poultry and egg product processing, distribution, import and retail facilities in the affected area; Evaluate the adequacy of inspectors, program investigators and laboratory services relative to the incident; Establish logistical links with organizations involved in long-term congregate meal service; Establish need for replacement food products . 123 $¤¢¤¬¡¤± þ Left blank intentionally 124 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #12 – ENERGY PRIMARY, SECONDARY AND SUPPORT AGENCIES State Corporation Commission Department of Mines, Minerals, and Energy Shenandoah Valley Electric Cooperative/Rappahannock Electric Cooperative Shenandoah Gas / Washington Gas INTRODUCTION PURPOSE : Describe procedures to restore the public utility systems critical to saving lives; protecting health, safety and property, and to enable ESFs to respond. SCOPE: ESF #12 will collect, evaluate, and share information on energy system damage. It will also estimate the impact of energy system outages within the affected area. According to the National Response Plan the term “energy” includes producing, refining, transporting, generating, transmitting, conserving, building, distributing, and maintaining energy systems. Additionally, ESF #12 will provide information concerning the energy restoration process such as projected schedules, percent completion of restoration, and other information as appropriate. POLICIES : Will work to provide fuel, power, and other essential resources to the locality; Will work with utility providers to set priorities for allocating commodities; Personnel will stay up to date with procedures through education and training; Restoration of normal operations at critical facilities will be a priority; and Maintain a list of critical facilities and continuously monitor those to identify vulnerabilities. 125 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL : The supply of electric power to customers may be cut off due to either generation capacity shortages and/or transmission/distribution limitations. Generation capacity shortfalls are more likely to result from extreme hot weather conditions or disruptions to generation facilities. Other energy shortages, such as interruptions in the supply of natural gas or other petroleum products for transportation and industrial uses, may result from extreme weather, strikes, international embargoes, disruption of pipeline systems, or terrorism. The suddenness and devastation of a catastrophic disaster or other significant event can sever key energy lifelines, constraining supply in impacted areas, or in areas with supply links to impacted areas, and can also affect transportation, communications, and other lifelines needed for public health and safety. There may be widespread and prolonged electric power failures. Without electric power, communications will be interrupted, traffic signals will not operate, and surface movement will become grid locked. Such outages may impact public health and safety services, and the movement of petroleum products from transportation and emergency power generation. Thus, a major, prolonged energy systems failure could be very costly and disruptive. ORGANIZATION : In the wake of such a major disaster, the Frederick County Emergency Operations Center (EOC) will be assisted by state-level assets to help in the emergency efforts to provide fuel and power and other essential resources as needed. The priorities for allocation of these assets will be to: Provide for the health and safety of individuals and families affected by the event; Provide sufficient fuel supplies to local agencies, emergency response organizations, and service stations in critical areas; Help energy suppliers obtain information, equipment, specialized labor, fuel, and transportation to repair or restore energy systems; Recommend / comply with local and state actions to conserve fuel, if needed; Coordinate with local, state, and federal agencies in providing energy emergency information, education, and conservation guidance to the public; Coordinate information with local, state, and federal officials and energy suppliers about available energy supply recovery assistance; The Emergency Operations Center (EOC) will send requests to the State EOC for fuel and power assistance. Additional supporting information such as key contacts, recommend conservation measures, and pre- scripted press releases, can be found in the “Electric Power and Natural Gas Energy Emergency Handbook,” maintained by the State Corporation Commission (SCC),and in the “Petroleum and Solid Fuels Energy Emergency Handbook,” maintained by the Department of Mines, Minerals, and Energy (DMME). 126 $¤¢¤¬¡¤± þ The private sector will be relied upon to manage independently until it can no longer do so, or until the health, safety, and welfare of citizens are at risk. The industries will be expected to establish their own emergency plans and procedures and to implement them through their own proprietary systems. The State Corporation Commission (SCC) is the designated commodity manager for natural gas and electric power. The Virginia Department of Mines, Minerals and Energy (DMME) is the commodity manager for petroleum products and for solid fuels. Following a catastrophic disaster, the Virginia Emergency Operations Center (VEOC), with staff support from SCC and DMME, will coordinate the provision of emergency power and fuel to affected jurisdictions to support immediate response operations. They will work closely with federal energy officials (ESF 12), other Commonwealth support agencies, and energy suppliers and distributors. The locality will identify the providers for each of their energy resources. ACTIONS Identify, quantify, and prioritize the minimum essential supply of fuel and resources required to ensure continued operation of critical facilities such as public utilities and schools; Monitor the status of all essential resources to anticipate shortages; Maintain liaison with fuel distributors and local utility representatives; Implement local conservation measures; Keep the public informed; Implement procedures for determining need and for the distribution of aid; Allocate available resources to assure maintenance of essential services; Consider declaring a local emergency; and Document expenses RESPONSIBILITIES Review plans and procedures. Review procedures for providing lodging and care for displaced persons (see ESF #6); In the event of a fuel shortage, establish procedure for local fuel suppliers/distributors to serve customers referred to them by local government; Keep the public informed and aware of the extent of the shortage, the need to conserve the resource in short supply, and the location and availability of emergency assistance; Provide emergency assistance to individuals as required; Enforce state and local government conservation programs; and Identifies resources needed to restore energy systems. 127 $¤¢¤¬¡¤± þ Left blank intentionally 128 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #13 – PUBLIC SAFETY AND SECURITY PRIMARY AGENCY Frederick County Sheriff’s Department SECONDARY/SUPPORT AGENCIES Frederick County Fire & Rescue Department Virginia State Police Virginia Department of Transportation INTRODUCTION PURPOSE : Emergency Support Function (ESF) #13 – Public Safety and Security is to maintain law and order, to provide public warning, to provide for the security of critical families and supplies, to provide a “safe scene” for the duration of a traffic disruptive incident, to effect the evacuation of threatened areas, to provide access control to evacuated areas or critical facilities, to assist with search and rescue operations, and to assist with identification of the dead. SCOPE: ESF #13 is designed to respond during a time of emergency using existing procedures. These procedures are in the form of department directives that cover all types of natural disasters, technological hazards, and acts of terrorism; incidents include flooding, hazardous materials spills, transportation accidents, search and rescue operations, traffic control, and evacuations. In the event of a state or federally declared disaster, the Governor can provide National Guard personnel and equipment to support local law enforcement operations. POLICIES : Frederick County Sheriff’s Department will retain operational control; The Incident Commander will determine the need for security at the scene; Sheriff’s Department in coordination with the Coordinator will identify areas of potential evacuation; The concentration of large numbers of people in shelters during an evacuation may necessitate law enforcement presence to maintain orderly conduct; and Sheriff’s Department will be needed in evacuated areas to prevent looting andprotect property. 129 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL Existing procedures in the form of department directives provide the basis for a law enforcement response in time of emergency. The mission of the Public Safety and Security function is to maintain law and order, protect life and property, provide traffic control and law enforcement support, guard essential facilities/supplies and coordinate mutual aid. The Public Safety Communications Center is the point of contact for the receipt of all warnings and notification of actual or impending emergencies or disasters. A hazard or potential hazard situation could justify the need for evacuation for a short period of a few hours to several days or weeks, depending on the hazard and its severity. In order to limit access to the hazard area, various personnel and devices will be required, such as the following: Personnel to direct traffic and staff control points; Signs to control or restrict traffic; Two-way radios to communicate to personnel within and outsidethe secured area; Control point(s); Adjacent highway markers indicating closure of area; Markers on surface roads leading into the secured areas; Patrols within and outside the secured areas; and Established pass system for entry and exit of secured areas. The Virginia Department of Transportation Residency Shop has general responsibility for signing and marking. ORGANIZATION The Frederick County Sheriff’s Department will utilize their normal communications networks during disasters. The Emergency Manger, in coordination with local law enforcement and the fire departments, should delineate areas that may need to be evacuated. The Sheriff’s Department will set up control points and roadblocks to expedite traffic to reception centers or shelters and prevent reentry of evacuated areas. They will also provide traffic control and security at damaged public property, shelter facilities and donations/distribution centers. Should an evacuation become necessary, warning and evacuation instructions will be put out via radio and television. Also local law enforcement and fire departments will use mobile loudspeakers to ensure that all residents in the threatened areas have received the evacuation warning. 130 $¤¢¤¬¡¤± þ ACTIONS Identify essential facilities and develop procedures to provide for their security and continue operation in the time of an emergency; Maintain police intelligence capability to alert government agencies and the public to potential threats; Develop procedures and provide training for the search and rescue and rescue of missing persons; Develop strategies to effectively address special emergency situation that may require distinct law enforcement procedures, such as civil disorders, hostage taking, weapons of mass destruction, terrorist situations, and bomb threats/detonations; Test primary communications systems and arrange for alternate systems, if necessary; Assist with the implementation of the evacuation procedures for the threatened areas, if necessary; Provide traffic and crowd control as required; Implement existing mutual aid agreements with other jurisdictions, if necessary; and Document expenses. RESPONSIBILITIES Law enforcement; Crowd control; Manages preparedness activities; Conducts evaluation of operational readiness; Resolves conflicting demands for public safety and security resources; Coordinates backup support from other areas; Initial warning and alerting; Security of emergency site, evacuated areas, shelter areas, vital facilities and supplies; Traffic control; Evacuation and access control of threatened areas; and Assist the Health Department with identification of the dead. 131 $¤¢¤¬¡¤± þ TAB 1 TO EMERGENCY SUPPORT FUNCTION #13 LAW ENFORCEMENT RESOURCES County Sheriff’s Office Personnel: 108 – Deputies Vehicles: 89 – Radio equipped vehicles 5– Four-wheel drive Middletown Police Department Personnel: 3– Police Officers2– Part-time1– Reserve Vehicles:5- Radio equipped vehicles Stephens City Police Department Personnel: 3 Police Officers Vehicles: 3Radio equipped vehicles 1 Four-wheel drive (available, but not part of PD fleet) 132 $¤¢¤¬¡¤± þ TAB 2TO EMERGENCY SUPPORT FUNCTION #13 WAIVER OF LIABILITY (TO BE SIGNED AND RETURNED WITH APPLICATION FORM) I, the undersigned, hereby understand and agree to the requirements stated in the application form and in the safety regulations and do further understand that I am entering a (high) hazard area with full knowledge that I do so at my own risk and I do hereby release and discharge the federal government, the Commonwealth of Virginia and all its political subdivisions, their officers, agents and employees from all liability for any damages or losses incurred while within the Closed Area. I understand that the entry permit is conditioned upon this waiver. I understand that no public agency shall have any duty to attempt any search and rescue efforts on my behalf while I am in the Closed or Restricted Area. Signatures of applicant and members of his field partyDate Print full name first, then sign. I have read and understand the above waiver of liability. I have read and understand the above waiver of liability. I have read and understand the above waiver of liability. I have read and understand the above waiver of liability. I have read and understand the above waiver of liability. I have read and understand the above waiver of liability. 133 $¤¢¤¬¡¤± þ Left blank intentionally 134 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #14 – LONG TERM COMMUNITY RECOVERY AND MITIGATION PRIMARY AGENCY Frederick County Department of Planning & Zoning SECONDARY/SUPPORT AGENCIES Virginia Department of Housing and Community Development Virginia Department of Health Red Cross Local Disaster Recovery Task Force Virginia Voluntary Organizations Active in Disaster (VVOAD) Winchester-Frederick County Economic Development Commission Frederick County Office of Finance Frederick County Inspections Department INTRODUCTION PURPOSE : Emergency Support Function (ESF) #14 – Long Term Community Recovery and Mitigation develops a comprehensive and coordinated recovery process that will bring about the prompt and orderly restoration of community facilities and services, infrastructure, and economic base, while, providing for the health, welfare and safety of the population. SCOPE: ESF #14 support may vary depending on the magnitude and type of incident and the potential for long term and severe consequences. ESF #14 will address significant long-term impacts in the affected area on housing, business, and employment, community infrastructure, and social services. POLICIES : Long term community recovery and mitigation efforts are forward looking and market based, focusing on permanent restoration of infrastructure, housing and the local economy, with attention to mitigation of future impacts of a similar nature when feasible; Use the post-incident environment as an opportunity to measure the effectiveness of previous community recovery and mitigation efforts; Facilitates the application of loss reduction building science expertise to the rebuilding of critical infrastructure; and Personnel will stay up to date with policies and procedures through training and education. 135 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL: The recovery phase is characterized by two components: the emergency response phase which deals primarily with lifesaving and emergency relief efforts (i.e., emergency food, medical, shelter, and security services); and the broader recovery and reconstruction component which deals with more permanent and long-term redevelopment issues. Although all county departments are involved in both components, the emphasis and focus changes among departments as they shift from one component to the other. In the emergency response and relief recovery component, the primary local departments involved include fire and rescue, law enforcement, health, social services, education and public works departments; whereas in the recovery and reconstruction component, the emphasis shifts to local departments dealing with housing and redevelopment, public works, economic development, land use, zoning, and government financing. The two components will be occurring simultaneously with the emergency relief component taking precedence in the initial stages of recovery, and the recovery and reconstruction component receiving greater attention as the recovery process matures. The Office of Emergency Management will be the lead coordinating department in the life-saving and emergency relief component of the recovery process and the county administration will take the coordinating lead during the reconstruction phase. The recovery analysis process is comprised of the following phases: reentry, needs assessment, damage assessment, the formulation of short- and long-term priorities within the context of basic needs and available resources, and the identification and implementation of appropriate restoration and development strategies to fulfill priorities established, as well as bring about an effective recovery program. The damage assessment process for the locality is described in the Damage Assessment Support Annex of the EOP. Team leaders for the Damage Assessment Teams have been identified and the necessary forms included within this support annex. Although damage assessment is primarily a Frederick County responsibility, assistance is provided by state and federal agencies, as well as private industry that have expertise in specific functional area such as transportation, agriculture, forestry, water quality, housing, etc. The process to request and receive federal assistance will be the same as all other natural or man-made disasters. The Virginia Department of Emergency Management will be the coordinating state agency in the recovery process, and FEMA will be the coordinating federal agency. Utilizing the preliminary damage assessment information collected, short-term and long-term priorities are established and recovery strategies developed in coordination with other state agencies, local governments, the federal government, and private industry. Short-term recovery strategies would include: Emergency Services Communications networks; Transportation networks and services; Potable water systems; Sewer systems; Oil and natural gas networks; 136 $¤¢¤¬¡¤± þ Electrical power systems; Initial damage assessment; Emergency debris removal; Security of evacuated or destroyed area; and Establishing a disaster recovery center and joint field office. Long-term strategies would strive to restore and reconstruct the post-disaster environment to pre-existing conditions. Federal and state agencies will provide technical assistance to localities in the long-term planning and redevelopment process. Economic aid will be provided to assist localities and states in rebuilding their economic base, replacing and restoring their housing inventory, and ensuring that all construction and development complies with building codes and plans. Regional cooperation and coordination will be stressed and promoted at all levels of government in order to achieve the priorities established and facilitate recovery efforts. The locality will develop strategies in coordination with regional local governments and Economic Planning Councils. Federal and state catastrophic disaster plans will support this effort. Items or actions to be focused on in this phase include: Completion of the damage assessment; Completion of the debris removal; Repairing/rebuilding the transportation system; Repairing/rebuilding of private homes and businesses; and Hazard Mitigation projects. ORGANIZATION : The Deputy Director will direct response, recovery, and reconstruction efforts in the disaster impacted areas of the locality, in coordination with the Coordinator, all local departments, and the appropriate state and federal agencies. A Presidential Declaration of Disaster will initiate the following series of events: Federal Coordinating Officer will be appointed by the President to coordinate the federal efforts; State Coordinating Officer will be appointed by the Governor to coordinate state efforts; A Joint Field Office (JFO) will be established within the state (central to the damaged area) from which the disaster assistance programs will be coordinated; and A Disaster Recovery Center (DRC) will be established in the affected areas to accommodate persons needing individual assistance after they have registered with FEMA. A Presidential Declaration of Disaster may authorize two basic types of disaster relief assistance: Individual Assistance – Supplementary Federal Assistance provided under the Stafford Act to individuals and families adversely affected by a major disaster or emergency. Such assistance may be provided directly by the Federal government or through State or local governments or disaster relief organizations. Public Assistance – Supplementary Federal Assistance provided under the Stafford Act to State and Local governments or certain private, non-profit organizations other than assistance for the direct benefit of families and individuals. As potential applicants for Public Assistance, local governments and private nongovernmental agencies must thoroughly document disaster-related expenses from the onset of an incident. Mitigation has become increasingly important to local officials who must bear the agony of loss of life and property when disaster strikes. The County Deputy Director will take the lead in determining 137 $¤¢¤¬¡¤± þ mitigation projects needed following a disaster and make applications for available mitigation grants. ACTIONS In cooperation with other ESFs, as appropriate, use hazard predictive modeling and loss estimation methodology to ascertain vulnerable critical facilities as a basis for identifying recovery priorities; Gather information to assess the scope and magnitude of the social and economic impacts on the affected region; Coordinate and conduct recovery operations; Conduct initial damage assessment; Coordinate early resolution of issues and delivery of assistance to minimize delays for recipients; Coordinate assessment of accuracy and recalibration of existing hazard, risk, and evacuation modeling; Facilitate sharing of information and identification of information of issues among agencies and ESFs; Facilitate recovery decision making across ESFs; Facilitate awareness of post incident digital mapping and pre-incident hazard mitigation and recovery planning. RESPONSIBILITIES Develop plans for post-incident assessment that can be scaled to incidents of varying types and magnitudes; Establish procedures for pre-incident planning and risk assessment with post incident recovery and mitigation efforts; Develop action plans identifying appropriate agency participation and resources available that take into account the differing technical needs for risk assessment and statutory responsibilities by hazards; Lead planning; Lead post-incident assistance efforts; and Identify areas of collaboration with support agencies and facilitate interagency integration. 138 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #15 – EXTERNAL AFFAIRS PRIMARY AGENCY Frederick County Administrator’s Office SECONDARY/SUPPORT AGENCIES Frederick County Fire & Rescue Department Frederick County Sheriff’s Department Frederick County Public Safety Communications Center Frederick County Public Schools Information Technology Department Frederick County Health Department Frederick County Department of Social Services Virginia Department of Emergency Management INTRODUCTION PURPOSE: Emergency Support Function (ESF) #15 – External Affairs is responsible for keeping the public informed concerning the threatened or actual emergency situation and to provide protective action guidance as appropriate to save lives and protect property. SCOPE : To manage information during an incident so that the most up to date andcorrect information is used to inform the public. This emergency support function will use media reports to support the overall strategy for managing the incident. Coordinate with all agencies involved with the incident so that one message is used for public information to avoid any conflicts of released information. This emergency support function is organized into the following functional components: Public Affairs Community Relations Legislative Affairs International Affairs POLICIES : During an emergency, the Public Information Officer will: Disseminate information by appropriate means, to include any local alert systems, media outlets, cable channel, Citizens Alert System, NOAA All-hazards radio, and the locality’s website; All news releases shall be clearedby the Incident Commander oraccording to existing County Policy 139 $¤¢¤¬¡¤± þ Will encourage news media to publish articles to increase public awareness; and Will ensure information is accurate and released in a timely manner. CONCEPT OF OPERATIONS GENERAL : In an emergency or disaster it is important to provide timely and accurate information to the public and to the media outlets. News coverage must be monitored to ensure that accurate information is being disseminated. The locality needs to be prepared to keep local legislators and other political figures informed. ORGANIZATION : Public Affairs are responsible for coordinating messages from the various agencies and establishing a Joint Information Center. Public Affairs will gather information on the incident and provide incident related information through the media and other sources to keep the public informed. Public Affairs will monitor the news coverage to ensure the accuracy of the information being disseminated. Public Affairs will handle appropriate special projects such as news conferences and press operations for incident area tours.The Public Affairs Support Annex provides additional details on responsibilities. Community Relations will prepare an initial action plan with incident-specific guidance and objectives, at the beginning of an actual or potential incident. They will identify and coordinate with the community leaders and neighborhood groups to assist in the rapid dissemination of information, identify unmet needs, and establish an ongoing dialogue and information exchange. The Commonwealth and FEMA deploy on joint Community Relations Team to the locality to conduct these operations. Legislative Affairs will establish contact with the state legislative and congressional offices representing the affected areas to provide information on the incident. The county should be prepared to arrange an incident site visit for legislators and their staffs. Legislative Affairs will also respond to legislative and congressional inquiries. International Affairs , if needed, will work with the Department of State to coordinate all matters requiring international involvement. ACTIONS Evaluate the situation; Monitor national and state level news coverage of the situation (if applicable); After coordination with the State EOC, time permitting, the PIO will begin to disseminate emergency public information via news releases to the local news media; The content should be coordinated with adjacent jurisdictions and the State EOC; Emphasize citizen response and protective action; Develop accurate and complete information regarding incident cause, size, current situation, and resources committed; Continue to keep the public informed concerning local recovery operations; Assist the County Health Department in disseminating public health notices, if necessary; Assist state and federal officials in disseminating information concerning relief assistance, and Document expenses. 140 $¤¢¤¬¡¤± þ RESPONSIBILITIES Establish a working arrangement between the County PIO(s) and local radio stations, television stations, and newspapers Encourage local newspapers to periodically publish general information about those specific hazards, which are most likely to occur, such as flooding and industrial accidents and utilizing the examples as listed in Public Affairs Annex Tab 3. Prepare and provide general information as appropriate to special groups such as the visually impaired, the elderly, etc. If necessary, designate a phone number and personnel to handle citizen inquires; Arrange regular press briefings; Coordinate the release of information through public broadcastchannels, and written document as described in Tab 1 of the Public Affairs Annex. Maintain an up-to-date telephone and fax number list for all local news organizations. (listed in Tab 2 of the Public Affairs Annex) 141 $¤¢¤¬¡¤± þ Left blank intentionally 142 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #16-Military Affairs PRIMARY AGENCY Virginia National Guard SECONDARY/SUPPORT AGENCIES Frederick County Sheriff Department INTRODUCTION PURPOSE: The Virginia National Guard, when directed by the Governor of the Commonwealth of Virginia and under a State Disaster Declaration, deploy its assets including personnel, equipment, and resources, coordinated deployment through its onsite commanders and the county EOC to assist authorities when requested through Sate EOC. The Virginia National Guard will provide Military Support to Civil Authorities in accordance with the existing Virginia National Guard Operation Plan for Military Support to Civil Authorities. The National Guard units will either be stationed at the National Guard Armory or prepositioned thought out the affected areas. Their missions will be coordinated by the EOC through their onsite Commander who will be stationed at the EOC SCOPE: Provide Military Support to the EOC on a mission request basis, within the Virginia National Guard’s capability, and the limitations of State law, military regulations, and any applicable Governor’s Executive Order. 143 $¤¢¤¬¡¤± þ POLICIES: In accordance withexisting National Guard Bureau Regulations, it is understood that the primary responsibility of the National Guard is disaster relief within the community. In addition, it is understood that the National Guard will be requested if the need for assistance will or is already outpaced the available county resources. CONCEPT OF OPERATIONS Routine Operations Under normal operations the National Guard has no operational responsibility. If available National Guard units are encouraged to participate in Emergency Preparedness drills in the county. Increased Readiness Identify deployment sites based on the type, location and strength of the disaster Review and update plans and procedures based on the location, type and severity of the impending incident. Mobilization Phase Along with the Department of Fire, Rescue,and Emergency Management The onsite commander will be stationed in the EOC to serve as a liaison between Emergency Management and National Guard troops Response Phase Assist with emergency operations, as needed. Recovery Assist with operations asneeded. . 144 $¤¢¤¬¡¤± þ EMERGENCY SUPPORT FUNCTION #17 – VOLUNTEER AND DONATIONS MANAGEMENT MANAGEMENT SUPPORT PRIMARY AGENCY: May be requested fromVDEM COOPERATING AGENCY Local Disaster Recovery Task Force Virginia Voluntary Organizations Active in Disaster (VOAD) Frederick County Chapter of the American Red Cross INTRODUCTION PURPOSE The Volunteer and Donations Management Support Annex describes the coordinating processes used to ensure the most efficient and effective utilization of unaffiliated volunteers and unsolicited donated goods during disasters. SCOPE Volunteer services and donated goods in this annex refer to unsolicited goods, and unaffiliated volunteer services. POLICIES Frederick County, in coordination with VVOAD and Local Recovery Task Forces has primary responsibility for the management of unaffiliated volunteer services and unsolicited donated goods. The donation management process must be organized and coordinated to ensure the citizenry is able to take advantage of the appropriate types and amounts of donated goods and services in a manner that precludes interference with or hampering of emergency operations. The Coordinator also: Coordinates with other agencies to ensure goods and resources are used effectively; Looksprincipally to those organizations with established volunteer and donation management structures; Encourages cash donations to recognize non-profit voluntary organizations; Encourages individuals to participate through local Citizen’s Corps Council and/oraffiliate with a recognized organization; and Encourages the use of existing nongovernmental organizational volunteer and donations resources before seeking governmental assistance. 145 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL Volunteer and Donations Management operations may include the following: A Volunteer and Donations Coordinator A phone bank A coordinated media relations effort Effective liaison with other emergency support functions, state and federal government officials Facility Management Plan Donated Goods Management Function Management of unsolicited donated goods involves a cooperative effort by local and voluntary and community based organizations, the business sector and the media. Local governments, in conjunction with voluntary organization partners, are responsible for developing donations management plans and managing the flow of donated goods during disaster operations. Volunteer Management Function Management of unaffiliated volunteers requires a cooperative effort by local and voluntary and community based organizations, such as Citizen’s Corps Councils, faith-based organizations, the private sector and the media. Local government, in partnership with voluntary organizations, is responsible for developing plans that address the management of unaffiliated volunteers during disaster response and recovery. ORGANIZATION Frederick County will identify sites and facilities that will be used to receive, process, and distribute the unsolicited donated goods that will be sent to the disaster area. The necessary equipment, staff, communications, and security support to these facilities and sites will be provided by local government and volunteer organizations, as required. Frederick County will coordinate the disaster relief actions of quasi-public and volunteer relief agencies and groups. This is necessary to insure maximum effectiveness of relief operations and to avoid duplication of effort and services. Standard operating procedures will be developed to address screening, processing, training, and assignments of volunteers who will show up once recovery efforts begin. The service to which personnel are assigned will provide the necessary training. 146 $¤¢¤¬¡¤± þ Persons who already possess needed skills or have received specialized training, such as heavy equipment operators, should be assigned duties, which allow for the maximum benefit of their skills. Each individual volunteer will be registered, and a log will be maintained of man-hours worked. Accurate records of all incurred expenses will be maintained. RESPONSIBILITIES Identify potential sites and facilities to manage donated goods and services being channeled into the disaster area; Identify the necessary support requirements to ensure the prompt establishment and operation of these facilities and sites; Assign the tasks of coordinating auxiliary manpower and material resources; Develop procedures for recruiting, registering and utilizing auxiliary manpower; Develop a critical resources list and procedures for acquisition in time of crisis; Develop procedures for the management of donated goods; Receive donated goods; Assist with emergency operations; Assign volunteers to tasks that best utilize their skills; and Compile and submit totals for disaster-related expenses. 147 $¤¢¤¬¡¤± þ TAB 1 TO VOLUNTEER AND DONATIONS MANAGEMENT SAMPLE VOLUNTEER REGISTRATION FORM I.Name II.Social Security Number III. Organization (if appropriate) IV.Skill or Specialized Service (i.e., carpenter, heavy equipment operator, medical technician, etc.)_ V.Estimated length of time services can be provided in the disaster area VI.Special tools or equipment required to provide service VII.Billet or emergency shelter assignment in local area VIII.Whether or not the group or individual is self-sufficient with regard to food and clothing 148 $¤¢¤¬¡¤± þ TAB 2 TO VOLUNTEER AND DONATION MANAGEMENT SUPPORT COMMUNITY EMERGENCY RESPONSE TEAM (CERT) PROGRAM The CERT Program The Community Emergency Response Team (CERT) Program educates people about disaster preparedness for hazards that may impact their area and trains them in basic disaster response skills, such as fire safety, light search and rescue, team organization, and disaster medical operations. Using the training learned in the classroom and during exercises, CERT members can assist others in their neighborhood or workplace following an event when professional responders are not immediately available to help. CERT members also are encouraged to support emergency response agencies by taking a more active role in emergency preparedness projects in their community. Geographic City of Winchester / Frederick County Area: Name of Program: Winchester-Frederick Community Emergency Response Team Sponsoring Agency: City of Winchester Point(s) of Contact:L. A. Miller Phone Numbers:540-662-2298 E-mail address:lmiller@ci.winchester.va.us Website address: Brief Description: CERT training in basic response and organizational skills will enable Winchester- Frederick CERT members in emergencies to provide immediate assistance to others, organize other volunteers and collect disaster intelligence to assist with prioritization and allocation of resources. Activation of the CERT program can be accomplished through the above contact. Currently a telephone tree system is utilized to notify all Team members. 149 $¤¢¤¬¡¤± þ Notes 150 $¤¢¤¬¡¤± þ SUPPORT ANNEXES 151 $¤¢¤¬¡¤± þ INTRODUCTION PURPOSE This section provides an overflow of the Support Annexes to the Emergency Operations Plan (EOP). BACKGROUND The Support Annexes describes the framework through which local departments and agencies, the private sector, volunteer organizations, and nongovernmental organizations coordinate and execute the common functional processes and administrative requirements necessary to ensure efficient incident management. During an incident, numerous procedures and administrative functions are required to support incident management. The actions described in the Support Annexes are not limited to particular types of events but are overarching in nature and applicable to nearly every type of incident. In addition, they may support several Emergency Support Functions (ESFs). Examples include public affairs, infrastructure, resources, and worker safety and health. The following section includes a series of annexes describing the roles and responsibilities, when appropriate, of local departments and agencies, nongovernmental organizations, and the private sector for those common activities that support the majority of incidents. The annexes address the following areas: Financial Management Logistics and Resource Management Private Sector Coordination Public Affairs Information and Technology Volunteer and Donations Management Worker Safety and Health Debris Management DamSafety Management 152 $¤¢¤¬¡¤± þ ROLES AND RESPONSIBILITIES Each Support Annex identifies a coordinating agency and cooperating agencies. In some instances, the responsibility of a coordinating agency is a joint endeavor between two departments. Theoverarching nature of functions described in these annexes frequently involves either support to or cooperation of all the departments and agencies involved in incident management efforts. In some cases, actions detailed in the annex also incorporate various components of emergency management and other departments and agencies to ensure seamless integration of and transitions between preparedness, prevention, response, recovery, and mitigation activities. The responsibilities of the coordinating agency and cooperating agencies are identified below. COORDINATING AGENCY Coordinating agencies described in the annexes support the incident management mission by providing the leadership, expertise, and authorities to implement critical and specific aspects of the response. The Frederick County emergency management retains responsibility for overall incident management. Local agencies designated as coordinating agencies are responsible for implementation of processes detailed in the annexes. When the functions of a particular Support Annex are required to assist in the management of an incident, the agency serving as the coordinator is responsible for: Orchestrating a coordinated delivery of those functions and procedures identified in the annex; Providing staff for the operations function at fixed and field facilities; Notifying and sub-tasking cooperating agencies; Managing any tasks with cooperating agencies, as well as appropriate State and Federal agencies; Working with appropriate private sector organizations to maximize use of all available resources; Supporting and keeping ESF’s and other organizational elements informed of ongoing annex activities; Planning for short-term and long-term support to incident management and recovery operations, and Maintaining trained personnel to execute their appropriate support responsibilities. COOPERATING AGENCIES When the procedures within a Support Annex are needed to support elements of an incident, the coordinating agency will notify cooperating agencies of the circumstances. Cooperating agencies are responsible for: Conducting operations, when requested by the coordinating agency or emergency management, using their own authorities, subject-matter experts, capabilities, or resources; Participating in planning for short-term and long-term incident management and recovery operations and the development of supporting operational plans, standard operating procedures, checklists, or other job aids, in concert with existing first-responder standards; 153 $¤¢¤¬¡¤± þ Furnishing available personnel, equipment, or other resource support as requested by emergency management; Participating in training and exercises aimed at continuous improvement of prevention, response, and recovery capabilities; and Nominating new technologies or procedures that have the potential to improve performance within or across functional areas for review and evaluation. 154 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #1 – ANIMAL CARE AND CONTROL COORDINATING AGENCY Frederick County Animal Shelter COOPERATING AGENCIES Animal Shelter Manager Virginia Federal of Humane Societies Wildlife Hotline Farmers Livestock Exchange 155 $¤¢¤¬¡¤± þ Left blank intentionally 156 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #2 – DAM SAFETY SUPPORT ANNEX COORDINATING AGENCY Frederick County Office of Emergency Management COOPERATING AGENCIES Frederick County Fire and Rescue Frederick County Sheriff’s Department County Administrator Virginia Department of Conservation and Recreation (DCR) INTRODUCTION PURPOSE : To facilitate the evacuation of downstream residents in the event of an imminent or impending dam failure. SCOPE : The Virginia Department of Conservation and Recreation provides detailed guidance to dam owners in developing an emergency action plan in the event of dam failure. Local government is also responsible for developing compatible procedures to warn and evacuate the public in the event of dam failure. POLICIES: Dam owners will: Develop an Emergency Action Plan for warning and evacuating the public in the event of dam failure; Obtain an Operation and Maintenance Certificate from the Virginia Department of Conservation and Recreation when required, and; Operate and maintain the dam to assure the continued integrity of the structure. Local Government will: Develop compatible procedures to warn and evacuate the public in the event of dam failure. CONCEPT OF OPERATIONS GENERAL : Dam owners are responsible for the proper design, construction, operation, maintenance, and safety of their dams. They are also responsible for reporting abnormal conditions at the dam to the Public Safety Communications Center and the Coordinator and to recommend evacuation of the public below the dam if it appears necessary. Owners of dams that exceed 25 feet in height and impound more than 50 acre-feet (100 acre-feet for agricultural purposes) of water must develop and maintain an Emergency Action Plan. This plan shall include a method of notifying and warning persons downstream and of notifying local authorities in the event of impending failure of the dam. An Emergency Action Plan is one of three items 157 $¤¢¤¬¡¤± þ required prior to issuance of an Operation and Maintenance Certificate by the Virginia Department of Conservation and Recreation. In addition to the Virginia Department of Conservation and Recreation, a copy of the plan must be provided to the local Coordinator and to the Virginia Department of Emergency Management. Standards have been established for Dam Classifications and Emergency Stages. See Tab 1. The affected public will be routinely notified of conditions at the dam during Stage 1. If conditions escalate to Stage II, emergency services personnel will immediately notify the public affected to be on alert for possible evacuation of the areas that would be flooded. If conditions deteriorate and overtopping or failure of a dam has occurred or is imminent, as in Stage III, the Coordinator and/or the Deputy Director will order warning of the public, order downstream evacuation from the affected area, and declare a local emergency. ORGANIZATION: The Director, the Deputy Director and/or the Coordinator, in his absence, is responsible for making the decision to order evacuation in the event of an imminent or impending dam failure. The Sheriff’s Office will disseminate the warning to evacuate. AUTHORITIES : In addition tothose listed in the Basic Plan: Code of Virginia A., Title 10.1, Chapter 6, Article 2, Section 10.1-604, et. Seq., Dam Safety Act. B.Virginia Soil and Water Conservation Board, Regulation VR 625-01-00, Impounding Structure Regulation, February 1, 1989. RESPONSIBILITIES Dam Owners: Develop an Emergency Action Plan for warning and evacuating the Public in the event of dam failure; Obtain an Operation and Maintenance Certificate from the Virginia Department of Conservation and Recreation, when required; and Operate and maintain the dam to assure the continued integrity of the structure. Local Government: Develop compatible procedures to warn and evacuate the public in the event of dam failure; Notify public of possible dam failure; Order immediate evacuation of residents in expected inundation areas; Sound warning through use of sirens, horns, and vehicles with loudspeakers, Emergency Alert System, telephone calls, and door-to-door notification to evacuate individuals immediately out of the area or to high ground in area for later rescue; Provide assistance to disaster victims; Over see clean up debris and restoration of essential services; All agencies tasked in this plan implement recovery procedures; Review emergency procedures used and revise, if necessary, to insure lessons learned are applied in future disasters; and Determine what mitigation measures, if any, should be initiated(zoning, design of dams, etc.) 158 $¤¢¤¬¡¤± þ TAB 1 TO DAM SAFETY AND SUPPORT ANNEX DAM CLASSIFICATIONS AND EMERGENCY STAGES Dam Classifications Dams are classified, as the degree of hazard potential they impose should the structure fail completely. This hazard classification has no correlation to the structural integrity or probability of failure. and Dams which exceed 25 feet in height impound more than 50 acre feet in volume, or 100 acre feet if for agricultural purposes, are required to obtain an Operation and Maintenance Certificate which includes the development of an emergency action plan administered by the Department of Conservation and Recreation. Class I (High Hazard) – Probable loss of life; excessive economic loss. Class II (Moderate Hazard) – Possible loss of life; appreciable economic loss Class III (Low Hazard) – No loss of life expected; minimal economic loss. Emergency Stages When abnormal conditions impact on a dam, such as flooding or minor damage to the dam, the dam owner should initiate specific actions that will result in increased readiness to respond to a potential dam failure. The following stages identify actions and response times which may be appropriate. Stage 1 – Slowly developing conditions; five days or more may be available for response. Owner should increase frequency of observations and take appropriate readiness actions. Stage II – Rapidly developing conditions; overtopping is possible. One to five days may be available for response. Increase readiness measures. Notify local Coordinator of conditions and keep him informed. Stage III – Failure has occurred, is imminent, or already in flood condition; overtopping is probable. Only minutes may be available for response. Evacuation recommended. 159 $¤¢¤¬¡¤± þ TAB 2TO DAM SAFETY AND SUPPORT ANNEX LOCAL DIRECTORY OF DAMS REGULATED BY VIRGINIA DEPARTMENT OF CONSERVATION AND RECREATION AND REQUIRING EMERGENCY ACTION PLANS Class I Cove Dam #1 Cove Dam #2 Lake Frederick Dam Lake Isaac Dam The Summit Dam Class II Cherokee Lake Dam Lakeside Lake Dam Silver Lake Dam Class III Lake St. Clair Dam Sheppard Dam Meadow Lake Dam Lake Serene Dam Dam Emergency Action Plans are on file in the Fire & Rescue office. 160 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #3 – DAMAGE ASSESSMENT SUPPORT COORDINATING AGENCY County Inspections Department COOPERATING AGENCIES Commissioner of Revenue Extension Service Public Works Fire & Rescue DAMAGE ASSESSMENT MISSION To assess the overall damage to public and private property, thereby providing a basis for an emergency declaration and/or disaster assistance. The completion of specific information using designatedforms is required in order to be eligible for post-disaster assistance. ORGANIZATION The Coordinator, with assistance from the VPI&SU Extension Agent, the County Engineer, County Assessor, and the County Building Official is responsible for damage assessment. Department heads will assess damage to their resources and in their area of expertise (see Tabs 1 and 2). All reports are compiled, consolidated, and submitted to the State EOC. CONCEPT OF OPERATIONS Initial Damage Assessment Reports will be compiled and submitted following any disaster or emergency which causes damage to public or private property of a magnitude which requires expenditure of local government funds or which might be eligible for or require a request for state or federal assistance. Part I should be submitted telephonically to the State EOC within 24 hours. An updated Part I and Part II should be completed and forwarded within 72 hours. The forms that must be used are included in the State Emergency Operations Plan (See Volume II, Annex I-H: Initial Damage Assessment; in Tab 2; and are computerized [on-line] in the VPI-SU local office. Part I may be faxed to VEOC, with DEC concurrence.) Designated teams will assess damage with the limits of capability (see Tab 1). Damage to state-owned roads and bridges will be assessed by the Department of Transportation. If the nature of the emergency is such that local resources are incapable of assessing the damage, then state assistance will be requested by the Director to the state Damage Assessment Coordinator. A central coordinating point should be established in the EOC for receiving disaster-related information. 161 $¤¢¤¬¡¤± þ EMERGENCY MANAGEMENT ACTIONS –DAMAGE ASSESSMENT 1. Normal Operations a.Develop plans and procedures b.Make task assignments (see Tab 1) c.Review forms (see State EOP and Tab 2) 2.Increased Readiness A natural or man-made disaster is threatening the local area. No action required. 3.Emergency Actions a.Mobilization Phase Conditions continue to worsen requiring full-scale mitigation and preparedness activities. b.Response Phase Disaster strikes. An emergency response is required to protect lives and property. (1)Submit an Initial Damage Assessment Report, Part I, telephonically to the State EOCwithin 24 hours. (With VEOC concurrence, transmit by web EOC). (2)Complete and submit an official Initial Damage Assessment Report (Parts I and II) to the State EOC within 72 hours. (3)Continue to provide damage assessment and assist with record keeping, as required. 4.Recovery Continue to assist with damage assessment and requests for post-disaster assistance as required. 162 $¤¢¤¬¡¤± þ TAB 1 TO DAMAGE ASSESSMENT SUPPORT DAMAGE ASSESSMENT TEAMS I.AGRICULTURE -(O) Team Leader: name, VPI&SU Extension Agent -(H) II.BUSINESS AND INDUSTRY -(O) Team Leader: name -(H) III.RESIDENCE AND OTHER PRIVATE PROPERTY -(O) Team Leader: name -(H) IV.WATERCONTROL FACILITIES AND PUBLIC UTILITY SYSTEMS -(O) Team Leader: name, Utilities Director -(H) V.PUBLIC BUILDINGS AND EQUIPMENT -(O) Team Leader: name, location -(H) VI.PRIVATE, NON-PROFIT FACILITIES, PARKS AND RECREATIONAL FACILITIES, AND FACILITIES UNDER CONSTRUCTION -(O) Team Leader: name, location -(H) VII.LOCALLY-MAINTAINED ROADS AND BRIDGES -(O) Team Leader: name, location -(H) VIII.STATE-MAINTAINED ROADS AND BRIDGES -(O) Team Leader: name, location -(H) 163 $¤¢¤¬¡¤± þ TAB 2 TO DAMAGE ASSESSMENT SUPPORT INITIAL DAMAGE ASSESSMENT REPORT (This form should be submitted within 72 Hours of the event) Fax to: VEOC (804) 674-2419 JurisdictionPreparer Date/Time Report Prepared:Call Back #: Fax #: Emergency Type: PART I: PRIVATE PROPERTY Type of Proper # Destroyed# Major Damage#Minor # Affected Dollar RemarksDamageHabitableLoss Category A Residential/ Personal Category B Business/Industry Category C Agriculture 164 $¤¢¤¬¡¤± þ INITIAL DAMAGE ASSESSMENT REPORT (Continued) PART II: PUBLIC PROPERTY (INCLUDES PRIVATE, NON-PRIVATE FACILITIES) Type of PropertyDollar Loss$ Loss not Covered by Remarks Insurance Category A Debris Clearance Category B Protective Measures Category C Road Systems Maintained by Local Government Category D Water Control Facilities Category E Public Buildings and Equipment Category F Public Utility System Category G Parks and Rec. Facilities Maintained by Local Govt. 165 $¤¢¤¬¡¤± þ INITIAL DAMAGE ASSESSMENT REPORT (Continued) TOTALS: Total Dollar LossDollar Loss Not Covered By Insurance Private Property (Sum of Part I, Categories A, B, and C) Public Property (Sum of Part II, Categories A, B, C, D, E, F, and G) 166 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #4 – DEBRIS MANAGEMENT SUPPORT COORDINATING AGENCY Public Works COOPERATING AGENCIES Virginia Department of Transportation Coordinator of Emergency Management/Emergency Management Team Transportation Engineering Department of Health County landfill Regional Jail Department of Finance Private Contractors INTRODUCTION PURPOSE : To facilitate and coordinate the removal, collection, and disposal of debris following a disaster in order to mitigate against any potential threat to the health, safety, and welfare of the impacted citizens, expedite recovery efforts in the impacted area,and address any threat of significant damage to improved public or private property. SCOPE : Natural and man-made disasters precipitate a variety of debris that would include, but not limited to such things as trees, sand, gravel, building/construction material, vehicles, personal property, etc. The quantity and type of debris generated, its location, and the size of the area over which it is dispersed, will have a direct impact on the type of collection and disposal methods utilized to address the debris problem, associated costs incurred, and how quickly the problem can be addressed. In a major catastrophic disaster, many state agencies and local governments will have difficulty in locating staff, equipment, and funds to devote to debris removal, in the short as well as long term. 167 $¤¢¤¬¡¤± þ Private contractors will play a significant role in the debris removal, collection, reduction, and disposal process of state agencies and local governments. The debris management program implemented by state agencies and local governments will be based on the waste management approach of reduction, reuse, reclamation, resource recovery, incineration, and land filling, respectively. POLICIES: The debris removal process must be initiated promptly and conducted in an orderly, effective manner in order to protect public health and safety following an incident; The first priority will be to clear debris from key roads in order to provide access for emergency vehicles and resources into the impacted area; The second priority that debris removal resources will be assigned is providing access to critical facilities pre-identified by state and local governments; The third priority for the debris removal teams to address will be the elimination of debris related threats to public health and safety including such things as the repair, demolition, or barricading of heavily damaged and structurally unstable buildings, systems, or facilities that pose a danger to the public; and Any actions taken to mitigate or eliminate the threat to the public health and safety must be closely coordinated with the owner or responsible party. CONCEPT OF OPERATIONS GENERAL: The Department of Public Works will be responsible for coordinating debris removal operations for the locality. The locality will be responsible for removing debris from property under its own authority, as well as from private property when it is deemed in the public interest. Debris must not be allowed to impede recovery operations for any longer than the absolute minimum period. To this end, Public Works will stage equipment in strategic locations locally as well as regionally, if necessary, to protect the equipment from damage, preserve the decision maker’s flexibility for employment of the equipment, and allow for the clearing crews to begin work immediately after the incident. The Department of Public Works will also develop and maintain a list of approved contractors who have the capability to provide debris removal, collection, and disposal in a cost effective, expeditious, and environmentally sound manner following a disaster. The listing will categorize contractors by their capabilities and service area to facilitate their identification by state agencies and local governments, as well as ensure their effective utilization and prompt deployment following the disaster. Where appropriate, the locality should expand ongoing contract operations to absorb some of the impact. Sample contracts with a menu of services and generic scopes of work will be developed prior to the disaster to allow the locality to more closely tailor their contracts to their needs, as well as expedite the implementation of them in a prompt and effective manner. 168 $¤¢¤¬¡¤± þ The County will be responsible for managing the debris contract from project inception to completion unless the government entities involved are incapable of carrying out this responsibility due to the lack of adequate resources. In these circumstances, other state and federal agencies will be identified to assume the responsibility of managing the debris contract. Managing the debris contract would include such things as monitoring of performance, contract modifications, inspections, acceptance, payment, and closing out of activities. The County is encouraged to enter into cooperative agreements with other state agencies and local governments to maximize the utilization of public assets. The development of such agreements must comply with the guidelines established in their agency procurement manual. All state agencies and local governments who wish to participate in such agreements should be pre-identified prior to the agreement being developed and implemented. Debris storage and reduction sites will be identified and evaluated by interagency site selections teams comprised of a multi-disciplinary staff who are familiar with the area. A listing of appropriate local, state, and federal contacts will be developed by the appropriate agencies to expedite the formation of the interagency, multi-disciplinary site selection teams. Initially, debris will be placed in temporary holding areas until such time as a detailed plan of debris collection and disposal is prepared. This is not anticipated until after the local traffic has been restored. Temporary debris collection sites should be readilyaccessible by recovery equipment and should not require extensive preparation or coordination for use. Collection sites will be on public property when feasible to facilitate the implementation of the mission and mitigate against any potential liability requirements. Activation of sites will be under the control of the county engineer and will be coordinated with other recovery efforts through the local EOC. Where appropriate, final may be to the County sanitary landfill. Site selection criteria will be developed into a checklist format for use by these teams to facilitate identification and assessment of potential sites. Criteria will include such factors of ownership of property, size of parcel, surrounding land uses and environmental conditions, andtransportation facilities that serve the site. To facilitate the disposal process, debris will be segregated by type. It is recommended that the categories of debris established for recovery operations will be standardized. The state and its political subdivisions will adapt the categories established for recovery operations by the Corps of Engineers following Hurricane Andrew. The categories of debris appear in Tab 1. Modifications to these categories can be made as needed. Hazardous and toxic materials/contaminated soils, and debris generated by the event will be handled in accordance with federal, state, and local regulations. The area fire chief will be the initial contact for hazardous/toxic materials. (See the County Hazardous Materials Plan). The County will work closely with insurance companies responsible for properties in which the debris was generated. ORGANIZATION: The Frederick County Department of Public works is responsible for the debris removal function. The Department of PublicWorks will work in conjunction with designated support agencies, utility companies, waste management firms, and trucking companies, to facilitate the debris clearance, collection, reduction, and disposal needs of the locality following a disaster. 169 $¤¢¤¬¡¤± þ Due tothe limited quantity of resources and service commitments following the disaster, the locality will be relying heavily on private contractors to fulfill the mission of debris removal, collection, and disposal. Utilizing private contractors instead of government workers in debris removal activities has a number of benefits. It shifts the burden of conducting the work from state and local government entities to the private sector, freeing up government personnel to devote more time to their regularly assigned duties. Private contracting also stimulates local, regional, and state economies impacted by the incident, as well as maximizes state and local government’s level of assistance from the federal government. Private contracting allows the locality to more closely tailor their contract services to their specific needs. The entire process (e.g., clearance, collection, transporting, reduction, and disposal, etc.) or segments of the process can be contracted out. RESPONSIBILITIES Develop local and regional resource list of contractors who can assist local government in all phases of debris management; Develop sample contracts with generic scopes of work to expedite the implementation of debris management strategies; Develop mutual aid agreements with other state agencies and local governments, as appropriate; Identify and pre-designate potential debris storage sites for the type and quantity of debris anticipated following a catastrophic event; Pre-identify local and regional critical routes in cooperation with contiguous and regional jurisdictions; Develop site selection criteria checklists to assist in identification of potential debris storage sites; Identify and address potential legal, environmental, and health issues that may be generated during all stages of the debris removal process; Identify and coordinate with appropriate regulatory agencies regarding potential regulatory issues and emergency response needs; Develop the necessary right-of-entry and hold harmless agreements indemnifying all levels of government against any potential claims; Establish debris assessment process to define scope of problem; Develop and coordinate prescript announcements with Public Information Office (PIO) regarding debris removal process, collection times, storage sites, use of private contractors, environmental and health issues, etc.; Document costs for the duration of the incident; Coordinate and track resources (public, private); Upon completion of debris removal mission, close out debris storage and reductionsites by developing and implementing the necessary site remediation and restoration actions; and Perform necessary audits of operation and submit claim for federal assistance. Coordinate with Insurance companies responsible for property where debris was generated. Develop local regional resource list of hazardous waste clean-up contractors. 170 $¤¢¤¬¡¤± þ TAB 1 TO DEBRIS SUPPORT DEBRIS CLASSIFICATIONS Definitions of classifications of debris are as follows: Burnable materials 1.: Burnable materials will be of two types with separate burn locations. Burnable Debris a.:Burnable debris includes, but is not limited to, damaged and disturbed trees; bushes and shrubs; broken, partially broken and severed tree limbs and bushes. Burnable debris consists predominately of trees and vegetation. Burnable debris does not include garbage, construction and demolition material debris. Burnable Construction Debris b.: Burnable construction and demolition debris consist of non-creosote structural timber, wood products, and other materials designated by the coordinating agency representative. Non-burnable Debris 2.: Non-burnable construction and demolition debris include, but is not limited to, creosote timber; plastic; glass; rubber and metal products; sheet rock; roofing shingles; carpet; tires’ and other materials as may be designated by the coordinating agency. Garbage will be considered non-burnable debris. Stumps 3.: Stumps will be considered tree remnants exceeding 24 inches in diameter; but no taller than 18 inches above grade, to include the stump ball. Any questionable stumps shall be referred to the designated coordinating agency representative for determination of its disposition. Ineligible Debris 4.: Ineligible debris to remain in place includes, but is not limited to, chemicals, petroleum products, paint products, asbestos, and power transformers. Any material found to be classed as hazardous or toxic waste (HTW) shall be reported immediately to the designated coordinating agency representative. At the coordinating agency representative’s direction, this material shall be segregated from the remaining debris in such a fashion as to allow the remaining debris to be loaded and transported. Standing broken utility poles; damaged and downed utility poles and appurtenances; transformers and other electrical material will be reported to coordinating agency. Emergency workers shall exercise due caution with existing overhead, underground utilities and above ground appurtenances, and advise the appropriate authorities of any situation that poses a health or safety risk to workers on site or to the general population. *Debris classifications developed and used by Corps of Engineers in Hurricane Andrew recovery. 171 $¤¢¤¬¡¤± þ TAB 2 TO DEBRIS SUPPORT DEBRIS COLLECTION SITES Frederick County Landfill665-5658 All other sites relative to Debris Collection will be determined based on size and location of incident 172 $¤¢¤¬¡¤± þ TAB 3 TO FUNCTIONAL ANNEX DEBRIS QUANTITY ESTIMATES The formula used in this model will generate debris quantity as an absolute value based on a known population, and using a worse case scenario. Determine population (P) in the affected area, using the 2000 Census Data for Frederick County. The assumption of three persons per household (H) is used for this model. Estimating Debris Quantities Q=H ( C) (V) (B)(S) The formula for estimating debris quantity is: H (Households) = Population/3 (3 persons per household) C (Category of Storm) = Factor (See table below) V (Vegetation Multiplier) = Factor (See table below) B (Commercial Density Multiplier) = Factor (See table below) S (Precipitation Multiplier) = Factor (See table below) Hurricane CategoryValue of “C” Factor 12 CY 28 CY 326 CY 450 CY 580 CY Vegetative CoverValue of “V” Multiplier Light1.1 Medium1.3 Heavy1.5 Commercial DensityValue of “B” Multiplier Light1.0 Medium1.2 Heavy1.3 PrecipitationValue of “S” Multiplier None to Light1.0 Medium to Heavy1.3 173 $¤¢¤¬¡¤± þ The model formula is as follows: Q = H ( C) (V) (B) (S) Where Q is quantity of debris in cubic yards H is the number of households (10,688) C is the storm category factor in cubic yards. It expresses V is the vegetation characteristic multiplier. It acts to increase the quantity of debris by adding vegetation including shrubbery and trees on public rights of way – - Vegetative Cover Heavy – Value of Multiplier is 1.3 B is the commercial/business/industrial use multiplier and takes into account areas that are not solely single-family residential, but includes retail stores, schools, apartments, shopping centers and industrial/manufacturing facilities - - Commercial Density Heavy – Value of Multiplier is 1.3 S is the storm precipitation characteristic multiplier which takes into account either a wet, or a dry storm event, with a wet storm, trees will up-root generating a larger volume of storm generated debris (for category III or greater storms only) - - Precipitation Characteristic Medium to Heavy – Value of Multiplier is 1.3 Q = 10,688 (H) x 80 (C ) x 1.3 (V) x 1.3 (B) x 1.3 (S) = 1.9 MILLION CUBIC YARDS Then References: Mobile District Corps of Engineers, Emergency Management Branch, Debris Modeling 174 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #5 – EVACUATION SUPPORT ANNEX COORDINATING AGENCY Frederick County Sheriff’s Department COOPERATING AGENCIES Virginia State Police MISSION To effect a timely and orderly evacuation of the risk population, to provide for the security of areas evacuated, and to identify and relocate critical resources that will not only support the population at risk while sheltered, but bring about a prompt and effective recovery following the disaster, as well . SITUATION AND ASSUMPTIONS Emergency situations will occur in Frederick County that will require a partial or full evacuation of the county. Situations such as a major fire, transportation accidents, hazardous material incidents, or localized flooding may require small-scale evacuations, whereas an event such as a hurricane, radiological release, or nuclear attack may require mass evacuation. The county has the primary responsibility of ordering an evacuation and ensuring the safety of its citizens. Emergency transportation will be provided for people who have no means of transportation and/or who require special transportation accommodations (i.e., lift buses or vans). The decision to evacuate, as well as the scope of the evacuation, will depend on the type of hazard, its magnitude, intensity, duration, and anticipated time of occurrence, assuming it hasn’t already happened. Evacuation from other areas may impact the County as either a “host” County or as a transit route locale (Routes 50, 522, 7, I-81, I-66 and 11). Areas that may require or precipitate an evacuation in the County (i.e., flood plains, facilities that store, generate, or transport hazardous materials, major transportation routes) are identified and plans address these potential hazards. Facilities within the identified risk areas will be notified of the potential hazard(s) so contingency plans to address the hazards may be developed. 175 $¤¢¤¬¡¤± þ ORGANIZATION The prompt and effective evacuation of high-risk areas requires the cooperation and coordination of may County departments, State and Federal agencies, private facilities, volunteer agencies/groups, and adjacent jurisdictions. The Coordinator or Deputy Coordinator of Emergency Management will be coordinating this effort. CONCEPT OF OPERATIONS The Deputy Director isresponsible for issuing the order to evacuate. However, in the event of a fire or hazardous materials incident, the first responder or the Fire Chief, when he arrives at the scene may order evacuation. The Coordinator or Deputy Coordinator of Emergency Management will be coordinating the evacuation effort. The Sheriff’s office, assisted by the Fire and Rescue Department, is responsible for implementing the evacuation directive, in coordination with other County departments (i.e., public works, schools, social services), and appropriate state agencies (i.e., Virginia State Police, Virginia Department of Transportation), as required. Evacuation response teams will be organized for warning, traffic control, and security of the evacuated areas, as necessary. The Coordinator and the Deputy Coordinator, assisted by the school administration, will coordinate all transportation resources that will be utilized in the evacuation. The school system will provide school buses including wheelchair-lift buses for transporting those people who do not have any means of transportation. If necessary, additional transportation resources will be solicited from public and private bus companies, churches, as well as private non-profit agencies that provide transportation services for special populations in the county. Local service stations and independent towing services will provide road service as necessary, requested by the Sheriff. County ambulances or private ambulance services will transport those patients absolutelyrequiring ambulance transport. (See Tab 1.) Should an evacuation become necessary, warning and evacuation instructions will be put out via radio and TV. The Public Information Officer will develop and provide public information announcements and publications regarding evacuation procedures, to include recommended primary and alternate evacuation routes, designated assembly points for those without transportation, rest areas and service facilities along evacuation routes, if appropriate, as well as potential health hazards associated with the risk. For hurricanes, evacuation should be completed prior to the onset of sustained gale-force winds (40 mph). Evacuees will be advised to take the following items with them if time and circumstances permit: one change of clothing, special medicines, baby food and supplies, if needed, and sleeping bags or blankets. If appropriate, Evacuation Advisory cards will be distributed door to door. 176 $¤¢¤¬¡¤± þ Evacuees will be advised to secure their homes and turn off utilities before leaving. The Sheriff’s office will provide for the security of the evacuated area. The Virginia Department of Transportation will assist in controlling access to the evacuated area by erecting traffic barriers at strategic points. Virginia Power will secure electricity to flood-prone areas, as necessary, and public utilities will secure water mains subject to damage, as necessary. If an incident requiring evacuation occurs at any one of the County’s industrial plants, the County will provide assistance as required. If an incident requires large-scale evacuation, the County may need to coordinate with the adjacent jurisdictions to receive and care for evacuees in a designated shelter center located safely away from the impacted area. EMERGENCY MANAGEMENT ACTIONS –WARNING / EVACUATION EMERGENCY TRANSPORATION 1.Normal Operations a.Delineate hazard-prone areas, which may need to be evacuated. b.Develop plans and procedures to provide warning and effect evacuation. 2.Increased Readiness Anatural or man-made disaster is threatening the local area. Example: “Flood Watch.” a.Review and update plans and procedures. (1)Delineate the specific areas that may need to be evacuated and designate evacuation routes. (See References, paragraph 1a above). (2)Make a list of potential evacuees, if feasible. (3)Prepare news releases. (4)Anticipate and resolve special problem such as evacuating nursing homes, schools, etc. b.Alert personnel to standby status. c.Begin to keep records of all expenses incurred and continue for the duration of the emergency. 3.Emergency Operations a.Mobilization Phase Conditions continue to worsen requiring full-scale mitigation and preparedness activities. (1)Implement evacuation. Disseminate warning via radio and TV news releases and via 177 $¤¢¤¬¡¤± þ mobile loudspeakers. (2) The EOC staff via evacuation warning teams in the field should maintain a log of emergency operations noting the time each area or family is alerted to the evacuation order, as feasible. (3)Provide security for the evacuated area. Set up barricades and deny access to all but essential traffic. (4)Advise the State EOC of the order to evacuate and advise again when the evacuation has been completed. b. Response Phase Disaster strikes. An emergency response is required to protect lives and property. (1)Complete evacuation. (2)Consider expanding the evacuation area, if necessary. (3) Continue to provide security and access control for the evacuated area. (4)Record disaster-related expenses. 4.Recovery a. Continue to provide security and access control for the evacuation area, if necessary. b.Prepare for and implement populace return to evacuated areas. c.Compile and submit records of disaster-related expenses. 178 $¤¢¤¬¡¤± þ TAB 1 TO EVACUATION SUPPORT ANNEX EMERGENCY TRANSPORTATION RESOURCES FREDERICK COUNTY PUBLIC SCHOOLS : Bus Garage: 667-2770 or contact the Superintendent of Schools / or Transportation Supervisor. 135regular school buses (approximately 119 radio/cellular-equipped) 18lift-equipped/wheelchair-capable buses of varying sizes (all radio/cellular-equipped) Note: set-up/reconfiguration required to vary number of wheelchair bays in each, requiring some lead time 4 Supervisor’s vehicles (radio/cellular-equipped) 6Activity vehicles Base Radio; county frequency, can net with both the EOC and in the Frederick County Communications Center. PARKS AND RECREATION VANS PRIVATE BUS LINES 179 $¤¢¤¬¡¤± þ Left blank intentionally 180 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #6 – FINANCIAL MANAGEMENT SUPPORT COORDINATING AGENCY County Finance Department COOPERATING AGENCIES County Treasurer Information Technology/GIS Fire & Rescue Resource Management INTRODUCTION PURPOSE: The Financial Management Support Annex provides basic financial management guidance for all participants in emergency management activities. This includes guidance for all departments and agencies providing assistance in response to a local disaster declaration. The financial management function is a component of Emergency Support Function (ESF) #5 – Emergency Management. Financial Management processes and procedures ensure that funds are provided expeditiously and that financial operations are conducted in accordance with established local, state and federal laws, policies and procedures. SCOPE: This annex is applicable to departments and agencies that are participating and responding with assistance or relief as coordinated by the Frederick County Emergency Management. POLICIES : The Frederick County Finance Department Will provide financial support in a timely manner; Assist and instruct agencies on recording expenses incurred during an incident; Work to provide areas in financial need with adequate support; Will use existing standards for accounting operations; Implement the necessary procedures to ensure an accurate account of expenses. 181 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL: In an emergency situation, as defined by the Emergency Operations Plan, the Director of Finance will be responsible for expediting the process of procuring the necessary goods and services to support emergency operations; designating disaster account number(s) that disaster expenditures will be charged to, coordinating with department heads and the real estate assessor during the damage assessment and recovery phases of disaster operations; assisting in the development of applications for state and federal assistance; participating in the development and review of vendor contracts; developing, documenting, and providing financial data to the proper authorities, as necessary. The Coordinator and Director of Finance will meet with department directors to inform them of emergency authorities that will be delegated to them in order to make the necessary expenditures to address the situation in a timely manner. Department directors will also be informed of any assistance the finance office will provide. Department Directors will be responsible for developing and maintaining accurate records and documentation to support all expenditures related to the disaster (e.g., personnel, equipment, facilities, contracts, etc.). Department Directors will be responsible for keeping an accurate inventory of resources and identify potential needs for emergency/disaster situations. A listing of potential resource providers will be developed and maintained for anticipated equipment and service needs, as required. Mutual aid agreements and sample contract agreements will be developed to facilitate the receipt of assistance and expedite the procurement process during the response and recovery phase of disaster operations. The accounting process followed by all departments will follow existing standardized procedures. All departments must adhere to established disaster accounting and finance procedures to minimize the potential for waste, fraud, and delays in processing requests, maximize state and federal assistance, and facilitate the documentation of disaster expenditures, the development of disaster cost statistics, and audits following the disaster. ORGANIZATION: Frederick County may include, within the body of the Declaration of Local Emergency, authority to expend specific funds in support of disaster operations. The Director of Finance and Coordinator are responsible for developing and implementing the necessary management policies and procedures that will facilitate and ensure an accurate accounting of disaster expenditures during all phases of disaster operations. These procedures will be designed to support and expedite emergency response operations, as well as maximize state and federal assistance. The Director of Finance and Coordinator will coordinate with all departments, government entities, and representatives from the private sector who support disaster operations. This may involve working with other local jurisdictions that provide mutual aid, state and federal governments, private contractors, local retailers, volunteer organizations, etc. 18 $¤¢¤¬¡¤± þ RESPONSIBILITIES Develop, maintain, and disseminate budget and management procedures to ensure the prompt and 1. efficient disbursement and accounting of funds to conduct emergency operations, as well as support and maximize claims of financial assistance from state and federal governments, and facilitate audits following the disaster; 2.Provide training to familiarize staff with internal procedures, as well as federal and state disaster assistance requirements and forms; 3.Develop the necessary logistical support to carry out emergency tasking. Instruct all departments to maintain in inventory of supplies on hand; 4.Develop the necessary mutual aid agreements, sample contracts, and listing of potential resource providers to expedite the procurement of anticipated resource needs for disaster operations; 5.Develop and maintain the necessary measures to protect vital records and critical systems to ensure their continued operation during a disaster, as well as to facilitate their restoration if impacted by the disaster; 6.Prepare and submit disaster assistance applications to the appropriate state and/or federal agencies for reimbursement of disaster related expenditures; 7.Assist in the preparation and submission of government insurance claims; and 8.Identify and correct any shortfalls in emergency budget, accounting, and procurement procedures, as well as measures implemented to protect critical systems. 183 $¤¢¤¬¡¤± þ Left blank intentionally 184 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #7 – INFORMATION TECHNOLOGY/GIS SUPPORT COORDINATING AGENCY County IT/GIS COOPERATING AGENCIES All County Departments INTRODUCTION PURPOSE : This annex describes the framework through which the County Information Technology/GIS Office coordinates with other local agencies, to prepare for, respond to, and recover from emergencies or disasters. It ensures policymakers and responders at all levels receive coordinated, consistent, accurate, and timely technical information, analysis, advice, and technology support. SCOPE : This annex: Outlines roles and responsibilities for pre-incident and post-incident technology support; Outlines a structure for coordination of technological support and response to incidents; and Outlines a process to provide technical recommendations. POLICIES : The underlying principles in coordinating technical support are as follows: Planning employs the most effective means to deliver technical support, including the use of resources from the private sector and nongovernmental organizations, and resources owned or operated by local agencies; Planning recognizes local and state policies and plans used to deliver and receive technical support. CONCEPT OF OPERATIONS GENERAL : The County IT/GIS Office is responsible for technical support and coordinates with other appropriate departments and agencies in response to an actual or potential emergency. 185 $¤¢¤¬¡¤± þ ORGANIZATION: The County IT/GIS Office provides the core coordination for technical support capability. The local IT works with local and state government, private sector, and nongovernmental organizations that are capable of providing technical information, analysis and advice, and state-of-the-art technology support. Technology resource identification and standard operating procedures for accessing these resources will be developed using standard protocols. Mission assignments for technical needs are coordinated through ESF #5 – Emergency Management and passed on to the cooperating agencies for support. RESPONSIBILITIES Orchestrating technical support to the locality; Providing short-notice subject matter expert assessment and consultation services; Coordinating the technical operational priorities and activities with other departments and agencies; Providing liaison to local Emergency Operations Center (EOC); In coordination with responsible agencies and when deemed appropriate, deploying emergency technologies, and Executing contracts and procuring technical support services consistent with the Financial Management Support Annex. 186 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #8 – LOGISTICS MANAGEMENT SUPPORT COORDINATING AGENCY Coordinator of Emergency Management / Emergency Management Team COOPERATING AGENCIES Human Resources Department of Transportation Department of Health Public Works and Engineering Sheriff’s Department County Fire & EMS Frederick County Schools County Parks & Recreation INTRODUCTION PURPOSE : This annex provides an overview of logistics management functions, roles, and responsibilities. The logistics management function is an element of ESF #5 – Emergency Management. The logistics section coordinates closely with ESF #7 – Resource Support and implements the procedures of this annex. Logistics Management must be prepared to coordinate with state and federal officials to obtain needed manpower and equipment resources during both the response period, when such assistance can save lives and protect property, and during the post-disaster recovery period, to help the victims of the disaster. SCOPE : This annex: Identifies the components of County, State and Federal logistics delivery structure; Provides a concept of operations for logistics management in support of the EOP; and Describes how Frederick County coordinates logistics management with state and Federal governments and the private sector. POLICIES: ESF #5 provides: Staff for managing the control and accountability of supplies and equipment; Resource ordering; 187 $¤¢¤¬¡¤± þ Delivery of equipment, supplies, and services; Resource tracking; Facility location and operations; Transportation coordination; and Information technology system services. CONCEPT OF OPERATIONS GENERAL : Logistics support is provided for prevention, preparedness, response, and recovery actions during all phases of incident management. Effective logistics management contributes to mission success while ensuring all functions are executed in a unified manner to reduce costs, ensure appropriate support actions, and increase response capability. Logistics Management will identify, procure, inventory, and distribute critical resources, in coordination with other local and state governments, the federal government, private industry, and volunteer organizations, to effectively respond to and recover from the effects of a disaster. Critical resources will be in short supply or unavailable in the disaster stricken area. In order to fulfill the immediate needs of the stricken population, as well as to fulfill local and regional recovery priorities, resources will have to be brought in from outside the disaster area. Resource needs will be met through a variety of sources and means to include local, state, and federal governments, private industry/contractors, mutual aid agreements, and donated goods . ORGANIZATION : All departments will be responsible for identifying essential resources in their functional area to successfully carry out their mission of mitigating against, responding to, and recovering from the devastating effects of disasters that could occur within the jurisdiction. All departments will coordinate their resource needs with the Logistics Chief, who will then contact the finance director and procurement official. The Director of Public Works Department will be responsible for resource coordination of the physical recovery and debris removal. The Director will be assisted by, and work in conjunction with a variety of local departments, state and federal agencies, private utility companies, contractors, heavy equipment operators, and waste management firms. Resource lists will be developed and maintained by each department that detail the type, location, contact arrangements, and acquisition procedures of the resources identified as being critical. Resources can be categorized alphabetically, by hazard, or by response action. However, the process should be standard throughout all local departments to facilitate the development of a master resource listing. Redundancy will be built into the provider lists to ensure the availability of the resource when it is needed. The necessary Memoranda of Understanding, Mutual Aid Agreements and sample contracts will be developed prior to the disaster to facilitate access and delivery of critical resources. 188 $¤¢¤¬¡¤± þ Potential sites for local and regional resource collection, storage, and distribution centers must be identified and strategically located to facilitate recovery efforts. Standard Operating Procedures (SOPs) will be developed to manage the processing, use, inspection and return of resources coming into the area. Priorities will have to be set regarding the allocation and use of the available resources, and training will be provided, as required, in the use of the specialized equipment. RESPONSIBILITIES Identify essential resources to carry out mission in each functional area and to support operation of critical facilities during the disaster; Designate local department(s) responsible for resource management; Identify personnel requirements and training needs to effectively carry out mission; Develop resource lists that detail type, location, contact arrangements, and acquisition procedures for critical resources; Prepare mutual aid agreements with surrounding jurisdictions to augment local resources; Review compatibility of equipment of local departments and surrounding jurisdictions and identify specialized training or knowledge required to operate equipment; Develop SOPs to manage the processing, use, inspection, and return of resources coming into area; Identify actual or potential facilities to receive, store, and distribute resources (government, private, donate); Develop training/exercise to test plan, and to ensure maximum use of available resources; Coordinate and develop prescribed announcements with Public Information Office regarding potential resource issues and instructions (e.g., types of resources required, status of critical resource reserves, recommended contingency actions, etc.); Document costs and track resources; and Establish priorities regarding allocation and use of available resources. 189 $¤¢¤¬¡¤± þ TAB 1 TO LOGISTICS MANAGEMENT SUPPORT ELEMENTS OF A RESOURCE LIST 1.Identification of Resource Type of equipment, service, personnel, facilities 2. Corporation, Organization, or Agency that Controls the Resource Address 3.Contact Arrangements 24-hour primary and back-up contact points (work, home, pager, cellular numbers, accessible by radio) 4.Acquisition Procedures Response time Charges for the use of the resource should be identified or pre-arranged as you develop your list Resolve any liability issues Identify any special training requirements to operate equipment Identify personnel or contract personnel to operate equipment Develop procedures to receive, inspect, inventory, and return resources 5. Develop the necessary Memorandums of Understanding, Mutual Aid Agreements, and contracts (see attached) 6.Build redundancy into Resource List One provider may lack the capability to provide volume of goods, services or personnel requested. Provider may be unable to respond at the time you requested Provider may be out of business when you call 7.Update information Date resource was last verified, date next verification due Develop form letters for updating information 190 $¤¢¤¬¡¤± þ TAB 2 TO LOGISITICS MANAGEMENT SUPPORT SAMPLE RESOURCES LOCAL AND REGIONAL Building Contractors: Listing of licensed building contractors maintained in the Building Official’s office or available on the Department of Professional and Occupational Regulations website: www.state.va.us/dpor Building Code Officials: Virginia Building Code Officials Associations website: www.vbcoa.org Virginia Department of Housing and Community Development Building Materials and Supplies: Concrete, Block and Gravel: Highway and Heavy Equipment: Trucking – Heavy Hauling: Portable Toilets: Portable Lighting and Generators: Food Banks and Donated Goods: NOTE:This is only a partial listing of local resources. Each County Department and agency may maintain its own resource list. 191 $¤¢¤¬¡¤± þ TAB 3 TO LOGISTICS MANAGEMENT SUPPORT SAMPLE RESOURCE DISTRIBUTION CENTERS LOCAL AND REGIONAL: Food, Water, Ice Distribution Centers: Volunteer Centers: Donated Goods Distribution Centers: Mobilization Centers: Joint State/Federal Field Office (JFO): Disaster Recovery Center (DRC): 192 $¤¢¤¬¡¤± þ RESOURCE DISTRIBUTION CENTERS LOCATION:CONTACT PERSON:TELEPHONE: 193 $¤¢¤¬¡¤± þ Left blank intentionally 194 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #9 – PUBLIC AFFAIRS SUPPORT COORDINATING AGENCY County Administration COOPERATING AGENCIES All County Departments INTRODUCTION PURPOSE: This annex describes the interagency policies and procedures used to rapidly mobilize assets to prepare and deliver coordinated and sustained messages to the public in response to major emergencies or disasters. SCOPE: This annex establishes mechanisms to prepare and deliver coordinated and sustained messages regarding potential or actual emergencies or disasters and provides from acknowledgement of an incident and communication of emergency information to the public during emergency operations. This annex is integrated with and supported through the ESF #15 – External Affairs resource management structure. POLICIES: Emergency communications incorporates the following processes: Control: Identification of emergency communications coordinating, primary and supporting departments and agency roles, and authorities for release of information; Coordination: Specification of interagency coordination and plans, notifications, activation, and supporting protocols; Communications: Development of message content such as incident facts, health risk concerns, pre-incident and post-incident preparedness recommendations, warning issues, incident information, messages, audiences, and strategies for when, where, how and by whom the messages will be delivered. General guidance on the authority to release information is in accordance with existing plans, operational security, law enforcement protocols, designated coordinating and primary agency assignments, and current procedures. 195 $¤¢¤¬¡¤± þ CONCEPT OF OPERATIONS GENERAL: The Public Information Officer (PIO) is to be notified of all emergency situations that require notification of the Deputy Director/Coordinator. When an emergency is officially declared, the Public Information Officer will serve as the primary source of contact for release of information to the media. Any media contacting the communications center shall be referred to the PIO. This will allow emergency personnel to use their resources for responding to the event and give the media one source to contact for details. This does not preclude emergency personnel from responding to media inquiries on the scene, although caution should be used in releasing details of injuries or death before families can be notified. Communicating information regarding the incident to the public is a critical component of incident management and must be fully integrated with all other operational actions to ensure the following objectives are met: Delivery of incident preparedness, health, response, and recovery instructions to those directly affected by the incident; and Dissemination of incident information to the general public. Establishing communications paths with participants is a primary objective during the first minutes of plan activation. These paths provide a streamlined process to ensure that appropriate participants and decisionmakers are linked together to manage emergency communications with the public. Local agencies should agree on releases, talking points, and sustaining communications effort and strategy. Public Affairs representatives may visit the incident site to gainfacts, provide operational response updates and to assist the media in covering the incident. Contact key news media to inform them about the incident and its status, provide initial information to counter speculation and rumors, and make available, where necessary or known, immediate health and safety guidance. Departments and agencies should closely coordinate media queries during this critical phase to ensure that approved messages are executed. Participating radio stations serving the locality are listed at Tab 2. The use of cable television during emergency situations is described in Tab 1. The Public Information Officer in coordination with the local EOC should also access these local stations to advise the public concerning locally unique emergency public information. Once an emergency has been declared, separate emergency response organizations will coordinate with the Public Information Officer and clear news releases with the EOC before release to the news media for public consumption. The PIO may establish a Joint Information Center (JIC). 196 $¤¢¤¬¡¤± þ The news media must assure that confusing or conflicting information is not disseminated to the public. Sources of information should be verified for accuracy. All statements from County and state government personnel should be from or authenticated by, the proper authorities. The news media will, in effect, assume a support role to local government during emergency operations. Area newspapers should be requested to publish articles periodically in order to increase public awareness about the primary local hazards and to suggest the best protective actions for individuals in time of emergency. ORGANIZATION: The Public Information Officer will disseminate emergency public information as requested by the Director, the Deputy Director, the Coordinator or the Deputy Coordinator. The PIO will work jointly with, and have official access to, local radio stations and newspapers. The PIO role may shift to the County Administrator, the Chairman of the Board of Supervisors, the Fire Chief, or other department heads, depending on the type of incident and the circumstances involved. The Public Information Officer will report to the emergency operations center or to the Administration Center, whichever is appropriate at the time of the emergency. The PIO will coordinate the release of information over the government access cable channel and through all written documents. The PIO will also be responsible for arranging regular briefings for the media at a suitable time and location. Any complaints by emergency personnel concerning actions by members of the press are also to be referred to the PIO for discussion with the appropriate news organization. The PIO will maintain an up-to-date telephone and fax number list for all local news organizations and will remain accessible by telephone throughout the duration of the emergency situation. The Emergency Alert System (EAS) will broadcast state-level emergency public information. The Virginia EOC has the primary responsibility of keeping the public informed when the emergency affects a widespread area. This will supplement information provided by the National Weather Service. RESPONSIBILITIES Plans, prepares, and executes local leadership and ESSF #15 resource management during emergencies and disasters; Coordinates plans, processes, and resource support of field operations for emergency communications with the public through ESF #15; Designates a Public Affairs representative to support the operation; Coordinates plans and process for emergency communications with the public with County and State agencies and nongovernmental organizations; and Disseminates information related to incidents to the public. 197 $¤¢¤¬¡¤± þ TAB 1 TO PUBLIC AFFAIRS SUPPORT USE OF CABLE TELEVISIONDURING EMERGENCY SITUATIONS During emergencies, it is especially important that the public be kept informed of available resources, dangerous conditions, and the response that emergency personnel are making to the situation. In addition to using other media outlets, cable television should be used to disseminate this type of information as follows: 1.Emergency Override – The emergency override on the Comcast Communications allows the Coordinator and the Public Information Officer to inform the public of immediate crisis situations. The override operates over all channels and anyone watching Comcast Communications will see the message. It is to be used only where instant notification is essential. 2.Government Access Bulletin Board –The government access bulletin board is available to transmit written messages through the ComcastCable System. Through use of a character generator, messages can be typed onto the screen and broadcast through the cable company’s facility. 3.Government Access Video Equipment - The equipment maintained at the County Government will be available for mobile use when necessary, either to tape information for later broadcast or for live broadcast from one of the insertion points located throughout the County. The insertion points in the locality are: Administration Center Public Safety Center Fire Stations Main Library Junior Highs High Schools All of the above resources are to be used in conjunction with a studio manager and/or the Public Information Officer. 198 $¤¢¤¬¡¤± þ TAB 2 TO PUBLIC AFFAIRS SUPPORT EMERGENCY PUBLIC INFORMATION RESOURCES MEDIACONTACT / TELEPHONE NEWSPAPERS Winchester Star667-3201 Northern Virginia Daily662-5868 Radio Stations WINC –FM667-2224 WINC –AM667-2224 WUSQ –FM667-2102 WTRM –FM869-4997 WFTR –FM665-9595 AREA TV STATIONS Comcast Communications540-504-0900 WHSV –TV 3 (Harrisonburg, VA)703-433-9191 NBC –TV25 (Hagerstown, MD)301-797-1871 ABC –TV 3 (Winchester, VA)540-504-0883 METRO WASHINGTON TV STATIONS News Channel 8703-236-9628 WETA Channel 26 (PBS)703-998-2600 WJLA Channel 7 (ABC)703-263-9552 WRC Channel 4 (NBC)202-364-6397 WUSA Channel 9 (CBS)202-895-5999 WTTG Channel 5 (FOX)202-895-3000 199 $¤¢¤¬¡¤± þ TAB 3 TO PUBLIC AFFAIRS SUPPORT PIO PREARRANGED MESSAGES RELEASE OR SPILL (NO EXPLOSION OR FIRE) 1.Local –Public Information Notification of an Incident (Fire and/or Explosion Imminent) At _ (a.m./p.m.) today, an incident/accident occurred on (hwy/street). Certain dangerous materials have been spilled/leaked/released from a tank car/truck. Due to the toxicity of material released to the atmosphere, all traffic on (hwy/street) is being rerouted via (hwy/intersection) until further notice. Due to the possibility of an explosion and major fire, all residents living within feet of the site are urged to leave immediately and report to (school, church, etc.) Follow directions given by emergency workers, State Police, or Sheriff’s Department. You will be notified when it is safe to return to your homes. Stay tuned to this station for additional information/instructions. 200 $¤¢¤¬¡¤± þ TAB 4 TO PUBLIC AFFAIRS SUPPORT PIO PREARRANGED MESSAGES (FIRE AND/OR EXPLOSION IMMINENT) 2.Local –Public Information Notification of an Incident (Fire and/or Explosion Imminent) At (a.m./p.m.) today, an accident occurred on (highway/railroad) (location). All traffic on (highway) is being rerouted via (highway/intersection) until further notice. Due to the possibility of an explosion and major fire, all residents living with ________feet of the site are urged to leave immediately and report to (school/church, etc.). Follow directions given by emergency workers, State Police, or Sheriff’s Department. You will be notified when it is safe to return to your homes. Stay tuned to this station for additional information/instructions. 201 $¤¢¤¬¡¤± þ Left blank intentionally 202 $¤¢¤¬¡¤± þ SUPPORT ANNEXES #10 – WORKER SAFETY AND HEALTH SUPPORT COORDINATING AGENCY Human Resources COOPERATING AGENCIES Virginia Department of Labor and Industry Department of Health CISM Team INTRODUCTION PURPOSE: This annex provides guidelines for implementing worker safety and health support functions during potential or actual incidents. This annex describes the actions needed to ensure that threats to the responder safety and health are anticipated, recognized, evaluated, and controlled consistently so that responders are properly protected during incident management operations. SCOPE : This annex addresses those functions critical to supporting and facilitating the protection of worker safety and health for all emergency responders and response organizations during potential and actual emergencies or disasters. While this annex addresses coordination and the provision of technical assistance for incident safety management activities, it does not address public health and safety. Coordination mechanisms and processes used to provide technical assistance for carrying out incident safety management activities include identification and characterization of incident hazards, assessments and analyses of health risks and exposures to responders, medical monitoring, and incident risk management. POLICIES: Emergency Support Function (ESF) #5 – Emergency Management, in cooperation with Human Resources, activates the Safety Officer and implements the activities described in this annex; Private sector employers are responsible for the safety and health of their own employees; 203 $¤¢¤¬¡¤± þ State and local governments are responsible for worker health and safety pursuant to State and Local statutes. This responsibility includes allocating sufficient resources for safety and health programs, training staff, purchasing protective clothing and equipment, as needed, and correcting unsafe or unsanitary conditions; This annex does not replace the primary responsibilities of the government and employers; rather, it ensures that in fulfilling these responsibilities, response organizations plan and prepare in a consistent manner and that interoperability is a primary consideration for worker safety and health; and Several State and Federal agencies have oversight authority for responders and response operations. While these agencies retain their authorities, they are expected to work with local, state, federal and private sector responders prior to and during response operations to ensure the adequate protection of all workers. CONCEPT OF OPERATIONS GENERAL: The local Human Resources Department coordinates safety and health assets to provide proactive consideration of all potential hazards, ensures availability and management of all safety resources needed by the responders; shares responder safety-related information, and coordinates among local,state, and federal agencies and government and private sector organizations involved in incident response. ORGANIZATION: The Human Resources Department supports worker safety by: Providing occupational safety and health technical advice; Undertaking site-specific occupational safety and health plan development and implementation, and ensuring that plans are coordinated and consistent among multiple sites, as appropriate; Identifying and assessing health and safety hazards and characterizing the incident environment; Carrying out responder personal exposure monitoring for chemical and biological contaminants, and physical stressors (e.g., noise, heat/cold); Assessing responder safety and health resource needs and identifying sources for those assets; Coordinating and providing incident-specific responder training; Providing psychological first aid during and after incident response and recovery activities; and Identifying in coordination with the Virginia Department of Health, appropriate immunization and prophylaxis for responders and recovery workers. Provide technical advice; Identifying hazards and risks associated with response and recovery activities; Ensure appropriate immunizations and provided to responders; Provide psychological and physical first aid; Provide Critical Incident Stress Management (CISM) Monitor responders for chemical and/or biological contamination; and Provide appropriate workplace safety training. 204 $¤¢¤¬¡¤± þ Notes 205 $¤¢¤¬¡¤± þ COUNTY of FREDERICK Finance Department Cheryl B. Shiffler Director 540/665-5610 Fax: 540/667-0370 E-mail: cshiffle@fcva.us TO: Board of Supervisors FROM: Finance Committee DATE: December 16, 2015 SUBJECT:Finance CommitteeReport and Recommendations A Finance Committee meetingwasheldin the First Floor Conference Room at 107 North Kent Street onWednesday,December 16, 2015 at 8:00 a.m.Member Richard Shickle was absent. (= no action required) 1.The NRADC Superintendent requests an NRADC fund budget transfer in the amount of $380,000from medical insurance to overtime and merit reserve. Policy requires Board approval to transfer out of a fringe benefit line item. See attached memo, p.3.The committee recommends approval. 2.The Voter Registrar requests a General Fund supplemental appropriation in the amount of $38,614.This amount represents costs associated with the March 2016 Presidential Primaries. Local funds are required. See attached memo, p.4– 5.The committee recommends approval. 3.The Winchester Regional Airport Director provides an update on the Airport operating budget for FY 2016. See attached information, p.6– 26. No action required. 4.The Planning Deputy Director requests a General Fund supplemental appropriation in the amount of $100,000.This represents amonetary contribution profferedrelated to the Stephenson Village Planned Residential Community for the Clearbrook Volunteer Fire & Rescue Company. See attached memo, p.27 – 28. The committee recommends approval. 107 North Kent Street Winchester, Virginia 22601 Finance CommitteeReport and Recommendations December 16, 2015 Page|2 5. Closedsession, pursuantto Virginia CodeSection 2.2-3711(A)(3), for discussionor considerationof the acquisitionof real property forapublic purpose,where discussion in an openmeeting wouldadversely affect the bargaining positionor negotiating strategyof the County.Motions to go into closed session, conclude closed session,and certify closed session weremade byMr. Lofton,seconded byMs. Rudolph, and approved by the committee. The closed session wascertified bya roll call voteof each voting memberof the committee present. The committee recommends aGeneral Fund supplemental appropriation in the amount of $92,000in proffer funds to purchase INFORMATION ONLY 1.The Finance Director provides aFund 10 Transfer Report for November2015. See attached, p.29. 2.The Finance Director provides an FY 2016 Fund Balance Report ending December10,2015. See attached, p.30. 3.The Finance Director provides financial statements for the month ending November30,2015. See attached, p.31 – 41. 4.An updated FY 2017 budget calendar is provided. See attached, p.42. 5.NW Works sends a letter of appreciationfor the support received from the County. See attached, p.43. Respectfully submitted, FINANCE COMMITTEE Charles DeHaven, Chairman Judy McCann-Slaughter By Gary Lofton ___________________________ Bill Ewing Cheryl B. Shiffler, Finance Director Angela Rudolph COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 Fax: 540/ 665-6395 MEMORANDUM TO: Cheryl Shiffler, Finance Director FROM: Michael T. Ruddy, AICP, Deputy Director RE:Clear Brook Volunteer Fire and Rescue/Stephenson Village Proffer DATE: December 9, 2015 Staff has been contacted by members of the Clear Brook VolunteerFire and Rescue Department regarding the transfer of two (2) proffer payments in the amount of $50,000 each, $100,000 total,from the County to the Clear Brook Volunteer Fire and Rescue Company. The payments were made directly to Frederick County on 12/30/10 and 12/18/13 to satisfy proffer commitments associated with the Stephenson Village Planned Residential Community, Rezoning #06-03. Please move forwardwith the disbursement of these proffer payments through the appropriate methods. If you need anything further from me, please let me know. MTR/dlw 107 North Kent Street, Suite 202 Winchester, Virginia 22601-5000 FY16 NOVEMBER BUDGET TRANSFERS DATEDEPARTMENT/GENERAL FUNDREASON FOR TRANSFERFROMTOACCTCODEAMOUNT 11/16/2015MAINTENANCE ADMINISTRATIONVEHICLE REPAIR-2007 F150 TRUCK43013004000002 600.00 COUNTY OFFICE BUILDINGS/COURTHOUSE43043010000000 (600.00) 11/19/2015CLEARBROOK PARKRENTAL EQUIPMENT ON OCTOBER P-CARD71093004000003 (4,188.15) CLEARBROOK PARK 71099001000000 4,188.15 11/19/2015COMMISSIONER OF THE REVENUEGASOLINE TO CORRECT DIVISION12094003000002 1,000.00 REASSESSMENT/BOARD OF ASSESSORS12104003000000 (1,000.00) 11/19/2015MANAGEMENT INFORMATION SYSTEMSIT/MIS REORGANIZATION12221001000057 38,383.33 MANAGEMENT INFORMATION SYSTEMS12222001000000 2,936.33 MANAGEMENT INFORMATION SYSTEMS12222005000000 5,320.00 MANAGEMENT INFORMATION SYSTEMS 12222002000000 4,072.47 MANAGEMENT INFORMATION SYSTEMS12222006000000 456.76 MANAGEMENT INFORMATION SYSTEMS12222011000000 38.38 TRANSFERS/CONTINGENCY 93015890000000 (38,383.33) TRANSFERS/CONTINGENCY93015890000000 (2,936.33) TRANSFERS/CONTINGENCY93015890000000 (5,320.00) TRANSFERS/CONTINGENCY93015890000000 (4,072.47) TRANSFERS/CONTINGENCY93015890000000 (456.76) TRANSFERS/CONTINGENCY 93015890000000 (38.38) 11/19/2015REASSESSMENT/BOARD OF ASSESSORSOFFICE FURNITURE & EQUIPMENT-NEW ASSESSORS12105204000000 (6,000.00) REASSESSMENT/BOARD OF ASSESSORS 12105401000000 6,000.00 11/19/2015MANAGEMENT INFORMATION SYSTEMSSEQUEL SOFTWARE FOR THE I SERIES AS40012225401000000 (4,010.00) MANAGEMENT INFORMATION SYSTEMS 12225413000001 4,010.00 11/19/2015COMMISSIONER OF THE REVENUETRAVEL FOR CONTINUING ED12095506000000 (500.00) REASSESSMENT/BOARD OF ASSESSORS 12105506000000 500.00 11/30/2015REFUSE COLLECTIONADDITIONAL PAVING FOR GREENWOOD SITE42033004000001 (1,000.00) REFUSE COLLECTION42033004000003 1,000.00 12/3/2015FIRE AND RESCUEADDITIONAL CUBICLE FURNITURE35055204000000 (3,000.00) FIRE AND RESCUE35055401000000 3,000.00 12/3/2015AGRICULTUREFOLDING MACHINE REPAIRS83015401000000 (120.00) AGRICULTURE 83013004000001 120.00 ountyoFreerc, CfdikVA ReportonUnreservedFundBalance December10,2015 UnreservedFundBalance,BeginningofYear,July1,201542,344,282 PriorYearFunding&CarryforwardAmounts C/FRoseHillPark (168,000) C/FSherandoParkmasterplan (22,780) C/FDARE(400) C/FAbbottGrant (33,854) C/FFireCompanyCapital (274,086) ReserveEsummonsfunds (38,816) C/FFireProgramfunds (29,521) ReserveP&RPlayFundfunds (6,932) Schoolencumbrances (581,267) C/FForefeitedassets (58,035) C/FSchoolCapitaltoSchoolOperating (314,747) C/FSchoolOperating (123,737) C/FF&Rvehicleequipment (40,000) C/FF&Runiforms (64,000) (1,756,175) OtherFunding/Adjustments Parksreturnedunusedproffer(710) CORrefundBrookfieldStephensonVillage(20,539) CORrefundAllyFinancial(5,405) CORrefundFordMotorCredit(2,930) CORrefundOpalOil(4,070) Treasurerdrivethroughrepair(30,000) CircuitClerkdeputyclerkposition(10,913) Airportcapital(63,818) Gainesborositeretainage5,960 CORrefunddisabledveteran(3,689) CORrefundGreenwayEngineering(12,753) CORrefundNavitusEngineering(42,560) CORrefundCitizensAssetFinance(5,736) CORrefundCarrierEnterprises(144,392) ArmelElementaryrenovationdesign(200,000) NSVRCcontribution(1,216) PPEArefundadministrationbuilding(47,897) CORrefundDaimlerTrust(8,679) CORrefundAquaLakeHolidayUtilities(2,759) CORrefundProbuildCOLLC(13,282) CORrefundLawrenceFabrications(6,533) CORrefundWashingtonGas(89,697) CORrefundCarrierEnterprises(106,516) CORrefundBrittLouisNemeth(3,019) CORrefundAdmiralSecurityServices(2,815) CORrefundShenandoahGas(17,706) (841,674) FundBalance,December10,2015 39,746,432 County of Frederick General Fund 11/30/2015 ASSETSFY16FY15Increase 11/30/1511/30/14(Decrease) Cash and Cash Equivalents76,067,691.0769,149,484.726,918,206.35*A Petty Cash1,555.001,555.000.00 Receivables: Taxes, Commonwealth,Reimb.P/P17,254,334.8425,325,048.58(8,070,713.74)*B Streetlights4,007.8011,185.68(7,177.88) Miscellaneous Charges20,232.3421,595.62(1,363.28) Due from Fred. Co. San. Auth.734,939.23734,939.230.00 Prepaid Postage4,173.883,831.02342.86 GL controls (est.rev / est. exp)(13,418,524.42)(8,710,624.19)(4,707,900.23)(1) Attached TOTAL ASSETS80,668,409.7486,537,015.66(5,868,605.92) LIABILITIES Performance Bonds Payable446,668.04399,417.7547,250.29 Taxes Collected in Advance152,971.255,302,000.70(5,149,029.45)*C Deferred Revenue17,274,961.6525,355,171.28(8,080,209.63)*D TOTAL LIABILITIES17,874,600.9431,056,589.73(13,181,988.79) EQUITY Fund Balance Reserved: Encumbrance General Fund233,248.27167,668.8565,579.42(2) Attached Conservation Easement4,779.854,779.850.00 Peg Grant137,071.7566,131.0570,940.70*E Prepaid Items949.63949.630.00 Advances734,939.23734,939.230.00 Employee Benefits93,120.8293,120.820.00 Courthouse Fees269,039.57222,145.7646,893.81*F Historical Markers17,330.7617,295.2535.51 Animal Shelter335,530.02335,530.020.00 Proffers2,042,419.804,023,780.67(1,981,360.87)(3) Attached Economic Development Incentive0.00550,000.00(550,000.00) Parks Reserve6,932.250.006,932.25 E-Summons Funds38,816.250.0038,816.25 VDOT Revenue Sharing436,270.00436,270.000.00 Undesignated Adjusted Fund Balance58,443,360.6048,827,814.809,615,545.80(4) Attached TOTAL EQUITY62,793,808.8055,480,425.937,313,382.87 TOTAL LIAB. & EQUITY80,668,409.7486,537,015.66(5,868,605.92) NOTES: *A Cash increase can be mainly attributed to the increase in fund balance. *B Tax payments for $5.1 million in 11/14 were not applied due to unavailable data files until 12/14. Tax payments were received earlier in the current year. *C The data files were unavailable in the previous year until 12/1/14 to apply the payments from mortgage companies. *D Deferred revenue includes taxes receivable,street lights,misc.charges,dog tags,and motor vehicle registration fees. *E Upgrade board room audio visual and broadcasting equipment in the previous year $178,122 from Comcast provided PEG funds. *F Previously ADA Fees. BALANCE SHEET (1) GL ControlsFY16FY15Inc/(Decrease) Est.Revenue 147,595,237 138,386,923 9,208,315 Appropriations (67,785,799) (60,488,231) (7,297,568) Est.Tr.to Other fds (93,461,211) (86,776,985) (6,684,226) Encumbrances 233,248 167,669 65,579 (13,418,524) (8,710,624) (4,707,900) General Fund Purchase Orders @11/30/15 DEPARTMENTAmount Cty.Office Bldgs./Courthouse 2,714.34 Repair Generator at Public Service Building Fire & Rescue 46,217.60 Uniforms 2,558.29 Bailout System Supplies(Ropes, Harnesses, Etc.) 32,844.52 Vehicle Tools & Equip.(Includes Light Bars, Custom Cabinets, etc MIS 9,475.00 Sequel Software (4) Users & Website Interface Parks 400.00Rose Hill Park Engineering Service 17,625.00 (1,500) Long Sleeve T-Shirts for the Half Marathon 19,922.30 Special Events T-Shirts 2,645.40 Half Marathon Awards 18,477.70 Playground Equipment Replacement Parts 2,567.30 Lime, Fertilizer, and Chlorothalonil Planning 3,827.25 (7) 16 GB IPAD Wi-Fi Cellular w/case Public Safety 10,273.08 Repair & Maintenance of Radio Equipment Refuse Collection 15,500.00 Paving Road to Greenwood Compactor Site Sheriff 3,955.00 Body Armour 4,773.65 Uniforms 30,095.52 (12) Tactical Vests & (24) Hard Armor Plates 3,136.32 Dare T-Shirts 6,240.00 (2) Python III Dual Antenna Radar Package w/Accessories Total 233,248.27 Designated (3)Proffer InformationOther SCHOOLSPARKSFIRE & RESCUEProjectsTOTAL 54,706.90435,280.16491,139.401,061,293.34 2,042,419.80 Balance @11/30/15 Designated Other Projects Detail Administration 218,936.34 Bridges 1,000.00 Historic Preservation 108,000.0012/11/14 Board Action designated $50,000 for final debt payment Library 101,206.00on the Huntsberry property. Rt.50 Trans.Imp.10,000.00 Rt. 50 Rezoning 25,000.00 Rt. 656 & 657 Imp.25,000.00 RT.277 162,375.00 Sheriff 41,776.00 Solid Waste 12,000.00 Stop Lights 26,000.00 BPG Properties/Rt.11 Corridor 330,000.00 Total1,061,293.34 Other Proffers @11/30/15 (4) Fund Balance Adjusted - Ending Balance@11/30/15 39,769,972.77 Revenue 11/15 50,710,789.66 Expenditures 11/15 (26,489,547.59) Transfers 11/15 (5,547,854.24) 11/15 Fund Balance 58,443,360.60 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance November 30, 2015 FY16FY15YTD REVENUES:11/30/1511/30/14Actual AppropriatedActualActualVariance General Property Taxes100,608,073.0029,200,314.7519,575,832.839,624,481.92(1) Other local taxes31,899,849.007,718,530.307,423,676.15294,854.15(2) Permits & Privilege fees1,663,682.001,062,320.99709,250.65353,070.34(3) Revenue from use of money and property152,466.0087,455.75116,319.38(28,863.63)(4) Charges for Services2,478,226.001,016,972.36889,097.10127,875.26 Miscellaneous535,230.87137,107.88184,638.68(47,530.80) Recovered Costs1,318,702.581,819,302.931,489,223.63330,079.30(5) Intergovernmental: Commonwealth8,900,008.009,633,597.019,998,476.26(364,879.25)(6) Federal39,000.0035,187.6919,533.0015,654.69(7) TOTAL REVENUES147,595,237.4550,710,789.6640,406,047.6810,304,741.98 EXPENDITURES: General Administration 10,474,895.674,070,243.523,449,440.80620,802.72 Judicial Administration2,434,843.52880,376.70841,512.1638,864.54 Public Safety32,670,700.3913,569,810.3113,519,047.1050,763.21 Public Works4,948,422.681,673,133.651,485,009.50188,124.15 Health and Welfare8,177,956.003,114,580.862,888,621.14225,959.72 Education56,000.0028,000.0028,000.000.00 Parks, Recreation, Culture6,314,979.242,606,910.842,408,182.96198,727.88 Community Development1,997,260.95546,491.711,422,798.07(876,306.36) TOTAL EXPENDITURES67,075,058.4526,489,547.5926,042,611.73446,935.86(8) OTHER FINANCING SOURCES ( USES): Operating transfers from / to 94,171,951.695,547,854.242,032,648.273,515,205.97(9) Excess (deficiency)of revenues & other sources over expenditures & other uses(13,651,772.69)18,673,387.8312,330,787.68(6,342,600.15) Fund Balance per General Ledger39,769,972.7736,497,027.123,272,945.65 Fund Balance Adjusted to reflect58,443,360.6048,827,814.809,615,545.80 Income Statement 11/30/15 ` (1)General Property TaxesFY16FY15Increase/Decrease Real Estate Taxes 17,850,922 9,864,112 7,986,811 Public Services Current Taxes 242,581 116,145 126,436 Personal Property 10,670,077 9,153,823 1,516,255 Penalties and Interest 290,034 289,498 537 Credit Card Chgs./Delinq.Advertising (16,608) (15,369) (1,239) Adm.Fees For Liens&Distress 163,307 167,625 (4,318) 29,200,315 19,575,833 9,624,482 (2) Other Local Taxes Local Sales and Use Tax 3,248,445.83 3,117,148.42 131,297.41 Communications Sales Tax 326,838.00 337,899.18 (11,061.18) Utility Taxes 852,796.95 907,904.56 (55,107.61) Business Licenses 620,881.97 621,551.69 (669.72) Auto Rental Tax 44,996.27 40,072.82 4,923.45 Motor Vehicle Licenses Fees 253,588.30 235,933.90 17,654.40 Recordation Taxes 676,913.82 526,507.58 150,406.24 Meals Tax 1,491,559.21 1,464,184.44 27,374.77 Lodging Tax 185,779.88 164,200.79 21,579.09 Street Lights 12,859.26 6,472.82 6,386.44 Star Fort Fees 3,870.81 1,799.95 2,070.86 Total 7,718,530.30 7,423,676.15 294,854.15 (3)Permits&Privileges Dog Licenses 16,858.00 20,058.00 (3,200.00) Land Use Application Fees 7,000.00 6,850.00 150.00 Transfer Fees 1,413.00 1,206.67 206.33 Development Review Fees 263,657.14 168,984.10 94,673.04 Building Permits 567,639.04 383,754.73 183,884.31 2% State Fees 9,666.09 8,580.65 1,085.44 Electrical Permits 50,346.00 34,413.00 15,933.00 Plumbing Permits 10,602.00 5,746.00 4,856.00 Mechanical Permits 63,824.00 26,137.50 37,686.50 Sign Permits 2,376.72 1,370.00 1,006.72 Permits for Commercial Burning 25.00 225.00 (200.00) Explosive Storage Permits - 200.00 (200.00) Blasting Permits 150.00 105.00 45.00 Land Disturbance Permits 67,314.00 51,020.00 16,294.00 Septic Haulers Permit 300.00 - 300.00 Transfer Development Rights 1,150.00 300.00 850.00 Sewage Installation License - 300.00 (300. 00) Total 1,062,320.99 709,250.65 353,070.34 (4) Revenue from use of Money 62,554.50 66,720.39 (4,165.89) Property 24,901.25 49,598.99 (24,697.74) Total 87,455.75 116,319.38 (28,863.63) (5) Recovered CostsFY16FY15Increase/Decrease Recovered Costs Treas.Office 42,164.00 42,146.00 18.00 Worker's Comp 500.00 500.00 - Purchasing Card Rebate 124,206.59 98,068.29 26,138.30 Recovered Costs-IT/GIS 313.98 20,000.00 (19,686.02) Recovered Costs F&R Fee Recovery 176,796.56 166,301.00 10,495.56 Recovered Cost Fire Companies 38,672.90 16,758.26 21,914.64 Reimbursement Circuit Court 5,855.49 4,954.77 900.72 Reimb.Public Works/Planning Clean Up 1,736.25 290.00 1,446.25 Clarke County Container Fees 27,991.16 19,327.62 8,663.54 City of Winchester Container Fees 25,776.19 15,435.10 10,341.09 Refuse Disposal Fees 39,642.32 26,492.84 13,149.48 Recycling Revenue 34,522.40 31,337.12 3,185.28 Fire & Rescue Merchandise(Resale) 1,050.00 - 1,050.00 Container Fees Bowman Library 583.52 576.14 7.38 Litter-Thon/Keep VA Beautiful Grant 500.00 - 500.00 Restitution Victim Witness 7,337.16 7,662.15 (324.99) Reimb.of Expenses Gen.District Court 10,447.55 10,000.92 446.63 Reimb.Task Force 34,066.48 27,160.60 6,905.88 Sign Deposits Planning 100.00 (50.00) 150.00 Reimbursement-Construction Projects - 385,799.69 (385,799.69) *1 Westminster Canterbury Lieu of Tax 12,456.00 24,450.10 (11,994.10) Grounds Maint.Frederick Co. Schools 129,382.99 119,489.97 9,893.02 Comcast PEG Grant 35,732.25 35,344.80 387.45 Proffer-Other 483,090.46 449.50 482,640.96 *2 Fire School Programs 9,424.25 11,375.00 (1,950.75) Lynnhaven 10,134.93 - 10,134.93 Proffer Redbud Run 32,270.00 12,908.00 19,362.00 Clerks Reimbursement to County 5,409.10 3,864.48 1,544.62 Proffer Canter Estates 36,791.73 4,087.97 32,703.76 Proffer Village at Harvest Ridge 7,695.00 7,695.00 - Proffer Southern Hills 19,640.00 - 19,640.00 Proffer Snowden Bridge 252,420.09 183,091.59 69,328.50 Proffer Meadows Edge Racey Tract 181,296.00 201,440.00 (20,144.00) Sheriff Reimbursement 1,011.58 7,385.72 (6,374.14) Cedar Meadows 29,286.00 4,881.00 24,405.00 Proffer Westbury Commons 1,000.00 - 1,000.00 Total 1,819,302.93 1,489,223.63 330,079.30 *1 Reimbursement for the Round Hill Fire and Rescue Station and Event Center design. *Blackburn Commerce Center Rezoning/Transportation Improvement $452,745.46 (6) Commonwealth Revenue11/30/201511/30/2014 FY16FY15Increase/Decrease Motor Vehicle Carriers Tax 37,721.45 36,948.73 772.72 Mobile Home Titling Tax 58,618.97 60,131.19 (1,512.22) Recordation Taxes 180,462.40 167,636.80 12,825.60 P/P State Reimbursement 6,526,528.26 6,526,528.18 0.08 Shared Expenses Comm.Atty. 117,911.16 143,814.22 (25,903.06)*1 Shared Expenses Sheriff 582,630.52 788,330.05 (205,699.53)*1 Shared Expenses Comm.of Rev. 53,090.44 70,309.29 (17,218.85)*1 Shared Expenses Treasurer 39,397.34 52,824.09 (13,426.75)*1 Shared Expenses Clerk 98,089.07 125,014.31 (26,925.24)*1 Public Assistance Grants 1,504,050.22 1,334,493.92 169,556.30*2 Litter Control Grants 15,687.00 15,515.00 172.00 Emergency Services Fire Program 214,535.00 239,007.00 (24,472.00) DMV Grant Funding 8,880.11 19,276.02 (10,395.91) State Grant Emergency Services 14,838.80 48,876.43 (34,037.63) DCJS & Sheriff (State Grants) - 122,974.04 (122,974.04)*3 JJC Grant Juvenile Justice 64,180.00 64,180.00 - Rent/Lease Payments 80,361.35 123,209.35 (42,848.00) Spay/Neuter Assistance -State 171.00 395.20 (224.20) Wireless 911 Grant 22,268.40 24,773.70 (2,505.30) State Forfeited Asset Funds 12,033.52 6,157.86 5,875.66 Victim Witness - 25,805.00 (25,805.00) F/R OEMS Reimb. 2,142.00 2,275.88 (133.88) Total 9,633,597.01 9,998,476.26 (364,879.25) *1 Revenue was received in prior month for FY15 *2 Increase for special needs *3 Abbott Grant FY15 $99,064.88 County ofFrederick GeneralFund November 30, 2015 (7) Federal Revenue FY16FY15Increase/Decrease Federal Forfeited Assets 10,612.69 - 10,612.69 Housing Illegal Aliens-Federal 12,581.00 12,449.00 132.00 Federal Funds-Sheriff 8,983.00 5,509.00 3,474.00 Emergency Services Grant 3,011.00 1,575.00 1,436.00 Total 35,187.69 19,533.00 15,654.69 (8) Expenditures General Administration Expenditures increased$446,935.86.increased $620,802.72andreflects a Public Works $407,300increase of Commissioner of the Revenue tax refunds year to date. increased $188,124.15and includes the County share of the Courthouse Complex maintenance increase of $49,242. Additionally, Engineering purchased a 2015 Chevrolet Colorado truck ($26,632), Refuse a 30 yard recycling can and compactor ($17,475) and Maintenance Administration a 2015 Ford F150 truck Parks, Recreation, and Culture ($27,963). increased $198,727.88 and includes vehicle purchases of (2) 2015 Chevrolet Silverado trucks ($24,375) each and (2)2015Toro Z-turn riding mowers ($13,057) Community Development each.Thedecrease inreflects the $875,000 transfer to the Economic Development Authority for EDA Incentives.The Transfers increased $3,515,205.97.See chart below: (9) Transfers Increased $3,515,205.97 FY16FY15Increase/Decrease Transfer to School Operating705,004.31218,387.05 486,617.26*1 Transfer to School Construction3,200,000.00 - 3,200,000.00 Transfer to Debt Service County1,264,623.73201,548.42 1,063,075.31 *2 Transfer to School Operating Capital314,746.72542,593.92 (227,847.20) Transfer to Capital Projects Fund0.001,000,000.00 (1,000,000.00)*3 Operational Transfers 63,479.48 70,118.88 (6,639.40)*4 Total5,547,854.242,032,648.27 3,515,205.97 *1 Increase in FY15 School Operating Transfer. *2 FY16 payments include the Bowman Library, Roundhill, Millwood and the Animal Shelter. *3 Proffer for Round Hill Fire and Rescue Event Center Site Plan *4 Timing of insurance charge outs. County of Frederick FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER November 30, 2015 ASSETSFY2016FY2015Increase 11/30/1511/30/14(Decrease) *1 Cash5,668,964.955,645,355.2723,609.68 GL controls(est.rev/est.exp)(746,804.84)(418,754.75)(328,050.09) TOTAL ASSETS4,922,160.115,226,600.52(304,440.41) LIABILITIES Accrued Operating Reserve Costs2,258,904.002,115,099.00143,805.00 TOTAL LIABILITIES2,258,904.002,115,099.00143,805.00 EQUITY Fund Balance Reserved Encumbrances31,347.50105,934.92(74,587.42) Undesignated *2 Fund Balance2,631,908.613,005,566.60(373,657.99) TOTAL EQUITY2,663,256.113,111,501.52(448,245.41) TOTAL LIABILITY & EQUITY4,922,160.115,226,600.52(304,440.41) NOTES: *1 Cash increased $23,609.68. Refer to the following page for comparative statement of revenues, expenditures and changes in fund balance. * 2 Fund balance increased $373,657.99. The beginning balance for FY16 was $3,209,470.54 and includes adjusting entries, budget controls FY16($725,046.00), and the year to date revenue less expenditures of $147,484.07. Current Unrecorded Accounts Receivable- FY2016 Prisoner Billing:35,963.98 . Compensation Board Reimbursement 11/15462,075.06 Total 498,039.04 County of Frederick Comparative Statement of Revenues, Expenditures and Changes in Fund Balance 11/30/15 FUND 11 NORTHWESTERN REGIONAL ADULT DETENTION CENTER FY2016FY2015 REVENUES: 11/30/1511/30/14YTD Actual AppropriatedActualActualVariance Credit Card Probation-63.1462.121.02 Interest3,228.423,519.59(291.17) Supervision Fees41,696.0016,241.0016,696.00(455.00) Drug Testing Fees5,000.00-455.00(455.00) Work Release Fees355,828.00130,494.02107,937.7922,556.23 Federal Bureau Of Prisons0.00165.001,275.48(1,110.48) Local Contributions6,495,106.003,247,553.003,004,484.69243,068.31 Miscellaneous15,000.001,779.803,430.49(1,650.69) Phone Commissions345,000.0077,146.3663,238.5113,907.85 Food & Staff Reimbursement130,000.0019,751.9844,229.06(24,477.08) Elec.Monitoring Part.Fees90,000.0036,081.8721,325.7014,756.17 Share of Jail Cost Commonwealth1,097,197.00374,043.68295,394.6578,649.03 Medical & Health Reimb.68,000.0030,161.0124,337.695,823.32 Shared Expenses CFW Jail5,090,140.001,282,376.451,750,159.69(467,783.24) State Grants250,263.0073,340.9476,425.00(3,084.06) Local Offender Probation252,286.0068,238.0067,190.001,048.00 Transfer From General Fund5,103,298.002,551,649.002,461,093.1290,555.88 TOTAL REVENUES 19,338,814.007,912,313.677,941,254.58(28,940.91) EXPENDITURES: 20,116,966.347,764,829.607,163,845.09600,984.51 Excess(Deficiency)of revenues over expenditures 147,484.07777,409.49(629,925.42) FUND BALANCE PER GENERAL LEDGER 2,484,424.542,228,157.11256,267.43 Fund Balance Adjusted To Reflect 2,631,908.613,005,566.60(373,657.99) Income Statement 11/30/15 County of Frederick Fund 12 Landfill November 30, 2015 FY2016FY2015Increase ASSETS11/30/1511/30/14(Decrease) Cash32,883,563.8731,141,299.331,742,264.54 Receivables: Fees679,737.74593,557.4886,180.26*1 Accounts Receivable Other2,589.86128.002,461.86 Allow.Uncollectible Fees(84,000.00)(84,000.00)0.00 Fixed Assets44,899,611.0743,682,208.641,217,402.43 Accumulated Depreciation(26,818,616.30)(25,115,864.21)(1,702,752.09) GL controls(est.rev/est.exp)(696,048.00)(3,307,317.02)2,611,269.02 TOTAL ASSETS50,866,838.2446,910,012.223,956,826.02 LIABILITIES Accounts Payable - - Accrued VAC.Pay and Comp TimePay191,362.47178,911.2412,451.23 Accrued Remediation Costs12,233,415.9311,938,535.78294,880.15*2 Retainage Payable0.009,244.62(9,244.62) Deferred Revenue Misc.Charges2,589.86128.002,461.86 TOTAL LIABILITIES12,427,368.2612,126,819.64300,548.62 EQUITY Fund Balance Reserved: Encumbrances35,422.00173,072.20(137,650.20)*3 Land Acquisition1,048,000.001,048,000.000.00 New Development Costs3,812,000.003,812,000.000.00 Environmental Project Costs1,948,442.001,948,442.000.00 Equipment3,050,000.003,050,000.000.00 Undesignated Fund Balance28,545,605.9824,751,678.383,793,927.60*4 . TOTAL EQUITY38,439,469.9834,783,192.583,656,277.40 TOTAL LIABILITY AND EQUITY50,866,838.2446,910,012.223,956,826.02 NOTES: *1 Landfill fees increased $86,180.26 and is due to an increase in tipping fee rates. Landfill fees at 11/15 were $463,649.23 compared to $369,705.07 at 11/14 for an increase of $93,944.16. Delinquent fees at 11/15 were $211,953.35 compared to $219,976.42 at 11/14 for a decrease of $8,023.07. *2 Remediation increased $294,880.15 and includes $265,000.00 for post closure and $29,880.15 interest. *3 The encumbrance balance at 11/30/15 was $35,422.00 and includes a 2016 Ford F250 with snow plow for $32,042 and a Pro-Flo 900 Caster spreader for a cost of $3,380.00. *Fund Balance increased $3,793,927.60. The beginning balance was $27,730,771.72 and includes adjusting entries, budget controls for FY16($75,138) and year to date revenue less expenditures of $889,972.26. County of Frederick Comparative Statement of Revenue,Expenditures and Changes in Fund Balance November 30, 2015 FUND 12 LANDFILLFY16FY15YTD REVENUES11/30/1511/30/14Actual AppropriatedActualActualVariance Interest Charge0.001,605.301,600.864.44 Interest on Bank Deposits60,000.0020,030.2723,237.18(3,206.91) Salvage and Surplus0.0038,017.9570,005.80(31,987.85) Sanitary Landfill Fees5,080,500.002,258,439.761,965,015.91293,423.85 Charges to County0.00170,180.34140,410.7829,769.56 Charges to Winchester0.0049,340.6239,936.529,404.10 Tire Recycling120,000.0029,931.1275,685.31(45,754.19) Reg.Recycling Electronics60,000.0019,898.0016,932.002,966.00 Greenhouse Gas Credit Sales0.003,668.28(3,668.28) Miscellaneous60,000.00161.00174.00(13.00) Wheel Recycling120,000.000.000.000.00 Charges for RTOP0.002,439.860.002,439.86 Renewable Energy Credits116,262.0056,361.7658,275.14(1,913.38) Landfill Gas To Electricity394,620.00165,821.41196,485.99(30,664.58) Waste Oil Recycling1,717.077,506.19(5,789.12) State Reimbursement Tire Operation0.000.000.000.00 TOTAL REVENUES6,011,382.002,813,944.462,598,933.96215,010.50 Operating Expenditures5,391,520.001,217,087.451,190,384.2126,703.24 Capital Expenditures1,351,332.00706,884.751,237,046.51(530,161.76) TOTAL Expenditures 6,742,852.001,923,972.202,427,430.72(503,458.52) Excess(defiency)of revenue over expenditures889,972.26171,503.24718,469.02 Fund Balance Per General Ledger27,655,633.7224,580,175.143,075,458.58 FUND BALANCE ADJUSTED 28,545,605.9824,751,678.383,793,927.60 Budget Calendar FY 2016-2017 MonthAction October21, 2015Budget memo fromFinance Committee Chairman presented to Finance Committee October 29, 2015Budget materials sent to all departments and outside agencies November 30, 2015Budget requests from departments and outside agencies due back to Finance Department December 14, 2015 –January 8, Requested Departmental meetings with County 2016Administrator’s Budget Committee January 20, 2016Finance Committee/Budget Worksession;Possible Budget Scenario and reassessment discussion 8:00 a.m. January 27, 2016Joint budget meeting with School Board and Board of Supervisors; School Board presents School Board budget to Board of Supervisors/Possible Budget Worksession 5:30 p.m. February 3, 2016Budget Worksession –Board of Supervisors 8:00 a.m. February 10, 2016Budget Worksession –Board of Supervisors 6:00 p.m. February 16, 2016School Board budget public hearing February 17, 2016Finance Committee/Board of Supervisors Budget Worksession 8:00 a.m. February 24, 2016Budget Worksession –Board of Supervisors 6:00 p.m. March 2, 2016FinalBoard of Supervisors Budget Worksession before budget advertisement 8:00 a.m.; March 7, 2016Budget Advertisement to Winchester Star for publishing March 14, 2016Public Hearing Advertisement in newspaper March 23, 2016FY 2016–2017Budget/Tax RatesPublic Hearing April 13, 2016FY 2016–2017Budget Adoption May-July, 2016Preparation of Adopted Budget Document and submission of budget for award April 13-27, 2016Prepare and InsertTax Bills April 29, 2016Tax Bills mailed July 1, 2016Implementation of Fiscal Year 2016–2017 Dates are subjectto change This report is prepared by the Frederick County Planning Staff to provide information to the Planning Commission and the Board of Supervisors to assist them in making a decision on this request. It may also be useful to others interested in this zoning matter. Following this public hearing, a decision regarding this Conditional Use Permit application by the Board of Supervisors would be appropriate. The Applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. Following this public hearing, a decision regarding this Conditional Use Permit application by the Board of Supervisors would be appropriate. The Applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. HILLHILL HIGHPOINTE CT 111HIGHPOINTE CT 116 CUP # 04 - 15 VALLEY DR VALLEY DR HILL HIGHPOINTE CT 108 VALLEY DR HILL 102 100 Jerry Lee and Kyung Lee 106 VALLEY DR HILL HILL HILL 104 VALLEY DR VALLEY DR VALLEY DR HILL PIN: VALLEY DR 55 - A - 56 Monument Sign 103 107 HILL HILLVALLEY DR VALLEY DR 105 HILL VALLEY DR 533 VALLEY MILL RD 543 CUP 04-15 VALLEY MILL RD 55 A 56 105 VAN BUREN CT CUP 04-15 55 A 56 104 VAN BUREN CT 137 100PEBBLE 100 BROOK LN VAN WOODYS PL BUREN CT 139 PEBBLE 102 BROOK LN WOODYS PL 104 WOODYS PL 108 106 WOODYS PL WOODYS PL 140 PEBBLE 136 BROOK LN PEBBLE BROOK LN 110 138 WOODYS PL PEBBLE Applications BROOK LN 112 Parcels WOODYS PL Building Footprints 107 107 B1 (Business, Neighborhood District) 114 WOODYS PL VAN WOODYS PL B2 (Business, General Distrist) 109 BUREN PL WOODYS PL B3 (Business, Industrial Transition District) 116 113 EM (Extractive Manufacturing District) WOODYS PL WOODYS PL 112 118 HE (Higher Education District) VAN WOODYS PL M1 (Industrial, Light District) Note: M2 (Industrial, General District) CUP # 04 - 15 Frederick County Dept of MH1 (Mobile Home Community District) Planning & Development I Jerry Lee and Kyung Lee MS (Medical Support District) 107 N Kent St PIN: Suite 202 OM (Office - Manufacturing Park) 55 - A - 56 Winchester, VA 22601 R4 (Residential Planned Community District) Monument Sign 540 - 665 - 5651 R5 (Residential Recreational Community District) Map Created: November 3, 2015 RA (Rural Area District) Staff: mcheran RP (Residential Performance District) 070140280Feet HILLHILL HIGHPOINTE CT 111HIGHPOINTE CT 116 CUP # 04 - 15 VALLEY DR VALLEY DR HILL HIGHPOINTE CT 108 VALLEY DR HILL 102 100 Jerry Lee and Kyung Lee 106 VALLEY DR HILL HILL HILL 104 VALLEY DR VALLEY DR VALLEY DR HILL PIN: VALLEY DR 55 - A - 56 Monument Sign 103 107 HILL HILLVALLEY DR VALLEY DR 105 HILL VALLEY DR 533 VALLEY MILL RD 543 CUP 04-15 VALLEY MILL RD 55 A 56 105 VAN BUREN CT CUP 04-15 55 A 56 104 VAN BUREN CT 137 100PEBBLE 100 BROOK LN VAN WOODYS PL BUREN CT 139 PEBBLE 102 BROOK LN WOODYS PL 104 WOODYS PL 108 106 WOODYS PL WOODYS PL 140 PEBBLE 136 BROOK LN PEBBLE BROOK LN 110 138 WOODYS PL PEBBLE BROOK LN 112 WOODYS PL 107 107 114 WOODYS PL VAN WOODYS PL 109 BUREN PL WOODYS PL 116 113 WOODYS PL WOODYS PL 112 118 VAN WOODYS PL Note: CUP # 04 - 15 Frederick County Dept of Planning & Development I Jerry Lee and Kyung Lee 107 N Kent St PIN: Suite 202 55 - A - 56 Winchester, VA 22601 Monument Sign 540 - 665 - 5651 Applications Map Created: November 3, 2015 Parcels Staff: mcheran Building Footprints 070140280Feet Following the required public hearing, a decision regarding this rezoning application by the Board of Supervisors would be appropriate. The Applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. 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. Please see attached letter from Uwe E. Weindel, PE, dated January 20, 2015. Please see attached letter from Roderick B. Williams, County Attorney, dated March 2, 2015 Land Use Staff Note: While these densities and land uses are generally consistent with the comprehensive plan, there are no assurances that the area designated for high density residential will develop as indicated as there are no proffered minimums. The development of Phase II with single family attached (townhouse) units and multi-family units does not assure densities consistent with the Comprehensive Plan. Transportation and Site Access: Traffic Impact Analysis. Transportation Program. Staff Note: The Applicant has reduced the proffer payment for the single family detached units in recognition of the existing 6.81 acres of unrestricted RP zoned land. The full proffer amount would be $19,680 per single family detached unit. The 6.81 acres could yield 20 units at the anticipated density of 3 units per acre (80 remaining units x $19,680 = $1,574,400 /100 = $15,744). Staff Note: The Applicant has reduced the proffer payment for the single family detached units in recognition of the existing 6.81 acres of unrestricted RP Zoned land. The full proffer amount would be $19,680 per single family detached unit. The 6.81 acres could yield 20 units at the anticipated density of 3 units per acre (80 remaining units x $19,680 = $1,574,400 /100 = $15,744). Following the required public hearing, a decision regarding this rezoning application by the Board of Supervisors would be appropriate. The Applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. REZ # 11 - 15 64C 2 1 64 A 44 64 A 18A64 A 43 Freedom Manor 64D A 1 64 A 42 64 A 18 64D A 2 64 A 41 PINs: 64D A 3 CHAPEL HILL 64 - A - 19, 64 - A - 20, 64 - A - 23 64D A 4 63 A 124 Subdivision 64 2 A Rezoning from RA/RP to RP with Proffers 64 2 A3 64D A 5 64D A 6 64D A 7 64D A 9 64 2 A1 64 2 A3 64D A 8 64D A 14 64 2 A2 64 2 B2 64D A 10 REZ #11-15 63 A 146A 64 2 C 64 A 20 64D 8 64D A 12 63 A 145 1 86A ST 64D 8 64D 8 644 1 66 64D A 15 1 67 64D A 17 64D 2 63 A 147 A 11 64D 64D 2 64D A 16 64D 8 63D 1 A 2 A 1264D A 18 A 10 1 68 64D 8 63D 64D 1 70 1 1 64D 2 64D 2 A 13 64D A 19 A 9 63D 1 28 1 69 64D 2 64D 2 64D 64D 8 64D A 20 01 63D 1 3 64D 3 A A 14 A 8 64 A A 22 1 85 63D 1 4 21A 64D 2 64D 2 522 64D A 21 64D 8 64D 3 B A 7 A 15 1 86 63D 1 5 64D A 25 64D A 23 64D A 26 64D A 24 63D 1 6 REZ #11-15 64D64D 8 63D 1 7 64D 63 A 146 64 A 19 64D 1 2 A 51 2 64D 2 A 3 63D 2 10 B A64D 64D 2 2 A 6 63D 64D 2 2 8 1 1 64D 2 A 4 63D 2 122 8 64D A 28 64D A 27 64D A 1 63D 8 1 1A 63D 2 14 2 9 SOUTHVIEW 63D 2 16 Subdivision 63D 2 13 64D A 30 63D 2 11 64 2 D2 63D 63D 2 17 REZ #11-15 2 15 63D 2 19 63D 2 21 64 A 23 64 2 D ST 644 64D 64 A 23A 4 1 64D 4 2 64D 4 3 64D 4 4 64 3 A1 64D 64 A 24 ELMWOOD RD 4 5 Applications 64D 01 4 6 Parcels 522 64D Sewer and Water Service Area 64 3 A 4 7 Building Footprints 64 A 36 B1 (Business, Neighborhood District) B2 (Business, General Distrist) 64 A 35 B3 (Business, Industrial Transition District) EM (Extractive Manufacturing District) HE (Higher Education District) 64 A 25 M1 (Industrial, Light District) Note: M2 (Industrial, General District) REZ # 11 - 15 Frederick County Dept of MH1 (Mobile Home Community District) Planning & Development I Freedom Manor MS (Medical Support District) 107 N Kent St Suite 202 OM (Office - Manufacturing Park) PINs: Winchester, VA 22601 64 - A - 19, 64 - A - 20, 64 - A - 23 R4 (Residential Planned Community District) 540 - 665 - 5651 Rezoning from RA/RP to RP with Proffers R5 (Residential Recreational Community District) Map Created: November 10, 2015 RA (Rural Area District) Staff: cperkins RP (Residential Performance District) 0220440880Feet REZ # 11 - 15 64C 2 1 64 A 44 64 A 18A64 A 43 Freedom Manor 64D A 1 64 A 42 64 A 18 64D A 2 64 A 41 PINs: 64D A 3 CHAPEL HILL 64 - A - 19, 64 - A - 20, 64 - A - 23 64D A 4 63 A 124 Subdivision 64 2 A Rezoning from RA/RP to RP with Proffers 64 2 A3 64D A 5 64D A 6 64D A 7 64D A 9 64 2 A1 64 2 A3 64D A 8 64D A 14 64 2 A2 64 2 B2 64D A 10 REZ #11-15 63 A 146A 64 2 C 64 A 20 64D 8 64D A 12 63 A 145 1 86A ST 64D 8 64D 8 644 1 66 64D A 15 1 67 64D A 17 64D 2 63 A 147 A 11 64D 64D 2 64D A 16 64D 8 63D 1 A 2 A 1264D A 18 A 10 1 68 64D 8 63D 64D 1 70 1 1 64D 2 64D 2 A 13 64D A 19 A 9 63D 1 28 1 69 64D 2 64D 2 64D 64D 8 64D A 20 01 63D 1 3 64D 3 A A 14 A 8 64 A A 22 1 85 63D 1 4 21A 64D 2 64D 2 522 64D A 21 64D 8 64D 3 B A 7 A 15 1 86 63D 1 5 64D A 25 64D A 23 64D A 26 64D A 24 63D 1 6 REZ #11-15 64D64D 8 63D 1 7 64D 63 A 146 64 A 19 64D 1 2 A 51 2 64D 2 A 3 63D 2 10 B A64D 64D 2 2 A 6 63D 64D 2 2 8 1 1 64D 2 A 4 63D 2 122 8 64D A 28 64D A 27 64D A 1 63D 8 1 1A 63D 2 14 2 9 SOUTHVIEW 63D 2 16 Subdivision 63D 2 13 64D A 30 63D 2 11 64 2 D2 63D 63D 2 17 REZ #11-15 2 15 63D 2 19 63D 2 21 64 A 23 64 2 D ST 644 64D 64 A 23A 4 1 64D 4 2 64D 4 3 64D 4 4 64 3 A1 64D 64 A 24 ELMWOOD RD 4 5 64D 01 4 6 522 64D 64 3 A 4 7 64 A 36 64 A 35 64 A 25 Note: REZ # 11 - 15 Frederick County Dept of Planning & Development I Freedom Manor 107 N Kent St Suite 202 PINs: Winchester, VA 22601 64 - A - 19, 64 - A - 20, 64 - A - 23 Applications 540 - 665 - 5651 Rezoning from RA/RP to RP with Proffers Parcels Map Created: November 10, 2015 Sewer and Water Service Area Staff: cperkins Building Footprints 0220440880Feet 64 A 17 REZ # 11 - 15 64C 2 3 64C 2 9 64C 2 2 Freedom Manor 64 A 18A 64 A 44 64C 2 1 PINs:64 A 18 63 A 127 64 A 43 64 - A - 19, 64 - A - 20, 64 - A - 23 64D A 1 64 A 42 63 A 129 63 A 124 64D A 2 64 A 41 Rezoning from RA/RP to RP with Proffers 64D A 3 63 A 130 CHAPEL HILL 63 A 63 A 64D A 4 Subdivision 141 124B 64D A 564 2 A 64 2 A3 63 A 142 64D A 6 64D A 7 63 A 143 64D A 9 64 2 A3 64 2 A1 64D A 8 64D A 14 64 2 A2 REZ #11-15 63 A 148 64D A 10 63 A 64 2 C 146A 63 4 4 64 A 20 64D 8 64D A 12 1 86A 63 A 145 63 A 149 64D A 15 64D 8 1 67 64D 264D A 17 64D 2 A 11 64D 01 A 10 64D A 16 64D 8 64D A 18 2 A 12 63D 1 A 1 68 63 A 147 63D 1 1 522 64D 2 64D 2 64D A 19 A 13 64D 8 A 9 63D 1 2 1 69 64D 2 64D 64D 2 64D A 20 64D 3 A A 8 63D 1 3 A 22 64D 8 A 14 64 A 21A 63 4 5A 64D 2 1 86 64D A 21 64D 2 64D 3 B 63D 1 4 A 7 A 15 64D 64D RED FOX RUN 64D A 23 63D 1 5 63D 2 64D A 26 A 24 A 25 REZ #11-15 16A Subdivision 63D 1 6 64D 64D 63 A 146 64 A 19 1 B A 63D 1 7 64D 8 2 A 5 64D WESTWOOD 63D 2 2063D 2 10 1 1 64D 2 2 64D 64D 2 A 6 Subdivision 64D 63D 2 8 2 A 1 2 A 4 63D 2 14 63D 2 18 64D Applications 2 A 3 63D 2 12 8 1 1A 63D 2 9 Parcels 63D 2 16 63D 2 22 64 2 D2 63D 2 11 Sewer and Water Service Area 64D A 30 63D 2 24 63D 2 13 Building Footprints REZ #11-15 SOUTHVIEW 63D 2 17 Long Range Land Use Subdivision 63D 2 15 63D 2 21 Residential 63D 2 19 63D 2 25 Neighborhood Village 64 2 D 64 A 23 63D 2 23 63D 2 27 Urban Center MEMORIAL HEIGHTS Mobile Home Community Subdivision 64 A 23A Business 64D 4 1 64D 4 2 Highway Commercial Mixed-Use 64D 4 3 Mixed Use Commercial/Office 64D 4 4 Mixed Use Industrial/Office 64 3 A1 Industrial 64D 4 5 Warehouse 64D 4 6 Heavy Industrial 64 A 24 64D 4 7 Extractive Mining Commercial Rec 64 A 36 Rural Community Center ELMWOOD RD ST 64 A 35 Fire & Rescue 64 3 A 644 01 Historic 522 Institutional Planned Unit Development Park Recreation School 64 A 25 Employment ST 64 A 24 Airport Support Area 644 B2 / B3 Note: Residential, 4 u/a REZ # 11 - 15 Frederick County Dept of High-Density Residential, 6 u/a Planning & Development I Freedom Manor High-Density Residential, 12-16 u/a 107 N Kent St Suite 202 Rural Area PINs: Winchester, VA 22601 64 - A - 19, 64 - A - 20, 64 - A - 23 Interstate Buffer 540 - 665 - 5651 Rezoning from RA/RP to RP with Proffers Landfill Support Area Map Created: November 10, 2015 Natural Resources & Recreation Staff: cperkins Environmental & Recreational Resources 02555101,020Feet FREEDOM MANOR - IMPACT ANALYSIS STATEMENT Revised November 2015 The following is a summary of the proposed rezoning of Freedom M to the RP (Residential Performance) Zoning District to provide f on 47.5 acres located east and adjacent to Papermill Road, appro north/west of the intersection of Papermill Road and Route 522. Proposed Development The proposed development plan is depicted on the attached . As shown, the Exhibit A project would consist of two phases that would provide for a max dwelling units served by a north/south connector road extending roundabout at the project entrance on Papermill Road through the northern project limits where it would connect with the transpor for the adjoining Madison Village project. Phase 1, located on the Property, is approximately 33.68 acres in size and would con 100 single family dwelling units. Phase 2 would be comprised of acres at the northern limits of the Property and consist of a ma units which could be single family attached, apartments, or a co The proposed Proffer Statement also provides an option to utiliz Transfer of Development Rights (TDR) program in order to constru proposed dwelling units. The TDR option could be utilized in li monetary proffers, as the TDR option mitigates impacts by transf rights from elsewhere in the County, but all other proffers incl use and layout would remain unchanged under the TDR option, thus cohesive project. A location map is attached as . As shown, the project is located between Exhibit B Papermill Road and Route 522 near the existing signalized inters roadways. Adjoining land to the south, zoned RA, is the current Park. Lands adjoining the site to the east are generally single zoned RA and RP. To the north of the site is the recently appro project, zoned RP and slated for up to 640 dwelling units as a m townhomes. Additional RA zoned lands are located west and adjac and are planned for high density residential and public park use Frederick (the Comprehensive Plan). County Comprehensive Plan Site Location The project is comprised of three tax map parcels identified as is a mixture of RP and RA zoning currently. The attached provides a summary Exhibit C of the existing zoning for the project. As shown, the southernm RP and represents an area that was rezoned to the RP district in to 70 single family dwelling units. The 2005 rezoning applicati both Papermill Road as well as to Route 522 through an adjoining rezoning application would remove the direct access to Route 522 preferred from an access management perspective, and also expand project to the north to include an adjoining 20.63 acres. As sh, this Exhibit C Impact Analysis Statement Freedom Manor 1 Exhibit A adjoining acreage is a mixture of 6.81 acres of existing RP zoning currently) and 13.86 acres of RA zoning. Site Characteristics Attached depicts the existing site conditions. The Property is currentl Exhibit D aside from some fencing and small outbuildings. Two ponds are l Property. Any wetland areas located on the property are limited the two existing ponds. There are no mapped floodplains on the As depicted on , The site has a high elevation of 745 feet and a low elevation Exhibit D approximately 720 feet with existing slopes generally in the 2-5 majority of the site drains from west to east. Soils on the site are identified as Blairton silt loams, Clearbr Weikert-Berks channery silt loams. The characteristics of this implications for site development are manageable through the sit Comprehensive Plan The Property is located wholly within the Urban Development Area and Water Service Area (SWSA). Further, the Eastern Frederick C Land Use Plan (the Land Use Plan) identifies the southern port Residential land uses intended for 4 units per acre. The Land intended use of the northern portions of the Property for High at a density of 12-16 units per acre. The proposed development plan for the Property recognizes the pl included in the Comprehensive Plan. Phase 1 of the project is p approximately 3.0 units per acre, consistent with the Residenti identified by the Comprehensive Plan. Phase 2 is proposed at a units per acre, which is consistent with the High Density Resid specified by the Comprehensive Plan. Access and Transportation Access to the Property would be provided by a single access poin utilizing an off-set roundabout design. The initial traffic stu typical entrance on Papermill Road. However, the relatively nar for Papermill Road precluded the construction of a southbound le accommodate traffic heading south on Papermill Road and turning Applicant approached the adjoining property owner across Papermi additional right of way necessary to construct the turn lane or roundabout, which would also accommodate the turn movements. Th property owner respectfully declined offers by the Applicant to either of those improvements. In order to safely accommodate tu the project entrance, the Applicant has revised the TIA and prep Roundabout Justification Study, attached as and , respectively. Appendix AAppendix B These two studies are referred to collectively as the TIA. Impact Analysis Statement Freedom Manor 2 A north/south connector road, as shown on the proffered Generalize (GDP), would extend from the proposed entrance on Papermill Road Property limits where it would connect with the planned transpor adjoining Madison Village project. For reference, the GDP inclu program approved as part of the Madison Village rezoning and mas plan. While not included as part of the Countys long range tra north/south connection between Freedom Manor and Madison Village connectivity in the area and also help to minimize new access po The TIA identifies the impacts associated with and levels of ser expected after development of the subject Property. The phased background traffic growth and development of adjoining projects accurate depiction of the future functionality of the transporta out, the proposed rezoning is expected to generate 2,643 average The TIA assumes two phases. Phase 1 includes development of 100 detached units on a single access point at Papermill. Phase 2 a 200 single family attached or apartment units and assumes a conn Madison Village project. Accordingly, the Phase 2 scenario incl through the Madison Village site that would utilize the north/so access to Papermill Road. The TIA identifies that the roundabout on Papermill Road will fu B or better under both the 2020 Phase 1 and 2026 Phase 2 scenari improvement is proffered to be completed prior to issuance of oc dwelling units for the project thereby ensuring safe and efficie Papermill Road traffic and vehicles accessing the site. The TIA recommends lengthening the eastbound Papermill Road righ Route 522 and also to revise the signalization at that intersect turn overlap phase to run concurrently with the northbound Route into the signal timing. This would allow for a continuous right opposed to a right-on-red situation for vehicles turning from Pa southbound Route 522. That suggested improvement would be requi of background traffic, regardless of the development of Freedom The TIA identifies acceptable levels of service at full build-ou Madison Village and at Route 522 and Justes Drive without the ne improvements. The proposed proffer statement limits access to Papermill Road t shown on the GDP. The Applicant has proffered the following imp th issuance of a certificate of occupancy for the 150 dwelling unit: E xtension of the north/south connector road from the roundabout o Road to the northern property limits (to connect with Madison Vi Construction of an interparcel connection to the western Proper shown on the GDP). Impact Analysis Statement Freedom Manor 3 In addition, the Applicant has proffered to provide for additional Property frontage on Papermill Road to accommodate its share of right of way for Papermill Road, planned as a major collector. modal transportation system, the proposed proffer statement incl 10 hiker/biker trail through the site. Resulting from the 2005 rezoning application process for a porti existing restrictive covenant would preclude the connection of W north/south connector road. Historic Sites and Structures The Virginia Division of Historic Landmarks identified the Evend within the vicinity of the site. However, that structure has be residence. Review of the application by the Historic Resources been deemed unnecessary. Stormwater Management The site currently drains generally from west to east. Developm be subject to the revised Stormwater Management regulations addr stormwater quantity and quality. As opposed to a single large s facility, the final design of the stormwater management system w of several bioremediation filters to provide quality and quantit requirements. Ownership and maintenance of any open space areas stormwater facilities, will be the responsibility of the HOA per statement. Sewage Conveyance and Water Supply Using a standard rate of 200 gallons per day/dwelling unit it is proposed development could produce up to 60,000 gallons per day existing 8 sewer line within Westwood Drive, adjacent to the si connection point for sanitary service for the Property directing Opequon Wastewater Treatment Plant. A pump station may be requi easternmost portions of the site. Alternatively, it may be poss service to the entirety of the Property by extending service to within Route 522 via an existing pipe stem that extends from t 522. The final design of the sanitary system would be identifie engineering process. Water supply will be provided by way of an existing 8 water mai Westwood Drive to the Property. Water usage of the project woul equivalent to its sewer flows of up to 60,000 gallons per day. designed to provide adequate pressure for potable water service services. Impact Analysis Statement Freedom Manor 4 Solid Waste The following table provides a projection of the potential solid of this project. Unit Type Units Waste Generation Total Waste (lbs) Single Family Detached 100 12 lbs/day 1,200 Single Family Attached 200 9 lbs/day 1,800 Total 3,000 The Regional Landfill will be utilized for solid waste disposal. hauler will be the responsibility of the HOA for Freedom Manor i impacts to citizen convenience sites. Impact on Community Facilities To mitigate any impacts to community facilities, the Applicant h contribution consistent with the current Frederick County Impact statement provides the Applicant with the option to develop the Countys TDR Ordinance in lieu of monetary proffers. If the TDR the proffer statement requires that the monetary contribution wo dwelling units constructed on the Property. Approximately 6.81 acres of the proposed Phase 1 area is current associated proffers. Accordingly, this portion of the site coul provisions of the zoning ordinance with no proffers for capital housing types. To ensure a cohesive development, this area has the proffer statement and GDP thereby limiting development on th of RP zoning to only single family detached uses and also ensuri north/south collector road is extended through that portion of t proffers for the 100 single family detached dwellings proposed w of the development have been adjusted to reflect the 20 potentia result within the existing 6.81 acres of un-proffered RP zoning single family density for the entirety of Phase 1 of approximate acre. The resulting per unit monetary proffer for any single fa constructed on the Property is $15,745. The calculation for thi Phase 1 is proposed with 100 units on 33.6819 Acres for an effe 2.969 units/acre. 6.8086 acres of existing, un-proffered RP zoning could therefor (20 units). Removing 20 units from the 100 unit maximum for single family d Phase 1 results in 80 units. Capital impacts for 80 dwelling units at the current County Imp $19,681 = $1,574,480 total impact to capital facilities resultin application. $1,574,480 then divided by 100 total units rounds up to $15,745 dwelling unit. Impact Analysis Statement Freedom Manor 5 The specific monetary proffers proposed for the single family deta within Phase 1 of the project and the single family attached or within Phase 2 of the project is as follows: Single Family Single Family Apartment Purpose Detached Units Attached Units Units Fire and Rescue $438 $406 $412 General Government $1,098 $1,050 $1,050 Library $354 $338 $338 Parks and Recreation $1,455 $1,391 $1,391 School Construction $12,400 $10,495 $10,689 TOTAL $15,745 $13,680 $13,880 Impact Analysis Statement Freedom Manor 6 MEMORANDUM TO: Frederick County Board of Supervisors FROM: Candice E. Perkins, AICP, CZA, Senior Planner SUBJECT: Public Hearing - Ordinance Amendment Supplementary Use Regulations Setback Extensions DATE: December 30, 2015 In 2011, the RP (Residential Performance) District setbacks and revised to introduce setbacks for unroofed decks and structures. for extensions into the setback within the supplementary use reg the RP and R4 (Residential Planned Community) Districts. Since also apply to the R5 District, the R5 (Residential Recreational been removed from the supplementary use regulations extension pr and MH1 Districts in the supplementary use section). Staff has prepared a minor revision to remove the R5 from the su setback extension to ensure that R5 developments (Lake Holliday, and Mountain Falls) all utilize the RP Zoning District deck and The DRRC discussed this amendment at their August 2015 meeting. proposed changes as drafted and the item was forwarded to the Planning Commission for discussion. The Planning Commission discussed this item on Sept Commission agreed with the changes and sent the item forward for Supervisors. The Board of Supervisors discussed this item on Oc Supervisors agreed with the proposed changes and sent the amendm The Planning Commission held a public hearing for this item on D public comments and the Planning Commission recommended approval The attached document shows the existing ordinance with the prop DRRC and the Planning Commission (with strikethroughs for text e added). This proposed amendment is being presented to the Board of Super hearing item. A decision by the Board of Supervisors on this pr amendment is sought. Please contact staff if you have any questions. Attachments: 1. Revised ordinance with additions shown in bold in strikethrough. 2. RP District (single family small lot) dimensional requirements. 3. Resolution CEP/pd Attachment 1 Original language Draft revisions Article II SUPPLEMENTARY USE REGULATIONS; PARKING; BUFFERS; AND REGULATIONS FOR SPECIFIC USES Part 201 Supplementary Use Regulations § 165-201.02 Setback requirements. F. Extensions into setback yards. The following features may extend (1) Air conditioners and similar equipment. Air conditioners, heat p equipment that are attached to the primary structure may extend rear yard area but shall not be closer than five feet to any lot line. (2) Architectural and structural features. Cornices, canopies, awnin overhanging features which are least eight feet above the grade may extend three feet into any required yard setback area. Chimneys, sills, headers, belt cours may extend three feet into required yard setback areas. Porches and related features. In the RA and MH1, and R5 Zoning Districts, balconies, porches, (3) stoops, decks, bay windows, steps and stairways which comprise l of the wall of the primary structure may extend three feet into no case shall such features be closer than five feet to a lot li