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February_24_2016_Board_Agenda_PacketAGENDA BUDGET WORK SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, FEBRUARY 24, 2016 6:00 P.M., 7:00P.M. BOARD ROOM, COUNTY ADMINISTRATION BUILDING 107 NORTH KENT STREET, WINCHESTER, VIRGINIA 6:00 P.M. - Board of Supervisors Budget Work Session 7:00 P.M. – Regular Meeting - Call To Order Invocation Pledge of Allegiance Adoption of Agenda: Pursuant to established procedures, the Board should adopt the Agenda for the meeting. Consent Agenda: (Tentative Agenda Items for Consent are Tabs: A, B, F, and G) Citizen Comments(Agenda Items Only, That Are Not Subject to Public Hearing.) Board of Supervisors Comments Minutes:(See Attached)A ------------------------------------------------------------------------------- 1.Regular Meeting, January 27, 2016. 2.Budget Work Session, February 3, 2016. 3.Budget Work Session, February 10, 2016. 4.Regular Meeting, February 10, 2016. AGENDA BUDGET WORK SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, FEBRUARY 24, 2016 PAGE 2 County Officials: 1.Proclamation Re: April 1-7, 2016 as Local Government Education Week. (See Attached)B ------------------------------------------------------------------------------- (See Attached)C 2.Employee of theMonth Award. ------------------------------------- (See Attached)D 3.Committee Appointments. ------------------------------------------- .Request from Frederick County Schools to Participate in Spring 2016 Virginia Public School Authority (VPSA) Bond Sale and Schedule Public (See Attached)E Hearing Date for March 23, 2016. --------------------------------- Committee Reports: (See Attached)F 1.Technology Committee. ---------------------------------------------- (See Attached)G 2.Joint Finance Committee. ------------------------------------------- 3.Joint Human Resources and Public Safety Committees. (See Attached)H ------------------------------------------------------------------------------- Public Hearing: 1.Outdoor Festival Permit Request of Opequon Presbyterian Church – Opequon on the Lawn.Pursuant to the Frederick County Code, Chapter 86, Festivals; Section 86-3, Permit Required; Application; Issuance or Denial; Fee; for an Outdoor Festival Permit. Festival to be Held on Saturday April 9, 2016 from 12:00 Noon - 5:00 P.M., on the Grounds of Opequon Presbyterian Church, 217 Church Lane, Winchester, Virginia 22602, Property Owned by Opequon Presbyterian (See Attached)I Church.------------------------------------------------------------------- 2.Amendment to the 2015-2016 Fiscal Year Budget - Pursuant to Section 15.2-2507 of the Code of Virginia, 1950, as Amended, the Board of Supervisors will Hold a Public Hearing to Amend the Fiscal Year 2015-2016 Budget to Reflect:General Fund Supplemental Appropriation in the Amount of $7,000,000 and a School Capital Fund Supplemental Appropriation in the Amount of 4,000,000. These Funds will be (See Attached)J Appropriatedfor Capital. --------------------------------------------- AGENDA BUDGET WORK SESSION AND REGULAR MEETING FREDERICK COUNTY BOARD OF SUPERVISORS WEDNESDAY, FEBRUARY 24,2016 PAGE 3 Planning Commission Business: Public Hearing: 1.Conditional Use Permit #05-15 for the Winchester Chapter of the Izaak Walton League,whichSubmitted for an Expansion of a Non-Conforming Use, for the Expansion of an Outdoor Recreation/- Shooting Area. The Property is Located at 2863 Millwood Pike, and is Identified with Property Identification Number 77-A-72 in the Shawnee (See Attached)K Magisterial District.---------------------------------------------------- Board Liaison Reports(If Any) Citizen Comments Board of Supervisors Comments Adjourn BOS Tech Committee Non-actionable Item: Virtualization Refresh Update Date: Tuesday Non-actionable Item: PC Refresh Update February 9, 2016 th Non-actionable Item: Budget Request for FY16-17 Update Time: 8:15 am Non-actionable Item:New Round Hill Fire Station Phone System Update Purple Conference Room Non-actionable Item: County FEMA Flood Maps 107 N Kent Street Update Virtualization Refresh VirtualizationRefresh RefreshforFY20152016 Total# PCsLaptopsGISPCs Department units 6 Airport51 CommissionerofRevenue11 Reassessment0 EDA33 Treasurer44 Planning22 HR11 Inspections11 PublicWorks22 Finance11 Administration33 BOS11 IT81312 MIS11 CommonwealthAttorney617 LandFill112 Dispatch11 FireandRescue11 Maintenance11 Sheriff235 Totals:3912455 AllPCshavebeendistributedtodepartmentsasof1/11/2016 PurposedRefreshforFY20162017 Total# PCsLaptopsGISPCs Department units Airport22 CommissionerofRevenue99 Reassessment0 EDA1113 Treasurer112 Planning44 HR11 Inspections0 PublicWorks112 Finance66 Administration11 BOS0 IT11 MIS22 ParksandRec112 VoterRegistration33 CommonwealthAttorney77 LandFill0 Dispatch55 FireandRescue33 Maintenance0 Sheriff11112 NRADC11 Totals:574566 U.S. Department of Homeland Security Region III One Independence Mall, Sixth Floor 615 Chestnut Street Philadelphia, PA 19106-4404 January 6, 2016 Mr. Charles DeHaven, Jr.Community: Frederick County, Chairman-At-Large, Board of SupervisorsVirginia Frederick CountyAnd Incorporated Areas 107 North Kent StreetCID: 510063 Winchester, VA22601 Re: Flood Risk Study for Frederick County Dear Mr. DeHaven: Recently the Federal Emergency Management Agency (FEMA)held Flood Risk Discovery meetings in your watershed area to determine the extent of floodplain mapping needs within your community. As a result of the information gatheredand through close contact with Patrick Fly, Frederick County GIS Manager, it was determined Frederick County was in need of countywide mapping updates.FEMAwas able toinitiate a flood risk study update for your community with 2015 funding. The floodplain study, scheduled for completion within the next 12 to 18 months, will result in updates to the Flood Insurance Rate Maps and Flood Insurance Study for Frederick County. This revised study will provide technical floodplain information onallZone A streams to aid in establishing actuarial flood insurance rates (rates which will reflect flood risk) and will provide a basis for your community's floodplain management program. FEMA appreciates your community’s cooperation during the course of this study effort. We ask that you disseminate information about this study within the community so that interested persons will have the opportunity to bring relevant data to your attention for submittal to our study contractor. This cooperation will enable our study contractor to consider local problems and concerns and to incorporate locally available information where applicable. If you have any questions, concerns, or comments regarding this letter or thestudy process, please feel free to contact me at the above address or by telephone at (215) 931-5650. Sincerely, Bob Pierson Regional Project Monitor Risk Analysis Branch, Mitigation Division www.fema.gov Mr. Dehaven January 6, 2016 Page 2 cc:Brenda Graton, County Administrator, Frederick County Patrick Fly, GIS Manager, Frederick County COUNTY of FREDERICK Jay E. Tibbs DeputyCounty Administrator 540/665-5666 Fax 540/667-0370 E-mail: jtibbs@co.frederick.va.us TO: Board of Supervisors FROM: Jay E. Tibbs, Deputy County Administrator DATE: February 18, 2016 RE: Joint Finance Committee Meeting The Joint Finance Committee met on Monday, February 8, 2016 at 9:00 A.M., in the Board of Supervisors’ Closed SessionRoom, County Administration Building, 107 North Kent Street, Winchester, Virginia. Present were Charles S. DeHaven, Jr.and Judith McCann-Slaughter, Frederick County representatives; and John Willingham, and Bill Wiley, City of Winchester representatives. Others present: Brenda G. Garton, County Administrator; Jay E. Tibbs, Deputy County Administrator; Kris C. Tierney, Assistant County Administrator; Eden Freeman, City Manager; Roderick B. Williams, County Attorney; Mary Blowe, Finance Director City of Winchester; Cheryl Shiffler, Finance Director, Frederick County; Corey MacKnight, Facilities Director, City of Winchester; Celeste Broadstreet, Financial Services Director, City of Winchester; Tyler Schenck, Program Manager, City of Winchester Lieutenant Mark Webber, Frederick County Sheriff’s Office; Les Taylor, Winchester City Sheriff; Al Sibert, Winchester City Sheriff’s Office;Justin Kerns, Executive Director of the Winchester-Frederick County Tourism Office; and Josh Janney, The Winchester Star. Ms. Freemancalled the meeting to order. ***For Board Information Only*** ELECTION OF CHAIRMAN Upon a motion by Mr. DeHaven, seconded by Mr. Wiley, John Willingham was elected chairman of the Joint Finance Committee. The motion passed unanimously. JOINT JUDICIAL CENTER CONSTRUCTION PROJECT UPDATE Winchester Facilities Director Corey MacKnightreviewed the progress of the Joint Judicial Center renovation project. He noted that phase I should be completed by mid-March. The 107 North Kent Street • Winchester, Virginia 22601-5000 project estimate was originally $3.7 million, but has since been revisedto $3.4 million. Approximately $563,000 has been spent to date. He provided a brief overview of the remaining work and advised the entire project shouldbe completed by October 2016. WINCHESTER SHERIFF RENOVATION REQUEST Winchester Sheriff Les Taylor stated he would liketo construct an “L”shaped wall at theend of the existing counter in his office in order to provide an additional buffer between patrons and employees. He had received one bid for this project. Ms. Freeman advised this project was outside of the current renovation project. The cost would be approximately $6,000. She noted maintenance had always been a jointly shared cost between the city and county. Mr. Wiley suggested considering this as part of the renovations, if there was any extra money left from the project. Mr. DeHaven stated he wouldliketo leave it flexible but asked that the committee communicate back and forth,as it gets closer,regardingthe cost. OUTSIDE AGENCY UPDATE(BUDGET REQUESTS) Ms. Shiffler and Ms. Blowe reviewedthe requests received by the county and city from the various outside agencies. Ms. Blowe noted these requestshave not yet gone to city council for consideration. Ms. Freeman provided a brief overview of the process the city uses to handle outside agency requests. TOURISM REQUESTFOR FY 2017 Justin Kerns, Executive Director of theWinchester-Frederick County Tourism Office, appeared before the committee to review his department’s FY 2017 budget request.He thanked both localities for historically funding tourism and then reviewed the spending numbers associated to tourism and associated taxes paid. He then provided a brief overview of the current tourism budget situation. He stated he was seekingadditional funding to increase marketing and the current proposal of an additional $50,000 perlocality wouldallow him to increase advertising to 25% of the budget. Ms. Freeman stated the city wouldwork to try to get an increase in thebudget to assist with marketing. Ms. Garton updated the committee on Frederick County’s request before the General Assembly to be added to list of counties who could increasethe transient occupancy tax rateup to 5%.If the legislation were to pass then those additional monies above the current 2% ratewouldbe allocated to tourism. Chairman Willingham asked the county to keep the dialogue open if the legislation passes. 107 North Kent Street • Winchester, Virginia 22601-5000 AIRPORT AUTHORITY Ms. Freeman stated, over the last two fiscal years, the city has seen requests from the Airport to subsidizetheir budget due to decreased fuel sales.She suggested theAuthority review the staffing and structure of the airport to try to address this issue. Mr. DeHaven expressed his desire to have a continuing discussion on this issue because the way “we”are going is not sustainable. There being no further business, the meeting was adjourned at 9:48 a.m. 107 North Kent Street • Winchester, Virginia 22601-5000 County of Frederick Departmentof Human Resources (540) 665-5668 Fax: (540) 665-5669 hr@fcva.us To:Board of Supervisors From:Jay E. Tibbs,InterimHR Director Date:February 19, 2016 Subject:Human Resources Committee Report The HR and Public Safety Committees met in the First Floor Conference Room at 107 North Kent Street at 8:00 a.m. on Friday, February 12, 2016. HR Committee members present were: Supervisors Robert Hess, Chairman, Robert Wells, Blaine Dunn and citizen members DonButler, Beth Lewin, and Dorrie Greene. Public Safety Committee members present were: Supervisors Gary Lofton and Blaine Dunn and citizen member Charles Torpy. Others present were: Jay Tibbs, Interim HR Director; Lynsey Orndorff, HR Generalist; Ashley Hicks, HR Specialist; Roderick Williams, County Attorney; Ross Spicer, Commonwealth’s Attorney; Andrew Robbins, Deputy Commonwealth’s Attorney; Patrick Barker, Executive Director of the Frederick County EDA; Delsie Jobe, Administrative Services Manager, DSS; Tamara Green, Director of Frederick County Department of Social Services; Sharon Kibler, Assistant Director Finance; Jason Robertson, Parks & Recreation Director; Michael Ruddy, Director of Planning & Development; Ed Strawsnyder, Public Works Director; Kevin Alderman, Shawneeland Manager; James Whitley, NRADC Superintendent; Sheriff Lenny Millholland; Major Steve Hawkins, Sheriff’s Department; Dennis Linaburg, Fire Chief; Larry Oliver, Deputy Chief of Training and Operations; Jay Bauserman, Deputy Chief,Fire Marshal Division; Melissa Neal, Administrative Assistant with Fire and Rescue; C. William Orndoff, Jr., Treasurer; Angela Whitacre, Deputy Treasurer; Dan Cunningham, President of the Frederick County Fire and Rescue Association; and Judith McCann-Slaughter, Stonewall District Supervisor. ***Items Requiring Board Action*** 1.Employee of the Month Award. Upon a motion by Don Butler,seconded byBeth Lewin, the Committee unanimously selected Jeff Jerome, a Recreation Technician with the Frederick CountyParks and Recreation Department, as Employee of the Month for February 2016. 2.Request from Old Dominion Alcohol and Safety Action Program to Create Full-time Records Clerk Position. The Committee considered a request from the Director of the Old DominionAlcohol and Safety Action Program to create a full-time records clerk position. The creation of this position will help bring the department into audit compliance and will help address non-payment of fees and will increase the department’s ability to successfully collect fees not currently being collected. Upon a motion byDon Butler, seconded by Beth Lewin,the Committee recommended approval of this request. The motion was approved unanimously. 3.Fiscal Year 2016-2017 Requests for New Positions –Presentations by Department Directors In an effort to involve the HR Committee as part of thebudget process, this year the County Administrator recommended that all new position requests submitted as part of the FY2016-2017 budget be brought to the HR Committee for review and a recommendation as to the need for the position(s) and whether or not the position(s) should be created. Because of thesignificant number of public safety positions being requested as part of the FY2016-2017 budget, the Public Safety Committee wasinvited to attend this meeting and offer their input and recommendation concerning those public safety requests. The only action being soughtfrom the committees was a recommendation regarding the creation of any new positions. Funding consideration for any new positions will be dealt with separately as part of the overall budget process. After listening to the presentations from the various department directors, the Committees approved the creation of 51 of the 52 requested positions. The attached position allocation chart shows the current number of funded positions for each department. The chart also contains columnsreflecting the number of new positions being requested by the various departmentsand the Committees’ recommendations.The Committee is seeking Board approval of the position allocation chart and with the newly recommended positions. ***Items Not Requiring Action*** NONE There being no further business, the meeting was adjourned. The next HR Committee meeting is scheduled for Friday, March 11, 2016. Respectfully submitted, Human Resources CommitteePublic Safety Committee Robert A. Hess, ChairmanGary A. Lofton Robert W. WellsBlaine P. Dunn Blaine P. DunnCharles Torpy Don Butler Beth Lewin Dorrie Greene BY: ____________________________ Jay E. Tibbs Interim Director of Human Resources Fiscal Year 2016-2017 Requests for New Positions – Presentations by Department Directors . County Attorney 1. Commonwealth’s Attorney 2. Economic Development Authority 3. Department of Social Services 4. Human Resources 5. Parks & Recreation 6. Planning & Development 7. Shawneeland 8. Northwestern Regional Adult Detention Center 9. Sheriff 10. Fire & Rescue 11. COUNTY OF FREDERICK Roderick B. Williams County Attorney 540/722-8383 Fax 540/667-0370 E-mail: rwillia@fcva.us MEMORANDUM TO: Paula A. Nofsinger, Human Resources Director CC: Jay E. Tibbs, Deputy County Administrator FROM: Roderick B. Williams County Attorney DATE: November 12, 2015 RE: Request for approval of Assistant County Attorney position Pursuant to the County Administrator’s budget directive for FY17, I am submitting this position request. The County Attorney’s Office requests approval of an Assistant County Attorney position at salary range 10 ($65,800-$105,400), effective October 1, 2016. Attached at the end of this memorandum is a proposed job description for the position. The Office anticipates that it would fill the position at the low end of that range, with a first, second, or third year attorney. Therefore, the cost for the position, including benefits, for the partial period in FY17 would be approximately $66,868 and the cost for the position, including benefits, for a full 1 fiscal year, FY18, would be approximately $89,157. The increasing legal needs of the County, occasioned by continuing population growth and renewed economic growth, warrant the creation of the requested position. This memorandum substantiates the circumstances leading to this request and provides comparative data establishing the proposed salary for the requested position. 1 In addition to the indicated amounts, the Office would also anticipate budgeting approximately $1,500 annually for other costs for the new attorney (items such as bar dues, continuing legal education requirements, and general office expenses). Separately, the Office budget currently includes an appropriation of $6,000 for a part-time intern position. If the requested position is approved, the Office would eliminate the intern position and request transfer of the funds to the requested position. Including FICA costs for the intern position, this would reduce the net annual cost of the requested new position by $6,459. 107 North Kent Street • Winchester, Virginia 22601 Background Frederick County established its County Attorney’s Office in 2008, in response to the increasing legal services needs of the County government. At the time of the Office’s establishment, the Office received a staff allocation of one attorney (the County Attorney) and one legal secretary. Immediately following the Office’s establishment, the County faced the depths of a significant economic downturn. This limited the growth of the County’s legal services needs at the time. Current and Anticipated Circumstances Over the most recent years, the County has continued to experience population growth and has again begun to experience economic growth and, with such growth, the County’s 2 demand for legal services has likewise grown. That demand is now to the point that the Office would be best positioned to meet the County’s needs with the addition of a full-time Assistant County Attorney. Most recently, during summer 2015, the Office had a law student intern. The intern performed many functions that would, essentially, be suitable for a junior level Assistant County Attorney. Ample work was available to occupy the intern during the intern’s stay in the County Attorney’s Office. In addition, the Office currently has a part-time intern who is assisting with various legal functions. The Office identifies the following increasing needs that either currently are not sufficiently met or in the near future will not be sufficiently met: Contracts (especially relative to purchasing) – Conducting reviews of contracts for legal compliance/appropriateness of terms. Current turnaround time on these matters is less than ideal. County Code and legislative activities – Conducting ongoing updates/review of County Code for changing needs and requirements. Some requests for Code drafting remain pending for a number of months. Also, relative to preparing for, monitoring of, and responding to proposed General Assembly legislation, the County does not have specifically dedicated in-house resources for this. Freedom of Information Act – Assisting the Public Information Officer and providing ongoing training for County staff. Human resources matters – Advising department on claims, grievances, and policies. Current needs have increased, on account of the increasing size of the County workforce. 2 The County’s population has grown 10.8% from July 1, 2007 to July 1, 2014, according to estimates by University of Virginia Weldon Cooper Center for Public Service. 2 Land development proposals (primarily rezonings) – Conducting reviews for legal compliance/appropriateness of terms. By way of comparison, in FY14, the Office conducted two such reviews and then o remained involved in the associated process. In FY15, this number increased to nine. For FY16 to date, the Office has already either completed or has pending at least seven reviews. Increasingly, with respect to rezoning reviews, the expectation is that reviews of o complex proffer statements and revenue sharing agreements will take place in just a few days. This expectation cannot practically be satisfied in the context of current staffing and competing demands for legal services. Litigation defense – At present, the Office has only limited resources to handle defense of any major litigation matters (if not covered by insurance) and would likely need to rely more so on costly outside counsel to do so. Regulatory enforcement actions – The scope of various regulatory matters, in particular stormwater management and other environmental requirements, is evolving and has the potential to require increased legal services. Department of Social Services overflow work (conflicts cases, adoptions, guardianships, APS cases, fraud collections) – DSS has indicated that it is facing increasing needs, not all of which can necessarily be handled by current outside counsel within current budget constraints. Tax collection actions (especially real estate tax sales) – The Office already handles a significant amount of this work for the Treasurer’s Office, but the Treasurer’s Office has indicated growing needs. Violation case prosecutions – The County Attorney is responsible for prosecution of all non-traffic County Code violations. These matters include not just staff-involved matters, such as zoning and building code violations, but also matters such as prosecution of many animal law violations (dog at large cases, in particular). These cases can be time- consuming, but the vast majority of them are suitable for handling by a junior level attorney. Comparison to Other Virginia Localities In addition to considering the Office in the context of the increasing needs identified above, the Office is understaffed compared to the relative staffing of the county attorney’s offices in peer group Virginia counties. Accompanying this memorandum as Table 1 is the comparison data for peer group Virginia counties. The peer group consists of the other five counties in the top 19 by population whose county attorney’s offices do not perform the primary work for their DSS or school division (these areas of work can cause significant variables in office demands). As additional information, accompanying this memorandum as Table 2 is the 3 comparison data for the five largest counties whose county attorney’s offices perform the 3 primary work for their DSS, but not their schools. In summary, the Table 1 data shows that, in terms of locality population per FTE attorney in the peer group county attorney’s offices, the average ratio is a population of 49,770 per attorney. Frederick County currently has a population of 82,059 per attorney and, as proposed, would have a population of 41,030 per attorney.The requested staffing would leave Frederick County appropriately comparable to the other localities in terms of office efficiency. Likewise, in terms of office budget per capita for the peer group county attorney’s offices, the average amount is $6.58 per capita. Frederick County spent $2.92 per capita for the comparison year (FY15) and, as proposed, would spend $4.03 per capita. By this metric, the requested staffing would leave Frederick County ahead of the other localities in terms of office efficiency. Classification and Salary The Office has obtained readily available salary data for Assistant County Attorneys and Assistant Commonwealth’s Attorneys in certain other Virginia counties with existing Assistant County Attorney positions. Table 3 shows this data, as well as a proposed classification of the requested position. As indicated, the request is for a junior level attorney and, accordingly, the data obtained is for the most junior level attorney positions in the respective counties. The comparison data generally indicates that the salary levels are the same or substantially similar for Assistant County Attorneys and Assistant Commonwealth’s Attorneys. Accordingly, the proposed classification and salary for the requested Assistant County Attorney position is for the position to be at the same level as the County currently classifies and pays for an Assistant Commonwealth’s Attorney position. Specifically, the salary range would be $65,800 to $105,400. The Office’s expectation would be to hire at the low end of this range, a first, second, or third year attorney. Summary Evolving circumstances, namely the County’s growing demand for legal services, indicate the need for establishing and filling an Assistant County Attorney position. Comparable localities are already covering their legal needs through staffing of their county attorney’s offices with multiple attorneys and, even once Frederick County takes this step, the County will still be enjoying great efficiencies in its County Attorney’s Office relative to the comparable localities. 3 The 19 largest counties in Virginia, in order, are: Fairfax, Prince William, Loudoun, Chesterfield, Henrico, Arlington, Stafford, Spotsylvania, Albemarle, Hanover, Montgomery, Roanoke, Frederick, Rockingham, th Bedford, Augusta, James City, Fauquier, and York. The 20 largest county is Pittsylvania, which, owing to significant cost of living and economic differences, is not included. Of the other eight counties not included in Table 1 or Table 2, Fairfax, Prince William, Loudoun were not included due to size and other differences and Henrico, Arlington, Albemarle, Hanover, and York were not included because their county attorney’s offices handle either the primary DSS and/or schools work for their counties. 4 TABLE 1 COUNTY ATTORNEY OFFICE COMPARISONS – NO DSS/SCHOOLS FUNCTIONS County Population per Attorney and Office Budget per Capita Office Office FTE attorneys Population Population/ Countybudgetbudget in the office FTE attorney (7/1/14 est.) (FY 2015) (FY 2015) per capita Stafford 138,230 4 34,558 $1,070,580 $7.74 Spotsylvania 126,337 5 25,267 $803,151 $6.36 Montgomery97,405 1 97,405 $261,454 $2.68 Augusta 74,740 1 74,740 $453,635 $6.07 Fauquier 67,512 4 16,878 $676,960 $10.03 Frederick 82,059 1 82,059 $239,668 $2.92 (existing) Frederick (proposed full 82,059 2 41,030 $330,325 $4.03 year cost) Averages (non-weighted, - - 49,770 - $6.58 excluding Frederick) Note regarding Montgomery County – Montgomery County may not necessarily be a comparator, due to the presence of Virginia Tech and two large towns (responsible for land use/planning) within its borders. Note regarding Augusta County – Augusta County’s budget documents included $250,000 in outside services for FY15 for its county attorney’s office, but proposed reducing this to $100,000 for FY16. The amount shown in the table includes the $250,000 figure. With the reduction to $100,000, the per capita amount shown in the table would be $4.06. TABLE 2 COUNTY ATTORNEY OFFICE COMPARISONS – OFFICES WITH DSS FUNCTIONS County Population per Attorney and Office Budget per Capita Office Office FTE attorneys Population Population/ Countybudgetbudget in the office FTE attorney (7/1/14 est.) (FY 2015) (FY 2015) per capita Chesterfield 330,043 8 41,255 $1,592,100 $4.82 Roanoke 93,569 4 23,392 $514,346 $5.50 Rockingham 78,953 3 26,318 $462,948 $5.86 Bedford 77,213 2 38,607 $260,342 $3.37 James City 71,140 3 23,713 $440,932 $6.20 Averages- - 30,657 - $5.15 5 Data sources for Tables 1 and 2: Population – University of Virginia Weldon Cooper Center for Public Service. FTE attorneys in the office – Locality websites or, if information not available there, Local Government Attorneys of Virginia, Inc. directory. Office budget – Locality websites. Information on whether a county attorney’s office performs its county’s primary DSS and/or schools work was obtained by direct contact with the respective office. TABLE 3 – CLASSIFICATION AND SALARY Assistant County Attorney and Assistant Commonwealth’s Attorney Positions – Selected Counties Assistant County Attorney Assistant Commonwealth’s Attorney County Min Mid Max Min Mid Max Frederick 65,800 85,600 105,400 65,800 85,600 105,400 Albemarle 72,958 96,024 119,090 63,380 83,417 103,455 Fauquier 60,294 78,351 96,428 60,294 78,351 96,428 Hanover 60,730 81,985 103,240 60,730 81,985 103,240 James City 72,568 none stated 115,016 data unavailable data unavailable data unavailable Pr. William 58,988 none stated 100,172 data unavailable data unavailable data unavailable Spotsylvania 75,047 97,561 120,075 75,047 97,561 120,075 Stafford 80,683 104,915 125,112 80,683 104,915 125,112 Mean 68,753 91,767 111,305 68,027 89,246 109,662 Median 72,568 96,024 115,016 63,380 83,417 103,455 Note: Where a locality has multiple levels of the Assistant position (e.g., Assistant I, Assistant II, etc.), the data for the lowest ranking Assistant position is given. Data source: Locality websites. For localities with full data available, the localities generally use the same pay scales for attorney positions in the County Attorney’s Office and in the Commonwealth’s Attorney’s Office. The Frederick County salary rates (proposed Assistant County Attorney and current Assistant Commonwealth’s Attorney) are generally consistent with the other localities, although somewhat lower and, as well, the gap widens somewhat at the midpoint and maximum levels, especially when looking at median values for Assistant County Attorney positions. 6 County of Frederick, Virginia Position Details Position Title: Assistant County Attorney Date Position Created: Department: County Attorney Reports To: County Attorney Exempt Non-Exempt Date Prepared: Prepared By: Roderick B. Williams Range: 10 Grade: Salary: $65,800-$105,400 G/L Line Item: Job Description Job Purpose: To provide representation of the County in legal matters, including in litigation matters by and against the County. Essential Functions Rendering general advice on the County’s legal matters; Preparation of proposed ordinances; Representation of the County in litigation matters, including misdemeanor proceedings involving County Code violations and tax collection matters; Review of various land use actions (rezoning, use permit, subdivision, etc.) proposed by or requested of the County, and rendering advice on same; Preparation and/or review of various contracts to which the County is a party, and rendering advice on same; Monitoring and rendering of advice regarding legislation proposed and/or enacted by Congress and the Virginia General Assembly; Attendance at meetings of County boards, commissions, and agencies as necessary and rendering of legal advice to such bodies as necessary; and Performance of such related tasks as may involve the County’s legal affairs. Job Requirements: Education: Graduation from an ABA-accredited law school. Experience: 0-3 years practice in Virginia, with ability to gain admission to practice before the Virginia Supreme Court and the U.S. District Court for the Western District of Virginia within 6 months of employment. Knowledge/Skills: Knowledge and understanding of Virginia local government law; knowledge and understanding of Virginia state and federal court procedures and practice; ability to analyze factual and legal scenarios to develop proposed responses and/or solutions to particular situations; ability to respond collegially and professionally to County officials, County staff, and citizens. Working Conditions: Physical Demands: Ability to perform general office activities, which may include activities such as light lifting (10 pounds), subject to reasonable accommodations for bona fide disabilities. Supervisory Responsibilities: Number of Employees Supervised: 0 Number of Subordinate Supervisors Reporting to Job: 0 Approvals: Department Director: Date: HR Director: Date: Finance Director: Date: County Administrator: Date: Board of Supervisors Approval: Date: Position Justification Statement The Commonwealth’s Attorney’s Office is requesting an additional Assistant Commonwealth’s Attorney (“ACA”) position. As justification for this request, the Commonwealth’s Attorney notes that the office has not added an attorney position since November of 2012.Subsequent to this addition, the caseload of the office has increased substantially. For example, 2,359felony and misdemeanor cases were commenced in the Frederick County Circuit Courtin 2014.These numbers exceed those associated with the responsibilities of the City of Winchester’s Commonwealth’s Attorney’s Office(which commenced 1,790) by roughly 30%; yet that office has the same number of prosecutors as the County. The increased local caseload has been recognized by the General Assembly, which found th it necessary to add two Circuit Court judgeships to the 26Judicial Circuit. The General District Court has also added judgeships, requiring the Commonwealth to appear virtually every day to cover cases in these courts. These added court days create substantial strain on the ability of the existing attorneys to prepare adequately and cover hearings. Another gauge of the increased caseload of the office is reflected in the expanded staffs of the Frederick County Sheriff’s Office, Frederick County Fire and Rescue, and the Northwest Regional Adult Detention Center. The Board has approved the funding of numerous additional positions for each of these organizations for FY2016 (Sheriff’s Office = 7 positions; Fire & Rescue = 10 positions; Jail= 6 positions).The Commonwealth’s Attorney’s Office is in the same pipeline of work served by these three organizations, such that the justifiable expansion of the staffs of these organizations speak to a similar need in the Office of the Commonwealth’s Attorney. Also telling are the Staffing Standards compiled by the Compensation Board, the state entity that, among other things, is responsible for assessing staffing needs in Commonwealth’s Attorney’s Offices around the state. The Compensation Board categorizes Commonwealth’s Attorney’s Offices into four categories, “small,” “mid,” “large,” and “super.” Frederick County is one of forty-eight offices categorized as “mid” in the state. According to the Compensation Board’s statistics, Frederick Countyis tied with Tazwell as the most understaffed office in the state. Its figures suggest that the Frederick County Commonwealth’s Attorney’s Office is in need of fouradditional prosecutors. Given that there are presently six attorneys in the office, including the Commonwealth’s Attorney, the Compensation Board statistics suggest that the office is presently working at 166% of its capacity. Unfortunately, the General Assembly refuses to allocate adequate pass-through funding to the Compensation Board. Asa result of underfunding from Richmond, the localities around the state typically are required to make up the shortfall to ensure that their citizenry are appropriately served by their local prosecutor’s office. In response to the aforementioned staffinginequities across the state, the Compensation Board has seen fit to reallocate a few previously funded (but vacant) positions from offices it considered “sufficiently staffed” to others thatare more in need. Frederick County has been fortunate to receive one of these new positions. The Compensation Board hasprovided our office funding for a new Assistant Commonwealth’s Attorney position in the amount of $53,967.00 annually. Notably, the Commonwealth’s Attorney’s Office has as a line item in its budgetof $30,000.00 for a part-time prosecutor(022010-1003-000-002). The Office has never filled this position because of an inability to find qualified attorneys willing to work for such a salary.We therefore propose to take $16,033.00 from this part-time line item and use it to supplement the new Compensation Board funded position. That will allow us to offer a new full-time attorney a competitive starting salary of $70,000.Using this formula, the net cost to Frederick County for a new full-time Assistant Commonwealth’s Attorney will be no more than the cost of the standard benefits package for regular full-time Frederick County employees. With respect to the remaining balance of our budget line item 022010-1003-000-002, please see our specific budget request related to salary increasesfor existing employees. As always, the Commonwealth’s Attorney’s Office appreciates the consideration of the Board as to this request. DATEDecember9,2015 TO:JayTibbs,InterimHRDirector FrederickCounty FROM:PatrickBarker,CEcD ExecutiveDirector RE:FY2017EDABudget|FTERequest TheEconomicDevelopment!Ò·w©z·äx(EDA)FY17budgetandinvestmentproposalto FrederickCountydoesincludetherequestforanadditionalfulltimestaffperson.Enhanced talentengagementandadvanceddatadriveneconomicdevelopmentarecorefunctionsofthis proposedposition. Today,workforceisakeyfactorinnearlyeverybusinesslocationdecision.Asaresult, economicdevelopmentorganizations,liketheFrederickCountyEconomicDevelopment Authority,notonlyneedtoshowcasetheircommunitiestocompanies,Clevelexecutivesand siteselectors,theynowalsoneedtoeffectivelymarkettheirregionstoskilledprofessionals, especiallywithinthekeyindustriestheyaretargetingforbusinessretention,expansionand relocation.TalentdevelopmenthaslongbeenafocusoftheEDAwiththeCareerPathway Program.Thiszz·z·zÝ;xsuccess,combinedwiththeregionalstudy{w;Changing ManufacturingWorkforceintheShenandoahValley:ALookatRegionalIssuesRelatedto WorkerUpskillingandanAging©E©-;|andtheimportanceofthemillennialworkforce, requiresanenhancedeffort. Inaddition,anoverwhelmingmajorityoflocationdecisionsforexpansionsandlocationnow startwithanalyticandwebresearch.Understandingtheanalyticalcompetitiveadvantagesof FrederickCountyisparamount.Forexample,whatoccupationaladvantagesformanufacturers comparedtoitscompetitionandwhatareFrederick/Ò·äx doesFrederickCountyprovide targetedbusinesses.Thiseffortrequiresconsistentstafftimewhichisdifficultwiththecurrent staffandworkload.ThispositionwouldalsopermitotherEDAstafftofocusontheircore activitiesandthusachieveevenhigherresults. Finally,Ibelievethispositionwillcontributesignificantlytosecuringadditionalbusiness expansionsandnewlocations.Asaresult,FrederickCountywillcontinueitsreignasoneofthe successfuleconomiesinVirginiaandgenerateadditionallocalrevenue. DATE: February 12, 2016 TO: HR Committee Frederick County FROM: Patrick Barker, CEcD Executive Director RE: FY 2017 EDA Budget FTE Request | Additional Justification This memo serves additional justification for funding the EDAÔs Research Manager position. Position Background The EDA research manager would be responsible for collecting, cataloging, maintaining, and presenting a wide range of information from secondary sources that is critical to the work of the EDA. The funding would come from conversion of monies from the current vacant part time business development associate, re-purposing of some existing operating funds and some requested new monies. A previously created job description is Summary of EDA FTE Main Duties Patrick Barker, CEcD, Executive Directorendy May, Marketing Manager W Performs strategic planning Manages web presence and all publications Handles reactive & proactive client management Creates direct marketing materials Manages project negotiation (new & Handles all press releases and social existing) media Conducts advanced data analysis Sally Michaels, Existing Business CoordinatorDonna McIlwee, Administrative Assistant Manages existing business call team Processes financial records Leads Career Pathways Program Handles special projects, as requested Maintains relationships with County Supports staff, as needed companies as the EDAs business liaison. Page 2 of 3 FY 2017 EDA Budget FTE Request | Additional Justification Initial Projects for Research Manager Position Targeted Business Study update This project will involve detailed review of economic and workforce data to update realistic business targets for Frederick County, VA. Results would drive proactive marketing efforts as well as strategic initiatives to enhance efforts to make Frederick County more competitive for some business targets. Workforce Comparison This study will review Frederick CountyÔs labor draw area to identify the competitive advantages of its workforce. Local Business Cost Competitiveness Study This analysis will review Frederick CountyÔs business cost position among its traditional competition. Proactive Marketing Research This analysis will identify specific companies which align with business targets. Career Pathways Program Support Position will provide analytic support for EDA Career Pathways Program. This support will enable the Existing Business Coordinator to enhance programing elements. Marketing Materials Support Position will provide support to maintaining data and information on web and other publications. This support will enable the Marketing Manager to focus on developing more creative materials, like case studies on existing employers for marketing purposes and enhancing the EDA social media status. Page 3 of 3 FY 2017 EDA Budget FTE Request | Additional Justification EDA Staffing Comparison The following table provides some understanding how the Frederick County economic development staffing compares to comparable localities. Staffing at regional economic development agencies are also shown to create an equitable comparison. LocalityEmploymentPopulationEDO Staff Regional EDO (FTE & PTE) Frederick County28,62582,0594No es Y Portsmouth City43,77896,802314 staff, 11 localities es Y Roanoke County37,46193,5695 7 staff, 7 localities es Y Suffolk City28,22889,586514 staff, 11 localities Rockingham es Y 30,07178,9532 County3 staff, 12 localities es Y Lynchburg City51,62877,8743 4 staff, 5 localities es Y Augusta County25,95474,6422 3 staff, 12 localities Frederick County currently holds no formal affiliation to a regional economic development entity. At the desire of the Shenandoah Valley Partnership last year, the Frederick County EDA, along with the City of Winchester, discussed the activities of this membership based regional economic development marketing agency based in Harrisonburg. After discussion with the EDA Chair, Frederick County EDA maintains an openness for regional cooperation on economic development. A formal structure is likely premature given: The County EDA came into existence in July 2014 in part so Frederick County could have their own economic development voice. The County EDA provides many of the same services as the Shenand Partnership, like business retention, business attraction and workforce development. Membership in the Shenandoah Valley Partnership would cost at least $100,000 annually. VEDP research reveals site selectors and corporate decision makers connect Frederick County/Winchester with Northern Virginia and not with the Shenan PartnershipÔs geographic coverage area. Frederick County Department of Social Services 107 N. Kent Street, Third Floor Winchester, VA 22601 Tamara Green (540) 665-5688 (540) 535-2146 FAX Director MEMO To: Human Resources From: Tamara Green, Director Date: November 30, 2015 Subject: Budget The Department of Social Services has two personnel requests to address the growing demands of Foster Care/Adult Protective Services. The first request is to upgrade the position of Family Services Specialist II to a Family Services Specialist IV. The upgrade adds Federal/State $1,819+ Local $4,453= $6,272 total. The second request is adding a new Adult Services Position. The additional position adds Federal/State $28,866+ Local $52,662=$81,528 Total Request is an additional $87, 800 ($30,685Federal/State + $57,115Local) This request would increase our local budget by $32,801from our current local amount. Please see the attached documentationthat provides information and data to justify the request. My sincere appreciation for your time and consideration. Tamara L. Green Director Over the past several years, APS workers have seen an increase in their caseloads due to increases in the number of adult abuse, neglect, or exploitation reports received by the Department. Between SFY 2011 and SFY 2015, the number of APS reports received increased by 70 percent (Figure 1). Figure 1: APS Reports Received by State Fiscal Year (2011 –2015) 400 350 300 250 200 150 100 50 0 20112012201320142015 In addition to the increase the in the number of APS reports received, the APS unit has experienced a 50 percent increase in the number of clients receiving on-going adult protective services case management each month (SFY 2011 = 46 clients per month, SFY 2015 = 72 clients per month). Furthermore, the APS unit currently monitors 213 adult service cases each month. Adult service cases include adult service case management, monitoring guardianship reports, conducting screenings for nursing home placement, assisted living facility placement or EDCD waiver services. During that same time period,the number of CPS reports received has averaged 950per year; however, the number of children receiving on-going child protective services,and the number of children entering foster care,has increasedsignificantly. These increases have primarily been attributed to parental substance use (Figure 2 & Figure 3) Figure 2: Children receiving On-going Child Protective Services by Year 60 55 50 50 45 Total Number of Frederick County Children Involved in On- 40 Going Child Protective Services 35 Cases by Year (Unique 41 42 41 Clients/Non-Duplicate) 30 Number of Frederick County Children for Whom Parental 20 Substance Use was an Identified Risk Factor and Treatment Need 18 in On-going Services Case 10 (Unique Clients/Non-Duplicate) 0 2012201320142015 (as of 11/15) Figure 3: Children Entering Foster Care by Year 35 29 28 30 25 25 Total Number of Frederick County Children who Entered 20 25 Foster Care by Year 24 21 14 15 Number of Frederick County Children who Entered Foster 10 Care Related to Parental 5 Substance Abuse 4 0 2012201320142015 (as of 11/2015) Currently, the Frederick County Department of Social Services has one Family Services Supervisor overseeing both of these program areas. The span of control for this Family Services Supervisor is currently 14 staff members. This includes supervision of five child protective services workers, three on-going child protective services workers, five adult protective services workers, and one intake worker. The supervision of programs involving vulnerable children and adults must allow for a manageable supervisor-supervisee ratio in order to work one-on-one in a meaningful and planful way with frontline protective services staff,while still maintaininga professional, accountable relationship in the community (Jacquet et al. 2007; Juby & Scannapieco 2007; Robison 2006; Weaver, et al. 2007). The current supervision ratioof 1:14 far exceeds best practice standards in child welfare and does not allow the supervisor to have adequate knowledge about the supervisees’ caseloads. The Child Welfare League of America has recommended a supervision ratio of 1:5 for child protective services supervision. The Council on Accreditation (COA), a non-profit, independent human services accrediting organization, has established a supervisor-supervisee ratiofor human services related employmentthat is not to exceed 1:8. Jacquet, S., Clark, S., Morazes, J., Withers, R. (2007). The role of supervision in the retention of publicchild welfare workers. Journal of Public Child Welfare, 1(3), 27-54. Juby, C., Scannapieco, M. (2007). Characteristics of workload management in public child welfareagencies. Administration in Social Work, 31(3), 95-109. Robison, S. (2006). Toward a High Quality Child Welfare Workforce: Six Doable Steps. Cornerstones forKids, Retrieved from: http://www.cornerstones4kids.org/images/six_doable_steps_406.pdf Weaver, D., Chang, J., Clark, S., Rhee, S. (2007). Keeping public child welfare workers on the job.Administration in Social Work, 31(2), 5-25. In addition, over the past three years our foster care roster has increased from 11 children in foster care to 55. This increase is directly related to Parental Substance Abuse in our community. In 2015,33 new children have entered foster care and 25 of those who entered were related to Parental Substance Abuse. This increase in caseload has shifted how we manage not only cases but staff as well. Currently, the Frederick County Department of Social Services has four Family Services SpecialistIIpositions that manage foster care, adoption, and family services cases. Our most tenured employee has been handling responsibilities upward of a Family ServicesSpecialist IV position for quite some time. These extra duties/responsibilitiesinclude oversight and management of the adoption program,case management of the mostcomplex cases, acting in the absence of the supervisor, management of all adoption subsides, andproviding limited supervisionto other staff. County of Frederick Departmentof Human Resources (540) 665-5668 Fax: (540) 665-5669 hr@fcva.us To:Human Resources Committee From:Jay E. Tibbs,InterimHR Director Date:November 23, 2015 Subject:Requestfor New Positions As part ofthe HR Department’sbudget submission, I am proposing thecreation ofa Human Resources Specialist positionand the conversion of the current part-time Human Resources Assistantpositionto a full-time position. Thefirst requested position would be asecond Human Resources Specialist whoseprimary function would be training and development. Employee training and development is very importantnot only for meetinglegal requirements(e.g. health and safety, sexual harassment, etc.), but also to enhanceproductivityand teach best practices.Ajob description is attached for your review. The secondrequest is to convert the current part-time HR Assistant position to a full-time position.This position currently worksapproximately 25 hours per week. Ifpermitted to make this position full-time the primary responsibilities would include: servingas the department’s receptionist covering the front desk from 8:30 a.m. until 5:00 p.m.,providingemployee assistance in regards to compensation, policies, and benefitsquestions, and management, oversight, and improvement ofthe department’s transactional and automated processes. Approximately50% of the HR Generalist’sand 60% of the Benefits Administrator’ current responsibilitiesare purely transactional based tasks. A full time HR Assistant could absorb many of these general responsibilitiesthereby enablingthe HR Generalist and Benefits Administrator to perform position appropriate tasksbyproviding more strategic oversight and input into the department’sannual goals and objectives and enabling them to takeon more exempt level projects. Ajob description is attachedfor your review. By way of background, in July of 1997after maintaining a vacant position for 16 months, the department hired its fourthfull time position supporting approximately 356employees. The department continued with 4 full time staff members until July of 2010whenan employee retired and it was decided not to replace the position due to the continuing economic downturn in the economy. (Today, the HR Department serves approximately 700 full-time and 150 part-time employees with a staff of three full-time employees and one part-time employee.) In an effortto recognizethe financial savings for the County by leaving the position vacantthe department began to automate a number of its processes where appropriate and possible, to include: -Implementation of an electronic timekeeping system to track part-time employees; -Digitization of full-time and part-time employee files thereby allowing department directors to view their respective employees’ files without the assistance of HR staff; -Paperless (electronic) performance review process; and -Electronic open enrollment process. The department is alsoin the process of purchasing an applicant tracking softwaresystemthat will allow itto manage all employment applications electronically versus the current manual system and will also enable itto reach a broader talent pool when attempting to fill vacant positions. This system will greatly enhance the effectiveness of the Human Resources Specialist whose primary responsibility isrecruitment with a focus onpublic safety positions. Like other departments that actively support/staff a Board of Supervisors’ committee (e.g. Finance, Planning, and Public Works) the HR department, in addition to managing the day to day organizational needs,staffs and is actively involved with the Board of Supervisors’HR Committee. This committee meets monthly with the goal of enhancingemployee policiesand programs and engagingour department directors viaeducational presentations about the respective departments. Thedepartment has absorbed theadditional responsibilitiesthe Employees’ Activities Committee and the United Way Committee. This new committee is now known as the Fun Committee, which has become much moreengaged and activethan in prior years. The Fun Committee is responsible for the annual Christmas Party, the Employee Recognition Lunches, the annual Chili Cook Off and numerous other events throughout the year that support our employees and/or our community. In 2013, the HR Departmentestablished a Wellness Program that has been recognized with theGold Achievement medal from the American Heart Association’s Employer Fit Friendly Program. As part of the Wellness program,an employee Wellness Committee was created to recommend wellness future wellness programs and initiatives to county leadership. The HR staff chairs and staffs this committee. Along with the department’s current responsibilities, there are a number of forthcoming benefitscompliance initiatives that must be addressedto include tracking and reporting relative to thefederal Affordable Care Act. There are alsoincreased Virginia Retirement System benefits administration as VRS hasincreased the number of offered retirement plans from one to three, with the last being a hybrid plan which poses some unique administrative challenges. The department’saccomplishments over the last fiveyears,with currentstaff, areto be commended. However,in spite of those accomplishments,there remain a number of areas and initiativesthatcould greatly benefit the organization, butwe are unable to even attemptwith limited staffing. Priorities include:staff training and development,strategic planning with the new county administrator, organization wide succession planning and talent management, reviewofbenefits delivery model,andreview oftotal compensation strategy. I appreciate your consideration of this request to createa newHR Specialist positionand the conversion of the existing part-time HR Assistant to a full-time position. Should you have any questions,please feel free to contact me. County of Frederick, Virginia Position Details Position Title: HR Specialist(Training & Development)Date Position Created: 07/01/2016 Department: HR DepartmentReports To: HR Director Exempt Non-ExemptDate Prepared: 11/23/2015Prepared By: HR Generalist Range:4Essential Non-EssentialSalary:$32,300 G/L Line Item: Job Description Job Purpose:Administers, organizes and conducts company training programs for clerical, supervisory, technical and mid-management personnel.This positionwill be responsible for analyzing training needs, developing curriculum and delivering courses; will evaluate the trainee for effectiveness of training; responsible for development of reporting measurement of training needs and results. Essential Functions Researches, plans, organizes and conducts training programs, seminars and conferences for clerical, supervisory, technical and lower-level management personnel; Writes material for new training programs; reviews, evaluates and modifies existing and proposed programs;recommends appropriate changes; Assists with preparing and administering various training programs; Administers and evaluates training program qualification tests and determines eligibility of prospective attendees; Prepares and distributes training aids such as instructional material, handouts, evaluation forms and visual aids; sets up audiovisual equipment and makes presentations when necessary; Contacts attendees and department representatives about training programs offered. Job Requirements: Education:Four year degree from recognized college or university, preferably with a sociology, human relations, or similar concentration. A combination of education and experience equivalent to graduation from a four year collegeor universitydegree may be substituted for the education preference. Experience:Training & Development experience, preferably in a Public organization. Knowledge/Skills: Communication Proficiency; Learning Orientation; Thoroughness; Time Management. Working Conditions: Physical Demands:Typical office position, sitting at desk, standing, conducting training sessions Supervisory Responsibilities: Number of Employees Supervised:Number of Subordinate Supervisors Reporting to Job: Program Coordinator Justification: The Program Coordinator position is being sought in the Fiscal 2 position was requested in Fiscal 2016 and not filled. The proposed Program Coordinator position is a Range 4 position to assist Program Supervisors with the deliverySeveral new programs have been added during the last two years in anticipation of this position being filled. The Program Coordinator will be supporting the implementation of several recreation programs including aquatics, Winter Wonderland, July 4, high school summer athletic leagues Olympics, and the Battlefield ½ Marathon. Failing to fill this position will result in the loss of several planned programs and their corresponding revenues and expenses. County of Frederick, Virginia Position Details Position Title: Program CoordinatorDate Position Created: Department: Parks and RecreationReports To: Superintendent of Recreation Exempt Non-ExemptDate Prepared: 11/4/2013Prepared By: Melissa Banks Range:4Grade:Salary:$37,200 G/L Line Item:7104-1001-000-030 Job Description Job Purpose:Plans and supervises county-wide specialized recreation programs and activities; does related work as required. Conducts responsible, professional work in the organization and implementation of county-wide recreation programs within a division. The Program Coordinator will supervise the work of part-time professional staff, volunteer helpers and activity participants. The incumbent may be required to direct recreation activities of a highly specialized nature. Essential Functions Reports directly to the Superintendent of Recreation in the Recreation Division; Assists with the development, planning, implementation, and evaluation of recreation based programs; Assists with developinga comprehensive recreation program, including site procurement, recruitment, and preparation of promotional information and securing of community support; Compiles figures to prepare budget recommendations for activities in assigned division; Prepares and maintains administrative records and reports of revenues, expenditures, activities, work schedule, program attendance, supplies and other recreational information; Interacts with the Marketing Coordinatorto prepare plan for promoting assigned activities through newsletters, program brochures, posters and other promotional materials for programs; Recruits, selects, trains, and supervises part-time, seasonal, and volunteer staff to fulfill program needs; Serves as professional/technical liaison with various agency and interagency staff members, as well as community organizations and committees; Assists with the basicREC program as needed including monitoring timesheets, substituting on site, and other tasks as defined; Job Requirements: Education:Any combination of education and/or experience equivalent to graduation from an accredited college with a degree in recreation or a related field or relevant experience. Experience:Possession of, or ability to acquire, current CPR and Community First Aid certification. Knowledge/Skills: Thorough knowledge of the principles and practices of professional recreation work; good knowledge of one or more phases of community recreation activities; ability to schedule and coordinate a recreation program on a County-wide basis; ability to provide working leadership to a group of recreation personnel; knowledge of methods and principles involved in age appropriate recreational activities for bothyouth and adult; ability to act independently and make decisions; possession of good oral and written communication skills; ability to establish effective working relationships with other governmental agencies, co-workers, and program participants. Working Conditions: Physical Demands:Walking, talking, stooping, kneeling, bending, reaching and gripping. May be required on occasion to move up to 30 lbs. Supervisory Responsibilities: Number of Employees Supervised:8Number of Subordinate Supervisors Reporting to Job:0 Approvals: Department Director:Date: HR Director:Date: Finance Director:Date: County Administrator:Date: Board of Supervisors Approval:Date: COUNTY of FREDERICK Department of Planning and Development 540/ 665-5651 Fax: 540/ 665-6395 Eric R. Lawrence, AICP Director MEMORANDUM TO:HumanResourcesDepartment FROM:EricR.Lawrence,AICP,PlanningDirector SUBJECT:FY20162017PlanningDepartmentNewPositionRequest DATE:November17,2015 _______________________________________________________________ TheDepartmentofPlanningandDevelopmentrequeststhecreationandfundingofa previouslyvacatedPlannerposition.Thispositionwasvacatedduringtheeconomic slowdownoverpastdecade,buttheimprovedeconomyhasincreasedstaffworkload andwarrantstherehiringofanadditionalPlanner.ThenewPlannerpositionrequest seekstofundthepositionwithasalaryof$45,200plusfringebenefits.Thisrequestfor thenewpositionhasbeenpreparedfollowingtheguidelinesidentifiedintheOctober 29,2015,FY2017BudgetDirectivememorandumfromBrendaG.Garton,County Administrator. SalaryFringe TitleRangeMinimumBenefitsTotalAnnualCost Planner7$45,200$18,683$63,883 Justification Thecountycontinuestorealizeanincreaseindevelopmentreviewapplications, specificallyresidentialsubdivisiondesignplans.Thisincreaseindevelopmentreview applicationsisapositivesignforourlocaleconomy.Buttheincreaseindevelopment reviewalsoresultsinadditionaldemandsforstafftimededicatedtoplanreview.With allsignsindicatingthattheeconomyismovinginapositivedirection,thePlanning DepartmentrequestsconsiderationoffundingavacantPlannerpositiontoassistwith theincreaseddevelopmentreviewworkload.Failuretofundthepositionwillresultin longerplanreviewtimes,delayingthedevelopmentreviewprocess. 107 North Kent Street Winchester, Virginia 22601-5000 Page2 FY17PlanningDepartmentNewPositionRequest November17,2015 ThePlanningDepartmentstaffmanagesanumberofdevelopmentreviewareasthat resultnotonlyinawellplannedcommunity,butalsoindeveloperscontributingto minimizeimpacts.Throughtheplanningandtoolsimplementedbythedepartment,the CountyhasreceivedcashprofferpaymentsinFY15exceeding$1,112,929,andthese proffercontributionsareprojectedtoexceed$1,904,669inFY16.Reflectiveofthe positivesignsinthehousingindustry,thefiguresshouldcontinuetoexceed$1,000,000 inFY17.Additionally,thePlanningDepartmentstaffaggressivelypursuesvariousstate transportationfundingprograms.RevenuestreamfromVDOTrevenuesharingprogram applicationstopped$4,600,000inFY15;thisinvestmentismatchedbyprivate developmentdollars.ItisanticipatedthatinFY16thecountywillbeawarded $10,750,000inrevenuesharing,railaccess,andeconomicdevelopmentaccessfunding. TherequestedPlannerpositionwillcontributetothePlanning5;¦©·;·xsuccessin securingfundingtomitigateimpactsandadvancetransportationimprovements. PositionSpecifics ThePlannerpositionwillcontributetothe-Ò·äxplanningprogramby: Reviewingmasterdevelopmentplan,subdivisionplans,andsiteplanproposals; Conductingindependentresearchonplanningissuesandplanningprojects; ProvidingstaffsupporttotheBoardofSupervisorsandthePlanning Commission; AttendingandparticipatinginmeetingsofthePlanningCommissionandvarious groupsandorganizations; Assistingthegeneralpublicandotherprofessionalsandgovernmentofficials withinquiriesandissuesconcerningplanningprocesses,development procedures,andCountyordinances;and, AssistingothermembersofthePlanningStaffwithothertasksidentifiedinthe 7;¦©·;·xworkprogram Itrulybelievethatthecountyshouldrecognizetheadditionalworkloadassociatedwith theimprovedeconomyandtheassociatedincreaseindevelopmentreviewfees,and supportthefullfundingofaPlannerpositionatasalaryof$45,200plusbenefits. Thankyouforyourconsideration. Attached:PlannerPositionDetailsform County of Frederick, Virginia Position Details Position Title: Planner Date Position Created: Department: Planning & Development Reports To: Director of Planning & Dev. Exempt Non-Exempt Date Prepared: 11/17/15 Prepared By: Eric Lawrence Range: 7 Grade: A Salary: $45,200 G/L Line Item: 10-81010-000-1001-003 Job Description Job Purpose: Performs and provides professional support to the County’s planning program. Carries out special projects, conducts independent planning research, and assists with the administration and enforcement of County development codes. Provides primary support to the Board of Supervisors, the Planning Commission, the Planning Director, and various committees. Performs related duties as assigned. Essential Functions Reviews master development plan, subdivision plans, and site plan proposals Conducts independent research on planning issues and planning projects Provides staff support to the Board of Supervisors and the Planning Commission Attends and participates in meetings of the Planning Commission and various groups and organizations Assists the general public and other professionals and government officials with inquiries and issues concerning planning processes, development procedures, and County ordinances Assists other members of the Planning Staff with other tasks identified in the department’s work program Job Requirements: Education: Graduation from an accredited college or university majoring in Urban Planning or a related field. Masters Degree and four years experience preferred. Considerable practical experience may be considered for degree requirements. Experience: Four years experience preferred. Considerable practical experience may be considered for degree requirements. Knowledge/Skills: Considerable knowledge and use of planning principles and practices and local government regulations. Ability to conduct extensive research, writes technical reports, prepares data, and works with the public. Ability to work with computer systems including Internet, ArcView, and general office software, including word processing, database, and presentation. Ability to establish and maintain professional working relationships with co-workers, officials, and the general public, and possess professional telephone etiquette. Working Conditions: Physical Demands: Must possess a valid driver’s license. Supervisory Responsibilities: Number of Employees Supervised: 0 Number of Subordinate Supervisors Reporting to Job: 0 Approvals: Department Director: Date: HR Director: Date: Finance Director: Date: County Administrator: Date: Board of Supervisors Approval: Date: Frederick County Fire and Rescue Department Personnel Request Personnel Request 3505-1001-035 Compensation of Firefighter 3505-1001-053 Compensation of Firefighter 3505-1001-054 Compensation of Firefighter 3505-1001-083 Compensation of Firefighter 3505-1001-084 Compensation of Firefighter 3505-1001-085 Compensation of Firefighter 3505-1001-092 Compensation of Firefighter 3505-1001-093 Compensation of Firefighter 3505-1001-106 Compensation of Firefighter Through 3505-1001-115 Compensation of Firefighter 18-Full-Time Firefighter/EMTs o Requested Increase $662,400 ($36,800/per position) o The Frederick County Fire and Rescue Department was established in 1990 to supplement, support, and provide coordination for the eleven volunteer fire and rescue companies that provide fire suppression and emergency medical services to the citizens of Frederick County. In 1990, the department responded to 4,141 total incidents. These numbers have steadily increased, and in 2014, the total responses more than doubled at 10,017 and are expected to reach 10,500 in 2015. With that, the number of operational volunteers has decreased to approximately 11% remaining operationally active. We are requesting an additional 18 Operational Field Staff members to alleviate the need for Overtime coverageto cover unexpected leave. These additional staff members will allow regularly scheduled personnel to cover vacancies that occur due to staff being on vacation, sick, injured or on any other type of leave that may occur. Due to our low daily staffing numbers, necessary coverage results in Overtime due to the lack of available staff during regular shifts, requiring call-backs (Overtime)to cover these vacancies. In the past, coverage for these vacancies were through the use of Part-Time and Volunteer members. However, we have had a significant decrease in availability of either. These additional 18 staff members are imperative to the reduction of unpredicted overtime. Without these positions, overtime will be required to continue to cover leave and injury vacancies we will be required to decrease services to the community. or On any given day there are on average, only two (2) to three (3) staff in the station available to provide emergency services. It takes only one response to deplete the staffing and leave the district unprotected. When this occurs and a company experiences back-to-back calls for service, the closest neighboring company is dispatched, resulting in a significant response delay, and leaving a second company depleted of staffing and its citizens unprotected. This scenario happens daily in Frederick County and is an example of what happens for routine EMS incidents. A significant incident such as a structure fire, more often than not, compounds this problem to involve the entire county. The Fire and Rescue Department must actively evaluate and plan to catch up to meet the needs of our County due to increased growth. The volunteer system has done its best to provide adequate service to our citizens. With the introduction of career staff into the system in 1990, there was a realization that the volunteers alone could no longer meet the needs of our citizens and visitors, at which time career staff was hired to supplement volunteer staffing. Now the opposite is true. Career staff responds to the majority of all calls for EMS and fire service and are now supplemented by volunteers. FrederickCounty Fire and Rescue currently does nothave a setResponse Goal, however we strive to have a minimum of two personnelarrive on scene within five minutes of being dispatched. The chart below details our current Turnout Time. Responding Personnel January - October 2015 29% 2 within 5 minutes Not Present 71% The National Fire Protection Association (NFPA) outlines the Response Goals for combination systems in Suburban and Rural Demand Zones. Demand ZoneDemographicsStaffing/Response Achievement % Times Special RisksAHJ DeterminesAHJ Determines90 Urban>1000 people/sq. mileStaff 15/Response Time90 –9 Minutes Suburban500-1000 people/sq. Staff 10/Response Time 80 mile–10 minutes Rural<500 people/sq. mileStaff 6/Response Time 80 –14 Minutes RemoteTravel Distance >8 Staff 490 miles Currently, Frederick County has only reached the Suburban Response Goal 35 times in 2015. Responding Personnel - Suburban January - October 2015 1% 10 within 10 minutes Not Present 99% And, the Rural Response Goal has been met 399 times in 2015. Responding Personnel - Rural January - October 2015 5% 6 within 14 minutes Not Present 95% Now, we must come to the realization that the current staffing levels are not meeting the needs of our citizens. As the County continues to grow, the demand on staffing will continue to increase and the need to expand is evident. Insuring the safety of our personnel, obtaining an acceptable level of service, and meeting new standards adopted by State and Federal agencies are the immediate challenges facing our Fire and RescueDepartment. 3505-1001-088 Compensation of Training Officer –New 3505-1001-089 Compensation of Training Officer –New 2-Full-Time Training Officers (lateral transfer / backfill current FF/EMT positions) o Requested Increase $73,600 ($36,800/per position) o Two additional Training Officer Positionswill assist the existing Training Division Staff with facilitation of the annual training plan adopted by the Frederick County Fire and Rescue Department and the Frederick County Volunteer Fire and Rescue Association. Currently, the Training Division employs two full-time instructors who are responsible for conducting Career Recruit Schools, Career Training required for current EMS providers (CE hours), OSHA mandated training and Volunteer EMS & Fire Academies. With the significant decrease in Volunteer Instructors available for the Academies, the current staff is finding themselves working up to 60hours a week. When feasible, these staff members adjust their schedules to decrease the overtime impact, howeverthis is becoming more difficult with their current workload. These additional two Training Officers are imperative to the reduction of overtime. Without these positions, the Training Division will have to evaluate and eliminate available training opportunities to both Career and Volunteer Fire & Rescue members. During the past three years, the Training Division has conducted three Career Recruit Schools in addition to the training programs offered during the annual training plan, which has created an excessive workload for the existing staff. The need to conduct the Career Recruit Schools is becoming more prevalent since the potential candidates are young with very limited certifications and experience, which causes the training programs to be providedto them just to bring them up to current standards required by the Department. The Department has always attempted to utilize volunteer instructors and part-time personnel to provide instruction during the Volunteer Fire and EMS Academies as well as the Career Recruit School, but the number of personnel available to assist with these training programs is becoming less and less. The Fire and Rescue Department applied for accreditation through the Virginia Office of Emergency Medical Services for the levels of Emergency Medical Technician and Advanced Emergency Medical Technician in March 2014. Our site visit by the accreditation team was performed January 2015 with the plan on conducting our first Advanced Emergency Medical Technician course at the beginning of 2016. These positions are critical to facilitating the other training programs as to allow the EMS Training Officer to concentrate on development of the curriculum and completing all of the other components that will be required through the accreditation process. Both of these positions will also assist with the coordination/instruction of the Emergency Medical Services Academy, Basic Fire Academy, Career Recruit School(s), and other training programs offered by the Training Division. The other Training Division Staff will then be able to incorporate mandated specialized training programs into the Training Program Plan and facilitate them based upon nationally accepted best practices. As the Department continues to grow, it is imperative that we provide the highest level of training possible locally. The dynamics of today’s incidents have changed dramatically and the need for realistic, functional education and training has never been higher. In addition to providing the basic entry-level fire and EMS courses, training of driver/operators, company officers, and chief officers on the new technologies and leadership required to facilitate a combination career and volunteer fire and rescue system. 3505-1001-120 Compensation of Firefighter for additional Assistant Fire Marshal 3505-1001-121 Compensation of Firefighter for additional Assistant Fire Marshal 2-Full-Time Assistant Fire Marshals –NEW o (lateral transfer / backfill current FF/EMT position) Requested Increase $73,600 ($36,800/per position) o With the adoption of the Virginia Statewide Fire Prevention Code in 2012 one of the objectives within the code is to have 100% of all commercial and retail properties inspected annually. There are approximately 5,400 business licensed retail, commercial and home-based properties that are, by code, subject to fire prevention inspections. The current staffing levels afford us the ability to complete approximately 25% of the required inspections. Our goal with additional staffing would be to complete 50% of required inspections. The additional two Assistant Fire Marshals are imperative to conduct the annual life safety inspections of all commercial and retail businesses in Frederick County. Without the additional two positions annual inspections will be maintained at 25% of commercial and retail businesses. At present, our Assistant Fire Marshals are responsible for enforcing the Frederick County Fire Prevention Code, performing safety inspections for county businesses, investigating causes of fires, explosions, environmental crimes and emergencies, issuing burning and blasting permits, reviewing fire protection system plans, and ensuring and educating the public about fire safety. Increasing our staffing levels will allow us to increase the number of inspections, will allow for expedited plans review, improving customer service and allow appropriate time for thorough investigations. The number of requests for life safety education from civic organizations, private businesses, public and private schools are steadily increasing. Currently, we are reaching approximately 3% of our population, with additional staffing we would be able to increase the number of people we are able to educate. The additional staffing will also assist with the requiredafter-hours on call time for any life safety issues that may arise within the jurisdiction. Our proposed Life Safety/Fire Prevention Permit Fee Schedule will generate revenue, which will assist with offsetting the costs of additional staffing. By expanding our inspection services to include life safety/fire prevention operational permits, that many area jurisdictions already require, we will improve the overall fire and life safety to our county citizens, visitors, firefighters and provide additional education to the business owners. 3505-1001-122 Compensation of Firefighter for EMS Supervisor-New 1-Full-Time EMS Supervisor -NEW o (lateral transfer / backfill current FF/EMT position) Requested Increase $36,800 o Currently there are no established career positions for EMS supervisory personnel within the combined system. EMS supervisory personnel are critical components of the EMS system, as they not only provide patient-care oversight, but also serve as day-to-day liaisons with hospital staff and theOMD, system administrative and operational officers, and integrate into the Incident Management System on incidents involving multiple medical patients, technical rescue components, and as needed on other emergency incidents. Additionally, the EMS Supervisor will ensure a day-to-day quality assurance/quality improvement program can be implemented. This position would be an Administrative Position, working Monday –Friday, during regular business hours. Currently, our Deputy Chief of Training oversees all aspects of both training the career and volunteer members of the Fire and Rescue system, as well as all items listed below. These additional duties would be passed on to the EMS Supervisor, allowing the Deputy Chief of Training to focus on enhancing the educational opportunities of the career and volunteer members. Position duties would include: (1) Patient care protocol compliance: The need for EMS-trained personnel to operate and perform according to established protocols for patient care is a critical element for positive system delivery. Compliance with established patient care protocols is intuitively related to the quality of the care delivered in the EMS system. The quality of care then relates to the overall quality of the system. (2) Ensuring positive patient outcome: The resultant patient status following pre-hospital treatment and/or care relative to the patient’s signs and symptoms are measured by the effects of the EMS system encounter. Patient outcome (patient status) can be a byproduct of the overall quality and effectiveness of an EMS system, and therefore should be measured as an indicator of quality within the system. (3) Quality Improvement/Quality Assurance: The need to operate a complete quality program that includes total quality management, continuous quality improvement, and quality assessment. The program includes direct field observation by a designated medical quality officer. The observer should be of equal or higher level of training. An established “quality” program is an indicator of the system’s attention to quality. An established program indicates the Department’s effort toward establishing and maintaining quality within the EMS system. The EMS Supervisor will be responsible for the day-to-day supervision and support of EMS operations in the County. The position is intended to be a supportive one in that the EMS Supervisor should endeavor to monitor and mentor the active EMS providers as well as provide guidance and structure to on-going EMS operations countywide. While a member of the command rank, the EMS Supervisor will not be disposed to assuming command unless that action is required to stabilize an evolving incident. The EMS Supervisor is more appropriately oriented to assuming specific roles inside the Incident Command System (ICS) such as Medical (Patient Care), Medical Control, Treatment, Transport, Rehab, etc., while working with the Incident Commander to ensure a seamless ICS is maintained resulting in multiple outcomes. 3505-1003-003 Part-Time No increase requested o $181,288 3505-1005-000 Overtime No increase requested o ***For Fiscal Year 2017, the Department is not requesting an increase in the overtime expenditure. This is based on the additional staffing as requested above. The additional staffing will help to alleviate the need to cover minimum staffing with call-back personnel resulting in an increase in overtime expenseswhich are unpredictable. Without these positions, it is likely that the Overtimeexpenditure will remain as is or may increase. 3505-1007-000 Incentive Requested Increase $143,000 o $252,000 (FY16) This increase takes into account the request for additional Operational staff members needed to provide coverage throughout the County and the request for additional Training Officers and additional Assistant Fire Marshals. The current Incentive rate is $3,000 for Enhanced Providers, $5,000 for Intermediate Providers, and $7,000 for Paramedics. Individuals operating at the Basic Level are not eligible for ALS Incentive. In addition to ALS Incentive, the Department has outlined in the Career Development Program, HazMat Incentive for employees who have obtained HazMat Technician and HazMat Specialist. The Incentive Rate for the HazMat Program would be $1000 annually for Technicians and $2000 annually for Specialists. Lastly,funding is also necessary to cover the increase in EMS providers who obtained ALS Incentive in FY15 and FY16 . Fringe Benefits Due to the requested personnel increase, all fringe benefits reflect an increase based on the appropriate calculations provided by the Finance Department. New Hire Cost Breakdown FF/EMT 36,800.00Starting Salary 2,815.207.65%FICA 10,500.00875Medical/per month 3,904.4810.61%VRS 437.921.19%Group Life Insurance 1,851.045.03Worker's Comp EMT/Firefighter $ 56,308.64 Uniform/PPE $ 6,316.00 TOTAL $ 62,624.64 18 Operational FFs$ 1,013,555.52 2 Assistant FMs$ 112,617.28 2 Training Officers$ 112,617.28 1 EMS Supervisor$ 56,308.64 New Employee Physical$ 13,800.00 Upfront Costs*$ 159,068.00 Training$ 9,000.00 Total 1st Year$ 1,476,966.72 Annual Costs**$ 1,301,239.72 *Upfront costs include uniforms/PPE, physicals, and training **Annual Costs include salary, fringes, and annual physical. It CONDITIONAL USE PERMIT #05-15 WINCHESTER CHAPTER OF THE IZAAK WALTON LEAGUE Staff Report for the Board of Supervisors Prepared: February 12, 2016 Staff Contact: Mark Cheran, Zoning Administrator This report is prepared by the Frederick County Planning Staff to provide information to the Planning Commission and the Board of Supervisors to assist them in making a decision on this request. It may also be useful to others interested in this zoning matter. Reviewed Action Planning Commission: 02/03/16Public Hearing Held; Recommended Approval Board of Supervisors: 02/24/16Pending EXECUTIVE SUMMARY AND PLANNING COMMISSION RECOMMENDATION: This application is requesting an expansion of a non-conforming use. (Outdoor Shotgun Shooting Range) Should the Board of Supervisors find this use appropriate, Staffwould recommend the following conditions: 1.All review agency comments and requirements shall be complied with at all times. 2.Shooting activities shall be supervised by qualified personnel at all times. 3.Any expansion or change of use shall require a new ConditionalUse Permit. The Planning Commission unanimously recommended approval of CUP #05-15 with the above conditions. Following this public hearing, a decision regarding this Conditional Use Permit application by the Board of Supervisors would be appropriate. The Applicant should be prepared to adequately address all concerns raised by the Board of Supervisors. Page 2 CUP #05-15, Winchester Chapter of the Izaak Walton League February 12, 2016 LOCATION : This property is located at 2863 Millwood Pike MAGISTERIAL DISTRICT: Shawnee PROPERTY ID NUMBER: 77-A-72 PROPERTY ZONING & PRESENT USE: Zoned: RA (Rural Areas) Land Use: Outdoor Recreation ADJOINING PROPERTY ZONING & PRESENT USE: North: RA (Rural Areas) Use: Residential South: RA (Rural Areas) Use: Residential East: RA (Rural Areas) Use: Clarke County West: RA (Rural Areas) Use: Residential PROPOSED USE: Expansion of a non-conforming use (outdoor shotgun shooting range). REVIEW EVALUATIONS: Virginia Department of Transportation: The application for this property appears to have little measurable impact on Route 50, the VDOT facility which would provide access to the property. Present entrance is adequate for proposed improvements. Should business ever expand in the future, entrance may need to be upgraded. Frederick County Inspections: Tower structure shall comply with The Virginia Uniform Statewide Building Code and Section 312, use group U (Utility), of The International Building Code/2012. An evaluation report of the placed structure and the construction documents submitted for the building permit shall be sealed by a Virginia Licensed Design Professional. After the issuance of a building permit, a final inspection of the structure shall be required to assure compliance with construction documents and that code compliance is met. Upon completion of final approvals, a certificate of use and occupancy shall be issued. Winchester-Frederick County Health Department: The Health Department has no objections since it does not appear to be an increase in usage of the bathroom facilities at the shelter and portable toilets are still utilized for large gatherings. Page 3 CUP #05-15, Winchester Chapter of the Izaak Walton League February 12, 2016 Frederick County Sanitation Authority: This property is outside of the Sewer Water Service Area (SWSA) therefore, Virginia Department of Health comments are required. Frederick County Fire Marshall: Plans approved. Winchester Regional Airport: Please see attached letter dated November 3, 2015, from Serena R. Manuel, Executive Director. Planning and Zoning: Outdoor shotgun shooting ranges are considered as an outdoor recreation use in the RA (Rural Areas) Zoning District with an approved Conditional Use Permit (CUP). Research of County records revealed that a CUP had never been approved for the existing 149 +/- acre. Izaak Walton facility. Therefore, this facility was established prior to this requirement; and is considered to be a legally non-conforming use. Due to this non-conforming status; any increase in the intensity of use is not permitted. the size and location of the outdoor shotgun shooting range. This increase in the level of non- conformity may be accomplished through the approval of a CUP. The 2030 Comprehensive Policy Plan of Frederick County (Comprehensive Plan) identifies this area of the County to remain Rural in nature and is not part of any land use study. This proposed shooting range will cover an area approximately 3+/- acres and will be used for clay targets launched by trained shotgun range supervisors. The Applicant has indicated this proposed range will be used for shotguns of 12, 16, 20, 28, and .410 gauges. The only shot size will be 7½ or smaller. A shotgun pattern range will also be used in conjunction with this range. The range will be under the supervision of Izaak Walton appointed and trained firearm supervisors at all times when the range is in operation. This CUP will expand the facility that currently includes a lodge building, picnic shelters, a rifle range, and fishing areas. Access to this property is via a key pad gate system for members only. Outdoor shotgun shooting ranges are subject to additional performance standards in order promote safety and mitigate any negative impacts to adjoining properties. The properties immediately adjacent to this proposed CUP are currently zoned RA Zoning District. One of these standards is that a proposed outdoor range be a minimum 1,000 feet from any property being used as residential. This proposed use will meet that standard. The other standard is that a Category C buffer be provided. The proposed range and the property as a whole are surrounded by mature woodlands and vegetation. Therefore, the intent of the Category C buffer can be met, as 200 feet is required for a land screen Category C buffer. Please note the comments provided by the Winchester Regional Airport. Page 4 CUP #05-15, Winchester Chapter of the Izaak Walton League February 12, 2016 STAFF CONCLUSIONS FOR THE 02/03/16 PLANNING COMMISSION MEETING: Should the Planning Commission find this use appropriate, Staffwould recommend the following conditions: 1.All review agency comments and requirements shall be complied with at all times. 2.Shooting activities shall be supervised by qualified personnel at all times. 3.Any expansion or change of use shall require a new Conditional Use Permit. PLANNING COMMISSION SUMMARY AND ACTION OF THE 02/03/16 MEETING. Zoning and Subdivision Administrator, Mark R. Cheran reported this property is currently zoned RA (Rural Areas) and the current land use is Outdoor Recreation. The proposed use is the expansion of a non-conforming use for an outdoor shotgun shooting range. Mr. Cheran continued that outdoor shotgun shooting ranges are considered as an outdoor recreation use in the RA (Rural Areas) Zoning District with an approved Conditional Use Permit (CUP). Research of county records revealed that a CUP had never been approved for the existing 149 +/- acres Izaak Walton facility. Mr. Cheran noted this facility was established prior to this zoning requirement and is considered to be a legally non-conforming use. Mr. Cheran shotgun shooting range. This proposed shooting range will cover an area approximately 3 +/- acres and will be used for clay targets launched by trained shotgun range supervisors. The Applicant has indicated this proposed range will be used for shotguns of 12, 16, 20, 28, and .410 gauges. The only shot size will be 7½ or smaller. The range will be under the supervision of Izaak Walton appointed and trained firearm supervisors at all times when in use. Mr. Cheran concluded this CUP will expand the facility that currently includes a lodge building, picnic shelters, a rifle range, and fishing areas and access to the property is via a key pad gate system for members only. Ms. Joan Fine representing the Applicant reported the Izaak Walton League of Winchester is a Virginia chapter of the National Izaak Walton League of America; which was initially formed for conservation purposes. Mr. James Sherry, President of the Winchester Izaak Walton League reported he and the current Board of Directors were elected in June 2015 and they were charged with the task of fixing what was in disarray with the chapter. He continued one item that was not expected to be wrong is the on land that was acquired in 1965 or so. Mr. Sherry continued the current location is closely supervised; the park has limited access; the chapter holds an excellent record of safe operations. Page 5 CUP #05-15, Winchester Chapter of the Izaak Walton League February 12, 2016 Mr. Sherry reported the Izaak Walton League submitted an application and during the process they were advised by the Winchester Regional Airport Authority to submit to the FAA an Obstruction Evaluation/Airport Airspace Analysis report. He noted the response was returned from the FAA indicating the shotgun range does not pose an obstruction hazard. Mr. Sherry shared the chapter has facilitated visits by County personnel to see firsthand the layout of the range and exactly how it is used. Mr. Sherry continued the shotgun range is located on 3 acres, it provides a safe and secure venue for shotgun enthusiasts. He noted this is accomplished on a range that is under chapter supervision whenever it is in use. Mr. Sherry explained a designated range supervisor is present to ensure the equipment is operated properly, safely, and that the shooters comply with all of the safety rules that are being implemented. Mr. Sherry continued the members are subjected to a safety orientation before they are permitted to use and access any of the range facilities. He noted the Izaak Walton League is protected from unauthorized use by a locked vehicle gate that utilizes a key pad and that gate is under video surveillance. Commissioner Thomas inquired what the range of the shotguns being used is and the carrying distance on the shotgun range. Mr. Sherry noted the largest shot permitted at the shotgun range is 7 ½ which are said to have a maximum carry distance of 209 yards at the proper elevation. Commissioner Marston requested clarification on the operating hours of the shotgun range. Mr. Sherry responded the hours are 1:003:00 p.m. on Saturdays and Sundays and this depends on the weather and the availability of a range supervisor. Commissioner Marston then inquired what type of training the range supervisors are provided. Mr. Sherry elaborated that the training varies; a number of individuals are NRA certified safety officers; there are others who have been associated with the chapter for numerous years that have helped organize the range and develop the rules of the shooting range. Mr. Sherry concluded all keys to access equipment needed for the shotgun range are accounted for, logged, and only range supervisors are in possession. He noted that the safety of the shotgun range is of the upmost importance. Commissioner Dunlap inquired has there been any communication with the Winchester Regional Airport Authority by the chapter. Mr. Sherry commented he has unsuccessfully made contact however; the chapter attorney Ms. Joan Fine has visited with them. Commissioner Thomas inquired if there is electricity or any type of lighting at the shotgun range. Mr. Sherry noted there is neither electricity nor lighting. Citizen Edward Keenan came forward to express his opposition to the shotgun range. Mr. Keenan is primarily concerned with the safety issues associated with this application due to the close proximity to his property. Citizen Carl Golightly came forward expressing his concerns of safety. Mr. Golightly noted he is a registered gun owner, enjoys shooting however he would like to see upgrades done to the Izaak Walton facility to improve all safety aspects and to respect the adjoining property owners. Page 6 CUP #05-15, Winchester Chapter of the Izaak Walton League February 12, 2016 Citizen Warren Golightly came forward; he is concerned with the safety of the adjoining property owners. Mr. Golightly noted he feels the adjacent property values will decrease due to the continued shooting that takes place on the Izaak Walton property. Citizen David Praylor and a member of the Izaak Walton League spoke in favor of the shotgun range. Mr. Praylor explained when the range was initially constructed it was positioned so the shots would not leave the range area. He noted in regards to safety the shotgun range regulations that have been put in place exceed what would be required by the National Skeet Shooting Association. Citizen Loretta Barr lives near the shooting range and noted she frequently hears shooting most of which is not on the days listed in the hours of operation. Citizen Jent P. Mitchell III used mapping provided by Staff and pointed out the rifle range and the shotgun range. He noted the rifle range is currently unrestricted and can be used seven days a week. He pointed out the rifle and the shotgun ranges are two separate items and the shotgun range is the only one being discussed in this proposed CUP. Commissioner Dunlap inquired why the additional parcel owned by Izaak Walton was not included in this CUP application. Staff explained only the parcel which includes the shotgun range had to be listed on the application. Commissioner Thomas inquired why there are not hours of operation listed on the CUP. Staff explained the hours of operation could be added as a condition however it would be very difficult to enforce. Commissioner Thomas commented he hopes the Winchester Izaak Walton League will hear all the citizen comments and address them accordingly. Commissioner Oates commented he does not foresee the shotgun range being a problem for the airport. A motion was made, seconded, and passed unanimously to recommend approval of CUP #05-15. Page 7 CUP #05-15, Winchester Chapter of the Izaak Walton League February 12, 2016 STAFF CONCLUSIONS AND PLANNING COMMISSION RECOMMENDATION FOR THE 02/24/16 BOARD OF SUPERVISORS MEETING: Should the Board of Supervisors find this use appropriate, Staffwould recommend the following conditions: 1.All review agency comments and requirements shall be complied with at all times. 2.Shooting activities shall be supervised by qualified personnel at all times. 3.Any expansion or change of use shall require a new Conditional Use Permit. The Planning Commission unanimously recommended approval of CUP #05-15 with the above conditions. 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. 2562MILLWOODCARPERS205152874685 VALLEY RD ST MILLWOOD PIKE KENNY LNKENNY LNCARPERS VALLEY RD CUP # 05 - 15 CARPERS 621 723 PIKE VALLEY RD CARPERS 669 VALLEY RD 631 484 2600 Winchester Chapter of the CARPERS CARPERS CARPERS MILLWOOD 600 874 VALLEY RD 200 VALLEY RD VALLEY RD691 PIKE CARPERS CARPERS SOTHEBY CT CARPERS VALLEY RD VALLEY RD Izaak Walton League 2596 VALLEY RD MILLWOOD 699 PIKE CARPERS PIN: SOTHEBY 2620 VALLEY RD COURT MILLWOOD 77 - A - 72 2680 Subdivision PIKE MILLWOOD 270 Expansion of non-conforming use PIKE 237 336 SOTHEBY CT 840 SOTHEBY CT AMBERWOOD LN 2721 CARPERS STEVEN 312 MILLWOOD VALLEY RD AMBERWOOD LN DUBRUELER PIKE 874 294 Subdivision CARPERS 2757 AMBERWOOD LN 253VALLEY RD MILLWOOD 280 SOTHEBY CT 2741PIKE AMBERWOOD LN 2755 MILLWOOD MILLWOOD 273 AMBERWOOD LN PIKE 259 876 PIKE AMBERWOOD LN SOTHEBY CT CARPERS 2754 VALLEY RD MILLWOOD PIKE 2759 2783 MILLWOOD 2766 2778 MILLWOOD PIKE MILLWOOD MILLWOOD PIKE PIKE PIKE 2782 876 MILLWOOD 2821 CARPERS PIKE 272 MILLWOOD VALLEY RD AMBERWOOD LN PIKE ST 2800 723 2839 MILLWOOD 161 MILLWOOD PIKE BAY CT PIKE 01 160 BAY CT 50 2860 205 CUP 05-15 MILLWOOD SORREL LN PIKE CLARKE COUNTY VIRGINIA 77 A 72 308 SORREL LN 2960 294 MILLWOOD SORREL LN PIKE 2947 MILLWOOD SORREL LN PIKE SHENANDOAH 2983 POOL FARMS MILLWOOD Subdivision PIKE 208 1881 SORREL LN AIRPORT RD 1811 AIRPORT RD 1919 AIRPORT RD 1889 AIRPORT RD 1917 AIRPORT RD1915 AIRPORT RD 1913 AIRPORT RD 1937 3175 AIRPORT RD MILLWOOD 1955 PIKE AIRPORT RD 1900 321 AIRPORT RD Applications E PARKINS MILL RD Parcels Building Footprints B1 (Business, Neighborhood District) 1946 AIRPORT RD 233 B2 (Business, General Distrist) 01 985 E PARKINS 50 B3 (Business, Industrial Transition District) W PARKINS MILL RD MILL RD EM (Extractive Manufacturing District) 1181 105 165 W PARKINS MILL RD HE (Higher Education District) E PARKINS E PARKINS M1 (Industrial, Light District) Note: M2 (Industrial, General District) CUP # 05 - 15 Frederick County Dept of MH1 (Mobile Home Community District) Winchester Chapter of the Planning & Development I MS (Medical Support District) 107 N Kent St Izaak Walton League Suite 202 OM (Office - Manufacturing Park) Winchester, VA 22601 PIN: R4 (Residential Planned Community District) 540 - 665 - 5651 77 - A - 72 R5 (Residential Recreational Community District) Map Created: January 5, 2016 Expansion of non-conforming use RA (Rural Area District) Staff: mcheran RP (Residential Performance District) 04759501,900Feet 2562MILLWOODCARPERS205152874685 VALLEY RD ST MILLWOOD PIKE KENNY LNKENNY LNCARPERS VALLEY RD CUP # 05 - 15 CARPERS 621 723 PIKE VALLEY RD CARPERS 669 VALLEY RD 631 484 2600 Winchester Chapter of the CARPERS CARPERS CARPERS MILLWOOD 600 874 VALLEY RD 200 VALLEY RD VALLEY RD691 PIKE CARPERS CARPERS SOTHEBY CT CARPERS VALLEY RD VALLEY RD Izaak Walton League 2596 VALLEY RD MILLWOOD 699 PIKE CARPERS PIN: SOTHEBY 2620 VALLEY RD COURT MILLWOOD 77 - A - 72 2680 Subdivision PIKE MILLWOOD 270 Expansion of non-conforming use PIKE 237 336 SOTHEBY CT 840 SOTHEBY CT AMBERWOOD LN 2721 CARPERS STEVEN 312 MILLWOOD VALLEY RD AMBERWOOD LN DUBRUELER PIKE 874 294 Subdivision CARPERS 2757 AMBERWOOD LN 253VALLEY RD MILLWOOD 280 SOTHEBY CT 2741PIKE AMBERWOOD LN 2755 MILLWOOD MILLWOOD 273 AMBERWOOD LN PIKE 259 876 PIKE AMBERWOOD LN SOTHEBY CT CARPERS 2754 VALLEY RD MILLWOOD PIKE 2759 2783 MILLWOOD 2766 2778 MILLWOOD PIKE MILLWOOD MILLWOOD PIKE PIKE PIKE 2782 876 MILLWOOD 2821 CARPERS PIKE 272 MILLWOOD VALLEY RD AMBERWOOD LN PIKE ST 2800 723 2839 MILLWOOD 161 MILLWOOD PIKE BAY CT PIKE 01 160 BAY CT 50 2860 205 CUP 05-15 MILLWOOD SORREL LN PIKE CLARKE COUNTY VIRGINIA 77 A 72 308 SORREL LN 2960 294 MILLWOOD SORREL LN PIKE 2947 MILLWOOD SORREL LN PIKE SHENANDOAH 2983 POOL FARMS MILLWOOD Subdivision PIKE 208 1881 SORREL LN AIRPORT RD 1811 AIRPORT RD 1919 AIRPORT RD 1889 AIRPORT RD 1917 AIRPORT RD1915 AIRPORT RD 1913 AIRPORT RD 1937 3175 AIRPORT RD MILLWOOD 1955 PIKE AIRPORT RD 1900 321 AIRPORT RD E PARKINS MILL RD 1946 AIRPORT RD 233 01 985 E PARKINS 50 W PARKINS MILL RD MILL RD 1181 105 165 W PARKINS MILL RD E PARKINS E PARKINS Note: CUP # 05 - 15 Frederick County Dept of Winchester Chapter of the Planning & Development I 107 N Kent St Izaak Walton League Suite 202 Winchester, VA 22601 PIN: 540 - 665 - 5651 77 - A - 72 Applications Map Created: January 5, 2016 Expansion of non-conforming use Parcels Staff: mcheran Building Footprints 04759501,900Feet RESOLUTION ______________________________ Action: PLANNING COMMISSION: February 3, 2016 - Recommended Approval BOARD OF SUPERVISORS: February 24, 2016 - APPROVED DENIED RESOLUTION CONDITIONAL USE PERMIT #05-15 WINCHESTER CHAPTER OF THE IZAAK WALTON LEAGUE WHEREAS, Conditional Use Permit #05-15 of the Winchester Chapter of the Izaak Walton League, submitted by the Izaak Walton League, requesting an expansion of a non- conforming use, an outdoor shotgun shooting range was considered. The property is located at 2863 Millwood Pike. The property is further identified with Property Identification Number 77-A-72 in the Shawnee Magisterial District; and WHEREAS, the Frederick County Planning Commission held a public hearing on the conditional use permit on February 3, 2016, and 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 February 24, 2016; 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 #05-15 of the Winchester Chapter of the Izaak Walton League for an expansion of a non-conforming use, an outdoor shotgun shooting range is permitted on the parcel identified by Property Identification Number 77-A-72 with the following conditions: PDRes #04-16 1 1.All review agency comments and requirements shall be complied with at all times. 2.Shooting activities shall be supervised by qualified personnel at all times. 3.Any expansion or change of use shall require a new Conditional Use Permit. Passed this 24th day of February, 2016 by the following recorded vote: Charles S. DeHaven, Jr., Chairman ____ Gary A. Lofton ____ Robert A. Hess ____ Blaine P. Dunn ____ Gene E. Fisher ____ Robert W. Wells ____ Judith McCann-Slaughter ____ A COPY ATTEST ____________________________ Brenda G. Garton Frederick County Administrator PDRes #04-16 2